4/17/20
Hello Public Librarians,
IMLS has finally gotten back to the SDC’s with some information on the FY2020 annual report and I’m going to parcel out the information over a few emails. This first one is to make a slight revision to the guidelines for virtual programs. You will still continue to track them separately: in person programs, live-streaming virtual programs, and downloadable virtual programs.
However, IMLS does not want me to include the numbers for downloadable programs in the numbers for other downloadable videos offered through services like Hoopla and Kanopy. They want to keep the numbers for downloadable streaming services limited to videos that 1) have a set circulation period & 2) the library pays a subscription fee to access. I will still have a state-level question for downloadable programs, though, so I am still tracking them. The only change is that they are no longer part of the summation for downloadable videos.
I have posted the revised guidelines for virtual programs below. Thank you for your patience and understanding while we try to work through this unique situation at both the state and federal level. Please let me know if you have any questions or concerns.
To NH Public Librarians:
The NH State Annual Report currently asks for number of programs and program attendance by category (children, young adults, and other). Many libraries are changing the nature of programs offered during the current situation. It will be important for you to keep virtual program counts separate from physical programs. There are now three ways to count programming:
* Physical Programming – Count physical programs for the months that they were available as normal.
* Virtual Programs – I will add a question to the report for virtual programs. Count each instance of a live-streamed virtual program as one (1) virtual program. Count the audience while the program is live as attendees of the virtual program. Again, these numbers only apply to live-streamed programs via online meeting applications such as Zoom, Facetime, or Jitsi.
* Downloadable Programs – I will add a question to the report for downloadable programs. If you post a recording of a program to YouTube, Facebook, etc., count that as one (1) downloadable program and include the views for that video in downloadable program views.
This is the second email reporting on changes IMLS is making to the annual report in FY2020. Three new questions were approved for the annual report going forward. They are:
· Reference Transactions – Method: A new data element to track the method used to record Reference Transactions
o Annual count
o Annual estimate based on a typical week or weeks
· Library Visits – Method: A new data element to track the method used to record Library Visits
o Annual count
o Annual estimate based on a typical week or weeks
· Minor changes to the definition of Reference Transactions to make it match the definition used by the Reference & User’s Association (RUSA). (full revised definition and rationale for the change below)
There are two more changes that really won’t affect you. They are:
· Making Public Service Hours Per Year a summation of the open hours for the branches… which it is anyway, you just previously had to enter it separately. This change will prevent mathematical errors.
· Eliminating Current Print Serial Subscriptions. This will not affect you because I will continue to collect the data at the state level, it simply will no longer be reported to IMLS.
I am happy to address any questions or concerns regarding these new changes, while reminding you that they are coming from IMLS, not me.
Tim Rohe
Reference Librarian/State Data Coordinator
New Hampshire State Library
603-271-2060
603-271-2144 (Reference Desk)
Revise Definition of 502: Reference Transactions
Summary:
The proposed change revises the main part of the definition to be the same as that used by the Reference & User’s Association (RUSA). Various additional instructions about what to include (or not include) are retained as numbered “notes” so that the basic definition is nearly unchanged, yet the sticking points for those who enter the data are (hopefully) clarified. Finally, instructions related to using an estimate rather than an actual count (i.e., extrapolating from some number of weeks to the full year) would be delimited from the rest of the definition and clearly marked as such. The attached file shows the original and proposed data element documentation with comments about each of the segments.
Rationale:
Although an IMLS staff member submitted the proposal, the proposal was based on the work of an ad hoc subcommittee of the Library Statistics Working Group (LSWG). The committee reviewed various definitions of reference transactions, the literature on the trend in this data element, and the results of IMLS data element review research about the accuracy and utility of PLS data elements. It was clear that the lengthy definition was confusing for those who enter data. Yet the research indicated that there was potentially great utility, as one of a handful of PLS data elements that provided a metric about librarians’ one-on-one interactions with the public.
The proposed instrumentation seeks to separate the actual definition from notes and other information related to how individuals can report on reference transactions.
Current Definition:
Reference Transactions are information consultations in which library staff recommend, interpret, evaluate, and/or use information resources to help others to meet particular information needs. A reference transaction includes information and referral service as well as unscheduled individual instruction and assistance in using information sources (including websites and computer-assisted instruction). Count Readers Advisory questions as reference transactions. Information sources include (a) printed and nonprinted material; (b) machine-readable databases (including computer-assisted instruction); (c) the library’s own catalogs and other holdings records; (d) other libraries and institutions through communication or referral; and (e) persons both inside and outside the library. When a staff member uses information gained from previous use of information sources to answer a question, the transaction is reported as a reference transaction even if the source is not consulted again. If a contact includes both reference and directional services, it should be reported as one reference transaction. Duration should not be an element in determining whether a transaction is a reference transaction.
NOTE: It is essential that libraries do not include directional transactions in the report of reference transactions. Directional transactions include giving instruction for locating staff, library users, or physical features within the library. Examples of directional transactions include, “Where is the reference librarian? Where is Susan Smith? Where is the rest room? Where are the 600s? Can you help me make a photocopy?”
If an annual count of reference transactions is unavailable, count reference transactions during a typical week or weeks, and multiply the count to represent an annual estimate. [If the sample is done four times a year, multiply totals by 13, if done twice a year multiply by 26, if done only annually, multiply by 52.] A “typical week” is a time that is neither unusually busy nor unusually slow. Avoid holiday times, vacation periods for key staff, or 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.
New Definition:
Reference Transactions are information consultations in which library staff recommend, interpret, evaluate, and/or use information resources to help others to meet particular information needs.
Reference transactions do not include formal instruction or exchanges that provide assistance with locations, schedules, equipment, supplies, or policy statements.
NOTES:
(1)A reference transaction includes information and referral service, unscheduled individualinstruction and assistance in using information sources (including websites and computer-assisted instruction).
(2)Count Readers Advisory questions as reference transactions.
(3)Information sources include (a) printed and nonprinted material; (b) machine-readabledatabases (including computer-assisted instruction); (c) the library’s own catalogs and otherholdings records; (d) other libraries and institutions through communication or referral; and (e)persons both inside and outside the library.
(4)When a staff member uses information gained from previous use of information sources toanswer a question, the transaction is reported as a reference transaction even if the source isnot consulted again.
(5)If a contact includes both reference and directional services, it should be reported as onereference transaction.
(6)Duration should not be an element in determining whether a transaction is a referencetransaction.
(7)Do not include transactions that include only a directional service, such as instruction forlocating staff, library users, or physical features within the library. Examples of directionaltransactions include, “Where is the reference librarian? Where is Susan Smith? Where is therest room? Where are the 600s? Can you help me make a photocopy?”
Tim Rohe
Reference Librarian/State Data Coordinator
New Hampshire State Library
603-271-2060
603-271-2144 (Reference Desk)