IPLAR Instructions

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.

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.

Of the total in 16.2, how many Cards for Kids Act cards were issued? 

Of the total in 16.2, how many Disabled Veterans cards were issued?

What was the total amount of the fees collected from the sale of non-resident cards during the past fiscal year?

16.2a & 16.2b: PATRON CODE STATISTICS — Utilities/Circulation/Patron Code Statistics

Instructions: You have to enter "Cards for Kids" or "Cards for Veterans" in the registration screen. Calculate non-resident patron codes with a "Cards for Kids" or "Cards for Veterans" statistical class. 

16.2c: 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."

RESOURCES OWNED

Print Materials: Report the number of physical units, including duplicates. 

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

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

Other Circulating Physical Items

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!

Please note: the CloudLibrary collection count is no longer required. 

USE OF RESOURCES

Circulation of Adult physical material, including renewals

Circulation of Young Adult physical material, including renewals

Circulation of Children's physical material, including renewals

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.

Do not include circulation from electronic sources:

Note: Exclude CloudLibrary Titles: 3M Audio E-Book and 3M E-Book

Number of Books (Physical) loaned, including renewals

Number of Videos/DVDs (Physical) loaned, including renewals

Number of Audios (Physical) loaned, including renewals

Number of Magazines/Periodicals (Physical) loaned, including renewals

Number of Other Items (Physical) loaned, including renewals

Did your library offer automatic renewal for any physical materials during the reporting period? No. 

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: Exclude CloudLibrary circulations under the material types Electronic Book (e-book) and Downloadable Audiobook for physical circulation. See below to report electronic circulation. 

e-Book Circulation

e-Audio Circulation

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: Include CloudLibrary circulation under the material types Electronic Book (e-book) and Downloadable Audiobook.

NOTE: For 18.11-18.15 Also include circulation from other electronic sources. 

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 (2^nd column).
2.  Find the section for your library:  “Loaning Branch:  Your library” and write down the “Total Transactions for  Loaning Branch”   “Circulations” column (2^nd 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 interlibrary loan materials that you are sending to other libraries (outside of SHARE) through Polaris, add those items to this number.

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 (2^nd column).
2.  Find the section for your library:  “Item Branch:  Your library” and write down the “Total Transactions for Item Branch”   “Circulations”  column (2^nd  column).
3. Exclude CloudLibrary circulation. Find the section for “SHARE Digital Library” and write down the “Total Transactions for Item Branch”  “Circulations”  column (2^nd  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 other interlibrary loan