Data and Research Requests

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 Strategic Planning and Partnerships, which operates within the Division of Communications and Strategic Planning.

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 on our CPS Department of Communications 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 Strategic Planning and Partnerships. All data associated with APPROVED requests will be provided by the Department of Strategic Planning and Partnerships 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 Strategic Planning and Partnerships. 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 Strategic Planning and Partnerships 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 the CPS Department of Communications website.


Submitting Requests

All requests to conduct research with or collect data from school district employees, departments, or persons otherwise associated with CPS should be made using the Request to Conduct Research or Collect Data form.

All requests for CPS data, as described in the Data Related to Programs of Study and Independent Research/Project or Other sections above, should be made using the Request for Chesapeake Public Schools Data form. 

  • Download the form(s) and save to your computer (or other digital storage space) prior to completing.
  • Rename the form file name using the following format- Last name-initial of First name, college/university, and type of document. Exclude college/university if not applicable to your request.
    • (e.g., SmithM_Univ_ResearchReq, SmithM_Univ_CollectData, SmithM_Univ_CPSData, SmithM_Univ_InviteLtr, or SmithM_Univ_Survey). 

Completed request forms may be submitted electronically to:

Dr. Angie Smith
Chief of Staff
Division of Communications, Planning, and Engagement

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

Remember, do not contact potential participants or begin collecting data until you have received written approval from the Department of Strategic Planning and Partnerships.

If you have additional questions, you can contact the Department of Planning, Policy, and Research at 757-547-0153 or email Dr. Angie Smith [].