Preparing for the 2020 Census - MUNICIPAL ACTION GUIDE - National League of Cities
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MUNICIPAL ACTION GUIDE
Preparing for the
2020 CensusPreparing 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 CITIESAbout 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.
All photos courtesy of Getty Images 2018 unless otherwise noted.
© 2018 National League of Cities. All Rights Reserved.
MUNICIPAL ACTION GUIDE 3Preparing for the 2020 Census
Foreword
& Introduction
Even before the U.S. Constitution fully decision-making processes. Perhaps most
outlines the powers of the three branches importantly, the data play a crucial role in
of the government, it mandates a decennial determining how more than $800 billion of
count of all persons in the country. In 1790, federal funding is distributed and allocated
U.S. Marshalls counted fewer than 4 million annually across state and local governments.
people through simple paper tallies during
the first census. 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 CITIESTable 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 5Preparing 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 CITIESWhy 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
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 7Preparing 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 CITIESMUNICIPAL ACTION GUIDE 9
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 stationed
Temporary Residents, stateside but deployed overseas 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
Federally-affiliated individuals are included in their respective state’s count only for congressional apportionment.
10 NATIONAL LEAGUE OF CITIEShome 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 in advance with
part of the federally-affiliated overseas the help of municipal officials and nonprofit
population. If they are otherwise living organizations.
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 11Preparing 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 Non-English speakers
there was a statistically-insignificant net na-
tional overcount, meaning that the number n Immigrants
of people over counted was not significant n Renters and residents who move often
and that the population count as a whole
was considered accurate. However, under- n Alternative or overcrowded
counts of specific population subgroups housing units
are a recurring challenge, with some groups n Gated communities and publicly
missed at disproportionately high rates as inaccessible multifamily units
opposed to other groups which are often
n Persons displaced by natural disasters
over counted. These inaccuracies in the
census can have negative implications both n Persons experiencing homelessness
for these communities and their respective
n Young mobile adults
municipal governments. Local leaders can
play a critical role in reducing undercounts n Single-parent headed households
in their cities by helping the Census Bureau
Mapping Your City’s HTC Communities
identify and focus on hard-to-count (HTC)
The U.S. Census Bureau’s mapping tool, the
communities within their municipalities. You
Response Outreach Area Mapper (ROAM),
will learn more about how cities can mo-
includes a layer that helps identify tracts
bilize to provide this assistance under the
that are historically hard to count. The City
Complete 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 and gated communities
www.censushardtocountmaps2020.us
n Nontraditional living arrangements
nL
ack of reliable broadband or
internet access
12 NATIONAL LEAGUE OF CITIESMUNICIPAL ACTION GUIDE 13
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 2020, about 80 “Internet Choice” mailing will include both
percent of addresses will receive an invita- a paper questionnaire and instructions on
tion letter with instructions on how to re- how to respond online or by telephone.
spond online or by telephone using a unique
ID. The remaining 20 percent of addresses Nonresponse Follow-up (NRFU)
— selected because they are less likely to Around May 9, 2020 the Census Bureau
have or use the internet — will receive both will begin NRFU, to count households or
an invitation letter (with a unique ID) and determine the status of housing units that did
a paper questionnaire with postage-paid not self-respond. This is the costliest census
return envelope. After three mailed requests operation, so the Census Bureau strives to
to complete the census online or by phone, obtain the highest self-response rate possible.
unresponsive households will receive a paper n Vacant Housing Units
questionnaire and return instructions on the The Census Bureau will use adminis-
fourth mailing. 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 CITIESUse of Administrative Records Otherwise, enumerators can make up to
The Census Bureau has tested the use of three additional contacts in person or by
high-quality administrative data, previously telephone (no more than six in total) to
collected by other federal government 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 records
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 Bureau
surveys
n Relatives of the occupants
n Landlords or building managers If high-quality administrative data are
nR
eal estate agents and new occupants not available, the Census Bureau will use
(if the residents moved around the time statistical imputation methods to count
of Census Day) households that appear to be occupied.
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 mailing.
MUNICIPAL ACTION GUIDE 15Preparing 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 CITIESCollaborate with The 2020 Census also offers a separate,
voluntary program, the New Construction
the Census Bureau
program. This program enables cities to
The Census Bureau relies on local
add residential units to the MAF that have
governments to assist with preparations
for the enumeration and to help “get out been built after LUCA reviews, but prior to
the count” (GOTC). Collaboration with Census Day in 2020.
local governments is managed through the
Census Bureau’s network of local offices: 6 Motivate People to Respond
Regional Census Centers opened in spring 2 Increasing the number of self-respons-
2018 and an additional 248 field offices es can significantly decrease the cost and
(called Area Census Offices, or ACOs) will difficulty of achieving a complete count and
open across the country throughout 2019. increase the quality of data that will be avail-
After a multi-year phase of testing, the able from the census enumeration. Beginning
Census Bureau starts its operational phase
in the fall of 2019, the Census Bureau will
roughly three years prior to Census Day with
launch an expansive communications cam-
four major steps:
paign, targeting various communities and
populations, as well as the national audience,
Establish Where to Count
1 One of the first tasks is to validate, up-
to encourage self-response. City social media
and communications channels can help am-
date and locate every address in the country
plify these messages. For city leaders, get-
that needs to be counted. This information
ting a high level of self-response can ensure
comprises the Master Address File (MAF)
that time and resources can be preserved to
and Topologically Integrated Geographic
address your hard-to-count communities.
Encoding and Referencing (TIGER) mapping
database and determines which addresses
Count the Population
will receive mailings (or hand-delivered ma- 3 During the self-response phase of the
terials in some rural areas) in mid-March.
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 from 2018 to 2019. 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, pro- for the 2020 Census in their communities.
viding an additional layer of address ver-
Release Census Results
ification, but this does not preclude local
4 The final step of the 2020 Census for
governments from ensuring every housing
unit in your own community is accurately the Census Bureau is releasing the results.
recorded. In December 2020, the Census Bureau will
MUNICIPAL ACTION GUIDE 17Preparing for the 2020 Census
plete and accurate as possible. Even if
deliver the “apportionment counts,” or 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. Develop 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. Use city-run social media and
communications channels to amplify
WHAT YOU CAN DO the Census Bureau’s communications
1. Participate 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
recruiting and retaining qualified n Partner with local service pro-
applicants for the plentiful tem- viders or senior centers to pro-
Spotlight on porary employment opportunities vide digital skills training in ad-
Enumerator available during peak operations.
For the 2020 cycle, the Bureau
vance of the recruitment period
to ensure that seniors are familiar
and Address faces a bigger challenge, with a with the technology required to
Canvasser significantly tighter labor market apply for and succeed in these
and higher demands for technolo- jobs. Traditionally, older workers
Recruitment gy proficiency to perform the job. and those who have transitioned
out of the fulltime workforce
Local government will be a criti- comprise an important part of
cal partner in filling these jobs by the census workforce.
In 2020, the Census Bureau will
complementing efforts to recruit
hire as many as 500,000 tem-
field and office staff. Examples of n Conduct focused recruitment
porary workers to help carry out
specific strategies: efforts in your HTC communities.
peak operations. Most of these
Conducting outreach and door-
openings are for enumerators, who n Engage your local workforce to-door enumeration may be
will go door-to-door to non-re- development agencies and more effective if temporary
sponding households. community colleges to pro- employees are from the commu-
mote job openings and to assist nities that need to be counted.
During the 2010 Census, despite
candidates in completing the
relatively high unemployment
application process, which must Job applications available at:
rates across the country, the
be done on-line. https://2020census.gov/jobs
Census Bureau reported difficulty
18 NATIONAL LEAGUE OF CITIESfor the population of your municipality.
4. Support the enumerator and address
By December 2020,
canvasser recruitment processes the Census Bureau
by having city workforce development
boards identify viable candidates and will deliver the state
provide application assistance.
These efforts help provide the Census
population totals,
Bureau with qualified applicants who
are representative of the communities
which determine
in which they will be working. the number of
5. Use census data in public materials to representatives
show their value. Once results of the
2020 Census are released, you’ll be for each state
able to use the most authoritative and
complete data on your city to inform in Congress.
policy and the broader community.
MUNICIPAL ACTION GUIDE 19Preparing 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. Start 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. Check 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. Leverage your Office of Communica-
so important for themselves as well as tions and Public Affairs to amplify
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, n Put 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 CITIESCensus Bureau messaging and to count- that students might learn and take the
er potential disinformation. Your media message home.
presence and social media accounts
7. Host 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. Work 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. Alert 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 Communities during the self-response period are ideal for smaller cities because
they can be an efficient, one-stop-shop to increase awareness within the commu-
nity 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 21Preparing 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 CITIESWHAT 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 outreach.
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 23Preparing 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 CITIESFast 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 mailing 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 25Preparing 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
English media – in your complete count to determine how temporary or part-time
committees (CCC). residents are counted in your community.
26 NATIONAL LEAGUE OF CITIESMUNICIPAL 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 regional,
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 2020
Census participation.
28 NATIONAL LEAGUE OF CITIESContacts
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 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 29Preparing 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 invitation to Enumeration:
respond online, or Census staff contact
an invitation plus a (February) and then MAY 2020 – JULY 2020
paper questionnaire, enumerate (April) group Nonresponse
the third week of facilities, such as college Follow-Up (NRFU):
the month. dorms, skilled nursing homes Bureau conducts in-per- NOVEMBER
and prisons. This includes son visits (“door-to-door 2020
several nights in late March knocking”) and uses Tabulation:
when an enumeration of administrative records Bureau
persons in service-based and other methods to fill completes
locations (e.g. shelters, mobile in gaps from households processing of
food vans, soup kitchens) that don’t self-respond. For census data.
is conducted. During this most households, NRFU
period, an effort also is visits will start in early May;
made to enumerate persons however, in neighborhoods
in Targeted Non-sheltered with large college student
Outdoor Locations (TNSOLs). populations, NRFU will
Starting in late 2019, Census begin in early April.
Bureau staff will work with
local officials and use other
sources of information to
identify these locations.
30 NATIONAL LEAGUE OF CITIESCensus 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 – MARCH 2018 –
APRIL 2020 DECEMBER
MARCH 2018 2018
Complete Count
Questions End-to-End
Committees:
Finalized: Census Test:
States, cities
Final decennial Full-scale test
and tribal gov-
census and run (often
ernments form
American called a “dress
Complete Count
Community rehearsal”) of
Committees to
Survey questions census opera-
support and
submitted to tions, conducted
supplement the
Congress. in Providence
Bureau’s efforts
to promote County, Rhode
Island.
participation,
especially in 3 2019 – 2021: Implementation
hard-to-count Bureau activities peak as it completes final
APRIL 2019 – communities.
JANUARY 2020 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 Canvasser participation and facilitating access to online
Census Offices:
governments to Recruitment: Bureau be- response opportunities.
include addresses Bureau begins gins opening
of new housing securing 40 Early Area
stock expected applicants to Census Offic-
to be closed to handle “in field” es (ACOs) to
the elements by address oversee address
Census Day. canvassing later canvassing. JUNE 2021–JUNE 2023
in the year. 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 31Preparing 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
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