April 14 Meeting Slides FINAL.Pdf

Communicators Spring 2020 CTSA Program Virtual Meeting

Tuesday, April 14, 2020 1:00 – 2:30 pm ET

The University of Rochester Center for Leading Innovation and Collaboration (CLIC) is the coordinating center for the Clinical and Translational Science Awards (CTSA) Program, funded by the National Center for Advancing Translational Sciences (NCATS) at the National Institutes of Health (NIH), Grant U24TR002260. Welcome to the Communicators 2020 Spring CTSA Program Virtual Meeting

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• Wendy Meyer, Director of Communications and Marketing, CCTSI, University of Colorado, Denver • Meghan Meyer, Associate Director, Communications, University of Florida CTSI • Leslie Roettger, Media/Marketing Administrator, ICTS, Washington University School of Medicine in St. Louis • Michelle Maclay Herndon, Director of Community and Partner Relations, TCSI, University of North Carolina School of Medicine • Roger Anderson, Director, Marketing and Communications, Northwestern University CTSI Agenda

TIME TOPIC PRESENTER(S)

1:00 pm Welcome and NCATS Updates Bobbi Gardner

1:15 pm TriNetX Explainer Video Diedtra Henderson

1:25 pm CCTSI Show and Tell Wendy Meyer

1:35 pm UF Studies Facebook: A Central Resource for Study Advertising Meghan Meyer, Deaven Hough

1:45 pm Ohio State CCTS Recruitment and Retention Marketing Videos Sarah Mann

1:55 pm UAMS Translational Research Institute 2019 Annual Report David Robinson

2:05 pm Research For Me: History, Purpose, & Outcome Michelle Maclay Herndon

2:15 pm Wrap-up and CLIC Update Ryan Franklin

2:30 pm Adjourn Welcome and NCATS Updates Bobbi Gardner NCATS Communications Updates

PRESENTED BY: Emily Carlson & Bobbi Gardner, Communications Branch, Office of Policy, Communications & Education COVID-19 Updates

• NCATS COVID-19 communications efforts • Dedicated webpage in development • Newsletter content • Director’s Messages • Social media

• Capturing CTSA Program COVID-19 activities • Publications • Press releases • Media coverage

• How to assist NCATS in tracking your efforts • Share your news with CLIC (Ryan) and NCATS (Bobbi) • Mention CTSA/NCATS and cite grant numbers • Tag NCATS and use #CTSAProgram in your social media posts COVID-19 Updates

• We would love to hear about the COVID-related communications activities at your hubs! • How are your tracking ongoing COVID efforts at your hubs? • What are the challenges you are experiencing and solutions you have identified?

• Possible NCATS CTSA Program infographic COVID-19 Updates

• NOT-TR-20-014: Notice of Special Interest: Clinical and Translational Science Award (CTSA) Program Administrative Supplements • NOT-TR-20-011: Notice of Special Interest (NOSI): Clinical and Translational Science Award (CTSA) Program Applications to Address 2019 Novel Coronavirus (COVID-19) Public Heath Need • NOT-TR-20-007: Notice of Special Interest: Research through NCATS’ Clinical and Translational Science Award (CTSA) Program: Collaborative Innovation Awards (U01 and R21)

March 2020 Director’s Message: • Practicing Physical Distancing and Bringing Our Science to Combat COVID-19 Connect with NCATS ncats.nih.gov/connect • Website: ncats.nih.gov

• Facebook: facebook.com/ncats.nih.gov

• Twitter: twitter.com/ncats_nih_gov

• LinkedIn: linkedin.com/company/national-center-for-advancing-translational- science-ncats

• YouTube: youtube.com/user/ncatsmedia

• E-Newsletter: https://ncats.nih.gov/enews

• Announce Listserv: https://bit.ly/1sdOI5w 10 ‘Raise Your Hand’ ZOOM Feature for Q&A

• Please ‘raise your hand,’ if you have a question for the product presenters during the Q&A sessions, and the moderator will call on you • The ‘raise your hand/lower your hand’ button can be found on the bottom right corner of the Participants List, by clicking the three dots for more options TriNetX Explainer Video Diedtra Henderson Explainer video: Cohort discovery tool to help accelerate research

• Identify external videography vendors based in the Washington, D.C., region • Identify on screen talent: Jurran Wilson, Madison Berl and Rachel Walega; B-roll talent • Re-consent patients appearing in B-roll footage • Photograph potential filming locations • Pre-production meeting onsite to review the content, discuss/view shoot locations and discuss timelines/next steps • Confirm talent and locations for B-roll filming: Group image, walk and talk, meeting • Day-of logistics: Freight vs. main elevators; clothing guidance; call sheet with shooting schedule; designated filming areas, staging area; signs in filming areas; security heads up • Post-production: Logo/branding, animation sequence signoff • Compliance review of paper cut • Rough cut review: No audio mixing or color correction • Final cut: New screenshots, atrium footage, color grading, audio mixing, lower thirds • News release signoff • Video posting: YouTube, Children’s National Hospital external website • One pager: What the network is, how it functions and how it may be beneficial

https://www.youtube.com/watch?v=w5vCnTn2hoE https://childrensnational.org/news-and-events/video-gallery/trinetx https://childrensnational.org/research-and-education/research-resources/informatics

Campaign to promote Colorado PROFILES Can Colorado PROFILES be used to increase research collaboration?

Our leadership training program for doctors and researchers (LITeS) created a survey to identify cross-campus social media use methods for identifying and maintaining collaborations. Colorado PROFILES was identified as a powerful tool that more faculty should know about.

Microblog Sites Professional Networking Sites Sharing Sites Communication

80 62.9 70 57.4 60 50 41 34.2 40 27.5 30 22.9 25.6 16.3 13.4 Percentage 20 10 4.2 0.4 0 • So we developed a Campaign Plan and Key Messages

• Rolled out messages in… • The Director’s Corner in our newsletter Found in Translation (June 2019) • Collateral material: posters/flyers we posted across campus and shared at events (July 2019) • Series of emails to members about Colorado PROFILES (September 2019) • Infographic we posted on the CCTSI website and a print version we handed out at events (August 2019) • Series of social media posts on Twitter that included gifs, which showed features of the app (July-October 2019)

• Hosted a campus wide Town Hall on Colorado PROFILES (attracted 80+ participants) (October 2019) PROFILES Town Hall October 2019 Examples…Examples… More examples…

• GIF’s for social media posts • Infographics • Print Design Twitter messages RESULTS PROFILES Genesis of the Project

• LITeS Presentation

• Once I presented the idea to our PI, he was very enthusiastic about doing a campaign to promote PROFILES Nuts and Bolts of the Campaign • My colleague Cristine Schmidt and I did everything from the planning, drafting the messages, doing the graphic design (Cristine in particular) and creating the collateral.

• We asked the members of the LITeS team to allow us to take their photos and contribute quotes about PROFILES. Tracy (in the black poster) in particular seemed to be very well known on campus, and I think that fact helped people notice the posters and comment on them to us at various events.

• The only outside costs were a few hundred dollars to print the collateral material—we used a printer on our campus.

• We had no idea how many people would come to the Town Hall. We were very pleased with the turnout and especially pleased with the level of engagement—the highest I have ever seen at any of our Town Halls. I attribute this to the tool itself, the researchers enthusiasm for it and to some extent, our marketing of it.

• It was a team effort between many different parts of our institute—from the participants in LITeS who inspired the campaign, to our MarComm team, to our PI who was eager to do the Town Hall and our PROFILES expert Swan Ellert. UF Studies Facebook: A Central Resource for Study Advertising Meghan Meyer, Deaven Hough UF Studies Facebook: A Central Resource for Study Advertising

Presented by: Meghan Meyer, UF CTSI Associate Director of Communications Deaven Hough, UF CTSI Recruitment Specialist University of Florida-Florida State University Clinical and Translational Science Award hub

The UF-FSU hub is supported by the National Center for Advancing Translational Sciences of the National Institutes of Health under University of Florida Clinical and Translational Science Awards UL1TR001427, KL2TR001429 and TL1TR001428. CTSI Recruitment Center

We contribute to the science of recruitment and provide recruitment services. UF Studies: A Central Resource for Study Advertising on Facebook

• Approved platform • Institutional guidelines allowed for a central platform called UF Studies

• Managed by the CTSI Recruitment Center • Optimizes accrual and retention of study participants through consultations and services • Growing role for communications • We create, launch and monitor campaigns

• Study team is responsible for: • IRB approval, cost of services and ads, Facebook.com/UFStudies sharing enrollment metrics UF Studies: Does it work? We think so!

39 studies 39,000+ 868,000+ 5,700+ 1,800+ from 2017 – link clicks people reached inquiries participants March 2020 enrolled UF Studies: Lessons learned

Adults 65+ are using Facebook • Best practices • Hint: It’s more than posting and crossing your fingers! • Use photos of people • Use evidence-based messages • Link to a study website • Track ad and enrollment metrics

• Is this something you want to do at your institution? • Involve leaders in ethics, legal and communications • Create guidelines and processes • Start small and dream big 0 participants enrolled, but look at engagement • Account for time and effort Ohio State CCTS Recruitment and Retention Marketing Videos Sarah Mann Center for Clinical and Translational Science

Recruitment and Retention Marketing Videos Getting Started Goal: To create an updated, informative digital tool to promote the work of our recruitment and retention team

Planning

• Identify Videographer

• Identify Subject Matter Experts

• Compose Script

39 Budget and Logistics: Goal: Work within a budget and under a timeline while preparing for tension points and unexpected delays.

At a glance

• Budget: $1500 per video

• Timeline: approximately 20 hours of filming and editing

• Lessons Learned: personalities, scheduling conflicts, identifying back-up SME’s, staying on script

40 Next Steps: Goal: Rinse + Repeat!

Moving forward

• Set a timeline for each CCTS program

• Identify talking points, SMEs and overall theme

• Identify additional promotional video partners

41 UAMS Translational Research Institute 2019 Annual Report David Robinson University of Arkansas for Medical Sciences (UAMS) Translational Research Institute (TRI)

TRI 2019 Annual Report

Development • TRI Leadership • UAMS Communications & Marketing --Creative Services --Photography

• Cost --Printing --Postage

• Challenges --Time

UAMS Translational Research Institute Research For Me: History, Purpose, & Outcome Michelle Maclay Herndon History, Purpose, & Outcome

North Carolina Translational and Clinical Sciences (NC TraCS) Institute

April 14 2020 Overview

• History of Program • Vision & Goals • Resources & Budget • Challenges • Successes • Questions and feedback History  Our original attempt, Join The Conquest Program, created and launched in 2011, had a focus on a healthy volunteer registry and education around participation in clinical trials — this worked well for a specific population but left many frustrated about the limited scope of information listed. There were only 60-70 studies listed at any given time, many users were engaged but unable to find something relevant.

 The need for a streamlined “front-door” into research at UNC came out of hearing frustration from teams and participants alike that there was no single place to go to learn about research at UNC and search for relevant opportunities

 The program manager who initiated the establishment of RFM has a history of working as both a coordinator and project manager at UNC, and has experienced the frustration and barriers that many participants face firsthand as well as the struggles that studies face to meet accrual goals The Vision

Create a UNC-branded “front door” for any patient or member of the public wishing to engage in research here

Improve transparency, accessibility, and familiarity

Lay-language

Provide a way to engage at any level

Provide a way for researchers to find collaborators and assess saturation

Promotion and visibility in all UNC clinics and publicly across the state. Already accessible via MyChart and soon from the UNC Health Research page Goals of Research 4 Me (R4M)

Commit to a mission of providing the public with a comprehensive, searchable listing of all current studies involving direct interaction with participants, providing teams with the option to expand their listing and utilize the site as a recruitment tool.

Provide a resource for researchers to find collaborators and assess saturation Research for Me @UNC

Listing process launched in Nov 2019, Public site launched in Feb 2020

Comprehensive, searchable study listing; optional recruitment tool

Public-facing research engagement website with over 11,000 registered users

Learn about research, view current research, find relevant participation opportunities, read stories and profiles highlighting study teams and participants

Created by the Recruitment and Retention Program at the NC TraCS Institute

Addresses existing gap between incredible work happening at UNC and ability of patients/public to learn about what we do and access opportunities to engage with research Benefits

 Streamlined, united front presented to the public

 Automated, up to date information

 Unique landing page for every study

 Individuals more aware of research

 Individuals more receptive and willing to engage

 Improve “customer service”

 Expand reach and diversity

 Improve synergy and transparency Resources & Budget for RFM • Team of three – Program manager, communications specialist, web developer • Budget – About $4500 on the logo and development of the brand guide. We could have done this internally if we’d brought on our communications specialist sooner. – Staff support for 1 full time communications specialist and 1 programmer (now down to .5 FTE) – Modest budget for promotion moving forward (TBD) – Will try to leverage the existing marketing and communications group within TraCS, and departments at the University and Health system to buy in and help promote. – Time, sweat, and definitely a few tears researchforme.unc.edu researchforme.unc.edu researchforme.unc.edu Challenges

 Complete redesign and branding of a website with a team of three  Custom site and process integration into existing systems  Change management surrounding implementation of an enterprise- wide mandatory listing process  Help study teams become aware of the new website/requirement, change their perceptions from the old version of the site, make RFM attractive for use as a recruitment tool Successes

 Made listing basic study information a requirement for all UNC research involving direct participant interaction (Support from UNC IRB)  Increase in potential participant user registration with no PR campaigns (but they are planned for the future)  Increased university researcher awareness and cooperation with listing studies  Improved education about lay language and increase in requests to optimize listings for language – 22% of recruitment listings request language review – hoping for even more as we increase awareness and demonstrate the value of Research for Me as a recruitment tool. Plans for the Future

Partnership with UNC and UNC Health Explore possibilities for use by patient navigators/physicians Departmental widget Study metrics, improved clarity, and resources on RD Study customization options Condition search dictionary Enhanced user profile and personalization options with tailored content Newsletters and suggested study emails PR campaigns and social media presence Option to use RFM avenues to promote individual study opportunities Wrap-Up and CLIC Updates Ryan Franklin COVID-19 Collaborative Research Study Information Page

NCATS and the CTSA Program Coordinating Centers have created a publicly accessible clinical research information platform with the aim of providing a centralized location of pre-clinicaltrials.gov investigational research studies. • Any hub can view/post information on research studies happening at your hub • Amplify research efforts • Look for collaborations • Reduce redundancy https://clic-ctsa.org/covid-19 Coordinate reuse of Case Report Forms / Instruments

Many intake / triage Case Report Forms (CRFs) being used • CTSA drafted & national and international resources – possibility for alignment • Improve interoperability with other standards such as CDISC & GA4GH • Enhance interoperability with EHRs and

data sharing https://covid.cd2h.org/ 61 61 2020 Synergy Paper RFA Purpose - advance the field of translational science and to cultivate collaborative research, while providing co-authors with the support to meet their academic goals of producing high quality scientific publications.

• collaborative manuscript developed by 3 or more CTSA Program hubs • address substantial challenges in clinical or translational research • Synergy Paper teams receive • project support from CLIC • funds toward copy editing and publishing costs

• Learn more: https://clic-ctsa.org/collaboration/clic-synergy-papers • Contact: [email protected] CLIC Un-Meeting 2020 Rescheduled: August 8, 2020 The goal of this Un-Meeting will be to gather individuals interested in exploring ideas and methods for evaluating non-pharmacological interventions.

…trial designs, methods, and standards established to support regulatory approval of pharmacological interventions frequently result in conflicting or negative studies despite strong epidemiological evidence of benefit

….no consensus on best practices exists on the design of studies of non-pharmacologic interventions

Travel stipends available Registration is open! Visit the CLIC website for more information 2020 Fall CTSA Program Meeting November 18-20, 2020 The CTSA Program Steering Committee is looking for topic suggestions!

Visit the CTSA Program Meetings Page to vote on topic suggestions in our poll or submit topics through the suggestion box. https://clic-ctsa.org/ctsa-program-meetings CLIC Library

Next Virtual Tour Q&A session: • Some of the Available Videos: April 2nd at 1pm ET • CTSA Program Hub Directory Overview (register on the CLIC Website) • CTSA Program Hub Directory – Updating your Hub Page Topic: • Sharing Content CLIC Education & Career • Using Tags Gateway can connect you to • Account Creation education resources and career *more videos will be added before the next Virtual Tour opportunities CLIC/NCATS Communication Channels

Sharing Content: CLIC Website Twitter  News (Consortium News & WOW! Factor stories):  NCATS: twitter.com/ncats_nih_gov clic-ctsa.org/news  CLIC: twitter.com/CLIC_CTSA  Events: clic-ctsa.org/events  Hashtag: #CTSAProgram  Educational tools (Education Clearinghouse): clic- ctsa.org/education  Funding opportunities (RFAs):  https://clic-ctsa.org/collaboration/clic-synergy- CLIC Contact Us papers  Have a question and not sure where to direct it?:  https://clic-ctsa.org/collaboration/clic-un- meetings clic-ctsa.org/contact  Career & training opportunities (Opportunities Board): https://clic-ctsa.org/opportunities-board Newsletters  CTSA Ansible: Subscribe Here  CLIC News Roundup: Subscribe Here  NCATS e-Newsletter: ncats.nih.gov/enews CTSA Program Initiative Channels

ACT Network Recruitment Innovation Center (RIC)  Website: http://www.actnetwork.us/National  Website:  Subscribe to newsletter: https://trialinnovationnetwork.org/recruitment- https://bit.ly/2HQGsM5 innovation-center  Subscribe to newsletter: https://bit.ly/2OpEDHc IREx  Website: https://www.irbexchange.org SMART IRB  Subscribe to newsletter: https://bit.ly/2TtQG7b  Website: https://smartirb.org  Subscribe to newsletter: https://bit.ly/2JFbiK3

National Center for Data to Health (CD2H) Trial Innovation Network (TIN)  Website: https://ctsa.ncats.nih.gov/cd2h/  Website: https://trialinnovationnetwork.org  To Join: CD2H Onboarding  Subscribe to newsletter: https://bit.ly/2TXHQDZ Questions?