Debriefing Correspondence for non-respondents

Attachment D. Debriefing Interview Correspondence

Contact 2b: NPRA Debriefing Interview with Non-respondents/Partial Completers
Recruitment Script
NPO Name: [insert name]
Address: [insert address]
City and State: [insert city/state]
Contact Person: [insert point of contact]
Phone number: [insert phone]
E-mail address: [insert address]
Hello, my name is [recruiter’s name]. I am calling from ICF for the National Science
Foundation. May I speak to [insert name].
If a receptionist/gatekeeper asks, “What is this in regards to?” say: Recently Mr./Ms./Dr.
[name] was asked to complete a survey for the National Science Foundation. We are conducting
follow up interviews with some select nonprofit organizations.
□ Yes [Continue]
□ No [If the person is unavailable. Do not leave a message. If someone other than the person
answers, ask when can I call back? ___________________ ]
If you are transferred to the person by a gatekeeper/receptionist, say:
Hello, my name is [recruiter’s name]. I am calling from ICF for the National Science
Foundation. Thank you for taking my call. Recently, we invited you to participate in the Survey
of Nonprofit Research Activities. For non-respondents say: While we did not receive a response
from your organization and we respect your decision not to respond, we would like to understand
your reasons for not responding. For partial completers say: Thank you for answering a few of
the questions on the survey. We would like to better understand your reasons for not responding
to the entire survey.
Your input is valuable to us because you will represent nonprofit organizations of similar size
and interests. The interview would take no more than a half an hour of your time and would be
conducted over the phone.
We would specifically be asking your reasons for not participating and a couple of questions
about our communications to your organization.
We would like to schedule for some time between [Month, day] and [Month, day]. As I
mentioned, the interview will take 20 to 30 minutes hour and it will be conducted over the
phone.

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Can we schedule an interview with you or other representatives from your organization?
□ Yes [Continue to the end to schedule meeting and verify contact information.]
□ No [Say: “Thank you for your time. Good-bye.”]
Great! I would like to set up a date and time for our meeting.
Appointment Information:
Year
Date: [insert date]
Time: [insert time]
Confirm the following information:
Phone number: [insert phone]
E-mail address: [insert e-mail]
Name of individual(s) we will meet: [insert name of interviewee]
I will send you an e-mail confirming the date and time of our meeting.
Finally, just a reminder this research is being conducted by the National Science Foundation to
examine the Survey of Nonprofit Research Activities and, if needed, make any changes to it
before we field the survey again this year. Your participation is completely voluntary. Your
name and the name of your organization will remain confidential.
Our discussion should last no more than 30 minutes. If you have any questions, please contact
me at:
[State your name again, phone number, and e-mail address.]
Again, thank you very much for your time and for agreeing to participate in this research. We
look forward to talking with you on [insert date and time].

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Contact 3a: Confirmation Letter for Respondents who Submitted
Dear [Name],
This e-mail serves as confirmation of the date and time for our telephone interview to discuss the
National Science Foundation’s (NSF) Survey of Nonprofit Research Activities that your
organization recently completed.
Interview Date and Time:
Name/Title
Conference Phone
Number:

[Day of week], [Month] [date], 2018, [time]
a.m./p.m. [EST/CST/MST/PST]
[Name/title of Interviewee]
[Toll-free line and passcode]

As I mentioned, you will also need access to your computer and the Internet when we talk.
About 15 minutes before the interview, our interviewer will send you an e-mail. The subject line
will say “Please join.me.” You will be given a URL to click on. Once you click on it you will be
able to see the interviewer’s screen. Our interviewer will be sharing your completed survey with
you.
The interview will take no more than 60 minutes to complete. We will walk through your
completed survey together and I will ask for your experience interacting with the survey and
about the survey content. For example, we are interested in


what your experience was navigating through the survey online;



whether the questions were clear and concise; and



how easy or difficult it was to answer the questions.

One or two members of the ICF team [and an observer from NSF] will be present at the
interview. If you need to reschedule, please contact me by telephone at [telephone number] or by
e-mail at [email protected] as soon as possible.
Thank you for your time and we look forward to talking to you.
[Recruiter’s name]
NSF Survey of Nonprofit Research Activities
ICF
[Telephone number]

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Contact 3b: Non-respondents and Partial Completer Confirmation Letter
Dear [Name]:
This e-mail serves as confirmation of the time for our interview to discuss the National Science
Foundation’s (NSF) Survey of Nonprofit Research Activities.
Interview Date and Time:
Name/Title
Conference Phone
Number:

[Day of week], [Month] [date], 2018, [time]
a.m./p.m. [EST/CST/MST/PST]
[Name/title of Interviewee]
[Toll-free line and passcode]

The interview will take no more than 30 minutes to complete. We will talk about your
organization’s decision not to complete the full survey and any information we could include that
would encourage your organization to participate in the future.
One or two members of the ICF team, and possibly a representative from NSF, will be calling in
for this interview. If you need to reschedule, please contact me by telephone at [insert phone] or
by e-mail at [email protected] soon as possible.
Thank you for your time and we look forward to talking with you.
[Recruiter’s name]
NSF Survey of Nonprofit Research Activities
ICF
[Telephone number]

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Contact 4a: Respondent who Submited Electronic Meeting Invitation
Note – interviewer sends this email
To:

Participant’s e-mail address

Subject:

Interview to Discuss the National Science Foundation’s (NSF) Survey of
Nonprofit Research Activities you recently completed

Location:

Toll-free conference line: 1-855-XXX-XXXX, Passcode XXXXXX

Start time:

[Date and time]

End time:

[Date and time]

Just as a reminder, you will need access to your computer/Internet during the interview. I will be
sharing my screen with you using join.me. You will receive an e-mail from me just before the
start of the interview. The subject line will say “Please join.me”—once you access this, you will
be able to see the interviewer’s computer screen.
The interview will take no more than 60 minutes to complete. I’ll walk through your completed
survey together and ask for your experience interacting with the survey and about the survey
content. For example, we are interested in


what your experience was navigating through the survey online;



whether the questions were clear and concise; and



how easy or difficult it was to answer the questions.

Please e-mail or call me if you have any questions.
[Interviewer’s name]
[Telephone number]
[E-mail address]

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Contact 4b: Non-respondent/Partial Complete Electronic Meeting Invitation
Note: this will be sent by the interviewer
To:

Participant’s e-mail address

Subject:

Interview to Discuss the National Science Foundation’s (NSF) Survey of
Nonprofit Research Activities

Location:

Toll-free conference line: 1-855-XXX-XXXX, Passcode XXXXXX

Start time:

Date and time

End time:

Date and time

The interview will take no more than 30 minutes to complete. We will talk about your
organization’s decision not to complete the survey and any information we could include that
would encourage your organization to participate in the future.
For your reference, I have also attached a copy of the prenotification letter and screener card
that we sent to [Name] in January 2018.
Please e-mail or call me if you have any questions.
[Interviewer’s name]
[Telephone number]
[E-mail address]

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Contact 5: Thank you letter on NSF Letterhead
[Month] [day], 2018
Dear [Name],
We greatly appreciate your participation in the interview on [Month] [day], 2018. We
appreciated your willingness to share your thinking and experiences about the National Science
Foundation’s Survey of Nonprofit Research Activities. Your thoughtful feedback will help us
determine if we make to make any revisions to the survey before we conduct it again later this
year.
If you have any questions about his survey, please do not hesitate to contact me.
Sincerely,

Ronda Britt
Project Officer
Survey of Nonprofit Research Activities
National Center for Science and Engineering Statistics
National Science Foundation
703-292-7765
[email protected]

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