----------------------------------------------------------------------------- DATA BASE DOCUMENTATION PART I - SURVEY SUMMARY ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1990 ----------------------------------------------------------------------------- B. DESCRIPTION The Federal/State Cooperative System for Public Library Data collected 32 basic data items for each public library and 7 identifying items. The data items include number of service outlets, number of full-time equivalent staff, operating income, operating expenditures, capital outlays, size of library collection, annual public service hours, attendance, number of reference transactions, total annual circulation transactions, and number of inter library loans. All 50 States and the District of Columbia (D.C.) are included in this file, which encompasses 8,978 public libraries. ----------------------------------------------------------------------------- C. SURVEY METHODOLOGY See appendix A. ----------------------------------------------------------------------------- 1. UNIVERSE OR SAMPLE | 2. RESPONDENTS | Universe: See appendix A, | 8,978 libraries Universe | ----------------------------------------------------------------------------- 3. DATE OF COVERAGE | 4. FREQUENCY OF | 5. RESPONSE RATE | SURVEY | See appendix A, Reporting Period | Annual | 99% ----------------------------------------------------------------------------- 6. HIGHLIGHTS The 9,029 records include 51 summary records (one for each State and the District of Columbia, plus data for the 8,978 public libraries). In addition, there is a ASCII file containing the database documentation. ----------------------------------------------------------------------------- D. RELATED STUDIES ----------------------------------------------------------------------------- 1. SURVEYS 1988 FSCS public library survey 1989 FSCS public library survey ----------------------------------------------------------------------------- 2. PUBLICATIONS Public Libraries in Forty-Four States and the District of Columbia: 1988 (Working paper and data file) Public Libraries in 50 States and the District of Columbia: 1989 (E.D. Tabs and data file) ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1990 ----------------------------------------------------------------------------- B. FILE NAME CEFSUMM.TXT ----------------------------------------------------------------------------- C. TAPE SERIAL NUMBER ----------------------------------------------------------------------------- D. Disk Status: The file contains final edited data summarized for each of the 50 States and D.C. This ASCII file along with the README.TXT file is located on the first of two diskettes. ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, Double Density ----------------------------------------------------------------------------- 3. PARITY | 4. LABEL(S) | ----------------------------------------------------------------------------- 5. CODE CONVENTION ASCII ----------------------------------------------------------------------------- F. FILE DIMENSIONS ----------------------------------------------------------------------------- 1. RECORD LENGTH 2. RECORD FORMAT 473 Fixed block ----------------------------------------------------------------------------- 3. BLOCKING FACTOR 4. MAXIMIZE BLOCK SIZE 1 record per block 473 ----------------------------------------------------------------------------- 5. RECORD COUNT 51 ----------------------------------------------------------------------------- G. SEQUENCE The records are sorted by the field FKEY_POST. ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1990 ----------------------------------------------------------------------------- B. FILE NAME PUBLIB90.TXT ----------------------------------------------------------------------------- C. TAPE SERIAL NUMBER ----------------------------------------------------------------------------- D. DISK STATUS The file contains final edited data for 8,978 public libraries This file is located on the second of two diskettes. ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, Double Density ----------------------------------------------------------------------------- 3. PARITY | 4. LABEL(S) | ----------------------------------------------------------------------------- 5. CODE CONVENTION ASCII ----------------------------------------------------------------------------- F. FILE DIMENSIONS ----------------------------------------------------------------------------- 1. RECORD LENGTH 2. RECORD FORMAT 473 Fixed block ----------------------------------------------------------------------------- 3. BLOCKING FACTOR 4. MAXIMIZE BLOCK SIZE 1 record per block 473 ----------------------------------------------------------------------------- 5. RECORD COUNT 8,978 ----------------------------------------------------------------------------- G. SEQUENCE The records are sorted by the field PUB_FIPS. ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1990 ----------------------------------------------------------------------------- B. FILE NAME README.TXT ----------------------------------------------------------------------------- C. TAPE SERIAL NUMBER ----------------------------------------------------------------------------- D. DISK STATUS This ASCII file contains the database documentation including Methodology, User Guidelines For Processing Federal-State Cooperative System (FSCS) Public Libraries Data, 1990, Record Layout For 1990 Public Library Data File, Data Element Specifications For 1990. This ASCII file along with the CEFSUMM.TXT file is located on the first of two diskettes. ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, Double Density ----------------------------------------------------------------------------- 3. PARITY | 4. LABEL(S) | ----------------------------------------------------------------------------- 5. CODE CONVENTION ASCII ----------------------------------------------------------------------------- F. FILE DIMENSIONS ----------------------------------------------------------------------------- 1. RECORD LENGTH 2. RECORD FORMAT 80 column ASCII ----------------------------------------------------------------------------- 3. BLOCKING FACTOR 4. MAXIMIZE BLOCK SIZE 1 record per block 80 column ----------------------------------------------------------------------------- 5. RECORD COUNT XXX lines ----------------------------------------------------------------------------- G. SEQUENCE N/A ----------------------------------------------------------------------------- APPENDIX A: Methodology Methodology Introduction These data diskettes contain 1990 data for 8978 public libraries in 50 States and the District of Columbia and 51 state summary records. These data were collected under the third annual census of the federal-state Cooperative System (FSCS) in July of 1991. FSCS collected 7 identifying items and 32 basic data items for each public library. The basic data items include data on service outlets, FTE staff, operating income, operating expenditures, capital outlay, library collection, public service hours, library services, circulation, and interlibrary loans. Appendix B provides guidelines for using the diskettes and a record layout for each variable on the file. Both individual library records and state summary records are in the same format. The Universe Data for 8978 public libraries were supplied to NCES by state library agencies in machine readable format through the FSCS for public library data. FSCS is a cooperative system through which states submit individual public library data to NCES on a voluntary basis. At the state level, FSCS is administered by State Data Coordinators, appointed by the Chief Officer of each State Library Agency. The State Data Coordinator collects the requested data from all local public libraries and submits these data to NCES. In the 1991 submission year, all 50 states and the District of Columbia submitted data. The respondents for this voluntary census were the 8,978 public libraries identified in the 50 states and the District of Columbia, by state library agencies. Data were not systematically collected from public libraries on Indian reservations. Data were not collected from military libraries that provide public library services. Data Collection and Use of Technology Data requested by the FSCS are usually (only a subset) of the data most states collect from their local public libraries. Generally, states collect these data using paper forms, rather than in machine readable form. NCES has developed personal computer software, known as DECTOP (data entry, conversion, table, output program), for this census. States can use DECTOP for direct data entry (from questionnaires used with the local public libraries) or to assemble their existing machine readable data in a given format (e.g. Lotus 1-2-3, dBase, or ASCII). States also may use DECTOP to edit their data before submitting them to NCES on data diskette. DECTOP is then used by NCES to merge files from all 50 states and the District of Columbia, edit them, and produce the tables for NCES' annual ED TABS. ----------------- 1Public Libraries in the U.S.: 1990. Washington, D.C., 1992. Follow-up and Editing With this collection, a permanent system for internal (state) and external (NCES) review of FSCS data entry and of the editing process was established. Prior to data submission, NCES, its contractors, and members of the FSCS Steering Committee provided technical assistance to states. Some pre-editing of local public library data was completed by some State Data Coordinators. During data entry, DECTOP automatically performed error checks and provided error messages and warnings to the user. The user was alerted to four types of errors based on criteria specified in advance. For example, relational errors indicated that two or more related data elements were not within an acceptable calculated limit. These included, for example, "Total Operating Expenditures" being less than 75 percent of "Total Operating Income" or "ALA-MLS" (A masters degree from a graduate library education program accredited by the American Library Association (ALA) being greater than "Total Librarians". Out-of-range error messages were provided (e.g., "Average Public Service Hours per Outlet is less than 10"). In addition, DECTOP software automatically checked reported totals by summing particular sections during data entry, to verify that totals were correct. An historical data check also was performed automatically. This step compared changes in data reported for certain data elements between 1990 and 1991. Changes outside an acceptable range were identified. For additional information on editing, see appendix 1, which provides listings of DECTOP software data error messages and historical data check criteria. States could also perform data editing after data entry, generating an output error listing. States could also generate state summary tables. These DECTOP features allowed states to correct their data before submitting them to NCES. After State Data Coordinators prepared the FSCS submissions, Chief Officers of State Library Agencies signed forms authorizing their state's submission. In August and September 1991, NCES, with the assistance of the FSCS Steering Committee, systematically performed nonresponse follow-up of states. NCES staff conducted two major data editing operations, working directly with State Data Coordinators. In August and September, 1991, and before the state data files were merged, NCES ran DECTOP edits (the same error and historical checks described above) and mailed the results to each state for verification, correction and comment. This effort highlighted data quality issues for states. After the files for the 50 states and the District of Columbia were merged, preliminary ED tabulations were run and reviewed by NCES and the FSCS Steering Committee in October 1991. Finally, NCES staff, with the assistance of Dr. E. Walter Terrie of the Center for Study of Population, Florida State University, performed systematic analysis of missing entries and data "outliers". The results of this analysis were mailed to states in early December 1991 for correction, comment, and final review prior to preparation of a final data file and publication of the ED. TABS Each state reviewed only its own data. Unit Response Of the 8,978 public libraries identified by the states, 68 or less than 1 percent of public libraries provided identifying information, but no data. Note that these 68 public libraries are included among the 8978 public libraries on the diskette. Preliminary data from PLUS (public library universe system) suggest that there are around 9,060 public libraries in the United States, about 1 percent greater than the number of records on the file. Some states differ to a greater degree than other states in the number of public libraries shown under DECTOP and PLUS. Further reconciliation between DECTOP and PLUS will be conducted after data editing is completed on PLUS. An automated system, PLUS includes identifying information on every public library (including outlets, all state libraries, and some library systems and cooperatives). This resource will be used to improve FSCS data quality and beginning in FY 93 for drawing samples for surveys of topical interest in public libraries. FSCS plans to merge DECTOP and PLUS in 1992. Item Response Some states did not collect all FSCS data elements from their local public libraries, and some public libraries did not respond to all the FSCS data elements requested by their states. In November 1991, an analysis of DECTOP item nonresponse rates was completed by Dr. E. Walter Terrie. For individual data elements, nationwide item nonresponse rates among public libraries exceeded 15 percent for only two data elements, Reference Transactions and Attendance. The nationwide item nonresponse rate for Reference Transactions was 19.5 percent. The nationwide item nonresponse rate for Attendance In Library was 31.61 percent. NCES standards note that variables with more than 30 percent missing data should not be used in analysis. Dr. Terrie's analysis was based on the DECTOP data base as of November 1991 and data for a handful of public libraries were submitted after that. A chart that identifies nationwide item nonresponse rates for all data elements except the 7 identifying items, compiled from this analysis, is provided in appendix 2. Caveats for Using these Data Using the Data to Make Comparisons Estimates of totals, averages and ratios depend significantly on the impact of nonresponse. Totals can be significantly underestimated if the size of nonresponse is large. The impact of nonresponse on averages and ratios is typically less serious. In computing ratios of one data element to another, only data for those public libraries responding to both data elements should be used in the computation. The number of public libraries responding to both data elements may be different from the number responding to the individual data elements. Because of nonresponse, and for other reasons of noncomparability due to variations in reporting period and definitions, one should be careful in making comparisons across categories, states, or with previously published data. If one is comparing these 1990 data with the published 1989 data, it should be noted that response rates for 1989 were generally lower than those for 1990. This implies that 1989 totals will generally be smaller than the comparable 1990 totals since no imputation for non-response was carried out. Reporting Period One methodological issue in using these data is the time period covered by the data. The FSCS definition for reporting period is the latest 12 months for which data are available for each public library. This definition allows for several different reporting periods within a state and among states. There were 9 different reporting periods used by states for these 1990 data. Collectively, these spanned a 2-year time period (January 1, 1989- December 31, 1990). These are provided below along with the number and names of states that reported under each time period. Texas provided 1989 rather than 1990 data. Five states provided 12 months of data within an 18 month time span, and 1 state provided 12 months of data within a 21 month time span. Because of the lack of a consistent time period it is recommended that the data user exercise caution in comparing data between individual states. The following 24 states' data was reported for the July 1, 1989- June 30, 1990 time period: Alaska, Arizona, Arkansas, California, Connecticut, Delaware, Georgia, Hawaii, Iowa, Kentucky, Maryland, Massachusetts, Montana, Nevada, New Mexico, North Carolina, Oklahoma, Oregon, Rhode Island, South Carolina, Tennessee, Virginia, West Virginia, and Wyoming. The following 14 states' data was reported for the January 1, 1990- December 31, 1990 time period: Colorado, Indiana, Kansas, Louisiana, Minnesota, Missouri, New Hampshire, New Jersey, New York, North Dakota, Ohio, South Dakota, Washington, and Wisconsin. The following five states' data was reported for the October 1, 1989-September 30, 1990 time period: Alabama, District of Columbia, Florida, Idaho, and Mississippi. The following four states' data was reported for the January 1, 1989-June 30, 1990 time period: Illinois, Maine, Pennsylvania, and Vermont. The following four states had unique reporting periods: Michigan (about 11 reporting periods); Nebraska (January 1, 1989-September 30, 1990) Texas (January 1, 1989-December 31, 1989) and Utah (July 1, 1989-December 31, 1990). Data Element Specifications The data element specifications that NCES provided for this data collection are shown in appendix C, Data Element Specifications for FY 90 data. The data element specifications actually used by some states in collecting data from their local public libraries may not be consistent with FSCS data element specifications. A scan of forms used by states to collect FY 90 data suggested that there were differences between FSCS data element specifications and those used on a number of states' data collection forms. A subcommittee of the FSCS Steering Committee is working on consistency of definitions among states. Public Library Definition The FSCS definition of a public library is "an entity that provides all of the following: a.) an organized collection of printed or other library materials, or a combination thereof; b.) a staff to provide and interpret such materials as required to meet the informational, cultural, recreational, and educational needs of a clientele; c.) an established schedule in which services of the staff are available to clientele; and d.) the facilities necessary to support such a collection, staff, and schedule. A public library is established under state enabling laws or regulations to serve the residents of a community, district, or region." For purposes of the FSCS data collection, state law prevails in the identification of a public library. Thus, not all states' definitions are the same as the FSCS definition. Additional Information Additional information on public library statistics can be obtained from Carrol Kindel or Adrienne Chute, Postsecondary Education Statistics Division, National Center for Education Statistics, 555 New Jersey Avenue NW, Washington, DC 20208-5652; telephone (202) 219-1371 or 219-1772. Acknowledgments The production of a census of this magnitude has been a team effort. It would not have been accomplished without the support of the following individuals and organizations. -- the local public librarians who provided the data, the FSCS State Data Coordinators and the Chief Officers of State library Agencies who coordinated the data at the state level, present and past members of the FSCS Steering Committee which led the effort (Jane Ouderkirk, Connecticut State Library; Darla Cottrill, State Library of Ohio; Jan Feye-Stukas, Minnesota Department of Education; Keith Curry Lance, Colorado State Library; Libby Law, South Carolina State Library; Mary Jo Lynch, American Library Association; Joseph Shubert, New York State Library; E. Walter Terrie, Florida State University; Jan Walsh, Washington State Library; Gerry Rowland, State Library of Iowa; Peggy Rudd, Virginia State Library & Archives; Adrienne Chute, NCES; Carrol Kindel, NCES; Ron Hall, NCES; Larry LaMoure and Art Podolsky, recently retired from NCES; John Lorenz, NCLIS; Peter Young, NCLIS; and Mary Alice Hedge Reszetar, NCLIS); the American Library Association (ALA), the Chief Officers of State Library Agencies (COSLA), the National Commission on Libraries and Information Science (NCLIS), subcontractors Pinkerton (John Wunderly), and Peace Technology (Andrew Chen). Thanks to one and all for your enthusiastic support. APPENDIX I: Data Error Messages and Historical Data Check Criteria DATA ERROR MESSAGES AND HISTORICAL DATA CHECK CRITERIA DATA ERROR MESSAGES NO. ERROR MESSAGE ERROR CONDITION(S) 00 No Library ID# provided The item is blank. DECTOP will automatically assign a system generated LIB ID#. 01 Library name is missing This item is a non-response or is all zeroes. 02 Address is incomplete This item is a non-response or is all zeroes. 03 Zip code not valid This item is a non-response, is all zeroes, or has an embedded blank. 04 Zip + 4 not valid This item is a non-response, is all zeroes, or has an embedded blank. 05 Telephone number not valid This item is a non-response, is all zeroes, or has an embedded blank. 06 Population of Legal Service This item is a non-response, Area not valid is all zeroes, or has an embedded blank. 07 No service outlets are shown The sum of 'centrals' + 'branches'+'bookmobiles' is 0. 08 Only one service outlet shown Only one service outlet is and it is not a Central shown and it is not a central library. 09 ALA-MLS blank The item is missing. 10 Total librarians blank The item is missing. 11 Other paid employees blank The item is missing. 12 Total paid employees blank The item is missing. If both parts are shown, the total is automatically generated. 13 ALA-MLS > Total librarians Number of ALA-MLS is greater than total librarians. 14 Local government income blank The item is missing. 15 State government income blank The item is missing. 16 Federal government income blank The item is missing. 17 Other income blank The item is missing. 18 Total operating income blank The item is 0 or missing. If the sum of all four parts are greater than zero,, the total is automatically generated. 19 Total operating income not All parts are non-responsive equal to the sum of the parts If some of the parts are non- responsive, but the total still adds,, the non-response codes are changed to zeroes. If the difference in addition is only $1.00,, the total field is changed. 20 Other income > 15% of total Other income greater than 15% operating income of the total operating income check Other Income definitions. 21 Salaries and wages blank The item is missing. 22 Employee benefits blank The item is missing. 23 Total staff expenditures not The item is 0 or missing. If shown both parts are greater than zero, the total is generated. 24 Total staff expenditures not Both parts are non-responsive. equal to the sum of the parts If only one of the parts is non-responsive, and the total is the same as the other, the -1 or -2 is change to 0. If the difference in addition is only $1.00,, the total field is changed. 25 Total expenditures on collection The item is missing. blank 26 All other operating expenditures The item is missing. blank 27 Total operating expenditures not The item is missing. shown 28 Total operating expenditures not The item is 0 or missing. equal to the sum of the parts If one or two of the parts are non-responsive, and the total still is additive, then the -1's and -2's are changed to 0's. If the difference in addition is only $1.00, the total is changed. 29 Total operating income < 75% of Total operating income total operating expenditures is less than 75% of total operating expenditures. 30 Total operating expenditures < Total operating 75% of total operating income expenditures is less than 75% of total operating income. 31 Capital outlay blank The item is missing. 32 Book and serial volumes not The item is 0 or missing. shown 33 Audio materials blank The item is missing. 34 Films blank The item is missing. 35 Video materials blank The item is missing. 36 Current serial subscriptions The item is missing. blank 37 Total annual public service The item is 0 or missing. hours not shown 38 Average public service hours This item divided by per outlet per week is less 52 (convert annual to than 10 weekly),then divided by the total number of outlets (the sum of central libraries, branch libraries, bookmobiles and other outlets) is less than 10.0. 39 Average public service hours This item divided by 52 then per outlet per week is more divided by the total number of than 75 outlets (the sum of central libraries, branch libraries and bookmobiles) is more than 75.0. 40 Annual attendance in library The item is 0 or missing. not shown 41 Annual reference transactions The item is 0 or missing. not shown 42 Annual reference transactions Reference transactions per /attendance > 1.0 attendance is greater than 1.0. 43 Total circulation transactions The item is 0 or missing. not shown 44 Total circulation transactions Total circulation transactions /Population of Legal Service per Population of Legal Area < 1.0 Service is less than 1.0. 45 Total circulation transaction Total circulation transactions /Population of Legal Service per Population of Legal Area> 20.0 Service Area is greater than 20.0. 46 Total circulation transactions Total circulation transactions /annual attendance < 0.5 per annual attendance is below 0.5. 47 Total circulation transaction/ Total circulation transactions annual attendance > 6.0 per annual attendance is above 6.0. 48 Interlibrary loans to other The item is missing. libraries blank 49 Interlibrary loans from other The item is missing. libraries blank 50 Negative number less than -2 The numeric entry is less than not acceptable -2. As previously stated, -1 is used to denote not collected, not available or not reported, and -2 represents not user entered. 51 Invalid number or character An invalid number or character was entered. 52 No longer used. No longer used. 53 No longer used. No longer used. 54 No longer used. No longer used. 55 No longer used. No longer used. 56 No longer used. No longer used. 57 Out of range from last year's The change in your data for a data particular data element from last year to this year has been determined to be out of an acceptable range. See Historical Data Check for more information. HISTORICAL DATA CHECK CRITERIA # DATA ELEMENT ACCEPTABLE RANGE (Inclusive) 08 Population of Legal Service Area +25% to -10% 09 Centrals +1 or -1 10 Branches +2 or -2 AND +15% to -15% 11 Bookmobiles +2 or -2 AND +15% to -15% 12 Other Outlets +2 or -2 AND +30% to -30% 13 ALA-MLS +2 or -2 AND +30% to -30% 14 Total Librarians +2 or -2 AND +30% to -30% 15 Other Paid Employees +2 or -2 AND +30% to -30% 16 TOTAL PAID EMPLOYEES +2 or -2 AND +30% to -30% 17 Local Government +25% to -10% 18 State Government +40% to -40% 19 Federal Government No criterion 20 Other Income No criterion 21 TOTAL INCOME +25% to -10% 22 Salary & Wages Exp +20% to -20% if within +0.5 to -0.5 FTE on Data Element #16. Otherwise, no criterion 23 Employee Benefits +20% to -20% if within +0.5 to -0.5 FTE on Data Element #16. Otherwise, no criterion 24 TOTAL STAFF EXP +20% to -20% if within +0.5 to -0.5 FTE on Data Element #16. Otherwise, no criterion 25 Collection Exp +30% to -15% 26 Other Operating Exp +40% to -10% 27 TOTAL OPERATING EXP +30% to -10% 28 Capital Outlay No criterion 29 Book/Serial Volume +15% to -5% 30 Audio +40% to -10% 31 Films +15% to -30% 32 Video +75% to -10% 33 Subscriptions +30% to -10% 34 Unduplicated Hrs No longer collected 35 Public Serv Hrs/Yr No criterion 36 Attendance No criterion 37 In-library Use No criterion 38 Reference Transactions No criterion 39 Total Circulation +25% to -10% 40 Loan To No criterion 41 Loan From No criterion APPENDIX 2: Nationwide Item Non-response Chart NATIONWIDE ITEM NON-RESPONSE CHART FSCS Data Element Percent of Item Non-Response Population of Legal Service Area 1.2 Service Outlets Central Libraries 0.8 Branch Libraries 0.8 Bookmobiles 0.8 Other Outlets 13.0 Full-time Equivalent Staff Paid ALA-MLS 11.8 Total Paid Librarians 4.9 Other Paid Staff 4.9 Total Paid Staff 2.7 Operating Income Local Income 2.4 State Income 1.8 Federal Income 3.9 Other Income 2.6 Total Income 2.4 Operating Expenditures Salaries & Wages 9.4 Employee Benefits 9.4 Total Staff Expenditures 2.6 Collection Expenditures 2.6 Other Operating Expenditures 2.5 Total Operating Expenditures 2.4 Capital Outlay 4.9 Library Collection Book/Serial Volumes 2.9 Audio Materials 4.1 Films 14.0 Video Materials 11.3 Serial Subscriptions 2.9 Services Public Service Hours 3.4 Attendance in Library 31.6 Reference Transactions 19.5 Total Circulation 3.1 Inter-Library Loans Out 11.6 Inter-Library Loans In 10.8 Source: Analysis of missing value patterns for FSCS Steering Committee. Walter E. Terrie, Ph.D.. November 1991. Note: The percentage given under the heading item non-response are the percentage of public libraries nationwide which did not respond to the FSCS data element. It is not the percentage of states that did not respond. APPENDIX B: User Guidelines for Processing Federal-State Cooperative System (FSCS) Public Libraries Data, 1990 APPENDIX B - USER GUIDELINES FOR PROCESSING FEDERAL-STATE COOPERATIVE SYSTEM (FSCS) PUBLIC LIBRARIES DATA, 1990 State Summary Records A state summary record for each state was created. The state summary records can be found in the CEFSUMM.TXT file. Each state summary record was created by summing the individual data fields for each state and storing the sum(s) in the appropriate data field(s) in the state summary record. The only exception to the recording of sums in the state summary record was for the variable "Population of the Legal Service Area". A sum of the population of legal service area of each public library in a state may, in some cases, exceed the state's population. This is because adjacent public libraries may count the same population (duplicated population). For example, a county library and a city library within the same county may both receive income from the same city, so both may serve and count the same population. For this reason each state library agency was given the opportunity to provide an unduplicated population of the legal service area for the state. Unduplicated population of the legal service area is the total unduplicated population of those areas in a state that receive public library service. The populations of unserved areas are not included in the unduplicated population. Fourteen states (California, Colorado, Idaho, Minnesota, New Hampshire, New Jersey, New York, Pennsylvania, South Carolina, Tennessee, Texas, Utah, Vermont, and West Virginia) provided an unduplicated total population figure for the state. For those states, the figure provided was used in the summary record. For the states that did not provide an unduplicated total population, the total of individual public libraries' population of the legal service areas was used in the summary record. Individual Public Library Data The Public Libraries Data, 1990 file consists of data which were submitted by state library offices in the 50 states and the District of Columbia. The individual public library records can be found in the PUBLIB90.TXT file. Each public library record represents a responding public library. The public library files are divided into 11 parts, each corresponding to a part of the Data Entry Conversion Table Output Program (DECTOP) data entry screen and the record layout: Identification, Service Outlets, FTE Staff, Operating Income, Operating Expenditures, Capital Outlay, Library Collection, Public Service Hours, Library Services, Circulation, Interlibrary loans. All records are in a fixed block flat file ASCII format. This is a standard data format and can be imported into most software packages. The following information about population of the legal service area may be helpful in using either the individual public library records (PUBLIB90.TXT) file or the state summary (CEFSUMM.TXT) file. States provided duplicated population data for individual public libraries in the (PUBLIB90.TXT) file. For these states the total of the individual public libraries population of the legal service area will include duplicate population counts. The following states provided an unduplicated total of the individual public libraries population of the legal service area in the (CEFSUMM.TXT) file: California, Colorado, Idaho, Minnesota, New Hampshire, New Jersey, New York, Pennsylvania, South Carolina, Tennessee, Texas, Utah, Vermont, West Virginia. However, the individual libraries in the (PUBLIB90.TXT) file for these states may include duplicate population of the legal service area for individual public libraries. Per Capita Calculations One of the variables used in making per capita calculations is population of the legal service area. Because population of the legal service area can be based on two different calculation methods (the use of duplicated or unduplicated population of the legal service area counts) the user should exercise caution in making per capita comparisons between individual public libraries or states. For numeric data fields the following were acceptable responses: 0 State had none of this item. -1 State did not know this, did not collect this, could not collect this item right now or this did not apply. -2 Item nonresponse. RECORD LAYOUT FOR 1990 PUBLIC LIBRARY DATA FILE Variable Field Record Data Name Length Position Type Description IDENTIFICATION FKEY_POST 02 001-002 A This is a two-character Post Office State Code. FKEY_SEQ 04 003-006 A This is a four character sequence number assigned by NCES to the record supplied by the state. This sequence number starts with 0001 for each state and is assigned sequentially. The number portion of the state summary record is 0000 in all cases. PUB_FIPS 02 007-008 A This is a 2 digit FIPS State code. PUB_SEQ 04 009-012 A This is identical to FKEY_SEQ so that either 001-006 or 007-012 can be used for sorting the file. LIB_CODE 20 013-032 A Library identification code as provided, FSCS and the sequence number, as indicated above, was inserted in this field. LIB_NAME 45 033-077 A Name of library. LIB_ADDR 35 078-112 A Street address of library. LIB_CITY 17 113-129 A City or town of library. LIB_ZIP 05 130-134 A Standard five-digit postal zip code. LIB_ZIP4 04 135-138 A Four-digit postal zip code extension. LIB_PHONE 10 139-148 A Phone number, including area code. SER_POP 11 149-159 N Population of the legal service area. SERVICE OUTLETS SER_NUM_CN 05 160-164 N Number of central or main libraries. SER_NUM_BR 05 165-169 N Number of branch libraries. SER_NUM_BM 05 170-174 N Number of bookmobiles. SER_NUM_OT 05 175-179 N Number of other outlets. FTE STAFF FTE_LIB_MS 11 180-190 N Number of FTE paid librarians with a master of library science degree from an American Library Association (ALA) accredited program. This field consists of 8 integers and 2 decimals with an explicit decimal point. FTE_LIB_TO 11 191-201 N Total number of FTE employees holding the title of librarian. This field consists of 8 integers and 2 decimals with an explicit decimal point. FTE_OTH_PD 12 202-213 N All other paid FTE employees. This field consists of 8 integers and 2 decimals with an explicit decimal point. FTE_TOT_PD 12 214-225 N Total paid FTE employees. This field consists of 9 integers and 2 decimal places with an explicit decimal point. OPERATING INCOME INC_LOCAL 11 226-236 N Operating income from local government. INC_STATE 11 237-247 N Operating income from state government. INC_FED 11 248-258 N Operating income from federal government. INC_OTHER 11 259-269 N Other operating income not included in INC_LOCAL, INC_STATE, and INC_FED. INC_TOTAL 12 270-281 N Total income. This includes INC_LOCAL, INC_STATE, INC_FED, and INC_OTHER. OPERATING EXPENDITURES OPX_SALARY 11 282-292 N Salaries and wages for all library staff. OPX_BENEFIT 11 293-303 N Employee benefits for all library staff. OPX_TOT_ST 11 304-314 N Total staff expenditures. This includes OPX_SALARY and OPX_BENFIT. OPX_TOT_CL 11 315-325 N Total expenditures on collection. OPX_OTH 11 326-336 N Other operating expenditures not included in OPX_TOT_ST and OPX_TOT_CL. OPX_TOTAL 11 337-348 N Total operating expenditures. This includes OPX_TOT_ST, OPX_TOT_CL and OPX_OTH. CAPITAL OUTLAY CAP_OUTLAY 11 349-359 N Expenditures for capital outlay. LIBRARY COLLECTION COL_BOOKS 11 360-370 N Number of books and serial volumes. COL_AUDIO 11 371-381 N Number of audio materials. COL_FILM 11 382-392 N Number of films. COL_VIDEO 11 393-403 N Number of video materials. COL_C_SERL 11 404-414 N Number of current serial subscriptions. PUBLIC SERVICE HOURS PS_DUP 10 415-424 N Total annual public service hours for all outlets of the public library. LIBRARY SERVICES SVC_ATTND 11 425-435 N Annual attendance in library. SVC_REFS 11 436-446 N Number of annual reference transactions. CIRCULATION CIRCULATION 11 447-457 N Total annual circulation transactions. transactions. INTER-LIBRARY LOANS ILL_OUT 08 458-465 N Annual number of loans to other libraries. libraries. ILL_IN 08 466-473 N Annual number of loans from other libraries. libraries. Data Type N = A numeric field means that only the digits 0-9 are allowed. A = Alpha character field, may include digits 0-9. For definition of the variables please see Appendix C. APPENDIX C: Data Element Specifications for 1990 APPENDIX C - DATA ELEMENT SPECIFICATION FOR 1990 # DATA ELEMENT FIELD TYPE/ DATA ELEMENT SPECIFICATIONS WIDTH DECIMALS 01 LIB ID# 20 Alpha This is the State-assigned identification number for the public library record. 02 NAME 45 Alpha This is the name of the library. 03 ADDRESS 35 Alpha This is the complete street address of the library. 04 CITY 17 Alpha This is the city or town of the library. 05 ZIP1 5 Alpha This is the standard five-digit postal zip code. 06 ZIP2 4 Alpha This is the four-digit postal zip code extension for the new nine-digit zip code system. 07 PHONE 10 Alpha This is the telephone number of the library, including area code. POPULATION 08 Population of Legal 9 Numeric/0 This is the number of people Service Area in the geographic area for whom a public library has been established to offer services and from whom (or on behalf of whom) the library derives income plus any areas served under contract for which the library is the primary service provider. The determination of this population figure is the responsibility of the State Library Agency. SERVICE OUTLETS 09 Centrals 3 Numeric/0 This is the single unit library or the unit where the principal collections are kept and handled; also called "main library." Some county, multi-county, and regional library systems may not have a central library. Some systems may have an administrative center which is separate from the principal collections and is not open to the public. This type of building is not reported. 10 Branches 3 Numeric/0 These are auxiliary units which have all of the following: (1) separate quarters; (2) a permanent basic collection of books; (3) a permanent paid staff; and (4) a regular schedule for opening to the public. They are, however, administered from a central unit. Regional or divisional centers are counted as branches. 11 Bookmobiles 3 Numeric/0 These are trucks or vans specially equipped to carry books and other library materials; they serve as traveling branch libraries. Vehicles in use are counted, rather than the number of stops the vehicle makes. 12 Other Outlets 3 Numeric/0 Examples are outlets in senior citizen centers, day care centers, jails, or other organizations or institutions with small and frequently changed collections of books and other library materials. FULL-TIME EQUIVALENTS STAFF Report figures as of the last day of the fiscal year. Include unfilled but budgeted positions. To ensure comparable data, 40 hours per week has been set as the measure of full-time employment (FTE) for the Cooperative System. 13 ALA-MLS 9 Numeric/2 These are paid librarians with a master of library science degree from programs accredited by the ALA. This category excludes all other librarians. This category is reported in FTE. 14 Total Librarians 9 Numeric/2 This is a person who does paid work that requires professional training and skill in the theoretical or scientific aspects of library work, or both, as distinct from its mechanical or clerical aspect. This data element also includes ALA-MLS (Data Element #13). This category is reported in FTE. 15 Other Paid 10 Numeric/2 This includes all other FTE Employees employees paid from the reporting unit budget, including plant operations, security, and maintenance staff. 16 TOTAL PAID 10 Numeric/2 This is the sum of total EMPLOYEES librarians (Data Element #14) and all other paid staff (Data Element #15). OPERATING INCOME Report income used for operating expenditures as defined below. Include federal, State, or other grants other than those for major capital expenditures. DO NOT include income for major capital expenditures, contributions to endowments, income passed through to another agency (e. g. fines), or funds unspent in the previous fiscal year. 17 Local Government 9 Numeric/0 This includes all tax and non-tax receipts designated by the community, district, or region of the public library and available for expenditure by the public library. It does not include the value of any contributed or in-kind services nor the value of any gifts and donations, fines, or fees. 18 State Government 9 Numeric/0 These are all funds distributed to public libraries by State government for expenditure by the public libraries, except for federal money distributed by the State. This includes funds from such sources as penal fines, license fees, mineral rights. 19 Federal Government 9 Numeric/0 This includes all federal government funds distributed to public libraries for expenditure by the public libraries, including federal money distributed by the State. 20 Other Income 9 Numeric/0 This is all income other than that reported in Data Elements #17, #18 and #19. Include, for example, gifts and donations received in the current year, interest, library fines, and fees for library services. Do not include the value of any contributed services or the value of "in-kind" gifts and donations. 21 TOTAL INCOME 10 Numeric/0 This includes income from the local government, the State government, the federal government, and all other income (Data Elements #17 through #20). OPERATING EXPENDITURES 22 Salaries & Wages Exp 9 Numeric/0 This amount is the salary and wages for all library staff including plant operation, security and maintenance staff for the fiscal year. Include salaries and wages before deductions but exclude "employee benefits". 23 Employee Benefits 9 Numeric/0 These are the benefits outside of salaries and wages paid and accruing to employees including plant operations, security and maintenance staff, regardless of whether the benefits or equivalent cash options are available to all employees. Include amounts spent by the reporting unit for direct, paid employee benefits including Social Security, retirement, medical insurance, life insurance, guaranteed disability income protection, unemployment compensation, workmen's compensation, tuition, and housing benefits. Only that part of any employee benefits paid out of the public library budget should be reported. 24 TOTAL STAFF EXP 9 Numeric/0 This includes salaries and wages (Data Element #22), and employee benefits (Data Element #23). 25 Collection Exp 9 Numeric/0 This includes all expenditures for materials purchased or leased for use by the public. It includes print materials, microforms, machine-readable materials, audiovisual materials, etc. 26 Other Operating Exp 9 Numeric/0 This includes all expenditures other than those given above on staff (Data Element #24) and collection (Data Element #25). 27 TOTAL OPERATING EXP 10 Numeric/0 This includes total expenditures on staff, total expenditures on collection, and other operating expenditures (Data Elements #24, #25 and #26). CAPITAL OUTLAY 28 Capital Outlay 9 Numeric/0 These are funds for the acquisition of or additions to fixed assets such as building sites, new buildings and building additions, new equipment (including major computer installations), initial book stock, furnishings for new or expanded buildings, and new vehicles. This excludes replacement and repair of existing furnishings and equipment, regular purchase of library materials, and investments for capital appreciation. Note that local accounting practices shall determine whether a specific item is a capital expense or an operating expense regardless of the examples in the definitions. LIBRARY COLLECTION 29 Book/Serial Volume 9 Numeric/0 Books are non-periodical printed publications bound in hard or soft covers, or in loose-leaf format, of at least 49 pages, exclusive of the cover pages; or juvenile non-periodical publications of any length bound in hard or soft covers. Serials are publications issued in successive parts, usually at regular intervals, and as a rule, intended to be continued indefinitely. Serials include periodicals (magazines), newspapers, annuals (reports, yearbooks, etc.), memoirs, proceedings, and transactions of societies. Except for the current volume, count unbound serials as volumes when the library has at least half of the issues in a publisher's volume. 30 Audio 9 Numeric/0 These are materials on which sounds (only) are stored (recorded) and that can be reproduced (played back) mechanically or electronically, or both. Included are records, audiocassettes, audio cartridges, audiodiscs, audioreels, talking books, and other sound recordings. 31 Films 9 Numeric/0 The term film is used interchangeably with "motion picture" which is a length of film, with or without recorded sound, bearing a sequence of still images that create the illusion of movement when projected in rapid successions (usually 18 or 24 frames per second). Motion pictures are produced in a variety of sizes (8, super 8, 16, 35, 55, and 70 mm) and in a variety of forms (cartridge, cassette, loop, and reel). 32 Video 9 Numeric/0 These are materials on which pictures, sound, or both are recorded. Electronic playback reproduces pictures, sounds, or both using a television receiver or monitor. 33 Subscriptions 9 Numeric/0 These include subscriptions received both purchased and gifts. This count does not include the number of individual issues but, rather each serial title. The total number of subscriptions in the library system, including duplicates, is reported. 34 Unduplicated Hrs 6 Blank No Longer Collected PUBLIC SERVICE HOURS 35 Public Serv Hrs/Yr 8 Numeric/0 This is the total annual public service hours for all outlets combined. Report the sum of all public service hours for all library facilities (including bookmobiles) for the entire year. For bookmobiles, report only the hours in which the bookmobile is open to the public. Do not include hours for deposit collections or other similar service outlets. SERVICES Notes for data elements #36 and #38: If annual counts are available for Data Elements #36 and #38, please report them. Otherwise provide annual estimates based on a count taken during a typical week in October and then multiply that number by 52. A "typical week" is a time that is neither unusually busy or unusually slow. Avoid holiday times, vacation periods for key staff, 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. Include seven consecutive calendar days, form Sunday through Saturday or whenever the library is usually open. 36 Attendance 9 Numeric/0 This is the total number of persons per year entering the library, including persons attending activities, meetings, and those persons requiring no staff services. 37 In-Library Use 9 Blank No Longer Collected 38 Reference 9 Numeric/0 A reference transaction is Transactions an information contact which involves the knowledge, use, recommendations, interpretation or instruction in the use of one or more information sources by a member of the library staff. The term includes information and referral service. Information sources include printed and non-printed materials, machine-readable databases (including computer-assisted instruction), catalogs and other holdings, records, and through communication or referral, other libraries and institutions and persons both inside and outside the library. When a staff member utilizes information gained from previous use of information sources to answer a question, report as a reference transaction even if the source is not consulted again during this transaction. Note that it is essential that libraries do not include directional transactions in the report of reference transactions. A directional transaction is an information contact which facilitates the use of the library in which the contact occurs but does NOT involve the knowledge, use, recommendation, interpretation, or instruction in the use of any information sources other than those which describe that library, such as schedules, floor plans, handbooks, and policy statements. Examples of directional transactions include giving instruction for locating within the library, staff, library users, or physical features, etc., and giving assistance of a non-bibliographical nature with machines. CIRCULATION 39 Total Circulation 9 Numeric/0 These are transactions that involve lending an item from the library's collection for use generally (although not always) outside the library. This activity includes charging materials manually or electronically. Each renewal is also reported as a circulation transaction. These data are reported as annual figures. INTER-LIBRARY LOANS 40 Loan To 6 Numeric/0 These are library materials, or copies of the materials, lent by one library to another upon request. The libraries involved in interlibrary loans are not under the same library administration. These data are reported as annual figures. 41 Loan From 6 Numeric/0 These are library materials, or copies of the materials, borrowed by one library from another library upon request. The libraries involved in interlibrary loans are not under the same library administration. These data are reported as annual figures.