Public Library Survey Walkthrough - Week Two

Welcome to Week 2 of the Public Library Survey! (Warning: this is a long message.)
 
Before we get to this week’s section, a few people have had questions about the item asking for the Number of Registered Users, so I’d like to clarify that.  Although what we are asking for sounds simple: The number of people registered in your library with an active, unexpired card, the meaning of “active and unexpired” varies widely.
 
For purposes of providing consistency in the survey, the IMLS has defined this as the number of people who have registered for a card, re-registered their expired card, or used their card at any time in the past three years. If all libraries adhere to this definition by only reporting the number of active cards within this time period, it will yield more meaningful data for everyone. If it isn’t possible for you to do that because your cards do not expire for many years, I suggest that your response to that item should be “Unavailable”, along with a note to that effect.
 
 
Let’s move on to the Services section:
 
1. Services     
 
-Reference Transactions – The number of reference or readers’ advisory questions that were answered for the year. (Don’t count directional questions – “Where is the restroom?”)
 
-Reference Transactions Reporting Method – How you calculated this number.
 
-Programming Expenses – The amount spent from the library budget on programs (not including Friends or Trustee accounts).
 
 
2. Total Number of Programs
 
This part of the survey is a grid giving you a way to report the number of each type of program offered by age group. Remember to include the Summer Reading Program in these totals.
 
You will see that the IMLS now requires a breakdown of children’s programming by age. I know that some libraries don't break down the ages for their children's programs this way so you will need to decide how to divide up those programs for the report. Remember, you can only count each program once, so you can't report a children's program in both age groups.
 
What is a program?  - Any planned, scheduled event, hosted by the library:
-Story hours
-Summer Reading events
-Book Clubs
-Crafting Classes
-Lectures and demonstrations
-Family game nights
-Computer classes
 
What is not a program?
-Meetings held by trustees or outside groups
-Programs held by outside groups that requested use of the library space
-One-on-one library activities
-Passive (Self-directed) activities

Programs are categorized by type:
 
Synchronous Programs: Any program that is available to view as it happens.
 
-Onsite Program: An in-person onsite program is any planned event that includes an in-person attendance option and takes place at the library.
 
-Offsite Program: An in-person offsite program is any planned event that includes an in-person attendance option and takes place somewhere other than the library, like a classroom, senior center, etc.
 
-Live Virtual Program: Any planned event that is streamed online and can be viewed live as it is happening.
 
Note: If you stream an event that is offered for both in-person and online access, that should only be counted once. Include it as an in-person program unless the virtual option has more attendees.
 
 
Asynchronous Programs:  Any program that is recorded and only available for viewing after the fact.
 
Passive Programs: Any activities developed by the library that are self-directed and are available to people at any time, rather than as a scheduled event.
 
Enter the number of programs of each type in the grid. Remember, if you didn’t offer programs to one of these age groups, or in one of these types, you should enter zero, not “Unavailable”. If the number of programs is actually unknown to you, please add a note explaining why.
 
If you offered a program, but no one attended, that program can’t be counted here. (Sorry!)
 
3. Total Program Attendance     
 
-For each of the categories of programs offered, enter the total number of attendees for all programs.
 
-Please count every attendee regardless of age for each category. For children’s events, include parents and caregivers in your totals.
 
-Do not include participation in Passive Programs as attendance in this grid. There is another space for that number.
 
Remember, if you didn’t offer programs in any category, the attendance for that category should be entered as zero, not “Unavailable”.
 
4. Programming Totals
 
This is where all the numbers you have entered into the grids above are totaled. All fields are grayed-out because they are calculated totals. If anything here looks wrong to you, go back to the boxes above and check your entries for typos.
 
5. Recorded & Passive Programs     
 
Passive Programs:  Enter the number of informal activities planned by the library to engage visitors that are not held at a specific time and don’t require direction of a staff member, such as drop-in activities, maker-space stations, self-guided learning activities, etc.
 
Asynchronous Program Presentations: Enter the number of recorded programs your library offered to be viewed online after the fact, not as a live performance.
 
Total Views within 30 Days:  Report the number of views of all recorded programs for the first 30 days that they are available to view.
 
6. Summer Reading Program
 
Report the number of summer reading programs offered by age. These numbers are a subset of the total programs entered above.
 
Whew! That was a long section!  If you made it this far, you are well on your way to completing this survey. I promise that next week will be shorter!
 
I am away this week at a conference of all State Data Coordinators, but if you have a question about any of this, email me and I'll do my best to help you.
 
I’ll be sending another email next week with the next steps.  (And as before, feel free to continue this journey without me!)

MaryAnn Niles
Reference Librarian & State Data Coordinator
New Hampshire State Library