CENSUS ENUMERATOR TRAINING

CENSUS ENUMERATOR TRAINING

Note: This training may contain visual elements including data forms and geographical maps. To meet accessibility standards, visual elements are tagged and/or described in readable text. If you have any difficulty or need assistance accessing any of the information contained in this training, please contact the Office of Financial Management, Forecasting and Research Division, by phone at 360-902-0599, or by email at [email protected] 2

Table of Contents Confidentiality, safety, and job requirements Housing unit definitions and types Canvassing procedures Enumeration procedures How to fill out the field enumeration sheet Frequently asked questions 3

Confidentiality, Safety, and Job Requirements 4

Must Keep Information Confidential The Census information that you collect is confidential and protected by law. You can only discuss census results and questions with your supervisor. No one else. Copied below is RCW 42.56.615 that guarantees confidentiality. RCW 42.56.615 Enumeration data used by the office of financial management for population estimates. Actual enumeration data collected under RCW 35.13.260, 35A.14.700, 36.13.030, and chapter 43.62 RCW shall be used and retained only by the office of financial management and only for the purposes of RCW 35.13.260, 35A.14.700, 36.13.030, and chapter 43.62 RCW. The enumeration data collected is confidential, is exempt from public inspection and copying under this chapter, and in accordance with RCW 43.41.435, must be destroyed after it is used. [ 2014 c 14 § 1.] 5

Safety Your safety is very important Work in pairs when needed, especially in the evening and in areas with potential problems. Do not enter anyone’s home. o You could be attacked o You could be accused of assault/theft o This would also lengthen the interview Bring a cell phone for emergencies. Wear bright colored clothing. Use a personal safety light when appropriate. Find out if you are provided with injury insurance. 6

Enumerator Requirements You must know your responsibilities as an enumerator: o Read the manual ahead of time and refer to it as needed. o Know how to read maps. o Know your assigned area and stay in it. o Know how to count housing units and residents. o Know how to complete the Field Enumeration Sheet. Must follow census procedures exactly and efficiently. Must be able to work evenings and weekends. Be meticulous, careful, and courteous. Must be able to keep all information confidential. If you can not adhere to these requirements, this job is not for you. 7

Housing Unit Definitions 8

What Is A Housing Unit? A housing unit is one or more rooms intended for permanent occupancy with direct access from outside the building or through a common hall. A building is not a housing unit, no matter what it looks like, if It is dilapidated/ unlivable, and no one lives in there. It is a new construction with no exterior in place (not weather tight). It is used entirely for storage or commercial purposes. 9

What Is An Occupied/Vacant Housing Unit? An occupied housing unit is one with one or more residents usually living and sleeping there. A vacant housing unit is one where a resident person does not live in the unit as a primary home. There are two additional types of vacant housing unit situations: Housing for temporary stay. Examples are: a corporate rental, vacation home, regular hotel/motel, etc. The people in them usually have a different place to call home. New construction in progress. If it is weather tight, count it. The interior does not have to be complete. 10

Structure Type: Single Detached Dwelling (1-Unit) The basic features for single family housing are: The structure is built to house one family, or household. It is detached from any other residential building. This category includes modular and prefabricated homes. 11

Structure Type: Manufactured Home (MH) A mobile home, also referred to as manufactured home, are movable housing units intended for permanent occupancy on private lots or in parks. The special features for such units are: they are not built on site and can be moved. They may or may not have a regular foundation. 12

Structure Type: Duplex (2 Units) A two-unit structure, often called a duplex, is one structure with two housing units in it. The units can be side by side or top and bottom. If two separate units are side by side and joined by a carport, they are considered as a duplex. You need to fill out two field enumeration sheets, one for each unit. Units side by side Units top and bottom 13

Structure Type: Triplex/Quadraplex (3-Unit or 4-Unit) 14

Structure Type: Five-or-More Unit Structure (5 units) 15

Structure Type: Accessory Dwelling Unit (ADU) Accessory dwelling units (ADUs) are additional living quarters on single-family lots that are independent of the primary dwelling unit. The separate living spaces are equipped with kitchen and bathroom facilities, and can be either attached or detached from the main residence. If you encounter an ADU, count the main structure as a single family home. Count the ADU as a separate 5 unit structure on a new field enumeration sheet. Make notes on your field enumeration sheet that this is an ADU. 16

Looking for Concealed Living Units Always look for concealed units. Hints for hidden units are: Extra mailboxes Multiple electricity meters RVs in the yard Live-in garage Always ask about potential units. Sometimes a respondent will report everyone on the property as if in a single residence. Always ask a business about apartments in the building. 17

Structure Type: Specials Living quarters not intended for permanent occupancy. Only count them when occupied – special units can not be vacant. Examples include travel trailers, RVs, boats, tents, boxcars etc. 18

Hotels, Motels, YMCA, YWCA If people who live in these places meet residency rules, count the units they live in as specials. A unit is not counted as a housing unit unless someone is living in it. Manager or staff live permanently onsite: o If live in a room, count the room as a special housing unit. o If live in an apartment, count as a regular housing unit, 5 structure type. Exception: If 75% or more of the rooms are filled with permanent residents, then it is essentially an apartment in nature. Count the resident people and their rooms. Classify their units as 5 . Count all other units as vacant. 19

Group Quarters (GQ) Group quarters are living arrangements for groups of 10 or more unrelated persons living together. They reflect living arrangements other than ordinary household life. They should have been contacted and know you are coming. Group quarters are not housing units. They are facilities. Examples are prisons, jails, nursing homes, boarding houses, military barracks, student dorms, mental hospitals, monasteries, homeless shelters. If there are fewer than 10 persons, count them as living in a housing unit. The exception: live-in staff and their living quarters. If there are staff members who live onsite and have no other usual residence, their living quarters should be counted as housing units. . 20

Living Situations that Are Not Group Quarters The following are not GQ facilities and should be counted as regular 5 housing units o University controlled family housing. o Senior housing where residents do not have 24 hour/7 days a week access to medical care. This includes assisted living apartment for the elderly, and congregate care. If less than 10 people reside in a single family home, count as regular single family home (example: adult family home). Do not count the housing or population in short-term care facilities. o Physical rehabilitation, drug/alcohol rehabilitation, hospitals and juvenile detention centers. The residents of these facilities do not meet OFM’s residency rules. 21

Vacant Housing Sometimes it is obvious that a unit is vacant when the house is completely empty with no curtains or furniture. 22

Vacant New Construction (VNC) For newly built structures, you should count it as a vacant new construction unit if it is weather tight. That is, if the structure has its roof, all outside walls/doors/windows in place, and floor. 23

Not Counted If Unoccupied and Dilapidated/Unlivable 24

New Construction But Not a Housing Unit If the new construction has no exterior in place, do not count it. It is not weathertight. Do not fill out a field enumeration sheet either . 25

Canvassing Procedures 26

Canvassing Canvassing means to go through an area in a systematic manner so that the entire area is examined and no housing units are missed. A good, complete canvass is essential to the accuracy of a census. Enumerators are responsible for the complete canvass of their assigned area. 27

Canvassing Regular Enclosed Block You will canvass block by block. The most common type is a regular enclosed block. It is rectangular in shape and all sides are roads. To canvass, find the closest housing unit to the northeast corner. Then enumerate in a clockwise direction. You should be able to stop at the same place as you started without crossing a street. If you do encounter a street and it does not go all the way to the opposite side of the block (for example, a cul de sac), canvass up one side and then down the other side, and continue around the block. 28

Canvassing Irregular Enclosed Block For an irregular enclosed block, all sides are roads, but one or more sides are not straight. Follow the rules as for a regular enclosed block. Your starting point may not be as obvious. But, you should be able to arrive back at the starting point without crossing a road. X 29

Canvassing Unenclosed Block An unenclosed block has at least one boundary that is not a street. A dashed line on the map indicates a border that is not a road. Mentally, find the northeast corner and go to the right. Start at the first housing unit encountered. You will not be able to stop at the same place you started. X Stop Start X 30

Amend the Map If Necessary Sometimes you may need to amend the map. If the street does go through the middle of the block to the other side, amend your map so you have two blocks. Draw a line to show two blocks. Sometimes an alley way is a major throughway and/or the only way to access a housing unit. Label the alley on your map as a block boundary. In both cases you now have two blocks. Give the newly created block the same number as the original one and add an “A” to it. Report the map changes to your supervisor. 31

Empty Block If there are no residential housing units in the block, it is an empty block If commercial buildings are found, contact the office and ask about possible onsite living quarters. Fill out a field enumeration sheet for the empty block and label as vacant. 32

Canvassing: Special Situation Check with your supervisor before enumerating the following: Gated communities Large multi-unit structures Mobile home/manufactured home parks Hotel/motel Marinas Your supervisor may have already established contact with the manager and may have a plan for enumeration. 33

Canvassing: Special Situation (continued) Approach the manager or appropriate person for apartment buildings, mobile home parks, hotel/motels: Explain to the hotel/motel reason why you are there and ask for a list of occupied rooms. For apartment buildings: o Ask about corporate housing and count them only when occupants live there 6 months or more. o Make arrangements to get in and enumerate from door-to-door, following your map. o Confirm vacancies. While enumerating mobile home parks, please remember: An empty spot is not a vacant mobile home. Keep a count of empty spots as OFM is tracking capacity. Special units (such as RV’s) are counted only if people live in them permanently. There are no vacant specials. In all cases, record the contact person and his/her phone number. You cannot give the apartment/hotel manager any information about residents. 34

Canvassing: Homeless Homeless persons do not have a usual place of residence. May have a temporary bed in a homeless shelter. If homeless or transients are found o Inquire if currently living in a shelter. If staying in a shelter, they are counted where the shelter is located. Get name of shelter. o Inquire if they are currently living in a homeless encampment. They are counted at the encampment. Talk with your supervisor. Enlist the help of local agencies that provide services to homeless people. o If a homeless person is not staying in a shelter and sleeping where night overtakes them, count them as group quarter population. 35

Canvassing-Summary Canvass blocks in the order specified by your supervisor, and stay in your assigned area. Start at northeast corner of the block if possible and travel in a clockwise direction. If there is a conflict with starting in the NE corner and going to the right, going to the right takes precedence If you need to deviate from the rules for safety reasons- like one way street- be consistent and document your reasons on enumeration map. For multi-unit structure, be consistent and methodical. Always finish a building before continuing on to the next structure. Do not count empty spaces in a manufactured home park as a vacant manufactured home. Keep track of empty spaces in a park. 36

Enumeration Procedures Know who to count based on resident rules Know how to residents using OFM Census Sheet A – Field Enumeration Sheet Know how to interview residents. 37

Know Who to Count and How to Count Them Who to count: Resident- A person who usually lives and sleeps in the housing unit or facility for the majority of the year (6 months or more) or has no other usual place of residence. Do not count people who are visiting, or stay here temporarily with a usual residence elsewhere, such as college students home for summer vacation. How to count them List all the names of residents who live in the household, starting with an adult on the field enumeration sheet Screen the information you just recorded using the questions at the bottom of the page. The questions are designed to make sure that short-term stay persons are not included and no eligible persons are missed 38

Residence Rules Person: Lives in the housing unit, temporarily away. (e.g., vacation, hospital, traveling job) Lives in house on weekends, works and has a room or apartment elsewhere Persons in the Armed Forces who live in this household when they are not deployed Persons in the Armed Forces who live in military quarters on base Persons in the Armed Forces who are stationed overseas. College students who do not live in this household during school year Persons who divide their time equally between homes Persons who divide their time unequally between homes Resident of: This housing unit The other place. DO NOT LIST This housing unit. The military quarters on base. DO NOT LIST Their overseas location. DO NOT LIST Place where he/she lives while attending school. DO NOT LIST Where they are at the time of the census Where they spend the majority of the year 39

Residence Rules (continued) Person: Homeless or transients with no usual residence Homeless or transients with no usual residence Person who lives in a house but sleeps at own residence (e.g., nanny, domestic help) Persons in institutions for long periods of time (e.g., nursing homes, correctional facilities) Resident of: Where they are found during the census If staying in a shelter or encampment, the shelter or encampment. Otherwise, where they are found. Place where he/she normally sleeps. DO NOT LIST The institution. DO NOT LIST 40

How to Fill Out the Field Enumeration Sheet 41

Field Enumeration Sheet 42

Prepare Field Enumeration Sheet 1 Before you walk to the door, fill out the first section of the census form. It is used to record location and enumerator information. Enter the following: The city/town name. (This may be pre-filled.) The calendar year or the ordinance number. (This may be pre-filled.) Initial this form in the enumerator space. Every enumerator who uses the form needs to initial it. The block group and block number are needed. The block group number may not be known. Ask your supervisor what to enter. In the upper right corner, enter the page number. Start with “1” for each block. If this is a return visit, the Callback box should have a “C” in it. 43

Prepare Field Enumeration Sheet This next section of the form is used to record information about the housing unit. None of these items should be pre-entered on the form. When you interview the residents, make sure to verify the address and structure type. 44

Example of Completed Top Half of the Field Enumeration Sheet 45

Field Enumeration Sheet Resident Names 46

Interview: Basics Wear a badge and identify who you are and why you are there Show mayor’s letter and pledge of confidentiality Do not go inside the housing unit even if invited Hand out city promotion material if there is any Ask for a competent person to gather the initial information Ask for full names of persons living in this unit o E.g. “I need the names of the persons usually living in this house (or apartment) starting with an adult.” o Write the names in pencil Erase only to correct names and addresses Ask about potential other housing units on the property Ask a business if the building contains units for people to live in permanently 47

Interview: Basics (continued) Inquire about neighboring housing units o “Could you tell me who lives next door in case they’re not home?” o If no contact at prior housing unit, ask if they know who lives there. If no one answers the door, make sure you create an OFM Census Sheet A - Field Enumeration sheet for it. o Note on the back the date and time you were there. o Put a “C” in the “Callback” box in the upper right corner o Leave a door hanger at the time of initial canvass. Note this action in your comments. 48

Interview: Screening Screen the information you have recorded. Ask about persons who may be away for a short time but normally live in this household Ask if there is a new baby still in the hospital. Next, using the first four screening questions at the bottom of the form to help determine residency status. If needed, void wrong entries. Do not erase. o Void if person mistakenly gives a wrong name o Void if person listed is not a resident. But do not void in front of respondent. Respondent tends to object when a family member is eliminated from the census. The fifth screening question is designed to find hidden housing units that may be on the property. A relative or friend may be staying in an RV or onsite apartment. The person(s) in this unit may or may not have been included with the main family. A separate form is needed for an additional housing unit. 49

Interview: Screening Example 50

Callbacks If nobody is home, you need to Complete top of Field Enumeration Sheet, put a “C” in the Callback box in the upper right corner of the form. Record date and time on the back of the sheet Put your initials at the top in the appropriate box Get information from neighbors o Names of residents, places of employment, when family is home, etc. o If you can verify the same information from two neighbors, you do not need to try to contact residents again. Just complete the form with the information provided by the neighbors. Clear the callback, by making a diagonal cross through the letter “C” you entered in the box in the upper right corner of the form 51

Vacant Housing Unit You still need to complete a Field Enumeration Sheet for a vacant housing unit. Then in the names section just write “vacant.” If it is a new construction that qualifies for inclusion in the census, write “VNC.” No need for a Field Enumeration Sheet if the structure in front of you is a dilapidated house or is an unoccupied special like an RV or tent. 52

Field Enumeration Sheet: Vacant Housing 53

Enumeration Procedure: Group Quarters Contact your supervisor before attempting to enumerate any group quarters in your area. He/she may already have contacted it. Contact the manager of the facility o Record the manager’s name and contact information. o Explain the need for a census o Explain the residence requirements o Request a list of resident’s names. o Work with the manager to eliminate the names of people who do not meet residence requirements like people living in the facility for rehabilitation. o Ask the manager if any staff live on site. o Enumerate resident staff on a separate sheet(s) if they meet resident criteria. o Staff living quarters are not group quarters. Be sure to assign structure type and a housing unit sequence number. If there is no list, obtain the names of residents from the manager, but do not interview the residents. Do not assign a housing unit sequence number to the facility. 54

Field Enumeration Sheet: Group Quarters 55

Enumeration Procedure: Safe Houses, Youth Homes Enumerate Safe Houses and Youth Homes by contacting the staff or counselor For safe houses, verify numbers of persons who do not have any place else to live. Document as refusals. o Do not identify it as safe house on the form For a youth home, verify numbers of persons that are there long-term or expected to be o Do not list names - State law protects residents’ confidentiality. List as refusal. o Do not identify this unit as a youth home on the form If staff and counselor live onsite, it is OK to obtain their names. And their living quarters should be counted as a housing unit. 56

Field Enumeration Procedure: Homeless 57

Supplies Needed in the Field Cell phone Enough Field Enumeration Sheets to last for a day Enumeration map of assigned area (s) Enumerator manual 3-ring binder No. 2 pencils and pencil pouch Map of your assigned area Extra paper to note questions, items of interest City promotion materials if any Door hanger for callback 58

Problem Situations If you encounter people who appear to be resistant and angry, politely excuse yourself. o Report these cases to your supervisor. o Supervisor should attempt to enumerate this unit. Try to get information from neighbors. o Names are preferred, but descriptions such as: “adult male, female child, etc.” are acceptable as long as the number of instances are few in number overall in the census. o Document situation – use the back of the form as needed. When you see “No Trespassing” signs, do not walk to the door. Create a census form for the housing unit. Write comments describing the situation. Report to your supervisor. Feel free to give our phone number to people who would like to verify the census: 360902-0599 59

Language Barrier If you come across people that speak a different language than you: Try and identify the language If you have materials in your binder prepared in that language, show respondent those materials. If the respondent is not able to answer the census at that time, flag the enumeration form for that household for the supervisor/ administrator to handle later. Be sure to document the situation. 60

Frequently Asked Questions 61

Frequently Asked Questions Who receives this information? Is it protected? This information is confidential and is protected by state law. The enumerator is not allowed to give the census sheets to anyone but his/her supervisor The city is not allowed to make copies of any field enumeration sheet except blank forms After tallying, all sheets are sent to the state. The state destroys the paperwork after verifying numbers Reassure resident by showing letter signed by the mayor and the enumerator that shows agreement to keep information confidential 62

Frequently Asked Questions What’s the purpose of this census? The population number will be used to allocate state government funds for public services. The population numbers will be used in health, transportation and public school planning 63

Frequently Asked Questions Why are the full names required? The names are used to verify that people are not missed or double counted in the census. Names are used for supervisor field checking Names are also used for OFM office and field checking. If census is tabulated with 5% no-names, enumerators may be required to re-canvass the area 64

End of this Training Session Start your enumeration of your assigned area per your supervisor’s instructions. Be professional. If you have questions, ask your supervisor. 65