Preparatory Tasks Establishing the basis of Enumeration

1. Preparatory TasksEstablishing the basis of Enumeration Angela Me, Chief Social and Demographic Statistics Section

2. The first question to answer: Who is responsible for the census enumeration?

3. Defining roles and responsibilities of each office • High level inter-agency committee • Approve institutional arrangements • Identify the roles of each ministry and managing existing resources • National Statistical Office • Oversee the enumeration • Define standard procedures • Support regional office (what support? How to organize it?) • Regional offices • Buy equipment • Supervise field enumeration • Coding

4. Defining roles and responsibilities of each office National Statistical Office IT Census office Field operations Clear outputs Clear Instructions R.O. R.O. R.O.

5. Another question to answer: What are the key goals?

6. Defining key goals: some examples • Full coverage (with fixed budget) • Confidentiality • Census publicity • Compliance of people • Cost-effectiveness • Recruitment and training of field staff • Accountability • Availability of enumeration tools • Involvement of local leaders • Consistency of procedures • Enumeration of special sub-population groups Reduce reports of lost census material by 50% from previous census Enumerate homeless

7. Defining key goals 16 countries in the ECE region reported difficulties during enumeration activities • Non-response • Refusals (for privacy concern) • Difficulties finding people at home Reduce by 50% the refusals experienced in the previous census Reduce by 70% the non-contacts from the previous census

8. Defining key goals • These goals can help to better manage the census enumeration and put in place special procedures • These goals can also assess the results of the census enumeration

9. Identify the key stakeholdersfor enumeration • Data Processing Centre • Procedures on how the data are collected should always be discussed with the people who manage the data processing • Regional governments • Their cooperation, structure, integrity, and trust influence the enumeration phase • Ministry of education • If teachers are employed for the enumeration

10. Type of enumeration • De facto • Person present in a country on the date and time of the census (persons are enumerated where they slept on the night preceding census day) • De jury – usual residence concept • Persons are enumerated at the place of their usual residence irrespective of where the person is at the time of the census

11. Type of enumeration • De facto • Easier to enumerate • De jury – usual residence concept • More complex to enumerate but more relevant for planning purposes UN is moving away from the terminology of de jury because it should not be linked to a legal concept

12. The concept of usual residence Purpose: to have a better understanding of the number and characteristics of people who actually "live" in a place/country rather than the people who are only present at the time of the census. But what do we mean by “living”?

13. The concept of usual residence For most people this is not a problem because they do not move and the meaning of "living in one single place/country" is very clear. The problem is how to define the place of usual residence for people who move their place of living, especially those who do so frequently.

14. The concept of usual residence There is the need to define a threshold, the minimum time a person needs to live in a place in order to be considered as their usual residence the threshold identifies how "permanent" a person needs to be in one place in order to be defined as usual resident in that place (3, 6, 12 months).

15. The concept of usual residence Short thresholds and long thresholds have both advantages and disadvantages Short thresholds (3-6 months) count people who are moving for short periods as usually resident and they may be helpful for countries of immigration since they include more people present in the country. Long thresholds (12 months) may be better for countries of emigration because stretching the period helps to consider people who are out of the country for shorter periods as usual residents.

16. The concept of usual residence CES Recommendations Place of usual residence is: the place where a person has lived for a continuous period of at least 12 months before census day OR The place where a person has arrived during the 12 months before census day with the intention of staying there for at least 1 year

17. The concept of usual residence CES Recommendations Place of usual residence is: The place where a person spends most of his/her daily night-rest • Persons living in more than one residence • Persons in compulsory military service • Children who alternate between two households Other special cases!!!

18. The concept of usual residence CES Recommendations Where to count special cases Persons working away from home during the week: p.u.r.: family home Primary and secondary students away from home: p.u.r.: family home Tertiary students away from home: p.u.r.: term-time address

19. The concept of usual residence CES Recommendations Where to count special cases Persons living in institutions for more than 12 months (or with the intention to stay): p.u.r.: institution Primary and secondary students away from home: p.u.r.: family home Tertiary students away from home: p.u.r.: term-time address

20. The concept of usual residence CES Recommendations Where to count special cases Refugees, asylum seekers, illegal immigrants The rule of the 12 months!!

21. The concept of usual residence Where to count special cases Others…… Defense and diplomatic personnel and their family located outside the country Foreign defense and diplomatic personnel and their family

22. The concept of usual residence CES Recommendations There are people who do not have a place of usual residence because move frequently and do not make up the 12 months rules (such as homeless) The place of usual residence of these persons is the place where they are enumerated Every person should have one and only one place of usual residence

23. The concept of usual residence CES Recommendations There are people who do not have a place of usual residence because move frequently and do not make up the 12 months rules (such as homeless) The place of usual residence of these persons is the place where they are enumerated Every person should have one and only one place of usual residence

24. The concept of usual residence Temporary absent persons Persons who are usually resident in the enumeration place but are absent at the time of the census for less than 12 months should be included Persons who have been away or intend to be away for more than 12 months should be excluded The census is not a proper tool to count emigrants!

25. The concept of usual residence Temporary present persons Persons who are present during the census but have lived or intend to live in the enumeration place for less than 12 months. They should NOT be enumerated as usual residents Short-term migrants?

26. The concept of usual residence Temporary present persons Persons who are present during the census but have lived or intend to live in the enumeration place for less than 12 months. They should NOT be enumerated as usual residents Short-term migrants?

27. Method of enumeration Classical methods Interviewer (canvasser) Self-enumeration (householder) Use of pre-existing administrative records Based on the full enumeration of the population

28. Method of enumeration Some Other methods Simultaneous enumeration in the field of all individuals and of the characteristics of a sample of individuals Long/Short form (Canada, US, Israel) Simultaneous Enumeration through the registers and the field of all individuals and the characteristicsof all individuals Combined approach registers-full enumeration (Belgium, Latvia, Slovenia, Spain, Switzerland)

29. Method of enumeration Some Other methods Simultaneous Enumeration of all individuals and their characteristics through the registers and corrected with the enumeration of individuals and characteristics of a sample of individuals Combined approach registers-ad-hoc survey (Israel, Germany 2011?)

30. Method of enumeration Do we have in Central Asia the conditions to move away from the interviewer method? Look at: • Educational level • Postal system • Quality and coverage of administrative records • Budget • Skills available in the national statistical office • Users needs and attitude to change

31. Timing of enumeration Decision should be based on: • When the enumeration can be carried out simultaneously in ALL parts of the country • When operational problems can be minimized • Weather conditions • Seasonal movements of persons • Availability of field staff

32. Census reference time • Information collected with reference to a unique predetermined point in time • It is relevant for characteristics such as age, marital status place of usual residence • It is less relevant for characteristics such as labour force status

33. Duration of enumeration There is a trade-off between practical arrangements (including budget) and data quality. Decision should be taken considering: • How big the census is (population and territory) • Availability of staff • Logistic support • Mobility of population Practices vary from 1 day (Turkey) to 3-6 months (Colombia), and to certain extent the US (about 180 days)

34. Performance Indicators To be established BEFORE the enumeration to assess the quality Examples: • Rate of under-enumeration • Number of calls to an inquiry service • Performance of enumerators

35. Preparatory TasksStructure of the Workforce Angela Me, Chief Social and Demographic Statistics Section

36. Hierarchical Management Structure NSO, Census Director Regional Manager Deputy Regional Manager Supervisor Enumerator

37. Staffing Ratios Depending on issues such as: • Duration of enumeration • Administrative structure of the country • Staff availability • Time required for communication between people at different levels in the hierarchy

38. Roles and Responsibilities They should be clearly defined by precise instructions in manuals and be reinforced in training

39. Roles and Responsibilities Regional Managers Public communication Liaison with targeted government and community groups Assure quality in census administration but little on enumeration Approve payments Reporting to Census Office Little interaction with supervisors and enumerators

40. Roles and Responsibilities Supervisors Time with the enumerators (by phone or personal contacts): on-the-job training, follow the operations Quality assurance during the enumeration More on quality assurance than administration

41. Roles and Responsibilities Enumerators Contact with respondents Clerical work in the field and at home Travel

42. Staffing Ratios Regional Manager Ratio regional manager/supervisors: depending on the administrative tasks Supervisor The ratio supervisor/enumerator is the most crucial since it has an impact on the quality assurance. It may vary within the country (urban/rural). 1:5 good starting point Enumerator