Dear Colleagues,

I have just received news from IMLS regarding some changes to the data elements on the annual survey.  These changes will be reflected on next years’ survey, but they will not be part of the IMLS official data set until the following year.  Please take a moment to read through these changes in order to incorporate them into your data collection for next year’s annual survey.

New Data Element:

Annual Wireless Internet Sessions

Definition: Report the number of wireless sessions provided by the library wireless service annually.

The State Data Coordinators and IMLS have been discussing best practices for collecting this information and as soon as those are finalized I will pass them along to all of you.

Changed definition:

Line 7.2 - Reference Transactions Per Year

Old Definition: Report the total reference transactions during the Survey year. A reference transaction is an information contact that involves the knowledge, use, recommendations, interpretation, or instruction in the use of one or more information sources by a member of the library staff. The term includes information and referral service. Information sources include printed and non-printed materials, machine-readable databases (including computer-assisted instruction), catalogs and other holdings records, and, through communication of referral, other libraries and institutions and persons both inside and outside the library. When a staff member uses information gained from previous use of information sources to answer a question, report as a reference transaction even if the source is not consulted again during this transaction. DO NOT COUNT directional transactions or questions of rules or policies. Examples of questions that should not be counted: "Where are the cookbooks? Where will I find 811.2G? What time do you close?"

NOTE: It is essential that libraries do not include directional transactions in the report of reference transactions. A directional transaction is an information contact which facilitates the use of the library in which the contact occurs and which does not involve the knowledge, use, recommendation, interpretation, or instruction in the use of any information sources other than those, which describe that library, such as schedules, floor plans, handbooks, and policy statements. Examples of directional transactions include giving instruction for locating, within the library, staff, library users, or physical features, etc., and giving assistance of a non-bibliographic nature with machines.

New Definition: Reference Transactions are information consultations in which library staff recommend, interpret, evaluate, and/or use information resources to help others to meet particular information needs.

A reference transaction includes information and referral service as well as unscheduled individual instruction and assistance in using information sources (including web sites and computer-assisted instruction).Count Readers Advisory questions as reference transactions.

Information sources include (a) printed and non-printed material; (b) machine-readable databases (including computer-assisted instruction); (c) the library's own catalogs and other holdings records; (d) other libraries and institutions through communication or referral; and (e) persons both inside and outside the library.

When a staff member uses information gained from previous use of information sources to answer a question, the transaction is reported as a reference transaction even if the source is not consulted again.

If a contact includes both reference and directional services, it should be reported as one reference transaction. Duration should not be an element in determining whether a transaction is a reference transaction.

NOTE: It is essential that libraries do not include directional transactions in the report of reference transactions. Directional transactions include giving instruction for locating staff, library users, or physical features within the library. Examples of directional transactions include, “Where is the reference librarian? Where is Susan Smith? Where is the rest room? Where are the 600s? Can you help me make a photocopy?”

If an annual count of reference transactions is unavailable, count reference transactions during a typical week or weeks, and multiply the count to represent an annual estimate. [If the sample is done four times a year, multiply totals by 13, if done twice a year multiply by 26, if done only annually, multiply by 52.] A "typical week" is a time that is neither unusually busy nor unusually slow. Avoid holiday times, vacation periods for key staff, or days when unusual events are taking place in the community or in the library. Choose a week in which the library is open its regular hours.

Again, please read through these changes and if you have any questions about them please let me know.

Bob Keith

Data Coordinator

New Jersey State Library

185 W State Street

Trenton, NJ 08625

P: 609-278-2640x192

F: 609-278-2652

rkeith@PROTECTED