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pdfRequest for Non-Substantive Change to the
Boundary and Annexation Survey
Office of Management and Budget Control No. 0607-0151
U.S. Department of Commerce
U.S. Census Bureau
Purpose
The U.S. Census Bureau conducts the Boundary and Annexation Survey (BAS) annually to collect
information about selected legally defined geographic areas. BAS provides tribal, state, and
local governments an opportunity to review the Census Bureau’s legal boundary data to ensure
the Census Bureau has the correct boundary, name, and status. The Census Bureau uses the
boundary information collected during BAS to tabulate data for the decennial and economic
censuses, and for annual estimates and surveys such as the American Community Survey (ACS)
and the Population Estimates Program. Title 13, Section 6, United States Code authorizes this
survey.
Approved on November 30, 2021, the current BAS Office of Management and Budget (OMB)
collection will expire on November 30, 2024. This non-substantive change (NSC) request is to
provide the updated materials used for the 2023 BAS. Refer to Table 2: 2023 BAS Material
Changes for a complete list of updates made to the BAS materials.
Background
There are no substantive changes to BAS resulting from these modifications. The updated
materials included do not alter the content or objective of BAS. The changes made were
necessary to reflect the most current BAS cycle. Refer to Table 1: 2023 BAS Material
Descriptions for a list and brief description of each BAS materials included with this NSC.
Burden
The burden of the 2023 BAS is unchanged by this update.
10/06/2022
1
Attachments
Table 1: 2023 BAS Material Descriptions
BAS Material
Description
BAS-1L
To BAS contacts of governments that are not in a consolidated BAS (CBAS) or state BAS
agreement.
BAS-2L
To BAS contacts of tribal governments.
BAS-3L
To the Highest Elected Official (HEO) of governments in a CBAS or state BAS
agreement.
BAS-4L
To the BAS contact of governments not currently in a CBAS agreement but their county
is.
BAS-5L
To the BAS contact of governments partially in a CBAS agreement. Entity in more than
one county and one or more counties participates in CBAS (Partial CBAS).
BAS-6L
To CBAS county contacts.
BAS-ARF
Annual Response Form (ARF) included with the annual response letters.
BAS-E-7L
Courtesy copy of email sent to governments that receive the BAS-E-3L email to notify
the Tribal Chair (TC)/HEO about the BAS but that their county submits to BAS on their
behalf.
BAS-E-NRFU1
BAS non-response follow up (NRFU) email (true non-response).
BAS-E-NRFU2
BAS NRFU email to governments that responded they have changes to report, but
have not yet submitted those changes.
BAS-E-SWIM-HasAcct
Email to respondents that request digital BAS materials or report they will provide
updates digitally and the email address has a Secure Web Incoming Module (SWIM)
account associated with it already.
BAS-E-SWIM-Token
SWIM token email to respondents that request digital BAS materials or report they will
provide updates digitally and there is not a SWIM account associated with the email.
BAS Partnership
Toolbox How-to
Guide
Instructions for participating in BAS using the BAS Partnership Toolbox for ArcGIS
Desktop.
BAS GUPS How-to
Guide
Instructions for participating in BAS using the Geographic Update Partnership Software
(GUPS).
BAS Paper How-to
Guide
Instructions for participating in BAS using paper maps.
BASSC-1L
BAS State Certification (BASSC) State Certifying Official (SCO) Form.
BASSC-E-1L
BAS State Certification Governor’s letter.
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2
BAS Material
Description
BASSC-E-2L-CCD
BAS State Certification State Certifying Official email for Census County Divisions
(CCD)s States.
BASSC-E-2L-MCD
BAS State Certification State Certifying Official email for Minor Civil Division (MCD)
States.
BASSC-E-3L
BAS State Certification Discrepancy Add letter.
BASSC-E-4L
BAS State Certification Discrepancy Remove letter.
BASSC-E-NRFU1
BAS State Certification Governor’s NRFU email.
BASSC-E-NRFU2
BAS State Certification State Certifying Official NRFU email.
BAS State
Certification How-to
Guide
Instructions for participating in BAS State Certification.
Table 2: 2023 BAS Material Changes
Reported Change
Material
Location in Material
Description/Summary of Change(s)
Updated acronyms
All submitted
materials
Throughout
Documents
Updated acronyms so that the
acronym is spelled out in the first use
and used only as an acronym
through the rest of the document.
Acronyms were removed completely
if only used once. Acronyms were
removed from document titles.
Updated links and
references for various
program dates
All Documents
Throughout
Documents
Updated any references or links
containing 2022 to 2023.
Removal of BAS Forms
from Survey Materials
BAS1, BAS2, BAS3,
BAS5
N/A
The BAS forms have been removed
and the contents were incorporated
in other survey materials.
Participants are able to review their
government name and status
information, list of governments in
their jurisdiction, and record their
legal changes on the paper maps or
digital files provided to them.
Updated Action Steps
to include BAS ARF
BAS-1L, BAS-2L,
BAS-4L, BAS-5L,
BAS-6L
Action Step, Second
Bullet
Replaced the second bullet with
instructions for using the BAS ARF.
10/06/2022
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Reported Change
Material
Location in Material
Description/Summary of Change(s)
Removed Overprinting
BAS-1L, BAS-2L,
BAS-4L, BAS-5L,
BAS-6L
Action Step
Removed overprinting of contact
information, information is included
in the BAS ARF and online interactive
BAS ARF.
Updated Action Step
for clarity
BAS-1L, BAS-2L,
BAS-3L, BAS-4L,
BAS-5L, BAS-6L
Action Step, First
Bullet
Reworded first bullet to add clarity
for the online interactive BAS ARF.
Updated Action Step
for clarity
BAS-3L
Action Step, Second
Bullet
Reworded second bullet to clarify
instructions for emailing contact
updates.
Reworded for clarity
BAS-E-7L
Action Steps
Removed extra wording “or email
” for clarity.
Added line to contact
information
BAS-E-7L
Action Steps, Second
Bullet
Added phone line to the overprinted
contact information in the second
bullet.
Added clarifying
sentence
BAS-E-NRFU1
Introductory
Paragraph
Added sentence to disregard email if
they have already responded to the
survey.
Added clarifying
sentence
BAS-E-NRFU2
Introductory
Paragraph
Added sentence to disregard email if
they have already submitted
updated.
Removed paragraph
about responding with
no changes.
BAS-E-SWIMHasAcct, BAS-ESWIM-Token
Action Steps, First
Bullet
Removed the paragraph asking to
respond with no changes. This
paragraph was removed from all
other materials last year.
Added clarifying
sentence
BAS-E-SWIMHasAcct, BAS-ESWIM-Token
Introductory
Paragraph
Added sentence to disregard email if
they have already submitted
updates.
New Material
BAS-ARF
N/A
Added BAS-ARF for participants to fill
out and email back to the Census
Bureau. Participants were previously
instructed in the letter to provide
this information via email without
the use of a form.
Updated screenshots
BAS GUPS How-to
Guide
Throughout
Document
Updated screenshots throughout the
document to reflect design updates
to the user interface.
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Reported Change
Material
Location in Material
Description/Summary of Change(s)
Reorganized
arrangement and style
of material
BAS GUPS How-to
Guide
Throughout
Document
Standardized section headings,
applied consistent styles to the
content within the guide, and
reorganized content in the sections
to promote better flow of
instruction.
Reworded for
clarification
BAS GUPS How-to
Guide
Chapter 1
Reworded last sentence of the
paragraph to better explain why they
are more accurate than paper
submissions.
Added link and
language for the online
ARF
BAS GUPS How-to
Guide
Section 1.1
Added language and link to send
participants to the online ARF for
CD/DVD requests.
Removed language
pointing to SWIM
website software
requirements
BAS GUPS How-to
Guide
Section 1.1.1
Removed sentence stating that table
contains software requirements for
SWIM. These requirements were
removed from the table last year but
the wording was left.
Added image
BAS GUPS How-to
Guide
Section 2.1
Added image of the QGIS icon.
Standardized
references to BAS
Partnership Shapefiles
BAS GUPS How-to
Guide
Throughout
Document
Updated all references to the BAS
Partnership Shapefiles to be worded
the same.
Updated list of
supported operating
systems
BAS GUPS How-to
Guide
Section 1.1.1, Table 1
Updated list of supported operating
systems to remove Windows 8.1®
and add Windows 11®.
Removed reference to
ftp2 site
BAS GUPS How-to
Guide
Section 2.2.3
Removed reference to the Census
Bureau ftp2 site since we did not
provide instructions for how to do
so.
Moved Census
Designated Places
(CDPs) in bulleted list
BAS GUPS How-to
Guide
Section 2.3
Moved CDPs from the first bullet and
move to its own bullet since they are
not a legal geography.
Updated tool
references
BAS GUPS How-to
Guide
Throughout
Document
Updated all tool references to
remove the word “button” and refer
to it as a “tool”.
Added instructions for
modifying CDPs
BAS GUPS How-to
Guide
Section 3.6
Added section to provide
instructions for modifying CDPs in
GUPS for BAS.
10/06/2022
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Reported Change
Material
Location in Material
Description/Summary of Change(s)
Reworded to remove
duplicate information
BAS GUPS How-to
Guide
Section 3.8
Reworded introductory paragraph to
remove information already
provided in the numbered list below.
Updated to clarify
guide for ArcGIS
Desktop
BAS Partnership
Toolbox How-to
Guide
Throughout
Document
Updated wording to clarify that this
toolbox and guide is written for
ArcGIS Desktop, not ArcPro.
Updated screenshots
BAS Partnership
Toolbox How-to
Guide
Throughout
Document
Updated screenshots throughout the
document to reflect updated tool
names within toolbox.
Reorganized
arrangement and style
of material
BAS Partnership
Toolbox How-to
Guide
Throughout
Document
Standardized section headings,
applied consistent styles to the
content within the guide, and
reorganized content in the sections
to promote better flow of
instruction.
Added section for
ArcGIS Deprecation
BAS Partnership
Toolbox How-to
Guide
Section 1.1
Added section for ArcGIS
Deprecation to inform participants of
the decommissioning of ArcGIS
Desktop and the transition to ArcPro.
Reworded for
clarification
BAS Partnership
Toolbox How-to
Guide
Section 1.2
Reworded number 4 to clarify that a
correction will not be made without
proper attribution.
Standardized
references to BAS
Partnership Shapefiles
BAS Partnership
Toolbox How-to
Guide
Throughout
Document
Updated all references to the BAS
Partnership Shapefiles to be worded
the same.
Changed tool name
BAS Partnership
Toolbox How-to
Guide
Throughout
Document
The “Census Data Download tool”
was renamed to the “Project Setup
tool,” the “Create Changes tool” was
renamed to the “Create Additional
Changes tool,” and the “Format
Working MXD tool” was renamed to
the “Reformat Working MXD tool.”
All references to these tools were
updated throughout document.
Added table for change
types
BAS Partnership
Toolbox How-to
Guide
Section 2.3.4, Table 2
Table added for distinction between
the types of changes allowed in the
Project Setup tool, shows accepted
legal and non-legal geographies.
Expanded instructions
for the Project Setup
tool
BAS Partnership
Toolbox How-to
Guide
Section 2.3.4
Added additional instructions for
running the Project Setup tool to
clarify available inputs and nuances
in running the tool.
10/06/2022
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Reported Change
Material
Location in Material
Description/Summary of Change(s)
Updated input list
options
BAS Partnership
Toolbox How-to
Guide
Section 2.4
Updated input list in steps 3 and 4 to
reflect updates made to tool.
Reworded the first
paragraph for
clarification
BAS Partnership
Toolbox How-to
Guide
Section 2.6
Reworded the first paragraph
including the description and
purpose of the tool for clarification.
Added sentence for
clarification
BAS Partnership
Toolbox How-to
Guide
Section 3.3
Added sentence to better describe
purpose of numbered list.
Added sentence for
clarification
BAS Partnership
Toolbox How-to
Guide
Section 3.4
Added sentence to better describe
purpose of numbered list.
Added sentence
BAS Partnership
Toolbox How-to
Guide
Section 3.5.2
Added section stating that a change
will not be made without proper
attribution.
Removed references to
paper BAS forms
BAS Paper How-to
Guide
Throughout
Document
Removed all refences to and
instructions for filling out the “BAS
forms” as forms are no longer mailed
with the paper map packages.
Removed instructions
for mailing form
BASSC-1L
Fourth Box
Removed instructions to mail the
completed form to the U.S. Census
Bureau and removed the mailing
address.
Removed text for
clarity
BASSC-E-1L, BASSCE-2L-CCD, BASSC-E2L-MCD
Third Paragraph
Removed “the state of” to avoid
state vs. commonwealth, the state or
commonwealth name will be
overprinted
Added date
BASSC-E-2L-CCD,
BASSC-E-2L-MCD,
BASSC-E-NRFU2
Third Paragraph
Added date of “Friday, March 10,
2023” for the return listings
deadline.
Reworded for clarity
BASSC-E-NRFU1
Third Paragraph
Changed “The previous email” to
“Attached” as the referenced form
will now be attached to the email.
Added date
BASSC-E-NRFU1
Fourth Paragraph
Added date of “Friday, November 11,
2022” for the completed SCO
appointment form return date.
Added overprinting
BASSC-E-NRFU2
Top of email
Added date overprinting to match
other materials.
10/06/2022
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Reported Change
Material
Location in Material
Description/Summary of Change(s)
Removed reference to
strong law states
BAS State
Certification Howto Guide
Chapter 1
Removed reference to strong law
states. Reworded section to better
describe states with reporting laws.
Updated wording for
clarification on legal
change dates
BAS State
Certification Howto Guide
Throughout
Document
Removed “as of January 1, 2022” and
replaced with “as reported through
the 2022 BAS” to reflect that we add
changes effective after January 1 to
the database after the ACS
benchmark.
10/06/2022
8
BAS-1L
OMB Control No.: 0607-0151
Expiration Date: 11-30-2024
A Message from the Director, U.S. Census Bureau:
The U.S. Census Bureau is now conducting the Boundary and Annexation Survey (BAS). Do not miss this
opportunity to participate in BAS to ensure that the Census Bureau has current and accurate legal
boundary, name, and status information for your government. Participants may also provide updates to
census designated places.
BAS is a voluntary survey. We strongly encourage your participation in BAS for the following reasons:
•
The Census Bureau uses this boundary information for data collection, tabulation, and
dissemination for the decennial census, American Community Survey (ACS), Population
Estimates Program (PEP), and many other censuses and surveys.
•
The federal government allocates more than $675 billion in federal funds annually for health,
welfare, infrastructure, education, and other federal programs and services. Correct boundaries
ensure governments receive funds appropriately and have the best data available for their
decision-making processes.
Action Step:
Review your government’s boundary and respond to BAS using one of the options below. If you
already responded to this year’s BAS, then no additional action is required.
•
Respond online using the interactive BAS Annual Response Form. The form includes all
resources and instructions necessary to review boundaries and respond to BAS.
Interactive BAS Annual Response Form: .
•
Complete the attached BAS Annual Response Form. Scan and email the form to
. Please include your BAS ID and “Annual Response” in the subject line.
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage at .
census.gov
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the ACS
and PEP data and in next year’s BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
2
BAS-2L
OMB Control No.: 0607-0151
Expiration Date: 11-30-2024
A Message from the Director, U.S. Census Bureau:
The U.S. Census Bureau is now conducting the Boundary and Annexation Survey (BAS). Do not miss this
opportunity to participate in BAS to ensure that the Census Bureau has current and accurate legal
boundary, name, and status information for your tribal government. Participants may also provide
updates to census designated places. The National American Indian Housing Council will also notify its
members about BAS.
BAS is a voluntary survey. We strongly encourage your participation in BAS for the following reasons:
•
The Census Bureau uses this boundary information for data collection, tabulation, and
dissemination for the decennial census, American Community Survey (ACS), and many other
censuses and surveys.
•
The federal government allocates more than $675 billion in federal funds annually for health,
welfare, infrastructure, education, and other federal programs and services. Correct boundaries
ensure governments receive funds appropriately and have the best data available for their
decision-making processes.
Action Step:
Review your government’s boundary and respond to BAS using one of the options below. If you
already responded to this year’s BAS, then no additional action is required.
•
Respond online using the interactive BAS Annual Response Form. The form includes all
resources and instructions necessary to review boundaries and respond to BAS.
Interactive BAS Annual Response Form: .
•
Complete the attached BAS Annual Response Form. Scan and email the form to
. Please include your BAS ID and “Annual Response” in the subject line.
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage at .
census.gov
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the ACS
data and in next year’s BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
2
BAS-3L
OMB Control No.: 0607-0151
Expiration Date: 11-30-2024
A Message from the Director, U.S. Census Bureau:
The U.S. Census Bureau is now conducting the Boundary and Annexation Survey (BAS). Your state,
county, or county equivalent government collaborates with the Census Bureau to provide a BAS
response on your government’s behalf. The Consolidated BAS (CBAS) representative reports all legal
boundary, name, and status updates to the Census Bureau. Please work with your CBAS contact to
ensure all boundary changes for your government are reported to BAS. Participants may also provide
updates to census designated places.
BAS is a voluntary survey. We strongly encourage your participation in BAS for the following reasons:
•
The Census Bureau uses this boundary information for data collection, tabulation, and
dissemination for the decennial census, American Community Survey (ACS), Population
Estimates Program (PEP), and many other censuses and surveys.
•
The federal government allocates more than $675 billion in federal funds annually for health,
welfare, infrastructure, education, and other federal programs and services. Correct boundaries
ensure governments receive funds appropriately and have the best data available for their
decision-making processes.
Action Step:
Review your government’s boundary and contact information and respond to BAS using one of the
options below.
•
Respond online using the interactive BAS Annual Response Form. The form includes all
resources and instructions necessary to review boundaries and update contact information.
Interactive BAS Annual Response Form:
•
Review the contact information on the next page and email any updates to
. Please include your BAS ID and “Annual Response” in the subject line.
census.gov
HEO CONTACT
GOVERNMENT CONTACT
CONTACT INFORMATION
Please direct questions to your CBAS contact and work with them to ensure all boundary changes for
your government are reported to BAS.
OR
“Name:”
“Position:”
“Department:”
“Mailing Address:”
“City, State, Zip, Zip+4:”
“Phone:”
“Email:”
General BAS questions can be directed to:
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
2
BAS-4L
OMB Control No.: 0607-0151
Expiration Date: 11-30-2024
A Message from the Director, U.S. Census Bureau:
The U.S. Census Bureau is now conducting the Boundary and Annexation Survey (BAS). Do not miss this
opportunity to participate in BAS to ensure that the Census Bureau has current and accurate legal
boundary, name, and status information for your government. Participants may also provide updates to
census designated places.
Your county or county equivalent government currently participates in a Consolidated BAS (CBAS)
agreement. If you prefer your county or county equivalent government provide the report on behalf of
your government, please email to request to join the CBAS agreement. Include
your 11-digit BAS ID in the subject of the email.
BAS is a voluntary survey. We strongly encourage your participation in BAS for the following reasons:
•
The Census Bureau uses this boundary information for data collection, tabulation, and
dissemination for the decennial census, American Community Survey (ACS), Population
Estimates Program (PEP), and many other censuses and surveys.
•
The federal government allocates more than $675 billion in federal funds annually for health,
welfare, infrastructure, education, and other federal programs and services. Correct boundaries
ensure governments receive funds appropriately and have the best data available for their
decision-making processes.
Action Step:
Review your government’s boundary and respond to BAS using one of the options below. If you
already responded to this year’s BAS, then no additional action is required.
•
Respond online using the interactive BAS Annual Response Form. The form includes all
resources and instructions necessary to review boundaries and respond to BAS.
Interactive BAS Annual Response Form: .
•
Complete the attached BAS Annual Response Form. Scan and email the form to
. Please include your BAS ID and “Annual Response” in the subject line.
census.gov
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage at .
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the ACS
and PEP data and next year’s BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
2
BAS-5L
OMB Control No.: 0607-0151
Expiration Date: 11-30-2024
A Message from the Director, U.S. Census Bureau:
The U.S. Census Bureau is now conducting the Boundary and Annexation Survey (BAS). Do not miss this
opportunity to participate in BAS to ensure that the Census Bureau has current and accurate legal
boundary, name, and status information for your government. Participants may also provide updates to
census designated places.
Your government is in more than one county or county equivalent government, and at least one
responds to BAS for a portion of your government. Please respond to BAS for the portion of your
government located in .
BAS is a voluntary survey. We strongly encourage your participation in BAS for the following reasons:
•
The Census Bureau uses this boundary information for data collection, tabulation, and
dissemination for the decennial census, American Community Survey (ACS), Population
Estimates Program (PEP), and many other censuses and surveys.
•
The federal government allocates more than $675 billion in federal funds annually for health,
welfare, infrastructure, education, and other federal programs and services. Correct boundaries
ensure governments receive funds appropriately and have the best data available for their
decision-making processes.
Action Step:
Review your government’s boundary and respond to BAS using one of the options below. If you
already responded to this year’s BAS, then no additional action is required.
•
Respond online using the interactive BAS Annual Response Form. The form includes all
resources and instructions necessary to review boundaries and respond to BAS.
Interactive BAS Annual Response Form: .
•
Complete the attached BAS Annual Response Form. Scan and email the form to
. Please include your BAS ID and “Annual Response” in the subject line.
census.gov
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage at .
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the ACS
and PEP data and in next year’s BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
2
BAS-6L
OMB Control No.: 0607-0151
Expiration Date: 11-30-2024
A Message from the Director, U.S. Census Bureau:
The U.S. Census Bureau is now conducting the Boundary and Annexation Survey (BAS). Your government
holds a Consolidated BAS (CBAS) agreement and reports to BAS on behalf of governments in the
agreement. Do not miss this opportunity to participate in BAS to ensure that the Census Bureau has
current and accurate legal boundary, name, and status information for your government and the
governments in your CBAS agreement. Participants may also provide updates to census designated
places.
BAS is a voluntary survey. We strongly encourage your participation in BAS for the following reasons:
•
The Census Bureau uses this boundary information for data collection, tabulation, and
dissemination for the decennial census, American Community Survey (ACS), Population
Estimates Program (PEP), and many other censuses and surveys.
•
The federal government allocates more than $675 billion in federal funds annually for health,
welfare, infrastructure, education, and other federal programs and services. Correct boundaries
ensure governments receive funds appropriately and have the best data available for their
decision-making processes.
Action Step:
Review your government’s boundary and respond to BAS using one of the options below. If you
already responded to this year’s BAS, then no additional action is required.
•
Respond online using the interactive BAS Annual Response Form. The form includes all
resources and instructions necessary to review boundaries and respond to BAS.
Interactive BAS Annual Response Form: .
•
Complete the attached BAS Annual Response Form. Scan and email the form to
. Please include your BAS ID and “Annual Response” in the subject line.
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage at .
census.gov
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the ACS
and PEP data and in next year’s BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
2
U.S. DEPARTMENT OF COMMERCE
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BU
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U.S.
D
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U.S. CENSUS BUREAU
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BAS-ARF
FORM
(09-2022)
BOUNDARY AND ANNEXATION SURVEY
ANNUAL RESPONSE FORM
OMB No. 0607-0151 Approval Expires: 11/30/2024
Use the resources on the Boundary and Annexation Survey (BAS) website to
review the boundary data for your government. Select a response and planned submission method below, then review the
provided contact information.
RESPONSE: Do you have boundary changes to report?
Yes, we have boundary changes to report.
No, we do not have boundary changes to report. The Census Bureau's boundary data is correct.
SUBMISSION METHOD: If you have boundary changes to report, select your planned submission method.
Download - We will download the Geographic Update Partnership Software (GUPS) OR we will download the Census
Bureau shapefiles. (Preferred digital option)
CD/DVD - The Census Bureau will mail you the Geographic Update Partnership Software (GUPS) and shapefiles on CD/DVD.
Paper Maps - The Census Bureau will mail you large format paper maps.
CONTACT INFORMATION: Review and update the contact information for your government's Tribal Chair (TC)/Highest
Elected Official (HEO) and BAS Contact. The BAS contact provided should be a representative from your government
and not a state or county contact who submits on your behalf. This person is the point of contact for questions about
your government's boundaries and will receive future BAS correspondence.
Our records indicate the BAS contact is:
Our records indicate the TC/HEO contact is:
Name of person filling out this form:
Position:
Date:
Scan and email the completed form to . To respond over the phone, call 1-800-972-5651.
We estimate that participating in the Boundary and Annexation Survey will take 7.5 hours on average. Send comments regarding this burden estimate or any
other aspect of this collection of information, including suggestions for reducing this burden, using Paperwork Reduction Project 0607-0151 as the subject, to
. This collection has been approved by the Office of Management and Budget (OMB). The eight-digit OMB approval number that appears
at the upper left of this form confirms this approval. If this number were not displayed, we could not conduct this survey. The Census Bureau conducts this
survey under the legal authority of Title 13 United States Code, Section 6.
BAS 7L- TC/HEO CC-Email and Text
Subject: YYYY Boundary and Annexation Survey – TC/HEO Courtesy Copy – BAS ID:
“BAS ID:” ,
This is a courtesy copy to the tribal chair or highest elected official.
The U.S. Census Bureau is now conducting the Boundary and Annexation Survey (BAS). Do not miss this
opportunity to participate in BAS to ensure that the Census Bureau has current and accurate boundary,
legal name, and status information for your government. Participants may also provide updates to
census designated places.
BAS is a voluntary survey. We strongly encourage your participation in BAS for the following reasons:
•
The Census Bureau uses this boundary information for data collection, tabulation, and
dissemination for the decennial census, American Community Survey (ACS), Population
Estimates Program (PEP), and many other censuses and surveys.
•
The federal government allocates more than $675 billion in federal funds annually for health,
welfare, infrastructure, education, and other federal programs and services. Correct boundaries
ensure governments receive funds appropriately and have the best data available for their
decision-making processes.
Action Steps:
•
Verify that the BAS contact has responded to the survey. The BAS announcement email was
recently sent to this BAS contact:
Name:
Position:
Department:
Mailing Address:
City, State, Zip, Zip+4:
Phone:
Email:
•
Review and update your contact information. Reply to this email with updates. Please include
the 11-digit BAS ID number listed at the top of this email in the subject line of your message.
Name:
Position:
Department:
Mailing Address:
City, State, Zip, Zip+4:
Term Expiration Date:
Election Cycle:
Phone:
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the ACS
and PEP data and in next year’s BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
Email: BAS-E-NRFU1 and Text – BAS Non-Response Follow Up (True Non-Response)
Subject: YYYY Boundary and Annexation Survey (BAS)-March 1, YYYY Deadline – BAS ID:
The U.S. Census Bureau is sending this email to alert you that your government has not yet responded to
the Boundary and Annexation Survey (BAS). You should have received an email and letter requesting
your government’s participation. You still have time to participate in the survey.
If you already responded online or mailed your response, you can disregard this email.
Action Step:
•
Review your government’s boundary and respond to BAS using our interactive BAS Annual
Response Form. Additional details and instructions are found on the form.
Click here to go to the Annual Response Form
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage.
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the
American Community Survey and Population Estimates Program data and in next year’s
BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
BAS Email: BAS-E-NRFU2 - BAS- Yes Change, No Return - Email Template
Subject: YYYY Boundary and Annexation Survey (BAS)--March 1, YYYY Deadline – BAS ID:
Thank you for your recent response to the Boundary and Annexation Survey (BAS). Your government
indicated there are boundary changes to report, but we have not received these changes. You still have
time to submit updates for BAS.
If you already submitted updates through the Secure Web Incoming Module or mailed your response,
you can disregard this email.
Action Step:
•
Prepare and submit boundary updates. On the BAS website, you will find resources and
detailed instructions for submitting updates to BAS digitally or using paper maps.
Please respond to the BAS with a “No Changes” response if, after reviewing your government’s
boundaries, you determine there are no boundary changes to report. If you do not respond, we
will contact your government to confirm your boundary change status.
Click here to go to the Annual Response Form
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage.
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the
American Community Survey and Population Estimates Program data and in next year’s
BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
Email: BAS-E-SWIM-HasAcct and Text – Yes Change Response-Email Template-Has
SWIM Account
Subject: YYYY BAS Digital Submission Information – BAS ID:
BAS ID: ,
The U.S. Census Bureau received your response to the Boundary and Annexation Survey (BAS) indicating
that your government has boundary changes to report.
If you already submitted changes through the Secure Web Incoming Module (SWIM), you can disregard
this email.
Action Steps:
•
•
Prepare boundary updates. On the BAS website, you will find resources and detailed
instructions for creating a BAS submission.
Submit boundary updates to the Census Bureau using the SWIM website. All digital
submissions must be returned through the SWIM website, per the Census Bureau’s security
policy.
SWIM INFORMATION
This email account: <> already has a SWIM account. A new token is not
required. Please sign in to the SWIM website using the previously established username and password.
Usernames and passwords are case sensitive. Passwords can be reset on the SWIM website. If you have
questions, contact us at the email or phone number listed below.
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage.
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the
American Community Survey and Population Estimates Program data and in next year’s
BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Email: BAS-E-SWIM-HasAcct and Text – Yes Change Response-Email Template-Has
SWIM Account
Subject: YYYY BAS Digital Submission Information – BAS ID:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
Email: BAS-E-SWIM-Token and Text – Yes Change Response-Email Template-Needs
SWIM Token
Subject: YYYY BAS Digital Submission Information
The U.S. Census Bureau received your response to the Boundary and Annexation Survey (BAS) indicating
that your government has boundary changes to report.
If you already submitted changes through the Secure Web Incoming Module (SWIM), you can disregard
this email.
Action Steps:
•
•
Prepare boundary updates. On the BAS website, you will find resources and detailed
instructions for creating a BAS submission.
Submit boundary updates to the Census Bureau using the SWIM website. All digital
submissions must be returned through the SWIM website, per the Census Bureau’s security
policy.
SWIM INFORMATION
An account is required to access SWIM. Use the provided SWIM Registration Token to create an account
on the SWIM website.
SWIM Registration Token – XXXXXXXXXXXX
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage.
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the
American Community Survey and Population Estimates Program data and in next year’s
BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Email: BAS-E-SWIM-Token and Text – Yes Change Response-Email Template-Needs
SWIM Token
Subject: YYYY BAS Digital Submission Information
Thank you for your participation in BAS.
Boundary and Annexation Survey Partnership
Toolbox How-to Guide
Instructions for Participating in the Boundary and Annexation Survey Using the Partnership
Toolbox for ArcGIS Desktop
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U.S. Census Bureau
Boundary and Annexation Survey (BAS) Partnership Toolbox How-to Guide
i
TABLE OF CONTENTS
Introduction ........................................................................................................................... vi
A.
The Boundary and Annexation Survey .......................................................................... vi
B.
Key Dates for BAS Respondents .................................................................................... vi
C.
Adjacencies and Legal Disputes ..................................................................................... vi
D.
Contact Us .................................................................................................................... vii
E.
Resources ..................................................................................................................... vii
Chapter 1 Getting Started with the Partnership Toolbox ....................................................... 1
1.1
ArcGIS Deprecation ........................................................................................................ 1
1.2
Submission Requirements .............................................................................................. 1
1.3
Partnership Toolbox Requirements ................................................................................ 1
Chapter 2 Creating a Submission ........................................................................................... 3
2.1
Toolbox Tools Setup ....................................................................................................... 3
2.2
Prepare Local Data ......................................................................................................... 3
2.3
Project Setup Tool .......................................................................................................... 5
2.3.1 Data Provided on a CD/DVD ...................................................................................... 5
2.3.2 Offline Use ................................................................................................................. 5
2.3.3 Change Types ............................................................................................................. 6
2.3.4 The Project Setup Tool ............................................................................................... 6
2.4
Create Additional Changes Tool (Optional) .................................................................... 9
2.5
Sliver Blaster Tool (Optional)........................................................................................ 11
2.6
Reformat Working MXD Tool (Optional) ...................................................................... 12
Chapter 3 Reviewing and Exporting a Submission ............................................................... 14
3.1
Required Attribute Information ................................................................................... 14
3.2
Large Boundary Corrections ......................................................................................... 16
3.3
Boundary-to-Feature Relationships ............................................................................. 17
3.4
Corridors and Offsets ................................................................................................... 18
3.5
CDP, Linear Feature, and Landmark Changes ............................................................... 18
3.5.1 CDP Changes ............................................................................................................ 18
3.5.2 Linear Feature Changes ........................................................................................... 20
3.5.3 Area Landmark, Hydrographic Area, and Point Landmark Updates ......................... 22
3.6
Attribute Check Tool .................................................................................................... 24
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
ii
3.7
Export Submission Tool ................................................................................................ 25
Chapter 4 Submit Changes to the Census Bureau ................................................................ 28
4.1
Troubleshooting SWIM ................................................................................................ 29
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
iii
LIST OF TABLES
Table 1: Feature class and field names to match based on geography type. ................................ 4
Table 2: Distinction between the types of changes allowed in the Project Setup tool.................. 7
Table 3: Required attribution information for the different types of geographic change
polygons......................................................................................................................... 14
Table 4: Acceptable field inputs for changes submitted to BAS. ................................................. 15
Table 5: Required Attribution for CDP Changes .......................................................................... 18
Table 6: Required Attribution for Linear Feature Updates .......................................................... 21
Table 7: Examples of acceptable landmark updates ................................................................... 22
Table 8: Methods for Updating Landmarks ................................................................................. 22
Table 9: Required Attribution for Point Landmark, Area Landmark, and Hydrographic Area
Updates ......................................................................................................................... 23
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
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LIST OF FIGURES
Figure 1. Partnership BAS Tools Menu .......................................................................................... 3
Figure 2. NAME Field in Census Data vs Local Boundary Data....................................................... 4
Figure 3. Appropriate Attribution for MCD or AIANNH Changes ................................................... 4
Figure 4. The Project Setup Window with ‘No’ in the Use Data Downloader Field ....................... 5
Figure 5. Partnership BAS Tools Menu with Project Setup Selected ............................................. 6
Figure 6: Project Setup Window for Legal Changes ....................................................................... 8
Figure 7. Partnership Tools Menu Showing a Folder for the BAS ID in the Projects Folder ........... 8
Figure 8. Partnership Tools Menu with Create Additional Changes Tool Selected ........................ 9
Figure 9. Create Additional Changes Window for Legal Changes ................................................ 10
Figure 10. Create Additional Changes Window for Non-Legal Changes ...................................... 10
Figure 11. Partnership Tools Menu with Geodatabase ............................................................... 11
Figure 12. Partnership Tools Menu with Sliver Blaster Selected ................................................. 11
Figure 13. Sliver Blaster Window ................................................................................................ 12
Figure 14. Partnership Tools Menu with Reformat Working MXD Selected ................................ 12
Figure 15. Reformat Working MXD Window ............................................................................... 13
Figure 16. Projects Submenu with .mxd file Selected ................................................................. 13
Figure 17. Large Boundary Corrections ....................................................................................... 16
Figure 18. Small Spatial Correction Not Accepted ....................................................................... 17
Figure 19: The Editor Toolbar with the Create Features Tool highlighted ................................... 19
Figure 20: The Create Features window as it appears in ArcMap ............................................... 19
Figure 21. A Boundary Correction to CDP A ................................................................................ 20
Figure 22. Partnership Tools Menu with Attribute Check Selected ............................................. 24
Figure 23. Attribute Check Window ............................................................................................ 25
Figure 24. Projects Submenu Showing an Attribute Check Text File ........................................... 25
Figure 25. Partnership Tools Menu with Export Submission Files Selected ................................ 26
Figure 26. Export Submission Files Window ................................................................................ 27
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
v
OMB Control No.: 0607-0151
Expiration: 11-30-2024
INTRODUCTION
A.
The Boundary and Annexation Survey
The Boundary and Annexation Survey (BAS) provides tribal, state, and local governments an
opportunity to review the Census Bureau’s legal boundary data to ensure the Census Bureau
has the correct boundary, name, and status information. BAS also allows participants to review
and provide updates to Census Designated Places (CDPs). Maintaining correct boundaries helps
ensure that the Census Bureau assigns the appropriate housing and population counts to each
government.
BAS fulfills the agency’s responsibility as part of the National Spatial Data Infrastructure, for
which the Office of Management and Budget (OMB) Circular A–16 designates the Census
Bureau as the lead federal agency for maintaining national data about legal government
boundaries, as well as statistical and administrative boundaries. BAS supports the spatial data
steward responsibilities of the OMB E-Gov, Data.gov, the National Map, Geographic Names
Information System (GNIS) the Federal Geographic Data Committee, and the Geospatial OneStop. Title 13, Section 6, United States Code authorizes this survey.
The Census Bureau uses the boundaries collected in BAS to tabulate data for various censuses
and surveys including the decennial census, American Community Survey (ACS), and Population
Estimates Program (PEP). It also uses the legal boundaries collected through BAS to support
several other programs such as Congressional and State Legislative redistricting, the Economic
Census, the Geographic Update Population Certification Program, and the Special Census
program.
B.
Key Dates for BAS Respondents
January 1
Boundary updates must be legally in effect on or before this date to be reported
in the current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in
the ACS and PEP data and in next year’s BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in
next year’s BAS materials.
C.
Adjacencies and Legal Disputes
The Census Bureau will not make any boundary change that affects adjacent legal governments
without the appropriate documentation. Please review any changes that affect adjacent
governments to determine if they are intentional legal changes.
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
vi
If the Census Bureau discovers that an area of land is in dispute between two or more
jurisdictions, the Census Bureau will not make any boundary corrections until the parties come
to a written agreement, or there is a documented final court decision regarding the dispute.
To learn more, please contact the Census Bureau Legal Office at 1-301-763-2918.
For disputes involving tribal areas, the Census Bureau must defer to the Office of the Solicitor at
the Department of the Interior for a legal opinion. Often complicated land issues require an
extended period for resolution, and in those cases, the Census Bureau will retain the current
boundary in the database until a legal opinion is issued by the Solicitor's office.
D.
Contact Us
If assistance is required in preparing your BAS submission or if you are experiencing issues with
the ArcGIS Partnership toolbox, please contact the Census Bureau at or
1-800-972-5651.
When emailing , please include the following details:
E.
•
BAS ID and Government Name,
•
Level of geography for which you are submitting,
•
Contact information such as a phone number or email address,
•
Version of ArcGIS you are using,
•
Full text of the error message received as a screenshot or text (if applicable), and
•
Screenshots of discrepancies (if applicable).
Resources
Additional resources are available on our website. Technical documentation and helpful videos
are also available to walk through the BAS submission process.
Technical Documentation
For more technical information about Census Bureau Geography, BAS Submission information,
change types, and shapefiles, see the BAS Technical Guide at .
Videos
The Census Bureau created training videos to give BAS participants detailed instructions and
information on how to report and submit BAS changes. These videos are available on the BAS
website at: .
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
vii
CHAPTER 1
GETTING STARTED WITH THE PARTNERSHIP TOOLBOX
The Digital BAS Partnership Toolbox was created to ease the burden of creating change files on
BAS and Tribal BAS participants. This toolbox simplifies the update process by automating the
download of data, change creation, sliver removal, attribution formatting and checks, and
exporting files for submission. This allows the Census Bureau to easily process returned BAS
files. New tools have been added as of the 2022 BAS to facilitate the update of linear features,
landmarks, and Census Designated Places (CDPs). This how-to guide will walk participants
through all the above steps to create their digital submission.
1.1
ArcGIS Deprecation
Due to Esri’s deprecation of the ArcGIS Desktop suite, these tools will not be updated further
after the conclusion of the 2023 BAS. Support will be limited for the ArcGIS Desktop version of
these tools starting in the 2024 BAS. A separate toolbox is available for ArcGIS Pro 2.9 and
higher and can be found at .
1.2
Submission Requirements
Participation in the current BAS cycle means that participants will provide the following:
1. A shapefile of boundary change polygons based off the current Census Bureau boundary.
Submissions containing only a whole entity boundary shapefile of the current local data will not
be accepted.
2. Legal documentation numbers, authorization types, and effective dates for all legal boundary
changes (annexations and deannexations).
3. For tribal submissions, digital copies of the legal documentation to submit with the change
polygons. Acceptable documents include but are not limited to a federal register notice,
acceptance of conveyance and warranty deed, title status report, BIA certification or letter.
4. Each non-legal boundary correction with proper attribution according to boundary corrections
guidelines laid out in Chapter 3. If the correct attribution is not provided, the Census Bureau will
not make the correction for this BAS cycle.
5. Current information for the BAS point of contact, the person updating the shapefiles, and the
Highest Elected Official (HEO) or Tribal Chair (TC) for the government.
The BAS Partnership Toolbox simplifies the process for all the above requirements.
1.3
Partnership Toolbox Requirements
Before running these tools, users will need the following:
•
ArcGIS Desktop 10.0 or higher (not ArcGIS Pro).
•
The BAS Partnership Toolbox zip, which can be downloaded at:
.
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
1
•
The BAS ID for the government being processed. This can be found on the BAS Annual
Response email, letter, or online at: .
•
A shapefile or feature class showing the legal boundary of the government.
o Data in this layer should include the name of the government being processed
formatted to agree with the Census Bureau’s naming convention for the same
government as found in the NAME field or the NAMELSAD field for Minor Civil Division
(MCD) and American Indian / Alaska Native / Native Hawaiian (AIANNH).
•
Digital copies of the legal documentation to be submitted with the change polygons. This is
required for tribal submissions and requested for all other submissions.
o For tribal changes: acceptable documents include, but are not limited to, a federal
register notice, acceptance of conveyance and warranty deed, title status report, or BIA
certification or letter.
o For all other changes (optional): acceptable documents include, but are not limited to,
ordinances, resolutions, changes to a local or state law, or court rulings.
•
(Optional) The 2023 BAS Partnership Shapefiles, which may be downloaded manually from
the Census Bureau website. These files are located at:
.
o The shapefile download is automated in the Partnership Toolbox, but in instances where
downloads are restricted or internet connectivity is limited, participants may find that
pre-downloading these files is simpler and faster.
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
2
CHAPTER 2
CREATING A SUBMISSION
This chapter provides step-by-step instructions for using the BAS Partnership Toolbox to setup
your workspace and create change polygons. For best results, use the toolbox in ArcGIS
Desktop 10.0 and higher (not including ArcGIS Pro). These toolbox tools were designed
primarily for use in ArcCatalog though they run in ArcMap as well. The instructions for most
steps assume use in ArcCatalog.
2.1
Toolbox Tools Setup
After downloading the toolbox from the BAS website, locate the zip file in your File Explorer.
1. Unzip the Digital BAS Partnership Tools.zip to the C: drive or other preferred working folder.
The folder location does not matter as long as it can be accessed from ArcCatalog. Inside there
will be a folder called DBAS, containing all the files to work with for a government.
2. Open ArcCatalog and connect to the DBAS folder. When expanded, the following should be
visible:
Figure 1. Partnership BAS Tools Menu
3. Do not attempt to change the file structure inside the DBAS folder. Moving folders or files from
where they are located may cause issues later in the process.
Note: To connect to a folder in ArcCatalog, click on the Connect to Folder button on the Standard
Toolbar, find the DBAS folder, and then click OK.
2.2
Prepare Local Data
Before any of the Census Bureau tools can be run to create changes for a legal government,
there must be an attribute field in the local boundary shapefile that contains the name of the
government or governments as they appear in Census Bureau records (Figure 2 and Figure 3).
This includes matching capitalization, spacing, and in the case of MCDs and AIA’s a descriptor of
the geography (e.g., township, village, borough, etc.). If it is a new government or the legal
name is changing, it does not need to agree though other attribution must be updated to
reflect this change. Please refer to Table 1 to see which feature class and field to use for each
geography type.
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
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Figure 2. NAME Field in Census Data vs Local Boundary Data
The bas_place layer on the right shows how the Census Bureau NAME
field is populated for all the places in Edgecombe County, NC while the
local places data on the left shows how local data may need to be
manipulated to agree with the Census Bureau NAME field.
Figure 3. Appropriate Attribution for MCD or AIANNH Changes
The bas_cousub attribution on the right in the NAMELSAD field shows
how the local MUNICIPALI field on the left should be formatted to
ensure that the Create Changes tool works for the MCD changes in
Butler County, PA. The bas_aial attribution appears in a similar way.
Table 1: Feature class and field names to match based on geography type.
GEOGRAPHY TYPE
FEATURE CLASS
FIELD
bas_place
NAME
MCD
bas_cousub
NAMELSAD
County
bas_county
NAME
Tribal
bas_aial
NAMELSAD
bas_concity
NAME
Incorporated Place
Consolidated City
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
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2.3
Project Setup Tool
The Project Setup tool gathers all the BAS partnership shapefile data needed to create changes
from the Census Bureau website, creates an initial change file, and formats the map document
(.mxd) for the given BAS ID. Before using this tool, review Sections 2.3.1 through 2.3.3 for
additional guidance.
2.3.1
Data Provided on a CD/DVD
If the Census Bureau data is provided on a CD/DVD, this tool will also work but only if the data
is loaded to the computer before running the tool. This tool can also use the zip files
downloaded from the 2023 BAS Partnership Shapefiles site:
.
2.3.2
Offline Use
There are two ways to use this tool: one that downloads the data from the Census Bureau for
the user and one that takes in a folder with the Census Bureau data already downloaded. If you
have already downloaded the data, you must unzip the downloaded pvs batch zip file (e.g.,
pvs_batch_from_) to display the partnership shapefiles zip files (e.g.,
partnership_shapefiles_22v2_ and partnership_shapefiles_22v2_). The tool will
look for these partnership_shapefiles zip files when it runs.
•
To use previously downloaded Census Bureau data, select No under the Use Data
Downloader? field and navigate or drag the folder into Path to zip files field. Make sure the
folder only contains the Census Bureau zip files to ensure there are no future data issues.
Figure 4 shows how a user will complete the fields if they already have the partnership
shapefiles downloaded and saved on their computer.
Figure 4. The Project Setup Window with ‘No’ in the Use Data Downloader Field
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
5
2.3.3
Change Types
The Project Setup tool and the Create Additional Changes tool allows the user to input a
boundary file so that an initial set of changes can be created at the same time the Census
Bureau data is being downloaded. We recommend using this opportunity to create changes for
legal geographies. Examples of legal geographies are:
•
Incorporated Place,
•
County,
•
County Subdivision (MCDs),
•
Tribal, and
•
Consolidated City.
If a user is not ready to create changes for a legal geography or does not have changes for a
legal geography, the user can select the desired non-legal geography they wish to submit. This
may include:
•
CDP,
•
Linear Features,
•
Area Landmark, and
•
Point Landmark.
If the user has more than one change type for which they want to create changes, users will run
the Project Setup tool and then create additional change feature classes with the Create
Additional Changes tool.
2.3.4
The Project Setup Tool
Please follow the steps below to run the Project Setup tool.
1. Expand the DBAS folder and the setup subfolder. In the setup subfolder, find the Partnership
BAS Tools Toolbox. Expand the toolbox and double click on the 1) Project Setup tool.
Figure 5. Partnership BAS Tools Menu with Project Setup Selected
2. Enter the 11-digit BAS ID in the BAS ID field.
3. The Use Data Downloader? field, select how you would like to get your Census Bureau Data:
U.S. Census Bureau
Boundary an Annexation Survey (BAS) Partnership Toolbox How-to Guide
6
•
To have the Census Bureau data downloaded automatically, select Yes under the Use Data
Downloader? field then proceed to step 5.
•
To use previously downloaded Census Bureau data, select No under the Use Data
Downloader? field then proceed to step 4.
4. The Path to zip files field will only take an input if No was selected earlier in the Use Data
Downloader? field. Navigate or drag the folder into Path to zip files field. Make sure the folder
only contains the Census Bureau zip files to ensure there are no future data issues. Refer to
Section 2.3.2 for more guidance.
Note: If you get an error message when trying to use the automatic download, please manually
download the partnership files and try the tool that way. If an error still occurs, please contact
the Census Bureau using the format laid out in the Contact Us section.
5. Under Changes Being Processed, choose the type of changes to create from the dropdown
options. Available inputs are listed in Table 2. If a legal geography is selected proceed to step 6.
If a non-legal geography is selected, proceed to step 8.
Table 2: Distinction between the types of changes allowed in the Project Setup tool
LEGAL GEOGRAPHY
NON-LEGAL GEOGRAPHY
Incorporated Place
CDP
County Subdivision (MCDs)
Linear Features
County
Area Landmark
Tribal
Point Landmark
Consolidated City
6. In the Local Boundary File field, enter the path or navigate to the full boundary polygon.
7. For the Name Field in Local Data, type the name of the field (as it appears in your local data in
ArcCatalog) containing the information matching the Census Bureau’s NAME or NAMELSAD field
as appropriate from Section 2.2.
8. Once all fields are complete, click OK.
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Figure 6: Project Setup Window for Legal Changes
Note: If a non-legal geography type was selected for Changes Being Processed, the last two fields will be
blank and disabled. Please see Section 2.4 for examples of what this looks like.
9. When this tool is complete, there should now be a folder for the BAS ID in the projects folder.
Inside that folder, there will be a geodatabase (gdb) with reference data in it, an archive folder,
your project .mxd, and change polygons for the submitted change type inside the submission
feature dataset.
Figure 7. Partnership Tools Menu Showing a Folder for the BAS ID in the Projects Folder
Note: The archive folder contains other Census Bureau data that may be useful as well.
10. At this point, there are a few different options for next steps.
•
To create additional changes, proceed to Section 2.4.
•
To remove slivers that you know are present in your new change file, proceed to Section
2.5. Please only proceed straight to the Sliver Blaster if you have no other legal change files
to create as it will run on all change files at the same time.
•
To begin reviewing your changes, proceed to Chapter 3.
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2.4
Create Additional Changes Tool (Optional)
You can run the 2) Create Additional Changes tool to create change files for additional levels of
geography. If you only need changes for one level of geography and they were already made in
the Project Setup Tool, proceed to Section 2.5 if you want to remove slivers or proceed to
Chapter 3 to begin reviewing your changes.
To create additional change types in your project:
1. If you have not prepared your local data already, please refer to Section 2.2 before proceeding
to create legal changes. If you are using this tool to create changes for a non-legal geography,
continue to step 2.
2. Double click on the 2) Create Additional Changes tool.
Figure 8. Partnership Tools Menu with Create Additional Changes Tool Selected
3. To create changes for legal geographies, in the Create Additional Changes window:
•
Enter the 11-digit BAS ID in the BAS ID field.
•
Under Changes Being Processed, choose the type of changes to create from the dropdown
options:
o Incorporated Place.
o County.
o County Subdivision (MCDs).
o Tribal.
o Consolidated City.
•
In the Local Boundary File field, enter the path or navigate to the full boundary polygon.
•
For the Name Field in Local Data, type the name of the field (as it appears in ArcCatalog)
containing the information matching the Census Bureau’s NAME or NAMELSAD field as
appropriate from Section 2.2.
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Figure 9. Create Additional Changes Window for Legal Changes
4. To create changes for any other geography, in the Create Changes window:
•
Enter the 11-digit BAS ID in the BAS ID field.
•
Under Changes Being Processed, choose the type of changes to create from the dropdown
options:
a. CDP.
b. Linear Features.
c. Area Landmark.
d. Point Landmark.
Figure 10. Create Additional Changes Window for Non-Legal Changes
5. Click OK to run the tool.
6. Once the tool is complete, the output will be placed in the geodatabase under the submission
feature dataset.
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Figure 11. Partnership Tools Menu with Geodatabase
7. Repeat steps for any other levels of geography that need changes created.
8. Once all legal changes have been created, users can proceed to Section 2.5 if they want to
automatically remove small sliver polygons.
9. If multiple change feature classes have been created with this tool, it’s recommended to run the
Reformat Working MXD tool however it is not required.
Note: The BAS year used in screenshots throughout this document may vary, however, functionality
remains the same.
2.5
Sliver Blaster Tool (Optional)
The Sliver Blaster tool is useful for governments that have numerous very small change
polygons that are time consuming to manually parse through for deletion. Since the Census
Bureau cannot guarantee inclusion of changes under 30 feet wide, use this tool to remove
changes that are lower than that threshold. Participants can also change the tolerance for
slivers if they know there are small changes that need to be included. This automated tool will
vary in processing time depending on the number of features in the entity.
Note: This tool should only be used on legal geographies. Do not use this on CDPs, linear features, or
landmarks of any kind.
1. Double click on the 3) Sliver Blaster tool.
Figure 12. Partnership Tools Menu with Sliver Blaster Selected
2. In the Sliver Blaster tool window:
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•
The BASID Folder refers to the folder in the projects folder that corresponds with the area
you are working.
•
The Boundary Buffer and Road Buffer fields are set to 15 feet and 30 feet by default but can
be adjusted to accommodate smaller changes.
3. Click OK to run.
Figure 13. Sliver Blaster Window
2.6
Reformat Working MXD Tool (Optional)
An .mxd is created in the Project Setup tool. However if users create many new change feature
classes in the Create Additional Changes tool or if an .mxd becomes corrupted or otherwise
unusable, this tool can be used to recreate the .mxd. If users would prefer to use their own
.mxd, this step is not required.
1. Double click on the 4) Reformat Working MXD tool.
Figure 14. Partnership Tools Menu with Reformat Working MXD Selected
2. The only input for this tool is the Working Folder, which is the folder with the government’s BAS
ID as its name.
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Figure 15. Reformat Working MXD Window
3. Click OK to run the tool.
4. Open the new .mxd and begin working with the change polygons.
Figure 16. Projects Submenu with .mxd file Selected
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CHAPTER 3
REVIEWING AND EXPORTING A SUBMISSION
At this point in the process, a review of the created changes is necessary to ensure proper
attribution is contained in each record. This chapter will discuss the types of changes you may
want to update or remove from your submission based on current relationships within the
Census Bureau data.
1. Please open the .mxd created in the previous chapter and start an editing session. Open
the attribute table for your changes layer(s) so you can go line by line through the requested
changes.
2. Review each change polygon for any of the following potential issues:
•
Required attribution information (Section 3.1)
•
Large boundary corrections (Section 3.2)
•
Boundary-to-Feature Relationships (Section 3.3)
•
Corridors and Offsets (Section 3.4)
As a reminder, the Census Bureau will snap boundary changes to any linear feature that is
correctly located within thirty feet of the change. Additionally, changes that are less than 30 feet
at their widest point may not be incorporated into the Master Address File/Topologically
Integrated Geographic Encoding and Referencing (MAF/TIGER) System due to system
constraints. Refer to the BAS Technical Guide for more information.
3. Edit landmark, feature, and CDP changes as necessary.
4. Save your edits to your change feature classes.
5. Export submission and proceed to Chapter 4.
3.1
Required Attribute Information
It is important to review each change polygon and confirm that the correct attribute
information is included. Without the correct attribute information, the Census Bureau will be
unable to process and incorporate the changes into the MAF/TIGER System.
1. All changes are coded as a “B” for Boundary Correction by the Create Changes tool. If you know
there are legal changes in your file, navigate to the area the legal change is in and select the
change polygon.
2. Update the required fields for the selected change polygon. Refer to Table 3 for the required
attributes that will need to be manually updated. Table 4 lists the acceptable values for each
required field or expected values for fields that do not take a specific Census Bureau code.
3. Once the attribution is updated, save the edits, move to the next change polygon, and repeat
the process in steps 1 and 2.
4. Once the known legal changes are complete, review the rest of the changes using the guidance
in Sections 3.2, 3.3, and 3.4.
Table 3: Required attribution information for the different types of geographic change polygons.
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CHNG_TYPE
NAME
EFF_DATE
AUTHTYPE
DOCU
AREA
RELATE
Annexation/
Addition
✓
✓
✓
✓
✓*
✓*
Deannexation/
Deletion
✓
✓
✓
✓
✓*
✓*
Boundary Correction
✓
✓
✓
Geographic Corridor
✓
✓
✓
Geographic Offset
✓
✓
✓
Disincorporation
✓
✓
✓
✓
✓
New Incorporation
✓
✓
✓
✓
✓
Name Change
✓
✓
✓
✓
✓
(Note: ✓ = Required Field; *DOCU is not required in Georgia, AREA is required in Georgia)
Table 4: Acceptable field inputs for changes submitted to BAS.
ATTRIBUTE FIELD
CHNG_TYPE
DESCRIPTION
Type of area update. Addition and Deletion are used for Tribal
submissions only. Allowable values include:
Annexation/Addition
A
Deannexation/Deletion
D
Boundary Correction
B
Geographic Corridor
C
Geographic Offset
F
Disincorporation
X
New Incorporation
E
Name Change
G
EFF_DATE
Effective date of legal change
AUTHTYPE
Authorization type. Allowable values include:
Ordinance
O
Resolution
R
Local Law
L
State Level Action
S
Executive Order (Tribal)
E
BIA Certification (Tribal)
C
Deed (Tribal)
D
Other
X
DOCU
Supporting documentation number (not the book-deed page,
file name, or plat); not required in the state of Georgia
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ATTRIBUTE FIELD
AREA
Area of update in acres; only required in the state of Georgia
RELATE
3.2
DESCRIPTION
Relationship description.
•
IN
•
OUT
Large Boundary Corrections
The Census Bureau will not accept large boundary corrections that substantially change the
current boundary of a government without the appropriate legal documentation numbers and
effective dates. These large boundary corrections (
Figure 17) may be legal boundary changes that occurred in the past and were never reported to
the Census Bureau.
Figure 17. Large Boundary Corrections
Without the appropriate documentation, the Census Bureau will not accept
large boundary corrections.
If you identify a large boundary correction that is a previous legal change, please do the
following:
1. Submit the appropriate legal documentation number and effective date (no matter how old), so
the changes may be incorporated into the MAF/TIGER System. Refer to Table 3 and Table 4 and
the steps in Section 3.1 to fill out required attribution for legal changes.
2. If legal documentation cannot be provided for any reason, please Contact Us to discuss your
submission options.
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Note: There may be a few instances when large boundary corrections need to be made because of
incorrect digitizing or where the boundary appears in the incorrect location due to other
Census Bureau activities. If unsure how to proceed, Contact Us to discuss submission options.
3.3
Boundary-to-Feature Relationships
Please review all changes to ensure that the correct boundary-to-feature relationships are
being created or maintained. The Census Bureau is aware that many governments base their
legal boundaries on cadastral (parcel-based) right-of-way mapping; however, the Census
Bureau bases maps on spatial data that is topologically integrated (see the BAS Technical Guide
). This helps
establish a more accurate population count for governments.
The Census Bureau will not accept boundary corrections that dissolve the current relationship
between an existing boundary and linear feature without specific instruction that the
relationship is incorrect. The Census Bureau will not incorporate any boundary corrections that
create a 30-foot,or less, gap or overlap between the existing linear feature and boundary into
the MAF/TIGER System. Figure 18 shows an example of changes that will not be accepted.
Figure 18. Small Spatial Correction Not Accepted
Small spatial boundary corrections (<30ft) would dissolve the boundary-tofeature relationship with multiple streets. Incorporating these changes would
affect the population counts for the area. Therefore, the Census Bureau will not
accept these small boundary corrections.
If there are changes in your submission that would remove boundary-to-feature relationships,
use the following information to determine if the change should be kept or deleted from the
submission:
1. Changes that are based on cadastral data and are not legally required to accurately display the
boundary can be deleted from the submission.
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2. If the change is along a roadway and must be incorporated, please consider marking it as an
offset or corridor. Please refer to Section 3.4 to learn how to add corridors and offsets.
3. If the feature is incorrectly located, the change can remain in the submission. Please note the
incorrect feature in the JUSTIFY field.
3.4
Corridors and Offsets
The Census Bureau does not require places and AIAs to report rights-of-way. Geographic corridors are
not essential to the mission of the Census Bureau and the right-of-way should only be included if it is
crucial to the place or AIA, or if state or local laws require it. For more information on appropriate uses
of corridors and offsets, refer to the BAS Technical Guide .
Use the following guidance to properly add and attribute a corridor or offset to your submission:
1. Navigate to the change polygon and select it.
2. Using the Attribute table or the Attribute Window, change the CHNG_TYPE to the appropriate
value. For a corridor set it to C and for an Offset set it to F.
3. If this change is due to legal action, provide the AUTHTYPE, DOCU, EFF_DATE, and AREA as
appropriate as well. Information on these required fields can be found in Section 3.1.
3.5
CDP, Linear Feature, and Landmark Changes
CDPs, linear features, area landmarks (e.g., lakes), and point landmarks (e.g., mountain peaks)
can be updated through BAS, but they are not required. The Census Bureau accepts updates to
these areas in a similar manner to legal boundary changes. However, since they are not legal
governments, no documentation or effective dates are required.
3.5.1
CDP Changes
To create changes to CDPs, make sure you have already run the 2) Create Additional Changes
Tool with CDP selected. That tool creates an empty feature class called bas__changes_cdp.
Each CDP update must have the required attributes and corresponding change type populated
(refer to Table 5). The steps below document how to properly update your CDP layer.
Table 5: Required Attribution for CDP Changes
CHNG_TYPE
NAME
RELATE
✓
Boundary Correction
✓
B
✓
Delete CDP
✓
X
✓
New CDP
✓
E
✓
Name Change
✓
G
✓
(Note: ✓ = Required Field)
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1. Start an editing session if you have not already. Navigate to the area where you would like to
modify, add, or remove a CDP. Make sure the Create Features window is open as it should list
all the appropriate types of CDP edits you may want to make.
Figure 19: The Editor Toolbar with the Create Features Tool highlighted
Figure 20: The Create Features window as it appears in ArcMap
2. To modify a CDP’s shape, you will use the built in ArcGIS edit tools to draw the difference
between the boundaries as you would like it to appear. Select the BC (Boundary Correction)
template for these changes and draw the areas that should be added or removed from the CDP.
Once the polygon is complete, update the following fields in the attribute table:
a. Enter the feature name in the NAME field. If you’re not sure of the name, you can use the
identify tool to get the name from the bas_cdp layer.
b. Fill out the RELATE field to designate if the area is being added (IN) or removed (OUT) from
the CDP.
c. Make sure the CHNG_TYPE field has the appropriate designator (B). If it does not, change it
to B.
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Figure 21. A Boundary Correction to CDP A
3. To modify a CDP’s Name:
a. Select the CDP from the bas_cdp layer. Copy and paste it into the bas__changes_cdp layer.
b. Begin editing the attributes for the pasted change. Enter a ‘G’ in the CHNG_TYPE field and
enter the new name in the NAME field.
4. To add a CDP, use the built in ArcGIS edit tools to draw the new boundaries as you would like it
to appear, using the New Incorporation template. Once the polygon is complete, make sure to
update the following fields in the attribute table:
a. Enter the new name in the NAME field.
b. Make sure the CHNG_TYPE field has the appropriate designator (E). If it doesn’t, change it to
‘E.’
5. To delete a CDP:
a. Select the CDP from the bas_cdp layer. Copy and paste it into the bas__changes_cdp layer.
b. Begin editing the attributes for the pasted change. Enter an ‘X’ in the CHNG_TYPE field.
3.5.2
Linear Feature Changes
The Census Bureau will accept linear feature modifications when needed. If you have linear
feature changes to submit, make sure you have already run the 2) Create Additional Changes
Tool with Linear Features selected. That tool creates an empty feature class called
bas__ln_changes. There are multiple valid approaches to populating this layer
with appropriate change data. Since these would include potential updates to local data
sources, we cannot say which would be most appropriate for each individual user.
Each linear feature update must have the required attributes and corresponding change type
populated (refer to Table 6). If the correct attribution is not provided, the Census Bureau will
not make the correction for this BAS cycle. The steps below document how to properly update
your linear feature layer.
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Table 6: Required Attribution for Linear Feature Updates
CHNG_TYPE
TLID
Add
Feature
✓
AL
Delete
Feature
✓
DL
✓
Rename
Feature
✓
CA
✓
Recode
Feature
✓
CA
✓
FULLNAME
MTFCC
LTOADD
RTOADD
LFROMADD
RFROMADD
✓
✓
✓
✓
✓
✓
✓
✓
(Note: ✓ = Required Field; LTOADD, RTOADD, LFROMADD, and RFROMADD are not required but requested only
for Add Feature records)
1. Some possible methods for adding lines include:
•
Load the data (with or without a query) into the changes feature class so that individual
fields can be mapped into the Census Bureau requested schema.
•
During an edit session, trace the local data source or create streets from imagery using the
appropriate bas__ln_changes template to create new records, or
•
During an edit session, copy and paste data from the local streets data source.
2. For adding linear features, modify the attribution for the features using your preferred editing
method:
a. Enter ‘AL’ in the CHNG_TYPE field (if it is not already populated) and enter the appropriate
MTFCC in the MTFCC field. If the feature has a name, enter the name in the FULLNAME
field.
b. If this is a new street (MTFCC starts with S), you must provide the name of the street in the
FULLNAME field and you may also provide Address Ranges (LTOADD, RTOADD, LFROMADD,
and RFROMADD).
3. To modify or delete lines, start an edit session if you haven’t already. Then copy and paste the
records from the bas_edges feature class you want to change. By doing this you preserve the
TIGER/Line ID (TLID) in the TLID field to ensure the correct features are affected.
4. If a feature that does not exist is in the Census Bureau’s feature network, mark the feature for
deletion by entering ‘DL’ in the CHNG_TYPE field.
5. If a feature is in the incorrect location in the Census Bureau’s feature network, mark the feature
for deletion and re-add it in the correct location using the steps laid out above. Only do this if
the feature is very far off, or it is in the wrong position relative to boundaries or other features.
6. If a feature has an incorrect name and/or MTFCC, enter ‘CA’ in the CHNG_TYPE field. Populate
the correct MTFCC in MTFCC and/or the correct name in FULLNAME.
Note: A list of MTFCCs can be found at .
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3.5.3
Area Landmark, Hydrographic Area, and Point Landmark Updates
Area landmarks, hydrographic areas (e.g., lakes), and point landmarks (e.g., mountain peaks)
can be updated through BAS, but are not required. Hydrographic area changes should be
included in the area landmark changes file so for this section the term “area landmark” includes
hydrographic updates. Landmark updates that are accepted through BAS are listed in Table 7
For more guidance on MTFCCs, acceptable values, and how they are used, please visit
.
Table 7: Examples of acceptable landmark updates
Area Landmarks
•
•
•
•
•
Area or Point Landmarks
•
•
•
•
•
•
Water bodies
Swamps
Quarries
National parks
Forests
Point Landmarks
•
Airports
Parks
Schools
Golf courses
Museums
Cemeteries
•
•
•
Mountain peaks or
summits
Libraries
City halls
Community centers and
police stations
It is important to note that the Census Bureau cannot delete or modify any point landmarks
imported from the USGS GNIS database. Therefore, changes submitted for the following types
of landmarks may be left unchanged even though they are acceptable updates:
•
K2451 (Airport).
•
K2582 (Cemetery).
•
C3022 (Summit or Pillar).
•
C3081 (Locale or Populated Place).
•
C3061 (Cul-de-sacs).
In order to submit updates, make sure you have run the 2) Create Additional Changes Tool
with Point Landmark or Area Landmark selected as described in Section 2.4 for each type of
change you want to submit. That tool creates an empty feature class called bas__pointlm_changes or bas__arealm_changes based on the requested input.
The types of updates that can be submitted for point and area landmarks are laid out in Table
8.
Table 8: Methods for Updating Landmarks
Area
(arealm_changes)
Update Type
U.S. Census Bureau
Points
(pointlm_changes)
Boundary Corrections
(adding and removing area)
✓
Create New
✓
✓
Remove
✓
✓
Name changes
✓
✓
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Each area landmark or hydrographic area update must have the required attributes and
corresponding change type populated (refer to Table 9). The steps below document how to
properly update your point and area landmark changes layer(s).
Table 9: Required Attribution for Point Landmark, Area Landmark, and Hydrographic Area Updates
FULLNAME
Boundary Correction
(Area landmarks only)
✓
Delete Landmark
CHNG_TYPE
RELATE
MTFCC
AREAID/POINTID
✓
B
✓
X
✓
✓
Change Landmark Name
✓
✓
G
New Landmark
✓
✓
E
✓
✓
✓
(Note: ✓ = Required Field)
1. To modify the shape of an area landmark, create the change polygons using the built in ArcGIS
Editing tools in the Create Features window. This window should list all the appropriate types of
landmark edits you may want to make. Select the Boundary Correction template for these
changes and draw the areas that should be added or removed from the landmark.
2. Once you have completed the change polygon, modify the attribution for the features using
your preferred editing method:
a. Enter the feature name in the FULLNAME field. If you’re not sure of the name, you can use
the identify tool to get the name from the bas_arealm and/or bas_water layer.
b. Fill out the RELATE field to designate if the area is being added (IN) or removed (OUT) from
the area landmark.
c. Make sure the CHNG_TYPE field has the appropriate designator (B). If it doesn’t, change it
to B.
3. To add new features, use the built in ArcGIS editing tools to create new point/area landmarks or
to copy/paste landmarks from another data source.
a. Enter the name of the new feature in the FULLNAME field.
b. Enter an MTFCC in the MTFCC field. The acceptable MTFCC codes for new landmarks are
listed at .
c. Make sure the CHNG_TYPE field has the appropriate designator (E). If it doesn’t, change it to
‘E.’
When adding new area landmarks, please only add the following types of areas:
•
Water bodies.
•
Glaciers.
•
Airports.
•
Cemeteries.
•
Golf courses.
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•
Parks.
The Census Bureau cannot add other types of areas at this time (although some may already
exist in the MAF/TIGER System).
Note: If adding an MTFCC K2457 (Airport – Area Representation) area landmark, please limit the updates
to major airports (major regional and international airports). The feature should show the full
extent of the airport facility, that is, do not limit the addition to simply the landing strips.
4. To delete any type of landmark, copy and paste the records from the bas_arealm, bas_pointlm,
or bas_water feature class that you want to remove into the appropriate changes feature class.
Edit the CHNG_TYPE field so that they are marked with an ‘X.’
5. To modify the location of a point landmark, mark the feature for deletion and re-add it in the
correct location using the steps laid out above. Only do this if the feature is very far off or in the
wrong position relative to boundaries or other features.
6. If a landmark has an incorrect name and/or MTFCC, copy and paste the records from the
bas_arealm, bas_pointlm, or bas_water feature class that you want to remove into the
appropriate changes feature class. Enter ‘G’ in the CHNG_TYPE field. Populate the correct
MTFCC in MTFCC and/or the correct name in FULLNAME.
3.6
Attribute Check Tool
This tool is used to verify that there are no inconsistencies with the data included in the
submission. Run this tool during or after change polygons have been reviewed for spatial
accuracy to produce a report of attribution errors. It may also run for all levels of geography
that have changes since it is run on each individual change file.
1. Double click on the 5) Attribute Check tool.
Figure 22. Partnership Tools Menu with Attribute Check Selected
2. In the Attribute Check window:
•
The Change File should be the change file created in the 2) Create Additional Changes Tool
to generate a report.
•
In Geography Type, choose the type of geography being worked on from the dropdown. The
same options as the Create Changes tool are available here.
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•
The last input is the optional check box for Includes Changes in Georgia. This box only needs
to be checked if responding in the state of Georgia.
Figure 23. Attribute Check Window
3. Click OK to run the tool.
4. There should now be a text file in the working folder called attribute_check_.txt
containing all the discrepancies identified in the change file that still need to be fixed.
Figure 24. Projects Submenu Showing an Attribute Check Text File
5. Reopen the working .mxd and correct any attribution errors identified in the error text file. Use
the tables in the above sections to assist in correcting those errors.
3.7
Export Submission Tool
Upon review of the changes file and the attribute error report, the finalized changes may be
exported for submission to the Census Bureau. This tool can also be used to provide updated
contact information with the submission.
Note: This tool does not submit the changes, it just makes a file for submission. Please follow steps listed
in Chapter 4 to submit the changes through the Secure Web Incoming Module (SWIM).
1. Double click on the 6) Export Submission Files tool.
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Figure 25. Partnership Tools Menu with Export Submission Files Selected
2. In the Export Submission Files tool window:
•
Enter the 11-digit BAS ID in the BAS ID field.
•
Parcel data can be included as supplemental information in the Parcels field. This is an
optional field so it can also be left blank.
•
Under Additional Files, drag in or navigate to any additional files to be included in the
submission. This can include streets data, maps, legal documentation, or any other helpful
supporting data. This is an optional field so it can also be left blank. There is no need to add
the changes layers here as the tool will handle those already based on the BAS ID.
•
For BAS Contact, Entity Name, Contact Title or Department Name, Address, Email, and
Phone Number, please include any or all contact information updates that are to be sent to
the Census Bureau. These fields can be left blank if there are no updates, though if someone
other than the BAS Contact prepared the submission, include the contact information.
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Figure 26. Export Submission Files Window
3. Click OK to run the tool.
4. When the tool completes, a new browser window will open and load the SWIM webpage. The
zip file with your submission will be located inside the BAS ID folder and named
BAS__return.zip.
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CHAPTER 4
SUBMIT CHANGES TO THE CENSUS BUREAU
All participants must use the Secure Web Incoming Module (SWIM) to submit their changes to
the Census Bureau. Due to security requirements, the Census Bureau cannot accept
submissions via File Transfer Protocol, email, or any protocol other than the SWIM site.
To upload and transmit update files to the Census Bureau, participants must access their
accounts for SWIM.
1. Open a web browser window and enter the SWIM URL: .
SWIM runs on the two most recent versions of each of these major browsers:
•
Microsoft Edge®
•
Google Chrome®
•
Mozilla Firefox®
•
Apple Safari®
2. Participants who already have a SWIM account should proceed to Step 4 to log in.
3. Participants who do not have a SWIM account click ‘Register Account’:
•
Enter the 12-digit token provided by the Census Bureau.
•
Create a password following the five criteria below:
a. Username and password are case sensitive.
b. It must be at least eight characters in length.
c. It must have at least one upper case character.
d. It must have at least one lower case character.
e. It must have at least one number.
f. It must have at least one special character (valid characters are: #, !, $, &, ?, ~).
•
Complete the registration information form.
4. Log in to SWIM using your email address and password.
5. Upload a BAS submission:
a.
b.
c.
d.
e.
f.
g.
h.
Select the Start New Upload button.
Select the BAS radio button.
Select the Entity type (State, Place, County, MCD, Tribal Area, or Consolidated City).
Select the State and County.
Click the + Add File button.
Select the .zip file to upload.
Double-click on the .zip file to upload. Add additional files in the same manner.
Add any additional information to the Comments field.
6. Click Next. A Thank You screen will appear.
7. Logout of SWIM.
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4.1
Troubleshooting SWIM
If you are having trouble accessing your SWIM account, here are some tips for using SWIM:
•
SWIM email addresses and passwords are case sensitive.
•
If you forgot your password, participants may reset their password using the “Forgot your
password?” link on the login page. Follow the prompts to enter the case-sensitive email
address and provide the security answer. If the security answer is correct, the SWIM system
sends a password reset link to the email account for use in resetting the password. Once
logged into SWIM, users can modify their password and security answer by selecting the
‘Change Security’ link at the top, right-hand side of the page.
•
If you cannot recover your password through the “Forgot your Password?” menus, please
email with the subject line “SWIM Account Assistance” with a brief
description of the issue.
•
SWIM accounts are specific to users, not to your government so we do not advise sharing an
account. You may always request another account for a new BAS Contact.
•
If you already created an account through another program such as PSAP, LUCA, or GSS, you
do not need another account. You may use the same previously established login
information.
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Boundary and Annexation Survey Geographic
Update Partnership Software How-to Guide
Instructions for Participating in the Boundary and Annexation Survey Using the Geographic
Update Partnership Software
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TABLE OF CONTENTS
Introduction ..........................................................................................................................viii
A.
The Boundary and Annexation Survey ........................................................................ viii
B.
Key Dates for BAS Respondents .................................................................................. viii
C.
Adjacencies and Legal Disputes ................................................................................... viii
D.
Contact Us ..................................................................................................................... ix
E.
Resources ...................................................................................................................... ix
Chapter 1 Getting Started with GUPS .................................................................................... 1
1.1
Downloading and Installing GUPS .................................................................................. 1
1.1.1 System Requirements ................................................................................................ 1
1.1.2 Installing GUPS........................................................................................................... 2
Chapter 2 Starting a BAS Project ........................................................................................... 3
2.1
Creating a Project ........................................................................................................... 3
2.2
Accessing BAS Partnership Shapefiles ............................................................................ 6
2.2.1 Census Web (Recommended) .................................................................................... 6
2.2.2 CD/DVD...................................................................................................................... 7
2.2.3 My Computer ............................................................................................................. 7
2.3
GUPS Overview .............................................................................................................. 8
2.3.1 Adding Local Data ...................................................................................................... 8
2.3.2 Basic Map Tools ......................................................................................................... 9
Chapter 3 Geographic Review and Update .......................................................................... 10
3.1
Creating Change Files ................................................................................................... 10
3.2
Legal Changes ............................................................................................................... 10
3.2.1 Documentation for Legal Tribal Changes ................................................................. 10
3.2.2 Creating Legal Changes ............................................................................................ 11
3.2.3 Adding Area Through Legal Change ......................................................................... 12
3.2.4 Removing Area Through Legal Change .................................................................... 13
3.3
Boundary Corrections .................................................................................................. 13
3.4
Linear Features............................................................................................................. 14
3.4.1 Adding Linear Features ............................................................................................ 15
3.4.2 Deleting and Restoring Linear Features ................................................................... 16
3.4.3 Modifying Linear Feature Attributes ........................................................................ 16
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3.5
New Incorporations and Disincorporations .................................................................. 17
3.5.1 New Incorporations ................................................................................................. 17
3.5.2 Disincorporations..................................................................................................... 20
3.6
Census Designated Places (CDPs) ................................................................................. 21
3.6.1 Creating CDP Changes.............................................................................................. 22
3.6.2 Adding Area To a CDP .............................................................................................. 22
3.6.3 Removing Area From a CDP ..................................................................................... 22
3.6.4 Creating a new CDP ................................................................................................. 23
3.6.5 Deleting an existing CDP .......................................................................................... 25
3.7
Point Landmarks........................................................................................................... 25
3.7.1 Adding a Point Landmark ......................................................................................... 26
3.7.2 Deleting a Point Landmark ....................................................................................... 26
3.7.3 Modifying Point Landmark Attributes...................................................................... 26
3.8
Quality Checks .............................................................................................................. 27
3.9
Exporting Changes to ZIP.............................................................................................. 28
Chapter 4 Submit Changes to the Census Bureau ................................................................ 30
4.1
Troubleshooting SWIM ................................................................................................ 30
Appendices ............................................................................................................................ 32
Appendix A
GUPS Mapping Tools...................................................................................... A-1
A1
Standard Toolbar........................................................................................................ A-1
A2
BAS Toolbar ................................................................................................................ A-3
A3
Add Data Toolbar ....................................................................................................... A-4
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LIST OF TABLES
Table 1: System Requirements for GUPS ...................................................................................... 1
Table 2: Standard Toolbar Tool Names and Descriptions .......................................................... A-1
Table 3: BAS Toolbar Tool Names and Descriptions .................................................................. A-3
Table 4: Add Data Toolbar Tool Names and Descriptions ......................................................... A-4
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LIST OF FIGURES
Figure 1. QGIS Icon ........................................................................................................................ 3
Figure 2. The Map Management tool on the Standard toolbar..................................................... 3
Figure 3. Map Management options for BAS. ............................................................................... 3
Figure 4: Dialog box for choosing upload options for the Census Bureau Partnership Shapefiles 4
Figure 5. Map Management options for Tribal BAS ...................................................................... 5
Figure 6. Tribal BAS Entity Type drop down options ..................................................................... 5
Figure 7. A filled Map Management window with adjacent counties listed in yellow. ................. 6
Figure 8. Dialog box for choosing upload options for the Census Bureau Partnership Shapefiles 6
Figure 9. The Partnership Shapefile Batch Download Page ........................................................... 7
Figure 10. Example of the downloaded zip in Edge browser. This prompt will look different
depending on which browser is used. .............................................................................. 7
Figure 11. Zip files within zip files ................................................................................................. 8
Figure 12. Add Data toolbar .......................................................................................................... 9
Figure 13. Add Vector Layer tool ................................................................................................... 9
Figure 14. Standard toolbar .......................................................................................................... 9
Figure 15. BAS toolbar................................................................................................................... 9
Figure 16. Modify Area Feature tool on the BAS toolbar ............................................................ 11
Figure 17. Modify Area Feature window ..................................................................................... 12
Figure 18. Add Area tool in the Modify Area Feature window .................................................... 12
Figure 19. Create Change Polygons window for legal changes ................................................... 12
Figure 20. Remove Area tool in the Modify Area Feature window ............................................. 13
Figure 21. The Modify Area Feature window with the geography type and government selected
....................................................................................................................................... 14
Figure 22. Modify Area Feature change type dialog box ............................................................. 14
Figure 23. Add Linear Feature Dialog Box ................................................................................... 15
Figure 24. Adding a boundary line in GUPS as a Nonvisible Legal/Statistical Boundary line ....... 15
Figure 25. Delete/Restore Linear Feature tool on the BAS toolbar ............................................. 16
Figure 26. X'd out symbology of a linear feature marked for deletion ........................................ 16
Figure 27. Modify Linear Feature Attributes tool on the BAS toolbar ......................................... 16
Figure 28. Modify Linear Feature Attributes dialog box .............................................................. 17
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Figure 29. Modify Area Feature tool ........................................................................................... 18
Figure 30. The Add Entity tool on the dialog box toolbar ............................................................ 18
Figure 31. Modify Area Feature tool example for new incorporation, "New Place" ................... 18
Figure 32. An example for a new government "New Place" symbology and placeholder Federal
Information Processing Standards (FIPS) code............................................................... 19
Figure 33. The Delete Area Feature tool in the dialog box toolbar ............................................. 20
Figure 34. The Modify Area Feature box for Delete Area Feature tool ....................................... 21
Figure 35. Confirmation of area feature deletion ....................................................................... 21
Figure 36. Symbolization of CDPs on the map ............................................................................. 21
Figure 37. Modify Area Feature tool, select Geography as Census Designated Place (CDP). ...... 22
Figure 38. The Add Area tool is a green plus sign ........................................................................ 22
Figure 39. The Remove Area tool is a red minus sign .................................................................. 23
Figure 40. Select the Add Entity tool to create a new CDP .......................................................... 23
Figure 41. The pop-up shows if an area does not meet minimum requirements for a CDP. ....... 23
Figure 42. Modify Area Feature window for a new CDP. ............................................................ 24
Figure 43. The BAS Criteria Review tool icon in the BAS toolbar. ................................................ 24
Figure 44. The BAS Criteria review tool shows where a CDP may not meet minimum criteria. .. 24
Figure 45. Confirmation window for CDP Criteria. ...................................................................... 25
Figure 46. Delete Area Feature tool ............................................................................................ 25
Figure 47. Deletion confirmation window ................................................................................... 25
Figure 48. The Add, Modify, and Delete Point Landmarks tools ................................................. 25
Figure 49. The Add Point Landmark dialog box ........................................................................... 26
Figure 50. The Delete Point Landmark tool ................................................................................. 26
Figure 51. Delete Point Landmark window ................................................................................. 26
Figure 52. The Edit Point Landmark tool ..................................................................................... 27
Figure 53. The Edit Point Landmark dialog box ........................................................................... 27
Figure 54. The Review Change Polygons tool on the BAS toolbar ............................................... 27
Figure 55. An example of the Find Holes tool in the Tribal BAS module ..................................... 28
Figure 56. Select Output Type Dialog Box ................................................................................... 28
Figure 57. GUPS User Contact Information Form ........................................................................ 29
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OMB Control No.: 0607-0151
Expiration: 11-30-2024
INTRODUCTION
A.
The Boundary and Annexation Survey
The Boundary and Annexation Survey (BAS) provides tribal, state, and local governments an
opportunity to review the Census Bureau’s legal boundary data to ensure the Census Bureau
has the correct boundary, name, and status information. BAS also allows participants to review
and provide updates to Census Designated Places (CDPs). Maintaining correct boundaries helps
ensure that the Census Bureau assigns the appropriate housing and population counts to each
government.
BAS fulfills the agency’s responsibility as part of the National Spatial Data Infrastructure, for
which the Office of Management and Budget (OMB) Circular A–16 designates the Census
Bureau as the lead federal agency for maintaining national data about legal government
boundaries, as well as statistical and administrative boundaries. BAS supports the spatial data
steward responsibilities of the OMB E-Gov, Data.gov, the National Map, the Geographic Names
Information System, the Federal Geographic Data Committee, and the Geospatial One-Stop.
Title 13, Section 6, United States Code authorizes this survey.
The Census Bureau uses the boundaries collected in BAS to tabulate data for various censuses
and surveys including the decennial census, American Community Survey (ACS), and Population
Estimates Program (PEP). It also uses the legal boundaries collected through BAS to support
several other programs such as Congressional and State Legislative redistricting, the Economic
Census, the Geographic Update Population Certification Program, and the Special Census
program.
B.
Key Dates for BAS Respondents
January 1
Boundary updates must be legally in effect on or before this date to be reported
in the current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in
the ACS and PEP data and in next year’s BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in
next year’s BAS materials.
C.
Adjacencies and Legal Disputes
The Census Bureau will not make any boundary change that affects adjacent legal governments
without the appropriate documentation. Please review any changes that affect adjacent
governments to determine if they are intentional legal changes.
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If the Census Bureau discovers that an area of land is in dispute between two or more
jurisdictions, the Census Bureau will not make any boundary corrections until the parties come
to a written agreement, or there is a documented final court decision regarding the dispute.
To learn more, please contact the Census Bureau Legal Office at 1-301-763-2918.
For disputes involving tribal areas, the Census Bureau must defer to the Office of the Solicitor at
the Department of the Interior for a legal opinion. Often complicated land issues require an
extended period for resolution, and in those cases, the Census Bureau will retain the current
boundary in the database until a legal opinion is issued by the Solicitor's office.
D.
Contact Us
If assistance is required in preparing your BAS submission or if you are experiencing issues with
the Geographic Update Partnership Software (GUPS), please contact the Census Bureau at
or 1-800-972-5651.
When emailing , please include the following details:
E.
•
BAS ID and Government Name,
•
Level of geography for which you are submitting,
•
Contact information such as a phone number or email address,
•
Version of GUPS you are using,
•
Full text of the error message received as a screenshot or text (if applicable), and
•
Screenshots of discrepancies (if applicable).
Resources
Additional resources are available on our website. Technical documentation and helpful videos
are also available to walk through the BAS submission process.
Technical Documentation
For more technical information about Census Bureau geography, BAS submission information,
change types, and shapefiles, see the BAS Technical Guide at .
For supplemental information on functions within GUPS that are specific to QGIS, a QGIS user’s
manual can be found at: .
GUPS Installation files: .
Videos
The Census Bureau created training videos to give BAS participants detailed instructions and
information on how to report and submit BAS changes. These videos are available on the BAS
website at: .
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CHAPTER 1
GETTING STARTED WITH GUPS
The Geographic Update Partnership Software (GUPS) is a user-friendly geographic information
system (GIS) that is customized for each of the Census Bureau’s geographic partnership
programs. GUPS features a BAS and Tribal BAS module which offers tools specific to the BAS
program and allows participants to create a standardized submission. This allows the Census
Bureau to easily process returned BAS files. GUPS is designed to be a digital method to mimic
paper map updates, allowing for more accurate digital submissions that are created with
imagery and geospatial reference data in mind.
1.1
Downloading and Installing GUPS
GUPS is available for installation two ways: direct download from the BAS website or by request
on CD/DVD. GUPS is available for download directly from the BAS website
. If
a CD/DVD is requested through the Annual Response Form
a package will be shipped to the participant that
includes a CD/DVD containing GUPS, this How-to Guide in portable document format (.pdf), a
read me text (.txt) file, and a CD/DVD containing BAS shapefiles. See Section 1.1.2 for step-bystep installation instructions.
Once GUPS is installed, BAS shapefiles can be imported from the BAS website directly to the
GUPS application. If a participant requests GUPS software on CD/DVD, the shapefiles are
included. Use the Annual Response Form to request a data CD/DVD.
1.1.1
System Requirements
Before beginning the installation, check that the computer has the capabilities needed to run
GUPS. GUPS is based on QGIS, a free and open-source desktop GIS application. To learn more
about QGIS, visit their website at . The GUPS application was
developed for use in a desktop PC or a network environment.
Table 1 lists the hardware and software requirements to install and run GUPS.
Table 1: System Requirements for GUPS
Hardware
Operating System
Disk Space Needed to Run GUPS:
Windows®:
4 GB
To run GUPS, Windows users need one of the following
operating systems:
Disk Space Needed to Store
Shapefiles:
Shapefile sizes vary. To view the size
of the shapefiles, right-click, and
choose Properties in the drop-down
menu. The Files Properties box will
open and display the folder size.
Select multiple files/folders in the
U.S. Census Bureau
•
•
Windows 10®
Windows 11®
Apple®:
Mac OS X® users must secure a license for Microsoft Windows
and use a Windows bridge. The suggested bridge software is
Boot Camp®, which comes pre-installed on all Mac computers.
BAS Geographic Update Partnership Software (GUPS) How-to Guide
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Hardware
Operating System
list to view their properties via the
same method.
Locate instructions for using Boot Camp at:
.
RAM:
4 GB minimum, 8 GB or more
recommended for optimal
performance.
IMPORTANT: Since Boot Camp requires a restart of the
computer to set up the bridge, be sure to print the instructions
provided at the URL above before beginning installation.
1.1.2
Installing GUPS
GUPS is available for download from the BAS website or from the CD/DVD requested through
the Annual Response Form. This software should run automatically from the CD/DVD. If it does
not, navigate to the CD/DVD drive and begin with Step 2.
1. Unzip the file “gups.zip” and extract all contents of the unzipped package to a folder on the
computer.
2. Click the Setup-x.x.x batch file to start the installation.
3. When the installer opens, the Welcome to the QGIS GUPS Setup Wizard screen will appear.
Follow the instructions on the Wizard and click the Next button.
4. The License Agreement screen will appear. Review the License Agreement and click the I Agree
button to continue the install process.
5. The Choose Install Location screen will appear. Click the Browse button to choose the location
where GUPS will be installed. It is recommended to install the application at the default location
shown (C:\Program Files\QGIS GUPS). Click Next to continue the install process.
6. The Choose Components screen will appear. The Select Components to Install box will be
grayed out as it is the default. Click Install to continue.
7. The software should take five to ten minutes to complete the install. When the install is
complete, the Completing the QGIS GUPS Setup Wizard screen will appear. To complete the
install, click the Finish button at the bottom of the screen.
Note: Many agencies/organizations require certain security privileges to download and install external
software. Work with your local Information Technology (IT) staff person to acquire those
privileges or ask they assist with GUPS installation. Please note that GUPS users with different
security privileges than the IT staff person that installed the software will encounter problems
accessing the directories and plugins needed to operate GUPS if the software is not installed
under the user’s profile. To correct this, have the IT staff person reinstall GUPS under the user’s
profile using the user’s credentials. If installation problems remain, Contact Us for installation
assistance.
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CHAPTER 2
2.1
STARTING A BAS PROJECT
Creating a Project
Once installed, open GUPS by clicking on the QGIS icon that appears after the installation is
complete.
Figure 1. QGIS Icon
Once open, you can begin to set up your BAS project.
1. To set up your BAS project, you will use the Map Management tool. This tool should open
automatically when you open QGIS, however if it does not, you can click on the icon that looks
like a map with a north arrow.
Figure 2. The Map Management tool on the Standard toolbar
a. You will use the Map Management tool to set up your workspace and download the Census
Bureau’s shapefiles for review.
Figure 3. Map Management options for BAS.
Note: If you open Map Management and the options are only for previous year’s BAS or Tribal BAS,
update your version of GUPS to the current version (Section 1.1).
b. Within the Map Management window, select a Program:
i. If you are a non-tribal government, select 2023 Boundary and Annexation Survey and
continue with step c.
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ii. If you are a tribal government, select 2023 Tribal Boundary and Annexation Survey and
continue with step d.
c. For BAS fill the following:
i. State: The working state your government is within.
ii. Working County: The working county is the county your government is within. If your
government is in two or more counties, you will have to create a project for each county
your government is in.
iii. A dialogue box will appear which will allow you to select the data resource for the
working county. The options to import current BAS Partnership Shapefiles into the
project include:
(1) Census Web: shapefiles directly from the Census Bureau website,
(2) CD/DVD: use a disc to import the shapefiles, or
(3) My Computer: select shapefiles from a location on your hard drive.
See Section 2.2 for more information on importing BAS Partnership Shapefiles into the
GUPS project.
Figure 4: Dialog box for choosing upload options for the Census Bureau Partnership Shapefiles
iv. Entity Type: the type of the government you are reporting for.
v. Entity Name: the name of the government you are reporting for.
vi. A list will appear below the chosen government name that contains the names of all the
counties in the selected state. The names of the counties that are adjacent to the
working county will show up at the top of the list highlighted in yellow. You have the
option to check any counties, including the adjacent counties, that you may want to
visualize on the map. If your government is in two or more counties, you will want to
select the additional county or counties at this time. You will still only be able to make
changes inside the working county.
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d. For Tribal BAS fill the following:
Figure 5. Map Management options for Tribal BAS
i.
Entity Type: Alaska Native Regional Corporation, Hawaiian Home Land, or
Reservation/Trust Land.
Figure 6. Tribal BAS Entity Type drop down options
ii. Entity Name: Select the name of the area you are reporting changes for from the dropdown menu. This drop-down menu does not include the names of the tribe or tribal
governments.
iii. A dialogue box will appear which will allow you to select the data resource for the
working entity. The options to import current BAS Partnership Shapefiles into the
project include:
(1) Census Web: shapefiles directly from the Census Bureau website,
(2) CD/DVD: use a disc to import the shapefiles, or
(3) My Computer: select shapefiles from a location on your hard drive.
See Section 2.2 for more information on importing BAS Partnership Shapefiles into
the GUPS project.
iv. A list will appear below the government name that contains the names of all the
counties in the selected tribal reservation or trust lands. The names of the counties that
are adjacent to the working county will show up at the top of the list highlighted in
yellow. You have the option to check any counties, including the adjacent counties, that
you may want to visualize on the map.
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Figure 7. A filled Map Management window with adjacent counties listed in yellow.
2. Finally, select Open and the Census Bureau data for your government will appear in your map
screen.
2.2
Accessing BAS Partnership Shapefiles
This section expands on the options to import current BAS Partnership Shapefiles into your
project. The options will appear during Map Management setup after selecting the working
county.
Figure 8. Dialog box for choosing upload options for the Census Bureau Partnership Shapefiles
2.2.1
Census Web (Recommended)
BAS Partnership Shapefiles can be pulled directly into the application from the BAS website
when working in GUPS by choosing the Census Web option during project setup. Users can load
the shapefiles as needed or load multiple county files at once. This is the preferred method for
loading the BAS Partnership Shapefiles into GUPS as it ensures that required files are placed in
the correct location for the application to access.
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2.2.2
CD/DVD
The GUPS CD/DVD comes preloaded with the required Census Bureau partnership shapefiles.
This option is great for limited or no internet access.
When the CD/DVD option is selected, the GUPS application unzips the files and places them
into a pre-established folder created on the computer’s home directory during the installation
process (C:\GUPSGIS\gupsdata\BAS2023\shape). It then displays them in the application and
manages the files. There is no need for the user to take any further action.
2.2.3
My Computer
When the My Computer option for loading files is selected, the user must first download the
shapefiles from the BAS website. GUPS will then import them after the user selects the folder in
which they are located. The Census Web option does this process automatically. To use the My
Computer option:
1. Navigate to the BAS Partnership Shapefiles page at .
2. Under ‘2023 Partnership Shapefiles’ in the ‘Select a Geography’ drop-down box, select the name
of the state in which the government is located from the drop-down list.
3. Select the county(ies) or county equivalent(s) needed by clicking the box next to it. Up to five (5)
counties may be selected at one time. Once the counties selection is complete, click the Submit
button at the bottom left-hand side of the page. Tribal BAS participants should download any
counties within their working area.
Figure 9. The Partnership Shapefile Batch Download Page
4. A prompt to save the file(s) appears.
Figure 10. Example of the downloaded zip in Edge browser. This prompt will look different depending
on which browser is used.
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5. Click the down arrow next to Save and select ‘Save As’ in the drop-down list. The Save As dialog
box appears, with the file appearing in the File Name field. If more than one county was
selected, a single zip file containing the selected counties is saved.
Figure 11. Zip files within zip files
6.
7.
8.
9.
10.
2.3
In the Save As dialog box, select a location in the home directory to save the files.
Click the Save button to save the files in the selected location.
To obtain shapefiles for additional counties, repeat the download process as needed.
Unzip all the zip files to your working folder.
When the geography is selected in GUPS, the application asks to specify the location. Select ‘My
Computer’. When a selection is made, GUPS asks to select a directory. Navigate to the location
where the files were saved and select those to be uploaded. GUPS loads the files, then moves
them to the pre-established folder in the home directory.
GUPS Overview
Once the project is loaded and open, review the current Census Geography in the map to find
areas that need to be updated.
BAS participants can use the BAS Module in GUPS to:
•
Add, delete, and modify legal governments (Counties [and equivalent areas], Minor Civil
Divisions (MCDs), Incorporated Places, and Consolidated Cities).
•
Add, delete, and modify CDPs.
•
Add, delete, and modify linear features (roads, railroads, and hydrography).
•
Add, delete, and modify area landmarks, hydrographic areas, and point landmarks.
•
Provide address data for newly annexed areas.
Tribal BAS participants can use the Tribal BAS Module in GUPS to:
•
Add, delete, and modify legal governments (Federally Recognized Reservation and OffReservation Trust lands, and Tribal Subdivisions).
•
Add, delete, and modify CDPs.
•
Add, delete, and modify linear features (roads, railroads, and hydrography).
•
Add, delete, and modify area landmarks, hydrographic areas, and point landmarks.
•
Provide address data for newly added areas.
2.3.1
Adding Local Data
To import your own imagery, geodatabase, shapefiles, web mapping service, or other data
layers into GUPS use the Add Data toolbar.
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Figure 12. Add Data toolbar
Although shown in a horizontal position in Figure 12, the Add Data toolbar appears arranged
vertically to the left of the Layers Panel in GUPS. Its tools are described in Appendix A.
To add a vector layer, such as a shapefile or geodatabase layer from the local computer:
1. Click the Add Vector Layer tool on the Add Data toolbar. The Add Vector Layer dialog box
opens.
Figure 13. Add Vector Layer tool
2. In the Encoding drop-down menu, the default value is ‘system’.
3. Click the ellipses button and navigate to the folder where the shapefile or geodatabase is saved
on the computer.
4. Left click the file to be uploaded, then click the Add button. The shapefile/geodatabase is added
to the Layers Panel and to the Map View.
Users can also add data from Web Mapping Services (WMS), raster-based imagery, and other
data types using the corresponding tools on the Add Data toolbar. Refer to the QGIS help page
for instructions on these options.
2.3.2
Basic Map Tools
The Standard toolbar provides the navigation tools to interact with the map and layers’
attribute tables. The location of the sub-toolbars can be moved by simply left-clicking the
parallel lines preceding the sub-toolbar and while holding down the mouse, dragging the subtoolbar to the desired location. Most of the sub-toolbar tools are straight-forward. Those
related to features, however, require further explanation. These tools are used to identify and
select/deselect features on the map and to view feature attributes. They are also used to make
measurements and create spatial bookmarks.
Figure 14. Standard toolbar
The BAS toolbar provides the BAS-specific functions needed to complete a participant’s review
and update activities, as well as to import and export zipped shapefiles. The BAS toolbar has
additional options for toggling imagery. An explanation of the tools on each toolbar and an
overview of their functions can be found in Appendix A.
Figure 15. BAS toolbar
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CHAPTER 3
GEOGRAPHIC REVIEW AND UPDATE
At this point, users may want to take a cursory review of their boundary as it is, noting where
adjustments are required, or linear features need to be added or removed. Common changes
include annexations, or additions of land to a government, deannexations, or deletion of land
from a government, and boundary corrections. When reporting or creating legal changes such
as annexation or deannexation polygons, you will need to have available the following
information:
•
The change type,
•
authorization type,
•
effective date,
•
documentation numbers, and
•
area in acres, if available.
Refer to Section 3.2 for more information on legal change updates.
Note: Boundary corrections do not require any legal documentation (see Section 3.3 for more
information).
3.1
Creating Change Files
The first two tools to get comfortable with are the Add Linear Feature tool and the Modify
Area Feature tool. The Modify Area Feature tool works by selecting faces, polygons bounded
by linear features such as road and water features, as well as nonphysical boundaries such as
parcel lines, cadastral features, etc. If the area you wish to add or remove is not already
bounded by features, you will need to do two steps:
1. Create the sides of the polygon using the Add Linear Feature tool on the BAS toolbar (Section
3.4).
2. Add or remove the area using the Modify Area Feature tool (Section 3.3).
Use steps 1 and 2 to create the changes necessary to update the boundary. This will create a
change file to review and submit to the Census Bureau.
3.2
Legal Changes
The primary goal of BAS is to document legal boundary changes. Legal boundary change
submissions from incorporated places, MCDs, and counties must provide an authorization
number, such as a resolution or ordinance number, authorization type, and effective date.
3.2.1
Documentation for Legal Tribal Changes
The Census Bureau is responsible for depicting reservation and off-reservation trust land
boundaries, but because the Census Bureau is not the authority on the boundaries,
documentation is required to update reservation and off-reservation trust land boundaries.
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The following changes require documentation:
•
New off-reservation trust land.
•
New reservation land.
•
Changes from off-reservation trust land to reservation land and changes from reservation land
to off-reservation trust land.
•
Large changes to existing off-reservation trust land.
•
Large changes to existing reservation land.
•
Boundary corrections to off-reservation trust land or reservation land that do not follow the
general shape of the boundary.
For off-reservation trust land, the most common documentation is a trust deed or a letter from
the Bureau of Indian Affairs (BIA). Documents should state that the land is “in trust” for the
tribe.
For reservation land, documentation examples include (but are not limited to) federal register
notice, Act of Congress, Executive Order, or a new legal opinion issued by the BIA. When
submitting large boundary corrections to an existing reservation, please submit the reservation
document.
If no documentation is available, please contact the tribe’s regional BIA office to obtain
documentation. The Census Bureau will treat legal opinions issued in writing from the BIA as
documentation since the BIA is the authority on reservation and off-reservation trust land
boundaries. If the Census Bureau cannot interpret a document, such as a treaty, the Census
Bureau will contact the BIA for assistance.
For questions about documentation, please contact us. To contact the BIA, please reach out to
the nearest regional office, see .
3.2.2
Creating Legal Changes
Once you know the faces you want to add or remove from the government, use GUPS to create
and submit legal boundary changes by:
1. Select the Modify Area Feature tool on the BAS toolbar to activate the tool.
Figure 16. Modify Area Feature tool on the BAS toolbar
2. Select the Geography type from the drop-down menu.
3. Select the entity to modify in the Info box.
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Figure 17. Modify Area Feature window
4. Click the Select Features tool in the Modify Area Feature window to activate the select tool, the
yellow square and cursor icon.
3.2.3
Adding Area Through Legal Change
To add an annexation or addition to a government as a legal change:
1. Select the faces to modify.
2. Click the Add Area tool to add the faces to the selected entity.
Figure 18. Add Area tool in the Modify Area Feature window
3. Select Legal Change as the change type in the dialog box and click OK.
4. Fill out the required fields for the Create Change Polygons dialog box.
Figure 19. Create Change Polygons window for legal changes
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a. EFF_DATE: Add the effective date for the legal change. Click on the calendar icon next to the
EFF_DATE field and, when the calendar opens, click on the effective date. The date selected
populates the EFF_DATE field.
b. AUTHTYPE: Add the authorization type using the drop-down menu.
c. DOCU: Either type in the ordinance or other legal documentation number authorizing the
new entity in the DOCU field, or upload documentation for the change. For BAS use the
document number, the document is not required. For Tribal BAS, upload the document or
the reference to the law etc. To upload documentation, click the folder icon next to the
DOCU field.
d. CHNGE_TYPE: Choose the change type in the drop down.
5. Click OK. This will create a change in the changes file for the geography selected.
6. Clicking Cancel will save the change as a boundary correction.
3.2.4
Removing Area Through Legal Change
To remove an area from a government as a deannexation, or deletion through a legal change:
1. Select the faces to be marked for removal.
2. Click the Remove Area tool to mark the faces to be removed from the selected government.
Figure 20. Remove Area tool in the Modify Area Feature window
3. Select Legal Change as the change type in the dialog box and click OK.
4. Fill out the required fields for the Create Change Polygon dialog box.
a. EFF_DATE: Add the effective date for the legal change. Click on the calendar icon next to the
EFF_DATE field and, when the calendar opens, click on the effective date. The date selected
populates the EFF_DATE field.
b. AUTHTYPE: Add the authorization type using the drop-down menu.
c. DOCU: Either type in the ordinance or other legal documentation number authorizing the
removal in the DOCU field, or upload documentation for the change. For BAS use the
document number, the document is not required. For Tribal BAS, upload the document or
the reference to the law etc. To upload documentation, click the folder icon next to the
DOCU field.
d. CHNGE_TYPE: Choose the change type in the drop down.
5. Click OK. This will create a change in the changes file for the geography selected.
6. Clicking Cancel will save the change as a boundary correction.
3.3
Boundary Corrections
A boundary correction is the adjustment of a boundary to correct an error in how the Census
Bureau depicts an existing boundary. Boundary corrections should follow the general shape of
the existing boundary. For both BAS and Tribal BAS, legal documentation is not required when
submitting a boundary correction to the Census Bureau.
To create boundary corrections using GUPS:
1. Select the Modify Area Feature tool on the BAS toolbar.
2. Select the Geography type from the drop-down menu.
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3. Select the entity to modify in the Info box.
Figure 21. The Modify Area Feature window with the geography type and government selected
4. Click the Select Features tool in the Modify Area Feature window to activate the select tool.
5. Click on the Add Area tool to add the faces to the selected geography or the Remove Area tool
to remove the faces from the selected geography.
6. Select Boundary Correction as the change type in the dialog box and click OK.
Figure 22. Modify Area Feature change type dialog box
3.4
Linear Features
It is important that Census Bureau data reflects the most recent linear features to ensure that
new or previously missed housing units located along these features are identified and located.
Linear features include visible features such as roads, railways, water features like rivers,
creeks, and coastlines, but also non-visible features such as property lines and survey lines.
When reviewing linear features (edges layer) on the BAS shapefiles, first determine whether
any features are missing or need to be deleted. Pay particular attention to areas that have
experienced recent population growth or construction activities, as these are the most likely to
possess new or altered linear features (e.g., new subdivisions, traffic circles converted to
straight ways, or privately maintained roads that serve as public streets, but exclude private
driveways). Attribute updates (e.g., name, class code, and address ranges) may also be added
for selected features.
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You will use the Linear Feature tools on the BAS toolbar to add, remove, or modify linear
features in the project.
3.4.1
Adding Linear Features
1. Select the Add Linear Feature tool on the BAS toolbar.
2. To digitize the linear feature, left-click the mouse at the starting point of the line and continue
to left-click the mouse at each vertex of the line. When the new line is completed, right-click the
mouse. The right-click tells GUPS to finish drawing and the Add Linear Feature dialog box will
open.
Figure 23. Add Linear Feature Dialog Box
3. Select the MTFCC that corresponds to the type of linear feature being added.
a. If you are creating the sides of a polygon to add or remove area from an entity, use MTFCC
P0001 – Nonvisible Legal/Statistical Boundary.
Figure 24. Adding a boundary line in GUPS as a Nonvisible Legal/Statistical Boundary line
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4. Fill out the Prefix, Name, and Suffix fields as applicable. Name is a required field for primary and
secondary roads.
5. Click OK to complete the transaction. The newly digitized linear feature will appear with its
corresponding symbology.
3.4.2
Deleting and Restoring Linear Features
To mark a feature for deletion:
1. Click the Delete/Restore Linear Feature tool on the BAS toolbar to activate the tool.
Figure 25. Delete/Restore Linear Feature tool on the BAS toolbar
2. Click the linear feature to mark for deletion. A Delete/Restore Linear Feature dialog box will
open.
3. Confirm the action by clicking OK.
4. The linear feature will appear with an “X’d out” symbology to show it has been marked for
deletion.
Figure 26. X'd out symbology of a linear feature marked for deletion
To restore a linear feature marked for deletion:
1.
2.
3.
4.
3.4.3
Select the Delete/Restore Linear Feature tool on the BAS toolbar to activate the tool.
Select the linear feature to restore. A Delete/Restore Linear Feature dialog box will open.
Confirm the action by clicking OK.
The “X’d” out symbology will be removed from the linear feature.
Modifying Linear Feature Attributes
1. Select the Modify Linear Feature Attributes tool on the BAS toolbar to activate the tool.
Figure 27. Modify Linear Feature Attributes tool on the BAS toolbar
2. Select the linear feature to modify. A Modify Linear Feature Attributes dialog box will open.
3. Update the MTFCC, NAME, and/or Address Ranges in the dialog box.
4. Confirm the action by clicking Save.
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Figure 28. Modify Linear Feature Attributes dialog box
3.5
New Incorporations and Disincorporations
In the BAS module in GUPS, you can add a new government and disincorporate an existing
government using the Modify Area Feature tool. Tribal BAS does not have this functionality for
certain geography. If you are a tribal participant wanting to completely remove reservation or
trust land, Contact Us. The Add Entity tool and Remove Entity tool are available for the
following geographies:
•
New reservation and off reservation trust lands,
•
Tribal Subdivisions,
•
Incorporated Places,
•
MCDs,
•
CDPs, and
•
Area Landmarks.
3.5.1
New Incorporations
To add a new government in GUPS:
1.
2.
3.
4.
Open in Map View the county where you want to add a new government.
Select the Modify Area Feature tool on the BAS toolbar.
The Modify Area Feature dialog box opens.
Select the drop-down arrow next to the Geography field and select the government type to add
from the drop-down menu. In this example a newly incorporated city is added, so ‘Place’ is
selected. The place appears in the Geography field and a list of all incorporated places in the
county appears in the Info list.
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Figure 29. Modify Area Feature tool
5. Zoom to the location where the new government is located. To select the faces for the
government, left click once on the Select Features tool on the dialog box toolbar.
6. Click on the map to select the face or faces.
a. If the government includes only a single face, simply click once on the face to select it. If the
government includes several contiguous faces, after clicking on the first face, depress the
CTRL key and while holding it down, left click on each additional face to be added. The
selected faces turn cyan.
b. Because all geographic areas consist of faces, you may need to split a face to accurately
reflect a government’s boundary. To split a face, digitize a new line that represents the
boundary’s location (see Section 3.4 for instructions to add a linear feature) and assign it the
appropriate MTFCC. This splits the original face into two faces. Now select the face to add to
the new entity.
7. To record the new entity, click the Add Entity tool on the dialog box toolbar.
Figure 30. The Add Entity tool on the dialog box toolbar
8. The Modify Area Feature dialog box opens.
Figure 31. Modify Area Feature tool example for new incorporation, "New Place"
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9. In the dialog box, fill out the following fields:
a. NAME: Type the new legal government name in the Name field.
b. LSAD: The Legal/Statistical Area Description. See the BAS Technical Guide at
for more
information.
c. EFF_DATE: Add the effective date for the legal change. Click on the calendar icon next to the
EFF_DATE field and select a date on the calendar. The date selected populates the EFF_DATE
field.
d. AUTHTYPE: Add the authorization type using the drop-down menu.
e. DOCU: Upload documentation for the new incorporation. To upload documentation, click
the folder icon next to the DOCU field
Note: Red asterisks indicate required fields. Required fields must be completed to move forward. If one
or more required fields are not completed and the OK button is clicked, GUPS will prompt the
user to complete the fields. Any required field not completed will highlight in red.
10. Click OK. The faces for the new entity turn purple on the map (colors may vary) and the name of
the new entity appears in the list of incorporated places in the Modify Area Feature dialog box.
Figure 32. An example for a new government "New Place" symbology and placeholder Federal
Information Processing Standards (FIPS) code
Once the Census Bureau verifies the new government, an official FIPS code will be assigned.
The code preceding the new government name in the list is not a FIPS code and should not be
used for any official purpose. It is only a placeholder until the official FIPS code can be assigned.
To make additional changes to the map, simply make a new selection in the Geography field of
the Modify Area Feature dialog box and continue work. Save the project frequently.
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Note: If the new government crosses a county boundary, it must be added in both counties separately.
After making the change in the working county, return to Map Management, select the other
county as the working county, and proceed to add the new government in this county as well. If
the added government crosses more than one county boundary, complete the addition in each
county affected.
3.5.2
Disincorporations
The Delete Area feature is available for the following geographies:
•
Incorporated Places,
•
CDPs, and
•
Area Landmarks.
To mark a government for disincorporation or deletion:
1. Open in Map View the county that contains the government to delete. Be sure that all layers
needed are checked in the Layers Panel.
2. Click the Modify Area Feature tool on the BAS toolbar.
3. The Modify Area Feature dialog box opens.
4. Click the drop-down arrow next to the Geography field and select ‘Place’ in the drop-down
menu.
5. Place appears in the Geography field and a list of all incorporated places in the county appears
in the Info list.
6. Click the government in the list you want to mark for the disincorporation. The map zooms to
the selected government.
7. Click the Delete Area Feature tool on the toolbar inside the Modify Area Feature dialog box.
Figure 33. The Delete Area Feature tool in the dialog box toolbar
8. A Modify Area Feature dialog box will box up. Fill out the following fields:
a. EFF_DATE: Add the effective date for the legal change. Click on the calendar icon next to the
EFF_DATE field and select a date from the calendar. The date selected populates the
EFF_DATE field.
b. AUTHTYPE: add the authorization type using the drop-down menu.
c. DOCU: Upload documentation for the disincorporation. To upload documentation, click the
folder icon next to the DOCU field.
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Figure 34. The Modify Area Feature box for Delete Area Feature tool
9. A pop-up asks, ‘Are you sure you want to delete this area feature?’
Figure 35. Confirmation of area feature deletion
10. Click OK. The disincorporated government turns gray on the map (color may vary), and it is
removed from the list of incorporated places in the county.
To make additional changes to the map, simply make a new selection in the Modify Area
Feature dialog box Geography field and continue work.
Note: If the deleted government crosses a county boundary, it must be deleted in both counties
separately. After making the change in the working county, return to Map Management, select
the other county as the working county, and proceed to delete the government in this county as
well. If the deleted government crosses more than one county boundary, complete the deletion
in each county affected.
3.6
Census Designated Places (CDPs)
GUPS will now allow updates to CDPs in the BAS module. CDPs will appear in the map symbolized by
estimated population and housing unit criteria. Blue areas meet the minimum criteria, red areas do not
meet the minimum criteria, and gray areas show CDPs marked for deletion.
Figure 36. Symbolization of CDPs on the map
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3.6.1
Creating CDP Changes
1. Click the Modify Area Feature tool on the BAS toolbar to activate the tool.
2. Select the Geography type from the drop-down menu as Census Designated Place (CDP).
Figure 37. Modify Area Feature tool, select Geography as Census Designated Place (CDP).
3.6.2
Adding Area To a CDP
1. Select the entity to modify in the Info box.
2. Select the Add Area tool to add the faces to the selected entity.
3. Select the Select Features tool in the Modify Area Feature window to activate the select tool,
the yellow square and cursor icon.
4. Select the faces to add.
5. Select the Add Area tool to add the faces to the selected entity.
Figure 38. The Add Area tool is a green plus sign
3.6.3
Removing Area From a CDP
1. Select the entity to modify in the Info box.
2. Select the Select Features tool in the Modify Area Feature window to activate the select tool,
the yellow square and cursor icon.
3. Select the faces to remove.
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4. Select the Remove Area tool to add the faces to the selected entity.
Figure 39. The Remove Area tool is a red minus sign
3.6.4
Creating a new CDP
1. Click the Select Features tool in the Modify Area Feature window to activate the select tool, the
yellow square and cursor icon.
2. Select faces on the map to create the area of the new CDP.
3. Click the Add Entity tool in the Modify Area Features window.
Figure 40. Select the Add Entity tool to create a new CDP
4. A pop-up will show if the area selected does not meet minimum requirements for a CDP. If this
occurs, you can continue to create the CDP by selecting “Yes” or cancel the action by selecting
“No”.
Figure 41. The pop-up shows if an area does not meet minimum requirements for a CDP.
5. If you select Yes to continue, or do not receive the popup, a new Modify Area Feature window
will appear. Fill out the following fields:
a. NAME: Name of the Census Designated Place,
b. LSAD: The Legal/Statistical Area Description for CDPs will always be CDP, and
c. JUSTIFY: Select from the drop down a justification for a CDP that may not meet minimum
population or housing unit criteria.
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Figure 42. Modify Area Feature window for a new CDP.
6. Add or remove faces as needed to create the new CDP. The new CDP will appear in the Info box
in the Modify Area Feature window.
7. Save the project.
8. Run the BAS Criteria Review Tool.
Figure 43. The BAS Criteria Review tool icon in the BAS toolbar.
9. The BAS Criteria Review window will appear if there are any CDPs that may not meet the
minimum criteria.
Figure 44. The BAS Criteria review tool shows where a CDP may not meet minimum criteria.
10. Click Fix to address the issue in the map or select a Justification for an exception. The errors in
red must be addressed before the export, the errors in orange must be fixed or justified before
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export, and the blue errors are informational only and do not need to be addressed before
export
11. Once the issues have been addressed, or if no issues were found, the BAS Criteria Review Tool
will pop up a confirmation window.
Figure 45. Confirmation window for CDP Criteria.
3.6.5
Deleting an existing CDP
1. Select the CDP to delete in the Info box.
2. Click the Delete Area Feature tool.
Figure 46. Delete Area Feature tool
3. A confirmation window will appear.
Figure 47. Deletion confirmation window
Upon deletion, the CDP will appear gray in the map.
3.7
Point Landmarks
GUPS has the option to add, delete, and modify point landmarks. These include traffic circles,
airports, cul-de-sacs, etc.
Figure 48. The Add, Modify, and Delete Point Landmarks tools
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3.7.1
Adding a Point Landmark
1. Open the project in Map View. Be sure the ‘Point Landmark’ layer is checked in the Layers
Panel.
2. Click the green Add Point Landmark tool on the BAS toolbar.
3. Click on the map where you would like to add the new point landmark.
4. Type in the name for the new point landmark in the FULLNAME field. Then click the down arrow
next to the MTFCC field to open the drop-down menu.
Figure 49. The Add Point Landmark dialog box
5. Select the MTFCC, then click the OK at the bottom of the box.
6. The map updates to show the added point landmark. In this case, a traffic circle was added and
named Buchanan Circle.
3.7.2
Deleting a Point Landmark
1. Zoom to the area on the map where a point landmark will be deleted.
2. Click the Delete Point Landmark tool the BAS toolbar.
Figure 50. The Delete Point Landmark tool
3. On the map, click on the point landmark to delete. The Delete Point Landmark dialog box opens
and asks to confirm the deletion of the point landmark.
Figure 51. Delete Point Landmark window
4. Click OK. The point landmark shows a red x over it and marked in the attribute table.
3.7.3
Modifying Point Landmark Attributes
1. Zoom to the area on the map where the point landmark is located.
2. Click on the yellow Edit Point Landmark tool on the BAS toolbar.
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Figure 52. The Edit Point Landmark tool
3. On the map, click on the point landmark to edit. The Edit Point Landmark dialog box opens.
Figure 53. The Edit Point Landmark dialog box
4. To change the name, backspace over the name that appears in the FULLNAME field, then type in
the new name.
5. Click OK. The new name of the point landmark appears on the map.
3.8
Quality Checks
GUPS features two built in quality control checks that must be run before exporting the file, the Small
Area Check tool, and the Find Holes tool. An error will appear if you try to export the file without
running these checks.
1. Save the project.
2. Click on the Review Change Polygons tool on the BAS toolbar.
Figure 54. The Review Change Polygons tool on the BAS toolbar
3. The Review Change Polygon tool will appear in a popup box.
4. Click the Small Area Check.
a. The Small Area Check tool finds small changes that may not meet the 30-foot minimum
guideline.
b. Click on the results record and zoom to the identified issue. Correct the issue by using the
tools on the BAS toolbar. You can either remove, modify, or accept the change.
5. Click the Find Holes check.
a. The Find Holes tool finds faces that may have been missed when adding or modifying an
area feature.
b. Click on the results record and zoom to the identified issue. Correct the issue by filling the
hole using the Fix button.
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Figure 55. An example of the Find Holes tool in the Tribal BAS module
6. If there are no issues found during the quality checks, you are ready to export your files.
3.9
Exporting Changes to ZIP
Once you’ve created and reviewed any changes, you have two options to export the changes—
exporting the file to share with another participant or exporting the file for submission to the
Census Bureau. In either case, GUPS automatically names the output zip file. It packages all the
files required by the Census Bureau (including any documentation uploaded) into the zip file
and saves it in a preset location created on the computer during the installation process.
Create Return ZIP Files
1. Select the Export to ZIP icon on the BAS toolbar.
2. A dialog box will appear with the last time the Review Change Polygons tool ran in the project.
If you have not performed the quality checks with the Review Change Polygons tool, an error
box will appear. Click OK and run the quality checks (Section 2.6) before exporting your file.
3. From the Select Output Type dialog box, select the Export for Census radial button to create a
file to return to the Census Bureau. Click the Share with Another Participant radial button if
preferred.
Figure 56. Select Output Type Dialog Box
4. When Exporting for Census, a pop-up will appear with a BAS Contact Information form. Fill out
the GUPS User Contact Information form.
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Figure 57. GUPS User Contact Information Form
5. Click OK.
6. A window opens showing the location of the output file on the local system. This is the file you
will return to the Census Bureau through SWIM in the next section.
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CHAPTER 4
SUBMIT CHANGES TO THE CENSUS BUREAU
All participants must use the Secure Web Incoming Module (SWIM) to submit their changes to
the Census Bureau. Due to security requirements, the Census Bureau cannot accept
submissions via File Transfer Protocol, email, or any protocol other than the SWIM site.
To upload and transmit update files to the Census Bureau, participants must access their
accounts for the SWIM.
1. Open a web browser window and enter the SWIM URL: .
SWIM runs on the two most recent versions of each of these major browsers:
2. Participants who already have a SWIM account should proceed to Step 4 to log in.
3. Participants who do not have a SWIM account click ‘Register Account’:
a. Enter the 12-digit token provided by the Census Bureau.
b. Create a password following the five criteria below:
i. Username and password are case sensitive.
ii. It must be at least eight characters in length.
iii. It must have at least one upper case character.
iv. It must have at least one lower case character.
v. It must have at least one number.
vi. It must have at least one special character (valid characters are: #, !, $, &, ?, ~).
c. Complete the registration information form.
4. Log in to SWIM using your email address and password.
5. Upload a BAS submission:
a. Select Start New Upload.
b. Select the BAS radio button.
c. Select the Entity type (State, Place, County, MCD, Tribal Area, or Consolidated City).
d. Select the State and County.
e. Click the + Add File button.
f. Select the .zip file to upload.
g. Double-click on the .zip file to upload. Add additional files in the same manner.
h. Add any additional information to the Comments field.
6. Click Next. A Thank You screen will appear.
7. Logout of SWIM.
4.1
Troubleshooting SWIM
If you are having trouble accessing your SWIM account, here are some tips for using SWIM:
•
SWIM email addresses and passwords are case sensitive.
•
If you forgot your password, participants may reset their password using the “Forgot your
password?” link on the login page. Follow the prompts to enter the case-sensitive email address
and provide the security answer. If the security answer is correct, the SWIM system sends a
password reset link to the email account for use in resetting the password. Once logged into
SWIM, users can modify their password and security answer by selecting the ‘Change Security’
link at the top, right-hand side of the page.
U.S. Census Bureau
BAS Geographic Update Partnership Software (GUPS) How-to Guide
30
•
If you cannot recover your password through the “Forgot your Password?” menus, please email
with the subject line “SWIM Account Assistance” with a brief description
of the issue.
•
SWIM accounts are specific to users, not to your government so we do not advise sharing an
account. You may always request another account for a new BAS Contact.
•
If you already created an account through another program such as PSAP, LUCA, or GSS, you do
not need another account. You may use the same previously established login information.
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APPENDICES
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APPENDIX A
A1
GUPS MAPPING TOOLS
Standard Toolbar
Table 2: Standard Toolbar Tool Names and Descriptions
Tool
U.S. Census Bureau
Name
Description
Save
Saves the current GUPS project, including any user changes to
layer properties, projection, last viewed extent, and layers
added.
Style Manager
Allows customization of map symbology.
Map Management
Chooses a geographic participant program in GUPS and access
the automatically loaded default map display layers based on
the program chosen.
GUPS Data Settings
Warning! This tool deletes files and folders permanently!
Change GUPSGIS data working directory and clean GUPS project
data.
Search
Searches the map by place, landmark, or street name and zoom
automatically to the feature.
Pan Map
Shifts the map in Map View without changing the map scale.
Click the button, then click a location on the map to re-center
the map to the clicked location.
Pan Map to Selection
Shifts the map in Map View to the rows selected in the attribute
table for a selected feature. After selecting a feature(s), click the
button to re-center the map based on the selected feature(s).
Zoom In
Displays the map in Map View at a larger scale. Click the button,
then click on the map at the location to be zoomed to.
Zoom Out
Displays the map in Map View at a smaller scale.
Zoom Full
Displays the map in Map View at a smaller scale and zooms the
map view to the full extent of the county.
Zoom to Selection
Zooms the Map View to the rows selected by query in the
attribute table for a feature(s). After selecting a feature(s) on
the map, click the button to view the feature(s) at a larger map
scale.
Zoom to Layer
Zooms the Map View to the layer selected in the Layers Panel.
After selecting the layer, click the button to zoom to the layer’s
extent.
Zoom Last
Zooms the Map View to the previous map extent.
BAS Geographic Update Partnership Software (GUPS) How-to Guide
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Tool
U.S. Census Bureau
Name
Description
Zoom Next
Zooms the Map View forward to the next map extent (only if a
previous extent is available).
New Bookmark
Creates and names a spatial bookmark of the current map view.
Show Bookmarks
Displays all bookmarks created by the user.
Refresh
Displays Map View to initial full display.
Identify Features
Identifies geographic features. Click the button, then click on a
feature on the map to identify the feature at the location.
Select Features by Area or
Single Click
Allows the user to select layer features in the map window with
a single click, by dragging the cursor, or by drawing graphics on
the screen.
Select Features by Value
Allows selection of features by value or expression.
Deselect Features from All
Layers
Deselects selected features from all layers.
Processing Toolbox
Displays list of processing tools available.
Measure
Provides options to measure linear distance, area, and angles on
the map.
BAS Geographic Update Partnership Software (GUPS) How-to Guide
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A2
BAS Toolbar
Table 3: BAS Toolbar Tool Names and Descriptions
Tool
U.S. Census Bureau
Name
Description
Add Linear Feature
Add a new linear feature.
Delete/Restore
Linear Feature
Delete an existing linear feature.
Split Linear Feature
Split a linear feature. One may need to split a linear feature to accurately
reflect an entity’s location. This feature “splits” the original into two.
Display All Names
Displays all names for a street with multiple names assigned in the Master
Address File/Topologically Integrated Geographic Encoding and Referencing
(MAF/TIGER) System.
User Address List
Import an address list (.csv, .txt, etc.) into GUPS.
Modify Linear
Feature Attributes
Edit attributes of a selected linear feature.
Modify Area Feature
Make updates to legal area (annexations, deannexations, boundary
corrections, etc.).
Show/Hide Legend
Shows or hides the Layers tab.
Geography Review
Tool
Review the attribute table for a layer.
Review Change
Polygons
Review change polygons in a layer and make corrections (reviews change
polygons for holes and minimum size).
Import County ZIP
Import zipped GUPS project shared by another GUPS user.
Export to ZIP
Create the ZIP file containing all required data and shapefiles to be
submitted to the Census Bureau or to share with another GUPS user.
Print Map to File
Export a printable map in *.pdf, *.png, *.tif, or *.jpeg format.
Internet Map Service
Displays the chosen map location in an internet mapping service, such as
Google or Bing Maps
Add Esri Imagery
Displays satellite imagery overlaid on the QGIS map
BAS Geographic Update Partnership Software (GUPS) How-to Guide
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Tool
A3
Name
Description
Add Point Landmark
Add a new point landmark.
Edit Point Landmark
Edit point landmark attributes.
Delete Point
Landmark
Delete an existing point landmark.
Add Data Toolbar
Table 4: Add Data Toolbar Tool Names and Descriptions
Tool
U.S. Census Bureau
Name
Description
Add Vector
Layer
Add vector-based shapefile and geodatabase files.
Add Raster Layer
Add raster-based shapefile and geodatabase files.
Add SpatialLite
Layer
Add data from a SpatialLite database.
Add/Edit Virtual
Layer
Add or Edit Virtual Layers.
Add PostGIS
Layer
Add PostGIS layer.
Add
WMS/WMTS
Layer
Add Web Mapping Services (WMS) and Web Mapping Tile Services (WMTS).
Publicly accessible and secured WMS services are supported.
Add WCS Layer
Add Web Coverage Services (WCS), which provide access to raster data useful
for client-side map rendering.
Add WFS Layer
Add Web Feature Services (WFS).
BAS Geographic Update Partnership Software (GUPS) How-to Guide
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Tool
Name
New Shapefile
Layer
U.S. Census Bureau
Description
Add a new shapefile layer or new temporary scratch layer.
BAS Geographic Update Partnership Software (GUPS) How-to Guide
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Boundary and Annexation Survey Paper Howto Guide
Instructions for Participating in the Boundary and Annexation Survey Using Paper Maps
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Boundary and Annexation Survey (BAS) Paper How-to Guide
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TABLE OF CONTENTS
Introduction ........................................................................................................................... vi
A.
The Boundary and Annexation Survey .......................................................................... vi
B.
Key Dates for Respondents ........................................................................................... vi
C.
Adjacencies and Legal Disputes ..................................................................................... vi
D.
Contact Us .................................................................................................................... vii
E.
Resources ..................................................................................................................... vii
Chapter 1 Completing A Paper BAS Submission ..................................................................... 1
1.1
Step 1: Check materials included in the paper package. ................................................ 1
1.2
Step 2: Update the maps with boundary and feature updates. ..................................... 1
1.2.1 How to read the maps ............................................................................................... 1
1.3
Step 3: Mail back your completed submission. .............................................................. 1
Chapter 2 Marking Updates on the Map: Boundaries ............................................................ 2
2.1
Legal Changes ................................................................................................................. 2
2.1.1 How to Draw Legal Boundary Changes ...................................................................... 2
2.1.2 Boundary Changes Involving Coincident Features ..................................................... 3
2.2
Boundary Corrections .................................................................................................... 4
2.3
Corridors and Offsets ..................................................................................................... 5
2.3.1 Geographic Corridors ................................................................................................. 5
2.3.2 Geographic Offsets .................................................................................................... 5
2.4
Tribal Subdivisions.......................................................................................................... 6
2.4.1 Tribal Subdivision Program Procedures ..................................................................... 6
2.4.2 Updating Existing Tribal Subdivisions......................................................................... 6
2.4.3 Tribal Subdivision Documentation ............................................................................. 7
2.5
New Incorporations and Disincorporations .................................................................... 7
2.5.1 New Incorporations ................................................................................................... 7
2.5.2 Disincorporations....................................................................................................... 7
Chapter 3 Marking Updates on the Map: Features ................................................................ 8
3.1
Linear Features............................................................................................................... 8
3.1.1 Modifying Locations of Streets .................................................................................. 8
3.1.2 Adding Streets ........................................................................................................... 8
3.1.3 Adding Street Names in a Congested Area ................................................................ 9
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3.1.4 Correcting Street Names.......................................................................................... 10
3.1.5 Deleting Streets ....................................................................................................... 10
3.1.6 Adding Cul-De-Sacs or Circles .................................................................................. 10
3.2
Point Landmarks........................................................................................................... 11
3.3
Area Landmarks ........................................................................................................... 11
Appendix A
Reading a Map ............................................................................................... A-1
A1
Index Maps ................................................................................................................. A-1
A2
Parent Maps ............................................................................................................... A-2
A3
Inset Maps.................................................................................................................. A-3
A4
Scales ......................................................................................................................... A-4
A5
Compass Rose ............................................................................................................ A-5
A6
Legend ........................................................................................................................ A-5
U.S. Census Bureau
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TABLE OF FIGURES
Figure 1. Correctly Annotating a Legal Boundary Change ............................................................. 2
Figure 2. Correctly Annotating an AIA Trust Land ......................................................................... 3
Figure 3. Annotating a Legal Boundary Change............................................................................. 3
Figure 4. Annotating a Legal Change to an Incorporated Place ..................................................... 4
Figure 5. Annotating a Boundary Correction to an Incorporated Place Boundary ........................ 4
Figure 6. Indicating a Geographic Corridor.................................................................................... 5
Figure 7. Depicting a Geographic Offset........................................................................................ 5
Figure 8. Recording New Tribal Subdivision Information .............................................................. 6
Figure 9. Modifying a Street Feature Location .............................................................................. 8
Figure 10. Adding Street Features/Annotating with Name and Address Breaks ........................... 9
Figure 11. Adding an MTFCC Code when Adding a New Street ..................................................... 9
Figure 12. Adding Street Name Features in a Congested Area when Adding Streets .................. 10
Figure 13. Correcting a Street Name ........................................................................................... 10
Figure 14. Deleting a Street Feature ........................................................................................... 10
Figure 15. Adding Cul-de-sac and Circle Features ....................................................................... 11
Figure 16. Adding a Point Landmark ........................................................................................... 11
Figure 17. Adding an Area Landmark .......................................................................................... 12
Figure 18. Index Map ................................................................................................................ A-1
Figure 19. The Parent Map ........................................................................................................ A-2
Figure 20. The Key to Adjacent Sheets ...................................................................................... A-3
Figure 21. The Sheet Location within Government key............................................................. A-3
Figure 22. An Inset Map as it is Displayed on the Index Map .................................................... A-4
Figure 23. Inset Maps ................................................................................................................ A-4
Figure 24. Bar Scale ................................................................................................................... A-4
Figure 25. Compass Rose .......................................................................................................... A-5
Figure 26. Legend Describing What Each Symbol Means .......................................................... A-5
Figure 27. Map Depicting Multiple Features Concurrently ....................................................... A-6
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OMB Control No.: 0607-0151
Expiration: 11-30-2024
INTRODUCTION
A.
The Boundary and Annexation Survey
The Boundary and Annexation Survey (BAS) provides tribal, state, and local governments an
opportunity to review the Census Bureau’s legal boundary data to ensure the Census Bureau
has the correct boundary, name, and status information. BAS also allows participants to review
and provide updates to Census Designated Places (CDPs). Maintaining correct boundaries helps
ensure that the Census Bureau assigns the appropriate housing and population counts to each
government.
BAS fulfills the agency’s responsibility as part of the National Spatial Data Infrastructure, for
which the Office of Management and Budget (OMB) Circular A–16 designates the Census
Bureau as the lead federal agency for maintaining national data about legal government
boundaries, as well as statistical and administrative boundaries. BAS supports the spatial data
steward responsibilities of the OMB E-Gov, Data.gov, the National Map, the Geographic Names
Information System (GNIS), the Federal Geographic Data Committee, and the Geospatial OneStop. Title 13, Section 6, United States Code authorizes this survey.
The Census Bureau uses the boundaries collected in BAS to tabulate data for various censuses
and surveys including the decennial census, American Community Survey (ACS), and Population
Estimates Program (PEP). It also uses the legal boundaries collected through BAS to support
several other programs such as Congressional and State Legislative redistricting, the Economic
Census, the Geographic Update Population Certification Program, and the Special Census
program.
B.
Key Dates for Respondents
January 1
Boundary updates must be legally in effect on or before this date to be reported
in the current survey year.
March 1
First BAS deadline - Boundary updates returned or postmarked by this date will
be reflected in the ACS and PEP data and in next year’s BAS materials.
May 31
Final BAS deadline - Boundary updates returned or postmarked by this date will
be reflected in next year’s BAS materials.
C.
Adjacencies and Legal Disputes
The Census Bureau will not make any boundary change that affects adjacent legal governments
without the appropriate documentation. Please review any changes that affect adjacent
governments to determine if they are intentional legal changes.
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If the Census Bureau discovers that an area of land is in dispute between two or more
jurisdictions, the Census Bureau will not make any boundary corrections until the parties come
to a written agreement or there is a documented final court decision regarding the dispute.
To learn more, please contact the Census Bureau Legal Office at 1-301-763-2918.
For disputes involving tribal areas, the Census Bureau must defer to the Office of the Solicitor at
the Department of the Interior for a legal opinion. Often complicated land issues require an
extended period for resolution, and in those cases, the Census Bureau will retain the current
boundary in the database until a legal opinion is issued by the Solicitor's office.
D.
Contact Us
If assistance is required in preparing your BAS submission, please contact the Census Bureau at
or 1-800-972-5651.
E.
Resources
Additional resources are available on our website. Technical documentation and helpful videos
are also available to walk through the BAS submission process.
Technical Documentation
For more detailed information about Census Bureau Geography, BAS Submission information,
change types, and shapefiles, see the BAS Technical Guide at .
Videos
The Census Bureau created training videos to give BAS participants detailed instructions and
information on how to report and submit BAS changes. These videos are available on the BAS
website at: .
U.S. Census Bureau
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CHAPTER 1
COMPLETING A PAPER BAS SUBMISSION
Welcome to the BAS Paper How-to Guide. Use the steps and help references from this section
to start your BAS submission.
1.1
Step 1: Check materials included in the paper package.
The Paper BAS package contains: an index map, larger scale mapsheet(s), BAS insert, and
colored pencils.
Start by reviewing the BAS insert for information regarding your BAS submission.
1.2
Step 2: Update the maps with boundary and feature updates.
Compare the BAS maps to a local source for the government (e.g., a local plat map, or a county
assessor’s dataset). Update the map(s) if the boundaries shown do not correctly depict the
boundaries in effect as of January 1 of the current survey year.
Chapter 2 and Chapter 3 of this guide give detailed instructions on how to mark up the map
using the pencils provided.
1.2.1
How to read the maps
Appendix A of this guide describes how to interpret the paper maps provided.
Viewing a digital map of the boundaries on TIGERweb before annotating the paper maps can be
helpful. TIGERweb is
the Census Bureau’s online map viewer that can be used to see a more detailed version of
boundaries alongside imagery. Instructions for using TIGERweb for BAS can be found on the
BAS website at .
1.3
Step 3: Mail back your completed submission.
Return all updated maps using the provided envelope and return label from the Paper BAS
package you received, or mail the updated maps to the Census Bureau at the address listed
below:
U.S. Census Bureau
National Processing Center
ATTN: BAS Returns, Bldg 63E
1201 East 10th Street
Jeffersonville, IN 47132
U.S. Census Bureau
Boundary and Annexation Survey (BAS) Paper How-to Guide
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CHAPTER 2
MARKING UPDATES ON THE MAP: BOUNDARIES
Note: Census Designated Place (CDP) updates are being accepted through digital submissions only.
Please refer to the BAS website for more
information.
2.1
Legal Changes
All legal changes (annexations and deannexations) must have supporting documentation. AIA
legal boundary changes must have AIA legal documentation (e.g., statute, federal court
decision, trust deed) submitted with each requested change. Legal changes from incorporated
places, MCDs, and counties must have an authorization number, such as a resolution or
ordinance number, authorization type, and the effective date noted on the map.
2.1.1
How to Draw Legal Boundary Changes
Figure 1 and Figure 2 illustrate the correct way to draw legal boundary changes on BAS maps.
1. Using the red pencil provided, cross out the portion of the boundary that is no longer current
with a string of “Xs”.
2. Draw the new boundary line(s) ensuring the boundary is closed.
3. Add the ordinance number or other legal identifier of the action authorizing the change, along
with the effective date of each annexation or deannexation that is drawn on the map.
Figure 1. Correctly Annotating a Legal Boundary Change
Draw “Xs” with the red pencil and record the required documentation information on the map.
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Figure 2. Correctly Annotating an AIA Trust Land
Correctly annotate an AIA trust land and record the required documentation information on the map. The
original reservation is not deleted and therefore does not require a string of “Xs”.
2.1.2
Boundary Changes Involving Coincident Features
Figure 3 and Figure 4 illustrate how to adjust a boundary that is currently coincident with
(i.e., follows exactly) a feature, such as a river or street, however, while the feature location is
correct, the boundary location is incorrect.
1. Using the red pencil, cross out the portion of the boundary that is no longer current using a
string of “Xs” inside circles.
2. Draw the updated boundary.
3. Add the authorization number or other identifier of the action authorizing the change along
with the effective date of each addition or deletion next to the area being changed.
If both the boundary and feature need to be moved, cross out the incorrect boundary with red
“Xs” and then draw a red line representing the new location of the boundary and road.
Figure 3. Annotating a Legal Boundary Change
Annotating a legal boundary change coincident with a river feature, where the river location does not change,
but the boundary does.
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Figure 4. Annotating a Legal Change to an Incorporated Place
Annotating a legal change to an incorporated place boundary coincident with a road feature. Left: Only the
boundary moves to the new location. The street feature location is correct, but the boundary location is
incorrect. Right: Both the boundary and the street feature move to a new location. Both the boundary and the
street feature location are incorrect.
2.2
Boundary Corrections
A boundary correction is the adjustment of a boundary to correct an error in the Census
Bureau’s version of the boundary, and it is not the result of a legal change. Boundary
corrections should follow the general shape of the existing boundary. Legal documentation is
not required when submitting a boundary correction to the Census Bureau. Figure 5 illustrates
how to complete a boundary correction.
1. Using the red pencil, cross out the incorrect boundary with a string of “Xs”.
2. Add a line showing the correct boundary.
3. Print the letters BC inside the change to identify the update as a boundary correction rather
than a legal change.
Figure 5. Annotating a Boundary Correction to an Incorporated Place Boundary
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2.3
2.3.1
Corridors and Offsets
Geographic Corridors
The Census Bureau does not require places and AIAs to report right-of-ways; geographic
corridors are not essential to the mission of the Census Bureau and the right-of-way should only
be included if it is crucial to the place or AIA, or if state or local laws require it.
To indicate a geographic corridor on the map, use the red pencil to draw a line on each side of
the road. Mark the beginning and end of each line with perpendicular hatch (//) marks. Write
the letters “GC” beside each line (Figure 6). To remove a geographic corridor or offset, use the
red pencil to mark the beginning and end of the corridor or offset with perpendicular hatch (||)
marks and write “remove GC.”
Figure 6. Indicating a Geographic Corridor
2.3.2
Geographic Offsets
To indicate a geographic offset on the map, use the red pencil to draw a line parallel to the
road, along which the offset will be created. Mark the beginning and end of the line with
perpendicular hatch (||) marks. Write the letters “OFF” on the side of the road where the
geographic offset exists (Figure 7).
Figure 7. Depicting a Geographic Offset
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2.4
Tribal Subdivisions
The Census Bureau considers any type of unit of self-government or administration in tribal
areas as a tribal subdivision. A tribe may submit only one type of subdivision, even if it has more
than one type of distinct administrative area that could qualify as a tribal subdivision
(e.g., tribal election districts, tribal water districts, or health service areas with different
boundaries). The Census Bureau recognizes two types of tribal subdivisions - active (A) or
inactive (I):
•
•
2.4.1
Active subdivisions are defined as having a functioning government, with elected
officials, that provides programs and services.
Inactive subdivisions have no functioning government or elected officials and receive
services solely from the tribe.
Tribal Subdivision Program Procedures
If this is the first time that tribal subdivisions are being provided to the Census Bureau do the
following (Figure 8):
1. Using the blue pencil, please add the boundaries on the BAS map(s).
2. Please note: each tribal subdivision must be labeled on each map sheet with its name (e.g.,
“District 3,” “Arlee District,” “White Rock Chapter,” “Parmelee Community”).
3. Record the name, type, and status of each subdivision on the map.
4. If a tribal subdivision boundary follows a visible feature such as a stream, road, or fence line,
please be sure to indicate that on the BAS map. Add the visible feature the boundary follows if it
is not already shown on the map.
Figure 8. Recording New Tribal Subdivision Information
Depicting a new tribal subdivision.
2.4.2
Updating Existing Tribal Subdivisions
If tribal subdivisions were delineated during a prior survey, they are symbolized on the enclosed
BAS maps by a dashed pentagon-shaped gold line. Before adding or revising tribal subdivision
boundaries on the enclosed map(s):
1. Using the red pencil, please note any changes to the boundary of the land base on the map(s).
U.S. Census Bureau
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2. Using the blue pencil, please add and/or revise the boundaries of the tribal subdivisions on the
enclosed BAS map(s).
2.4.3
Tribal Subdivision Documentation
New tribal subdivisions and name changes to existing tribal subdivisions require
documentation, regardless of whether they are being delineated for the first time or being
added to those previously reported. This documentation should be in the form of a tribal
resolution or a tribal constitution. Include a copy of this documentation with the BAS maps
when returning these materials to the Census Bureau.
Corrections to the Census Bureau’s depiction of tribal subdivision boundaries or names do not
require documentation.
2.5
New Incorporations and Disincorporations
2.5.1
New Incorporations
Newly incorporated places should provide the Census Bureau with:
1. A copy of the official new incorporation papers, including date of incorporation.
2. A map indicating the boundaries of the new incorporation.
3. Contact information for the Highest Elected Official and a contact for BAS.
2.5.2
Disincorporations
Disincorporated governments should provide the Census Bureau with a copy of the official
papers of disincorporation, including the effective date.
U.S. Census Bureau
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CHAPTER 3
MARKING UPDATES ON THE MAP: FEATURES
The primary purpose of BAS is to collect legal boundary information. However, please also
submit feature (e.g., streets, rivers) updates and modifications occurring near or coincident
with a legal boundary through BAS. Feature modifications that are internal to the boundary of
an incorporated place, county or MCD will be accepted, but are not required as part of BAS.
3.1
Linear Features
3.1.1
Modifying Locations of Streets
Only correct streets that incorrectly located, mislabeled, or distorted. The following figure
illustrates how to correct the location of a street feature:
1. Using the purple pencil, please cross out the incorrect feature location with “Xs”.
2. Please draw the feature in the correct location.
3. Please print the name of the feature along the length of the feature as shown in
Figure 9.
Figure 9. Modifying a Street Feature Location
3.1.2
Adding Streets
1. Using the purple pencil, draw the feature and its name on the map.
Where possible, provide the address range for any new streets, only if one of the following
circumstances exists:
o
o
A road where house numbers, street names, and/or addresses were added or deleted.
A street was added that crosses a boundary.
2. Using the purple pencil, please add in the address ranges, providing the lowest and/or highest
possible addresses where the road intersects a boundary.
U.S. Census Bureau
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Figure 10. Adding Street Features/Annotating with Name and Address Breaks
3. Provide the Master Address File/Topologically Integrated Geographic Encoding and Referencing
(MAF/TIGER) System Feature Class Code (MTFCC) for all new streets (Figure 11). The MTFCC will
be S1400 for most residential streets. A full list of MTFCC codes and descriptions can be found at
.
4. Alternate street names may be written in parentheses below the primary street name. Due to
the difficulty of showing multiple names for a street, only the primary street name is shown on
BAS maps.
Figure 11. Adding an MTFCC Code when Adding a New Street
3.1.3
Adding Street Names in a Congested Area
1. If an area of the map is too congested to add all feature names, using the purple pencil, please
number each feature and list this number and the corresponding feature name in the map
margin or in an uncongested spot close to the feature’s actual location (Figure 12).
2. Do not repeat numbers on a map sheet.
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Figure 12. Adding Street Name Features in a Congested Area when Adding Streets
3.1.4
Correcting Street Names
1. Using the purple pencil, please draw a line through the incorrect street name.
2. Please print the correct street name along the feature.
Figure 13. Correcting a Street Name
3.1.5
Deleting Streets
1. Delete street features only if they are nonexistent, or impassable. Do not delete a street
because the local jurisdiction is not responsible for maintaining it.
2. Using the purple pencil, please mark the beginning and end of the base feature to be deleted
with hatch (//) marks perpendicular to the feature as shown below.
3. Cross-out the nonexistent street feature using a string of “Xs”.
Figure 14. Deleting a Street Feature
3.1.6
1.
2.
3.
4.
Adding Cul-De-Sacs or Circles
Using the purple pencil, please draw the feature as follows:
Cul-de-sacs are entirely paved and should be drawn as a solid dot.
Circles have an area of unpaved ground within them and should be drawn as an unfilled circle.
Print the name of the associated street leading to the cul-de-sac or circle.
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Figure 15. Adding Cul-de-sac and Circle Features
3.2
Point Landmarks
BAS maps display a select number of point landmarks (e.g., mountain peaks). Point landmarks
can be updated through BAS but are not required.
Acceptable point landmark feature updates include mountain peaks or summits, libraries, city
halls, community centers and police stations. Airports, parks, schools, golf courses, museums,
and cemeteries may be submitted as either point landmarks or area landmarks.
The BAS maps also include select point landmarks taken from United States Geological Survey
(USGS) topography maps and the USGS GNIS.
When adding a point landmark:
1. Using the purple pencil, place a solid dot at the location of the point landmark.
2. Print the name of the landmark next to the dot.
Figure 16. Adding a Point Landmark
3.3
Area Landmarks
BAS maps display a select number of area landmarks (e.g., lakes). Like point landmarks, area
landmarks can be updated through BAS, but are not required.
Acceptable area landmark updates include water bodies, swamps, quarries, national parks, and
forests. Airports, parks, schools, golf courses, museums, and cemeteries may be submitted as
either area landmarks or point landmarks.
When adding an area landmark:
1. Using the purple pencil, draw the area landmark boundary in the correct location.
U.S. Census Bureau
Boundary and Annexation Survey (BAS) Paper How-to Guide
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2. Print the name of the landmark inside or next to the feature.
Figure 17. Adding an Area Landmark
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APPENDICES
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APPENDIX A
A1
READING A MAP
Index Maps
When deciding which map to use for a BAS submission, it is necessary to view the government
as a whole and choose the correct parent map sheet based on its location within the
government. Do this by referring to the index map (Figure 18), a relatively small-scale map that
shows the entire government, and the location and number of all parent map sheets within
that government. Each parent map sheet has a numerical locator, which differentiates it from
the other parent map sheets associated with that government. The numbering begins with the
northern and western-most parent map sheets and continues left-to-right. By referring to the
index map, determine which parent map sheet(s) to use for the BAS submission, and then
access it based on its number on the index map. The index map is not appropriate for BAS
submissions. Its purpose is as a reference or index of parent maps, and it will not be accepted
as a BAS submission.
Figure 18. Index Map
The Index Map sheet shows the location of all parent map sheets and inset
map sheets within a government.
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A2
Parent Maps
Many governments are too large to be shown on a single map. For this reason, it is necessary to
separate the government into sections, each of which has its own map, called the parent map
sheet (Figure 19). A single government is often represented with numerous map sheets, with
each parent map sheet showing a small section of the government. Each parent map is assigned
a number, beginning with the number one and increasing progressively for each additional
parent map sheet (i.e., 1, 2, 3, 4, etc.). This makes viewing and editing map sheets more
manageable, and it becomes possible to depict an area with the level of detail necessary to
make changes or challenges. In most instances, the parent map is the one that should be used
for BAS submissions.
Figure 19. The Parent Map
The parent map sheet shows a section of a government at a relatively large
scale.
In the bottom right-hand corner of the parent map sheet, there is a key to the parent map
sheet’s location in relation to adjacent map sheets as shown in Figure 19 above. A larger
example of this key is shown in Figure 20. This key helps the user quickly determine which
adjacent map sheet to use.
U.S. Census Bureau
Boundary and Annexation Survey (BAS) Paper How-to Guide
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Figure 20. The Key to Adjacent Sheets
The key to adjacent sheets shows where the parent map sheet lies in
relation to adjacent sheets.
Next to the key to adjacent sheets, there is a small outline of the entire government (the inside
of which is colored yellow), and a blue outline of the parent map sheet. This key displays the
location of the map sheet in relation to the government as a whole (Figure 21).
Figure 21. The Sheet Location within Government key
The sheet location within government key shows where the parent map
sheet is located within the government to which it belongs.
A3
Inset Maps
In some instances, in highly congested areas, even a parent map sheet provides insufficient
detail for BAS purposes. In such cases, rather than using a parent map, the area is depicted
within an inset map (Figure 22). This refers to a map with a very large scale, so that it displays a
smaller area than the parent map sheet, but with greater detail. On the index map, an inset
map is represented by a green outline, and is assigned a number preceded by a letter (i.e., A1,
A2, B1, etc.), as shown in Figure 23. Inset maps are only found in areas with a large number of
features, and as such are used less often than parent maps.
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Figure 22. An Inset Map as it is Displayed on the Index Map
Figure 23. Inset Maps
Inset maps show areas of relative congestion at a large scale, allowing a
greater amount of detail.
A4
Scales
Naturally, the map is always smaller than the area it represents, so nearly all maps are
equipped with a scale that depicts the ratio of distance on the map to the actual distance on
land. The scale can be designed any number of ways, but two of the most common scales are
ratio scales, which describe a ratio between the map and the real world (e.g., 1: 24,000), and
bar scales, which depict that relationship graphically by displaying how much a certain distance
on the map represents in the real world (Figure 24). In other words, if a map has a ratio scale of
1: 24,000, it means that one inch on the map represents 24,000 inches on the ground. This
works with any unit of measurement, so long as the unit being used on the map is the same as
– or properly converted from – the unit being depicted on the ground. Often a map will have
both types of scale.
Figure 24. Bar Scale
The map from which this scale was taken has a ratio scale of 1:12,500. The
bar scale shows distances in kilometers and miles.
A bar scale will often be a set length (e.g., one inch), and/or represent a set distance (e.g., one
mile). The bar scale is used to determine distance on the map by using a ruler. Simply place the
U.S. Census Bureau
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ruler on the map to determine the distance on the map; then place the ruler along the bar
scale, which will show how much that distance represents on the ground.
A5
Compass Rose
All maps should have some sort of diagram depicting at least one – but sometimes all – of the
cardinal directions (north, south, east, and west) that the map reader can use to orient the
map. This diagram is called a compass rose (Figure 25). It is important to check the compass
rose when beginning to read a map to determine the direction in which the map is oriented
(i.e., which direction is at the top of the map).
Figure 25. Compass Rose
A6
Legend
Because a map is a graphic representation of a real-world area, it is necessary, and convenient,
to symbolize real world features with representative symbols. In order to describe what each
symbol means, most maps have a legend (Figure 26). Typically, the legend will have a small
example of each symbol (e.g., a line, or a picture of a tent), and next to the symbol, in text, a
brief description of what is being depicted (e.g., “road”, or “campground”).
Figure 26. Legend Describing What Each Symbol Means
Sometimes a map needs to depict multiple features concurrently. This is because some lines are
the boundaries of multiple geographies at the same time (i.e., a county boundary can also be a
city boundary, a voting district boundary, and even a highway or river). Such instances can be
depicted in various ways, but Census Bureau maps depict coincident lines by alternating the
symbols for each type of line as shown in Figure 27. In other words, if a line is both a county
boundary (symbolized by a series of squares) and a city boundary (a series of circles), that
boundary will be depicted as a series of alternating squares and circles for the length of the
concurrency.
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Boundary and Annexation Survey (BAS) Paper How-to Guide
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Figure 27. Map Depicting Multiple Features Concurrently
In this case, the city and the county boundaries are coincident, and run
through the middle of the river.
In situations where higher-level geographies (e.g., national, state, county, or county
subdivisions) coincide, the Census Bureau’s maps display only the symbol of the highest-ranking
of these boundaries. In other words, if a particular boundary is shared by both a state and
county, only the symbol representing the state boundary will be displayed.
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FORM
BASSC-1L (08-2022)
OMB Control No.: 0607-0151 Expiration Date: 11-30-2024
Boundary and Annexation Survey State Certification State
Certifying Official Appointment Form
The contact information for the individual currently responding to the Boundary and Annexation
Survey (BAS) State Certification program in your state is provided in the space below:
ST_ABBR
Name:
<>
Title:
Department:
Address:
City:
State:
Telephone:
Email:
Zip Code:
State Certification materials will be emailed to the individual you appoint as the State Certifying Official (SCO). You
may either confirm the current SCO above or appoint another individual to this position. Please provide the contact
information for the appointed SCO if different from above:
I confirm the contact person listed
above as the SCO.
OR
I appoint the following individual as
the new SCO:
Name:
Title:
Department:
Address:
City:
State:
Telephone:
Fax:
Zip Code:
Email:
Please sign below to indicate that you approve the information provided on this form.
Governor’s Signature: __________________________________________________
Date:
__________________
Please email this completed form to geo.bas@census.gov
A list of annexations received through the BAS program from 2000-2022 is available online at:
.
We estimate that participating in the Boundary and Annexation Survey State Certification Program will take 7.5 hours on average.
Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for
reducing this burden, using Paperwork Reduction Project 0607-0151 as the subject, to . This collection has
been approved by the Office of Management and Budget (OMB). The eight-digit OMB approval number that appears at the upper
right of the form confirms this approval. If this number were not displayed, we could not conduct this survey. The Census Bureau
conducts this program under the legal authority of the Title 13 United States Code, Section 6.
E-mail: BASSC 1L and Text
Subject: 2022 Boundary and Annexation Survey (BAS) State Certification -
Dear Governor :
The U.S. Census Bureau conducts the Boundary and Annexation Survey (BAS) every year to
update legal boundaries, names, and statuses of all governments. The Census Bureau uses this
boundary information for data collection, tabulation, and dissemination for the decennial
census, American Community Survey, Population Estimates Program, and many other censuses
and surveys. Following each BAS cycle, the Census Bureau conducts the BAS State Certification
Program to review and certify updates sent through BAS.
As part of the BAS State Certification Program, we compile listings of boundary changes
reported to the previous BAS cycle by governments within your state and distribute them to the
governor-appointed State Certifying Official (SCO). If state law requires local governments to
report boundary updates to the state, the SCO is responsible for reviewing the listings and
certifying that the information is correct. This program ensures that the Census Bureau’s
inventory of local governments is accurate and that the boundary changes reported to BAS
comply with your state laws.
Please provide the name and contact information of the person you wish to appoint as the SCO
for on the attached BAS State Certification SCO Appointment Form and email the
completed form to by Friday November 4, 2022. If you do not respond
by this date, we will distribute materials to the previous SCO listed on the attached form. We
plan to distribute the BAS State Certification materials for review to the SCO in December 2022.
Thank you for your participation in the BAS State Certification Program.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
BAS State Certification Program Website:
General BAS Information:
Attachments: 2022 BAS State Certification SCO Appointment Form
E-mail: BASSC 2L – CCD States and Text
Subject: <> Boundary and Annexation Survey (BAS) State Certification -
Dear :
The Governor's office notified the U.S. Census Bureau that you are serving as the State
Certifying Official (SCO) for for the 2022 Boundary and Annexation Survey
(BAS) State Certification Program. Through this program, the Census Bureau asks you to verify
the accuracy of the information received during the 2022 BAS. This program ensures that the
Census Bureau’s inventory of local governments is accurate and that the boundary changes
reported to BAS comply with your state laws.
All information and materials for review, including the BAS State Certification listings and the
BAS State Certification How-to Guide, are located on the BAS State Certification website. Select
your state’s name in the ‘Download BAS State Certification Materials’ section to download the
materials. We are providing you with the following information from the 2022 BAS:
•
•
•
List 1 - governments that have disincorporated, become inactive, or otherwise ceased
to exist,
List 2 - legal boundary changes reported to the 2022 BAS, and
List 3 - names and functional statuses of incorporated places.
A summary of the state laws for reporting legal boundary changes in are
attached for your reference. Please notify the Census Bureau if there are errors in the state law
summary or if there are any records in the provided data files that are in violation of state or
county law. Return the certified listings to the Census Bureau on or before Friday March 10,
2023. Refer to the BAS State Certification How-to Guide for further information.
Thank you for your participation in the BAS State Certification Program.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
BAS State Certification Program Website:
General BAS Information:
Attachment: State Law Summary
E-mail: BASSC 2L – MCD States and Text
Subject: 2022 Boundary and Annexation Survey (BAS) State Certification -
Dear :
The Governor's office notified the U.S. Census Bureau that you are serving as the State
Certifying Official (SCO) for for the 2022 Boundary and Annexation Survey
(BAS) State Certification Program. Through this program, the Census Bureau asks you to verify
the accuracy of the information received during the 2022 BAS. This program ensures that the
Census Bureau’s inventory of local governments is accurate and that the boundary changes
reported to BAS comply with your state laws.
All information and materials for review, including the BAS State Certification listings and the
BAS State Certification How-to Guide, are located on the BAS State Certification website. Select
your state’s name in the ‘Download BAS State Certification Materials’ section to download the
materials. We are providing you with the following information from the 2022 BAS:
•
•
•
•
List 1 - governments that have disincorporated, become inactive, or otherwise ceased
to exist,
List 2 - legal boundary changes reported to the 2022 BAS,
List 3 - names and functional statuses of incorporated places, and
List 4 - names and functional statuses of minor civil divisions.
A summary of the state laws for reporting legal boundary changes in are
attached for your reference. Please notify the Census Bureau if there are errors in the state law
summary or if there are any records in the provided data files that are in violation of state or
county law. Return the certified listings to the Census Bureau on or before Friday March 10,
2023. Refer to the BAS State Certification How-to Guide for further information.
Thank you for your participation in the BAS State Certification Program.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
BAS State Certification Program Website:
General BAS Information:
Attachment: State Law Summary
E-mail: BASSC 3L and Text
Subject: 2022 Boundary and Annexation Survey (BAS) – Missing Legal Boundary Change Submission
Dear :
The U.S. Census Bureau conducts the Boundary and Annexation Survey (BAS) every year to
update legal boundaries, names, and the status of all governments. Following each BAS cycle,
the Census Bureau conducts the BAS State Certification Program to review and certify updates
sent through BAS. A governor-appointed State Certifying Official (SCO) verifies that the legal
boundary, name, and status received through the previous BAS cycle were reported in
accordance with state laws and that no legal changes are missing from the Census Bureau’s
data.
During the 2022 BAS State Certification Program, your state’s SCO notified the Census Bureau
that one or more boundary changes for your government were not reported to the 2022 BAS.
The missing changes are listed on the attached form.
To ensure the changes are included in the Census Bureau’s database, please complete the
following action steps:
1. Review the missing changes listed on the attached BAS State Certification Discrepancy
Form.
2. Submit the missing changes that are legally in effect along with appropriate
documentation (e.g., ordinance document, resolution document, etc.) to the current
BAS cycle by May 31.
3. If a change is not valid or you have questions about a change listed on the form, please
contact the Census Bureau.
4. If you have already submitted the change to this year’s BAS, no further action is
required.
Thank you for your participation in BAS.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
BAS State Certification Program Website:
General BAS Information:
Attachment: BASSC Discrepancy form (BASSC-3L)
E-mail: BASSC 4L and Text
Subject: 2022 Boundary and Annexation Survey (BAS) – Boundary Change Marked for Removal from
Census Bureau Records
Dear :
The U.S. Census Bureau conducts the Boundary and Annexation Survey (BAS) every year to
update legal boundaries, names, and the status of all governments. Following each BAS cycle,
the Census Bureau conducts the BAS State Certification Program to review and certify updates
sent through BAS. A governor-appointed State Certifying Official (SCO) verifies that the legal
boundary, legal name, and status received through the previous BAS cycle were reported in
accordance with state laws and that no legal changes are missing from the Census Bureau’s
data.
During the 2022 BAS State Certification Program, your state’s SCO notified the Census Bureau
that one or more boundary changes reported to the 2022 BAS were not reported to the
appropriate state agency. The changes are listed on the attached form.
To ensure the changes are included in the Census Bureau’s database, please complete the
following action steps:
1. Review the missing changes listed on the attached BAS State Certification Discrepancy
Form.
2. If a change is legally in effect, ensure the required documentation is filed with the
appropriate state or county level agency.
3. Once the change is reported to the appropriate state or county level agency, resubmit
the boundary change and supporting documentation to the current BAS cycle by May
31.
4. If a change is not valid or you have questions about a change listed on the form, please
contact the Census Bureau.
Thank you for your participation in BAS.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
BAS State Certification Program Website:
General BAS Information:
Attachment: BAS State Certification Discrepancy Form (BASSC-4L)
Email: BAS-E-NRFU1 and Text – BAS Non-Response Follow Up (True Non-Response)
Subject: YYYY Boundary and Annexation Survey (BAS)-March 1, YYYY Deadline – BAS ID:
The U.S. Census Bureau is sending this email to alert you that your government has not yet responded to
the Boundary and Annexation Survey (BAS). You should have received an email and letter requesting
your government’s participation. You still have time to participate in the survey.
If you already responded online or mailed your response, you can disregard this email.
Action Step:
•
Review your government’s boundary and respond to BAS using our interactive BAS Annual
Response Form. Additional details and instructions are found on the form.
Click here to go to the Annual Response Form
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage.
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the
American Community Survey and Population Estimates Program data and in next year’s
BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
BAS Email: BAS-E-NRFU2 - BAS- Yes Change, No Return - Email Template
Subject: YYYY Boundary and Annexation Survey (BAS)--March 1, YYYY Deadline – BAS ID:
Thank you for your recent response to the Boundary and Annexation Survey (BAS). Your government
indicated there are boundary changes to report, but we have not received these changes. You still have
time to submit updates for BAS.
If you already submitted updates through the Secure Web Incoming Module or mailed your response,
you can disregard this email.
Action Step:
•
Prepare and submit boundary updates. On the BAS website, you will find resources and
detailed instructions for submitting updates to BAS digitally or using paper maps.
Please respond to the BAS with a “No Changes” response if, after reviewing your government’s
boundaries, you determine there are no boundary changes to report. If you do not respond, we
will contact your government to confirm your boundary change status.
Click here to go to the Annual Response Form
TRAINING OPPORTUNITIES
The Census Bureau is offering training webinars for BAS. The webinar schedule and registration
instructions are on the BAS Webinars webpage.
KEY DATES
January 1
Boundary updates must be legally in effect on or before this date to be reported in the
current survey year.
March 1
First BAS deadline - Boundary updates returned by this date will be reflected in the
American Community Survey and Population Estimates Program data and in next year’s
BAS materials.
May 31
Final BAS deadline - Boundary updates returned by this date will be reflected in next
year’s BAS materials.
CONTACT INFORMATION
Email:
Phone: 1-800-972-5651
Website:
Thank you for your participation in BAS.
Boundary and Annexation Survey State
Certification How-to Guide
Instructions for Participating in the Boundary and Annexation Survey State Certification
Program
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TABLE OF CONTENTS
Introduction ........................................................................................................................... vi
A.
The Boundary and Annexation Survey (BAS) ................................................................. vi
B.
The BAS State Certification Program ............................................................................. vi
C.
Contact Us ..................................................................................................................... vi
D.
Resources ...................................................................................................................... vi
Chapter 1 State Laws ............................................................................................................. 1
Chapter 2 BAS State Certification Materials .......................................................................... 2
2.1
Accessing materials ........................................................................................................ 2
2.2
State Certification Listings .............................................................................................. 2
Chapter 3 Reviewing the listings ........................................................................................... 3
3.1
Action Codes .................................................................................................................. 3
3.2
List 1: Governments that Disincorporated, Became Inactive, or Ceased to Exist ........... 3
3.2.1 Instructions ................................................................................................................ 4
3.3
List 2: Boundary Changes ............................................................................................... 5
3.3.1 Instructions ................................................................................................................ 7
3.4
List 3: Incorporated Places ............................................................................................. 8
3.4.1 Instructions ................................................................................................................ 9
3.5
List 4: Minor Civil Divisions ........................................................................................... 10
3.5.1 Instructions .............................................................................................................. 11
Chapter 4 Submit UpdateS to the Census Bureau ................................................................ 12
4.1
Troubleshooting SWIM ................................................................................................ 13
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LIST OF TABLES
Table 1: Action Codes and Descriptions ........................................................................................ 3
Table 2: List 1 Data File Field Descriptions .................................................................................... 4
Table 3: List 2 Data File Field Descriptions .................................................................................... 6
Table 4: List 3 Data File Field Descriptions .................................................................................... 9
Table 5: List 4 Data File Field Descriptions .................................................................................. 10
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BAS State Certification How-To Guide
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LIST OF FIGURES
Figure 1. List 1 ............................................................................................................................... 4
Figure 2. List 2 ............................................................................................................................... 5
Figure 3. List 3 ............................................................................................................................... 8
Figure 4. List 4 ............................................................................................................................. 10
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OMB Control No.: 0607-0151
Expiration: 11-30-2024
INTRODUCTION
A.
The Boundary and Annexation Survey (BAS)
The U.S. Census Bureau conducts the Boundary and Annexation Survey (BAS) every year to
update legal boundaries, names, and the status of all governments. The Census Bureau uses
this boundary information for data collection, tabulation, and dissemination for the decennial
census, American Community Survey, Population Estimates Program, and many other censuses
and surveys.
B.
The BAS State Certification Program
Following each BAS cycle, the Census Bureau conducts the BAS State Certification Program to
review and certify updates sent through BAS.
As part of the BAS State Certification Program, the Census Bureau compiles listings of all local
governments in each state that reported updates during the previous BAS cycle and distributes
them to a governor-appointed State Certifying Official (SCO). If an individual state’s law requires
local governments to report boundary updates to the state, the SCO is responsible for
reviewing the listings and certifying that the information is correct. This program ensures that
the Census Bureau’s inventory of local governments is accurate and that the boundary changes
reported to BAS comply with state laws.
C.
Contact Us
If assistance is required in preparing a BAS State Certification Program submission, please
contact the Census Bureau at or 1-800-972-5651.
D.
Resources
BAS State Certification Program materials and additional resources are available on the BAS
State Certification website .
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CHAPTER 1
STATE LAWS
The SCO is responsible for understanding the laws in their state that pertain to legal boundary
changes, new incorporations, and disincorporations since this will determine the extent to
which the Census Bureau will accept changes to the BAS State Certification listings. Some states
require local governments to report any legal actions causing changes to their legal boundaries
to a designated state agency. If such laws are in effect, the SCO should have access to a
complete boundary change file through the state government, which they may use to compare
with the Census Bureau listings.
In states that have laws requiring local boundary changes to be reported to a state agency, the
SCO may pursue any of the actions described in Table 1.
In states that do not require boundary changes to be reported to a state agency, the SCO does
not need to submit the edited listings to the Census Bureau. However, if the SCO does have
access to a state-level boundary change file, they may use it to certify or add missing records to
the BAS State Certification listings.
In most cases, the Census Bureau will accept edits to legal boundary changes. However, the
Census Bureau will not add or remove legal changes until the changes are confirmed by the
local government affected by the change.
A list of state annexation reporting laws can be found here:
.
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BAS State Certification How-To Guide
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CHAPTER 2
BAS STATE CERTIFICATION MATERIALS
All BAS State Certification materials, including the listings for review and this how-to guide can
be found on the BAS State Certification website .
2.1
Accessing materials
1. On the BAS State Certification website, go to the section of the page that reads, “Download BAS
State Certification Materials.”
2. In the “Select a Geography” drop-down box under “Choose a State to View,” select the state the
SCO is responsible for reviewing.
3. Upon selection of the state name, the website directs to a File Transfer Protocol (FTP) site.
Download the contents of the folder. These are the listings that the SCO will review for the BAS
State Certification Program.
2.2
State Certification Listings
Depending on the state, the SCO will be responsible for reviewing up to four listing files:
•
List 1 – Governments reported to the Census Bureau that have disincorporated, become
inactive, or otherwise ceased to exist. This listing is only available if a deleted government was
reported to the Census Bureau during the 2022 BAS.
•
List 2 – Reported legal boundary changes (annexations, deannexations/detachments, etc.) to
active incorporated places within the state as reported through the 2022 BAS.
•
List 3 – All governmentally active and inactive incorporated places in the state, according to the
Census Bureau’s records as reported through the 2022 BAS.
•
List 4 – All governmentally active and inactive MCDs in the state, according to Census Bureau’s
records as reported through the 2022 BAS.
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CHAPTER 3
REVIEWING THE LISTINGS
This section describes each type of listing file and explains how to review each listing file within
the program materials.
3.1
Action Codes
For each record in a listing file, the SCO will input an action code into the 'Cert.' column. All
action codes are defined in the table below:
Table 1: Action Codes and Descriptions
Action Code
3.2
Description
C
Certify - The SCO certifies that the information for the record is
complete, accurate, and conforms to applicable state laws.
A
Add - The SCO adds a record from the state’s file that is missing
from the listing.
R
Reverse - The SCO requests to remove an invalid record from the
listing.
E
Edit - The SCO edits the attribute information for an existing
record in the listing.
X
Duplicate Entry - The SCO indicates that the record is a duplicate
of another record in the listing.
Leaving a blank field means there are no actions for the record.
The Census Bureau will continue to maintain the record and its
current attribute information.
List 1: Governments that Disincorporated, Became Inactive, or Ceased to
Exist
The List 1 data file (Figure 1) contains the names of all governments in the state that have
disincorporated, became inactive (no longer have officers, collect revenue, or conduct
governmental activities), or otherwise ceased to exist as reported through the 2022 BAS. Table
2 provides an explanation of the fields in the data file.
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Figure 1. List 1
Table 2: List 1 Data File Field Descriptions
Column
Field Name
A
Place Name and LSAD
Government’s name and expanded legal/statistical area description.
B
County
County or counties in which the government is located.
C
Effective Date
The date on file for when the government disincorporated, became
inactive, or otherwise ceased to exist.
D
Effective Date Update
Will be initially blank so the SCO can provide edits to the data in the
Effective Date field without overriding original data.
E
Cert.
Will be initially blank so the SCO may certify the records as correct and
complete.
F
Memo
Will be initially blank so the SCO may include any notes regarding a
certain record.
3.2.1
Description
Instructions
Please review the List 1 data file to ensure that it provides a complete and correct inventory of
all governments that have disincorporated, become inactive, or otherwise ceased to exist as
reported through the 2022 BAS.
•
For all records that are correct, complete, and conform to applicable state laws, enter a ‘C’ in
the Cert. field.
•
If there is a government that disincorporated, became inactive, or otherwise ceased to exist and
is missing from the data file:
o In a new row at the bottom of the data file, enter the missing government’s name and the
entity type (such as town, township, city, etc.) under the Place Name and Legal/Statistical
Area Description (LSAD) field.
o Enter the date the government disincorporated, became inactive, or otherwise ceased to
exist into the Effective Date Update field.
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o
o
3.3
Provide an explanation in the Memo field.
Enter an ‘A’ in the Cert. field. This will inform the Census Bureau that an additional
government should be added to the list of deleted governments.
•
If any government is listed in error:
o Enter an ‘R’ in the Cert. field to notify the Census Bureau that this government should be
removed from the list of deleted governments.
o In the Memo field, provide an explanation why the government should be removed.
•
If the Effective Date of the government is incorrect:
o Enter the correct date the government ceased to exist in the Effective Date Update field.
o Enter an ‘E’ in the Cert. field to notify the Census Bureau that the Effective Date must be
edited in the list of deleted governments.
•
If any government is duplicated:
o Enter an ‘X’ in the Cert. field to inform the Census Bureau that this government is a
duplicate of another government.
o In the Memo field, indicate the duplicate ID.
•
Upon completion of review of the List 1 data file, the SCO certifies the statement at the bottom
of the file by typing their full name, title, and the date of concurrence below the provided
statement.
List 2: Boundary Changes
The List 2 data file (Figure 2) provides an inventory of legal boundary changes to active
incorporated places within the state that were reported to BAS. Table 3 provides an
explanation of the fields in the data file.
Figure 2. List 2
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Table 3: List 2 Data File Field Descriptions
Column
Field Name
Description
A
Place Name and
LSAD
Government’s name and expanded legal/statistical area description.
B
FIPS Place Code
Federal Information Processing Standards (FIPS) code for the place.
C
Action
Lists whether the boundary change is an annexation, detachment, or other
type of action.
D
Action Update
Will be blank so the SCO may provide edits to the data in the Action field
without overwriting original data.
E
Authorization Type
Lists the type of legal authorization that effected the change.
F
Authorization Type
Update
Will be blank so the SCO may provide edits to the data in the Authorization
Type field without overwriting original data.
G
Local Number
The identification number of the legal document that recorded the
authorization effecting the change to the boundary.
H
Local Number
Update
Will be blank so the SCO may provide edits to the data in the Local Number
field without overwriting original data.
I
Local Effective Date
Lists the effective date of each action. (Please note that there may be a
difference between the effective date of actions on this list and the effective
date in the state’s records because the Census Bureau’s records contain a
locally reported date.)
J
Local Effective Date
Update
Will be blank so the SCO may provide edits to the data in the Local Effective
Date field without overwriting original data.
K
Secondary Effective
Number
The state legal action number identifying the legal document that recorded
the authorization effecting the change to the boundary (if applicable).
L
Secondary Effective
Number Update
Will be blank so the SCO may provide edits to the data in the Secondary
Effective Number field without overwriting original data (if applicable).
M
Secondary Effective
Date
Lists the effective date of each state legal action.
N
Secondary Effective
Date Update
Will be blank so the SCO may provide edits to the data in the Secondary
Effective Date field without overwriting original data.
O
Acreage
Lists the reported acreage of the affected territory.
P
Acreage Update
Will be blank so the SCO may provide edits to the data in the Acreage field
without overwriting original data.
Keying Date
Lists the date that the record was entered into the Census Bureau’s Master
Address File/Topologically Integrated Geographic Encoding Referencing
(MAF/TIGER) System. The keying date may be used to research boundary
changes on the Census Bureau’s maps.
Q
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Column
Field Name
Description
R
Cert.
Will be initially blank so the SCO may certify the records as correct and
complete. (See Table 1.)
S
GCATOID
Field used internally to identify the change to the government.
T
Will be blank so the SCO may provide additional information about the
record if necessary.
3.3.1
Instructions
Please review the List 2 data file (Figure 2) to verify that:
•
Each legal boundary change was submitted in accordance with applicable state law.
•
The place name, action, authorization type, local number, local effective date, acreage, and if
applicable, secondary effective number and secondary effective date, shown for each record is
correct.
•
The Census Bureau’s list is complete as reported through the 2022 BAS.
When reviewing the List 2 data file, the SCO may determine that a record(s) in the Census
Bureau’s data file does not match the state’s records. If this occurs, please research if specific
attributes of the change are incorrect or if the boundary update was not completed in
accordance with state law(s).
Note: Some places provide the Census Bureau with the legal documentation along with maps of
boundary changes. To view the legal documentation for a change, contact the Census Bureau. In
the email, please specify the government that the change affected, and the attribute information
associated with the change in List 2. The Census Bureau will research to determine if there is
supplemental information for this change.
•
If a boundary change was accomplished in accordance with state law and the attribute data is
correct and complete, enter a ‘C’ in the Cert. field.
•
If a boundary update is missing from the Census Bureau’s records:
o Then in a blank row at the bottom of the spreadsheet enter the following information:
▪ Enter the name and type of the government where the change occurred in the Place
Name and LSAD field, respectively.
▪ Enter “annexation” or “deannexation” into the Action Update field.
▪ Enter “ordinance,” “resolution,” “local law,” “state-level action,” or “other” into the
Authorization Type Update field.
▪ Enter the legal document number into the Local Number Update field.
▪ Enter the effective date into the Local Effective Date Update field.
▪ Enter the acreage into the Acreage Update field (if available).
▪ Type the state legal action number into the Secondary Number Update field and enter
the effective date of the state legal action into the Secondary Effective Date Update
field (if applicable).
▪ Enter an ‘A’ in the Cert. field to inform the Census Bureau that an additional boundary
change should be added to the Census Bureau’s database.
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3.4
•
If a boundary change was not accomplished in accordance with applicable state law, the SCO
may complete one of the two actions below:
o Leave the Cert. field blank, which will indicate that the state government does not certify
the change, but the SCO does not wish to reverse the change at this time.
o Enter an ‘R’ in the Cert. field. In the blank cell to the right of the Cert. field, please note the
reason as well as any additional information about the reversal.
•
If a portion or all the attribute data for the boundary change is incorrect:
o Type the correct data in the field to the right of the incorrect data. For example, if the
information in the Action field is incorrect, type the correct information in the Action
Update field to the right of the Action field. If the date in which the change is effective is
incorrect, enter the correct date in the Local/Secondary Effective Date Update field. Blank
update fields are also provided if the SCO needs to change the Authorization Type, Number,
and Acreage information.
o Enter an ‘E’ in the Cert. field to notify the Census Bureau that a portion or all the attributes
for this record must be edited.
•
If a boundary update is a duplicate of an already existing boundary change:
o Enter an ‘X’ in the Cert. field.
•
Upon completion of review of the List 2 data file, the SCO certifies the statement at the bottom
of the file by typing their full name, title, and the date of concurrence below the provided
statement.
List 3: Incorporated Places
The List 3 data file (Figure 3) shows the names of all active and inactive incorporated places in
the state according to the Census Bureau’s records. An active incorporated place is one that has
officials (elected or appointed) and has the legal capacity to raise revenues and conduct general
governmental activities. Table 4 provides an explanation of each of the fields in the data file.
Figure 3. List 3
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Table 4: List 3 Data File Field Descriptions
Column
A
Field Name
County Name
B
Place Name and LSAD
Description
The county or county equivalent where each incorporated place is
located.
Lists the places in alphabetical order within a county. If a place exists in
multiple counties, it will be listed under each county in which it is
located.
The LSAD is the expanded legal/statistical area description, such as city,
town, village, etc.
C
Part Flag
If the government is located within multiple counties, this field will be
populated by the letter “P” otherwise this field will be blank.
D
FS
Lists the functional status (FS) of the government. (See Appendix B for
definitions.)
E
FS Update
Will be initially blank so the SCO may provide edits to the information in
the FS field without overwriting original data.
F
Cert.
Will be initially blank so the SCO may certify the records as correct and
complete.
G
Memo
Will be initially blank so the SCO may include notes.
3.4.1
Instructions
Please review the List 3 data file (Figure 3) to ensure that it provides a complete and correct
inventory of all incorporated places that were governmentally active or inactive.
If a place is in multiple counties in the state’s records, please review the file to ensure that it is
listed under each applicable county. Places that occur in multiple counties in the Master
Address File/Topologically Integrated Geographic Encoding and Referencing (MAF/TIGER)
System will have “P” entered in column C (Part Flag) of the data file.
•
For all records that are deemed to be correct and complete enter a 'C' in the Cert. field to certify
the record.
•
If a place is missing from the data file:
o In a blank row at the bottom of the data file, enter the following information:
▪ Enter the place’s county name in the County Name field.
▪ Enter the place’s name and entity type in the Place Name and LSAD field.
▪ Enter “active” or “inactive” in the FS field.
▪ Enter the effective date when the place legally incorporated in the Memo field.
o Enter an ‘A’ in the Cert. field to inform the Census Bureau that this place should be added to
the MAF/TIGER System.
Note: If the place exists in two or more counties, type all the county names, separated by commas, into
the County Name field.
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•
If a place is no longer incorporated:
o Provide the effective date of the status change in the Memo field.
o Enter an ‘R’ in the Cert. field to notify the Census Bureau that the place should be removed
from the MAF/TIGER System.
•
If the functional status of a place has changed:
o Enter the correct functional status in the FS Update field.
o Enter the effective date of the status change in the Memo field.
o Enter an ‘E’ in the Cert. field to notify the Census Bureau that the functional status must be
edited in the MAF/TIGER System.
•
Upon completion of review of the List 3 data file, the SCO certifies the statement at the bottom
of the file by typing their full name, title, and the date of concurrence below the provided
statement.
3.5
List 4: Minor Civil Divisions
The List 4 data file (Figure 4) shows the names of all active and inactive MCDs in the state
according to the Census Bureau’s records. An active MCD operates as a governmental unit, has
elected or appointed officials, and has the legal capacity to raise revenues and conduct general
governmental activities. States that do not have MCDs will not receive the List 4 data file. See
the BAS State Certification website for a list of states that have MCDs.
Table 5 provides an explanation of the fields in the data file.
Figure 4. List 4
Table 5: List 4 Data File Field Descriptions
Column
Field Name
Description
A
County Name
The county where each government is located.
B
MCD Name and LSAD
Lists MCDs in alphabetical order within the state. The LSAD is the expanded
legal/statistical area description, such as town or township.
C
FS
Lists the functional status (FS) of the government. (See Appendix B for
definitions.)
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Column
Field Name
Description
D
FS Update
Will be initially blank so the SCO may provide an updated functional status
without overwriting original data in the FS field.
E
Cert.
Will be initially blank so the SCO may certify the records as correct and
complete.
F
Memo
Will be initially blank so the SCO may include any notes regarding the record.
3.5.1
Instructions
Please review the List 4 data file (Figure 4) to ensure that it provides a complete and correct
inventory of all MCDs that were governmentally active or inactive.
•
For all records that the SCO deems to be correct and complete enter a ‘C’ in the Cert. field to
certify the record.
•
If a government is missing from the data file:
o In a blank row at the bottom of the data file, enter the following:
▪ Enter the MCD’s county’s name in the County Name field.
▪ Enter the MCD’s name followed by its legal area description (such as town or township)
in the MCD Name and LSAD field.
▪ Enter “active” or “inactive” in the FS Update field.
▪ Enter the effective date when the MCD organized in the Memo field.
o Enter an ‘A’ in the Cert. field to inform the Census Bureau that this MCD should be added to
the MAF/TIGER System.
•
If an MCD is no longer organized:
o Provide the effective date when the MCD ceased to exist in the Memo field.
o Enter an ‘R’ in the Cert. field to notify the Census Bureau that the MCD should be removed
from the MAF/TIGER System.
•
If the functional status of an MCD has changed:
o Enter the correct functional status in the FS Update field.
o Enter the effective date of the status change in the Memo field.
o Enter an ‘E’ in the Cert. field to notify the Census Bureau that the functional status must be
edited in the MAF/TIGER System.
•
Upon completion of review of the List 4 data file, the SCO certifies the statement at the bottom
of the file by typing their full name, title, and the date of concurrence below the provided
statement.
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CHAPTER 4
SUBMIT UPDATES TO THE CENSUS BUREAU
All participants must use the Secure Web Incoming Module (SWIM) to submit their changes to
the Census Bureau. Due to security requirements, the Census Bureau cannot accept
submissions via File Transfer Protocol (FTP), email, or any protocol other than the SWIM site.
To upload and transmit update files to the Census Bureau, participants must access their
accounts for SWIM.
1. Open a web browser window and enter the SWIM URL: .
SWIM runs on the two most recent versions of each of these major browsers:
•
Microsoft Edge®
•
Google Chrome®
•
Mozilla Firefox®
•
Apple Safari®
2. Participants who already have a SWIM account should proceed to Step 4 to log in.
3. Participants who do not have a SWIM account click ‘Register Account’:
•
Enter the 12-digit token provided by the Census Bureau.
•
Create a password following the five criteria below:
a. Username and password are case sensitive.
b. It must be at least eight characters in length.
c. It must have at least one upper case character.
d. It must have at least one lower case character.
e. It must have at least one number.
f. It must have at least one special character (valid characters are: #, !, $, &, ?, ~).
•
Complete the registration information form.
4. Log in to SWIM using your email address and password.
5. Upload a BAS submission:
a.
b.
c.
d.
e.
f.
g.
h.
Select the Start New Upload button.
Select the BAS radio button.
Select the State radio button for Entity type.
Select the State.
Click the + Add File button.
Select the .zip file to upload.
Double-click on the .zip file to upload. Add additional files in the same manner.
Add any additional information to the Comments field.
6. Click Next. A Thank You screen will appear.
7. Logout of SWIM.
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4.1
Troubleshooting SWIM
If you are having trouble accessing your SWIM account here are some tips for using SWIM:
•
SWIM email addresses and passwords are case sensitive.
•
If you forgot your password, participants may reset their password using the “Forgot your
password?” link on the login page. Follow the prompts to enter the case-sensitive email address
and provide the security answer. If the security answer is correct, the SWIM system sends a
password reset link to the email account for use in resetting the password. Once logged into
SWIM, users can modify their password and security answer by selecting the ‘Change Security’
link at the top, right-hand side of the page.
Figure 5: SWIM Login Page
•
If you cannot recover your password through the “Forgot your Password?” menus, please email
with the subject line “SWIM Account Assistance” with a brief description
of the issue.
•
SWIM accounts are specific to users, not to your government so we do not advise sharing an
account. You may always request another account for a new BAS Contact.
•
If you already created an account through another decennial program such as PSAP, LUCA, or
GSS, you do not need another account. You may use the same previously established login
information.
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| File Type | application/pdf |
| Author | U.S. Census Bureau |
| File Modified | 2022-10-14 |
| File Created | 2022-10-14 |