Exploring the Pros and Cons of School-Based Data Collection Methods

Historically, the most effective and efficient way to collect data from school-aged youth has been to do so in the school setting. However, this puts a burden on the schools, which are already facing many challenges, making them increasingly reluctant to participate in voluntary research.

Since the COVID-19 pandemic, it has become especially important that researchers identify and implement more flexible approaches to conduct student data collection to ensure the success of education studies.

Choosing the right school-based data collection method can help enhance effectiveness and increase efficiency, so the benefits and challenges of each approach should be considered before beginning any data collection. 

In-School Student Data Collection: Benefits and Challenges

Through this traditional method, the data collector sets up and facilitates a group session with students; these sessions can be completed on computers that researchers bring in, or on school computers. 

Pros: 

• Students are a captive audience, which often results in higher participation and a minimal need for make-up sessions. 
• Data collectors can troubleshoot issues in real time.
• There is more flexibility in the scheduling of the student sessions. Not only can the school choose a day and time that is convenient for them, but the data collector can be flexible on the day of the session so students can participate at a time that works for their schedule. 
• Allows the researcher to talk with students who are over 18 – when the study includes students toward the end of high school – to provide assent when parental permission is missing.

Cons:

• This method can be more costly due to travel time, shipping costs, and extra time needed to set up equipment. 
• Schools may be challenged to find a space to hold a session and reluctant to pull students from their classrooms to participate.

Out-of-School Data Collection: A Flexible Approach

In this scenario, those collecting the data send materials to the parent and ask them to pass along the URL and student’s login information for the student to participate online. The web-based session can take place at their convenience, on their own device. Passing the login information from parent to student serves as implied permission for the student to participate.

Pros:

• Out-of-school sessions significantly reduce the burden on schools, creating opportunities for students to participate who may not otherwise have the opportunity. 
• This approach is useful for when schools will not permit an in-school session.
• Can be a solution for students in virtual schools or other education settings that may not be conducive to an in-school session. 
• Reduces cost because it eliminates elements such as travel, equipment, and time needed in the school. 

Cons:

• The challenges with this method are that data collectors need to receive contact information from schools to contact the parents. 
• Since students aren’t in school, data collectors need to carefully plan how they prompt students outside of school to participate to achieve high participation. 

Virtual Synchronous Data Collection: Maximizing Reach 

Virtual synchronous sessions allow the greatest level of flexibility when it comes to student data collection. For this session type, a data collector facilitates a group session using Zoom while students use their own or school-provided devices and Wi-Fi. Students may participate from within a school building, or have students log into the Zoon session from their home location, allowing for students from virtual schools to participate. At least two data collectors and one school staff person are used for every virtual synchronous session, or more if the quantity of students necessitates it.

Pros:

• Greater reach because remote schools are included, which may have otherwise been excluded due to cost-prohibitive travel and shipping. This allows students to participate and ask questions in real time.
• Allow for makeup sessions that may have been cost prohibitive to conduct. 
• Schools can host a group session without needing to admit a non-school staff person into the building, reserve a space for setup or breakdown of equipment, or receive and store equipment shipments. 
• From a staffing perspective, data collectors proctoring the session can be anywhere in the U.S. to facilitate; it does not require local staff. Costs are also reduced because there are no travel or shipping costs.

Cons:

• For this method, unreliable connectivity can be a challenge, so it’s critical that the school tests the student URL to ensure compatibility with the school’s network. 
• Some students may lack Zoom skills, meaning there will need to be more time spent at the beginning walking students through the session set up. 
• Data collectors may need additional training to understand how to set up a Zoom session and the processes needed for this session type. 

Teacher Administered Student Data Collection: Pros and Cons

With this approach, materials are sent to the school for teachers to conduct the student session themselves. For these teacher-administrated sessions, login information is provided to the school to conduct a group administration on school or student devices.

Pros:

• Teacher administered sessions can be used in all types of schools, including those that are remote or virtual, and those for schools not willing to have outsiders enter their buildings. 
• Timing for the session is put into the teacher’s hands and removes the costs of travel and equipment.

Cons:

• You relinquish control of the session and rarely are any make up sessions conducted. 
• Typically, project staff will need to prompt the school to get all the data collected and returned.

Increasing Flexibility and Reducing the Burden in School-Based Student Data Collection 

Regardless of which data collection method you use, sending permission materials to schools electronically to then be sent to parents can also help reduce the burden placed on schools. This process involves sending a PDF of the materials to schools to be distributed in the way schools typically contact parents at the school, such as email or a school messaging service, or they can print the materials and send them home with the students. Sending the permission materials to schools electronically is most effective with schools that use a type of permission form that does not need to be returned, like a notification or implicit or passive permission.

Pros:

• There is cost savings associated with not printing and shipping the materials.
• A lack of customization means limited quality control is required and there are no Personal Identifiable Information concerns. 
• Allows for a faster turnaround; sending materials to schools and parents are more likely to receive the materials as opposed to backpacking printed forms and depending on students to deliver them to their parents. 

Cons:

• The main challenge from using electronic permission is that the forms sometimes go to spam or junk folders when sent to the schools; this can be mitigated by confirming receipt. 

Using the right method of school-based data collection for your study can increase flexibility and improve participation among schools and students. Options such as out-of-school and virtual synchronous sessions enable studies to collect data from students who may not otherwise be able to participate because they are either not in a brick-and-mortar school, attend a school too remote to travel to, or attend a school that can’t allow a data collector on site.

Learn more about our work in surveys and data collection.