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Annual Reports 2020: Introduction

Introduction to the Annual Reports

The Annual Report is a yearly report that public libraries in New York State are required to complete. It is split up into 14 parts. As you move through the annual report, please click on the appropriate tab at the top of this guide for resources and help. Resources will often include actual answers to some of your questions.

Bibliostat CollectConnect is the 'portal' that you enter your annual report information into. The Division of Library Development is hoping to have this unlocked around the middle of January. I will send out an email notifying libraries when it is officially open for data entry.

Annual Report information is due in Bibliostat CollectConnect by Monday, February 22nd at 8am. It is important that you review and check the information, comparing to last year's report if needed. When you are done, email your consultant. We will do a minor review and contact you with any questions before submitting to the state. 

  • MASTER AR SPREADSHEET: NCLS has created a single Master AR Spreadsheet that has all the answers we typically provide. This is information from SIRSI, technology, financials, and more that NCLS provides but in ONE location. 
  • EDIT CHECKS: Since the pandemic has affected libraries so drastically, there will be some disabling of federal edit checks. More on this to come from DLD. Otherwise, please provide notes for any figures that have a large increase or decrease and make sure that all notes are clear. If the note is for an edit check, make sure that the note answers the question being asked by the edit check.
  • OUTLINE OF MAJOR CHANGES. DLD has yet to officially release their Outline of Major Changes, which will be linked here. They have announced that there are several new COVID-19 related questions. The numbers for the questions are to be determined, but DLD has sent out the following list of new questions. NEW COVID-19 Related Questions
  • DLD's ANNUAL REPORT INSTRUCTIONS: The Division of Library Development provides its own detailed instructions for the annual report. Should you have a question not answered in the LibGuide, you can refer to the new instructions here.
  • BOARD APPROVAL/ASSURANCE - Plan ahead to have your report done and reviewed by your library board, typically at your February meeting. Your board's date of approval will be noted in question 12.42. It's ok if your board officially approves your report after it's been submitted to NCLS because we would not have submitted it to DLD yet. Please contact us if you have any changes.
  • LAST YEAR'S REPORTS: Your report from last year can both help answer questions and check for accuracy.  Last year's reports are accessible here.
  • BLANK AR COPY: Many libraries are seeking to put their answers down somewhere while we wait. While we don't have an updated version of the 2020 Annual Report, we do have a blank 2019 copy where you can put your answers for now. 

UPDATES

                                            

2/16/21: Several tweaks have been made to the guide after both the release of DLD's official instructions, popular open lab questions, and other late clarity provided by DLD. This includes guidance on: (part 3) counting Virtual Programming, (part 8) hours open and curbside, questions 9.16, 16A, & 16 B, as well as (part 10) recording Trustees filling in seats mid-way. 

1/22/21: An email was sent that Bibliostat CollectConnect is now open. Please enter your data and email Matt Corey when you're done by Monday, February 22nd at 8am. Open Labs have been scheduled for the following times:

1/20/21: An email was sent out regarding the Master AR Spreadsheet data entry being mostly complete. Additionally, we've added a blank copy of last year's Annual Report so that you may write your answers in somewhere while we wait. There is still no news about Bibliostat opening.

1/4/21: An email was sent out regarding the new Outline of Major Changes - including a change to push the due date back a month - more specifics on dates to come. Additionally, there is an Oath of Office reminder for public libraries. Videos have been added to parts 5 and 10.

12/17/20: The new FAQ page (the last tab at the top) has been updated with popular but broad questions about the Annual Report. More specific questions referring to actual questions are still in the top of each part.

12/4/20: With the Annual Report coming in January, you can start preparing for it now! This includes the following:

  • Print out a copy of last year's report. I can't stress enough how helpful this can be for checking answers.
  • Get Trustee contact information for Part 10. Remember, this information is for library trustees moving forward, starting February 1st. 
  • Gather financial data for Parts 11-14. If you rely on others for this information, give them a heads up. Look at parts 11 and 12 of the guide to help you start organizing the information.
  • Start preparing your programming data for part 3.
  • The state has released but not finalized Covid related questions. They have not provided numbering for these questions either. For now, take a look at the questions and think about how you would answer these questions. 

Logging in to Bibliostat CollectConnect

Log In to Bibliostat CollectConnect to input your data. The Division of Library Development is hoping to have this unlocked around the middle of January. I will send out an email notifying libraries when it is officially open for data entry.

Every library should have their username and password information. Please reach out to your consultant if you need it!