This checklist will help you plan and implement the In-depth approach described in this toolkit. The amount of time required for the planning process will vary depending on your agency’s infrastructure and resources. Consider this checklist as a model that can be adapted as necessary to meet your specific needs and situation. You can also change the sequence of activities as needed.
If possible, complete steps 1 and 2 prior to the disaster or during the disaster. This will allow you to begin assessment soon after the disaster.
1. Prepare for the Assessment
[ ] Prioritize data needs. Be certain that you are collecting data most relevant to the interests of your agency. Identify your objectives for data collection and who your target population is – e.g., do you want to know about needs among all women of reproductive age or only pregnant women?
[ ] Identity your sample population through a modified clustering sample. Reach out to your agency’s statistician or a public health researcher at the nearest university for assistance as needed. Steps include:
[ ] Define your geographic region (e.g., specific counties hit by a hurricane, the whole state under stay-at-home orders due to a pandemic).
[ ] Define clusters within the geographic boundaries. This includes determine groupings of populations such as blocks, districts, neighborhoods, villages, and camps.
[ ] Determine the total number of households within each cluster.
[ ] Randomly select the clusters to be sampled.
[ ] Randomly select the households within each cluster.
[ ] Develop the project timeline. Include activities such as preparing the questionnaire, recruiting, and training the questionnaire team, data collection, data analysis and dissemination of findings.
[ ] Develop budget, if needed. Appendix C: Cost estimate and planning budget template provides items to consider and can be adapted to your needs. You will need to adjust your budget accordingly as you work through the following activities.
[ ] Identify the Questionnaire Coordinator, Supervisor(s), Data Entry/Data Analysis Personnel on your team (see Identify your team) and any other consultants (e.g., academic partners).
[ ] Adapt and edit questionnaire. This toolkit provides three versions (3-minute, 5-minute, 10-minute) to pick from in Appendix D: Assessment tools to select for your assessment. If needed, tailor the pilot-tested questionnaires to fit the goals of your agency or community.
[ ] Ensure compliance with your agency’s Institutional Review Board (IRB) requirements. Review the toolkit’s IRB guidelines for assistance.
[ ] Modify forms. Update the consent form and/or the fact sheet to meet your agency’s IRB requirements. Customizable forms are included in Appendix E: Customizable study fact sheet and Appendix F: Customizable informed consent form/script.
[ ] Determine how data will be collected. Depending on your resources, data can be collected via paper surveys, online surveys, or interviews. Determine if your agency has other assessments that are being conducted with your target population that you can add your questions to instead of creating a new project.
[ ] Determine the number of interviewers or survey administrators needed and recruit based on your agency’s capacity. If sending interviewers into the field, it is a best practice to send teams of two people. You may consider recruiting university students as volunteers or for course credit to help with data collection and data analysis.
[ ] Create a Resources List of services for respondents and gather other relevant resource materials to share with respondents. Use the Resources list for community member template provided in Appendix G: Training/resources for interviews. This list can be shared after completing the questionnaire for respondents who indicate they needed services.
[ ] Determine if you will provide incentives to respondents. Procure and plan how you will distribute the incentives.
2. Train the Interviewers, if conducting interviews
[ ] Identify trainer(s) and develop training materials. Appendix G: Training/resources for interviews provides a packet of resources. Modify the toolkit’s Training Agenda and Interviewer Training PowerPoint to train interviewers on ethics, interviewing techniques, the questionnaire, data collection, and emergency procedures. Provide your interviewers with the National Mental Health resources list for them to use if they need support during data collection. Provide interviewers with the Resources List you developed.
[ ] Secure a location for training. Ensure tables, chairs, extension cords, power strips and other supplies are available, as needed. Be sure that each team has access to transportation and an eligible driver, if appropriate.
[ ] Prepare supplies for training, including copies of training handouts. Supplies could include laptop and projector, sign-in sheets, nametags, pens/pencils, paper questionnaires, paper copies of resources lists, and refreshments. If you are collecting data electronically, be sure you have the appropriate equipment for interviewer practice.
[ ] Conduct training session for interviewers.
3. Conduct the Assessment
[ ] Compile interview team or surveys packets. If conducting assessments in person, include multiple copies of relevant handouts, a clipboard, paper questionnaires/tablets with online surveys pre-loaded, maps, copies of the referral and resources lists, an assessment team contact sheet, and incentives for respondents (optional). If sending an online survey, build the survey, include a link to the resources list, and test the logic to ensure accuracy.
[ ] Conduct data collection. Remember water and refreshments for the interviewers, if providing.
[ ] Ensure that the data is secure. If using paper-based collection, be sure all documents are secured in a locked cabinet. If using electronic data collection, follow your IRB guidelines and be sure all files are password protected.
4. Data Entry and Analysis
[ ] Enter data into the software program you plan to use (e.g., Microsoft Excel) or use the Data Analysis Sheets in Appendix H: Analysis cleaning instructions, codebooks, & analysis sheets. Always save a copy of the raw data and save it in a safe location before beginning data cleaning or analysis.
[ ] Develop a data analysis plan. Identify what analyses you want conducted for each question.
[ ] Clean the data. Save a new copy of the raw data and check for inconsistencies, implausible entries, missing data, and skip patterns. Address errors by checking digital files against any paper-based questionnaires. When a paper-based survey isn’t available, set suspect data to missing or flag it for errors. Save a new copy of the clean data before beginning data analysis.
[ ] Analyze the data. See the Coding/Data Analysis Instructions for guidance in Appendix H: Analysis cleaning instructions, codebooks, & analysis sheets. Use formulas in Microsoft Excel or tally responses using the Data Analysis Sheets to perform data analysis.
5. Report Writing and Dissemination – Use the Data
[ ] Decide who will benefit most from your results. You will need to identify possible stakeholders early in the planning process. Stakeholders to consider may include: your director supervisor, other internal team members, partner organizations, and/or community members.
[ ] Prepare report(s). Check out the report options in Appendix I: Report options. For the In-depth approach, the most appropriate report style may be the detailed report. However, select the report style that fits best with how you plan to use and share the results.
[ ] Disseminate findings to supervisors and other appropriate parties. It will be important for you to consider the most appropriate methods of dissemination for your agency.
[ ] Work with partners and other appropriate parties to use the data. Data may be used to:
[ ] develop or modify programs or services, such as the addition of or referrals to services that women report they need;
[ ] develop or modify systems of care, such as changes in locations or hours of services to reduce reported barriers;
[ ] develop new or modify existing policies, such as offering services based on a sliding fee scale for women who lost insurance after disaster; or
[ ] advocate for needs, such as advocacy for increased access to mental health and
obstetric services among pregnant women with high disaster exposure.
