Recruitment and Advertisement Material Guide

Recruitment

Recruitment materials are any materials used to inform and invite potential participants to join a research study or other activity. The materials should provide enough information for potential participants to determine their eligibility and interest in participating.

Types of recruitment material include:

Print Materials:
Posters: Visually engaging posters can be displayed in high-traffic areas to catch attention.
Flyers/Brochures: These provide more detailed information about the study or activity.
Handouts: Useful for providing concise information and contact details.
Newspaper/Magazine Ads: Can be used for wider reach, especially for studies targeting specific demographics.
Digital Materials:
Email Solicitations: Targeted emails can reach specific groups of people.
Social Media Ads: Platforms like Facebook and Instagram can be used to reach a broader audience.
Online Advertisements: Websites and online platforms can host recruitment materials.
Webpages: Dedicated webpages can provide comprehensive information about research studies.
Other Methods:
Verbal Scripts: For in-person recruitment efforts.
Radio/Television Announcements: Can be used for wider reach.
Press Releases: Can be used to announce research findings or recruitment efforts.
Listers: Email lists can be used to reach specific groups of people.
Word of Mouth: Encourage participants to share information with others.

Advertisements used to recruit research subjects should state only the information needed for prospective participants to determine their interest and eligibility. The following items must be included in the advertisements:

The name and contact information of the principal investigator and/or research team
The condition under study and/or the purpose of the research
A statement that the volunteers are being recruited for “research” purposes (not just ‘a survey’ or ‘a study’)
A summary of the criteria that will be used to determine eligibility for the research study
IRB approval status (for example, “this study has been approved by the CSS IRB”)

The following information may be included in the advertisements, but is not required:

A brief list of participation benefits, if any; provide a straightforward and truthful description of the benefits, not state or imply a certainty of favorable outcome or the time or other commitment required of the subjects
A brief description of the risks
A description of any compensation or reimbursement that may be provided. Statements regarding compensation or payment must not be bolded, enlarged, or use other methods of emphasizing payment (i.e., dollar signs, pictures of gift cards) and should not be the header or lead sentence in the recruitment item; ● The location of the research.
A date when the flyer should be removed.

Recruitment – Within The College of St. Scholastica

Direct advertising or recruitment refers to any activity that solicits research participation directly from potential subjects. Federal regulations (45 CFR 46.111) require that the IRB review all research documents and activities that have a direct impact on the rights and welfare of the human subjects in the proposed research and must ensure that subject selection is fair and equitable. Advertisements and recruitment material are considered the first step of the informed consent process and are used to meet a project’s recruitment need for research participants.

All recruitment materials must be reviewed and approved by the CSS Institutional Review Board (IRB) before they are used.

Recruitment – Outside The College of St. Scholastica

When research procedures, including recruitment, occur outside of the College of St. Scholastica, the first assessment to be made is whether the collaborating site is engaged in research. Determination of engagement is made by the CSS IRB.

A party is “engaged in research” if it (or its employees, staff, or agents) has a key role in designing the research, conducting the research, analyzing and interpreting the results, or gaining informed consent from human subjects.

OHRP - A New Interpretation of the “Engaged in Research” Standard (https://www.hhs.gov/ohrp/sachrp-committee/recommendations/attachment-d-july25-2022-letter/index.html).

If the collaborating site is engaged in the research, then permission to conduct research at the site must include the following:

The participating persons at the external site must be included on the IRB application and provide documentation of CITI training.
If the collaborating site has an IRB, the collaborating site must provide documentation of their IRB’s approval or formally cede their IRB review by providing a reliance agreement. See SOP #19 on Cooperative Research for more information.

If the collaborating site is not engaged in the research, then permission to access the location must be obtained from the site as described below:

Written or verbal site authorization is required for posting of a flyer/brochure on a public bulletin board. Documentation must be kept with the investigator’s research files and with the CSS IRB.
Written site authorization is required for posting of a flyer/brochure on a private bulletin board. Documentation of site authorization must be kept with the investigator’s research files and with the CSS IRB.
Written site authorization is required for physically recruiting at any location. Documentation of site authorization must be kept with the investigator’s research files and with the CSS IRB.

External Investigators Who Want to Recruit on the CSS Campus

Investigators who are unaffiliated with CSS but wish to recruit research participants on the CSS campus must request permission from the CSS IRB.

The recruitment should be emailed to the CSS IRB (irb@css.edu) request must include the following:

A memo describing the research recruitment activity and why the CSS population has been selected for recruitment of participants.
The letter of IRB approval for the project and their Federalwide Assurance (FWA) agreement.

For postings in general, see the CSS Students Activities Office poster policy here. For postings in on-campus residential areas, contact the Residential Life office at reslife@css.edu

External investigators should:

Contact the IRB
Review IRB Guidelines
Obtain Approvals
Comply with FERPA
Understand Campus Policies

Guidelines for Faculty/Staff Distribution of Recruitment Emails

Faculty and staff may receive requests to distribute recruitment emails for external research studies. Approval from the Student Activities Office is not required if the recruitment is directed only to a limited number of individuals affiliated with CSS (e.g., a specific class, lab group, or department) and not to the greater CSS student population.

The IRB reserves the right to have requests for permission to recruit on campus go to the full board for review and approval, should the Chair decide that the nature of the study requires the independent scrutiny of the IRB to protect its students, faculty, and employees.