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.
August 14, 2003
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