Research Application Manual

Research Application Manual
Updated: June 23, 2015
Table of Contents
INTRODUCTION .......................................................................................................................... 1
ROLE OF RESEARCH REVIEW COMMITTEE .......................................................................................... 1
GUIDELINES FOR CONDUCTING RESEARCH ......................................................................................... 2
RESEARCH REQUIRING APPROVAL ................................................................................................... 2
RESEARCH THAT WILL NOT BE REVIEWED ........................................................................................... 3
OTHER DATA SOURCES ................................................................................................................ 3
DECISION OF RESEARCH REVIEW COMMITTEE .................................................................................... 3
RESEARCH APPLICATION REQUIREMENTS .......................................................................................... 4
FEE STRUCTURE .......................................................................................................................... 6
TIMELINE .................................................................................................................................. 6
DATA ...................................................................................................................................... 7
WHEN RESEARCH CAN BEGIN ........................................................................................................ 7
AUDIO-OR VIDEO-TAPING ............................................................................................................ 7
CONSENT, ASSENT, AND NOTIFICATION LETTERS................................................................................. 8
LETTER OF SUPPORT .................................................................................................................... 8
FEEDBACK TO THE DISTRICT ........................................................................................................... 9
CHANGES TO RESEARCH PROTOCOL ................................................................................................. 9
CONTACT INFORMATION .............................................................................................................. 9
Introduction
Thank you for your interest in conducting research with Milwaukee Public Schools (MPS). This manual serves
as a guide to assist all researchers1 with the MPS research application process, which is overseen by the
Department of Research and Development (R & D).
MPS and R & D ask that your work align with the district’s mission and vision statements, while ultimately
leading to improved student outcomes for all MPS students.
Mission Statement
Milwaukee Public Schools is a diverse district that welcomes all students, preparing them for success in
higher education, post-educational opportunities, work, and citizenship.
Vision Statement
Milwaukee Public Schools will be among the highest student growth school systems in the country. All district
staff will be committed to providing an educational environment that is child-centered, supports
achievement, and respects diversity. Schools will be safe, welcoming, well-maintained and accessible
community centers meeting the needs of all. Relevant, rigorous and successful instructional programs will be
recognized and replicated. The district and its schools will collaborate with students, families and community
for the benefit of all.
Role of Research Review Committee
Any individual or organization interested in conducting research with MPS must submit an application to
conduct research. Under the auspices of the Department of Research and Development, all research
applications are reviewed by the Research Review Committee, which is comprised of staff from Research and
Development, the Chief Academic Office, and other departments as necessary. The Research Review
Committee serves as the decision-making body and issues final, written approval or denial of a research
application.
Please note that even if the Research Review Committee approves a project, the school principal (if
applicable) may decline to have his or her school participate, and all staff and students have the option to
decline to participate.
The Research Review Committee is NOT an Institutional Review Boards. The role of the Research Review
Committee is to review applications to ensure that they meet the criteria outlined in MPS Administrative
Policy 2.15 and 6.31.
1
For the purposes of this document, an internal researcher is someone who is a current employee of MPS or who is
employed full-time at an MPS school, which includes schools classified as traditional, year-round, International
Baccalaureate, Instrumentality Charter, non-Instrumentality Charter, Behavioral Reassignment, and/or Partnership.
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Guidelines for Conducting Research
Guidelines for conducting research projects in the district are as follows:
1. The project should align with the district’s Research Agenda.
2. The project must have the potential to make a significant contribution to MPS and/or to the field of
education.
3. The project must minimize disruption to teaching time and instructional learning time.
4. There must be reasonable proof that no student will suffer educationally as a result of the research.
5. The project must comply with all federal laws, state laws, and MPS Board Policies and Procedures.
Particular attention will be paid to the protection of student education records under the Family
Educational Rights and Privacy Act (FERPA).
6. All required documents (see Research Application Requirements) must be submitted by the
appropriate due date.
Priority will be given to:
1. Research and evaluation work that is requested by the district.
2. Research and evaluation work that is a component of a grant, where MPS is the lead fiscal agent or a
partner.
3. Research and evaluation work that aligns directly with the district’s Research Agenda.
Research Requiring Approval
Approval must be given by the Research Review Committee prior to beginning any research project that
involves district staff, students, and facilities in:
 The recruitment of students or staff to participate in any research or evaluation project;
 The collection of data from students, parents, teachers, school staff, and/or district staff;
 The implementation of a new program or curriculum that will be evaluated;
 Observations, surveys, focus groups, interviews, evaluations, or other types of research; and
 The release of private data from district records.
Any request for data must be affiliated with a previously approved application or be accompanied by a
research application.
Applications will be accepted for a degree requirement (Master’s, Ph.D. or equivalent) and/or personal
research study.
2
Research that will not be Reviewed2
Applications will not be accepted for the following types of research studies:
 “Survey only” research studies3;
 Research that is for a class project4; and

The distribution of flyers or posters for the purposes of recruitment5.
Other Data Sources
Data that is publically available (e.g., on the websites of MPS6 or Wisconsin Department of Public Instruction7)
do not require a research application.
Decision of Research Review Committee
The Research Review Committee may approve, deny, or table an application. All applicants will be notified via
email as to the committee’s decision.
If an application is approved, the project may begin, including recruitment of participations and/or data
collection.
If an application is denied, you may submit an updated application for the next review period. Submitting the
updated application guarantees that the application will be reviewed at the next review meeting, but it does
not guarantee that it will be approved.
If an application is tabled, the letter will contain details as to the changes that need to be made to the
application in order to gain approval and when these changes can be submitted.
2
If a researcher feels that his or her work, which is listed as a type that will not be reviewed, should be included in the
review process, please contact the Director of Research and Development.
3 “Survey only” research projects may be approved in select situations, such as work required for a grant or by the
government.
4
While MPS fully supports the local academic community, MPS lacks the resources necessary to support class
assignments.
5
The district does not allow researchers to post or hang information in any district buildings in order for the researcher
to recruit students or staff to participate in a research study.
6
http://mps.milwaukee.k12.wi.us/en/home.htm
7
http://wisedash.dpi.wi.gov/Dashboard/portalHome.jsp
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Research Application Requirements
In order for an application to be considered for approval, applicants must complete the online application.
The link to the application is available on the Conducting Research in MPS webpage, under “Learn More” in
the right column.
All documents that are uploaded must include the applicant’s last name and page number. All required
documents must be submitted at the time of the online submission.
The online application may include the following:
1. Personal Information
a. Contact information of researcher and affiliation
2. Details on Research
a. Title of the study
b. Abstract (maximum 1,500 characters)
c. Contribution to literature8 (maximum 1,500 characters)
d. Proposed start and end dates
e. Purpose of study (maximum 1,00 characters)
f. Research questions
g. Methodology
h. Data collection procedures
i. Implications or benefits to MPS
i. Statement outlining how this study supports or aligns with MPS’ mission, strategic
plan or existing district initiatives
j. Expectations of participants (if applicable), including:
i. Who, when, how many, site(s), etc.
ii. Amount of time participants can anticipate with the project
iii. What tasks participants are expected to complete, etc.
iv. Any form of compensation9
v. How participants will be identified and recruited for participation, how initial contact
will be done, and whether a form of compensation will be used
k. Data elements (if applicable)
i. Population from whom data are requested
ii. List of data elements
8
The contribution to literature is a shortened version of a literature review. The contribution to literature provides the
committee with additional details and background information regarding your project, and it also allows the committee
to see how the project aligns with previous research.
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Researchers are prohibiting from offering or providing compensation, in any form, to students for participation in a
study. Compensation, in this context, includes gift cards and money. To compensate students with a free item or other
tangible item, approval must be granted by the Director of Research and Development. MPS staff may be compensated
for participation if said compensation complies with the District’s policies; including, but not limited to: the
compensation must take the form of incentives for actual participation as opposed to a gift or gratuity, (Admin. Policy
6.04(2) (a)); work performed must be provided on the employee’s own time without the use of District resources,
(6.04(3) (a)); and the participation cannot be inconsistent with the employee’s duties to the District, (6.05(1)).
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3.
4.
5.
6.
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iii. Timeframe of data request (e.g., school years)
iv. Rationale for why the specific data elements are needed
v. Data security plan:
1. Computer security
2. Physical handling and storage of data
3. Transportation of data
4. Destruction of or return of data upon completion of the study
vi. Statement that costs incurred by MPS in extracting the data will be paid for by the
researcher
l. All associated documents in support of the research design
i. IRB approval letter from university or equivalent
ii. Letter of support/approval10
iii. Consent/assent letters
1. If the researcher is proposing to use passive consent, a rationale as to why
must be included
2. If the researcher plans to utilize students and/or families where English is the
second language, consent and assent forms must be translated into the
appropriate language. It is recommended that letters be translated once the
research has been approved
3. Information letters to school staff, parents, students, etc.
iv. Copies of data collection instruments, including (but not limited to):
1. Survey instruments
2. Interview questions
3. Focus group questions
4. Observational protocol
5. Assessment instruments
Plan for reporting results, including the audience(s)
Each individual on the research team that will be analyzing or having access to this data must sign the
Statement of Non-Disclosure to Release Confidential Information.
Names and titles of (if applicable):
a. Officials with authority to bind the requesting organization to the data agreement
b. Officials in charge of the day-to-day operations involving the use and handling of the data
c. Professional and/or support staff who will have access to and/or be conducting the analysis
of the data.
Upon receipt and approval of a Research Application requesting personally identifiable extant data,
MPS will provide the researcher with an Agreement to Release Confidential Information (also known
as the “Part II Agreement”). Both the researcher and MPS must dually sign this Agreement before any
of the requested data will be released.
Beginning in February 2015, a letter of support or approval will be required of all applicants.
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Fee Structure
Application Fee
Application fees will be required for all applicants starting February 16, 2014. Internal applicants, who are
either employees of the district or work at one of the district’s schools, must pay $25 with the submission of
an application. External applicants, who are defined for this purpose as any non-internal applicant, must pay
$100 with the submission of an application. The application fee is waived when the evaluation or research is
funded by an MPS grant11 or is part of a contractual agreement with MPS. Payment must be submitted prior
to the application due date, and appropriate payment types include checks, money orders, or cash. Checks or
money orders may be made out to Milwaukee Public Schools and sent to the address listed under contact
information.
Data Extract Fee12
Data extraction costs will be billed to the applicant upon completion of the extract at the rate of $80 per
hour. There is a minimum one hour charge for all data extracts. When requested, an estimate as to the cost
of the data extract can be provided.
Timeline
The review schedule for the 2015-16 school year is:
Due Date
Review Date13
September 4, 2015
September 18, 2015
October 2, 2015
October 16, 2015
November 6, 2015
November 20, 2015
December 4, 2015
December 18, 2015
January 4, 2015
January 22, 2015
February 5, 2015
February 19, 2015
March 4, 2015
March 18, 2015
April 1, 2015
April 15, 2015
May 6, 2015
May 20, 2015
June 3, 2015
June 17, 2015
Applications are only accepted on the dates listed above. The Research Review Committee does not conduct
expedited reviews.
11
MPS must be the fiscal agent of the grant in order for the application fee to be waived.
If the data can be readily accessed by the internal applicant as part of his or her normal job functions, there is no
charge or need to submit for a data extract.
13 Review dates are tentative and may change depending on schedules of participating staff.
12
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Data
Data must be stored on a secure, password-protected computer. Researchers who have access to identified
data must have their computer(s) encrypted. Data will be transferred from MPS to the researcher via a
secure file transfer protocal.
Unless required by a grant or for some other extraneous reason, all data must be destroyed or returned to
MPS within one year of completion of the study.
When Research Can Begin
No research activities may begin, including recruitment of participants, obtaining consent from any
participants, or obtaining consent from the school principal, until written approval has been granted by the
Research Review Committee. If the external researcher will be interacting with MPS students, the researcher
must also complete a background check prior to data collection. The researcher will be notified by Research
and Development personnel if a background check is required.
Audio-or Video-Taping
For researchers who are interested in audio- or video-taping participants, a reasonable case must be made to
indicate why taping is important to the research and how the taping will improve educational outcomes for
students. Any research using audio- or video-taping must include active consent. Parents/guardians must be
informed that they have the option to have their child audio- or video-taped, and that if they decline, the
student will still participate in class but will not be included in the taping process. The process as to how nonconsenting students will be protected from the taping must be included.
When audio- or video-taping, the consent form must include the following:
 The purpose of the taping
 How the taping will be used
 How long the tape will be kept
 When and how the tape will be destroyed

Who will have access to the tape
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Consent, Assent, and Notification Letters
Separate consent/assent letters must be submitted for each group that the researcher is targeting (parents,
students, staff, etc.). All expenses associated with receiving consent/assent are at the obligation of the
researcher. Templates for both consent and assent letters are available on the “Conducting Research in MPS”
webpage14.
Any student who is over the age of 18 can give his or her written consent to participate. Any student in grade
5 or higher must also give assent to participate. Any student in grade 4 or lower can have his or her parent
provide written consent. However, any student who expresses a refusal to participate must have the
statement honored by the researcher.
The researcher must provide a clear and detailed plan as to how he or she will account for parents or
students who do not give consent to participate.
Notification letters to parents/guardians may be utilized in lieu of consent/assent when research is being
conducted in the classroom. Notification letters are associated with minimally intrusive research focused
solely on the teacher without any student observations or data being collected. Staff consent would still be
required. Notification letters would inform the parent/guardian the reason for the research and what will be
occurring in the classroom. The letter must also contain contact information of the researcher, who must be
available to answer any questions of the parents/guardians.
Letter of Support
A letter of support demonstrates that the research or evaluation project is something that the district is
interested in and supports.
For employees of Milwaukee Public Schools who are conducting action research projects using their own
classrooms, this letter would be written by your school principal.
For employees of Milwaukee Public Schools NOT conducting an action research project or anyone outside of
the district, your letter of support must be written by a current employee of Milwaukee Public Schools who
works at Central Office. Preferably, this letter will be drafted by an individual at the manager level or higher.
14
http://mps.milwaukee.k12.wi.us/en/District/Initiatives/Research-Development/Conducting-Research-in-MPS.htm
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Feedback to the District
The researcher must provide a copy of the final report to the Department of Research and Development
within three months of completion of the study. For studies that last more than one year, researchers must
submit an interim or progress report no more than two months after the end of each year of the study.
Progress reports should not be more than five pages in length. Final and progress reports are to be submitted
via email to Research and Development.
If the researcher is planning on presenting or publishing results, a copy of the presentation or publication
must be submitted to Research and Development with a minimum of 30 days’ notice for review of the
presentation or publication.
Failure to submit an interim report will place the project at-risk for continuation. Failure to submit a final
report and/or presentation or publication (if applicable) may jeopardize approval of future research
applications.
Changes to Research Protocol
If a researcher plans to make changes to a previously approved research application, the researcher must
submit a research addendum. Research addendums will be reviewed within 30 days of submittal, and the
researcher will be notified if the proposed changes have been approved.
Contact Information
If you have any questions not outlined in this manual or would like to discuss your research application prior
to submission, please contact:
Name
Phone
Email
Kristin Kappelman
(414) 475-8225
kappelkj@milwaukee.k12.wi.us
Deb Gurke
(414) 475-8049
gurkede@milwaukee.k12.wi.us
Research and Development
(414) 475-8520
mpsresearch@milwaukee.k12.wi.us
Milwaukee Public Schools
5225 W. Vliet St.
Milwaukee, WI 53208
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