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Conducting Research in MSCS

The MSCS Research department serves as the Institutional Review Board (IRB) 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 also updated the online application form and automated communications to streamline the submission and revision processes. 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. 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

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)

• Internal staff: Data work totaling less than 3 hours is included in the application fee. Anything beyond 3 hours will incur a $25/hr fee. Total data work fee will not exceed $100.
• External local faculty: Data work totaling less than 3 hours is included in the application fee. Anything beyond 3 hours will incur a $50/hr fee. Total data work fee will not exceed $200
• Institutional Request for Data: Data work totaling less than 3 hours included in the application fee. Anything beyond 3 hours will incur a $100/hr fee. Total data work fee will not exceed $300

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.   

Blackout dates for ALL Research Applications: Not accepted in November, December, April, May, June or July.

Primary Data Collection Requests

2026-2027 CHANGE in Collection Period: Beginning with the 2026-27 school year, all application periods will be one full semester BEFORE collection of data. This ensure all approval decisions are communicated well in advance of primary data collection.

Blackout Dates for Primary Data Collection: No primary data may be collected from any subjects during April or May. During June or July, primary data collection is only allowed from school or district staff. Primary data may only be collected from students between August and December.

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.
 

Secondary Data Requests

*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 2-3 weeks of MSCS Approval and applicant signing required Data Sharing Agreement (DSA).

All external research requests undergo additional oversight. This timeline is influenced by various factors beyond our immediate control, including the potential need for thorough review and coordination among multiple departments and leaders. 

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 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 institutional IRB Approval Letter and Approved Application
      
2. 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 IRB 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 submitting primary data collection requests are also required to submit the following documents:
  1. Draft of recruitment email to principals requesting permission to recruit from and/or conduct research at their schools 
  2. Drafts of recruitment emails/flyers that upon agreement, principals will distribute to school staff and/or parents and students
  3. Drafts of Active Consent/Assent Form(s). The following components are required to be included:
     • A brief description of the study, including its purpose.
     • What is required of study participants.
     • Specifics about time commitment, study duration, and meeting times and places.
     • Risks and benefits to participants.
     • Assurances that participation is voluntary.
     • Assurances that not participating, opting out, or discontinuing participation will not negatively affect participants.
     • Assurances that data will be confidential and securely stored.
     • Name and contact information for the researcher (and committee chair for graduate students) for participants and/or parents.
     • Print and signature line indicating consent or place to type name in electronic form indicating consent
  1. Drafts of Survey/Interview/Focus Group Questions and Administration Protocols and Observation Rubrics and Protocols.

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

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 
  1. Protection of Participants 
  2. Impact on Instructional Time 
  3. Administrative Burden on Schools and Central Office 
  4. Quality of Proposed Research 
  5. Connection to District priorities
• A list of existing data available to applicants will be provided soon.

Click here to start your application, click on the links below:

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