3.1 Research Review Committee (RRC)
3.1.1 The RRC will consist of:
- The Manager of Research and Assessment,
- A Superintendent of Education with elementary curriculum responsibilities,
- A Superintendent of Education with secondary curriculum responsibilities,
- A representative from Durham Elementary School Administrators (DESA),
- A representative from Durham Secondary Administrators' Association (DSAA),
- A representative from The Durham Elementary Teachers' Federation, (ETFO),
- A representative from The Durham Secondary Teachers' Federation, (OSSTF).
The Manager of Research and Assessment will serve as the chairperson which includes the following responsibilities:
- Compiling the applications and distributing copies to members for review.
- Scheduling and calling the meetings.
- Serve as the external research applicant’s point of contact for the RRC.
- Send messages to the system on approved research.
- Contact school administrators to advise them of approved research their communitymay be invited to participate in.
3.1.2 The role of the RRC is to:
- Screen external research requests and advise the system of research that has been approved for administration.
- Monitor the quantity and topics of research to ensure a fair distribution of research studies throughout Durham schools.
- Protect Durham schools and their staff and students from invasion of privacy and from unwarranted and excessive demands on their time.
- Approach schools on behalf of external research applicants that have been approved.
3.1.3 Meetings: The RRC will meet, as required, from September to the end of May. Each meeting will be scheduled in response to the volume of applications that are received (historically 4-5 meetings a year).Meetings may be virtual or in-person.
Prior to each meeting, the chair will distribute the applications that will be reviewed at the meeting. Members must be provided sufficient time to adequately review the applications and supplemental research materials.
3.1.4 Quorum: Meeting quorum will consist of the chairperson and at least 3 other members of
the committee
3.2 External Research Applications: External researchers interested in conducting research within the DDSB must complete the online “External Research Application” which is available on the DDSB website. All applications that are submitted must:
- Be complete.
- Include all supplemental materials referenced in the application.
- Include the Research Ethics Board approval from their organization (or affirm it is in review). Organizations without access to a Research Ethics Board may submit an application without this requirement.
If a standardized external research application form is developed provincially or regionally, the RRC may use their discretion to accept it as an valid alternative to the DDSB form for submission.
3.3 Internal Project Form: DDSB stakeholders interested in engaging in data collection, analysis and reporting within the DDSB are requested to complete a “DDSB Project Form” and submit it to the Chair of the RRC (the Manager of Research and Assessment). The purpose of this form is to raise awareness of the extent and nature of the project. A copy of the form is available in Appendix C.
3.3.1 Indigenous Identity Data Collection: Internal projects that include the collection of Indigenous identity must first seek approval for the collection of Indigenous Identity data through the Indigenous Education Department and the Accountability and Assessment Department, prior to the submission of the internal project form. The Manager of Research and Assessment and/or Indigenous Education Department may also engage the Human Rights and Equity Advisor.
3.3.2 Identity Data Collection: Internal projects that include the collection of identity data must adhere to the practices outlined in the Standards. Internal project leads must first coordinate this work through the Equity Department and the Accountability and Assessment Department, prior to the submission of the internal research project form. The Manager of Research and Assessment and/or Equity Department may also engage the Human Rights and Equity Advisor.
3.3.3 Systems Collections: Prior to the administration of system-wide surveys, Forms, Thoughtexchanges, etc, the Accountability and Assessment Department must be consulted to coordinate and align the schedule for data collection. This is intended to reduce duplication and avoid overlap of data collections for the purpose of easing the burden it places on stakeholders.
3.3.4 Supports: Staff from the Accountability and Assessment Department are available to provide support on internal projects in the areas of research design, data collection, analysis, interpretation, and knowledge mobilization.
3.4 Collecting Data:
3.4.1 Identity Data: The collection of identity data must adhere to the Standards, privacy considerations as outlined by the Ontario Privacy and Information Commissioner, and align with the DDSB’s Indigenous Education policy and Human Rights policy.
Based on the Ministry of Education, and informed by the Standards, the collection of personal information may include the following categories:
- Indigenous Identity
- Ethnic/Cultural Origins
- Racial Background
- Religion
- Age
- Gender Identity or Gender Expression
- Sexual Orientation
- Languages
- (Dis)abilities
3.4.2 Knowledge Mobilization: Upon completion of an external research project, researchers are expected to share reports highlighting the work and the findings.
Internal project leads may be invited, where appropriate, to share their findings with Durham educators. Where appropriate all internal research results should be shared/communicated with all participants in the study.
3.4.3 Data Governance: The protection of participant privacy and confidentiality is of utmost importance, and all data handling procedures must be in compliance with relevant laws and regulations. A brief paragraph outlining the data governance components of your project must be included in the application. This should include details on how data will be stored, secured, accessed, retained, and eventually disposed of.
3.5 Review Criteria: Both “External Research Applications” and “Internal Project Form” submissions will be reviewed with the following considerations:
3.5.1 Alignment with System Priorities:
- The study must have a high degree of educational relevance and be consistent with DDSB goals.
- It should be a valuable experience for participants considering time lost from other activities.
- There must be direct research benefits to the system through, for example, the provision of feedback, workshops, materials and/or summary data.
- A priority will be placed on research projects which are designed to inform the decision making process. Marketing research for product development and/or advertisement will not be included for review.
3.5.2 Adherence to Proper Procedures and Guidelines:
- The researcher must have adequate safeguards to ensure confidentiality of individuals and schools.
- Researchers must ensure that the anonymity of students, teachers, and schools is preserved in subsequent publications and inform and discuss any such publication plans with the Chair of the RRC.
- Where appropriate and subject to section 1.2, the researcher must obtain parental/guardian consent and student permission.
- The researcher must explain to participants all features that might be expected to influence their willingness to participate.
- Research involving student participation may not include personal incentives (e.g. giftsor raffles). However, a donation to the school at the conclusion of the study may be offered.
- Research involving staff and parents may consider the use of incentives provided that they
- Do not negate the voluntary nature of the participant’s consent (see Article 3.1, TCPS 2).
- Are not contingent upon the number of consent forms returned or the number of participants/participating classrooms at a school.
- Are proposed for a staff member’s own participation in research provided that the participation takes place outside of work hours.
- The research methods used should enable valid conclusions to be drawn and should use appropriate data analysis procedures.
3.5.3 Equity:
- Equitable access, experiences and opportunities of all groups must be ensured. The researcher should ensure that processes, materials used and analyses are consistent with section 1.2 and do not pose discriminatory barriers or reinforce discriminatory (including and not limited to racist, sexist, ableist, homophobic, biphobic, transphobic, religious faithist and classist) stereotypes.
3.5.4 Account for System Contexts:
- Research activities must not substantively disturb the work of schools; the amount of time involved should be minimal.
- The researcher must minimize stress on the part of participants and use trauma informed approaches and practices.
- The researcher must take into account the appropriateness of the time of year for data collection. As a general rule, research may not be conducted in schools during the months of May, June or the first half of September.
- The researcher should appreciate that their application may be similar to other research that may have already been approved or planned. Applications may not be approved where the focus is similar to, or overlapping with other work.
- Any cost to the Board or school must be clearly stated and appropriately accounted for and/or arranged.
3.6 Outcomes of Application Reviews: Following the RRC review of applications, a letter will be sent by the Chair to the researchers with the status of their application. Any activities related to a research project may NOT commence without prior review and approval by the RRC.
3.6.1 Unapproved Research: An application that has not been approved may be submitted again at a later date. Applications that are re-submitted will be expected to have addressed issues identified by the RRC that contributed to the research not being approved. If those issues or conditions are not addressed in the re-submission, the RRC reserves the right to exclude the research from review.
3.6.2 Approved Research: Research applications may receive an “Approval” or “Conditional Approval”. Where conditional approval is provided, the researcher is expected to offer clarification or address concerns raised by the RRC. If the requested clarification or modification is provided to the RRC, the research may then be updated to an “Approval”. No research designated as a “Conditional Approval” may proceed until the issues identified by the RRC have been addressed.
Once an application has been approved, the RRC Chair will contact the school principals and/or department managers identified in the application to let them know that the research has been approved and that the researcher will be in contact to invite them to participate in the research.
The approval of an application does not mandate participation in the research. All individuals invited to participate in a research project are under no obligation to participate in part or in whole.
3.6.3 Researcher Responsibilities for Approved Research:
Once approved, Researchers are expected to:
- Gather and handle data and research materials in a manner consistent with the highest standards of ethical and scholarly practice (fraud, falsification of data or other forms of academic dishonesty will not be tolerated and will result in immediate revocation of permission to conduct research).
- Notify the RRC of the schools/departments involved in the study (if not already mentioned in the application).
- Notify the RRC of any changes to the research protocol.
- Notify the RRC of any issues that may impact schools, students and staff.
- Submit a copy of research findings (copies are to be made available to the RRC and participating schools/staff and parents). Future requests to conduct research at DDSB will not be reviewed until final reports of completed studies have been received.
