Frequently Asked Questions
What is the research approval process?
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. No potential participants should be contacted and no research should be conducted in the District prior to receiving an official approval letter through this process.
Do I need to have my research approved?
Any research questions that require data from Shelby County Schools that are not publicly available require approval. This includes research designed to gather primary data through Memphis-Shelby County Schools and receive District data files that are not publicly available.
- You may contact and collect data from MSCS school staff, for example, if you recruit from professional organizations, social media, etc. However, any recruitment using MSCS communications and at MSCS events requires MSCS research approval.
- Find a list of publicly available data (see below) that can be used without research approval.
Do I need District site-approval and school-site approval to collect data from schools?
MSCS requires applicants receive District approval first, then principals have the right to determine whether their school sites participate in primary data collection. You may not reach out to principals until Research & Performance Management (RPM) provides you with a research approval letter.
Do I contact MSCS departments, schools, and/or potential participants before applying and receiving permission to conduct research in MSCS?
No. MSCS Research & Performance Management (RPM) must provide approval first. No potential participants should be contacted and no research should be conducted in the District prior to receiving an official approval letter through this process.
Does it cost anything to apply for approval?
Yes. There is a non-refundable application fee (amount based on eligibility status) that is due when you submit your completed application. In addition, there may be additional fees if you are requesting data files or need data de-identified from the District. The fees for data files will be calculated based on the amount of time required to prepare the files for you. You will be informed of any additional costs before the data files are created for you.
Does it cost anything to get a data file from the District?
Yes. In addition to the application fee, we reserve the right to require fees to obtain data files and/or de-identify data. Charges are based on the complexity of the request and the amount of time required to prepare the files for you.
I am a Memphis-Shelby County Schools employee. Do I need to go through the research approval process?
Yes, Memphis- Shelby County Schools employees must follow the same research approval process for research projects as individuals outside the District.
I am a graduate student working on my master’s thesis or dissertation. What do I need to know?
Students should submit their initial application one full semester before they plan to collect any primary data and well in advance of any secondary data needs. Be aware the expected timeframe for receiving approval and delivery of data is approximately 40 business days after we receive a complete application. Students attending universities or colleges that have Institutional Review Board (IRB) processes are required to submit IRB approval before receiving final approval from Memphis-Shelby County Schools.
Can I collect data and request data at any time?
See our main Conducting Research in MSCS site for application, primary data collection, and secondary data requests information and timelines.
Can I conduct research at my own school?
MSCS does not permit applicants who are current MSCS school staff to ask their own faculty, other staff or students to participate in their research unless it is classroom-level action research. School-based applicants should plan to identify other SCS schools where they do not work to request participation in surveys, focus groups or interviews. This is to mitigate the possibility that research subjects feel pressured to participate when they don’t wish to and to ensure better objectivity in the resulting research.
How long will it take until I hear back?
Applicants will receive email confirmation upon receipt of an application. Following that, it can take up to 40 business days after we receive a complete application to get official approval from the District. However, you may be contacted before then by someone reviewing your proposal for clarifications and/or revisions to the application materials. Starting the day after you submit an application, you can view the status of that application in our Research Application Status dashboard. Applications should me made one full semester in advance of any planned primary data collection or secondary data needs.
Is there anything I can do to speed up the process?
We try to attend to each research application as quickly as possible, but there is no guarantee we can complete the process in less than 40 business days. However, to make the process as smooth as possible, be sure to submit a complete application (including the $25 application fee) and all supplemental information at the same time. This includes all required consent forms and data collection instruments. Also, check your email for any follow up correspondence that you may receive.
What kind of research is not allowed in the Shelby County Schools?
The following types of research are almost never approved:
- Projects that do not clearly benefit the students of Shelby County Schools
- Projects that do not align the Shelby County School Board Priorities.
- Research designs that require student, teacher, or school staff participation during the school day
- Projects that put a heavy burden on school administrators or teachers
- Projects that put a heavy burden on Central Office staff
- Projects that require data collection at the applicant’s own school
- Projects that require collection of data identifying students with disabilities or incarcerated youth
- Requests to collect primary data during March, April, or May
What if my organization wants to offer MSCS goods or services (e.g., program, training, etc.) in addition to conducting research or an evaluation?
First, review the information on the MSCS Office of Partnerships & Development (OPD) website and complete an MSCS Partnership Interest form. If applicable, an MOU will have to be signed with the District before approved applicants can collect or receive data. Only once you have worked with OPD should you submit a research application.
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.
What if I want to partner with MSCS on a grant application or to fulfill a grant research/evaluation requirement?
If you want to partner with the District on a grant application or need a Letter of Commitment from MSCS, first contact the MSCS Office of Partnerships & Development (OPD) and complete an MSCS Partnership Interest form.
If you are requesting to collect or be provided MSCS data to fulfill grant requirements, review the eligibility criteria and complete the research application form, located at the bottom of the Conducting Research in MSCS page. OPD should also refer you to this page when it is clear your project requires data provided by MSCS.
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.
How do I recruit participants from schools (e.g., parents, students, teachers, and/or other school staff)?
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.
Sample flyers, messages, consent forms, and other documents can be found on the “Applicant Files and Example Documents” page.
Does my research require consent or assent?
- Most research projects require informed consent from the research participants (e.g., teachers, administrators, parents, students). Research involving all primary data collection from or with students requires active, written parental consent (students age 18 or older can sign their own informed consent; parental consent is not required.)
- Some research requires student assent before the student participates in the project. Assent statements should include: 1) a description of the research project and what the student is being asked to do; 2) notification that the student’s participation is completely voluntary with no consequences for declining to participate; and 3) notification that the student can stop participating at any time without repercussion.
- Student assent should be in language appropriate to the student’s level of understanding. If you are affiliated with an institution with an Institutional Review Board (IRB), follow your institution’s IRB guidelines for oral or written assent. If not, students in elementary school should receive oral assent. Students in middle school and high school should have a written assent form that is orally explained to them prior to their signature. Assent language should be at a reading level two grade levels below the lowest intended grade.
- Request for student participation during the school day should include a description of what students will do while other students are participating, if their parents do not give consent, or for students who decline to participate. They should be assigned a comparable activity or be allowed to do other academic work; they should not be rewarded (e.g., allowed to leave classroom and go to the gym) or punished (e.g., assigned additional required work) for non-participation.
What is required in a consent form?
Listed below are the components that should be included in all consent forms. If you are affiliated with an institution with an Institutional Review Board (IRB) process, additional information may be required by their IRB. All consent forms should be written in non-technical, easy-to-understand language.
- A brief description of the study, including its purpose.
- What is required of study participants. The form must state that data collection will take place outside of instructional time unless method is classroom observation. For student data collection, parents must be notified how they can view the research instrument (e.g., survey questions) BEFORE they give consent.
- Specifics about time commitment, study duration, and meeting times and places. Do not assume data collection will occur at schools. Language should be included to indicate required principal approval and space availability. For students, it would also require a plan for student transportation arrangements by parents, if project is to occur before or after school.
- Risks and benefits to participants.
- Assurances that participation is voluntary.
- Assurances that not participating, opting out, or discontinuing participation will not negatively affect participants. For students, have an alternative plan for what students not participating will do if data collection occurs during school day.
- 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 lines indicating consent or place to type name in electronic form indicating consent.
Sample flyers, messages, consent forms, and other documents can be found on the “Applicant Files and Example Documents” page.
What kind of secondary data can the District provide?
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.
What research is not allowed?
- Requests to collect or request data identifying students with disabilities or incarcerated youth will not be approved. Requests to conduct research that is not in alignment with District Priorities is like to be denied, as are requests to collect primary data from students or school staff during the school day, or requests to collect any primary data during March, April, or May.
What data are publicly available?
The sites below provide access to publicly available data that could be used for research studies. If data are used from these sites, research approval from MSCS is NOT needed.
How do I know if my application is complete?
Starting the day after you submit an application, you can view the status of that application in our Research Application Status dashboard
A complete application consists of the following:
- Main application and primary and/or secondary forms submitted
- Submit application fee
- Submit all required documents and materials, including consent forms and all primary data collection instruments
- Ensure documents include all required elements and proofread your final products
- Respond to all review questions and submit all revised materials, as needed
- Approved external IRB application and approval letter
How do I pay my application fee?
After completing an initial application, you will receive an automated email from Data-Partnerships@scsk12.org with instructions for mailing payment. That email will contain a PDF of an invoice, which you will submit along with your check or money order, to the billing names and address provided on the invoice.
We are working to provide a digital payment option and will update this guidance as soon as that option is available.
I have additional questions. Where do I find more information?
If you have additional questions, please contact the Department of Research and Performance Management at (901) 416-5455. Data-Partnerships@scsk12.org