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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 informationExamples of data capture
Participant informationDemographics 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Study statusReferral status (e.g., ineligible/declined/pending), study status (e.g., “need-to-reach”/re-engaged/withdrawn/completed)
InterviewsType (in-person or telephone, paper or electronic), timing (within deadlines or not), nature (booked, cancelled, completed, partial, missed)
HonorariaGift card tracking and reconciliation
Field interviewersSchedule and availability, participant case load, data quality checks
CommunicationAmong field interviewers (masked to group allocation) and onsite team
Progress reportsMonitoring recruitment and retention, generating progress reports
RandomizationSecure treatment group allocation
Retention effortsTracking engagement and retention materials, consent for future contact
Retention costsStaffing hours per retention strategy (e.g., average number, frequency and type of contacts, interview mode)