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

From: Quality assurance of data collection in the multi-site community randomized trial and prevalence survey of the children’s healthy living program

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