A good case study is evidence. A case study written in haste, without permission, or with unverifiable figures is a risk — to the partner named in it, and to the publisher itself.
The principle at M2W is simple: publish only when there is written permission to disclose the name and the figures.
Why written permission, not a verbal agreement
The person who agrees today may leave the organization next year. Their successor has no obligation to honor a promise they never knew about. A confirmation email stating the scope of what may be published is enough — no need for a lengthy contract.
With schools, there is another reason: enrollment and partnership figures usually fall under the disclosure authority of school leadership, not the person you directly work with.
Four things that need separate permission
The organization’s name. Many partners are willing to share their story but do not want to be named. In such cases the piece can still be written, simply by describing the type of organization instead of its identity.
Specific figures. Number of students, number of programs, implementation timeline. This is what gives a case study its weight, and also the most sensitive part.
Images featuring people. Photos of students require separate consent, especially when someone is under eighteen. Consent for one purpose does not automatically extend to another.
Quoted statements. A quote should be read back to the speaker in the exact form it will be published, even if it was recorded from an actual meeting.
What to write when publication rights are not yet in place
There are still many useful ways to tell the story without identity: describing the situation by organization type, discussing the process applied and the issues encountered, or presenting the approach without tying it to a specific school.
This type of content is less flashy but often more useful to readers, because it talks about the approach rather than the achievement.
Checks before publishing
Four questions: is there written consent; what does that document permit publishing; can every figure be traced to a verifiable source; and has the named party read the final draft.
If any one question cannot be answered, the piece is not ready — no matter how good the content is.
What not to do to make a piece stronger
Rounding figures in a favorable direction. Merging the results of multiple programs into a single story. Or using vague phrases like “a significant increase” when there is no actual number.
These three tactics make the piece read more smoothly, but destroy the very thing a case study exists to build: trust.
Next Steps
If you are preparing a case study with M2W, a thirty-minute session can review the scope of what may be published and how to present it within that scope.
