Successful recruitment and retention of participants in longitudinal research: Learning from community-based organization staff

BACKGROUND: Poor rates of recruitment and retention in community-based research studies jeopardize the validity of studies, limit generalizability, and hinder study progress. Sub-populations offer specific challenges. PURPOSE: To contribute to an evidence-based Recruitment and Retention Tool Kit for the National Children's Study (NCS), we partnered with two Community-based Organizations (CBOs) who successfully engage specific subgroups of individuals in long-term programs, to translate their methods, materials and strategies for use in the NCS. METHODS: Using a qualitative participatory learning and reflection approach we collected information on the grass-roots strategies of the CBOs. Our model included foreign-born women to exemplify hard-to-recruit participants and males to exemplify potential barriers to participation. We used direct observation and semi-structured interviewing to learn about CBO staff navigation methods within the community sub-populations. Interviews were transcribed, translated, and analyzed using thematic content and narrative analysis. RESULTS: Ten CBO staff (8 females, 2 males; 8 Hispanics, 1 African, 1 African-American) participated in the study: 6 specializing in foreign-born women and 4 in males. Culturally appropriate materials (e.g. for staff training, recruitment scripts, and brochures) to successfully recruit foreign-born women and gain male involvement into longitudinal research projects, including the NCS, were identified. Learning was mutual since the staff learned about the NCS research and we learned about their recruitment and retention techniques. CONCLUSION: Community-based knowledge transfer and exchange through the partnership with successful CBOs can be used to develop materials and strategies for recruitment and retention in longitudinal research and for public health programs.