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Table 3 Retention planning: developing a robust participant-tracking system

From: Retaining participants in community-based health research: a case example on standardized planning and reporting

Study information Examples of data capture
Participant information Demographics and study information for mother and child, contact information, assigned field interviewer, status changes (e.g., adoption)
Participant
contacts
Mode (text, phone, email), nature (scheduling, reminder, check-in), content (date, time, contact information), frequency, time since last contact
Study status Referral status (e.g., ineligible/declined/pending), study status (e.g., “need-to-reach”/re-engaged/withdrawn/completed)
Interviews Type (in-person or telephone, paper or electronic), timing (within deadlines or not), nature (booked, cancelled, completed, partial, missed)
Honoraria Gift card tracking and reconciliation
Field interviewers Schedule and availability, participant case load, data quality checks
Communication Among field interviewers (masked to group allocation) and onsite team
Progress reports Monitoring recruitment and retention, generating progress reports
Randomization Secure treatment group allocation
Retention efforts Tracking engagement and retention materials, consent for future contact
Retention costs Staffing hours per retention strategy (e.g., average number, frequency and type of contacts, interview mode)