1999 National Household Survey on Drug Abuse Data Collection Report

5. FIELD STAFF TRAINING

With the staffing increases in all aspects of the project, training for all levels occurred both prior to the start of data collection and throughout the year.

A series of management sessions was held during the calendar year 1998 to prepare Regional Directors (RDs), Regional Supervisors (RSs), and Field Supervisors (FSs) for the 1999 NHSDA.

The first management session for RSs and FSs related to counting and listing (C/L) was held May 14-18, 1998, in Raleigh, NC. The session began with an all-day orientation for only RSs to prepare them for their C/L role, followed by three days of joint sessions with FSs. These joint sessions provided:

• an overview of the NHSDA;

• a discussion of project and work management goals;

• a thorough discussion of managing counting & listing; and

• training in problem resolution.

All supervisors received Gateway laptop computers and laser printers; during a computer orientation session they were briefed on the use of this equipment, the various project reporting programs, and the e-mail system for the project. For those FSs hired after this session, an August, 1998, "rookie camp" for new FSs and other new project personnel, including survey specialists, was held. This rookie camp session was designed to orient new on-site RSs and new-to-NHSDA project staff. At that time, new FSs were also trained for counting and listing and received their project orientation and computer training.

The September management training kicked off the interviewer recruiting phase in earnest. RSs attended sessions from September 10-12, 1998, about planning and monitoring production and understanding regional issues. Then all management staff, including FSs and survey specialists, were present from September 13-17 to discuss how to recruit the enormous number of interviewers needed for the 1999 NHSDA. These sessions were broken into four Regional Director teams that met in different rooms. In October of 1998, another management session for new FS hires was held so they could receive the same training.

Another large training session for all RSs and FSs was held in November with separate and joint components (RSs from November 10-16; FSs from November 12-15). This time the focus was on screening and interviewing management, the use of the Web-based CMS for monitoring production, and other components of overseeing data collection.

Finally, an RS-only one-day session was held in Durham, NC, on December 5, 1998, just before the Training-the-Trainers Session to review late-breaking developments related to staffing and the Case Management System.

Once the 1999 NHSDA was underway, the need for continuous training of supervisory staff was evident. To meet this need, six short region-specific management meetings were held in March (March 4-7, 1999) for RDs, RSs, FSs, and survey specialists at locations across the country. An RD-only session also was held April 21-22, 1999. In August (July 29-August 1) another meeting was held with RDs and RSs in the RTP area. Part of the purpose was to plan for the upcoming August sessions to be hosted by each Regional Director for the RSs and FSs in his/her area. Those August management sessions took place August 19-22, 1999, and, like the March regional sessions, were held in each region for RDs, RSs, FSs, Super FSs, and survey specialists.

In preparation for the 1999 NHSDA data collection, all RDs, RSs, FSs, survey specialists, and other "guest" RTI trainers were required to attend a preparatory "Training-the-Trainers" session held December 6-11, 1998, in Durham, North Carolina. Ten classrooms were led by master trainers, with assistance from other experienced project staff. The groups reviewed the training guide and materials, as well as logistics, expectations, and effective training skills.

Master trainers were regional directors and other members of the management and Instrument Assessment and Development team. These master trainers first attended a one-day "Master Trainer" training session conducted at RTI on November 23, 1998, to learn how to lead the training at the "Training-the-Trainers" session.

Within each classroom directed by a master trainer, the trainees were grouped into "training triplets" consisting of a lead trainer, an assistant trainer, and a technical support representative. For each triplet, the lead trainer usually was an FS or RS and the assistant trainer was another NHSDA staff member or an RTI "guest" trainer (an RTI employee not already assigned to NHSDA). During "Training-the-Trainers," members of each triplet took turnspresenting sections from the training guide to gain practice training in front of their peers and so that the master trainer could evaluate their training skills in advance.

When trainers were needed throughout the year, they were taken from the pool of candidates trained during the "Training-the-Trainers" session so that all replacement training sessions were conducted in the same way as those done in January, 1999.

The initial training session to train veterans and new-to-NHSDA FIs was held at 14 sites nationwide: Baltimore, MD; Boston, MA; Cary, NC; Chicago, IL; Columbus, OH; Houston, TX; Indianapolis, IN; Los Angeles, CA (2 sites); Miami, FL; Minneapolis, MN; Pittsburgh, PA; Seattle, WA; and White Plains, NY. A total of 971 FIs were trained at this time. At each site, there were multiple training rooms for a total of 76 training rooms staffed by a "training triplet" (and in some cases an additional backup trainer). The sessions were staggered to prevent the RTI servers from becoming overloaded during transmission practice (Session A ran from January 6-14, 1999, and Session B from January 7-15, 1999). One advantage of this format was that it helped B sites deal more effectively with unanticipated training issues. Training issues encountered by A sites were known, and in some cases resolved, in time to help B sites.

For those FIs with prior commitments during the initial January training sessions, a make-up training session was held from January 26-February 3, 1999. An additional 102 interviewers completed this training, bringing the January, 1999, total staff trained to 1,073 FIs. Later replacement training sessions were also held nationwide based primarily on the location of interviewers being hired. These later sessions helped maintain a sufficient staff size to complete S/I within the quarterly timeframes. These replacement sessions, which occurred monthly from February through November, involved an additional 69 training rooms that trained a total of 924 more FIs for the NHSDA.

Whether an FI was trained in January or at a later training session, the training format was the same. It consisted of seven days of training covering the general techniques of interviewing, screening using the Newton handheld computer, conducting NHSDA interviews on the Gateway laptop computer, and general NHSDA protocols and technical support. An eighth day of training was required for FIs who might be conducting PAPI interviews. Spanish-speaking FIs attended an additional session on Day 9 to review the Spanish translations of the questionnaire and the Newton screening program. Since there was no separate "General FI Training" session for FIs who were new to survey research, general FI training material was incorporated into theregular NHSDA training session so that both new and veteran FIs received a solid foundation in or review of basic interviewing techniques and protocols. New interviewers also benefitted more from veteran's field experience with this approach. Table 5.1 summarizes the training sessions held for the 1999 NHSDA.

Given the wide variety of training experience, particularly among the FS staff, a near-verbatim guide with 24 sections provided detailed instructions and text to be read to ensure all necessary instructional points were covered. The use of the guide by all trainers provided consistency among the many sites and rooms trained throughout the year. In addition to the guide, trainers also used a videotape that contained multiple segments for use throughout the seven days of training; a workbook containing exercises on the Newton and laptop computer and printed examples; a training segment kit used in exercises that replicated the contents of an actual segment kit ; the FI manuals for reference; and the two computers (the Newton and the Gateway laptop) with accessory equipment.

At each training site, there was a Site Leader, logistical assistant, and one or more training teams. Each of these roles was well-defined to ensure that training proceeded smoothly.

The Site Leader at each training site coordinated all FI registration activities, hotel relations, and logistics; and monitored trainees and trainers. The Site Leader's specific tasks included:

• collecting and evaluating homestudy exercises;

• issuing picture ID badges;

• coordinating all services provided by the hotel with the assigned hotel representative;

• managing the trainers and training rooms;

• evaluating trainee performance and working with trainers to resolve problems with trainees, including termination when necessary as a last resort; and

• informing trainers about problems or suggestions from other sites.

The Site Leader role in January was filled by a "master trainer" or another NHSDA management-level supervisor who had extensive experience with project protocols and management goals.

As discussed earlier, each classroom was taught by a "training triplet" consisting of a lead trainer, an assistant trainer, and a technical support representative. The lead trainer and assistant trainer divided the responsibility for presenting sections of the training, with the technical support representative often helping with the more technical sections. The lead trainer had the additional responsibility for the logistics and schedule of the training room. In general one trainer would train from the front of the room while the other trainer would monitor FI progress, assist FIs with questions, and sometimes operate the overheads or computer equipment.

The technical support representative's primary role was to prepare and set-up the computers for the NHSDA; to ensure the proper functioning of the Newton, Gateway and Toshiba projection equipment used for the training presentation; to provide in-class technical help; and in some cases, to present the technical sections of the training program (depending on the classroom's training needs and the technical support representative's training experience).

Before training began but after discussing with the FI his/her experience and overall comfort level working with computers, each FS completed a Skills Assessment evaluation to determine whether the FI would benefit from additional computer training. Based on this assessment, FIs who were recommended to do so attended a two-hour introductory session given by an experienced trainer and technical support representative. This class took place the afternoon of registration and consisted of an introduction to the basics of computer terminology for both the Newton and Gateway (e.g., learning what is meant by terms such as "tap," "mouse," "window" or "[ENTER] key"). After this discussion, the FIs were given hands-on practice with both computers in order to build their confidence and facilitate their ease in using them.

On Day 1, all new and veteran NHSDA FIs began the training session with an introduction to the history and scope of the NHSDA presented in a video by Project Director Tom Virag. Next, FIs were introduced to the importance of professional ethics, respondent rights, and the interviewer's role and tasks on the NHSDA. The day concluded with a thorough introduction to the basics of the Newton hardware and software, although the actual screening program was not covered.

Training on Day 2 began with a general introduction to survey sampling and counting and listing, followed by an in-depth discussion of how to locate segments and selected DUs. Next, FIs learned how to contact selected DUs for screening and the importance of knowing the study. They were given the opportunity to review supplementary materials and practice effective introductions and responses to respondent questions. The rest of the day focused on conducting the screening using the Newton handheld computer.

This day was devoted entirely to conducting screenings on the Newton. Trainees completed several enumeration and rostering exercises round-robin style then advanced to individual and paired mock exercises covering the whole screening process. They also learned about the specifics of screening group quarters units and of adding missed DUs.

On Day 4, the focus shifted to the CAI interview. FIs were given an introduction to-or, in the case of veteran FIs, a review of-the basics of good field interviewing techniques. Next they were instructed in the use of the Gateway computer hardware, supplementing what they learned in the introductory computer video received with their home study. This was followed by a complete round-robin read-through of the entire questionnaire, including question-by-question specifications. The day concluded with a brief discussion of the functions of the CAI manager program on the Gateway.

On Day 5, training began with a section devoted to converting respondents reluctant to participate in the survey. In addition to informative video segments and group exercises, there were two individual interview exercises that gave FIs the chance to review at their own pace both the format of and questions in the CAI program as well as the transition from the screening process on the Newton to the CAI interviewing process on the Gateway laptop.

Day 6 began with a brief review of the basics of probing, and then FIs began a series of two paired mock exercises encompassing the entire screening and interviewing process. Following each mock interview, a group review session was conducted by the trainer. The last item on the agenda for the day was a session on transmitting data during which a trainer or technical support representative demonstrated how to transmit from both the Newton and the Gateway. At a station in the training room, FIs then attempted a successful transmission on both computers.

This was the final day of training for CAI-only interviewers. FIs completed two more paired mock exercises and finished transmitting if they had not already done so the day before. Next was a discussion of the project's administrative procedures, project supplies, data quality control, and proper documenting and reporting. A section on troubleshooting and technical support informed FIs about the most common technical problems they could encounter, steps to take to correct them, and when and how to contact Technical Support for additional help. The session concluded with a brief recap of the entire process of screening and interviewing.

Those FIs who would have both CAI and PAPI samples in their region were required to attend an additional day of PAPI training conducted on Day 8. Even veteran FIs who had worked on NHSDA previously attended this session. The session consisted of an overview of the PAPI conventions and questionnaire, the differences between the content and methodology of the PAPI and the CAI interviews, and the proper administration of the PAPI interview including all of the materials used. FIs also learned about the differences in the Newton for PAPI interviews (e.g., entering the QuestID from the PAPI questionnaire into the Newton). The rest of the day consisted of a group read-through of the questionnaire and two abbreviated paired mocks.

In February, 1999, RTI discovered that more interviewers were needed to complete Quarter 1 PAPI interviews because of unanticipated high yields (see Section 2.6.1). Since not all interviewers had been trained in PAPI in January, more PAPI-trained FIs were needed quickly. The result was a one-day PAPI-only training session held in Chicago on February 20, 1999. At this session, 38 FIs who had attended the 1999 CAI training but not the PAPI training were given a thorough training in PAPI procedures so that they could begin working PAPI segments.

Having this pool of PAPI-trained interviewers was helpful, but staff found that some individual areas still needed one or two more PAPI interviewers. As a result, approximately 15-20 more NHSDA interviewers who were 1998 PAPI veterans were given an abbreviated, over-the-telephone session by an RD, RS, or FS to learn how to administer PAPI for 1999. In this telephone training they were instructed in how the NHSDA instrument had changed from past years and also in how to use the Newton for screening PAPI cases. In some cases, several FIs were trained over the telephone at once. This telephone training included a slightly condensed version of the full-day Day 8 lectures and a questionnaire read-through (but no mock exercises) so the total time for this training session was approximately two to three hours. These telephone vet trainings were conducted in March, 1999 only. The adjustments to the sampling rate and the training of additional interviewers throughout the rest of the year eliminated the need for further telephone PAPI training.

A trainer fluent in Spanish conducted a one-day session for RTI-Certified bilingual FIs on the Spanish-language NHSDA materials. These FIs were trained to use the Spanish versions of the screening introduction and rostering questions on the Newton, the CAI and PAPI questionnaires, and other 1999 supplemental materials. Only those FIs who were RTI-Certified bilingual interviewers and who had been hired as bilingual interviewers attended this session.

Regional team meetings with particular FS teams began in May, 1999. Approximately one meeting per FS team was held between May and December, 1999. The primary intent of these meetings was to provide further training for FIs on refusal avoidance, refusal conversion, and efficiently working case assignments. These "mini-camp" meetings were held in locations central to an FS's team. RTI project management was encouraged to be present at these meetings; therefore, usually an RD and/or RS attended.

After completing training, FIs continued to need opportunities to improve or refine their screening and interviewing skills. During twice-weekly conference calls and at other times as needed, an FI and FS discussed questions or problems. However in some cases, an FS made an in-person visit to mentor the FI and increase the FI's skills and experience through on-the-job training. These in-person visits were not always a reaction to a major problem; they were sometimes a proactive measure taken to ensure success in the field for potentially "problem" FIs and to reduce FI attrition. All such visits were subject to prior RS approval.

While there were many opportunities for FSs to learn the rudiments of managing NHSDA production through on-going mini-camps and regional management sessions, in some cases, management staff identified a need for more intense one-on-one training. In-person visits by an RS were used primarily for the purpose of observing and coaching FSs in effective methods of managing organizational and administrative tasks. However, these RS visits were almost always for the purpose of troubleshooting and addressing a major problem or centered around concern about an FS's performance. These visits were subject to prior RD approval.

With the large number of training rooms for the January FI training sessions, the task of identifying enough trainers was challenging. Potential trainers were recruited from RTI and given a relatively short period in which to master the large amount of training material.

The master trainers who led the Training-the-Trainers sessions were chosen based on experience and knowledge of project protocols. Most of these individuals were project leaders already burdened with other project management and materials development responsibilities.

Leading the training sessions held throughout the year were project staff with other NHSDA responsibilities. These dedicated staff trained each day then completed other project duties in the evenings.

Severe winter weather in much of the country just prior to the start of the January training sessions caused problems. Some trainees could not travel to their scheduled site so had to attend the late-January make-up session which delayed the start of data collection for these FIs.

Since the trainers working in January had varying levels of experience, the need for a nearly-perfect near-verbatim training guide was strong. Materials development staff worked diligently on an extremely tight schedule to revise the guide following the Training-the-Trainers session so that trainers would have their materials in time to prepare for the January sessions.

1999 NHSDA FI Staffing and Training Program

Month	FI Training Sessions Date & Location	FIs Trained	Cum. No. of FIs	Attrited FIs	Cum. No. of Attrited FIs
	Initial Training Session
Jan	Date:    Session A: 1/6-14 Session B: 1/7-15 Location: 14 sites (see text)	1073	1073	40	40
	Make-up Training Session Date: 1/26-2/3 Location: Raleigh (NC) and Los Angeles
	Replacement Training Sessions
Feb	Date: 2/23-3/3 Location: Cary (NC) and Los Angeles	62	1135	46	86
Mar	Date: 3/23-3/31 Location: Raleigh and Los Angeles	86	1221	54	140
Apr	Date: 4/23-30 Location: Atlanta, Chicago, Minneapolis, Pittsburgh, Stamford (CT)	56	1277	66	206
May	Date: 5/12-20 Location: Los Angeles and Minneapolis	67	1344	58	264
June	Date: 6/22-30 Location: Los Angeles, Minneapolis, Pittsburgh, Stamford	258	1602	73	337
July	Date: 7/13-21 Location: Durham (NC), Los Angeles, Stamford	55	1657	81	418
Aug	Date: 8/10-18 Location: Los Angeles and Raleigh	71	1728	54	472
Sept	Date: 9/22-30 Location: Cincinnati, Los Angeles, Raleigh, Stamford	152	1880	96	568
Oct	Date: 10/12-20 Location: Durham	51	1931	59	627
Nov	Date: 11/9-17 Location: Raleigh	66	1997	69	696
Dec	No training session	0	1997	60	754

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