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External Research

Guidelines for Conducting Research in the SCDSB

Following are the guidelines for conducting research that involves SCDSB schools, staff, students or parents. (Guidelines in PDF format.)

In order to allow access to the schools while safeguarding the educational process, applications for conducting research are evaluated by the Educational Research Advisory Committee. The Committee considers all applications carefully using a number of criteria outlined below.

Please note that even if the External Research Review Committee approves a project, this does not automatically guarantee access to a particular school. The school principal must also be willing to accommodate the study in his/her school.

Who may apply?

Applications are accepted from:

    •  Masters thesis candidates;
    •  Doctoral thesis candidates;
    •  Institutionally funded projects; and
    •  Externally funded projects. NOTE: The External Research Review Committee gives
       low priority to undergraduate projects.

How to apply 

    •  Obtain approval from sponsoring agency or institution representative.
    •  Obtain approval from the Ethics Review Board of sponsoring agency or institution.
    •  Complete the SCDSB application form to do research or evaluation.
    •  Submit 5 copies of completed application package to the chairperson of the Board's
       Educational Research Advisory Committee.
    •  Send your submission to:

Chair, Educational Research Advisory Committee
Simcoe County District School Board
1170 Hwy. 26, Midhurst, Ontario L0L 1X0

Application Form (Word)
Application Form (PDF)

Deadlines to apply
The application deadlines have all passed for the 2011-2012 school year. The deadline dates for the 2012-2013 school year are:

    •  September 21, 2012
    •  November 16, 2012
    •  January 11, 2013
    •  February 22, 2013

What to submit
Materials to be submitted must include:

    •  the completed board application form;
    •  a complete written proposal;
    •  advanced copies of all data collection instruments/protocols;
    •  evidence of ethical approval of the external institution or sponsoring agency; and
    •  certification of a Criminal Records Background Check for any person who will have
       direct involvement with students.

The application should include a reasonable timeline and should avoid peak times of the year and formal examination periods.

Proposals should include satisfactory evidence that the rights and well-being of individuals will be protected.

What happens?

There are approximately four committee meetings throughout the school year (starting in November or December and finishing in June).

The Educational Research Advisory Committee considers the proposal by taking into account the criteria and policy guidelines outlined below.

There are circumstances where a researcher may have contacts in a particular school or may wish to include particular schools for a reason related to the design of the study. This reason should be included in the proposal. The applicant will be notified in writing and/or by e-mail regarding the final disposition of the project.

When a proposal is approved, the Chair of the Committee will typically make the initial contact with the principal. The principal will be provided with general information about the research project and the name of the researcher who will contact him/her to discuss whether the school will consider participating. Committee approval does not obligate schools to participate in the study. Principals decide whether or not their school will be involved.

The applicant will then contact the principal to make practical arrangements for implementation of the project and to ensure that minimal interruptions take place. Potential participants (staff, parents and students) also have the right to decide whether or not they wish to participate in the project.

What criteria does the committee consider?

Relevance to education:

Is the study relevant to education in general? Is the study relevant to education in Simcoe County? Is the study consistent with Board policies and priorities? What is the value and/or benefit to the system? Is there an acceptable process for providing feedback or results to participating schools?

Research methodology:

Is the study well designed? Is the methodology appropriate given the purpose of the study? Are the theory and research questions clear and presented in plain language? Are there clear procedures for sample selection? Are the research instruments adequate and appropriate?

Protection of staff and students:

Are the demands made on the system and on the time of students and staff realistic? Is the study free from sensitive or intrusive items? Are the confidentiality of data and the rights and well-being of the participants protected? Are there clear procedures for obtaining informed consent? (See sample parent consent form attached.) Is there an appropriate protocol to deal with sensitive issues arising during the research (e.g., students' who wish to withdraw from the study, disclosure of sensitive information by participants, debriefing participants)?

Educational Research Advisory Committee Guidelines

The Educational Research Advisory Committee of the Simcoe County District School Board considers proposals from individuals or external agencies seeking to undertake research or evaluation studies on various aspects of the educational system. Because of the large number of requests to do research in SCDSB schools, proposals from undergraduates are given low priority.

Market research is only considered if there is an educational application or relevance. The observance of common procedures should facilitate the processing of the requests and promote cordial working relationships. Permission to conduct such studies in Simcoe County District School Board schools will be based upon the following:

•  An application to do research or evaluation should be made in writing to the
   chairperson of the board's Educational Research Advisory Committee.
•  Studies that have direct relevance to education and demonstrable benefits for
   the participants, education and SCDSB will be given priority.
•  Materials must be submitted in final form, (e.g., a complete written proposal,
   advanced copies of all data collection instruments/protocols).
•  Drafts will not be considered.
•  The application should include a reasonable timeline and should avoid peak
   times of the year and formal examination periods.
•  Proposals must have the written approval of the external institution or 
   sponsoring agency and include satisfactory evidence that the rights and
   well-being of individuals will be protected.
•  Any person who will have direct involvement with students must provide
   certification of a Criminal Records Vulnerable Sector Screen prior to
   commencement of the study. Certificate must have been obtained within the
   previous six months.
•  The rights and well-being of study participants must be protected.
•  The research must ensure that the confidentiality of information about SCDSB
   schools, teachers and students is protected and that no SCDSB school,
   teacher, or student is identified in any report.
•  Under Freedom of Information legislation, information collected as the routine
   part of school records is not obtained with the expectation of disclosure to
   independent researchers. Therefore, it is not possible for the SCDSB to
   identify particular individuals or groups of students for the researchers.
•  Parental permission is required for any research with or about students under
   the age of 18 years in SCDSB schools. Permission must be informed consent;
   passive consent is not acceptable. Copies of consent letters must be included 
   with the application.
•  Researchers will not be allowed to gather data in SCDSB schools during
   September, after mid-May or in January in semestered schools, except in very
   unusual circumstances.
•  The study should be minimally intrusive. Demands placed on schools and
   study participants should not be excessive and should not conflict with
   students' academic program.
•  Principals in SCDSB schools will make the final decision about their
   involvement in research projects.
•  Following completion of the study, a copy of the final report should be sent to
   the chairperson of the board's Educational Research Advisory Committee.
•  The researcher must agree to arrange for feedback of the results to the
   participating schools.

It is important that arrangements are made for sharing results of the research or evaluation with participants. Intentions to publish results in journals, books, magazines, monographs or newspapers should be discussed with the Educational Research Advisory Committee.

A copy of the Simcoe County District School Board Educational Research Policy 4123 is available upon request.