Implementing the Expectation: Dedicated Funds for Engagement & Partner Compensation

The following examples illustrate situations researchers and partners have faced on PCORI-funded projects related to dedicated funds for engagement and partner compensation. Reviewing and discussing these examples can help project teams anticipate challenges that may arise as the project progresses.

Example 1. Importance of compensating community partners for their time and expertise

A member of the Native American community became involved on an advisory committee for a PCORI-funded study to share the community’s perspective and interests. At the time the community member joined, members of the advisory committee were not being compensated. Seeing that input from the Native American community was necessary and valuable to the success of the study, the community member asked the study team to pay advisory committee members for the time they spent reviewing materials and attending meetings. Providing this compensation was a turning point for the study. Advisory committee members felt that their contributions were acknowledged and valued, the project benefited from sustained community input and researchers developed stronger relationships with the community.

What can project teams do to compensate community partners fairly?

• Plan for compensation. Teams should plan for compensation of community partners from the start of the project. It is helpful for researchers and community partners to discuss the amount, type and format of compensation at the time the budget is being developed. These conversations should continue if changes are made to the budget after award.
• Provide support for participation. Teams should also identify other types of support that enable community partners to participate at the same level as other partners. For example, to support participation, project teams have provided partners with tablets and internet access, meeting materials that use a large font, headphones and interpreters for American Sign Language or languages other than English.
• Create a culture that supports communication about compensation. Project teams should set a welcoming environment and establish a team culture that helps partners feel comfortable bringing financial concerns and questions to project leadership.
• Learn about institutional policies. Researchers should contact the financial departments at their institution to learn about policies and practices for paying community partners and supporting appropriate participation. Having this information readily available for conversations with community members may help facilitate the process and make collaborative decisions about payment.

Example 2. Exploring options for partner compensation

Several community partners on a PCORI-funded project were receiving public benefits with income eligibility requirements. These requirements meant that cash payments for participation would be viewed as additional income, leading to potential disruptions to their benefits. In exploring options, researchers identified gift cards as a viable alternative. Researchers ultimately learned that issuing gift cards through their institution was not possible. Researchers were concerned that the project would not have appropriate contributions from this community group without the ability to compensate partners.

What can project teams do to explore options for partner compensation?

• Policies and regulations about compensation for community partners receiving public assistance vary across states and institutions. Institutions should have clear policies in place based on their interpretation of the regulations. Financial staff at institutions should be able to identify and communicate about situations where compensation may affect the benefits community partners are receiving and provide an explanation of options and alternatives.
• Researchers can explore alternatives with institutional leaders and financial points of contact, with the goal of overcoming challenges that may affect fair and appropriate community representation.
• Community partners and researchers can discuss other ways to compensate partners for their time and expertise. For example, depending on regulations, partners may be offered gift cards; covered costs to attend a conference; or opportunities to advance their professional goals, such as access to university courses, trainings, or workshops. Often, flexibility is important as people have different needs and circumstances. No matter which compensation type is selected, community partners should have a clear understanding of how much they will be paid, how they will receive the payment and within what timeframe.