Guest Speaker 2026: Create Consent Docs for TDM-Calc Research Team

[pogwon]

Overview

We need to create consent documents for guest speaker TDM-Calc Research Team so that we can keep track of what information is approved to be shared by the guest speaker.

During these tasks you will be asked to add links to the Resources/Instructions section, and that section is at the bottom of this issue (go view it now).

Dependency

• The guest speaker has been contacted informally by one of the UI/UX CoP co-leads.
• The guest speaker has agreed to be a guest speaker for the UI/UX CoP on a specific date.
• Guest Speaker Question Tracker EPIC: Guest Speaker Question Tracker #355

Action Items

Customize Resource Links

• Customize Resource for the 2026 Speaker Google Drive Folder
  • Go to the main Google Drive Folder for the UI/UX Speakers (Resources # 1.01)
  • Choose the folder for 2026. If one does not exist yet, follow the steps below. Strikethrough or delete the steps below if there is already a folder.
    • Copy the text below.

      2026: Guest Speakers
      

    • Create a new folder (right click and select "New folder" or click "+ New" button).
    • Paste in the copied text and click "Create"
  • Right-click on the 2026: Guest Speakers folder.
  • Choose "Copy link".
  • Update Resource # 2.01 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked.
• Customize Resource for This Speaker's Google Drive Folder
  • Open the folder of Resource # 2.01.
  • Copy the text below.

    TDM-Calc Research Team (January 28)
    

  • Create a new folder (right click and select "New folder" or click the "+ New" button).
  • Paste in the copied text and click "Create"
  • Right-click on the folder that you just created.
  • Choose "Get Link" and "Done"
  • Update Resource # 2.02 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked.
• Customize Resource for this Speaker's Informed Consent Google Form
  • Open the Informed Consent Form in Resources # 1.02.
  • Choose the 3 vertical dots at the top of the Google Form on the left of your profile.
  • Choose "Make a copy"
  • Copy the text below

    2026: TDM-Calc Research Team: Presentation Recording Consent Form
    

  • Paste the text you copied into the "Name" field to rename the form
  • In the "Folder" field, choose "SpeakerConsentForm", then choose the back arrow to "UI/UX Community of Practice"
  • Choose "Speakers" > folder for 2026: Guest Speakers > folder for TDM-Calc Research Team
  • Choose "Select"
  • Choose "Make a copy"
  • Update Resource # 2.03 link by completing the following steps
    • Choose "Send" in the 2026: TDM-Calc Research Team: Presentation Recording Consent Form you just created.
    • Choose the link icon
    • Check the box for "Shorten URL"
    • Choose "Copy"
    • Update Resource # 2.03 with the link you just copied. Place it into parentheses at the end of the line.
    • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked.
• Customize Resource for this Speaker's Informed Consent Email
  • Open the Speaker Consent Email Template in Resources # 1.03.
  • Click "File" and select "Make a Copy"
  • Copy the text below.

    2026:TDM-Calc Research Team: Speaker Consent Email
    

  • Paste the text you copied into the "Name" field to rename the doc.
  • In the "folder" field, choose "SpeakerConsentForm", then choose the back arrow to "UI/UX Community of Practice"
  • Choose "Speakers" > folder for 2026: Guest Speakers > folder for TDM-Calc Research Team
  • Choose "Select"
  • Choose "Make a copy"
  • Replace the highlighted text (including brackets) with the appropriate information
    • First name of guest speaker
    • Month and day of presentation
    • Link to Google Form (Resource # 2.03)
      • Copy the link for Resource # 2.03
      • Delete the text [ADD LINK]
      • Highlight to select the text link
      • Right-click and select "Insert link"
      • Paste link for Google Form
      • Click "Apply"
  • Select all text
  • Click the "Highlight color" icon
  • Select "None"
  • Click "File", select "Share", and select "Share with Others"
  • Click "Copy link" and "Done"
  • Update Resource # 2.04 with the link you just copied. Place it into parentheses at the end of the line.

Send Consent Documents

• Assign CoP co-lead to issue
• Unassign yourself (if not a CoP co-lead)
• CoP co-lead reviews the Resources gathered during the completion of this issue.
• CoP co-lead gives Guest Speaker 'edit' access to Google Consent Form
  • Open the Informed Consent Form in Resources # 2.03.
  • Click the 3 vertical dots at the top of the Google Form
  • Choose "Share"
  • Add Guest Speaker email address in the search bar and press enter
  • Give Guest Speaker's email address "Editor" access from drop-down menu
  • Uncheck "Notify People"
  • Click "Send"
• CoP co-lead logs into uiux HfLA Gmail account
• CoP co-lead copies and pastes email text from Resource # 2.04
• CoP co-lead sends email to guest speaker at least one week before presentation
• CoP co-lead moves Consent Form & Consent Email from public UI/UX Community of Practice google drive folder to secure UI/UX CoP - PII google drive folder

Resources/Instructions

Resources for creating this issue

• 1.01 Google Drive Folder: Speakers
• 1.02 Google Form: Consent for Presentation Recording
• 1.03 Google Doc: Speaker Consent Email Template

Resources gathered during the completion of this issue

• 2.01 Google Drive Folder: 2026: Guest Speakers
• 2.02 Google Drive Folder: TDM-Calc Research Team January 28
• 2.03 Google Form: 2026: TDM-Calc Research Team: Presentation Recording Consent Form
• 2.04 Google Doc: 2026: TDM-Calc Research Team Consent Email

[pogwon]

Currently planned guest speakers:

• Melissa Perry
• Abby Rivard
• Aparna Gopal
• Prakriti Dumaru
• Yingjie Ou
• Mehdi Faraji
• Gary Bondy

As discussed in email communication between @Aparna1Gopal and the TDM-Calc Research team, final details will be confirmed during their meeting on January 14, including a final list of guest speakers attending. I will create and send out consent docs based on the finalized list.

[pogwon]

Update January 16, 2026

• Customized consent forms and sent them to four confirmed members of the UXR team (Melissa Perry, Abby Rivard, Aparna Gopal, and Gary Bondy)
• The other listed members have not been confirmed, as they were not at the first TDM meeting coming back from the December break. Once/if the remaining members confirm their attendance, I will be send them the consent forms.

[pogwon]

Update January 27, 2026

• To have enough time to market the event, we have moved it to February 25.
• Updated and resent consent forms to all guest speakers (all have now confirmed they are able to attend the new date)