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Position Summary

The VR Lab Facilitator provides the technical and logistical support that keeps our weekly virtual reality immersion sessions and oral video reflections running smoothly. This is a quietly demanding role. The facilitator sets up the equipment, welcomes each participant, starts and stops recordings, and then steps outside the room so participants can engage privately with the VR experience and speak freely during their reflections.

The role is deliberately narrow and consistent. Participants come to trust the study because the facilitator holds the same boundaries the same way every time. Holding that quiet, non-reactive presence is the heart of the job, and it matters more than it might first appear.

Key Responsibilities

Session Setup and Equipment

  • Complete the setup checklist 15 minutes before each scheduled arrival.
  • Confirm both Meta Quest headsets are charged to at least 80 percent and the lab iPad is charged and ready.
  • Clean headset lenses and face foam with approved supplies
  • Prepare the lab space with at least three feet of clearance, a chair available, and the printed reflection prompts within reach but face down.
  • Open the TRIPP app, sign in to the participant's pseudonym-tagged study account, and set the assigned mode for the first session.
  • Connect the headset to the iPad casting feature and ready both the screen recording and the video recording apps.

Running Sessions

  • Welcome each participant by pseudonym, confirm they are ready, and remind them they can pause or stop at any time by signaling through the window.
  • Help fit the headset, confirm the image and audio are comfortable, and start the screen recording once the participant is ready.
  • Step outside, close the door, and observe through the window for safety only during the 15 to 25 minute immersion.
  • Re-enter when the session ends, help remove the headset, stop and save the recording, and offer a quiet moment, water, or whatever the participant needs to transition.

Oral Reflections

  • Hand the participant the printed reflection prompts, position the iPad to capture their face, and start the video recording.
  • Step back outside and watch only for the participant's signal that they are finished or for any sign of distress.
  • Re-enter when signaled, stop the recording, confirm the next session date and time, and save the file using the required naming format.

Wrap-up and Care of the Space

  • Clean the headset, face foam, controllers, and iPad between participants.
  • Confirm both the screen capture and the oral reflection files saved correctly to the secure Augusta University Human Research Box folder.
  • Sign out of each participant's TRIPP account and reset the lab for the next session.
  • Administer the standard CTL VR equipment use waiver before any first-session headset use, and file it per standard lab procedure.

Role Boundaries

This role is defined as much by what it does not include as by what it does. The facilitator does not:

  • Stay in the room during the immersion or the reflection.
  • Listen in on participant interactions or reflections, read prompts aloud, or ask follow-up questions.
  • Comment on, react to, interpret, or explain anything a participant shares.
  • Screen, consent, interview, or recruit participants, or answer questions about the study itself. Those tasks belong to the Principal Investigator.
  • Open, review, or share study data files with anyone other than the Principal Investigator.

When a participant asks a question that goes beyond the role, the facilitator simply hands it off: “That’s a good question for the Primary Investigator. I will let her know you want to talk about it.”

Qualifications and Skills

  • Comfort setting up and troubleshooting VR equipment (Meta Quest), tablets, and screen and video recording tools.
  • Calm, steady presence and the ability to stay non-reactive, even when a participant is emotional.
  • Strong attention to detail and the discipline to follow a repeatable checklist exactly, every time.
  • A firm respect for confidentiality and the patience to hold boundaries consistently across all participants and sessions.
  • Reliability, punctuality, and the judgment to know when to step in for safety and when to stay out of the way.

Confidentiality Expectations

  • Discuss participant sessions, reflections, or behavior only with the Principal Investigator.
  • Use pseudonyms only in all notes, scheduling, and communication, never real names.
  • Never photograph or screenshot any part of a session or reflection.
  • Share session files only through the secure Augusta University Human Research Box folder.
  • If you recognize a participant from another setting, do not show it during the session, and tell the Principal Investigator quietly afterward.

Why This Role Matters

The integrity of this study rests on the facilitator's consistency, care, boundaries, and willingness to stay outside the hearing space so participants can speak freely. The work asks for quiet steadiness rather than visible effort, and that steadiness is exactly what makes the study trustworthy.