1.1 Overview
State law directs the Maryland Longitudinal Data System (MLDS) Center to conduct research that will improve the State’s education system and guide decision making by State and local governments, educational agencies, institutions, teachers, and other education professionals.(Md. Code, Ed. Art. §24-703(f)(4) and (5)).
The data in the System may only be used for the following purposes:
- The audit and evaluation of State and federal education programs;
- The performance of educator preparation programs; and
- Best practices regarding classroom instruction, education programs and curriculum, and
segment alignment.
Only authorized staff of the MLDS Center may access the data in the System. Researchers who are authorized staff of the MLDS Center may only utilize de-identified data to conduct research.Only de-identified, aggregate data may be released in reports and analysis. To support the research directives and the mission of the MLDS Center, the Executive Director may designate the researchers as authorized staff of the Center (COMAR 14.36.06.01.C(2)(2)(iii)).
The procedures outlined in this document identify how a researcher may be designated as authorized staff of the Center. This document governs how a researcher shall conduct research using the System on topics specified by State statute, the MLDS Research Agenda, and/or which otherwise support the mission of the MLDS Center in conformity with applicable State and federal laws.
A researcher who wants to utilize data from the MLDS must develop and submit a proposal to the MLDS Center. If the proposal is approved, the researcher must complete the Center’s Restricted Use Data Agreement, a security background check, non-disclosure agreements, IRB and reporting requirements. The full process includes the following steps. Each of these steps is outlined in the remainder of this document.
- Research Proposal and Application
- Review Process
- MLDS Center Internal Review
- Research and Policy Board Review
- Final Determination
- Restricted Use Data Agreement
- Institutional Review Board (IRB) Approval
- Access to the MLDS
- Conduct Research
- Conclusion of Research
Applicants are encouraged to contact the MLDS Center (
mlds.center@maryland.gov) prior to submission to ensure a successful proposal.
1.2 Definitions
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
Aggregate data means data that is compiled into data summaries to ensure individual student or worker data cannot be identified.
Cross Sector Research means research on what happens to students before and after critical transitions and that utilizes data from, at minimum, two of the three partner agencies of the MLDS Center.
De-identified data means data in which personally identifiable information has been removed.
Executive Director means the Executive Director of the MLDS Center, or the Executive Director’s designee.
External research project means a project that is not currently aligned with the Center’s research priorities.
External Researcher means any researcher not part of the MLDS Research Branch.
MLDS Research Staff means a permanent member of the Research Branch funded in the annual budget as part of the Memorandum of Understanding between MLDS Center and the University of Maryland, School of Social Work. Research Branch staff includes graduate and postdoctoral students working under the direction of Research Branch staff.
MLDS Project means a project that is aligned with a Center research priority, falls under the research agenda, and is conducted by a current member of the Research Branch.
Partner Agencies means the state agencies that provide the majority of the data to the MLDS, including the Maryland Department of Labor, Licensing and Regulation, the Maryland State Department of Education, and the Maryland Higher Education Commission.
Qualifying Institution means an institution that provides unit record data to the Maryland Higher Education Commission.
Research Applicant (RA) means a researcher or team of researchers applying to access and use MLDS data pursuant to these procedures or, as indicated by context, a researcher who received access to use MLDS data and is working on a project under these procedures.
Research and Policy Advisory Board (RPB) means the Executive Director’s advisory Board established to ensure ongoing input and participation from key stakeholders in the MLDS Center’s research and policy agenda, related output and general operations.
Unit-record data refers to any information collected and maintained in the MLDS on individual students or workers.
Visiting Research Branch Staff means a member of a University System of Maryland institution who has been appointed to the research staff by the Executive Director and is working on a specific, limited engagement project.
1.3 Applicability
The procedures and requirements established in this document are applicable to:
An external researcher; or
Any researcher seeking to use MLDS data for an external research project or a grant funded project.
1.4 Limitation
An application submitted under these procedures will only be accepted from staff or faculty from a qualifying institution.
Staff or faculty from a non-qualifying institution may partner with staff or faculty from a qualifying institution to submit an application under these procedures.
1.5 Legal Overview
The relevant state and federal laws that restrict access to the data contained in the Maryland Longitudinal Data System and the privacy of the personally identified information maintained in the System are detailed below:
Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) provide for the security and privacy of students’ personal identifiable data;
National Research Act (1974);
Education Article, §24–703(f)(4) and (5), Annotated Code of Maryland, identifies types of research that may be conducted using data from the MLDS;
Education Article, §24-703(g), Annotated Code of Maryland, restricts access to data in the Maryland Longitudinal Data System to authorized staff of the Center;
COMAR 14.36.06.01(C)(2)(iii) established the appointment of additional researchers as authorized staff to provide additional analysis in furtherance of the Center’s functions and duties as specified in Education Article, §24-703(f)(4) and (5), Annotated Code of Maryland;
COMAR 13A.08.02 ensures confidentiality and privacy in regard to the disclosure of information contained in Maryland State Department of Education student records to outside agencies; and
The laws administering the Federal State Unemployment Insurance Program (UI)(20 CFR Part 603) governs the privacy and security of workforce data and the MLDS Center’s use of that data in the performance of the agency’s statutory duties.