Overview

In order to be considered eligible for funding, library boards must complete and submit the Public Library Survey and Annual Report by February 28.

Log in to the Survey & Annual Report Form via LibPAS

If you have not received your username and password, please use the Password reminder link on the LibPAS login page above, or email jen.anderson@gov.ab.ca.

Supporting Documentation

Complete instructions and definitions for the Survey and Annual Report are found in the new 2019 Survey and 2018 Annual Report Companion Guide(updated December 4, 2018) for the preparation of the Public Library Survey and Annual Reportfor public libraries in Alberta. Please review this document before completing the Survey and Annual Report.

In order to be considered complete, all sections of the Public Library Survey must be filled in. When listing board members, please list current members (i.e. as of the time of completing the survey), their contact information and expiry date of their library board terms (including those board members who are also councillors).

The following additional documents are available to assist you:

If you have any questions about the Survey and Annual Report, please contact Jen Anderson by email or by phone at 780-415-0294 (toll-free by dialing 310-0000 first).

More information about LibPAS

Technical

Getting started

Data input

General

Technical

How to save a copy of your Survey and Annual Report

In order to save an electronic copy of your Survey and Annual Report, you use the same function as printing.  Click on the Print/Save link at the top right hand corner of the page in the green menu bar.  Then click Download to PDF or Download to PDF with Breaks to save an electronic copy of your report.

How to fill out a paper copy of the form

If you need a “scratch” copy to work with, simply click on the Print/Save link in the top right hand corner in the green menu bar before you begin and you will be able to print a blank copy.  However, you will still need to enter your data into the online form in order to submit yourSurvey and Annual Report.

If you log in and cannot find data you were working on

You do not have to re-enter everything. Once you’ve entered data and saved it, it stays in the database. Just be sure you are logged in properly before you start entering data.  If you have inadvertently closed the window you were in or otherwise been bumped off the system, you will need to log back in, even if it looks like you have recovered the page you were on.

If you need to step away from the computer while you are working on the report, log off and then log back in when you return.

How do to get your login information

Follow these steps:
1) Check your junk email folder. The email with your login may have found its way there instead of your inbox.
2) Use the Password reminder link on the LibPAS website. Your username and password will be sent to the email you supplied, provided it is associated with a LibPAS account. Check your junk email folder if you do not receive it after a few minutes.
2) If you have still not received your login information, send an email to jen.anderson@gov.ab.ca.  It may be that your account has an incorrect or outdated email address associated with it. PLSB will need to update your account.

Significance of the numbers to the right of some of the fields

These are the figures from the last Annual Report entered into LibPAS. This enables you to compare with the previous year's activity.

Getting started

How to I get your username and password

You should have received an email from Jen Anderson via LibPAS with your username & password information.  If you have misplaced your login information, contact Jen Anderson or use the Password reminder link on the LibPAS website.

Supported web browsers

The survey is best viewed in the most recent versions of Microsoft Internet Explorer, Firefox, Opera, Google Chrome and Safari browsers with CSS, images and Javascript options enabled. Data Input screens adhere to web accessibility guidelines.

Using a Mac

The survey is supported on both Mac and Windows operating systems.

Timeout period

The default timeout period is 60 minutes.

Data input

Online help

Each question in the survey is linked to an online description, just click on the name of the data field for an explanation. Specific instructions on data input are also available from the Help button on the same screen.  Printable help guides are also available on the Survey and Annual Report page of the PLSB website.

Gray boxes on the form

These fields typically contain data that is automatically calculated and cannot be modified.

Skipping questions that do not pertain to your library

We encourage survey respondents to answer all questions that pertain to them.  If one of the questions does not apply to your library then either leave the questions blank or, where available, check the N/A box.

How to submit the survey when you have finished entering your information

After you complete and save the survey, print a draft copy to present to your board. Once the report has been approved by the board, entered the date in the appropriate field and click the Submit to PLSB button. After the survey has been submitted, you can no longer modify the data. If you need to reopen the survey after the data has been submitted, contact PLSB to make any final changes on your behalf.

If there are any outstanding edit checks, you will not be able to submit your data. You must answer all required questions, correct any data errors and/or provide explanatory notes about why the data is acceptable (see below for more details).

How to enter information into a note

If you want to provide explanation about the data that are considered anomalous or abnormal, e.g. edit check prompts, click on the Notes icon next to the data entry box and enter notes in the Notes box.

Edit checks

Edit checks have been developed to ensure data accuracy, it was added to selected questions to alert you when the responses may be questionable or outside typical normal value ranges. Edit check prompts appear after you enter a value that is outside of the specified range for that data field, it allows you to see the criteria and explain your data before it gets submitted.

How to get rid of an edit check

The reason for each edit check will appear in the dialog box prompt on the screen. Each edit check can be resolved by simply correcting a typo in the value previously provided or providing an annotation about the data in the Notes box, when the data you entered is correct and yet falls outside of the specified range for the field.  If there was a note of explanation previously provided for that data item, you have the option to re-select the same explanation for the current edit check, as appropriate.

All edit checks need to be resolved before the data can be saved.

How to recall or update a note to explain an anomalous data value

When you provide a note about the data entered, the Notes icon will change colour and a number indicating the total number of notes will appear next to the edit check icon. You can click the Notes icon to review existing notes and add additional ones as necessary.

Notes that are no longer applicable can be deleted by clicking the red X displayed beside the existing note(s).  These notes are available for optional inclusion in summary reports, if applicable.

General

What surveys measure

The survey measures inputs, outputs, and service levels, including staffing levels, registered users, collections, circulation, reference transactions, hours, visits, and other user activities.

Library boards using LibPAS to submit their financial information

Library boards cannot submit financial information (i.e., Statements of Receipts and Disbursements; Budgets; etc.). Currently, LibPAS will only be used to gather Survey and Annual Report data.  Please use the financial forms provided on the Funding and Grants page.

How this survey benefits your library

The survey will benefit your library by providing a tool to compare yourselves to other libraries across the province. The reports provide insight into each library’s resources and how they might impact its performance.  Detailed comparison and analysis of data made possible by this web-based survey will provide the framework for a powerful benchmarking tool for effective performance evaluation, trends analysis and service planning.

Confidentiality

Full access to the survey results and extensive reporting features are available to participating libraries only.