PLS 595 JOURNAL ENTRY 15

Survey Training and Protocols

I met with Kevin and April today. I gave them a student copy of SPSS 14 and helped them to load it onto Kevin’s desktop computer. Then I sat down and trained them about how best to enter data into their new datasets. They both seemed very engaged and asked lots of good questions. I did not get to know April at all until recently. She has a keen eye and an outstanding memory for details. She will make an outstanding project manager.

I offered my suggestions to help make data entry a little easier. I opted to not build a separate Access database. That would lead to a lot of duplicated effort when it came to data entry and more opportunities for entry errors. It just did not seem worth the extra ease of data entry that it would create. Ultimately, an electronic form would be the easiest means of data entry and probably more accurate, too. That would not work with the student version of SPSS. I think only the full version would work with the SPSS form generator. It is out there, though.

I made a number of recommendations and went over the data collection protocols with them, as I had discussed them with Aly and Allison. In order to ensure that I have covered this thoroughly and we are all on the same page, I am supplying some explicit protocols to guide the survey:

1. Only ONE surveyor should talk with each subject.
2. This surveyor should ideally have NO core service delivery contact with the subject.
3. NO identifying numbers or names should be put onto the forms.
4. NO parent, guardian or family member should be in the room during the child’s survey. They can be filling out their survey at the same time.
5. For the child survey, the surveyor fills out the form based on the child’s responses.
6. For the family and team surveys, each subject fills out his or her form and hands it back to the surveyor when complete. The surveyor ensures all question are answered.
7. The surveyor should fill out a cover sheet with accurate information taken from the case file. Then, the surveyor should attach one copy of the filled out cover sheet to both client surveys. Then the surveys are inserted into the box.
8. After that, NO one except the person assigned to data entry should handle or look at the surveys until time for entry. To do so could harm objectivity and cast doubt on the results.
9. At data entry time, each case gets assigned a unique id number starting with 1 in the dataset. Each combination of child and parent/caretaker or other family member constitutes a case. Write the case number at the top of the form.
10. After data entry the forms should be kept together in numerical order for data checking later.
11. The forms should be sealed into manila envelopes and dated at the end of each week. The envelopes should be kept together in a safe, locked place.
12. Later on, a separate person from the data enterer will check the data entry during the data “cleaning” process. This will probably be an MPA student or other volunteer.
13. The forms are to be shredded after data cleaning.
14. There will be no attempt at connection between the results of the first two client surveys and the three month client survey. Anonymity must be maintained.
15. Any deviations from these instructions should be addressed with me or another MPA student ahead of time.