Overview

This procedure ensures participants qualify for fMRI and/or EEG studies administered by the lab. The procedure focuses on both safety and data quality. Participants are screened for inclusion criteria per IRB standards, including no contraindications for fMRI scanning or EEG recording and verifying specific demographic characteristics. We use two main recruitment workflows described below.

Recruitment Workflow:

• Recruiting from the IRB approved Qualtrics Survey
  • Step 1: Participants complete an IRB-approved screener survey hosted on the UC Davis Qualtrics account.
  • Step 2: Review responses for participants who meet the inclusion criteria.
  • Step 3: Contact qualifying participants by phone. Follow the phone call procedure:
    • If Participant Declines: Thank them and end the call.
    • If Participant is Interested:
      • Verbally ask all questions from the IRB-approved screener.
      • Do NOT record responses (no written, audio, video, or digital records).
      • If responses meet all inclusion criteria, invite them to participate in the study; otherwise, thank them and end the call.
  • Step 4 (fMRI studies ONLY): In-person screening at IRC: Administer the printed screener form, complete all items, obtain signatures, and verify no contraindications to scanning. Place signed forms securely in the metal lockbox.

Recruitment via Word-of-Mouth or Flyer

• Step 1: Participants may contact us after seeing the study flyer or hearing about it from others.
• Step 2: Direct participants to either:
  • Option A: Complete the IRB-approved screener on Qualtrics.
    • Start at “Step 2” in the “Recruiting from the Qualtrics Survey” procedure, above
  • Option B: Participate in a phone call
    • Start at “Step 3” in the “Recruiting from the Qualtrics Survey” procedure, above

Data Security and Compliance

Data Management Rules

• Do NOT ask screening questions via text message or email.
• Data about participants should only be stored in two locations:
  • On the IRB-approved Qualtrics survey
  • (fMRI ONLY) On the printed screener form, which must be placed in the metal lockbox at the IRC after completion.
• It is OK to use phone, text, or email to schedule screener phone calls or study data collection time slots.

Temporary Data Download Instructions

If data needs to be temporarily downloaded from Qualtrics to assist with recruitment, follow these steps:

• Only Download to:
  • A lab-administered workstation or laptop
  • A personal device that meets UC’s security standards: password-protected, encrypted, up-to-date antivirus, and not shared with unauthorized users
  • Do NOT use a public computer
• Immediately Delete Data After Use:
  • Once the recruitment process is complete, ensure all downloaded data is permanently deleted.
  • Do NOT upload data to any cloud service or personal storage platform other than Qualtrics.

Reporting and Modifications

• Report any deviations from this procedure to Richard immediately, such as any accidental storage of participant data outside approved locations.
• Approval Required: Any changes to this procedure must be reviewed and approved by Richard before implementation.

Important Reminders

• Compliance with UC Standards: This procedure aligns with UC’s data security and integrity standards, including protections for sensitive data. If you have any questions, see UC’s Minimum Security Standards.
• Compliance with UC Data Classifications: This procedure aligns with UC’s data classifications and protection levels and electronic information security policies.
• Data Security is Critical: Please review and follow these instructions carefully to ensure participant data remains secure and compliant. If you are unclear about your responsibilities, or any of these policies or procedures, please contact Richard immediately.