In-Person Field Research Plan & Budget Template (Local Travel)

For short, in-person projects like shadowing staff, intercept interviews, or contextual inquiry where researchers stay local (NJ-based) or make short day trips. This template helps teams plan logistics, budget leanly, and document risks/considerations.

When to use:

• Shadowing staff at state offices, One-Stop centers, or agencies
• Intercepting residents onsite (e.g., claimants, library users)
• Running short in-person workshops or synthesis sessions

Decision prompts:

Before choosing in-person, ask yourself:

• Location: If you’re not based in NJ, can another team member local to NJ conduct the research on your behalf?
• Population: Do you truly need NJ residents for this study, or could in-person research in your own state still provide valuable insight?
• Method fit: Is in-person the most effective choice? Could the same context be captured through a video interview and screenshare instead?
• Efficiency: Would remote methods reach participants faster, with less cost and travel?

If in-person isn’t clearly necessary, consider a Lean Remote approach instead.

Lean research:

• Local focus. Prioritize NJ-based participants — unless rationale for another location is strong and approved.
• Low/no-cost venues. Use state offices, public libraries, or community spaces with private rooms.
• Small sample size. Limit to 3–5 participants per day — enough to identify consistent themes without overspending.
• Participant incentives. Distributed via UserInterviews or Tremendous (no direct researcher handling).
• Budget scope. Covers only:
• Participant compensation
• Local transit (bus, train, rideshare)
• Meals/per diem
• Keep it simple. Plain-language questions, streamlined logistics, minimal equipment.

1. Background & Goals

Project title: ______________________ Team members: ______________________ Date: ______________________

Research goals / hypotheses:

• Goal 1: ______________________
• Goal 2: ______________________
• Goal 3: ______________________

2. Research Questions

Tips for writing strong research questions:

• Ask open-ended questions (e.g., “Tell me about the last time you…?”).
• Avoid leading or yes/no questions.
• Use plain, short language.
• Separate out “double-barreled” questions.

Example: ❌ “Do you find it easy and fast to apply for benefits here?” ✅ “How easy or difficult was the process? What slowed you down?”

3. Methods

• In-person shadowing/observation (agency staff, residents, frontline workers)
• In-person intercept interviews (claimants, residents, library visitors, etc.)
• In-person focus group or synthesis workshop

Number of sessions planned: ___ Session length: _______ minutes

(Recommended: 3–5 sessions per day to surface consistent themes)

4. Locations & Logistics

• Primary sites: ______________________ (examples: agency offices, One-Stop Centers, community orgs, libraries with private rooms)
• Why these sites: ______________________

Venue considerations:

• Use neutral, accessible, low/no-cost spaces when possible:
• State agency offices
• Public libraries (private study rooms)
• Confirm accessibility (ADA access, transit options, safety).

5. Participant Recruitment

Strategy

• Intercept recruitment onsite (e.g., gift cards for claimants or library users).
• Pre-recruit via UserInterviews (if specific criteria needed).
• Community org partnerships (if targeting harder-to-reach populations).

Recruitment Criteria

• Must represent the target population for research (e.g., claimants, caregivers, residents using state services).
• Balance of ages, languages, tech literacy, and abilities.
• Exclude participants currently in crisis (per OOI research guidelines).

Participant Screener Survey (sample, if pre-recruiting)

• Do you currently live in New Jersey?
• Yes
• No [disqualified]
• In the past 12 months, have you applied for or used any of the following? (select all)
• Medicaid / NJ FamilyCare
• SNAP / food assistance
• Unemployment Insurance
• Disability services
• None of the above [disqualified]
• How do you usually complete these tasks?
• Online
• In-person at an office
• Phone
• With the help of a caregiver or family member

6. Incentives

Quick Compensation Guide (based on scheduled time):

• 30 min → $45
• 45 min → $60
• 60 min → $75
• Intercept interviews → $25 gift card (flat rate, budget separately)

Number of participants: Total compensation: $

(UserInterviews will handle distribution; no additional compensation-related approvals or process is needed.)

7. Timeline

• Secure site access: __________
• Recruit participants (if pre-recruiting): __________
• Conduct sessions: __________
• Synthesize findings: __________
• Share results: __________

8. Budget

• Participant Compensation: $_______
• Travel (public transit, mileage, tolls, parking): $_______
• Meals (per diem if >6 hrs onsite): $_______
• Supplies (snacks, signage, printing, gift cards): $_______
• Total Requested Budget: $_______

9. Research Risks

• Sensitive topics: Risk of participant distress if discussing benefits, trauma, or hardships.
• Privacy: Ensure sessions in public spaces are private enough to protect participant confidentiality.
• Safety: Research team should review site logistics, arrival safety, and check-in/check-out procedures.
• Representation bias: Intercept participants may skew toward those most willing/available.

10. Research Considerations

• Bring printed consent forms (if not using UserInterviews).
• Clearly explain incentive timing (immediate distribution is best).
• Plan for note-taking + debriefs each day.
• If in public space: provide clear signage, comfortable seating, and water/snacks.
• Ensure trauma-informed approach (participants may skip questions at any time).

11. Approval Path

• Peer Review
• Design Director Review
• Finance/Chief of Staff Approval (if > $500)