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Reports set up in Analytics to help you

The reports are here:  /Shared Folders/Community/Reports/Institutions/CalState/ACRL IPEDS Official ULMS folder

Important

  • Copy the reports to My Folders before running them
    • (lightbulb)  You can copy the whole folder at once!
  • Read the notes and instructions in the description before opening or editing a report
  • There are some fields, such as location, and some metadata, such as default resource type, that require each institution to customize the report
    • We have provided prompts to help with this, but you will need to interpret the ACRL/IPEDS instructions in order to make best use of the prompts
    • (warning)  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 report on the data you have loaded, manually or via SUSHI
  • 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
  • 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

Essential resources

Recommended Practices for Consistent Reporting from All Campuses

  • Run Library Collections (lines 40-44) reports on July 1, or as soon after as practical. Physical counts for Lines 40a, 42a and 43a are in Run in the IZ folder. Electronic counts for Lines 40b, 41b and 42b are in Run in NZ folder. Follow instructions above for copying the folders before running.
  • Regardless of when reports are generated, run Library Collections reports as a "snapshot" of the collection on that day. It is recommended that you save a hard copy of the report as the “snapshot”.
    • There is no simple way to filter out items/portfolios added after July 1 and add back items/portfolios withdrawn after July 1; it's especially problematic for portfolios where there's a fair amount of addition/deletion activity at any time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

Frequently Asked Questions

  • Report COUNTER 5 and/or COUNTER 4

Report for Line 60B is CalState - 60B:  Total Digital/Electronic Circulation or Usage in the ACRL IPEDS Official ULMS folder/Run in the IZ folder. This report uses COUNTER 5 metrics TR_B1 unique title requests and IR_M1 total item requests. If you believe you have some vendors that only provide COUNTER 4, use CalState - 60 Column B and CalState - 61 & 62 reports in the ACRL IPEDS Official ULMS folder/Run in the IZ/CalState 60-63 Column B - COUNTER R4 Usage folder for Lines 61 and 62. The preferred metrics for COUNTER 4 are BR1 and MR1. If BR1 and MR1 are not available, BR2 and MR2 can be reported. Enter non-counter statistics with a note or report zero.

Report for Line 63 is CalState -63. E-Serials Usage in ACRL IPEDS Official ULMS folder/Run in the IZ. This report uses COUNTER 5 metric TR_J1 unique item requests. If you believe you have some vendors that only provide COUNTER 4, use CalState - 63 in the ACRL IPEDS Official ULMS folder/Run in the IZ/CalState 60-63 Column B - COUNTER R4 Usage folder and add to Line 63 with a note. Enter non-counter statistics with a note or report zero.

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

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 Line 45. 
    1. 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.
    2. Do not include expenses paid through an annual consortium fee. Report those expenses under line 25 “All other operations and maintenance expenses.”
  2. 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.

Webinars

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

Tuesday, December 5, 2017 - Webinar notes Webinar recording






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