Institutional policies on research-related transportation could help improve research engagement

Context The Healthy Brain and Child Development (HBCD) study, a nationwide consortium, plans to enroll 7,000 child-parent dyads and follow them up for a decade. Participants will complete many assessments, some time intensive. Transportation has emerged as a major barrier to research involvement, especially among underserved populations.

Objective To evaluate the presence of institutional policies or guidance on research-related transportation across the HBCD sites, and, if needed, develop recommendations for such policies to optimally support research teams and participants.

Study Design We sought information on policies for research-related transportation across the HBCD study sites. Data on five policy domains identified as key to research-related transportation were extracted from each existing policy and summarized.

Setting Research sites involved in the HBCD Consortium birth cohort study.

Instrument All HBCD sites received a brief email survey asking about the presence of institutional policies on research-related transportation. In addition, a standardized online search was completed for such policies for each site.

Outcome Measures Presence of institutional policies addressing one or more of the five domains, key to guiding study team’s approach toward research-related transportation: study team’s travel for research business; transporting research participants and accompanying persons; transporting children; reimbursing participants for travel; and utilizing existing transportation services. In addition, information on liability insurance and protections was sought.

Results Among the surveyed 28 HBCD sites, five sites had a total of seven policies specifically addressing some of the key domains of research-related transportation: research staff transporting research participants (n=1 policy), reimbursing participants for research-related travel costs (n=2), and the use of existing transportation services for participant travel (n=4). No policy addressed transporting a child-participant or when they require car/booster seats, or research staff travel specifically for “study business.” Policies from 17 sites had some language on general liability protections for research personnel.

Conclusions Policies for research-related transportation are scarce among institutions engaged in clinical research. Implementation of such policies could support recruitment, retention, sample diversity, and generalizability of research findings.