MHLS Tips for Member Libraries for Completing the Annual Report

Here are some tips and information to help making the process of completing your annual report easier.

  • General Information:
  • Section 1 – General Library Information
    • 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 are: start of a new library director, closed for extreme weather, construction on roads around library, loss of programming staff, loss of funding for programs etc…
  • Section 2 – Library Collection
    • Question 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.
    • Question 2.19 – The total MHLS provides to this question includes items with a Material Type of Juvenile Software and Adult Software.
    • Question 2.23 – The total MHLS provides to this question includes items with a Material Type Juvenile Other, Equip Realia, and Microform.
    • Questions 2.27 – 2.30 – The electronic materials additions were lower because MHLS reduced purchasing for the shared eBook collection to only those libraries who did not create an advantage account. What used to be shared is now being assessed at the local level, so if your library has not purchased eBooks, this number will be lower. Additionally, in 2017, eAudiobooks were counted in question 2.30, but in 2018, eAudiobooks were counted in 2.29 along with eBooks.
    • To determine how to count and where to report collections for electronic resources, you can use this Electronic Materials Guide provided by the New York State Department of Library Development.
  • Section 4 – Library Transactions
    • Internal Library usage is not considered part of circulation by NYS for the purposes of this report.
    • Question 4.13 – Please use the updated figures in this PDF for reporting on Question 4.13.
      • Databases and services that included in the count provided by MHLS are Tumblebooks, Chiltons, JobNow, Mango, and RBDigital.
    • To determine how to count and where to report transactions for electronic resources, you can use this Electronic Materials Guide provided by the New York State Department of Library Development.
  • Section 5 – Technology & Telecommunications
    • 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.”
    • 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.
  • Section 7 – Minimum Public Library Standards
  • Section 9 – Service Outlet Information
    • Test the download and upload speed of your public computer at http://testmy.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.
  • Section 10 – Officers and Trustees
    • 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.
  • Section 12 – Operating Fund Disbursements
    • Assurance
      • Here you type in the date of the meeting at which your board will review and accept the annual report. It is ok for this to be a date in the future. Remember to add to your February or March board meeting agenda “the review and acceptance of the 2018 Annual Report to the state.”
  • Suggested Improvements:
    • On the very last page of the annual report (called Suggested Improvements), it asks for the ‘Name of Person Completing Form’ and their ‘Phone Number’. Please note that everyone needs to fill out the name and number there, even if you are not suggesting improvements.

Upcoming Events