Tools Used for Recruitment

What Do I Need for Recruitment?

What Do I Need for Recruitment?

AVAYA

We use the phone in our lab to contact families. With AVAYA IX (Softphone), you can call participants with the lab’s phone number on your computer or cell phone.

Download AVAYA: AVAYA DOWNLOAD

To Set Up AVAYA:

Launch the app.
Click the orange “Configure My Account” button — you will not be making your own account.
Click the gear symbol in the top right.
Click “Use Web Address.”
Enter the URL: https://vce20util.uts.mcmaster.ca/46xxsettings_equinox.txt
Login: See Lab Passcodes Extension: 23130

For local numbers (905, 289, & 365):

Dial 9 before entering phone numbers.
- If you want to call 905 000 0000, you should dial 9 905 000 0000.

For numbers from other areas (e.g., 647):

Dial 9 + 1 + area code + number. After the tri-tone, enter 2015730.
If you want to call 647 000 0000, you should dial 9 1 647 000 0000.
After the tri-tone, dial 2015730.

To Check the Voicemail:

Click the voicemail button.
Enter password 899190, then hit the pound key.
To listen to messages, hit 2. To go to the next message, press 6.
Reply to messages relevant to your study.
Important: Check this frequently and consistently, because families are busy with school and other activities but might be interested in participating. It’s important to get back to them.

Lab Email

Account: babylab@mcmaster.ca

Everyone needs to share their availability with the lab calendar, so that others will know when a researcher is available to run studies.

To create a new calendar, go to Outlook Calendar, click the + next to “Other Calendars” on the left side of the screen, and create a calendar.
Rename this calendar with your own name.
After you have created events for all the times you are unavailable to run studies, click on the three dots next to this calendar on the left “My Calendars” toolbar, and click “Settings and Sharing.”
Under “Share with Specific People,” share the calendar with babylab@mcmaster.ca, macbabylab@gmail.com, or the primary researcher on your study.

Lab Calendar

You will need access to the lab Google Calendar in order to see the most up-to-date appointment schedule. While the Outlook calendar will show appointments, there is a large time delay in the appointments appearing on the calendar.

To gain access to the lab Google Calendar, email Emma at resendee@mcmaster.ca with the subject line “Baby Lab Google Calendar Access.”

This calendar will show all appointments and available times to schedule participants.

Booking Test Slots:

Typical week: Each project should create no more than 8 tentative slots in the lab calendar (not your shared calendar).
- Anytime you offer an appointment time to a family, you need to block off this time in the lab calendar so no one else schedules an appointment during that time while you are waiting for the family to respond.
- Name the event: TENTATIVE + the study name
  - e.g., TENTATIVE + Face Detection
  - Include the technology used in the notes
Input tentative slots into the lab calendar a week in advance.
You may book more than 8 slots for the current week, but not a week in advance.

Filling Test Slots:

Login to SONA and create corresponding tentative events in the correct timeslots.
Once slots have been signed up for by students, update the lab calendar by removing “TENTATIVE” from the event title.
Include participant contact info in the note section of the calendar event.

McMaster VPN

The McMaster VPN is needed to access our Developmental Research Database (DRDB), where we store the information of potential participants in our studies.

You can download the McMaster VPN using this link: McMaster VPN

Zoom (for Online Studies)

Use the experimenter’s McMaster Zoom account (with your MacID) for running studies.

Retrieve your Personal Zoom Meeting URL:
- Click My Profile and find your Meeting URL under the Personal Meeting ID section.
- URL looks like this: https://mcmaster.zoom.us/j/[Personal Meeting ID]
Save your Zoom meeting URL to the Study Management System: DRDB
- Go to the Personnel Management page, and update your profile with your Zoom meeting URL.
Ensure you turn on your waiting room in settings.