Annual Report - What to Track

The work of the annual report begins long before it's time to enter your data. Knowing what to keep track of is the crucial first step. This page gives a list of everything that the report asks for. Items that are new this year are in bold:

Here is a PDF version of this list (2 pages).

Schedule (Weeks & Hours)

  • Number and hours for regular weeks
  • Number and hours for reduced weeks
  • (COVID) Weeks closed to the public (meaning patrons cannot enter the building)
  • (COVID) Annual hours open normally
  • (COVID) Annual hours open by appointment
  • (COVID) Annual hours open for curbside pickup
    • Only count the “most open” level. For example, if you are simultaneously open normally and for curbside during a time period, only count it as open normally.

Staffing (Hours)

  • Staff Hours – Broken down by librarians with an MLS, librarians with a VT Certificate of Public Librarianship, librarians without an MLS or certificate, and all other staff. Weekly.
  • Funded from Outside – Staffing hours paid for by an outside organization (grant, AmeriCorps, etc…). Weekly.
  • Volunteer Hours – Weekly.

Operating Income (Dollars)

  • Tax Support - Local tax support from each town that provides it.
  • Non-Resident Fees – What you charge per person/family, and the total fees for the year.
  • All Other Local Income – Gifts, fines, book sales, fund-raising, and such.
  • Transfers – Funds transferred from endowment or savings account.
  • Grants – All grants and the amounts received (including from VTLIB), federal or otherwise.
  • In-Kind Support – Goods and services provided for no cost, whether from a municipality, organization, or resident.

Capital Revenue (Dollars)

  • Revenue – Capital revenue for projects, broken down by federal, state, local, and other.

Operating Expenditures (Dollars)

  • Collections – Collections expenses, broken down by print, electronic, and other.
  • Staff – Staffing expenses, broken down by salary and benefits.
  • Other – All other operating expenses.
  • Grants – Funds spent on grant projects.
  • Capital – Funds spent on capital projects.

Holdings (Number of Items)

  • Print Materials – Broken down by adult and children.
  • Electronic Books – Downloadable ebooks, broken down by adult and children. Includes Listen Up Vermont and RBDigital.
  • Video Items – DVD, VHS, video Playaways, and such.
  • Downloadable Video – Number of titles available from services such as Kanopy or Hoopla.
  • Audio Items – Broken down by adult and children.
  • Downloadable Audio - Includes Listen Up Vermont and RBDigital.
  • Print Serials – Includes magazines and newspapers.
  • Database Licenses – Number of databases you offer besides Vermont Online Library, HeritageQuest, and Universal Class.

Services (Various)

  • Borrowers – Number broken down by adult and children.
  • Visits – Total visits.
  • (COVID) – Number of users who picked up curbside items, but didn’t enter the building.
  • Reference Transactions – Annual number of questions.
  • Downloadable Circulation – Checkouts for downloadable items. Includes Listen Up Vermont and RBDigital.
  • Electronic Database Usage - Includes Vermont Online Library and HeritageQuest, as well as any online databases you subscribe to individually.
  • Physical Items Circulation – Adult & Children.
  • (COVID) – Number of curbside circulations (also included in the physical items circulation count).
  • InterLibrary Loans – Broken down by provided and received.
  • In-Person Programming
    • Programs – Broken down by adult, child, and young adult programs. Also, collaborations with other organizations.
    • Attendance – Broken down by adult, child, and young adult programs.
  • Virtual Programming
    • Programs – Broken down by adult, child, and young adult programs.
    • Attendance – Broken down by adult, child, and young adult programs.
  • Recorded Programming
    • Programs – Pre-recorded programs or programs that were originally live.
    • Views – Number based on 1-minute views (Facebook) and unique views (everything else).
  • Passive Activities
    • Activities – Number of different activities. Updating an activity with all new content counts as a new activity.
    • Participation – A very rough estimate of participation.
  • Non-Library Programs – Number of programs not sponsored by the library, but held in library facilities.
  • Outreach Deliveries of Items – Broken down by individuals, childcare providers, and other sites.
  • Public Use Computers – Number for public use.
  • Computer Training – Number of staff and patrons trained.
  • Computer Use – How often were your public computers used.
  • WiFi – Number of wireless sessions.
  • Website – Number of visits to your library’s website.