Preparing for the 2020 Census - MUNICIPAL ACTION GUIDE - National League of Cities
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Preparing for the 2020 Census About the National League of Cities The National League of Cities (NLC) is the nation’s leading advocacy organization devoted to strengthening and promoting cities as centers of opportunity, leadership, and governance. Through its membership and partnerships with state municipal leagues, NLC serves as a resource and advocate for more than 19,000 cities and towns and more than 218 million Americans. About the Authors Alex Jones is the manager for NLC’s Local Democracy Initiative and Brian Egan is the principal associate for federal advocacy. Acknowledgements NLC would like to thank Terri Ann Lowenthal for her invaluable contributions in making this report a reality. We would also like to thank Emily Collins, Meri St. Jean, Christiana McFarland, David Park, Patrick Hain, Lenna Wilson, Kitson Jazynka and Kelly Martin. NLC Census Advisors We would also like to thank the local elected officials who helped inform this guide, including: Councilmember Erica Spell of the City of Hyattsville, Maryland; Mayor James Diossa of the City of Central Falls, Rhode Island; Councilmember Teresa Mosqueda of the City of Seattle, Washington; Councilmember Victoria Farrar-Myers of the City of Arlington, Texas; Tim Burton, Executive Director of the Montana League of Cities and Towns; Joseph Salvo, Director of Population Division, Department of City Planning City of New York, New York. 2 NATIONAL LEAGUE OF CITIES
About the Guide It is never too early to begin planning for the 2020 Census, but we must note that the Census Bureau has not finalized all census operations, while others are subject to refinements based on the 2018 End-to-End Census Test (essentially a “dress rehearsal”) and additional recent research. This guide should serve as a high-level primer to help local leaders better understand the importance of a decennial census and what they can expect over the next two years. The guide is designed to be read either cover-to-cover or by flipping through its contents as a reference guide. Visit nlc.org/census to stay updated on the 2020 Census. The National League of Cities would like to thank the New Venture Fund for its generous support of the Municipal Action Guide. Learn more at www.newventurefund.org. All photos courtesy of Getty Images 2018 unless otherwise noted. © 2018 National League of Cities. All Rights Reserved. MUNICIPAL ACTION GUIDE 3
Preparing for the 2020 Census Foreword & Introduction Even before the U.S. Constitution outlines decision-making processes. Perhaps most the powers of the three branches of the importantly, the data play a crucial role in government, it mandates a decennial count determining how more than $800 billion of of all persons in the country. In 1790, census federal funding is distributed and allocated takers counted fewer than 4 million people annually across state and local governments. through simple paper tallies and door-to- door operations. Today, a diversifying culture, The National League of Cities (NLC) supports new technologies and demand for greater the Census Bureau’s mission to “serve as the efficiencies have pushed the U.S. Census nation’s leading provider of quality data about Bureau to innovate and adapt as it prepares to its people and economy.” We also understand count more than 330 million people in 2020. the many ways in which Census Bureau data As a local leader, understanding how your impact a city. This guide has been carefully city, town or village will be counted and what created to provide local leaders with objective you can do now to improve results in 2020 is information about and resources for the paramount to the completion of a successful upcoming census. We hope the contents of census in your community. this guide inspire and empower you to take an Municipal governments have an important active role in preparing your city for 2020. relationship with the census — both as Finally, we would like to thank the numerous consumers of the invaluable data it gathers city and municipal officials, partner and as partners in ensuring the complete and organizations and census advocates who accurate count of our cities. Data produced helped inform, shape and produce content for by the census not only remain foundational this useful and shareable document. to our democratic system, but also improve our ability to understand who we are and to function as one of the world’s largest Sincerely, countries and economies. Census figures are the basis for defining our federal, state and local political districts. Clarence E. Anthony Census figures also fuel medical, economic and CEO and Executive Director National League of Cities social research on communities, and inform much of our local infrastructure planning and 4 NATIONAL LEAGUE OF CITIES
Table of Contents About the Guide 2 Foreword and Introduction 4 Section One: What City Leaders Need to Know 6 Why Does the Census Matter to Cities? 7 What’s New for the 2020 Census? 8 Where are People Counted? 10 Which Populations Are Historically Hard-to-Count? 12 How Can People Respond? 14 Section Two: How City Leaders Can Help 16 Collaborate with the Census Bureau 17 Integrate City and Municipal Departments 20 Involve your community through Complete Count Committees 22 Section Three: Quick Resources 24 Fast Facts and Talking Points for Constituents 25 Specific Community Considerations 26 City Census Checklist 28 Contacts 29 Timeline of 2020 Census Operations 30 Definition of Terms 32 MUNICIPAL ACTION GUIDE 5
Preparing for the 2020 Census Section One: What City Leaders Need to Know ➔ Why Does the Census Matter to Cities, Towns and Villages? ➔ What’s New for the 2020 Census? ➔ Where are People Counted? ➔ Who is Hard to Count? ➔ How Can People Respond? In striving to count every person, the census process will impact every city and every household. Section One provides a brief background on the 2020 Census and a rundown of how operations will impact a city and its residents. 6 NATIONAL LEAGUE OF CITIES
Why the Census Matters to Governments (Local, State and Federal) n Demographic composition of a Cities, Towns and Villages community and constituency An accurate census helps ensure fair representation at all levels of government. n Education planning The primary constitutional purpose for the n Procurement and provision of services decennial census is to determine how many n Infrastructure & transportation planning congressional representatives each state will have for the next decade and to ensure nAllocation of resources and a way equal representation in the redistricting to provide financial assistance to process. For instance, congressional districts where needed and the boundaries of your city ward are n Emergency preparedness, disaster relief, determined by census numbers. and resiliency planning The census directly impacts the funding n Characterization of built structures for your city will receive over the next decade. zoning and permitting processes Population counts and statistics derived from n Measurement of the success and out- both the decennial census and other surveys comes of local programs or initiatives determine the annual allocation of more than $800 billion1 in federal investment across ajor Community Stakeholders M states, counties and cities. While many finan- (Universities, Medical Facilities, cial assistance programs and block grants, Nonprofits, Utilities) like the Community Development Block n Medical research and planning Grant (CDBG), are distributed to cities based (public health tracking, vaccinations, on American Community Survey (ACS) sta- disease control, etc.) tistics, the benchmark for all ACS data is the n Socioeconomic research decennial census. on communities The census provides the most reliable n Design of educational curricula and complete data for research, decision n Statistics and metrics used in journalism making and planning for both the public and news reporting and private sectors. Academic institutions, medical facilities, Business Community businesses of all sizes and all levels of n S upply chain and logistics government rely on census data to inform management their research, decision making and planning. n Determining new markets and where While the decennial census only asks a few to expand basic questions, the population counts and n Forecasting sales and growth demographic data that it produces serve as projections a benchmark for most other current statistics that help us gain deeper insights into our n Location of retail outlets and communities. Following are just a few of the logistics facilities ways our communities rely on census data: n Workforce development Reamer, Andrew. “Counting for Dollars 2020: The Role of the Decennial Census in the Geographic Distribution of 1 Federal Funds.” The George Washington University Institute of Public Policy. 24 July 2018. Web Access: https:// gwipp.gwu.edu/counting-dollars-2020-role-decennial-census-geographic-distribution-federal-funds MUNICIPAL ACTION GUIDE 7
Preparing for the 2020 Census What’s New ments will limit the presence of census employees in cities prior to the enumera- for the 2020 Census? tion (or counting) process in 2020. The 2020 Census will be the first to offer options for internet and phone responses. nE numeration: In addition to a new online In previous modern-day censuses, people response portal, the Census Bureau is could submit their responses by mail using a also introducing greater automation into paper questionnaire or, if they failed to self-re- the enumeration process. Census takers port, they could respond in-person to an will be equipped with smart devices, and enumerator. In 2020, the Census Bureau will all door-to-door visits (called Nonre- encourage households to respond through an sponse Follow-up, or NRFU) will be con- online portal. This new response method may ducted digitally instead of with pen and raise citizen concerns around data privacy paper as in previous decennial censuses. and confidentiality. The Census Bureau hous- The electronic devices will allow enumer- es some of the most secure servers within ators to transmit the data they collect in the federal government and is working with real time, directly to the Census Bureau’s the Department of Homeland Security and IT systems. Census takers will also re- other federal cybersecurity experts to ensure ceive their daily assignments and report that its systems are up-to-date with current their hours worked electronically, reduc- threats. The 2020 Census will also allow peo- ing the need for a larger number of local ple to provide their responses over the phone census area offices. for the first time. Learn more about the inter- net and telephone response options under the The country is experiencing a period “How Can People Respond” section. of heightened fear and deliberate misinformation. There will be a greater reliance on technology Most of the changes that will make the 2020 to prepare for and execute the count. Census different from previous censuses are The census continues to reinvent itself to positive advancements. However, there are take advantage of new technologies with unmistakable challenges related to the current each passing decade, but the 2020 Census heightened climate of fear in many communi- will feature significant technological advance- ties, ongoing misinformation campaigns and ments that local leaders should be aware of: database hacking attempts — both domestic and foreign. Trust in government remains at n Lead-Up Activities: The Census Bureau a historic low, which compounds these chal- has increasingly relied on its partner- lenges. Census advocates will spend the next ships with state and local governments two years preparing to counter misinforma- to update its Master Address File (MAF) tion campaigns that are designed to suppress and ensure that every living quarter in the response rates, exacerbate undercounts of U.S. is included in the census universe. certain populations, weaken American de- The Census Bureau has also turned to mocracy and generally disrupt institutional aerial imaging software from the National processes. As the level of government most Geospatial Intelligence Agency and other trusted by the public, local leaders can serve agencies to supplant a large portion of as invaluable trusted voices and champions by costlier “in-field” activities, such as in-per- using both the bully pulpit and city social me- son canvassing of every street and road, dia channels to instill confidence in the census to finalize the address file. These advance- process and counter false information. 8 NATIONAL LEAGUE OF CITIES
Preparing for the 2020 Census Where are People Counted? usual residence. Tourists, business travel- Residence Criteria for the 2020 Census: ers or other temporary visitors will not be counted. n The Census Bureau seeks to count all people residing in the United States at Residents of Group Facilities their usual residence, which is the place They will be counted at the where they live and sleep most of the facility in which they are housed time, on or around Census Day, which is or living on Census Day. For example, a April 1, 2020. resident of a nursing home will be counted at the facility where he or she lives. n People who do not have a usual resi- dence, or who cannot determine one, are counted where they are present Active Military Personnel most on Census Day. and Families If they are stationed at a military Specific Situations: installation in the U.S., they will be Homeowners, Renters and counted at their usual residence either Household Members with on-base or off-base. If they are stationed One Residence overseas, they will be counted as part of Will be counted at this residence, even if the federally-affiliated overseas popula- they are not physically there on April 1, tion, conducted in partnership with the 2020 due to a temporary visit elsewhere. U.S. Department of Defense using admin- istrative records. If they are deployed Temporary Residents, overseas but stationed stateside during Vacationers, Multi-Home the census, they will be counted at their Owners and “Snowbirds” usual residence in the U.S. If they are Each housing unit will receive census aboard a military vessel, they will be mailers, but the “head of household” will counted at either their usual U.S. resi- respond using the address of their usual dence or as a part of the federally-affili- residence. Children under shared-custody ated overseas population — depending will be counted at the residence where on whether the vessel’s homeport is in they live and sleep most of the time. In the U.S. or overseas. cases of equally-shared custody, children will be counted where they are present on College and April 1, 2020. Boarding-School Students College students living on Non-Citizens campus or in off-campus housing will be If they are living in the U.S., counted at school facilities or at their they will be counted at their off-campus housing, even if they visit 10 NATIONAL LEAGUE OF CITIES
home on holidays and breaks. If they com- they will be counted where they live and mute, they will be counted at their usual sleep most of the time. If they do NOT have residence. If they are attending a school a usual residence on April 1, 2020 (i.e. it was outside the U.S. and living abroad, they will destroyed by disaster or they otherwise lost not be counted. Boarding school students possession) but are staying at a temporary will be counted at their parents’ home. shelter or residence, they will be counted at that shelter or residence. If they reside outdoors with no shelter on April 1, 2020, Persons Living Abroad they will be counted at the outdoor location and Expats where they are present on Census Day. If they are living abroad as part of Census enumerators will only visit targeted a federal mission, they will be counted as outdoor locations identified with the help of part of the federally-affiliated overseas municipal officials and nonprofit organiza- population. If they are otherwise living tions, in advance. abroad, they will not be counted. If they are traveling overseas temporarily, they will be counted at their usual residence in the U.S. Incarcerated Persons Will be counted at the prison or jail in which they are incarcerated on Persons in Shelters and Those April 1, 2020. Experiencing Homelessness If they still have a usual residence, MUNICIPAL ACTION GUIDE 11
Preparing for the 2020 Census Which Populations Are Known HTC Groups: n Children under 5 years old Historically Hard-to-Count? The census is never perfect, but it has n Racial and ethnic minorities become more accurate over time. In 2010, n Limited English proficiency households there was a statistically-insignificant net na- tional overcount, meaning that the amount n Immigrants over counted was not significant and that n Renters and residents who move often the population count as a whole was con- sidered accurate. However, undercounts of n Alternative or overcrowded specific population subgroups are a recur- housing units ring challenge, with some groups missed at n Gated communities and publicly disproportionately high rates as opposed to inaccessible multifamily units other groups which are often over count- n Persons displaced by natural disasters ed. These inaccuracies in the census can have negative implications both for these n Persons experiencing homelessness communities and their respective munici- n Young mobile adults pal governments. Local leaders can play a critical role in reducing undercounts in their n Single-parent headed households cities by helping the Census Bureau identify Mapping Your City’s HTC Communities and focus on hard-to-count (HTC) commu- The U.S. Census Bureau’s mapping tool, the nities within their municipalities. You will Response Outreach Area Mapper (ROAM), learn more about how cities can mobilize to includes a layer that helps identify tracts provide this assistance under the Complete that are historically hard to count. The City Count Committees section. University of New York’s (CUNY) Mapping Services has also developed mapping tools Barriers to Being Counted: to help determine where HTC communities n Language barriers may exist in your city, based on several dif- n Mistrust in government ferent criteria. n Privacy/cybersecurity concerns ROAM: www.census.gov/roam n Physical barriers such as inaccessible CUNY HTC Interactive Database: multifamily units www.censushardtocountmaps2020.us n Untraditional living arrangements nL ack of reliable broadband or internet access 12 NATIONAL LEAGUE OF CITIES
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Preparing for the 2020 Census How Can People Respond tionnaire (with postage-paid return Self-Response Options envelope) in the first census mailing. This When the census starts in mid-March 2020, “Internet Choice” mailing will include both about 80 percent of addresses will receive a paper questionnaire and instructions on an invitation letter with instructions on how how to respond online or by telephone. to respond online or by telephone using a unique ID. The remaining 20 percent of Nonresponse Follow-up (NRFU) addresses — selected because they are less Around May 9, 2020 the Census Bureau likely to have or use the internet — will re- will begin NRFU, to count households or ceive both an invitation letter (with a unique determine the status of housing units that did ID) and a paper questionnaire with post- not self-respond. This is the costliest census age-paid return envelope. After three mailed operation, so the Census Bureau strives to requests to complete the census online or by obtain the highest self-response rate possible. phone, unresponsive households will receive n Vacant Housing Units a paper questionnaire and return instructions The Census Bureau will use adminis- on the fourth and subsequent mailings. trative data, primarily from the U.S. Postal Service, local governments, n Online Response and third-party commercial vendors, All households will have the opportunity to identify and remove vacant hous- to complete the 2020 Census online or ing units from the NRFU universe. The via smartphone, identifying themselves Census Bureau will mail a final postcard through either the unique ID included in to those addresses, inviting someone to the mailing or their household address. respond or contact the Census Bureau Libraries, post offices and city-owned build- if the home is, indeed, occupied. ings may choose to install online response kiosks for census submissions. These re- n In-Person Enumeration sponse kiosks can be as simple as a laptop Enumerators will visit all non-responding locked to the census-response portal site households (that is, occupied housing and are low-cost efforts that can help in- units that haven’t responded) at least crease self-reporting within your city. Cities can share portal locations via social media. once. If no one answers the door or if the “head of household” is unavailable, the n Phone Response enumerator will leave a “Notice of Visit,” a The 2020 Census will be the first U.S. note explaining the attempt and encour- census in which people can respond aging the occupants to self-respond. Un- to the census by telephone with their like previous decennial censuses, census unique ID or household address. Re- enumerators will use smart devices to spondents can also call the toll-free collect data, instead of the traditional pen Census Questionnaire Assistance (CQA) and paper. Subject to the rules described with questions about other response below, enumerators can visit an unre- methods or about the census in general. sponsive household up to six times. n Paper Questionnaire University Cities: NRFU will begin earlier in April, to ensure an accurate count of the community’s As noted above, only 20 percent of April 1, 2020 population prior to off-campus households will receive a paper ques- students leaving after the spring semester. 14 NATIONAL LEAGUE OF CITIES
Use of Administrative Records Otherwise, enumerators can make up to The Census Bureau has tested the use of three additional in-person visits (no more high-quality administrative data, previously than six in total) to contact a household collected by other federal government member to complete the census form. agencies for other purposes or from previous census surveys, to enumerate some Records Matching households that do not respond to the first Once all attempts to count a housing unit in-person visit. The Census Bureau estimates have been exhausted, the Census Bureau that it could count about five percent of will use federal and local administrative all households (or about 15 percent of records to fill in missing information. unresponsive households) this way, but it Examples of administrative records include: has not announced a final plan for using this method at the time this report went to press. n IRS documents (1040 Forms) Proxy Interview n Medicare and Medicaid forms If three in-person attempts to count a nS ocial Security Numerical Identification household are unsuccessful, enumerators will System records attempt to conduct an interview with a proxy n U.S. Post Office files respondent if they determine the proxy has sufficient knowledge of who lived in the housing nS upplemental Nutrition Assistance unit on April 1, 2020. Proxies can include: Program (SNAP) n Neighbors n Records from previous census surveys n Relative of the occupants If high-quality administrative data are n Landlords or building managers not available, the Census Bureau will use nR eal estate agents and new occupants statistical imputation methods to count (if the residents moved the time of households that appear to be occupied. Census Day) nL ocal government employees (clerks, tax collectors and other administrative staff) n Utility workers or postal service employees After three mailed requests to complete the census online or by phone, unresponsive households will receive a paper questionnaire and return instructions on the fourth and subsequent mailings. MUNICIPAL ACTION GUIDE 15
Preparing for the 2020 Census Section Two: How City Leaders Can Help ➔ Collaborate with the Census Bureau ➔ Integrate City and Municipal departments ➔ Involve Your Community Through Complete Count Committees (CCC) For a successful decennial census, planning and preparation begin years in advance. City leaders can lay the groundwork for an accurate count by engaging with the Census Bureau, coordinating within city government, and bringing together community stakeholders early and often. Section two provides several suggested steps and actions a city can take to better ensure its community is accurately counted in the 2020 Census. 16 NATIONAL LEAGUE OF CITIES
Collaborate with voluntary program, the New Construction program. This program enables cities to the Census Bureau add residential units to the MAF that have The Census Bureau relies on local been built after LUCA reviews, but prior to governments to assist with preparations for the enumeration and to help “get out Census Day in 2020. the count” (GOTC). Collaboration with Motivate People to Respond local governments is managed through the Census Bureau’s network of local offices: 6 2 Increasing the number of self-respons- Regional Census Centers opened in April es can significantly decrease the cost and 2018 and an additional 248 field offices difficulty of achieving a complete count and (called Area Census Offices, or ACOs) will increase the quality of data that will be avail- open across the country throughout 2019. able from the census enumeration. Beginning After a multi-year phase of internal testing, in the fall of 2019, the Census Bureau will the Census Bureau starts its operational launch an expansive communications cam- phase roughly three years prior to Census paign, targeting various communities and Day with four major steps: populations, as well as the national audience, to encourage self-response. City social media Establish Where to Count 1 One of the first tasks is to validate, up- and communications channels can help am- plify these messages. For city leaders, get- date and locate every address in the country ting a high level of self-response can ensure that needs to be counted. This information that time and resources can be preserved to comprises the Master Address File (MAF) address your hard-to-count communities. and Topologically Integrated Geographic Encoding and Referencing (TIGER) mapping Count the Population database and determines which addresses 3 During the self-response phase of the will receive mailings on Census Day. census, households can respond online, by Local governments play a huge role in en- phone or by mail with the paper question- suring accurate and updated address files naire. The most resource-intensive phase of by participating in the Local Update of the census is the in-person NRFU. For the Census Addresses program (LUCA), which 2020 Census, the Census Bureau estimates runs throughout 2018. During LUCA, local that up to 500,000 temporary workers, governments (most often, planning offices) referred to as enumerators, will be required review and revise the MAF for their com- to reach all these households. Local govern- munities. This is your only opportunity to ments can be valuable partners in recruiting ensure current addresses are complete and this temporary workforce and ensuring that comprehensive. In many cases, your county enumerators will be effective representatives or state will also participate in LUCA, provid- for the 2020 Census in their communities. ing an additional layer of address verifica- Release Census Results tion, but this does not preclude local gov- 4 The final step of the 2020 Census for ernments from ensuring every household in the Census Bureau is releasing the results. your own community is accurately recorded. By December 2020, the Census Bureau The 2020 Census also offers a separate, will deliver the “apportionment counts,” or MUNICIPAL ACTION GUIDE 17
Preparing for the 2020 Census state population totals, which determine the your city did not participate in LUCA, number of representatives for each state in you should check to see if your state or Congress, to the President. More detailed county did. data are transmitted to the states by April 1, 2. D evelop a communications link with 2021, for use in the redistricting process, and the regional Census Bureau leaders, in are publicly available. The Census Bureau will an effort to coordinate and cooperate begin releasing complete census data for on activities to “get out the count!” governmental units, including cities, in May 2021, and continuing through spring of 2023. 3. U se city-run social media and communications channels to amplify WHAT YOU CAN DO the Census Bureau’s communications 1. P articipate in the Local Update of campaign to maximize the self-re- Census Addresses (LUCA) and the New sponse rate in your city. This also may Construction Program to ensure that include the communication of more the MAF for your community is as com- tailored messages that are customized plete and accurate as possible. Even if for the population of your municipality. Census Bureau reported difficulty n Partner with local service pro- recruiting and retaining qualified viders or senior centers to pro- Spotlight on applicants for the plentiful tem- vide digital skills training in ad- Enumerator porary employment opportunities available during peak operations. vance of the recruitment period to ensure that seniors are familiar and Address For the 2020 cycle, the Bureau with the technology required to Canvasser faces a bigger challenge, with a apply for and succeed in these significantly tighter labor market jobs. Traditionally, older workers Recruitment and higher demands for a technol- and those who have transitioned ogy proficiency to perform the job. out of the fulltime workforce comprise an important part of Local government will be a criti- the census workforce. In 2020, the Census Bureau will cal partner in filling these jobs by hire as many as 500,000 tempo- complementing efforts to recruit n Conduct focused recruitment rary workers to help carry out its field and office staff. Examples of efforts in your HTC communities. operation. Most of these openings specific strategies: Conducting outreach and door- are for enumerators, who will go to-door enumeration may be door-to-door to non-responding nE ngage your local workforce more effective if temporary households. development agencies and employees are from the commu- community colleges to promote nities that need to be counted. During the 2010 Census, despite job openings and to assist candi- relatively high unemployment dates in completing the applica- Job applications available at: rates across the country, the tion process. https://2020census.gov/jobs 18 NATIONAL LEAGUE OF CITIES
4. S upport the enumerator and address canvasser recruitment processes By December 2020, by having city workforce development boards identify viable candidates and the Census Bureau provide application assistance. These efforts help provide the Census will deliver the state Bureau with qualified applicants who population totals, are representative of the communities in which they will be working. which determine 5. U se census data in public materials to the number of show their value. Once results of the 2020 Census are released, you’ll be representatives able to use the most authoritative and complete data on your city to inform for each state policy and the broader community. in Congress. MUNICIPAL ACTION GUIDE 19
Preparing for the 2020 Census Integrate City and their families, their neighborhoods and for your city. Municipal Departments Due to the scale and complexity of the 2. S tart an interdepartmental team and operations, the impact of the 2020 designate a lead coordinator from Census will be felt in many departments within existing staff to facilitate an of city government. By getting out ahead, organized and integrated outreach city leaders can minimize disruptions to effort. Choose someone from whom day-to-day business and leverage various agency leaders can get answers to departments to ensure a smooth and questions and guidance on efforts to successful census operation in support the 2020 Census. your community. 3. C heck to see if your city participated in LUCA. Typically, the highest-elected WHAT YOU CAN DO official (the mayor) must enroll a city in 1. Use your own position to “get out the LUCA, but sometimes a city’s planning count.” Local elected officials are often office handles the task. Be sure your the most trusted government repre- city also participates in the New Con- sentative that residents hear from on a struction program. regular basis. Remind your constituents why participation in the 2020 Census is 4. L everage your Office of Communica- so important for themselves as well as tions and Public Affairs to amplify Cen- Providing a steady stream of n Optimize your content for accurate and searchable content is digital spread. Most online especially important given the content is accessed via search Spotlight on threat of misinformation. It is highly engines, so you want to make Digital likely that there will be some sure your content stands out. Communications attempts to spread false information and stories during the Use key words in your posts that predict search criteria from your run-up to 2020, but cities can help target audience. normalize the Census online in several ways: n Share and repurpose material from other cities and trusted As the 2020 Census approaches, nP ut all your content online. sources. You don’t need your constituents will have a lot Videos, photos, fact sheets and to create all of your own of questions. It’s important that infographics — even if your content. Sharing information they can easily find answers from primary goal is print content, from other sources, such as reliable and accurate sources, adding this content to your city’s knowledgeable stakeholder especially online. As the most webpage and social pages will organizations, helps to inform trusted level of government, help increase the amount of your city and to increase your city’s social media and web quality content available online the online visibility of that presence is an invaluable source even if people consuming it live organization’s content and of information. outside your city. saves time. 20 NATIONAL LEAGUE OF CITIES
sus Bureau messaging and to combat that students might learn and take the potential disinformation. Your media message home. presence and social media accounts 7. H ost internet kiosks at libraries and oth- may be especially trusted by members er public buildings to facilitate internet of your own community. response to the census. Easy access to 5. W ork with local utility companies online submission portals is the best way to include alerts and reminders in to mitigate the broadband access gap for monthly mailings. Utility records can certain communities. Libraries, communi- be one of the best sources of accu- ty centers, or social-service buildings and rate address information. In addition, other community hubs can be places for their monthly service mailings can also residents to both get information about be designed to include reminders for the census and get counted. Census participation during the early 8. A lert your local law enforcement, part of 2020. emergency response and dispatch 6. Connect your schools and educational services to handle calls from the com- institutions with the Statistics in Schools munity during in-person NRFU. During program where teachers can find class- this time, enumerators will be canvas- room resources about the importance ing door-to-door potentially leading to of the census and being counted so increased 911 calls. Census Day is a great opportunity for community celebrations, especially in smaller cities and hard-to-count neighborhoods. In 2010, hundreds of commu- nities hosted “March to the Mailbox” events on Census Day. In 2020, community Spotlight on rallies and parades could feature spots along the route where residents who don’t Community have internet access can use a computer or tablet to fill out a census form online. Events Community events during the self-response period are ideal for smaller cities because they can be an efficient, one-stop-shop to increase awareness within the community and to provide the opportunity for residents to get counted. By recruiting cosponsors from the local business, faith, and education community, you can bring all your town’s trusted voices together in one place to attest to the importance of census participation. MUNICIPAL ACTION GUIDE 21
Preparing for the 2020 Census Involve Your Community CCCs will look different in every city. Large cities may have dozens of members through Complete with several different subcommittees. Count Committees Smaller cities may only have 3 to 5 To ensure a complete and accurate count, members, representing the local school, you need to engage your community and church and community development develop trusted voices to provide information organization. At the highest level, the and motivation to residents of your city. goals of every CCC are the same: identify One proven tool is the Complete Count HTC populations in your community, Committee (CCC), a volunteer organizing develop strategies to increase their body created at the local level to increase likelihood of participation, and conduct awareness of and participation in the outreach to those communities through census. In the 2010 cycle, more than 10,000 trusted voices, whether that is faith- CCCs were formed around the country. based institutions, immigrants’ rights The Census Bureau encourages both state groups, or local service providers and and local governments to create CCCs, so business leaders. you may be able to identify partners at the The Census Bureau offers direct support state or county level. But it is still important to CCCs via partnership specialists. These to commit local time and resources to your employees do not directly manage or own CCC. You know your community best participate in local CCCs, but are available to and involving your own residents and local offer expertise and informational materials, organizations will ensure you have a CCC and to help identify what activities will be that is trusted and effective. most effective in your community. 22 NATIONAL LEAGUE OF CITIES
WHAT YOU CAN DO 3. Identify your HTC communities 1. Organize a local government CCC in and barriers that may prevent them your jurisdiction and appoint a chair- from participating. Maybe you have person to lead the committee. Other new immigrant communities with potential members include: uncertainty about participating in the n Business leaders census, large gated communities or closed high-rise buildings where enu- n Developers merators will struggle to canvass; or n Religious and faith leaders lower-income or elderly populations n Educators and librarians with limited internet access. By iden- tifying these hurdles early, you can n Workforce development experts better overcome them. The Census nNonprofits (such as the Bureau’s ROAM tool (www.census.gov/ United Way) roam) is a great place to start. The site n Community advocates can help you map and target potential nL ocal media (particularly outlets serv- HTC communities for counting. ing non-English-speaking populations) 4. D evelop your CCC plan of action. n Social media/technology specialists. Now that you have your stakehold- CCCs can be organized with specific ers established and you know the subcommittees that focus on topics such challenges facing your community, as enumerator recruitment, media and develop a plan for the 2020 Census. messaging, or business participation. It could include strategies such as 2. C onnect with CCCs that have been targeted messaging campaigns for organized by your state or county HTC communities or plans for com- to avoid duplication of efforts and munity events such as parades or to leverage their larger scale. Often, rallies around Census Day. Census your state may have resources, such Bureau Partnership Specialists can as geographic/historic data that local be a great resource for information CCCs can use to avoid recreating re- or additional strategies. dundant materials. To learn more about how to establish a CCC in your city and how a CCC can ➔ promote participation, check out the 2020 Census Complete Count Committee Guide and Training Manual, available at census.gov/2020completecount or at nlc.org/census. MUNICIPAL ACTION GUIDE 23
Preparing for the 2020 Census Section Three: Quick Resources ➔ ast Facts and Talking Points F for Constituents ➔ Specific Community Considerations ➔ Census City Checklist ➔ Timeline of Operations ➔ Definition of Terms ➔ Census Contacts Residents frequently turn to local leaders with questions and concerns related to the census. Section three provides quick resources to address your community’s challenges. 24 NATIONAL LEAGUE OF CITIES
Fast Facts and Talking Points penalties for anyone who shares personally for Constituents identifiable information (PII). “Participating in the 2020 Census is a civic “Data security is the highest priority for the duty and good for your community.” Census Bureau and extensive protections The very first responsibility of the federal are in place to protect the integrity of the government under the U.S. Constitution is 2020 Census.” a count of all persons living in the United Online responses are secured by multiple States to allocate seats in the U.S. House layers of encryption and isolated from of Representatives among the states. But online access as soon as you hit submit. your participation in the census impacts a And by working with the federal intelligence much broader range of decisions, from how community and private industry, the Census legislative districts at all levels of government Bureau can quickly identify and respond to are drawn, to where roads and transit are built any external threats to its databases. in the future, to how more than $800 billion in federal funding is distributed annually across “English language proficiency is not required the country. to participate in the 2020 Census.” The complete online census questionnaire “There are multiple ways to be counted in will be available in twelve languages other the 2020 Census.” than English. Telephone responses will In mid-March 2020 most addresses in the be accepted in the same additional 12 United States will receive a postcard with languages. Paper forms will be printed in instructions to participate online, but you English and Spanish. Language guides and will also have the option to respond via glossaries will be available in 59 non-English phone or mail. Through spring and summer languages, plus Braille. 2020, Census Bureau employees will follow up in-person at addresses that have not yet “If you don’t have access to the internet in been counted. your home, you can still be counted.” The online questionnaire can be completed “Your personally identifiable information on a smartphone and desktop internet (PII) is protected by law and cannot be kiosks may be available at local post offices, shared outside of the Census Bureau.” libraries and other community centers. Census Bureau employees are sworn to Households identified as having limited uphold the confidentiality of your data for internet access and households that do life. Your responses can only be used to not respond to initial census mailings will produce statistical information, and your also be given the opportunity to complete personal information cannot be seen or used the census through the traditional paper by other government agencies or the courts. questionnaire. A telephone response option Title 13 of the U.S. Code imposes steep will also be available for the first time. MUNICIPAL ACTION GUIDE 25
Preparing for the 2020 Census Specific Community College / University Cities Considerations Be sure to reference the “Where Every community faces different census- People are Counted?” section to related challenges. Here are some key points determine how your student population of consideration for your city if it falls into will be counted. It is important to note any of the categories below. that while NRFU is scheduled to start in May 2020, the Census Bureau will begin Rapidly Growing Cities the NRFU process earlier in areas with a If your community is rapidly concentration of college students living building more housing units, your off campus, to account for students leaving city’s participation in the New Construction after the spring semester. College students Program is critical. Your involvement with are also good job candidates the program will ensure housing units for enumerators. built between the conclusion of the LUCA Cities with or Near Military Bases program (Summer 2018) and Census Day Be sure to reference the “How Are (April 1, 2020) are included in the Census Different Populations Counted” Bureau’s Master Address File (MAF). section to determine how your military and federally-affiliated population will be Cities with High Immigrant / counted. The Census Bureau has recently Non-Native-English-Speaking changed how deployed military personnel Populations serving overseas during the census are Civic engagement tends to be lower counted, to better ensure an accurate count for immigrant and non-native-English- of military communities. speaking communities. City leaders should make engaging with these communities a Vacation Destinations priority. Be sure to include trusted voices & Cities With “Snow Birds” – such as religious leaders, educators, Be sure to reference the “How Are nonprofit service providers and non- Different Populations Counted” section to English media – in your complete count determine how temporary residents are committees (CCC). counted in your community. 26 NATIONAL LEAGUE OF CITIES
MUNICIPAL ACTION GUIDE 27
Preparing for the 2020 Census City Census Checklist 2018 ■ Enroll in the Local Update of Census Address (LUCA) program. ■ Receive, update and return my city’s LUCA review materials. ■ Form a Complete Count Committee (CCC), or more than one if needed. ■ Hold our first CCC meeting. 2019 ■ Develop a CCC action plan for our city. ■ Ensure our city’s workforce board is making our community aware of enumerator and other field and area office positions and is facilitating applications. ■ Participate in the New Construction program. ■ Meet with census officials or partnership specialists from a field, area or national office to discuss my city’s readiness, share our action plan and discuss our HTC populations. 2020 ■ Install online response kiosk(s) in a publicly-accessible city building such as city hall or library. ■ Use our city’s social media presence to amplify messages about the upcoming census. ■ Hold a public event to promote civic engagement and the 2020 Census participation. 28 NATIONAL LEAGUE OF CITIES
Contacts General Inquiries, Questions and Resources Job Applications CALL: 301-763-INFO (4636) or 800-923-8282 2020census.gov/jobs VISIT: ask.census.gov Los Angeles Regional Office New York Regional Office 15350 Sherman Way, Suite 400 32 Old Slip, 9th Floor Van Nuys, CA 91406-4224 New York, NY 10005 (818) 267-1700 or 1-800-992-3530 (212) 584-3400 or 1-800-991-2520 Chicago Regional Office FAX: (818) 267-1714 FAX: (212) 584-3402 1111 W. 22nd Street, Suite 400 TDD: (818) 904-6249 TDD: (212) 478-4793 Oak Brook, IL 60523-1918 E-mail: Los.Angeles.Regional.Office@ E-mail: New.York.Regional.Office@ (630) 288-9200 or 1-800-865-6384 census.gov census.gov FAX: (630) 288-9288 TDD: (708) 562-1791 E-mail: Chicago.Regional.Office@ census.gov Philadelphia Regional Office 100 South Independence Mall West, Suite 410 Philadelphia, PA 19106-2320 (215) 717-1800 or 1-800-262-4236 FAX: (215) 717-0755 TDD: (215) 717-0894 E-mail: Philadelphia.Regional.Office@ census.gov Atlanta Regional Office 101 Marietta Street, NW, Suite 3200 Dallas Regional Office Atlanta, GA 30303-2700 4500 Fuller Drive, Suite 300 (404) 730-3832 or 1-800-424-6974 Irving, TX 72038 FAX: (404) 730-3835 972-510-1800 or TDD: (404) 730-3963 855-510-0192 E-mail: Atlanta.Regional.Office@ Email: Dallas.rcc.partnership census.gov @2020census.gov MUNICIPAL ACTION GUIDE 29
Preparing for the 2020 Census Timeline of 2020 1 2013 – 2015: Research, Design and Testing Phase Bureau tests content and methods to boost self-response rates. LABELED ENTRIES = Key Dates for Census Bureau Interaction with Cities DECEMBER 2017 MARCH 2017 JANUARY 2018 – JULY 2018 FEBRUARY LUCA Question LUCA Review: 2018 Applications Topics Participating cities review Where People Due: Finalized: preliminary Bureau address Are Counted: Deadline for Census lists and verify or update Finalize “Resi- cities to register questionnaire with correct information and dence Criteria” to participate topics submitted newer housing stock. indicating where in the Local to Congress. people are Update of Regional Census Centers: counted. Census Addresses program. Open 6 Regional Census Cen- ters. (See list under “Contacts Reference” section). NOVEMBER 2019 Enumerator Recruitment: Bureau begins the process of hiring about 500,000 AUGUST – OCTOBER 2019 JUNE – enumerators and other In-Field Address Canvassing: AUGUST 2019 field staff for peak census Bureau conducts local Area Census operations. canvassing, covering about Offices: 30 percent of addresses, Remaining Get Out the Count: primarily in high-growth ACOs open. MARCH 2020 Census communications and less-stable areas. Cities Self-Response campaign begins. participating in LUCA review Starts: the final address lists for the Peak operations in 2020 Census. cities begin, with all FEBRUARY – APRIL 2020 households receiving Group Quarters either a postcard Enumeration: with invitation to Census staff contact respond online, or (February) and then MAY 2020 – JULY 2020 an invitation plus a enumerate (April) group Nonresponse paper questionnaire, facilities, such as college Follow-Up (NRFU): the third week of dorms, skilled nursing Bureau conducts in-per- NOVEMBER the month. homes and prisons. This son visits (“door-to-door 2020 includes several nights knocking”) and uses Tabulation: in late March when an administrative records Bureau enumeration of persons in and other methods to fill completes service-based locations (e.g. in gaps from households processing of shelters, mobile food vans, that don’t self-respond. For census data. soup kitchens) is conducted. most households, NRFU During this period, an effort visits will start in early May; also is made to enumerate however, in neighborhoods persons in Targeted Non- with large college student sheltered Outdoor Locations populations, NRFU will (TNSOLs). A request will begin in early April. be made by the Census Bureau early in this period for assistance in identifying these locations. 30 NATIONAL LEAGUE OF CITIES
Census Operations 2 2016 – 2018: Operational Development and Systems Testing Bureau builds and tests the systems needed to conduct the 2020 Census. Cities collaborate with the Bureau to ensure property addresses in its databases are up-to-date and to identify hard-to-count (HTC) areas. JUNE 2018 – APRIL 2018 – APRIL 2020 SEPTEMBER MARCH 2018 2018 Complete Count Questions End-to-End Committees: Finalized: Census Test: States, cities Final decennial Full-scale test and tribal census and run (often governments American called a “dress begin forming Community rehearsal”) of Complete Count Survey questions census opera- Committees to submitted to tions, conducted support and Congress. in Providence supplement the Bureau’s efforts County, Rhode Island. to promote participation, 3 2019 – 2021: Implementation especially in Bureau activities peak as it completes final APRIL 2019 – hard-to-count JANUARY 2020 communities. lead-up activities for the 2020 Census JANUARY – New Residential FEBRUARY and conducts the actual enumeration. Construction 2019 Cities play a critical role by amplifying Bureau Program: SPRING 2019 Address First Wave communications and messaging, promoting Bureau works of Area with local gov- Canvasser participation and facilitating access to online Census Offices: ernments to in- Recruitment: Bureau begins response opportunities. clude addresses Bureau begins opening the first of new housing securing 40 of its early stock expected applicants to area census to be closed to handle “in field” offices (AOCs) the elements by address to begin over- Census Day. canvassing later seeing address JUNE 2021–JUNE 2023 in the year. canvassing. Count Question Resolution: As it did in 2000 and 2010, the Bureau will provide an opportunity for local DECEMBER FEBRUARY – SPRING 2021 governments to challenge 2020 MARCH 2021 Detailed data: the accuracy of their final Total Redistricting Bureau begins 2020 Census counts. Population Data: releasing The Bureau expects to Counts: States receive detailed release an initial operational Bureau reports detailed popula- population and plan for this program in Fall state popula- tion counts, by characteristics 2018. It is not yet known if tion totals and voting age, race data for all the Bureau will accept chal- resulting and ethnicity, governmental lenges both to population congressional for redistricting units, including and housing unit counts, apportionment purposes. cities, on a or only the latter. Revised to the President flow basis. census counts are not used by December 31. for congressional reappor- tionment or redistricting. MUNICIPAL ACTION GUIDE 31
Preparing for the 2020 Census Definition of Terms Address Canvassing: American Community Survey (ACS): The program implements methods to Legally part of the decennial census, the improve and refine the U.S. Census Bureau’s ACS is an ongoing, representative survey address list and related digital maps in of approximately 3.5 million homes a year advance of the 2020 Census. The Census (295,000 per month). The ACS replaces Bureau needs the address and physical the older census “long form” and asks more location of each living quarter in the United questions than the decennial questionnaire States and Puerto Rico to conduct the to produce annually-updated estimates of census and accurately tabulate the data. An key social and economic characteristics accurate list ensures that residents will be down to the census tract level, including invited to participate in the census and that data on local economies, health and the census counts residents in the correct housing. Like the census, response to the location. For the 2020 Census, much of the ACS is mandatory. address canvassing is being conducted “In- Office,” using aerial imagery, third-party Block: (commercial) data, and administrative Statistical areas bounded by visible records from federal, state, and local features, such as streets, roads, streams, sources. About 30 percent of census blocks and railroad tracks, and by nonvisible will be canvassed “In-Field” in late summer boundaries, such as selected property of 2019 by address listers. In-Field address lines and city, township, school district, canvassing will not be conducted in rural and county limits and short line-of-sight areas with non-city style addressing, remote extensions of streets and roads. Generally, areas, on tribal lands or in Puerto Rico. census blocks are small in area; for example, a block in a city bounded on all Area Census Office (ACO) / Field Office: sides by streets. Census blocks in suburban A temporary office established to oversee and rural areas may be large, irregular census operations in a specific area. These and bounded by a variety of features, operations include address listing field such as roads, streams, and transmission work, local recruiting, the Group Quarters lines. In remote areas, census blocks may operation, and visiting households to encompass hundreds of square miles. conduct the 2020 Census. Census blocks cover the entire territory of the United States, Puerto Rico and the 32 NATIONAL LEAGUE OF CITIES
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