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Public Library Annual Report Part II Local Fiscal Year 2009.

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Presentation on theme: "Public Library Annual Report Part II Local Fiscal Year 2009."— Presentation transcript:

1 Public Library Annual Report Part II Local Fiscal Year 2009

2 Presented by Stacey Malek Library Development Program Coordinator and State Data Coordinator

3 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

4 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.

5 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

6 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.

7 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.

8 Where do I find the accreditation rules? The accreditation rules are on our website at html#minstd html#minstd

9 Where do I find the report? The link to the report is on our website at html Or

10 SECTION 6 Library Collection

11 Accreditation Question Rule 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.

12 Library Collection: 2 Parts – Titles Volumes, Items or Physical Units Report titles and units acquired as part of the collection and cataloged, whether purchased, leased, licensed, or donated as gifts

13 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)

14 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

15 Accreditation Questions Total 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

16 Accreditation Questions- cont 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 *Minimum 7,500 items for libraries with assigned population of 25,000 or less

17 SECTION 7 Library Services

18 Services include: Reference Circulation Library Programs Library Visits Other

19 Reference Question 7.1 Reference transaction is an information contact in person, phone, fax, , mail, or through live or networked electronic reference service.

20 Reference, cont Question 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.

21 Reference, cont Question 7.1 It includes information and referral services, including: Print and non-print materials Machine-readable databases (including computer-assisted instruction) Catalog and other holdings records and through communication or referral with Other libraries and institutions Persons both inside and outside the library

22 Reference, cont Question 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

23 Circulation Question 7.2 Act of lending an item from the librarys collection for use usually (although not always) outside the library.

24 Circulation Question 7.2 cont 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.

25 Childrens Circulation Question 7.3 Total annual circulation, including renewals, of materials in all formats, marked as childrens, regardless of age of borrower. This is a subset of Circulation (7.2) and will be included there, as well.

26 Total Library Programs Question 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.

27 Total Library Programs Question 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.

28 Total Library Programs Question 7.4 Count all programs whether held on-or off-site, that are sponsored or co-sponsored by the library, adult, young adult and childrens programs. Exclude programs sponsored by other groups that use library facilities. Include all subsets.

29 Total Library Programs Question 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.

30 Total Library Programs Question 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.

31 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.

32 Total Number of Young Adult Programs Question 7.6 New 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 blog

33 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.

34 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.

35 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.

36 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).

37 Total Number of Young Adult Programs Question 7.6 Note: Young Adult age is defined as 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 Young Adult Library Services Association

38 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).

39 Total Number Childrens 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.

40 Total Number Childrens Programs Question 7.8 Childrens programs may cover use of the library, library services, or library tours. Childrens 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.

41 Total Number Childrens Programs Question 7.8 Count all childrens programs, whether held on- or off-site that are sponsored or co-sponsored by the library. Do not include childrens programs sponsored by other groups that use library facilities. If childrens 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.

42 Total Number Childrens 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).

43 Total Number Childrens 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 defines children as persons age 11 and under.

44 Total Attendance at Childrens 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).

45 Number of Library Visits Question 7.10 This is the annual total of the number of people entering the library. It is also known as the gate count.

46 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, 2 nd edition). Note: Files should have been purged within the past three (3) years.

47 Accreditation Questions

48 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.

49 SECTION 8 Staffing and Salaries

50 Salary and Staffing Include all paid positions funded in the librarys budget whether those positions are filled or not. Report figures as of the last day of the fiscal year.

51 Salary and Staffing Determining FTE Forty hours per week is one full-time equivalent (FTE). Divide staff hours worked per week by 40. Enter total FTEs. Spreadsheets provided in FAQs.

52 Paid Librarian with MLS Question 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.

53 Paid Librarian Question 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.

54 Other Paid Staff Question 8.3 Includes all other persons paid by the library budget including plant operation, security, and maintenance staff.

55 Volunteer Hours Question 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.

56 Head Librarians Salary Question 8.6 Report the annual rate of pay for the head librarian (director) at the end of the librarys 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.

57 Head Librarians Hours Accreditation 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.

58 Head Librarians CE Hours Accreditation 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.

59 SECTION 9 Resource Sharing

60 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.

61 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.

62 Questions 9.3 and 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.

63 SECTION 10 Internet and Electronic Services

64 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.

65 Internet and Electronic Services contd 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)?

66 SECTION 11 Library Hours

67 Library Hours Question 11.1 Total number of hours that the library was open during the year.

68 Library Hours Question 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.

69 Library Hours Question 11.1 Examples of closings are: Holidays Weather emergencies Staff development days Construction repairs

70 Library Fiscal Year Question 11.2 and 11.3 Local fiscal year covered by this report. Report beginning date in 11.2 and ending date in These questions are pre-filled and locked this year. Contact Bell Clarke via with changes. Changes to fiscal year will affect data required.

71 Schedule of Hours Questions 11.4 through Has the librarys schedule changed? Regular Schedule – Prefilled and locked Make changes in 11.5 through and complete weekly total in 11.12

72 Schedule of Hours Questions 11.4 through Summer Schedule – Prefilled and locked Make changes in through and complete weekly total in 11.20

73 Schedule of Hours Questions 11.4 through Note: If summer schedule is the same as the regular schedule, put N/A in through Do not put in the same information as regular schedule.

74 Unduplicated Hours Question 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

75 Unduplicated Hours Question 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.

76 Unduplicated Hours Question 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

77 SECTION 12 Branch and/or Bookmobile Information

78 12.1 Branch or bookmobile-drop down box 12.2 through – contact information – Square footage of branch – Does the branch have an established schedule in which services are available to the public?

79 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.

80 Accreditation criteria for non-profits 13 TAC 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.

81 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.

82 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 to Bell, or fax, or mail

83 Where to get assistance For the report application in Bibliostat Collect: Jackie Campanello

84 Where to get assistance For the report content: Annual Report FAQs Annual report instructions in Collect or on our website at Accreditation Rules are at

85 Where to get assistance For questions on report content: Bell Clarke – Statistics Assistant (in Texas) Fax

86 Where to get assistance For questions on report content: Stacey Malek – Program Coordinator, State Data Coordinator (in Texas) Fax

87 Where to get assistance For questions on report content: Regional Systems Offices Contacts are in Annual Report Instructions or on our website at

88 Questions?


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