IPLAR Instructions

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January 2019 - For FY2019

All needed reports are located in the IPLAR folder under Utilities Reports and Notices.
If the reports won’t work or you do not see the IPLAR folder, click on the refresh icon located in the upper right-hand corner of the window.
Annual Report Line #  

16.1

16.2a

Total number of unexpired resident users cards in force as of the last day of the fiscal year.

Total number of unexpired non-resident users cards in force as of the last day of the fiscal year.

Report:

16.1_16.2-Unexpired Patron Counts — Utilities/Reports and Notices/IPLAR

Instructions: Run this report based on the last day of your fiscal year.

Information: The report shows each category of patron code that is currently being used by your library. The totals reflect those patrons that are "unexpired" as of the day you entered. You will have to manually total up "residents" versus "non-residents".

If you have patrons that are in the "wrong" patron code after you run this report, you can easily clean this up by doing the following:

  1. Do a patron search F7
  2. Search by Patron Code
  3. In the "For" blank, type the patron code that you want to see – this is an exact match so enter the patron code exactly. Ex: resident-adult (include the hyphen)
  4. In the Limit By select Patron’s Registered Library - pick your library
  5. Click Search

 

Double-click each patron to fix their patron code or create a patron record set to make a bulk change.

After fixing the patron codes, you can rerun the report listed above and the results will reflect any changes you have made.

16.2b What was the total amount of the fees collected from the sale of non-resident user’s cards during the past fiscal year?
Report:

Either calculate manually OR with this report:

Financial Transaction Summary by Fee Reason - Utilities/Reports and Notices/IPLAR

Instructions: Enter the beginning and ending date of your fiscal year.  Find the total for the section, "Patron Registration Fee".

17

17.1

17.5a

17.6a

RESOURCES OWNED

Books Held at end of the fiscal year

Audio Recordings:  Physical Units Held at end of the fiscal year

DVDs/Videos:  Physical Units Held at the end of the fiscal year

Report:

Collection Material Type Analysis - Utilities/Reports and Notices/IPLAR

NOTE: For accuracy, this report must be run on the last day of your fiscal year. In case you are unable to print on this day, the report will be emailed to the library director.

Instructions: Add all the appropriate code totals for each category.  Colored highlighting pens help!

17.4

17.5b

17.6b

E-books Held at end of the fiscal year

Audio Recordings:  Downloadable Units Held at end of the fiscal year

DVDs/Videos:  Downloadable Units Held at end of the fiscal year

Get from: NOTE: Include the whole collection because your patrons have access to the entire collection.

18

18.1

18.2

18.3

USE OF RESOURCES

Number of adult materials loaned (age 19+)

Number of young adult materials loaned (age 12-18)

Number of children’s materials loaned (age 11 and below)

Report:

Item Circulation by Collection - Utilities/Reports and Notices/IPLAR

Instructions: Select the first and last day of your fiscal year and your library.  Add the appropriate collection codes to get totals for adult, young adult and children’s materials.  Colored highlighting pens help! 

Information: This reports “includes” interlibrary loans to your library but excludes any items that you have loaned to other libraries. Since it includes interlibrary loans, there will be some collection codes that are not used in your library but come from another library.  Use your best judgment on whether or not those works are adult, young adult, or children's materials.

Also include circulation from electronic sources:

18.5

18.6

18.7

18.8

18.9

18.11

Number of Books (Physical) loaned

Number of Videos/Dvds (Physical) loaned

Number of Audios (Physical) loaned

Number of Magazines/Periodicals (Physical) loaned

Number of Other Items (Physical) loaned

Number of Electronic Materials loaned

Report:

Item Circulation Statistics - Utilities/Reports and Notices/IPLAR

Instructions: Select the first and last day of your fiscal year and your library.  Add the appropriate Material Types to get the total amounts for each.

Information: According to the instructions, this report should include your interlibrary loan circulations, as well, which the report above gives you. For “Other formats” include items like art print, kits, etc.

NOTE: Cloud (3M) circulations are included in the “Item Circulation Statistics” report under the material types Electronic Book (e-book) and Downloadable Audiobook (eAudio).

For 18.11-Also include circulation from these electronic sources:

18.16 Interlibrary Loans Provided TO Other Libraries
Report:

Circulation by Items Assigned Branch - Utilities/Reports and Notices/IPLAR

Instructions: Enter the desired dates and select your library.

Information: This report lists the number of items owned by the reporting branch that have been checked out and renewed at other branches, as well as the reporting branch.  

To calculate the “loaned to”:

  1.  At the end of the report, find “Grand Totals” and write down the number in the “Circulations” column (2nd column).
  2.  Find the section for your library:  “Loaning Branch:  Your library” and write down the “Total Transactions for  Loaning Branch”   “Circulations” column (2nd column).

        (A)  Grand Total

    -   (B)  Your Library’s Total

    =  Circulation for Your Items Loaned To Other Libraries

+Add to this number, the circulations to ILL patrons by one of these two methods:

  1. Patron Circulation Statistics - Utilities / Reports and Notices / ILPAR (Count patron codes ILL In-State and ILL Out-of-State)
  2. If you do not check out OCLC and iShare (Carli) materials through Polaris, add those items to this number.
18.17 Interlibrary loans Received FROM other libraries
Report:

Circulation by Items Loaning Branch - Utilities/Reports and Notices/IPLAR

Instructions: Enter the desired dates and select your library.

Information: This report takes the total checkouts at your library and lists them by the material’s owning library and material type code.

To calculate the “borrowed from”:

  1.  At the end of the report, find “Grand Totals” and write down the number in the “Circulations” column (2nd column).
  2.  Find the section for your library:  “Item Branch:  Your library” and write down the “Total Transactions for Item Branch”   “Circulations”  column (2nd  column)”
  3. If you subscribe to Cloud (3M) library, find the section for “SHARE Digital Library” and write down the “Total Transactions for Item Branch”  “Circulations”  column (2nd  column)”

        (A) Grand Circulations Total

    -   (B)  Your Library’s Circulations Total

    -   (C)  SHARE Digital Library Circulations Total

    =  Circulation for Items Borrowed From Other Libraries

+Add to this number, any items borrowed from OCLC or iShare (Carli).