TWE: IS22: RP020: HfLA Website Team Member Informed Consent Documents (18 yrs +): Create

[pandanista]

Overview

Create 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.

During these tasks you will be asked to add link to the Resources/Instructions section, and that section is at the bottom of this issue (go view it now).

Dependency:

• HfLA Volunteers Research Plans and Goals Chart Wiki page has been created

Action Items

Customize Resource Links

• Customize Resource for Wiki Page Link
  • Go to the wiki page: Research Output Overview (Resources # 1.01)
  • Open the HfLA volunteers hyperlink in the Research Documents by User Type section
  • Copy the link of HfLA Volunteers Research Overview wiki page in your browser and leave the HfLA Volunteers Research Overview wiki page open
  • In Resource # 2.01, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Go back to the HfLA Volunteers Research Overview wiki page
  • Go to the Indivial research plans section
  • Open the wiki page for RP020
  • Copy the link of the RP020 wiki page.
  • In Resource # 2.02, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, 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 "Get Link"
  • Choose "Copy link" and "Done"
  • In Resource # 2.03, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for HfLA Volunteers's Research Plans and Goals Chart
  • Go to Research Output Overview Wiki page (Resources # 1.01)
  • Choose HfLA Volunteers in the "Research Documents by User Type" section
  • Choose the Research Plans and Goals Chart in the "HfLA Volunteers Research Plans and Goals (public page)" section
  • Copy the URL of HfLA Volunteers Research Plans and Goals wiki page in the browser window
  • In Resource # 2.04, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for RP020's Research Informed Consent Overview Google Doc
  • Open the template "TWE: Template: Research Informed Consent Overview" (Resources 1.03)
  • Choose the "USE TEMPLATE" button to save it to your own drive
  • Update the file name by following the steps:
    • Copy the text below

    TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Overview
    

    • Choose "File" > "Rename", and paste the text you copied into the top field of the Google Doc to rename the file
    • Highlight the texts of the title on the first page of the Google Doc
    • Paste the texts you copied to replace the original title of the Google Doc cover page
    • Keep the "Research Informed Consent Overview" Google doc open in a tab for future editing
  • Move the file into the Internship's shared drive in this Research Plan's Google Drive folder
    1. Choose File > Move (or Move icon)
    2. Choose the back arrow to access all your drives
    3. Choose Shared drives > Internships > Internships > Research > Research by Plan # and name > folder for RP020
    4. Choose "Move here"
    5. Choose "Move" when it asks if you want to change ownership to a shared drive
    6. Dismiss the notification that says the file is now in the shared drive
  • Update Resource # 2.05 link
    1. In the "TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Overview" Google Doc, choose "Share" (upper right corner)
    2. Choose "copy link" and "Done"
    3. In Resource # 2.05, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
    4. Choose "Update comment" in Github and make sure all the checkboxes above have been checked
  • Customize Resource for RP020's Informed Consent Form
    • Open the Informed Consent Form in Resources # 1.04
    • Choose the 3 vertical dots at the top of the Google Form on the left of your profile
    • Choose "Make a copy"
    • Copy the text below

    TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Form for Surveys/Interviews
    

    • Paste the texts you copied into the "Name" field
    • In the "Folder" field, choose "Consent Form", then choose back arrow to "Templates", back arrow to "Research" folder
    • Choose Research > Research by Plan # and name > folder for RP020
    • Choose "Select"
    • Choose "Make a copy"
    • Update Resource # 2.06 link by completing the following steps
      1. Choose "Send" in the TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Form for Surveys/Interviews you just created
      2. Choose the link icon
      3. Check the box for "Shorten URL"
      4. Choose "Copy"
      5. In Resource # 2.06, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
      6. Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Customize Resource for RP020's Research Consent Email
• Open the link in Resources # 1.05
  • Choose the "USE TEMPLATE" button to save it to your own drive
    • Update the file name by following the steps:
      • Copy the text below

      TWE: IS22: RP020: HfLA Website Team Member Research Consent Email
      

      • Choose "File" > "Rename", and paste the text you copied into the top field of the Google Doc
  • Move the file into the Internship's shared drive in this Research Plan's Google Drive folder
    1. Choose File > Move (or Move icon)
    2. Choose the back arrow to access all your drives
    3. Choose Shared drives > Internships > Internships > Research > Research by Plan # and name > folder for RP020
    4. Choose "Move here"
    5. Choose "Move" when it asks if you want to change ownership to a shared drive
    6. Dismiss the notification that says the file is now in the shared drive
  • Update Resource # 2.07 link
    1. In the Google Doc, choose "Share" (upper right corner)
    2. Choose "copy link" and "Done"
    3. In Resource # 2.07, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
    4. Choose "Update comment" in Github and make sure all the checkboxes above have been checked

Customize documents needed for RP020's Consent Overview, Form, and Email

• Customize RP020's Research Informed Consent Overview Google Doc
  • Open RP020's Research Informed Consent Overview Google Doc (Resources # 2.05) if it is not open
  • Copy the text below

  You are invited to take part in Tech Work Experience’s 2022 HfLA Website Team Member Research
  

  • Highlight the first sentence of the Google Doc (see screenshot)
  • Paste the texts you copied into the highlighted section to replace the original first sentence of the Google Doc
  • Copy the hyperlink from Resources # 2.04
  • Paste into the highlighted section so the document says HfLA Volunteers Research Plans and Goals with a Wiki page link attached
  • Update the footer of the Google Doc on page 2
    • Update the date with the date this Google Doc is created
    • Update participant type with HfLA Website Team Member
  • Update the LINK TO SIGN INFORMED CONSENT at the end of the doc with the link labeled 2.06 in Resources
    1. Copy the link in 2.06
    1. Highlight the LINK TO SIGN INFORMED CONSENT
    1. Choose "Insert link" icon
    1. Paste the link you copied into the box and choose Apply
• Customize RP020's Research Informed Consent Form
  • Open RP020's Research Informed Consent Form (Resources # 2.06) if it is not open
  • Copy the text below

  TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Form for Surveys/Interviews
  

  • Under "Questions" tab, highlight the title section
  • Choose the pencil shaped icon in the lower right of the Google Form
  • Paste the texts you copied into the title section of the Google Form to replace the original texts
  • Copy the hyperlink from Resources # 2.05
  • Paste the hyperlink you copied to replace the highlighted section (in the screenshot below) so the form says TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Overview with the Google Doc link attached
  • Edit the TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Overview URL you just pasted
  • Choose "Edit link"
  • Choose the "Link to" field
  • Make sure to delete edit?usp=sharing and add preview at the end of the link so people outside the TWE Team can view the Google Doc
  • Choose "OK"
  • Copy the text below

  HfLA Website Team Member #
  

  • Paste into the highlighted area in the participant # question
  • Add or delete participant numbers based on the Research Plan doc in RP020's folder (Resources # 2.03)
  • Copy the text below

  HfLA Website Team Member
  

  • Paste into the highlighted area in the signature section
  • Choose the pencil shaped icon in the lower right of the Google Form to make sure you are in the editing mode
  • Scroll up to the top of the Google Form to select the "Responses" tab
  • Under "Responses", choose "Link to Sheets"
  • Choose "Create a new spreadsheet"
  • Choose "Create"
  • Go to RP020 folder (Resources # 2.03)
  • Locate the TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Form for Surveys/Interviews (Responses) spreadsheet
  • Choose "Get Link"
  • Choose "Copy link" and "Done"
  • In Resource # 2.08, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
  • Under "Settings", in the "Responses" section, make sure to choose "Responder input" for "Collect email addresses", "Always" for "Send responders a copy of their response", and "Allow responses editing" are toggled on.
• Customize TWE: IS22: RP020: HfLA Website Team Member Research Consent Email script
  • Subject line:
    • Copy the text below

    HfLA Website Team Member
    

    • Paste the texts you copied to replace the highlighted area of the subject line
  • Email body:
    • Copy the text below

    HfLA Website Team Member in our Summer 2022
    

    • Paste the texts you copied to replace the highlighted area of the email body
    • Copy the text below

    HfLA Website Team Member
    

    • Paste the texts you copied to replace the following highlighted area of the email body
    • Copy the hyperlink from Resources # 2.04
    • Paste into the highlighted section so the document says HfLA Volunteers-Research-Plans-and-Goals with a Wiki page link attached
    • Copy the URL in Resources # 2.06
    • Choose "this link"
    • Choose "Edit link"
    • Paste the link you copied into the box
    • Choose "Apply"

• Update the wiki page for HfLA Volunteers Research Overview (Resources # 2.01)
  • Open the link in Resources 2.01
  • Choose "Edit" to edit the page
  • Find the "Consent" section
  • Make a new line at the end of the list and add a new bullet by inserting - at the beginning of the line if the section is blank
  • Copy and paste Resource 2.05 (both the text and URL) from this issue to replace the [Informed Consent Overview] in the "Consent" section so it becomes a hyperlink
  • Copy and paste Resource 2.06 (both the text and URL) from this issue to replace the [Informed Consent Form] in the "Consent" section so it becomes a hyperlink
  • Choose "Save Page"
• Update the wiki page for this research plan (Resources # 2.02)
  • Open the link in Resources 2.02
  • Choose "Edit" to edit the page
  • Find the "Scripts" section
  • Make a new line at the end of the list and add a new bullet by inserting - at the beginning of the line
  • Copy and paste Resource 2.05 (both the text and URL) from this issue to the right of this new bullet (- ) in the "Script" section
  • Copy and paste Resource 2.06 (both the text and URL) from this issue to the right of this new bullet (- ) in the "Script" section
  • Choose "Save Page"
• Update [HfLA Volunteer Research Plans and Goals Chart] on Wiki (Resource 2.04)
  • Open the link in Resources 2.04
  • Choose "Edit" to edit the page
  • Find the "Consent" Section,
  • Make a new line at the end of the list and add a new bullet by inserting - at the beginning of the line
  • Copy and paste Resource 2.05 (both the text and URL) from this issue to the right of this new bullet (- ) in the "Consent" section
  • Copy and paste Resource 2.06 (both the text and URL) from this issue to the right of this new bullet (- ) in the "Consent" section
• Update the research plan doc in "Google Drive Folder: RP020" (Resource 2.03)
  • List out the titles of consent overview (Resources 2.05), form (Resources 2.06), and email (Resources 2.07) in separate lines in the research plan Google Doc's Appendix III so we can refer back to those consent documents when needed
  • Copy the link of consent overview from Resources 2.05
  • Highlight the texts of the title of consent overview, and choose the "insert link" icon
  • Paste the link you just copied into the text box and choose "Apply"
  • The consent overview document (Resources 2.05) becomes a hyperlink in the Appendix III
  • Repeat the same steps to include the links for the consent form in Resources 2.06, and consent email draft in Resources 2.07 so all consent documents are hyperlinks listed in Appendix III
• Review with UX Lead
• Product sign-off

Action Items for Distribution and Collection of Participants' Consent

• Identify the participants and their email addresses from documents in Resources # 2.03
• Check in with UX and Product team on research participants' recruitment timeline
• Log in the [email protected]'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 # 1.06)
       • Refer to the guide linked in Resources # 1.06.01 if you are unsure about any of the following steps
    2. Choose internship-UI/UX vault
    3. Choose login info for [email protected] 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 [email protected] login info from 1password vault to set up your new profile. Resources # 1.06.01 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 # 2.07) in [email protected]'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
• 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 TWE: Template: Research Informed Consent Overview
1.04 TWE: Template: Research Informed Consent Form for Surveys/Interviews This consent form is for participants over 18
1.05 TWE: Template: Research Consent Email
1.06 1password
1.06.01 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 Volunteers Research Overview
2.02 Wiki: Research Plan 020
2.03 Google Drive Folder: RP020
2.04 HfLA Volunteers Research Plans and Goals
2.05 TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Overview
2.06 TWE: IS22: RP020: HfLA Website Team Member Research Informed Consent Form for Surveys/Interviews This consent form is for participants over 18
2.07 TWE: IS22: RP020: HfLA Website Team Member Research Consent Email
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

[pandanista]

Hi @Dzotsen Like I mentioned before, the issue was created based on a template we are still testing—meaning, while working on this issue, you might run into instructions that are not clear enough, or confusing, or direct you to a wrong folder, etc. Therefore, please leave any feedback you have below as comments as you check off the action items. Much appreciated. :)

Please see below for steps and examples for providing feedback:

Action Items for Providing Feedback on Testing Templates

• Provide feedback for this issue
  • Add feedback in the form of (1) questions and/or (2) explicit instructions for how the content should be improved. Feedback in a Google Doc or spreadsheet should be given in the form of document comments.
  • Determine the accuracy of the content for each section (action items listed in the issue above, Google doc, or Google sheet). If you find an inaccuracy, error, or mis-categorization, explain how the information presented could be improved.
  • For each suggested improvement, provide a link, reference, or a screenshot within your comment to justify your suggestion.
    • Examples:
    
• Once all the steps have been completed, reach out to the current UX Lead to determine if they can incorporate the feedback in the issue template.

[Dzotsen]

My screen shows a different response

[Dzotsen]

Could not find the "Script" Section on a wiki page for this research plan (Resources # 2.01)

[Dzotsen]

Update the research plan doc in [Google Drive Folder: RP020] (Resource 2.02)
Include consent overview (Resources 2.04), form (Resources 2.05), and email (Resources 2.06) in the research plan Google Doc's Appendix. Not clear how to insert the Google Forms in the Google doc. Just copy and paste the text from the Google Form into a Google doc?

[pandanista]

Could not find the "Script" Section on a wiki page for this research plan (Resources # 2.01)

I figured out what happened there. Thank you for pointing it out!
Resource 2.01 should be a link to the RP020's wiki page, but right now it directs to Hfla's volunteers research overview page.
I added an action item (the 2nd one) at the top of the action items. That way, it directs you to the RP020's wiki page, instead of the

[pandanista]

@Dzotsen I updated the template. Please keep me posted if you run into any issues. Thank you!

[Dzotsen]

Thank you Ying. Nino

…

On Tue, May 23, 2023 at 7:24 PM Yingjie Ou ***@***.***> wrote: I updated the template. Please keep me posted if you run into any issues. Thank you! — Reply to this email directly, view it on GitHub <#373 (comment)>, or unsubscribe <https://github.com/notifications/unsubscribe-auth/A5S5UC25RQNDFFA5QH43CBLXHVWPHANCNFSM6AAAAAAVFDEAYM> . You are receiving this because you were mentioned.Message ID: ***@***.***>

-- Nino Dzotsenidze

[pandanista]

@AndrewSalvatore Please do a peer review on this issue. I will provide the instructions after the meeting.

[pandanista]

@AndrewSalvatore

Action Items for Peer Review

• Review this issue
  • Read the issue overview to learn about why this document was created.
  • Locate draft of the document or spreadsheet in the Resources.
• Review draft in the "Resources gathered during the completion of this issue"
  • Preview the draft quickly to get a sense of how the draft is structured and the type of content.
  • Review the structure of the draft to ensure that the headings (in a Google Doc) or columns (Google Sheet) are clearly identified.
  • Determine if the information is communicated in a way that is concise, precise, and free from jargon.
  • Identify whether the draft adheres to the basic branding guidelines for the project (see Branding or Design wiki link in Resources).
• Provide feedback
  • Add feedback in the form of (1) questions and/or (2) explicit instructions for how the content should be improved. Feedback in a Google Doc should be given in the form of document comments. Feedback in a Google Sheet should be given in a new column labeled for Peer Review. Feedback in a Google Form should be given in screenshots and comments in the issue.
  • If there are edits to be made, please use "suggesting mode" in Google doc instead of "editing mode".
  • Determine the accuracy of the content for each section (Google doc, and Google form) or cell (Google sheet). If you find an inaccuracy, error, or mis-categorization, explain how the information presented could be improved.
  • For each suggested improvement, provide a link or reference within your comment to justify your suggestion (if available).
• Specific to this issue:
  • Please be attention to the Google form content, links, and their accuracy because it is an external facing document
  • Please review the template to see if there is any instructions or wordings that are not clear.
  • The last section of the template is for distribution (see screenshot below). Would like your thoughts on whether to have a seperate issue for distributing consent forms or including the distribution in the consent form creation issue.
    screenshot of the last section of the template
• Once all the steps have been completed, reach out to the UX Research Lead to determine whether and how to inplement the changes in the issue.

[AndrewSalvatore]

Progress: no update, will work on this this week
Blockers: none
Availability: 6 hours
ETA: next week
Pictures or links (if necessary): none

[AndrewSalvatore]

Progress: added some comments to the email doc, the other resources and this issue template look good otherwise, @pandanista I think having the collection of consents as part of this issue is simplest and makes the most sense
Blockers: none
Availability: 6 hours
ETA: done
Pictures or links (if necessary): none

[pandanista]

Thank you for the feedback, @AndrewSalvatore. I've incorporated the email and feedback in the template for product testing.

[pandanista]

@sunannie27 Please review the deliverables listed from 2.05 to 2.08. This are the consent overview document, consent form, and email draft. Let us know if there are any changes needed. Thank you!

[sunannie27]

@pandanista @AndrewSalvatore I made some comments on the 2.05 document, let me know if you have any questions. I also reviewed 2.06 through 2.08 and did not have any comments or concerns with those.

[pandanista]

@sunannie27 I've revised the "How we will use your data" section in consent overview doc based on our discussion at the team meeting today. Please let me know if everything makes better sense now. If there is no other comment or concerns, we can move on to the next steps, which is the distribution and collection. This issue needs to stay open until we are done with that.

[sunannie27]

@pandanista Looks good to me, thanks!

[pandanista]

Move the distribution and collection to a new issue #559. Closing this one for now.