EXAMPLE: Guest Speaker 2020: Create Consent Docs for TEST Mickey Mouse

[bradyse]

Overview

We need to create consent documents for guest speaker TEST Mickey Mouse so that we can keep track of what information is approved to be shared by the guest speaker.

During these tasks you will be asked to add links to the Resources/Instructions section, and that section is at the bottom of this issue (go view it now).

Action Items

Customize Resource Links

• Customize Resource for the 2020 Speaker Google Drive Folder
  • Go to the main Google Drive Folder for the UI/UX Speakers (Resources # 1.01)
  • Choose the folder for 2020. If one does not exist yet, follow the steps below. Strikethrough or delete the steps below if there is already a folder.
    • Copy the text below.

      2020: Guest Speakers
      

    • Create a new folder (right click and select "New folder" or click "+ New" button).
    • Paste in the copied text and click "Create"
  • Right-click on the 2020: Guest Speakers folder.
  • Choose "Copy link".
  • Update Resource # 2.01 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked.
• Customize Resource for This Speaker's Google Drive Folder
  • Open the folder of Resource # 2.01.
  • Copy the text below.

    TEST Mickey Mouse (July 8)
    

  • Create a new folder (right click and select "New folder" or click the "+ New" button).
  • Paste in the copied text and click "Create"
  • Right-click on the folder that you just created.
  • Choose "Get Link" and "Done"
  • Update Resource # 2.02 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked.
• Customize Resource for this Speaker's Informed Consent Google Form
  • Open the Informed Consent Form in Resources # 1.02.
  • Choose the 3 vertical dots at the top of the Google Form on the left of your profile.
  • Choose "Make a copy"
  • Copy the text below

    2020: TEST Mickey Mouse: Presentation Recording Consent Form
    

  • Paste the text you copied into the "Name" field to rename the form
  • In the "Folder" field, choose "SpeakerConsentForm", then choose the back arrow to "UI/UX Community of Practice"
  • Choose "Speakers" > folder for 2020: Guest Speakers > folder for TEST Mickey Mouse
  • Choose "Select"
  • Choose "Make a copy"
  • Update Resource # 2.03 link by completing the following steps
    • Choose "Send" in the 2020: TEST Mickey Mouse: Presentation Recording Consent Form you just created.
    • Choose the link icon
    • Check the box for "Shorten URL"
    • Choose "Copy"
    • Update Resource # 2.03 with the link you just copied. Place it into parentheses at the end of the line.
    • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked.
• Customize Resource for this Speaker's Informed Consent Email
  • Open the Speaker Consent Email Template in Resources # 1.03.
  • Click "File" and select "Make a Copy"
  • Copy the text below.

    2020: TEST Mickey Mouse: Speaker Consent Email
    

  • Paste the text you copied into the "Name" field to rename the doc.
  • In the "folder" field, choose "SpeakerConsentForm", then choose the back arrow to "UI/UX Community of Practice"
  • Choose "Speakers" > folder for 2020: Guest Speakers > folder for TEST Mickey Mouse
  • Choose "Select"
  • Choose "Make a copy"
  • Replace the highlighted text (including brackets) with the appropriate information
    • First name of guest speaker
    • Month and day of presentation
    • Link to Google Form (Resource # 2.03)
      • Copy the link for Resource # 2.03
      • Delete the text [ADD LINK]
      • Highlight to select the text link
      • Right-click and select "Insert link"
      • Paste link for Google Form
      • Click "Apply"
  • Select all text
  • Click the "Highlight color" icon
  • Select "None"
  • Click "File", select "Share", and select "Share with Others"
  • Click "Copy link" and "Done"
  • Update Resource # 2.04 with the link you just copied. Place it into parentheses at the end of the line.

Send Consent Documents

• Assign CoP co-lead to issue
• Unassign yourself (if not a CoP co-lead)
• CoP co-lead reviews the Resources gathered during the completion of this issue.
• CoP co-lead logs into uiux HfLA Gmail account
• CoP co-lead copies and pastes email text from Resource # 2.04
• CoP co-lead sends email to guest speaker at least one week before presentation

Resources/Instructions

Resources for creating this issue

• 1.01 Google Drive Folder: Speakers
• 1.02 Google Form: Consent for Presentation Recording
• 1.03 Google Doc: Speaker Consent Email Template

Resources gathered during the completion of this issue

• 2.01 Google Drive Folder: 2020: Guest Speakers
• 2.02 [Google Drive Folder: TEST Mickey Mouse July 8]
• 2.03 [Google Form: 2020: TEST Mickey Mouse: Presentation Recording Consent Form]
• 2.04 [Google Doc: 2020: TEST Mickey Mouse Consent Email]

[Aparna1Gopal]

Notes

On testing the Issue for and with the next Guest Speaker, the following was observed by UI/UX CoP Co-Leads:

1. The Speaker's consent was recorded in the template google form & not on the speaker's individual form.
   Both of the forms look exactly the same when in "viewing" mode which we send to the guest speakers vs the edit state which show their name in the title of the form itself.

2. The Speaker did not wish for the talk to be recorded. However, since not all the questions on the consent form were required/compulsary, the speaker skipped over some of the questions on the consent form. Hence the Co-leads were unable to determine whether Speaker did not wish to be recorded but was okay with the presentation materials/slide deck being stored/shared. Will need to reach out to the Speaker a second time to obtain consent for presentation materials

Solutions:

The Co-Leads proposed & made the following changes to the templates as solutions:

1. Renamed the template google consent form in the "viewing" mode, to include the speaker's initials. Such that there is no confusion/duplication. Updated the GitHub issue template with the updated consent form template.

2. All questions were made 'required' on the google form such that Speaker could not skip any questions & their consent across all their different IP was clear.

[Aparna1Gopal]

Slack Communication

From Sara B (ReOps TWE project), proposing solutions to this template testing

Thank you, (at Aparna Gopal), for putting this into the issue for me to reference. It may be that in some cases, a speaker wouldn’t necessarily know how to respond if they do not have their presentation created yet. Therefore, if they don’t have their slide deck done, then they would not know how to respond. Therefore I recommend making it required but adding a “Not applicable” option. I’ll look at it more closely and see. I also think a solution to not sending the template would be to add the speaker’s first name or initials to the title of the form so that the two are both different looking.