WAVE Study Dashboard

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IRB: STUDY00007049 · Active

Single-arm exploratory pilot · 6-week protocol · iOS (TestFlight)

Enrolled

Active

Completed

Dropped

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Enrollment Progress

Phase 1 (n=20)20%

Retention goal (10 retained)0/10

HTRI funds remaining (tap to edit)$5,740

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Open Flags (click text to edit)

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Study Timeline (tap to edit)

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Legend

🟢 ≥3 days/wk🟡 <3 days/wk🔴 No use⬜ Pending✅ Done❌ Dropped

Retained = used WAVE at least once per week, no two consecutive red weeks.

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Participant Tracker

WAVE ID	Pre	W1	W2	W3	W4	Post	Status

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Gift Cards

(tap cell to cycle)

WAVE ID	W1 ($10)	W2 ($15)	W4 ($25)	Post ($40)

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Recruitment Sites (click cells to edit)

Site	Owner	Last Contact	Status	Notes

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Screening Workflow

Jay checks REDCap for new screener submissions
Complete auto-screener (confirm uploaded screenshot)
Call or email invitation to schedule intake
YJ sends Teams calendar invite via Outlook template
Intake (~60 min): consent, C-SSRS, DERS-SF, app onboarding
Amos monitors weekly app usage; records in Participants tab
Adriana sends gift cards after qualifying weeks via Giftogram

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Core Team

YJ (Yoon Jae Cho)

Co-Investigator / PI

Wed-Thu 6-8pm, Sun 7-8pm

Young Shin Kim

Mentor / Supervising PI

Adriana Desalos

Research Coordinator

Mon/Wed 5-6pm

Amos

App usage monitoring

Mon/Sat 7-8pm

Jay

Screening lead

Sun 7-8pm

Andrew Tang

Coordination, consent

Mon/Thu 6pm

Josh

Interview support

Mon 6pm, Wed 4-5pm

Nermin

Interview support

Mon/Thu 4-7pm

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Availability Grid (click cells to edit)

Time	Sun	Mon	Tue	Wed	Thu	Fri	Sat

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Key Contacts

Name	Role	Email
Michael Johnson (HTRI)	Grant owner POC	johnson.michael@utexas.edu
Leta Moser (HTRI)	Grant lead	leta.moser@utexas.edu
Miguel Scott (ISO)	Security eval	miguel.scott@utexas.edu
Tommy Castilleja (IT)	IT tickets	tommy.castilleja@utexas.edu
Eleanor Price	Finance admin	via HTRI / Psychiatry
Elise Covas (Austin DBT)	Recruitment site	elise.covas@uhsinc.com
Team phone (iPlum)	Participant line	512-523-5284
Team email	Shared inbox	wave-project@austin.utexas.edu

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Active Tasks

✔

Completed (pre-trial)

ISO exceptionIRB modificationLegal approvalIT intakeHTRI check-inTeam emailDeveloper accountREDCapConsent formsAndrew Tang addedAscension IRBClinicalTrials.gov

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AFSP Pilot Innovation Grant

Deadline: Nov 15, 2026Budget: ≤$50K / 2yr2026 Call: Not posted yet

Grant preparation progress~55%

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Specific Aims (click cells to edit)

Aim	Focus	Status

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Literature Review (click cells to edit)

Paper	Key data	Status

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Grant Milestones (click to edit)

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Meeting Notes

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Standing Agenda

Participant recruitment update
Participant progress review (weekly usage, flags)
Task assignments & deadlines
IRB / regulatory updates
Grant planning (AFSP timeline, lit review)
App / technical issues
Budget review

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Quick Reference

Task	Owner
Screen participants, send initial invite	Jay
Send invites to interviewers & participants	YJ
General communication with participants	Adriana, Andrew
Purchase gift cards	Adriana
Monitor weekly app usage & send gift cards	Amos

Contact & Communication Setup ▼

Team number: 512-523-5284 (iPlum). Students register via invite from YJ.

Incoming calls (9am-9pm):

Press 9 → Adriana → Andrew → voicemail
Non-business hours → voicemail
Save 512-523-5284 so you answer it

Texts/voicemails:

Participants can text us, we cannot text back
All copied to wave-project@austin.utexas.edu
Respond within 24h

Adding shared inbox (Outlook):

Settings → Accounts → [+] → Open Shared Mailbox
Search "WAVE Team" or wave-project@austin.utexas.edu

Email templates:

Download from Teams: MAIN > QUICK ACCESS > Email template files
In Outlook: Mail from Template → select template

Screening Participants (JAY) ▼

Owner: Jay

REDCap → new records where Participant Screener is green AND Auto Screener is empty
Complete auto-screener by confirming uploaded screenshot
Call or email invitation to schedule

Sending Invites for Intakes / Follow-ups (YJ) ▼

Owner: YJ
Step 1 - Find interviewer:

Participants book via Google Calendar. Login: wave.utaustin / wavepilot2025
Check WAVE team doc for assigned interviewer & supervisor

Step 2 - Send invite (Outlook, wave-project account):

New Event → "[Name] Intake" or "[Name] Follow-up" → invite interviewer + participant → Teams meeting → paste template → Send

Intake email template

Welcome! Thank you again for your interest in our study. Please meet us for an online Teams intake (~60 min) to sign consent, complete the pre-study interview, and get on board WAVE. Your interviewers will be: ***, *** If you wish to reschedule, please contact 24 hours prior: Phone: *** Email: Respond to this invite Take care, *** WAVE Study Team

Post-study follow-up template

Hello! Thank you so much for your participation. Please meet us for an online Teams post-study meeting (~60 min) to complete the post-study interview. You will receive $30 for this meeting. Your interviewers will be: ***, *** If you wish to reschedule, please contact 24 hours prior: Phone: *** Email: Respond to this invite Take care, *** WAVE Study Team

Update Contacts (YJ) ▼

Owner: YJ

Add to iPlum group "WAVE participants" - fill all five fields
Save to Outlook contacts: double-click email → Add to Contacts → First/Last name, Nickname = WAVE ID, Phone from REDCap
For minors: also add caregiver contact info

General Communication (ADRIANA & ANDREW) ▼

Owner: Adriana, Andrew

Participant text → forwarded to wave-project@austin.utexas.edu → respond within 24h
Participant call (9am-9pm) → Adriana → Andrew → voicemail
Participant email → reply via wave-project@austin.utexas.edu

Monitor wave-project inbox regularly
Email-first; phone only when urgent

Purchasing Gift Cards (ADRIANA) ▼

Owner: Adriana

Account: adriana.desalos@gmail.com · Account number: 20-5601-1426

Fill Smartsheet form → order ($10x3 + $15x4) x20 = ~$1,600 total from mastercardgiftcard.com
They send procard info
Purchase cards, send to wave-project@austin.utexas.edu
Move emails to Outlook Inbox → GIFT CARDS folder
Email confirmation to Eleanor Price (cc YJ)

Monitoring App Usage & Sending Gift Cards (AMOS) ▼

Owner: Amos

Check app backend for weekly usage (method TBA)
Update Participants tab in this dashboard
Forward gift cards from GIFT CARDS folder via wave-project@austin.utexas.edu

Gift card schedule:

Week 1$10

Week 2$15

Week 4$25 ($10+$15)

Post-study meeting$40 ($10+$15x2)

Gift card email template

Thank you for completing [Week 1/2/all weeks/last meeting] of our study! Your $*** reward will be sent shortly. Take care, *** WAVE Study Team

Finances & Budget ▼

HTRI Pilot Award · Account: 20-5601-1426

To purchase:

Psychiatry Dept dashboard → get quote → submit purchase order

Participant incentives:

Cerebrum page → Participant Incentives → Tango account → quote → PO
Order gift cards in batches as enrollment grows

WAVE

Add Participant

Add Task

Add Flag