QTurn Data Management Procedures

September 2020

Data Management.

Data collected generally include notes from discussions, reviews, reports, curriculum materials, observer ratings of instructional quality and youth behavior, and staff and youth survey responses. All data, in any form, are stored on a password-protected server and processed on password-protected computers. Notes of meetings are stored electronically on a password-protected server in the form of Microsoft Office (e.g., Word, Excel, and PowerPoint) files. More specifically, data stored and processed by QTurn include:

Audience for Data: Data generated from QTurn projects and contracts have primarily an educational interest to those working in formal education and informal learning communities. It is generally anticipated that individuals with an ongoing interest in formal education and informal learning communities will review the published reports.

Access and Sharing: Deidentified educational data resulting from QTurn projects may be made available for use by both educators and researchers at the conclusion of the project where funders require data sharing and where such sharing complies with our Privacy Shield policy (www.qturngroup.com/privacy-policy). Summaries and reports related to QTurn projects that include only aggregated data are made available as standard Microsoft Office files and pdf documents and are widely and freely disseminated through published reports and online at www.qturngroup.com.

Format: Submission: Primary qualitative data are generally created de novo or transcribed into standard Microsoft Office (Word, Excel, and PowerPoint) files. Storage and Access: Qualitative data files are stored both in original format and as pdf documents. Quantitative data (e.g., from staff and youth surveys) are stored in tab-delimited text, Excel, ROPstat, and SPSS data files. In the case of answers to forced-choice and open-ended questions, data are stored both in pdf and tab-delimited formats for the purpose of subsequent statistical analyses.

Ethics and Privacy: QTurn processes project data in accordance with its Privacy Shield policy (www.qturngroup.com/privacy-policy). Most projects are exempt from IRB approval under Category 1, which applies to research conducted in schools and other education settings: “Research conducted in established or commonly accepted educational settings, involving normal educational practices.”  IRB approval is sought for projects that require it. Where projects involve research and intervention with human subjects who are members of a vulnerable population and also under the age of 18, parental consent may be required. Pending IRB recommendations, an informed consent process from the participant’s legal guardian(s) include language to ensure that all participants understand that the deidentified data are being generated for the purpose of research, program evaluation, and sharing with the research community. Data from QTurn projects are unlikely to pose a risk for disclosure; however, to further protect participants, data are de-identified before storage and analysis.

All project data, including survey data collected from students, are anonymized and aggregated prior to being summarized and shared via journals, other publications, or corresponding funding reports. Any personally identifiable information that was removed from data files prior to statistical analysis is stored in a password-protected file, in a password-protected folder, on a password-protected server, each of which is accessible only to QTurn management.

Intellectual Property Rights: During the conduct of most projects, all ownership rights rest with the original data holders. The sharing of research results will be consistent with original data holder policies governing intellectual property, copyright, and the dissemination of research products. On completion of the project, the intention is that all data and materials should be freely available for use by the research community.

Storage and Backup: To ensure ongoing and long-term security of the data generated by QTurn projects, a complete copy of materials will be generated and stored in password-protected folders, on a password-protected server.

Archiving and Preservation: On completion of the project, the PI, in consultation with the management team, funders, and project partners, will identify which project materials are eligible and of probable long-term interest for archiving and preservation. Materials will be anonymized or de-identified as appropriate, converted into pdf document format, stored locally on QTurn’s password-protected servers, distributed to all members of the management team, and transmitted to the Funders in the form of a final report. Because projects are generally not primary research projects, it is less important that data be retained indefinitely; however, eligible data that may inform future work may be stored for up to 5 years.