Research

Any individual seeking to conduct research involving HDSB students, staff, schools, programs, services, or Board data must obtain Board approval before commencing any recruitment, data collection, observation, surveys, interviews, focus groups, or implementation activities.

This requirement applies to:

• University researchers
• Graduate students
• External organizations
• Consultants
• Individuals gathering data as part of program implementation
• HDSB employees conducting research as part of graduate studies, doctoral programs, or other academic programs

Research proposals are reviewed to determine whether they:

• Align with HDSB strategic priorities, pedagogical practices, and educational goals.
• Are grounded in sound educational theory and research methodology.
• Have the potential to contribute meaningfully to student achievement, well-being, equity, inclusion, or system improvement.
• Minimize disruption to teaching, learning, and school operations.
• Protect the privacy, dignity, and rights of participants.
• Adhere to the ethical principles outlined in the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS 2).
• Demonstrate culturally responsive and ethical engagement practices.
• Respect Indigenous data sovereignty and OCAP® (Ownership, Control, Access, and Possession) Principles.
• Include appropriate safeguards for participant privacy, confidentiality, informed consent, and data security.
• Comply with applicable Board policies, procedures, and legal requirements.

Approval is not guaranteed and is granted at the discretion of the Board.

All research conducted within HDSB must adhere to the ethical principles outlined in the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS 2).

At minimum, researchers are expected to demonstrate:

• Respect for Persons
• Concern for Welfare
• Justice

throughout the design, implementation, analysis, and reporting of their study.

Researchers must obtain approval from their institution's Research Ethics Board (REB), where applicable, prior to commencing any research activities.

The Board reserves the right to request additional information or safeguards to ensure the protection and well-being of students, staff, families, and communities.

Yes.

Research involving First Nations, Inuit, and Métis students, families, communities, knowledge systems, or data must demonstrate adherence to Indigenous research ethics, methodologies, and research principles.

Researchers must demonstrate how their work aligns with the OCAP® Principles (Ownership, Control, Access, and Possession), where applicable, as well as any relevant community-specific protocols, governance structures, or ethical requirements.

The Board may require evidence of meaningful consultation and engagement with appropriate Indigenous communities, organizations, rights holders, or advisory bodies prior to approving research activities.

Research involving Indigenous Peoples should support reciprocal, respectful, and culturally responsive relationships and contribute to benefits identified by Indigenous communities themselves.

Applicants will  be asked to provide:

• A detailed research application.
• Research Ethics Board (REB) approval or evidence that approval is pending.
• Recruitment materials.
• Signed parent/guardian consent forms for students under the age of 18, and participant assent forms, where applicable.
• Surveys, interview protocols, observation tools, or other data collection instruments.
• A data management and storage plan.
• A project timeline.
• Information regarding data governance, ownership, access, retention, and destruction procedures.
• Details regarding how TCPS 2 and, where relevant, OCAP® Principles will be addressed within the study.

Additional documentation may be requested depending on the nature of the study.

No.

HDSB does not approve research involving an employee's own students, school, department, or area of direct responsibility. This is due to concerns related to:

• Dual roles
• Power dynamics
• Perceived coercion
• Conflicts of interest

Researchers must maintain a clear separation between their role as an employee and their role as a researcher.

To protect the voluntary nature of participation and maintain professional boundaries, researchers are generally expected to recruit participants from outside their own school or direct supervisory relationships.

No.

Research activities associated with graduate studies, doctoral programs, or other external academic requirements cannot be conducted during an employee's assigned work time.

If approved, research activities must be conducted on the employee's personal time. Employees may be required to use vacation leave or other approved leave arrangements to carry out research-related activities.

Board resources, instructional time, and staff responsibilities must not be redirected to support external research activities without explicit approval.

Research involving commercial products, assessments, interventions, or educational programs may be considered; however, applicants must clearly demonstrate:

• The educational relevance and value of the study.
• Alignment with Board priorities and instructional practices.
• A sound theoretical and evidence-based rationale.
• The absence of promotional, marketing, or sales objectives.
• Appropriate safeguards for students and staff.
• That participation will not create pressure on schools to adopt or purchase a product or service.

The Board may decline studies that are primarily evaluative for a commercial product or that do not demonstrate sufficient educational benefit.

A proposal may be declined if it:

• Does not align with Board priorities, pedagogical approaches, or educational goals.
• Does not meet TCPS 2 ethical standards.
• Fails to adequately address privacy, confidentiality, or data security requirements.
• Does not demonstrate sufficient educational benefit.
• Creates undue burden for students, staff, or schools.
• Raises ethical concerns regarding recruitment or participation.
• Presents a conflict of interest.
• Involves an employee's own students, school, department, or area of responsibility.
• Requires significant instructional time without clear educational value.
• Duplicates existing research or evaluation activities.
• Does not appropriately address Indigenous research ethics or OCAP® Principles..
• Includes promotional, marketing, or commercial interests that are inconsistent with Board priorities.

Researchers must demonstrate how participant privacy and confidentiality will be protected throughout the study.

This includes providing information regarding:

• Informed consent and assent processes.
• Data collection methods.
• Data storage and security.
• Access to identifiable information.
• Reporting and dissemination of findings.

The Board may require modifications to research protocols to ensure compliance with privacy legislation, ethical standards, and Board requirements.

Review timelines vary depending on the complexity of the proposal, the completeness of the submission, and the timing of the request.

Approval must be obtained before any recruitment, communication with potential participants, or data collection activities occur.