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SUPTS. MEMO. NO. 2
January 8, 1999 |
| TO: | Division Superintendents |
| FROM: | Paul D. Stapleton
Superintendent of Public Instruction |
| SUBJECT: | 1999 School Census |
In accordance with the provisions of 22.1-281 through 22.1-286, Code of Virginia, March 1 through July 15, 1999, is designated as the period during which the 1999 school census will be conducted and completed. Your summary of census returns is due on or before Thursday, August 16, 1999. Included with this memorandum are the Superintendent's Summary of Census Returns reporting form, sample copies of other census forms, instructions, recommended procedures and state statutes relating to the census. Your designated school census contact person will also receive this information. School divisions will submit only a summary count of all people ages 5-19 residing in their respective counties, cities, and towns to the Department of Education. This single statistic will be reported on the Superintendent's Summary of Census Return form (Form SA.030) and subsequently verified with division superintendents. The Department of Education will provide census enumeration forms (SA.028) upon request. These forms may be ordered by calling the Office of Management Information Systems, 804-225-2099. Please allow one to two weeks for delivery. Should you have any questions or require additional information, please do not hesitate to contact Ms. Mona Mallory, (804) 225-2949. PDS/dmb Attachment: A hard copy of this memo and its attachments will be sent to the superintendent's office. ------------------------------------------------------------ Table of Contents FORMS, INSTRUCTIONS AND RECOMMENDED PROCEDURESFOR CONDUCTING THE 1999 SCHOOL CENSUS Instructions for Completing 1999 School Census Form SA.028 Instructions for Reporting Census Data to the Dept. of Education Timetable Suggested Procedures for Planning and Conducting the School Census Introduction School Census Schedule Selection of Personnel Training of Personnel Organizing and Conducting the School Census Editing Census Data and Retention of Records Appendix A. Form SA.028 (NOT INCLUDED) Appendix B. Sample Verification Form (NOT INCLUDED) Appendix C. State Statutes Relating to the Triennial Census (NOT INCLUDED) Appendix D. Sample Enumerator Identification (NOT INCLUDED) Appendix E. Sample Notice Explaining Purpose of Census (NOT INCLUDED) Appendix F. Sample Pre-Census Questionnaire (NOT INCLUDED) Appendix G. Sample Call Back Notice (NOT INCLUDED) FORM SA.030 (Revised 12/98) SUPERINTENDENT'S SUMMARY OF CENSUS RETURNS (NOT INCLUDED) ------------------------------------------------------------ FORMS, INSTRUCTIONS AND RECOMMENDED PROCEDURES FOR CONDUCTING THE 1999 SCHOOL CENSUS *** VIRGINIA DEPARTMENT OF EDUCATION OFFICE OF MANAGEMENT INFORMATION SYSTEMS I. Instructions for Completing 1999 School Census Form SA.028 A. March 1, 1999, through July 15, 1999, is designated as the period during which the 1999 school census will be conducted and completed. B. Include in the school census all persons residing in the county, city, or town who will have reached or passed their fifth birthday on December 31, 1999 and who will not have reached their twentieth birthday on December 31, 1999. Persons who are domiciled in orphanages or charitable institutions or who are dependents living on any federal military or naval reservation or other federal property shall be included in the census for the school division within which the institutions or federal military or naval reservation or other federal property is located. Persons who are confined in State hospitals, State training schools or State training centers for the mentally retarded, or mental institutions, State or federal correctional institutions, the Virginia School for the Deaf and Blind at Hampton or the Virginia School for the Deaf and Blind at Staunton shall be included in the census for the school division within which the parents or guardians of such persons legally reside. C. Provisions must be made so that a census of the children who reside in an incorporated town may be tabulated. Distribution of the State sales tax and/or the local sales tax is dependent upon the ratio of the school age population of each incorporated town to the school age population of the entire county in which the town is located. (See Section 58.1-605, Paragraph G and Paragraph H and Section 58.1-638, Paragraph D, Code of Virginia.) Please note that while separate census totals are required for each incorporated town, only the two towns of Colonial Beach and West Point are required to file census returns with the Department of Education, since they constitute separate school divisions. D. The school census is to be taken by family. One form should be used for each family. If there are insufficient spaces on one form for all children of the family (ages 5-19) an additional form should be used and attached to the first form. E. A local school division may use the form provided by the Department of Education for taking the census or a form of its own design. If a local division uses a form of its own design, the form must include all data items on Form SA.028. If a local school division elects to use the enumeration forms provided by the Department of Education, copies may be ordered by calling the Office of Management Information Systems, 804-225-2099. Please allow one to two weeks for delivery. F. Enumeration forms are not to be returned to the Department of Education. The forms should be filed in an appropriate order in the division superintendent's office so that they may be conveniently referenced, if necessary. They must be kept for a period of three years from the end of the fiscal year in which the last entry was made, or until audited (State), whichever comes first, after which they may be destroyed. G. Specific instructions for completing each item on the enumeration form follow. See Appendix A. for a copy of form SA.028. Item 1 County, City or Town - Enter the name of your county, city or town Item 2 District, Ward, or Other - Local school division authorities may modify and use this item to their own advantage by adapting it to fit the local plan for recording addresses. Items 3, 4 Names of Parents ( ), Guardians ( ), or Other ( ) - List the names in the order prescribed. Check in the parentheses to indicate whether persons listed are parents, guardians, or other. Item 5 Address of Residence - Local school division authorities may modify and use this item to their own advantage by adapting it to fit the local plan for recording addresses. Item 6 Names of Children - List the names of all persons in the family ages 5-19 as of December 31, 1999. Items 7, 8, 9 Dates of Birth - Record the date of birth by month, day, and year for each child listed under item 6. Item 10 Age in years on December 31, 1999 - Record the age of each child on December 31, 1999. Age may be determined by the census enumerator from the date of birth, or if data processing equipment is to be used, age may be determined by computer program. IMPORTANT NOTE: Do not include any persons born on or after January 1, 1995 OR - any persons born on or before December 31, 1979, in the census count reported to the Department of Education. If person was born in: He/she is: 1994 age 5 1993 age 6 1992 age 7 1991 age 8 1990 age 9 1989 age 10 1988 age 11 1987 age 12 1986 age 13 1985 age 14 1984 age 15 1983 age 16 1982 age 17 1981 age 18 1980 age 19 II. Instructions for Reporting Census Data to the Dept. of Education A. The information needed to submit census returns to the Department of Education is taken from Form SA.028. School divisions report ONLY the total count of all persons age 5-19, inclusive. B. This count must be received by the Department of Education on or before August 16, 1999. C. This count will be reported on Superintendent's Summary of Census Returns (Form SA.030). D. The Department of Education will verify counts with division superintendents. See Appendix B. for a sample verification form. III. Timetable March 1, 1999 Commence census July 15, 1999 Complete census August 16, 1999 Report data to Department of Education September 15, 1999 Dept. of Ed. completes verification October 1, 1999 Counts for Distribution of State Sales Tax given to Department of Education Budget Office IV. Suggested Procedures for Planning and Conducting the School Census A. Introduction While the Triennial School Census has always been important demographic information for planning and other purposes, the advent of the state sales tax, of which one percent is distributed to the localities on the basis of the school census data, has made an accurate school census imperative for each locality to receive its equitable share of this money. See Appendix C. for a copy of the state statues relating to the triennial census. Division superintendents have expressed concern about some problems connected with the school census, including suggestions for: (1) Procedures for selecting and training personnel to conduct the school census (2) Procedures for organizing and conducting the school census to ensure complete and accurate coverage (3) Procedures for editing and tabulating school census data and preparing school census reports (4) Review of the school census forms and instructions for possible improvements The following suggestions are provided for conducting the school census and for preventing problems which might arise. B. School Census Schedule Planning for the school census should begin not later than the spring of the year preceding that in which it will be taken since funds must be included in the budget for the next fiscal year to cover the cost of the school census. Coincident with this, the person who is to be responsible for the school census should be appointed. While the division superintendent is responsible for the school census, it is customary for the superintendent to appoint someone to be in charge. For consistency throughout these procedures, this person will be called the census director. After appointment, the census director, in cooperation with the division superintendent, should prepare a budget and a tentative schedule for the school census. A major cost factor of the school census is the expense of enumerators and clerical help employed to edit and tabulate the results. A decision must be made concerning the basis on which enumerators will be paid (e.g., per name of child, per housing unit, travel expenses) and how much they will be paid per pay unit. Decisions also must be made with regard to several factors concerning how the school census will be conducted. Among these are: 1. Whether a pre-census will be used. (A pre-census is an in-school count of children, taken before the actual census.) 2. Whether State-provided forms or locally designed forms will be used. 3. Whether automatic data processing (ADP) equipment and procedures will be used for editing and tabulating. If ADP equipment is to be used, sufficient time must be allowed for such things as system design, forms design, and computer programming and testing. C. Selection of Personnel Director of School Census - The person responsible for the school census should be appointed by the school board on the recommendation of the division superintendent, to act as an agent for the school board, in compliance with Section 22.1-282 of the Virginia Code. The agent appointed might be: (1) a person already under full or part-time contract in the school division; (2) a private corporation that specializes in conducting a census; or (3) any other person considered by the division superintendent to be qualified for this task. The census director should be: (1) thoroughly familiar with school law as it relates to the school census; (2) thoroughly familiar with the geographic areas to be covered by the school census; (3) competently trained in organization and administration of a school census; (4) prepared to provide training sessions for the division census enumerators; and (5) prepared to provide adequate help and sufficient time to complete the school census. Enumerators - School census enumerators should be carefully selected. These personnel are responsible for conducting thorough and accurate counts. School divisions should give careful consideration to the qualifications needed for employment as enumerators and to the various local opportunities that may exist for recruiting suitable people. D. Training of Personnel All enumerators should receive some training before they go into the field. While this training does not have to be elaborate or extensive, it can be of great help in obtaining a better school census. In most instances, training can be completed half-day to a day. Some areas which should be covered in the training session include: (1) an explanation of the purpose of the school census and what it means to the locality and to the State; (2) a review of the State laws pertaining to the school census; (3) an explanation of the overall school census organization, as well as the responsibilities assigned to the enumerators; (4) a detailed review of the forms and instructions for taking the school census; (5) an opportunity for the enumerators to make several "practice runs" with emphasis on completing the job on the scene and checking all information before the forms are turned in; (6) instruction about the methods and forms required for accounting purposes; and (7) suggestions to enable enumerators to deal with persons who might not want to furnish information required for the school census and what to do about hazards such as dogs. Clerical personnel who will be editing and tabulating the school census data should be adequately trained for their assignment. This training should include familiarization with: (1) Forms and instructions that the enumerators will use; (2) Forms from which data will be cross-checked, such as teachers' registers or pre-census forms; (3) Forms and instructions that will be used for tabulation; and (4) Forms and instructions for preparing summary reports. E. Organizing and Conducting the School Census 1. Organization of the County/City/Town As a general rule, counties, cities, and towns will be divided into areas, zones or tracts to which enumerators will be assigned to take the school census. In some instances, it may prove helpful to work with other units of the local government such as planning commissions, zoning boards, and local tax authorities. This is particularly true if there is to be an accounting of each and every housing unit. The following are some methods of division that can be used: (1) utilizing a census tract number, block number, and parcel number (similar to U. S. Census); (2) elementary or other type school zones; (3) magisterial district or other local government division; (4) and by utilization of natural boundaries, roads, and subdivisions. The school census director should make arrangements with the appropriate authorities for taking the school census in orphanages or charitable institutions or on any federal military reservation or other federal property located within the county, city, or town. With respect to the school census on federal military reservations, dependents of personnel living on military reservations are to be included in the school census for the county, city, or town within which the military reservation is located. Members of the military services who are under 20 years of age are to be included in the school census for the county, city, or town that is the legal residence of their parents or guardians. Attention is called to the situation that in any county wherein is situated any incorporated town, provision must be made for obtaining a census of the children who reside in any such towns, inasmuch as the distribution of the State sales tax and/or the local sales tax is dependent upon the ratio of the school age population of the town to the school age population of the entire county. However, census data must be reported to the Department of Education only for the towns that constitute separate school divisions. 2. Assignment of Enumerators Once the county, city, or town has been divided into census areas, enumerators can be given their assignments. The number of enumerators assigned to an area will depend upon the size of the area, the population density, and the time period planned for taking the school census. If it is warranted, a team of enumerators, sufficient in number to perform the job, can be assigned to a given area. The team may be headed by one person who would be responsible for seeing that all or designated phases of the school census are carried out properly. That person's responsibilities could include seeing that all forms are completed properly and editing and tabulating census information for the area. Each enumerator should be given a map which clearly indicates the area for which he or she is responsible. A complete description of the area should accompany the map. Each enumerator also should have some means of identification such as a lapel tag with his or her name, and a statement that identifies the person as an official school census enumerator. (See Appendix D. for sample.) The enumerator also should carry a letter or memorandum from the division superintendent which briefly explains the purpose of and authorization for the school census. (See Appendix E. for sample.) 3. Using a Pre-Census Questionnaire A pre-census questionnaire is a means of taking a pre-census count of in-school children. It is a preliminary survey of the in-school population that can provide the school census director advance information that can be useful in planning and as a check against the actual census to make certain that all housing units have been visited and all children in school are listed. The pre-census questionnaire is filled out in advance of the actual school census. Sufficient time must be allowed for the forms to be organized and filed. Each child in school fills out a form listing his or her name, age, or date of birth, address, and parents' or guardians' names and addresses, and the names of all other children in the family ages 5-19. (See Appendix F. for sample.) Other items of information may be added as needed. Each teacher who is responsible for attendance accounting should see that each student completes one of the pre-census forms. When completed, the forms are organized according to the needs of the local school census plan. For example, they could be filed sequentially by street (with elimination of duplicates), and then checked against a directory of the county, city, or town. For each directory listing for which there is no pre-census questionnaire, a form listing the street and house number is inserted. This file provides a complete list of residences for each street as well as numerical counts of housing units and children that can be used in assigning enumerators. When the actual school census forms are completed, they are filed in the same manner and checked against the pre-census file. It is also important to keep a record of all pupils who enter or withdraw from school after the pre-census forms have been initially completed. This can be done by having the principal of each school make certain that a form is completed and forwarded to the school census director when a child registers to enter school or when he or she withdraws from school. An inherent weakness of the pre-census in-school count is that it does not account for families with children not attending public schools, such as children who have not started to school, those who have graduated or dropped out, and those who are attending non-public schools (private, parochial, schools on military reservations). While there is no direct incentive for them to do so, non-public schools may cooperate in providing this information if requested. 4. Publicity Experience has shown that adequate publicity can be of assistance in obtaining a satisfactory school census. The community should be informed during the school year of the local school division's plans for conducting the school census as well as its purpose and value. Subsequently the local school division could publicize the school census in several ways: (1) A memorandum could be sent to each housing unit in the county, city, or town stating the background and need for the school census, the dates when the school census and follow up will be conducted locally, and a list of items to be completed on the school census; (2) A release in the newspapers with a copy of the actual form; (3) Releases over radio and/or television. 5. Conducting the School Census Within the period specified by the Superintendent of Public Instruction, the locality decides when it will conduct the school census. Conducting the school census before the end of the school year has the decided advantage of finding the most people at home with the least follow-up. In addition to identification credentials, enumerators should be provided with forms, pencils, maps, and instructions needed for taking the census. The enumerators should be thoroughly familiar with the procedures that they will be required to use such as editing, cross-checking, tabulating, and completion of accounting forms. They should also notify the school census director or his representative of any special problems that they encounter, such as persons who are consistently not at home, persons who refuse to provide the necessary information, inability of the enumerator to carry out his responsibilities in the time available, and changes in residence. Consideration should be given to the areas to which enumerators are assigned. Some advantage is gained when an enumerator has some knowledge of the area in which he or she is working. If potentially troublesome areas seem to warrant it, special arrangements should be made for enumeration, such as enumerators working in pairs rather than alone or teams of many enumerators canvassing the area at one time. 6. Follow-up Procedures Follow-up procedures must be established for homes where occupants were unavailable or where the information was not complete. The follow-up should be considered when the plan for the school census is established. Perhaps the simplest procedure is for the enumerator to continue to make calls until the information is obtained. A second procedure is for the follow-up calls to be made by a team of enumerators who are specially trained for the purpose. Also, a notice requesting the resident to call the enumerator has proved successful. (See Appendix G.) F. Editing Census Data and Retention of Records Procedures should be established for editing the data from the census forms as a part of the overall school census organization plan. Some editing procedures to be considered include the following: 1. Completion of Forms - This, of course, is the responsibility of the enumerators. All applicable items on the form should be completed for each entry. 2. Accuracy of Data - All entries should be edited to ensure accuracy of data. 3. Cross-Checking Against Other Data - Enumerators' returns should