LUCA Forms, Letters, User Guides, and other Items

7

LUCA Materials
Submission
2010 Census LUCA Training Workshop

LUCA MATERIALS
SUBMISSION

1

In this section, you will learn the procedures for submitting your LUCA
materials. This section will also cover the next steps after the review is
complete and submitted to the Census Bureau.

March 2007
Section 7 Participant Guide

7-1

LUCA Materials Submission

Completing and Returning Your LUCA Submission
2010 Census LUCA Training Workshop

Objective
Upon completion of this section, you will be able to
describe the procedures for returning LUCA
materials to the Census Bureau.

2

Objective
Upon completion of this section, you will be able to describe the
procedures for returning LUCA materials to the Census Bureau.

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March 2007
Section 7 Participant Guide

LUCA Materials Submission

Completing and Returning Your LUCA Submission
2010 Census LUCA Training Workshop

Preparing Paper Materials for Submission –
Option 1
Address List, Address List Add Page,
Address Count List
1.

Separate pages with updates

2.

Make copies of updated pages
•

3.

All copies are Title 13. Ensure that all
copies are kept in a secure location

Bundle updated pages for shipping
4

Preparing Paper Materials for Submission – Option 1
Paper materials should be sorted, copied, and bundled according to the
directions in your User Guide.

March 2007
Section 7 Participant Guide

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LUCA Materials Submission

Completing and Returning Your LUCA Submission
2010 Census LUCA Training Workshop

Preparing ComputerComputer-Readable Address
List for Submission – Option 1
1. Save to a new file only those records
that have an entry in the “Action Code”
field
2. Save as a pipe delimited ASCII text file
3. Name the file:
XXyyyyyyyyyy_UAL.txt
4. Make a copy of your edited files
• All copies are Title 13. Ensure that
all copies are kept in a secure
location
5. Zip and password protect the file
6. Burn to a CD-ROM or DVD
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Preparing Computer-Readable Address List for Submission –
Option 1
1. Save to a new file only those records that have an entry in
the “Action Code” field.
2. Save as a pipe-delimited, ASCII text file.
3. Name the file XXyyyyyyyyyy_UAL.txt.
4. Make a copy of your edited files.
5. Zip and password protect the file. Detailed instructions are in
your User Guide.
6. Burn the file to a CD-ROM or DVD. Ensure this file is kept
in a secure location.

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March 2007
Section 7 Participant Guide

LUCA Materials Submission

Completing and Returning Your LUCA Submission

2010 Census LUCA Training Workshop

Preparing ComputerComputer-Readable Address Count
List for Submission – Option 1
1. Save to a new file only records with an entry in Local
Housing Unit Address Count or Local Group Quarters
Address Count field
2. Save as a pipe-delimited, ASCII text file
3. Name the file:
XXyyyyyyyyyy_UACL.txt
4. Make a copy to keep for your records
5. Burn the file to a CD-ROM or DVD

6

Preparing Computer-Readable Address Count List for
Submission – Option 1
1. Save to a new file only those records with an entry in “Local
Housing Unit Address Count” field or “Local Group
Quarters Address Count” field.
2. Save in a pipe-delimited, ASCII text file format.
3. Name the file XXyyyyyyyyyy_UACL.txt.
4. Make a copy of your edited files.
o You may not submit an e-mail or post the file to an FTP
site.
5. Burn the file to a CD-ROM or DVD.

March 2007
Section 7 Participant Guide

7-5

LUCA Materials Submission

Completing and Returning Your LUCA Submission

2010 Census LUCA Training Workshop

Preparing Option 2 and Option 3 Local Address
Lists for Submission
1. Save files in Census Bureau
predefined pipe-delimited, ASCII
text file format
2. Burn the file to a CD-ROM or DVD
3. Name the file:
XXyyyyyyyyyy_LUAL.txt
™ You may not submit an e-mail
or post to an FTP site

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Preparing Option 2 and Option 3 Local Address Lists for
Submission
1. Save the file in the Census Bureau’s predefined computerreadable format as a pipe-delimited, ASCII text file.
2. Save the file with the naming convention
XXyyyyyyyyyy_LUAL.txt.
o Make a copy of your edited files
3. Zip and password protect the file. Detailed instructions are in
your User Guide.
o You may not submit an e-mail or post the file to an FTP site.
4. Burn the file to a CD-ROM or DVD.

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March 2007
Section 7 Participant Guide

LUCA Materials Submission

Completing and Returning Your LUCA Submission
2010 Census LUCA Training Workshop

Preparing Census Bureau Paper Maps for
Submission
1. Separate map sheets with updates
2. Make copies
3. Organize by map sheet number
4. Fold if fewer than five
5. Roll and mail in map tube if more
than five

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Preparing Census Bureau Paper Maps for Submission
Paper maps must be sorted and shipped as specified in your User
Guide.

March 2007
Section 7 Participant Guide

7-7

LUCA Materials Submission

Completing and Returning Your LUCA Submission
2010 Census LUCA Training Workshop

Preparing Shapefiles for Submission
1. Name layer:
LUCA_2010__FEAUpdates.shp
2. Include appropriate metadata
3. Compress all updated materials into ZIP file
called: LUCA_2010__Return.ZIP
4. Burn file to CD-ROM
5. Save back-up copy for your jurisdiction

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Preparing Shapefiles for Submission
Once you have compressed all the updated materials, the shapefile,
data dictionary, and metadata into a ZIP formatted file, burn the file to
a CD-ROM or DVD.
Make a backup copy for your records.
Refer to your User Guide for detailed instructions on the file naming
convention.

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March 2007
Section 7 Participant Guide

LUCA Materials Submission

Completing and Returning Your LUCA Submission

2010 Census LUCA Training Workshop

Preparing to Ship Your LUCA Materials
Option 1, Option 2, and Option 3
•

Double wrap ALL (paper and computer-readable)
address materials (Address List, Address List Add
Page, Address Count List) in two opaque sealed
envelopes
1. Label both sides of the inner envelope or
wrapping with the disclosure notice in the
appendix of the User Guide
2. Do not label the outer envelope with the
disclosure notice
10

Return Title 13 Materials
Double wrap LUCA address materials in two opaque sealed
envelopes. This includes both paper and computer-readable LUCA
address materials (Address List, Address List Add Page, and Address
Count List).
1. Label both sides of the inner envelope or wrapping with
the disclosure notice found in the appendix of your User
Guide. This disclosure notice states:
“This Package Contains U.S. Census Bureau Address
Information; Disclosure Prohibited by Title 13, U.S.C.”
2. Do not label the outer envelope with the disclosure notice.

March 2007
Section 7 Participant Guide

7-9

LUCA Materials Submission

Completing and Returning Your LUCA Submission
2010 Census LUCA Training Workshop

Shipping
1. Address packages to:
ATTN: Geography
Director, Census Bureau
Regional Office for your jurisdiction
2. Use shipping contractors
that provide tracking services

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Shipping
1. Address all envelopes, mailing boxes, mailing tubes, etc. to:
ATTN: Geography, Director, Census Bureau Regional Office, at
the regional office address provided for your jurisdiction.
2. Use shipping contractors that provide tracking services, such as
U.S. Postal Service (USPS) certified or registered mail, Fed Ex,
United Parcel Service (UPS), or similar service.
Refer to your User Guide for detailed instructions.

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March 2007
Section 7 Participant Guide

LUCA Materials Submission

What’s Next?
2010 Census LUCA Training Workshop

Next Steps
1. Census Bureau processes updates
2. Address Canvassing Operation
3. Feedback materials sent
–
–

Option 1 and 2 - Updated Address List and Address
Count List and Census Maps
Option 3 - Updated Address Count List and Maps

4. Discrepancies appealed
5. All Title 13, U.S.C. materials including copies
returned or destroyed

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Next Steps
August 2009 to October 2009 – Census Bureau provides feedback
materials showing how your LUCA submissions were processed.
Option 1 and Option 2 participants may file appeal through an
independent LUCA Appeals Office.
After the appeals process is complete, Option 1 and Option 2
participants MUST return or destroy all Title 13, U.S.C. materials
including all copies. You MUST also complete and return to the
Census Bureau, the Return or Destruction of Title 13, U.S.C.
Materials form.

March 2007
Section 7 Participant Guide

7-11

LUCA Materials Submission

Summary

2010 Census LUCA Training Workshop

Summary
• All LUCA materials must be returned to the Census
Bureau according to specific guidelines.
– Save copies of updated information for your
records.
– Double-wrap LUCA materials and include the
disclosure notice on inner label.
– Use vendor that provides tracking services.
– Procedures for submitting your LUCA materials are
your User Guide.

15

• Make copies of all updated information and save for your
records.
• All paper and computer-readable materials must be double
wrapped when returning to the Census Bureau. The inner label
must be wrapped with the disclosure notice.
• Use a shipping vendor that provides tracking services.
• The specific procedures for returning all LUCA materials are
spelled-out in the User Guide for each option.
The Census Bureau Regional Offices, as well as the Census Bureau
Help Desk, stand by ready to help in any way possible.

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March 2007
Section 7 Participant Guide

LUCA Materials Submission

2010 Census LUCA Training Workshop

Thank you for
attending the
2010 Census
LUCA Program
Training
Workshop!
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March 2007
Section 7 Participant Guide

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