Guidelines for Use of Incentives in TILT Supported Projects

Incentives are used to encourage participation and increase response rates in surveys, focus groups, or other forms of feedback. They are typically either a small cash amount or gift card. No pressure or persuasion should be put on students to participate, and participants should not be influenced in any way. Incentives are not reimbursements (i.e., the cost of parking or travel) or a wage, salary, or top-up, and should be referred to as incentives not as honoraria or stipends.

Considerations

• Incentives must not create an undue influence over participants’ ability to freely decide to participate in the study. The incentive must be appropriate and not so large to provide an overly persuasive reason to participate. In other words, the incentive cannot be so significant as to pressure participation.

• Incentives can be used to encourage students to participate in surveys, focus groups, or interviews, but the incentives cannot affect student performance in the course, (e.g., impact grades). All participation that is not part of the regular course is to be done on a voluntary basis and there must be no consequences for or negative impact for those who choose not to participate. For example, bonus marks or points cannot be given to students for participating in the research unless those who choose not to participate also have an opportunity to receive the same point by other means.

• It is inappropriate to focus on incentives as a means to recruit participants; incentives should not be so large that they undermine the voluntariness of the study and cannot be used as the main reason for students to participate. Instead instructors are encouraged to promote the study in class or in class materials, e.g., syllabus, Canvas to help students understand the study’s purpose.  

• How will the incentive be delivered? The incentive should be received by the participant as soon as their participation is completed. In the case of online surveys, participants can arrange to be paid by bank transfer or electronic gift card. In the case of a free draw, participants should be informed of the draw date and how the incentive will be delivered.

• Incentives should be appropriate in type and amount.
  • Be aware of undue pressure to participate.
  • Must reflect the risks of participation and should not place undue pressure on students to participate.
  • Students participating in the same study undergoing the same participation should receive the same incentive.

• Students should know that they can refuse to answer questions or withdraw from participating at any time without losing their incentive. In some cases, it may be appropriate to pro-rate the incentive for students who withdraw before completion of the study.

• Consent. We have a generic form on our website [link] that should be used to request student consent for participation. This should be used, for example, for interviews and focus groups. Students who complete surveys or questionnaires must consent to the survey prior to seeing the first question, e.g., on the first page of a paper survey following the details about informed consent, or built-in to at the start of the online survey.

• Participants must be informed of the specifics of the incentive prior to participating in the study: What the incentive is, the amount, when the participant can expect to receive their incentive, and if it is a free draw, when the draw will take place and the chance of winning.

• If participation is anonymous, the anonymity of participants must be protected. If data collection does not include any identifying information, no additional steps are necessary. If data include identifying information, it should be anonymized, except in circumstances in which participants understand prior to participating n the study that their data will not be anonymous.

Incentive Eligibility

• SFU employees are not eligible for participation incentives.

Types of Incentives

• Gift cards, cash or e-transfers for completion of a survey, participation in a focus group or interview must not exceed $25 per person per participation.
• There must be no cost to participate, i.e., no entry fee.
• Cash incentives vs. gift cards. Cash incentives should be used as TILT cannot reimburse unclaimed gift cards. If conducting a free draw, gift cards can be used as there is a determinate recipient of the draw.

Free Draws

• Maximum amount is $100 per draw.
• Use the phrase “Free Draw” instead of lottery or lucky draw.
• Offers a chance to win a larger prize instead of everyone participating receiving a smaller prize.
• Is less expensive and less work to distribute.
• If personal information is collected in order to award the prize draw, it must be destroyed once the prize(s) has been distributed. Draws used in anonymous surveys and questionnaires should be separated from the participant data, i.e., tear off section of paper survey that is submitted and stored separate from survey, or second online survey that includes name and contact information is completed once online survey is submitted.

Research with Indigenous Participants
If your research specifically seeks Indigenous participants you will need to complete a full ORE application and adhere to all requirements in Chapter 9 of the TCPS2.

Receipt of Incentive

• All researchers must provide documentation showing that their incentive was received by the participant(s).

Process:

1. Determine the type of incentive you will use.
2. Contact the TILT to coordinate the best way for you to get your incentive. Keep in mind that you can only receive a cash advance for a minimum of $250.
3. Proof of receipt – you must show that the incentive has been received. The best way to do this is to have the student(s) sign a form saying the incentive was received.

The researcher should include the following text in the survey instrument if the researcher does not have a sample file:

By submitting your survey responses, you will receive [INCENTIVE]. Participation in this survey is confidential and voluntary. You may decline to respond to any question by leaving it blank with no loss of your incentive. Name: Email: Please note that your name and email will remain confidential and will not be linked with any of your survey answers. The contact information collected for the prize will be stored separately from your survey responses and will be destroyed once the incentive has been administered. The amount received is considered taxable income. You may be asked to sign a release of Acknowledgement of Receipt

Incentive Recommendations
Participants cannot be entered to win more than once if doing more than one draw. Please refer to your project budget for overall incentive allocation.

Surveys
< 1 hour : $15 per participant
> 1 hour: $25 per participant

Focus Groups
< 1 hour : $15 per participant
> 1 hour: $25 per participant

Interviews
< 1 hour : $15 per participant
> 1 hour: $25 per participant

Free Draws
Total amount is $100
1 free draw: up to $100, 2 free draws of $50 each, 4 free draws of $25, or a combination that totals $100

References
Government of Canada. (2022). Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS2 2022). https://ethics.gc.ca/eng/policy-politique_tcps2-eptc2_2022.html

Simon Fraser University Financial Operations. (2024). Business and Travel Expense Procedures.