MONICA Manual, Part II, Section 1

	Annual Demographic and Mortality data POPULATION DEMOGRAPHICS REPORTING FORM Form: A      Version: 1      17.4.86	FOR MDC USE ONLY Seq.no: Received:

Please print carefully or type the requested information. Please complete all blanks in accordance with the instructions provided. Complete one form for each MONICA Reporting Unit each year.

Instructions

The purpose of this form is to provide a common format for reporting annually the size and structure for each official MONICA Reporting Unit. The numbers provided on this form are an essential component in the investigation of mortality and morbidity trends.

This form is to be completed once each year and reported to the MONICA Data Centre (MDC), so that it is received there by 31 December each year. The information should be provided for the calendar year two years before the year of reporting the data. For example, the data for 1993 should be reported by 31 December 1995. Please inform the MDC and the MONICA Management Centre (MMC) if there is any difficulty in meeting this schedule.

In addition to the yearly reporting, the information should be reported whenever requested by the MMC. Such additional request may concern the very early years of event registration or revised intercensal estimates after a new census has been performed.

The time period for which information is to be reported is the calendar year (1 January through 31 December) as stated on the form. The data provided are to be the best available estimates of the mid-year (30 June) population size and structure. Please contact the MDC for instructions if you cannot provide information for the requested mid-year point of the indicated calendar year.

The information is to be provided for each official MONICA Reporting Unit. See Part I, Appendix 2 for a list of these Reporting Units and code numbers. This form is to be completed by the Principal Investigator of the MONICA Collaborating Centre or by someone officially designated to perform this task.

General instructions for completing form

This form can be completed either by typewriter or by hand. In either case the recorded information should be examined carefully for both correctness and legibility. Further, since it may be necessary to photocopy the form, perhaps several times, as a routine part of processing and to provide reserve copies it is essential that the recorded information be clear and dark. Hence, please use a dark ribbon if a typewriter is used or a dark ball-point pen if the form is completed by hand.

This form includes blank spaces where you are to record the requested information. None of these spaces should be left blank. If you have no information to provide for a specific item, then so indicate according to the instructions for that item. The instructions for each item also indicate how to correct a misrecorded entry. Please follow these instructions carefully; if the number of corrections required has made the form difficult to read or perhaps confusing, please re-enter the information on a new copy and send this new copy of the form to the MDC. If this step is required, please check the final copy carefully to make sure that no new errors were made in the process of re-copying the numbers onto the new form.

Specific instructions for each item

These instructions should be followed carefully when completing the indicated version of the Population Demographics Reporting Form. Please ensure that the instructions are for the version of the form being completed. Specific instructions are listed by item below:

Item 1

Print or type the official MONICA Collaborating Centre name and code number in the spaces provided. Use the name and code number as they appear in Part I, Appendix 2: MONICA Collaborating Centres and Reporting Units. If your centre is not listed or is erroneously listed in this appendix, contact the MDC for instructions.

Example

Correcting mistakes: If a mistake is made in entering information for this item, please draw a single line through the erroneous entry and provide the correct information immediately to the right. Even if only one digit of the code number is incorrect, please draw a line through the entire number and re-write the correct number immediately to the right as is indicated below.

Item 2

Print or type the official MONICA Reporting Unit name and code number in the space provided. Use the name and code number as they appear in Part I, Appendix 2. Even if your centre has only one Reporting Unit, please enter the appropriate name and code number here. Do not leave this item blank.

If your centre has more than one Reporting Unit, then complete one form for each of them and record the appropriate name and code number of the MONICA Reporting Unit in this space.

Correcting mistakes: Use the same procedure as indicated for item 1 above.

Item 3

Print or type the calendar year (1 January through 31 December) for which data are being provided. Please contact the MDC for instructions and note in item 9 if the reporting period does not correspond to a calendar year as described above. Include all four digits of the year as described in the example below:

Example (with error correction)

Item 4

Print or type the official counts of the indicated age and sex groups for the MONICA study population in the Reporting Unit. If the Reporting Unit does not report the 65-69 and 70-74 age groups then NA should be typed in each box and the total should be computed for the age groups reported.

Note: If you have decided to exclude some people living in the Reporting Unit area (e.g. those who are not citizens of the country) from the survey sample and event registration, such population groups are excluded from the MONICA study population and must not be counted here.

Correcting mistakes: If a mistake is made in entering information for this item, please draw a single line through the erroneous entry and write and circle a capital letter in the cell of the erroneous entry. In the right side of the table, print or type and circle the same letter followed by the correct number. Use different letters for different corrections.

A properly completed table, with an example of an error correction, is shown below. This example is for a MONICA Reporting Unit which includes ages 65-69 and 70-74. The second example indicates how to fill in the table for those Reporting Units for which only the core ages 25-64 are being included in the surveillance activities.

Example when only ages 25-64 are included.

In this example, the totals are for all ages 25-64. If age 65-69 is included but 70-74 is not, then NA would appear only for ages 70-74. Otherwise, the procedure for completing the table is the same as above.

After the values are recorded, they should be checked against the information source and all totals recalculated. If any errors are discovered, then the correction should be made as described above.

Item 5

Print or type the total population size, including all ages and sexes for the official MONICA Reporting Unit in the space provided. Here is requested the count of all inhabitants without any exclusions. If this information is not available, write "not available" in the space and explain in item 9. Do not leave blank.

Example (with error correction)

Item 6

This item was added as an attempt to help read hand-written entries that may appear elsewhere on this form. If you are entering data on this form by typewriter, leave this item blank. If you are completing the form by hand, please write, in your handwriting, each number above the digits as shown in the example below. Then compare the entries in the table and elsewhere on the form with those as written for this item and change those that may be confusing or unclear.

Item 7

Print or type the appropriate number in the box for the code number. If the source of the information is not the same as reported for the previous year, please indicate the reason for the change in item 9. It is not necessary to note the change from a direct census count to an intercensal estimate or vice-versa.

Also, please describe clearly in item 9 the source of information if "other" is coded for this item.

Example (with error correction)

Item 8

Type or print the name of the person completing this form and the date completed in the spaces provided. Note that this form is to be completed by the Principal Investigator of the MCC or his or her designate.

Item 9

Type or print any reservations or comments about the data that may be helpful to the MDC in using the data or preparing summary reports. Note especially the instructions for items 3, 5 and 7. Attach additional sheets if necessary.