Vital SignsVital Signs::Data Collection and HandlingData Collection and Handling

Ben Silliman, Youth Development SpecialistBen Silliman, Youth Development Specialist

North Carolina 4-HNorth Carolina 4-H

(4) H Files #1(4) H Files #1

The Go-Go-Gadgets 4-H Engineering Club held an extended meeting to build and test a robotics project one Saturday. Maria’s mom agreed to bring snacks in the afternoon around 3PM. Soon after snacks arrived, 11 year-old Jamie walked outside. A few moments later his mother picked him up. Club leader Mr. Xi wondered why Jamie left so early, especially since he had been enjoying the activities.

Later that afternoon, Jamie’s mother called to explain that her son had left when he saw that the snacks contained peanuts, to which he was allergic. He did not want to embarrass Maria, so he called to go home. Mr. Xi said that he would ask parents to avoid peanuts for snack in the future.

What you wish you could have knownWhat you wish you could have known

• How could Mr. Xi (or Maria’s mom) have known about Jamie’s allergy?

• What might a club leader do with data about a youth to develop his/her Head, Heart, Hands, and Health?

• How/when should a club leader share data about a youth?

• What about data not on forms?

(4) H Files #2(4) H Files #2

Wolfpack County 4-H teens were on a field trip to Washington, DC when 15 year-old Rhonda began falling behind and complaining that she was tired. Once she tried to leave the group to visit a convenience store. Another time Rhonda tried to buy a soda from a vending machine. Her nutrition-conscious volunteer leader called her back to the group and urged her to think about healthy lifestyles. Five minutes later, Rhonda collapsed on the sidewalk, breathing heavily, sweating, and complaining of a severe headache.

When the agent-leader arrived, she asked if Rhonda had taken a snack or water since breakfast, explaining that, as a diabetic, she needed these to keep up with trip demands.

“There’s no record of that on my roster,” her volunteer said.

Sure enough, data was entered incorrectly on the roster.

Wolfpack County’s Trip RosterWolfpack County’s Trip Roster

Youth Age Sex Medical Condition Phone Contact

Rhonda Jones 17 M None (910) 000-0000

Lamont Owens 15 F Diabetes-snack, water, breaks (910) 111-1111

Betzi Williams 16 F Asthma-daily pill; inhaler (910) 222-2222

What you wish you could have knownWhat you wish you could have known

• How could the volunteer leader get such inaccurate information on Rhonda’s condition?

• How did Rhonda’s 4-H agent know what to ask about Rhonda?

• How might the agent, volunteer, or the 4-Her have contributed to more accurate data in this situation?

• What information about a club or activity could help 4-H volunteers and professionals better understand how and why their program makes a difference?

(4) H Files #3(4) H Files #3

Two curious pre-teens wandered into the camp recreation hall just after registration. Counselors had responded to an emergency request and left registration materials on the table. Among the tidbits of data the interlopers discovered was a comment that Tim, a 9-year old, sometimes had problems with bedwetting.

Tim was teased by kids throughout the camp all week, but swore to counselors that he had not shared his “secret.”

What you wish you could have knownWhat you wish you could have known

• How could the handling of data have saved everyone the trouble that Tim experienced?

• Even if data is handled confidentially at registration, are there other points when sensitive information might be compromised? How can such breaches be avoided?

What you need to know to help youth?What you need to know to help youth?

• Enrollment data• Medical data• Personal interests and gifts• Important relationships• Prior experience

What does your program needWhat does your program needto show impact and improve?to show impact and improve?

• Enrollment data• Medical data• Personal interests and gifts• Important relationships• Prior experience• Program evaluation• Process data• Outcome data

How can youHow can youcollect and handle data wisely?collect and handle data wisely?

Collecting Data - General• Determine what’s needed and how it will be used• Develop instruments that are relevant, brief,

understandable, unambiguous• Develop and follow a clear, consistent process for asking

questions and recording feedback (similar across activities, adapted for specific activities)

• Adapt procedures to specific circumstances: cultural, literacy, different styles or (dis)abilities

• Use new opportunities to check existing data• Anticipate a broad range of questions that may help in

understanding/responding to youth informally

How can youHow can youcollect and handle data wisely?collect and handle data wisely?

Collecting Data – Specific• Select time and place to maximize accuracy, completeness• Confirm that participants are part of a targeted audience• Explain the purpose and procedure before implementing an

evaluation, whether survey, interview, or observation• Describe how to use any special equipment and confirm its

operating order and participants’ skills before starting • Thank participants and emphasize the value of their input• Allow for questions, whether on-site or remote• For mail or web surveys, provide reminders or incentives for

completion and submission on time

How can youHow can youcollect and handle data wisely?collect and handle data wisely?

Preparation and Processing Data – General• Develop and implement a checklist to mark & track datasets• Develop, test, implement, & monitor an electronic database,

including a plan to collate/integrate all types of data• Develop and check a codebook matching the database• Check data for accuracy, checking with respondents when

necessary, and noting changes in a codebook journal• Develop and consistently implement procedures for

processing ambiguous and missing data• Develop and consistently implement procedures for inverted

items, scale scores, coding open-ended responses, etc.

CodebookCodebook

Question Item VariableCode

Range of ResponsesMissing data

1. Age AGE 1-99; Missing = blank

5. Involvement in youth organizations 4-H 1 = Yes; Blank = No

SCOUTS 1 = Yes; Blank = No

SPORTS 1 = Yes; Blank = No

11. 1000 mg is equal to: KMEAS A (1) to E (5) multiple choice

21. Low fat foods do not taste as good as higher-fat foods.

ATASTE A (1) to E (5) SA-SD

31. Using the table and menu below, calculate the saturated fat.

SESTFAT A (1) to E (5) multiple choice

41. Estimate the number of minutes of strenuous exercise you will do each day in the next month.

AMINEX XX (number of minutes)

51. Describe how “Eat Smart, Move More” has changed your health habits.

BESMM Code by keyword: 1 = low fat; 2 = exercise; 3 = well-being

How can youHow can youcollect and handle data wisely?collect and handle data wisely?

Handling Data – General• Keep completed evaluation tools and data in a secure

location at all times (e.g., supervised, locked cabinet)• Code forms and use one roster to track individuals• Limit access to data and train staff to act ethically• Restrict description of youth responses to protect individuals• Keep track of the tools, procedures, codebook, and other

procedures used to collect, organize, and handle data

Data Collection and Medical DecisionsData Collection and Medical Decisions

Before you treat, check• Accuracy: the right tool, protocol, conditions

– A blood pressure cuff doesn’t tell the condition of liver

• Redundancy: multiple times and tools to confirm– Asking the patient what surgery he/she expects may be

revealing

• Complexity: appreciating multiple influences– Knowing diabetic status, medications informs diagnosis

• Urgency: need to collect and assess data quickly– If you’re not breathing, you need Oxygen, not a

complex diagnosis of possible causes