Have you chosen sites that can access the target populations and have a realistic likelihood of recruitment success? Also available are print and electronic educational resource materials (booklets, fact sheets) about different disorders, which can be provided to potential participants and families. Maintain contact with your established community-based research advisory board and other community representatives/liaisons. Send out newsletters that report the progress of the study. These “points” outline common issues that can impact clinical recruitment and retention, and where applicable, strategies are suggested to address these issues. Has retention of participants been achieved for pilot studies? Do you have a Public Affairs or Media Relations Department at your university that can help you to promote the study to your local media and community? Discuss with your Program Officer, who can help you identify your target audiences, create messages, brainstorm, and provide you with tools to plan efficient recruitment and retention to your study. Develop a statistical analysis plan. What mechanisms will you use to encourage recruitment? Review the recruitment plan with special focus on the targeted population, expected gender/minority estimates, and inclusion/exclusion criteria, as appropriate • Review retention plans, as appropriate Investigators Provide • understandable verbal and written communications between volunteers and investigative staff throughout the clinical (2013) J Oncol Pract. A recruitment plan should be developed by principal investigators, faculty members and senior leaders to identify strategies to enhance the pool of applicants for all programs. Have you considered the impact of potential unbalanced enrollment across sites? Wiggs JS(1), Elam CL. Recruitment and retention of underrepresented minorities among predoctoral trainees. Will study materials (consent forms, study instruments) account for different levels literacy and cognitive abilities? 3.4. Are there plans for ensuring and monitoring fidelity to the protocol? Provide services for the participant separate from the research study. Studies may require that people are screened at successive stages, requiring significant time and expenditure of resources on subjects who never enter the study. Create an FAQ sheet addressing potential concerns in order to clear up misconceptions. 2.5 Recruitment and Retention Plan. Coordinating center for multi-site studies, Institutional Review Board (IRB) and Data & Safety Monitoring, The National Institute of Mental Health Information Resource Center, Hours: 8:30 a.m. to 5 p.m. Eastern time, M-F, Phone: 1-866-615-6464 TTY: 1-301-443-8431 TTY (toll-free): 1-866-415-8051, Live Online Chat: Talk to a representative Email: email@example.com Fax: 1-301-443-4279, Mail: National Institute of Mental HealthOffice of Science Policy, Planning, and Communications6001 Executive Boulevard, Room 6200, MSC 9663Bethesda, MD 20892-9663. Examples of communities: Potential participants and their family members, referring physicians, community-based organization directors, state mental health directors, civic organizations, advocacy organizations, faith-based organizations, churches, community centers, health clinics, and the media. Do the backgrounds of senior study staff reflect the diversity of the communities that you wish to engage for participation in the study? To accommodate the busy schedules of health care practitioners, provide a handout that summarizes the findings more succinctly than a journal publication. Failure to obtain IRB approval will delay the progression of a study. Take into consideration that the Spanish language differs between countries, thus translation must be performed by an individual who is familiar with the target community. Recruitment and retention planning are activities that should be done in parallel with grant writing and protocol design. Have you considered using available local data to generate enrollment/retention estimates that are as accurate as possible? assigning staff among various trials)? The NIH Interest in Diversity encourages institutions to diversify their student and faculty populations, and institutional training programs are required to include a Recruitment Plan to Enhance Diversity that addresses this goal. How will you maintain these relationships? Is the design flexible enough to permit enrollment of a diverse sample? Complex designs are often needed to answer important questions that cannot be addressed with simple designs, but pilot studies may be required to develop an achievable recruitment plan. This Study Accrual and Retention Plan must be signed by both the Principal Investigator and the Institution’s Authorizing Business Official, and then be submitted to the NCCIH. Is there a way to reduce any costs? Research staff should reflect the diversity of the groups desired for enrollment. Does your Public Affairs or Media Relations Department have connections to all of the communities chosen for the study? The 10 Point plan (see Appendix A) was created to reduce attrition rates in an ethnically diverse population cited to be difficult to recruit and retain. Have provisions been made for monitoring the data collected to ensure the safety of participants as the trial progresses? NCCIH exercises stewardship of public funds by monitoring the accrual and retention benchmarks set by the study team throughout the grant lifecycle. Multiple sites are used because the topic being studied requires a large and diverse sample size that is beyond what one site can achieve alone. NIH staff guidance on coronavirus (NIH Only). What resources will be required to retain participants after the recruitment phase is completed? This document is not meant to serve as a “cookbook” of strategies that will assure successful recruitment and retention, but is meant to provoke thought and discussion. Have you considered working with community organizations that could help prepare, design, or distribute informational/study materials? Attach a document that describes how you will recruit participants and your proposed engagement strategies. NIH Recruitment and Retention Plan to Enhance Diversity Introduction The purpose of this document is to assist faculty in writing their Recruitment Plans for T32 Training grant proposals. The National Cancer Institute's Division of Cancer Prevention (DCP) requires a study-specific Recruitment, Retention and Adherence (RRA) Plan for each DCP Consortia Early Phase Prevention Trial. A realistic, targeted strategic recruitment and retention plan, adequately resourced, implemented and adjusted as needed, will have a significant impact on recruitment and retention, ensuring that your clinical trial can complete on time and have the intended impact.. Before you are funded: Recruitment and retention planning are activities that should be done in parallel with grant … Evaluation of the recruitment plan to enhance diversity should focus on groups considered underrepresented in biomedical research. Employees of certain organizations within the National Institutes of Health (NIH) are covered by collective bargaining unit agreements. Who will be responsible for monitoring? Some trials never get off the ground because of insufficient recruitment. Plan for ongoing training for the replacement staff as well as refresher training for all staff. The following “points to consider” are meant to serve as a resource as investigators plan a clinical research study and an NIMH grant application. Has the administrative structure and function been clearly defined? Obtain several phone numbers (home, work, cell) for participants so that you can follow up with them easily. NIH Outreach Notebook for the Inclusion, Recruitment and Retention of Women and Minority Subjects in Clinical Research, Cancer Clinical Trials: a Resource Guide for Outreach, Education, and Advocacy (NCI), NIMH website on Data and Safety Monitoring, U.S. Department of Health and Human Services. Do the coordinating center leaders have a clear mandate from site investigators? Recruitment and retention: the development of an action plan for African-American health professions students. Format: No page limit. How will you know if your recruitment and retention strategies are working? Recruitment & Retention. The IRB determines whether the risks involved in a study are reasonable with respect to the potential benefits. Work with a representative/liaison of specific communities to obtain ideas for enhancing communication. Enter information about your clinical trial on. In general terms, a Recruitment and Retention Plan is an internal, organized work plan consisting of critical activities or steps to ensure timely placement and lasting retention of quality health care professionals. Are you planning to work with organizations that interact or advocate for diverse populations? The leader must have the experience and confidence to be able to consider all points of view and to make a decision in spite of disagreement. Work with communities through focus groups, interviews, and surveys to develop a list of benefits (as well as barriers, see next item) to participating in the research study. Have you considered the language requirements and literacy of proposed participants? Do you have plans for “backup” sites, should they become necessary? These “points” outline common issues that can impact clinical recruitment and retention, and where What efforts has your University/Research Institution made in the past to engage these communities? Establish a community-based research advisory board to facilitate the planning of your research project. Develop a recruitment and retention plan which incorporates the NIH policy on the inclusion of women and minorities, and children in clinical research ; Conduct “model recruitment” (as described in the FOA) to test recruitment feasibility. Will all study costs be covered for the participant? The recruitment and retention plan is for taking important steps in increasing awareness among the people who are interested to work for your organization. Establish relationships with people in the communities that you would like to engage for your study. How do you plan to address these concerns? Dissemination of information will be facilitated if there is sufficient diversity within the community-based research advisory board. Work with an established board, if it already exists. As enrollment goals slip behind, study leaders often decide to allow the strong enrollers to “over-recruit” in order to meet the overall sample size goal. Problems may arise when the coordinating center is located at one of the participating data collection sites. What is a realistic recruitment timeline? Provide all materials in the first language of target populations. For participants, explain how the findings may ultimately improve their health. Providing more flexibility to However, because part of the site selection involves balance of geography, type of clinic, and racial/ethnic diversity, the post-design imbalance in enrollment across sites often impacts statistical analysis in a manner rarely considered. Develop plans to share the study results in formats most useful to the different communities involved, including participants, families of participants, consumers, and referring practitioners. Send thank you notes to participants and other communities that were involved in the study. 9(6): 267-76]: Consider the patient point of view of potential research, including potential barriers, when reviewing and implementing trials. NIH guidelines on preparing materials for Training Grant applications include instructions for preparation of a section devoted to the ongoing efforts to enhance Prepare recruitment documents using the first language of the target populations, such as Spanish. As a study progresses, sites tend to fall into the categories of strong and weak enrollers. How the Challenges of the Behavioral Health Workforce Affect Recruitment and Retention [2.1.0.c] Overview to Building a Recruitment and Retention Plan [2.1.0.d] Step 1: Gather Organizational Baseline Information [2.1.0.e] Step 2: Decide on the Priority Recruitment and Retention … A Recruitment timeline considers the following critical time points: Recruitment tools: Radio ads, newspaper ads, flyers, newsletter articles, FAQ sheets, web sites, public service announcements, press releases, letters to the editor, Op-Ed articles, interviews on TV or radio, etc. How often will you check? Format: Attach this information as a PDF file. A diversity recruitment and retention plan must apply specifically to the proposed training program, in addition to the efforts put forth to recruit for the institution as a whole. HHS National Institutes of Health FY 2018 Affirmative Action Plan for the Recruitment, Hiring, Advancement, and Retention of Persons with Disabilities To capture agencies’ affirmative action plan for persons with disabilities (PWD) and persons with targeted disabilities (PWTD), When speaking to family members, you could explain that the study will not require a patient to change his/her current treatment program. How will you train and certify staff at all clinical sites? What is the best way for me to contact you?”. IRBs consist of people who are qualified to evaluate new and ongoing clinical studies on the basis of scientific, legal, and ethical merit. Work with local churches, community centers, Spanish radio stations, etc. What will be the metrics of success that will define when your strategies need to change or new strategies need to be implemented? the effects of numerous studies and over-sampling, or community activists seeking to influence research projects)? How long does it take your IRB to review and approve advertising? The National Institute of Mental Health (NIMH) is part of the National Institutes of Health (NIH), a component of the U.S. Department of Health and Human Services. A realistic, targeted strategic recruitment and retention plan, adequately resourced, implemented and adjusted as needed, will have a significant impact on recruitment and retention, ensuring that your clinical trial can complete on time and have the intended impact. What are the benefits to enrolling in this clinical research study, from the perspective of potential participants? What relationships have you established with communities in order to facilitate your study? Required for all . Get the latest research information from NIH: https://www.nih.gov/coronavirus Strict inclusion criteria restrict the eligible number of participants and increase the amount of time and resources dedicated to screening. What is your timeline for protocol finalization, IRB approvals, development of treatment materials or experimental methods, piloting, staff training and certification, development of data collection instruments and systems, tools for quality control, acquisition of treatment products and matching placebo, etc.? Are the inclusion criteria too narrow, such that you will have unusual difficulty finding people who qualify for the study? For example, “I will need you to see you again one year from now. Recruitment and Retention Plan Toolkit Instructions Network/Project Director: 1. Content: Recruitment. planned recruitment activities) Retention Margins min. The plan does not guarantee promotion, employment or hiring but is intended to ensure that basically qualified available applicants receive fair consideration for positions filled under competitive procedures. These “points” outline common issues that can impact clinical recruitment and retention, and where applicable, … Conflict may arise if a clinical site is under-recruiting, and the site is also the coordinating center. We implemented a multitude of strategies, synthesizing effective recruitment retention strategies found in the literature. Successful study recruitment and retention requires proactive planning and strategizing long before study activation. Does the coordinating center senior research team have the ability to assess and advise in matters concerning racial and ethnic diversity? NIH Recruitment and Retention Plan Guidance December 2017 The "Recruitment and Retention Plan" attachment is required unless either or both of the following apply to you: • You selected only Exemption 4 and no other exemptions on the "1.3 Exemption Number" question. Do you plan to match resources to recruitment over the lifespan of the grant (i.e. For more information, contact the. NIMH has templates for the design of different types of informational materials (letters, newspaper articles, public service announcements, etc.). How will you maintain "staff balance" for this study/trial (i.e. Health Topics; Health Topics A-Z ... New FAQs for Recruitment and Retention Plan to Enhance Diversity, and for Policies Related to Parental Leave and Child Care. Report research results in formats most useful to the different communities involved, such as participants, families of participants, and referring practitioners. Will your research team work with peers who are knowledgeable about the community? Will you need different recruitment strategies tailored to different racial/ethnic populations? Released Date. Rebounding from recruitment shortfalls can be difficult as a study progresses. Author information: (1)Medical Center Minority Affairs Office, University of Kentucky Chandler Medical Center, Lexington 40536-0284, USA. The plan is to contain the increasing number of … For more information, see the. What strategies will you use to engage different communities before and during your study? Do you have an adequate mix of ethnic, racial, and economic diversity in your community from which to recruit participants? Thus, detailed planning of all aspects of study design and implementation is critical to the success of the study. Get the latest research information from NIH; Get the latest information and resources from NHLBI; NIH staff guidance on coronavirus (NIH Only) Read Less. The list of benefits can be communicated to potential participants, and specific benefits can be emphasized when speaking to different audiences. Guidelines. The coordinating center must ensure a clear line of responsibility, confidentiality of data, and a strong firewall to prevent cross-talk. Are you aware that some communities are mistrustful of medical research? Staff training directly impacts recruitment and retention. committees) of the coordinating center? For how long? A response is required if unless you have selected Exemption 4 or No to human subjects. NIMH hopes that this document will help prepare researchers to address recruitment issues in advance so that the researchers will conduct a successful study while building positive and lasting relationships with the community. Prior local studies may provide parameter estimates of the percent of eligible participants. Because of the lengthy commitment to complete a clinical study, there will likely be turnover in staff. Is a plan in place for seeking and documenting participants’ informed consent? Drs. Have provisions been made to protect the privacy of participants and the confidentiality of data collected during the study? In accordance with the NCCIH Policy: Study Accrual and Retention for Human Subject Research, all clinical research studies funded by NCCIH will be required to submit a detailed Study Accrual and Retention Plan (SARP) prior to involving human subjects.. Investigators should review the template below and customize to meet specific needs and requirements of the SARP. What is the maximum number of participants that your site has the capacity to screen, enroll, and follow up with at the same time? Recruitment–retention plan addresses known obstacles. How will you disseminate the research results to all communities involved? How will you prepare to address each of these barriers? Have you designed your informational/study materials for your intended audience? Are consent documents culturally and developmentally appropriate for all study populations? Be flexible when scheduling appointments. Distribute this Recruitment and Retention Plan Guide, along with the Recruitment and Retention Plan Assessment to your member health care organizations. How will you maintain the relationships that you have forged with the communities? Does the coordinating center(s) have expertise in multi-site leadership? The increase in the recruitment of the local people to fill positions in the organization. Establishing and maintaining positive relationships with your community may facilitate your future research studies, as well as the studies of your colleagues. 2.5 Recruitment and Retention Plan. Do you have a detailed and piloted plan for community outreach for each group chosen? Besides NIMH resource materials, NIH has health information resources from all institutes as well as MedlinePlus in English and Spanish. The NCCIH Clinical Research Toolbox provides a Web-based information repository for investigators and staff involved in NCCIH-funded clinical research. How do you plan to recruit different racial/ethnic populations? ... NIH K award, and currently has an NIH RO1 grant under review “Transcriptional Repression of Growth Factors by TTP and Impact on Glioma Growth”. Are the risks to participants minimized as much as possible through sound research design and the use of safety-focused procedures? Describe how you will recruit participants in your study (incl. How will you train staff to assume greater responsibility/independence? For example, staff should represent diversity of racial/ethnic background, language proficiency, and cultural knowledge, in addition to diversity of scientific discipline and research experience. funds, personnel)? Are there any ongoing collaborations/partnerships at your institution? During study implementation, the coordinating investigators need to review data without allowing their knowledge to influence decision-making at a site level. The IRB has the authority to approve, require modification, or disapprove of research to ensure protection of human subjects. Offer all study materials in relevant languages. Do you have realistic recruitment and retention strategies for all populations, especially participants with diverse ethnic, racial, and socioeconomic backgrounds? This policy is implemented at the NIH as described below: Administrative Procedures As announced in 1989, all competing applications for institutional NRSA research training grants must include a plan to recruit minorities and renewal applications must also include a report on the recruitment and retention record during the previous award period. Research Conducted at NIMH (Intramural Research Program). Will you have a dedicated telephone number and/or email address for potential participants to learn more about the study and a response system in place? How will you determine these benefits? Is the informed consent document both legally and ethically sound? Are you training your staff to be sensitive to cultural, racial, and ethnic differences? The following “points to consider” are meant to serve as a resource as investigators plan a clinical research study and an NIMH grant application. Get the latest public health information from CDC: https://www.coronavirus.gov When communicating with patients, you might emphasize that the study aims to improve our understanding of and treatments for a disorder. How will you replace key staff, if other staff members are not sufficiently experienced and/or trained to assume those responsibilities? Use clear and simple language in informational materials. Consider using qualitative focus groups to assess the needs and preferences of potential participants. 2.5 Recruitment and Retention Plan Who must complete the "Recruitment and Retention Plan" attachment: The "Recruitment and Retention Plan" attachment is required unless the following applies to you: You selected only Exemption 4 and no other exemptions on the "1.3 Exemption Number" question. What relationships will you need to establish? Communicate your long-term commitment to the individual and community. 0.5” NIH-recommended. Sample written plan for health care provider recruitment and retention All institutions carrying out a NIMH funded intervention study must establish a data monitoring system commensurate with the risks, complexity, and nature of the trial. Have you outlined the organizational structure (e.g. Personnel effort should be adjusted accordingly during periods of high/low recruitment. Have you specified conditions under which a site may be terminated? Points to Consider about Recruitment and Retention While Preparing a Clinical Research Study The following “points to consider” are meant to serve as a resource as investigators plan a clinical research study and an NIMH grant application. Transforming the understanding and treatment of mental illnesses. Have the leaders demonstrated a capacity to make decisions and keep the project moving forward? Have you piloted all relevant aspects of the methodology including recruitment, screening, assessment, randomization procedures (if required), treatment and experimental methods, data entry, etc.? Have you determined if there are conditions in the local community that might affect participant support of your project (e.g. The Global Recruitment Unit (GRU) serves the National Institutes of Health’s (NIH) 27 Institutes and Centers (ICs) with global recruitments for positions such as; Physicians, Purchasing Agents, Health Scientist Administrators and Pathways (Student Trainees). Naturally, each study will have to be tailored to suit the needs of the potential participants, investigators, research institutions, and communities. The study leader must have a clear mandate from colleagues to assume a position of authority. Applicants can refer to the NIH website for many of the common questions asked NIH-wide regarding the Recruitment and Retention Plan to Enhance Diversity.
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