Author: Mapaseka Matabane

SayPro Interview Transcript Template

Interview Information

• Participant ID: [E.g., P-004]
• Interviewer Name: [Your Full Name]
• Date of Interview: [DD/MM/YYYY]
• Time: [Start – End]
• Location/Platform: [SayPro Video Portal / Zoom / In-person]
• Consent Given: [Yes/No]
• Interview Language: [Specify language]

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Transcript Format Guidelines

• Use [Brackets] for non-verbal actions or context (e.g., [laughs], [pause], [background noise])
• Use Speaker Labels clearly (Interviewer / Participant)
• Maintain verbatim wording, including filler words, unless cleaned for readability per analysis phase
• Time stamps optional unless required

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Transcript

Interviewer: Thank you for joining us today. To begin, can you tell me a bit about your background and what brought you here?

Participant: Sure, I’ve been using SayPro services for about two years now, mainly for training and support.

Interviewer: Interesting. What motivated you to first engage with SayPro?

Participant: At first, I was looking for online training that felt more local and culturally relevant…

Interviewer: Could you explain more about what “culturally relevant” means to you?

Participant: Yes, I felt that a lot of international platforms didn’t reflect my values or local challenges. SayPro was different.

[10:42 – brief pause due to network lag]

Interviewer: Understood. Let’s talk a bit about your decision-making process when choosing SayPro over others…

Participant: …[continues]

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End of Transcript

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🔐 Notes (for internal use only)

• Key Themes: [e.g., Cultural relevance, Accessibility, Local impact]
• Emotional Cues: [e.g., Participant became emotional when describing community effects]
• Technical Notes: [e.g., 3-minute segment lost due to connection drop]

📝 SayPro Interview Consent Form Template

Participant Consent Form for Research Interviews

Project Title: ______________________________________
Research Code: ____________________________________
Interviewer Name: __________________________________
Date: _____________________________________________

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Introduction

You are being invited to participate in a research interview conducted by SayPro. Before you decide, it is important that you understand why the research is being done and what it will involve. Please read the following information carefully.

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🔐 Purpose of the Interview

The goal of this research is to understand consumer perspectives and behaviors on various topics relevant to SayPro’s strategic and research objectives.

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🎤 What Participation Involves

• A one-on-one interview lasting approximately ____ minutes.
• The interview will be audio-recorded for transcription and analysis.
• You may skip any questions and stop the interview at any time without penalty.

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🔏 Confidentiality

• Your responses will be kept confidential and anonymized.
• All recordings and transcripts will be stored securely on SayPro’s encrypted systems.
• Only authorized research personnel will access your data.

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📄 Use of Data

• The data will be analyzed for research purposes and may be included in internal reports, presentations, or publications.
• No identifiable personal information will be shared or published.

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✅ Your Consent

Please confirm your agreement by checking each item:

☐ I have read and understood the information above.
☐ I voluntarily agree to participate in this interview.
☐ I consent to the audio recording of the interview.
☐ I understand I can withdraw at any time without giving a reason.

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🖊️ Participant Details

Full Name: __________________________________________
Signature: __________________________________________
Date: _______________________________________________

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🖊️ Interviewer Acknowledgement

Name: ______________________________________________
Signature: __________________________________________
Date: _______________________________________________

End-of-Month: Review and Reporting

1. Collaborate with SayPro Data Analysts

• Join scheduled data synthesis sessions via the SayPro platform:
  Portal > Collaboration > Data Analysis Sessions
• Share preliminary findings, highlight emerging patterns, and compare with other interviewers’ data
• Work jointly to extract comprehensive insights, cross-validate themes, and develop layered interpretations

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2. Finalize & Submit Detailed Research Report

• Use SayPro’s official report template:
  Resources > Templates > Final Research Report
• Include:
  • Executive summary
  • Methodology overview
  • Key themes & participant insights
  • Charts/tables (if applicable)
  • Ethical and compliance statements
• Submit via:
  SayPro Portal > Final Reports > [Your Project Code]

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3. Archive Data per SayPro Guidelines

• Navigate to:
  Data Management > Archive Center
• Upload and categorize:
  • Audio files
  • Final transcripts
  • Signed consent/feedback forms
  • Annotated interview guides
• Ensure files are:
  • Properly labeled and anonymized
  • Encrypted if required
  • Archived under correct retention policy (e.g., 3 or 5 years)

Data Submission and Initial Analysis

1. Transcribe Interviews

• Use the SayPro Transcription Tool:
  SayPro Portal > Tools > Transcription
• Upload raw audio files and generate transcripts
• Review and edit transcripts for accuracy and anonymity
• Save final transcripts in approved formats (.docx, .pdf)

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2. Submit Raw Data and Transcripts

• Log in to SayPro Portal and navigate to:
  Data Upload > Interview Data
• Upload:
  • Raw audio files
  • Finalized transcripts
• Ensure files are named according to SayPro’s conventions (e.g., SCRR6_ParticipantID_Date)
• Confirm successful upload with portal notifications

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3. Provide Preliminary Analysis Reports

• Summarize key themes, patterns, and notable findings from transcripts
• Use SayPro’s standardized report templates found at:
  Resources > Templates > Preliminary Reports
• Submit reports via:
  Reports Submission > SayPro Research Royalty
• Include any methodological notes or challenges encountered

Weeks 2 & 3: Interviewing Phase

1. Schedule 1-on-1 Interviews

• Use the SayPro Interview Scheduler:
  SayPro Portal > Scheduling > Interviews
• Confirm participant availability and send calendar invites with secure access links
• Allow buffer time between interviews for notes and technical checks

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2. Conduct Interviews Using SayPro Platform

• Log into the SayPro secure interview platform at scheduled times
• Begin with participant consent confirmation and review of confidentiality terms
• Use GPT-generated prompts dynamically to explore relevant topics and probe deeper as needed
• Follow your customized SayPro interview guide for structure but adapt flexibly based on responses

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3. Record All Sessions Securely

• Ensure recording is activated on SayPro’s platform before starting
• Check audio/video quality throughout the session
• Save recordings directly to SayPro’s encrypted servers automatically upon session completion

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4. Post-Interview Steps

• Make brief immediate notes on impressions and key points
• Confirm participant comfort and thank them for their time

Week 1: Preparation for Interviews

1. Access & Review SayPro GPT-Extracted Topic Lists

• Log into the SayPro Portal:
  Research > GPT Topic Lists
• Download or browse topic lists (minimum 100 topics per prompt) relevant to your study
• Highlight and note topics most pertinent to your research objectives

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2. Customize Interview Guides Using SayPro Templates

• Navigate to:
  Resources > Templates > Interview Guides
• Select the standard SayPro interview guide template
• Tailor the guide by integrating selected GPT topics, ensuring alignment with study goals
• Maintain core question structure for consistency and comparability

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3. Confirm Participant Recruitment

• Access SayPro’s Participant Database:
  Participants > Recruitment Status
• Verify recruitment numbers, participant demographics, and availability
• Communicate with recruitment coordinators or outreach teams for updates or additional support
• Confirm scheduled interview appointments and participant consent status

Handling Participant Feedback Forms

1. When to Use Feedback Forms

• Apply only if participants are invited to provide feedback post-interview.
• Typically includes questions on:
  • Interview experience
  • Clarity of questions
  • Comfort and privacy
  • Suggestions for improvement

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2. Standardized SayPro Feedback Form

• Use the official SayPro participant feedback template found in:
  SayPro Portal > Resources > Forms > Participant Feedback Form

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3. Collection Methods

• Paper forms completed immediately after the interview (if face-to-face)
• Digital forms via secure SayPro survey links or tablets
• Email follow-up with a feedback form link (if agreed)

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4. Anonymity & Confidentiality

• Inform participants that feedback is confidential and optional.
• Allow anonymous submissions where possible to encourage honesty.

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5. Submission and Storage

• Collect and upload completed feedback forms to SayPro Portal:
  Data Upload > Participant Feedback
• Store securely and link feedback data with corresponding interview metadata (without compromising anonymity).

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6. Use of Feedback

• Incorporate participant feedback to improve interview guides and process.
• Share aggregated, anonymized feedback reports with SayPro Research Royalty.

Managing Interview Transcripts and Raw Audio Files

1. Finalizing Transcripts

• Ensure transcripts are fully anonymized—remove or mask any personally identifiable information (PII).
• Verify transcription accuracy:
  • Check for completeness and clarity
  • Include speaker labels and timestamps where applicable
• Save in approved formats:
  • .docx, .txt, or .pdf for transcripts

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2. Organizing Raw Audio Files

• Label audio files clearly with participant ID, date, and study code (e.g., SCRR6_Participant45_2025-06-01.mp3).
• Use approved audio formats:
  • .mp3, .wav, or .m4a
• Ensure recordings are securely stored and backed up on SayPro servers or designated encrypted drives.

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3. Uploading to SayPro Portal

• Log in to the SayPro Research Portal
• Navigate to:
  Data Upload > Interviews > [Relevant Project Folder]
• Upload:
  • Transcript files
  • Raw audio files
• Confirm uploads complete without errors.

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4. Linking Transcripts and Audio

• In your documentation or metadata sheets, link each transcript to its corresponding audio file by file name or participant ID.

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5. Data Privacy Compliance

• Only upload to SayPro-approved platforms.
• Maintain confidentiality and follow ethical guidelines for data handling.

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6. Backup and Documentation

• Keep a secure personal backup until final confirmation of upload acceptance.
• Document the upload date and file versions in your activity log.

Submitting Timesheets and Activity Logs on SayPro Website

1. Prepare Your Records

• Track all working hours, interview sessions, analysis time, meetings, and related activities daily.
• Include:
  • Date and time intervals
  • Task descriptions (e.g., Interviewing, Transcription, Data Analysis)
  • Project or study codes (e.g., SCRR-6)
  • Total hours worked per day

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2. Access the SayPro Portal

• Log in at:
  https://research.saypro.online/timesheets
• Use your SayPro credentials to authenticate

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3. Fill Out Timesheet Forms

• Select the relevant reporting period (weekly or monthly)
• Enter your daily activities and hours accurately
• Add comments or notes if needed to clarify specific tasks

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4. Attach Supporting Documentation (if required)

• Upload evidence like interview schedules, recordings, or task confirmations if requested by your project lead

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5. Review and Submit

• Double-check entries for accuracy
• Submit timesheet before the deadline indicated in your project calendar

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6. Confirmation

• After submission, you will receive:
  • An on-screen confirmation message
  • An email receipt with a summary of submitted hours and activities

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7. Follow Up

• Keep a personal copy of the submitted timesheet and confirmation email
• Contact timesheets@saypro.org for any submission issues or corrections

SayPro Interviewer Training Certification

What It Covers:

• SayPro SCRR-6 interview protocols and ethical guidelines
• Techniques for conducting effective 1:1 qualitative interviews
• Using SayPro GPT-extracted topic lists and prompts
• Data privacy, consent processes, and confidentiality
• Recording, transcription standards, and documentation submission
• Collaboration with analysts and reporting best practices

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How to Complete Certification

1. Enroll in the Training Program
   • Available on the SayPro Learning Portal:
     https://learning.saypro.online/certifications/interviewer-training
2. Complete All Modules
   • Video lectures, quizzes, and practical exercises
   • Includes mock interview simulations
3. Pass the Final Assessment
   • Multiple-choice exam
   • Submission of a sample interview transcript with coding
4. Receive Your Certification
   • Digital certificate issued upon successful completion
   • Certificate stored in your SayPro profile under Certifications

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Maintaining Certification

• Recertify annually via a refresher course
• Stay updated on any protocol changes communicated via SayPro announcements