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External Research Approval Process

To best serve the division, the Organizational Research and Evaluation Team approves research that aligns with our strategic initiatives. Please review the PWCS Elevate 2030 Strategic Plan before applying to conduct research.

Research or data collection (including surveys) in Prince William County Public Schools (PWCS) requires leadership approval when conducted for purposes outside of an individual’s job responsibilities.

Who Can Apply to Conduct Research

  • Individuals
  • Groups
  • Organizations
  • PWCS employees
  • PWCS students conducting research to fulfill course requirements.*

Who Cannot Apply to Conduct Research

  • Research that relies solely on publicly available data under the Virginia Freedom of Information Act (Regulation 912-2).

*Students must receive approval from their supervising PWCS course instructor and follow the protocol outlined in the specialty course requirements.

Purpose of the Research Review Process

The research review process allows division leadership to review research plans and supporting documents before approving or disapproving a study. The process helps uphold ethical research standards and facilitates access to quality data.

The research review process helps ensure that research conducted within the division:

  • Supports division priorities and goals without competing with internal initiatives.
  • Follows federal and local guidelines for ethical research involving human subjects.
  • Respects participants’ instructional and/or contract time.
  • Verifies IRB approval or exemption from the supervising institution or advisor.
  • Protects sensitive dates and times, including school opening and closing, student test preparation, testing windows, school hours, and contract time.

Research Approval Process

Before submitting an application, researchers must obtain approval or exemption from an institutional review board (IRB) or their supervising administrator or institution.

  1. Get IRB approval or an exemption.

    Before applying, researchers must get a letter of approval or exemption from an Institutional Review Board (IRB), supervising administrator, or institution.

  2. Submit your application.

    Complete the PWCS External Research and Grant Support Application and upload all required documents.

  3. Application review.

    The Organizational Research and Evaluation Team reviews applications on a rolling basis. The review and approval process may take up to six weeks.

  4. Make any requested changes.

    During the review, applicants may be asked to make changes to their application or provide additional information or documents. Applications may be closed if the requested changes or information are not received within the required timeframe.

  5. Leadership review and final decision.

    You will receive the final decision by email. If your research is approved, the email will include a formal approval letter.

Prepare Your Application

Before submitting your application, make sure you have all required documents ready to upload.

To help avoid delays, make sure all consent forms are error-free and in the final format that participants will receive.

Review the Consent & Assent Information Checklist below for additional guidance before submitting your application.

Consent & Assent Information Checklist

Written or Electronic Consent

  • You must have written or electronic consent from all participants involved in PWCS-approved research, regardless of their role or position in the division.
  • An Institutional Review Board (IRB) approval or exemption does not replace the PWCS-required consent.
  • The applicant covers the cost of providing consent materials.
  • Final reports must be submitted to the Organizational Research and Evaluation team.
  • Parental consent and student assent documents must be separate from each other.

Criteria for Consent & Assent Forms

Forms Must Include:
  • A description of the voluntary nature of participation.
  • Assurance for those who decline participation that there will be no pressure or negative outcome.
  • An explanation of how to revoke consent, what will happen to any data already provided, and assurance there are no consequences to revoking consent.
  • A description of the research intent, activity(ies), and realistic time requirement(s).
  • An explanation of what PII will be collected and the purpose.
Readability
  • The reading level of documents intended for the public must not exceed grade 8.
  • Translated documents must be uploaded to the application as needed.
  • Documents for students must not exceed their grade level.
Collection of Employee or Student Work
  • Active consent must be specifically requested by the researcher to collect and analyze student work as a part of the research. An explanation of storage, confidentiality, duration of records, and disposal must be included.

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