Appendix 9: Example of Research Study Tracking Spreadsheet

Example Team: Participant Enrollment

Group # Group (cohort, site name) Date added In person or virtual Intervention data Goal enrollment # for mentors Goal enrollment # for mentees Final enrollment # for mentors Final enrollment # for mentees
1 Cohort 1, Example University A 01/10/20 Virtual Spring 2021 30 30 10 10
2 Cohort 1, Example University B 01/10/20 Virtual Spring 2021 30 30 20 20
3 Cohort 1, Example University C 01/10/20 Virtual Spring 2021 30 30 19 19
4 Cohort 2, Example University A 09/01/21 Virtual Spring 2022 30 30 28 28
5 Cohort 2, Example University B 09/01/21 Virtual Spring 2022 30 30 20 20
6 Cohort 2, Example University C 09/01/21 Virtual Spring 2022 30 30 21 21
7 Cohort 3, Example University A 03/20/22 Hybrid Spring 2023 30 30 15 15
8 Cohort 3, Example University B 03/20/22 Hybrid Spring 2023 30 30 20 20
9 Cohort 3, Example University C 03/20/22 Hybrid Spring 2023 30 30 26 26

 

Example Team: Survey Distribution

Cohort 1, Example University A, Group 1

Survey name Survey open date Survey close date Surveys sent Survey responses Response rate Data transfer deadline Data received?
Mentor baseline 01/01/21 02/20/21 10 10 100% 05/31/21 Yes
Mentee baseline 01/01/21 02/20/21 10 10 100% 05/31/21 Yes
Mentor 12 month post 05/01/22 06/01/22 10 9 90% 08/31/22 Yes
Mentee 12 month post 05/01/22 06/01/22 10 8 80% 08/31/22 Yes

Cohort 1, Example University B, Group 2

Survey name Survey open date Survey close date Surveys sent Survey responses Response rate Data transfer deadline Data received?
Mentor baseline 01/01/21 02/20/21 20 19 95% 05/31/21 Yes
Mentee baseline 01/01/21 02/20/21 20 18 90% 05/31/21 Yes
Mentor 12 month post 05/10/22 06/10/22 19 14 74% 08/31/22 Yes
Mentee 12 month post 05/10/22 06/10/22 18 11 61% 08/31/22 Yes

Cohort 1, Example University C, Group 3

Survey name Survey open date Survey close date Surveys sent Survey responses Response rate Data transfer deadline Data received?
Mentor baseline 01/01/21 02/20/21 19 18 95% 05/31/21 Yes
Mentee baseline 01/01/21 02/20/21 19 17 89% 05/31/21 Yes
Mentor 12 month post 05/20/22 06/24/22 18 13 72% 08/31/22 Yes
Mentee 12 month post 05/20/22 06/24/22 17 13 76% 08/31/22 Yes

Cohort 2, Example University A, Group 4

Survey name Survey open date Survey close date Surveys sent Survey responses Response rate Data transfer deadline Data received?
Mentor baseline 02/02/22 03/10/22 28 28 100% 06/30/22 Yes
Mentee baseline 02/02/22 03/10/22 28 28 100% 06/30/22 Yes
Mentor 12 month post 05/10/23 06/01/23 28 25 89% 09/15/23 Yes
Mentee 12 month post 05/10/23 06/01/23 28 27 96% 09/15/23 Yes

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Running a National Research Coordination Center: Lessons Learned from NRMN Phase II Copyright © 2026 by Taylor Ajamian, Emma Dums, Jada Holmes, Julie Hau, Krystina Karcz, Melissa McDaniels, Abhijnya Menakur, Christine Pfund, Fátima Sancheznieto, Lisette Serrano, Christine Sorkness, Kim Spencer, and Emily Utzerath is licensed under a Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License, except where otherwise noted.

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