Lessons in Ethical Participant Recruitment for the Re:BUiLD Wave 2 RCT

15th January 2024 – Kampala, Uganda. IRC Staff confirming client documents for Re:BUiLD's Wave 2 RCT Registration (PHOTO: IRC Nathan Tibaku).   

In the bustling neighborhoods of Kampala and Nairobi, thousands lined up - hopeful, determined, and ready to change their lives. What brought them there? - A chance to join a program that could redefine their future.  

The Re:BUiLD program designed a Randomized Control Trial (RCT) targeting 8,000 participants (60% urban refugees and 40% vulnerable host communities). The RCT sought to help aspiring entrepreneurs to start and grow businesses while generating evidence on the impact of cash grants and activities that build business and social networks on business success and social cohesion. With overwhelming needs and interest from the community, how then do you recruit fairly and ethically at this large scale? How do you ensure inclusivity and diversity? With contributions from IRC’s, Airbel Research Standards, we present seven strategies that made this possible in Kampala and Nairobi and offer key lessons for ethical participant recruitment for similar studies.   

19th January 2024 – Nairobi, Kenya. Radio Domus FM presenter and IRC staff during a session to announce mass registration of clients for Re:BUiLD's Wave 2 RCT (PHOTO: Domus FM).  

1. Starting with clarity: Who qualifies to be considered - and why it matters  

The Re:BUiLD Wave 2 RCT eligibility criteria included age, nationality, legal documentation status, residency, location, entrepreneurship interest, client availability during the implementation period, and previous participation in similar services. Eligibility is not a formality, it is the foundation of effective and equitable resource allocation, impact, program success, and accountability to both the donors and the clients we serve. For RCTs, it serves to reduce variability and control for confounding factors, ensuring reliable, credible research results for scalability and adoption. The eligibility criteria was part of the key messages communicated transparently with all program stakeholders.    

Lesson: It is critical to have a clear criteria from the onset to guide the recruitment, reduce subjectivity, increase recruitment efficiency and effectiveness, manage community expectations and ensure the clients are fit for service.

2. Safeguarding First   

“ALL IRC SERVICES ARE FREE.”       

This bold, capitalized safeguarding message featured prominently on all print and digital Information, Education and Communication (IEC) materials including staff merchandise - and for good reason. It served a dual purpose:  

• To sensitize communities and to protect our vulnerable clients from potential fraud and exploitation during the registration process;   

• To protect the integrity of the program and IRC at large. The IEC materials included contact information for reporting or registering complaints. 

Re:BUiLD’s communications team designed posters, fliers, banners to promote the microenterprise support opportunity. These materials - printed in English, Swahili, Somali and Luganda languages - highlighted key messages about the eligibility criteria, how to enlist for consideration and the bold safeguarding statement. The dissemination was carried out through community stakeholders, with materials prominently displayed in central locations such as places of worship, local authority offices (chiefs) and made readily available at IRC offices.  

In addition to the IEC materials, rigorous training for staff on safeguarding was undertaken. During the registration process, clients underwent a thorough consent procedure, which provided clear information on program purpose, voluntary participation, confidentiality, grievance reporting and the right to withdraw from the program at any time without fear of retaliation. Clients were also assured that choosing not to participate in the study would in no way impact their access to IRC services in the future.    

Lesson: Mass client registration requires safeguarding to protect participants from harm, exploitation, and undue influence. Collection of sensitive, personally identifiable data during recruitment can present risk in privacy breaches or discrimination if not managed properly. Safeguarding ensures voluntary, informed participation, especially for vulnerable groups like refugees, women, or marginalized communities. Strong practices also uphold ethical, legal, and donor standards, supporting program credibility and integrity.      

3. Stakeholders at the center

Through the Re:BUiLD Stakeholder Reference Group (SRG), information about the registration process was widely disseminated to the target communities. The SRG forums presented opportunities to share information about the program purpose, timelines, target population, registration criteria, and to garner recommendations and support in target community outreach strategies.  The SRG includes representatives from city authorities, national governments, refugees, local administrators, financial institutions, UNHCR, IRC staff, and Re:BUiLD’s partner organizations. It also targeted leaders from various nationality communities and religious institutions, including churches, mosques, and temples. The SRG forums represented the first step towards program buy-in and the paved way for smooth program recruitment.

Security personnel: With large numbers of people turning out for registration, security was key. We involved the Kenya and Uganda Police Services through the Officers Commanding Stations (OCS) at the registration stations where we conducted physical recruitment drives. Their support was instrumental in managing crowds and ensuring security throughout the process.

Lesson: Engaging stakeholders builds community support, leverages local networks, and aligns recruitment with local needs. Working with community and religious leaders improved mobilization, however some clients still missed registration updates, showing outreach can be further optimized.

4. Going Digital and Local          

In today’s digital era, social media channels such as Facebook and WhatsApp should be part of the recruitment strategy.

To engage refugee youth and host community members, the recruitment campaign included Facebook Live sessions on the Julisha.Info platform, conducted in English, Swahili, and Somali languages. Julisha.Info is a 2-way communication channel, part of the IRC’s global Signpost Program. The live recordings were promoted in targeted locations throughout the recruitment period using Meta Ad Credits. This ensured the messages were displayed to users in selected localities for optimal reach. reach.

Local community radio live interactive shows were utilized in Kampala and Nairobi to increase recruitment efficiency and effectiveness. The talk shows aired on Star FM, Domus FM, and Mtaani Radio’s Sauti ya Mkimbizi in Kenya and Central Broadcasting Services, Capital FM and Radio Maria in Uganda, where IRC staff discussed eligibility requirements and provided guidance on how to apply.

18th January 2024 – A screengrab of a Facebook Live session on the IRC's Julisha.Info platform – Re:BUiLD program sharing session on the recruitment drive. (Source: Julisha.Info/Facebook)   

The registration call was also sent out to refugee WhatsApp groups through the community leaders. Bulk SMS were sent to previously served clients to inform them of the new opportunity and request to disseminate in their communities. Additionally, clients who were on IRC’s service waitlists were notified of the opportunity.

Re:BUiLD website: A recruitment article ran on the website’s home page throughout the recruitment period. The article included all key messages about the campaign and included contact information for inquiries and further support.

Lesson: Digital platforms (e.g., Facebook, WhatsApp) target tech-savvy youth, while local radio reaches those without internet or digital skills. Both offer messaging in local languages, enable real-time interaction, and foster community trust for fair and effective recruitment.

5. Staffing for Impact and Bringing the Recruitment Home

Staff hired for the RCT represented all major refugee nationalities, which played a pivotal role in bridging language barriers and reaching minority nationalities – particularly the Somali and Eritrean communities - and contributed significantly to the wave 2 successful implementation. To ensure cultural sensitivity, gender diversity was prioritized, with 59% of staff recruited as female and 41% as male. This approach, combined with strong training on research ethics, data protection, client responsiveness, and cash programming ensured quality in the recruitment and registration process.

Backed by a well-trained team, the registration campaign was taken directly to the communities where the clients live - conducting door-to-door outreach to share information and recruit participants. This on-the-ground approach ensured even those who may not have accessed the information through media channels were reached. The recruitment drive was extensive and far-reaching, leaving minimal gaps in community coverage.

Lesson: Appropriate staffing (size of team, skill, training, language, gender and nationality background) during program recruitment help maintain efficiency and accuracy, particularly when language needs are relevant. Hiring staff proficient in local languages or dialects can facilitate clear communication and reduce misunderstandings, while gender considerations ensure safe and inclusive client interactions fostering trust and respect across diverse cultural contexts.

6. Inclusive by Design

With the massive turnout of people, screening was the next critical step. It involved thorough client verification to ensure applicants met the recruitment criteria, while also promoting fairness, gender balance, and the inclusion of marginalized groups.

Registration operated on a first-come - first-served basis, with priority given to expectant and lactating mothers, as well as people with disabilities (PWDs). Recruitment venues were strategically located within residential hotspots of the target population, making them easily accessible - particularly for vulnerable groups. Additionally, recruitment data was captured in real time to help maintain transparency, avoid bias, and prevent overrepresentation.

Lesson: Inclusivity ensures equitable access, dignified treatment of clients, and maximizes program impact. For donor-funded or research initiatives, fairness and inclusivity are not only ethical but also compliance requirements that support accountability and program integrity.

7. Feedback Fuels Us

All IRC programs are client centric and provide feedback and grievance mechanisms to address concerns or disputes from clients. The Re:BUiLD program gathers client feedback through both active and passive channels, including surveys, in-office visits, a dedicated WhatsApp number, hotline number, the program website, and other IRC platforms. Key feedback channels for real-time and one-on-one reporting were widely promoted through IEC digital and print materials. These materials were made easily accessible at all IRC offices, client registration sites, community administration offices, and on the program website. We improve based on feedback.

Lesson: An effective feedback mechanism ensures transparency, trust, and ongoing improvement by allowing participants to raise concerns and questions. This ensures real-time course corrections, accountability and enhances the recruitment process overall.

Key Takeaways

1. Clearly communicated eligibility criteria, refined through ongoing evaluation, contribute to equitable resource distribution, reliable RCT evidence, and expanded program access for those who meet the requirements.

2. Safeguarding protocols are necessary for protecting participants, maintaining program integrity, and fostering trust. Transparent messaging such as “ALL IRC SERVICES ARE FREE” helps reduce the risk of exploitation and ensures ethical recruitment practices.

3. Engaging stakeholders, including leaders and law enforcement, supports effective recruitment operations. Involving appropriate parties enhances safety, access, and community participation.

4. Combining digital outreach methods with local engagement—such as social media, radio, community events, and door-to-door campaigns—facilitates a comprehensive recruitment strategy that aims to reach all eligible clients.

5. Recruitment outcomes, particularly within refugee populations, depend on assembling a well-qualified team with language diversity and relevant training to maintain effective community connections.

6. Centering fairness and inclusivity in recruitment processes promotes equitable distribution of program benefits.

7. Ongoing feedback is an important component for supporting trust, transparency, and continuous improvement in recruitment activities.

Challenges and Mitigation

Programmatic:

Client documentation: 

• Some urban refugees had camp-registered documents, which did not meet the requirements for urban programs. 

• Issues were noted with unclear or incomplete legal identification, such as national identification cards and Proof of Registration (POR) documents. 

• Certain clients presented documents like Local Council One (LC1) letters, ID waiting cards, and refugee cards only due to the absence of a National ID card and POR. These documents did not contain sufficient information for registration, resulting in these clients not being considered for the program. To address these issues, affected clients were advised to update or renew their legal documents to ensure eligibility for future urban programs.

Refugee trauma, repatriation concerns, and misconceptions: Some refugee clients displayed reluctance to register because of concerns about possible repatriation or return to camps. This was addressed through a consent process that explained the program’s purpose, voluntary participation, confidentiality policies, grievance reporting mechanisms, and rights regarding withdrawal from the program.

Language barrier: Some clients were unable to communicate in English, Luganda, or Swahili, which were the required languages under the program's eligibility criteria, leading to disqualification. Staff members fluent in local languages communicated the eligibility criteria, clarified the role of language requirements, and assisted in managing client expectations.

Logistical:

Overcrowding, congestion, long waiting times, and safety considerations: The first-come- first-served approach resulted in high traffic from host and refugee communities at registration sites, causing crowding and lengthy waiting periods. The situation was managed by engaging Kenya and Uganda Police Service for crowd and security control, along with implementing a numbering system to organize client flow and reduce wait times.

Power limitations at recruitment sites impacting registration: Power disruptions during registration were mitigated by supplying back-up power banks and tablets.

Conclusion

In the context of Re:BUiLD Wave 2 RCT client registration, recruitment aimed to prioritize integrity, accountability, service, and equality. The program implemented clear eligibility criteria, safeguarding and feedback systems, stakeholder engagement strategies, and a blended outreach approach to support ethical and inclusive recruitment. The target of 8,000 clients was exceeded, reaching 11,568 clients (6682-female, 4881-male, 5-other).