Data-Collection Tools

Depending on the nature of the information to be gathered, different instruments are used to
conduct the assessment: forms for gathering data from official sources such as police or
school records; surveys/interviews to gather information from youth, community residents,
and others; and focus groups to elicit free-flowing perspectives.
For purposes of the data-collection process, the following discussion provides information on
the types of data-collection tools most commonly used.

1. Self-Administered Surveys
Self-administered surveys have special strengths and weaknesses. They are useful in
describing the characteristics of a large population and make large samples feasible. In one
sense, these surveys are flexible, making it possible to ask many questions on a given topic.
This also provides flexibility in the analysis of the responses. On the other hand, standardized
questionnaire items often represent the least common denominator in assessing people’s
attitudes, orientations, circumstances, and experiences. By designing questions that will be
appropriate for all respondents, it is possible to miss what is most appropriate to many of the
respondents
Some advantages of the self-administered survey are:

 Low cost
 Reduction in biasing error
 Greater anonymity

Some of the disadvantages are:

 Requires simple questions

 No opportunity for probing

2. Observation method

One of the most under used data collection methods is observation. We can assess or evaluate
many physical aspects of an environment such as a child care facility or farm by using a
combination of observation and interview. For instance, in a walk-around interview, we can
ask about and then observe written instructions next to the phone for emergency response to
an accident on a farm. Something else we can observe are the “products” of our extension
programs, such as grant proposals drafted as a result of an agent’s workshop on writing
grants, or, health or financial records. A third thing we can observe is a public policy process
or leadership development. In this arena you can observe meetings and the action at those
meetings such as whether goals are set, or the chair includes all stakeholders in discussion.
To develop an observation tool, you want first to establish the indicators for the observation.
Indicators are based on what you expect to find in the environment, product or process as a
result of your program. The second thing you want to do is consider each of the indicators
and measure them for their presence or absence, and then, their quality. A scale can rate the
quality.
Below are two examples for assessing two indicators for Reporting an Emergency on a Farm.
EXAMPLE 1
Directions for the interviewer-observer. Observe each safety feature below and rate
for the extent of emergency reporting preparation:

Safety Features for Reporting Emergencies:

Directions to Farm
1 POOR
2 FAIR
3 GOOD
4 EXCELLENT

Reporting Instructions (what officials will want to know)

1 POOR
2 FAIR
3 GOOD
4 EXCELLENT

In this typical example both indicators are included, the directions and reporting instructions,
and the quality of each can be rated. What is missing, however, is what the words Poor, Fair,
Good, and Excellent mean for each indicator. Reliability is compromised if a definition of the
answer category is not provided to the observer, even if the observer is the same person for
all farms. What is also missing is a way to specify whether the indicator is not present.

Other programs to use an interview observation to assess behavior change include:

• Deep tillage tools used by producers
• Preventive measures for Lymes Disease used by hikers and fishermen
• Age-appropriate techniques used by 4-H leaders
• Food safety practices in kitchens used by volunteer firemen to prepare Friday fish
dinners
• Discipline techniques used by parents

3. Personal Interviews
The interview is an alternative method of collecting survey data. Rather than asking
respondents to fill out surveys, interviewers ask questions orally and record respondents’
answers. This type of survey generally decreases the number of ―do not know‖ and ―no
answer‖ responses, compared with self-administered surveys. Interviewers also provide a
guard against confusing items. If a respondent has misunderstood a question, the interviewer
can clarify, thereby obtaining relevant responses community leaders, particularly those who
might be unwilling or too busy to complete a written survey.

Some Of The Advantages Of The Personal Interview Are:

 Control Of The Interview Situation

 Flexibility
 High Response Rate

Some Of The Disadvantage Are

 Higher cost
 Interview bias
 Lack of anonymity
 4. Focus Groups
Another method of collecting information is the focus group. Focus groups are useful in
obtaining a particular kind of information that would be difficult to obtain using other
methodologies. A focus group typically can be defined as a group of people who possess
certain characteristics and provide information of a qualitative nature in a focused discussion.
Focus groups generally are composed of six to twelve people. Size is conditioned by two
factors: the group must be small enough for everyone to participate, yet large enough to
provide diversity. This group is special in terms of purpose, size, composition, and
procedures. Participants are selected because they have certain characteristics in common that
relate to the topic at hand, such as parents of gang members, and, generally, the participants
are unfamiliar with each other. Typically, more than one focus group should be convened,
since a group of seven to twelve people could be too atypical to offer any general insights on
the gang problem.
A trained moderator probes for different perceptions and points of view, without pressure to
reach consensus. Focus groups have been found helpful in assessing needs, developing plans,
testing new ideas, or improving existing programs provides guidelines for conducting focus
groups.

Focus groups offer several advantages:

 Flexibility allows the moderator to probe for more in-depth analysis and ask participants
to elaborate on their responses.

 Outcomes are quickly known.

 They may cost less in terms of planning and conducting than large surveys and personal
interviews.

Limitations include:
 A skilled moderator is essential.

 Differences between groups can be troublesome to analyze because of the qualitative

nature of the data.

 Groups are difficult to assemble. People must take the time to come to a designated place
at a particular time.

 Participants may be less candid in their responses in front of peers.

 5. Questionnaire method

A questionnaire is a group or sequence of questions designed to elicit information from an

informant or respondent when asked by an interviewer or completed unaided by the
respondent. When an interviewer is involved, the questionnaire is sometimes referred to as
an interview.

Types of questionnaire:

i) unstructured questionnaire is an instrument or guide used by an interviewer who asks

questions about a particular topic or issue. Although a question guide is provided for the
interviewer to direct the interview, the specific questions and the sequence in which they are
asked are not precisely determined in advance.

ii) structured questionnaire, on the other hand, is one in which the questions asked are
precisely decided in advance. When used as an interviewing method, the questions are asked
exactly as they are written, in the same sequence, using the same style, for all interviews.
Nonetheless, the structured questionnaire can sometimes be left a bit open for the interviewer
to amend to suit a specific context.

iii) semi-structured questionnaire is a mix of unstructured and structured questionnaires.

Some of the questions and their sequence are determined in advance, while others evolve as
the interview proceeds.