Promote Your Library :

Top Reports To Run

How To Use Them To Promote

Set Priorities on use of Time

I (Urgent/Important)•Crisis•Deadline-driven projects

II (Not Urgent /Important)•Relationship•Planning

III. (Urgent

/Not Important)•Mail/phone/meetings

IV. (Not Urgent / Not Important)•Junk mail/phone/trivia

Covey, Stephen Fist Things First

Promote Your LibraryPrimary objective for K-12 libraries:

LEARNING• Document contribution

• Put it in the right hands

Libraries increase student learning

Promote Your Library• Keep a daily log or journal.• Make time to collect data.• Pay attention to timing.• Identify your audience.• Know your objectives.• Schedule and print/save reports.• Compile critical data.• Communicate!

Make Time & Time It Right• If you think it’s impossible to find time to

collect data and write reports, go directly to: http://www.lnoca.org/departments/library/files/pr/PRQ

uickTip13-makingtime.doc.

• Compile your data

• Report BEFORE the crisis (decision) – be PROACTIVE

Promote – Keep a logMaintain a journal to log information that

isn’t reportable by other means: events, fund raisers, field trips web page enhancements materials purchased with donations grant applications submitted; grants awarded in-house studies

Choose Your AudienceIdentify everyone in your educational community

who plays a part in the decision-making that affects the library…

• superintendent• principal• faculty• technical-services staff• parents• community members… and the opinion-makers they listen to.

Promote to the Audience• Target decision makers

• Design your reports

• Use visuals –to draw attention

• Collect data for the future

• Know your audience may change

SIRSI Reports – Staff Web

•Number of Patrons by Grade

•Patron Activity

Staff Web

• Go to www.neomin.org

• Click on Library > Resources > LinksHost: neomin.infohio.org

Port: district port number

Login: your user id/pin

Patrons by GradeStaff Web >Patron

Reports > Statistics / Number of patrons by group.

Accept all the defaults and run the report. This will only include data for the library

you are logged into. View the report

Patron ActivityStaff Web > Patron

Reports > Statistics / Patron Activity

Change Period Frequency to Yearly

Use Starting Date Gadget to set beginning date.

Bullet Suppress User Detail

SIRSI Reports

Document efficient use of resources•Number of Patrons Served •Circulation of collection•Value of collection•Number of Interlibrary Loans

PAT : List Users Report - count

• Use List Users report to count patrons:

• View logINFOhio :: Patron List Users will be selected if user library is LAKHS. Users will be selected if user GRADE is 9,10,11,12,FACULTY. Output: spreadsheet - Grade Name – Tab

Circulation Statistics CIR : Monthly Circ Count (ITC tab)

• Date range can be specified

Circ stats - before (in Word) Monthly Circulation Statistics Produced Friday, December 29, 2006 at 12:30 PM Report for: Call numbers 000000 to 000099.9999, 000100 to 000199.9999, 000200 to 000299.9999, 000300 to 000399.9999, 000400 to 000499.9999, 000500 to 000599.9999, 000600 to 000699.9999, 000700 to 000799.9999, 000800 to 000899.9999, 000900 to 000999.9999, F A to F Z, FICA to FICZ, SF A to SF Z, Z All Item types Item group TOTAL BIOGRAPHY 70 CAREER 41 DVD 60 FICTION 472 NONFICTION 463

Circ stats – after (in Word)Circulation Statistics - Metropolis High School

September 1, 2006 through December 22, 2006

Collection TOTAL

BIOGRAPHY 70

CAREER 41

DVD 60

FICTION 472

NONFICTION 463

TOTAL 1106 (divide by number of users for average)

Circulation Statistics List items (Bibliographic tab)

List Items used in libraryItem Selection tab:

Print item tab:

Circulation Statistics List items (used in library)

Item List

1000 makers of the millennium / [edited by Chuck Wills]. 920.02 copy:1 id:30803000015314 library:MHS location:AVAILABLE checkouts:0 bills:0 holds:0 total checkouts:0 circulate flag:YES last used:5/16/2006 in-house checkouts:5

The jazz age : the 20s / by the editors of Time-Life Books. R 973.91 JAZ copy:1 id:30803002025428 library:MHS location:AVAILABLE checkouts:0 bills:0 holds:0 total checkouts:1

circulate flag:YES last used:10/19/2006 in-house checkouts:4

Circulation Statistics List Titles Used/Unused report

Title Use List

The Biographical dictionary of Black Americans / by Rachel Kranz TOTAL:45 MHS:45Science : 100 scientists who changed the world / Jon Balchin TOTAL:19 MHS:19The Presidents / Fred Israel, editor TOTAL:18 MHS:18Elements / [author, Brian Knapp ; illustrations, David Woodroffe TOTAL:18 MHS:18The African-American century : how Black Americans have shaped o TOTAL:17 MHS:17

Metropolis High School

Value of CollectionINFOhio tab > CAS:

Value of Collection School

No price

Items with no price solutions:

•Approximate price OR

•Run barcodes and add price

Items with No PriceINFOhio tab > CAT: Shelflist

Item Selection tab:

- Library

- Price (= 0.00)

Donated Items Reports

INFOhio tab > CAT: Shelflist • Enter your library• Funding Source – select a specific type or all

the donation funding sources you use. If you leave it blank, you will get all items, not just donated ones

• Creation Date – you can select a specific time period if desired

New Titles

INFOhio tab > CAT: Shelflist • Select your library• Select item group(s) – optional• Use the Date Created gadget to limit your

results to the time period you want to report. (See tip sheet 15.3 if you need help.)

Inter District LoansList Transits –

(All Circulation)

Demonstrate the wise

use of resources

among district libraries.

INTERLIBRARY LOANKeep statistics on all

borrowing and exchanges such as:

• MORE• Public library• Media Center• Regional Library

Working With Excel

Tutorial on how to import data into Excel

http://office.microsoft.com/training/training.aspx?AssetID=RC011801181033

SIRSI Reports

Document collection and contribution to learning•Average Year of Collection•Age of Collection•Use of Collection

Cataloging Statistics Avg Pub Year by Item Group (All Titles tab)

Run a separate report for each item group.

Average Publication Year by Item Group

Number of titles read 5108

Non-Zero Pub Years Selected Average Pub Year Most Recent Oldest

--------------------------- ---------------- ----------- ------

5094 1988 2006 1834

Investigate! Run a shelf list and sort on pub year.

Cataloging Statistics – lost items CAT : Shelf List (INFOhio tab)

INFOhio :: CAT : Shelf List Call Number Barcode Status Title

================================================================================

510 MIT 30807052705227 LOST Pre-GED mathematics and problem-solving

550 KNA 30807054860236 LOST-CLAIM Earth science / [author, Brian Knapp

551.6 CAR 30807052568054 LOST The changing world of weather / Clive C

595 MIL 30807052703636 LOST-CLAIM National Audubon Society field guide to

Age of CollectionINFOhio tab: CAS:

Age of Collection – Select library

– Select call number range OR item group

To create graphs:

1. Save as .txt

2. Open Excel

3. Import file

4. Graph

15.8.2b Age of CollectionSpreadsheet with

charts and graphs

TroubleshootingCAT : Shelf List Report (INFOhio tab)• If the average pub year seems too old:

or run a full shelf list and sort on pub year:

• If the average price seems too high:

• To identify items without prices:

Use of Collection

• Circulation statistics – grade, call number, time period…..

• Items used in the library – must wand the items as used to produce this report.– Computers– Equipment– Reference Books

Items Use in the Library

Record use : Special Circulation > Mark Item Used

Report use: INFOhio tab > Shelflist– Select Library – Determine Item Group– Number of In house checkouts >0– Dates of checkouts

ExampleCurrent research and district study

Beachwood OAT test scores (May 2007) decline in reading from grade 4 through grade 8. The science test scores have room for improvement (see attached).

The Hilltop Library science , math and social studies collection has been evaluated for need as follows:

Dewey Subject Total No. Avg. Pub Oldest PubNewest Pub No. Circ.500 Pure Science 650 1992 1953 2007 489600 Applied Science 316 1992 1967 2008 613900 Social Sciences 742 1993 1960 2008 316300 Social Sciences 664 1987 1924 2008 281

Examples

• Annual Report

• Budget

Reports That Save Time

• Email overdues to students and faculty– Run report once– Schedule it– SIRSI does the rest

• Bibliographies– Search and select titles– Volunteers pull the items

Some More Ideas • Attendance reports – directions

available on INFOhio site. Direct url http://www.infohio.org/Documents/ID/LessonResources/AttendanceReports20080410.doc

• Promotion ideashttp://www.lnoca.org/departments/

library/pr/pr.aspx

Reports for PR

Vendor Reports

Vendor Reports• If you subscribe to any online databases outside the

INFOhio family, contact your vendor(s) for usage statistics.

• INFOhio statistics are available from http://www.infohio.org/er/Statistics.html. Though they represent statewide use, the yearly growth in totals is indicative of a need for librarian intervention.

• Use FOLLET and/or BAKER AND TAYLOR Collection analysis tools – contact vendors for help

Reports to Promote

In-house reports

In-house Reports1. Collaborative efforts2. Bibliographic Instruction (BI)3. Mediated searches4. Class visits5. Computer use / INFOhio searches6. Student and faculty surveys7. MARC record enhancements for AR or Ohio

Academic Content Standards8. Anecdotes and qualitative data

Collaborative Efforts• with tech support on library website and

troubleshooting.• with faculty on testing outcomes.• with faculty on class projects, lesson

plans, homework, collection development.

• with faculty on academic content standards.

Bibliographic Instruction• Document the number of group and, if

possible, individual BI sessions.

• Document the length of these sessions.

• Document frequency for specific subject areas, teachers, and indicate areas for improvement.

Mediated Searches• bibliographies for faculty, staff• professional searches of electronic resources• ER searches which address specific

Academic Content Standards• Ebsco alerts, table of contents alerts• monitoring of e-lists, listservs, etc.• podcasting, creating/monitoring blogs, wikis,

and other new technology initiatives

Class Visits• Document the number and type of class

visits, to include student count.

• Indicate the kind of ‘teaching moments’ that occur during these visits.

Computer Use• Barcode each public workstation and use the

‘Mark Item Used’ wizard, which is reportable.• Or check it out and check it in after each use.• Or choose a representative day, take a count,

and extrapolate – this can even be done with INFOhio searches if time allows.

• Choose a different day each week or month to survey how PCs are being used and/or how the students are using the library.

IMPACT

IMPACT is an excel spreadsheet program that helps you keep track of

• collaboration

• student contact hours

• classroom teacher support

$60.00 from LMC Source Online Store

Student and Faculty Surveys• When a class comes for BI, give out a

brief survey before or after the session.

• Send evaluation forms to the teacher directly after a BI session.

• Form a library advisory committee.

• Use the questions from the Ohio Research Study.

MARC Record Enhancements• How many bibs have been modified with Accelerated

Reading (526 – study program) data and how is it used?

• How many bibs have been modified with Guided Reading (521 – target audience) data and how is it used?

• How many bibs have been modified with Academic Content Standards (658 – curriculum objective) data and how is it used?

• Is there any collaboration under way with faculty to identify materials that address specific Academic Content Standards?

Anecdotes & Qualitative Data• “When I had to write a term paper for English

class, the school library was vital in helping me at all the different steps in the research and write-up.”

• “I really didn’t know how to do reading, and I was getting bad grades. Then we started doing main-idea reading, which we learned in library class. Now I know how to come up with a main idea and put my other ideas together around it.”

Promotion ResourcesINFOhio: http://www.infohio.org

– Documents manual– Library Staff

OELMA Advocacy & Evidence Based Practice: http://www.oelma.org

AASL http://www.ala.org/ala/mgrps/divs/aasl/index.cfm

Questions?

Jennifer Schwelik

jschwelik@sbcglobal.net

216-256-1924