The University of British ColumbiaDEPARTMENT OF PSYCHOLOGY

SUBJECT POOLINFORMATION FOR RESEARCHERS

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TABLE OF CONTENTSTable of Contents.........................................................................................................................2

Rights and Responsibilities.........................................................................................................3Access to the Subject Pool.........................................................................................3Responsibilities.............................................................................................................3The Psychology Research Participation System.....................................................4About this Document....................................................................................................5

How to Apply for Use of the Subject Pool.................................................................................5Overview................................................................................................................................5Detailed Instructions.............................................................................................................7

1. Enter Your Study in HSP........................................................................................72. The Certificate of Approval.....................................................................................73. The Principal Investigator Consent Form Authentication Certificate...............84. The Consent Form...................................................................................................85. The Debriefing Form................................................................................................96. Organizing and Submitting the Subject Pool Use Application Package.........10

How to Use the Psychology Research Participation System..............................................11Introduction & Overview....................................................................................................11

How do I keep track of participants in my study?..................................................11Points To Remember.................................................................................................11

Detailed Instructions..........................................................................................................12Essential Functions....................................................................................................12

Step 1: To Log Into the System.........................................................................12Step 2: To Review a Posted Experiment..........................................................13Step 3: To Create/Modify or Schedule Timeslots...........................................14Step 4: To Grant and/or Deny Credits..............................................................16

Special Functions.......................................................................................................17No Duplicate Sign-Ups........................................................................................18To Change Your Password and/or Contact Information................................18To View All of the Posted Experiments............................................................19To Manually Schedule a Participant..................................................................19To Delete Timeslots.............................................................................................20To Cancel an Appointment...................................................................................20To Contact Many Participants............................................................................21To Contact One Participant................................................................................22

Pre-Screening Information........................................................................................................23Instructions for linking pre-screening data to participants...................................................24Instructions for how to screen participants for your study...................................................25Sample debriefing worksheet...................................................................................................26-27

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RIGHTS & RESPONSIBILITIESAccess to the Subject PoolThe UBC Department of Psychology subject pool is a valuable resource that is available for research conducted by faculty members of the Department of Psychology, as well as for research that is either sponsored or directly supervised by a faculty member of the department. The latter stipulation includes research by postdoctoral fellows and by graduate students that is under the direct supervision of a departmental faculty member.

A faculty member who is sponsoring a research project must be identified as the PrincipalInvestigator (PI) of the project on all subject pool use application materials. His/her name must also be included on the project’s Certificate of Approval received from one of UBC’s research ethics boards (i.e., you cannot sponsor an experiment if you are not directly involved in it).Finally, PIs must review all subject pool use application materials prior to their submission and sign the Principal Investigator Consent Form Authentication Certificate, verifying that they are aware that BREB requires a unique consent form that is complete and specific to each study, that they have read the specific consent form that is to be used, that the consent form has been approved by one of UBC’s research ethics boards and that they are aware that they have the legal, professional and institutional responsibilities for all research conducted by them.The subject pool cannot be used for undergraduate course or project research.

ResponsibilitiesThe faculty members of the Department of Psychology have agreed that use of the subject pool brings with it certain responsibilities, including the following:

₃ Each faculty member is responsible for ensuring that all research conducted on their behalf or sponsored by them is in full and complete compliance with the ethical standards of UBC’s research ethics boards and with the requirements of the Department of Psychology subject pool.

₃ Each faculty member is responsible for ensuring that all researchers (e.g., visiting faculty, postdoctoral fellows, graduate students, paid or volunteer research assistants) working with them are aware of and in compliance with the ethical standards of UBC’s research ethics boards and with the requirements of the Department of Psychology

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subject pool. ₃ Faculty members who conduct research and every researcher working with them have

an obligation to make research participation an interesting learning experience for the student participants, as well as an obligation to convey to the student participants an image of psychology as a serious, professional, humane, and useful enterprise. The use of study review worksheets added to the debriefing process in fall of 2011 are designed to facilitate this educational mission. More detail on the use of these worksheets is provided below. Lab that consistently fail to turn in worksheets from their session could jeopardize their access to the HSP for future studies.

As part of the obligation to make research participation an educational experience, each research participant is entitled to receive:

₃ An oral debriefing in which the purposes and methods of the experiment are explained and all questions are answered. This obligation to give an oral debriefing applies even to research that involves the use of take home questionnaires or online research.

₃ A written debriefing, written in clear, plain English that is accessible to our undergraduate student population.

The Department of Psychology subject pool is a precious resource that is an essential and valuable component of the department’s teaching and research effort. The department’s Human Subjects and Research Policy Committee’s role includes the maintenance and protection of the subject pool by ensuring that research participants are provided with an educational experience, by ensuring that anyone using the subject pool has clearance from one of UBC’s research ethics boards and by educating the faculty and students about their ethical responsibilities. However, the responsibility of preserving this resource lies with all of us, and especially with the departmental faculty members who conduct and sponsor research that depends on the subject pool.

The Psychology Research Participation SystemWe have an online system called the Psychology Research Participation System for managing many aspects of the subject pool.The system replaces the experiment sign-up posters that we used to display on the bulletin board in the lobby of the Kenny Building.The old fashioned sign-up posters, where potential participants write in their name and contact information, are in violation of contemporary privacy laws, are no longer in compliance with the approvals issued by UBC’s research ethics boards, and thus are no longer permitted.Advertisements about experiments which are in compliance with the law and the approvals ofUBC’s research ethics boards may still be posted around the campus.Faculty members are discouraged from conducting research/studies in their own classes, consistent with the UBC policy on conflict of interest, and the REB policy on ensuring the participant’s consent is not coerced.

♦ We remind researchers that it is entirely the discretion of an instructor whether to permit 4

a researcher to recruit participants from their classes. If an instructor is willing to allow a researcher to advertise a particular study in his or her class, we suggest that these recruiting efforts be conducted in a manner to minimize class disruption, for example, by showing advertisements on an overhead prior to the start of class, or by passing out handouts to students as they leave the classroom. We urge researchers to remember that class time should be devoted to the course material.

The on-line psychology research participation system is a full feature system with a broad range of functions. For example, it allows potential participants to browse all currently approved experiments, it permits researchers to schedule/manage appointments with participants, and it is equipped to issue email reminders about upcoming experiments and appointments.For the time being, we use the psychology research participation system only in connection with the subject pool, that is, for experiment participation and pre-screening in return for research credit associated with a course in Psychology.

About this DocumentThis document gives detailed, step by step instructions about the application procedures that need to be followed in order to access the subject pool. To expedite the approval of subject pool use requests, please carefully adhere to all instructions provided in this document.This document also gives detailed, step by step instructions on the use of the psychology research participation system. Additional inquiries may be directed to Aaron Weidman (hspresearch@psych.ubc.ca). Every attempt will be made to answer emails within 24 hours.

HOW TO APPLY FOR USE OFTHE SUBJECT POOL

OverviewIn order to use/access the Department of Psychology’s subject pool for an experiment, a complete subject pool use application package is required. The subject pool use application package needs to include all of the following:

1. A copy of a valid Certificate of Approval issued by one of UBC’s research ethics boards;

2. A signed copy of the Principal Investigator Consent Form Authentication Certificate;

3. A copy of the consent form that has been reviewed and approved by one of UBC’s research ethics boards;

4. A copy of the debriefing form;

Electronic versions of the Principal Investigator Consent Form Authentication Certificate,5

Subject Pool Use Application Form and of the Subject Pool Use Application Checklist are included at the end of this manual; they can also be found at http://www.psych.ubc.ca/hsp/index.psy.

This manual also contains detailed instructions on how to complete each part of the subject pool use application package, and it provides specific examples of the consent and debriefing forms and a copy of the study review worksheet to be used during debriefing. The example consent, debriefing forms, and review worksheets can also be found at http://www.psych.ubc.ca/hsp/index.psy.

A separate subject pool use application package is required for each new experiment.Please prepare all documents electronically (i.e., no information in hand writing), proof-read them carefully, then electronically submit them to hspresearch@psych.ubc.ca. Handwritten subject pool use applications, incomplete applications, and applications submitted as hard copies to the HSP mailbox, will not be reviewed. In addition, Aaron’s duties include adding all the approved studies into the system as well as editing all information associated with the study.

Once the subject pool use application has been approved by the department’s Human Subjects and Research Policy Committee:

♦ The experiment will be posted on the psychology research participation system by the department’s Human Subjects and Research Policy Committee.

After the individual listed as responsible for the scheduling of participants creates appointment/time slots, the experiment will become visible to potential participants.

♦ Detailed instructions on how to create timeslots and manage appointments called How to Use the Psychology Research Participation System are included in this manual.

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Detailed InstructionsEnter Study Information in HSP System

a) Log on as a researcher into the HSP system: https://hsp.psych.ubc.ca/Default.aspx?ReturnUrl=%2f

b) BUT WAIT! Do you have a researcher account yet? If no, email Aaron at hspresearch@psych.ubc.ca first, and he will create your account.

c) Create a new study using the “Add New Study” feature at the top of the screen.d) Follow all online instructions. Before you begin, make sure to have handy: i. Name of all RAs and researchers who will have access to the study and who will schedule participants.ii. BREB approved study name.iii. Length of the experiment (in minutes).iv. Total number of credits for the experiment. (30 min = 0.5 credits, 1 hour = 1 credit, etc.)v. Eligibility restrictions (e.g., only left-handed individuals)vi. Brief description of the purpose of the experiment vii. Brief description of what the participants will be required to do. In this, please include where the study will take place.viii. BREB approval numberix. BREB expiry date

e) Once you have done this, save the study. This will NOT make the study active yet.f) After entering and saving all of the information in the HSP system you need to email me the

following forms/information at hspresearch@psych.ubc.cai. The name of your study exactly as you entered it in the HSP system.ii. Your debriefing form.iii. Your BREB approved consent form.iv. Signed PI Consent Form Authentication HSPv. The BREB certificate of approval, which displays the expiry date

g) Once the study is approved, you will get a notification email from the HSP system telling you that your study is active and approved.

h) ADDING OTHER RESEARCHERS: One complication we foresee happening is adding researchers to your studies who do not have Researcher HSP accounts. If you encounter this problem, please email me the researcher’s full name and email, before you submit the study online, and I can create an account for them.

The Certificate of Approval ♦ A copy (not the original) of a valid Certificate of Approval received from one of UBC’s

research ethics boards must be included with the subject pool use application package.

♦ The Certificate of Approval has an expiry date. Ensure that the Certificate of Approval is still valid. The approval to use the subject pool will expire at the expiry date listed on the Certificate of Approval.

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If you wish to continue the study after the BREB or CREB approval has expired, please provide a copy of the renewed certificate to Aaron. The research ethics boards are independent of HSP, and the HSP system does not know if a certificate has been renewed unless this documentation is provided.

♦ The Certificate of Approval must be for the same experiment for which you are planning to use the subject pool.

♦ The Certificate of Approval must be issued to the faculty member identified as the PI on the subject pool use application materials.

The Principal Investigator Consent Form Authentication Certificate ♦ A signed and dated copy of the Principal Investigator Consent Form Authentication

Certificate. By signing the form the principal investigator is confirming that:

♦ they are aware that the REB requires a unique consent form that is complete and specific to each study/experiment.

♦ they have read the consent form that is to be used in connection with the study/experiment for which they are seeking access to the Department of Psychology subject pool.

♦ the specific consent form to be used for the research project for which they are seeking access to the Department of Psychology subject pool is identical to thatwhich has been approved by one of the University of British Columbia’s REBs and provide the REB project number.

♦ they are aware that they have the legal, professional and institutional responsibility for all research activities conducted under their supervision.

♦ Breaches in the Principal Investigator Consent Form Authentication Certificate may result in the removal of the principal investigator’s subject pool privileges.

The Consent Form ♦ The Department of Psychology’s Human Subjects and Research Policy Committee does

not review consent forms except to ensure that the time to complete the experiment, number of credits granted and title match those on the application form. To this end, we require researchers to submit, as part of their subject pool use application, a copy of the specific consent form to be used for the research project and assurance that the specific consent form being submitted is identical to the one that has been approved by one of UBC’s research ethics boards.

♦ A Sample Consent Form highlighting all of the information required by BREB is available online at http://www.psych.ubc.ca/hsp/index.psy.

♦ Please ensure that the email address and lab phone number of the PI and graduate students involved in the experiment are listed on the consent form.

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The Debriefing Process ♦ As part of the obligation to make research participation an educational experience,

each research participant is to receive both an oral and written debriefing:

♦ An oral debriefing in which the purposes and methods of the experiment are explained in detail and all questions are answered. This obligation to give an oral debriefing applies even to research that involves the use of take home or online questionnaires. ♦ Oral debriefings are expected to take between 5 to 10 minutes and must be taken

into account when planning the length of your study session.♦ Researchers should aim to make these debriefings as conversational as possible;

rather than just reading the written description. ♦ Oral debriefings are an opportunity for RA’s to practice teaching the value of

research to students who volunteer their time in the HSP.♦ Starting in 2011, researchers are required to ask students to complete a study

review worksheet to aid in their understanding of the research study. A copy of this worksheet and accompanying instructions is provided at the end of this document (pp. 24-25) and online at http://psych.ubc.ca/internal/human-subject-pool/research-guidelines/.

♦ Worksheets are to be completed by students during the debriefing and returned to the RA conducting the session.

♦ At the end of each week, labs are asked to provide completed worksheets to the HSP mailbox. Starting in 2012, labs that consistently fail to turn in at least 80% of worksheets for the credits they receive could jeopardize future access to HSP.

♦ A written debriefing, written in clear, plain English that is accessible to our undergraduate student population. The debriefing form is intended to educate student participants about the experiment and to provide contact information. In keeping with these objectives, the debriefing form must:

♦ Identify the title of the project.

♦ Please ensure that the email address and lab phone number of the PI and graduate students involved in the experiment are listed on the consent form.

♦ Contain an informative description of the purpose/reason for the research. In the description of the purpose, introduce the topic or area of your research, the specific objectives, research questions and/or hypotheses of the experiment, as well as some background information about the reason(s) why these objectives/questions/hypotheses are being investigated.

♦ Contain a description of what participants were required to do and the reason for each task.

♦ Contain a description of all of the major or critical variables that were manipulated or explored and identify their purpose.

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♦ Use the terms correlation study, independent and dependent variable where appropriate.

♦ Contain a description of the anticipated outcome/results of the experiment.

♦ Contain a statement about the experimenters’ willingness to answer any questions at any time.

♦ Contain a complete APA style reference to a recent article/chapter that is directly related to your experiment. The referenced work must be available at one of the University’s libraries. It must be readable/understandable for undergraduate students. Do not cite technical manuals or papers that are in press.

♦ A Sample Debriefing Form highlighting all of the information required is available online at http://psych.ubc.ca/internal/human-subject-pool/research-guidelines/.

♦ The written debriefing form must not contain any typos or grammatical errors.

♦ The written debriefing form must be included in the subject pool use application.

Organizing and Submitting the Subject Pool Use Application Package ♦ To expedite the review process, arrange the documents in the following order:

♦ Copy of the Certificate of Approval

♦ Completed Subject Pool Use Application Form

♦ Signed and dated copy of the Principal Investigator Consent Form Authentication Certificate

♦ Copy of the consent form

♦ Copy of the debriefing form

♦ Once the subject pool use application package is complete, submit it to hspresearch@psych.ubc.ca. Applications submitted to the HSP mailbox in the mail room will not be reviewed.

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HOW TO USE THE PSYCHOLOGY RESEARCH PARTICIPATION SYSTEM

Introduction & OverviewThe Psychology Research Participation System is located at http://hsp.psych.ubc.ca/. Use this system to advertise and to schedule participants for all experiments for which you plan to award course credits.

The system has an intuitive web interface that you can access at any time, from any browser.This document gives detailed instructions on how to use the system.

Before one of your experiments is advertised on the system, it needs to be approved by the department’s Human Subjects and Research Policy Committee. The document called How toApply for Use of the Subject Pool describes how to apply for approval of an experiment.

Once your experiment is approved, we will post it on the psychology research participation system, and you will receive an approval code, as well as a User ID and Password to enter the system.

Every experiment that has an open/unfilled appointment slot will be visible to participants, who can sign up for experiments online. When participants log onto the system, the visible experiments will be displayed in random order.

How do I keep track of participants in my study?You don’t have to! The SONA system behind the HSP website keeps track of all participant sessions in all studies, providing researchers with an archived list that they can consult if they need to look up past participation records. You do not need to keep any paper trail of participants of experimental sessions.

If you want to keep track of participants for the purpose of linking their data to pre-screeening responses, you should ask participants to re-create their HSP ID numbers when completing your study. Please see the pre-screening instructions on pages 24-26 for more information.

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Note: Aaron Weidman, a member of the department’s Human Subjects and Research Policy Committee, will enter new experiments on the psychology research participation system and make any necessary changes to details of experiments.

If any aspect of your experiment changes after you have it approved, those changes must be approved by the Human Subjects and Research Policy Committee before they are entered into the online system. Although the system allows you to make changes to the online description of your experiment, if you attempt to make those changes yourself (i.e. if you try to circumvent the new/revised approval), your experiment will immediately become invisible to potential participants.

Points to Remember♦ On the page displayed after you log onto the system there is a link called ‘Add New

Study’. Only the Department’s Human Subjects and Research Policy Committee has permission to add a new experiment. If you attempt to add a new experiment it will not appear visible to potential participants.

♦ If any aspect of your experiment changes after you have it approved, those changes must be approved by the Human Subjects and Research Policy Committee. After approval is granted, the changes will be made in the psychology research participation system by the Human Subjects and Research Policy Committee. The one exception to this is a change in the study location. This information will be displayed at the end of the study description is something you can change yourself if the location of your study has changed.

♦ If you attempt to change some of your experiment information by yourself using the ‘Change Study Information’ link, your experiment will become invisible to participants until the department’s Human Subjects and Research Policy Committee reactivates it.

♦ Do not use the Back button to navigate within the psychology research participation system. If you use this button, it will often kick you out of the system and you will need to log back in. Use the menu at the top of the screen to move between screens.

♦ Don’t forget to log out after you have finished using the system.

Detailed InstructionsEssential FunctionsStep 1: To Log Into the System

♦ Once the subject pool use application has been approved by the department’s Human Subjects and Research Policy Committee, the experiment will be posted on the research participation system.

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♦ You will receive a User ID and Password to enter the system; this is the User ID and Password that you will use to manage all of your experiments posted on the system. Please keep them in a safe place or commit them to memory.

♦ The system is located at http://hsp.psych.ubc.ca/. Once you go to this site, you will see a display – the system home or log-in page -- like this:

♦ To access the system enter your User ID and Password in the designated fields and click the ‘Log In’ button.

♦ If you have forgotten or lost your password click on the ‘Lost your password’ statement, located at the bottom left corner of the Log In page. You will be prompted to enter either your User ID or your email and your password will then be emailed to you.

Step 2: To Review A Posted Experiment♦ Only the department’s Human Subjects and Research Policy Committee has permission

to post/add new experiments or to make changes to posted experiments. However, you should review the details of each experiment after it has been added to the system to ensure that no errors were made.

♦ To review the posted details of an experiment, log onto the system. After you have logged on you will see a screen display similar to the one shown below.

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♦ Click on the ‘My Studies’ link and you will be shown a display similar to the one shown below. On this display you will find a listing of all of your posted experiments. This page also shows whether each experiment is visible to potential participants and it provides links to view either study information or posted timeslots.

♦ To review the posted details of an experiment, click on the name of the experiment or on the ‘Study Info.’ link located under the ‘View’ column. The name of the experiment, eligibility requirements, length of the experiment, number of credits awarded for participation, researcher(s) names, sign-up and cancellation deadlines, and experiment approval code will then be displayed. Study status refers to whether or not the experiment appears visible to potential participants. [Experiments will become invisible to students if you attempt to make any changes to the posted details on your own]. Experiments will also appear invisible if there are no open/unfilled timeslots posted. Automatic credit granting refers to when credits will be granted to participants. Credits are granted once per day.

♦ If the posted information is different from the information that was provided with the subject pool use application, contact Julie Hodge at jhodge@psych.ubc.ca so that she can correct it.

Step 3: To Create/Modify or Schedule Timeslots♦ Your experiment will become visible to potential participants and they will be able to sign-

up for your experiment(s) after you have created some timeslots. Once all of the timeslots are filled, the experiment will become invisible again. Check the system and add new timeslots regularly.

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♦ To create timeslots and/or to modify the experiment schedule, you will first need to log onto the system.

♦ Click on the ‘My Studies’ link and you will be brought to a page similar to the one shown below, to a page with a complete listing of all of your posted experiments.

♦ To create timeslots or to modify the experiment schedule, click on the experiment for which you wish to create/modify the schedule/timeslots. You will then be shown the details of your posted experiment.

♦ After you click on the ‘View/Administer Timeslots’statement, located at the bottom of the page, you will be shown a display of the current schedule/timeslots. If you have not yet posted any timeslots none will appear. Only recent timeslots will appear. To view all timeslots click the ‘View All Timeslots’ statement .

♦ To add one new timeslot click the ‘Add A Timeslot’statement, and you will be shown a display similar to the one shown below.

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♦ In the required fields, enter the date, start time, number of participants for that timeslot, and location where participants are to meet the experimenter.

♦ To add several new timeslots click the ‘Add Multiple Timeslots’ statement. After you enter the number of timeslots to be added, in the designated field you will be shown a display similar to the one below.

♦ For each timeslot, enter the date, start time, number of participants, and the location where participants are to meet the experimenter, in the required fields. Ensure that under the ‘Add This Timeslot?’ statement ‘Yes’ is highlighted for each timeslot you want added.

♦ The added timeslot(s) will now appear visible to participants.

Step 4: To Grant and/or Deny Credits♦ The system is set-up to automatically grant credits on a daily basis. However if you do

not regularly enter the system to grant and deny credits you will be prompted by a message after you log-in, instructing you to deal with your expired timeslots.

♦ To either grant or deny credits (for participants who failed to show up for your experiment) you will first need to log onto the system. After you have logged on you will see a screen display similar to the one shown below. Note that the display has a message prompting the experimenter to deal with his/her expired timeslots.

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♦ Click on the ‘My Studies’ link, to go to the listing of all of your posted experiments.

♦ Click on the experiment for which you want to grant/deny credits. You will then be shown the details of your posted experiment.

♦ Click on the ‘View/Administer Timeslots’ statement located under your experiment details and you will be shown a display of the current schedule/timeslots.

♦ Click on the ‘Modify’ button located next to the timeslot you want to grant or deny a credit for and you will see a display similar to the one shown below.

♦ If you have not dealt with your expired timeslots and you are prompted by a message after you log in requesting that you deal with your expired timeslots you can also simply click the ‘Click here to view’ statement located under the message to get to a display similar to the one shown below.

♦ Under the heading ‘Sign-Ups’ you will see a table listing the participant(s) who was/were scheduled for that timeslot. To grant a credit to the participant click the empty circle located in the column called ‘Credit Granted’. To deny a credit to a participant click the empty circle located in the column called ‘No-Show’. The penalty options displayed above will not be available, as we do not penalize our no-shows.

♦ Click on ‘Update Sign-Ups’ button located at the bottom of the table to register the granted or denied credits into the system.

Special Functions

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The new on-line research participation system has many extra features: to prevent duplicate sign-ups, to allow you to change your password or contact information, to view all of the experiments posted on the system, to manually schedule participants, to delete posted timeslots, to cancel appointments, and to contact one or more participants. Instructions on how to use each of these features are provided below.

No Duplicate Sign-Ups♦ The system keeps track of which experiments individuals have participated in and will

not allow participants to participant in the same experiment more than once.

To Change Your Password and/or Contact Information♦ If you want to change your Password and/or contact information, log onto the system.

♦ Click on the ‘My Profile’ link and you will be shown a display of your User Profile similar to the one shown below. This page lists your name, User ID, email address, university ID, phone number, and office number. There is also an option called ‘Daily Reminder’. Click the circle next to the option ‘Yes’ if you want tobe sent emails reminding you of upcoming appointments. Click the circle next to the option ‘No’ if you do not want to be sent emails reminding you of upcoming appointments.

♦ To change your email address, delete your old email address located in the Email Address box and then enter your new email address into the box.

♦ To change your password, enter your current password into the Current Password box and enter the password you would like in the New Password box. Enter the Password you would like into the New Password (confirm) box.

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♦ To change your phone number, delete your old phone number located in the Phone Number box and then enter your new phone number into the box.

♦ To change your office number, delete your old office number located in the Office box and then enter your new office number into the box.

♦ To save your changes to your User Profile click the ‘Update’ button located at the bottom of the display.

To View all of the Posted Experiments♦ You can also view information about all of the experiments posted on the

psychology research participation system. First, log onto the system.

♦ To view a list of all of the experiments posted and which experiments are visible to participants click the ‘All Studies’ link. The list of experiments will be displayed in alphabetical order. However, the list of experiments that participants view will be displayed in a random order.

♦ Under the ‘View’ column you can choose to view the posted details of an experiment (simply click on the statement ‘Study Info.’) or you can choose to view the timeslots for an experiment (simply click on the statement ‘Timeslots’).

To Manually Schedule a Participant♦ Typically participants will find your experiment and sign-up for it by entering the

system and browsing through the experiments posted. However, occasionally you may want to sign-up a participant yourself. Before you do so you will need to know, the participants User ID or last name, the timeslot they wish to be scheduled for, and the course and section to which they would like to have the participation credit(s) assigned.

♦ To manually schedule a participant you will need to log onto the system.

♦ Click on the ‘My Studies’ link and then click on name of the experiment for which you want to schedule a participant.

♦ Click on the ‘View/Administer Timeslots’ statement located under your experiment details and you will be shown a display of the current schedule/timeslots.

♦ Scroll down the page and near the bottom, under the heading ‘Manual Sign-Up’ enter either the individual’s User ID or last name into the required field. Click on the ‘Sign Up’ button located next to the field in which you entered the User ID or last name.

♦ Do NOT use the ‘Batch Credit Grant’ feature. This feature does not permit experimenters to assign the credit to a course and as such the participant may not receive his/her credit.

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♦ Those participants with a User ID or last name matching the one that you entered will now be listed. Select the individual you want to sign up then click the ‘Sign Up’ button .

♦ You will then be requested to select the course and section to which the individual wants to allocate the course credit. Make sure that you enter in the correct course and section. Although the system warns that the participant will not be able to change the assignment later, participants do have this opportunity.

♦ Click on the ‘Sign Up’ button and the participant will be sent an email listing the experiment details, your contact information, as well as the date, time, and location of the scheduled appointment.

To Delete Timeslots♦ If you post a timeslot on your schedule and then later want to delete it you will need to

log onto the system.

♦ Click on the ‘My Studies’ link and then click on het name of the experiment for which you want to delete a timeslot.

♦ Click on the ‘View/Administer Timeslots’ statement located under your experiment details and you will be shown a display of the current schedule/timeslots.

♦ Click on the ‘Delete Multiple Timeslots’ statement located under the table displaying your schedule and you will be shown a display similar to the one shown below, listing the timeslots for which no one has yet signed-up/scheduled an appointment. You will only be shown and are only permitted to delete timeslots for which no one has signed-up/scheduled an appointment. If a participant is scheduled for a timeslot that you want to delete you will need to cancel your appointment with the participant first (see instructions for cancelling an appointment below).

♦ Under the column labelled ‘Delete?’ in the row containing the timeslot(s) you want to delete, click the circle next to the ‘Delete timeslot’ statement. For those timeslots you

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do not want to delete leave the circle next to the ‘No Action’ statement highlighted.

♦ Click the ‘Delete Selected Timeslots’ button located at the bottom of the table to delete the timeslots you have highlighted to delete.

To Cancel an Appointment♦ Appointments can only be cancelled with at least 24 hours notice. If you want to cancel

an appointment you will need to log onto the system.

♦ Click on the ‘My Studies’ link and then click on name of the experiment for which you want to cancel the appointment.

♦ Click on the ‘View/Administer Timeslots’ statement located under your experiment details and you will be shown a display of the current schedule/timeslots.

♦ Click on the ‘Modify’ button located next to the timeslot for which you want to cancel the appointment. You will then see a display similar to the one shown below, however, the name and email of the scheduled participant will also be displayed.

♦ Click the word ‘[Cancel]’ located next to the participant’s name and an email will be sent to the participant cancelling the appointment.

To Contact Many Participants♦ If you want to contact a group of participants you will first need to log onto the system.

♦ Click on the ‘My Studies’ link and then click on name of the experiment for which you want to contact participants.

♦ Click on the ‘Contact Participants’ statement, located under your experiment details, and you will be shown a display similar to the one shown below.

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♦ Next to the word ‘Recipients’ you will have the option to email all participants, only those who have received credits, only those who you have recorded as no-shows, and those marked as awaiting action (these are participants that have signed-up but have not been granted or denied their credit). To send an email to one of these groups, simply click the circle next to the group of participants you want to contact and enter the message that you want to send in the ‘Message’ box. You also have the option to send a copy of the message to your own email account.

♦ Click the ‘Send Message’ button located at the bottom of the display and your message will be emailed to the group of participants.

To Contact One Participant♦ If you want to contact one participant you will first need to log onto the system.

♦ Click on the ‘My Studies’ link and then click on name of the experiment for which the participant you want to contact is scheduled.

♦ Click on the ‘View/Administer Timeslots’ statement located under your experiment details and you will be shown a display of the current schedule/timeslots.

♦ Click on the ‘Modify’ button located next to the time slot for which you want to cancel the appointment. You will then see a display similar to the one shown below, however, the

name and email of the scheduled participant will also be displayed in the table under the heading ‘Sign-Ups’, under the column called ‘Name’.

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Pre-Screening InstructionsPsychology students signing into the Sona system at the beginning of every semester are encouraged to complete the pre-screening questions for one-half credit. Each faculty member is entitled to *one minute's worth of questions* every semester.

Following are guidelines to submitting pre-screening question.

Please submit all pre-screening question in a word file to hspresearch@psych.ubc.ca. Questions should be submitted by the deadline provided by the HSP coordinator—keep an eye out between 4 and 6 weeks prior to the start of the term for an email specifying the deadline for pre-screening questions.

Please do your own pre-testing and just submit one minute's worth of questions.

Alternatively, you may submit the set of questions you absolutely need (which should only take one minute) and also include a "wish list" of questions that you would like us to include if time is available.

Please note that pre-screening questions submitted in one semester will not carry over to the next semester unless you request resubmission.

Please note that the Sona system cannot screen out participants on the basis of open-ended questions. For example, if you want to be able to restrict your study to East Asian participants, you need to provide participants with a set of multiple choice responses (eg, East Asian, Caucasian, etc.), rather than letting them write in their ethnicity. You may also choose to have the system compute a section sum or average (for each participant)

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for the section. These scores are computed only for all the multiple-choice and numeric questions in a section. The advantage of a section sum or average is that researchers may choose to restrict their studies based on this, instead of an individual response in the section.

Once prescreening data are collected, researchers will receive the data for the questions they requested. However, you can send a request for additional data. As long as they have a plausible reason for making the request, it would be granted. To make this request, send an email to hspresearch@psych.ubc.ca

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Instructions for Linking Pre-Screening Data to Participants

1. Submit desired pre-screening items to HSP coordinator2. Collect participant HSP numbers when they come into the lab to complete studies

a. To collect HSP ID numbers, ask participants to create an eight digit number using the following four facts (in this order):

Month of their birth:               ___  ___  (e.g., January would be entered as 01)Date of their birth:                       ___  ___  (e.g., 8th would be entered as 08)Month of their mother’s birth:        ___  ___  (If this is not known, enter “99”)Month of their fathers’s birth:        ___  ___  (If this is not known, enter “99”)

Combine these numbers to get the participants’ HSP ID number; for example, 01080403 would be someone born on January 8th with a mother born in April and a father born in March.

b. This will be the same number participants will have created when completing pre-screening, so you can match your participants’ data to their pre-screening responses. Occasionally, participants will create a wrong number—either when completing pre-screening or when participating in studies—but this should only effect a small number of your participants.

3. Contact HSP coordinator to notify him/her of the items for which you would like to receive responses.

a. All researchers requesting pre-screening responses will receive HSP ID numbers and demographic information, as well as the items they request.

b. Researchers wishing to receive identifying information about participants (e.g., names, email addresses), must receive explicit permission from BREB, and must communicate this permission to the HSP coordinator.

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Instructions for how to screen participants for your study:

To set participation restrictions, view (do not choose edit) your study and chooseView/Modify Restrictions. You will see a list of eligible questions which you may use for your restrictions. If the study already has some restrictions, those will be checked, and you will see how many participants currently meet the restrictions. Choose the questions you would like to restrict upon (and keep the existing checked restrictions checked, unless you want to remove that restriction), and click on the Set Restrictions button. On the subsequent page, you can select each value that is acceptable for each question you have chosen. Once you have selected all the acceptable values, save your changes and they will take effect immediately. It is important to note that if you change the restrictions, it will not remove the study sign- ups for participants who qualified under the previous set of restrictions. For this reason, you should probably decide on your restrictions before making the study available to participants.

If you have restriction requirements where you would like to restrict participation to a percentage of the population (for instance, the responses that were chosen by the top 25% of people), but you are not sure which responses meet this requirement, you can use the pretest response analysis feature to determine the valid responses. You may also use Analyzing Pretest Responses to get an idea of how many participants are potential candidates for participation in your study, based on a specified set of restrictions.

While viewing the list of pretest restrictions currently set for a study, and the number of participants who meet those restrictions, you may see the option to Invite Qualified Participants. Using this option, you may craft an email to be sent to all qualified participants. You may choose to exclude those who have already signed up for or participated in any studies you specify. The system will pre-fill the email with useful information like the name of the study and how many timeslots are currently open.

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Researcher Guide for Using Study Review Worksheets

The Psychology Department Subject Pool exists to serve both the research mission of the department, as well as to educate our students about the nature of scientific investigation in psychology. Beginning in the 2011/12 Academic year, the HSP is requiring use of the following Study Review Worksheet for all debriefings at the conclusion of studies run with the HSP. This worksheet is designed to facilitate more discussion of research between researchers and student volunteers and provide some assurance that students leave studies with a clear understanding of the goals and design of the research they have helped you to conduct. Below are a few things to keep in mind in your use of these worksheets:

- Oral and written debriefings are a requirement of using HSP. This form does not replace your current written debriefing but should be used to supplement your oral debriefing. It is estimated to add only 2-3 minutes time to your debriefing procedure.

- The worksheet provides a guide of information to be included, but you are free to modify or add questions to conform to aspects that might be specific to the design of your study.

- RA’s should read the paragraph at the top of the worksheet to students before they begin the debriefing. Students should be aware that the worksheet is designed to enhance the educational value of their participation and is not part of the research study itself.

- RA’s should collect these worksheets from students before they leave. Worksheets from a given lab should be turned in at the end of each week (Friday by 4:30 p.m.) to the HSP mailbox. Beginning in 2012, labs who fail to turn in at least 80% of worksheets for the credits they have received from HSP might jeopardize future access to this resource.

- If a student declines to complete a worksheet, the researcher can make note of that on the sheet and turn in a blank sheet. However, it is expected that this will not be a frequent occurrence.

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STUDY REVIEW WORKSHEET

Thank you for participating in this study. The research portion of the session is now over, and the research assistant will next spend some time telling you more about this study to help clarify the larger goals of the research. The following review worksheet is designed by the Psychology Department Subject Pool to help you follow along as you learn more about this study and the nature of scientific inquiry in psychology. Although completing this worksheet is voluntary, your responses will help maximize what you learn from your experience as a participant in the Department Subject Pool. Responses can also help researchers refine their procedures and allow the Psychology Department to recognize study review sessions that participants find most educational. Your responses are completely anonymous, will not be used for research purposes or have any bearing on receiving credit for your participation.

1. What was the main purpose and/or broader implication of the current study?

2. This study relies primarily on an experimental or correlational design (circle one)?

3. The primary independent or predictor variable in this study is: _______________________

4. The primary dependent or outcome variable in this study is: ________________________

5. The primary hypothesis being tested is:

6. If you were going to do a study like this, what would you change/add/modify?

7. If this study was published in an Introductory Psychology textbook, it would be in a chapter on (circle at least one):

Biological Psychology Development Sensation/Perception Learning/Memory Motivation/Emotion Stress/Health Psychological Disorders PersonalityQuantitative Methods Cognition/Language Social Psychology

8. How clear and informative was the debriefing for this study? not at all 1 2 3 4 5 extremely

9. How interesting and engaging was the debriefing for this study? not at all 1 2 3 4 5 extremely

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TO BE COMPLETED BY STUDY RESEARCH ASSISTANT

Study Name:_______________________________________________________________

Date of Participation: __________________

Principal Investigator (Core Faculty): ___________________________________________

Research Assistant:__________________________________________________________

RA Signature: ______________________________________________________________

10. Were you orally debriefed by the researcher? yes no

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Please return this completed form to the RA who conducted your session.