Data and Research Requests

Chesapeake Public Schools (CPS) recognizes the value of quality educational research and strives to support as many requests as possible. The Department of Planning, Policy & Research accepts applications from researchers to conduct educational research within the district. The school district will ensure that research or data collection does not interfere with instruction or require excessive district resources (e.g., staff time) in order to be completed.

Guiding Principles for Review of Requests

The following principles are fundamental to the review process for, requests to conduct research in partnership with or within CPS, requests to collect data from individuals or groups within or associated with CPS, and requests for CPS data:

  • Research topic or general reason for the request

  • Purpose of the research study, collected data, or requested data

  • Documentation of approval to conduct research from college/university, and IRB (if applicable)

  • Research methodology and data collection (i.e., instrument used for data collection)

  • Expected timeline for the research or time period for requested data

  • Participants (including the amount of time required of them)

  • Relevance and value to CPS and its strategic plan

Conditions for Conducting Research or Requesting Data

Individuals, organizations, or entities interested in conducting research must be aware that they are responsible for identifying participants or facilitating contact with potential participants for any approved research or data collection. Participant involvement in any research is strictly voluntary. Once approval to conduct research or collect data from identified persons or groups has been received by the requester, it is the requester’s responsibility to contact the CPS staff cited in the request.

Please note that data collection will be limited during weeks or months around state testing and the summer. Requests for data that are not publicly available may require an investment of time and effort by school district personnel and could be subject to an hourly fee being charged for the compilation or extraction of the requested data according to the Freedom of Information Act (FOIA). Requests of this nature may be directed to the school district’s FOIA Officer. More information about FOIA requests can be found here on our website.  

Requests to Conduct Research or Collect Data

Individuals, organizations, or entities wanting to conduct research or collect data in the school district—whether affiliated with a college/university or not—are required to submit the Conduct Research, Collect Data and/or Request CPS Data form. Please ensure each statement within the Requester’s Agreement section of the form is read and checked prior to submitting the form for review.

Please note that research involving students that requires time taken away from instruction will not be approved.

Capstone Projects

Institutional Review Board (IRB) approval to interview human subjects for a capstone project is required. IRB approval is required for any research that involves human subjects, including interviews, surveys, or any form of data collection where you interact with or gather information from individuals. The purpose of IRB review is to ensure the ethical conduct of research and the protection of the rights and well-being of research participants. Individuals completing a capstone project are not exempt from this requirement, and It is an essential step to ensure that your research adheres to ethical guidelines and regulations. The IRB will assess your research proposal, including your interview methodology, consent process, and data management plans, to determine whether your project meets the necessary ethical standards.

It's important to consult with your academic advisor and your institution's IRB office early in the research planning process to understand the specific requirements and procedures for obtaining IRB approval for your capstone project. The approval process can vary by institution, so it's crucial to follow your university's guidelines and policies regarding human subjects research.

Requests for Data

Individuals, organizations, or other entities may request a copy of or access to existing data related to the school district. Certain requests for data may require submission of the Conduct Research, Collect Data and/or Request CPS Data form. The purpose or intended use of the data will help determine the appropriate procedures for making a request. The following information provides guidance for requesting CPS data. 

CPS Employees

Job-Related Data
Schools, departments, teachers, and other employees or groups within the school district utilize a variety of data during normal operations and performance of job responsibilities. Job-related data are available via established procedures within each school, department, or office in the school district. Employees should contact supervisors or other school district departments for assistance in obtaining access to data needed to complete assigned job responsibilities or tasks. The Conduct Research, Collect Data and/or Request CPS Data form does NOT need to be submitted in instances where the needed data directly aligns with job responsibilities, projects, and tasks associated with CPS employment.

CPS and Non-CPS Employees

Data Related to Programs of Study
Individuals, organizations, or other entities may request school district data for college/university coursework (i.e., presentation, project, or white paper) or research studies (e.g., Master’s thesis, Doctoral dissertation). In such cases, the Conduct Research, Collect Data and/or Request CPS Data form MUST be submitted to the Department of Planning, Policy & Research. All data associated with APPROVED requests will be provided by the Department of Planning, Policy & Research ONLY.

Independent Research/Project or Other.
Individuals, organizations, or other entities may request school district data for independent examination or other purposes. In such cases, the Conduct Research, Collect Data and/or Request CPS Data form MUST be submitted to the Department of Planning, Policy & Research. The intended use or purpose of the data should be clearly stated in the Data Request Purpose/Summary section of the form. All data associated with APPROVED requests will be provided by the Department of Planning, Policy & Research ONLY.

Freedom of Information Act
The Commonwealth of Virginia’s Freedom of Information Act (FOIA) is the state law granting access to public records not exempt from disclosure and entry into meetings of public bodies for Citizens of the Commonwealth and representatives of the media. The Conduct Research, Collect Data and/or Request CPS Data form does NOT apply to a FOIA request. For additional information about FOIA and how to request records under the Act, please visit this page on our website.

Submitting Requests

All requests should be made using the Conduct Research, Collect Data and/or Request CPS Data form.

The review of request(s) and other supporting documents will be completed in approximately 14 days. A written notification indicating the approval or denial of each request will be provided to the requester. If there is an unexpected delay in the review process, school district personnel will contact you with additional information and an expected time frame for completion.

Remember, only contact potential participants or begin collecting data once you have received written approval from the Department of Planning, Policy & Research.

If you have additional questions, contact the Department of Planning, Policy & Research at 757-547-5562 or email Dr. Tee Bunch-Boney.