Instructions for data input using the web based tool LibPAS

• Go to http://mblc.countingopinions.com
• Click on Login
• Enter your Username and Password
• Click on Data Input in the upper left
• Click on ARIS or Financial Report from the Collection drop-down menu
• Click on FY2010 Period drop-down menu (Usually the latest, correct Fiscal year is chosen by default.)
• For libraries with branches, it will be necessary to also select Branches and Bookmobiles from the Collection drop-down menu and fill in the information requested
• Enter your library’s data
• Click on the Submit/Lock button when all of your data is entered, and you are ready to submit
• Click on Print and a pdf version of the online form will appear

Print the pdf form, sign the signature page and mail the entire printed form to:
Massachusetts Board of Library Commissioners
98 N. Washington Street
Suite 401
Boston, MA, 02114
Attn. Uechi Ng

• You are done!

Tips for Navigating through the Data Input Form :

• Click on the Review button to display the entire form on one web page.
• Select the section to be filled out from the navigation bar on the upper left side of the screen.
• Use the Next and Previous buttons to move through the form, one section at a time.
• Move from field to field on the form by clicking on a field. Or, you can use the Tab or Enter key to proceed through fields one at a time.

Entering Data

The Data Input forms have many features for ensuring quality and integrity of data.

• Edit Check Pop Up Windows - ensure that entered values are within a usual range of possibilities. (i.e. if $100,000,000 instead of $10,000 for book expenditures). Otherwise the form prompts the user to explain why the data may be out of the usual range.
• Field length limits – ensure that entered values are within a certain number of characters.
• Drop down menus – limit guesswork by providing data entry options in a drop down menu format
• Pre-filled values – Information that doesn’t change often, such as addresses and phone numbers, will be pre-filled in the online form.
• Previous year’s data – if available, will be displayed to the right of the data input field.

Adding Notes to Questions

• Pass the mouse over a question, and a short definition will pop up, if available.
• By clicking on a question, you can view more information, including complete definitions or instructions.
• Click on a question, and a note field appears where notes may be entered that may be helpful in answering that question in the future. For example, these notes might explain anything that would assist users in filling out the form in the future (who gave me those circulation numbers, etc.), or for others who may be viewing the form at your library for any reason.
• Make as many notes as needed.
• Each Note is date and time stamped for future reference.

Adding Notes to Explain Data Using the Notes Icon

• Notes can be added for data values by clicking on the small, notepad/pen icon.
• Notes can be used to help in understanding and interpreting data and should be used whenever the data is unusual (i.e. when the data changes significantly from year to year)
• Providing notes is helpful to your library and to those who collect the information at the MBLC.

Locking and Approving Data

• When you have completed the form, please Lock your survey.
• Once locked (and approved if necessary), you will not be able to change any values.
• If a change is required after the data set is Locked, please contact Ned Richards or Dianne Carty in the State Aid unit at the MBLC to either unlock the data set or request that any required changes be applied on your behalf.

Posted under Library Statistics, Public Library Statistics Survey--ARIS

This summer, for Fiscal year 2011, the Annual Report Information Survey (ARIS) will be conducted online, instead of in its traditional, paper format.

All survey information will now be entered using the online Counting Opinions survey and data management tool.

Some of you are already familiar with the Counting Opinions tool. The MBLC tested the tool successfully last year, with the generous help of dozens of volunteer libraries across the state. Many thanks go out to our volunteers who helped us last summer.

Feedback from those who tested the online survey showed that it was simple to use, and had features that made it easier to fill out than the print survey.

For instance:

• When a user clicks on a survey question, instructions & examples appear
• The online ARIS form automatically adds figures for the user
• It allows the user to make notes about each question (either for their own reference or to further explain survey answers to the MBLC)

In addition, the online survey tool will give the user the ability to run custom library statistic reports, that will include information about staffing, services, funding, expenditures, etc. The reports will come in standard formats that include graphs and bar charts, or as an Excel spreadsheet.

You should have received a flyer to sign up for one of six workshops to be held statewide in June.  These workshops will explain the Annual Report Information Survey and how to fill it out using the online form.

For further questions, please contact Ned Richards at 800-952-7403 x227 or email him at ned.richards@state.ma.us

Posted under Library Statistics, Public Library Statistics Survey--ARIS

A number of people have contacted the State Aid Unit asking about whether or not to report “frozen” positions on the ARIS form. Frozen positions are any position that is vacant and that the municipality will not allow the library to fill (usually a result of layoffs or a hiring freeze).

Please remember that it is very important not to report frozen positions on the ARIS form.  This allows the data to show important changes in library staffing from year to year.

Here’s an example. Let’s say the number of  positions in Massachusetts libraries decreased in the past year due to layoffs and hiring freezes (frozen positions). By not including these frozen positions on the ARIS form,  the number of library positions will show a drop from the previous year.  By showing that drop, we get an accurate idea of how layoffs and hiring freezes may have affected library staffing.

Posted under Library Statistics, Public Library Statistics Survey--ARIS

Please know that The Board of Library Commissioners approved several important changes to the regulatory requirements of the State Aid to Public Libraries Program at its meeting June 4, 2009 meeting. These changes will go into effect by July 1, 2009, in time for the FY 2010 grant round. Since the FY 2010 grant round looks at library activity during FY 2009, these regulatory changes affect the requirements for the current FY ’09 fiscal year.

The approval of the changes was based on a public hearing and public comment period regarding the proposed changes.

The regulatory changes affect three aspects of the State Aid to Public Libraries program: the calculation of the Materials Expenditure Requirement, the percentage requirements of the Materials Expenditure Requirement for certain population groups, and the number of hours open for the Hours Open Requirement for certain population groups.

The changes are as follows:

• For all libraries, the Materials Expenditure Requirement will be based on the beginning of the year municipal appropriation to the library. If the municipal appropriation is reduced during the fiscal year, the materials expenditure requirement would go down accordingly. If the municipal appropriation increases during the fiscal, the materials expenditure requirement would instead still be based on the initial appropriation.

• A new population group for the Materials Expenditure Requirement will be created for communities with populations between 2,000 and 4,999. This population group’s Materials Expenditure Requirement as a percentage of the Total Municipal Appropriation will be 19.5%

• A new population group for the Hours Open Requirement will be created for communities with populations between 25,000 and 49,999. This population group’s Hours Open Requirement will be 59 hours per week.

• All sources of income expended by the library for library materials may be used to meet the requirement. Sources will include competitive grant funds previously excluded from meeting the requirement (e.g. LSTA grants, Arts Lottery, etc).
  

These regulatory changes will go into effect when they are published in the Massachusetts Register, most likely on June 26, 2009. The changes will apply to the FY 2010 State Aid to Public Libraries Program grant round that looks at library activity during FY 2009.

Your library’s FY 2010 State Aid to Public Libraries Application & Compliance Form, to be distributed this summer and due October 16th, will reflect these changes because the new regulations will be in effect.

Posted under Hours Open Requirement, Materials Expenditure Requirement, Municipal Appropriation Requirement, Public Library Statistics Survey--ARIS, State Aid to Public Libraries

Starting with Fiscal Year 2009, The Institute of Museum and Library Services recently asked the State Aid Unit to provide the number of Young Adult Programs and Young Adult Program Attendance at libraries across Massachusetts.

The ARIS form that will be sent out this summer will have Additional Information Survey questions concerning Young Adult Services. Two of those questions will ask for the number of YA programs during FY 2009 as well as total attendance at those programs. In following years the ARIS form will always ask for the number of Young Adult Programs and Young Adult Program Attendance.

Data taken from these survey questions will provide useful information concerning the implementation of library services geared toward Young Adults across Massachusetts.

YA programs will be considered those geared toward 12-18 year olds.

Children’s programs will be considered those geared toward children under the age of 11.

We realize that many libraries do not currently collect or maintain information about YA programming. However, if at all possible, please provide this information on the ARIS form.

As always, thanks go out to all of you who help us collect information that helps promote libraries across Massachusetts and the rest of the US.

Posted under Library Statistics, Public Library Statistics Survey--ARIS