Recruitment Standard Operating Procedures Power

Basic Recruitment Policies for Research
 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
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
 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
 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
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
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
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
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
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
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
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
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
 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
 Any expressed or implied claim that the
research will improve the subject’s medical
 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
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!
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