Conducting on-site intercept interviews
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It’s important to remember that when conducting on-site research, you are representing the VA. Researchers should dress in business casual, with PIV cards visible. It's recommended that researchers confirm with the site staff if there is any dress code. When on-site, interactions should be empathetic and neutral. If someone asks for your assistance and is not involved in research, please direct them to a VA site staff member.
At the facility
When you’re at the facility, interactions should be empathetic and neutral. If someone asks for your assistance and is not involved in research, please direct them to a VA site staff member.
- Introductions
Make sure the VA staff introduces the research team to the VA staff that work in the identified areas so they know who the research team is and can give input on where they can position themselves to interview people without interrupting the services. - Position the research team in the space
If participants are audio recorded or there is a lot of background noise, only one researcher should conduct interviews in a space at a time. Researchers should position themselves out of the way of main traffic and out of the way of any cameras that may be used to record the session. - Taking photos
If you plan to take photos of the site, such as the waiting room, entrance, etc. Do not take photos with Veterans in them, where the Veteran could be identified. If there are people in the frame where the photos or computer screens are visible, edit the photo by either blurring out or placing a black box over faces or screens in the image. - Approaching participants
Observe the individuals in the area where the research team is positioned. If individuals exhibit signs that suggest they are distressed or are talking with a companion or VA staff, do not approach them. If individuals appear calm and not in a rush or engaged in conversation, approach them and ask if they would be interested in participating in an interview. Mention the time it would take and that a check for a dollar amount will be mailed to them upon completion of the interview.
Some VA sites call out people’s names or an assigned number when it’s time for their appointment. Offer to help listen for that announcement and to pause the interview until they are done. Do not try to do another interview while you wait for them to return, as that can require a researcher to facilitate multiple interviews at once, which is not recommended.
Remember that these Veterans are most often on-site to receive medical care. They may not be feeling well and may not want to participate in your study. Even if they initially agree to participate, they may need to stop in the middle of a session. Provide them with opportunities to stop participation.
During interviews
- Collect necessary information
Before starting the interview, make sure the participant completes the
consent form
compensation form
demographic questionnaire (if mandatory)
Double-check that you can read the participant's handwriting on the compensation form. Make sure the best mailing address is recorded for the participant and that they are ok to receive a mailed check.
Afterwards
- Share participant information with Perigean
At the end of each research day, email the participant information for compensation in an encrypted or password-protected format to the Perigean point of contact for the study. - Digitize handwritten notes or participant responses
Scan all handwritten notes or responses in a secure location. Review the handwritten material and convert it to a digital Word document that is saved in a secure location. Digitized notes can be used for analysis in VA OCTO Figma or Mural spaces as long as they do not contain PII. - Securely destroy handwritten notes or participant responses
Upon completing the research study, shred all handwritten notes or responses and any material containing PII, such as a demographic questionnaire.
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