Co-Creating Our City

Legal and ethical considerations ​

When working with young people and adult decision-makers in a 'Co-Creating Our City' project, it is crucial to consider legal and ethical aspects to ensure safety, respect, and compliance with relevant laws.

Co-researchers and research participants need to provide voluntary and informed consent to participating in the project and the research it involves. Consent forms for both co-researchers and research participants should be age appropriate and clearly explain the purpose of the project, what participation involves, risks/benefits, and participants' right to withdraw their consent and how and when they can do so.

For co-researchers and research participants who are minors (under 16 or under 18 depending on the laws in your country or local area), informed consent must be obtained from a parent or legal guardian, and from the young person themself. Co-researchers and participants who are legally considered adults can provide informed consent directly.

Check your country and locality's guidance (for example, in the US, your state) on research integrity and informed consent:

You can use the example consent form to adapt to your country's requirements.

Permission to use photos, video, or audio ​

You may want to take pictures or make audio or video recordings of workshops and events to help with the dissemination of your project findings and as a reminder of what was discussed. Written permission must be obtained before capturing or sharing identifiable images, video, or audio of co-researchers and participants. For minors, this includes permission from both the young person and their parent/guardian.

Consent forms should specify:

  • That the participant (and their parent/guardian) explicitly agree to have their image and/or voice captured.
  • Where and how the material will be used (e.g., social media, reports, public events),
  • The right to withdraw permission later, and how and when this can be done,
  • Whether a young person's full name will be used on marketing materials.

Data protection ​

Participating in the project as co-researchers likely involves the sharing of personal data, including names, contact details, dietary or other sensitive information. This data must be securely stored and processed in line with your country's data protection laws (e.g., GDPR in the EU). Participants must be informed about:

  • What data is collected
  • How it will be used
  • Who will have access
  • How long it will be stored and when it will be deleted

Research participants (e.g., interviewees, survey participants) also provide personal data, for example through their responses. This data must also be handled securely and in line with local data protection laws. In addition, anonymization or pseudonymization should be used where possible to protect people's identities.

Child and youth protection ​

Depending on the laws in your country and who you recruit as co-researchers and research participants, you may be required to comply with child safeguarding policies and youth protection laws. In many countries participants who are under 16 or under 18 are legal minors and this requirement would apply to you and your project team.

Safeguarding policies often require:

  • Staff, researchers, and facilitators working with youth undergo background checks prior to any interaction with underage participants
  • Staff be hired who have appropriate professional qualifications or experience and are trained in safeguarding and ethical youth engagement
  • Ensuring safe environments (physical and online)
  • Avoiding situations where adults are alone with young participants
  • Having clear reporting procedures for suspected abuse
  • Having a clear code of conduct and supervision structure for staff
  • Preparing and reviewing a risk assessment before the project starts

Use this checklist to ensure your 'Co-Creating Our City' project meets legal and ethical requirements:

  • [ ] The laws and research ethics guidelines for my country/local area checked
  • [ ] Informed consent obtained from all participants
  • [ ] For young people who are minors: Parental/guardian and youth consent obtained
  • [ ] Consent forms are age-appropriate and easy to understand
  • [ ] Participants informed of their right to withdraw at any time

Data protection & privacy ​

  • [ ] Personal data collected and stored in compliance with data protection laws (e.g., GDPR)
  • [ ] Participants informed about what data is collected, why it is collected, who has access, and how long it will be stored
  • [ ] Data anonymized or pseudonymized where appropriate
  • [ ] Secure storage and limited access to sensitive information ensured
  • [ ] A plan for when and how data will be deleted put in place

Photos, video & audio recordings ​

  • [ ] Written permission obtained for taking and using images/audio/video
  • [ ] For young people who are minors: Parental/guardian and youth consent obtained
  • [ ] Participants informed where and how recordings may be used (e.g., reports, social media)
  • [ ] Right to revoke media consent clearly explained

Child and youth protection ​

  • [ ] Project team checked and informed about national child protection and safeguarding laws
  • [ ] Adults who work with minors have been vetted and authorized
  • [ ] Staff have had professional qualifications checked and have been trained
  • [ ] Safeguarding policy in place and communicated to all staff
  • [ ] Clear procedures for reporting concerns or incidents
  • [ ] Risk assessments completed for all activities

Additional ethical considerations ​

  • [ ] Activities designed to minimize power imbalances
  • [ ] Safe and inclusive space for youth participation created
  • [ ] Diverse voices and experiences represented
  • [ ] Transparent communication about project goals and use of results aimed for