Data collection instrument

A. Checklist for self or external assessment

Points	Tick	Item
1.		Items on the instrument match the objectives of the study and the analysis plan: All items are relevant and no item is missing.
2.		Items do not suggest any specific answer through including information or other elements that could influence respondents.
3.		The instrument does not collect identifiers or surrogate identifiers (e.g., dates of birth). These are collected separately.
4.		For questionnaires, items are worded as full questions that can be asked directly to participants.
5.		The instrument includes a skip pattern that anticipates the need to jump specific items according to some answer.
6.		When multiple answers are possible, the instrument specifies whether one or multiple answers are acceptable.
7.		Questionnaires are ‘participant friendly’ (introduction, thank you statement, logic flow, clear wording, respect and tact).
8.		The instrument specifies how to collect information (e.g., structured observation, interview, record review)
9.		Items are well formulated (Clear, avoid negatives, specific, focused. Aim at collecting information about one topic and does not confuse different issues that should be the focus of two different questions)
10		The instrument is field worker friendly (Instruction for administration, guidance, auto-coding and numbering).

B. 10 common errors seen in data collection

1. Data collection instrument not matching the objective of the study and / or the analysis plan
Description of the error	Rationale to change
The data collection instrument is not developed on the basis of the objectives of the study. It does not follow the analysis plan. Some items may be missing and some may be unnecessary.	The data collection instrument is a logical deduction of the analysis plan, not the reverse. All the items on the instrument must be written in anticipation of the analysis.
Examples of the error	Correction needed
Missing items (for example: For a study on factors associated with receiving antenatal care among pregnant women, no items on the geographical and financial access to antenatal care)	Analyze the problem, conduct a pilot qualitative study and make sure you make a good inventory of the items that need to be covered as per the study objectives.
Presence of items that do not match the objectives of the study (for example: For a study on factors associated with receiving antenatal care among pregnant women, list of items about the kind of care that was given during antenatal care)	Stick to items that match the study objective (for example: Stick to items on the knowledge, attitude and practices that may increase or decrease the probability of receiving antenatal care)
Excessive length, unnecessary questions	Shorten, focus on the objectives of the study

2. Items influencing the participants
Description of the error	Rationale to change
The item is worded in a way that influences the participant to provide a specific answer.	For objective data collection, no items should suggest any answer.
Examples of the error	Correction needed
Do you know that the routine antenatal check up includes three visit?	Split in two questions: “What should a woman do for her health when she expect a baby? (Do not suggest answers but have an option ready for “antenatal visit” if mentioned)”. If antenatal visits are mentioned, ask “How many antenatal visits should take place?”

3. Data collection instrument collecting identifiers or surrogate identifiers
Description of the error	Rationale to change
The data collection instrument contains information that can identify the study participant directly (Name, address, phone number) or indirectly (Date of birth).	All identifiers and surrogate identifiers must be eliminated from the instrument that may be accessible to many people: Data entry clerk, other staff.
Examples of the error	Correction needed
Name and address on the questionnaire	Replace by ID code and keep track of identifier in separate identifier sheet kept under lock and key by the primary investigator.
Date of birth on the questionnaire	Stick to year of birth if possible.

4. Questionnaire items not fully worded as questions
Description of the error	Rationale to change
Some questions on a questionnaire are not fully worded as questions ready to be asked to study participants.	For quality assurance purposes, each participant needs to hear the question in the exact same way. Thus. The exact wording should be proposed by the primary investigator and not left for the field worker to decide.
Examples of the error	Correction needed
“Education of woman”	“Did you attend school?” If yes: “What is the highest class that you attended?”

FEM PAGE CONTRIBUTORS 2007

Contributor

Vladimir Prikazsky