Research Resource Guide

The NYC DOE Institutional Review Board reviews and may approve human subjects research proposals for studies within DOE (in-person or virtual) sites including research activities that involve contacting anyone associated with the NYC DOE. The NYC DOE IRB ensures that research does not compromise the privacy of students, parents, and staff or disrupt the work of students, teachers, and administrators. Researchers looking to conduct research inside DOE schools, or who plan on contacting anyone associated with the DOE (administrators, teachers, parents, students), must submit a proposal to the NYC DOE IRB. The NYC DOE IRB processes a very high volume of submissions. Each round of review may take 8-10 weeks, not accounting for office closures.

Researchers should consult the DOE IRB’s website for the latest policy updates and submission guidelines.

• Log in to the DOE’s electronic submission platform, IRB Manager. All applicable guidance and policy documents as well as required templates are available for download there.

• Describe that your study is intended to be carried out in or with NYC DOE locations or subjects. 

• Ensure that your submission captures only details that are applicable to the jurisdiction of the NYC DOE.

• Include all study materials (e.g., recruitment materials, study measures, and consent (assent or guardian/parent permission forms). 

• Detail what is being asked and the type of data being collected from each study participant. Explain how you will protect the participant's privacy and confidentiality. 

• Describe the mechanisms to protect the rights and welfare of any staff, ​faculty, or student at the NYC DOE site. Explain how you will protect and separate your study activities from typical work hours or typical class engagement 

• List all study personnel on the IRB submission and any staff who will require school access. All study personnel must have updated Collaborative Institutional Training Initiative certificates.

• Adhere to all NYC DOE IRB informed consent policies and templates, as well as review and adhere to all other stipulations, limitations, guidance, and policies outlined by the NYC DOE IRB.

• Ensure that the NYC DOE benefits from the research findings, or that research findings contribute to generalizable knowledge that the NYC DOE can benefit from.

• Complete and submit your study information for the NYC DOE personnel to begin the review process.

• TC IRB will serve as the IRB of record on your protocol submission, and NYC DOE IRB will serve as the ethical oversight for ​​research proposed at a NYC DOE in-person or virtual sites.

• If you are interested in submitting a NYC DOE IRB protocol, you must first be reviewed and approved by TC IRB. 

• Your TC IRB protocol submission can use DOE IRB templates (e.g., consent form, recruitment script, etc.). As DOE IRB requires the use of their templates at their study site. 

• The NYC DOE IRB may require changes on your research proposal approved by the TC IRB. These required changes, including, but not limited to, any/all changes to consent procedures or documents, must also be reviewed and approved by the TC IRB.

• Documentation of approval for said changes by the TC IRB must be provided to the NYC DOE IRB at a later date through an amendment submission.

• The IRB protocols on file between the two institutions (TC IRB and NYC DOE IRB) must be identical. In other words, a modification to TC IRB should be submitted to reflect the requested revisions made by NYC DOE IRB to make both IRB protocols identical.

Depending on the research design, the following forms should be submitted with the NYC DOE IRB research protocol:

• IRB approval letter from Teachers College IRB (received after submitting the research protocol to TC IRB).

• Consent Form, Assent Form, and Parent/Guardian Permission Form as applicable using NYC DOE IRB templates. The NYC DOE IRB requires that all consent, assent, and parental consent forms be drafted in the following required templates: 

DOE Adult Consent Form Template

DOE Minors 7 to 11 Years Assent Template

DOE Minors 12 to 17 Years Assent Template

DOE Parental Permission Template

Site recruitment and data collection may not begin until after review and approval by TC and DOE IRB.

Prior to contacting individual schools or principals, all designated personnel named in the IRB protocol must complete the following NYC DOE security clearance process:

1. All named participants must submit scanned copies of the following documents to IRB@schools.nyc.gov:

• Stamped IRB Approval Letter
• Government Issued State ID
• Signed Social Security Card
• Current email address and phone number

1. Information will then be entered into the Personnel Eligibility Tracking System (PETS) and researchers will receive an email within 7 business days that will outline all next steps in the security clearance process, including login access to Applicant Gateway where all required forms can be found.
2. If researchers already have fingerprints on file with the NYC DOE IRB, or are already eligible in PETS under a different roster, they still need to submit the required documents to the IRB inbox and complete any required steps. Security clearance is role-specific, which means individuals are cleared for specific roles. Any researchers doing research in DOE schools must be entered into PETS under the IRB roster. 
3. Once all required forms are completed, follow the directions provided to schedule a fingerprinting appointment through IdentoGo. Please note:

• Fingerprinting is no longer conducted at 65 Court Street.

• Fingerprinting is conducted on an appointment-only basis.

• The cost for fingerprinting is currently $101.75.

• If researchers have fingerprints on file with the NYC DOE IRB and they have been active within the past six years, they simply update the online forms.

• Even if the DOE IRB has approved the study, principals may decline their school’s participation in a study, or withdraw from participation at any time.

• Even if the DOE IRB and principal have approved the study, participation for school staff and students is also strictly voluntary. 

• Except for classroom observations, research should not be conducted during instructional time and research activities should be scheduled in collaboration with the principal and participants.

• NYC COI law prohibits compensating DOE employees for participation in research studies. Schools and individual classrooms can be compensated via donation online services.

• NYC DOE IRB website
• How to use the NYC IRB Manager 
• NYC DOE Data Request
• Institutional Review Board Information for School Principals
• Writing for an IRB Review 
• How to Submit a Modification, Continuing Review, Adverse Event, and Deviation
• CITI Training & Certification

All NYC DOE IRB-related questions should be sent to IRB@schools.nyc.gov. 

Any TC IRB protocol questions should be sent to IRB@tc.edu.