Promote Your Library :

1. Promote Your Library : Top Reports To Run How To Use Them To Promote

2. Set Priorities on use of Time Covey, Stephen Fist Things First

3. Promote Your Library Primary objective for K-12 libraries: LEARNING Document contribution Put it in the right hands Libraries increase student learning

4. Promote Your Library Keep a daily log or journal. Make time to collect data. Pay attention to timing. Identify your audience. Know your objectives. Schedule and print/save reports. Compile critical data. Communicate!

5. Make Time & Time It Right If you think it’s impossible to find time to collect data and write reports, go directly to: http://www.lnoca.org/departments/library/files/pr/PRQuickTip13-makingtime.doc. Compile your data Report BEFORE the crisis (decision) – be PROACTIVE

6. Promote – 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

7. Choose Your Audience Identify everyone in your educational community who plays a part in the decision-making that affects the library… superintendent principal faculty technical-services staff parents community members … and the opinion-makers they listen to.

8. Promote to the Audience Target decision makers Design your reports Use visuals –to draw attention Collect data for the future Know your audience may change

9. SIRSI Reports – Staff Web Number of Patrons by Grade Patron Activity

10. Staff Web • Go to www.neomin.org • Click on Library > Resources > Links Host: neomin.infohio.org Port: district port number Login: your user id/pin

11. Patrons by Grade Staff Web >Patron Reports > Statistics / Number of patrons by group. • Accept all the defaults and run the report. This will only include data for the library you are logged into. • View the report

12. Patron Activity Staff Web > Patron Reports > Statistics / Patron Activity • Change Period Frequency to Yearly • Use Starting Date Gadget to set beginning date. • Bullet Suppress User Detail

13. SIRSI Reports Document efficient use of resources Number of Patrons Served Circulation of collection Value of collection Number of Interlibrary Loans

14. PAT : List Users Report - count Use List Users report to count patrons: View log INFOhio :: Patron List Users will be selected if user library is LAKHS. Users will be selected if user GRADE is 9,10,11,12,FACULTY. Output: spreadsheet - Grade Name – Tab

15. Circulation StatisticsCIR : Monthly Circ Count (ITC tab) Date range can be specified

16. Circ stats - before (in Word) Monthly Circulation Statistics Produced Friday, December 29, 2006 at 12:30 PM Report for: Call numbers 000000 to 000099.9999, 000100 to 000199.9999, 000200 to 000299.9999 , 000300 to 000399.9999, 000400 to 000499.9999, 000500 to 000599.9999, 000600 to 000699.9999, 000700 to 000799.9999, 000800 to 000899.9999, 000900 to 000999.9999, F A to F Z, FICA to FICZ, SF A to SF Z, Z All Item types Item group TOTAL BIOGRAPHY 70 CAREER 41 DVD 60 FICTION 472 NONFICTION 463

17. Circ stats – after (in Word) Circulation Statistics - Metropolis High School September 1, 2006 through December 22, 2006 Collection TOTAL BIOGRAPHY 70 CAREER 41 DVD 60 FICTION 472 NONFICTION 463 TOTAL 1106 (divide by number of users for average)

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

19. 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

20. Circulation StatisticsList Titles Used/Unused report 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

21. Value of Collection INFOhio tab > CAS: Value of Collection School • Items with no price solutions: • Approximate price OR • Run barcodes and add price No price

22. Items with No Price INFOhio tab > CAT: Shelflist Item Selection tab: - Library - Price (= 0.00)

23. Donated Items Reports INFOhio tab > CAT: Shelflist • Enter your library • Funding Source – select a specific type or all the donation funding sources you use. If you leave it blank, you will get all items, not just donated ones • Creation Date – you can select a specific time period if desired

24. New Titles INFOhio tab > CAT: Shelflist • Select your library • Select item group(s) – optional • Use the Date Created gadget to limit your results to the time period you want to report. (See tip sheet 15.3 if you need help.)

25. Inter District Loans List Transits – (All Circulation) Demonstrate the wise use of resources among district libraries.

26. INTERLIBRARY LOAN Keep statistics on all borrowing and exchanges such as: • MORE • Public library • Media Center • Regional Library

27. Working With Excel Tutorial on how to import data into Excel http://office.microsoft.com/training/training.aspx?AssetID=RC011801181033

28. SIRSI Reports Document collection and contribution to learning Average Year of Collection Age of Collection Use of Collection

29. Cataloging Statistics Avg Pub Year by Item Group (All Titles tab) Run a separate report for each item group. Average Publication Year by Item Group Number of titles read 5108 Non-Zero Pub Years Selected Average Pub Year Most Recent Oldest --------------------------- ---------------- ----------- ------ 5094 1988 2006 1834 Investigate! Run a shelf list and sort on pub year.

30. Cataloging Statistics – lost items CAT : Shelf List (INFOhio tab) INFOhio :: CAT : Shelf List Call Number Barcode Status Title ================================================================================ 510 MIT 30807052705227 LOST Pre-GED mathematics and problem-solving 550 KNA 30807054860236 LOST-CLAIM Earth science / [author, Brian Knapp 551.6 CAR 30807052568054 LOST The changing world of weather / Clive C 595 MIL 30807052703636 LOST-CLAIM National Audubon Society field guide to

31. Age of Collection INFOhio tab: CAS: Age of Collection • Select library • Select call number range OR item group To create graphs: • Save as .txt • Open Excel • Import file • Graph

32. 15.8.2b Age of Collection Spreadsheet with charts and graphs

33. 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:

34. Use of Collection • Circulation statistics – grade, call number, time period….. • Items used in the library – must wand the items as used to produce this report. • Computers • Equipment • Reference Books

35. Items Use in the Library Record use : Special Circulation > Mark Item Used Report use: INFOhio tab > Shelflist • Select Library • Determine Item Group • Number of In house checkouts >0 • Dates of checkouts

36. Example Current research and district study Beachwood OAT test scores (May 2007) decline in reading from grade 4 through grade 8. The science test scores have room for improvement (see attached). The Hilltop Library science , math and social studies collection has been evaluated for need as follows:

37. Examples • Annual Report • Budget

38. Reports That Save Time • Email overdues to students and faculty • Run report once • Schedule it • SIRSI does the rest • Bibliographies • Search and select titles • Volunteers pull the items

39. Some More Ideas • Attendance reports – directions available on INFOhio site. Direct url http://www.infohio.org/Documents/ID/LessonResources/AttendanceReports20080410.doc • Promotion ideas http://www.lnoca.org/departments/library/pr/pr.aspx

40. Reports for PR Vendor Reports

41. 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. Use FOLLET and/or BAKER AND TAYLOR Collection analysis tools – contact vendors for help

42. Reports to Promote In-house reports

43. 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

44. Collaborative Efforts with tech support on library website and troubleshooting. with faculty on testing outcomes. with faculty on class projects, lesson plans, homework, collection development. with faculty on academic content standards.

45. 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.

46. Mediated Searches bibliographies for faculty, staff 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

47. 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.

48. 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.

49. IMPACT IMPACT is an excel spreadsheet program that helps you keep track of • collaboration • student contact hours • classroom teacher support

50. $60.00 from LMC Source Online Store