Doing Research in New York City Department of Education

On this page...

About Research Facilitation and Oversight Committee (RFOC)

Mission/Vision

The New York City Department of Education Research Facilitation and Oversight Committee (NYCDOE RFOC) reviews all requests to conduct studies in or on NYC public schools. The RFOC’s primary mission is to:

  1. Protect the rights, resources, and privacy of NYCDOE students, staff, and families
  2. Establish research partnerships that align with NYCDOE priorities
  3. Encourage NYCDOE decision makers to use evidence and research 

Through this core mission, the RFOC seeks to cultivate a research ecosystem that brings together policymakers and researchers to develop, conduct, and use research to advance equity, opportunity, and achievement for all NYCDOE students. To realize our vision, the RFOC upholds the values of equity, privacy, relevance, collaboration, and transparency.

Promote equity in research

  • Ensure that risks and benefits are distributed fairly and account for existing inequities
  • Prioritize research that benefits students most in need
  • Seek out partnerships with external researchers who offer different perspectives
  • Explore participatory methods that include research subjects as partners

Protect the privacy of research subjects and data

  • Protect the rights and privacy of students, families, and staff, with special consideration for vulnerable populations
  • Minimize risks to students, families, and staff

Increase relevance to our students

  • Ensure research is responsive to student and school needs
  • Promote actionable research findings
  • Prioritize research that aligns with NYCDOE priorities

Build collaborative relationships

  • Facilitate meaningful research-practice partnerships
  • Encourage the use of research in decision-making
  • Cultivate relationships with external research organizations

Be transparent

  • Encourage independent and nonpartisan research
  • Apply a clear, consistent, and efficient review process
  • Document and share policies related to research

What’s New: Single Study Submission Form

 

The IRB Research Submission Form and Data Request Form have been combined into a single Study Submission Form. Researchers should use the new form to request approval to conduct research in NYC public schools and/or request access to non-public NYCPS data.

 

What's New

The RFOC was established in 2024 to merge the oversight processes of the Institutional Review Board (IRB) and the Data Request Committee (DRC). By merging both oversight groups, the RFOC looks to provide greater protection for NYCDOE students, staff, and families while also providing a more cohesive process for those submitting study proposals. As of Summer 2026, all submissions must now be completed on a single submission form; separate forms for new IRB and DRC review are no longer available.

 

New Study Submission Form FAQ

 

New to conducting research in NYCDOE? Start with the "Doing Research in New York City Department of Education" page.

 

Where can I find the new study submission form?

Once the form is launched, you will be able to access it through IRB Manager. Log into your IRB Manager account and select "Start xForm” link under Actions in the top left corner. Next, select “Study Submission Form” to access and start a new study submission. For specific instructions on how to use IRB Manager with the new form, please see How to Use IRB Manager. 

Do I still need separate approvals for the IRB and data requests?

No. All study submissions (including direct data collection and data requests) must be completed through a NEW single unified form in IRB Manager. This new form will streamline the study submission and review process. Separate forms for new studies or data requests for IRB and Data Request Committee review are no longer available.  Please see What’s New for more information.

I only want to request data from the NYCDOE RFOC. Do I still use the new combined form?

Yes. Even if you are only requesting data and not conducting any direct data collection for your study, you must submit your request through the NEW single unified form in IRB Manager. 

Does the new form affect how my study will be reviewed?

We have made many changes and improvements to our review process. Key changes include:

  • There is now one single submission form for direct data collection and requests for data. This means you will only have to submit ONE form (not two), and you won't have to worry about keeping both forms aligned. We will now review all parts of your study at once.
  • The new form uses an early prescreen to check for errors or missing information. This catches issues earlier in the process, before studies go to the IRB Board, and allows for the IRB Board reviews to focus on a high-level review. This will reduce the number of times a study must be returned and revised.
  • The form is able to flag and detect internal inconsistencies and questions answered incorrectly. The form is built to guide you in providing thorough and correct responses.
  • The new Submitter Guide will help guide you through the new form and answer specific questions. 

 

I have an approved study or data request in IRB Manager using the old form. What is going to happen to it?

Your study and/or data request is still approved. Existing NYCDOE studies or data requests in IRB Manager that have been approved are still approved and valid, and you may continue using the old form. 

 

I have a study or data request using the old form and it is still under review. What is going to happen to it?

If your study or data request has already been submitted and it is under review, you may continue using the old form. You do not have to resubmit using the new form. 

 

I started a study or data request submission using the old form in IRB Manager, and I haven’t submitted yet. What is going to happen to it?

You will need to submit the new form. If you have a study or data request in data entry using the old form (“IRB New Protocol Submission Form (v. 4.5)”) and it has never been submitted, please stop using this form and use the new combined submission form instead. First-time submissions of the old form (“IRB New Protocol Submission Form (v. 4.5)”) will no longer be accepted as of Summer 2026.

 

How do I submit an amendment to an approved study or data request in IRB Manager that used the old form?

You can still use the Copy for Amend function of the old xform to submit an amendment to an approved study or data request that used the old form. 

 

What is a district sponsor and how do I find one?

A district sponsor is a current NYCDOE staff member who can use study findings to inform policy or decision-making and confirm that studies are valuable to NYCDOE. Most studies require a district sponsor as evidence that the study is of relevance to the NYCDOE. For studies that do not already have a district sponsor, you will be provided space in the submission form to explain why your study is relevant to NYCDOE, and RFOC will help you request district sponsorship. Obtaining support from a District Sponsor does not guarantee study approval by the IRB. For more information on district sponsor requirements, please see the Policy Guide. 

Is a district sponsor required?

We highly recommend that the following types of proposals secure support from a District Sponsor prior to submission (and do not rely only on the justification explanation). Approval for these types of studies with justification only, and without district sponsorship, is rare:

  • Proposals from: 
    • Graduate students who are not NYCDOE employees
    • University professors
    • Research firms
    • Studies of interventions, curriculum, technology, or professional development

There are some limited cases where justification and/or district sponsorship may not be required for NYCDOE RFOC approval. For more information on district sponsor requirements, see Approvals under Before You Begin 

 

Where can I find more information on how to navigate the new submission form?

  • The new Submitter User Guide will help guide you through the new form and answer specific questions.
  • See Doing Research in New York City Department of Education for information regarding doing research in New York City Department of Education, including what the NYCDOE RFOC is, available data, IRB Manager instructions and guidance for school, field and central staff.
  • Our Policy Guide documents and clarifies all policies that govern research and evaluation in the NYCDOE. It describes internal administrative processes, documents NYCDOE policies and requirements and explains considerations in the review process.
  • You may contact us at IRB@schools.nyc.gov for additional information.

RFOC Jurisdiction

Any study being conducted within the RFOC’s jurisdiction must be reviewed and approved to ensure it complies with NYCDOE policies, protects the privacy of people, and does not disrupt the work of our schools. This jurisdiction includes, but is not limited to: 

  • NYCDOE students, staff, and families
  • NYCDOE physical and virtual spaces
  • NYCDOE administrative data 

Note that jurisdiction is not limited to human subjects research. The RFOC must review all studies (research, program evaluations, etc.) conducted by external parties. 

Study activities under RFOC’s jurisdiction include but are not limited to:

  • Recruitment
  • Screening
  • Consent
  • Data collection (including surveys, assessments, interviews, focus groups, observations, etc.)
  • Accessing NYCDOE administrative data 

If you are unsure whether your study needs to be reviewed by the RFOC, review the section below titled Do I need to submit? 

Do I Need to Submit?

 

 

MUST Submit
DO NOT need to submit
Research

1) A research study, including but not limited to human subjects research, that involves any of the following:

  • Research activities (e.g., recruitment, screening, consent, or data collection) occurring in NYCDOE schools or virtual spaces
  • Research activities in which potential subjects are included because of their status as NYCDOE students, staff, or families.
  • Access to or use of individual-level administrative data or other non-public NYCDOE data

2) Any NYCDOE employee or office engaged in human subjects research as part of their NYCDOE job responsibilities.

3) Any NYCDOE staff conducting research, including but not limited to human subjects research, within RFOC’s jurisdiction but outside of their official NYCDOE responsibilities, including staff who are completing a dissertation or other type of project for a higher education degree. This may include access to or use of individual-level administrative data or other non-public NYCDOE data.

4) Other research, as determined by the RFOC

A research study that meets all of the following conditions:

  • No research activities (e.g., recruitment, consent, screening, or data collection) occur in NYCDOE schools or virtual spaces (e.g., Google Classroom).
  • Potential subjects are not included in the study because of their status as a NYCDOE student, staff member, or family.
  • The study does not request or use individual-level administrative data or other non-public NYCDOE data.
Evaluation & Program Improvement

1) Program evaluations or data collection for program improvement conducted by external (outside of NYCDOE) organizations, involving direct data collection activities or requests for individual-level administrative data or other non-public NYCDOE data.

2) Any NYCDOE staff conducting program evaluation within RFOC's jurisdiction but outside of their official NYCDOE responsibilities, including staff who are completing a dissertation or other project for a higher education degree, involving direct data collection activities or requests for individual-level administrative data or other non-public NYCDOE data.

3) Programmatic data collected for a program and used for any purpose aside from directly serving current program participants. For example, data collected for programmatic implementation that you want to use to evaluate the program. 

4) Other evaluation work, as determined by the RFOC.

1) Program evaluations, data collection, or use of individual-level administrative data and other non-public NYCDOE data conducted internally by a NYCDOE program team, office, or school as part of individuals' or teams' official NYCDOE responsibilities.

2) Programmatic data collected solely for the purpose of directly serving the recipients of a program (such as, collecting student assessments to determine the level of math intervention they should receive).

If you are unsure whether your study needs to be reviewed, please email the RFOC inbox (IRB@schools.nyc.gov). To receive a timely response, please provide the following information along with any other relevant details:

  • Your name, role, and organization
  • Research questions you plan to address
  • Description of potential study subjects (e.g. 4th grade students in the Bronx)
  • Data collection methods, including any data you will be requesting from the NYCDOE
  • If relevant, data collection protocols (e.g. survey questions)


Submission and Review Process

 

 The review process can take a significant amount of time to complete, so submitters should account for this when developing project timelines. There are several factors that can impact the duration of a study’s review, including:

  1. Completeness of submission (i.e. errors, omissions, or conflicting information)
  2. Complexity of study design
  3. Adherence to NYCDOE policies
  4. Timeliness in responding to RFOC’s questions or requests for modifications 

If you intend to conduct a study in a given school year, you must submit by January (e.g., for a study you plan to conduct in the 2026-27 school year, you must submit by January 2026).

Before You Begin

The Study Submission Form requires detailed information about your study and supporting documentation. To help you prepare, please review the following list of information and materials that may be needed before beginning your submission. 

If you are a graduate student completing a study for your degree, also review this helpful one-pager for graduate students.  

Planning Your Timeline

  • Submitters must plan to build in sufficient time (2-3 months at a minimum) to go through the RFOC review process. Studies are reviewed in the order they are received. Most studies require revisions before they can be approved, and these revisions must also be reviewed before approval. Please make sure to account for this in your project’s timeline. 

Most submissions require at least 2-3 months for review. If you plan to conduct research during a school year, submissions should generally be submitted by January preceding that school year. 

Staff

Study Team Members

  • Study team members include, but are not limited to, anyone who will be:
    • Entering schools
    • Interacting with students
    • Conducting recruitment, screening, consent, and/or data collection
    • Accessing individual-level data
    • Conducting data analysis
  • All study team members must first create an IRB Manager account before they can be added to the Study Submission Form. Study team members will also need to provide their NYCDOE-compliant CITI training certificates. For more information on the specific CITI requirements, please see the Policy Guide.
  • After study approval, any study team member who will be performing the following responsibilities must also go through and pass the Office of Personnel Investigation’s (OPI) background check, which includes being fingerprinted and requires a valid Social Security number:
    • Entering NYCDOE schools
    • Interacting with students, in person or virtually
    • Accessing student data with direct identifiers (e.g. name, date of birth)

Any study team member who does not pass the OPI background check may not perform the responsibilities listed above. Note: the background check process begins after RFOC approval.

  • In the event that not all study team staff have been hired or identified at the point of the initial proposal submission, you may submit the Study Submission Form in IRB Manager, but you must plan to submit an "Add/Remove Study Staff" form after study approval to add any staff to the study. This form must be approved before the new staff can begin study activities.

Faculty Advisor

  • For undergraduate and graduate students seeking to conduct studies, a faculty advisor from your institution must be included in the submission. Your faculty advisor must create an account in IRB Manager.
    • This requirement includes NYCDOE staff who are conducting studies for a graduate program.

Note that RFOC does not review studies conducted by High/Secondary school students, including NYCDOE students. Please see the Policy Guide for additional guidance on NYCDOE students conducting research.

Your Institution’s IRB Office

  • For external projects that have been reviewed and approved by your institution’s IRB, the submission form will ask you to provide contact information for your IRB. This can be either a generic IRB email account or an individual email account from someone in your IRB’s office. Your institution’s IRB is no longer required to have an IRB Manager account.
    • The RFOC reserves the right to contact the IRB of record in the event that questions arise during the RFOC review process. 

Approval

NYCDOE District Sponsor

Most studies require a district sponsor as evidence that the study is of relevance to the NYCDOE. To see exceptions to this policy, please see the Policy Guide.

    • Additionally, any study that plans to use the “studies” FERPA exception in order to access FERPA-protected data must provide evidence of district sponsorship.
  • Relevance is demonstrated through a Letter of Support from the District Sponsor.
  • For studies that do not already have a District Sponsor, you will be provided space in the submission form to explain why your study is relevant to the NYCDOE. Responses deemed sufficient by the RFOC will be shared with relevant NYCDOE offices to secure district sponsorship.
  • For more information about the District Sponsor requirement, please see the Policy Guide. 

External IRB approval

    • For external (outside of NYCDOE) human subjects research, a determination from your institution’s IRB (or the IRB of record) indicating that the study has been reviewed and approved is required.
      • Note that this does not apply to research being conducted by NYCDOE(i.e. internal research); in these cases the RFOC will serve as the IRB of record.
    • For studies that are not human subjects research, you may obtain a "not human subjects research" determination from your institution's IRB. Alternatively, if you do not have an IRB determination, you may provide justification in your submission form explaining why your study is not human subjects research and does not require review from your institution’s IRB. This justification must explain why your study is not human subjects research, referencing definitions in the Federal Regulations (2018 Requirements (2018 Common Rule) | HHS.gov)
    • The RFOC does not provide conditional approval prior to institutional IRB approval. You must have approval from your institution's IRB before the RFOC will review your proposal. 

    Conflicts of Interest Determination

    • NYCDOE employees or affiliates who are conducting studies outside of their official NYCDOE duties, including staff pursuing graduate degrees, must first receive a determination from the Conflicts of Interest Board (COIB). Your COIB determination must be included in your submission.
    • To initiate this process, you must contact the NYCDOE Ethics Officer, Samantha Biletsky (SBiletsky@schools.nyc.gov), to determine if a Conflict-of-Interest Exemption is required for the proposed research.
    • See here for more information about Conflicts of Interest and access the Research Waiver Request Form. (NYCDOE login credentials are required to access this page.)
    • Note that the NYCDOE rarely permits NYCDOE staff to conduct research in their own school or with students, parents, teachers, or other staff who are under the supervision of or in a position of subordination to any member of the study team.
    • NYCDOE employees may not collect any information (such as through surveys, interviews, or observations) from people under their supervision or authority if the information is to be used to complete a dissertation, dissertation in practice, or culminating project to meet the requirements of a degree (such as MA, PhD, or EdD).

    For more information about obtaining a COIB determination, please see the Policy Guide.

Materials

Study Materials

  • The RFOC will only review finalized study materials, including but not limited to the following:
    • Data collection protocols
    • Recruitment materials and procedures
    • Consent materials and procedures
    • Data analysis plan

The RFOC does not review draft versions of these documents, and any changes to an approved procedure or document must be approved via an amendment to the submission form. 

Program Activities

  • For studies connected to a curriculum, teaching method, professional development training, intervention, student activity, or other non-research activity or activities involving NYCDOE students, staff, or families, be prepared to provide information about:
    • Name and description of program activities
    • Implementation of program activities
    • Requirements for participation
    • Any plans for data use from program activities
    • Any related MOUs, agreements, or contracts related to the program activities

Grants

  • For any grant-funded study, grant submission materials and approval documentation must be included in your submission, unless:
    • Funding has not yet been obtained; in this case, only the grant submission materials are required in the submission form, though submitters should plan on attaching grant approval letters via an amendment once funding has been obtained, or
    • Materials in the grant application are protected or proprietary; in this case, redacted versions of the documents are acceptable.

FERPA Compliance

  • For studies that include access to and use of FERPA-protected data (see definition in Policy Guide), there are several additional requirements:
    • All data must remain in United States territory. This means data cannot be stored on servers or cloud services located outside of U.S. territory.
  • Your institution must sign a Non-Disclosure Agreement (NDA) or Data Use Agreement (DUA) with NYCDOE.
    • Note that the NYCDOE uses a standard research  NDA for these agreements. You may request modifications to the standard agreement (i.e. redlines), but these must be approved by NYCDOE counsel and can create a significant multi-month delay in the processing timeline.
    • The NDA template is available on IRB Manager here.
  • Your institution must have the capacity and expertise to securely receive, store, and delete/destroy FERPA-protected data, as per the requirements specified in the NDA.
  • Typically, the RFOC will not approve the use of FERPA-protected data for studies conducted by undergraduate students. In order for the RFOC to consider a study proposal from an undergraduate student that includes the use of FERPA-protected data, we require a letter of support from your institution that specifically states:
    • Students will be provided with the necessary support, including access to institutionally backed servers and equipment, to ensure secure access and storage of FERPA-protected data, and
    • The institution will sign an NDA on the student’s behalf.

     

    Policy Guide/Submitter Guide

    Click the links below to access the comprehensive Policy Guide (updated May 2024) and Submitter’s Guide. 

    • Submitter Guide (coming soon!)   – Step-by-Step guidance for completing the form

     

    Additional Resources 

    Contact Us  

    Have questions or need assistance? Please contact the RFOC team at IRB@schools.nyc.gov. 

     

     

    See Also