External Research Proposal Process

The External Research approval process features two parallel review tracks depending on the complexity of the proposed research, including an Expedited Track and a Supported Track. All external research projects, regardless of review track, will go through the following steps prior to approval: 1) Pre-submission screening, 2) Proposal submission, 3) R&I review, and 4) Notification and access.

Step 1: Pre-submission

For the 2021-22 school year, MMSD’s Research Team is piloting a dual-track review process-- including an expedited review and a more supported review track.

To determine what level of review is appropriate for your project, please complete the pre-screener form as a first step.

Projects screened as requiring supported review will be requested to set up an initial conversation with the MMSD Research Team prior to submitting the full project proposal (Step 2.) The purpose of this meeting is for the MMSD team to learn about the proposed project, identify areas of potential alignment, and connect the applicant to support on the front-end of the submission process. Please note: graduate student researchers are required to attend this meeting with MMSD Research Staff along with their faculty advisor.

Step 2: Proposal Submission

Step 3: Review

Expedited track projects will be reviewed on an ongoing basis by the MMSD Research Team. Supported review projects will be reviewed at the end of each month. In order to be included in the set of applications being reviewed, please submit your completed application and materials by the second to last week the month. For applications qualifying for supported review, the MMSD Research Team will involve other MMSD staff and external research partners to assist in reviewing these applications.

MMSD reviews all research proposals based on the following criteria:

The Quality of the Research Proposal

The appropriateness of the research and its topic
The time involved for students, teachers, administration, and staff, with particular focus on minimal disruption of instructional time
The relevance of the research
The research design and content of the proposal
Adherence to ethical standards for conducting human subjects research
Compliance with MMSD requirements and guidelines ( IRB approval, appropriate consent/assent forms, etc.)

The Benefit of the Research

Alignment to MMSD’s Strategic Framework and goals
Support for current instructional programming within MMSD
Potential for significant benefit to the district, given the cost in time and resources required
MMSD's capacity to support the proposed research

In addition to review at the committee meeting, the appropriate district leadership and affected department staff will also review the proposal. Their insight and recommendations weigh on the ERC's final decision.

Step 4: Notification and Access

The MMSD Research Team will inform you by letter of the action taken on your request for access. Possible outcomes are conditional approval, modifications required, or rejection.

Upon conditional approval, all project personnel must undergo a criminal record check (CRC) and sign confidentiality and mandatory reporting (CMR) statements.

For all projects approved after January 1, 2013, MMSD requires all project personnel to undergo a CRC. This includes the principal investigator if he or she is actively involved in data collection and/or analysis. Current MMSD employees are exempt from this requirement.
To complete the CRC, all project personnel will need to submit an application through MMSD's volunteer tracker, appgarden. Detailed instructions are provided here.
All project personnel must also submit a signed copy of the MMSD External Researcher Confidentiality and Mandatory Reporting Statements. More information is provided here.
The CRC and CMR last for the duration of the project. If researchers on the project have undergone the CRC/CMR process for a different project within the current academic year, they do not need to repeat the requirement.
The CRC process is administered by MMSD Human Resources. Questions regarding the CRC process should be submitted to Marquita Carr at mqcarr@madison.k12.wi.us
Studies that are approved for recruitment only - where researchers will not have any contact with students in the school, all research will happen off-site, and the research does not involve MMSD at all besides recruitment - do not need to undergo the CRC and CMR requirements.

Prior to approval, the ERC makes every effort to ensure that sufficient interest and capacity exists in the school or program area needed to accommodate a research proposal. Even after ERC approval, the principal of any building or administrator of any program may decline participation in a research proposal.

**MMSD expects to be furnished with copies of any final reports or relevant findings, which should be provided to the liaison and the Insitutional Research and Evaluation Team**

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