IMLS mandated changes to the annual report

This is the second message reporting on changes IMLS is making to the annual report in FY2020.  Three new questions were approved for the annual report going forward.  They are:

·         Reference Transactions – Method: A new data element to track the method used to record Reference Transactions

o   Annual count

o   Annual estimate based on a typical week or weeks

·         Library Visits – Method: A new data element to track the method used to record Library Visits

o   Annual count

o   Annual estimate based on a typical week or weeks

·         Minor changes to the definition of Reference Transactions to make it match the definition used by the Reference & User’s Association (RUSA). (full revised definition and rationale for the change below)

There are two more changes that really won’t affect you.  They are:

·         Making Public Service Hours Per Year a summation of the open hours for the branches… which it is anyway, you just previously had to enter it separately.  This change will prevent mathematical errors.

·         Eliminating Current Print Serial Subscriptions.  This will not affect you because I will continue to collect the data at the state level, it simply will no longer be reported to IMLS.

     I am happy to address any questions or concerns regarding these new changes, while reminding you that they are coming from IMLS, not me.

Tim Rohe

Reference Librarian/State Data Coordinator

New Hampshire State Library

603-271-2060

603-271-2144 (Reference Desk)

Timothy.Rohe@dncr.nh.gov

Revise Definition of 502: Reference Transactions

Summary:

The proposed change revises the main part of the definition to be the same as that used by the Reference & User’s Association (RUSA). Various additional instructions about what to include (or not include) are retained as numbered "notes" so that the basic definition is nearly unchanged, yet the sticking points for those who enter the data are (hopefully) clarified. Finally, instructions related to using an estimate rather than an actual count (i.e., extrapolating from some number of weeks to the full year) would be delimited from the rest of the definition and clearly marked as such. The attached file shows the original and proposed data element documentation with comments about each of the segments.

Rationale:

Although an IMLS staff member submitted the proposal, the proposal was based on the work of an ad hoc subcommittee of the Library Statistics Working Group (LSWG). The committee reviewed various definitions of reference transactions, the literature on the trend in this data element, and the results of IMLS data element review research about the accuracy and utility of PLS data elements. It was clear that the lengthy definition was confusing for those who enter data. Yet the research indicated that there was potentially great utility, as one of a handful of PLS data elements that provided a metric about librarians’ one-on-one interactions with the public.

The proposed instrumentation seeks to separate the actual definition from notes and other information related to how individuals can report on reference transactions.

Current Definition:

Reference Transactions are information consultations in which library staff recommend, interpret, evaluate, and/or use information resources to help others to meet particular information needs. A reference transaction includes information and referral service as well as unscheduled individual instruction and assistance in using information sources (including websites and computer-assisted instruction). Count Readers Advisory questions as reference transactions. Information sources include (a) printed and nonprinted material; (b) machine-readable databases (including computer-assisted instruction); (c) the library’s own catalogs and other holdings records; (d) other libraries and institutions through communication or referral; and (e) persons both inside and outside the library. When a staff member uses information gained from previous use of information sources to answer a question, the transaction is reported as a reference transaction even if the source is not consulted again. If a contact includes both reference and directional services, it should be reported as one reference transaction. Duration should not be an element in determining whether a transaction is a reference transaction.

NOTE: It is essential that libraries do not include directional transactions in the report of reference transactions. Directional transactions include giving instruction for locating staff, library users, or physical features within the library. Examples of directional transactions include, “Where is the reference librarian? Where is Susan Smith? Where is the rest room? Where are the 600s? Can you help me make a photocopy?”

If an annual count of reference transactions is unavailable, count reference transactions during a typical week or weeks, and multiply the count to represent an annual estimate. [If the sample is done four times a year, multiply totals by 13, if done twice a year multiply by 26, if done only annually, multiply by 52.] A “typical week” is a time that is neither unusually busy nor unusually slow. Avoid holiday times, vacation periods for key staff, or days when unusual events are taking place in the community or in the library. Choose a week in which the library is open its regular hours.

New Definition:

Reference Transactions are information consultations in which library staff recommend, interpret, evaluate, and/or use information resources to help others to meet particular information needs.

Reference transactions do not include formal instruction or exchanges that provide assistance with locations, schedules, equipment, supplies, or policy statements.

NOTES:

(1)A reference transaction includes information and referral service, unscheduled individualinstruction and assistance in using information sources (including websites and computer-assisted instruction).

(2)Count Readers Advisory questions as reference transactions.

(3)Information sources include (a) printed and nonprinted material; (b) machine-readabledatabases (including computer-assisted instruction); (c) the library’s own catalogs and otherholdings records; (d) other libraries and institutions through communication or referral; and (e)persons both inside and outside the library.

(4)When a staff member uses information gained from previous use of information sources toanswer a question, the transaction is reported as a reference transaction even if the source isnot consulted again.

(5)If a contact includes both reference and directional services, it should be reported as onereference transaction.

(6)Duration should not be an element in determining whether a transaction is a referencetransaction.

(7)Do not include transactions that include only a directional service, such as instruction forlocating staff, library users, or physical features within the library. Examples of directionaltransactions include, “Where is the reference librarian? Where is Susan Smith? Where is therest room? Where are the 600s? Can you help me make a photocopy?”