A Guide For Your Census Outreach Efforts In Miami-Dade

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A Guide for Your Census OutreachEfforts in Miami-Dade County

Census OutreachOverview Importance of the Census What to expect and when How you and your organization can help Miami-Dade County efforts and resources

What is the Census?101 “Census” means an official numeration, or count,of the population living in a particular place orcountry. Every person counted represents federal dollarsfor infrastructure, services and much more thatimpact the lives of all residents. An accurate and full count in the 2020 U.S. Censuswill provide vital information about our growingpopulation and data that is relied upon bybusinesses and institutions.

Censuses in the United States The U.S. Census occurs every10 years and isconstitutionally mandated forre-apportionment ofCongress. U.S. Census Bureau results areused for redistricting atnational, state, and locallevels.

Census in Florida Florida gained 2 congressional seats basedon the 2010 U.S. Census, raising the totalnumber of U.S. Representativesapportioned to 27. Florida is projected to gain additional U.S.congressional seats after the 2020 U.S.Census.

Census in Florida Every year, the federal governmentdistributes 675 Billion to the states. Florida receives 29 Billion annually. A study from George Washington Universityestimates that this representsapproximately 1,445 per person countedin Florida.

Why Is It Important?The 2020 U.S. Census will help communitiesreceive federal funding each year for: Hospitals Job Training Centers Schools Child Care Centers Senior Centers Emergency Services Bridges, Tunnels, and Roads

FLORIDA RESPONSE RATE VS MIAMI-DADE 0%72%2020 82%Goal8

What to Expect By mid-March 2020, an invitation with uniqueidentification numbers will be mailed to allhouseholds. The 2020 U.S. Census Questionnaire will beavailable in mobile format so that people can fill itout on their phones and other devices. Every household will have the option ofresponding any time, anywhereonline, by phone, or by U.S. mail.

What to Expect Filling out the information shouldtake no more than 10 minutes. You may contact the U.S. Censusrequest a hard copy.Bureau to The decennial U.S. Census is a “short” form. If there is no response, a questionnaire will be sent inthe mail. If you have not responded by May 2020, the nonresponse follow-up process will begin.

The Census FormPlanned questions for the 2020 U.S. Census are: Name Age Race Phone Number Sex Date of Birth Hispanic Origin If you Own or Rent Number of People Living or Staying at theResidenceThe decennial U.S. Census is a “short” form.

Important Dates Requires that you completethe form to account foreveryone living at youraddress as of April 1, 2020. Households will be able torespond as soon as theinvitation is received.

Privacy & Confidentiality Under Title 13, of the U.S. Code, all U.S. Census Bureauemployees are sworn to a lifetime oath to protectrespondent data. Title 13 makes clear that Census datacan only be used for statistical purposes – it cannot beused for anything else, including law enforcement. It is a felony for U.S. Census Bureau employees to discloseany confidential Census information during or afteremployment. The penalty for wrongful disclosure is up to5 years imprisonment and/or a fine of 250,000. Not even a Presidential Executive Order can be used torelease U.S. Census Bureau information.13

Privacy & ConfidentialityIt isimportantto notethat theU.S. CensusBureau:never asks for your full Social Securitynumbernever asks for money or a donationnever sends requests on behalf of apolitical partynever requests PIN codes, passwords orsimilar access information for creditcards, banks or other financial accounts

Privacy & Confidentiality U.S. Census Bureau information has one of thehighest forms of cyber security. Any personal data provided is protected underfederal law for 72 years. We must send the message that responding to the2020 U.S. Census is safe, important and everyperson’s duty.

Hard to Count PopulationsSome factors that make an individualor household less likelyto respond to the Census include: Low literacy skillsLack of internet accessHighly mobile/transientPersons experiencing homelessnessUndocumented immigrantsPersons who distrust governmentPersons with disabilitiesSee a Framework for Hard-to-Count Populations pmr-hard-to-count-2018-10-19.pdf?

“Trusted Voices”The Census Bureau relies on the help ofTrusted Voices to reach Hard to CountPopulations. Your organization, whether it be governmental, educational,corporate, non-profit, community or faith-based, is a trustedvoice to your customers and client populations. Specific guidance is available from the Census fororganizations willing to partner in Census messaging.* Messaging is encouraged early and often, well in advanceof Census Day on April 1, 2020.*See https://census.gov/partners/2020-materials.html

How You Can HelpThe most effective Census messagingcan be accomplished at minimal expense. Recognize the power of your organization’s network andadvocate for the importance of Census data for your field byengaging all staff, partners and customers. Remind your staff and client populations that participating inthe Census is advocating for yourself and your community. Incorporate verbal Census messaging where appropriate suchas into phone calls or quick interactions with clients. Integrate printed or electronic Census messaging into existingphysical & virtual spaces, outreach forums & educational effortswithin your offices & organizations.

How You Can HelpTrain existing staff to be ambassadorsfor a complete count: Download a copy of the County’s Census trainingpresentations and tailor it to your organization’s needs. Download and provide your staff with a script of keyCensus messages to share with clients. Add Census cues to checklists & protocols used by staff. Have staff include Census messaging in every-dayinteractions with clients.See the County’s resources and materials sources.page

How YOU Can HelpHarness the power of word of mouthby simply conveying the messagethat the Census is: Easy Safe ImportantPersonalize the message: How is your organization impacted by governmentfunding? Do those funding sources depend on population counts? Tell your clients how these dollars matter to yourorganization and other services they might receive.

How YOU Can Help Answer questions and be empathetic to publicconcerns. Dispel any fears about confidentiality & data security. Respond to preconceived notions that may beconveyed in statements such as: “I don’t think the Census has any impact on my life.” “I don’t feel comfortable sharing my information.” “I have trouble completing Census forms.” “I don’t have time to fill out the Census.”See the Census Outreach Toolkit for further strategies on addressing issuesand making a plan: https://www.census.gov/partners/toolkit.pdf

How You Can HelpTake stock of your public spacesand consider how they could beused for Census messaging. Consider duplicating messaging suggestionsand materials from this presentation as appropriate in youroffices and organizations (posters, palm cards, flyers). Avail yourself of the free downloads and information from theCensus Bureau and the County’s website. Add Census logos & messages to your organization’s existingoutreach and education materials. Assess your organization’s calendar over the next year for keyevents and opportunities for interaction. Time your outreach to leverage Census messaging with yourorganization’s own goals.

How YOU Can Help Distribute Printed Marketing Collateral Incorporate Census information into existing printed collateral. Print appropriate collateral both for display and consumptionat your public counters and marketing outlets. Distribute Electronic Marketing Collateral Incorporate Census information into your online and electroniccommunication outlets such as: E-newsletters Social Media Text Messages WebsiteSee more about Census branding and guidelines t-materials.html

How YOU Can HelpLarger organizations can considerforming their own internal workinggroup with partners to: Communicate the importance of the Census throughyour channels and networks. Identify optimal strategies to reach the people youserve with Census information. Create an inventory of marketing outlets. Create an action plan for utilizing all of yourmarketing opportunities and client interactions. Designate a staff member to lead the Census efforts.

Miami-Dade County Government2020 Census EffortsIn 2018, Miami-Dade County received over 700 million in grantsimpacted by Census counts and is supporting the efforts towardsa complete count by establishing the following groups: 2020 Census Task Force Commissioner Esteban L. Bovo, Jr.,Task Force Chair Dr. Steve Gallon III,Task Force Vice Chair Staff Working Group Speakers Bureau25

Miami-Dade County2020 Census Task ForceThe Task Force has 35 member organizations and isacting as this County’s Complete Count Committee.Meetings are open to the public. CCC’s: Are encouraged by the Census Bureau as a method ofbringing community leaders and organizations togetherto design outreach plans for hard-to-count areas orpopulations in their community. Speak the language of the community and know howto best reach residents. Increase participation and response rates in theircommunities. Help ensure an accurate Census count.

Miami-Dade County2020 Staff Working Group Includes all County Departments and Partner Entities. Seeks to harness the County’s many communicationoutlets and service points to ensure that 2020 U.S.Census messaging reaches as much of the MiamiDade County population as possible. Inventories and utilizes existing physical public spacesand event forums as in-kind promotional opportunitiesfor Census messaging.

Miami-Dade County2020 Speakers Bureau Speakers from amongst the ranks of County staffare charged with advocating participation in the2020 U.S. Census from all segments of ourcommunity. Speakers are deployed to community events andmeetings. You can request a speaker for your communityevent or fair at www.miamidade.gov/2020census

YOU Are Supported WithMiami-Dade County’sInteractive Census MapThis map was derived from the U.S.Census Planning Database for projectingthe initial response to the 2020 Census.Use this tool to prioritize outreach effortsin order to maximize the response rate tothe upcoming Census.The map highlights 7 key variables thatwere correlated with low response ratesin Miami-Dade.See the Map x.html?appid 23aed48c2b1742efa9c06882919af6ec

YOU Are Supported WithCo-Branded Marketing Collateral and Census InformationDates PendingWill be available for download in English, Spanish and Creole by late Augustfor use as a poster or palm card.

YOU Are Supported WithCo-Branded Marketing Collateral and Census InformationDownload and add your organization’s logo and use as a handout.Available in English, Spanish and Haitian 0/resources.page

YOU Are Supported WithCo-Branded Marketing Collateral and Census InformationDownload and add your organization’s logo and use as a handout.Available in English, Spanish and 0/resources.page

YOU Are Supported WithSpeaking Points for Your AmbassadorsAvailable for download in English, Spanish and Creole sources.page

YOU Are Supported WithInformation, infographics andresources are available for downloaddirectly from the US Census Bureau athttps://www.census.gov/library.htmlYou can partner directly with theCensus Bureauhttps://www.census.gov/partners.html

YOU Are Supported WithCensus Bureau Business Partner GuideAvailable for download 2020-partner-company.pdf?#

YOU Are Supported WithCensus Bureau Foundation Partner GuideAvailable for download at: 0partner-foundation.pdf?#

YOU Are Supported WithCensus Bureau Faith Community Partner GuideAvailable for download at: 0partner-faith-community.pdf?#

Engagements & Impacts for Your AudienceExample ofOrganizationTypeA Sample Method of EngagementCultural andCommunityOrganizations-Tailor materials and information tothe community you serve. This mayinclude translating information andidentifying how the Census dataimpacts a specific population.Doctor’s Officesor MedicalFacilities-Hand out Census information withan appointment reminderFaith BasedOrganizations-Open or close services with amessage about the upcomingCensusHow Census Data Can ImpactYOU-Directing services to children andadults with limited Englishproficiency-Planning & designing facilities forpeople with disabilities, the elderly,or children.-Directing funds for services forpeople in poverty-Distributing medical research-Facilitating scientific research-Planning for hospitals, nursinghomes, clinics, etc.-Planning for faith-basedorganizationsAlign the importance of the Census with your organizations cause.See “50 Ways Census Data are Used”.Available at: rces.page

Engagements & Impacts for Your AudienceExample ofOrganizationTypeA Sample Method of EngagementHow Census Data Can ImpactYOUAcademicInstitutions andSchools-Send students home with printedCensus information-Incorporate the Census intolessons plans or lectures-Create assignments inspired bythe Census such as countingexercises for young children orhistorical essays for high-schoolers.-Post Census information on bulletinboards-School facilities planning-Drawing school district boundaries-Developing adult educationprogramsDignitaries-Share the importance of theCensus at any speakingengagement or public event-Reapportioning seats in the Houseof RepresentativesNeighborhoodAssociations-Use door hangers with Censusinformation on units and homes-Post Census information incommon areas-Establishing fair market rents andenforcing fair lending practices.Align the importance of the Census with your organizations cause.See “50 Ways Census Data are Used”.Available at: rces.page

Engagements & Impacts for Your AudienceExample ofOrganizationTypeA Sample Method of EngagementGovernmentAgencies-Utilize all opportunities ofinteraction with residents bydistributing verbal or printedmessagesIndividuals andFamilies-Dispel myths and fears about theimportance of the CensusLocal Businesses-Add Census information toreceipts or mailersHow Census Data Can ImpactYOU-Budgeting for all levels ofgovernment-Planning for population growth byconsidering urban land use,transportation, etc.-Siting of facilities-Delivering goods and services tolocal markets.-Designing public safety strategies-Understanding the labor supply-Making business decisions-Siting of facilitiesAlign the importance of the Census with your organizations cause.See “50 Ways Census Data are Used”.Available at: rces.page

YOU Are Supported With The County’s Census website atwww.miamidade.gov/2020census Census 2020https://2020census.gov/en The US Census Bureau’s websitewww.census.gov

YOU Are Supported WithHere are some key contacts that can provide furtherassistance or guidance with your Census efforts: Larisa Aploks, Strategic Initiatives Manager, Department ofRegulatory and Economic Resources (RER) at 305-375-2821or larisa@miamidade.gov Lourdes Gomez, Deputy Director, Miami-Dade CountyDepartment of Regulatory and Economic Resources (RER)at 305-375-2886 or lourdes.gomez@miamidade.gov Rafael “Ralph” D. de la Portilla, Census Partnership Specialistat 678.938.1034 or Rafael.D.de.la.Portilla@2020census.gov

Any Questions?A complete count of Miami-Dade’s populationcan only be achieved through the collaborationof all of our community stakeholders.Thank you!

Oct 31, 2019 · political party never requests PIN codes, passwords or similar access information for credit cards, banks or other financial accounts . offices and organizations (posters, palm cards, flyers). Avail yourself of the free downloads and inf

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