EPISD External Research Guidelines

    • It is expected that all persons collecting or using this information shall personally secure training or instruction concerning the legal requirements involved in handling these records.
    • All research must be conducted in compliance with state and federal laws, including the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA), and the Protection of Pupil Rights Amendment (PPRA).
    • Personally identifiable information in education records shall not be released by the district pursuant to the student records guiding policies, FL(LEGAL), FL(LOCAL) and FL(REG).
    • Individual students or staff must not be identifiable in any report.
    • Research studies must not pose any risks to subjects (risks of harm anticipated are no greater than those ordinarily encountered in daily life.)
    • Research cannot begin without an official approval letter signed by the Deputy Superintendent of Academics and School Leadership or the designee.
    • The consent/assent forms from all subjects must be obtained before any research activity is started and it is the responsibility of the EPISD sponsor to ensure this process takes place.  The consent forms should provide full knowledge and the complete scope of what the participant will be asked to do as well as any data collected on or about the student.  For example, if a project proposes participation in a program, desires interviews at the end of the program, and asks for data on the student-the form must specifically ask parents for permission on all three items and clearly list the data records being requested.
    • The EPISD study sponsor, the employee who signs the EPISD Research Study Sponsor Form, is responsible for meeting all the requirements listed on the Sponsor Form (e.g.,  maintain copies of the signed consent/assent forms for the period of seven years, ensure any required partnering materials like contracts, MOUs, data sharing agreements are vetted through the Office of Legal and Legislative Matters, etc.).
    • If you are an EPISD vendor, please contact the EPISD employee you are partnered with to establish any required partnering materials (e.g., contracts, MOUs, data sharing agreements, etc.) to be vetted through the Office of Legal and Legislative Matters for any requests of data that is housed, collected, and maintained by the district.  District data will not be released for research purposes without the proper partnering materials/agreements fully executed and attached to your application.
    • Any EPISD employee acting as the applicant will not be approved to conduct any research study at their assigned location of employment. 
    • Any EPISD employee acting as the applicant and serving in a supervisory capacity, will have their role reviewed by the RRB to ensure it will have no bearing on the research subjects.
    • EPISD employees are not allowed to receive compensation for other services performed while on duty. [See Administrative Reference Guide: Internal Audit: Earning Compensation] The RRB does not allow EPISD employee study participants to receive incentives.
    • The El Paso Independent School District does not have the capacity to support any audio or video recordings of students for research purposes.  Due to the limited availability to ensure and monitor compliance with policy FL(LEGAL)-P, the RRB does not approve research studies that have the potential to record students.
    • Researchers and all EPISD staff will be required to follow the governing procedures and guidelines in relation to visiting school facilities. [See Policy Code: GKC]
    • Approval to conduct research does not guarantee a schools’ willingness to participate. In all instances, the campus Principal can postpone or cancel the school’s participation in the study. 
    • Participation by staff or students in any external research project is voluntary.
    • No data collection will be allowed on testing days. Please consult the district's testing calendar.
    • Researchers are responsible for reporting their findings to the district.  Any researcher who does not provide a research report to the district is subject to subsequent research request denials.
    • EPISD does not have the capacity to support duplicative studies, topics, and program implementations. 
    • Any research projects as part of a course requirement for completion and/or for class credit are not considered for review, only research for thesis and dissertation submissions are considered for review.
    • If you are testing the efficacy of your own products and services for advertising purposes, your research application will not be reviewed. 

     

    If you have any other questions or require assistance, contact Victoria J. Orozco at vjorozco@episd.org or 915-230-2717.