To avoid loss of data:

• only one person at a time should be logged into a member library report.
• Libraries should not have reports from two different years open at the same time

To Save

• Save button is located at the top and bottom of each page. (On some pages, you may have to scroll down).
• Auto calculating fields may not calculate until the page is Saved.

To update the 2022 outlet information

• a link to an Excel sheet listing prior year outlets is located in section 9. After the sheet is completed, email it to collectconnect@baker-taylor.com; Baker & Taylor will upload the information.

To update the 2022 trustee information

• a link to an Excel sheet listing prior year trustees is located in section 10. After the sheet is completed, email it to collectconnect@baker-taylor.com; Baker & Taylor will upload the information.

To print

• Click on the Printer icon in the menu at the top of the page
• Go to “Show Web Report”
• Click Control P to Print (Command-P if using a Mac)

• 1.24 Population Chartered to Serve has been updated by NYS Library per 2020 Census.
• Report of Unusual Circumstances: This question asks “has the library experienced any unusual circumstance(s) that affected the statistics reported (e.g., natural disaster, fire, closed for renovations, massive weeding of collection, etc.)? If yes, please annotate explaining the circumstance(s) and the impact on the library using the Note.”
  • Additional criteria you can add to this list could be:
  • start of a new library director
  • closed for extreme weather
  • construction on roads around library
  • loss of programming staff
  • loss of funding for programs
  • global pandemic

• 2.10 – The total provided by MHLS for this question includes suppressed materials with a status of Discard, Lost & Paid, Claims Returned, Missing, Missing in Transit, Repair, Billed, and On Search. Items with a status of Discard, Lost & Paid, or Claims Returned are purged from the ILS database after 3 months, and items with a status of  Missing, Missing in Transit, Repair, Billed, or On Search are purged from the ILS database after 3 years.
• 2.13 – The total provided by MHLS includes MHLS shared ebook collection, advantage account collection information and CPC titles purchased by your library.
  If your library provides access other eBook collections you will need to add that information to your total. For eBook collections that are not curated by the library but have a circulation period ( for example Hoopla Instant Borrows or Freading) report the number of circulations for this question.
  For collections with a circulation period and curated by the library (for example Hoopla Flex purchases), count:
  • titles with rights to a single user at a time are counted as 1 “unit”
  • titles providing access to simultaneous users, count the number of users (for example a single title with 10 simultaneous users would be counted as 10 “units.”)

Got Kindles? E-books packaged together as a unit (e.g., multiple titles on a single e-book reader) and checked out as a unit are counted as one unit and would be reported as one E-book.

• 2.17 Audio-Downloadable Units – If your library provides access to electronic resources not individually selected by the library with a circulation period count the holdings as the number of circulations.
  For collections with a circulation period and curated by the library (for example Hoopla Flex purchases), count:
  • titles with rights to a single user at a time are counted as 1 “unit”
  • titles providing access to simultaneous users, count the number of users (for example a single title with 10 simultaneous users would be counted as 10 “units.”)
• 2.18 Video-Downloadable Units – If your library provides access to electronic resources not individually selected by the library with a circulation period (including Hoopla or Kanopy) count the holdings as the number of circulations.
• 2.19 – The total MHLS provides to this question includes items with a Material Type of Juvenile Software and Adult Software.
• 2.23 – The total MHLS provides to this question includes items with a Material Type Juvenile Other, Equip Realia, and Microform.

Program sessions with attendance of zero or one if they were intended for a group.

Synchronous Program Sessions

A synchronous (live) program session is any planned event which introduces the group attending
to library services or which provides information to participants. Program sessions may cover use of the library, library services, or library tours. Program sessions may also provide cultural, recreational, or educational information. Examples of these types of program sessions include, but are not limited to, film showings, lectures, story hours, literacy programs, citizenship classes, and book discussions.

Synchronous Virtual Program Sessions

 A synchronous (live) virtual program session is any planned event that is streamed virtually and can be viewed live as it progresses (i.e., live-streaming). Regardless of the number of formats in which a program session is offered, each program session should only be counted once and in one format category. Include virtual program sessions that are also recorded. Include program sessions hosted on Facebook Premiere that are facilitated by a staff member. Count virtual program sessions at the administrative entity level; do not duplicate numbers at each branch. Exclude program sessions that also have an in–person component; these should be counted under Number Synchronous In–Person Onsite Program Sessions or Number of Synchronous In–Person Offsite Program Sessions. This figure is a subset of the Total Number of Synchronous Program Sessions.

The count of live attendance at virtual program sessions. Regardless of the number of formats in which a program session is offered, each attendee or view should only be counted once. Each attendee should be counted in the format category in which they attended or viewed the program session. Count each participant device connected to a virtual program as a single attendee. For program sessions hosted on Facebook Live, YouTube Live, or similar platforms, count peak concurrent viewers. For those hosted on videoconferencing platforms, count the maximum number of non–staff participants during the session. For virtual program sessions that are also recorded for later, on– demand, asynchronous viewing, exclude views that occur after the session has ended; these should be counted under Total Views of Asynchronous Program Presentations (Q3.29b). For program sessions that also have an in–person component, exclude in– person attendance; this should be counted under Synchronous In–Person Onsite Program Attendance (Q3.28a) or Synchronous In–Person Offsite Program Attendance (Q3.28b).

 This figure is a subset of the Total Attendance at Synchronous Programs. See Total
Attendance at Synchronous Programs for more information about counting program
session attendance.

One–on–One Program Sessions

Count library activities that are delivered on a one–to–one basis, rather than to a group, such as one–to–one literacy tutoring, services to homebound (such as delivering an item to someone’s home), homework assistance, and mentoring activities.

Scheduled computer assistance for an individual (whether scheduled with one person or set up as a walk–in time for computer assistance) may be counted as a one–on–one session; if one walk–in time is scheduled and library staff meet with 5 individuals separately it may be counted as 5 sessions with a total of 5 attendees. Computer assistance questions that arise during non–scheduled times should be counted as reference questions regardless of how much time is spent with the individual.

Count attendance for library activities that are delivered on a one–to–one basis, rather than to a group, such as one–to–one literacy tutoring, services to homebound (such as delivering an item to someone’s home), homework assistance, and mentoring activities.

Scheduled computer assistance for an individual (whether scheduled with one person or set up as a walk–in time for computer assistance) may be counted as a one–on– one session; if one walk– in time is scheduled and library staff meet with 5 individuals separately it may be counted as 5 sessions with a total of 5 attendees. If one walk– in time is scheduled but individual brings along an additional person, count as 1 session with 2 attendees. Computer assistance questions that arise during non– scheduled times should be counted as reference questions regardless of how much time is spent with the individual.

Group Presentations/Information Tables

(question 3.23) Include only those presentations/community events at which library staff, trustees or volunteers were present and providing information to people about the library. Do not include unstaffed displays or exhibits

Asynchronous Program Presentations

An asynchronous program presentation is any recording of program content that cannot be viewed live as it unfolds (i.e., on–demand streaming). Only include program presentations posted during the reporting period. Regardless of the number of platforms on which a presentation is posted, count each unique presentation only once. Include program sessions hosted on Facebook Premiere that are not facilitated by a staff member. Count asynchronous program presentations at the administrative entity level; do not duplicate numbers at each branch. Include recordings of synchronous program sessions that were available for asynchronous viewing after the session ended.

Total Views of Asynchronous Program Presentations within 30 Days

(question 3.29b) The count of views of asynchronous program presentations for a period of thirty (30) days* after the presentation was posted, even if that period extends beyond the survey reporting period (or fiscal year). For program presentations made available via Facebook, count unique 1–minute views of each video. For those made available via other platforms, count unique views of each video. For program presentations that are recordings of synchronous virtual program sessions, exclude synchronous attendance; these should be counted under Synchronous In–Person Onsite Program Attendance, Synchronous In–Person Offsite Program Attendance, or Synchronous Virtual Program Attendance. *this is a change from the 2021 report

Take and Make Kits

Report Take & Make kits that are left out for patrons to pick up under Q3.22, One–on–One Program Sessions, and Q3.29 One–on–One Program Attendance. Count each kit prepared as one session, and each kit picked up as one attendee.

Deleted Questions 2022

Q3.19 Number of Children’s Programs

Q3.26 Children’s Program Attendance

Added Questions 2022

Q3.21d Total Number of Synchronous Programs (sum of Q3.21a, Q3.21b and Q3.21c)

Q3.28d Total Synchronous Program Attendance (sum of Q3.28a, Q3.28b and Q3.28c)

Q3.30 Total Number of Children’s Programs (sum of Q3.19a and Q3.19b)

Q3.31 Total Children’s Program Attendance (sum of Q3.26a and Q3.26b)

• 4.8 & 4.9

Circulation of Museum passes goes under Q4.8, Circulation of Adult Other Materials, or Q4.9, Circulation of Children’s Other Materials.

Internal Library usage is not considered part of circulation by NYS for the purposes of this report.

•  4.12 Use of Electronic Material

This question includes your OverDrive eBook, eAudio, and eVideo statistics. If your library has additional statistics for similar online library resources that require user authentication and have a circulation period (for example Freading, Hoopla, or Kanopy) add that usage here.

• 4.13 Successful Retrieval of Electronic Information

This question includes,  TumbleBooks statistics (which are collected by library patron barcode prefix). It also includes your portion of the database statistics (assigned on a per capita ratio) from the systemwide group buy databases (JobNow, Mango, Universal Class). If your library has additional statistics for similar online library resources that require user authentication but do not have a circulation period (for example Acorn TV, Qello, Great Courses Online, Freegal, or Indieflix) add that usage here.

• 4.18 Over Due Fines

This is a New Question for 2022. Report if the library charged overdue fines to any users when they fail to return physical print materials by the date due. Libraries may use the note field to indicate additional information for example if the is was only during part of the reporting period or if only for fines are charged only for adult items.

• Reference Transactions

These questions have been renumbered, now 4.19-4.20.

Passport applications can be reported as reference questions.

• 5.7 – 5.9 – To see if your library files for E-rate Benefits, you can visit this site, and search for your library.  MHLS does not apply for E-rate Benefits for member libraries as part of a consortia, so the answer to 5.8 and 5.9 would be “no.”
• 5.10  – Contact for person responsible for the library’s IT services: Unless your library employs an on-site IT person, the contact information here should be for the library director.

• 7.7 – The State Librarian has provided the following statement regarding the issue of regularly scheduled open hours to meet the minimum standards:
  • “On January 1, libraries must provide regularly scheduled open hours that meet minimum requirements. These regularly scheduled hours must be for in-person services; curbside and lobby services no longer count toward hours open.
    We understand that libraries might have to close temporarily due to operational issues like temporary staff shortages. As always, those temporary deviations do not have to be reported and will not count against regularly scheduled hours open. However, the expectation is that otherwise libraries will remain open and serving the public through in-person services.”

Test the download and upload speed of your public computer at these sites:

• https://www.measurementlab.net/tests/ndt
• http://www.speedtest.net

Run both the Download Test and Upload Test on one of your public PC’s and report the results for Questions 28 and 29 in Section 9.

• You can email your list of trustees using the Spreadsheet Template and email address provided in the Annual Report software in Section 10 Part 1.
  • As indicated in the Annual Report software, you must enter Board President info in the Annual Report, even if you plan to use the spreadsheet for the rest of your trustees.
• If you choose to add your trustees in the Annual Report, you can follow the procedure below.
  • The Annual Report Software provides you with a set of fields to collect info for the Board President, and one additional Trustee.
    • Fill in the info for your Board President first in the Board President part of Section 10, questions 10.9 to 10.24
    • Hit Save at the bottom or top of the page.
    • Fill in the info for you next Trustee as you did the Board President for questions 1 to 16.
    • Hit Save at the bottom or top of the page.
  • To add more Trustees, click the Add Group button to get a new set of Questions for trustee info.
    • When you hit the Add Group button, the page will reload, and bring you back to the top.
    • Scroll down past the last Trustee you entered, and you should find a new set of questions 1 to 16, beginning with Question 1, Title of Board Member.
    • Fill in the relevant info for this Trustee for questions 1 to 16.
    • Hit Save.
    • Repeat this step until you have entered all your library’s Trustees.
  • Please note: when entering Trustee info in Section 10, there is a point at which the software will push the info and questions for the most recent Trustee you’ve entered to another page or Part.
    • After you enter the info for your third trustee (the first time you’ll use the Add Group button) the software will create a Part 2 page in your report under Section 10, and your third Trustee will be in that Part.
    • Each Part of Section 10 will list up to five Trustees. When you use the Add Group button to add a sixth Trustee to Part 2, or Part 3, you will scroll down and enter that Trustee info in that Part, but after a you hit Save, that Trustee will show up on a new Part page, which will also be listed in the Annual Report’s Navigation Menu on the left side of the report.

DLD has issued the following clarifying guidance around Paycheck Protection Program (PPP) loans.

CV1 Closed Outlets Due to COVID–19

An outlet is considered physically closed when the public cannot access any library buildings or bookmobiles, regardless of staff access. A building can be physically closed but still offer virtual, Wi–Fi, or “curbside” services outside the building.

CV2 Public Services During COVID–19

Services to the public can include activities such as:

answering calls, emails, or texts with answers to information requests from the public;

• • hosting virtual programming or recorded content;
  • offering “curbside,” delivery (mail or drop–off), or drive–thru circulation of physical materials;
  • managing IT services to ensure external Wi–Fi access; and
  • providing other types of online and electronic services, regardless of the location of library
  • staff when they provided services (i.e., working from home or in the building that was closed to the public).

CV4 Reference Service During COVID–19

Include references service provided via email, chat, and text.

CV5 Outside Service During COVID–19

Include any contactless or minimal contact provision of circulation items. Similar terms could include curbside, vestibule, or porch pickups, delivery (mail or drop-off), drive–thru, etc.

CV6 External WiFi Access Added During COVID–19

Includes “parking lot access,” bookmobiles or other mobile facilities with Wi–Fi capabilities.

CV7 External WiFi Access Increased During COVID–19

Includes “parking lot access,” bookmobiles or other mobile facilities with Wi–Fi capabilities. Increasing access could mean removing restrictions on sign–in authorizations, expanding router reach, leaving Wi–Fi service on 24 hours, installing or moving access points to promote or improve external access, etc.

CV8 Staff Re–Assigned During COVID–19

Include reassignments to other government agencies (e.g., to process unemployment claims), as well as other activities such as the use of library staff to distribute school lunches and other materials. Volunteering during work hours would count but volunteering off hours would not.