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Featured Report: IPLAR

CCS provides ILS data for libraries to use to complete the Illinois State Library’s Illinois Public Library Annual Report (or, IPLAR).


For municipal (city, town, township, and village) libraries, the deadline for submitting an annual report is within 60 days after the expiration of the fiscal year. For public library districts, the deadline is September 1 of each year.


Helpful Links:

Libraries can access the CCS IPLAR report for their institution by logging into Web Reports and navigating to the Statistics section.


The IPLAR report runs monthly. Click “Display Archive” to view reports from previous months. Use the Coverage Dates to select the report that represents your fiscal year/report coverage period.




The column labelled, “IPLR Line” indicates which IPLAR report question the data corresponds to and describes the qualifications used in the count. The column labelled, “Count,” is the number to report in the IPLAR worksheet.




REGISTERED USERS

Lines 11 and 12 of the CCS IPLAR report provide a count of resident and non-resident library cards for IPLAR questions 16.1 and 16.2a, respectively.


These stats use the patron’s Registered At branch field, the Statistical Class code field, and the card Expiration Date to determine if the patron is counted or not.



RESOURCES OWNED

Lines 13-16 of the CCS IPLAR report provides counts of the physical material owned by your library. These correspond to IPLAR questions 17.1, 17.2, 17.5a, and 17.6a.


Most of these stats use the item record Owning Branch field and Material Type field to determine if the item is counted or not. Line 14, which counts current serial subscriptions, instead counts the number of bibliographic records held by your library. All of these stats exclude items with a circulation status of “Withdrawn.”



Question: Do these numbers include eContent?

Answer: No, these numbers only count physical holdings. CCS is unable to get accurate counts of eContent holdings from the ILS data. Libraries should refer to statistics provided by vendors to report eContent holdings.



USE OF RESOURCES

Lines 17-28 of the CCS IPLAR report provides data on the number of materials loaned and borrowed. These correspond to IPLAR questions 18.1-18.3, 18.5-18.9, and 18.16-18.17


Age Group

Questions 18.1-18.3 of the IPLAR report ask for the number of materials loaned broken down by age group (adult, young adult, children’s). The counts reported in lines 17-19 of the CCS IPLAR report use the Collection field in the item record to determine which age group to sort the loans into. The count provided includes both checkouts at your library and any renewals taken.


Question: Do these counts include out-of-system interlibrary loan items checked out at our library?

Answer: Yes, these counts do include out-of-system ILL items checked out. The ILL checkouts are sorted into a category based on the collection code assigned when the ILL is received in Polaris.



Format

Questions 18.5-18.9 of the IPLAR report ask for the number of materials loaned broken down by item format.


The counts reported in lines 20-24 of the CCS IPLAR report use the Material Type field in the item record to determine which format category to sort the loans into. The count provided includes both checkouts at your library and any renewals taken.


Question: Do these counts include out-of-system interlibrary loan items checked out at our library?

Answer: Most counts do not include any items that circulated with a material type of ILL MATERIAL or ILL AV. However, line 18.9 which asks for circulation of "Other" items does include items that circulated with a material type of ILL MATERIAL or ILL AV.


Question: Do these stats include eContent?

Answer: No, these stats only include physical material circulation. Again, the ILS is unable to provide accurate eContnet usage statistics. To answer IPLAR questions regarding eContent loans, libraries should refer to statistics provided by vendors.



Interlibrary Loans

Question 18.16 of the IPLAR report asks for the number of interlibrary loans (both intra-CCS and out-of-system ILL) provided to libraries other than your own. The count for this question is reported in lines 26-27 of the CCS IPLAR report. The count is of items owned by your library but checked out at a CCS location other than your own library. However, which line of the report you use will depend on how your library lends out-of-system ILLs.

  • When sending items out-of-system via ILL request, if your library checks these items out to ILL Library patron records, use line 26 of the report. This count will include both intra-CCS and out-of-system ILL requests checked out to records with a patron code of ILL Library.


  • When sending items out-of-system via ILL request, if your library checks these items out to an In-House Use card, use line 27 of the report. This count only reports intra-CCS loans. Combine this count with OCLC data to report the total number of interlibrary loans provided to libraries other than your own.


Question 18.17 of the IPLAR report asks for the number of interlibrary loans (both intra-CCS and out-of-system ILL) received from other libraries. The count for this question is reported in line 28 of the CCS IPLAR report. The count here includes items that are owned by other CCS libraries but were checked out at your library. This count also includes any items with a Material Type of ILL AV or ILL MATERIAL checked out at your location.



SUMMARY TABS

In addition to addressing these specific IPLAR questions, the CCS IPLAR report also provides summaries of circulation broken down by Collection code and by Material Type. These summaries are listed in the report tabs, “CollectionCirc” and “MaterialTypeCirc.”




Questions about the CCS IPLAR report? Email help@ccslib.org!

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