DEPARTMENT OF EDUCATION AND THE ARTS
STRATEGIC POLICY AND EDUCATION FUTURES (SPEF) DIVISION
GUIDELINES FOR CONDUCTING RESEARCH IN EDUCATION
QUEENSLAND SCHOOL SITES AND OTHER
EDUCATION-RELATED UNITS
Aim of the Department of Education and the Arts Research Guidelines
The aim of these guidelines is to assist researchers in preparing to conduct
research in Queensland school sites and other education-related units of the
Department of Education and the Arts. The intended audience for these guidelines
includes tertiary students, academic and research staff, independent research
agencies, employees of the Department of Education and the Arts and other
members of the community. For the purpose of this document the term
“researcher” will be used to describe persons seeking to undertake research in
Education Queensland facilities. The phrase “Education Queensland sites” is used
to describe any education-related facility for which the Department of Education
and the Arts is responsible. This definition includes but is not limited to state
schools, environmental education centres, facility service centres, central office
education related units and district offices.
These guidelines seek to:
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Describe the policy context for the position of the Department of Education
and the Arts regarding the importance of research in creating a culture of
collaborative inquiry;
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Inform research applicants of the requirements necessary to undertake
research in Education Queensland sites; and
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Describe the research application and assessment process.
In general, applications to undertake research in Education Queensland sites for
commercial or material gain, including those that involve primarily marketing
activities or market research, will not be approved.
Policy Context for Conducting Research in Education Queensland School
Sites and Other Education-Related Units
The Department of Education and the Arts sets the direction for education in
Queensland, ensuring that Queensland’s education system is well positioned to
meet the challenges of the future. The Department fulfils this responsibility by
working with stakeholders to develop high-level policy and strategy underpinned by
strong research evidence. By participating in key educational forums and building
links with key partners, the Department leads and influences the educational
research and policy agenda nationally and advocates for future-oriented resourcing
policies and strategies affecting education in Queensland.
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The Department is responsible for the direct delivery of state education across
three phases of learning, to approximately 70% of Queensland’s children and
young people, including students enrolled in distance education and students with
disabilities. The three phases of learning are the early phase (preschool to Year 3),
middle phase (Year 4 to 9), and senior phase (Year 10 to 12). Significant changes
in each phase are underway, driven by the Education and Training Reforms for the
Future. These changes will ensure that young people develop the skills and
knowledge they will need in the future, and that schools lay the foundations for
lifelong learning. This includes pursuing and promoting academic excellence,
preparing students for the world of work and supporting students’ individual and
special needs.
The Department supports the education of all Queensland’s children and young
people by providing assistance to the state schooling, Catholic and Independent
schools and higher education sectors and through undertaking advisory, monitoring
and regulatory functions that promote the quality of education in Queensland.
The Department of Education and the Arts is committed to:
Excellence – setting standards and delivering high quality educational services.
Inclusiveness – recognising diversity and treating all people with respect and
dignity.
Participation – encouraging community participation and involvement of
parents/carers in partnership in schools and supporting young people’s access to
diverse learning pathways.
Safety – creating safe and tolerant learning environments for all students, teachers
and staff.
Accountability – upholding the standards community, parents/carers and
government set for effective performance of educational and professional services.
In meeting its commitment to Queensland students, the Department of Education
and the Arts has developed key objectives for education, these are:
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To provide a quality public education system that delivers excellence by
enhancing educational opportunities for all;
To support high quality education in Catholic and Independent schools to
deliver diversity and choice;
To support the continuing development of high quality accessible higher
education that meets the needs of the Queensland community, and
contributes vigorously to the State’s economic, social and cultural
development;
To build a capable workforce and to support people to deliver education
reforms and high quality education; and
To provide essential information, financial and asset services to ensure a
sustainable learning environment.
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Based on these strategic policy directions, the Department of Education and the
Arts has developed a list of priority areas and topics of interest for research.
Researchers are encouraged to focus their activities around these broad areas. A
list of the Department’s strategic research priorities and topics of interest is located
at:
http://education.qld.gov.au/corporate/research/strategy/index.html
These
priorities are updated annually. Researchers are encouraged to discuss their topics
with Departmental Officers prior to finalisation of their application.
Under the “Growing the Smart State” initiative, PhD students may apply for State
Government grants to undertake research that aligns with the Queensland
Government’s seven priority areas.
These can be found at:
http://www.thepremier.qld.gov.au/priorities/index.shtm
The Queensland Government priorities are the key directional statement of
government and represent those areas where the Government is seeking
significant improvements.
The whole-of-Government priority areas are:
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Improving health care and strengthening services to the community;
Realising the Smart State through education, skills and innovation;
Protecting our children and enhancing community safety;
Managing urban growth and building Queensland's regions;
Protecting the environment for a sustainable future;
Growing a diverse economy and creating jobs; and
Delivering responsive government.
Standards and Conditions
The Department of Education and the Arts endeavours at all times to protect
students from physical, psychological and other forms of harm while in the care of
the Department. Researchers conducting projects in Education Queensland school
sites must ensure that their research does not negatively impact on the teaching
and learning environment or student outcomes. In signing the research application,
researchers agree to abide by the standards and conditions outlined below. If at
any time the researcher contravenes these conditions, the Department will
immediately withdraw support for the research project.
1.
Privacy and Confidentiality.
The privacy and confidentiality of participants’ personal details/information must be
ensured at all times, including in the publication of any data, papers or reports. The
anonymity of participants, including the Department’s employees, must be ensured
throughout the research process. For example, if the research project uses
surveys, information should be stored such that it is not possible to link the data
provided to individuals participating in the project. The identity of schools
participating in research projects should also remain confidential and not be
disclosed in any published research material.
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2.
Informed Consent.
Research participants and caregivers have the right to be fully informed regarding
the intent, nature and scope of the research when deciding if they will participate. In
accordance with Section 4.2 of the National Statement on Ethical Conduct in
Research Involving Humans, the informed written consent of a primary caregiver
and research participant is required if the participant is a minor (under the age of 18
years). Informed written consent from a primary caregiver must also indicate that
he or she has discussed the matter with their child, who in turn has explicitly
agreed to participate. Passive consent by the primary caregiver, where consent is
assumed to be provided unless the primary caregiver indicates otherwise, is not
acceptable.
All participants, including the caregivers of participating students, must be provided
with an information sheet detailing the research project, expected participant
involvement, and any other factors that might reasonably be expected to influence
their willingness to participate. All participants, including children, need to be
informed that:
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Their participation in the research project is voluntary;
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A decision not to participate will not adversely affect their academic
achievement or their relationship with their teachers or schools; and
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They are free to withdraw from the research project at any time, including
during data collection.
Any changes to an approved research project that alters the initial information
provided to participants or caregivers, or new information that can reasonably be
considered to influence a participant’s willingness to continue with the study, must
be provided in writing to participants and caregivers.
3.
Data Management.
All projects must ensure that participant confidentiality is ensured at all times
regardless of the type of data collection instruments used (e.g. questionnaires,
audio or video recordings). This condition also applies to research projects that
involve longitudinal studies. Persons other than the researcher must not be able to
link the information collected to individual participants. Researchers must provide
details of the procedures they will use to ensure this protection in their research
application — for example, strategies for information storage, access and disposal
of data.
4.
Participant Wellbeing.
Research projects must not adversely affect a student’s educational progress or
the student’s or other participant’s wellbeing. For example, research projects will
not be approved if the project is likely to result in:
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The loss of privacy;
Students missing a significant part of the school curriculum;
The loss of opportunities — for example, falling behind their peers or losing
the opportunity to excel in a subject; and
Being labelled and/or experiencing harmful social, cultural or psychological
effects as a result of the research project.
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Queensland Commission for Children and Young People – Application for
Suitability Notice
In May 2002, the Queensland Commission for Children and Young People (CCYP)
implemented an initiative for the protection of young children. The Commission for
Children and Young People Act 2000 (Qld) requires all persons working in specific
child-related activities to undergo a criminal history check. All researchers wishing
to work with children less than 18 years of age or enter Education Queensland
sites are required to seek guidance from the CCYP regarding their need to possess
a Working with Children Suitability Card.
Contact with the Queensland Commission for Children and Young People can be
made by visiting the Commission’s website at www.childcomm.qld.gov.au or via
email: wmaster@childcomm.qld.gov.au or via telephone on (07) 3247 5145 or
freecall 1800 113 611.
Applications for research involving direct contact with students will not be approved
if the researcher cannot provide evidence of a Working with Children Suitability
Card or supporting evidence indicating that a Working with Children Suitability Card
is not required.
Research of a Sensitive Nature
While the Department appreciates the importance of quality research on issues of a
sensitive or controversial nature, the potential contribution of the research must be
sufficient to justify student and the Department’s employee involvement.
Researchers must outline in their research application the support mechanisms
they will organise for students who participate in projects that deal with issues of a
sensitive nature.
Researchers who wish to conduct research with state school students must comply
with the provisions set out in the following documents:
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Education Queensland Child Protection Policy (HS-17), accessed through
http://education.qld.gov.au/corporate/doem/healthsa/hs-17000/sections/preface_.html ;
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Commission for Children and Young People Act 2000, accessed through
www.legislation.qld.gov.au ;
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Anti-Discrimination Act 1991, accessed through www.legislation.qld.gov.au ;
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Education
(General
Provisions)
Act
1989,
accessed
through
www.legislation.qld.gov.au ; and
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Racial
Discrimination
Act
1975,
accessed
through
www.humanrights.gov.au/racial_discrimination/guide_to_rda/ .
If, during the research project, a participant discloses confidential information to the
researcher regarding their safety and wellbeing or issues that place them at risk,
the researcher is required to disclose this information to the principal.
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The Department of Education and the Arts has a number of policies that seek to
ensure students and employees are responsive to issues regarding gender, race,
and other issues of a sensitive nature. As necessary and appropriate, researchers
in state schools need to be aware and comply with the following policies:
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CS-01 Gender Equity in Education;
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CS-03 Gender Equity in School Sport;
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CS-17 Anti-Racism; and
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CS-27 Pregnant and Parenting Students.
These polices can be accessed at:
http://education.qld.gov.au/corporate/doem/ .
Issues of a sensitive and/or controversial nature may include research projects
dealing with the following subjects:
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Governance (e.g., comparisons between state and non-state schools);
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Health and safety (e.g., HIV/AIDS);
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Personal development (e.g., sexuality, morality and religion);
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Student behaviour (e.g., behaviour management); and
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Student diversity (e.g., students at educational risk).
Research Methodology
In reviewing research applications, the Department will consider a range of
research methodology issues including:
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The overall appropriateness of the research methodology to be employed,
particularly in terms of its likely contribution to the Department’s priorities
and the likely impact and demands on the subjects involved (e.g. students,
teachers, principals, caregivers);
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The extent to which the research methodology aligns with the stated aims
and objectives of the research;
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The appropriateness of the data-collection instruments; and
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The extent to which the research methodology contains necessary
safeguards to protect the interests of participants (e.g. the nature of
provisions to ensure the security of collected data).
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Intellectual Property
Researchers will require written consent from the primary caregiver and research
participants in order to reproduce participants work in any form. Any samples of
work by research participants, such as essays, photographs and websites, are the
intellectual property of the participant.
In approving approaches to state schools, the Department of Education and the
Arts places no claim on the researcher regarding intellectual property. However, if
the research project is of high relevance to the Department or could be used in the
development of policy, negotiations may be undertaken to jointly release the
research findings or material.
In accordance with the provisions of the Australian Copyright Act 1968 and
Information Standard 25, the State of Queensland owns any intellectual property
resulting from research undertaken by the Department’s employees in the course
of their employment.
Contractors and consultants engaged by the Department must abide with the
standard contract material clause related to Intellectual Property used in Education
Queensland Standard Consultancy Agreement. This contract requires all
intellectual property on its creation to be transferred to the Department of Education
and the Arts.
Copyright Considerations
State educational institutions have certain rights to reproduce copyright material for
educational purposes only.
If department staff contribute to research projects by submitting papers, these
remain the property of Education Queensland.
If students contribute, they own copyright of their original work. Release forms will
need to be signed by parents (if the student is under 18) and by students if the
research is going to be published.
Since copyright is a complex subject, it is wise to get professional advice. Refer to
the booklet, A short guide to Copyright in Publishing, produced by Publishing
Services of the department. Also contact the Copyright Officer, Education Services
(Tel. 3235 4233)
Public Release of Research Findings
The Department of Education and the Arts recognises that, on occasion, research
results that have implications for sensitive policy and/or political issues will be of
interest to the media. Any media coverage or publication anticipated from the
results of research conducted in Education Queensland sites should be noted on
the research application form.
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Researchers must inform the Corporate Communication and Marketing (CCM)
Branch of the Department of Education and the Arts if the media contacts them
about research activities conducted in Education Queensland sites. This will enable
the Department to prepare an appropriate media release. CCM can be contacted
on 07 3237 0258.
If media coverage is conducted on Education Queensland sites, permission must
be obtained from the relevant principal or site manager.
Preparing Your Application
Researchers must submit an application form to gain approval to conduct research
in Education Queensland State Schools and other education-related units.
An on-line application form can be accessed at
http://education.qld.gov.au/corporate/research/research-app.html A hardcopy
application form can also be downloaded from this link.
Documentation
The following documentation must be provided when applying to conduct research
in Education Queensland sites:
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A completed research application form (signed by the researchers’
supervisor for university based researchers);
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Ethics clearance (for university-based researchers);
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Evidence of having undergone a Working with Children Check (obtaining a
‘Blue Card’) or evidence that this is not required. Further information can be
found at http://www.childcomm.qld.gov.au/employment/index.html
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Copies of all data collection instruments (e.g., surveys, questionnaires);
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Information and consent letters for all relevant parties including principals,
parents and participants; and
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A list of state schools or education-related units to be approached should
the application be approved. Lists of schools, districts and regions can be
obtained from the EQ schools directory at
http://education.qld.gov.au/schools/directory
Approval conditions
Three kinds of conditions apply:
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Set conditions that apply to all research applications:
all data to be treated as confidential;
an executive summary of research findings to be provided to the
participating schools and approval authority;
audiotapes and videotapes to be used only for the purposes of the
research.
Set conditions that may apply:
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parental permission to be obtained for participating students;
permission to be obtained from participating teachers.
Additional conditions:
Policy and research site-specific conditions, and additional
conditions specific to the particular circumstances, may also apply.
Such additional conditions will be recorded by the approving
authority in this part of the conditions of approval section. If there is
insufficient space, the approving authority will list these conditions
on the reverse side of the approval page and will annotate this part
'Turn over to see additional conditions'. The following are additional
conditions that typically apply to sensitive research studies:
 Students and teachers are free to withdraw at any time;
 Parents are to be made fully aware of the requirements of the
study when signing;
 Parents are to be made fully aware of study's purpose, the
planned mode of reporting, and the nature of the contents of
the data-gathering instruments when signing.
Submitting the application
Depending on the scope of research, completed applications should be sent to the
relevant School Principal, District Manager (Education Services) or the Senior
Research Officer in SPEF, Central Office.
If the research is to be conducted in:
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only one school, submit the completed application form to the Principal of
that school;
more than one school in an Education Queensland district , submit the
completed application form to the Executive Director Schools in the relevant
District Office; (for more information, please access the EQ schools
directory at http://education.qld.gov.au/schools/directory
schools in more than one education district or if the research is of a
sensitive nature, submit the completed application form to the Senior
Research Officer, Research and Education Futures at:
Senior Research Officer
Strategic Policy and Education Futures Division
Department of Education and the Arts
PO Box 15033
BRISBANE CITY EAST QLD 4002
Phone (07) 3237 1700
Fax: (07) 3237 1175
Approval Process
Researchers who submit an application form supported by the relevant
documentation can expect to receive advice on their application within four (4)
weeks of its receipt by the School Principal, District Manager or Senior Research
Officer.
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Applicants should note that approval will not be provided to university-based
researchers without ethics approval from an appropriate ethics committee (e.g.
university, hospital).
Applications are evaluated according to the following steps:
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When all relevant material has been received by SPEF, the Senior
Research Officer will assess whether the information provided is adequate
and if the application fulfils the requirements according to a Checklist for
Review of Research Applications (see Attachment A);
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In most instances applications are forwarded to subject area specialists
within the Department of Education and the Arts to assess the content and
proposed methodology; and
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Using a standard evaluation form, the Departmental officers will make a
recommendation to SPEF about whether or not to approve the research
application.
Researchers may be contacted during the review of the research application to
provide more detailed information about the project or to discuss possible
adaptations to the study. This is usually an informal process conducted by email or
telephone and will result in notice that the research application requires
modification or additional information prior to approval. For example, more detailed
information may be requested on the:
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Research methodology;
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Research instruments; and
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Extent of participants’ involvement.
Outcome of review of research application
The review of the research application will result in one of the following outcomes:
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Approval to approach the nominated principal(s) and/or business unit
manager(s) to invite them to participate in the research project.
Documentation detailing the list of conditions under which the research
project has been approved will be forwarded to researchers as evidence of
approval to proceed;
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Notice that there is a need to modify the research plan or to provide
additional information before an application can be approved; or
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Notice that the research application is not approved. Information about why
the research project has not been supported will be provided. However all
applications can be revised and resubmitted to address the Department’s
concerns. In these instances, researchers are requested to indicate that
they have revised a previously submitted research proposal.
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Getting Started on Research
Approval of a research application means the researcher can approach principals
and/or unit managers and invite them to support the research project. A copy of the
first page of the approved research application should be used by the principal
researcher as evidence of departmental approval for school principals and other
officers whose cooperation is requested.
Approval to conduct research should not be interpreted as official departmental
support or endorsement of any aspect of the project.
Nor should research be interpreted as support for the general and/or commercial
use of an intervention or curriculum program, software program, or other enterprise
being evaluated or developed as part of the research. It is not appropriate to
indicate to research participants that any aspect of the research is endorsed or
partnered by the Department of Education and the Arts or Education Queensland.
For all projects, researchers must obtain consent from participating principals or
business unit managers before a research project can commence. Principals have
the right to decline participation if they consider that the research will cause undue
disruption in their schools. The decision of principals to decline participation must
be respected by researchers. Additionally, principals or unit managers will monitor
research activities conducted on their facilities and may withdraw support at any
time.
The Department of Education and the Arts retains absolute discretion to approve or
not approve any research application involving Queensland state schools and other
education related units.
Follow-up
At the conclusion of the study, researchers are required to provide the Department
of Education and the Arts with an executive summary of the research results and
subsequently any published papers resulting from the study. As a courtesy, a
summary of the research findings should also be forwarded to participating
principals and/or business unit managers.
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ATTACHMENT A
Approving Authority's Checklist for Review of Research
Applications Requirements
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Is there sufficient information in the proposal to allow adequate consideration
of the application?
Are the research title, purpose, general aim or question specified?
Are sample size and process of selection indicated?
Does the field activity clearly specify the sample of respondents, and time
required of each participant group (e.g. 3 Year 6 whole-class groups for
literacy survey [20 minutes]; 3 teachers for individual focused interviews [30
minutes] at each of three schools)?
Is a list of schools and/or other organisational units provided?
Where methodology involves development stages, are stages clearly
identified?
Are the research design, methodology and time-line described?
Are all data-collection instruments including interview and observation
schedules, open-ended question starters, tests and surveys listed and copies
attached?
Is the application signed by the principal researcher?
Is the application appropriately signed by the supervisor, head of university
department, director of research agency, employing authority or tertiary
institution?
Has ethics clearance been obtained?
Is the research activity appropriate for administration in schools and/or other
organisational units of Education Queensland (e.g. time requirements,
research topic, content of data-collection instruments, preservation of student
welfare, safety, health, dignity and privacy and issues of sensitivity)?
Does the research conform with departmental legislation, policy and
regulations, such as:
Education Act – Education (General Provisions) Regulations 1989;
current departmental policy and guidelines;
overlap with other research?
Have the issues of reliability, validity, and sample selection been adequately
taken into account?
Does the research have potential benefits for the sample school/s, units
and/or department as a whole?
Are there aspects of the research that might cause risk for the department?
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