Public Library Annual Report Part II Local Fiscal Year 2009

Public Library Annual ReportPart II

Local Fiscal Year 2009

Presented by

Stacey Malek

Library Development Program Coordinator andState Data Coordinator

What we will cover: Brief Introduction to Annual Report Section 6 – Library Collection Section 7 – Library Services Section 8 – Staffing and Salaries Section 9 – Resource Sharing Section 10 – Internet and Electronic Services Section 11 – Library Hours Section 12 – Branch/Bookmobile Information Submitting the Annual Report Where to get Assistance

Introduction

We strongly encourage submission by March 31.

Report, along with System Membership application form is due April 30. No exceptions.

Corrections due July 31

From 13 TAC 1.85.

Why complete annual report? Loan Star Libraries grants TexShare databases TexShare card program Eligible to apply for competitive grants “Extra” services offered by systems National reporting and statistics Comparison to other similar libraries

How do accreditation rules fit?

Some of the annual report questions come from the federal report the State Library files each year. Other questions are used to determine accreditation.

What if the library does not meet the accreditation rules?

Some of the rules allow the library to be placed on probation for up to 3 years, others require an appeal.

During the presentation, I will let you know which allow for probation and which require an appeal. TSLAC staff works with library, if need an appeal.

Where do I find the accreditation rules?

The accreditation rules are on our website at http://www.tsl.state.tx.us/ld/pubs/libsysact/lsarules.html#minstd

Where do I find the report?

The link to the report is on our website athttp://www.tsl.state.tx.us/ld/pubs/arsma/index.htmlOrhttp://collect.btol.com

SECTION 6

Library Collection

Accreditation QuestionRule 13 TAC 1.83 (5)

Question 6.0

Does the library have a catalog of its holdings available to the public that is searchable, either manually or electronically, at a minimum by author, title, and subject?

If do not meet, can appeal loss of accreditation.

Library Collection:

2 Parts – TitlesVolumes, Items or Physical Units

Report titles and units acquired as part of the collection and cataloged, whether purchased, leased, licensed, or donated as gifts

Library Collection Books and Serials – printed (6.1/6.2) Audio Materials – physical and electronic (6.3/6.4) Video Materials – physical and electronic (6.5/6.6) Electronic Books (6.8) Local Licensed databases (6.9) State Library Licensed databases (TexShare and

TexSelect) (6.10) Other Licensed databases (6.11) Print subscriptions (6.15) Electronic Subscriptions (6.16)

Accreditation Questions

Rule 13 TAC 1.81 (B) - 1 Item per capita*

Derived from Question 6.14-Total Volumes, items, or physical units

*Minimum 7,500 items for libraries with assigned population of 25,000 or less

Accreditation QuestionsTotal Items (Question 6.14) made up of:

Books and Serials – printed (Question 6.2)Audio Materials – physical and electronic (Question 6.4)Video Materials – physical and electronic (Question 6.6)Electronic Books (Question 6.8)Local Licensed databases (Question 6.9)

Divided by assigned population

Accreditation Questions-con’t

If do not have 1 item per capita, must expend at least 25% of local expenditures (Question 4.2) on purchase of library materials (Local Collection Expenditures – Question 4.1)*

Probational, if meet all other criteria in 1.81.

*Minimum 7,500 items for libraries with assigned population of 25,000 or less

SECTION 7

Library Services

Services include:

Reference Circulation Library Programs Library Visits Other

ReferenceQuestion 7.1

Reference transaction is an information contact in person, phone, fax, email, mail, or through live or networked electronic reference service.

Reference, con’tQuestion 7.1

It involves the knowledge, use, recommendation, interpretation, and instruction in the use of one or more information sources by a member of the library staff.

Reference, con’tQuestion 7.1

It includes information and referral services, including:

Print and non-print materialsMachine-readable databases (including computer-assisted instruction)Catalog and other holdings records and through communication or referral withOther libraries and institutionsPersons both inside and outside the library

Reference, con’tQuestion 7.1 Do not include directional transactions. This

involves disseminating information that aids customers in the use of the library:

Instructions for locating staff, library users, physical features of the library, etc.

Giving technical, not bibliographic, assistance with machines

Providing library schedules, floor plans, handbooks, policy statements

CirculationQuestion 7.2

Act of lending an item from the library’s collection for use usually (although not always) outside the library.

CirculationQuestion 7.2 con’t

Includes checking out, either manually or electronically, and each renewal

Count all materials in all formats charged for use outside the library. ILL transactions are only items borrowed for users. Do not include items checked out to another library.

Children’s CirculationQuestion 7.3

Total annual circulation, including renewals, of materials in all formats, marked as children’s, regardless of age of borrower.

This is a subset of Circulation (7.2) and will be included there, as well.

Total Library ProgramsQuestion 7.4

Report the number of planned events which introduced the group attending to any of the broad range of library services or activities or which directly provided information to participants.

Total Library ProgramsQuestion 7.4

Programs may also provide cultural, recreational, or educational information, often designed to meet a specific social need. Examples of these types of programs include film showings, lectures, story hours, literacy, English as a second language, citizenship classes, and book discussions.

Total Library ProgramsQuestion 7.4

Count all programs whether held on-or off-site, that are sponsored or co-sponsored by the library, adult, young adult and children’s programs. Exclude programs sponsored by other groups that use library facilities.

Include all subsets. 

Total Library ProgramsQuestion 7.4

Note: Exclude library activities delivered on a one-to-one basis, rather than to a group, such as one-to-one literacy tutoring, services to homebound, resume writing assistance, homework assistance, and mentoring activities.

Total Library ProgramsQuestion 7.4

If programs are offered as a series, count each program in the series. Each event is a program.

For example, a film series offered once a week for eight weeks should be counted as eight programs.

Total Library Program Attendance

Question 7.5

Report the actual number of persons attending programs and presentations sponsored by the library. Programs need not take place in the library, but the library must be the primary contributor in the planning or presentation. Examples are book talks, tours, and film programs.

Include all subsets.

Total Number of Young Adult Programs

Question 7.6New question from federal report – ok if not collecting yet. Federal reporting will not begin until LFY2010.

Will send out new questions as we are made aware of them via listservs and bloghttp://www.tsl.state.tx.us/ld/librarydevelopments/

Total Number of Young Adult Programs

Question 7.6

A young adult program is any planned event for which the primary audience is young adult and which introduces the group of young adults attending to any of the broad range of library services or activities for young adults or which directly provides information to participants.

Total Number of Young Adult Programs

Question 7.6

Young adult programs may cover use of the library, library services, or library tours. Young adult programs may also provide cultural, recreational, or educational information, often designed to meet a specific social need. Examples of these types of programs include book clubs and summer reading events.

Total Number of Young Adult Programs

Question 7.6

Count all young adult programs, whether held on- or off-site, that are sponsored or co-sponsored by the library. Do not include young adult programs sponsored by other groups that use library facilities.

If young adult programs are offered as a series, count each program in the series. For example, a book club offered every two weeks, 24 weeks a year, should be counted as 24 programs.

Total Number of Young Adult Programs

Question 7.6

Exclude library activities for young adults delivered on a one-to-one basis, rather than to a group, such as one-to-one literacy tutoring, services to homebound, homework assistance, and mentoring activities.

This figure is a subset of the Total Number of Library Programs (Question 7.4).

Total Number of Young Adult Programs

Question 7.6

Note: Young Adult age is defined as 12-18 years. The National Center for Education Statistics (NCES): Children and Young Adults Defined; [Services and Resources for Children and Young Adults in Public Libraries, August 1995, NCES 95357] The Young Adult Library Services Association (YALSA) defines young adults as age 12-18.

Total Attendance at Young Adult Programs

Question 7.7

The count of the audience at all programs for which the primary audience is young adults 12 to 18 years. Include adults who attend programs intended primarily for young adults.

This figure is a subset of Total Library Program Attendance (Question 7.5).

Total Number Children’s Programs

Question 7.8

Any planned event for which the primary audience is children and which introduces the group of children attending to any of the broad range of library services or activities for children or which directly provides information to participants.

Total Number Children’s Programs

Question 7.8

Children’s programs may cover use of the library, library services, or library tours. Children’s programs may also provide cultural, recreational, or educational information, often designed to meet a specific social need. Example of these types of programs include story hours and summer reading events.

Total Number Children’s Programs

Question 7.8

Count all children’s programs, whether held on- or off-site that are sponsored or co-sponsored by the library. Do not include children’s programs sponsored by other groups that use library facilities.

If children’s programs are offered as a series, count each program in the series. For example, a story hour offered once a week, 48 weeks a year should be counted as 48 programs.

Total Number Children’s Programs

Question 7.8

Exclude library activities for children delivered on a one-to-one basis, rather than to a group, such as one-to-one literacy tutoring, services to homebound, homework assistance, and mentoring activities.

This figure is a subset of the Total Number of Library Programs (Question 7.4).

Total Number Children’s Programs

Question 7.8

The National Center for Education Statistics (NCES): Children and Young Adults Defined [Services and Resources for Children and Young Adults in Public Libraries], August 1995, NCES 95357 defines children as persons age 11 and under.

Total Attendance at Children’s Programs

Question 7.9

This is the total annual count of the attendance, both adults and children, at programs for which the primary audience is children 11 years of age and younger.

This figure is a subset of Total Library Program Attendance (Question 7.5).

Number of Library VisitsQuestion 7.10

This is the annual total of the number of people entering the library. It is also known as the gate count.

Number of Registered Borrowers

Question 7.11

A registered borrower is a library user who has applied for and received an identification number or card from the public library that has established conditions under which the user may borrow library materials and gain access to other library resources. (Output Measures for Public Libraries, 2nd edition). Note: Files should have been purged within the past three (3) years.

Accreditation Questions

Accreditation Questions Does the library have a long-range plan?

Question 7.12 Does the library have available a photocopier for

staff? Question 7.13 Does the library have available a photocopier for

public? Question 7.14

From 13 TAC 1.83 (2) and 13 TAC 1.83 (6).

If “no” to any, can appeal loss of accreditation.

SECTION 8

Staffing and Salaries

Salary and Staffing

Include all paid positions funded in the library’s budget whether those positions are filled or not. Report figures as of the last day of the fiscal year.

Salary and StaffingDetermining FTE

Forty hours per week is one full-time equivalent (FTE). Divide staff hours worked per week by 40. Enter total FTE’s.

Spreadsheets provided in FAQs. http://www.tsl.state.tx.us/ld/pubs/arsma/plarfaqs.html

Paid Librarian with MLSQuestion 8.1

Persons reported under this category usually do work that requires professional training and skill in the theoretical or scientific aspect of library work, or both, as distinct from its mechanical or clerical aspect. The educational requirement is a master's degree from a library education program accredited by the American Library Association (ALA). NCATE (National Council for Accreditation of Teacher Education) is not considered ALA accreditation for public library librarians.

Accreditation question if assigned pop is greater than 25,001. Number of required MLS librarians dependent upon assigned population. From 13 TAC 1.81 (E).Probational, if meet all other criteria in 13 TAC 1.81.

Paid LibrarianQuestion 8.2

Persons reported under this category do paid work that usually requires some professional training and skill in library work that might include mechanical or clerical aspects.  

Other Paid StaffQuestion 8.3

Includes all other persons paid by the library budget including plant operation, security, and maintenance staff.

Volunteer HoursQuestion 8.5

Indicate the total number of hours that were worked in the library by persons who were not on the library's payroll. Include volunteers, community service persons and those paid from non-library programs, such as Green Thumb.

Head Librarian’s SalaryQuestion 8.6

Report the annual rate of pay for the head librarian (director) at the end of the library’s fiscal year. Include merit, longevity, and other payments made directly to the individual. If the position is vacant, report the annual salary that you expect to pay when someone is hired.

Head Librarian’s HoursAccreditation Question 8.7

Report the number of hours per week that the head librarian is employed in library duties.

Minimum required depends on assigned population.

13 TAC 1.81 (D)– Probational, if meet all other criteria in 1.81.

Head Librarian’s CE HoursAccreditation Question 8.8

All Head Librarians must obtain 10 hours of Continuing Education each year. Must meet qualitative standards for which the applicant can supply documentation of participation, duration, and relevance to the operation of a library. These activities must be instructional and may include workshops, appropriate sessions at library association conference, and distance education meetings.

From 13 TAC 1.83(4)

If do not meet, can appeal loss of accreditation.

SECTION 9

Resource Sharing

Resource Sharing

Interlibrary Loans

An item of library material, or a copy of the material, is made available by one autonomous library to another, upon request. The libraries involved in interlibrary loan are not under the same library administration.

Accreditation Questions

9.1 Is your library willing to borrow materials for your patrons?

9.2 Is your library willing to lend materials to another library for their patrons?

From 13 TAC 1.83 (3)

If do not meet, can appeal loss of accreditation.

Questions 9.3 and 9.4

9.3 How many loans were received from other libraries?

9.4 How many loans were provided to other libraries?

Report actual number of loans, even if zero.

SECTION 10

Internet and Electronic Services

Accreditation Questions

10.1 Does your library have a computer with Internet access for use by staff?

10.2 Does your library have a computer with Internet access for use by the public?

13 TAC 1.83 (2)

If do not meet, can appeal loss of accreditation.

Internet and Electronic Services cont’d

10.3 How many terminals (PC, dumb terminals, laptops, etc.) are used to access the Internet by the general public?

10.4 What were the total number of users of public internet computers in the library during the year?

10.5 How many persons were trained in the use of electronic resources (formal and informal)?

SECTION 11

Library Hours

Library HoursQuestion 11.1

Total number of hours that the library was open during the year.

Library HoursQuestion 11.1

This question wants to know how many overlapping hours of library service were available to your patrons last year. Reduce the number for any hours that any facility was closed to the public.

Library HoursQuestion 11.1

Examples of closings are:

HolidaysWeather emergenciesStaff development daysConstruction repairs

Library Fiscal YearQuestion 11.2 and 11.3

Local fiscal year covered by this report. Report beginning date in 11.2 and ending date in 11.3.

These questions are pre-filled and locked this year. Contact Bell Clarke via email with changes. Changes to fiscal year will affect data required.

Schedule of HoursQuestions 11.4 through

11.20

11.4 Has the library’s schedule changed?

Regular Schedule – Prefilled and lockedMake changes in 11.5 through 11.11 and complete weekly total in 11.12

Schedule of HoursQuestions 11.4 through

11.20

Summer Schedule – Prefilled and locked

Make changes in 11.13 through 11.19 and complete weekly total in 11.20

Schedule of HoursQuestions 11.4 through

11.20

Note:If summer schedule is the same as the regular schedule, put “N/A” in 11.13 through 11.20.

Do not put in the same information as regular schedule.

Unduplicated HoursQuestion 11.21

Accreditation Question

How many unduplicated hours is the library and its branches open per week during a regular scheduled week?

If your library does not have branches, the answer will be the same as 11.12.

Unduplicated HoursQuestion 11.21

Accreditation Question

13 TAC 1.81 (C)

1.81 criteria are dependent upon assigned population, so you need to know which population range your library is in to know how many hours are required.

Probational, if meet all other criteria under 1.81.

Unduplicated HoursQuestion 11.21

Accreditation Question

If your library has branches, report number of unduplicated hours per week the libraries are open.

We provide a tool within bibliostat to help you determine.and

We provide you a spreadsheet on the FAQ webpage http://www.tsl.state.tx.us/ld/pubs/arsma/plarfaqs.html

SECTION 12

Branch and/or Bookmobile Information

Branch and/or Bookmobile Information

12.1 Branch or bookmobile-drop down box12.2 through 12.15 – contact information12.16 – Square footage of branch12.17 – Does the branch have an established schedule in which services are available to the public?

Accreditation criteria for non-profits

If library is a non-profit corporation, you must provide us a copy of current contracts you have for providing library service. The library must have a contract with each of your funding sources.

If do not meet rule, can appeal loss of accreditation.

Accreditation criteria for non-profits

13 TAC 1.73. A public library must be established to render general library services. The library must be established as:

(1) a department of a city or county government by charter, resolution, or ordinance; or by contract as provided for in the Government Code, Chapter 791; or

(2) a library district established under the provisions of Local Government Code, Chapter 326, Library Districts; or

(3) a library district established under the provisions of Local Government Code, Chapter 336, Multi-Jurisdictional Library Districts; or

(4) a non profit corporation chartered by the Office of the Secretary of State for the purposes of providing free public library services ; these corporations must have a current contract with each funding source (a city, county, or school district) to provide free public library services for the city, county, or school district.

Submitting the Annual Report

For the report application in Bibliostat Collect, go to “Status” Tab

Complete each Tab under Status in the middle of the page. Last tab is “Submit Survey.”

Submitting the Annual Report

Must submit Library System Membership Application Form. Due April 30.

Found on last page of report, or on our website.

Can scan and email to Bell, or fax, or mail

Where to get assistance

For the report application in Bibliostat Collect:

Jackie Campanello1-888-785-9935

Where to get assistance

For the report content:

Annual Report FAQshttp://www.tsl.state.tx.us/ld/pubs/arsma/plarfaqs.html

Annual report instructions in Collect or on our website at http://www.tsl.state.tx.us/ld/pubs/arsma/index.html

Accreditation Rules are at http://www.tsl.state.tx.us/ld/pubs/libsysact/lsarules.html#minstd

Where to get assistance

For questions on report content:

Bell Clarke – Statistics Assistantbell.clarke@tsl.state.tx.us1-800-252-9386 (in Texas)512-463-5466Fax 512-463-8800

Where to get assistance

For questions on report content:

Stacey Malek – Program Coordinator, State Data Coordinatorstacey.malek@tsl.state.tx.us512-463-55321-800-252-9386 (in Texas)Fax 512-463-8800

Where to get assistance

For questions on report content:

Regional Systems Offices

Contacts are in Annual Report Instructions or on our website at http://www.tsl.state.tx.us/ld/publibs/members.html

Questions?