SCLS Home Lib. Management Annual Report Info. Search

2007 Annual Report Information

Timeline and Dates

Computer Requirements

Background and Getting Started

After You've Entered Your Information

Tips and Other Information You Will Need (Including 2007 Payment Information)
(Note: these supplement and do NOT replace the instructions from DPI, which you MUST read!)

Arranged by Annual Report Section:

• Section I
• Section II
• Section III
• Section V

  State Funds:

  • SLP Performers
  • SLP Supplies
  • Net Lender payments

  Federal Funds:  LSTA

Contract Income:  Cross Border payments

Funds Carried Forward, Other Operating Income, and 2008 Appropriation

• Section VI

Delivery payments

• Section VIII
• Section XI
• Section XII
• Section XIII
• Section XIV
• Section XV

Annual Report Timeline and Important Dates:

• Packets sent to libraries from DPI:  week of January 14
• Annual Report Overview Workshop:  January 25
• LINK Annual Report Workshops:
  • Part I (Collections): January 29
  • Part II (Services): January 31
• Notify Cheryl Becker when your report is ready to review: By February 15 (or earlier)
• IMPORTANT:  Your library board must review and approve, and your board president must sign, your annual report.  This may mean rescheduling your library board meeting.
• Send 2 printed and signed copies to Cheryl Becker, at SCLS Administration:  By February 25 (these can be sent in Delivery)
  • One of these 2 copies will be sent to DPI.  By March 1

(Return to the top)

Computer Requirements:

• Internet access
• Internet Explorer 4.0 or higher
• Adobe Reader 7.0 or higher
  • Do you have Adobe Reader, and if so what version?  To check: in Windows, click on Start -> Programs.  You should see Adobe Reader (followed by the version number) in the list of programs. 

  • If you don't have Adobe Reader 7.0, and you are on a LINK workstation, call the Automation Help Desk at 608-266-6394 at once, to have them update your Reader. 

  • If you don't have Adobe Reader 7.0, and you are on a nonLINK workstation and need help downloading and installing it, contact Dan Jacobson.

  • Adobe Reader is also available from a link on the first page of the online form. 

(Return to the top)

Background and Getting Started:

• IMPORTANT:  Read everything in the packet from DPI before starting:
  • Cover letter.  (PDF)
  • Using the Public Library Annual Report Electronic Form.  (PDF)
  • Wisconsin Public Library Annual Report Instructions.  (PDF)
• IMPORTANT:  LINK libraries—read the memo from LINK on using statistics from your LINK annual reports to help you complete the State Annual Report. 
• The scls-annreport email list was created to communicate with those involved in the Annual Report process. Anyone who will be assisting with the report is encouraged to subscribe:  go to the scls-annreport page and follow the directions on the screen.
• IMPORTANT:  This report is mandated by state statute, and must be approved by your library board and signed by your board president. 
  • The statement in Section XV (Certification) says: "I hereby certify that to the best of my knowledge, the information in this annual report and any attachments are true and accurate, and the library board has reviewed and approved this report."
  • Be sure to keep your board informed about the information in the report. 
  • In order to have the report approved by your board you may have to reschedule a board meeting.
• The report is very similar to last year’s—however, there are some changes, and these are described in the cover memo from the state. Some of the most notable are:
  • Section I: Report if your library or a branch moved to a new or expanded facility in 2007.
  • Section III:  IF your library locally owns any database licenses (separate from BadgerLink databases, or those provided by SCLS (including those which your library helps pay for)), you are asked to report how many sessions occurred for those locally owned databases. (Most of you do not have such databases, and will enter 0 here.)
  • Section XIII: This is a new section, with questions about special needs library services, specifically services to teens and Hispanics. If you offered any of the services listed, you are asked to check all that apply.
• Try to access and use the online form as immediately as you can, even if you don't plan to begin entering information yet.
  • See if you can access the online form, using the instructions contained in the packet from DPI. (If more than one person works on various parts of the form, you will need to perform this test at every workstation that will be used.)   This will give you time to address any problems with getting into the form, and still give you time to enter your information.
  • Test to see that the data you are entering is actually saved: fill in some of the parts in a section, click on Save/Return at the end of the section, exit, then re-enter the annual report.  Verify the data you saved.   It is best to try this on a section other than Section I. 

(Return to the top)

After You've Entered Your Information:

• Do NOT click on Submit, until Cheryl Becker has reviewed your report and you have made any necessary changes.   Clicking Submit will electronically submit your data to DPI and lock the file.
• Notify Cheryl Becker when your report is ready to review: By February 15 (or earlier)
• Click on the Print Public Library Report button to print, and keep, a copy of the report so you can refer to it when called or emailed about any questions or corrections.
• When your report has been reviewed, and corrected (if necessary), you will be notified that that it can be submitted.
• When you are notified that your report is ready for submission, click on Submit to route your form to DPI and lock the file.   Print a copy. 
• Make additional copies (see below) and have all copies signed by the Library Board President and Library Director.  Remember that these signatures signify that the report has been reviewed and approved by the library board. 
• You will need at least 4 copies. Distribute the copies as follows:
  • Send 2 copies to Cheryl Becker, at SCLS Administration, by Monday, February 25. One copy will be kept at SCLS and the other sent to DPI by March 1.
  • Keep 1 copy for your files.
  • Give 1 copy to your municipality.
  • Give 1 copy to the director of your county resource library, if needed (this is true for Columbia, Dane, Green, and Sauk Counties, at a minimum.)
  • Follow your local procedures for any additional copies (for example, library board members.)
    

(Return to the top)

Tips and Other Information You Will Need (arranged by Annual Report section):

(Including 2007 Payment Information)

(Note: these supplement and do NOT replace the instructions from DPI, which you MUST read!)

Section I (General Information)

#20. Annual hours.  Note that minor variations in public service hours need not be included.

#22.  This is a NEW question. Report whether your library or a branch moved to a new or expanded facility in 2007.

Section II (Library Collection)

#2. Electronic Books.   LINK libraries should enter 8291 here—that is the 8276 titles available in LINKcat through the Wisconsin Public Library Consortium (WPLC) netLibrary collection plus 15 digitized titles added to LINKcat in 2007.  Portage County should enter the number of netLibrary titles available in their catalog through WPLC.  (Please note:  All other libraries should not enter the number of netLibrary titles here.)

In addition, if you have any portable e-book readers that are cataloged, you may report those here.   (See the instructions.)

#4.  Downloadable audio books.   LINK libraries should enter  2,012 here.  That is the number of OverDrive audiobook titles available in LINKCat, through the Wisconsin Public Library Consortium (WPLC) collection.   (Please note:  All other libraries should not enter the number of OverDrive titles here.)   Do NOT include downloadable video or music here; only audiobooks. 

(Return to the top)

Section III (Library Services)

#3a and 3b. Registered resident and nonresident borrowers.  LINK libraries—follow the instructions in the LINK memo.   Resident borrowers live in your library’s municipality. Nonresident borrowers live outside your municipality.

#4. Reference Transactions.   Review the definition of a reference transaction.  Be sure to count all reference questions, no matter how they were received (in person, by phone, by email, etc.), but not directional questions.  You may use a typical week sample and multiply it by the number of weeks you were open.

#6. Annual number of users of public Internet computers.  Report the number of individuals who have used public Internet computers in the library in the last year.  The instructions allow you to report all usage if computers are used for multiple purposes, and internet usage can't be isolated.  Include public workstations for accessing LINK or other web catalog.

Information about suggested ways to collect this information is sent to you annually, and is also available on the SCLS website at How to collect the number of users of electronic resources in a typical week.) 

Do not include usage by patrons using their own laptops and your library's wireless internet access. 

#7. Database sessions for locally licensed databases.  This is NEW.  IF your library subscribes to any database licenses (separate from BadgerLink databases, or those provided by SCLS (including those which your library helps pay for)), you are asked to report how many sessions occurred for those locally owned databases. You should be able to get this statistic from the vendor.  (Most of you do not have such databases, and will enter 0 here.)

#8.  Program attendance.  Include only those sponsored or co-sponsored by the library, NOT those sponsored by other groups.  Include adults who attend children's programs in children's program attendance.  Do NOT include activities delivered on a one-to-one basis, such as tutoring or homework assistance. 

#9.  Public use computers.  Do NOT include self checkout workstations in this count. 

(Return to the top)

Section V (Library Operating Revenue)

Report ONLY operating income here, NOT capital.   See the definitions of both operating and capital funds in the instructions from DPI for Sections VI and VII.

Expenditures may NOT Exceed Income. 

#3. State Funds.  These are state funds, not goods, received by the library from SCLS, or another state program. State funds reported here do NOT include continuing education grants since those are sent to a person, not the library. 

If your library received funds from SCLS for SLP Performers, SLP materials, or net lender payments in 2007, they are listed below, alphabetically by municipality. Report these on separate lines in #3a.  Include the description.

2007 SCLS Payments for SLP Performers

(Return to the top)

2007 SCLS Payments for SLP Supplies

(Return to the top)

2007 SCLS Net Lender Payments

(Return to the top)


#4. Federal Funds.   Libraries that apply for and receive e-Rate funds on their own should list them here.  All LSTA project funds received should be reported here, unless they were used for capital expenses (in which case they are reported in Section VII, Library Capital Income, Expenditures, and Debt Retirement).   Enter "LSTA" as the name of the program, and the appropriate project number in the Project Number column.  Libraries that received LSTA funds from SCLS for LSTA grant 07-136 ("Technology Projects ") and 07-218 ("Family Literacy") are listed below.   If your library received money for more than one LSTA project, enter them on separate lines.

LSTA Payments Through SCLS made in 2007

Technology Projects (Project Number 07-136)

Family Literacy (Project Number 07-218)

(Return to the top)

#5. Contract Income. If your library received Cross Border payments in 2007, report these here.  These are listed below, and are arranged alphabetically by the county making the payment, then by libraries receiving payments arranged alphabetically beneath.  Enter in the "Name" column the county that made the payment.  If you received payments from more than one county, enter them on separate lines. 

(Return to the top)

2007 Cross Border Payments

(Return to the top)

#6. Funds Carried Forward refers to tax funds, not gift monies, carried forward from 2006. (Gift monies are reported as "all other operating income" in the year they are expended.  All Gift monies carried forward are reported in Section X, the Trust Fund Report. See #7 , below for more information.)

#7.  All Other Operating Income includes fines, lost book payments, copy machine money, rental fees, other miscellaneous income and gift money or reserve funds held at SCLS, etc. which were expended in 2007.  Both gift money and reserve money should be reported as income in the year it is expended, which may not be the year in which it was received. Unspent gift funds should be reported as part of the Trust Fund Report (Section X).

#9.  2008 appropriation.  This is the amount you will receive from your municipality in 2008.  (Please note that there is an error in the yellow instructions from the state, which say 2007 appropriation.)

(Return to the top)


Section VI. (Library Operating Expenditures)

Report only operating expenditures here, NOT capital.   See the definitions of both operating and capital funds in the instructions.

#3.b. Electronic Material.  Be sure to include here the amounts expended for your share of the SCLS shared databases in 2007.  (If you are not sure of the amount you spent for shared databases, you may contact Cheryl Becker.)

#3.c. Audiovisual Materials.  If your library is a member of the Books on Cassette Circuit (BOCC), include those costs here.

#4. Contracts.   LINK libraries—include the amount of your LINK shares here. (See http://automation.scls.lib.wi.us/committee/budget/2007BudgetShares.pdf (pdf) [LINK password required].) 

Amounts paid for extra delivery days are also reported here.   The amounts that libraries and county library boards paid for additional delivery days are listed below. The provider is SCLS.

Libraries' and Counties' Payments to SCLS for Delivery in 2007

(Return to the top)

#7. Expenditures from federal sources.  Any of the operating expenditures you report in #1-5 in this section that came from federal funds also get reported here.  This amount is a subset of the total expenditures reported in question #6, not an additional amount.  This should be the same amount as you reported as the total income from Federal funds, in question V.4.

(Return to the top)

Section VIII  (Municipal Income for Library Services).

Leave this section blank. 

Section XI (Public Library Loans of Material to Nonresidents).

This section is only about circulation to nonresidents—people who live outside your library's governmental unit.

#2b, #3b, and #4b are important, because they will determine your county funding from your own and adjacent counties next year.  You must separate circulation to county residents by those who support a local library and those who do not.  LINK libraries, pay close attention to the directions for completing this section found in the LINK Annual Report memo.  

Please note that the totals for lines 2 through 6 must equal the number reported in question #1!

#3.   The counties in your system (SCLS) are Adams, Columbia, Dane, Green, Portage, Sauk, and Wood.

#4.  "Adjacent county not in your system" means adjacent to your county. You may find it helpful to refer to the map at the bottom of Wisconsin Public Library System Directory (from DPI) to identify counties adjacent to your county, but not in SCLS.

#9 was NEW last year and is important because it will be used to calculate the amount your library is eligible to receive from adjacent counties.  Include only documented circulations to county residents who don't directly support a local library.  This is a subset of the amount reported in lines 1-6 above, not an additional amount. 

(Return to the top)

Section XII (Technology and Youth Services).

#5-7.  Libraries were asked to include these statistics in their SLP evaluation at the end of the summer. If you have trouble finding these numbers, please contact Cheryl Becker.

Section XIII (Special Needs Library Services)

This is a new section, with questions about special needs library services, specifically services to teens and Hispanics.  If you offered any of the services listed, you are asked to check all that apply.

(Return to the top)

Section XIV (Assurance of Compliance with Membership Requirements)

Read and review the statements carefully, and indicate those that are being met by your library.  Unchecked requirements indicate noncompliance.   If there is a problem with a compliance issue, non-complying libraries will be expected to complete steps necessary to attain compliance with all statutory requirements as soon as possible.

There is quite a bit of information in the instructions from DLTCL to assist you in indicating whether your library complied with the "Maintenance of Effort" requirement. Be sure to read this carefully.

(Return to the top)

Section XV:

This report is mandated by state statute, and must be approved by your library board and signed by your board president.  The statement in Section XV (Certification) says: "I hereby certify that to the best of my knowledge, the information in this annual report and any attachments are true and accurate, and the library board has reviewed and approved this report." 

You may need to reschedule your board meeting in order to meet the required annual report deadlines.

For more information about the annual report, contact Cheryl Becker.

SCLS Home | Library Management | Annual Report Information