TWE: Create Template Issue: TWE: Research: Consent Forms: Distribute & Collect (for participants over 18)

[pandanista]

Overview

We need to create a template issue for TWE: Research: Consent Forms: Distribute & Collect (for participants over 18) so that we have a consistent, transparent, defined, and self-supporting structure for people creating them.

Action Items

Customize this issue

• Customize this issue by adding the Name of Issue Template.
  • Note: An issue template's name is different from the issue title created from the template.
  • Search for TWE: Research: Consent Forms: Distribute & Collect (for participants over 18) by using the browser search (Mac: ⌘+F; PC: Ctrl+F)
  • Replace the keyword string (including text and the brackets) below with the name of your issue template according to the template naming convention: TWE: Role: Direct object: Action verb
    • The role is the primary owner of the issue template (e.g., Research, Design, Product)
    • Direct object should be the item that we're updating or working on (e.g., Wiki, Interviews, Roadmap)
    • Action verb should be the main descriptor of the action items (e.g., Update, Create, Transcribe)

Customize the issue settings (located in right sidebar)

Change the issue settings to ensure the issue is properly categorized and easy to manage.

• Under Assignees, assign yourself.
• Under Projects, choose gear, choose Repository, and choose TWE: Project Board.
• Add the milestone: Project Management
• Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.

Customize template draft

Create a draft of new template, which will be known as our "draft".

• Copy resource 1.01 Content to copy for draft to a new comment on this issue.
• In your draft, fill out the top part (called front matter) with the following information. See resource 1.02 Front Matter Resources section below for definitions and examples.
  • Name
  • About
  • Title
  • Labels
• Define any Dependencies (or remove the dependency section if there is no dependency)
• Customize the Overview section
• Fill out the Action Items section (in your draft) by defining the steps that are required to be done, keeping the following in mind:
  • The person working on this issue might be new to the org, so the issue should be able to be worked on without any prior knowledge
  • If the person needs to add links, or put documents in specific locations, the place where they can do that action must be linked in the resources section
    • The links in the resources section provided by the issue creator should be in the same order as the Action Items
    • Refer to resource 1.03 Example Action Items for Finding Wiki Page and Template for an example of how to write clear instructions that avoid compound steps (steps within a step).
  • Number each resource in the order each resource appears in the Action Items
    • Group resources into numbers and decimals (e.g., Resource 1.01, Resource 2.01)
    • Group the resources based on whether they are available when making the issues or they need to be created from this issue
      • If the resource is available, then group it under the Resources for creating this issue section (e.g., Resource 1.01, Resource 1.02, Resource 1.03)
      • If the resource will be delivered or created from this issue, then group it under the Resource links gathered during the making of this issue section (e.g., Resource 2.01, Resource 2.02, Resource 2.03)
• If documents or folders (sheets, docs, presentations, dashboard, etc.) will be created, find the document template that should be used by checking resource 1.04 WIKI Templates by role pages.
  • If there is a template
    • Add a link to the template into the #### Resources for creating this issue section of your draft
  • If there is no template yet
    • Put a placeholder into the #### Resources for creating this issue section of the draft [TWE: Template Issue: [Role]: Distribute & CollectConsent Forms
• Get sign-off by Product on the draft

If this is for a template draft that needs testing at a later stage, please use the following handoff steps:

• Add feature: template creation (step 1) to this issue
• Once the template draft is finished, assign a team member or yourself to create testing issues
• Once the testings issues are completed, get sign-off by Product on the template draft
• Create or update the template issue on the repo
• Add the link to the new issue template once created to resource 2.01. Find by clicking on the Get started button to the right of the new template listed on new issue page
• Update the appropriate place in the wiki for your template (see resources section)

Resources/Instructions

Resources for creating this issue

• 1.01 Content to copy for draft

Draft of template issue for `TWE: Research: Consent Forms: Distribute & Collect`
---
**name:** TWE: Template Issue: Research: Distribute & CollectConsent Forms
**about:** This issue helps you structure your template issue to be consistent with our other template issues in Consent Forms
** title:** TWE: Research: Consent Forms: Distribute & Collect
**labels:** 'feature: board / google drive / tools, feature: missing, milestone: missing, role: missing, size: missing', 'Participant Type: missing', 'complexity: missing'
**assignees:**

---
#### Instructions for creating this issue
The person who creates this issue should use these links to add links to the resources section and customize this issue
- Customize the issue
    - [ ] Copy and paste entire template text in this issue into text editor (ie., "TextEdit" on _Mac_, "Wordpad" on _PC_)
    - Use Find/Replace (**Mac:** ⌘+F or **PC**: Ctrl+F) to search for and replace the keyword strings (including text and the brackets) below with the appropriate values 
    - [ ] Search for `[Replace`
    - [ ] Replace with whatever the keyword or information is asking for.
- Customize the issue settings (located in right sidebar)
    - [ ] Under Labels, add labels for any labels identified as missing
    - [ ] Remove the corresponding missing labels
    - [ ] Under Projects, choose gear, choose "Repository," and choose TWE: Project Board.
    - [ ] Add the milestone: [Replace MILESTONE]
    - [ ] Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.
- Customize dependencies 
    - [ ] If no dependencies, delete dependency section
    - [ ] If dependencies, add the dependencies (any issue or reason that would prevent the action items from being completed)
- Remove this section.
    - [ ] Delete this section when all the checkboxes above are complete (i.e., the issue assignee will never see this part)

### Dependencies

### Overview
We need to Distribute & Collect Consent Forms for [Replace REASON].

### Action Items
A STEP BY STEP LIST OF ALL THE TASK ITEMS THAT YOU CAN THINK OF NOW EXAMPLES INCLUDE: Research, reporting, coding, etc.

### Resources
#### Resources for creating this issue
- 1.01
- 1.02

#### Resources gathered during the completion of this issue
- 2.01
- 2.02

• 1.02 Front Matter Resources

  Front Matter Fields and Meaning

  • name: (name that appear on the new issue tab)
  • about: (is the description that appears next to the issue template on the new issue tab)
  • title: (the title that appears when the issue is created. User then customizes this title for their issue)
    • Use the naming convention: TWE: Role: Direct object: Action verb
    • If more than one word should go into the direct object spot, use multiple square brackets with the keyword (see example below)
  • labels: (choose the labels that will be the same each time, and choose missing labels for the ones that depend on content)
  • assignees:
  Front Matter Field Example

  • name: 'TWE: Template Issue: Research: Create Roadmap'
  • about: This issue helps you structure your template issue to be consistent with our other template issues in roadmap
  • title: 'TWE: Research: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF RESEARCH METHOD]: Roadmap : Create'
  • labels: 'feature: research', 'feature: roadmap', 'milestone: missing', 'role: UI/UX research', 'Participant Type: missing', 'Research 000: missing', 'complexity: missing'
  • 'size: 0.50pt'
  • assignees: ''

• 1.03 Example Action Items for Finding Wiki Page and Template

  Example Action Items

  ### Action Items
  - Customize wiki page
       - [ ] Go to link 1.01 Internship Wiki, Join the team page
       - [ ] Find wiki page for this issue by looking at role pages.
       - [ ] Copy the link for the wiki page.
       - [ ] Add the link to Resource 2.01
          - [ ] Add the name of the link in square brackets
          - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis
  - Customize document template.
      - [ ] Go to link 1.02 Design Process Overview
      - [ ] Find document template that should be used in this issue.
      - [ ] Copy the link for the template.
      - [ ] Add the link to Resource 2.02
          - [ ] Add the name of the link in square brackets
          - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis
  

  Example Resource Lists

  ### Resources for creating this issue
  - 1.01. [Internship Wiki, Join the team page](https://github.com/hackforla/internship/wiki/Joining-the-Team)
  - 1.02. [Design Process Overview](https://github.com/hackforla/internship/wiki/Design-Process-Overview)
  
  ### Resource links gathered during the making of this issue
  - 2.01. [Wiki page for [Replace TYPE OF ROLE]]
  - 2.02. [TWE: Template: [Replace NAME OF TEMPLATE]]
  

• 1.04 WIKI Templates by role pages

  • TWE: WIKI: UX Research Guides Templates
  • Design
  • Product
  • [Business Analyst / Data Science]
  • [Software Engineer]
  • [Marketing]
  • default document templates, in case you don't have one yet, can be found on the Design Process Overview page

Resources gathered during the completion of this issue

• 2.01 [TWE: Research: Consent Forms: Distribute & Collect (for participants over 18)]([Replace LINK])

[pandanista]

Draft of template issue for TWE: Research: Consent Forms: Distribute & Collect

name: Research: Distribute & Collect Consent Forms
about: This issue helps you structure your template issue to be consistent with our other template issues in distributing and collecting consent forms
** title:** TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] Informed Consent Documents (18 yrs +): Distribute & Collect
labels: 'feature: research', 'feature: research plan', 'milestone: missing', 'Research 000: missing', 'role: UI/UX research', 'size: 1 pt', 'Participant Type: missing', 'complexity: missing'
assignees:

---

Instructions for creating this issue

Resources/Instructions: This section is at the bottom of this issue (scroll to the bottom to view it now). The person who creates this issue should use links in the section "Resources for creating this issue" (i.e., 1.01, 1.02, etc.) to customize this 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.

• Customize the issue
  • Open the "Research Overview" wiki page (Resource 1.01)
  • Choose the appropriate research roadmap or research plan folder (ie., RP###) on the wiki page
  • Use the information on the wiki page and in the research roadmap or research plan to customize this issue
  • Copy and paste entire template in this issue into text editor (ie., "TextEdit" on Mac, "Wordpad" on PC)
  • Use Find/Replace (Mac: ⌘+F or PC: Ctrl+F) to search for and replace the keyword strings (including text and the brackets) below with the appropriate values
    • Year
      • Find/Replace [Replace YY] with research year (Two digit format, ex: "22" for year "2022")
    • Research Plan Number
      • Find/Replace [Replace 000] with the research plan number (Three digit format, ex: "001" for research plan "RP001")
    • Type of Participant
      • Find/Replace [Replace TYPE OF PARTICIPANT] with the participant type (ex: "Intern" or "Mentor")
  • Copy and paste the edited template from text editor back into this Github Issue, replacing all original text
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
  • Re-check all the checkboxes above after copying and pasting the edited template
  • Close the text editor
  • Update the issue title
    • Copy

    TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] Informed Consent Documents (18 yrs +): Distribute & Collect
    

    • Choose "Edit" in the title section
    • Paste the text you copied into the issue title
    • Choose "Save"
• Customize the issue settings (located in right sidebar)
  • Under Assignees, assign a Researcher if it has been determined. Otherwise, leave it blank.
  • Under Labels, choose gear , and apply the label Research: RP[Replace 000]
  • Under Labels, choose gear , and apply the label Participant Type: [Replace TYPE OF PARTICIPANT]
  • Remove the Research 000: missing and Participant Type: missing labels
  • Under Projects, choose gear , choose Repository, and choose TWE: Project Board
  • Add the milestone: choose gear , and choose Research Plan Execution
  • Remove the label milestone: missing
• Customize dependencies
  • If you know of dependencies, add them below (a dependency is any issue or reason that would prevent the action items from being completed)
• Remove this section
  • After all the checkboxes above are complete and the issue is ready to be worked on, delete all text below the "Draft of template issue..." (top heading) and above "Overview" (heading below) -- i.e., the issue assignee will never see this part

Dependencies

• Research Plans and Goals Chart Wiki page has been created
• Research Plan has been created
• Research Plan timeline has been created
• Consent documents have been created

Overview

We need to distribute and collect informed consent documents for RP[Replace 000] 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 [Replace TYPE OF PARTICIPANT] hyperlink in the Research Documents by User Type section
  • Copy the link of [Replace TYPE OF PARTICIPANT] Research Overview wiki page in your browser and leave the [Replace TYPE OF PARTICIPANT] 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 [Replace TYPE OF PARTICIPANT] Research Overview wiki page
  • Go to the Individual research plans section
  • Open the wiki page for RP[Replace 000]
  • Copy the link of the RP[Replace 000] 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 RP[Replace 000] 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 [Replace TYPE OF PARTICIPANT] research's Google Drive Folder
  • Choose the "Research by Participant Type" folder on the shared Google Drive (Resources # 1.03)
  • Choose the [Replace TYPE OF PARTICIPANT] folder
  • Right-click on the [Replace TYPE OF PARTICIPANT] 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 [Replace TYPE OF PARTICIPANT]'s consent documents folder (The consent documents folder could be in [Replace TYPE OF PARTICIPANT] research folder or RP[Replace 000] folder depending on the consent process)
  • Go to [Replace TYPE OF PARTICIPANT] research's Google Drive Folder (Resources # 2.04)
  • Check and see if there is a folder for [Replace TYPE OF PARTICIPANT]'s consent documents
    • If yes
      • Right-click on the [Replace TYPE OF PARTICIPANT]'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 RP[Replace 000] folder (linked in Resources # 2.03)
      • Locate the consent document folder in RP[Replace 000] 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 [Replace TYPE OF PARTICIPANT]'s Research Informed Consent Overview Google Doc
  • Open the [Replace TYPE OF PARTICIPANT]'s consent documents folder (linked in Resources 2.05)
  • Locate the [Replace TYPE OF PARTICIPANT]'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 [Replace TYPE OF PARTICIPANT]'s Informed Consent Form (both the responder link of the Google Form and responses spreadsheet link)
  • Open the [Replace TYPE OF PARTICIPANT]'s consent documents folder (linked in Resources 2.05)
  • Locate the [Replace TYPE OF PARTICIPANT]'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 [Replace TYPE OF PARTICIPANT]'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 [Replace TYPE OF PARTICIPANT]'s Research Consent Email
  • Open the [Replace TYPE OF PARTICIPANT]'s consent documents folder (linked in Resources 2.05)
  • Locate the [Replace TYPE OF PARTICIPANT]'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 RP[Replace 000]'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 RP[Replace 000]'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 RP[Replace 000]'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: [Replace TYPE OF PARTICIPANT] Research Overview]
2.02 [Wiki: Research Plan [Replace 000]]
2.03 [Google Drive Folder: RP[Replace 000]]
2.04 [Google Drive Folder: [Replace TYPE OF PARTICIPANT] Research]
2.05 [[Replace TYPE OF PARTICIPANT] Consent Docs Folder]
2.06 [TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] Research Informed Consent Overview]
2.07 [TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] Research Informed Consent Form for Surveys/Interviews] This consent form is for participants over 18
2.08 [TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] Research Informed Consent Form for Surveys/Interviews (Responses)] This consent form is for participants over 18
2.09 [TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] Research Consent Email]

[pandanista]

Do you need RP[Replace 000] number or just [Replace TYPE OF PARTICIPANT]? The participant consent is done for one particular research plan or just all research associated with one participant type?