Mailing software

An imperative part of this study’s methodology is the deployment of

questionnaires. In order for this to be feasible and practical, an automated scheduling emailing system was needed. Emailing a link to participants is reportedly the best method to deploy online questionnaires219. None of the survey software options that the research team explored had an integrated and automated emailing system that would be suitable for the LRBCS. Some of the mailing requirements of the study could be met with a simple email merge but this would require date calculations to be entered for each participant. This is time consuming, impractical, and could result in human error leading to surveys being sent at incorrect dates, particularly as potentially 8,500 participants may be recruited each year as part of the maximum recruitment strategy. Mailing using email merge would also rely upon an individual’s personal computer being switched on at the specified date and time to allow emails to send, which is also highly impractical. Many email scheduling software options identified would significantly burden the study financially, with prices ranging from $75 - $500 month. Email scheduling software includes Constant Contact®, Pinpoite,Inc, iContact LLC, Benchmark Email(Benckmark Internet Group), MailChimp®, GetResponse® , Mailigen® , Vertical Response Inc, Mad Mimi LLC, GraphicMail Ltd,

Campaigner® and Chaos Intellect,Inc. Options that were not web based and required downloading a software package would not be practical with large and changing research team. In addition, these programmes require a computer to remain switched on in order to process emails. This is both costly and impractical, especially when web-hosted options offer a

convenient and accessible alternative. After researching numerous email management services, it was decided that MailChimp® offers the most efficient system to meet the needs of this particular study.

4.3.1 MailChimp®

This email management system host’s email lists on a secure online server and allows automated emails to be sent regardless of whether the

researchers computers are on. This fully automated service schedules emails at specific intervals from the information held in its database such as child’s date of birth, without the need to calculate dates. A member of the research team may set up all future emails as soon as participants have consented to be contacted by the study team. Potential participants may provide consent to be contacted either by completing their details on the recruitment postcard. Emails may be scheduled to send at specific intervals, thus ensuring invitations for survey completion are deployed at precisely the correct time point to the participants.

An additional feature, particularly useful for the LRBCS, is the option to

create a sign-up Quick Response (QR) Code220. This two-dimensional bar

code stores a Uniform Resource Locator (URL) that can be read using a Smartphone application. Once scanned, the code links to an online sign up form to the LRBCS. Once completed, the research team are notified, and participants are automatically subscribed to the study list and are

subsequently sent the questionnaire at the relevant time.

The research team are also able to track individual participants actions with regards to opening emails, number of times emails are opened and if the

URL link to the survey had been clicked221. This intelligent software displays

the time and date participants open emails221. The overall “open-rate” is

calculated as a percentage in addition to the percentage of participants who

have clicked on the link221. These features allow the team to recognise poor

response rates or any increases in dropout, and will therefore allow them to

address the root of these issues promptly221.

Recipients may employ autonomy by ‘unsubscribing’ themselves from the

mailing list221. This addresses the right of participants to withdraw from the

study at any time, consistent with ethical approval. In addition the technology allows the research team to ask participants to specify their reason for

leaving the study. Reports are emailed in real time to the research team detailing which participants have removed themselves from the study and why they have

chosen to do so, again identifying the research team to identify

problems

promptly221. An

additional

valuable feature is the option to pipe participant’s details not into the email contents but also into the email subject box. This

enables the research team to send personalised emails that the respondents see as soon as they appear in their inbox, instead of only while reading the email.

With regards to security, MailChimp® is hosted on an HTTPS secure server and is SSL encrypted222. Passwords are encrypted and distributed denial of

service (DDOS) mitigation is in place at all data centers222. DDOS are

attempts to make a machine or network resource unavailable to its intended users, such as efforts to temporarily or indefinitely interrupt or suspend services of a host connected to the Internet. All these measures ensure participants’ details are safe and secure.

The format and design of the emails themselves are also easily modifiable221.

The study sponsors’ logos (LWH and UoL) may be applied in addition to the colourful children footer, consistent with the questionnaire design

(see figure 4.1). This maintains a professional appearance that may be easily recognised by participants. With unlimited merge fields, the research team

can personally address emails to parents, using their child’s name and the

unique identification number221_{. Replies to these automated emails can be}

forwarded directly to the research teams’ email address allowing the

research team to address any questions, feedback or issues the participants

may have221.

MailChimp® abides by the United States, CAN-SPAM Act (2003) and

requires its costumers to do the same223. As a result emails sent by this

intelligent software will not appear in the recipients junk folder. MailChimp® also provides guidance for avoiding spam filters and reduces points

appointed as part of spam filters criteria224. In addition MailChimp® offers an

Inbox inspector that enables clients to test email ‘campaigns’ and thus reducing the chances that emails are sent directly to recipients junk/trash

folder, resulting in a lower open rate and subsequently fewer responses225_.

MailChimp® regulations also reflect those of UK spam laws for Electronic Communications, the Privacy and Electronic Communications (EC Directive)

Regulations 2003226.

Overall, MailChimp® is an essential component for the deployment of the online LRSQ. Not only does the mail-scheduling feature reduce

administrative error with regards to deployment of the questionnaire, but also features such as reducing spam score are imperative to the success of the online side of the LRBCS.