APPLICATION FOR ETHICS REVIEW OF RESEARCH INVOLVING HUMAN PARTICIPANTS

Please remember to PRINT AND SIGN the form, and forward TWO copies to the Office of Research Ethics, Needles Hall, Room 3015, with all attachments.

A. GENERAL INFORMATION

 6. Funding Status:    

Is this project currently funded? Yes

• If Yes, provide Name of Sponsor: - none - : University of Waterloo Library

• If No, is funding being sought OR if Yes, is additional funding being sought? No
  
• Period of Funding: June 1, 2003 - December 31, 2003
  

7. Is this research a multi-center study?  No
If Yes, what other institutions are involved:
                    

8.  Has this proposal been submitted to any other Research Ethics Board/Institutional Review Board?  No

9. For Undergraduate and Graduate Research: 

Has this proposal received approval of a Department Committee?      NA

10. a) Indicate the anticipated commencement date for this project:   10/14/2003
 
      b) Indicate the anticipated completion date for this project:  12/31/2003

B. SUMMARY OF PROPOSED RESEARCH

1. Purpose and Rationale for Proposed Research

a. Briefly describe the purpose (objectives) and rationale of the proposed project and include any hypothesis(es)/research questions to be investigated. Where available, provide a copy of a research proposal:
The Library is currently reviewing its Reference Service to ensure that it is meeting the information needs of the library users. The focus group study will be one component of this review in order to identify trends in how library users use the Reference Service. Specific questions to be asked of Focus group participants will be:
1.What aspects of our current reference service do you like?
2.What changes to the reference service or new services would make it more useful for you? Please be specific.
3.What have we not discussed in relation to the reference service that we should have?


b. In lay language, provide a one paragraph (approximately 100 words) summary of the project including purpose and basic methods:
The purpose of the focus group study is to identify trends in library users. 8 focus groups will be used consisting of 7-9 members of the UW faculty and student populations.

2. Methodology/Procedures

a. Which of the following procedures will be used? Provide a copy of all materials to be used in this study.

Focus group(s)
Audiotaping

b. Provide a brief, sequential description of the procedures to be used in this study:    

1. Potential focus group participants will be solicited by email.
2. 8 groups in total will be formed.
3. Participants will be emailed an information letter explaining the library reference service and what the focus group will entail.
3. All participants will be asked to read and sign the consent form prior to the focus group discussion.
4. Each member of a focus group will participate in the discussion only once and the meetings will not last for more than 60 minutes.
5. The focus group Facilitator will explain the details of the reference review being conducted by the library and will define “Reference Service”
6. The focus group facilitator will direct the discussion around 3 general questions relating the Library’s Reference Service (Questions are described under the purpose section).
7. All users will be given a $10 gift certificate for their time.


c. Will this study involve the administration of any drugs? No

3. Participants Involved in the Study

a. Indicate who will be recruited as potential participants in this study.
UW Participants:
   Undergraduate students
Graduate students
Faculty and/or Staff

b. Describe the potential participants in this study including group affiliation, gender, age range and any other special characteristics. If only one gender is to be recruited, provide a justification for this:

The composition of the focus group participants will include one Faculty group, 2 Undergraduate groups comprised of students registered in the Arts & Humanities, 2 undergraduate groups comprised of students registered in the Faculties of Science & Engineering, two groups comprised of Graduate Students, and a group comprised of persons with disabilities. Attempts will be made to get representatives from 1st year, 2nd year, 3rd year, 4th year.

c. How many participants are expected to be involved in this study? 56-72

4. Recruitment Process and Study Location

a. From what source(s) will the potential participants be recruited? 
Other UW sources: Registered users in the Library Circulation Database & The Office of Persons with Disabilities

b. Describe how and by whom the potential participants will be recruited. Provide a copy of any materials to be used for recruitment (e.g. posters(s), flyers, advertisement(s), letter(s), telephone script):
Email will be sent from the researchers to individuals randomly selected using a random numbers table applied to a list generated by the Library’s registered users database. An existing focus group formed by the Office of Persons with Disabilities will also be asked to consider participating in this study.

c. Where will the study take place?      On campus: Porter & Davis Libraries    

5. Compensation of Participants
Will participants receive compensation (financial or otherwise) for participation?      Yes
If Yes, provide details:
$10 gift certificate from UW Retail Services will be given to the participants.

6. Feedback to Participants

Briefly describe the plans for provision of feedback.  Where feasible, a letter of appreciation should be provided to participants. This also should include details about the purpose and predictions of the study, and if possible, an executive summary of the study outcomes.  Provide a copy of the feedback letter to be used.

The Feedback letter will be emailed to the participants, once all the Focus Groups have been conducted.

2. Describe the procedures or safeguards in place to protect the physical and psychological health of the participants in light of the risks/stresses identified in D1:
N/A

Researchers are advised to review the Sample Materials section of the ORE website

1. What process will be used to inform the potential participants about the study details and to obtain their consent for participation?
Information letter with written consent form

2. If written consent cannot/will not be obtained from the potential participants, provide a justification for this.

3. Does this study involve persons who cannot give their own consent (e.g. minors)? No

Researchers must ensure that all supporting materials/documentation for their applications are submitted with the signed, hard copies of the ORE form 101/101A. Note that materials shown below in bold are required as part of the ORE application package. The inclusion of other materials depends on the specific type of projects. 

Researchers are advised to review the Sample Materials section of the ORE web site.

Please check below all appendices that are attached as part of your application package:

- Recruitment Materials: A copy of any poster(s), flyer(s), advertisement(s), letter(s), telephone or other verbal script(s) used to recruit/gain access to participants.
- Information Letter and Consent Form(s)*. Used in studies involving interaction with participants (e.g. interviews, testing, etc.)
- Data Collection Materials: A copy of all survey(s), questionnaire(s), interview questions, interview themes/sample questions for open-ended interviews, focus group questions, or any standardized tests.
- Feedback letter *

* Refer to requirements for content under Elements for Information Letters and Consent Forms, including suggested wording.

Please note the submission of incomplete packages may result in delays in receiving full ethics clearance.
We suggest reviewing your application with the Checklist For Ethics Review of Human Research Applications 
to minimize any required revisions and avoid common errors/omissions.

FOR OFFICE OF RESEARCH ETHICS USE ONLY:

 ORE 101
 Revised August 2003