Contracted Data Collection Consultation and Analysis Services Policy for Virginia Public Access Project (VPAP)

This comprehensive policy establishes guidelines for VPAP to accept and conduct contracted data collection consultation and analysis projects while maintaining our nonpartisan integrity and organizational mission. A summary of findings for adopting this policy can be found here.

Purpose and Scope

The Virginia Public Access Project (VPAP) recognizes the value and potential revenue opportunity in providing contracted data collection consultation and analysis services to external organizations, including those with specific policy interests. This policy establishes a framework that allows VPAP to leverage its technological and data analysis capabilities while maintaining its nonpartisan reputation and organizational integrity. The policy applies to all contracted data collection consultation and analysis services performed by VPAP for external clients.

Policy Objectives

  • Maintain VPAP's nonpartisan status and reputation for objective information
  • Establish clear criteria for accepting contracted consultation and analysis projects
  • Define standards for consultation methodology and analysis execution
  • Ensure transparency in client relationships and project outcomes
  • Create a sustainable revenue stream through contracted services

Guiding Principles

VPAP's contracted consultation and analysis services shall adhere to the following core principles:

  1. Nonpartisanship: All consultation and analysis will be conducted with methodological rigor and without political bias, regardless of the client's policy goals or partisan orientation.
  2. Objectivity: Consultation on data collection methods and subsequent analysis will follow professional standards that allow for third party verification.
  3. Transparency: The nature of contracted projects, including funding sources, will be disclosed appropriately to maintain public trust.
  4. Independence: VPAP will maintain complete intellectual independence in consultation, data analysis, and reporting of findings.
  5. Factual Accuracy: All products will prioritize factual accuracy and comprehensive presentation of relevant data, allowing audiences to form their own conclusions.

Criteria for Accepting Contracted Consultation and Analysis Projects

VPAP will evaluate potential contracts based on the following criteria:

Project Eligibility

  1. The project must involve consultation on data collection methods and/or analysis that aligns with VPAP's technological and analytical capabilities.
  2. The project's core purpose must be the development or presentation of objective information and not intended to result in a pre-ordained policy outcome.
  3. The project must allow VPAP to maintain methodological independence in consultation and present findings in a comprehensive, factual manner.

Client Considerations

  1. VPAP may accept contracts from organizations across the political spectrum, including those with explicit policy goals.
  2. The client must agree to VPAP's independence in consultation and analysis, and not attempt to influence findings to support predetermined conclusions.
  3. VPAP will not accept projects that require incomplete data presentation or selective analysis designed to support a partisan narrative.

Consultation and Analysis Methodology Standards

All contracted consultation and analysis projects will adhere to rigorous methodological standards:

  1. Consultation on data collection must support objective inquiry and comprehensive analysis of the subject matter.
  2. Advised data collection methodologies must be transparent, replicable, and designed to minimize bias.
  3. Analysis must present a sufficiently full and fair exposition of the relevant facts to enable the public or an individual to form an independent opinion or conclusion.
  4. Limitations of the data collection methods and analysis, including potential data gaps or methodological constraints, must be clearly acknowledged in all reports and presentations.

Transparency and Disclosure Requirements

Client Disclosure

  1. VPAP will maintain a publicly accessible record of all external clients and general project descriptions.
  2. All published analyses will clearly identify the commissioning client and the nature of VPAP's contractual relationship.
  3. Financial terms and the existence of the financial relationship must be disclosed.

Findings Disclosure

  1. VPAP retains the right to publish all analysis findings.
  2. Clients cannot require VPAP to suppress findings that contradict their policy positions or preferred narratives.

Project Review and Approval Process

Initial Review

  1. The Executive Director will conduct a preliminary assessment of all proposed contracted consultation and analysis projects.
  2. Projects that clearly meet the criteria established in this policy may proceed to contract negotiation.
  3. All projects and contracts must be reviewed by the Governance Committee and approved by unanimous vote.
  4. Projects not approved by the Governance Committee by unanimous vote will be escalated to the Board for review and approval by two-thirds vote.

Financial Considerations

Pricing Structure

  1. VPAP will establish standard rates for various consultation and analysis services based on market rates and internal costs.
  2. Pricing will be consistent across client types regardless of political orientation or policy goals.
  3. VPAP may offer discounted rates for nonprofit organizations, academic institutions, or other mission-aligned entities at the discretion of the Executive Director.

Revenue Allocation

  1. Revenue from contracted services will be tracked separately in VPAP's financial reporting.
  2. A percentage of contract revenue (to be determined by the Board) will support VPAP's core nonpartisan mission activities.

Project Management and Implementation

Project Teams

  1. The Executive Director will assign appropriate staff to contracted consultation and analysis projects based on expertise and capacity.
  2. Project teams will operate independently from client influence in matters of methodology and analysis.
  3. Regular progress updates will be provided to clients as specified in the contract.

Quality Control

  1. All consultation advice and analysis products will undergo internal peer review to ensure methodological rigor and factual accuracy.
  2. The Executive Director will conduct a final review of all analysis products before delivery to clients.

Publication and Distribution of Analysis Findings

Ownership and Publication Rights

  1. Unless otherwise specified in the contract, VPAP retains the right to publish all analysis findings, data visualizations, and analyses developed during contracted projects.
  2. Clients may receive exclusive access to findings for a defined period (typically not exceeding 30 days) before public release.
  3. VPAP will maintain an archive of all completed analysis projects accessible to the public when appropriate.

Distribution Guidelines

  1. Analysis findings may be distributed through VPAP's website, publications, and other channels with appropriate client attribution.
  2. When clients distribute or cite VPAP analysis, they must maintain the integrity of the findings and not selectively present information in a misleading manner.
  3. Any distribution of VPAP analysis is subject to VPAP review and approval.

Conflict of Interest Provisions

  1. Staff members involved in contracted consultation and analysis must disclose any potential conflicts of interest with the client or subject matter.
  2. Board members with connections to potential clients must recuse themselves from approval decisions for those projects.
  3. VPAP will not accept contracts that create actual or perceived conflicts with its core nonpartisan mission.

Policy Review and Amendment

  1. This policy will be reviewed annually by the Board to ensure it continues to serve VPAP's mission and values.
  2. Amendments to this policy require Board approval.
  3. The Executive Director will maintain documentation of all policy applications, including projects accepted and declined, to inform future policy revisions.