If you’re not sure how to write the Data Gathering Procedure in research, this guide is for you. It breaks down the process in simple steps, from planning and writing to common mistakes to avoid.

This guide is designed for students, new researchers, or anyone writing their research paper or thesis, with examples, writing tips, and a checklist you can follow.

What Is a Data Gathering Procedure?

The Data Gathering Procedure explains how you collected data from your chosen participants, step by step.

If you’re new to this section, you can read a full breakdown of what a data gathering procedure is here. Before reaching this stage, you should already have your research instruments prepared and your participants identified. Now, this section focuses on how you carried out the actual data collection process, specifically:

  • How did you prepare for data collection
  • What steps did you follow
  • When and where the data was collected
  • How did you reach your participants
  • How did you ensure ethics and consent

Whether you used online surveys, in-person interviews, or printed questionnaires, writing a solid Data Gathering Procedure helps make your methodology clear, credible, and replicable, exactly what your research panel is looking for.

How to Write the Data Gathering Procedure?

This section explains how to write the Data Gathering Procedure in a thesis, capstone, or research paper. It includes two phases:

  1. Phase 1: Pre-Writing – what to prepare before writing
  2. Phase 2: Writing the Section – How to write your actual paragraph for the chapter

Phase 1: Pre-Writing

Before you start writing, you need to plan what you will include. This helps you avoid vague writing and makes your procedure easy to follow.

Step 1: Identify Your Data Collection Method

Ask yourself: How did I collect my data?

Choose one or more of the following:

MethodDescription
Online SurveyYou used Google Forms, MS Forms, etc., to collect answers
Printed QuestionnaireYou gave physical forms to participants
InterviewYou asked participants questions directly (in-person or online)
Focus Group Discussion (FGD)You gathered a small group to discuss the topic
ObservationYou watched and recorded behavior without asking questions

Tip: Be specific. Don’t just say “I used a survey.” Say how it was delivered (online, printed, or assisted by teachers).

Step 2: List All the Steps You Followed

Think back to what you did. Make a simple checklist or bullet list.

Examples:

  • Designed and validated the questionnaire
  • Asked experts to review the instrument
  • Requested approval from school authorities
  • Distributed the forms to students via the teachers
  • Collected the responses after 1 week
  • Saved the data in Excel or Google Sheets
  • Ensured that participants gave consent

Tip: This will be the exact flow of your Data Gathering Procedure paragraph later.

Step 3: Finalize Your Research Instrument

Make sure your research instrument is ready to be mentioned in this section.

Ask yourself:

  • What is the tool? (survey, interview guide, checklist?)
  • Was it validated or tested before use?
  • Did I revise it after pilot testing?
  • Is it reliable (e.g., Cronbach’s alpha if applicable)?

Tip: This connects to your Research Instrument section. Keep it consistent.

Step 4: Gather Important Details

You need to collect the real details for your write-up. Avoid guessing or using general terms.

DetailWhat to Note
Date/s of data collectionExact start and end dates (e.g., June 5–15, 2025)
LocationName of the schools, barangays, or platforms used
People involvedWho helped? (e.g., teachers, admins, respondents)
How many forms were sent and returned?Total responses, dropouts if any

Tip: These details make your procedure credible and easy to follow.

Phase 2: Writing the Section

Now that your prep is done, it’s time to write your Data Gathering Procedure paragraph. This part is usually 1–3 paragraphs long in Chapter 3.

Step 1: Start With an Introductory Sentence

Let the reader know what this section will explain.

Example:

This section presents the step-by-step procedure followed by the researcher in collecting data from the selected participants.

Step 2: Describe the Preparation Stage

Explain what happened before you collected the data.

What to include:

  • Who created the instrument
  • Who validated it (experts, teachers, etc)
  • Pilot testing results (if any)
  • Approval process (from school, barangay, etc.)

Example:

The researcher prepared a structured questionnaire aligned with the study’s objectives. It was validated by three research experts, and a pilot test was conducted with 30 students. The questionnaire obtained a Cronbach’s alpha score of 0.85, indicating acceptable reliability. Approval letters were sent to six public senior high schools, and permission to conduct the study was granted by the respective school heads.

Step 3: Describe the Actual Data Collection Process

Explain how you distributed and gathered the data.

What to include:

  • How did you contact participants
  • How the instrument was shared (Google Form? Handed out?)
  • Dates of data collection
  • People who assisted (teachers, guidance counselors, etc.)

Example (Online):

Data collection took place from June 10 to June 20, 2025. A Google Form link was sent to the participants via class group chats and school email lists, with the help of assigned class advisers. Reminders were posted every three days to increase the response rate.

Example (Online):

From June 1 to June 15, 2025, printed questionnaires were distributed to students during homeroom periods. The class advisers assisted in administering and collecting the questionnaires, which were retrieved after one week.

Step 4: Mention Ethical Considerations

Make it clear that your study was ethical and protected participants.

What to include:

  • Informed consent
  • Voluntary participation
  • Privacy and confidentiality
  • Parental consent (if minors were involved)

Example:

Before answering, participants were shown a consent form explaining the purpose of the study, their right to withdraw, and how their data would be used. Participation was voluntary. Parental consent was also obtained for those under 18. All responses were kept confidential and used solely for academic purposes.

Step 5: Organize in a Logical Order

Follow this flow when writing:

Preparation → Approval → Distribution → Collection → Ethics

Tip: Don’t jump around or mix steps. Keep your flow smooth and easy to understand.

Do’s and Don’ts of Writing the Data Gathering Procedure

If you’re writing the Data Gathering Procedure in your methodology chapter, use this checklist to keep your write-up clear, complete, and credible.

Use this as a quick reference to avoid vague writing and to show that your data collection process was well-organized and ethically sound.

Do’sWhy It MattersDon’tsWhy It’s a Problem
Clearly describe your data collection method (e.g., online survey, in-person interview)Shows how data was actually collectedJust say “data was gathered” without detailsToo vague — lacks transparency
Include who was involved in the process (e.g., school head, adviser, research teacher)Proves coordination and real processLeave out names or rolesMakes your process look isolated or informal
State when and where data collection happenedHelps others understand timeline and settingSkip dates or locationsMakes your process hard to replicate
Describe the steps clearly from preparation to collectionProvides a full picture of the processJump between steps or miss stagesLooks disorganized and incomplete
Mention how you reached participants (e.g., email, group chats, classroom distribution)Clarifies how participants were contactedSay “participants were asked” without methodLacks communication transparency
Include ethical safeguards (e.g., consent, privacy, parental permission)Ensures your study meets ethical standardsSkip consent or data privacy infoYour research may be seen as unethical
Write in an academic, past-tense, objective toneMatches formal research writing styleUse first-person (“I asked them”) or future tenseSounds unprofessional or confusing
Include tools or platforms used (e.g., Facebook, Google Forms)Adds clarity and realism to your methodAvoid mentioning the tech/platform usedLeaves gaps in the reader’s understanding

Common Problems in Writing the Data Gathering Procedure

Even if you collected your data properly, you might still run into writing issues that make your method unclear. Here’s how to fix them.

ProblemWhy It’s a ProblemHow to Fix It
Too vague or generalReaders can’t picture how you gathered dataBe specific about method, platform, timeline
Missing stepsLooks rushed or incompleteDescribe your process from prep to ethics
No timeline or locationReader doesn’t know when or where data was collectedInclude exact dates and places
No mention of ethical practicesRaises red flags about research safetyState how consent and privacy were handled
No coordination mentionedMakes it look unrealisticMention teachers, advisers, or gatekeepers involved
Written in future tenseConfuses the reader about whether it’s doneAlways write this section in past tense
Too short (1–2 sentences)Lacks clarity and depthAim for at least 2–3 structured paragraphs

Frequently Asked Questions (FAQs) About How to Write the Data Gathering Procedure

How long should the Data Gathering Procedure be?

Around 2 to 4 paragraphs, depending on the complexity of your data collection process. Be detailed, not lengthy.

What writing tense should I use?

What key details should I include?

Do I have to include specific dates and locations?

What if I collected data from minors or school participants?

Should I name the platforms or tools I used?

Can I just say “the survey was given to students”?

Do I need to mention the people who helped me?

How do I show that my data collection was ethical?

Can I use someone else’s Data Gathering Procedure as a template?

Final Thoughts:

Writing the Data Gathering Procedure isn’t about sounding technical; it’s about being clear, honest, and specific.

You’re simply walking the reader through how you collected your data, step by step. Mention what you used, how you reached your participants, when and where it happened, and how you made sure it was ethical.

Keep your writing formal, focused, and easy to follow. If someone else can replicate your study just by reading this section, then you’ve done it right.

Continue Learning: Explore the Rest of Chapter 3

Now that you’ve learned how to write the Data Gathering Procedure, it’s time to see where it fits into the bigger picture of Chapter 3: Research Methodology.

The Data Gathering Procedure helps you:

  • Explain how you collected your data
  • Show that the process was organized and ethical
  • Clarify the tools, timelines, and people involved
  • Make your research replicable and panel-ready

But remember, this is just one part of a complete methodology chapter. A strong Chapter 3 covers all key components in a clear, connected way.

Structure of Chapter 3: Research Methodology

  1. Research Design
  2. Population and Sampling
  3. Research Locale
  4. Data Gathering Procedure(you are here)
  5. Research Instruments
  6. Validity and Reliability (or Trustworthiness for qualitative)
  7. Ethical Considerations

Explore Other Research Chapters

Once Chapter 3 is complete, continue building your research paper with the next core chapters:

  • Chapter 4 → Data Presentation, Interpretation, and Analysis of Results
  • Chapter 5 → Conclusions, Major Findings, and Practical Recommendations

Note: We’re not your school’s official research coordinator, but our guides are designed to support and guide your writing process. Always follow your institution’s specific guidelines and formatting requirements.. Read full disclaimer below.

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