MONICA Manual, Part III, Section 1

Population survey
DATA TRANSFER FORMAT - SURVEY NON-RESPONDENT DATA
Form: 08
Version: 3          29.1.1992
ITEM NAME SPECIFICATION AND CODES CHARACTERS COLUMNS
1 FORM Form identification |_0|_8| 1 to 2
2 VERSN Form version |_3| 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 SAMUNIT Sampling stratum or primary unit
888 = the person was the primary unit of sampling and no stratification except possibly by age and sex was used
999 = insufficient data 		|__|__|__| 15 to 17
8 DEXAM Date of filling out the non-respondent information (day, month, year) |__|__||__|__||__|__| 18 to 23
9 DBIRTH Date of birth (day, month, year) |__|__||__|__||__|__| 24 to 29
10 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) 		|__| 30
11 SEX Sex 1 = male 2 = female |__| 31
12 MARIT Marital status
1 = single
2 = married or cohabitating
3 = separated or divorced
4 = widowed
5 = other
9 = insufficient data 		|__| 32
13 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 (or less)
9 = insufficient data 		|__| 33
14 SCHOOL "How many years have you spent at school or in full time study?"
99 = insufficient data 		|__|__| 34 to 35
15 CIGS "Do you smoke cigarettes now?"
1 = yes, regularly
2 = no
3 = occasionally
9 = insufficient data 		|__| 36
16 NUMCIGS "On average how many cigarettes do you now smoke a day?" Record the number of cigarettes a day.
888 if CIGS = 2
999 = insufficient data 		|__|__|__| 37 to 39
17 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 		|__| 40
18 DRUGS "Are you taking (in the last two weeks) drugs for high blood pressure?"
1 = yes
2 = no
3 = uncertain
8 if HIBP = 2
9 = insufficient data 		|__| 41
19 HEIGHT Height, centimetres
999 = insufficient data 		|__|__|__| 42 to 44
20 WEIGHT Body weight (100 g) to nearest 200 g
9999 = insufficient data 		|__|__|__|__| 45 to 48
21 RANDOM Identification code for random sample of non-respondents
1 = person selected to such sample
2 = person not selected to such sample
8 = no random sample of non-respondents selected 		|__| 49
22 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 = insufficient data		 |__| 50
23 INFOBT Non-respondent information obtained by
1 = home visit
2 = postal questionnaire
3 = telephone call
4 = visit to hospital
5 = other
9 = information not available		 |__| 51
24 PERSON Person giving information to fill out this form
1 = person selected into the survey him/herself
2 = a family member of the person selected into the survey
3 = other
8 = non-respondent information not available
9 = non-respondent information is available but it is not known who gave it		 |__| 52

Instructions

The purpose of this form is to provide an exact and common format for data from the non-respondents 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 Part V, Section 1 : Data Transfer to the MONICA Data Centre. To avoid errors, special attention should be paid to extracting the data required for this form from the local data set.

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

Blank fields are not allowed in the magnetic tape record.

Instructions for making corrections to data that have already been sent to the MDC are given in Part V, Section 3.3.

Please contact the MDC for instructions if you cannot provide information as specified here.

Specific instructions for each item

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

Item 1

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

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

Item 2

2 VERSN Form version |_3| 3

Enter the version number printed on the form. If the number is not 3 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 Part I, Appendix 2: MONICA Collaborating Centres and Reporting Units.

Item 4

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

Enter the official MONICA Reporting Unit code number as it appears in Part I, Appendix 2. Even if your centre has only one reporting unit 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 serial number of the person for whom the form is being completed. This number consists of six digits. Each serial number issued must be unique within each MONICA Reporting Unit and within 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 SAMUNIT Sampling stratum or primary unit
888 = the person was the primary unit of sampling and no stratification except possibly by age and sex was used
999 = insufficient data 		|__|__|__| 15 to 17

888 = the person was the primary unit of sampling and no stratification except possibly by age and sex was used.
999 = insufficient data.

This item is identical to the SAMUNIT of CORE DATA TRANSFER FORMAT - SURVEY DATA (Form 04), and the same coding instructions apply. Please use here the same codes which you used for the core data transfer format (Form 04).

Item 8

8 DEXAM Date of filling out the non-respondent information (day, month, year) |__|__||__|__||__|__| 18 to 23

As the person is a non-respondent, enter here the exact date of the non-respondent 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 is unknown.

Item 9

9 DBIRTH Date of birth (day, month, year) |__|__||__|__||__|__| 24 to 29

Enter the exact date of birth. The first two columns are 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; 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; do not code the first two digits (19). If the year of birth is not known, code a year of birth derived from an estimate of the age. Records with the year of birth entered as 99 (not known) are not acceptable because they cannot be allocated to an age group.

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 10

10 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) 		|__| 30

If the sampling was 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 the sample was not stratified by age group.

Code 9 applies only to the first survey and in case where this information is not available retrospectively.

Item 11

11 SEX Sex 1 = male 2 = female |__| 31

Code 1 if the subject is male. Code 2 if the subject is female

Item 12

12 MARIT Marital status
1 = single
2 = married or cohabitating
3 = separated or divorced
4 = widowed
5 = other
9 = insufficient data 		|__| 32

Indicate marital status as follows:
1 = Single, for persons who have never been married.
2 = Married or cohabiting, for persons currently married or cohabiting.
3 and 4 are for currently single persons who were previously married.
If code 5 is used the MCC must prepare a manual list of the options specified.
Code 9 for insufficient data.

Item 13

13 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 (or less)
9 = insufficient data 		|__| 33

Codes 1, 2 and 3 are self-explanatory. The lowest code should take precedence.
Code 4 if primary school only, or if less than primary school.
Code 9 for insufficient data.

Item 14

14 SCHOOL "How many years have you spent at school or in full time study?"
99 = insufficient data 		|__|__| 34 to 35

Code the number of years. For the years 1 - 9 use codes 01 - 09.
Code 99 for insufficient data.

Item 15

15 CIGS "Do you smoke cigarettes now?"
1 = yes, regularly
2 = no
3 = occasionally
9 = insufficient data 		|__| 36

Code 1 if regular smoker. Include subjects who smoke hand-rolled cigarettes regularly.
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 usually less than one cigarette per day.
Code 9 for insufficient data.

Item 16

16 NUMCIGS "On average how many cigarettes do you now smoke a day?" Record the number of cigarettes a day.
888 if CIGS = 2
999 = insufficient data 		|__|__|__| 37 to 39

Record the average number of cigarettes smoked daily. Include subjects who smoke hand-rolled cigarettes regularly.
For the amount 1-9, Code 001-009, and for amounts 10-99, Code 010-099.

Item 17

17 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 		|__| 40

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

Item 18

18 DRUGS "Are you taking (in the last two weeks) drugs for high blood pressure?"
1 = yes
2 = no
3 = uncertain
8 if HIBP = 2
9 = insufficient data 		|__| 41

Code 1 if using blood pressure lowering drugs during the last two weeks.
Code 2 if no blood pressure lowering drugs used.
Code 3 if the use of blood pressure lowering drugs is reported but the person in question is uncertain if 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 for insufficient data.

Item 19

19 HEIGHT Height, centimetres
999 = insufficient data 		|__|__|__| 42 to 44

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

Item 20

20 WEIGHT Body weight (100 g) to nearest 200 g
9999 = insufficient data 		|__|__|__|__| 45 to 48

Record body weight to the nearest 200 g. There is no place for the 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 usual here. If information is not available, code 9999 here.

Item 21

21 RANDOM Identification code for random sample of non-respondents
1 = person selected to such sample
2 = person not selected to such sample
8 = no random sample of non-respondents selected 		|__| 49

If only a random sample of non-respondents was interviewed, this item is used to identify the persons chosen for such a sample. Record this item irrespective of whether the person responded to the non-response interview.

Code 1 if the person was chosen for such a random sample and code 2 if not part of a random sample. Code 8 if no such random sample was selected. Note that even if only a random sample was followed up in more detail the non-respondent data must be submitted to the MDC in all cases. For those who are not selected for the sample many data items will have to be coded as 9.

Item 22

22 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 = insufficient data		 |__| 50

Code 1 if it was not possible to trace the subject, i.e. letters returned with the notice: Address unknown, and further enquiries fail to establish the subject's whereabouts.
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 to obtain full non-respondent information.
Code 3 if person was too ill to attend the survey.
Code 4 if person was not interested in taking part. In such cases, every effort should be made to get full non-respondent information by interview.
Code 5 if there were other reasons for refusal not covered by the other codes. This code should be used sparingly.
Code 8 if person died after the "scheduled" survey dates and therefore non- respondent 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 information about reason for non-response is unavailable.

Item 23

23 INFOBT Non-respondent information obtained by
1 = home visit
2 = postal questionnaire
3 = telephone call
4 = visit to hospital
5 = other
9 = information not available		 |__| 51

This item refers to how the data were obtained, regardless of who gave them.
Codes 1 , 2 and 3 are self-explanatory.
Code 4 if the person is in the hospital and the non-respondent information was obtained through the hospital.
Code 5 should be used only rarely.
Code 9 if non-respondent information not available.

Item 24

24 PERSON Person giving information to fill out this form
1 = person selected into the survey him/herself
2 = a family member of the person selected into the survey
3 = other
8 = non-respondent information not available
9 = non-respondent information is available but it is not known who gave it		 |__| 52

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 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.