*NEW* NCDPI Research Review Process

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Diane Dulaney, KC Elander, Jeni Corn

April 26, 2024

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**Session will be recorded**

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Agenda

• Overview of the new NCDPI Research Data Request process
• Questions and Answer

NCDPI Introductions

• Jeni Corn, Ph.D., Director of Research and Evaluation, jeni.corn@dpi.nc.gov
• Diane Dulaney, Director of Data, Reporting and Privacy, diane.dulaney@dpi.nc.gov
• KC Elander, Section Chief of Enterprise, Federal Reporting, kc.elander@dpi.nc.gov

Statutory Reference for Data Use

Per § 115C-402.5, to ensure student data accessibility, transparency, and accountability relating to the student data system, the State Board of Education shall set criteria for approval of research and data requests for personally identifiable student data in the student data system made to the State Board of Education from State or local agencies, researchers working on behalf of the Department, and the public.  

Definition of Research

For the purpose of this policy, "research" shall include:

1. A systematic inquiry to answer specific questions about North Carolina public schools
2. Compiling or linking existing data (e.g., student test scores, attendance, grades, demographic information, etc.) that requires staff time to obtain and is not otherwise an existing public record; and
3. Any analyses of existing data which are not publicly available. 

Criteria for Approval of Research and Data Requests

NCDPI encourages research on issues related to improving student learning and instructional strategies in North Carolina public schools.  

Consideration will be given to two types of data requests: 

• Research that is sponsored by a program area within NCDPI  
• Research that aligns with the goals and objectives of the State Board of Education or the Superintendent of Public Instruction 

Purpose of *NEW* NCDPI Research Review Committee

• Develop a consistent, transparent, equitable, and systematic process for reviewing and tracking research requests
• Gather cross-agency input for approving research requests
• Come to consensus about study sponsorship and data sharing
• Align and share responsibility for research to reduce burden on individual staff
• Increase awareness inside NCDPI of research topics of interest, data availability, and research findings

NCDPI Research Review Committee

Cross-agency group of DPI Directors meets monthly to review any research data requests. The members will consist of directors from areas whose data is frequently requested:

• Academic Standards
• Accountability
• Advanced Learning
• Advisors to the Superintendent
• Center for Safer Schools
• CTE
• Digital Teaching & Learning
• District & Regional Support
• Early Learning

• Educator Performance
• Exceptional Children
• Federal Programs
• Financial and Business Services
• NCVPS
• Office of Charter Schools
• Research and Evaluation
• School Nutrition

Researcher Responsibilities

1. Prior to requesting data, please check the publicly available data sets on Student, Educator, and School Performance
2. Complete these *new* forms as the first step in partnering with NCDPI - Research Data Request Form or Letter of Support Form

Researcher Responsibilities

3. Once request is approved, schedule meetings with NCDPI sponsor to gather input into research questions, study design, understand availability of data, and expectations for sharing results
4. Complete Memorandum of Understanding (MOU) template
5. Once data is shared, comply with all security protocols agreed to in the MOU Agreement, including those related to termination of access and data destruction

Researcher Responsibilities

Once research is complete, submit:

6. A one-page summary of the study methods and analysis for replication purposes
7. A two-page summary of results to be used to disseminate information directly to practitioners and policymakers about on-going research efforts and any applicable recommendations at least 30 days prior to publication of the results.

NCDPI Responsibilities

1. NCDPI Research Review Committee reviews submissions monthly and makes decision
2. Decisions will be communicated regularly with Cabinet and staff across NCDPI and research requestor

NCDPI Responsibilities

• Once request is initially approved, NCDPI will help researchers complete
• Privacy Threshold Analysis (PTA) form completed by Privacy/Security staff of requestor
• Office of Data, Reporting and Privacy emails MOU template to researcher
• Cover sheet and MOU are entered into Docusign for approval and signature from requesting entity, NC DPI Privacy Director, CISO, Chief Information Officer and Superintendent
• Data delivered to requestor by secure transfer (Sharefile or other pre-approved secure transfer)

Discussion

Questions?