Edit Validation Reference Guide FY12 SLAA

State Library Administrative Agency
Survey, FY 2012
Edit Validation Reference Guide
Institute of Museum and Library Services
The Institute of Museum and Library Services is authorized under 20 U.S.C. Chapter 72 to fulfill the congressional mandate to carry out
analyses of the impact of library services.
Please note: This reference guide is intended for informational purposes only. The information contained within this guide should not be
used as a tool while completing the survey.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
Severity
1
022
FISCAL YEAR DATES (022, 023) invalid. Please report on fiscal FISCAL YEAR STARTING DATE (022) is invalid. All data in this survey
Fatal
year 2012. The start date should be prior to the end date.
(except Parts B and I) are to be reported on the basis of State fiscal
The reporting period should be a full year.
year 2011-2012. The start date should be prior to the end date. The
reporting period should be a full year.
2
023
FISCAL YEAR DATES (022, 023) invalid. Please report on fiscal Year of FISCAL YEAR ENDING DATE (023) is invalid. All data in this
Fatal
year 2012. The start date should be prior to the end date.
survey (except Parts B and I) are to be reported on the basis of State
The reporting period should be a full year.
fiscal year 2011-2012.
7

026

Board or commission (026) is selected but methods of
selection are blank, or vice versa.

9

049a-e

ADMINISTRATION OF LSTA GRANTS (049a-e) cannot be
contracted.

10

049a

All SLAAs must directly administer LSTA grants.

11

077b

12

077b

13

078

14

079

15

029

TOTAL HOURS / WEEK (main or central outlet) (077b) is
greater than 0 but is less than 32.
TOTAL HOURS/WEEK (main or central outlet) (077b) are
greater than 60.
MONDAY-FRIDAY AFTER 5 P.M. hours (main or central
outlet) (078) are greater than 12.
SATURDAY AND SUNDAY hours (main or central outlet)
(079) are greater than 16.
PART OF LARGER AGENCY (029) is selected but (031) is not
selected Yes or No (does SLAA have board or commission).

Board or commission (026) is selected but APPOINTED BY
Fatal
GOVERNOR (027) and APPOINTED BY OTHER OFFICIAL (028) are
blank. Or, (026) is blank and (027) or (028) is selected.
Contract was selected for ADMINISTRATION OF LSTA GRANTS (049) Fatal
in any of columns a to e. Note: IMLS has indicated that states cannot
contract out the administration of LSTA grants; the answer should be
Directly if you provide this service.
Not Provided was selected for Administration of LSTA grants (049) in
column a (public libraries). Note: This answer is not possible, as all
SLAAs must directly administer LSTA grants in order to receive LSTA
funds.
TOTAL HOURS / WEEK (main or central outlet) (077b) is greater than
0 but less than 32.
TOTAL HOURS/WEEK (main or central outlet) (077b) are greater than
60.
MONDAY-FRIDAY AFTER 5 P.M. hours (main or central outlet) (078)
are greater than 12.
SATURDAY AND SUNDAY hours (main or central outlet) (079) are
greater than 16.
PART OF LARGER AGENCY (029) is selected but (031) (does SLAA
have board or commission) is not selected Yes or No.

Fatal

Explanation
Explanation
Explanation
Explanation
Fatal

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
Severity
16
031
BOARD OR COMMISSION (031) is selected "yes" but
Yes to (031) (does SLAA have board or commission) but APPOINTED Fatal
APPOINTED BY GOVERNOR (032) and/or APPOINTED BY
BY GOVERNOR (032) and APPOINTED BY OTHER OFFICIAL (033) are
OTHER OFFICIAL (033) are not selected (does your SLAA
both blank.
have a board or commission).
OTHER OUTLETS number (083) is too small compared to
OTHER OUTLETS (083) is less than largest number in column b of
Explanation
17
083
user group numbers in column b of (086) to (090).
user groups (086) to (090).
18
084
BOOKMOBILES number (084) is too small compared to user BOOKMOBILES (084) is less than largest number in column c of user Explanation
group numbers in column c of (086) to (090).
groups, (086) to (090) and not equal to sum of column c.
20

082

21

107

22

110

23

110

Annual CIRCULATION (110) per annual LIBRARY VISITS (114) Annual CIRCULATION (110) per annual LIBRARY VISITS (114) is
greater than 8. Note: Perform edit only when both items current
is higher than expected. Please check both and update or
explain. Please check for possible errors or explain why the year values are greater than 0.
correct data are out of range.

24

113

The amount of REFERENCE TRANSACTIONS (113) per
LIBRARY VISIT (114) is higher than expected.

MAIN OR CENTRAL OUTLET (082) does not serve STATE
GOVERNMENT EMPLOYEES (089) and GENERAL PUBLIC
(090).
Have FEDERAL DEPOSITORY LIBRARY (107) but REGIONAL
(108) and SELECTIVE (109) are selected No.

MAIN OR CENTRAL OUTLET (082) is greater than 0 but column a of Explanation
STATE GOVERNMENT EMPLOYEES (089) and GENERAL PUBLIC (090)
is less than or equal to 0.
Have FEDERAL DEPOSITORY LIBRARY (107) but REGIONAL (108) and Fatal
SELECTIVE (109) are selected No. Enter Yes to (108) or (109) to
designate type.
Annual CIRCULATION (110) per annual LIBRARY VISITS (114) Annual CIRCULATION per annual LIBRARY VISITS less than 75% of last Explanation
year, and the prior year to current year change is greater than 0.5.
is lower than expected. Please check both and update or
explain. Please check for possible errors or explain why the Perform edit only when both items' current year values are greater
than 0.
correct data are out of range.
Explanation

Annual REFERENCE TRANSACTIONS (113) per annual LIBRARY VISITS Explanation
(114) is greater than 3.0. Note: If prior year ratio is greater than 3.0,
dont flag. Perform edit only when both items current year values are
greater than 0.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
25
117
Continuing education programs: NUMBER OF EVENTS (117) Continuing education programs: The NUMBER OF EVENTS (117) is
is greater than TOTAL ATTENDANCE AT EVENTS (118).
greater than the TOTAL ATTENDANCE AT EVENTS (118).
26

117

27

118

28

118

29

189a

30

189b

31

119d

32

120d

NUMBER OF EVENTS (117) for the current reporting period
has had a large change from prior reporting period. Please
check for possible errors or explain why the correct data are
out of range.
ATTENDANCE AT EVENTS (118) for the current reporting
period has had a large change from prior reporting period.
Please check for possible errors or explain why the correct
data are out of range.
ATTENDANCE AT EVENTS (118) per NUMBER OF EVENTS
(117) for the current reporting period has had a large
change from prior reporting period. Please check for
possible errors or explain why the correct data are out of
range.
TOTAL FEDERAL EXPENDITURES (189) in column a must be
greater than 0.
TOTAL STATE EXPENDITURES (189) in column b must be
greater than 0.
ADMINISTRATION (119d) for the current reporting period
has had a large change from prior reporting period. Please
check for possible errors or explain why the correct data are
out of range.
LIBRARY DEVELOPMENT (120d) for the current reporting
period has had a large change from prior reporting period.
Please check for possible errors or explain why the correct
data are out of range.

Severity
Explanation

Continuing Education EVENTS(117) not 25% to 225% of last year, and Explanation
the prior year to current year change is greater than + or - 50. Note:
Run this edit only when values are greater than 0 for the current and
prior year.
ATTENDANCE AT EVENTS (118) not 50% to 200% of last year, and the Explanation
prior year to current year change is greater than + or - 1000. Note:
Run this edit only when values are greater than 0 for current and
prior year.
(118)/(117) Average Attendance at Continuing Education Events and Explanation
the change from prior year average to current year average is
greater than + or - 50. Note: Divide ATTENDANCE AT EVENTS (118)
by Continuing Education EVENTS (117).
TOTAL FEDERAL EXPENDITURES (189) in column a must be greater
than 0.
TOTAL STATE EXPENDITURES (189) in column b must be greater than
0.
ADMINISTRATION (119d) not 50% to 125% of last year, and the prior
year to current year change is greater than + or - 2. Note: Run this
edit only when values are greater than 0 for the current and prior
year.
LIBRARY DEVELOPMENT (120d) not 50% to 125% of last year, and
the prior year to current year change is greater than + or - 2. Note:
Run this edit only when values are greater than 0 for the current and
prior year.

Explanation
Explanation
Explanation

Explanation

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
Severity
33
077a
TOTAL HOURS / WEEK (077a) are provided, but TOTAL
TOTAL HOURS/WEEK (all SLAA outlets) (077a) is greater than 0 but Fatal
OUTLETS (085) is not, or vice versa.
TOTAL OUTLETS (085) is -1 or 0. Or, TOTAL HOURS/WEEK (all SLAA
outlets) (077a) is -1 or 0 but TOTAL OUTLETS (085) is greater than 0.
34

077b

Have public service hours (077b) to (079) but no public
outlets (089) and (090), or vice versa.

35

121d

36

122d

37

123d

42

173d

43

188a

LIBRARY SERVICES (121d) for the current reporting period
has had a large change from prior reporting period. Please
check for possible errors or explain why the correct data are
out of range.
OTHER SERVICES (122d) for the current reporting period has
had a large change from prior reporting period. Please check
for possible errors or explain why the correct data are out of
range.
TOTAL STAFF (123d) for the current reporting period has
had a large change from prior reporting period. Please check
for possible errors or explain why the correct data are out of
range.
SALARIES AND WAGES (173) are less than or equal to
EMPLOYEE BENEFITS (174).
OTHER EXPENDITURES (188a) from federal sources equals
the sum of TOTAL OPERATING EXPENDITURES (178a), TOTAL
FINANCIAL ASSISTANCE (186a), CAPITAL OUTLAY (187a)
from federal sources. This row should not be a summation
of the preceeding rows. Please check for possible errors or
explain why the correct data are out of range.

TOTAL HOURS/WEEK (main or central outlet) (077b), or MONDAYFRIDAY AFTER 5:00 P.M. (078), or SATURDAY AND SUNDAY (079) is
greater than 0, and STATE GOVERNMENT EMPLOYEES (089) and
GENERAL PUBLIC (090) outlets is -1 or 0 in column a. Or, (089) or
(090) is greater than 0 in column a, and (077b) to (079) are all -1 or
0.
LIBRARY SERVICES (121d) not 50% to 125% of last year, and the prior
year to current year change is greater than + or - 2. Note: Run this
edit only when values are greater than 0 for the current and prior
year.
OTHER SERVICES (122d) not 75% to 125% of last year, and the prior
year to current year change is greater than + or - 2. Note: Run this
edit only when values are greater than 0 for the current and prior
year.
TOTAL STAFF (123d) not 50% to 125% of last year, and the prior year
to current year change is greater than + or - 2. Note: Run this edit
only when values are greater than 0 for the current and prior year.
SALARIES AND WAGES (173) in column d is less than or equal to
EMPLOYEE BENEFITS (174) in column d.
TOTAL OPERATING EXPENDITURES (178) + TOTAL FINANCIAL
ASSISTANCE (186) + CAPITAL OUTLAY (187) in column a = OTHER
EXPENDITURES (188) in column a.

Fatal

Explanation

Explanation

Explanation

Explanation
Fatal

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
44
188b
OTHER EXPENDITURES (188b) from state sources equals the TOTAL OPERATING EXPENDITURES (178) + TOTAL FINANCIAL
ASSISTANCE (186) + CAPITAL OUTLAY (187) in column b = OTHER
sum of TOTAL OPERATING EXPENDITURES (178b), TOTAL
EXPENDITURES (188) in column b.
FINANCIAL ASSISTANCE (186b), CAPITAL OUTLAY (187b)
from state sources. This row should not be a summation of
the preceeding rows. Please check for possible errors or
explain why the correct data are out of range.

Severity
Fatal

45

188c

OTHER EXPENDITURES (188c) from other sources equals the TOTAL OPERATING EXPENDITURES (178) + TOTAL FINANCIAL
ASSISTANCE (186) + CAPITAL OUTLAY (187) in column c = OTHER
sum of TOTAL OPERATING EXPENDITURES (178c), TOTAL
EXPENDITURES (188) in column c.
FINANCIAL ASSISTANCE (186c), CAPITAL OUTLAY (187c)
from other sources. This row should not be a summation of
the preceeding rows. Please check for possible errors or
explain why the correct data are out of range.

Fatal

47

054a

Provide CONTINUING EDUCATION PROGRAMS (054) but
NUMBER OF EVENTS (117) or TOTAL ATTENDANCE AT
EVENTS (118) is -1 or 0, or vice versa.

Directly or Contract to CONTINUING EDUCATION PROGRAMS (054) Explanation
in any of columns a-e, but NUMBER OF EVENTS (117) or TOTAL
ATTENDANCE AT EVENTS (118) is -1 or 0. Or, Not Provided to (054) in
all of columns a-e, but (117) or (118) is greater than 0.

48

049a

Provide ADMINISTRATION OF LSTA GRANTS (049) but no
GRANTS AWARDED (115), or vice versa.

Directly or Contract to ADMINISTRATION OF LSTA GRANTS (049) in
any of columns a-e but GRANTS AWARDED (115) is -1 or 0. Or, Not
Provided to (049) in all of columns a-e but (115) is greater than 0.

55

091

Have collections (091) to (096) but no service transactions
(110) to (114), or vice versa.

58

157

Difference between TOTAL FEDERAL REVENUE (157) and
TOTAL FEDERAL EXPENDITURES (189a) is greater than
expected. Please check for possible errors or explain why
the correct data are out of range.

Explanation
If any of collections (091) to (096) is greater than 0, but service
transactions (110) to (114) are each equal to –1 or 0. Or, (091) to
(096) are each equal to –1 or 0, but any of (110) to (114) is greater
than 0.
TOTAL FEDERAL REVENUE (157) is less than 80% or more than 120% Explanation
of TOTAL federal EXPENDITURES (189) in column a, and difference is
greater than + or - 200,000.

Explanation

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
Severity
State revenue for SLAA OPERATION (167) is less than 70% or more
Explanation
59
167
Difference between state revenue for SLAA OPERATION
than 150% of TOTAL OPERATING EXPENDITURES (178) from state
(167) and TOTAL OPERATING EXPENDITURES (178b) from
funds in column b.
state funds is greater than expected. Please check for
possible errors or explain why the correct data are out of
range.
60
168
Difference between state revenue for STATE AID TO
STATE AID TO LIBRARIES revenue (168) is less than 70% or more than Explanation
LIBRARIES (168) and FINANCIAL ASSISTANCE (186b) from
150% of TOTAL FINANCIAL ASSISTANCE (186) to libraries and library
state funds is greater than expected. Please check for
cooperatives from state funds in column b. Note: Run this edit only if
possible errors or explain why the correct data are out of
STATE AID TO LIBRARIES revenue (168) is greater than 0.
range.
TOTAL STATE REVENUE (170) is less than 80% or more than 120% of Explanation
61
170
Difference between TOTAL STATE REVENUE (170) and
TOTAL EXPENDITURES (189) from state funds in column b, and
TOTAL EXPENDITURES (189b) from state funds is greater
difference is greater than + or - 200,000.
than expected. Please check for possible errors or explain
why the correct data are out of range.
62

172

66

154

67

191

Difference between TOTAL REVENUE (172) and TOTAL
EXPENDITURES (189d) is greater than expected. Please
check for possible errors or explain why the correct data are
out of range.
Difference between LSTA STATE PROGRAMS (154) revenue
and TOTAL LSTA EXPENDITURES (193) or TOTAL LSTA
EXPENDITURES (198) is greater than expected. Please check
for possible errors or explain why the correct data are out of
range.
GRANTS (191) expenditures, but no expenditures on
INDIVIDUAL PUBLIC LIBRARIES (179) or LIBRARY
COOPERATIVES SERVING PUBLIC LIBRARIES ONLY (180), or
vice versa.

TOTAL REVENUE (172) is less than 90% or more than 110% of TOTAL Explanation
EXPENDITURES (189) in column d, and difference is greater than + or 200,000.
LSTA STATE PROGRAMS revenue (154) less than 70% or more than
125% of TOTAL LSTA EXPENDITURES (193). Or, LSTA STATE
PROGRAMS revenue (154) less than 70% or more than 125% of
TOTAL LSTA EXPENDITURES (198).

Explanation

GRANTS (191) expenditures from LSTA is greater than 0, but
Explanation
expenditures on both INDIVIDUAL PUBLIC LIBRARIES (179) and
LIBRARY COOPERATIVES SERVING PUBLIC LIBRARIES ONLY (180) are 1 or 0 in column a. Or, (191) is -1 or 0, and (179) or (180) is greater
than 0 in column a.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
68
183a
Have SINGLE AGENCY OR LIBRARY PROVIDING STATEWIDE SINGLE AGENCY OR LIBRARY PROVIDING STATEWIDE SERVICE (183)
SERVICE (183) federal expenditures, but no expenditures for federal expenditures in column a are greater than 0, but
expenditures for GRANTS (191) are -1 or 0. Note: If any LSTA funds
GRANTS (191).
are reported in (183), they must also be reported in GRANTS (191);
DO NOT report them in STATEWIDE SERVICES (190).
69

183a

70

189a

71

189a

72

082

73

083

SINGLE AGENCY OR LIBRARY (183) federal expenditures are SINGLE AGENCY OR LIBRARY (183) expenditures from federal funds
greater than GRANTS (191).
in column a are greater than expenditures for GRANTS (191). Note:
(183) cannot be greater than (191) unless some or all of the
expenditures are grants expenditures from federal funds other than
LSTA.
TOTAL EXPENDITURES (189) from federal funds are less than TOTAL EXPENDITURES (189) from federal funds in column a are less
TOTAL LSTA EXPENDITURES (193).
than TOTAL LSTA EXPENDITURES (193). Note: (189) cannot be less
than (193).
TOTAL EXPENDITURES (189) from federal funds are less than TOTAL EXPENDITURES (189) from federal funds in column a are less
TOTAL LSTA EXPENDITURES (198).
than TOTAL LSTA EXPENDITURES (198). Note: (189) cannot be less
than (198).
MAIN OR CENTRAL OUTLET (082) greater than 0 but sum of MAIN OR CENTRAL OUTLET (082) is greater than 0 but main or
column a of user groups (086) to (090) is less than or equal central outlets reported in column a of user groups (086) to (090)
to 0, or vice versa.
are each equal to –1 or 0. Or, MAIN OR CENTRAL OUTLET (082) is
equal to 0 but any of main or central outlets reported in column a of
user groups (086) to (090) is greater than 0.
OTHER OUTLETS (083) greater than 0 but sum of column b
of user groups (086) to (090) is less than or equal to 0.

Severity
Explanation

Explanation

Fatal

Fatal

Fatal

OTHER OUTLETS (EXCLUDING BOOKMOBILES) (083) is greater than 0 Fatal
but other outlets (excluding bookmobiles) reported in column b of
user groups (086) to (090) are each equal to –1 or 0. Or, OTHER
OUTLETS (EXCLUDING BOOKMOBILES) (083) is equal to 0 but any of
other outlets (excluding bookmobiles) reported in column b of user
groups (086) to (090) is greater than 0.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
Severity
74
084
BOOKMOBILES (084) greater than 0 but sum of column c of BOOKMOBILES (084) is greater than 0 but bookmobiles reported in Fatal
user groups (086) to (090) is less than or equal to 0.
column c of user groups (086) to (090) are each equal to –1 or 0. Or,
BOOKMOBILES (084) is equal to 0 but any of bookmobiles (084)
reported in column c of user groups (086) to (090) is greater than 0.
75

085

TOTAL OUTLETS (085) greater than 0 but sum of column d of TOTAL OUTLETS (085) is greater than 0 but total outlets reported in Fatal
column d of user groups (086) to (090) are each equal to –1 or 0. Or,
user groups (086) to (090) is less than or equal to 0.
TOTAL OUTLETS (085) is equal to 0 but any of total outlets (085)
reported in column d of user groups (086) to (090) is greater than 0.

77

184d

LIBRARY CONSTRUCTION (184) total expenditures are equal LIBRARY CONSTRUCTION (184) expenditures in column d are equal Explanation
to CAPITAL OUTLAY (187) total expenditures.
to CAPITAL OUTLAY (187) expenditures in column d. (This edit check
only applies when items 184 and item 187 are both > 0.)

84

207

Yes to ELECTRONIC NETWORK OPERATION (207) but No to Yes to ELECTRONIC NETWORK OPERATION (207) but No to
ELECTRONIC NETWORK PLANNING OR MONITORING (206). ELECTRONIC NETWORK PLANNING OR MONITORING (206).

85

107

No to FEDERAL DEPOSITORY LIBRARY (107) but Yes to
REGIONAL (108) or SELECTIVE (109).

No to FEDERAL DEPOSITORY LIBRARY (107) but Yes to REGIONAL
Fatal
(108) or SELECTIVE (109). Enter Yes to (107) if you have a REGIONAL
(108) or SELECTIVE (109) Federal depository library.

86

108

Yes to REGIONAL (108) and SELECTIVE (109).

Yes to REGIONAL (108) and SELECTIVE (109). Enter Yes to only one.

90

169

OTHER STATE REVENUE (169) was expended and reported in OTHER STATE REVENUE (169) was expended and reported in Part K
Part K (items 173 to 189) incorrectly in Other column (c)
(items 173 to 189) incorrectly in Other column (c) instead of State
instead of State column (b).
column (b). Expenditures of OTHER STATE REVENUE (169) must be
reported in State column in Part K. (If the exact dollar figure
reported in item 169 (Other state revenue) appears in any of items
173-189 in column c, it should trigger an edit message.)

Fatal

Fatal
Explanation

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
Severity
91
171
OTHER REVENUE (171) greater than 0 but TOTAL
OTHER REVENUE (171) greater than 0 but TOTAL EXPENDITURES
Explanation
EXPENDITURES (189) in Other column (c) equal 0, or vice
(189) in Other column (c) equal 0. Or, OTHER REVENUE (171) is less
versa.
than or equal to 0 but TOTAL EXPENDITURES (189) in Other column
(c) is greater than 0.
92
189c
TOTAL EXPENDITURES (189c) compared to OTHER REVENUE TOTAL EXPENDITURES (189) in Other column (c) are less than 80% or Explanation
(171) in other sources has had a large change. Please check more than 120% of OTHER REVENUE (171), and difference is greater
for possible errors or explain why the correct data are out of than + or - 200,000. Note: Run this edit only if TOTAL EXPENDITURES
in Other column (c) is greater than 0.
range.
93

171

OTHER REVENUE (171) was expended and reported in Part K OTHER REVENUE (171) was expended and reported in Part K (items Explanation
(items 173 to 189) incorrectly in State column (b) instead of 173 to 189) incorrectly in State column (b) instead of Other column
Other column (c).
(c). Expenditures of OTHER REVENUE (171) must be reported in
Other column in Part K. If the exact dollar figure reported in item 171
(Other revenue) appears in any of items 173-189 in column b, it
should trigger an edit message.

94

192

98

171

LSTA ADMINISTRATION (192) or (197) expenditures greater
than 0 but TOTAL OPERATING EXPENDITURES (178) from
federal funds are less than or equal to 0.
OTHER REVENUE (171) compared to TOTAL REVENUE (172)
is higher then expected. Please check for possible errors or
explain why the correct data are out of range.

99

188d

LSTA ADMINISTRATION (192) or (197) expenditures are greater than Fatal
0 but TOTAL OPERATING EXPENDITURES (178) from federal funds are
less than or equal to 0.
OTHER REVENUE (171) greater than 20% of TOTAL REVENUE (172). Explanation
Note: Report state revenue for any purpose other than SLAA
operation or state aid to libraries as OTHER STATE REVENUE (169),
not as OTHER REVENUE (171). For example, interagency transfers
should be reported as OTHER STATE REVENUE (169), not as OTHER
REVENUE (171).
OTHER EXPENDITURES (188d) compared to TOTAL
OTHER EXPENDITURES (188) in column d are greater than 20 percent Explanation
EXPENDITURES (189d) is higher then expected. Please check of TOTAL EXPENDITURES (189) in column d.
for possible errors or explain why the correct data are out of
range.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code Number
Edit Message
Edit Condition
100
192
LSTA ADMINISTRATION (192) not equal to LSTA
LSTA ADMINISTRATION (192) expenditures, by type of expenditure,
ADMINISTRATION (197).
are not equal to LSTA ADMINISTRATION (197) expenditures, by use
of expenditure. Note: (192) must equal (197).

Severity
Fatal

101

193

TOTAL LSTA EXPENDITURES (193) not equal to TOTAL LSTA
EXPENDITURES (198).

Fatal

102

153a

No to (153a) ACADEMIC LIBRARIES state funds and (153c)
SPECIAL LIBRARIES state funds, but (181) OTHER
INDIVIDUAL LIBRARIES in column b is greater than 0.

103

220a

INTERNET WORKSTATIONS FOR GENERAL PUBLIC (220a) or
(220b) but no GENERAL PUBLIC (090) outlets.

104

178a

105

186a

106
109

115
118

TOTAL LSTA EXPENDITURES (193), by type of expenditure, are not
equal to TOTAL LSTA EXPENDITURES (198), by use of expenditure.
Note: (193) must equal (198).
No to (153a) ACADEMIC LIBRARIES state funds and (153c) SPECIAL
LIBRARIES state funds, but (181) OTHER INDIVIDUAL LIBRARIES in
column b is greater than 0. Note: Do not report grants to school
library media centers in (181)--report them in (185) instead.

Explanation

INTERNET WORKSTATIONS FOR GENERAL PUBLIC (220a) or (220b)
Fatal
are greater than 0 but GENERAL PUBLIC (090) outlets in column d is
less than or equal to 0.
Sum of TOTAL OPERATING EXPENDITURES (178a), CAPITAL Sum of TOTAL OPERATING EXPENDITURES (178) + CAPITAL OUTLAY Fatal
(187) + OTHER EXPENDITURES (188) in column a is less than sum of
OUTLAY (187a), and OTHER EXPENDITURES(188a) from
federal sources is less than the sum of STATEWIDE SERVICES STATEWIDE SERVICES (190) + LSTA ADMINISTRATION (192). Note: All
expenditures for statewide services (190) and LSTA administration
(190) and LSTA ADMINISTRATION (192).
(192) in Part L should also be reported in Part K, but DO NOT report
them as financial assistance to libraries (items 179 to 186).
TOTAL FINANCIAL ASSISTANCE (186) in column a is less than TOTAL FINANCIAL ASSISTANCE (186) in column a is less than GRANTS Fatal
GRANTS (191).
(191). Note: All expenditures for grants to libraries (191) in Part L
should also be reported under financial assistance to libraries (items
179 to 186) in Part K.
GRANTS AWARDED (115) greater than 400.
GRANTS AWARDED (115) greater than 400.
Explanation
TOTAL ATTENDANCE AT EVENTS (118) greater than 6,000. TOTAL ATTENDANCE AT EVENTS (118) greater than 6,000.
Explanation

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Line
Code Number
Edit Message
Edit Condition
Severity
111
223d
STATEWIDE DATABASE LICENSING (223) is greater than 0
STATEWIDE DATABASE LICENSING (223) in column d is greater than 0 Explanation
and no user groups are reported, or vice versa.
and all user groups, items (224) through (229), are selected No. Or,
STATEWIDE DATABASE LICENSING (223) in column d is less than or
equal to 0 and one or more user groups, items (224) through (229),
is selected Yes.
112
230
REMOTE USER (230) is Yes and STATEWIDE DATABASE
REMOTE USER (230) is Yes and STATEWIDE DATABASE LICENSING
Explanation
LICENSING (223) is less than or equal to 0.
(223) is less than or equal to 0.
Explanation
114
191
GRANTS (191) not equal to TOTAL FINANCIAL ASSISTANCE GRANTS (191) not equal to TOTAL FINANCIAL ASSISTANCE (186)
(186a) minus LIBRARY CONSTRUCTION (184a) from federal minus LIBRARY CONSTRUCTION (184) in column a. Item (191) should
sources.
equal item (186) minus item (184) in column a unless federal funds
other than LSTA/LSCA are included in item (186) in column a.
115

193

116

223d

117

118

TOTAL LSTA EXPENDITURES (193) compared to TOTAL
EXPENDITURES (189a) from federal sources is lower then
expected. Please check for possible errors or explain why
the correct data are out of range.
STATEWIDE DATABASE LICENSING (223d) compared to
TOTAL EXPENDITURES (189d) from all sources is higher then
expected. Please check for possible errors or explain why
the correct data are out of range.

TOTAL LSTA EXPENDITURES (193) are less than 70% of TOTAL
EXPENDITURES (189) of federal funds in column a.

Explanation

STATEWIDE DATABASE LICENSING (223) in column d is greater than
30 percent of TOTAL EXPENDITURES (189) in column d.

Explanation

223a

STATEWIDE DATABASE LICENSING (223) in column a is greater than
STATEWIDE DATABASE LICENSING (223a) compared to
TOTAL EXPENDITURES (189a) from federal sources is higher 50 percent of TOTAL EXPENDITURES (189) in column a.
then expected. Please check for possible errors or explain
why the correct data are out of range.

Explanation

223b

STATEWIDE DATABASE LICENSING (223b) compared to
TOTAL EXPENDITURES (189b) from state sources is higher
then expected. Please check for possible errors or explain
why the correct data are out of range.

Explanation

STATEWIDE DATABASE LICENSING (223) in column b is greater than
30 percent of TOTAL EXPENDITURES (189) in column b.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Line
Code Number
Edit Message
Edit Condition
STATEWIDE DATABASE LICENSING (223) in column c is greater than
119
223c
STATEWIDE DATABASE LICENSING (223c) compared to
TOTAL EXPENDITURES (189c) from other sources is higher 30 percent of TOTAL EXPENDITURES (189) in column c.
then expected. Please check for possible errors or explain
why the correct data are out of range.

Severity
Explanation

120

194

LIBRARY TECHNOLOGY, CONNECTIVITY AND SERVICES (194) LIBRARY TECHNOLOGY, CONNECTIVITY AND SERVICES (194)
expenditures are less than STATEWIDE DATABASE
expenditures are less than STATEWIDE DATABASE LICENSING (223)
LICENSING (223) expenditures in column a.
expenditures in column a.

122

083

OTHER OUTLETS (083) is greater than sum of user groups in OTHER OUTLETS (083) is greater than sum of user group numbers in Explanation
column b of (086) to (090). Please check for possible errors column b of (086) to (090).
or explain why the correct data is greater.

123

084

BOOKMOBILES (084) is greater than sum of user groups in
column c of (086) to (090). Please check for possible errors
or explain why the correct data is greater.

BOOKMOBILES (084) is greater than sum of user group numbers in
column c of (086) to (090).

125

192

LSTA ADMINISTRATION (192) expenditures greater than 5 percent of Explanation
TOTAL LSTA EXPENDITURES (193).

126

170

LSTA ADMINISTRATION (192) compared to TOTAL LSTA
EXPENDITURES (193) is higher then expected. Please check
for possible errors or explain why the correct data are out of
range.
Sum of TOTAL STATE REVENUE (170) and OTHER REVENUE
(171) is equal to TOTAL EXPENDITURES (189b) from state
sources within + or - 1. Please check for possible errors or
explain why the correct data are out of range.

TOTAL STATE REVENUE (170) + OTHER REVENUE (171) = TOTAL
EXPENDITURES (189) in column b (within + or - 1). Expenditures of
OTHER REVENUE (171) must be reported in Other column in Part K.
Note: Execute this edit only if OTHER REVENUE (171) > 0.

Explanation

Explanation

Explanation

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Line
Code Number
Edit Message
Edit Condition
Severity
Explanation
LSTA ADMINISTRATION (192) expenditures are greater than 5
127
192
LSTA ADMINISTRATION (192) compared to LSTA STATE
PROGRAM (154) revenue is greater than expected. Please percent of LSTA STATE PROGRAM (154) revenue. This edit is a rough
check for possible errors or explain why the correct data are approximation of the LSTA requirement that the amount spent on
LSTA administration cannot exceed the greater of: (a) 5 percent of
out of range.
the LSTA State Program allotment or (b) $60,000.
128

077a

Average weekly hours open per outlet ((077a) divided by
(085)) is less than 10. Please check for possible errors or
explain why the correct data are out of range

(077a) / (085) Average hours open per outlet per week less than 10. Explanation
Note: Divided TOTAL HOURS/WEEK (all outlets, regardless of whom
they serve) (077a) by TOTAL OUTLETS (085).

129

077a

(077a) / (085) Average hours open per outlet per week greater than Explanation
Average weekly hours open per outlet ((077a) divided by
(085)) is greater than 70. Please check for possible errors or 70. Note: Divided TOTAL HOURS/WEEK (all outlets, regardless of
explain why the correct data are out of range
whom they serve) (077a) by TOTAL OUTLETS (085).

130

077a

TOTAL HOURS/WEEK (all outlets, regardless of whom they
serve) (077a) is less than or equal to TOTAL HOURS/WEEK
(main or central outlet) (077b).

131

082

Only one outlet may be designated as the main or central
outlet.

137

152

Explanation
TOTAL HOURS/WEEK (all outlets, regardless of whom they serve)
(077a) is less than or equal to TOTAL HOURS/WEEK (main or central
outlet) (077b). Note: Run this edit only if main or central outlet (082)
> 0 and TOTAL OUTLETS (085) >= 2.

MAIN OR CENTRAL OUTLET (082), (086a), (087a), (088a), (089a), or Fatal
(090a) greater than 1. Note: Only 1 outlet may be designated as the
main or central outlet.
Yes to (152) SLAA administration of all PUBLIC LIBRARY state Yes to (152) SLAA administration of all PUBLIC LIBRARY state funds Fatal
funds, but INDIVIDUAL PUBLIC LIBRARIES (179) and LIBRARY but INDIVIDUAL PUBLIC LIBRARIES (179) and LIBRARY COOPERATIVES
SERVING PUBLIC LIBRARIES ONLY (180) in column b are both equal to
COOPERATIVES SERVING PUBLIC LIBRARIES ONLY (180) in
0.
column b are both equal to 0.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Line
Code Number
Edit Message
Edit Condition
138
153a
Yes to (153a) SLAA administration of ACADEMIC LIBRARIES Yes to (153a) SLAA administration of ACADEMIC LIBRARIES state
state funds, but OTHER INDIVIDUAL LIBRARIES (181), SINGLE funds but OTHER INDIVIDUAL LIBRARIES (181), SINGLE AGENCY OR
AGENCY OR LIBRARY PROVIDING STATEWIDE SERVICE (183), LIBRARY PROVIDING STATEWIDE SERVICE (183), and OTHER
and OTHER ASSISTANCE (185) in column b are all equal to 0. ASSISTANCE (185) in column b are all equal to 0.

Severity
Fatal

139

153b

Yes to (153b) SLAA administration of SCHOOL LIBRARY
MEDIA CENTERS state funds, but SINGLE AGENCY OR
LIBRARY PROVIDING STATEWIDE SERVICE (183) and OTHER
ASSISTANCE (185) in column b are equal to 0.

Explanation
Yes to (153b) SLAA administration of SCHOOL LIBRARY MEDIA
CENTERS state funds but SINGLE AGENCY OR LIBRARY PROVIDING
STATEWIDE SERVICE (183) and OTHER ASSISTANCE (185) in column b
are equal to 0.

140

153c

Yes to (153c) SLAA administration of SPECIAL LIBRARIES
state funds, but OTHER INDIVIDUAL LIBRARIES (181), SINGLE
AGENCY OR LIBRARY PROVIDING STATEWIDE SERVICE (183),
and OTHER ASSISTANCE (185) in column b are all equal to 0.

Yes to (153c) SLAA administration of SPECIAL LIBRARIES state funds Fatal
but OTHER INDIVIDUAL LIBRARIES (181), SINGLE AGENCY OR LIBRARY
PROVIDING STATEWIDE SERVICE (183), and OTHER ASSISTANCE (185)
in column b are all equal to 0.

141

153d

Yes to (153d) SLAA administration of LIBRARY
COOPERATIVES state funds, but LIBRARY COOPERATIVES
SERVING PUBLIC LIBRARIES ONLY (180) and LIBRARY
COOPERATIVES SERVING MORE THAN ONE TYPE OF LIBRARY
(182) and LIBRARY PROVIDING STATEWIDE SERVICE (183b)
in column b are equal to 0.

Yes to (153d) SLAA administration of LIBRARY COOPERATIVES state Fatal
funds but LIBRARY COOPERATIVES SERVING PUBLIC LIBRARIES ONLY
(180) and LIBRARY COOPERATIVES SERVING MORE THAN ONE TYPE
OF LIBRARY (182) and LIBRARY PROVIDING STATEWIDE SERVICE
(183b) in column b are equal to 0.

142

153d

No to (153d) SLAA administration of LIBRARY
COOPERATIVES state funds, but LIBRARY COOPERATIVES
SERVING PUBLIC LIBRARIES ONLY (180) or LIBRARY
COOPERATIVES SERVING MORE THAN ONE TYPE OF LIBRARY
(182) in column b is greater than 0.

No to (153d) SLAA administration of LIBRARY COOPERATIVES state Fatal
funds but LIBRARY COOPERATIVES SERVING PUBLIC LIBRARIES ONLY
(180) or LIBRARY COOPERATIVES SERVING MORE THAN ONE TYPE OF
LIBRARY (182) in column b is greater than 0.

143

223a

STATEWIDE DATABASE LICENSING (223) in column a is
greater than TOTAL EXPENDITURES (189) in column a.

STATEWIDE DATABASE LICENSING (223) in column a is greater than
TOTAL EXPENDITURES (189) in column a.

Fatal

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Line
Code Number
Edit Message
Edit Condition
144
223b
STATEWIDE DATABASE LICENSING (223) in column b is
STATEWIDE DATABASE LICENSING (223) in column b is greater than
greater than TOTAL EXPENDITURES (189) in column b.
TOTAL EXPENDITURES (189) in column b.
145

223c

501

STATEWIDE DATABASE LICENSING (223) in column c is
greater than TOTAL EXPENDITURES (189) in column c.
Please enter a value for this item.

001
002
003
004
005
007
008
009
010a
011
012
013
014
016
017
018
019
021
022
023
502

Have item but not specified, or vice versa.
029

STATEWIDE DATABASE LICENSING (223) in column c is greater than
TOTAL EXPENDITURES (189) in column c.
Edit check message is generated for the following character
(alphanumeric) fields that are left blank:
* SLAANAME (001)
* STREET (002)
* CITY (003)
*STATE (004)
* ZIP CODE (005)
* STREET (007)
* CITY (008)
*STATE (009)
* ZIP CODE (010a)
* WEB ADDRESS (011)
* NAME (012)
* TITLE (013)
* VOICE (014)
* INTERNET (016)
* NAME (017)
* TITLE (018)
* VOICE (019)
* INTERNET (021)
* FISCAL YEAR STARTING DATE (022)
* FISCAL YEAR ENDING DATE (023)
Edit check message is generated for the following conditions:
* OTHER AGENCY (029) is selected but SPECIFY (030) is blank, or vv.

Severity
Fatal

Fatal
Fatal

Fatal

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code

Line
Number
044

Edit Message

155
236
503

Please enter a numeric value for this item.

504

Value contains invalid number of digits for this item.
005
006
010a
010b
014
015
019
020
022
023

509

Select yes or no for this item.

510

Item is -1.

Edit Condition
Severity
* Yes to OTHER ALLIED OPERATION (044) but SPECIFY (045) is blank,
or vv.
* OTHER FEDERAL REVENUE (155) is greater than 0 but SPECIFY
PROGRAM(S) AND TITLE(S) (156) is blank, or vv.
* Yes to OTHER TYPE OF ELECTRONIC ACCESS (236) but SPECIFY (237)
is blank. Or, No to (236) but (237) is not blank.
Edit check message is generated if no value was entered for a
Fatal
numeric data item.
Edit check message is generated if the following items contain invalid Fatal
digits:
* ZIP CODE (005)
* ZIP + 4 (006)
* ZIP CODE (010a)
* ZIP + 4 (010b)
* VOICE (014)
* FAX (015)
* VOICE (019)
* FAX (020)
* FISCAL YEAR STARTING DATE (022)
* FISCAL YEAR ENDING DATE (023)
Edit check message is generated for all items that require a Yes or No Fatal
response when an entry other than Y or N is made, or when the
items are left blank. Items in Parts C, F, J and M.

077a
077b
078

Edit check is generated if item is -1, for the following items:
* TOTAL HOURS/WEEK (077a)
* TOTAL HOURS/WEEK (077b)
* MONDAY-FRIDAY after 5:00 p.m. (main or central outlet)(078)

079
082

* SATURDAY AND SUNDAY (main or central outlet) (079)
* MAIN OR CENTRAL OUTLET (082)

Explanation

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code

Line
Number
083
084
085
086a

Edit Message

Edit Condition
* OTHER OUTLETS, EXCLUDING BOOKMOBILES (083)
* BOOKMOBILES (084)
*TOTAL OUTLETS (085)
* BLIND & PHYSICALLY HANDICAPPED INDIVID (086) in column a

086b

* BLIND & PHYSICALLY HANDICAPPED INDIVID (086) in column b

086c

* BLIND & PHYSICALLY HANDICAPPED INDIVID (086) in column c

087a

* RESIDENTS OF STATE CORRECTIONAL INST. (087) in column a

087b

* RESIDENTS OF STATE CORRECTIONAL INST. (087) in column b

087c

* RESIDENTS OF STATE CORRECTIONAL INST. (087) in column c

088a

* RESIDENTS OF OTHER STATE INSTITUTIONS (088) in column a

088b

* RESIDENTS OF OTHER STATE INSTITUTIONS (088) in column b

088c

* RESIDENTS OF OTHER STATE INSTITUTIONS (088) in column c

089a
089b
089c
090a
090b
090c
091
092
094
095

* STATE GOVERNMENT EMPLOYEES (089) in column a
* STATE GOVERNMENT EMPLOYEES (089) in column b
* STATE GOVERNMENT EMPLOYEES (089) in column c
* GENERAL PUBLIC (090) in column a
* GENERAL PUBLIC (090) in column b
* GENERAL PUBLIC (090) in column c
* BOOK AND SERIAL VOLUMES (091)
* AUDIO MATERIALS (092)
* VIDEO MATERIALS (094)
* CURRENT SERIAL SUBSCRIPTIONS (095)

Severity

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Code

Line
Number
096
110
111
112
113
114
115
117
118
119a
119b
119c
120a
120b
120c
121a
121b
121c
122a
122b
122c
154
155
167
168
169
171
173a

Edit Message

Edit Condition
* GOVERNMENT DOCUMENTS (096)
* Total CIRCULATION (110)
* PROVIDED TO OTHER LIBRARIES (111)
* RECEIVED FROM OTHER LIBRARIES AND DOCUMENT DELIVERY
SERVICES (112)
* Annual REFERENCE TRANSACTIONS (113)
* Annual LIBRARY VISITS (114)
* GRANTS AWARDED (115)
* Continuing education EVENTS (117)
* ATTENDANCE AT EVENTS (118)
* (119a) ALA-MLS LIBRARIANS - ADMINISTRATION
* (119b) NON ALA LIBRARIANS - ADMINISTRATION
* (119c) OTHER STAFF - ADMINISTRATION
* (120a) ALA-MLS LIBRARIANS - LIBRARY DEVELOPMENT
* (120b) NON ALA LIBRARIANS - LIBRARY DEVELOPMENT
* (120c) OTHER STAFF - LIBRARY DEVELOPMENT
* (121a) ALA-MLS LIBRARIANS - LIBRARY SERVICES
* (121b) NON ALA LIBRARIANS - LIBRARY SERVICES
* (121c) OTHER STAFF - LIBRARY SERVICES
* (122a) ALA-MLS LIBRARIANS - OTHER SERVICES
* (122b) NON ALA LIBRARIANS - OTHER SERVICES
* (122c) OTHER STAFF - OTHER SERVICES
* (154) LSTA STATE PROGRAMS revenue
* FEDERAL REVENUE - OTHER
* (167) SLAA OPERATION revenue
* STATE AID TO LIBRARIES (168)
* STATE REVENUE - OTHER (169)
* OTHER REVENUE(171)
* OPERATING EXPENDITURES - SALARIES AND WAGES (173) in
column a

Severity

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Code

Line
Number
173b
173c
174a
174b
174c
176a
176b
176c
177a
177b
177c
179a
179b
179c
180a
180b
180c
181a

Edit Message

Edit Condition
* OPERATING EXPENDITURES - SALARIES AND WAGES (173) in
column b
* OPERATING EXPENDITURES - SALARIES AND WAGES (173) in
column c
* OPERATING EXPENDITURES - EMPLOYEE BENEFITS (174) in column
a
* OPERATING EXPENDITURES - EMPLOYEE BENEFITS (174) in column
b
* OPERATING EXPENDITURES - EMPLOYEE BENEFITS (174) in column
c
* OPERATING EXPENDITURES - COLLECTION (176) in column a
* OPERATING EXPENDITURES - COLLECTION (176) in column b
* OPERATING EXPENDITURES - COLLECTION (176) in column c
* OPERATING EXPENDITURES - OTHER (177) in column a
* OPERATING EXPENDITURES - OTHER (177) in column b
* OPERATING EXPENDITURES - OTHER (177) in column c
* FINANCIAL ASSISTANCE - INDIVIDUAL PUBLIC LIBRARIES (179) in
column a
* FINANCIAL ASSISTANCE - INDIVIDUAL PUBLIC LIBRARIES (179) in
column b
* FINANCIAL ASSISTANCE - INDIVIDUAL PUBLIC LIBRARIES (179) in
column c
* FINANCIAL ASSISTANCE - LIBRARY COOPERATIVES SERVING PUBLIC
LIBRARIES ONLY (180) in column a
* FINANCIAL ASSISTANCE - LIBRARY COOPERATIVES SERVING PUBLIC
LIBRARIES ONLY (180) in column b
* FINANCIAL ASSISTANCE - LIBRARY COOPERATIVES SERVING PUBLIC
LIBRARIES ONLY (180) in column c
* FINANCIAL ASSISTANCE - INDIVIDUAL LIBRARIES (181) in column a

Severity

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code

Line
Number
181b

Edit Message

Edit Condition
* FINANCIAL ASSISTANCE - INDIVIDUAL LIBRARIES (181) in column b

181c

* FINANCIAL ASSISTANCE - INDIVIDUAL LIBRARIES (181) in column c

182a

* FINANCIAL ASSISTANCE - LIBRARY COOPERATIVES SERVING MORE
THAN ONE LIBRARY TYPE (182) in column a
* FINANCIAL ASSISTANCE - LIBRARY COOPERATIVES SERVING MORE
THAN ONE LIBRARY TYPE (182) in column b
* FINANCIAL ASSISTANCE - LIBRARY COOPERATIVES SERVING MORE
THAN ONE LIBRARY TYPE (182) in column c
* FINANCIAL ASSISTANCE - SINGLE AGENCY/LIBRARY PROVIDING
STATEWIDE SERVICES (183) in column a
* FINANCIAL ASSISTANCE - SINGLE AGENCY/LIBRARY PROVIDING
STATEWIDE SERVICES (183) in column b
* FINANCIAL ASSISTANCE - SINGLE AGENCY/LIBRARY PROVIDING
STATEWIDE SERVICES (183) in column c
* FINANCIAL ASSISTANCE - LIBRARY CONSTRUCTION (184) in column
a
* FINANCIAL ASSISTANCE - LIBRARY CONSTRUCTION (184) in column
b
* FINANCIAL ASSISTANCE - LIBRARY CONSTRUCTION (184) in column
c
* FINANCIAL ASSISTANCE - OTHER (185) in column a
* FINANCIAL ASSISTANCE - OTHER (185) in column b
* FINANCIAL ASSISTANCE - OTHER (185) in column c
* CAPITAL OUTLAY (187) in column a
* CAPITAL OUTLAY (187) in column b
* CAPITAL OUTLAY (187) in column c
* OTHER EXPENDITURES in column a
* OTHER EXPENDITURES in column b
* OTHER EXPENDITURES in column c

182b
182c
183a
183b
183c
184a
184b
184c
185a
185b
185c
187a
187b
187c
188a
188b
188c

Severity

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Code

Line
Number
190
191
192
194
195

Edit Message

196
197
220a

Edit Condition
* (190) STATEWIDE SERVICES
* (191) GRANTS
* (192) LSTA ADMINISTRATION
* (194) LIBRARY TECHNOLOGY, CONNECTIVITY AND SERVICES
* (195) SERVICES TO PERSONS HAVING DIFFICULTY USING LIBRARIES

Severity

* (196) SERVICES FOR LIFELONG LEARNING
* (197) LSTA ADMINISTRATION
* (220a) LIBRARY–OWNED PUBLIC–ACCESS INTERNET
WORKSTATIONS
* (220b) ALL OTHER PUBLIC–ACCESS INTERNET WORKSTATIONS

220b
223a
223b
223c
517

Value exceeds the limit (9,999) for this item

519

Value exceeds the limit (999,999) for this item.

520

Value exceeds the limit (9,999,999) for this item.

521

Value exceeds the limit (99,999,999) for this item.

* EXPENDITURES FOR STATEWIDE DATABSE LICENSING (223) in
column a
* EXPENDITURES FOR STATEWIDE DATABSE LICENSING (223) in
column b
* EXPENDITURES FOR STATEWIDE DATABSE LICENSING (223) in
column c
Edit check message is generated for numeric items that exceed the
maximum allowable value (9,999) for the item. Part E—items
77a–85 and 86a–90d. Part M—items 220a–220b.
Edit check message is generated for numeric items thatexceed the
maximum allowable value (999,999) for the item.Part H—items
115–118.
Edit check message is generated for numeric items thatexceed the
maximum allowable value (9,999,999) for the item.Part G—items
110–114.
Edit check message is generated for numeric items thatexceed the
maximum allowable value (99,999,999) for theitem. Part F—items
091–096.

Fatal

Fatal

Fatal

Fatal

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code
522

Line
Number

Edit Message
Value exceeds the limit (999,999,999) for this item.

Edit Condition
Severity
Edit check message is generated for numeric items thatexceed the Fatal
maximum allowable value (999,999,999) for the item. Part K—items
173a–186d. Part L—items 190–198. Part M—items 223a–223d.

523

Value exceeds the limit (9,999.99) for this item.

524

Must select a response.

Edit check message is generated for numeric items thatexceed the Fatal
maximum allowable value (9,999.99) for the item. Part I—all items in
question 14.
Edit check message is generated for all items that require a
Fatal
Directly/Contract/Not provided response when an entry other than
D or C or N is made, or when the items are left blank.

525

Edit check message is generated for numeric items thatexceed the Fatal
maximum allowable value (9,999,999,999) for the item. Part
J—items 154, 155, 157 and 167-172. Part K—items 187a-d,188a-d,
and 189a-189d.
TOTAL HOURS/WEEK (all SLAA outlets) (077a) not 50% to 125% of
Explanation
TOTAL HOURS/WEEK (all SLAA outlets) (077a) for the
current reporting period has had a large change from prior last year. Note: Run this edit only when values are greater than 0 for
reporting period. Please check for possible errors or explain the current and prior year.
why the correct data are out of range.
Value exceeds the limit (9,999,999,999) for this item.

600

077a

601

083

OTHER OUTLETS EXCLUDING BOOKMOBILES (083) for the
current reporting period is greater than 2 and prior
reporting period was 0. Please check for possible errors or
explain why the correct data are out of range.

602

084

BOOKMOBILES (084) for the current reporting period is
BOOKMOBILES (084) is greater than 2 this year, but last year = 0.
greater than 2 and prior reporting period was 0. Please
Note: Run this edit only when current year value is greater than 0
check for possible errors or explain why the correct data are and prior year value is 0.
out of range.

OTHER OUTLETS EXCLUDING BOOKMOBILES (083) is greater than 2
this year, but last year = 0. Note: Run this edit only when current
year value is greater than 0 and prior year value is 0.

Explanation

Explanation

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Line
Code Number
Edit Message
Edit Condition
Severity
603
085
TOTAL OUTLETS (085) for the current reporting period is
TOTAL OUTLETS (085) is greater than 2 this year, but last year = 0.
Explanation
greater than 2 and prior reporting period was 0. Please
Note: Run this edit only when current year value is greater than 0
check for possible errors or explain why the correct data are and prior year value is 0.
out of range.
Explanation
604
083
OTHER OUTLETS, EXCLUDING BOOKMOBILES (083) for the OTHER OUTLETS, EXCLUDING BOOKMOBILES (083) not + or – 2 of
current reporting period has had a large change from prior last year. Note: Run this edit only when values are greater than 0 for
reporting period. Please check for possible errors or explain the current and prior year.
why the correct data are out of range.
605

084

606

085

607

091

608

092

609

094

BOOKMOBILES (084) for the current reporting period has
had a large change from prior reporting period. Please check
for possible errors or explain why the correct data are out of
range.
TOTAL OUTLETS (085) for the current reporting period has
had a large change from prior reporting period. Please check
for possible errors or explain why the correct data are out of
range.
BOOK AND SERIAL VOLUMES (091) for the current reporting
period has had a large change from prior reporting period.
Please check for possible errors or explain why the correct
data are out of range.
AUDIO MATERIAL (092) for the current reporting period has
had a large change from prior reporting period. Please check
for possible errors or explain why the correct data are out of
range.
VIDEO MATERIALS (094) for the current reporting period has
had a large change from prior reporting period. Please check
for possible errors or explain why the correct data are out of
range.

BOOKMOBILES (084) not + or – 2 of last year Note: Run this edit only Explanation
when values are greater than 0 for the current and prior year.

TOTAL OUTLETS (085) not + or – 2 of last year. Note: Run this edit
only when values are greater than 0 for the current and prior year.

Explanation

BOOK AND SERIAL VOLUMES (091) not 50% to 150% of last year, and Explanation
the prior year to current year change is greater than + or – 1000.
Note: Run this edit only when values are greater than 0 for the
current and prior year.
AUDIO MATERIALS (092) not 50% to 150% of last year, and the prior Explanation
year to current year change is greater than + or – 500. Note: Run this
edit only when values are greater than 0 for the current and prior
year.
VIDEO MATERIALS (094) not 25% to 175% of last year, and the prior Explanation
year to current year change is greater than + or – 500. Note: Run this
edit only when values are greater than 0 for the current and prior
year.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
Edit
Line
Code Number
Edit Message
Edit Condition
Severity
610
095
CURRENT SERIAL SUBSCRIPTIONS (095) for the current
CURRENT SERIAL SUBSCRIPTIONS (095) not 50% to 150% of last year, Explanation
reporting period has had a large change from prior reporting and the prior year to current year change is greater than + or – 500.
period. Please check for possible errors or explain why the Note: Run this edit only when values are greater than 0 for the
current year and prior year.
correct data are out of range.
611

096

612

110

613

111

614

112

615

113

616

114

GOVERNMENT DOCUMENTS (096) for the current reporting
period has had a large change from prior reporting period.
Please check for possible errors or explain why the correct
data are out of range.
CIRCULATION (110) for the current reporting period has had
a large change from prior reporting period. Please check for
possible errors or explain why the correct data are out of
range.
PROVIDED TO OTHER LIBRARIES (111) for the current
reporting period has had a large change from prior reporting
period. Please check for possible errors or explain why the
correct data are out of range.
RECEIVED FROM OTHER LIBRARIES AND DOCUMENT
DELIVERY SERVICES (112) for the current reporting period
has had a large change from prior reporting period. Please
check for possible errors or explain why the correct data are
out of range.
REFERENCE TRANSACTIONS (113) for the current reporting
period has had a large change from prior reporting period.
Please check for possible errors or explain why the correct
data are out of range.
LIBRARY VISITS (114) for the current reporting period has
had a large change from prior reporting period. Please check
for possible errors or explain why the correct data are out of
range.

GOVERNMENT DOCUMENTS (096) not 50% to 150% of last year, and
the prior year to current year change is greater than + or – 1000.
Note: Run this edit only when values are greater than 0 for the
current and prior year.
CIRCULATION (110) not 25% to 175% of last year, and the prior year
to current year change is greater than + or – 1000. Note: Run this
edit only when values are greater than 0 for the current and prior
year.
PROVIDED TO OTHER LIBRARIES (111) not 50% to 150% of last year,
and the prior year to current year change is greater than + or – 1000.
Note: Run this edit only when values are greater than 0 for the
current and prior year.
RECEIVED FROM OTHER LIBRARIES AND DOCUMENT DELIVERY
SERVICES (112) not 50% to 150% of last year, and the prior year to
current year change is greater than + or – 1000. Note: Run this edit
only when values are greater than 0 for the current and prior year.

Explanation

Explanation

Explanation

Explanation

REFERENCE TRANSACTIONS (113) not 25% to 175% of last year, and Explanation
the prior year to current year change is greater than + or – 1000.
Note: Run this edit only when values are greater than 0 for the
current and prior year.
LIBRARY VISITS (114) not 50% to 150% of last year, and the prior year Explanation
to current year change is greater than + or – 1000. Note: Run this
edit only when values are greater than 0 for the current and prior
year.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
Edit
Code
618

Line
Number

619

168

620

189d

624

173d

625

174d

627

223d

628

220a

Edit Message
The response this reporting period is different from last
reporting period. Please check for possible errors or explain
the difference.
STATE AID TO LIBRARIES (168) revenue for the current
reporting period has had a large change from prior reporting
period. Please check for possible errors or explain why the
correct data are out of range.

Edit Condition
Severity
Applies to all items with Yes/No answers. Items in Parts C, F, J and M. Explanation

STATE AID TO LIBRARIES (168) revenue not 70% to 150% of last year. Explanation
Note: Run this edit only when values are greater than 0 for the
current and prior year.

TOTAL EXPENDITURES (189d) for the current reporting
period has had a large change from prior reporting period.
Please check for possible errors or explain why the correct
data are out of range.
SALARIES AND WAGES (173d) for the current reporting
period has had a large change from prior reporting period.
Please check for possible errors or explain why the correct
data are out of range.
EMPLOYEE BENEFITS (174d) for the current reporting period
has had a large change from prior reporting period. Please
check for possible errors or explain why the correct data are
out of range.
STATEWIDE DATABASE LICENSING EXPENDITURES (223d) for
the current reporting period has had a large change from
prior reporting period. Please check for possible errors or
explain why the correct data are out of range.

TOTAL EXPENDITURES (189) in column d not 70% to 150% of last
Explanation
year. Note: Run this edit only when values are greater than 0 for the
current and prior year.

LIBRARY-OWNED PUBLIC-ACCESS GRAPHICAL INTERNET
WORKSTATIONS (220a) for the current reporting period has
had a large change from prior reporting period. Please check
for possible errors or explain why the correct data are out of
range.

Explanation
LIBRARY-OWNED PUBLIC-ACCESS GRAPHICAL INTERNET
WORKSTATIONS (220a): Current year value not 50% to 150% of last
year, and the prior year to current year change is greater than + or –
10. Note: Run this edit when values are greater than or equal to 0 in
the current and prior year.

SALARIES AND WAGES (173) in column d not 70% to 150% of last
Explanation
year. Note: Run this edit only when values are greater than 0 for the
current and prior year.
EMPLOYEE BENEFITS (174) in column d not 70% to 150% of last year. Explanation
Note: Run this edit only when values are greater than 0 for the
current and prior year.
STATEWIDE DATABASE LICENSING EXPENDITURES (223) in column d Explanation
not 40% to 160% of last year, and the prior year to current year
change is greater than + or – 1000. Note: Run this edit only when
values are greater than 0 for the current and prior year.

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
Edit
Line
Code Number
Edit Message
Edit Condition
ALL OTHER PUBLIC-ACCESS INTERNET WORKSTATIONS (220b): Prior
629
220b
ALL OTHER PUBLIC-ACCESS INTERNET WORKSTATIONS
year to current year change is greater than + or – 5. Note: Run this
(220b) for the current reporting period has had a large
edit only when values are greater than or equal to 0 in the current
change from prior reporting period. Please check for
and prior year.
possible errors or explain why the correct data are out of
range.
630
048a
The response this reporting period is different from the
Response this year is different from last year. Items in part D. If all 5
prior reporting period. Please check for possible errors or
preservation/conservation services variables (061a-e) switch to "Not
explain the difference.
Provided", do not flag this.
Directly or Contract to SUMMER READING PROGRAM
Directly or Contract to SUMMER READING PROGRAM SUPPORT (068)
631
068b
in column b.
SUPPORT (068) in column b.
632
070b
Directly or Contract to UNIVERSAL SERVICE PROGRAM
Directly or Contract to UNIVERSAL SERVICE PROGRAM (REVIEW AND
(REVIEW AND APPROVAL OF TECHNOLOGY PLANS) (070) in APPROVAL OF TECHNOLOGY PLANS (070) in column b.
column b.
633
Total for this item is 0 this year, but was not 0 last year.
Edit check message is generated if the total for the following items is
0 this year, but was not 0 last year.
085
* TOTAL OUTLETS (085)
086d
* BLIND & PHYSICALLY HANDICAPPED INDIVID (086)in column d
089d
090d
119d
120d
121d
122d
123d
157
170
172
173d
174d
175d

* STATE GOVERNMENT EMPLOYEES (089) in column d
* GENERAL PUBLIC (090) in column d
* ADMINISTRATION (119d)
* LIBRARY DEVELOPMENT (120d)
* LIBRARY SERVICES (121d)
* OTHER SERVICES (122d)
* TOTAL STAFF (123d)
* TOTAL FEDERAL REVENUE (157)
* TOTAL STATE REVENUE (170)
* TOTAL REVENUES (172)
* SALARIES AND WAGES (173) in column d
* EMPLOYEE BENEFITS (174) in column d
* TOTAL STAFF EXPENDITURES (175) in column d

Severity
Explanation

Explanation

Fatal
Fatal

Explanation

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
Edit
Code

Line
Number
178d
179d
186d
189c
189d
193
198
223d

634

Edit Message

Item is 0 this year, but was not 0 last year.
077a
077b
078
079
082
083
084
091
092
094
095
096
110
111
112
113
114
115
117
118

Edit Condition
* TOTAL OPERATING EXPENDITURES (178) in column d
* INDIVIDUAL PUBLIC LIBRARIES (179) in column d
* TOTAL FINANCIAL ASSISTANCE (186) in column d
* TOTAL EXPENDITURES (189) in Other column (c)
* TOTAL EXPENDITURES (189) in column d
* TOTAL LSTA EXPENDITURES (193)
* TOTAL LSTA EXPENDITURES (198)
* STATEWIDE DATABASE LICENSING (223) in column d
* TOTAL HOURS/WEEK (077a)
* TOTAL HOURS/WEEK (077a)
* TOTAL HOURS/WEEK (077b)
* MONDAY-FRIDAY after 5:00 p.m. (main or central outlet) (078)
* SATURDAY AND SUNDAY (main or central outlet) (079)
* MAIN OR CENTRAL OUTLET (082)
* OTHER OUTLETS, EXCLUDING BOOKMOBILES (083)
* BOOKMOBILES (084)
* BOOK AND SERIAL VOLUMES (091)
* AUDIO MATERIALS (092)
* VIDEO MATERIALS (094)
* CURRENT SERIAL SUBSCRIPTIONS (095)
* GOVERNMENT DOCUMENTS (096)
* Total CIRCULATION (110)
* PROVIDED TO OTHER LIBRARIES (111)
* RECEIVED FROM OTHER LIBRARIES AND DOCUMENT DELIVERY
SERVICES (112)
* Annual REFERENCE TRANSACTIONS (113)
* Annual LIBRARY VISITS (114)
* GRANTS AWARDED (115)
* Continuing education EVENTS (117)
* ATTENDANCE AT EVENTS (118)

Severity

Explanation

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
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Code

Line
Number
119d
120d
121d
122d
154
167
168
171
190
191
192
194
195

Edit Message

* (196) SERVICES FOR LIFELONG LEARNING
* (197) LSTA ADMINISTRATION
* (220a) LIBRARY–OWNED PUBLIC–ACCESS INTERNET
WORKSTATIONS
* (220b) ALL OTHER PUBLIC–ACCESS INTERNET WORKSTATIONS

220b
The value reported for this item equals the value from the
prior reporting period. Please check for possible errors or
explain why they are equal.
091
092
094
095
096
110
111

Severity

* (119d) ADMINISTRATION
* (120d) LIBRARY DEVELOPMENT
* (121d) LIBRARY SERVICES
* OTHER SERVICES (122d)
* (154) LSTA STATE PROGRAMS revenue
* (167) SLAA OPERATION revenue
* STATE AID TO LIBRARIES (168)
* OTHER revenue (171)
* (190) STATEWIDE SERVICES
* (191) GRANTS
* (192) LSTA ADMINISTRATION
* (194) LIBRARY TECHNOLOGY, CONNECTIVITY AND SERVICES
* (195) SERVICES TO PERSONS HAVING DIFFICULTY USING LIBRARIES

196
197
220a

637

Edit Condition

Edit check message is generated for the following items: if theitem
was greater than 0 both years, and the value this yearequals last
year.
* BOOK AND SERIAL VOLUMES (091)
* AUDIO MATERIALS (092)
* VIDEO MATERIALS (094)
* CURRENT SERIAL SUBSCRIPTIONS (095)
* GOVERNMENT DOCUMENTS (096)
* Total CIRCULATION (110)
* PROVIDED TO OTHER LIBRARIES (111)

Explanation

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
Edit
Code

Line
Number
112
113
114
115
117
118
154
155
167
168
169
171
173a
173b
173c
174a
174b
174c
176a
176b
176c
177a
177b
177c
179a
179b
179c
180a
180b

Edit Message

Edit Condition
* RECEIVED FROM OTHER LIBRARIES AND DOCUMENT DELIVERY
SERVICES (112)
* Annual REFERENCE TRANSACTIONS (113)
* Annual LIBRARY VISITS (114)
* Grants awarded (115)
* Events (117)
* Attendance at Events (118)
* (154) LSTA STATE PROGRAMS REVENUE
* OTHER FEDERAL REVENUE (155)
* (167) SLAA OPERATION REVENUE
* STATE AID TO LIBRARIES (168)
* OTHER STATE REVENUE (169)
* OTHER REVENUE (171)
* SALARIES AND WAGES (173) in column a
* SALARIES AND WAGES (173) in column b
* SALARIES AND WAGES (173) in column c
* EMPLOYEE BENEFITS (174) in column a
* EMPLOYEE BENEFITS (174) in column b
* EMPLOYEE BENEFITS (174) in column c
* COLLECTION EXPENDITURES (176) in column a
* COLLECTION EXPENDITURES (176) in column b
* COLLECTION EXPENDITURES (176) in column c
*OEXPOTHA(177a)
*OEXPOTHA(177b)
*OEXPOTHA(177c)
* INDIVIDUAL PUBLIC LIBRARIES (179) in column a
* INDIVIDUAL PUBLIC LIBRARIES (179) in column b
* INDIVIDUAL PUBLIC LIBRARIES (179) in column c
*AIDPLSA(180a)
* LIBRARY COOPERATIVES SERVING PUBLIC LIBRARIES ONLY (180) in
column b

Severity

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
Edit
Code

Line
Number
180c
181a
181b
181c
182a
182b
182c
183a
183b
183c
184a
184b
184c
185a
185b
185c
186a
186b
186c
187a
187b
187c
188a
188b
188c
189a
189b
189c

Edit Message

Edit Condition
*AIDPLSC(180c)
* OTHER INDIVIDUAL LIBRARIES (181) in column a
*AIDOILB(181b)
*AIDOILC(181c)
*AIDMLSA(182a)
* LIBRARY COOPERATIVES SERVING MORE THAN ONE TYPE OF
LIBRARY (182) in column b
*AIDMLSC(182c)
* SINGLE AGENCY OR LIBRARY PROVIDING STATEWIDE SERVICE (183)
in column a
* SINGLE AGENCY OR LIBRARY PROVIDING STATEWIDE SERVICE (183)
in column b
*AIDSALC(183c)
*AIDLCA(184a)
* LIBRARY CONSTRUCTION (184) in column b
*AIDLCC(184c)
*AIDOTHA(185a)
* OTHER ASSISTANCE (185) in column b
*AIDOTHC(185c)
*TOTAIDA(186a)
* TOTAL FINANCIAL ASSISTANCE (186) in column b
*TOTAIDC(186c)
*CAPITALA(187a)
* CAPITAL OUTLAY (187) in column b
*CAPITALC(187c)
*OTHEXPA(188a)
*OTHEXPB(188b)
*OTHEXPC(188c)
* TOTAL EXPENDITURES (189) in column a
* TOTAL EXPENDITURES (189) in column b
* TOTAL EXPENDITURES (189) in column c

Severity

FY 2012 State Library Agency Survey - Edit Validation Reference Guide
Edit
Code

Line
Number
190
191
192
194
195

Edit Message

196
197
223a
223b
223c
1000

Negative values other than –1 are invalid.

1003

154

1004

115

LSTA STATE PROGRAMS revenue (154) greater than IMLS
LSTA Allotment table
GRANTS AWARDED (115) for the current reporting period
has had a large change from prior reporting period. Please
check for possible errors or explain why the correct data are
out of range.

Edit Condition
* (190) STATEWIDE SERVICES
* (191) GRANTS
* (192) LSTA ADMINISTRATION
* (194) LIBRARY TECHNOLOGY, CONNECTIVITY AND SERVICES
* (195) SERVICES TO PERSONS HAVING DIFFICULTY USING LIBRARIES

Severity

* SERVICES FOR LIFELONG LEARNING (196)
* (197) LSTA ADMINISTRATION
* STATEWIDE DATABASE LICENSING EXPENDITURES (223) in column
a
* STATEWIDE DATABASE LICENSING EXPENDITURES (223) in column
b
* STATEWIDE DATABASE LICENSING EXPENDITURES (223) in column
c
Fatal
Edit check message is generated when invalid negative value is
entered for numeric data. The only acceptable negative value for
numeric data is –1 (–1 means the SLAA has the item but does not
collect data on it, or you don’t know the answer).
LSTA STATE PROGRAMS revenue (154) greater than IMLS LSTA
Allotment table
Grants awarded (115) not 50% to 150% of last year, and the prior
year to current year change is greater than + or - 10. Note: Run this
edit only when values are greater than 0 for the current and prior
year.

Explanation
Explanation