A Comprehensive Library of Community-Engaged Research Resources - Plan

A Comprehensive Library of Community-Engaged Research Resources - Guidance for the Plan Stage

August 28, 2025

Guidance for the Plan Stage of CEnR

The plan stage transforms early partnership discussions into a clear research framework. At this stage, community priorities shape research questions, data collection methods, and ethical protocols. Strong collaboration ensures that the research reflects community needs, values, and goals. This stage involves the following:

Design research with community: The level of community involvement varies. Some projects have researchers take the lead, while others involve community partners in shaping research questions and data collection methods.
Prepare data collection structures: Researchers must secure Institutional Review Board (IRB) approval, establish data-sharing expectations, and define roles for data collection.

Throughout this stage, transparency in decision making is essential, as it lays the foundation for all future research activities. Clearly define how final research decisions will be made, including who has decision-making authority, and identify where and how community partners can contribute.

Design Research With Community

Research design in CEnR varies based on how community partners are engaged in the research. No matter the approach, the key is to center community priorities. Examples of how research design can vary include the following:

In informed projects, researchers develop research questions and data collection tools independently, then share them with community partners.
In consulted projects, researchers draft research questions and data collection methods and community partners provide feedback.
In collaborative projects, community partners co-develop research questions and data collection tools, and sometimes even participate in analysis.

The research design process depends on factors such as available resources, time, and community interest. The process typically involves:

Developing research questions
Identifying the target population for data collection (e.g., youth, families)
Establishing the types of data to collect (e.g., qualitative, quantitative, mixed methods)
Choosing data collection methods (e.g., surveys, interviews, focus groups)
Creating data collection tools (e.g., consent forms, surveys, interview guides)
Preparing structures to collect data (detailed below)
Determining how data will be analyzed (discussed further in “Analyze”)
Deciding how data will be shared (discussed further in “Share”)

To ensure that the research resonates with the community, data collection tools should reflect local contexts, languages, norms, and experiences. When possible, community partners should help review and test these tools before they are finalized.

Prepare Data Collection Structures

Before collecting data, researchers need to establish key structures, including data-sharing expectations, consent processes, participant recruitment, roles in data collection, and communication with their Institutional Review Board.

Establish data-sharing expectations.

Clear data-sharing agreements (i.e., formal guidelines on how data will be collected, stored, accessed, shared, and used) must be set up early. These should align with:

Community partners’ preferences (e.g., who can access the data, how findings will be shared)
Funder requirements (e.g., data security measures, reporting obligations)
Institutional policies (e.g., ethical guidelines, legal compliance)

Transparent data-sharing agreements build trust and ensure that research findings are handled in a way that respects community ownership and ethical considerations.

Develop consent processes.

A strong participant consent process ensures that individuals fully understand the study and voluntarily agree to participate. Consent procedures should:

Clearly explain the study’s purpose, how data will be used, and participants' rights (including the right to withdraw at any time).
Be written in accessible language that reflects community norms and literacy levels.
Address privacy concerns, including how personal data will be protected and shared.
Be reviewed with community partners to ensure clarity and contextual relevance.

Determine participant recruitment processes.

Participant recruitment should be transparent and aligned with community priorities to ensure that research findings reflect multiple perspectives.

Who will you recruit? Identify populations relevant to the research questions, ensuring differences in age, background, and experiences.
Who will do the recruiting? Determine whether researchers, community partners, or both will lead outreach efforts. Engaging trusted community members can improve participation and build trust.
How will you recruit? Use methods that are familiar and accessible to the community, such as outreach through local organizations, social media, word-of-mouth, and community events. Ensure that recruitment materials are available in relevant languages and formats that meet the needs of different participants.
Will participants be compensated? Ensure fair compensation for individuals participating in data collection, such as completing surveys, interviews, or focus groups. Compensation may include stipends, gift cards, meals, or other forms of recognition that acknowledge their time and contributions.
What barriers might exist? Consider challenges like transportation, scheduling conflicts, mistrust of research institutions, or concerns about confidentiality. Address these by offering flexible participation options or working with trusted community members to facilitate outreach.

A well-planned recruitment strategy ensures that participants feel valued and that research findings are meaningful and representative.

Decide on roles in data collection.

Determining roles in data collection ensures smooth implementation and meaningful involvement of community partners. Examples of key questions to consider include:

Who will administer surveys (e.g., researchers, trained community partners)?
Who will conduct interviews or focus groups (e.g., facilitators from the community, researchers)?

Clearly outlining these roles supports transparency and ensures that data collection aligns with research goals and community priorities.

Secure Institutional Review Board approval, if needed.

Institutional Review Board (IRB) approval is a critical step in protecting research participants and ensuring ethical research practices. The level of approval needed depends on the research study’s design, the type of data collected, and the involvement of community partners.

For example, in a collaborative CEnR project on chronic absenteeism—where teachers, families, and researchers co-lead data collection—IRB approval is required for gathering data from students and for community participation in research activities. If community partners are involved in administering surveys or conducting interviews, their role must be clearly outlined in the IRB application.

Some funders may also require additional layers of approval beyond an organization’s standard IRB process, especially when working with vulnerable populations such as youth in the justice system. Researchers should clarify these requirements early to avoid delays.

Beyond compliance, securing IRB approval helps build trust with community partners by demonstrating a commitment to ethical standards, data privacy, and participant protections. Working with community partners to navigate the IRB process and address their concerns can further strengthen transparency and partnership.

Plan in Action: Example of a Collaborative CEnR Project

In a school district facing chronic absenteeism, a team of teachers, families, and researchers meets monthly to explore its root causes. They begin each session with team-building activities to foster trust before diving into discussions.

A teacher shares concerns about student safety while a parent describes her child’s disconnection from school. These real experiences shape the team’s focus on school climate and safety. Together, the team defines key concepts, develops research questions, and determines who to collect data from, prioritizing students, families, and school staff.

To guide ethical research practices, the team works together to secure IRB approval and develop data-sharing agreements, ensuring clarity on access, privacy, and data use. They then decide how to collect data—selecting schoolwide surveys, student and family focus groups, and school staff interviews—and develop protocols to ensure consistency.

Finally, the team determines roles: Researchers draft survey and focus group questions, community partners refine them for relevance, and trained teachers and families co-lead data collection with researchers.

Wrap Up

This foundation sets the stage for effective implementation, meaningful data collection, and outcomes that reflect the community’s expertise and priorities. Key activities to plan research include the following:

Develop research questions.
Identify the target population for data collection.
Determine the types of data to collect.
Select data collection methods.
Design data collection tools.
Establish structures for data collection.
Plan for data analysis.
Determine how data will be shared.

Plan Reflection Questions

Explore our plan stage reflection questions to assist you as you develop the research design of your CEnR project.

Plan Resources

These resources provide practical tools and insights to support your work during the plan stage of your CEnR project. Resources are organized by project, with each project labeled according to where it generally falls on the CEnR spectrum. This structure helps you quickly identify relevant examples and guidance that align with your approach.