U.S. Department of Justice Office of Justice Programs Bureau of Justice Statistics National Crime Victimization Survey Interviewing Manual for Field Representatives Table of Contents PART A The National Crime Victimization Survey and You Chapter Title An Overview of the National Crime Victimization Survey Topic Purpose and Sponsor Historical Overview Sample Design Data Products and Their Uses Conducting the National Crime Victimization Survey Interview Topic Introducing the Survey and Its Authorization Confidentiality Eligible Respondents Maintaining Respondent Rapport Answering Respondents' Questions General Interviewing Techniques Closing the Interview and "Thank You" Letters General National Crime Victimization Survey Procedures Topic Basic Survey Procedures Monthly Tasks Daily Tasks Specific Household Procedures Your Job Duties and Performance Standards Topic Basic Field Duties Additional Duties Performance Standards Chapter Title Your Job Duties and Performance Standards (Continued) Topic Field Evaluations--Observation and Reinterview Personal Visit vs. Telephone Interviews Topic Identifying the Method of Interview Qualifications for Using the Personal Visit Method Qualifications for Using the Telephone Method Instructions for Conducting Telephone Interviews Telephone Interviewing Skills Noninterviews Topic Overview of Noninterview Types and Procedures Type A Noninterview Categories Type B Noninterview Categories Type C Noninterview Categories Control Card Entries for Noninterviews Type Z Noninterview Persons Interviewing Materials - Descriptions and Receipt/Transmittal Instructions Topic Description of Materials Materials Kept Month to Month Materials Supplied Monthly Checking and Acknowledging Receipt of Materials Mailing Completed Work PART B How to Complete and Edit National Crime Victimization Forms Chapter Title Completing the NCVS-500, Control Card Topic General Instructions Completing Items 1 Through 11 (Unit Identification) Completing Items 12 Through 15 (Household Roster/ Housing Unit Coverage) Completing Items 16 Through 22 (Personal Characteristics) Completing Items 23 Through 25 (Race/Hispanic Origin/ Household Composition Changes) Completing Items 26 Through 29 (Use of Telephone/ Building Characteristics/Household Income) Completing Items 30 Through Table X (Record of Visits and Telephone Calls/Noninterview Reason/Notes/ Bounding Information/Noninterview Contact Person/ Determining EXTRA Units) Completing the NCVS-1, Basic Screen Questionnaire Topic General Instructions Completing Items 1 Through 16 (Cover Page) Completing Items 17 Through 28 (Personal Characteristics) Completing Items 29 Through Check Item E (Mobility/ Businesses/Theft/Break-ins/Motor Vehicles/Specific Locations/Use of Weapons/Known Offenders/Unwanted Sexual Acts/Catch-all Questions/Computer Crime/Proxy Help) Completing Items 46 Through Check Item I (Vandalism/ Crimes During Vandalism/Hate Crimes/Transcribing Number of Incidents/Employment Questions) Chapter Title Completing the NCVS-2, Crime Incident Report Topic General Instructions Completing Items 1 Through 23 (Cover Page/Location of Incident/Illegal Entry/Use of Weapon) Completing Items 24 Through 31 (Attacks/Threats) Completing Items 32 Through 54 (Injuries/Medical Care/ Protecting Self or Property/Results of Actions/Presence of Others/Injuries to Others Present)3 Completing Check Item G Through Item 87 (Use of Physical Force/Characteristics of the Offender(s)) Completing Items 88 Through 114 (Theft/Items Stolen/ Value of Stolen Property/Repair or Replacement of Stolen Property/Cost of Repair or Replacement) Completing Items 115 Through 134 (Police Notification/Reasons for Reporting or Not Reporting Incident to Police/Police Response to Notification/Contact With Authorities) Completing Items 135 Through 153 (Activity During Incident/Employment Status at Time of Incident/Type of Job/Lost Work Time Due to Injuries/Lost Pay Due to Incident) Completing Check Item U Through Check Item Z (Series of Crimes/Hate Crimes/Disability/Summary of Incident) Completing the NCVS-7, Noninterview Record Topic General Instructions Items 1 Through 10 Editing Procedures Topic General Editing Instructions Editing the Control Card Editing the Basic Screen Questionnaire Editing the Crime Incident Report Chapter Title Editing Procedures (Continued) Topic Editing the Noninterview Record Office Edits and Qualified Edit Field Representatives Part C Survey Concepts Note: Coverage concepts are included in Chapter 7, General Coverage Procedures, of the Listing and Coverage Manual for Field Representatives, Form 11-8. Chapter Title Basic National Crime Victimization Survey Concepts Topic Title Overview of Chapter 1 Reference Period Household Membership Reference Person Household and Individual Respondents Proxy Interview Bounding Interviews Out-of-Scope Incident Screening for Crimes Topic Title Overview of Chapter 2 Crime Measured by the NCVS Threats Vandalism Recognizable/Unrecognizable Businesses Ownership of Motor Vehicles Months/Years Living at Address Frequency of Household Moves Computer-Related Incidents Chapter Title Reporting Crime Incidents Topic Title Overview of Chapter 3 Series of Crimes Right to Legally Enter Home/Lodging Restricted Areas/Areas Open to the Public Illegal Entry (With or Without Force) Presence During an Incident Weapons Rape/Unwanted Sexual Contact Theft/Attempted Theft of Cash/Property Value of Stolen Property/Methods Used to Determine Property Ownership Recovered Money and/or Property Medical Care Medical Expenses Race of Offenders Other Victimized Household Members Damage to Property During an Incident Job/Business at Time of the Incident Major Activity During Week of the Incident Incident Occurred at Work Site Incident Involved a Police Officer Hate Crimes Writing Summary Reports Type of Industry and Occupation APPENDIXES Note: Procedures for interviewing group quarters units are covered in Chapters 2, 4, and 5 of the Listing and Coverage Manual for Field Representatives, Form 11-8. Appendix Title A Summary of Monthly Field Operations for Field Representatives B National Crime Victimization Survey Procedures for Replacement Households, EXTRA Units, and Merged Units INDEXES Index Title Subject Index Item Number Index Part A, Chapter 1 An Overview of the National Crime Victimization Survey Table of Topics Topic Purpose and Sponsor Historical Overview Sample Design Data Products and Their Uses Topic 1. Purpose and Sponsor Primary Purpose The primary purpose of the National Crime Victimization Survey(NCVS)is to obtain, from respondents who are 12 years of age and older, an accurate and up-to-date measure of the amount and kinds of crime committed during a specific six-month reference period. The NCVS also collects detailed information about specific incidents of criminal victimization that the respondent reports for the six-month reference period. Secondary Purpose NCVS also serves as a vehicle for obtaining supplemental data on crime and the criminal justice system, including: * Attitudes toward crime and police officers, * Crime incidents in our schools, and Nonfatal workplace violence. This supplemental information is collected periodically, along with the standard NCVS data. Survey Sponsor NCVS is sponsored by the Bureau of Justice Statistics (BJS), which is part of the U.S. Department of Justice. At this time, it is the largest ongoing statistical survey sponsored by BJS. BJS is responsible for collecting, analyzing, publishing, and disseminating statistical information on crime, its perpetrators and victims, and the operation of justice systems at all levels of government. BJS is also responsible for providing timely and accurate data about crime and the administration of justice to the President, Congress, other government officials, and the general public. BJS also supports and manages two clearinghouses which people can call toll-free to obtain information and publications. They are: * The Bureau of Justice Statistics Clearinghouse at 1-800-732-3277 and * The Drugs and Crime Data Center and Clearinghouse at 1-800-666-3332. BJS also has statistics available on the Internet. Their web site address is www.ojp.usdoj.gov/bjs/. To succeed in providing timely and reliable statistics on crime and its impact on society, BJS contracts with the Bureau of the Census to conduct the NCVS, which is the main source of information for measuring crime and assessing its impact. NCVS vs. Police Reports Most estimates on the amount and nature of crime are derived from police reports. However, evidence has proven that a significant number of crimes are never reported to the police. Victims have cited some of the following reasons for failing to inform the police about crimes: * Victim felt that nothing could be done. * Victim thought that the crime incident was not important enough to report to the police. * Victim decided that the incident was too private or personal. * Victim felt that the police would not want to be bothered with the incident. Police departments often lack the personnel or technical resources necessary to record and publish the kind of detailed data from crime victims that are required for comprehensive criminal justice planning, evaluation, or analysis. The Bureau of the Census has both the personnel and the technical resources to conduct and supply reliable and detailed statistics on victims of crime. Your work as an NCVS field representative will allow us to succeed in providing BJS with the type of crime victimization data that police reports cannot. Topic 2. Historical Overview How the NCVS Began Between January 1971 and July 1972, the Census Bureau conducted the first nationwide victimization survey as a supplement to the already established Quarterly Household Survey (QHS). During that period, only minor changes were made to the survey questions in an effort to improve data quality. In July 1972, the National Crime Survey (NCS) became a separate national sample survey as a pioneering effort. The first sponsor of the NCS was the Law Enforcement Assistance Administration (LEAA). This survey began when the LEAA received a mandate set forth by Section 515b of Public Law 93-83 to collect, evaluate, publish, and disseminate information on the progress of law enforcement within the United States. The NCS was intended to complement the crime information that the FBI reports annually to law enforcement agencies in the Uniform Crime Reports. The NCS is designed to provide a detailed picture of crime incidents, regardless of whether they were reported to the police. This survey also provides a picture of crime victims and crime trends as seen from the victim's perspective. In December 1979, NCS was transferred to the Bureau of Justice Statistics, U.S. Department of Justice. During that same year, the first major attempt was made to improve the quality and utility of the NCS data. Improving Accuracy and Usefulness In the mid-1970s, the National Academy of Sciences evaluated the accuracy and usefulness of the NCS. Although the NCS was effective in measuring crime, they did pinpoint certain aspects of the survey that could be improved. During 1979 to 1985, a group of experts in criminology, survey design, and statistics conducted a detailed study and testing of the NCS. Their findings resulted in a survey redesign that would: * Increase reporting of crime victimization, and * Provide additional details on individual crime incidents. The recommended changes were phased in as part of a two- stage process--near-term and long-term. The "near-term" changes were not substantial enough to affect the comparability of the crime rates for previous years, and these changes were implemented in July 1986. On the other hand, the long-term changes have had a substantial impact on the NCS crime rates. These long-term changes were phased in gradually starting in 1989, and were fully implemented by July 1993. To achieve the redesign objectives, the following improvements were made between 1986 and 1993: * Better "short cue" screening questions were added to stimulate respondent recall of incidents. * More thorough descriptions of crime incidents were added as an effort to help all respondents interpret NCS concepts correctly. * Computer-assisted telephone interviewing was introduced to improve data collection for selected sample segments. * Specific questions about rape and sexual assaults were added to improve measures of these crimes. * Screening questions were reworded and added to get a better measure of domestic violence. As part of all the redesign changes, BJS decided in late 1991 to rename the NCS to its current name, the National Crime Victimization Survey. Overview of Changes Between 1999 and 2003 In January 1999, a series of hate crime questions were added to the NCVS-1, Basic Screen Questionnaire, and the NCVS-2, Crime Incident Report. In the NCVS-1, we are trying to determine if there is any reason to suspect that an act of vandalism was a hate crime or a crime of prejudice of bigotry, while in the NCVS-2, we want to determine if there is any reason to suspect the reported incident was a hate crime or a crime of prejudice or bigotry. In July 1999, a question asking whether the household's living quarters is located on an American Indian Reservation or on American Indian Lands was added to the household's Control Card, NCVS-500. A similar question was added to the Crime Incident Report, NCVS-2,asking if the incident took place on an American Indian Reservation or on American Indian Lands. In July 2000, the lifestyle and home protection questions in the NCVS-1 were deleted and the hate crime questions on the NCVS-1 and NCVS-2 were revised. A new series of disability questions were asked of persons who reported an incident in the seventh enumeration period. In January 2001, the new disability questions were asked in the NCVS-2 of all persons reporting an incident. In July 2001, a new series of computer crime questions were added to the NCVS- 1. Another change involved the expansion of answer categories for the following NCVS-2 items: 10, 70, 84, and 158, along with the addition of revised employment questions for the NCVS-2. In January 2003, changes were made to the Control Card items which ask about educational attainment, ethnicity, and race. Topic 3. Sample Design NCVS Sample Population and Size Any noninstitutionalized person who is 12 years of age or older and lives in the United States is eligible for the NCVS. Every 6 months, approximately 54,000 housing units and other living quarters, such as college dormitories and religious group dwellings, are designated for sample. Persons who are not included in the scope of this survey include: * Crew members of merchant vessels, * Armed Forces personnel living in military barracks, and * Institutionalized persons, such as correctional facility inmates. Primary Sampling Units The households to be interviewed for the NCVS are selected by scientific sampling methods from specific sampling areas across the United States. We refer to these sampling areas as Primary Sampling Units(PSUs). All counties, minor civil divisions (MCDs), and census county divisions (CCDs)are classified and grouped together based on similar characteristics. These characteristics include geographic region, population density, rate of growth, population, principal industry, and type of agriculture. There are two main types of Primary Sampling Units (PSUs)--stratification PSUs and field assignment PSUs. In most states, stratification PSUs consist of one or more adjoining counties and independent cities. In New England and Hawaii, they could consist of one or more MCDs or CCDs. MCDs and CCDs are portions of a state similar to a county, but smaller in size. In order for each FR to have a more manageable assignment area, stratification PSUs are divided into smaller field assignment PSUs. In most states, these field assignment PSUs consist of one county. Sample Unit Selection Each stratification PSU is made up of four different sampling frames--Unit, Permit, Group Quarters (GQ), and Area. The NCVS selects sample units from each of these sampling frames. For the Unit and GQ frames, sample addresses come from the 1990 census files. For the Permit frame, sample addresses come from building permit data supplied to us from building permit offices. For the Area frame, FRs canvass sample blocks from the 1990 census files and create address lists for these blocks. Then, the address lists are used to select sample households to be interviewed for the NCVS. Interviewing Pattern All sample housing units selected for the NCVS are divided into six equal rotation groups. Each rotation group is further divided into six panels. Each month, one panel from each rotation group or one sixth of each rotation group is selected for interviewing. As a result, a different panel gets interviewed each month. Here's an example: In December 2002, we used Samples J20 and J21 to select cases for NCVS interviewing. From Sample J20, cases will be assigned for interview from Panel 6 of rotation groups 4, 5, and 6. From Sample J21, cases will be assigned for interview from Panel 6 of rotation groups 1 through 4. Sample J20 J21 December 2002 64 65 66 61 62 63 64 In this example, the "64" stands for "Panel 6, Rotation 4," "65" stands for "Panel 6, Rotation 5," and so forth. Over a 3-year period, sample housing units from each rotation group are interviewed once every 6 months. Over a 6-month period, a different panel of households gets interviewed each month. Every 6 months, a new rotation group enters the NCVS sample to replace an outgoing rotation group whose 3-year interview cycle is complete. FRs and CATI interviewers conduct a majority of their NCVS interviews during the first 2 weeks of each month. The initial interview with a sample household is always conducted by personal visit and is used primarily to establish a timeframe to avoid duplication of crimes during subsequent interviews. Whenever possible, subsequent NCVS interviews are conducted by telephone. CATI Eligible PSUs NCVS utilizes Computer-Assisted Telephone Interviewing (CATI) for about 30 percent of the sample households. Segments of PSUs are identified to determine if they qualify for CATI interviewing. Our main goal is to have an optimal workload for our field representatives. Topic 4. Data Products and Their Uses Types of NCVS Data Products All data that we collect for NCVS are tabulated in the form of statistical summaries. No individuals who participate in this survey can ever be identified from the statistical totals that are released to the public. Once we turn over these statistical summaries to the Bureau of Justice Statistics, they have a special analysis group who analyze the data and produce several types of publications on an annual basis. Some of the publications released from this survey include: * Criminal Victimization in the United States * Changes in Criminal Victimization * Female Victims of Violent Crime BJS routinely distributes copies of their publications to: State and regional planning agencies, Colleges and universities, Commercial and industrial groups, Citizen groups, Professional associations, Federal, state, city, and local police, Courts and correctional agencies, and Legislative bodies. BJS also makes selected crime victimization data available through the Internet. In addition to BJS, the Census Bureau makes available full sets of data tabulations to a variety of data users. These tabulations include many tables that never make it into the printed publications. After the survey results have been modified to protect the confidentiality of our respondents, both the Census Bureau and the University of Michigan disseminate NCVS data tape files. The University of Michigan uses a grant awarded by BJS to release NCVS data in a format that makes them more accessible to the general public, criminal justice practitioners, and academic researchers. Who Uses NCVS Data and Why Users of NCVS data cover a wide audience of groups and persons who are all concerned about crime and crime prevention. These users include: * Researchers at academic, government, private, and nonprofit research institutions; * Community groups and government agencies; * Law enforcement agencies; and * Print and broadcast media. Researchers use NCVS data to prepare reports, policy recommendations, scholarly publications, testimony before Congress, and documentation for use in courts. NCVS data are used by researchers to explore the public policy implications of victimization data. From a policymaker's point of view, it is important to know the effect, if any, police behavior, and the legal and correctional systems have on crime levels. Researchers also use the NCVS information to investigate: * Why certain persons are victimized more than others, The characteristics of attempted versus actual victimizations, * The reasons why persons do not report crime incidents to the police, and * Victimization among juveniles, domestic violence, gun-related crimes, multiple victimizations, and so forth. Community groups and government agencies use the data to develop neighborhood watch and victim assistance and compensation programs. The NCVS produces several facts that are relevant to projecting the costs of victim compensation programs. After reviewing specific NCVS facts, it was revealed that some of the eligibility restrictions for existing compensation programs are not entirely relevant to the types of people most likely to be victimized. This was determined by examining data on age, employment status, and family income of victims of personal crimes, together with findings about victim/offender relationships in these crimes. Law enforcement agencies use the NCVS findings for training purposes, and the findings can be seen in crime prevention public service announcements and in crime documentaries. Law enforcement agencies in various cities also use NCVS data to increase: * Citizen cooperation with officials in deterring and detecting crime, * Special police strike forces to combat those crimes which the survey indicates as being most prevalent, and * Street and park lighting programs in those areas with the highest reported crime rates. Print and broadcast media regularly cite NCVS findings when reporting on a host of crime-related topics. Here are some examples of crime victimization highlights that could be of interest to the print and broadcast media: The violent crime rate fell 10% between 2000 and 2001 due primarily to a significant decrease in the rate of simple assault. The overall property crime rate fell 6% between 2000 and 2001 because of decreases in theft and household burglary rates. Violent crimes were less likely to involve firearms in 2001 than in the period between 1993 and 1996. Some other reasons why data users want the crime victimization information produced from the NCVS include: * Planning for public education programs, police patrol strategies, and new communities and housing projects. This type of planning requires a knowledge of the characteristics of victimized persons and households, as well as when and where victimizations occur. * Conducting feasibility studies and planning programs for the restitution and compensation to victims of crime. These studies and programs require information on the nature and extent of injury and loss that results from criminal victimization. * Assessing the need for property identification programs. These programs require information on the level of property recovery after burglaries and thefts. * Understanding more about the nature and extent of biases in police data on known offenses. These studies require a knowledge of the levels of nonreporting to the police, together with information on the kinds of victimization that are disproportionately not reported to the police. Part A, Chapter 2 Chapter 2 Conducting the National Crime Victimization Survey Interview Table of Topics Topic 1 Introducing the Survey and Its Authorization 2 Confidentiality 3 Eligible Respondents 4 Maintaining Respondent Rapport 5 Answering Respondents' Questions 6 General Interviewing Techniques 7 Closing the Interview and "Thank You" Letters Topic 1. Introducing the Survey and Its Authorization Introducing Yourself and the Survey After making contact with a respondent, you must introduce yourself, verify that you contacted the correct address, and introduce the survey. Your introduction needs to include the following information: * Who you are (your full name), * Who you represent (the U.S. Census Bureau), * Proof of your identification for personal visit interviews (your official ID card), and * The purpose of your visit/telephone call(conducting a survey to determine how often people are victims of crime). Also, ask whether the household received our introductory letter for personal visit interviews or provide the information required by the Privacy Act(shown on page 2 of the Information Card Booklet, NCVS-554). Suggested Introductions For a personal visit interview, you can say something similar to the following introduction: "I'm (your name) from the United States Census Bureau. Here is my identification. (Show ID card and verify address.) The Census Bureau is conducting a survey here and throughout the Nation to determine how often people are victims of crimes. Did you receive our letter?" When you are not sure if the person who greets you at the door is at least 18 years of age, ask: "I need to talk to someone who is at least 18 years of age and knowledgeable about this household? Would that be you?" Here's an example of an introduction you can use when conducting a telephone interview: "I'm (your name) from the United States Census Bureau. (verify address) The Census Bureau is conducting a survey here and throughout the Nation to determine how often people are victims of crimes. We contacted your household for this survey several months ago. I would like to talk to someone in the household who is at least 18 years of age and knowledgeable about this household? Would that be you?" Keep in mind that the first contact with a sample household must be a personal visit. Why We Use Introductory Letters The NCVS uses two different introductory letters to comply with the provisions of the Privacy Act of 1974. This Privacy Act requires that all Federal agencies provide specific facts to anyone from whom they plan to collect personal information. These facts include: * The legal authority for collecting the information; * The principal purposes for collecting the information; * The various uses for the data after it is collected; and * The mandatory or voluntary nature of the survey and penalties, if any, for not providing information. One introductory letter, NCVS-572(L), is usually mailed to a household just before it comes into sample for the first enumeration period. The other introductory letter, NCVS- 573(L), is usually mailed before each subsequent enumeration period. In addition to complying with the Privacy Act of 1974, both letters prepare the household for your visit/ telephone call and provide the household with your regional office address and telephone number. How To Use Introductory Letters Your regional office is responsible for mailing out introductory letters and indicating on the NCVS Control Card (NCVS-500) whether or not they mailed a letter. Your assignment materials will also include copies of both introductory letters in case you need to hand them out during personal visit interviews. For each enumeration period, your regional office will mark Item 5 on the NCVS Control Card to let you know whether or not they mailed an introductory letter to the sample household. Always check Item 5 before starting an interview. Then, take the following actions: If "No" is marked in Item 5 or Item 5 is left blank-- Personal Visit - Before you start introducing yourself to the respondent, hand the respondent a copy of the appropriate letter for the enumeration period. As you hand the letter to the respondent, say something similar to: "I would like you to have this letter which introduces this survey and the purpose of my visit ." Allow the respondent time to read the letter before the interview. Telephone - When conducting an NCVS interview by telephone, it is not necessary to mention the introductory letter. However, you may find the following Privacy Act statement useful, even when the respondent has received our letter and still has questions about the survey's purpose, any penalties for not participating in the survey, or the importance of each sample household's participation: "The Census Bureau is conducting the National Crime Victimization Survey for the Bureau of Justice Statistics of the United States Department of Justice. The survey's purpose is to provide information on the kinds and amount of crime committed against households and individuals throughout the country. All survey information will be used for statistical purposes only. This survey is authorized by Title 42, Section 3732 of the United States Code. Participation in this survey is voluntary and there are no penalties for refusing to answer any questions. However, your cooperation is extremely important to help insure the completeness and accuracy of this much needed information." If "Yes" is marked in Item 5 (for first enumeration period): Since all first enumeration households are personal visit interviews, ask the respondent, at the end of your introduction, whether or not he/she received the NCVS introductory letter. If the respondent states that he/ she did not receive it or doesn't recall seeing it, hand the respondent a copy of the NCVS-572(L) and allow time for reading it. If "Yes" is marked in Item 5 (second through seventh enumeration period): In most cases, you will conduct these interviews over the telephone and will not need to ask about the introductory letter for the second through the seventh enumeration period. There are a few instances when you would need to ask about the introductory letter or provide the Privacy Act information for second through seventh enumeration period households. These exceptions include households that were Type A noninterviews during the first enumeration period, and cases where you discover a replacement household. NCVS Authorization Currently, BJS is authorized to collect statistics on victimizations through Title 42, United States Code, Section 3732 of the Justice Systems Improvement Act of 1979. Although this law authorizes BJS to collect victimization information, it does not make respondent participation mandatory. Title 42 also requires that all information collected from respondents be kept strictly confidential, so that individual respondents or households cannot be identified from the survey results. (See Topic 2 of this chapter for more details about confidentiality.) Topic 2. Confidentiality How We Define Confidentiality By law, Titles 13 and 42 of the United States Code, the Census Bureau is required to guarantee that we will not release any information from which respondents can be identified. Only sworn Census Bureau employees are allowed to see names, addresses, and other personal information that we collect. Confidentiality and Your Job While working as an FR, you must avoid mentioning or providing anyone, other than sworn Census employees, with any survey materials that would link a specific household or person with a specific survey. When discussing your job, always be careful never to reveal any information collected during an interview to an unauthorized person or allow unauthorized persons to view completed questionnaires. Always be careful to store completed questionnaires out of sight, so that unauthorized persons won't be tempted to look at them. Never leave completed questionnaires on table or dresser tops at home, in motel rooms, at restaurants, or any other public place. When traveling in your vehicle, always keep completed forms locked out of sight, especially when you leave your vehicle. No One Home When you find that no one is home at a sample address, you need to be very careful how you inquire about the best time to reach someone at the sample address. If you ask a neighbor, apartment manager, or someone else living nearby, do not mention the survey name or attempt to describe the survey. Here's an example of what you may want to say: "Hello, I am (your name)from the United States Census Bureau. Here is my identification (show ID). I need to interview the household at (sample address), but no one is at home now. Do you know when I might find someone at home?" Nonhousehold Member Proxy Respondent In the few cases where it is acceptable for you to allow a nonhousehold member as a proxy respondent, you cannot provide the proxy respondent with any information that was provided by household members in earlier interviews/ enumeration periods. This includes information on household composition, marital status, education, income, and any other responses provided on the Basic Screen Questionnaire (NCVS-1) and Crime Incident Reports (NCVS-2s). To fully comply with our confidentiality rules, reask Control Card Items 13a and 14 of the nonhousehold respondent, and then only ask the NCVS-1 questions for the persons named by the nonhousehold respondent (those already listed and newly added). Using an Interpreter There may be instances when you need the assistance of an interpreter. Perhaps the respondent speaks a language that you can't understand or he/she is unable to speak at all. Only use an interpreter that the respondent is willing to accept. If the respondent objects to a particular interpreter or you can't locate an interpreter, call your supervisor for help in finding an acceptable interpreter. Telephone Interviews When conducting an interview over the telephone, do not permit unauthorized persons, such as your family members or neighbors, to listen to an interview. Personal Visit Interviews If nonhousehold members are present, either in a sample housing unit or a group quarters, ask the respondent if he/she wishes to be interviewed in private. If so, make the necessary arrangements to either interview the person elsewhere or at a different time. Some respondents may prefer not to be interviewed while other household members are present. Always respect the respondent's need for a private interview. Here are a few examples: You visit a sample housing unit and discover that there are relatives visiting from out of town. Or You visit a college dormitory to interview a student and find students from other dormitory rooms studying in the sample student's room. Reassuring Respondents Even though all NCVS data that we collect are tabulated in the form of statistical summaries, some respondents may still feel uneasy about providing the requested information. Here are some facts that you can relay to respondents who may be concerned about confidentiality: Before any NCVS data are released, all personal information is removed and only summary information or totals are released to data users. The Census Bureau takes its confidentiality promise to respondents very seriously. A Census Bureau employee can be fined up to $250,000 and/or imprisoned for up to 5 years if the employee is found guilty of an unauthorized disclosure of individual information provided to the Census Bureau. Our agency has an unchallenged record when you examine how we protect a respondent's confidentiality. Topic 3. Eligible Respondents Types of NCVS Respondents There are three types of respondents for the NCVS: Household respondents, Individual respondents, and Proxy respondents. Certain NCVS forms and sets of questions require different respondents. There are specific questions on the Control Card(NCVS-500)and the Basic Screen Questionnaire(NCVS-1)which relate to the household and are asked only once during each enumeration period. We refer to the respondent for these questions as the "household respondent." All other questions for the NCVS are considered "self- response" questions. In other words, each household member who is 12 years of age or older is expected to answer for himself/herself. We refer to these respondents as "individual respondents." As a last resort and only under specific conditions, we will allow another person to answer questions for a household member. We refer to this person as a "proxy respondent." In most cases, a proxy respondent will be another household member. Strict rules are in place for when to accept a proxy interview, since a proxy respondent is more likely not to report a crime incident and less likely to know the full details concerning reported incidents. Interpreters and Signers "Interpreters" are acceptable for respondents who cannot read or speak English, and "Signers" are acceptable for respondents who are deaf. However, interpreters and signers are not considered "proxy respondents," because they are not responding for the household member. Interpreters are translating the NCVS questions into the respondent's language and then translating the respondent's answers into English for you. Signers are using sign language to relay the NCVS questions to the respondent, the respondent uses sign language to answer the questions, and then the signer tells you the respondent's answers. Whenever you have the assistance of an interpreter or a signer, note that fact in any summary reports that you complete for the respondent. Rules for Household Respondents Your goal for selecting a household respondent is to find the most knowledgeable household member who is at least 18 years of age. By most knowledgeable, we mean the household member who is most likely to give accurate answers to the household questions. Most often the household respondent will be the reference person (one of the persons who owns or rents the home). (See Part C, Chapter 1, for more details about reference persons and household respondents.) First Person to Interview You must select and interview the household respondent before interviewing any other household members, regardless of whether you interview by personal visit or telephone. For a first enumeration period household, ask to speak with one of the persons who owns or rents the home, as soon as you have introduced yourself and verified that you are at the correct address. For a second through seventh enumeration period household, ask to speak with the person who was the household respondent during the previous enumeration period, as soon as you have introduced yourself and verified that you contacted the correct address. If that person is not available, you can ask to speak to the reference person, another household member who owns/rents the home, or a household member who is at least 18 years of age and knowledgeable about the household. Exceptions to the Age Requirement There are only two instances when a household respondent can be under 18 years of age. When the household's reference person (one of the person's who owns or rents the home) or the spouse of the reference person is 17 years of age, you can select either person as the household respondent. Because they are MARRIED, either person qualifies as a household respondent, even though one person is 17 years of age. When you have a household in which ALL household members are 17 years of age, select the most knowledgeable household member as the household respondent. However, if the household has at least one 17-year-old household member and the remaining members are under 17 years of age, select the 17- year-old household member as the household respondent. NOTE: If you encounter a household in which ALL household members are under 17 years of age, contact your supervisor who will discuss this situation with Headquarters staff and then let you know how to handle the case. Switching Household Respondents If it becomes obvious that you are interviewing a household member who is unable to answer the household questions, you must: Find a more knowledgeable household respondent, or Arrange to return to the household when a more knowledgeable respondent is available. However, you must interview the household respondent BEFORE interviewing any individual respondents. If you have to change household respondents, start the interview over again from the beginning. Rules for Individual Respondents After you are done interviewing the household respondent, then you can interview each of the remaining household members who are 12 years of age and older. We want self-responses from each of these household members. This may require you to make callbacks, so that you can talk directly to each household member. Rules for Proxy Respondents To be eligible as a proxy respondent, a household member must be: At least 18 years of age, Knowledgeable about the household member for whom he/ she is responding, and A completed NCVS interview himself/herself before providing a proxy interview. The only time a proxy respondent can be under 18 years of age is when the reference person or the spouse of the reference person is under 18 or all household members are under 18 years of age. Proxy Respondents Who Are Not Household Members Before you can accept a nonhousehold member as a proxy respondent, all of the following conditions must apply: All household members cannot be interviewed due to health problems or mental incompetence. During the entire reference period, all household members have been unable to leave home unless they were accompanied by a caretaker who is nonhousehold member. Proxy interviews are provided by the nonhousehold member caretaker for ALL eligible household members, including the household respondent's interview. The nonhousehold member caretaker must be at least 18 years of age. During the entire reference period, the nonhousehold member caretaker had responsibility for the care of each eligible household member. The only time you are allowed to take a proxy interview for a household respondent is when all of the conditions for a nonhousehold member proxy respondent have been met and the nonhousehold member is the proxy respondent for the household respondent and all remaining eligible household members. Otherwise, one of the eligible household members must be the household respondent. When Not to Use a Nonhousehold Member If any of the household members, who require proxy interviews, have not been under the care of the nonhousehold member for more than a few days during the reference period, do not accept a proxy interview from the nonhousehold member. Here are a few examples of when not to accept a nonhousehold member caretaker as a proxy respondent: A nonhousehold member goes on a 2-week vacation and is not with the household member during those 2 weeks. The household member is in a hospital or a nursing home or visiting with relatives for one or more months. During that time, the nonhousehold member caretaker is not staying with the household member. If you have a case where you are not sure whether to accept a nonhousehold member caretaker as a proxy respondent, always check with your supervisor before conducting the proxy interview. Protecting the Rights of Household Members Make sure that a nonhousehold member caretaker is an acceptable proxy respondent before conducting a proxy interview. If you allow an unacceptable nonhousehold member to be a proxy respondent, you run the risk of: Violating the sample household's right to confidentiality, Violating the sample household's right to choose whether or not to participate in the survey, and Interviewing a proxy respondent who is not knowledgeable enough to provide complete and accurate information. When accepting a nonhousehold member caretaker as a proxy respondent, remember not to provide him/her with any information that the household member(s) provided during previous interviews. This includes information on household composition, marital status, education, income, and so forth, as well as any other information previously given by household member(s). When updating the Control Card (NCVS-500), reask Items 13a and 14, and then only ask the screen questions for those household members named by the nonhousehold member proxy respondent. For other items that require updating for the enumeration period, reask these items without mentioning the previously recorded information. Entries on the Basic Screen Questionnaire (NCVS-1) for Nonhousehold Member Proxy Interviews Item 13 on the front page of the Basic Screen Questionnaire (NCVS-1)is intended for entering information about proxy interviews. When the proxy respondent is a nonhousehold member, you need to complete Item 13 as follows: In Item 13a, enter the line number from Item 19 on the Basic Screen Questionnaire (NCVS-1) for the household member who required a proxy interview. In Item 13b, print the name of the nonhousehold member proxy respondent in the "Name" column and print "Non HH" in the "Line No." column. NEVER enter a line number for a nonhousehold member on either the Basic Screen Questionnaire (NCVS-1) or the Crime Incident Report (NCVS-2), even if the nonhousehold member is listed in the household roster of the Control Card (NCVS-500) as a "usual residence elsewhere" (URE). In Item 13c, always enter Code 2 (Physically/mentally unable to answer), since that is the only acceptable reason for allowing a nonhousehold member to be a proxy respondent. Completing an INTER-COMM for Nonhousehold Member Proxy Interviews Whenever you accept a proxy interview from a nonhousehold member proxy respondent, you must complete an INTER-COMM (Form 11-36) explaining the situation. Your explanation needs to include who the nonhousehold member is (nurse, daughter, neighbor, etc.) and how much time the nonhousehold member caretaker spends with the household member(s). When to Accept a Proxy Interview One of the following circumstances must exist before you can accept a proxy interview: A parent does not want you to interview his/her 12-or 13-year-old child. In this case, any knowledgeable household member who is at least 18 years of age can be the proxy respondent for the child. A household member who is 12 years of age or older is temporarily absent and will not be back to the address until after the interview closeout date. In this case, make sure that the person is still a household member. Check page 4 of your Information Card Booklet(NCVS-554) if you need help determining household membership. If the absent person is still considered a household member, then you can accept a proxy interview. If a household member who is at least 12 years of age is considered physically and/or mentally incapacitated, then you can accept a proxy interview. To qualify as physically and/or mentally incapacitated, the household member must have health and/or mental illness problems that are continuous throughout the entire interview period and these problems make it impossible for the person to be interviewed. The following problems do not qualify as health or mental illness problems: * Colds or the flu, * Drunkenness or drugs, or * Emotional problems that might be aggravated * due to some NCVS questions, such as those * dealing with sexual assaults. When Not to Accept a Proxy Interview Under the following circumstances, do NOT accept a proxy interview: You are unable to reach a household member at the sample address, despite repeated attempts throughout the interview period. For example, a high school student who goes to school, works part time, and is involved in several sports activities. In a two-person household, one of the members tells you that she can't take the time to answer your questions. Instead, she wants her husband to answer all the NCVS questions for both of them. A household member refuses to let you interview someone in the household who is over 13 years of age, such as a 14-year-old son or daughter or a 90-year-old parent. A respondent does not understand English and you are unable to find an acceptable interpreter, including another household member. If you encounter any of these situations, you must classify the individual respondent as a Type Z Noninterview. Remember that you can never classify a household respondent as a Type Z Noninterview. If none of the household members qualify as a household respondent, then you must classify the entire household as a Type A noninterview. (See Part A, Chapter 6, for more details about noninterviews.) Procedures for Conducting Proxy Interviews There are specific items on both the Basic Screen Questionnaire (NCVS-1) and the Crime Incident Report (NCVS-2) that require special procedures when conducting a proxy interview. Whenever you conduct a proxy interview, follow these procedures: * On the Basic Screen Questionnaire (NCVS-1): Complete Item 13 before leaving the household. Make sure to mark either box 3 or 4 in Item 18 to indicate that the household member's interview was taken by proxy either in person or by telephone. * On the Crime Incident Report (NCVS-2): Item 20b - The word "respondent" in the answer categories refers to the person for whom the proxy interview is taken, NOT to the proxy respondent. Items 21 - 115 - Replace the word "you" in each of these questions with the name of the person for whom the proxy interview is being taken. Items 116 - 134 - For these questions, we want the proxy respondent to answer for himself/herself, not for the person for whom the proxy interview is being taken. Items 135 - 176 - Replace the word "you" in each of these questions with the name of the person for whom the proxy interview is being taken. Justifying a Proxy Interview When you take a proxy interview because the household member is physically and/or mentally unable to answer or the household member is temporarily absent and will not return before closeout, you must explain the situation in an INTER-COMM and attach it to the Basic Screen Questionnaire (NCVS-1). You do not need to complete an INTER-COMM if you take a proxy interview for a 12- or 13-year-old child whose parent refused to let you interview the child. Remember to only accept a proxy interview as a last resort. Also, only accept a proxy respondent who is able to answer questions about the household member accurately and completely. Rules for Interpreters and Signers Before using an interpreter or a signer, make sure that the person is acceptable to the respondent. The interpreter or signer can be a family member, a neighbor of the respondent, an official interpreter or signer, or even you, if you speak the person's language or can sign well enough. If you have difficulty finding a suitable interpreter or signer, contact your supervisor. NEVER accept a proxy respondent when you can't locate a suitable interpreter. However, you can use a proxy respondent for a deaf respondent, when a suitable signer is not available. If you complete any NCVS-2s for a respondent who required the assistance of an interpreter or signer, note in the summary report that an interpreter or signer was used. Do not use Item 13 on the Basic Screen Questionnaire (NCVS-1) to note the use of an interpreter or signer. Item 13 is intended ONLY for noting proxy information. Whenever you use an interpreter who is not a household member, you must complete a Form 1415, Contract for Interpreter Services. Details for completing this form are contained in the Administrative Handbook, Form 11-55. Topic 4. Maintaining Respondent Rapport Starting Off on the Right Foot You do not always get a second chance to make a first impression. As soon as the respondent answers the door or the telephone, you need to start building a harmonious relationship with him/her. Maintaining this rapport throughout the interview will ensure that you collect full and valid information. As you introduce yourself and the survey, create a comfortable atmosphere by showing sincere understanding and interest in the respondent. If the respondent feels comfortable, he/she will be more willing to provide honest and full responses. Keys to a Successful Introduction The following key points will help you deliver a successful introduction: For personal visit interviews, always have the NCVS introductory letter handy to give any respondent who did not receive it in the mail. Be enthusiastic and friendly. Remember that a smile helps you open a lot of doors. Be prepared for any type of responses or questions from respondents. By knowing the survey, you will be able to handle any questions. Creating a Good Impression Knowing the NCVS well is a major key to creating a good impression with respondents. Pay attention and play an active role during your training sessions and make sure that you complete all self-studies. Also, make sure to read this manual, NCVS-550, and refer to it whenever you have questions about the NCVS procedures. Before you start interviewing for the NCVS, make sure that you understand: * The purpose of the survey; * How the survey results are used; * The types of questions asked in the interview; and * How to answer respondent questions. Being Professional, Friendly, and Sincere One of your greatest assets in creating a good impression is to conduct interviews in a professional, friendly, and sincere manner. Always keep in mind that you are a representative of the United States Government. This role requires you to take a professional approach towards your work. Interviewing in a professional manner, does not mean that you can not smile or be friendly. However, showing too much friendliness or concern about a respondent's personal matters can cause a respondent to hold back information or provide biased information. Listening carefully and showing a sincere interest in what each respondent tells you, will make your interviewing easier and more enjoyable. Staying Neutral and Objective During an interview, it is important to develop an objective, non-threatening, non-judgmental atmosphere. Don't let the respondent see any signs of approval or disapproval after he/she gives you information. Be careful not to give your personal opinion either by your words, facial expressions, or the tone of your voice. Since some of your respondents will be victims of crime and will be telling you personal or sensitive information about the crime incident, you must be careful not to show any surprise, disapproval, or sympathy. Any of these expressions could cause the respondent to give untrue answers or withhold information. Staying neutral and creating an objective atmosphere during an interview is not easy. It comes with experience. Practice using neutral expressions and gestures, such as "uh-huh," "I've got that," "Yes, I see," or simply a nod of your head. These signs will tell the respondent that you are listening, without leading, influencing, or biasing the information that you receive during an interview. Here are some reasons for not showing your reactions to what a respondent says: Your actions, as well as your words, can help or hinder an interview. If you frown or shake your head, the respondent will sense your disapproval just as clearly as if you put it into words. If a respondent thinks that you favor one answer more than another, this could influence how the person answers the question. Believing in Yourself and the NCVS Before you make contact with a respondent, believe that: You "have what it takes" to get a good NCVS interview. The data you collect for the NCVS is important. Each respondent is going to participate in the NCVS. Guidelines for Gaining Cooperation From Respondents Be Positive - Approach each household expecting to obtain an interview. Introduce Yourself Properly - Always include the following points in your introduction: * Your full name, * Point out that you are representing the United States Census Bureau, * Show your identification card, * Explain the nature of the survey, and * Ask whether the household received our introductory letter. How Long Will This Take? - Give the respondent an honest answer as to the length of the NCVS interview. The NCVS interview takes about 25 minutes to complete for each household member, but this can vary depending on the person's experiences during the reference period. If the respondent is reluctant, offer to start the interview and, if he/she does not have time to finish, you can return later to complete the interview. Know Your Survey - The better you know the survey on which you are working, the more successful you will be. Know the purposes of the survey and be prepared to answer any questions about its importance. This will be your best defense against respondent objections. Appearance - Dress in a professional manner. The initial impression you make can be the deciding point between whether or not the respondent participates. Dress for the neighborhood in which you are working. Do not overdress. A businesslike appearance is essential. Use Survey Aids - Be ready to show respondents the appropriate survey "fact sheet," brochures, or local newspaper/magazine articles that make use of NCVS facts. This will help the respondent understand the importance of his/her participation. Be Flexible - Be available to complete the interview at the respondent's convenience. Offer to return at a different time if the respondent can not do the interview when you contact him her. Try to get a telephone number and name, in case you need to change the appointment time. Also leave your name and telephone number, when you find that no one is home. Be persistent, but do not be pushy. It's Voluntary - A few respondents may choose not to participate because the survey is voluntary and there are no penalties for not participating. If this happens, explain that the overall quality of our data could be affected when sample persons refuse to participate. Persuade the respondent into letting you start the interview, and explain that any objectionable questions can be refused. Leave the Door Open - Always maintain a pleasant and business like manner. No matter how hostile the respondent behaves towards you, always leave the respondent with a positive impression of the Census Bureau. This will facilitate any future contacts with the household. Topic 5. Answering Respondents' Questions Importance of Answering Respondent Questions You need to keep a good, positive attitude about the NCVS, and be prepared to answer almost any type of respondent question with conviction and accuracy. The Census Bureau prides itself on having a qualified staff of FRs who consistently continue to receive high marks for gaining respondent cooperation. This is pretty impressive considering that in recent years the general public has become frustrated with all forms of government. We attribute this success to the good attitude and preparedness of our FRs. Even though we provide sample households with basic information about the NCVS in the introductory letter, some respondents may still have questions to ask either before the start of the interview or at different points during the interview. Types of Respondent Questions The questions that respondents may ask can be divided into two main categories: * Item specific questions and * General survey questions. Item Specific Questions After you ask a question from any of the NCVS interviewing forms, a respondent may ask you: * Why a particular question is needed, * What a particular word or phrase from a question means, or * Who needs the information from a specific question. This manual has the information you need to answer any item specific questions that respondents may ask. We do not expect you to memorize all of the information provided in this manual, but you do need to know where to look within the manual for specific types of information. Use Part C, Survey Concepts, when you need to find the meanings of specific words or phrases as used in the NCVS questions. Chapters 1 through 5 of Part B, How to Complete and Edit NCVS Forms, will help you answer respondents' questions about why we ask certain questions and who uses the information from specific questions. General Survey Questions Most of the time, respondents will ask general survey questions at the very start of the interview. Although we can not predict every question that a respondent may ask, we have compiled a list of commonly asked general survey questions with some suggested responses to help you. A condensed list of the four most commonly asked questions are shown: * On the back side of both NCVS introductory letters, and * On page 2 of your Information Card Booklet, NCVS-554. In addition to being listed below, a shorter list of general survey questions and suggested answers is shown on the reverse side of your NCVS Job Aid, NCVS-550.1. General Survey Questions and Answers What is this survey all about? The National Crime Victimization Survey is conducted monthly to collect information on the kinds and amount of crime in the United States. From a sample of households throughout the United States, we interview all household members who are at least 12 years of age. What information do you get from this survey? This survey collects information on the types and amount of crimes committed, the characteristics of victims, and the characteristics of offenders who have committed violent crimes. The following types of information are also collected for reported crimes: When and where crimes occur, Economic loss to the victim, Extent of injuries suffered by the victim, Whether the victim knew the offender or whether they were strangers, Whether the offender used a weapon, and Whether the police were notified. Why can't you get this information from police records? Based on information received in previous survey years, we have found that over half of all crimes go unreported to the police. Since this survey includes crimes that are both reported and unreported, data users can get a more complete picture of crime in the United States from this survey. What kind of results are released from this survey? Our sponsor, the Bureau of Justice Statistics, releases results periodically from the National Crime Victimization Survey, together with reports on specific topics. They only publish statistical summaries for the Nation as a whole and never release any information about you as an individual. Do you have any statistics from this survey that I can see? For personal visit interviews-- Yes. You can have this Fact Sheet which contains statistical graphs, charts, and figures from the National Crime Victimization Survey. (Hand the respondent a copy of Form NCVS-110.) For telephone interviews-- Yes. I can mail you a copy of a recent Fact Sheet showing statistical graphs, charts, and figures from the National Crime Victimization Survey. (Mail respondent a copy of Form NCVS-110.) Why Was I Selected for This Survey? Actually, we selected your address, not you personally. Using statistical methods, we selected approximately 54,000 addresses across the country to represent the entire population. If your household should move away while your address is still in the survey, we would interview the new family that moves into the home. I'm pretty busy. How long will this interview really take? We expect the interview to take about 25 minutes. Your interview may be somewhat shorter or longer depending on your circumstances. If you have any comments on this survey or any recommendations for reducing its length, I can give you an address to use. (When asked, here is the address:) Chief, Victimization and Statistics Branch Bureau of Justice Statistics Washington, DC 20531 I thought that your agency just takes a Census every 10 years. What else does your agency do? In addition to the decennial census conducted every 10 years, the U.S. Census Bureau collects many different kinds of statistics. By law, we are required to conduct a variety of economic censuses on a regular basis, such as the census of business, manufactures, and state and local governments. We also collect monthly data on such activities as labor force participation, retail and wholesale trade, manufacturing activities, and trade statistics, along with yearly data on business, manufacturing, governments, family income, and education. How many times will I be interviewed? Over the 3-year period that your household is in sample for this survey, we will ask you to participate once every 6 months for a total of seven interviews. Is this survey authorized by law? Yes. We are conducting this survey under the authority of Title 13 of the United States Code, Section 8. Section 9 of this law requires us to keep all information about you and your household strictly confidential. We may use this information only for statistical purposes. Also, Title 42, Section 3732, of the United States Code authorizes the Bureau of Justice Statistics of the U.S. Department of Justice to collect information using this survey. Title 42, Sections 3789g and 3735 of the United States Code also require us to keep all information about you and your household strictly confidential. Do I have to participate? Participation is voluntary and there are no penalties for not answering questions. However, it is very important that we have your cooperation in this survey to ensure the validity and accuracy of the survey results. Why can't you just mail me a questionnaire? The survey design and the nature of the questions require a trained person to record the information. This method of interview is the least expensive way to obtain this information. How can I know for sure that you are who you say you are? Besides my identification badge, I can give you a telephone number to call so you can verify with my supervisor that I work for the U.S. Census Bureau. How can this survey help to fight crime? The results of this survey show a variety of information about crime victims, offenders, types of crimes being committed, and types of places where these crimes occur. All of this information is put to good use by law enforcement agencies, community groups, and government agencies throughout the country to lower the incidence of crime. Why do you need to interview me when I don't have any crimes to report? We are interested in getting information from both victims and nonvictims. By examining the differences between victims and nonvictims, we can try to determine why certain individuals become victims, while others do not. Why waste my tax dollars on a silly survey? We are always concerned about survey costs; however, the National Crime Victimization Survey is the ONLY source of information on crimes not reported to police. Legislators and planners use this data to make informed decisions on numerous crime-related programs. This data is also used to estimate the cost of victim compensation programs; to determine the types of programs needed for elderly crime victims, and to measure the effects that police behavior and the criminal justice system have on crime levels. Topic 6. General Interviewing Techniques Applying General Interviewing Techniques In addition to creating a good impression and answering respondent questions, we want all FRs to use the same interviewing techniques. By following uniform techniques, we can ensure that the final survey results are more complete and accurate. Pacing the Interview Remember the following key point about pacing the NCVS interview--"do not rush" to complete an interview under any circumstances. Maintain a calm, unhurried manner and ask the questions in an objective and deliberate way. This will not only relax the respondent, but also help to keep the respondent's attention. When respondents sense that you are rushing through an interview, they may withhold information thinking that it would take too long to explain the crime incident. On the other hand, do not let respondents waste too much time talking about unrelated information. Try to tactfully steer respondents back to the interview without making them feel as if you are hurrying to finish. An average NCVS interview will take about 25 minutes to complete. However, the actual time required to interview all eligible members of a sample household will vary depending on the household's composition and crime experiences during the reference period. Always assume that each respondent has time to be interviewed when you contact him/her. If the respondent tries to rush you through the interview or tries to cut you off, arrange to continue the interview at a more convenient time for the respondent. Whenever possible, make every attempt to complete at least the household respondent's interview during your first contact for the interview period. This will make any callbacks for remaining household member's easier. When conducting interviews, always speak as clearly and distinctly as possible. Avoid talking too fast or too slow. Talking too fast may give the impression that you think the questions are either unimportant or sensitive in nature. By speaking in a confident voice and at a moderate pace, respondents are more likely to stay relaxed and responsive. Asking Questions as Worded When asking NCVS questions, you must avoid changing the words or omitting parts of questions. Even if the change seems insignificant to you, it could change the way the respondent interprets the question. We want each respondent to interpret the NCVS questions the same way, so the answers that we receive will be comparable throughout the entire sample. Here is an example: Item 34 from the NCVS-1-- Does anyone in this household operate a business from this address? Item 34 after an FR omits words-- Does anyone in this household operate a business? By rewording this question, the FR may get a different response than an FR who reads the question as it is printed on the questionnaire. By leaving out "from this address," respondents could misinterpret the true intent of this question. Words in Bold Type When looking at item questions and answers on the NCVS questionnaires, any words shown in bold type are meant for you to read to the respondent. Words in Regular Type Words shown in regular type on the NCVS questionnaires are intended either as instructions for you to read to yourself or answer categories that you do not read to the respondent. Phrases in Parentheses Some of the NCVS-1 questions contain a phrase in parentheses, such as the questions in Items 44a and 46d. Item 44a on the NCVS-1-- During the last 6 months, (other than any incidents already mentioned,) did you call the police to report something that happened to YOU which you thought was a crime? Item 46d on the NCVS-1-- What was the total dollar amount of the damage caused by this/these act(s) of vandalism during the last 6 months? (Use repair costs if the property was repaired.) (Exclude any damage done in incidents already mentioned.) When you see a phrase in parentheses, you need to decide whether the text has to be read to the respondent because he/she had already reported a crime incident in an earlier screen question (as shown in Item 44a) or as a reminder (as shown in Item 46d). Reading the Entire Question Part (a) of most screen questions has at least three subcategories and could have as many as eight subcategories. This may prompt some respondents to give you an answer before you finish reading each subcategory. We would prefer that you finish reading each subcategory before the respondent gives an answer. Even if you get interrupted, you must read each and every subcategory in its entirety. The following technique may help you get through all the subcategories of a screen question before getting a respondent's answer: 1 After reading each subcategory in part (a), only pause long enough to let the respondent know that you are about to start reading a new subcategory. If you pause too long, the respondent may feel that you are waiting for an answer. 2 After reading all subcategories in part (a), pause long enough to allow the respondent to reply. If the respondent doesn't give you an answer, then read the question in part (b), "Did any incidents of this type happen to you?" 3 If you get a "Yes" response in part (b), mark the answer box and ask the respondent "What happened?" Based on the answer you receive, enter a brief description of the crime incident in the space provided to the right of part (a). Then, ask the question in part (c), "How many times?" 4 If you get a "No" response in part (b), mark the answer box and continue with the next appropriate item number. If this technique doesn't work and a respondent either interrupts you in the middle of reading a subcategory or before you finish reading all the subcategories for a question, follow these steps: Respondent answers in the middle of reading a subcategory-- 1 Stop and thank the respondent, but explain that there is more to the question which he/she needs to hear before giving an answer. 2 Reread the unfinished subcategory again from the beginning. If the respondent gives you a "No" answer after you finish reading the entire subcategory, tell the respondent that you need to finish reading all the subcategories for the question. If the respondent gives you a "Yes" answer before you have read all subcategories, then follow the instructions below. Respondent answers "Yes" before you have read all subcategories-- 1 Mark the "Yes" answer box in part (b) and ask "What happened?" 2 Enter a brief description of the crime incident in the space to the right of part (a). 3 Then, ask the question in part (c), "How many times?" and fill the "Number of times" space. 4 Next, start by saying, "Other than any incidents already reported..." and finish reading the remaining subcategories in part (a) for the item number. 5 If the respondent mentions any additional crime incidents, briefly describe them in the space next to part (a) AND correct the "Number of times" entry in part (c). By using these techniques, there is less chance of missing any crime incidents which occurred during the reference period. Marking All Answers That Apply There are several questions in the Crime Incident Report (NCVS-2)that are designed to get multiple answers. Here's an example: Item 51 - How did they make the situation worse? This item has six answer categories: Led to injury or greater injury to respondent Caused greater loss of property or damage to property Other people got hurt (worse) Offender got away Made offender angrier, more aggressive, etc. Other - Specify To ensure that we get all answers that apply to this question, you must continue asking, "Any other way?" until the respondent answers, "No." Inserting Names in Questions Several questions on the Control Card are designed so that you get prompted to insert the appropriate household member's name. These prompts are indicated by a series of three dots. Here is an example: Control Card Item 24: "Please choose one or more races that ... considers him/herself to be." Wherever you see this prompt (...) in a Control Card question, substitute the name of the household member about whom you are asking. When you conduct a proxy interview, there are several questions on the crime incident report where you need to substitute the name of the person for whom the proxy interview is being taken, instead of reading the word "you." This substitution applies to Items 21 through 115 and Items 135 through 176, but only when you are talking to a proxy respondent. Asking Questions in the Right Order After completing or updating the appropriate Control Card items, always interview the household respondent first. Once you have completed the household respondent's interview, then interview the remaining household members one at a time. In most households, each individual respondent will answer the questions for himself/herself. Do not attempt to interview more than one household member at the same time. Once you start to interview a household member, ask the questions as instructed on each questionnaire. A great deal of planning and forethought has gone into designing the NCVS Control Card and questionnaires, so that you can get the best results from each interview. Because of this, keep the following points in mind: * Never ask questions in a different sequence from the order in which they are shown on the questionnaire. * Carefully follow all FR and skip instructions on the questionnaires. * Ask questions as they are worded without adding or deleting words or phrases. * Do not skip a question when a respondent has already given you the answer. In most cases, you will still ask the question as worded without adding or deleting words or phrases. Verifying a respondent's previously given answer without reading the question is only permissible for items that have an "Ask or Verify" instruction. If you do not see an "Ask or Verify" instruction, always ask the question as worded on the questionnaire. Do not assume that you know the answer without asking or verifying a question. Here is an example: In Item 10 of the NCVS-2, you ask the respondent where the incident happened. The respondent answers: "It happened on the street in front of my school." After marking Box (21) in Item 10, you skip to Item 18. Item18 instructs you to either "Ask or Verify" -- "Did it happen outdoors, indoors, or both?" In this situation, you can just verify that the incident happened outdoors by saying: "So this incident happened outdoors?" Listening to the Respondent As an FR, your listening skills are of utmost importance. Listen carefully to what each respondent has to say and continue listening until the respondent is done giving his/her answer. By improving your listening skills, you can increase your chances for recording complete and accurate information. Here are some listening "Do's and Don'ts": Do's: Repeat the question as worded in a clear and distinct voice when the respondent appears to have misunderstood the question. Repeat the respondent's answer when it's necessary to check your understanding of what the respondent said. Then pause in hopes that the respondent will expand and clarify his/her answer. Whenever a respondent mentions a crime incident, complete the screen item on the NCVS-1 and complete an NCVS-2, Crime Incident Report, even if the respondent makes light of the situation or says that it was not "serious." Don'ts: Do not tune out what a respondent says when you start recording an answer. You may need the information to either clarify the answer or change the way you interpret the answer. Do not interrupt respondents before they are finished, even if they hesitate while giving their answer. Be patient and allow respondents sufficient time to recall the facts. Also, remember that some respondents may say, "I don't know," when they really mean, "Let me think about it." When you experience this situation, allow the respondent time to finish his/her statement before repeating the question or probing in some other way. Stay neutral and avoid showing shock or disapproval while a respondent is answering questions. Using Appropriate Gestures Your gestures, both verbal and non-verbal, need to convey to respondents that you are conscientious, concerned, and courteous. Poor use of gestures can portray a lack of interest, an indifferent attitude, or even disdain. As you speak, be mindful of the inflection of your voice, its tone, and its volume. Also, be aware of what your eye contact, use of hands and arms, and facial expressions might be saying to a respondent. Probing When Necessary Probing is a technique whereby you casually get the respondent to provide an answer that meets the question's objective. Probing is a necessary interviewing technique because some respondents: May not hear the question correctly because of poor hearing or background noise; May not understand the meaning of a word or phrase used in the question; May give you an answer that is too general; or May say, "I don't know," because they are trying to: -- Avoid the subject of the question, -- Buy some time before giving an answer, or -- Avoid saying that they did not understand the question. Understanding the Intent of NCVS Questions Before you can decide whether or not to probe, you need to understand the intent of each question. By understanding a question's purpose, you can better decide when to probe and which probing technique to use. Here is an example of what can happen when you do not understand a question's objective: Item 10 on the NCVS-2: Where did this incident happen? Respondent Answers: In the parking garage of a shopping mall. Bad Probe: Would that be a commercial or noncommercial parking garage? Good Probe: Were you charged a fee to park in the garage? If you do not ask the right probing question, you will not get an accurate answer. By using a bad probe, the FR is either: * Assuming that the respondent knows what we mean by the terms "commercial or noncommercial" or * Failing to understand that we want to differentiate between parking lots/garages charging a fee and those allowing free parking. Probing Techniques Don't assume that a respondent's answer is always correct. When you get an answer that does not make sense to you, you need to immediately decide which probing technique will work best in the situation. Choosing the best probing technique will help you to casually persuade the respondent to expand and/or clarify an answer. Here are some standard probing techniques: Brief Assenting Comments - Use a comment like, "Yes, I see," when you want to stimulate the respondent to talk further. This will also show that you are giving attention to the respondent's answer. Here's an example: Item 45a on the NCVS-1: During the last 6 months, (other than any incidents already mentioned,) did anything which you thought was a crime happen to YOU, but you did NOT report to the police? Respondent Answers: Yes, I saw a prowler. Brief Assenting Comment: Yes, I see. Can you tell me more? An Expectant Pause - During a personal visit interview, use an expectant pause together with an inquiring look to convey to the respondent that you expect him/her to give you more information. Repeating the Question - Repeat the question when the respondent does not understand or misinterprets the question, seems unable to make up his/her mind, or strays from the subject. Here is an example: Item 87 on the NCVS-2: Was this the only time any of these offenders committed a crime against you or your household or made threats against you or your household? Respondent Answers: No, one of the offenders was arrested 2 years ago for a bank robbery. Repeating the Question: Was this the only time any of these offenders committed a crime against you or your household or made threats against you or your household? Repeating the Respondent's Reply - Repeat the respondent's reply exactly as the respondent gives it to you, when you need to clarify the answer and prompt the respondent to expand his/her answer. Never interject your own ideas when repeating the respondent's reply. Here is an example: Item 82 on the NCVS-2: How well did you know the offender(s) - by sight only, casual acquaintance or well known? Respondent Answers: She's just one of the girls on the block. Repeating Respondent's Answer: She's just one of the girls on the block? So did you know the offender by sight only, casual acquaintance or well known? Respondent Answers: I don't even know her name. I just see her around, so I guess sight only. Neutral Questions and a Neutral Tone of Voice - Use neutral questions when you need to get a fuller, clearer response. Always use a neutral tone of voice so you don't sound demanding and upset the respondent. Here is an example: Item 98 of the NCVS-2: Had permission to use the (car/motor vehicle) ever been given to the offender(s)? Respondent Answers: Well, I said maybe he could use it when it wasn't so new. Neutral Probe: Did the offender have permission to use the car/motor vehicle? Sometimes a respondent may still misunderstand a question's meaning or give you an unintended response. If this happens, you can read a question's answer categories to the respondent as a "last resort." If you use this technique, do not bias the respondent's answer by only reading a few of the answer categories. By reading all answer categories for a question, you will help the respondent to better understand the type of answers the particular question is attempting to get. Staying Neutral Whichever technique you choose, be careful not to ask leading questions and not to make the respondent feel insulted. A "leading" question is one that could influence a respondent's answer or unnecessarily prolong the interview. Here is an example of probing with a leading question: Item 46e on the NCVS-1: Was the damage under $100 or $100 or more? Respondent answers: I'm not really sure. Leading Question Probe: Do you think that it was probably less than $100? A More Appropriate Probe: If you include the total amount of damage for all incidents of vandalism during the last 6 months, would you say the damage was under $100 or $100 or more? Do not assume that you know what the answer should be, and then lead the respondent to that answer. Keep your probing questions as neutral as possible, so the respondent can think objectively about the question and give an accurate answer. General Screening Guidelines The screening portion of the NCVS interview is very important. The NCVS-1, Basic Screen Questionnaire, is designed to give each respondent every opportunity to remember any crime incidents that occurred during the 6-month reference period. The BJS and the U.S. Census Bureau have specific reasons for the wording of each question and the sequencing of each group of questions. While conducting the screen interview, do not jeopardize their efforts by eliminating questions or asking questions in a different sequence. Also, NEVER eliminate the screen interview by just asking whether any crimes occurred during the 6-month reference period or since the household's last interview. Asking Applicable Questions During each enumeration period, ask the household respondent and all remaining household members ALL applicable screen questions. Since respondents can easily forget many crime incidents, it is essential to ask all applicable questions each time the sample household is assigned for interview. This is the only way we can ensure that we collect complete and accurate information. Handling Difficult Respondents Some respondents may not want to go through the interview on the NCVS-1 for various reasons, and may say: Let's save some time. I can tell you up front that I haven't been a victim of crime since the last time I talked to you. Or You don't need to read all those examples of stolen items, because nothing was stolen from me or anyone else in this household. When you need to convince a respondent to complete the entire screen interview, try the following techniques: "Some crime incidents are easily forgotten. By asking these screen questions, you may remember something that you've put out of your mind. To guarantee that I don't miss any crime incidents, I'm required to ask each question and allow you time to make sure that you haven't forgotten anything." "Even if you haven't been a victim of crime during the last 6 months, we are also interested in any other changes in your life, such as marital status, household income, and job changes. These characteristics also play a part in examining criminal victimizations in the United States. I'm required to ask these questions each time your household is assigned for interview. Otherwise, we can't get a complete and up-to-date picture of both crime victims and nonvictims for comparative purposes." (Only use this technique when a supplement is attached to the NCVS interview.) "For this interview, our sponsor has added a few new questions for a specific study they are authorized to undertake. The information we collect from these new questions, along with the original questions, is essential to our sponsor and the completion of this study." Never tell the respondent that you do not remember what you were told during the last interview or that all the information he/she provided during the last interview has gone to Washington. General Guidelines for Recording Answers After listening carefully to a respondent's answer, take great care to record the answer accurately and legibly. By recording answers accurately and legibly, you can help guarantee that the information you collect is understood clearly by editors and keyers who need to process your completed work. For questions that require you to mark an (X) to record the answer, make sure that your (X) is easy to read and fills up the answer box without going outside the box. Making your (X) either too large, too small, or too light could cause confusion and/or mistakes during keying. For questions that require you to write in an answer, make sure that you print the answer neatly so someone else can easily read your entry later. Correcting Answers If you need to change an answer, line through the old entry and mark (X) the correct answer box or print your new entry above the old entry. Do not erase an entry unless you are specifically instructed to do so in this manual. Here are two examples of correcting answers by lining through old entries-- Example #1 0 None - SKIP to 40a 1 1 2 2 3 3 4 4 or more Example #2 Months (1-11) - SKIP to 33b OR Years (Round to nearest whole year) - Fill Check Item A Here's an example of when you are allowed to erase an old entry-- Item 25b on the Control Card is used to enter the date of interview. After completing the NCVS-1, Basic Screen Questionnaire, and any NCVS-2s, Crime Incident Reports, for a second through seventh enumeration period household, you need to erase the interview date from the previous enumeration period and enter the new interview date for the current enumeration period. Topic 7. Closing the Interview and "Thank You" Letters Leaving on Good Terms Since you or someone else from the Census Bureau may need to contact a sample household again, always leave the household with a good feeling towards you and the Census Bureau. By ending every interview with a friendly and polite "Thank You," you will be paving the way for future contacts. Let respondents know that we appreciate the time that they gave for the interview, and tell them that they may be contacted again for this survey. Always remain sensitive, concerned, and courteous throughout the entire interview. By closing the interview properly, you are nurturing a positive image of our agency, and improving the chances for successful followup contacts during editing, reinterview, or other surveys. Using "Thank You" Letters We have prepared two different "Thank You" letters for you to use--the NCVS-593(L) and the NCVS-594(L). Each letter has a specific purpose, and we do not intend for you to hand or mail a "Thank You" letter after every NCVS interview. Both of these "Thank You" letters are printed in English and Spanish. These letters not only thank the household for their cooperation, but also relay to them again how important this survey really is. Depending on the circumstances, you can either hand or mail the letter to the household. If you mail the "Thank You" letter, make sure that you use the "mailing address" from either Item 6a or 6c on the Control Card. Regardless of whether or not you give the household a "Thank You" letter, always remember to thank them yourself at the end of the interview. First Through Sixth Enumeration Period For first through sixth enumeration period households, use the NCVS-593(L) "Thank You" letter whenever you feel that the household shows any signs that they may refuse to be interviewed again. For example, a household member may become annoyed at the length of the interview or at the number of times you have contacted the household. In these situations, a "Thank You" letter does not guarantee cooperation, but it may help to leave a positive impression, and make it easier to gain their cooperation for future interviews. Seventh Enumeration Period At the end of the seventh enumeration period interview, always make sure to either hand or mail the respondent a NCVS-594(L), "Thank You" letter. Noting the Control Card Whenever you hand or mail a "Thank You" letter to a household, briefly note that fact, along with the date, in the "Notes" space below Item 30g on the Control Card. Part A, Chapter 3 Chapter 3 General National Crime Victimization Survey Procedures Table of Topics Topic 1 Basic Survey Procedures 2 Monthly Tasks 3 Daily Tasks 4 Specific Household Procedures Topic 1. Basic Survey Procedures Length of Time in Sample Each address that is selected as a sample unit for the NCVS is usually interviewed seven times. These interviews are conducted once every 6 months over a 3-year period. This allows us to compile a continuous record of the sample household's experiences at a reasonable cost and with the least amount of inconvenience to the household. Enumeration Periods We refer to each time a sample household's address is assigned for interview as an "enumeration period." Since we interview or attempt to interview each sample household seven times, then there are seven "enumeration periods" for each sample address. When a sample address is assigned to you for interview, you need to check the enumeration period indicated by the regional office on the case's Control Card. Look at Item 5, Letter Sent, to see which enumeration period is the last one marked by the regional office. Some of the procedures you need to follow will vary depending on the enumeration period for the current interview. Here are some examples: Since the household roster on the Control Card is blank for a first enumeration period, you would ask the question for Item 13a on the Control Card. ---------------------------------------------- HOUSEHOLD ROSTER Last name first What are the names of all persons living or staying here? Start with the name of the person or one of the persons who (owns/rents)this home. List all persons who usually live here and all persons who are temporarily absent. Be sure to INCLUDE infants under 1 year of age. 13a ------------------------------------------------ For the second through seventh enumeration periods, you would ask the question in Item 14 on the Control Card, instead of asking the question in Item 13a. ------------------------------------------------ HOUSEHOLD ROSTER COVERAGE 14 Ask each time household is interviewed. (If "Yes," enter name in item 13a above.) I have listed (Read names in item 13a and verify 13c as appropriate). Have I missed anyone else living or staying here such as any babies, any lodgers, or anyone who is away at present traveling or in the hospital? ------------------------------------------------ Control Card Item 14, together with other selected items, are printed with shading. After the first enumeration period, each of these shaded Control Card items needs to be updated: * During each subsequent enumeration period, OR * When indicated, only during the 3rd, 5th, and 7th enumeration periods. Identifying the current enumeration period accurately will enable you to ask the appropriate Control Card questions and update the appropriate Control Card items during each enumeration period. Reference Periods For the NCVS, the reference period covers the 6-month time period prior to the interview date. When conducting interviews, we are interested only in crime incidents that occurred during a household member's specific 6-month reference period. For the first enumeration period, each household member's reference period will start on the first day of the month 6 months prior to the interview date, and end on the day prior to the interview date. Here is an example: If a household respondent's first enumeration period interview is conducted on January 3, 2003, then the current reference period for the household respondent would be July 1, 2002 through January 2, 2003. If the remaining household members were interviewed for the first enumeration period on January 4, 2003, then the current reference period for each of these household members would be July 1, 2002 through January 3, 2003. For a first enumeration period household, all household members will have the same start date, but each household member's end date may vary based on the member's current interview date. After the first enumeration period, reference periods for all remaining enumeration periods will start on the date of the household member's last interview and end on the day prior to the member's current interview date. Unlike the first enumeration period, each household member could have a different reference period start date for the second through seventh enumeration period based on the member's last interview date. The following two terms are often used to describe this type of reference period: * Period-to-period recounting or * Floating reference period. By using this type of a reference period, we can compile a continuous record of the household's experiences for the 3 years that they are in sample. For second through seventh enumeration periods, you would normally use the date entered in Item 25b on the Control Card as the household member's start date for the reference period. However, if the following exceptions exist, do not use the date in Control Card Item 25b as the start date for the household member's reference period: * When no date is entered in Item 25b (person was a noninterview last enumeration period) - The start date for the reference period would be the first day of the month 6 months prior to the current interview date. * When date entered in Item 25b is more than 6 months prior to the interview date - The start date for the reference period would be the first day of the month 6 months prior to the interview date. * Household respondent is a different person than the last household respondent - The reference period start date for the current household respondent would be the date entered in Item 25b for the household respondent from the previous enumeration period. * Cannot determine which household member was the last household respondent - The reference period start date for the current household respondent would be the first day of the month 6 months prior to the interview date. Your NCVS Field Representative's Information Card Booklet, NCVS-554, has a checklist on page 10 for determining reference periods for interviewing and examples of reference periods on page 11. Two-year calendars are also provided on pages 12 and 13 to help the respondent remember the reference period for the current interview and also enable him/her to determine the exact month that an incident occurred. Once you have determined the start date for the household member's reference period, enter this start date where indicated in the following questions on the Basic Screen Questionnaire, NCVS-1: Items 36a, 40a, and 46a for the household respondent and Items 36a and 40a for the remaining household members. While interviewing, it is important to keep reminding the respondent of the starting and ending dates for the reference period. If a respondent seems to be having difficulty keeping track of the reference period dates, try adding the actual dates after reading "in the last 6 months." This will help the respondent to stay focused on the correct time frame for the interview. Incidents Outside of Reference Period Remember to only complete an incident report for incidents that occurred during the reference period for the current interview. If at any point during an interview, you discover that the incident is outside of the reference period, you need to discontinue taking information for the incident and follow the proper procedures for marking the incident "out-of-scope." (See Part C, Chapter 1, for out-of-scope incidents.) Incidents Occurring on the Day of the Interview Also, if a respondent reports an incident that occurred on the same day that you are interviewing him/her, you would not complete an NCVS-2 for this incident until the household's next enumeration period. In this situation, make a note on the Control Card reminding you to complete an NCVS-2 for the incident during the next enumeration period. Interview Scheme All households in the NCVS sample are divided into six groups, which are referred to as "rotation" groups. During the course of a 6-month period, one-sixth of the full sample or a "panel" from each rotation group is assigned for interview each month. This interviewing scheme enables us to spread out the interviewing work fairly evenly throughout the year, so we can maintain a regular staff of FRs with routine monthly NCVS assignments. Here are some examples: Sample households in panel 1 of rotation groups 1 through 6 are assigned for interview in the months of January and July. Sample households in panel 2 of rotation groups 1 through 6 are assigned for interview in the months of February and August. By the time we get to panel 6 of rotation groups 1 through 6, which are assigned for interview in the months of June and December, we will have assigned for interview all sample households from panels 1 through 6 of rotation groups 1 through 6. Interview Period An interview period is the time that you are allowed to complete all of the NCVS interviews assigned to you for an interview month. Typically, your interview period will begin on the first day of the month. Ideally, we would like your assignment to be completed as quickly as possible once the interview period begins. Your supervisor will give you the interview closeout date for each interview month. This will be the "drop dead" date by which all NCVS cases assigned to you for the month must be completed. The majority of the NCVS cases in each assignment will require telephone interviews. Always try to complete all of your telephone interviews: Before conducting your personal visit interviews and Within the first few days of the interview period. This procedure allows you to detect any replacement households or other situations from your telephone interviews that could require personal visit interviews before you plan your personal visit work schedule. Some assignment areas (PSUs) have been selected for Computer-Assisted Telephone Interviewing (CATI). If you are assigned work in a CATI PSU, you will also receive Control Cards for the sample addresses scheduled for CATI interviewing. Do not attempt to interview any "CATI Hold" sample addresses, unless your supervisor tells you to do so. You will only need to interview a "CATI Hold" sample address when the CATI facility is unable to conduct the interview. Topic 2. Monthly Tasks Monthly Instructions About one week prior to the start of the interview month, your regional office will send you a memorandum with specific instructions for the upcoming interview month. When you receive your monthly memorandum, read the entire memorandum very carefully and contact your supervisor if you have any questions about the information provided. Preparing to Interview When you receive the monthly memorandum for an interview month, you will also receive: * Your interviewing assignment for the month, * Any listing work for the month, and * Any supplies you may need. Checking New Assignments As soon as you receive your monthly package of interview materials, check the items listed on the Transmittal Form 11-35 that accompanies these materials. If anything listed on the transmittal is missing from your package, call your supervisor immediately. Sorting Your Assignment After checking your assignment, the next step is to make sure that your assigned cases are sorted as described below: First Sort: Separate your cases into three stacks-- Telephone interviews Personal visit interviews CATI hold cases - Only interview CATI hold cases when instructed to do so by your supervisor. This will happen when the CATI facility is unable to complete the interview and the case is recycled to the field staff for completion. Second Sort: Separate your personal visit interviews so that cases in segments that are geographically close to one another are stacked together. Organizing Your Work Schedule As you organize your assignment for the interview month, take into consideration the geographic distribution of your cases and the number of new segments in your assignment. Then, follow the steps listed below: Step 1 Always conduct your telephone interviews FIRST. 2 Try to conduct your personal visit interviews in segments with first enumeration period households next. This will allow sufficient time should you encounter unexpected problems with these cases. For first enumeration period households, you must conduct the household respondent's interview IN PERSON. However, if the remaining household members are not available at the time of your visit, it is acceptable to interview these household members by telephone once you have completed the household respondent's interview in person. NOTE: Regardless of the enumeration period, the household respondent always must be the FIRST household member interviewed and he/she must be at least 18 years of age and knowledgeable about the household. For example, the reference person or one of the other household members who owns or rents the home. (See page A2-11 for exceptions to the age requirement.) 3 Conduct any remaining personal visit interviews in a logical sequence so that you keep to a minimum any backtracking or return trips to a segment. Completing Your Assignment Always attempt to complete your interviewing assignment as early in the interview month as possible. Transmit your completed work on a flow basis as frequently as possible. Your supervisor will provide you with a final transmittal date or closeout date for each interview month. (See Chapter 7 for more details on receipt and transmittal of work.) Topic 3. Daily Tasks Planning Your Daily Schedule It is important to carefully plan your daily schedule so that you get the maximum amount of interviewing work accomplished during your workday. Keep the following points in mind as you plan your workday: * Geographic location of assigned addresses, * Any previously made appointments, and * Best time to visit or call the household (noted in Control Card Item 26e). Assembling Your Materials Before you leave home to start your workday, it is very important to make sure that you have everything you might need to carry you through your entire interviewing schedule for the day. Make sure that you take current versions of the following items with you: * NCVS-550, Interviewing Manual for Field Representatives * NCVS-554, Field Representative's Information Card Booklet * A sufficient supply of blank forms, such as the NCVS-500, NCVS-1 and -1A, NCVS-2, and the NCVS-7. * Copies of both introductory letters, NCVS-572(L) and NCVS-573(L), and the Fact Sheet brochure, NCVS-110. * The appropriate segment folders containing the Control Cards for each assigned case within the segment. Conducting Telephone Interviews and Callbacks Since the primary purpose of conducting NCVS interviews by telephone is to reduce travel costs and save money, avoid traveling to assigned segments that require telephone interviews until you have attempted to conduct all assigned telephone interviews. Typically, interviews for second through seventh enumeration period households are conducted by telephone. Always check Control Card Item 26e to see when the household prefers to be contacted. (See Part A, Chapter 5, for more details on telephone interviews.) Conducting Personal Visit Interviews In addition to the first enumeration period households, other sample households may require personal visit interviews because they: * Do not have a telephone on which they can be contacted, * Refuse to give us their telephone number, * Tell us that a telephone interview is not acceptable, or * Are replacement households. Control Card Items 26a through 26d provide this information for second through seventh enumeration period households. (See Part A, Chapter 5, for more details about personal visit interviews.) Transcribing Information Both the Basic Screen Questionnaire (NCVS-1) and the Noninterview Record (NCVS-7) require you to transcribe information onto specific items from the Control Card (NCVS-500). Since it is very easy to make transcription errors, take your time and carefully transcribe the required information. (See Part B, Chapters 2 and 4, for more details about transcribing information from the Control Card.) Whenever you fill a Crime Incident Report (NCVS-2) for a household member, you need to transcribe information from the NCVS-2 onto Control Card Item 32. This transcription is done after you have ended your contact with the household. The information that you transcribe onto Control Card Item 32 will help ensure that we do not duplicate incidents. We use the term "bounding" information to describe the information transcribed onto Control Card Item 32 during each enumeration period for each of the household's reported incidents. (See Part C, Chapter 1, for more details about bounding information.) Before Editing Your Work After you have completed all the required transcriptions, check to see if any of your notes need clarification and complete or clarify any INTER-COMMs that your interviews may require. Editing Completed Forms Once you are done with the transcriptions, notes, and INTER-COMMS, edit any forms that you have completed. Make sure that any listing sheets, Control Cards, and questionnaires that you completed or updated are filled properly, accurately, and legibly. (See Part B, Chapter 5, for more details about editing your completed work.) Sending "Thank You" Letters As needed, mail "Thank You" letters to respondents using the mailing address from Control Card Item 6a or 6c. (See Part A, Chapter 2, for more details about sending "Thank You" letters.) Transmitting Completed Work Transmit your completed work on a flow basis, preferably on a daily basis whenever possible. Frequent transmittals will enable work to flow easier through the various processing stages. (See Part A, Chapter 7, for more details about transmitting completed work.) Topic 4. Specific Household Procedures Starting With the Household Respondent Once you have introduced yourself and verified that you have contacted the correct address, then you must ask to speak with: * One of the persons who owns or rents the home, * The previous household respondent, or * A household member who is at least 18 years of age and knowledgeable about the household. Remember to show your identification card for each personal visit interview. When you know that you are speaking to a household member at the sample address, then you can introduce the survey. ALWAYS complete the household respondent's interview before interviewing any remaining eligible household members (household members who are 12 years of age and older). Without a completed interview from an eligible household respondent, the sample household will classify as a Type A noninterview. (See Part A, Chapter 6, for more details about noninterviews.) After you have identified an eligible household respondent, follow these steps to interview him/her: Step 1 Introduce yourself and the survey, showing your identification card for each personal visit interview. 2 Ask or update Control Card Items 6b through 25a and Item 25c for the sample household. 3 On the NCVS-1, Basic Screen Questionnaire, transcribe the sample, control number, and household number from the Control Card onto the top of the cover page. Then, fill Items 1 through 4 on the cover page. You will complete most of the remaining items on the NCVS-1 cover page after the entire household has been interviewed (follow the instructions on the NCVS-1 for the remaining items). 4 On page 2 of the NCVS-1, complete Items 17 through 19 (transcribe information onto Items 20 through 28 after leaving the household). Then, enter the interview date in Item 29. Next, ask and complete the mobility questions in Item 33, and the questions about businesses operated from the sample address in Items 34 and 35. 5 On pages 3 through 10 of the NCVS-1, ask and complete the screen questions (Items 36 through 46)with the household respondent. 6 On page 10 of the NCVS-1, complete Check Item G. 7 Complete a separate NCVS-2, Crime Incident Report, for each crime incident reported by the household respondent in the screen questions. The only exception to this rule would be a series crime. (See Part C, Chapter 3, for more details about series crimes.) 8 After completing all required NCVS-2's for the household respondent, go back to page 11 on the NCVS-1 and complete Check Item H through Check Item I. 9 Enter or update the interview date in Item 25b on the Control Card. Also, ask or update Items 26 through 28. 10 Review all the forms that you just completed with the household respondent (NCVS-500, NCVS-1, and, if required, any NCVS-2s). Make sure that: * You asked the household respondent all appropriate questions on each of these forms. * You not only asked but also marked each screen question accurately on the NCVS-1. * You completed an NCVS-2 for each incident reported by the household respondent. 11 Close the interview and thank the household respondent. If there are other household members present who are at least 12 years of age, ask to interview one of them next. Interviewing Individual Respondents You must complete the household respondent's interview before you can interview any other eligible household members. Once you are done interviewing the household respondent, then complete any remaining eligible household member's interviews one at a time. During your initial contact with a sample household, always try to complete as many interviews with individual respondents as possible. Try to keep household callbacks for individual respondents to a minimum. Your initial contact with a first enumeration period household must be in person. However, after interviewing the household respondent in person, any individual respondents in the household who are unavailable during your initial contact can be interviewed later by telephone. (See Part A, Chapter 5, for more details about telephone interviews.) Once you have completed the household respondent's interview, follow these steps to interview each individual respondent: Step 1 Start by introducing yourself and the survey. 2 Identify the respondent and type of interview by completing Items 17 through 19 on the NCVS-1 (transcribe information onto Items 20 through 28 after leaving the household)and enter the interview date in Item 29. (See pages 11, 16, and 21 on the NCVS-1.) 3 Ask the mobility questions in Item 33 on the NCVS-1. (See pages 12, 18, and 24 on the NCVS-1.) 4 Ask the screen questions for the individual respondent (Items 36 through 45) on the NCVS-1. 5 Complete a separate NCVS-2 for each incident reported in the individual respondent's screen questions. 6 After completing all required NCVS-2s for an individual respondent, enter or update the interview date in Item 25b on the NCVS-500. 7 Review all the forms that you just completed with the respondent (NCVS-1 and, if required, any NCVS-2s). This review is important because it can lessen the number of callbacks to the household for missing information. As you review completed forms, make sure that you: * Asked the respondent all appropriate questions on the NCVS-1 and marked each screen question accurately. * Completed a separate NCVS-2 for each incident reported by the respondent. 8 Closed the interview and thanked the respondent. If there are other household members present who are at least 12 years of age, ask to interview one of them next. If the remaining eligible household members are unavailable, ask for the best time to callback and interview the rest of the household. Use Item 30g on the NCVS-500 to enter notes about callbacks (dates, times, etc.). Part A, Chapter 4 Chapter 4 Your Job Duties and Performance Standards Table of Topics Topic 1 Basic Field Duties 2 Additional Duties 3 Performance Standards 4 Field Evaluations--Observation and Reinterview Topic 1. Basic Field Duties Overview As a field representative for the National Crime Victimization Survey, you will be assigned to work in one of the NCVS sample areas or Primary Sampling Units (PSUs). Most of your duties will be the same for each interview month. Your work will pretty much fall into two main categories--listing and interviewing. Listing Assignments During your first month on the job, you will not receive any listing assignments. You will begin learning the listing and coverage procedures during your second month on the job. This training will consist of a series of self- studies together with on-the-job training. In very general terms, your listing work will consist of systematically documenting on listing sheets the existence of living quarters where people live or could live within an assigned segment. Detailed procedures for completing your listing assignments in each segment type are provided in the Listing and Coverage Manual, Form 11-8. Your listing assignments could be in all four segment types--Unit, Permit, Area, and Group Quarters. Unit Segments For single-unit addresses, no listing is necessary and you will not receive listing sheets for these addresses. For multi-unit addresses, you will be verifying and updating the listing sheets for these assigned addresses when you are at the address to conduct interviews. There are separate procedures for small multi-unit addresses (2 - 9 units) and large multi- unit addresses (10 or more units). (See Chapter 2 of the Listing and Coverage Manual for more details on listing unit segment addresses.) Permit Segments When you make your first visit to an assigned address within a permit segment, you will list all units found at the address. There are separate procedures for listing a single-unit address and a multi-unit address. You could also be assigned a previously listed address to verify and, if necessary, correct before you conduct interviews at the address. (See Chapter 3 of the Listing and Coverage Manual for more details on listing permit segment addresses.) Area Segments Before any units are selected for interview from an area segment address, there are a variety of tasks that need to be completed. These tasks include: precanvassing, canvassing and map entries, and listing units. You could also be asked to update and record changes to area segment listings. (See Chapter 5 of the Listing and Coverage Manual for more details about listing area segment addresses.) Group Quarters Segments A group quarters is a type of living quarters where the residents share common facilities or receive authorized care or custody. There are three types of group quarters--institutional, noninstitutional, and military barracks. Only noninstitutional group quarters units are eligible for interview. By definition, a group quarters is not a housing unit. A group quarters segment is made up of one or more group quarters that were identified in 1990 census blocks originally screened for unit segments. In addition to listing group quarters in group quarters segments, you could also find and list group quarters units in area and unit segments. Your listing assignment tasks in a group quarters segment could include: identifying eligible units, choosing listing methods, and listing units in group quarters. You could also be asked to update a previously listed group quarters listing sheet. (See Chapter 4 of the Listing and Coverage Manual for more details about listing group quarters.) Interviewing Assignments Each interview month, your interviews will be a combination of personal visit and telephone interviews and could include addresses from any of the four segment types. Regardless of the interview method, always conduct your interviews with discretion and courtesy. These two traits are especially important in gaining a respondent's confidence and continued cooperation. Your basic interviewing duties include: * Filling or updating Control Cards (NCVS-500) for new, returning, replacement, and noninterview households. * Filling the Basic Screen Questionnaire (NCVS-1) for the household respondent and each remaining household member who is at least 12 years of age. For households with more than four members, you will also fill an NCVS-1A for each additional household member. * Filling a Crime Incident Report (NCVS-2) for each incident reported in the Basic Screen Questionnaire. * Completing a Noninterview Record (NCVS-7) for each sample address that you are not able to interview during the interview period, such as refusals, vacant units, demolished units, and so forth. (See Part A, Chapter 6, for more details about noninterviews.) Topic 2. Additional Duties Be Flexible Due to the nature of interviewing work, you need to be ready to work both day and evening hours to reach sample households. Some of your respondents may be hard to reach, so you will need to contact sample households at various times of day and on various days of the week. If you are not flexible with your work schedule, you will find it very difficult to complete all of your assigned interviews. Keep Up to Date It is important to read carefully and try to absorb all memos, self-studies, or other instructional materials concerning your NCVS work. From time-to- time, our sponsor may decide to add survey questions or reword existing questions. Other times, you may receive instructions on how to perform a specific task using new procedures. In order for you to understand the intent and usage of these changes, you must read and understand all instructions that you receive. When you receive any NCVS instructions or self-studies, keep in mind that they are intended to help you do your job better and more efficiently. Do Not Procrastinate Arrange your work schedule for each interview month so that you can complete the majority of your cases as soon as possible after your assignment begins. If you delay most of your interviewing until later in the interview period, you run the risk of not completing your assignment by your closeout date. Remember that most sample households will require more than one contact to complete interviews for all eligible household members. Make Several Transmittals It is very important that you return your completed NCVS work on a flow basis to your regional office. Whenever possible, send your completed work every workday. By sending frequent shipments of completed work, you will enable your supervisor to correct problems quickly and allow all other related processes to run more smoothly. Keep Accurate Records Accurate administrative records are important for both you and your supervisor. Make sure that each workday you record: * The amount of time you spent on NCVS work, * The current status of your assignment, and * The number of miles you traveled for NCVS interviewing. Meet Expected Standards Your main goal for your work on the NCVS is to strive for the highest possible degree of accuracy and efficiency. To aid you in meeting and maintaining this goal, the Census Bureau has developed performance standards by which your supervisor can rate your performance. (See Topic 3 of this chapter for more details about performance standards.) Additional Reading If you are interested in reading additional general information about your interviewing job, refer to Chapter 1 of the Administrative Handbook for Intermittent and Part-Time Schedule A Employees, Form 11-55. Topic 3. Performance Standards Overview The success of the NCVS is dependent on accurate and complete information. We count on you, our field representatives, to help us succeed in this effort. This survey operates on a fixed budget and the only way we can conduct the NCVS on schedule and within budget is with your cooperation. We depend on you to complete your work accurately and efficiently. Performance Ratings We hope that you will always strive for the highest level of quality and productivity in your NCVS work. We also realize that a new field representative cannot be expected to start out with an "outstanding" performance rating. However, we do expect you to do your best and to improve as you gain more interviewing experience. To help you meet and maintain high performance standards, we have established measures for various elements of your job. Your supervisor will evaluate your performance on a continuing basis and will keep monthly records on your level of performance. Twice a year, your supervisor will rate your response and accuracy rates into one of two categories: Pass or Fail. Production Standards The importance of completing your assignment within the specified interview period is not only important from a cost standpoint, but is also essential for meeting our processing deadlines. With the exception of holidays, always begin your assignment on the first working day of the month. Try to complete as quickly as possible all interviews assigned for an interview month. Schedule your work so that your assignment is completed before the closeout date for the interview month. Planning Your Travel Route Plan your travel route so you can accomplish your NCVS work and move from one segment to another using the least amount of time and mileage. Keeping Callbacks to a Minimum Try to plan your personal visits during the most productive hours of the day and days of the week, so you can find household members at home and reduce the number of return visits to a sample address. Evening hours and weekends tend to be most productive in areas where a majority of the household members work outside the home. Always remember to make the least number of trips to a sample area as possible to complete your assignment. If you need to make personal visit callbacks in a sample area where you still have some initial visits, try to complete these interviews in one trip. Also, if no one is at home at the time of your visit, attempt to find out the best time to contact the household before you leave the sample area. You can inquire of neighbors, apartment managers, janitors, and the like, but you cannot mention the survey name to these people. Conducting Efficient Interviews Here are some pointers for saving time without sacrificing accuracy: * Become thoroughly familiar with the sequence of items on the Control Card and NCVS questionnaires. * Make sure you understand how to enter answers on each NCVS form. * Familiarize yourself with the possible answer categories on each NCVS form. * Be prepared to answer respondents' questions briefly and clearly, regardless of the type of question. To help you prepare for respondent questions, you can read the introductory letters, your job aid, NCVS At a Glance (NCVS-500.1), the NCVS Fact Sheet (NCVS-110), and this manual (NCVS-550). Quality Interviews Your supervisor considers the quality of your work to be just as important as your productivity. It will be of no value to this survey if you transmit your entire assignment early in the interview period, but most of the returned forms are either incomplete or inaccurate. The instructions provided in this manual provide all the information you will need to conduct NCVS interviews efficiently and accurately. If you experience special situations or problems that are not covered in this manual, either call your supervisor or document the situation or problem on an Interviewer Communication (INTER-COMM), Form 11-36. Accuracy Rate Your supervisor will periodically provide you with a report showing interviewing errors that were detected as your completed work was reviewed. Besides documenting your errors, this report will also give you advice on how you can avoid or eliminate similar errors in the future. Strive to become thoroughly familiar with all NCVS procedures and to conduct your interviews in a uniform and consistent manner. If you achieve these goals, you will eliminate most interviewing errors. Response Rate For each interview month, your supervisor will calculate the response rate for your NCVS interviewing assignment. Your response rate takes into consideration how many interviews you were able to complete from all eligible sample addresses assigned to you (excluding Type B and C noninterviews). By reviewing your response rate, you and your supervisor can track how effective you are at obtaining interviews. Maintaining a high response rate is essential to ensuring that our NCVS sample data are representative of the entire U.S. population. Failure to interview all eligible household members can introduce a serious bias into the survey. For example, sample persons who are difficult to contact or who resist being interviewed could have very different victimization experiences than those sample persons who are easy to contact and interview. You need to keep to a minimum all Type A noninterview households and Type Z noninterview persons. When you are assigned a sample household that is eligible for interview and you are unable to interview ANY household members (including the household respondent), the case is classified as a Type A noninterview. Some Type A noninterview reasons include: * No one home, * Temporarily absent through the entire interview period, and * Refused. An eligible household member is classified as a Type Z noninterview when the household member cannot be interviewed during the current interview period. Never classify a household respondent for a sample address as a Type Z noninterview. When you are not able to complete an interview with a household respondent, you must classify the sample address as a Type A noninterview. Some of the Type Z noninterview reasons include: * Person is never available, * Person refused, * Person is physically and/or mentally unable to answer and no proxy respondent is available, and * Person is temporarily absent and no proxy respondent is available. The best strategy for minimizing Type A and Type Z noninterviews is to: * Work on improving your salesmanship skills so you are better equipped to gain cooperation from all types of respondents and * Contact respondents when you are most likely to reach them at home. (See Part A, Chapter 6, for techniques on reducing noninterviews.) Topic 4. Field Evaluations--Observations and Reinterview Observations In addition to the review of your work in the regional office, your supervisor or his/her representative will periodically observe you actually performing your listing and interviewing work. The first two on-the-job or induction observations are for the purpose of providing post-classroom training during actual work situations on interviewing techniques and NCVS concepts. Both of these observations are usually done within your first 6 months on the job. All other observations are aimed at evaluating and improving your on-the-job performance. Normally, you will be observed at least once a year and you will probably be with the observer for a minimum of 6 hours. This is the average length of time required for reviewing your general performance and rectifying specific performance problems. Keep in mind that observations are the best opportunities for you to receive individual assistance with any problems you are experiencing. Observations are designed to help you improve all measures of performance. Prior to your observation, the observer will contact you to make the final arrangements and give you any pre-observation instructions. These instructions may vary depending on the purpose of the observation. For a Low Response Rate If one of the purposes for the observation is to help you improve a low response rate, you will probably be instructed to: * Delay interviewing households where you suspect that you might experience problems and * Keep interviewing materials for problem households that you have already contacted. This will allow the observer to work with you on these cases and help you improve your techniques for gaining the cooperation of sample households. For a Low Accuracy Rate If one of the purposes for the observation is to help you improve a low accuracy rate, you will probably be instructed to carefully edit and retain your previous day's work. This will allow the observer to show you ways to reduce the number of interviewing errors. For a High Number of Minutes per Case If one of the purposes for the observation is to help you spend less time on each case, you will probably want to be prepared to discuss how you: * Plan your itinerary, * Use the county and segment maps to locate assigned addresses, * Use the telephone, and * Decide when to contact assigned households. Reinterview Reinterview is a method we use to independently evaluate your on-the-job performance. At least once a year and possibly up to four times a year, your supervisor or his/ her representative will redo a portion of your assignment for the interview month. You will not be notified beforehand as to which month's assignment is targeted for reinterview. The reinterviewer will recontact some of the same households that you have already contacted. The reinterview answers will be compared against the original answers that you recorded, differences will be identified, and reasons for the differences will be determined. The reinterviewer will verify that: * The correct sample units were interviewed, * The listing sheets were completed or updated properly, * The Control Cards were completed or updated properly, * All screen questions on the NCVS-1 were asked and all answers recorded, * The appropriate number of NCVS-2s were completed for each reported incident, and * Any noninterviews were classified accurately. Once the reinterview is completed, the reinterviewer will contact you so both of you can review the results together. During this review, errors will be discussed and the appropriate concepts and procedures will be reviewed. In some cases the extent and type of errors will require a "special needs" observation and/or retraining. Part A, Chapter 5 Chapter 5 Personal Visit vs. Telephone Interviews Table of Topics Topic 1 Identifying the Method of Interview 2 Qualifications for Using the Personal Visit Method 3 Qualifications for Using the Telephone Method 4 Instructions for Conducting Telephone Interviews 5 Telephone Interviewing Skills Topic 1. Identifying the Method of Interview Checking Control Cards Each interview month, some of your interviews will be designated as personal visit interviews and some will be designated as telephone interviews. Your regional office will separate the Control Cards for your assignment and place a card on top of each stack to identify which ones require personal visit interviews and which ones require telephone interviews. Keep these two stacks separate until you have completed all cases in the telephone interviews stack. Depending on your assignment area (PSU), you could receive a third stack of Control Cards with a card on top identifying the stack as "CATI Hold" sample addresses. You will only interview a sample address from this stack if your supervisor asks you to do so, because the CATI facility was unable to get a completed interview. Your regional office will also indicate on your assignment control sheet (Form 11-35) which sample addresses in your assignment are designated for: * Personal visit interviews, * Telephone interviews, and * "CATI Hold" sample addresses. Notify your supervisor immediately if you have any questions about whether or not the sample addresses in a particular segment need to be interviewed by personal visit or by telephone. Topic 2. Qualifications for Using the Personal Visit Method Overview Since telephone interviews are more cost effective, most of your NCVS interviews will be by telephone. The following qualifications must exist before you can conduct an NCVS interview in person: * The sample household is assigned for a first enumeration period interview. * The sample household has not been interviewed in any previous enumeration period (sample address was a Type A or B noninterview previously or a replacement household now lives at the sample address). * The sample household does not have a telephone on which they can be reached. * The sample household does not want to be interviewed by telephone. First Enumeration Period Households For the first enumeration period, a sample household will always be scheduled for a personal visit interview. When using the personal visit method, try to complete interviews for the household respondent and all other eligible household members during your initial visit. If the household respondent refuses to do the interview in person, you can take a telephone interview for the initial visit. However, try to avoid this situation whenever possible. Only the household respondent's interview must be done in person for a personal visit interview. Any other eligible household members who are not available during your initial visit, can be interviewed by telephone. Checking the Control Card By reviewing the Control Card for a sample address, you can tell whether a sample address needs to be interviewed by personal visit. For a first enumeration period household, most of the Control Card items will be blank. Items 1 through 6a will always have entries shown and Item 5 (letter sent) will only have the first enumeration box marked. Household Not Interviewed in Previous Enumeration Periods Regardless of the enumeration period, your first contact with a sample household must be in person. After the first enumeration period for a sample address, a sample household may not have been interviewed because: * The sample household was classified as either a Type A or a Type B noninterview in all previous enumeration periods. * The sample household is not the same household as was interviewed in the previous enumeration period. The new household at the sample address is referred to as a "replacement" household. If you discover that a replacement household is now living at the sample address, you must: * Complete a new Control Card (NCVS-500) for the replacement household, * Staple the new Control Card for the replacement household to the original Control Card, and * Interview the household respondent in person, along with any remaining household members who are eligible for interview and available at the time of your visit. Any callbacks for individual respondents can be done by telephone. Checking the Control Card If you look at Item 30f on the Control Card, you can see whether or not the sample household was a noninterview in the previous enumeration period. You can also discover why the household was a noninterview by checking the noninterview reason listed for the code entered in Item 30f. If a sample household has been a noninterview in all of the previous enumeration periods, then you will need to use the personal visit method for the current interview period. No Telephone Available If you should find that a sample household in your telephone interview stack does not have a telephone, you need to conduct the interview in person. To conduct a telephone interview, the sample household must have a telephone at home or elsewhere on which all eligible household members can be contacted. Checking the Control Card Look at Control Card Items 26a, 26b, and 26c to verify that the household has a telephone on which all eligible household members can be interviewed and that at least one telephone number is listed. Telephone Interview Not Acceptable If you should find that a sample household in your telephone interview stack does not want to be interviewed by telephone, then you must conduct personal visit interviews for the household. Checking the Control Card Look at Control Card Item 26d to verify that the "Yes" answer box is marked. If the "No" answer box is marked in Item 26d, then you must conduct interviews for this household in person. Special Situations Requiring Personal Visit Interviews Some special situations can require cases that would normally be interviewed by telephone to require personal visit interviews. These situations include: Entire Sample Household Refuses a Telephone Interview * In some cases, you could encounter a sample household in which all household members refuse to be interviewed by telephone. Instead of classifying the household as a Type A noninterview, you must attempt to conduct these interviews in person. Household Member Unable to Complete a Telephone Interview * In a single-person sample household, the household member is either too hard-of-hearing or is mentally and/or physically unable to complete the interview by telephone. Attempt to conduct the interview in person and explain the reason for the personal visit on the questionnaire. An EXTRA Unit Is Found * When an EXTRA unit is discovered during a telephone interview, interview the household at the EXTRA unit in person and explain the reason for the personal visit on the questionnaire. (Chapter 7 of the Listing and Coverage Manual, Form 11-8, provides details about EXTRA units.) Incorrect Telephone Number * If you discover that the telephone number listed on the Control Card is incorrect, verify whether or not you have reached the sample address. If you have not reached the sample address, try to get the correct telephone number from directory assistance, the operator, and so forth. If you cannot get a good telephone number for the sample address, then you will need to make a personal visit and explain the reason for the personal visit on the questionnaire. No One Answers * If you have tried several times to reach a sample household by telephone and were unsuccessful, you must: * Verify the accuracy of the telephone number either in a local telephone directory or with directory assistance. * Telephone the contact person if one is listed in Item 33 on the Control Card. If you can reach this contact person, try to find out why you have been unable to reach the sample household by telephone. * As a last resort, you will need to make a personal visit to the sample address and explain briefly the reason for the personal visit at the top of page 2 on the NCVS-1(above the Household Respondent's Personal Characteristics banner). You Get a Recorded Message * If you get a recorded message saying that the telephone number has been changed, you need to call the new telephone number (if given)and make sure that you have reached the sample address before starting the interview(s). Make sure to enter the new telephone number in Control Card Item 26c and line through the incorrect number. If the recorded message says that the telephone number is disconnected or has changed and a new number is not provided, try to find a new number from a local directory or directory assistance. As a last resort, you will need to visit the sample address and explain briefly the reason for the personal visit at the top of page 2 on the NCVS-1 (above the Household Respondent's Personal Characteristics banner). CATI Recycled Cases * If you receive any "CATI Hold" Control Cards in your assignment, your supervisor may instruct you to interview one or more of these "CATI Hold" cases during the interview period. We refer to these sample addresses as "recycled" cases, because the CATI facility was unable to interview them. When your supervisor instructs you to interview a recycled case, interview the sample address by personal visit. Topic 3. Qualifications for Using the Telephone Method Overview You will be conducting most of your assigned interviews for second through seventh enumeration period households by telephone. The following qualifications must exist before you can conduct an NCVS interview by telephone: * The sample household was assigned for a personal visit interview in a previous enumeration period and at least the household respondent was interviewed in person in a previous enumeration period. Refer to Control Card Items 25b and 30 for this information. The sample household must have a telephone on which all eligible household members can be interviewed. Refer to Control Card Items 26a, 26b, and 26c for this information. The sample household must be willing to be interviewed by telephone. Refer to Control Card Item 26d for this information. Once a sample household is assigned for a telephone interview and there is no special situation requiring a personal visit, then you would interview all eligible household members by telephone for the current and all future enumeration periods. Household's First Time in Sample As covered in Topic 2 of this chapter, only the household respondent's interview must be completed in person when a household first enters the NCVS sample (regardless of the enumeration period). Once the household respondent's interview is completed in person, any callbacks for other household members can be conducted by telephone. This will help us lower our interviewing costs. Type Z Noninterviews If a sample household is designated for a telephone interview and an eligible respondent, other than the household respondent, refuses to be interviewed, classify the respondent as a Type Z noninterview. Do not make a personal visit in an attempt to convert a refusal for an individual respondent. (See Part A, Chapter 6, for instructions on classifying a respondent as a Type Z noninterview.) Type A Noninterviews Require a Personal Visit If either the household respondent or the entire household refuses to be interviewed during a telephone interview, then you are required to make a personal visit to conduct the interviews. Never classify a sample household as a Type A noninterview following a telephone interview. You must attempt to convert the refusal in person before classifying a household as a Type A noninterview. Topic 4. Instructions for Conducting Telephone Interviews Timing of Interviews Always start your assignment with the cases in your telephone interview stack, and get started as soon as possible once the interview month begins. It is possible that you will discover cases in the telephone interview stack that require you to make a personal visit to an assigned segment (as covered in Topic 2 of this chapter). By working through your telephone interview work first, you can keep to a minimum the number of trips to a segment area and help us save money by reducing travel costs. Because of these possible personal visits, it is extremely important that you attempt to complete all telephone interviews in a segment within the first few days of the interview period. As you plan your itinerary for your personal visit cases, make sure to include any telephone interview cases that now require personal visits. Strive to make the least number of trips as possible into a segment area to complete your assignment. Whenever you discover that a case scheduled for telephone interviewing needs to be interviewed in person, explain briefly the reason for the personal visit at the top of page 2 on the NCVS-1 (above the Household Respondent's Personal Characteristics banner). Starting the Interview When you are ready to start a telephone interview, look at Control Card Items 26a through 26f. By reviewing these items, you will be prepared for situations where: * The telephone number provided in Item 26c will ring somewhere other than the sample household's residence. Item 26b will give you this information. * You are unable to contact the household on the first telephone number listed in Item 26c, but a second telephone number is also entered in Item 26c. * The sample household does not want to be interviewed by telephone. Item 26d will give you this information. * The sample household indicated the best time to call or visit them and/or when they do not wish to be contacted. Item 26e will give you this information. * The sample household indicated that they do not want to be contacted on a Sunday. Item 26f will give you this information. By reviewing these Control Card items before dialing the telephone number, you will be more likely to reach the household and less likely to bother them at an inconvenient or unwanted time. Ask for Previous Household Respondent After dialing the telephone number listed in Control Card Item 26c and someone answers, start by identifying yourself and asking to speak to the household respondent from the previous enumeration period. If that person is not available, then make sure that you have reached the correct sample address. Once you know that you have reached the correct sample address and are speaking to a household member, you can continue with your introduction. You don't want to describe the NCVS to someone who is not a sample household member. Then ask to speak with a household member who is at least 18 years of age and knowledgeable about the household, preferably one of the owners or renters of the home. This person will be your household respondent for current interview. A Typical Introduction The following introduction will give you an idea of what you need to say when you introduce yourself and the NCVS: "Hello, I'm (your name) from the United States Census Bureau." (After reaching a sample household member, continue with...) "The Census Bureau is conducting a survey here and throughout the Nation to determine how often people are victims of crimes. We last contacted this address six months ago." When conducting a telephone interview, it isn't necessary for you to ask if the household received our introductory letter. Explaining the Purpose of the NCVS Some respondents may want to ask some questions about the NCVS before agreeing to answer the survey questions. You need to be prepared to answer their questions briefly and accurately. The following sources provide answers to some of the more commonly asked questions from respondents: * Page 2 of the Information Card Booklet, NCVS-554, * The job aid, NCVS At a Glance, NCVS-550.1, and * Part A, Chapter 2, Topic 5, of this manual, NCVS-550. Mentioning the Introductory Letter It is not necessary for you to mention or ask about the introductory letter during a telephone interview. However, you should have one with you in case a respondent has a question about it. If you were conducting the interview in person, you would ask if the respondent received a copy of the introductory letter and hand him/ her a copy if it was not received in the mail. Identifying Yourself Unlike a personal visit interview, you are not able to show any formal identification to a respondent over the telephone. If you identify yourself, your agency, the survey, and your purpose for calling, most respondents will believe you and agree to be interviewed. For those respondents who seriously doubt what you tell them, suggest that they call your regional office's (1-800) number (if available) or call collect to confirm who you are and why you are calling them. Explaining the Purpose of a Telephone Interview Some respondents may want to know why you are calling them instead of coming to their home for the interview. If this happens, just explain that telephone interviews help us to reduce our survey expenses. Therefore, as a cost saving measure, we attempt to conduct most interviews by telephone if the household has indicated to us in a prior interview that a telephone interview is acceptable. Verifying the Accuracy of Your Contact Keep in mind that for the NCVS we are following the sample address and not a specific household. In other words, if a household moves out of a sample address between enumeration periods, you would no longer interview that household. You would interview the current residents at the sample address. If you call the telephone number on the Control Card and reach the same household from the previous enumeration period, don't assume that you have reached the sample address. It is possible that the household could be using the same telephone number at their new address. Always verify that the household is still living at the address listed in Control Card Item 6a. If you are given an address that doesn't identify an exact unit or is slightly different from the address listed on the Control Card, ask the respondent if the household has moved since their last interview. If the household has moved out of the sample address and continues to use the same telephone number, thank the respondent for their cooperation and explain that you do not need to interview his/her household, since they no longer live at the sample address for this survey. Anytime you discover that a new or replacement household is currently living at the sample address, you are required to complete a new Control Card and conduct the interviews with the replacement household by personal visit for the current enumeration period. Selecting a Household Respondent Once you are sure that you have reached the sample address and the same household from the previous enumeration period, you need to speak to the household member who will be the "household respondent." Because of the type of information this person needs to provide both for the Control Card (NCVS-500) and the Basic Screen Questionnaire(NCVS-1), you need to select a household member who is at least 18 years of age and knowledgeable about the household. Listed below is the order of preference for selecting a household respondent: First Ask for the household respondent from the previous enumeration period. Second Ask for one of the persons who owns or rents the home. Third Ask for a household member who is at least 18 years of age and knowledgeable about the household. Using the Information Card Booklet Control Card Items 23, 24, and 28 instruct you to show a flashcard to the respondent for personal visit interviews. When several answer categories are listed for an item, it is much easier for a respondent to read the flashcard and select the correct answer. Obviously, these items must be handled differently during a telephone interview. Spanish Origin, Item 23 Since your telephone interview cases will be sample addresses that have been interviewed in a previous enumeration period, you will only ask item 23 for any NEW household members that you add for the current enumeration period. If the respondent hesitates to answer once you have asked the question in Item 23, then turn to page 6 in your Information Card Booklet and ask the respondent if the added person's ethnic origin is one of the following origins... (then read the origins listed on page 6). Race, Item 24 For your telephone interviews, only ask the race question for any NEW household members for the current enumeration period. If the respondent does not give you the NEW household member's race(s) after you ask the question for Item 24, then read the race categories listed with the race codes in the top, right corner of the Control Card. Household Income, Item 28 If you are conducting a telephone interview for a third, fifth, or seventh enumeration period household, you will need to update Item 28 with the household respondent. Follow these steps: Step 1 - Rephrase the question in Item 28 so that you ask, "What was the total combined income of all members of this household during the past 12 months?" Step 2 - If necessary, explain to the respondent that you need to identify the broad income range that best fits the total combined income during the past 12 months for all household members who are 14 years of age or older. Exclude the income of any household member who left the household and is not a household member at the time of the interview. If the respondent seems confused about which household member's income to include, then read the list of current household members who are over 14 years of age by looking at Control Card Items 13a and 17. Step 3 - If the respondent gives too broad of an income range, then probe by reading the answer categories from the Control Card that are within the broad range. Step 4 - If the respondent has trouble giving you an amount or a income range, then probe by reading the answer category marked on the Control Card, along with the answer categories just above and below it. Marking the Type of Interview (Item 18 on the NCVS-1) As you complete the Basic Screen Questionnaire, NCVS-1, for each eligible household member, mark the correct answer category for Item 18 to show whether the interview was conducted in person or by telephone, as well as showing whether the interview was a self-response interview or a proxy interview. If you are unable to interview an eligible household member (other than the household respondent), you would mark Box 5, "Noninterview (Type Z)" in Item 18 to show that the person is a Type Z noninterview. A Type Z noninterview also requires you to complete Item 14 on the cover page of the NCVS-1 either during or after the interview. Topic 5. Telephone Interviewing Skills Overview Every interviewing situation is unique and should be treated as such. Do not allow a difficult interview or a sharp refusal to shake your confidence or affect subsequent interviews. It is important that you begin each interview as if it were your first interview of the workday. Try to keep a businesslike attitude and a positive frame of mind at all times. Successful telephone communication is dependent on how the respondent perceives you based on your vocal expression. Your language usage, grammar, voice quality, rate of speech, and enunciation are all key elements in creating a favorable impression over the telephone. General Rules When you conduct a telephone interview, you want to sound professional. You can accomplish this if you are easy to understand and always try to sound confident, polite, and businesslike. Listed below are some general rules that can help you to promote a professional image. Clarity Avoid talking to respondents with anything in your mouth-- no mints, gum, and so forth. Always speak directly into the mouthpiece and guard against placing the mouthpiece at chin level. Instead of raising your voice when a respondent is having difficulty hearing or understanding you, first ensure that you are holding the mouthpiece between your nose and your lower lip. This will improve the quality of the transmission and allow you to speak in your normal tone of voice. Enunciation Pronounce your words carefully and never mumble. This is so important because the English language is full of similar sounds, such as the letters "T" and "D," and "P," "B," and "V." Careful enunciation will not only save you from repeating what you just said, but will also help you avoid misunderstandings. Courtesy Courtesy is tremendously important during a telephone interview. Whenever a respondent tries your patience, try to remain calm and do not allow him/her to hear any impatience or frustration in your voice. The best way to achieve this goal is to never take anything a respondent says personally. Avoid letting your emotions push you into saying anything that may upset or excite a respondent. Also, as a courtesy to the respondent, explain why you are pausing between questions. The respondent may be more patient and willing to wait if he/she knows that you are pausing to write down pertinent facts about an incident. Remember that your job is to conduct complete and accurate interviews in a "professional" manner. Rate of Speech Find a rate of speech that is comfortable for you and the majority of your respondents. The average rate of speech is 120 words per minute. Keep in mind that if you speak too rapidly your words tend to run together, and if you speak too slowly the respondent may still have difficultly understanding what you say. Pitch and Inflection Speak in a moderate pitch and avoid talking in a monotone voice. When reading questions, it is especially helpful to use a rising inflection towards the end of a question. If you put a "smile" in your voice and avoid sounding like a robot, you are more likely to keep your respondent's interest. Use a Brief Introduction Avoid using lengthy introductions. Keep them brief and to the point and begin interviewing as soon as possible. Start Fresh Do not let your emotions from a "tough" interview or a refusal carryover into the next interview. Each respondent deserves a fresh start and the best that you have to give them. You can not allow "tough" interviews and refusals to shake your confidence. No Rushing Do not rush respondents or make them feel that they are taking too long to answer your questions. We want our respondents to relax and take their time, so they can remember all the pertinent facts about an incident. If respondents feel as though you are rushing them, they may purposely leave out information. Ending the Interview As you finish interviewing each eligible respondent in a sample household, thank him/her and ask to speak to the next respondent. When the time comes to end the telephone call, always let the respondent hang up first. This technique tends to give the respondent a feeling of control over the situation. Listening Skills It takes much more than just asking questions to be a good interviewer. Listening attentively to your respondent is just as important for conducting a successful interview. Listed below are some listening techniques which all interviewers need to practice: * Limit your own talking so that the respondent has ample time to explain incidents. Remember that it is very difficult to talk and listen well at the same time. * When you do not understand something said or you feel that you may have missed a point, always attempt to get a clear understanding of the situation. Sometimes repeating what the respondent said in your own words may help to straighten out the misunderstanding. Keep in mind that telephone interviews may require more probing than personal visit interviews. * Make an effort not to interrupt a respondent before he/she is finished replying. A long pause does not always indicate that the respondent is done answering your question. Never rush a respondent when he/she needs more time to recall specific facts. * Life is full of distractions, but you have to learn to shut them out while conducting interviews. Concentrate on focusing your mind on what each respondent is telling you. * The occasional use of interjections like "Yes" or "I see" will reassure the respondent that you are paying attention to what he/she is saying. Be especially careful to use neutral comments that will not bias the interview in any way. Avoid saying things like "That's good" or "That's too bad." * Listen attentively and objectively. Do not allow a respondent's words to irritate you or a respondent's harsh manner to distract you from your professional manner. * Avoid jumping to conclusions or assuming that a respondent will say something before they actually finish explaining the incident. Be patient and let the respondent finish his/her thought. You do not want to lead the respondent and possibly bias the interview. Telephone Techniques Every interviewing situation is unique and should be treated as such. It is important that you adapt to each new respondent. You can not let your reactions to one interview carryover and affect the next interview. Here are some basic techniques you can follow to aid you in conducting your telephone interviews: * Select a good working space Select a "quiet" place where you can conduct your telephone interviews without distractions and in privacy. Also, make sure that you have adequate space and light for your work. * Be prepared Before you begin a telephone interview, make sure that you have all the materials you may need within your arms reach. Make sure that you have adequate supplies of paper, pens, pencils, and forms, together with this manual and any job aids. If you need to leave the telephone for some unexpected reason, always excuse yourself politely and never let the respondent wait more than a minute. If your telephone has a "call waiting" feature, disconnect the "call waiting" feature before you start any telephone interviews. * Learn from your mistakes Whenever possible, try to evaluate your performance for each interview. See if you can improve your technique in any area of the interview process. In other words, try to improve your technique with each new interview and do not continue making the same mistakes over and over. * Learn from your success When you feel that an interview went especially well, try to evaluate why it went so well. Perhaps your telephone manner made the difference because you were able to maintain your confidence and project a pleasant and businesslike attitude. Concentrate on the positive aspects of the successful interview and continue to improve your technique. Always represent the Census Bureau with pride! Part A, Chapter 6 Chapter 6 Noninterviews Table of Topics Topic 1 Overview of Noninterview Types and Procedures 2 Type A Noninterview Categories 3 Type B Noninterview Categories 4 Type C Noninterview Categories 5 Control Card Entries for Noninterviews 6 Type Z Noninterview Persons Topic 1. Overview of Noninterview Types and Procedures Noninterview Cases When you are assigned an NCVS case and cannot get a completed interview, you will need to classify the case into one of three noninterview categories. These categories are identified as Type A, Type B, and Type C. A sample address will be classified as a noninterview if: * The living quarters is occupied but you are not able to get any completed interviews. * The living quarters is occupied by persons who are not eligible respondents for the NCVS. * The living quarters is vacant. * The living quarters is not eligible for sample because it is no longer used as a residence, it no longer exists, or it does not qualify based on the current listing and coverage rules. Noninterview Categories Each of the three noninterview categories, Type A, B, and C, has its own set of reasons why assigned cases cannot be interviewed. Type A-- Some sample households consist of persons who are eligible for interview, but none of these persons can be interviewed for a specific reason. These cases will classify as Type A noninterviews. The Type A noninterview reasons for the NCVS are: No one home Temporarily absent Refused Other occupied (Use this Type A reason for occupied sample units that you cannot reach due to impassable roads; for sample households that you cannot interview due to serious illness or death in the household; or for sample units that you are unable to locate.) Type B -- A sample address could be vacant or occupied entirely by persons who have a usual residence elsewhere. Although these cases are not eligible for interview during the current interview period, they could become eligible at a later time. These cases will classify as a Type B noninterview. The Type B noninterview reasons for the NCVS are: Vacant - regular Vacant - storage of household furniture Temporarily occupied by persons with usual residence elsewhere (URE) Unfit or to be demolished Under construction, not ready Converted to temporary business or storage Unoccupied site for mobile home, trailer, or tent Permit granted, construction not started Other (Only use this Type B reason if none of the other Type B reasons are appropriate for the situation.) Type C - Some situations can require a sample address to be permanently removed from the NCVS sample. These cases will classify as a Type C noninterview. The Type C noninterview reasons for the NCVS are: Unused line of listing sheet Demolished House or trailer moved Outside segment Converted to permanent business or storage Merged Condemned Built after April 1, 1990 Permit abandoned Other (Only use this Type C reason when none of the other reasons are appropriate for the situation.) Documenting Noninterviews Each time that you classify a sample household as a noninterview you need to document the noninterview on the: Control Card (NCVS-500) Noninterview Record (NCVS-7) INTER-COMM (Form 11-36) Control Card See Topic 5 of this chapter for detailed instructions on which entries need to be made on the Control Card for each sample address that you classify as a noninterview. Noninterview Record When you classify an NCVS case as a noninterview, you need to complete a Noninterview Record, NCVS-7, to provide details about the case and why it cannot be interviewed. Do not complete a Basic Screen Questionnaire, NCVS-1, for any sample address that you classify as a noninterview. Since the NCVS-7 is a single-page form, make sure to staple the completed NCVS-7 to the Control Card for the sample address before mailing it back to the regional office. Completing the NCVS-7: Start by transcribing the case identification information from the Control Card onto the appropriate blocks at the top, left corner of the form. This information includes the sample number, control number (PSU, segment, check digit, and serial number), and household number. If the noninterview is for an EXTRA unit discovered during the current interview period, you need to enter some type of unit identification in place of the serial number. You could enter the reference person's name or some type of physical description of the EXTRA unit. Item 1 Enter your FR code and name. Item 2 If the noninterview is classified as a Type A or B, transcribe the information from Control Card Item 9 onto Item 2 of the NCVS-7. Item 3 If the noninterview is classified as a Type A or B, transcribe the information from Control Card Item 10 onto Item 3 of the NCVS-7. Item 4 If the noninterview is classified as a Type A or B, transcribe the information from Control Card Item 11c or 11d onto Item 4 of the NCVS-7. Make sure to also transcribe any descriptions that are shown on the Control Card for answer Boxes 7 or 12. Item 5 Enter in Item 5 the last date on which you contacted or attempted to contact someone about the case. Enter the date using 2-digits for the month and day, and 4-digits for the year (e.g., 01/02/2003). Item 6 Type A Reasons: Use Boxes 1 through 4 to indicate the reason for the Type A noninterview. These reasons are described in detail in Topic 2 of this chapter. If you mark Box 2, Temporarily absent, make sure to enter the date that the household is expected to return to the sample address. If you mark Box 4, Other occupied, make sure to enter an accurate and acceptable reason for classifying the sample address as a Type A noninterview on the "Specify" line below Box 4. Only use Box 4 if you are sure that the reason does not fit into one of the other three Type A reasons. After marking the Type A reason, continue with Item 7. Type B Reasons: Use answer Boxes 10 through 18 of Item 6 to indicate the reason for the Type B noninterview. These reasons are described in detail in Topic 3 of this chapter. Only mark Box 18, Other, when the reason does not fit any of the other Type B reasons. Also make sure that you enter an accurate and acceptable reason for classifying the sample address as a Type B noninterview on the "Specify" line below Box 18. Type C Reasons: Use Boxes 20 through 29 of Item 6 to indicate the reason for the Type C noninterview. These reasons are described in detail in Topic 4 of this chapter. Only mark Box 29, Other, when the reason does not fit any of the other Type C reasons. Also make sure that you enter an accurate and acceptable reason for classifying the sample address as a Type C noninterview. Items 7, ONLY COMPLETE THESE FOUR 8, 9, ITEMS FOR TYPE A and 10 NONINTERVIEWS. When filling Item 7 (Race) for a household that was interviewed in a previous enumeration period, use the household respondent's race(s) from Control Card Item 24. If the household respondent chose more than one race, mark all that apply. Mark Box 3, Other, for any races marked other than White and Black, such as American Indian, Asian, Native Hawaiian, or Other. If Control Card Item 24 is blank, then leave Item 7 blank, too. While you must always try to obtain each household member's race, you cannot fill race by observation, probing, or asking a neighbor. NEVER mark Item 7 for a Type B or C noninterview. When filling Item 8 (Public Housing), use the answer marked in Control Card Item 8c. When filling Item 9 (Manager Verification of Public Housing), use the answer marked in Control Card Item 8d. When filling Item 10 (American Indian Reservation or American Indian Lands), use the answer marked in Control Card Item 8e. INTER-COMMs In addition to completing the NCVS-7 for each noninterview case, you also need to fill out an INTER-COMM explaining the situation to your supervisor. Attach the completed INTER-COMM to the completed NCVS-7 and return these forms along with the case's Control Card. Topic 2. Type A Noninterview Categories Overview Since Type A noninterviews mean the loss of valuable information, it is essential to keep Type A noninterviews to a minimum. If we fail to get NCVS data from sample households, the data we do collect may not be representative of the U.S. population. It is not always possible to avoid Type A noninterviews, but there are ways to keep them at a minimum. Some of these ways include: * Establishing good relations with your respondents, * Contacting sample households when they are most likely to be at home, and * Conducting the interview in a positive and professional manner. The following reasons can cause a sample unit to be classified as a Type A noninterview: * After making repeated contacts during the interview period, you are never able to reach anyone at home. * All members of the sample household are temporarily away from home during the entire interview period. * The sample household refuses to allow any interviews. * An occupied sample unit cannot be interviewed due to impassable roads. * The sample household cannot be interviewed during the interview period because of a serious illness or a death in the family. * You are not able to locate the sample unit. Before you classify a telephone interview case as a Type A noninterview, you must attempt to make contact and interview the household in person. Also make sure that you call your regional office before sending in a Type A noninterview. Procedures for "No One Home" Before you can classify a sample household as "No One Home," you must make several attempts to contact the household and verify that they are only gone for a short while and plan to return during the interview period. If the household is away from home and isn't expected to return before your closeout date, do not use the "No one home" reason. For personal visit interviews: If no one is home at the time of your first visit for the interview period, check with neighbors or anyone else who may know when the household is expected to return home. Remember, do not mention the survey name when making any inquiries. Listed below is a suggested way of making inquiries: "Hello, I am (your name) from the United States Census Bureau. Here is my identification (show ID). I am trying to contact someone at (sample address), but no one is at home. Do you know when it is likely that someone would be there?" Listed below are the procedures to follow when you discover that the household is expected to return home sometime within the interview period: Fill out a Request for Appointment (Form 11-38 or 11-38A) indicating when you plan to return. For identification purposes, enter the case's control number and your name and telephone number on the form. Use Control Card Item 30g to enter the callback date and time for your return visit. Note: Another alternative is to leave your business card at the sample address with a preprinted peel off sticker attached to it saying: ------------------------------------------------ IMPORTANT Please call me at the number on the attached card. I am required to contact an adult household member and I am obligated to return until contact has been made. U.S. Census Bureau Field Representative ------------------------------------------------ * If it is not practical to use a Request for Appointment form, try to determine the best time to contact the household and then make a return visit at that time. * If all of these efforts fail, then classify the case as a Type A noninterview, No one home, as described in Topic 1 of this chapter. Procedures for "Temporarily Absent" For personal visit interviews: When you make your first visit to a sample address for an interview month and find that no one is home, try to determine from neighbors or anyone else who may know how long the household may be gone. Before classifying a case as a Type A noninterview, Temporarily Absent, all of the following conditions must exist: All household members are temporarily away and not expected to return home until the current closeout date has passed. They might be on vacation, a business trip, caring for sick relatives, or some other similar reason. All of the household's personal belongings are still in the sample unit. In other words, the sample household has not moved their personal belongings to another location. This is especially important if you see a "For Sale" or "For Rent" sign on the property. The sample unit is not a summer cottage or a unit used only for vacation purposes. In other words, the sample unit is the primary residence for the sample household. Once you determine that the case qualifies as a Type A Noninterview, Temporarily Absent, take the following actions: * Using Control Card Item 30g, enter the date when the sample household is expected to return to the sample address. * Using Control Card Item 33, enter the name, address, and telephone number of the person who provided the information about the household. * If there is any possibility that the household will return before your closeout date, attempt to interview the household prior to your closeout date when feasible. * If there is any possibility that the household will return before the office closeout date, follow the "Telephone Hold" procedures covered later in Topic 2 of this chapter. Do not use the "Telephone Hold" procedures when the household is expected to return before your closeout date. * When you know that the household definitely will not return before either closeout dates, complete a Noninterview Record (NCVS-7) according to the instructions in Topic 1 of this chapter. Make sure that you enter the "Return date" when filling Item 6 on the NCVS-7. Procedures for "Refused" Although our response rates are high, you may occasionally experience households who refuse to be interviewed. When you encounter such households, impress upon them that the information they can provide is valuable and the survey results will benefit their household and their community. Make every reasonable effort to obtain cooperation from each sample household assigned to you. Despite all your efforts, a sample household may still refuse to answer the survey questions or may insist that an interview is not necessary since their household had no changes or crimes to report for the past 6 months. You are still required to complete and/or update the appropriate Control Card items and to complete the NCVS-1 interviews with a household respondent and all remaining eligible household members. When you are unable to change the way a household feels about participating in the NCVS and they just refuse to cooperate, follow these procedures: For personal visit interviews: Your supervisor may instruct you to notify her/him by telephone and explain the refusal situation. If your supervisor will be in the sample area on other business, she/he could visit the refusal household and try to change their minds. When all efforts to convert a refusal are unsuccessful, complete a Noninterview Record (NCVS-7) as described in Topic 1 of this chapter. After completing an NCVS-7, complete an INTER-COMM (Form 11-36) explaining the situation and what actions were taken to gain the household's cooperation. As soon as your office becomes aware of a refusal household, they will mail a letter to the household requesting their cooperation and letting them know that you will contact them again. The office will also send you a copy of this letter. If your office notifies you that a refusal household is considered a "confirmed" refusal, you will no longer attempt to interview the refusal household. For future enumeration periods, you will just verify with neighbors or other knowledgeable sources whether or not the same household is still living in the sample unit. If the confirmed refusal household is still living at the sample unit, you would: * Enter the month and year of your visit (e.g., 8/03) in Item 30b on the Control Card. * Enter the noninterview type and reason code A-03 in Control Card Item 30f. The noninterview types, along with their reason codes, are listed on the Control Card following Item 33. * In the "Notes" space on the Control Card, enter "Confirmed refusal household - Do not attempt to interview household." * Complete a Noninterview Record (NCVS-7)as described in Topic 1 of this chapter. If you discover that a new household has moved into the sample unit, you would visit and interview the new or "replacement" household. Group Quarters Refusals Some of your NCVS assignments could include sample units within group quarters, such as hotels, boarding houses, and so forth. If either the manager or owner of a group quarters refuses to allow you to interview persons residing in sample units within the group quarters, notify your supervisor immediately. Based on the situation, your supervisor will provide you with specific instructions. Procedures for "Other Occupied" Most of your Type A noninterviews will fall under one of the three reasons already mentioned--No one home, Temporarily absent, and Refused. However, you could encounter other situations that will force you to classify an eligible and occupied sample unit as a Type A noninterview. For example, the following situations could justify classifying a case as a Type A noninterview, Other occupied: A family member died very recently. The sample household has been quarantined. The sample household lives in a gated and/or guarded community and you cannot gain access to the sample address. Notify your supervisor immediately and he/she will provide you with specific instructions. A storm or other natural disaster prevents you from getting to sample addresses in your assignment. In recent years, weather- related interviewing problems, such as floods, mud slides, earthquakes, fires, and heavy snow, have become more prevalent. If you encounter these problems, try to identify which sample addresses are occupied and which sample addresses are vacant. For previously interviewed households: Determine occupancy based on the unit's status during the last enumeration period, unless a knowledgeable person tells you otherwise. For first time households: If a sample unit is assigned to you for the first enumeration period, try to discover the occupancy status from neighbors, local merchants, postal workers, county recorder of deeds, or other local government officials. Never mention the survey name when talking to persons who are not household members at the sample address. More than two of the household respondent's screen questions are left unanswered because the household respondent refused to answer them and you are unable to interview another eligible household member as the household respondent. Telephone Hold Procedures Each regional office may use slightly different procedures for telephone hold cases. In this manual, we will provide you with the general procedures. Your program supervisor will provide you with specific instructions. Telephone hold procedures were initiated to allow you to meet your closeout date for each month, and still give you some additional time to complete "hard-to-interview" cases that could result in Type A noninterviews. Listed below are the general steps to follow for a telephone hold case: Step 1 Prepare a duplicate or "dummy" Control Card for the telephone hold case including all the information that you will need to transcribe onto the NCVS-1 for the case. Write the word "HOLD" in the "Notes" space on the "dummy" Control Card. Keep the "dummy" Control Card in the event you are able to interview the sample household before the "telephone hold" closeout date. 2 Prepare the cover page of an NCVS-1 questionnaire with the following information: Enter the sample, control number, and household number. Fill Items 1 and 2. Write the word "HOLD" at the top of the page. Keep this NCVS-1 in case you are able to conduct the interview before the "telephone hold" closeout date. Step 3 Prepare an NCVS-7 as described in Topic 1 of this chapter and attach a note to it identifying the case as a "telephone hold." Make sure that you return these forms no later than the last shipment before your "original" closeout date. Make sure to place the NCVS-7 and the current Control Card for the case on top of the shipment. 4 Continue your attempts to get interviews for your telephone hold cases. If you can complete a telephone hold case, call in the information to your office for the NCVS-1, the Control Card, and any NCVS-2s. If your office doesn't hear from you, they will assume that the case needs to be classified as a Type A noninterview. Do not attempt to get interviews for telephone hold cases after this closeout date. 5 By the 25th day of the interview month, destroy any "dummy" Control Cards or questionnaires you are holding for telephone hold cases. Make sure to tear these "dummy" forms before disposing of them so that you do not violate a respondent's confidentiality. Topic 3. Type B Noninterview Categories Overview Type B noninterviews include cases which you cannot interview during a specific interview period because they are either: * Unoccupied or * Temporarily occupied by persons who are ineligible for interview because they have a usual residence elsewhere (URE). Any case that you classify as a Type B noninterview could become eligible for interview in a later enumeration period. The following reasons can cause a sample unit to be classified as a Type B noninterview: Vacant, regular Vacant, storage of household furniture Temporarily occupied by persons with a usual residence elsewhere (URE) Unfit or to be demolished Under construction, not ready Converted to temporary business or storage Unoccupied site for a mobile home, trailer, or tent Permit granted, construction not started Other Type B Procedures for "Vacant, Regular" The majority of the unoccupied units that you discover will probably classify as "Vacant, regular." If you discover that a sample address is unoccupied and the following conditions exist, you can classify the unit as a Type B noninterview, Vacant, regular: The unit is vacant and the occupants have permanently left the unit. The unit is for sale or rent. The unit is being held off the sales market. The unit is seasonally closed (e.g., a vacation home). A dilapidated unit that is still considered a living quarters, such as a housing unit that is very run down, in need of many repairs, and still occupied as a living quarters. Do not include unoccupied units that are condemned, unfit for human habitation, awaiting demolition or being demolished. A vacant living quarters such as a mobile home, tent, or a similar structure. A group quarters unit that may be vacant in transient quarters, boarding houses, or rooming houses. Special Situations You may discover a vacant sample unit that is in the process of being converted to make more units or merged to make fewer units. Classify the unoccupied units created by the conversion or merger as Type B noninterviews, Vacant, regular, if: * The conversion or merger has progressed to the stage where you can identify the converted or merged units as they will be when completed, or * A responsible person can tell you how the units will be when completed. Otherwise, classify the original sample unit as a Type B noninterview, Vacant, regular. The same procedures used for conversions and mergers also apply to sample units that are undergoing repairs or alterations. Procedures for "Vacant, Storage of Household Furniture" Only use this Type B noninterview reason when an unoccupied sample unit is used solely for the storage of excess furniture. This is not the same as a vacant unit that is fully furnished and awaiting a potential renter or owner. For a vacant, furnished unit that is waiting to be rented or sold, you would use the "Vacant, regular" Type B noninterview reason. Procedures for "Temporarily Occupied by Persons With a URE" If an entire household is staying at a sample unit temporarily (e.g., on vacation) and the household has a usual residence elsewhere, they are not eligible household members and you must not interview them. If you discover this situation, classify the unit as a Type B noninterview, Temporarily occupied by persons with a URE. Procedures for "Unfit or to be Demolished" Consider an unoccupied sample unit as unfit for human habitation if the unit is no longer protected from the elements because the roof, walls, windows, or doors are either damaged or missing. This may have been caused by vandalism, fire, or deterioration from neglect and age. If you see the following conditions, the unit will probably need to be classified as "Unfit or to be demolished": Windows are broken Doors are either missing or swinging open Parts of the roof or walls are missing or destroyed leaving holes in the unit's structure Part of the structure has been blown or washed away Part of the structure has collapsed or is missing. Do not use this Type B noninterview reason for the following two situations: * When doors and windows are boarded up to keep them from becoming destroyed by vandalism or bad weather. * When doors and windows are not intended to be used in a structure, such as in some rural sections of the country. Also use the "Unfit or to be demolished" reason for vacant sample units that you can verify as being scheduled for demolition. You must see positive evidence such as a demolition sign, notice, or mark on the sample unit or the building that houses the sample unit. Procedures for "Under Construction, Not Ready" This Type B noninterview reason is intended for sample units that are in the process of being newly constructed and are not yet ready for occupancy because the following items have not been installed: * Exterior windows and doors and * Usable floors. Once the newly constructed sample unit is ready for occupancy, but is still vacant, classify it as a Type B noninterview, Vacant, regular. Procedures for "Converted to Temporary Business or Storage" Use this Type B noninterview reason when a sample unit that is intended as a living quarters is used instead for the temporary storage of commercial or business supplies, machinery or other products related to a business. If you can determine that the storage of these business supplies is permanent, then the sample unit needs to be classified as a Type C noninterview, not a Type B noninterview. Do not use "Converted to temporary business or storage," if you discover that the vacant unit is intended for the storage of business supplies in the future, but not at the time of your visit. Remember that there is a separate Type B noninterview reason for a sample unit that is vacant and used solely to store household furniture. Do not use "Converted to temporary business or storage" when it is household furniture that is being stored in the vacant unit. Procedures for "Unoccupied Site for Mobile Home, Trailer, or Tent Although mobile homes, trailers, tents, boats, cars, buses, caves, and so forth are not located within a typical building structure, they can still be considered housing units if they meet our housing unit definition. (See page 7-4 in the Listing and Coverage Manual, Form 11-8.) If the sample unit is listed by its site identification rather than an address, and you find that the site is vacant, classify the sample unit as a Type B noninterview, Unoccupied site for a mobile home, trailer, or tent. Procedures for "Permit Granted, Construction Not Started" There may be instances when you are assigned a sample unit in a permit segment and discover that the construction permit has been issued, but construction has not yet started. When this occurs, classify the sample unit as a Type B noninterview, Permit granted, construction not started. Procedures for "Type B, Other" Most of your Type B noninterviews will fall under one of the reasons already mentioned. If you discover a rare situation that is not covered in any of the Type B noninterview reasons, use the Type B, Other, reason. Topic 4. Type C Noninterview Categories Overview Type C noninterviews are sample units that are ineligible for the NCVS sample and need to be removed permanently from the sample. Many Type C noninterviews occur because of changes that happen between the time a unit is listed and the time the unit is assigned for interview. Type C noninterview reasons include: Unused line of listing sheet Demolished House or trailer moved Outside segment Converted to permanent business or storage Merged Condemned Built after April 1, 1990 Permit abandoned Type C, Other Procedures for "Unused Line of Listing Sheet" When working with listing sheets in Unit, Permit, and Group Quarters Segments, you may discover as you list units or verify listings that a multi-unit structure has fewer units than expected. If you are assigned a sample unit for interview and find out that the assigned case is actually an unused line on the listing sheet, classify the case as a Type C noninterview, Unused line of listing sheet. (See the appropriate chapters in your Listing and Coverage manual, Form 11-8, for more details about the use of listing sheets.) Procedures for "Demolished" You could be assigned a sample unit and then discover that it no longer exists because it was demolished or is in the process of being demolished. If this happens, classify the case as a Type C noninterview, Demolished. Do not classify an unoccupied unit as a Type C noninterview, Demolished, when the unit is scheduled to be demolished, but demolition work has not yet begun. Classify the unit as a Type B noninterview, Unfit or to be demolished, when demolition work has not yet begun. Procedures for "House or Trailer Moved" It is possible that a sample unit could have been moved from its site after it was listed. This is more likely to happen when the unit is a mobile home or trailer, but it could also be a house. If this happens and the unit is listed by its street address, not its site identification, then classify the unit as a Type C noninterview, House or trailer moved. Procedures for "Outside Segment" Use this Type C noninterview reason when the original listing for an area segment is incorrect and, at the time of interview, you discover that the unit is physically located outside of the area segment boundaries. Procedures for "Converted to Permanent Business or Storage" Use this Type C noninterview reason when a sample unit has been converted permanently from living quarters to storage space for a business. The unit may be used to store such items as farm products, machinery, lumber, business supplies, and so forth. Procedures for "Merged" Merged units occur when two or more apartment units or two single family homes combine to form one new unit. Instructions for when to classify a sample unit as a Type C noninterview, Merged, can vary depending on the situation and segment type. Detailed instructions for merged units are provided starting on page 7-23 of the Listing and Coverage Manual, Form 11-8. Procedures for "Condemned" Before you can use this Type C noninterview reason, the sample unit must be unoccupied and there must be positive evidence that the unit is condemned, such as a sign, notice, or mark on the unit or on the building that houses the unit. Do not use the Condemned reason for a Type C noninterview if: You see a "condemned" sign, but the unit is occupied. If the occupants qualify as eligible household members, try to conduct interviews at the sample unit and ignore the "condemned" sign. The sample unit is vacant, but you can't find any positive evidence that the unit is "condemned." If the unit is vacant and unfit for human habitation, classify it as a Type B noninterview, Unfit or to be demolished. Be careful not to classify a sample unit as a Type C noninterview when it should be a Type B noninterview. This type of mistake can remove a unit permanently from the survey's sample. Procedures for "Built After April 1, 1990" When you are working in an Area Segment, your office will mark Item 7a on the Control Card so that you know whether or not to ask about the year the sample unit was built. If the "Ask first month" box is marked in Item 7a, you will ask the household respondent during the first enumeration period interview whether the original structure was built before or after April 1, 1990. If the household respondent tells you that the sample unit was built "After 4-1-90," you will: * Mark the "After 4-1-90" answer box in Item 7a, * If the Box (3) is marked for Item 7b, ask the question for Box (3) to determine whether or not there is any other building (occupied or vacant) on the property that is or could be used as a living quarters. A "Yes" answer will also require you to complete Table X on the reverse side of the Control Card. After following the instructions in Table X, end the interview and classify the sample unit as a Type C noninterview, Built after April 1, 1990. * If you are not required to complete Item 7b, end the interview and classify the sample unit as a Type C noninterview, Built after April 1, 1990. Procedures for "Permit Abandoned" At times, you may find from the builder or the permit office that the builder abandoned the building permit and never built the structure for a sample unit. If this happens and the permit will never be used, classify the case as a Type C noninterview, Permit abandoned. Procedures for "Type C, Other" Most of your Type C noninterviews will fall under one of the reasons already mentioned. If you discover a rare situation that is not covered in any of the Type C noninterview reasons already mentioned, use the Type C, Other, reason. Topic 5. Control Card Entries for Noninterviews Entries for All Noninterview Cases Any time you classify an assigned case as a noninterview, regardless of whether it's a Type A, B, or C, you need to make the following Control Card entries: Item 6a Make sure that the address for the sample unit is entered correctly. 30b Enter the interview month and year (e.g., 10/03). 30d & 30e Enter tally marks in Item 30d to indicate the number of personal visits you made before classifying the case as a noninterview. If your visits were before 5 p.m., enter your tally marks in Column (B). If your visits were after 5 p.m., enter your tally marks in Column (A). Since you cannot classify a case as a noninterview without making at least one personal visit, you should have at least one tally mark in Item 30d. Enter tally marks in the appropriate column (B and/or A) of Item 30e to indicate the number of telephone calls that you made before and/or after 5 p.m. 30f Enter the appropriate noninterview type and reason code(e.g., B-17). All noninterview types, reason codes, and descriptions are shown on the Control Card following Item 33. 30h If the case is a CATI recycle, mark the "Yes" box and enter the CATI code provided by your regional office next to the "Yes" box. 33 When appropriate, enter the name, address, and telephone number for the contact person with whom you spoke to verify information about the noninterview case. Entries for Type A Noninterviews In addition to the Control Card entries required for all noninterview types, you also need to make the following entries for a Type A noninterview: Item 7a If the case is in an Area Segment and the "Ask 1st mo." box is marked in Item 7a, check to see if an answer box is marked. If not, ask the question in Item 7a and mark the appropriate answer box. If necessary, ask a neighbor, apartment manager, janitor, etc. 7b Normally, this item would be asked during the first enumeration period for specific types of units. If a Type A noninterview happens during the first enumeration period in an Area Segment and Box (1), (2), and/or (3) is marked, then you need to ask the marked questions the next time you are able to interview the household. If you find that the unit is vacant in a subsequent enumeration period, ask the marked questions of a knowledgeable person at that time. 8e Normally, this item would be asked during the first enumeration period. If a Type A noninterview happens during the first enumeration period, mark Item 8e by observation or ask a knowledgeable person when unsure. 9 If your office has not already filled Item 9, mark the appropriate answer box and follow the instructions printed after each answer. 10 Normally, Item 10 is asked during the first enumeration period for specific types of units. If a Type A noninterview happens during the first enumeration period in a rural area and the Control Card instructions tell you to ask Item 10 (farm sales), ask this question the first time you are able to get an interview. If you find that the unit is vacant in a subsequent enumeration period, ask the question in Item 10 of a knowledgeable person at that time. 11 Fill if not already marked. 24 Fill only if provided by the household respondent. Otherwise, leave the race information blank until you are able to interview the household. Do not fill race by observation, probing, or by asking a neighbor. Entries for Type B Noninterviews In addition to the entries required for all noninterview types, you need to complete Item 7a and Items 9 through 11 following the same instructions provided above for Type A noninterviews. Vacant Units If you discover a vacant sample unit in an area segment during the first enumeration period and one or more of the questions are marked in Item 7b, ask the marked questions of a knowledgeable person in the area. Temporarily Occupied by Persons With a URE Some sample areas, such as beach resorts, will have units that are occupied by URE households and turnover in these areas will be unusually high. We do not want you to prepare a new Control Card in these areas each time an entire URE household is replaced by another URE household in the sample unit. To save time in these situations, report new occupants at these sample units on the Control Card as instructed below: Item 3 Do not change the household number. Item 13 For all persons in the previous URE household, cross out each person's entries in Items 13a, 13b, and 13c. Using the first available line in Item 13a, only enter the reference person's name for the new URE household. Also, enter the new reference person's relationship code (11) in Item 13b and mark the "No" answer box in Item 13c. It is not necessary to list any other URE household members on the Control Card. 25a For the previous URE household members, enter the reason code (25) and the month and year (e.g., 6/03) that you discovered the household composition change. For the new URE household, enter the total number of household members and the month and year (e.g., 6/03) that you discovered the new URE household in the sample unit. Make sure that the line number used in Item 25a for the new URE household matches the line number used in Item 13a for the new URE reference person. Entries for Type C Noninterviews In addition to the Control Card entries required for all noninterview types, you also need to make the following entry for Type C noninterviews: Item 7b If the sample unit is in an Area Segment and you classify the unit as a Type C noninterview in the first enumeration period, check to see if Box (3) is marked. If it is, ask this question of a neighbor or other knowledgeable person and then circle the appropriate answer. Topic 6. Type Z Noninterview Persons What Is a Type Z Noninterview? You will classify an eligible household member as a Type Z noninterview when you are unable to interview an eligible household member and the household member is not the household respondent. Unlike Type A, B, and C noninterviews, a Type Z noninterview relates to an eligible household member (other than the household respondent) and does not relate to the entire sample household. Another difference is that a personal visit is not required prior to classifying a person as a Type Z noninterview. However, if you are unable interview the household respondent, the entire sample household will classify as a Type A noninterview because: * You must interview the household respondent before interviewing anyone else in the household AND * You cannot classify a household respondent as a Type Z noninterview person. Minimizing Type Z Noninterviews It is important to keep both Type A and Type Z noninterviews to a minimum, so that: * Your response rate does not suffer and * The sample data you collect is truly representative of the entire U.S. population. Individuals who are difficult to find at home or who resist being interviewed may have different victimization experiences than persons who are readily available for interviews. Therefore, failure to get interviews from all eligible household members could introduce a serious bias into the survey results. Situations Causing Type Z Noninterviews There are several reasons why you might be unable to interview one or more eligible household members in a sample unit. Some situations will be beyond your control, while other situations can be overcome by improving your salesmanship and contacting households when you are most likely to reach household members. Never Available (Code 1) You may find that an individual respondent within a sample household is never available when you contact the household. If all of the following conditions are true, then you can classify an individual respondent as a Type Z noninterview: You made repeated attempts to reach the individual respondent. You are sure that the individual respondent is not temporarily absent. If the respondent is temporarily absent, you would try to get a proxy interview following the proxy interview procedures provided in Part C, Chapter 1, of this manual. You have a completed interview with the household respondent. Refused (Code 2) Even after you try to persuade a respondent to comply with our survey, some individual respondents will still refuse to be interviewed. You cannot take a proxy interview for an eligible respondent who refuses to be interviewed. When an individual respondent refuses to be interviewed, classify the person as a Type Z noninterview. Also use Code 2, Refused: Any time another person refuses to allow an interview with an eligible household member, such as a household member refusing to let you interview his/her elderly parent or 14-year-old child. An acceptable proxy respondent refuses to give an interview for an eligible respondent who is unable to respond for himself/herself due to a physical and/or mental problem or due to being temporarily absent from the sample address. Physically/Mentally Unable to Answer and No Proxy Available (Code 3) You are allowed to take proxy interviews for individual respondents who are physically and/or mentally unable to be interviewed during the entire interview period. "Physically/mentally unable to answer" means that the household member must have health and/or mental illness problems that are continuous throughout the entire interview period. If you are unable to find an eligible proxy respondent for this person, classify the household member as a Type Z noninterview and enter Code 3. Temporarily Absent and No Proxy Available (Code 4) If an individual respondent is temporarily away from home and not expected to return before your closeout date, you can take a proxy interview. If you cannot find an eligible proxy respondent for this person, classify the household member as a Type Z noninterview and enter Code 4. Other Type Z Situations (Code 5) Use Code 5 when you are unable to interview an eligible respondent (other than the household respondent) and the situation does not fit Codes 1 through 4. Here are some examples: Household member cannot speak English/no acceptable interpreter-- Another situation you may encounter is a household member who cannot speak English and an acceptable interpreter is not available. If this occurs, classify the person as a Type Z noninterview. Do not take a proxy interview. No acceptable proxy respondent available for a 12- or 13-year-old child-- If a 12- or 13-year-old household member is not allowed to answer for himself/herself and no acceptable proxy respondent is available, classify the child as a Type Z noninterview and use Code 5. Blank screen questions for a household member (other than the household respondent)-- Be careful not to leave Screen Questions 36c, 40c, 41c, 42c, 43c, 44b, and 45b unanswered on the NCVS-1 questionnaire. This situation could cause an individual respondent to be classified as a Type Z noninterview. Insufficient number of NCVS-2s completed-- Make sure that you complete an NCVS-2, Crime Incident Report, for each incident reported by a respondent. Be sure to complete the correct number of NCVS-2s for an individual respondent. If any NCVS-2s are missing and we are unable to obtain the missing Crime Incident Reports, NCVS-2s, the individual respondent will be classified as a Type Z noninterview. Entries on the Control Card Item 25b on the Control Card is intended to show the most current interview date for each eligible household member. However, if the person is a Type Z noninterview, leave the "date of interview" space blank. If a previous interview date is shown in Item 25b, erase it. Item 25c on the Control Card is intended to show how long each eligible household member has lived at the sample address. This question needs to be updated each enumeration period, even if the person is a Type Z noninterview. You will ask the household respondent this question for each eligible household member. Entries on the NCVS-1, Basic Screen Questionnaire When it becomes necessary to classify an individual respondent as a Type Z noninterview, there are certain items on the Basic Screen Questionnaire, NCVS-1, to which you need to pay particular attention. These items include 14a, 14b, and 17 through 28. Items 14a and 14b Use Items 14a and 14b on the cover page of the NCVS-1 to: Identify by line number the household member who you are unable to interview (Item 14a). Enter the appropriate reason code to explain why the person is a Type Z noninterview. The codes and descriptions are listed to the right of Item 14b. Items 17 Through 28 Even though you are unable to complete an interview with a Type Z person, you are still required to complete: Item 17 With the individual respondent's first and last name. 18 By marking Box (5) to indicate that the person is a Type Z noninterview. 19 With the person's line number from Control Card Item 13a. 20 - 28 With the person's personal characteristics from the Control Card. Completing an INTER-COMM (Form 11-36) Each time you classify an individual respondent as a Type Z noninterview, you must complete an INTER-COMM explaining the circumstances so that your supervisor has a clear picture of the situation. Attach the completed INTER-COMM to the NCVS-1 before returning the case to the office. Do Not Complete an NCVS-7 When you classify a person as a Type Z noninterview, do not complete a Noninterview Record, NCVS-7. The Noninterview Record is only required for Type A, B, and C noninterview cases. Part A, Chapter 7 Chapter 7 Interviewing Materials - Descriptions and Receipt/Transmittal Instructions Table of Topics 1 Description of Materials 2 Materials Kept Month to Month 3 Materials Supplied Monthly 4 Checking and Acknowledging Receipt of Materials 5 Mailing Completed Work Topic 1. Description of Materials Titles and Form Numbers Listed below are the titles and form numbers of the forms and questionnaires that you will use specifically for your NCVS work: * Control Card, NCVS-500 * Basic Screen Questionnaire, NCVS-1 * Personal Characteristics, NCVS-1A * Crime Incident Report, NCVS-2 * Noninterview Record, NCVS-7 * Field Representative's Information Card Booklet, NCVS-554 * NCVS At a Glance, NCVS-550.1 * NCVS Fact Sheet, NCVS-110 * NCVS Introductory Letters, NCVS-572(L) and NCVS-573(L) * NCVS Thank You Letters, NCVS-593(L) and NCVS-594(L) There will be other materials that you will use in the course of your work, but those materials are generic to most surveys, such as appointment slips, INTER-COMMs, and transmittal forms. Control Card, NCVS-500 The Control Card is used as the basic record of each sample unit. It contains the sample unit's control number and address, as well as basic information about each household member (e.g., names of each person living in the household, age, race(s), sex, marital status, education, and so forth). Also shown is information about the entire household, such as total household income, a record of crime incidents, contacts with the household, and noninterviews. Each interview month, your regional office will send you Control Cards for all of your assigned cases. The items that you will fill or update on each Control Card will vary depending on the enumeration period for the sample unit. Detailed instructions for completing the Control Card are covered in Part B, Chapter 1, of this manual. Basic Screen Questionnaire, NCVS-1 The information that is collected for all sample households on the Basic Screen Questionnaire, NCVS-1, and the Crime Incident Report, NCVS-2, is tabulated and later used as the basis for the annual criminal victimization reports. You will complete an NCVS-1 for each sample unit that you interview. This questionnaire consists of four parts which you will either fill with the respondent during the interview or transcribe information onto after the interview. NCVS-1 Cover Page (Items 1 Through 16) You will complete most of the information on the NCVS-1 cover page after completing the interview. Most of the cover page items require you to transcribe information from Control Card items. Instruction banners on the cover page will tell you when to fill each group of items. The NCVS-1 cover page consists of identification information for the sample unit, together with information on type of living quarters, use of telephone, household income, whether the sample unit is located on an American Indian Reservation or American Indian Lands, possible proxy interviews, Type Z noninterviews, number of eligible and ineligible household members, number of crime incident reports filled, and changes in household composition. NCVS-1 Personal Characteristics (Items 17 Through 28) Items 17 through 28 make up what we refer to as the NCVS-1 personal characteristics. For the household respondent, these items appear on page 2. Since the NCVS-1 can be used for the household respondent and three additional respondents, Items 17 through 28 are also repeated on pages 12,18, and 24. If a sample household has more than four eligible household members, you will use an NCVS-1A as the screen questionnaire for each additional household member who does not fit on the household's NCVS-1. Items 17 through 28 are mostly information that you will transcribe from the Control Card. You need to complete these items for each household member who is at least 12 years of age, even if the person is a Type Z noninterview. NCVS-1 Interview Date and Questions on Mobility and Business Operated from Sample Address (Items 29 Through 35) Use Item 29 to enter the month, day, and year of the household member's interview. Use Item 33 to collect information about the length of time the household member has lived at the current address and the number of moves made in the 5 years prior to the interview (if resided less than 5 years at current address). Items 34 and 35 are asked only of the household respondent to determine whether a household member operates a recognizable or unrecognizable business from the sample address. NCVS-1 Screen Questions (Items 36 Through 46 for the Household Respondent and Items 36 and 40 Through 45 for Individual Respondents) Pages 3 through 10 of the NCVS-1 contain the screen questions for the household respondent. In addition to the screen questions asked of all eligible household members, you will ask the household respondent a few additional screen questions dealing with household crimes. The household respondent's screen questions start with Item 36 and end with Item 46. The additional screen items for household crimes are Items 37 through 39 and 46. All other eligible household members will be asked the screen questions in Items 36 and 40 through 45. These screen questions are repeated in the NCVS-1, so that you can interview three individual respondents after completing the household respondent's interview. Use NCVS-1A questionnaires for households that have more than four eligible household members. Detailed instructions for completing the NCVS-1 questionnaire are provided in Part B, Chapter 2, of this manual. Personal Characteristics, NCVS-1A Any sample household that has more than four eligible household members will require you to complete an NCVS-1A questionnaire for each additional household member. The NCVS-1A contains the same personal characteristics and screen questions as shown for individual respondents in the NCVS-1 questionnaire. Since the NCVS-1A has only five pages and can become separated very easily from the household's NCVS-1, always remember to carefully transcribe the sample, control number, and household number onto the top of the NCVS- 1A cover page before you begin filling out the rest of the NCVS-1A. This identification information is vital to showing the relationship between the questionnaire and the sample unit. Before you transmit completed forms for an assigned case to your regional office, make sure to insert any NCVS-1As that you completed inside the NCVS-1 questionnaire. If the sample household requires only one NCVS-1A, staple the completed NCVS-1A to the last page of the household's NCVS-1. Crime Incident Report, NCVS-2 For each crime incident reported by an eligible household member, you need to complete a separate Crime Incident Report, NCVS-2. Use this questionnaire to gather detailed information about each reported incidence of crime. Always transcribe the identification information for the sample case onto the top of the NCVS-2 cover page before completing the Crime Incident Report. By entering the case's sample, control number, and household number on the NCVS-2, you are ensuring that any NCVS-2s completed for a sample address can be linked together with the other completed forms for the sample address. Detailed instructions for completing the Crime Incident Report, NCVS-2, are covered in Part B, Chapter 3, of this manual. Noninterview Record, NCVS-7 Any time you need to classify a sample unit as a Type A, B, or C noninterview, you also need to complete an NCVS-7, Noninterview Record. Complete the necessary items on the Noninterview Record after you complete the required items on the Control Card. Do NOT complete: * An NCVS-7, Noninterview Record, when you classify a household member as a Type Z noninterview. * An NCVS-1 or any NCVS-2s when you complete an NCVS-7, Noninterview Record. Be sure to transcribe the sample, control number, and household number onto the top of the NCVS-7 and attach the completed NCVS-7 to the case's Control Card before mailing the case back to your office. Detailed instructions for completing the Noninterview Record, NCVS-7, are provided in Part B, Chapter 4, of this manual. Field Representative's Information Card Booklet, NCVS-554 Your Information Card Booklet contains two types of cards. Some of the cards in this booklet are designed for you to show respondents as you conduct certain parts of the NCVS interview in person. By using these cards during a personal visit interview, you can: * Avoid reading long lists of answer categories and * Allow respondents to read all the categories before selecting the appropriate answer. The remaining cards in this booklet are designed to aid you with specific parts of your NCVS job. Here is how your Information Card Booklet is arranged: Page 2 Shows an explanation of the NCVS which satisfies the Privacy Act requirements, together with commonly asked questions and suggested answers. 3 Displays the suggested introductions for both personal visit and telephone interviews, along with listing reminders. 4 Provides a summary table to help you determine who to include as a household member. This table is designed to help you with Control Card Item 13c. 5 Once you have a household member's date of birth in Control Card Item 16, then the age verification chart on page 5 will help you to determine the household member's age as of the last day of the month preceding the interview month. After determining the household member's age, verify it with the household member before entering it in Control Card Item 17. 6 Provides the Spanish Origin flashcard that you will show to a household respondent when asking Control Card Item 23 in person. 7 Provides the Race flashcard that you will show to a household respondent when asking Control Card Item 24 in person. 8 Provides the Education Codes flashcard that you will show to a household respondent when asking Control Card Item 21 in person during the first, third, fifth, and seventh enumeration periods. 9 Provides the Employment flashcard to show a household member who is at least 16 years of age when asking Item 48a on the NCVS-1. 10 Provides a checklist to help you determine the correct reference period starting date for each eligible household member. For a first enumeration period household, the reference period for all household members will be the first day of the month 6 months prior to the interview month. For subsequent enumeration periods, the reference period starting date can vary based on the interview date from the previous interview, but the ending date for each reference period is always the day prior to the current interview date. 11 Gives examples of correct reference period starting and ending dates for a variety of household situations. 12 & Provide a 2-year calendar, along with a list of 13 holidays for each year. When necessary, allow the respondent to view these calendars during a personal visit interview to help him/her remember the months covered by the reference period and the exact month in which an incident occurred. 14 Provides a table showing which Control Card items need to be filled for each enumeration period (1 through 7). Also identified are the Control Card items that you must either verify or fill for every enumeration period. 15 Provides the Household Income flashcard that you will show to the household respondent when asking Control Card Item 28 in person. 16 Provides a quick reference to help you decide which items to either include or exclude when recording answers to Items 88 and 89 on the NCVS-2. These items relate to incidents of theft and attempted theft. When the offender is a police officer, page 16 also provides guidance on preparing the summary report for Check Item W on the NCVS-2. 17 Explains the various interviewing or listing situations that require you to prepare an INTER-COMM, Form 11-36. 18 Provides a table listing which items to complete on each NCVS form by type of noninterview (Type A, B, C, and Z). 19 Gives you the NCVS definition for the term "rape." 20 Provides an edit checklist to aid you in editing the NCVS-500 for interviewed households. 21 Provides an edit checklist to aid you in editing the NCVS-1 and NCVS-1A for interviewed households. 22 Provides an edit checklist to aid you in editing the NCVS-2 for interviewed households. 23 Provides an edit checklist to aid you in editing the NCVS-500 and the NCVS-7 for noninterviewed households. NCVS At a Glance, NCVS-550.1 This job aid consists of four legal-size pages. The first two pages provide information about the survey's purpose, its sponsor, data users and uses, length of interview, and participation requirements, along with answers to seven frequently asked questions. The last two pages contain reference information to help you with NCVS key concepts and definitions. Information on the first two pages are worded so that you can read the information directly to a respondent as needed. The last two pages are written for you to read to yourself as needed. NCVS Fact Sheet, NCVS-110 This brochure provides summarized results from the most recent NCVS findings. The results are presented in text, graphs, and charts. Prior to interviewing a sample household for the first enumeration period, your office will mail the household an NCVS Fact Sheet, NCVS-110, and an introductory letter, NCVS-572(L). For subsequent enumeration periods, you can hand the respondent an NCVS Fact Sheet when: * The respondent requests the type of information provided in this brochure. * You discover a replacement household at a sample unit. * You feel that the brochure may encourage a respondent to cooperate. NCVS Introductory Letters, NCVS-572(L) and NCVS-573(L) Before you visit a sample household, the regional office will mail the household an introductory letter which briefly describes the NCVS and lets them know to expect your visit or telephone call. The NCVS-572(L)letter is sent to each first enumeration period household and the NCVS-573(L) letter is sent to each second through seventh enumeration period household. Always look at Item 5 on the Control Card to see if your regional office sent an introductory letter to the sample household. If the "No" box is marked for the current enumeration period, make sure to hand the respondent a copy of the appropriate letter and a copy of the NCVS Fact Sheet(NCVS-110) when conducting the interview in person. Both of these introductory letters are also available in Spanish, Chinese, Korean, and Vietnamese. NCVS Thank You Letters, NCVS-593(L) and NCVS-594(L) There are two different preprinted "Thank You" letters for you to use as appropriate. The NCVS-593(L)letter is written to help leave a positive impression with a reluctant respondent and possibly help you to gain his/her cooperation during the next enumeration period. After interviewing a household, mail the NCVS-593(L) "Thank You" letter to the household if they showed any signs of refusing in the future. The NCVS-594(L) letter is written as a "Thank You" letter for you to mail to sample households who have completed their interviews for the seventh enumeration period. Both of these "Thank You" letters are also available in Spanish, Chinese, Korean, and Vietnamese. Questionnaires, Forms, and Instructions in Spanish, Chinese, Korean, and Vietnamese You are supplied automatically with "Introductory" and "Thank You" letters, questionnaires, forms, and instructions printed in English. If you know that your assignment area includes households that may speak Spanish, Chinese, Korean, or Vietnamese, make sure that you request letters, questionnaires, forms, and instructions in the required languages (Spanish, Chinese, Korean, or Vietnamese). Topic 2. Materials Kept Month to Month Materials Needed Each Interview Month Your regional office will provide you with the following supplies that you need to keep on hand to use every interview month: A black portfolio to hold your identification card and all of your assignment materials Copies of both "Introductory" letters, NCVS-572(L) and NCVS-573(L) Copies of both "Thank You" letters, NCVS-593(L) and NCVS-594(L) Copies of "Request for Appointment" slips, Forms 11-38 and 11-38A Copies of blank Control Cards, NCVS-500 Copies of blank Basic Screen Questionnaires, NCVS-1 Copies of blank Personal Characteristics, NCVS-1A Copies of blank Crime Incident Reports, NCVS-2 Copies of blank Noninterview Records, NCVS-7 Copies of blank Interviewer Communications (INTER- COMMs), Form 11-36 Field Representative's Information Card Booklet, NCVS-554 Copies of the NCVS Fact Sheet, NCVS-110 Payroll forms Pre-addressed envelopes for you to mail completed work back to the office Mechanical pencils Notify your regional office whenever you start to run low on any of these supplies or need a particular item replaced. Topic 3. Materials Supplied Monthly Assignment Materials for an Interview Month Before the start of each interview month, your regional office will send you: A detailed memorandum which provides any special topics of which you need to be aware, as well as reminders and regular monthly topics, Control cards for each of the current sample cases assigned to you, CATI Hold Control Cards (in some assignment areas) for your use if the sample case recylces from the CATI facility to you for completion, and Segment folders containing the listing sheets, maps, and any other related materials and instructions you may need for your listing and interviewing work. Call your supervisor immediately if any of the instructions are unclear to you. Importance of the Monthly FR Memorandum Read all NCVS monthly memorandums very carefully so that you can conduct your NCVS work accurately for each interview month. Every month your memorandum will cover current monthly topics, as well as any special reminders. Ongoing regular monthly topics are covered as attachments to the memorandum. Contact your regional office if any part of the memorandum is unclear to you. Topic 4. Checking and Acknowledging Receipt of Materials Checking New Assignments As soon as you receive your monthly package of interview materials, check the items listed on the Transmittal Form 11-35 that accompanies these materials. When you review your transmittal form, you will see a list of segment numbers for your assigned cases, along with a list of serial numbers for each assigned case within the segment. Check to make sure that you received a segment folder for each segment number listed on the transmittal form. Also check to ensure that you received a Control Card for each case/serial number listed on the transmittal form. If you find that anything listed on the transmittal is missing from your package, call your supervisor immediately. Requesting Materials Kept Month to Month If you know that you are running low on your regular supplies or need to replace an item used each month for the NCVS interviewing, place your order by either: * Calling your regional office or * Using the supply request form provided by your regional office. Topic 2 of this chapter provides a list of the materials that your regional office sends and expects you to keep on hand for use during each interview month. Topic 5. Mailing Completed Work When to Return Completed Work and Related Materials Whenever possible, try to send your completed work back to the regional office on a daily basis. If you can't return completed work daily, make sure to send it back on a flow basis as frequently as possible. Once you have completed all assigned cases within a segment, you can return the segment folder to your regional office. Return completed segment folders on a flow basis and do not hold them until the final shipment. Return the following divider cards with your final shipment: NCVS-601, Use Personal Procedure Cover Card, NCVS-602, Use Telephone Procedure Cover Card, and NCVS-604, CATI Hold Cover Card. Make sure that your final shipment for an interview month is mailed back to the regional office no later than the closeout date provided by your supervisor. Preparing Your Completed Work and Materials for Mailing Before placing your completed work in the preaddressed envelope for mailing, you need to stack these materials in a specific order. Noninterview Cases (Type A, B, or C) You should have a completed Noninterview Record, NCVS-7, for each of your noninterview cases (Type A, B, or C). Staple each completed NCVS-7 to the appropriate Control Card for the sample household. When organizing your shipment to the regional office, place at the top of the stack of completed work any NCVS-7s that have been stapled to their Control Cards. Any segment folders that you are returning to the regional office need to be at the bottom of the stack. Completed Cases For each completed case, insert the Control Card and any completed NCVS-2s and NCVS-1As inside the completed NCVS-1 for the case. Do not insert these completed questionnaires into the segment folder. Stack all completed NCVS-1s with the cover page facing up and the appropriate forms inside each NCVS-1. Place the stack of completed NCVS-1s directly under the NCVS-7s in the stake of completed work. Segment Folders Once you are done interviewing all assigned cases in a segment, including any recycled CATI cases that your supervisor asks you to complete, place the segment folder below the completed NCVS-1s in the stack of completed work. Mailing Your Completed Work Your regional office will provide you with pre-addressed envelopes to use for mailing back your completed work and materials and your supervisor will tell you whether to mail your work back by first class, priority, and so forth. Once you have all the completed NCVS work and materials stacked in the proper order, place them in the pre-addressed envelope and seal the envelope securely. Mail the envelope using the method recommended by your supervisor. Part B, Chapter 1 Chapter 1 Completing the NCVS-500, Control Card Table of Topics 1 General Instructions 2 Completing Items 1 Through 11 (Unit Identification) 3 Completing Items 12 Through 15 (Household Roster/ Housing Unit Coverage) 4 Completing Items 16 Through 22(Personal Characteristics) 5 Completing Items 23 Through 25 (Spanish Origin/Race/ Household Composition Changes) 6 Completing Items 26 Through 29 (Use of Telephone/Building Characteristics/Household Income) 7 Completing Items 30 Through Table X Record of Visits and Telephone Calls/Noninterview Reason/Notes/Bounding Information/Noninterview Contact Person/Determining EXTRA Units Topic 1. General Instructions Definition The NCVS-500, Control Card, is the "basic record" for each sample unit throughout each enumeration period (first through seventh). Your NCVS assignment materials will always include a Control Card for each case assigned to you, and it is your responsibility to collect and/or update most of the information stored on this form. When completed, an NCVS Control Card contains the sample unit's control number and address, as well as basic information about the sample household (for example, names of each person living in the household and each person's age, ethnicity, race, sex, marital status, education, and so forth). The Control Card also provides information about the housing unit, the household's total income, crime incidents reported by the household, contacts with the household, and noninterviews. The items that you will fill and/or update on each Control Card will vary depending on the enumeration period for the sample unit. Since Control Cards are used to document a wide variety of information about the sample address and its household members throughout each enumeration period, you need to be extremely careful to complete and/or update each item accurately, completely, and legibly. First Enumeration Period Before you receive your NCVS assignment materials and visit a sample address for the first enumeration period, your regional office is responsible for pre-filling the following Control Card items: * Item 1--Sample number (for example, J20, J21, J22) * Item 2--Control number (PSU (5 digits), Segment (4 digits), Check digit (1 digit), and Serial number (2 digits)). Here is an example, J20-19183-1355-2-03). * Item 3--Household number * Item 4a--Segment type * Item 4b--CATI segment eligibility * Item 5--Mailing of an introductory letter to the sample address * Item 6a--Sample address * Item 6d--Group quarters name, code, and sample number(when applicable) * Items 7a and 7b--Year built and coverage questions (when sample unit is located in an area segment) * Item 9--Land use During the first enumeration period, you are responsible for completing the remaining Control Card items following the instructions in this chapter and on the Control Card. Updating Control Card Items Several Control Card items are shaded. After your first interview with a sample household, you are responsible for updating the information for each shaded item during each remaining enumeration period. However, you only need to update unshaded items on the Control Card if you happen to discover a change. Control Cards for "CATI Hold" Cases Depending on your assignment area(PSU), your assignment materials could include a stack of Control Cards that are marked as "CATI Hold" cases. Since all first enumeration period interviews must be done in person and are not eligible for CATI, any "CATI Hold" Control Cards that you receive will always be for a second through seventh enumeration period case. Only interview a "CATI Hold" case when your supervisor instructs you to do so. If a "CATI Hold" case is successfully interviewed at the CATI facility to which it was assigned initially, then you will not interview the sample household or make any entries on the "CATI Hold" Control Card. However, when the CATI facility is not successful in completing the interview, the NCVS case will "recycle" to you for interview. If this happens, your supervisor will notify you to pull the "CATI Hold" Control Card and to interview the sample household by telephone or, if necessary, by personal visit. At that point, you will make the appropriate updates to the case's Control Card, based on the enumeration period for the sample household. Identifying a Case's Panel and Rotation Group The NCVS sample is divided into panels and rotation groups. Occasionally, you may need to identify from your assignment a case's panel and rotation group before conducting interviews for a supplement or special study related to the NCVS. To identify a case's panel and rotation group, look at Item 2 on the Control Card. The case's control number in Item 2 starts with a 5-digit PSU number and is followed by a 4-digit segment number. You can determine a case's panel and rotation group by looking at the first two digits of the segment number. The first digit of the segment number tells you the case's panel number (1 through 6) and the second digit of the segment number identifies the case's rotation group (1 through 6). Since an NCVS case is assigned for interview once every 6 months while in sample, here is a list of panel numbers and interview months: PANEL ROTATION 1-Assigned for interview in January and July. 2-Assigned for interview in February and August. 3-Assigned for interview in March and September. 4-Assigned for interview in April and October. 5-Assigned for interview in May and November. 6-Assigned for interview in June and December. Within each sample (J20, J21, J22), cases are grouped into six rotation groups and each rotation group consists of six panels. (See Part A, Chapter 1, Topic 3, for more information about the NCVS sample design.) Topic 2. Completing Items 1 Through 11(Unit Identification) Control Card Label In most cases, your regional office will affix a computer- generated label in the top, left corner of the original Control Card for a sample address. In addition to a barcode, the Control Card label shows the information for Items 1(Sample), 2(Control Number), and 6a (Address). Item 1 (Sample) If the Control Card is completed in the field for a replacement household or an EXTRA unit, the sample designation will be handwritten in Control Card Item 1. For the 1990 sample design, the available sample designations for NCVS are J18 through J24. Item 2 (Control Number) The sample designation in Control Card Item 1, together with the control number in Item 2, uniquely identify the sample address. For each case assigned to you for interview, the control number will either appear on the computer-generated label or will be handwriten in Item 2. Each NCVS case has a unique control number that consists of: * A 5-digit Primary Sampling Unit (PSU) number of which the first two-digits identify the Federal Information Processing Standards (FIPS)state code and the next three digits identify the FIPS county code (for example, PSU 19183 identifies Iowa State and Washington County). * A 4-digit segment number of which the first digit identifies the panel number, the second digit identifies the rotation group, and the last 2 digits identify the type of segment (area, unit, permit, or group quarters). * A 1-digit check-digit number follows the segment number. * The last 2 digits of the control number are the case's serial number, which is unique within segment number and sample designation. Serial numbers can range between 01 and 15. Item 3 (Household Number) Prior to the first enumeration period interview, your regional office should pre-fill Item 3 with the number one (1). If it is blank for a first enumeration period interview, enter the number one (1). Each time a household moves out of a sample address and a new household replaces the previous household, Control Card Item 3 needs to increase by "1." If the household/family that you interviewed for the first enumeration period continues to occupy the sample address throughout all seven enumeration periods, then you will never change the household number in Item 3. As BJS compares data from one enumeration period to the next, they need to be aware of any household changes, so they can account for these household changes in their data analysis. Completing a New Control Card and Changing the Household Number Under the following conditions, you will complete a "new" Control Card for a sample address and enter a "new" household number in Item 3: During a second through seventh enumeration period, the household who occupied the sample address during the previous enumeration period has moved out and a different household has moved into the sample address. This new household is referred to as a "replacement" household, even if the original household was a Type A noninterview in the previous enumeration period and the new household is a Type A noninterview in the current enumeration period. Complete a new Control Card for the replacement household and increase the household number in Item 3 by "1." For example, if the Control Card for the previous enumeration period showed the household number as "1," then the Control Card for the replacement household needs to show the household number as "2." Do not change the household number on the Control Card if the household was a Type A noninterview in the previous enumeration period and the same household resides at the address for the current enumeration period. In previous enumeration periods, the sample address was occupied, interviewed, and then the address was classified as a Type B noninterview (for example, vacant or under construction, not ready). In the current enumeration period, another household is residing at the sample address. In this situation, the current household is considered a replacement household and you would increase the household number in Item 3 by "1." While the sample address is unoccupied and classified as a Type B noninterview, do not change the household number. Wait until another household occupies the unit. Do not change the household number if the sample address was classified as a Type B noninterview starting with the first enumeration period and, at a later enumeration period, a household occupies the sample address. In this case, this household is considered the first sample household. Filling Item 3 for Extra Units If you discover an EXTRA unit while interviewing, you need to complete a separate Control Card for this "new" housing unit. As you complete a new Control Card for an EXTRA unit, always enter household number "1" in Item 3. Items 4a and 4b (Segment and CATI Eligibility) Your regional office should pre-fill both of these items before the first enumeration period. If either one of these items is left blank, call your regional office. In Item 4a, your regional office should mark one of four answer boxes to indicate the type of segment in which the sample address is located. The four segment types for the 1990 sample design are Area, Group Quarters, Unit, and Permit. (Detailed instructions for each segment type can be found in the Listing and Coverage Manual for Field Representatives, Form 11-8.) Your regional office should also pre-fill Item 4b to indicate whether or not the sample address is eligible for interview at a CATI facility after the first personal visit interview with the sample household. Item 5 (Letter Sent) If your regional office instructs you to mail introductory letters for your assigned cases (NCVS-572(L) for initial interviews and NCVS-573(L) for subsequent interviews), then it is your responsibility to complete Item 5 indicating whether or not you mailed a letter to the sample address. Otherwise, your regional office will complete Item 5 to let you know whether the office mailed a letter to the sample household prior to your visit or call. Before conducting a personal visit interview, always check Item 5 to see whether an introductory letter has been sent to the household. First Interviews The Privacy Act requires that we provide the information contained in these letters to our respondents. As you deliver your introduction for the initial personal visit interview to a first enumeration period household or to a replacement household, you will either: * Verify that the household received the NCVS-572(L)letter (when "Yes" marked in Item 5). If you discover that the household did not receive the letter, hand a copy of the NCVS-572(L) letter to the respondent and allow time for the respondent to read it. Or Hand the respondent a copy of the NCVS-572(L) letter (when "No" is marked in Item 5) and allow the respondent time to read it. Subsequent Interviews After your initial interview, most remaining interviews for a returning household will be conducted by telephone. Do not ask about receipt of the NCVS-573(L) letter when you are conducting an NCVS interview by telephone, regardless of whether "Yes" or "No" is marked in Item 5. When "No" is marked in Item 5 for a returning household, do not interview the household in person just so you can give them a letter. However, if there is another reason for interviewing the returning household in person and "No" is marked in Item 5, then you can hand the NCVS-573 (L)letter to the respondent. If there is a reason to interview a returning household in person and the "Yes" answer is marked in Item 5, there is no need to ask about receipt of the introductory letter. In this situation, keep the NCVS-573(L) letter handy in case the respondent asks for a copy or asks for information covered in this letter. Item 6a (Address) If a Control Card Label is used, the sample address for Item 6a will be shown below the barcode on the label. Otherwise, the sample address will be handwritten in Item 6a, along with the segment listing sheet number and line number. Use this address to find the location of the sample address when you need to make a personal visit interview. Materials in the segment folder, such as listing sheets and census maps, are also provided to help you locate a sample address. Use the sheet and line numbers entered in Item 6a to help you locate the sample address on the segment listing sheet. (Detailed instructions for using listing sheets and census maps and locating sample addresses are covered in the Listing and Coverage Manual for Field Representatives, Form 11-8.) When to Make Address Corrections You are responsible for making corrections to the address entered in Item 6a when: Errors are found between the address shown on the listing sheet and the address printed on the Control Card label or handwritten in Control Card Item 6a. The respondent gives you an address correction after you ask the question in Item 6b, "What is your exact address?" However, if you are working in an area segment and the respondent gives you a mailing address and Item 6a shows a location description (for example, white house with black shutters on Rt. 40 about 1/4 mile east of Rt. 40/209 intersection), do not line through and change the location description in Item 6a. In most cases, the respondent is providing the mailing address (see Item 6c below). How to Make Address Corrections Line through any incorrect parts of the address shown in Item 6a; do not erase incorrect parts of the address. Add any corrections or additions as legibly as possible, and make sure to include any unit designations and ZIP Codes. Any corrections or additions that you make to the address shown in Item 6a, also need to be made to the address shown on the segment listing sheet. Instructions for correcting segment listing sheets are included in the Listing and Coverage Manual for Field Representatives, Form 11-8. Also prepare an INTER-COMM, Form 11-36, explaining why you needed to correct or add information to the sample address in Item 6a. Item 6b (Address Verification) Once you have delivered your introduction, begin completing or updating the Control Card by either asking the question in Item 6b for incoming households or verifying the address in Item 6a for returning households. First Interview (Incoming Households) Always ask the question in Item 6b exactly as worded on the Control Card the first time you conduct an interview at a sample address. Never verify the address shown in Item 6a for an incoming household (first enumeration period, noninterview in previous enumeration periods, and newly discovered units) instead of asking the question in Item 6b. You must ask the question in Item 6b to avoid "leading" the respondent and thus biasing his/her response. If the respondent gives you an address that is identical to the address shown in Item 6a, mark the "Same" box in Item 6b. Do not mark the "Same" box in Item 6b if: * You make any changes to the address in Item 6a or * Item 6a shows a location description and the respondent gives you a mailing address. Subsequent Interviews (Returning Households) After the first interview at a sample address, you can verify the address in Item 6a,instead of asking the question in Item 6b. In other words, you can verify the address in Item 6a, without asking the question in Item 6b, if: * The household is a returning household in the second through seventh enumeration period or * A replacement household moves into the sample address in the second through seventh enumeration period. Identifying EXTRA Units During your interview, you may discover an EXTRA unit. Once you have verified that the unit is truly a separate housing unit from the original sample unit, you will need to complete a separate Control Card for the EXTRA unit. As you enter the address for the EXTRA unit in Item 6a, make sure to enter an accurate unit description so the unit can be distinguished easily from the original (or parent) unit. Item 6c (Mailing Address) Whenever you are required to ask the question in Item 6a, you are also required to ask the question in Item 6c, "Is this your mailing address?". If the guidelines outlined on page B1-13 allow you to verify the sample address in Item 6a, then it is also acceptable to verify the mailing address in Item 6c. If the mailing address for the case is exactly the same as the address shown in Item 6a, then mark the "Yes" box in Item 6c. When the household uses a different address for mailing purposes, mark the "No" box and enter the mailing address in Item 6c. Since the mailing address is used to send "Introductory" and "Thank you" letters to sample households, make sure to enter a complete and accurate address in Item 6c. For example, a complete mailing address in an urban area normally includes a house number, street name, unit designation (if any), city providing postal service, state, and ZIP Code. Some addresses may also include a house number suffix (for example, 1358A), a street name direction (for example, South Jaggard St.), or a 4-digit ZIP Code extension (for example, 20603-4102). For rural areas, a complete mailing address normally includes a route number, a box number (if any), city providing postal service, state, and ZIP Code. Item 6d (GQ) Whenever a sample address is part of a group quarters (GQ), your regional office will pre-fill Item 6d with the GQ name, GQ type code (for example, 75-N, the GQ code for non-institutional group homes for abused women), and the sample number (for example, J20, J21, or J22). Detailed procedures for working with GQs are covered in the Listing and Coverage Manual for Field Representatives, Form 11-8. If you discover at the time of interview that a sample housing unit is actually a GQ unit, it is your responsibility to enter the GQ name, type code, and sample number in Item 6d. A complete list of GQ type codes is included in Chapter 4 of the Listing and Coverage Manual for Field Representatives, Form 11-8. Item 7a (Year Built) Whenever an assigned case is in an area segment (Box 1 is marked in Item 4a), your regional office will pre-fill either the "Ask 1st mo." or "Do NOT ask" box in Item 7a. If the "Ask 1st mo." box is marked, ask, "When was this structure originally built?". Only ask this question during the first enumeration period and ask it regardless of whether the sample address is occupied or vacant. If you are unable to ask the question in Item 7a because the case is a potential Type A or Type B noninterview, ask this question of a knowledgeable person such as a long- term neighbor or an apartment manager. Whenever you ask this question of a nonhousehold member, never mention the survey by name. Understanding "Year Built" When you ask the question in Item 7a, "When was this structure originally built?", our intent is to get the date that the original structure was completed. We are not interested in the completion date for later remodeling, additions, or conversions. Consider the structure to be completed when all exterior windows and doors have been installed and the final usable floors are finished. At this point, the unit is considered ready for occupancy. In the case of a multi-unit structure, all units in the structure would use the same "year built" date. If the structure containing the sample unit was built before April 1, 1990: * Mark the "Before 4-1-90" box in Item 7a and * Continue completing the Control Card. If the structure containing the sample unit was built after April 1, 1990 and Box 3 in Item 7b was marked by your regional office: * Mark the "After 4-1-90" box in Item 7a and * Ask Question 3 in Item 7b to determine if there are any EXTRA units in another structure on the property that were built before April 1, 1990. (See Item 7b later in this chapter.) If the structure containing the sample unit was built after April 1, 1990 and Box 3 is not marked in Item 7b: * Mark the "After 4-1-90" box in Item 7a and * End the interview with the sample address. Uncertainty About Year Built If there is uncertainty about whether the structure was built either before or after April 1, 1990: * Mark the "Before 4-1-90" box, * Note in Item 7a that you estimated the year built, and * Continue the interview. (See the Listing and Coverage Manual for Field Representatives, Form 11-8, for detailed instructions on determining year built.) No Entries on the Area Segment Listing Sheet When you are instructed in Item 7a to determine "year built" at the time of interview, do not make any entries on the Area Segment Listing Sheet in column 7g, Year built, and do not line through any units that you determine are built after April 1, 1990. EXTRA Units You must complete a new Control Card for each EXTRA unit that you discover during an interview. When your regional office marked the "Ask 1st mo." box in Item 7a for the original unit, you need to take the following actions for the new Control Card: Mark the "Ask 1st mo." box in Item 7a and Ask the question in Item 7a for the EXTRA unit. Attempt to interview an EXTRA unit during the same visit at which you discover the unit. If you ask the "year built" question in Item 7a and the EXTRA unit was built before April 1, 1990, continue the interview. However, if the EXTRA unit was built after April 1, 1990, end the interview and report the EXTRA unit as a Type C noninterview, Built After 4/1/90 (Code 27). Replacement Households When you discover a replacement household at a sample address, you need to complete a new Control Card. For a replacement household in an area segment, do not ask the question in Item 7a when the "Ask 1st mo." box is marked on the original Control Card. Since this question was already asked of the original household, just transcribe the entries from the original Control Card to Item 7a on the new Control Card for the replacement household. Sample Address Built After April 1, 1990 If a sample address is in an area segment and you determine in Item 7a that the structure was originally built after April 1, 1990, you will end the interview because the unit does not qualify to be in the 1990 sample. Take the following actions to remove the sample address from sample: * Complete a Noninterview Record, NCVS-7, for the sample address. When you get to Item 6 on the NCVS-7, mark Box 27 to identify the case as a Type C noninterview, Built after April 1, 1990. * In Control Card Item 30b, enter the month and year of your visit to the sample address (for example, 8/2003). In Control Card Item 30f, enter the noninterview type and reason code "C27." The block to the right of Control Card Item 33 lists all noninterview types and reason codes. Item 7b (Coverage Questions) The coverage questions shown in Control Card Item 7b are intended to discover any EXTRA housing units that have not been listed prior to your interview. For each assigned case from an Area Segment, your regional office will mark: * The appropriate coverage questions that you need to ask the household respondent or * The "None" box to indicate when it is not necessary for you to ask any coverage questions in Item 7b and can continue with Item 8a. If the case is in an area segment and no boxes are marked in Item 7b, explain the situation on an INTER-COMM, Form 11-36. Before the next enumeration period, your office will indicate in Item 7b which question(s) you need to ask. When Questions Are Marked Only ask the marked questions in Item 7b during the first enumeration period. If you get a "No" answer, circle the "N" and continue with Item 8a. If you get a "Yes" answer, circle the "Y" and complete Table X on the reverse side of the Control Card. Table X is designed to determine if additional living quarters qualify as EXTRA housing units. Once you are done filling Table X, finish interviewing the original sample unit before interviewing any EXTRA units that you may find. Type B and C Noninterviews When you need to ask a coverage question in Item 7b and the sample unit is a Type B noninterview: * Ask the marked coverage question of a neighbor or other knowledgeable person and * Modify the question's wording so that it refers to the noninterview unit (for example, "Are there any occupied or vacant living quarters besides the vacant unit next door to you on this floor?"). Never mention the survey's name when asking this question of a nonhousehold member, just identify yourself and let the person know that you are doing survey work for the United States Census Bureau. If you have a unit that classifies as a Type C noninterview and you need to ask coverage question 3 in Item 7b, make sure to ask question 3 of someone who is pretty knowledgeable about the area. EXTRA Units When interviewing an EXTRA unit, do not ask any questions or circle any answers in Item 7b. Replacement Households When preparing a "new" Control Card for a replacement household, do not ask the coverage question(s) in Item 7b for the replacement household. You do need to transcribe the marked box from Item 7b on the original Control Card to Item 7b on the new Control Card for the replacement household. Item 8a (Tenure) Ask the tenure question in Item 8a for each sample household you are able to interview during the first, third, fifth, and seventh enumeration periods. However, there may be situations when you are not able to interview a sample household during the first, third, fifth, and seventh enumeration periods, because the sample household: * Was a noninterview, * Was a newly discovered EXTRA unit, or * Was a replacement household. If you experience this situation and are able to interview a sample household during the second, fourth, or sixth enumeration period, ask the question in Item 8a and mark the respondent's answer in the column for the preceding enumeration period (for example, if you are interviewing for the sixth enumeration period, mark the fifth enumeration period). How To Ask Item 8a Start Item 8a by reading the lead-in statement, "Are your living quarters--." Then ask each part of the question, wait for an answer, and continue this process until you get a "Yes" answer from the respondent. Be careful to mark the appropriate box in the correct row (for the question) and in the correct column (for the enumeration period). Owned or Being Bought by You or Someone in Your Household Before you mark Box 1 in Item 8a to indicate that the living quarters is owned or being bought someone in sample household, make sure that: * The owner or co-owner of the sample unit is a household member. * The owner or co-owner actually lives in the sample unit when it is a cooperative apartment or a condominium unit. * The owner or co-owner has paid completely for the housing unit or is paying on a mortgage for the housing unit. Rented for Cash Before you mark Box 2 in Item 8a to indicate that the living quarters is rented for cash, make sure that money is paid for rent or a contract exists for payment of rent for the housing unit. The person paying the rent does not have to live in the housing unit (for example, the rent payer could be a welfare agency or a college student's parents). Occupied Without Payment of Cash Rent Before you mark Box 3 in Item 8a to indicate that the living quarters is occupied without payment of cash rent, make sure that: The sample household does not own or have to pay a mortgage payment. The sample household is not required to pay rent to reside in the housing unit and no one else pays the rent for the household. Examples of this situation could include: A household living in a unit without paying rent in exchange for services the household provides to the owner. A household living in a unit without paying rent as a gift from a relative or friend who does not live in the housing unit. It is also acceptable to mark Box 3 if the sample household is only required to pay for the utilities they use and no rent is required. Item 8b (College or University) If it is obvious whether or not the household's living quarters are used as student housing by a college or university, you can mark the appropriate answer box without asking the question. Make sure to verify the answer to this question during each enumeration period. Item 8c (Public Housing) During the first enumeration period, you will ask the question in Item 8c after you discover in Item 8a that the sample unit is occupied by a household who: * Pays cash rent (Box 2 is marked in Item 8a) or * Occupies the unit without payment of cash rent(Box 3 is marked in Item 8a). Do not ask the question in Item 8c if the household respondent tells you in Item 8a that they own or are buying the sample unit. When Box 1 is marked in Item 8a, skip to Item 8e. If you ask, "Is this building owned by a public housing authority?", and you get a "Yes" answer, make sure that the unit is in a federally funded project. If the building is funded by a state or local government, mark Box 2 "No." Also mark Box 2 "No" if the building is part of a federal assisted housing program, such as VA (veteran), FHA, voucher, or certificate assisted housing. After marking Box 1 "Yes," you are instructed to verify this fact with the building manager in Item 8d. If you mark Box 2 "No" in Item 8c, you are instructed to skip to Item 8e. Item 8d (Manager Verification) If you determine in Item 8c that the sample unit is in a building that is owned by a public housing authority, you are instructed in Item 8d to: * Locate the building manager and * Verify that this fact is true. This verification should be done during the first enumeration period and, if possible, again during the fifth enumeration period. If you are unable to verify the respondent's "Yes" answer in Item 8c, mark the appropriate box in Item 8d to indicate why verification was not possible. There are two reason boxes available under the heading "Unable to verify"-- CATI/Telephone and Other-Specify. If you mark the "Other- Specify" box, make sure to enter the reason on the "Specify" line. Item 8e (American Indian Reservation or American Indian Lands) Complete Item 8e during the first interview with a sample household. It is acceptable to mark the answer for Item 8e without asking the question if you are familiar with the area in which a sample address is located and know for sure whether or not the living quarters is located on an American Indian Reservation or on American Indian Lands. Whenever there is any doubt about which answer to mark in Item 8e, ask the household respondent the question in Item 8e before marking an answer box. If you notice that Item 8e is unanswered during a subsequent enumeration period, either mark the answer without asking when it is obvious or ask the household respondent and mark his/her answer. What Is an American Indian Reservation? American Indian Reservations are territories reserved as permanent tribal homelands with boundaries established by treaty, statute, or executive or court order. The Federal Government and some state governments have established reservations as territory over which American Indians have governmental jurisdiction. These entities are designated as colonies, communities, pueblos, rancherias, reservations, and reserves. What Are American Indian Lands? American Indian Lands are comprised of tribal subdivisions and trust lands. A tribal subdivision is an administrative subdivision of a reservation. Tribal subdivisions may extend beyond the boundary of their reservations and are internal units of self government or administration that serve social, cultural, or economic purposes for the American Indians living on and adjacent to the reservation. Trust Lands are held in trust by the Federal Government for either a tribe (tribal trust land) or an individual member of a tribe (individual trust land). Such land is always associated with a specific federally recognized reservation or tribe, but may be located on or off the reservation. Item 9(Land Use) Your regional office will pre-fill Item 9 to indicate whether the sample unit is located in an urban or rural area. If the "Urban" box is marked, you are instructed to skip to Item 11a. However, when the "Rural" box is marked, your instructions will vary depending on the information pre-filled by your regional office in Item 6d. When the following conditions exist, you will ask the question in Item 10 only during the first enumeration period: The "Rural" box is marked in Item 9 AND Item 6d is blank (because the unit is a housing unit, not a GQ unit). The "Rural" box is marked in Item 9 AND Item 6d shows a GQ type code of 92-N or 93-N (GQ facilities for housing workers). If the "Rural" box is marked in Item 9 AND Item 6d shows a GQ type code other than 92-N or 93-N, mark the "No" box in Item 10 without asking the question and continue with Item 11a. EXTRA Units and Replacement Households When you discover an EXTRA unit or a replacement household, you will need to complete a new Control Card. As you complete the new Control Card, make sure to mark the same box in Item 9 as the box pre-filled by your regional office for the parent unit or the original sample household. Item 10 (Farm Sales) Based on the instruction in Item 9, you may need to ask the household respondent the following question in Item 10: "During the past 12 months did sales of crops, livestock, and other farm products from this place amount to $1,000 or more?" What We Mean by "Place" For this question, the term "place" encompasses one or more tracts of land which the respondent considers to be on the same property, farm, ranch, or estate. These tracts may be adjoining or separated by a road, creek, or other pieces of land. In most cases, a "place" can be clearly defined. For example, in a built-up area, a "place" is likely to consist of a house and a lot. However, in a more rural setting, a "place" could consist of a whole tract of land or a combination of two or three pieces of land (for example, a sample address on one piece of land and another piece of land used to grow crops for sale). What We Mean by "Sales of Crops, Livestock, and other Farm Products" The household respondent should report the gross amount of money received for the sale of crops, vegetables, fruits, nuts, livestock and livestock products (milk, wool, and so forth), poultry and eggs, and nursery and forest products that are produced at this place and sold at any time during the past 12 months. Exclude the value of any products consumed at the place. The household respondent does not need to provide an exact amount. He/she only needs to identify whether or not these sales totaled $1,000 or more during the past 12 months. Sample household owns or is buying the property: In this case, farm sales should include sales from the entire acreage or property that the sample household owns or is buying, even if a portion of the property is rented to someone else. Sample household is paying cash rent for the property: In this case, farm sales should include only the amount of sales generated from the property they are renting. Sample household lives on property without paying cash rent: In this case, if the sample address for both the owner and the non-cash renter are in the sample, include the amount of farm sales from the entire acreage of the owner. Do not limit the amount of sales to only the property occupied without payment of cash rent. Sample household lives on property subsidized by the Federal Government not to grow certain crops: Only include the amount of the subsidy if the respondent would have normally grown and sold the crops that he/she is paid not to grow. Sample household moved to the property during the past 6 months: Explain to the current household that this question refers to farm sales from the property during the past 12 months, regardless of who resided on the property during those 12 months. If the current respondent is unable to answer this question, print "NA" in the answer space. Sample household is a Type A or B noninterview: Attempt to complete Item 10 by asking a neighbor. If you cannot get an answer for Item 10, print "NA" in the answer space. Sample household is Unable or Unwilling to Answer: If a respondent is unable or unwilling to answer Item 10, print "NA" in the answer space and use the "Notes" space on the Control Card to explain why you entered "NA" in Item 10. Item 11a (Unit in GQ/Not in GQ) Mark Item 11a during the first enumeration period, regardless of whether or not the sample household is interviewed. Also mark Item 11a each time you complete a new Control Card for a replacement household or an EXTRA unit. Item 11a is a check item designed to help you determine whether or not the sample address is part of a group quarters. Entry in Item 6d Refer to Item 6d to see if a GQ name and type code are entered. If a GQ name and type code are listed in Item 6d, then verify the accuracy of the GQ type code against the GQ Table provided in the Listing and Coverage Manual for Field Representatives (Form 11-8), Chapter 4, Topic 3. GQ Code Found in GQ Table: Mark Box 1 in Item 11a and then mark the appropriate box in Item 11d based on the description found in the GQ Table of the Listing and Coverage Manual (Form 11-8). Leave Items 11b and 11c blank when you mark Box 1 in Item 11a. GQ Code Not Found in GQ Table: Mark Box 1 in Item 11a and make your best determination for marking Item 11d based on the descriptions shown in the GQ Table. If you encounter problems classifying a GQ unit, contact your regional office and note the problem on an INTER-COMM. No Entry in Item 6d When no entry is shown in Item 6d, you will: * Mark Box 2 in Item 11a, * Mark the correct box in Item 11b (direct access), and * Mark the correct box in Item 11c (type of housing unit). Item 11b (Access) Item 11b is designed to indicate whether or not a sample household has direct access to their living quarters. A living quarters has direct access when an occupant can either: * Enter his/her living quarters directly from the outside of the structure or * Enter his/her living quarters from a common hall or lobby that is used by occupants of more than one unit (as found in apartment buildings). The hall or lobby must not be part of any unit and must be clearly separate from all units in the structure. If the only entrance to an occupant's living quarters is through a room or hall of another household's living quarters, then the living quarters does not have direct access. Only mark Item 11b by your observations when you are sure that the sample unit has direct access. If you are not sure, ask the household respondent before marking Item 11b. If you mark Box 2 because the unit does not have direct access, then the sample address is not a separate housing unit and should be considered part of the housing unit through which access to it is gained. It is also possible that the unit may have been merged with another unit. A merger is the result of combining two or more unit addresses to form one unit address. A merger could involve two single family homes or two or more apartments in a multi-unit structure. (See Appendix B of this manual for more information on mergers.) Item 11c (Housing Unit) A housing unit is a group of rooms or a single room occupied as separate living quarters or intended for occupancy as separate living quarters. A housing unit may be occupied by a family or one person, as well as by two or more unrelated persons who share the living quarters. To be considered a separate living quarters, the occupants must: Live and eat separately from all other persons on the property and Have direct access to their living quarters from the outside or through a common hall or lobby (as found in apartment buildings). Once you have determined that the sample address qualifies as a housing unit, then mark the appropriate box in Item 11c to indicate the type (not condition) of housing unit. For example, you should mark Box 1, House, apartment, flat, for a vacant or occupied housing unit that appears to be dilapidated, but still meets the housing unit definition. Box 1, House, Apartment, Flat Mark Box 1 for Item 11c when the housing unit is: * An ordinary house or apartment, * An apartment located over a garage or behind a store, * A janitor's quarters in an office building, and * Housing units in structures like converted barns or sheds. Box 2, HU in Nontransient Hotel, Motel, etc. Mark Box 2 in Item 11c when the housing unit is in a nontransient hotel, motel, motor court, or YMCA. A hotel or motel is classified as nontransient if 75 percent or more of the rooms or suites are occupied or intended for occupancy by permanent guests. Permanent guests usually stay a month or more at reduced monthly or weekly rates. Box 3, HU Permanent in Transient Hotel, Motel, etc. Mark Box 3 in Item 11c when the housing unit is occupied or intended for occupancy by permanent guests or resident employees. A hotel or motel is classified as transient if more than 25 percent of the rooms or suites are occupied or intended for occupancy by transient guests. Transient guests usually stay less than a month and pay daily rates. Box 4, HU in Rooming House Mark Box 4 in Item 11c when the housing unit is located in a rooming house or a combination rooming and boarding house. Both rooming houses and boarding houses are group quarters that have five or more units for rent. However, the weekly or monthly rent paid by roomers at a rooming house does not cover meals, but it could cover linens and maid service. At a boarding house, the weekly or monthly rent paid by its boarders entitles them to their room and regular meals. The proprietor may or may not eat with the boarders at a boarding house. Box 5, Mobile Home or Trailer With No Permanent Room Added Mark Box 5 in Item 11c when the housing unit is a mobile home or trailer (regardless of the type of foundation) and no permanent rooms have been added to the mobile home or trailer. Open or unheated porches or sheds built onto trailers are not considered rooms. Box 6, Mobile Home or Trailer With One or More Permanent Rooms Added Mark Box 6 in Item 11c when the housing unit is a mobile home or trailer (regardless of the type of foundation) and one or more permanent rooms have been added. Sheds and open or unheated porches built onto trailers are not considered rooms. Box 7, HU Not Specified Above Mark Box 7 in Item 11c when a housing unit cannot be described by the specific categories already listed. Tents, houseboats, and railroad cars can fall into this category if they meet the housing unit definition. Whenever you mark Box 7, make sure to describe the type of structure accurately on the line provided. Item 11d (Other Unit) Once you have marked Box 1 in Item 11a and checked the GQ Table in the Listing and Coverage Manual (Form 11-8), mark the box in Item 11d which best describes the GQ unit. Box 8, Quarters Not HU in Rooming or Boarding House Mark Box 8 in Item 11d if the GQ unit is located in a rooming or boarding house or a combination rooming and boarding house. The sample unit must not meet the housing unit definition. (Also see page 4-36 in the Listing and Coverage Manual, Form 11-8.) Box 9, Unit Not Permanent in Transient Hotel, Motel, etc. Mark Box 9 in Item 11d if the GQ unit is located in a transient hotel, motel, motor court, etc. and is occupied or intended for occupancy by transient guests. The sample unit must not meet the housing unit definition. (Also see page 4-38 in the Listing and Coverage Manual, Form 11-8.) Box 10, Unoccupied Site for Mobile Home, Trailer, or Tent Mark Box 10 in Item 11d if the sample address identifies an unoccupied site for a mobile home, trailer, or tent within a group quarters. The site must not be intended for a mobile home, trailer, or tent that meets the housing unit definition. Box 11, Student Quarters in College Dormitory Mark Box 11 in Item 11d if the GQ unit is occupied by a college student in a dormitory. The sample unit must not meet the housing unit definition. Box 12, OTHER Unit Not Specified Above Mark Box 12 in Item 11d if the GQ unit is not described in the categories already mentioned. For example, mark Box 12 for dormitories used by nurses and interns in general and military hospitals (GQ Code 86-N). Make sure to enter the description of the GQ type as shown in the GQ Table in the Listing and Coverage Manual, Form 11-8, starting on page 4-9. Identifying Changes in Type of Living Quarters If you should discover a change in the type of living quarters or an error in classification, correct the entries on the Control Card and note the circumstances and the date you discovered the change or error in the "Notes" space. Topic 3. Completing Items 12 Through 15 (Household Roster/ Housing Unit Coverage) Item 12 (Line Number) As you list each person in the household roster (Item 13a), the person is assigned a unique line number that is preprinted in Item 12. This preprinted line number distinguishes the various individuals from each other on the Basic Screen Questionnaire (NCVS-1) and the Crime Incident Report(NCVS-2). The Control Card also asks you to identify by line number in Item 30c the household respondent for each enumeration period, and to identify by line number in Item 32e the household member who reported the incident described in Item 32e. In addition to identifying the household respondent in Item 30c, you also must identify the household respondent by circling the household respondent's line number in Item 12. If another household member is the household respondent in a subsequent enumeration period, circle that person's line number in Item 12, too. You will only line through a circled line number in Item 12 when the person has died (using a wavy line across Items 12 - 24) or permanently left the household (using a diagonal line across Item 12). More Than Seven Persons in a Household You will need to renumber the line numbers printed in Item 12 when you complete more than one Control Card for a sample household because: The household has more than seven persons or Enough people have moved in and out of the household so that you run out of lines in Item 13a (household roster). On the second Control Card for a household, change the line numbers to 8, 9, 10, 11, 12, 13, and 14, so that each person listed in Item 13a for a household has a unique line number. Follow this same procedure for a third or fourth Control Card for a household, if necessary, making sure that each person has a unique line number. Person Dies or Permanently Leaves a Household When you discover that a person has died, draw a wavy line across the person's line starting with Item 12 and continuing through Item 24. When a person has permanently left the household for other reasons, just draw a diagonal line through the person's line number in Item 12. Item 13a (Household Roster) Complete the household roster in Item 13a during the first interview with a sample household. Once you ask the question in bold type, "What are the names of all persons living or staying here?", the next statement you read will vary depending on the answer recorded in Item 8a. If the living quarters is either owned or being bought by someone in the household, then read the statement as follows: "Start with the name of the person or one of the persons who owns this home." If the living quarters is rented for cash, then read the statement as follows: "Start with the name of the person or one of the persons who rents this home." If the living quarters is occupied without payment of cash rent, then read the statement as follows: "Start with any adult household member." Completing the Household Roster Normally, you list the reference person on line number 1 of the household roster. Starting with line number 1 and printing one letter in each space: * Enter the person's last name, * Leave a blank space between the person's last name and first name, and * Enter the person's first name. Try to complete Items 13b (relationship to reference person) and 13c (household member) for one line number before entering the next person in Item 13a. However, if the household respondent gives you a list of names all at once, enter each name in Item 13a and then complete Items 13b and 13c for each line number. Do not skip any lines when entering names in Item 13a and do not use a comma to separate the last and first names (just leave a blank space). For each person with the same last name as the preceding person in Item 13a: * Enter a long dash across the spaces for the last name, instead of repeating the same last name, * Leave a blank space, and * Enter the person's first name. As you complete the household roster in Item 13a, you may need to probe for the household respondent to give you the names of all remaining persons staying at the sample address. If so, you can ask, "What are the names of all other persons who are living or staying here?" Repeat this question as necessary until you are sure that the household roster is complete. Who to List in Item 13a List the names (last names first) of the following persons: * All persons living or staying at the sample address at the time of your contact. * All persons who usually live at the sample address, but who are temporarily away for reasons such as visiting friends or relatives, traveling for their jobs, in "general" hospitals, and so forth. * All children who usually live at the sample address, including infants under 1 year of age. * Any lodgers, servants, hired hands, and other persons who usually live at the sample address. * Visitors and other persons who are not household members (do not usually live at the sample address), but are in the sample household at the time of your interview and have stayed at the sample address at least one night before your interview, such as a visitor or student with a usual residence elsewhere. * Households consisting entirely of persons who are not household members and have a usual residence elsewhere. However, once you complete Items 13a through 13c for the entire household and determine that the entire household has a usual residence elsewhere, you will classify the household as a Type B noninterview, Temporarily occupied by persons with URE.(Also see Part A, Chapter 6, Topic 3, Type B Noninterview Categories.) Preferred Order for Listing Names Listed below is the "preferred" order for listing names in Item 13a by relationship to the reference person: * Reference person (See page B1-41 for a definition.) * Husband or wife of the reference person * Unmarried children of the reference person or his/her spouse, starting with the oldest and ending with the youngest * Married sons and/or daughters of the reference person or his/her spouse followed by the married child's spouse, and each of their children (oldest to youngest) * Other persons related to the reference person or his/her spouse (if these other relatives are related to each other list them together) * Lodgers and other nonrelatives staying at the sample address (if these other nonrelatives are related to each other list them together) Although this is the "preferred" order, it is not necessary to change entries in Item 13a so that they match the "preferred" order. Verifying Living Arrangements (EXTRA Units) As you complete Item 13a, you may discover that a family group, nonrelatives, and so forth actually have separate living quarters that qualify as an EXTRA housing unit. Each EXTRA unit that meets the housing unit definition requires a separate Control Card. However, if the living quarters does not qualify as an EXTRA housing unit, list these persons with the original household in Item 13a. (Also see Item 15b in Topic 3 and Table X in Topic 7 of this chapter.) Household Requires More Than One Control Card Since each Control Card has space to list seven persons, some households may require more than one Control Card because: * The household has more than seven persons or * Several persons have left or entered the household between enumeration periods. When it is necessary to start a second or third Control Card for a household, make sure to: * Renumber the line numbers in Item 12 on the second or third Control Card, so that each person listed in Item 13a has a unique line number. * As you complete Item 13a on a second or third Control Card for a household, always enter the last name for the first person listed, even if it is the same last name entered on the first or second Control Card for the household. * Just above Item 1 on each Control Card for a household, note how many Control Cards there are for the household (for example, 1 of 3, 2 of 3, 3 of 3). * Staple together all Control Cards for a household. Item 13b (Relationship to Reference Person) Use Item 13b to identify the reference person and the relationship of each remaining person listed in Item 13a to the reference person. Item 13b is designed with two columns, so you can: Designate one person as the reference person (normally line number 1) and enter the relationship of all remaining persons to the reference person under the "Relationship" column (reference person, husband, wife, son, daughter, and so forth) and Enter the appropriate two-digit relationship code in the "Code" column. A list of relationship descriptions and codes is printed in a box at the top, right corner of the Control Card. Reference Person The reference person is usually the first person mentioned when you ask the question in Item 13a for the household roster. Since we want a responsible adult household member who is less likely to permanently leave the household, we prefer designating one of the persons who owns or rents the home as the reference person. Each household must have a reference person and the reference person must be a household member. (Also see Part C, Chapter 1, Topic 4, for more information about reference persons.) Relationship of Other Persons to the Reference Person Once you have identified which person will be the reference person, you must determine the precise relationship of all other persons listed in Item 13a to the reference person. Relatives of the reference person: Enter the word(s) describing the family connection between the reference person and each person listed in Item 13a who is related to the reference person by blood, marriage, or adoption. If there is any kinship between the reference person and another person in the household roster, use the word(s) that show the actual family relationship between the two persons, rather than general descriptions. For example, if the reference person's cousin or nephew is visiting for the summer, enter "cousin" or "nephew," rather than "visitor" or "other relative." Here are some examples of acceptable relationship descriptions in Item 13b for relatives of the reference person: husband, wife, son, daughter, stepson, stepdaughter, father, mother, stepfather, stepmother, niece, nephew, cousin, grandmother, grandfather, grandson, granddaughter, father-in-law, mother- in-law, sister-in-law, brother-in-law, son-in-law, and daughter- in-law. If necessary, abbreviate the relationship in Item 13b. After entering the relationship in the left column of Item 13b, enter the appropriate two-digit relationship code in the right column of Item 13b. A list of relationship codes in printed in a box at the top, right corner of the Control Card. If you don't see a relationship code for a specific type of relative, such as nephew or cousin, use relationship code 09 for "Other relative." Note: A "foster" son or daughter who has not been legally adopted (unless the child is related to the reference person in some other way), is considered a "nonrelative," code 10. Nonrelatives of the reference person: Any person who is living or staying at the sample address and is not related in any way to the reference person is considered a "nonrelative." For example, a live-in maid, a friend visiting from out-of-town, or a foster child who has not been legally adopted are considered "nonrelatives." Enter the specific relationship to the reference person in the "relationship" column and enter code 10 for "nonrelative" in the "code" column of Item 13b. Changing the Reference Person (Person Left Household Permanently) After the first enumeration period, it is possible that the person designated as the reference person has left the sample household permanently, because he/she relocated permanently, died, and so forth. If this happens, Delete the person who has permanently left the household by: -- Drawing a diagonal line through the deleted person's line number in Item 12. -- In Item 25a, entering the reason code and the interview month and year in which you discovered that the person left the household permanently. A list of reasons and codes for changes to household composition appears in a box at the top, right corner of the Control Card. -- Do not erase any information for a person who has permanently left the household. Delete the person who has died by: -- Drawing a wavy line through the deceased person's entire line from Item 12 through Item 24. -- In Item 25a, enter reason code 21 and the interview month and year in which you discovered that the person died. -- Do not erase any information for a deceased household member. Determine who should be the new reference person by asking, "What is the name of the person or one of the persons who (owns/rents) this home?". Correct the relationship description and code in Item 13b to identify the new reference person. If necessary, correct the relationship descriptions and codes in Item 13b for the remaining persons in the household roster to show their relationship to the new reference person. Item 13c (Household Member) Item 13c is designed to help you determine whether or not each person listed in the household roster is considered a household member. Once you have identified a person's relationship to the reference person in Item 13b, ask the following question in Item 13c, "Does...usually live here?". If the answer is "No," try to determine whether the person has a usual place of residence held elsewhere for him/her. Ordinarily, a person's usual place of residence is the place where the person eats and sleeps the majority of the time. As a general rule, a person is considered a household member if: The sample address is the person's usual place of residence or The person is staying at the sample address at the time of interview and does not have a usual place of residence elsewhere. (Also see Part C, Chapter 1, Topic 3, of this manual and page 4 of your Information Card Booklet(NCVS-554)for help in determining household membership.) Person Is a Household Member If you determine that the person meets the household member criteria: Mark Box 1 (Yes) in Item 13c and Continue with the next person listed in the household roster. Person Is Not a Household Member If you determine that the person does not meet the household member criteria: Mark Box 2 (No) in Item 13c and Enter the reason the person is not a household member across Items 16 through 22 for the person. Here are some examples of acceptable entries across Items 16 through 22: -- Visitor - Usual residence elsewhere -- Patient - Mental institution -- Student - Usual residence elsewhere -- Traveling for work - Usual residence elsewhere -- Armed Forces Member - Stationed elsewhere If the entire household has a usual residence elsewhere, follow the procedures for classifying the case as a Type B Noninterview. Also, erase any entries that may have been made in Items 8a through 8e if the entire household has a usual residence elsewhere. (See Part A, Chapter 6, Topic 3, for procedures to classify a case as a Type B noninterview.) When Unsure About Household Membership First, reread the information: In Part C, Chapter 1, Topic 3, of this manual and On page 4 of your Information Card Booklet(NCVS-554). If you are still unsure whether to include a person on the household roster as a household member, mark Box 1, "Yes," in Item 13c, continue to interview the person, and explain the situation in the "Notes" space on the Control Card and on an INTER-COMM. Changing the Reference Person (Person Is Not a Household Member) If you determine that the person identified in Item 13b as the reference person is not a household member, you must identify another household member as the reference person. If you encounter this situation, you must: * Determine who should be the new reference person by asking, "What is the name of the person or one of the persons who (owns/rents) this home?". * Correct the relationship description and code in Item 13b to identify the new reference person. * If necessary, correct the relationship descriptions and codes in Item 13b for the remaining persons in the household roster, including the original reference person, to show their relationship to the new reference person. Item 14 (Household Roster Coverage) After completing Item 13c for each person listed in the household roster, ask the question in Item 14 next. Item 14 is designed to remind the household respondent to mention anyone he/she may have forgotten to mention initially and to ensure that the household roster in Item 13a is complete. Many household respondents forget to mention babies, lodgers, and visitors when you ask about persons staying at their home. Asking Item 14 for the First Enumeration Period When interviewing a sample household for the first time, start Item 14 by reading, "I have listed...," and then read each name entered in Item 13a (household roster). Continue Item 14 by asking, "Have I missed anyone else living or staying here such as any babies, any lodgers, or anyone who is away at present traveling or in the hospital?" If the household respondent answers "Yes" to the question in Item 14: Mark Box 1 "Yes" under the "1st" enumeration period, Add the person's name to the household roster in Item 13a, and Complete Items 13b and 13c for the added person. Continue asking if you missed anyone else living or staying at the address until the household respondent answers, "No." Asking Item 14 for the Second Through Seventh Enumeration Period After completing the first interview with a sample household, it is not necessary to ask the question in Item 13a for subsequent interviews. Instead of asking the question in Item 13a: Read the statement in Item 14, "I have listed...," and read each name already listed in Item 13a. Ask the question in Item 14, "Have I missed anyone else living or staying here such as any babies, any lodgers, or anyone who is away at present traveling or in the hospital?". Using the appropriate enumeration period in Item 14, mark Box 1 "Yes" or Box 2 "No." If you mark Box 1 in Item 14 and need to add one or more persons to the household roster, add each person's name in Item 13a and complete Items 13b, 13c, and 25a to identify each person's relationship to the reference person, whether the person is a household member, and, if the person is a household member, the reason the person entered the household. If you mark Box 2 in Item 14, verify that each household member listed in a previous enumeration period is still a household member by asking the household respondent the question in Item 13c again. If you still get a "Yes" answer in Item 13c, then ask the question in Item 13c for each nonhousehold member listed in a previous enumeration period to see if the person's status has changed. If you still get a "No" answer, then proceed with Item 15a to collect information for housing unit coverage. Documenting Household Composition Changes on the Control Card If you discover any changes in household composition between enumeration periods, make the appropriate entries and/or changes to the Control Card based on the examples described below. Also enter in Item 25a the appropriate two-digit code to indicate why the person either entered or left the household, along with the date (month and year)in which you discovered the household change. A list of codes for Item 25a is printed in the top, right corner of the Control Card. Person Leaves Permanently: If a person leaves the household permanently (for a reason other than death), draw a diagonal line through the person's line number in Item 12. In Item 25a, enter the appropriate code to indicate why the person left the household permanently and the month and year that you discovered the change. Codes 22 through 25 are reasons (other than death) for a person leaving a household permanently. Person Died: If a person listed in Item 13a has died, draw a wavy line through his/her entire line from Item 12 through Item 24. In Item 25a, enter code 21 and the month and year that you discovered this household change. Adding a New Household Member: After adding the person's name in Item 13a, filling Item 13b, and marking Box 1 "Yes" in Item 13c, complete Items 16 through 22 for the added household member, as appropriate. If you add a new household member after the initial interview with a household, enter the code that best describes the reason for this person becoming a household member and the month and year that you discover the change in Item 25a. Codes 11 through 15 are reasons for a person entering a household. Adding a New Nonhousehold Member: After adding the person's name in Item 13a, filling Item 13b, and marking Box 2 "No" in Item 13c, write the reason that the person is not a household member across Items 16 through 22 for the person. Here are some examples of acceptable reasons to enter across Items 16 through 22: -- Visitor - Usual residence elsewhere -- Patient - Mental institution -- Student - Usual residence elsewhere -- Traveling for work - Usual residence elsewhere -- Armed Forces Member - Stationed elsewhere A Nonhousehold Member Becomes a Household Member: When you determine in Item 13c that a nonhousehold member in a previous enumeration period is now a household member: -- Draw a diagonal line through Box 2 "No" in Item 13c. -- Mark Box 1 "Yes" in Item 13c. -- Erase as completely as possible the reason entered across Items 16 through 22. -- Complete Items 16 through 22, as appropriate, for the newly added household member. -- In Item 25a, enter the code that best describes the reason for this person becoming a household member and the month and year that you discovered the change. A Household Member Becomes a Nonhousehold Member: When you determine in Item 13c that a household member in a previous enumeration period is now a nonhousehold member: -- Draw a diagonal line through Box 1 "Yes" in Item 13c. -- Mark Box 2 "No" in Item 13c. -- Enter the reason for the person no longer being a household member across Items 16 through 22. Here are some examples of acceptable reasons to enter across Items 16 through 22: -- Visitor - Usual residence elsewhere -- Patient - mental institution -- Student - Usual residence elsewhere -- Traveling for work - Usual residence elsewhere -- Armed Forces Member - Stationed elsewhere Item 15a (GQ vs. Housing Unit ) Item 15a is a check item designed to help you in determining whether or not to complete Items 15b and 15c. You will only complete Items 15b and 15c when the sample address identifies a housing unit. GQ Unit Mark Box 1 "In a GQ" when GQ information is entered in Item 6d. After marking Box 1 in Item 15a, skip to Item 16. Housing Unit Mark Box 2 "Not in a GQ" when Item 6d is left blank and the sample address identifies a housing unit. After marking Box 2 in Item 15a, complete Item 15b. Item 15b (All Persons Live or Eat Together) Item 15b is designed to ensure that all household members listed in Item 13a actually live or eat together as one household. You can mark the appropriate box in Item 15b without asking the question when you are sure of the answer. However, if the answer is not apparent, ask the question in Item 15b. Here are some examples of households in which you would not need to ask the question in Item 15b before marking the answer: * A one-person household. * A two-person household consisting of a reference person and spouse. * A household consisting of a reference person, spouse, and their unmarried children under 18 years of age. For most other household situations, it is safer to ask the question in Item 15b before marking the answer. Only Include Household Members When you ask, "Do all persons in this household live or eat together?", "all persons" really means all household members listed in Item 13a. If Box 1 "Yes" is marked in Item 13c, then the person is a household member. Box 1 "Yes" Mark Box 1 "Yes" in Item 15b if: All household members live together OR All household members eat together OR All household members live AND eat together. After marking Box 1 "Yes," continue with Item 15c. Box 2 "No" Mark Box 2 "No" in Item 15b if there is one household member or a group of household members who neither live NOR eat with the reference person. After marking Box 2 "No," go to Table X on the reverse side of the Control Card and complete Table X for each household member or group of household members who do not live or eat with the reference person. Table X is used to identify EXTRA housing units during an interview. (Also see Topic 7 of this chapter for more information about Table X.) Item 15c(Other Households Who Live or Eat With the Sample Household) Item 15c is designed to ensure that we do not miss any merged housing units or other changes to the structure of the sample housing unit, as well as garages, mobile homes, and so forth, on the property that are used as overflow sleeping quarters. The question in Item 15c asks, "Does any other household on the property live or eat with this household?". * The term "on the property" in Item 15c includes: * The entire structure (or other type of living quarters such as a mobile home or trailer) which contains the sample unit, * The land on which the structure stands, * Any additional structures (or other types of living quarters) on the same plot of land owned by the same person(s) who own the structure containing the sample unit, and * Any adjacent land and structures (or other type of living quarters) which are owned by the same person(s) who own the structure containing the sample unit. * For cooperative and condominium units: "Property" includes only the structure (or other type of living quarters) in which the sample unit is located and the ground on which it stands. Box 1 "Yes" Always ask the question in Item 15c before marking Box 1 "Yes." If one or more other households on the property live AND/OR eat with the sample household, mark Box 1 "Yes" and redefine the sample address to include the space occupied by all persons on the property who live and/or eat together. Once you are done redefining the sample address, continue with Item 16. Procedures for handling merged units are included in Appendix B of this manual. (Also see Topic 4, Chapter 7, of the Listing and Coverage Manual for Field Representatives, Form 11-8, for more information about merged units.) Box 2 "No" If it is apparent that no other household on the property lives or eats with the sample household, mark Box 2 "No" without asking the question in Item 15c. If you are not sure, ask the question before marking the answer. After marking Box 2, continue with Item 16. Topic 4. Completing Items 16 Through 22 (Personal Characteristics) General Information for Items 16 Through 22 Items 16 through 22 are used to obtain personal characteristics (date of birth, age, marital status, and so forth) for each household member listed in Item 13a. Complete Items 16 through 22, as applicable, for one household member before completing these items for the next household member listed in Item 13a. Do not complete Items 16 through 22 for any nonhousehold members listed in Item 13a. For each nonhousehold person listed in Item 13a, write the reason that the person is not a household member across Items 16 through 22. Here are some examples of acceptable reasons to enter across Items 16 through 22: -- Visitor - Usual residence elsewhere -- Patient - Mental institution -- Student - Usual residence elsewhere -- Traveling for work - Usual residence elsewhere -- Armed Forces Member - Stationed elsewhere Item 16 (Date of Birth) Item 16 is used to record each household member's exact date of birth. Once you have entered a household member's date of birth in Item 16 during the first interview, you do not need to verify the person's date of birth in subsequent enumeration periods, unless the respondent tells you that the date is incorrect or you see that the date is incomplete. If you are unable to get an exact date of birth for a household member, enter an approximate date (for example, if the respondent only knows the month and year (October 1964), enter 10/NA/1964). Use "NA" for the part of the date that is not known. Entering the Date of Birth Use numerals for the entire date of birth, entering 2 digits in the month column, 2 digits in the day column, and 4 digits in the year column (for example, 04/02/2000 for April 2, 2000). When a household respondent is unsure of the exact date of birth, you can: Ask the individual respondent for his/her date of birth when you conduct the person's NCVS interview and then complete Item 16. Ask the household respondent to find out the person's date of birth so you can enter it in Item 16 during the next enumeration period. Date of Birth is Refused If the household respondent refuses to give you another household member's date of birth, try to get the date of birth directly from the household member when you interview him/her. If the household member refuses to give you his/her date of birth, write "REF" across Item 16 and enter an estimate of the person's age in Item 17. Item 17 (Age Last Birthday) Each enumeration period, enter in Item 17 the age for every household member as of the last day of the month that precedes the interview month. Determining Household Member's Age Starting with the person's date of birth in Item 16, determine the person's age by following the instructions on the "Age Verification Chart" located on page 5 of the NCVS-554, Field Representative's Information Card Booklet. Make sure to verify the age with the household respondent before entering it in Item 17. Birthday in the Interview Month: If you are conducting an interview on April 3 and the person's birthday was on April 1, do not enter the person's current age in Item 17. Enter the person's age as of March 31(the last day of the month preceding the interview month). Birthday is Incomplete or Refused: If you cannot get a person's complete date of birth (month, day, and year) or the person's date of birth is refused, enter your best estimate of the person's age in Item 17 and footnote the situation (for example, Item 17 - L2's est. age). When estimating a person's age, do not enter an age range, instead enter a specific 2-digit number from "00" through "96." Entering a Household Member's Age Fill one digit in each space under the appropriate enumeration period column, even if the age has not changed from the last enumeration period. For Babies Under 1 Year: Enter "00" in Item 17 for household members who are under 1 year of age. For Children 1 to 9 Years: Enter a zero "0" for the first digit and the child's age as the second digit. For Adults Over Age 96: Enter "96" in Item 17 for an adult whose age is 97 or older. Item 18 (Marital Status) After looking at the name in Item 13a, the relationship entries in Item 13b, and the age entered in Item 17, you can often determine a household member's marital status without asking the question in Item 18. However, if there is any doubt, ask the question in Item 18 as worded for all household members who are 14 years of age and older. For household members who are under 14 years of age, enter Code 5, Never married, without asking the question. If an unrelated man and woman are living together and it is not evident whether or not they consider themselves as married to each other (either legally or by common law), ask the question in Item 18 as worded or determine the marital status without asking, if possible. After the first interview, you do not need to update Item 18, unless you happen to discover a change in marital status. When you do discover a change in marital status: Line through the original code, Enter the current code above it, and Footnote the situation in Item 30g (Notes) giving the date when you discovered the change (for example, Item 18 - L1 now Code 4 (9/2003). Code 1 (Married) Enter Code 1 (Married) in Item 18 when: The person is currently married and living with his/her spouse. The person is currently married, but is parted temporarily from his/her spouse for reasons other than marital discord (for example, employment, military service, spouse in nursing home, and so forth). The person is not officially married, but is living with someone as husband and wife, such as a common-law marriage. If the person is separated from his/her spouse due to marital discord, enter Code 4 (Separated). Code 2 (Widowed) Enter Code 2 (Widowed) in Item 18 when the household member's spouse has died and the person has not remarried. If not sure, ask the question in Item 18 as worded and accept the household respondent's answer. Code 3 (Divorced) Enter Code 3 (Divorced) when the person's divorce is final. If you suspect that the person's divorce is not final, ask the question in Item 18 as worded and accept the household respondent's answer. Code 4 (Separated) Enter Code 4 (Separated)when: The person is married, but has a legal separation. The person is married, but parted from his/her spouse because of marital discord. The person expects to obtain a divorce in the future. The person intends to remain separated from his/her spouse permanently and never get a divorce. If the person is separated from his/her spouse for reasons other than marital discord, enter Code 1 (Married). Code 5 (Never Married) Enter Code 5 (Never married) when the person has never been married or the person's only marriage was annulled. Also enter Code 5, without asking, for children in the household who are under 14 years of age. Item 19 (Sex) For each household member, mark Box 1 "Male" or Box 2 "Female," as appropriate. You can usually determine the household member's sex from the name in Item 13a or the relationship entries in Item 13b. However, if there is any doubt, ask the question in Item 19 and record the appropriate code for the household respondent's answer. Item 20 (Armed Forces) For each household member (male or female) ages 18 through 65, ask the question in Item 20. Leave Item 20 blank when the household member is under 18 years of age or over 65 years of age. A household member is considered as "in the Armed Forces" when the person is at least 18 years of age and not over 65 years of age and is serving on active duty at the time of interview in the: * U.S. Army * U.S. Navy * U.S. Air Force * U.S. Marine Corps * Reserve branch of any of the above Armed Services and is currently on active duty status for several months * U.S. Public Health Service as commissioned officers who are attached to any branch of the above Armed Services * National Guard in Federal Service (if his/her unit has become part of regular forces by Presidential Order) * United States military academies as Cadets (for example, West Point, Naval Academy, Air Force Academy, and the Coast Guard Academy). Each of the military services has a regular component and a reserve component. Members of the regular component of any branch of the Armed Forces are always considered to be on active duty, unless they are retired. Members of the reserve component of any branch of the Armed Forces are only considered to be on active duty when they have been called to active duty by military order and are currently on active duty for several months. First Enumeration Period Mark Box 1 (Yes) if the household member is currently in the Armed Forces on active duty. Mark Box 2 (No) if the household member is not currently on active duty in the Armed Forces. Also mark Box 2 if the household member: Only serves in the Coast Guard Temporary Reserve Is an employee of the Merchant Marines, Maritime Commission, or the American Field Service Department Is a civilian employee of the Department of Defense Serves in a National Guard unit not blanketed into the regular forces by Presidential order and is not serving the 4-6 months of active duty in connection with provisions of the Reserve Forces Act of 1955 Is in short periods of active reserve training or is attending weekly reserve meetings. If you are still unsure which box to mark in Item 20, mark Box 1 (Yes) and explain the situation using an INTER-COMM form. Subsequent Enumeration Periods When you see Box 1 marked in Item 20 for a household member, verify each enumeration period that the person is still an active duty member of the Armed Forces. If you discover that the person is no longer an active duty member of the Armed Forces, line through Box 1 and mark Box 2. Using the "Notes" space on the Control Card, note the change and the date that you discovered the change (for example, Item 20 - L2 separated from AF (6/2003). If a household member has turned 18 years of age since the last interview, ask the question in Item 20 during the current interview. If you happen to discover that any household member ages 18 to 65 years has entered the Armed Forces on active duty since the last interview, line through Box 2 and mark Box 1 in Item 20. Using the "Notes" space on the Control Card, note the change and the date that you discovered the change (for example, Item 20 - L3 joined the AF (2/2003). Item 21 (Educational Attainment) Item 21 is designed to provide up-to-date information on the educational attainment of each household member who is 12 years of age or older. Using the appropriate enumeration period column, enter the two-digit code to indicate the highest level of school completed or the highest degree received by the household member. When to Ask Item 21 During the first, third, fifth, and seventh enumeration periods, ask Item 21 for one eligible household member before asking Item 21 for the next eligible household member. Leave Item 21 blank for any household members who are under 12 years of age during the reference period. Under the following situations, also ask Item 21during an enumeration period other than the first, third, fifth, and seventh enumeration period: * The household was not interviewed in the previous enumeration period (first, third, or fifth). * The person became a household member since the previous enumeration period. * The person celebrated his/her 12th birthday since the previous enumeration period. If you suspect that a household member's educational attainment level may have changed between the first/second, third/fourth, or fifth/sixth enumeration periods, verify this information with the household respondent. Whenever you verify that a change has occurred, line through the entry in Item 21 for the previous enumeration period and enter the appropriate 2-digit code at the time of your interview above the lined-through entry. For example, Pat Clark has Code 09 entered in Item 21 for the first enumeration period in May 2003. During the second enumeration period in November 2003, you verify that she is now attending tenth grade. If this is true, then line through Code 09 in the first enumeration period column and enter Code 10 above it in the same column. Education Codes for Item 21 A "Table of Education Codes" appears on page 8 of your Information Card Booklet (NCVS-554). Shown below are the available codes for Item 21, along with descriptions for these educational attainment codes. If interviewing during a household member's summer vacation from school, enter the appropriate code for the grade just completed, not the grade that he/she will attend in the fall. For persons who have skipped or repeated grades, enter the code for the highest grade completed, regardless of the number of years it took. Special Situations for Item 21 Here are some examples for handling a response other than the highest grade or year completed: Junior high/middle school: Since junior high or middle school can cover different grades in different localities, probe to determine the highest grade or year completed and enter the appropriate code in Item 21. High school equivalency tests: Enter code 28 in Item 21 for persons who pass a high school equivalency test, such as the GED, or who receive a high school diploma while in the Armed Forces. Post-graduate high school: Enter code 28 in Item 21 for persons who have received a high school diploma and are attending post-graduate high school courses in preparation for attending college. Miscellaneous school system: Determine the equivalent grade in the American regular school system for household members who have obtained their formal education in foreign schools, ungraded schools, night schools or by the instruction of tutors (if counted toward promotion in the American regular school system), "readers" (roughly equivalent to regular grades), or "normal" schools. Item 22 (Attending School) Item 22 is designed to determine whether or not each household member who is 12 years of age or older is currently attending or enrolled in regular school (elementary or high school) or enrolled full-time or part-time in a college or university, trade, or vocational school. Ask the question in Item 22 in ALL enumeration periods. When asking Item 22 for a high school graduate, omit the phrase, "such as elementary or high school." In other words, omit this phrase when you enter code 28 or a higher educational attainment code in Item 21 for the person. Code 0, Regular school The term "regular school" includes both public and private schools starting with kindergarten and continuing through elementary, junior or middle, and high school, regardless of whether the classes are graded or ungraded. If a household member is enrolled or attends special education classes, but the school consists of mostly regular classes, use Code 0 for the person. However, if the person's school is entirely for special education classes, use Code 4, None of the above schools. Code 1, College/University Use Code 1, College/University, for each household member who: Has graduated from high school, and Is currently enrolled in or attending a 2- or 4-year college or university or post-graduate school. Code 2, Trade School Use Code 2, Trade School, when a household member is enrolled in or attending a secondary school teaching a skilled trade that does not earn college credit. A trade school prepares a person for a skilled trade, such as plumber or electrician. Most trade schools have apprentice/journeyman programs. Code 3, Vocational School Use Code 3, Vocational School, when a household member is enrolled in or attending a secondary school teaching a skill to help the person pursue a career, such as barber or cosmetology schools. These courses do not earn college credit. Code 4, None of the Above Schools Use Code 4, None of the Above Schools, when the household member is: * Not enrolled in or attending any type of school, * Attending a home school, * Attending a school devoted entirely to special education, such as an alternative school, or * Working on completing a GED. Topic 5. Completing Items 23 Through 25 (Hispanic Origin/Race/ Household Composition Changes) Item 23 (Hispanic or Spanish Origin) Always complete Items 16 through 22 for all household members, as applicable, before asking Item 23. Only ask Item 23 once to record whether or not each household member is Spanish, Hispanic, or Latino by his/her national, cultural, or language group. Always ask Item 23 during the first interview or when adding a household member during a subsequent enumeration period, regardless of the household member's race. For a personal visit interview, open the Information Card Booklet (NCVS-554) to page 6 and show the Spanish Origin flashcard to the household respondent before asking Item 23. For a telephone interview, ask the Spanish origin question from page 6 of the Information Card Book including the Spanish Origin examples. Purpose of Item 23 If a respondent wants to know why we ask whether anyone is Spanish, Hispanic or Latino, explain that this information will enable us to tabulate crime victimization data for this group of people, since they comprise the second largest minority group in this country. Completing Item 23 After getting a "Yes" answer to Item 23, "Is anyone living here Spanish, Hispanic, or Latino?", ask which household members and mark Box 1 for each person identified by the household respondent. Then, mark Box 2 for any remaining household members. If a person has multiple origins and one origin is Spanish, Hispanic, or Latino, mark Box 1 "Yes." If you get a "No" answer, mark Box 2 for each household member. If you get a "Don't know" answer, probe by asking if any of the household members have a parent or grandparent who is Spanish, Hispanic or Latino. The following list may also help to determine whether or not a person is Spanish, Hispanic or Latino. When a household respondent is still unable to answer Item 23 for a person, leave Item 23 blank for the person and enter a footnote in the "Notes" space of the Control Card (for example, Item 23-DK for LN ...). If a household respondent refuses to answer Item 23, leave it blank and enter a footnote in the "Notes" space of the Control Card (for example, Item 24-REF.). Race (Item 24) Ask Item 24 once for each household member to record up to four races that each household member considers him/herself to be. Enter the appropriate race code(s) for each household member's race(s) based on the household respondent's answer. If you add any household members in subsequent enumeration periods, make sure to complete Item 24 for these added persons at that time. Before asking Item 24 for a personal visit interview, open the Information Card Booklet (NCVS-554) to page 7 and show the Race flashcard to the household respondent. If you add a household member during a telephone interview, ask Item 24 and, if necessary, read the race categories from the list in the top, right corner of the Control Card. Do NOT mark race either by observation, probing, or asking a neighbor. Since the Census Bureau bases race on self- identification, you must ask this race question for each household member even when it may seem obvious. Race Codes for Item 24 A list of 1-digit race codes is printed in the top, right corner of the Control Card. Once the household respondent has identified the household member's race, enter the appropriate 1-digit race code on that person's line in Item 24. Only enter Code 6, "Other," as a last resort. If you enter Code 6, then you also must enter the race description in the "Notes" space below Control Card Item 30g as follows, "Item 24-Code 6 (race description)." Response is an ethnic origin: If the answer is an ethnic origin (Italian, Irish, French, Hispanic, German, and so forth), ask the household respondent to identify the racial group(s) each household member belongs based on the categories shown on the race flashcard. A person's ethnic origin or ancestry does not automatically identify his/her race. Refusal: If the household respondent refuses to give you any race information for the household, leave Item 24 blank until you interview each household member. Then ask Item 24 of each household member. If race is still refused, enter "REF" in the answer space for Item 24. Item 25a (Changes in Household Composition) Item 25a does not have a question for you to ask the household respondent. Use Item 25a to document household composition changes as you discover that a household member has entered or left the household since the first interview. Try to determine the reason for the change without antagonizing the household respondent with questions that may be too personal or specific. Once you determine the reason for a household member entering or leaving a household, find the appropriate 2-digit reason code in the list printed in the top, right corner of the Control Card. Enter the appropriate code, the reason given, and the month and year that you discover the change in Item 25a. If the reason will not fit in Item 25a, use the "Notes" space on the Control Card. Adding a Household Member When a new person enters a household, you need to: Add the person's name to the household roster using the next unused line in Item 13a. Complete Item 13b to determine the new person's relationship to the reference person. Complete Item 13c to determine if the new person qualifies as a household member. If you get a "Yes" answer in Item 13c, complete Items 16 through 22 for the new household member, as applicable. In Item 25a, enter the appropriate code (11 - 15), the reason given, and the month and year you discover the household change. For example, "Code 14/Married L1/7-2003" or "Code 13/Released from prison/ 9-2003." If you get a "No" answer in Item 13c, enter the reason the person is not a household member across Items 16 through 22. If a household member has been deleted from a household roster and then returns while the household is still in sample, erase the diagonal line in Item 12 and use the same line number to complete the other applicable items that may need to be updated. In Item 25a, enter the appropriate code, the reason that the person entered the household, and the month and year that you discovered this change. Deleting a Household Member Person dies: If a person in a household dies, draw a wavy line through the person's entire line from Item 12 through Item 24. In Item 25a, enter Code (21), "Person died," and the month and year you discovered this change. Person leaves household: If a person leaves a household and is not just temporarily absent, draw a diagonal line through the person's line number in Item 12. In Item 25a, enter the appropriate code, the reason that the person left, and the month and year you discover this change. For example, "Code 22/Attending College/ 10-2003" or "Code 25/Active military duty overseas/7-2003." NOTE: Once a person has left a household, make sure that you do not read the person's name at subsequent interviews when checking the household roster at Control Card Item 14. Person's Household Membership Changes If you discover that a person, who was listed as a URE (usual residence elsewhere) in a previous enumeration period, is now a household member, line through Box 2 in Item 13c and mark Box 1. Also complete Items 16 through 24, as applicable. In Item 25a, enter the appropriate code, the reason for the person entering the household, and the month and year you discovered the change. For example, "Code 15/Returned from active military duty overseas/8-2003." Item 25b (Date of Interview) First enumeration period: Once you complete a household member's entire NCVS interview (the NCVS-1 and NCVS-2s for all reported incidents), transcribe the month, day, and year from the person's Item 29 on the NCVS-1 to Control Card Item 25b. Subsequent enumeration periods 2 - 7: Once you complete a household member's entire NCVS interview (the NCVS-1 and NCVS-2s for all reported incidents), erase the date entered for the previous interview, and transcribe the month, day, and year from the person's Item 29 on the NCVS-1 to Control Card Item 25b. Type Z Noninterview Persons When you classify a household member (other than the household respondent)as a Type Z noninterview because you cannot complete the person's interview, erase the interview date from the previous enumeration period and leave Item 25b blank for the Type Z noninterview person. Remember that a household respondent can never be a Type Z noninterview. Type A Noninterview Case Whenever you are unable to complete at least the household respondent's NCVS interview, you will classify the case as a Type A noninterview. Leave all lines in Item 25b blank when the household is a Type A noninterview for the current enumeration period. Importance of Item 25b The date that you enter in Item 25b is used as the starting date for the household member's next reference period, so it is very important that this date be accurate. Item 25c(Length of Time Living at the Address) Item 25c is used to determine the length of continuous time in years and months that each household member has lived at a sample address. Unlike Item 25b, complete/update Item 25c for each household member even if the person is a Type Z noninterview for the current enumeration period. First enumeration period: Before starting the NCVS-1 interview with a household respondent, ask the question in Item 25c of the household respondent and for each household member at the sample address. Accept the answer given by the household respondent without probing. However, if the household respondent hesitates or is not sure how to answer this question, explain that we are interested in the continuous length of time a person has been a household member at the sample address. For example, John leaves his parents' home to live and work as a chef in Seattle a month after the second interview. Unfortunately, the restaurant closes and John moves back with his parents 5 months before the household's sixth interview. For the sixth enumeration period, John's length of time living at the sample address is 5 months (the last continuous length of time since he returned to the sample address). Subsequent enumeration periods: After the first interview with a sample household, you can update each household member's entry in Item 25c without asking the question. Just add 6 months to the entry from the previous interview, erase the old entry, and enter the updated length of time for the current enumeration period. However, if you add a new household member, ask the question in Item 25c for each new person added to the household roster. Also, if the household was a Type A noninterview in the previous enumeration period, ask the question in Item 25c for all household members, including any Type Z noninterview persons. Recording Answers in Item 25c Record separately for each household member the length of time he/she has lived continuously at the sample address in "years" and "months." Do NOT round up or down for the number of years. For example, do not round up to 7 years an answer of 6 years and 10 months. Enter both the years and months in the appropriate columns of Item 25c. Answer is less than 1 year: Leave the "years" column blank in Item 25c and enter the number of months the person has lived continuously at the sample address in the "months" column. Answer is less than one month: If the answer is less than one month, always enter "1" month in the "months" column. This is the only time that rounding up is acceptable for Item 25c. Answer is given in weeks: If the household respondent answers in weeks, convert the weeks to months. For example, if you are given an answer of 10 weeks, convert the "10 weeks" to 3 months and enter "3" in the "months" column of Item 25c. Answer is "all of his/her life": When a household respondent tells you that the household member has lived at the sample address all of his/her life, in the "years" column of Item 25c, enter the person's age from Control Card Item 17. In this case, it is not necessary to enter anything in the "months" column. Answer is vague or in ranges: When a household respondent's answer is vague or in ranges, probe to get a more precise response. Here are some examples: If the household respondent can only give you an estimated length of time, enter the estimated length of time in the appropriate columns and print "EST" beside the entry in Item 25c. If the household respondent really doesn't know how long a household member has lived at a sample address and cannot give you a good estimate, enter "DK" in Item 25c. Topic 6. Completing Items 26 Through 29 (Use of Telephone/ Building Characteristics/Household Income Use of Telephone(Items 26a - 26f) At the end of your first interview with a sample household, ask the questions in Items 26a through 26f of the household respondent. As a lead-in to these questions, explain that the household will be interviewed a total of seven times at 6-month intervals. Also, explain that we try to: Limit survey costs by conducting future interviews by telephone and Ensure that we contact each household at an acceptable time of day. You can also tell a household respondent that we may need a household's telephone number to: Make appointments to visit other household members, when a personal visit is necessary. Obtain any missing information that a respondent may be unable to supply during an interview. Clarify facts or answers provided during an interview. Verifying Use of Telephone During the second through seventh enumeration periods, verify any telephone numbers entered in Item 26c and correct Items 26a through 26f, as needed. For example, you might discover that a household now has a telephone in their home and no longer uses their mother's telephone. In this case, you would correct Items 26a through 26c. Also, ask the question in Item 26d again. Item 26a (Telephone in House/Apartment) Before asking for a telephone number, you need to determine whether there is a telephone in the house/apartment by asking the question in Item 26a. Box 1 (Yes) If there is a telephone in the sample house/apartment, mark Box 1 and skip to Item 26c to record the telephone number. Box 2 (No) If the household does not have a telephone in their house/ apartment, mark Box 2 and then ask the question in Item 26b to determine if there might be a telephone elsewhere on which some or all of the household members can be reached. Since we prefer that you conduct all interviews by telephone following the initial interview, it is important to obtain a telephone number to reach most, if not all, household members. Item 26b (Telephone Elsewhere) Households that do not have their own telephone sometimes have access to a neighbor's telephone or a hall telephone where they can receive calls. Ask the initial question in Item 26b,"Is there a telephone elsewhere on which people in this household can be contacted?". For a "Yes" Answer If the answer is "Yes," ask where the telephone is located and mark: Box 2 if there is a telephone available in a common area, such as a hall or lobby. Box 3 if there is a telephone available in another housing unit, such as a neighbor's or relative's home. Box 4 when an office or work telephone is the only telephone on which you can reach most of the household members. For a "No" Answer If you get a "No" answer to the initial question in Item 26b, mark Box 5 "No phone" and skip to Item 26e to determine the best time to conduct personal visit interviews in the future. Item 26c (Telephone Number) Ask the question in Item 26c to record up to two telephone numbers when: * Box 1 is marked in Item 26a or * Box 2, 3, or 4 is marked in Item 26b. Telephone Number(s) Provided Use a separate line in Item 26c for each phone number given and make sure to enter the area code in the parentheses. If a second phone number is an office or work number, note that fact after the number. Respondent Is Hesitant or Refuses If the household respondent is hesitant or uneasy about providing you with a phone number, assure him/her that we will keep the number strictly confidential. Sometimes the respondent will allow telephone calls to set appointments or to collect missing information, but not to be interviewed. If this happens, enter the telephone number, mark Box 2 "No" in Item 26d, and note in Item 26d that the telephone number is to be used only for setting appointments or adding missing information. When you cannot persuade a household respondent to give you the phone number, mark the "Refused number" box in Item 26c and skip to Item 26e where you will record the best time of day to visit the household in the future. Item 26d (Telephone Interview Acceptable) Whenever you record a telephone number in Item 26c, ask the question in Item 26d to make sure that a telephone interview is acceptable. Box 1 (Yes) If the household respondent answers "Yes," mark Box 1 "Yes" and remind the respondent that conversations could be overheard if the household has a "party" line. Box 2 (No) Mark Box 2 "No" when: The household respondent refuses to provide a telephone number. In this case, mark the answer without asking the question in Item 26d. The household respondent does not want to be interviewed by telephone. If a reason is given, note the reason in Item 26d, but do not probe for a reason. A telephone number is provided in Item 26c, but only for setting appointments or collecting missing information. Make sure to note this fact in Item 26d. Item 26e (Best Time) Mark only one box to indicate the time of day that is best to reach an adult household member, since you must interview the household respondent first during each enumeration period. Word the question in Item 26e based on whether or not a telephone interview is acceptable. Make sure to verify the information in Items 26a and 26e each enumeration period and make corrections, as needed. In addition to marking the appropriate box for the best time of day to contact the household, you can use the "Notes" space in Item 26e to: * Enter a specific day of the week that the household respondent prefers, in addition to marking a box for the time of day. * Enter days or times of day that the household respondent does not want to be bothered. However, if the person tells you not to contact them on a Sunday, just mark Box 2 "No" in Item 26f. Item 26f (Sunday Interview) Always ask the question in Item 26f to find out whether or not a Sunday interview is acceptable. Mark Box 1 if a Sunday interview is acceptable and Box 2 if a Sunday interview is not acceptable. Using the Information From Items 26a Through 26f Always review these items before starting an assignment, so that you are: More likely to reach respondents at home, Less likely to upset respondents by contacting them when they have asked not to be contacted, and More likely to plan your work days more efficiently. Item 27a (Units in Structure) Complete Item 27a once you have completed Item 26f. If you are sure how to mark Item 27a by your observations, mark the appropriate box without asking the question. However, if there is any doubt in your mind, ask the question of the household respondent and mark the appropriate box to indicate the number of housing units in the structure. What Is a Structure? A structure is a separate building that either: * Has open space on all sides (no other building attached to it) or * Is separated from other structures by dividing walls that extend from ground to roof. Consider the following residential buildings to be separate structures if the common wall between them goes from ground to roof: Double houses Duplex houses Row houses Houses attached to nonresidential structures. Sheds and private garages attached to houses are not considered separate structures because they are not intended for occupancy as separate living quarters. What Is a Housing Unit? A housing unit is a group of rooms or a single room occupied as separate living quarters or intended for occupancy as separate living quarters. A housing unit may be occupied by a family or one person, as well as by two or more unrelated persons who share the living quarters. (See page 7-4 of the Listing and Coverage Manual for Field Representatives (Form 11-8) for more information about separate living quarters and direct access.) Single-Unit Structures If you mark Box 1 or Box 7 because there is only one housing unit in the structure, do not complete Item 27b and skip to Item 28. Multi-Unit Structures If you mark Box 2, 3, 4, 5, or 6 because there are two or more housing units in the structure, complete Item 27b to inquire about direct access from outside the structure. Group Quarters Units If the sample address identifies a group quarters (GQ) unit, mark Box 8 "Only OTHER units." Item 27b (Direct Access From Outside) When you are sure how to mark Item 27b by your observations, mark the appropriate box without asking the question. However, if there is any doubt in your mind, ask the question of the household respondent and mark the appropriate box. Box 1 (Yes) Mark Box 1 "Yes" if there is some means of entering the sample unit directly from the outside, such as a door, patio doors, or windows at ground level (even if there are locks and/or bars to prevent entrance) and outside stairs (such as porch, deck, or fire escape stairs) that lead directly to an outside entrance for the sample unit. Box 2 (No) Mark Box 2 "No" when there is no direct access into the sample unit from outside of the structure and the only entrance to the sample unit is through a common hall from within the structure, such as a common hall into a second floor apartment. Item 28 (Household Income) During the first interview with a household, show the household respondent the flashcard on page 15 in your Information Card Booklet (NCVS-554) and then ask the question in Item 28 to determine the household's total combined income. You also need to update Item 28 during the third, fifth, and seventh enumeration periods. Ask or verify Item 28 with the household respondent once you have completed Items 27a and 27b, as required. For Personal Visit Interviews Just before reading the question in Item 28, show the household respondent the Household Income Flashcard on page 15 in your I information Card Booklet. After reading the question, allow the respondent time to read the categories, make an estimate, and respond. When necessary, help the respondent by adding each household members income and/or the income from all sources to get the total combined income. For Telephone Interviews After the first personal visit interview, in most cases, your remaining interviews at the sample address will be conducted by telephone. During the third, fifth, and seventh enumeration periods, read the question slightly different since you are unable to show a flashcard to the respondent. Instead of reading, "Which category on this card...", say, "Which category represents..." and continue reading the rest of the question and each income category from Control Card Item 28 until the respondent identifies the appropriate income category. If necessary, explain that we do not need the respondent to identify the actual amount of the total household income, just the income range that it falls within. If the respondent is unable to give you an income range or an amount, read the answer category that was marked previously, along with the category just below it and just above it. What to Include A respondent may ask you what type of income to include in his/her total. Here are the types of income that a respondent should include in the combined household income: * Income received from jobs * Net income from business, farm, or rent * Pensions * Dividends and interest * Social security payments * Alimony and child support * Public assistance * Any other money received by household members who are 14 years of age or older. We are interested in the household's combined income during the 12 months immediately preceding the date of interview--not the last calendar year--unless they happen to coincide. Do not specifically ask a respondent to look for tax records; however, a respondent can use income tax records to help him/her to compare the last calendar year's income with the income in the 12-month period preceding the interview. Make sure that the respondent's answer includes the money income received during the 12 months immediately preceding the interview and covers the reference person and each household member who is 14 years of age and older. Do not include income from persons who are listed in the household roster, but are not household members. If necessary, name each household member who is 14 years of age and older so that the household respondent understands whose money income we want to include. What to Exclude We do not want the respondent to include: x "In kind" income, such as room and board, free meals in a restaurant, value of crops produced by a farmer and consumed by his family, and so forth. x Insurance payments or lump-sum inheritances. x Occasional gifts of money from persons not living in the household or any exchanges of money between relatives living in the same household. x Money received from selling one's own home, car, or other personal property. x Savings withdrawals from banks. x Tax refunds. Special Situations for Item 28 If a household respondent reports no income, a loss, or that they "broke even," mark Box 1 "Less than $5,000." Make sure that the respondent understands what type of income we want included and from which persons in the household, before accepting an answer of "No income." In difficult cases, try to assist the respondent by probing to find out: Which household members worked during the last 12 months. How much money each working household member (14 years of age and older) earned each week or pay period. Whether or not any household members operated a business or a farm during the last 12 months. Whether or not any household members received a pension, dividends, interest, and so forth. Avoid "Don't know" or "Refused" answers if at all possible. Reassuring Respondents You may encounter a respondent who knows the household income, but is reluctant to tell you because he/she does not think we need to know or does not see why it would be necessary for the survey. If so, explain that information such as income, race, and sex are essential for providing statistics which reflect the crime experiences for various segments of the United States population. Item 29a (Control Number) You only need to complete Item 29a if you are completing a Control Card for an EXTRA unit discovered during an interview. An EXTRA unit is any unlisted separate living quarters that is: Discovered by chance during an interview or when asking the household coverage questions, Associated with the sample unit, and Not likely to have had a chance of being selected for a sample. (See Appendix B of this manual for more information about EXTRA units.) If you discover an EXTRA unit during an interview, enter the original or parent unit's control number in Item 29a. This would be the PSU, segment, check digit, and serial number from Item 2 on the original Control Card. Item 29b (Listing Sheet Identification) You only need to complete Item 29b if you discover an EXTRA unit during an area segment interview. If you should discover an EXTRA unit during an area segment interview, locate the line number for the first unit listed at the basic address on the area segment listing sheet. Then enter the listing sheet number and the line number for the first unit on the appropriate lines for Item 29b. Keep in mind that the first unit at the address may or may not be the original or parent unit for the EXTRA unit. Topic 7. Completing Items 30 Through Table X (Record of Visits and Telephone Calls/Noninterview Reason/Notes/ Bounding Information/Noninterview Contact Person/Determining EXTRA Units Item 30a (Enumeration Period) Each enumeration period, you will record information about any visits and/or telephone calls that you make to the sample address in Item 30. To help you record this information, Item 30a assigns an enumeration period to each row for Item 30. Items 30b and 30c (Interview Month/Year and Line Number of Household Respondent) Complete Items 30b and 30c once you have completed the household respondent's interview. In Item 30b, use the appropriate line for the current enumeration period and enter the month and year of interview (for example, 1/2003). In Item 30c, use the appropriate line for the current enumeration period and enter the circled line number from Item 12 to identify the household respondent for the current interview. Items 30d and 30e (Tally of Personal Visits and Telephone Calls) Item 30d is divided into two columns--B and A--for recording personal visits to the sample address. Using the appropriate line for the enumeration period, enter a tally mark ( / )in column B for each personal visit that you make to the sample address before 5 p.m. Enter a tally mark ( / ) in column A for each personal visit that you make to the sample address after 5 p.m. Do not make a tally mark in Item 30d when you travel by the sample address, but you do not stop at the address or attempt to speak to someone at the address. Item 30e is divided into two columns--B and A--for recording telephone calls to the sample address. Using the appropriate line for the enumeration period, enter a tally mark ( / )in column B for each telephone call that you make to the sample address before 5 p.m. Enter a tally mark( / )in column A for each telephone call that you make to the sample address after 5 p.m. Make a tally mark in the appropriate column of Item 30e for every phone call that you make to the sample address, regardless of the reason (for example, setting appointments, getting missing information, and so forth). Also count phone calls when you are not successful in reaching someone. Item 30f (Noninterview Reason) Whenever you are unable to interview a sample household, use the appropriate line for the enumeration period and enter in Item 30f the correct letter (A, B, or C)to identify the type of noninterview for the sample address and the correct two- digit reason code (for example, A03 for Type A, Refused). A list of noninterview reason codes grouped together by noninterview type is printed next to Control Card Item 33 and is also provided on the next page. (Also see Part A, Chapter 6, for more details about noninterviews.) Items 30g and 30h(Notes and CATI Recycle) In Item 30g, use the appropriate line for the enumeration period and enter the date and time for any callback appointments that you set up. Also, enter your Field Representative Code, along with any notes that you enter in Item 30g. In Item 30h, for enumeration periods two through seven, use the appropriate line and mark the "Yes" box if your regional office has instructed you to interview a "CATI Hold" case, because it was not completed during the CATI interviewing period. A "Yes" box does not appear for the first enumeration period, because all first enumeration period interviews must be conducted in person. Item 31 (Supervisor's Use) Leave Item 31 blank, because this item is for the sole use of your supervisor. Ignore any entries that you may see in Item 31. Item 32(Bounding Information) Since the information that you enter in Item 32 is used as an important tool for ensuring NCVS quality, it is imperative for you to complete each part of this item accurately. Once you end your visit or telephone call to a sample address, you must complete a separate line of Item 32 for each NCVS-2, Crime Incident Report, that you complete for the sample household. When a sample household does not report any incidents, just leave Item 32 blank. We refer to the information that you enter in Item 32 as "bounding information." After completing your summary report in Check Item W of the NCVS-2, you are instructed to check the bounding information for previous enumeration periods. This procedure is required to avoid collecting duplicate information about incidents. If a respondent reports an incident that is similar to one described in Item 32, you need to ask probing questions of the respondent to determine whether or not the incidents are identical or separate incidents. (Also see Part C, Chapter 1, Topic 7, for more information about Bounding Interviews.) Filling Item 32a In Item 32a, enter the number to identify the enumeration period (1 through 7). Filling Item 32b In Item 32b, enter either a "Y" or an "N" to indicate whether or not the incident is a "series incident." When Box 2 is marked in Check Item D on the NCVS-2 for the incident, then the reported incident is a "series incident" and you would enter a "Y" in Item 32b. Enter an "N" in Control Card Item 32b when the NCVS-2 shows that: * Box 1 is marked in Check Item B, * Box 2 is marked in Check Item C, or * Box 1 is marked in Check Item D. (See Part C, Chapter 3, Topic 2, for more information about series incidents.) Filling Item 32c Use Item 32c to indicate when the incident happened. Incident is not a series incident: When the incident is not a series incident, transcribe the month and year from Item 3 of the NCVS-2 onto Control Card Item 32c (for example, 11/2003). Incident is a series incident: When the incident is a series incident, transcribe the most recent quarter and year entered in Item 155 of the NCVS-2 onto Control Card Item 32c (for example, Qtr. 2/2002). Filling Item 32d In Item 32d, enter an incident description that will enable anyone to identify it easily at a later date. Make sure that your incident description is complete and clear enough so you or anyone else can determine what took place during the incident without difficulty. Try to confine your incident description to one line and print one letter in each space. Here are a few examples of incident descriptions for Item 32d: * Home broken into/family away/radio, TV, jewelry taken * L2 raped in car/off. had weapon/L2 injured/off. arrested Filling Item 32e In Item 32e, transcribe the respondent's line number from Item 1a of the NCVS-2 onto Control Card Item 32e. Item 33(Noninterview Contact Person) When you are unable to conduct an NCVS interview for anyone in a sample household, you still need to obtain some information about the sample household that you will enter on the NCVS-7, Noninterview Record. Normally, you will contact a neighbor, apartment manager, or some knowledgeable person in the area to get this information. In Control Card Item 33, you will enter the following information about the contact person: His/her name A description of the person you contacted (neighbor, mail carrier, apartment manager, and so forth) His/her address His/her telephone number. (Also see Part A, Chapter 6, Topic 1, for an overview of noninterviews and noninterview procedures.) 1990 Table X As you complete the coverage questions in Control Card Items 7 and 15, you could be instructed to fill Table X to determine whether the sample address has more than one separate living quarters. Run through the appropriate steps in Table X based on the segment type and skip instructions for each living quarters suspected of qualifying as an EXTRA unit. Definition of Separate Living Quarters A separate living quarters is one in which the occupants live and eat separately from all other persons on the property, and have direct access to their living quarters from the outside or through a common hall or lobby (as found in apartment buildings). Filling Column (1) When filling Table X, you must start with column (1), regardless of the segment type. Before you can mark the correct box in column (1): Check the listing sheet to see if the address of the additional living quarters is already listed. If the original sample unit is a single-unit address in a unit segment, you will not have a listing sheet. Mark the "Yes" box in Column (1): When the additional living quarters is already listed on the listing sheet for the assigned segment and could have a chance of selection for a sample, mark the "Yes" box in Column (1). Stop filling Table X because this additional living quarters is not an EXTRA unit just discovered during your interview. After marking the "Yes" box, continue the interview with the original sample unit and do not include household members from the additional living quarters with the household members from the original sample unit. Mark the "No" box in Column (1): When the additional living quarters is not listed on the listing sheet for the assigned segment or there is no listing sheet, because the original sample unit is a single-unit address in a unit segment, mark the "No" box in Column (1). After marking the "No" box, continue with: -- Column (2) for area segments, -- Column (4) for permit segments, -- Column (5) for unit segments when the original sample address is a single-unit, or -- Column (6) for unit segments when the original sample address is in a multi-unit structure (such as an apartment building). Filling Column (2) for Area Segments You will only fill column (2) if: The original sample address is located in an area segment, and You mark the "No" box in column (1) because the additional living quarters is not already listed on the Area Segment Listing Sheet, Form 11-5. Refer to the assigned area segment map and determine whether or not the additional living quarters is located within the same area segment boundaries as the original sample unit. Mark the "Yes" box in Column (2): If the additional living quarters is within the same area segment boundaries as the original sample unit, mark the "Yes" box and continue filling Table X by going to column (3). Mark the "No" box in Column (2): If the additional living quarters is not located within the same area segment as the original sample address, mark the "No" box and stop filling Table X. Do not interview anyone residing at the additional living quarters and continue the interview with the original sample address. Filling Column (3)for Area Segments You will only fill column (3) if: The additional living quarters is located in the same area segment as the original sample unit and You marked the "Yes" box in column (2). Mark the "Yes" box in Column (3): If the additional living quarters is located in a group quarters, mark the "Yes" box, stop filling Table X, and do not interview anyone residing at the additional living quarters. Mark the "No" box in Column (3): If the additional living quarters is not located in a group quarters, mark the "No" box in column (3) and continue filling Table X by skipping to column (7). Filling Column (4) for Permit Segments You will only fill column (4) if: The original sample address is located in a permit segment, and You marked the "No" box in column (1) because the additional living quarters is not already listed on the Unit/Permit Listing Sheet, Form 11-3. Mark the "Yes" box in Column (4): Before marking the "Yes" box in column (4), make sure that the additional living quarters is within the same structure AND within the same space occupied by the original sample unit (for example, a structure that was used as a single-family house and now contains two rental units). After marking the "Yes" box in column (4), continue filling Table X by skipping to column (7). Mark the "No" box in Column (4): If the additional living quarters is outside of the structure AND space occupied by the original sample unit, mark the "No" box in column (4), stop filling Table X, and do not interview anyone residing at the additional living quarters. Filling Column (5) for Single-Units in Unit Segments Since you will not receive a listing sheet when the original sample unit is a single unit in a unit segment, you will mark the "No" box in column (1) automatically and continue Table X by skipping to column (5). Mark the "Yes" box in Column (5): If the additional living quarters uses the same basic address (house number and street name) as the original sample unit, mark the "Yes" box in column (5) and continue filling Table X by skipping to column (7). Mark the "No" box in Column (5): If the additional living quarters uses a different basic address from the original sample unit, mark the "No" box in column (5), stop filling Table X, and do not interview anyone residing in the additional living quarters. Filling Column (6) for Multi-Units in Unit Segments You will only fill column (6) if: * The original sample unit is located in a multi-unit structure in a unit segment., and * You marked the "No" box in column (1) because the additional living quarters is not already listed on the Unit/Permit Listing Sheet, Form 11-3. Mark the "Yes" box in Column (6): Before marking the "Yes" box in column (6), both of the following conditions must be met: -- The additional living quarters must be within the same space as the original sample unit, AND -- The additional living quarters must be the result of a split apartment. If both conditions are met, mark the "Yes" box in column (6) and continue completing Table X by going to column (7). Mark the "No" box in Column (6): If the additional living quarters does not meet both of the conditions listed above, mark the "No" box in column (6), stop filling Table X, and do not interview anyone residing at the additional listing quarters. Filling Column (7) Before an additional living quarters can be considered an EXTRA housing unit, it must meet the criteria for "separateness." The question in column (7) is designed to determine whether the occupants or intended occupants of the additional living quarters live and eat separately from all other persons on the property. Mark the "Yes" box in column (7): If you determine that the occupants or intended occupants of the additional living quarters live and eat separately from all other persons on the property, mark the "Yes" box in column (7) and continue filling Table X by going to column (8). Mark the "No" box in column (7): If you find that the occupants or intended occupants of the additional living quarters do not live and eat separately from all other persons on the property, mark the "No" box in column (7) because the additional living quarters does not qualify as a separate housing unit. Stop filling Table X, include the occupants as part of the original unit, and continue the interview for the original sample unit. Filling Column (8) Another component of "separateness" involves "direct access." Once you determine in column (7) that the occupants of the additional living quarters live and eat separately from all other persons on the property, then you need to determine whether the occupants or the intended occupants have direct access from the outside of the additional living quarters or through a common hall. Mark the "Yes" box in column (8): Once you determine that the occupants or the intended occupants of the additional living quarters have direct access, mark the "Yes" box in column (8). At this point, you have completed the process of determining that the additional living quarters does qualify as an EXTRA housing unit. After marking the "Yes" box in column (8), go to column (9). Mark the "No" box in column (8): If the additional living quarters does not have direct access from the outside or through a common hall, mark the "No" box in column (8). Since the additional living quarters does not qualify as an EXTRA housing unit, stop filling Table X, include the occupants of the additional living quarters with the original sample unit, and continue the interview for the original sample unit. Filling Column (9) It is possible that you could discover more than one EXTRA unit while interviewing at a sample address. Column (9) is designed to provide you with instructions on how to proceed when you discover more than 3 EXTRA units at a sample address or less than 3 EXTRA units at a sample address. Mark the "Yes" box in column (9): If you discover more than 3 EXTRA units at the sample address: -- Mark the "Yes" box in column (9). -- Call your regional office for instructions on which EXTRA units to interview. -- Using the appropriate listing sheet, enter the basic address and unit designations (if any) for the EXTRA units discovered. Make sure that each unit is uniquely described so that another field representative will be able to distinguish them from one another. -- Complete a Control Card and the appropriate questionnaires for each EXTRA unit that your regional office instructs you to interview. Mark the "No" box in column (9): If you discovered between 1 and 3 EXTRA units at the sample address: -- Mark the "No" box in column (9). -- Enter the basic address and unit designation (if any) of each EXTRA unit on the appropriate listing sheet. Make sure that each unit is uniquely described so that another field representative will be able to distinguish them from one another. -- Complete a Control Card and the appropriate questionnaires for each EXTRA unit that you discovered. Part B, Chapter 2 Chapter 2 Completing the NCVS-1, Basic Screen Questionnaire Table of Topics 1 General Instructions 2 Completing Items 1 Through 16 (Cover Page) 3 Completing Items 17 Through 28(Personal Characteristics) 4 Completing Items 29 Through Check Item E (Mobility/ Businesses/Theft/Breakins/Motor Vehicles/Specific Locations/Use of Weapons/Known Offenders/ Unwanted Sexual Acts/Catch-all Questions/Computer Crime/Proxy Help) 5 Completing Items 46 Through Check Item I (Vandalism/Crimes During Vandalism/Hate Crimes/Transcribing Number of Incidents/ Employment Questions) Topic 1. General Instructions Definition The NCVS-1, Basic Screen Questionnaire, is used to determine whether each eligible household member (12 years of age or older) at the sample address was victimized by crime during the member's 6-month reference period. The NCVS-1 consists of four parts and you will complete an NCVS-1 for each sample household that you interview. For some of the NCVS-1 items, you will transcribe information from the household's Control Card. You will complete the remaining NCVS-1 items with a respondent as you conduct the interview. The NCVS-1 is designed so that you can collect information for up to four eligible household members, including the household respondent. When a sample household has more than four eligible household members, you will complete a separate NCVS-1A, Personal Characteristics form, for each eligible household member who will not fit in the NCVS-1 questionnaire. Since the content of the NCVS-1 and NCVS-1A forms changes periodically, it is important that you use the current form by checking the print date shown below the form number on the front cover of each form. Your monthly memorandums will tell you when to start interviewing with a modified form and will identify the new print date and ink/paper color. Overview of the NCVS-1 Once you are done entering the length of time each eligible household member has lived at the sample address in Control Card Item 25c, stop completing the Control Card and start completing the NCVS-1 for the household. The only time you do not need to complete an NCVS-1 for a household is when the entire household is a noninterview (Type A, B, or C). For noninterview households, you must complete an NCVS-7, Noninterview Record, instead of an NCVS-1, Basic Screen Questionnaire. (Also see Part B, Chapter 4, for instructions on completing the NCVS-7, Noninterview Record.) If you are unable to complete an NCVS-1 interview for an eligible household member (other than the household respondent), you still need to complete the following items on the NCVS-1: * Items 14a and 14b on the cover page and * Items 17 through 28 on the appropriate page for the Type Z noninterview person (page 12, 18, or 24). This also applies to Items 17 through 28 on any NCVS-1A forms that you complete for a Type Z noninterview person. The first entries that you make on an NCVS-1 must be the sample, control number, and household number in the top, left corner of the front cover. Transcribe each of these identification items from the household's Control Card. * See Control Card Item 1 for the Sample. * See Control Card Item 2 for the Control number(PSU, segment, check digit(CK), and serial number). * See Control Card Item 3 for the Household number(HH No.). The sample, control number, and household number on the NCVS-1 is used to link the Basic Screen Questionnaire to the appropriate Control Card for a household, and is the main source for identifying the sample address. Make sure that you transcribe these items ACCURATELY and LEGIBLY. Serial Number Entries for EXTRA Units Since EXTRA units are discovered as you conduct interviews, any EXTRA units that you find will not have assigned serial numbers. For each NCVS form that you complete for an EXTRA unit, print the reference person's last name in place of the serial number. Sequence for Completing the NCVS-1 Here is the sequence for completing the remainder of the NCVS-1: Complete Items 1 through 4 on the front cover. On page 2, complete Items 17 through 19 for the household respondent. Starting with Item 29, enter the interview date and complete the mobility, business operated from sample address, and the screen questions with the household respondent. After completing Check Item G for the household respondent, either complete an NCVS-2, Crime Incident Report, for each reported crime incident or continue with Check Item H. Complete or update Control Card Items 26a through 28 and Items 30b and 30c with the household respondent BEFORE ending the household respondent's interview. Starting on page 12, complete Items 17 through 19 for the next eligible household member. Starting with Item 29, enter the interview date and complete mobility and screen questions with the next household member. After completing Check Item G for the household member, either complete an NCVS-2, Crime Incident Report, for each reported crime incident or continue with Check Item H. Repeat this process for each eligible household member on the NCVS-1. If the household has more than four members, complete a separate NCVS-1A for each household member who does not fit on the household's NCVS-1. After leaving the household or ending the phone interview, transcribe the appropriate information from the household's Control Card to Items 5 through 12e on the front cover, and complete Items 13 through 16, as needed. Also transcribe the correct information from the Control Card onto Items 20 through 28 for each eligible household member. Wording Questions for Proxy Interviews When you take a proxy interview for an eligible respondent, remember that the screen questions refer to the person for whom the proxy interview is being taken (proxy person), NOT to the person answering the questions (proxy respondent). Starting with Item 33a on the NCVS-1, substitute the name of the person for whom the proxy interview is being taken in place of the word "you" when asking questions. Here is an example: Item 33a - "How long has Joan Tyler lived at this address?" In this example, Joan Tyler is the "proxy person"; in other words, she is the person for whom the proxy interview is being taken. Topic 2. Completing Items 1 Through 16 (Cover Page) Filling Items 1 Through 4 on the NCVS-1 Once you have entered the sample, control number, and household number on the front cover of the NCVS-1, the next step is to complete Items 1 through 4 on the cover page. Item 1 (Field representative identification) In Item 1, enter your field representative code (for example, B23) and your full name (for example, David Waterman). Item 2 (Unit status) In Item 2, you will indicate whether this is the first enumeration period for the sample address or whether the assigned address was in sample in a previous enumeration period. Box 1: Mark Box 1 if you are scheduled to interview the sample household for the second through seventh enumeration period, even if the household was a noninterview in the first enumeration period. After marking Box 1, fill Item 3. Box 2: Mark Box 2 if you are: * Attempting to interview a sample household for the first enumeration period, * Interviewing EXTRA units discovered during an interview, or * Interviewing additional units discovered during listing/listing verification in unit and permit segments. (See Chapter 7, Topic 6, of the Listing and Coverage Manual for Field Representatives, Form 11-8, for more instructions concerning additional units.) * After marking Box 2, skip to Item 4. Item 3 (Household status) Use Item 3 to indicate the interview status of the household from the previous enumeration period. Mark the first box in Item 3 that applies for the sample household. Box 1: Mark Box 1 if one or more household members from the current interview were also household members during the previous enumeration period AND the sample household was interviewed during the previous enumeration period. Box 2: Mark Box 2 when all household members at the sample address are new for the current interview and the former household no longer lives at the sample address. In this case, you would have increased the household number in Control Card Item 3 to the next higher number. For example, if the original household number is "1," then the replacement household becomes household "2." Mark Box 2 for a replacement household, even if the former household was a noninterview in the previous enumeration period. Box 3: Mark Box 3 if the sample address was a Type A or B noninterview in the previous enumeration period AND the same household still resides at the sample address. Box 4: Only mark Box 4 if you are interviewing at the sample address for the second through seventh enumeration period AND Boxes 1 through 3 do not describe the household status for the previous enumeration period. After marking Box 4, write a brief description of the household status for the previous enumeration period on the "Specify" line. Here is an example of when you would mark Box 4: "You are interviewing at the correct sample address for the current enumeration period, but the wrong unit was interviewed for the previous enumeration period. In this case, you would mark Box 4 and write "Wrong unit interviewed previous enumeration period" on the "Specify" line. Item 4 (Line number of household respondent) In Item 4, enter the line number to identify the household respondent for the current enumeration period. You can find this line number circled in Control Card Item 12 or entered in Control Card Item 30c. After entering the household respondent's line number in Item 4, turn to page 2 of the NCVS-1 and continue with Item 17 for the household respondent. Filling Items 5 Through 12e on the NCVS-1 After you are finished interviewing a sample household, fill Items 5 through 12e on the NCVS-1 by transcribing the appropriate information from the household's Control Card. Item 5 (Special place/GQ code) Check Control Card Item 6d. If Item 6d is blank, leave Item 5 on the NCVS-1 blank. If the sample address is a group quarters (GQ) unit, then transcribe the GQ type code (for example, 87-N) from Control Card Item 6d onto Item 5 on the NCVS-1. Item 6 (Tenure) Transcribe the answer from Control Card Item 8a for the most current enumeration period onto Item 6 on the NCVS-1. If the tenure status is unknown, print "NA" in Item 6. If the tenure status is refused, print "Ref." in Item 6. Item 7 (Land use) Transcribe the answer marked in Control Card Item 9 onto Item 7 on the NCVS-1. Your regional office fills Control Card Item 9 before you receive the Control Card. Item 8 (Farm sales) Check Control Card Item 10. If Item 10 is blank, mark the "Item blank" box in Item 8 on the NCVS-1. Otherwise, transcribe the answer from Control Card Item 10 to Item 8 on the NCVS-1. For example, if Box 1 (Yes) is marked in Control Card Item 10, then mark Box 1 ($1,000 or more) in Item 8 on the NCVS-1. Item 9 (Type of living quarters) If the sample address identifies a housing unit, transcribe the entry in Control Card Item 11c onto the appropriate housing unit box (1 - 7) in Item 9 on the NCVS-1. If the sample address identifies a group quarters unit, transcribe the entry in Control Card Item 11d onto the appropriate "OTHER unit" box (8 - 12)in Item 9 on the NCVS-1. When you mark Box 7 or 12 in Item 9, make sure to transcribe the handwritten description to the appropriate line. Item 10a (Location of phone) Mark the appropriate box in Item 10a based on the box marked in Control Card Item 26a or 26b. Examples of common areas where a phone could be located and accessible to the household are: * Apartment halls, * Rooming house lobbies, * Pay phones inside of buildings in which households * reside, and so forth. Examples of other units where a phone could be located and accessible to the household are: * Houses, * Private rooms, * Apartment units, or * Dwelling units belonging to someone other than the sample household, such as a neighbor, friend, and so forth. Item 10b (Phone interview acceptable) Mark the appropriate box in Item 10b based on the box(es)marked in Control Card Items 26c and/or 26d. Item 11a (Number of housing units in structure) Refer to Control Card Item 27a and transcribe the marked answer to the appropriate box in Item 11a. If you mark Box 1 or 7 in Item 11a, skip to Item 12a. Item 11b (Direct outside access) Refer to Control Card Item 27b and transcribe the marked answer to the appropriate box in Item 11b. If Control Card Item 27b is unanswered, mark Box x (Item blank)in Item 11b. Item 12a (Household Income) Refer to Control Card Item 28 and transcribe the marked answer for the most recent enumeration period to Item 12a. If you do not see a marked answer in Control Card Item 28 because this question is not applicable or the respondent refused to give an answer, then enter "NA" for "Not applicable" or "REF" for "Refused" in Item 12a. Item 12b(College/University) Refer to Control Card Item 8b and transcribe the marked answer to Item 12b to indicate whether the living quarters is presently used as student housing by a college or university. Item 12c (Public Housing) Refer to Control Card Item 8c and transcribe the answer marked to Item 12c. If Control Card Item 8c is left blank, then mark Box x "Item blank" in Item 12c. Item 12d (Manager Verification of Public Housing) Refer to Control Card Item 8d and transcribe the answer marked to Item 12d. If Control Card Item 8d is left blank, then mark Box x "Item blank" in Item 12d. If you mark Box 4 under "Unable to verify" in Item 12d, make sure to transcribe the "Other" reason from Control Card Item 8d. Item 12e (American Indian Reservation or American Indian Lands) Refer to Control Card Item 8e and transcribe the answer marked to Item 12e on the NCVS-1. Control Card Item 8e should never be left blank. Items 13a Through 13c (Proxy Information) Items 13a through 13c are used to identify: * The proxy person, * The proxy respondent, and * The reason you were unable to interview the household member by self-response. Whenever you take a proxy interview, complete these items either before you leave the household or before you end the phone call with the household. Item 13a (Line Number for Proxy Person) Make sure to enter the correct line number for the household member who is unable to answer for himself/herself (the proxy person). Item 13b(Proxy Respondent) In Item 13b, print the full name and line number for the household member who is answering the questions for the proxy person identified in Item 13a. We refer to this person as the proxy respondent. In a small number of special situations, the proxy respondent can be a caregiver who is not a household member. If you are unsure whether it is acceptable to take a proxy interview from a nonhousehold member, check with your regional office before taking the proxy interview. When the proxy respondent is NOT a household member, print the proxy respondent's full name in the "name" column and "non HH" in the "Line No." column of Item 13b. Also explain in the "Notes" space of the Control Card why the proxy respondent is a nonhousehold member. (Also see Part A, Chapter 2, Topic 3, for detailed requirements for accepting a nonhousehold member as a proxy respondent.) Item 13c (Reason Code) Listed below are the acceptable reason codes to indicate why a proxy interview was taken. These codes are also printed below Items 13a - 13c on the NCVS-1. If none of the reasons apply to the situation, you should NOT take a proxy interview. (Also see Part C, Chapter 1, Topic 6, for detailed information on proxy interviews and acceptable reasons.) Code 1: Enter Code 1 when the household member is 12 or 13 years of age and the child's parent(s) refuses to allow you to interview the 12 or 13 year old child by self-response. Code 2: Enter Code 2 when the household member has a physical and/or mental illness that prevents the person from responding directly to you. After entering Code 2 in Item 13c, ALWAYS complete an INTER-COMM explaining the situation in detail and attach the completed INTER-COMM to the NCVS-1. Code 3: Enter Code 3 when the household member is away from the sample address temporarily AND is not expected to return during the interview period. Before taking a proxy interview, make sure that the person is still a household member and will not return during the entire interview period. After entering Code 3 in Item 13c, ALWAYS complete an INTER- COMM explaining the situation in detail and attach the completed INTER-COMM to the NCVS-1. (Also see Part C, Chapter 1, Topic 3, of this manual and page 4 of your Information Card Booklet (NCVS-554) for help in determining household membership.) Items 14a and 14b (Type Z Noninterview) Complete Items 14a and 14b to identify each eligible household member, other than the household respondent, who cannot be interviewed during the interview period AND for whom a proxy interview is either not allowed or not possible. You can complete Items 14a and 14b either during or after interviewing the household. You must complete the household respondent's interview before any remaining eligible household members can be classified as Type Z noninterviews. Try to keep Type Z noninterviews to a minimum. You must complete an INTER-COMM explaining the circumstances for each eligible household member that you classify as a Type Z noninterview person and attach the completed INTER-COMM to the NCVS-1. Occasionally, you may interview a large household with more than four Type Z noninterviews. If this happens, make sure to complete the Personal Characteristic Items 17 through 28 on each person's NCVS-1A and use the "Notes" space on the cover page of the NCVS-1A to explain why the household member was a Type Z noninterview. Item 14a (Line Number) For each Type Z noninterview person, use Item 14a to identify the household member's line number. Item 14b(Reason Code) A list of reason codes for Type Z noninterviews is shown to the right of Item 14b. Starting at the top of the list, enter the FIRST reason code that applies in Item 14b for the situation. Code 1: Enter Code 1 if the eligible household member is never available when you contact the household to get his/her interview. Do not use Code 1 if the person is "temporarily absent" and not expected to return during the interview period. Code 2: Enter Code 2 any time you cannot interview an eligible respondent (other than the household respondent), because the eligible respondent, a proxy respondent, or someone else refuses to allow the interview. Here are some examples: An eligible respondent refuses to cooperate with the interview AND is not the household respondent. A household member refuses to allow you to interview another eligible respondent in the household, such as an elderly parent or a 14-year-old child. An acceptable proxy respondent refuses to give you a proxy interview. Code 3: Enter Code 3 if: It is acceptable to take a proxy interview for an eligible respondent who is unable to respond for himself/herself due to a physical and/or mental illness, BUT No acceptable proxy respondent is available. Code 4: Enter Code 4 if: It is acceptable to take a proxy interview because the household member is temporarily absent from the household and will not return during the interview period, BUT No acceptable proxy respondent is available. Code 5: Enter Code 5 when Codes 1 through 4 do not apply to the situation that is preventing you from interviewing an eligible household member. Here are a few examples: * An eligible household member cannot speak English and no acceptable translator is available. * A 12- or 13-year-old household member is not allowed to answer for himself/herself and no acceptable proxy respondent is available. Do not use Code 6 in Item 14b. Code 6 is only used by your regional office staff. Once you leave the household or end the phone call with the household, make sure to transcribe the appropriate information from the Control Card to the NCVS-1 Items 17 through 28 for each Type Z noninterview person. When you classify a person as a Type Z noninterview, do not fill Items 29 through Check Item I on the NCVS-1 and do not complete any NCVS-2, Crime Incident Reports, for the Type Z noninterview person. If you have already completed an NCVS-2 for a household member (other than the household respondent) and the person refuses to complete any remaining NCVS-2s for reported incidents, you must classify the household member as a Type Z noninterview and out- of-scope the completed NCVS-2. (Also see Part C, Chapter 1, Topic 8, for detailed instructions on out-of-scope incidents.) Items 15a Through 15c (Total Counts) Items 15a, 15b, and 15c are used to identify total counts of: * Household members 12 years of age and over (Item 15a) * Household members under 12 years of age (Item 15b) * Crime Incident Reports filled (Item 15c). Complete these three items once you have left the household or ended the phone call. Item 15a (Household Members 12 Years of Age and Over) Refer to Control Card Items 12, 13c, and 17 to determine the number to enter in Item 15a. First, in Item 12, count only the household members who do NOT have a diagonal line drawn through their line numbers, since a diagonal line indicates that a person has left the household. Of the persons counted in Item 12 as instructed above, next count those household members who have Box 1 "Yes" marked in Item 13c. A "No" answer indicates that the person has a usual residence elsewhere, is not a household member, and would not be included in the count that you enter in Item 15a on the NCVS-1. The last step is to check Item 17 for those household members and only count the members whose age for the current enumeration period is 12 years of age or older. Once you have determined the total number of household members who are 12 years of age and over, enter that number in Item 15a on the NCVS-1. Item 15b (Household Members Under 12 Years of Age) Refer to Control Card Items 12, 13c, and 17 to determine the number to enter in Item 15b. First, in Item 12, count only the household members who do NOT have a diagonal line drawn through their line numbers, since a diagonal line indicates that a person has left the household. Of the persons counted in Item 12 as instructed above, next count those household members who have Box 1 "Yes" marked in Item 13c. A "No" answer indicates that the person has a usual residence elsewhere, is not a household member, and would not be included in the count that you enter in Item 15b on the NCVS-1. The last step is to check Item 17 for those household members and only count the members whose age for the current enumeration period is under 12 years. Once you have determined the total number of household members who are under 12 years of age, enter that number in Item 15b on the NCVS-1. If none of the household members are under 12 years of age, mark Box 0 "None" in Item 15b. Item 15c (Crime Incident Reports Filled) In Item 15c, enter the total number of NCVS-2, Crime Incident Reports, filled for all eligible household members in the sample household. If you marked any NCVS-2s as "out-of-scope," do not include those Crime Incident Reports in your tally. If you did not complete any NCVS-2s for a household, mark Box 0 "None" in Item 15c. Item 16 (Changes in Household Composition) Refer to Control Card Item 25a and see if any household composition changes are noted for the current enumeration period. If so, transcribe the household member's line number and the reason code for the change from Control Card Item 25a to Item 16 on the NCVS-1. After completing Item 16, return to the Control Card and complete Control Card Items 32a through 32e for each NCVS-2 that you completed for the household. The information that you enter in Items 32a through 32e is referred to as "bounding" information and is used to avoid collecting duplicate incidents in subsequent interviews with the household. Topic 3. Completing Items 17 Through 28 (Personal Characteristics) Items 17 Through 28 (Personal Characteristics) After completing Item 4 on the cover page of the NCVS-1, turn to page 2 and complete Items 17 through 19 for the household respondent. Complete the remaining Personal Characteristics, Items 20 through 28, after you leave the household or end the phone call with the household. You need to complete the Personal Characteristics, Items 17 through 28, for every eligible household member (12 years of age or older), including Type Z noninterview persons. Always complete Items 17 through 19 before you continue with the NCVS-1 screen interview. Item 17 (Respondent's Name) Start the screen interview for each eligible household member by entering his/her full name in Item 17. Control Card Item 13a shows the name of each household member. Always enter the household respondent's name in Item 17 on page 2 of the NCVS-1. For the remaining eligible respondents, use Item 17 on pages 12, 18, and 24. If the household has more than four eligible respondents, use a separate NCVS-1A to record information for respondent five, six, and so forth. Item 18 (Type of Interview) After entering the household member's name in Item 17, mark the type of interview in Item 18. Since the household respondent cannot be a Type Z noninterview person, only four answer boxes appear in Item 18 for the household respondent. All remaining household members have a fifth answer box for Type Z noninterviews. Box 1: Mark Box 1 when you are interviewing a household member in person by self-response. The first contact with a sample household must be a personal visit interview for at least the household respondent. It is acceptable to interview the remaining household members by telephone during the first contact. Box 2: Mark Box 2 if the household member is interviewed by telephone and the household member answers the questions for himself/herself. Box 3: Mark Box 3 if the household member cannot answer for himself/herself, meets the requirements for a proxy interview, and the proxy interview is conducted in person with the proxy respondent. After marking Box 3, turn back to the cover page and complete the proxy information in Item 13 before conducting the proxy interview. Box 4: Mark Box 4 if the household member cannot answer for himself/ herself, meets the requirements for a proxy interview, and the proxy interview is conducted by telephone with the proxy respondent. After marking Box 4, turn back to the cover page and complete the proxy information in Item 13 before conducting the proxy interview. Box 5: Mark Box 5 when an eligible household member, other than the household respondent, is a Type Z noninterview person. Item 18 on page 2 does not have a Box 5 for the household respondent. After marking Box 5, you are reminded to complete Items 19 through 28 for the Type Z noninterview person and to complete the Type Z noninterview information in Item 14 on the cover page. Item 19 (Line Number) Refer to Control Card Item 12 to find the household member's line number at the same time that you check Control Card Item 13a for the person's name. Enter the household member's line number in Item 19 before you start the person's screen interview. Make sure to enter the correct line number for the respondent, since the line number is the link between the household member's personal characteristics and any Crime Incident Reports (NCVS-2s) you may complete for the household member. Items 20 Through 28 (Personal Characteristics) After you leave the household or end the phone call with the household, complete Items 20 through 28 by transcribing the appropriate information from the Control Card to these items for each eligible household member. You need to complete Items 20 through 28 for interviewed persons AND Type Z noninterview persons. Item 20 (Relationship to Reference Person) For Item 20, mark the household member's relationship to the reference person based on the relationship entered in Control Card Item 13b. (Also see Part B, Chapter 1, Topic 3, for more information about Relationship to Reference Person.) Item 21(Age Last Birthday) For Item 21, using the current enumeration period, enter the household member's age from Control Card Item 17. Item 22a (Marital Status This Survey Period) For Item 22a, enter the household member's current marital status based on the marital status code entered in Control Card Item 18. If you changed the person's marital status code for the current interview, make sure to use the current code and not the lined through code. Item 22b (Marital Status Last Survey Period) For Item 22b, enter the household member's marital status from the previous enumeration period based upon the marital status code entered in Control Card Item 18. If a marital status code was entered in Control Card Item 18 when you received the Control Card and you did not change the person's marital status, use that code to mark the marital status in Item 22b. However, if you lined through the previous marital status code and entered a new code, use the lined through code to mark the marital status in Item 22b. If Control Card Item 18 was blank when you received the Control Card, mark Box 6 in Item 22b. Item 23 (Sex) Mark Box 23 based upon the sex marked for the household member in Control Card Item 19. Item 24 (Armed Forces Member) If the household member is male or female and 18 through 65 years of age, use the answer marked in Control Card Item 20 to mark Item 24 on the NCVS-1. If the household member is under 18 years of age or over 65 years of age, leave Item 24 blank. Item 25 (Educational Attainment) Mark Item 25 based upon the most current 2-digit education code entered in Control Card Item 21. Since Control Card Item 21 only gets updated during selected enumeration periods (1st, 3rd, 5th, and 7th), the most current code for the highest level completed will sometimes be the one entered for the previous enumeration period. For example, if you are interviewing for the fourth enumeration period, use the code entered for the third enumeration period in Control Card Item 21. Item 26(Attending School) Mark Item 26 based upon the code entered in Control Card Item 22. Item 27 (Hispanic Origin) Mark Item 27 based upon the answer marked in Control Card Item 23. Item 28 (Race) Mark Item 28 based upon the race code(s) entered in Control Card Item 24. Since each person can identify up to four races, make sure to mark all appropriate boxes. If Code 6, "Other," is entered in Control Card Item 24, you also must transcribe the "Other" race description entered in the "Notes" space below Control Card Item 30g to the "Specify" lines for Box 6 of Item 28 on the NCVS-1. Topic 4. Completing Items 29 Through Check Item E (Mobility/ Businesses/Theft/Break-ins/Motor Vehicles/Specific Locations/ Use of Weapons/Known Offenders/Unwanted Sexual Acts/Catch-all Questions/Computer Crime/Proxy Help) Item 29 (Date of Interview) In Item 29, enter the date on which you start the household member's interview using 2 digits for the month, 2 digits for the day, and 4 digits for the year (for example, 02-03- 2003). Item 33a Through 33b(Mobility Questions) You will complete the mobility questions for each eligible household member. Item 33a is used to determine the length of continuous time the respondent has lived at the sample address and, if the respondent has lived at the sample address less than 5 years, Item 33b is used to determine how many times the respondent has moved in the last 5 years. Item 33a (Length of Time at Address) After reading the lead-in statement for Item 33a, you have the option of: * Asking the question in Item 33a if you are unsure of the answer or * Verifying the entry in Control Card Item 25c with the respondent before marking the answer. NOTE: The lead-in statement shown on the previous page is from the household respondent's section of the NCVS-1. For the remaining eligible household members, the lead-in statement will read "Before we get to the crime questions, I have one or two questions...", since the crime questions for the remaining household members follow Item 33b. Accept the answer given by the respondent without probing. However, if a respondent seems unsure about how to answer this question, you can tell him/her that we are interested in the most recent continuous length of time the respondent has been a household member at the sample address. Here is an example: During the past 5 years, a household member: Resided at the sample address, Then left the sample address for 6 months to live on a college campus, and Then returned to reside at the sample address just 3 months prior to your interview and has stayed there continuously during the past 3 months. For this example, you would enter 3 months in Item 33a. Answer is less than 1 year: If the answer is less than 1 year, enter the number of months the respondent has lived continuously at the sample address on the "Months" line and skip to Item 33b. Here are some examples of what to enter in Item 33a based upon the respondent's answer: Answer is vague or respondent is unsure: Probe to get a more precise answer. Here are some examples: Respondent's answer: Probe: Years and years Would you say more than 5 years or less than 5 years? Respondent's answer: Probe: 5 to 10 years Would you say more than 7 years or less than 7 years? Less than a year Would you say more than 6 months or less than 6 months? It's been so long, I can't Can you give me your really say. best estimate? (If you enter an estimate in Item 33a, print "EST" beside it.) I really can't say, but it If probing does not is well over 20 years. work, print "DK - more than 5 years." (Always try to determine whether it has been "5 years or more" or "less than 5 years.") Check Item A Read the question in Check Item A to yourself. Based upon the answer that you marked in Item 33a, you will either: Mark the "5 years or more" box in Check Item A and skip to Item 34 (for a household respondent) or Item 36a (for an individual respondent), or Mark the "Less than 5 years" box in Check Item A and ask the question in Item 33b. Item 33b (Number of Times Moved) In Item 33b, you are inquiring about how many times the respondent has moved in the last 5 years. Follow these steps for completing Item 33b: Before reading the question to the respondent, enter the month of interview and the year 5 years ago on the lines following the word "since." The respondent will use this date to determine his/her answer. Here is an example: If you are interviewing on March 2, 2003, then you would enter "March 1998" for the question in Item 33b. Read the question in Item 33b and enter the number provided by the respondent. Count all moves whether inside or outside of the United States, including the move into the sample unit. Each time a respondent changes his/her usual place of residence is considered one move. It is acceptable to enter an estimate and print "EST" next to it. However, only enter "DK" as a last resort, and do not enter a range of numbers, such as "2 - 4." For respondents who are students, you may need to explain what we consider to be a move. Although some students may consider their usual place of residence to be their parent's home, we consider their usual place of residence to be the place where they usually live and sleep. During the school year that could be a college dormitory or apartment. Each time a student changes the place where he/she usually lives and sleeps is considered a move, even if it is just moving from one dormitory room to another one. Items 34 and 35 (Recognizable and Unrecognizable Businesses) Items 34 and 35 are asked only of the household respondent to determine if: A sample household member operates a business from the sample address (Item 34). The business operated from the sample address is considered recognizable or unrecognizable (Item 35). Item 34 (Operating a Business) Read the question in Item 34 to the household respondent and mark the appropriate answer box. If you get a "Yes" answer, mark Box 1 and ask the question in Item 35 next. If you get a "No" answer, mark Box 2 and skip to Item 36a. Item 35 (Sign on the Premises) For a personal visit interview, you can complete Item 35 by using your observations of the housing unit's exterior to determine whether the business is recognizable or unrecognizable. Before marking Box 1 to indicate that the business is recognizable, make sure that: * A sign announcing the business is visible to the public from OUTSIDE the housing unit and * The sign announcing the business must be located on the sample household's property, such as a sign on a front door, window, garage door, mail box, or a free standing sign in the front yard. Do NOT use the following indicators as evidence that a business is recognizable: x The business is advertised in a newspaper, magazine, telephone book, or on the Internet. A motor vehicle, such as a van, car, truck, or bus, is parked in the driveway or in front of the housing unit and the vehicle carries the business logo on it. Before marking Box 2 to indicate that the business is unrecognizable, make sure that NO sign is visible on the outside of the housing unit indicating that the business exists. Any reported incidents of theft from an unrecognizable business operated by a household member from the sample unit must be included in the NCVS. For a telephone interview, ask the question in Item 35 of the household respondent and mark the appropriate answer box. If you get a "Yes" answer, mark Box 1 indicating that the business is recognizable from outside the housing unit. If you get a "No" answer, mark Box 2 indicating that the business is unrecognizable from outside the housing unit. Here is the reason why we need to differentiate between a recognizable or unrecognizable business operated from the sample address by a household member: We keep crime incidents that involve property stolen from an unrecognizable business, but We do NOT keep crime incidents that ONLY involve property stolen from a recognizable business. However, if the following types of incidents are reported, we want to keep them regardless of whether a household member operates a recognizable business from the sample address: Personal property was stolen from the household respondent or another household member. The household respondent or another household member received a face-to-face threat of physical harm, was attacked, or an attempt was made to attack a household member. Someone illegally entered, broke into or attempted to break into the sample unit. (Refer to Part C, Chapter 2, Topic 5, of this manual for detailed definitions and examples of special situations for recognizable and unrecognizable businesses.) Items 36 Through 46 (Screen Questions) The screen questions cover a wide variety of situations and are designed to provide the respondent with concrete examples of the kinds of crimes that are typically reported for the NCVS and could be overlooked by respondents. These screen questions ensure that we collect ALL incidents of crime in a sample household that occurred during each respondent's 6-month reference period. (Refer to Part C, Chapter 1, Topic 2, for a detailed definition and examples for the NCVS reference period.) The household respondent's interview has a few additional screen questions to elicit crime incidents involving the entire household, in addition to crime incidents involving just the household respondent. These additional screen questions are asked in Items 36 through 39 and 46 to determine whether any crime incidents involving the entire household happened, such as: * In Item 36 - Things stolen from outside the home (for example, lawn furniture or a garden hose), and things stolen from a household member under 12 years of age (for example, a 10-year- old's bicycle stolen from the home's driveway), * In Item 37 - Break-ins, attempted break-ins, or illegal entries at the sample address (for example, the house, garage, shed, or a storage room), or at a hotel, motel, or vacation home where the respondent was staying, * In Item 38 - The total number of motor vehicles owned by the entire household during the 6 months prior to the interview, * In Item 39 - Thefts or attempted thefts of motor vehicles owned by the household during the 6 months prior to the interview, including gasoline and parts (for example, tires, wheels, battery, cassette player, CD player, and so forth). * In Item 46 - Attacks, threats of physical harm, thefts, and attempted thefts related to reported acts of vandalism. Do Not Leave Screen Questions Unanswered It is important to ask each screen question for an eligible respondent. Unanswered screen questions for a household respondent can cause the case to be classified as a Type A noninterview and unanswered screen questions for an individual respondent can cause the respondent to be classified as a Type Z noninterview person. "Don't Know" or "DK" Entries Are Not Acceptable If a respondent answers with "Don't know," probe carefully to get a definite "Yes" or "No" answer. If the respondent is still unable to answer the screen question, mark the "No" answer box. Respondent Refuses to Answer a Screen Question If a respondent refuses to answer a particular screen question, print "REF" in the question's answer space and explain in the "Notes" space why you feel the respondent refused to answer the question. Recording Incidents on the NCVS-1 In most cases, record incidents as a respondent reports them, regardless of whether the screen item relates to the type of incident reported. Reports of vandalism are an exception to this rule. If a household respondent reports an act of vandalism (for example, spray painting graffiti on a garage door) AND no NCVS crime is reported, record the vandalism in Items 46a through 46f. These vandalism items are asked only of the household respondent. (Also see Part C, Chapter 2, Topic 2, for detailed information about crimes measured by the NCVS.) How to Ask Screen Questions Part (a) of most screen items has at least three subcategories and could have as many as eight subcategories (for example, Item 36a). This may prompt some respondents to give you an answer before you finish reading each subcategory. We would prefer that you finish reading each subcategory before the respondent gives an answer. Even if you get interrupted, you must read each and every subcategory in its entirety, so that we do not miss any crime incidents. The following technique may help you get through all the subcategories of a screen question before getting a respondent's answer: 1 After reading each subcategory in part (a), only pause long enough to let the respondent know that you are about to start reading a new subcategory. If you pause too long, the respondent may feel that you are waiting for an answer. 2 After reading all subcategories in part (a), pause long enough to allow the respondent to reply. If the respondent doesn't give you an answer, then read the question in part (b), "Did any incidents of this type happen to you?" 3 If you get a "Yes" response in part (b), mark Box 1 and ask the respondent "What happened?" Based upon the answer you receive, enter a brief description of the crime incident in the space provided to the right of part (a). Then, ask the question in part(c), "How many times?" and fill the "Number of times" space. 4 If you get a "No" response in part (b), mark Box 2 and follow the skip instruction to the next screen item. If this technique doesn't work and a respondent either interrupts you in the middle of reading a subcategory or before you finish reading all the subcategories for a question, follow these steps: Respondent answers in the middle of reading a subcategory-- 1 Stop and thank the respondent, but explain that there is more to the question which he/she needs to hear before giving an answer. 2 Reread the unfinished subcategory again from the beginning. If the respondent gives you a "No" answer after you finish reading the entire subcategory, tell the respondent that you need to finish reading all the subcategories for the question. If the respondent gives you a "Yes" answer before you have read all subcategories, then follow the instructions below. Respondent answers "Yes" before you have read ALL subcategories-- 1 Mark the "Yes" answer box in part (b) and ask "What happened?" 2 Enter a brief description of the crime incident in the space to the right of part (a). 3 Then, ask the question in part (c), "How many times?" and fill the "Number of times" space. 4 Next, start by saying, "Other than any incidents already reported..." and finish reading the remaining subcategories in part (a) of the same screen question. 5 If the respondent mentions any additional crime incidents, briefly describe them in the space next to part (a) AND correct the "Number of times" entry in part (c), as necessary. If the respondent reports more than one incident in one screen item, enter a brief description for each incident in part (a) and number each one separately (for example, #1 - L1 threatened with a knife by coworker, #2 - L1's purse snatched while boarding a bus). By using these techniques, there is less chance of missing any crime incidents which occurred during a respondent's reference period. (Also see Part A, Chapter 2, Topic 6, for general interviewing techniques to use for the NCVS.) Items 36a Through 36c (Theft or Attempted Theft) Items 36a through 36c are asked of all eligible household members and are designed to remind each respondent of incidents in which thefts were attempted or completed during the 6 months prior to the interview. Subcategories (e) and (f) of Item 36a are asked only of the household respondent and do not appear in Item 36a for individual respondents. Before asking the question in Item 36a, make sure to enter the date for the first day of the respondent's reference period in the lead-in statement. In most cases, this will be the month, day, and year entered in Control Card Item 25b. If Item 25b is blank or the date entered is more than 6 months before the current interview, refer to pages 10 and 11 in your Information Card Booklet, NCVS-554, for help in determining the date to enter in Item 36a. Once you have entered the date to indicate the start of the respondent's reference period, always read the two lead-in statements in Item 36a before reading the question. Then follow the instructions under "How to Ask Screen Questions" on pages B2-35 through B2-37. Items 37a Through 37c (Break-in or Attempted Break-in) Items 37a through 37c are asked only of the household respondent to find out if: * The household respondent's home or lodging was broken into or illegally entered, or * An attempt was made to break into or illegally enter the household respondent's home or lodging. Items 37a through 37c are not included in the screen interview for individual respondents. If the household respondent reported an incident in Item 36, make sure to read the parenthetical phrase (Other than any incidents already mentioned,) as you read the question in Item 37a. This will help avoid duplicate incidents. Moved Into Sample Address During Reference Period A household respondent may have lived in more than one housing unit during his/her 6-month reference period. If you encounter this situation, include all reported incidents that happened during the household respondent's reference period AND involved property owned or rented by the current household respondent. Incident Happened at Sample Address Before Owned/Rented by Household Respondent When the following conditions exist, do not accept the reported incident: * The household respondent reports an incident that happened at the sample address during the household respondent's 6-month reference period, BUT * The current household respondent was not the owner or renter at the sample address at the time of the incident. For example, the sample unit may still have been owned or rented by the previous owner/renter or may have been vacant while it was available for sale or rent. However, you should accept the incident if the current household respondent was the owner/renter, but had not yet moved into the sample unit when the incident occurred. Only accept incidents involving property owned or rented by the current household during the 6 months prior to the interview. Household Respondent Owns/Rents a Recreation Vehicle or Vacation Home Accept the incident if the recreation vehicle or vacation home was owned or rented by the household respondent AND was being occupied as a housing unit at the time of the incident. Do not accept incidents involving break-ins or attempted break-ins of vacation or second homes when: x The vacation or second home is part of a recognizable business, x The vacation or second home was rented to a nonhousehold member at the time of the incident, OR x The vacation or second home was not occupied by the sample household as a housing unit at the time of the incident. Instructions for "How to Ask Screen Questions" are covered on pages B2-35 through B2-37. Items 38 Through 39c(Motor Vehicles) Items 38 through 39c are asked only of the household respondent to find out: * The total number of motor vehicles currently or previously owned by the sample household during the last 6 months, AND * Whether any of these motor vehicles were stolen or used without permission, including parts and gasoline, AND * Whether any attempts were made to steal or use them without permission, including parts and gasoline. Items 38 through 39c are not included in the screen interview for individual respondents. Completing Item 38 Ask the question in Item 38 of the household respondent as worded and make sure to include the statement, "Include those you no longer own" at the end of the question. If the sample household has not owned any motor vehicles during the 6 months prior to the interview, mark Box 0 "None" and skip to Item 40a. Otherwise, mark the appropriate answer box in Item 38 and ask the question in Item 39a next. If the respondent refuses to answer Item 38, you still need to ask the question in Item 39a. (Also see "Respondent Refuses to Answer Item 38" on page B2-44.) What to Include in Item 38 If a household respondent questions what to include in the total number of motor vehicles for Item 38, here are some guidelines for what to include: Include cars, vans, trucks, sport utility vehicles, motorcycles, or any other motorized vehicle that can be legally used as a means of transportation on most roads or highways (for example, motorized recreation vehicles that do not require towing). Include a motorized vehicle owned by a sample household member during the 6 months prior to the interview, even if it has been sold, given away, junked, stolen, or abandoned. Include all vehicles owned by an unrecognizable business that a household member operates, as well as all vehicles owned for the household's personal use. Include vehicles owned by a recognizable business that a household member operates IF the vehicles are used at least partially for the household's personal use. Include vehicles leased by a household member for at least one month AND the leased vehicles are the responsibility of the household member if stolen. What to Exclude in Item 38 If a household respondent questions what to exclude from the total number of motor vehicles for Item 38, here are some guidelines for what to exclude: x Exclude motorized vehicles that cannot be driven legally as a means of transportation on most roads or highways (for example, minibikes, go-carts, or snowmobiles). x Exclude vehicles owned by a recognizable business that is operated by a household member AND the vehicles are ONLY used for business purposes. x Exclude vehicles that are loaned to a household member for private use by a business AND the business is not owned by a household member. x Exclude vehicles that a household member rented for less than one month. x Exclude vehicles owned by parents in a sample household when their children are using the vehicles away from the sample address while attending school. Respondent Refuses to Answer Item 38 If a household respondent refuses to answer or feels uneasy about answering the question in Item 38, explain the reasons for asking about motor vehicles owned by the household which are: To determine whether or not we need to ask about any thefts of motor vehicles owned by the sample household, AND To help respondents recall all motor vehicles owned during the 6 months prior to the interview, before asking about any thefts involving the vehicles. When you are unable to convince a household respondent to provide an answer for Item 38, write "REF" in the question's answer space and explain in the "Notes" space why you feel the respondent refused to answer this question. You still need to ask the question in Item 39a when a household respondent refuses to answer Item 38. Just reword the question slightly as follows: "During the last 6 months, were any of the vehicles that MAY HAVE BEEN owned by you or any other member of this household..." Completing Items 39a Through 39c The question in Item 39a refers to the motor vehicles mentioned in Item 38. If the household respondent has already reported an incident during this interview, make sure to read the parenthetical phrase, "other than any incidents already mentioned." As you read the question in Item 39a, use the phrase: * "Was the vehicle" when the household respondent reports only one motor vehicle in Item 38. * "Were any of the vehicles" when the household respondent reports two or more motor vehicles in Item 38. * "Were any of the vehicles that may have been owned by you or any other member of this household" when the household respondent refuses to answer Item 38. Additional instructions for "How to Ask Screen Questions" are covered on pages B2-35 through B2-37. Distinguishing Between Vandalism and Attempted Thefts Accept reported attempts to steal motor vehicles or motor vehicle parts owned by the household, because attempted thefts are just as important as actual thefts. However, it may not always be clear to a respondent that an attempt was made to steal his/her vehicle or parts (for example, a broken window on a car). If it is not clear whether the incident was an attempted theft or an act of vandalism: * Probe by asking, "Do you think the offender was trying to break into or steal your vehicle or do you think it was an act of vandalism?" * Rely on the respondent's perception. If the respondent feels the incident was an attempted theft or is still unsure, enter the incident in Item 39. However, if the respondent feels the incident was an act of vandalism AND no NCVS crime was committed (for example, a broken antenna, mirror or slashed tires), enter the incident in Item 46. If you stop to enter the incident in Item 46, make sure to return to Item 39 and complete the items between Items 39 and 46. Examples of Motor Vehicle Parts The following items are examples of parts attached to motor vehicles: tires, wheels, hubcaps, CD players, tape decks, cellular phones, batteries, steering wheels, door handles, and so forth. However, if a respondent reports a theft or attempted theft of other types of items from a vehicle (for example, Christmas presents or grocery items)at Item 39a, accept the reported incident in Item 39. Items 40a Through 40c (Attacks, Threats, and Thefts by Location) Items 40a through 40c are asked of all eligible household members and are designed to remind each respondent of incidents in which he/she may have been attacked or threatened with physical harm in a variety of locations or situations. The question in Item 40a also asks about things stolen from the respondent or attempts to steal anything from the respondent. Before asking the question in Item 40a, make sure to enter the date for the first day of the respondent's reference period in the question. In most cases, this will be the month, day, and year entered in Control Card Item 25b. If Item 25b is blank or the date entered is more than 6 months before the current interview, refer to pages 10 and 11 in your Information Card Booklet, NCVS-554, for help in determining the date to enter in Item 40a. If the respondent reported an incident in an earlier item, make sure to read the phrase (Other than any incidents already mentioned,), as you read the question in Item 40a. Then follow the instructions under "How to Ask Screen Questions" on pages B2-35 through B2-37. Acceptable and Unacceptable Threats The following conditions must exist for a threat to be acceptable for the NCVS: The threat must be delivered directly by the offender to the respondent verbally and in person AND The threat must involve the potential for physical harm to the respondent. Do not accept threats that an offender makes over the telephone, in a letter, FAX, or electronic message. Also unacceptable are threats or warnings delivered by another person for the offender, as well as a respondent saying that he/she felt threatened. Items 41a Through 41c (Attacks and Threats by Weapon or Use of Force) Items 41a through 41c are asked of all eligible household members and are designed to remind each respondent of incidents in which he/she may have been attacked or threatened with physical harm involving various weapons or the use of force. If the respondent reported an incident in an earlier item, make sure to read the phrase, (Other than any incidents already mentioned,), as you read the question in Item 41a. However, the phrase (Exclude telephone threats) is included only as a reminder to you and should not be read to the respondent. Remember that threats made over the telephone are never acceptable for the NCVS. Then follow the instructions under "How to Ask Screen Questions" on pages B2-35 through B2-37. Only accept verbal threats delivered by the offender in person to physically harm the respondent. Also read "Acceptable and Unacceptable Threats" on page B2-47. With the exception of cases involving police officers, accept any incidents in which the offender had a weapon present during the incident, even if the offender did not use it. Also, accept incidents in which the offender threw something or shot at the respondent, even though the object thrown may not qualify as a weapon for the NCVS. (Also see Part C, Chapter 3, Topic 7, for more information about weapons, and Topic 21, for more details about incidents involving police officers.) Items 42a Through 42c (Offender is Known by the Respondent) Items 42a through 42c are asked of all eligible household members and are designed to remind each respondent of incidents in which the offender was someone he/she knows (for example, co-worker, friend, neighbor, relative, or family member) and the incident involved an attack, threat, or theft. If the respondent reported an incident in an earlier item, make sure to read the phrase, (Other than any incidents already mentioned,), as you ask the question in Item 42a. However, the phrase(Exclude telephone threats)is included only as a reminder to you and should not be read to the respondent. Remember that threats made over the telephone are never acceptable for the NCVS. Then follow the instructions under "How to Ask Screen Questions" on pages B2-35 through B2-37. Only accept verbal threats delivered by the offender in person to physically harm the respondent. Also read "Acceptable and Unacceptable Threats" on page B2-47. Items 43a Through 43c (Forced or Unwanted Sexual Acts) Items 43a through 43c are asked of all eligible household members and are designed to remind each respondent of incidents in which he/she was forced or coerced to engage in unwanted sexual activity, regardless of whether the respondent did or did not know the offender. Make sure to read the lead-in statement before asking the question in Item 43a. If the respondent reported an incident in an earlier item, make sure to read the phrase,(Other than any incidents already mentioned,), as you ask the question in Item 43a. Then follow the instructions under "How to Ask Screen Questions" on pages B2-35 through B2-37. Item 44a, Check Item B, and Item 44b (Reported Incident to Police) Item 44a, Check Item B, and Item 44b are asked of all eligible household members and are designed to remind each respondent of incidents that the respondent reported to the police because something happened to the respondent that he/she thought was a crime. Item 44a has a general question designed to bring out crimes that the respondent may have overlooked earlier or perhaps we did not ask about specifically in earlier items (For example, incidents in which the offender was a child, or no loss or injury resulted.). If the respondent reported an incident in an earlier item, make sure to read the phrase, (Other than any incidents already mentioned,), as you read the question in Item 44a. "Yes" Answer in Item 44a Mark Box 1 and ask "What happened?" when you get a "Yes" answer in Item 44a. Then enter a brief description of each reported incident in the space above Box 1 and continue with Check Item B. If the respondent reports more than one incident in Item 44a, enter a brief description for each incident and number each one separately (For example, #1 - L2 threatened with physical harm by coworker, #2 - L2's purse snatched while boarding a bus.). If the respondent relates an incident that might not be a crime, such as a traffic accident, or that involved a nonhousehold member, stress that we are only interested in an incident when: * It was reported to the police, * It directly affected the respondent or another household member, AND * The respondent believes it to be a crime. After stressing these points, accept the respondent's answer and mark the appropriate box in Item 44a. "No" Answer in Item 44a When you get a "No" answer in Item 44a, mark Box 2 in Item 44a and skip to Item 45a. Check Item B If you can determine the answer for Check Item B from the incident description provided by the respondent in Item 44a, you can mark the "Yes" or "No" box in Check Item B without asking the question. However, if you are unsure whether the respondent was attacked or threatened, or something was stolen or an attempt was made to steal something that belonged to the respondent or another household member, ask the question in Check Item B before marking the answer. When multiple incidents are reported in Item 44a AND at least one of the incidents involves the respondent being attacked or threatened, or something was stolen or an attempt was made to steal something that belonged to the respondent or another household member, then mark Box 1 "Yes" in Check Item B. Box 1 "Yes": After marking Box 1 to indicate that the incident is an NCVS crime, ask Item 44b next to find out how many incidents happened. Although Check Item B does not mention break-ins or illegal entries, mark Box 1 if the respondent reports a break-in or illegal entry. Also mark Box 1 in Check Item B for household crimes not reported in an earlier item (For example, a 10-year- old household member's bicycle was stolen from the home's backyard.). After marking Box 1 "Yes" in Check Item B, you are instructed to ask Item 44b next. Box 2 "No": After marking Box 2 to indicate that the incident is not an NCVS crime, skip to Item 45a. If the incident involves ONLY acts of vandalism (for example, graffiti painted on a shed or tires slashed on a motor vehicle), mark Box 2 and remind the household respondent of the vandalism when asking the vandalism questions in Items 46a through 46f. If the respondent mentions ONLY threatening letters or telephone threats and no personal confrontation occurred, mark Box 2 because we only accept threats of physical harm delivered in person and verbally directly by the offender to the respondent. When an eligible household member, other than the respondent, was attacked or threatened with physical harm, mark Box 2 in Check Item B. Remind the victimized household member to report this incident if he/she does not report it when interviewed. If that person has already been interviewed, re-contact him/her and try to obtain the incident. After marking Box 2 "No" in Check Item B, you are instructed to skip to Item 45a. Item 44b After marking Box 1 "Yes" in Check Item B, ask the question in Item 44b to determine how many times each reported incident happened during the last 6 months. Enter the TOTAL number on the "Number of times" line in Item 44b. When multiple incidents are reported in Item 44a AND Box 1 "Yes" is marked in Check Item B, ask the question "How many times?" for each incident in which the respondent was attacked or threatened, or something was stolen or an attempt was made to steal something that belonged to the respondent or another household member. Then enter the TOTAL number in Item 44b. Once you have completed the respondent's NCVS-1 interview, make sure to complete a separate NCVS-2, Crime Incident Report, for each "Number of times" entered in Item 44b. Item 45a, Check Item C, and Item 45b (Incident Not Reported to Police) Item 45a, Check Item C, and Item 45b are asked of all eligible household members and are designed to remind each respondent of incidents that the respondent did NOT report to the police, even though he/she thought they were crimes. Item 45a has a general question designed to elicit crimes that the respondent may have overlooked earlier or perhaps we did not ask about specifically in earlier items (for example, incidents in which the offender was a child, or no loss or injury resulted). If the respondent reported an incident in an earlier item, make sure to read the phrase, "(Other than any incidents already mentioned,)", as you read the question in Item 45a. "Yes" Answer in Item 45a Mark Box 1 and ask "What happened?" when you get a "Yes" answer in Item 45a. Then enter a brief description of each reported incident in the space above Box 1 and continue with Check Item C. If the respondent reports more than one incident in Item 45a, enter a brief description for each incident and number each one separately (for example, #1 - L1 threatened with a knife by coworker, #2 - L1's purse snatched while boarding a bus). If the respondent relates an incident that might not be a crime, such as a traffic accident, or that involved a nonhousehold member, stress that we are only interested in an incident when: * It directly affected the respondent or another household member AND * The respondent believes it to be a crime. After emphasizing these points, accept the respondent's answer and mark the appropriate box in Item 45a. "No" Answer in Item 45a When you get a "No" answer in Item 45a, mark Box 2 in Item 45a and skip to the INTRO at the top of page 7. Check Item C If you can determine the answer for Check Item C from the incident description provided by the respondent in Item 45a, you can mark the "Yes" or "No" box in Check Item C without asking the question. However, if you are not sure whether the respondent was attacked or threatened, or something was stolen or an attempt was made to steal something that belonged to the respondent or another household member, ask the question in Check Item C before marking the answer. When multiple incidents are reported in Item 45a AND at least one of the incidents involves the respondent being attacked or threatened, or something was stolen or an attempt was made to steal something that belonged to the respondent or another household member, then mark Box 1 "Yes" in Check Item C. Box 1 "Yes": After marking Box 1 to indicate that the incident is an NCVS crime, ask Item 45b next to find out how many incidents happened. Although Check Item C does not mention break-ins or illegal entries, mark Box 1 if the respondent reports a break-in or illegal entry. Also mark Box 1 in Check Item C for household crimes not reported in an earlier item (For example, a 10-year- old household member's bicycle was stolen from the home's backyard.). After marking Box 1 "Yes" in Check Item C, you are instructed to ask Item 45b next. Box 2 "No": After marking Box 2 to indicate that the incident is not an NCVS crime, skip to the INTRO at the top of page 7. If the incident involves ONLY acts of vandalism (For example, graffiti painted on a shed or tires slashed on a motor vehicle.), mark Box 2 and remind the household respondent of the vandalism when asking the vandalism questions in Items 46a through 46f. If the respondent mentions ONLY threatening letters or telephone threats and no personal confrontation occurred, mark Box 2 because we only accept threats of physical harm delivered in person and verbally directly by the offender to the respondent. When an eligible household member, other than the respondent, was attacked or threatened with physical harm, mark Box 2 in Check Item C. Remind the victimized household member to report this incident if he/she does not report it when interviewed. If that person has already been interviewed, re-contact him/her and try to obtain the incident. After marking Box 2 "No" in Check Item C, you are instructed to skip to the INTRO at the top of page 7. Item 45b After marking Box 1 "Yes" in Check Item C, ask the question in Item 45b to determine how many times each reported incident happened during the last 6 months. Enter the TOTAL number on the "Number of times" line in Item 45b. When multiple incidents are reported in Item 45a AND Box 1 "Yes" in marked in Check Item C, ask the question "How many times?" for each incident in which the respondent was attacked or threatened, something was stolen, or an attempt was made to steal something that belonged to the respondent or another household member. Then enter the TOTAL number in Item 45b. Once you have completed the respondent's NCVS-1 interview, make sure to complete a separate NCVS-2, Crime Incident Report, for each time entered in Item 45b. Item 45c Notice that the reference period for the computer crime screen questions covers the 6 months prior to the interview, just like the reference period for the rest of screen interview. As you read the question in Item 45c, make sure to emphasize the word "YOU" and to read each answer category from Boxes 1 through 4 as a separate question. For example, start by asking, "During the last 6 months, have YOU used a computer, laptop, or WebTV for the following purposes For personal use at home?" Wait for the respondent's answer. If you get a "Yes" answer, mark Box 1 and then ask, "For personal use at work?". If you get a "No" answer for the first question, leave Box 1 unmarked and continue by asking, "For personal use at work?". Follow this method for each of the four questions for Boxes 1 through 4 and mark ALL boxes that apply. Notice that Box 5 is not printed in bold type. Do NOT read this statement to the respondent. If the respondent answers "No" to all four questions in Item 45c, mark Box 5, "None of the above," and skip to Check Item D. Also mark Box 5 if the respondent says that he/she only uses a computer for work and does not have a home business. In other words, the respondent has not used a computer for personal use or for a home business. Take your time asking and completing this item and avoid rushing through it. If you mark Box 5 incorrectly, you will skip over the remaining computer crime screen questions and could miss information about a computer crime. If you mark any box in Item 45c, other than Box 5, you will continue with Item 45d. Item 45d Once you have determined in Item 45c that a respondent has used any type of computer in the past 6 months for personal use or for operating a home business, then you will determine in Item 45d how many computers the respondent accessed during the reference period for personal use or for operating a home business. Notice that one of the answer categories is Box 0, "None." If a respondent should answer "None," you need to probe to make sure that the respondent understood the question and to verify whether the answer you were given in Item 45c is correct. After completing Item 45d, continue with Item 45e. Item 45e Notice that the word "YOU" is printed in capital letters in the question for Item 45e. As you ask this question, emphasize the word "YOU" so that the respondent concentrates only on his/ her use of the Internet for personal reasons or for operating a home business. For a proxy interview, emphasize the proxy person's name so that the proxy respondent concentrates on the proxy person's Internet usage. Boxes 1, 2, and 3 are self-explanatory. Only mark Box 4, "None of the above," when the respondent has not used the Internet at all during the 6 months before the interview for personal use or for operating a home business. Item 45f Item 45f is used to identify any computer-related crime incidents that the respondent may have experienced in the 6 months before the interview. Make sure to emphasize "COMPUTER-RELATED" and ask each answer category from Boxes 1 through 6 as a separate question. For example, start by asking, "Have you experienced any of the following COMPUTER-RELATED incidents in the last 6 months-Fraud in purchasing something over the Internet? Wait for the respondent to answer and, if you get a "Yes" answer, mark Box 1. If you get a "No" answer, leave Box 1 unmarked and continue by asking, "Computer virus attack?" When you get to Box 5, only ask about this type of incident if the respondent told you in Item 45c that he/she uses a computer for the operation of a home business. If Box 4 is NOT marked in Item 45c, skip the question for Box 5 and continue by asking the question for Box 6. If you get all "No" answers in Item 45f, mark Box 7, "No computer- related incidents," and skip to Check Item D. Notice that Box 7 is not printed in bold type. Do NOT read this statement to the respondent. If you mark at least one of the boxes for answer categories 1 through 6, continue with Item 45g. At this time, computer-related incidents are not considered NCVS crimes, just as acts of vandalism are not considered NCVS crimes, unless the incident also involves an attack or a threat of attack, or a theft or attempted theft. Therefore, do not complete an NCVS-2, Crime Incident Report, if a respondent ONLY reports a computer-related incident and no NCVS crime occurred, such as an attack, a threat, a theft or an attempted theft. Item 45g You will ask the question in Item 45g to find out if the respondent lost any money as a result of the computer- related incident(s) identified in Item 45f. If the respondent reported more than one incident in Item 45f, then ask the question in Item 45g using the word "incidents." If you get a "Yes" answer, you will continue with Item 45h. If you get a "No" answer, you will skip to Item 45i. Item 45h When a respondent indicates in Item 45g that he/she lost money due to a computer-related incident reported in Item 45f, you will identify how much money the respondent lost in Item 45h. Once the respondent gives you an amount, use the "Amount of loss" line and enter the respondent's answer in whole dollars rounding up or down to the nearest dollar figure. If the respondent hesitates or has trouble arriving at a dollar figure, ask the respondent to give you his/her best estimate. Enter the estimated dollar amount on the "Amount of loss" line. Only mark Box x, "Don't know," when you are unable to get an exact amount or at least an estimate from the respondent. After completing Item 45h, continue with the last computer crime screen question, Item 45i. Item 45i Item 45i is used to find out to whom the respondent may have reported the computer-related incident(s). Ask each answer category in Boxes 1 through 5 as a separate question, as you were instructed for Items 45c and 45f, marking all answers that apply. Marking Box 1 Mark Box 1 if the respondent reported the computer-related incident to any city, county, state, or Federal police agency, a housing or transit police agency, or any other type of law enforcement agency, with the exception of private security agencies. Marking Box 2 Mark Box 2 if the respondent reported the computer-related incident to a company that provides access to the Internet for a fee and provides the user with a software package, username, password, and access phone number. Marking Box 3 Mark Box 3 if the respondent reported the computer- related incident to an individual who manages a Website. Depending on the size of the site, the Website Administrator might be responsible for any or all of the following tasks: * Making sure that the Web server hardware and software are running properly; * Designing the Website; * Creating and updating Web pages; * Replying to user feedback; or * Monitoring traffic through the site. Marking Box 4 Mark Box 4 if the respondent reported the computer-related incident to an individual who is responsible for maintaining a multi-user computer system, including a local-area network (LAN). Marking Box 5 Mark Box 5 if the respondent answers "Yes" to Box 5, "Someone else?", and then make sure to find out to whom the respondent reported the incident. Always enter the agency's name or the person's title on the "Specify" lines. Marking Box 6 Mark Box 6 when you have not marked any boxes that correspond to answer categories 1 through 5, because the respondent did not notify anyone. After completing the last computer crime screen question, continue with Check Item D. Check Item D Mark Check Item D based upon your observations to show whether anyone besides you and the respondent was present or could overhear all or part of the respondent's NCVS-1 interview. Mark all boxes that apply to the respondent's screen interview. Do not count the following persons: Yourself The respondent (self or proxy) For a proxy interview - the proxy person who is unable to answer for himself/herself A Census Bureau observer Mark Box 1 Mark Box 1 in Check Item D for all telephone interviews, even if you know someone could have overheard the respondent's answers. Mark Box 2 Mark Box 2 in Check Item D when no one else was present during a personal visit interview. Mark Boxes 3 Through 7 Mark Boxes 3 through 7 to identify the type of person when one or more persons were present during a personal visit interview and there was a possibility that they overheard the respondent's answers. Proxy Interviews If someone is present during a personal visit proxy interview, mark the box in Check Item D which identifies the person's relationship to the person for whom the proxy interview was conducted. Relationship Unknown If someone is present during a personal visit interview and you do not know the person's relationship to the respondent, either mark the box for the most likely relationship or mark Box 7 if you cannot decide. Mark Box 8 Mark Box 8 when you really do not know whether anyone was present or could overhear the respondent's answers to the screen questions. Check Item E Check Item E only applies to proxy interviews. If you are conducting a self-response interview with a respondent, skip Check Item E and continue with Item 46a (for the household respondent) or Check Item G (for an individual respondent). When taking a proxy interview, mark the appropriate box (1, 2, or 3) to indicate whether the proxy person for whom the interview is being taken provided any information, answered a screen question, or confirmed anything that the proxy respondent told you. Mark Box 1 for "Yes," Box 2 for "No," and Box 3 for "Person for whom interview taken not present." It is acceptable to mark Box 1 "Yes" even if the proxy person provided inaccurate information. For example, if a mentally disabled proxy person claims that neighbors shoot at him/her each time he/she goes outside the house, you would mark Box 1 "Yes" in Check Item E. Topic 5. Completing Items 46 Through Check Item I (Vandalism/ Crimes During Vandalism/Hate Crimes/Transcribing Number of Incidents/Employment Questions) Items 46a Through 46f (Vandalism Screen Questions) Items 46a through 46f are asked only of the household respondent and are designed to: * Measure the kinds and amount of vandalism that may have occurred during the 6 months prior to the interview, AND * Determine whether the household respondent was attacked or threatened during the act of vandalism, OR * Something was stolen or an attempt was made to steal something that belonged to the household respondent or another household member during the act of vandalism. Acts of vandalism alone are not considered NCVS crimes. Item 46a Always read the introductory statement before asking the question in Item 46a. This statement lets the household respondent know that we will be asking about acts of vandalism committed against his/her household during the 6 months prior to the interview and tells the household respondent what to consider as an act of vandalism. Exclude any damage done in conjunction with incidents already mentioned in an earlier screen question. For example, if a household respondent reported in Item 39 that her van was broken into, the side mirror was broken during the break in, and the CD player was stolen, you would not include the broken side mirror for the vandalism screen questions because it was already reported with an incident in Item 39. After marking Box 1 "Yes" in Item 46a, ask Item 46b next. After marking Box 2 "No," skip to Check Item G on page 10. Item 46b Ask Item 46b to identify the types of property damaged or destroyed in the vandalism reported in Item 46a. After asking the question in Item 46b and marking the appropriate answer boxes (1 - 9), continue asking "Anything else?" until the household respondent says "No." Mark all answer boxes that apply to the act(s) of vandalism reported in Item 46a. There may be rare instances when the respondent's answer is not identified in Boxes 1 through 8. If you are sure the answer does not relate to any of the property identified in Boxes 1 through 8, mark Box 9 "Other" and enter the property description on the "Specify" line. Item 46c Ask Item 46c to identify what type of damage was done to the vandalized property reported in Items 46a and 46b. After asking the question in Item 46c and marking the appropriate answer boxes (1 -7), continue asking "Anything else?" until the household respondent says "No." Mark all answer boxes that apply to the act(s) of vandalism reported in Items 46a and 46b. There may be rare instances when the respondent's answer is not identified in Boxes 1 through 6. If you are sure the answer does not relate to any of the kinds of damage identified in Boxes 1 through 6, mark Box 7 "Other" and describe the type of damage on the "Specify" line. Item 46d Ask Item 46d to get an estimate of the total dollar value for the vandalism damage reported in Items 46a through 46c. Exclude the dollar value for any damage done during incidents reported in earlier screen items. If the damaged property was repaired, you can use the repair cost. Enter the estimated value of the damaged property in whole dollars on the answer line in Item 46d, rounding up or down as necessary and then skip to Check Item F1. Here are a few examples for rounding up or down: * Enter $1,if the estimate is less than $1. * Enter $80,if the estimate is $80.49. * Enter $81,if the estimate is $80.50. Mark Box x "Don't know" when a respondent is unable to give an estimate and really does not know. After marking Box x, ask the question in Item 46e next. Mark Box 0 "No cost" when applicable and then skip to Check Item F1. Item 46e Whenever you mark Box x "Don't know" in Item 46d, you will ask the question in Item 46e to determine whether the damage was valued "under $100" or "$100 or more." Include the total dollar amount for all acts of vandalism during the 6 months prior to the interview. If the respondent still gives you a "Don't know" reply, mark Box 3 "Don't know." After completing Item 46e, complete Check Item F1 next. Check Item F1 Check Item F1 is asked to determine whether any NCVS crimes were committed during the act(s) of vandalism reported in Items 46a through 46e. If you are sure of the answer for Check Item F1, mark Box 1 "Yes" or 2 "No" without asking the question. If unsure of the answer, make sure to ask the question in Check Item F1 before marking Box 1 or 2. Mark Box 1 "Yes" if: * The household respondent was attacked or threatened during the act(s) of vandalism, OR * Something was stolen or an attempt was made to steal something that belonged to the household respondent or another household member during the act(s) of vandalism. After marking Box 1, ask the household respondent "What happened?" and enter a brief description of the NCVS crime on the lines above Box 1. Exclude NCVS crimes reported in an earlier screen item. After marking Box 1 "Yes," ask the question in Item 46f next. Mark Box 2 "No" if the household respondent was not attacked or threatened during the act(s) of vandalism and nothing was stolen and no attempt was made to steal something from the household respondent or any other household member during the act(s) of vandalism. After marking Box 2 "No," skip to Item 46g next. Item 46f After determining in Check Item F1 that an NCVS crime was committed during the act(s) of vandalism, ask the question in Item 46f to determine the number of times the NCVS crime occurred. Enter the household respondent's answer on the "Number of times" line in Item 46f. Once you complete Check Item G, you must fill a separate NCVS-2, Crime Incident Report, for each incident marked in Item 46f. However, do not complete any NCVS-2s for act(s) of vandalism with no associated NCVS crimes. After completing Item 46f, continue with Item 46g, which is the first household respondent's hate crime screen question. Items 46g Through 46k (Household Respondent's Hate Crime Screen Questions) Items 46g through 46k are asked only of the household respondent when an act of vandalism is reported in Item 46a. These items are designed to determine if the reported vandalism was motivated by prejudice or bigotry towards a specific group. Similar questions are included in the NCVS-2 for each reported NCVS crime incident, but Items 46g through 46k refer only to reported act(s) of vandalism. These questions are commonly known as the "Hate Crime" questions. For the NCVS, we consider an act of vandalism to be hate- related when the offender targets a sample household member or the sample address because of the offender's prejudice or bigotry against the household member's characteristics or religious beliefs. The offender's motivation must be at least partially related to his/her dislike of or prejudice against a specific group of people because of their: * Race, * Religion, * Ethnicity/national origin, * Disability, * Gender, or * Sexual orientation. This type of offense is still considered a hate crime regardless of whether the offender has an incorrect perception of the victim's membership in or association with a specific group. Item 46g Ask Item 46g of the household respondent to find out if any of the vandalism reported in Item 46a was motivated at least partially by the offenders prejudice or bigotry towards a specific group (for example, Jews, Catholics, Hispanics, persons in wheelchairs, homosexuals, and so forth). Always read the lead-in statement before asking the question in Item 46g. If the incident involved only one offender, read the lead-in statement this way: "Hate crimes or crimes of prejudice or bigotry occur when an offender targets people because of one or more of their characteristics or religious beliefs." If there were two or more offenders, read the lead-in statement this way: "Hate crimes or crimes of prejudice or bigotry occur when offenders target people because of one or more of their characteristics or religious beliefs." After reading the lead-in statement, ask the question in Item 46g and mark the appropriate box based on the household respondent's answer. Marking Box 1 "Yes" Mark Box 1 "Yes" when the household respondent suspects that the vandalism reported in Item 46a was motivated by the offender's prejudice or hatred of specific groups of people because of their characteristics or religious beliefs. After marking Box 1 "Yes," you are instructed to ask Item 46h next. Marking Box 2 "No" Mark Box 2 "No" when the household respondent does NOT suspect that the vandalism reported in Item 46a was motivated by the offender's prejudice or hatred of specific groups of people because of their characteristics or religious beliefs. After marking Box 2 "No," you are instructed to skip to Check Item G. Marking Box 3 "Don't know" Mark Box 3 "Don't know" when the household respondent is not really sure whether the vandalism reported in Item 46a was motivated by the offender's prejudice or hatred of specific groups of people because of their characteristics or religious beliefs. After marking Box 3 "Don't know," you are instructed to skip to Check Item G. Item 46h If the household respondent has one or more reasons to suspect that the vandalism reported in Item 46a was a hate crime or a crime of prejudice or bigotry, you will read the lead-in statement and ask the series of questions in Item 46h to identify the reasons for suspecting a hate crime. After reading the lead-in statement: * Ask the first question, "Do you suspect the offender(s) targeted you because of your race?", * Wait for the respondent's answer, * Record the answer by marking the appropriate box(1 for "Yes," 2 for "No," or 3 for "Don't know"). Repeat this procedure for each question in Item 46h. Unless you are interrupted as you ask questions (b)through (f) in Item 46h, it is not necessary to repeat "Do you suspect the offender(s) targeted you because of..." as you ask questions (b) through (f). Keep the following points in mind as you ask each question in Item 46h: In question (a), "race" refers to White, Black or African American, American Indian or Alaska Native, Asian, or Native Hawaiian or Other Pacific Islander. Keep in mind that "Spanish, Hispanic, or Latino" relates to ethnic background or national origin, not race. Questions (c) and (d) both contain parenthetical phrases to further explain "ethnic background or national origin" in (c) and "disabilities" in (d). Make sure that you always read these parenthetical phrases as part of the question. In question (e), if the household respondent doesn't seem to understand what the term "gender" means, you can add "by this I mean male or female." Unlike questions (c) and (d), only read the additional phrase, "by this we mean gay, lesbian, bisexual or heterosexual" AFTER the household respondent answers "Yes" to question (f), "Do you suspect the offender(s) targeted you because of your sexual orientation?" After reading the additional phrase, the household respondent may tell you that he/she meant something different. In that case, line through the "Yes" answer in Box 1 and mark the "No" answer in Box 2 for question (f). Do not read this additional phrase if the household respondent answers "No" to question (f). If the household respondent says that the vandalism was motivated by the offender's dislike for homosexuals or transvestites, mark Box 1 "Yes" in question (f). Item 46i Once you complete Item 46h, you will ask the two questions in Item 46i to determine whether the household respondent suspects that he/she was targeted because of: * His/her association with people who have certain characteristics or religious beliefs about which the offender is prejudiced (for example, the household respondent's friends are gay or a multiracial couple), AND/OR * The offender's perception of the household respondent's characteristics or religious beliefs (for example, an offender thinks the household respondent is Jewish because he/she visited a synagogue or an offender thinks the household respondent is gay because his/her friend is gay). Ask the first question in Item 46i, wait for the household respondent's answer, and mark the appropriate box. If you mark Box 1 "Yes," explain briefly why the household respondent suspects that he/she was targeted because of his/her association with certain people. Repeat this procedure for the second question in Item 46i. Again, if you mark Box 1 "Yes," explain briefly why the household respondent suspects that he/she was targeted because of the offender's perception of the household respondent's characteristics or religious beliefs. Once you have finished Item 46i, complete Check Item F2. Check Item F2 Use Check Item F2 to decide whether you should: * Continue with Item 46j or * Skip to Check Item G. If you marked Box 1 "Yes" for one or more questions in Items 46h or 46i, mark the "Yes" box in Check Item F2 and ask the question in Item 46j next. However, if Box 2 "No" or Box 3 "Don't know" is marked for ALL the questions in Items 46h and 46i, skip to Check Item G on page 10. Item 46j Ask the question in Item 46j to determine if the household respondent has any evidence that the vandalism reported in Item 46a was motivated by prejudice or bigotry. If you get a "Yes" answer, mark Box 1 and ask the questions in Item 46k next. If you get a "No" or "Don't know" answer, ask the probing question in Item 46j to ensure that there was no evidence causing the household respondent to suspect a hate crime. After asking the probe question, accept the household respondent's answer and mark the appropriate box. If the answer is still "No" or "Don't know," skip to Check Item G. Item 46k After marking Box 1 "Yes" in Item 46j, you will continue with the lead-in statement and the seven questions in Item 46k to identify the type of evidence causing the household respondent to suspect a hate crime or a crime of prejudice or bigotry. After reading the lead-in statement: * Ask the first question, "As I read the following questions, please tell me if any of the following happened: Did the offender(s) make fun of you, make negative comments, use slang, hurtful words, or abusive language?", * Wait for the respondent's answer, * Record the answer by marking the appropriate box (1 for "Yes," 2 for "No," or 3 for "Don't know"). Repeat this procedure for each question in Item 46k. Unless you are interrupted as you ask questions (b)through (g) in Item 46k, it is not necessary to repeat "As I read the following questions, please tell me if any of the following happened: " as you ask questions (b) through (g). Once you complete Item 46k, complete Check Item G. Check Item G Use Check Item G to summarize by item number the "Number of times" entries from the respondent's screen interview. Page back through the respondent's screen interview and transcribe each "Number of times" entry made for a screen item to the appropriate line in Check Item G. To help you locate entries quickly, scan each page of the respondent's screen interview looking for the "tick marks" printed to the right of each "Number of times" entry. No Reported Incidents If the respondent did not report any crime incidents during the screen interview (all "Number of times" entries are blank), mark the box at the top of Check Item G, "No entries transcribed below," and go to Check Item H next. One or More Reported Incidents After transcribing each "Number of times" entry to Check Item G, stop completing the NCVS-1 screen interview and complete a separate NCVS-2, Crime Incident Report, for each screen question that has an entry of "1" or more in Check Item G. Field Representative Note This note is a reminder for you to: Stop completing the NCVS-1 at this point if the respondent reported one or more crime incidents, AND Complete a separate NCVS-2, Crime Incident Report, for each time an incident was reported for a screen question, as noted in Check Item G. Always complete any required Crime Incident Reports BEFORE completing Check Item H. Check Item H You will complete Check Item H AFTER you: * Mark the "No entries transcribed below" box in Check Item G, OR * Complete the last NCVS-2, Crime Incident Report, for the respondent. Check Item H is used to determine whether the respondent is old enough to qualify for the employment questions. If the respondent is 16 years of age or older, you will mark Box 1 "Yes" and start the employment questions with Item 47a. If the respondent is under 16 years of age, mark Box 2 "No" and skip to Check Item I. Item 47a After marking Box 1 "Yes" in Check Item H, you will ask the question in Item 47a to determine if the respondent had a job AT ALL during the week before the interview. This could be a full-time or part-time job for salary or wages working for a business, government agency, or self- employed. Do NOT include volunteer work for which the respondent was not paid. For the NCVS, a job is defined as any activity that is done for pay, wages, salary, commission, tips, or payment "in kind," or that is done without pay on a family farm or for a family business. If someone in the household has a farm or a business, make sure to probe by asking the respondent about any unpaid work last week for the family farm or business. Marking Box 1 "Yes" Mark Box 1 "Yes" if the respondent had a job or worked at a business at any time during the week prior to the interview, even if the respondent was on vacation or temporarily absent due to sickness or some other reason. After marking Box 1 "Yes," you are instructed to skip to Item 48a. Marking Box 2 "No" Mark Box 2 "No" if the respondent did not have a job or work at a business during the week prior to the interview. Also, mark Box 2 "No" if a respondent receives scholarship money while attending school (even if it is in excess of the cost of tuition, textbooks, lab fees, and so forth) AND does not have a job. After marking Box 2 "No," you are instructed to ask or verify the answer for Item 47b. Item 47b Item 47b is asked to determine whether the respondent had a job or worked at a business at any time during the 6 months prior to the interview. You will only ask or verify Item 47b when the respondent did not have a job or work at a business during the week before the interview. Marking Box 1 "Yes" Mark Box 1 "Yes" if the respondent had a job or worked at a business at any time during the 6 months prior to the interview, even if the respondent was away from work during some of that time for a vacation or illness. After marking Box 1 "Yes," you are instructed to ask the question in Item 47c next. A large arrow points from the "Yes" answer in Item 47b to Item 47c. This arrow is used as an added reminder for you to ask the question in Item 47c when you mark the "Yes" answer in Item 47b. Marking Box 2 "No" Mark Box 2 "No" if the respondent did not have a job or work at a business at any time during the 6 months prior to the interview. After marking Box 2 "No," you are instructed to skip to Check Item I next. Item 47c Once the respondent tells you in Item 47b that he/she had a job or worked at a business during the 6 months before the interview, then you will ask the question in Item 47c to determine whether that job or work lasted for 2 or more consecutive weeks. Marking Box 1 "Yes" Mark Box 1 "Yes" when the respondent has worked at least 2 consecutive weeks at the job or business mentioned in Item 47b. After marking Box 1 "Yes," you are instructed to ask the question in Item 48a next. Marking Box 2 "No" Mark Box 2 "No" when the job or work mentioned in Item 47b did NOT last for at least 2 consecutive weeks. After marking Box 2 "No," you are instructed to skip to Check Item I. Item 48a Item 48a is used to identify whether the respondent's job is in one of the job classifications which may increase or decrease his/her likelihood of becoming a victim of crime. Item 48a allows you to verify a known answer without asking the question first. Make sure to only mark ONE answer box. If the respondent worked at more than one type of job during the past 6 months, mark the box for the category at which the respondent worked the MOST hours. If the respondent worked at more than one type of job during the past 6 months AND spent the same amount of time at each job, mark the box for the first category mentioned. Personal Visit Interviews If you are conducting a personal visit interview: * Open your Information Card Booklet to page 9 and show the "Employment" flashcard to the respondent. * Ask the question in Item 48a and then ask the respondent to identify on the flashcard the job category that best describes his/her job. Not all job categories will be identified on the flashcard or in Item 48a. If the respondent cannot find a job category that describes his/ her job, mark Box 27 "Something else" and enter the respondent's job title on the "Specify" line. Telephone Interviews If you are conducting a telephone interview: * Ask the question in Item 48a followed by, "Were you employed in the..." * Then read each of the main headings until the respondent answers "Yes." By main headings, we mean the bolded text above each group of job categories; for example, "Medical Profession," "Mental Health Services Field," and so forth. * Once you get a "Yes" answer, then read the appropriate lead- in statement and each job category until you get another "Yes" answer. For example, if you get a "Yes" answer after reading "Mental Health Services Field," then read: "Are your duties professional (social worker/psychiatrist), custodial care, or other?" Any time you mark an "Other" job category or Box 27 "Something else," make sure to enter an accurate job title on the "Specify" line. Item 48b Item 48b is used to determine whether the respondent's job or work is with: A private company, business, or individual for wages The Federal government A State, county, or local government The respondent's own business, professional practice, or farm (self-employed). Item 48b allows you to verify a known answer with the respondent without asking the question. Marking Box 1 Mark Box 1 when a respondent worked for a PRIVATE employer for wages, salary, commission, tips, piece-rates, or pay in kind. Also mark Box 1 for respondents who worked for pay for churches, unions, and other private nonprofit organizations. Marking Box 2 Mark Box 2 when a respondent: Worked for any branch of the Federal government. Was elected to a paid Federal office. Was a member of the Armed Forces. Was employed by an international organization (for example, the United Nations) or a foreign government. Marking Box 3 Mark Box 3 when a respondent worked in any branch of a state, county, or local government. This also includes respondents who were elected to paid state, county, or local offices. Marking Box 4 Mark Box 4 when a respondent was self-employed for profit or fees in his/her OWN business, farm, shop, office, practice, and so forth. Item 48c Item 48c is used to determine whether a respondent is employed by a college or university. Mark Without Asking If you marked Box 12 "College or university" in Item 48a indicating that the respondent was a teacher at a college or university, mark Box 1 "Yes" in Item 48c without asking the question. Ask the Question If you marked a box in Item 48a other than Box 12, always ask the question in Item 48c BEFORE marking the answer. Item 48d Item 48d is asked to find out if a respondent works in a city, suburban area, rural area, or a combination of any of these areas. If the respondent has been a victim of crime while on the job, we can use these data to determine if specific areas are more prone to crime. Read the lead-in statement and each answer category as part of the question. Most respondents will know the correct response, so let the respondent decide which type of area. When a respondent worked for more than one employer, mark the box for the area in which he/she worked the greater number of hours. If a respondent works off shore such as on an aircraft carrier, the answer to Item 48d should be based on the ship's home harbor. Avoid marking Box 4 "Combination of any of these?" unless a respondent insists that the area he/she worked MOST of the time was a combination of city, suburban, and rural. Check Item I Check Item I is designed to help you decide what actions need to be taken if: You are interviewing the last household member OR You have more eligible household members left to interview. Marking the "Yes" Box Mark the "Yes" box if you are interviewing the LAST eligible household member to be interviewed. If you mark the "Yes" box and the interview is for the household respondent, you will see an additional instruction to ask or verify Control Card items. You will not see this instruction when you mark the "Yes" box in Check Item I for an individual respondent (any eligible respondent who is not the household respondent). Make sure that you have completed or updated Control Card Items 25b through 28 and Items 30b and 30c for the current enumeration period. After you have updated the Control Card items, end the interview. Marking the "No" Box Mark the "No" box if one or more eligible household members still need to be interviewed and ask to speak to the next available household member who is 12 years of age or older. Make sure to follow the instruction in the Field Representative note below Check Item I which reads, "If the next household member to be interviewed is under 18, tell the household respondent/current respondent that you will be asking the same questions you just asked him/her." If necessary, arrange callback appointments for any respondents who are not available at that time. Part B, Chapter 3 Chapter 3 Completing the NCVS-2, Crime Incident Report Table of Topics 1 General Instructions 2 Completing Items 1 Through 23(Cover Page/Location of Incident/Illegal Entry/Presence During Incident/Use of Weapon) 3 Completing Items 24 Through 31 (Attacks/Threats) 4 Completing Items 32 Through 54 (Injuries/Medical Care/ Protecting Self or Property/Results of Actions/Presence of Others/Injuries to Others Present) 5 Completing Check Item G Through Item 87(Use of Physical Force/Characteristics of the Offender(s)) 6 Completing Items 88 Through 114 (Theft/Items Stolen/Value of Stolen Property/Repair or Replacement of Stolen Property/ Cost of Repair or Replacement) 7 Completing Items 115 Through 134(Police Notification/ Reasons for Reporting or Not Reporting Incident to Police/Police Response to Notification/Contact With Authorities) 8 Completing Items 135 Through 153(Activity During Incident/ Employment Status at Time of Incident/Type of Industry and Occupation/Lost Work Time and Pay Due to Injury/Means of Transportation) 9 Completing Check Item U Through Check Item Z (Series of Crimes/Hate Crimes/Disability/Summary of Incident) Topic 1. General Instructions Definition The NCVS-2, Crime Incident Report, is a detailed questionnaire used to gather a variety of information about each reported incidence of crime that occurred during the respondent's 6- month reference period. It is important to record accurate and complete information on each Crime Incident Report so that we have a clear picture of what happened during the incident. Always make sure that you are using the latest version of the NCVS-2 by checking the paper color and the print date shown below the form number on the cover page. When to Complete(NCVS-2) You will complete one or more NCVS-2's for a respondent based on the "Number of times" entries that you make for each screen question in Check Item G on the NCVS-1. Complete a separate NCVS-2 for each "time" an incident was reported during the screen interview. Also complete a separate NCVS-2 for any incidents that might be discovered while completing a Crime Incident Report, even if they were not reported in the screen questions. Always complete all required NCVS-2s for a respondent as soon as you finish completing Check Item G on the NCVS-1 for a respondent and BEFORE you: * Continue with Check Item H on the NCVS-1 or * Conduct screen interviews for any remaining eligible household members. Once you start to complete a Crime Incident Report, you must finish it, with the exception of incidents that happened outside of the respondent's reference period. For all other situations, it is important to finish the NCVS-2 once you begin. This is important because you may discover that an additional NCVS crime has occurred in conjunction with the original crime. How Many to Complete(NCVS-2) Complete a separate NCVS-2 for each time a crime incident is reported in a screen question on the NCVS-1. Also complete an NCVS-2 for any additional incidents that the respondent mentions as you complete the NCVS-2 with him/her. -------------------------------------------- Example: During the screen interview, a respondent reports that her home was broken into on two separate occasions, and on another occasion a co-worker threatened to beat her up if she did not stop seeing the co-worker's former boyfriend. While completing the first NCVS-2 for the break in, the respondent mentions that on another occasion within the last 6 months she had money and jewelry stolen during a house party. Because these incidents happened during the respondent's reference period, you would complete four separate Crime Incident Reports (NCVS-2s) for this respondent. ---------------------------------------------- If a respondent remembers an incident that occurred during his/her reference period AFTER completing the respondent's screen interview, you must correct the NCVS-1 by: * Adding the incident to the appropriate screen question for the respondent (describing the incident and correcting the number of times entry). * Correcting the appropriate entries in Check Item G for the respondent. When more than one household member was "personally victimized" during the same incident, complete a separate NCVS-2 with each eligible household member who was personally victimized during his/her reference period. By personally victimized, we mean there was some type of physical contact between the offender and the household member, a threat of physical harm made in person between the offender and the respondent, or an attempt to physically harm a household member. --------------------------------------------- Example: During a screen interview, a respondent reported that he and his wife were robbed at gun point while walking in a shopping center parking lot. During the robbery, the offender forced both household members to walk to a wooded area where he robbed them and tied them to a tree. Even though this is one incident, you will complete two NCVS-2s since both eligible household members were personally victimized during the incident. Fill one NCVS-2 with the husband and another NCVS-2 with his wife. If his wife does not mention that she was personally victimized during her interview, you need to remind her about the incident. ---------------------------------------------- When you are done interviewing an NCVS household, the number of completed NCVS-2s should match the total of all "Number of times" entries in Check Item G for all interviewed household members on the NCVS-1. Special Situations Under certain circumstances, the number of completed NCVS-2s will not match the number of times entries originally reported in Check Item G. This can happen when the procedures allow you to: * Stop completing an NCVS-2 OR * Complete an NCVS-2 and then out-of-scope the incident. Here are some examples: Series of crimes - A respondent reports a series of crimes requiring you to complete only one NCVS-2 for the most recent incident in the series. To be considered a series of crimes, there must be at least SIX occurrences or incidents that are very similar in detail AND the respondent must NOT be able to recall individual details about each occurrence or incident. Items on the NCVS-2 cover page will help you verify the existence of a series of crimes. Do not record details for all incidents in the series on the NCVS-2. Instead, record only the details for the most recent incident. (Also see Part C, Chapter 3, Topic 2, for more details about a series of crimes.) Incident happened outside of reference period - A respondent reports an incident that happened outside of his/her 6-month reference period. Item 3 on the NCVS-2 cover page will help you verify this fact. (Also see Part C, Chapter 1, for more details about the NCVS reference period.) Household crime reported by more than one household member - A respondent reported an incident involving a household crime (for example, burglary or motor vehicle theft) or a personal theft without contact that another household member has already reported. Incidents that do NOT involve any physical contact, face-to-face threat of physical harm, or an attempt to physically harm a household member only need to be reported once during the interview period. If you discover this situation after starting the NCVS-2, finish completing it and then out-of-scope the incident, AFTER verifying that the two incidents are identical. (Also see Part C, Chapter 1, for more information about out-of- scope incidents.) Identical crime incidents reported in more than one screen question - A respondent reports the same crime incident in more than one screen question. If you discover this situation after starting the NCVS-2, finish completing it and then out-of-scope the incident. (Also see Part C, Chapter 1, for more information about out-of- scope incidents.) If you discover any of these situations AFTER completing a respondent's screen interview, make sure to correct the "Number of times" entries in the screen question and in Check Item G on the NCVS-1, so that the total number of times matches the number of NCVS-2s completed and does NOT include out-of-scope incidents for the respondent. If necessary, also correct the "Yes/No" entries for the screen question. Make sure that you correct these NCVS-1 entries for each incident that you out of scope. Do not erase incorrect entries you may make, instead line through them and then make the correct entries. General Instructions for Completing an NCVS-2 Always transcribe accurately and legibly the case's identification information onto the top of the NCVS-2 cover page BEFORE completing the Crime Incident Report. By entering correctly and legibly the case's sample, control number, and household number on the NCVS-2, you are ensuring that any NCVS-2s completed for a sample address can be linked together with the other completed forms for the sample address. To ensure that you fill ALL required NCVS-2s for a respondent: * Start with incidents reported in the lowest item number screen question and work your way to the highest item number screen question. * If more than one incident is reported for a screen question, start with the earliest or first incident that occurred during the person's reference period and work your way to the most recent incident in order of occurrence within the reference period. Make sure to follow all skip patterns and Field Representative instructions accurately to ensure a smooth flowing and complete interview. When assembling completed questionnaires for a household, follow these steps: Step 1 The first questionnaire at the top of the stack should be the completed NCVS-1. If you complete any NCVS-1As, staple them to the NCVS-1. If you completed any questionnaires for NCVS supplements, such as School Crime and Police Public Contact, insert them into the NCVS-1. 2 Below the NCVS-1, place any NCVS-2s completed for the household. 3 Rubber band all completed questionnaires for the household together in one bundle. By organizing your work this way, you can help prevent forms from getting lost. Topic 2. Completing Items 1 Through 23 (Cover Page/Location of Incident/Illegal Entry/Use of Weapon) Filling Items 1a Through 1c Once you have transcribed the case's sample, control number, and household number in the appropriate space at the top right of the NCVS-2 cover page, you are ready to complete Items 1a, 1b, and 1c. Item 1a (Line Number of Respondent) Fill Item 1a with the 2-digit line number to identify the household member who reported the incident in his/her screen interview. Item 19 of the household member's screen interview (NCVS-1) shows the person's line number as assigned on the household's Control Card. For a proxy interview, make sure to enter the 2-digit line number for the household member who is unable to answer for himself/herself (proxy person), NOT the line number for the proxy respondent who is answering for the proxy person. Item 1b (Screen Question Number) Fill Item 1b with the 2-digit item number to identify the screen question where the household member reported the incident. Refer to the household member's screen interview to locate the item number for the incident. It is not necessary to enter a letter suffix (a, b, or c) when identifying the screen question item number in Item 1b. ----------------------------------------- Example: Line number 1 reports in Items 41a through 41c that someone grabbed and punched him during an argument. When you complete Item 1b on the NCVS-2 for this incident, you will enter only the 2-digit item number, "41." ------------------------------------------ Item 1c (Incident Number) When you complete an NCVS-2 for an incident and it is the only incident reported for the screen question identified in Item 1b, enter "01" in Item 1c. However, if the household member reported two or more incidents in one screen question, then you need to assign a unique number to each incident starting with "01" for the earliest or the first incident that happened during the respondent's reference period, "02" for the second earliest incident that happened during the reference period, and so forth. ------------------------------------------------------ Example: During the screen interview, line number 1 reported two incidents in Item 42. On one occasion in June, a neighbor threatened to slap her if she did not stop yelling at his child. On another occasion in August, the same neighbor threatened to hit her with a baseball bat if she did not stop yelling at his child. When completing Item 1c on the NCVS-2, the incident in June would be incident number "01" and the incident in August would be incident number "02." ------------------------------------------------------ However, if you recorded two incidents in one screen question and one incident in another screen question, the one incident in the other screen question would be entered in Item 1c as "01," NOT "03." Check Item A (More Than 6 Months at Current Address) Check Item A will help you determine whether or not to ask the question in Item 2. If you are unsure about which box to mark in Check Item A: * Look at the answer marked in Item 33a on the NCVS-1 or * Ask the respondent whether he/she has lived at the sample address more than 6 months. If you mark the "Yes" box because the household member has lived at the sample address more than 6 months, you will skip to Item 3. If you mark the "No" box because the household member has lived at the sample address 6 months or less, then you will continue with Item 2. Also mark the "No" box in Check Item A when you are unable to determine whether the household member has lived at the sample address more than 6 months or less than 6 months. If you are conducting a proxy interview, the word "respondent" in Check Item A refers to the person who is unable to answer for himself/herself, not the proxy respondent who is answering the questions. Item 2 (While Living at Current Address) If the household member has lived at the sample address for 6 months or less, then you will ask the question in Item 2 to determine if the reported incident occurred while the household member: * Lived at the sample address or * Lived at a previous address. Follow these steps when asking the question in Item 2: Use the incident description that you entered in the NCVS-1 screen question to decide how to word the lead-in statement and how many times the incident happened during the reference period. -------------------------------------------- Example 1: During the screen interview, the respondent reported in Item 39 that someone stole the battery from her car one time. Read the lead-in statement this way: "You said that during the last 6 months someone stole the battery from your car." For a proxy interview, read: "You said that during the last 6 months someone stole the battery from Jennifer Bailey's (proxy person's) car." Example 2: During the screen interview, the respondent reported in Item 41 that a neighbor threatened to hit her with a frying pan if she walked her dog in the neighbor's yard. The neighbor made this threat two times during the reference period. Read the lead-in statement this way: "You said that during the last 6 months your neighbor threatened to hit you with a frying pan twice." For a proxy interview, read: "You said that during the last 6 months your neighbor threatened to hit Jennifer Bailey (proxy person) with a frying pan twice." ----------------------------------------------------- When the incident reported in a screen question happened ONLY ONE TIME during the reference period, ask the question in Item 2 this way: "Did this incident happen while you were living here or before you moved to this address?" For a proxy interview, ask Item 2 this way: "Did this incident happen while Jennifer Bailey (proxy person) was living here or before she moved to this address?" When the incident reported in a screen question happened MORE THAN ONE TIME, you must complete a separate NCVS-2 for each time it happened during the reference period. Start with the earliest incident in the reference period and work towards the most recent. Read the question in Item 2 based on the incident number entered in Item 1c. ------------------------------------------------- Example: The first threat to hit the respondent with a frying pan was made in March and the second threat was made in April. The March incident will be incident "01" when you complete Item 1c and the April incident will be incident "02." For incident "01," read the question in Item 2 this way: "Did the first incident happen while you were living here or before you moved to this address?" When you complete the NCVS-2 for incident "02," read the question in Item 2 this way: "Did the second incident happen while you were living here or before you moved to this address?" ------------------------------------------------- Mark Box 1 "While living at this address" or Box 2 "Before moving to this address" based on the respondent's answer. Item 3(Month Incident Happened) It