RESEARCH APPLICATION RESOURCE GUIDE

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RESEARCH

APPLICATION

RESOURCE GUIDE

FAIRFAX COUNTY PUBLIC SCHOOLS

These procedures and application materials are administered by the Office of Program Evaluation, Department of Professional Learning and Accountability

Fairfax County Public Schools

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SUMMARY DIAGRAM OF COMMITTEES AND MAJOR ROLES

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Purpose of the Research Application Resource Guide

The purpose of this Research Application Resource Guide is to provide researcher information about the research application and approval process in Fairfax County Public Schools (FCPS). The division is committed to quality research being conducted in the school district.

We recommend that applicants read Policy and Regulation 1475 in advance of reading the resource guide (http://commweb.fcps.edu/schoolboardapps/report_policy/cache/numeric-1000.htm. The policy describes the requirements for conducting research studies and data collection efforts in the division, and the regulation provides guidance regarding the review and approval process.

The Office of Program Evaluation (OPE) within the Department of Professional Learning and Accountability (PLA) monitors that data collection, and research efforts conducted in FCPS comply with relevant policies and regulations. The division places great trust in research applicants to maintain the highest standards for research and comply with policies and regulations, as well as the conditions of approval outlined in a Research Approval Agreement which is issued after an applicant has been approved.

This purpose of this resource guide is to provide guidance regarding the research review process and provide access to application materials to prospective applicants. Specifically, this resource guide was developed to:

• address confusion about the research approval process in FCPS among individuals and organizations;

• improve the quality of submitted research applications;

• provide information about the new requirements (e.g., application fee, data fee, development of three committees which are further explained below); and

• outline expectations about the review process timeline and expectations of what constitutes a complete research application in an effort to mitigate the delay in rendering decisions.

The intended audience of the resource guide includes academic and research staff, students, independent research agencies, employees of FCPS (conducting research outside of their job-related responsibilities) and other members of the community wishing to conduct research in FCPS.

This resource guide is divided into three parts and provides detailed information about the procedures for applying to each research committee.

• Part I provides general information to prospective applicants.

• Part II goes into greater detail about the review process for each of the three committees: Division Research Screening Committee (DRSC), School Research Screening Committee (SRSC), and Student Scientific Research Committee (SSRC). (Refer to previous page for graphic illustration.)

• Part III includes applications, forms, and information for student research proposals.

We welcome your interest in FCPS and look forward to reviewing your complete application. If research applicants have additional questions upon reading this Research Application Resource Guide, please direct inquiries to OPE at 571-423-1430.

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Part I

A. Planning Stage

How should I get started?

Our district is a leading suburban school district with a wide diversity of schools, staff, and students that warrants a robust research capacity. By partnering with universities, foundations, the State of Virginia, and the U.S. Department of Education, FCPS is determined to discover practices in teaching and learning that advance student achievement within FCPS, across the State of Virginia, and throughout the nation. FCPS believes in the power of research to improve the body of knowledge related to instruction and learning. Prior to reading the following sections, we advise you to read Policy and Regulation 1475 which can be reviewed at the following website:

http://commweb.fcps.edu/schoolboardapps/report_policy/cache/numeric-1000.htm.

Who can apply?

• FCPS staff and students • Dissertation candidates • University faculty or staff • Research firms

• Governmental agencies • Non-profit organizations

Who is not eligible to conduct research?

• Master’s degree studies by individuals who are not FCPS employees

• Research to meet undergraduate or non-degree seeking coursework requirements from non- FCPS employees

• Studies that involve greater than minimal risk

• Testing of product for commercial purposes not related with the FCPS mission to educate children

Which research studies require approval?

The following types of research activities require approval:

• Collecting data from students, parents, teachers, administrators, or other staff members;

• Observing/conducting focus groups or individual interviews with students, parents, teachers, administrators, or other staff members;

• Accessing personally identifiable student information, personally identifiable personnel information or other records held by the school division that are protected from disclosure under federal law, Virginia law, or school division policies or regulations;

• Use of FCPS resources (staff, sites) to recruit participants for external research projects; and • Any research on sensitive topics.

Which studies are exempt from approval?

The following types of studies are exempt from approval:

• Studies generated internally and undertaken by FCPS staff members as part of their assigned responsibilities for the purpose of improving division programs and services.

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• FCPS task forces, advisory groups, or committees gathering, having access to, or using data that are inherently required and customarily used in the discharge of their responsibilities and functions.

• Data gathering procedures, tests, or other data accessing forms that FCPS teachers develop and use to assess their assigned students’ educational status and growth.

• Classroom work conducted by FCPS students in their schools.

• Information requested from Parent Teacher Associations (PTAs), Parent Teacher Student Associations (PTSAs), and school-related organizations directly from parent members. However, data collection activities directed toward FCPS staff members are subject to Regulation 1475.3. • Studies using publicly available FCPS data.

What committees review research requests?

There are three research committees in place to review requests for research: Division Research Screening Committee (DRSC), School Research Screening Committee (SRSC), and the Student Scientific Research Committee (SSRC). The committees use common standards for review and approval of research requests. Each committee is described below.

• The Division Research Screening Committee (DRSC) reviews requests from all non-FCPS individuals or organizations, except as defined under the SRSC below, all dissertation candidates, and from FCPS employees proposing studies for a master’s theses or research projects that involve more than one site.

• The School Research Screening Committee (SRSC) reviews requests from FCPS employees proposing studies for master’s theses or course assignments (dissertations excluded) at a single school, Parent Teacher Associations (PTAs) and Parent Teacher Student Associations (PTSAs) proposing research at a single school, and school-affiliated organizations conducting research in the FCPS schools with which they are associated.

• The Student Scientific Research Committee (SSRC) reviews research proposals involving human participants from FCPS students conducting research for local, regional, state, or international science competitions, and non-science fair related projects that involve FCPS staff or students as participants or the use of the FCPS name or data.

What are some of FCPS’ research priorities?

FCPS recognizes the importance of quality research to strengthen the public education system. FCPS encourages educational research that is relevant to FCPS’ mission to educate children. For more information on FCPS’ research priorities visit:

http://www.fcps.edu/pla/ope/docs/RSC/conducting_research_in_fcps.pdf.

What are some factors I should consider?

Applications to conduct research in FCPS are judged along a number of criteria including, but not limited to, the benefits and relevance of the research to the school system, technical adequacy of the design and methodology, time requirements, and protection of staff and students’ rights.

Applications likely to be approved will be those that: • are directly relevant to instruction and learning;

• do not duplicate or overlap with recent research or planned or ongoing FCPS sponsored program evaluations;

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• have a research methodology which appears to be valid in relation to the objectives of the research;

• involve minimal risk to subjects (the risks of harm anticipated in the proposed research are not greater considering probability and magnitude than those ordinarily encountered in daily life); • are not disruptive through unnecessary length and repetition in survey instruments or

disorganized procedures for the administration of the research;

• do not require large amounts of time from teachers/school personnel relative to their benefits to the school system;

• do not imply any costs to the school, including expenditures, legal risks, and the possible loss of goodwill of students, parents and the community; and

• adhere to human subject protection requirements as outlined by federal and state guidelines and statutes.

What about required consent procedures?

FCPS complies with all state and federal regulations regarding consent procedures for human research. Research involving students (children under 18 years of age who are not emancipated minors) requires informed consent from a parent or legal guardian in compliance with § 32.1-162.18 of the Code of Virginia. FCPS reserves the right to require written consent for studies involving students, staff or parents, even if it is not required by the code or has been waived by an Institutional Review Board (IRB)/Human Subjects Review Board (HSRB).

FCPS requires that external researchers obtain written (active) parent consent before obtaining information from students in any of the sensitive topics listed below. Federal, state and local governments may be exempted from obtaining written parent/guardian consent under certain conditions (e.g., the data is required to inform policy decisions or improve the instructional program). Parents/guardians shall be notified 30 days prior to administration of the study and shall have the right to inspect surveys asking students to provide information in any of the following categories:

• Political affiliations of the student or the student’s parents;

• Mental or psychological problems of the student or the student’s family; • Sex behavior or attitudes;

• Illegal, anti-social, self-incriminating, or demeaning behavior;

• Critical appraisals of other individuals with whom respondents have close family relationships; • Legally recognized privileged or analogous relationships, such as those of lawyers, physicians,

and ministers;

• Religious practices, affiliations, or beliefs of the student or student’s parents; and

• Income (other than that required by law to determine eligibility for participation in a program or for receiving financial assistance under such program).

What information should applicants know about the release of information?

FCPS complies with all state and federal regulations regarding the release of confidential student or staff data. Only certain information, in certain formats, may be disclosed without the consent of students’ parents/guardians. The legal guidelines on which data release procedures are based and drawn are from the Family Educational Rights and Privacy Act (FERPA; 20 U.S.C. § 1232g; 34 CRF Part 99).

Any student participation in data collection activities or release of individually identifiable information requires active written consent from the student’s parent/guardian. Consents must include a full description of what the student will be asked to do, the potential risks and benefits of participation ________________________________________________________________________________________________________

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and/or any information about the student that the researcher plans to obtain. Record data should be specifically listed on consent forms. For example, do not say demographic data; say race/ethnicity, gender, English proficiency, free-reduced price lunch status, and disability status. FCPS will not provide individually identifiable information that is not explicitly stated on the consent form. Personnel records of school staff are confidential, and information cannot be released from these records except in certain conditions and formats. Consent forms must be collected before the data collection for a research project is initiated.

B. Preparation and Submission Stage

Where can I find the research application?

Research applications can be found on OPE’s website.

What are some practical considerations for applicants submitting research requests?

In advance of submitting an application, researchers should be aware of the following practical considerations:

• Interference with school instruction and operations must be kept to a minimum.

• FCPS reserves the right to charge fees at any time for data requests not covered by the Freedom of Information Act. Research applicants will be notified of the cost before it is incurred (see more details in Part III).

• Research applicants may request to do research with specific staff members or schools, and efforts will be made to honor these preferences.

• FCPS reserves the right to have blackout windows such as during Virginia Department of Education (VDOE) Standards of Learning (SOL) Testing.

• FCPS staff and its employees cannot provide endorsements for products.

FCPS is also committed to supporting relevant, well-designed research studies. Below is a list of the common criteria used in reviewing research applications:

• Appropriateness of the research topic for support in the public school setting; • Alignment of proposed research with FCPS research priorities;

• Technical soundness of the research methodology, measures, and proposed analyses; • Feasibility of study design in terms of time requirements from staff and students; • Confidentiality of data and privacy of participants; and

• Compliance with human consent procedures.

Research applicants should review these factors prior to submitting a research application as the afore-mentioned factors are considered by FCPS prior to moving an application forward. In addition, researchers should be far enough along in their training to understand how to develop a research question and design an appropriate study to answer the question without guidance from OPE staff.

How can I avoid delays in the review process?

Every year, FCPS receives numerous applications for external research studies. To avoid delays in the review process, researchers should submit all of the required information and adequately address protections of human subjects.

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C. Post Submission and Requirements Stage

If you have submitted a request that has been approved, the following sections will become relevant to you when completing your data collection.

What happens after a research request has been approved?

Once approval is granted, a researcher will be notified. Researchers may not begin data collection until they contact the FCPS administrative sponsor (for the DRSC), the principal/or designee (for the SRSC), or the sponsoring teacher (for the SSRC).

What happens if my research request was denied?

There is an appeal process for each committee. Please refer to the appropriate section in Part II.

What are the responsibilities of the researcher?

The researcher assumes the responsibility for conducting useful and high quality research. Upon being approved to conduct research in FCPS, OPE expects all researchers will:

• Abide by all FCPS policies and regulations.

• Follow the procedures as approved in the application and modify procedures and instruments only with prior approval from the appropriate research screening committee.

• Conduct and complete the research study within the approved timeline and meet any stipulations accompanying the letter of approval.

• Work closely with the FCPS sponsor or sponsoring teacher and keep this person informed of the status of the research study, including any changes to methodology from the approved application.

• All studies are approved for a specified period of time. If data collection goes beyond this period, the researcher must file a Modification or Continuation Request Form.

• Share a copy of the final study report with the sponsor, sponsoring teacher, and where applicable, OPE.

• Comply with general standards of best practices in conducting research as outlined by the American Educational Research Association (AERA) at

http://www.sagepub.com/upm-data/13127_Standards_from_AERA.pdf.

The researcher assumes the responsibility for conducting useful and high quality research. Upon being approved to conduct research in FCPS, OPE expects all researchers will not identify or include identifiable characteristics of schools or of the school division without authorization from the Division Superintendent or designee. OPE expects all researchers will not publish any information that could be used to identify individual students or employees of the school system without authorization from the individual and the Division Superintendent or designee.

What about the sharing of the results?

FCPS encourages researchers to provide a summary of the study to the committee that reviewed the application, the sponsor (for DRSC), and to the schools involved in the study. We would anticipate that summaries would include the rationale/importance of the study, methods, bulleted findings, and implications.

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Summary

Upon reading the previous sections, a research applicant may want to consider the following questions prior to submitting a research application. These questions include:

• Are you eligible to conduct research in FCPS? • Is this research topic valuable to FCPS? • Do you have a FCPS sponsor?

• Have you designed a study with respect to participants’ time?

• Have you designed a study with respect to timing of the school year? • Does your research project involve sensitive topics?

• Does your study involve greater than minimal risk? OPE fields a lot of requests each year. We ask that you visit

http://www.fcps.edu/pla/ope/research_a/research_approval_process.shtml to answer some of your initial questions. You should also review Policy and Regulation 1475 linked from our website prior to reaching out to staff. If you have questions after reviewing the website, policies and regulations, you may direct questions to ([email protected]; phone 571-423-1432). Inquiries will be responded to in the order they are received.

Upon answering these questions, a research applicant may find that his/her proposal is a good fit based on finding a FCPS sponsor or presenting a proposal that is well aligned with current research topics of interest to FCPS. On the other hand, if the time required of participants is excessive or if data collection is being proposed between blackout dates, a research applicant may want to spend more time putting together a proposal that may be a better fit with FCPS.

In summary, Part I reviewed general information applicable for research applicants. The next section, Part II, reviews the various processes established by OPE in consultation with Instructional Services, the Science Office and region offices to review different types of research requests. This section is divided into three parts. The first part describes the approval process for research requests being reviewed by the DRSC, followed by the SRSC, and the SSRC.

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Part II

The purpose of Part II is to provide research applicants information about the review process for each committee. As you will recall from Part I, there are three review committees which include the Division Research Screening Committee (DRSC), School Research Screening Committee (SRSC), and the Student Scientific Research Committee (SSRC). Each will be discussed in the sections below.

A. Division Research Screening Committee (DRSC)

What is the DRSC?

The DRSC is a division-level committee composed of a chair, two standing members, the study’s proposed sponsor, and additional FCPS staff called upon for expertise. The DRSC is overseen by OPE and screens requests from all non-FCPS individuals or organizations, individuals proposing studies for doctoral dissertations or FCPS employees (includes part- and full-time employees, substitute teachers and interns) proposing master’s theses involving more than one school site.

What is the process?

The DRSC Chair screens the application and then, composes the review committee based on the nature of the application. Research requests reviewed by the DRSC are reviewed in the order in which they are received. The review process is usually completed within four to six weeks of submission unless substantial problems are encountered with the proposed study’s methodology. If other departments are called upon (e.g., legal counsel) for input regarding any of the proposed methodology or consent procedures, the review could take an additional two weeks.

The review process does not begin until complete applications are received by the OPE. For example, if the OPE has not received consent forms, or the approval of the University Institutional Review Board, the review process cannot begin. FCPS cannot guarantee a faster review under special circumstances, although we will make every effort to process requests swiftly. We strongly encourage submission of research requests at least 90 days in advance of proposed research commencement.

Applicants to the DRSC should complete the Division Research Screening Committee Application.

What are the research proposal requirements?

Researchers must submit a research request in writing. The research request should include the following:

• Application and all supporting documents; • Application Fee; and

• Sponsor.

If you need assistance identifying a sponsor, you may contact OPE and ask to speak to the DRSC Chair, 571-423-1430.

Who can serve as a sponsor?

A principal may be a sponsor if research is limited to one school. For all other research involving multiple schools or central office staff, the sponsors must be central office directors or assistant ________________________________________________________________________________________________________

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superintendents. The researcher will work closely with the FCPS sponsor and keep this person informed of the status of the research study.

What are the responsibilities of the sponsor?

The sponsor will make all necessary contacts with schools and central and region offices, ensure that division policies and regulations are followed, notify the chair of the research screening committee if the researcher alters the approved procedures or if other problems occur, and manage other logistical requirements, as appropriate, including blackout dates, and approve any changes in the original research plan.

Are there fees for an application that is reviewed by the DRSC?

Yes. Effective September 2012, a nonrefundable fee for research requests will be assessed. A one-time only processing fee of $25 applies for each submission of a

Division Research Screening Committee

Application. If the Research Screening Committee requests revisions to the proposal, no

additional application fee will be assessed upon resubmission. In addition, application fees are

not charged for the review of appeals or modification or continuation requests.

Are there application fee waivers?

The FCPS and DRSC set out the rules for requesting a fee waiver or a reduction in fees under certain limited circumstances (e.g., studies funded by internal sources, nonprofit community organizations, or government agencies). If the researcher is seeking a fee waiver, it is the researcher’s responsibility to provide detailed information to support the request. The DRSC chair will decide whether the waiver should be granted.

What happens if my research request involves a data request?

There is a $50 hourly fee for pulling together a data request. As part of the review, the chair will contact you to work out the details and provide an estimate of how much your data request will cost in advance. If the researcher agrees to pay the estimate, a data request invoice will be prepared outlining the services provided, with total hours and charges. If there are additional data requests or data analysis requirements, a memorandum of understanding would be created and the anticipated cost to complete the data provision will be provided.

What are some considerations following approval?

• Research conducted on accepted proposals must be actively underway within one school year. Researchers must request a continuation for approved research proposals that were not initiated and actively underway or completed by the school year for which the research was approved.

• Researchers are responsible for notifying the appropriate research committee of any changes made to the original proposal. The authorization to conduct research may be revoked at anytime based on procedural violations, ethical issues, a change of interest in research participants or the school division, or other good cause.

For multiyear projects, an FCPS request for continuation is required. Studies in which no new subjects are being entered, but one or more subjects are being followed, still must submit a Modification or Continuation Request Form.

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B. School Research Screening Committee (SRSC)

What is the SRSC?

Under revised Policy and Regulation 1475, schools are given the authority to review research requests by FCPS employees for coursework and master’s theses occurring at a single school; and school-affiliated groups and organizations conducting research in the school in FCPS with which they are affiliated (e.g., PTAs, PTSAs, and community organizations).

The committee is chaired by the principal or an administrative designee and may include up to two other staff members; however, the chair has the option of being the sole reviewer for an application. The chair may also call upon central office staff to serve on the committee or transfer the request to the DRSC. The SRSC reviews applications for conducting research in order to allow access to the school while safeguarding the educational process. The committee reviews all applications using the established FCPS criteria described in Part I, Section A.

What is the review process?

The review process is overseen by the chair (principal or a designee). After all research materials have been received, the chair and committee members:

• review the proposal to see if it meets the criteria and policy guidelines for research in the school;

• communicate with educators in the school whose responsibility will be affected by the proposed research; and

• make a recommendation to: (a) approve the research as proposed, (b) approve the research contingent on suggested procedural changes, or (c) deny approval to conduct the proposed research in the school.

The SRSC uses the same review criteria as all of the committees (see Part I, Section A). The research proposal should be well designed and provide clear and reliable answers to the research questions being addressed, minimize the imposition on the school, and adequately address issues relating to participant welfare and privacy. The committee is supported by the DRSC Chair, as needed. Principals have the right of approval or denial for the research proposed for their schools or to request its modification. If in doubt, they may seek advice or refer the research to the DRSC, particularly if they believe the research may be of a sensitive nature.

Are there fees for an application that is reviewed by the SRSC?

No fees are assessed for applications to the school-based committee because the required review process is less extensive, and it is expected that schools will derive direct benefit from their participation.

Who may serve as a sponsor for a research request reviewed by the SRSC?

Other than the Chair, a school administrator with knowledge of the content area may serve as the sponsor. The sponsor should not be the person approving and sponsoring the research. The sponsor will help advise the researcher to ensure that division policies and regulations are followed, monitor the conduct of the study, and notify the SRSC Chair if the researcher alters the approved procedures or if other problems occur.

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Applicants should complete the Application for Approval of School Research Proposals. The signed application and supporting materials (e.g., copies of consent forms and instruments) should be submitted to the SRSC Chair at the school.

What criteria are applied by the SRSC when reviewing applications?

Research applications are reviewed with respect to the school's goals and mission of ensuring success for each student. All research conducted in FCPS must:

• protect the rights of confidentiality and the privacy of staff, students, and parents/guardians; • not interfere with instructional time to the detriment of student learning;

• support continuous school system improvement goals;

• not deal with moral or ethical questions and not infringe on students' rights in any way; • provide clarity of research methodology; and

• provide feasibility of the study design.

What happens after my research request is approved?

Before any research efforts commence in the school, the researcher will provide the principal with a written agreement to make any procedural changes on which approval of the research was contingent. The approval is restricted only to the school for which the proposal was submitted. If the researchers wish to modify the scope, methods or research activities (including surveys, instruments or consent documents) after the initial approval, they must submit the changes in writing and obtain approval from the SRSC chair. The researcher and the sponsor (typically the principal or a designated person) will make practical arrangements for the implementation of the research and ensure that minimal interruptions take place.

What happens after the collection study is complete?

A written summary of the results of the research conducted in the school is to be delivered to the principal no later than six months after the completion of data collection.

C. Student Scientific Research Committee (SSRC)

What is the SSRC?

The SSRC is located in schools and is overseen by the Science Office in the Department of Instructional Services. The SSRC screens requests from FCPS students conducting research for local, regional, state, or international science competition, and non-science fair related projects that involve human participants and dissemination of results beyond FCPS through presentation or publication. The committee reviews all applications using the established FCPS criteria described in Part I, Section A.

What is the application process?

Applicants should complete the research proposal that can be downloaded from the following location:

http://www.societyforscience.org/isef/document. After an applicant completes the research proposal, it should be submitted to a sponsoring teacher. An applicant’s sponsoring teacher will then submit the completed research proposal to the SSRC at the school in which the applicant attends. If the school does not have a committee, the application should be submitted to the Science Coordinator for the school division.

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Are there fees for an application that is reviewed by the SRSC?

No fees are assessed to students for conducting research as it is part of their learning process.

What is the review process?

Each research proposal will be reviewed by the Student Scientific Research Committee (SSRC) at the student’s school. Research proposals are provided by sponsoring teachers (described below). The SSRC will review student research applications and notify students of the committee’s decision.

Who is a sponsoring teacher?

A sponsoring teacher is an FCPS teacher who sponsors a FCPS student submitting a research application for a science fair or for all other student projects involving human participants.

What criteria are applied by the SSRC when reviewing applications?

The SSRC will review the application following the criteria set forth in this document and the Society for Science and the Public to ensure the quality of research safety and protection of all human participants.

How are decisions rendered by the SSRC?

At the end of a review, the SSRC will provide the following decision:

• Yes – The student researcher may proceed with conducting his/her research.

• No, revise and resubmit – The student researcher may revise and resubmit a research application with necessary modifications.

Are there fees for an application that is reviewed by the SSRC?

No. There are no fees for an application reviewed by the SSRC.

What is the process after a student researcher has been approved?

When a study is approved, the FCPS sponsor will notify the administrators in charge of the schools or programs that will be affected. The student researcher may begin the study at a time mutually agreed upon with those administrators. The student researcher will work with the sponsoring teacher to conduct the research.

_____________________________________________________________________________________________________________________ Fairfax County Public Schools, Office of Program Evaluation April 2015

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Part III

Glossary

Data Collection is the gathering of specific information (e.g., through observations, tests, surveys, interviews, focus groups or existing records) from individuals on variables of interest, in an established systematic fashion that enables one to answer questions, test hypotheses, and evaluate outcomes for the purpose of supporting or drawing conclusions.

Exempt Research describes research that is exempt from the research screening process.

External Researcher is any individual or entity that requests to use division data or resources to engage in a research or data collection activity that is not conducted by Fairfax County Public Schools (FCPS) employees as part of their job responsibilities. These entities include, but are not limited to: (1) for-profit and not-for-for-profit research organizations, community groups, local/state/federal agencies, and national study groups; (2) individuals, including FCPS employees proposing studies for coursework, master’s theses, doctoral dissertations, or other kinds of personal research projects; and (3) FCPS students who seek to conduct a research study or data collection activity that is not part of a regular classroom assignment or will result in dissemination of results beyond FCPS through presentations or publication, e.g., science fairs.

Informed Consent depicts how participants in research have the right to be fully informed about the proposed procedures and activities and to voluntarily agree to participate in the research. Informed consent is obtained in writing from participants who have had the research activities fully described to them, been informed of both risks and benefits of participation, experienced no coercion to participate, and been given the opportunity to have all of their questions answered prior to providing written consent. In the case of children under 18 years of age who are not emancipated minors, consent must be obtained from a parent or legal guardian. Researchers may choose to ask children over the age of 8 years to sign an assent form which contains similar information to a consent form but is written at a level that will be easier for students to understand. For guidance on writing an informed consent and/or child assent form, visit http://oria.gmu.edu/research-with-humans-or-animals/institutional-review-

board/human-subjects-policies-procedures-forms-and-instructions/human-subjects-forms-and-templates/.

Institutional Review Board (IRB) or Human Subjects Review Board (HSRB) oversees research involving humans by health care, academic, governmental and other agencies, organizations or individuals. They exist to protect the safety, health and privacy of human research subjects, including those involved in clinical trials and drug research. Federal law offers definitions and guidance on what constitutes research involving human subjects. These definitions determine whether an agency or organization must have an institutional review board and the board’s ability to approve, reject or modify the agency’s or organization’s activities. For additional information, visit http://oria.gmu.edu/research-with-humans-or-animals/institutional-review-board/.

Minimal Risk is the probability and magnitude of harm or discomfort anticipated in the research, which are not greater in and of themselves than those ordinarily encountered in daily life or during the performance of routine physical or psychological examinations or tests.

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Policy 1475 provides guidance regarding the review and approval of all research studies and data collection activities in FCPS. For more information, visit http://fcpsnet/sb/index.shtml.

Regulation 1475.3 establishes the procedures for the review and approval of requests to collect non-public data by external researchers. For more information, visit http://fcpsnet/sb/index.shtml.

Research is any systematic investigation, including data collection activity, conducted to identify, improve or evaluate an educational issue or problem that provides generalizable findings. Research typically includes, but is not limited to, ethnographic studies, case studies, analysis of written documents, records, tables, primary and secondary data, experimental designs, study grant programs or the evaluation components of grant-funded programs (federal, state, local, foundations, universities, private) and other data-gathering activities.

RESEARCH APPLICATION RESOURCE GUIDE

RESEARCH

APPLICATION

RESOURCE GUIDE

FAIRFAX COUNTY PUBLIC SCHOOLS

Fairfax County Public Schools

Table of Contents

SUMMARY DIAGRAM OF COMMITTEES AND MAJOR ROLES

Purpose of the Research Application Resource Guide

Part I

A. Planning Stage

B. Preparation and Submission Stage

C. Post Submission and Requirements Stage

Summary

Part II

A. Division Research Screening Committee (DRSC)

Division Research Screening Committee

Application. If the Research Screening Committee requests revisions to the proposal, no

additional application fee will be assessed upon resubmission. In addition, application fees are

not charged for the review of appeals or modification or continuation requests.

B. School Research Screening Committee (SRSC)

C. Student Scientific Research Committee (SSRC)

Part III

Glossary