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pdfFY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
State Characteristics
Item No. Item
Current Year
100
Reporting Period Start Date (MM/YYYY)
101
Reporting Period End Date (MM/YYYY)
102
State Total Population Estimate
103
Total Unduplicated Population of Legal Service Areas
Prior Year
Administrative Entity – Name/Addresses
Item No.
Item
150
FSCS ID
150a
Structure Status
151
LIB ID
152
Name
152a
Name Status
Current Year
Prior Year
Street Address
153
Address
153a
Address status
154
City
155
ZIP Code
Mailing Address
157
Address
158
City
159
ZIP Code
Administrative Entity – Other Identification
Item No.
Item
161
County
162
Phone
200
Interlibrary Relationship Code
201
Legal Basis Code
202
Administrative Structure Code
203
FSCS Public Library Definition
204
Geographic Code
Current Year
Prior Year
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
205
Legal Service Area Boundary Change
206
Reporting Period Start Date (MM/DD/YYYY)
207
Reporting Period End Date (MM/DD/YYYY)
Administrative Entity – Population/Outlets/Staff
Item No.
208
Item
Population of the Legal Service Area
209
210
211
Service Outlets
Number of Centrals
Number of Branches
Number of Bookmobiles
250
251
252
253
Paid Staff (Full-Time Equivalent)
ALA-MLS Librarians
Total Librarians
All Other Paid Staff
Total Paid Employees
Current Year
Prior Year
Administrative Entity – Operating Revenue
Item No.
Item
300
Local Government Operating Revenue
Current Year
301
State Government Operating Revenue
302
Federal Government Operating Revenue
303
Other Operating Revenue
304
Total Operating Revenue
Prior Year
Administrative Entity – Operating Expenditures
Item No.
Item
Staff Expenditures
350
Salaries and Wages Expenditures
351
Employee Benefits
352
Total Staff Expenditures
Collection Expenditures
353
Print Materials Expenditures
354
Electronic Materials Expenditures
355
Other Materials Expenditures
Current Year
Prior Year
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
356
Total Collection Expenditures
357
Other Operating Expenditures
358
Total Operating Expenditures
Administrative Entity – Capital
Item No.
Item
Current Year
Prior Year
Capital Revenue
400
Local Government Capital Revenue
401
State Government Capital Revenue
402
Federal Government Capital Revenue
403
Other Capital Revenue
404
Total Capital Revenue
Capital Expenditures
405
Total Capital Expenditures
Administrative Entity – Library Collections
Item No.
Item
Current Year
450
Print Materials
451
Electronic Books
452
Audio - Physical Units
453
Audio – Downloadable Units
454
Video - Physical Units
455
Video – Downloadable Units
Prior Year
Licensed Databases
456
Local/Other cooperative agreements
457
State (state government or state library)
458
Total Licensed Databases
460
Current Print Serial Subscriptions
Administrative Entity – Service Measures
Item No.
Item
500
Public Service Hours Per Year
501
Library Visits
502
Reference Transactions
Current Year
Prior Year
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
503
Registered Users
550
Total Circulation
551
Children’s Circulation
552
Electronic Materials Circulation
553
Interlibrary Loans Provided to
554
Interlibrary Loans Received From
Administrative Entity – Programs/Other Electronic
Item No.
Item
Current Year
Prior Year
Current Year
Prior Year
Library Programs
600
Total Library Programs
601
Children's Programs
602
Young Adult Programs
603
Total Program Attendance
604
Children's Program Attendance
605
Young Adult Program Attendance
Other Electronic Information
650
Internet Computers Used by the General Public
651
Uses of Public Internet Computers Per Year
Outlet
Item No.
Item
700
FSCS ID
700a
Structure Status
701
LIB ID
702
Name
702a
Name Status
Street Address
703
Address
703a
Address Status
704
City
705
ZIP Code
707
County
708
Phone
709
Outlet Type Code
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
710
711
712
713
714
Metropolitan Status Code
Square Footage of Outlet
Number of Bookmobiles
Public Service Hours Per Year
Number of Weeks a Library is Open
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
State Characteristics Data Element Definitions
Note: The items below are answered by the state library agency.
#
100
Data Element
Name
Reporting Period
Starting Date
Data Element Definition
This is the earliest date (month and year) for a 12-month period that
applies to the state's data being submitted to IMLS.
Note: Reporting period means data for the fiscal year that ended in
the previous calendar year. If data are collected for different local
reporting periods, provide the earliest starting date.
101
Reporting Period
Ending Date
This is the latest date (month and year) for a 12-month period that
applies to the state's data being submitted to IMLS.
Note: Reporting period means data for the fiscal year that ended in
the previous calendar year. If data are collected for different local
reporting periods, provide the latest ending date.
102
State Total
Population Estimate
This is the most recent total population figure for your state that
matches the local population figures that you are submitting to
IMLS. The State Data Coordinator should obtain this figure annually
from the State Data Center or other state sources.
103
Total Unduplicated
Population of Legal
Service Areas
This is the total unduplicated population of those areas in your state
that receive library services. The population of unserved areas is
not included in this figure.
Note: A state’s actual total population of legal service areas may be
different from the total population of legal service areas as
calculated by WebPLUS. This happens in states where there are
overlaps in population of legal service areas served by individual
libraries, resulting in the same population being counted twice in the
WebPLUS calculation. For states that have no overlapping jurisdictions, this number will be identical to your state’s total population of
legal service areas as calculated by WebPLUS. For states that do
have overlaps in population of legal service areas served by
individual libraries, this number must be calculated separately.
Use your state’s most recent state population figures for
jurisdictions in your state as the basis for calculating the total
unduplicated population of legal service areas.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Administrative Entity Data Element Definitions
Administrative Entity. (This is not a WebPLUS Data Element.) This is the agency that is legally
established under local or state law to provide public library service to the population of a local
jurisdiction. The administrative entity may have a single outlet, or it may have more than one
outlet.
#
Data Element Name
Data Element Definition
150
FSCS ID (Automatic
Display)
This is the identification code assigned by WebPLUS to the
administrative entity.
150a
Structure Status
This is the Structure Change Code to record actions such as
adding, deleting, or merging.
151
LIB ID
This is the state-assigned identification code for the
administrative entity.
152
Name
This is the legal name of the administrative entity.
Note: Provide the name of the public library. Do not use
acronyms. Do not abbreviate the name unless it exceeds the
WebPLUS field length of 60 characters. Avoid abbreviations
at the beginning of the name and do not punctuate
abbreviations. (See Standard Abbreviations for WebPLUS in
Appendix G.)
152a
Name Status
This is the Name Change Code to identify whether the change
is an official name change.
Street Address
153
Street Address
This is the complete street address of the administrative
entity.
Note: Do not report a post office box or general delivery.
153a
Address Status
This is the Address Change Code to identify whether the
address change is an actual location change.
154
City (of street address)
This is the city or town in which the administrative entity is
located.
155
ZIP Code (of street
address)
This is the standard five-digit postal zip code for the street
address of the administrative entity.
Mailing Address
157
Mailing Address
This is the mailing address of the administrative entity.
158
City (of mailing address)
This is the city or town of the mailing address for the
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
administrative entity.
159
ZIP Code (of mailing
address)
This is the standard five-digit postal ZIP code for the mailing
address of the administrative entity.
161
County of the Entity
This is the county in which the headquarters of the
administrative entity is physically located.
162
Phone
This is the telephone number of the administrative entity,
including area code.
Note: Report telephone number without spacing or
punctuation. If the Administrative Entity has no phone, enter “3” (for Not Applicable).
200
Interlibrary Relationship
Code
Select one of the following:
HQ—Headquarters of a Federation or Cooperative. The
library or entity that provides the physical space and staff who
manage, coordinate, or administer the programs of the
federation or cooperative.
Note: Agencies that serve other libraries rather than the public
should not be reported to FSCS.
ME—Member of a Federation or Cooperative. An autonomous
library joined by formal or informal agreement(s) with (a) other
autonomous libraries in the same state to perform various
services cooperatively, such as resource sharing,
communications, etc., and (b) libraries that are part of
national, multi-state or statewide library federations or
cooperatives. (Do not include OCLC.) Do not include multipleoutlet administrative entities (e.g., libraries with branches and
that have the word "system" in their legal name) if the entity
does not have an agreement with another autonomous library.
NO—Not a Member of a Federation or Cooperative.
201
Legal Basis Code
The legal basis is the type of local government structure within
which the entity functions. It reflects the state or local law,
which authorizes the library.
Select one of the following:
CC—City/County. A multi-jurisdictional entity that is operated
jointly by a county and a city.
CI—Municipal Government (city, town or village). A municipal
government is an organized local government authorized in a
state’s constitution and statutes and established to provide
general government for a specific concentration of population
in a defined area.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
CO—County/Parish. An organized local government
authorized in a state’s constitution and statutes and
established to provide general government.
LD—Library District. A library district is a local entity other
than a county, municipality, township, or school district that is
authorized by state law to establish and operate a public
library as defined by FSCS. It has sufficient administrative and
fiscal autonomy to qualify as a separate government. Fiscal
autonomy requires support from local taxation dedicated to
library purposes (e.g., a library tax).
MJ—Multi-jurisdictional. An entity operated jointly by two or
more units of local government under an intergovernmental
agreement which creates a jointly appointed board or similar
means of joint governance; to be distinguished from a library
which contracts to serve other jurisdictions and from special
library districts.
Note: Please put city/county combinations under ‘CC’, rather
than under Multi-jurisdictional.
NL—Native American Tribal Government. An organized local
government authorized and established to provide general
government to residents of a Native American reservation.
Note: Include native Alaskan villages in this category.
NP—Non-profit Association or Agency. An entity privately
controlled but meeting the statutory definition of a public
library in a given state; includes association libraries and
libraries with 501(c) designation.
SD—School District. An organized local entity providing public
elementary, secondary, and/or higher education which, under
state law, has sufficient administrative and fiscal autonomy to
qualify as a separate government. Excludes "dependent
public school systems" of county, municipal, township, or
state governments.
OT—Other.
202
Administrative
Structure Code
This code identifies an autonomous library entity
(administrative entity) that has its own governance and
funding.
An administrative entity is the agency that is legally
established under local or state law to provide public library
service to the population of a local jurisdiction. The
administrative entity may have a single outlet, or it may have
more than one outlet.
Select one of the following:
MA—Administrative Entity with Multiple Direct Service
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Outlets where Administrative Offices are separate. An
administrative entity that serves the public directly with two or
more service outlets, including some combination of one
central library, branch(es), bookmobile(s), and/or books-bymail only. The administrative offices are separate from the
direct service outlets and do not provide direct library
services.
MO—Administrative Entity with Multiple Direct Service
Outlets where Administrative Offices are Not Separate. An
administrative entity that serves the public directly with two or
more service outlets, including some combination of one
central library, branch(es), bookmobile(s), and/or books-bymail only.
SO—Administrative Entity with a Single Direct Service
Outlet. An administrative entity that serves the public directly
with one central library, books-by-mail only, or one
bookmobile.
203
FSCS Public Library
Definition
Answer es or o to the following
question: “Does this public library meet all the
criteria of the FSCS public library definition?”
A public library is an entity that is established
under state enabling laws or regulations to serve
a community, district, or region, and that
provides at least the following:
1. An organized collection of printed or
other library materials, or a combination
thereof;
2. Paid staff;
3. An established schedule in which
services of the staff are available to the
public;
4. The facilities necessary to support such
a collection, staff, and schedule; and
5. Is supported in whole or in part with
public funds.
Note: If the library meets all of the requirements
of this definition, respond with a es. If the
library does not meet one or more of the
requirements, respond with a o.
204
Geographic Code
Choose from among the following types of
readily available Census geography, one code
that either exactly or most nearly describes the
geographic area for which the public library has
been established to offer services and from
which (or on behalf of which) the library derives
revenue, plus any areas served under contract
for which the library is the primary service
provider.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Note: The Population of Legal Service Area
(data element #208) should be reflected in the
geographic code selected. For further
clarification of municipal government,
county/parish, and school district, refer to
definitions under Legal Basis Code (data
element #201). For further clarification of
metropolitan area, see Metropolitan Status Code
“NC—Metropolitan Area, but Not Within Central
City Limits” (data element #710—Outlet Data
Element Definitions).
CI1—Municipal Government (city, town or
village) (exactly)
CI2—Municipal Government (city, town or
village) (most nearly)
CO1—County/Parish (exactly)
CO2—County/Parish (most nearly)
MA1—Metropolitan Area (exactly)
MA2—Metropolitan Area (most nearly)
MC1—Multi-County (exactly)
MC2—Multi-County (most nearly)
SD1—School District (exactly)
SD2—School District (most nearly)
OTH—Other
205
Legal Service Area
Boundary Change
Answer es or o to the following question: “Did the
administrative entity’s legal service area boundaries change
since last year?”
Note: Changes are likely to result, for example, when a
municipality annexes land, when one municipality in a county
becomes either an independent city or its own county
necessitating its exclusion from the first county’s geography,
or when an administrative entity contracts to provide public
library service for some additional geographic area other
than the geographic area for which it was established (e.g., a
municipal library contracts to serve county residents).
206
Reporting Period
Starting Date
This is the starting date (month, day, and year) for a 12month period that applies to the administrative entity’s data
being submitted to IMLS.
Note: Reporting period means data for the fiscal year that
ended in the previous calendar year.
207
Reporting Period Ending
Date
This is the ending date (month, day, and year) for a 12month period that applies to the administrative entity’s data
being submitted to IMLS.
Note: Reporting period means data for the fiscal year that
ended in the previous calendar year.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
208
Population of the Legal
Service Area
The number of people in the geographic area for which a
public library has been established to offer services and from
which (or on behalf of which) the library derives revenue,
plus any areas served under contract for which the library is
the primary service provider.
Note: The determination of this population figure shall be the
responsibility of the state library agency. This population
figure should be based on the most recent state population
figures for jurisdictions in your state available from the State
Data Center. The State Data Coordinator should obtain
these figures annually from the State Data Center or other
state sources.
209
Number of Central
Libraries
This is one type of single outlet library (SO) or the library,
which is the operational center of a multiple-outlet library
(MO or MA). Usually all processing is centralized here and
the principal collections are housed here. Synonymous with
main library.
Note: Each administrative entity may report either no central
library or one central library. No administrative entity may
report more than one central library. In the administrative
entity file, this simply means reporting “0” or “1” for central
library. Where two or more libraries are considered “centrals”
for state or local purposes, one central library and one or
more branch libraries should be reported to FSCS. If you
wish to identify a central library in the outlet file, identify the
library with the largest collection as the central library for
FSCS purposes, and report all others as branches. Where
there are several co-equal outlets and no principal collection,
report all such outlets as branches, not central libraries.
210
Number of Branch
Libraries
A branch library is an auxiliary unit of an administrative entity
which has at least all of the following:
1.
2.
3.
4.
211
Number of Bookmobiles
Separate quarters;
An organized collection of library materials;
Paid staff; and
Regularly scheduled hours for being open to the
public.
A bookmobile is a traveling branch library. It consists of at
least all of the following:
1. A truck or van that carries an organized collection of
library materials;
2. Paid staff; and
3. Regularly scheduled hours (bookmobile stops) for
being open to the public.
Note: Count the number of vehicles in use, not the number of
stops the vehicle makes.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
PAID STAFF (FULL-TIME EQUIVALENT)
Report figures as of the last day of the fiscal year. Include all positions funded in the library’s
budget whether those positions are filled or not. To ensure comparable data, 40 hours per week
has been set as the measure of full-time employment (FTE). For example, 60 hours per week of
part-time work by employees in a staff category divided by the 40-hour measure equals 1.50
FTEs.
250
ALA-MLS
Librarians with master’s degrees from programs of library and
information studies accredited by the American Library
Association.
251
Total Librarians
Persons with the title of librarian who do paid work that usually
requires professional training and skill in the theoretical or
scientific aspects of library work, or both, as distinct from its
mechanical or clerical aspect. This data element also includes
ALA-MLS (data element #250).
252
All Other Paid Staff
This includes all other FTE employees paid from the reporting
unit budget, including plant operations, security, and
maintenance staff.
253
Total Paid Employees
This is the sum of Total Librarians and All Other Paid Staff
(data elements #251 and #252).
OPERATING REVENUE
Report revenue used for operating expenditures as defined below. Include federal, state, local, or
other grants. DO NOT include revenue for major capital expenditures, contributions to
endowments, revenue passed through to another agency (e.g., fines), or funds unspent in the
previous fiscal year (e.g., carryover). (Funds transferred from one public library to another public
library should be reported by only one of the public libraries. The State Data Coordinator shall
determine which library will report these funds.)
300
Local Government
Revenue
This includes all local government funds designated by the
community, district, or region and available for expenditure by
the public library. Do not include the value of any contributed
or in-kind services or the value of any gifts and donations,
library fines, fees, or grants.
Do not include state, federal, and other funds passed through
local government for library use. Report these funds with state
government revenue or federal government revenue, as
appropriate.
301
State Government
Revenue
These are all funds distributed to public libraries by state
government for expenditure by the public libraries, except for
federal money distributed by the state. This includes funds
from such sources as penal fines, license fees, and mineral
rights.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Note: If operating revenue from consolidated taxes is the
result of state legislation, the revenue should be reported
under state revenue (even though the revenue may be from
multiple sources).
302
Federal Government
Revenue
This includes all federal government funds distributed to
public libraries for expenditure by the public libraries, including
federal money distributed by the state.
303
Other Operating
Revenue
This is all operating revenue other than that reported under
local, state, and federal (data elements #300, #301, and
#302). Include, for example, monetary gifts and donations
received in the current year, interest, library fines, fees for
library services, or grants. Do not include the value of any
contributed or in-kind services or the value of any nonmonetary gifts and donations.
304
Total Operating Revenue
This is the sum of Local Government Revenue, State
Government Revenue, Federal Government Revenue, and
Other Operating Revenue (data elements #300 through
#303).
OPERATING EXPENDITURES
Operating expenditures are the current and recurrent costs necessary to support the provision of
library services. Significant costs, especially benefits and salaries, that are paid by other taxing
agencies (government agencies with the authority to levy taxes) "on behalf of" the library may be
included if the information is available to the reporting agency. Only such funds that are
supported by expenditure documents (such as invoices, contracts, payroll records, etc.) at the
point of disbursement should be included. Do not report the value of free items as expenditures.
Do not report estimated costs as expenditures. Do not report capital expenditures under this
category.
Staff Expenditures
350
Salaries & Wages
Expenditures
This includes salaries and wages for all library staff (including
plant operations, security, and maintenance staff) for the fiscal
year. Include salaries and wages before deductions but
exclude employee benefits.
351
Employee Benefits
Expenditures
These are the benefits outside of salaries and wages paid and
accruing to employees (including plant operations, security,
and maintenance staff), regardless of whether the benefits or
equivalent cash options are available to all employees.
Include amounts for direct paid employee benefits including
Social Security, retirement, medical insurance, life insurance,
guaranteed disability income protection, unemployment
compensation, workmen’s compensation, tuition, and housing
benefits.
352
Total Staff Expenditures
This is the sum of Salaries & Wages Expenditures and
Employee Benefits Expenditures (data elements #350 and
#351).
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Collection Expenditures
This includes all operating expenditures from the library budget for all materials in print,
microform, electronic, and other formats considered part of the collection, whether purchased,
leased, or licensed. Exclude charges or fees for interlibrary loans and expenditures for document
delivery.
353
Print Materials
Expenditures
Report all operating expenditures for the following print
materials: books, current serial subscriptions, government
documents, and any other print acquisitions.
354
Electronic Materials
Expenditures
Report all operating expenditures for electronic (digital)
materials. Types of electronic materials include e-books,
audio and video downloadables, e-serials (including journals),
government documents, databases (including locally
mounted, full text or not), electronic files, reference tools,
scores, maps, or pictures in electronic or digital format,
including materials digitized by the library. Electronic materials
can be distributed on magnetic tape, diskettes, computer
software, CD-ROM, or other portable digital carrier, and can
be accessed via a computer, via access to the Internet, or by
using an e-book reader. Include expenditures for materials
held locally and for remote materials for which permanent or
temporary access rights have been acquired. Include
expenditures for database licenses. [Note: Based on ISO
2789 definition.]
Note: Expenditures for computer software used to support
library operations or to link to external networks, including the
Internet, are reported under Other Operating Expenditures
(data element #357).
355
Other Materials
Expenditures
Report all operating expenditures for other materials, such as
microform, audio and video physical units, DVD, and materials
in new formats.
356
Total Collection
Expenditures
This is the sum of Print Materials Expenditures, Electronic
Materials Expenditures, and Other Materials Expenditures
(data elements #353, #354, and #355).
357
Other Operating
Expenditures
This includes all expenditures other than those reported for
Total Staff Expenditures (data element #352) and Total
Collection Expenditures (data element #356).
Note: Include expenses such as binding, supplies, repair or
replacement of existing furnishings and equipment; and costs
of computer hardware and software used to support library
operations or to link to external networks, including the
Internet. Report contracts for services, such as costs of
operating and maintaining physical facilities, and fees paid to
a consultant, auditor, architect, attorney, etc.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
358
Total Operating
Expenditures
This is the sum of Total Staff Expenditures, Total Collection
Expenditures, and Other Operating Expenditures (data
elements #352, #356, and #357).
CAPITAL REVENUE
Report all revenue to be used for major capital expenditures, by source of revenue. Include funds
received for (a) site acquisition; (b) new buildings; (c) additions to or renovation of library
buildings; (d) furnishings, equipment, and initial collections (print, non-print, and electronic) for
new buildings, building additions, or building renovations; (e) computer hardware and software
used to support library operations, to link to networks, or to run information products; (f) new
vehicles; and (g) other one-time major projects. Exclude revenue to be used for replacement and
repair of existing furnishings and equipment, regular purchase of library materials, and
investments for capital appreciation. Exclude income passed through to another agency (e.g.,
fines), or funds unspent in the previous fiscal year (e.g., carryover). Funds transferred from one
public library to another public library should be reported by only one of the public libraries.
Report federal, state, local, and other revenue to be used for major capital expenditures in the
following categories:
400
Local Government
Capital Revenue
Report all governmental funds designated by the community,
district, or region and available to the public library for the
purpose of major capital expenditures, except for state and/or
federal money distributed by the local government.
401
State Government
Capital Revenue
Report all funds distributed to public libraries by state
government for expenditure by the public libraries for the
purpose of major capital expenditures, except for federal
money distributed by the state.
402
Federal Government
Capital Revenue
Report federal governmental funds, including federal funds
distributed by the state or locality, and grants and aid received
by the library for the purpose of major capital expenditures.
403
Other Capital Revenue
Report private (non-governmental funds), including grants
received by the library for the purpose of major capital
expenditures.
404
Total Capital Revenue
This is the sum of Local Government Capital Revenue, State
Government Capital Revenue, Federal Government Capital
Revenue, and Other Capital Revenue (data elements #400
through #403).
Note: The amounts reported for Total Capital Revenue and
Total Capital Expenditures are not expected to be equal.
CAPITAL EXPENDITURES
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
405
Total Capital
Expenditures
Report major capital expenditures (the acquisition of or
additions to fixed assets). Examples include expenditures for
(a) site acquisitions; (b) new buildings; (c) additions to or
renovation of library buildings; (d) furnishings, equipment, and
initial book stock for new buildings, building additions, or
building renovations; (e) library automation systems; (f) new
vehicles; and (g) other one-time major projects. Include
federal, state, local, or other revenue used for major capital
expenditures. Only funds that are supported by expenditure
documents (e.g., invoices, contracts, payroll records, etc.) at
the point of disbursement should be included. Estimated costs
are not included. Exclude expenditures for replacement and
repair of existing furnishings and equipment, regular purchase
of library materials, and investments for capital appreciation.
Exclude contributions to endowments, or revenue passed
through to another agency (e.g., fines). Funds transferred
from one public library to another public library should be
reported by only one of the public libraries.
LIBRARY COLLECTION
This section of the survey (450-460) collects data on selected types of materials. It does not
cover all materials (i.e., microform, scores, maps, and pictures) for which expenditures are
reported under Print Materials Expenditures, Electronic Materials Expenditures, and Other
Materials Expenditures (data elements #353, #354, and #355). Under this category, report only
items the library has acquired as part of the collection, whether purchased, leased, licensed, or
donated as gifts.
450
Print Materials
Report a single figure that includes the following:
Books in print. Books are non-serial printed publications
(including music and maps) that are bound in hard or soft
covers, or in loose-leaf format. Include non-serial government
documents. Report the number of physical units, including
duplicates. For smaller libraries, if volume data are not
available, count the number of titles. Books packaged
together as a unit (e.g., a 2-volume set) and checked out as a
unit are counted as one physical unit.
451
Electronic Books (EBooks)*
E-books are digital documents (including those digitized by
the library), licensed or not, where searchable text is
prevalent, and which can be seen in analogy to a printed book
(monograph). Include non-serial government documents. Ebooks are loaned to users on portable devices (e-book
readers) or by transmitting the contents to the user’s personal
computer for a limited time. Include e-books held locally and
remote e-books for which permanent or temporary access
rights have been acquired. Report the number of physical or
electronic units, including duplicates, for all outlets. For
smaller libraries, if volume data are not available, the number
of titles may be counted. E-books packaged together as a unit
(e.g., multiple titles on a single e-book reader) and checked
out as a unit are counted as one unit.
Report the number of units. Report only items the library has
selected as part of the collection (exclude public domain /
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
uncopyrighted e-books that have unlimited access.
Note: For purposes of this survey, units are defined as “units
of acquisition or purchase”. The “unit” is determined by
considering whether the item is restricted to a finite number of
simultaneous users or an unlimited number of simultaneous
users.
Finite simultaneous use: units of acquisition or purchase is
based on the number of simultaneous usages acquired
(equivalent to purchasing multiple copies of a single title). For
example, if a library acquires a title with rights to a single user
at a time, then that item is counted as 1 “unit”; if the library
acquires rights to a single title for 10 simultaneous users, then
that item is counted as 10 “units”.
Unlimited simultaneous use: units of acquisition or purchase is
based on the number of titles acquired. For example, if a
library acquires a collection of 100 books with unlimited
simultaneous users, then that collection would be counted as
100 “units”.
452
Audio – physical units
These are materials circulated in a fixed, physical format on
which sounds (only) are stored (recorded) and that can be
reproduced (played back) mechanically, electronically, or
both. Include records, audiocassettes, audio cartridges, audio
discs (including audio-CD-ROMs), audio-reels, talking books,
and other sound recordings stored in a fixed, physical format.
Do not include downloadable electronic audio files.
Report the number of units, including duplicates. Items
packaged together as a unit (e.g. two audiocassettes for one
recorded book) and checked out as a unit are counted as one
physical unit.
453
Audio – downloadable
units*
These are downloadable electronic files on which sounds
(only) are stored (recorded) and that can be reproduced
(played back) electronically.
Report the number of units. Report only items the library has
selected as part of the collection.
Note: For purposes of this survey, units are defined as “units
of acquisition or purchase”. The “unit” is determined by
considering whether the item is restricted to a finite number of
simultaneous users or an unlimited number of simultaneous
users.
Finite simultaneous use: units of acquisition or purchase is
based on the number of simultaneous usages acquired
(equivalent to purchasing multiple copies of a single title). For
example, if a library acquires a title with rights to a single user
at a time, then that item is counted as 1 “unit”; if the library
acquires rights to a single title for 10 simultaneous users, then
that item is counted as 10 “units”.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Unlimited simultaneous use: units of acquisition or purchase is
based on the number of titles acquired. For example, if a
library acquires a collection of 100 books with unlimited
simultaneous users, then that collection would be counted as
100 “units”.
454
Video – physical units
These are materials circulated in a fixed, physical format on
which moving pictures are recorded, with or without sound.
Electronic playback reproduces pictures, with or without
sound, using a television receiver or computer monitor. Video
formats may include tape, DVD and CD-ROM. Do not include
downloadable electronic video files.
Report the number of units, including duplicates. Items
packaged together as a unit (e.g. two DVDs for one movie)
and checked out as a unit are counted as one physical unit.
455
Video – downloadable
units*
These are downloadable electronic files on which moving
pictures are recorded, with or without sound. Electronic
playback reproduces pictures, with or without sound, using a
television receiver, computer monitor or video-enabled mobile
device.
Report the number of units. Report only items the library has
selected as part of the collection.
Note: For purposes of this survey, units are defined as “units
of acquisition or purchase”. The “unit” is determined by
considering whether the item is restricted to a finite number of
simultaneous users or an unlimited number of simultaneous
users.
Finite simultaneous use: units of acquisition or purchase is
based on the number of simultaneous usages acquired
(equivalent to purchasing multiple copies of a single title). For
example, if a library acquires a title with rights to a single user
at a time, then that item is counted as 1 “unit”; if the library
acquires rights to a single title for 10 simultaneous users, then
that item is counted as 10 “units”.
Unlimited simultaneous use: units of acquisition or purchase is
based on the number of titles acquired. For example, if a
library acquires a collection of 100 books with unlimited
simultaneous users, then that collection would be counted as
100 “units”.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Licensed Databases
Report the number of licensed databases (including locally mounted or remote, full-text or not) for
which temporary or permanent access rights have been acquired through payment by the library
(directly or through a cooperative agreement within the state or region), or acquired by formal
agreement with the State Library. A database is a collection of electronically stored data or unit
records (facts, bibliographic data, abstracts, texts) with a common user interface and software for
the retrieval and manipulation of the data.
Note: The data or records are usually collected with a particular intent and relate to a defined
topic. A database may be issued on CD-ROM, diskette, or other direct access method, or as a
computer file accessed via dial-up methods or via the Internet. Each database is counted
individually even if access to several databases is supported through the same vendor interface.
Report the number of licensed databases acquired through payment or formal agreement, by
source of access:
456
Local/Other cooperative agreements
457
State (state government
or state library)
Total Licensed
Databases
458
This is the sum of Local/Other cooperative agreements, and
State, licensed databases (data elements #456 and #457).
Current Print Serial Subscriptions
Current serial subscriptions are arrangements by which, in return for a sum paid in advance,
serials are provided for a specified number of issues. Include current serial subscriptions in print.
460
Current Print Serial
Subscriptions
Report the number of current print serial subscriptions,
including duplicates, for all outlets. Examples of serials are
periodicals (magazines), newspapers, annuals, some
government documents, some reference tools, and numbered
monographic series.
SERVICES
500
Public Service Hours Per
Year
This is the sum of annual public service hours for outlets.
Note: Include the hours open for public service for Centrals
(data element #209), Branches (data element #210),
Bookmobiles (data element #211), and Books-by-Mail Only.
For each bookmobile, count only the hours during which the
bookmobile is open to the public. For administrative entities
that offer ONLY books-by-mail service, count the hours that
the outlet is staffed for service. Minor variations in scheduled
public service hours need not be included, however, extensive
hours closed to the public due to natural disasters or other
events should be excluded even if the staff is scheduled to
work.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
501
Library Visits
This is the total number of persons entering the library for
whatever purpose during the year.
Note: If an actual count of visits is unavailable, determine an
annual estimate by counting visits during a typical week in
October and multiplying the count by 52. A “typical week” is a
time that is neither unusually busy nor unusually slow. Avoid
holiday times, vacation periods for key staff, or days when
unusual events are taking place in the community or the
library. Choose a week in which the library is open its regular
hours. Include seven consecutive calendar days, from Sunday through Saturday (or whenever the library is usually
open).
502
Reference Transactions
A reference transaction is an information contact which
involves the knowledge, use, recommendations,
interpretation, or instruction in the use of one or more
information sources by a member of the library staff. It
includes information and referral services. Information sources
include printed and non-printed materials, machine-readable
databases, catalogs and other holdings records, and, through
communication or referral, other libraries and institutions and
people inside and outside the library. The request may come
in person, by phone, by fax, or by mail, electronic mail, or
through live or networked electronic reference service from an
adult, a young adult, or a child.
Do not count directional transactions or questions of rules or
policies. Examples of directional transactions are “Where are
the children’s books?” and “I’m looking for a book with the call
number 811.2G.” An example of a question of rules or policies
is “Are you open until 9:00 tonight?”
Note: If an annual count of reference transactions is
unavailable, determine an annual estimate by counting
reference transactions during a typical week in October and
multiply the count by 52. A "typical week" is a time that is
neither unusually busy nor unusually slow. Avoid holiday
times, vacation periods for key staff, or days when unusual
events are taking place in the community or in the library.
Choose a week in which the library is open its regular hours.
Include seven consecutive calendar days, from Sunday
through Saturday (or whenever the library is usually open).
503
Number of Registered
Users
A registered user is a library user who has applied for and
received an identification number or card from the public
library that has established conditions under which the user
may borrow library materials or gain access to other library
resources.
Note: Files should have been purged within the past three (3)
years.
550
Total Circulation
The total annual circulation of all library materials of all types,
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
including renewals.
Note: Count all materials in all formats that are charged out for
use outside the library. Interlibrary loan transactions included
are only items borrowed for users. Do not include items
checked out to another library.
551
Circulation of Children’s
Materials
The total annual circulation of all children’s materials in all
formats to all users, including renewals.
552
Circulation of Electronic
Materials*
The total annual circulation of all electronic materials.
Electronic Materials are materials that are distributed digitally
and can be accessed via a computer, the Internet, or a
portable device such as an e-book reader. Types of
electronic materials include e-books and downloadable
electronic video and audio files. Electronic Materials
packaged together as a unit and checked out as a unit are
counted as one unit.
Note: Do not include databases.
INTER-LIBRARY LOANS
553
Provided To*
These are library materials, or copies of the materials,
provided by one autonomous library to another upon request.
The libraries involved in interlibrary loans are not under the
same library administration. “Library administration” means
Administrative Entity (not anything broader). Do not include
items loaned between outlets within the same library
administrative entity. These data are reported as annual
figures.
554
Received From*
These are library materials, or copies of the materials,
received by one autonomous library from another upon
request. The libraries involved in interlibrary loans are not
under the same library administration. “Library administration”
means Administrative Entity (not anything broader). Do not
include items loaned between outlets within the same library
administrative entity. These data are reported as annual
figures.
LIBRARY PROGRAMS
600
Total Number of Library
Programs
A program is any planned event which introduces the group
attending to any of the broad range of library services or
activities or which directly provides information to participants.
Programs may cover use of the library, library services, or
library tours. Programs may also provide cultural, recreational,
or educational information, often designed to meet a specific
social need. Examples of these types of programs include
film showings, lectures, story hours, literacy, English as a
second language, citizenship classes, and book discussions.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Count all programs, whether held on- or off-site, 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. For example, a film series offered once a week for
eight weeks should be counted as eight programs.
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.
601
Number of Children’s
Programs
A children’s program is any planned event for which the
primary audience is children and which introduces the group
of children attending to any of the broad range of library
services or activities for children or which directly provides
information to participants. Children’s programs may cover
use of the library, library services, or library tours. Children’s
programs may also provide cultural, recreational, or
educational information, often designed to meet a specific
social need. Examples of these types of programs include
story hours and summer reading events.
Count all children’s programs, whether held on- or off-site,
that are sponsored or co-sponsored by the library. Do not
include children’s programs sponsored by other groups that
use library facilities. If children’s programs are offered as a
series, count each program in the series. For example, a story
hour offered once a week, 48 weeks a year, should be
counted as 48 programs. Exclude library activities for children
delivered on a one-to-one basis, rather than to a group, such
as one-to-one literacy tutoring, services to homebound,
homework assistance, and mentoring activities. This figure is
a subset of the Total Number of Library Programs (data
element #600).
Note: The National Center for Education Statistics (NCES):
Children and Young Adults Defined (Services and Resources
for Children and Young Adults in Public Libraries [August
1995, NCES 95357]) defines children as persons age 11
years and under.
602
Number of Young Adult
Programs
A young adult program is any planned event for which the
primary audience is young adult and which introduces the
group of young adults attending to any of the broad range of
library services or activities for young adults or which directly
provides information to participants. Young adult programs
may cover use of the library, library services, or library tours.
Young adult programs may also provide cultural, recreational,
or educational information, often designed to meet a specific
social need. Examples of these types of programs include
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
book clubs and summer reading events.
Count all young adult programs, whether held on- or off-site,
that are sponsored or co-sponsored by the library. Do not
include young adult programs sponsored by other groups that
use library facilities. If young adult programs are offered as a
series, count each program in the series. For example, a book
club offered every two weeks, 24 weeks a year, should be
counted as 24 programs. Exclude library activities for young
adults delivered on a one-to-one basis, rather than to a group,
such as one-to-one literacy tutoring, services to homebound,
homework assistance, and mentoring activities. This figure is
a subset of the Total Number of Library Programs (data
element #600).
Note: Young Adult age is defined as 12 through 18 years and
includes 18 year olds. Click on the following link to view
information:
The Young Adult Services Association (YASLA)
defines young adults as age 12 through 18.
603
Total Attendance at
Library Programs
This is a total count of the audience at all library programs
during the reporting period. (See Total Number of Library
Programs, data element #600, for the definition of a library
program.)
604
Children’s Program
Attendance
The count of the audience at all programs for which the
primary audience is children 11 years and under. Include
adults who attend programs intended primarily for children.
Note: Do not count attendance at library activities for children
that are delivered on a one-to-one basis, rather than to a
group, such as one-to-one literacy tutoring, services to
homebound, homework assistance, and mentoring activities.
(See Number of Children’s Programs, data element #601, for
the definition of a children’s library program.)
605
Young Adult Program
Attendance
The count of the audience at all programs for which the
primary audience is young adults 12 to 18 years and includes
18 year olds. Include adults* who attend programs intended
primarily for young adults.
Note: Do not count attendance at library activities for young
adults that are delivered on a one-to-one basis, rather than to
a group, such as one-to-one literacy tutoring, services to
homebound, homework assistance, and mentoring activities.
*Please count all patrons that attend the young adult
programs regardless of age.
(See Number of Young Adult Programs, data element #602,
for the definition of a young adult library program.)
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
OTHER ELECTRONIC INFORMATION
650
Number of Internet
Computers Used by
General Public
Report the number of the library’s Internet computers
[personal computers (PCs) and laptops], whether purchased,
leased, or donated, used by the general public in the library.
651
Number of Uses
(Sessions) of Public
Internet Computers Per
Year
Report the total number of uses (sessions) of the library’s
Internet computers in the library during the last year. If the
computer is used for multiple purposes (Internet access,
word-processing, OPAC, etc.) and Internet uses (sessions)
cannot be isolated, report all usage. A typical week or other
reliable estimate may be used to determine the annual
number. Sign-up forms or Web-log tracking software also may
provide a reliable count of uses (sessions).
Note: This count includes only the library’s Internet
computers. Do not include wifi access using nonlibrary
computers. The number of uses (sessions) may be counted
manually, using registration logs. Count each use (session)
for public internet computers, regardless of the amount of time
spent on the computer. A use (session) on the library’s public
internet computer(s) three times a year would count as three
uses (sessions). Software such as “Historian” can also be
used to track the number of uses (sessions) at each public
internet computer. If the data element is collected as a weekly
figure, multiply that figure by 52 to annualize it.
* Revised or new data element name and/or definition
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Outlet Data Element Definitions
#
Data Element Name
Data Element Definition
700
FSCS ID and SEQ
(Automatic Display)
This is the identification code assigned by WebPLUS. Outlets are
assigned the same FSCS ID as the administrative entity to which
they belong, with a unique three-digit suffix added to distinguish
each outlet.
700a
Structure Status
This is the Structure Change Code to record actions such as
adding, deleting, or merging.
701
LIB ID (Optional)
This is the state-assigned identification code for the outlet.
702
Name
This is the legal name of the outlet.
Note: Provide the legal name of the outlet. Do not use acronyms.
Do not abbreviate the name unless it exceeds the WebPLUS field
length of 60 characters. Avoid abbreviations at the beginning of the
name and do not punctuate abbreviations. (See Standard
Abbreviations for WebPLUS in Appendix G.)
702a
Name Status
This is the Name Change Code to identify whether the change is an
official name change.
703
Street Address
This is the complete street address of the outlet.
Note: Do not report a post office box or general delivery. For a
bookmobile that operates from an administrative entity, branch, or
central library, report the address of the administrative entity, branch
or central library from which it operates. For a bookmobile that is
itself the administrative entity, report the address where the
bookmobile is parked at night.
703a
Address Status
This is the Address Change Code to identify whether the address
change is an actual location change.
704
City
This is the city or town in which the outlet is located.
705
ZIP Code
This is the standard five-digit postal ZIP code for the street address
of the outlet.
707
County of the Outlet
This is the county in which the outlet is physically located.
708
Phone
This is the telephone number of the outlet, including area code.
Note: Report telephone number without spacing or punctuation. If
the outlet has no phone, enter “–3” (for Not Applicable).
709
Outlet Type Code
An outlet is a unit of an administrative entity that provides direct
public library service.
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Select one of the following:
BM—Books-by-Mail Only. A direct mail order service which provides
books and other library materials. Books-by-mail typically serves
rural residents, the disabled, the homebound, and others without
access to another type of public library outlet. Requests for
materials are usually received by mail and by telephone only. Only
books-by-mail services that are housed separately from any other
type of direct public service outlet (that is, central library, branches,
or bookmobiles) should be coded here.
BR—Branch Library. A branch library is an auxiliary unit of an
administrative entity which has at least all of the following:
1. Separate quarters;
2. An organized collection of library materials;
3. Paid staff; and
4. Regularly scheduled hours for being open to the public.
BS—Bookmobile(s). A bookmobile is a traveling branch library. It
consists of at least all of the following:
1. A truck or van that carries an organized collection of library
materials;
2. A paid staff; and
3. Regularly scheduled hours (bookmobile stops) for being
open to the public.
Note: A separate outlet record may be created for each bookmobile.
You may wish to create separate outlet records for individual
bookmobiles if (1) they have different addresses and/or (2) they
have different Metropolitan Status Codes (see outlet data element
#710). Alternatively, a bookmobile outlet record may include more
than one bookmobile.
CE—Central Library. This is one type of single outlet library (SO) or
the library which is the operational center of a multiple-outlet library
(MO or MA). Usually all processing is centralized here and the
principal collections are housed here. Synonymous with main
library.
Note: Each administrative entity may report either no central library
or one central library. No administrative entity may report more than
one central library. If you wish to identify a central library in the
outlet file, identify the library with the largest collection as the central
library for FSCS purposes, and report all others as branches. Where
there are several co-equal outlets and no principal collection, report
all such outlets as branches, not central libraries.
710
Metropolitan Status Code
Select one of the following. Bookmobiles should report the code
which best describes their primary service area.
Note: Contact the State Data Center for specific information about
Metropolitan Areas in your state.
CC—Central City. The largest central city and, in some cases, up to
two additional central cities are included in the title of the
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
Metropolitan Area; there also are central cities that are not included
in a Metropolitan Area title. A Metropolitan Area central city does not
include any part of that city that extends outside the Metropolitan
Area boundary.
NC—Metropolitan Area, but Not Within Central City Limits. A large
population nucleus, together with adjacent communities that have a
high degree of economic and social integration with that nucleus.
Some Metropolitan Areas are defined around two or more nuclei.
Each Metropolitan Area must contain a place with a minimum
population of 50,000 or a Census Bureau-defined urbanized area
and a total Metropolitan Area population of at least 100,000 (75,000
in New England). A Metropolitan Area comprises one or more
central counties. (Independent cities are considered county
equivalents.) A Metropolitan Area may also include one or more
outlying counties that have close economic and social relationships
with the central county. An outlying county must have a specified
level of commuting to the central counties and also must meet
certain standards regarding metropolitan character, such as
population density, urban population, and population growth. In New
England, Metropolitan Areas are composed of cities and towns
rather than whole counties.
NO—Not in a Metropolitan Area.
711
Square Footage of Outlet
Provide the area, in square feet, of the public library outlet (central
library or branch). Report the total area in square feet for each
library outlet (central library or branch) separately. This is the area
on all floors enclosed by the outer walls of the library outlet. Include
all areas occupied by the library outlet, including those areas offlimits to the public. Include any areas shared with another agency or
agencies if the outlet has use of that area.
712
Number of Bookmobiles in
the Bookmobile Outlet
Record
The number of bookmobiles in the bookmobile outlet record.
Note: A bookmobile outlet record may include one or more
bookmobiles. Complete this data element only if the outlet record is
of the type BS—Bookmobile(s) (see outlet data element #709). A
bookmobile is a traveling branch library. It consists of at least all of
the following:
1. A truck or van that carries an organized collection of library
materials;
2. A paid staff; and
3. Regularly scheduled hours (bookmobile stops) for being
open to the public. Count vehicles in use, not the number of
stops the vehicle makes.
713
Public Service Hours Per
Year (actual hours)
This is the number of annual public service hours for outlets
(reported individually by central, branch, bookmobile and Books-byMail Only)
Note: Include the actual hours open for public service for centrals
(data element #209), branches (data element #210), and
bookmobiles (data element #211), and Books-by-Mail Only. For
FY 2013 Survey Instrument
(Data Entry Screens and Data Element Definitions)
each bookmobile, count only the hours during which the bookmobile
is open to the public. For administrative entities that offer ONLY
books-by-mail service, count the hours that the outlet is staffed for
service. Minor variations in public service hours need not be
included. Extensive hours closed to the public due to natural
disasters or other events should be excluded from the count.
714
Number of Weeks a
Library is Open (actual
weeks)
This is the number of weeks during the year that an outlet was open
to the public.
Note: Include the number of weeks open for public service for
Centrals (data element #209), Branches (data element #210),
Bookmobiles (data element #211), and Books-by-Mail Only. For
each bookmobile, count only the weeks during which the
bookmobile is open to the public. For administrative entities that
offer ONLY books-by-mail service, count the weeks that the outlet is
staffed for service. The count should be based on the number of
weeks that a library outlet was open for half or more of its scheduled
service hours. Extensive weeks closed to the public due to natural
disasters or other events should be excluded from the count. Do
not calculate based on total number of service hours per year at the
outlet level. For example, by dividing total hours by the average
hours open per week. Round to the nearest whole number of
weeks. If the library was open half or more of its scheduled hours in
a given week, round up to the next week. If the library was open
less than half of its scheduled hours, round down.
* Revised or new data element name and/or definition
| File Type | application/pdf |
| Author | scott430 |
| File Modified | 2013-08-20 |
| File Created | 2013-08-20 |