Basic Recruitment Policies for Research Assistants.
Purpose:
This SOP will address several basic lab functions that are required of Undergraduate RAs (Research Assistants) and how they should be properly performed. Responsibility: It is the responsibility of everyone who works in the INL (Integrative Neuroscience Laboratory) to know how to complete these tasks.
RAs are to open the weekly report excel file and make sure their name, photo and information are all correct. At the bottom of the excel file, select the current week in the semester. Fill out hours worked using the military clock format. Fill out all four sections regarding weekly activities; be specific and thorough so that individual contributions will be noted and acknowledged. Make sure to brainstorm and list improvements to make in the next week. Email the weekly report in excel format to: PI: David Gilbert, PhD –
[email protected] Lab Coordinator: Norka Rabinovich-
[email protected] Recruitment Coordinator: Erin Greene –
[email protected] Individual Direct Supervisor (s) for Spring 2011 Matt Picchietti -
[email protected] Gus Diggs –
[email protected] Ashley Parker –
[email protected] Nathan Wachter –
[email protected]
Make sure the subject of the email includes a full name and the week of the report. Use feedback given to apply to next week’s progress.
Recruitment
materials are available in the front bookshelf next to the recruitment office. For example, matchbooks are either packaged in groups of 15 or individually. All lab members are expected to have recruitment materials on them at all times. Introduce self and affiliation with the lab. Give them recruitment material. Ask if they would like to know more about any projects Tell them to call the lab number if interested. State that the screening process is confidential.
Thank
them for their time.
Pick up receiver When placing a local call, dial “9” and then the phone number (without area code). Local city codes include Carbondale (351,457,529,549) Carterville (985) Cobden (893) De Soto (867) Elkville (568) Herrin (942, 988) Murphsyboro (684,687) Royalton (984) When placing a long distance call (city code does not begin with any of the above combinations), then they must dial ‘819311’ and then the phone number including the area code. (Ex. 819311 + area code + phone number.)
Message Taking
This
SOP describes the steps lab members are required to use when taking a phone message. It is the responsibility of all lab members to understand how to answer the phone and take a message properly.
The telephone rings, pick up the receiver and answer it. Greet the caller by saying: “Thank you for calling the SIU Smoke lab this is *insert name* how can I help you?” Wait for a response from the caller, i.e. “I am interested in participating in a research study.” If a member of the recruitment team is in the lab, please transfer the caller to a recruitment member to be screened. If not, proceed to step D. Reply to the caller, “That’s great we are currently recruiting for several studies, do you know which one you might be interested in participating in?” The caller will reply with what research they are interested in, write that down on a message notepad. If the caller is unsure make a note that they are unsure which one they are interested in. Once the answer is given, then reply: “In order to find out whether or not you qualify to participate in any of our studies we will first have to screen you over the phone. The screener usually takes ten minutes, what is the best date and time for our recruitment team to contact you?” The RA who answers must make sure that they legibly write both the best date and time to call them back on a message notepad. If the caller is unwilling to give a name or code name, just leave the name space blank. Ask the caller for the best phone number to reach them at, record the number and then read it back to the caller to ensure that everything is written down correctly. Thank the caller for their time and let them know what they will be hearing from us soon. Say goodbye and hang up the phone. Ensure that the message is written legibly and take it to the recruitment coordinators office, LSII 278I, placing it face down on the message spindle.
Phone Screening- It is important that you know how it is done, but only members of the recruitment team should be phone screening.
Purpose: To ensure accurate and consistent phonescreening of potential research participants of the INL (Integrated Neuroscience Laboratory) Recruitment team in accordance with the Human Subjects Committee guidelines Responsibilities: RAs (Research Assistances) who utilize phone-screening procedures as a professional yet confidential tool to determine eligibility of potential participation in present and future research studies within the INL. RAs must ensure that the entire process from the very first phone call received from the potential participants to any future communication afterwards (i.e.: phone call, email, etc.) is handled professionally and efficiently while keeping the highest level of confidentiality
All RAs shall make sure that they have the Microsoft Access file “Phone Screener” opened on their individual computer of use. Whenever the phone rings inside the Lab, any RA is expected to answer it. The approved Lab phone greeting is: “Thank you for calling the Smoke Lab. This is ___. How may I help you?” If the call indicated that he/she is interested in a study held in the Lab, then the reply should be: “That’s great. We are currently recruiting for several studies; do you know which one you are interested in participating in?” Sometimes the caller would know which study they would like to participate in while other do not. Also, the Lab may have no vacancies for additional participants in research. If there are NO vacancies for any of the current studies, the RA would then reply, “I apologize; there are no participant vacancies at this time. However, we are constantly recruiting for various studies so if you are still interested in participating, please call us back in a few weeks to see if we have begun recruiting for new studies.” After responding to their comments and/or questions (if any), thank the caller and hang up the phone. If there ARE vacancies, the RA would proceed to screen them using the Microsoft Access Phone Screener database. It is vital that the RA asks the questions on the Screener database in a clear voice so there is a uniform and concise way that individuals are screened in order to eliminate any potential conflict of interest or anything that can undermine the integrity of the study. Speak in a clear and professional tone at all times while talking to the potential participant. DO NOT use short hand or abbreviations while typing answers into the database; this action will possibly confuse anyone else reading over the notes and will thus undermine the integrity of the study.
Once the RA has completed all of the questions on the database to the caller, he/she then replies: “At this time, I will submit your answers into our computer database, which will compare your answers to our study requirements. This will determine whether you are eligible to participate in any of our research studies.” Then, after the database compares the answers concerning their lifestyle and medical background with the requirements of participation, the RA may then determine whether the caller is qualified to come in and meet with a researcher. If the caller IS initially eligible, the RA will respond: “At this time, you meet the requirements for this study and we would like to schedule an orientation appointment so you can come in and meet with one of our researchers.” If the caller is NOT initially eligible, the RA will respond: “After reviewing the answers to your phone interview, you are not eligible to participate in our research study at this time. However, we do recruit for various studies over the course of the year. So, if you are still interested to participate in a research study, please give us a call back and we will conduct a new interview for any new studies at that time.” Thank the caller for their time in either situation before hanging up the phone. Above all, it is VERY important not to reveal the reason of disqualification to the caller. The criteria of the Lab’s studies are confidential and must remain so in order to keep the integrity of the research. The screening process CANNOT be done in person as to protect the Integrity and confidentiality of both the potential participant and the screening process.
If the caller / potential participant is in fact qualified for a research study (i.e.: NIDA5), then they must have an orientation interview and presentation scheduled with the associate lab director. This must be put into the Microsoft Outlook Calendar on the Calendar computer in the LSII Room 278 so confusion and mixed scheduling can be eliminated. The RA must look at the Calendar and consult the other existing appointments of the associate lab director so there would be no scheduling conflict. Initial Eligibility last from 90 minutes (1 ½-2½ hours), and the participant will need to be able to dedicate that full length of time with no significant interruptions (i.e.: meals, appointments, etc.). Where there is a scheduling space found on the calendar, the RA is to make note of those times in order to contact the participant and the associate lab director so they can tell the RA which time/day would be best for their particular time schedules. After contacting the participant and scheduling the orientation time with them, the RA must put the time of their appointment into the Calendar. They must ender the study the participant is joining, their codename, date and time, and what kind of appointment it is. {I.E.: N5 Rocky 22311 2-4 PR W/NR. [Study NIDA5; Codename “Rocky”; Time of Appointment 2-4p.m.; Presentation w/(initials of presenter).]}
Other projects are currently using Duoserve Calendar system which can be accessed on eight lab computers. The format is the same as in the Outlook Calendar; however, the abbreviation for an appointment will be “OR” and the researcher conducting the appointment will be assigned by whoever is coordinating the study. (I.E.: ASTC Rocky 22311 2-4 OR.) Once the appointment is made on the Outlook Calendar, the RA must print out the phone-screener worksheet using the Microsoft Access PhoneScreener database. To access this, click on the “Accepted Review” file and access the specific codename within the file. When the RA is printing out a specific Phone Screener worksheet, they MUST specify which page they would like printed on the Print screen or they will be processing hundreds of pages to print. Once the screener is printed out, the RA will need to file it away in the cabinet containing the information on each individual. These file cabinets are locked to protect the confidential information of which they contain. The RA MUST make sure they file the Screener worksheet correctly and under the right date. NIDA5 files need to be further protected by being placed inside a labeled folder. The RA must fill out the information at the top of the cover folder so that they can be easily identifiable to the interview.
Once the file is returned to the cabinet and secured, the RA must email the participant to confirm the appointment date and time, as well as send them directions to the Lab and additional instructions for things to do before the interview process itself. A copy of the standard email form can be found in the Recruitment documents folder located on the Public Drive. There is also a draft of the email saved in the Smoke Lab’s webmail account in the folder entitled “Drafts. Refer back to the original Screener worksheet to ensure the correct email address is used. Before sending the email, however, the RA must change the information in the Draft email to include accurate time and date of the appointment as well as directions to the Life Science II building and the Lab itself. Do not include codename in the email. The subject line of the email must include a note for the participant to reply to the email so that the researcher confirms that it has been received and the information affirmed. When sending out any emails to participants the RA must “CC” the associate lab director so the appointment time can be confirmed by all parties. Once the participant emails back and confirms that they had reviewed the information and everything was correct, the screening and appointment process for the individual participant is complete.
Recruitment Materials Posting Policy
Purpose: This SOP describes the procedures lab members will utilize in the posting of recruitment materials. Responsibility: It is the responsibility of the Recruitment Coordinator and Lab Director to ensure that all recruitment materials including flyers have been approved by the HSC (Human Subjects Committee). It is the responsibility of all member of the INL (Integrative Neuroscience Laboratory) to properly post flyers throughout the community and on campus ensuring the Lab reaches a large pool of potential participants.
Before posting a recruitment flyer please verify with the Recruitment Coordinator that the flyer has been approved by the Human Subject Committee. Refer to the Recruitment of Participants for Research Studies S.O.P. for a list of information that an advertisement for a research study may include. Approved flyers are kept in a spot designated by the Recruitment Coordinator who will ensure that all lab members know where recruitment materials are kept. It is the Recruitment Coordinators job to ensure that everyone in the laboratory has access to current and approved recruitment materials for the purpose of posting and handing out to attract the interest of potential participants. At this time, recruitment flyers as well as adhesives and push pins can currently be found in the entry bookshelf within the INL lab. Once a researcher has a sufficient amount of recruitment material as well as the necessary adhesives, they should proceed to post flyers at approved locations. Approved Southern Illinois University Carbondale Campus Locations are listed on the “On Campus Posting Site” list. See Appendix 1 for this list. When posting recruitment information it is important to never post in inappropriate places and to not interfere with the postings of any other organization. When hanging flyers off campus always consult the business owner or manager before posting in their location. To properly post the flyer use either two push pins or two pieces of adhesive to secure the topmost right and lift corners to the surface you are posting on. Make sure that the posting is centered and even. If a lab member notices a flyer from the INL lab that is outdated or has only a few tables left, please ask to remove the old one and place the old flyer in an appropriate recycling bin. Then, replace the outdated flyer with a new one in its place
Recruitment Booths
Purpose: To ensure that recruitment booths are set up in a professional and standard manner in accordance with HSC (Human Subjects Committee) guidelines. Responsibilities: RAs (Research Assistants) must be informed of the current studies being recruited for and be knowledgeable about study requirements and criteria. They must act polite and professionally at all times while representing the INL (Integrative Neuroscience Laboratory). The recruitment coordinator will make sure that there are enough recruitment materials and sufficient approved signage and advertisements to effectively host a recruitment booth.
The Recruitment Coordinator (or a member of the Recruitment Team) will reserve a date, time and location on campus by conferring with Office Administrator in the SIUC Office of Student Development. Once a booth is reserved for a specific date and time the Recruitment Coordinator will alert all member of the lab (via email, web site announcement, or general lab meeting announcement) of the proper date and time so that they can assist in manning the recruitment booth. On the date of the booth it is imperative that all materials needed (including but not limited to flyers, coasters, matchbooks, candy packets, any signage or decorations, adhesives, push pins, a table and a table cloth) are all gathered and ready to be transported to the locations of the booth. The booth will be set up in an attractive and eye catching way often utilizing bright colors and large banners to garner attention and interest. (Note: All recruitment materials must be approved by the HSC and lab director prior to being handed out.)
The booth will only be manned by members of the INL Laboratory. At no point should anyone not affiliated with the INL Laboratory be involved with the recruitment booth or any aspect of the recruitment process. INL Laboratory members working the recruitment booth should be professionally dressed, friendly and knowledgeable. Any member acting disorderly or rude will be asked to leave the booth. When members are asked about the booth, and why they are giving away the materials, the reply should always be: “We are with the Integrative Neuroscience Laboratory here on campus and we are recruiting for several new studies, if you are interested in learning more about our current studies please give us a call, or visit our website online” At this point the member then hands the inquirer whatever information we are using to recruit for the current study. Typical recruitment booths generally last between 10:00 am and 3:00 pm; once the booth is over the members will help pack up the remainder of the booth and transport the materials back to the INL Lab. This is a great way for the Lab to raise awareness and interest in INL studies on campus and recruitment booths should be hosted every few weeks throughout the semester.
Recruitment of Participants for Research Studies.
Purpose:
To outline the procedures that researchers will use in meeting study enrollment goals while fulfilling ethical responsibilities for protecting the rights and welfare of participants. Responsibilities: All members of the lab are required to utilize the proper techniques to successfully recruit potential participants.
Participants can be recruited from a variety of sources including campus and community postings, newspaper advertisements, support groups, health fairs, recruitment booths (both on and off campus) , referrals, and word of mouth. Refer to recruitment booth S.O.P. for the approved techniques to host a recruitment booth. Refer to flyer posting S.O.P. for the approved procedures to post flyers. The INL Smoke Lab maintains a database of participants and former participants from which researchers and Research Assistants can identify potential participants for new research. If the potential participant is indentified through the Lab database, then the researcher may make phone or email contact with any past potential participants who meet the current study’s criteria. This activity will be overseen by the Recruitment Coordinator and the Research Director who will coordinate study contacts. It is the personal responsibility of everyone in the lab to be constantly recruiting either by word of mouth, by hanging flyers, and/or passing out approved recruitment materials.
Materials directed to participants or the general public with the intent of recruiting participation in research studies must be submitted to the Human Subjects Committee for review and approval. (I.E.: personally-made announcements, advertisements, flyers, phone scripts for screening, oral scripts for consenting participants, newspaper ads, videos, radio and television announcements, bulletin board tearoffs, Internet postings, and posters.) Materials that do not require Human Subjects Committee review include letters to physicians describing the research, medical society newsletters, news stories and public service announcements, and publicity intended for audiences other than participants. In sponsoring research, the individual sponsor must also approve all recruitment material.
Statement that the study involves research. A brief description of the disorder the study is investigating. Eligibility criteria (in summary form). A truthful description of potential benefits, if any, to the subject from study participation. The name of the institution conducting the study. The name and phone number of the person to be contacted for further information.
Any
direct or implied claim that the purpose of the research is to treat the condition or that the study medication is safe or effective. Any expressed or implied claim that the research will improve the subject’s medical condition. Expressed or implied statement that the research is FDA-approved. Use of the term “new” unless modified (i.e.: new research medication, or new investigational medication).
Potential participants who respond to advertisements will be screened to determine whether they meet the inclusion requirements. The telephone script and worksheet used by the recruitment team must be approved and reviewed by the Human Subjects Committee. Any question about eligibility criteria should be referred to the principal investigator. In addition to submitting recruitment materials to the Human Subjects Committee, the Principal Investigator must describe the protocols for which the materials will be used along with any other methods that will be used to recruit participants to the study.
Recruitment rates should be regularly evaluated during the recruitment period with reassessment of the recruitment strategy when enrollment targets are not being met. When there is competitive enrollment, recruitment must be continually reassessed to manage the screening of participants. The Recruitment Coordinator and Assistant Lab Director will keep records of recruitment and will inform the Principal Investigator of any progress in recruiting Participants. Every person who is considered a potential candidate for the study should be entered in the Microsoft Access Phone Screener database. The screener should also indicate whether individuals have enrolled in the study and, if not, document the reason they were disqualified.
Thank you all for taking the time to read over and understand the recruitment standard operating procedures. If you have any questions please do not hesitate to ask!
