- What experience does your company have with providing online samples for market research?
KJT Group was founded in 2007 and conducts hundreds of market research studies each year. KJT Group recruits healthcare professionals, patients, and consumers through a variety of mechanisms for qualitative and quantitative research. Nearly a decade ago, KJT Group developed its own online panel of professionals across the healthcare market, including physicians, nurses, medical/pharmacy directors, executives/administrators, office/practice staff, and key opinion leaders. In addition to its panel, KJT Group provides online sample through other custom recruitment techniques. Nearly all KJT Group research studies include online samples.
- Please describe and explain the type(s) of online sample sources from which you get respondents. Are these databases? Actively managed research panels? Direct marketing list? Social networks? Web intercept (also known as river) samples?
KJT Group primarily recruits respondents using proprietary databases, supplementing with preferred partner support as necessary.KJT Group’s operations team actively manages its KJT Group Research Panel. KJT Group invites respondents to join the KJT Group Panel through survey participation and KJT Group’s website. KJT Group follows a double opt-in process for panelists. It includes an opt-out opportunity as a part of all respondent communications. KJT Group validates panelist credentials, as appropriate, after the signing-up process, before they receive invitations.Additionally, KJT Group recruits using invitations to contacts in the Definitive Healthcare database, an online, up-to-date, comprehensive and integrated database of hospitals, physicians, and other healthcare providers. Depending on the study, KJT Group may opt to purchase sample from a vendor or use direct marketing lists. In all cases, KJT Group follows appropriate use guidelines set forth by the list provider.KJT Group recruits from social networks using a stringent validation process, customized to each engagement.
- If you provide samples for more than one source: How are the different sample sources blended together to ensure validity? How can this be replicated over time to provide reliability? How do you deal with the possibility of duplication of respondents across sources?
When using multiple sample sources, KJT Group takes great care to ensure the risk of a duplicate respondent is minimized. Deduping sample depends on the specific sample sources. KJT Group compiles a master sample file, integrating multiple sources, when possible. It ensures non-duplication using respondent level personal identifiers (e.g., name, address, email, NPI). When using partners, an exclusion list is used to minimize the risk that a respondent receives multiple invitations to the survey. Additional survey data checks may be integrated as well (e.g., IP addresses, multiple demographic questions, mailing addresses).
- If the sample source is a panel or database, is the panel or database used solely for market research, if not please explain.
Yes, KJT Group’s Panel is used solely for market research.
- How do you source groups that may be hard-to-reach on the internet?
KJT Group specializes in recruiting groups who are difficult to reach through standard means. It employs a custom approach for each engagement. Common methods include purchasing lists of members of, or working with, professional societies and patient advocacy groups, niche recruitment partners, and social media recruitment. KJT Group will only contact respondents using lists if given permission by the list provider.
- If, on a particular project, you need to supplement your sample(s) with sample(s) from other providers, how do you select those partners? Is it your policy to notify a client in advance when using a third party provider?
KJT Group selects partners based on several factors, including previous experience, qualifications/capabilities, standards (e.g., to market research best practices), data quality, project management, timeliness, and cost. Partners are continually re-evaluated. Performance is tracked in an internal database. Before a study is awarded, KJT Group always identifies whether a third party will be used to recruit respondents before project initiation. KJT Group identifies what type of sample was procured in its research reports.
- What steps do you take to achieve a representative sample of the target population?
KJT Group works closely with its clients to balance representativeness with time allowed for data collection, cost, and feasibility. If representativeness is an important concern, KJT Group works with its clients to develop appropriate quotas. Quotas may be established based on census data or other population-level estimates. Clients approve all quotas before recruitment begins. Weighting may also be used.
- Do you employ a survey router?
- If you use a router: Please describe the allocation process within your router. How do you decide which surveys might be considered for a respondent? On what priority basis are respondents allocated to surveys?
- If you use a router: What measure do you take to guard against, or mitigate any bias arising from employing a router? How do you measure and report any bias?
- If you use a router: Who is your company sets the parameters of the router? Is it a dedicated team or individual project managers?
- What profiling data is< held on respondents? How is it done? How does this differ across sample sources? How is it kept up-to-date? If no relevant profiling data is held, how are low incidence projects dealt with?
KJT Group only maintains profiling data on its Panelists. Panelists complete a survey with background information upon joining. This includes demographic information to be used for targeting. These data include professional training, experience, and functional/clinical area of focus. KJT Group requests periodic updates from its Panelists to ensure appropriate accuracy. KJT Group also retains research preferences and participation history for its Panelists.
- Please describe your survey invitation process. What is the proposition that people are offered to take part in the individual surveys? What information about the project itself is given in the process? Apart from direct invitations to specific surveys (or to a router), what other means of invitation to surveys are respondents exposed to? You should note that not all invitations to participate take the form of emails.
KJT Group invites respondents to complete research based on the requirements of the survey. Respondents receive an invitation to participate through email, mailings, phone, fax or open links through social media. The invitations include the subject of the survey, the length of the survey, honorarium offered for participation and a unique link to the survey.
- Please describe the incentives that respondents are offered for taking part in your surveys. How does this differ by sample source, by interview length, by respondent characteristics?
KJT Group incentivizes respondents based on the respondent type, methodology and required participation. Respondents receive a physical check or online electronic gift that they can redeem as a physical VISA gift card, electronic funds transfer to a bank account (ACH), Paypal transfer or electronic gift card to an online retailer.Other incentives can include sweepstakes (consumers) or provision of a blinded report of research results (professionals).
- What information about a project do you need in order to give an accurate estimate of feasibility using your own resources?
KJT Group needs to identify screening criteria or expected incidence rate (IR) for each quota group, desired completes for each quota group, the recruitment timeframe, and recruitment budget. KJT Group uses this information to compare criteria/IR against a sample universe, using historical response rates.
- Do you measure respondent satisfaction? Is this information made available to clients?
KJT Group provides respondents an opportunity to provide feedback on the survey experience upon completion. This is provided to clients upon request. This is considered proprietary and would only be shared with a client if an issue were to arise during a specific engagement. It is used to optimize the survey experience for future KJT Group surveys.
- What information do you provide to debrief your client after the project has finished?
KJT Group provides field dates, screening criteria, survey length, and the qualification rate as part of its study report template. Other data are provided to clients upon request.
- Who is responsible for data quality checks? If it is you, do you have in place procedures to reduce or eliminate undesired within a survey behaviours, such as (a) random responding, (b) illogical or inconsistent responding, (c) overuse of item non-response (e.g. “don’t know”) or (d) speeding (too rapid survey completion)? Please describe these procedures?
KJT Group is responsible for data quality checks, using the following approaches:
- Before a survey is fielded, KJT Group’s programming team runs a Random Data Generator (RDG)/Data Check Edit (DCE) process that generates random survey data. This is checked programmatically by a custom script to validate survey logic. This programmatic check verifies that questions that should be asked are, and those that are not, do not have data. Additionally, this program checks to ensure the correct answers are being provided and have data that matches expectations. KJT Group programmers and researchers also conduct a thorough manual test for all survey logic and content as well.
- During soft launch, KJT Group’s programmers run the soft launch data through the DCE program to validate the data. The DCE is performed again during subsequent data pulls during and after field.
- KJT Group has also developed a data validity process, customized to each engagement. This includes adding specific data validity questions to the questionnaire (e.g., trap questions, scale usage, inconsistent responses) and speed tracking. The research team develops the process for each engagement, which is implemented by programmers.
- KJT Group researchers also review verbatim responses during and after field to ensure respondents are consistently providing valid responses.
- How often can the same individual be contacted to take part in a survey within a specific period whether they respond to the contact or not? How does this vary across your sample sources?
Typically, KJT Group sends one reminder invitation 3-4 days after a survey’s launch to non-responders. A second reminder is sent 2-3 days later. Although rarely used in practice, KJT Group will send a third reminder if there is a compelling business reason to do so (e.g., long field period, limited sample universe). This is enforced across all projects and sample sources.
- How often can the same individual take part in a survey within a specific period? How does this vary across your sample sources? How do you manage this within categories and/or time periods?
KJT Group recognizes the delicate balance between sending multiple invitations to boost response rates and sending too many invitations that drive away survey respondents from participating. Panelists provide input on their survey invitation preferences.KJT Group limits research participation based on respondent preference.Panelists are contacted at least once per year; Panelists who do not respond to any invitations during the previous 12 months are removed from the Panel.
- Do you maintain individual level data such as recent participant history, date of entry, source, etc. on your survey’s respondents? Are you able to supply your client with a project analysis of such individual level data?
KJT Group tracks these key metrics (e.g., respondent history, date of entry, source) for Panelists. KJT Group does not share personally identifiable information with clients; however, this information may be shared (anonymized) with clients upon request.
- Do you have a confirmation of respondent identity procedure? Do you have procedures to detect fraudulent respondents? Please describe these procedures as they are implemented at sample source registration and/or at the point of entry to a survey our router? If you offer B2B what are the procedures if there are any?
KJT Group conducts an internal verification of Panelist identity upon joining the Panel. As necessary, KJT Group will follow up with the Panelist if irregularities are identified. Respondents are re-screened for each survey opportunity.Using KJT Group’s data validity process (described in #18), KJT Group may opt to blacklist Panelists depending on the nature of the fraudulent data.
- Please describe the ‘opt-in for market research’ process for all your online sample sources?
KJT Group follows a double opt-in process for its Panelists. All Panelists must double opt-in before they can be invited to participate in research. KJT Group confirms it has the ability to contact respondents from other sample sources based on the contact method and source (e.g., client list opt-in).
- Please describe the measures you take to ensure data protection and data security.
KJT Group understands the importance of data protection and data security:
- Survey data are collected and stored using Decipher.
- Data are downloaded and stored on KJT Group’s secure server (encrypted).
- This server can only be accessed by login to KJT Group’s network.
- KJT Group requires key fob access to its headquarters in Honeoye Falls.
- Only necessary employees have access to Panelist identifiable information.
- Panelist passwords are never visible or available to KJT Group employees.
- What practices do you follow to decide whether online research should be used to present commercially sensitive client data or materials to survey respondents?
KJT Group makes this determination in conjunction with clients on an engagement-by-engagement basis. KJT Group tailors disclaimers / confidentiality consents as necessary based on client preferences.
- Are you certified to any specific quality system? If so, which one(s)?
KJT Group is not certified to any specific quality system. It manages processes and best practices through an internal compliance committee.
- Do you conduct online surveys with children and young people? If so, do you adhere to the standards that ESOMAR provides? What other rules or standards, for example, COPPA in the United States, do you comply with?
KJT Group is a member of EphMRA and follows its guidance (which takes into account ESOMAR guidelines). KJT Group rarely completes studies with people under the age of 18 (young person) and does not complete studies with people under the age of 13 (child). KJT Group is also compliant with the requirements of COPPA (Children’s Online Privacy Protection Act) and does not collect any information from anyone under 13 years of age.