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					University of Minnesota                                                                                                          Service Details – Tracking
Health Survey Research Center – HSRC
School of Public Health

1. Service Description
     HSRC provides services of tracking participants lost to follow-up. Our methods include tracking for addresses using USPS
“return service requested”, tracking for addresses and additional information using multiple specialized, national, electronic
databases. These electronic databases mostly include information on individuals 18 or older. When tracking for studies where
children are lost to follow-up, we recommend electronic tracking if information for parents or second contacts is available. Tracking
in electronic databases can be done in batches or manually. Batch tracking is a semi-automated process and the sample is
relatively large (n>200-300) it might be worth doing a batch tracking prior to a manual tracking. Manual tracking is done by our staff
one participant at a time. If participants Social Security Numbers (SSN) are available, tracking by SSN can be highly efficient.


2. Form Instructions
     The purpose of this form is to help you get started thinking through your study/project and identify your HSRC service needs.
Items addressed are the ones that primarily impact your study/project cost and items HSRC will ask for in order to give you an
estimate of cost. In addition, the form provides you with information about HSRC services, procedures, and terminology.
     One of HSRC’s strengths is our flexibility to provide tailored services for different study design needs. With an endless variety
of study designs it is, however, not always easy to identify the details needed to calculate a cost estimate. We are happy to
schedule a meeting with you to talk about your study/project. The questions addressed here will help you and HSRC prepare for
that meeting. We do understand that the form is complex and long. Answer as many items as you can with your exact information
or your best estimate. The more information you give us the more prepared we are to quickly and accurately assemble an estimate
of cost. Remember to attach any related documents that may help us understand your study and service needs.

    To schedule a meeting and/or to send us a completed form, contact Hannah Colón at colon019@umn.edu or the HSRC
contact you are working with. Send us any related documents, e.g. your instrument(s) that may help us understand your study and
service needs. If you are interested in additional HSRC services you can find more information about our services and other
Service Details forms at our web page www.sph.umn.edu/hsrc.

     This is a Word document that you can save to your computer. You may write your answers as free text in the tables and below
each question. Feel free to enhance your text using color/bold/italic/CAPS or other font features to separate your responses from
the form.


3. Client & Project Information

 Project/study name & acronym:
 Is this project/study already funded?
 What are your funding limits for this work?
 Client (Principal Investigator) name:
 Client affiliation/organization:
 Client phone:
 Client email:
 Name of person making request if other than client:
 Other client contact role on project/study:
 Other client contact phone:
 Other client contact email:
 Date form prepared:
 Date form received by HSRC:                                                     HSRC staff will complete


4. Question & Answer

Table of Contents
A.   Planned Timeframe ................................................................................................................................................................... 1
B.   Participant Tracking & Confirmation .......................................................................................................................................... 2
C.   Additional Information................................................................................................................................................................ 3


A.  Planned Timeframe
    For a tracking project it takes an average of 2-4 weeks to work out the details before we can start work. We call the time to
work out the details design and development, and the time when tracking is done fielding or implementation. Typical tasks in
design and development are developing protocols, setting up processes, and ordering materials (i.e. if tracking done using USPS
services sending mail), etc.


HSRC SVS008-TRK                                                                                                                                                          Page 1 of 3
January 2009
University of Minnesota                                                                    Service Details – Tracking
Health Survey Research Center – HSRC
School of Public Health


     1.   When are you ready to start working with HSRC on the design and development tasks?


     2.   What is your planned timeframe for fielding/implementation? List the dates you plan to send the participant sample data
          file(s) to HSRC and your desired date to receive the information we find on the individuals? If you have several rounds of
          tracking, e.g. tracking prior to several follow-up mailings, list the dates for each round.

          Example:
           Round                  Date Data file sent to HSRC              Desired date to receive new information
           Round 1                    September 1, 2010                               October 31, 2010
           Round 2                    September 1, 2011                               October 31, 2011
           Round 3                    September 1, 2012                               October 31, 2012
           Etc…


     3.   In order to break up the cost estimate per study year, list your planned study funding years by month and year.
          Example:
          YR1: April 2010 – March 2011
          YR2: April 2011 – March 2012


     4.   What is your desired date for the HSRC estimate?
          Note: We handle many requests each week, so allow approximately two weeks for the estimating process. Requests are
          handled on a first-come-first-served basis.


     5.   If this is an estimate for a grant proposal list your:
            a) Internal budget deadline
            b) Submission date


B.   Participant Tracking & Confirmation

     1.   What tracking services are you interested in? (Check all that apply.)
           a) Post card tracking, USPS services.
           b) Batch tracking, electronic database tracking services.
           c) Manual tracking, electronic database tracking services.


     2.   Describe the characteristics of the population you want tracked:
           a) Location
           b) Age
           c) One or several individuals (e.g. child & parent(s), other contact).
           d) Other (e.g. race, ethnicity)


     3.   What information do you currently have on the individuals/sample you would like tracked? (Check all that apply.)
           a) First Name
           b) Last Name
           c) Address (Home/Work)
           d) Phone Number (Home/Work)
           e) Cell Phone Number
           f) Fax Number (Home/Work)
           g) Email
           h) Prior Contact Information
           i) Social Security Number (SSN#)
           j) Date of Birth (DOB)
           k) Relative Contact Information
           l) Other Contact Information
           m) Race


HSRC SVS008-TRK                                                                                                         Page 2 of 3
January 2009
University of Minnesota                                                                     Service Details – Tracking
Health Survey Research Center – HSRC
School of Public Health

            n)   Gender
            o)   Other


     4.   How will the sample be provided to HSRC, e.g. in electronic form (Excel) over secure email or delivered on a CD?


     5.   What information are you looking for in contact information? (Check all that apply.)
           a) Mail address
           b) Phone number
           c) Other. Describe.


     6.   When was the last time these individuals were contacted?


     7.   What is the size of the sample you would like us to track? List parents and/or additional contact people that you would
          also like tracked.


     8.   How many times (rounds) would you like us to track an individual (e.g. one time only, once every 6 months for 3 years for
          a longitudinal study)?

          Example 1:
           Round          Number of participants                 Number of second contacts
           Round 1               n=300                 1 parent for 200 participants: n=1*200=200
                                                       2 parents for 100 participants: n=2*100=200
           Round 2                n=350                1 parent for 250 participants: n=1*250=250
                                                       2 parents for 100 participants: n=2*100=200


     9.   Would you like HSRC to follow up with contacting the individuals to confirm they are the individuals you are looking for or
          do you have staff that could/would do this confirmation?


     10. If you would like HSRC to conduct confirmation calls would you like us to follow-up with:
           a) People with the same name?
           b) People with variations in spelling?


     11. If you would like HSRC to conduct confirmation calls do you have a standard confirmation call script or would you like
         HSRC to assist you with developing one?


     12. Do you have information to confirm that the people are the ones you are looking for? Describe.


C.   Additional Information

     1.   Additional comments:



Thank you, we appreciate the time you took to complete this form.




HSRC SVS008-TRK                                                                                                         Page 3 of 3
January 2009

				
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