1 **SUPPORTING STA**

**TEMENT FOR PA** **PERWORK REDUCTION A CT SUBMISSION** 

**A. Justification**  1. Explain the circumstances that make the collection of information necessary. Identify any legal or administrative requirements that necessitate the col lection. Attach a copy of the appropriate section of each statute and regulation mandating or authorizing the collection of information. The Higher Education Opportunity Act of 2008 amended Title III, Part A of the Higher Education Act to include Section 318

- The Predominantly Black Institutions (PBI) Program

. The PBI Program makes 5

-year grant awards to eligible colleges and universities to plan, develop, undertake and implement programs to enhance the institution’s capacity to serve more low

- and midd le

- income Black American students; to expand higher education opportunities for eligible students by encouraging college preparation and student persistence in secondary school and postsecondary education; and to strengthen the financial ability of the ins titution to serve the academic needs of these students. Allowable activities are numerous and include academic instruction, teacher education, faculty development, equipment purchase, construction and maintenance, and tutoring and counseling services. T h e PBI program is an institutional aid program and grants are based on a formula rather than being competitive. All institutions that qualify as PBIs and submit the required materials will receive a portion of the total appropriation based on a formula. Thi s information collection is necessary to comply with Section 318 of Title III, Part A of the HEA as amended. 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 ma de of the information received from the current collection. The Department will use the data collected in the PBI Application to evaluate the projects submitted by the specified institutions of higher education and to determine allowable multi

-year project expenses based on statutory requirements. Formula data elements contained in the program legislation will also be collected each year to determine each eligible institution’s share of the appropriation.2

3. Describe whether, and to what extent, t he 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 adopt ing this means of collection. Also describe any consideration of using information technology to reduce burden. The Office of Postsecondary Education is committed to the reduction of paperwork. In FY 201 3 , applicants will be required to submit their app lication electronically as an email attachment. 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. Since the information submitted in this application is unique to each respondent and to the authorizing legislation, no duplication exists. 5. If the collection of information impacts small businesses or other small entities (Item 8b of IC Data Part 2 ), describe any m ethods used to minimize burden. This collection of information does not involve small business or other small entities. 6. Describe the consequences to Federal program or policy activities if the collection is not conducted or is conducted less frequent ly, as well as any technical or legal obstacles to reducing burden. Federal program and policy activities could not be carried out if the information requested in this package is not collected. Collection of the data is necessary in order to meet statuto ry requirements and make grant awards under this program. 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, ot her than health, medical, government contract, grant

- in

- aid, or tax records for more than three years;3

 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 an d 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 informati on unless the agency can demonstrate tht it has instituted procedures to protect the information’s confidentiality to the extent permitted by law. There are no special circumstances included in this information collection. 8. If applicable, provide a copy a nd 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. 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. This is the second year of program implementation. Department staff will respond to any questions or comments resulting from the publication of the information collection in the Federal Register as required by 5 CF R 1320.8(d). Consultations with the PBI community will be conducted annually to solicit feedback on certain application requirements specified in the statute. 9. Explain any decision to provide any payment or gift to respondents, other than remuneration of contractors or grantees. The Department will not provide payments or gifts to respondents.4

10. Describe any assurance of confidentiality provided to respondents and the basis for the assurance in statute, regulation, or agency policy. There are no a ssurances of confidentiality

. 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, 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 desirab le. 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 ho urs 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 item 1 6 of IC Data Part 1

.

 Provide estimates of annualized cos t 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. The estimated total reporting burden hours for this data collection is 7 00 hours. This includes an estimated total of 3 5 respondents, each with an estimated response time of 20 hours. Estimated Individual Average Annual Burden Hours: Year 1 60 (application preparation and submission of formula data) Year 2 10 (formula data submission)5

Year 3 10 (formula data submission) Year 4 10 (formula data submission) Year 5 10 (formula data submission) Total 10 0 total burden hours per applicant over 5 years 100 hours divided by 5 years = 20 average annual burden hours per applicant each year. 3 5 applicants x 20 burden hours = 7 00 7 00 total average annual burden hours for all applicants The average estimated a nnual costs to respondents are provided below.

Professional Staff ( 35 respondents x 10 hrs x $35 per hour) = $ 1 2 , 250 Clerical ( 35 respondents X 10 hours X $12 per hour) = $ 4 , 200 Total Professional cost: $ 12 , 250 Total Clerical cost: +$ 4 , 200 **Tota l: $**  **16 ,**  **450** This program is in Year 2; therefore, the estimates are accurate. 13. Provide an estimate of the total annual cost burden to respondents or record keepers resulting from the collection of information. (Do not inc lude 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 p urchase 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 tec hnology 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 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 analysis6

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. Total Annualized Capital/Startup Cost : Total Annual Costs (O&M) :

____________________ Total Annualized Costs Requested : There are no capital start

- u p costs to the respondents in this information collection. No operation al or maintenance costs beyond usual and customary business practices would apply. 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.

15. Explain the reasons for any program changes or adjustments to #16f of the IC Data Part 1 Form. **Task Costs**  **Hours Number**  **of Staff Total** 

**An nual**  **Hours Total** 

**An nual**  **Costs** Securing OMB approval once every three years. $47/hr 24 1 8 $376 Reports design once every th ree years. $47/hr 15 1 5 $235 Reviewing applications once every three years. $47/hr 100 2 20 $940 Generating/Preparing Slates $47/hr 40 1 40 $1880 Slate Review and Approval $ 60/hr 5 6 30 $1800 Issuance of Awards $47/hr 30 2 60 $2820 Monitoring and Tec hnical Assistance $47/hr 300 2 600 $28200


### Total Annual Costs $36,2517

This is the second time this application package has been cleared

. The burden hours increased since the original clearance because the number of respondents is more than the original estimate. 16. For collections of information whose results will be published, outline plans for tabulation and publication. Address a ny 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 Department has no plans to publish any information from this collection. 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. The expiration date for OMB approval will be displayed. 18. Explain each exception to the certification statement identified in the Certification of Paperwork Reduction Act

. No exceptions are being requested. b. This collection does not employ statistical methods.