Counting Hours for Outreach and Programs When Library is Not Normally Open

Original Question June 6

Eileen Kocher (PA)

I had a question from a public library here in Pennsylvania asking if they should count hours for outreach and programs when the library is not normally open.

After reading the definition for data element 500 Public Service Hours Per Year, I’m not sure.  Can you give me some guidance?

Some examples of hours for outreach and programs that the library would like to count:

• Provide programming at Garver YMCA Healthy Kids Day 3 hours
• Provide programming Sprig Dam Weekend. We provide library information approximately 10 hours each day for three days and programming 5 hours each day at an offsite event
• Programming at Relay for Life
• Community Events at Library when we are not normally open
• Christmas tree open house, patron can sign up for cards, check out books and we provide a program 4 hours
• Halloween Patrons can sign up for cards, check out books and attend a program 3 hours
• Memorial Day Amazing race patrons can check out books, use the internet, check out books and attend a program 5 hours
• Spring Fling in May  same scenario as above 6 hours
• Outreach - Storytime at Head Start, various Daycares and school programming offsite when library is closed 1.5 hours each  

Thanks!

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SDC Comments

Susan Mark (WY)

Although I don't see where it is spelled out specifically, my initial response is to not allow it. When I think of service hours, I think in terms of when the building is open to the public.

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Edie Huffman (IN)

That is my understanding, too.

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Joe Hamlin (MI)

I agree, the note reads “Include the hours open for public service for Centrals (data element #209), Branches (data element #210), Bookmobiles (data element #211), and Books-by-Mail Only.”  However, it sounds like the library is still providing service, we have some Michigan libraries that do the same kind of activities.  Perhaps 500 should be rewritten to include Outreach.

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Edie Huffman (IN)

I would suggest that public service includes all services, not just a program. 

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John DiBaucher (WI)

I agree. “Hours” is tied to outlets. They have a location (even if a bookmobile), an organized collection, paid staff, and regularly scheduled hours for being open to the public. I don’t think those special programs or outreach meet those criteria. They may qualify as programs, but artificially inflate the library service hours if reported there.

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Michele Balliet Unrath (ND)

I agree with Susan’s determination; as traditionally the data element in question is used to track the time/hrs that paid staff are being utilized to make said outlets available for the public to access.

I would recommend that libraries count “outreach” (as referenced below) as programs; if these events are planned and sponsored or co-sponsored by the library.

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Melissa Brown (WV)

In West Virginia, outreach is counted as a program as well.  We could possibly begin tracking outreach time used, but I'm picturing a nightmare of "it took 4 hours to prepare, the drive was 1/2 hour, etc." I encourage my Library Directors to make extensive notes, explaining the programs. I think they feel a little more validated then.

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IMLS Response

The intention is to capture how many hours the library is open for business. The definition states “This is the sum of annual public service hours for outlets” -- and non-library outreach sites are not outlets. Also, this figure relates to #713 where the individual outlet hours are reported.  Expanding the definition to include other extra programs could lead to inconsistencies in reporting, making it more difficult to link this information to other data elements such as budget and staffing.  We also agree with earlier comments that outreach program activity would be captured appropriately under library programs (#600 – 605), which include “on- or off-site”.