Participant Information Sheet

Research Project: Museums in the Metaverse (MiM): User Testing and Evaluation

University of Glasgow Research Team: Co-Investigators: Prof Maria Economou (maria.economou@glasgow.ac.uk), Prof Pauline Mackay (pauline.mackay@glasgow.ac.uk) and Research Associate, Dr Lynn Verschuren

Project Address: Room 556, Mazumar-Shaw Advanced Research Centre (ARC), University of Glasgow 11 Chapel Lane, Glasgow G11 6EW

You are being invited to take part in a research study. Before you decide to take part, it is important for you to understand why the research is being done and what it will involve. Please take time to read the following information carefully and discuss it with others if you wish. Ask us if there is anything that is not clear or if you would like more information. Take time to decide whether or not you wish to take part.

1. What is the purpose of this research study?

The ‘Museums in the Metaverse’ project aims to create access to cultural heritage artefacts like those found in museums and galleries by using cutting-edge Virtual Reality (VR) technology. For more information, see: https://www.gla.ac.uk/research/az/museumsmetaverse/

A big part of that research consists of getting users like you to test our VR experiences to help us inform the design and development of any future iterations and explore the potential of VR for engaging with cultural heritage in new ways. You can find more about what is expected from you below.

2. Why have I been chosen?

You have been chosen because you belong to one or more of the categories below:

· You are a visitor to a venue collaborating with the research project;

· You have answered a call for participants circulated online and/or by word of mouth;

· You have a personal and/or professional interest in an area relevant to the research topic(s);

· You have participated in the ‘Museums in the Metaverse’ project previously and indicated your interest for further contribution;

· You form part of an advisory panel organised by a cultural organisation collaborating with the research project.

3. Do I have to take part?

No. Participation in this research is entirely voluntary and it is up to you to decide whether or not to take part. If you decide to take part, you may withdraw at any point before starting and during the evaluation activity without giving a reason. You may also decline to answer specific questions without giving a reason. You may withdraw any data without consequence by contacting the researchers within 1 month of supplying it before it is anonymised/aggregated.

4. What will happen to me if I take part?

If you decide to take part, you will be given this Information Sheet to keep for your records and will be asked to sign a Participant Agreement Form. You will then be asked to take part in one or more of the following research activities, that you can pause or stop at any time and for which no financial compensation will be offered. These will usually involve two steps:

Step 1 – Experiencing the MiM VR applications

You will be invited to try out the MiM platform and experiences we are designing. No previous experience of VR is necessary. After we explain how this part will work, we will assist you with the use of the VR equipment and you will be able to take breaks or stop at any time. During this part, we will use the following methods:

· User Observation and/or ‘Think Aloud’ protocols during which we will invite you explore freely and/or complete simple tasks in VR. We might ask you to talk us through your selections and thoughts about the VR experience as you go through it. During these sessions, we would like to capture your interactions in the VR space experiences (e.g., the path(s) you took; choices you made; time you spent in the experiences), either by hand or sometimes using computer logging and/or using photographs and/or video recording, for which we will always ask your permission through the signing of a Participant Agreement Form.

Step 2 – Discussing the MiM VR applications

After completing your exploration of the VR applications, you will be asked to discuss these and offer your views. We will do this using any or a combination of the following:

· An interview and/or focus group about your experiences while in VR and ideas that you might have about its use and potential. You might be invited to do this as an interview with a member of the research team or as part of a small group where you can share your views with other. This might be part of a workshop that we will invite you to take part in.

· You may also be asked to complete a questionnaire about your experience of and views on VR (sometimes instead of an interview and/or focus groups, or as a follow-up).

During these sessions, we would like to record data on paper (by hand), by digital data entry, by audio, video recording, and/or by photography, for which we will seek your permission and preferences before data collection begins through the signing of a Participant Agreement Form.

Online evaluation sessions

Both Step 1 and 2 research activities will be carried out primarily in-person, but at a later stage of MiM’s development, if versions of the MiM experiences become available for use on desktops and mobile devices, we may also conducted these online (e.g., via Zoom, unless another online platform is requested by you) with you accessing this material from your own device. In this case, we will send you instructions for accessing the MiM platform and experiences, together with this Information Sheet and the Participant Agreement Form and you will be guided through the online session by the research team.

5. Will my information be kept confidential?

Yes. All information that is collected will be kept strictly confidential. All data will be anonymised. Your permission will be sought (via the Participant Agreement Form) for capturing and using photographs or videos of you in the project’s materials and outputs (e.g. reports, publications, etc). Your name will at no point be included in this project or its outputs.

In case you are asked to participate in a research activity online, please be aware that most video and web conferencing tools collect personal data from their users in order to optimise their service provision (e.g. Zoom collects technical information about user devices, network and internet connection; approximate location; online meeting settings and preferences; metadata - for further information, please visit https://zoom.us/privacy).

6. How will my data be stored?

Data will be securely stored on the password-protected University of Glasgow cloud storage solution OneDrive for Business which has been approved for storing all types of university data (see https://www.gla.ac.uk/myglasgow/it/office365/onedriveforbusiness/). Raw data will be accessed by the research team only and will not be shared with third parties. Physical data, such as audio recordings or printed surveys, will be stored in locked drawer/cupboard in locked rooms at the University of Glasgow, until digitised, at which point the originals will be destroyed. Research participants will not be identified other than by an ID number or pseudonym on digital transcripts, digitised research notes and in publications. Photographs and/or videos of you will be captured and used in project outputs only with your consent (via the Participant Agreement Form). Any contact information gathered from you will solely be for communication about this research project and securely stored separately from the raw data, then destroyed once the project is completed.

Data that underpins the project, will be retained in the University’s data repository for a period of ten years following the completion of the project (March 2025) for archival purposes (longer if the material is consulted during that time) in adherence to the University of Glasgow’s record retention schedule. This data can be used by the research team in future publications and outputs. Participant Agreement Forms will also be retained for the purposes of record.

The University of Glasgow is committed to ensuring that data derived from publicly funded research is made available to other organisations and individuals. Your data will be made publicly available on trusted research data repositories only if you give your consent (via the Participant Agreement Form).

7. What will happen to the project data and the results of this research?

Processed data may be included in the project outputs, such as research reports and publications (online and in print), and in public domain outputs for the dissemination of the project results, such as conference presentations, project website, blogs and other forms of media and publicity. These publications will present anonymized data so that neither your name nor any identifying information will be included. Your permission will be sought (via the Participant Agreement Form) for using photographs or videos of you.

8. On what legal basis is my data being processed?

Under the UK General Data Protection Regulation (UK GDPR), the University of Glasgow has to identify a legal basis for processing personal data and, where appropriate, an additional condition for processing special category data. In line with the University of Glasgow’s Charter which states that we advance learning and knowledge by teaching and research, the University processes personal data for research purposes under Article 6 (1) (e) of the GDPR: Processing is necessary for the performance of a task carried out in the public interest. Special category data is processed under Article 9 (2) (j): Processing is necessary for archiving purposes in the public interest, or scientific and historical research purposes or statistical purposes. Research will only be undertaken where ethical approval has been obtained, where there is a clear public interest and where appropriate safeguards have been put in place to protect data. In line with ethical expectations and in order to comply with common law duty of confidentiality, we will seek your consent to participate where appropriate

9. Who is organising and funding the research?

This research is organised by the University of Glasgow and funded by the UK Government through UKRI & Innovate UK.

10. Who has reviewed the study?

Materials relating to the study have been reviewed and approved by members of the College of Arts & Humanities Research Ethics panel.

Application Reference Number: D1711364875707

Date of Approval Letter: 24/04/2024

11. How can I access information relating to me or complain if I suspect information has been misused/ used for purposes other than I agreed to?

You can contact the research team in the first instance if you have any concerns (museumsinthemetaverse@glasgow.ac.uk). If you are not comfortable doing this, or if you have tried but don’t get a response or if the person in question appears to have left the University, you can contact the College of Arts & Humanities Ethics Officer (email: arts-ethics@glasgow.ac.uk).

Where there appear to have been problems, you can – and indeed may be advised to – submit an ‘access request’ or an objection to the use of data. As part of the University’s obligations under UK General Data Protection Regulation (UK GDPR), participants retain the rights to access and objection with regard to the use of non-anonymised data for research purposes.

1. Access requests and objections can be submitted via the UofG online proforma accessible at: https://www.gla.ac.uk/myglasgow/dpfoioffice/gdpr/gdprrequests/#.

2. Access requests and objection are formal procedures not because we mean to intimidate participants into not raising issues, but rather because the University is legally required to respond and address concerns. The system provides a clear point of contact, appropriate support and a clear set of responsibilities.

3. Anyone who submits a request will need to provide proof of their identity. Again, this is not to deter inquiries, but rather reflects the University’s duty to guard against fraudulent approaches that might result in data breaches.

4. You also have the right to lodge a complaint against the University regarding data protection issues with the Information Commissioner’s Office (https://ico.org.uk/concerns/).

Museums in the Metaverse User Testing - Multiplayer