by Stony Evans, April 2017

We have transitioned to a time when librarians must demonstrate the value of their school library programs. We must begin thinking like business executives by constantly validating the spending of district dollars, conveying the academic returns, and most importantly, sharing the human value of our spaces. I began sharing data with school district stakeholders my first year as a teacher librarian. This article will explore some of the easy options for gathering data and some possibilities for how you might present it to an audience for the purpose of advocacy.

Collecting Data

Google Forms & Microsoft Forms

There are many tools available for data gathering. One of the first I started using was Google Forms (https://docs.google.com/forms). We have used it for student feedback after a collaborative program, for evaluations of our library program, and for student sign-in/sign-outs. The reports provided by Forms can be in spreadsheet format or visuals with charts and graphs. Our administrators have enjoyed seeing the various data we have shared over the past several years. It has been particularly useful in keeping statistics of student free-flow visits. These are important pieces to share with stakeholders. Microsoft users can use a similar tool through Excel online. Users can select to create their survey in Microsoft OneDrive.

Survey Monkey

Teacher librarians can also create a free account on https://www.surveymonkey.com/. The free Survey Monkey account allows you to create up to ten questions on a survey with up to 100 responses. The interface will display your data in a graphic format that is easy for your audience to read. There are also paid versions of accounts to give the user more report options and additional response numbers.

Twitter Polls

You can also take quick surveys using Twitter. In only a few minutes, you can quickly create polls and collect responses (https://support.twitter.com/articles/20174524#).

This approach could be used to get feedback from students, teachers, and parents. Users can ask individual multiple-choice questions for survey durations of a few minutes up to a full week. Responses are graphically updated on the Twitter feed as they occur.

Consider experimenting with these tools to advocate for your program with powerful statistics and feedback. Be sure to share the results with your learning community whenever possible. These practices show that you are actively seeking the opinions of those you serve.

Annual Reports

I never really understood the importance of sharing library annual reports until I began getting feedback from district superintendents. They really took notice of our circulation statistics and library usage information. From that point forward, we have tried to capture snapshots of library value in our reports. These started as a plain text form that would be shared with district leadership. Today most everyone is carrying a powerful tool for taking photos and videos right in their pockets. Smartphones and devices are essential tools for capturing a variety of evidences of library happenings. These can accompany data reports to bring them to life.

Microsoft Sway

At the end of the 2015-2016 school year, we tried a more graphic approach to our annual report by using Microsoft Sway, a product for building interactive reports, presentations, and newsletters. By including library photos and links to videos, charts, and graphs, we were able to create a much more meaningful presentation for our stakeholders. Showing the library in action can further demonstrate the library (and librarian) as a good steward of district funding. You can use Sway by creating a free account on Microsoft’s https://docs.com/ or by using Office 365 if your district has this service. Get acquainted with Sway by taking this 45-minute course: https://education.microsoft.com/GetTrained/Introduction-to-Sway

You can view my annual report via Sway at this address: https://sway.com/C8bLrFNAA0TTSFac

Final Thoughts

Sharing data may change your stakeholders’ perceptions of the library. Consider sharing your annual report with teachers and parents whenever appropriate. Such data may shatter the stereotype of the public school librarian that has been sensationalized by popular media and movies.

In addition, consider asking to share your annual report at school board meetings and other public presentation opportunities. Be sure to recognize and thank administrators whenever possible. Share credit with them since their support is necessary for program successes. Never underestimate the power of sharing data; it will speak usage and value.

Additional Resources

Evans, Stony. “Create a Library Sign-In with Google Forms.” Library Media Tech Talk Blog May 14, 2016. http://librarymediatechtalk.blogspot.com/2016/05/create-library-sign-in-with-google-forms.html or http://www.mackintysl.com/google-forms-library-sign-in/.

Evans, Stony. “How I Used Microsoft Sway for Our Annual Report.” Library Media Tech Talk Blog June 18, 2016. http://librarymediatechtalk.blogspot.com/2016/06/how-i-used-microsoft-sway-for-our.html