Census Administrator Training

1. Census Administrator Training Washington State Office of Financial Management

2. OFM�s New Central Annexation Tracking System

3. Why Census? To ensure proper allocation of funds 12-15% of the State Budget is allocated to cities and towns based on population Funds are allocated as of April 1st population Federal Census is decennial Required by law when land is annexed As cities and towns change geographically, they must maintain an accurate count of the population within their boundaries RCW 35.13.260 and RCW 35A.14.700

4. Your Job IS Important! Successful Census depends on your work Poor enumeration job could result in: Rejected census count- resulting in an estimated April 1st population Annexation census required to be partially or completely redone A census is an investment of time and resources by the city and by OFM

5. Forms, Manuals, and Training Census Administrator�s Manual Running a successful census Census Enumerator�s Manual Counting people and housing units Census Tabulation Manual Completing forms This presentation is not a substitution to reading the manuals

6. Forms, Manuals, and Training

7. General Instructions Procedures are based on over 40 years of experience � DO NOT attempt to change them Use your manual Keep information CONFIDENTIAL Consult OFM with questions diana.brunink@ofm.wa.gov megan.berg@ofm.wa.gov 360-902-0599

8. General Instructions Census for April 1st count � Conducted during the last two weeks in March and first week in April, within 30 days Close to April 1 date Census for Annexations � Conducted as needed, within 30 days of the Official Census Day of the annexation (first day of enumeration) Quick census to avoid duplicates Large censuses (10 k+) must be complete within 30 days as well

9. Timeline Pre-census Preparations Mapping, Field checking, Hiring Official Census Day � Day 1 First day enumerators are in the field Initial Canvas � 7 to 10 days Visit and list all residences in annexation area Finish Census � 20 to 25 days Clear all callbacks Submit all Sheets and Maps to OFM � Day 30 Census is complete pending OFM verification

10. Contracted Work It is the city�s responsibility to ensure contracted work adheres to OFM�s guidelines and quality standards Cities interested in contracting out census work should contact other cities that have recently used contracting agents.  OFM can provide city contacts.

11. Census Costs Factors Influencing Census Costs Total Number of People Total Number of Housing Units Number of Callbacks Number of Enumerators Amount of Field Checking needed Enumerators� Ability Density of Housing Units- transportation costs Time spent re-canvassing Amount of Information Collected Boundary Problems Publicity Weather Wages

12. Census Costs Calculating Census Costs Average city census of 5,000 people ~ $4 to $6 per person / $10 to $15 per household Larger cities require more enumerators, supervision, callbacks (urban anonymity)NO COST GUARANTEES

13. Should I Census? Cities may feel that population is underestimated - therefore looking to increase pop. counts for revenue allocations A census is an investment in time and resources for the city and for OFM, we both want a successful outcome OFM can help to evaluate potential benefits or losses from taking a census

14. Should I Census? 1) Does it look like the 2000 federal census undercounted the city? Was the city undercounted by the census? What�s the difference between OFM�s 2000 housing estimate and the census count? 2) Why do you feel the current OFM estimates is in error? Problems with housing? Occupancy rates? Or Average PPH? Administrative data such as utility billing rates can be used as a rough check Unique occupancy rates in new construction? Seasonal housing?

15. Should I Census? 1) How much population must be gained in order to have the census cost recouped by the increase in revenues through the next federal census? Selected revenues distributed to cities amount to an estimated $36.8 per capita in 2008 A city with pop. around 10,000 with no extenuating factors will cost approximately $5 per person to count or $50,000 Thus $50,000 / $37 = 1,351 more people are needed to pay the cost of the census in one year OR 1,351 / 2 yrs. = 676 more people are needed to pay the cost of the census in 2 yrs. when federal census occurs in 2010

16. Pre-Census Preparations Staffing Administrator/Director Leader who is in charge, can also be enumerator Must be available at all times during enumeration Supervisors Large censuses may require additional supervisors (1 per 5 - 10 enumerators) Enumerators # Depends on: The size of the city The number of people one enumerator can count in a day The number of days you have to contact all houses in the city

17. Pre-Census Preparations 50 houses with 3 pph = 150 persons

18. Work Hours and Duration Duration and Difficulty depends on: geography � urban/rural density number of enumerators political climate weather Work hours are determined by the need to catch people at home - including nights and weekends In urban areas evening work is always required More jobs, more anonymity, fewer kids, less time spent at home

19. Recruitment Administrator/Supervisor positions to be hired 3 to 4 weeks before census Can be hired out to a private firm Enumerators to be hired via local media, or from local clubs or colleges- avoid coercion Police or F.D. do not work well Enumerators must be able to: Work nights and weekends Have the required physical endurance Interact with the public Pass a possible screening test of map reading and census definitions

20. $ Pay $ There is no perfect way to pay census staff� Enumeration areas differ, be fair, equal pay for equal work Daily Wage Per Person Enumerated Per Housing Unit Hourly Wage Mileage

21. Training Your Staff Discuss: Confidentiality Forms Canvassing HU definitions Resident definitions Occupancy definitions Field Training: Check and recheck each person�s understanding of census definitions and performance before that person is released in the field to enumerate for several hours on their own Take enumerators out in one car for a test Learn for each other�s mistakes

22. Enumerator Responsibilities Are: Know who should be counted Know how to count housing units Know how to canvass an area Know how to complete a Field Enumeration Sheet Be meticulous, careful, and courteous If the enumerator can not adhere to these requirements this job is not for them

23. Safety Work in pairs when needed In the evening and in areas with potential problems Don�t enter anyone�s home This is a safety and time concern Bring a cell phone For emergencies and to ask your supervisor questions Insurance Enumerators may be covered under state industrial or city�s personal plan

24. Assignments Enumerators will be assigned a specific geographic area to enumerate Enumerators will count ALL residents and ALL housing units Enumerators have NO responsibilities outside their specific area

25. Materials 3-ring binder containing: Enumerator manual Field Enumeration Sheets A map No. 2 Pencil

26. Mapping/Canvassing Prior to starting the canvass, the following should be done: Maps should be prepared Streets checked for accurate representation Boundaries checked and problems noted Group Quarters located and contacted Blocks outlined and numbered White-out nonexistent features draw in new features Use ---- to indicate non-road boundary Number blocks consecutively within each Block Group in a serpentine fashion Administrator dutiesAdministrator duties

27. Mapping/Canvassing MAPS are a Major Control Feature Provide a means of making assignments Assure total canvass without duplication Provide a means of identifying problems and housing units Map should be focused on your area (scale 1� - 400�) � then cut up Maps should be color coded Green = Municipal Boundaries (current city boundary) Red = Annexed Area Orange = Block Groups (enumeration district) Black = Block (city block)

29. Maps Master Control Map: Contains entire area w/ corrections and clarifications Filled in as enumeration complete and checked Supervisor Maps: Smaller in Scale (larger in area) Show entire area the supervisor is responsible for Should be subdivided by enumerator Enumerator Maps: Maps should have enough information so that enumerators know where they are Mark all start points on each block Mark all boundary clarifications, landmarks, group quarters� Areas of about ~ 1,000 people

31. Common Administrator Mistakes Underestimating the time required to do a census Not doing pre-census map checks, inadequate supplies Inadequate maps Unclear chain of command / responsibilities

32. Common Administrator Mistakes Underestimating the number of enumerators or supervisors needed Inadequate checking of enumerator performance and progress of census Failure to use pre-census publicity materials

33. Break time� (15 minutes)

34. Enumeration Practices

35. Enumeration Procedures Systematic Canvassing Start in the Northeast corner Work Clockwise Avoid crossing the street/traffic Office/field checking Replicable practice Crossing the street, systematic fashion, check-ability Crossing the street, systematic fashion, check-ability

36. Enumeration Procedures Unusual Blocks Irregular enclosed block Unenclosed block Same procedures Start close to Northeast corner Work Clockwise

38. Enumeration Procedures Look for concealed units Mailboxes RVs Live-in Garages Data are confidential Sleuth, Detective Sleuth, Detective

39. Enumeration Procedures Do not stop in the middle of a block Canvass blocks in the order specified by your supervisor

40. Field Enumeration Sheet � Top The top of the Field Enumeration Sheet can be filled out without a respondent Complete as much as possible before approaching the housing unit

41. Housing Unit Sequence Number Number each housing unit consecutively as you walk around the block 1,2,3,4,5+,MH/TR,Spec. each unit receives own number 1st HU in Northeast corner is #1 Start again with #1 on next block

42. Census Definitions Housing Unit- one or more rooms intended for permanent occupancy with direct access from outside the building or through a common hall Occupied Unit- a housing unit with one or more resident persons usually living and sleeping there Vacant Unit- a housing unit without occupants, or occupied by a person with a usual place of residence elsewhere Vacant New Housing fill out �Field Enumeration Sheet� w/ housing unit sequence numberused to adjust Occupancy Rates and PPH in developing areas Dilapidated or uninhabitable units are not counted as vacant

43. Vacant Housing Dilapidated - ignore Vacant - count

44. Vacant Housing

45. Vacant New Construction To account for new development

46. Vacant New Construction

47. Under Construction Under Construction Not Counted on Field Enumeration Sheet

48. Housing Types Enter housing type in Box 5, 6 or 7 of Field Enumeration Sheet

49. Single Family Residence (1)

50. Duplex (2)

51. Triplex / Quadruplex (3/4)

52. Five-or-more unit structure (5+)

53. Mobile Home / Trailer

54. Mobile Home / Trailer Movable housing units intended for permanent occupancy on private lots or in parks. Manufactured Homes / Mobile Homes / Trailers Not built on site Classified for unique occupancy / PPH rates Do not include travel trailers, RVs, 5th Wheels

55. Group Quarters Living arrangements for groups of 10 or more unrelated persons living together (OFM definition) Typically: Prisons, Nursing Homes, Boarding Houses, Military Barracks, Student Dorms, Mental Hospitals These are facilities, NOT housing units, and receive special enumeration procedures No Housing Unit Sequence Number

57. Specials Living quarters not intended for permanent occupancy Only counted when occupied - specials can not be vacant Travel trailers, RVs, boats, tents, boxcars�. Remember to use HU Sequence Number

59. Homeless If homeless or transients are found: Inquire about temporary dwelling unit If none, count the resident as GQ Fill in GQ space with full name

60. Empty Block You will still fill out a sheet Give the block a number Write in: No Population No Housing This enables one to track the empty block in the Master Control Map

61. Census Definitions Resident- A person who usually sleeps In the housing unit or Group Quarter facility 4 or more nights a week for most of the year Includes recent movers All residents living at 12:01 am on the Official Census Day should be counted Babies born AFTER 12:01 am on the census date should be counted Persons dying BEFORE 12:01 am on the census date should not be counted

62. Resident Rules Rules are based on �usual residence;� where they usually sleep four or more nights a week for the majority of the year

63. Interview The Language Barrier Print Census Sheets in applicable languages Print Callback Slips in applicable languages Print Pre-census Publicity in applicable languages

64. Interview Before you get to the door � be prepared Check the address Complete the top portion of the Field Enumeration Sheet

66. Interview Get a competent person to give the initial information Children are OK, but ask for an adult Inform the respondent that the interview will only take a few minuets Introduction �Hello, I am the census taker for your area.� Reason for census / time required for interview Ask for full names of persons living in this unit �I need the names of the persons usually living in this house (or apartment) starting with an adult.� People forget about infants, get info on neighbors when possible.People forget about infants, get info on neighbors when possible.

67. Interview Ask the 5 Residency Screening Questions:  1) Do any of the persons listed above sleep elsewhere more than three nights per week? 2) Do any of the persons listed above attend school and not live at the above address during the school year? 3) Are any of the persons listed above members of the military and live on a military base or ship? 4) Do any of the persons listed above live more than six months of the year elsewhere? 5) Are there any other persons living in this house or on this property that I might miss?

68. Interview Inquire about neighboring housing units �Could you tell me who lives next door in case they�re not home?� Good enumerators get into this habit! Thank your informant �Thank you very much for your time and cooperation.� People forget about infants, get info on neighbors when possible.People forget about infants, get info on neighbors when possible.

69. Field Enumeration Sheet Fill out: No. of Units in Structure 1, 2, 3, 4, 5+ or circle MH/TR, Spec. Is unit vacant? List Full Names If needed, void wrong entries. Do not erase Don�t void in front of residents Ask Resident Screening Questions Calculate: Total Residents Take notes MH/TR the same, MH/TR the same,

71. Resident Questions What�s the purpose of this census? State government funds for public services are allocated on the basis of population size. City/County officials want to make sure they receive the proper amount of funding. Who receives this information? All information is strictly confidential. The state population staff and the city/county staff restrict access to the actual census information. Only the total number of persons and housing units is released.

72. Resident Questions Why are the full names required? The names are used to verify that people are not missed or double counted in the census. After the population and housing is totaled, all records of names are destroyed by OFM. Names are also used for OFM office and field checking. NAMES ARE REQUIRED If census is tabulated with > 5% no-names, enumerators may be required to re-canvass the area!

73. Problem Situations Rarely occur, especially if census receives good publicity Politely excuse yourself Try to get information from neighbors Names are preferred, but descriptions such as: �Adult Male, Child Female� are acceptable People may be resistant / angry Report these cases to your supervisor Some refusals may be legitimate Juvenile group homes Safe houses TAKE NOTES ON FORMS AND MAPS

74. Callbacks A callback refers to additional calls or trips you may have to make to a housing unit if occupants are not at home Complete top of Field Enumeration Sheet, put a �C� in the Callback box If different enumerators, use initials Get information from neighbors Names of residents, places of employment, when family is home If you can verify information from two neighbors, you do not need to contact residents directly

75. Callbacks TAKE NOTES, TAKE NOTES, TAKE NOTES Note information from neighbors Date and time of attempted contact This will help with making contact Leave Telephone Notice or Mail Back form at the time of initial canvass Enter as much information as you have Wait a day or two before attempting to make contact again ALL EFFORTS TO CONTACT RESIDENTS MUST MEET CONFIDENTIALITY RULES

76. PR helps�

78. Callbacks Verifiable information is required If no response to Telephone Notice: Direct contact by phone (reverse directory) Re-canvass housing unit Use Mail Back form Email responses are acceptable, but must conform to confidentiality rules Be Cautious If residents are very difficult to reach, the unit may be held for occasional use Check utility records, lawn maintenance, apt. manager If no information on residents is available, the unit IS considered vacant - NO EXCEPTIONS

79. Special Enumeration Procedures These procedures speed up enumeration and help to avoid conflicts with residents Unless otherwise instructed, enumerators should enumerate everything in their area Group Quarters The facility should be contacted prior to your arrival Contact your supervisor before attempting to enumerate any group quarters in your area Facility may provide you with a list of residents Check to make sure temporary persons were not included in list (rehab) Remember to enumerate resident staff if they meet resident criteria If there is no list, obtain the names of residents from the staff, but do not go bed-to-bed REMEMBER Group Quarters are facilities, not housing units Look for GQ on boundary checkLook for GQ on boundary check

80. Special Enumeration Procedures Large Multi-unit Structures Contact the manager Explain activities Explain the difference between �occupied� and �rented� Get a list of vacancies Enumerate normally, door-to-door Manufactured Homes and Parks Same as above An empty MH spot / slip is not a vacancy Travel trailers and RVs that are occupied as permanent housing are classified as �Specials� Remember Confidentiality The manager can give you information about residents, but you can not give the manager any information about residents

81. Special Enumeration Procedures Hotels, Motels, YMCAs, and YWCAs Contact the manager- they should know who are permanent occupants and who are guests Enumerate resident manager/staff, and permanent residents Count their rooms as housing units Do not count vacant units as housing units They are not intended for permanent occupancy  UNLESS IN THE SPECIAL CASE: Where 75% or more rooms are filled with permanent residents- then count all vacant units In these cases are essentially apartments posing as hotels

82. Special Enumeration Procedures Safe Houses Contact the staff Verify numbers of persons who do not have any place else to live If you know the residence is a Safe House, DO NOT identify it as safe house on census Field Enumeration Sheet Youth Homes Contact the staff or counselor Verify numbers of persons that are long-term or expected to be OK to obtain name of resident counselor DO NOT list names- State law prohibits this Remember Confidentiality

83. Enumeration Quiz

84. Break time� (15 minutes)

85. Tabulation Three forms summarize the population and housing by structure type from the completed and edited Field Enumeration Sheet: Block Tabulation Sheet; Block Group Tabulation Sheet; and, Summary Tabulation Sheet. E-forms are available online at: http://www.ofm.wa.gov/pop/annex/forms/forms.asp

86. Tabulation (cont.)

87. Block Tabulation Sheet One HU entry per line If > 50 HU � use multiple sheets Enter HU Sequence Number (HU Seq. No.) On same line, enter number of persons living in HU in appropriate column If unit is vacant, enter a �V� and not a zero For specials and GQ � indicate what type on the same line (e.g., boat, trailer, etc.) Remember, GQ does not get a HU Seq. No. If NO housing, mark �No Housing, No Population� In the Page Total section at the bottom of the sheet: Add the population by structure type Count the number of total units and vacant units. Total units contain the number of vacant units. If more than 50 units, add all pages and enter in BLOCK Total Section on page 1 of 1 only.

88. Block Group Tabulation Sheet Four parts: Identifying information Population by unit type Housing unit by unit type Vacant unit by unit type Only use the ALL Block Grand Total section when you have more than one block group.

89. Summary Tabulation Sheet Summarizes the Block Group Tabulation Sheet(s) Six parts: Final summary of housing and population Computations Classification of group quarters Census Costs Comments Contact information and signatures

90. Finish Tabulation Double check your work! Resolve all questions before submitting to OFM. Consult your Tabulation Manual and give us a call if you have any questions. We�re here to help! (360) 902-0599 YOU�VE COMPLETED YOUR CENSUS!