Research Participation Policy

VPL is often approached by academics, government bodies, community organizations and individuals who request the participation of VPL or access to staff and patrons in carrying out their research activities. Such requests vary broadly and have included, for example, requests for permission to: post calls for public participation in research; distribute surveys to patrons (electronically or physically); engage with patrons to solicit their research participation; access staff as research participants; or obtain VPL data.

Requests for the participation of VPL, staff and patrons in research activities have the potential to impact VPL in several ways, including:

• Engagement of VPL financial and personnel resources
• Potential risks to or enhancement of VPL’s reputation
• Furtherance of VPL’s priorities and goals
• Effect on VPL patron experience

a)    Policy Objective

To provide an analytical framework to be applied in responding to requests from organizations, groups, or individuals seeking the participation of VPL or access to staff and/or patrons in the conduct of research.

b)    Scope

This policy applies to any research participation request that, if approved, has the potential to engage VPL, staff, patrons or trustees. “Research” is broadly defined as the collecting of information about a particular subject. Participation requests can come from anyone, including academic researchers, community organizations, private companies, and governments.

Research requests covered by this policy include, but are not limited to, requests to perform the following activities:

• VPL displaying a poster notifying patrons that a researcher is recruiting study participants
• A researcher speaking directly to patrons to solicit their participation as research subjects
• A researcher observing or surveying patrons
• Interviews with staff regarding their work as VPL employees
• VPL distributing documents to facilitate research on VPL programs or activities
• VPL posting a link to a survey on the VPL public website

As set out above, the following four inter-related factors should be considered in granting or denying a request for research participation:

1 Engagement of VPL financial and personnel resources

As a general guideline, the use of VPL financial and personnel resources should be reserved for carrying out VPL’s own programs and activities as directed by the Chief Librarian and the VPL Board, all in accordance with the Strategic Plan. Any requests for research participation that, if granted, could unduly burden such financial or personnel resources should be denied.

A request for research participation may be granted however, where the anticipated impact on VPL financial and personnel resources is low (e.g. an easily accommodated information request) or where such impacts are outweighed by the benefits that may accrue to VPL by virtue of participation in such research. As an example, research participation requests which would draw upon staff time may nevertheless be approved where the proposed research activities would further VPL’s priorities and goals, or participation could otherwise enhance VPL’s reputation within a given field of research. 

2 Potential risks to or enhancement of VPL’s reputation

Participation in research activities organized by other parties has the potential to negatively or positively impact VPL’s reputation. For example, participation in research activities involving controversial topics, that may inadequately protect participant privacy, or that have not undergone thorough ethical approval processes (particularly where the research may engage vulnerable participants) all have the potential to negatively impact VPL’s reputation. Conversely, participation in leading research on issues that could strengthen VPL’s programs and ability to serve the public may enhance VPL’s reputation.

Any research participation request that has the potential, if granted, to negatively impact VPL’s reputation should be referred to the Chief Librarian for review. 

As a general guideline, VPL will not extend its goodwill and brand to the endorsement of research activities carried on by other organizations, groups or individuals.

3 Furtherance of VPL’s priorities and goals

Participation in research activities that further VPL’s priorities and goals are generally encouraged, provided the benefits of such participation are not outweighed by other factors (such as any burden on library resources or potential disruption to patrons).

As examples, the following research activities are amongst those that may be considered to be in furtherance of VPL’s priorities and goals:

• research into information rights;
• development of a policy or submission statement issued by a library organization;
• investigation of impacts to access or engagement with library services or information; or
• the development of data with the potential of supporting library programs or interests.

In contrast, research participation requests concerning research activities that are unrelated or contrary to VPL’s priorities and goals, or where research results will not be shared with VPL or the public, are generally not encouraged, except where such requests will not burden VPL resources, pose no risks to VPL’s  reputation and will not disturb patrons.

4 Effect on VPL patron experience

Research participation requests also have the potential to impact negatively on VPL patrons, whether by infringing upon patron privacy, disrupting the delivery of library services, or reducing availability to public spaces.

As a general guideline, research participation requests that, if granted, have the potential to be disruptive or otherwise negatively impact upon the patron experience are discouraged. Also, appropriate consents must be obtained from all individuals asked to participate.

Additional factors may apply depending on the circumstances of the research participation request. The Chief Librarian should use discretion in balancing the weight to be afforded to each factor under consideration.

Requests for research participation shall be determined according to the allocation of responsibilities set out in Section D below.

Any agreement entered into by VPL to participate in research must expressly provide that VPL may withdraw its participation from such research at any time, without penalty. It is anticipated that all research results and reports arising from any research program that VPL participates in shall be made public, except as required by applicable laws or in accordance with reasonable confidentiality requirements maintained during the course of the research.

Staff:  Responsible for policy implementation and regular operational review. Staff will refer research participation requests to the Chief Librarian. Any staff members who are delegated decisional authority by the Chief Librarian in respect of this policy will nonetheless refer any participation request to the Chief Librarian that, if granted, could require the devotion of significant VPL resources, could negatively impact VPLs reputation, or could disrupt patrons.

Chief Librarian:   Responsible for overall policy implementation and for reviewing the grant or denial of any research participation requests referred to the Chief Librarian from Staff. The Chief Librarian may delegate decision making authority under this policy to staff, in writing. 

• Code of Conduct
• Endorsement