Annual Report to the State FY2020

Annual Reports are due to STLS on Friday, March 5th, 2021!

Submit your report by 5:00pm on 3/5/2021.
Contact Erika Jenns, jennse (at) stls (dot) org, with questions.


SLIDES

Slides from the Annual Report Party are available to download here: https://www.stls.org/wp-content/uploads/2021/02/FY2020-Annual-Report-1.pdf

Slides from Annual Report Party #2 are available here:

https://www.stls.org/wp-content/uploads/2021/02/FY2020-Annual-Report-2.pdf

WORKSHOP RECORDINGS

View the recording of Annual Report Party #1 here: https://youtu.be/AsxZ0nk8o4Q

View the recording of Annual Report Party #2 here: https://youtu.be/hpr7YOwlTuc


Access the Annual Report Portal (Bibliostat Collect Connect by Baker & Taylor) here: https://collectconnect.baker-taylor.com/

Forgot your password? Email Erika Jenns: jennse (at) stls (dot) org

Download a blank copy of the FY2020 survey here.


FAQs:

Frequently Asked Questions


View FAQs here.

View responses from the NYS Division of Library Development to FAQs about library programming during the pandemic, open hours, etc. here.

Check to make sure the URL you have entered is real (does your library actually have a website? And, make sure the URL is correct! Is this the URL your library is currently using?

Q1.46: Respond yes if your library funding (all or part) was subject to a public vote – even if your vote was unsuccessful!
Was there a vote in 2020? Check Yes, enter info. If Yes, complete one record for the public vote from each funding source. If no, go to question 1.47.
If you have a public vote mechanism, but you did not hold a vote in 2020 – answer “No.”
If you have a 259, write “School District”
CCLD is the only “special legislative district! Everyone else is school/town/village
Your response to Q1.46, #5 “What type of public vote was it?” – must agree with your responses to questions #1-4 under Q1.46.
Q1.47: If you answered “N” in 1.46, have you ever have a vote? Answer “Y” in 1.47, if you’ve ever had a public vote.

Total Print Serials: Volumes are a unit established by the publisher. Enter the number of volumes held, including duplicate copies of volumes, regardless of whether the material is bound, unbound or on microform.
Do *not* count serials in electronic format here.
Do *not* include print serials that are not retained by the library.

Q. How should a library count the hours open?
A. The federal definition for hours open is used – which is hours that the building is accessible to the public, (regardless of staff access and other service provided.) 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. In that case a library should not count the hours open.”

“Q. Are “lobby services” considered hours open?
A. No, although the entry part of the building could be open for contactless service, patrons are not able to use the facility. In that way, Lobby services are considered similar to Curbside services and the hours that a building is accessible for Lobby Services only should not be included in Public Service Hours.”


Curbside interactions DO NOT count as visits. Curbside pickups do not count as library visits because the building is not open to patrons.


Data provided by STLS (spreadsheets) included below! Click the plus (+) next to each section to expand. Look for hyperlinked word “here,” click to open.

Instructions, Outline of Major Changes, COVID-19 Questions, etc.

View instructions for the entire report here.

View the outline of major changes for the FY2020 report here.

View the list of COVID-19 Questions here.

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.

Section 1: General Library Info

Report all information in Part 1 as of December 31, 2020, except for questions related to the current library director/manager (questions 1.37 through 1.44).

NOTE: For questions 1.37 through 1.44, report all information for the current library director/manager.

Please DO NOT list the pandemic under Q1.49. DLD assumes all libraries were impacted by COVID-19.

Section 2: Library Collection

View the Holdings (Questions 2.1 – 2.24) spreadsheet here.

View the Additions (Questions 2.26 – 2.29) spreadsheet here.

Section 3: Library Programs, Policies, and Services


Please review the instructions for answering programming questions in Section 3 here .

See FAQs document for more information on reporting live and recorded programs here.

Please report information on LIBRARY USE as of the end of the fiscal year reported in Part 1.

View the Registered Borrowers (Questions 3.2-3.3) spreadsheet here.

Please report information on WRITTEN POLICIES as of 12/31/20.
WRITTEN POLICIES (Answer Y for Yes, N for No)

Please report information on ACCESSIBILITY as of 12/31/20. (Answer Y for Yes, N for No)

View the Talking Book & Braille (Q3.15) data here.

Take-n-Makes/Grab-n-Go’s can be counted as passive programs under question Q3.22 One-on-One Program Sessions with a NOTE added to explain the increase from FY2019 to FY2020.
**If libraries have not broken out Make & Take activities and have already reported them on the Summer Reading at New York Libraries program evaluation, we suggest for the purposes of the 2020 annual report, that they report in the same method in order to align with the NYS Library 2020 Summer Reading program evaluation.

Please report information on LIBRARY SPONSORED PROGRAMS as of the end of the fiscal year reported in Part 1.

See updated instructions: If one walk-in time is scheduled but individual brings along an additional person, count as 1 session with 2 attendees.

Please report information on SUMMER READING PROGRAMS for the 2020 calendar year.

Please report information on EARLY LITERACY PROGRAMS for the 2020 calendar year.

Please report information on ADULT LITERACY for the 2020 calendar year.

Please report information on PROGRAMS FOR ENGLISH SPEAKERS OF OTHER LANGUAGES (ESOL) for the 2020 calendar year.

Please report information on DIGITAL LITERACY for the 2020 calendar year.

Section 4: Library Transactions


View the Library Transactions (Q4.1 – 4.21) spreadsheet here.

All libraries should answer “Y.” This service is provided for all STLS libraries through CCLD: https://ccld.lib.ny.us/edesk/

Section 5: Technology and Telecommunications


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.

Section 6: Staff Information


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.

Section 7: Minimum Public Library Standards


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.

Section 7: MINIMUM PUBLIC LIBRARY STANDARDS (AS OF 2021)


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.

Section 8: Public Service Information


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. Only count hours when the library was fully open (patrons could come inside, browse for books, use the computers or restrooms, etc.). Curbside and lobby services do not count. Your answer for Q8.13 should match your response to Q9.15.

The federal definition for hours open is used – which is hours that the building is accessible to the public, (regardless of staff access and other service provided.)
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. In that case a library should not count the hours open.

No, although the entry part of the building could be open for contactless service, patrons are not able to use the facility. In that way, Lobby services are considered similar to Curbside services and the hours that a building is accessible for Lobby Services only should not be included in Public Service Hours.

Section 8A: COVID-19 Questions (new for FY2020 reports)


NOTE: This section of the survey (8A) collects data on the impact of the COVID-19 pandemic. Report all information in Part 8A from March 7, 2020 to December 31, 2020.

View the list of COVID-19 questions here.

Section 9: Service Outlet Information


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.

Section 10: Officers & Trustees


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
STLS Workshops
Other conferences, seminars, trainings, etc.
Do not list brand new trustees who are starting their first term in 2021.

Section 11: Operating Funds Receipts


Report financial data based on the fiscal reporting year. Round to the nearest dollar.

View instructions for section 11 here.

Section 12: Operating Fund Disbursements


View instructions here.

Plan ahead to have your report done and reviewed by your library board, typically at your February meeting. Your board’s approval will be noted in question 12.42.

Section 13: Capital Fund Receipts


View instructions for Section 13 here.

Part 13 Capital Fund Receipts is to be completed by libraries who have a Capital Fund, who have answered YES to question 12.46.
You will record your New York State Construction Grant funds in 13.4.

Section 14: Capital Fund Disbursements


View instructions for Section 14 here.

Section 15: Central Libraries


All other libraries should skip this section.

Section 16: Federal Totals


Skip this section.

Section 17: FOR NEW YORK STATE LIBRARY USE ONLY


Skip this section.

YOU MUST COMPLETE THE LAST SECTION – SUGGESTED IMPROVEMENTS!

Suggested Improvements


Please provide an answer to all questions under Suggested Improvements. If you do not, DLD will contact Erika & she will contact you to ask for your answers in a few months.

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