Access the HLLR Stats Collection form (Excel Format)
Please download the above survey and complete with your library details.
Email the completed form to jbooth[at]georgianc.on.ca by Nov 30, 2010.




This annual statistical survey is intended to provide a picture of the holdings and activities of Libraries in colleges, university/colleges, institutes, and universities of Ontario for the fiscal year (April 1, 2009 - March 31, 2010) . All information is based on the total count for one year.


The following activities, although under library jurisdiction in many institutions, are excluded from this report:

  • audio-visual equipment distribution to classrooms
  • audio-visual equipment maintenance
  • media production or instructional media services


A word of caution:

Comparison among institutions should be made with the understanding that each library operates somewhat differently and counts activities within a context unique to the institution. In addition, as access to electronic information becomes more important, holdings information is not always readily quantifiable or entirely meaningful and expenditure information is not found within the same budget categories in each institutional library.

Note: Do not add text into any field that will be totalled automatically as this will prevent the system from performing this addition.

Note: use the "Explanatory Notes" section at the bottom of the survey to provide additional information or any variations from the norm.


Self explanatory.



Differentiate between those centres which have library staffing from those which are characterized as reading rooms and/or learning centres which have no staff or may have staff paid for by other parts of the institution.

a.            Number of campuses with library staff

b.            Number of campuses without library staff

c.             Number of virtual campuses



3.   USERS

FTE  students :

NOTE - for sections a + j, this data will be completed for you based on data supplied by the Ministry of Training, Colleges and University, Fall 2009 Figures.

FTE Faculty:

     Provide FTE (not head count) of faculty employees (include librarians if applicable); approximate if actual number is not available (the number your College reports to the Ministry)


Community Borrower Fee:

  • Do not include the number of community borrowers as this figure does not represent

active users for many institutions; provide only the annual fee if applicable

  • Is there a community borrowers fee?
  • $$ amount



  • Count all personnel in FTE terms (not head-counts). Do not include A/V staff.
  1. Admin.:

·          include Library Director whether this is an administrative position or not


  1. FTE librarians:

·          include all full-time, part-time and contract librarian hours

·          include any positions funded by special grants or external funds


  1. FTE library staff:
  • exclude   personnel   who   are   entirely   devoted   to   AV   equipment   and   media production/IMS activities


  1. Subtotal - FTE Library Personnel: (system will total automatically):

     provide  subtotal   of personnel  before   counting   student   aides   and  work-study employees


  1. FTE student aides:

     include student aides and work-study employees


  1. Total FTE Library Personnel: (system will total automatically):


5.          COLLECTIONS


Volumes:            items that are barcoded separately or intended to be circulated as one unit, (e.g. a 20-volume set of encyclopedias = 20 units, 2 CDs plus booklet in one package = 1 unit; book plus CD = 1 unit; set of slides in a binder or a folio = 1 unit).


  1. Monographs:
  • a volume is a physical unit of any printed or processed work contained in one binding, encasement or other clear distinction, which has been catalogued as part of the collection and given an individual barcode

·          include titles in microform or CD (not individual cards of fiche except when 1 card = 1 title)

·          include annuals

·          exclude periodicals

·          use explanatory notes for any unusual inclusions (e.g. documents, technical reports, individually catalogued maps)


  1. Film Formats (DVDs and Videos):
  • count all video & film formats
  • count physical items (e.g. 2 film reels = 2 units, series of 24 videos = 24 units)


  1. Other Audio formats:
  • count all sound recordings (e.g. LP records, cassette tapes, compact disks)
  • count items intended to be used together as one unit (e.g. opera on 2 CDs = 1 unit)
  • if two or more media are included (e.g. print and cassette tape), count as a single unit all items to be used in conjunction with each other


  1. Other Visual formats:
  • count all visual formats (e.g. slides, snapshots)
  • do not count individual slides unless they do not form part of a set (i.e. 1 slide set = 1 unit)
  •  if two or more media are included (e.g. print & slides), count as a single unit all items meant to be used in conjunction with each other


  1. Back Issues Periodicals:
  • include journals, magazines, and newspapers received in print, microform, or CD formats
  • count volumes if they are known, otherwise 1 year = 1 volume
  • include annual index volumes


  1. Total Volumes in Library Collection: (system will total automatically):
  • Add a + b + c + d + e = f



  1. Total Current Print Subscriptions:
  • count titles of journals, magazines, and newspapers currently received in print, microform, or CD formats (e.g. Canadian Newsdisc = 8 titles)
  • exclude annuals (counted in a) above)
  • include gift subscriptions and those being received on exchange
  • include    departmental  subscriptions  only  if they  are  accessible  to  the  college community (i.e. listed in library catalogue and available for use)
  • count duplicate subscriptions (i.e. if the library subscribes to two copies of a title count 2)
  • include Statistics Canada periodicals if they are treated like a periodical
  • exclude subscriptions to electronic periodical indexes and abstracts (expenditures information only required in 7. below)


Electronic Titles:

  1. Catalogued Electronic Titles:
  • include all purchased e-books, NetLibrary, e-journal titles purchased independently (i.e. not included in database subscriptions) and free catalogued websites, e-texts and e-journals
  • use explanatory notes for any unusual inclusions


6.   USE

a.    Reference transactions:

  • encounters between a user and a library employee which involve an attempt to supply factual or bibliographic information, requiring knowledge, use, recommendation or interpretation of an information source or bibliographic tool
  • count  all   questions   handled  (i.e.   directional,   regular,   and  extended  reference questions);
  • include questions associated with electronic searching
  • include electronic reference questions
  • include real-time-reference interactions (i.e. virtual reference)
  • exclude questions associated specifically with a bibliographic instruction class



  1. Number of students taught:
  • count all students receiving bibliographic instruction whether in tutorial groups, tours, or library skills classes


  1. Number of classes taught:
  • count all classes (including instructional tours, taught by library employees, whether classes are arranged for instructional departments or independently offered by the library
  • include internet research or database searching classes
  • include classes taught to faculty and other employee groups


  1. Direct:
  • count all items which are charged out for use, whether the use is inside (e.g. reserve) or outside the library
  • include self/online renewals
  • exclude items charged out to other libraries on interlibrary loan (included in g) below)


  1. In-library use:
  • count those items being used in the library and re-shelved by library employees, but that have not been charged out for use in the direct circulation transaction


  1. Gate Count
  • count all traffic upon exit from the library (usually provided via an electric eye on the library security system)


  1. Interlibrary loan:
  • count all items actually received and sent via interlibrary loan
  • include items received or sent via any delivery method and from or to any type of library (including agencies with library holdings) in any part of the world
  • exclude intercampus loans within your institution


  1. Interlibrary loans received (include all formats)


  1. Interlibrary loans sent (include all formats)


7.   LIBRARY EXPENSES (capital & operating)

For purposes of consistency "expenditures" means actual expenditures   vs   budgeted expenditures.


  1. Personnel (salaries & benefits):
  • count all salary & benefit expenditures for library personnel as listed in 4 above
  • exclude personnel not covered by this survey (e.g. AV equipment distribution, Media Production or IMS)
  • include personnel working under special grant funding or external funding



  1. Monographs:
  • count all expenditures on items listed as monographs in 5a above


  1. Audio-Visual:
  • count all expenditures on items listed in 5b +5c + 5d above


  1. Current Print Periodicals:
  • count all expenditures on current subscriptions to print periodicals and indexes as included in 5g above


  1. Special Funding Envelopes for Collections
  • include all expenditures from special funding sources e.g. one time capital grants


  1. Subtotal Collections: (system will total automatically)
  • b+c+d+e=f


  1. Electronic Materials:
  • count all expenditures as a user library in OCLS subscription services


  1. Non-OCLS subscriptions:
  • count all expenditures on electronic subscription services (index, abstract, and full-text) that are not provided through the OCLS service
  • exclude subscriptions which are included in 7d above


  1. Subtotal Electronic Products (system will total automatically)
  • g +h = i


  1. Total Collections Budget: (system will total automatically)
  • f+i=i


  1. Other:
  • count all other library expenditures (i.e. those expenditures that are not related to personnel and collections)
  • include only those other costs (e.g. printing, postage, interlibrary loans, mileage, conferences, supplies, etc.) if they are paid by the library's budget
  • use explanatory notes to indicate any variations from the norm


  1. Total Library Budget: (system will total automatically)
  • a+j+k



a.    base ministry grant as outlined in the grant allocation sent by the ministry to each institution in March (usually) for the next fiscal year


  1. Other operating funds
  • include   all items that are considered in calculating your institution's operating budget
  • exclude institutional capital (i.e. new building funds, upgrading of present buildings, roads etc.)
  • use explanatory notes to provide details on any exceptions or variations from the norm


  1. Total Institutional Budget: (system will total automatically)
  • a+b


9          .    FACILITIES & HOURS (system will tally automatically for all sections)

  1. Total library area in square meters
  • for each campus with library personnel provide library area in square meters ( to convert from square ft. to square meters multiply sq. ft. by .0920, e.g. 30,000 sq. ft. x .0929 = 2787 sq. meters)
  • include   space for books and other library materials, space for storage of AV equipment  if control  of this  equipment  is  the   library's  responsibility,   library classrooms, study stations, seminar and study rooms, and workspace for library personnel
  • exclude areas used solely for janitorial, custodial and mechanical storage or services, lobbies, vestibules, building corridors, and other general access areas
  • add figures for each library to provide total for d


  1. Total number of seats:
  • for each campus with library personnel count all study spaces for library users
  • exclude seats in staff areas, offices, meeting rooms, and other areas not normally occupied by users of library materials
  • add figures for each library to provide total for e


  1. Total hours open per week (Fall and Winter terms):
  • for each campus with library personnel count total operating hours per week
  • add figures for each library to provide total for f


  1. Total hours open per week (Summer term)
  • for each campus with library personnel count total operating hours per week
  • add figures for each library to provide total for g


  1. Total reference hours per week (Fall and Winter terms):
  • for each campus  with  library personnel  count total hours  of reference  service provided
  • add figures for each library to provide total for h


  1. Total reference hours per week (Summer term)
  • for each campus with library personnel  count total hours of reference service provided
  • add figures for each library to provide total for i.



a.    Number of public workstations

  • For each campus library, count all public workstations that have Internet access

b.    Wireless available in each library? Y/N (use notes for clarification)

c.     Number of laptops available for borrowing from library

d.     Number of times laptops circulated from library

e.    Number of laptop network access ports available for each campus library

f.      Mobile devices other than laptops supported by library? Y/N if Y, please clarify



Cataloguing: OCLS

Other, if other name:


Other, if other name:
Serials:  OCLS
Other, if other name:

Acquisitions:  OCLS

Other, if other name:

 Union Catalogue: Does your library contribute records to the Ontario Colleges Union Catalogue?

Yes or No


Interlibrary Loan: 

Please list any automated systems your library uses.

  • use explanatory notes for any variations


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