The Annual Report for FY 2020
The FY 2020 report form will be available in mid-July.
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
Online info session about changes to 2020 Annual Report:
Table of Contents:
Questions 2.20a, 2.22a, 2.24a, 2.26a: Number of Virtual Programs
Explanation: Virtual programs are delivered via an online platform or software such as Zoom, Facebook Live, YouTube, Instagram or Discord. The programs could be offered live and/or as recordings. Count a virtual program, whether live, recorded, or both, as 1 program. Count these in the same age ranges (children, YA/teens, adults, other) as you usually count programs. Starting on July 1, 2020, count live programs separately from recorded programs, as they'll be reported separately in the 2021 Annual Report.
Questions 2.21a, 2.23a, 2.25a, 2.27a: Virtual Program Attendance
Explanation: Count the number of unique viewers if possible or count peak usage views (called "peak concurrent viewers" in YouTube or "peak live viewers" in Facebook). Count these in the same age ranges (children, YA/teens, adults, other) as you usually count program attendance.
For live programs: Count the audience while the program is live as attendance. Do not count views of a recording as attendance. (Enter recording views in new Questions 2.33-2.36.)
For pre-recorded programs such as story times & craft programs that are scheduled to run at certain times (say from 10-11 am): If a count is possible, count the views of the program during its scheduled time as program attendance. Otherwise count recording views in questions 2.33 through 2.36.
Questions 2.33-2.36 Views of Program Recordings
Explanation: Views of programs produced, recorded, and posted online by the library for watching at any time. Capture a final count of the number of views of each recording as of June 30 (if the recording stays up that long) or as of the date you remove the recording. If you posted a video to multiple library social media accounts (e.g. children's page and main library page) or to multiple platforms, then add the views in each account and each platform. Count these in the same age ranges (children, YA/teens, adults, other) as you usually count programs.
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 2.16a. Reference Transaction Reporting Method: Regarding the number of reference transactions you entered, is this an:
_ annual count
_ annual estimate based on a typical week or weeks.
Question 4.0. Does your library automatically renew physical items? Y/N
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.
Question 2.1 and 2.2a 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 2.2b 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, 2020 - this is the total number of persons entering the library for whatever purpose during the year.
Question 2.7 Regarding the number of library visits you entered, is this an:
_ annual count
_ annual estimate based on a typical week or weeks
Question 2.16 Reference Transactions – official revised definition from IMLS
Reference Transactions are information consultations in which library staff recommend, interpret, evaluate, and/or use information resources to help others to meet particular information needs.
Reference transactions do not include formal instruction or exchanges that provide assistance with locations, schedules, equipment, supplies, or policy statements.
(1) A reference transaction includes information and referral service, unscheduled individual instruction and assistance in using information sources (including websites and computer-assisted instruction).
(2) Count Readers Advisory questions as reference transactions.
(3) Information sources include (a) printed and nonprinted material; (b) machinereadable databases (including computer-assisted instruction); (c) the library’s own catalogs and other holdings records; (d) other libraries and institutions through communication or referral; and (e) persons both inside and outside the library.
(4) When a staff member uses information gained from previous use of information sources to answer a question, the transaction is reported as a reference transaction even if the source is not consulted again.
(5) If a contact includes both reference and directional services, it should be reported as one reference transaction.
(6) Duration should not be an element in determining whether a transaction is a reference transaction.
(7) Do not include transactions that include only a directional service, such as instruction for locating staff, library users, or physical features within the library. Examples of directional transactions include, “Where is the reference librarian? Where is Susan Smith? Where is the rest room? Where are the 600s? Can you help me make a photocopy?”
Questions 2.20, 2.22, 2.24, 2.26: Number of In-Person Programs
Explanation: In-person programs are offered face-to-face in real time, with the presenter and attendees in a shared physical space.
Questions 2.21, 2.23, 2.25, 2.27: In-Person Attendance
Questions 2.26 and 2.27 "All Other Programs" includes intergenerational, family, and all-ages programs.
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.”
Question 3.4 Current serial subscriptions in print - no longer needed for national survey
State Aid has been suspended indefinitely
To obtain completed Annual Reports for your library from previous years, contact Maria Bernier (email@example.com or 860-704-2204).
Public Libraries - use the Annual Report to submit their ILL stats.
ILL Monthly Worksheets (provided below) - to help libraries keep track of ILL stats:
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