FY2013 PLS User Guide

FY 2013 Public Libraries Survey

WebPLUS User’s Guide
Version 1.8
Guide For Reporting Data For The Public Libraries Survey, FY 2013
Using The Web Public Library Universe System Software

December 2013

Institute of Museum and Library Services
U.S. Census Bureau

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1.1
1.2
1.3

CONTENTS
Introduction
Background of the Public Libraries Survey
Reporting Data: Administrative Entities and Outlets
WebPLUS 1.8 Revisions

1
1
1
2

2

Overview

3

2.0 Web Instructions
2.1 WebPLUS
2.2 Other Helpful Tools
2.2.1 File Export
2.2.2 Tables
2.2.3 Help Menu Options

3
5
5
5
6
6

2.3

External Links

7

2.4

User Options

7

3

Import

9

3.1
3.2
3.3
3.4

Overview of Import
Upload and Import Data Files
Uploading Annotation Files
Preparing Administrative Entity and Outlet Import Files

9
9
11
12

4

Data Keying

14

4.1 User Options
4.1.1 Sort Order for Administrative Entities in View/Key/Update
4.1.2 Sort Order for Edit Report by Edit Number
4.1.3 Auto Save Data in View/Key/Update
4.1.4 Auto Generate Totals in View/Key/Update

14
15
15
15
15

4.2 View/Key/Update
4.2.1 State Characteristics
4.2.2 Administrative Entity
4.2.3 Outlets

15
15
15
16

4.3 Structure Changes
4.3.1 Administrative Entity Structure Change Options
4.3.2 Outlet Structure Change Options

16
17
18

5

Match Report

19

5.1
5.2

Match Report
Resolving Unsuccessful Records

19
21

6

Edit Report

23

6.1 Edit Messages and Conditions
6.1.1 Current-Year Edits
6.1.2 Historical Edits
6.1.3 Internal Edits Performed at the Census Bureau

23
23
24
24

6.2

24

Annotations

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Survey Lock

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8

State Librarian Certification

25

Appendix A – Survey instrument (Data Entry Screens and Data Element Definitions)

27

Appendix B – Name, Address, and Structure Changes

63

Appendix C – Resolving the Match Report

91

Appendix D – Import File Specifications

127

Appendix E – PLS Contacts

131

Appendix F – Francis Keppel Award Criteria

133

Appendix G – Standard Abbreviations

137

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INTRODUCTION

1

INTRODUCTION

1.1

Background of the Public Libraries Survey

The Institute of Museum and Library Services has administered the Public Libraries
Survey since October 1, 2007. From its inception in 1989 through 2007, this survey was
administered by the National Center for Education Statistics (NCES). It is collected under the
congressional mandate under the mandate in the Museum and Library Services Act of 2010 as
stated in 20 U.S.C sec. 9108 (analysis of impact of museum and library services, policy research,
analysis, data collection and dissemination) in SEC 210. Current, accurate and ongoing collection
of library data is an essential foundation for quality library services in the United States. The
Institute is committed to the continued excellence of this program.
In 1985, the NCES and the American Library Association (ALA) conducted a pilot project
in 15 states to assess the feasibility of a federal-state cooperative program for collecting public
library data. The project was jointly funded by NCES and the U.S. Department of Education's
former Library Programs (LP) office. In 1987, the project's final report recommended the
development of a nationwide data collection system. The Hawkins-Stafford Elementary and
1
Secondary School Improvement Amendments of 1988 (P.L. 100-297) charged NCES with
developing a voluntary Federal-State Cooperative System (FSCS) for the annual collection of
public library data. The NCES and the U.S. National Commission on Libraries and Information
Science (NCLIS) formed a task force to carry out this mandate, and the FSCS was established in
1988.
The 1988 NCES-NCLIS task force evolved into the FSCS Steering Committee. This
Committee has been integral to the design and conduct of the survey. Its membership has
included State Data Coordinators (SDCs), representatives of the Chief Officers of State Library
Agencies (COSLA), the NCLIS, the ALA, the IMLS, the U.S. Census Bureau (the data collection
agent), and the NCES. With the transition of the collection from NCES to IMLS the steering
committee was renamed the Public Library Statistics Cooperative (PLSC). Effective December
2008, this committee became part of the new Library Statistics Working Group (LSWG).
State Data Coordinators (SDCs) (appointed by COSLA) submit data for the annual
"Public Libraries Survey" for a universe of over 9,200 public libraries in the 50 States, the District
of Columbia, and the outlying areas. The IMLS will release the collection results in an annual
data file (the only national database on public libraries) as well as a report based on the survey.
The data are used for planning, research, evaluation, and policymaking decisions by federal,
state, and local officials, professional associations, researchers, educators, local practitioners,
and other interested users.
1.2

Reporting Data: Administrative Entities and Outlets
The Public Libraries Survey collects statistics on administrative entities and outlets.

The administrative entity is the legally established agency that provides library services to
the population of a local jurisdiction. An administrative entity must operate one or more direct
public library service outlets. The administrative entity's offices may be located in one of the
outlets (e.g., a single-outlet central library or a branch of a decentralized multi-outlet operation) or
in separate quarters (e.g., an office adjacent to an independent bookmobile's garage). The data
reported for each administrative entity are the combined data for all of its outlets. (See Appendix
A to review the administrative entity data elements included on the Public Libraries Survey.)

1

This was superseded by the National Education Statistics Act of 1994 (P.L. 103-382) and, more
recently by the Education Sciences Reform Act of 2002.

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INTRODUCTION

An outlet is a unit (i.e., central, branch, bookmobile, books-by-mail only) of an
administrative entity that provides direct public library services. A single-outlet central library
should not be confused with the administrative entity to which it belongs. Some data are reported
for each outlet of an administrative entity, such as the outlet's name and address, telephone
number, type of outlet, metropolitan status code, and square footage. (See Appendix A to review
the outlet data elements included on the Public Libraries Survey.)
1.3 WebPLUS 1.8 Revisions

Data Element
Number
new
changed
changed

Old

New

Data Element

552
553

552
553
554

‘Circulation of Electronic Materials’
‘Interlibrary Loans Provided To’
‘Interlibrary Loans Received From’

Definition change: Administrative entity data element #453 Audio-Downloadable Units, and #455
Video-Downloadable Units – Report the number of units. The definition was changed to collect
these data elements as ‘units’ instead of ’titles’. See new definition for units below.
Definition change: Administrative entity data element #451 Electronic Books (E-Books), #453
Audio-Downloadable Units, and #455 Video-Downloadable Units – definition now includes:
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”.

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OVERVIEW

Web Instructions
1.

The State Characteristics data must be keyed before you can proceed further.


2.

Select View/Key/Update and State Char from the Tools menu to create a record for
keying. Press the “Save” button to save your data. To print a copy of your state data
press the "Print" button.

Import Administrative Entity data by selecting File Import/Log/Delete.


Choose the location of your AE file and import. Any import errors will be displayed on
your computer screen. Review and resolve all import errors, correct your data files
and reload the revised data files.

Note: Import errors must be fixed before you can continue.


OR, you can key Administrative Entity data manually by selecting View/Key/Update
and AE from the Tools menu.

3.

Outlet data are preloaded from last year’s file.
 If there are major changes to the data, a new outlet file can be imported by selecting
File Import/Log/Delete from the Tools menu. Minor changes can be made by
selecting View/Key/Update and Outlets from the Tools menu.

4.

Select Run Match Report from the Reports menu after all data have been imported or
keyed.


The Match process will run in a pop-up window. When completed, the Match Report
will be available. Census recommends saving the workbook to your hard drive in
order to record your annotations during your review of the reports.

Note: All match errors must be resolved before you can proceed to editing the
data.

5.



You can EITHER: 1) correct your data file(s) and re-import the revised data, OR 2)
correct your problems directly in WebPLUS by using View/Key/Update menu or
Structure Changes menu. Most problems are correctable in WebPLUS.



Please reference the Restorable AE tab and the Restorable Outlet tab on the Match.
The Restorable AE and Restorable Outlet tabs provide a list of all closed, deleted,
and temporary closure entities for your state. Before you open a newly created
administrative entity or outlet (birth), structure code 02, the Census staff suggests
that you check these tabs to make sure that the administrative entity or outlet you are
trying to newly create is truly new. Meaning, the administrative entity or outlet was
not previously reported and then closed, deleted, or temporarily closed.

Once your match report is resolved, select Run Edit Report from the Reports menu.


The Edit process runs like the Match process in a pop-up window. Review all of the
Edit worksheets (in Excel format). Fix any critical edit warnings by keying corrections
in WebPLUS and rerun the Edit Report.

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

Annotate any non-critical edit warnings in the Excel worksheets or in a separate text
file. Then import the annotations by selecting File Import/Log/Delete under the
Tools menu and uploading the annotated Excel file (i.e., the workbook) or text file.

Note: Data can only be locked after all critical edits are resolved, and annotations
for non-critical edits are present.
6.

Once you are satisfied with your data, select Lock Data from the Tools menu.

7.

After you have locked your PLS submission, you will not be allowed to change any data.
If you need to make revisions, please contact us at [email protected] or 800-4516235 and we will unlock your data submission.

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2.1

WebPLUS

The URL for logging into WebPLUS is https://harvester.census.gov/imls/plscollect/. You
will enter data directly into a database that is stored on a server at the Census Bureau for the
IMLS. You will be provided a temporary password that you will change to access the web site. If
you need assistance, please contact the PLS staff on 800-451-6235.
The first time you successfully enter WebPLUS, you will see a brief step-by-step set of
instructions. You can access these again at any time from the Help menu at the top right of the
screen.
The menu choices available to you are dependent on a progression of steps to guide you
through the collection process. Please note: You must enter data on the state
characteristics screen before you can access the Import or Data Keying features. Once
you complete entering the state characteristics information, you can proceed. You can refer to
the Survey Status page for a look at how your submission stands at any time and the next step in
the submission process.
After you input all of your data, perform a successful match, and complete your edit
review, (i.e., no critical edits remain and you have annotated your report), you can lock your data.
Your submission is considered complete when you lock your data.
2.2

Other Helpful Tools
2.2.1

File Export

The File Export feature is located under the Tools menu. Current-year and prior-year
data are available for administrative entities, outlets, and state characteristics. Administrative
entity and outlet records that were previously deleted, i.e., closed or removed as an incorrect
record, are also available from the file export should any of these need to be restored to the
survey.
•

New option: To export and reimport a file click on Data-Ready to Reimport under File
Export. This version of the export file removes FSCSID assignments for reimport.
This will allow you to export your file with changes you made in WebPLUS, make
further revisions in the file, and reimport.

To obtain the files:
• Go to the Tools menu and click on File Export.
• Click on the file format you would like to download.
O The Excel workbook contains all current, prior, and restore records on separate
worksheets.
O If you choose the fixed length or comma-delimited options you must select the
files you want to save or view individually.
•
If you want to save the files to a local drive
O Right-click on the links in the window, select “Save Target As” or “Save Link As”.
O Navigate to where you want to save it and click “Save”.
• If you wish to view the data file right-click “Open”.
• If you want to save the file and open it right away the “Close this dialog box when
download completes” must be unchecked. If it is checked and you want to clear it:
O Go to the Tools menu for your browser (i.e., not the WebPLUS tools menu).
O Select “Internet Options”.
O Go to the “Advanced” tab.
O Scroll down to find “Notify when downloads are complete” and check the box.
• Click the “Close Window” button to exit and return to the survey status page.

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2.2.2

Tables

The Tables feature is located under the Reports menu and creates an Excel workbook
that contains 18 tables. The user will be able to save them to their hard drive. There are two
summary tables and 16 individual library tables. The two summary tables are a 2-year
comparison on the state totals and a 2-year comparison of the item response rates for the state.
The individual library tables list out each library in the state and some tables calculate per capitas
or percentages. The two summary tables allow the respondent to perform a macro review of their
whole state. The individual library tables will allow a micro review of the libraries.
To run and save your tables:
 Click on Run Tables under the Reports menu.
 Right-click on the “Tables Report” button in the window, select “Save Target As” or
“Save Link As”.
 Navigate to where you want to save it and click “Save”
 You can also choose to click “Open” to view the data file
 Click the “Close Window” button to exit and return to the survey status page

2.2.3

Help Menu Options

The help menu provides access to all of the appendices in the user’s guide.


Web Instructions
The web instructions (also found at the beginning of this section) are a one-page
list of the necessary steps to complete the submission process for the survey. This
page is also displayed the first time you log into the application.



Data Element Definitions
Data element definitions (part of Appendix A) are all the items collected on the
survey with the official definitions and item numbers.



Name, Address and Structure Changes
Name, address and structure changes (Appendix B) provide descriptions and
diagrams of the correct format of records for administrative entities and outlets.



Resolving the Match Report
Resolving the Match Report (Appendix C) is a more detailed list of suggestions
than is available in chapter 5.



Import Specifications
The import files must conform exactly to the specifications (Appendix D).



PLS Contacts
PLS Contacts (Appendix E) is a list of the Census and IMLS contact information
including telephone numbers and e-mail addresses. This is also located on the main
survey page before you log in.



Francis Keppel Award Criteria
The Francis Keppel Award for timely and accurate submission of data is based
on a point system (Appendix F) covering important aspects of the original submission
and post-submission processing.



Standard Abbreviations

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Standard abbreviations (Appendix G) should be used in this survey when the
data exceed the field length.


2.3

Edit Messages and Conditions (this will be available online but not in print)
Edit Messages and Conditions is a list of all checks performed by the Edit Report
routine as well as a list of internal checks at Census during the edit follow-up.

External Links
Some external links have been provided to the user that might be helpful in preparing for
their FY2011 data submission.

2.4



IMLS Public Libraries Survey
This external link will take you to IMLS public libraries survey page. Things that can
be found on this page are:
o The public release data files and publications for the previous years of the
Public Libraries Survey
o The Compare Public Libraries tool that will compare individual libraries to
their peers.
o The Search for Public Libraries tool that will search for public libraries by
Library System, Central Library, Branch Library, Bookmobiles, and Books-byMail.
o Other general information about the Public Libraries Survey.



Public Library Statistics Cooperative (PLSC) Wiki
This is the external link to the PLSC Wiki for SDCs to find information about PLS data
elements, history of the Public Libraries Survey, SDC conference information, PLS
contact information, news and discussion, and other information.

User Options
You can show how WebPLUS displays your state’s information for the following
operations. The selected options are defaults.

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Please note: The “Would you like the Totals to be recalculated when Detail
changes?” feature will only generate a total if all of the detail items are reported.

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IMPORT

3

IMPORT

3.1

Overview

After entering the state characteristics data, you can import data for administrative
entities, outlets, and annotation files into WebPLUS. The Administrative Entity Import File
Specifications, Outlet Import File Specifications, and Annotation Import File Specifications are
provided in Appendix D.
Please note:
 You can import Administrative Entity data, Outlet data, and the Annotation file in
Excel (.xls), comma delimited text (.csv), or fixed length text formats (.txt). The Excel
import files must be saved as an .xls (Excel 97-2003) file, and not as an .xlsx (Excel
2007-2010) file.

3.2



Each import file must contain only records of the same record types. For example,
the administrative entity file can contain only administrative entity records; outlet
records must be removed.



New option: To export and reimport a file click on Data-Ready to Reimport under File
Export. This version of the export file removes FSCSID assignments for reimport.
This will allow you to export your file with changes you made in WebPLUS, make
further revisions in the file, and reimport.

Upload and Import Data Files

Once you have prepared your files (see section 3.4), you need to copy them from your
local drive to the Census Bureau (for IMLS) server to import them into the WebPLUS database.
After you log onto the web site, go to the Tools menu and select “File Import/Log/Delete”.
Click on the ‘Browse’ button to find the file you need from your computer. Click on ‘Upload and
Import Data File’ once you have located your file.

Several checks are performed while your file is being imported. If you have any problems
that prevent a successful import, a message box will prompt you with the record affected. Please

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IMPORT

note, however, that this will only find one error at a time. If other problems exist, the import will
continue to fail until all problems are resolved.
The software can identify the type of file you are importing. When you import a file again
the previous one is deleted. A “Files Previously Deleted” log is maintained so you can track the
files you have used.
Please note:


The files will not import successfully if any of the fields are blank. Refer to the sections
below for instructions on preparing files for import.



Imported data must be valid (see below):

Numeric Data Elements:
Any positive number for numeric
data elements
0

-1
-3

Enter the appropriate numeric data.
Zero for numeric data means the library has none of that
item (e.g., the library does not maintain a video collection).
Do not use zero when the value is not known (e.g., the city
pays benefits but does not provide the figure). Use -1
described below.
“-1” means that the appropriate figure is unavailable.
“-3” means “Not Applicable” and is used for this item only:


Square Footage of Outlet (use only for
Bookmobiles and Books-by-Mail Only outlets)
Alphanumeric Data Elements:
Alphabetic and/or numeric data for Enter the appropriate alphabetic and/or numeric data.
alphanumeric data elements
Some items require the selection of codes for data (e.g.,
Interlibrary Relationship Code = HQ, ME, or NO). See
Appendix A.
-3
“-3” means “Not Applicable” and is used for these items
only:

-3

 Phone (use only if library has no phone)
Structure, Name, and Address Changes:
“-3” means “Not Applicable” and is used for these items
only:


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LINKID, OLDID, and PARENTID

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3.3

IMPORT
Uploading Annotation Files

You can import a file that contains annotations prior to running your first edit report. You
must include the FSCSKEY and Edit ID# in order for the explanation to be applied to the correct
edit record. After successfully importing the annotation file, you can run the edit report after you
have successfully run the match report (see Appendix C: Resolving the Match Report) and
review the results. See Appendix D for the import file record layout.

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3.4

IMPORT
Preparing Administrative Entity and Outlet Import Files

Each year your current records are compared to the prior-year information. Any variance
in the name, address, or organizational structure from the prior-year to the current must be
explained by status codes defining the change.
The FSCS ID# is the link between each year and you must account for each record as it
exists on the final FSCS prior-year data file. You can obtain the prior-year information through
the File Export option on the Tools menu. Alternatively, you can contact the Census staff to
receive a file with the FSCS identification, name, and address information to use in constructing
your import files.
If you are unsure what changes may have occurred since the last submission, import
your file, run the match, and use the report to see what you need to resolve. You can then
decide whether to process the changes in WebPLUS (please see details in Chapter 4) or you can
include the information on your data files and import again.
In order to process structure, name, and location changes from your import file, the
following information must be included. Please see Appendix D for technical information on
formatting your import records.


STATSTRU: This code indicates the structure status of the record.

00 – No Change
01 – Existing Administrative Entity/Outlet Absorbs Another (Adoption)
02 – Newly Created Administrative Entity/Outlet
03 – Closed Administrative Entity/Outlet (Death)
04 – Move Outlet to Newly Created Administrative Entity (Divorce)
05 – Merge Two or More Administrative Entities/Outlets to Form a New Administrative
Entity/Outlet (Marriage)
08 – Restore (Reopen) a Previously Closed Administrative Entity/Outlet
09 – Restore (Undo) a Previously Deleted Administrative Entity/Outlet
10 – Delete an Incorrect Record
11 – Outlet Moves to Different Previously Existing Administrative Entity.
13 – Add an Existing Administrative Entity/Outlet Not Previously Reported
22 – Future Administrative Entity/Outlet FSCS ID Request
23 – Temporary Closure
24 – Reopen a Temporarily Closed Administrative Entity/Outlet


STATNAME: This code indicates the status of the library name.

00 – No Change
06 – Official Name Change
14 – Preferred Spelling for Library Name


STATADDR: This code indicates the status of the physical location.

00 – No Change
07 – Move to a New Location
15 – Preferred Street Address

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

LINKID: This is an identifier defined by the respondent and is used to associate two or
more records that are involved in an adoption or marriage structure change. The LINKID
must be unique for each set of records. For example, a merge requires at least three
import records with the same LINKID. (See Appendix B, structure change 05 – Merge
Two or More Administrative Entities to Form a New Administrative Entity (Marriage).



PARENTID: This identifier is on the outlet import file and is used to associate the outlet to
the proper parent. The value for this field should be the same as the LIBID of the parent
administrative entity.



OLDID: This identifier is reserved for structure changes where it is necessary to track the
prior-year FSCSKEY information for records that will not be on the current-year file.

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4

DATA KEYING
DATA KEYING
The Tools menu contains selections that allow you to directly enter data into WebPLUS:






4.1

User Options allows you to choose the sort order you want for retrieving administrative
entity and outlet records and viewing the Edit Report. You can choose to automatically
save changes and generate totals. These options are available from every
View/Key/Update screen.
View/Key/Update is the only means of entering state characteristics data. It also
provides access to current administrative entity and outlet records.
Structure Changes allows you to add, delete, merge, or restore. If you imported your
file, you can use the structure change menu to resolve any prior-year records you may be
missing from your current-year file. You can also reset a record previously coded or
marked for a structure change. Choose AE or Outlet as appropriate for the change you
want to make. Further details are provided in section 4.3.
User Options
The selected options are the default settings.

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DATA KEYING
4.1.1

Sort Order for Administrative Entities and/or Outlets in View/Key/Update

You determine how to retrieve your administrative entity records for viewing and
update as well as making structure changes.
 FSCS ID
 LIBID
 NAME – the administrative entity name is the default setting
 CITY
4.1.2

Sort Order for Edit Report by Edit Number

You can sort your Edit Report by Edit Number with these options. (When you
retrieve your edit report, you also have an option to save a version sorted by FSCS ID by Edit
number.)
 Edit number by FSCSID– this is the default setting.
 Edit number by Annotation Status by FSCS ID
4.1.3

Auto Save Data in View/Key/Update

You can set this option to:
 Yes
 No – this is the default setting. If you change data and do not ‘Save’ you will
receive a pop-up message when you attempt to leave the page. You can
either cancel or accept the change at that time.
4.1.4


4.2

Auto Generate Totals in View/Key/Update
Yes – generates a total only if all details are reported.
No – this is the default setting.

View/Key/Update

Select State Char, AE, or Outlet to navigate to the appropriate screen you wish to update.
Buttons that allow you to ‘Save’, ‘Reset’, and ‘Print Page’ appear at the bottom of every page.
Use your Tab key to move from field to field or use your mouse.
If you did not choose to automatically save your corrections, be sure to click on ‘Save’
before leaving the page. To exit any of these screens, select Survey Status from the menu bar to
return to the main WebPLUS page.
4.2.1

State Characteristics

This screen consists of four data items. There is no link from this page to any other page
except the Survey Status, User Options, and the Data Element Definitions, or you can choose to
Logout. Once you have completed your updates you must return to the Survey Status if you want
to continue with further actions.
4.2.2

Administrative Entity

Data for administrative entity records is collected in nine screens. An additional screen for
the associated outlets is available to access outlet data for that administrative entity. The names
of each screen are provided as links on the left side of the screen. You can use your mouse to
click on any of the links to go to the page you wish to correct. You can also scroll through the
pages using the “Previous Page” and “Next Page” buttons located below the page links.

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DATA KEYING

You can go to another administrative entity record by selecting one from the drop down menu
at the top of the page. The records are listed by NAME by default. You can choose another sort
order under User Options. “First”, “Previous”, “Next”, and “Last” buttons are available at the top
of the screen if you want to scroll through the records.
If you make a change to name and address information for an administrative entity, you
must also select the appropriate status code (the name/address status codes and their values are
included in Appendix B) to identify whether the change is an official name change or whether the
address change indicates an actual location change.
NOTE: Any changes to the name or address fields will require you to run the
Match Report before you can proceed with any further processing of your
submission.
4.2.3

Outlets

Outlet records require only one screen. You have two options to view your outlet
records:
 You can access an outlet record from the parent administrative entity record. Only
those outlets associated with the administrative entity are available to view this way.
 You can access all outlet records from the Tools menu. You can navigate through all
of the outlet records from this option by using the drop down menu or the ‘Next’
button if you choose to scroll.
If you make a change to name and address information for an outlet, you must also
select the appropriate status code (the name/address status codes and their values are included
in Appendix B) to identify whether the change is an official name change or whether the address
change indicates an actual location change.
NOTE: Any changes to the name or address fields will require you to run the
Match Report before you can proceed with any further processing of your
submission.
4.3

Structure Changes

You can add, remove, change, or reset records through the Structure Changes menus.
You can also resolve any missing prior-year records. Under the Tools menu, select ‘Structure
Changes’ and then ‘AE’ or ‘Outlet’ depending on the record you need to change. Currently, you
are restricted to one structure change per administrative entity or outlet record.
Please note: When you complete all of your structure changes, you must complete
a successful Match Report before you can continue processing your submission

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4.3.1

DATA KEYING
Administrative Entity Structure Change Options

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4.3.2

DATA KEYING
Outlet Structure Change Options

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5

MATCH REPORT
MATCH REPORT

After you import/enter data, you must run a successful match report. This step is
necessary to record structure changes, (e.g., new or closed libraries), as well as official name and
location changes to ensure file integrity. The match report compares your current-year records to
the prior-year records on the publicly released data file using the FSCS ID information. After a
successful match is run, new ID’s are assigned to new libraries.
From the Reports menu, select Run Match Report to generate an Excel workbook that
will detail the results of the match. If the program does not encounter any problems, any new
administrative entities and outlets will be assigned FSCS IDs and you will see a message to
proceed with the edit report. If the program cannot resolve the information you provide, you will
see messages in the report letting you know what is causing a problem.
You must resolve all discrepancies in the match report. You can fix your original file and
re-import, or you may be able to resolve problems through the Structure Change options under
the Tools menu. If you need the prior-year FSCS ID information, you can use the File Export
facility under the Tools menu. Appendix C provides additional guidance in sorting out the match
report messages.
Please note: Any time you import a data file or make any structure, name, or
address changes to either an outlet or administrative entity record from the data
keying screens, you must rerun the match report.

5.1

Match Report

All results of the match are displayed in an Excel workbook with multiple worksheets.
While you can view the report from the browser window, the implementation of Excel can be
incomplete and we recommend saving the report by choosing “Save Target As” or “Save Link As”
to your computer. If you wish to simply view the report, right-click on “Open”.
The report is not linked to the database. You must make any corrections by either
importing a new file or through the WebPLUS screens, i.e., structure change menu
and the name and address status code fields.
Note: Sometimes one error will produce more than one error message on the match
report.
The Excel workbook has the following worksheets:


Summary – provides an overview and count of match errors. Specific errors can be
found on the subsequent worksheets.

If you do not have any match problems, you will see the message: “Match has
completed successfully. Check 'New ID' Sheet.” New FSCS ID’s will be assigned to any new
administrative entity/outlets.
Otherwise, you will see which of the following conditions that failed, with a count of match
errors per AE/Outlet:
Invalid Status Code (STATSTRU)
Record found current year but not prior year
Record found prior year but not current year
All FSCSKEYs and OLDIDs must be unique (unless “-3’)

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All LIBIDs must be unique for AE records
FSCS ID information must equal -3
FSCS ID information cannot equal -3
LINKID must equal -3
LINKID cannot equal -3
PARENTID must equal -3
PARENTID cannot equal -3
OLDID must equal -3
OLDID cannot equal -3
These records do not comply with the rules for Adoption
These records do not comply with the rules of Marriage
Cannot restore Record, there is no old AE
Administrative entity does not have any outlets
Outlet record is not on the AE file
PARENTID is not on the AE file
STATNAME and LIBNAME are inconsistent with the PY file
STATADDR and ADDRESS are inconsistent with the PY file


New ID - provides the list of any new FSCS ID numbers that were generated. No
resolution is required for these records because the software does not assign new
identification numbers until the match is successful.



Admin Single – displays problems with structure changes involving only one
administrative entity record:

INVALID Status Code
This AE was not on the PY file
This AE was reported last year, but is missing on the CY file
FSCSKEY cannot be -3 for STATUS (“00”, “08”, “09”, or “24”) Records
FSCSKEY must be -3 for STATUS (“02”, “03”, “04”, “05”, “10”, “13”, “22”, or “23”) Records
LINKID cannot be -3 for STATUS (“01” or “05”) Records
LINKID must be -3 for STATUS (“00”, “02”, “03”, “04”, “08”, “09”, “10”, “13”, “22”, “23”, or “24”)
Records
OLDID cannot be -3 for STATUS (“03”, “10”, or “23”) Records
OLDID must be -3 for STATUS (“00”, “02”, “04”, “08”, “09”, “13”, “22”, or “24”) Records
Cannot restore AE, there is no old AE with STATUS (“03”, “10”, or “23”)
Admin record does not have any outlets


Admin Multi – displays problems with structure changes involving multiple administrative
entity records:

All FSCSKEYs and OLDIDs must be Unique (unless -3)
All LIBIDs must be Unique for AE records
These records do not comply with the rules of Adoption
These records do not comply with the rules of Marriage


Outlet Single – displays problems with structure changes involving only one outlet record:

INVALID Status Code

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This Outlet was not on the PY file
This Outlet was reported last year, but is missing on the CY file
FSCSKEY cannot be -3 for STATUS (“00”, “08”, “09”, or “24”) Records
FSCSKEY must be -3 for STATUS (“02”, “03”, “04”, “05”, “10”, “11”, “13”, “22”, or “23”)
Records
FSCS_SEQ cannot be -3 for STATUS (“00”, “08”, “09”, or “24”) Records
FSCS_SEQ must be -3 for STATUS (“02”, “03”, “04”, “05”, “10”, “11”, “13”, “22”, or “23”)
Records
LINKID cannot be -3 for STATUS (“01” or “05”) Records
LINKID must be -3 for STATUS (“00”, “02”, “03”, “04”, “08”, “09”, “10”, “13”, “22”, “23”, or “24”)
Records
OLDID cannot be -3 for STATUS (“03”, “04”, “10”, “11”, or “23”) Records
OLDID must be -3 for STATUS (“00”, “02”, “08”, “09”, “13”, “22”, or “24”) Records
PARENTID cannot be -3 for STATUS (“02”, “04”, “11”, “13”, or “22”) Records
PARENTID must be -3 for STATUS (“00”, “01”, “03”, “08”, “09”,”10”, “23”, or “24”) Records
Cannot restore Outlet, there is no old AE with STATUS (“03”, “10”, or “23”)
Outlet Record is not on the AE File
PARENTID is not on the AE File


Outlet Multi – displays problems with structure changes involving multiple outlet records:

All FSCSKEYs and OLDIDs must be Unique (unless -3)
These records do not comply with the rules of Adoption
These records do not comply with the rules of Marriage


Name Changes – displays records with name change problems

STATNAME Invalid
STATNAME 00 and Name Change
STATNAME 07 and no name change
STATNAME 15 and no name change


Address Changes – displays records with address change problems

STATADDR Invalid
STATADDR 00 and Address Change
STATADDR 07 and no name change
STATADDR 15 and no name change

5.2



Restorable AE – provides a list of all closed, deleted, and temporary closure entities for
the state used as a reference



Restorable Outlet – provides a list of all closed, deleted, and temporary closure for the
state used as a reference
Resolving Unsuccessful Records

Please see Appendix C – Resolving the Match Report, for specific instructions and
examples for how to resolve each individual match error.

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The match report runs assuming that the status structure code is the intended value and
checks that the format of the record is consistent with the code. For example, if you wanted to
close a library and used the correct STATSTRU = ‘03’ but did not make the appropriate entries
for the FSCSKEY and OLDID fields, the software will generate an error message.
The report displays information about the record, status code, and the error message.
The error messages refer to problems with the format of a record based on the status structure
change code you provide. If the status code is incorrect, you simply have to change it to the
correct code. Otherwise, you must adjust the AE or Outlet information to match the status code.
You can correct fields on your data file and import the revised file. Or, for most problems,
you can use the Structure Change menu option under the Tools menu. The “Resolve Records
Listed on Prior Year Not Included on Current Year” option is the only way to resolve records that
were on the prior-year but missing on the current year. However, you must fix problems with
duplicate FSCS ID or OLDID information directly in the data file and import again.
The Restorable AE tab and the Restorable Outlet tab are provided for your reference.
The Restorable AE tab provides a list of all closed, deleted, and temporary closure entities for
your state. Before you open a newly created administrative entity (birth), structure code 02, you
should check this tab to make sure that the administrative entity you are trying to newly create is
truly new. Meaning, the administrative entity was not previously reported and then closed,
deleted, or temporarily closed. This preserves the historical and longitudinal record for your state.
This also applies for the Restorable Outlet tab.
HINT: Name and address changes can generate the largest number of error messages.
You can run the match report and then decide how best to make corrections. For example, if you
find that you are getting messages because all of the current-year address fields are incorrect
you might want to copy the prior-year addresses to the current year and import the revised file.
However, if you only need to change the status code for a few records, you can simply use the
View/Key/Update screens.

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6

EDIT REPORT
EDIT REPORT

Once you have completed a successful match you must run the Edit Report by selecting
Edit Report from the Reports menu.
The report is displayed in an Excel workbook with multiple worksheets and is not linked
to the database. You must make changes to your data through the data keying options or
through an updated import file. (Please note that if you import a corrected file you will have to run
the match again.)
While you can view the report from the browser window, the implementation of Excel can
be incomplete. We recommend saving the report by right-clicking on “Save Target As” or “Save
Link As” and browsing to a location on your computer. Right-click on “Open” if you choose to
simply view the report.
Please note: You cannot annotate an edit report through the browser window.
You must save the edit report, record and save your annotation(s) in the workbook, and
import the revised version into WebPLUS.
You can select one of two sort orders for the edit report from the browser window: Sort
by edit number by FSCS ID, or FSCS ID by edit number. (You can sort the Edit Number by
FSCS ID report by annotation status from the User Options menu).
Annotations to accompany your Edit Report are an essential part of your submission.
These provide verification and explanations for data that flag edit conditions but are correct. You
must have at least one non-critical edit annotated before you can complete your
submission. If you make data changes or add annotations, you must rerun the edit report before
you can lock your submission.
6.1

Edit Messages and Conditions

A full list of edits and conditions are included under the WebPLUS Help menu
options and are also published online on the IMLS website. In addition to the current-year
and historical edits, the conditions for internal checks conducted by the Census Bureau during
edit follow-up are included. The types of edits are listed below:
6.1.1




Current-Year Edits

Critical edits must be resolved before you can lock your submission.
o Any –2 value
o Zero or –1 in any population data element
o The state population is less than the unduplicated population
o Non-response to 100% response items
o Discrepancies between the number of outlets reported on the administrative
entity record and its outlet records
o A subset item is greater than the total (e.g., “Total Circulation” is less than
“Circulation of Children’s Materials”)
o Any occurrence where fully reported detail data do not equal the reported total
Other current-year edits
o Reporting patterns for data elements with detail items where not all items are
reported (e.g., “Total Librarians” and “Total Staff” are reported as equal but
“Other Paid Employees” is –1)
o Inter-item comparison ratios (e.g., “Total Circulation” to “Annual Visits”)
o Logical (e.g., an individual administrative entity’s report period start date is before
the state’s report period start date)
o Magnitude (e.g., “Databases” is greater than 1,000)

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o
6.1.2

Definitional (e.g., “Print Materials” is zero)
Historical Edits

Historical edits compare current-year to prior-year data as follows:
 Prior-year was –1 and current-year is zero
 Prior-year was –1 and current-year is 1
 Prior-year was greater than a calculated value and current-year is zero
 Current-year is greater than a calculated value and prior-year is zero
 Current-year and prior-year have the same value
 Current-year to prior-year ratio is outside a specified range
6.1.3 Internal Edits Performed at the Census Bureau




State level
o Over 65% of a data element was –1 in the prior-year and is reported zero for
the current-year
o Sum of any numeric variable is zero
Other edits
o A special summation check for operating expenditures
o More than 85% non-response for an administrative entity
o Street address checks
o Discrepancies in address information between administrative entity and
outlet records
o State abbreviations in the address or city fields
o Testing inter-item ratios

6.2 Annotations
Annotations are stored in the WebPLUS database and are applied to the edits when you
run the edit report.
You can upload your annotation file into WebPLUS through the Import option under the
Tools menu in the following formats:




A comma delimited text file (see Annotation Import File Specifications in Appendix D)
Fixed length text file (see Annotation Import File Specifications in Appendix D)
Excel file (see Annotation Import File Specifications in Appendix D)

After you have uploaded your annotations and if you need to make more, you can upload them
through the edit report. Save the Excel file generated by running the edit report, record your
annotations, and re-upload the revised version.
Please note that only annotations associated with individual edits will display in the edit
report. If you have a general explanation that applies to several libraries, you must copy that
explanation into the annotations column for each record that applies.
Please remember to review the Tables under the Reports option to check for any
large state-wide discrepancies before locking.

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7

SURVEY LOCK
SURVEY LOCK

The Survey Lock is located under the Tools menu. The user must verify that they want to
lock their data.
The following conditions must be met to lock your data:
 No critical edits are found when the edits are run. (Note: Critical edits are identified on the
Edit Report in red. Also, “Critical Edit” is displayed in the edit message.)
 If there are non-critical edits flagged, then at least one annotation is present.

The respondent can perform the following actions after locking:
 View Survey Status
 Export data
 View blank survey form
 Run tables
 View help documents
 Access External Links
 Logout
After survey lock, the application does not allow the respondent to change any data, import
files, perform the match routine, or run the Edit Report.

8

STATE LIBRARIAN CERTIFICATION
After the survey is locked, submit your paper certification by fax or scan and email.

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STATE CHARACTERISTICS DATA ENTRY SCREEN

Appendix A – Survey Instrument (Data Entry Screens and
Data Element Definitions)
State Characteristics Page

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ADMINISTRATIVE ENTITY DATA ENTRY SCREEN
Administrative Entity – Name/Addresses

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Administrative Entity – Other Identification

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Administrative Entity – Pop/Outlets/Staff

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Administrative Entity – Operating Revenue

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Administrative Entity – Operating Expenditures

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Administrative Entity – Capital

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Administrative Entity – Library Collections

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Administrative Entity – Service Measures

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Administrative Entity – Programs/Other Electronic

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OUTLET DATA ENTRY SCREEN

Outlet Page

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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.

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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
administrative entity.

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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.
CO—County/Parish. An organized local government

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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
Outlets where Administrative Offices are separate. An
administrative entity that serves the public directly with two or

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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.
Note: The Population of Legal Service Area

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(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.

208

Population of the Legal
Service Area

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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,

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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.

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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.
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

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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).

Collection Expenditures
This includes all operating expenditures from the library budget for all materials in print,

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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.

358

Total Operating
Expenditures

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This is the sum of Total Staff Expenditures, Total Collection
Expenditures, and Other Operating Expenditures (data
elements #352, #356, and #357).

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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
405

Total Capital
Expenditures

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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

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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 /
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

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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”
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”.

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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”.

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.

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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)

458

Total Licensed
Databases

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.

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

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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,
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

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The total annual circulation of all children’s materials in all
formats to all users, including renewals.

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ADMINISTRATIVE ENTITY DATA ELEMENT DEFINITIONS
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.
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.

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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
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,

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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.)

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)

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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

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OUTLET 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

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direct public library service.
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 multipleoutlet 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 coequal outlets and no principal collection, report all such outlets
as branches, not central libraries.

710

Metropolitan Status
Code

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Select one of the following. Bookmobiles should report the
code which best describes their primary service area.

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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
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 off-limits 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.

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OUTLET DATA ELEMENT DEFINITIONS

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-by-Mail 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 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

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NAME AND ADDRESS CHANGES

Appendix B – Name, Address, and Structure Changes
Name and Address Changes
In direct data entry, changes to the name and address information for an administrative
entity/outlet can be made through the appropriate View/Update/Key screens. Note: If you make a
change to either field you must also select the appropriate status code (the codes and their
values are listed below) to identify whether the change is an official name change or whether the
address change indicated an actual location change. For administrative entities, status code
changes are made in survey item 152a – Name Status and item 153a – Address Status. For
outlets, status code changes are entered in survey item 702a – Name Status and item 703a –
Address Status.
If you are importing your data, the name and address status codes for all administrative entities
and outlets should be recorded in the STATNAME and STATADDR fields on the import files.

Name Changes for Administrative Entities and Outlets
Name changes do not require any additional information other than the FSCS ID# information
and the code indicating the status (STATNAME) of the field.
No Change from Last Year
 STATNAME is ‘00’
Official Name Change
 STATNAME is ‘06’
Preferred Spelling for Library Name
 STATNAME is ‘14’

Address Changes for Administrative Entities and Outlets
Address changes do not require any additional information other than the FSCS ID# information
and the code indicating the status (STATADDR) of the field.
No Change from Last Year
 STATADDR is ‘00’
Move to New Location
 STATADDR is ‘07’
Preferred Street Address
 STATADDR is ‘15’

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Administrative Entity Structure Changes

In direct data entry, changes to the structure of administrative entities can be made through the
Structure Changes screens by selecting Structure Changes and AE from the Tools menu.
If you are importing your data, the administrative entity structure changes should be recorded
using the following codes in the STATSTRU field. Diagrams are included for each type of
structure change to clearly indicate what the fields on the file should contain. The diagrams are
only partial representations of the file. An ‘X’ means that information must be supplied for that
field. If the information in that column is not needed for the change, please use ‘-3’ to indicate not
applicable.

00 – No Change from Last Year
This simply means that nothing about the library’s structure has changed from the previous year.
The only information required is the FSCSKEY and STATSTRU.





FSCSKEY = the prior year FSCSKEY
STATSTRU = 00
LINKID = -3
OLDID = -3

FSCSKEY
X

STATSTRU
00

LINKID
-3

OLDID
-3

Example:
The New York Public Library is still the New York Public Library. The FSCSKEY is provided since
the library will be included on the current-year file. No other records are involved so the LINKID is
not needed. The OLDID field is not needed since no information is required for the historical
tracking.
The record appears as follows:

FSCSKEY
NY0778

STATSTRU
00

LINKID
-3

OLDID
-3

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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01 – Existing Administrative Entity Absorbs Another Administrative Entity
(Adoption)
When one or more administrative entities is no longer functioning independently and now
operates as part of an existing administrative entity, the LINKID is required so that we can identify
which records are involved. At least two records must exist for a valid adoption to occur.
Note: All outlet records for an adopted administrative entity must be dispatched. Please
see the section on preparing outlet import files for details. Options for the existing outlets
are:




Adopted by another outlet of the adopting or a different parent administrative
entity
Closed
Moved to another administrative entity

For the record that is ‘adopting’ other administrative entities:
 FSCSKEY = the prior year FSCSKEY
 STATSTRU = 01
 LINKID is user defined but must be the same as the adopted entity
 OLDID = -3
For the record(s) being ‘adopted’:
 FSCSKEY = -3
 STATSTRU = 01
 LINKID is user defined but must be the same as the adopting entity
 OLDID = the prior year FSCSKEY
FSCSKEY
X
-3

Adopting
Adopted

STATSTRU
01
01

LINKID
X
X

OLDID
-3
X

Example:
The Hershey Public Library and the Middletown Public Library operated under the administrative
entity of the Dauphin County Library System to form one county library in the current year.
Three records are required to adequately resolve the match. The record for Dauphin should
contain the current year data because this is the currently active administrative entity. The other
two administrative entities will not be included on the final release files but will be maintained on
the WebPLUS file so the structure change must be properly tracked.
The resulting records appear as follows:

Dauphin
Hershey
Middletown

FSCSKEY
PA0222
-3
-3

STATSTRU
01
01
01

LINKID
PA1
PA1
PA1

OLDID
-3
PA0221
PA0223

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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02 – Newly Created Administrative Entity (Birth)
When a completely new library has opened in the current year, we track that as a birth.
We need the following information in the following fields:






FSCSKEY = -3
STATSTRU = 02
LINKID = -3
OLDID = -3
LIBID = State assigned (must be unique)

New AE

FSCSKEY
-3

STATSTRU
02

LINKID
-3

OLDID
-3

LIBID
X

Since the FSCSKEY has not been assigned there is no information for the respondent to provide.
Adding a new record for a new library does not involve another library so the LINKID is
unnecessary. Since this is a new record, no OLDID exists from the previous year file.

Please reference the Restorable AE tab on the Match before you open a newly created
administrative entity (birth) to make sure that the administrative entity you are trying to newly
create is truly new. Meaning, the administrative entity was not previously reported and then
closed, deleted, or temporarily closed.

For Future Administrative Entities that requested a FSCS ID in a previous year, the reporting year
that the library does open, the STATSTRU will be a 02 and the FSCSKEY will be the previously
assigned FSCS ID when the record was submitted initially as a Future ID as follows:

New AE

FSCSKEY
ID

STATSTRU
02

LINKID
-3

OLDID
-3

LIBID
X

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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03 – Closed (Death)
If an administrative entity closed in the current year we track the change simply with the
STATSTRU = 03.
The record should include the following information:





FSCSKEY = -3
STATSTRU = 03
LINKID = -3
OLDID = the prior year FSCSKEY

Closed AE

FSCSKEY
-3

STATSTRU
03

LINKID
-3

OLDID
X

Example:
The River Bluffs Regional Library did not operate in the current year. The FSCSKEY is not
included on the record because it will not be included in the current year. There is no other record
involved so the LINKID is not needed. However, the historical file needs to be updated so the
FSCSKEY from the prior year must be supplied in the OLDID field.
The record appears as follows:

River Bluffs

FSCSKEY
-3

STATSTRU
03

LINKID
-3

OLDID
MO0148

To ‘Delete a Future’ use STATSTRU = 10, Delete an Incorrect Record.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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04 – Move Outlet to a Newly Created Administrative Entity (Divorce)
If an outlet has broken away from a parent administrative entity to form its own independent
library, we must create a parent administrative entity record to establish the new FSCSKEY.
Note: Please see instructions for Outlet Structure Changes to create the outlet record. This
code is used when preparing an Import file only.





FSCSKEY = -3
STATSTRU = 04
LINKID = -3
OLDID = -3

New AE

FSCSKEY
-3

STATSTRU
04

LINKID
-3

OLDID
-3

Example:
The Chino Valley Public Library left the Yavapai County Library administration to form an
autonomous entity. A record with the current-year data should be on the file for administrative
entities.
The FSCSKEY is not yet assigned, there is no OLDID, and the LINKID is not relevant since no
other records are involved. Therefore these fields should have nothing but ‘-3’.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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05 – Merge Two or More Administrative Entities to Form a New Library
(Marriage)
When two or more administrative entities merge into a newly formed library at least three records
should exist on the file. One includes information for the new library and current year data.
Additionally, at least two records must exist for the libraries that will be forming the new library.
Note: Outlet records for merged administrative entities must be dispatched. Please see the
section on preparing outlet import files for details. Options for the existing outlets are:
o Adopted by another outlet of a different parent administrative entity
o Closed
o Merged to another administrative entity
o Moved to another administrative entity
New administrative entity (New AE):
 FSCSKEY = -3
 STATSTRU = 05
 LINKID is the same as the LINKID for the records (below) that are merging.
 OLDID = -3
Two (or more) administrative entities that are merging out of existence (Old AEs):
 FSCSKEY = -3
 STATSTRU = 05
 LINKID is the same as the LINKID of the New AE.
 OLDID = the prior year FSCSKEY

New AE
Old AE
Old AE

FSCSKEY
-3
-3
-3

STATSTRU
05
05
05

LINKID
X
X
X

OLDID
-3
X
X

Example:
The Bloomfield Public Library, Aztec Public Library, and Farmington Public Library dissolved as
administrative entities and formed a wholly new administrative entity under the name of the San
Juan Public Library in the current year. This change requires four records to process. One record
will contain all the information for the new San Juan Public Library along with the current year
data. Each of the administrative entities that are no longer in operation must be included with the
same LINKID as the new record. A new FSCSKEY must be assigned to the new library so that
field is not applicable. The OLDID field is valid only for the previously existing records.

San Juan
Bloomfield
Aztec
Farmington

FSCSKEY
-3
-3
-3
-3

STATSTRU
05
05
05
05

LINKID
NM1
NM1
NM1
NM1

OLDID
-3
NM0074
NM0004
NM0014

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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08 – Restore/Undo Was a 03 (Reopen a Closed Administrative Entity)
If a library was closed for a time and is reopening, you want to keep the previously assigned
FSCSKEY identification number. You can obtain a list of administrative entities that are eligible to
restore by selecting File Export under the Tools menu. Check for FSCSKEYs with historical code
of 03 to find the correct identification number for your record.





FSCSKEY = FSCSKEY from the list of previously closed entities
STATSTRU = 08
LINKID = -3
OLDID = -3

Restored AE

FSCSKEY
X

STATSTRU
08

LINKID
-3

OLDID
-3

Example:
The Old Harbor Library reopened in the current year and needs to be included on the data file.
Since the administrative entity existed previously we want to maintain the FSCSKEY so that
needs to be entered on the record. The LINKID field is not necessary because no other records
are involved. The OLDID is not needed because the record will be on the current-year file.
The record appears as follows:

Old Harbor

FSCSKEY
AK0108

STATSTRU
08

LINKID
-3

OLDID
-3

Please reference the Restorable AE tab on the Match to find the closed administrative entity,
structure code 03, to restore the administrative entity as a restore/undo was a 03, structure code
08. This will prevent you from opening a newly created administrative entity (birth) that was
previously reported and then closed.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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09 – Restore/Undo Was a 10 (Undo a Deleted Administrative Entity)
Libraries removed from the survey for other reasons than a closure can also be restored. You can
obtain a list of administrative entities that are eligible to restore by selecting File Export under the
Tools menu. Check for FSCSKEYs with historical code of 10 to find the correct identification
number for your record.





FSCSKEY = the FSCSKEY from the list of previously deleted entities
STATSTRU = 09
LINKID = -3
OLDID = -3

Restored AE

FSCSKEY
X

STATSTRU
09

LINKID
-3

OLDID
-3

Example:
The Winding Rivers Library System should be included in the current year submission but was
deleted previously. Since the administrative entity existed at one time, the FSCSKEY should be
used for the current-year file. The LINKID field is not necessary because no other records are
involved. The OLDID is not needed because the record will be on the current-year file.
The record appears as follows:

Winding
Rivers

FSCSKEY
WI9013

STATSTRU
09

LINKID
-3

OLDID
-3

Please reference the Restorable AE tab on the Match to find the administrative entity with the
delete an incorrect record, structure code 10, to restore the administrative entity as a
restore/undo was a 10, structure code 09. This will prevent you from opening a newly created
administrative entity (birth) that was previously reported and then deleted.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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10 – Delete an Incorrect Record
If a library record should not be on the survey, include a record on the file with the following
information to indicate the record is no longer on the file:





FSCSKEY = -3
STATSTRU = 10
LINKID = -3
OLDID = the prior year FSCSKEY

Deleted AE

FSCSKEY
-3

STATSTRU
10

LINKID
-3

OLDID
X

Example:
The Scotia Public Library was removed from the survey. The FSCSKEY field is not applicable
because the record will not be on the current-year file. There is no other record involved so the
LINKID is not necessary. The OLDID field must contain the FSCSKEY from the prior year file in
order to update the historical file.
The resulting record appears as follows:

Scotia

FSCSKEY
-3

STATSTRU
10

LINKID
-3

OLDID
NE9038

To ‘Delete a Future’ use STATSTRU = 10, Delete an Incorrect Record.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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ADMINISTRATIVE ENTITY STRUCTURE CHANGES

13 – Add an Existing Administrative Entity Not Previously Reported
To add a library that is not brand new but now meets the FSCS requirements for a public library
we require the following information:
FSCSKEY = -3
STATSTRU = 13
LINKID = -3
OLDID = -3

New AE

FSCSKEY
-3

STATSTRU
13

LINKID
-3

OLDID
-3

Since the FSCSKEY has not been assigned the respondent has no information to provide.
Adding a new record for a library does not involve another library so the LINKID is unnecessary.
And again, because it is a new record, the OLDID field is not needed.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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ADMINISTRATIVE ENTITY STRUCTURE CHANGES

22 – Future Administrative Entity FSCS ID Request
(NOTE to SDC: all Future Library requests MUST be cleared by the SDC before
proceeding)
If a library has not yet opened in the current year but requires an FSCS ID, you can request a
Future ID. The library will not be carried on final files that are released to the public for the current
year, but the ID will be kept on the PY file in WebPLUS file for the next reporting year. The record
should include the following information:





FSCSKEY = -3
STATSTRU = 22
LINKID = -3
OLDID = -3

Future AE

FSCSKEY
-3

STATSTRU
22

LINKID
-3

OLDID
-3

Example:
The River Bluffs Regional Library was built during FY09 but will not open their doors until
FY2011. The library would like to have an FSCS ID for budgetary purposes. They will first need to
clear the request with their State Data Coordinator. The FSCS ID will not be carried on the final
current year files that are released to the public, but the ID will be kept and the library will appear
on the following year’s prior year file.
Since the FSCSKEY has not been assigned, there is no information for the respondent to
provide. Adding a new record for a future library does not involve another library, so the LINKID is
unnecessary. Since this is a new record, no OLDID exists from the previous year.
The record appears as follows:

River Bluffs

FSCSKEY
-3

STATSTRU
22

LINKID
-3

OLDID
-3

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.
If a Future is reported for a second (or more) year, the FSCSKEY field contains the value
previously assigned as follows:

Future AE

FSCSKEY
ID

STATSTRU
22

LINKID
-3

OLDID
-3

For the reporting year that the library does open, the STATSTRU will be a 02 and the FSCSKEY
will be the previously assigned FSCS ID when the record was submitted initially as a Future ID.
To ‘Delete a Future’ use STATSTRU = 10, Delete an Incorrect Record.

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ADMINISTRATIVE ENTITY STRUCTURE CHANGES

23 – Temporary Closure
If an administrative entity closed for PART of the current year, we track the change with the
STATSTRU = 23. The record should include the following information:





FSCSKEY = X (the current FSCSKEY)
STATSTRU = 23
LINKID = -3
OLDID = -3

Closed AE

FSCSKEY
-3

STATSTRU
23

LINKID
-3

OLDID
X

Example:
The River Bluffs Regional Library closed for part of the current year due to reconstruction. The
library will be kept on the current year file, but marked as temporarily closed, so we will need to
keep the same FSCSKEY. There is no other record involved so the LINKID is not needed. No
OLDID is needed.
The record appears as follows:

River Bluffs

FSCSKEY
-3

STATSTRU
23

LINKID
-3

OLDID
MO0148

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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ADMINISTRATIVE ENTITY STRUCTURE CHANGES

24 – Restore/Undo Was a 23 (Reopen a Temporarily Closed Administrative
Entity)
If a library was temporarily closed with a structure code of 23 and is now ready to reopen, you
want to keep the previously assigned FSCSKEY identification number. You can obtain a list of
administrative entities that are eligible to restore by selecting File Export under the Tools menu.
Check for FSCSKEYs with historical code of 23 to find the correct identification number for your
record.





FSCSKEY = FSCSKEY from the list of previously closed entities
STATSTRU = 24
LINKID = -3
OLDID = -3

Restored AE

FSCSKEY
X

STATSTRU
24

LINKID
-3

OLDID
-3

Example:
The Old Harbor Library was temporarily closed for renovations and reopened in the current year.
It needs to be included on the data file. Since the administrative entity previously existed, we want
to maintain the FSCSKEY so that needs to be entered on the record. The LINKID field is not
necessary because no other records are involved. The OLDID is not needed because the record
will be on the current-year file.
The record appears as follows:

Old Harbor

FSCSKEY
AK0108

STATSTRU
24

LINKID
-3

OLDID
-3

Please reference the Restorable AE tab on the Match to find the temporary closure, structure
code 23, to restore the administrative entity as a restore/undo was a 23, structure code 24. This
will prevent you from opening a newly created administrative entity (birth) that was previously
reported and then temporarily closed.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES
Outlet Structure Changes

In direct data entry, changes to the structure of outlets can be made through the Structure
Changes screens by selecting Structure Changes and Outlet from the Tools menu.
If you are importing your data, the outlet structure changes should be recorded using the
following codes in the STATSTRU field. Diagrams are included for each type of structure change
to clearly indicate what the fields on the file should contain. The diagrams are only partial
representations of the file. An ‘X’ means that information must be supplied for that field. If the
information in that column is not needed for the change, please use ‘-3’ to indicate not applicable.

00 – No Change from Last Year
This simply means that nothing about the outlet’s structure has changed from the previous year.
The only information required is the FSCSKEY, FSCS_SEQ and STATSTRU.







FSCSKEY = the prior year FSCSKEY
FSCS_SEQ = the prior year FSCS_SEQ
STATSTRU = 00
LINKID = -3
PARENTID = -3
OLDID is = -3

Outlet

FSCSKEY
X

FSCS_SEQ
X

STATSTRU
00

LINKID
-3

PARENTID
-3

OLDID
-3

Example:
The Greenbrier County library operated in the current year just as it did the prior year. The
FSCSKEY is provided since the outlet will be included on the current-year file. No other records
are involved so the LINKID is not needed. The PARENTID is not necessary since the FSCSKEY
will associate the outlet with the correct administrative entity record. The OLDID field is not
needed since no information is required for the historical tracking.
The resulting record appears as follows:

Greenbrier

FSCSKEY
WV0082

FSCS_SEQ
002

STATSTRU
00

LINKID
-3

PARENTID
-3

OLDID
-3

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

01 –Existing Outlet Absorbs Another Outlet (Adoption)
If one or more outlets no longer function independently and now operates as part of another
existing outlet, we require the following information for the records involved, i.e., you should have
at least 2 records.
Outlet 'adopting' one or more outlets:
 FSCSKEY = the prior year FSCSKEY
 FSCS_SEQ = the prior year FSCS_SEQ
 STATSTRU = 01
 LINKID is the same as the LINKID of the outlet that is being absorbed.
 PARENTID = the LIBID of the parent administrative entity
 OLDID = -3
Outlet(s) being 'adopted':
 FSCSKEY = -3
 FSCS_SEQ = -3
 STATSTRU = 01
 LINKID is the same as the LINKID of the existing outlet
 PARENTID = -3
 OLDID = the prior year FSCSKEY and FSCS_SEQ, e.g. AL0002-002

Adopting
Adopted

FSCSKEY
X
-3

FSCS_SEQ
X
-3

STATSTRU
01
01

LINKID
X
X

PARENTID
-3
-3

OLDID
-3
X

Example:
The Ira Township Library moved its collection to the Yale Public Library and did not operate in the
current year. Since the Yale Public Library was open, a current year record should be included on
the outlet file with the same FSCSKEY/FSCS_SEQ as the prior year. The LINKID is required for
both outlet records to make the appropriate connection. The PARENTID is not necessary for
either record. Yale has FSCSKEY value as an active outlet that associates it with the parent
record and Ira Township will not be on the current-year file. The OLDID is required for Ira
Township in order to make the necessary updates to the historical table.
The resulting records appear as follows:

Yale
Ira

FSCSKEY
MI0321
-3

FSCS_SEQ
011
-3

STATSTRU
01
01

LINKID
MI01
MI01

PARENTID
-3
-3

OLDID
-3
MI0321006

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

02 – Newly Created Outlet (Birth)
When a completely new library has opened in the current year, we track that as a birth. We need
the following information in the following fields:







FSCSKEY = -3
FSCS_SEQ = -3
STATSTRU = 02
LINKID = -3
PARENTID = LIBID of the parent administrative entity
OLDID = -3

New Outlet

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
02

LINKID
-3

PARENTID
X

OLDID
-3

Example:
The Oneida County District added a bookmobile. While the FSCSKEY exists for the parent
administrative entity the sequence number (FSCS_SEQ) needs to be assigned. The LINKID is
not necessary because no other record is involved. The PARENTID must be the LIBID of the
parent administrative entity to determine the FSCSKEY and next available sequence number. An
OLDID does not exist.
The resulting record appears as follows:

Oneida

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
02

LINKID
-3

PARENTID
IDMA

OLDID
-3

Please reference the Restorable Outlet tab on the Match before you open a newly created outlet
(birth) to make sure that the outlet you are trying to newly create is truly new. Meaning, the outlet
was not previously reported and then closed, deleted, or temporarily closed.

For Future Outlets that requested a FSCS ID in a previous year, the reporting year that the library
does open, the STATSTRU will be a 02 and the FSCSKEY and FSCS_SEQ will be the previously
assigned FSCS ID when the record was submitted initially as a Future ID and the PARENTID will
be -3 as follows:

New Outlet

FSCSKEY
ID

FSCS_SEQ
ID

STATSTRU
02

LINKID
-3

PARENTID
-3

OLDID
-3

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

03 – Closed (Death)
If an outlet is closed in the current year we track the change simply with the STATSTRU = 03.
Include a record on the file with the following information:







FSCSKEY = -3
FSCS_SEQ = -3
STATSTRU = 03
LINKID = -3
PARENTID = -3
OLDID = the prior year FSCSKEY and FSCS_SEQ, e.g. AL0002-002

Closed
Outlet

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
03

LINKID
-3

PARENTID
-3

OLDID
X

Example:
The Kitsap Regional Library stopped its bookmobile service. Since the bookmobile outlet will not
be on the current-year file, the FSCSKEY and FSCS_SEQ fields are not needed. No other record
is involved so the LINKID is not needed. The PARENTID field is also not needed. The OLDID is
required for historical tracking.
The record appears as follows:

Kitsap

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
03

LINKID
-3

PARENTID
-3

OLDID
WA0060012

To ‘Delete a Future’ use STATSTRU = 10, Delete an Incorrect Record.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

04 – Move Outlet to Newly Created Administrative Entity (Divorce)
If an outlet has broken away from a parent administrative entity to form its own independent
library, we require the following information on the outlet file:
Note: Please see instructions for Administrative Entity Structure Changes for creating the
record for the parent.
FSCSKEY = -3
FSCS_SEQ = -3
STATSTRU = 04
LINKID = -3
PARENTID = the LIBID of the newly created administrative entity.
OLDID = the prior year FSCSKEY and FSCS_SEQ, e.g. AL0002-002

Moved
Outlet

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
04

LINKID
-3

PARENTID
X

OLDID
X

Example:
The Chino Valley Public Library left the Yavapai County Library administration to form an
autonomous entity. A new FSCSKEY and FSCS_SEQ must be assigned and so are not required
on the record. The LINKID is not needed because there is only one record involved. The
PARENTID must be the LIBID of the newly created parent administrative entity so that the outlet
is associated with the correct parent record. The OLDID field is needed to track the historical
change.
The record appears as follows:

Chino
Valley

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
04

LINKID
-3

PARENTID
CHINO

OLDID
AZ0146002

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

05 – Merge Two or More Outlets to Form a New Outlet (Marriage)
When two or more outlets merge into a newly formed library you should include a record for the
new library that contains the current year data as well as records for the outlets that are merging,
i.e., you should have at least three records. We require the following information:
New outlet:
 FSCSKEY = -3
 FSCS_SEQ = -3
 STATSTRU = 05
 LINKID = the LINKID of the outlets that are merging.
 PARENTID = the LIBID of parent administrative entity
 OLDID = -3
Two (or more) outlets that are merging out of existence:
 FSCSKEY = -3
 FSCS_SEQ = -3
 STATSTRU = 05
 LINKID = the LINKID of the new outlet
 PARENTID = -3
 OLDID = the prior year FSCSKEY and FSCS_SEQ, e.g. AL0002-002

New
Outlet
Old Outlet
Old Outlet

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
05

LINKID
X

PARENTID
X

OLDID
-3

-3
-3

-3
-3

05
05

X
X

-3
-3

X
X

Example:
The Cimarron City Library consolidated all of its collection into a new central facility in the county.
A record for the new outlet with the current-year information must be on the file and a record for
each of the outlets that will be closing as a result of the merge. The FSCSKEY and FSCS_SEQ
fields will be assigned. The LINKID ensures that the correct records are included in the structure
change. The PARENTID is required for the new record only. The LIB ID of the administrative
entity provides the association to the correct parent record. The OLDID is required for the old
outlet records for historical tracking.
The records appear as follows:

Gray County
Cimarron City
1
Cimarron City
2
Cimarron City
3

FSCSKEY
-3
-3

FSCS_SEQ
-3
-3

STATSTRU
05
05

LINKID
KS1
KS1

PARENTID
KS0048
-3

-3

-3

05

KS1

-3

-3

-3

05

KS1

-3

OLDID
-3
KS0299002
KS0299004
KS0299005

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

08 – Restore/Undo Was a 03 (Reopen a Closed Outlet)
If a library was closed for a time and is reopening, you want to keep the previously assigned
FSCSKEY/FSCS_SEQ identification number. You can obtain a list of outlets that are eligible to
restore by selecting File Export under the Tools menu. Check for FSCSKEY/FSCS_SEQ with
historical code of ‘03’ to find the correct identification number for your record.







FSCSKEY = FSCSKEY from the list of previously closed entities
FSCS_SEQ = FSCS_SEQ from the list of previously closed entities for the FSCSKEY
STATSTRU = 08
LINKID = -3
PARENTID = -3
OLDID = -3

Restored
Outlet

FSCSKEY
X

FSCS_SEQ
X

STATSTRU
08

LINKID
-3

PARENTID
-3

OLDID
-3

Example:
The Old Harbor library is restored on the administrative entity file and so the outlet record is also
restored. The FSCSKEY and FSCS_SEQ fields are required because the record will be on the
current-year file. The LINKID is not needed because no other records are involved. The
PARENTID is not needed because the outlet can be associated to the parent record from the
FSCSKEY field. The OLDID is also not needed.
The record appears as follows:

Old Harbor

FSCSKEY
AK0108

FSCS_SEQ
002

STATSTRU
08

LINKID
-3

PARENTID
-3

OLDID
-3

Please reference the Restorable Outlet tab on the Match to find the closed outlet, structure code
03, to restore the outlet as a restore/undo was a 03, structure code 08. This will prevent you from
opening a newly created outlet (birth) that was previously reported and then closed.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

09 – Restore/Undo Was a 10 (Undo a Deleted Outlet)
Libraries removed from the survey for other reasons than a closure can also be restored. You can
obtain a list of outlets that are eligible to restore by selecting File Export under the Tools menu.
Check for FSCSKEY/FSCS_SEQ with historical code of 10 to find the correct identification
number for your record.







FSCSKEY = the FSCSKEY from the list of previously deleted outlet records
FSCS_SEQ = the FSCS_SEQ from the list of previously deleted outlets for the
FSCSKEY
STATSTRU = 09
LINKID = -3
PARENTID = -3
OLDID = -3

Restored
Outlet

FSCSKEY
X

FSCS_SEQ
X

STATSTRU
09

LINKID
-3

PARENTID
-3

OLDID
-3

Example:
The Winding River Library System was restored to the administrative entity file and the outlet
should also be restored. The FSCSKEY and FSCS_SEQ fields are required since it will be on the
current-year file. The LINKID field is not necessary because no other records are involved. The
PARENTID is not necessary because the FSCSKEY provides the association to the parent
record. The OLDID is also not needed.
The record appears as follows:

Winding
River

FSCSKEY
WI9013

FSCS_SEQ
003

STATSTRU
09

LINKID
-3

PARENTID
-3

OLDID
-3

Please reference the Restorable Outlet tab on the Match to find the outlet with the delete an
incorrect record, structure code 10, to restore the outlet as a restore/undo was a 10, structure
code 09. This will prevent you from opening a newly created outlet (birth) previously reported and
then deleted.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

10 – Delete an Incorrect Record
If a library record should not be on the survey, include a record on the file with the following
information to indicate the record is no longer on the file:







FSCSKEY = -3
FSCS_SEQ = -3
STATSTRU = 10
LINKID = -3
PARENTID = -3
OLDID = the prior year FSCSKEY/FSCS_SEQ, e.g. AL0002-002

Deleted
Outlet

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
10

LINKID
-3

PARENTID
-3

OLDID
X

Example:
The Scotia Public Library was removed from the survey. The FSCSKEY and FSCS_SEQ fields
are not applicable because the record will not be on the current-year file. There is no other record
involved so the LINKID is not necessary. The OLDID field must contain the
FSCSKEY/FSCS_SEQ from the prior year file in order to update the historical file.
The resulting record appears as follows:

Scotia

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
10

LINKID
-3

PARENTID
-3

OLDID
NE9038001

To ‘Delete a Future’ use STATSTRU = 10, Delete an Incorrect Record.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

11 – Outlet Moves to Different Previously Existing Administrative Entity
If an outlet comes under the jurisdiction of another administrative entity that currently exists, we
require the following information:
 FSCSKEY = -3
 FSCS_SEQ = -3
 STATSTRU = 11
 LINKID = -3
 PARENTID = the LIBID of the parent administrative entity the outlet is moving
 OLDID = the prior year FSCSKEY-FSCS_SEQ, e.g., AL0002-002

Moved
Outlet

FSCSKEY

FSCS_SEQ

STATSTRU

LINKID

-3

-3

11

-3

PARENTI
D
X

OLDID
X

Example:
Going back to the merge example for administrative entities where the Bloomfield, Aztec, and
Farmington Public libraries merged to form a county library we need to resolve the outlets. For
simplicity we’ll say that all of the outlets will be operating under the newly created administrative
entity called San Juan Public Library. The FSCSKEY and FSCS_SEQ fields will be assigned by
the WebPLUS application. The LINKID is not necessary because even though there are several
records they are processed independently in this structure change. The PARENTID is the LIB ID
of the new San Juan Public Library so that the outlets can be associated with the correct parent
record. The OLDID field is necessary for historical tracking.
The records appear as follows:

Bloomfield

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
11

LINKID
-3

PARENTID
SANJUAN

Aztec

-3

-3

11

-3

SANJUAN

Farmington

-3

-3

11

-3

SANJUAN

OLDID
NM0074002
NM0004002
NM0014002

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

13 – Add an Existing Outlet Not Previously Reported
To add an outlet that is not brand new but now meets the FSCS definition for a public library, we
require the following information:







FSCSKEY = -3
FSCS_SEQ = -3
STATSTRU = 13
LINKID = -3
PARENTID = the LIBID of the parent administrative entity
OLDID = -3

New Outlet

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
13

LINKID
-3

PARENTID
103-445

OLDID
-3

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

22 – Future Outlet FSCS ID Request
(NOTE to SDC: all Future Library requests MUST be cleared by the SDC before
proceeding)
If a library has not yet opened in the current year but requires an FSCS ID, you can request a
Future ID. The library will not be carried on final files that are released to the public for the current
year, but the ID will be kept on the PY file in WebPLUS file for the next reporting year. The record
should include the following information:







FSCSKEY = -3
FSCS_SEQ = -3
STATSTRU = 22
LINKID = -3
PARENTID = LIBID of the parent administrative entity
OLDID = -3

New Outlet

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
22

LINKID
-3

PARENTID
X

OLDID
-3

Example:
The Oneida Regional Library was built during FY09 but will not open their doors until FY2011.
The library would like to have an FSCS ID for budgetary purposes. They will first need to clear the
request with their State Data Coordinator. The FSCS ID will not be carried on the final current
year files that are released to the public, but the ID will be kept and the library will appear on the
following year’s prior year file.
Any new Administrative Entity requires an associated Outlet as well. Since the FSCSKEY has not
been assigned, there is no information for the respondent to provide. Adding a new record for a
future library does not involve another library, so the LINKID is unnecessary. Since this is a new
record, no OLDID exists from the previous year.
The resulting record appears as follows:

Oneida

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
22

LINKID
-3

PARENTID
IDMA

OLDID
-3

If a Future is reported for a second (or more) year, the FSCSKEY and FSCS_SEQ fields contain
the values previously assigned and the PARENTID will be -3 as follows:

New Outlet

FSCSKEY
ID

FSCS_SEQ
ID

STATSTRU
22

LINKID
-3

PARENTID
-3

OLDID
-3

For the reporting year that the library does open, the STATSTRU will be a 02 and the FSCSKEY
and FSCS_SEQ will be the previously assigned FSCS ID when the record was submitted initially
as a Future ID and the PARENTID will be -3.
To ‘Delete a Future’ use STATSTRU = 10, Delete an Incorrect Record.
NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

23 – Temporary Closure
If an outlet closed for PART of the current year, we track the change with the STATSTRU = 23.
The record should include the following information:







FSCSKEY = -3
FSCS_SEQ = -3
STATSTRU = 23
LINKID = -3
PARENTID = -3
OLDID = the prior year FSCSKEY and FSCS_SEQ, e.g. AL0002-002

Closed Outlet

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
23

LINKID
-3

PARENTID
-3

OLDID
X

Example:
The Scotia Public Library closed for part of the current year due to reconstruction. The library will
be kept on the current year file, but marked as temporarily closed, so we will need to keep the
same FSCSKEY. There is no other record involved so the LINKID is not needed. No OLDID is
needed.
The record appears as follows:

Scotia
Public
Library

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
23

LINKID
-3

PARENTID
-3

OLDID
NE9038001

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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OUTLET STRUCTURE CHANGES

24 – Restore/Undo Was a 23 (Reopen a Temporarily Closed Outlet)
If a library was temporarily closed with a structure code of 23 and is now ready to reopen, you
want to keep the previously assigned FSCSKEY identification number. You can obtain a list of
administrative entities that are eligible to restore by selecting File Export under the Tools menu.
Check for FSCSKEYs with historical code of ‘23’ to find the correct identification number for your
record.







FSCSKEY = FSCSKEY from the list of previously closed entities
FSCS_SEQ = FSCS_SEQ from the list of previously closed entities for the FSCSKEY
STATSTRU = 24
LINKID = -3
PARENTID = -3
OLDID = -3

Restored
Outlet

FSCSKEY
X

FSCS_SEQ
X

STATSTRU
24

LINKID
-3

PARENTID
-3

OLDID
-3

Example:
The Old Harbor Library was temporarily closed for renovations and reopened in the current year.
The administrative entity and outlet files need to be included on the data file. The FSCSKEY and
FSCS_SEQ fields are required because the record will be on the current-year file. The LINKID is
not needed because no other records are involved. The PARENTID is not needed because the
outlet can be associated to the parent record from the FSCSKEY field. The OLDID is also not
needed.
The record appears as follows:

Old Harbor

FSCSKEY
AK0108

FSCS_SEQ
002

STATSTRU
24

LINKID
-3

PARENTID
-3

OLDID
-3

Please reference the Restorable Outlet tab on the Match to find the temporary closure, structure
code 23, to restore the outlet as a restore/undo was a 23, structure code 24. This will prevent
you from opening a newly created outlet (birth) previously reported and then temporarily closed.

NOTE: If you are preparing an import file, it is important to remember that you cannot have
any empty or blank fields on your file. Fill all non-applicable fields with –3.

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Appendix C – Resolving the Match Report
Resolving the Match Report by Worksheet by Message
Except for invalid codes and duplicate IDs, the messages on the match report are general
because they refer to format problems on the record. The information on each record must be
consistent with the status code in order for the match to complete properly.
The following information is organized by the worksheet in the report by edit message.
Except for an outright invalid value and the restore options, the following instructions assume
the status code is the intended value. If you find you need to change the status code, you
should check the record’s identifying information (e.g., FSCSKEY, OLDID, LINKID, etc.) to be
sure it is consistent with the new code. You can refer to Appendix D for the correct structure
codes and formats.
Examples and diagrams are provided. Please note that the diagrams are partial
representations of the import record that pertain only to the match.
Reminder: Depending on how a record is formatted, you may see more than one error
message that relates to a single record and possibly on different worksheets.

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I.

ADMIN SINGLE
Admin Single
Each record has a message to indicate the type of problem the must be resolved.
A. INVALID Status Code
You can use WebPLUS to reset the record to the prior year’s status code through the
Structure Change menu, or you can correct the data file to import again. The only
valid entries for the STATSTRU field on the administrative entity file are:
“00“ – no change
“01“ – one administrative entity or outlet absorbs one or more administrative
entities or outlets (adoption)
“02“ – new
“03“ – closed
“04“ – outlet forms independent administrative entity
“05“ – two administrative entities or outlets merged into a new library (marriage)
“08“ – previously closed administrative entity or outlet is restored
“09“ – previously omitted administrative entity or outlet is restored
“10“ – an administrative entity or outlet is removed from the survey
“13” – a previously existing library is added to the survey for the first time
“22” – future administrative entity FSCS ID request
“23” – temporary closure of an administrative entity or outlet
“24” – previously temporarily closed administrative entity or outlet is restored

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B.

ADMIN SINGLE
This AE was not on the PY file
Any entry other than –3 in the FSCSKEY or OLDID fields must have a
corresponding record on the prior-year public release data file. You can obtain a
prior-year file from the Export Files utility under the Tools menu.
Possible solutions:
i. A record was included on the current-year file in error and should be
removed.
You can delete the record either from your import file or through the Structure
Change menu option to “Delete an Incorrect Record”.
ii. The OLDID entry is incorrect. Check for a possible data entry error. If
that is not the problem, check the prior-year record from the File Export
to ensure you are using the correct FSCS ID information.
Example: The Beaver County Public Library System closed in the current-year.
The prior-year FSCS ID# for the administrative entity is OK0010. That
information was entered incorrectly in the OLDID field.
Note: This record will generate two error messages. In addition to the OLDID not
being on the prior-year file, you will see a message that OK0010 was on the
prior-year but not the current.
FSCSKEY
-3

STATSTRU
03

LINKID
-3

OLDID
OK1010

STATSTRU
03

LINKID
-3

OLDID
OK0010

Corrected:
FSCSKEY
-3

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C.

This AE was reported last year, but is missing on the CY file
An administrative entity was on the survey in the last collection but is not
included on the current file.
i. The record is not on the import file. You can either:
1. Use the “Resolve Records Listed on Prior Year Not Included
on Current Year” option on the Structure Change menu in
WebPLUS.
a. Mark this existing Administrative Entity as being
closed
b. Mark this Administrative Entity as being deleted (as an
incorrect record)
c. Retain the prior year record
2. Add a record to the current file with an appropriate status
code.
a. If the administrative entity is still active, the status
code is “00” or possibly “01” with the correct FSCS
information in the FSCSKEY field.
b. If it is inactive, possible status codes are “01“, “03“,
“05“, ‘10’, or ‘23’ with the FSCSKEY provided in the
OLDID field.
ii. The entry in either the FSCSKEY or OLDID field is incorrect. Check
the prior-year file to ensure you have the same FSCS ID# information for
the administrative entity name listed.
Example:
The Beaver County Public Library System prior-year FSCS ID appears to
be missing because it was entered incorrectly in the OLDID field.

FSCSKEY
-3

STATSTRU
03

LINKID
-3

OLDID
OK1010

STATSTRU
03

LINKID
-3

OLDID
OK0010

Corrected:
FSCSKEY
-3

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D.

FSCSKEY cannot be -3 for STATUS (“00”, “08, “09”, or “24”) Records
You must supply FSCS ID# information for all records that will be included on the
current-year file.
Example:
The Stillwater Public Library is being restored to the survey but the FSCSKEY
information is in the wrong field. (You can obtain a list of restorable records from
the File Export feature under Tools.)
FSCSKEY
-3

STATSTRU
08

LINKID
-3

OLDID
OK0089

FSCSKEY
OK0089

STATSTRU
08

LINKID
-3

OLDID
-3

Corrected:

Example:
The FSCSKEY for the Inola Public Library was entered in the OLDID field.
Hint: This error will produce two messages on the report. The other is “OLDID
must be –3 for STATUS 00 Records.”
FSCSKEY
-3

STATSTRU
00

LINKID
-3

OLDID
OK0050

FSCSKEY
OK0050

STATSTRU
00

LINKID
-3

OLDID
-3

Corrected:

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E.

FSCSKEY must be -3 for STATUS ("02", "03", "04", "05", "10", “13”, “22”, or
“23”) Records
i. New records are identified by status codes "02", “04", “05” for a newly
created administrative entity from a merge, and “13”, or “22” . Because
WebPLUS assigns new FSCS IDs only after a successful match, this
information does not exist for records with these structure change codes.
If the status code is correct on the record, the only appropriate entry is “3” for the FSCSKEY field.
ii. Inactive records that are excluded from the current-year are “01” for an
adopted administrative entity, “03”, “10”, and “23”. All FSCS ID
information is required in the OLDID field so the information will be
recorded appropriately to the historic file and omitted from the current
year table.
Example:
The Medford Public Library is closed for the current processing year so the
FSCSKEY entry should be in the OLDID field.
FSCSKEY
OK0063

STATSTRU
03

LINKID
-3

OLDID
-3

FSCSKEY
-3

STATSTRU
03

LINKID
-3

OLDID
OK0063

Corrected:

iii. Status code “05” signals a newly formed library as well as at least two
inactive records. All three records must have -3 in FSCSKEY field.
Example:
The Sentinel Public Library and the Chickasha Public Library are forming
a new library. When the record for the new Sam Houston Memorial
Library was created, the Sentinel Public Library FSCS ID was left on the
record.
FSCSKEY
OK0024

STATSTRU
05

LINKID
New1

OLDID
-3

FSCSKEY
-3

STATSTRU
05

LINKID
New1

OLDID
OK0024

FSCSKEY
-3

STATSTRU
05

LINKID
New1

OLDID
OK0021

Corrected: In this instance only the ‘new’ record needs to be changed.
FSCSKEY
-3

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05

LINKID
New1

OLDID
-3

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F.

LINKID cannot be -3 for STATUS ("01" or “05") Records
Adoptions and marriages are structure changes that involve more than one
administrative entity record. In order to process the records correctly the
LINKID field must be the same for all associated records.
You must identify the associated records and enter the proper LINKID value.
Adoption Example: The Cherokee City-County Library is adopting the
Carmen Public Library. Unfortunately, the LINKID fields for the two records
were not completed.
FSCSKEY
OK0020
-3

STATSTRU
01
01

LINKID
-3
-3

OLDID
-3
OK0016

FSCSKEY
OK0020
-3

STATSTRU
01
01

LINKID
OK1
OK1

OLDID
-3
OK0040

Corrected:

Merge (marriage) Example: The Frederick Public Library and the Grandfield
Public Library merged to form a new Tillman County Public Library. When the
record for the new administrative entity was added to the file, the LINKID was
omitted.
FSCSKEY
-3
-3
-3

STATSTRU
05
05
05

LINKID
OK4
OK4
-3

OLDID
OK0038
OK0040
-3

FSCSKEY
-3
-3
-3

STATSTRU
05
05
05

LINKID
OK4
OK4
OK4

OLDID
OK0038
OK0040
-3

Corrected:

Please note: The LINKID field is the same for records in the same
transaction but should be unique for each set of records.

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G. LINKID must be -3 for STATUS ("00", "02", "03", "04", "08", "09", "10", “13”,
“22”, “23”, or “24”) Records
The LINKID field is only required when two or more records are affected by the same
structure change. Any records with the values listed above for STATSTRU must have
the LINKID field as -3.
Example:
The Vinita Public Library is closed for the current-year. This does not involve another
administrative entity so the LINKID is unnecessary.

FSCSKEY
-3

STATSTRU
03

LINKID
OK0094

OLDID
OK0094

FSCSKEY
-3

STATSTRU
03

LINKID
-3

OLDID
OK0094

Corrected:

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H.

OLDID cannot be –3 for STATUS ("03", “10” or “23”) Record
Records that will not be on the current-year administrative entity file must provide
the OLDID field value for historical tracking purposes.
Example:
Wynnewood Public Library was closed for the current year. The software is
looking for the FSCS ID information in the OLDID field so that the record can be
successfully posted to the historic table.
FSCSKEY
OK0103

STATSTRU
03

LINKID
-3

OLDID
-3

FSCSKEY
-3

STATSTRU
03

LINKID
-3

OLDID
OK0103

Corrected:

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I.

OLDID must be -3 for STATUS ("00", "02", “04”, "08", "09", “13”, “22” or
“24”) Records
The OLDID is not appropriate for records included on the current-year file. Any
record with the listed values for STATSTRU must have the OLDID field set to -3.
Example:
The Oilton Public Library is reopening and must be restored to the survey. The
OLDID field was mistakenly filled with the FSCS ID# that should be in the
FSCSKEY field.

FSCSKEY
-3

STATSTRU
08

LINKID
-3

OLDID
OK0072

FSCSKEY
OK0072

STATSTRU
05

LINKID
-3

OLDID
-3

Corrected:

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J.

Cannot restore AE, there is no old AE with STATUS (“03”, “10” or “23”)
Records
Each restore code specifically relates to the type of delete action that originally
removed the record from the survey. If the current record is truly a restore, refer
to the file of eligible restore records to determine the correct status code to
restore the record to the survey.
Example:
The Elgin Community Library was temporarily closed and is now ready to reopen.
The record is on the historical table with a code of ‘03’ so the correct restore
code is ‘08’.
FSCSKEY
OK0115

STATSTRU
09

LINKID
-3

OLDID
-3

FSCSKEY
OK0115

STATSTRU
08

LINKID
-3

OLDID
-3

Corrected:

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K.

Admin record does not have any outlets
Every administrative entity must be associated with at least one outlet record.
Possible solutions:
i. Check the outlet file to determine if record(s) are missing from the file
1. If the administrative record was added or restored to the
current-year file but the outlets were omitted either add or restore
the records as appropriate.
2. If the records were removed from the file through a structure
change, e.g. adopted by another administrative entity or merged
with another outlet:
a. If the action is correct, remove the administrative
entity record with the appropriate structure change.
b. If the action is not correct:
i. Fix the outlet record, import, and rerun the
match.
ii. Reset the outlet record through the Structure
Change option from the Tools menu.
3. If the records were omitted from the file:
a. Add the record to the import file, input again, and rerun the match.
b. Add the record to the database through the Structure
Change option from the Tools menu.
ii. If the appropriate record or records are on the outlet file:
1. For a new outlet, check the PARENTID field to be sure it is
the same as the LIBID of the parent administrative entity.
2. For restored or prior-year outlets, check the FSCSKEY field
to be sure it is correct.

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II.

ADMIN MULTI
Admin Multi
This worksheet lists all records associated by the LINKID in structure changes that
involve more than one administrative entity. Only one message will be provided for each
set of associated records because more than one record may require attention.
A. All FSCSKEYs and OLDIDs must be Unique (unless -3)
The FSCS identification information is unique for every administrative entity record
whether it is active or inactive. The OLDID is the FSCSKEY from prior-years and
must be uniquely referenced on the current-year file.
Example:
This record has the same value for the FSCSKEY and OLDID fields. Since the status
code is “00” for this example, the OLDID field should be “-3”.

FSCSKEY
OK0003

STATSTRU
00

LINKID
-3

OLDID
OK0003

FSCSKEY
OK0003

STATSTRU
00

LINKID
-3

OLDID
-3

Corrected:

Example:
The Fairview City Library closed but the OLDID information was entered incorrectly
and matches another record with the same FSCSKEY value.
FSCSKEY
-3

STATSTRU
03

LINKID
-3

OLDID
OK0073

FSCSKEY
OK0037

STATSTRU
00

LINKID
-3

OLDID
-3

Corrected:

In this case, you will also get a message on the Admin Single page because OK0037
is on the prior-year file but not on the current-year.

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B. All LIBIDs must be UNIQUE for AE records
The LIBID field is used to associate outlet records with the parent administrative
entity and therefore must not be duplicated on the administrative entity file.

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C. These records do not comply with the rules for Adoption
An adoption occurs when two or more administrative entities merge but one of them
remains on the current file. These records must share the same LINKID value so
that the correct ones are processed together. The information required is different for
the record that will be on the current file than for the record(s) that will be excluded.
Refer to Appendix D for diagrams illustrating how the records should be constructed.
Possible solutions:
i.

If your Match Report shows only one record with status “01”.
1. If a record is missing, you must include the record(s) for the other
administrative entities involved.
2. If the LINKID is missing on another record in your file, you must correct
it.

ii.

If two or more records have the same LINKID but the status codes are not all
“01”, determine if the records listed are supposed to be associated.
1. If they are not and the status code is correct, change the value of the
LINKID field to “-3”.
2. If they are, change the status code to “01”.

iii.

If two or more records exist on the current file with the same LINKID and status
“01” you must examine the individual records to determine the problem.

iv.

The record that will remain on the file:
1. The FSCSKEY must exist on the prior year file.
2. The OLDID must be “-3”.

v.

The record(s) not left on the file:
1. The FSCSKEY must be “-3”.
2. The OLDID must exist on the prior-year file.

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D. These records do not comply with the rules for Marriage
A marriage occurs when two or more administrative entities merge to create a wholly
new administrative entity. This is different from the adoption structure change
because a record must be on the file that contains the data for the newly formed
administrative entity. All of the records must share the same LINKID value so that
the correct ones are processed together. Different information is required for each
record to determine which is the new administrative entity record and which are being
removed from the survey.
Refer to Appendix B for diagrams illustrating how the records should be constructed.
Possible solutions:
i.

If your Match Report shows less than three records with status code “05”
1. If any records are missing, you must add them to the file.
2. If the LINKID is missing on one or more records, you must add it to the
appropriate administrative entities.

ii.

If three or more records share the same LINKID but the status codes are not “05”
for all, determine if the records listed are supposed to be associated.
1. Change the LINKID to “-3” if they are not associated and the status
codes are correct.
2. Change the status code to “05” if the records are associated.

iii.

If three or more records exist on the current file with the same LINKID and status
“05” you must examine the individual records to determine the problem.
1. The record that will be created for the current file
a. The FSCSKEY must be “-3”.
b. The OLDID must be”-3”.
2. The records not remaining on the file
a. The FSCSKEY must be “-3”.
b. The OLDID must exist on the prior-year file.

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III.

OUTLET SINGLE
Outlet Single
Each record has a message to indicate the type of problem that must be resolved.
A.

INVALID Status Code
The only valid entries for the STATSTRU field on the outlet file are:
“00“ – no change
“01“ – one administrative entity or outlet absorbs one or more
administrative entities or outlets (adoption)
“02“ – new
“03“ – closed
“04“ – outlet forms independent administrative entity
“05“ – two administrative entities or outlets merged into a new
library (marriage)
“08“ – previously closed administrative entity or outlet is restored
“09“ – previously omitted administrative entity or outlet is
restored
“10“ – an administrative entity or outlet is removed from the
survey
“11” – an outlet moves to a different parent administrative entity
“13” – a previously existing library is added to the survey for the
first time
“22” – future outlet FSCS ID request
“23” – temporarily closed outlet
“24” – previously temporarily closed outlet is restored

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B. This Outlet was not on the PY file
Any entry in the FSCSKEY-FSCS_SEQ or OLDID fields must have a corresponding
record on the prior-year file. You can obtain a prior-year file from the Files Export
utility under the Tools menu.
Possible solutions:
i.

A record was included on the current-year file in error and should be
removed. You can use the “Delete an Incorrect Record” option on the
Structure Change menu or simply delete the record from your data file and
import again.

ii.

The FSCSKEY-FSCS_SEQ or OLDID entry is incorrect. Check the prior-year
file to make corrections to your data file. You can only correct the import file
for this problem.
Example:
The Wright Library closed but the OLDID value is entered incorrectly.
FSCSKEY

FSCS_SEQ

LINKID

-3

STATSTR
U
03

-3

PARENTI
D
-3

-3

FSCS_SEQ
-3

STATSTRU
03

LINKID
-3

PARENTID
-3

OLDID
CR0074222

Corrected:
FSCSKEY
-3

iii.

OLDID
CR0074022

You intended to restore a previously closed record.
Example:
The Tulsa City-County Library System outlet was previously closed. The
record is a legitimate restore candidate so if it is to remain on the file the
value for STATSTRU should be ‘08’.
FSCSKEY
OK0093

FSCS_SEQ
022

STATSTRU
00

LINKID
-3

PARENTID
-3

OLDID
-3

FSCS_SEQ
022

STATSTRU
08

LINKID
-3

PARENTID
-3

OLDID
-3

Corrected:
FSCSKEY
OK0093

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C. This Outlet was reported last year, but is missing on the CY file
An outlet was on the survey in the last collection but is not included on the current
file.
Possible solutions:
i.

The entry in either the FSCSKEY-FSCS_SEQ or OLDID field is incorrect.
Check the prior-year file to ensure you have the same FSCS ID# information
for the outlet name listed.
Example:
The Alva Public Library (OK0003-002) is being adopted by another outlet.
The OLDID field is not correct and so the record appears to be unaccounted
from the previous year.
FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
01

LINKID
OK1

PARENTID
-3

OLDID
OK003-002

FSCSKEY

FSCS_SEQ

LINKID

-3

PARENTI
D
-3

OLDID

-3

STATSTR
U
01

Corrected:

OK1

OK0003002

Alternatively, you can use the “Resolve Records Listed on Prior Year Not
Included on Current Year” option on the Structure Change menu.
ii.

The record was omitted. Add a record to the current file with an appropriate
status code.
1. If the outlet is still active the status code is “00”.
2. If it is inactive possible status codes are “01“, “03“, “05“, “10”, or “23”.

iii.

A record was miscoded n the current-year file in error.
Please see Appendix B – Name, Address, and Structure Changes for detailed
explanation of name, address, and structure codes.

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OUTLET SINGLE

D. FSCSKEY cannot be -3 for STATUS ("00", "08", “09”, or “24”) Records or
FSCS_SEQ cannot be -3 for STATUS ("00", "08", “09”, or “24”) Records
You must supply FSCS ID# information for all records that will be included on the
current-year file.
Example:
The Newcastle Public Library appears missing from the file because no FSCS ID
information was provided. If the value for STATSTRU is correct, check the prior-year
file for the required information.
FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
00

LINKID
-3

PARENTID
-3

OLDID
-3

FSCS_SEQ
004

STATSTRU
00

LINKID
-3

PARENTID
-3

OLDID
-3

Corrected:

FSCSKEY
OK0070

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OUTLET SINGLE

E. FSCSKEY must be -3 for STATUS (“02”, “03”, “04”, “05”, “10”, “11”, “13”, “22”,
or “23”) Records or FSCS_SEQ must be -3 for STATUS (“02”, “03”, “04”, “05”,
“10”, “11”, “13”, “22”, or “23”) Records
i.

New records are identified by status codes “02", "04", "05” for a newly
created outlet from a merge, “11”, “13”, and “22”. Because the FSCS ID# has
not been assigned, no information for that field exists. The only appropriate
entry is “-3” for records with these codes.
Example:
The Ardmore Public Library central outlet is going to move to the Chickasaw
Regional Library System. Even though the FSCS ID information is available
for Chickasaw, the software must still assign the sequence number.
FSCSKEY
OK0006

FSCS_SEQ
-3

STATSTRU
11

LINKID
-3

PARENTID
1

OLDID
OK0006002

FSCS_SEQ
-3

STATSTRU
11

LINKID
-3

PARENTID
1

OLDID
OK0006002

Corrected:
FSCSKEY
-3

ii.

Inactive records that are excluded from the current-year are “03”, “05” where
existing outlets are forming a new outlet, “10” or “23”. Any FSCS ID
information is required in the OLDID field.
Example:
The Walters Public Library central outlet (OK0096-002) is merging with the
Watonga Public Library central outlet (OK0097-0002). The FSCS ID
information for these records should be in the OLDID field so it can be posted
to the historical table.
FSCSKEY
OK0096
OK0097

FSCS_SEQ
002
002

STATSTRU
05
05

LINKID
OK55
OK55

PARENTID
-3
-3

OLDID
-3
-3

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
05

LINKID
OK55

PARENTID
-3

-3

-3

05

OK55

-3

OLDID
OK0096002
OK0097002

Corrected:

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OUTLET SINGLE

F. LINKID cannot be -3 for STATUS (“01” or “05”) Record
Adoptions and marriages are structure changes that involve more than one outlet
record. In order to process the records correctly the LINKID field must be the same
for all associated records.
You must identify the associated records and enter the proper LINKID value.
Example:
The Chelsea Public Library outlet record is merging with another outlet but no
information is provided on the records involved in the structure change.
FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
05

LINKID
-3

PARENTID
-3

OLDID
OK0019002

Corrected:
With the LINKID provided WebPLUS can now identify the other two records involved
in the merge.
FSCSKEY
-3
-3

FSCS_SEQ
-3
-3

STATSTRU
05
05

LINKID
OK50
OK50

PARENTID
BOONE
-3

-3

-3

05

OK50

-3

WebPLUS Version 1.8

OLDID
-3
OK0019002
OK0020002

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OUTLET SINGLE

G. LINKID must be -3 for STATUS ("00", "02", "03", "04", "08", "09", "10", “11”,
“13”, “22”, “23” or “24”) Record
The LINKID field is only required when two or more records are affected by the same
structure change. Any records with the values listed above for STATSTRU must have
the LINKID field as -3.
Example:
The Florence Park Library central outlet is reopening after renovations are complete.
No other outlets are required for this structure change so there is no need for a
LINKID.
FSCSKEY
OK0093

FSCS_SEQ
008

STATSTRU
08

LINKID
FLO

PARENTID
-3

OLDID
-3

FSCS_SEQ
008

STATSTRU
08

LINKID
-3

PARENTID
-3

OLDID
-3

Corrected:
FSCSKEY
OK0093

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OUTLET SINGLE

H. OLDID cannot be -3 for STATUS ("03", "04", "10", “11”, or “23”) Records
Records that will not be on the current-year outlet file must provide the OLDID field
value for historical tracking purposes.
Example:
The Seiling Public Library is no longer a branch of the Western Plains Library System
and is now a branch of the Watonga Public Library. The outlet record will require new
FSCS ID information based on the PARENTID provided for Watonga and the OLDID
information is required for historical update.

FSCSKEY
OK0024

FSCS_SEQ
006

STATSTRU
11

LINKID
-3

PARENTID
98

OLDID
-3

FSCS_SEQ
-3

STATSTRU
11

LINKID
-3

PARENTID
98

OLDID
OK0024006

Corrected:
FSCSKEY
-3

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OUTLET SINGLE

I.

OLDID must be -3 for STATUS (“00”, “02”, "08", "09", “13”, “22”, or “24”)
Records
Records that will be on the current-year outlet file do not require OLDID information.
Example:
The Hollis Public Library is not undergoing any structural change for the current-year.
The only identification information needed is the FSCS ID fields.

FSCSKEY
OK0002

FSCS_SEQ
002

STATSTRU
00

LINKID
-3

PARENTID
-3

OLDID
OK0002002

FSCS_SEQ
002

STATSTRU
00

LINKID
-3

PARENTID
-3

OLDID
-3

Corrected:
FSCSKEY
OK0002

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OUTLET SINGLE

J. PARENTID cannot be -3 for STATUS (“02”, "04", “11”, “13”, or “22”) Records
The PARENTID is the field that links the outlet to the correct parent administrative
entity. It is defined as the LIBID of the parent record and must be provided when
outlets are added to the file or moving to a new parent.
Example:
The Davis Public Library is no longer a branch of the Chickasaw Regional Library
System but has moved to a new parent administrative entity. New FSCS ID
information will have to be assigned to the outlet record and the new parent
administrative entity record. The PARENTID must be provided in order to associate
the correct outlet and administrative entity records.

FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
04

LINKID
-3

PARENTID
-3

OLDID
OK0007013

FSCS_SEQ
-3

STATSTRU
04

LINKID
-3

PARENTID
138

OLDID
OK0007013

Corrected:
FSCSKEY
-3

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OUTLET SINGLE

K. PARENTID must be -3 for STATUS (“00”, “01”, “03”, “08”, “09”, “10”, “23”, or
“24”) Records
The FSCS ID# information is required for the status codes listed above so the
PARENTID is not needed to identify the parent administrative entity.
Example:
The Pond Creek City Library is being restored to the current-year file. Restored outlet
records must provide the FSCS ID information and can be associated to the
corrected parent administrative entity record. The PARENTID field is not required.

FSCSKEY
OK0108

FSCS_SEQ
002

STATSTRU
08

LINKID
-3

PARENTID
POND

OLDID
-3

FSCS_SEQ
002

STATSTRU
08

LINKID
-3

PARENTID
-3

OLDID
-3

Corrected:
FSCSKEY
OK0108

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OUTLET SINGLE

L. Cannot restore Outlet, there is no old Outlet with STATUS (“03”, “10”, or “23”)
Each restore code specifically relates to the type of delete action that originally
removed the record from the survey. If the current record is truly a restore, refer to
the file of eligible restore records to determine the correct status code to restore the
record to the survey.
Example:
The Kansas Public Library was previously closed and is now reopening. The
appropriate restore code for a closed outlet is “08”.
FSCSKEY
OK8001

FSCS_SEQ
001

STATSTRU
09

LINKID
-3

PARENTID
-3

OLDID
-3

FSCS_SEQ
001

STATSTRU
08

LINKID
-3

PARENTID
-3

OLDID
-3

Corrected:
FSCSKEY
OK8001

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OUTLET SINGLE

M. Outlet Record is not on the AE file
Every outlet record must have an active parent administrative entity record on the
current-year file.
Possible solutions:
i.

If the outlet record is active for the current-year under the FSCS ID
information provided:
1. The parent administrative entity may require correction in order to be
processed as a current-year record.
2. If the administrative entity record is missing from the current-year file,
add it ensuring that it is coded properly for current processing.

ii.

If the outlet record is NOT active for the current-year under the FSCS ID
information provided:
1. Correct the FSCS ID information if appropriate.
2. Remove the outlet record from the file.

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OUTLET SINGLE

N. PARENTID is not on the AE File
The PARENTID is the field that links the outlet to the correct parent administrative
entity. It is defined as the LIBID of the parent record and must be provided when
outlets are added to the file or moving to a new parent.
Possible solutions:
i.

If the administrative entity record is missing, add it to the file making sure that
the LIBID entry matches the PARENTID entry on the outlet record.

ii.

If the administrative entity record is present, make sure the LIBID and
PARENTID fields match.

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IV.

OUTLET MULTI
Outlet Multi
This worksheet lists all records associated by the LINKID in structure changes that
involve more than one outlet. Only one message will be provided for each set of
associated records because more than one record may require attention.
A.

All FSCSKEYs and OLDIDs must be Unique (unless -3)
The FSCS ID information is unique for every outlet record whether it is active or
inactive. The OLDID is the FSCSKEY from prior-years and must be uniquely
referenced on the current-year file.
Example:
The Suburban Acres Library is moving from its current parent administrative
entity to form its own administrative entity. Two records ended up on the file with
the same OLDID information because an incorrect ‘add’ record was not removed.
FSCSKEY
-3

FSCS_SEQ
-3

STATSTRU
02

LINKID
-3

PARENTID
OK200

-3

-3

04

-3

OK200

STATSTRU
04

LINKID
-3

PARENTID
OK200

OLDID
OK0093023
OK0093023

Corrected:
Remove the incorrect add record.
FSCSKEY
-3

WebPLUS Version 1.8

FSCS_SEQ
-3

OLDID
OK0093023

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OUTLET MULTI

B.

These records do not comply with the rules for Adoption
An adoption occurs when two or more outlets merge but one of them remains on
the current file. These records must share the same LINKID value so that the
correct ones are processed together. The information required is different for the
record that will be on the current file than for the record(s) that will be excluded.
Refer to Appendix D for diagrams illustrating how the records should be
constructed.
Possible solutions:
1. If your Match Report shows only one record with status “01”.
a. If a record is missing, you must include the record(s) for the other
outlet involved.
b. If the LINKID is missing on another record in your file, you must
correct it.
2. If two or more records have the same LINKID but the status codes are not all
“01”, determine if the records listed are supposed to be associated.
a.

If they are not and the status code is correct, change the value of
the LINKID field to “-3”.

b. If they are, change the status code to “01”.
3. If two or more records exist on the current file with the same LINKID and
status “01” you must examine the individual records to determine the
problem.
4. The record that will remain on the file:
a. The FSCSKEY-FSCS_SEQ must exist on the prior year file.
b.

The OLDID must be “-3”.

5. The record(s) not left on the file:
a. The FSCSKEY-FSCS_SEQ must be “-3”.
b. The OLDID must exist on the prior-year file.

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OUTLET MULTI

C.

These records do not comply with the rules for Marriage
A marriage occurs when two or more outlets merge to create a wholly new outlet.
This is different from the adoption structure change because a record must be on
the file that contains the data for the newly formed outlet. All of the records must
share the same LINKID value so that the correct ones are processed together.
Different information is required for each record to determine which is the new
outlet record and which are being removed from the survey.
Refer to Appendix D for diagrams illustrating how the records should be
constructed.
Possible solutions:
1. If your Match Report shows less than three records with status code
“05”.
a. If any records are missing, you must add them to the file.
b. If the LINKID is missing on one or more records, you must add it
to the appropriate outlets.
2. If three or more records share the same LINKID but the status codes are
not “05” for all, determine if the records listed are supposed to be
associated.
a. Change the LINKID to “-3” if they are not associated and the
status codes are correct.
b. Change the status code to “05” if the records are associated.
3. If three or more records exist on the current file with the same LINKID
and status “05” you must examine the individual records to determine the
problem.
a. The record that will be created for the current file.
i. The FSCSKEY-FSCS_SEQ must be “-3”.
ii. The OLDID must be”-3”.
b. The records not remaining on the file.
i. The FSCSKEY-FSCS_SEQ must be “-3”.
ii. The OLDID must exist on the prior-year file.

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V.

NAME CHANGES
Name Changes
This worksheet lists inconsistencies between the name status code (STATNAME) and
the year-to-year change in the administrative entity or outlet name.
A.

STATNAME Invalid
The only valid values for STATNAME are:
1. “00” – no change from the prior year
2. “06” – the administrative entity or outlet has made an official name
change
3. “14” – the administrative entity or outlet name has changed but it is not
an official change

B.

STATNAME 00 and Name Change
The name field value is not the same as the prior-year but the status code does
not explain the change.

C.

STATNAME 06 and no Name Change
The name field value is the same as the prior-year but the status code indicates
an official name change.

D.

STATNAME 14 and no Name Change
The name field value is the same as the prior-year but the status code indicates
that a minor name change has occurred.

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VI.

ADDRESS CHANGES
Address Changes
This worksheet lists inconsistencies between the street address status code
(STATNAME) and the year-to-year change in the physical location or street address of
the administrative entity or outlet record.
A.

STATADDR Invalid

The only valid values for STATNAME are:
1. “00” – no change from the prior year
2. “07” – the administrative entity or outlet has changed its physical location
3. “15” – the address has a minor change from the prior year but is still in the same
physical location
B.

STATADDR 00 and Address Change
The address field entry is not the same as the prior year but the status code does
not explain the change.

C.

STATADDR 07 and no Name Change
The address field entry is the same as the prior year but the status code
indicates a location change.

D.

STATADDR 15 and no Name Change
The address field entry is the same as the prior year but the status code
indicates a minor change.

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IMPORT FILE SPECIFICATIONS

Appendix D – Import File Specifications

Administrative Entity Import File Specifications
Variable
Name
FSCSKEY
STATSTRU
STATNAME
STATADDR
LINKID
OLDID
LIBID
LIBNAME
ADDRESS
CITY
ZIP
ADDRES_M
CITY_M
ZIP_M
CNTY
PHONE
C_RELATN
C_LEGBAS
C_ADMIN
C_FSCS
GEOCODE
LSABOUND
STARTDAT
ENDDATE
POPU_LSA
CENTLIB

Data Element Name
NCES Identification number
Status of AE record current to
prior year
Status of LIBNAME current to prior
year
Status of ADDRESS current to prior
year
User Defined, used to link two or
more AE together.
Old FSCSKEY
State assigned identification
number MUST BE UNIQUE
Legal Name
Physical Street Address
City
ZIP Code
Mailing Address
Mailing City
Mailing Zip Code
County
Phone
Interlibrary Relationship Code
Legal Basis Code
Administrative Structure Code
FSCS Public Library Definition
Geographic Code
Legal Service Area Boundary
Change
Reporting Period Start Date
(mm/dd/yyyy)
Reporting Period End Date
(mm/dd/yyyy
Population of the Legal Service
Area
Number of Central Libraries

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2

Excel / .csv
Type/
Column
Decimals
1A
Character
7B
Character

2

9C

Character

2

11 D

Character

20

13 E

Character

6
20

33 F
39 G

Character
Character

60
35
20
5
35
20
5
20
10
2
2
2
1
3
1

59 H
119 I
154 J
174 K
179 L
214 M
234 N
239 O
259 P
269 Q
271 R
273 S
275 T
276 U
279 V

Character
Character
Character
Character
Character
Character
Character
Character
Character
Character
Character
Character
Character
Character
Character

10

280 W

Character

10

290 X

Character

9

300 Y

Numeric/0

3

309 Z

Numeric/0

Width

ASCII
Position

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IMPORT FILE SPECIFICATIONS
Administrative Entity Import File Specifications

Variable
Name
BRANLIB
BKMOB
MASTER
LIBRARIA
OTHPAID
TOTSTAFF
LOCGVT
STGVT
FEDGVT
OTHINCM
TOTINCM
SALARIES
BENEFIT
STAFFEXP
PRMATEXP
ELMATEXP
OTHMATEX
TOTEXPCO
OTHOPEXP
TOTOPEXP
LCAP_REV
SCAP_REV
FCAP_REV
OCAP_REV
CAP_REV
CAPITAL
BKVOL
EBOOK
AUDIO_PH
AUDIO_DL
VIDEO_PH
VIDEO_DL
DB_LO_OT
DB_ST

Data Element Name
Number of Branch Libraries
Number of Bookmobiles
ALA-MLS
Total Librarians
All Other Paid Employees
Total Paid Employees
Local Government Revenue
State Government Revenue
Federal Government Revenue
Other Revenue
Total Revenue
Salaries & Wages Expenditures
Employee Benefits Expenditures
Total Staff Expenditures
Print Materials Expenditures
Electronic Materials Expenditures
Other Materials Expenditures
Total Collection Expenditures
Other Operating Expenditures
Total Operating Expenditures
Local Government Capital
Revenue
State Government Capital
Revenue
Federal Government Capital
Revenue
Other Capital Revenue
Total Capital Revenue
Total Capital Expenditures
Print Materials
Electronic Books
Audio - Physical Units
Audio - Downloadable Units
Video - Physical Units
Video - Downloadable Units
Local/Other licensed databases
State licensed databases

WebPLUS Version 1.8

Width
3
3
9
9
9
10
9
9
9
9
10
9
9
9
9
9
9
9
9
10
9

ASCII
Excel / .csv
Position
Column
312 AA
315 AB
318 AC
327 AD
336 AE
345 AF
355 AG
364 AH
373 AI
382 AJ
391 AK
401 AL
410 AM
419 AN
428 AO
437 AP
446 AQ
455 AR
464 AS
473 AT
483 AU

Type/
Decimals
Numeric/0
Numeric/0
Numeric/2
Numeric/2
Numeric/2
Numeric/2
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0

9

492 AV

Numeric/0

9

501 AW

Numeric/0

9
9
9
9
9
9
9
9
9
9
9

510 AX
519 AY
528 AZ
537 BA
546 BB
555 BC
564 BD
573 BE
582 BF
591 BG
600 BH

Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0

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IMPORT FILE SPECIFICATIONS
Administrative Entity Import File Specifications

Variable
Name
DATABASE
SUBSCRIP
HRS_OPEN
VISITS
REFERENC
REGBOR
TOTCIR
KIDCIRCL
ELMATCIR

LOANTO
LOANFM
TOTPRO
KIDPRO
YAPRO
TOTATTEN
KIDATTEN
YAATTEN
GPTERMS
PITUSR

Data Element Name
Total Licensed databases
Current Print Serial Subscriptions
Public Service Hours Per Year
Library Visits
Reference Transactions
Registered Users
Total Circulation
Circulation of Children's Materials
Circulation of Electronic Materials
Interlibrary Loans Provided To
Interlibrary Loans Received From
Total Library Programs
Children’s Programs
Young Adult Programs
Total Program Attendance
Children’s Program Attendance
Young Adult Program Attendance
Internet Computers Used by
General Public
Uses (Sessions) of Public Internet
Computers Per Year

Width
9
9
9
9
9
9
9
9
9
6
6
9
9
9
9
9
9
6
9

ASCII
Excel / .csv
Position
Column
609 BI
618 BJ
627 BK
636 BL
645 BM
654 BN
663 BO
672 BP
681 BQ
690 BR
696 BS
702 BT
711 BU
720 BV
729 BW
738 BX
747 BY
756 BZ
762 CA

Type/
Decimals
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0
Numeric/0

Outlet Import File Specifications
Variable
Name
FSCSKEY
FSCS_SEQ
STATSTRU
STATNAME
STATADDR
LINKID

Data Element Name
NCES assigned identification
number
NCES assigned identification
number suffix
Status of Outlet record current to
prior year
Status of LIBNAME current to
prior year
Status of ADDRESS current to
prior year
User Defined, used to link two or

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Excel / .csv
Type/
Column
Decimals
1A
Character

3

7B

Character

2

10 C

Character

2

12 D

Character

2

14 E

Character

20

16 F

Character

Width

ASCII
Position

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IMPORT FILE SPECIFICATIONS
Outlet Import File Specifications

Variable
Name

Data Element Name

Width

more outlets together
PARENTID
LIBID of parent AE
OLDID
Old FSCSKEY – FSCS_SEQ
LIBID
State assigned identification
number
LIBNAME
Legal Name
ADDRESS
Physical Street Address
CITY
City
ZIP
ZIP Code
CNTY
County
PHONE
Phone
C_ OUT_TY Outlet Type Code
C_MSA
Metropolitan Status Code
SQ_FEET
Area in Square Footage
L_NUM_BM Number of Bookmobiles
HOURS
Public Service Hours Per Year
WKS_OPEN Number of Weeks Open

ASCII
Position

Excel / .csv
Column

Type/
Decimals

20
10
20

36 G
56 H
66 I

Character
Character
Character

60
35
20
5
20
10
2
2
8
2
4
2

86 J
146 K
181 L
201 M
206 N
226 O
236 P
238 Q
240 R
248 S
250 T
254 U

Character
Character
Character
Character
Character
Character
Character
Character
Numeric/0
Numeric/0
Numeric/0
Numeric/0

Annotation Import File Specifications
Column
RECORD TYPE
FSCSKEYFSCS_SEQ
EDITID
COMMENT

Description
Must always be 'ANNO'
NCES assigned identification
number with suffix for outlets
Edit number
Respondent annotation

WebPLUS Version 1.8

Width
4
10
5
Max

ASCII
Position

Excel / .csv
Type
Column
1A
Text
5B
Text

15 C
20 D

Text
Text

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PLS CONTACTS

Appendix E – PLS Contacts
Census Contacts
PLS Program Manager:
Patty O’Shea
PLS Analyst:
Andrea Arroyo
Regina Padgett
Generic E-Mail:

patricia.mary.o’[email protected]
[email protected]
[email protected]
[email protected]

Toll Free Numbers:
Phone: (800) 451-6235
IMLS Contacts: [email protected]

WebPLUS Version 1.8

Fax: (866) 394-0138

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FRANCIS KEPPEL AWARD CRITERIA

Appendix F – Francis Keppel Award Criteria
Keppel Award Point Criteria – Group 1
(Minimum points required for award = 16

Maximum Points = 20)
Points

Submission Points
Data Submission on or before March 12
Data Submission received March 13 through March 19
Data Submission received March 20 through March 26
Data Submission received after March 26
Final Deadline is April 9
Edit Follow-up Points
Responded to Edit Follow-up within two weeks
Responded to Edit Follow-up within three weeks
Did not responded to Edit Follow-up
Item Non Response
A data item that has been collected over 3 years is missing for an entire
state

10
8
6
Disqualified

10
8
Disqualified

Disqualified

Note: The IMLS makes the final decision on who receives the Keppel Award.
A data submission includes a locked data file and an annotated Edit Report.

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FRANCIS KEPPEL AWARD CRITERIA

Keppel Award Point Criteria – Group 2
(Minimum points required for award = 16

Maximum Points = 20)
Points

Submission Points
Data Submission on or before July 2
Data Submission received July 3 through July 9
Data Submission received July 10 through July 16
Data Submission received after July 16
Final Deadline is July 30
Edit Follow-up Points
Responded to Edit Follow-up within two weeks
Responded to Edit Follow-up within three weeks
Did not responded to Edit Follow-up
Item Non Response
A data item that has been collected over 3 years is missing for an entire
state

10
8
6
Disqualified

10
8
Disqualified

Disqualified

Note: The IMLS makes the final decision on who receives the Keppel Award.
A data submission includes a locked data file and an annotated Edit Report.

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FRANCIS KEPPEL AWARD CRITERIA

Keppel Award Point Criteria – Group 3
(Minimum points required for award = 16

Maximum Points = 20)
Points

Submission Points
Data Submission on or before August 6
Data Submission received August 7 through August 13
Data Submission received after August 13
Final Deadline is August 20
Edit Follow-up Points
Responded to Edit Follow-up within two weeks
Responded to Edit Follow-up within three weeks
Did not responded to Edit Follow-up
Item Non Response
A data item that has been collected over 3 years is missing for an entire
state

10
6
Disqualified

10
8
Disqualified

Disqualified

Note: The IMLS makes the final decision on who receives the Keppel Award.
A data submission includes a locked data file and an annotated Edit Report.

WebPLUS Version 1.8

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STANDARD ABBREVIATIONS

Appendix G – Standard Abbreviations
(Use Only if Data Exceed Field Length)
Administrative/Administration
American
Association
Avenue
Board
Bookmobile
Branch
Building
Bureau
Center
Central
Circle
Circulation, Circulating

Adm
Amer
Assn
Ave
Bd
Bkmob
Br
Bldg
Bur
Ctr
Ctrl
Cir
Circ

Committee
Community
Consolidated
Cooperative, Cooperating
County
Court
Department, Departmental
District

Com
Cmnty
Consol
Coop
Cnty
Ct
Dept
Dist

Division, Divisional
Extension
Federal
Fort
Foundation
Free
General Delivery
Headquarters
Highway
Information
Interlibrary
Interlibrary Loan
Joint
Library District
Library(ies)
Memorial
Metropolitan
Mount
Mountain

Div
Ext
Fed
Ft
Fdn
Fr
Gen Del
Hq
Hwy
Inf
IL
ILL
Jt
LD
L(s)
Mem
Metro
Mt
Mtn

WebPLUS Version 1.8

Municipal
Museum
National
Park
Parkway
People’s
Public
Public Library(ies)
Reading
Reference
Region
Regional
Reorganized,
Reorganization
Research
Room(s)
Route
Saint, Street
School(s)
Service(s)
Society
Supervisor,
Supervisory
System(s)
Terrace
Township
Trail, Trustee
University

Mun
Mus
Natl
Pk
Pkwy
Peop
P
PL(s)
Rdng
Ref
Rgn
Rgnl
Reorg
Res
Rm(s)
Rt
St
Sch(s)
Serv
Soc
Supv
Sys
Terr
Twp
Tr
Univ

137