Recruitment & Training Protocol

December 14, 2024| Tasmin Pritha| 0 Comment| 8:00 am

Categories :

Research & Development

Overview

We can do all the best practices in the world, with the highest level of automation but still we can fall short of collecting data with good qualities. What are those qualities? That’s a different discussion for later. But why so? Because we have not reached there yet where with zero human interaction we can do any survey or collect primary data. For that very particular reason, your unit of work is actually the enumeration. We can stand out with all our technical expertise among any other organization but the quality of the data will be the same if we cannot ensure the best quality in enumeration.

Recruitment Protocol for Enumerators

The recruitment of enumerators is a critical process to ensure the success of our research projects. Our organization prioritizes individuals who have demonstrated competence and reliability in previous engagements. The following guidelines outline the recruitment process:

Prior Experience with ARCED

Preference for Returning Enumerators: We prioritize candidates who have previously worked with ARCED. This ensures familiarity with our protocols and standards.
Frequency of Engagement: Consideration is given to how many times the candidate has worked with ARCED. Those with multiple engagements are preferred due to their proven track record.

Performance Feedback

Review of Past Performance: We evaluate the performance feedback from previous projects. This includes punctuality, accuracy of data collection, adherence to protocols, and overall reliability.
Feedback Sources: Performance feedback is gathered from project supervisors, field managers, and peer reviews.

💡Tip: ARCED has a really cool dashboard for enumerators check that, and share your own preference list with the assigned field manager to interview or to recruit enumerators.

Expertise and Relevant Experience

Consultation with Field Managers: We discuss with field managers to identify any enumerators who have expertise relevant to the current project. This includes specific knowledge or experience related to the study topic.
Subject Matter Experts: Preference is given to enumerators who have previously worked on similar projects or have specialized knowledge that can enhance the quality of data collection.

Testing and Evaluation

General Testing Paper: Candidates are required to complete a general testing paper before recruitment. This helps assess their basic skills and suitability for the role.
Project-Specific Exam: During training, enumerators take a project-specific paper exam to evaluate their understanding of the particular study’s requirements and procedures.

Recruitment Process

Application Review: All applications are reviewed to ensure they meet the basic qualifications and experience requirements.
Interviews: Shortlisted candidates are interviewed to assess their suitability for the project. This includes evaluating their understanding of the study objectives and their ability to follow protocols.
Selection: Final selection is based on a combination of prior experience with ARCED, performance feedback, relevant expertise, and test results.
Ongoing Evaluation: Recruitment is not final; enumerators can be dropped at any time if they fail to meet performance standards or project requirements

💡Tip: Interviewing is a good practice but can’t considered as the best practice always. If the team is very large no need to spend so much time & resources interviewing dozens or even hundreds of candidates.

Documentation and Records

Maintaining Records: Detailed records of all recruited enumerators are maintained, including their past performance feedback and areas of expertise.
Continuous Improvement: Feedback from each project is used to refine and improve the recruitment process for future studies.

💡Tip: Put your positive contribution in the enumerator leaderboard, and feel important about yourself.

About Enumerators Dashboard

The Enumerators Dashboard is a comprehensive tool designed to streamline the management of enumerator data. It includes detailed records of each enumerator’s previous experience, including their prior work with ARCED. Users can filter the data based on specific requirements, such as the survey areas (hill tracks, urban, rural, etc) and the types of respondents they have experience with (young, old, male, female, adolescent, pregnant women, etc). Additionally, it categorizes respondents by occupation (student, worker, farmer, etc.).

For enumerators who have worked with ARCED, the dashboard tracks their Key Performance Indicators (KPIs) and other relevant metrics. This makes it easy to shortlist enumerators according to project demands. At the end of each survey, enumerators’ performance can be scored, allowing ARCED to provide positive contributions and feedback based on their performance.

This dashboard ensures that all relevant information is easily accessible, making it simpler to match enumerators with the right projects and optimize survey operations.

Training Session

Before kicking off a training session few things should be in hand and double checked. The list is as follows:

Itinerary: Ensure the training schedule is detailed, pre-approved from the SMT, and shared with all participants.
Budget Check: Confirm that the training expenses are within the allocated budget.
Admin and Accounts Alignment: Verify that the administrative and accounting departments are on the same page regarding the training logistics and expenses.
Survey Protocol: Make sure the survey protocol is finalized and incorporates all the feedback from your PI & supervisor. And you have a printed copy on your hand.
Field Manual: Just as protocol ensures the field manual is complete and ready for distribution to the enumerators.
Bench-Tested SurveyCTO Form: Confirm that the SurveyCTO form has been thoroughly tested and is functioning correctly.
PPTX Presentation: Prepare and review the PowerPoint presentation for the training sessions.

What to cover in the training

The backcheck data should be analyzed daily to find errors, discrepancies, and difficulties as part of arceddataflow. In order to do so, a variety of questions of three distinct types should always be included in the backcheck survey, with some questions for identifying the respondent.

Introduction: Introduction to the team, partners, and participants. Break the ice before the training starts.
Background of the project: Give a brief overview of the project and the activities. It is important not to disclose which samples are receiving what treatment and who are in control. It is alright to discuss the treatment arms, if relevant to the activities the training is for. But, be careful so that the enumerators do not treat the respondents/groups differently.
Protocol and manual: Train on the protocol and manual – how to track respondents, how to move in the field and all other procedures.
Questionnaire and measurements: Train on the questionnaire, tools and any other measurements.
Ethics and human subject training: ARCED requires all the training sessions to include ethics and human subject training.
Communication, chain of command, and field management: Train on the communication mode, tools, chain of command, who to communicate with for different purposes, and on overall field management method and protocols.

Steps to Organize a Training Session

Step 1: Plan the Training Session

Determine the number of days required.
Identify the trainer(s), and roles of team members – who will train, who will take notes, who will make corrections etc.
Determine and plan the logistics for the training, for example, tablets with internet, training laptop (with Bluestacks installed for app demonstration), sound system, projection system, special requirements such as equipment needed for training – i.e., anthropometric equipment, etc.

Step 2: Finalize Required Documents

Prepare all necessary documents, including questionnaires, protocol & manual, SurveyCTO/ODK forms and/or any other documents/tools.

Step 3: Set a Tentative Date

Choose a tentative start date for the training.

Step 4: Communicate with HR and Field Manager

Send an email in project’s overview email HR and the Field Manager in advance with the training details, including:

Tentative dates for the survey.
Tentative dates for the training session.
Number of enumerators needed.
Required qualifications of enumerators

💡Tip: Do not start opening new & newer email threads everyday. Ask your supervisor if there is any project’s overview email which includes representatives from all departments.

Step 5: Finalize Documents

Ensure all documents are finalized at least 7 days before the training session.
Obtain approval from the Principal Investigator (PI), allowing 2-3 working days for review.

💡Tip: Always follow up verbal approvals with a written summary to ensure clarity and record-keeping through email.

Step6: Prepare for Printing

Send all documents for printing at least 48 hours in advance.
Inform logistics and procurement department in the overview email.

Step 7: Trainer Preparation

The trainer should spend the two days before the session preparing, ensuring a clear understanding of all tools and hands-on practice.

💡Tip: Don’t think just because you prepared the tools you are good to go as a trainer. You should have that much of a clear concept when you can answer every question that may arise in the training session.

Step 8: Prepare and take approval of the schedule

Prepare the training schedule and take approval from the Senior Management Team (e.g., Senior Program Manager) before the training session.

Step 9: Conduct the Training Session

Rock the training session with confidence and enthusiasm.

💡Tip: Not every time everything goes as plan. So the hack is foreseeing what can go wrong and if there’s any risk of missing the schedule. Then have a clear communication with your supervisors, PI & admin and let them know beforehand.

During Training Session

Start Time and Itinerary

The training session should begin promptly at 8:30 AM each day.
Follow the itinerary closely to ensure all planned activities and sessions are covered.

Responsibilities

Trainer’s Responsibility: Ensure all training materials are ready and the session runs smoothly. Provide clear instructions and support to the enumerators.
Note Taker’s Responsibility: Document key points, observations, and any issues that arise during the training

Issue Logs

Maintain two separate issue logs:

Study Design Issues: Record any problems or questions related to the study design.
Tools-Related Issues: Document any issues with the tools being used.

Maintain two separate issue logs:

Log every decision given to the field team along with date and who gave the decision. This will eventually go into the project log. It is also a good practice to provide the field team with this decision log at the end of the training.

💡Tip: Use the training session for bench testing to identify and resolve any potential issues with the tools.

Daily Training Report

At the end of each day, send a detailed training report via email to the Principal Investigator (PI). This report should include:

Key observations
Challenges encountered
Decisions made

💡Tip: Double-check the report with your supervisor before sending it to ensure accuracy and completeness.

Documentation and Communication

Take photos of the training session to document the process.
Post these photos in the designated group within your workplace to keep everyone informed and engaged.

Post-Training Session

Preparation for Field Test

Review Training Outcomes:

Assess the performance of enumerators based on responsiveness, attentiveness, exam scores, and overall performance during the training session.
Identify the best-suited enumerators for your survey to ensure high-quality data collection.

Make Necessary Changes:

Incorporate feedback and observations from the training session into your survey tools and protocols.
Address any issues logged during the training, whether related to study design or tools.

💡Tip: Begin your field test with the top-performing enumerators to ensure you collect the best possible data from the outset.