All faculty, grants directors and staff who plan to participate in or submit a research or grant proposal should complete the training. Project directors should also complete the training. Institutional researchers are also encouraged, as they may be called upon to assist with data collection and reporting.

It would be helpful for Vice Presidents of instruction, other administrators and managers and executives to become familiar with human subjects research topics. Training provides you with information and tools to work with your faculty and staff as they prepare for research and grant projects on behalf of your college or on joint projects with sister colleges and/or the district office.

The regulations cover human subjects research. The two questions you should ask are; is it human subjects, and is it research?

• Human Subject—As defined by US code 45 CFR 46102(d), a human subject is a living individual about whom an investigator (whether a Maricopa professional or a student) conducting research obtains data through intervention or interaction with the individual or identifiable private information through any means. Intervention means any physical procedures undertaken with the subject or any manipulation of the subject or the subject’s environment for research purposes. If you’re gathering data from or about live people, it is probably human subjects research. Some clear cases which are not “human” are gathering data about people who are dead and gathering secondary data.
• Research—As defined by US code 45 CFR 46102(f), research is gathering information or data in a systematic way to draw generalizable conclusions or otherwise develop or add to a body of knowledge. One way to determine if the project adds to a body of knowledge is if it is going to be published or shared publicly, such as a conference presentation. Publicity does not by itself constitute research though.

If you plan to conduct research that involves human subjects, you will need to submit an application to do so at Maricopa Community Colleges.

If you will use any Maricopa work time, facility, or resources, or plan to publish or make presentations under your Maricopa college affiliation, you need to get IRB approval prior to your research or before the grant project begins.

Yes, all external requests (from individuals, groups, or institutions) must be reviewed by the Maricopa Community Colleges IRB.

No. Joint appointees must submit their proposals to the Maricopa IRB for review.

Only the IRB can make a determination on a proposal (for example, exempt, nonexempt); the investigator or grants project director cannot make the determination. Check with your college IRB representative.

It depends. Many granting institutions now require IRB review before they will consider a proposal. In such a case, the IRB will determine that the project does not involve human subjects research, and you can report that determination in the application so you can move forward with your proposal.

Yes. A faculty member can submit the proposal as the principal investigator, and then list the student as a co-investigator. A student has no legal standing, thus they cannot submit human subjects research applications and/or research proposals as the principal investigator. If the student seeks to publish or present at professional conferences, they are advised that more and more associations and publications are asking for IRB review, and that this review needs to take place prior to gathering any data.

Class projects are typically not considered research and do not fall within the scope of the federal regulations. If an instructor wanted to use the application process as a teaching tool and require all students to submit a protocol, then the faculty could prepare one application for each course (e.g., course #101). If an instructor supervises students who are conducting research as defined above, then their proposals would be submitted individually per the question above.

It depends. Generally, faculty set up the FEP so that it is geared toward self-improvement and as such, do not require IRB review. If you plan to gather data so that you can draw generalizable conclusions you can share with others, then it is considered research and does require IRB review.

Scholarly Teaching, which is used to improve one’s own pedagogy, is not research and does not need review. SoTL work is explicitly designed to draw generalizable conclusions to share with colleagues, so it is research and does require IRB review. Also, if the faculty seek to publish and/or present at professional associations, more and more of these groups are asking for IRB review.

The IRB exists to ensure that the rights of human subjects are protected. If you submit a research protocol to the IRB that meets the Belmont principles of Beneficence, Justice and Respect for Persons, then the IRB will likely approve the use of student or employee data for research purposes.

You should contact any or all of the following persons: IRB Chair, IRB Administrator, CRRC Chair at your college, or the non-Maricopa affiliated IRB member.

In the following situations:

• When you are a co-investigator or project director on a proposal that the IRB will review.
• Your supervisor (or supervisee) is an investigator or project director that the IRB will review.
• You are the dissertation supervisor for a student who is submitting his/her proposal for review.

Another excellent source for answers is the National Science Foundation FAQs on Human Subjects Research. You can also contact IRB with further questions.

All informed consent/assent documents must include the following required elements to ensure compliance with federal regulations (45 CFR 46) and MCCCD IRB requirements:

1. Study Identification and Invitation

• Clearly state the study title and identify the Principal Investigator (PI)
• Include a statement inviting the individual to participate in a voluntary research study

2. Purpose of the Study

• Provide a clear, concise explanation of the purpose of the research
• Use plain language appropriate to the participant population (avoid technical jargon)

3. Procedures / What Participants Will Do

• Describe exactly what participants will be asked to do
• Include:
  • Activities (e.g., surveys, interviews, observations)
  • Data collection methods
  • Any recordings (audio/video), if applicable

4. Duration of Participation

• Specify:
  • Total time commitment
  • Frequency (if multiple sessions)
  • Overall study timeline

5. Risks and Discomforts

• Identify any reasonably foreseeable risks
• Include the required MCCCD statement:
  • Participant data will be used only for this study and not shared with other researchers now or in the future

6. Benefits

• Describe any direct or indirect benefits
• If no direct benefit exists, explicitly state that

7. Eligibility Criteria

• Clearly define who is eligible to participate
• Include any inclusion/exclusion requirements

8. Voluntary Participation and Right to Withdraw

• State that participation is completely voluntary
• Participants may:
  • Decline participation
  • Withdraw at any time without penalty
• Include MCCCD-specific protections:
  • Students: No impact on grades, academic standing, financial aid, or participation in activities
  • Employees: No impact on employment or benefits
  • Faculty: No impact on employment, benefits, or teaching opportunities

9. Participant Rights

• Participants must be informed that they:
  • May skip any question
  • May stop participation at any time
  • Will not face penalties for non-participation
• Include any additional study-specific rights, if applicable

10. Confidentiality and Data Use

• Explain:
  • How participant data will be collected, stored, and protected
  • Whether data is anonymous or confidential
  • Who will have access to the data

11. Contact Information

• Principal Investigator (PI) contact information (name, email, phone)
• IRB contact information for participant concerns, as applicable:
  • If the study is reviewed and approved by the MCCCD IRB:
    Maricopa Community Colleges IRB Office
    2411 W 14th St, Tempe, AZ 85281
    [email protected]
    (480) 731-8701
  • If the study is reviewed and approved by an external (non-MCCCD) IRB:
    The contact information for the IRB of Record may be provided in place of the MCCCD IRB contact information.
  • Note: In both cases, all recruitment materials must include a clear statement indicating that the study has been approved/authorized by the MCCCD IRB.

12. Statement of IRB Approval

• Include a statement that the study has been reviewed and approved/authorized by the MCCCD IRB

13. Consent Documentation

• Include a statement confirming that:
  • The participant has read and understood the information
  • The participant is 18 years or older
  • Participation is voluntary
• Provide space for:
  • Printed name
  • Signature
  • Date

14. Parental Consent and Minor Assent (if applicable)

• For participants under 18:
  • A parent/guardian consent section is required
  • A separate assent section must confirm the minor understands and agrees to participate voluntarily

15. Copy of Consent Form

• Participants must receive a copy of the consent form (paper or electronic), even in cases of waiver of documentation of consent

16. Accessibility Requirements

• Consent materials must be:
  • Written in clear, understandable language
  • Accessible to individuals with disabilities (e.g., screen-reader compatible, readable fonts)

What are the guidelines and expectations for researchers requesting student data from Maricopa Community Colleges?

While MCCCD strives to support research, it reserves the right to decline any request for student data for any reason, including but not limited to FERPA restrictions, data security concerns, privacy considerations, or resource limitations.

What is the scope of student data available?

1. Directory information as defined by MCCCD

These fields represent a baseline that can be expanded upon when justified by the IRB protocol and FERPA compliance. Note: In compliance with FERPA (Family Educational Rights and Privacy Act of 1974), MCCCD may release educational record data only of students who have explicitly granted consent for the disclosure of their information.

MCCCD does not provide data that is more than 10 years old.

• Full name
• Address (local, home, and mailing)
• College email address
• Telephone number
• Current major field of study
• Degrees and awards received
• Terms of attendance
• Part-time or full-time status
• College within the Maricopa Community Colleges where the student has been enrolled

While considered directory information, the items below may require the researcher to work with non-IR/IE departments:

• Participation in officially recognized activities and sports
• Student photograph
• Most recent previous educational agency or institution attended by the student

2. Common non-directory information that requires consent or applicable exceptions (e.g., FERPA studies exemption)

The types of fields below should only be provided when the IRB protocol explicitly requires them and the investigator has a legitimate educational interest.

• Student ID
• Personal/Home email address
• Course enrollment (course name, section number, instructor)
• Demographics (race/ethnicity, gender, age)
• First‑generation status

3. Fields that can only be released in aggregate

• Academic performance indicators (GPA, grades)
• Financial aid status
• Placement test scores
• Disability status
• Veteran status
• Immigration status

4. Fields that cannot be released

• SSN
• Date of birth
• Disciplinary records
• Counseling records or other internal service participation (e.g., food pantry)

What information do researchers need to provide when requesting student data?

After completing the IRB approval process, researchers must submit the following forms to the appropriate office, as directed by the IRB Office or CRRC Chair.

• Information on the data request, including but not limited to:
  • Research purpose and justification
  • Reporting period (e.g., data from Fall 2020-Spring 2023)
  • Population
  • Specific data elements
  • Method of data delivery requested
• Email attachments to include:
  • Site Authorization Application
  • Site Authorization Approval
  • eProtocol System Approval Notification or Exported Approval Letter
  • If applicable, the researcher’s home institution’s IRB Approval Letter

Researchers should expect an acknowledgment within 5-7 business days, pending college or office closures.

When requesting student data, what are the processing timelines and turnaround expectations?

If MCCCD agrees to fulfill a researcher’s data request, the researcher should generally expect the data to be delivered within 60 days. However, timelines may vary. Factors that may extend processing time include request complexity, limited staff capacity, competing institutional priorities, and holiday or campus closures. MCCCD will communicate expected delays whenever possible.

MCCCD does not accept rush or expedited requests. All requests will be processed according to the standard timeline.

When receiving student data, what are the responsibilities of the researcher?

Researchers who request and receive data from MCCCD are responsible for ensuring the ethical, legal, and secure use and storage of the information provided. Once the data is released to them, researchers agree to:

• Use the data only for the approved purposes stated in the IRB submission;
• Protect all data in accordance with FERPA and applicable MCCCD policies;
• Not share, transfer, or redistribute data with any third party;
• Review and interpret data responsibly; and
• Notify MCCCD immediately if any potential data security concern, breach, or misuse is identified.