# Presentation: 515515

## Federal-State Cooperative Program for Population Estimates / State Data Center Conference
Minneapolis, Minnesota
April 28, 2003

*Minneapolis, Minnesota*
*April 28, 2003*

**Special Census Program****Update for the 2000 Decade**

## Presentation Overview

- Description of Special Census Program
- Data products from a Special Census
- Modifications implemented for 2000 Decade
- Benefit to governmental units
- Cost to conduct Special Census
- Current Special Census Customers
- Conducting a Special Census
- Governmental Unit requirements
- Requesting a Cost Estimate
- Contacting the Special Census Office

## What is a Special Census?

- A Special Census is a basic count of population and housing authorized by Title 13, Section 196, and is conducted at the request of a local or tribal government.
- Special Censuses are paid for by the governmental unit and conducted by the U.S. Census Bureau.
- Interviews are conducted using the update/enumerate methodology with a questionnaire that is similar to the Census 2000 short form.
- Certified population and housing counts are provided to the jurisdiction and are primarily used for state and county funding allocation in areas of high growth or annexation.
- State law dictates if local governments can or must use Census Bureau-certified intercensal data for funding purposes.

## What Kind of Data are Provided?

- Certified Population and Housing Unit Count for Special Census Area (whole or partial). **DIRECTOR’S LETTER**
- Demographic Profile (DP-1) for tracts or part tracts and whole jurisdiction (if full Special Census). **EXCEL**
- Population and Housing Unit Count at block level. **EXCEL and ASCII**

- Detailed race and ethnic data provided if Special Census population meets or exceeds 5,000 persons.
- Non-detailed race and ethnic data provided for Special Censuses of less than 5,000 persons.
- Demographic profiles not provided for a Special Census of less than 50 persons.

## What changes have been made to the Special Census Program for this decade?

- Modified enumeration methodology
- 1990’s:  List Enumerate involved listing housing units and enumerating households from “scratch”.
- 2000’s:  Update Enumerate involves updating existing address list and enumerating households.
- Increased accuracy
- Better housing unit coverage (structures) due to use of Master Address File.
- Improved within-household coverage (people) due to more extensive quality assurance procedures.
- Tighter operational control
- Automated control system tracks individual housing units throughout Special Census process.
- Maps and address lists used for Special Censuses are generated from the most recent Census Bureau files that are updated from Census 2000, the American Community Survey, and other current surveys.
- Improved training
- Enumerators receive 3 day training that includes respondent relations, mapping skills, and extensive address list updating skills. During the 1990’s, enumerators received a one-day training.
- Heightened quality assurance procedures
- Additional quality assurance procedures identify missed housing units, missed household members, duplication, and enumerator error.
- New integration with other Census Bureau programs
- Boundary and street feature updates resulting from a Special Census are inserted into the Census Bureau’s digital map file, TIGER.
- Address updates from Special Censuses are added to the Census Bureau’s Master Address File.
- Special Census data from whole-jurisdiction governmental units are considered when the Census Bureau calculates population estimates annually.
- Customer tools provided electronically
- Recruiting materials, drop-in articles, promotional advertisements, technical information, and data product descriptions are provided to governmental unit customers through the Internet.

## How does this Impact Local Governments?

**Special Census housing unit coverage is more complete**
- 	1990’:  Data produced from List Enumerate methodology
- 	2000’s:  Data produced from Update Enumerate methodology that incorporates extensive quality assurance procedures.
**Special Census data is provided sooner**
- 	1990’s:  9-12 months from Memorandum of Understanding to Certified Data
- 	2000’s:  5-7 months from Memorandum of Understanding to Certified Data
**Special Census costs are higher**
- 	1990’s:  average cost per person was $5.00
- 	2000’s:  average cost per person is $9.23
**Special Census Tools Available Online**
- 	1990’s:  Limited tools available in print form.
- 	2000’s:  Recruitment and Partnership tools available online.

## Why Have Costs Increased this Decade?Improved Methods, Different Program

- Enumerator production rates have declined more than 35% since the 1990’s.
- Heightened concerns over privacy have increased time needed to complete interviews.
- Respondents are more difficult to find at home due to longer work days, increased commuting time, and multi-income households.
- Enumerator hourly wages have increased 25% since the 1990’s.
- Enumerator pay rates are set at 65% of BLS average wage for specific county.
- Higher pay rates result in a larger and more stable pool of candidates from which to select.
- Enumerator training requirements have increased 300% since the 1990’s.
- Enumerator training has increased from 1 to 3 days for the 2000 decade.
- New training segments include how to complete interviews with reluctant respondents, update existing address lists, and effectively use census maps.
- Update/Enumerate method is more costly but results in higher quality data.
- 1990: List/Enumerate.  Enumerators listed addresses in each block from scratch.
- 2000: Update/Enumerate. Enumerators are assisted by the Census Bureau’s Master Address File while canvassing each block, resulting in better coverage of all housing units.
- Salaries for professional and managerial staff have increased more than 20% since 1997.
- Update/Enumerate methodology is more dependant on technology and requires more professional staff time in the areas of geography, address file preparation, IT support, and data processing.
- Overhead costs for federal employees have increased since the 1990’s due to higher medical insurance costs, higher per diem travel costs, and higher mileage rates.

## Special Census Program Current Update(as of April 9, 2003)

- The first Special Census of this decade was conducted in Montgomery, Illinois.  “Special Census Day” was September 6, 2002.  Certified data has been provided to the jurisdiction.
- Special Census cost estimates have been requested by 84 governmental units since November, 2002.
- 32 jurisdictions have signed MOU’s with the Census Bureau and started the Special Census process.  More MOU’s are anticipated within the next several months.

## Current Special Census “Customers”

**Cost Estimates** have been prepared for 84 governmental units located in 12 states, including Arizona, Arkansas, Illinois, Indiana, Iowa, Maine, Michigan, Minnesota, New York, Ohio, Pennsylvania, and South Carolina.
**Memorandum of Understandings** have been signed with the following governmental units:
- Algonquin, Illinois
- Aurora, Illinois
- Batavia, Illinois
- Bolingbrook, Illinois
- Cary, Illinois
- Epworth, Iowa
- Forks Township, Pennsylvania
- Germantown Hills, Illinois
- Hampshire, Illinois
- Highwood, Illinois
- Hinsdale, Illinois

-    Hoffman Estates, Illinois
-    Huntley, Illinois
-    Joliet, Illinois
-    Lake in the Hills, Illinois
-    Lake Zurich, Illinois
-    Lakewood, Illinois
-    Lindenhurst, Illinois
-    Lockport, Illinois
-    Macomb, Illinois
-    Monee, Illinois
-    Montgomery, Illinois

-    Naperville, Illinois
-    New Lenox, Illinois
-    Plainfield, Illinois
-    Romeoville, Illinois
-    Savoy, Illinois
-    St. Charles, Illinois
-    Sugar Grove, Illinois
-    Tinley Park, Illinois
-    Villa Park, Illinois
-    Waterloo, Illinois

## How are Special Censuses Conducted?

- Governmental Unit requests a Cost Estimate.
- Memorandum of Understanding is signed and partial payment is made by the governmental unit.
- Boundary and Annexation Survey is conducted with governmental unit.
- Current Master Address File and TIGER mapping files are created for Special Census Area.
- Governmental Unit recruits applicants, prepares space, and begins promoting Special Census among residents.
- Local Special Census Office is opened to conduct enumeration.
- Enumerators are hired and trained, Special Census Area is enumerated, and quality assurance procedures are implemented.
- Preliminary population and housing unit data are provided to governmental unit.
- Enumerators and crew leaders are paid by governmental unit.
- Local Special Census Office is closed.
- Questionnaires are scanned and keyed at National Processing Center in Jeffersonville, Indiana.
- Data file is edited, tabulated, and reviewed by Census Headquarters.
- Data tables in Excel and ASCII are provided to governmental unit at block, tract, and governmental unit levels.
- Census Bureau Director provides Certified Data Letter to governmental unit.
- Financial books are “closed” on Special Census. Monies are refunded or billed to governmental unit based on actual costs.

## Governmental Unit Responsibilities

- Review and update Boundary and Annexation Survey maps.
- Recruit job applicants at 3-5X the number of field positions required.
- Provide space for testing and training.
- Conduct promotion and awareness campaign among local residents.
- Provide secured 24/7 office space with phones, fax, and basic office furniture.
- Pay temporary census staff based on invoices provided by the Special Census Office.
- Review preliminary counts of population and housing units.
- Receive final population and housing unit counts 10-12 weeks after Special Census data collection is completed.

## How to Request a Cost Estimate

- Governmental Units interested in conducting a Special Census should review our website, located at **www.census.gov/specialcensus** to download a cost estimate request form and detailed instructions.
- A completed form, letter from HEO, and $200 processing fee must be received before a cost estimate can be processed.
- Governmental units will receive a cost estimate that is valid for 90 days, as well as a Memorandum of Understanding (MOU).
- Upon receipt of a signed MOU and initial payment, the Special Census process begins.
- Individual Special Censuses will be scheduled at the most beneficial time for all parties involved, including the governmental unit and Census Bureau.

## Special Census Websitewww.census.gov/specialcensus

- 	The Special Census website is frequently updated with new information.  Cost estimate information, planning tools for participating governmental units, and Frequently Asked Questions are written for the governmental unit that plans to conduct a Special Census. Recruitment and outreach tools will soon be added to the website.

## For more information:

- Visit the Special Census Internet website for program overview and details:
- 		**www.census.gov/specialcensus**
- Send an email to the Special Census Office at:
- 		**SpecialCensusProgram@census.gov ****	**
- Contact Mike Stump or Tim Olson in the Special Census Office:
- 		(**301) 763-1429**
- Contact your Regional Office