Institutional Review Board

Participant Recruitment

All new applications, modifications, renewals, reportable new information and other work must be submitted to the HSPP via Click IRB. Visit the Click IRB Resources page for additional information.

If you have questions about IRB governance or guidelines, contact the IRB.

IRB Guidelines for Recruitment of Research Participants

All participant recruitment advertisements such as brochures, flyers, newspaper ads, InHouse, public service announcements or postings on Internet websites require the review and approval of the IRB prior to printing, posting or distributing.

Consult worksheet HRP-315 (DOCX) in the Click Library for complete guidance around advertisements for research participants for your specific research study.

Advertising for Research Participants

Seattle Children’s IRB and Marketing and Communications Department (MarComm) have tools and guidelines governing the creation of all materials used to advertise for the recruitment of research participants.

Research Participant Recruitment Marketing Toolkit

If you would like a consult to create a research participant recruitment marketing plan, or have questions about a marketing tool or method listed below, contact MarComm.

Print Materials

  • Steps for creating a research participant recruitment flyer:

    1. Read How to Write Clear Advertisements to Recruit Research Participants (PDF).
    2. Create your flyer using one of the following Microsoft Word templates:
    3. Choose and insert photos.
      • Clip art is not permitted.
      • Please use photos from Seattle Children’s photo Media Library. If you need access to the Media Library to browse photos, contact MarComm.
    4. Request a MarComm review of your flyer for brand and readability. Contact MarComm requesting a review and a representative will review it within 5 business days.
    5. Submit the draft advertisement as an attachment in Click IRB along with your other study application materials. In your comments, explain to the IRB how and where advertisements will be used and posted.
  • Seattle Children’s Bynder (Photo Library)

    Please use photos from Seattle Children’s Bynder for your advertising materials. All Seattle Children’s photos are stored in an electronic photo library called Bynder that you can browse using keyword searches, or by the name of a particular doctor or researcher. To request a photo from Bynder, contact MarComm.

    If there is a specific photo that you have seen in Seattle Children’s materials that you would like to use and cannot find in the Bynder, contact MarComm with a link or a scanned image of the specific photo. Please note in your request the date you need it by, and that the photo request is for research participant recruitment materials.

    Stock photos

    The use of Seattle Children’s photos in Bynder is the first choice. However, if you cannot find an appropriate photo in Bynder, Seattle Children’s has a subscription to the stock image service Getty Images. This subscription is available, at no cost, for research participant recruitment advertising materials. If you choose a photo from another stock image service, you will need to purchase the photo.

    To select a stock image:

    1. Search gettyimages.com.
    2. Identify the photo and resolution that works for your project.
    3. Make sure the photo shows safe behaviors (e.g., bike helmets, life jackets).
    4. Contact MarComm with the photo identification number and they will assist you in downloading it from Getty Images.

    Photo shoots

    Do you need to schedule a photo shoot? Contact MarComm. You will receive a response within five business days.

    Photo consults

    Not sure exactly what photo you need or how to best acquire it for your recruitment project? Need help with photos on the flyer templates? Contact MarComm to request a consult with Research Marketing team.

  • Inside the hospital

    Flyers, advertisements and brochures can be posted in designated areas at Seattle Children's Hospital (e.g., clinics, community bulletin board outside of Starbucks, etc.). Please work directly with the clinics on posting and removing advertisements. See a list of all clinics and programs.

    Advertisements cannot be placed in elevators, hallways or public areas of the hospital.

    Outside the hospital

    Study teams need to work directly with the sites on posting and removing their advertisements.

    At Schools

    Peachjar is a digital flyer management solution used by many school districts. To distribute your flyer to schools, please contact MarComm to request a consultation from the Research Marketing team. There may be a cost for Peachjar flyer distribution.

    At Seattle metro area community events

    If you would like to conduct in-person recruitment activities such as having a table at community events, there are several options to consider depending on time of year. There may be community outreach events that Seattle Children’s is already engaged with through sponsorship or participation that could be a good opportunity for recruitment. As a reminder, you are acting as an agent of the Seattle Children’s organization. Please contact MarComm to request a consultation from the Community Education, Outreach and Sponsorships team.

  • MarComm works with a variety of vendors from graphic designers to mass mailing services. If you would like to be referred to a vendor who is familiar with Seattle Children’s brand and quality standards for your research participant recruitment project, contact MarComm.

  • MarComm communication specialists are experienced at making sure materials are understandable for all of our different audiences. To request a review of your advertisement, contact MarComm and request a review. A representative will review your materials within five business day.

  • All final flyers, social media and print advertisements must be reviewed by the IRB before they are shared with the public. It is the study team’s responsibility to submit study recruitment materials to the IRB. Please allow enough time in your recruitment planning for this review and possible revision cycle.

Web Posting and E-Newsletters

  • Seattle Children’s Research Studies and Clinical Trials Web Hub offers researchers a centralized resource to connect with potential study participants.The process to post enrolling research studies is open to any Seattle Children’s research team with an IRB approved study. The form takes less than 10 minutes to complete. You will be asked to submit the following: 

    • Study title
    • IRB approval number
    • IRB-approved enrollment start and end dates
    • Condition or therapy being studied
    • What is the goal of this study?
    • What happens in the study?
    • Who can join the study?
    • Who can I contact for information or to enroll?
    • Study location(s)
    • Principal investigator(s) 

    Submit a study 

    Request an update to an existing study post

  • InHouse is Seattle Children’s organization-wide internal newsletter. It is published on Tuesdays. The submission deadline is 2 p.m. Fridays.

    iKnow is the Seattle Children’s Research Division and downtown campus internal newsletter. It is published on Tuesdays. The submission deadline is 2 p.m. Fridays.

    1. To submit an announcement, fill out the MarComm intake form.
    2. The audience for the study must be Seattle Children’s employees.
    3. All study recruitment announcements must be IRB-approved before you submit to InHouse or iKnow.
    4. Content must follow Seattle Children’s editorial style and usage guidelines.
  • If you are not sure what online resources would best assist in research participant recruitment for your study, contact MarComm to request a consult. A representative will contact you within five business days.

    If you are considering creating a website separate from seattlechildrens.org, complete this survey to determine if your situation requires this major step. After completion of the survey you will be directed to schedule a consult with a MarComm representative.

Social Media and Paid Advertising

  • Research teams have the option to recruit study participants via social media advertisements. The process has multiple layers of review and approval: 

    • Contact MarComm to request a consult from the Research Marketing team. If you plan to use Seattle Children’s social media accounts to recruit participants, a social media team member also will join the consult. A representative will respond to your request within five business days.
    • The IRB must approve the final ad before it goes live.
    • Facebook, Instagram and Twitter each have their own requirements and reviews for paid advertisements.
    • Due to demand and capacity, requests for social media advertisements are accepted on a first-come, first-served basis. 

    Before you begin this process, make sure you have the following: 

  • If you have a budget of $2,500 or more to invest in traditional advertising to recruit participants to your study, contact MarComm.

    A MarComm representative will respond to your request within 5 business days for an advertising consultation.

Community Outreach Events

  • If you would like to conduct in-person recruitment activities such as having a table at community events, there are several options to consider depending on time of year. There may be community outreach events that Seattle Children’s is already engaged with through sponsorship or participation that could be a good opportunity for recruitment. As a reminder, you are acting as an agent of the Seattle Children’s organization. Please contact MarComm to request a consultation from the Community Education, Outreach and Sponsorships team.

  • Our physician liaisons visit primary care providers and clinics all over the state who refer patients to Seattle Children’s.

    If you have a study that is targeting a particular geographic region and demographic, it might be appropriate to work with our physician liaisons in your recruitment efforts. To determine if your study is suitable for this, please contact MarComm for a consult. A representative will contact you within five business days.

Recruitment Templates