State-based Research Assistants (RAs) for Qualitative Fieldwork

Malaria Consortium (MC) ToR for State-based Research Assistants

Malaria Consortium (MC) is implementing an embedded implementation research study in selected local government areas (LGAs) of Kogi, Plateau and Sokoto States to assess approaches for linking routine immunization (RI) activities with Seasonal Malaria Chemoprevention (SMC) delivery. The approaches comprise: A, structured RI messaging during SMC contact; B, Approach A plus community engagement/social and behaviour change communication (SBCC); and C, Approach B plus immunization-status screening, referral and follow-up. A comparator arm receives standard SMC.

The qualitative component explores acceptability, feasibility, implementation burden, fidelity, perceived effectiveness, equity and scalability. MC seeks six state-based Research Assistants (RAs), two in each state, and other state-level data collection team members (Moderators, Notetakers and qualitative data transcribers) to support the approved qualitative fieldwork. The RAs will work under the day-to-day technical direction and supervision of the Lead Qualitative Research Consultant and within MC-approved study procedures.

Purpose and limits of the assignment

• To engage and deploy complementary cadres—State Research Assistants to undertake approved state-level qualitative fieldwork. Research Assistants coordinate recruitment, scheduling, field logistics and quality monitoring; Moderators conduct FGDs/KIIs; Note Takers document sessions and support debriefs; and Transcribers produce accurate, de-identified transcripts and approved translations. All cadres work under the technical supervision of the Lead Qualitative Research Consultant and Malaria Consortium (MC) oversight.
• This ToR covers field personnel only. No cadre is engaged to independently design or amend the protocol, approve sampling changes, lead the consultancy, undertake study-wide qualitative analysis, or prepare the final integrated research report. Duties are allocated by cadre and may overlap only when specifically assigned, personnel are trained and competent, and the Lead Consultant authorises the arrangement.

Qualitative Study Participants and Planned Sample

• The Lead Qualitative Research Consultant will operationalize the approved multi-stage sampling process with MC and government counterparts. State Research Assistants will implement the approved recruitment plan and coordinate scheduling; Moderators and Note Takers will support eligibility checks and consent within their training and assigned roles; Transcribers will work only with authorised, consented recordings. No field cadre may independently change the sampling frame or respondent targets.

Participant Identification and Recruitment

• The Research Assistants, based in Kogi State, with the support of the moderators, Note takers and transcribers will coordinate participant identification and recruitment for qualitative data collection in their respective states, working closely with Malaria Consortium (MC), State Programme Managers and relevant state/LGA authorities to facilitate official introductions, access to selected clusters and model facilities, and participant mobilisation through appropriate community and programme structures.
• The Research Assistants with the support of the moderators, Note takers and transcribers will coordinate the implementation of the MC-approved sampling and recruitment plan, ensuring that approved recruitment lists and eligibility criteria are followed. They will oversee the screening process, maintain accurate screening and recruitment logs, monitor recruitment progress and support the selection of participants representing diverse roles, geographical locations and levels of intervention exposure.
• The Research Assistants will coordinate with trained qualitative data collectors to ensure that prospective participants are approached appropriately, eligibility is verified, and recruitment and informed consent procedures comply with the approved study protocol and ethical requirements. Recruitment and consent will be undertaken by trained research personnel who are not directly responsible for providing services to prospective participants to minimize potential coercion and power imbalances.
• The Research Assistants will coordinate the identification, recruitment and scheduling of the relevant respondent groups in their respective states, including caregivers and community drug distributors (CDDs) from the selected qualitative cluster in each intervention LGA; health workers from model facilities serving the selected clusters; community/traditional leaders in the three Approach C LGAs; and programme stakeholders purposively selected based on their responsibilities for SMC, routine immunization (RI), primary healthcare (PHC) planning, implementation, supervision or oversight.
• The Research Assistants will monitor recruitment against the approved state-level targets and data collection schedule, document recruitment challenges, ineligibility and non-response, and promptly communicate any proposed respondent replacements to the study lead and MC for review and approval. MC will retain final approval of the recruitment matrix and any replacement of a selected respondent.

Responsibilities of each Research Assistant

• Review the approved protocol, assigned respondent guides, information sheets/consent forms, recruitment plan and state-specific field schedule; attend training and the field pre-test as directed.
• Prepare and maintain a state-level workplan and daily schedule under the Lead Consultant’s direction; coordinate with the second RA in the state to avoid duplication and ensure coverage.
• Liaise with approved state/LGA, health-facility and community contacts to arrange access, private venues and appropriate recruitment, without creating coercion or promising incentives.
• Screen and recruit eligible participants against approved criteria; document refusals and non-response; arrange FGDs and KIIs; obtain and document informed consent and separate audio-recording consent in accordance with the approved procedures.
• Facilitate or assist with FGDs/KIIs, probing and note-taking as assigned by the Lead Consultant, using the correct respondent-specific guide and intervention-approach routing.
• Check session records, audio quality (where consented), field notes, respondent IDs, dates and metadata; complete same-day debriefs and implement corrective actions requested by the Lead Consultant.
• Maintain a rolling recruitment and fieldwork tracker disaggregated by state, LGA, respondent group and intervention approach; flag under-represented groups, contradictory cases and emerging gaps.
• Support approved transcription/translation coordination and transcript-to-audio or bilingual quality checks where assigned, without assuming responsibility for all study-wide transcription or analysis.
• Securely label, de-identify where appropriate, organize and transfer field notes, audio, consent records and other assigned materials through MC-approved systems; keep identifying records separate.
• Prepare a concise state-level completion report and outstanding-issues log; hand over all assigned records to the Lead Consultant and designated MC study personnel.

Field Logistics and Responsibilities:

Item

Responsibility/arrangement

Participant identification/mobilization

MC/state/LGA counterparts facilitate approved introductions; Research Assistants coordinate screening, recruitment and scheduling; Moderators verify eligibility/consent as assigned; Note Takers document session codes; Transcribers have no recruitment role.

Venues

MC/state teams support venue identification; Research Assistants coordinate booking and logistics; Moderators assess privacy and suitability; Note Takers prepare recording/notes materials.

Participant transport reimbursement

MC alone approves and administers reimbursement permitted by ethics documents; no Research Assistant, Moderator, Note Taker or Transcriber may introduce incentives or vary arrangements.

Government/state/LGA introductions

MC and government partners provide official introductions; Research Assistants coordinate field access under Lead Consultant direction.

Access to quantitative/programme data for triangulation

MC controls authorised programme data. Field cadres may access only the materials required for assigned tasks, through approved channels.

Expected deliverables by staff cadre

No.

Cadre-specific deliverable

Timing

1

Research Assistants: state workplan, stakeholder contacts and field schedule

Within 2 working days of start

2

Research Assistants: approved recruitment and scheduling tracker; Moderators: session readiness/consent check

Within 4 working days; updated as needed

3

Research Assistants: daily recruitment/session tracker; Moderators: completed FGD/KII session record; Note Takers: session metadata

Daily during fieldwork

4

Research Assistants: state completion report; Moderators/Note Takers: session issue summaries; Transcribers: transcription s