Researcher Registration and Search Process

1. Researcher Registration and Search Process Welcome to the ResearchMatch Researcher Training. Your session will begin shortly. Version 3/13/2014

2. Definitions Used Today • RM: ResearchMatch.org ResearchMatch.org/researchers/ • Researcher: person who has been given access to use ResearchMatch.org for recruitment: Principal Investigator or Proxy (individual who is IRB authorized to recruit for the study) • Institutional Liaison: person at your institution who reviews your access into the RM system • Dashboard: The “homepage” for the researcher upon logging into RM (after registration into the system) • Feasibility Access: Researcher who has been approved to use RM for searching aggregate registry information • Recruitment Access: Researcher who has been approved to use RM for contacting potential volunteers using the RM system. • Contact Message: The information a researcher sends through the RM system to matched potential volunteers

3. Getting Started - Register Click Researcher Tab at top of RM website page. Click Register Now

7. Email to Researcher from RM… (Institutional Liaison is copied on email) Login here Need help? Register for training here

8. Enter your basic contact information & create a unique username & password

9. Choose Preferred Access Type: Feasibility access option – Clicking “Next” completes registration for feasibility access only. Identifiers Suppressed

10. Questions?

11. Researcher Dashboard- Recruitment This Dashboard shows Feasibility Access Only – a researcher can “add new study” when ready with IRB approval for recruitment.

12. Recruitment Request

13. Add a Study – Specify your role:Select: I am the PI… orI am not the PI…

14. If you are the proxy researcher – include the PI contact information

15. Add Study Information and upload IRB letter of ApprovalNote that your site specific instructions are available in 2 locations: within the “requirements” hyperlink and on the menu tab. You may upload only onesingle document thus if your site requires multiple documents, you will need to merge these into a single file.

17. How are new study personnel added to an existing study? Existing Study • New study personnel can register in RM as a proxy researcher. • When the new researcher adds a study, the IRB number is examined by RM system.  If another exists, a prompt is displayed automatically that asks if the researcher wants to join that study, the new researcher would reply “yes” .

18. NOTE: The PI of the study will be notified by email each time new study personnel requests access to join a study. The PI will need to confirm that the named proxy is indeed part of the study team before the liaison can grant access.

19. Your Dashboard – Menu, RM stats, liaisons, your studies, add new study .. ………… 30,547

20. Example of auto-email that researcher receives once liaison ‘confirms’ their recruitment access request. Until researcher acts upon this request (e.g. “self-validation), they will not have recruitment access for this study.Self-Validation is a 2-Step Process The researcher MUST click accept in order for their username & password to be enabled with the recruitment access for that study. Step 1

21. Researcher must confirm choice after making their selection within the auto-email from do-not-reply@researchmatch.org Step 2: Redirected to ResearchMatch site where you confirm your selection. Final display message indicating self-validation occurred.

22. PI also receives an email to allow researcher access. PI must click AUTHORIZE ACCESS in the body of the email. This is a two step process. Click AUTHORIZE ACCESS will bring PI to RM site. The PI does not need to login. It will open on the Accept yes page.

23. PI must click yes and the message below appears.

24. Questions?

25. Researcher Search Builder-Recruitment Search Process- ResearchMatch.org

26. Ready to find Volunteers? Click find Volunteers

27. Step 1. Select type: Choose feasibility vs. recruitment search. Feasibility shows counts rounded to the nearest 10 and does not allow any ability to contact volunteers.

28. Upon selecting a Recruitment Search, the researcher is shown a list of instructions.

29. Step 2. Location: Narrow search by vicinity of volunteer to your location of interest

30. Example – Step 2.

31. Anytime after Step 2: option to save search

32. Name Your Search or Overwrite an existing search and click save.

33. Step 3. Demographics: Enter basic inclusion/exclusion criteria from the following fields.

34. Example – Step 3 Search by age. Example – Step 3 Age criteria entered

35. Step 4. Conditions: If applicable, enter healthconditions of interest as inclusion/exclusion criteria or search for healthy volunteers.

36. Step 4. Conditions: Specify Condition Set #1 Specify condition 1 and Start typing condition HIV

37. Step 4. Conditions: Specify Condition Set #1 “OR” This modal will pop up showing what you searched for as well as, search terms that may be related. Here we only want HIV. Check HIV No meications No medications rmrmr Rmrmr Rmrmr Rmrmr rmrmr

38. Step 4. Conditions: If applicable, enter healthconditions of interest as inclusion/exclusion criteria or search for healthy volunteers. Specify Condition Set #1 “OR” EX: Click Condition Set #1 again and select HIV Positive No meications No medications rmrmr Rmrmr Rmrmr Rmrmr rmrmr Or you can choose Exclude a condition which follows the same process

39. Step 4. Conditions: Specify Condition Set #2 ‘AND’ EX: Click Condition Set #2 and type HIV Infection Click View Instructions and box will pop up with information.

40. Step 5. Medications: If applicable, entermedications of interest as inclusion/exclusion criteria or search for individuals that have reported taking no medications. Step #5 follows the same principal Set #1 = OR Set #2 = AND Or EXCLUDE a medication 135

41. Example – Step 5 Choosing Medications

42. Step 6: Targeted Questions This step involves the RM volunteer responses from the Condition Specific Sub-Registries we are adding to ResearchMatch. We hope this may more precisely match a volunteer to a researcher for that condition. There are currently 7 Sub-registries on ResearchMatch and more sub-registries will be added soon! You can find the sub-registries on your dashboard. For our example, let’s choose CSSR Autism.

45. Step 7. Finish Search: View anonymous health profiles to finalize list of potential ‘matches’ to contact with the study’s initial recruitment message. Researchers can view any additional entries or comments that volunteers voluntarily included in their ResearchMatch Volunteer profile (optional entry). View profiles: Age, BMI, conditions, medications We’ve found 135 results based on your search.

46. Step 7a. Finish search: Selecting Volunteers: by hand, randomly, auto contact You can select matched volunteers by hand OR The random selection feature allows a researcher to minimize selection bias by randomly selecting a subset of volunteers to receive the recruitment message. When the researcher is ready to contact more volunteers perform a repeated search (from saved search), and select additional volunteers from the remaining pool without fear of re-contact due to ResearchMatch’s embedded functional capacity to keep track of who’s been contacted. We’ve found 135 results based on your search.    out of 135 volunteers.

47. Step 7b. Finish your search: Select volunteers by hand or use the auto-contact Auto-contact rules are used to automatically notify volunteers who “match” requirements for IRB projects at the time of volunteer registration. Auto-contact rules require inclusion/exclusion filtering criteria and IRB approved message language. Rules may be registered to run for up to 30 days, then may be extended using the Manage Auto-Contact module. We’ve found 135 results based on your search. out of 135 volunteers.

48. Steps 7-8. Prepare to contact volunteers, Enter and preview message Enter researcher IRB approved message (up to 2000 characters)

49. Example – Step 9 Email preview Scroll down to view Researcher message

50. Steps 9. Certify & Preview an Contact Volunteer You’ll be contacting 135volunteers by email for your study