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Standard Demographic Form for research studies

Standard Demographic Form for research studies

This page provides a standardized demographics form designed for use in research settings to systematically collect participant demographic information. The Royal and the Advanced Research Collaboration for Health Integration, Medical Exploration, and Data Synthesis (ARCHIMEDES) team developed this resource following consultations with domain experts. It is intended to assist research teams in gathering demographic data when conducting studies involving human participants.

This resource is free to use and may be adapted as appropriate to the specific research context and study objectives.

Suggested Use

Researchers may use this demographics form:

  • During participant intake or baseline assessment

  • Within electronic data capture platforms such as REDCap, Qualtrics or other survey capture tools.

  • This tool can function as a case report form or a questionnaire, allowing for self-reporting by participants or administration by research staff.

Mandatory Baseline Data

We have enlisted suggested mandatory questions related to:

  • Month and year Birth

  • Sex, Gender identity, sexual orientation

  • Race and Ethnicity

  • Disability

  • Indigeneity

The following are optional demographic questions to consider for inclusion in your research study:

  • Gender expression

  • Marital Status

  • Primary Language

  • Highest Level of Education

  • Employment Status

  • Household Composition

  • Religion

  • Geographical area

Guidance on Adaptation

When adapting this form for your study please consider the following:

  • Your REB has approved the use of these questions for your study population

  • Ensure that any changes to wording maintain the intended meaning

  • Review response coding and variable labels

Preview the REDCap form

Click here to preview the REDCap form as a survey and test its format, usability, and appearance

Note: this is for preview only (no data will be captured if you fill out this form).

 

Download the Demographics Form

We have created several options and file formats to allow integrating the form into your project as it best suits your needs

Use

File Format

Additional instructions

Use

File Format

Additional instructions

Print and use

.pdf

REDCap Data Dictionary

.csv

REDCap Instrument ZIP file

Step-by-step guide to import a zip file into a REDCap project

 

 

Support

For questions please contact: ROY-SM-CNMDP@theroyal.ca

 

 

Versioning

Version Number

Description of change

Version Number

Description of change

V.1

Initial draft created by CNMDP

V.2

Review of V.1 by BHI researchers with focus on EDI, indigeneity; mandatory and optional questions indicated

References

  1. We Ask Because We Care

  2. Guide to Demographic Data Collection in Healthcare Settings

  3. https://nda.nih.gov/ndar_data_dictionary.html?short_name=demsf01&utm

  4. https://cde.nlm.nih.gov/formView?tinyId=7JlBFjBiMf&utm_source =

  5. https://www.braincode.ca/content/standards

  6. Meet the Methods Series: “What and who is Two-Spirit?” in Health Research - CIHR

Equity principles to consider when collecting demographic data:

  1. Guide to Demographic Data Collection in Healthcare Settings 

  2. How to integrate Intersectionality Theory in Health Equity analysis - Canada.ca

  3. Guidance on the Use of Standards for Race-Based and Indigenous Identity Data Collection and Health Reporting in Canada

  4. https://www.cihi.ca/sites/default/files/document/pan-canadian-gender-sex-and-sexual-orientation-data-stan-en.pdf