Indicate in Section VII.E.4 what type(s) of recordings will be made.

The information in section VII.E.6 in the IRB application and ICD should be specific about:

• What recordings/images will be collected and
• How they will be used
• Whether audio/video/photos are optional or mandatory. If optional, how the research team will honor the wishes of the subjects who decline to be recorded or photographed.
• If audio/video/photos will be used for non-research purposes, describe procedures for presenting subjects with a separate release form (See “Non-Research Use of Audio/Video/Photos” below).
• When applicable, describe procedures for informing non-subjects who might be captured during audio and video recording or photographs of enrolled subjects. 

Privacy protections protect the person from or about whom information, recordings or images are taken. Researchers protect subject privacy by limiting the amount and type of recordings/images to what is necessary to answer the research question. The following are some examples of privacy protections for these materials:

1. In video recordings, mask identifying facial features or other identifiers that are not necessary for the research analysis.
2. Allow subjects a choice about audio and video taping and photographs for research purposes.
3. Implement plans to protect people not enrolled in the study who might be incidentally captured in research audio/video/photo.

In section X.1, selecting yes means that the investigator is agreeing to collecting minimal information and conducting procedures in a way that protects participant privacy.

Confidentiality protections protect the data once it is gathered. Information about the steps to take to protect the confidentiality of data is provided in HawkIRB section X.4. For paper and electronic records related to the audio/video/photos, describe:

• Who will have access (i.e., research team members only).
• How the data will be secured (i.e., locked filing cabinet/office/password protected).
• If data will be identifiable, coded, deidentified/anonymous, or other (describe).
• If the data is electronic, the investigator must indicate how the electronic data is stored.

Researchers might also need privacy and confidentiality protections for people who are not enrolled subjects but are captured in the audio/video/photos. These protections should be specifically described in Section VII.E.6 outlining study procedures.

Whether contribution of the audio/photo/video data for future use is mandatory or optional for future use should be Indicated in section XII.1.

• Mandatory contribution should be stated in the ICD. Delete optional agreement boxes from the ICD template.
• Optional contribution will include the optional agreement (Yes/No) box in the ICD for the subject to indicate agreement or decline this storage for future use. 

Indicate in questions XII.2 through XII.4 the additional information about data storage.

The ICD template in HawkIRB is a “smart document.” The way a researcher answers certain questions in HawkIRB adds template language to the ICD template. A “Yes” response to Section VII.E.5 adds the following template language:

Audio Recording/Video Recording/Photographs

One aspect of this study involves making [audio recordings / video recordings/photographs] of you. [Then describe why the recordings/photos are being made, who has access to them, and if or when they will be destroyed. If audio recording or video recording or photo is optional, (i.e., you would still enroll the subject in the study if s/he refused that aspect of the study), explain that the subject can still be in the study without being recorded or photographed, and add this statement:]

[ ] Yes     [ ] No     I give you permission to make [audio recordings/ video recordings/ photographs] of me during this study. 

• Edit the content of the sections that are in bold and brackets to describe the procedures for the research study.
• If there is only audio recording, remove references to video recording and photographs
• Determine if the recordings or photos are necessary for the conduct of the study (for example, the researcher needs to transcribe a recorded interview)
  • If they are mandatory, delete the optional agreement boxes.
  • If subjects have a choice, keep the Yes/No optional agreement boxes. 

The signature on a research study ICD documents agreement from the subject to participate in research procedures. This document should not be used to grant permission for non-research activities. If a researcher wants to use audiotapes, videotapes, or photographs for a non-research purpose (such as in a classroom for educational purposes, in promotional materials for a department or program, or in a professional publication or poster), they must document subject agreement on a separate release template. Request the appropriate template from the Human Subjects Office (irb@uiowa.edu or 319-335-6564) or directly from the University of Iowa Office of the General Counsel or from UI Health Care (UIHC) Marketing and Communications.