research study flyer template

How to Make a Research Study Flyer

Identify the purpose of the research study flyer, define the target audience for the flyer, decide on the main messages to be communicated in the flyer, choose the size and format of the flyer.

• 1 8.5 x 11 inches (Letter)
• 2 5.5 x 8.5 inches (Half-Letter)
• 5 Custom size

Approval: Format Decision

• Choose the size and format of the flyer Will be submitted

Design the flyer layout and graphics

Write eye-catching headline, create content for the flyer that details the research study, incorporate call to action, proofread and edit the text for clarity and accuracy, approval: content clarity.

• Create content for the flyer that details the research study Will be submitted

Insert necessary contact information and/or RSVP details

Approval: contact information.

• Insert necessary contact information and/or RSVP details Will be submitted

Review and adjust the flyer design

Print a test copy of the flyer.

• 1 Print in color
• 2 Print in black and white
• 3 Print single-sided
• 4 Print double-sided
• 5 Print multiple copies

Approval: Test Copy

• Print a test copy of the flyer Will be submitted

Make any necessary revisions to the flyer

Print final version of the flyer, distribute or display the flyer to the target audience, track and assess the response and engagement of the flyer, take control of your workflows today., more templates like this.

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Creating Effective Research Recruitment Flyers

August 16, 2023

Written By: Rob C.

How to Create Effective Research Recruitment Flyers

By following these tips below, you can create research recruitment flyers that will help you attract more participants. Remember 1) keep your flyer clear, concise, and informative; 2) highlight the benefits of participating; and 3) make it easy for people to contact you.

Here are some tips on how to create effective research recruitment flyers:

• Start with a strong headline: Your headline is the most important part of your flyer. It is what will catch people's attention and make them want to read more. Your headline should be clear, concise, and attention-grabbing. It should state the purpose of your study in a way that will appeal to your target audience.
• Use clear and concise language: Your flyer should be easy to read and understand. Avoid using jargon or technical terms that your target audience may not be familiar with. Use simple language that everyone can understand.
• Financial compensation
• Free medical care
• The opportunity to contribute to important scientific research
• The chance to learn more about a particular condition or disease
• Use a Flyer Template or Generator: While creating a recruiting flyer isn’t difficult, customizing a known and tried-and-tested template can save you time and increase response rates. A flyer generator allows you to input your study information (i.e. demographics, inclusion/exclusion criteria, etc.) and create a custom recruitment flyer. You can use the Research & Me Flyer Generator for free.
• Make it easy for people to contact you: Make sure to include your contact information clearly on your flyer so that people can easily reach out to you with questions or to sign up to participate. Your contact information should include your name, title, email address, and phone number.
• Protect Your Privacy: If you’re using your existing work or personal contact information on your research recruitment flyers, your identity and privacy are at risk. Use a custom email address, a QR code or custom link to your study to protect yourself and your team. The Research & Me Flyer Generator offers the option of free custom email addresses, free QR codes and free custom links to use for your study.
• Limit your flyer to one page in length: People are more likely to read a flyer that is short and to the point. If your flyer is too long, people may not be interested in reading it.
• Get feedback from others: Before you distribute your flyer, it's a good idea to get feedback from others. Ask friends, colleagues, or family members to review your flyer and give you their honest opinion. This will help you to identify any areas that need improvement.
• Proofread your flyer carefully: Typos and grammatical errors will make your flyer look unprofessional and could damage your credibility, so review before you distribute it
• Ensure Compliance: Make sure that your recruitment flyer is compliant with all IRB regulations and guidelines. This includes obtaining ethical approval, using appropriate language, and providing accurate information.

Additional Tips:

• Link to your study website from your flyer. This will give people more information about your study and how to participate.
• Promote your flyer on social media and other online channels. This will help you to reach a wider audience.
• Submit your flyer to relevant directories. This will help people to find your flyer when they are searching for research recruitment flyers in your area.

By following these tips, you can increase the chances that your research recruitment flyer will be seen by people who are interested in participating in your study.

Tags: Research , Participant Recruitment , Research Recruitment Flyers

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More about this study, who can participate.

• Adults aged 18+
• Located in the United States

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• 3 in-person sessions
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We're excited to host your study on the Research & Me platform. Since you selected a hosted Research & Me we need your email address to create your free Research & Me account. We will notify you via email when participants have registered and are awaiting your review.

Please provide your work, school, or organization email address. You'll be able to set a password later. If you have one, you can also provide your organization code to take advantage of extra features.

Research & Me Hosting and Individual Plus

If you don't have a webpage for your study, you're missing out on potential participants. While some will email or call you, our years of experience show that many participants prefer self-service registration. When you host your study on Research & Me, you get a study webpage, screening questionnaire, participant management tools, and much more, all for free.

For a limited time, when you choose to host your study on Research & Me, you'll receive Individual Plus for free, a $59 value. Extra survey questions, social media promotion, and more, to kickstart your recruiting and eligibility screening.

And, if you choose to host on Research & Me, you can take advantage of Marketplace services, including email distribution to our participant database, custom digital marketing campaign design, and more. We help ensure that you recruit quickly, screen efficiently, and complete your study on time.

Still have questions? Contact us today, we're happy to help you get started.

Participation Type

If your participants need to visit an office, site, or other location, it is considered "In Person".

If participation is done remotely (via phone, computer, mail, etc), it is considered "Remote / Virtual".

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Website Help

Research & me hosted website.

Research & Me can host your study for free. Use the custom link to send participants to your dedicated study page, where you can customize a questionnaire to screen candidates. Streamline the entire recruitment process with our management and collaboration tools - all for free. Your study is only available through the links you provide, unless you choose to use optional recruitment services from Research & Me.

Your Research & Me hosted study page and custom URL will be generated once you create your flyer. If you provide an organization code, your hosted study will be added to your organization and you'll have immediate access to organization features and discounts.

Custom Website URL

If you already have a website, survey link, or other URL for this study, you can provide it instead.

Email Address Help

Research & me hosted email address.

If you’re not protecting your identity with anonymous contact information, you’re putting your privacy at risk by publicly listing your work or personal contact information. Use a free hosted address from Research & Me to protect your privacy and automate study registrations. Participants who email your hosted address are automatically added to your list of candidates and sent your customized screening questionnaire, saving you time and making intake more efficient.

Your Research & Me hosted email address will be generated once you create your flyer. If you provide an organization code, your hosted study will be added to your organization and you'll have immediate access to organization features and discounts.

Custom Email Address

Provide your own email address where potential participants can contact you directly to register for this study.

Phone Number Help

Custom phone number.

Provide a phone number where potential participants can contact you directly to register for this study.

QR Code Help

A QR Code makes it easy for participants to visit your website, send you an email, or call your phone number. When participants scan the QR Code with their phone's camera, your desired contact method will automatically pop up -- no typing necessary!

Select the contact method to use for the QR Code and it will be generated once you create your flyer.

Help: Creating Your Flyer

Help: what does it mean to post a study.

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Research recruitment flyer, what is a recruitment flyer.

A research recruitment flyer is a single-page advertisement that conveys the essential information about a clinical trial that is recruiting. Also known as a recruitment poster, it needs to comply with IRB guidelines which mandate the inclusion of several pieces of information, including the following:[ 1 ][ 2 ]

• A condensed clinical trial title and IRB study number
• Contact information of the principal investigator or facility
• Location of the clinical trial
• The objective of the study, explicitly indicating that it is a research study
• A summary of the protocol which includes the study activities and the time commitment required of participants
• Basic inclusion and exclusion criteria (eligibility criteria)

Furthermore, there are particular elements that are not permitted on recruitment flyers for ethical reasons, which include: [ 1 ][ 2 ]

• Any form of discount or coupon for the novel drug when/if it comes to market
• Any claims that imply direct benefits of the medical intervention under study
• Any claims that the device or drug under investigation is safe or effective
• Using the terms “new drug” or “new medication” without mentioning that it is an investigational product
• Using enlarged or bold print to emphasize financial compensation or incentives

Challenges faced in clinical trial recruitment efforts

When it comes to clinical research recruitment, there are several challenges faced by sponsors and sites, which together result in an estimated 85% of trials not meeting their enrollment targets (either on time or at all). These setbacks and delays represent significant monetary losses for sponsors as well.[ 3 ] This is especially unfortunate considering that surveys have shown that up to 68% of patients would be interested in participating in a clinical research study if they had more information.[ 4 ]

So why do so many studies fall short of patient accrual targets, and why is it so difficult for clinical researchers to capture the attention of eligible participants despite the general interest in participating in clinical studies? The answer involves a combination of several factors.

One significant barrier is a lack of awareness and limited medical literacy amongst the general public. The average US adult is considered to have the reading ability of an 8th grader, and, in most cases, such a person does not have the medical knowledge that would be required to fully comprehend complex research study documentation.[ 5 ] Unless a patient has a certain degree of experience dealing with a specific medical condition, medical terminology and vocabulary might go over their head.

The general lack of awareness about clinical research opportunities is backed by an NIH survey from 2020 which found that 41% of US adults did not know about the clinical trials they were eligible for.[ 6 ] There may also be a lack of awareness and diffusion within the healthcare system. The same survey indicated that only 8.9% of those surveyed had been invited to participate in a research study through a healthcare provider.[ 6 ]

Reasons why your research recruitment flyer isn’t effective

When it comes to recruitment flyers, the challenge is thus to capture the attention of eligible participants who may not be informed about or come across research opportunities otherwise. Unfortunately, lots of recruitment flyers are not designed appropriately for capturing viewers’ attention and conveying information in a clear and aesthetic manner. Some poor design choices that have hindered the effectiveness of many a research recruitment flyer include:

• Misaligned text and poor contrast (e.g., light text on light background)
• Crowded, hard-to-read text, in block paragraphs (poor use of spacing, headings, etc. to assist visual flow and summary-level comprehension)
• Unclear content that leaves too many questions unanswered
• Too much medical jargon (readers might not even understand what the study is about)
• Visually unappealing design that does not capture attention in the first place

Given the sheer volume of advertisements competing for the same spaces - physical spaces on billboards, online ads, but also space in people’s minds - minor design flaws can hinder your ad from being noticed at all. As people are exposed to more and more ads and distractions, the time they spend on any given ad is also decreasing.[ 7 ]

What makes a good research recruitment flyer?

Recruitment material needs to do more than generate interest. It needs to be effective - i.e., turn potential participants into consented participants. Research recruitment flyers should adopt a patient-centric approach, conveying essential information clearly and concisely, and with a clear call-to-action for those who determine themselves to be eligible based on the information presented.[ 8 ]

Sponsors and researchers could consider “taking off their clinical research hats” to put themselves in their target patient’s shoes, in order to best understand their motivations and then speak to their needs in a clear and direct way.

By working from this perspective, researchers will be in a better place to create more effective recruitment flyers that selectively grab the attention of eligible participants and make it easy for them to take the next steps. In the next section, we will get into specific details of recruitment flyer design.

How to design an excellent research recruitment flyer

Developing content that is relevant, understandable, and concise, and which conveys essential information about a clinical trial without being too scientific or confusing may represent a unique challenge for many researchers who may be more used to research writing.

Toning down medical language into layman’s terminology and avoiding “jargon” is a prerequisite for effectively communicating with broad audiences. There are many helpful online tools available, such as this medical dictionary , which provides plain-language alternatives for many medical terms to help you write clearer, simpler content.

With this understanding of how to approach the tone and writing style of the recruitment flyer, let’s get into the specific information that should be included in a research flyer - and how it should be included to maximize its effectiveness.

5 Questions the research recruitment flyer should answer

To understand how to recruit participants for a study, consider these five critical questions potential participants should have clear answers to after reading the research flyer:

• Who is the study for?
• What is the study about?
• Why should I care?
• What is required of me?
• How can I get more information or sign up?

1. Who is the study for?

To target the right audience right off the bat, your research recruitment flyer needs to clarify who the study is for, and the best place to do that is in the heading, the most prominent space in almost any flyer. Let’s take a look at two examples - one poor example and a better example.

• POOR: Research study investigating diabetes

This heading is not direct, as it doesn’t call out to anyone in particular. It feels more like a general announcement and may be ignored. What about diabetes is being investigated?

• BETTER: Is your type 2 diabetes under control?

In this example, it is obvious that the flyer is addressing people with type 2 diabetes. The flyer may jump out for a person with diabetes, who would then be more likely to take a moment to review the rest of the information.

2. What is the study about?

Following the heading, the flyer should explain why the clinical trial is being conducted. This should be clearly summarized in 2–3 lines maximum, and must explicitly state that it is a research study. Consider the following examples:

• POOR: We are conducting an explanatory clinical trial to try to determine if biweekly administration of the new drug AB2377 may contribute to lowering levels of biomarkers of liver inflammation in people with advanced liver cirrhosis.

Although this description is complete and only occupies three lines, it is overly wordy and contains a lot of information that is irrelevant at this preliminary contact, such as the specific experimental drug name and details about the exact health endpoints being measured. The wording is far from straightforward, and you may have also noticed that it doesn’t specify that AB2377 is an investigational drug!

• BETTER: We are conducting a research study to find out if an experimental treatment improves signs of liver health in people with cirrhosis.

By simplifying the language to make it straightforward, and removing extraneous/complicating information, this sentence is now much clearer in describing what the clinical trial is researching, in who, and how.

3. Why should I care?

From the perspective of the person reading, the flyer should provide some indication as to why they might care to actually follow the call-to-action and participate in the study.

To answer this question, it’s helpful to consider common motivations people state for participating in clinical trials, such as access to novel therapies or wanting to help others. For more ideas about why people enroll in clinical research, refer to Enrollment in Clinical Trials: Statistics and Patient Recruitment Strategies .

It’s important to remember not to promise any personal benefits or positive outcomes, as this is both misleading and unethical (such materials will not get IRB approval).

If there is any financial compensation involved, this should be mentioned without highlighting it in any special font or formatting. Let’s examine the examples below:

• POOR: By participating, you will receive access to a cutting-edge treatment that could cure your diabetes, and you will receive $500 for participation!

This line alludes to a positive outcome for participants and highlights a monetary incentive, further without clarifying stipulations, and is thus misleading and unethical.

• BETTER: By participating, you can help us in trying to find a new treatment for people with diabetes worldwide, and will be compensated $500 for your time and commitment to the entire study.

The potential benefit stated is realistic and taps into the desire to help others. Furthermore, it clearly explains that the compensation is only awarded upon completion of the entire study, and this information is not made to stick out in any way from the rest of the text..

4. What is required of me?

When potential participants make a well-informed decision to enroll in a clinical trial (i.e., they are fully aware of what it involves), they are less likely to drop out. A strong factor in this decision-making process is what is expected from them throughout the trial, including expected time commitment, travel requirements, and mandatory procedures. This information should be laid out clearly in your recruitment flyer.

Aim to capture the entire picture; focus on what is most relevant, but make it complete. Again, keep the language clear and simple, as illustrated by the contrast between these two examples:

• POOR: The study lasts 3 years, and you will undergo numerous tests and procedures at specific intervals, plus follow-up appointments.

While certainly concise, this information is far too vague, which can create confusion or even suspicion and distrust. The lack of clarity leaves room for participants to make assumptions about the research protocol, which can deter them from enrolling or lead to drop-outs when they realize it’s not what they expected.

• BETTER: You will attend one study visit at the central location every 3 months, for 3 years (12 visits in total). At each visit, your blood will be drawn, and you will be asked to answer a short (5 min) survey. After the 3-year period finishes, there will be a single follow-up call (by telephone) 4 months later.

This description eliminates confusion as it states the exact frequency of trial site visits, so participants can accurately gauge the travel requirements. It specifies what the visits involve as well, which can help build trust as study details are presented transparently right from the beginning.

5. How can I get more information or sign up?

Finally, an effective research recruitment flyer will include a clear call-to-action that guides eligible participants to contact details where they can get more information or sign up. This should be direct and avoid ambiguities.

To help people reach you and your team, provide multiple contact options, such as a phone number, email address(es), website URL(s), QR code(s), and in some cases, even tear-offs.

Consider the following examples:

POOR: For more information and to sign up or to contact the study’s principal investigator Dr. Michaels for any questions or doubts you may have, please call +1(311)999-8888 or visit https://www.participateinmycomplexclinicalresearchtrialnow.com/vjisp984rhkls8yg3khro88ysdg37778934-?khgouesef=true0[9tiwjh4

This is a run-on sentence with subpar grammar that is not entirely clear to follow. The contact information consists of only one phone number (calls only), and a very long URL that is too difficult (or even impossible) to copy accurately. Importantly, the call-to-action is not overtly clear, indicating that readers should call “for more information” “and to sign up” “or to contact the PI.”

BETTER: For further information or to sign up, call or send an SMS to Dr. Michaels at +1(311)999-8888 or visit http://www.bit.ly/3ff5

Here you have the same information but written more concisely, and with a clearer call to action (to get more information, or to sign up). The URL is shortened so that it can be written down easily, and the phone number is set up to receive text messages as well as calls.

Design: What makes a flyer look professional yet captivating?

A research recruitment flyer that clearly and concisely answers all the questions mentioned above, but which lacks attractive or magnetizing design elements will not stand out amongst other flyers. Visual cues may be the first thing that calls a reader’s attention toward the flyer. Therefore, it is important to give the flyer’s design due attention as well. Some ideas here include:

• Format text with readable fonts and uniform font sizes. Good design practices dictate a maximum of two font styles on one flyer. Check that the fonts look good, either matching closely or complementing one another in contrast.
• Use contrast wisely, by using light text colors on darker backgrounds and vice versa to improve readability.
• Separate blocks of text with empty space. A single paragraph with all of the information jammed together is not visually appealing, and is harder to skim through.
• Use images that are appealing and that relate to the content and resonate with the target audience - a picture of a cookie is not a good match for a blood sugar control study in people with diabetes.
• Leverage elements of graphic design - use well-matched color themes, shapes and lines to separate text blocks or sections, and make use of contrast, empty space, and subconscious visual cues* to create eye-catching layouts with good alignment, symmetry, and balance.

For more information about visual design elements, take a look at this resource , starting from slide 14. *To understand what we mean by visual cues, see slide 22 of the same resource.

With all these design points in mind, you can create a visually balanced research recruitment flyer that stands out and grabs viewers’ attention, but which is subsequently easy to read as well. In terms of the actual text, make sure the call to action stands out clearly, and consider using a catchy hook or clever wordplay to grab readers’ attention in the heading.

A quick word on images - Images are a vital visual component, but can be distracting if there are too many or if they are not relevant. They can even be off-putting if they are poorly edited, skewed, or of poor resolution. It is important to obtain the rights to reproduce an image, or to use royalty-free images. Popular sites for finding royalty free images that allow commercial use include Pexels , FreeImages, and FreePik.

Consider hiring an expert to design the study recruitment flyer for you

With all of these considerations in mind, designing a research recruitment flyer might seem overwhelming, especially for sponsors who are already tied up with other duties. In some cases, it may be worth contracting an expert to help in the design of your recruitment materials (or to design them for you entirely). This could be an individual or an agency who specializes in clinical trial marketing in general, or with expertise focused around design.

Outsourcing the design process allows you to focus on core responsibilities, while bringing benefits of the expertise and experience of a professional to optimize the recruitment materials. In some cases this can save you time and even money, and you could end up with a streamlined partnership you can count on for future trials and even other pieces of study material. However, it’s also worth considering whether it would be more advantageous in the long-term to work on developing this skill internally, learning and improving your ability to develop effective recruitment flyers quickly.

Don’t forget the IRB!

Don’t forget that all study material must pass IRB approval before being distributed. Ensure your research recruitment flyer follows IRB guidelines, has all the relevant information, and that you are happy with the design before submitting it for approval.

Once your flyer is IRB approved, you cannot modify it in any way without subsequent approval. If you determine that it is under-performing and decide to make changes, you will need further IRB approval.

With that in mind, it’s a good idea to consider creating a couple of versions of your recruitment flyer, submitting them as a package for approval. That way you can swap them out quickly without waiting for subsequent approval. These versions might use different images, different headings, alternative color schemes, or have entirely different designs. That’s up to you - with practice, experience, and measurable performance indicators you can monitor, you will be better able to understand what tends to work and what doesn’t work so well for your target populations.

Sample research recruitment flyer templates

There are some online resources where you can download templates and examples of good flyers, such as the websites of the University at Buffalo , University of Florida’s CTSI , and Northwestern University .

Remember that these research recruitment flyer templates are just starting points. Build on the ideas or concepts that you feel stand out using the writing and design tips we explained above, and you will be able to design good flyers that resonate with your patient population and encourage them to enroll by providing clear descriptions that empower them to make an informed decision.

The goal of effective recruitment materials is for interested prospects to contact you, after they make a personal, preliminary judgment of their own interest and eligibility. Step into your participants’ shoes to understand their needs and design a flyer that resonates with them and makes them feel empowered to embark on a new adventure in their health journey. Focus on the use of clear, direct, and simple language, laid out in a visually appealing way that facilitates comprehension and engagement.

While creating an effective research recruitment flyer requires an initial investment of time and money, it has the potential to boost recruitment numbers and help you get your study off the ground faster. As with all things, practice makes perfect, so it may take a few attempts to get it right. If you are pressed for time or feel overwhelmed, consider outsourcing the design to a professional designer who can bring their unique expertise to the table.

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Templates and Tools

These templates define how the UB brand identity functions in general applications, such as presentation decks and branded merchandise, and in purely functional tactics, such as business cards, nametags and stationery.

• 2/11/22 Fact Sheets
• 5/13/24 Prideful Campus Posters
• 10/19/23 Branded Flyer Templates
• 2/2/21 Research Study Flyer Templates
• 8/2/19 Stationery System
• 3/25/24 PowerPoint Slideshows
• 1/28/20 E-newsletters and Promotional Emails
• 4/5/16 Video Graphics
• 1/28/20 Table Tent Cards
• 2/15/24 Name Tags
• 8/15/22 Portable Displays and Promotional Banners
• 5/23/24 Research Poster Template
• 1/28/20 Print-on-Demand Travel Poster
• 4/26/22 Branded Digital Wallpaper
• 2/4/22 Award Certificate Templates
• 5/9/18 Smoke-free Policy Graphics and Messaging

Research Study Flyer Template

Download this Research Study Flyer Template Design in Word, Illustrator, PSD, Apple Pages Format. Easily Editable, Printable, Downloadable.

In research, students must execute data collection and analysis procedures to come up with valid findings and conclusions. To achieve significant discoveries and impacts, they will need human subjects from both within and outside the university. However, gathering adequate participation can be quite a challenge. Luckily, this Research Study Flyer Template is available to make things easier for you! With its high-quality design and customizable content, the template can help you reach your target number of participants cost-effectively. Now you don’t have to do much. Just find that download button and click away!

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Initiatives and Committees

Plan your research, join a study, examples of recruitment flyers.

Flyers need to have simple and appropriate language for the audience; with clear instructions and contact information.

Make sure to create an accurately translated version of the flyer for the community of dissemination.

Download Sleep Study PDF

Multiple options for contact information should be provided: website, phone, email, and QR code.

Tear-off tabs should be placed at the bottom of the flyer.

Download Vape Scan PDF

Here is an example of an ineffective flyer:

• Visually confusing and lacks appealing design elements
• Not enough contact information
• Language and symbols are not understandable for the general public

Download Ineffective Flyer 

Institutional Review Board (IRB): Recruitment Materials

• Institutional Policies
• Get Started with IRB
• Archival/Secondary Data
• Research with Adults
• Research with Minors
• Research at a Site
• US Government or Military Research
• Research with American Indian or Alaska Native Populations
• International Research
• Research on Sensitive or Triggering Topics
• Special Guidance
• CITI Training
• Confidentiality Agreements
• Data Collection Instruments
• Data Use Agreements
• Eligibility Criteria
• Information Letters
• Online Surveys & Questionnaires
• Parental Permission and Minor Assent
• Recruitment Materials
• Site Permissions
• Group Writing Sessions
• Office Hours
• IRB Help Materials
• IRB Newsletters
• IRB Webinars
• Application Submission Instructions
• IRB Determinations
• Modify Your Study
• Close Your Study
• Faculty Resources

Recruitment Resources

• Recruitment Online Anonymous Survey or Questionnaire Template
• Recruitment Email/Letter Template
• Recruitment Social Media Post Template
• Recruitment (Printable) Flyer Templates
• Recruitment Examples
• Parental Recruitment Template
• Minor Recruitment Templates
• Articles about Recruitment Strategies

Contact the IRB

When do I need Recruitment Materials?

You are required to include recruitment material/s for your IRB application if you plan to conduct human subjects research.

If you are recruiting minors, be sure to utilize the appropriate templates for Parental Recruitment and Minor Recruitment.

If your study encompasses normal education activities in everyday educational settings, read more about Information Letters .

Introduction to Recruitment

Recruitment is how you inform your potential participants that you are conducting a study and give them an opportunity to indicate their interest in participating.

How can I recruit?

You will recruit your participants by creating recruitment materials and distributing them in a way that will reach your intended population. Here are some common recruitment methods:

• Email.  You can email individuals you already know, find public email addresses, or post to an email listserv.  If their email addresses are private, you should obtain contact permission from the organization or business (even if you work/volunteer there).
• Social Media Post. You can post to your own social media feed or to a social media group. If the social media group is closed and/or moderated, you should obtain contact permission and include that permission in your IRB application.
• Physical Flyer. You can post flyers in a physical location that your participants may frequent.
• Phone Call. You can call individuals you already know or individuals whose phone numbers are publicly available. If their phone numbers are private, you should obtain contact permission from the organization or business (even if you work/volunteer there).
• Presentation. You can present on your research during a staff meeting or similar type of context. If you are using an organization's resources for this presentation, you should obtain site permission and include that permission in your IRB application.

When can I distribute my recruitment materials?

You can distribute recruitment materials after you have received IRB approval. You may not recruit, seek consent, or collect data until after you have IRB approval.

How do I write recruitment materials if I have multiple participant groups?

If you have multiple participant groups, you will use separate recruitment materials for each group.

Get Feedback on your Recruitment Materials

Get feedback on your recruitment materials.

The NU IRB recommends that you receive feedback on your recruitment materials before you submit your IRB application:

• Attend a Group Writing Session

Using Canva to help with Social Media Posts

if you are designing a social media post, we suggest using Canva.

What Is Canva?

Canva is a free website that can assist researchers in creating flyers to recruit participants online. Canva offers a variety of templates and designs and can automatically size flyers for social media posts.

How Do I Create an Account?

To create an account in Canva, go to the Canva website and click one of the “sign up” buttons on the left side of the page. You can sign up through your Google account, through your Facebook account, or with an email address of your preference. Follow the prompts to create your account and login.

How Do I Find Designs That Are Sized for Social Media?

After logging in to Canva, look for a search bar in the middle of the page. You can search for designs based on the social media site you are planning to post to. If you wanted to post to Facebook, for example, you could search for "Facebook" and then select "Facebook Post." Canva will then present you with templates that are sized specifically for a Facebook post.

How Do I Choose a Design Template?

Canva will provide many different designs that already contain text. You will be able to change, add, or remove text later on, so you should choose your design based on the image or design layout . For example, if you were doing an online survey on water consumption, then a design with a glass of water may be appropriate. If you can't find an image that relates to your research, choose a design with plain colors and shapes instead. You also want a design with enough empty space to provide information about your research and participant eligibility.

How Do I Edit the Design to Meet My Needs?

Once you select a design, Canva will open up the design editor. Select a textbox to update the text or move the text to another location within the design. Selecting the textbox will also reveal a formatting bar at the top of the screen: here you can change font type, size, color, and alignment, among other options. If you need another textbox, click the "Text" icon in the black bar on the left. 

In the following example, I have edited a design to meet my needs. In the image, a stream of water is flowing into a glass of water that is almost full. The glass of water is on a table that is covered with water droplets. The original text (as shown above) stated "Stay Hydrated. Your daily #lifetip." I have changed that text to read: "Take survey on daily water intake. " The word "survey" is the largest text in the image, to attract attention. I have also added an additional textbox with information about participant eligibility: "Must be 18+ and drink at least 1 cup of water daily." 

Because this image will appear along with text in a Facebook post, all of the IRB content requirements do not need to be included in the image (which would make the image look crowded and be less effective). I will need to include the rest of the requirements in the text of my Facebook post though (an example is provided at the end).

How Do I Attach My Design within My IRB Application?

Please remember that you must receive IRB approval before you begin recruitment or distribute your design to any potential participants. You will need to include your design within your IRB application. To do so, you will download your design from Canva by clicking the downward-facing arrow near the right corner and then select the teal button that says "Download."

Please paste your design into a Microsoft Word document, along with the text that will accompany it (follow the template).

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• Research poster

Research Flyer Images

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• celebration poster
• event template
• gradient poster

• flat poster

• medical science

• poster template

• brochure business
• cover layout

• stories template
• instagram stories template
• instagram stories

• health poster

• flyer poster

• chemistry lab

• repair service
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• maintenance

• healthcare poster
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• poster technology

• cover magazine

• plant poster
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• dental treatment
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• magazine page

• technology template
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• camera security
• surveillance

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• medical poster

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• Resources & Guidance

Recruitment Materials & Guidelines

• Certain restrictions apply to studies that will use or disclose Protected Health Information (PHI) in the identification and recruitment of participants.  Please review Northwestern Medicine’s Research Privacy and Confidentiality Policy and Research Recruitment FAQs .
• Some online platforms have limitations for the invitation being sent to potential participants that prevent the inclusion of all the IRB-required elements.  In that instance, document the limitation in writing for the IRB and, if the recruitment invitation links directly to an online consent that contains all the required information, the IRB may accept the briefer ad.

Required Elements

Recommended elements.

Elements That Are Not Allowed

Types of Recruitment Materials

Recruiting Where No Treatment Relationship Exists

Materials That Do Not Require IRB Review

Unacceptable Strategies

• Study title and IRB study number
• The word “research.” Make it clear that this is a research study
• “Northwestern University”
• The PI’s name
• A contact name with either a phone number or e-mail address
• Eligibility criteria, if applicable, should be noted briefly.  Especially if payment depends on meeting these criteria.  For example, “ English speaking only ,” “ Women only ,” etc.
• “ You will be compensated for your participation .”
• “ You will receive a gift card to X for [amt.] for your participation .”
• “ Participants will be compensated .”
• The amount of payment may be included but should not be the most prominent element on the page.  Compensation should not be excessive considering the nature of the project.  Payment should be stated as a range of amounts or stated as “ at least ” or “ up to ” for payments dependent on the amount of participation.

For additional guidance on recruitment materials, refer to HRP-315 WORKSHEET Advertisements (Recruitment Materials)

• Purpose of the study
• What is expected of the participant
• The time commitment
• The location where the research will take place
• Avoid phrases such as “ help needed ” or “ subjects wanted .”
• The recommended wording is “ You are invited ” or “ Participants invited .”

Elements That Are Not Allowed*

• Offers of compensation from the sponsor that would involve a coupon good for a discount on the purchase price of the product once it has been approved for marketing
• Claims that state or imply a certainty of a favorable outcome or other benefits beyond what is outlined in the consent document and protocol
• Claims that the drug, biologic or device is safe or effective for the purpose under investigation
• Claims, either explicitly or implicitly, about the drug, biologic, or device under investigation that are inconsistent with FDA labeling
• Use of the term “new treatment”, “new medication”, or “new drug” in reference to a drug or device without explaining that the test article is investigational
• Use of the term “free” in reference to treatment or procedures
• Use of exculpatory language (language in the advertising whereby prospective subjects waive or appear to waive any of their legal rights)
• Use of bold or enlarged print or other means to emphasize payment or the amount to be paid

*Contact the IRB with any requests to include disallowed elements that may be appropriate within specific contexts of research.

Teaser Advertisements

For online recruitment, projects may use teaser ads placed on social media sites such as where character length is limited:

• the teaser mentions that it is a research project;
• the teaser does not use inflammatory language or misleading statements; and
• the teaser refers the potential participant to a full flyer with all the required elements

Social Media

Social media can be defined as any online and mobile resource that provides a forum for generating, sharing, or discussing ideas and content; variably grouped as online communities (e.g., patient support groups, population-specific dating services); social networking (e.g., Facebook; Twitter); professional networking (e.g. LinkedIn); content production and sharing (e.g., YouTube, Tumblr, blogs); location-based services (e.g. Tinder, Grindr); and others.

Ensure that proposed social media recruitment strategies respect all relevant ethical norms, including:

• Proposed recruitment does not involve deception or fabrication of online identities
• Research studies are accurately represented in recruitment overtures
• Proposed recruitment does not involve members of research team ‘lurking’ or ‘creeping’ social media sites in ways members are unaware of
• Recruitment will not involve advancements or contact that could embarrass or stigmatize potential participants
• Allowable for recruitment and secondary data analysis only
• Northwestern does not recognize Facebook as an approved third-party provider and the platform cannot be used to interact with participants (e.g. via interviews, surveys, or focus groups).

What is the difference between Groups and Pages in Facebook?

Pages are open forums that can be created by companies, celebrities, and brands. These are public and although only administrators of Pages can post to the account, people with personal Facebook profiles can comment on any posts or pictures. The comment feature cannot be disabled, but comments can be removed/hidden by the administrator.

Groups can be more private than Pages because the administrator has an option to choose the privacy setting. The comment feature can be managed in each group, as determined by the administrator.

• In “Closed Groups,” only those who are invited to join the group can see content shared within it. Other people on Facebook can see that the Group exists and who are members, but unable to see any information.
• “Secret Groups” are more private and no one else on Facebook can see that the Group exists except its members. The Group will not appear on the personal Facebook profile.
• “Public Groups” allow anyone on Facebook to see that the group exists and view the information that is posted, but only members of the Group have the ability to post.

Bulk E-Mail

The IRB is responsible for the review and approval of the content of bulk e-mail intended to solicit participants for a research study.  It does not oversee the sending of the bulk e-mail at Northwestern.  Investigators should ensure they are in compliance with for the use of bulk e-mail at Northwestern and the steps for obtaining approval to send bulk e-mail through the enterprise Northwestern Bulk E-mail system.

Press Releases & Interviews (Media Relations)

Federal regulatory bodies view media relations material as a form of participant recruitment and an element of the informed consent process. Media relations material includes press releases, scripted broadcasts, non-scripted interviews or information distributed on the Internet.

For more information on when to submit media relations materials and accompanying information to the IRB please see our dedicated Media Relations webpage.

Recruiting Individuals Where No Treatment Relationship Exists

NMHC Health Care Professionals or Northwestern employed Researchers who are recruiting patients where no treatment relationship exists may recruit NMHC patients as follows:

• Prior Permission to Recruit: Researchers do not need to obtain permission from an individual’s treating provider prior to recruiting the individual.
• Face-to-Face: Face-to-face contact is allowed within NMHC facilities. For this purpose, a Researcher may receive names of potential study participants from the EDW.  Where necessary, direct access to NMHC’s electronic medical records may also allowed where real-time data is required (e.g., checking patient schedules).
• Cold-Calling: Researchers who do not have a treatment relationship with an individual may contact that individual (i.e. as a potential study subject) by phone, email, or letter. Contact information for such “cold-contact” activity must be obtained from the EDW to ensure that patients who have indicated that they do not want to receive recruitment emails, letters or phone calls are not contacted.

Recruitment Materials That Do Not Require IRB Review per FDA Guidelines

• Materials given to healthcare providers intended to solicit research participants which are not given to or seen by the potential participant (e.g. “dear doctor” letters) do not require IRB review.
• Publicly intended for individuals that are not prospective participants for a particular study.
• Listing on a website – only if limited to title, purpose, protocol summary, eligibility criteria, study sites, and contact information for the investigator.

Recruitment Strategies That Are Not Allowed

• Finder’s Fees / Recruitment Incentives: Northwestern policy prohibits the acceptance or use of finder’s fees, direct recruitment incentives, or bonuses of any type to enroll study participants.
• General Ads or Flyers:  General advertisements are defined as recruitment materials that describe more than one research study.  The IRB prohibits the use of general advertisements because it is difficult to keep the information up to date due to modifications made over the life-cycle of several studies.  Advertisements must be study-specific.