Table 5. Factors impacting the recruitment process Factor Description Recommendations and Considerations Access to Researchers did not have access to a translator Researchers build in adequate budget to hire professional translators to information in and relied on family members or staff to assist in assist in explaining the purpose of the project and obtaining consent first language. translating the plain language statements and consent forms to residents and guardians/next of kin for whom English was not a first language Administrative Despite the required content mandated by the Plain Language Statements and Consent forms should be simpler than burden on Ethics committee, feedback from some often proposed by Ethics committees and researchers should be guardians/next guardians/next of kin were that consent forms and encouraged to defend any critique of ethics committees stating that of kin Plain Language Statement were confusing and complexity and length of forms is a deterrent to participation. time-consuming and subsequently took longer to process and agree to the terms in the consent form Provide multiple options to communicate with guardians/next of kin - or declined to give consent to participate telephone and voicemail, SMS (including texting photographs of signed consent forms), Email and Post (including return-addressed postage-paid envelopes). Concerns or Guardians/next of kin commonly cited privacy Where medical data is critical to the trial, explain medical data privacy concerns as a reason for declining, with reference collection after family indicates interest. to accessing medical records and medication use Where medical data is not essential to understand the research outcomes, omit the collection of this data from the study protocol. Alternatively allow participation into the study even when consent to access medical records is not given. Concerns over Guardians/next of kin commonly cited concerns In the initial script, emphasise the accessibility of music therapy to burden on about their loved one as a reason for declining, residents in late stages of care, and that pre-existing musical skills are resident, particularly fear of forcing resident to do not expected. possible risks to something undesirable, asking ‘too much’ of resident, and resident, or belief that resident would not be able Emphasise role of control group and data collection in running a resident’s to make a valuable contribution to study. quality study capacity to contribute. Reassure that the project is voluntary and residents can withdraw anytime Beliefs around Guardians/next of kin commonly cited concerns Emphasise team’s expertise in aged care and carefully monitoring needs of people that the study would be contraindicated to the agitation, depression and other psycho-emotional concerns. with dementia needs of the resident as a reason for declining. and/or Guardians/next of kin frequently stated they felt it depression. was preferable to not disturb resident, make demands of them, or disrespect their desire to spend time mostly alone. Communication Care home staff did not always disseminate the Post a “postcard” of the research project at least one week prior to from RCF to information about the study to next of kin. making a phone call to ensure the next of kin is aware of the study. families about Therefore guardians/next of kin could be project prior to suspicious and dismissive when telephoned by Phone manner impacts openness to participate. Sound cheerful, recruitment researcher if they had no prior knowledge of the professional, knowledgeable but not overly formal. To maximise calling. project. success, a recommended recruitment script guiding initial contact would spend 10 seconds stating that you are music therapist first, researcher second, link your connection to the residential care home, a care home staff name, and the resident’s name. Practice therapeutic listening skills to build rapport and establish commitment with families. Many families share stories of strengths, concerns, and grief about their family member’s (the resident) ongoing loss of functioning