1

SUPPORTING STATEMENT

FOR PAPERWORK REDUCTION ACT SUBMISSION

Information Collection OMB Control Number 1894-0001

A. Justification 

1. Explain the circumstances that make the collection of information necessary. Identify any 

legal or administrative requirements that necessitate the collection. Attach a copy of the 

appropriate section of each statute and regulation mandating or authorizing the collection of 

information.

Section 3505(a)(2) of the PRA of 1995 provides the OMB Director authority to approve the 

streamlined clearance process proposed in this information collection request. This 

information collection request was originally approved by OMB in January of 1997. It 

streamlines the clearance process for all discretionary grant information collections which do 

not fit the generic application process. The streamlined clearance process continues to reduce 

the clearance time for the U.S. Department of Education's (ED's) discretionary grant 

information collections by two months or 60days. This is desirable for two major reasons: it 

would allow ED to provide better customer service to grant applicants and help meet ED’s goal 

for timely awards of discretionary grants.

Improved Customer Service

The time saved by a streamlined clearance process means an earlier approval of ED's 

discretionary grant application packages and "on the street" to the waiting public much 

sooner than through the current process. This translated into better customer service to our 

applicants because of the increased time to complete applications, which ranked high on 

their list of priorities. In addition, the streamlined clearance process continues to allow ED 

program staff to devote more time to the actual administration of grants, instead of having 

to wait for the completion of the lengthier clearance process.

Supporting ED's Goal

Time saved in this component assists ED in meeting its goal of awarding all discretionary 

grants on a timely basis. To meet this goal for each fiscal year, ED will award most of its new 

grants by May.

This is a request to extend the clearance process for discretionary grant information 

collections, and continue to be streamlined in the following manner: the clearance process 

begins when ED submits the collection to OMB and, simultaneously, publishes a 30-day 

public comment period notice in the Federal Register. OMB has 60 days, following the 

beginning of the public comment period, to reach a decision on the collection.

Under this streamlined clearance process, OMB has 60 days to review each collection and the 

public would still have an opportunity to comment on each collection once instead of twice. 

Since approval of 1894-0001 streamlined discretionary grant process in 1997, one public 

comment period has proven to be sufficient; particularly, as it saves 60 days per clearance. 

This continues to help ED provide better customer service to grant applicants and award all 

discretionary grants on a timely basis.
2

2. Indicate how, by whom, and for what purpose the information is to be used. Except for a 

new collection, indicate the actual use the agency has made of the information received from 

the current collection.

A list of discretionary grant information collections that have or will continue to be submitted 

under the streamlined clearance process unless they are able to use the generic application 

(1894-0006). 

3. Describe whether, and to what extent, the collection of information involves the use of 

automated, electronic, mechanical, or other technological collection techniques or forms of 

information technology, e.g. permitting electronic submission of responses, and the basis for the 

decision of adopting this means of collection. Also describe any consideration of using 

information technology to reduce burden.

Each individual program office (PO) submits discretionary grant (information collection) and 

will provide the program specific information regarding the PO grant application and use of 

electronic means.

4. Describe efforts to identify duplication. Show specifically why any similar information 

already available cannot be used or modified for use of the purposes described in Item 2 above.

This information collection request is an extension of OMB # 1894-0001 for another three year 

clearance.

5. If the collection of information impacts small businesses or other small entities (Item 5 of 

OMB Form 83-I), describe any methods used to minimize burden.

This information collection request does not impact small businesses or entities.

6. Describe the consequences to Federal program or policy activities if the collection is not 

conducted or is conducted less frequently, as well as any technical or legal obstacles to reducing 

burden.

This information collection request enables ED to implement a streamlined clearance process

for discretionary grant information collections. This streamlined process will continue to assist 

ED in providing better customer service to applicants and meeting the ED’s goal for 

discretionary grants.
3

7. Explain any special circumstances that would cause an information collection to be conducted 

in a manner:

 requiring respondents to report information to the agency more often than 

quarterly;

 requiring respondents to prepare a written response to a collection of 

information in fewer than 30 days after receipt of it;

 requiring respondents to submit more than an original and two copies of any 

document;

 requiring respondents to retain records, other than health, medical, 

government contract, grant-in-aid, or tax records for more than three years;

 in connection with a statistical survey, that is not designed to produce valid and 

reliable results than can be generalized to the universe of study;

 requiring the use of a statistical data classification that has not been reviewed 

and approved by OMB;

 that includes a pledge of confidentiality that is not supported by authority 

established in statute or regulation, that is not supported by disclosure and 

data security policies that are consistent with the pledge, or which 

unnecessarily impedes sharing of data with other agencies for compatible 

confidential use; or

 requiring respondents to submit proprietary trade secrets, or other confidential 

information unless the agency can demonstrate that it has instituted 

procedures to protect the information’s confidentiality to the extent permitted 

by law.

None of the above listed special circumstances apply to this information collection 

request.

8. If applicable, provide a copy and identify the date and page number of publication in the 

Federal Register of the agency’s notice, required by 5 CFR 1320.8(d), soliciting comments on 

the information collection prior to submission to OMB. Summarize public comments 

received in response to that notice and describe actions taken by the agency in response to 

these comments. Specifically address comments received on cost and hour burden.
4

Describe efforts to consult with persons outside the agency to obtain their views on the 

availability of data, frequency of collection, the clarity of instruction and record keeping, 

disclosure, or reporting format (if any), and on the data elements to be recorded, disclosed, 

or reported.

Consultation with representatives of those from whom information is to be obtained or 

those who must compile records should occur at least once every 3 years – even if the 

collection of information activity is the same as in prior periods. There may be 

circumstances that may preclude consultation in a specific situation. These circumstances 

should be explained.

ED communciation with applicants have found that applicants are extremely content with 

the increased time to complete their discretionary grant applications. This is exactly what 

that plan will continue to achieve.

9. Explain any decision to provide any payment or gift to respondents, other than remuneration 

of contractors or grantees.

No payment or gift will be provided to the respondents.

10. Describe any assurance of confidentiality provided to respondents and the basis for the 

assurance in statute, regulation, or agency policy.

No assurance of confidentiality is provided to the respondents.

11. Provide additional justification for any questions of a sensitive nature, such as sexual 

behavior and attitudes, religious beliefs, and other matters that are commonly considered 

private. The justification should include the reasons why the agency considers the questions 

necessary, the specific uses to be made of the information, the explanation to be given to 

persons from whom the information is requested, and any steps to be taken to obtain their 

consent.

No questions of a sensitive nature will be asked.

12. Provide estimates of the hour burden of the collection of information. The statement 

should:

 Indicate the number of respondents, frequency of response, annual hour 

burden, and an explanation of how the burden was estimated. Unless directed 

to do so, agencies should not conduct special surveys to obtain information on 

which to base hour burden estimates. Consultation with a sample (fewer than 

10) of potential respondents is desirable. If the hour burden on respondents is 

expected to vary widely because of differences in activity, size, or complexity, 

show the range of estimated hour burden, and explain the reasons for the 

variance. Generally, estimates should not include burden hours for customary 

and usual business practices.
5

 If this request for approval covers more than one form, provide separate hour 

burden estimates for each form and aggregate the hour burdens in item 13 of 

OMB Form 83-I.

 Provide estimates of annualized cost to respondents of the hour burdens for 

collections of information, identifying and using appropriate wage rate 

categories. The cost of contracting out or paying outside parties for 

information collection activities should not be included here. Instead, this cost 

should not be included in Item 14.

One (1) burden hour will be assigned to this information collection request as a "placeholder". 

The actual burden estimates for each discretionary grant information collection covered under 

this plan will be provided in the individual PO submission packages.

13. Provide an estimate of the total annual cost burden to respondents or record keepers 

resulting from the collection of information. (Do not include the cost of any hour burden shown 

in Items 12 and 14.)

 The cost estimate should be split into two components: (a) a total capital and 

start-up cost component (annualized over its expected useful life); and (b) a 

total operation and maintenance and purchase of services component. The 

estimates should take into account costs associated with generating, 

maintaining, and disclosing or providing the information. Include descriptions 

of methods used to estimate major cost factors including system and 

technology acquisition, expected useful life of capital equipment, the discount 

rate(s), and the time period over which costs will be incurred. Capital and startup costs include, among other items, preparations for collecting information 

such as purchasing computers and software; monitoring, sampling, drilling and 

testing equipment; and record storage facilities.

 If cost estimates are expected to vary widely, agencies should present ranges of 

cost burdens and explain the reasons for the variance. The cost of contracting 

out information collection services should be a part of this cost burden 

estimate. In developing cost burden estimates, agencies may consult with a 

sample of respondents (fewer than 10), utilize the 60-day pre-OMB submission 

public comment process and use existing economic or regulatory impact 

analysis associated with the rulemaking containing the information collection, 

as appropriate.

 Generally, estimates should not include purchases of equipment or services, or 

portions thereof, made: (1) prior to October 1, 1995, (2) to achieve regulatory 

compliance with requirements not associated with the information collection, 
6

(3) for reasons other than to provide information or keep records for the 

government, or (4) as part of customary and usual business or private practices.

Total Annualized Capital/Startup Cost $ .00

Total Annual Costs (O&M) .00

____________________

Total Annualized Costs Requested $ .00

There is no annual cost burden to respondents as a result of this information collection 

request.

14. Provide estimates of annualized cost to the Federal government. Also, provide a description 

of the method used to estimate cost, which should include quantification of hours, operational 

expenses (such as equipment, overhead, printing, and support staff), and any other expense that 

would not have been incurred without this collection of information. Agencies also may 

aggregate cost estimates from Items 12, 13, and 14 in a single table.

The streamlined clearance process does not constitute a significant change in ED's operations. 

Thus, there will be no additional cost to the Federal government as a result.

15. Explain the reasons for any program changes or adjustments reported in Items 13 or 14 of 

the OMB Form 83-I.

There are no program changes or adjustments.

16. For collections of information whose results will be published, outline plans for tabulation 

and publication. Address any complex analytical techniques that will be used. Provide the time 

schedule for the entire project, including beginning and ending dates of the collection of 

information, completion of report, publication dates, and other actions.

The results of this information collection request will not be published.

17. If seeking approval to not display the expiration date for OMB approval of the information 

collection, explain the reasons that display would be inappropriate.

This information collection request, once extended, will have the same OMB Number -

1894-0001. Each of the discretionary grant information collections covered under this request

will display their own OMB control number with reference to the streamlined clearance 

process in Block 4 of the OMB-83-1 and Data Parts.

18. Explain each exception to the certification statement identified in Item 20, “Certification for 

Paperwork Reduction Act Submissions,” of OMB Form 83-I.

There are no exceptions to the certification statement in item 20 of the OMB-83-1.
7

B. Collection of Information Employing Statistical Methods

This collection does not employ statistical methodology.