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District Library Center Guide

A guide to assist district library centers and district library center consulting staff.

State Reports

OCL requires plans to be submitted by local libraries, systems, districts, and statewide library resource centers in order to determine eligibility for different types of state aid.  These plans are due at different times throughout the year, and libraries will be notified in advance when the reports are opened, and when they are due to OCL.  Most of these reports are now completed through the Counting Opinions website: https://pa.countingopinions.com/.

According to § 141.22(b)(5), “The library shall submit appropriate written reports at least annually to the State Library, the member libraries of the district, and the municipalities from which it receives its financial support.” 

For detailed instructions, see District Library Center Report page on the State Aid LibGuide:

The Public Library Annual Report is required by section § 141.21(2)(ii)(D). The purpose of the report is to provide current information about service outlets, materials holdings, staff, income, expendi­tures, usage, and hours of operation, as of the last day of the library’s previous fiscal year.  The report is also used to determine the library's eligibility to receive state aid.

  • The report normally opens in late January, and due to consultants for review in March, then due to OCL in April.
    • The expectations of the consultants from OCL is to check for completeness of the report and assist with questions that may arise while the libraries are completing the report.
    • OCL may also reach out to consultants to assist in clarifying questions or if parts of the report do not meet the Institute of Museum and Library Services (IMLS) check.
  • Financial: 
    • The consultants should be available to help libraries determine questions of where an income or expenditure line should be reported. 
    • In general, consultants should also be on the lookout for anything that doesn’t quite make sense, including any large changes from the previous year that may need an explanatory note to be added. 
    • In comparing the library’s financial document to the numbers reported in the annual report, consultants should ensure that all income and expenditure lines are accounted for in the report. All numbers reported in the financial section should be able to be traced back to an income or expenditure line.  
    • Of particular note, following the yearly review guidelines from OCL, which highlight areas where particular attention should be paid (for instance, ensuring that state aid is listed as fully expended). 

For detailed instructions and information see the Annual Report LibGuide:

All county libraries receiving County Coordination Aid (CCA) are required to submit an annual plan outlining the use of those funds (libraries that don't receive funds from their county government are ineligible to receive CCA) as outlined in § 9337 (g). County coordination aid - Annual report. “A report of the expenditure of State moneys received under this section shall be made annually to the county government and the State Librarian in such form as may be required by the State Librarian.”  

The County Coordination Aid Plan asks county libraries to describe how those funds will be used for county-wide services that benefit every library in the county - not just the library receiving them. Common uses for these funds include shared automation systems, bookmobile service, or movement of materials between libraries in the county. 

While the consultants play no formal role in the review of the plan, consultants may offer to assist by reviewing the draft plan and providing feedback before it is distributed to the other libraries in the county and sent to OCL. 

For detailed instructions, see Plans for State Aid and County Coordination Aid Plan page on the State Aid LibGuide: 

As outlined in § 9331(b)(1) of the Statute: “Any local library desiring to receive State aid under this chapter shall submit a plan for the use of the funds to the State Librarian.” And as outlined in § 131.33 and § 141.11-141.15: “A payment of State aid may not be made until the library submits a plan for its use in accordance with instructions provided by the State Library and until the plan is approved by the State Librarian."

Please see the Plans for State Aid and County Coordination Aid page on the State Aid LibGuide: 

The district five-year plan is submitted by the district library center, in collaboration with member libraries and the District Advisory Council.   

Outlined in § 141.22(b)(4), “The library shall file with the State Librarian for approval a 5-year plan for the development and provision of district services and resources.”