Public Library Data 1991 The Public Library Data 1991 files must be installed on a PC/MS DOS based system. A minimum of 4,500,000 bytes of available hard drive space is required. The PUBLIB91.EXE file is a self-extracting file that expands when extracted from the diskette to the hard drive. For the following instructions C: refers to the prompt of the destination hard drive on which the files will be stored, and A: refers to the source floppy drive that contains the Public Library Data 1991 diskette. To install from a drive other than A: or to a drive other than C:, simply substitute the appropriate letter in the command. The colon following each drive letter is required. Installing the Public Library Data 1991 Diskette on your Hard Drive 1. From the DOS prompt, make C: your destination hard drive. Type C: and press the Enter key. 2. Ensure that there is sufficient disk space (4,500,000 bytes) on the destination hard drive. Type CHKDSK and press the Enter key. 3. Make a destination directory on the C: drive for storing the Public Library Data 1991 files. From the DOS prompt, type MD LIBDATA and press the Enter key. 4. Move to the destination directory on the C: drive. Type CD \LIBDATA and press the Enter key. 5. Place the Public Library Data 1991 disk in the A: drive (the source floppy drive). 6. This final step loads the Public Library Data 1991 files onto the C: drive. Type A:PUBLIB91 and press the Enter key. Printing README91.TXT File Instructions These instructions describe how to print the README91.TXT file using DOS, but you may use any method you are familiar with to print the file. 1. Before trying to print the README.TXT file, install the Public Library Data 1991 diskette (See above). 2. From the DOS prompt, change to the C: drive. Type C: and press the Enter key. 3. Make \LIBDATA your current directory. Type CD \LIBDATA and press the Enter key. 4. Copy the README91.TXT file to your printer. Issue the copy command with the I/O port (to which your printer is attached) specification as the destination. For example, type COPY README91.TXT LPT1 and press the Enter key. Valid values for the I/O port are: Parallel Ports: PRN, LPT1, LPT2, LPT3 Serial Ports: COM1, COM2, COM3, COM4 ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION ----------------------------------------------------------------------------- PART I - SURVEY SUMMARY ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1991 ----------------------------------------------------------------------------- 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. In addition, FSCS collected background information on characteristics of states' FSCS submissions. All 50 States and the District of Columbia (D.C.) are included in this file, which encompasses 9,050 public libraries. ----------------------------------------------------------------------------- C. SURVEY METHODOLOGY See appendix A. ----------------------------------------------------------------------------- 1. UNIVERSE OR SAMPLE | 2. RESPONDENTS | Universe: See appendix A, | 9,050 libraries Universe ----------------------------------------------------------------------------- 3. DATE OF COVERAGE | 4. FREQUENCY OF | 5. RESPONSE RATE | SURVEY | See appendix A, Reporting Period | Annual | 99% ----------------------------------------------------------------------------- 6. HIGHLIGHTS The 9,152 records include 51 summary records and 51 characteristics records (one for each State and the District of Columbia, plus data for the 9,050 public libraries). In addition, there is a ASCII file containing the database documentation. There are also three blank Dbase III files containing only data base structures used for import. ----------------------------------------------------------------------------- D. RELATED STUDIES ----------------------------------------------------------------------------- 1. SURVEYS 1988 FSCS public library survey 1989 FSCS public library survey 1990 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) Public Libraries in the U.S.: 1990 (E.D. Tabs and data file) ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION ----------------------------------------------------------------------------- PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1991 ----------------------------------------------------------------------------- B. FILE NAME README91.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, 1991, Record Layouts For 1991 Public Library Data File, Data Element Specifications. ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, High 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 lines ----------------------------------------------------------------------------- G. SEQUENCE N/A ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION ----------------------------------------------------------------------------- PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1991 ----------------------------------------------------------------------------- B. FILE NAME PLCHR91.TXT ----------------------------------------------------------------------------- C. TAPE SERIAL NUMBER ----------------------------------------------------------------------------- D. DISK STATUS This ASCII file contains final edited background information on characteristics of the FSCS submission for each state and District of Columbia. ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, High Density ----------------------------------------------------------------------------- 3. PARITY | 4. LABEL(S) | ----------------------------------------------------------------------------- 5. CODE CONVENTION ASCII ----------------------------------------------------------------------------- F. FILE DIMENSIONS ----------------------------------------------------------------------------- 1. RECORD LENGTH 2. RECORD FORMAT 26 Fixed block ----------------------------------------------------------------------------- 3. BLOCKING FACTOR 4. MAXIMIZE BLOCK SIZE 1 record per block 26 ----------------------------------------------------------------------------- 5. RECORD COUNT 51 ----------------------------------------------------------------------------- G. SEQUENCE The records are sorted by the field PUB_FIPS. ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION ----------------------------------------------------------------------------- PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1991 ----------------------------------------------------------------------------- B. FILE NAME PUBLIB91.TXT ----------------------------------------------------------------------------- C. TAPE SERIAL NUMBER ----------------------------------------------------------------------------- D. DISK STATUS This ASCII file contains final edited data for 9,050 public libraries ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, High Density ----------------------------------------------------------------------------- 3. PARITY | 4. LABEL(S) | ----------------------------------------------------------------------------- 5. CODE CONVENTION ASCII ----------------------------------------------------------------------------- F. FILE DIMENSIONS ----------------------------------------------------------------------------- 1. RECORD LENGTH 2. RECORD FORMAT 431 Fixed block ----------------------------------------------------------------------------- 3. BLOCKING FACTOR 4. MAXIMIZE BLOCK SIZE 1 record per block 431 ----------------------------------------------------------------------------- 5. RECORD COUNT 9,050 ----------------------------------------------------------------------------- G. SEQUENCE The records are sorted by the field PUB_FIPS. ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION ----------------------------------------------------------------------------- PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1991 ----------------------------------------------------------------------------- B. FILE NAME PLSUM91.TXT ----------------------------------------------------------------------------- C. TAPE SERIAL NUMBER ----------------------------------------------------------------------------- D. DISK STATUS This ASCII file contains final edited data summarized for each of the 50 States and the District of Columbia. ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, High Density ----------------------------------------------------------------------------- 3. PARITY | 4. LABEL(S) | ----------------------------------------------------------------------------- 5. CODE CONVENTION ASCII ----------------------------------------------------------------------------- F. FILE DIMENSIONS ----------------------------------------------------------------------------- 1. RECORD LENGTH 2. RECORD FORMAT 486 Fixed block ----------------------------------------------------------------------------- 3. BLOCKING FACTOR 4. MAXIMIZE BLOCK SIZE 1 record per block 486 ----------------------------------------------------------------------------- 5. RECORD COUNT 51 ----------------------------------------------------------------------------- G. SEQUENCE The records are sorted by the field PUB_FIPS. ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION ----------------------------------------------------------------------------- PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1991 ----------------------------------------------------------------------------- B. FILE NAME PLCHR91.DBF ----------------------------------------------------------------------------- C. TAPE SERIAL NUMBER ----------------------------------------------------------------------------- D. DISK STATUS The file contains a blank Dbase data base structure used for import with the PLCHR91.TXT file. ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, High Density ----------------------------------------------------------------------------- 3. PARITY | 4. LABEL(S) | ----------------------------------------------------------------------------- 5. CODE CONVENTION Dbase ----------------------------------------------------------------------------- F. FILE DIMENSIONS ----------------------------------------------------------------------------- 1. RECORD LENGTH 2. RECORD FORMAT 26 Fixed block ----------------------------------------------------------------------------- 3. BLOCKING FACTOR 4. MAXIMIZE BLOCK SIZE 1 record per block 26 ----------------------------------------------------------------------------- 5. RECORD COUNT 0 ----------------------------------------------------------------------------- G. SEQUENCE N/A ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION ----------------------------------------------------------------------------- PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1991 ----------------------------------------------------------------------------- B. FILE NAME PUBLIB91.DBF ----------------------------------------------------------------------------- C. TAPE SERIAL NUMBER ----------------------------------------------------------------------------- D. DISK STATUS The file contains a blank Dbase data base structure used for import with the PUBLIB91.TXT file. ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, High Density ----------------------------------------------------------------------------- 3. PARITY | 4. LABEL(S) | ----------------------------------------------------------------------------- 5. CODE CONVENTION Dbase ----------------------------------------------------------------------------- F. FILE DIMENSIONS ----------------------------------------------------------------------------- 1. RECORD LENGTH 2. RECORD FORMAT 431 Fixed block ----------------------------------------------------------------------------- 3. BLOCKING FACTOR 4. MAXIMIZE BLOCK SIZE 1 record per block 431 ----------------------------------------------------------------------------- 5. RECORD COUNT 0 ----------------------------------------------------------------------------- G. SEQUENCE N/A ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- DATA BASE DOCUMENTATION ----------------------------------------------------------------------------- PART II - FILE DESCRIPTION ----------------------------------------------------------------------------- A. TITLE Public libraries data, 1991 ----------------------------------------------------------------------------- B. FILE NAME PLSUM91.DBF ----------------------------------------------------------------------------- C. TAPE SERIAL NUMBER ----------------------------------------------------------------------------- D. DISK STATUS The file contains a blank Dbase data base structure used for import with the PLSUM91.TXT file. ----------------------------------------------------------------------------- E. STANDARD TAPE SPECIFICATIONS ----------------------------------------------------------------------------- 1. NUMBER OF TRACKS | 2. DENSITY | | 5 1/4" disk | Double sided, High Density ----------------------------------------------------------------------------- 3. PARITY | 4. LABEL(S) | ----------------------------------------------------------------------------- 5. CODE CONVENTION Dbase ----------------------------------------------------------------------------- F. FILE DIMENSIONS ----------------------------------------------------------------------------- 1. RECORD LENGTH 2. RECORD FORMAT 486 Fixed block ----------------------------------------------------------------------------- 3. BLOCKING FACTOR 4. MAXIMIZE BLOCK SIZE 1 record per block 486 ----------------------------------------------------------------------------- 5. RECORD COUNT 0 ----------------------------------------------------------------------------- G. SEQUENCE N/A ----------------------------------------------------------------------------- APPENDIX A: Methodology Methodology Introduction This data diskette contains 1991 data for 9,050 public libraries in 50 States and the District of Columbia and 51 state summary records. This information was supplied to NCES by state library agencies in machine-readable form through the Federal State Cooperative System (FSCS) for public library data. These data were collected under the fourth annual census of FSCS in July of 1992. 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 and expenditures, capital outlay, size of library collection, and service measures such as public service hours, circulation, reference transactions, 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. 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, each one appointed by the Chief Officer of the State Library Agency. The State Data Coordinator collects the requested data from local public libraries and submits these data to NCES. In the 1992 submission year, all 50 states and the District of Columbia submitted data. The Universe The respondents for this voluntary census were the 9,050 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 part 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. For reporting to NCES, State Data Coordinators used the 4th version of a personal computer software, known as DECTOP (data entry, conversion, table, output program). States used DECTOP for direct data entry (from questionnaires used with the local public libraries) and/or to assemble their existing machine readable data in a given format (e.g. Lotus 1-2-3, dBase, or ASCII). States also used DECTOP to edit their data before submitting them to NCES on diskette. DECTOP was 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*1. ------------------------- *1Public Libraries in the United States; 1991. Washington, D.C., 1993. 1 Follow-up and Editing NCES has a permanent system for internal (state) and external (NCES) review of FSCS data entry and of the editing process. 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. State Level 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. Relational errors indicated that two or more related data elements were not within an acceptable calculated limit, for instance, if "Total Operating Expenditures" were less than 75 percent of "Total Operating Income". Another example of a relational error was if the number of librarians with a masters degree from a graduate library education program accredited by the American Library Association, "ALA-MLS" was 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 1991 and 1992 submission years. 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 1992, NCES, with the assistance of the FSCS Steering Committee, systematically performed nonresponse followup of states. National level NCES staff conducted two major data editing operations, working directly with State Data Coordinators and the FSCS Steering Committee. Throughout the data collection and nonresponse followup period, as states' submissions were received, NCES ran DECTOP edits (the same error and historical checks described above) and in cases where errors were suspected 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 and November l992. Simultaneously, each State Data Coordinator was provided his/her own state's data in tabular form for correction, comment, and final review prior to publication. 2 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". In addition, NCES staff performed an item by item comparison of the l990 and l991 data. These analyses together with comments from the FSCS Steering Committee from their October, l992 meeting formed the basis of telephone followup by members of the FSCS Steering Committee with individual states, completed in early January, l993. Unit Response Of the 9,050 public libraries identified by the states, 66 public libraries, or less than 1 percent, provided some identifying information (data elements 1-7), but answered zero or provided no data for all of the remaining items (data elements 8-41). Note that these 66 public libraries are included among the 9,050 public libraries on the diskette. 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 general, item response rates have increased from 1990 to 1991. NCES guidelines note that variables with more than 30 percent missing data should not be used in analysis. For nationwide totals, response rates did not fall below 70 percent for any variable. For statewide totals, there are some instances in which response rates did fall below 70 percent and these data should be used with caution, as discussed below. 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 effect of nonresponse on averages is less predictable since bias in averages depends on the distribution on nonresponding libraries on the item in question. The data user is urged to take response rates into account when making inferences or forming conclusions. 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 variable response rates among states, and, as detailed below, differences in reporting period and definitions used by states, comparisons across categories, states, or with previously published data should be made with caution. For example, because response rates for l99l data were higher than those for l989 or l990, totals in l991 will generally be larger than comparable totals in l989 or l990, due simply to an increase in the number of libraries reporting. While not a state, the District of Columbia is included in this report. Because it is served by only one public library system, special care should be used in making comparisons between the District of Columbia and one or more states, as one would use in comparing city data to state data. 3 Reporting Period One methodological issue in using these data is the time period covered by the data. The FSCS definition for reporting period used in this data collection was the latest 12 months for which data were available for each public library. This definition allowed for several different reporting periods within a state and among states. There were 9 different reporting periods used by states for these 1991 data. Collectively, these spanned a 3-year time period (January 3l, 1989 - December 31, 1991). These reporting periods are provided below along with the names of states that reported under each time period. Texas provided 1990 rather than 1991 data. Four states provided 12 months of data for each public library, that covered a l6-18 month time span. Three states provided 12 months of data for each public library, that covered a 21-24 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. STATES BY REPORTING DATE 01/90-06/91 07/90-06/91 10/90-09/91 01/91-12/91 Other -------------------------------------------------------------------------------- PA AK MT AL CO ME (03/90-06/91) VT AZ NV DC IL MI (01/90-09/91) AR NH FL IN NE (01/90-10/91) CA NM ID KS TX (01/89-12/90) CT NC MS LA UT (07/90-12/91) DE OK MN GA OR NJ HI RI NY IA SC ND KY TN OH MD VA SD MA WV WA MO WY WI -------------------------------------------------------------------------------- Data Element Specifications This census collected data on 39 data elements, including 32 basic data items and 7 library identification fields. The FSCS data element specifications for this data collection are shown in appendix D, Data Element Specifications for FY 91 data. The data element specifications actually used by some states in collecting data from their local public libraries, however, may not be consistent with FSCS data element specifications. 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 for this data collection was "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 4 such interpret 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, however, state law prevails in the identification of a public library and not all states' definitions are the same as the FSCS definition. Population of the Legal Service Areas There are significant methodological differences in the ways states calculate both duplicated and unduplicated population of the legal service areas. The time periods for which these population counts are made also varies. Another methodological issue is that the calculated total for population of the legal service area of each library in a state may, in some cases exceed the state's population. This is because adjacent libraries may count the same population. For example, a county library and a city library within the county may both receive income from the same city, so both may serve and count the same population. Therefore, because the same population has been counted twice, calculated totals for reported population of the legal service areas by state or for the nation may exceed their actual populations. For this reason, each state library agency was asked to provide an unduplicated population of the legal service areas to replace the calculated total for population of the legal service areas. Unduplicated population of legal service areas 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 this figure. Unduplicated population of legal service areas figures were calculated individually by each state using a variety of methodologies. Twenty-two states and the District of Columbia either provided no figure for unduplicated population of the legal service areas or provided the same figure as they provided for reported population of the legal service areas. These twenty-two states were Alabama, Delaware, Florida, Hawaii, Illinois, Kansas, Kentucky, Maryland, Michigan, Missouri, New Mexico, North Dakota, Ohio, Oregon, South Dakota, Tennessee, Texas, Virginia, Washington, West Virginia, Wisconsin, and Wyoming. Except for the 22 states listed above and the District of Columbia, all other states provided an unduplicated count that was different from the duplicated count for population of the legal service areas. There are some states in which the reported unduplicated population of legal service areas exceeds the calculated state total for population of legal service areas. Often, this difference can be attributed to item nonresponse for individual public libraries used in the calculated state total for population of legal service areas. 5 For calculations involving population of legal service areas (per capita, per l,000 population) an unduplicated population of legal services area for each library is available on the file (See Record Layout for l99l Public Library Data File, "POPU_UNDUP"). This was derived by prorating the individual library's duplicated population of legal service area count to the state's duplicated count and applying that ratio to the state's unduplicated population of legal service areas. 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, who coordinated the data at the state level; and the Chief Officers of State library Agencies. Thanks also to present and past members of the FSCS Steering Committee which led the effort. They are 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; Carrol Kindel, NCES; Ron Hall, NCES; Paul Planchon, NCES; John Lorenz, NCLIS; Peter Young, NCLIS; and Mary Alice Hedge Reszetar, NCLIS. Others who contributed to this effort include: 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), and Kim Miller, NCLIS. Thanks to one and all for your enthusiastic support. 6 APPENDIX I: Data Error Messages and Historical Data Check Criteria DATA ERROR MESSAGES AND HISTORICAL DATA CHECK CRITERIA DATA ERROR MESSAGES Note that this appendix applies primarily to error and warning messages generated during the data import error/warning check process. On-screen error/ warning messages (those seen while entering data via DECTOP's keyboard data entry option) are similar, but not identical. This is because, during keyboard data entry, the entry of a '-2' (i.e.leaving a data element blank) is not permitted. During data import, DECTOP can not force the user to enter valid data-it can only warn the user about the "blank data" condition. Thus the difference is that it is possible to import blank data, or '-2' with a warning, but during keyboard data entry, this is not possible. NO. ERROR MESSAGE ERROR CONDITION(S) 00 No Lib Id# provided. DECTOP will This item has been left blank. create one for you .... DECTOP will automatically assign a system generated LIB ID#. 01 Library Name is blank This item has been left blank or is -2. 02 Address or City is blank One or both of these items has been left blank or is -2. 03 Zip1 is blank or not valid This item has been left blank, is -2, or is not a valid 5-digit number. 04 Zip2 (Zip+4) is blank or not valid This item has been left blank, is -2, or is not a valid 4-digit number. 05 Phone number is blank or not valid This item has been left blank, is 2, or is not a valid 10-digit number. 06 Population of legal service This item has been left blank, is -2, area is 0 or blank or is 0. 07 No service outlets are shown The sum of centrals, branches and bookmobiles is 0. 08 Only one service outlet shown and Only one service outlet it shown, and it is not a central it is not a central library. 09 ALA-MLS is blank This item has been left blank or is -2. 10 Total librarians is blank This item has been left blank or is -2. 11 Other paid employees is blank This item has been left blank or is -2. 12 Total paid employees is 0 or blank This item has been left blank, is -2, or is 0. 13 ALA-MLS is greater than total The number of ALA-MLS is greater than librarians. total librarians. 14 Local government income is blank This item has been left blank or is -2. 15 State government income is blank This item has been left blank or is -2. 16 Federal government income is This item has been left blank or is blank -2. 17 Other income is blank This item has been left blank or is -2. 18 Total operating income is 0 or This item has been left blank, is -2, blank or is 0. If any of the four parts were entered, a total would have been automatically calculated. 19 Total operating income is not Total operating income is not equal to equal to the sum of the parts the sum of local government, state government, federal government and other income. 20 No longer used. No longer used. 21 Salaries & wages is blank This item has been left blank or is -2. 22 Employee benefits is blank This item has been left blank or is -2. 23 Total staff expenditures is 0 or This item has been left blank, is -2, blank or is 0. If either or both of the parts were entered, a total would have been automatically calculated. 24 Total staff expenditures is not Total staff expenditures is not equal equal to the sum of the parts to the sum of salaries & wages and employee benefits. 25 Collection expenditures is blank This item has been left blank or is -2. 26 Other operating expenditures is This item has been left blank or is blank -2. 27 Total operating expenditures is 0 This item has been left blank, is -2, or blank or is 0. If either of the parts were entered, a total would have been automatically calculated. 28 Total operating expenditures is Total operating expenditures is not not equal to the sum of the parts equal to the sum of total staff expenditures, collection expenditures and other operating expenditures. 29 Total operating income is less Total operating income is less than than 75% of total operating exp 75% of total operating expenditures. 30 Total operating exp is less than Total operating expenditures is less 75% of total operating income than 75% of total operating income. 31 Capital outlay is blank This item has been left blank or is -2. 32 Book/serial volumes is 0 or blank This item has been left blank, is -2, or is 0. 33 Audio materials is blank This item has been left blank or is -2. 34 Films is blank This item has been left blank or is -2. 35 Video materials is blank This item has been left blank or is -2. 36 Serial subscriptions is blank This item has been left blank or is -2. 37 Annual public service hours is 0 This item has been left blank, is -2, or blank or is 0. 38 Average public service hrs per Average weekly public service hours outlet per week less than 10 (i.e. Annual public service hours divided by 52 to convert an annual to a weekly figure), then divided by the total number of outlets (the sum of central libraries, branch libraries and bookmobiles) is less than 10.0. 39 Average public service hrs per Average weekly public service hours outlet per week more than 75 (i.e. Annual public service hours divided by 52 to convert an annual to a weekly figure), then divided by the total number of outlets (the sum of central libraries, branch libraries and bookmobiles) is more than 75.0. 40 Annual attendance in library is This item has been left blank, is -2, 0 or blank or is 0. 41 Annual reference transactions is This item has been left blank or is blank -2. 42 Annual reference trans per annual Annual reference transactions per attendance is greater 1.0 annual Attendance is greater than 1.0. 43 Total circulation transactions is This item has been left blank, is -2, 0 or blank or is 0. 44 Total circulation trans per Total circulation transactions per population LSA is less than 1.0 population of legal service area is less than 1.0. 45 Total circulation trans per Total circulation transactions per population LSA is greater than 20.0 population of legal service area is greater than 20.0. 46 Total circulation trans per annual Total circulation transactions per attendance is less than 0.5 annual attendance is less than 0.5. 47 Total circulation trans per annual Total circulation transactions per attendance is greater than 6.0 annual attendance is greater than 6.0. 48 Inter-library loans to other This item has been left blank or is libraries is blank -2. 49 Inter-library loans from other This item has been left blank or is libraries is blank -2. 50 A negative number less than-2 is A numeric entry of less than -2 is not not acceptable valid. As previously stated, -1 is used to denote notcollected, not available or not reported, and -2 represents a blank entry. 51 An invalid number or character was An invalid number or character was used. The record was not imported! entered, resulting in this record being rejected during the import process. Please correct the problem, and re-import if necessary. 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 Data out of range--> See Historical The change in your data for a Data Check Criteria particular data element from last year to this year has been determined to be out of an acceptable range. See Historical Data Check Criteria, for more information. HISTORICAL DATA CHECK CRITERIA # DATA ELEMENT ACCEPTABLE RANGE (Inclusive) 08 Population of Legal Service Areas +25% to -10% 09 Centrals +1 or -1 10 Branches +2 or -2, OR +15% to -15% 11 Bookmobiles +2 or -2, OR +15% to -15% 12 Other Outlets +2 or -2, OR +30% to -30% 13 ALA-MLS +2 or -2, OR +30% to -30% 14 Total Librarians +2 or -2, OR +30% to -30% 15 Other Paid Employees +2 or -2 AND +30% to -30% 16 Total Paid Employees +2 or -2, OR +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 OutlayNo 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 B: User Guidelines for Processing Federal-State Cooperative System (FSCS) Public Libraries Data, 1991 USER GUIDELINES FOR PROCESSING FEDERAL-STATE COOPERATIVE SYSTEM (FSCS) PUBLIC LIBRARIES DATA, 1991 State Summary Records A state summary record for each state was created. The state summary records can be found in the PLSUM91.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. Individual Public Library Data The Public Libraries Data, 1991 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 PUBLIB91.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. Characteristics Data The Characteristics file provides background information on characteristics of states' FSCS submissions, including reporting period, population estimate, and unduplicated population of legal service areas. This file contains final edited data for each of the 50 states and the District of Columbia. The characteristics records can be found in the PLCHR91.TXT file. All records are in a fixed block flat file ASCII format. Dbase Import There are three blank Dbase files containing data base structures to be used for importing the records in the following files: State Summary Records, Individual Public Library Data, and Characteristics Data. The record layouts for the Dbase files are the same as the record layouts used for the State Summary Records, Individual Public Library Data, and Characteristics Data. 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. RECORD LAYOUT FOR 1991 PUBLIC LIBRARY DATA FILE RECORD LAYOUT FOR 1991 PUBLIC LIBRARY DATA FILE PUBLIB91.TXT and PUBLIB91.DBF Files Variable Field Record Data Name Length Position Type Description IDENTIFICATION LIBID 20 001-020 A Library identification code as provided, FSCS and the sequence number, as indicated above, was inserted in this field. LIBNAME 45 021-065 A Name of library. ADDRESS 35 066-100 A Street address of library. CITY 17 101-117 A City or town of library. ZIP1 05 118-122 A Standard five-digit postal zip code. ZIP2 04 123-126 A Four-digit postal zip code extension. PHONE 10 127-136 A Phone number, including area code. POPU 09 137-145 N Population of the legal service area. SERVICE OUTLETS CENTLIB 03 146-148 N Number of central libraries. BRANLIB 03 149-151 N Number of branch libraries. BKMOB 03 152-154 N Number of bookmobiles. OTHSERV 03 155-157 N Number of other outlets. FTE STAFF MASTER 09 158-166 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 6 integers and 2 decimals with an explicit decimal point. LIBRARIAN 09 167-175 N Total number of FTE employees holding the title of librarian. This field consists of 6 integers and 2 decimals with an explicit decimal point. OTHPAID 10 176-185 N All other paid FTE employees. This field consists of 7 integers and 2 decimal places with an explicit decimal point. TOTPEMP 10 186-195 N Total paid FTE employees. This field consists of 7 integers and 2 decimal places with an explicit decimal point. OPERATING INCOME LOCGVT 09 196-204 N Operating income from local government. STGVT 09 205-213 N Operating income from state government. FEDGVT 09 214-222 N Operating income from federal government. OTHINCM 09 223-231 N Other operating income not included in LOCGVT, STGVT, and FEDGVT. TOTINCM 10 232-241 N Total income. This includes LOCGVT, STGVT, FEDGVT, and OTHINCM. OPERATING EXPENDITURES SALARIES 09 242-250 N Salaries and wages for all library staff. BENEFIT 09 251-259 N Employee benefits for all library staff. TOTEXP 09 260-268 N Total staff expenditures. This includes SALARIES and BENEFIT. TOTEXPCOL 09 269-277 N Total expenditures on collection. OTHOPEXP 09 278-286 N Other operating expenditures not included in TOTEXP and TOTEXPCOL. TOTOPEXP1 09 287-296 N Total operating expenditures. This includes TOTEXP, TOTEXPCOL and OTHOPEXP. CAPITAL OUTLAY CAPITAL 09 297-305 N Expenditures for capital outlay. LIBRARY COLLECTION BKVOL 09 306-314 N Number of books and serial volumes. AUDIO 09 315-323 N Number of audio materials. FILM 09 324-332 N Number of films. VIDEO 09 333-341 N Number of video materials. SUBSCRIPT 09 342-350 N Number of current serial subscriptions. PUBLIC SERVICE HOURS FILLER 06 351-356 DUPLI 08 357-364 N Total annual public service hours for all outlets of the public library. LIBRARY SERVICES ATTEND 09 365-373 N Annual attendance in library. FILLER 09 374-382 REFERENCE 09 383-391 N Number of annual reference transactions. CIRCULATION TOTCIR 09 392-400 N Total annual circulation transactions. INTER-LIBRARY LOANS LOANTO 06 401-406 N Annual number of loans to other libraries. LOANFM 06 407-412 N Annual number of loans from other libraries. FSCSKEY 06 413-418 A This is the number assigned by NCES to the administrative entity. PUB_FIPS 02 419-420 A This is a 2 digit FIPS State code. YR 02 421-422 A FSCS submission year. POPU_UNDUP 09 423-431 N This is the unduplicated population for each library. NCES calculated this item by prorating the individual library's duplicated population of legal service area count to the state's duplicated count and applying that ratio to the state's unduplicated population of legal service areas. 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 definitions of the variables please see Appendix D. RECORD LAYOUT FOR 1991 STATE SUMMARY FILE RECORD LAYOUT FOR 1991 STATE SUMMARY FILE PLSUM91.TXT and PLSUM91.DBF Files Variable Field Record Data Name Length Position Type Description IDENTIFICATION LIBID 20 001-020 A Library identification code as provided, FSCS and the sequence number, as indicated above, was inserted in this field. LIBNAME 45 021-065 A Name of library. ADDRESS 35 066-100 A Street address of library. CITY 17 101-117 A City or town of library. ZIP1 05 118-122 A Standard five-digit postal zip code. ZIP2 04 123-126 A Four-digit postal zip code extension. PHONE 10 127-136 A Phone number, including area code. POPU 11 137-147 N Population of the legal service area. SERVICE OUTLETS CENTLIB 05 148-152 N Number of central libraries. BRANLIB 05 153-157 N Number of branch libraries. BKMOB 05 158-162 N Number of bookmobiles. OTHSERV 05 163-167 N Number of other outlets. FTE STAFF MASTER 11 168-178 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 6 integers and 2 decimals with an explicit decimal point. LIBRARIAN 11 179-189 N Total number of FTE employees holding the title of librarian. This field consists of 6 integers and 2 decimals with an explicit decimal point. OTHPAID 12 190-201 N All other paid FTE employees. This field consists of 7 integers and 2 decimal places with an explicit decimal point. TOTPEMP 12 202-213 N Total paid FTE employees. This field consists of 7 integers and 2 decimal places with an explicit decimal point. OPERATING INCOME LOCGVT 11 214-224 N Operating income from local government. STGVT 11 225-235 N Operating income from state government. FEDGVT 11 236-246 N Operating income from federal government. OTHINCM 11 247-257 N Other operating income not included in LOCGVT, STGVT, and FEDGVT. TOTINCM 12 258-269 N Total income. This includes LOCGVT, STGVT, FEDGVT, and OTHINCM. OPERATING EXPENDITURES SALARIES 11 270-280 N Salaries and wages for all library staff. BENEFIT 11 281-291 N Employee benefits for all library staff. TOTEXP 11 292-302 N Total staff expenditures. This includes SALARIES and BENEFIT. TOTEXPCOL 11 303-313 N Total expenditures on collection. OTHOPEXP 11 314-324 N Other operating expenditures not included in TOTEXP and TOTEXPCOL. TOTOPEXP1 12 325-336 N Total operating expenditures. This includes TOTEXP, TOTEXPCOL and OTHOPEXP. CAPITAL OUTLAY CAPITAL 11 337-347 N Expenditures for capital outlay. LIBRARY COLLECTION BKVOL 11 348-358 N Number of books and serial volumes. AUDIO 11 359-369 N Number of audio materials. FILM 11 370-380 N Number of films. VIDEO 11 381-391 N Number of video materials. SUBSCRIPT 11 392-402 N Number of current serial subscriptions. PUBLIC SERVICE HOURS FILLER 08 403-410 DUPLI 10 411-420 N Total annual public service hours for all outlets of the public library. LIBRARY SERVICES ATTEND 11 421-431 N Annual attendance in library. FILLER 11 432-442 REFERENCE 11 443-453 N Number of annual reference transactions. CIRCULATION TOTCIR 11 454-464 N Total annual circulation transactions. INTER-LIBRARY LOANS LOANTO 08 465-472 N Annual number of loans to other libraries. LOANFM 08 473-480 N Annual number of loans from other libraries FKEY_POST 02 481-482 A This is a two-character Post Office State Code. PUB_FIPS 02 483-484 A This is a 2 digit FIPS State code. YR 02 485-486 A FSCS submission year. 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 definitions of the variables please see Appendix D. RECORD LAYOUT FOR 1991 CHARACTERISTICS FILE RECORD LAYOUT FOR 1991 CHARACTERISTICS FILE PLCHR91.TXT and PLCHR91.DBF Files Variable Field Record Data Name Length Position Type Description PERIOD_ST 2 001-002 A State abbreviation. PERIOD_YR 2 003-004 A FSCS submission year. PERIOD_PSM 5 005-009 A Reporting period starting date. PERIOD_PEM 5 010-014 A Reporting period ending date. PERIOD_POP 10 015-024 N Unduplicated population of legal service area. PUB_FIPS 2 025-026 A This is a 2 digit FIPS state code. 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 definitions of the variables please see Appendix C. APPENDIX C: Characteristics File Specifications for 1991 CHARACTERISTICS FILE SPECIFICATIONS FOR 1991 # DATA ELEMENT WIDTH FIELD TYPE/ DATA ELEMENT SPECIFICATIONS DECIMALS 01 State 2 Alpha State Abbreviation This is the two-letter state abbreviation automatically assigned by DECTOP. 02 FSCS Submission 2 Numeric FSCS Submission Year. Year This is the year in which this FSCS data is submitted to NCES and is automatically assigned by DECTOP. 03 Reporting Period 4 Alpha Reporting Period Starting Date Starting Date Provide the starting date (month and year) that applies to your State's data being submitted to NCES. If data are collected for several time cycles, provide the earliest date. 04 Reporting Period 4 Alpha Reporting Period Ending Date Ending Date Provide the ending date (month and year) that applies to your State's data being submitted to NCES. If data are collected for several time cycles, provide the latest date. 05 Population 9 Numeric Unduplicated Population of Legal Service Area This is the total unduplicated population of those areas in your State that receive library services. Do not include the population of unserved areas in this figure. Your State's Unduplicated Population of Legal Service Area may be different from your State's total Population of the Legal Service Area as calculated by DECTOP. This is because of possible overlaps in the population of Legal Service Area served by individual libraries, resulting in the same population being counted twice. Provide your State's Unduplicated Population of Legal Service Area if it is different from your State's total Population of Legal Service Area (Date Element #8) as calculated by DECTOP. Otherwise enter -1. APPENDIX D: Data Element Specifications for FY 91 Data DATA ELEMENT SPECIFICATIONS FOR FY 1991 DATA # DATA ELEMENT WIDTH FIELD TYPE/ DATA ELEMENT SPECIFICATIONS 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 9 Numeric/0 This amount is the salary and Exp 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 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 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, from 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 an Transactions 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. INTERLIBRARY 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.