Libraries branch2016Provincial Library Grants Report Instructions

Below you will find the instructions for completing and submitting your library’s Provincial Public Library Grants reports for 2016. By continuing to complete this annual report, you are helping to demonstrate that public libraries have measurable positive impacts on communities across this province. This report is a way to reflect, celebrate and share your work.

The Provincial Library Grants Report is one piece of the overall accountability framework for public libraries and federations who receive public funds. The information you provide in the grants report will be used in part todemonstrate the value of public funds in relation to the priorities of the Provincial government and to provide valuable information, which will be used towards the Libraries Branch new annual report. Use of Outcome Based Evaluation and other qualitative methods help to demonstrate the value and impact of your services and programs.

This year, we are shifting the framework to integrate the new provincial strategic plan, Inspiring Libraries Connecting Communities: a vision for public library service in British Columbia. This is as a result of feedback we received from libraries. We heard that libraries wanted the opportunity to showcase their innovations and new services, which may not have directly aligned with past provincial priorities,yet still tell an important story of how BC public libraries are adapting and changing to meet community needs.

Requirements and Instructions

  1. 2016Reports are due March 1st, 2017as outlined in the letter of expectation accompanying your funding.
  2. Reports received by Libraries Branch may be published online in the Commons and/or the Ministry of Education’s website and will be used in our new annual report.
  3. Use the attached template to write your report.
  4. Using this template will help guide you through the reporting process andensurescomparability between reports;
  5. All reports must be submitted in a Word document format for ease of use by the branch.
  6. For this report,please provide examples of how your library worked to achieve all four of theprovincial priorities(listed below) and, where applicable,how your work aligns with the new strategies outlined in the new strategic plan (also listed below).
  7. Please use different examples from previous years;
  8. Please include both qualitative and quantitative(where the stats are needed to highlight its impact) information in your report.
  9. OptionalSection: Libraries in Action- Success Stories from BC’s Public Libraries. Two stories of libraries in action were included in the new strategic plan (on pages 18 & 23). Looking to the future, we would like to share more of these stories of innovation, creativity and community support to demonstrate the changing roles that libraries are playing in their respective communities. If you have a story you would like to share, this is your opportunity. We would also be happy to work with you on identifyingand/or developing the story.

Further information is available on the PLGR Template Attached, including a section on Outcomes/Outputs and Partnerships.

HOW TO SUBMIT

Please submit your 2016 Provincial Library Grants Report as a Word document only via the Commons Results Section.

  • Start here:
  • Login with your username and password
  • On the top right-hand side of the page, click on the Results tab
  • Select the Reports option from the submenu listed
  • A new page will open where you will see Documents Due
  • Select Provincial Library Grant Report 2016
  • Go through the steps to attach the report from your computer to this page (this is similar to adding attachments to email messages).

Directors have permission to submit and review these reports. If you would like another staff member to have permission to submit on behalf of your organization, please email us at .

Provincial Priorities for libraries in 2016:

Outlined inspring 2016, the priorities are as follows:

  1. A focus on equitable access to library services for all British Columbians, including efforts to extend library programs and services, to under-represented populations.
  2. Continued supports for education transformation, as outlined in the BC Education Plan. Libraries, as key partners in providing supports to students and parents outside of the classroom, should continue organizing and collaborating on community-based, personalized learning opportunities for all learnerswhich allows them to realize their full potential in reaching personal learning goals.
  3. Support for BC’s Skills for Jobs Blueprint and #BCTECH Strategy by improving outcomes for job seekers in BC. Specifically, libraries should focus on tools, programs and essential literacy supports that help your community explore new skills for high demand employment opportunities, for long-term job security in today’s growing economy.
  4. Work across the library sector in the development of new shared-services and on collaboration with other partners to find efficiencies and build on current infrastructure and opportunities.For example, the development of shared service models and resources which extend or improve seamless access, involving public, academic and/or school libraries.

Provincial strategic plan for public libraries

The strategies of Inspiring Libraries Connecting Communities: a vision for public library service in British Columbiaare as follows:

  1. Fostering Connected Communities: advancing access to information and resources.
  1. Building Capacity: enabling inspiration and innovation.
  2. Working Together: creating lasting and sustainable partnerships.
  1. Sustaining Our Success: enhancing governance and demonstrating impact.

The full provincial strategic plan can be found online here:

Can we help?

If you have any questions about the provincial library grants report please contact Cindy Ralph Denise 800.663.7051.

Final Notes to Consider

Board Involvement
Your board is a key partner in the success of your library, and this report should be developed with your board’s input and review. Involving your board not only encourages their engagement in this process, it also helps them understand the libraries’ challenges and will give them the stories and material that will support their efforts with working with your local governments and community for ongoing funding.

Prior to submitting, ensure your report has been reviewed by your board as this will ensure that your board has a strong understanding of this requirement and expectation for funding.

Outputs vs. Outcomes
One aspect of reporting out that many libraries either miss or do not illustrate adequately is the use and description of outcome based evaluation as part of your program or service story.
Outputs are the products of your activities (30 people came to the program we offered).

Outcomes are the changes in individuals, groups and organizations that you anticipate to result from the exerted work of the program (The program was a success as the desired outcome was to increase membership; 20 of the 30 people who attended signed up for a library card).

Additional resources on OutcomeBased Evaluation available on theCommons:

The Audience
The audience is not only the Libraries Branch, but also the staff and executive of the Ministry of Education, the public, your library members and your fellow libraries.

Provincial Library Grants Report 2016
Template

Introduction

In this section, introduce your library and describe the community that you serve. Things you may want to include are:

  • information about what makes your library a community hub;
  • the demographics of your community;
  • any industries that are in and shape/influence your area;
  • some of the challenges that your library and your community face;
  • if you have a current strategic plan, indicate what your goals are and where you are in the process of achieving those goals;
  • or if you do not have a current strategic plan, indicate where you are in the process of creating one;
  • progress made on your strategic plan or set goals in 2016;
  • anysignificant changes from 2015 report or reflection on changes from one year to the next.

Government Priorities, Goals, Programs and Services, Partnerships

In this sectionspeak to all 4 Provincial priorities for libraries and tell us how your library used the grants that you received to meet them. Indicate what library goal, programs and/or services, and partnerships you may have that support the Provincial priority, and describe what outcomes were achieved and, where applicable, how your work aligns with the new strategies outlined in the new strategic plan.

library Priority 1

Library Goal that supports the priority:Describe a majorgoal or goal from your strategic plan that supports the priority indicating if you were successful in achieving that goal (yes, no, still in progress), and share the evidence or outcomes that demonstrate you were success. Mainly focus on the qualitative impacts that were made within your library and community, as the quantitative results are already reported through the Annual Statistics (use quantitative results where the stats are needed to highlight its impact);
Programs and/or Services that aligns with the priority:Describe programs and/or services your library offered this year that connects to the priority (keep this to two examples maximum as we are looking for only exemplary items);
Partnerships that support the priority:Identify and describe any key partnerships you formed, or continued with this year, which helped to support your library meeting the priority. These partnerships can be within your federation, partner organizations (i.e. literacy organizations, schools, and/or community organizations, etc). Be sure to describe the nature of the partnership in addition to listing who the partners were;

Outcomes that were identified: Describe any outcomesthat were identified and achieved using outcome based evaluation methods.

library Priority 2

  • Library Goal that supports the priority:
  • Programs and/or Services that aligns with the priority:
  • Partnerships that support the priority:
  • Outcomes that were identified:

And continue on with this format for each of the other priorities.

NEW---optional section: Libraries in action – success stories from bc’s public libraries

  • How the library identified the opportunity or need:
  • How the library met that opportunity or need:
  • The outcome of the new program or service to your community:

Summary

Use this section as an opportunity to reflect on what your library learned throughout your year: what were some of the opportunities that presented themselves, what challenges you faced and overcame, and what challenges continue to be addressed.

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