Ground rules for digital meetings

These ground rules were developed by the NeurOx Young Person’s Advisory Group (YPAG) in July 2020 and can be used as a guide for other YPAGS or when you are working with young people in digital meetings.

Keeping everyone safe during virtual meetings

As we often cover some sensitive topics, it’s important that we all create a safe non-judgmental space to share your thoughts and conduct the research. It is also important that we have some safeguarding processes in place to ensure there is no harm done to members in addressing the research topics.

Safeguarding and disclosure

If during interactions with researchers, you indicate a risk to your safety or of harm to yourself, we have a duty to protect you. We will first discuss your concerns, reassure and try and get some appropriate support for you.

We will provide you with details of trained professionals to talk to but we/they would also need to contact some external services if:

• You ask us to
• We believe your life or someone else’s life is in danger
• You’re being hurt by someone in a position of trust who is able to hurt other children like a teacher, religious leader, sports coach, police officer or doctor
• You tell us that you’re seriously hurting another person
• You tell us about another child who’s being hurt and is not able to tell someone or understand what is happening to them
• We’re told we have to by law, for example for a court case.

Here are some ground rules

1. You are not required or expected to disclose personal information to the group – you do not need to validate your view with your experience if you do not want to – entirely your choice
2. You may use the third person if you wish to give an example
3. Respect one another
4. Create a non-judgmental space
5. Everyone has their own/different experiences – all are valid and important
6. Respect that we have individuals with different backgrounds, identities and recognise that our intentions should be good
7. If you feel concerned or uncomfortable at any point please use the private chat function – select the researcher in the group, or you may What’s App the researchers
8. Avoid jargon or overly scientific language/acronyms
9. Researchers will also avoid this too
10. No question or response is silly – we want to make sure everyone understands and feels able to contribute and have a range of different ages and levels of understanding
11. In some breakout sessions, the researchers will be off camera and largely non-participatory – we will be there purely for support but the YP facilitators can ask if there is something ‘technical’ they need clarifying
12. If you would prefer to communicate in a different way, please let us know
13. Everyone in the room is equal, there are no hierarchies
14. We want you to feel as comfortable as possible – our young facilitators are here to guide you through too.
15. The researchers are here to learn from you!
16. Take as many breaks as you want but let a member of staff know if you’re leaving the meeting for good and that you are ok.
17. We may be covering a sensitive topic so if you do find you need to take a break that is fine BUT it is very important that you let us know you are OK and taking a break
18. Equally if you are NOT OK please message the number added to the chat during the meeting and the researcher will try and help you. This is very important to ensure everyone is safe.
19. If you drop off because of a connection we will give you 5 minutes and then drop you a What’s App or text message to check you are ok.
20. If you have cameras on we just ask that you are suitably dressed and that anyone in your household who may be seen on camera is also fully clothed.
21. If you notice anyone/anything suspicious on the Zoom – please let us know immediately
22. This is important to keep everyone safe; the Chair will remove anyone joining uninvited.
23. Members should not record or take photos of the rest of the group without explicit permission or forewarning.

Use of Zoom

1. Interaction – raise hand, chat function, YES/NO function – find something that works for you. Just let a facilitator or researcher know.
2. Breakouts – led by young facilitators – they may also want to check everyone feels they have had an opportunity to speak so may check with you – you can say nothing to add too.
3. Researchers – may be cameras off when it makes sense and not contributing to discussion – but if you want them just ask.
4. Will get a warning to return to main session – usually 30 seconds.
5. Background noise – go on mute for a bit?
6. Camera’s on/off – what you feel comfortable with but can make some others feel more comfortable too with cameras on.
7. Links to padlets or google sheets will be provided in chat function when we get into breakout rooms.
8. Any problems/worries/need support please use the private chat function.