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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 FY2021 report form will be available in mid-July 2021.

The Annual Report for FY 2020"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, Monday, November 16, 2020. 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 2020 report are provided below, so that you can prepare answers in advance.
  • Review the video on "How to complete the Annual Report" or the "2020 Guide to Completing the Annual Report" linked below. They cover the same information.
  • When you are ready to complete the report, download the 2020 Excel (.xlsx) report form linked below.
  • Return the completed Annual Report form by email to maria.bernier@ct.gov by 4:00 pm on Monday, November 16, 2020.
  • Contact me (Maria.Bernier@ct.gov, 860-704-2204) if you have any problems with the report form.

You can also watch this recording from July 16, 2020, from a webinar on how to complete the Annual Report.

Zoom info sessions about changes to 2021 Annual Report:

Table of Contents:

New IMLS Questions

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.

New Connecticut Questions

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

Clarifications to Current Questions

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.

COVID-19-Related Questions from IMLS 

These yes/no questions will remain in the survey for another year:

  • Question 6.1. Were any of the library’s outlets physically closed to the public for any period of time 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 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 the Coronavirus (COVID-19) pandemic? 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. Refer to the definition of Registered User.]
  • Question 6.4. Did the library provide reference service via the Internet or telephone when the building was physically closed to the public during 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’ service for circulation of physical materials at one or more outlets during the Coronavirus (COVID-19) pandemic? 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 the Coronavirus (COVID-19) pandemic? 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 the Coronavirus (COVID-19) pandemic? 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 the Coronavirus (COVID-19) pandemic? 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 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: Round to the nearest whole number. If building did not close to the public due to the pandemic, enter zero. 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 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: Round to the nearest whole number. If building did not have a limited occupancy or similar practice due to the pandemic, enter zero. 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, 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.

Zoom info sessions about counting programs and activities for the state Annual Report and state Summer Reading Report, using the new spreadsheet tool:

How to Count Examples FAQs  |  Definitions

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.
  • Count VIEWS of prerecorded programs after 7 days (if the recording stays up that long) or as of the date you remove the recording if fewer than 7 days. For audio-only programs, count the number of times it's played after 7 days. See this handy guide for details on where to find the number of views/plays on different platforms. We are counting at 7 days for the purposes of the Annual Report, not at the end of the month or end of the fiscal year.

For each 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 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 6/8/2021)

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:

  • 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.

Definitions, as of 2021

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 FY2021 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

Maria Bernier's picture
Maria Bernier
Contact:
Middletown Library Service Center
786 South Main St.
Middletown, CT 06457
860-704-2204

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