The application process for research and program evaluation use the same research application template. The main difference between the two is that program evaluation is to be conducted by an external evaluator hired. 

Research and evaluation projects should support OUSD’s strategic plan.

• Strong Readers

• Empowered Graduates

• Joyful Schools

• Diverse and Stable Staff

As of January 2022, any application requesting collection of new data from human participants requires the approval of the study by an external institutional review board (IRB). Having external IRB approval does not guarantee approval to conduct research in OUSD.

No, OUSD does not provide contingent approval. We require IRB approval or exemption as part of your application. We will not review any application that does not have all required documents. Please email research@ousd.org for a copy of OUSD’s letter to IRBs.

No, research findings cannot be used for ad or promotional purposes.

No, OUSD nor any school names shall be named in any report without explicit permission from OUSD Research team and the internal sponsor.

In the event that the researcher, organization, or evaluator gets permission to name OUSD in the report the following is required in the final report:

External Researcher (dissertation, thesis, etc): “This study was not conducted by Oakland Unified School District (OUSD), and OUSD shall not be responsible for any errors.”

Program Evaluation: “This evaluation was conducted by a third party. Oakland Unified School District (OUSD) nor the product being evaluated did not conduct the evaluation. The evaluation was conducted by a neutral third party.” 

For minimal changes to a current application, please email research@ousd.org a copy of your approval letter and attach your original application. In the email please outline the additional elements to your project. Upon approval of your changes, you will receive a new approval letter.

If your application has expired a new application must be submitted.

A Data Sharing Agreement (DSA) is required when identifiable student, family, and staff data is requested. The DSA is effective once both the Service Agreement and Data Sharing Agreement are signed by OUSD Board of Directors.

An amendment form is required. Send an email to research@ousd.org to discuss. 

Search for BP 6162.8 here, https://boepublic.ousd.org/Policies.aspx. 

The full text is copied below.

OAKLAND UNIFIED SCHOOL DISTRICT

Board Policy

BP 6162.8 

Instruction

Research

The Governing Board recognizes the value of academic research to improve educational programs and practices.  Researchers shall respect the privacy rights of students, including their right to refrain from participation in research projects in accordance with law, Board policy and administrative regulation.

The Superintendent or designee may authorize research projects within the district by outside groups or persons when such research is aligned with district goals and objectives and is likely to benefit the district without disrupting the school program. 

(cf. 0000 - Vision)

(cf. 0100 - Philosophy)

(cf. 0200 - Goals for the School District) 

The Superintendent or designee shall ensure that parents/guardians receive prior notification of any surveys or evaluations that collect personal student information and that consent is obtained in accordance with law.   

(cf. 5022 - Student and Family Privacy Rights)

(cf. 5125 - Student Records)

(cf. 5145.6 - Parental Notifications)

Legal Reference:

EDUCATION CODE

51513 Personal beliefs

UNITED STATES CODE, TITLE 20

1232h Protection of pupil rights

Management Resources:

WEB SITES

CSBA:  http://www.csba.org

CDE:  http://www.cde.ca.gov

USDOE, Family Policy Compliance Office: http://www.ed.gov/offices/OM/fpco/

7/14/04

Search for AR 6162.8 here, https://boepublic.ousd.org/Policies.aspx. 

The full text is copied below.

OAKLAND UNIFIED SCHOOL DISTRICT

Administrative Regulation

AR 6162.8 

Instruction

Research

Persons or groups wishing to use district staff, students or property in connection with an academic research project shall submit to the Superintendent or designee a written proposal which includes:

1. Name of researcher(s) and academic credentials

2. Purpose and scope of the project

3. Method of study or investigation to be used

4. Extent of participation expected of students and staff

5. Use to which project results will be put

6. Benefits to the school(s) or the district

The Superintendent or designee shall evaluate the extent to which the proposal:

1. Shows potential for improving instructional programs and strategies

2. Addresses a relevant educational problem, concern or issue

3. Is designed to minimize interruptions and demands upon the time of students and staff

The Superintendent or designee may approve the proposed project for a period of one school year or less.  To extend any project into a second school year, the researcher(s) must obtain approval from the Superintendent or designee.

Researchers shall certify that they will use no school names in the publication of findings without the approval of the Superintendent or designee.

7/14/04

Search for AR 5125.1 here, https://boepublic.ousd.org/Policies.aspx. 

The full text is copied below.

OAKLAND UNIFIED SCHOOL DISTRICT

Administrative Regulation

Students

AR 5125.1 

Release of Directory Information

Definition

Directory information means information contained in a student record that would not generally be considered harmful or an invasion of privacy if disclosed. Such student information includes:  (Education Code 49061; 20 USC 1232g; 34 CFR 99.3)

1. Name

2. Address

3. Telephone number

4. Email address

5. Date of birth

6. Major field of study

7. Participation record in officially recognized activities and sports

8. Weight and height of athletic team members

9. Dates of attendance

10. Degrees and awards received

11. Most recent previous school attended

(cf. 1113 - District and School Web Sites)

(cf. 1114 - District-Sponsored Social Media)

Directory information does not include a student's social security number or student identification number. However, for purposes of accessing or communicating in electronic systems, directory information may include a student identification number, user identification, or other personal identifier used by the student provided that the identifier cannot be used to gain access to education records except when used in conjunction with a personal identification number, password, or other factor known or possessed only by the authorized user.  (34 CFR 99.3)

Directory information also does not include a student's citizenship status, immigration status, place of birth, or any other information indicating national origin.

Notification to Parents/Guardians

At the beginning of each school year, all parents/guardians shall be notified as to the categories of directory information the district plans to release and the recipients of the information. The notification shall also inform parents/guardians of their right to refuse to let the district designate any or all types of information as directory information, how to refuse release, and the period of time within which a parent/guardian must notify the district in writing that he/she does not want a certain category of information designated as directory information.  (Education Code 49063, 49073; 20 USC 1232g; 34 CFR 99.37)

(cf. 5125 - Student Records)

(cf. 5145.6 - Parental Notifications)

In addition, the annual parental notification shall include a statement that directory information does not include citizenship status, immigration status, place of birth, or any other information indicating national origin and that the district will not release such information without parental consent or a court order.

(cf. 5145.13 - Response to Immigration Enforcement)

The Superintendent or designee shall notify parents/guardians that they may request that the district not release the name, address, and telephone number of their child to military recruiters, employers, or institutions of higher education without prior written consent.  (20 USC 7908)

Parent/Guardian Consent

No directory information of a student identified as a homeless child or youth as defined in 42 USC 11434a shall be released, unless the parent/guardian, or the student if he/she is 18 years or older, has provided written consent that directory information may be released. For any other student, directory information shall not be released if his/her parent/guardian notifies the district in writing that such information not be disclosed without the parent/guardian's prior consent.  (Education Code 49073; 20 USC 1232g, 7908)

(cf. 4119.23/4219.23/4319.23 - Unauthorized Release of Confidential/Privileged Information)

(cf. 9011 - Disclosure of Confidential/Privileged Information)

For a former student, the district shall continue to honor any valid request to opt out of the disclosure of directory information made while the student was in attendance at the district, unless the opt-out request has been rescinded.  (34 CFR 99.37)

08/25/04; 09/28/05A; 10/9/19A

Applications are reviewed on a rolling basis, subject to change at any time. Depending on the complexity of the request it can take up to 12 weeks to review and complete the application. 

For research pertaining to one school, the Principal at that site can be the OUSD internal sponsor. For research pertaining to multiple schools, the OUSD sponsor should be someone at the district level, director or executive director, who is familiar with the subject of the research. Employees from the Research, Assessment, and Data (RAD) department cannot serve as an internal sponsor for research applications or program evaluations.

We can share SED as identifiable student data (with a DSA or parental consent) so long as we don't also share all the other elements related to SED other than FRL (i.e., allowing a researcher to deduce that it is the FRL status leading to the SED status).

For more information SED criteria see this CALPADS documentation. 

• Institutional Review Board (IRB) approval or exemption letter and full application

• Letter of support from OUSD sponsor: If the research is for multiple schools, the letter must come from the Executive Director or Director of the department best related to the context of the research. For research conducted at a single school the Principal can provide the letter of support.

• Letter of support from faculty advisor: Required for thesis or dissertation research applications

• Data Sharing Agreement (DSA): Required if student identifiable information is requested. Not all data elements are available if requesting identifiable information. Please refer to the data field section of Exhibit B in the research application or DSA.

• Data collection tools such as surveys, interview or focus group questions, observation rubrics

• Staff Consent Form

• Parent Consent Form: When asking students to participate in a survey, interview, focus group or observation parents are to provide active consent for their child to participate in the activity. The form should also let the parent know that their child's participation is voluntary and that they can withdraw their child at any time and that their child can withdraw at any time.

See below for consent guidelines and an example.

• Student Assent Form:  When asking students to participate in a survey, interview, focus group or observation, students are to confirm that they understand their participation is voluntary and that they can withdraw from the study at any time without consequence.

See below for consent guidelines and an example.

• Additional documents may be requested depending on the nature of the application

• Consent forms should be written at the 8th grade level or lower according to the Flesh-Kincaid reading level, available in Microsoft Word.

Microsoft support page for document readability and level statistics

• Consider translation consent forms into additional languages depending on the demographics of the school.

Assent forms should be written at the 8th grade level or lower depending on the grade level of the students. Written forms are required for students in grades 6 and above. For students in lower grades verbal assent is permitted. A script of the verbal assent for students in grades 5 and below should accompany the research application. Grade level of the forms should be assessed using the Flesh-Kincaid reading level available in Microsoft Word. 

Microsoft support page for document readability and level statistics

For questions or additional information email research@ousd.org.