Explanatory notes for the sample application to conduct research at an Ontario district school board
Purpose
The purpose of the sample application to conduct research is to provide support to Ontario district school boards who have external researchers wishing to conduct studies within their schools.
It is hoped that this sample application will:
- provide a sample template that boards can adopt or modify to meet local needs
- promote consistency in the research application process at Ontario district school boards
- encourage collaboration among boards, universities and other agencies
- facilitate the work of external researchers who are required to complete research applications at various district school boards
- allow boards to process and monitor research conducted within their jurisdiction in an efficient and timely manner
Suggested use
This sample application to conduct research can be modified to meet local needs.
In the case where a board already requires any person wishing to conduct research activities to submit an application for approval, this template may be compared to the existing application for the purpose of improvement.
In the case where a board is considering implementing a research application process, this template may serve as a starting point for discussion, may be edited as needed to meet local needs, or may be adopted as written.
Why is it important for aboard to have a research application process?
It is important for boards to monitor research in schools to ensure the welfare of participants is protected. In addition, the information provided through the external research application process ensures alignment with board priorities.
Ontario district school boards can benefit from partnerships with external researchers to investigate research questions for the purpose of continual improvement in meeting the goals defined by the Ministry of Education and by local district school boards.
Considerations for the application process
District school boards may wish to consider the following when developing/refining an external research application process:
-What scenarios will require board level permission to conduct research (e.g. teacher doing an AQ course; government requesting a survey to be completed; funding agency evaluating a program; staff members working on a graduate degree etc.)?
-What are the timelines a research applicant can expect from application submission through to a decision about their application, through to access to their participants and/or requested schools?
-Will the board require a criminal record check for researchers? If so, who at the board will manage these files?
-Has the board developed clear criteria for review of research applications? If so, will the criteria be public?
-Who will review and render decisions on research applications?
-Who is the board contact for research, and what contact information will be provided for research (e.g. personal email address or a generic email address such as )?
-Will the contact person/board accept applications via email, or are paper copies required?
-Once approved, how long does an approval last?
-When is it necessary for a researcher to submit a request for an extension?
-Will researchers be required to provide linguistic translation of project information letters, consent forms, interview questions etc.?
-What are the requirements for reporting back to the board?
-What is the board’s position on publication of research findings in the press, in academic publications, at conferences, or through social media?
Development notes
This sample application was commissioned by the Ontario Education Research Panel (OERP), whose members come from various education communities, including university faculty, school board researchers, and researchers from other education organizations. The Association of Educational Researchers of Ontario (AERO), an organization that supports researchers and research activity in school boards, developed the application.
Special acknowledgement is due to the following individuals (all are AERO members and some have also served on the OERP):
Chris Conley, Durham District School Board
Angela Hinton, EQAO
Lynn Kostuch, Kawartha Pine Ridge District School Board
Erin McKenney, Durham Catholic District School Board
Joel Nanni, Hamilton Wentworth District School Board
Marina Vanayan, Toronto Catholic District School Board
Sample application to conduct research at
an Ontario district school board*
*Consult the local school board policy, documentation and timelineswhen completing an application.
A.APPLICANT INFORMATION
Name Date
Address Tel. (Res.)
Tel. (Bus.)
Email Fax
Institution / Agency
Position / Role
B.PROJECT DESCRIPTION AND TIMELINE
Title of research proposal:
Preferred start date:
Expected end date:
Expected date of report to board (research summary submitted to the board / participating schools)
Please list all other school boards to whom you are submitting an application to conduct this research.
C.NATURE OF RESEARCH
Undergraduate thesis Master's thesisDoctoral thesis University research
Principal’s course AQ courseExternally-sponsored project
Other
Proof of permission and / or ethical review is required from your university / institution.
the approval / ethics certificate from my university / institution is attached
in progress (please provide details below, including expected date of approval / amendment)
D.RESEARCH OBJECTIVES
1. Provide a brief summary of your literature review and / or the theoretical foundations for your study.
2. Explain the practical benefits and / or contribution of this research to the participants, to the district school board and / or to the education system in general.
E.DATA COLLECTIONAND / OR DATA REQUESTS
1. Describe the proposed data collection. Include thenumber of sites / schools required and the name of any preferred schools or sites.
- How many students will directly participate?
Number of students / Grade / Program / Time required / Additional details
How many teachers will directly participate?
Number of teachers / Grade / Program / Time required / Additional detailsHow many other school personnel will directly participate?
Number of staff / Staff Role / Time required / Additional details- Describe any other requestsfor data from the district school board.
F.METHOD OF INVESTIGATION/STUDY
1. Provide a brief summary of your planned method(s) of data collection. List all data collection instruments (e.g. tests, surveys, interview guides etc.) and attach copies to this application.
2. Describe your plans for communicating to parents and participants about the research. Explain your plans for obtaining informed consent for participation. Attach copies of all information letters, consent letters and other communication materials to this application.
3. Briefly explain the data analysis procedures you will use for your research.
4. List the security procedures in place for the protection of participant privacy and data storage.
G. ADDITIONAL REQUIREMENTS
1. Facilities required (e.g. quiet workspace; gymnasium; classroom)
2. Assistance required (e.g. early access to room for set up; assistance with students)
3. Other resources or special arrangements required
H. PROVISION FOR FEEDBACK
1. Please describe your plans to report results to participants, participating schools and/or the district school board office:
2. Describe any publication/speaking plans for this research (e.g. academic press; social media; online news; conference presentations):
SIGNATURES
Researcher
I have received and read anydistrict school board accompanying policy/guideline document about conducting research in the district and agree to follow its requirements if my application is accepted.
Note that the final decision to participate in any research project always rests with the individual (e.g. principal, teachers, other staff; student through a parental consent form or a student assent form)
Signature of researcher
Professor / Sponsor / Affiliated organization
This is to certify that the above described research proposal has been reviewed by myself/my organization and has been vetted for its academic soundness. Consideration has been given to ethical, legal and moral questions arising from the proposal.
Contact person (e.g. sponsoring professor, director of organization)
Name of organization
RETURN TO: District school board address inserted here
Sample application to conduct research in an Ontario district school board Page 1 of 7