Table 1 Children’s Healthy Living (CHL) program “in the office” and “in the field” quality assurance (QA) process

In the office

Forms are filed/stored correctly

● All forms are in locked cabinets behind a locked door

● Consent/assent forms are stored separately from other forms

○ ID placed on consent page at the office for filing

● Registration forms stored separately from other forms

Consent and assent form for each child enrolled

Accelerometers are in-house except those logged out

● Observe organizational system for accelerometer downloading and preparation for field

Observe at least three accelerometer downloads and resets (serial numbers noted)

Review at least three forms and logs at random for problems, for example:

● Places in the food and activity log that were not probed

● The data reported in the forms does not make sense (e.g., Birth date of child doesn’t match project age range)

● Blanks in forms that were not initialed/reviewed by CHL staff

In the field

Observe field collection set-up

● Check-in station: prepare form packets in advance for easy distribution

● Anthropometry station: calibrate equipment following the CHL protocol

Ensure that proper procedures are being followed at each station in a measurement session

a.  Orientation/check-in

○ Ensure screening, consent, and photo release forms are completed prior to enrollment

○ Parents/caregiver are provided a copy of the consent form and participant guide

○ Tracking log completed for each child enrolled

b. Food and activity log/accelerometer instruction station

○ Food and activity log instruction conducted with food models and tools

○ Food and activity log tips provided with special attention to priority items

○ Measuring cups/spoons and ID food label bags are distributed to parents/caregivers

○ Parents/caregivers are instructed on food and activity logs/accelerometer recording

○ If applicable, parents instructed to check on accelerometers daily and on how to replace bands if needed

c. Anthropometry/Acanthosis Nigricans station

○ Child assented prior to data collection (younger than age 7 with CHL staff initials on form while older than age 7 with child initials on form)

○ Team following CHL protocols for anthropometry measurement and Acanthosis Nigricans assessment

○ ID labels, dates and staff initials on data collection forms

○ Anthropometry equipment sanitized regularly

○ Any positive Acanthosis Nigricans screens verified with screening scale and another staff

○ Referral letter process initiated for positive Acanthosis Nigricans screen (e.g., yellow post-it flag placed on form to flag check-out staff to complete referral)

○ Verify anthropometry/Acanthosis Nigricans forms are complete

d. Accelerometer placement station

○ Child assented prior to data collection (younger than age 7 with CHL staff initials on form while older than age 7 with child initials on form)

○ Following protocols for placement of accelerometer on child’s non-dominant wrist

○ Verify accelerometer forms are complete

e. Forms station

○ Staff available to assist parents/caregivers in completing forms

○ Adequate instruction provided, following question-by-question specifications, at onset and when parents/caregivers requested

○ Forms reviewed and coding instructions followed by CHL staff prior to parent’s departure

○ Verify all forms are completed

f. Check out station

○ Check completion of forms

○ Provide completed Acanthosis Nigricans referral to parents/caregivers, if needed

○ Reminders for next visit, if needed

○ Provide compensation

○ Tracking log completed

Ensure that proper procedures are being followed for transport of forms and data

● Lockable repositories used for transportation

● All forms with protected health information transported separately from other forms

● Verify all data transported directly back to office after collection