The data collection coordinator updates records to reflect any changes noted on the postcard to the school name or coordinator name, address, or telephone number. The data collection coordinator also records the source of data from one of the five choices on the postcard. Next, any other pertinent information, such as requests for additional 812 forms, is also logged. Coordinators requesting another survey packet are sent one immediately. Completed survey packets are returned to QRC in the postage-paid envelopes provided with the survey materials.
Packets are date-stamped, checked for completeness, and logged into the database as having arrived.
To achieve a maximum response rate, QRC follows an intensive, highly structured sequence of followup procedures with schools that are reluctant or slow to respond to the survey. The followup process consists of systematic rounds of acknowledgment postcards, e-mail messages, and telephone calls, coupled with assistance from the NIH and NSF survey monitors when appropriate. Every time a telephone call or e-mail is attempted, made, or received, a brief summary of the conversation is recorded in the school response log. The system stores all departmental data for the current year as well as all previous years from 1972. The DCM has two main screens and a number of auxiliary screens accessed from the main screens.