Sample Qualitative Data Preparation and Transcription Protocol

Qualitative Data Preparation and Transcription Protocol 

TEXT FORMATTING

 

General Instructions

The transcriber shall transcribe all individual and focus group interviews using the following formatting:

 

1. Arial 10-point face-font

2. One-inch top, bottom, right, and left margins

3. All text shall begin at the left-hand margin (no indents)

4. Entire document shall be left justified

 

Labeling Focus Group Transcripts

Individual interview transcript shall include the following labeling information at the top of the document:

 

Example:

Focus Group Location:

Cadre:

Date:

Number of Attendees (if known):

Name of Transcriber:

Number of Tapes:

 

Audiotape Changes

The transcriber shall indicate when the interview is recorded on a new tape and include information verifying that the second side of the audiotape is blank as well as the total number of audiotapes associated with the focus group. This information shall be typed in uppercase letters.

 

Example:

END OF TAPE 1 (3 TAPES TOTAL); VERIFIED THAT SIDE B OF TAPE 1 IS BLANK

START OF TAPE 2 (3 TAPES TOTAL)

END OF TAPE 2 (3 TAPES TOTAL); VERIFIED THAT SIDE B OF TAPE 2 IS BLANK

 

Documenting Comments

Comments or questions by the Interviewer or Facilitator should be labeled with by typing I: at the left margin and then indenting the question or comment.  

 

Any comments or responses from participants should be labeled with P: at the left margin with the response indented.  A response or comment from a different participant should be separated by a return and than a new P: at the left margin.

 

Example

 

I:  OK, before we begin the interview itself, I’d like to confirm that you have read and signed the informed consent form, that you understand that your participation in this study is entirely voluntary, that you may refuse to answer any questions, and that you may withdraw from the study at anytime.

 

P:  Yes, I had read it and understand this.

 

P: I also understand it, thank you.

 

I: Do you have questions before we proceed?

 

End of Interview

In addition, the transcriber shall indicate when the interview session has reached completion by typing END OF INTERVIEW in uppercase letters on the last line of the transcript along with information regarding the total number of audiotapes associate with the interview and verification that the second side of the tape is blank. A double space should precede this information.

 

Example:

 

I:  Is there anything else that you would like to add?

 

P: Nope, I think that about covers it.

 

I:  Well, thanks for taking the time to talk with me today. I really appreciate it.

 

END OF INTERVIEW—(3 TAPES TOTAL); VERIFIED THAT SIDE B OF TAPE 2 IS BLANK

 
 

CONTENT

Audiotapes shall be transcribed verbatim (i.e., recorded word for word, exactly as said), including any nonverbal or background sounds (e.g., laughter, sighs, coughs, claps, snaps fingers, pen clicking, and car horn).

• Nonverbal sounds shall be typed in parentheses, for example, (short sharp laugh), (group laughter), (police siren in background). 
  
• If interviewers or interviewees mispronounce words, these words shall be transcribed as the individual said them. The transcript shall not be “cleaned up” by removing foul language, slang, grammatical errors, or misuse of words or concepts.
• If an incorrect or unexpected pronunciation results in difficulties with comprehension of the text, the correct word shall be typed in square brackets. A forward slash shall be placed immediately behind the open square bracket and another in front of the closed square bracket.

 

Example:

P: I thought that was pretty pacific [/specific/], but they disagreed.

 

Filler words such as hm, huh, mm, mhm, uh huh, um, mkay, yeah, yuhuh, nah huh, ugh, whoa, uh oh, ah, and ahah shall be transcribed.

 

Inaudible Information

The transcriber shall identify portions of the audiotape that are inaudible or difficult to decipher. If a relatively small segment of the tape (a word or short sentence) is partially unintelligible, the transcriber shall type the phrase “inaudible segment.” This information shall appear in square brackets.

 

Example:

The process of identifying missing words in an audiotaped interview of poor quality is [inaudible segment].

 

If a lengthy segment of the tape is inaudible, unintelligible, or is “dead air” where no one is speaking, the transcriber shall record this information in square brackets. In addition, the transcriber shall provide a time estimate for information that could not be transcribed.

 

Example:

[Inaudible: 2 minutes of interview missing]

 
 

Overlapping Speech

If individuals are speaking at the same time (i.e., overlapping speech) and it is not possible to distinguish what each person is saying, the transcriber shall place the phrase “cross talk” in square brackets immediately after the last identifiable speaker’s text and pick up with the next audible speaker.

 

Example:

P: Turn taking may not always occur. People may simultaneously contribute to the conversation; hence, making it difficult to differentiate between one person’s statement [cross talk]. This results in loss of some information.

 

Pauses

If an individual pauses briefly between statements or trails off at the end of a statement, the transcriber shall use three ellipses. A brief pause is defined as a two- to five second break in speech.

 

Example:

P: Sometimes, a participant briefly loses . . . a train of thought or . . . pauses after making a poignant remark. Other times, they end their statements with a clause such as but then . . . .

 

If a substantial speech delay occurs at either beginning or the continuing a statement occurs (more than two or three seconds), the transcriber shall use “long pause” in parentheses.

 

Example:

P: Sometimes the individual may require additional time to construct a response. (Long pause) other times, he or she is waiting for additional instructions or probes.

 

Questionable Text

If the transcriber is unsure of the accuracy of a statement made by a speaker, this statement shall be placed inside parentheses and a question mark is placed in front of the open parenthesis and behind the close parenthesis.

 

Example:

P: I wanted to switch to ?(Kibuli Hospital)? if they have a job available for me because I think the conditions would be better.

 

Sensitive Information

If an individual uses his or her own name during the discussion, the transcriber shall replace this information with the appropriate interviewee identification label/naming convention.

 

Example:

P:  My supervisor said to me, “P1, think about things before you open your mouth.”

 

P: I agree with P1; I hear the same thing from mine all the time.

 

If an individual provides others’ names, locations, organizations, and so on, the transcriber shall enter an equal sign immediately before and after the named information. Analysts will use this labeling information to easily identify sensitive information that may require substitution.

 

Example:

 

P: My colleague =John Doe = was very unhappy in his job so he started talking to the hospital administrator at  = Kagadi Hospital = about a different job.

 
 

REVIEWING FOR ACCURACY

The transcriber/proofreader shall check (proofread) all transcriptions against the audiotape and revise the transcript file accordingly. The transcriber/proofreader shall adopt a three-pass-per-tape policy whereby each tape is listened to three times against the transcript before it is submitted. All transcripts shall be audited for accuracy by the interviewer who conducted the interview or by the study data manager.

 

SAVING TRANSCRIPTS

The transcriber shall save each transcript as a text file rich text file with an .rtf extension.

For focus groups, the title should include the location of the focus group and the cadre.