FileMaker (Offsite and Participant Databases)

The lab uses FileMaker to organize and access the offsite and participant databases used for recruiting participants. You can access these databases from the RA Room computers or the secondary computer in the Main Lab. The FileMaker logo looks like this:

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How to access the databases

The databases are stored on the server:

Participant Database (used to recruit in-lab participants):

smb://thor.ss.uci.edu/dosclab$/Recruitment/DOSC_Participant Database.fmp12

Offsite Database (used to organize offsite locations, i.e. schools, museums etc.):

smb://thor.ss.uci.edu/dosclab$/Recruitment/DOSC_Offsite Database.fmp12

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Click to open the database. If presented with this screen, click Open, NOT Open Without Sharing:

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Which will open a window that looks like this:

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Adding New Contacts to the database

Note: The Contact Info Forms File (on the counter) also has a list of items to enter into the database when adding new contacts.

The database saves automatically. There is no save button.

1.  Click on Parents. It will take you to the Parents Menu. Click on "Add Parent"
   
   
   
   
   
   
   
   
   
   
   
    

2. Fill in the following information:
   i) First Name and Last Name: If either is unknown: "N/A"
   ii) How Do We Know Them? i.e. the recruitment site.
   iii) Record Status
        Mark "Complete" if: first and last name, contact info and recruitment location known
        Mark "Don't Call" if: parent did not fill out contact info on consent form (under the "Future Contact (Optional)" section
   iv) Lab Assignment: DoSC Lab
   v) Contact Info: Primary Phone and/or Email. Add preferred method of contact.
       Even if a parent did not put their contact info in the "Future Contact (Optional)" section of the consent form, still include their phone/email in FileMaker. To do this, use their contact info from when they signed up to participate in our studies. This information can be found in the Wix Booking email or on the Google Calendar.
   
   
   
   
   
   
   
   
   
   
   
   
    

3. Click on Children at the top Menu bar to go to the Children Menu. Click on Add Child.
   
   
   
   
   
   
   
   
   
   
   
   
    

4. Fill in the following information on the first page:
   i) First Name and Last Name: If either is unknown: "N/A"
   ii) Date of Birth
   iii) Gender: If known
   iv) Lab Assignment: DoSC Lab
   v) Child Notes: if applicable for e.g. pronunciation of child's name if confusing
        This can also be used if the child has completed all eligible studies at the time. Leave a note saying that "child has completed all eligible studies as of (Date)" and list all studies completed. This note should be removed/updated if new studies become available or if child's age allows them to participate in more studies.

5. Click on Appointments in the secondary menu. Fill in the following information:
   i) Type: Select "Appointment Info"
   ii) Date: Date run on study
   iii) Time: Use the time listed in the Google Calendar for online/in-lab participants. If run at museum/in the field, approximate time if unknown. 
   iv) Study: Select study name, e.g. Storybook.
        If child played multiple research games in one session, add other studies completed in the "Notes" section.
        Also include in the notes if a child started/partially completed a study rather than the full study.
   v) Video Release: If provided video consent. 
        Check consent form and/or study sheet for this information.
   vi) Consent Form: Enter date consent form was signed. Usually use the date listed that child was tested.
   vii) Location
         Most will say "Online"
   viii) Completed: Enter after double-checking all info, including consent, has been entered.
   
   
   
   
   
   
   
   
    

6. Click on Family in the secondary menu. Click on Link Parent. Search for previously entered parent.
   Name of parent must be exact or the parent will not show up.
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   Once parent is linked, any siblings should also become visible. 

7. Click on Correspondence in the secondary menu. Fill in the following information:
   i) Type: Select what kind of communication occurred. Most often will be "We emailed parent".
   ii) Date: Date recruited/contacted about a study.
   If we are contacting the parent because we are sending a thank you email to for participating in our research, the date will most often will be same date that child was run on the studies.
   iii) Time: Use the time listed in the Google Calendar for online/in-lab participants. Give approximate time if exact time unknown (but you can usually check when a parent was emailed by looking through Sent Mail).
   iv) Study: Select "Recruitment."
   v) Child: Enter the name(s) of the child(ren) who were tested on that day or were recruited. 
   vi) Notes: Enter the topic/content of communication. Most often will be "Thank you email sent" for children who just participated in a study or "Recruited for (Study Name)" if an RA was doing FileMaker recruitment.
   vii) RA: Select the RA who contacted the parent.
   
   
   
   
   
   
   
   
   
    

8. Repeat steps 3-7 for each sibling if parent has provided info for multiple children or if multiple children participated in studies.

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Using the database to Recruit In-Lab Participants​

1. Click on Children at the top Menu bar to go to the Children Menu. Click on Full Search.
   
   
   
   
   
   
   
   
   
   
   
   
   
   
    

2. The search interface will look similar to the Add Child interface. Put in any required criteria e.g. Age = 3; Lab Assignment = DoSC Lab

3. Click on Run in the top right corner.

4. You will be presented with a list of eligible children entered into the database. Click on each child's name to access their record.

5. You can then look for the parent email that is linked to the child's record to use for sending recruitment emails. Make sure that the profile says "Complete" instead of "Don't Call".

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Adding New Studies and Recruitment Sites 

Click on Admin at the top Menu bar to go to the Admin Menu.