NLM Generic Survey example

Mini-Supporting Statement for
Survey of DIMRC Resources on Librarians’ Roles in Disaster Preparedness (NLM)
(submitted under NLM Generic Clearance to Conduct Voluntary Customer/Partner Surveys)
OMB Control No: 0925-0476

April 12, 2016

Becky Baltich Nelson
National Library of Medicine, 8600 Rockville Pike, Bethesda, MD 20894
Building 38, 2N 05C
(301) 827-4282
becky.baltichnelson@nih.gov

A. Justification
The plan for this project is to recruit 20 librarians from across the United States who have performed
traditional and non-traditional librarian roles during a disaster or in the aftermath of one. They will be
interviewed via telephone to gain an understanding of their experiences in disaster situations and how the
National Library of Medicine's Disaster Information Management Research Center (DIMRC) resources may
or may not have impacted their response. The collected information will be used to see what unique roles
librarians play in disaster planning, response, and recovery, and to determine what their needs are in order
to be successful in those roles. In turn, that information will guide DIMRC in assessing and updating its
current resources and in creating new resources in order to best meet the needs of the librarians and
library staff.
Specialized Information Services (SIS) is a division within the NLM that produces information resources
covering toxicology, environmental health, HIV/AIDS, outreach to underserved and special populations,
drugs and household products, and disaster/emergency preparedness and response. Information and
technology that pertains to disaster preparedness, response, and recovery is created, collected, organized,
and disseminated by the Disaster Information Management Resource Center (DIMRC), a unit within SIS.
DIMRC focuses on maintaining access to health information at all phases of disasters, developing innovative
products and services for emergency personnel, conducting research to support disaster health information
management, and collaborating with other agencies and communities. In doing this, DIMRC aids in the
dissemination and exchange of scientific and other information important to the public health as mandated
in the legislation.
A.1

Circumstances Making the Collection of Information Necessary

This study will help fulfill the requirements of:
•

Executive Order 12862, Setting Customer Service Standards
(https://www.archives.gov/federal-register/executive-orders/pdf/12862.pdf)
This order establishes customer service standards that should be carried out by those agencies
within the executive branch. One of the actions identified in the order is to “survey customers to
determine the kind and quality of services they want and their level of satisfaction with existing
services.”

•

The National Library of Medicine (NLM) Authorization Legislation, 42 USC 286
(https://www.nlm.nih.gov/about/nlmlaw.html)
The purpose of this legislation the establishment the National Library of Medicine (NLM) to assist
the advancement of medical and related sciences and to aid the dissemination and exchange of
scientific and other information important to the progress of medicine and to the public health.
Specialized Information Services (SIS) is a division within the NLM that produces information
resources covering toxicology, environmental health, HIV/AIDS, outreach to underserved and
special populations, drugs and household products, and disaster/emergency preparedness and
response. Information and technology that pertains to disaster preparedness, response, and

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recovery is created, collected, organized, and disseminated by the Disaster Information
Management Resource Center (DIMRC), a unit within SIS.
DIMRC focuses on maintaining access to health information at all phases of disasters, developing
innovative products and services for emergency personnel, conducting research to support disaster
health information management, and collaborating with other agencies and communities. In doing
this, DIMRC aids in the dissemination and exchange of scientific and other information important to
the public health as mandated in the legislation.
•

The Pandemic and All-Hazards Preparedness Reauthorization Act of 2013
(https://www.gpo.gov/fdsys/pkg/PLAW-113publ5/pdf/PLAW-113publ5.pdf)
This Act calls to strengthen the ability of States, local communities, and tribal communities to
prepare for, respond to, and be resilient in the event of public health emergencies, whether
naturally occurring, unintentional, or deliberate by:
(A) optimizing alignment and integration of medical and public health preparedness and
response planning and capabilities with and into routine daily activities; and
(B) Promoting familiarity with local medical and public health systems

•

The Stafford Act, 42 USC 5170b and implementing regulations of 44 CFR parts 206
(https://www.fema.gov/pdf/government/grant/pa/9253_3.pdf)
Section 403 of the Stafford Act authorizes FEMA to provide Federal assistance to meet immediate
threats to life and property resulting from a major disaster. Specifically, it allows for the provision
of temporary facilities for schools and other essential community services, when it is related to
saving lives and protecting and preserving property or public health and safety. Libraries, along with
other public facilities, are eligible for funding to act as temporary relocation facilities in the
aftermath of major disasters and emergencies.

A.2 Purpose and Use of the Information Collection
The information collected from the interviews will help the National Library of Medicine (NLM) to better
understand the roles librarians currently play in disaster planning, response, and recovery. In turn, this
information will inform the assessment and update of DIMRC’s current resources, as well as the creation of
new resources, in order to best meet the needs of librarians that are planning for, in the midst of, or
recovering from a disaster or emergency.
At present, DIMRC works with the National Network of Libraries of Medicine and the Regional Medical
Libraries to push out information regarding disaster management. They offer to the public training and
webinars, online resources and information databases, and emergency response tools, in addition to
designing the curriculum for a Disaster Information Specialization program through the Medical Library
Association. As the roles for librarians in disaster planning, response, and recovery evolve, these resources
must as well.
A.3

Use of Information Technology and Burden Reduction

Interview participants will be recruited during the spring of 2016. Recruitment, interview scheduling, and all
follow-up will all take place via email, while the interview itself will take place via telephone. The decision
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to use email for all interactions (aside from the interview) was made in order to make the process as simple
and convenient for participants as possible and to reduce the potential burden.
The interviewer will contact each participant via email for recruitment. Any pre-interview questions and
concerns will be addressed via email, and both the interview questions and the consent form will be sent
this way as well. Participants will be requested to return the consent form via email prior to the interview.
The consent form review and interview will take place via telephone. Afterwards, the transcript will be sent
to the participant via email for review and they will be expected to respond with either edit suggestions or
approval. Lastly, an email will be sent confirming the finalization of the transcript and intended date for
publication.
While email is chosen to streamline the process for participants, if they prefer phone calls for
communication, this will certainly be allowed.
A.4

Efforts to Identify Duplication and Use of Similar Information

To date, NLM’s Disaster Information Management Research Center (DIMRC) has not completed a
study/research (via interviews, as is the intention of this project, or in other formats such as surveys) to
elicit information on the impact of their work and the resources they have developed on librarians in
disaster situations. While there is literature that focuses on libraries and disasters, this information cannot
and does not provide the direct link between the roles librarians play during (and in the aftermath of)
disasters and their awareness and usage of DIMRC resources. It is this particular piece of information that
DIMRC needs to assess their current resources and for the design of new ones.
A.5

Impact on Small Businesses or Other Small Entities

N/A

A.6

Consequences of Collecting the Information Less Frequently

The proposed is a one-time project, without intention to collect data at regular intervals.
A.7

Special Circumstances Relating to the Guidelines of 5 CFR 1320.5

This interview will be conducted in a manner that fully complies with 5 C.F.R. 1320.5.
A.8.1

Comments in Response to the Federal Register Notice

N/A
A.8.2

Efforts to Consult Outside Agency

N/A
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A.9

Explanation of Any Payment of Gift to Respondents

Respondents will not receive any payment or gift in exchange for participation in this project.
A.10

Assurance of Confidentiality Provided to Respondents

Participation in this project will be strictly voluntary; however, it is intended that the interviews will be
made public. Participants will be made fully aware of this intention from the outset of the project, with the
understanding that they will have ability to review the content and request edits prior to publication and
have the option to rescind the permission to publish if desired. This information will be clearly stated in a
consent form, which will be emailed to the participant in advance of the interview and then covered via
telephone with the interviewer.
A.11

Justification for Sensitive Questions

No questions of a sensitive nature, such as sexual behavior and attitudes, religious beliefs, race, gender,
etc., and other matters that are commonly considered private will be asked. The planned interview
questions relate specifically to their experiences on the job. Additionally, respondents will be made aware
of the questions ahead of time.
A.12.1 Estimated Annualized Burden Hours
NLM will gather information from a total of 20 respondents (librarians) using a predetermined set of 6
questions. The average interview time projected for each participant is 60 minutes, which results in a total
annual burden of 20 hours. As of 2014, the average hourly rate (per the Occupational Outlook Handbook)
for a librarian was $27.01. The total annual cost (20 hours at $27.01) is $540.20.

A.12-1 Estimated Annualized Burden Hours
Types of
Respondents

Number of
Respondents

Librarian

20

TOTAL

20

Annualized Respondent Hours
Number of
Average Time
per Response
Responses per
(in hours)
Respondent

1

1

Total Annual Burden Hours

20
20

4

A.12-2 Annualized Respondent Cost
Type of
Respondents

Number of
Respondents

Number of
Responses per
Respondent

Average Time
per Response
(in hours)

Hourly Wage
Rate

Total Annual
Respondent
Cost

Librarians

20

1

1

$27.01*

$540.20

*from: Occupational Outlook Handbook 2014 (http://www.bls.gov/ooh/education-training-and-library/librarians.htm)

A.13

Estimate of Other Total Annual Cost Burden to Respondents or Record Keepers

N/A

A.14

Annualized Cost to the Federal Government

This project will take place during a 5-month period, and accounting for both participants, the total cost to
the Federal will be: $12,400

A.14-1 Annualized Cost to the Federal Government
Staff

Grade/Step

Salary

% of Effort

(for 5 months)

Fringe

Total Cost to
Government

(if applicable)

Federal
Oversight
Project
Manager

13/10

49,914

5

N/A

$2496

Associate
Fellow

N/A

24,760

40

N/A

$9904

Total

A.15

$12,400

Explanation for Program Changes or Adjustments

This is a new collection of information.

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A.16

Plans for Tabulation and Publication and Project Time Schedule

Interviews will be transcribed, edited, and made available publically, most likely on the DIMRC website.
Additionally, results of the findings and excerpts from the interviews may be published in journals and
other publications within a timely fashion in order to contribute to the library literature. This is a small
project with (an expected) short turnaround time. An estimate of the project’s schedule is included below
in table A.16-1, any overlaps between the scheduled time for activities is due to the fact that work for each
interview will be completed on a rolling basis.

A.15-1 Project Time Schedule
Time Schedule

Activity
Recruitment emails sent out to potential participants

1 week after OMB approval

Schedule interviews

1-3 weeks after OMB approval

Complete and transcribe interviews

3-6 weeks after OMB approval

Finalize transcripts (including approval of participant)

5-7 weeks after OMB approval

Analyses

7-9 weeks after OMB approval

Publication

>10 weeks after OMB approval

A.17

Reason(s) Display of OMB Expiration Date is Inappropriate

We are not requesting an exemption to the display of the OMB Expiration date.
A.18

Exceptions to Certification for Paperwork Reduction Act Submissions

None, this survey will comply with the requirements in 5 CFR 1320.9.

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