Data Sharing Agreements with MMSD

No.  All external research must undergo ERC approval, but not all external research requires a data use agreement. The DUA process looks specifically at confidential, individual-level data, which is not always needed to complete a research project. However, ERC approval may still be needed even if a DUA is not necessary.

Researchers should only initiate the DUA process if they feel that confidential, individual-level data is absolutely necessary for the project they are working on and they cannot obtain consent. External researchers that go through the DUA process also need to go through the ERC process and should start by completing the ERC inquiry form. Contractors should reach out via email to Beth Vaade (envaade@madison.k12.wi.us) to start the DUA process. Researchers or contractors can access aggregate-level data without a DUA as long as the data presented reflects more than six students to protect privacy. In order to access this aggregate-level data, external researchers need to go through ERC and contractors will need to include this in their request.

The feedback period is necessary in order for MMSD’s Research & Innovation Department to determine what data is most useful and appropriate for the researcher and how that can best be done. R&I must also seek advice from the legal department about the legality of releasing some individual- level data. During this period, R&I works with the researcher to answer a number of questions:

• Does the data that is being requested exist? If not, can it be found?
• Is the data that is being requested the best data to answer research questions with?
• Can the data being requested legally be given to the researcher?
• Is there data that would more effectively benefit both parties?
• Is there data that needs to be explained to the researcher?
• How long will the data be accessible by the researcher, and why?

Because of FERPA, and out of respect for the privacy our students, MMSD carefully weighs the value of releasing appropriate data to external parties. In order to authorize external data use, MMSD involves legal services as well as the approval from the Board of Education.

For ERC and Contract DUA’s, the process is beholden to a signature by the Board of Education. The DUA goes on the Board’s consent agenda once a month, so depending on when the final DUA is submitted to the Board, this signature could happen anywhere from two to six weeks later. Additionally, all steps that include a feedback period or iterative process between MMSD and the party in question rely on responsiveness of the external party. Therefore, MMSD recommends that ERC and Contract researchers allow at least 75 days from the time a DUA is submitted until the time data is shared.

MMSD’s point person for all Data Use Requests is Beth Vaade. She can be reached by email at envaade@madison.k12.wi.us.