[TEST] TWE: IS22: RP020: HfLA Website Team Member Informed Consent Documents (18 yrs +): Distribute and Collect

[pandanista]

Dependencies

• TWE: HfLA Volunteer Research Plans and Goals Chart: Create #374
• TWE: Create Research Plan for RP20 #320
• TWE: IS22: RP020: Research Plan Timeline: Create #371
• TWE: IS22: RP020: HfLA Website Team Member Informed Consent Documents (18 yrs +): Create #373

Overview

We need to distribute and collect informed consent documents for RP020 so that we can keep track of the participants who agree to participant in the study. This process only applies to participants over 18 years old.

Resources/Instructions: This section is at the bottom of this issue (scroll to the bottom to view it now). You will be asked to add links to this section while completing the issue.

Tip: Use two windows side by side. One with the issue open and the other one with resource links displayed to avoid back and forth. To prevent loss of work, refresh both windows after each edit.

Action Items

Customize Resource Links

• Customize Resources for Wiki Page Links
  • Go to the wiki page: Research Output Overview (Resources # 1.01)
  • Open the HfLA Website Team Member hyperlink in the Research Documents by User Type section
  • Copy the link of HfLA Website Team Member Research Overview wiki page in your browser and leave the HfLA Website Team Member Research Overview wiki page open
  • Update Resource # 2.01 with the link you just copied. Paste it inside parentheses at the end of the line so it turns into a hyperlink.
  • Go back to the HfLA Website Team Member Research Overview wiki page
  • Go to the Individual research plans section
  • Open the wiki page for RP020
  • Copy the link of the RP020 wiki page
  • Update Resource # 2.02 with the link you just copied. Paste it inside parentheses at the end of the line so it turns into a hyperlink.
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for this Research Plan's Google Drive Folder
  • Choose the "Research by Plan # and name" folder on the shared Google Drive (Resources # 1.02)
  • Right-click on the RP020 folder
  • Choose "Share"
  • Choose "Copy link"
  • Update Resource # 2.03 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for HfLA Website Team Member research's Google Drive Folder
  • Choose the "Research by Participant Type" folder on the shared Google Drive (Resources # 1.03)
  • Choose the HfLA Website Team Member folder
  • Right-click on the HfLA Website Team Member folder
  • Choose "Share"
  • Choose "Copy link"
  • Update Resource # 2.04 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for HfLA Website Team Member's consent documents folder (The consent documents folder could be in HfLA Website Team Member research folder or RP020 folder depending on the consent process)
  • Go to HfLA Website Team Member research's Google Drive Folder (Resources # 2.04)
  • Check and see if there is a folder for HfLA Website Team Member's consent documents
    • If yes
      • Right-click on the HfLA Website Team Member's consent documents folder
      • Choose "Get Link"
      • Choose "Copy link" and "Done"
      • Update Resource # 2.05 with the link you just copied. Paste it inside parentheses at the end of the line.
      • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
    • If no
      • Choose RP020 folder (linked in Resources # 2.03)
      • Locate the consent document folder in RP020 folder
      • Right-click on the consent documents folder
      • Choose "Get Link"
      • Choose "Copy link" and "Done"
      • Update Resource # 2.05 with the link you just copied. Paste it inside parentheses at the end of the line.
      • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for HfLA Website Team Member's Research Informed Consent Overview Google Doc
  • Open the HfLA Website Team Member's consent documents folder (linked in Resources 2.05)
  • Locate the HfLA Website Team Member's Research Informed Consent Overview Google Doc
  • Choose "Share"
  • Choose "Copy link"
  • Update Resource # 2.06 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resources for HfLA Website Team Member's Informed Consent Form (both the responder link of the Google Form and responses spreadsheet link)
  • Open the HfLA Website Team Member's consent documents folder (linked in Resources 2.05)
  • Locate the HfLA Website Team Member's Informed Consent Form (in Google Form format)
  • Choose "Share"
  • Choose "Copy responder link" and "Done"
  • Update Resource # 2.07 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Locate the HfLA Website Team Member's Research Informed Consent Form for Surveys/Interviews (Responses) (in Google Sheet format)
  • Choose "Share"
  • Choose "Copy link"
  • Update Resource # 2.08 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for HfLA Website Team Member's Research Consent Email
  • Open the HfLA Website Team Member's consent documents folder (linked in Resources 2.05)
  • Locate the HfLA Website Team Member's Research Consent Email Google Doc
  • Choose "Share"
  • Choose "Copy link"
  • Update Resource # 2.09 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

Identify and confirm the participants and consent collection timeline

• Check for participants' info from documents saved in RP020's folder (linked in Resources # 2.03)
  • Check for interview session table, participant list, and etc. in the folder if the research process is done retroactively; check in with UX, Product, and Org Rep if no info is available yet
• Check RP020's folder on PII drive if needed (UX lead needs to add the assignee to the PII drive to ensure access)
  • Check for interview session table, participant list, and etc. in the folder if the research process is done retroactively; check in with UX, Product, and Org Rep if no info is available yet
• Confirm with UX, Product, and Org Rep on the participants
• Retrieve their contacts (i.e. email addresses) from the Product team and/or Org Rep
• Identify the timeline either from research plan saved in RP020's folder (linked in Resources # 2.03) or with the UX team, Product team, and Org Rep
• Confirm the timeline for distributing and collecting consent
• Once timeline gets confirmed, we are ready to distribute and collect participants' consent

Distribute, Collect, and Track Participants' Consent

• Log in the internship@hackforla.org's Google account in a separate Chrome/browser profile window (you do not want to cross-contaminate this process with your personal Google account profile) so you can access the Gmail in the next steps
  • If you are not sure how to do this, use the following steps to log in:
    1. Log into 1password (Resources # 1.04)
       • Refer to the guide linked in Resources # 1.04.01 if you are unsure about any of the following steps
    2. Choose internship-UI/UX vault
    3. Choose login info for internship@hackforla.org account
    4. In your Chrome web browser, select your Google Account profile picture in the top right corner
    5. Under "Other profiles", choose "+ Add"
    6. A "Set up your new Chrome profile" window will pop up. Choose "Sign in"
    7. Copy and paste the internship@hackforla.org login info from 1password vault to set up your new profile. Resources # 1.04.01 has step-by-step instructions to guide you through this.
    8. Once logged in, choose "Gmail" among the Google apps listed under the profile
• Personalize the consent email drafts (linked in Resources # 2.09) in internship@hackforla.org's Gmail account: either by doing mail merge, or by adding each participant's first name in the email body and their email address in the recipient line
• Review the consent email drafts to make sure the consent forms and consent overview docs are correctly linked
• Send out the consent emails
• Check back in 3 business days to see the responses in Resources # 2.08
  • If there are missing responses, send a reminder email using the existing email thread
• Once the consent has been collected, notify the UX lead
• UX lead moves the signed consent forms to the HfLA Internship's PII drive
• UX lead removes the assignee from the PII drive
• Final product sign-off

Resources/Instructions

Resources for creating this issue

1.01 Wiki: Research Output Overview
1.02 Google Drive Folder: Research by Plan # and name
1.03 [Google Drive Folder: Research by Participant Type
1.04 1password
1.04.01 Guide: Log into a Google Account with 2-Step Verification Using 1Password If this is your first time logging into Internship's private drive, please follow the instructions to log in.

Resources gathered during the completion of this issue

2.01 [Wiki: HfLA Website Team Member Research Overview]
2.02 [Wiki: Research Plan 020]
2.03 [Google Drive Folder: RP020]
2.04 [Google Drive Folder: HfLA Website Team Member Research]
2.05 [HfLA Website Team Member Consent Docs Folder]
2.06 [TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Overview]
2.07 [TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Form for Surveys/Interviews] This consent form is for participants over 18
2.08 [TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Form for Surveys/Interviews (Responses)] This consent form is for participants over 18
2.09 [TWE: IS22: RP020: HfLA Website Team Member Research Consent Email]

[pandanista]

Next steps:

• This issue is a test issue (step 3) for the template for distributing and collecting consent forms
  • Step 1 (and step2b) for testing is the issue template draft for distributing and collecting consent: TWE: Create Template Issue: TWE: Research: Consent Forms: Distribute & Collect (for participants over 18) #715
  • Step 2a is the test set up: Research: Test: Issue Template: Research: Distribute & Collect Informed Consent Documents (18 yrs +) #716
• However, the testing can't be done due to dependencies.