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Minutes of Recruitment & Retention Workgroup

December 09, 1999

Present:
Mace Coday (Chair)
Lynn Haverkos (Minutes taken by)
Alice Jackson
Paula McKinley
Beth McQuaid
Suzanne Moriarty
Sandra Saunders
Tamara Sher
Susan Solomon
Paula McKinley of Cornell began the discussion on recruitment because her site began recruitment in the fall of 1999. She discussed the problem of refusal by older women. This was followed by a brief discussion of strategies including: a letter from the PI to the Drs. involved, a "double dummy" letter, a handout with the name of the private Dr., and recruiting referring Drs.

Mace suggested the committee begin by defining the role of the R&R committee. Suggestions were made to identify sources of information on guidelines, gender and minority issues, and the recruitment of minorities. The mission statement was the topic of discussion for much of the time and it was decided to develop a two tier, meta-statement. Part one of the mission statement will be the general statement of purpose and will be coordinated by Paula. Information about the website will be obtained by Sandy from Trish (both at same site) and relayed to Paula. Part two of the mission statement will be to inform the Behavioral Change Consortium (BCC) of successful recruitment strategies (in table format) and to provide advice on recruitment of the respective sample. Lisa and Tammy are in charge of part two.

In the discussion of the mission statement, the following areas of interest surfaced:

  1. The mission of the R&R committee will be to collect and disseminate strategies and information on recruitment and retention methods. (Recruitment will be the initial focus)
  2. Create ideas on recruitment. (New strategies and regulating flow)
  3. Provide an overview or summary of helpful strategies.
  4. Identify areas of concern or problems.
  5. An evolving document is needed. (Webpage postings)

Lisa encouraged discussion and broader publications. This led into a discussion of the Jan. 15 deadline for the individual projects to have their material ready for the joint publication. Cross-project publications were discussed. Beth suggested the need for evaluation of the various strategies for recruitment.

Assignment of duties followed and includes the following:

  1. Beth will be in charge of collecting information for the table and making a table shell.
  2. Mace will:
  1. Send out emails to each project requesting a paragraph describing their recruitment plans be sent to Beth.
  2. Email a roster of the R&R to each member on this committee.
  3. Email slide presentation sent by Ken to committee. (fyi on cultural sensitivity)
  4. E-mail final versions of roster, minutes, mission statements, and table to Trish for web posting.
  1. Paula will be the liaison with Trish Jordan, who is working on the website for the BCC and one page will be assigned to R&R.
  2. Tammy will be in charge of the R&R webpage.
  3. Lisa and Tammy will work on part two of the mission statement.
  4. Paula will work on part one of the mission statement.

The next meeting for the R&R committee will occur in January at the BCC meeting. A 15-minute presentation will be made to the BCC by Mace on R&R mission statement, goals, and webpage. The teleconference participants concluded with a brief discussion of the need to include underserved populations and the need for cultural sensitivity in the recruitment process.