Transcription
Guidelines for Conducting Research in HillsboroughCounty Public SchoolPrepared for:Department of Assessment and Accountability Divisionof Academic Services 2020-2021Hillsborough CountyPublic Schools Tampa, FloridaUpdated 2/2021
The School Board of Hillsborough County, FloridaLynn L. Gray, ChairStacy A. Hahn, Ph.D., Vice ChairNadia T. CombsKaren PerezMelissa SnivelyJessica VaughnHenry “Shake” WashingtonAddison G. DavisSuperintendent of Schools1
ContentsPurpose of the Research Application and Review . 3Reasons for Research and Definitions . 4Institutional Review Board . 4Methodology. 5Fingerprinting and Badging. 6Overview of the Research Application . 6Application Process . 6Research Review Process Steps . 7Internal Applicants. 7Checklist and Forms . 7Successful Applicant. 10Check-In . 10Extension/Modifications to an Approved Study . 11Data . 11Requesting Data . 11Handling and Destruction . 12Consent Forms- NON-Observation/Recording . 12Consent Forms- Observation/Recording . 13Observation/Recordings . 13Instruments. 14Common Reasons for Denial . 142
Hillsborough County Public Schools (HCPS, the District) is the nation’s seventh largestschool district, with over 200,000 students and 260 traditional and charter schools.Because of its highly diverse geography and demography, HCPS offers a wide range ofcontexts for conducting educational research and program evaluations. As a result, theDistrict receives many requests to conduct research from a variety of individuals andorganizations. This manual sets forth the guidelines and practices for those requests.Purpose of the Research Application and ReviewThe School Board of Hillsborough County Public Schools (the Board) supportseducation-related research and program evaluation studies that apply rigorous andsystematic procedures to get valid data relevant to the implementation and effect ofeducation programs and to advance public education for district stakeholders. TheBoard further recognizes that individuals and agencies may ask for permission toconduct research in the school system. However, the Board also acknowledges itsresponsibility to ensure that research conducted in the school system is of high quality,safeguards the privacy of individuals, furthers the goals of the District, and minimizesinterruptions to the instructional program.The policies and procedures within this manual apply to individuals and entities whowould like to conduct research and/or evaluation activities in the District, or who wouldlike to receive and use District student data and/or staff data for research or evaluationpurposes.The Superintendent or his designee must approve all research and program evaluationstudies.Internal and external applicants seeking approval to conduct a research project withinthe District must go through the official review process.The research application review process provides a mechanism to ensure that thefollowing District expectations are met: The research is significant and aligns to the District’s stated mission.3
The potential benefit to the participants and/or the district outweighs the natureand interruption. The rights of the proposed research subjects within HCPS are protected. The USDepartment of Education has established regulations governing all educationinstitutions that use human subjects in research activities (see Federal Policyfor the Protection of Human Subjects, Protection of Pupil Rights Act,Family Rights and Privacy Act of 1974, Family Education Rights andPrivacy Act of 1974, Additional Protections for Children Involved asSubjects in Research, Health Insurance Portability and Accountability Actof 1996 for more information). Research proposals that do not align with theselaws are prohibited from taking place in the District.Reasons for Research and DefinitionsTo be considered, research must fit into one of four categories:1. Academic Study, Presentation, or Publication (peer-reviewed journal or academictext);2. MA Thesis or Ph.D./Ed.D. Dissertation/Degree Program;3. State or National Study (other than reporting requirements mandated by the stateor federal government);4. Program Evaluation“Researchers/Study Investigators” include: Individuals not employed by Hillsborough County Schools (HCPS) staff oragencies not contracted with HCPS requesting to conduct research; HCPS staff requesting to conduct research for purposes or uses beyond theirdistrict role; HCPS staff planning to conducting research within their district role that involvescollaboration with non-HCPS partners or funding agencies.Institutional Review BoardFederal and State Law mandates that any research that involves human subjects musthave completed an Institutional Review Board (IRB) process and received its approval.4
The IRB is an administrative body established to protect the rights and welfare ofhuman research subjects recruited to take part in research activities conducted underthe auspices of that with which it is affiliated. We define a human subject as: a livingindividual about whom an investigator conducting research gets: data through intervention or interaction with the individual or identifiable private information.Applicants affiliated with an institution of higher learning must submit approval from theIRB process of the institution with which they are affiliated prior to approval from HCPSfor the collection, analysis, and/or publication of data. For external or internal applicantsnot affiliated with an institution, the IRB process involves the approval of the HCPSAssessment and Accountability department’s Research Review Committee prior to thecollection, analysis, and/or publication of data. IRB approval does not guarantee that theresearch will be permitted within a school. Principals of designated schools willultimately accept or decline to take part under the procedure of the study. IRB approvaldoes not express endorsement of the research being conducted. All research in schoolsmust be done in cooperation with the principal or their appointed representative toensure that the research will not disrupt school activities. Participation of teachers andstudents/families is voluntary.Methodology“Research” comprises various evaluation, measurement, and inquiry activities thatinclude, but are not limited to: systematic investigation (including research development, testing and/orevaluation) designed to develop or contribute to general knowledge; collecting and analyzing information aimed at discovering unknown or additionalfacts and their correct interpretation to draw conclusions; quantitative and qualitative study activities such as observations, interviews, casestudies, ethnographic analysis, analysis of written materials, secondary analysisof data, achievement testing, surveys, experimental designs to examine causalrelationships, product testing, analysis of cost, and management records.5
Fingerprinting and BadgingAll volunteers and researchers who may, through the course of their research, haveunsupervised contact with students MUST get fingerprinted and badged through theHCPS Human Resources office. It is the researcher’s responsibility to work with theprincipals at the schools where research is taking place to ensure that either theresearcher will always have supervision, or that the researcher goes through the properfingerprinting and badging procedures. Click here for more information.Overview of the Research ApplicationThe Research Review Committee (RRC) must review and approve applications toconduct research in the Hillsborough County. The RRC is composed of highly qualifiedDistrict Specialists in the areas(s) of interest. All forms are to be submitted prior toreview by the RRC.Applications for study investigations in the 2020-2021 School Year will be reviewed atfour points a year1; the schedule is:Application Received Review PeriodProjectedbyResponse1January 1stMonth of JanuaryFebruary 1sApril 1stMonth of AprilMay 1stJune 1stMonth of JuneJuly 1stSeptember 1stMonth of SeptemberOctober 1stApplication ProcessApplicants desiring to conduct research in Hillsborough County Public Schools musthave an active application with supporting documents on file. Requests to conductresearch in Hillsborough County Public Schools are accepted all year long. However,research may not be conducted in schools during certain times of year: the beginning of the year (August), during testing times (mainly April and May, but it can vary), or6
at the end of the year (May)Certain schools are "off limits" because of their involvement in state activities, grants, orother time-consuming projects.1.While the District will try to respond by these dates, there may be delays because of unforeseen circumstances.Research Review Process StepsResearch Requests (RR) are submitted yearlong but will only be reviewed at the timeslisted above. The process is:1. Applicant completes and submits application and all attachments2. Applicant will receive an email when the application moves to formal review3. RRC will formally review the request4. Applicant will receive an email of the RRC decision5. 30 days prior to end of planned research, applicant will receive a Check-In6. At the end of the study, a summary of the findings must be submitted to the RRCInternal ApplicantsApplicants who are current Hillsborough County Public Schools employees and wish toconduct research please contact: ResearchRequest@hcps.net.Checklist and FormsApplicants who are not current Hillsborough County Public Schools employees andwish to conduct research should complete the Research Request Application – theapplication will ask for:Abstract - briefly write a comprehensive summary of your research proposal.Rationale - state what you intend to accomplish with this research.Literature review/Theoretical framework/Purpose - provides a brief statement ofthe theoretical basis for your study from prior published research (include referencecitations in APA format) and what contribution (purpose) your work is expected to maketo your field.Research question/hypothesis - briefly state the research questions you plan toaddress, along with any necessary hypotheses.7
Data collection methodology (sampling procedures, secondary data request) describe, in detail, the target population (i.e. grade level, number of schools, specificschools, etc.), sampling frame, and selection procedures for the proposed research.Analytic plan (how are you analyzing the data) - describe your expected analysisplan, including specifics regarding your treatment of the data, statistical or otherwise .Detailed secondary data request (if applicable) - provide a detailed description ofthe variables you wish to include in your study, be as specific as possible. Please avoidbroad or generic statements such as “demographic information” or “test results.” Besure to include schools, special programs, or departments, where applicable.Burden and Benefit to the District- describe the burden that your research willhave on the District – this applies for research with human subjects and secondary datarequests. Depending on the research design, substantial time and effort may berequired for staff to provide requested data with the selection and matching of recordsand concealment of personal identities. For proposals concerning human subjectresearch, the proposal will provide a clear and logical rationale for the number ofparticipants, the number of contacts, the total time required by each participant andwhen then the interaction will occur. The research proposal will state the number ofparticipants, specifying the role of each group of participa
Hillsborough County Public Schools (HCPS, the District) is the nation’s seventh largest school district, with over 200,000 students and 260 traditional and charter schools. Because of its highly diverse geography and demography, HCPS offers a wide range of contexts for conducting educational research and program evaluations. As a result, the District receives many requests to conduct .
