Telephone Interviews
1. Because telephone interviewing is an intrusive research tool, the researcher will need to demonstrate to the Committee's satisfaction:

(a) Why it is the preferred survey method and why other could not obtain the information less intrusive means, e.g. self-administered questionnaires.

(b) If questions are of a sensitive nature, how it is intended to minimise the potential for psychological harm and what referral protocol exists for people who experience emotional distress resulting from the interview or the request for an interview.

2. As a general rule, the minimum requirement is that the target population receives a written information sheet that forewarns them that telephone contact will be made. In addition to the normal requirements for an information sheet it should also address the following:

(a) The reasons for obtaining information via a telephone interview.

(b) How names, addresses and telephone numbers of the target population were obtained.

(c) The desired interviewee and why this person is chosen.

(d) Details of the nature of the questions to be asked.

(e) When the interview will take place and its length.

(f) The manner in which the target population may prevent telephone contact, e.g. the provision of a refusal form that can be returned to the researcher.

3. A telephone interview script must be submitted with the application.

(a) The introduction should be concise, clearly identifying the caller, for whom the research is being undertaken and referring to the letter. It should also be stated who is funding the research (where relevant) and from whom ethics approval has been obtained. In asking to speak to the intended interviewee, the specific nature of the call should not be disclosed to a third party. For example, it is sufficient to say "I would like to speak to ... regarding a letter we sent to her about women's health", rather than "I would like to speak to ... regarding a letter we sent to her about how often she has Pap tests".

(b) It must cater for people who do not receive the information letter, e.g. lost mail or people who have changed address and retained their telephone numbers. If it is necessary to interview such people, the interview cannot proceed until such time as they are provided with an information sheet if they are willing to receive one.

State And Federal Laws Concerning The Taping Of Telephone Conversations

Telecommunications Act 1997 (CTH) http://www.privacy.gov.au/act/telecom/index.html

Listening Devices Act 1984 (NSW) http://www.lawlink.nsw.gov.au/lawlink/privacynsw/ll_pnsw.nsf/pages/PNSW_03_listendevice

prohibit the recording of phone conversations except where all parties to the conversation provide express consent.

This legislation requires that you gain the express consent of participants before you publish or communicate your research based on telephone conversations with these participants, to other persons. As these laws protect privacy, courts will apply them strictly. This will usually mean that the consent obtained from participants should be specific, and identify how the information will be stored, used and distributed. The level of detail in consent forms will depend on the extent of the personally identifying information that is collected, stored and which can be accessed on an ongoing basis.

For example:

• if the information which is collected has no identifying details, so that the parties to the conversation can never be traced or identified by people accessing the primary data, the privacy concerns will be much less, and the consent can be more general;
• if identifying information is to be collected, and then sieved out from the information, which is then, distributed, privacy concerns will be heightened. Consideration will need to be given to securely storing the primary data with its identifying details and limiting access to that data and to any system which allowed matching of the 'generalised' data with the primary data containing the identification. The consent will need to allow retention of the identifying data and future access to it;

Consent forms should, therefore, contain the following information:

• where the information will be published;
• who will have access whilst the information is stored in the Department;
• what will happen to the material once the storage period of 7 years has expired;
• those research personnel are subject to confidentiality obligations in collecting the data.

Whether or not identifying data is to be recorded, the research personnel involved in collecting the data inevitably will hear information that may be regarded as private or confidential. If there is not already a confidentiality agreement in place generally covering the work of these personnel, then they should also sign a short confidentiality undertaking.

By taking the above steps the researcher(s) ensures that the participants understand the exact nature of the project and have given their fully informed consent to the use of the information recorded. (Reference: Gilbert and Tobin, 19 May 1995)

Questionnaires & De-identification

Whenever possible questionnaires should be anonymous. When it is necessary to cross link questionnaire answers to other data then it is better to have a research project identifier than to have a generic identifier such as the subject's/participant's name or Student I.D. number. If it is necessary to link the answers to student performances then only the Student ID number (without name) should be used. Where access to student records is required, written permission must be obtained from the University Registrar.

Home interviews or research

Only rarely will home visits be acceptable. Firstly there will need to be a well justified reason for the home visit which is required either by the nature of the research or by the requirements of the subjects. In most cases where there are such acceptable reasons the subject should have a friend/chaperone present and so should the researcher. This is to protect both the subject and the researcher from any charge of impropriety.

The following is a guide for a safety protocol:

• There will be no interviewing after dark or before sunrise.
• The interviews will be conducted in an open area near domestic housing and on a busy road.
• Students will wear nametags with a University of Sydney [Department's Name] logo.
• Students will all carry a clipboard with the questionnaires. (This is likely to have a protective role by defining their function and giving them an official role).
• Students will be dressed appropriately.
• Students will operate in groups of no less than three.
• One student will always be not interviewing, so that they will be able to offer assistance to other students if necessary.
• There will be males and females in each group. (This is not meant to imply that the males will look after the females. It is also possible that the females could have better communication skills which will assist the group if difficulties arise.)
• More than one student in each group will cary a mobile phone.
• A staff member will be available for immediate contact while interviews are being conducted.
• The first two groups to do the interviews will be accompanied by a staff member.
• Experience gained from the initial interviews will be passed on to subsequent groups.
• Students will practice the interview, the introduction and conclusion, before doing it in the field.
• Student will practice responding to rejections and possible unpleasantness.