MONICA Manual, Part III, Section 1

Population Survey
DATA TRANSFER FORMAT - SURVEY NON-RESPONDER DATA
Form: 08
Version: 2         11.6.86
ITEM NAME SPECIFICATION AND CODES CHARACTERS COLUMNS
1 FORM Form identification |_0|_8| 1 to 2
2 VERSN Form version |_2| 3
3 CENTRE MONICA Collaborating Centre |__|__| 4 to 5
4 RUNIT MONICA Reporting Unit |__|__| 6 to 7
5 SERIAL Serial number |__|__|__|__|__|__| 8 to 13
6 NUMSUR Number of the MONICA population survey
1 = baseline
2 = middle
3 = final 		|__| 14
7 DEXAM Date of filling out the non-response information (day, month, year) |__|__||__|__||__|__| 15 to 20
8 DBIRTH Date of birth (day, month, year) |__|__||__|__||__|__| 21 to 26
9 AGEGRP In which age group was the person originally selected to the sample?
1 = 25­34
2 = 35­44
3 = 45­54
4 = 55­64
8 = sample not selected by age­specific strata in the Reporting Unit
9 = data not available (applies for first survey only) 		|__| 27
10 SEX Sex 1 = male 2 = female |__| 28
11 MARIT Marital status
1 = single
2 = married or cohabitating
3 = separated or divorced
4 = widowed
5 = other
9 = insufficient data 		|__| 29
12 EDLEVEL "What is the highest level of education you have completed?"
1 = university or college or equivalent
2 = intermediate between secondary level and university (e.g. technical training)
3 = secondary school
4 = primary school only
9 = insufficient data 		|__| 30
13 SCHOOL "How many years have you spent at school or in full time study?"
99 = insufficient data 		|__|__| 31 to 32
14 CIGS "Do you smoke cigarettes now?"
1 = yes, regularly
2 = no (if no, record 888 in NUMCIGS)
3 = yes, occasionally
9 = insufficient data 		|__| 33
15 NUMCIGS "On average how many cigarettes do you smoke a day?" Record the number of cigarettes a day.
888 if CIGS = 2
999 = insufficient data 		|__|__|__| 34 to 36
16 HIBP "Have you ever been told by a doctor or other health worker that you have high blood pressure?"
1 = yes
2 = no (if no, record 8 in item DRUGS)
9 = insufficient data 		|__| 37
17 DRUGS "Are you taking (in the last two weeks) drugs for high blood pressure?"
1 = yes
2 = no
3 = uncertain
8 = not applicable
9 = insufficient data 		|__| 38
18 HEIGHT Height, centimetres
999 = insufficient data 		|__|__|__| 39 to 41
19 WEIGHT Body weight, kilograms and decimal (to nearest 200 g)
9999 = insufficient data 		|__|__|__|__| 42 to 45
20 RANDOM Identification code for random sample of non-responders
1 = person selected to such sample
2 = person not selected to such sample
8 = no random sample of non-responders selected 		|__| 46
21 REASON Reasons for non-response
1 = not possible to contact, i.e. not found at the address
2 = temporarily out from the area during the actual survey
3 = not able to respond due to medical reasons: hospitalized or too ill to respond during the survey
4 = not interested in additional medical assessment
5 = other refusal
8 = death after the scheduled survey dates
9 = information not available		 |__| 47
22 INFOBT Non-responder information obtained by
1 = home visit
2 = postal questionnaire
3 = telephone call
4 = visit to hospital
5 = other
9 = information not available		 |__| 48
23 PERSON Person giving information to fill in this form
1 = person selected into the survey him/herself
2 = a family member of the person selected into the survey
3 = other
4 = no information obtained concerning the person
8 = non-response information not available
9 = non-response information is available but it is not known who gave it		 |__| 49

Note for the HTML-version: These instructions were extracted word to word from Version 2 of Form 08, which was part of the December 1986 revision of the MONICA Manual. Therefore, references to other sections of the Manual also refer to the December 1986 revision, which has not been converted to HTML.

Instructions

The purpose of this form is to provide an exact and common format for data from the Non-Responders in the population surveys for transfer to the MONICA Data Centre (MDC). The data should be sent on magnetic tapes, not on paper forms. Instructions for data transfer on magnetic tapes are given in Section 10: Data Transfer on Magnetic Tapes to the Data Centre. To avoid errors, special attention should be paid in extracting the data required on this form from the local data set.

A separate plan for the survey or interview of non-responders is required. Different methods, e.g. postal prepaid return questionnaire, home visits, telephone interview, etc., can be used. Ideally, the maximum number of non-responders should be interviewed. If only a random sample of the non-responders is studied, the MCC should document the sampling procedures and send a copy of such a document to the MDC.

General instructions

The ITEM NAME on the form is a computer variable name used for the item by the MDC.

The COLUMNS indicate the columns on which the value of the item is to appear in the record on the magnetic tape. Data for different subjects must be written on different records. It is recommended that the MONICA Collaborating Centres (MCC's) use records long enough to include all data of a non-responder. If this is not possible, the data for a person should be split into two records according to the instructions given in Section 4: Characteristics of the Tape.

Blank fields are not allowed in the magnetic tape record. Permissible characters are 0,1, 2, 3, 4, 5, 6, 7, 8, 9.

Instructions for making corrections to data that have already been sent to the MDC are given in Section 10: Data Transfer on Magnetic Tapes to the Data Centre.

Please contact the MDC for instructions if you cannot provide information as specified on this document.

Specific instructions for each item

These instructions should be followed carefully when creating a computer file to be transferred to the MDC. Please ensure that the instructions are for the version of the Core Data Transfer Form being used. Specific instructions are listed by item below:

Item 1

1 FORM Form identification |_0|_8| 1 to 2

Enter number 08 to indicate the DATA TRANSFER FORMAT - SURVEY NON-RESPONDER DATA

Item 2

2 VERSN Form version |_2| 3

Enter the version number printed on the form. If the number is not 2 these instructions do not correspond to the form you are using. Check that you are using the valid version of the form.

Item 3

3 CENTRE MONICA Collaborating Centre |__|__| 4 to 5

Enter the official MONICA Collaborating Centre code number as it appears in Appendix I: Official MONICA Centre and Reporting Unit Names and Code numbers. If your centre is not listed or is erroneously listed in this appendix, contact the MDC for instructions.

Item 4

4 RUNIT MONICA Reporting Unit |__|__| 6 to 7

Enter the official MONICA Reporting Unit code number as it appears in Appendix I. Even if your centre has only one population please enter the appropriate code number here. Do not leave blanks in this item.

Item 5

5 SERIAL Serial number |__|__|__|__|__|__| 8 to 13

Enter here the number of the person for whom the form is being filled. The serial number consists of six digits. Each serial number issued must be unique within each MONICA Reporting Unit and each of the two or three surveys. Different MONICA Reporting Units and different surveys may use the same serial numbers.

Check that the serial number you enter is correct.

Item 6

6 NUMSUR Number of the MONICA population survey
1 = baseline
2 = middle
3 = final 		|__| 14

If three surveys are carried out in the MONICA Reporting Unit enter 1 for the first, 2 for the second and 3 for the third survey. If only two surveys are carried out code 1 for the first and 3 for the second.

Item 7

7 DEXAM Date of filling out the non-response information (day, month, year) |__|__||__|__||__|__| 15 to 20

If the person is a non-responder, enter here the exact date of the non-responder interview/telephone contact/home visit, etc. The first two columns are for the day of examination; code 01 - 31 for specific dates, or code 99 if the day is not known. The next two columns are for the month of examination; code 01 - 12, or code 99 if the month is not known. The last two columns are for the year, but only the last two digits are entered and the first two digits (19) are not entered.

Code 999999 if the date remains unknown.

Item 8

8 DBIRTH Date of birth (day, month, year) |__|__||__|__||__|__| 21 to 26

Enter the exact date of birth. The first two columns are reserved for the day of birth; code 01 - 31 for the specific dates, or 99 if the day is not known. The next two columns are for the month of birth; code 01 - 12, or code 99 if the month is not known. The last two columns are for the year, but only the last two digits are entered and the first two digits (19) are not entered. If the year of birth is not known, use an estimate of the age to derive a year of birth and code that. Records with the year of birth entered as 99 (not known) are not acceptable as they cannot be allocated to an age group for analysis.

If the day is unknown code 99 in the first two columns. If the month is unknown code 9999 in the first four columns.

Item 9

9 AGEGRP In which age group was the person originally selected to the sample?
1 = 25­34
2 = 35­44
3 = 45­54
4 = 55­64
8 = sample not selected by age­specific strata in the Reporting Unit
9 = data not available (applies for first survey only) 		|__| 27

If the sampling was done stratified by age group, code here the ten-year age group in which the person was selected to the survey sample. Codes 1, 2, 3, and 4 are self-explanatory. Code 8 if stratification by age group was not used.

Code 9 applies only to the first survey already carried out and to the cases where this information is not available retrospectively.

Item 10

10 SEX Sex 1 = male 2 = female |__| 28

Enter 1 if the subject is male and 2 if female

Item 11

11 MARIT Marital status
1 = single
2 = married or cohabitating
3 = separated or divorced
4 = widowed
5 = other
9 = insufficient data 		|__| 29

Codes 1, 2, 3 and 4 are self-explanatory. Use these codes in order of priority given so that the smallest code takes precedence.

Code 9 if insufficient data.

Item 12

12 EDLEVEL "What is the highest level of education you have completed?"
1 = university or college or equivalent
2 = intermediate between secondary level and university (e.g. technical training)
3 = secondary school
4 = primary school only
9 = insufficient data 		|__| 30

Codes 1, 2 and 3 are self-explanatory. Use these codes in the order of priority given so that the smallest code takes the precedence.
Code 4 if primary school only or if less than primary school.
Code 9 for insufficient data.

Item 13

13 SCHOOL "How many years have you spent at school or in full time study?"
99 = insufficient data 		|__|__| 31 to 32

Code the number of years. For the years 1 - 9 use codes 01 - 09.
Code 99 if data is insufficient to record the years in school.

Item 14

14 CIGS "Do you smoke cigarettes now?"
1 = yes, regularly
2 = no (if no, record 888 in NUMCIGS)
3 = yes, occasionally
9 = insufficient data 		|__| 33

Code 1 if regular smoker, i.e. the person is smoking every day.
Code 2 if non-smoker, i.e. the person does not smoke cigarettes at all. In such cases NUMCIGS must be coded 888.
Code 3 is used when the person smokes cigarettes but not regularly.
Code 9 for insufficient data.

Item 15

15 NUMCIGS "On average how many cigarettes do you smoke a day?" Record the number of cigarettes a day.
888 if CIGS = 2
999 = insufficient data 		|__|__|__| 34 to 36

Record the number of cigarettes smoked daily. If the average number of cigarettes is less than one per day this item should be coded 000. For the amounts 0 - 9, code 000 - 009 and for the amounts 10 - 99 code 010 - 099. Use codes 888 if CIGS = 2. Use 999 if data is insufficient to record the daily number of cigarettes.

Item 16

16 HIBP "Have you ever been told by a doctor or other health worker that you have high blood pressure?"
1 = yes
2 = no (if no, record 8 in item DRUGS)
9 = insufficient data 		|__| 37

Code 1 if yes
Code 2 if no. If no use code 8 in item DRUGS
Code 9 if insufficient data.

Item 17

17 DRUGS "Are you taking (in the last two weeks) drugs for high blood pressure?"
1 = yes
2 = no
3 = uncertain
8 = not applicable
9 = insufficient data 		|__| 38

Code 1 if using blood pressure lowering drugs during the last two weeks.
Code 2 if no such drugs used.
Code 3 if the use of blood pressure lowering drugs is reported but the person in question is not sure whether these have been used during the last two weeks or he/she is not sure whether the drugs used were for hypertension.
Code 8 if HIBP = 2
Code 9 if insufficient data.

Item 18

18 HEIGHT Height, centimetres
999 = insufficient data 		|__|__|__| 39 to 41

Record height here. Self-reported values are allowed here. If information is not available, code 999 here.

Item 19

19 WEIGHT Body weight, kilograms and decimal (to nearest 200 gr)
9999 = insufficient data 		|__|__|__|__| 42 to 45

Record body weight to the nearest 200 g. There is no place for a decimal point. If data is given to the nearest 100 g or any other unit, please inform the MDC of this. Self-reported values are allowed here. If information is not available, code 9999 here.

Item 20

20 RANDOM Identification code for random sample of non-responders
1 = person selected to such sample
2 = person not selected to such sample
8 = no random sample of non-responders selected 		|__| 46

If only a random sample of non-responders was interviewed, this item is used to identify the persons chosen for such a sample. Record this item regardless of whether the person did respond to the non-response interview or not.

Code 1 if the person was chosen for a random sample like this and code 2 if not part of the random sample. Code 8 if no such random sample was selected. If only a random sample was examined and no data could be obtained on several data items for persons not included in the random sample, code 9 should be used for all such items.

Item 21

21 REASON Reasons for non-response
1 = not possible to contact, i.e. not found at the address
2 = temporarily out from the area during the actual survey
3 = not able to respond due to medical reasons: hospitalized or too ill to respond during the survey
4 = not interested in additional medical assessment
5 = other refusal
8 = death after the scheduled survey dates
9 = information not available		 |__| 47

Code 1 if it was not possible to find the person at all; usually letters may be returned with the notice: Address unknown.
Code 2 if it was known that the person was temporarily out of the area at the time the survey was carried out. In such cases, every effort should be made in order to obtain full non-responder information by interview.
Code 3 if person was too ill to attend the survey.
Code 4 if person was not interested in additional medical assessment. In such cases, every effort should be made to get full non-responder information by interview.
Code 5 if there were other reasons for refusal which cannot be specified by the other codes. This code should be used only rarely.
Code 8 if person died after the "scheduled" survey dates and therefore non-responder information was not available. "Scheduled survey dates" can be defined for instance as: Date of first invitation for examination or date of mailing questionnaire.
Code 9 if non-response information not available for unknown reason.

Item 22

22 INFOBT Non-responder information obtained by
1 = home visit
2 = postal questionnaire
3 = telephone call
4 = visit to hospital
5 = other
9 = information not available		 |__| 48

This data item refers to the way of obtaining the data, regardless of who gave the data (person directly, or a family member, or a relative, or a health worker, etc.)
Codes 1 , 2 and 3 are self-explanatory.
Code 4 if the person is in the hospital and the non-responder information was obtained by the hospital.
Code 5 should be used only rarely.
Code 9 if non-responder information not available.

Item 23

23 PERSON Person giving information to fill in this form
1 = person selected into the survey him/herself
2 = a family member of the person selected into the survey
3 = other
4 = no information obtained concerning the person
8 = non-response information not available
9 = non-response information is available but it is not known who gave it		 |__| 49

If non-response data was obtained, i.e. INFOBT = 1 to 5 , this item should be coded 1 , 2 or 3. Code 3 should be used only rarely.
Code 4 if no information obtained concerning the person.
Code 8 if non-response data not available.
Code 9 if non-response data were obtained but there was no information concerning the person who provided it.