FY 2021 PLS Data Elements_20210927

FY 2021 Public Libraries Survey Data Elements
Please note that all new/modified data elements appear in red text.

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 local jurisdiction. The administrative
entity may have a single outlet, or it may have more than one outlet.
#

Data Element Name
(Variable Name)

Data Element Definition

150

FSCS ID (Automatic
Display)
(FSCSKEY)
Structure Status
(STATSTRU)
LIB ID
(LIBID)
Name
(LIBNAME)

This is the identification code assigned by PLS Web Portal
to the administrative entity.

150a
151
152

152a

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)
161
County of the Entity
(CNTY)

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.
This is the county in which the headquarters of the
administrative entity is physically located.

#
162

Data Element Name
(Variable Name)
Phone
(PHONE)

200

Interlibrary Relationship
Code
(C_RELATN)

201

Legal Basis Code
(C_LEGBAS)

Data Element Definition
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.
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

#

202

Data Element Name
(Variable Name)

Administrative
Structure Code
(C_ADMIN)

Data Element Definition
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
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

#

Data Element Name
(Variable Name)

203

FSCS Public Library
Definition
(C_FSCS)

204

Geographic Code
(GEOCODE)

Data Element Definition
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.
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).
CI1—Municipal Government (city, town or village)
(exactly)
CI2—Municipal Government (city, town or village) (most
nearly)
CO1—County/Parish (exactly)
CO2—County/Parish (most nearly)
MA1—Metropolitan Area (exactly)
MA2—Metropolitan Area (most nearly)
MC1—Multi-County (exactly)
MC2—Multi-County (most nearly)
SD1—School District (exactly)
SD2—School District (most nearly)
OTH—Other

#
205

Data Element Name
(Variable Name)
Legal Service Area
Boundary Change
(LSABOUND)

206

Reporting Period
Starting Date
(STARTDAT)

207

Reporting Period Ending
Date
(ENDDATE)

208

Population of the Legal
Service Area
(POPU_LSA)

Data Element Definition
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).
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.

#
209

Data Element Name
(Variable Name)
Number of Central
Libraries
(CENTLIB)

210

Number of Branch
Libraries
(BRANLIB)

211

Number of Bookmobiles
(BKMOB)

Data Element Definition
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.
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.
Data Element Name
#
Data Element Definition
(Variable Name)
250

ALA-MLS Librarians
(MASTER)

Librarians with master’s degrees from programs of library
and information studies accredited by the American Library
Association.

#
251

Data Element Name
(Variable Name)
Total Librarians
(LIBRARIA)

252

All Other Paid Staff
(OTHPAID)

253

Total Paid Employees
(TOTSTAFF)

Data Element Definition
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).

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
Data Element Definition
(Variable Name)
300

Local Government
Revenue
(LOCGVT)

301

State Government
Revenue
(STGVT)

302

Federal Government
Revenue

This includes all local government funds designated by
the community, district, or region and available for
expenditure by the public library. Do not include the value
of any contributed or in-kind services or the value of any
gifts and donations, library fines, fees, or grants.
Do not include state, federal, and other funds passed
through local government for library use. Report these
funds with state government revenue or federal
government revenue, as appropriate.
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

304

Data Element Name
(Variable Name)
(FEDGVT)
Other Operating
Revenue
(OTHINCM)

Total Operating Revenue
(TOTINCM)

Data Element Definition

This is all operating revenue other than that reported
under local, state, and federal (data elements #300, #301,
and #302). Include, for example, monetary gifts and
donations received in the current year, interest, library
fines, fees for library services, or grants. Do not include
the value of any contributed or in-kind services or the
value of any nonmonetary gifts and donations.
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).

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

357

358

Other Materials
Expenditures
(OTHMATEX)
Total Collection
Expenditures
(TOTEXPCO)
Other Operating
Expenditures
(OTHOPEXP)

Total Operating
Expenditures
(TOTOPEXP)

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).
This includes all expenditures other than those reported for
Total Staff Expenditures (data element #352) and Total
Collection Expenditures (data element #356).
Note: Include expenses such as binding, supplies, repair or
replacement of existing furnishings and equipment; and
costs of computer hardware and software used to support
library operations or to link to external networks, including
the Internet. Report contracts for services, such as costs of
operating and maintaining physical facilities, and fees paid
to a consultant, auditor, architect, attorney, etc.
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)

403

Other Capital Revenue
(OCAP_REV)

404

Total Capital Revenue
(CAP_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.
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 one-

#

Data Element Name
(Variable Name)

Data Element Definition
time major projects. Include federal, state, local, or other
revenue used for major capital expenditures. Only funds
that are supported by expenditure documents (e.g.,
invoices, contracts, payroll records, etc.) at the point of
disbursement should be included. Estimated costs are not
included. Exclude expenditures for replacement and repair
of existing furnishings and equipment, regular purchase of
library materials, and investments for capital appreciation.
Exclude contributions to endowments, or revenue passed
through to another agency (e.g., fines). Funds transferred
from one public library to another public library should be
reported by only one of the public libraries.

LIBRARY COLLECTION
This section of the survey (450-462) 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 Materials Expenditures
(data elements #353, #354, and #355). Under this category 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.
#

Data Element Name
(Variable Name)

Data Element Definition

450

Print Materials
(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

#

452

Data Element Name
(Variable Name)

Audio – physical units
(AUDIO_PH)

Data Element Definition
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
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 sounds (only) are stored (recorded) and that can
be reproduced (played back) mechanically, electronically,
or both. Include records, audiocassettes, audio cartridges,
audio discs (including audio-CD-ROMs), audio-reels,
talking books, and other sound recordings stored in a
fixed, physical format. Do not include downloadable
electronic audio files.
Report the number of units, including duplicates. Items
packaged together as a unit (e.g. two audiocassettes for
one recorded book) and checked out as a unit are counted
as one physical unit.

#
453

454

Data Element Name
(Variable Name)
Audio – downloadable
units
(AUDIO_DL)

Video – physical units
(VIDEO_PH)

Data Element Definition
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
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.

#

Data Element Name
(Variable Name)

455

Video – downloadable
units
(VIDEO_DL)

461

Total Physical Items in
Collection
(TOTPHYS)

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
with unlimited simultaneous users, then that collection
would be counted as 100 “units.”
All circulating physical items in the collection. These are
materials in a fixed, physical format available for use
outside the library. This includes Print Materials (data

#

Data Element Name
(Variable Name)

Data Element Definition
element 450), Audio – physical units (data element 452),
Video – physical units (data element 454), and Other
Circulating Physical Items (data element 462).
Report the number of units, including duplicates. Items
packaged together as a unit (such as a set of cookie
cutters) and checked out as a unit are counted as one
physical unit.

462

Other Circulating
Physical Items
(OTHPHYS)

Report a single figure that includes the following: all
circulating physical items other than print books (data
element 450), physical audio units (data element 452),
physical video units (data element 454), and serials. These
are materials in a fixed, physical format available for use
outside the library. These can include a variety of items
types, such as wi-fi hotspots, sewing machines, cake pans,
tools, etc.
Report the number of units, including duplicates. Items
packaged together as a unit (such as a set of cookie
cutters) and checked out as a unit are counted as one
physical unit.

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

Data Element Definition

or state library)
(EC_ST)
458

Total Electronic
Collections
(ELECCOLL)

This is the sum of Local/Other cooperative agreements and
State electronic collections (data elements #456 and #457).

SERVICES
#

Data Element Name
(Variable Name)

Data Element Definition

501

Library Visits
(VISITS)

This is the total number of persons entering the library for
whatever purpose during the year.
Note: If an actual count of visits is unavailable, determine
an annual estimate by counting visits during a typical
week in October and multiplying the count by 52. A
“typical week” is a time that is neither unusually busy nor
unusually slow. Avoid holiday times, vacation periods for
key staff, or days when unusual events are taking place in
the community or the library. Choose a week in which the
library is open its regular hours. Include seven
consecutive calendar days, from Sunday through Saturday
(or whenever the library is usually open).

501a

Library Visits Reporting
Method
(VISITRPT)

502

Reference Transactions
(REFERENC)

Regarding the number of Library Visits (data element
#501) entered, is this an annual count or an annual
estimate based on a typical week or weeks?
Select one of the following:
CT—Annual Count
ES—Annual Estimate Based on Typical Week(s)
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.
Reference transactions do not include formal instruction
or exchanges that provide assistance with locations,
schedules, equipment, supplies, or policy statements.
NOTES:
(1) A reference transaction includes information and
referral service, unscheduled individual instruction
and assistance in using information sources
(including websites and computer-assisted
instruction).
(2) Count Readers Advisory questions as reference
transactions.
(3) 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

#

Data Element Name
(Variable Name)

Data Element Definition

(4)

(5)
(6)
(7)

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.
Do not include transactions that include only a
directional service, such as 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?”

Annual Count vs. Annual Estimate
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.
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.
Example: If there are four weeks sampled, multiply the
totals for those four weeks by 13 to get an estimate for the
full year. If the sample is done twice a year (one week at
each time, two weeks total) multiply the count by 26 to
get the estimated annual count.
502a

Reference Transactions
Reporting Method
(REFERRPT)

503

Number of Registered
Users
(REGBOR)

Regarding the number of Reference Transactions (data
element #502) entered, is this an annual count or an
annual estimate based on a typical week or weeks?
Select one of the following:
CT—Annual Count
ES—Annual Estimate Based on Typical Week(s)
A registered user is a library user who has applied for and
received an identification number or card from the public
library that has established conditions under which the
user may borrow library materials or gain access to other
library resources.
Note: Files should have been purged within the past three
(3) years.

#
510

Data Element Name
(Variable Name)
Closed Outlets Due to
COVID-19
(C19CLOSE)

Data Element Definition
Answer es or o to the following question: “Were
any of the library’s outlets physically closed to the public
for any period of time due to the Coronavirus (COVID19) pandemic?”
NOTE: An outlet is considered physically closed when
the public cannot access any library buildings or
bookmobiles, regardless of staff access. A building can be
physically closed but still offer virtual, Wi-Fi, or
“curbside” services outside the building.

511

Public Services During
COVID-19
(C19PUBSV)

Answer es or o to the following question: “Did
library staff continue to provide services to the public
during any portion of the period when the building was
physically closed to the public due to the Coronavirus
(COVID-19) pandemic?”
NOTE: Services to the public can include activities such
as
• answering calls, emails, or texts with answers to
information requests from the public;
• hosting virtual programming or recorded content;
• offering “curbside,” delivery (mail or drop-off), or
drive-thru circulation of physical materials;
• managing IT services to ensure external Wi-Fi
access; and
• providing other types of online and electronic
services,
regardless of the location of library staff when they
provided services (i.e., working from home or in the
building that was closed to the public).

514

Electronic Library Cards
Issued During COVID19
(C19ECRD2)

Answer es or o to the following question: “Did
the library allow users to complete registration for library
cards online without having to come to the library during
the Coronavirus (COVID-19) pandemic?”
NOTE: Online library cards provide users access to
electronic collection materials and databases without
having to be physically present at a library outlet to
register for the card. Refer to the definition of Number of
Registered Users (data element #503).

515

Reference Service
During COVID-19
(C19REFER)

Answer es or o to the following question: “Did
the library provide reference service via the Internet or
telephone when the building was physically closed to the
public during the Coronavirus (COVID-19) pandemic?”
NOTE: Refer to the definition of Reference Transactions
(data element #502). Include references service provided
via email, chat, and text.

#

Data Element Name
(Variable Name)
Outside Service During
COVID-19
(C19OUTSD)

Data Element Definition

520

External WiFi Access
Added During COVID19
(C19XWIF2)

Answer es or o to the following question: “Did
the library intentionally provide Wi-Fi Internet access to
users outside the building at one or more outlets during
the Coronavirus (COVID-19) pandemic?”
NOTE: Includes “parking lot access,” bookmobiles or
other mobile facilities with Wi-Fi capabilities.

521

External WiFi Access
Increased During
COVID-19
(C19XWIF3)

Answer es or o to the following question: “Did
the library increase access to Wi-Fi Internet access to
users outside the building at one or more outlets during
the Coronavirus (COVID-19) pandemic?”
NOTE: Includes “parking lot access,” bookmobiles or
other mobile facilities with Wi-Fi capabilities. Increasing
access could mean removing restrictions on sign-in
authorizations, expanding router reach, leaving Wi-Fi
service on 24 hours, installing or moving access points to
promote or improve external access, etc.

522

Staff Re-Assigned
During COVID-19
(C19STOTH)

550

Total Circulation of
Materials 1
(TOTCIR)
Circulation of Children’s
Materials
(KIDCIRCL)
Use of Electronic
Material 2

Answer es or o to the following question: “Did
library staff work for other government agencies or
nonprofit organizations instead of, or in addition to, their
normal duties during the Coronavirus (COVID-19)
pandemic?”
NOTE: Include reassignments to other government
agencies (e.g., to process unemployment claims), as well
as other activities such as the use of library staff to
distribute school lunches and other materials.
Volunteering during work hours would count but
volunteering off hours would not.
This is the sum of Use of Electronic Material and Physical
Item Circulation (data elements #552 and #553).

516

551

552

1
2

Revised data element name
Revised data element name and definition

Answer es or o to the following question: “Did
the library provide ‘outside’ service for circulation of
physical materials at one or more outlets during the
Coronavirus (COVID-19) pandemic?”
NOTE: Includes any contactless or minimal contact
provision of circulation items. Similar terms could include
curbside, vestibule, or porch pickups, delivery (mail or
drop-off), drive-thru, etc.

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

#

Data Element Name
(Variable Name)
(ELMATCIR)

553

Physical Item
Circulation 3
(PHYSCIR)

554

Successful Retrieval of
Electronic Information 4
(ELINFO)

555

Electronic Content Use 5
(ELCONT)

556

Total Collection Use 6
(TOTCOLL)

561

Circulation of Other
Physical Items
(OTHPHCIR)

New data element
New data element
5
New data element
6
New data element
3
4

Data Element Definition
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]
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).
Circulation of all physical items other than print books
(data element 450), physical audio units (data element
452), physical video units (data element 454), and serials,
including renewals. These are materials in a fixed,
physical format available for use outside the library.
These can include a variety of items types, such as wi-fi
hotspots, sewing machines, cake pans, tools, telescopes,
board games, video games, etc.

INTER-LIBRARY LOANS
#

Data Element Name
(Variable Name)

Data Element Definition

575

Provided To
(LOANTO) 7

576

Received From
(LOANFM) 8

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.

LIBRARY PROGRAMS

7
8

#

Data Element Name
(Variable Name)

Data Element Definition

600

Total Number of
Synchronous Program
Sessions
(TOTPRO)

This is a total count of the number of synchronous
(live) program sessions during the reporting period. See
the Synchronous Program Sessions definition for more
detail about what counts as a program session.
• If programs are offered as a series, count each program
session in the series. For example, a film series offered
once a week for eight weeks should be counted as
eight program sessions.
• Include in-person onsite, in-person offsite, and virtual
synchronous program sessions.
• Each program session should only be counted once,
regardless of the number of formats in which it is
presented. For example, a program session that has
both in-person and virtual attendance options should
be counted as a single program session.
This is the sum of:
• Number of Synchronous Program Sessions Targeted
at Children Ages 0-5 (data element 601),
• Number of Synchronous Program Sessions Targeted
at Children Ages 6-11 (data element 602),

Data element number change
Data element number change

#

601

Data Element Name
(Variable Name)

Number of Synchronous
Program Sessions
Targeted at Children
Ages 0-5
(K0_5PRO)

601a
Number of Children’s
(formerly Programs
601)
(KIDPRO)

Data Element Definition
• Number of Synchronous Program Sessions Targeted
at Young Adults Ages 12-18 (data element 603),
• Number of Synchronous Program Sessions Targeted
at Adults Age 19 or Older (data element 604), and
• Number of Synchronous General Interest Program
Sessions (data element 605).
Separately, it is also the sum of:
• Number of Synchronous In-Person Onsite Program
Sessions (data element 606),
• Number of Synchronous In-Person Offsite Program
Sessions (data element 607), and
• Number of Synchronous Live-Virtual Program
Sessions (data element 608).
A program session targeted at children ages 0-5 is any
planned event for which the primary audience is
infants, toddlers, or preschool-age children. Examples
of these types of program sessions include, but are not
limited to, story hours, every child ready to read
programs, musical or sing-along events, and puppet
shows. Include program sessions aimed at children
ages 0-5 even if adult caregivers also attend. Each
program session should only be counted in one age
category based on its primary target audience.
This figure is a subset of the Total Number of
Synchronous Program Sessions (data element 600). See
Synchronous Program Session definition for more
information about counting program sessions.
[Retained for FY 2021; to be deleted in FY 2022. If
Number of Synchronous Program Sessions Targeted at
Children Ages 0-5 (data element 601) and Number of
Synchronous Program Sessions Targeted at Children
Ages 6-11 (data element 602) are reported, they must
sum to Number of Children’s Programs (data element
601a).]
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.

#

602

Data Element Name
(Variable Name)

Number of Synchronous
Program Sessions
Targeted at Children
Ages 6-11
(K6_11PRO)

Number of Synchronous
603
(formerly Program Sessions
Targeted at Young
602)
Adults Ages 12-18
(YAPRO)

604

Number of Synchronous
Program Sessions
Targeted at Adults Age
19 or Older
(ADULTPRO)

Data Element Definition
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-toone literacy tutoring, services to homebound,
homework assistance, and mentoring activities. This
figure is a subset of the Total Number of Library
Programs (data element #600).
Note: The National Center for Education Statistics
(NCES): Children and Young Adults Defined (Services
and Resources for Children and Young Adults in Public
Libraries [August 1995, NCES 95357]) defines
children as persons age 11 years and under.
A program session targeted at children ages 6-11 is any
planned event for which the primary audience is
elementary-school-age children. Examples of these
types of program sessions include, but are not limited
to, story hours, science events, crafting classes, and
summer reading events. Include program sessions
aimed at children ages 6-11 even if adult caregivers
also attend with the children. Each program session
should only be counted in one age category based on its
primary target audience.
A young adult program session is any planned event for
which the primary audience is young adults ages 12 to
18 years. Examples of these types of program sessions
include, but are not limited to, book clubs, college prep
programs, teen tech or gaming clubs, and summer
reading events. Each program session should only be
counted in one age category based on its primary target
audience.
This figure is a subset of the Total Number of
Synchronous Program Sessions (data element 600). See
Synchronous Program Session definition for more
information about counting program sessions. Note:
The Young Adult Services Association (YALSA)
defines young adults as age 12 through 18.
An adult program session is any planned event for
which the primary audience is adults age 19 or older.
Examples of these types of program sessions include,
but are not limited to, book discussions, citizenship
classes, and lectures. Each program session should only
be counted in one age category based on its primary
target audience.

#

Data Element Name
(Variable Name)

Data Element Definition

605

Number of Synchronous
General Interest
Program Sessions
(GENPRO)

A general interest program session is any planned event
that is appropriate for any age group or multiple age
groups. Include all-age, all-library, family, and
intergenerational program sessions. Examples of these
types of program sessions include, but are not limited
to, family game nights, holiday events, storytelling
programs, or chess clubs. Include all programs here
that do not fit into the other age category elements.
Each program session should only be counted in one
age category based on its primary target audience; do
not include program sessions here that have already
been counted in earlier age category elements. Avoid
including program sessions that are targeted at more
than one non-adult age category (and are not targeted at
adults); these should be counted in the child or young
adult age category that best represents the target
audience.
This figure is a subset of the Total Number of
Synchronous Program Sessions (data element 600). See
Synchronous Program Session definition for more
information about counting program sessions.

606

Number of Synchronous
In-Person Onsite
Program Sessions
(ONPRO)

An in-person onsite program session is any planned
event that includes an in-person attendance option and
takes place at library facilities. Examples include, but
are not limited to, a job skills class in the library or a
nature program on the library grounds. Regardless of
the number of formats in which a program session is
offered, each program session should only be counted
once and in one format category. Include in-person
program sessions that also have a virtual attendance
option and count them as a single program session.
This figure is a subset of the Total Number of
Synchronous Program Sessions (data element 600). See
Synchronous Program Session definition for more
information about counting program sessions.

607

Number of Synchronous
In-Person Offsite
Program Sessions
(OFFPRO)

An in-person offsite program session is any planned
event that includes an in-person attendance option and
takes place somewhere other than the library or the
library grounds. Examples include, but are not limited
to, facilitating a book club at a local nursing home,
hosting a storytime at a local farmer’s market, or
visiting a school to present about library services.

This figure is a subset of the Total Number of
Synchronous Program Sessions (data element 600). See
Synchronous Program Session definition for more
information about counting program sessions.

#

Data Element Name
(Variable Name)

Data Element Definition
Regardless of the number of formats in which a
program session is offered, each program session
should only be counted once and in one format
category. Include in-person program sessions that also
have a virtual attendance option and count them as a
single program session.
This figure is a subset of the Total Number of Program
Sessions (data element 600). See Synchronous Program
Session definition for more information about counting
program sessions.

608

Number of Synchronous
Virtual Program
Sessions
(VIRPRO)

Total Attendance at
610
(formerly Synchronous Programs
(TOTATTEN)
603)

A synchronous (live) virtual program session is any
planned event that is streamed virtually and can be
viewed live as it progresses (i.e., live-streaming).
Regardless of the number of formats in which a
program session is offered, each program session
should only be counted once and in one format
category. Include virtual program sessions that are also
recorded. Include program sessions hosted on
Facebook Premiere that are facilitated by a staff
member. Count virtual program sessions at the
administrative entity level; do not duplicate numbers at
each branch. Exclude program sessions that also have
an in-person component; these should be counted under
Number Synchronous In-Person Onsite Program
Sessions or Number of Synchronous In-Person Offsite
Program Sessions (data elements 606 or 607).
This figure is a subset of the Total Number of
Synchronous Program Sessions (data element 600). See
Synchronous Program Session definition for more
information about counting program sessions.
This is a total count of the audience at all program
sessions during the reporting period. See the
Synchronous Program Sessions definition for more
detail about what counts as a program session.
• Include all attendees regardless of age (e.g., count all
adult attendees of children’s programs in children’s
program attendance).
• For program sessions with both in-person and virtual
attendance, combine attendee counts across formats
or platforms.
This is the sum of:
• Attendance at Synchronous Programs Targeted at
Children Ages 0-5 (data element 611),
• Attendance at Synchronous Programs Targeted at
Children Ages 6-11 (data element 612),

#

Data Element Name
(Variable Name)

Data Element Definition
• Attendance at Synchronous Programs Targeted at
Young Adults Ages 12-18 (data element 613),
• Attendance at Synchronous Programs Targeted at
Adults Age 19 or Older (data element 614), and
• Attendance at Synchronous General Interest
Programs (data element 615).
Separately, it is also the sum of:
• Synchronous In-Person Onsite Program Attendance
(data element 616),
• Synchronous In-Person Offsite Program Attendance
(data element 617), and
• Synchronous Virtual Program Attendance (data
element 618).

Attendance at
Synchronous Programs
Targeted at Children
Ages 0-5
(K0_5ATTEN)
Children’s Program
611a
(formerly Attendance
(KIDATTEN)
604)

611

Attendance at
Synchronous Programs
Targeted at Children
Ages 6-11
(K6_11ATTEN)
Attendance at
613
(formerly Synchronous Programs
Targeted at Young
605)
Adults Ages 12-18
(YAATTEN)
612

The count of the audience at all program sessions for
which the primary audience is children ages 0 to 5
years. Please count all attendees of these program
sessions regardless of age.
[Retained for FY 2021; to be deleted in FY 2022. If
Attendance at Synchronous Programs Targeted at
Children Ages 0-5 (data element 611) and Attendance
at Synchronous Programs Targeted at Children Ages 611 (data element 612) are reported, they must sum to
Children’s Program Attendance (data element 611a).]
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 #601a, for the definition of a
children’s library program.)
The count of the audience at all program sessions for
which the primary audience is children ages 6 to 11
years. Please count all attendees of these program
sessions regardless of age.
The count of the audience at all program sessions for
which the primary audience is young adults ages 12 to
18 years. Please count all attendees of these program
sessions regardless of age.

#

Data Element Name
(Variable Name)

Data Element Definition
This figure is a subset of the Total Attendance at
Synchronous Programs (data element 610). See Total
Attendance at Synchronous Programs for more
information about counting program session
attendance.

614

Attendance at
Synchronous Programs
Targeted at Adults Age
19 or Older
(ADULTATTEN)

The count of the audience at all program sessions for
which the primary audience is adults age 19 or older.
Please count all attendees of these program sessions
regardless of age.
This figure is a subset of the Total Attendance at
Synchronous Programs (data element 610). See Total
Attendance at Synchronous Programs for more
information about counting program session
attendance.

615

Attendance at
Synchronous General
Interest Programs
(GENATTEN)

The count of the audience at program sessions that are
appropriate for any age group or multiple age groups.
Please count all attendees of these program sessions
regardless of age.
This figure is a subset of the Total Attendance at
Synchronous Programs (data element 610). See Total
Attendance at Synchronous Programs for more
information about counting program session
attendance.

616

Synchronous In-Person
Onsite Program
Attendance
(ONATTEN)

The count of in-person attendance at program sessions
that take place at library facilities. Regardless of the
number of formats in which a program session is
offered, each attendee should only be counted once.
Each attendee should be counted in the format category
in which they attended the program session.
For in-person onsite programs that also have a virtual
component, exclude virtual attendance; this should be
counted under Synchronous Virtual Program
Attendance (data element 618).
This figure is a subset of the Total Attendance at
Synchronous Programs (data element 610). See Total
Attendance at Synchronous Programs for more
information about counting program session
attendance.

617

Synchronous In-Person
Offsite Program
Attendance
(OFFATTEN)

The count of in-person attendance at program sessions
that take place somewhere other than the library.
Regardless of the number of formats in which a
program session is offered, each attendee should only
be counted once. Each attendee should be counted in
the format category in which they attended the program
session.

#

Data Element Name
(Variable Name)

Data Element Definition
For in-person offsite programs that also have a virtual
component, exclude virtual attendance; this should be
counted under Synchronous Virtual Program
Attendance (data element 618).
This figure is a subset of the Total Attendance at
Synchronous Programs (data element 610). See Total
Attendance at Synchronous Programs for more
information about counting program session
attendance.

618

Synchronous Virtual
Program Attendance
(VIRATTEN)

The count of live attendance at virtual program
sessions. Regardless of the number of formats in which
a program session is offered, each attendee or view
should only be counted once. Each attendee should be
counted in the format category in which they attended
or viewed the program session. Count each participant
device connected to a virtual program as a single
attendee. For program sessions hosted on Facebook
Live, YouTube Live, or similar platforms, count peak
concurrent viewers. For those hosted on
videoconferencing platforms, count the maximum
number of non-staff participants during the session.
For virtual program sessions that are also recorded for
later, on-demand, asynchronous viewing, exclude
views that occur after the session has ended; these
should be counted under Total Views of Asynchronous
Program Presentations (data element 630). For program
sessions that also have an in-person component,
exclude in-person attendance; this should be counted
under Synchronous In-Person Onsite Program
Attendance or Synchronous In-Person Offsite Program
Attendance (data elements 616 or 617).
This figure is a subset of the Total Attendance at
Synchronous Programs (data element 610). See Total
Attendance at Synchronous Programs for more
information about counting program session
attendance.

620

Total Number of
Asynchronous Program
Presentations
(TOTPRES)

An asynchronous program presentation is any
recording of program content that cannot be viewed
live as it unfolds (i.e., on-demand streaming). Only
include program presentations posted during the
reporting period. Regardless of the number of
platforms on which a presentation is posted, count each
unique presentation only once. Include program
sessions hosted on Facebook Premiere that are not
facilitated by a staff member. Count asynchronous
program presentations at the administrative entity level;

#

Data Element Name
(Variable Name)

Data Element Definition
do not duplicate numbers at each branch. Include
recordings of synchronous program sessions that were
available for asynchronous viewing after the session
ended.

630

Total Views of
Asynchronous Program
Presentations within 7
Days (TOTVIEWS)

The count of views of asynchronous program
presentations for a period of seven (7) days after the
presentation was posted, even if that period extends
beyond the survey reporting period (or fiscal year). For
program presentations made available via Facebook,
count unique 1-minute views of each video. For those
made available via other platforms, count unique views
of each video.
For program presentations that are recordings of
synchronous virtual program sessions, exclude
synchronous attendance; these should be counted under
Synchronous In-Person Onsite Program Attendance,
Synchronous In-Person Offsite Program Attendance, or
Synchronous Virtual Program Attendance (data
elements 616, 617, or 618).

OTHER ELECTRONIC INFORMATION
#

Data Element Name
(Variable Name)

Data Element Definition

650

Number of Internet
Computers Used by
General Public
(GPTERMS)

651

Number of Uses
(Sessions) of Public
Internet Computers Per
Year
(PITUSR)

Report the number of the library’s Internet computers
[personal computers (PCs), laptops, and tablets], whether
purchased, leased, or donated, used by the general public
in the library. Do not include computers that connect to
the Internet for a dedicated purpose (e.g., to access an
OPAC or specific database, or to train the public) or
purposes.
Report the total number of uses (sessions) of the library’s
Internet computers in the library during the last year. If
the computer is used for multiple purposes (Internet
access, word-processing, OPAC, etc.) and Internet uses
(sessions) cannot be isolated, report all usage. A typical
week or other reliable estimate may be used to determine
the annual number. Sign-up forms or Web-log tracking
software also may provide a reliable count of uses
(sessions).
Note: This count includes only the library’s Internet
computers. Do not include wifi access using nonlibrary
computers. The number of uses (sessions) may be counted
manually, using registration logs. Count each use
(session) for public internet computers, regardless of the
amount of time spent on the computer. A use (session) on
the library’s public internet computer(s) three times a year

#

Data Element Name
(Variable Name)

651a

Reporting Method for
Number of Uses of
Public Internet
Computers Per Year
(PITUSRRPT)

652

Wireless Sessions
(WIFISESS)

652a

Reporting Method for
Wireless Sessions
(WIFISRPT)

653

Website Visits
(WEBVISIT)

Data Element Definition
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.
Regarding the Number of Uses (Sessions) of Public
Internet Computers per Year (data element 651) entered,
is this an annual count or an annual estimate based on a
typical week or weeks?
Select one of the following:
CT—Annual Count
ES—Annual Estimate Based on Typical Week(s)
Report the number of wireless sessions provided by the
library wireless service annually. Count one session for
each time a device connects to the library's wireless
network, regardless of the duration of connection. If
possible, only count sessions for patron devices and
exclude library devices such as routers, access points,
printers, and public access computers; otherwise, if patron
devices cannot be isolated, report sessions for all devices.
Note: If an annual count of wireless sessions is
unavailable, count wireless sessions during a typical week
or weeks using methods like hardware logging or network
scanning, and multiply the count to represent an annual
estimate. (Do not conduct visual surveys of devices in use
as a method to establish a count of a typical week.) 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.
Regarding the number of Wireless Sessions (data element
652) entered, is this an annual count or an annual estimate
based on a typical week or weeks of hardware logging or
network scanning?
Select one of the following:
CT—Annual Count
ES—Annual Estimate Based on Typical Week(s)
Visits represent the annual number of sessions initiated by
all users from inside or outside the library to the library
website. The library website consists of all webpages
under the library’s domain. A website “visit” or “session”
occurs when a user connects to the library's website for
any length of time or purpose, regardless of the number of
pages or elements viewed. Usage of library social media
accounts (e.g., Facebook, Twitter, etc.) should not be
reported here. Libraries unable to collect a count of their

#

Data Element Name
(Variable Name)

Data Element Definition
website visits should report “-1” (missing). Libraries
without websites should report “-3” (not applicable).
(Missing values will be imputed in the final dataset,
whereas values of not applicable will not be imputed.)

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

703a
704
705
707

Name Status
(STATNAME)
Street Address
(ADDRESS)

Address Status
(STATADDR)
City
(CITY)
ZIP Code
(ZIP)
County of the Outlet
(CNTY)

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
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.

#
708

709

Data Element Name
(Variable Name)
Phone
(PHONE)

Outlet Type Code
(C_OUT_TY)

Data Element Definition
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;
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 they have different
addresses. 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.

#

Data Element Name
(Variable Name)

711

Square Footage of
Outlet
(SQ_FEET)

712

Number of Bookmobiles
in the Bookmobile Outlet
Record
(L_NUM_BM)

713

Public Service Hours
Per Year (actual hours)
(HOURS)

Data Element Definition
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
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.

#
714

715

Data Element Name
(Variable Name)
Number of Weeks an
Outlet is Open (actual
weeks)
(WKS_OPEN)

Number of Weeks an
Outlet Closed Due to
COVID-19
(C19WKSCL)

Data Element Definition
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.
This is the number of weeks during the year that due to
the Coronavirus (COVID-19) pandemic, an outlet
building was physically closed and the public could not
enter, when it otherwise would have been open.
NOTE: Round to the nearest whole number. If building
did not close to the public due to the pandemic, enter
zero. The sum of data elements #714 and #715 should
equal or be fewer than 52 weeks.
An outlet is considered physically closed when the public
cannot access any library buildings or bookmobiles,
regardless of staff access. A building can be physically
closed but still offer virtual, Wi-Fi, or “curbside” services
outside the building.

#
716

Data Element Name
(Variable Name)
Number of Weeks an
Outlet Had Limited
Occupancy Due to
COVID-19
(C19WKSLO)

Data Element Definition
This is the number of weeks during the reporting period
that an outlet implemented limited public occupancy
practices for in-person services at the library building in
response to the Coronavirus (COVID-19) pandemic.
NOTE: Round to the nearest whole number. If building
did not have a limited occupancy or similar practice due
to the pandemic, enter zero. Weeks can be counted in
both data elements 714 and 716 (that is, a library was
open to the public and implementing limited occupancy
practices in the same week).
Limited public occupancy practices can include reduced
hours open, limits on the number of public members
inside the physical building, appointment only on-site
library use, visitor time limits, closed stacks or meeting
rooms, etc.