Government of Ontario: Ministry of Tourism, Culture and Sport

One Week Survey of Public Library Use
(Typical Week Survey)

Important Notice:

• Please file this completed form for your library’s use in completing the “2014 Annual Survey of Public Libraries” form
• Do not return it to the Ministry of Tourism, Culture and Sport.
• Typical week data should be transferred to Section G of your library’s Annual Survey of Public Libraries when you efile for the 2014 reporting year.

Instructions on how to complete this survey

Complete one “Typical Week Survey” for each service point in your system. To be considered a service point, a library outlet must meet the following criteria:

• offer library service directly to the public;
• be open at regularly scheduled times;
• have a permanent collection; and
• be staffed by library personnel.

There are 5 types of library service points, they are: the main library, branches open 12 hours per week or more, branches open less than 12 hours per week, bookmobile stop locations, and deposit stations and kiosks.

Circulation

1. Circulation of items except E-books and downloadable audio books, music and video
   Report the circulation of all library materials except E-books, downloadable audio books, music and video checked out from the library’s permanent collection of materials directly by library users for use outside the library. Remember to:
   • include renewals made in-person, by phone or electronically;
   • include items borrowed on inter-library loan from other library systems that were circulated to your library users;
   • include the initial circulation of rotating or bulk loan materials to a deposit collection. (e.g.. rotation of 4 times a year × 500 items = 2000 circulation), and exclude the actual or estimated subsequent circulation of bulk loans those items to users;
   • exclude photocopies in lieu of loans; and
   • exclude loans to another library system or branch.
2. Circulation of E-books, downloadable audio books, music and video
   Report the circulation of all E-books, downloadable audio books, music and video including Net Library E-books and Rocket E-Books.
3. Total Circulation
   Report the total circulation of all library materials in all formats checked out from the library’s permanent collection directly by library users for use outside the library. Add 1) Circulation of all items except E-books, and downloadable audio books, music and video, and 2) Circulation of E-books, downloadable audio books, music and video to obtain this figure.

In Library Materials Use

Report the number of materials used inside the library and not checked out. Count any items removed from their usual location by staff or library users. Include reference materials, circulating materials, magazines, newspapers and all other materials used in the library.

• Count a vertical file, pamphlet file, multi-media kit or language learning kit as a single item - do not count each as a separate element;
• Do not count audio-visual items unless they were used at viewing/listening stations available in the branch;
• Do not include items returned from an outside circulation.

Electronic Information Resources Use (typical week data)

Number of people using library workstations:

Count the number of people who use public access computer workstations in the library, either from sign-up sheets or by a manual stick count. Do not factor in the length of the session in the count (i.e. if a user is at a workstation for a long time, do not count it as more than one workstation use). Include download stations such as Overdrive. Exclude public use of computer workstations that can only be used to access the library catalogue (OPAC).

Number of times electronic databases are accessed by library users:

Count the number of searches for information conducted in the online databases (e.g. retrievals or requests for periodical articles including full text periodical articles in the online databases) that are accessible at the library, including statistics on access to databases. If the library cannot provide this information enter zero. When you calculate this number:

• include vendor provided statistics on the total use of all databases licensed by the library for use by library users;
• include networked CD ROM databases and locally created databases (e.g. local newspaper indexes, local history collections or community information);
• count the use of a CD-ROM or other database title as one use;
• count each separate retrieval or request record accessed within the database (e.g. of periodical articles); and
• use a typical week count for those items for which statistics are not provided by a vendor or counted automatically.

Number of people using public library wireless connection

For libraries that offer wireless Internet connection to enable public use of personal or library-owned laptops on library property, count the number of people who used the wireless connection during the past week. Use your wireless router’s log report or appropriate software to obtain this number. If your library does not have a log report or appropriate software available, do a manual head count. To clarify, include the number of people within the library building and if your library is able, include the number of people outside the library such as on the library’s grounds or property, that are using the library’s wireless connection.

Reference

Number of standard reference transactions (criteria):

A standard reference transaction is a request for information made directly by a library user that involves the knowledge, use, recommendation, interpretation or instruction in the use of one or more information sources or bibliographic tools by library staff. (examples of reference questions include: ‘How can I find out when Andrew Wyeth was born?’ or ‘Can you help me to locate information on the Internet about skiing in Ontario?’)

Standard reference transactions include reference requests library users make in person, on the phone, by regular mail(i.e. not e-mail) or by FAX. Information sources include print and non-print materials, electronic databases, catalogues and referrals to sources outside the library.

If a request is referred to another branch, only the branch where the original request was made should count the reference request. If a library user has multiple questions, record each question as a separate transaction if it deals with a new subject.

Include:

• requests for help finding information on an electronic database or in the catalogue (other than simple checks of the library catalogue for a specific title);
• questions of fact or finding facts;
• literature searches;
• requests for information and referral;
• database searches; and
• requests received in person, by telephone, mail, or fax.

Exclude:

• requests for directions, information on locations, (e.g. ‘Is the library open Thursday nights?’);
• interlibrary loan requests;
• questions about rules or policies, (e.g. ‘ What is the loan period for videotapes?’);
• requests for assistance about the use of the library and its services (i.e. library policy, procedures, services, programs, equipment, and facilities);
• shelf checks and simple checks of the library catalogue for specific items; and
• advertisements, bills, personal telephone calls, public notices or solicitations received by library staff.

Number of electronic reference transactions:

An electronic reference transaction is one which follows the same criteria as a standard reference request but is received via electronic means (e.g. via email or web page).

Number of Reader’s Advisory transactions

A Reader’s Advisory Transaction is a request for information made directly by a library user for the purpose of seeking recommendations, guidance or specific materials relating to a library user’s choice of reading material which focuses on a genre, topic or link between the library user’s interests and the expansion of their literary interests.

Information Communication Technology, software and social media support requests

An information communications technology, software and social media support request is a request for information made directly by a library user for the purpose of seeking information or help on information Communication Technology, software and social media. Examples include requests for help or information on E-book readers and their applications, blogs, social media such as Twitter or Facebook, computer software, and the Internet.

Average time in minutes per Information Communication Technology, software and social media support request

Record the average time in minutes it takes staff to respond to user inquiries or need for orientation on Information Communication Technology, software, social media, computers or the Internet. An example would be time spent to orient a library user to an E-book reader or any of its applications or content. To assist your library to record this, try to record some times in minutes taken for these questions and average them, or provide best estimate based on staff experience.

Number of times accessible material, equipment or devices are requested

A purpose of this question is to measure some of the accessibility assistance people receive at the library that meets the intent and spirit of the Accessibility for Ontarians with Disabilities Act, (AODA).

Count the number of times that staff provides accessible material, equipment or devices to members of the public requesting them because of their accessibility features. Include in-person, phoned or emailed requests for accessible format material of any kind, including through inter library loan. Include the number of times staff retrieve material within the library to meet accessibility needs.

Accessibility devices, equipment or furniture include but are not limited to magnification devices, large print screens on computers, audio book and Braille readers, or adjustable chairs and desks. If a member of the public seeks more than one accessible material item or accessible equipment item during the same request to staff, count it as one request.

Staff can use best estimates for counting such items as audio books where one member of the public may borrow an audio book for accessibility purposes but where another member of the public without accessibility needs may borrow an audio book to simply listen to.

Public libraries with an ILS may be able to derive an average weekly statistic to address this question with information from their ILS. An example is the number of times people borrow Daisy readers or CNIB material. If your library uses software like Userful for its public access computers count the number of times people use large print capability of computers.

Library Visits

Number of Visits made to the library in person:

State the number of people entering the library for whatever purpose.

• count people as they are entering and re-entering the library;
• include people attending programs or making use of community meeting rooms; and
• exclude staff and service personnel.

Number of electronic visits:

State the number of visits (user sessions) made to the library website via the Internet. Use electronic counting software to generate this figure (e.g. Web Trends).

Number of social media visits:

If your library participates in social media, state the number of visits made to your library’s social media such as blogs, Facebook and Flickr. Include visits from both inside and outside the library. This can include Twitter Retweets, replies and favorites, Facebook likes, shares and comments, Google+ “+1”s, shares and comments, LinkedIn connections and Pinterest pins and repins.

Government of Ontario: Ministry of Tourism, Culture and Sport

One Week Survey of Public Library Use
(Typical Week Survey)

Service Point

Name of Service Point

Week of the Survey

From (yyyy/mm/dd)
To (yyyy/mm/dd)
Total hours open during week

Circulation

1) All circulation of all library materials except E-books, downloadable audio books, music and video

2) All circulation for E-books, downloadable audio books, music and video

3) Total circulation of all library materials (Addition of Circulation fields 1) and 2))

In Library Materials Use

Total In Library Materials Use

Electronic Information Resources Use

Mandatory:
Number of people using public library computer workstations (excluding those that only provide OPAC access):

Please provide data if available:
Number of times electronic databases are searched for information by library users (include the number of database searches and
requests / retrievals of periodical articles in the databases):

Number of people using public library wireless connection:

Reference

Number of standard reference transactions

Number of electronic reference transactions

Number of Reader’s Advisory transactions

Number of Information Communication Technology, software and social media support requests

Average time in minutes per Information Communication Technology, software and social media support request

Number of times accessible material, equipment or devices are requested

Library Visits

Number of visits made to the library in person

Number of electronic visits to the library

Number of social media visits