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Recruitment Tools Search & Contact Overview
This web page provides an overview of the ResearchMatch Search & Contact workflow from both the Researcher & Volunteer experience.
Step 1. Researcher registers active, IRB approved protocol into ResearchMatch system.
Step 2. Institutional Liaison reviews request and approves if the study is active, has current IRB approval, and is affiliated with UIC in the ResearchMatch network.
Step 3. Researcher receives confirmation email that they have been authorized to recruit for study volunteers via ResearchMatch.
Step 4. Researcher must ‘accept’ this recruitment access confirmation (instructions provided within email message received by researcher once liaison confirms their request).
Step 5. Researcher logs into ResearchMatch with registered username and password.
Step 6. Researcher selects “Search for Volunteers”.
Step 7. In order to search with recruitment access privileges, the researcher must first associate (or link) any given search with an approved, registered protocol in the ResearchMatch system (e.g. any protocol that has been reviewed & confirmed by the Liaison for ResearchMatch use) ResearchMatch provides the researcher with their list of existing protocols in the ResearchMatch system and they must select the one for which they are completing the search. If they select none – they must search with feasibility only access.
Step 8. Researcher proceeds through step-by-step ResearchMatch Search Builder by entering in study criteria (i.e. vicinity from institution or by state, age, gender, BMI, height, weight, race, ethnicity, twin status, conditions vs. healthy volunteer, medications).
Step 9. Upon completing the Search, the researcher with recruitment access is able to view exactly how many ResearchMatch Volunteers meet their criteria along with their anonymous, itemized health profiles (e.g. researcher can view additional information as entered by the Volunteer on the additional information, free text entry page yet is unable to view ANY contact information regarding the Volunteer).
Please note: if the researcher only had feasibility access and thus did not link this search to a specific IRB approved protocol, they would only view aggregate information once reaching this point in the Search that would show an approximate number of ResearchMatch Volunteers that meet this criteria. Itemized, anonymous health profiles are NOT provided for feasibility access.
Step 10. Researcher with recruitment access is able select from the list of possible matches exactly which ResearchMatch Volunteers they wish to contact (e.g. out of the 100 listed, they can select 70 based on reviewing the additional information entries).
Step 11. Researcher proceeds to "Contact Volunteers” page.
Step 12. Researcher reviews directions to enter in IRB approved recruitment language for this protocol. This may be the same information as is printed on a flyer or poster regarding the protocol – the researcher may simply cut and paste this language into the ResearchMatch window.
Step 13. The researcher must confirm that this language they are entering is IRB approved recruitment language for the protocol AND excludes direct study contact information (e.g. If you are interested in this study, please contact Study Coordinator Jane Doe at 1-800-abc-defg or by email at email@example.com) Please note: ResearchMatch will ensure that institution name & city/state of study location is provided to volunteer.
Step 14. Researcher submits message.
Step 15. ResearchMatch immediately routes message to the possible ‘matched’ Volunteers’ email inboxes.
Step 16. Researcher waits for Volunteer response and is shown metrics regarding how many volunteers respond yes, no (and why no) or do not respond. This information is also available to the Institutional Liaison in aggregate.
Step 17. After a Volunteer completes Step 8 (see below) and has responded “Yes”, ResearchMatch will display their contact information in protocol’s Manage Study page, accessible by the researcher. The name of each "Yes"-responding volunteer is accessible here. Contact information may be extracted for the purposes of a mail merge.
Step 18. Researchers are asked to update the “Enrollment Continuum” which allows for them to ‘track’ where the “Yes”-responding are within their study (e.g. Did not contact, consent process, enrolled but did not complete, enrolled and completed). ResearchMatch will be capturing these data in aggregate in order to monitor the effectiveness of ResearchMatch in producing ‘matches’ between Researchers and Volunteers. Volunteers have consented to the collection of this information.
Step 1. Volunteer whose profile was identified as a potential match for a protocol, receives an email from firstname.lastname@example.org notifying them that they may be a possible 'match' for a study.
Step 2. Volunteer opens up email message.
Step 3. Volunteers sees ResearchMatch logo and standard “header” language indicating that a researcher using ResearchMatch believes that they may be a good fit for the protocol listed below.
Step 4. Volunteer reads information regarding the study (please note: this content is exactly what the researcher provides when entering in their IRB-approved recruitment language).
Step 5. Below the protocol information, the volunteer will see a visible Green “Yes” button vs. a Red “No” button. These buttons are ‘quick links’ provided in the email message that allow ResearchMatch to know of the Volunteer’s response to the message.
Step 6. The Volunteer is given directions that should they wish to be directly contacted with the research team affiliated with the study, they may select “Yes”. Should they not be interested, they can select “No” (or not respond).
Step 7. By selecting “Yes”, the volunteer is routed to a ResearchMatch confirmation page where they are reminded that a “Yes” response is authorizing ResearchMatch to release their name, email, address and phone number to the research team associated with the given protocol and thus may be contacted by this study team directly through any of these mechanisms. By selecting “No”, the volunteer is routed to a ResearchMatch page asking for them to share – if they wish - “Why No”. Options will be provided.
Step 8. “Yes” responding volunteers wait to be contacted by research team. Please note that they will be reminded that even by responding Yes, this does not guarantee that the research team will contact them.
(Note - all ‘recruitment’ messages routed from ResearchMatch.org will be from email@example.com and contain a standard header & footer. The header will be an image with the ResearchMatch logo. The footer will contain reference for removing themselves from the ResearchMatch registry + general disclaimer).