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Recruitment Consultation

The UR CTSI can help University of Rochester researchers improve recruitment and retention plans for their health research studies. Schedule a free consultation to address your concerns and challenges regarding recruiting and retaining participants in your research studies.

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When you reach out for a consultation, we can help you:

  • Write recruitment and retention plans
  • Develop recruitment budgets
  • Conduct feasibility analysis
  • Complete PubMed literature searches for recruitment and retention
  • Develop social media advertisements
  • Connect with community organizations
  • Review marketing materials
  • Develop ways to track recruitment and retention data

While consultations are free of charge, some solutions we identify may have a cost.

Get Started

When Should You Consult Us?

  • When developing a new project, consult with us to determine the plan and costs for recruiting and retaining the population you need
  • For ongoing projects, where your recruitment and retention rates are low, consult with us to identify new ways to improve those rates.


The UR CTSI offers many services to help research teams advertise clinical research studies, including MyChart, Mosio, flyers, TV, radio, newspaper, and social media. To help you decide which method of advertising is best for your study, read the RSRB guidelines for internet-based research and research using social media and check out this online advertising decision guide

You can also review the research recruiting documents and templates below to put together a comprehensive recruitment plan:

  • Principles of Recruitment – Things to consider when planning, implementing, and evaluating recruitment for health research studies.
  • Feasibility Assessment – Things to consider when doing a feasibility assessment for recruitment and retention of research subjects.
  • Recruitment Funnel – What is a recruitment funnel? How is it useful when planning a health research study?
  • Data Collection – Why do we collect data? How do we collect data?
  • Pre-Enrollment Tracking – Tracking recruitment prior to study enrollment.
  • Enrollment Tracking – Tracking subjects who enroll in health research studies, where do they come from?
  • Recruitment Strategy and Budget Planning Worksheet – Which recruitment resources do you plan to use? Different people will learn about your trial in different ways so consider implementing multiple recruitment tools. The more effective components there are in a recruitment plan, the more likely you will reach your recruitment goals.
  • Quarterly Recruitment and Enrollment Milestone Report – A recruitment timeline spreadsheet will also be helpful to get a better idea of site resource load per week and the expected number of subject visits and types of visits.
  • Recruitment Accrual - Study Visit Planning Spreadsheet – It is very helpful to forecast your research participant recruitment timelines by plotting out the expected or targeted number of participants recruited compared to the actual number of participants recruited.