Appendix A NSECE Contact Materials_FINAL

NSECE Contact Materials

Document Name

Questionnaire Name

Recipient

When

Household Screener Cover Letter

Household Screener

All Household sample members

Initial contact

Household Screener Thank You/Reminder
Postcard

Household Screener

All Household sample members

First Household Screener Nonresponse
Follow-up Mailing

Household Screener

All Household sample members who
have not returned the Household
Screener SAQ

Second Household Screener Nonresponse
Follow-up Mailing

Household Screener

All Household sample members who
have not returned the Household
Screener SAQ

Prepaid Incentive Household Advance Letter

Household
Questionnaire

Incentive letter sent to eligible
households that have returned the
mail screener prior to the start of inperson data collection

Household Advance Letter

Household
Screener/Household
Questionnaire

Households that are designated for
work in the telephone shop or that
request a letter in the field

Household
Household Questionnaire Refusal Conversion
Screener/Household
Letters (multiple topics) (4)
Questionnaire
Household Questionnaire Thank You Letter

Household
Questionnaire

One week after initial
mailing of Household
Screener Mailing
Two weeks after mailing
of Household Screener
Thank You/Reminder
Postcard
Three weeks after mailing
of the 1st Household
Screener Nonresponse
follow-up Mailing
One week prior to the start
of CATI dialing or as
needed by field
interviewers
One week prior to the start
of CATI dialing or as
needed by field
interviewers

All Household sample members who
refuse to participate

As needed

All Household respondents who have
completed the Household
Questionnaire

After Household
Questionnaire is
completed
1

Document Name

Home-Based Provider Questionnaire
Advance Letter (eligible through Household
Screener)

Home-Based Provider Questionnaire Web
Survey Thank You/Reminder Postcard
(eligible through Household Screener)

Questionnaire Name

Home-Based Provider
Questionnaire

Home-Based Provider
Questionnaire

Home-Based Provider Questionnaire Web
Survey Nonresponse mailing (eligible
through Household Screener)

Home-Based Provider
Questionnaire

Home-based Provider Refusal Conversion
Letters (eligible through Household
Screener- multiple topics) (2)

Home-Based Provider
Questionnaire

Home-Based Provider Questionnaire
Advance Letter (eligible through
administrative lists)

Home-Based Provider
Questionnaire

Recipient

Home-Based Provider Questionnaire
respondents who have been
identified through the mail Household
Screener and who live in a household
that is not eligible for the Household
Questionnaire
Home-Based Provider Questionnaire
respondents who have been identified
through the mail Household Screener
and who live in a household that is
not eligible for the Household
Questionnaire
Home-Based Provider Questionnaire
respondents who have been identified
through the mail Household Screener
and who live in a household that is
not eligible for the Household
Questionnaire
Home-Based Provider Questionnaire
respondents identified through
Household Screener
Home-Based Provider Questionnaire
respondents identified through
administrative lists; web information
included for web eligible providers

When

Upon determination of
eligibility through mail
Household Screener

One week after mailing of
Home-Based Provider
Questionnaire Advance
Letter (eligible through
Household Screener)
Two weeks after mailing
of Home-Based Provider
Questionnaire Web
Survey Thank
You/Reminder Postcard
(eligible through
Household Screener)
As needed

Initial Contact

2

Document Name

Questionnaire Name

Recipient

Home-Based Provider Questionnaire Web
Survey Thank You/Reminder Postcard
(eligible through administrative lists)

Home-Based Provider
Questionnaire

Web eligible Home-Based Provider
Questionnaire respondents identified
through administrative lists

Home-Based Provider Questionnaire Web
Survey Nonresponse Mailing (eligible
through administrative lists)

Home-Based Provider
Questionnaire

Web eligible Home-Based Provider
Questionnaire respondents identified
through administrative lists

Home-based Provider Refusal Conversion
Letters (eligible through administrative listsmultiple topics) (3)

Home-Based Provider
Questionnaire

Home-based Provider Thank You Letter

Home-Based Provider
Questionnaire

Center-Based Provider Questionnaire
Advance Letter (eligible through
administrative lists)

Center-Based Provider
Questionnaire

Center-Based Provider Questionnaire Web
Survey Thank You/Reminder Postcard
(eligible through administrative lists)

Center-Based Provider
Questionnaire

Home-Based Provider Questionnaire
respondents identified through
administrative lists
Home-based Provider Questionnaire
respondents (eligible through HH
Screener or administrative lists) who
complete the questionnaire in any
mode
Center-Based Provider Questionnaire
respondents identified through
administrative lists; web information
included for web eligible providers
Web eligible Center-Based Provider
Questionnaire respondents identified
through administrative lists

When
One week after mailing of
Home-Based Provider
Questionnaire Advance
Letter (eligible through
administrative lists)
Two weeks after mailing
of Home-Based Provider
Questionnaire Web
Survey Thank
You/Reminder Postcard
(eligible through
administrative lists)
As needed

Sent upon completion of
the questionnaire

Initial Contact
One week after mailing of
Center-Based Provider
Questionnaire Advance
Letter (eligible through
administrative lists)

3

Document Name

Questionnaire Name

Recipient

When

Web eligible Center-Based Provider
Questionnaire respondents identified
through administrative lists

Two weeks after mailing
of Center-Based Provider
Questionnaire Thank
You/Reminder Postcard
(eligible through
administrative lists)

Center-Based Provider Questionnaire Web
Survey Nonresponse Follow-up Mailing
(eligible through administrative lists)

Center-Based Provider
Questionnaire

Center-based Provider Questionnaire Refusal
Conversion Letters (multiple topics) (3)

Center-Based Provider
Questionnaire

Center-based Provider Questionnaire Thank
You Letter

Center-Based Provider
Questionnaire

Classroom Staff Questionnaire Advance
Letter (web survey info)

Classroom Staff
Questionnaire

Classroom Staff Questionnaire Advance
Letter (no web survey info)

Classroom Staff
Questionnaire

Classroom Staff Questionnaire Web Survey
Thank You/Reminder Postcard

Classroom Staff
Questionnaire

Classroom Staff Questionnaire
respondents spawned from CenterBased Provider Questionnaire

Classroom Staff Questionnaire Web Survey
Nonresponse Mailing

Classroom Staff
Questionnaire

Classroom Staff Questionnaire
respondents spawned from CenterBased Provider Questionnaire

Classroom Staff Questionnaire Refusal
Conversion Letters (multiple topics) (3)

Classroom Staff
Questionnaire

Classroom Staff Questionnaire
respondents spawned from CenterBased Provider Questionnaire

Center-Based Provider Questionnaire
respondents identified through
administrative lists
Center-Based Provider Questionnaire
respondents who complete the
questionnaire
Classroom Staff Questionnaire
respondents spawned from CenterBased Provider Questionnaire
Classroom Staff Questionnaire
respondents spawned from CenterBased Provider Questionnaire

As needed
Sent upon completion of
the questionnaire
Upon identification of
Classroom Staff
Questionnaire respondent
upon identification of
Classroom Staff
Questionnaire respondent
One week after mailing of
Classroom Staff
Questionnaire Advance
Letter
Two weeks after mailing
of Classroom Staff
Questionnaire Thank
You/Reminder Postcard
As needed

4

Document Name

Classroom Staff Questionnaire Thank you
Letter

Frequently Asked Questions

NSECE Brochure for Households

NSECE Brochure for Formal Providers

Center-based Provider Questionnaire
Worksheet

Questionnaire Name

Recipient

When

Classroom Staff
Questionnaire

Classroom Staff Questionnaire
respondents spawned from CenterBased Provider Questionnaire who
complete the questionnaire

Sent upon completion of
the questionnaire

All sample members

Attached to any letter
mailed to a Household or
provider

All Questionnaires

Household
Questionnaire/Homebased Provider
All Household sample members
Questionnaire (eligible
through Household
Screener)
Center-based Provider
Questionnaire/Classroom
Staff
Questionnaire/HomeAll formal provider sample members
based Provider
Questionnaire (eligible
through administrative
lists)

Center-based Provider
Questionnaire

Center-based Provider Questionnaire
respondents

Distributed as need by
interviewers

Distributed as need by
interviewers

Distributed as needed to
help respondents prepare
or obtain the information
needed to complete the
interview in a timely
manner.

5

Household Screener Cover Letter: Initial contact with sampled households included with the first
mailing of the Household Screener.

[DATE]
Dear Resident,
We are writing to ask for your help with an important study about how we care for children in the
United States. This study is being conducted by NORC at the University of Chicago on behalf of the
U.S. Department of Health and Human Services (HHS). We are interested in learning about families
and how they care for children as well as individuals who regularly look after children under the age
of 13 who are not their own – such as children of relatives or neighbors.
Please fill out the enclosed one-page questionnaire and mail it back to us in the postage paid envelope
that is provided. Even if you do not have children, it is important that you return this survey so that
every type of household is represented. The questionnaire should take only a few minutes to complete.
The results of this study will ultimately inform how public money is spent to support the care and
education of children in your area.
Your household was scientifically selected to participate in this study. Your participation is voluntary,
and you can choose to skip any questions.
We have enclosed a small gift to thank you in advance for your cooperation with our study. If you have
questions or need assistance, please contact us at 1-877-369-3240 or [email protected].
We need your help to make this study a success.

Sincerely,

A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

6

Household Screener Thank You/Reminder Postcard: Sent to sampled households one week after
mailing of Household Screener.

Dear Resident,
Last week a questionnaire was mailed to your household for the National Survey of Early Care and
Education sponsored by the U.S. Department of Health and Human Services. If someone at your
address has already returned the questionnaire, please accept our sincere thanks.
If you have not completed and returned this survey, please do so right away. It is important that we get
a response from everyone even if you do not have children. Your household was scientifically selected
to participate in this study and cannot be replaced.
If you have questions about this study, please contact us at 1-877-369-3240 or at [email protected].
Thanks again for your participation.

7

First Household Screener Nonresponse Follow-up Mailing: Sent two weeks after the Household
Screener Thank You/Reminder Postcard to households that have not yet returned the mail screener.

[DATE]

Dear Resident,

In early October, we sent a letter to your address asking a member of your household to complete the
enclosed questionnaire. We have not yet received your response. We are writing again because we
need your help. Your response will provide valuable information to help improve support for the care
and education of children in your community.
Please complete the questionnaire and mail it back in the postage-paid envelope that is provided. Even
if you do not have any children, it is important that you return this survey so that every type of
household is represented. The questionnaire should take only a few minutes to complete.
As mentioned before, this study is being conducted by NORC at the University of Chicago on behalf
of the U.S. Department of Health and Human Services. Your household was scientifically selected to
take part in this study. Your participation is voluntary. Your responses will be kept confidential, and
you can choose not to answer any questions.
If you have any questions or need assistance, please call NORC toll-free at 1-877-369-3240 or contact
us via e-mail at [email protected]. You can also find more information about this study online at
http://nsece.norc.org/.
We need your help to make this study a success.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

8

Second Household Screener Nonresponse Follow-up Mailing: Sent three weeks after the first
Household Screener Nonresponse Follow-up mailing to households that have not yet returned the mail
screener.

[DATE]

Dear Resident,

I am writing to request that a member of your household complete the enclosed questionnaire. I have
written twice previously, but unfortunately we have not received your completed questionnaire.
We have sent the questionnaire again because your response is so very important for the success of this
study. Your completed survey will provide valuable information that will help to improve support for
the care and education of children in your area. We cannot get this information anywhere else.
Please complete the questionnaire and mail it back in the postage-paid envelope that is provided. Even
if you do not have any children, it is important that you return this survey so that every type of
household is represented. The questionnaire should take only a few minutes to complete.
This study is being conducted by NORC at the University of Chicago on behalf of the U.S. Department
of Health and Human Services. Your household was scientifically selected to take part in this study.
Your participation is voluntary. Your responses will be kept confidential, and you can choose not to
answer any questions.
If you have any questions or need assistance, please call NORC toll-free at 1-877-369-3240 or contact
us via e-mail at [email protected]. We need your help to make this study a success.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

9

Pre-paid Incentive Letter for Households eligible through Mail Screener: Incentive letter sent to
eligible households that have returned the mail screener prior to the start of in-person data collection.

[DATE]

Dear Resident,
Recently, your household returned a brief mail questionnaire for the National Survey of Early Care and
Education (NSECE). Please accept our sincere thanks for participating. The NSECE is being
conducted by NORC at the University of Chicago on behalf of the U.S. Department of Health and
Human Services. This study seeks to understand the need for and availability of early care and
education for children under age 13 across the nation.

We may be contacting you in the future to ask some additional questions. In appreciation for your
time, we have enclosed $5.

If you would like more information about this survey or have any questions, please call NORC tollfree at 1-877-369-3240 or contact us via e-mail at [email protected].

Thank you again for your help with this important research.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

10

Household Advance Letter: Letter sent to households that will be worked by telephone one week
prior to the start of CATI dialing or given to Households by field interviewers

[DATE]

Dear Resident,
We are writing to ask for your help with an important study about how we care for children in the
United States. This study seeks to understand the experiences and attitudes of parents as they make
decisions about the care and education of their children. The study will also gather information about
people who look after children, specifically people who watch relatives’ or friends’ children
informally.
This study is conducted by NORC at the University of Chicago on behalf of the U.S. Department of
Health and Human Services (HHS). We are looking to speak to parents who have children at home as
well as people who regularly look after children who are not their own. The survey should take about
45 minutes to complete, and your responses will be kept confidential.
Your household was scientifically selected to take part in this study. It is important for us to interview
every household selected to get a complete picture of the need for and availability of early care and
education for young children in your area. However, participation is voluntary, and you can skip any
questions.
If you would like to take part in the study now or have any questions, please call NORC toll-free at 1877-369-3240 or contact us via e-mail at [email protected]. A professional interviewer will be
contacting you in the near future regarding your participation.
Your participation in this study will provide information to help the government understand how
private decisions and public policies affect the use and availability of child and school-age care in our
country. We need your help to make this study a success. We hope you will decide to take part when
we call.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

11

Household Questionnaire Refusal Conversion Letter: Sent to Household Survey respondents who
have refused to participate.

Dear Resident,
Recently an interviewer from NORC at the University of Chicago talked to you about participating in
the National Survey of Early Care and Education (NSECE). All of the NSECE project staff are grateful
to you for considering participation in this study. This letter includes some information about the
survey. We hope you will find this information helpful and that it will encourage you to take part in
the NSECE.
Why is the NSECE so important?
The NSECE:
Will be used by researchers to understand how people find, finance, and maintain child care
arrangements and to see how well people’s needs are being served by the available resources in
the community.
Will give researchers unique information on family structure, employment, and child
development.
Will provide a comprehensive picture about child care and education in your life and the lives
of so many others that you represent.
Why are you so important to the NSECE?
You were selected through scientific sampling. Because you represent so many others, you
cannot be replaced.
Your participation allows you to share your experience and concerns. This information may be
used for important policy decisions that could affect the needs of your family and many others.
Public policy decisions should be based on accurate information. The most effective way to get
this information is by going directly to the public. We need you to answer these questions so
public policy will not be based on wrong information and guesswork.
If you have any questions about the study, feel free to call me at <<800 number>>. I will be happy to
explain what a valuable contribution you will be making through participation in the NSECE.

Sincerely,

<>
NORC Field Manager
<>
12

Household Questionnaire Refusal Conversion Letter: Sent to Household Survey respondents who
express concern about government spending.

Dear Resident:
Recently our interviewer talked to you about participating in the National Survey of Early Care and
Education (NSECE). You expressed concerns about government spending, especially in this time of
financial challenges. As fellow citizens, we share your concern and work to ensure the cost
effectiveness of the survey while preserving the high-quality research that is vital to our country.
You may not realize the impact you have. None of us wants the government to waste money and make
arbitrary decisions about what it thinks is best for all of us. Rather, we all want government decisions
to be based on the true needs, circumstances, and desires of the U.S. population. That understanding
can only come from us, the citizens. Otherwise it’s pure guesswork.
Specifically, your participation in the NSECE helps researchers across the country understand the early
care and education services currently available to and used by families in all types of communities.
The last national survey of child care took place in 1990 – over twenty years ago. Since that time, a
number of changes have occurred that affect the way we care for children. By taking the time to
participate in this survey, you will allow the government, researchers, and policy makers to better
understand the needs of American families and the challenges they face trying to provide high quality
care for their children. This research informs government policymakers on a variety of topics, such as:
Understanding how families find, finance, and maintain child care arrangements and to see how
well people’s needs are being served by the available resources in the community.
Current trends in family structure, employment, and child development.
It would cost far too much money and take too much time to interview every person in the United
States. It is much more cost-effective to select a representative sample of the population, and you are
part of that sample. We don’t want research based on the survey to get skewed because only the
people content with the government choose to be interviewed. That is why we keep asking you to
participate. Without your help, our country loses an important voice, a voice that speaks for you and
for many others just like you.
Sincerely,

<>
NORC Field Manager
<<800 number>>
<>

13

Household Questionnaire Refusal Conversion Letter: Sent to Household Survey respondents who
express concern about government-sponsored research.
Dear Resident,

Recently our interviewer talked to you about participating in the National Survey of Early Care and
Education (NSECE). You expressed concerns about government-sponsored research. As fellow
citizens, we recognize your concerns and work to address any issues while preserving the high-quality
research that is vital to our country.

You may not realize the impact you have. None of us wants the government to waste money and make
arbitrary decisions about what it thinks is best for all of us. Rather, we want government decisions to
be based on the true needs, circumstances, and desires of the U.S. population. That understanding can
only come from us, the citizens. Otherwise it’s pure guesswork. The NSECE is the first major study
of child care and education in the U.S. in over 20 years. It will play a significant role in shaping public
policies regarding pre-K, afterschool, Headstart, and childcare voucher programs. You can find more
information about how the NSECE will be used by going to http://www.nsece.norc.org.

We recognize that you and many other Americans are skeptical about the motives and intentions of the
government. We respect your viewpoint. Skepticism and differences of opinion are healthy for a
democracy and can help our government function more effectively. But that only makes it more
important for you to participate in the NSECE. We don’t want research based on the survey to be
skewed because only the people content with the government choose to be interviewed. Without your
help, we lose an important voice, a voice that speaks for you and many others just like you.

The NSECE is sponsored by the U.S. Department of Health and Human Services (HHS), which is the
U.S. government’s principal agency for protecting the health of all Americans and providing essential
human services, especially for those who are least able to help themselves. You can learn more at
www.hhs.gov. NORC at the University of Chicago conducts the NSECE under a contract with HHS.
NORC is a not-for-profit, nonpartisan organization, the mission of which is to conduct high-quality
research for the public good. You can learn more about NORC and its mission at www.norc.org.

Sincerely,

<>
NORC Field Manager
<<800 number>>
<>

14

Household Questionnaire Refusal Conversion Letter: Sent to Household Survey respondents who
say they have no time to participate.
Dear Resident,
We are asking you to reconsider your decision about participating in the National Survey of Early Care
and Education (NSECE).
We understand that you are busy, and our interviewers are willing to do whatever is necessary to
reduce the burden of this interview on you. We are able to conduct the interview over the phone or in
person and can do it in several shorter sessions instead of all at once if this suits your schedule better.
The interviewer who will contact you will make every attempt to accommodate your schedule.
This study focuses on what is without a doubt an extremely important part of your life --your children
and their care and education. Your participation will allow the government, researchers, and policy
makers to better understand the challenges American families face trying to provide high-quality care
for their children. By sharing your experiences, you will play an important role in improving early care
and education for your children as well as for others’ children. The results of this study will ultimately
help to make schools and daycare facilities in your area safer and better equipped to prepare children
for the future.
Your household was scientifically selected for participation in this study and cannot be replaced.
Please call my toll free number at <<800 number>> if you have any questions.
This is your opportunity to make a difference.
Sincerely,

<>
NORC Field Manager
<>

15

Household Questionnaire Thank You Letter: Sent to households after they have completed the
Household Survey.
[DATE]

Dear Resident,
We are writing to thank you for your recent participation in the National Survey of Early Care and
Education (NSECE). The survey you completed has provided critical information about the need for
and availability of early care and education for children under age 13 in your area.
As we mentioned, this study is being conducted by NORC at the University of Chicago on behalf of
the U.S. Department of Health and Human Services in order to help the government better understand
how private decisions and public policies affect the use and availability of child and school-age care in
our country. Your responses will help inform how public funds are spent to subsidize early care and
education and to support related services.
Your participation and assistance on this important effort have been greatly appreciated.
If you have any additional questions, you may call this toll-free number at 1-877-369-3240 to speak
with project staff or contact us by email at [email protected].
Sincerely,

A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

16

Home-Based Provider Questionnaire Advance Letter (eligible through Household Screener):
Sent upon determination of eligibility to Home-Based Provider Questionnaire respondents who have
been identified through the mail Household Screener and who live in a household that is not eligible
for the Household Questionnaire.

[DATE]
Dear Resident,
We are writing to ask for your help with an important study about how we care for children in the
United States. A member of your household recently participated in this study, and you were
identified as an individual who looks after children who are not your own. We would like to ask you
some follow-up questions in order to better understand the need for and availability of early care and
education for children in your community. You will receive a $10 gift card as a token of our
appreciation for completing the online survey.
This study is conducted by the NORC at the University of Chicago on behalf of the U.S. Department
of Health and Human Services (HHS). The survey will take a little more than 20 minutes of your time,
and your responses will be kept confidential. You have the option to terminate the survey at any point,
or skip any question.
To access the survey, please go to the following URL address:
https://websurvey.norc.org/NSECEHome/
Because this survey is secure and confidential, you will need to use a unique Personal Identification
Number (PIN) and Password to access the survey after you have gone to the URL address. These are
provided below:

PIN: [WEBPIN]

Password: [WEBPWD]

If you have questions or need assistance, please contact us at this toll- free number 1-877-369-3240 or
by email at [email protected]. You can also learn more about the study online at
http://www.nsece.norc.org.
Individuals like you play a critical role in caring for our nation’s children and young teenagers. Your
responses will help improve support for the care of children in your area. We need your help to make
this study a success. We hope you will decide to take part.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

17

Home-Based Provider Questionnaire Web Survey Thank You/Reminder Postcard (eligible
through Household Screener): Sent one week after the Home-Based Provider Questionnaire
Advance Letter (eligible through Household Screener) to Home-Based Provider Questionnaire
respondents who have been identified through the mail Household Screener and who live in a
household that is not eligible for the Household Questionnaire.

Dear Resident,
Last week we sent you a letter asking you to respond to a short survey about how we care for children
in the United States. Your response will help the government better understand the need for and
availability of early care and education for children in your area. We cannot get this information
elsewhere. We will send you a $10 gift card as a token of our appreciation for completing the online
survey.
If you have already completed it, please accept our sincere thanks. If not, please do so right away. It is
very important that we get a response from every selected household.
If you did not receive your web survey information, including your unique PIN and Password, or if
you have questions about this study, please contact us at 1-877-369-3240 or at [email protected].
Thank you again for your participation.

18

Home-Based Provider Questionnaire Web Survey NonResponse Mailing (eligible through
Household Screener): Sent two weeks after the Home-Based Provider Questionnaire Thank
You/Reminder Postcard (eligible through Household Screener) to Home-Based Provider Questionnaire
respondents who have been identified through the mail Household Screener and who live in a
household that is not eligible for the Household Questionnaire.
[DATE]
Dear Resident:
We recently contacted you to ask for your help with an important study about how we care for children
in the United States. A member of your household participated in this study, and you were identified
as an individual who looks after children who are not your own. Your survey response will help the
government better understand the need for and availability of early care and education for children
under age 13 in your area. You will receive a $10 gift card as a token of our appreciation for
completing the online survey.
This study is being conducted by NORC at the University of Chicago on behalf of the U.S. Department
of Health and Human Services. The survey will take about a little more than 20 minutes of your time,
and your responses will be kept confidential. You have the option to terminate the survey at any point,
or skip any question.
To access the survey, please go to the following URL address:
https://websurvey.norc.org/NSECEHome/
Because this survey is secure and confidential, you will need to use a unique Personal Identification
Number (PIN) and Password to access the survey after you have gone to the URL address. These are
provided below:
PIN: [WEBPIN]

Password: [WEBPWD]

A professional interviewer will be contacting you in the near future to answer questions about the
study and assist you in completing the survey. You may call this toll free number at 1-877-369-3240 or
email us at [email protected] if you have any questions or need assistance.
Individuals like you play a critical role in caring for our nation’s children and young teenagers. Your
responses will help inform how public funds are spent to subsidize early care and education of young
children and to support related services. We need your help to make this study a success. We hope you
will decide to take part.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

19

Home-based Provider Questionnaire Refusal Conversion Letter (eligible through the Household
Screener): Sent to respondents who have refused participation.

Dear Resident,
All of us on the staff of the National Survey of Early Care and Education (NSECE) are grateful to you
for considering participation in this study. This letter includes some information about the survey. We
hope you will find this information helpful and that it will encourage you to take part in this critical
effort.
Why is the NSECE so important?
The NSECE:
Will be used to create a comprehensive profile of the type of care arrangements families are
using for their children, including individuals who look after children more informally like
neighbors, family friends, and grandparents.
Will give researchers unique information about the ways in which current child care offerings
fail to meet parents’ needs.
Will be used to describe and analyze the critical role that these informal providers play and the
important qualities they offer.
Why are you so important to the NSECE?
You were selected through scientific sampling. Because you represent so many others, you
cannot be replaced.
Your participation allows you to share your experience and concerns. This information may be
used for important policy decisions that could affect the needs of your family and many others.
Public policy decisions should be based on accurate information. The most effective way to get
this information is by going directly to the public. We need you to answer these questions so
public policy will not be based on wrong information and guesswork.
If you have any questions about the study, feel free to call me at <<800 number>>. I will be happy to
explain what a valuable contribution you will be making through participation in the NSECE.

Sincerely,

<>
NORC Field Manager
<>
20

Home-based Provider Questionnaire Refusal Conversion Letter (eligible through Household
Screener): Sent to respondents who have refused participation because they do not believe they
qualify for the interview.

Dear Resident,
We are asking you to reconsider your decision about participating in the National Survey of Early Care
and Education (NSECE).
We understand why feel you do not qualify for this interview: You look after children that you’re close
to, like your grandchildren, your nieces and nephews, or your neighbors’ children. You do this to
support those you care about, not to make a profit. You are not considered a child care provider in the
strict sense of the term, but you and others like you play a large role in the care of children across the
country. For this very reason, the NSECE needs to interview you as well. This study is gathering
information from all people involved in caring for children from formal school teachers to individuals
who watch kids after school for a few hours every week. We are interviewing a wide range of
individuals so that the government can get a clear picture of the care arrangements families are using
and the ways in which the current offerings fail to meet their needs. This information will ultimately be
used by researchers and policy makers to better support early care and education and related services in
your area.
Your household was scientifically selected to participate in this study, and we cannot replace you with
someone else.
Please call my toll free number at <<800 number>> if you have any questions.
This is your opportunity to make a difference.
Sincerely,

<>
NORC Field Manager
<>

21

Home-Based Provider Questionnaire Advance Letter (eligible through administrative lists):
Initial contact with Home-Based Provider Questionnaire respondents identified through administrative
lists.
[DATE]
Dear Provider,
We are writing to ask for your help with an important study about how we care for children in the
United States. This study seeks to create a profile of early care and education services available to
children under age 13, including before- and after-school care. Your responses will ultimately inform
how public funds are spent to subsidize early care and education and to support related services.
[Included for web eligible providers: We will send you a $35 gift card as a token of our appreciation
for completing this survey online.]
The study is conducted by the NORC at the University of Chicago on behalf of the U.S. Department of
Health and Human Services. The survey will include various questions related to early and school-age
care, including the type of care you provide for children under age 13, how you seek new children to
serve, and general information about the structure of your services. The survey will take about 35
minutes of your time, and your responses will be kept confidential. You have the option to terminate
the survey at any point, or skip any question.
[Included for web eligible providers: To access the survey, please go to the following URL address:
https://websurvey.norc.org/NSECEHome/
Because this survey is secure and confidential, you will need to use a unique Personal Identification
Number (PIN) and Password to access the survey after you have gone to the URL address. These are
provided below:
PIN: [WEBPIN]

Password: [WEBPWD]]

If you have questions, please call us toll free at 1-877-369-3240 or email us at [email protected]. You
can also learn more about the study at http://nsece.norc.org.
You have been selected for participation in this study from a list of providers in your area based on
geographic and program criteria. It is important for us to interview every selected provider to get a
complete picture of the availability and use of early and school-age care in your area.
We need your help to make this study a success By sharing your experiences, you will provide policy
makers and practitioners with the information needed to better support and improve early care and
education services across the country..
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

22

Home-Based Provider Questionnaire Web Survey Thank You /Reminder Postcard (eligible
through administrative lists): Sent to Home-Based Provider Questionnaire respondents identified
through administrative lists one week after mailing of Home-Based Provider Questionnaire Advance
Letter (eligible through administrative lists).

Dear Provider,
We recently sent you a letter asking you to respond to a web survey sponsored by the Administration
for Children and Families about how we care for children in the United States. Your response will help
the government better understand the need for and availability of early care and education for children
under age 13 in your area. You will receive a $35 gift card as a token of our appreciation for
completing this survey online.
If you have already completed your web survey, thank you for your participation. If you have not yet
had a chance to complete the survey, we would appreciate your timely response. It is very important
that we get a response from every selected provider.
If you did not receive your web survey information, including your unique PIN and Password, or if
you have any questions about this study, please contact NORC at 1-877-369-3240 or at
[email protected].
Thank you again for your participation.

23

Home-Based Provider Questionnaire Web Survey Nonresponse Mailing (eligible through
administrative lists): Sent to Home-Based Provider Questionnaire respondents identified through
administrative lists two weeks after mailing of Home-Based Provider Questionnaire Web Survey
Thank You/Reminder Postcard (eligible through administrative lists).
[DATE]
Dear Provider:
We recently contacted you to ask for your participation in a national study of early care and education
of children.. This study is sponsored by the U.S. Department of Health and Human Services, one of the
largest sources of public support for early and school age care in our country. Your survey response
will help the government better understand the need for and availability of early care and education for
children under age 13 in your area. We will send you a $35 gift card as a token of our appreciation for
completing this survey online.
This study is being conducted by the NORC at the University of Chicago. The survey will take about
35 minutes of your time, and your responses will be kept confidential. You have the option to
terminate the survey at any point, or skip any question.
To access the survey, please go to the following URL address:
https://websurvey.norc.org/NSECEHome/
Because this survey is secure and confidential, you will need to use a unique Personal Identification
Number (PIN) and Password to access the survey after you have gone to the URL address. These are
provided below:
PIN: [WEBPIN]

Password: [WEBPWD]

A professional interviewer will be contacting you in the near future to answer questions about the
study and assist you in completing the survey. You may call us toll free at 1-877-369-3240, or email us
at [email protected] if you have difficulty accessing the web survey.
You have been selected for participation in this study from a list of providers in your area based on
geographic and program criteria. It is important for us to interview every selected provider to get a
complete picture of the availability and use of early and school-age care in your area. Your responses
will help inform how public funds are spent to subsidize early care and education of young children
and to support related services.
We need your help to make this study a success. We hope you will decide to take part.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

24

Home-based Provider Questionnaire Refusal Conversion Letter (eligible through administrative
lists): Sent to respondents who have refused participation.

Dear Provider [OR: Provider Name],
All of us on the staff of the National Survey of Early Care and Education (NSECE) are grateful to you
for considering participation in this study. This letter includes some information about the survey. We
hope you will find this information helpful and that it will encourage you to take part in this critical
effort.
Why is the NSECE so important?
The NSECE:
Will be used to create a comprehensive profile of the types of care arrangements families are
using for their children.
Will give researchers unique information about those individuals who look after children
including individuals who provide more informal care like neighbors, family friends, and
grandparents.
Will be used to describe and analyze the critical role that home-based providers like you play in
various communities and the important qualities you offer.
Why are you so important to the NSECE?
You were selected through scientific sampling. Because you represent so many others, you
cannot be replaced.
Your participation allows you to share your experience and concerns. This information may be
used for important policy decisions that could affect the needs of your family and many others.
Public policy decisions should be based on accurate information. The most effective way to get
this information is by going directly to the public. We need you to answer these questions so
public policy will not be based on wrong information and guesswork.
If you have any questions about the study, feel free to call me at <<800 number>>. I will be happy to
explain what a valuable contribution you will be making through participation in the NSECE.

Sincerely,

<>
NORC Field Manager
<>
25

Home-based Provider Questionnaire Refusal Conversion Letter (eligible through administrative
lists): Sent to respondents who have refused participation because they are too busy.

Dear Provider [OR: Provider Name],
We are asking you to reconsider your decision about participating in the National Survey of Early Care
and Education (NSECE).
We understand that you are busy, and our interviewers are willing to do whatever is necessary to
reduce the burden of this interview on you. We are able to conduct the interview over the phone or in
person and can do it in several shorter sessions instead of all at once if this suits your schedule better.
The interviewer who will contact you will make every attempt to accommodate your schedule.
This study is your opportunity to make a difference and help to improve support for your providers like
yourself across the country. The last national survey of child care took place in 1990 – over twenty
years ago. Since that time, a number of changes have occurred that affect the way care for children. By
taking the time to participate in this survey, you will allow the government, researchers, and policy
makers to better understand the needs of individuals who look after children in your area and the
challenges you face trying to provide high-quality care. The results of this study will inform decisions
about funding for early care and education in your area and ultimately improve our current child care
system.
Please call my toll free number at <<800 number>> if you have any questions.
This is your opportunity to make a difference.
Sincerely,

<>
NORC Field Manager
<>

26

Home-Based Provider Questionnaire (eligible through administrative lists) Refusal Conversion
Letter: Sent to respondents who have refused participation due to concerns about confidentiality.

Dear Provider [OR: Provider Name],
Recently an interviewer from NORC at the University of Chicago talked to you about participating in
the National Survey of Early Care and Education (NSECE). You indicated that you did not want to
participate due to concerns about confidentiality. We want to reassure you that all information you
provide is kept strictly confidential and your answers and identity are protected. Here are just a few of
the many steps we take to protect your information:

Your organization name is never kept with your survey answers so no one can know how you
responded. Likewise your individual responses will not be shared with any other childcare
organizations. Survey findings are put into summary reports that contain no names or other
information that identifies you or your organization.
All NSECE staff who handle the information collected for the study must sign a confidentiality
agreement that provides for criminal and civil penalties if confidentiality is breached.
The NSECE has a federal Certificate of Confidentiality that helps us further protect the privacy
of our participants. With this Certificate, we cannot be forced (for example by court order or
subpoena) to disclose information that may identify you in any federal, state, local, civil,
criminal, legislative, administrative, or other proceedings.
The U.S Department of Health and Human Services that sponsors the study does not have any
way to identify you from your answers.
We do not sell or provide your name to any mailing lists, organizations, or government
agencies.
The laptops used by the field interviewers have several levels of security. Once you give us
your information, it is encrypted and then sent by a secure connection to our data bank, which
is also protected by multiple layers of security.
I hope that I have answered your questions about how we protect your confidentiality. If you have any
additional questions, feel free to call me at <<800 number>>.

We will be contacting you soon to answer any questions you may still have.

Sincerely,

<>
NORC Field Manager
<>

27

Home-Based Provider Questionnaire Thank You Letter: Sent to Home-Based Provider
Questionnaire respondents identified through either the Household Screener or Administrative lists
upon completion of the Home-Based Provider Questionnaire by web.

[DATE]

Dear Provider [OR: Provider Name],
We are writing to thank you for your recent participation in the National Survey of Early Care and
Education. The survey you completed will provide critical information about the need for and
availability of early care and education for children under age 13 in your area.
As we mentioned, this study is being conducted on behalf of the U.S. Department of Health and
Human Services in order to help the government better understand how private decisions and public
policies affect the use and availability of child and school-age care in our country. Your responses will
help inform how public funds are spent to subsidize early care and education and to support related
services.
Your participation and assistance on this important effort have been greatly appreciated. [Included for
web respondents: We have enclosed a small gift to thank you for your cooperation with our study, and
to acknowledge any inconvenience you may have experienced while participating.]
If you have any additional questions, you may contact us toll-free at 1-877-369-3240 or by email at
[email protected].
Sincerely,

A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

28

Center-Based Provider Questionnaire Advance Letter (eligible through administrative lists):
Initial contact with Center-Based Provider Questionnaire respondents.
[DATE]
Dear Director,
We are writing to ask for your help with an important study about how we care for children in the
United States. This study seeks to create a profile of early care and education services available to
children under age 13, including before- and after-school care. Your responses will ultimately inform
how public funds are spent to subsidize early care and education and to support related services.
[Included for web eligible providers: To thank you for your participation, we will send you a $35 gift
card for completing the survey.]
The study is conducted by the NORC at the University of Chicago on behalf of the U.S. Department of
Health and Human Services. The survey will include various questions related to early and school-age
care, including the type of care your program provides for children under age 13, how you seek new
children to serve, and general information about the structure of your services. The survey will take
about 35 minutes of your time, and your responses will be kept confidential. You have the option to
terminate the survey at any point, or skip any question.
[Included for web eligible providers To access the survey, please go to the following URL address:
https://websurvey.norc.org/NSECECenter/
Because this survey is secure and confidential, you will need to use a unique Personal Identification
Number (PIN) and Password to access the survey after you have gone to the URL address. These are
provided below:
PIN: [WEBPIN]

Password: [WEBPWD]]

You may call us toll free at 1-877-369-3240 or email us at [email protected] if you have questions or
need assistance. You can also learn more about the study at http://nsece.norc.org.
You have been selected for participation in this study from a list of providers in your area based on
geographic and program criteria. It is important for us to interview every selected provider to get a
complete picture of the availability and use of early and school-age care in your area.
Your participation in this study will provide information to help the government understand how
private decisions and public policies affect the need for and availability of child and school-age care in
our country. We need your help to make this study a success.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

29

Center-Based Provider Questionnaire Web Survey Thank You /Reminder Postcard (eligible
through administrative lists): Sent to Center-Based Provider Questionnaire respondents identified
through administrative lists one week after mailing of Center-Based Provider Questionnaire Advance
Letter (eligible through administrative lists).
Dear Director,
We recently sent you a letter asking you to respond to a web survey sponsored by the Administration
for Children and Families about how we care for children in the United States. Your response will help
the government better understand the need for and availability of early care and education for children
under age 13 in your area. To thank you for your participation, we will send you a $35 gift card.
If you have already completed your web survey, thank you for your participation. If you have not yet
had a chance to complete your survey, we would appreciate your timely response. It is very important
that we get a response from every selected provider.
If you did not receive your web survey information, including your unique PIN and Password, or if
you have any questions about this study, please contact NORC at 1-877-369-3240 or at
[email protected].
Thanks again for your participation.

30

Center-Based Provider Questionnaire Web Survey Nonresponse Follow-up Mailing (eligible
through administrative lists): Sent to Center-Based Provider Questionnaire respondents identified
through administrative lists two weeks after mailing of Center-Based Provider Questionnaire Web
Survey Thank You/Reminder Postcard (eligible through administrative lists).
[DATE]
Dear Director:
We recently contacted you to ask for your participation in a national study of early care and education
of children. This study is sponsored by the federal Administration for Children and Families, one of the
largest sources of public support for early and school age care in our country. Your survey response
will help the government better understand the need for and availability of early care and education for
children under age 13 in your area. You will receive a $35 gift card as a token of our appreciation for
completing the survey online.
This study is being conducted by NORC at the University of Chicago on behalf of the U.S. Department
of Health and Human Services. The survey will take about 35 minutes of your time, and your
responses will be kept confidential. You have the option to terminate the survey at any point, or skip
any question.
To access the survey, please go to the following URL address:
https://websurvey.norc.org/NSECECenter
Because this survey is secure and confidential, you will need to use a unique Personal Identification
Number (PIN) and Password to access the survey after you have gone to the URL address. These are
provided below:
PIN: [WEBPIN]
Password: [WEBPWD]
A professional interviewer will be contacting you in the near future to answer questions about the
study and assist you in completing the survey. You may call us toll free at 1-877-369-3240 or email us
at [email protected] if you have questions or need assistance.
You have been selected for participation in this study from a list of providers in your area based on
geographic and program criteria. It is important for us to interview every selected provider to get a
complete picture of the availability and use of early and school-age care in your area. Your responses
will help inform how public funds are spent to subsidize early care and education of young children
and to support related services.
We need your help to make this study a success. We hope you will decide to take part.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

31

Center-Based Provider Questionnaire Refusal Conversion Letter: Sent to respondents who have
refused participation.
Dear Director [OR: Director Name],
Recently an interviewer from NORC at the University of Chicago talked to you about participating in
the National Survey of Early Care and Education (NSECE). All of the NSECE project staff are grateful
to you for considering participation in this study. This letter includes some information about the
NSECE, which we hope you will find helpful and that it will encourage you to take part in this critical
effort.
Why is the NSECE so important?
The NSECE:
Will be used to create a comprehensive profile of the types of care arrangements families are
using for their children.
Will give researchers unique information about those individuals who look after children
including individuals who provide more informal care like neighbors, family friends, and
grandparents.
Will be used to describe and analyze the important role that providers such as your own play in
various communities
Why are you so important to the NSECE?

You were selected through scientific sampling. Because you represent so many others, you
cannot be replaced.
Your participation allows you to share your experience and concerns. This information may be
used for important policy decisions that could affect the needs of organizations and families in
your community.
Public policy decisions should be based on accurate information. The most effective way to get
this information is by going directly to the public. We need you to answer these questions so
public policy will not be based on wrong information and guesswork.
If you have any questions about the study, feel free to call me at <<800 number>>. I will be happy to
explain what a valuable contribution you will be making through participation in the NSECE.

Sincerely,

<>
NORC Field Manager
<>
32

Center Based Provider Questionnaire Refusal Conversion Letter: Sent to respondents who have
refused participation because they are too busy.

Dear Director [OR: Director Name],
We are asking you to reconsider your decision about participating in the National Survey of Early Care
and Education (NSECE).
We understand that you are busy, and our interviewers are willing to do whatever is necessary to
reduce the burden of this interview on you. We are able to conduct the interview over the phone or in
person and can do it in several shorter sessions instead of all at once if this suits your schedule better.
The interviewer who will contact you will make every attempt to accommodate your schedule. This
interview can be conducted before, during, or after your normal classroom hours.
Your participation will allow the government, researchers, and policy makers to better understand the
challenges faced by child care organizations as they seek to provide high-quality care for children. By
sharing your experiences, you will play an important role in improving early care and education for
children. Your responses provide much needed information that will ultimately lead to better support
for early care and education providers in your area.
Please call my toll free number at <<800 number>> if you have any questions.
This is your opportunity to make a difference.
Sincerely,

<>
NORC Field Manager
<>

33

Center Based Provider Questionnaire Refusal Conversion Letter: Sent to respondents who have
refused participation due to concerns about confidentiality.

Dear Director [OR: Director Name],

Recently an interviewer from NORC at the University of Chicago talked to you about participating in
the National Survey of Early Care and Education (NSECE). You indicated that you did not want to
participate due to concerns about confidentiality. We want to reassure you that all information you
provide is kept strictly confidential and your answers and identity are protected. Here are just a few of
the many steps we take to protect your information:

Your organization name is never kept with your survey answers so no one can know how you
responded. Likewise your individual responses will not be shared with any other childcare
organizations. Survey findings are put into summary reports that contain no names or other
information that identifies you or your organization.
All NSECE staff who handle the information collected for the study must sign a confidentiality
agreement that provides for criminal and civil penalties if confidentiality is breached.
The NSECE has a federal Certificate of Confidentiality that helps us further protect the privacy
of our participants. With this Certificate, we cannot be forced (for example by court order or
subpoena) to disclose information that may identify you in any federal,
state, local, civil, criminal, legislative, administrative, or other proceedings.
We omit the name of the study from any materials or phone messages that may be seen or heard
by someone other than you.
The U.S Department of Health and Human Services that sponsors the study does not have any
way to identify you from your answers.
We do not sell or provide your name to any mailing lists, organizations, or government
agencies.
The laptops used by the field interviewers have several levels of security. Once you give us
your information, it is encrypted and then sent by a secure connection to our data bank, which
is also protected by multiple layers of security.

I hope that I have answered your questions about how we protect your confidentiality. If you have any
additional questions, feel free to call me at <<800 number>>.

We will be contacting you soon to answer any questions you may still have.

Sincerely,
<>
NORC Field Manager
<>
34

Center-Based Provider Questionnaire Thank You Letter: Sent to Center-Based Provider
Questionnaire respondents identified through administrative lists upon completion of the Center-Based
Provider Questionnaire.

[DATE]

Dear Director [OR: Director Name],
We are writing to thank you for your recent participation in the National Survey of Early Care and
Education. The survey you completed has provided critical information about the need for and
availability of early care and education for children under age 13 in your area.
As we mentioned, this study is being conducted on behalf of the U.S. Department of Health and
Human Services in order to help the government better understand how private decisions and public
policies affect the use and availability of child and school-age care in our country. Your responses will
help inform how public funds are spent to subsidize early care and education and to support related
services.
Your participation and assistance on this important effort have been greatly appreciated. [Included for
web respondents: We have enclosed a small gift to thank you for your cooperation with our study, and
to acknowledge any inconvenience you may have experienced while participating.]
If you have any additional questions, you may call us toll free at 1-877-369-3240 to speak with project
staff.
Sincerely,

A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

35

Classroom Staff Questionnaire Advance Letter (web survey info): Initial contact with Classroom
Staff Questionnaire respondents spawned from the Center-Based Provider Questionnaire.
[DATE]

Dear [FNAME LNAME],
We are writing to ask for your help with an important study about how we care for children in the
United States. This study seeks to create a profile of early care and education services available to
children under age 13, including before- and after-school care. Your responses will help inform how
public funds are spent to subsidize early care and education for young children and to support related
services. The director of your facility has already contributed valuable information to this study. In
order to learn more about members of the early care and education workforce, you were randomly
selected to participate in this study as well.
The study is conducted by the NORC at the University of Chicago on behalf of the U.S. Department of
Health and Human Services. The survey will take about 20 minutes of your time, and your responses
will be kept confidential. You have the option to terminate the survey at any point, or skip any
question.
To access the survey, please go to the following URL address:
https://websurvey.norc.org/NSECEWorkforce
Because this survey is secure and confidential, you will need to use a unique Personal Identification
Number (PIN) and Password to access the survey after you have gone to the URL address. These are
provided below:
PIN: [WEBPIN]

Password: [WEBPWD]

You may call us toll free at 1-877-369-3240 or email us at [email protected] if you have difficulty
accessing the web survey. You can also contact us to learn more about the study.
Individuals like you play a critical role in caring for our nation’s children and young teenagers. It is
important for us to interview every person to get a complete picture of the availability and use of early
and school-age care in your area. We need your help to make this study a success.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

36

Classroom Staff Questionnaire Advance Letter (no web survey info): Initial contact with
Classroom Staff Questionnaire respondents spawned from the Center-Based Provider Questionnaire.
[DATE]

Dear [FNAME LNAME],
We are writing to ask for your help with an important study about how we care for children in the
United States. This study seeks to create a profile of early care and education services available to
children under age 13, including before- and after-school care. Your responses will help inform how
public funds are spent to subsidize early care and education for young children and to support related
services. The director of your facility has already contributed valuable information to this study. In
order to learn more about members of the early care and education workforce, you were randomly
selected to participate in this study as well.
The study is conducted by the NORC at the University of Chicago on behalf of the U.S. Department of
Health and Human Services. The survey will take about 20 minutes of your time, and your responses
will be kept confidential. You have the option to terminate the survey at any point, or skip any
question.
You may call us toll free at 1-877-369-3240 or email us at [email protected] if you’d like to learn more
about the study.
Individuals like you play a critical role in caring for our nation’s children and young teenagers. It is
important for us to interview every person to get a complete picture of the availability and use of early
and school-age care in your area. We need your help to make this study a success.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

37

Classroom Staff Questionnaire Web Survey Thank You/Reminder Postcard: Sent to Classroom
Staff Questionnaire respondents spawned from the Center-Based Provider Questionnaire one week
after the mailing of the Classroom Staff Questionnaire Advance Letter.

We recently sent you a letter asking you to respond to a survey sponsored by the U.S. Department of
Health and Human Services about how we care for children in the United States. Your response is
needed to help the government create a profile of early care and education services available to
children under age 13, including before- and after-school care.
If you have already completed your web survey, thank you for your participation. If you have not yet
had a chance to complete your survey, we would appreciate your timely response. It is very important
that we get a response from every individual selected.
If you did not receive your web survey information, including your unique PIN and Password, or if
you have any questions about this study, please contact NORC at 1-877-369-3240 or at
[email protected].
Thank you again for your participation.

38

Classroom Staff Questionnaire Web Survey Nonresponse Mailing: Sent to Classroom Staff
Questionnaire respondents spawned from the Center-Based Provider Questionnaire two weeks after the
mailing of the Classroom Staff Questionnaire Thank You/Reminder Postcard (web information).
[DATE]
Dear [FNAME LNAME]:
We recently contacted you to ask for your participation in a national study of early care and education
of children and young teenagers. This study is sponsored by the U.S. Department of Health and Human
Services, one of the largest sources of public support for early and school age care in our country.
Your survey response will help the government better understand the need for and availability of early
care and education services for children under age 13 in your area. We would appreciate it if you
would complete the web survey at your earliest convenience.
This study is being conducted by the NORC at the University of Chicago on behalf of the U.S.
Department of Health and Human Services. The survey will take about 20 minutes of your time, and
your responses will be kept confidential. You have the option to terminate the survey at any point, or
skip any question.
To access the survey, please go to the following URL address:
https://websurvey.norc.org/NSECEWorkforce
Because this survey is secure and confidential, you will need to use a unique Personal Identification
Number (PIN) and Password to access the survey after you have gone to the URL address. These are
provided below:
PIN: [WEBPIN]

Password: [WEBPWD]

If you have any questions or need assistance, please contact us toll-free at 1-877-369-3240 or by email
at [email protected]. A professional interviewer will be contacting you in the near future regarding your
participation.
Individuals like you play a critical role in caring for our nation’s children and young teenagers. It is
important for us to interview every person selected to get a complete picture of the availability and use
of early and school-age care in your area. Your responses will help inform how public funds are spent
to subsidize early care and education of young children and to support related services. We need your
help to make this study a success. We hope you will decide to take part.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

39

Classroom Staff Questionnaire Refusal Conversion Letter: Sent to Classroom Staff Questionnaire
respondents who have refused participation.
Dear [NAME],
Recently an interviewer from NORC at the University of Chicago talked to you about participating in
the National Survey of Early Care and Education (NSECE). All of the NSECE project staff are grateful
to you for considering participation in this study. This letter includes some information about the
NSECE, which we hope you will find helpful and that it will encourage you to take part in this critical
effort.
Why is the NSECE so important?
The NSECE:
Will be used to create a comprehensive profile of the types of care arrangements families are
using for their children.
Will give researchers unique information about those individuals who look after children
including individuals who provide more informal care like neighbors, family friends, and
grandparents.
Will be used to describe and analyze the important role that workforce members play in the
early care and education of children in various communities.
Why are you so important to the NSECE?
You were selected through scientific sampling. Because you represent so many others, you
cannot be replaced.
Your participation allows you to share your experience and concerns. This information may be
used for important policy decisions that could affect the needs of families in your community.
Public policy decisions should be based on accurate information. The most effective way to get
this information is by going directly to the public. We need you to answer these questions so
public policy will not be based on wrong information and guesswork.
If you have any questions about the study, feel free to call me at <<800 number>>. I will be happy to
explain what a valuable contribution you will be making through participation in the NSECE.
Sincerely,

<>
NORC Field Manager
<>

40

Classroom Staff Questionnaire Refusal Conversion Letter: Sent to Classroom Staff Questionnaire
respondents who have refused participation due to concerns about government spending.
Dear [NAME]:
Recently an interviewer from NORC at the University of Chicago talked to you about participating in
the National Survey of Early Care and Education (NSECE). You expressed concerns about
government spending, especially in this time of financial challenges. As fellow citizens, we share your
concern and work to ensure the cost effectiveness of the survey while preserving the high-quality
research that is vital to our country.
You may not realize the impact you have. None of us wants the government to waste money and make
arbitrary decisions about what it thinks is best for all of us. Rather, we all want government decisions
to be based on the true needs, circumstances, and desires of the U.S. population. That understanding
can only come from us, the citizens. Otherwise it’s pure guesswork.
Specifically, your participation in the NSECE helps researchers across the country understand the early
care and education services currently available to and used by families in all types of communities.
The last national survey of child care took place in 1990 – over twenty years ago. Since that time, a
number of changes have occurred that affect the way we care for children. By taking the time to
participate in this survey, you will allow the government, researchers, and policy makers to better
understand the needs of child care providers in your area and the challenges you face trying to provide
high-quality care for their children. This research informs government policymakers on a variety of
topics, such as:
Understanding how families find, finance, and maintain child care arrangements and to see how
well people’s needs are being served by the available resources in the community.
Current trends in family structure, employment, and child development.
It would cost far too much money and take too much time to interview every person in the United
States. It is much more cost-effective to select a representative sample of the population, and you are
part of that sample. We don’t want research based on the survey to get skewed because only the
people content with the government choose to be interviewed. That is why we keep asking you to
participate. Without your help, our country loses an important voice, a voice that speaks for you and
for many others just like you.
Sincerely,

<>
NORC Field Manager
<<800 number>>
<>

41

Classroom Staff Questionnaire Refusal Conversion Letter: Sent to classroom staff questionnaire
respondents who have refused participation due to concerns about confidentiality.
Dear [NAME]:
Recently an interviewer from NORC at the University of Chicago talked to you about participating in
the National Survey of Early Care and Education (NSECE). You indicated that you did not want to
participate due to concerns about confidentiality. We want to reassure you that all information you
provide is kept strictly confidential and your answers and identity are protected. Here are just a few of
the many steps we take to protect your information:
Your name is never kept with your survey answers so no one can know how you responded,
including your employer.
We omit the name of the study from any materials or phone messages that may be seen or heard
by someone other than you.
All NSECE staff who handle the information collected for the study must sign a confidentiality
agreement that provides for criminal and civil penalties if confidentiality is breached.
The NSECE has a federal Certificate of Confidentiality that helps us further protect the privacy
of our participants. With this Certificate, we cannot be forced (for example by court order or
subpoena) to disclose information that may identify you in any federal,
state, local, civil, criminal, legislative, administrative, or other proceedings.
The U.S Department of Health and Human Services that sponsors the study does not have any
way to identify you from your answers.
We do not sell or provide your name to any mailing lists, organizations, or government
agencies.
The laptops used by the field interviewers have several levels of security. Once you give us
your information, it is encrypted and then sent by a secure connection to our data bank, which
is also protected by multiple layers of security.
I hope that I have answered your questions about how we protect your confidentiality. If you have any
additional questions, feel free to call me at <<800 number>>.
We will be contacting you soon to answer any questions you may still have.

Sincerely,

<>
NORC Field Manager
<>

42

Classroom Staff Questionnaire Thank You Letter: Sent to classroom staff questionnaire
respondents upon completion of the questionnaire.
[DATE]

Dear [FNAME LNAME]:
We are writing to thank you for your recent participation in the National Survey of Early Care and
Education. The survey you completed has provided critical information about the need for and
availability of early care and education for children under age 13 in your area.
As we mentioned, this study is being conducted by the NORC at the University of Chicago on behalf
of the U.S. Department of Health and Human Services in order to help the government better
understand how private decisions and public policies affect the use and availability of child and
school-age care in our country. Your responses will help inform how public funds are spent to
subsidize early care and education and to support related services.
Your participation and assistance on this important effort have been greatly appreciated.
If you have any additional questions, you may call us toll free at 1-877-369-3240 to speak with project
staff.
Sincerely,
A. Rupa Datta, Ph.D.
Project Director
NORC at the University of Chicago

43

FAQs: Included on the back of all letters.
NORC Toll Free Number: 1-877-369-3240
You can call the NORC toll free number to take part in the study, learn more about this research, and
hear what you will be asked. You can also email us at [email protected].
How do I know this is legitimate?
This survey has been approved by the U.S. Office of management and Budget approval number 09700355. Without this number we could not conduct this survey.
How do I know my information will be kept safe?
All NORC staff who handle the information collected for the study must sign a confidentiality
agreement that provides for criminal and civil penalties if confidentiality is breached. The NSECE has
also obtained a federal Certificate of Confidentiality from the Department of Health and Human
Services in order to further protect your privacy. With this Certificate, we cannot be forced (for example
by court order or subpoena) to disclose information that may identify you in any federal, state, local,
civil, criminal, legislative, administrative, or other proceedings.
Who sees my answers?
Only a few people who work on this survey ever see any personal information. Answers that could
identify you or your program in any way are separated from your other answers. Survey findings are
put into summary reports that contain no names or other information that identifies you. This
information will be used solely for the purposes of this study and will be destroyed when the study is
over. Your name and identifying information will never be released to the public.
How do you protect my information?
Your answers are used for research purposes only. All information that you provide will be kept private
to the fullest extent provided by the law.
If you have questions about your rights as a study participant, you may call the NORC Institutional
Review Board Administrator, toll free, at 1-866-309-0542.

44

Text for the NSECE Brochure for Households
What is the NSECE?
The National Survey of Early Care and Education (NSECE) is an exciting new study sponsored by the
Office of Planning, Research, and Evaluation within the Administration for Children and Families,
U.S. Department of Health and Human Services, and conducted by NORC at the University of
Chicago.
During the winter/spring of 2012, approximately 100,000 households and 35,000 child care providers
will be selected for the NSECE. The NSECE will gather information from multiple sources to provide
rich data on the types of providers of early care and education, as well as the needs, constraints and
preferences of families with children age 13 and under as they seek and use non-parental care for their
children.
Why is the NSECE so important?
The NSECE will provide urgently needed information about the provision of early care and education
and school-age care (ECE/SA) across the country. Many changes in child care systems and policies
have occurred over the past 20 years, yet the last national survey of child care supply and demand was
conducted in 1990. The NSECE will be the first national survey of early child care and education in
America in twenty years during which time the use and funding of early care and education as well as
(before and) after-school care has changed dramatically.
NSECE will be able to provide a current picture of the supply and demand for child care and early
education programs and fill a gap in our understanding of the factors influencing parents’ choice of
care for their children. Perhaps most significantly, the NSECE will allow the policy and research
communities to merge data from families and providers at the local level -- where the two actually
meet & provide care for our children.
Who are you surveying?
The study includes four major aspects of the nation’s provision and use of early care and education:
1. Families with children: Parents or guardians of a child or children under age 13 will be surveyed
to gain insight into their early care and education use and needs.
2. Individuals who look after children in a home-based setting: Participants will include
individuals who provide informal care at home, for example, grandparents, other relatives,
neighbors, or baby-sitters who regularly watch children under age 13 as well as regulated, licensed
or registered home-based providers (such as family day cares).
3. Centers, Schools and other Programs: The survey will sample all types of providers including
groups often excluded from surveys (e.g., license-exempt providers, Head Start and Pre-K
providers, before and after school-based programs for children under 13, for-profit and non-profit
community based pre-schools).
Classroom staff: Instructors, teachers, assistant teachers, or aides working in early care and
education classrooms (including school-age care) will be selected to provide information about
their professional experiences and classroom activities.
Why should I participate?
The NSECE has the potential to benefit federal, state, and local or community-level child care policies.
These new data from households such as your own will enable policy-makers to make more informed
45

decisions about how to improve the fit between what is needed and desired and what is available for
childcare. Results of the NSECE will be used to develop child care and early childhood education
policy, including policies that support provider training, education, and working conditions; and that
improve families’ access to care.
The success of the NSECE depends on your help. It is vitally important that those individuals and
organizations that are selected for the survey agree to participate because they represent many others
across the nation.
All data provided by you will be used only for
statistical purposes; identities of individuals will not be disclosed except as required by law. Your
participation will help to ensure that the nation’s policy-makers, practitioners and parents have an
accurate understanding of our nation’s early care and education landscape.
Will my responses be confidential?
Your answers are used for research purposes only. All information that you provide will be kept
private to the fullest extent provided by the law. All NORC staff who handle the information collected
for the study must sign a confidentiality agreement that provides for criminal and civil penalties if
confidentiality is breached. The NSECE has also obtained a federal Certificate of Confidentiality from
the Department of Health and Human Services in order to further protect your privacy. With this
Certificate, we cannot be forced (for example by court order or subpoena) to disclose information that
may identify you in any federal, state, local, civil, criminal, legislative, administrative, or other
proceedings.
How can I participate?
Participating in the NSECE is easy. In an effort to make this as convenient for you as possible, we
offer multiple modes for you to complete in. An interviewer will contact you about how you can
complete your survey. Alternatively, you can contact us at [email protected] or at 1-877-369-3240 and
we can assist you in completing.

46

ABTEXT FOR OUT
AOUT THE STUDY

Text for NSECE Brochure for Formal Providers
What is the NSECE?
The National Survey of Early Care and Education (NSECE) is an exciting new study sponsored by the
Office of Planning, Research, and Evaluation within the Administration for Children and Families,
U.S. Department of Health and Human Services, and conducted by NORC at the University of
Chicago.
During the winter/spring of 2012, approximately 100,000 households and 35,000 child care providers
will be selected for the NSECE. The NSECE will gather information from multiple sources to provide
rich data on the types of providers of early care and education, as well as the needs, constraints and
preferences of families with children age 13 and under as they seek and use non-parental care for their
children.
Why is the NSECE so important?
The NSECE will provide urgently needed information about the provision of early care and education
and school-age care (ECE/SA) across the country. Many changes in child care systems and policies
have occurred over the past 20 years yet the last national survey of child care supply and demand was
conducted in 1990. The NSECE will be the first national survey of early child care and education in
America in twenty years during which period the use and funding of early care and education as well
as (before and) after-school care has changed dramatically.
NSECE will be able to provide a current picture of the supply and demand for child care and early
education programs and fill a gap in our understanding of the factors influencing parents’ choice of
care for their children. Perhaps most significantly, the NSECE will allow the policy and research
communities to merge data from families and providers at the local level -- where the two actually
meet & provide care for our children.
Who are you surveying?
The study includes four major aspects of the nation’s provision and use of early care and education:
4.

5.

6.

7.

Centers, Schools and other Programs: The survey will sample all types of providers
including groups often excluded from surveys (e.g., license-exempt providers, Head Start and
Pre-K providers, before and after school-based programs for children under 13, for-profit and
non-profit community based pre-schools).
Classroom staff: Instructors, teachers, assistant teachers, or aides working in early care and
education classrooms (including school-age care) will be selected to provide information about
their professional experiences and classroom activities.
Providers of Home-based Care: Individuals who provide care for children under age 13 (who
are not their own) in a home-based setting will be surveyed. Participants will include regulated,
licensed or registered home-based providers (such as family day cares) as well as individuals
who provide informal care at home, for example, grandmothers, other relatives, neighbors, or
baby-sitters who regularly watch children under age 13.
Families with children: Parents or guardians of a child or children under age 13 will be
surveyed to gain insight as to their early care and education use and needs.
47

Why should I participate?
The NSECE has the potential to benefit federal, state, and local or community-level child care policies.
These new data from providers such as your own will enable policy-makers to make more informed
decisions about how to improve the fit between what is needed and desired and what is available for
childcare. Results of the NSECE will be used to develop child care and early childhood education
policy, including policies that support provider training, education, and working conditions; and that
improve families’ access to care.
The success of the NSECE depends on your help. It is vitally important that those individuals and
organizations that are selected for the survey agree to participate because they represent many others
across the nation.

All data provided by you and your staff will be used only for statistical purposes; identities of
programs and individuals will not be disclosed except as required by law. Your participation will help
to ensure that the nation’s policy-makers, practitioners and parents have an accurate understanding of
our nation’s early care and education landscape.
Will my responses be confidential?
Your answers are used for research purposes only. All information that you provide will be kept
private to the fullest extent provided by the law. All NORC staff who handle the information collected
for the study must sign a confidentiality agreement that provides for criminal and civil penalties if
confidentiality is breached. The NSECE has also obtained a federal Certificate of Confidentiality from
the Department of Health and Human Services in order to further protect your privacy. With this
Certificate, we cannot be forced (for example by court order or subpoena) to disclose information that
may identify you in any federal, state, local, civil, criminal, legislative, administrative, or other
proceedings.
How can I participate?
Participating in the NSECE is easy. In an effort to make this as convenient for you as possible, we
offer multiple modes for you to complete in. An interviewer will contact with you about how you can
complete your survey. Alternatively, you can contact us at [email protected] or at 1-877-369-3240 and
we can assist you in completing.

48

Center Based Provider Worksheet
While we anticipate you will be able to readily answer most of the questions on the survey, there are a few which might require
some additional information from either records or other individuals at your facility. We have included these questions in this
worksheet so that you may have the answers readily available when completing the actual survey.
1. What age groups of children participate in your
organization at this site? By age groups we mean the range
of ages you use to group children. Please give approximate
ages in months for each age group?
AGE GROUP
(list in months)

NO.
SERVED

NO. SERVED
FULL TIME

6. As far as you know, how many of the children are…
Category
No. of
Children
a. White
b. Black or African-American
c. Other

7. These next questions are about sources of

revenue for your program:
2. What is the highest rate you are currently charging private
pay families for full-time enrollment for children…
Age
Rate ($ per
hour/day/week/etc.)
less than 12 months old, before
any subsidies?
2 years old
3 years old
4 years old
School age children

3. How many of the children have a physical condition that
affects the way your program serves them?
Number of children
4. How many of the children have IEP/ISFP
Number of
Number of
girls
boys

Source of Revenue
Tuitions and fees paid by parents including parent fees and additional fees
paid by parents such as registration fees,
transportation fees from parents, late pick
up/late payment fees.
Tuitions paid by state government
(vouchers/certificates, state contracts,
transportation, Pre-K funds, grants from
state agencies)
Local government (e.g. Pre-K paid by
local school board or other local agency,
grants from county government)
Federal government(e.g., Head Start,
Title I, Child and Adult Care Food
Program)
Revenues from fund raising activities,
cash contributions, gifts, bequests,
special events.
Other, Specify:

5. Again thinking about all children currently enrolled, about
how many them are of Hispanic or Latino origin?
Number of children

Please turn over

Yes
No

Yes
No
Yes
No
Yes
No
Yes
No
Yes
No

Center Based Provider Worksheet
8. How many children in your program are funded by

dollars from each of these agencies or government
programs?
Type of Government
Program/Private Group
a. State pre-k
b. Head Start
c. Local government (e.g.
pre-k funding from local
school board or other local
agency, grants from city or
country government)
d. Childcare subsidy program
such as CCDF or TANF
e. Title I
f. Community organizations
(e.g. United Way, local
charities)
g. Other types of government
funded program

Number of
children

11. Does your organization have an overall quality
rating (for example, accreditation, tiered
reimbursement or some other quality rating
system?)
1. Yes
2. No

12. What agency or group provided your quality rating?
a. NAEYC
b. Local R&R
c. State or local child care
agency
d. Other (specify)

Yes
No
Yes
No
Yes
No
Yes
No

9. Do the government agencies or programs that provide
funds for your organization
Type of Government
Program/Private Group
a. provide a grant to support your
overall program
b. provide in-kind support (e.g.
free use of building space) to
support your overall program
c. contract with you for a
guaranteed number of slots
d. pay you for vouchers or
subsidies to specific eligible
parents
e. pay the parents directly
f. have some other payment
arrangement
specify_________________

Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No

10. From January to March of 2011, about how many
new children did your program start taking care of?
Your best estimate is fine.
Number of children

OMB No.: 0970-0355