Subject recruitment
Respect for Privacy
Unsolicited 'first contact' e.g., cold calling by someone who does not have a prior relationship is not permitted. Whenever patient contact is planned, a caregiver familiar to the patient must make the initial contact at an appropriate time (preferably at a routine clinic visit or during hospitalization) or through the mail to introduce the research project and to solicit their interest by responding either to a stamped addressed response card or by telephone (long distance collect calls or a 1-800 number). The introductory letter may also include a statement that if the patient or parent does not respond to the initial contact within two weeks, a researcher identified by name will follow-up by telephone.
In special circumstances e.g., when children graduate to adult services and the current caregiver is unknown, cold calling may be approved by the REB.
Minimizing Coercion
- Caregiver relationship - Researchers must be sensitive to possible coercion by virtue of their clinical influence over the prospective subject i.e., patients may feel beholden to please their physician by agreeing to do whatever they ask. When feasible, to minimize any possible coercion, another research team member should obtain consent e.g., research nurse.
- Employment relationship - Researchers must be sensitive to the power imbalance created by the employment relationship and the lack of choice some employees may feel when approached by their boss to participate (or have their children participate) in research. For this reason, any recruitment must be at arms length from the employment setting.
Recruitment of Healthy Controls
- Staff Recruits - Researchers must be sensitive to the power imbalance created by employment and the lack of choice some employees may experience when approached by their boss to participate in research. For this reason, any recruitment must be at arms length from the employment relationship.
- Siblings & Friends - Researchers must be sensitive to the possible coercion felt by siblings or friends who are approached to participate in a research project. Relations should not be left strained as a result of the research encounter.
Community Advertisements
All recruitment materials including letters, posters, print, radio and internet advertisements must include version dates and be approved by the REB. In instances where the internet advertisement cannot be printed for submission, kindly include the URL address. Telephone recruitment materials in the form of a telephone script must also be approved.
Multi-study recruitment
Over-recruitment of patients to multiple research studies (especially for patients with chronic conditions), is a concern to the REB. Some clinical divisions and departments have established limits to access. Researchers are encouraged to seek advice or direction from their Research Director on this issue.
Compensation
Study subjects must be compensated for all reasonable out of pocket expenses incurred as a result of their participation. No caps or limits imposed by investigators are permitted.