SSCENS Field Descriptions

SS - C E N S

SSCENS Field Descriptions.

Last revised 07 Feb 2002
© FreeCEN Project.

Quick-jump Index
Header Information (Columns A to D) Schedule & Address (Columns E to H) Personal Details (Columns I to P) Rank, Profession or Occupation (Columns Q to S) Birthplace & Sundries (Columns T to X) Notes & "Mynotes" (Column Y) Appendix: Relationships Appendix: Abbreviations Policy Appendix: Chapman County Codes

The routine that will be used to convert the Spreadsheet to the FREECEN standard will also ensure that Upper Case is applied where required. It is suggested that all data entry can be made using Lower Case - let the routine take care of Capitals where they are needed.
Spreadsheet Column letter: "Field" name	Permitted Characters	Description & Rules
Header Information
Column A Civil Parish	No default	Up to 20 characters This information is found top-left of each Census Page and is normally constant for an Enumerator. Do not confuse with Ecclesiastic Parish which is at the right of this row.
Column B Enumeration District	###a	Up to three numerals + one optional suffix This will be identified at the first page of the introductory pages to each Census District. If there is no identifiable Enumerator Number then use zero. Note that "Enumerator =1" may not necessarily be the first District of a Census Piece. The suffix will be necessary if: indicated alongside the Enumeration on the first page (as above) or Institutions and Shipping NOTE: In the unlikely case of an Institution booklet being listed under "Enumeration District "2a", the Enumerator number would be entered as the numeral "2" and the "special situation" suffix added as below.
Enumerator Special Situations	0#n	"Institutions & Shipping" Certain categories may feature in a Piece but are not included on the "normal" returns. These normally come at the end of the piece, as different format reports without record of Enumerator number. The following number should be used as the relevant suffix Barracks & Military Quarters HM Ships, at Home Workhouses & Pauper Schools Hospitals (Sick, Convalescent, Incurables) Lunatic Asylums Prisons Certified Reformatory & Industrial Schools Merchant Vessels & Lighthouses Schools The schedules for Institutions & Shipping should be entered in the normal Folio Sequence Example: Since no Enumeration District is identified on the pages, Column B should be entered as "0#3" (for a Workhouse). NOTE the need for the # sign! There will be no Schedule Numbers: Use "0" (zero). For Merchant Vessels, there may be no Page Numbers: Use "0" (zero) Some Institutions used a booklet in which each page has the individual lines numbered from 1 to 25: DO NOT type these numbers anywhere. "Relationship to Head" should follow the census detail (e.g. 'Passenger'), with any qualifying details (e.g. 'Master's Wife') being included in the Occupation field (Column Q), if room, or entered in the Notes field (Column Y). Note that for some Institutions it is not possible to maintain 'normal' family grouping; for example a Lighthouse Station which lists the staff first and then the various wives and children.
Column C Folio Number	####a	Up to four numerals + one alpha-suffix This is the number hand-stamped at the top right-hand corner of every odd-numbered page Folio Numbers start from 1 at the beginning of a Piece and progressively increase regardless of changes to the Enumeration District Sometimes pages were missed (the number may have been pencilled in later) or even whole books may not have been numbered. Suffix letters are very rarely found. If a Folio Number is missing from its normal position DO NOT type zero EXCEPT for the first Folio position of a Piece.
Column D Page Number	####	Up to four numerals The Page Number is preprinted on the Census Pages (except for Shipping Schedules) and generally found top-right corner

Schedule & Address Details Return to Descriptions - Quick Index
Column E Schedule Number	###a	Up to three numerals + one optional suffix This is the first column on most census pages except for the 1841 census, and on Institution & Shipping returns where Schedule numbers were not used. A suffix is entered only if present on the Census page A value MUST be entered in Column E for every New Household or empty premises. If no other value can be found then type a zero. In the conversion routine this column provides the 'trigger' to recognise each separate household or building. Care should be taken if the Enumerator has entered two separate families, each with its own "Head", under a single address - the second family should be entered as Schedule=0 All Schedule Numbers must be accounted for (see also under Column H)
Column F House Number	####a	Up to four numerals + one optional suffix On the census page this is in the second column, associated with the street name Please consult CENSFAQ regarding the rare occasions when the house number is compound (as in "2½" or "2 Back")
Column G Street/Road Address	Default (hyphen '-')	Up to thirty alpha/numeric characters Address must be copied precisely - even if it looks wrong! Abbreviation as St Rd Terr etc will be acceptable. Supplementary information should follow the Street Name (as in "High St, Anchor Hotel"}
Column H Query or Special Use	No default	One character, (b, n, u, v or x if needed). Any other entry will be rejected at conversion as "invalid" Column H may be set with an x to indicate that you have doubts about the interpretation of any of the columns from E to G. A brief comment in Column Y should explain the nature of your doubts, e.g. "?house no" Column H may, alternatively, contain one of b,u,v, or n use b if this is shown in Column 4 of the Census Sheet use u if this is shown in Column 4 of the Census Sheet (Unoccupied) use v if the Census Sheet indicates "family away or visiting" use n to show that the Census Sheet is missing specific Schedule Numbers (This proves the omission to be on the Census, not made at the Transcription!) 'n' should also be used in case of deleted items, as for a note on the Census "Three schedules numbered for the Light House not required, being provided with a schedule from the Trinity Board". (Type the address as "Light House" and Column H as 'n' NOTE: where b, u, v, or n have been entered in Column H, any data entered in Columns I to X will be rejected. A comment may be entered in Column Y if there is a Query regarding the schedule or address entries

Personal Details Return to Descriptions - Quick Index
Column I SURNAME	Default Hyphen '-'	Up to twentyfour characters Surname must be copied precisely - even if it looks wrong, or is known to be wrong! A name, or hyphen, MUST be entered in every cell in this Column Take care if using "Cut & Paste" or "Fill Down" spreadsheet tools!
Column J Forename(s)	Default Hyphen '-'	Up to twentyfour characters Forenames must be copied precisely - even if known to be wrong! Abbreviated or mis-spelt names are to be typed as Enumerated A name, or hyphen, MUST be entered in every cell in this Column Allow one space between names, initials, or words. In the unlikely event of insufficient space being available, reduce later forenames to an initial, but always spell in full the first name (where known). Titles are to be typed after forenames, enclosed in brackets/braces as in (Rev), (Dr), (Prof) etc. In an extreme case "Elizabeth (Lady Chalfont)" is covered by this rule.
Column K Query	Blank or 'x'	One character Enter an x if you have doubts about the names. A simple "?Forename" in Column Y will pinpoint your query.
Column L Relationship to Head	Default Hyphen '-'	Up to six characters While short words may be typed in full there are many relationships which will need abbreviation to suit this field. Appendix #1 comprises a table of Standard Abbreviations which must be used for such circumstances. The table will also be useful in demonstrating the principles to be applied if a 'standard' form cannot be found.
Column M (Marital) Status	Default Hyphen '-'	One character Do not make assumptions! Enter a single letter m, s, u, or w (Married, Unmarried, Single, or Widowed) as defined on the Census Page. If the Enumerator left it blank - so must you. Any other letter will be rejected, at conversion, as 'invalid'
Column N Gender Male/Female	M F or '-'	One character The Census Page has two columns for "Age", Male and Female FreeCEN reduces this to a single letter M or F Do not make assumptions! If the age columns are empty then enter - (hyphen) Some Enumerators were careless, writing "Robert, son" or "Jane, dau" and then filling the age in the 'wrong' column. In these instances use the gender that matches the relationship
Column O Age	###a	Up to three numerals + one letter (y m w or d) A numeric value MUST be entered; zero is not acceptable: If age is blank or unreadable then enter 999 Ignore fractions; if the census states "less than 1 month" then enter 1m Note: no space between numbers and letter! Standard Rules for Age If only a number is entered, it will be converted as 'years'. Thus 46 or 46y will be converted to mean "46 Years" y (Years) maximum value = 120 m (Months) maximum value = 24m w (Weeks) maximum value = 20w d (Days) maximum value =30d If marital Status is M or W then male age must not be less than 14y; female age not less than 12y. Scholars must be between 2y and 17y. Outside these limits a "Scholar" will need to be transcribed as "Student (orig: Scholar)" Any values outside the above guidelines will be flagged as "Invalid" at conversion
Column P Query	Blank or 'x'	One character Enter an x if you have doubts about entries in Columns L to O. A simple "?Age" in Column Y will pinpoint your query.

Rank, Profession or Occupation Return to Descriptions - Quick Index
Column Q Occupation	No Default	Up to thirty characters Abbreviations are acceptable provided they are un-ambiguous, thus "gen dom serv" Occasionally descriptions may be lengthy: See here for guidelines on Abbreviations On the other hand, the 1841 Census in particular, thrives with abbreviations, such as "FS" which should be expanded where we are certain of the full meaning (Female Servant) Any "ditto" indication relating to earlier occupations must be expanded in full.
Column R Employment Category	E R or N	One character From 1891 the Census the form includes three columns to be marked if the person was "Employer", "Employee", or "Neither". FreeCEN Transcribes this information into a single column. Do not make assumptions! If these columns are all empty, then leave Column R empty. Otherwise enter r for "employeR"; e for "employeE"; n only when marked as "Not employer/employee" If a person is marked for both "employeR" and "employeE": enter r
Column S Query	Blank or 'x'	One character Enter an x if you have doubts about the entries in Column Q A comment in Column Y will be necessary only on rare occasions, since this Query concerns only Employment

Birthplace & Sundries Return to Descriptions - Quick Index
Column T Where born County	Approved Code only	Three characters, which must agree with FreeCEN's sub-group of Chapman County Codes This sub-group caters for all GB & Ireland Codes: Overseas entries are coded OVB where the person is stated to be a British Subject, or was born in one of the British Empire countries of the time; OVF is used for all other Foreign birth-places. Use UNK only as a last resort! Unless there can be no doubts, type only what is written on the census page: "Brighton" is in SSX; "Cambridge" (with no other clue) could refer either to the city or to any other place in the county. The 1841 Census requires different treatment since the information is merely "Born In This County? Yes/No" Permitted entries will be limited to: the Chapman Code for "this county"; IRL; SCT; OVF or UNK
Column U Where born Place	Default Hyphen '-'	Up to twenty characters Enter what is written on the Census Page!: Avoid abbreviating where-ever possible The only exception permitted would be to rearrange a lengthy birthplace so that the principal town can be written in full at the start of the line. If, for example "Scotland" is all that has been written; you would have "SCT" as the County Code and a hyphen in this column. If born "Notre Dame, Paris, France"; then "OVF" and rearrange the place "Paris, Notre Dame" (there isn't any more space!) If you believe it to be incorrectly spelt then put 'x' in Column X and your suggested correction in Column Y. The reason for this is that the Validation routine is capable of saving both the original entry and any chosen "correction". If the place-name is substituted ("corrected") prior to to Validation then we lose this "double entry" facility - and we may have made an incorrect assumption!
Column V Query	Blank or 'x'	One character Enter an x if you have doubts about the entries in Columns T or U
Column W Disability	Blank	Up to six characters Strictly, the Census asked only "Deaf, Dumb, Blind"; many Enumerators also wrote such comments as "Imbecile", or "Cripple" We can record these options, with abbreviation as necessary (enter the full wording in Column Y). "Df&Dm", "Imbcil", "Crippl" would be acceptable.
Column X Welsh Spoken	No Default	One character Generally left blank, except for those returns which specifically ask the "Welsh spoken" question. Use W E or B if needed (Welsh, English or Both spoken).

Notes & "Mynotes" Return to Descriptions - Quick Index
Column Y Notes	Freeform	Up to fortyfour characters This cell is provided to qualify any query raised and is intended as a brief indication of the nature of the problem
MYNOTES.TXT It will be useful to make a file named MYNOTES.TXT (using "Notepad") into which you can write extended comments which you wish to convey to the Checker. Run Notepad in "background" so that it is always ready to use and please identify the record you are explaining by quoting (as a heading) Enum No x; Folio y; Schedule z; Person names . Please accept that while it would be easier to quote "Line No." from the spreadsheet this reference will have no meaning once the file is converted to FreeCEN format. Naturally, the MYNOTES.TXT file must be forwarded, in text file format, to conversion at the same time as you submit the completed Spreadsheet. (The CHEKCENS and VALCENS routines are written to expect a Transcriber's file called MYNOTES.TXT)

The following Appendices are linked from the relevant section of Field Descriptions:

"Relationship to Head" - Standard Abbreviations Return to Personal Details
Relationship	Use:	Relationship	Use:	Relationship	Use:
apprentice	appren	half-brother	hlfbro	Sister-in-law	sislaw
assistant	asstnt	half-sister	hlfsis	son	son
aunt	aunt	head	head	son-in-law	sonlaw
boarder	boardr	husband	husbnd	step-brother	stpbro
brother	brothr	inmate	inmate	step-daughter	stpdau
brother-in-law	brolaw	lodger	lodger	stepfather	stpdad
cousin	cousin	mistress	mstres	stepmother	stpmum
daughter	dau	mother	mother	stepsister	stpsis
dau-in-law	daulaw	mother-in-law	ma-law	stepson	stpson
father	father	nephew	nephew	stranger	strngr
father-in-law	fa-law	niece	niece	traveller	trvelr
granddaughter	grndau	patient	ptient	uncle	uncle
grandfather	granpa	prisoner	prisnr	wife	wife
grandmother	granma	pupil/scholar	pupil	wife's mother	wif-ma
grandson	grnson	relative	reltiv	wife's dau	wifdau
great aunt	gtaunt	servant	servnt	wife's son	wifson
great uncle	gtuncl	sister	sister
governess	gvrnss	nurse child	nrs-ch

Abbreviations Policy
Return to Descriptions - Quick Index

While the intention is that transcription should be AS IS, there will be occasions when space prevents transcription of the full Census entry.
It is important that the average reader will be able to interpret any abbreviation we may use.

Use accepted forms where-ever possible as in Lieut= Lieutenant, Capt= Captain, JP= Justice of the Peace, GP= Medical or General Practitioner, RN= Royal Navy etc

It is often safe to remove vowels: schlr= scholar, mstr= master, mkr=maker, jrnymn= journeyman, blksmth= blacksmith, fshrmn= fisherman etc

Some occupations will stand severe abbreviation: "Farmer, 150 acres, employing 4 men, 2 women and 1 boy" is still understandable if shortened to"Farmer 150ac emp 4m 2w 1b" (only 25 characters!).

Always 'voice' what you have written, to ensure that it sounds something like the original entry.

Chapman Codes for FreeCEN Return to Birthplace & Sundries
County	Use:	County	Use:	County	Use:
Aberdeenshire	ABD	Alderney	ALD	Anglesey	AGY
Angus	ANS	Antrim	ANT	Argyllshire	ARL
Armagh	ARM	Ayrshire	AYR	Banffshire	BAN
Bedfordshire	BDF	Berkshire	BRK	Berwickshire	BEW
Brecknockshire	BRE	Buckinghamshire	BKM	Bute	BUT
Caernarvonshire	CAE	Caithness-shire	CAI	Cambridgeshire	CAM
Cardiganshire	CGN	Carlow	CAR	Carmarthenshire	CMN
Cavan	CAV	Channel Isles	CHI	Cheshire	CHS
Clackmannanshire	CLK	Clare	CLA	Cork	COR
Cornwall	CON	County Durham	DUR	Cumberland	CUL
Denbighshire	DEN	Derbyshire	DBY	Devon	DEV
Donegal	DON	Dorset	DOR	Down	DOW
Dublin	DUB	Dumfriesshire	DFS	Dunbartonshire	DNB
Durham	DUR	East Lothian	ELN	East Riding YKS	ERY
England	ENG	Essex	ESS	Fermanagh	FER
Fifeshire	FIF	Flintshire	FLN	Forfarshire (Angus)	ANS
Galway	GAL	Glamorganshire	GLA	Gloucestershire	GLS
Guernsey	GSY	Hampshire	HAM	Hants	HAM
Herefordshire	HEF	Hertfordshire	HRT	Huntingdonshire	HUN
Inverness-shire	INV	Ireland	IRL	Isle of Man	IOM
Isle of Wight	IOW	Jersey	JSY	Kent	KEN
Kerry	KER	Kildare	KID	Kilkenny	KIK
Kincardineshire	KCD	Kinross-shire	KRS	Kircudbrightshire	KKD
Lanarkshire	LKS	Lancashire	LAN	Leicestershire	LEI
Leitrim	LET	Leix (Queens)	LEX	Limerick	LIM
Lincolnshire	LIN	London (City)	LND	Londonderry	LDY
Longford	LOG	Louth	LOU	Mayo	MAY
Meath	MEA	Merionethshire	MER	Middlesex	MDX
Midlothian	MLN	Monaghan	MOG	Monmouthshire	MON
Montgomeryshire	MGY	Moray	MOR	Nairnshire	NAI
Norfolk	NFK	North Riding YKS	NRY	Northamptonshire	NTH
Northants	NTH	Northumberland	NBL	Nottinghamshire	NTT
Offaly (Kings)	OFF	Orkney Isles	OKI	Oxfordshire	OXF
Peebleshire	EE	Pembrokeshire	PEM	Perthshire	PER
Radnorshire	RAD	Renfrewshire	RFW	Roscommon	ROS
Ross & Cromarty	ROC	Roxburghshire	ROX	Rutland	RUT
Salop	SAL	Sark	SRK	Scotland	SCT
Selkirkshire	SEL	Shetland Isles	SHI	Shropshire	SAL
Sligo	SLI	Somerset	SOM	Staffordshire	STS
Stirlingshire	STI	Suffolk	SFK	Surrey	SRY
Sussex	SSX	Sutherland	SUT	Tipperary	TIP
Tyrone	TYR	Wales	WLS	Warwickshire	WAR
Waterford	WAT	West Lothian	WLN	West Riding YKS	WRY
Westmeath	WEM	Westmorland	WES	Wexford	WEX
Wicklow	WIC	Wigtownshire	WIG	Wiltshire	WIL
Worcestershire	WOR	Yorkshire	YKS	.	.
Additional Codes accepted by FREECEN
Overseas: Brit. Subject	OVB	Overseas: Foreign	OVF	Unknown	UNK