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Board Policy #180.0 External Research

1. Policy Statement

It is the policy of the York Region District School Board (YRDSB) to consider requests by institutions, agencies, staff members, or other individuals who wish to conduct research that is not initiated by the Board in its schools and departments. 

While being supportive of external research, the Board recognizes that students have been entrusted to schools for their own personal education and considers this its primary focus. All external research must support priorities as outlined in Board Plans, including the Multi-Year Strategic Plan. It is expected that external research will not have an adverse effect on students, staff, or Board resources. 

2. Application 

Board Policy and Procedure #180.0, External Research, addresses the expectations for institutions, agencies, staff members or other individuals making requests to conduct non-Board initiated research in its schools and departments.

3. Responsibilities

3.1 The Board of Trustees is responsible for:

1. reviewing the External Research policy in accordance with the Multi-Year Strategic Plan, and the approved policy review cycle; and
2. understanding and communicating with members of the community about the External Research policy, as required.

3.2 The Director of Education is responsible for:

1. implementing the External Research policy.

4. Definitions

4.1 Informed Consent Form

A document created by the researcher for participants to review and sign before beginning the research. If student participation is sought, parent/guardian consent must be obtained on behalf of students under the age of 18. Students aged 18 years or over or who have withdrawn from parental control may consent on their own behalf.

5. Contact

Research and Assessment Services

6. History

Approved: 1996

Working Document: March 2013, March 2018, March 2025

Revised: 2002, 2008, 2013, February 2019, January 2025

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Board Procedure #180.1

1, Procedure Statement

This procedure outlines the process for external research requests and the various roles and responsibilities throughout this process.

2. Application

2.1 Approval Criteria and Guidelines 

When reviewing research applications, the External Research Committee considers the following factors:

1. educational relevance and contributions to the Board;
2. research methodology;
3. compliance with ethical standards; and
4. protection of staff, students, and Board resources.

2.2 Application Submission Requirements

To be considered for approval, all applicants must ensure the following:

1. the application is consistent with the Guidelines for Conducting External Research;
2. all sections of the YRDSB External Research application are complete;
3. all supporting documentation is included;
4. all materials are organized into collated packages for distribution;
5. the Application to Conduct External Research form is submitted by the application deadline; and
6. all supporting documents collated as one PDF file are submitted by the application deadline to: External.Research@yrdsb.ca.

2.3 Post-Submission Process

After submitting the application:

1. the External Research Review Committee (ERRC) reviews the proposal;
2. committee members make recommendations to the Coordinating Superintendent of Education, Equity, ISCS, Research and Assessment Services, who makes the final decision;
3. the applicant is notified in writing of the committee’s decision within six weeks following an application deadline;
4. if the study is approved, researchers must submit a summary of the study to External.Research@yrdsb.ca, which will be forwarded to school principals by a member of the ERRC;
5. researchers should wait until principals have been notified of the project's approval by a member of the ERRC in the Research and Assessment Services department before contacting them with an invitation letter to participate in the research; and
6. if principals agree to their school’s participation, researchers may make practical arrangements for implementing the project. Please note that principals have the right to refuse research projects in their schools even after the ERRC approves the study.

2.4 Final Reporting Requirements

1. researchers must complete and submit the Annual Status Report by June 30 of the academic year in which the study was approved; and
2. if applicable, researchers must submit a Request to Renew, Extend, or Amend an Existing External Research by the next application deadline;
   • upon completion of the study (as outlined in the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS 2),
   • a Study Completion/Termination Report indicating the completion or termination of the study must be submitted by June 30 of the academic year in which the data was collected,
   • all reports/publications (e.g., thesis, research article) that emerge from the research must be submitted to External.Research@yrdsb.ca, and
   • an External Research Snapshot must be completed with links to all reports/publications for the purpose of knowledge mobilization.

2.5 External Research Review Committee

A staff committee that reviews applications for conducting research using the Approval Criteria and Guidelines to allow access to Board resources while safeguarding the educational process. Chaired by the Manager, Research and Assessment Services. Membership includes but is not limited to, a Curriculum and Instructional Services representative, a representative from the Human Rights Commissioner’s Office and/or Inclusive School and Community Services, the Board’s Chief Psychologist, a Project Manager in Research Services, an elementary school principal, a secondary school principal.

2.6 External Researcher

Students working toward the completion of the requirements of a graduate degree; persons conducting institutionally funded research projects such as, but not limited to, universities, colleges, agencies, and hospitals; Board staff conducting research for course work or graduate degrees, and/or Ministries or Ministry-funded consultants conducting research/evaluation.

2.7 Participants

Persons who take part in a research study and from whom data are obtained. 

2. Definitions

2.1 Informed Consent Form

A document created by the researcher for participants to review and sign before beginning the research. If student participation is sought, parent/guardian consent must be obtained on behalf of students under the age of 18. Students aged 18 years or over or who have withdrawn from parental control may consent on their own behalf.

3. Responsibilities

3.1 The Director of Education shall:

1. allocate staff and resources to support the External Research procedure.

3.2 Coordinating Superintendent of Education, Equity, ISCS, Research and Assessment Services is responsible for:

1. granting, denying or deferring research proposals based on recommendations by the External Research Review Committee and assigned staff.

3.3 The External Research Review Committee shall:

1. ensure that requests to conduct research in the Board meet the External Research Review Committee Approval Criteria and Guidelines; and
2. provide recommendations to the Coordinating Superintendent of Education, Equity, ISCS, Research and Assessment Services about research proposals based on Approval Criteria and Guidelines.

3.4 The Manager, Research Services shall:

1. chair the External Research Review Committee meetings;
2. bring forward applications to the members of the External Research Review Committee for review; and 
3. provide advice and recommendations.

3.5 Research and Assessment Services shall:

1. submit a written notification to the Coordinating Superintendent of Education, Equity, ISCS, Research and Assessment Services, including the External Research Committee's recommendations and detailed proposal information as specified in the External Research Application, for final approval; 
2. notify the researchers in writing of the final decision regarding the research proposal on behalf of the Coordinating Superintendent of Education, Equity, ISCS, Research and Assessment Services; 
3. if the study is approved;
   • advise the principal(s) of the potentially involved schools, and
   • provide the principal(s) with general information about the research project and the name of the researcher who will contact him or her to request participation.
4. store the research application, communications, summary reports and other relevant documents according to the Board’s records retention schedules.

3.6 Superintendents shall:

1. provide advice and recommendations for external research requests, as necessary.

3.7 Principals and Managers shall:

1. direct external researchers (including staff) wishing to conduct research in their school or workplace to the External Research policy;
2. make decisions regarding approved external research project;
3. determine whether their school or workplace will participate in the research project;
4. review the approval conditions for specific external research projects as communicated by Research and Assessment Services; 
5. ensure that the researcher presents the Police Vulnerable Sector Check upon entry to the school or workplace, if applicable; and
6. ensure that the researcher has proof of written consent from a parent for students under the age of 18, or written consent from students who are 18 years or over or who have withdrawn from parental control.

3.8 External Researchers shall:

1. submit their requests to conduct research in the Board’s schools or departments to the Manager, Research Services;
2. comply with all Board policies and procedures;
3. ensure that their research conforms to the Approval Criteria and Guidelines.
4. complete all sections of the Board’s research application form; 
5. ensure that any additional documents included with the research application form do not exceed five pages in length;
6. submit the proposal and all supporting documents no later than the submission deadline;
7. direct questions and submit applications to External.Research@yrdsb.ca; attend meetings with members of the External Research Review Committee, if requested;
8. upon approval of the research proposal:
   • obtain a Police Vulnerable Sector Check prior to commencement of the research; 
   • make arrangements to implement the project in collaboration with the principal to minimize disruption to the school;
   • ensure that consent from participants is fully informed and obtained before beginning the research; and
   • sign an agreement indicating the future uses of any resources or products created because of the research comply with the following:
     • any not-for-profit resources or products created because of the research will be made available to the Board at no cost for internal use only; or
     • any for-profit resources or products created as a result of the research become the joint property of the researcher(s) and the Board unless otherwise agreed to by the Director;
9. upon completion of the research;
   • provide an executive summary report to Research and Assessment Services and communicate findings to interested research participants and stakeholders.

3.9 Parents shall:

1. determine whether they consent to their child’s participation in the research if the child is under 18 years of age, and, if they agree to their child’s participation, read and sign the informed consent document.

3.9 Potential student participants shall:

1. read the informed consent form;
2. provide agreement if they agree to participate in the research (if they are under 18 years of age and have parental consent); and

3. sign the informed consent form if they agree to participate in the research if they are 18 years of age or older or have withdrawn from parental control.

    

3.10 Potential student participants shall:

1. read the informed consent form;
2. provide agreement if they agree to participate in the research (if they are under 18 years of age and have parental consent); and
3. sign the informed consent form if they agree to participate in the research if they are 18 years of age or older or have withdrawn from parental control.

3.11 Potential staff participants shall:

1. confirm approval of the external research project with their principal or manager before participating in the study; and
2. read and sign the inform consent form provided by the researcher if they agree to be a participant in the research. 

4. Definitions

4.1 Informed Consent Form

A document created by the researcher for participants to review and sign before beginning the research. If student participation is sought, parent/guardian consent must be obtained on behalf of students under the age of 18. Students aged 18 years or over or who have withdrawn from parental control may consent on their own behalf.

5. Contact

Research and Assessment Services

6. History

Approved: 2008

Working Document: March 2013, March 2018, March 2025

Revised: February 2019, January 2025