Research Procedures in Cobb County Schools

What is the purpose of these procedures?
The overall purpose of these procedures is to establish a standard manner of application review for either individuals or external agencies wishing to conduct research in the Cobb County School District. Standard procedures protect staff and student time from unnecessary data collection, allow the district to review applications in light of existing laws and statutes about privacy and research, and encourage quality research to improve practice in Cobb County School District.

What does district policy require of research projects?
 - Permission to conduct research that is granted by the Office of Accountability.
 - Assurance that individuals, schools, or the district are not identifiable in the final research study or report.
 - That the project has no undue effect or interfere with the operation of schools in the district.

How is research defined?
Research is defined as any data collection from or about Cobb County students, parents, or staff. Research includes, but is not limited to, data collection for the purposes of fulfilling the requirements of a theses or dissertation, publication in a journal or book, or completion of a higher education class project.

What are external studies?
External studies to be conducted in the Cobb district are those initiated by an outside agency or individual; those initiated by a staff person as an individual for purposes or uses outside his or her district role. External studies also include either national or statewide studies (except those mandated by the state).

What is the research application process?

BEFORE YOU BEGIN YOUR RESEARCH:
1.   Make initial contact with the Office of Accountability to obtain a research application and applicant agreement form.

2.   Complete the application and have it signed by the sponsoring agency, usually the class professor. The application must be typed.

3. Read and sign the applicant agreement form.

4. Attach copies of any questionnaires, interview protocols, tests, or data collection instruments that will be used in the study.

5.   Prepare participant consent forms. If data will be collected from or on individual students, parents or staff, permission to participate will be required in most cases and a copy of the participant agreement must be included with the research application. The letter should permit the parent, student, or staff member to give full and knowing consent. Consent cannot be passive. The final permission letter must:

• Be in writing.

• Be signed by the parent or guardian giving consent, as well as the student, if applicable.

• Be dated on the date consent is given.

• Specify the reason for data collection or release.

• Specify the data to be collected or the student data records to be released.

• Identify the persons and institution to which the information will be released.

• Describe any feedback to be provided to the parent, student, or staff member.

• Indicate that participation in the project is voluntary; will not affect student grades or staff employment/evaluation; and that consent may be withdrawn at any time without penalty.

• Provide the name and contact information of the researcher or agency conducting the project should the participant have additional questions.

6.   Submit the completed application with supporting documents (sample participant consent forms, instruments or protocols) to the Office of Accountability a minimum of three weeks prior to the beginning of the study.

What happens after the application is submitted?

1. As applications are received in the Office of Accountability, each is logged and reviewed for completeness. If any information/documentation is missing or incomplete, the review process is suspended until the researcher is contacted and complete information/documentation is provided.

2. The Assistant Superintendent of Accountability or designee establishes a review committee of central administrators and routes the application to committee members for review and recommendations. Central administrators are asked to evaluate the application and recommend whether it should be accepted, rejected, or accepted with required changes. Central administrators are asked to respond to the application within 4 working days.

3. After all central level administrators have provided recommendations for the project, the Assistant Superintendent of Accountability or designee reviews the recommendations of committee members and judges whether the application should be administratively accepted, rejected, or accepted with changes.

4. The researcher is notified in writing that the project has been administratively approved. Once administrative approval has been granted, he/she must contact the individual schools to obtain approval for participation. A list of schools and principals to contact for approval will be provided.

5. Schools or affected departments are sent copies of the research application and notified that the researcher will be contacting them personally within a few days. If the school/department chooses not to participate, it must notify the Office of Accountability it does not wish to participate.

6. Administrative approval does not necessarily constitute approval for the study to be conducted in any specific school. Prior to final approval to conduct research in specific schools, approval of principals and others involved must be obtained.

7. Once the Principal Agreement to Participate is completed and returned to the Office of Accountability, a final approval letter will be sent to the researcher.

Is there any way to enhance the probability of getting the research application approved?
Studies related to topics of concern for Cobb County School District will receive high priority for approval. See Attachment A for a list of CCSD research priorities. Researchers are encouraged to contact the Office of Accountability prior to completion of theses or dissertation plans to ensure closer coordination between the district and the researcher. Discussing a specific project with a member of the Office of Accountability before details are complete may also assist a researcher in creating a viable research design.

What is the basis for decisions on research applications?
The criteria by which research applications are reviewed include the following:

• Study results should have high value to an individual school, the Cobb County School District, or to education in general.

• Study should be compatible with CCSD policy and sound educational practice.

• The design and implementation of the project should be sound and acceptable to the school system.

What happens if the application is rejected?

• If it appears that an application could be approved with revisions, the applicant may be advised to resubmit.

• In some cases, the Assistant Superintendent of Accountability or designee may convene the review committee to hear an appeal of the decision.

What are the requirements while the project is conducted?
The researcher is responsible for returning the signed agreement forms from individual principals/departments. Final approval from the district will not be made until forms are received from the researcher. Meetings, interviews, administration of instruments must be scheduled far enough in advance to allow adequate planning. Parental permission for direct participation of any student in the research project is required. The researcher must provide sufficient copies of an approved parental permission form to permit collection of two copies of the permission slips. The principal will retain one copy of the parent permission at the local school. Information about the student will not be made available to the researcher until parental permission is secured.  The confidential nature of records must be observed and privacy and rights of the individual and schools must be respected. Data with names or other identifiers (such as student numbers) MUST be disposed of when their use is complete. Individuals conducting research in the Cobb County School District must abide by standards of professional conduct at all times while they are working in the schools. Failure to do so will be sufficient cause for terminating the research study. Any violations of procedures noted by teachers or other participants in the study will be reported to the school principal. The principal should then discuss any such violations with the Assistant Superintendent of Accountability, who will address the matter with the sponsoring agency or individual researcher. Studies should be completed by May 1st.

What happens after the study is completed?
The Office of Accountability must be provided with summaries of the data collected and conclusions drawn from the research as soon as the researcher has them completed. If the study is reported in a journal or other format (book, presentation, etc.) the author will provide CCSD with a copy for the professional library. Personal feedback to principals or others involved in the study is strongly encouraged.

Who administers the procedures?
Procedures are administered through the Office of Accountability of Cobb County Schools. The Assistant Superintendent of Accountability is responsible for administration. If there are questions or concerns regarding the research process, they should be addressed to Dr. Judi Jones at 770- 426-3407.

Attachment A

Research Priorities for Cobb County School District for 2005 - 06

The research priorities listed below are considered important questions which, when answered, would significantly benefit the Cobb County School District in planning for increased student success. Research projects that address a priority area will have a greater likelihood of approval than research projects that do not. Topics are listed in priority order for the 2005-06 school year.

Technology and Student Learning
As the amount and type of technology increases, the district is interested in learning more about how technology is integrated into the classroom and the effect on student engagement in learning and achievement.

Accountability
This topic includes the impact of federal and state legislation (NCLB, HB1187) on school culture and student learning. Research is needed to understand how schools make changes in their improvement plans to address accountability requirements and whether or not such plans produce intended effects.

Services to Special Needs Students
There are several areas of interest to Cobb Schools in this category. What impact has IDEA had on the way students are served in Cobb Schools? What are effective strategies for working with special education students in the regular curriculum? What has been the impact of the International Newcomer’s Academy?

School Reform Models
Several whole school reform models have been implemented in different schools in Cobb County (Georgia’s Choice, SFA). Research is needed to examine the outcomes of these reform models for students, staff, and community members.  A second area of interest to the district is the identification of effective leadership strategies necessary to establish and sustain these reform models.

Advanced Learning Options
This topic includes issues of college bound curriculum, magnet programs, Advanced Placement, AVID, International Baccalaureate, and Honors Courses. Research is needed to identify the effects of such programs and if such programs best meet the needs of Cobb County students.

Professional Development
Research is needed regarding the development of professional learning communities. For example, how are such communities developed? Sustained? What role does leadership play in the development of professional learning communities?

Transitions
Research is needed to identify effective strategies and techniques to assist students in transitioning from one level of schooling to another. Also, research is needed on the integration of school-to-work strategies into the high school academic curriculum.

Literacy
The district has been engaged in numerous literacy initiatives at all levels (elementary, middle and high) . Research is needed to determine if literacy initiatives have been effective in increasing student achievement in reading. Additionally, research is needed to understand best practices for integrating literacy across the high school program.

Instructional Techniques
Research is needed on which instructional techniques or strategies are the most effective with students of different ages and/or types of student learners across all instructional areas.