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Annual Report and State Grants-in-Aid Application for Public Libraries: Important Information

A guide for New Mexico public libraries to refer to when completing the Annual Report and State Grants-in-Aid Application

Important Information

Federally required questions are in NAVY font and all other questions are in BLACK font. This helps when determining which tab to leave a required note explaining a response.

  • Auto-Totals: Questions in dark red with shaded gray answer boxes are totals automatically calculated from answers supplied in previous fields. The only way to change these totals is to change the responses in the fields that relate to the Total field and clicking “Update.” Corresponding questions are in parentheses.
  • Blank Answers: All fields must contain data before the survey can be submitted. If a question does not apply to the library, enter N/A. Only enter a “0” if the answer is truly zero.
  • Estimates: If an exact figure is not available, it is okay to use an estimate. An estimate should involve a reasonable method to derive a result to use in place of an exact count. Note: Using last year's figure is not an estimate. If using an estimate, a detailed note must be left to explain how the estimate was determined.
  • Instructions/Help: To view the information that is being asked for a question, click the GRAY question mark next to each question number or consult the Instructions page (the last tab in the navigator bar).
  • Notes: Notes are useful to help explain any anomalies in the library’s data. If there is a significant change in data in the current year from the previous year, a note is necessary to explain the difference. Click on the  icon to the right of each question to add a note in the appropriate notepad tab. It defaults to the Federal tab. Notes should be specific and written clearly. It should not be a period, or anything else to be able to move on with the survey. Leaving such notes may affect state aid eligibility.

Using the note feature helps the State Data Coordinator with reviewing all 98 public libraries data from 150+ questions for accuracy, etc. If notes are not left, then it requires a phone call and/or email to clarify any data discrepancies. Placing detailed notes that reflect the issue saves everyone time!

  • Edit Checks: As information is entered, the data is being “edit checked”. An edit check can be a current-year edit check or a historical edit check. Bibliostat Collect will alert if the data is out-of-range, has an arithmetic error, or is outside a range from last year’s data. Most edit checks are based on the library’s previous year’s responses. If receiving an edit check message, review the data for accuracy. If the data is correct, click on the  icon and leave a detailed note in the appropriate notepad tab. Explain why the number is correct and be specific (e.g., we received a one-time $3,000 grant this year).
  • Section L (Outlet Questions): This section must be completed for each library. Each library has at least 1 outlet, the main library. If a library has an eligible library branch or bookmobile, that’s another outlet. Therefore, if there is 1 main library and 1 library branch, there are 2 outlets. The main library’s information is prefilled and most of the library branches information is also prefilled. Review all of the information to ensure its accuracy. Outlets can be removed or added by clicking “Remove Group” or “Add Group” (a group is an outlet) at the bottom of the screen.
  • Section M (Additional Questions): These are state questions and answering these questions is strongly encouraged, as the State Library uses this information to establish benchmark data.