Conducting Special Censuses in Pennsylvania during the 2000 Decade

1
Conducting Special Censuses in Pennsylvania
during the 2000 Decade

• Presented by Mike Hall and Tim Olson
• U.S. Census Bureau
• Pennsylvania State Data Centers
• Annual Data Users Conference
• Harrisburg, Pennsylvania
• September 18, 2003

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Presentation Overview

• What is a Special Census?
• Who conducts a Special Census?
• What data products result from a Special Census?
• How is a Special Census conducted?
• How long does it take to get certified data?
• What responsibilities does a local government
  have?
• How much does a Special Census cost?
• How does a local government request a cost
  estimate?
• CASE STUDY Forks Township, Pennsylvania
• Who can I contact for more information?

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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.

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Who Conducts Special Censuses?

• Special Censuses are conducted primarily by local
  governments that have experienced population
  growth since Census 2000 and will benefit through
  state revenue sharing programs.
• Cost Estimate Requests have been received from
  115 governmental units located in 15 states,
  including Arizona, Arkansas, Georgia, Illinois,
  Indiana, Iowa, Maine, Michigan, Minnesota, New
  York, North Carolina, Ohio, Pennsylvania, South
  Carolina, and Wyoming.
• Memorandum of Understandings have been signed
  with 60 governmental units in 7 states, including
  Arkansas, Georgia, Illinois, Indiana, Iowa, Ohio,
  and Pennsylvania.

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What Data Products Result from a Special Census?

• Certified Population and Housing Unit Count for
  Special Census Area (whole or partial).
  DIRECTORS 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.

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How are Special Censuses Conducted?

• Local government requests an official cost
  estimate.
• Memorandum of Understanding is signed and payment
  is made by the local government.
• Boundary and Annexation Survey is conducted with
  local government.
• Current Master Address File and TIGER mapping
  files are created for Special Census Area.
• Local government recruits applicants, prepares
  space, and begins promoting Special Census.
• A temporary Special Census Office is opened to
  conduct enumeration.
• Census Bureau hires and trains enumerators,
  conducts enumeration, and performs quality
  assurance procedures.
• Local government pays enumerators and crew
  leaders.
• Preliminary population and housing unit data are
  provided to local government.
• 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.
• Census Bureau Director provides certified data
  letter to local government.
• Detailed data are provided to local government at
  block, tract, and jurisdiction levels.
• Financial books are closed. Monies are refunded
  or billed to local government based on actual
  costs.

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How long does it take to get Certified Data?

• 6-8 months once an MOU is established
• 3 months preparatory work
• 1-2 months enumeration
• 2 months tabulation and edit

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Local Government 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 Special Census Office.
• Review preliminary counts of population and
  housing units.
• Receive final population and housing unit counts
  about 2 months after Special Census data
  collection is completed.

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How much does a Special Census Cost?

• Cost reimbursable program paid for by local
  government
• Costs vary based on locality and size.

Examples from the Chicago metropolitan
area Estimated Population Estimated
Cost 25,021 281,740 7,041 93,638 2,654 58,22
4 625 16,630
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How to Request a Cost Estimate

• Local governments 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 are scheduled for
  data collection at a time beneficial to all
  parties involved, including the governmental unit
  and the Census Bureau.

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SPECIAL CENSUS

• Forks Township PA
• A Case Study

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Forks Twp, Northampton Co

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Forks Township Census Data

• 4/1/1990 5,923
• 4/1/2000 8,419 42
• 7/1/2001 estimate 9,630 14
• 7/1/2002 estimate 10,792 12

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Forks Township

• Estimated Population in 2002
• Forks Township estimate 12,800
• Census estimate 10,792
• 2,008

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Forks Township Field Cost Estimates

• Estimated Housing Workload
• Number of Staff needed
• Salary Rates
• Recruiting and Training Costs
• Supervisory Availability

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Forks TownshipField Cost Estimates

• Estimated Housing Units 4,248
• 75 Units per Assignment Area 57 AAs
• 1 enumerator _at_ 4hrs a day for 15 days 24
  enumerators
• 18 Ratio 3 Crew Leaders

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Forks TownshipStaffing

• 42 Enumerators to be hired and trained
• 3 Crew Leaders
• 3 Quality Assurance Checkers
• 2 Clerks
• 1 Supervisor (on per diem)

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Forks TownshipSalary Rates

• Enumerators 10.75
• Crew Leaders 12.75
• Office Staff 8.25

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Forks TownshipRecruiting

• News articles and cable PSAs
• Notices at recreation facilities, township
  building
• Notify school teachers, bus drivers, Parents
  groups
• Census Bureau notified former decennial workers
  in the area

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Forks TownshipRecruiting

• Goal
• Recruit and Test 150 applicants to hire and train
  42 applicants for 32 part time positions
• Actual
• Tested over 100 applicants, nearly all qualified,
  and most could work full time resulting in fewer
  staff needed. Hired and trained 30 staff.

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Forks TownshipField Enumeration

• Census Day June 23, 2003
• Field Closeout July 15, 2003

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Forks TownshipSpecial Census Preliminary Results

• Population
• Township Estimate 12,800
• Preliminary Count 11,447
• Housing Units
• Township Estimate 4,248
• Preliminary Count 4,406

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For More Information

• Visit the Special Census website for program
  details
• www.census.gov/specialcensus
• Call or email the Special Census Office
• [phone]
• SpecialCensusProgram_at_census.gov
• Contact the Philadelphia Regional Office
• [phone]