Planning efficient recruitment EHES Training material
Slide 2
Recruitment process Needs to be specified in each country
according to: National and regional legislation Ethical acceptance
Cultural norms Survey budget
Slide 3
Participation rate High participation is the basis for reliable
results which represent the target population Participation rates
have been declining Some groups are often under-represented (young
adults, men and those from lower socioeconomic class) Recruitment
should be carefully planned, monitored during fieldwork and adapted
whenever needed
Slide 4
Written materials Potential participants response to invitation
highly depend on the contents and format of written materials
Written materials may include 1.Information leaflet 2.Invitation
letter 3.Letter with instructions to participant 4.Information
sheet
Slide 5
Information leaflet Usually sent with the invitation letter
Less formal Basic information in a concise form Interesting;
pictures and colors Easy to understand Main goal is to raise
interest and to motivate people to participate
Slide 6
Contents of information leaflets The leaflet should give
answers: What is this survey about? Why is it needed? Why am I
selected? Why is it important to participate? How do I benefit by
participating? What measurements are included? Is my information
really confidential? Is my participation compulsory? Where can I
get more information?
Slide 7
Contents of invitation letters A personal invitation Short
description of survey and selection of participants Description of
measurements Pre-scheduled appointment time (with possibility to
change time) or instructions for scheduling Importance of
participation explained Benefits for participant Signed by a survey
leader (or other notable person) Confidentiality explained Contact
information
Slide 8
Instructions to participant Separate letter or in the
invitation letter How to prepare for the examination visit, e.g.
Instructions for fasting Need to show an ID-card Practical issues,
e.g. Travel instructions and map of the examination site
Slide 9
Information sheet Includes detailed information on survey Must
be provided to participants before obtaining informed consent Given
at the examination site or sent home with the invitation
Slide 10
Inviting participants Invitation letter is usually the first
contact attempt Invitation letter without appointment time Survey
personnel call to schedule a visit or participant books time after
receiving the letter Problems: Missing phone numbers, people not
answering to phone calls, people who need more motivation to book
appointment Invitation letter with appointment time Problems: If
the appointment is not confirmed, many people will not show up, no
possibility for extra motivation if needed
Slide 11
Scheduling appointments Personal contact and reminders increase
participation Direct contact (phone call or home visit) Possibility
to answer questions and to motivate people Possibility to change
appointment times Reminders Reduce forgotten appointment times A
day one week before appointment by a letter/ text message/ phone
call / e-mail May include instructions for participants
Slide 12
Re-contacts Needed if previous invitations were not successful
At least one re-invitation even if participation rate is high
(70-80%) At least two re-invitations if participation rate < 70%
By letter or card, phone calls, e-mails, text messages, home visits
Check accuracy of addresses, phone numbers Mailed and/or web-based
non-participant questionnaire or phone interview offered for all
who refuse to participate
Slide 13
The value of competent personnel Competent and well trained
personnel Understand the importance of high participation Familiar
with frequently asked questions Know how to motivate persons Have
good social skills Motivating the personnel Satisfaction of staff
is important for the work quality Positive work environment,
supervision, support and feedback increase staff satisfaction
Slide 14
Other means to increase participation Local media campaigns
before examinations To raise interest towards the survey TV and
radio interviews, articles in newspapers, posters etc.
Pre-notification of the survey Flexibility in scheduling
appointments Home visits, if participation is not possible
otherwise Using several languages in information material and
questionnaires
Slide 15
What motivates participants? Benefits Information on their own
health Incentives or reimbursements of travel expenses Appreciation
for serving public health and giving benefits for future
generations
Slide 16
Improving participation through co-operation Discussions in
focus groups with representatives of potential participants To gain
information: what motivates participation Provide information to
Health authorities and health professionals Local government,
communities Cooperate with Hospitals, non-governmental
organizations, research centers and universities Other
places/groups which are important for the community
Slide 17
Acknowledgements Slides Sanna Ahonen, Pivikki Koponen, Hanna
Tolonen Photographs Hanna Tolonen