Memo 2

Data Entry Instructions

This memo documents our procedures for data entry for your evaluation of Parenting the First Year. Included with this memo you will find a:

• sample evaluation questionnaire that has been filled in.
• data entry template in Excel to download.
• comments template in Word to download.
• sample data entry template with data from the sample questionnaire entered (“readable” version).
• sample comments template with comments from the sample questionnaire entered (“readable” version).

This letter describes the procedures for you to follow.

There are two files you will need to download. The first file to download is an Excel spreadsheet, which is the data entry template you will use to enter your data. The second file to download is a Word document, which is the comments template you will use to enter parents’ written responses. After you download these files be sure to save them, both on your hard drive and on a CD or disk (as a back up).

The two “readable” examples of these same files (you don’t need to print out these files) show you how to enter your data. The sample data entry template (excel spreadsheet) shows the data from the sample questionnaire entered on the first line. You will be able to look over the sample questionnaire and see exactly how I entered data onto the sample spreadsheet. This will answer many questions you may have about how to do this. In particular, you (and or whoever helps you enter the data) will see how I have handled questions that were not answered, and questions that were answered sloppily or in ambiguous fashion. The sample comments template shows the parent comments from the sample questionnaire entered.

The following points will answer many additional questions. Of course, I may have forgotten some things, so don't hesitate to email me if you have any questions.

1. Keep track of how many questionnaires are distributed. We will need this information in order to calculate the response rate.
   
   
2. We will be making a computer data base in which each line (row) represents all the answers given on a single questionnaire. We will enter the data in the same order for every questionnaire, so that each column in the data base represents all the answers (from all respondents) to the same question on the questionnaire.
   
   
3. In most cases, the way we turn a questionnaire response into a number coded into the computer is to use the number next to the answer (in parentheses) on the questionnaire. This will become clear by comparing the sample questionnaire to the answers entered on the sample spreadsheet file. The only two exceptions to this rule are questions 25 (number of children) and 26 (age at your last birthday). In these two cases, you should enter the number the respondent has written in the blank.
   
   
4. In most cases, you should enter a single number as the answer for each question. The two exceptions are questions 4 and 28. For these two questions, when the respondent is asked to "check all that apply", then a check mark for each response means "yes" (enter the number "2"), and lack of a check mark means "no" (enter the number "1"). For those two questions, the data entry template has a space for every response within the question, and multiple responses are possible. You should treat each response item as if it were a separate question that is answered either yes or no. If this is confusing, see how I entered the sample data from questions 4 and 28 on the sample spreadsheet. And remember:
   
   Check mark = "yes" = 2
   No check mark = "no" = 1
   
   
5. When a respondent fails to answer a question, leave a blank on the data line. Missing data = blank. (The only exception: questions 4 and 28, above, where a blank = 1.
   
   
6. The first two pieces of data entered on each line will help identify the respondent. The first piece of data on each line is the “form number” of the questionnaire. You are using our standard, “A4" questionnaire, so that is what you should enter. You can just enter it on the first line if you like, and I can assume everyone used the same form of the questionnaire. The second piece of data that you will be entering is an ID number for each questionnaire. Start with “1" and write the ID number on the top front of each questionnaire, as well as entering it in the data base. This way, if necessary, we can easily go back and find the source of specific pieces of data (for example, if we need to correct obvious errors, or if we want to describe the personal / family characteristics of a person giving a particular quote).
   
   
7. As soon as the first few questionnaires have been returned, enter their data. Fill in five or six lines of data (one line for each questionnaire) on a version of the data entry template. You can send this sample data entry to me by email attachment so I can check to see if data are being entered correctly.
   
   I will email you as soon as I check the file (usually the same day that I receive it), and you can then continue to enter data with the assurance that it is being entered correctly.
   
   
8. How many questionnaires do you need to have? I estimate you need a minimum of 50 to do a minimally sufficient evaluation, and 100 to do an evaluation in which we can look at the impact of the newsletter series on "risk group" parents (i.e., those who are teenagers, low income, single, etc.). My preference, clearly, is that you collect at least 100. I will provide technical support for this project if you collect 50 questionnaires or more, and I leave the final decision on sample size to you. Of course, I am happy to talk over the decision with you.
   How long will it take you to collect 100 questionnaires? Expect a response rate of 40 to 50%. So you should anticipate sending out at least 200 questionnaires to receive back 100. You will know the number of births per month in you county, or at your partner hospital, and can calculate accordingly.
   
   
9. Always SAVE your file before you QUIT. Always SAVE a copy of the file on a CD or disk as well.
   
   
10. Once you have completed data entry and copied everything, then send the data file to me as an email attachment. I will construct system files from the data for statistical analyses, and produce the basic statistical printouts. I will mail you a copy of the printouts and save an identical set for myself.
    
    
11. In the meantime, you can begin doing two things. First, go back to questions 15 through 23. You will need to record the written responses to these questions on the Word comments template provided in this memo. As before, I have also provided a sample Word comments template for you to look over and see exactly how I want you to record the written responses. Each of the questions (15 through 23) is recorded on the template. Under each of these questions, you should record all the responses that were made to that question. For each response, record first the ID number of the questionnaire and then the written response. It probably works best if you do all of the responses for a single question, then move on to the next question and repeat the process, and so on. Any open-ended comments written at the end of the questionnaire should also be entered on the “comment” template under the heading “Final Comments.”
    
    A second thing you can do in the meantime is to write the names and affiliations of anyone who should be mentioned in the evaluation report acknowledgments page.
    
    
12. I prefer that we each review every part of the report before issuing it in its final form. This is the way co authored research reports are usually written. This requires time for us to mail drafts back and forth. Please let me know about any deadlines you may have for completion of the final report.
    
    
13. We have a model report that can be used as a template for your report. In other words, instead of writing your report “from scratch,” we can modify the existing report, inserting your findings and other details. This will make report production easy, since my office assistant has the model report on her computer. Click here to download the model report.
    
    
14. We format the final report in InDesign. I will produce and send as an email attachment a photo ready laser print of the final report in .pdf format (which you should be able to print), including graphics of major findings. We will also mail you a paper copy of the final report. You can make copies for local influentials, the press, etc. I suggest you think in terms of formally "issuing" the report, possibly at a formal meeting. We will send (as an email attachment) a power point version of your report that you can use to present your findings. We also have a standard set of press releases (available in Memo 4), in which you can insert the findings of your specific project. We can talk about follow up activities if you like. When I send you the final draft, I will include a few more ideas on ways to do public education using your report.

Any questions? Send us an email: dariley@wisc.edu or costergr@wisc.edu

Forward!