Survey Research Shared Resource

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

2. 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

3. 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

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

5. 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

6. 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)

7. Survey Research Shared Resource 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

8. Survey Research Shared Resource

9. VOXCO Command CenterTM • 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

10. VOXCO Command CenterTM • 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

11. 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

12. Spanish Language Survey Example

13. Accessing the Virtual Call Center Allows for audio monitoring • Interviewers access the Virtual Call Center via the web-based server Dashboard Phonelink

14. 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

15. Placing Calls/Conducting Interviews

16. Placing Calls/Conducting Interviews

17. Placing Calls/Conducting Interviews

18. Placing Calls/Conducting Interviews • Each survey includes • A scripted introduction to cover the important features of informed consent • An opportunity to confirm and correct contact information

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

20. 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 • Don’t Know and Refused options are not offered, but selected by the interviewer as appropriate

21. Screens and Screen Appearance

22. 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

23. Preventing Errors

24. Preventing Errors

25. 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

26. 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

27. Open End Questions • 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

28. 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

29. 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

30. How to get started Step 1:Inquiry • Contact the SRSR • Complete SRSR Inquiry Form • Meet With SRSR • Project Estimate Developed

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

32. How to get started Step 3: Development • Develop or Refine Instrument • Program Instrument • Develop and Finalize Protocols • Develop Communication Plan • Develop Data Transfer/Reporting Plan • Complete Risk Analysis • Test, Test, Test, Test Instrument and Protocols • Train SRSR Personnel

33. How to get started Step 4: Implementation • Field Instrument • Refine and Revise Protocols • Reporting • Data Delivery

34. How to get started Step 5: Project Completion • Final Data set • Final Data Dictionary • Project Completion Meeting

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