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Bibliostat Collect: COVID-19 Training Materials

Bibliostat Collect is the reporting tool used to collect data for the Public Libraries Survey each fiscal year.

COVID-19 Training Materials

New Questions and Special Circumstances

FY2020 Bibliostat Collect/Annual Survey Guidelines for Reporting

NEW Questions or special circumstances and guidance

1.7 Registered User – System

Federal Definition: A registered user is a library user who has applied for and received an identification number or card from the public library that has established conditions under which the user may borrow library materials or gain access to other library resources. (Output Measures for Public Libraries, 2nd edition).

Note: Files should have been purged within the past three (3) years.

You may include digital cards issued during the pandemic.

2.1 Number of Internet Computers for Use by General Public

Report the number of the library’s Internet computers [personal computers (PCs) and laptops], whether purchased, leased, or donated, used by the general public in the library.

Report the typical number of internet computers for use by the general public BEFORE the pandemic.

2.2 Number of Uses (sessions) of Public Internet Computers Per Year

Federal Definition: Report the total number of individuals that have used Internet computers in the library during the last year. If the computer is used for multiple purposes (Internet access, word-processing, OPAC, etc.) and Internet users cannot be isolated, report all usage. A typical week or other reliable estimate may be used to determine the annual number. Sign-up forms or Web-log tracking software also may provide a reliable count of users.

Note: This count includes only the library’s Internet computers. Do not include wifi access using non-library computers. The number of uses (sessions) may be counted manually, using registration logs. Count each use (session) for public internet computers, regardless of the amount of time spent on the computer. A use (session) on the library’s public internet computer(s) three times a year would count as three uses (sessions). Software such as “Historian” can also be used to track the number of uses (sessions) at each public internet computer. If the data element is collected as a weekly figure, multiply that figure by 52 to annualize it.

If you do not have sign-up forms, web-tracking software, or were unable to do your typical week count, enter -1 and include a Federal Note explaining the circumstances. The Public Libraries Survey recognizes -1 as “unavailable”.

NEW 2.5 Do you have internet providers other than the WV Library Commission?

Select Yes or No from the pull-down menu.

NEW 2.5a If Yes, please enter the other provider(s) name or N/A if you answered No.

Enter other internet provider(s) names if applicable. Enter N/A if no applicable.

4.1 Annual Attendance (Main)

4.9 Annual Attendance (Branches)

4.16 Annual Attendance (Bookmobiles)

Federal Definition: This is the total number of persons entering the library for whatever purpose during the year. Note: If an actual count of visits is unavailable, determine an annual estimate by counting visits during a typical week in October and multiplying the count 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 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).

Only report patrons that had access to the library building or bookmobile. Do not include any patrons that came to the library for curbside pick-up or other services while the library was closed to the public. You will get an opportunity to report the number of curbside transactions in Question 4.44, if you have that information. If you do not utilize a door counter, other tracking processes, or were unable to do your typical week count, please enter -1. The Public Libraries Survey recognizes -1 as “unavailable”.

4.2 Annual Reference Transactions (Main)

4.10 Annual Reference Transactions (Branches)

Federal Definition: REVISED: 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. 2 NOTES: (1) A reference transaction includes information and referral service, unscheduled individual instruction 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 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. (4) 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. (5) If a contact includes both reference and directional services, it should be reported as one reference transaction. (6) Duration should not be an element in determining whether a transaction is a reference transaction. (7) Do not include transactions that include only a directional service, such as 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?” Annual Count vs. Annual Estimate 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. 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. Example: If there are four weeks sampled, multiply the totals for those four weeks by 13 to get an estimate for the full year. If the sample is done twice a year (one week at each time, two weeks total) multiply the count by 26 to get the estimated annual count.

Read the definition carefully. If you do not have a method to track reference transactions daily or were unable to do your typical week count, enter -1 and include a Federal Note explaining the circumstances. The Public Libraries Survey recognizes -1 as “unavailable”.

4.5 Hours Open Per Week (Main)

4.13 Hours Open Per Week (Branches)

4.18 Hours Per Week Bookmobile Open to Public

Report the typical number of hours the library is open per week BEFORE the pandemic.

4.6 Number of Weeks Library is Open Per Year (Main)

4.14 Number of Weeks Branch is Open Per Year

4.19 Number of Weeks Bookmobile is Open Per Year

Federal Definition: This is the number of weeks during the year that the main library was open to the public.

Report the number of weeks that the main library allowed patrons to enter the building, even if you restricted the number of patrons allowed and temporarily adjusted hours.

4.6a Number of Weeks Library Closed Due to COVID-19 (Main)

4.14a Number of Weeks Branch Closed Due to COVID-19

4.19a Number of Weeks Bookmobile Closed Due to COVID-19

Federal definition: This is the number of weeks during the year that due to the Coronavirus (COVID-19) pandemic, an outlet building was physically closed and the public could not enter, when it otherwise would have been open.

NOTE: Round to the nearest whole number. If building did not close to the public due to the pandemic, enter zero. The sum of 4.6 + 4.6a should equal or be fewer than 52 weeks.

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

Report the number of weeks the library was closed to the public. The number of weeks open plus the number of weeks closed should equal or be fewer than 52 weeks.

4.6b Number of Weeks Library Had Limited Occupancy Due to COVID-19 (Main)

4.14b Number of Weeks Branch Had Limited Occupancy Due to COVID-19

4.19b Number of Weeks Bookmobile Had Limited Occupancy Due to COVID-19

Federal definition: This is the number of weeks during the year that an outlet implemented limited public occupancy practices for in-person services at the library building in response to the Coronavirus (COVID-19) pandemic.

NOTE: Round to the nearest whole number. If building did not have a limited occupancy or similar practice due to the pandemic, enter zero. Weeks can be counted in both 4.6 and 4.6b (that is, a library was open to the public and implementing limited occupancy practices in the same week). Question 4.6b should not be greater than 4.6.

Limited public occupancy practices can include reduced hours open, limits on the number of public members inside the physical building, appointment only on-site library use, visitor time limits, closed stacks or meeting rooms, etc.

Enter the number of weeks the library had limited occupancy. This question is independent of Number of Weeks Library is Open Per Year and Number of Weeks Closed due to COVID-19.

Programs – System

Questions 4.28 – 4.35

There will be separate guidance on how to report programming for the survey.

Services - Changes Due to COVID-19 Add this new section after 4.41Select Name of Consortium from drop down menu

NEW 4.42 Date of Closure to the Public

Definition: First day you stopped allowing patrons to be physically inside of your library building.

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

Enter date of closure even if you have previously submitted the information to the West Virginia Library Commission. This is to ensure accuracy.

NEW 4.43 Date of Reopening to the Public

Definition: First day you began allowing patrons to be physically inside of your library building again. If your library had not reopened by the end of the reporting period, June 30, 2020, please enter N/A.

Enter date of reopening, if applicable, even if you have previously submitted the information to the West Virginia Library Commission. This is to ensure accuracy.

NEW 4.44 Number of Curbside Library Materials Transactions

Definition: Similar terms could include outside, vestibule, or porch pickups or drop-offs, delivery, etc. Enter the number of curbside library materials transactions that you provided. The number of curbside items checked out will be captured in Physical Item Circulation.

Enter the count for curbside library materials transactions. If you did not provide curbside library materials service, enter N/A. If you offered the service, but did not keep a count of your curbside library materials transactions, please enter -1. The Public Libraries Survey recognizes N/A as “Not Applicable” and -1 as “unavailable”.

NEW 4.45 Annual Attendance Reporting Method

Select from the pull-down menu which reporting method you used to calculate your annual attendance numbers. If you were unable to track this number, please leave blank.

NEW 4.46 Annual Reference Transactions Reporting Method

Select from the pull-down menu which reporting method you used to calculate your annual reference transaction numbers. If you were unable to track this number, please leave blank.

NEW Questions 4.47 – 4.59 Service Changes Due to COVID-19

Read the question, description, and definition. Answer Y or N from the pull-down menu. Separate guidance will be provided for this section. See Service Changes Due to COVID-19.

NEW Additional Service Changes Information

Please provide any additional information you’d like to share about how your services changed during the period from the beginning of your library’s closure to the public up until June 30, 2020. Examples: Increased or began curbside services, made free materials available for pick-up, worked with other entities to provide food and/or supplies pick-up, and any other service that was not addressed in this survey.

Personnel

Questions 5.1 – 5.8

Report figures as of the last day of the fiscal year. Include all positions funded in the library’s budget whether those positions are filled or not. Enter total hours worked per week by all employees in each category. Bibliostat will convert to Full Time Equivalents (FTE).

 

Virtual Programming Guidance

LIBRARY PROGRAMS

4.28  Number of Children's Programs

4.30  Number of Young Adult Programs

4.32  Total Number of Adult Programs

Federal Definition: A program is any planned event which introduces the group attending to any of the activities or which directly provides information to participants.  Programs may cover use of the library, library services, or library tours. Programs may also provide cultural, recreational, or educational information, often designed to meet a specific social need. Examples of these types of programs include film showings, lectures, story hours, literacy, English as a second language, citizenship classes, and book discussions.

Count all programs, whether held on– or off–site, that are sponsored or co-sponsored by the library. Exclude programs sponsored by other groups that use library facilities. If programs are offered as a series, count each program in the series. For example, a film series offered once a week for eight weeks should be counted as eight programs.

Note: Exclude library activities delivered on a one-to-one basis, rather than a group, such as one-to-one literacy tutoring, services to homebound, résumé writing assistance, homework assistance, and mentoring activities.

Note: Children's age is defined as 11 years and under. Click on the following links to view information: http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=95357 The National Center for Education Statistics (NCES): Children and Young Adults Defined [Services and Resources for Children and Young Adults in Public Libraries, August 1995, NCES 95357]

Note: Young Adult age is defined as 12-18 years. Click on the following links to view information: http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=95357 The National Center for Education Statistics (NCES): Children and Young Adults Defined; [Services and Resources for Children and Young Adults in Public Libraries, August 1995, NCES 95357] http://www.ala.org/ala/mgrps/divs/yalsa/yalsa.cfm The Young Adult Library Services Association (YALSA) defines young adults as age 12-18.

4.28a Number of Children’s Live Virtual Programs 

4.30a  Number of Young Adult Virtual Live Programs

4.32a Number of Adult Live Virtual Programs

Federal definition: Live, virtual programs (see definition of Total Number of Library programs, question 4.34), are conducted via a Web conferencing or Webinar platform such as Facebook, YouTube, or Zoom, during which a library staff member (or other party sponsored by the library) is presenting to or interacting with an audience in real-time.

Live virtual programming meets the current definition of programs. WV has opted to keep live virtual program data separate for at least the FY2020 reporting year and possibly the FY2021 reporting year due to the change in circumstances at libraries across the state.

Count will be included in 4.34 Total Number of Library Programs. Do not duplicate data in question 4.28 Number of Children’s Library Programs, 4.30 Number of Young Adult Programs, or in 4.32 Total Number of Adult Programs. See individual questions for the definition by age group.

4.28b Number of Children’s Recordings of Program Content

4.30b  Number of Young Adult Recordings of Program Content

4.32b Number of Adult Recordings of Program Content

Federal definition: NOTE: Recordings of program content include video or audio recordings created by a library staff person (or other party sponsored by the library) and posted to a video or audio hosting platform for the audience to view or listen to on-demand. Do not include promotional or marketing content.

Recordings of program content do not meet the current definition of programs in its entirety. A recording of program content is a video or audio recording of content that meets the definition of a program except that it is not streamed live.

State Level Question - Count will not be included in 4.34 Total Number of Library

Programs.

ATTENDANCE/VIEWS

4.29  Total Children's Program Attendance

4.31  Total Young Adult Program Attendance

4.33  Total Adult Program Attendance

The count of the audience at all programs for which the primary audience is children 11 years and under. Include adults* who attend programs intended primarily for children.

The count of the audience at all programs for which the primary audience is young adults 12 to 18 years. Include adults* who attend programs intended primarily for young adults.

The count of the audience at all library programs for which the primary audience is adults during the reporting period.

Note: Do not count attendance at 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.

* Please count all patrons that attend the children's program regardless of age.

See specific age group Number of Programs for the definition of a library program.

4.29a Total Children’s Live Virtual Program Attendance

4.31a  Total Young Adult Live Virtual Program Attendance

4.33a Total Adult Live Virtual Program Attendance

Report unique or peak views.

Count will be included in 4.35 Total Program Attendance. Do not duplicate data in questions 4.29 Total Children’s Program Attendance, 4.31 Total Young Adult Program Attendance, or 4.33 Adult Program Attendance. See individual questions for the definition of programs by age group.

4.29b Total Children’s Recordings of Program Content Views

4.31b  Total Young Adult Recordings of Program Content Views

4.33b Total Adult Recordings of Program Content Views

Include total views of recorded program content and/or or on-demand views of live virtual programs.

Total views of recorded program content:  Count total views of recorded program content for the reporting period (fiscal year). NOTE: For events made available via Facebook, report 1 minute views. For other platforms, report unique views.

Total on-demand views of live virtual programs: For live-streamed events made available for later viewing, count total on-demand views for the reporting period (fiscal year). Do not include views of the live broadcast (these will be reported under program attendance). NOTE: For events made available via Facebook, report 1 minute views. For other platforms, report unique views.

State Level Question – Count will not be included in 4.35 Total Program Attendance.

TOTALS

4.34  Total Number of Library Programs (4.28 + 4.28a + 4.30 + 4.30a + 4.32 + 4.32a)

4.34a Total Recordings of Program Content (4.28b + 4.30b +4.32b)

4.35  Total Program Attendance (4.29 + 4.29a + 4.31 + 4.31a + 4.33 + 4.33a)

4.35a Total Recordings of Program Content Views (4.29b + 4.31b + 4.33b)

 

Changes Due to COVID-Guidance

Changes Due to COVID-19 Guidance

NEW 4.6a Number of Weeks Library Closed Due to COVID-19 – Main

NEW 4.14a Number of Weeks Library Closed Due to COVID-19 – Branches

NEW 4.19a Number of Weeks Library Closed Due to COVID-19 – Bookmobile

Federal definition: This is the number of weeks during the year that due to the Coronavirus (COVID-19) pandemic, an outlet building was physically closed and the public could not enter, when it otherwise would have been open.

NOTE: Round to the nearest whole number. If building did not close to the public due to the pandemic, enter zero. The sum of 4.6 + 4.6a should equal or be fewer than 52 weeks.
An outlet is considered physically closed when the public cannot access any library buildings or bookmobiles, regardless of staff access. A building can be physically closed but still offer virtual, Wi-Fi, or “curbside” services outside the building.

NEW 4.6b Number of Weeks Library Had Limited Occupancy Due to COVID-19 - Main

NEW 4.6b Number of Weeks Library Had Limited Occupancy Due to COVID-19 - Branches

NEW 4.6b Number of Weeks Library Had Limited Occupancy Due to COVID-19 - Bookmobile

Federal definition: This is the number of weeks during the year that an outlet implemented limited public occupancy practices for in-person services at the library building in response to the Coronavirus (COVID-19) pandemic.

NOTE: Round to the nearest whole number. If building did not have a limited occupancy or similar practice due to the pandemic, enter zero. Weeks can be counted in both 4.6 and 4.6b (that is, a library was open to the public and implementing limited occupancy practices in the same week). Question 4.6b should not be greater than 4.6.

Limited public occupancy practices can include reduced hours open, limits on the number of public members inside the physical building, appointment only on-site library use, visitor time limits, closed stacks or meeting rooms, etc.

NEW Questions 4.47 – 4.59 Service Changes Due to COVID-19

Read the question, description, and definition for each question in this section. Answer Y or N from the pull-down menu.

4.47 Closed Outlets Due to COVID-19

Were any of the library’s outlets physically closed to the public for any period of time due to the Coronavirus (COVID-19) pandemic?

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

4.48 Public Services During COVID-19

Did library staff continue to provide services to the public during any portion of the period when the building was physically closed to the public due to the Coronavirus (COVID-19) pandemic?

NOTE: Services to the public can include activities such as:

  • answering calls, emails, or texts with answers to information requests from the public;
  • hosting virtual programming or recorded content;
  • offering “curbside,” delivery (mail or drop-off), or drive-thru circulation of physical materials;
  • managing IT services to ensure external Wi-Fi access; and
  • providing other types of online and electronic services,

regardless of the location of library staff when they provided services (i.e., working from home or in the building that was closed to the public).

4.49 Electronic Materials Added Due to COVID-19

Did the library add or increase access to electronic collection materials due to the Coronavirus (COVID-19) pandemic?

NOTE: Adding or increasing materials can include:

  • increasing the concurrent or monthly borrowing limits for electronic materials,
  • increasing the number of electronic materials and holdings, or
  • otherwise augmenting the public’s ability to use electronic materials.

These materials can include those the library did not pay for itself, such as those provided through the state library administrative agency, library consortium, or vendor at no cost in response to the pandemic.

Types of electronic materials include e-books, audio and video downloadables, e-serials (including journals), government documents, databases (including locally mounted, full text or not), electronic files, reference tools, scores, maps, or pictures in electronic or digital format, including materials digitized by the library.

4.50 Electronic Library Cards Issued Before COVID-19

Did the library allow users to complete registration for library cards online without having to come to the library before the Coronavirus (COVID-19) pandemic?

NOTE: Online library cards provide users access to electronic collection materials and databases without having to be physically present at a library outlet to register for the card. Refer to the definition of 1.17 Number of Registered Users.

4.51 Electronic Library Cards Issued During COVID-19

Did the library allow users to complete registration for library cards online without having to come to the library during the Coronavirus (COVID-19) pandemic?

NOTE: Online library cards provide users access to electronic collection materials and databases without having to be physically present at a library outlet to register for the card. Refer to the definition of 1.17 Number of Registered Users.

4.52 Reference Service During COVID-19

Did the library provide reference service via the Internet or telephone when the building was physically closed to the public during the Coronavirus (COVID-19) pandemic?

NOTE: Refer to the definition of Reference Transactions (see question 4.22). Include references service provided via email, chat, and text.

4.53 Outside Service During COVID-19

Did the library provide 'outside' service for circulation of physical materials at one or more outlets during the Coronavirus (COVID-19) pandemic?

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

4.54 Live Virtual Programs During COVID-19

Did the library provide live, virtual programs via the Internet during the Coronavirus (COVID-19) pandemic?

NOTE: Live, virtual programs (see definition of Total Number of Library programs, question 4.34), are conducted via a Web conferencing or Webinar platform such as Facebook, YouTube, or Zoom, during which a library staff member (or other party sponsored by the library) is presenting to or interacting with an audience in real-time.

4.55 Recordings of Program Content During COVID-19

Did the library create and provide recordings of program content via the Internet during the Coronavirus (COVID-19) pandemic?

NOTE: Recordings of program content include video or audio recordings created by a library staff person (or other party sponsored by the library) and posted to a video or audio hosting platform for the audience to view or listen to on-demand. Do not include promotional or marketing content.

4.56 External WiFi Access Before COVID-19

Did the library provide Wi-Fi Internet access to users outside the building at one or more outlets before the Coronavirus (COVID-19) pandemic?

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

4.57 External WiFi Access Added During COVID-19

Did the library intentionally provide Wi-Fi Internet access to users outside the building at one or more outlets during the Coronavirus (COVID-19) pandemic?

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

4.58 External WiFi Access Increased During COVID-19

Did the library increase access to Wi-Fi Internet access to users outside the building at one or more outlets during the Coronavirus (COVID-19) pandemic?

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

4.59 Staff Re-Assigned During COVID-19

Did library staff work for other government agencies or nonprofit organizations instead of, or in addition to, their normal duties during the Coronavirus (COVID-19) pandemic?

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

 

West Virginia Library Commission
1900 Kanawha Blvd East | Culture Center, Bldg. 9 | Charleston, WV 25305
In-State Toll Free : (800) 642-9021 | (304) 558-2041
WV.gov