Michigan State Agency Action Plans

Overview
Agriculture, Department of Attorney General, Department of Career Development, Department of Civil Service, Department of Civil Rights, Department of Community Health, Department of Consumer and Industry Services, Department of Corrections, Department of Education, Department of Environmental Quality, Department of Family Independence Agency Library of Michigan Lottery, Department of	Management and Budget, Department of Military and Veterans Affairs, Department of Natural Resources, Department of Services to the Aging, Office of State, Department of State Police, Department of Transportation, Department of Treasury, Department of Senate Republican Caucus Senate Democratic Caucus House Republican Caucus House Democratic Caucus Michigan State University Extension

In order to build upon and maximize the State of Michigan's Census 2000 efforts, Governor John Engler formed the State Complete Count Committee (SCCC) in October of 1999. The SCCC consists of representatives from every state department and agency, all four caucuses of the Michigan Legislature and the Michigan State University Cooperative Extension Service. Governor Engler's Census 2000 Liaison, Lance Boldrey, chairs the committee.

The SCCC has every state agency dedicating staff, time and resources to the state's Census efforts, thus freeing up the state's separate Census 2000 budget to fund publicity efforts. Departmental efforts coordinated through the SCCC use existing state infrastructure to focus on three Census 2000 tasks: recruitment, promotion and assistance.

Recruitment: The state is helping the Census Bureau recruit the 74,000 job applicants needed in Michigan. For example, the state's Work First! program is recruiting candidates and state retirees have been solicited for Census jobs.

Promotion: Every state agency and department is helping to promote the Census by taking advantage of daily contacts with customers. These efforts supplement media campaigns being coordinated by the State of Michigan and the Census Bureau.

Assistance: State agencies that work with "hard to count" populations, such as those on welfare, will help people fill out and return their Census forms. The state is also helping the Census Bureau set up Questionnaire Assistance Centers in state offices.

Attached, please find a list of SCCC representatives and the "Action Plans" of each member department and agency. Further information about the state's Census efforts, together with promotional materials, job information and numerous other resources, may be found on the state's Census web page: www.state.mi.us/Census2000.

Department of Agriculture

• Appointed a Census 2000 liaison in 12 divisions and offices to help incorporate this message.
• Food Establishment Licensee Mailings - MDA mails license applications to approximately 20,000 retail food establishments and food processing facilities across the state in early February. This mailing includes a newsletter featuring the Census 2000 logo and a brief article about the Census.
• Food Service Licenses Mailings - MDA mails license applications to another 63,000 food service establishments (restaurants, etc.) in mid-February. They will also receive the newsletter insert highlighting Census 2000.
• Field Inspectors - MDA has nearly 170 inspectors from three divisions working in dairy plants, retail food stores processing facilities, farms and other places where they contact the public on a daily basis. Census 2000 lapel pins have been ordered for these staff, to reinforce the Census message among individuals with whom they are in contact.
• Regional Offices - MDA has seven regional offices and its main Lansing headquarters for which Census 2000 Rural America and ethnic posters have been requested for display.
• Certification Exams - Some MDA programs routinely provide certification examinations to pest control applicators and other technical professionals. We have requested Census 2000 pencils to be used in that testing process, helping to reinforce the message.
• Conference Exhibitions - Distribute materials to attendees of the Minority Farmer Conference in February and a meeting of the Rural Development Council of Michigan.
• Routine Mailings - Additional correspondence and assorted newsletters are sent by MDA on a regular basis. When we receive the "ad slick" logos of Census 2000, we will make these available to all of our divisions with a request that they include the information in their mailings when possible.
• Web Link - MDA has established a direct link to the Census 2000 Web site on our home page (http://www.mda.state.mi.us).
• Migrant Worker Housing Program - MDA administers and inspects migrant housing in the State of Michigan. MDA is working with other state agencies that serve Michigan's migrant farm worker population to ensure migrant workers in Michigan during the early spring months are counted in the census.
• MDA Internal Newsletter - MDA plans to include an article on Census 2000 in its bimonthly newsletter to over 500 employees, including information on Census employment.
• Hard to Enumerate Resource - MDA has the ability to sort its licensed retail food establishments and gasoline stations by ZIP Code and by county. This could provide a valuable way to get Census 2000 information (stickers, magnets) directly into public view in hard to enumerate areas. MDA does not have specific Census 2000 mailings planned for HTEs, but could make addresses of retailers in these areas readily available.

Department of Attorney General

• Add link to Census web page to Attorney General's web page
• Display Census posters in each AG office facility
• Publicize Census 2000 in employee e-mail newsletters
• Promote Census awareness at Assistant in Charge meetings
• Promote Census awareness at head secretary meetings
• Publicize Census 2000 in appropriate AG news releases
• Highlight Census 2000 awareness during any appropriate Attorney General speaking engagement
• Include Census flyers in AG consumer protection mailings (approximately 7,000 pieces)
• Coordinate with Census Bureau on reaching targeted populations. Offer Attorney General's participation in Census awareness activities
• Provide promotional materials to AG's Children and Youth Services Division for distribution to targeted populations
• Publish census job recruitment information in AG employee e-mail newsletter

Department of Career Development

• Link to www.state.mi.us/Census2000
• Department-wide E-mail to 1,050 MDCD employees stressing the importance of the Census and promoting a complete count in Michigan
• Include an article in the March 2000 issue of MDCD publication “Careerwise” encouraging the completion of census forms
• Display posters in the 4 MDCD occupied state buildings and 165 local offices statewide
• Distribute promotional materials at 165 local offices throughout the state serving 500,000 constituents annually
• Through Michigan Works! Agencies and Census Bureau local offices, post census employment opportunities on the Michigan Job Bank, an internet-based job posting system
• Department-wide E-mail to 1,050 MDCD employees advising of employment opportunities with the Census Bureau
• Include an article in January 2000 issue of MDCD publication “Careerwise” soliciting census workers
• Display recruitment flyers in the 4 MDCD occupied state buildings
• Distribute recruitment fact sheets at 165 local offices throughout the state serving 500,000 constituents annually
• Targeted Promotion
• Many workforce programs administered by MDCD involve hard to enumerate populations
• Local Offices in areas with high concentrations of targeted populations will display and distribute promotional materials designed with these populations in mind

Department of Civil Service

• Create links to the Census 2000 web site from the following MDCS web pages:
      Homepage
      Vacancy Postings Page
      Employment Information Page
      I-Job Recruitment Page
• Publicize Census 2000 in MDCS newsletter circulated to all state employees.
• Publicize promotional materials at MDCS examination sites located in Lansing and Detroit.
• Publicize promotional materials at MDCS public information offices located in Lansing and Detroit.
• Send internal Census 2000 messages to all MDCS employees.
• Distribute promotional materials to all MDCS employees.
• Announce Census 2000 at Civil Service Commission meetings.

Department of Civil Rights

• Use U.S. Census reminder stickers on all outgoing mail envelopes
• Each area office will display a Census 2000 poster
• Present information on the Census 2000 at Department’s February or March Commission meeting
• Continue to publish articles in Department publications regarding Census 2000
• Incorporate the “Michigan Census Logo” within Department letterhead
• Distribute Census 2000 posters to area partnership agencies
• Train all Civil Rights employees on the importance of an accurate count for Census 2000
• Promote Census 2000 through department employees on daily contacts with customers
• Departmental employees will promote Census 2000 by wearing Census buttons and handing out census fact sheets, pencils and other items
• Through outreach programs, Departmental employees will include information and distribute census materials
• Each area office will make information available on census job postings and materials

Department of Community Health

• Link Department web page to Census 2000 web site
• Director letter/reminders in employee electronic newsletter with link to Census 2000 web site
• Director letter to all contract or grantee agencies
• Posters all buildings
• WIC: Posters to all WIC clinics. Brochures to all clinics
• Medicaid: Brochures in mailings to recipients and providers
• Public Health Clinics: Brochures and posters
• Disability Council: Posters, brochures, newsletters to members local affiliated groups
• Mental Health: Mailings to advocacy groups, CMHSPs, letters with family subsidies
• Identify possible sites for assistance centers for Census Office. Eg. WIC, Public Health Clinics, CMHSPs
• Identify to Census Office addresses and names of directors of state psychiatric hospitals and developmental disability centers. Notify and advise hospital and center directors of impending contact by Census Office and to cooperate fully. Assure directors that confidentiality rules do not prevent disclosure of census data to census workers.

Department of Consumer & Industry Services

• Publicize Census in employee newsletter
• Publicize Census on CIS Internet page
• Display Census poster at primary buildings
• Publish Census reminders on CIS E-mail
• Discuss Census status at all CIS Directors’ meetings
• Discuss Census in CIS Bureau meetings
• Publicize Census on CIS Internet page
• Publicize Census in CIS monthly news bulletin
• Publicize Census in all appropriate CIS news releases
• Reference Census 2000 as appropriate at CIS speaking engagements
• Identify CIS customers from listing of special places provided by Census Bureau
• Facilitate visits of CIS special places by Census Bureau staff. Assist in obtaining authorization where appropriate
• Provide informational materials and advance notice where possible
• Publicize Census 2000 during visits to special places as appropriate
• Provide informational materials to nursing homes, adult foster care facilities, and child day care centers
• Obtain child tool kits for distribution at day care centers
• Coordinate with Census Bureau on reaching CIS populations identified as hard to enumerate
• Include recruitment information in Census 2000 web links
• Include recruitment information in both the CIS employee newsletter and monthly news bulletin
• Leverage the efforts of the CIS Unemployment Agency in other CIS agencies

Department of Corrections

• A signed memorandum from the Department Director will remind employees of the importance of being counted.
• Census logo on MDOC Website with the phrase “Don’t forget to be counted” and a link to the Census 2000 Website.
• Logo and reminders to MDOC employees in each month’s issue of the FYI newsletter and other official MDOC publications
• Various internal newsletters will feature a Director’s article on Census 2000, the departmental effort and the importance of being counted.
• Posters, bulletin boards and brochures in all department office waiting areas, visitor’s areas at correctional facilities, and probation offices.
• Remind and encourage probationers to be counted during office visits
• Remind and encourage offenders and families to be counted during home visits.

Department of Education

• Display posters in buildings to emphasize the importance of participation in Census 2000 and to promote Census worker recruitment,
• A special message and information has been added to the MDE Website
• A letter was sent to all school districts, public school academies and various educational organizations in Michigan emphasizing the significance of the Census data for schools.
• A message was posted on the MDE Intranet to raise awareness among employees.
• Office of Field Services consultants will assist administrators in urban school districts and school districts serving migrant students to develop appropriate strategies and follow-up activities to attain a complete count of hard-to-enumerate populations in Michigan.

Department of Environmental Quality

• Director sent out an email note to all 1600 Department employees announcing the link to the Census 2000 on the DEQ website
• Within the internal announcement, the Director reiterated the importance of an accurate count to Michiganders
• There will be at least two updates from the Director’s Office announcing when the Census forms will be mailed and a reminder shortly after that to mail them in a timely manner
• Department officials conduct periodic public meeting throughout the state. Just before the meeting, Department Officials will give a brief reminder to the public about the Census and the importance of filling out the Census 2000 forms
• Census 2000 posters will be displayed and brochures available in the lobbies of the Departments’ offices throughout the state.

Family Independence Agency

• Web links to Census 2000 information on both internal and public Websites
• Information booths at state wide agency meetings
• Distribute posters to offices for display
• The importance of Census 2000, the agency’s efforts to promote awareness, and information about employment opportunities will be featured both in the internal newsletter and external publications.
• Public service announcements
• Email to employees
• Client/Employee check inserts
• Bumper stickers
• Mailings to promote Census 2000 awareness and employment opportunities to adult foster care homes, child care providers, client advocacy groups, community partners, field offices, homeless shelters, juvenile institutions, nursing homes, and FIA retirees.

Library of Michigan

• Information packets with key personnel at the Library and would like the following for other public libraries around the state.
• The cover story for the January/February 2000 issue of Access, the Library of Michigan newsletter, is about Census 2000. Another, abbreviated form of the article will appear in the March/April 2000 issue of What's Going On, the employee newsletter of the Legislative Council. Press releases about Census 2000 will go out to Michigan libraries around the state.
• Updates to Library of Michigan staff at our monthly all-staff meetings have been scheduled for the entire census-taking period.
• On February 25, from 1-5 pm in the Rotunda at the Michigan Library and Historical Center, the Library of Michigan will host an open house for libraries interested in applying for federal grants. We will have previous grant recipients with displays set up in this area.

Department of Lottery

• Message to employees about census employment
• Posters and literature in all bureau office break rooms
• Message to employees about upcoming census packet and importance of returning immediately
• Reminders to employees to return any packet not yet returned and about census enumerators
• Posters and literature in all bureau office break rooms
• District Sales Representatives provide promotional materials to retailers for distribution to the public
• Tear-out reminder poster in retailer newsletters – emphasis on look for the census packet
• Insert in all license renewals
• Literature and promotional materials at all licensee training sessions
• Insert fact sheet in all license communications – emphasis on look for the census packet
• Promotional materials available to licensed games through licensed supplier network
• Include fact sheet in all licensee communications – emphasis on census enumerators
• Posters and literature at all bureau offices and claim centers
• Link added to Lottery website
• Promotional materials available at licensed locations
• Reminder posters and promotional materials at lottery retailers
• Reminder posters and promotional materials at charitable gaming locations

Department of Management and Budget

• Distribute posters in DMB managed facilities.
• Article in DMB newsletter on the census sent to approximately 1,300 employees
• A message will be placed the February 17, 2000, state pay warrants
• Statement sent to retirees. Information concerning the census and census activities, such as employment opportunities will be placed in the statement sent out to every school, state police, state employee, and judge.
• There will be a newsletter coming out in March looking at placing an article on the census and census activities, such as who to contact for employment and what the census means to Michigan
• Link to Census 2000 web site
• E-mail from Director to 1,300 employees stressing the importance of the census and promoting a complete count.

Department of Military & Veterans Affairs

• Inform key personnel on both state and Federal side of the Department about importance of full count
• Notify Guard members, retirees and Veterans Organizations about potential employment with Census
• Add web links on all Department web sites
• Distribute posters, handouts and promotional materials throughout the Department
• Send letter from Department Director to all Department employees emphasizing importance of complete count with emphasis on specific examples of how our Department and employees can benefit
• Have Veterans Organizations contact their members emphasizing importance and citing specific examples of how Veterans will benefit
• Put articles in all Department publications about the Census
• Make sure the two Veterans Nursing Homes help facilitate a count of their Residents
• Follow-up with Guard members and Veterans organizations to assure full count

Department of Natural Resources

• Email message to all DNR employees from the Director emphasizing the reason for the Census and how it is important to the DNR and its employees
• Placement of flyers, posters, and banners in all DNR offices to serve as a reminder of the Census and its importance
• Include a message in the Department Newsletter from the Director on the Census
• Mail to all employees handouts explaining what the Census is and how it is conducted and encourage them to cooperate
• Inform/remind employees about the Census at any internal conferences that may take place between now and April
• A second Email message from the Director in reminding employees how important it is to participate in the Census
• Make available information on the Census at all points of intersection with members of the public, including all DNR offices in the field (including State Parks) and as friendly reminders on voicemail messages
• Link our web page to the Census 2000 website
• Include a message in the retiree newsletter from the Director regarding the importance of the Census
• Take advantage of any mailings (i.e., licenses or permits) we send to our constituents by including information about the Census
• Take advantage of any conferences that natural resource groups (i.e., MUCC, Safari Club, Ducks Unlimited) may have between now and April to get the message out about the Census and why it is important to their organization
• If possible, include information about the Census in any mailings going out to Explorer’s Club members
• Incorporate information about the Census into the Millennium Project
• Do what is possible to see that all of our license agents have Census information available at their places of business
• Make information available at NRC meetings
• Inform all employees through mailings/emails of job opportunities with the Census and encourage them to share that information with their families
• Inform all retirees through newsletter or otherwise of employment opportunities with the Census
• Rewards (lapel pins, coffee mugs, etc.) for all employees who participated in the Census

Office of Services to the Aging

• Display/Distribute posters in Agency buildings
• Distribute posters, notepads & information sheets at 16 area offices
• Make announcements at 16 area offices
• Distribute/display posters, pencils, notepads and recruitment information sheets at public events and displays
• Place article in quarterly newsletter distributed 10,500 seniors
• Announcements on weekly radio show aired on 26 stations throughout Michigan
• Make announcements at staff meetings, Commission on Services to the Aging and Advisory Council on Aging
• Link to Census 2000 Website

Department of State

• “Census 2000” brochures and fact sheets available:
  -- branch offices
  -- Michigan Historical Museum
  -- Bureau of Elections
• Posters advertising Census 2000 at branch offices
• Webpage hotlink to Census 2000 website
• Employee newsletter “Runabout” will have message from Secretary Miller indicating importance
• Secretary Miller may do radio PSA’s for Census 2000 encouraging participation
• Staff at branches and in other “public” positions could be encouraged to wear Census 2000 lapel pins

Department of State Police

• Statewide facilities Display/Distribute Materials
• Director Letter and Pamphlet
• Association Newsletter
• Retirees Newsletter Chaplain Corps
• News Release
• Action letter with protocols
• Internet Web site Main Page Link
• Intranet Reference to Questionnaire Assistance Centers

Department of Transportation

• Publicize the importance of the Census in newsletters that go to outside agencies.
• Publicize Census in internal communications. Prepare an article for MDOT Today and UPTRAN's TransACTION Newsletter to highlight the importance of the census and MDOT's efforts to promote the census in response to the Governors request.
• Link to Census 2000 web site (www. state.mi.us/census2000).
• Prominently display posters/banners or other materials in all MDOT buildings including rest stops and welcome centers.
• Distribute a tri-fold brochure in MDOT staff person-to-person contacts.
• Include census message in department mailings within January 2000 to March 2000 Census window.
• Include census message in department conferences within January 2000 to March 2000 Census window (Leadership Conference).
• Work with transit agencies to include census public service posters on line haul and demand response vehicles and in terminals.
• Recruit Managers of Commercial Aviation airports to include census public service posters and/or banners in their terminals.
• Recruit Amtrak and Intercity Bus Station Managers to include census public service posters and/or banners in their terminals.
• Efforts will be made to work aggressively with local transit agencies to promote the census to transit users.
• Publicize Census need for part time employees in personnel office or bulletin boards.

Department of Treasury

• Include census information in monthly employee newsletter
• Include website link on Treasury homepage
• In quarterly employee newsletter, focus on recruitment, also mentioning the need for census response in Treasurer’s column
• Posters, brochure will be prominently displayed in field offices statewide
• Possibly include an insert with income tax refunds

Senate Republican Caucus

• SMCO will work with each Senate office to create a “Michigan Counts” plan for their district
• Work with writers to schedule taping of PSA’s for radio and television
• Post census promotion materials in Lansing and district offices
• Invite students at schools in each district to submit essays describing the significance of the 2000 census. Award prizes for the winning essay in each school. (could provide posters for essays)
• Have staff contact local libraries, businesses, township offices to see if they need census material to post.
• Work with writers to draft and send an editorial column to local newspapers about the importance of census participation.
• Work with writers to create a census promotion flyer to insert in your community newspapers about the importance of census participation (especially those in areas previously posting a low mail census return rate.
• Include census promotion in constituent newsletters or mailings.
• Have Senate Majority Communications schedule you for radio interviews promoting the census.
• Include census promotion in March 26th “Coffee Break News” or blast fax.

Senate Democratic Caucus

• Informational flier to have on hand in Senators’ offices. The fliers will be a resource for staff to provide answers to frequently asked questions, important phone numbers for more information, and the locations of census outreach centers within Senator’s district.
• Insert flier for outgoing correspondence to constituents. The flyer will explain what the census is and the importance that everyone participate. It will provide important phone numbers for more information and the locations of outreach centers within the Senator’s district.
• Legislative newsletters may include a small section explaining the census and its importance. Phone numbers to call for additional assistance and locations of local outreach centers will also be incorporated. Phone numbers for recruitment of census takers and other temporary census jobs could also be included.
• Press releases, op-eds and letters to the editor announcing important dates for census participation and encouraging individuals’ cooperation will be sent out to local media by Senators.
• Community meetings featuring a Senator as speaker will be provided with census information and an opportunity to ask questions.

House Republican Caucus

• Sponsor schools essay contest, “Why it is important for Every Individual to be Counted”
• An article in first of they year district wide newsletters
• An article in a special Mid-March district wide newsletter
• Radio public service announcements
• TV public service announcements
• Articles in the Coffee Break News
• Guest columns in local newspapers
• Go “business to business” – ask them to display posters
• Meet with ethnic groups – “reaching out” to them through the census
• Have a presence (and help) at any community festival (mid-April)
• Visit schools, PTA’s, classrooms, etc. – talk about the census
• Establish “Questionnaire Answer Centers” at your district office hours in late March, early April
• Work with local Complete Count Committees
• Work with local organizations in “hard to count” areas (list by district will be available in January of 2000
• Refer to the importance of the Census at all their public speaking engagements

House Democratic Caucus

• Sponsor school essay contests
• Newsletter articles
• Radio public service announcements
• Guest columns in local newspapers
• Meet with local civic groups/civil rights groups
• Have a presence at community events
• Visit schools, PTA, classrooms, etc.
• Establish “Questionnaire Answer Centers” at your district office in late March – early April
• Work with local complete count committees
• Work with local organizations in “hard to count” areas

Michigan State University Extension

• Work with each of the six Regional Directors to devise a plan for distribution of information and materials that best suits the needs of each region.
• Communicate with each of the 82 County Directors about Census 2000, including why it is so important for them promote participation in their community.
• Display posters in meeting/conference rooms and other high-traffic areas in their community.
• Wrote a series of five newspaper articles for our county staff to place in their local papers. Articles covered topics of:
      --Census 2000: Don't Leave Your Future Blank (general awareness and
      importance)
       --Census 2000 Forms Are Easy to Fill Out (including why people should
      answer the census)
       --Census 2000: The Census Bureau Goes All Out to Protect Your Privacy
       --People With Disabilities Answer the Census
       --Census 2000 Asks About Race, Hispanic Origin and Ancestry
• Information will be shared with our county staff about Teach Census Week (March 13-17) as an opportunity for them to connect with their local school system to promote Census 2000 to school children.