Conducting on-site moderated research
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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
- Setup your prototype
If you are testing a product that needs to be accessed on a VA computer or kiosk, have participating VA staff open the prototype.
If you are testing a product that requires the Veteran participants to use a personal non-VA device, such as a smartphone, confirm the wifi strength at the site.
If participants need to use a non-VA computer, make sure that all applications and notifications are silenced during the research study on the device. If the device must be shared, clean the device between each session. Provide a mouse along with the trackpad for the participant’s use. It's highly recommended to use a hot spot regardless of connection strength to ensure connectivity for the device being tested or for the participant’s personal device. - Know where bathrooms and water stations are located
Identify nearby bathrooms and water stations before the start of the session should participants need them. Offer the participant a chance to use the bathroom or get water before the session and remind them they can break at any point should they need either. If possible, provide bottled water and the ability to change the temperature in the space to ensure participants’, staff’s, and researchers’ comfort. - Preparing for participant arrival
Make sure to be in the testing area at least 15 minutes before the start of the session. Perigean encourages participants to arrive early; sometimes, there is no designated waiting area for research sessions. It’s best to be there early to avoid the participant having to wait. - Participant running late
Contact Perigean if the participant does not show up to the designated research location within five minutes of the appointment start. Gather as many details about the participants to ensure that you can find them if they are lost.
During interviews
- Ensure the participant is comfortable during the session
Ask the participant if they would prefer the door be open or closed during the session. If the space is very noisy and the session is being recorded, ask if you can close the door to ensure the recording is clear. - Take notes during a session
Having two researchers attend each session can ensure that one can be responsible for taking notes while the other can be fully engaged in facilitating the participants through the research activity.
Printing out conversation guides and handwriting notes is recommended to ensure the participant is attended to and does not look at two people on their computers during a session, which can be alienating. - Surveys for in-person research
If a survey is required for each session, offer a hard copy version for writing responses and a way to complete the survey on a computer if the participant has a preference. Timestamp the survey if you need to track which participant completed which survey. - Ending the session
At the end of the session, offer to walk the participant back to the lobby or parking area. Not all participants may be familiar with the site.
Afterwards
- 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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