Reports set up in Analytics to help you

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Essential Resources

• ACRL Academic Library Trends and Statistics Survey Information - LibGuides at ACRL 

  • 2023 Instructions & Definitions

• IPEDS main page

  • IPEDS Academic Libraries Information Center

Reports in Analytics

Location (new 2023): /Shared Folders/ Community California State University Network/Reports /Institutions / CalState/ ACRL IPEDS Official ULMS folder

These reports can help you get started. You will still need to edit and customize the reports to account for your institution's practices and data. Not every ACRL question can be answered using Analytics, and some reports will only give you part of the data you need. Image Added Important There are instructions in the description of each analytics report. Read them before running or editing the reports. Copy the reports to My Folders before running running them   . You can copy the whole folder at once! Read the notes and instructions in the description before opening or editing a report Copies made in consortium folders will be deleted. To run the report, click on Open instead of Edit. Clicking on Open opens the Prompts for the report before the report is run. Editing/customizing the reports There are some fields, such as location , and some metadata, such as default resource type, that may require each institution to customize the report We have provided prompts to help with this, but you will need to . Some prompts are being provided for these fields but be sure to read and interpret the ACRL/IPEDS instructions in order to make best use of the prompts   In many cases, you may still need to edit and customize the report to account for local practices or ongoing migration issues Not every ACRL question can be answered using Analytics, and some reports will only give you part of the data you need Usage data reports will only . Data requirements The analytics reports for lines 61A and 61B (e-usage) will only report on the data you have loaded, manually or already harvested via SUSHI or manually uploaded to Alma. Subfolders There is one folder labeled Run in the IZ From your IZ login, copy this folder to My Folders and run these reports in the IZ . Most of the reports are in this folder. Login to your institution's Alma instance to run these reports. Physical counts for Lines 40a, 42a and 43a are in this folder. There is a second folder labeled Run in the NZ This is for e-resources reports that must include e-resources shared in the NZ From your NZ login, copy this folder to My Folders and run these reports in the NZ

News

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New for 2018:  

45. External Contributions from Consortia / Network(s) / System Office

• Report ECC expenditures in Line 45
• Report Systems/Services/Bibliographic Utilities from the CO in Line 25

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Details provided by Ying Liu (Chancellor's Office):

1. All campus libraries will add the Chancellor Office’s allocated funds on behalf of the libraries for the ongoing subscription for the Electronic Core Collection (the dollar amount for your campus under the ECC column in the distributed spreadsheet) in the *newly* added Line 45 (45. External Contributions from Consortia / Network(s) / System Office in the 2017-18 ACRL survey. Please do not add the ECC expense in Line 21.
   1. (45. External Contributions from Consortia / Network(s) / System Office
      1. If the library receives access to e-collections or other e-resources through one or more centrally-funded system or consortial arrangements for which it does not pay fully and/or directly (for example, funding is provided by the state on behalf of all members), enter the amount paid by external bodies on its behalf. If the specific dollar amount is not known, but the total student FTE for the consortium and amount spent for the academic members are known, divide the overall amount spent by the institution’s share of the total student FTE. The consortium or system office may make a value-per-FTE metric available for all members of the consortium.
      2. Do not include expenses paid through an annual consortium fee. Report those expenses under line 25 “All other operations and maintenance expenses.”
2. In Spring 2019 IPEDS survey, Ying will add a note to explain why the dollar amount in Ongoing commitments to subscriptions would greatly decrease;
3. Please continue to add the dollar amount for your campus under the Systems/Services/Bibliographic Utilities column (in the attached) to your own library expense in Line 25 (All other operations and maintenance expenses).

If you did not receive a copy of the "CO expenditures to report ACRL" spreadsheet, please contact Ying Liu.

Essential resources

• ACRL Academic Library Trends and Statistics Survey main page
  • ACRL Instructions and Definitions (PDF) [for 2020]
• IPEDS main page
  • IPEDS Academic Libraries Information Center

Recommended Practices for Consistent Reporting from All Campuses

• Run Library Collections (lines 40-44) reports on July 1, or as soon after as practical. 

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  • Regardless of when reports are generated, run Library Collections reports as a "snapshot" of the collection on that day
    • analytics reports used for lines 40-44 provide a snapshot of the library's collection on the day that the reports are run. Download and save the output of these reports.
    • There is no simple way to filter out items/portfolios added after July 1 and add back items/portfolios withdrawn after July 1; it's especially problematic for portfolios where there's a fair amount of addition/deletion activity at any time.
  • Count document delivery, ILL, and pay-per-view expenses in Line 22 (e.g. Reprints Desk, Get It Now)
    • ILL costs that can't be separated from the cost of the ILL software should be counted along with Bibliographic Utility costs in Line 25
  • Count DDA Short Term Loan (STL) expenses in Line 22
  • Count DDA triggered purchases in Line 20 (and 20a for ebooks)
  • Include ECC resources in Library Collections counts
  • Gather and load your own usage reports (manually or using SUSHI) for all resources, including ECC and other SDLC resources
    • Usage will NOT be centrally loaded to Alma to avoid duplication, as vendors do not distinguish the license source when reporting usage on their entire platform
  • When reporting BR2 usage for platforms such as Ebook Central that count every pageview, add a comment that data from these platforms is included in the total

  Frequently Asked Questions

  • How do I calculate the numbers for 60 Column B, 61 and 62?

    • For 60 Column B, report the following:
      • BR1 (book title requests)
      • plus MR1 (multimedia content unit requests - the standard multimedia COUNTER report)
      • plus BR2 (book chapter requests) for book platforms where you did not report BR1 data ( see special case below for Ebook Central)
      • plus MR2 (multimedia content requests - an optional COUNTER report) for media platforms where you did not report MR1 data
      • plus non-COUNTER data for book or media platforms where you did not report any of the above COUNTER data

      Expressed as a formula: (BR1 or BR2) + (MR1 or MR2) + non-COUNTER usage for each provider, choosing BR1 or MR1 when providers have both formats available and COUNTER reports over non-COUNTER if both are available.

      For 61 and 62, report the following:
      • 61: BR1 + MR1
      • 62: BR2 + MR2 for platforms where you did not report BR1 or MR1 data

  • Do I use BR1 or BR2 for Ebook Central?  Why are the numbers so different in these two reports?
    • Recommendation:  Use both for Ebook Central because they don't overlap
    • From Ebook Central SUSHI and COUNTER Report Help Guide
      • Book Report 1: Number of successful title requests by month and title
        
        • (To be provided only when an entire book is provided as a single file; other uses contained in Book Report 2)
        • ProQuest Ebook Central BR1 report counts full Title downloads. A 30 second time filter is applied to the
          counts. This filter counts all full Title downloads by the same patron for the same title occurring within 30
          seconds to be counted as 1 request.
      • Book Report 2: Number of Successful Section Requests by Month and Title
        
        • When the reader is used for browsing behavior outside of full Title downloads, those page views are counted in
          BR2 as section requests. Section requests incude:
          
          • Page views (browsing under "Read Online")
          • Chapter Download
          • Copy
          • Print to PDF (section, not full Title)

  Webinar

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  Q1: Report COUNTER 5 and/or COUNTER 4

  • For line 61A, run "CalState - 61A. Total E-book & E-media Usage" in "Run in the IZ" folder. For line 61B, run "CalState - 61B. E-serials Usage." These reports use COUNTER 5 metrics TR_B1 and TR_J1. Make sure that you have these reports harvested/uploaded to Alma for all vendors that provide you with these e-resources.
  • From 2023, ACRL no longer provides separate lines to report COUNTER 4 usage. If you choose to add COUNTER 4 usage to COUNTER 5 usage for lines 61A and 61B, use the corresponding reports in the "Run in the IZ/COUNTER R4 Usage" folder. The metrics that were preferred in the past instructions for COUNTER 4 are BR1 and MR1. If BR1 and MR1 are not available, BR2 and MR2 can be reported. If COUNTER 4 usage and non-counter statistics are added to lines 61A and 61B, add notes to the lines.

  Q2: 21. Ongoing Commitments to Subscriptions 

  • Line 45 (External Contributions from Consortia / Network(s) / System Office) was removed from the ACRL Benchmark survey in 2023.
  • From 2023, all campus libraries will add the Chancellor Office’s allocated funds on behalf of the libraries for the ongoing subscription for the Electronic Core Collection, etc. in Line 21. Ongoing Commitments to Subscriptions) in the 2022-23 ACRL survey. The amount for each campus is listed under the CO allocated funds on ECC, etc. column in the 20yy-yy CO expenditures to report to ACRL.xlsx spreadsheet distributed by Ying Liu.
    • If the library receives access to e-collections, catalog platforms, discovery services, or other e-resources through one or more centrally funded systems or consortia arrangements for which it does not pay fully and/or directly (for example, funding is provided by the state on behalf of all members), enter the amount paid by external bodies on its behalf. If the specific dollar amount is not known, but the total student FTE for the consortium and amount spent for the academic members are known, divide the overall amount spent by the institution’s share of the total student FTE. The consortium or system office may make a value-per-FTE metric available for all members of the consortium.
    • Do not include expenses paid through an annual consortium fee. Report those expenses under line 25 “All other operations and maintenance expenses.”
  • Please continue to add the dollar amount for your campus under the Systems/Services/Bibliographic Utilities column (in the spreadsheet) to your own library expense in Line 25 (All other operations and maintenance expenses).
  • If you did not receive a copy of the "CO expenditures to report ACRL" spreadsheet, please contact Ying Liu.

  Webinars

  Thursday, February 8, 2024 - 2024-02-08 Analytics Open Forum on ACRL

  Wednesday, October 28, 2020 - eCAUG presentation on Using Alma Analytics for ACRL/IPEDS annual library statistics

  Tuesday, December 5, 2017 - Webinar notes Webinar recording