The CT State Library collects data from public libraries through the state Annual Report using a combination of national questions provided by IMLS and state questions created for use only in Connecticut. The State Data Coordinator sends CT's data to IMLS for inclusion in the annual Public Libraries Survey, which tells the story of library services across the country.
The Annual Report for FY 2021
All Connecticut public libraries, including non-principal public libraries, are expected to complete the Annual Report form before the deadline of 4:00 pm, Monday, November 15, 2021. The Report is the source for all information provided to the federal government (IMLS) regarding public libraries in Connecticut. The Report is also the source of information for Connecticut's Public Libraries: A Statistical Profile and other resources available in this Guide.
How to Complete the Report Form
You can also register for one of these webinars about how to complete the Annual Report. Each webinar will be recorded, with links posted here afterward.
Zoom info sessions about changes to 2021 Annual Report:
Table of Contents:
Question 2.14b. Regarding the number of Sessions on Public Internet Computers you entered in 2.14, is this an annual count or an annual estimate based on a typical week or weeks?
Question 2.15a. Regarding the number of Wireless Sessions you entered in 2.15, is this an annual count or an annual estimate based on a typical week of hardware logging or network scanning?
Questions 2.20a + 2.22a + 2.24a + 2.26a. Number of in-person onsite programs for each age group
Questions 2.20b + 2.22b + 2.24b + 2.26b. Number of in-person offsite programs for each age group
Questions 2.20c + 2.22c + 2.24c + 2.26c. Number of live virtual programs for each age group
Questions 2.20e + 2.22e + 2.24e + 2.26e. Number of prerecorded (on-demand) programs for each age group
Questions 2.21a + 2.23a + 2.25a + 2.27a. Attendance at in-person onsite programs for each age group
Questions 2.21b + 2.23b + 2.25b + 2.27b. Attendance at in-person offsite programs for each age group
Questions 2.21c + 2.23c + 2.25c + 2.27c. Attendance at live virtual programs for each age group
Questions 2.21e + 2.23e + 2.25e + 2.27e. Views of prerecorded (on-demand) programs for each age group
See this handy guide for details on where to find the number of views/plays on different platforms. For videos posted on a Facebook page, see this tutorial from WV on getting stats via Facebook Insights.
Question 1.32. Library website
Question 1.33. Tell us something your library did in FY2021 that you're proud of. You can also send us photos to be shared in CSL's reports and online.
Question 2.9b. Does the library lend computers for patrons to take home?
Question 2.9c. Does the library lend hotspots for patrons to take home?
Questions 2.33a through 2.33f. Number of self-directed activities for each age range
Questions 2.34a through 2.34f. Number of participants in activities for each age range
Added 6/18/2021: Question 4.40a. SimplyE checkouts of CSL-owned titles, all ages
Question 2.1 and 2.1a. Annual Public Service Hours: Count the hours when the library building is open to the public. Unless you keep an actual count, take 52 weeks multiplied by the # of hours open in a typical week, deduct any summer hour reduction, and deduct any emergency or planned closings that last more than 2 days. (Note: Minor variations in scheduled public service hours need not be included.) Do not include hours when staff were working in the building, providing curbside service, holding online programs, etc.
Question 2.2 and 2.2a. Total Number of Weeks the library building was open to the public. (Count all weeks the library was open for at least two days.)
Question 2.5: Total Annual Library Visits to June 30, 2021 - this is the total number of persons entering the library for whatever purpose during the year.
Definition for questions 4.50 and 4.51 about ILL: “An interlibrary loan occurs when an item of library material, or a copy of the material, is made available by one library to another upon request. The item itself does not subsequently need to have been checked out or used by a library patron. The libraries involved must not be under the same administration. Do not include borrowIT CT, swaps, CLC media circuits, or Service Center loans. You should include patron placed holds if your library provides that service and consortium holds if your library is part of a network.”
These yes/no questions will remain in the survey for another year:
These questions will remain in the survey for another year, including:
Question 1.30. If your library offered curbside pickup this year, enter the start and end dates of this service. If your library did not offer curbside pickup, enter N/A.
Question 1.31. If your library offered curbside pickup, was it available to residents only, or to both residents and non-residents?
Question 6.16. Optional: If your library offered curbside or outdoor service, enter the number of transactions/appointments.
Question 6.17. Optional: If your library offered curbside or outdoor service, enter the number of patrons who used this service.
Video: How to use Version 3 of the program/activity tracking spreadsheet, 18:50 total
Video: Pro tips for Version 3 in Excel, 5:13 total
Zoom info sessions about counting programs and activities for the state Annual Report and state Summer Reading Report, using the new spreadsheet tool:
Count each program or activity in only ONE of these formats, with reference to the definitions and examples below:
Choose ONE age for your primary intended audience:
For each program and recording, you’ll report attendance or views:
For each activity, you'll report the number of participants.
1. What if we have a program with an in-person audience that is also live streamed on our social media page?
Count that as one in-person program in the target age range. You can count both the in-person attendance as well as the live virtual attendance.
2. What if we post a recording of that same program so people can watch it on demand later?
You've already counted that as one program, so you can't count it again. But you can count the number of views of that recording for a period of seven (7) days after the recording was posted.
|Program name||Program date||SRP?||Format||Target age||Attendance # (in-person programs)||Attendance # (live virtual programs)||Views # (prerecorded programs)|
|Piano concert||5/7/2021||yes||In-person onsite program||general interest||50||78||215|
3. What are some examples of an off-site program?
A storytime at the local community center, farmer's market, or beach. ELL and citizenship classes at a local church. Trivia night at a local brewery.
4. Is Take and Make a program? How about a self-guided Story Walk?
No, neither of these activities meets the IMLS definition of a program (see below), and they should not be counted as programs or attendance on your Annual Report to the state library. However, they can be counted as self-directed activities with participants on the FY2021 Annual Report.
5. How do I count attendance for a virtual program that we're co-hosting with another library?
Work out your methodology in advance with your partner library so you both understand how you’ll count attendance. Some options to choose from:
6. What format should we use for programs offered through the bookmobile?
Count these as in-person onsite programs.
7. How do I find the number of views of a video or live virtual attendance?
See this handy guide for details on where to find the number of views/plays and attendance on different platforms. For videos posted on a Facebook page, see this tutorial from WV on getting stats via Facebook Insights.
From the IMLS Public Libraries Survey:
A synchronous (live) program session (called a program in Connecticut, including in-person onsite, in-person offsite, and live virtual programs) is any planned event which introduces the group attending to library services or which provides information to participants. Program sessions may cover use of the library, library services, or library tours. Program sessions may also provide cultural, recreational, or educational information. Examples of these types of program sessions include, but are not limited to, film showings, lectures, story hours, literacy programs, citizenship classes, and book discussions.
Count all programs that are sponsored or co-sponsored by the library. Exclude programs sponsored by other groups that use library facilities. If programs are offered as a series, count each program in the series. 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.
An asynchronous program presentation (called a prerecorded (on-demand) program in Connecticut) is any recording of program content that cannot be viewed live as it unfolds (i.e., on-demand streaming). Include only the program presentations that were posted during this reporting period.
From the CT State Library: A self-directed activity is provided by library staff for patrons, typically on an occasional basis, without the expectation of staff interaction while the activity is being completed. These activities can be done by the participant onsite in the library or offsite, such as at home.
State Aid has been suspended indefinitely
Public Libraries use the Annual Report to submit their total ILL stats (both borrows and loans) for the year. An ILL Monthly Worksheet is provided below to help libraries track ILL stats throughout the year.
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