Participant Recruitment/Marketing

Services | Media Services | Public Relations | Marketing | IRB | Tools


Participant Recruitment Services provides compliant advertising recruitment materials for studies. We can help you develop strategic ad campaign and promote your studies on all of our dedicated recruitment services and on paid media venues. To learn more please see the Institutional Review Board (IRB) Review Research Recruitment & Advertising for a quick overview of Ad Development and Approval.

Value added, no cost services:
We can create and provide the following recruitment materials/services for your research study:

  • We will provide participant recruitment consultations to interested research investigator or research staff in need of additional ideas or to develop language (e.g.: radio script, press release) for the recruitment of research participants. Contact:
  • Develop a strategic ad campaign plan with contingency plan: Provide costs and develop a budget
  • Provide recruitment language for IRB submission, Form B: (Example: IRB FORM B Subject Recruitment Method)
  • Create advertising flyers, brochures, educational materials, posters, postcards, etc.
  • Work with UK PR and Research to create research articles: To promote study (camera ready posters/video filming)
  • Place ads on recruitment websites: and 
  • Place on UK_CCTS and UK HealthCare Social Media: FacebookTwitterYouTube
  • Place recruitment flyers on 5 dedicated research Wall Mounts
  • Community outreach events:  Attend with us or provide recruitment materials/items
  • Capture your enrollment metrics from the start of recruitment: How did you learn about the study? 
  • Every 6 months we will send you a REDCap - Enrollment Study Status Check, please provide enrollment numbers and inform us if you need additional recruitment services. 

Electronic Pre-Screening of Potential Subjects to Determine Eligibility 
Pre-screening of potential subjects to determine initial eligibility and interest in a study is considered part of the recruitment process and therefore requires Institutional Review Board (IRB) review.     

Study Flyer Templates:
If you chose to design your own advertisements the CCTS provides example Templates with instructions on use. 

Participant Recruitment Registry/Database:   

Media services, Participant Recruitment Services can help create purchased advertisements, (except TV)
You will need to build the cost of the advertisement into your study budget.

  • Negotiate costs, contact media, schedule ads placement
  • Newspaper ad
  • Internet copy
  • Radio script
  • TV and Cable (cable ads can be created at no cost)
  • Lextran buses, bill boards, etc.
  • Sponsor ads: Add UK logo and ‘An Equal Opportunity University’ (EOU)
  • Negotiate cost for placement and scheduling of advertisements
  • Press releases developed by sponsors will be sent to UK PR for review
  • Physician referral letter: Physicians Liaisons Program can provide a list of community physicians 
  • Physician referral letter:  UK post office will provide costs to process and mail letters, you will need to provide printed study flyers and envelopes 
  • Contact: 
Additional Recruitment Services

Public Relations

  • Create news articles for research studies – send completed article template with IRB submission
  • Develop radio copy
  • Place news article on UK Now
  • Release to media (Note: the media does not always pickup these news stories)
  • CCTS or your departments PR will call Research Investigators/IRB Chair about Media interview requests for research study
  • Work with investigator to create consumer-oriented columns and articles for placement in local/regional newspapers and magazines.
  • Promote investigators as guests on local radio/television interview segments.
  • Facilitate public speaking opportunities
  • Contact: 
UK HealthCare/Marketing:
  • UK HealthCare media venues: Facebook and Twitter
  • UK HC Health Matters, Making a Difference, Vital signs
  • General research information and flyers on UKHC Monitors Screens and UK HC Homepage on where to find studies
  • Healthsmart on Clinical Research “Should You Participate in a Clinical Research Study?”
  • UK Health Connections (859-257-1000)  – filters “Research Study” phone calls to CCTS Participant Recruitment Services
  • UK Information: (859-257-9000) – filters research study calls to CCTS/CSC
  • Cosmo Calls – Nurses that handle calls after hours will send “Potential Participants" to CCTS
  • UKHC Outreach events, research departments are welcome to attend as UK Ambassadors 
  • Contact:
IRB Review
  • Research regulations require IRB review of methods and materials investigators propose to use to recruit participants. For protocols that involve planned outreach to the public, (e.g. screening or prevention research), an investigator may describe plans and include proposed materials with the initial IRB submission. When additional activities are proposed for an approved protocol, investigators may submit applicable materials via modification review.
  • When a request is generated from the media (e.g., request to interview an investigator), IRB review would be required when the content to be covered involves a specific research protocol vs. general clinical or scientific information on the medical condition of study.
  • Potential items to include with IRB submission (where applicable):
  • Electronic signature PR approved advertisement and clean copy of ad: (e.g.,  Flyer, radio copy, newspaper ad, educational brochures, internet ad, video, photos, etc.).
  • Activity described in Form B, Research Description, Section 5- Subject Recruitment Methods and Privacy.
  • For additional details, see topic “Recruitment” or “Advertising” on ORI Survival Handbook web page for the PI Guide to Identification and Recruitment of Human Subjects for Research document.
    PR Requirements
  • In addition to IRB review, public relations will obtain the following items from research personnel or research participants who participate in media interviews, photographs, video/audio recordings or broadcasts:
  • PR Authorization for use and disclosure of information and images