Reports for PR

1. Reports for PR Promote your Library! OELMA 2008 Annual Conference 3:00 PM Thursday, October 23 Presenters: Joanna McNally, SE-L Greg Perciak, LNOCA

2. 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!

3. 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

4. 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.

5. Reports for PR – Audience Identify 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.

6. 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.

7. 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.

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

9. PAT : List Users Report - count • Use List Users report to count patrons: • View log Status active (2004 records of 2010 records selected)

10. Circulation StatisticsOH Monthly Circ Count (Custom tab) • Date range can be specified

11. 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

12. 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)

13. Circulation Statistics List items (Bibliographic tab) List Items used in library (Mark Item Used) Item Selection tab: Print item tab:

14. 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

15. Circulation StatisticsList 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:45 Science : 100 scientists who changed the world / Jon Balchin TOTAL:19 MHS:19 The Presidents / Fred Israel, editor TOTAL:18 MHS:18 Elements / [author, Brian Knapp ; illustrations, David Woodroffe TOTAL:18 MHS:18 The African-American century : how Black Americans have shaped o TOTAL:17 MHS:17 Metropolis High School

16. 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.

17. 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 $ 149,960.05 Number of items with no price: 9,698 Number of items with price: 6,501 Average value of items with price: $ 23.07 16,199 x 23.07 = $373,710.93

18. 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-solving 550 KNA 47.95 LOST-CLAIM Earth science / [author, Brian Knapp 551.6 CAR 24.00 LOST The changing world of weather / Clive C 595 MIL 55.00 LOST-CLAIM National Audubon Society field guide to

19. 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:

20. Reports for PR Vendor Reports

21. 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.

22. Keep track and chart stats

23. Reports for PR Attendance reports

24. How many students visit your library every day?

25. Reports for PR In-house reports

26. 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

27. 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.

28. 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.

29. 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

30. 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.

31. 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.

32. 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.

33. 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?

34. 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)

35. 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.

36. Credits Photos/pictures obtained from: • Microsoft Clip Art • Getty Images http://www.gettyimages.com/Creative/RoyaltyFree.aspx

37. Questions? • Joanna McNally Librarian Charles F. Brush High School 4875 Glenlyn Road Lyndhurst, OH 44124 216.691.2085 mcnally@sel.k12.oh.us • Greg Perciak Library Systems Support Specialist LNOCA 5700 West Canal Road Valley View, OH 44125 216.520.6900 x276 greg.perciak@lnoca.org