Chesapeake Public Schools (CPS) receives multiple requests to conduct research or collect data (or requests for school district data) from individuals and organizations each year. This webpage provides information about making a data or research related request to the school district and the review process for such requests.
Additional information or questions can be forwarded to the Department of Planning, Policy and Research, which operates within the Division of Communications, Planning and Engagement.
QUICK LINKS
Guiding Principles for Review of Requests
Requests to Conduct Research or Collect Data
Requests for Data
Submitting Requests
Guiding Principles for Review of Requests
The following principles are fundamental to the review process for 1) requests to conduct research in partnership with or within CPS; 2) requests to collect data from individuals or groups within or associated with CPS; and 3) 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 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 amount of time required of them)
- Relevance and value to CPS and its strategic plan
The school district is not responsible for identifying participants or facilitating contact with potential participants for any approved research or data collection. 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; participation is strictly voluntary.
Please note that data collection will be limited during weeks or months around state testing and the summer. Requests for data, which 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
While CPS recognizes the value of quality educational research and strives to support as many requests as possible, the school district must 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. Please note that research involving students, which may require time taken away from instruction, will require a more intensive review and approval from members of the Superintendent’s Cabinet.
The school district also recognizes that there may be circumstances in which an individual, organization, or other entity—not affiliated with college or university coursework/research—may have reason to request permission to collect data from persons within the school district (e.g., employees or groups, schools, students or groups). These forms of data collection may include, but are not limited to, gathering information from individuals or groups within or associated with the school district through the administration of a survey, one-on-one interviews, or small group discussions. 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 a signed Request to Conduct Research or Collect Data form. (A link to the form is provided in the Submitting Requests section below.) Please ensure each statement within the Requester’s Agreement section of the form is read and checked prior to submitting the form for review.
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 a signed Request for Chesapeake Public Schools Data form (linked Submitting Requests section below.) 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. A Request for Chesapeake Public Schools Data form does NOT need to be submitted in instances where the needed data directly align 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, a signed Request for Chesapeake Public Schools Data form MUST be submitted to the Department of Planning, Policy and Research. All data associated with APPROVED requests will be provided by the Department of Planning, Policy and 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, a signed Request for Chesapeake Public Schools Data form MUST be submitted to the Department of Planning, Policy and 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 and Research ONLY.
Freedom of Information Act.
In keeping with the spirit and requirements of the Commonwealth of Virginia’s FOIA, the school district will make records of its official business open to the public. Citizens of the Commonwealth may request access to or a copy of any business record that is not exempt from disclosure by either federal or state law. A Request for Chesapeake Public Schools Data form does NOT does not apply to a FOIA request. In accordance with FOIA, the investment of time and effort by school district personnel to produce the requested record(s) may be subject to an hourly fee being charged for the compilation or extraction of the requested records. For additional information about FOIA and how to request records under the Act, please visit this page on our website.
Submitting Requests
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. A Request for Chesapeake Public Schools Data form does NOT need to be submitted in instances where the needed data directly align 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, a signed Request for Chesapeake Public Schools Data form MUST be submitted to the Department of Planning, Policy and Research. All data associated with APPROVED requests will be provided by the Department of Planning, Policy and 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, a signed Request for Chesapeake Public Schools Data form MUST be submitted to the Department of Planning, Policy and 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 and Research ONLY.
Freedom of Information Act.
In keeping with the spirit and requirements of the Commonwealth of Virginia’s FOIA, the school district will make records of its official business open to the public. Citizens of the Commonwealth may request access to or a copy of any business record that is not exempt from disclosure by either federal or state law. A Request for Chesapeake Public Schools Data form does NOT does not apply to a FOIA request. In accordance with FOIA, the investment of time and effort by school district personnel to produce the requested record(s) may be subject to an hourly fee being charged for the compilation or extraction of the requested records. 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 and Research.
If you have additional questions, contact the Department of Planning, Policy, and Research at 757-547-5562 or email Mrs. Fallon Graham [].