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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

SUPPORTING STATEMENT

FOR PAPERWORK REDUCTION ACT SUBMISSION

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 hard copy of the 

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

information, or you may provide a valid URL link or paste the applicable section1. Specify the 

review type of the collection (new, revision, extension, reinstatement with change, reinstatement 

without change). If revised, briefly specify the changes. If a rulemaking is involved, make note 

of the sections or changed sections, if applicable.

The Office of Postsecondary Education is requesting reinstatement of this previously approved 

application which will be needed for the upcoming FY 2015 Minority Science and Engineering 

Improvement Program (MSEIP) competition that is anticipated to take place in spring of 2015. 

The previous application expired June 30, 2014. 

The authorizing statute for this program, Title III, Part E, Subpart 1, Sections 350-365 of the 

Higher Education Act of 1965, as amended, and the governing regulations (34 CFR Part 637), 

require the collection of this information to determine the applicant’s eligibility.

Link to applicable Legislation & Regulations: 

http://www2.ed.gov/programs/iduesmsi/legislation.html

Minor changes to the application have been made since OMB’s last review and approval of the 

form. The dates and minor edits to the language were made to ensure accuracy and clarity. 

These clarifications do not require additional data from the applicant. 

The collection of the information requested on the proposed application form is necessary to 

allow 2-year and 4-year, public and private, nonprofit institutions of higher education; nonprofit 

science-oriented organizations; and professional scientific societies to apply for grant funds 

under MSEIP. 

 

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Please limit pasted text to no longer than 3 paragraphs.
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

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.

Applications for grants under the Minority Science and Engineering Improvement Program are 

submitted electronically using the Grants.gov Apply site (Grants.gov). The information collected 

is gathered electronically through Grants.gov for the Department of Education for the purpose 

of obtaining programmatic and budgetary information needed to evaluate applications and to 

make funding decisions based on the authorizing statute and the published selection criteria. 

This collection will be conducted annually, based on availability of funding for new grants under 

Title III, Part E, of the Higher Education Act (HEA) of 1965, as amended. 

Notably, without the collection of this information, the Department cannot properly screen 

applicants that apply for MSEIP grants under Title III, and therefore, cannot award new grants 

for which Congress has appropriated funds under these programs. 

The program staff and peer reviewers will use the information to evaluate applications and make 

funding decisions.

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 given to using 

technology to reduce burden.

The Office of Postsecondary Education is committed to the reduction of paperwork. Electronic 

submission has reduced the burden for both the applicants and Department staff as it streamlines 

the application preparation, submission, and review process. Collection of information involves 

the use of electronic submission of responses via Grants.gov. 

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

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

The information submitted in each application is unique to each respondent. Moreover, the 

information changes annually. No other existing information collection can serve the purposes 

described in item 2.

5. If the collection of information impacts small businesses or other small entities, describe any

methods used to minimize burden. A small entity may be (1) a small business which is deemed 

to be one that is independently owned and operated and that is not dominant in its field of 

operation; (2) a small organization that is any not-for-profit enterprise that is independently

owned and operated and is not dominant in its field; or (3) a small government jurisdiction, 
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

which is a government of a city, county, town, township, school district, or special district with a 

population of less than 50,000.

Not applicable – small businesses or other small entities would not be impacted by this 

collection.

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 application will be used by those applicants that desire to apply for new awards under 

MSEIP. If this information is not collected, grants cannot be awarded in accordance with the 

guidelines outlined in the Title III, Part E legislation. If the collection were not conducted 

annually, appropriated funds could not be spent.

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 that 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.
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

There are no special circumstances that would require the collection to be conducted as outlined 

above in question 7.

8. As applicable, state that the Department has published the 60 and 30 Federal Register notices 

as 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.

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.

A 30 day notice for public comment will be published in the Federal Register. Program staff will 

respond to any questions or comments resulting from the publication of the information 

collection in the Federal Register as required by 5 CFR 1320.8(d).

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

of contractors or grantees with meaningful justification.

No gifts or payments will be provided to respondents.

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

assurance in statute, regulation, or agency policy. If personally identifiable information (PII) is 

being collected, a Privacy Act statement should be included on the instrument. Please provide a 

citation for the Systems of Record Notice and the date a Privacy Impact Assessment was 

completed as indicated on the IC Data Form. A confidentiality statement with a legal citation that 

authorizes the pledge of confidentiality should be provided.2If the collection is subject to the 

Privacy Act, the Privacy Act statement is deemed sufficient with respect to confidentiality. If 

there is no expectation of confidentiality, simply state that the Department makes no pledge 

about the confidentially of the data.

 

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Requests for this information are in accordance with the following ED and OMB policies: Privacy Act of 1974, 

OMB Circular A-108 – Privacy Act Implementation – Guidelines and Responsibilities, OMB Circular A-130 

Appendix I – Federal Agency Responsibilities for Maintaining Records About Individuals, OMB M-03-22 – OMB 

Guidance for Implementing the Privacy Provisions of the E-Government Act of 2002, OMB M-06-15 –

Safeguarding Personally Identifiable Information, OM:6-104 – Privacy Act of 1974 (Collection, Use and Protection 

of Personally Identifiable Information)
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

The Department’s disclosure policies adhere to the provisions of the Privacy Act and no 

assurances of confidentiality are provided.

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.

Questions of a sensitive nature are not included in this information collection.

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

 Indicate the number of respondents by affected public type (federal government, 

individuals or households, private sector – businesses or other for-profit, private 

sector – not-for-profit institutions, farms, state, local or tribal governments), 

frequency of response, annual hour burden, and an explanation of how the burden was 

estimated, including identification of burden type: recordkeeping, reporting or third 

party disclosure. All narrative should be included in item 12. 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.

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

estimates for each form and aggregate the hour burdens in the ROCIS IC Burden 

Analysis Table. (The table should at minimum include Respondent types, IC activity, 

Respondent and Responses, Hours/Response, and Total Hours)

 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 be included in Item 

14.

Estimated burden hours for this collection of information are 40 hours per respondent and we 

estimate 200 respondents. Therefore, we expect an estimated total of 8000 burden hours per

annual submission. 
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

We expect approximately 180 responses from public institutions and approximately 20 responses 

from private institutions. We estimate the cost per respondent for the burden to be $8,385. We 

estimate the cost for 180 applicants from public institutions to be approximately $1,509,300.00 

and the cost from private institutions to be approximately $167,700.00. The estimates provided 

are based on past experiences with the use of the form. 

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 

start-up costs include, among other items, preparations for collecting information such as 

purchasing computers and software; monitoring, sampling, drilling and testing 

equipment; and acquiring and maintaining 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, (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. Also, these estimates should not include the hourly

costs (i.e., the monetization of the hours) captured above in Item 12

Total Annualized Capital/Startup Cost : 

Total Annual Costs (O&M) : 

____________________
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

Total Annualized Costs Requested : 

The total for the capital and start-up cost components for this information collection is zero. 

This information collection will not require the purchase of any capital equipment and will not 

create any start-up costs.

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.

Cost to the Federal Government

A professional staff to develop clearance package (Program 

Manager)

GS-14 employee: 60 hrs. 

@$40 per hr.

$2400

Overhead cost related to facilities, administration, and other 

indirect costs plus accrual of leave and fringe benefits $2,400 x @ 50% salary

$1200

Application printing (50 copies x $1/copy) $50

Application mailing (5 copies X $.40/item 

mailed)

$2

Other Department staff to review and approve the request: 

GS-15 employee (Director) and GS-14 employee (Team 

Leader) for final review and approval

GS-15 employee: 10 hours 

@ $60 per hr.($600)

+

GS-14 employee 10 hours 

@$40 per hr ($400)+

(Overhead cost: $1,000 x 

50% = $500)

$1500

Field Readers (90 @ $1,100) $99,000

Forms and Web-site development costs $4,000

Processing applications by staff (12 staff x 40 hrs. x $30 

per hr. = $14,400)+

(Overhead cost: $14,400 x 

50% = $7,200)

$21,600

Contractor logistical support for workshops, application 

processing, field reading and slate preparation

$30,000

Staff time for conducting supervised review (3 weeks x 3 control 

reviews, and 11 panel 

chairpersons) 

(12 staff x 120 hrs. = 1,440 

hrs. x $30 per hr. = 

$43,200)+

(Overhead cost: 

50%(43,200) = $21,600)

$64,800

Staff time for generating slate (3 staff x $30 x 40 hrs. = 

$3,600)+

$5,400
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

(Overhead cost: $3,600 x 

50% = $1,800)

Staff time to review and approve funding recommendation (1 staff x 4 hrs. per grant 

award x 33 awards)

(33 awards x 4 hrs. per 

award x $30 per hr. = 

$3,960)+

(Overhead cost: $3,960 x 

50% = $1,980)

$ 5,940

Staff time to generate, approve, and issue grant awards (6 hrs. per award x 33 

awards = 198/12 = 16.5 

hr/person

12 staff x $30 x 16.5 hrs. = 

$5,940)+

(Overhead cost: $5,940x 

50% = $2,970)

$8,910

Annual Monitoring Cost (10 hrs. per award x 33 

awards = 330/12 = 27.5 

hrs. per person)

(12 staff x $30 = 360 x 

27.5 hrs. = $9,900) + 

Overhead cost: (9,900x 

50% = $4,950)

$14,850

Total Annual 

Government Estimated 

Cost

$259,652

15. Explain the reasons for any program changes or adjustments. Generally, adjustments in 

burden result from re-estimating burden and/or from economic phenomenon outside of an 

agency’s control (e.g., correcting a burden estimate or an organic increase in the size of the 

reporting universe). Program changes result from a deliberate action that materially changes a 

collection of information and generally are result of new statute or an agency action (e.g., 

changing a form, revising regulations, redefining the respondent universe, etc.). Burden changes 

should be disaggregated by type of change (i.e., adjustment, program change due to new statute, 

and/or program change due to agency discretion), type of collection (new, revision, extension, 

reinstatement with change, reinstatement without change) and include totals for changes in 

burden hours, responses and costs (if applicable).

This is a reinstatement of a previously approved collection. Therefore, all burden is new.

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.
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EDICS Tracking and OMB Number: (XXXX) XXXX-XXXX Revised: XX/XX/XXXX

RIN Number: XXXX-XXXX (if applicable)

Results of the collected information 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.

Not applicable. This report will display the expiration date for the OMB approval of the 

information collection.

18. Explain each exception to the certification statement identified in the Certification of 

Paperwork Reduction Act.

Not applicable. There are no exceptions to the certification statement.