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Survey Research Shared Resource An Introduction to the SRSR and Computer Assisted Interviewing Resources

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Survey Research Shared Resource Mission: Provide data collection services on a fee-for- service basis to Vanderbilt investigators Support:Vanderbilt-Ingram Cancer Center Vanderbilt Epidemiology Center User chargeback fees History:Launched Fall 2008

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Survey Research Shared Resource Examples of services: Recruitment of participants and informed consent Web-based survey administration Computer-assisted telephone interviewing Quality assurance activities: call monitoring in real time Self-administered questionnaire mailings and quality reviews Tracing for participants lost-to-follow up Management and production of mailing and study material distribution

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Survey Research Shared Resource Operations: Housed in 2525 West End Avenue Interview staff available 7 days a week 20 working CATI stations

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Survey Research Shared Resource Staff: Leadership Martha Shrubsole, PhD, Director John White, Program Manager Supervision Previous Call Center Experience Previous Training, Customer Service, and Leadership Experience Interview Team with experience gained from more than 12 multi-year projects Field Support Dedicated Programmer Research Analysts Administrative Support

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Survey Research Shared Resource Projects supported: Tennessee Colorectal Polyp Study Tennessee Indiana Adenoma Recurrence Study Asthma Bronchiolitis Cohort Southern Community Cohort Study & Cancer Navigation Study The Vanderbilt Poll Southern Community Breast Cancer Survivor Study Better Birth Outcomes Personal Prevention of Colorectal Cancer Trial SIT Prevalence of Hypertension Among Male Collegiate Athletes Fatty Acid Desaturase Activity, Fish Oil, and Colorectal Cancer Prevention Study (Fall 2012) Southern Community Cohort Study Follow-Up II (Fall 2012)

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Features of Projects Friends and Family Calling 750 surveys in 7 days 11 surveys for each of 95 participants Developmental scales Quality of Life Clinical Trial safety and compliance calls 24 hour physical activity recalls 24 hour dietary recalls 15 minute surveys 60 minutes surveys Clinical Trial Recruitment Survey Research Shared Resource

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VOXCO Command Center TM Centralized control system for multi and mixed- mode surveying and data collection Modes: CATI, CAPI, CAWI (CASI, ACASI) Web-based interfaces Telephony integration: Dialing (we do not use predictive dialing) Audio and visual monitoring Authenticated access

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VOXCO Command Center TM Data and questionnaires stored on a SQL server Microsoft SQL Server Enterprise Edition Located in VUMC data center 100% sync with back-up servers at offsite location Supported by VUMC Informatics 99.999% Uptime 116 databases; 114 for projects Web servers Virtual servers in VUMC data center Supported by EAI Windows

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Programming Capabilities Can field survey in multiple languages Data stored in same database Simple skip patterns and logic checks e.g. if yes then go to question 7 e.g. range check for a question Complex conditional logic and skip patterns e.g. based on pre-loaded data or across questions Can embed audio or image files Can integrate with touch screens

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Spanish Language Survey Example

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Accessing the Virtual Call Center Interviewers access the Virtual Call Center via the web-based server DashboardPhonelink Allows for audio monitoring

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Managing Calls Call Back Rules Organize and prioritize the delivery of cases Allow supervisors to override the rules and re-assign cases in real-time Based on contact outcomes (can be used for in-person encounters) Maintain windows of availability across time zones

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Placing Calls/Conducting Interviews

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Each survey includes A scripted introduction to cover the important features of informed consent An opportunity to confirm and correct contact information

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Scheduling an Appointment Can schedule callbacks Appointment will appear in queue for day and time

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Question Format Questions All information in bold is read verbatim to the participant When response options are not bolded, options are not read to the participant Dont Know and Refused options are not offered, but selected by the interviewer as appropriate

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Screens and Screen Appearance

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Preventing Errors Errors are prevented by specifying formats, ranges, and other configurations in the programming of the survey When information is missing, incorrectly entered, or invalid, an error message is displayed for the interviewer (missing fields can be overridden as needed) All following questions cannot be accessed until the error is corrected

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Preventing Errors

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An Interrupted Interview An interview may need to be interrupted before it is completed Clicking the Quit button routes the interviewer to a screen to select the reason An appointment can be scheduled by selecting Call back to be scheduled

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Making Comments Comments regarding responses or unique situations can be recorded through the use of the General Memo button Selecting the button provides a text box The General Memo can be accessed multiple times throughout the interview and all comments will be stored Comments are available for view in the data record for reference at analysis

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Open End Questions Participant responses are entered into the field verbatim Coding of open end questions is completed after the survey is completed by someone other than the interviewer

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Reviewing and Editing Open-ended Questions Interviewers can review and edit open-ended questions when the survey is complete by selecting Review Open End Edits are made and saved to store in the data record

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Coding Open-Ended Questions Coding of open-ended questions occurs by using the open-end coding utility Coding is completed by the investigator or a designated and trained SRSR staff member Interviewers do not code the information from interviews they have completed

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How to get started Step 1:Inquiry 1. Contact the SRSR 2. Complete SRSR Inquiry Form 3. Meet With SRSR 4. Project Estimate Developed

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How to get started Step 2: Funding Awarded 1. Service Agreement 2. Detailed Project Milestones and Scope of Work 3. Organization of Workflow

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How to get started Step 3: Development 1. Develop or Refine Instrument 2. Program Instrument 3. Develop and Finalize Protocols 4. Develop Communication Plan 5. Develop Data Transfer/Reporting Plan 6. Complete Risk Analysis 7. Test, Test, Test, Test Instrument and Protocols 8. Train SRSR Personnel

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How to get started Step 4: Implementation 1. Field Instrument 2. Refine and Revise Protocols 3. Reporting 4. Data Delivery

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How to get started Step 5: Project Completion 1. Final Data set 2. Final Data Dictionary 3. Project Completion Meeting

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For Further Information Contact: John White, Program Manager john.e.white@vanderbilt.edu 615-936-2662 srsr@vanderbilt.edu Sara Hollis, Program Manager662 www.mc.vanderbilt.edu/epidemiology Core facilities