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Statistics for Connecticut Public Libraries: Annual Report

Start here for information on obtaining and using library statistics for your library, and for libraries throughout Connecticut and the United States.

What happens with this data?

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.

Annual Report Information

The Annual Report for FY 2022"Because CT's Libraries Want to Remain Ahead of the Curve"  Libraries Transform

All Connecticut public libraries, including non-principal public libraries, are expected to complete the Annual Report form before the deadline of 4:00 pm, Tuesday, November 1, 2022. (NEW DEADLINE!)  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

  • A list of the questions and instructions/definitions for the FY 2022 report will be provided below, so that you can prepare answers in advance.
  • Review the video on "How to use the Annual Report form" or the "2022 Guide to Completing the Annual Report" that will be linked below. They cover the same information.
  • When you are ready to complete the report, download the 2022 Excel (.xlsx) report form that will be linked below in mid-July
  • Return the completed Annual Report form by email to maria.bernier@ct.gov by 4:00 pm on Tuesday, November 1, 2022.
  • Contact me (Maria.Bernier@ct.gov, 860-704-2204) if you have any problems with 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 afterward to the Data playlist on DLD's YouTube channel.

  • Thursday, July 21, 2:00 pm - Register
  • Wednesday, August 17, 3:00 pm - Register
  • Tuesday, September 27, 11:00 am - Register

Zoom info sessions about changes to 2022 Annual Report:

  • Thursday, June 16, 2:00-3:00.
  • Tuesday, June 21, 11:00-noon.
  • Wednesday, June 29, 10:00-11:00. Register.

Recordings will be posted afterward to the Data playlist on DLD's YouTube channel.

New Annual Report Due Date: November 1

Changes:

New Connecticut Questions

  • Does your library have an Equity, Diversity, and Inclusion plan? Yes/No
  • Is your library compliant with the Children’s Internet Protection Act (CIPA)? Yes/No

New IMLS Questions
Reminder: The Program and Activity Counts spreadsheet will help you keep track of these numbers.

  • Number of Synchronous Programs for Children Ages 0-5
  • Number of Synchronous Programs for Children Ages 6-11
  • Attendance at Synchronous Programs for Children Ages 0-5
  • Attendance at Synchronous Programs for Children Ages 6-11
  • As of June 30, 2022, does the library charge overdue fines to any users when they fail to return physical print materials by the date due? Yes/No

Deleted Questions

  • Dates of curbside service
  • Whether curbside service is for residents/non-residents
  • How many of computers in adult and YA areas used filtering software?
  • How many computers in children's areas used filtering software?
  • Number of ILL items received from an out-of-state library
  • Number of ILL items provided to an out-of-state library

New Questions for FY2023

Start counting these on July 1 to be reported in the FY2023 state Annual Report:

  • Count the views of prerecorded programs for a period of thirty (30) days after the presentation was posted, instead of seven. 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.
  • One-on-One Tech Consultations: Count any interaction between a library staff member and patron, whether scheduled or unscheduled, where the staff member spends a considerable amount of time tutoring or teaching the patron about information technology or digital literacy skills. Examples include computer or device (such as e-reader or smartphone) tutorials, assistance with creating an email or social media account, instruction on how to make video calls, help navigating websites or online applications, or instruction on using specific software. Do not count assistance with the library copier/printer.

COVID-19-Related Questions from IMLS 

These questions will remain in the survey for another year:

  • Question 6.1. Was the library or any of its branches physically closed to the public for any period of time in FY2022 due to the Coronavirus (COVID-19) pandemic? Yes/No [NOTE: An outlet is considered physically closed when the public cannot access any library buildings or bookmobiles, regardless of staff access. A building can be physically closed but still offer virtual or “curbside” services outside the building.]
  • Question 6.2. Did library staff continue to provide services to the public during any portion of the period in FY2022 when the building was physically closed to the public due to the Coronavirus (COVID-19) pandemic? Yes/No [NOTE: Services to the public can include activities such as answering calls, emails, or texts with answers to information requests from the public; hosting virtual programming or recorded content; offering ‘curbside’ collection access; managing IT services to ensure external Wi-Fi access; and providing other types of online and electronic services, regardless of the location of library staff when they provided services (i.e., working from home or in the building that was closed to the public)]
  • Question 6.3. Did the library allow users to complete registration for library cards online without having to come to the library during FY2022? Yes/No [NOTE: Online library cards provide users access to electronic collection materials and databases without having to be physically present at a library outlet to register for the card.]
  • Question 6.4. Did the library provide reference service via the Internet or telephone in FY2022 when the building was physically closed to the public due to the Coronavirus (COVID-19) pandemic? Yes/No [NOTE: Refer to the definition of Reference Transactions. Include references service provided via email, chat, and text]
  • Question 6.5. Did the library provide "outside" or "curbside" service for circulation of physical materials at one or more outlets during FY2022? Yes/No [NOTE: Includes any contactless or minimal contact provision of circulation items. Similar terms could include curbside, vestibule, or porch pickups or drop-offs, delivery,drive-thru, etc.]
  • Question 6.6.Did the library intentionally provide Wi-Fi Internet access to users outside the building at one or more outlets during FY2022? Yes/No [NOTE: Includes “parking lot access,” bookmobiles or other mobile facilities with WiFi capabilities.]
  • Question 6.7. Did the library increase access to Wi-Fi Internet access to users outside the building at one or more outlets during FY2022? Yes/No [NOTE: Includes “parking lot access,” bookmobiles or other mobile facilities with Wi-Fi capabilities. Increasing access could mean removing restrictions on sign-in authorizations, expanding router reach, leaving Wi-Fi service on 24 hours, installing or moving access points to promote or improve external access, etc.]
  • Question 6.8. Did library staff work for other government agencies or nonprofit organizations instead of, or in addition to, their normal duties during FY2022? Yes/No [NOTE: Include reassignments to other government agencies (e.g., to process unemployment claims), as well as other activities such as the use of library staff to distribute school lunches and other materials. Volunteering during work hours would count but volunteering off hours would not.]
  • Question 6.9 and 6.9a. Number of Weeks during FY2022 a Library Closed Due to COVID-19. This is the number of weeks during the year that due to the Coronavirus (COVID-19) pandemic, a library building was physically closed and the public could not enter, when it otherwise would have been open. [NOTE:  A library is considered physically closed when the public cannot access any library buildings or bookmobiles, regardless of staff access. A building can be physically closed but still offer virtual or “curbside” services outside the building.]
  • Question 6.10 and 6.10a. Number of Weeks during FY2022 a Library Had Limited Occupancy Due to COVID-19. This is the number of weeks during the year that a library implemented limited public occupancy practices for in-person services at the library building in response to the Coronavirus (COVID-19) pandemic. [NOTE: Limited public occupancy practices can include limits on the number of public members inside the physical building, appointment only on-site library use, visitor time limits, closed stacks or meeting rooms, etc.]

Other COVID-19 Related Questions from CT

These questions will remain in the survey for another year:

  • Question 6.11. Optional: If your library offered curbside or outdoor service, enter the number of transactions/appointments.
  • Question 6.12. Optional: If your library offered curbside or outdoor service, enter the number of patrons who used this service.

Rearranged/Reordered Questions

Some questions have been moved to Section 6, which in future years -- post-COVID -- will focus on questions related to social justice, equity, diversity, inclusion, and accessibility. 

Video: How to use the program/activity tracking spreadsheet, 18:50 total
Contents:

  • 1:13 Entering data in "track in spreadsheet" tab
  • 5:20 How data is included in the other tabs
  • 6:00 "Monthly totals" tab
  • 7:34 "State report totals" tab
  • 10:47 "Customizable totals" tab
  • 13:52 "Definitions" tab
  • 14:40 "Tally by hand" tab
  • 15:32 Hide sheets
  • 15:57 Google sheets tips
  • 18:00 Hide columns

Video: Pro tips for the tracking spreadsheet in Excel, 5:13 total

Webinars  How to Count Examples FAQs  |  Definitions

Webinars

You can find several webinars about using the new spreadsheet tool and counting programs and activities for the state Annual Report and state Summer Reading Report on the Data playlist on DLD's YouTube channel.

How to count programs/activities and attendance/views/participants

Count each program or activity in only ONE of these formats, with reference to the definitions and examples below:

  • in-person onsite program
  • in-person offsite program
  • live virtual (synchronous) program
  • prerecorded (asynchronous) program
  • self-directed activity

Choose ONE age for your primary intended audience:

  • Children 0-5
  • Children 6-11
  • YA/Teens 12-18
  • Adults 19+
  • General interest (all-ages/intergenerational/family)

For each program and recording, you’ll report attendance or views:

  • Count ATTENDANCE for in-person and live virtual programs.
  • Starting July 1, 2022, count VIEWS of prerecorded programs after 30 days (if the recording stays up that long) or as of the date you remove the recording if fewer than 30 days. For audio-only programs, count the number of times it's played after 30 days. 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. We are counting at 30 days for the purposes of the Annual Report, not at the end of the month or end of the fiscal year.

For each self-directed activity, you'll report the number of participants.

EXAMPLES

Programs:

  • Story time at a local community center, farmers’ market, or beach
  • Prerecorded (on-demand or asynchronous) story times
  • Presentation about library resources to students at a school
  • Tech or gaming clubs
  • Summer reading events
  • etc.

Self-directed activities:

  • Take and Make/Grab and Go kits and crafts, or other grab-and-go activities
  • Self-guided Story Walk
  • Contests and scavenger hunts
  • Social media challenges
  • Virtual escape rooms
  • 1000 Books Before Kindergarten
  • Bingo Boards
  • etc.

FAQs (updated 5/2/2022)

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 thirty (30) 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 story time 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 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:

  • The library providing the program platform (i.e. Zoom) would get to “claim” the attendance (in the way that they would get to claim attendance for a program in their physical meeting room), with both sponsoring libraries counting it as one virtual program on their stats.
  • If there’s registration for the program, ask people to indicate their home library, and allocate attendance to each library proportionally based on those responses.
  • If the program is open to everyone and is streamed on both libraries’ social media platforms (such as Facebook and YouTube), you could split the attendance 50-50, or split it proportionally based on each library’s service population.
  • Conduct a poll early in the event asking participants to identify their home library.

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.

8. Who came up with these age groups anyway? Can't you just change them to something more convenient?
These age groups (0-5, 6-11, 12-18, 18+, general) are designated by IMLS for the Public Libraries Survey. They apply to every public library (approximately 9,000 of them) across the country that submits information for the PLS. No individual State Librarian or State Data Coordinator is empowered to change the age groups.

9. Why do we have to count all these different kinds of programs now?
In FY2021, IMLS expanded the information it collects about the types of programs libraries offer (in-person onsite, in-person offsite, live virtual, and recorded) and for which the age groups (0-5, 6-11, 12-18, 18+, general). These questions apply to every public library (approximately 9,000 of them) across the country that submits information for the PLS. No individual State Librarian or State Data Coordinator is empowered to change them.

Definitions, as of 2022

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

  • There has been no funding for State Aid in the FY2018 through FY2022 state budgets.
  • Connecticut public libraries are still required, by statute (CGS  Sec. 11-25 (a)), to submit an Annual Report.
  • borrowIT CT (Connecticard) funding is not affected by changes in State Aid funding, but only those libraries that submit their Annual Report by the deadline will be eligible for borrowIT reimbursement payments.

To obtain completed Annual Reports for your library from previous years, contact Maria Bernier (maria.bernier@ct.gov or 860-704-2204). You can also find full data in the Statistical Profiles from past years.

Interlibrary Loan Statistics

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.

State Data Coordinator

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Maria Bernier
she/hers
Contact:
Middletown Library Service Center
786 South Main St.
Middletown, CT 06457
860-704-2204

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