Chapter 11 SUBMISSION AND POST-ENUMERATION ACTIVITIES
After completion of the 2022 Census of Agriculture and Fisheries (2022 CAF) enumeration, all ENs should return the tablets and its accessories, submit the last batch of their accomplished census paper questionnaires/forms for Paper-andPencil Personal Interviewing (PAPI) areas, and return all unused PAPI questionnaires and forms, and other census supplies/materials and equipment to the PSO. The TS is primarily responsible in collecting, packaging, and transmitting all these materials to their respective ACAS/CAS/PSO Focal Person. On the other hand, it is the responsibility of the hired PSO Clerk to receive, control, and check for the completeness of the questionnaires, forms, and other census materials submitted/returned. He/She should also bundle the questionnaires and forms for proper storage.
This chapter presents the procedures in packaging the accomplished questionnaires, forms, and other materials that are submitted/returned to the PSO. It also discusses the procedures for other related activities during the postenumeration phase of the 2022 CAF.
b. 11.1 SUBMISSION OF CENSUS FORMS AND MATERIALS BY EN TO TS
1. For PAPI areas:
a. The ENs should thoroughly edit and review the last batch of PAPI questionnaires/forms and maps that they have accomplished and ensure that these questionnaires were encoded in the tablet, before they transmit these to their respective TS;
b. The ENs should ensure that the accomplished CAF Form 1 – Listing Booklet for the barangay/enumeration area (EA) are included in the last batch of questionnaires/forms and maps that they will submit to their TS;
c. The ENs should transmit the manual, identification (ID) card, all unused questionnaires/forms, and other supplies/materials that are required to be returned to their TS within two days after the completion of their work;
d. The ENs should accomplish two (2) copies of CAF Form 18 –Transmittal/Receipt Form, indicating the type and quantity of questionnaires/forms/materials that they will submit/return to their TS; and
e. The five (5) day wrap-up period is deemed sufficient for TS to review all the accomplished PAPI questionnaires/forms/maps and accomplish the CAF Form 18 for these census supplies/materials.
2. For CAPI areas:
a. The TSs should thoroughly edit and review the last batch of CAPI questionnaires, forms and maps that the ENs have accomplished;
b. The ENs should transmit the manual, identification (ID) card, all unused forms, and other supplies/materials/equipment that are required to be returned to their TS within three (3) days after the completion of their work;
c. The ENs should accomplish two (2) copies of CAF Form 18 –Transmittal/Receipt Form, indicating the type and quantity of forms/materials/equipment that they will submit/return to their TS;
d. All ENs should return the tablet issued to them, along with the SIM card, tablet case, and powerbank within three (3) days after the completion of their assignment; and
e. The five (5) day wrap-up period is deemed sufficient for TS to review all the accomplished CAPI questionnaires/forms/maps, check the completeness of the equipment and accessories returned, and accomplish the CAF Form 18 for these census supplies/materials and equipment.
c. 11.2 SUBMISSION OF CENSUS FORMS AND MATERIALS BY TS TO ACAS
To facilitate the handling and verification of census materials submitted/returned to the PSO through the ACAS, the TS should ensure the following:
2. For PAPI Areas:
a. The packaging is done in such a way that the accomplished questionnaires/forms/maps are bundled separately by barangay/EA;
b. The CAF Form 1 of a particular barangay/EA are arranged by booklet number and placed on top of the last batch of CAF Form 2 – Household Questionnaire, CAF Forms 3, 4, and 5 (Core Questionnaires), and CAF Form 6 – Barangay Questionnaire for the barangay/EA;
c. The CAF Form 2 of a particular barangay/EA are sorted by building serial number (BSN), housing unit serial number (HUSN), household serial number (HSN), and booklet number, while the CAF Forms 3, 4 and 5 (Core Questionnaire) are sorted by BSN, HUSN, HSN, Operator Serial Number (OSN), and booklet number. CAF Forms 2 should be intact with its corresponding CAF Forms 3, 4, and 5.
d. All accomplished questionnaires/forms of a barangay/EA are contained in the same EA pack. The EA pack is covered with a packaging plastic bag/sheet and secured with packaging tape;
2022 Census of Agriculture and Fisheries Philippine Statistics Authority
e. The barangay/EA packs for a city/municipality are placed inside a box and piled by the order of their geographic identification (geo-ID);
f. CAF Form 13 – Daily Accomplishment Report of the Enumerator, CAF Form 14 –Weekly Report of the TS, CAF Form 16 – Spotcheck/Reinterview Record, CAF Form 17 – Observation Record, CAF Form 21 – Certification of Punong Barangay, and CAF Form 22 – Certificate of Work Completed, unused questionnaires/forms, manuals, and other census supplies and materials are placed in a box.
g. Duplicate copies of CAF Form 18 are filled out for all transactions. The number of forms by type and the barangay/EA/block maps are stated in the transmittal form until all the barangay/EA packs for the city/municipality are recorded;
h. Proper coordination is made by the TS with the ACAS regarding the safe transmittal of the census questionnaires/forms, materials, and other census supplies to the PSO;
i. Filled out CAF Form 18 are placed on top of the box. If there is more than one box for a city/municipality, the CAF Form 18 are placed on top of the first box and the boxes are properly labeled. Its point of origin (name of the city/municipality), “Box __of__ Boxes”, contents, name and address of the PSO, and others should be indicated; and
j. A pick-up schedule is set and the TS and ACAS are ready with the materials on the scheduled date. They may coordinate with other agencies for the provision of transport vehicle and security escort, if needed.
3. For CAPI Areas:
a. The packaging is done in such a way that the accomplished forms/maps are bundled separately by barangay/EA;
b. All accomplished forms of a barangay/EA are contained in the same EA pack. The EA pack is covered with a packaging plastic bag/sheet and secured with packaging tape;
c. The barangay/EA packs for a city/municipality are placed inside a box and piled by the order of their geographic identification (geo-ID);
d. Unused forms, manuals, and other census supplies and materials are placed in a box. In the same manner, tablets with SIM cards, tablet cases, and powerbanks should be placed in a separate box;
e. Duplicate copies of CAF Form 18 are filled out for all transactions. The number of forms by type and the barangay/EA/block maps are stated in the transmittal form until all the barangay/EA packs for the city/municipality are recorded;
f. Filled out CAF Form 18 are placed on top of the box. If there is more than one box for a city/municipality, the CAF Form 18 are placed on top of the first box and the
140 Field Operations Manual | Chapter 10 – Progress Monitoring boxes are properly labeled. Its point of origin (name of the city/municipality), “Box ___ of ___ Boxes”, contents, name and address of the PSO, and others should be indicated;
g. Tablets together with the accessories, such as SIM card, tablet case, and powerbank, are securely packed and transmitted on time; and
h. Proper coordination is made by the TS with the ACAS regarding the safe transmittal of the census forms, materials, and other census supplies to the PSO; and
i. A pick-up schedule is set and the TS and ACAS are ready with the materials on the scheduled date. They may coordinate with other agencies for the provision of transport vehicle and security escort, if needed.
a. 11.3 RETURN AND SAFEKEEPING OF TABLETS
1. The EN returns the tablet (including box and accessories) to the TS using CAF Form 18. For defective or non-functional tablet, he/she should submit a 2022 CAF tablet incident report using this link https://tinyurl.com/TabletIncidentReport;
2. The TS checks the completeness and functionality of the tablets (including box and accessories and endorses to the CAS/ACAS using CAF Form 18. For defective or nonfunctional tablets, he/she should indicate it in the remarks portion of the CAF Form 18 and attach the copy of 2022 CAF tablet incident report;
3. The CAS/ACAS endorses the tablets to CAF Focal Person/Alternate Focal Person using CAF Form 18. The ISA-I should assist the CAF Focal Person/Alternate Focal Person in the inspection of returned tablets.
4. The CAF Focal Person/Alternate Focal Person transmits to Property Custodian the tablets using the accomplished Receipt and Returned Semi-Expendable Property (RRSP);
5. The Property Custodian checks the completeness of the tablets received and uploads the signed RRSP in the ATS; and
6. The Property Custodian shall ensure a safe and secure storage area/facility. He/she should place the tablets in their designated boxes based on their asset tag number.
b. 11.4 RECEIPT AND CONTROL AT PSO
For proper receipt, control, check, and storage of the accomplished questionnaires/forms at the PSO, the ACAS/CAS should see to it that there is safe and sufficient space for the census documents/materials in the office. Storage racks, bins, or tables for filing and organizing the census documents/materials should be set up properly.
The following activities should be done by the hired Clerk at the PSO after receipt of forms from CAS and Assistant Focal Person:
1. Check/match the contents of the box/boxes received with the corresponding CAF Form 19 and CAF Form 20 – Main and Administrative Forms Folio Cover. Inform the ACAS promptly in case of discrepancies;
2. Check if each barangay/EA in the Enumeration Area Reference File (EARF) has corresponding questionnaires and/or map/s; and
3. File/store each barangay/EA pack containing the CAF Forms 1, 2, 3, 4, 5, and barangay/EA maps in their designated racks. Each barangay/EA pack should be properly labeled.
c. 11.5 CHECKING FOR THE COMPLETENESS OF THE QUESTIONNAIRES/ FORMS AND MAPS SUBMITTED/RETURNED
The ACAS should promptly turn over all the accomplished questionnaires/forms to the PSO. The PSO clerk, with the assistance of hired data processors should check the completeness of all the census documents/materials transmitted to the PSO. Specifically, the PSO clerk and hired data processors should do the following:
1. Double check/match the contents of the barangay/EA packs with the corresponding CAF Form 18;
2. Ensure that the bundled CAF Form 1 is arranged by booklet number for each barangay/EA;
3. Ensure that the bundled CAF Forms 2, 3, 4, and 5 are sorted separately by ascending order of HSN and that the total for each type of questionnaire is equal to the corresponding number recorded in CAF Form 18;
4. Check with the CAF Form 1 if there is corresponding questionnaire for every household enumerated based on the completed interviews uploaded and recorded in the MIS (for CAPI). In case of missing questionnaires, notify immediately the PSO Focal Person so that the concerned TS and EN could be contacted/alerted; and
5. Ascertain the complete submission of EA maps. Inform the ACAS if there are missing maps.
d. 11.6 TRANSMITTAL OF MAPS
The barangay/EA maps and the mapping forms accomplished by the ENs should be submitted to TS as soon as the enumeration is completed. These maps should be reviewed by the TS for completeness of census coverage and verified against CAF Form 1.
All maps received by the TS for submission to ACAS should be checked for completeness using the EARF. Any TS who has failed to submit the complete set of maps should not be issued with CAF Form 22.
11.7 ISSUANCE OF CAF FORM 22 – CERTIFICATE OF WORK COMPLETED
The PSO Focal Person will sign/countersign and issue CAF Form 22 to all hired CASs, ACASs, TSs, and ENs under his/her supervision who have satisfactorily completed the works assigned to them. This form will also be used as a supporting document for the payment of their wages and other financial claims.
11.8 ISSUANCE OF CAF FORM 25 – CLEARANCE
This form is issued to certify that the hired personnel has already been cleared of all his/her duties and responsibilities in connection with the conduct of the 2022 CAF.
As soon as all the questionnaires and forms have been checked for completeness and all other materials have been returned and properly accounted for, the PSO Focal Person should:
1. Require the CAS/ACAS/TS to submit the CAF Form 23 – Summary Report on Field Supervision, and Narrative Report with suggestions and recommendations for the improvement of the conduct of future censuses;
2. Prepare, sign/countersign, and issue CAF Form 25 to CAS/ACAS/TS under his/her supervision;
3. Issue also clearance to ENs with counter signature of their TS.
