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pdfFY 2016 Public Libraries Survey
PLS Web Portal User’s Guide
Version X.X
Guide For Reporting Data For The Public Libraries Survey, FY 2016 Using
The Web Public Library Universe System Software
December 2016
Institute of Museum and Library Services
American Institutes for Research
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Contents
1 Introduction ............................................................................................................................................... 5
1.1 Background of the Public Libraries Survey.......................................................................................... 5
1.2 Reporting Data: Administrative Entities and Outlets .......................................................................... 6
1.3 PLS Web Portal Revisions .................................................................................................................... 6
1.4 Data Element Changes ........................................................................................................................ 6
1.4.1 New Data Elements ...................................................................................................................... 6
1.4.2 Changed Data Elements ............................................................................................................... 7
1.4.3 Changed Data Element Numbers ................................................................................................. 8
2 Getting Started .......................................................................................................................................... 9
2.1 Login .................................................................................................................................................... 9
2.2 PLS Web Portal .................................................................................................................................. 11
2.2.1 Home .......................................................................................................................................... 11
2.2.2 Survey Status.............................................................................................................................. 13
2.3 Web Instructions ............................................................................................................................... 14
2.4 Other Helpful Tools ........................................................................................................................... 15
2.4.1 File Export .................................................................................................................................. 15
2.4.2 Tables ......................................................................................................................................... 17
2.4.3 Help Menu Options .................................................................................................................... 17
2.5 External Links .................................................................................................................................... 18
3 Import ....................................................................................................................................................... 20
3.1 Overview ........................................................................................................................................... 20
3.2 Upload and Import Data Files ........................................................................................................... 20
3.3 Uploading Annotation Files ............................................................................................................... 22
3.4 Preparing Administrative Entity and Outlet Import Files ................................................................. 22
4 User Options, Input Data, and Structure Changes.............................................................................. 25
4.1 User Options ..................................................................................................................................... 25
4.1.1 Sort Order for Administrative Entities or Outlets in Input Data ................................................ 26
4.1.2 Sort Order for Edit Report by Edit Number ............................................................................... 26
4.1.3 Auto Save Data in Input Data ..................................................................................................... 26
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4.2 Input Data ......................................................................................................................................... 26
4.2.1 State Characteristics .................................................................................................................. 26
4.2.2 Administrative Entity ................................................................................................................. 27
4.2.3 Outlets........................................................................................................................................ 27
4.3 Structure Changes ............................................................................................................................. 27
5 Match Report ........................................................................................................................................... 30
5.1 Match Report .................................................................................................................................... 30
5.2 Resolving Unsuccessful Records ....................................................................................................... 33
6 Edit Report .............................................................................................................................................. 35
6.1 Edit Messages and Conditions .......................................................................................................... 35
6.1.1 Current-Year Edits ...................................................................................................................... 35
6.1.2 Historical Edits............................................................................................................................ 36
6.1.3 Internal Edits Performed at AIR ................................................................................................. 36
6.2 Annotations....................................................................................................................................... 37
7 Lock Data................................................................................................................................................. 38
7.1 Estimate of Burden ........................................................................................................................... 38
8 Chief Officer Certification ...................................................................................................................... 40
Appendix A Survey Instrument ................................................................................................................ 41
Data Entry Screens and Data Element Definitions.................................................................................. 41
State Characteristics Data Element Definitions ...................................................................................... 52
Administrative Entity Data Element Definitions ..................................................................................... 52
PAID STAFF (FULL-TIME EQUIVALENT) ................................................................................................ 59
OPERATING REVENUE ......................................................................................................................... 60
OPERATING EXPENDITURES ................................................................................................................ 61
Staff Expenditures ............................................................................................................................... 61
Collection Expenditures ...................................................................................................................... 62
CAPITAL REVENUE ............................................................................................................................... 63
CAPITAL EXPENDITURES...................................................................................................................... 64
LIBRARY COLLECTION .......................................................................................................................... 64
Electronic Collections .......................................................................................................................... 69
Current Print Serial Subscriptions ....................................................................................................... 70
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SERVICES ............................................................................................................................................. 70
INTER-LIBRARY LOANS ........................................................................................................................ 73
LIBRARY PROGRAMS ........................................................................................................................... 73
OTHER ELECTRONIC INFORMATION ................................................................................................... 76
Outlet Data Element Definitions ......................................................................................................... 77
Appendix B Name, Address, and Structure Changes............................................................................ 81
Name and Address Changes ................................................................................................................... 81
Name Changes for Administrative Entities and Outlets ......................................................................... 81
No Change from Last Year................................................................................................................... 81
Official Name Change.......................................................................................................................... 81
Preferred Spelling for Library Name ................................................................................................... 81
Address Changes for Administrative Entities and Outlets .................................................................. 81
No Change from Last Year................................................................................................................... 81
Move to New Location ........................................................................................................................ 81
Preferred Street Address .................................................................................................................... 81
Administrative Entity Structure Changes ................................................................................................ 82
Outlet Structure Changes .................................................................................................................... 98
Appendix C Resolving the Match Report .............................................................................................. 112
Resolving the Match Report by Worksheet by Message ...................................................................... 112
Appendix D Import File Specifications .................................................................................................. 137
Appendix E PLS Contacts ...................................................................................................................... 143
Appendix F Francis Keppel Award Criteria .......................................................................................... 144
Appendix G Standard Abbreviations ..................................................................................................... 147
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INTRODUCTION
1 Introduction
1.1 Background of the Public Libraries Survey
The Institute of Museum and Library Services (IMLS) has administered the Public Libraries
Survey (PLS) since October 1, 2007. From its inception in 1989 until 2007, this survey was
administered by the National Center for Education Statistics (NCES). It is collected under 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. IMLS is committed to the continued excellence of this
program.
The PLS first began to take shape in 1985, when 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 NCES and the U.S. Department of Education’s
former Library Programs (LP) office jointly funded this project. In 1987, the project’s final report
recommended the development of a nationwide data collection system. The Hawkins-Stafford
Elementary and Secondary School Improvement Amendments of 1988 (P.L. 100-297)1 charged
NCES with developing a voluntary Federal-State Cooperative System (FSCS) for the annual
collection of public library data. 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 former 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).
SDCs are appointed by Chief Officers of state library administrative agencies (SLAAs) to submit
data for the annual “Public Libraries Survey” for a universe of more than 9,200 public libraries
with approximately 17,000 individual public library outlets in the 50 states, the District of
Columbia, and the outlying territories. IMLS releases 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
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
1.2 Reporting Data: Administrative Entities and Outlets
The PLS collects data 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 multioutlet 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.)
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 PLS.)
1.3 PLS Web Portal Revisions
For the FY 2016 data collection, IMLS selected American Institutes for Research (AIR) to collect
the data for the PLS. The FY 2016 PLS Web Portal did not have any major structural revisions. The
revisions to the portal were enhancements to the interface and functionality.
1.4 Data Element Changes
This section outlines the changes to any data definitions for FY 2016 data collection.
There have been new data elements added the FY 2016 data collection.
There have been changes to data elements for the FY 2016 data collection.
There have been changes to data element numbers for the FY 2016 data collection to
accommodate new data elements.
1.4.1 New Data Elements
553 Physical Item Circulation
The total annual circulation of all physical library materials of all types, including renewals.
Note: Count all physical 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.
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INTRODUCTION
554 Successful Retrieval of Electronic Information
The number of full-content units or descriptive records examined, downloaded, or otherwise
supplied to user, from online library resources that require user authentication but do not have a
circulation period. Examining documents is defined as having the full text of a digital document
or electronic resource downloaded or fully displayed. Some electronic services do not require
downloading as simply viewing documents is normally sufficient for user needs.
Include use both inside and outside the library. Do not include use of the OPAC or website.
[based on NISO Standard Z39.7 (2013) #7.7, p. 43]
555 Electronic Content Use (Total of 552 and 554)
The total annual count of the use of electronic materials and the successful retrieval of electronic
information (Data elements #552 and #554).
556 Total Collection Use (Total of 553, 552, and 554)
The total annual count of physical item circulation, use of electronic materials, and successful
retrieval of electronic information (Data elements #552, #553, and #554).
1.4.2 Changed Data Elements
LIBRARY COLLECTION
This section of the survey (450-460) collects data on selected types of materials.
It does not cover all materials (i.e., microforms, loose sheet music, maps, and pictures) for which
expenditures are reported under Print Materials Expenditures, Electronic Materials Expenditures,
and Other Material Expenditures (data elements #353, #354, and #355). Under this category
report only items the library has acquired as part of the collection and catalogued, whether
purchased, lease, licensed, or donated as gifts that have been purchased, leased or licensed by the
library, a consortium, the state library, a donor or other person or entity. Included items must
only be accessible with a valid library card or at a physical library location; inclusion in the
catalog is not required. Do not include items freely available without monetary exchange. Do not
include items that are permanently retained by the patron; count only items that have a set
circulation period where it is available for their use. Count electronic materials at the
administrative entity level; do not duplicate numbers at each branch.
450 Print Materials
Report a single figure that includes the following:
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INTRODUCTION
Books in print. Books are non-serial printed publications (including music scores or other bound
forms of printed music, and maps) that are bound in hard or soft covers, or in loose-leaf format.
Do not include unbound sheet music. 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.
552 Use of Electronic Material
Electronic Materials are materials that are distributed digitally online 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 use. Include
circulation only for items that require a user authentication, and have a limited period of use.
550 Total Circulation of Materials (Total of 553 and 552)
This is the sum of Use of Electronic Material and Physical Item Circulation (data elements #552
and #553).
1.4.3 Changed Data Element Numbers
575 Interlibrary Loans Provided To (formerly data element 553)
576 Interlibrary Loans Receive From (formerly data element 554)
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GETTING STARTED
2 Getting Started
The data collection process begins when you first receive an e-mail from AIR that includes your
login credentials. Once you login to the PLS Web Portal (https://www.plswebportal.org), you must
enter your state characteristics first. After you enter the state characteristics information, your FY
2015 data will prepopulate into the AE and Outlet sections. If you have minimal changes between
FY 2015 and FY 2016 collections, the pre-population will help in updating your data. Please import
or input your FY 2016 AE and Outlet data to continue.
Different areas of the PLS Web Portal will become available to you as you progress through the
collection 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 complete when you lock your data. Detailed instructions on these steps
are in section 2.3.
Please note: You must enter data on the state characteristics screen first before you can
access the Import or Data Input features.
Exhibit 2.1 shows the process for collecting the PLS data.
Exhibit 2.1. PLS Data Collection Process
Receive
Login via
Email
SDC Logs In
Enter State
Characteristics
Upload/Enter
AE/Outlet
Data
Edit/Modify/
Annotate Data
Run Edit
Report
Resolve
Match Report
Run Match
Report
Lock Data
Chief Officer
Certifies Data
2.1 Login
To access the PLS Web Portal, a username and password are required. Your username will be your
e-mail address and your password will be the same as the one you assigned for FY 2015. If you are
new to the PLS, AIR will send an e-mail to you providing a temporary link that will allow you to
create a password for your account. This e-mail will be sent on the day PLS Web Portal opens on
December 13, 2016. If you have any trouble logging in to the PLS Web portal, please contact us at
[email protected] or 1-866-744-5746 Monday through Friday, 9 – 5 pm Eastern Time.
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The URL for logging into the PLS Web Portal is www.PLSWebPortal.org. See Exhibit 2.2 for a
screenshot of the PLS Web Portal login screen.
If you forget your password, click “Forgot Password” on the login page. This will take you to a
screen to type your Username (email address) then click submit. This will automatically send you
an e-mail with a temporary link to reset your password. The process will be the same as when you
created your initial password.
Note: Your password must contain at least eight characters, one lower case letter, one upper case
letter, one digit and one special character. Valid special characters are @!#$%^&+=.
Use the following space to write your username and password:
Username (e-mail address):
Password:
Exhibit 2.2 PLS Web Portal Login Screen
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2.2 PLS Web Portal
The first time you successfully enter PLS Web Portal (www.PLSWebPortal.org), you will see stepby-step instructions for entering your data, which are the same as the Web Instructions in section
2.3. You can access these again at any time from the Help menu at the top right of the screen.
2.2.1 Home
The Home screen (Exhibit 2.3) will be the first screen you will go to once you login and after you
close out the Web instructions on your first login. The screen is a landing page where you can
quickly view your survey status, access important documents, and view any important
correspondence. This page includes the following tools and resources:
Survey Information: This table provides an update of the status and next processing steps for
your survey. It is an abbreviated table of the Survey Status table that you can view by clicking
“Survey Status” in the dark green navigation bar at the top of the screen.
Import A New File: This link takes you directly to the Import Data screen so that you can
import additional files. You can also access Import Data from the Tools drop down menu in
the dark green navigation bar.
Helpful Documents: This section provides easy access to documents that will be useful
during data collection, including this User’s Guide, Web Instructions (see section 2.3), and
the Match and Edit report terminology reference guide. These links will open in a separate
browser window.
Latest Correspondence: This section includes any updates we may need to convey to you
during the data collection process or reminders of important deadlines.
Navigation Bar: The dark green navigation bar at the top of the page provides links and drop
down menus to different pages of the survey. This navigation bar will always be present
throughout the survey. These links are explained throughout the User’s Guide.
Help Desk Information: The contact information for the Help Desk can be found on the
bottom of every page.
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GETTING STARTED
Exhibit 2.3 PLS Web Portal Home Page
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GETTING STARTED
2.2.2 Survey Status
In addition to the survey status table on the Home page, you can refer to the Survey Status page
(Exhibit 2.4) to see where your submission stands at any time and what your next steps are in the
data submission process.
Note: Once you have saved your State Characteristics data in the system the Survey Status
will update to say that you have Administrative Entity and Outlet Data before you have
imported or input your data. The Current Year data is pre-populated with Prior Year data and the
system is reading that data as being populated for those fields. You will still need to import or input
Current Year Administrative Entity and Outlet data. The Survey Status will update to let you know
when to run a Match or Edit report and if you need to make any changes to the data.
Exhibit 2.4 PLS Web Portal Survey Status Page
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2.3 Web Instructions
The following instructions will pop up when you first login to the PLS Web Portal. After your initial
login, these instructions are available under the Help menu.
1. The State Characteristics data must be entered before you can proceed further.
Select Input Data: State Char from the Tools menu to create a record for entering.
Press the Save button to save your data. To print a copy of your state data, press the Print
button.
2. Import Administrative Entity (AE) data by selecting Import Data from the Tools menu.
Choose the location of your AE file and import. All 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 enter Administrative Entity data manually by selecting Input Data: AE
from the Tools menu.
o To move to other AEs use the arrows next to the AE name, to navigate to the
next or previous AE. The arrows with the line navigate you to the first or last
AE in the list.
o You can also use the drop down to navigate to another AE.
o The left-hand menu labeled Section Navigation allows you to navigate to
specific sections of questions for the AE and Outlet data collection.
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
Import Data from the Tools menu. Minor changes can be made by selecting Associated
Outlet(s) under Selection Navigation in Input Data: AE from the Tools menu.
OR you can update outlet data manually by selecting Input Data: Outlet from the Tools
menu.
4. Select Run Match Report from the Reports menu after all data have been imported or
entered.
The Match process will run in the background. When completed, the Match Report will
be available for download. AIR recommends saving the workbook to your hard drive in
order to record your annotations (i.e., verification and explanation of non-critical edits)
during your review of the reports.
Note: All match errors must be resolved before you can proceed to editing the data.
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GETTING STARTED
You can EITHER ( 1) correct your data file(s) and re-import the revised data OR ( 2)
correct your problems directly in PLS Web Portal by using Input Data menus or
Structure Changes menus (under the Tools). Most problems are correctable in PLS
Web Portal.
Please reference the Restorable AE tab and the Restorable Outlet tab on the Match
Report. 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, AIR 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, to make sure the administrative entity or outlet was not
previously reported and then closed, deleted, or temporarily closed.
You must reimport your Outlet file each time you import an AE file. If you do not
reimport your Outlet file your Outlet data will revert to the prior year’s data.
5. Once your match report is resolved, select Run Edit Report from the Reports menu.
The Edit process runs like the Match process. Review all of the Edit worksheets (in
Excel format). AIR recommends saving the workbook to your hard drive in order to
record your annotations during your review of the reports.
Fix any critical edit warnings by entering corrections in PLS Web Portal and rerun the
Edit Report.
Annotate any noncritical edit warnings in the Excel worksheets or in a separate text file.
Then import the annotations by selecting Import Data 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
noncritical 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 survey submission, you will not be allowed to change any
data.
If you need to make revisions, please contact us at [email protected] or 1-866-744-5746, and we will
unlock your data submission.
8. When you lock your data, you will be asked to estimate the number of hours it took for you
to complete the survey.
2.4 Other Helpful Tools
2.4.1 File Export
The Export Data feature is located under the Tools menu (Exhibit 2.5). Current-year and prior-year
data are available for administrative entities, outlets, and state characteristics. Administrative entity
and outlet records that were previously deleted on the prior year data (i.e., closed or removed as an
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GETTING STARTED
incorrect record) are available from the Export Data page should any of these need to be restored
to the survey. Administrative entity and outlet records deleted before the prior year data are only
available on the Match Report’s restorable tab. To export and re-import a file, click on “Data-Ready
to re-import” under Select File Format(s). This version of the export file keeps the FSCS ID
assignments for re-import. This will allow you to export your file with changes you made in PLS
Web Portal, make further revisions in the file, and re-import.
To obtain the files:
Go to the Tools menu and click on Export Data.
Select the file format you would like to download.
Select the data set you would like to export.
Note: All exported data sets are downloaded one at a time.
Click Generate File Export.
The file is immediately created and downloaded to your browser to be opened.
To export all the CY and PY data into one Excel file you can click on Export All Datasets – 1 Excel
File. This file will include all datasets, plus the restorable AE and Outlets.
Exhibit 2.5 PLS Web Portal Export Data Page
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GETTING STARTED
2.4.2 Tables
The Run Tables feature is located under the Reports menu and creates an Excel workbook that
contains 18 tables. The user will be able to save the tables to their hard drive. There are two
summary tables and 16 individual library tables. The two summary tables are a two-year
comparison of the state totals for each survey item and a two-year comparison of the item response
rates for the state. The individual library tables list each library in the state and some tables report
the per capita and percent distributions for those individual libraries.
The two summary tables provide a macro view of their state’s library data. The individual library
tables provide a micro view of the individual libraries.
To run and save your tables:
Click on Run Tables under the Reports menu.
Click Download Tables Report
The report is immediately created and downloaded to your browser to be opened.
Note: The time stamp on the Reports table is in Eastern Standard Time (EST), please use the
following chart to convert the time:
Time Zone
Time difference from Eastern
Time
Time in time zone (if time in
Eastern Time is 12:00 pm)
Eastern
0 hour
12:00 pm
Central
1 hour
11:00 am
Mountain
2 hours
10:00 am
Pacific
3 hours
9:00 am
Alaska
4 hours
8:00 am
Hawaii-Aleutian
5 hours
7:00 am
Samoa
6 hours
6:00 am
2.4.3 Help Menu Options
The Help menu provides access to this user’s guide and all of the appendices in the user’s guide.
These links will open in a separate browser window.
Web Instructions
The Web instructions (also found at the beginning of this section) is 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.
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GETTING STARTED
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 AIR and IMLS contact information including the Help Desk
telephone numbers and e-mail addresses. The Help Desk contact information is also located on
each page of the survey.
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
Standard abbreviations (Appendix G) should be used in this survey when the data exceed the
field length.
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 AIR during the edit follow-up.
2.5 External Links
The user has been provided some external links that might be helpful in preparing for the FY 2016
data submission. These links will open in a separate browser window.
IMLS Public Libraries Survey (https://www.imls.gov/research-evaluation/datacollection/public-libraries-united-states-survey)
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GETTING STARTED
This external link will take you to IMLS PLS page. Things that can be found on this page
include the following:
The public release data files and publications for the previous years of the PLS
The Compare Public Libraries tool that will compare individual libraries to their peers
The Search for Public Libraries tool that will search for public libraries by Library
System, Central Library, Branch Library, Bookmobiles, and Books-by-Mail
Other general information about the PLS
Public Library Statistics Cooperative (PLSC) Wiki
(http://plsc.pbworks.com/w/page/7422620/FrontPage)
This is the external link to the PLSC Wiki for SDCs to find information about PLS data
elements, history of the PLS, SDC conference information, PLS contact information, news
and discussion, and other information.
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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 PLS Web Portal. 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, the Annotation file, and the
Annotated Edit Report in Excel (.xls or .xlsx), comma delimited text (.csv), or fixed length
text formats (.txt).
Each import file must contain only records of the same record type. For example, the
administrative entity file can contain only administrative entity records; outlet records must
be removed.
To export and re-import a file, click on Data ready to re-import (Excel file formatted for
import) under Export Data. This version of the export file keeps the FSCS ID assignments
for re-import. This will allow you to export your file with changes you made in PLS Web
Portal, make further revisions in the file, and re-import.
3.2 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 import them into the PLS Web Portal database.
After you log onto the website, go to the Tools menu and select Import Data. Click on the Browse
button to find the file you need from your computer. Click on Upload and Import File once you
have located your file (Exhibit 3.1).
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IMPORT
Exhibit 3.1 PLS Web Portal Import Data Page
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(s) affected. Please
note, this message box will show all the errors preventing the file from importing. Once these errors
are resolved, the file should import correctly.
Once you click “Upload and Import File” you will be prompted to choose what type of file you are
importing (AE, Outlet, Annotation, or Edit Report). When you import a file again with the same
file name as the previous file, the previous one is deleted. When you click “Delete All” all Current
Year imported data will be deleted from the web portal. If you click “Delete All AE Data” all of
the associated Outlet Data will be deleted.
Please note:
The files will not import successfully if any of the fields are blank. Refer to the following
sections for instructions on preparing files for import.
Imported data must be valid (see the following table):
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IMPORT
Numeric Data Elements:
Any positive number for
numeric data elements
Enter the appropriate numeric data.
0
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
next.
-1
“-1” means that the appropriate figure is unavailable.
Please note: If your state did not ask the FY 2016 data
element as updated in section 1.4 Data Element Changes,
you must submit all data on that element as missing (“-1”).
-3
“-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 or numeric data
for alphanumeric data
elements
Enter the appropriate alphabetic or numeric data. 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 this item only:
Phone (use only if library has no phone)
Structure, Name, and Address Changes:
-3
“-3” means “Not Applicable” and is used for these items only:
LINKID, OLDID, and PARENTID
3.3 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 reviewed
the results. See Appendix D for the import file record layout.
3.4 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 year 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 Export
22
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IMPORT
Data option on the Tools menu. Alternatively, you can contact AIR 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 the PLS Web Portal (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 (includes Out of Scope/Errors or for Planned But Never
Opened (formerly 26))
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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IMPORT
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.
24
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USER OPTIONS, INPUT DATA, AND STRUCTURE CHANGES
4 User Options, Input Data, and Structure Changes
The Tools menu contains selections that allow you to enter data directly into PLS Web Portal:
User Options allows you to choose the sort order (e.g., by FSCS ID, LIBID, NAME, or
CITY) you want for retrieving administrative entity and outlet records and viewing the Edit
Report. You can choose to save changes automatically (default option). These options are
available from every Input Data screen.
Input Data 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 AEs or outlets. 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.
4.1 User Options
The selected options selected in Exhibit 4.1 are the default settings.
Exhibit 4.1 PLS Web Portal User Option Page
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USER OPTIONS, INPUT DATA, AND STRUCTURE CHANGES
4.1.1 Sort Order for Administrative Entities or Outlets in Input Data
You determine how to retrieve your administrative entity records for viewing and update as well as
making structure changes. Sorting can be done by:
FSCS ID – This is the default setting
LIBID
NAME
CITY
4.1.2 Sort Order for Edit Report by Edit Number
You can sort your Edit Report by Edit Number with these options.
Edit number by FSCS ID– This is the default setting.
Edit number by Annotation Status by FSCS ID
4.1.3 Auto Save Data in Input Data
You can set this option to:
Yes – This is the default setting. The system automatically saves your data.
No
NOTE: The Auto Generate Totals option has been removed. The PLS Web Portal
automatically generates totals for data that you input through the Input Data screens. It is
not possible to turn off the automatic totals.
4.2 Input Data
Select State Char, AE, or Outlet to navigate to the screen you wish to update. Buttons that allow
you to Save and Print Page appear at the bottom of every page. Use the tab key to move from field
to field or use your mouse by clicking on the section you wish to go to under Section Navigation.
By default the user options are set to automatically save your corrections. If you choose not to
save your corrections automatically, be sure to click Save before leaving the page. To exit any of
these screens, select Home from the menu bar to return to the main PLS Web Portal page.
4.2.1 State Characteristics
This screen consists of four data items for you to fill out. Once you have completed your updates,
you can return to the Survey Status page to check for further actions.
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USER OPTIONS, INPUT DATA, AND STRUCTURE CHANGES
4.2.2 Administrative Entity
Data for administrative entity records are collected in nine sections, or screens. An additional
section for the associated outlets is available to access outlet data for that administrative entity. The
names of each section 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 go to another administrative entity record by selecting one from the dropdown menu at the
top of the page. The records are listed by FSCS ID by default. You can choose another sort order
under User Options. The arrow buttons are available at the top of the screen next to the AE name
if you want to navigate to the next or previous AE. The arrows with the line will navigate you to
the first or last AE in the list.
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 section. 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 arrow buttons 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. 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 (Exhibits 4.2 and 4.3).
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USER OPTIONS, INPUT DATA, AND STRUCTURE CHANGES
Please note: When you complete all of your structure changes, you must complete a successful
Match Report before you can continue processing your submission
Exhibit 4.2 PLS Web Portal Structure Change: AE Page
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USER OPTIONS, INPUT DATA, AND STRUCTURE CHANGES
Exhibit 4.3 PLS Web Portal Structure Change: Outlet Page
29
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MATCH REPORT
5 Match Report
After you import or 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 prioryear records on the publicly released data file using the FSCS ID information. After a successful
match is run, new IDs 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 a problem, 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 that identify the problem(s).
You must resolve all discrepancies in the match report. You can fix your original file and reimport, 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 Export Data
function under the Tools menu. Appendix C provides additional guidance for understanding the
match report messages.
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 input 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.
The report is not linked to the database (PLS Web Portal). You must make any corrections
by either importing a new file or manually inputting data in the PLS Web Portal screens (i.e.,
structure change menu and the name and address status code fields).
Please note: Sometimes one type of error will produce more than one error message for 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 IDs 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 or Outlet:
Invalid Status Code (STATSTRU)
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MATCH REPORT
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’)
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
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MATCH REPORT
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
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
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MATCH REPORT
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
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
5.2 Resolving Unsuccessful Records
Please see Appendix C Resolving the Match Report, for specific instructions and examples for how
to resolve each individual match error.
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 error messages. 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 information in your data file and import the revised file, or for most problems, you
can use the Structure Change menu option under the Tools menu. 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
33
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MATCH REPORT
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 Input screens.
34
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EDIT REPORT
6 Edit Report
Once you have completed a successful match you must run the Edit Report by selecting Run Edit
Report from the Reports menu.
The report is displayed in an Excel workbook with multiple worksheets and is not linked to the
database (PLS Web Portal). You must make changes to your data through the data inputting options
or through an updated import file. (Please note that if you import a corrected file you will have to
run the match again.)
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 PLS Web Portal.
You can select one of two sort orders for the edit report from the browser window: Sort by edit
number by FSCS ID or Edit Number by Annotation Status by FSCS ID from the User Options
menu.
It is necessary to provide an explanation for non-critical errors (see FY 2016 Edit Messages and
Conditions located in the PLS Web Portal Help menu for a full list of edits and conditions). The
annotations that accompany your Edit Report are an essential part of your submission. The
annotations provide verification and explanations for data that are flagged under a non-critical edit
condition but are correct. You must have at least one of each noncritical edit annotated before
you can complete your submission. Not all non-critical errors need to be annotated if the
explanation is the same for those errors. 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 PLS Web Portal Help menu options
and are also published online on the IMLS website (FY 2016 Edit Messages and Conditions).
In addition to the current-year and historical edits, the conditions for internal checks conducted by
AIR during edit follow-up are included. The types of edits follow:
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 Not responding to 100 percent response to all items
o Discrepancies between the number of outlets reported on the administrative
entity record and its outlet records
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EDIT REPORT
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)
o Definitional (e.g., “Print Materials” is zero)
6.1.2 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 AIR
State level
More than 65 percent of a data element was -1 in the prior year and is reported zero for
the current year.
Sum of any numeric variable is zero.
Other edits
A special summation check for operating expenditures
More than 85 percent nonresponse for an administrative entity
Street address checks
Discrepancies in address information between administrative entity and outlet records
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EDIT REPORT
State abbreviations in the address or city fields
Testing inter-item ratios
6.2 Annotations
Annotations are stored in the PLS Web Portal database and are applied to the edits when you run
the edit report.
You can upload your annotation file into PLS Web Portal through the Import Data option under
the Tools menu in the following formats (see Annotation Import File Specifications in Appendix
D):
A comma delimited text file (.csv)
Fixed length text file (.txt)
Excel file (.xls and .xlsx)
If you need to make more annotations after they have been uploaded, you can upload again 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 to which it applies.
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LOCK DATA
7 Lock Data
The Lock Data screen is located under the Tools menu. The user must verify that they want to
lock their data.
Please remember to review the Tables under the Reports option to check for any large statewide
discrepancies before locking your 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 noncritical 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
Once locked the application does not allow the respondent to change any data, import files, perform
the match routine, or run the Edit Report. If you lock your data and need to revise the locked data,
please contact AIR at [email protected] or 1-866-744-5746.
7.1 Estimate of Burden
After locking your data you will be asked to provide the estimated number of hours, it took you to
complete the survey. The estimated number of hours should include the time to review
instructions, search existing data resources, gather the data needed and complete and review
information collected. This includes the following:
Preparing for the data submission (revising worksheets, and, if you are a Bibliostat or
Counting Opinions state, submitting to and testing the PLS Web Portal)
Vetting data submissions of individual libraries
Readying data for submission to AIR and contacting libraries as needed with questions
Submit data through PLS Web Portal
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LOCK DATA
Respond to post-submittal edit questions (includes all time spent interacting with PLS Web
Portal and AIR during this phase)
You may go back into the PLS Web Portal at any time to update this number.
Exhibit 7.1 PLS Web Portal Lock Data Confirmation Page
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PLS
CHIEF OFFICER CERTIFICATION
8 Chief Officer Certification
After the survey is locked, the PLS Web Portal will automatically inform your Chief Officer that
the data are ready for review for the certification procedure (SDCs are copied on this e-mail). Each
Chief Officer will be provided with login credentials to access the PLS Web Portal to review the
data after the survey is locked and to certify the survey. The Chief Officer will receive the login
credential in an e-mail shortly after the start of data collection. You will receive notification e-mails
when the Chief Officer has been notified of the locked data and when the survey data has been
certified. This process will eliminate the previous manual process of faxing or scanning and emailing the certification.
40
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APPENDIX A SURVEY INSTRUMENT
Appendix A Survey Instrument
Data Entry Screens and Data Element Definitions (will be updated with FY16
info)
State Characteristics Page
41
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APPENDIX A SURVEY INSTRUMENT
Administrative Entity –— Name/Addresses
42
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APPENDIX A SURVEY INSTRUMENT
Administrative Entity –— Other Identification
43
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APPENDIX A SURVEY INSTRUMENT
Administrative Entity –— Population/Outlets/Staff
44
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APPENDIX A SURVEY INSTRUMENT
Administrative Entity –— Operating Revenue
45
PLS
APPENDIX A SURVEY INSTRUMENT
Administrative Entity –— Operating Expenditures
46
PLS
APPENDIX A SURVEY INSTRUMENT
Administrative Entity –— Capital
47
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APPENDIX A SURVEY INSTRUMENT
Administrative Entity –— Library Collections
48
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APPENDIX A SURVEY INSTRUMENT
Administrative Entity –— Service Measures
49
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APPENDIX A SURVEY INSTRUMENT
Administrative Entity –— Programs/Other Electronic
50
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APPENDIX A SURVEY INSTRUMENT
Administrative Entity—Associated Outlet(s) Page
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APPENDIX A SURVEY INSTRUMENT
State Characteristics Data Element Definitions
Note: The following items are answered by the state library agency.
#
Data Element Name
(Variable Name)
Data Element Definition
100
Reporting Period
Starting Date
(STARTDAT)
101
Reporting Period
Ending Date
(ENDDATE)
102
State Total
Population Estimate
(POPU_ST)
103
Total Unduplicated
Population of Legal
Service Areas
(POPU_UND)
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.
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.
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.
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 PLS Web Portal. 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 PLS Web Portal 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
PLS Web Portal. 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.
Administrative Entity Data Element Definitions
Administrative Entity. (This is not a PLS Web Portal 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
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APPENDIX A SURVEY INSTRUMENT
local jurisdiction. The administrative entity may have a single outlet, or it may have more than one
outlet.
#
Data Element Name
Data Element Definition
(Variable Name)
150
150a
151
152
152a
FSCS ID (Automatic
Display)
(FSCSKEY)
Structure Status
(STATSTRU)
LIB ID
(LIBID)
Name
(LIBNAME)
Name Status
(STATNAME)
Street Address
153
Street Address
(ADDRESS)
153a
Address Status
(STATADDR)
154
City (of street address)
(CITY)
155
ZIP Code (of street
address)
(ZIP)
Mailing Address
157
Mailing Address
(ADDRES_M)
158
City (of mailing address)
(CITY_M)
159
ZIP Code (of mailing
address)
(ZIP_M)
This is the identification code assigned by PLS Web Portal
to the administrative entity.
This is the Structure Change Code to record actions such as
adding, deleting, or merging.
This is the state-assigned identification code for the
administrative entity.
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
PLS Web Portal field length of 60 characters. Avoid
abbreviations at the beginning of the name and do not
punctuate abbreviations. (See Standard Abbreviations for
PLS Web Portal in Appendix G.)
This is the Name Change Code to identify whether the
change is an official name change.
This is the complete street address of the administrative
entity.
Note: Do not report a post office box or general delivery.
This is the Address Change Code to identify whether the
address change is an actual location change.
This is the city or town in which the administrative entity is
located.
This is the standard five-digit postal zip code for the street
address of the administrative entity.
This is the mailing address of the administrative entity.
This is the city or town of the mailing address for the
administrative entity.
This is the standard five-digit postal ZIP code for the
mailing address of the administrative entity.
53
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APPENDIX A SURVEY INSTRUMENT
#
Data Element Name
(Variable Name)
Data Element Definition
161
County of the Entity
(CNTY)
Phone
(PHONE)
This is the county in which the headquarters of the
administrative entity is physically located.
162
200
Interlibrary Relationship
Code
(C_RELATN)
201
Legal Basis Code
(C_LEGBAS)
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).
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 multiple outlet 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.
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
authorized in a state’s constitution and statutes and
established to provide general government.
54
PLS
#
202
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Administrative
Structure Code
(C_ADMIN)
Data Element Definition
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—Nonprofit 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.
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
55
PLS
#
203
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
FSCS Public Library
Definition
(C_FSCS)
Data Element Definition
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-by
mail 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-by
mail 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.
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.
56
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APPENDIX A SURVEY INSTRUMENT
#
Data Element Name
(Variable Name)
Data Element Definition
204
Geographic Code
(GEOCODE)
205
Legal Service Area
Boundary Change
(LSABOUND)
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 (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
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).
57
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APPENDIX A SURVEY INSTRUMENT
#
Data Element Name
(Variable Name)
Data Element Definition
206
Reporting Period
Starting Date
(STARTDAT)
207
Reporting Period Ending
Date
(ENDDATE)
208
Population of the Legal
Service Area
(POPU_LSA)
209
Number of Central
Libraries
(CENTLIB)
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.
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.
The number of people in the geographic area for which a
public library has been established to offer services and
from which (or on behalf of which) the library derives
revenue, plus any areas served under contract for which the
library is the primary service provider.
Note: The determination of this population figure shall be
the responsibility of the state library agency. This
population figure should be based on the most recent state
population figures for jurisdictions in your state available
from the State Data Center. The State Data Coordinator
should obtain these figures annually from the State Data
Center or other state sources.
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.
58
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APPENDIX A SURVEY INSTRUMENT
#
Data Element Name
(Variable Name)
Data Element Definition
210
Number of Branch
Libraries
(BRANLIB)
211
Number of Bookmobiles
(BKMOB)
A branch library is an auxiliary unit of an administrative
entity which has at least all of the following:
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:
A truck or van that carries an organized collection of library
materials;
Paid staff; and
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.
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
Data Element Name
(Variable Name)
ALA-MLS
(MASTER)
251
Total Librarians
(LIBRARIA)
252
All Other Paid Staff
(OTHPAID)
253
Total Paid Employees
(TOTSTAFF)
Data Element Definition
Librarians with master’s degrees from programs of library
and information studies accredited by the American Library
Association.
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).
This includes all other FTE employees paid from the
reporting unit budget, including plant operations, security,
and maintenance staff.
This is the sum of Total Librarians and All Other Paid Staff
(data elements #251 and #252).
59
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APPENDIX A SURVEY INSTRUMENT
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.)
#
Data Element Name
(Variable Name)
Data Element Definition
300
Local Government
Revenue
(LOCGVT)
301
State Government
Revenue
(STGVT)
302
Federal Government
Revenue
(FEDGVT)
Other Operating
Revenue
(OTHINCM)
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.
Note: Significant funding provided by other local
government agencies with the authority to levy taxes “on
behalf of” the library should be included if the
information is available to the reporting agency and if
such funds are supported by documentation (such as
certified budgets, payroll records, etc.)
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 multiple sources).
This includes all federal government funds distributed to
public libraries for expenditure by the public libraries,
including federal money distributed by the state.
303
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
60
PLS
#
304
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Total Operating Revenue
(TOTINCM)
Data Element Definition
the value of any contributed or in-kind services or the
value of any nonmonetary gifts and donations.
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
#
Data Element Name
(Variable Name)
Data Element Definition
350
Salaries & Wages
Expenditures
(SALARIES)
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
(BENEFIT)
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
(STAFFEXP)
This is the sum of Salaries & Wages Expenditures and
Employee Benefits Expenditures (data elements #350 and
#351).
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APPENDIX A SURVEY INSTRUMENT
Collection Expenditures
This includes all operating expenditures from the library budget for all materials in print,
microform, electronic, and other formats considered part of the collection, whether purchased,
leased, or licensed. Exclude charges or fees for interlibrary loans and expenditures for
document delivery.
#
Data Element Name
(Variable Name)
Data Element Definition
353
Print Materials
Expenditures
(PRMATEXP)
Electronic Materials
Expenditures
(ELMATEXP)
Report all operating expenditures for the following print
materials: books, current serial subscriptions, government
documents, and any other print acquisitions.
354
355
356
Other Materials
Expenditures
(OTHMATEX)
Total Collection
Expenditures
(TOTEXPCO)
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).
Report all operating expenditures for other materials, such
as microform, audio and video physical units, DVD, and
materials in new formats.
This is the sum of Print Materials Expenditures, Electronic
Materials Expenditures, and Other Materials Expenditures
(data elements #353, #354, and #355).
#
Data Element Name
(Variable Name)
Data Element Definition
357
Other Operating
Expenditures
(OTHOPEXP)
This includes all expenditures other than those reported for
Total Staff Expenditures (data element #352) and Total
Collection Expenditures (data element #356).
62
PLS
358
APPENDIX A SURVEY INSTRUMENT
Total Operating
Expenditures
(TOTOPEXP)
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.
This is the sum of Total Staff Expenditures, Total
Collection Expenditures, and Other Operating Expenditures
(data elements #352, #356, and #357).
CAPITAL REVENUE
Report all revenue to be used for major capital expenditures, by source of revenue. Include funds
received for (a) site acquisition; (b) new buildings; (c) additions to or renovation of library
buildings; (d) furnishings, equipment, and initial collections (print, nonprint, 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:
#
Data Element Name
(Variable Name)
Data Element Definition
400
Local Government
Capital Revenue
(LCAP_REV)
401
State Government
Capital Revenue
(SCAP_REV)
402
Federal Government
Capital Revenue
(FCAP_REV)
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.
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.
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.
63
PLS
#
403
404
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Other Capital Revenue
(OCAP_REV)
Total Capital Revenue
(CAP_REV)
Data Element Definition
Report private (nongovernmental funds), including grants
received by the library for the purpose of major capital
expenditures.
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
#
Data Element Name
(Variable Name)
Data Element Definition
405
Total Capital
Expenditures
(CAPITAL)
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 onetime major projects. Include federal, state, local, or other
revenue used for major capital expenditures. Only funds
that are supported by expenditure documents (e.g.,
invoices, contracts, payroll records, etc.) at the point of
disbursement should be included. Estimated costs are not
included. Exclude expenditures for replacement and repair
of existing furnishings and equipment, regular purchase of
library materials, and investments for capital appreciation.
Exclude contributions to endowments, or revenue passed
through to another agency (e.g., fines). Funds transferred
from one public library to another public library should be
reported by only one of the public libraries.
LIBRARY COLLECTION2
This section of the survey (450-460) collects data on selected types of materials.
It does not cover all materials (i.e., microforms, loose sheet music, maps, and pictures) for which
expenditures are reported under Print Materials Expenditures, Electronic Materials Expenditures,
2
Revised data element definition.
64
PLS
APPENDIX A SURVEY INSTRUMENT
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 and catalogued, whether purchased,
lease, licensed, or donated as gifts that have been purchased, leased or licensed by the library, a
consortium, the state library, a donor or other person or entity. Included items must only be
accessible with a valid library card or at a physical library location; inclusion in the catalog is not
required. Do not include items freely available without monetary exchange. Do not include items
that are permanently retained by the patron; count only items that have a set circulation period
where it is available for their use. Count electronic materials at the administrative entity level; do
not duplicate numbers at each branch.
3
#
Data Element Name
(Variable Name)
Data Element Definition
450
Print Materials3
(BKVOL)
451
Electronic Books –
EBooks
(EBOOK)
Report a single figure that includes the following:
Books in print. Books are non-serial printed publications
(including music scores or other bound forms of printed
music, and maps) that are bound in hard or soft covers, or
in loose-leaf format. Do not include unbound sheet
music. 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.
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). E-books 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 electronic units, including
duplicates, at the administrative entity level; do not
duplicate unit count for each branch. 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 that have
been purchased, leased or licensed by the library, a
consortium, the state library, a donor or other person or
entity. Included items must only be accessible with a valid
library card or at a physical library location; inclusion in
the catalog is not required. Do not include items freely
available without monetary exchange. Do not include
Revised data element definition.
65
PLS
#
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Data Element Definition
items that are permanently retained by the patron; count
only items that have a set circulation period where it is
available for their use. Count electronic materials at the
administrative entity level; do not duplicate numbers at
each branch.
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
452
Audio – physical units
(AUDIO_PH)
453
Audio – downloadable
units
(AUDIO_DL)
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.” For smaller libraries, if volume data are not
available, the number of titles may be counted.
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.”
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.
These are downloadable electronic files on which sounds
(only) are stored (recorded) and that can be reproduced
(played back) electronically. Audio – Downloadable Units
may be loaned to users on portable devices or by
transmitting the contents to the user’s personal computer
66
PLS
#
454
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Video – physical units
(VIDEO_PH)
Data Element Definition
for a limited time. Include Audio – Downloadable Units
held locally and remote Audio – Downloadable Units for
which permanent or temporary access rights have been
acquired.
Report the number of units. Report only items that have
been purchased, leased or licensed by the library, a
consortium, the state library, a donor or other person or
entity. Included items must only be accessible with a valid
library card or at a physical library location; inclusion in
the catalog is not required. Do not include items freely
available without monetary exchange. Do not include
items that are permanently retained by the patron; count
only items that have a set circulation period where it is
available for their use. Count electronic materials at the
administrative entity level; do not duplicate numbers at
each branch.
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.
For smaller libraries, if volume data are not available, the
number of titles may be counted.
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.”
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.
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455
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Video – downloadable
units
(VIDEO_DL)
Data Element Definition
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.
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 videoenabled mobile device. Video – Downloadable Units may
be loaned to users on portable devices or by transmitting
the contents to the user’s personal computer for a limited
time. Include Video – Downloadable Units held locally
and remote Video – Downloadable Units for which
permanent or temporary access rights have been acquired.
Report the number of units. Report only items that have
been purchased, leased or licensed by the library, a
consortium, the state library, a donor or other person or
entity. Included items must only be accessible with a valid
library card or at a physical library location; inclusion in
the catalog is not required. Do not include items freely
available without monetary exchange. Do not include
items that are permanently retained by the patron; count
only items that have a set circulation period where it is
available for their use. Count electronic materials at the
administrative entity level; do not duplicate numbers at
each branch.
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.” For smaller libraries, if volume data are not
available, the number of titles may be counted.
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
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APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Data Element Definition
with unlimited simultaneous users, then that collection
would be counted as 100 “units.”
Electronic Collections
Report the number of electronic collections.
An electronic collection is a collection of electronically stored data or unit records (facts,
bibliographic data, abstracts, texts, photographs, music, video, etc.) with a common user interface
and software for the retrieval and use of the data. An electronic collection may be organized, curated
and electronically shared by the library, or rights may be provided by a third party vendor. An
electronic collection may be funded by the library, or provided through cooperative agreement with
other libraries, or through the State Library. Do not include electronic collections that are provided
by third parties and freely linked to on the Web.
Electronic Collections do not have a circulation period and may be retained by the patron.
Remote access to the collection may or may not require authentication. Unit records may or may
not be included in the library’s catalog; the library may or may not select individual titles. Include
electronic collections that are available online or are locally hosted in the library.
Note: The data or records are usually collected with a particular intent and relate to a defined
topic.
Report the number of electronic collections acquired through curation, payment or formal
agreement, by source of access:
#
Data Element Name
(Variable Name)
456
Local/Other cooperative
Agreements
(EC_LO_OT)
457
State (state government
or state library)
(EC_ST)
458
Total Electronic
Collections
(ELECCOLL)
Data Element Definition
This is the sum of Local/Other cooperative agreements and
State electronic collections (data elements #456 and #457).
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APPENDIX A SURVEY INSTRUMENT
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
Data Element Name
(Variable Name)
Current Print Serial
Subscriptions
(SUBSCRIP)
SERVICES
#
Data Element Name
(Variable Name)
500
Public Service Hours Per
Year
(HRS_OPEN)
501
Library Visits
(VISITS)
502
Reference Transactions
(REFERENC)
Data Element Definition
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.
Data Element Definition
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-byMail 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.
This is the total number of persons entering the library for
whatever purpose during the year.
Note: If an actual count of visits is unavailable, determine
an annual estimate by counting visits during a typical
week in October and multiplying the count by 52. A
“typical week” is a time that is neither unusually busy nor
unusually slow. Avoid holiday times, vacation periods for
key staff, or days when unusual events are taking place in
the community or the library. Choose a week in which the
library is open its regular hours. Include seven
consecutive calendar days, from Sunday through Saturday
(or whenever the library is usually open).
Reference Transactions are information consultations in
which library staff recommend, interpret, evaluate, and/or
use information resources to help others to meet particular
information needs. A reference transaction includes
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#
503
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Number of Registered
Users
(REGBOR)
Data Element Definition
information and referral service as well as unscheduled
individual instruction and assistance in using information
sources (including websites and computer-assisted
instruction). Count Readers Advisory questions as
reference transactions. Information sources include (a)
printed and nonprinted material; (b) machine-readable
databases (including computer-assisted instruction); (c)
the library’s own catalogs and other holdings records; (d)
other libraries and institutions through communication or
referral; and (e) persons both inside and outside the
library.
When a staff member uses information gained from
previous use of information sources to answer a question,
the transaction is reported as a reference transaction even
if the source is not consulted again. If a contact includes
both reference and directional services, it should be
reported as one reference transaction. Duration should not
be an element in determining whether a transaction is a
reference transaction.
NOTE: It is essential that libraries do not include
directional transactions in the report of reference
transactions. Directional transactions include giving
instruction for locating staff, library users, or physical
features within the library. Examples of directional
transactions include, “Where is the reference librarian?
Where is Susan Smith? Where is the rest room? Where
are the 600s? Can you help me make a photocopy?”
If an annual count of reference transactions is unavailable,
count reference transactions during a typical week or
weeks, and multiply the count to represent an annual
estimate. [If the sample is done four times a year, multiply
totals by 13, if done twice a year multiply by 26, if done
only annually, multiply 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.
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.
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#
550
551
552
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Total Circulation of
Materials4
(TOTCIR)
Circulation of Children’s
Materials
(KIDCIRCL)
Use of Electronic
Material5
(ELMATCIR)
553
Physical Item
Circulation6
(PHYSCIR)
554
Successful Retrieval of
Electronic Information7
(ELINFO)
Data Element Definition
Note: Files should have been purged within the past three
(3) years.
This is the sum of Use of Electronic Material and Physical
Item Circulation (data elements #552 and #553).
The total annual circulation of all children’s materials in
all formats to all users, including renewals.
Electronic Materials are materials that are distributed
digitally online 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 use. Include circulation only for
items that require a user authentication, and have a limited
period of use.
The total annual circulation of all physical library
materials of all types, including renewals.
Note: Count all physical 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.
The number of full-content units or descriptive records
examined, downloaded, or otherwise supplied to user,
from online library resources that require user
authentication but do not have a circulation period.
Examining documents is defined as having the full text of
a digital document or electronic resource downloaded or
fully displayed. Some electronic services do not require
downloading as simply viewing documents is normally
sufficient for user needs.
Include use both inside and outside the library. Do not
include use of the OPAC or website. [based on NISO
Standard Z39.7 (2013) #7.7, p. 43]
4
Revised data element name
Revised data element name and definition
6
New data element
7
New data element
5
72
PLS
#
555
556
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Electronic Content Use8
(ELCONT)
Total Collection Use9
(TOTCOLL)
INTER-LIBRARY LOANS
#
Data Element Name
(Variable Name)
575
Provided To
(LOANTO)10
576
Received From
(LOANFM)11
LIBRARY PROGRAMS
#
Data Element Name
(Variable Name)
600
Total Number of Library
Programs
(TOTPRO)
Data Element Definition
The total annual count of the circulation of electronic
materials and the successful retrieval of electronic
information (Data elements #552 and #554).
The total annual count of physical item circulation,
circulation of electronic material and successful retrieval
of electronic information (Data elements #552, #553, and
#554).
Data Element Definition
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.
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.
Data Element Definition
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
8
New data element
New data element
10
Data element number change
11
Data element number change
9
73
PLS
#
601
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Number of Children’s
Programs
(KIDPRO)
Data Element Definition
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.
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.
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 offsite, 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
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APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
602
Number of Young Adult
Programs
(YAPRO)
603
Total Attendance at
Library Programs
(TOTATTEN)
Data Element Definition
Libraries [August 1995, NCES 95357]) defines children
as persons age 11 years and under.
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 offsite, 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-toone basis, rather than to a group, such as one-to-one
literacy tutoring, services to homebound, homework
assistance, and mentoring activities. This figure is a subset
of the Total Number of Library Programs (data element
#600).
Note: Young Adult age is defined as 12 through 18 years
and includes 18 year olds. Click on the following link to
view information:
The Young Adult Services Association (YASLA) defines
young adults as age 12 through 18.
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.)
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#
604
605
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Children’s Program
Attendance
(KIDATTEN)
Young Adult Program
Attendance
(YAATTEN)
Data Element Definition
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.)
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
#
Data Element Name
Data Element Definition
(Variable Name)
650
651
Number of Internet
Computers Used by
General Public
(GPTERMS)
Number of Uses
(Sessions) of Public
Internet Computers Per
Year
(PITUSR)
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.
Report the total number of uses (sessions) of the library’s
Internet computers in the library during the last year. If
the computer is used for multiple purposes (Internet
access, word-processing, OPAC, etc.) and Internet uses
(sessions) cannot be isolated, report all usage. A typical
week or other reliable estimate may be used to determine
the annual number. Sign-up forms or Web-log tracking
software also may provide a reliable count of uses
(sessions).
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#
652
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Wireless Sessions
(WIFISESS)
Data Element Definition
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.
Report the number of wireless sessions provided by the
library wireless service annually.
Outlet Data Element Definitions
#
Data Element Name
(Variable Name)
Data Element Definition
700
FSCS ID and SEQ
(Automatic Display)
(FSCSKEY and
FSCS_SEQ)
Structure Status
(STATSTRU)
LIB ID (Optional)
(LIBID)
Name
(LIBNAME)
This is the identification code assigned by PLS Web
Portal. 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
701
702
702a
703
Name Status
(STATNAME)
Street Address
(ADDRESS)
This is the Structure Change Code to record actions such
as adding, deleting, or merging.
This is the state-assigned identification code for the
outlet.
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 PLS Web Portal field length of 60 characters. Avoid
abbreviations at the beginning of the name and do not
punctuate abbreviations.
(See Standard Abbreviations for PLS Web Portal in
Appendix G.)
This is the Name Change Code to identify whether the
change is an official name change.
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
77
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#
703a
704
705
707
708
709
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
Address Status
(STATADDR)
City
(CITY)
ZIP Code
(ZIP)
County of the Outlet
(CNTY)
Phone
(PHONE)
Outlet Type Code
(C_OUT_TY)
Data Element Definition
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.
This is the Address Change Code to identify whether the
address change is an actual location change.
This is the city or town in which the outlet is located.
This is the standard five-digit postal ZIP code for the
street address of the outlet.
This is the county in which the outlet is physically
located.
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).
An outlet is a unit of an administrative entity that
provides 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. Booksby-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-bymail 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:
Separate quarters;
An organized collection of library materials;
Paid staff; and
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:
A truck or van that carries an organized collection of
library materials;
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APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
711
Square Footage of
Outlet
(SQ_FEET)
712
Number of Bookmobiles
in the Bookmobile Outlet
Record
(L_NUM_BM)
Data Element Definition
A paid staff; and
Regularly scheduled hours (bookmobile stops) for being
open to the public.
Note: A separate outlet record may be created for each
bookmobile. You may wish to create separate outlet
records for individual bookmobiles if (1) they have
different addresses and/or (2) they have different
Metropolitan Status Codes (see outlet data element #710).
Alternatively, a bookmobile outlet record may include
more than one bookmobile.
CE—Central Library. This is one type of single outlet
library (SO) or the library which is the operational center
of a multiple outlet library (MO or MA). Usually all
processing is centralized here and the principal collections
are housed here. Synonymous with main library.
Note: Each administrative entity may report either no
central library or one central library. No administrative
entity may report more than one central library. If you
wish to identify a central library in the outlet file, identify
the library with the largest collection as the central library
for FSCS purposes, and report all others as branches.
Where there are several coequal outlets and no principal
collection, report all such outlets as branches, not central
libraries.
Provide the area, in square feet, of the public library
outlet (central library or branch). Report the total area in
square feet for each library outlet (central library or
branch) separately. This is the area on all floors enclosed
by the outer walls of the library outlet. Include all areas
occupied by the library outlet, including those areas offlimits to the public. Include any areas shared with another
agency or agencies if the outlet has use of that area.
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:
A truck or van that carries an organized collection of
library materials;
A paid staff; and
79
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#
APPENDIX A SURVEY INSTRUMENT
Data Element Name
(Variable Name)
713
Public Service Hours
Per Year (actual hours)
(HOURS)
714
Number of Weeks a
Library is Open (actual
weeks)
(WKS_OPEN)
Data Element Definition
Regularly scheduled hours (bookmobile stops) for being
open to the public. Count vehicles in use, not the number
of stops the vehicle makes.
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 Booksby-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.
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.
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APPENDIX A SURVEY INSTRUMENT
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 Input Data 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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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
Administrative Entity Structure Changes
Diagrams are included for each type of structure change to indicate clearly what the fields on the
file should contain. The diagrams are only partial representations of the file. An ‘X’ is a placeholder
and 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
STATSTRU
LINKID
OLDID
X
00
-3
-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
LINKID
OLDID
00
-3
-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.
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
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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. If adopting AE does not
have a LINKID, one must be created in order to link adopting to adopted (. e.g.,. PA1).
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
STATSTRU
LINKID
OLDID
Adopting
X
01
PA1
-3
Adopted
-3
01
PA1
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
PLS Web Portal file so the structure change must be properly tracked.
The resulting records appear as follows:
FSCSKEY
STATSTRU
LINKID
OLDID
Dauphin (Adopting)
PA0222
01
PA1
-3
Hershey (Adopted)
-3
01
PA1
PA0221
Middletown (Adopted)
-3
01
PA1
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 nonapplicable fields with -3.
83
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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
STATSTRU
LINKID
OLDID
LIBID
-3
02
-3
-3
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
STATSTRU
LINKID
OLDID
LIBID
ID
02
-3
-3
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 nonapplicable fields with -3.
84
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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
STATSTRU
LINKID
OLDID
-3
03
-3
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
STATSTRU
LINKID
OLDID
-3
03
-3
MO0148
To correct inaccurate information, which could include the deletion of a record that was
created for a future AE or Outlet that never opened 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 nonapplicable fields with -3.
89
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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
STATSTRU
LINKID
OLDID
-3
04
-3
-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 nonapplicable fields with -3.
90
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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:
Adopted by another outlet of a different parent administrative entity
Closed
Merged to another administrative entity
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. If New AE
does not have a LINKID, one must be created in order to link New AE to Old AE (e.g.,.
NM1).
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
FSCSKEY
STATSTRU
LINKID
OLDID
New AE
-3
05
NM1
-3
Old AE
-3
05
NM1
X
Old AE
-3
05
NM1
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
91
PLS
APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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.
FSCSKEY
STATSTRU
LINKID
OLDID
San Juan (New AE)
-3
05
NM1
-3
Bloomfield (Old AE)
-3
05
NM1
NM0074
Aztec (Old AE)
-3
05
NM1
NM0004
Farmington (Old AE)
-3
05
NM1
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 nonapplicable fields with -3.
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
STATSTRU
LINKID
OLDID
X
08
-3
-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
STATSTRU
LINKID
OLDID
AK0108
08
-3
-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.
92
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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 nonapplicable fields with -3.
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
STATSTRU
LINKID
OLDID
X
09
-3
-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
STATSTRU
LINKID
OLDID
WI9013
09
-3
-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 nonapplicable fields with -3.
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
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
STATSTRU = 10
LINKID = -3
OLDID = the prior year FSCSKEY
Deleted AE
FSCSKEY
STATSTRU
LINKID
OLDID
-3
10
-3
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
STATSTRU
LINKID
OLDID
-3
10
-3
NE9038
To correct inaccurate information, which could include the deletion of a record that was
created for a future AE or Outlet that never opened 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 nonapplicable fields with -3.
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
STATSTRU
LINKID
OLDID
-3
13
-3
-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.
94
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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 nonapplicable fields with -3.
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 PLS Web Portal file for the next reporting year. The record
should include the following information:
FSCSKEY = -3
STATSTRU = 22
LINKID = -3
OLDID = -3
Future AE
FSCSKEY
STATSTRU
LINKID
OLDID
-3
22
-3
-3
Example:
The River Bluffs Regional Library was built during FY09 but will not open their doors until FY
2011. 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
STATSTRU
LINKID
OLDID
-3
22
-3
-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 nonapplicable fields with -3.
If a Future is reported for a second (or more) year, the FSCSKEY field contains the value previously
assigned as follows:
FSCSKEY
STATSTRU
LINKID
OLDID
95
PLS
APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
Future AE
ID
22
-3
-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 correct inaccurate information, which could include the deletion of a record that was
created for a future AE or Outlet that never opened use STATSTRU = 10, Delete an
Incorrect Record.
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 = -3
STATSTRU = 23
LINKID = -3
OLDID = X (the prior year FSCSKEY)
Closed AE
FSCSKEY
STATSTRU
LINKID
OLDID
-3
23
-3
X
Example:
The River Bluffs Regional Library closed for part of the current year due to reconstruction. Since
the Library will be inactive and not included on the current year file, the FSCSKEY field is not
needed. There is no other record involved so the LINKID field is not needed. However, the
FSCSKEY field from the prior year must be supplied in the OLDID field for historical tracking.
The record appears as follows:
FSCSKEY
River Bluffs
-3
STATSTRU
LINKID
OLDID
23
-3
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 nonapplicable fields with -3.
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.
96
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
FSCSKEY = FSCSKEY from the list of previously closed entities
STATSTRU = 24
LINKID = -3
OLDID = -3
Restored AE
FSCSKEY
STATSTRU
LINKID
OLDID
X
24
-3
-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
STATSTRU
LINKID
OLDID
AK0108
24
-3
-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 nonapplicable fields with -3.
97
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
Outlet Structure Changes
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
X
X
00
-3
-3
-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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
WV0082
002
00
-3
-3
-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 nonapplicable fields with -3.
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
two records.
98
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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. If adopting Outlet
does not have a LINKID, one must be created in order to link adopting to adopted (e.g.,
MI01)
PARENTID = -3
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*
FSCSKEY
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
Adopting
X
X
01
MI01
-3
-3
Adopted
-3
-3
01
MI01
-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:
FSCSKEY
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
Yale
(Adopting)
MI0321
011
01
MI01
-3
-3
Ira
(Adopted)
-3
-3
01
MI01
-3
MI0321006
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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 nonapplicable fields with -3.
* On the outlet file, the OLDID sequence number must be three digits. For example, the
OLDID should be AL0002-002, not AL0002-2.
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
02
X
-3
-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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
02
-3
IDMA
-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:
FSCSKEY
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
100
PLS
APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
New Outlet
ID
ID
02
-3
-3
-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 nonapplicable fields with -3.
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
03
-3
X
-3
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
03
-3
WA0060-012
-3
To correct inaccurate information, which could include the deletion of a record that was
created for a future AE or Outlet that never opened 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 nonapplicable fields with -3.
* On the Outlet file, the OLDID sequence number must be three digits. For example, the
OLDID should be AL0002-002, not AL0002-2.
04 – Move Outlet to Newly Created Administrative Entity (Divorce)
101
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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 administrative entity above.
OLDID = the prior year FSCSKEY and FSCS_SEQ, e.g. AL0002-002*
Moved Outlet
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
04
-3
X
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 LIB ID of the 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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
04
CHINO
AZ0146002
-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 nonapplicable fields with -3.
* On the outlet file, the OLDID sequence number must be three digits. For example, the
OLDID should be AL0002-002, not AL0002-2.
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:
102
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
FSCSKEY = -3
FSCS_SEQ = -3
STATSTRU = 05
LINKID = the LINKID of the outlets that are merging. If New Outlet does not have a
LINKID, one must be created in order to link New Outlet to Old Outlet (e.g., KS1).
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*
FSCSKEY
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
New Outlet
-3
-3
05
KS1
X
-3
Old Outlet
-3
-3
05
KS1
-3
X
Old Outlet
-3
-3
05
KS1
-3
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:
FSCSKEY
FSCS_
SEQ
STATSTRU
LINKID
PARENT
ID
OLDID
Gray County (New Outlet)
-3
-3
05
KS1
KS0048
-3
Cimarron City 1 (Old
Outlet)
-3
-3
05
KS1
-3
KS0299-002
103
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
Cimarron City 2 (Old
Outlet)
-3
-3
05
KS1
-3
KS0299-004
Cimarron City 3 (Old
Outlet)
-3
-3
05
KS1
-3
KS0299-005
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 nonapplicable fields with -3.
* On the outlet file, the OLDID sequence number must be three digits. For example, the
OLDID should be AL0002-002, not AL0002-2.
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
X
X
08
-3
-3
-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 FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
AK0108
08
-3
-3
002
-3
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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 nonapplicable fields with -3.
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
X
X
09
-3
-3
-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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
WI9013
003
09
-3
-3
-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.
105
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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 nonapplicable fields with -3.
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
10
-3
X
-3
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
FSCS_SEQ
STATSTRU LINKID
PARENTID OLDID
-3
-3
10
-3
-3
NE9038001
To correct inaccurate information, which could include the deletion of a record that was
created for a future AE or Outlet that never opened 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 nonapplicable fields with -3.
* On the outlet file, the OLDID sequence number must be three digits. For example, the
OLDID should be AL0002-002, not AL0002-2.
106
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APPENDIX B NAME, ADDRESS, AND 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
PARENTID
OLDID
-3
-3
11
-3
X
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 PLS Web Portal 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:
FSCSKEY
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
Bloomfield
-3
-3
11
-3
SANJUAN
NM0074002
Aztec
-3
-3
11
-3
SANJUAN
NM0004002
Farmington
-3
-3
11
-3
SANJUAN
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 nonapplicable fields with -3.
* On the outlet file, the OLDID sequence number must be three digits. For example, the
OLDID should be AL0002-002, not AL0002-2.
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APPENDIX B NAME, ADDRESS, AND 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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
13
103-445
-3
-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 nonapplicable fields with -3.
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 PLS Web Portal 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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
22
X
-3
-3
108
PLS
APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
Example:
The Oneida Regional Library was built during FY2009 but will not open their doors until FY 2011.
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
22
IDMA
-3
-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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
ID
ID
22
-3
-3
-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 correct inaccurate information, which could include the deletion of a record that was
created for a future AE or Outlet that never opened 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 nonapplicable fields with -3.
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
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
OLDID = the prior year FSCSKEY and FSCS_SEQ, e.g. AL0002-002*
FSCSKEY
Closed Outlet -3
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
23
-3
-3
X
Example:
The Scotia Public Library closed for part of the current year due to reconstruction. Since the Library
will be inactive and not included on the current year file, the FSCSKEY and FSCS_SEQ fields are
not needed. There is no other record involved so the LINKID field is not needed. The PARENTID
field is also not needed. However, the FSCSKEY and FSCS_SEQ fields from the prior year must
be supplied in the OLDID field for historical tracking. .
The record appears as follows:
Scotia
Public
Library
FSCSKEY
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
23
-3
NE9038001
-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 nonapplicable fields with -3.
* On the outlet file, the OLDID sequence number must be three digits. For example, the
OLDID should be AL0002-002, not AL0002-2.
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
X
X
24
-3
-3
-3
110
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APPENDIX B NAME, ADDRESS, AND STRUCTURE CHANGES
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
AK0108
002
24
-3
-3
-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 nonapplicable fields with -3.
111
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APPENDIX C RESOLVING THE MATCH REPORT
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 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) 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.
112
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I.
APPENDIX C RESOLVING THE MATCH REPORT
Admin Single
Each record has a message to indicate the type of problem the must be resolved.
A.
INVALID Status Code
You can use PLS Web Portal 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 (includes Out of
Scope/Errors or for Planned But Never Opened (formerly 26))
“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
B.
This AE was not on the Prior Year (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 Data utility under the Tools menu.
Possible solutions:
i.
A record was included on the current-year file in error and should be
removed.
113
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APPENDIX C RESOLVING THE MATCH REPORT
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
STATSTRU
LINKID
OLDID
-3
03
-3
OK1011
FSCSKEY
STATSTRU
LINKID
OLDID
-3
03
-3
OK0010
Corrected:
C.
This AE was reported last year, but is missing on the Current Year (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:
a. Add a record to the current file with an appropriate status code.
i.
If the administrative entity is still active, the status code
is “00” or possibly “01” with the correct FSCS
information in the FSCSKEY field.
ii.
If it is inactive, possible status codes are “01”, “03”, “05”,
‘10’, or ‘23’ with the FSCSKEY provided in the OLDID
field.
b. 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.
114
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APPENDIX C RESOLVING THE MATCH REPORT
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
STATSTRU
LINKID
OLDID
-3
03
-3
OK1011
FSCSKEY
STATSTRU
LINKID
OLDID
-3
03
-3
OK0010
Corrected:
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 currentyear 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
STATSTRU
LINKID
OLDID
-3
08
-3
OK0089
Corrected:
FSCSKEY
STATSTRU
LINKID
OLDID
OK0089
08
-3
-3
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”, “02”, "04", "08", "09", "13", "22", or "24") Records.”
FSCSKEY
STATSTRU
LINKID
OLDID
-3
00
-3
OK0050
115
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APPENDIX C RESOLVING THE MATCH REPORT
Corrected:
E.
FSCSKEY
STATSTRU
LINKID
OLDID
OK0050
00
-3
-3
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 PLS
Web Portal 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
STATSTRU
LINKID
OLDID
OK0063
03
-3
-3
FSCSKEY
STATSTRU
LINKID
OLDID
-3
03
-3
OK0063
Corrected:
a.
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
STATSTRU
LINKID
OLDID
OK0024
05
New1
-3
116
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APPENDIX C RESOLVING THE MATCH REPORT
FSCSKEY
STATSTRU
LINKID
OLDID
-3
05
New1
OK0024
FSCSKEY
STATSTRU
LINKID
OLDID
-3
05
New1
OK0021
Corrected: In this instance only the ‘new’ record needs to be changed.
F.
FSCSKEY
STATSTRU
LINKID
OLDID
-3
05
New1
-3
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
STATSTRU
LINKID
OLDID
OK0020
01
-3
-3
-3
01
-3
OK0016
FSCSKEY
STATSTRU
LINKID
OLDID
OK0020
01
OK1
-3
-3
01
OK1
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
STATSTRU
LINKID
OLDID
-3
05
OK4
OK0038
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APPENDIX C RESOLVING THE MATCH REPORT
-3
05
OK4
OK0040
-3
05
-3
-3
FSCSKEY
STATSTRU
LINKID
OLDID
-3
05
OK4
OK0038
-3
05
OK4
OK0040
-3
05
OK4
-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.
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
STATSTRU
LINKID
OLDID
-3
03
OK0094
OK0094
FSCSKEY
STATSTRU
LINKID
OLDID
-3
03
-3
OK0094
Corrected:
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.
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APPENDIX C RESOLVING THE MATCH REPORT
FSCSKEY
STATSTRU
LINKID
OLDID
OK0103
03
-3
-3
Corrected:
I.
FSCSKEY
STATSTRU
LINKID
OLDID
-3
03
-3
OK0103
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
STATSTRU
LINKID
OLDID
-3
08
-3
OK0072
FSCSKEY
STATSTRU
LINKID
OLDID
OK0072
05
-3
-3
Corrected:
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
STATSTRU
LINKID
OLDID
OK0115
09
-3
-3
Corrected:
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APPENDIX C RESOLVING THE MATCH REPORT
K.
FSCSKEY
STATSTRU
LINKID
OLDID
OK0115
08
-3
-3
Administrative Entity 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
a.
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.
b.
If the records were removed from the file through a structure change,
e.g. adopted by another administrative entity or merged with another
outlet:
c.
ii.
i.
If the action is correct, remove the administrative entity
record with the appropriate structure change.
ii.
If the action is not correct:
a)
Fix the outlet record, import, and rerun the match.
b)
Reset the outlet record through the Structure Change
option from the Tools menu.
If the records were omitted from the file:
i.
Add the record to the import file, input again, and re- run the
match.
ii.
Add the record to the database through the Structure Change
option from the Tools menu.
If the appropriate record or records are on the outlet file:
a.
For a new outlet, check the PARENTID field to be sure it is the same
as the LIBID of the parent administrative entity.
b.
For restored or prior-year outlets, check the FSCSKEY field to be
sure it is correct.
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APPENDIX C RESOLVING THE MATCH REPORT
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
STATSTRU LINKID
00
-3
OLDID
-3
Corrected:
FSCSKEY
OK0003
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 LINKID
03
-3
OLDID
OK0073
FSCSKEY
OK0037
STATSTRU LINKID
00
-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.
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.
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
121
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APPENDIX C RESOLVING THE MATCH REPORT
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.
ii.
b.
If a record is missing you must include the record(s) for the other
administrative entities involved.
c.
If the LINKID is missing on another record in your file you must
correct it.
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.”
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:
v.
D.
If your Match Report shows only one record with status “01.”
a.
The FSCSKEY must exist on the prior year file.
b.
The OLDID must be “-3.”
The record(s) not left on the file:
a.
The FSCSKEY must be “-3.”
b.
The OLDID must exist on the prior-year file.
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.
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APPENDIX C RESOLVING THE MATCH REPORT
Refer to Appendix B for diagrams illustrating how the records should be constructed.
Possible solutions:
i.
ii.
iii.
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 administrative entities.
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.
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.
b.
III.
The record that will be created for the current file
i.
The FSCSKEY must be “-3.”
ii.
The OLDID must be”-3.”
The records not remaining on the file
i.
The FSCSKEY must be “-3.”
ii.
The OLDID must exist on the prior-year file.
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
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APPENDIX C RESOLVING THE MATCH REPORT
“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 (includes Out of
Scope/Errors or for Planned But Never Opened (formerly 26))
“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
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 Export Data 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 prioryear 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
STATSTR U
LINKID
PARENTID
OLDID
-3
-3
03
-3
-3
CR007402X
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APPENDIX C RESOLVING THE MATCH REPORT
Corrected:
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
03
-3
-3
CR0074022
iii.
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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0093
022
00
-3
-3
-3
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0093
022
08
-3
-3
-3
Corrected:
NOTE: On the outlet file, the OLDID sequence number must be three digits. For
example, the OLDID should be AL0002-002, not AL0002-2.
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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
01
OK1
-3
OK000300X
Corrected:
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APPENDIX C RESOLVING THE MATCH REPORT
FSCSKEY
FSCS_SEQ
STATSTR U
LINKID
PARENTI D
OLDID
-3
-3
01
OK1
-3
OK0003002
ii.
iii.
The record was omitted. Add a record to the current file with an appropriate
status code.
a.
If the outlet is still active the status code is “00.”
b.
If it is inactive possible status codes are “01”, “03”, “05”, “10”, or
“23.”
A record was miscoded in the current-year file in error.
Please see Appendix B Name, Address, and Structure Changes for detailed explanation of
name, address, and structure codes.
NOTE: On the outlet file, the OLDID sequence number must be three digits. For
example, the OLDID should be AL0002-002, not AL0002-2.
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 currentyear 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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
00
-3
-3
-3
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0070
004
00
-3
-3
-3
Corrected:
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
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APPENDIX C RESOLVING THE MATCH REPORT
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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0006
-3
11
-3
1
OK0006002
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
11
-3
1
OK0006002
Corrected:
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 (OK0097-002). The FSCS ID information for these records
should be in the OLDID field so it can be posted to the historical table.
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0096
002
05
OK55
-3
-3
OK0097
002
05
OK55
-3
-3
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
05
OK55
-3
OK0096002
-3
-3
05
OK55
-3
OK0097002
Corrected:
NOTE: On the outlet file, the OLDID sequence number must be three digits.
For example, the OLDID should be AL0002-002, not AL0002-2.
127
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APPENDIX C RESOLVING THE MATCH REPORT
F.
LINKID cannot be -3 for STATUS (“01” or “05”) Records
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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
05
-3
-3
OK0019002
Corrected:
With the LINKID provided PLS Web Portal can now identify the other two records involved
in the merge.
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
05
OK50
BOONE
-3
-3
-3
05
OK50
-3
OK0019002
-3
-3
05
OK50
-3
OK0020002
NOTE: On the outlet file, the OLDID sequence number must be three digits. For
example, the OLDID should be AL0002-002, not AL0002-2.
G.
LINKID must be -3 for STATUS (“00”, “02”, “03”, “04”, “08”, “09”, “10”,
“11”,”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 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.
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APPENDIX C RESOLVING THE MATCH REPORT
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0093
008
08
FLO
-3
-3
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0093
008
08
-3
-3
-3
Corrected:
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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0024
006
11
-3
98
-3
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
11
-3
98
OK0024006
Corrected:
NOTE: On the outlet file, the OLDID sequence number must be three digits. For
example, the OLDID should be AL0002-002, not AL0002-2.
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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0002
002
00
-3
-3
OK0002002
129
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APPENDIX C RESOLVING THE MATCH REPORT
Corrected:
J.
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0002
002
00
-3
-3
-3
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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
04
-3
-3
OK0007013
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
04
-3
138
OK0007013
Corrected:
NOTE: On the outlet file, the OLDID sequence number must be three digits. For
example, the OLDID should be AL0002-002, not AL0002-2.
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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0108
002
08
-3
POND
-3
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APPENDIX C RESOLVING THE MATCH REPORT
Corrected:
L.
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK0108
002
08
-3
-3
-3
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
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK8001
001
09
-3
-3
-3
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
OK8001
001
08
-3
-3
-3
Corrected:
M.
Outlet Record is not on the AE file
Every outlet record must have an active parent administrative entity record on the currentyear file.
Possible solutions:
i.
ii.
If the outlet record is active for the current-year under the FSCS ID
information provided:
a.
The parent administrative entity may require correction in order to
be processed as a current-year record.
b.
If the administrative entity record is missing from the current-year
file, add it ensuring that it is coded properly for current processing.
If the outlet record is NOT active for the current-year under the FSCS ID
information provided:
a.
Correct the FSCS ID information if appropriate.
b.
Remove the outlet record from the file.
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APPENDIX C RESOLVING THE MATCH REPORT
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:
IV.
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.
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
FSCS_SEQ
STATSTRU LINKID
PARENTID
OLDID
-3
-3
02
-3
OK200
OK0093023
-3
-3
04
-3
OK200
OK0093023
Corrected:
Remove the incorrect add record.
FSCSKEY
FSCS_SEQ
STATSTRU
LINKID
PARENTID
OLDID
-3
-3
04
-3
OK200
OK0093023
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APPENDIX C RESOLVING THE MATCH REPORT
NOTE: On the outlet file, the OLDID sequence number must be three digits. For
example, the OLDID should be AL0002-002, not AL0002-2.
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:
C.
i.
If your Match Report shows only one record with status “01.”
ii.
If a record is missing, you must include the record(s) for the other outlet
involved.
iii.
If the LINKID is missing on another record in your file, you must correct it.
iv.
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.
v.
If they are not and the status code is correct, change the value of the LINKID
field to “-3.”
vi.
If they are, change the status code to “01.”
vii.
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.
viii.
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.”
c.
The record(s) not left on the file:
d.
The FSCSKEY-FSCS_SEQ must be “-3.”
e.
The OLDID must exist on the prior-year file.
These records do not comply with the rules for Marriage
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APPENDIX C RESOLVING THE MATCH REPORT
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:
i.
ii.
iii.
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.
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.
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.
b.
V.
The record that will be created for the current file.
i.
The FSCSKEY-FSCS_SEQ must be “-3.”
ii.
The OLDID must be”-3.”
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.
Name Changes
This worksheet lists inconsistencies between the name status code (STATNAME) and the yearto-year change in the administrative entity or outlet name.
A.
STATNAME Invalid
134
PLS
APPENDIX C RESOLVING THE MATCH REPORT
The only valid values for STATNAME are:
B.
i.
“00” – no change from the prior year
ii.
“06” – the administrative entity or outlet has made an official name change
iii.
“14” – the administrative entity or outlet name has changed but it is not an
official change
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.
VI.
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:
“00” – no change from the prior year
“07” – the administrative entity or outlet has changed its physical location
“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
135
PLS
APPENDIX C RESOLVING THE MATCH REPORT
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.
136
PLS
APPENDIX D IMPORT FILE SPECIFICATION
Appendix D Import File Specifications
Administrative Entity Import File Specifications
Variable
Name
Data Element Name
Width
ASCII
Position
Excel/.csv
Column
Type/
Decimals
Item
Number
FSCSKEY
IMLS Identification number
6
1
A
Character
150
STATSTRU
Status of AE record current
to prior year
2
7
B
Character
150a
STATNAME
Status of LIBNAME current
to prior year
2
9
C
Character
152a
STATADDR
Status of ADDRESS current
to prior year
2
11
D
Character
153a
LINKID
User Defined, used to link
two or more AE together.
20
13
E
Character
OLDID
Old FSCSKEY
6
33
F
Character
LIBID
State assigned identification
number MUST BE
UNIQUE
20
39
G
Character
151
LIBNAME
Legal Name
60
59
H
Character
152
ADDRESS
Physical Street Address
35
119
I
Character
153
CITY
City
20
154
J
Character
154
ZIP
ZIP Code
5
174
K
Character
155
ADDRES_M
Mailing Address
35
179
L
Character
157
CITY_M
Mailing City
20
214
M
Character
158
ZIP_M
Mailing Zip Code
5
234
N
Character
159
CNTY
County
20
239
O
Character
161
PHONE
Phone
10
259
P
Character
162
C_RELATN
Interlibrary Relationship
Code
2
269
Q
Character
200
C_LEGBAS
Legal Basis Code
2
271
R
Character
201
C_ADMIN
Administrative Structure
Code
2
273
S
Character
202
C_FSCS
FSCS Public Library
Definition
1
275
T
Character
203
GEOCODE
Geographic Code
3
276
U
Character
204
LSABOUND
Legal Service Area
Boundary Change
1
279
V
Character
205
137
PLS
APPENDIX D IMPORT FILE SPECIFICATION
Data Element Name
Width
ASCII
Position
Excel/.csv
Column
Type/
Decimals
Item
Number
STARTDAT
Reporting Period Start Date
(mm/dd/yyyy)
10
280
W
Character
206
ENDDATE
Reporting Period End Date
(mm/dd/yyyy
10
290
X
Character
207
POPU_LSA
Population of the Legal
Service Area
9
300
Y
Numeric/0
208
CENTLIB
Number of Central Libraries
3
309
Z
Numeric/0
209
BRANLIB
Number of Branch Libraries
3
312
AA
Numeric/0
210
BKMOB
Number of Bookmobiles
3
315
AB
Numeric/0
211
MASTER
ALA-MLS
9
318
AC
Numeric/2
250
LIBRARIA
Total Librarians
9
327
AD
Numeric/2
251
OTHPAID
All Other Paid Employees
9
336
AE
Numeric/2
252
TOTSTAFF
Total Paid Employees
10
345
AF
Numeric/2
253
LOCGVT
Local Government Revenue
9
355
AG
Numeric/0
300
STGVT
State Government Revenue
9
364
AH
Numeric/0
301
FEDGVT
Federal Government
Revenue
9
373
AI
Numeric/0
302
OTHINCM
Other Operating Revenue
9
382
AJ
Numeric/0
303
TOTINCM
Total Operating Revenue
10
391
AK
Numeric/0
304
SALARIES
Salaries & Wages
Expenditures
9
401
AL
Numeric/0
350
BENEFIT
Employee Benefits
Expenditures
9
410
AM
Numeric/0
351
STAFFEXP
Total Staff Expenditures
9
419
AN
Numeric/0
352
PRMATEXP
Print Materials Expenditures 9
428
AO
Numeric/0
353
ELMATEXP
Electronic Materials
Expenditures
9
437
AP
Numeric/0
354
OTHMATEX Other Materials
Expenditures
9
446
AQ
Numeric/0
355
TOTEXPCO
Total Collection
Expenditures
9
455
AR
Numeric/0
356
OTHOPEXP
Other Operating
Expenditures
9
464
AS
Numeric/0
357
TOTOPEXP
Total Operating
Expenditures
10
473
AT
Numeric/0
358
Variable
Name
138
PLS
APPENDIX D IMPORT FILE SPECIFICATION
Data Element Name
Width
ASCII
Position
Excel/.csv
Column
Type/
Decimals
Item
Number
LCAP_REV
Local Government Capital
Revenue
9
483
AU
Numeric/0
400
SCAP_REV
State Government Capital
Revenue
9
492
AV
Numeric/0
401
FCAP_REV
Federal Government Capital
Revenue
9
501
AW
Numeric/0
402
OCAP_REV
Other Capital Revenue
9
510
AX
Numeric/0
403
CAP_REV
Total Capital Revenue
9
519
AY
Numeric/0
404
CAPITAL
Total Capital Expenditures
9
528
AZ
Numeric/0
405
BKVOL
Print Materials
9
537
BA
Numeric/0
450
EBOOK
Electronic Books
9
546
BB
Numeric/0
451
AUDIO_PH
Audio—Physical Units
9
555
BC
Numeric/0
452
AUDIO_DL
Audio—Downloadable
Titles
9
564
BD
Numeric/0
453
VIDEO_PH
Video—Physical Units
9
573
BE
Numeric/0
454
VIDEO_DL
Video—Downloadable
Units
9
582
BF
Numeric/0
455
EC_LO_OT
Local/Other Cooperative
Agreements
9
591
BG
Numeric/0
456
EC_ST
State (state government or
state library)
9
600
BH
Numeric/0
457
ELECCOLL
Total Electronic Collections
9
609
BI
Numeric/0
458
SUBSCRIP
Current Print Serial
Subscriptions
9
618
BJ.
Numeric/0
460
HRS_OPEN
Public Service Hours Per
Year
9
627
BK
Numeric/0
500
VISITS
Library Visits
9
636
BL
Numeric/0
501
REFERENC
Reference Transactions
9
645
BM
Numeric/0
502
REGBOR
Number of Registered Users
9
654
BN
Numeric/0
503
TOTCIR
Total Circulation of
Materials
9
663
BO
Numeric/0
550
KIDCIRCL
Circulation of Children’s
Materials
9
672
BP
Numeric/0
551
ELMATCIR
Use of Electronic Material
9
681
BQ
Numeric/0
552
PHYSCIR
Physical Item Circulation
9
690
BR
Numeric/0
553
Variable
Name
139
PLS
APPENDIX D IMPORT FILE SPECIFICATION
Data Element Name
Width
ASCII
Position
Excel/.csv
Column
Type/
Decimals
Item
Number
ELINFO
Successful Retrieval of
Electronic Information
9
669
BS
Numeric/0
554
ELCONT
Electronic Content Use
10
708
BT
Numeric/0
555
TOTCOLL
Total Collection Use
10
718
BU
Numeric/0
556
LOANTO
Interlibrary Loans Provided
To
9
728
BV
Numeric/0
575
LOANFM
Interlibrary Loans Received
From
9
737
BW
Numeric/0
576
TOTPRO
Total Number of Library
Programs
9
746
BX
Numeric/0
600
KIDPRO
Number of Children’s
Programs
9
755
BY
Numeric/0
601
YAPRO
Number of Young Adult
Programs
9
764
BZ
Numeric/0
602
TOTATTEN
Total Attendance at Library
Programs
9
773
CA
Numeric/0
603
KIDATTEN
Children’s Program
Attendance
9
782
CB
Numeric/0
604
YAATTEN
Young Adult Program
Attendance
9
791
CC
Numeric/0
605
GPTERMS
Number of Internet
Computers Used by General
Public
6
800
CD
Numeric/0
650
PITUSR
Number of Uses (Sessions)
of Public Internet
Computers Per Year
9
806
CE
Numeric/0
651
WIFISESS
Wireless Sessions
10
815
CF
Numeric/0
652
Data Element Name
Width
ASCII
Position
Excel/.csv
Column
Type/
Decimals
Item
Number
FSCSKEY
IMLS assigned
identification number
6
1
A
Character
700
FSCS_SEQ
IMLS assigned
identification number
suffix
3
7
B
Character
700
Variable
Name
Outlet Import File Specifications
Variable
Name
140
PLS
APPENDIX D IMPORT FILE SPECIFICATION
Data Element Name
Width
ASCII
Position
Excel/.csv
Column
Type/
Decimals
Item
Number
STATSTRU
Status of Outlet record
current to prior year
2
10
C
Character
700a
STATNAME
Status of LIBNAME
current to prior year
2
12
D
Character
702a
STATADDR
Status of ADDRESS
current to prior year
2
14
E
Character
703a
LINKID
User Defined, used to link
two or more outlets
together
20
16
F
Character
PARENTID
LIBID of parent AE
20
36
G
Character
OLDID
Old FSCSKEY –
FSCS_SEQ
10
56
H
Character
LIBID
State assigned
identification number
20
66
I
Character
701
LIBNAME
Legal Name
60
86
J
Character
702
ADDRESS
Physical Street Address
35
146
K
Character
703
CITY
City
20
181
L
Character
704
ZIP
ZIP Code
5
201
M
Character
705
CNTY
County of the Outlet
20
206
N
Character
707
PHONE
Phone
10
226
O
Character
708
C_ OUT_TY
Outlet Type Code
2
236
P
Character
709
SQ_FEET
Square Footage of Outlet
8
238
Q
Numeric/0
711
L_NUM_BM
Number of Bookmobiles in
the Bookmobile Outlet
Record
2
246
R
Numeric/0
712
HOURS
Public Service Hours Per
Year (actual hours)
4
248
S
Numeric/0
713
WKS_OPEN
Number of Weeks Open
(actual weeks)
2
252
T
Numeric/0
714
Variable
Name
Annotation Import File Specifications
Column
Description
Width
ASCII
Position
Excel/.csv
Column
Type
RECORD
TYPE
Must always be ‘ANNO’
4
1
A
Text
141
PLS
APPENDIX D IMPORT FILE SPECIFICATION
FSCSKEY FSCS_SEQ
IMLS assigned identification
number with suffix for outlets
10
5
B
Text
EDITID
Edit number
5
15
C
Text
COMMENT
Respondent annotation
Max
20
D
Text
142
PLS
APPENDIX E PLS CONTACTS
Appendix E PLS Contacts
AIR Contacts
PLS Help Desk:
Phone: 1-866-744-5746
Email: [email protected]
PLS Primary Survey Manager:
Celeste Stone
[email protected]
PLS Assistant Survey Manager:
Danielle Battle
[email protected]
PLS Data Analyst:
Patrick Stark
[email protected]
IMLS Contacts
General E-mail
[email protected]
143
PLS
APPENDIX F FRANCIS KEPPEL AWARD CRITERIA
Appendix F Francis Keppel Award Criteria
Keppel Award Point Criteria—Group 1
(AK, AZ, CA, CT, DE, GA, HI, IA, KY, MA, MD, MO, MT, NC, NM, NV, OK, OR,
RI, SC, TN, VA, WV, WY)
(Minimum points required for award = 16, Maximum Points = 20)
Points
Submission Points
Data Submission on or before March 10
10
Data Submission received March 11 through March 17
8
Data Submission received May 18 through March 24
6
Data Submission received after March 24
Disqualified
Final Deadline is April 7
Edit Follow-up Points
Responded to Edit Follow-up within two weeks
10
Responded to Edit Follow-up within three weeks
8
Did not responded to Edit Follow-up
Disqualified
Item Nonresponse
A data item that has been collected more than three years is missing
for an entire state
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.
144
PLS
APPENDIX F FRANCIS KEPPEL AWARD CRITERIA
Keppel Award Point Criteria—Group 2
(AL, AR, CO, DC, FL, ID, IL, IN, KS, LA, ME, MI, MN, MS, ND, NE, NH, NJ, NY,
OH, PA, SD, UT, VT, WA, WI, American Samoa, Guam, Northern Mariana
Islands, Puerto Rico, U.S. Virgin Islands)
(Minimum points required for award = 16, Maximum Points = 20)
Points
Submission Points
Data Submission on or before June 30
10
Data Submission received July 1 through July 7
8
Data Submission received July 8 through July 14
6
Data Submission received after July 14
Disqualified
Final Deadline is July 28
Edit Follow-up Points
Responded to Edit Follow-up within two weeks
10
Responded to Edit Follow-up within three weeks
8
Did not responded to Edit Follow-up
Disqualified
Item Nonresponse
A data item that has been collected more than three years is missing
for an entire state
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.
145
PLS
APPENDIX F FRANCIS KEPPEL AWARD CRITERIA
Keppel Award Point Criteria—Group 3
(TX)
(Minimum points required for award = 16, Maximum Points = 20)
Points
Submission Points
Data Submission on or before August 4
10
Data Submission received August 5 through August 11
6
Data Submission received after August 11
Disqualified
Final Deadline is August 18
Edit Follow-up Points
Responded to Edit Follow-up within two weeks
10
Responded to Edit Follow-up within three weeks
8
Did not responded to Edit Follow-up
Disqualified
Item Nonresponse
A data item that has been collected more than three years is missing
for an entire state
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.
146
PLS
APPENDIX G STANDARD ABBREVIATIONS
Appendix G Standard Abbreviations
(Use Only if Data Exceed Field Length)
Term
Abbreviation
Term
Abbreviation
Administrative/Administ
ration
Adm
Free
Fr
General Delivery
Gen Del
American
Amer
Headquarters
Hq
Association
Assn
Highway
Hwy
Avenue
Ave
Information
Inf
Board
Bd
Interlibrary
IL
Bookmobile
Bkmob
Interlibrary Loan
ILL
Branch
Br
Joint
Jt
Building
Bldg
Library District
LD
Bureau
Bur
Library(ies)
L(s)
Center
Ctr
Memorial
Mem
Central
Ctrl
Metropolitan
Metro
Circle
Cir
Mount
Mt
Circulation, Circulating
Circ
Mountain
Mtn
Committee
Com
Municipal
Mun
Community
Cmnty
Museum
Mus
Consolidated
Consol
National
Natl
Cooperative,
Cooperating
Coop
Park
Pk
County
Cnty
Parkway
Pkwy
Court
Ct
People’s
Peop
Department,
Departmental
Dept
Public
P
Public Library(ies)
PL(s)
District
Dist
Reading
Rdng
Division, Divisional
Div
Reference
Ref
Extension
Ext
Region
Rgn
Federal
Fed
Regional
Rgnl
Fort
Ft
Reorg
Foundation
Fdn
Reorganized,
Reorganization
Research
Res
147
PLS
APPENDIX G STANDARD ABBREVIATIONS
Term
Abbreviation
Term
Abbreviation
Room(s)
Rm(s)
Supervisor, Supervisory
Supv
Route
Rt
System(s)
Sys
Saint, Street
St
Terrace
Terr
School(s)
Sch(s)
Township
Twp
Service(s)
Serv
Trail, Trustee
Tr
Society
Soc
University
Univ
148
| File Type | application/pdf |
| File Title | Microsoft Word - FY14 User Guide_screenshots.doc |
| Author | arroy305 |
| File Modified | 2016-10-31 |
| File Created | 2016-10-31 |