Trial documentation

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Introduction

Trial documentation is a key step to ensure that your project records are complete and ready for analysis. This ClimMob feature allows you to keep track of all the essential aspects of your trial through a set of forms.

You can start filling out the forms at any moment during the project, beginning from its creation. Some forms are typically completed at the start, while others are filled in at the end. Note: all forms must be completed before moving on to the Data Analysis step and downloading reports.

How to fill out the forms

To provide maximum flexibility while maintaining standardized data, the forms include the following features:

• Multi-select options: Most fields allow you to choose more than one answer. Look for the hint "Select all that apply" to document cases where multiple methods or criteria were used (e.g., combining different recruitment locations).
• The "Other" category: If your specific method or resource is not listed in the dropdown menu, select "Other". This will open a dedicated text box for you to provide a custom description, ensuring every detail of your field operations is captured.
• Non-applicable: If a specific question does not apply to your project's scope, you can select the "Non-applicable" option to proceed.

The Trial documentation section includes the following eight forms:

1. Contributors Document the organizations, researchers, or institutions involved in the project, including their roles and responsibilities. This helps acknowledge contributions and ensures transparency.

Note: This form is exclusively for technical and operational contributors. Funding institutions or donors should not be listed here, as they have a dedicated section in the documentation.

When adding a collaborator, you must provide the following details:

• Collaborator’s name: You can search for existing ClimMob users. If the person has a profile, their name will appear for selection. If they are not in the system, you can enter their full name, and the system will label them as an "external contributor."
• Sector: Specify the professional or industrial sector to which the collaborator belongs.
• Organization: Begin typing the affiliation. If it is already in our global database, select it from the list. If it’s a new institution, enter the full name, and ClimMob will add a "-new affiliation" tag to it.
• Role: You can select multiple roles for a single contributor. This field follows the DataCite Metadata Schema, ensuring that roles are standardized for global data citation.
• Activities: Specify the specific tasks performed by the contributor. This selection is based on the CRediT (Contributor Roles Taxonomy), which allows for a high-level of granularity in identifying specific contributions (e.g., Data curation, Investigation, Software, etc.).

2. Funders

This new, dedicated section allows you to record the financial support behind your trial. Keeping accurate funding records is crucial for transparency, compliance with donor requirements, and institutional reporting.

If your project received external financial support, you can document multiple sources by providing the following details for each:

• Funder name: Search for the name of the donor or institution providing the funds. The system includes a pre-populated list of global funding organizations for consistency.
• Grant title: Enter the official name of the grant or project as specified in the funding agreement.
• Grant number: Provide the unique identification code or reference number assigned by the funder to this specific grant. Note: If your research is supported by multiple donors, use the "+ Add other" button to create a separate entry for each funding source.

3. Experimental design

This form consolidates the technical structure of the trial with its strategic alignment. It allows you to document everything from the physical layout of the plots to the specific market targets the research aims to address.

In this form, you will need to specify:

• Plot size: Indicate if a standard plot size was used across the trial. If so, provide the area in square meters (m2).
• Design remarks: A space to document any specific observations or notes regarding the physical plot design.
• Experimental design: Select the statistical or methodological designs applied in the trial (e.g., incomplete blocks, randomized designs, etc.).
• Special features: Describe any unique elements, such as innovative methodologies, advanced technology usage, or specific environmental conditions that influenced the trial’s execution.
• Market segments: Identify the specific market segments associated with the project. These options are synchronized with the Global Market Intelligence Platform (GloMIP) (https://glomip.cgiar.org/).
• Target product profile (TPP) IDs: Associate the project with specific TPP IDs from the GloMIP platform. This ensures that the trial results are directly linked to standardized global breeding goals and product requirements.

4. Genotypes

This section provides a detailed technical profile of the technologies being tested. To save time and ensure consistency, ClimMob automatically lists the genotypes you included during the project setup.

Your task in this form is to review the automatically generated list and complete the descriptive fields. While this information is used for documentation and metadata purposes—and does not affect the statistical results of the trial—it is vital for the long-term interpretation of the data.

For each genotype, you should provide:

• Genotype name: The original name as registered in the project.
• Final genotype name: Use this field if you need to standardize the name for final reporting or publication.
• Entry type: Classify the material (e.g., historical check, farmer check, commercial check, evaluation entry, release candidate, etc.).

Table 1. Entry type options used in on-farm or breeding trials and their descriptions.

Entry type option	Description
Historical check	A variety that was widely used in the past but is no longer the primary choice. Used to measure genetic gain over time.
Farmer check	The local variety or material currently managed and preferred by the farmers in the trial area. Essential for calculating "win rates."
Commercial check	A leading variety currently available in the local market. Used to compare the performance of new materials against the best current commercial options.
Comparative check	A specific entry used as a benchmark for certain traits (e.g., a known drought-tolerant variety used to compare new drought-tolerant lines).
Evaluation entry	The primary experimental material, line, or technology being tested in the trial for potential adoption or further breeding.
Release candidate	An advanced line that has shown superior performance and is in the final stages of the official regulatory process for commercial release.
Replacement candidate	A specific material intended to replace an existing variety that has become susceptible to pests, diseases, or changing climate conditions.

• Release year: If applicable, the year the variety was officially released.
• Crossing year: The year the specific cross was made (for breeding lines).
• Origin: The geographic or institutional source of the genetic material.
• Target traits: Specify the key characteristics being evaluated (e.g., drought tolerance, pest resistance, yield).

Table 2. Target trait options used to classify the primary focus of evaluation in on-farm or breeding trials.

Target trait option	Description
Drought tolerance	The ability of the genotype to maintain growth and productivity during periods of low water availability or significant water stress.
Pest resistance	The capacity of the material to withstand or minimize damage caused by insects or other animal pests.
Disease resistance	The ability of the plant to prevent or recover from infections caused by pathogens such as fungi, bacteria, or viruses.
Product quality	Characteristics related to the final use of the crop, including nutritional content, taste, texture, appearance, or industrial processing qualities.
Yield	The total quantity of harvested product (e.g., grain, tubers, fruit) per unit of area, representing the overall productivity.
Other	Use this option for specific traits not covered above, such as cold tolerance, early maturity, or soil salinity resistance. (Specify in the Other traits column).

• Remarks: A free-text field for any additional technical notes or observations specific to that genotype.

5. Participant recruitment

Understanding how participants are selected and engaged is fundamental for the statistical validity and ethical integrity of a tricot trial. This form uses multi-select fields to document the sampling and recruitment process accurately.

Complete the following sections by selecting all options that apply to your project:

• Sample size calculation: Select the methods used to determine the number of participants. This provides transparency on whether the trial has sufficient statistical power.

Table 3. Sample size calculation options used to document how participant numbers were determined in on-farm or breeding trials.

Sample size calculation options	Description
ClimMob sample size calculator	Sample size was determined using the built-in ClimMob/Tricot calculator tool.
Statistical power analysis	Determination of the minimum number of participants needed to ensure the trial has enough statistical strength to reliably detect significant differences between genotypes.
Plackett-Luce model	Specifically estimated for trials using the Plackett-Luce model for ranking or choice comparisons.
Based on seed availability	The number of participants was limited by the actual amount of seed or technology units available.
Target number agreed with donors/project	The size was dictated by project goals or formal agreements with donors rather than statistics.
Guidelines or published methods	Determined following established scientific literature or standardized institutional guidelines.

• Selection criteria: Document the specific attributes or requirements used to choose participants (e.g., gender, farming expertise, or socioeconomic conditions).

Table 4. Selection criteria options used to document how participants were identified and recruited for on-farm or breeding trials.

Selection criteria options	Description
Based on prior studies or existing datasets	Participants were selected based on findings from previous research or by using existing data that identified relevant groups or geographical areas.
Knowledge and skills for the task	Selection was based on the participants' technical expertise or specific skills required to execute the trial activities effectively.
Gender	Used when the project aims for a specific gender balance or targets a specific gender group (e.g., focusing on women farmers).
Experience with the crop under study	Participants were included because they have a proven track record of growing or managing the specific crop being evaluated.
Household characteristics from survey data	Selection was driven by household-level indicators such as demographics, landholding size, or socioeconomic status collected through surveys.
Random selection	Participants were chosen through formalized sampling procedures (random, purposive, or open) to ensure scientific impartiality.
Selection from pre-existing lists or registers of farmers	Selected from existing registrations, cooperative memberships, or organized community groups.
Interest in the project	Selection was based on the participants' expressed motivation and alignment with the project's specific goals.
Voluntary participation	Participants self-selected by volunteering their time, often driven by curiosity or the desire to test new agricultural practices.
Hierarchical or multi-stage sampling	Defined through nested selection levels (e.g., choosing districts, then communities, then farmers).

• Recruitment approach: Specify how you reached out to potential participants, such as open public announcements or direct invitations through farmer organizations.

Table 5. Recruitment approach options used to document how participants were invited or enrolled in on-farm or breeding trials.

Recruitment approach options	Description
Open recruitment	Public calls or announcements (via radio, posters, or social media) open to anyone interested within a target area.
Invitation through their organization	Participants are contacted through formal structures such as farmer groups, cooperatives, or NGOs.
Extension officer recommendation	Recruitment facilitated by agricultural agents or extension officers who identify suitable candidates.
Community leader invitation	Potential participants are invited or suggested by local authorities, village chiefs, or traditional leaders.
Community meetings	Recruitment occurs during collective gatherings or through community-level decision-making processes.
Training sessions	Participants are recruited during technical workshops, demonstration days, or field schools.
Targeted approach	Direct, one-on-one recruitment of specific individuals who meet pre-defined project criteria.
Voluntary sign-up	Participants proactively register their interest or approach project staff to join the initiative.

• Recruitment locations: Identify the physical or social spaces where the engagement took place (e.g., community centers, local markets, or cooperative meetings).

Table 6. Recruitment location options used to document where participant recruitment activities took place for on-farm or breeding trials.

Recruitment location options	Description
Meetings with community groups	Recruitment occurred during organized sessions with farmer groups, cooperatives, training workshops, or other local gatherings.
Community centers	Activities took place at local halls, community centers, or venues that serve as central public meeting points.
Markets	Recruitment was carried out at local marketplaces or trading hubs where community members naturally gather.
Households (door-to-door visits)	Recruitment was conducted directly at the participants’ homes through one-on-one visits or private meetings.
Public events	Engagement happened during large-scale gatherings such as regional fairs, agricultural exhibitions, or public festivals.
Digital communication (email, messaging apps, etc.)	Recruitment was conducted remotely using electronic means like WhatsApp, email, or other online messaging platforms.

• Formalization of recruitment: Detail how the agreement to participate was officially recorded. This is a critical step for ethical compliance and informed consent.

Table 7. Formalization method options used to document how participant agreement or enrollment was formally established in on-farm or breeding trials.

Formalization method options	Description
Verbal consent	Participants gave their explicit oral agreement to take part in the study.
Signed individual consent forms	Each participant provided a written signature on a personal consent form before registration.
Consent forms signed by a community representative	A recognized leader, village chief, or representative signed the authorization on behalf of the participants.
Invitation letter	Participants were officially engaged, and their participation was formalized through a formal invitation process.

Pro Tip: If your specific method is not listed in a dropdown, you can often select "Other" to provide a custom description, ensuring no detail of your field operations is left out.

6. Capacity building

This section documents the training and empowerment activities conducted with the participants. Proper documentation of capacity building is essential for ensuring the reliability of the citizen science data collected and for acknowledging the knowledge transfer process.

Complete the following fields by selecting all methods and topics that apply:

• Tricot approach explanation: Select the methods used to explain the logic of the tricot methodology (e.g., blind ranking, the "A, B, C" packages) to the participants.

Table 8. Tricot approach explanation options used to document how participants were introduced to and trained on the tricot method.

Tricot approach explanation options	Description
Group training sessions before trial implementation	Formal training sessions with groups of participants, typically organized before the trial implementation begins.
Workshops with structured activities	Multi-hour or multi-day events involving presentations, practical exercises, and group discussions.
Field demonstrations and hands-on practice	Practical, hands-on sessions in the field where participants practice planting, labeling, or data collection.
Meetings with farmer groups	Explanations provided during the regular, scheduled meetings of existing farmer cooperatives or groups.
Meetings with community associations	Explanations delivered during broader community gatherings or local association meetings.
One-on-one household visits	Direct, personalized explanation conducted at the participants’ homes.
One-on-one farm visits	Direct, personalized explanation conducted specifically in the participants’ fields.
Presentations using visual materials	Use of slides, posters, pictures, or diagrams to facilitate the understanding of the tricot method.
Through trained extension officers or field agents	A "train-the-trainers" approach where field agents are briefed first and then cascade the knowledge to participants.
Informal verbal explanation without formal training	Simple oral explanation provided during conversations, without formal materials or organized sessions.

• Trial instructions: Identify the specific types of technical guidance provided, such as agronomic management, trial setup, or sensory evaluation protocols.

Table 9. Trial instructions options used to document the types of guidance provided to participants for implementing and assessing on-farm or breeding trials.

Trial instructions options	Description
Agronomic management	Guidance on crop care practices during the trial, such as planting density, spacing, irrigation, weeding, fertilization, or pest management.
How to set up the trial	Instructions on how to establish the tricot trial, including field preparation, plot arrangement, randomization of varieties, and labeling.
Food product preparation method	For trials involving sensory testing, training on standardized preparation and cooking procedures to ensure all samples are assessed under the same conditions.
Data collection	Directions on how participants should record trial information, including what observations to capture and how to use data booklets or digital tools.

• Training setup: Document how the sessions were organized, whether through individual visits, group workshops, or 0ther formats.
• Follow-up procedures: Specify the mechanisms used to support participants during the trial and ensure timely data collection (e.g., monitoring visits, phone reminders).

Table 10. Follow-up procedures options used to document how participants were monitored and supported during on-farm or breeding trials.

Follow-up procedures options	Description
Follow-up visits	On-site visits by enumerators or project staff to monitor progress, answer questions, and ensure protocol adherence.
Reminders and remote communication	Phone calls, SMS, WhatsApp, or social media used to remotely remind participants about data collection or procedures.
Peer visits	Monitoring or support provided by fellow participants, where peers check in on each other to encourage compliance.
Lead farmer supervision	Oversight conducted by designated lead farmers responsible for guiding and supporting other participants in their group.
Training or guidance	Targeted technical support provided during the trial to reinforce procedures, clarify instructions, or assist with data collection tools.

• Additional inputs: List any physical resources provided to participants to facilitate the trial, such as fertilizers, tools, or labels.

Table 11. Additional inputs options used to document supplementary materials or resources provided to participants for on-farm or breeding trials.

Additional inputs options	Description
Fertilizers	Chemical or organic fertilizers supplied specifically for use in the trial plots.
Agrochemicals	Pesticides, herbicides, or other chemical inputs provided for trial management.
Seeds	Specific seeds provided to participants to carry out the trial.
Planting material	Tubers, cuttings, seedlings, or other vegetative material supplied for planting.
Tools or materials	Physical resources provided to support trial activities or data recording (e.g., field books, pens, ODK forms, or data sheets).

7. Data collection

This form documents the practical flow of information from the field to your database. Accurately recording these methods is vital for assessing data quality and understanding the level of interaction between researchers and participants.

Complete the following two categories by selecting all options that apply:

• Data collection method: Specify the interaction method employed to gather information from participants.

Table 12. Data collection method options used to document how trial observations and participant responses were collected in on-farm or breeding trials.

Data collection method options	Description
Direct phone calls	Data collected remotely through phone calls made directly to the participants by the project team.
Farm visits	Data collected in person on the farmers’ fields by enumerators, development agents, or project staff.
Lead farmers interview	Data collected through designated lead farmers or seed ambassadors who interviewed or monitored other participants.
Direct completed by the farmer with ODK	Participants recorded and submitted their own data directly using the ODK Collect application.

• Data collection input: Identify the specific tools or platforms used to record and store the data.

Table 13. Data collection input options used to document the tools or channels through which trial data were entered into digital systems.

Data collection input options	Description
ODK Collect	Data entered via the ODK Collect mobile application, designed for offline data collection on Android devices.
Enketo	Web-based forms used through a browser on mobile or desktop, ideal for online entry without app installation.
QR + web form	Participants or enumerators access digital survey forms by scanning a unique QR code linked directly to a web-based questionnaire.
Excel sheet	Data manually compiled into spreadsheet files (.xlsx or .csv) before being uploaded to the ClimMob platform.
API	Data transferred automatically from an external system or third-party application through an Application Programming Interface.

8. Results communication

The final step in the trial documentation ensures that the knowledge loop is closed. This form documents how the findings were shared with the participants and, crucially, how their feedback was gathered to improve future research cycles.

Complete this section by selecting all methods used for both communication and feedback:

• Methods to communicate results: Specify the channels used to return the analyzed data and conclusions to the farmers.

Table 14. Methods to communicate results options used to document how trial findings were shared with participants and stakeholders.

Methods to communicate results options	Description
Group meetings	Meetings organized with trial participants to share and discuss results collectively.
Information sheets	Results were distributed in written form, such as handouts or printed summaries.
Individual visits	Results were communicated directly during one-on-one farm or household visits.
Feedback sessions	Structured sessions designed specifically to present results and gather participants’ input.
Reports	Results were delivered as formal or detailed written reports.
Field days	Results were presented during demonstration or field events.
Phone calls	Results were shared directly with participants through phone communication.
Social media platforms	Results were shared through digital channels such as WhatsApp or Facebook groups.

• Methods to collect feedback: Document how you captured the participants' opinions, concerns, or suggestions regarding the trial process and the technologies tested.

Table 15. Methods to collect feedback options used to document how participant feedback on trial implementation and results was gathered.

Methods to collect feedback options	Description
Group meetings	Participants share their views, concerns, and suggestions collectively during organized community meetings.
Individual visits	One-on-one discussions with participants conducted at their homes or in their fields for personalized feedback.
Phone calls	Feedback collected directly through phone conversations between project staff and participants.
Feedback sessions	Structured sessions specifically designed to capture participants’ opinions regarding the trial process and variety performance.
Surveys / questionnaires	Structured forms (either paper or digital) completed by participants to provide quantitative or qualitative data on their experience.