Conducting Research in CMS

For additional information about the CMS research process, please visit these other research resources below:

• 1-Pager for Researchers
• Publicly Available Student/Teacher/District Level Data

Requests for administrative data are considered on a case-by-case basis and are limited to the minimum information necessary to support approved research. As part of the application process, researchers will select variables that will be requested using the Variable List Template. Requests for non-public administrative data must be processed through the Strategic Research and Evaluation team to ensure compliance with privacy regulations and district data governance standards; school employees cannot provide data.

Researchers are encouraged to review publicly available CMS data that can be accessed at the Resources Page before requesting administrative data from CMS. CMS is also a contributor to the UNCC Urban Institute Data Trust. Researchers may also explore data access opportunities through the Data Trust’s request process.

CMS Variable List

All applications are reviewed according to Federal Regulations governing the protection of human subjects, Family Educational Rights and Privacy Act (FERPA), North Carolina Student Privacy Laws Article 29 and CMS Board of Education policy. Researchers may visit Charlotte-Mecklenburg Schools BoardDocs to review the Education Research Policy. Relevant policies include: 

A-ERS , A-ERS/R , A-RES/R 

CMS Research Application Process FAQs

• Who needs research approval from CMS?
  • Any project involving data collection from CMS students, staff, schools, or programs requires a CMS Research Application. Additionally, requests for non-public data used for research and/or evaluation purposes must also obtain approval through the CMS Research Application process.
• What types of organizations can conduct research in CMS?
  • CMS welcomes applications from a variety of research organizations, including but not limited to universities, nonprofit organizations, government agencies, independent researchers, consultants, research and evaluation firms, community organizations, and CMS employees conducting research outside the scope of their employment responsibilities.
• What kinds of studies are typically approved?
  • CMS prioritizes studies that align with district strategic priorities and provide actionable information that can support educators, schools, and district leaders.
• Does alignment with Strategic Learning Questions (SLQs) guarantee approval?
  • No. Alignment with CMS Strategic Learning Questions strengthens an application but does not guarantee approval.
• How often are applications reviewed?
  • Applications are reviewed on a monthly cycle according to the published review schedule.
• How long does the review process take?
  • The review process can take approximately 5 to 14 weeks from application review to data release. In many cases, researchers may receive an approval letter that allows data collection to begin before administrative data are released.
• Can I begin recruitment before receiving approval?
  • No. Recruitment or data collection activities may not begin until all required approvals have been obtained. Failure to comply with this requirement may affect future opportunities to conduct research within CMS.
• What happens if my application is incomplete?
  • Incomplete applications will be returned for revision and will not enter formal review until all required materials have been submitted.
• Does CMS allow application revisions?
  • Yes. Each research application may undergo up to three rounds of revisions. After the third revision round, an additional $50 review fee will be required.  
• Do I need Institutional Review Board (IRB) approval?
  • Yes. IRB approval or an official determination of exemption is required for all studies.
• Does CMS serve as an IRB?
  • No. CMS does not serve as an Institutional Review Board and cannot provide IRB review or approval for research studies.
• Does exempt research require CMS approval?
  • Yes. Studies determined to be exempt by an IRB still require CMS review and approval if they involve CMS students, teachers, or staff, schools, programs, or data.
• Can I request student- or staff-level data?
  • In some cases. Data requests are reviewed on a case-by-case basis and are limited to the minimum information necessary to support approved research activities while reducing the risk of participant re-identification.
• Can school staff provide me with data?
  • No. Requests for non-public data must be submitted through the Strategic Research and Evaluation Department.
• What data are publicly available?
  • Please visit the Resources page for information about publicly available CMS data sources.
• Will CMS distribute my surveys or recruitment materials?
  • Generally, no. CMS communication channels are not typically used to distribute surveys or recruitment materials for external research purposes.
• Are there restrictions on surveys and other data collection activities?
  • Yes. Teacher data collection is not permitted during March, and student data collection is not permitted in April, May, or June. All surveys and data collection activities must comply with applicable policies and procedures.
• Are graduate student research projects allowed?
  • Yes. CMS welcomes graduate student research conducted by students at the master's level or above when the proposed research aligns with district priorities.
• Can course-based projects be conducted with CMS?
  • In some cases. Course-based projects must be planned in advance and are required to undergo the same research application and review process as any other research study.
• Do CMS employees need approval to conduct research?
  • Yes. Any research or evaluation activity that falls outside the normal scope of an employee's job responsibilities must be submitted through the CMS Research Application process for review and approval.