State Aid Resources for Pennsylvania Public Libraries

The District Library Center (DLC) report should be filled out by the district consultant and/or the district administrator.

By selecting the line item (selecting the blue link) an internal private note will pop up on all items. The internal private notes contain the description of the item and any relevant information. Internal private notes can be added and saved and will show up on the following year's report but will not be viewable by the public.

1. Log into Counting Opinions LibPAS.
2. Select the "Begin Data Input" from the home screen. 
3. Make sure that the reporting form selected is "District Library Center Report."
4. The default period is set to 2023-2024.
5. First Section:
   • This section is where information is provided about the individual filling out the report.
   • Reporting Period Start Date is auto filled.
   • Reporting Period End Date is auto filled.
   • Fill out the next three lines.
   • 
     • This should all be the information of the person filling out the report. This information is used to contact the person in case there are clarifying questions as the report is reviewed. 
6. Section A:
   • A-1 is prefilled, please email State Aid if changes are needed.
   • A-2 to A-19 are questions asking for information about the current district administrator, district consultant, and district youth service's coordinator's information. 
     • If any of the positions are currently vacant, put "VACANT" in the appropriate boxes. If there is an interim person, enter their information in the appropriate spaces with "(INTERIM)" at the end.
     • If the district youth service coordinator is the same as the district consultant, select the appropriate boxes and leave the text box for the question blank.
   • A-20 is prefilled, please email State Aid if changes are needed.
   • A-21 to A-25 are data collection questions for information purposes.
   • 
7. Section B:
   • B-1a through B-1e ask for a narrative description of how consultation was provided in the specific areas. If no leadership, coordination, or consultation were provided in those areas, type "N/A" in the text box for the appropriate section. 
   • B-2 asks for when the district's five-year plan will expire.
     • If the expiration is prior to the current date, a public external annotation must be added to explain the reasoning for the expired plan.
   • B-3 is where the district's five-year plan is uploaded. 
     • The uploaded document must be in a PDF format. 
     • The uploaded document must follow the following naming convention, "DIST NAME_5YRPLAN". For example: "Allentown_5YRPLAN".
   • 
8. Section C:
   • C-1 to C-8 are auto-filled from the submitted annual report data. If there is an error on these questions, email State Aid.
   • C-9 to C-17 are all yes/no questions. 
     • Each question must be answered. 
     • If the answer is "No," an external public annotation must be added explaining the response. 
   • 
9. Section D:
   • This section covers the number of libraries visited throughout the year. 
     • Do not enter how many times the library/libraries were visited, but how many libraries were visited in the year. 
     • If the answer is 0, enter 0 and add an external public annotation explaining the reasoning for 0 library visits.
   • 
10. Section E:
    • Select either "Yes" or "No" radio button for questions E-1 through E-4. 
    • If the district provides interlibrary loan service not covered by the questions E-1 to E-4, then use the text box in E-5 to explain the services provided. 
      • If no additional services are provided, write "N/A" in the provided text box. 
    • 
11. Section F:
    • This section has a skip-logic applied to it - depending on if you select "Yes" or "No" for F-1 different options will show up. 
    • If F-1 answer is "Yes".
      • Enter the appropriate numbers in F-2 to F-2b and F-3.
        • F-2c and F-2d auto calculate the percentage and are locked. 
      • 
    • If F-1 answer is "No"
      • Provide an explanation F-2.
        • 
12. Section G: 
    • G-1 is pre-filled by OCL. 
      • If this number is incorrect please email State Aid.
    • G-2 should only be filled out if the district as pre-approved carry over funds. 
    • 
13. Section H: 
    • Enter the total amount of district funds expended related to the administrative costs. 
    • Only the amount of district aid used for these expenditures should be entered. 
    • 
14. Section I:
    • Enter the total amount of district funds expended for all district staff salaries and wages in I-1 and benefits in I-2. 
      • This should only be the amount of district funds that pay for district salaries/wages/benefits. 
        • For example, if the total amount spent on district staff salaries/wages was $100,000 and benefits was $20,000, but only $10,000 from district funds were used on salaries/wages and $5,000 on benefits, only the $10,000 and $5,000 amount would be entered. 
    • I-3 is auto calculated.
    • 
15. Section J:
    • Enter the total amount of district funds expended for district services in the appropriate categories - J-1 through J-15.
    • J-16 auto calculates the totals in J-1 through J-15. 
    • Total district aid expenditures auto calculates and should match the total in G-1.
    • 
16. Section K:
    • Select "Yes" or "No"
      • This question has skip logic, therefore K-2 will only show up if "Yes" is selected. 
      • All libraries should select "No" unless they went through the approval process for carry over of district funds. 
    • If "Yes" is selected, then enter the amount of funds in K-2.
    • 
17. Section L:
    • This section only needs to be filled out if there are unexpended funds from the reporting fiscal year. 
      • L-1 will show if there are unexpended funds and auto calculates. 
    • 
18. Section M:
    • Select "Yes" or "No" for M-1.

Section C:

Q: Can digital and physical AV be counted? Or only physical AV materials? updated 7/8/24

A: There isn’t anything in the statute or regulations that prevent digital AV from being counted. It can include both digital and physical AV materials.

Q: In C-9 (Did the district library center spend at least 5% of their total collection expenditures on AV materials?) does that count for just the district library center’s collection or the entirety of the district? updated 7/8/24

A: Just the District Library Center's collection.

Q: Should the percentage be based on the calendar year (since it is pulling from the Annual Report data) or should it be based on the FY? updated 7/8/24

A: For this year, please base the information on the calendar year.