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This is an excerpt on recruitment protocol from a field guide.  The sample was drawn randomly from a client database.  However, due to a requirement of confidentiality, names could not be used.  This protocol shows the many steps necessary to recruit a sample that is generalizable but with procedures designed to stay within a budget.

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RECRUTMENT INSTRUCTIONS For Stratified Sample of difficult to reach populations In order to recruit people living with HIV and AIDS for the Sacramento Needs Assessment focus groups and survey, we need your assistance in contacting clients. We have randomly selected unique identifiers from among the Sacramento EMA clients using the SEMAS database, and we need your help in contacting them. Attached is a “log sheet”. Please follow the instructions below in creating a list of potential participants using the log sheet. 1. Before you begin calling, based on the unique ID, fill in the first name and contact information. Confirm the risk factor, sex, and race. If you do not have contact information, then please substitute the client from the A list with a client from the B list. If you still do not have contact information, please substitute with any client of the same race, sex, and risk factor. Write in their unique ID. 2. Contact the people in the order in which they appear on the list. • Write the date of the call. • If the number does not work, write “NA” in the telephone box and move on. • If you cannot reach them, note in the “callback date” column the time of the next call. It should be on a different day at a different time day (day or evening). • If there is a machine, leave a message to call you back, but DO NOT say where you are from. Say something like, “This is (YOUR NAME), and I would like (THEIR NAME) to call me back to discuss participating a survey or focus group about health care. If they participate they will receive a $20.00 food voucher.” Write in a call-back date and make the call if they don’t return it. 3. When you contact the person, ask them if they would be interested in participating in a focus group and survey about their HIV/AIDS care and prevention needs. • Tell them something like, “The City of Sacramento is doing a needs assessment and they want to hear from people like you so that services can be improved.” Emphasize that their opinions and experience are critical and this is their opportunity to provide feedback to service providers. • Describe their role as focus group participants or survey respondents. Focus group participants will discuss their HIV and AIDS care experiences in a small group with 8-10 participants. They will discuss their experiences accessing and receiving services, service needs, and problems with services. Assure the potential participant that this is not a test: there are no right or wrong responses; we are interested in their experiences and opinions. Survey respondents will complete a questionnaire about their HIV care experiences and needs. • Tell them about the incentive for the focus group & surveys. The largest incentive for many is knowing that their input is essential in developing better services for people infected with HIV/AIDS. In addition, participants will receive $20.00
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food voucher when they complete the survey, and another $20.00 food voucher when they complete a focus group. Note that they do not have to do both. As appropriate, tell them the focus groups and surveys will be available in Spanish and for persons that cannot read or write there will be someone to help them fill in the questionnaire. Again, assure participants that the information is confidential and their names will never be associated with their responses in any report or conversation.
4. If they are not interested check the box in the last column and move to the next number. This will avoid recalling them later if we need additional participants. 5. If they agree: • Note on log sheet whether they agree to a focus group, survey, or both. Tell them the surveys and focus groups will be going on during February and March. • Tell them that someone from PCH will contact them about the dates and make arrangements for transportation and day care if they need it. Tell them that PCH is a not-for-profit group specializing in HIV/AIDS needs assessment and that they will never reveal their names. Tell them that their responses will never be attached to their names and no one will know their responses. • Complete the log sheet. Find out the language preferred, age, and whether they need transportation or child care and check the appropriate box. If possible, find out their stage of infection if this box has not been completed. Ask if they are symptomatic and if they have been diagnosed with AIDS. • Tell them PCH will call back in a day or two to tell them the dates. Find out when is the best time to call back and make a of that in the last column. • If it would be best to contact them right away, call PCH at 800 411 4399 X 22 and ask for Yael. If the extension does not answer, dial “0” and talk to Mitchell, Lucia, or Irene. We will call them right back. 6. Every other day, provided there has been activity, fax the Log sheets back to Yael Bat-Chava at 212-564-9781 or call her to update the last sheet you faxed. This will allow us to be sure that we are recruiting the correct number of participants. Someone from PCH will call you to discuss how the recruitment will work at your agency. If you have questions before we call, please call PCH at 800 411 4399, and speak to Yael (Ext 22) or Mitchell (ext 26). Thank you, again, for all your assistance. We look forward to working with you.
Mitchell Cohen Executive Director
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LOG SHEET Agency Name: ___________________________________________ Contact Person: __________________________
Ask
Write in initial for the below demographics Language Preferred
Check
Write in date
Risk Factor
Stage HIV
Sex
Race W= White
Agreed to participate Transportation E= English Sp= Spanish SL= Sign O= Other Age Focus group Childcare Survey only Not interested
Telephone Fax Unique Identifier First Name /Alias E-mail
M = MSM I = IDU H = Het contact
A=asymtom OI=Minor OI
F = Female M= Male T= Trans D = Diag AIDS gender
B=Black H = Hispanic O=other
Date
Call back date
2nd Call back date
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