Reports for PR

Promote your Library!

OELMA 2008 Annual Conference3:00 PM Thursday, October 23

Presenters: Joanna McNally, SE-L Greg Perciak, LNOCA

Reports for PR

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

Reports for PR – Keep a log

Maintain 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

Reports for PR - Time

Make time and develop your sense of timing! If you think it’s impossible to find time to

collect data and write reports, go directly to the PR-Advocacy Committee’s Quick Tip #13 at http://web2.lnoca.org:4040/PR.htm

If the objective of your reporting is to increase your budget or grow your staff, compile your data and distribute your report BEFORE budgeting decisions are made.

Reports for PR – AudienceIdentify everyone in your educational community

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

Superintendent Director of Curriculum Principal Faculty Technical-services staff Parents Community members… and the opinion-makers they listen to.

Reports for PR – Audience Anyone having anything to do with library

decision-making or library objectives is your target. Design your reports accordingly.

Beware of data dumps! If you cannot parse your data into smaller reports, draw the reader’s attention to the section(s) s/he will find relevant.

Collect data even if it doesn’t seem needed at the time - your audience may change.

Reports for PR - Objectives

There is one primary objective for K-12 media centers: learning.

You must document your contribution to student learning. If you can do so effectively and put it in the right hands at the right time, your library funding, your library, and your job have a better chance of survival.

Reports for PR

Sirsi / INFOhio Reports – use statistical reports as a springboard for advertising the library’s contribution to learning.

PAT : List Users Report - count

Use List Users report to count patrons:

View log

Status active (2004 records of 2010 records selected)

Circulation Statistics OH Monthly Circ Count (Custom tab)

Date range can be specified

Circ stats - before (in Word) Monthly Circulation Statistics Produced Friday, March 28, 2008 at 10:53 AM Report for: Call numbers 000000 to ZZZ All Item types

Item group TOTAL BIOGRAPHY 135 FICTION 524 NONFICTION 604 PAPERBACK 127

PERIODICAL 64

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

August 20, 2007 through December 21, 2007

Collection TOTAL

BIOGRAPHY 135

FICTION 524

NONFICTION 604

PAPERBACK 127

PERIODICAL 64

TOTAL 1454 (divide by number of users for average)

Circulation Statistics List items (Bibliographic tab)

List Items used in library (Mark Item Used)

Item 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 (Admin tab)

This report allows you to limit in-house checkouts by date range. Contact your ITC to copy it to your Templates tab.

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

Cataloging Statistics CAS : Age of Collection (INFOhio tab)

Caution: a single bad pub date entry can skewer your results. Better to run in spreadsheet format and find the median age.

Cataloging Statistics CAS : Value of Collection (INFOhio tab)

Metropolis High School: BIOGRAPHY 977 531 $ 10,621.99 CAREER 303 101 $ 1,654.29 CARTOGRAPH 18 5 $ 140.10 CASSETTE 2 2 $ 56.93 CD 2 2 $ 60.00 COLLBIOG 331 103 $ 2,532.46 COMPUFILE 18 0 $ 0.00 DESK 567 148 $ 15,503.28 DVD 196 186 $ 6,824.15 EASY 135 34 $ 186.57 EQUIPMENT 20 17 $ 7,068.00 FICTION 4,206 2,053 $ 27,861.43 KIT 1 0 $ 0.00 LASERDISC 4 2 $ 59.90 NONFICTION 6,897 2,550 $ 53,248.20 PAPERBACK 3 3 $ 15.00 PERIODICAL 133 130 $ 598.89 PROFESSNAL 407 57 $ 1,147.13 REFERENCE 443 144 $ 7,983.34 SPECLCIRCY 443 91 $ 1,796.43 STORYCOLL 153 58 $ 807.36 VIDEO 940 284 11,794.60______________________________________________________________________Library Totals: 16,199 6,501 $ 149,960.05Number of items with no price: 9,698Number of items with price: 6,501Average value of items with price: $ 23.07

16,199 x 23.07 = $373,710.93

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

INFOhio :: CAT : Shelf List Call Number Price Status Title ================================================================================510 MIT 18.85 LOST Pre-GED mathematics and problem-solving550 KNA 47.95 LOST-CLAIM Earth science / [author, Brian Knapp 551.6 CAR 24.00 LOST The changing world of weather / Clive C595 MIL 55.00 LOST-CLAIM National Audubon Society field guide to

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:

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.

Keep track and chart stats

Database Total SearchesCQ Researcher 139Issues & Controversies 235Teen Health & Wellness 120Gale Biography Resource 1491Gale eBooks 28Gale LitFinder 32Gale Opposing Viewpoints 50Gale Student Resource 466

Gale Subtotal: 2067

Reports for PR

Attendance reports

How many students visit your library every day?

Reports for PR

In-house reports

In-house Reports Collaborative efforts Bibliographic Instruction (BI) Mediated searches Class visits Computer use / INFOhio searches Student and faculty surveys MARC record enhancements for AR or

Ohio Academic Content Standards Anecdotes and qualitative data

Collaborative Efforts With faculty on academic content

standards. With faculty on class projects, lesson

plans, homework, collection development.

With faculty on testing outcomes. With tech support on library website

and troubleshooting.

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 and pathfinders for

teachers/students 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.

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 “Thanks Mrs. McNally – you’re a lifesaver!” “I need your help – I’ve tried finding

information on Google, but haven’t found what I’m looking for. What library website did you show us that had magazine articles?”

“I’m looking for a book.” “Thanks for all of your help in finding images

for this assignment” (from an art teacher) “You need a pay raise!” (from a government

teacher)

Reports for PR

This presentation – Promote Your Library – and other LNOCA peer resources can be found at http://web2.lnoca.org:4040/Peers.htm

See also LNOCA’s PR/Advocacy page at http://web2.lnoca.org:4040/PR.htm for other samples.

Credits

Photos/pictures obtained from: Microsoft Clip Art Getty Images

http://www.gettyimages.com/Creative/RoyaltyFree.aspx

Questions? Joanna McNally

Librarian

Charles F. Brush High School4875 Glenlyn RoadLyndhurst, OH 44124216.691.2085mcnally@sel.k12.oh.us

Greg PerciakLibrary Systems Support Specialist

LNOCA5700 West Canal RoadValley View, OH 44125216.520.6900 x276greg.perciak@lnoca.org