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Ministry of Tourism, Culture and Sport LibStats Application User

1. Warning Warning Warning B6 0 Total capital expenditures amount has a variance greater than or equal to 10 from the previous survey period C2 3 3 Circulating number of Titles of E resources for each language has a variance greater than or equal to 10 from the previous survey period Warning Warning C2 3 4 Circulating number of Copies of E resources for each language has a variance greater than or equal to 10 from the previous survey period F1 0 Total annual circulation of your library board has a variance greater than or equal to 10 from the previous survey period F2 2 Annual program attendance has a variance greater than or equal to 10 from the previous survey period Warning Warning Warning G1 3 1 Number of people using library workstations has a variance greater than or equal to 10 from the previous survey period G1 3 2 Number of times electronic databases are accessed by library users has a variance greater than or equal to 10 from the previous survey period Page Size 49 Submit Warning Warning Previous Click Sign Off button to notify the Ministry that you are ready to sign off Sign off The sign off button will be displayed again to enable sign off once the changes have been made to the data Important note If the submission is signed off but then cancelled in order to make changes to the data the user must run the sign off process again a Frequently Asked Qu
2. Click on the Library ID number to access the administration forms for that library Note Users can change the Administration module information at any time Library Name Survey Period OLS Region Library Service Type Status Search E Reset Apply A B C D E F G H I J K L M No oo Pe Rs lt Library ID A Library Name Survey Period OLS Region Library Service Type Status d Addington Highlands Twp Calendar Year TEPEN Public or Union Library i Library Service Page Size 10 Note Library users cannot search for or access libraries for which they don t have access 21 Library Details Note 1 indicates a mandatory field Note 2 Data will be validated upon entry and cannot be saved unless it conforms to the field requirements Library Number LO005 Library Legal Name Addington Highlands Twp Period for which this survey applies Calendar Year Ontario Library Service OLS Region Southern Ontario Library Service Library Service Type Public or Union Library Status Open Upper Tier Code Date Opened 2000 01 01 Date Closed Restructuring Date Restructured Library Comments Restructuring Information Rural South Library Number Cannot be changed by a library user Library Legal Name This is the legal name of the Municipality Local Services Board or First Nation or organization that is contracting for the library service Ontario Library Service OLS Region Ontario Libra
3. MLSF004 F2 2 Annual program attendance has a variance greater than or equal to 10 from the previous survey period MLSG002 G1 1 3 Total circulation of all library materials has a variance greater than or equal to 10 from the previous survey period MLSG003 Gi 2 1 Total in library materials use has a variance greater than or equal to 10 from the previous survey period MLSG004 G1 3 1 Number of people using library workstations has a variance greater than or equal to 10 from the previous survey period MLSG005 G1 3 2 Number of times electronic databases are accessed by library users has a variance greater than or equal to 10 from the previous survey period MLSG006 G1 3 3 Number of people using public library wireless connection has a variance greater than or equal to 10 from the previous survey period MLSG008 G1 4 2 Number of electronic reference transactions has a variance greater than or equal to 10 from the previous survey period MLSG010 G1 5 1 Number of visits to the library made in person has a variance greater than or equal to 10 from the previous survey period MLSG011 G1 5 2 Number of electronic visits to the library has a variance greater than or equal to 10 from the previous survey period Grand Total Fixing errors and warnings Administration Data Collection Queries Reports and Extracts Submission Period Annual Public Library Statistics 2011 Organization Addington Highlands Twp L0005 Library Statistics Data Sub
4. If the library CEO or contact Local Services Board Chair or person with signing authority for the First Nations Band is not the contact person to answer any questions the Ministry may have about information provided on the survey add a new contact and provide the name telephone number fax and e mail address of the person to contact Library List Library Addington Highlands Twp LO005 Search Reset Apply PERSONNEL fAlB clolE FIGIH 1 kK L mM INJo P QiRi s tlulviwix y z Chris Chris June June Page Size 10 1 Click New 2 Complete the form as per the guidelines on page 26 3 Click Save when done First Name Last Name Position Type Adult Con Ed Telephone Number Fax Number Email Address Assignment Start Date Assignment End Date Comments 27 Delete a personnel record If a contact leaves the library or is no longer in the role of a contact with the Ministry delete their contact record 1 Select the contact to be deleted from the list on the left side of the form PERSONNEL alelclol T eleli lkl EIM nenn N olelolRys rlulvlwix y z FirstName y Last Name Gary Position Type Adult Con Ed X Telephone Number 416 555 1215 x Chris Chris Fax Number Gary Gary Email Address gary gmail com Mane tune Assignment Start Date 2003 07 24 a Page Size 10 Assignment End Date ji Comments
5. Nation Band or Local Services Board for library operations If the municipality county First Nation Band or Local Services Board pays library related facility utility costs and salary and 35 benefit costs the amount of those payments must be included in the Local Operating Grant to reflect local support and in the facilities utilities expenditure line B4 4 to ensure that all library related facility utility expenditures are captured B2 3 Contract Revenue Some library boards have contracts with local services boards municipalities and First Nation Bands to provide their residents with library services If your library has such a contract report revenue received here Specify the names of the contracting municipalities local services boards or First Nation Bands and give the amounts you receive from each organization B2 4 Project Grants m the dran dawn lict helmar 100 Other Project C 100 B2 4 1 Total Project Grants 200 B2 5 Donations monies donated by outside bodies e g Friends groups trust funds etc 100 B2 6 Self Generated Revenue e g fines fees sales fundraising room rentals cafe revenue etc 200 B2 7 Debt Services and Reserve Fund Revenues 100 B2 8 Other Specify any other source of funds not included above and indicate the amount received from each funding source listed e g Connectivity Connectivity 200 B2 9 Total Operating Revenues 800 B2 4 Project Grants This is targeted funding recei
6. cellular phones personal computers or other types of personal media players Downloadable media often will appear in proprietary file formats which will only play on defined devices Mainly downloadable media appears in more common or universal or open source formats such as mp3 pdf Comment Box Please use this box to list the names of your special collections or to highlight your collection related achievements for the survey year e g digitization of a local history collection Click Save to save all the data in Section C Click Next to go to the next form 44 Section D Library System Staffing This section asks for information on full time and part time library staff and volunteers organized by job class Assign staff to job classes based on the qualifications for the job class As many library employees work somewhat different hours in the summer months do not use summer hours as a basis for staffing reports Report staffing based on hours worked in a typical week in the calendar year e D1 1 Full Time A full time job class is one where an individual works at least 35 hours per week or full time equivalent Count workers in job classes working fewer than 35 hours per week or full time equivalent as part time If your library does not have any job classes that work 35 hours or more or full time equivalent per week do not report any full time employees e D1 2 Part Time A part time job class is one where an individual works fe
7. Administration Data Collection Queries Reports and Extracts Help User Name Tishkovirl DSAH200866 avigation Report Extract Listing VIEW REPORT EXTRACT LIST Report Extract LIBSTATOO1 Public Libraries Organization Sign off Validation Report Request Date 2014 06 06 10 46 AM Status Generated Format PDF Language English Download Creates a PDF which can be saved on your storage media Delete the validation report 70 Sample report EDCS Enterprise Data Collection Solution LIBSTAT001 Public Libraries Organization Sign off Validation Report Organization Addington Highlands Twp L0005 Submission Period Annual Public Library Statistics 2012 2013 2013 06 30 Submission Status Open MLSE006 E3 2 Number of services points for branches open 12 hours per week or more has a variance greater than or equal to 5 from the previous survey period MLSE007 E3 2 Total weekly hours of operation for branches open 12 hours per week or more has a variance greater than or equal to 5 from the previous survey period MLSE008 E3 3 Number of services points for branches open less than 12 hours per week has a variance greater than or equal to 5 from the previous survey period MLSF002 F1 0 Total annual circulation of your library board has a variance greater than or equal to 10 from the previous survey period MLSF003 F2 1 Number of programs held annually has a variance greater than or equal to 10 from the previous survey period
8. Delete Save 2 Add a comment to indicate that the person has left or is no longer in that role 3 Click Delete User will be asked to confirm Confirmation required Are you sure you want to delete this entry me If sure click Yes Note The contact record can also be updated with information for a new contact In that case change the information required and click on Save 28 Data Collection Data Submission Process Overview library contracting organization users Note Once the library has signed off the data the Ministry will review and conduct its own sign off Select and open data submission Enter data page by page save after each l Fix errors Cancel Sign off Certify Data Cancel Sign off Investigate and fix warnings Confirm sign off If you have to leave your computer or interrupt your data entry be sure to save before doing SO Note Errors and warnings the system will allow you to save if there are warnings but if there are errors you willnot be allowed to save until they are corrected Errors must be corrected before proceeding You should pay attention to both errors and warnings to ensure that data is correct Data Submission Status Codes Status Explanation Pending opening The Ministry has opened the data submission but either the Library s previous submission has not been fully signed off and or the start date of the new submission has not been re
9. Municipality Local Services Board or First Nation Band The Public Library Board Municipality Local Services Board oy First Nation Band during the reporting period herewith accepts the above report certifies its essential accuracy and transmits it to the Ministry of Tourism Culture and Sport in accordance with the above statute and consents to the release of the information contained in the report pursuant to subsection 17 3 of the Freedom of Information and Protection of Privacy Act R S 0 1990 chapter F 31 as amended second signature if locally required Print Name of Chief Executive Officer Print Name of Chief Executive Officer and Chair Person or Authorized Official and Chair Person or Authorized Official Signature of Chief Executive Officer Signature of Chief Executive Officer and Chair Person or Authorized Official and Chair Person or Authorized Official Please ensure that you retain a copy of the survey that you e filed and a signed copy of the certification m your records for audit purposes as the e filed survey is not a signed document Print this certification complete and have it signed and attach it to your e filed survey Do not return this acknowledgement and certification to the Ministry 67 Signing off a data submission Once all of the data has been entered online and certified the submission is ready to be signed off by the library user After the library has signed off the submission data will be e lo
10. Other Business and Economic Sector Partnerships Comments Previous H1 9 Business and Economic Sector Partnerships H1 9 1 Select Yes or No to indicate whether your library has any partnerships with the business and economic sector H1 9 2 If yes select from the drop down menu and add new lines as applicable If not on the drop down list add to Other Business and Economic Sector Partnerships field H2 0 Measuring the results of Library Services H2 1 Measuring the Results of Library Services H2 0 Measuring The Results of Library Services H2 1 Please Fill In Please provide information if you measure the results impact and outcomes of your library services including library programs This includes if you record outcome information as a result of performance measurement evaluation What do you measure What are some highlights of results How does your library do the measurement Information can be at a branch or library system level We would also like to know if you have upcoming plans to do such measurements An example of outcomes might be if a library provides early literacy programing and six months later it approaches parents or care givers to learn of the success or impact of the programming on participant children literacy skills Have children s literacy skills increased 63 and do parents or care givers credit the library program for that Another example might be if the library provides a job applic
11. centres or labs makerspaces other achievements that have a positive impact on the community your library serves etc The information you provide can be at the branch or library system level and will help the Ministry to understand the accomplishments of public libraries in Ontario H1 7 Government Services Answer Yes or No as applicable and select all active government services partnerships that apply from the drop down menu Add new lines as needed e Service Ontario e Human Resources and Skills Development Canada HRSDC e Community Access Program CAP Youth e Municipal services e g licences e Health e g health information services in partnership with any level of government H1 8 Capital Projects Select Yes or No to indicate whether your library has any capital project plans In the fields provided please indicate the name of the project the year commencing square footage if applicable and the total project cost or nearest estimate e Projects should be shovel ready at the present or shovel ready in the next 2 years from the time of filling out this survey 62 H1 9 Business and Economic Sector Partnerships H1 9 1 Does your library have any active business and economic sector partnerships e g Chamber Yes of Commerce Business Improvement Area BIA or other No H1 9 2 If Yes please select business and economic sector partnerships from the drop down list below Chamber of Commerce
12. collection in a nursing home that is rotated quarterly by public library staff or a kiosk dedicated to or providing public library services in a community centre This section also asks for two types of information related to bookmobiles the number of bookmobile stop locations and the number of bookmobiles owned by the library e g a library could own one bookmobile with stops in four locations For bookmobile stops report the number of unique locations where a bookmobile stops not the number of times a bookmobile stops at a specific location e g If a bookmobile stops at 4 locations 5 times a week it reports 4 bookmobile stops Comment Box Please use this box to advise of new branch openings branch closures the acquisition of new library systems etc Click Save to save all the data in Section E Click Next to go to the next form 49 Section F Library System Activities F1 0 Total Annual Circulation Actual Annual Direct Circulation F1 0 Total Annual Circulation Actual Annual Direct Circulation il Report the total number of items charged out from your library s permanent or permanent deposit collections for use outside the library Count all items charged out whether the items are actually used inside or outside the library Count one for each item charged out and one for each item renewal Include in your circulation total the circulation of items borrowed from other libraries and then provided to your library users Also
13. exists specify the system used E2 3 Indicate whether or not the library provides a wireless Internet connection 48 E3 0 Facilities and Hours of Operation all service points Total Weekly hours of E3 0 Facilities and Hours of Operation i operation for all service points E3 1 Main Library 15 00 E3 2 Branches open 12 hours per week or more 16 00 E3 3 Branches open less than 12 hours per week E3 4 Bookmobile stop locations E3 5 Deposit Stations and Kiosks refer to criteria E3 6 No of Bookmobiles owned by your library board Comments Previous gt Next Save E3 1 E3 2 E3 3 E3 4 E3 5 E3 6 Provide information on the number of library service points and the total weekly hours of public operation for each Base your report on winter hours or hours open during a typical week To be considered a service point an outlet must meet the following criteria e offer library service directly to the public e be open at regularly scheduled times e havea permanent collection and be staffed by library personnel There are five types of library service points they are the main library branches open 12 hours per week or more branches open less than 12 hours per week bookmobile stop locations and deposit stations and kiosks To be a Service point a deposit station or kiosk must have ongoing collection management through staff visits or collection rotation managed by library staff An example would be a deposit
14. have a different username and password for each system Flow Chart Registration and Connecting to LibStats for the First Time Once received by Complete amp submit registration forms MTCS request will Forms will be take a couple of days processed by the Ministry These emails will come within minutes of each other Receive 1 amp 2 e mails with user name and temporary password Do not attempt to log in yet Receive 3 email with user role up to 24 hours after 1 amp 2 Wait 2 hours before attempting to log in Go to log in page https Www gsa gov on ca Select English or French Enter Username and Tip Temporary temporary password password can be Click Login copy and pasted This only needs to Change temporary password to a be done once permanent one You will see on screen message that this was successful Add secret questions and answers Click Continue to be brought to the application selection page Select EDCS to access LibStats Instructions Logging On For the First Time Note 1 First time users will receive three separate emails from the Ministry of Education s Community Services Cluster CSC that indicate their username temporary password and role For administrative purposes the user must wait approximately two hours after receiving the third email before attempting to log in Note 2 If you did not receive a
15. include the circulation of rotating or bulk loan collections which were provided to your library users Exclude the actual or estimated circulation of bulk rotating collections provided by your library to other libraries or organizations If your library does not have an electronic or manual full year circulation count take your Typical Week number for Total circulation of all library materials G1 1 3 multiply it by 50 and enter the result F2 0 Annual Programs F2 0 Annual Programs F2 1 No of programs held annually F2 2 Annual program attendance F2 1 Number of programs held annually A program is a planned presentation given at a scheduled time by library staff or another resource person to a group of library users Include children s story hour class visits scheduled tours of the library and talks given to classes or groups that introduce users to library materials or services Programs can take place outside the library e g book talks in a classroom To avoid double counting only the library in the jurisdiction where the programs are presented should report the program and its attendance e Include co sponsored programs if library staff are involved in planning implementing or presenting the programs e If each session requires specific preparation and covers a different topic count each session as a separate program e g If a library had a summer reading program and each session covered a different topic requiring diff
16. mailing address Same As Above E Street Number 3641 Suffix Street Name Flinton Rd Street Type Code Unit Number P O Box Number RR Number City Flinton Province Ontario Municipality Addington Highlands County 7 PostalCode KOHTPO Amalgamation of the Twp of Denbigh Comments Abinger amp Ashby and the Twp of Kaladar Anglesea amp Effingham Delete Save Comment Box Please use this box to indicate changes to mailing address physical address of library website URL or other important pieces of information for this section 25 Personnel LibStats has been pre populated with personnel information from previous data submissions Users can edit the information as required Ensure that personnel information is provided for the Municipal Clerk Local Services Board Chair or person with signing authority for the First Nation Band First Name Mary Last Name Smith Position Type Library CEO Telephone Number 905 476 7233 x 101 Fax Number 905 4 76 8 724 Email Address Librarian22341 hotmail com Assignment Start Date 2000 01 01 Assignment End Date Comments gt Delete Save Click Save when done Assignment Start Date Use the calendar date picker to select start date for site s where applicable Assignment End Date Use the calendar date picker to select closed date for site s where applicable Comments pC 26 Adding other personnel
17. mtc gov on ca en libraries statistics shtml Previous View Print Report 1 Click on View Print report 2 The report will be generated in HTML and open in a new window You can scroll through the report to ensure that it is complete print it or save to a PDF file that can be saved for your records or sent for review Save Report As PDF Print LIBSTAT102 FULL SURVEY VERIFICATION REPORT Library Addington Highlands Twp L0005 Submission Period Annual Public Library Statistics 2012 ANNUAL SURVEY OF PUBLIC LIBRARIES GENERAL INFORMATION 3 Click on Print to send to a printer 4 Click on Save Report as PDF to create a file that can be stored on your hard drive Note To print a blank survey form to help collect information before inputting the data into LibStats you can enter data in Section A General Information data field A1 14 No of Active Cardholders That will activate the survey You can then go straight to the Certification page and print off a blank survey for your library s use 66 Blank Certification Form Complete this form print and save a hard copy of this form with a copy of your data submission This annual report is filed by the undersigned pursuant to the Public Libraries Act R S 0 1990 C P 44 for the fiscal year L Fiscal Year April 1 to March 31 or October 1 to September 30 years L Calendar Year January 1 to December 31 year Legal Name of Public Library
18. ontario ca 416 314 7125 Introduction The LibStats application compiles information from annual surveys of public libraries and organizations that contract with neighbouring public library boards for library service Once compiled statistical library data is used by the public library community and by the province of Ontario for library planning program and policy development The Annual Survey of Public Libraries provides important data on library services in Ontario It is one of the requirements for receiving the Public Library Operating Pay Equity and First Nation Salary Supplement grants and must be completed by public libraries and organizations that contract for public library service We appreciate your co operation in collecting and compiling accurate Statistics for this survey Target Dates The recommended target date for public libraries First Nation public libraries and local services boards is July 31 2014 To help ensure you receive your operating grant in calendar year 2014 please submit all requirements no later than the deadline October 31 2014 Submission of accurate and timely surveys helps enable the Ministry to publish 2013 Ontario Public Library Statistics in a timely fashion What to Submit to be eligible for 2014 15 grant s 1 Annual Survey of Public Libraries in the GO Access database A completed survey submitted through the Enhanced Data Collection System EDCS LibStats application accessed throug
19. pool Definitions these categories are used in Sections C1 C2 and C3 Titles Held A title is a unique catalogue entry and includes books tapes videos multi media sets etc Multiple copies of a single title count as one title Volumes Held A volume is a physical unit For example a print encyclopedia has one title and is normally composed of many volumes Special Collections A special collection is any collection of materials that is unique to your library and that is not captured in the regular catalogue system of holdings e g A local history collection that includes original photographs pamphlets or other locally relevant items or another example could be a special Theatre Collection that includes books plays Original scripts etc If a special collection is already captured in the regular holdings of a library please indicate the name of your collection in the Comment Box at the bottom of the section 41 Electronic resources All materials owned or licensed by the library that are only accessible in computer readable format and or other electronic devices are electronic resources The Electronic Resources category includes subscriptions to commercial databases CDs and DVDs E books Audio books gaming software downloadable media and non commercial locally created databases e g local history collections in digital form When counting electronic resources count each database subscription as one subscrip
20. requirements Errors will be displayed in red This is a sample error message Error Saving ERROR The B1 1 Net Balance brought forward from previous year is selected as Nil amount must be zero 2 Data for each form must be saved If a change is made to the form and the Save button is not clicked the following warning will be displayed You ve made changes do you wish to proceed without saving Click No to save the data 31 3 Users will encounter these symbols on certain fields Delete the row Add a new row Accessing the data submission forms 1 Point at a menu item for the menu choices to drop down The small white arrow indicates sub menu options as shown below Administration Data Collection Queries Reports and Extracts Help Exit Public Libraries Data Submission gt Add Update Public Libraries Data Submission User Name shaulga_lib DSAH203420 4 Addington HignMfand Sign off Public Libraries Data Submission by the Library or Contracting Organization Welcome to EDCS 2 Select Add Update Public Libraries Data Submission ANNUAL SURVEY OF PUBLIC LIBRARIES DATA COLLECTION MENU Data Submission Menu Annual Surve 3 Select Annual Survey 32 Section A General Information Library and Contact Information These two sections contain read only tombstone information from the Administration module To update this information use the Administration module before
21. spirit of the Accessibility for Ontarians with Disabilities Act AODA Count the number of times that staff provides accessible material equipment or devices to members of the public requesting them because of their accessibility features Include in person phoned or emailed requests for accessible format material of any kind including through inter library loan Include the number of times staff retrieve material within the library to meet accessibility needs This can include material acquired through CNIB or CELA initiatives assisted by any library level data provided from those initiatives Accessibility devices equipment or furniture include but are not limited to magnification devices large print screens on computers audio book and Braille readers or adjustable chairs and desks Ifa member of the public seeks more than one accessible material item or accessible equipment item during the same request to staff count it as one request Staff can use best estimates for counting such items as audio books where one member of the public may borrow an audio book for accessibility purposes but where another member of the public without accessibility needs may borrow an audio book to simply listen to 58 Public libraries with an ILS may be able to derive an average weekly statistic to address this question with information from their ILS An example is the number of times people borrow Daisy readers or CNIB material If your library uses softw
22. the library shipped them or not F3 2 2 Number of items lent this is the total number of items that your library loaned other libraries via ILLO This is called Responder Shipped on the VDX system It counts the number of requests that the library processed as shipped in the specified year 53 Comment Box Please use this box to highlight significant changes in circulation library programming or other areas related to this section Click Save to save all the data in Section F Click Next to go to the next form 54 Section G Library System Activities G1 0 Typical Week Data G1 1 Circulation G1 1 1 All circulation except E books downloadable audio books music and video G1 1 2 All circulation for E books downloadable audio books music and video G1 1 3 Total circulation of all library materials G1 0 Typical Week Data Use data from the typical week survey to report on weekly Circulation In Library Materials Use Electronic Information Resources Use Reference and Library Visits below A library that believes it has reliable annual data for applicable Typical Week Data fields and may not have completed a typical week survey may use its annual data for typical week fields but must divide that data by 50 and input a weekly figure in the typical week fields covered below Completion of Typical Week Surveys helps support consistency of data reporting G1 1 Circulation typical week data G1 1 1 Report t
23. to go to the next form 40 Section C Library System Holdings C1 0 C2 0 C3 0 The Library System Holdings Chart collects information on all library holdings The chart requires libraries to categorize their holdings into one of three categories Reference Circulating or Periodicals The holdings chart also collects data on language titles held and volumes held and include a special area in each category for reporting on electronic resources Note Volumes will always be greater than or equal to your number of titles e Do not count a title volume or electronic resource in more than one category e g if you count a title in the reference category you cannot count it again in the circulating category e Exclude materials that the library accesses through a poo as these items are not a part of the library s collection e Count music in the language in which it was catalogued published or issued i e if a recording was catalogued in French it is counted as part of the library s French holdings e Count each microfiche title as one microfiche volume e Count a multi media kit based on its primary component For example a multimedia kit whose primary component is a CD should be counted as a CD e For bilingual materials count titles based on how they are catalogued e g if a library catalogues a bilingual publication in both languages it counts the document once in English and once in French e g OLS pool regional
24. your library Of the total number given above state how many E1 1 1 Provide Internet access Updated E1 1 2 Provide OPAC and or ILS Access E1 1 4 Total number of lending laptops netbooks and tablets e g iPads E1 2 E readers E1 0 Public Access Workstations This section asks libraries for information on public access workstations Public access workstations are computer workstations used by the public Exclude workstations that are designated for staff use e g workstations used by staff located on the information reference desk E1 1 1 E1 1 2 Public Access Workstation Table State the total number of public access workstations located in the library and indicate how many provide Internet access and OPAC or ILS access E1 1 4 Laptops Netbooks and Tablets e g iPads State the total number of Laptops Netbooks and Tablets the library has available for in library use or loan E1 2 E Readers State the total number of E readers the library has available for in library use or loan E2 0 Library Automation and Connectivity E2 0 Library Automation and Connectivity E2 1 Does your library have an automated catalogue system E2 2 if above is Yes please specify system used E2 3 Does your library provide wireless Internet connection E2 1 E2 2 Indicate whether the library has an Integrated Library System ILS or automated catalogue of holdings If an ILS or automated catalogue of all holdings in the library system
25. D1 1 Full Time Staff i e staff working 35 hrs per week or full time equivalent e g 32 5 Librarians Library Technicians EXCEL Graduates Other Professional Staff Other Staff Volunteers D1 1 Full Time Staff Table State the number of people that work in the library in the following job classes e Librarians The number of full time staff holding a degree in library information science from an accredited school e g MLS MIS MLIS with the qualification recognized in the job class e Library Technicians The number of full time staff holding a diploma in library techniques from a community college with the qualification recognized in the job class e EXCEL Graduates The number of full time staff holding an EXCEL certificate e Other Professional Staff The number of full time staff holding a non library degree diploma certificate or equivalent qualification from a recognized school or program e g accountant information technology professional human resource professional fund raiser with the qualification recognized as a requirement in the job or job class e Other Staff All other full time staff not included above e Volunteers The number of full time library volunteers including volunteers involved in such activities as literacy programs book sales story hours shelving book mending etc Do not count hours that library board members spend on official duties e g board meetings D1 2 Part Time Staff Table
26. Ministry of Tourism Culture and Sport LibStats Application User Guide 2013 Collection Version 3 0 June 2014 Table of Contents Click any item below to jump to that section of the document PurposeOf thio UII Cia secs srsssecsSacaseie Seinsipsierstarosuinsnesis A emi aietatoans ts aibsnauee sme ea nto altro dew donee ba ee bare ateeeaa 4 NVEFOCUIGTIONsussaccreiees E a tlencoc Sea ucaalansdaallec men Guleeceataaet ens cas 5 Generol Note areren ect aca vehi cee ect edi vacsit A E E EA E AE EE A O Cece emcees 6 What Snew Tor the2013 Collection orris ann EE E E 7 Acce Sine DST naa E a A TA 9 Connecting tothe LibStats ApplicatiOhei rnai a A A E 9 Flow Chart Registration and Connecting to LibStats for the First TiMe ccccceeccceseseceeesseeneseeeneseeens 10 Instructions Logging On For the First Time norsun E A AEN 11 Change Pass w Ord Screen asanccdanctcaete wiaacedanec ce ioutwnuasiatec asta neceusaduiteasecs weonuesdceseaees wuauesdatencssowenuecia mises aioe 14 Secret Questions for Password RetrieVal cccccsssssssseeccccccseeesseecccccceseeeuseeecccccsseuauseeeececessauaeaseseseeeenaaas 15 Instructions Logging On After the First Time ccscccccsssccccesseccceesececeeseceseeseceseuneceseueeceesausecessenecss 16 Securty Svstem s HOMEY Pabe aoina E A AO NEN 17 GELLING around LDSta rrara a a a a a a e N 18 Administration Update library information cccccccssscccccssececceseccccesececseececs
27. State the number of people that work in the library in the following part time job classes and the total number of hours worked per week for each job class Calculate the total hours worked per week for each job class by adding the total weekly hours or the total weekly hours worked for all people in the job class Fixed Hours Example If a library had three part time staff in the Librarian job class and each person worked 20 hours per week the library would report a total of 60 hours per week for that job class Ifa library had four Library Technicians one working five hours per week one working 10 hours per week one working 15 hours per week and one working 17 hours per week the library would report a total of 47 hours per week for the Library Technician job class Varied Hours Example If the hours worked by people in a job class vary report the total average weekly hours worked 46 e g if there are 2 people in the librarian job class and one normally works 8 hours per week and the other works 10 or 12 hours per week report 2 people in the job class working a total of 19 hours per week D1 2 Part Time Staff i e staff working less than 35 hours or full time equivalent e i Librarians Library Technicians EXCEL Graduates Other Professional Staff Other Staff Volunteers e Librarians Part time staff holding a degree in library information science from an accredited school e g MLS MIS MLIS with the qualification
28. ached The Ministry has opened the submission and the Library can begin to enter data in the submission as the library s previous submission has been fully signed off Note Library users will be automatically notified by email that they can begin to enter data Sign off Completed LibStats sign off functionality Ministry Sign Off The Ministry has reviewed the submission data and is satisfied with its accuracy and completeness Library may be contacted for further clarification of data if necessary Pending Data This status appears while the Ministry is reviewing a request by a library to Correction re open one of its submissions for the purpose of updating data Once approved the status will change to Open If the request is rejected the status will revert to Sign off Closed Once all libraries contracting organizations and the Ministry have signed off on each submission the submission is closed and no further changes can be made Note This status refers to the entire submission for all libraries and not just the submitting organization 30 Overview of data submission forms Required data Contracting Library F G Library System Activities Initiatives This guide includes information for all required forms Contracting Library users can skip over Sections C H of this guide as they are not related to their submission Notes 1 Data will be validated upon entry and cannot be saved unless it conforms to the field
29. anization Notd Users may only sign off a submission for their own organization A list of all submissions for the library will display including submissions from previous years The last activity for the submission will also be displayed Select the open submission for the current year to begin the sign off process 68 Warnings and errors will be displayed Administration Data Collection Queries Reports and Extracts Help User Name Tishkovirl DSAH200866 Submission Period Annual Pyblic Library Statistics 2013 Organization Addington Highlands Twp L0005 Submission Period List Data Collection Menu PUBLIC LIBRARIES SIGN OFF DATA SUBMISSION BY THE ORGANIZATION ERROR WARNING LIST Emer eae eae E a a ee a a ae a eT eae a ee ee ee M o lrer o rR s t u SN ae x y z l Message A1 14 No of Active Library Cardholders has a variance greater than 5 from the previous survey period B1 1 Net Balance brought forward from previous year amount has a variance greater than 5 from the previous survey period B4 3 Staffing training operating expenditure amount has a variance greater than 10 from the previous survey period B6 0 Total capital expenditures amount has a variance greater than or equal to 10 from the previous survey period C2 3 3 Circulating number of Titles of E resources for each language has a variance greater than or equal to 10 from the previous survey period C2 3 4 Circulating number of Co
30. any special achievements for your library in the past Survey year in the field below e g updated library integrated system implemented networking new programs provided fundraising initiatives new library building opened renovation completed new partnership created municipal cultural plan completed other achievements that has a positive impact on the community your library serves etc H1 7 Government Services Yes H1 7 1 Does your library participate in federal provincial or municipal government service partnerships i o H1 7 2 If Yes please select any government service partnership that you participate in from the drop down list below F oa Other government Service Partnerships H1 8 Capital Projects H1 8 1 Does your library currently have any approved capital project plans scheduled for completion in the Yes next two years No H1 8 2 Please outline your projects in the field below Provide year the project is planned for Square footage Capital Project Year commencing if applicable Total Project Cost oO H1 6 Significant achievements Please list any special achievements for your library in the past Survey year in the field provided e g updated library integrated system implemented networking new programs provided fundraising initiatives new library building opened renovation complete new partnership created municipal cultural plan completed 3 D printer and their numbers in service digital service
31. are like Userful for its public access computers count the number of times people use large print capability of computers G1 5 Library Visits typical week data G1 5 Library Visits G1 5 1 No of visits to the library made in person G1 5 2 No of electronic visits to the library website G1 5 3 No of Social Media visits Updated New Comments Previous G1 5 1 Number of visits made to the library in person State the number of people entering the library for whatever purpose e count people as they are entering and re entering the library e include people attending programs or making use of community meeting rooms and e exclude staff and service personnel G1 5 2 Number of electronic visits user sessions to the library website If your library has a website state the number of visits made to it Use electronic counting software e g Google Analytics to generate this figure This can include visits through the library website to the library catalogue if separate from the website or to the library s digital collections or digital local history collections Include visits from both inside and outside the library G1 5 3 Number of social media visits If your library participates in social media state the number of visits made to your library s social media such as blogs Facebook and Flickr Include visits from both inside and outside the library This can include Twitter Retweets replies and favorites Facebook likes sh
32. ares and comments Google 1 s shares and comments LinkedIn connections and Pinterest pins and repins Comment Box Please use this box to highlight significant changes to typical week data the types of requests received by your library staff or on library usage Click Save to save all the data in Section G Click Next to go to the next form 59 Section H Partnerships and Initiatives H1 1 Consortia and Co operative Purchasing H1 1 1 Please select from the drop down list below types of consortia your library participates in on a regular basis Name the purchasing consortia in the field next to selected type Types of Consortia Name Purchasing Consortia 9 Other Types of Consortia 2 H1 2 Friends of the Library and Foundations H1 2 1 Is your library associated with a Friends or Foundation organization or other charitable group H1 2 2 If Yes provide number of Friends or Foundations organizations your public library works with H1 3 Social Media H1 3 1 Does your library make use of and participate in social media H1 3 2 If Yes select all that apply from the drop down list below Other Social Media H1 1 Consortia and Co operative Purchasing Report on any active consortia and cooperative initiatives that your library participates in Select from the drop down list to identify those categories relevant to your library and identify specific consortia further by name There is also an option to add additi
33. ario ca Comments A3 0 Contact Person e A3 1 A3 2 A3 3 A3 4 A3 5 Please state the name telephone number fax and e mail address of the person to contact if the Ministry has any questions about information provided on the survey if the library CEO is not the contact person Comment Box Please use this box to highlight changes to mailing address physical address of library website URL or other important pieces of information for this section Click Save to save all the data in Section A Click Next to go to the next form 34 Section B Financial Information Note You must round all amounts to the nearest dollar Do not enter cents For fields in Section B where there is not financial information applicable please leave the field blank B1 0 Net Balance brought forward from previous year B1 1 Surplus Deficit Nil B2 0 Operating Revenues B2 1 Provincial Operating Funding Does not include project revenue B2 1 1 Public Library Operating Grant PLOG B2 1 2 Pay Equity Grant B2 1 3 First Nation Salary Supplement Grant B2 1 4 Total Provincial Operating Funding lt B2 2 Local Operating Funding e g Municipality or Band local operating funding A B2 3 Contract Revenue tunds trom ot Cipalities LSBs or First Nation Bands that contract for library services Specify name of contracting organization and amount received from each Does not apply to contracting municipalities Updated B1 0 Net Balance Br
34. art gallery museum or other institution as part of mandate or building etc H1 5 Education Sector Partnerships H1 5 1 Do you have any Education Sector Partnerships H1 5 2 If Yes how many H1 5 3 If Yes select partners from the drop down list below Other Education Sector Partners H1 4 Cultural Partnerships and activities Report on whether your library has any active partnerships If you reply yes report the number of partnerships your library has Using the drop down menu list identify the categories of cultural partnerships your library has There is also an option to add cultural partnership categories The pull down categories are e Community Museums e Art galleries e Municipal cultural planning partnerships e Archives e Heritage Organizations e Ethno cultural and Newcomer Service Organizations e Other H1 5 Education Sector Partnerships Report on whether your library as any active education sector partnerships If you reply yes report the number of partnerships your library has Use the drop down list to identify categories of education sector partnerships that your library has There is also an option to add cultural partnership categories The pull down categories are e Early childhood organizations e School boards including local schools and local education authorities e Community colleges 61 e Universities e Distance education e Other H1 6 Significant achievements H1 6 1 Please list
35. ation and interview skills training program and one year later surveys participants to learn who managed to secure a new job and if they credit the library s program for their successful job search It is important to note that measuring outcomes is different from post program participant evaluation such as inquiring if participants enjoyed a library program would take it again or recommend it to others It is also not measuring outputs such as the number of library program attendees Comment Box Please use this box to expand on any of the items in this section or to outline something that was not covered but is of relevance to this section Click Save to save all the data in Section H Click Next to go to the next form 64 Section Certification The Certification form first displays the status for each section of the survey General Information Complete Financial Information Complete Library System Holdings Complete Library System Staffing Complete Library System Facilities Complete Library System Activities Complete Partnerships and Initiatives Complete I Certification ick on the link below to access the Certification Section Print complete and keep a signed copy for your records Certification Help and InstrucNons Please click on the linkgelow to access help and instructions regarding the Annual Survey of Public Libraries htto www mtc gov on ca en libraries statistics shtml Previous View Print Repo
36. attempt to use LibStats Any work that is not saved will be lost Note After three unsuccessful attempts at logging in you will be required to answer the secret questions in order to obtain a new password If you have not completed the security question process the first time you log in you will need assistance to reset the password 16 Security System s Home Page After logging in the next screen that appears is the Security System Home page Posy bP Ontario Feedback Help Logout GO ACCESS Management Gestion My Profile I IT CSC LIT GSC Feedback Help Logout gt 8 PP ontario This site is maintained by the Government of Ontario Canada 2010 Queen s Printer for Ontario Last modified date Thursday July 22 2010 As new applicati ns become available they will be accessed from the security system home page byfuthorized users with a single user name and password Select EDC Go to the MTCS Splash page Select Library Statistics LibStats Go to the LibStats home page see next page be Ontario MINISTRY OF TOQURISM CULTURE ano SPORT Ontario ca Fran ais Postsecondary Education Division Portal User Name Sawyerr DSAH3093036 MTCS SERVICES Ministry of Tourism Culture and Sport Services amp Tools Eii gt Data Exchange SFT EDU Ministry of Education p id ZS AY 7 3 Library Statistics LibStats gt Online Support gt Collaborati
37. ch the library was established and e transfers from reserve funds revenues received from reserve funds special or restricted accounts For the purposes of this report the balance brought forward from the 36 previous year is not a reserve fund and should not be reported here B2 8 Other Report funding under the other category only if it does not fall under any of the previous categories e g Connectivity interest contracts for service with school boards The reporting library should list other funding including the amount Report year end funding or capacity building funding support for Ontario public libraries and credits administered by Ontario Library Service agencies in B2 4 Project Grants above B2 9 Total Operating Revenue This is the combined total of all revenues in Section B2 B3 0 Capital Revenue B3 0 Capital Revenues funds for land building construction renovation or furniture or new automation systems B3 1 Provincial B3 2 Federal B3 3 Local B3 4 Other specify any other source of funds not included above and indicate the amount received from each funding source listed report each funding source on a separate line oO B3 5 Total Capital Revenues 0 B3 1 B3 2 B3 3 Capital Revenue is funding that the library has received for land building construction renovation or furniture or new automation systems Report the amount received from Provincial Federal or Local Governments e g funds from deve
38. cked it can be re opened later if necessary e reviewed by the Ministry e signed off by the Ministry To begin the sign off process point at the Data Collection menu and select Sign off Public Libraries Data Submission by the Library or Contracting Organization be Ontario MINISTRY OF TOURISM CULTURE ano SPOR Help Exit Francais puun B MUS ENTERPRISE DATA COLLECTION SOLUTION amp shaulga_lib OSAH203420 Addington Highlands Twp Administration Data Collection Queries Reports and Extracts Welcome to EDCS Public Libraries Data Submission gt a Sign off Public Libraries Data Submission by the Library or Contracting Organization p The LibStats application will execute a number of business rules to validate the data Note This is different than data entry errors which must be corrected immediately Administration Data Collection Queries Reports and Extracts Organization Addington Highlands Twp L0005 Submission Period Survey Year Submission Status Search Reset Apply Submission Period List ER A aa RS a a lt a ES TE ee AN a es ee ee ee Ee Page Size 100 Submission Period Survey Year Statue Last Activity Annual Public Library Statistics ena oT Library Statistics Data Submission sign off warnings encountered by Annual Public Libeary Statistics the Library 2012 07 24 03 40 00 PM is usd but the process is the same for a Contracting Org
39. e Subscriptions C3 2 2 No of CD and DVD Titles C3 2 3 No of copies of CD and DVDs C3 2 4 No of individual electronic periodicals titles Comments Previous C3 1 C3 2 C3 2 1 C3 2 2 C3 2 3 C3 2 4 Periodicals Magazines newspapers and other publications issued in instalments Exclude standing orders e g annual almanacs and directories Count subscriptions to tools which only provide access to abstracts of periodical articles as reference tools Additional Electronic Resources definitions Gaming software Electronic software title which is typically packaged in DVD Rom format and is played through a platform a k a system and viewed or played on a monitor or television device by the participants l e platform Nintendo Wii Gaming software title Donkey Kong Country Returns Playaway A standalone pre loaded audio book device requiring battery power and head phones which contains one audio title The Playaway device is typically loaned out to library patrons in the same fashion as normal print material from the library collection Downloadable Media Formatted electronic files media that can be downloaded or transferred from an existing database repository or file sharing system and freely used stored or transferred by the patron for personal use onto another electronic device including but not limited to mp3 players or other proprietary audio playback devices proprietary electronic reading devices usb storage devices
40. e transactions Updated G14 2 No of electronic reference transactions G1 4 1 Number of standard reference transactions criteria A standard reference transaction is a request for information made directly by a library user that involves the knowledge use recommendation interpretation or instruction in the use of one or more information sources or bibliographic tools by library staff examples of reference questions include How can find out when Andrew Wyeth was born or Can you help me to locate information on the Internet about skiing in Ontario Standard reference transactions include reference requests library users make in person on the phone by regular mail i e not e mail or by FAX Information sources include print and non print materials electronic databases catalogues and referrals to sources outside the library If a request is referred to another branch only the branch where the original request was made should count the reference request If a library user has multiple questions record each question as a separate transaction if it deals with a new subject Include Requests for help finding information on an electronic database or in the catalogue other than simple checks of the library catalogue for a specific title e questions of fact or finding facts e literature searches e requests for information and referral e actual database searches and e requests received in person by telephone mail
41. ease see the Q amp A on page 74 for more information Once you have completed the Survey the same access point can enable you to print your entire completed Survey Business rules or smart fields will identify variances over your previous year s data with Warning or Error messages to help ensure accurate data entry Comments a Comment boxes on each form enable 1 000 characters b Full comments are now printed with the verification report Contact us link updated Help link now connects to this user guide Accessing LibStats Connecting to the LibStats Application A secure access registration form must be completed and submitted to the Ministry before a username and temporary password will be provided Logging on will result in o Asecure connection between your computer and the LibStats application via the Internet through the Ministry s security system o Access to specific LibStats functions and menus based on the role you have been assigned e g library CEO library contact You must change your password after the first log in but are not required to change it on a regular basis after that Once you have changed your password remember to save it in a safe place You will be able to use that password in future years to access the GO Access system and the EDCS application that houses the LibStats application Note GO Access is completely separate from the Grants Ontario system You will
42. ect Reports in the left panel of VDX screen Check the radio button beside Monthly ILL Statistics Leave the Start Date and End Date boxes at the bottom of the menu blank Click Submit The report will appear on your screen Use your browser s print command File Print or the Printer icon or select copy and paste data to an Excel spreadsheet ae a Note Please pay close attention to F3 0 numbering since it was changed in 2011 to better align borrowing and lending activities F3 1 Requests Made and Items Borrowed F3 1 1 Number of requests made to other libraries this is the total number of ILLO requests that your library made This is called Requester Requests on the VDX system report It counts the number of requests that the library created and sent to other libraries in the specified year F3 1 2 Number of items borrowed this is the total number of items that your library borrowed as a result of its ILLO requests This is called Requester Received on the VDX system It counts the number of requests that the library processed as received for the specified year F3 2 Requests Received and Items Lent F3 2 1 Number of requests received from other libraries this is the total number of ILLO requests that other libraries sent to your library This is called Responder Requests on the VDX system It counts the number of incoming requests that the library handled in the specified year regardless of whether
43. ed programming not included elsewhere First Nations Public Library Week Include Launch events and all other programs planned specifically for this Week First Nation Communities Read Include all programming and displays based on the year s selected titles and other recommended books Ontario Public Library Week Canadian Library Month Include any Launch and all other programs planned specifically for this Week and Month Book Clubs Include all book clubs excluding children s and teen programming 52 F3 0 Inter Library Loan Activity ILLO F3 0 Annual Inter Library Loan Activity ILLO F3 1 Requests Made and Items Borrowed F3 1 1 No of requests made to other libraries F3 1 2 No of items being borrowed F3 2 Requests Received and Items Lent F3 2 1 No of requests received from other libraries F3 2 2 No of items lent Inter Library Loan ILLO is the loan of an item from the permanent collection of one library system to another or the supply of a substitute item a photocopy Do not count inter branch loan i e loans between branches of the same library system An ILLO request is made when one library asks another library to borrow one or more items The VDX Monthly ILLO Statistics Report provides the data required to complete this section of the annual survey It allows you to view monthly statistical reports of your ILLO activity To view a Statistical report in the VDX system log into your VDX account 1 Sel
44. eeeceeeeeseceseuaecessuneceesenseeetas 21 TEES gl Detal S ina a a a a Ce 22 PETSONME larrei aana S E N T E A a E 26 Data CONNECCION sieer a a a alo asa E E a R 29 Data Submission Process Overview library contracting organization users cccccccceceeeecseeeeeeeeeeeeees 29 Data Submission Status Codes crima A E st gseennasats 30 Overview Of data SUDIMISSION Torns asie aE E N vb autenhleniucbebedceeetaaaeeness 31 Section A General Information Library and Contact INFOrMatiON ccceccccessecceeesseceeeeececeeeeceeeeees 33 SECTION B FIN GNClal MOM AT OM sarin a seems et cae TEANA AOE 35 section Library System HOIGINGS aici ideo Macca E Aker meee 41 Section D Library System Staffing cssccesssssvecsonssscncnsssenecusvecteussscncussscsecussestenssscneusssensoussscuenesseneues 45 Section E Library System Facies acicsticseteconiuitetel a deceives oaveanmaeeelddecnae 48 Section F Library SVSteM ACV E Seer E Woatesdcvacaeiapdoesdd eaten Manteno aeons 50 Section G Library System ACtIVITICS ccccccceeeccceescecencsceuececeuecsceueceeeecseeeeeeeuseseuecsseuecsseueceseneseeeneeees 55 Section H Partnerships and iNItlallVeS cacscessanth erica taseuccaw idaho dadccewseeae temic evniee r a ia 60 SECEION CORCIFI CATION eea a anus cennunecacesmbetaas venus ecosn auasaueasiauesa NN 65 Signing Off a data submission ccecceeeeeeeees FIXING errors and WAPrNINGS sscccceseceeeseeees Ca
45. el Return to log in screen Note Once you have changed your password you will be required to log in again 14 Es o ES Secret Questions for Password Retrieval Ontario es GO ACCESS Secret Questions and Answers 1st Secret Question Ynat is my son s favourte candy 2nd Secret Question vhere was my father born Answer raa Verify i Cancal orm is necessary for the proper administration of the Governmen Intatic 1p he information will b used to verity your and ern be securely stored and wall neither be used nor disclosed for any other purpose You can access this page it oT Ontario s Comorate Secutity Branch if you have any questions regarding this application or information OV ONC of phone 10 327 3180 Main Menu Feedback Help You must input two different secret questions and answers the first time you log in This will enable you to create a new password if you forget yours You can access the secret question page anytime to view change or remove the information You are the only one who will know these questions and answers Enter the first question Enter the answer Re enter the answer for validation Enter the second question Enter the answer Re enter the answer for validation Click on OK Correct any errors that may have occurred Enter your user name and password The question should not be so general that anyone would know the answer e g Who is the Pr
46. erent preparation then those would count as separate programs e Exclude activities such as exhibits contests parades or library booths at fairs e Exclude the use of library meeting rooms by groups other than the library itself F2 2 Annual Program Attendance Report the actual audience numbers at all programs for the entire year 50 F2 3 Program types Please list all that apply Number of Number of programs attendees F2 3 Program types Please list all that apply Early literacy and Early learning Other Children s programming Summer Reading Homework help Class instruction at a library or school Teen programming Newcomer focus Careers job help skills Business Development Community Development Technology social media and computer literacy Genealogy local history Doors Open Adult learning not covered elsewhere Seniors programming Culture Days poetry and story readings art shows First Nations Public Library Week First Nation Communities Reads Ontario Public Library Week Canadian Library Month Book Clubs F2 3 Program types Please list all that apply in the list below and provide total numbers programs and attendees for each Clarification If a program matches two or more program categories select the one you believe the program matches For example if your library offers a Toddler Time program record it as either Early literacy and early learning or Other Children s programm
47. es electronic databases are accessed by library users G1 3 3 No of people using public library wireless connection G1 2 1 Report the number of materials used inside the library and not checked out Count any items removed from their usual location by staff or library users Include reference materials circulating materials magazines newspapers and all other materials used in the library e Count a vertical file pamphlet file multi media kit or language learning kit as a single item do not count each file and kit component as a separate element e Do not count audio visual items unless they were used at viewing listening stations available in the branch e Do not include items returned from an outside circulation G1 3 Electronic Information Resources and Wireless Use typical week data G1 3 1 Number of people using library workstations Count the number of people who use public access computer workstations in the library either from sign up sheets or by a manual stick count Do not factor in the length of the session in the count i e if a user is at a workstation for a long time do not count it as more than one workstation use Exclude public use of computer workstations that can only be used to access the library catalogue OPAC G1 3 2 Number of times electronic databases are accessed by library users Count the number of searches or number of sessions if number of searches is not available conducted in the online databases tha
48. estions Troubleshooting Q1 Browsers What Internet browsers can be used with LibStats A LibStats has been carefully tested using Microsoft Internet Explorer Use the most current version of Internet Explorer that your personal computer can support We cannot guarantee that other browsers will display information correctly Q2 User Accounts am a new LibStats user received two emails from the Ministry informing me that could sign in However was not successful A Please check the flow chart on Page 10 for first time log in instructions Notwithstanding the wording in the emails you must wait for at least two hours after receiving the third email before attempting to log in for the first time Q3 User Accounts Do need to apply for a user name and password every year No Ensure that you retain your GO Access User Name and Password so that you can fill out and submit your Annual Survey next year Passwords do not expire Q4 User Accounts If a new person assumes the role of CEO can they complete the survey using my account A No The new CEO will need to request their own account A new user name and password will be issued Q5 Logging in am unable to log in to the LibStats application What should do A From time to time there are system upgrades usually after business hours or unexpected problems Please wait a couple of hours and then try again If the problem persists for more than a da
49. eyboard and then click paste in the body of an e mail You can also paste by simultaneously pressing Control and the v key on your keyboard You can then forward the screen shot to the Ministry Q11 Sign off Why is the Sign off button not available A If you do not see a Sign off button on the data collection menu your permissions may need to be updated Please notify Ministry staff and allow up to 5 days for the changes to take effect Q12 Data Correction How can make corrections to data once I ve already submitted the Annual Survey A If you need to make changes to the data you have signed off please notify Ministry staff who will re open your submission for you Make all necessary changes re submit your Annual Survey and sign off again Q13 Printing How can print the entire survey once I ve completed it A In order to print your survey so you have a copy for your records click the View Print Report button at the bottom of Section the Certification form First you will generate the report and then you can send it to print Q14 Printing How can print a blank copy of the survey A If you wish to print a blank Annual Survey form to help gather data before inputting to the LibStats survey you can enter data in Section A General Information field A1 14 No of Active Cardholders That will activate the survey From there a Go straight to the Certification page b Click o
50. focuses on a genre topic or link between the library user s interests and the expansion of their literary interests G1 4 4 Number of Information Communication Technology software and social media support requests An information communications technology software and social media support request is a request for information made directly by a library user for the purpose of obtaining information or help on information Communication Technology software and social media Examples include requests for help or information on E book readers and their applications blogs social media such as Twitter or Facebook computer software and the Internet G1 4 5 Average staff time in minutes per Information Communication Technology software and social media support request Record the average time in minutes it takes staff to respond to user inquiries or need for orientation on Information Communication Technology software social media computers or the Internet An example would be time spent to orient a library user to an E book reader or any of its applications or content To assist your library to record this try to record some times in minutes taken for these questions and average them or provide best estimates based on Staff experience G1 4 6 Number of times accessible material equipment or devices are requested A purpose of this question is to measure some of the accessibility assistance people receive at the library that meets the intent and
51. for that particular section For example if there is a large variance in a number compared with the previous year use this box to briefly explain the reason for that variance Each box has space for 1 000 characters Certification and Sign off Once a Public Library or First Nation Public Library signs off on its submission the submitting library can no longer make changes or corrections to the data except by request to the Ministry Saving Data Users should ensure that they save data frequently and before moving on to the next section If you need to leave your computer ensure that you save data before leaving Please note that the LibStats will timeout after fifteen minutes of no activity Errors and Warnings Error and warning messages if there are any will appear at the top of each section after saving If there is a problem with the data in a particular section this will be identified by a red exclamation mark next to the field in question Please review error messages by hovering over the icon Delete Buttons Red X Beside fields where you have selected programs etc you will see Red Xs which indicate that you have entered data These Xs can be clicked to delete that particular line of data Printing You can print your entire survey as a report by clicking the Print Survey button in Section Certification This can be done for completed or blank reports What s new for the 2013 Collection A nu
52. h the GO Access website at https www gsa gov on ca apps index js e Please keep a copy of the completed survey for your records e Complete and submit no later than October 31st 2014 e Ministry staff contacts Rod Sawyer and Adam Haviaras Dianne Thompson for passwords 2 2014 15 Application in the Grants Ontario system e The application for the 2014 15 Public Library Operating Pay Equity and First Nation Salary Supplement Grants PLOG PE FNSS will be available in Grants Ontario sometime in late June 2014 For details on grant program requirements please visit the PLOG PE FNSS website e All grant program requirements must be attached in Grants Ontario by the program deadline of December 31 2014 e Ministry Staff contacts Mima Casola and Shannon Khan General notes Please refer to the following instructions and definitions in completing the Annual Survey of Public Libraries Sections in this document correspond to sections in the survey form and the One Week Survey of Library Use the typical week survey In the Financial Section please round all dollar amounts to the nearest dollar Do not include cents Please answer all questions Please note The Annual Survey of Public Libraries contains new questions and sections See Page 8 for a summary Comment Boxes At the end of each section of this survey are blank comment boxes Please use these boxes to elaborate on or further explain the data that has been entered
53. he total circulation of all library materials except E books and downloadable resources e g downloadable audio books downloadable music and downloadable video checked out from the library s permanent collection of materials directly by library users for use outside the library Remember to include e renewals made in person by phone or electronically e items borrowed on inter library loan from other library systems that were circulated to your library users e the initial circulation of rotating or bulk loan materials to a deposit collection e g rotation of 4 times a year X 500 items 2000 circulation and exclude the actual or estimated subsequent circulation of bulk loans of those items to users Be sure to exclude e photocopies in lieu of loans and e loans to another library system or branch G1 1 2 Report circulation of all E books downloadable audio books music and video including OverDrive Zinio Freegal and similar services e Include all downloads and renewals if technologically applicable of E books audio books music and video including OverDrive Zinio Freegal and similar services G1 1 3 Total Circulation of all Library Material Total of G1 1 1 G1 1 2 55 G1 2 In Library Materials Use typical week data G1 2 In Library Materials Use G1 2 1 Total In Library Materials Use G1 3 Electronic Information Resources and Wireless Use G1 3 1 No of people using library workstations G1 3 2 No of tim
54. hich this survey applies e A1 3 Ontario Library Service OLS Region Please indicate which OLS agency provides your library with service If Toronto Public Library indicate Toronto e A1 4 Type of Library Service Please indicate which type of library is completing the survey by checking one of the four boxes LSB library means a library that is operated by a local services board e A1 5 A1 6 A1 7 A1 8 A1 9 A1 10 A1 11 A1 12 Library Mailing Address Library mailing address and library street address Some libraries have separate mailing and street addresses State the street address if it is different from the mailing address e A1 13 Library Web Site Address If the library has a web site state its address 33 e A1 14 Number of Active Cardholders please state the number of library cardholders who have used their library card in the past two years A2 0 Current Library CEO e A2 1 A2 2 A2 3 A2 4 A2 5 The Public Libraries Act requires public libraries to have a Chief Executive Officer Please give the CEO s first and last name telephone number fax number and e mail address Section A3 0 Contact Person for information on this survey if person named above is not contact person A3 0 Contact Person for information on this survey if person named above is not contact person A3 1 First Name Gary A3 2 Last Name Tester A3 3 Telephone Number 416 212 6226 x A3 4 Fax Number A3 5 Email Address gary tester ont
55. ime Minister of Canada Sample Questions What is my mother s maiden name What is my child s teacher s name Where was my father born Note You cannot use accented characters in the secret questions or answers The 2 question is also mandatory If you forget your password you will be prompted for the answers to both questions The questions and answers will be validated Where errors are made you will get messages such as Answers to question one do not match Please try again OR All input fields must be provided Please correct and try again You will be prompted to log on again You will be taken to the Security System s home page 15 Instructions Logging On After the First Time Enter the URL Access the Log in screen Ministry users and Library users UserName Password https www gsa gov on ca To OOOO into your browser s address bar Password or access the shortcut or Forgot your password favourite bookmark that you created Enter your User Name and Password Go to the Security System s English or French Click on Login Home page depending on your profile Click on Forgot your password You will be prompted to answer the secret questions Click on Clear Information in fields will be erased allowing you to Start again Note You will be automatically logged off timed out after a period of non activity about 15 minutes You will be brought back to the Login screen when you
56. ing but not both Note the list of program types covers some leading programs that public libraries provide It is not intended to be an exhaustive list The number of programs in the list and attendees in total a library reports should be equal to or less than the total program and program attendance data reported in F2 1 and F2 2 A library may have additional programs not addressed in the F2 3 program type list e Early literacy and early learning include programs designed for children up to and including the age of 6 If a family literacy program has literacy for children as its focus include it here e Other Children s programming any children s programs that do not focus on children s early literacy and early learning e g puppet shows or crafts etc e Summer Reading any summer reading programs that are a part of a library s regular programming including corporately soonsored summer reading programs e Homework help this includes programs designed to help elementary and high school level students with their homework in any subject e Class instruction at a library or school please include all programs in which a class comes to the library for programming or when library staff attend a school as part of the library s programming 51 Teen programming any programming that is specifically targeted for teenagers Newcomer focus include any programs aimed at helping new residents or new Canadians to integrate and set
57. l Collections digital format C1 1 C1 2 C 1 3 C1 3 1 C1 3 2 C1 3 3 Reference Reference materials are resources other than periodicals that may not be taken out of the library Include all formats e g directories indices vertical file materials microfilms maps Count subscriptions to tools which only provide access to abstracts of periodical articles as reference tools C1 4 C1 5 Reference Special Collections Original items the item in original formats e g an original photograph or pamphlet Digital items include digitized copies of original items e g a digital version of an original photograph Note every photograph or other record or piece of information in a collection counts as 1 item C2 0 Circulating English French Other C2 1 Titles Held C2 2 Volumes Held C2 3 Electronic Resources C2 3 1 No of CD and DVD Titles C2 3 2 No of copies of CD and DVDs C2 3 3 No of Titles of E resources including E books C2 3 4 No of Copies of E resources including E books C2 4 Special Collections original format C2 5 Special Collections digital format C2 1 C2 2 C2 3 C2 3 1 C2 3 2 Circulating Those materials which are loaned to library users and may be removed from the library Include all formats e g videos talking books DVDs CDs and books on tape 43 C3 0 Periodicals Databases and Downloadable Items English French Other C3 1 Titles Held C3 2 Electronic Resources C3 2 1 No of Databas
58. lopment charges in the spaces provided e B3 4 Other revenue If the library has received capital revenue from a non government source e g capital funding from a friends group please report that capital revenue including the name of the source under the other category Report library portion if known for multi use buildings otherwise report full multi use building amount If reporting full multi use put in the Comments box B3 5 Total Capital Revenues This is the total of B3 1 B3 4 inclusive 37 B4 0 Operating Expenditures B4 0 Operating Expenditures B4 1 Materials Expenditures B4 1 1 General Include all physical items that are not electronic e g books periodicals videotapes etc B4 1 2 Electronic e g electronic subscriptions and other databases downloadable media gaming software Playaway DVDs and e resources B4 2 Staffing Total funds spent on all staff including benefits B4 3 Staff Training Total funds spent on staff training including travel and accommodation B44 Facilities Utilities Costs related to library facility operation e g insurance rent lighting maintenance etc B4 1 Materials Expenditures fall into two categories e B4 1 1 General Report the total amount spent on the purchase of physical items for use by the public in all formats except subscriptions to computer readable materials Do not count payments for acquisition cataloguing processing or binding ser
59. mber of changes were made to the 2013 Annual Survey of Public Libraries and its LibStats application for data collection in 2014 These are summarized below and incorporated into the guide Changes to questions Annual Survey of Public Libraries data verification reports have been updated to reflect these new data fields and changes 1 Section B Local Operating Funding B2 2 is clarified to include municipal or First Nation Band local operating support The wording becomes Local Operating Funding e g Municipality or Band local operating funding 2 Section B 2 4 CAP support is no longer applicable so is no longer available in the drop down list of project grant types CAP youth support remains 3 Section D Other Professional Staff is added as a new staffing type for selection for both full time and part time staff reported in D1 1 and D1 2 4 Section E Field E1 1 2 is clarified to include computers that provide access to OPAC and or ILS 5 Section E Field E1 1 4 is clarified to include tablets such as iPads Wording becomes Total number of lending laptops netbooks and tablets e g iPads 6 Section E Field E1 1 3 is deleted as obsolete The survey will no longer ask about computers that provide CD ROM access 7 Section E Field E3 5 is clarified to include kiosks The field becomes Deposit Stations and Kiosks 8 Section F In Field 2 3 First Nations Public Library Week as a pr
60. mission Library Sign off warnings encountered Submission Period List Data Collection Menu Public Libraries Sign Off Data Submission By The Organization Error Warning List Library Stats Annual Survey Library System Holdings form C1 2 Reference Volumes Held should be gt C1 1Reference Titles Held for each language s column Warning Page Size 10 indicates that this data must be provided Cancel Sign off Confirm Sign off Cancel Sign off we Critical errors must be fixed before the sign off process can be confirmed To do so 1 Print the page as a reference 2 Cancel sign off 3 Return to the submission 4 Fix the errors on the corresponding forms 5 Start the sign off process again If errors persist try again Warnings will not prevent the submission from being signed off To correct any warnings follow the steps for critical errors above Note You cannot cancel sign off after clicking Confirm Sign off If you notice that you have incorrect data after sign off contact Ministry staff who will return your submission to you for data correction Once data is corrected then repeat the sign off process 71 Cancelling Sign Off Administration Data Collection Queries Reports and Extracts Submission Period Annual Public Library Statistics 2011 Organization Addington Highlands Twp L0005 Library Statistics Data Submission Library Sign off warnings encountered Submission Period Lis
61. n View Print Report from the bottom right of the page c Select Print and a blank report can be sent to your printer Q15 How do get a hard copy of the Certification form A Go to the Section and click Certification This will bring up the PDF document Certification that you can print and sign for your records After this close the PDF Q16 Why isn t data that I ve changed displaying On rare occasions your saved data may not appear in the system until the following day because of a delay Check back every couple of hours before attempting to re enter the data 74
62. ncelling Sign Off ccccssecccesseeceeeeseeeees Frequently Asked Questions Troubleshooting Purpose of this guide This guide is a resource to help you complete your Annual Survey of Public Libraries and help you use the Library Statistics LibStats application The guide combines step by step instructions along with a comprehensive look at each of the functions If you have questions or need help completing the survey there are four Ontario Library Service consultants available to help Please contact the Ontario Library Service office in your area Ontario Library Service North Southern Ontario Library Service Andr L pine Helene Golden alepine olsn ca hgolden sols org 705 675 6467 ext 210 519 672 0663 1 800 461 6348 ext 210 1 877 532 2901 First Nation libraries should contact the consultant for their area Ontario Library Service North Southern Ontario Library Service Mette Kruger Patty Lawlor mkruger olsn ca plawlor sols org 705 675 6467 ext 227 416 961 1669 ext 5108 1 800 461 6348 ext 227 1 800 387 5765 ext 5108 The Annual Survey of Public Libraries and Ontario Public Library Statistics is administered by the Ministry s Culture Services Unit Ministry of Tourism Culture and Sport Adam Haviaras Rod Sawyer adam haviaras ontario ca rod sawyer ontario ca 416 314 7158 416 314 7627 For help with password issues and permissions changes please contact Dianne Thompson dianne thompson
63. nditure The amount is also captured on the local operating grant line B2 2 to reflect local support in the revenues subsection of the survey 38 B4 5 Telecommunication costs B4 5 1 Telephone and Fax B4 5 2 Dedicated Internet Connectivity Costs e g wireless ISDN dedicated lines B4 6 Computer Services Total spent on computer equipment and related expenses e g computer maintenance contracts etc new automated systems etc B4 7 Debt Charges and Transfers to Reserve Funds B4 8 Funds returned to government sources B4 9 Contract payments made to library board for library services Specify the library board s and amount given to each board report each payment on a separate line B4 10 Other specify all other expenditures not reported above and indicate the amount spent for each expenditure listed report each item on a separate line B4 5 Telecommunication Costs e B4 5 1 Phone and Fax state the costs incurred for library telephone and FAX services exclude costs for dial up telephone lines that are reported below e B4 5 2 Dedicated Internet Connectivity Costs and or dial up lines used exclusively to connect to an ISP report here such costs as the amount spent for ISDN dedicated lines wireless communications services cable or satellite costs for Internet services and dial up telephone lines used exclusively to connect to an ISP If it is not possible to separate out your dial up lines from your telephone lines re
64. ng related to acquiring library materials or programming costs such as speaker and performers costs television costs and advertising and promotional costs Comments Provide any relevant comments 39 B5 0 Total Operating Expenditures B6 0 Total Capital Expenditures funds expended on land building construction renovation or furniture Comments Previous B5 0 Total Operating Expenditures Provide the total for all operating expenditures in Section B B6 0 Total Capital Expenditures e Report the total amount spent for land building construction renovations e g new roof new furniture new automated systems and funds expended for the initial collection of circulating and reference materials for a new library or library branch For multi use buildings report library portion and if no otherwise report full costs and indicate in Comments Box the library percentage of square footage Do not report funds expended to repair or replace worn or broken furniture in an existing library facility as a capital expenditure Expenditures to replace worn and broken furnishing are reported as Operating Expenditures B4 4 Facilities Utilities Comments Use this comment box to highlight significant changes or variations in financial data from previous years or to elaborate on other items related to project funding Describe any major new expenditure such as capital etc Click Save to save all the data in Section B Click Next
65. ny emails after submitting your user registration form or contacting the Ministry of Tourism Culture and Sport check your email s spam folder Enter the URL Access the bilingual splash page for the https www gsa gov on ca Community Services Cluster Security System called on your browser s address bar GO ACCESS Note Do not use this URL for training or testing purposes Note f you have any difficulties logging in call 416 314 7125 for help during office hours Internet Browsers It is recommended that the most recent version of Microsoft Internet Explorer IE that your computer supports be used to access LibStats Inconsistent results may occur using other internet browsers If you are using a browser such as Firefox or Google Chrome and achieving unsatisfactory results it is recommended that you switch to Microsoft Internet Explorer to access and complete your survey on LibStats 11 Security splash page GO ACCESS ACCES GO Microsoft Internet Explorer eBack gt A Qsearch Favorites CBristory B 4 mi a D File Edit View Favorites Tools Help Address https www gsa gov on ca Ontario GO ACCESS FANCAS ACCES GO A Select English or Fran ais You will be taken to the Security System s log in page Log in Screen Ontario GO ACCESS Francais UserName Password User Name Password Francais Ontario This site maintained by the Government of Onta
66. ogram type is a wording clarification 9 Section G Section G1 4 is renamed Reference Information Provision and Instruction from Reference 10 Section G Section G1 5 2 is clarified to say No of electronic visits to the library website 11 G G 1 5 3 No of Social Media Visits is a new field 12 Section H1 1 is clarified as Databases and other downloadable services 13 Section H1 4 3 includes Ethno cultural and Newcomer Service Organizations as a new cultural partnership type 14 Section H1 6 Significant Achievements we ask that libraries with 3 D printers digital service centres or labs and Makerspaces report on these initiatives to help inform the Ministry and sector of activity levels in these areas 15 Section H1 7 2 CAP Youth replaces CAP as a government partnership type 16 Section H 1 10 is a new write in field on Measuring the results of Library Services Of the above changes only 3 11 and 16 cover significant new fields Most others are clarifications optional pull down menu selection updates and wording changes Reminder of some key functions 1 2 3 4 5 6 Print the entire submission You no longer have to print your submission one page at a time Functionality was added to the Certification form Section to allow you to print your entire report or save as a PDF To print a blank report at least one field must contain data Pl
67. om previous year amount has a variance greater than 5 from the previous survey period B4 3 Staffing training operating expenditure amount has a variance greater than 10 from the previous survey period B6 0 Total capital expenditures amount has a variance greater than or equal to 10 from the previous survey period C2 3 3 Circulating number of Titles of E resources for each language has a variance greater than or equal to 10 from the previous survey period Page Size 5 _ Submit Previous Warning Warning Warning Warning Warning indicates that this data must be provided Cancel Sign off Cancel Sign off If no warnings are found or if you wish to override a warning proceed to Confirm Sign off If you want to fix any warnings click on Cancel Sign off and then make the required changes 69 An email will also be sent to the user who requested the sign off The email contains 2 link to the validation report UAT_EDCS edu gov on ca nt Thu 07 26 2012 12 30 PM Shaul Gary CSC Subject Report Extract generated Rapport extrait generes Report Extract generated Rapport extrait g n r s Addington Highlands Twp Addington Highlands Twp Public Libraries Organization Sign off Validation Report Rapport de validation de l approbation des biblioth ques publiqueyfar les organisations 2012 07 26 12 29 55 x schedule ids 200338097 amp status code 05 Click on the link to view report options
68. on Getting around LibStats Main Menu The items below will always be visible Change language be Ontario MINISTRYOF TOURISM CULTURE ano SPORT Ontario ca Fran ais Administration Data Collection Queries Reports and Extracts User Name shaulga_libX DSAH203420 amp Addington Highlands Twp Your library name Menu Bar point at a module and it will drop down to display an item or Your user name sub menu Bottom of page ueen s Printer for Ontario 2013 Last Modified 26 3 Privacy Important Notices Ontario Government Privacy policy 18 LibStats Main Menu Overview Administration Data Collection Queries Reports and Extracts Library users have access to the following modules and functions Administration e Update library information e Update library site information e Add delete a library site Data Collection e Add update a submission e Sign off data by library or contracting organization e Data correction Data Collection Functions e Sign off Library administrators only Queries Reports and Extracts e Run reports e View reports Help e Access this user guide online Exit e Sign off and exit the LibStats application Important Note If you need to change your library address website URL CEO name or other similar information you must do so through the Administration tab and not the data submissi
69. on tab Your change will appear in the Administration section once you make it You may not see the updated address URL or CEO that you have entered in the Administration section actually appear in Section A General Information until after the Ministry closes down Production on the year s survey 19 Sidebar menus Use the sidebar menu to navigate from form to form in the Administration and Data Submission modules without having to click next on each form They will be highlighted to indicate which form you are currently using Data submission Administration Data submission library contracting organization F G Library System Activities H Partnerships and Initiatives Note In order to be reflected in the submission all changes to the tombstone library information in the Administration Module must be made before signing off the data submission 20 Administration Update library information Note This Administration section is to be used when library information changes are needed such as a new CEO name and contact information a new mailing address or a new library website URL etc If these circumstances do not apply please skip to page 29 and the Data Collection flow chart Overview of Administration forms Administration Library users can only access forms and data for their own library The user s default library will be displayed as shown below in the red circle on the Search Criteria form
70. onal consortia types and identify them by name The drop down categories are Books E books Databases and other downloadable services such as music or other digital content Updated Computer software Connectivity Integrated Library Systems ILS Corporate discount programs e g office supplies with an office retailer or library vendor Municipal and Local government services Other H1 2 Friends of the Library and Foundations Report on whether your library is associated with any active Friends or Foundation organizations or other charitable groups If you reply yes you must report the number of organizations your library is involved with H1 3 Social Media Report on whether your library makes use of and participates in social media If you reply yes please identify from the drop down list the categories of social media that your library engages in There is also an option to add social media categories The drop down categories are Blogs Twitter 60 e Facebook e Google e RSS feeds e Flickr e YouTube e LinkedIn e Other Add new categories as needed for additional social media your library participates in H1 4 Cultural Partnerships and activities H1 4 1 Do you have any active cultural partnerships H1 4 2 If Yes how many H1 4 3 If Yes select partners from the drop down list below z Q Other Cultural Partners Y H1 4 4 Please give examples of your activities in the field below e g
71. or fax Exclude e Requests for directions information on locations e g Is the library open Thursday nights e interlibrary loan requests e questions about rules or policies e g What is the loan period for videotapes e requests for assistance about the use of the library and its services i e library policy procedures services programs equipment and facilities e shelf checks and simple checks of the library catalogue for specific items and e advertisements bills personal telephone calls public notices or solicitations received by library Staff G1 4 2 Number of electronic reference transactions An electronic reference transaction is one which follows the same criteria as a standard reference request but is received via electronic means e g via email or web page or social media 57 G143 No of Reader s Advisory transactions G144 No of Information Communication Technology software and social media support requests G14 5 Average staff time in minutes per Information Communication Technology software and social media support request G14 6 Number of times accessible material equipment or devices are requested G1 4 3 Number of Reader s Advisory transactions A Reader s Advisory transaction is a request for information made directly by a library user for the purpose of obtaining recommendations guidance or specific materials relating to a library user s choice of reading material which
72. ought Forward From Previous Year B1 1 Report as in standard accounting audit procedures Check the appropriate box to indicate whether the amount you are reporting is a surplus deficit or nil If there is neither a surplus nor a deficit you must click nil and enter zero Examples Surplus Click Surplus and enter dollar amount Deficit Click Deficit and enter dollar amount Nil Click nil and enter O zero Important Note For fields from B2 0 to B4 10 leave the field blank if there is no financial data to enter Do not enter 0 If you encounter problems saving look for and remove 0 s B2 0 Operating Revenues B2 1 Provincial Operating Funding e B2 1 1 Public Library Operating Grant PLOG e B2 1 2 Pay Equity Grant e B2 1 3 First Nation Salary Supplement e 82 1 4 Total Provincial Operating Funding automatically adds previous three fields This is the annual library operating grant B2 1 1 and pay equity funding B2 1 2 that the library First Nation Band Council or Local Services Board receives from the Ministry of Tourism Culture and Sport First Nation Salary Supplement should be reported in field B2 1 3 Do not include provincial Project Funds including Summer Experience funding in this field Project Funds are reported in B 2 4 B2 2 Local Operating Funding e g Municipality or First Nation Band local operating funding This is the amount of funding the library board receives from the Local Municipal Council First
73. pies of E resources for each language has a variance greater than or equal to 10 from the previous survey period F1 0 Total annual circulation of your library board has a variance greater than or equal to 10 from the previous survey period Warning Warning Warning Warning Warning Warning F2 2 Annual program attendance has a variance greater than or equal to 10 from the previous survey period G1 3 1 Number of people using library workstations has a variance greater than or equal to 10 from the previous survey period G1 3 2 Number of times electronic databases are accessed by library users has a variance greater than or equal to 10 from the previous survey period Page Size 19 e Submit Warning Warning Warning Previous Click Sign Off button to notify the Ministry that you are ready to sign off If errors are found they must be fixed before you can proceed Warningsmay or may not require changes If no errors or warnings are found or if you wish to override a warning click on Sign off to proceed Library Statistics Data Submission Library Sign off warnings encountered submission Period List Data Collection Menu PUBLIC LIBRARIES SIGN OFF DATA SUBMISSION BY THE ORGANIZATION ERROR WARNING LIST eS a a ee ee eae eee eae se Sa eT ae eel a a a me a a es a ee A1 14 No of Active Library Cardholders has a variance greater than 5 from the previous survey period B1 1 Net Balance brought forward fr
74. port this cost on the line B4 51 for Phone and Fax B4 6 Computer Services Report the total amount spent on automated system upgrades computer equipment and software including equipment purchased through such programs as Community Access Program CAP Do not report telecommunications costs related to computer services here as they are collected under B4 5 telecommunication costs B4 7 Debt Charges and Transfers to Reserve Funds Report the payment on principal and the payment of interest on the principal debt charges For transfers to reserve funds report those funds which have been moved to a reserve fund account B4 8 Funds Returned to Government Sources If your library board is required to return any surplus operating funding to the governing municipality or band report such returns here Include funds that have been returned to the Federal and or Provincial government s B4 9 Contract payments made to library boards for library service if your organization provides library service by contracting with a library board or boards give the name of the library board s and the amount paid to each B4 10 Other Please review all of section B4 before reporting any expenditure under B4 10 Report other expenditures not cited above Include such items as contracts for consulting legal and audit services payments for acquisitions cataloguing maintenance contracts processing binding repairs to things other than equipment postage or shippi
75. recognized in the job class e Library Technicians Part time staff holding a diploma in library techniques from a community college with this qualification recognized in the job class e EXCEL Graduates Part time staff holding an EXCEL certificate e Other Professional Staff Part time staff holding a non library degree diploma certificate or equivalent qualification from a recognized school or program e g accountant information technology professional human resource professional fund raiser with the qualification recognized as a requirement in the job or job class e Other Staff All other part time staff not included above Count hours worked during the reporting year by staff who are called in for shifts not regularly scheduled here e Volunteers Part time library volunteers including people involved in literacy programs book sales story hours shelving student community service book mending etc Do not count hours that library board members spend on official duties e g board meetings Comment Box Please use this box to elaborate on major staffing level changes or to further elaborate if your library has full time equivalent staffing hours less than 35 hours per week etc e g different from the norm Click Save to save all the data in Section D Click Next to go to the next form 47 Section E Library System Facilities E1 0 Public Access Workstations E1 1 Total No of Public Access Workstations available in
76. rio Canada 2001 Queen s Printer for Ontario Last modified date Wednesday May 29 2002 Add this page to your website This will save you from having to type in the favourites or create a shortcut on URL each time you want to access LibStats your desktop To add a shortcut using IE right click anywhere on the webpage and select Create Shortcut 12 Enter the user name and password provided to you in two separate e Note You can copy and paste the temporary mails password from the second email Note Passwords are case sensitive They expire during the first log in and You will be prompted to change your must be changed password during the first log on Click on Login If you make a mistake click on Clear Information in fields will be erased allowing you to Start again Click on Frangais to change working Page will be redisplayed in French language to French Important Note EDCS LibStats is a secure application that operates within the Ontario Public Service network Applications within this section of the network are subject to a time out after 15 minutes of inactivity Every time a user clicks ona link or saves a record in the application the 15 minute timer is restarted Failure to click a link save a record download a report or any other activity involving the application server within a 15 minute period will result in the user being logged off and pending changes being lost Therefore
77. rt Ensure that each section of the AnnuaNgurvey indicates Complete in the Status column If not complete go back to the form s requiring amp Xadditional information Once all sections are complete click on the Certification link Follow the instructions provided on the form Print and keep a signed copy for your records See sample form on next page Signing Authority Library Type Details Public Libraries The public library Chief Executive Officer or other staff delegated to sign on behalf of their public library should sign a printed off copy of their Annual Survey and retain the signed copy for five years The Board Chairperson or Secretary should also sign Public Libraries The authorized official for a Local Services Board or First Nation Band established bya should sign a printed off copy of their Annual Survey and retain the signed Local Services copy for five years Board or First Nation Band 65 Help and Instructions 1 Right click on the link provided 2 Click on Open in New Tab or Open in New Window depends on the browser 3 The Ministry s Public Library website statistics page will open in a new window Printing the report You can also print or save a PDF copy of the entire report from the Certification page at any time Help and Instructions Please click on the link below to access help and instructions regarding the Annual Survey of Public Libraries http www
78. ry Service North Southern Ontario Library Service Toronto 22 Site address Part 1 Site Name Addington Highlands Twp Site Type Main O Secondary Date Opened 2000 01 01 za Date Closed Ha Website Address www addingtonhighlandspubliclibrary Site Name Library may have multiple sites Each site must be recorded Site Type Main or Secondary Note There can only be one Main site Date Opened Use the calendar date picker to select open a E EPROP date for site s where applicable Website Address S Website Address Library s URL 23 Site Address Part 2 Street Number suffre 11 22nd Street Name street Type Code Unit Number F O Box Number RR Number Box f2 City Flinton Province Ontario Municipality Addington Highlands County Lennox and Addington PostalCode KOH1P0 Comments Alpha numeric Field name Street number Suffix Street name Street Type Code Unit number P O Box Number RR Number City Province Municipality County Postal Code Alpha numeric Alpha numeric Alpha numeric Alpha numeric Alpha Ontario Drop down list Drop down list Alpha numeric 24 Note Some organizations have separate mailing and street addresses State the street address if it is different from the mailing address See previous page for information about specific fields Site address Part 3 Library Site Physical Location if different from
79. signing off the data submission see previous section A1 0 Identification 41 1 Legal Name L00772 Georgina 441 2 Period for which this survey applies Calendar Year 41 3 Ontario Library Service OLS Region Southern Ontario Library Service A14 Type of Library Service Public or Union Library 41 5 Mailing Address 90 Wexford Drive ALG City Town Keswick AL Province Ontario A18 Postal Code LAP3P7 A19 Street Address if different from mailing address A110 City Town 41 11 Province 41 12 Postal Code 41 13 Web Site Address www georginalibrary ca 41 14 No of Active Library Cardholders 14279 A2 0 Current Library CEO Municipal Clerk Local Services Board Chair or person with signing or operational authority for the First Nation Public Library A2 1 First Name Mary A2 Last Name Smith 42 3 Telephone Number 905 476 7233 A 4 Fax Number 905 476 8 724 42 5 Email Address msmith georgina ca Note If you want to change any of the above information please refer to page 21 on updating Library information under the Administration tab A1 0 Library Identification e A1 1 Legal name of library This is the name of the library which under the Public Libraries Act conforms to the following format the insert name of municipality or county Public Library Union Public Library or County Library For a library established by a Local Services Board or First Nation Band state the library s name e A1 2 Period for w
80. t Data Collection Menu Public Libraries Sign Off Data Submission By The Organization Error Warning List Library Stats Annual Survey Library System Holdings form C1 2 Reference Volumes Held should be gt s Warning C1 1Reference Titles Held for each language s column Page Size 10 indicates that this data must be provided Cancel Sign off Confirm Sign off Cancel Sign off A If at any time after signing off the user would like to addOr edit information the sign off can be cancelled by clicking on Cancel Sign off HO6wever this must be done before Confirm Sign off has been clicked User will be returned to the sign off form and will see the message Sign off has been cancelled User Name Tishkovirl DSAH200866 Submission Period Annual Public Library Statistics 2013 Organization Addington Highlands Twp L0005 Sign off has been cancelled submission Period List Data Collection Menu PUBLIC LIBRARIES SIGN OFF DATA SUBMISSION BY THE ORGANIZATION ERROR WARNING LIST ae aa ae Fe a a Ee ew a ee a e a ed Yl ENEAN ae ee ee A1 14 No of Active Library Cardholders has a variance greater than 5 from the previous survey period B1 1 Net Balance brought forward from previous year amount has a variance greater than 5 from the previous survey period B4 3 Staffing training operating expenditure amount has a variance greater than 10 from the previous survey period
81. t are accessible at the library If the library cannot provide this information enter zero When you calculate this number e include vendor provided statistics on the total use of all databases licensed by the library for use by library users e include networked CD ROM databases and locally created databases e g local newspaper indexes local history collections or community information e count the use of a CD ROM or other database title as one use e donot count each separate record accessed within the database and e use atypical week count for those items for which statistics are not provided by a vendor or counted automatically G1 3 3 Number of people using public library wireless connection For libraries that offer wireless Internet connection to enable public use of personal or library owned laptops on library property count the number of people who used the wireless connection during the typical week Use your wireless router s log report or appropriate software to obtain this number If your library does not have a log report or appropriate software available do a manual head count To clarify include the number of people within the library building and if possible the number of people accessing the library s wireless connection on the library s grounds or property 56 G1 4 Reference Information Provision and Instruction typical week data G14 Reference Information Provision and Instruction G14 1 No of standard referenc
82. tion For CDs and DVDs and E books report both the number of titles as well as the number of copies of each CD or DVD title and E book title held For electronic periodicals i e periodicals that are electronic resources report the following the number of periodical database subscriptions the number of CD titles the number of copies of CDs and the total number of individual electronic periodicals titles For example a library with electronic subscriptions to Electric Library and CPI Q would report two electronic subscriptions and the total number of individual periodical titles available through them Note SOLS compiles a summary data chart of electronic holdings e g databases and e periodicals supported by Ministry funding Please use the chart to include electronic holdings relevant to your library Data is available on the SOLS site and also on the Help tab in the EDCS LibStats database 42 Reference Holdings Note Titles Held must be less than or equal to Volumes Held for each language s column CD and DVD Titles must be less than or equal to CD and DVD Copies for each language s column Titles of E resources must be less than or equal to Copies of E resources C1 0 Reference English French Other C1 1 Titles Held C1 2 Volumes Held C1 3 Electronic Resources C1 3 1 No of Databases C1 3 2 No of CD and DVD Titles C1 3 3 No of copies of CD and DVDs C14 Special Collections original format C1 5 Specia
83. tle in Canada Careers job help skills any programs that help provide youth and adults with help advice in finding a job career development and other employment related skills Business Development this can include any program that provides help advice to current or prospective small medium and large business entrepreneurs Community Development this can include programming that addresses community capacity building community empowerment or organizing municipal planning or municipal cultural planning forums for public input and participatory planning community based planning and group work or that brings together representatives from a number of sectors for development and planning purposes Technology social media and computer literacy any program designed to help patrons of all ages and skill levels with the knowledge and use of various technologies computer software and social media practices Genealogy local history Doors Open any specialized program or event aimed at helping patrons undertake genealogical research or events promoting local history or Doors Open within the community Adult learning not covered elsewhere any other programs aimed at helping adults 18 years of age or more Seniors programming any programming specifically targeted for seniors Culture Days poetry and short story readings art shows please include every instance of a session or event related to Culture Days readings art shows or relat
84. users should save work frequently to ensure that changes are not lost 13 Change Password Screen Ontario GO ACCESS Change Password User Name Old password New Password Verify Password Clear Continue Cancel notbe the same as your old password 2 notbe made up of your name or user name not contain accented characters like ECEA be characters long contain an upper case letter contain a number contain a special character like 78 0_ lt gt HA You will need to change your password the very first time you log in You are not required to do so after that although it is recommended you do so periodically Action Rest you in the 1 and 2 emails password fields Enter your new password twice once in the New Password field and once in the Verify Password field Your password must If unsuccessful make sure that you not be the same as your old password have included all the necessary not be made up of your name or user name components of the password not contain accented characters like a orE be at least 8 characters long contain an upper case letter contain a number contain a special character like HHS 2 amp _ lt gt 1H 1A Samples Duckie4 or 77Library Click on Continue If successful you will see the message Your password has been successfully changed If you make a mistake click on Clear Erase information in fields and re start Click on Canc
85. ved from government or other organizations through an application process or as year end capacity support to undertake projects Examples of project funding include Culture Strategic Investment Fund CSIF year end capacity building funding for public libraries including any credit component Trillium Foundation funding special funding programs to hire summer students ServiceOntario Community Access Program youth support and Young Canada Works Choose all that apply from the drop down menu Specify any Project Grants not included above in the Other Project Grant write in fields First Nation public libraries that have not yet reported their 2012 13 636 one time operating support and 1 000 capacity building support should report it in the drop down menu as a write in field Suggested wording is 2012 13 year end support B2 5 Donations Please state the amount of money donated as a gift to the library by individuals Trust Funds or such organizations as Friends Groups or Public Service Clubs Do not report value of in kind donation B2 6 Self generated Revenue This is the amount of funding generated by the library from fees non resident fees fines room rentals photocopy or fax services sales fundraising caf revenue program and events revenues etc B2 7 Debt Services and Reserve Fund Revenues Please report the total amount of the following e debt services receipts from the municipality municipalities for whi
86. vices on this line as it is included under other e B4 1 2 Electronic Report the amount spent for subscriptions to electronic materials including such items as CDs and DVDs electronic subscriptions and other databases and e resources Include Overdrive in your totals for this field B4 2 Staffing Total amount spent on all staff full time part time casual occasional relief and seasonal staff employed by the library in the reporting year including all employer contributions to benefits and pensions B4 3 Staff Training Report all funds spent on staff training through courses workshops and conferences whether electronic or in person Include related travel and accommodation expenditures B4 4 Facilities Utilities State the total amount spent on library facilities during the reporting year including rent heat electricity equipment contracts rental e g photocopier maintenance repairs mortgage payments and insurance Include here any contracts for janitorial landscaping or security guard services Include payments for furniture and equipment only if the purchases were made as a part of the library s operating budget e g replacement of broken chairs Do not report telecommunications costs here as they are collected under telecommunications costs If the municipality First Nation Band or county pays library related facility utility costs the amount of this payment should be included in the overall facilities utilities expe
87. wer than 35 hours or full time equivalent hours per week D1 0 How many hours per week in your library constitute a full time position must be at least 32 5 hours D1 0 Full time position State how many hours per week constitutes a full time position in your library Please note that question D1 0 must be completed with a number of 35 or more unless your library qualifies for the exemption indicated below as that is the figure employed by the annual survey system to calculate full time equivalents Libraries that recognize fewer than 35 hours as a full time equivalent position e g some libraries recognize 32 5 hours in their collective agreements can enter that number If your library does not have any job classes that work 35 hours or more per week please complete D1 0 stating how many hours a full time position would be if your library had full time staff report that you have no full time job class staff in section D1 1 and report all job classes as part time in D1 2 If your library does not have any full time job classes that work 35 hours or more per week and you do not know how many hours a full time position would be if your library had full time staff please complete question D1 0 using the number 35 as that is the figure employed by the annual survey system to calculate full time equivalents Then report that you have no full time job class staff in section D1 1 and report all job classes as part time in D1 2 45
88. y please notify Ministry staff Q6 Administration Our librarian retired and we have hired a new librarian changed the name in Administration but it is not reflected in the data submission A You must make the Administration Module changes before signing off on the data submission By signing off you are confirming the information as it was at the time of sign off Q7 Section B If have indicated a surplus or deficit net balance forward from previous year where do report this A You must save the amount in Section B1 1 Q8 Section B I m having problems saving financial information in Section B Financial A Ifyou are having trouble saving Section B of the Annual Survey please go through and remove any zeros that you have inserted in fields for which you have no data Leave those fields blank 73 Q9 Saving data I m having problems saving a section of the Annual Survey What s wrong A If you re unable to save a particular section of the Annual Survey look for Error or Warning messages at the top of the page These will indicate which field is causing a problem You should also look for red exclamation marks beside all of the fields as these also indicate an error If you find a red exclamation mark hover your cursor over it and a pop up explanation will appear Q10 Errors How can create a screen shot A Simultaneously press the Control and Print Screen button on your k

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