MHLS Tips for Member Libraries for Completing the 2017 Annual Report

Here are some tips and information to help making the process of completing your 2017 annual report easier. New tips will be added to this page as they are uncovered. Updated 2/14/18.

  • General Information:
    • The 2017 Annual Report for Public and Association Libraries software is unlocked and ready for libraries to use. Log in at http://collect.btol.com.
    • Each library is required to do an annual report online. All reports should be fully submitted by February 16, 2018 at 5pm.
    • Software: Bibliostat Collect is supported on both Mac and Windows operating systems. It is best viewed using Internet Explorer 6.0 or higher or Firefox 1.5 or higher. When using Internet Explorer 10 or higher, Compatibility View needs to be enabled (this can be found under the Tools menu). No version of the Google Chrome browser can be used to access Collect at this time. Use of this browser can result in data loss in repeating groups. The Microsoft Edge browser cannot be used.
    • MHLS will send each library in the delivery an annual report packet of information including:
      • Sierra data for answering the questions regarding Library Collection, Library Use and Library Transactions that use data contained in Sierra.
      • Financial info from the MHLS Business Office for funds that passed through MHLS.
      • Website count if your website is managed by MHLS.
      • Wireless count if you have an Aerohive router.
    • Getting Started Tutorial
    • Finishing Up Tutorial
    • Printable version of the Instructions
    • Printable version of the Questions
    • Outline of Changes for 2017
    • All questions must be answered – leave no blanks. If the question does not pertain to your library and the box is looking for text data, enter N/A; if the box requires a numerical entry, enter 0.
    • In order to save data, users MUST hit the ‘Save’ button at the top or bottom of every page before proceeding to another section of the report. Failure to do so may result in lost data.All questions must be answered – leave no blanks. If the question does not pertain to your library and the box is looking for text data, with N/A; if the box requires a numerical entry, enter 0.
    • Notes:
      • In previous years, the Note icon had a Local, State and Federal tab for you to make a choice of who would see it. All Notes are now encompassed in one note field, so Local Notes are not encouraged.
      • The only Notes you add to the reports should be ones that are asked for. The report asks for them either in an edit check, or in the text of the question (for example: If they say “yes” to Other Collaborations under Summer Reading Program, Early Literacy Programs, Adult Literacy, and/or Programs for English Speakers of Other Languages, you must list them in a note).
    • A reminder to add to your February or March Board meeting agenda the review and acceptance of the library annual report.
  • Part 1 – General Library Information
    • Q1.51 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: closed for extreme weather, construction on roads around library, loss of programming staff, loss of funding for programs etc… If it applies to you, be sure to answer “yes” to this question as this is the first answer the state looks at when reviewing your annual report so they know to expect it to affect your statistics.
  • Part 2 – Library Collection
    • Q2.13 Electronic Books: This number is a count of the number of E-Book titles you have in your collection you have that have a circulation period. The collection number of OverDrive E-Books has been provided to you by MHLS. This number is down from last year because of the monthly weeding of metered OverDrive E-Book titles with no time or checkouts available, that MHLS began in June 2017 at the request of the Directors Association.
    • Q2.14 Local Electronic Collections: This number is a count of the number of electronic resources you have in your collection you have that do not have a circulation period. All member libraries should report a minimum of 6 (Chiltons, ConsumerReports, JobNow, Mango Languages, TumbleBooks, RBdigital E-Magazines).
      • If your library purchases (or your county purchases for your library) additional electronic collections that do not have a circulation period (including Freegal or Indiflix) add them to this number. Count each collection as 1.
    • Q2.17 Audio – Downloadable Units: This number is a count of the number of E-Audio titles you have in your collection you have that have a circulation period. The collection number of OverDrive E-Audiobooks has been provided to you by MHLS.
    • Q2.18 Video – Downloadable Units: This number is a count of the number of Downloadable Video titles you have in your collection you have that have a circulation period.
  • Part 3 – Library Programs, Policies & Services
    • Q3.15 Accessibility: You can check to see your library is registered for services with the NYS Talking Book & Braille Library here.
    • Q3.16-3.28 Library Sponsored Programs is designed to be a total of the year. The sections that follow it (Summer Reading Programs, Early Literacy Programs, Adult Literacy, Programs for English Speakers of Other Languages, Digital Literacy) are sub-sections of specific interest to the state, and the programs/attendance are included in  the total, but the subsections are not designed to add up to equal the total.
      • One on One Programming Sessions: There are questions regarding one-on-one program sessions and one-on-one program attendance in the areas of Library Sponsored Programs, Adult Literacy, Programs for English Speakers of Other Languages and Digital Literacy. The instructions say “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…homework assistance, and mentoring activities.”
      • Other Collaborators: If you say “yes” to Other Collaborations under Summer Reading Program, Early Literacy Programs, Adult Literacy, and/or Programs for English Speakers of Other Languages, you must list them in a state note.
      • Q3.29-3.50 Summer Reading Program: Many of the answers here come directly from the 2017 Summer Reading Report you submitted to MHLS. If you do not have a copy, you can request it from Kerstin.
      • Children are defined as people who are 11 years of age and younger.
      • Young Adults are defined as people who are 12 years of age and no more than 18 years of age.
  • Part 4 – Library Transactions
    • Internal Library usage is not considered part of circulation by NYS for the purposes of this report.
    • Q4.12 Use of Electronic Material
      • This number is a count of circulations of electronic material that require user authentication and have a circulation period. The number provided to you by MHLS includes your OverDrive E-Book and E-Audio statistics, plus the circulation of any item you have with a Sierra annual report code of ‘Electronic Material’.
      • If your library has additional circulation statistics of similar online library resources that require user authentication and have a circulation period (for example Freading or Hoopla) add that usage to this number.
    • Q4.13 Successful Retrieval of Electronic Material
      • This number is a count of the use of electronic material that requires user authentication but does not have a circulation period.
      • The number provided to you by MHLS includes the system-wide group-buy databases: Your RBdigital E-Magazine usage, your ConsumerReport and TumbleBooks usage (which are collected by library patron barcode prefix), as well as your Chiltons, JobNow, Mango usage (where your portion of the usage is assigned on a per capita ratio).
      • If your library has additional statistics of similar electronic resources that require user authentication but do not have a circulation period (for example Freegal or Indiflix) add their usage here.
      • Add the number of AWE computer uses here.
    • Q4.19 Does the library offer virtual reference? Note that you can say yes if you answer reference emails. It does not have to be a formal Skype service or an Ask the Librarian interface.
    • Q4.20 Interlibrary Loan – Materials Received: The data supplied to you by MHLS for answering this question includes Sierra system holds circulated at your terminal which were received from other member libraries, and holds checked out in Sierra using the recommended process of “ILL dummy cards” with an ITYPE of ILL.
    • Q4.21 Interlibrary Loan – Materials Provided: The data supplied to you by MHLS for answering this question is a count of the number of times your items are checked out at other member library locations.
  • Part 5 – Technology & Telecommunications
    • Q5.6-5.8 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.
  • Part 9 – Service Outlet Information
    • Q27 Number of uses (sessions) of public Internet computers per year: 
      • If your library runs SAM 9, you can pull these statistics from the SAM administration interface through this guide.  Questions? Contact Gerry.
      • If your library has upgraded to SAM 10, there is a different report interface and you need to contact Comprise for assistance in running the report.
    • Q29 & 30 Test the download and upload speed of your public computer at http://testmy.net
  • Part 10 – Officers & Trustees
    • Number of Trustees and Terms: 
      • Q10.2 through 10.6 regarding range of trustees are locked fields. If information is incorrect in these questions please indicate changes in the Note field. See updated instructions also.
  • Part 12 – Operating Fund Disbursements
    • Q 12.42 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 2017 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.

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