Memo

OMB Memo

Puerto Rico Group Quarters Electronic Transfer Capability Survey

OMB Number 0607-0725

March 8, 2016

The U.S. Census Bureau is underway with its planning efforts for the 2020 Census. Census will streamline data collection processes and implement new and improved methods to count the U.S. population for the 2020 Census. One such method is the use of electronic administrative records (ARs) data. This includes counting individuals residing in Group Quarters (GQs), such as college residence halls, residential treatment centers, skilled-nursing facilities, group homes, military barracks, correctional facilities, hospitals, military installations, and locations servicing individuals experiencing homelessness.

Under the generic clearance for questionnaire pretesting research (OMB number 0607-0725), the Special Enumerations Branch (SEB) of the U.S. Census Bureau plans to conduct the Puerto Rico (PR) Group Quarters Electronic Transfer Capability Survey (GQETCS) in May over an eight-week period. The purpose of this online, nine question survey (see attached screenshots), is to explore the availability of administrative records data (address and client-level) and the capability of PR GQ administrators and/or each primary GQ contact under their jurisdiction to electronically send those records directly to the Census Bureau.

The same survey was fielded to stateside GQ administrators in September 2015 under OMB number 0607-0725. Administering this survey to PR administrators will complete the picture to inform Census of the availability of PR GQ administrative records data in support of SEB’s enumeration planning efforts for the 2020 Census. Census provided an extract of group quarter facilities and contact information from the 2010 Master Address file (MAF) to the Puerto Rico Institute of Statistics (PRIS). The PRIS updated the list and provided facility name and contact information for 460 PR GQ administrators for whom we will engage for this survey.

The U.S. Census Bureau’s Enterprise Internet Solutions (EIS) team will again use the Centurion system and modify the currently existing GQETCS instrument by translating it into Spanish. The Centurion system enables Census to promise confidentiality of collected data. Data request letters will be mailed to GQ administrators, along with their individual user ID and password requesting their responses to the survey questions. Follow-up activities will include reminder calls to administrators to complete the survey as needed.

As with the fielding of the stateside GQETCS, administrators will access the PR GQETCS survey via a secure URL. At the point of entry, a link to the Privacy Act Statement (see attached) will be displayed to inform the administrator of 1) the collection authority for the survey, 2) the purpose of the collection, 3) the use for the collection and disclosure information, and 4) a statement regarding the voluntary submission of personal information and the consequence for not providing it. The total estimated burden for GQ administrators to respond to the PR GQETCS is 115 hours (460 administrators x 15 minutes), dependent upon whether they include any written comments for question 9.

The following reference documents are attached:

• Attachment 1 – Request letter from Lisa Blumerman, Associate Director for the 2020 Census and Decennial Census Programs

• Attachment 2 - Screen Shots of the Group Quarters Electronic Transfer Capability Survey (GQETCS) - stateside

• Attachment 3 - Privacy Act Statement

• Attachment 4 – Paperwork Reduction Act Statement

The primary contact person for questions regarding this effort is:

Latrice Brogsdale-Davis, Supervisory Statistician

U.S. Census Bureau

DCMD HQ-3H584B

4600 Silver Hill Road

Washington, DC 20233

Email: [email protected]

Phone: 301.763.7337

The secondary contact person for questions regarding this effort is:

Dora Durante, Branch Chief

U.S. Census Bureau

DCMD HQ-3H592

4600 Silver Hill Road

Washington, DC 20233

Email: [email protected]

Phone: 301.763.9371

Attachment 1

Attachment 1 continued

Attachment 3

Privacy Act Statement

Authority for the collection of information for the Group Quarters Electronic Transfer Test is provided under 13 U.S.C. §§141 and 193.

The purpose of collecting this information is to explore the availability of using administrative records and test the capability to receive these data electronically from group quarters administrators and/or each primary GQ contact under their jurisdiction. Personal information collected includes contact name, name of agency, agency address, telephone number, and email address.

Disclosure of the information provided to us is permitted under the Privacy Act of 1974 (5 U.S.C. § 552a) and may be shared with other Census Bureau staff for the work-related purposes identified in this statement. Disclosure of this information is also subject to the published routine uses as identified in the Privacy Act System of Record Notice COMMERCE/CENSUS-5, Decennial Census Program.

Personal information submitted on this system is voluntary, however, failure to provide the information will affect the Census Bureau’s ability to conduct group quarters enumeration during the 2020 Decennial Census.

Attachment 4

Paperwork Reduction Act (PRA) Statement

Public reporting burden for this collection of information is estimated to average fifteen minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: Paperwork Project 0607-0725, U.S. Census Bureau, 4600 Silver Hill Road, Room 3H584B, Washington, DC 20233. You may e-mail comments to [email protected]; use "Paperwork Project 0607-0725" as the subject.