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.
Table of Contents
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:
- Phase 1: Pre-Writing – what to prepare before writing
- 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:
Method | Description |
---|---|
Online Survey | You used Google Forms, MS Forms, etc., to collect answers |
Printed Questionnaire | You gave physical forms to participants |
Interview | You asked participants questions directly (in-person or online) |
Focus Group Discussion (FGD) | You gathered a small group to discuss the topic |
Observation | You 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.
Detail | What to Note |
---|---|
Date/s of data collection | Exact start and end dates (e.g., June 5–15, 2025) |
Location | Name of the schools, barangays, or platforms used |
People involved | Who 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’s | Why It Matters | ❌ Don’ts | Why It’s a Problem |
---|---|---|---|
Clearly describe your data collection method (e.g., online survey, in-person interview) | Shows how data was actually collected | Just say “data was gathered” without details | Too vague — lacks transparency |
Include who was involved in the process (e.g., school head, adviser, research teacher) | Proves coordination and real process | Leave out names or roles | Makes your process look isolated or informal |
State when and where data collection happened | Helps others understand timeline and setting | Skip dates or locations | Makes your process hard to replicate |
Describe the steps clearly from preparation to collection | Provides a full picture of the process | Jump between steps or miss stages | Looks disorganized and incomplete |
Mention how you reached participants (e.g., email, group chats, classroom distribution) | Clarifies how participants were contacted | Say “participants were asked” without method | Lacks communication transparency |
Include ethical safeguards (e.g., consent, privacy, parental permission) | Ensures your study meets ethical standards | Skip consent or data privacy info | Your research may be seen as unethical |
Write in an academic, past-tense, objective tone | Matches formal research writing style | Use first-person (“I asked them”) or future tense | Sounds unprofessional or confusing |
Include tools or platforms used (e.g., Facebook, Google Forms) | Adds clarity and realism to your method | Avoid mentioning the tech/platform used | Leaves 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.
Problem | Why It’s a Problem | How to Fix It |
---|---|---|
Too vague or general | Readers can’t picture how you gathered data | Be specific about method, platform, timeline |
Missing steps | Looks rushed or incomplete | Describe your process from prep to ethics |
No timeline or location | Reader doesn’t know when or where data was collected | Include exact dates and places |
No mention of ethical practices | Raises red flags about research safety | State how consent and privacy were handled |
No coordination mentioned | Makes it look unrealistic | Mention teachers, advisers, or gatekeepers involved |
Written in future tense | Confuses the reader about whether it’s done | Always write this section in past tense |
Too short (1–2 sentences) | Lacks clarity and depth | Aim 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?
Use the past tense. You’re describing a process that has already been completed.
What key details should I include?
Always include how data was collected, when and where it happened, who was involved, and what tools were used.
Do I have to include specific dates and locations?
Yes. Mention exact timelines and collection settings, whether it happened online, on campus, or elsewhere.
What if I collected data from minors or school participants?
You must describe how you obtained parental consent or institutional permission. Ethics always matter.
Should I name the platforms or tools I used?
Definitely. Mention platforms like Google Forms, Messenger, email, Zoom, or physical distribution if applicable.
Can I just say “the survey was given to students”?
That’s too vague. Be specific:
Example: “The researcher sent the Google Form link via the class group chat on March 10, 2025.”
Do I need to mention the people who helped me?
Yes. Acknowledge anyone who facilitated the process, such as your teacher, adviser, or school head.
How do I show that my data collection was ethical?
Clearly state how you ensured informed consent, confidentiality, and voluntary participation.
Can I use someone else’s Data Gathering Procedure as a template?
You can use others as a reference, but don’t copy. Always customize the content to reflect your actual process.
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
- Research Design
- Population and Sampling
- Research Locale
- Data Gathering Procedure ✅ (you are here)
- Research Instruments
- Validity and Reliability (or Trustworthiness for qualitative)
- 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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