NASS Mail Lists

Roger BeinhartInternational Programs Office

August 24, 2006

Definitions

sampling frame:

• a means by which a target populationmay be sampled

• a list of all sampling units &a set of rules for identifyingpopulation units

Definitions

target populationall the items (people, farms, animals, businesses, etc.)about which information is needed

sampling unitswell-defined units that allow access to the target population

population unitsindividual elements of the target population

NASS Sampling Frames

List frame:• farmers• agri-businesses• fields/orchards

Area frame:• segments of land

NASS List Frame

What is it?

data to identify, locate & contactfarmers & agri-businesses

nameaddress

telephone numberstate, district & countySocial Security Number

Employer Identification Number

data about the farm/businesstotal area

individual crop areagrain storage capacity

peak livestock inventoriespeak number of hired workers...

List development:

Sources• previous census list• NASS list frame• lists from other Federal & state agencies• lists from trade associations & similar

organizations

Record linkageidentify & remove duplication

NASS List Frame

How is it constructed?

sources for new names & datagrowers organizations

farm program listsstate & local tax records

state & local license recordslists from other federal, state & local agencies

newspaper & magazine articles

sources for updating names & dataon-going NASS surveysCensus of Agriculture

NASS List Frame

How is it used?

➊classify identify farmers &/or agri-businesseslikely to have item(s) of interest

➋stratify group similar units together based onsize or amount of item(s) to be measured

➌sample select units from each group

➍survey collect data for selected units

➎summarize

expand data using probabilities of selection

NASS List Frame

Illinois – Quarterly Crops/Stocks Surveys:

stratum boundariespopulati

onsample

size

sampling

interval

percent in

sample

62 capacity 1 - 9,999 6387 100 63.9 2

65 cropland 200 - 599 7221 210 34.4 3

66capacity 10,000 - 49,999

11231

400 28.1 4

72 cropland 600 - 2,499 7627 500 15.3 7

73 sorghum 1+ 2495 200 12.5 8

78capacity 50,000 - 499,999

5912 550 10.7 9

79cropland 2,500 - 5,499

474 100 4.7 21

95 cropland 5,500+ 29 29 1.0 100

97 capacity 500,000+ 23 23 1.0 100

total 41399

21121997

NASS List Frame

Illinois – Quarterly Hogs Surveys:

stratum boundariespopulati

onsample

size

sampling

interval

percent in

sample

80 hogs 1 - 99 2884 80 36.1 3

82 hogs 100 - 499 3390 320 10.6 9

84 hogs 500 - 999 1280 420 3.0 33

86 hogs 1,000 - 1,999 767 360 2.1 47

88 hogs 2,000 - 2,999 208 120 1.7 58

90 hogs 3,000 - 4,999 139 95 1.5 68

92 hogs 5,000 - 9,999 100 100 1.0 100

98 hogs 10,000+ 11 11 1.0 100

total 8779 1506

1997

NASS List Frame

Texas – Quarterly Crops/Stocks Surveys:

stratum boundariespopulati

onsample

size

sampling

interval

percent in

sample

62cropland 100 - 899 5024

01106 45.4 2

64 capacity 1 - 14,999 6289 680 9.2 1166 cropland 900 - 14,999 7924 1246 6.4 1668 peanuts 100+ 910 200 4.6 22

69capacity 15,000 - 199,999

1174 390 3.0 33

70capacity 200,000 - 999,999

70 21 3.3 30

72 soybeans 250+ 391 56 7.0 1473 barley 50+ 58 15 3.9 2674 sunflowers 50+ 292 30 9.7 1076 rice 100 - 499 524 160 3.3 3177 rice 500+ 185 75 2.5 4179 pima cotton 100+ 63 20 3.2 3295 cropland 15,000+ 19 19 1.0 10097 capacity 1,000,000+ 9 9 1.0 100

total 68148

4027

1999

NASS List Frame

Texas – Quarterly Hogs Surveys:

stratum boundariespopulati

onsample

size

sampling

interval

percent in

sample

80 hogs 1 - 99 3565 90 39.6 3

82 hogs 100 - 499 336 40 8.4 12

84 hogs 500 - 999 43 15 2.9 35

86 hogs 1,000 - 2,999 23 15 1.5 65

98 hogs 3,000+ 15 15 1.0 100

total 3982 175

1999

NASS List Frame

Coverageby Commodity

Corn (June 2003)91%

Soybeans (June 2003)91%

Winter Wheat (June 2003)

90%

Hogs (December 1, 2003)97%

Cattle (January 1, 2004)86%

Coverage evaluation:

•Why evaluate coverage?•difficult to build a complete list•reporting errors

1997 Agricultural Census Coverageas % of published + adjustment

86.397.8 99.6

13.72.2 0.4

0

20

40

60

80

100

farms land in farms value of sales

published total coverage adjustment

NASS List Frame

Strengths:

✓ can use inexpensive data collection methods (mail, telephone)

✓ can target specific or rare commodities

✓ can reduce variability due to sampling

✓ cost efficient

NASS List Frame

Weaknesses:

✗ does not cover entire population

✗ goes out-of-date quickly

✗ increased non-sampling errors due todata collection methods

✗ requires on-going maintenancebuild update remove duplication remove out-of-scope records

Coverage evaluation:

•NASS area frame

screen for farms in area segments obtain farm data for selected items determine if area farms on census list

for area farms not on census list, expand data undercount

for area farms on census list, compare farm status then… expand data for false non-farms undercount

expand data for false farms & duplication overcount

• Outreach efforts to improve list frame:

• Special efforts to better reach minority farms

• Small farms always a challenge to identify

• Have to determine value of lists provided

CBO/Contact Call Sheet

My name is ____________________ and I am calling from the _____________ office of theNational Agricultural Statistics Service of USDA. We are conducting an outreach effort toimprove the representation of minority and limited resource farmers in the upcoming 2007Census of Agriculture.

We would like to verify the name, address and contact information for you/your organization sothat we can send you information concerning our outreach efforts. Please verify the followinginformation:

Name and Address Info (Label)CBO _____________________________________________________Contact Person ____________________________________________Address___________________________________________________City, State, Zip _____________________________________________Phone Number ____________________________________________e-mail ___________________________________________________

Corrected Name and Address InfoCBO _____________________________________________________Contact Person_____________________________________________Address___________________________________________________City, State, Zip _____________________________________________Phone Number ____________________________________________e-mail ___________________________________________________

Thank you very much for your cooperation. You will receive an outreach package in the nearfuture.

Dear Contact Person:

The U.S. Department of Agriculture is committed to providing quality programs and services to

all farmers. As part of this commitment, USDA’s National Agricultural Statistics Service(NASS) is striving to make sure that minority and limited-resource farmers and ranchers arecounted in the 2007 Census of Agriculture. To do this, we need your help.

The data that NASS collects through the Census of Agriculture are used by policy makers, farm

organizations, researchers, agribusinesses, and others who make decisions that affect the lives

and livelihoods of our Nation’s farmers and ranchers. Each agricultural operation, regardless of

its size, is an important part of the picture. All data provided to NASS by your organization

or constituents are kept confidential by law according to Title 7, U.S. Code and will not be

disclosed to any other government or private entity.

As we prepare for the 2007 census, we want to work with you and your organization to reach out

to producers who might not otherwise be counted. Our first step is to ensure that these producers

are included on the mailing list to receive a census questionnaire. Then, we want to help these

individuals understand the importance of the census and their participation in it. Finally, wewant to maximize response to the census and would be interested in your suggestions ofemployees or clients who may be interested in being hired to collect data for NASS.

I would welcome the chance to discuss these efforts in person at your earliest convenience. I will

follow up with you by phone in the next week to schedule a meeting. Meanwhile, I thank you for

your consideration and assistance.

Sincerely,

NAMEDirector, STATE Field OfficeUSDA National Agricultural Statistics Service

Dear Contact Person:

USDA is re-committing itself to providing programs and services to all farmers. Agencies within

the Department are collaborating to ensure that progress is made in attaining this goal. To assist

in this mission, the National Agricultural Statistics Service (NASS) is conducting an outreacheffort to improve the quality of data provided by the Census of Agriculture on minority

farmersand ranchers. Good data will provide the foundation for solid funding requests by

CommunityBased Organizations (CBOs) and other service providers and for effective policy decisions at

theFederal level. High quality census data require the inclusion of all minority farmers and

rancherson the census list and a completed census questionnaire from all farmers and ranchers. To

helpprepare for a successful 2007 Census of Agriculture, we must have your assistance.

First, NASS needs your organization to help make sure that farmers in your group andcommunity are on the census mail list and receive a census questionnaire. You can help in

atleast four ways.

1) Provide a list of your clients or constituents to our State Field Office.

2) Provide lists of participants at your meetings.

3) Distribute NASS developed list building brochures (see examples enclosed) to producers in your area.

4) Promote the NASS ‘Sign Up’ website ( www.nass.usda.gov/counts ) in your CBO newsletters and other communication to your clients.

You can also help promote the census. Promotion can be done in a variety of ways, including the

following.

1) Include articles or ads written by you or by NASS in your organization's newsletter or other communications to your clients.

2) Invite NASS to make a presentation to your constituency at a conference.

3) Distribute NASS promotional materials to your constituency and within your community.

A successful 2007 census requires that all farmers and ranchers complete the censusquestionnaire. You can assist NASS data collection efforts to obtain a high response in thefollowing ways.

1) Encourage your clients to complete their census questionnaire during January - March2008.

2) Organize a census data collection meeting(s) where NASS staff are available to assistCBO clients in completing their census reports.

3) Identify CBO employees or clients who may be interested in being hired asenumerators to collect data for NASS.

If you can provide help in any of these capacities, please complete the enclosed Response Form

and return it to our State office by {suggested response date}. This office will contact you and

provide further instruction. Any data provided to NASS by your organization or constituents

are kept confidential by law according to Title 7, U.S. Code and will not be disclosed to any

other government or private entity. Remember that census data effect the formation of and

access to government programs and will also impact future outreach efforts.

Also enclosed are order forms for materials that may be of use to your group. Data products,sign up and promotional materials can be obtained with these forms. Examples of thesematerials are included in this mailing. Please return these order forms with the response

form.If you have any questions, please contact ___________________.

Sincerely,

State Director

Order Formfor Partnership Activities

Quick Facts brochures

Type Total

General ___________

Women ___________

Asian ___________

Black or African American ___________

Hispanic ___________

American Indian ___________or Alaska Native

List Building brochures for census participation

Type Total

Farmers and Ranchers ___________

You Should Be Counted If... ___________

Women ___________

Asian ___________

Black or African American ___________

Hispanic ___________

Hispanic (in Spanish) ___________

American Indian ___________or Alaska Native

Contact Person / Organization: _____________________________________________