Annual Report – PA Public Library Data Survey for Reporting Year 2023 | Compendium

The Annual Report – PA Public Library Data Survey for reporting year 2023 is now open for data input via the Counting Opinions’ LibPAS platform.

The deadline for submission is Friday, March 15, 2024.

Please take note to the following important information:

LibPAS updates

  • “Submit/Lock” action button – changed to “Submit” for clarification of the action taken by the library director when they have completed data entry. Once selected, the report will display “Submitted” as the status.
  • “Unlock” action button – changed to “Open” for clarification of the action taken to reopen the reporting form for data entry. A report can be opened through the district administrator account, district consultant account, system administration account, and Office of Commonwealth Library (OCL) staff account.
  • “Approve” action button – changed to “Lock for Review” for clarification of the action taken by the district consultant when they have reviewed the reporting form, and it is ready for review by OCL. Once selected, the report will display “Locked” as the status. Once a report is locked, only OCL staff can open it.

 Annual report updates

  • Data Elements –The data elements for the reporting year 2023 can be found on the Annual Report Overview and FAQ LibGuide. This spreadsheet displays all data elements and denotes changes within the status column.
  • Support documents:
    • All support documents will be uploaded directly into the annual report.
      • Upload as a pdf.
      • Follow required file naming structure outlined within the data element definition/description.
    • NEW – Verification of Actual Costs form– this replaces the letter of actual costs.  Must be completed by the municipality or school district. If the library already has a letter of actual costs, they may upload the letter instead of completing this new form for this year.
    • UPDATED – Verification of Estimated Costs form– this replaces the Certification of Estimated Costs form. Must be completed by the municipality or agency. We have removed the municipal seal requirement.
  • OCL Review section – We have implemented the OCL Review section that was added to the Plans for State Aid this year.  We will be using this section to identify the status of the report once under review by OCL.
    • There will be two separate correction comment boxes. The federal review ensures that data is ready to be submitted for the IMLS Public Libraries Survey. The state review ensures the data is ready for state standards compliance.
    • All correction comments must be resolved prior to the report being designated as “approved” by OCL.
    • The OCL Review section will not be visible during the data input period.  This section will be made visible with the default status of “Under Review” after the submission period for library directors has passed.
  • An automated email will be sent to the person completing the report, the district consultant, and the system administrator (if applicable) notifying them of a change to their library’s annual report review status.
    • If corrections are required, changes should be made, and the report resubmitted within two weeks of receipt of the status update email.
  • Libraries can also check the status of their annual report via a link that will be provided after the submission due date.

Regular Q&A Sessions

We will be hosting weekly State Aid Q&A sessions beginning on Thursday, February 8, 2024.  These sessions are open to all library directors, district consultants, and system administrators.  Feel free to attend one of these sessions with questions you may have related to State Aid.

  • Q&A sessions – recurring date/time:
    • Every Thursday: 11 AM – 12 PM (Beginning on Thursday, February 8, 2024, and will continue through the end of 2024)
  • Please login to the Counting Opinions’ LibPAS platform to access the Microsoft Teams meeting link found on the Home page.

Important Dates

  • March 15, 2024 – Deadline for annual report submission
  • February 8, 2024, 11 AM – 12 PM (recurring every Thursday) – State Aid Q&A sessions with OCL staff – ask questions about required reports, standards, and other state aid related topics.

If you have any questions or concerns about the Annual Report – PA Public Library Survey, please reach out to Amy Geisinger or the State Aid Resource Account.

The Bureau of Library Development (BLD) in the Office of Commonwealth Libraries supports libraries and library services for Pennsylvanians through the administration of state and federally funded programs and grant opportunities including LSTA (Library Services and Technology Act), Library Access, LAMP (Library of Accessible Media for Pennsylvanians), the Public Library Subsidy, and Keystone Grants for Public Library Facilities. BLD also provides advisory services, professional development, and continuing education for library staff and volunteer leadership at public, school, academic, and special libraries.

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