Integrated Postsecondary Education Data System (IPEDS) 2016-2019

IPEDS 2016 AL Academic Libraries- 2016-08-04

Integrated Postsecondary Education Data System (IPEDS) 2016-2019

OMB: 1850-0582

⚠️ Notice: This form may be outdated. More recent filings and information on OMB 1850-0582 can be found here:

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Academic Libraries

Integrated Postsecondary Education Data System (IPEDS) 2016-17

This IPEDS Academic Libraries data collection instrument was used
during the 2015-16 data collection. Changes to the IPEDS Academic
Libraries component starting with the 2016-17 data collection are
reflected on the next 6 pages.

Changes to IPEDS Academic Libraries component, 2016-17
Changes to Section I: For all degree-granting institutions with library expenses > 0
1. Add “Serials” row to Library Collections and include in the calculated total for circulation
2. Change name of Section I from Library Collections/Circulation to Library Collections/Circulation
and Interlibrary Loan Services
3. Add Yes/No question: “Does your institution have interlibrary loan services?”
4. Move the interlibrary loan services questions from Section II to Section I
5. Updated Instructions to the followings sections:
• Physical Books
• Physical Media
• Serials
• Physical Circulations
• Digital/Electronic Books
• Digital/Electronic Serials
• Digital/Electronic Circulations/Usage

Section I: For all degree-granting institutions with library expenses > $0

NOTE - This section of the survey collects data on selected types of material. It does not cover all materials. Report
the total number of each category held at the END OF Fiscal Year 2016.
Count only those materials that are considered part of your collection. Collections comprise of documents held

locally and remote resources for which permanent or temporary access rights have been acquired. Access rights
may be acquired by the library itself, by a consortium and/or through external funding. Acquisition is to be
understood as securing access rights and including it in the library catalog, other library databases or discovery
systems. Interlibrary lending and document delivery are excluded from the collection. Include government
documents that are cataloged and/or searchable through the library catalog or discovery system.
Library Collections/Circulation

Physical Books (include government documents) - Report physical book titles owned or leased by the library if
individual titles are catalogued and/or searchable through the library catalog or discovery system. Exclude serials,
microfilms, maps, nonprint materials, and uncatalogued items. Include music scores if searchable by title through
the library catalog or discovery system. Include government documents that are accessible through the library's
catalogs regardless of whether they are separately classified and/or shelved. "Cataloged" includes documents for
which records are provided by the library or downloaded from other sources into the library's card or online
catalogs.
Physical Media – Report the number of titles of media materials. Include audiovisual materials, cartographic
materials and graphic materials, and three-dimensional artefacts and realia.
Serials – Report the number of physical serial titles that are accessible through the library’s catalog or discovery
system. A serial is a publication in any medium issued in successive parts bearing numerical or chronological
designations and intended to be continued indefinitely. This definition includes, in any physical format, periodicals,
newspapers, and annuals (reports, yearbooks, etc.); the journals, memoirs, proceedings, transactions, etc. of
societies; and numbered monographic series. Report serial titles, not subscriptions. If possible, report the count of
only those de-duplicated or otherwise unique serial titles searchable through the library’s catalog or discovery
system. If possible, do not include earlier title changes; however, do not worry about removing them if it is not
possible/feasible.
Total Physical Collection – This line will automatically be calculated for you.
Total Physical Circulation - Report the total number of times physical items are checked out from the general and
reserve collections. Include only initial checkouts (circulation), not renewals. Exclude interlibrary loan lending and
borrowing. Include transactions of books and media. Do not include transactions of equipment or computers.
However, circulation of electronic reading devices (e.g., Kindles) can be included if the device is pre-loaded with ebooks. For example, if a customer checks out a Kindle that is pre-loaded with 20 e-books, then that transaction
counts as 1 physical circulation, not 20 electronic/digital circulations.
Digital/Electronic Books, (include government documents) – Report e-book titles owned or leased by the
library if individual titles are cataloged and/or searchable through the library catalog or discovery system. Examples
of discovery systems can be found at http://librarytechnology.org/discovery/. 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 e-book titles in aggregated sets in which the library selected the
aggregator even if not each individual e-book title. Report the number at the administrative entity level; do not
duplicate unit count for each branch. Include government documents, locally digitized electronic books and
electronic theses and dissertations. Include digital music scores if searchable by title through the library catalog or
discovery system. Include open access (OA) titles if the individual titles are searchable through the library’s catalog
or discovery system, except do not count e-book titles from HathiTrust, Center for Research Libraries, Internet
Archive, and similar collections unless the library owns the digitized item and it is accessible under current copyright
law. Do not include titles in Demand-Driven Acquisition (DDA) or Patron-Driven Acquisition (PDA) collections until
they have been purchased by the library.
Digital/Electronic Databases - Report the total number of licensed digital/electronic databases in your collection
if there is bibliographic or discovery access at the database level. Each database is counted individually even if
access to several databases is supported through the same vendor interface.
A database is collection of electronically stored data or unit records (facts, bibliographic data, and texts) with a
common user interface and software for the retrieval and manipulation of the data. The data or records are usually
collected with a particular intent and relate to a defined topic.
Do not include discovery systems in the count of databases. Do not include "individual releases" such as annual
updates of content or the migration of the user interface to the next vendor-release (i.e., interface version 3.0
replaces version 2.0) as separate databases.
Digital/Electronic Media - Report titles of e-media materials owned or leased by the library if the individual titles
are cataloged and/or searchable through the library catalog or discovery system. E-media materials are media
materials that are in digital format and are available for download or streaming. For example, titles from Films on
Demand or Alexander Street Press should be reported. Include digital graphic materials and cartographic materials.
Include e-media titles in aggregated sets in which the library selected the aggregator even if not each individual
title. Report the number at the administrative entity level; do not duplicate unit count for each branch. Do not count
image databases (ARTStor, AP Photo Archives) in this category--count as databases. Do not include titles in
Demand-Driven Acquisition (DDA) or Patron-Driven Acquisition (PDA) collections until they have been purchased or
leased by the library.
Digital/Electronic Serials – Report the number of e-serial titles that are accessible through the library’s catalog
or discovery system. An e-serial is a periodical publication that is published in digital form to be displayed on a

computer screen. Include open access (OA) titles if the individual titles are searchable through the library’s catalog
or discovery system. If possible, report the count of only those de-duplicated or otherwise unique serial titles
searchable through the library’s catalog or discovery system. If possible include ceased titles. If possible, do not
count earlier title changes; however, do not worry about removing them if it is not possible/feasible. A source for
counting e-serials may be a library- or vendor-developed A-Z title list of e-journals.
Total Digital/Electronic Collection - This line will automatically be calculated for you.
Total Digital/Electronic Circulation or Usage – Report usage of digital/electronic titles whether viewed,
downloaded, or streamed. Do not include e-serials and institutional repository documents.
Include usage for e-books and e-media titles only. Include use even if title purchased as part of a database. Do not
include usage of titles in Demand-Driven Acquisition (DDA) or Patron-Driven Acquisition (PDA) collections until they
have been purchased by the library. Do not include transactions of VHS, CDs, or DVDs, as the transactions of these
materials are reported under "physical circulation.”
Many vendors will provide usage statistics in COUNTER reports. Project COUNTER Code of Practice is available here.
Relevant COUNTER reports for e-books are: BR1-Number of Successful Title Requests by Month and Title; and BR2Number of Successful Section Requests by Month and Title. For media, the report MR1-Number of Successful
Multimedia Full Content Unit Requests by Month and Collection, is most relevant. If COUNTER reports are available,
IPEDS suggest that libraries report counts from BR1 and MR1. If BR1 and MR1 statistics are not available, BR2 and
MR2 statistics can be used. In cases where vendors do not provide COUNTER reports, libraries may report using
other means for monitoring digital/electronic circulation/usage (downloads, session views, transaction logs, etc.).
Notes for Library Consortia

A library consortium is any local, statewide, regional, or interstate cooperative association of libraries that provides
for the systematic and effective coordination of the resources of schools, public, academic, and special libraries and
information centers, for improving services to the clientele of such libraries. (U.S. Code of Federal Regulations, Sect.
54.500)
The purpose of library consortia can include:
• Cost reduction through group purchasing
• Professional development for library staff
• Resource sharing (content, technology, expertise, and funding)
• Networking, information sharing, mass communication
• Building shared integrated library management and cataloging systems.
For IPEDS purposes, academic libraries that share an administrative unit are NOT considered a consortium (see
definition of branch and independent libraries ). There are two cases of consortium: one in which members share
ALL library resources or one in which they share PARTIAL resources. Refer below for specific instructions in each
case.
Consortium Members Sharing ALL Resources

In the case of consortia where individual library members share ALL the same library resources and library budget,
a parent/child relationship for reporting Academic Libraries data may be established if certain criteria are met.
Parent/child relationships can be established for institutions if: (1) the child institution is in the same
institutional control as the parent, and (2) the child institution is not set up to report its own academic libraries
expenses or collections data. Once a parent/child relationship has been established, the parent institution will report
all data for the child institution. Shared resources are to be reported at the system level. For example, if 20,000 ebook titles were purchased by two institutions in a parent/child relationship to be shared, the parent institution will
report 20,000 e-book titles and not 40,000 e-book titles. Institutions wishing to establish a parent/child relationship
must contact the Help Desk. See the resource guide for more details on parent/child reporting.
Consortium Members Sharing PARTIAL Resources

In the case where individual library members of the consortia share PARTIAL resources and/or set up to report their
own academic libraries expenses or collections data, they must do so for their individual institution. Please note the
instructions below.
Reporting digital/electronic collection

If your library is part of a consortium of independent libraries and shares a common e-service (e.g., Overdrive),
then your library should report the number of digital/electronic titles it has access to as part of its collection. For
example, if your library pays a set annual fee, as part of a consortium, for access rights to 1200 e-books that are
shared across all members of the consortium, then your library should count the 1200 titles as part of its e-book
collection.
Reporting digital/electronic circulation or usage

If your library is part of a consortium of independent libraries and shares a common e-service (e.g., Overdrive),
then count the number of digital/electronic usage for your library’s e-books and e-media collection only. If the
usage count for only your institution is not available from the e-service provider, you may allocate the total usage
based on characteristics of the institutions in the consortia (e.g, based on percentage Full Time Equivalent students,
based on percentage of consortial fees, etc.). Do not include counts from other members of the consortium.
Reporting ongoing expenses for electronic/digital materials or database purchased through a set annual consortium fee

Report them under ‘All other operations and maintenance expenses’. Do not include under ‘Ongoing commitments to
subscriptions.'

Interlibrary Loan Services

Does your institution have Interlibrary Loan Services: Indicate whether your institution has interlibrary loan
services.
Total interlibrary loans and documents provided to other libraries – Report the number of filled requests for
material provided to other libraries. Include all returnable and non-returnable interlibrary loans and documents. Do
not include transactions between the main or central library and branches, or transactions between branches.
Total interlibrary loans and documents received – Report the number of filled requests for material received
from other libraries. Include all returnable and non-returnable interlibrary loans and documents received from
commercial services. Documents delivered from commercial services are all transactions for which the library pays
even if library staff is not involved in the transaction. This includes documents received by regular or express mail,
by fax, or in electronic form. Exclude transactions between the main or central library and branches and
transactions between branches.

Changes to Section II: For all degree-granting institutions with library expenses >=$100,000
1. Delete the interlibrary loans questions (moved to Section I)
2. Delete the question: Does your library support virtual reference services?
3. Updated Instructions to the followings sections:
• One-time purchases of books, serial back-files, and other materials
• Ongoing commitments to subscriptions
• Other materials/service cost based
• All other operations and maintenance expenses

Section II: For degree-granting institutions with library expenses >= $100,000

Level of library expenses that determines applicability of Section II is based on the institution's response to the
screening question.
Branch and Independent Libraries
Branch and independent libraries - Report the number of branch and independent libraries at your institution
that were open all or part of fiscal year 2016. EXCLUDE THE MAIN OR CENTRAL LIBRARY. Branch and independent
libraries are defined as auxiliary library service outlets with quarters separate from the central library of an
institution, which have a basic collection of books and other materials, a regular staffing level, and an established
schedule. Include virtual/digital-based branch and independent libraries.
Branch and independent libraries are administered either by the central library, or as in the case of some libraries
(such as law, medical, etc.), through the administrative structure of the other units within the university.
Departmental study/reading rooms are not included. Please note that data for libraries on branch campuses (i.e.,
located in another community) are included if those campuses are registered under the same NCES Unit ID
number as the main campus.
NOTE- For schools in parent/child relationships, do not report the child institutions as branch libraries. However, if
the child institutions have branches, the parent institution should report the combined branch libraries for itself and
child institutions.
Expenses
NOTE – expenses should be reported for the most recent 12-month period that corresponds to your institution's
fiscal year that ends before October 1, 2016. Report funds expended by the library (regardless of when received)
from its regular budget and from all other sources; e.g., research grants, special projects, gifts and endowments,
and fees for services. If items in this section are not paid from the library budget but can be easily identified in
other parts of the institution's budget, report them here. The exception is fringe benefits -- report fringe benefits
only IF it's paid from the library budget. All expenses should be reported in whole dollars in the most appropriate
category to provide an unduplicated count of expenses. Exclude expenses for new buildings and building
renovation.
Total salaries and wages from the library budget – Report salaries and wages before deductions for all fulltime and part-time library staff, including student assistant wage and Federal Work-Study students' wage, from the
library budget or all other institutional sources that are identifiable.
Staff fringe benefits– If benefits are paid from the library budget, select ‘yes’ and report the amount. If benefits
are not paid from the library budget, select ‘no’ and report ‘0’ for the amount.
Total amount of fringe benefits (if paid by library budget) – If fringe benefits are paid by the library budget,
report all cash contributions in the form of supplementary or deferred compensation other than salary. Do not
include the employee's contribution. Employee fringe benefits include retirement plans, social security taxes,
medical/dental plans, unemployment compensation plans, group life insurance plans, worker's compensation plans,
and other benefits in-kind with cash options. Exclude employee fringe benefits if not paid from the library budget.
Materials/Service Cost
One-time purchases of books, serial back-files, and other materials - Provide the cost of one-time
purchases of books, serial backfiles, and other materials. Report expenses for published materials in all formats
including archives and special collections. Include one-time acquisitions of access rights for digital/electronic
materials held locally and for remote materials for which permanent access rights have been acquired. Include
expenses for database licenses only if it’s not a subscription or part of an annual consortium fee. Do not include
expenses for computer software used to support library operations or to link external networks, including the
Internet. This is reported under other operations and maintenance expenses.
Ongoing commitments to subscriptions - Report expenses for ongoing commitments in all formats, including
duplicates, for all outlets. This includes serials and any other items committed to annually, as well as annual eplatform or access fees. Serials are publications issued in successive parts, usually at regular intervals, and, as a
rule, intended to be continued indefinitely. Print-based Serial subscriptions include periodicals, newspapers,
annuals (reports, yearbooks, etc.), memoirs, proceedings, and transactions of societies. Include the costs of
electronic serials bought in aggregations and serial packages. Include abstracting and indexing services and any
database that requires an annual subscription fee. Do not include subscription fees if they are part of an annual
consortium fee. government documents received serially are included if they are accessible through the library's
catalog.
Other materials/service cost –Report additional materials/service costs that have not already been reported in
this section. Other materials may include:
• Document delivery/interlibrary loan services. Include fees paid for photocopies, costs of facsimile
transmission, royalties and access fees paid to provide document delivery or interlibrary loan. Include the
interlibrary loan fees paid to bibliographic utilities if the interlibrary loan costs paid can be separated out
from the expenses paid to the bibliographic utility. Do not count expenses related to transactions between
the main or central library and branches, transactions between branches, or expenses for an on campus
delivery. Include costs associated with pay-per-view journal article transactions. Include fees expended for
short-term loans as part of a patron-driven acquisition or demand-driven acquisition program.

•

Other expenses for information resources. Include copyright fees and fees for database searches, e.g.
(DIALOG, Lexis-Nexis)
Total materials/services cost calculated – This line will automatically be calculated for you.
Operations and Maintenance Expenses
Preservation services - Report expenses associated with maintaining library and archival materials for use either
in their original physical form or in some other usable way. This includes but is not limited to binding and
rebinding, materials conservation, de-acidification, lamination, and restoration. Also, include preservation-related
contracts for services (e.g. digitization). Do not include staff salaries and wages.
All other operations and maintenance expenses Report any other maintenance expenses that have not
already been reported in this section. Include:
• Computer hardware and software expenses. Report expenses from the library budget for computer
hardware and software used to support library operations, whether purchased or leased, local or remote.
Include the expenses for equipment used to run information service products when that expense can be
separated from the price of the product.
• National, regional, and local bibliographic utilities, networks and consortia.
• If interlibrary loan fees paid to bibliographic utilities cannot be separated out, include the interlibrary loan
costs here with the library’s expenses of the bibliographic utilities.
• All other operating expenses. Report all other expenses from the library budget not already reported.
Exclude expenses for new buildings and building renovations. Include all expenses for furniture and
equipment. Include any related maintenance costs.
Total operations and maintenance expenses - This line will automatically be calculated for you.
Total Expenses – This amount will be calculated for you. It is the sum of salaries and wages, fringe benefits, total
materials/services, and total operations and maintenance.
Total Expenses (minus Fringe Benefits) – This amount will be calculated for you. It is total expenses minus
fringe benefits. If fringe benefits was not paid out of the library budget, this line should be equal to Total
Expenses.

6. Update FAQ section with the following text:
Q. How are physical circulations reported?
A. Report the total number of times physical ITEMS (e.g. volumes, etc.) are
checked out from the general and reserve collections. Include only initial
checkouts (circulation), not renewals. Exclude interlibrary loan lending and
borrowing. Include transactions of books and media. Do not include
transactions of equipment or computers. However, circulation of electronic
reading devices (e.g., Kindles) can be included if the device is pre-loaded with
e-books. For example, if a customer checks out a Kindle that is pre-loaded with
20 e-books, then that transaction counts as 1 physical circulation, not 20
electronic/digital circulations.

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1. Delete the interlibrary loans questions (moved to Section I)
2. Delete the question: Does your library support virtual reference services?

Section II: For degree-granting institutions with library expenses >= $100,000

other parts of the institution's budget, report them here. The exception is fringe benefits -- report fringe benefits
only IF it's paid from the library budget. All expenses should be reported in whole dollars in the most appropriate
category to provide an unduplicated count of expenses. Exclude expenses for new buildings and building
renovation.
Total salaries and wages from the library budget – Report salaries and wages before deductions for all fulltime and part-time library staff, including student assistant wage and Federal Work-Study students' wage, from the
library budget or all other institutional sources that are identifiable.
Staff fringe benefits– If benefits are paid from the library budget, select ‘yes’ and report the amount. If benefits
are not paid from the library budget, select ‘no’ and report ‘0’ for the amount.
Total amount of fringe benefits (if paid by library budget) – If fringe benefits are paid by the library budget,
report all cash contributions in the form of supplementary or deferred compensation other than salary. Do not
include the employee's contribution. Employee fringe benefits include retirement plans, social security taxes,
medical/dental plans, unemployment compensation plans, group life insurance plans, worker's compensation plans,
and other benefits in-kind with cash options. Exclude employee fringe benefits if not paid from the library budget.
Materials/Service Cost
One-time purchases of books, serial back-files, and other materials - Provide the cost of one-time
purchases of books, serial backfiles, and other materials. Report expenses for published materials in all formats
including archives and special collections, except current subscriptions to serials. Include one-time acquisitions of
access rights for digital/electronic materials held locally and for remote materials for which permanent or
temporary access rights have been acquired. Include expenses for database licenses only if it’s not a subscription
or part of an annual consortium fee. Do not include expenses for computer software used to support library
operations or to link external networks, including the Internet. This is reported under other operations and
maintenance expenses.
Ongoing commitments to subscriptions - Report expenses for ongoing subscriptions to serials in all formats,
including duplicates, for all outlets. These are publications issued in successive parts, usually at regular intervals,
and, as a rule, intended to be continued indefinitely. Serial subscriptions include periodicals, newspapers, annuals
(reports, yearbooks, etc.), memoirs, proceedings, and transactions of societies. Include the costs of electronic
serials bought in aggregations and serial packages. Include abstracting and indexing services and any database
that requires an annual subscription fee. Include annual electronic platform or access fees. Do not include
subscription fees if it’s part of an annual consortium fee. Government documents received serially are included if
they are accessible through the library's catalog.
Other materials/service cost – Report additional materials/service costs that have not already been reported in
this section. Other materials may include:
x Document delivery/interlibrary loan services. Include fees paid for photocopies, costs of facsimile
transmission, royalties and access fees paid to provide document delivery or interlibrary loan. Include
fees paid to bibliographic utilities if the portion paid for the interlibrary loan can be separately
counted. Do not count expenses related to transactions between the main or central library and
branches, transactions between branches, or expenses for an on campus delivery. Include fees
expended for short-term loans as part of a patron-driven acquisition or demand-driven acquisition
program.
x Other expenses for information resources. Report expenses such as those for cartographic materials
and manuscripts. Include copyright fees and fees for database searches, e.g. (DIALOG, Lexis-Nexis)
Total materials/services cost calculated – This line will automatically be calculated for you.
Operations and Maintenance Expenses
Preservation services - Report expenses associated with maintaining library and archival materials for use either
in their original physical form or in some other usable way. This includes but is not limited to binding and
rebinding, materials conservation, de-acidification, lamination, and restoration. Also, include preservation-related
contracts for services (e.g. digitization). Do not include staff salaries and wages.
All other operations and maintenance expenses - Report any other maintenance expenses that have not
already been reported in this section. Include:
x Computer hardware and software expenses. Report expenses from the library budget for computer
hardware and software used to support library operations, whether purchased or leased, local or
remote. Include the expenses for equipment used to run information service products when that
expense can be separated from the price of the product.
x National, regional, and local bibliographic utilities, networks and consortia.
x All other operating expenses. Report all other expenses from the library budget not already reported.
Exclude expenses for new buildings and building renovations. Include all expenses for furniture and
equipment. Include any related maintenance costs.
Total operations and maintenance expenses - This line will automatically be calculated for you.
Total Expenses – This amount will be calculated for you. It is the sum of salaries and wages, fringe benefits, total
materials/services, and total operations and maintenance.
Total Expenses (minus Fringe Benefits) – This amount will be calculated for you. It is total expenses minus
fringe benefits. If fringe benefits was not paid out of the library budget, this line should be equal to Total
Expenses.

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2. Delete the question: Does your library support virtual reference services?

Section II: For degree-granting institutions with library expenses >= $100,000

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8/4/2016

IPEDS Survey Material: View F.A.Q

IPEDS Help Desk
(877) 2252568 or [email protected]

NCES National Center for Education Statistics

201617 Survey Materials > FAQ

Back to Results

Academic Libraries
Click one of the following questions to view the answer.
General Questions
1)

What is a reporting relationship and what are the different ones available for the
Academic Library component?

How are missing items treated in the collection?

Does circulation include checkouts and checkins?

Do we count unlicensed databases such as librarycreated databases?

Are music sheets collected?

Inhouse circulation may include items that library personnel pick up from tables and
carrels and are scanned as to being used. Do we include inhouse use as circulation?

How are physical circulations reported?

Reporting Branch and Independent Libraries
1)

When reporting the count of digital/electronic materials, do we count the total number
available at the system level or at the branch level?

Reporting as a Consortium Member
1)

How do we report digital/electronic circulation if access to the material is provided for
all members as part of a consortium?

If we are asking libraries in consortia to report their collection, but part of that
collection is shared, are we overstating the collection and double counting?

Reporting Digital/Electronic Collections
1)

Where should VHS, CDs and DVDs of digital/electronic books or media be counted, with
"digital/electronic" or "physical"?

How are purchased electronic journals counted?

How do we count electronic books available via ebook services such as the Ebook
Library (EBL), Freading, or Overdrive?

How do we count media offered through online streaming services such as Films on
Demand, VAST, Swank?

If a digital/electronic unit can be downloaded as many formats, is each format counted
as a separate title?

For collections, do we count downloadables (ebooks, eserials, and emedia) that do
not have records in our catalog but that we have access to?

How are electronic theses and dissertations counted?

Can I report open access (OA) titles as part of my collection?

Reporting Digital/Electronic Circulation
1)

How do we count serial or journal circulation/usage in databases?

Reporting Expenses
1)

Where do we report expenses for electronic journals and electronic
indexing/abstracting services available on the Internet?

Where do we report consortial fees?

Answers:
General Questions
https://edsurveys.rti.org/IPEDS/VisFaqView.aspx?mode=reg&id=17&show=all#1032

1/4

8/4/2016

IPEDS Survey Material: View F.A.Q

What is a reporting relationship and what are the different ones available for
the Academic Library component?

Reporting relationships allow one institution to report data for other institutions in
IPEDS. For the Academic Libraries component, institutions can establish either a
"parent & child" relationship or a "main & branch" relationship. To determine which
type of reporting relationship fits with your institution, please visit the resource
page http://nces.ed.gov/ipeds/resource/download/AL_Reporting_Relationships.pdf.
Back to top

How are missing items treated in the collection?

Missing items are part of the collection.

Does circulation include checkouts and checkins?

Circulation includes initial checkouts, but not renewals or checkins.

Do we count unlicensed databases such as librarycreated databases?

No, only count licensed databases.

Are music sheets collected?

Include physical and digital/electronic music scores if searchable by ሑᄑtle
through the library catalog or discovery system.

Inhouse circulation may include items that library personnel pick up from
tables and carrels and are scanned as to being used. Do we include inhouse
use as circulation?

Do not include these types of inhouse circulation with circulation or interlibrary
lending.

How are physical circulations reported?

Report the total number of times physical ITEMS (e.g. volumes, etc.) are checked
out from the general and reserve collections. Include only initial checkouts
(circulation), not renewals. Exclude interlibrary loan lending and borrowing. Include
transactions of books and media. Do not include transactions of equipment or
computers. However, circulation of electronic reading devices (e.g., Kindles) can be
included if the device is preloaded with ebooks. For example, if a customer checks
out a Kindle that is preloaded with 20 ebooks, then that transaction counts as 1
physical circulation, not 20 electronic/digital circulations.
Back to top

Reporting Branch and Independent Libraries
1)

When reporting the count of digital/electronic materials, do we count the
total number available at the system level or at the branch level?

Report at the system or administrative entity level. For example, if the library
system has 3 branch libraries and access to 2,038 downloadable audio units at the
system level, then it would report 2,038 and not 6,114 units.
Back to top

Reporting as a Consortium Member
1)

How do we report digital/electronic circulation if access to the material is
provided for all members as part of a consortium?

If the circulation count for only your institution is not available from the eservice
provider, report using whichever method you use locally to monitor circulation for
your library. Do not include counts from other members of the consortium. A
method for estimating usage for just your institution is to use the percentage of
your institution's contribution to the total consortial fee. Another method is to use
the percentage of institution's FullTime Equivalent (FTE) student count to the
consortia's total FTE student count.

If we are asking libraries in consortia to report their collection, but part of
that collection is shared, are we overstating the collection and double
counting?

The Academic Libraries component of IPEDS was integrated from the previous
Academic Libraries Survey (ALS). The ALS Advisory Committee, which comprised of
practitioners and academics, agreed with this method for reporting collections from
consortia because it is more important to get accurate total access counts than total
collection counts.

2/4

8/4/2016

IPEDS Survey Material: View F.A.Q

Reporting Digital/Electronic Collections
1)

Where should VHS, CDs and DVDs of digital/electronic books or media be
counted, with "digital/electronic" or "physical"?

VHS, CDs and DVDs of digital/electronic books or media should be counted under
"physical media".

How are purchased electronic journals counted?

Electronic journals will not be included in the collection count. However, expenses
for electronic journal subscriptions should be reported under ‘Ongoing commitments
to subscriptions’.

How do we count electronic books available via ebook services such as the
Ebook Library (EBL), Freading, or Overdrive?

Report each title owned or leased by the library if individual titles are cataloged
and/or searchable through the library catalog or discovery system.

How do we count media offered through online streaming services such as
Films on Demand, VAST, Swank?

Report titles of the media if it is owned or leased by the library if the titles are
cataloged and/or searchable through the library catalog or discovery system.

If a digital/electronic unit can be downloaded as many formats, is each
format counted as a separate title?

Count all formats as one title. For example, count an ebook title that is available
via epub, PDF, or Kindle formats as one title.

For collections, do we count downloadables (ebooks, eserials, and e
media) that do not have records in our catalog but that we have access to?

Count only downloadables that you have access to that are in your library’s catalog
or discovery system.

How are electronic theses and dissertations counted?

Theses and dissertations in electronic format can be included under
"digital/electronic books", providing it is part of the library's collection (see definition
of collection). Report the titles.

Can I report open access (OA) titles as part of my collection?

OA ሑᄑtles may be included if the individual ሑᄑtles are searchable through
the library's catalog or discovery system. Do NOT count ሑᄑtles from
HathiTrust, Center for Research Libraries, Internet Archive, and similar
collecሑᄑons unless the library owns the digiሑᄑzed item and it is accessible
under current copyright law.
Back to top

Reporting Digital/Electronic Circulation
1)

How do we count serial or journal circulation/usage in databases?

IPEDS does not collect the circulation/usage of electronic journals or serials. Please
do not include.
Back to top

Reporting Expenses
1)

Where do we report expenses for electronic journals and electronic
indexing/abstracting services available on the Internet?

Report electronic journal and indexing/abstracting service expenses with ‘Ongoing
commitments to subscriptions’ if they require an annual fee. If not, report electronic
journal expenses under 'Onetime purchases of books, serial backfiles, and other
materials' and electronic indexing/abstracting services under ‘Other
materials/service costs’.
Back to top

Where do we report consortial fees?

Report this amount under "All other operations and maintenance expenses". Include

https://edsurveys.rti.org/IPEDS/VisFaqView.aspx?mode=reg&id=17&show=all#1032

3/4

8/4/2016

IPEDS Survey Material: View F.A.Q

expenses for database licenses, serial subscription fees, and other annual electronic
platform or access fees, if they were part of an annual consortium fee. Do not
report these under "Ongoing commitment to subscriptions" or "Onetime purchases"
expenses.
Back to top

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