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Conducting Research in MSCS 

The MSCS Research department serves as the Research Review Board (RRB) to review research proposals by individuals and organizations interested in collecting data or requesting data files from MSCS to answer research questions.    

MSCS Research prioritizes research and evaluation projects that focus on supporting our schools and students.  Guidelines for eligibility and application requirements have been updated to establish application and research timelines that minimize interference with classroom instruction.   

We updated the online application form and automated communications to streamline the submission and revision processes.  You can review the current status of your application including the individual status of each required document in our new Research Application Status dashboard.  

For an overview of the complete process, from application to final decision and data delivery, see the MSCS Research Application Process PDF file on the Applicant Files and AExample Documents[EWH1]  page. 

Please look for communications from Data-Partnerships@scsk12.org. 

Eligibility Criteria to Apply   

1.  MSCS will only accept and review applications from the following groups:  

1. Current MSCS Staff: Employees currently working in the Memphis-Shelby County Schools system who are completing graduate degrees.  
2. Faculty from Local Colleges and Universities: Faculty researchers employed by educational institutions located in Memphis.  
3. Researchers Fulfilling State or Federal Reporting Requirements: Researchers conducting studies or completing evaluations mandated by state or federal government agencies.  
4. Organizations Proposing Research Partnerships: Entities seeking to collaborate with the District on priority focus areas and research initiatives.  

2. Researchers or organizations wishing to provide a good or service as part of their research project must first work with the MSCS Office of Partnerships & Development (OPD) to obtain an MOU. Complete a partnership interest form on their website. OPD will work with all MSCS stakeholders to ensure you receive an MOU. Our department will be brought in when OPD determines the project requires research approval. 

3. MSCS school staff cannot conduct research in the school where they work. 

1. MSCS generally does not permit applicants who are current MSCS school staff to ask their own faculty, staff, or students to participate in their research to avoid potential supervisory conflicts, to ensure participation is truly voluntary, and to foster objectivity in the research process.   
2. The only exceptions are classroom-level action research or if conducting research on-site is an explicit degree requirement. Documentation will be required. 

Application Fees and Data Work Costs 

All fees must currently be paid via check or money order. Details will be sent once you complete your initial application (see the link below). MSCS is working to offer a digital payment option and this guidance will be updated as soon as that option is available. 

1. Application Fees  

• Internal staff: $25  
• External local faculty: $50  
• Grant researchers and organizations seeking partnership: $100  

2. Data Work Costs (in addition to application fees) 

• We reserve the right to charge a data work fee for extensive requests. 

Note: Requests for District data may be denied if the complexity of the data file request requires an exceptional amount of time and effort from District staff. 

Application Periods  

Applications will be accepted during the time periods listed below and reviewed on a rolling basis with final approval decisions made by the dates listed below in the Approval Decision column at the latest. For tips on how to receive your final approval decision more quickly see the FAQs. 

No research applications are accepted in November, December, June, or July. See below for the appropriate application period based on the primary data collection window for your participants. 

Primary Data Collection Requests 

Blackout Dates for Primary Data Collection: No primary data may be collected from any participants during March, April, or May.  

Consult the current MSCS Student and Teacher Calendars to determine the days available for data collection that fall within the Primary Data Collection Periods listed below.   

Note: MSCS does not make approval decisions on primary data collection at charter schools. Each charter operator is responsible for processing research requests for primary data collection involving its own schools.

2027–28 CHANGE in Collection Period: Beginning with the 2027–28 school year, all application decisions for primary data collection must be made no later than the semester BEFORE collection of data. No applications for primary data collection will be accepted during the semester in which the application is made. This ensures all approval decisions and any individual site approvals are communicated well in advance of primary data collection.

Primary Data Collection for 2027–28 and Beyond

Secondary Data Requests

Secondary data requests are generally for de-identified data. If your request includes identified data, you will be required to sign a Data Use and Sharing Agreement (DUSA), which is likely to delay final research project approval letters.

*Approval decision dates listed above do NOT include time for data file creation, which is dependent upon complexity of requests and department availability to fill requests. Data will be shared within 3 work weeks for Central Office employees after MSCS Approval and applicant signing required Data Use & Sharing Agreement (DUSA), if needed. Requests for data that cannot be fulfilled within a 3-week timeframe are likely to be denied.

Note: MSCS has limited access to existing charter school data. 

Application Guidelines & Restrictions

Applications:

1. All Applications

• Applications will not be reviewed until ALL components other than external IRB materials are submitted, including receipt of application fee. (See application for list of required components)
• Completing the application process does not guarantee approval. 

• In addition to filling out the application form, EVERYONE is required to submit their external, institutional IRB Approval Letter and Approved Application
•  

1. Applicants also seeking a partnership to offer goods or services to MSCS

Before completing a research application, you must first complete an MSCS Office of Partnerships & Development partnership interest form and work with their staff to receive approval. If applicable, an MOU will have to be signed with the District before approved applicants can collect or receive data. 

The MSCS Office of Partnerships & Development and the Office of Research & Performance Management will contact District, departmental, and school leaders to determine interest and feasibility first.

1. Applicants seeking to partner with the District on a grant application or to fulfill a grant data requirement

Before completing a research application

If you are requesting a Letter of Commitment (LOC) from MSCS for a grant application, you must complete a MSCS Office of Partnerships & Development partnership interest form and work with their staff to seek District approval and receive an LOC.

1. If grant activities involve the provision of goods or services, see "Applicants also seeking a partnership to offer goods or services to MSCS” above and follow that process instead.

1. Primary Data Collection Applications

Principals have the final right of approval for their school to participate in a study, and ONLY they can facilitate recruitment of school-level participants. 

After MSCS research project approval, we provide applicants with school principals' names and email addresses for researchers to contact principals and ask if their school will participate. 

Upon their agreement, the principal distributes the provided recruitment flyers/messages to parents, teachers, or students through emails or announcements. If a principal is the researcher, their District supervisor will need to give permission, and Research & Performance Management will facilitate that request.

Applicants will complete a Primary Data Collection Form and submit relevant primary data collection documents (e.g., recruitment messages, consent forms, and research protocols and instruments) as part of their application process after completing the main application form linked below. 

NOTE: Researchers must meet MSCS eligibility criteria and be granted MSCS research project approval prior to beginning a project (i.e., before reaching out to District leaders/staff, school leaders/staff, parents, students, etc.).

1. Secondary Data Request Applications

The Secondary Data Request Form spreadsheet on the “Applicant Files and Example Documents” page contains data the District can provide. If the data you are interested in are not on this list, please email 
Data-Parternships@scsk12.org before you submit an application to determine if the District can provide you with the information you need.

Applicants will complete a Secondary Data Request Form and submit a completed Secondary Data Request Form spreadsheet as part of their application process after completing the main application form linked below.

Review 

• Research questions that do not clearly connect to the District’s priority focus areas and benefit the District are likely to be rejected. 
• Research proposals to collect data (e.g., surveys, observations, interviews, etc.) from students and school staff during the school day are likely to be rejected, given the large volume of assessments and surveys already conducted within the District and the cumulative impact this has on instructional time. 
• Requests to collect or request data identifying students with disabilities or incarcerated youth will not be approved. 
• Factors Considered During Review 
• Protection of Participants 
• Impact on Instructional Time 
• Administrative Burden on Schools and Central Office 
• Quality of Proposed Research 
• Connection to District priorities
• A list of existing data available to applicants can be found in the “Secondary Data Request Form” spreadsheet on the “Applicant Files and Example Documents” page. 

Click on the links below to start your application or for additional details. 

 Start my application 

FAQs 

See the status of your completed application