6.1: Overview of Data Coding in EZ-Text

Regardless of the software package used, there are two major steps to the qualitative data coding process: (1) text segmentation, and (2) the creation and assignment of codes. The text segmentation step entails division of the text into manageable segments or " chunks" of text (e.g., a paragraph or a few sentences, depending on the user's needs). Other qualitative software programs require that the user manually place segmentation markers within the text prior to assignment of codes. However, since EZ-Text is a software tool specifically designed for use with semi-structured data collection instruments, the nature of the instrument itself can be used as a basis for organizing the data. As discussed in previous sections of this document, EZ-Text helps users create a series of templates which correspond to each of the questions on their questionnaire. EZ-Text uses these templates to create a single text passage or segment for each question, for each respondent in the sample. For example, if there are 10 interview questions and 100 respondents, EZ-Text would organize and store the data into 1000 text segments. In the EZ-Text system, the database structure closely corresponds to the content of the original questionnaire. Data are " presegmented" during data entry, and no further effort is needed to segment the text. This can save researchers an enormous amount of time in database management, and greatly facilitates question-by-question analysis.

In addition to segmentation, qualitative data analysts typically develop a set of codes which correspond to each distinct theme that might be present in any segment. Creation of the set of codes to be used for a qualitative database is an inductive task, based on what the respondents have stated. This list of codes is compiled into a codebook, and the codebook generally undergoes numerous revisions until it accurately reflects the themes present in the database. In general, we recommend that users strive to develop codebooks which contain lists of carefully defined codes that are all-inclusive, yet mutually exclusive, in terms of summarizing themes present in the text. We also recommend that users conduct formal intra- and inter-coder reliability assessments to make sure that coders are consistently and correctly using the final codebook (Carey et al., 1996).

EZ-Text provides an array of features which helps users develop a sophisticated codebook, and then use the codebook to assign specific sets of codes to responses that reflect the corresponding themes. Users can create as many different codes as they need. For example, a moderately large database (e.g., 70 respondents, 30 questions each) may require definition of 200 to 400 separate codes, although this depends on the desired level of coding detail and the degree of thematic diversity present in the original data. As described in section 6.3 of this chapter, EZ-Text users can determine which sets of these codes reflect the themes present in each different text segment.

For each separate code, the EZ-Text codebook contains six major elements which allow for the creation of highly detailed codebooks (See figure 6.2-2.):

1. A unique seven-character mnemonic code name;
2. A fifty-character " Brief Definition" of the code;
3. A " Full Definition" of the code (unlimited length);
4. Instructions to the coder on " When to Use" the code (unlimited length);
5. Instructions to the coder on " When Not to Use" the code (unlimited length); and
6. An " Example" of a text passage copied from the database showing one or more situations where the text contains the theme corresponding to the code.

Finally, it is important to note that users are not required to use EZ-Text for coding the data contained in EZ-Text database files. As with all software tools, EZ-Text has its limitations, and other software packages may better suit a user's particular coding needs. If a user wishes to employ a different software package for coding and analysis, it is possible to use one of the EZ-Text Agents to export the text data into a new ASCII file, and then import the data into another qualitative data analysis software package. (See section 7.2.) If this is the preferred approach, the researcher could think of EZ-Text just as a qualitative data entry and database management tool. In circumstances where EZ-Text's analysis features do not match the user's needs and research goals, this might be the best choice.

6.2: Defining Codes in the Codebook

Any combination of codes can be assigned to a specific response. For each entry in the codebook, the following information can be defined: a seven-character name, a short definition, a long definition, further instructions for when to apply or not apply the code, and a text passage illustrating an example where the code should be used.

Step 1: Go to the Administration Screen.

Step 2: Click on the Codebook tab.

Step 3: Click on the Add Code Command Button. (See figure 6.2-1.)

Step 4: The Add New Code Screen will appear. (See figure 6.2-2.) From this screen, enter the desired code, a brief description of the code, a full description of the code, a use for the code, a way in which the code should not be used, and an example of the code in use. EZ-Text does not require that all six pieces of information be entered into the Add New Code Screen, but it is recommended. Providing all of the information that is known about a specific code will make it easier for multiple coders to understand its meaning.

Step 5: After entering a code and the rest of the information on the Add New Code Screen, click on the Save Command Button. (See figure 6.2-3.) Continue each step for each code that needs to be entered.

6.3: Access and Use of Coding Form

Step 1: Go to the Interview Information Screen.

Step 2: Click on Coding on the Menu Bar. Select Code Responses to open the Coding Form.

Step 3: Using the pull-down lists, select which question and ID to code.

Step 4: Boxes that display the original Question and corresponding Response text passage for the selected respondent are also present. Below these boxes are two more boxes which list Available Codes and Assigned codes. The Available Codes list is used to scroll through the code names and short definitions in the codebook. After reading and identifying themes in the response passage, highlight the appropriate code in the Available Codes list and click on the top arrow button to move the code to the Assigned box. This process is repeated until the Assigned box contains a list of codes corresponding to all the themes in the response. Similar steps, invoking the bottom arrow button, are used to remove a code from the Assigned box. (See figure 6.3-1.)

Viewing details of a code:

If the user needs to view the code along with the code's definitions and uses, double-click on the specific code from either the Available Codes box or the Assigned Codes box. The Code Display Screen will appear. To return to the Coding Form, click on Return.

To seek a code from the Available Codes box:

To find a specific code within the list of Available Codes, enter the code into the Seek Code field near the bottom of the Coding Form. (See figure 6.3-2.)

Note: The Available Codes list is displayed in alphabetical and numerical order based on the seven-character code names. Users can have as many codes in the codebook as they need. (e.g., just a few codes or even hundreds of codes). A scroll bar automatically appears on the right side of the Available Code list when there are more codes than fit in the display box on the screen. (See figure 6.3-2.)

6.4: Viewing and Printing the Codebook

The codebook can be viewed and/or printed in abbreviated or complete formats.

To view and/or print the codebook:

Step 1: Go to the Coding Form as instructed in section 6.3.

Step 2: Click on Reports on the Menu Bar and select the type of report to be printed. (See figure 6.4-1.)

After assigning codes to a response the following codebook options can be viewed and/or printed:

Response Coding Report - displays the response to one question, for one respondent, and the assigned codes.

Codebook Summary Report (sorted by code) - displays all of the available codes and their short definitions, alphabetized by the codes.

Codebook Summary Report (sorted by description) - displays all of the available codes and their short definitions, alphabetized by the descriptions.

Codebook Report - displays the entire codebook.

Step 3: Once the report type is selected, the report can be viewed on screen. To print the report, click on the appropriate Print Command Button at the bottom of the Print Preview Screen. (See figure 6.4-2.)

6.5: Modifying the Codebook

Modification of the codebook can be accomplished by one of two methods.

Method 1: Accessing the codebook editing functions in the Administration Screen:

Step 1: Go to the Administration Screen.

Step 2: Click on the Codebook tab. (See figure 6.5-1.)

Step 3: To modify an existing code, click on the code displayed in the Codebook tab. This will highlight the code and the short definition of the code. (See figure 6.5-2.)

Step 4: Click on the Modify Code Command Button. This allows the user to edit a code, the definitions of a code, or the uses or examples of a code, on the Modify Code Screen. (See figure 6.5-3.)

Step 5: Once the editing of the code is complete, click on the Update Command Button. (See figure 6.5-3.) Repeat this process for as many codes as needed.

Follow Step 1 through Step 3. Click on the Delete Command Button. Caution should be used when deleting codes. If a code has been used and is subsequently deleted from the codebook, all previous points of assignment to response passages are also removed from the database.

Follow Step 1 and Step 2. Click on the Add Code Command Button.

Accessing the codebook editing functions from the Coding Form:

Step 1: Go to the Coding Form.

Step 2: Select Modify Codebook from the Menu Bar. (See figure 6.5-4.)

Step 3: A screen will appear prompting the user to enter a Codebook Password. Enter the desired password and click on Continue. (See figure 6.5-5.)

Step 4: The Codebook Maintenance Screen will appear. Click the appropriate command buttons to add new codes, delete existing codes, or edit the current codebook definitions. Caution should be used when deleting codes. If a code has been used and is subsequently deleted from the codebook, all previous points of assignment to response passages are also removed from the database. After changes to the codebook are made, click Return to go back to the Coding Form and continue with the coding process. (See figure 6.5-6.)

6.6: Exporting and Importing the Codebook

6.6(a): Creating a Codebook Export File

To create a Codebook Export file:

Step 1: Go to the Coding Form.

Step 2: Select Modify Codebook on the Menu Bar. (See figure 6.5-4.) The Codebook Maintenance Screen will appear. (See figure 6.5-6.)

Step 3: Click on Codebook on the Menu Bar. Click on Create Codebook Export File on the File Menu. (See figure 6.6-1.)

Step 4: A screen asking for a file name will appear. Enter the file name (which always has the .cdb file name extension) and click OK. (See figure 6.6-2.)

6.6(b): Copying and/or Renaming a Codebook Export File

To Copy and/or Rename a Codebook Export File:

Step 1: Go to the Coding Form.

Step 2: Select Modify Codebook on the Menu Bar. (See figure 6.5-4.) The Codebook Maintenance Screen will appear. (See figure 6.5-6.)

Step 3: Click on Codebook on the Menu Bar. Click on Copy or Rename Codebook Export File on the File Menu. (See figure 6.6-3.)

Step 4: A screen with two columns of fields will appear. The column on the left displays a list of codebook export files from a Source Folder, a list of Source Folders, and the Source Drive. The column on the right displays a list of codebook export files from a Target Folder, a list of Target Folders, and the Target Drive. From the list of files above Source Folders, highlight the file to be copied and/or renamed. (See figure 6.6-4.) If the file to be copied does not appear in this list of Source Files, select the appropriate Source Drive and Source Folder. To select a Source Drive, click on the black arrow to the right of the Source Drive field, and select the needed drive from the pull-down menu by clicking on the drive. To select a Source Folder, scroll down the list of Source Folders, and double-click on the folder needed.

Step 5: Select the folder, in the right-hand column, into which the codebook export file will be copied (Target Folder). To select the Target Folder, double-click on the top folder in the Target Folder field. Scroll down the list of folders, and double-click on the folder needed. If it is necessary to change the Target Drive, click on the black arrow to the right of the Target Drive field, and click on the appropriate drive. (See figure 6.6-5.)

Step 6: After selecting the Target Folder, type the name of the codebook export file in the field under Target File Name. If you are renaming the codebook export file, type in the new name ending with a .cdb extension. Click on OK. A screen will appear to inform the user that the file was successfully copied. Click on OK. (See figure 6.6-6.)

Note: If the user wants to rename a codebook export file in the same folder, make sure the Target Folder is the same folder as the Source Folder. (See figure 6.6-7.) When a file is renamed, the original file will still exist. To delete the original file, see section 6.6(c).

6.6(c): Deleting a Codebook Export File

To delete a codebook export file:
Step 1: Go to the Coding Form.

Step 2: Select Modify Codebook on the Menu Bar. (See figure 6.5-4.) The Codebook Maintenance Screen will appear. (See figure 6.5-6.)

Step 3: Click on Codebook on the Menu Bar. Click on Delete Codebook Export File on the File Menu. (See figure 6.6-8.)

Step 4: A list of previously-saved codebook export files will appear. Highlight the name of the file to be deleted, and click on OK. Alternatively, type the name of the codebook export file at the prompt and click on OK. (See figure 6.6-9.) If the file to be deleted does not appear in the list of files, select the appropriate drive and folder. To select a drive, click on the arrow to the right of the drive field, and select the needed drive from the pull-down menu by clicking on the drive. To select a folder, scroll down the list of folders, and double-click on the folder needed.

Step 5: After the file has been deleted, a screen will appear informing the user that the file deletion was successful. Click on OK.

6.6(d): Moving a Codebook Export File

To move a codebook export file:

Step 1: Go to the Coding Form.

Step 2: Select Modify Codebook on the Menu Bar. (See figure 6.5-4.) The Codebook Maintenance Screen will appear. (See figure 6.5-6.)

Step 3: Click on Codebook on the Menu Bar. Click on Move Codebook Export File on the File Menu. (See figure 6.6-10.)

Step 4: A screen with two columns of fields will appear. The column on the left displays a list of codebook export files from a Source Folder, a list of Source Folders, and the Source Drive. The column on the right displays a list of codebook export files from a Target Folder, a list of Target Folders, and the Target Drive. From the list of files above Source Folders, highlight the file to be moved. (See figure 6.6-11.) If the file to be moved does not appear in this list of Source Files, select the appropriate Source Drive and Source Folder. To select a Source Drive, click on the black arrow to the right of the Source Drive field, and select the needed drive from the pull-down menu by clicking on the drive. To select a Source Folder, scroll down the list of Source Folders, and double-click on the folder needed.

Step 5: Select the folder, in the right-hand column, into which the codebook export file will be moved (Target Folder). To select the Target Folder, double-click on the top folder in the Target Folder field. Scroll down the list of folders, and double-click on the folder needed. If it is necessary to change the Target Drive, click on the black arrow to the right of the Target Drive field, and click on the appropriate drive. (See figure 6.6-12.)

Step 6: After selecting the Target Folder and file to be moved, click on OK. A screen will appear to inform the user that the file was successfully moved. Click on OK.

6.6(e): Importing a Codebook

An existing codebook associated with a database is replaced by using the Import Codebook function available on the File Menu on the Interview Information Screen. These features help project managers on multi-site studies ensure that the same codebook is used by all sites.

To ensure this, the researcher responsible for the codebook should:

1. Be the only person with knowledge of the Administration and Codebook Passwords,
2. Facilitate cross-site consensus regarding codebook revisions (e.g., via conference calls or e-mail), and
3. Distribute revised versions of the codebook file to each coder as needed.

Coders at each site can replace their old codebook with the revised version by using the Import Codebook feature. To minimize confusion regarding which codebook version is currently in use, a date and time field for the codebook is automatically provided by EZ-Text. It is viewed by clicking on the About Menu item on the Interview Information Screen.

To Import the codebook:

Step 1: Go to the Interview Information Screen.

Step 2: Click on File on the Menu Bar and select Import Codebook. (See figure 6.6-13.)

Step 3: A screen will appear with a list of saved codebooks from which to choose. Highlight the desired codebook and click on OK. (See figure 6.6-14.)

6.7: Database Searches from the Coding Form

A search option on the Coding Form's Menu Bar assists in conducting Boolean searches of the database. Searches are designed using combinations of ID numbers, open-ended question numbers, and assigned codes. Search results can be printed, copied to a word processor document, or viewed on screen. The search feature may be used to find and replace inappropriately assigned codes. After coding is complete, it can be helpful for selecting text passages to use in ethnographic case studies.

To perform a search:

Step 1: From the Interview Information Screen, select Coding on the Menu Bar.

Step 2: The Coding Form will appear. Select Search on the Menu Bar. This will list two search options: setting up a new search and revising a previous search. (See figure 6.7-1.)

Step 3: Define a search by Code, Respondent ID, and/or Question Number by using the selection lists. (See figure 6.7-2.)

Note: Field 1 and Field 2 execute first. Field 3 searches from the results of Field 1 and Field 2.

Step 4: Once the search is defined, click on the Execute Query Command Button. The number of results will appear in the Results field. (See figure 6.7-3.)

Step 5: To view the results, click on the Browse Command Button. While browsing, use the Command Buttons, i.e., First, Previous, Next, Last, to navigate through the results. (See figure 6.7-4.)

Step 6: To print the results, select Reports on the Menu Bar and click on Response Coding Report. (See figure 6.7-5.)

Step 7: From the Print Preview Screen, click on the appropriate Print Command Button. (See figure 6.7-6.)

Go to Chapter 7