SCLS 2016 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 2016 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 27, 2016. If you don't have this email, contact Mark Ibach
  • SCLS Annual Report Overview Webinar:  January 11, 2017
  • Notify Mark Ibach when your report is ready to review by February 17, 2017 (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 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, 2017, 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 2016 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 17, 2017 (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 Tuesday, February 28, 2017. One copy will be kept at SCLS and the other sent to DPI by the March 1, 2017, 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 2016 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 2016 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 Electornic 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 2016 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.  Four years ago Ben Miller, then director of the Sauk City Public Library, created a handout on 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 2016, and we recommend libraries select either "Not Available" or "Did Not Count." If libraries want to calculate 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 2016, 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 2016, 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 2016, they are listed below, alphabetically by municipality. Report these on separate lines in #3a. Include the description.

2016 SCLS Payments for Youth Literacy Grants

Adams County
$525
Albany
$450
Amherst
$450
Arpin
$450
Baraboo
$520
Belleville
$450
Black Earth
$450
Brodhead
$451
Cambridge
$450
Columbus
$475
Cross Plains
$475
Dane County
$825
Deerfield
$400
DeForest
$500
Fitchburg
$525
LaValle
$170
Lodi
$400
Madison
$4,100
Marshall
$475
Marshfield
$550
Mazomanie
$400
McFarland
$475
Middleton
$525
Monona
$525
Monroe
$525
Monticello
$450
Mount Horeb
$475
New Glarus
$450
North Freedom
$450
Oregon
$400
Pittsville
$450
Plain
$450
Portage
$518
Portage County
$1,950
Poynette
$450
Prairie du Sac
$475
Randolph (paid directly to Marsh Haven Nature Center & Highsmith-Upstart-Edupress $470
Reedsburg
$525
Rio
$400
Rock Springs
$400
Rome
$450
Sauk City
$475
Spring Green
$475
Stoughton
$525
Sun Prairie
$525
Verona
$525
Vesper
$450
Waunakee
$475
Wisconsin Dells
$475
Wisconsin Rapids
$550
Wyocena
$75

2016 SCLS Payments for Continuing Education Grants
Adams County
$250
Amherst
$55
Black Earth
$414
Columbus
$900
Dane County
$925
Deerfield
$800
Lodi

$264

Madison
$400
Marshall
$384
Marshfield
$750
McFarland
$150
Monona
$550
Nekoosa
$250
North Freedom
$250
Oregon
$513
Pardeeville
$125
Portage
$125
Poynette

$374

Prairie du Sac
$740
Rome
$748
Stoughton
$588
Sun Prairie
$790
Verona
$1,100
Wyocena $374