Public Library Annual Report Part II

1. Public Library Annual ReportPart 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 http://www.tsl.state.tx.us/ld/pubs/libsysact/lsarules.html#minstd

9. Where do I find the report? The link to the report is on our website at http://www.tsl.state.tx.us/ld/pubs/arsma/index.html Or http://collect.btol.com

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-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

17. SECTION 7 Library Services

18. Services include: • Reference • Circulation • Library Programs • Library Visits • Other

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

20. 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.

21. Reference, con’tQuestion 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, 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

23. CirculationQuestion 7.2 Act of lending an item from the library’s collection for use usually (although not always) outside the library.

24. 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.

25. 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.

26. 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.

27. 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.

28. 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.

29. 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.

30. 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.

31. Total Library Program AttendanceQuestion 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 ProgramsQuestion 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 http://www.tsl.state.tx.us/ld/librarydevelopments/

33. Total Number of Young Adult ProgramsQuestion 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 ProgramsQuestion 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 ProgramsQuestion 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 ProgramsQuestion 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 ProgramsQuestion 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.

38. Total Attendance at Young Adult ProgramsQuestion 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 Children’s ProgramsQuestion 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 Children’s ProgramsQuestion 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.

41. Total Number Children’s ProgramsQuestion 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.

42. Total Number Children’s ProgramsQuestion 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 Children’s ProgramsQuestion 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.

44. Total Attendance at Children’s ProgramsQuestion 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 VisitsQuestion 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 BorrowersQuestion 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.

47. Accreditation Questions

48. 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.

49. SECTION 8 Staffing and Salaries

50. 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.