Voice Notes: Recording Guidelines

Voice notes are mandatory evidence for the CATS Hackathon. They prove you conducted genuine community research and provide accountability for your Ground Truth data.

Why Voice Notes Matter

Voice notes are required for:

• Verifying authentic community research
• Providing evidence for evaluation
• Capturing exact words and tone
• Avoiding memory bias
• Meeting hackathon requirements

⚠️ Warning: Teams without voice notes may be disqualified from prizes.

Recording Standards

Before Recording

1. Get Consent

• Explain the hackathon and research purpose
• Ask permission to record
• Assure confidentiality (names can be anonymous)
• Give option to decline recording

Consent Script:

“I’m participating in a community problem-solving program. I’d like to record our conversation to help me remember your exact words. Your name won’t be shared publicly. Is that okay?”

2. Test Equipment

• Check microphone quality
• Ensure sufficient storage space
• Test recording in noisy environment
• Have backup device if possible

During Recording

Recording Checklist:

✅ State date and time at beginning
✅ State location (e.g., “Yaba Market”)
✅ State interviewee role (e.g., “Market Trader, 35 years”) - keep name anonymous
✅ Capture ambient sounds (gives context)
✅ Record full conversation (don’t pause/edit)
✅ Take notes simultaneously as backup

Audio Quality Tips:

• Find quiet spot if possible (but some noise is okay)
• Hold phone 6-12 inches from speaker
• Minimize handling noise
• Speak clearly when asking questions
• If outdoors, shield mic from wind

After Recording

1. Save Immediately

• Don’t delete originals
• Upload to cloud storage (Google Drive, Dropbox, OneDrive)
• Rename files with system: YYYYMMDD_Location_Role.m4a
  • Example: 20241108_YabaMarket_Trader.m4a

2. Backup

• Keep copies in 2 places minimum
• Don’t rely only on phone storage
• Share with team members if applicable

3. Organize

• Create folder structure by date or location
• Link files to interview summaries
• Make accessible for team review

File Management

Folder Structure

Voice_Notes/
├── 2024-11-08_YabaMarket/
│   ├── Interview1_Trader.m4a
│   ├── Interview2_Customer.m4a
│   └── notes.txt
├── 2024-11-09_Surulere/
│   ├── Interview3_Student.m4a
│   └── Interview4_Teacher.m4a
└── README.md (index of all recordings)

Metadata to Track

For each voice note, record:

• Date and time
• Location
• Interviewee profile (role, approximate age, gender)
• Duration
• Key topics discussed
• Notable quotes
• File link

Sharing for Evaluation

On Team Pages

On /team/[your-team]/ground-truth page:

1. Upload to cloud storage (Google Drive public folder or Dropbox)
2. Get shareable links (view-only access)
3. Embed links in documentation with context

Example Format:

### Interview Evidence
 
**Trader, 32, Yaba Market** (Nov 8, 2024)
- [Voice Note Link](https://drive.google.com/...)
- Duration: 8 minutes
- Key topics: Waste accumulation, storage costs, daily cleanup time
- Quote: "I lose 30 minutes every morning just clearing garbage..."

Privacy & Ethics

Do: ✅ Keep names anonymous in public documentation
✅ Describe role/context instead (“Trader, 32”)
✅ Ask permission before sharing recordings
✅ Use excerpts, not always full recording
✅ Protect personal information

Don’t: ❌ Share without consent
❌ Use recordings for purposes beyond stated
❌ Edit voice notes to change meaning
❌ Include identifying information publicly

Tools & Apps

Recommended Recording Apps

iOS:

• Voice Memos (built-in)
• Just Press Record
• Voice Recorder & Audio Editor

Android:

• Google Recorder (Pixel phones)
• Easy Voice Recorder
• Smart Recorder

Features to Look For:

• Cloud auto-backup
• Good audio quality
• Easy file sharing
• Transcription (optional but helpful)

Storage Options

Free Cloud Storage:

• Google Drive (15 GB free)
• Dropbox (2 GB free)
• OneDrive (5 GB free)

Tip: Create dedicated hackathon folder, organize by date/location.

Transcription (Optional)

While not required, transcribing voice notes can help analysis:

Free Tools:

• Otter.ai (free tier)
• Google Docs Voice Typing
• Microsoft Word Dictate
• Whisper by OpenAI (if technical)

Benefits:

• Easier to search for quotes
• Faster to share specific excerpts
• Helps with pattern analysis

Quality Checklist

Before submission, ensure:

✅ Minimum 10-15 voice notes recorded
✅ Diverse interviewee profiles represented
✅ Audio quality allows understanding conversation
✅ Files properly named and organized
✅ Uploaded to accessible cloud storage
✅ Links work (test in incognito/private window)
✅ Privacy protection in place
✅ Context provided for each recording

Common Issues

”Audio Quality is Poor”

• Solution: Transcribe unclear parts in notes, acknowledge limitation

”Interviewee Uncomfortable with Recording”

• Solution: Take detailed written notes instead, note in documentation why no voice note

”Lost Voice Notes”

• Solution: Always back up immediately after recording

”Too Many Files”

• Solution: Use consistent naming, create index document

Evaluation Criteria

Judges will assess:

• Number of voice notes (10-15 minimum)
• Diversity of interviewees
• Quality of questions asked
• Authenticity of conversations
• Organization and accessibility

Red Flags:

• Too few voice notes
• All interviews sound rehearsed
• Broken links
• Poor organization
• No context provided

FAQ

Q: Can I record in local language (Yoruba, Igbo, Pidgin)?
A: Yes! Add English summary in documentation.

Q: What if someone doesn’t want to be recorded?
A: Respect their decision, take written notes, note in documentation.

Q: How long should each interview be?
A: 5-15 minutes typically. Quality > length.

Q: Do I need fancy equipment?
A: No, smartphone voice recorder is sufficient.

Q: Can I edit voice notes?
A: No editing (no cuts, no enhancement). Keep originals.

Remember: Voice notes are evidence of your authentic community research. They’re not just a requirement—they’re your proof that you listened first and built later.