Instructions for Survey Respondents

Attachment A

Key Holder Certificate

FY 2007 StLA Survey

Please keep this certificate in a safe place and

do not share the password with anyone.

Agency

StLA USERID:

StLA Password:

(Note: Passwords are case sensitive)

StLA HELP DESK: [email protected]

1-800-451-6235

On-line Registration/Data Collection (http://surveysXXX/libraries/stla)

October 17, 2007 through February 15, 2008

Survey Close-Out

February 15, 2008

User Guide

Introduction

The User Guide contains important information for proper use of the Web-based StLA Survey system. If you have a problem in the use of the system, please contact the survey administrator, either by e-mail at [email protected] or by phone at 1–800–451–6235.

Please click here for an Adobe PDF version of the User Guide.

Overview

The StLA survey consists of Parts A through O. The entire process consists of seven steps: Login, Registration, data entry, reviewing the Edit Report, resolving all edit messages, and submitting the survey data. The last step is the submission of the State Librarian Certification form, by e-mail or by fax, to certify the accuracy of the data.

Login

Access to the survey system is granted with a valid user ID and password. After a successful login, the user should select the Continue button to advance to the survey Part A page. This page includes a banner with five menus (Survey, Reports, Tools, Help, and Log Off), and links on the left side of the screen to the Registration site and Parts A to O of the survey.

The first time you log into the system, you will be required to register. On subsequent logins, you will be taken to the survey Part A page.

Registration

Registration must be completed--by providing information for all items with asterisks (**)--prior to entering the survey data. Registration information may be updated (for example, additional users may be added) at any time prior to submitting the survey.

Survey Data Entry

You can begin data entry immediately after completing registration. There is no specific order required for completing the survey. However, we recommend moving from Part A through Part O in sequence, as edits in later sections are affected by entries in earlier sections.

Note: Several screens (e.g., Part A. State Library Agency Identification) are pre-filled with data previously submitted for your agency. Please update any information that has changed.

Saving/viewing your data. Data are saved on a screen-by-screen basis. Always click the Verify & Save button at the top or bottom of the screen before proceeding to another screen. Verify & Save will save your data and keep you on the current screen. The Proceed button will advance you to the next screen—you will be prompted to save your data first if you have made changes to the screen.  It is recommended that you save your data frequently.

Note: When a screen is saved, helpful edit icons will identify data cells that have missing or questionable data. Click on the icon to review the edit message and the required action.

Navigating the survey. Use the Tab and Shift-Tab keys to move back and forth between the data entry boxes on a survey screen. The Delete and Backspace keys are active inside each data entry box.

You can also move around the data entry screen by positioning the mouse pointer directly on the data entry box, radio button, check box, or pull down list, and clicking on the left mouse button. In text boxes, a pop-up menu with the CUT, COPY, and PASTE commands appears when the right mouse button is pressed.

Edit Report

The Edit Report option is found on the Survey page. The report may be viewed on-screen or printed. All edit messages must be resolved (by revising or confirming the data) in order to submit the survey data.

The Edit Report is in an easy-to-read table format. The table includes six columns, described below:

• Edit No. (edit message number)

• Line Number (survey item)

• Screen Name (survey part)

• Edit Message

• Severity (edit message type--Fatal or Explanation), and

• Accepted (edit message resolution status--Yes or No)

The “Severity” column of the Edit Report indicates the edit message type—Fatal (must be fixed) or Explanation (needs confirmation, with or without a reason). The “Accepted” column indicates whether the edit message is resolved (“Yes” or “No”).  Click on the Screen Name or Explanation to make corrections or enter explanations as needed. The explanations are recorded in the report as “Reasons”.  Once all edit messages are resolved, the “Accepted” column of the Edit Report will display “Yes” for each message, and the Submit Data button will appear at the top of the survey page.  (Subsequent data corrections may generate new edit messages that you will need to resolve before submitting the survey.) 

Note: Two additional options are included on the Edit Report page: The Edit Detail Report displays the data related to each edit message. This report is provided as a reference tool when reviewing and resolving edit messages. The Edit Reason Report lists all edit messages for which the user has provided explanations (the explanations are recorded as “Reasons”).

Edit messages are generated for individual survey pages via the Verify & Save process.  The edit icons serve as links to the edit messages. Clicking on the icon opens an “Edit Description” dialog box containing the edit message and the action required to resolve the message. There are two types of edit messages, each with a unique icon: 

• Fatal (noted with a red icon). The data must be fixed (missing data must be provided, or correct data must be reported). To provide the required data or to change data you have previously entered, click Close to close the edit message box, and enter or edit the data.
  
  Note: The Key Holder cannot submit the survey until the required/correct data are provided.

• Explanation (noted with a yellow icon). The data are questionable. The user should review the data for accuracy and enter correct data if appropriate. If the questionable data are correct, the user can resolve the edit message in one of two ways: (1) click Confirm to verify the data without giving an explanation, or (2) enter an explanation in the memo field provided and click Save reason. Providing an explanation may eliminate the need for future edit follow-up about the data. You will need to click the Refresh Screen & Close button to close the window.
  
  Note: The Key Holder cannot submit the survey until all data generating “Fatal error” icons or "Confirm or explain" icons have been corrected, confirmed or explained.

Submitting the Survey Data

When the survey has been completed and all edit messages have been resolved, you will receive the following message:  "You are ready to submit data."  Note: To submit the data, you must run the Edit Report, and the "Accepted" column of the Edit Report must display "Yes" for each message.  You must then return to the survey page by selecting "Survey" on the top menu bar--do not use the Back button of the browser--and then select the new Submit Data option at the top of the page.  If you are on the last screen, and all edit messages are resolved, and you select the Save option, you will still need to select the Edit Report option, then select "Survey" on the top menu bar, and finally select the Submit Data option.

The Key Holder must select Submit Data to officially complete the survey submission process and to notify Census that the survey is ready for their review. Once the user selects Submit Data, the data will automatically be submitted and an e-mail message will be sent to the user indicating that the survey data have been submitted.

Note: After the user selects Submit Data, the data will still be viewable and printable. However, additional changes to the data will not be possible unless the Key Holder submits a request to the survey administrator. This action should not be a substitute for entering the correct data initially. If you discover an error in your data, contact the survey administrator by e-mail at [email protected] or by phone at 1–800–451–6235. The administrator will assist you in correcting any errors and resubmitting the data.

Printing

Printing Blank Forms. A blank version of the survey data entry forms may be opened and printed using the Survey Form (Blank) option found on the Reports menu. A Print Form and Go back button are found at the bottom of the blank survey. The Print Form button opens a standard print dialog box, while the Go back button returns users to the previous page viewed.

Printing Forms with Data. You can print the form after you have entered data via the Survey Form (Data) option found on the Reports menu. Otherwise, the buttons and steps are the same as for printing blank forms. To print directly from the data entry screens, use the browser Print button or the Print option (under the File menu). A print option is also available from the menu that appears when the right mouse button is pressed.

Other Print Options. You can print the survey Instructions, Edit Messages and Conditions, and other information found on the Help menu using the browser and mouse print options discussed above.

Log Off

Users may leave a session at any time using the Log Off button found on the banner, before closing the browser. Be sure to save all data before logging off by pressing the Verify & Save button. Future logins allow users to continue where they left off.

Attachment C

Institute of Museum and Library Services

State Librarian Certification of State Library Agency Data, FY 2007

I certify that, to the best of my knowledge and belief, the data submitted for the State Library Agencies Survey, FY 2007, are accurate.

The State Librarian can certify the data electronically or by paper:

Electronic certification: The Key Holder should enter (at the bottom of this form) the estimated number of hours it took to complete the survey and then forward the form to the State Librarian's e-mail address with a request that they certify the accuracy of the FY 2007 StLA data by simply forwarding the form from their e-mail address to the following e-mail address: mailto:[email protected]. No other action is necessary.

Paper certification: The Key Holder should submit the completed form by regular mail or fax to:

U.S. Department of Commerce

U.S. Census Bureau

Attn: Cindy Sheckells

GOVS Div., W.P.2, Rm.508

Washington, D.C. 20233-6800

Fax: (866) 394-0138 (toll free)

_______________________________________________________

State Name

_______________________________________________________

State Librarian's Name (please print)

______________________________________________________

State Librarian's Signature

_____________________

Date

Estimated number of hours Respondent took to complete the survey:	Hours