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SCLS 2017 Annual Report Instructions

 

Timeline and Dates

Computer Requirements

Background and Getting Started

After You've Entered Your Information

Tips and Other Information You Will Need (Including 2017 Payment Information)
(Please Note : these SCLS instructions supplement the official instructions from the DPI.)

Arranged by Annual Report Section:


Annual Report Timeline and Important Dates:

  • Information about library username and password was emailed to libraries from the DPI:  December ??, 2017. If you don't have this email, contact Mark Ibach
  • SCLS Annual Report Overview Webinar: January 12, 2018
  • Notify Mark Ibach when your report is ready to review by February 16, 2018 (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 or making special arrangements.
  • Send two (2) printed and signed copies to Mark Ibach at SCLS Administration so they arrive by February 28, 2017 (these can be sent via SCLS Delivery)
    • SCLS will send one of these two copies to DPI by their March 1, 2018, deadline -- the second copy will go into the SCLS files.

Computer Requirements:

  • Internet access
  • A (recent) web browser (the DPI reports that the application has been tested with Internet Explorer 8 and higher, Firefox, Chrome, and Safari).
  • To print the annual report forms, you will need PDF reader software such as Adobe Reader.

Background and Getting Started:

  • IMPORTANT:  Read everything from the DPI before starting.
  • IMPORTANT:  Libraries that are members of the ILS (LINKcat) will need to read and follow the ILS / LINKcat instructions.
  • 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.
  • The SCLS Annual Report blog will contain information about problems with the form, answers to frequently asked questions, etc. that occur during the annual report “season.”  
  • While you are entering information, in addition to referring to the Instructions, brief definitions for data items are available by clicking on the hyperlinked name of the item.  Fuller directions are available in the DPI instructions
  • Some tips on using the online form software:
    • For some questions, the data you reported last year appears to the right of the input box.  Even if the 2017 data is exactly the same, you must enter it in the input box. 
    • An "edit check" may pop up if a number you enter is not with "acceptable ranges." The pop up includes an explanation of why the edit check failed, and a choice to "cancel" (and edit the answer) or "accept" it as correct.  In order to accept, you must put an explanation in the "notes" box as to why your answer is correct. It is always a good idea to click on cancel and make absolutely certain your answer is correct. If it is not, correct it. If it is correct, put an explanation in the "notes" box. 
    • If you do not supply an explanation for edit checks, messages about them, as well as required questions you have left blank will appear when you click on Submit/Lock, and your report will remain unlocked until you rectify them all. 
  • IMPORTANT:  This report is mandated by state statute, and must be approved by your library board and signed by the board president and library director.
    • The statement in the Certification at the end of the report says: "I certify that, to the best of my knowledge, the information provided in this annual report and any attachments are true and accurate and the library board has reviewed and approved this report." Please note that this statement refers to the entire report, not just Section XIV, the Assurance of Compliance. 
    • 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 or make special arrangements. Please meet the deadlines described in the timeline above. 
  • The report is very similar to last year’s; however, there are a few differences:
    • Section II. Library Collection
      • 8a.-c. and 9 Electonic Collections -- Replaced "Databases" with "Electronic Collections." Libraries must provide counts on local databases owned or leased, and other data will be pre-populated by SCLS and/or DLT.
    • Section III. Library Services
      • 8a.-c & 9 Electronic Collection Retrievals -- This is the number of full-content units of descriptive records examined, downloaded, or otherwise supplied to user, from online library resources that require user authentication but do not have a circulation period. This replaces "Number of Licensed Dabase Sessions" and "Number of Locally-Created, Non-Commercial Database Sessions." These fields are optional in 2016, but Libraries should provide counts on local databases, and other usage data will be pre-populated by SCLS and/or DLT.
    • Section V. Library Operating Revenue
      • 4. Federal Funds -- The definition of operating revenues from federal sources has not changed. This explanation clarifies how to report E-rate reimbursement.
    • Section XIII. Technology
      • 4. Does your library use door counters? -- Indicate whether your libraries uses door counters, which can be either electronic or mechanical.
    • Section XII. Literacy Offerings and Drop-in Activities
      • This section was formerly titled "Youth Services." Literacy offering and drop-in acvity data collection in this section has not changed.
      • Section XIV. Public Library Assurance of Compliance with System Membership Requirements
        • Effective April 1, 2016, Wisconsin Act 306 amended "electronic database" to "online resources" in the same serivces requirement for public libraries. The same change has been made to the compliance item.
  •  
  • Try to access and use the online form as soon as you can, even if you don't plan to begin entering information yet.
    • See if you can access the online LibPAS form, following the DPI instructions. (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 accessing 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 Save, exit, then re-enter the annual report.  Verify the data you saved. 

       

  • Gather all of the answers to the questions before you sit down to start entering the information online. To speed the online process, print off a copy of the work sheet that the DPI has created for the 2016 report and enter your information there. The actual time it takes to enter the annual report information is relatively short. If you are interrupted while entering information online, save your work before you walk away.

After You've Entered Your Information:

  • Do NOT click on Submit/Lock . Mark will do this after he has reviewed your report and you have made any necessary changes.
  • Notify Mark Ibach when your report is ready to review: By February 16, 2018 (or earlier).
  • Click on Print (in the upper right hand corner) to generate a PDF of your report. Click on the printer icon in the upper left hand corner of the PDF to print 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), notify Mark Ibach so he can give it a final review, then he will lock the file, which will remove the "Draft" watermark. Mark will notify you by email when this has been done. Do NOT click on "Submit/Lock." At this point, Mark can still unlock the file if changes are needed.
  • Print a copy. DPI will only accept as final approved documents those without the "Draft" watermark. 
  • After your board approves your report, 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. Once Mark has received your signed copies, he will forward the electronic version to DLT, at which time only DLT can unlock it for further changes.
  • You will need at least four (4) copies; most of you will need at least five (5).  Distribute the copies as follows:
    • Send two (2) copies to Mark Ibach, at SCLS Headquarters, by Wednesday, February 28, 2018. One copy will be kept at SCLS and the other sent to DPI by the March 1, 2018, deadline.
    • Keep one (1) copy for your files.
    • Give one (1) copy to your municipality.
    • In Columbia, Dane, and Sauk Counties, give one (1) copy to the director of your county resource library.
    • In Wood County, send one (1) copy to the Chair of the Wood County Library Board.
    • In Green County, send two (2) copies to the director of your county resource library. 
    • Follow your local procedures for any additional copies (for example, library board members.)

TIPS & OTHER INFORMATION YOU WILL NEED arranged by Annual Report section (includes 2017 Payment Information)

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

SECTION I (General Information)

This section should be pre-filled from DPI, but be sure to review it and make any additions or corrections. (see the DPI instructions)

 

#14, #15 & #16 (concerning branches, bookmobiles & other public service outlets) need to be completed even if your library has no branches/bookmobiles/other outlets. Enter "0" if your library does not have any. 

# 19 (Hours Library is Open).  If your library maintains the same open hours all year, then enter the number of hours open per week in #19a and the number of weeks in the year in #19b. Then you would enter "0" for both #19c and #19d.

# 22 (DUNS Number) -- This field is optional. If your library has a nine-digit Data Universal Numbering System (DUNS) number on file with the DPI, the field will be pre-filled. Obtaining and providing a DUNS Number for your library before it is needed can prevent delays in the LSTA grant application and award process. A DUNS Number is required to apply for federal funds such as LSTA grants. Public libraries cannot use a DUNS Number that is assigned to a municipality or friends group. Obtaining a DUNS Number from Dunn & Bradstreet is a free one-time process at tinyurl.com/b3nll9.


SECTION II (Library Collection)

#1a. (Books in Print -- End of Year Total). For LINKcat libraries this number has been pre-filled for you -- see the ILS / LINKcat instructions .

#1b. (Books in Print Added During Year). For LINKcat libraries this number has been pre-filled for you -- see the ILS / LINKcat instructions .

#2. (Electronic Books -- E-books). This number has been pre-filled for all SCLS member libraries from statistics provided by WiLS / WPLC for titles that are available to all SCLS libraries (including the new SCLS OverDrive Advantage program) from Wisconsin's Digital Library. If your library circulates portable e-book readers (that are cataloged) then you should add them to this number (see the DPI instructions). According to the DPI instructions, "E-books packaged together as a unit, such as multiple titles on a single e-book reader, and checked out as a unit are counted as one unit."

#3a.  (Audio Materials -- End of Year Total). For LINKcat libraries this number has been pre-filled for you -- see the ILS / LINKcat instructions .

#3b.  (Audio Materials Added During Year). For LINKcat libraries this number has been pre-filled for you -- see the ILS / LINKcat instructions .

#4. (Electronic Audio Materials -- Downloadable). This number has been pre-filled for all SCLS member libraries from statistics provided by WiLS / WPLC for titles that are available to all SCLS libraries (including the new SCLS OverDrive Advantage program) from Wisconsin's Digital Library.

#5a. (Video Materials). For LINKcat libraries this number has been pre-filled for you -- see the ILS / LINKcat instructions .

#5b.  (Video Added During Year). For LINKcat libraries this number has been pre-filled for you -- see the ILS / LINKcat instructions .

#6.  (Electronic Video Materials -- Downloadable). This number has been pre-filled for all SCLS member libraries from statistics provided by WiLS / WPLC for titles that are available to all SCLS libraries from Wisconsin's Digital Library. 

#7a. (Other Materials Owned).  This category includes any special collections (toy kits, realia, equipment, etc.) of other materials owned by your library that are not already reported above.  These items must be cataloged in your library's circulation system.  If you are a LINKcat member library, you can include items that have generic records.  If you enter a  number here, you must provide a brief description of the "other materials" in #7b.

#8a. (Electronic Collections -- locally owned or leased). This number has been pre-filled for you. SCLS has provided the number of databases that we know your library subscribes to, and that SCLS provides authentication for. Databases available through BadgerLink do not get counted here. The pre-filled number does not include any databases that your library may subscribe to directly (an example of this is Clio III at Marshfield or Freegal at DeForest). You should add any of this type to the pre-filled number. DO NOT include locally created databases.

#8b. (Other Electronic Collections -- purchased by your library system or consortia). During 2017 SCLS did not purchase any databases for use by our member libraries, so the number "0" has been pre-filled for your library. You should not change this pre-filled number.

#8c.  (Statewide Electronic Collections-- provided through BadgerLink). This number has been pre-filled for your library by the DPI using the number of databases available to all public libraries in Wisconsin through BadgerLink. You should not change this pre-filled number.  

#9.  (Total Electronic Collections). This number is automatically calculated for you. 

#10.  (Subscriptions). This number is the total number of current print serial subscriptions (including duplicate subscriptions) for your library:  magazines, newspapers, annuals, etc. According to the DPI (via an e-mail message from 1-24-14), these serials do not need to be cataloged in order to be counted.  Count subscriptions purchased from the library's budget as well as subscriptions donated to the library as gifts. However, do not count personal or staff subscriptions. Do not count electronic subscriptions. For LINKcat libraries, see the ILS / LINKcat instructions .

SECTION III (Library Services)

#1a.  (Total Annual Circulation). Do not include items from your library that were sent to another library via interlibrary loan in this total -- those statistics will be captured in #2a.

#1b. (Circulation of Children's Materials) has been pre-filled for LINKcat libraries- see the ILS / LINKcat instructions .

#2a and #2b.  (Items Loaned and Items Received). See the DPI instructions. LINKcat libraries -- follow the instructions in the ILS / LINKcat instructions

#3a and #3b. (Registered Resident and Nonresident Users). Resident users live in your library’s municipality. Nonresident users live outside your municipality. LINKcat libraries -- this data has been pre-filled for you -- if you have questions, follow the instructions in the ILS / LINKcat instructions .

#4, #5 and #6 (Reference Transactions, Library Visits and Uses of Public Internet Computers). There are three options for the method used to collect this data: “actual count,” “survey week,” or "did not collect." Not collecting this data and reporting “did not collect” is the worst option — every library should at least do a one-week sample survey.  However, if you did not, you must report “did not collect;” you may NOT estimate or guess.


#4. (Reference Transactions). Review the definition of a reference transaction in the DPI instructions, and refer to the SCLS "Reference Questions and Statistic" page.  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. 

#5. (Library Visits). Report the number of people entering your library for whatever purpose during the year.


#6. (Uses of Public Internet Computers). Report the number of uses (sessions) of public Internet computers in your 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. LINKcat libraries, include usage of LINKcat public workstations. 

Information about collecting this use data is available on the SCLS website at How to collect the number of users of public Internet computers. This page includes instructions for pulling data from "Library Online" and "MyPC" tracking software, and also offers suggestions for libraries that don't use tracking software.

Do NOT include usage by patrons using their own laptops/wireless devices and your library's wireless Internet access. 

#7a. (Method for Counting Uses of Public Wireless Internet) and #7b. (Annual Count of Uses of Public Wireless Internet) are required for the 2017 Report. The DPI understands that not all public libraries who offer wireless Internet will have easy access to statistics on that wireless use. So if you don't have reliable statistics, you can answer "Not Counted" for Question #7a.

What the DPI is looking for to answer Question #7b (Annual Count of Uses of Public Wireless Internet) is the total number of sessions. The length of the sessions does not matter.  For SCLS member libraries who have Enterprise Wireless, you will have had to save each monthly use report that you received during 2016 in order to have the necessary information to answer Question #7b. SCLS no longer has access to these monthly reports and annual reports do not exist for Enterprise Wireless.  Several years ago Ben Miller, then director of the Sauk City Public Library, created a handout detailing how to use Excel pivot tables to capture the number of Enterprise Wireless sessions. Enterprise Wireless statistics only report sessions that are longer than five minutes.

#8a. (Electronic Collections Retrieval -- locally owned or leased).  The number you report here is for usage of all electronic collections, except statewide BadgerLink resources, (or locally created resources, which get reported in 8b). This number has been pre-filled for you, and includes electronic collections for which SCLS provides authentication. The pre-filled number does not include any that your library may subscribe to directly (an example of this is Clio III at Marshfield or Freegal at DeForest). If you can get usage statistics for these from your vendor, you may add those to the pre-filled number, otherwise, you should not change this number.

#8b. (Other Electronic Collections -- purchased by library system or consortia). This number will be pre-populated.

#8c. (Statewide Electronic Collections -- provided through BadgerLink). This number is optional in 2017. Because the SCLS authentication procedure does not allow databases to collect this data, we recommend libraries select either "Not Available" or "Did Not Count." If libraries want to try calculating these numbers, follow these instructions.

#8d. (Total Electronic Collections -- local, system, and statewide). This number will be automically calculated.

#9a. (Uses of E-Books by Users of Your Library). This has been pre-filled for all SCLS member libraries -- based upon OverDrive statistics. If your library circulates e-book readers that are pre-loaded with e-books, you can add those separate circulation statistics to the number that has been pre-filled for your library.

#9b. (Uses of E-Audio by Users of Your Library). This has been pre-filled for all SCLS member libraries -- based upon OverDrive statistics -- and you should not change it.

#9c. (Uses of E-Video by Users of Your Library). This has been pre-filled for all SCLS member libraries -- based upon OverDrive statistics -- and you should not change it.

#9e. (Uses of Children's Electronic Materials) -- New -- Total uses of children’s downloadable content (e-books, e-audio, and e-video) is pre-filled by the DPI with information provided by the Wisconsin Public Library Consortium (WPLC)

#10.  (Number of Programs and Program Attendance). Include only those events sponsored or co-sponsored by the library, NOT those sponsored by other groups.  Include adults who attend children's programs or young adult programs in children's or young adult program attendance. Do NOT include activities delivered on a one-to-one basis, such as tutoring or homework assistance. Only in-person programs should be counted here. Please refer to the DPI instructions if you have questions.

#11.  (Number of Public Use Computers). When calculating this number, DO NOT include self checkout workstations, or laptops brought in by the public (you MAY include library-owned laptops that use the library's wireless access). According to the DPI instructions, you are allowed to include LINKcat or other nonLINKcat catalog computers that may have limited Internet access.

SECTION IV (Library Governance)

This section will be pre-populated with the names from the previous year’s annual report. (NOTE: Be sure you do not just automatically accept what is entered -- instead, review the information and make any necessary corrections.)

While most of the annual report requires that you report as of the last day of 2017, this section requires you to report CURRENT data, as of the date you are entering it.  Additionally, many libraries have not been entering email addresses for these board members. The DPI needs an email address for at least one board member, preferably the board president.

#2 (Number of Library Board Members). This question is often overlooked simply because of where it falls within the Annual Report.  Report the number of library board members here -- including any vacancies.

SECTION V (Library Operating Revenue)

Report ONLY library operating income/revenue here, NOT capital. When reporting both revenue and expenditures for your library on this Annual Report, the DPI has repeatedly stressed that you do not need to wait for official audit results from your municipality. See the definitions of both operating and capital funds in the DPI instructions for Sections VI and VII.

According to the DPI (and verified by the DPI staff): "Library operating costs paid directly by the municipality may be included as income and expenditures; however, the library must be able to document the expenditure of these funds for library purposes. (For example, employee fringe benefits or library heating and electrical expenses in a shared facility may be paid directly by the municipality. If documented, these expenditures may be included.)"

EXPENDITURES MAY NOT EXCEED INCOME! 

#1.  (Local Municipal Appropriations for Library Service). Library operating costs (utilities, etc.) paid directly by your municipality may be included here; however, you must be able to document the expenditure of these funds for library purposes.

#2a.  (Home County Appropriation for Library Service). If your library receives monies from your home county in addition to a rural reimbursement payment (for example, Sauk County's technology funds or Green County's improved access funds), those monies should be reported here. If your library's county funds include more than just rural use payments, then please add a note to this question, explaining the various county funds.

#2b.  (Other County Payments). If your library "billed" adjacent counties for serving their rural residents, and received payment during 2017, enter those payments here.   Enter the county name and the amount that your library received.

#3. (State Funds). These are state funds, received by the library from SCLS, or another state program. State funds reported here DO include SCLS continuing education grants since these are sent to the library. 

#3a. (Public Library System State Funds). If your library received funds from SCLS for Early Literacy Grants, SLP incentives, or CE Grants in 2017, they are listed below, alphabetically by municipality. Report these on separate lines in #3a. Include the description.

2017 SCLS Payments for Youth Literacy Grants

Adams County
$???
Amherst
$???
Black Earth
$???
Columbus
$???
Dane County
$???
Deerfield
$???
Lodi
$???
Madison
$???
Marshall
$???
Marshfield
$???
McFarland
$???
Monona
$???
Nekoosa
$???
North Freedom
$???
Oregon
$???
Pardeeville
$???
Portage
$???
Poynette
$???
Prairie du Sac
$???
Rome
$???
Stoughton
$???
Sun Prairie
$???
Verona
$???
Wyocena $???


2017 SCLS Payments for Continuing Education Grants

 

Adams County
$???
Amherst
$???
Black Earth
$???
Columbus
$???
Dane County
$???
Deerfield
$???
Lodi
$???
Madison
$???
Marshall
$???
Marshfield
$???
McFarland
$???
Monona
$???
Nekoosa
$???
North Freedom
$???
Oregon
$???
Pardeeville
$???
Portage
$???
Poynette
$???
Prairie du Sac
$???
Rome
$???
Stoughton
$???
Sun Prairie
$???
Verona
$???
Wyocena $???

 

#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, as both revenue and expenditure, in Section VII, Library Capital Revenue, Expenditures, and Debt Retirement). During 2017 SCLS did not coordinate a system-wide LSTA grant project. (See the DPI instructions for more explanation about reporting E-rate reimbursement or discounts.)

Wisconsin public library and regional library systems receive E-rate reimbursement in one of two ways: as a reduction in the cost of paid services or as a check (EFT) in the amount of the reimbursement.

  • If the cost of service is reduced, only the the actual amountr paid is reported as an operating expenditure and no coresponding revenue/income is received to be reported.
  • If reimbursement is received separately, the resulting lower cost is not reflected anywhere in operating expenditures but is included in operating revenue.


#6. (Funds Carried Forward) refers to tax funds, not gift monies, carried forward from 2016. (Gift monies are reported as "all other operating income" in the year they are expended. All Gift monies carried forward are reported in Section VIII (Other Funds Held by the Library Board) or IX (Trust Funds).

#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 2017. Gift money should be reported as income in the year it is expended, which may not be the year in which it was received. All unspent gift funds should be reported in Section VIII (Other Funds Held by the Library Board) or IX (Trust Funds).

#9. (2017 Appropriation). This is the amount your library will receive from your municipality in 2017 for your operating budget. 

SECTION VI. (Library Operating Expenditures)

Report only operating expenditures here, NOT capital.

According to the DPI (and verified by the DPI staff): "Library operating costs paid directly by the municipality may be included as income and expenditures; however, the library must be able to document the expenditure of these funds for library purposes. (For example, employee fringe benefits or library heating and electrical expenses in a shared facility may be paid directly by the municipality. If documented, these expenditures may be included.)"

#1. (Salaries and Wages). Enter the amount of salaries and wages for all library staff, exclude employee benefits.

#2. (Employee Benefits). Include amounts for paid employee benefits including Social Security, retirement, medical insurance, life insurance, guaranteed disability income protection, unemployment compensation, etc.

#3b. (Electronic Material). Be sure to include here the amount expended by your library for databases, OverDrive (and Advantage) & Flipster in 2017

#3c. (Audiovisual Materials). If your library is a member of the Audio Book Circuit (ABC) created by SCLS member libraries, include those costs here.

#3d. (All Other Materials). If your library circulates pre-loaded e-book readers to patrons, and if you purchased e-book readers during 2017, then the recommendation from the DPI is to record those expenditures here (rather than under #3c -- Audiovisual Materials).


#4. (Contracts for Services). Amounts paid by libraries and counties to SCLS for Technology, ILS (LINKcat), Enterprise Wireless, and Delivery Services are reported below, alphabetically by municipality. Although it may seem logical to also enter here the amount that your library pays for SCLS-coordinated services such as Library Online/MyPC and Bibliotheca, they are not considered contractual according to the DPI's definition. Those expenses should be included under Question #5 (Other Operating Expenditures).

Libraries' Payments to SCLS for Technology & ILS (LINKcat) Services in 2017 (the provider is SCLS)

Adams County
$??,???
Baraboo
$??,???
Belleville
$??,???
Black Earth
$??,???
Brodhead
$??,???
Cambria
$??,???
Cambridge
$??,???
Columbus
$??,???
Cross Plains
$??,???
Dane County
$??,???
Deerfield
$??,???
DeForest
$??,???
Fitchburg
$??,???
LaValle
$??,???
Lodi
$??,???
Madison
$???,???
Marshall
$??,???
Mazomanie
$??,???
McFarland
$??,???
Middleton
$??,???
Monona
$??,???
Monroe
$??,???
Mount Horeb
$??,???
Nekoosa
$??,???
New Glarus
$??,???
North Freedom
$??,???
Oregon
$??,???
Pardeefille
$??,???
Plain
$??,???
Portage
$??,???
Portage County
$??,???
Poynette
$??,???
Prairie du Sac
$??,???
Randolph
$??,???
Reedsburg
$??,???
Rock Springs
$??,???
Rome
$??,???
Sauk City
$??,???
Spring Green
$??,???
Stoughton
$??,???
Sun Prairie
$??,???
Verona
$??,???
Waunakee
$??,???
Wisconsin Dells
$??,???
Wisconsin rapids
$??,???
Wyocena
$??,???

 

Libraries' Payments to SCLS for MyPC Services in 2017 (include in Other Operating Expenditures)

Adams County $???
Baraboo $???
Belleville $???
Black Earth $???
Brodhead $???
Columbus $???
Cross Plains $???
Deerfield $???
Fitchburg $???
LaValle $???
Lodi $???
Madison $???
Mazomanie $???
McFarland $???
Monona $???
Monroe $???
Mt. Horeb $???
Nekoosa $???
New Glarus $???
Oregon $???
Pardeeville $???
Plain $???
Portage $???
Portage County $???
Poynette $???
Prairie du Sac $???
Reedsburg $???
Rome $???
Sauk City $???
Spring Green $???
Stoughton $???
Sun Prairie $???
Verona $???
Wisconsin Dells $???
Wisconsin Rapids $???
Wyocena $???

 

Libraries' Payments to SCLS for Bibliotheca Services in 2017 (include in Other Operating Expendituires)

Deforest $??,???
Madison $??,???
Middleton $??,???
Monona $??,???
Oregon $??,???
Portage County $??,???
Portage $??,???
Sauk City $??,???
Stoughton $??,???
Sun Prairie $??,???
Verona $??,???
Waunakee $??,???
Wisconsin Rapids $??,???

 

Libraries' Payments to SCLS for Enterprise Wireless Service in 2017 (the provider is SCLS)

DeForest
$??,???
LaValle
$??,???

 

Libraries' and Counties' Payments to SCLS for Delivery Service in 2017 (the provider is SCLS)

Adams County
$??,???
Albany
$??,???
Baraboo
$??,???
Brodhead
$??,???
Cambria
$??,???
Columbus
$??,???
Dane County
$???,???
LaValle
$??,???
Lodi
$??,???
Marshfield
$??,???
Monroe
$??,???
Monticello
$??,???
New Glarus
$??,???
North Freedom
$??,???
Pardeeville
$??,???
Plain
$??,???
Portage
$??,???
Portage County
$??,???
Poynette
$??,???
Prairie du Sac
$??,???
Randolph
$??,???
Reedsburg
$??,???
Rio
$??,???
Rock Springs
$??,???
Rome
$??,???
Sauk City
$??,???
Spring Green
??,???
Wisconsin Dells
??,???
Wisconsin Rapids
$??,???
Wyocena
$??,???

 

 

#7. (Operating Expenditures from Federal Sources) -- Of all the operating expenditures you report in #1-5 in this section, report here the amount expended from federal program sources.  This is a subset of the total expenditures reported in question #6, not an additional amount. This should almost always be the same amount you reported as the total income from Federal funds, in Section V, Question #4. If the library is reimbursed for 2017 operating expenditures by a federal program such as E-rate, LSTA Grants to State, or Laura Bush 21st Century Library Program (for ILEAD USA-Wisconsin), expenditures from federal sources must not be zero. The criteria for reporting the amount is the year in which the funds were expended and not the year in which reimbursement was received.
 

SECTION VIII (Other Funds Held by the Library Board)

This could include such things as funds from donations, investment interest, funds in SCLS “holding accounts,” funds in an account with SCLS Foundation, etc.   Follow the instructions to enter Beginning Balance, Additions, and Subtractions. The Total will calculate automatically. If you have no “other funds” click the “No other funds” box.

SECTION IX (Trust Funds)

If the library board has appointed a board member as financial secretary, who is bonded, and has invested funds as permitted by Wisconsin Statutes 66.0603(1m), 112.11(3), 66.0603(2), or 112.11(5), information about the activity of those funds is reported here. Follow the instructions to enter a Beginning Balance, Additions, and Subtractions. The Total will calculate automatically.

If you report an amount here, you must also attach a report of those funds to the final print copies you send to SCLS.  It need NOT include all the bank statements throughout the year.

If you do not have any funds that meet the definition of trust funds click the “No Trust Funds” box. Most libraries do not have Trust Funds. Contact Mark Ibach if you have questions.
 

SECTION X (Staff)

#1. Report as of the last day of the year just ended -- 2017. Report all positions funded by the library's budget whether those positions were filled or not -- do not report volunteers. Libraries with 15 or fewer employees must include all employees under 1a and 1b. Libraries with more than 20 employees should list the director, chief assistants, branch librarians, department heads, and other supervisory personnel in #1a and certain information in #1b. ALL libraries must complete question #2.

#1a. (Directors, department heads, branch heads, and full-tim or permanent staff). Provide the information requested for library staff holding the title of Librarian, and other staff, as space permits. Libraries with more than 15 employees list branch librarians, department heads, etc., and include others by title in 1b. There is a pulldown for “Type of Staff” -- select the one which applies for each position. The Director must be entered on the first line -- and indicate whether or not the director has an MLS using the “Type of Staff” pulldown. This section does not require the names of employees.


#1b. (Other Paid Staff). Libraries with 15 or fewer employees may report all staff in #1a. Libraries with more than 15 employees should provide the requested information for as many position classifications as space allows, beginning with those classifications with the most hours worked in a week. This question includes all employees paid from the library's budget. Even if space doesn’t permit entering all staff in 1b, ALL staff must be included in the calculations in #2, below. Enter the position classification in “Job Title,” the TOTAL wages paid to everyone in that classification in “Total Annual Wages Paid,” and the TOTAL number of hours worked per WEEK by everyone in that classification in “Hours Worked / Week.” In the "Type of Staff" pulldown, indicate whether the position has the title of "librarian" or requires an ALA MLS. See the example in the DPI instructions.

#2. (Library Staff Full-Time Equivalents -- FTEs).  All libraries must complete this question. Refer to the DPI instructions.  Contact Mark Ibach if you have questions.

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SECTION XI (Public Library Loans of Material to Nonresidents)

This section is primarily concerned with circulation to nonresidents -- people who live outside your library's governmental unit / municipality. Please note that questions 2, 3, and 4 will automatically subtotal, and if the amount entered in #1 is less than the totals of 2-6, you will get an error message.  For the 2016 Annual Report, Questions #2 through #6 have been pre-filled for LINKcat libraries -- see the ILS / LINKcat instructions. To assist in determining adjacent counties, and the systems to which they belong, use systems_map.pdf.

#2b, #3b, #4b and #9 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. 

The totals for lines 2 through 6 must equal the number reported in question #1.

#3. (Circulation to Nonresidents Living in Another County in Your System). The seven counties in your system (SCLS) are Adams, Columbia, Dane, Green, Portage, Sauk, and Wood.

#4.  (Circulation to Nonresidents Living in an Adjacent County Not in Your System). These are counties that are adjacent to your county but not one of the seven counties in SCLS territory. You may find it helpful to refer to the map at the bottom of Wisconsin Public Library System Directory (from DPI ) to identify counties that are adjacent to your county, but not in SCLS.

#7. (Method for Detemining Circulation Allocation). If your library is using circulation statistics either from LINKcat or your own library catalog, then you should select "actual" as the method of determining circulation allocation from this drop-down menu.

#8. (Access Denied Under s.43.17(11)(b).  There are currently only two SCLS public libraries that have unique access situations with a library in an adjacent system.  So the majority of SCLS members will answer "no" to this question.


#9. (Circulation to Nonresidents Living in an Adjacent County Who Do Not have a Local Public Library) is very important because this information is used to calculate the financial reimbursement 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. Remember to include adjacent counties both within and outside of SCLS -- the map at the bottom of the Wisconsin Public Library System Directory (from DPI) will be helpful in determining which counties are adjacent to your county. Because of the financial implications of the data reported here, this question has purposely not been pre-filled for LINKcat member libraries.  Please see the ILS / LINKcat instructions for details on how to locate these numbers. When using the Total CKO by PSTAT 2016 report, DO NOT use the county subtotals at the bottom. Contact Mark Ibach if you have questions.

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SECTION XII (Technology)

#1 (Does your library provide wireless Internet access for patrons' mobile devices?)

#2 ("What type of Internet connection do you have?"). There are two options for answering this question on the 2017 Annual Report: State TEACH Line" and "Other Broadband connection (Local cable, telco, community network, etc.)" Select either or both if appropriate. SCLS Technology staff provided the following information for each SCLS member library and the Internet services we help procure. If a library directly pays a vendor for ISP services, that won't be listed in the chart below and libraries should account for that on their own. If your library is not listed below, that means SCLS doesn't provide technology services. You will need to select "Other Broadband Connection" and then know what type for the drop-down menu.

Adams County
TEACH
Arpin
TEACH
Baraboo
TEACH
Belleville
TEACH
Black Earth
TEACH
Brodhead
TEACH
Cambria
TEACH
Cambridge
TEACH
Columbus
TEACH
Cross Plains
TEACH
Dane County
TEACH
Deerfield
TEACH
DeForest
TEACH
Fitchburg
TEACH
LaValle
TEACH
Lodi
TEACH
Madison -- Central
Other broadband connection Local cable, telco, community network, etc.:  (community area network)
Madison -- Hawthorne
Other broadband connection Local cable, telco, community network, etc.:  (community area network)
Madison -- Alicia Ashman
Select both radio buttons.  Select "local cable" when the pop-out window occurs after you select the "Other broadband connection…" option
Madison -- Lakeview
Other broadband connection Local cable, telco, community network, etc.:  (community area network)
Madison -- Meadowridge
Other broadband connection Local cable, telco, community network, etc.:  (community area network)
Madison -- Monroe
TEACH
Madison -- Pinney
TEACH
Madison -- Sequoya
Other broadband connection Local cable, telco, community network, etc.:  (community area network)
Madison -- South Madison
Other broadband connection Local cable, telco, community network, etc.:  (community area network)
Marshall
TEACH
Mazomanie
TEACH
McFarland
TEACH
Middleton
TEACH
Monona
Other broadband connection Local cable, telco, community network, etc. Select "local cable" when the pop-out window occurs after you select the "Other broadband connection…" option
Monroe
TEACH
Mount Horeb
TEACH
Nekoosa
TEACH
New Glarus
TEACH
North Freedom
TEACH
Oregon
TEACH
Pardeeville
TEACH
Plain
TEACH
Portage
TEACH
Portage County
Other broadband connection Local cable, telco, community network, etc. Select "community network" when the pop-out window occurs after you select the "Other broadband connection…" option
Portage County -- Almond
TEACH
Portage County -- Plover
TEACH
Portage County -- Rosholt
TEACH
Poynette
TEACH
Prairie du Sac
TEACH
Reedsburg
TEACH
Rock Springs
TEACH
Rome
TEACH
Sauk City
TEACH
Spring Green
TEACH
Stoughton
TEACH
Sun Prairie
TEACH
Verona
TEACH
Waunakee
TEACH
Wisconsin Dells
TEACH
Wisconsin Rapids
Select both radio buttons.  Select "local cable" when the pop-out window occurs after you select the "Other broadband connection…" option
Wyocena
TEACH

 

 

#3 (Internet Filtering) -- Indicate whether Internet filtering software is installed on none, some, oir all of your public Internet workstations.

#4 (Door Counters) -- Indicate if your library used either electronic or mechanical door counters

 

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SECTION XIII (Literacy Offerings and Drop-in Activities)

#1 (Literacy Offerings) Keep in mind that this question also includes activites for all ages (not just youth). The information contained in the DPI instructions provides a great level of detail for this question. The Annual Report section of the DPI website also has a handout on what is considered a literacy offering, and Shawn Brommer, SCLS Youth Services Consultant, has created a document that provides additional explanation..

#2 (Drop-in Activities) Please see the DPI instructions for more information.

 

SECTION XIV (Public Library Assurance of Compliance with System 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 required to complete steps necessary to attain compliance with all statutory requirements as soon as possible. Please notice that "online resources" has replaced "electronic databases" in the same services requirement for public libraries.

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SECTION XV (Certification and Statement Concerning System Effectiveness)

This report is mandated by state statute, and must be approved by your library board and signed by your board president as well as by the library director. The section for Certification appears when you click on Print in the upper right hand corner of the LibPAS electronic form to generate a PDF of your report, and it says: "I 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."  Please note that this statement refers to the entire report, not just Section XIV (Public Library Assurance of Compliance).

The Statement Concerning System Effectiveness can be submitted either online or on the paper form and then mailed to the DPI. Please note that the deadline for the DPI receiving the completed Statement is the same (March 1, 2018) no matter which format you select.

You may need to reschedule your library board meeting or make other special arrangements in order to meet the required annual report deadlines.

For more information, contact: Mark Ibach