General Instructions Definitions Statistical Report Form
The annual statistics of
the units, collections,
and departments that comprise the Yale University Library provide a wealth of
information to draw on for planning, assessment, and reporting. The data gathered
also serve as the basis for Yale's annual statistical submissions to the Association
of Research Libraries (ARL), the Association
of College and Research Libraries (ACRL), and the National Center for Education
All data should be entered by Friday, September 13, 2013. If you have any trouble with your password or any questions about your data, please contact Maryetta (tel. 432-1821).
All data should cover the
period of July 1, 2012 through June 30, 2013 (Yale's Fiscal Year 2013).
Do not enter data for an activity that is performed by another unit for you. For example if the Catalog Department does your cataloging, they will include your data in their submissions and your entries should be zero. If you are aware of any possible double-counting, make a note in the last field at the bottom of the survey.
Use the text entry box at the bottom of the survey form to annotate any response or make special remarks about your data. Please precede any comments with the number of the questions, for example, "#13, Data are estimated."
The definitions of the statistical categories used in this survey are based on those used by the Association of Research Libraries.
Accessioning data are broken down into two categories: accession reported by volumes or units, and accessions reported by title. Accessions reported by volumes or units has three major categories: purchases, gifts/exchange, and withdrawals. Information requested is the count of units (volumes, reels, sheets, etc.).
Report only those additions of materials that will be added to the collection. The count should not include unsearched gifts, titles on approval, etc. for which a decision to add to the collections has not been made. The accessioning chart also asks for information on items discarded or withdrawn. Items that were discarded but were never part of the collection should not be included in your response for that category.
Count volumes, not titles. Note that a volume is a single physical unit of any printed, typewritten, handwritten, mimeographed, or processed work, distinguished from other units by a separate binding, encasement, portfolio, or other clear distinction, and which is typically the unit used to charge circulation transactions. Exclude microforms, maps, and nonprint materials.
Count all bound serials added to the collection, whether received bound or sent out for binding. Include duplicates. A serial is a publication in any medium issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely. This definition includes periodicals, newspapers, and annuals (reports, yearbooks, etc.); the journals, memoirs, proceedings, transactions, etc. of societies; and numbered monographic series.
Include the number of pieces of prints, pictures, photographs, postcards, slides, transparencies, and the like.
Include the number of pieces of audio cassettes, phonodiscs, audio compact discs, reel-to-reel tapes, and other sound recordings.
and video materials
Include the number of pieces of motion pictures, video cassettes, video laser discs, and similar visual material.
Include the numbers of pieces of two- and three-dimensional maps and globes. Include satellite and aerial photographs and images.
Include both manuscripts and archives measured in linear feet.
Include the total number of physical units: reels of microfilm, microcards, and microprint and microfiche sheets. Include all government documents in microform.
Include the number of pieces of computer-readable disks, tapes, CD-ROMs, and similar machine-readable files comprising data or programs that are locally held as part of the librarys collections available to library clients. Examples are U.S. Census data tapes, sample research software, locally mounted databases, and reference tools on CD-ROM, tape or disk. Do not include any databases that are managed centrally.
Include the total number of physical units (pieces) of government documents in paper format that have not been counted elsewhere. Include local, state, national, and international documents.
Include any material that does not fall into the categories listed and specify type of material in the box.
Count bibliographic titles only, not volumes.
In the past, many units have estimated serials received from Orbis order records. Due to concerns about the accuracy of these figures, this year we ask that you estimate current serial titles received without using the Orbis report. Indicate if your count is an estimate or an actual count by using the pull-down menu after the data entry boxes.
Report the total number of subscriptions. Include duplicate subscriptions. Exclude unnumbered monographic and publishers series. A serial is a publication in any medium issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely. This definition includes periodicals, newspapers, and annuals (reports, yearbooks, etc.); the journals, memoirs, proceedings, transactions, etc. of societies; and numbered monographic series. No accurate method for determining this figure currently exists in Orbis.
Do not include electronic serials acquired as part of an aggregated package (e.g., Project MUSE, Academic IDEAL). These packages will be counted centrally.
Report cataloging physically done in your unit only. Do not include cataloging done for your library or collection by another department, for example, by the Catalog Department in SML.
Cataloged: Number of volumes (or other units as appropriate) and titles brought under bibliographic control.
Recataloged/Reclassed: Number of volumes (or other units as appropriate) and titles for which the catalog entry has been changed and/or volumes and titles for which the call number has been changed.
Please note that, as in the past, you should report cataloging data in both volumes/units and in titles.
The section for "purchased or acquired catalog records" appears selectively for the units that purchase and bulk load catalog records from vendors, currently SML Cataloging, Government Documents and Divinity. In this section, record the number of records loaded, select the appropriate format from the drop-down menu, and note the vendor from whom the records were purchased. Do not double-count; if the records are represented in another figure in the cataloging section, do not enter data in this section. This section should not include vendor order records.
Only report binding physically done by your unit or prepared by your unit for an outside vendor. Do not include binding done for your library or collection by another department,such as the Bindery or Conservation in SML.
Report total ILL transactions,
indicating whether the items involved were loans or copies. Note that "loans"
should include books, bound journals, microforms or any material we expected
to be returned. When reporting "copies," or non-returnable items,
count only the item involved in the ILL request, not the number of pages actually
Report the total number of sessions during the year of presentations made as part of formal bibliographic instruction programs and through other planned class presentations, orientation sessions, and tours. Presentations to groups may be for either bibliographic instruction or educational purposes.
Report the total number of reference questions responded to by library staff by telephone, mail, e-mail or in person. This question is optional for units that participate in the library's reference sampling program, but units that have continued to count daily reference statistics are encouraged to report this figure. Indicate if your unit participates in the sampling program by choosing yes or no from the pull-down menu. [Note that a total figurefor all questions handled via the pilot Ask!Live service is added centrally to the Library's reference count and should not be included in the sampling program.]
Connect to Annual Statistical Report Form
2012 Yale University Library
Last modified: 08/02/12