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Annual Report Guide: 3 - Programs & Services

Created to move all information and reports for the 47 Libraries of RCLS to one place that is always accessible.

RCLS Helpful Hints Section 3


3.2 – 3.3 Registered borrowers: Your Resident and Non-Resident totals are found in the User Count Resident/Nonresident report in your RCLS Reports packet. RCLS purged inactive patron records for 2020 and 2021 in the fall of 2021 and so there may be a large change for 2021 calendar year libraries.  If this causes an edit check, please add the following note: "RCLS purged two years of inactive patron records."  For libraries with a fiscal year of 07/01/21 -06/30/22, this might affect next the 2022 Annual Report.


The 2021 Annual Report has new questions in Section 3. These changes will mean that libraries will be recording some data differently and should start tracking program data differently in January 2022 or as close to then as possible. 

Programs – New Wording
What was previously called Programs is now called Synchronous Programs. Programs happening live, (which are all in-person programs and some virtual programs) are now referred to as Synchronous Program Sessions. Since the definition of a library program already included all in-person programs and live virtual programs, this revision does not change the method in which the data was previously collected.

Programs and Pre-recorded Program Sessions – Virtual
There will be four virtual program categories:

  • 3.21c Synchronous Virtual Program Sessions (live streaming). This was question CV8 on the 2020 report.
  • 3.24 & 3.25 Synchronous Virtual Program Attendance by Adults & Young Adults.  Not a question last year, but adding attendance as a note was advised.
  • 3.29a Asynchronous Virtual Program Sessions (pre-recorded). This was question CV10 on the 2020 report.
  • 3.29b Asynchronous Virtual Program Views in First 7 Days After Posting (pre-recorded). Not a question last year, but adding attendance as a note was advised.


Programs – Definition of Children’s

The 2021 Annual Report has separate questions for ages 0-5 and ages 6-11. Previously the definition of children’s programs encompassed those offered for ages 0-11. Children’s programming is being further broken out by age. However, for 2021, there will still be questions for the ages 0-11 category as libraries have not been instructed to collect data in categories broken down by age.

If you have a total number of Children's program, but can't separate program sessions targeted at the specific age groups, enter the number of Children's programs in 3.19 and enter 0 in 3.19a and 3.19b.

Libraries should start tracking children’s programs using the 0-5 and 6-11 categories as of January 2022 or as close to then as possible.


Programs – Location
There will also be two new questions breaking out total program sessions between in-library
(3.21a) and off-site (3.21b). These will not be subdivided by age groups, and there will not be questions on attendance.

3.22  Guidance from DLD last year - Make & Take or passive program activities may be reported Q.3.22 One-on-One Program Sessions with a note added to explain the increase.

3.29 (One-on-One Program Attendance) – See updated instructions: If one walk-in time is scheduled but one individual brings along an additional person, count as 1 session with 2 attendees.

With one-on-one Program Sessions and and Attendance, they should be equal or the Attendance double that of the Sessions.  If they are not equal or double, then a note to explain is REQUIRED.  

No more than 5-10 COVID Notes throughout the entire report please.