Once we have selected our methodology, we are at the stage in designing the needs assessment where we need to determine our data sources and develop our protocols.
Sources of Data: The Who, When, Where, and How
Before you begin your data collections, there are some details to work out:
1) How will respondents for the activities be recruited? Community input is often helpful in identifying respondents. It is also helpful to provide tangible benefits for participation, such as vouchers or gift certificates. For community meetings and focus groups, participants may need transportation, childcare, and refreshments.
2) Who will administer the interview?
3) In what setting will the interview be administered?
4) Who will facilitate the focus group or community forums?
5) Who will hand out surveys? It is vital that administrators are comfortable working with the focus population and discussing the issues to be addressed. It is important that the people you choose have experience or are properly trained. If more than one person will conduct the research, it is important to train them to conduct it in the same way each time in order to insure comparability.
6) Who will record the data gathered? In some cases, responses can be hand-recorded. In other cases, audio taping the interview or discussion is helpful. Be sure to get permission from respondents if taping the session.
7) In what format will the data be presented, and who will decide how the data will be shared?
Click here to view the sources of data for Our Town's CSA.
Data Collection Protocols
There needs to be a written data collection protocol or “how-to” for each method of data collection selected. This is to ensure that questions are asked the same way for each interview or during each focus group. It is important to train all interviewers and facilitators on the methods. Discuss the importance of neutrality in look, manner, and body language when recording responses. If a survey is chosen then a questionnaire needs to be developed. Once the questionnaires and protocols are created the tools needs to be piloted with community members to ensure that it is easily understandable and appropriate to the cultural, educational, and linguistic needs of the focus populations and any particular sub-groups that are within your focus population. For example, tools created for Native youth will need to be developed with and piloted with youth.
Click here to see the data collection protocols developed by Our Town.
DOCUMENTS TO BE CREATED
(for examples/templates of each document click on the links below)
Focus group protocols for each different group (e.g. healthcare providers, Native youth)
Interview protocols
Consumer/client interview guide
Survey questionnaire
Background question for focus group participants also called a screener form (to collect demographic info)
Consent form
Exercise: Developing Data Collection Instruments
- What broad questions do you want your target group to answer?
- What specific questions will help you answer these broad questions?
- How will you organize these questions into a cohesive, easy to follow guide or survey?
- Who and how will you pilot or test your instrument?
NOTE: Be sure to check with your tribal council and/or tribal health board if your data collection protocols need to be reviewed and approved by your tribal council and/or tribal health boards. An Indian Health Services Institutional Review Board (IRB) approval may also be needed. Click here for more information on Indian Health Service's Institutional Review Board (IRB). However it is important to note the difference between public health practice and standard research. For more details and in-depth definitions visit:
http://www.cdc.gov/od/science/regs/hrpp/researchDefinition.htm.
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