Attention: All Parish Priests
Malacca Johore Diocese
Dear Fathers,
Peace.
On behalf of the Census Coordination Team 2019, I wish to update you on the plans:
1. Printing of Census cards.
We are printing 45,000 cards (English/BM 22,000; Mandarin 15,000; Tamil 8,000). It will be A5-sized (half A4), thickness 140gm, with serial number printed in red for tracking purposes. (See below attached samples of the cards.)
2. Pilot Run of Census
The pilot will be at Church of St Philip, Segamat and Church of St Mary, Ayer Salak, Malacca between 23 August till 8 September 2019. The parish priests will fix the dates. These are small parishes, and easy to access.
3. Local Parish Census Team
We request all parishes to nominate a parish census coordinator and team members (one per language group) who will assist in organising and managing the Census project in your respective parishes/chapels. Please send the names and contact information of the coordinator and team by 30 August 2019 to Albert Ng at MPI and Dominic Ng. They must be able to understand English or Bahasa for the briefing. We will communicate directly with the census coordinator with copy to the parish priest, to ensure all processes run smoothly.
4. Census Briefing and Training
The Diocese Census Coordination Team will brief the Parish Census Team on how to conduct the census during weekend Masses, how to set-up mobile teams, through BEC visits, or house to house. The briefing will be conducted mainly in English and BM at the vicariate level. They will cover tasks, timelines and responsibilities for capturing, keying-in, verifying and storage of the census information. The following dates and parishes are fixed for the briefing from 10:00am to 12:30pm:
▪ 08 Sept 2019 Church of St Joseph, Plentong, for South Johore Vicariate parishes
▪ 21 Sept 2019 Church of St Louis, Kluang, for North Johore Vicariate parishes
▪ 22 Sept 2019 Church of St Teresa, for Malacca Vicariate parishes
5. Execution of Census 2019
As per the CMR decision, the Census 2019 exercise commences on the first weekend of October 2019, for a duration of maximum one month, to give sufficient time for all parishes to collect the cards. During this period, the completed cards will be kept securely in their parish office, and unused cards must be returned. For parishes, who need to go down to BECs to collect additional census data, this can be done during the third and fourth weekends.
6. Processing of Census cards
We propose that the data entry of the census cards be done at the Vicariate level. All parishes will send their cards to the nominated parish, and resources will be drawn from the parishes in that Vicariate to verify and key-in the data. Those who find it difficult to get volunteers can ask help from the Census Support Team – see point 9). We prefer that the keying in be done as much as possible locally.
7. Software
Software for keying-in will be provided from the Census Coordination Team. The various Parish census coordinators, with support from the Census Support Team, will arrange among themselves the logistics, timelines and management of this activity.
(There will be no online census due to security reasons.)
The following parish will be the processing hub for the three vicariates:
▪ Church of St Louis, Kluang for North Johore Vicariate parishes. ▪ Church of St Teresa, Malacca for Malacca Vicariate parishes.
▪ Church of St Joseph, Plentong for South Johore Vicariate parishes.
We target all parishes to complete data entry and verification by 31 January 2020.
8. Analysis and Reporting
Analysis of the census information will be undertaken by the Census Coordination Team, with assistance from our two advisers. They are Mr Richard Chia from the Archdiocese of KL Census 2015 team, and Dr Nadarajah, Chair Professor of Xavier Centre for Humanities and Compassion Studies Sociologist, India. The others in this Coordination Team are Dominic Ng, Peter Yen, Albert Tan and myself.
We target to complete the analysis and produce the first draft report by 01 May 2020.
8. Storage and Disposal of Census Cards
Upon completion of the data entry, all Census cards will be returned from the Vicariate to the respective parishes for safekeeping and storage. The cards must be secured and kept locked at all times, and may be used for pastoral purposes. As soon as the Census information results are completed, a softcopy of the data will be given to the respective parish for their usage. Census cards will be kept for a period of one year or until 31 Jan 2020.
We propose the census cards be shredded and disposed by 31 December 2020.
9. Census Support Team
For the training, groundwork and support to parishes who need assistance, the Support Team is available. They consist of:
▪ Dominic Ng (Head) +6017 611 6891 dominic_ng2002@yahoo.com ▪ Peter Yen (Asst) + 6012 723 8862 peter_yen@hotmail.com ▪ Other names will be added on from the language groups.
They will get in touch with your parish coordinators for the above-mentioned activities.
10. Appendix - Census Cards
The sample cards can be viewed below.
We look forward to your support and a smooth exercise for all. Kindly remember this effort in your prayers for the good of the diocese.
Yours sincerely
Charles Bertille
Mission Pastoral Institute
c.c. Bishop Bernard Paul, MJD Dominic Ng, Census Support Team
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