Plan ahead to have your report done and reviewed by your library board, typically at your February meeting. Your board’s date of approval will be noted in question 12.42 (Assurance). It’s ok if your board officially approves your report after it’s been submitted to STLS. Please contact Erika if you have any changes after you submit.
Since the pandemic has affected libraries so drastically, there will be some disabling of federal edit checks. However, you should still provide notes for any figures that have a large increase or decrease from FY2019. If the note is for an edit check, make sure that the note answers the question being asked by the edit check.
To avoid loss of data, only one person at a time should be logged into a member library report. Multiple people logged into the same report will cause data to be lost.
Libraries should not have reports from two different years open at the same time.
Count annual visits to the library via the Internet. A visit occurs when a user (internal or external) connects to the library’s web site for any length of time or purpose, regardless of the number of pages or elements viewed. For example, if a user visits the library’s web site and looks at 16 pages and 54 graphic images, your web server records this as a single visit.
View the E-Rate Questions (Q5.7-5.8) spreadsheet here.
Note: Report figures as of the last day of the fiscal year reported in Part 1. Include the FTE for all positions funded in the library’s budget whether those positions are filled or not. This report requires conversion of part-time hours to full-time equivalents (FTE). To compute the FTE of employees in any category, take the total number of hours worked per week for all budgeted positions in that category and divide that total by the number of hours per week the library considers to be full-time. Report the FTE to two decimal places.
Record the number of hours per week used to compute FTE for all budgeted positions. This should be no more than 40 hours per week.
Positions counted in this series require a NYS Public Librarian’s Certificate, whether provisional or permanent. For question 6.2, do not list an interim or acting director. List only an official director who has been appointed by the board.
Under “Library Manager”, count the position of library director where employee does not hold a NYS Public Librarian’s Certificate.
Under Library Specialist/Paraprofessional, count the position with the title of librarian where the employee does not hold a NYS Public Librarian’s Certificate and does paid work that usually requires a certified librarian with professional training and skill in the theoretical or scientific aspects of library work.
Count all other paid staff positions not previously counted on questions 6.2 – 6.9.
Report the entry level librarian and Director/Manager FTE and the current annual salary as of the end of the fiscal year for this position, even if vacant.
If a position is vacant, indicate the FTE and annual salary that the employee would earn at the entry level, as if the position were filled.
If there is no set “annual” salary figure for any position, then multiply the hourly salary by the number of hours worked per week by 52 weeks (i.e. hourly salary x number of hours worked per week x 52 weeks).
FTE should not be greater than one.
The number of hours worked per week should not be greater than 40.
For FY2020, compliance with minimum public library standards has been waived by DLD as a result of the pandemic. You must still complete this section, but no variance is required.
As of January 1, 2021, libraries in NYS MUST comply with updated Minimum Standards, developed by the Division of Library Development. Compliance will be reported on the FY2021 annual report.
View the instructions for answering questions in Section 7 here.
As of January 1, 2021 all public, free association and Indian libraries in New York State will be required to meet the minimum standards listed below. Please indicate which of these standards your library already meets as of December 31, 2020. This 2020 data will be helpful in informing statewide and regional efforts to ensure that all of New York’s libraries are able to successfully comply with the new minimum standards.
View the instructions for answering these questions about 2021 Minimum Standards here.
It is understood that this value will be lower than normal as a result of the pandemic.
2020 will be an odd year counting hours open to the public. This will include being open for curbside. While a confusing year, answer this to the best of your ability.
Your answer for Q8.13 should match your response to Q9.15.
Q9.29 & Q9.30: If you are connected to STLS/STN Fiber, your answer is:
“11 Greater than or equal to 100 mbps and less than 1gbps.“
*If you are not on STLS Fiber, to check your download/upload speed, use this link to test your speed from a *wired* computer (not a computer connected to the wifi) here.
Q9.31: If you are connected to STLS/STN Fiber, select Other. You must also add a State note that says you are using STLS Fiber.
Q9.33: For our averages, view the spreadsheet here.
A Makerspace is a space in the library that allows patrons to create in a communal space using technology. This could include 3D printing, photo editing, video and audio recording/editing, animation, coding and programming, digital design, robotics, sewing and more.
Q10.1-10.8: Report information about trustee meetings as of December 31, 2020.
Q10.9-End of Section 10: List trustees moving forward. Report your trustees as of February 1st, 2021, not who they were in 2020.
There must be a record for each voting POSITION. If necessary, include an entry for a VACANT seat.
Unless you are an Association Library, your trustees must take an oath of office. New York State Public Officer’s Law §10 requires all public library trustees to take an oath of office within 30 days of beginning their term of office.
This section was new on the FY2019 report. Create a record for each trustee, and simply answer ‘Yes’ or ‘No’ for each.
Examples of Trustee Education might include:
STLS Annual Meeting
Other conferences, seminars, trainings, etc.
Do not list brand new trustees who are starting their first term in 2021.