Skip to main content

KYVL QuickSearch

Committees and Work Groups


In F2016-17, the Funding Work Group undertook to develop a new database funding formula characterized by:

  • Clarity and simplicity
  • Equity and impartiality
  • Sustainability.

The formula attempts to apply these principles both within and among member types (academic, K12, public and special libraries).The new formula eliminates usage as a measure for individual members, but seeks to generate member revenues reflecting broad usage across member types.

The resulting formula was approved, and following a straight 5% increase for all members in F17-18, the formula was implemented for the first time with F18-19 invoicing:

  • F16-17 - Last year of old formula
  • F17-18 - Old formula plus 5 percent
  • F18-19 - First year of new formula
  • F22-23 - All KYVL members to be in formula under transition rules

Transition rules

Individual institutional assessments during implementation of the new formula are governed by the following transition rules:

  1. Nobody pays less than under the previous funding formula.
  2. Everyone paying less than the new formula amount reaches new formula as soon as possible, subject to a maximum annual increase of 20 percent, except:
  3. An annual increase of greater than 20 percent is applied when needed for a member institution to reach new formula in a maximum of five years.

A summary of the effects of these transition rules is as follows:

If in comparison with prior year's bill,
increase under new formula is:
Institution pays:
Less than or equal to 0% Same as current bill
More than 0% but less than 20% New formula amount
More than 20% but less than 150% 20% increase annually until new formula is reached
More than 150% Uniform annual percentage increase that will result in being in formula in five years

Funding factors

In general, each library type pays a base fee and a cost (or costs) based on population served. Public and academic assessments include a calculation based on collection expenditures.

Calculations are based on the most current publicly available data available at the time assessments are calculated. In order to accommodate member budgeting deadlines, data for the following July 1 member fees is collected in early summer and assessments calculated for distribution beginning in late summer or early fall. F19-20 member fees were distributed to member libraries in October of 2018. Deadlines will be moved earlier still for F20-21, to be distributed upon payment of F20-21 invoice around July 2019.

Academic institutions F18-19 data F19-20 data F20-21 data (anticipated)
$2000 base fee n/a n/a n/a
$2.50 per 12-month FTE IPEDS 2015-16 IPEDS 2016-17~ IPEDS 2016-17
1% of materials / services expenses IPEDS 2014-15 IPEDS 2015-16 IPEDS 2016-17~
K12 public districts and private schools F18-19 data F19-20 data F20-21 data
$200 base fee per school A1 school (public districts) KDE data sets, F2016-17 KDE data sets, F2016-17 KDE data sets, F2017-18
$.75 per student (district headcount) KDE data sets, F2016-17 KDE data sets, F2016-17 KDE data sets, F2017-18
$200 base fee per private school Various sources Kentucky Schools Directory, 2017-18 Forthcoming
$.75 per student Various sources Kentucky Schools Directory, 2017-18 Forthcoming
Public libraries Data source F18-19 data F19-20 data F20‑21 data
$1000 base fee n/a n/a n/a n/a
$.05 per county population Ky. Public Library Stats KPLS 2015-16 (May 2017) KPLS 2016-17 (March 2018) KPLS,TBD
1% of collection expenditures total Ky. Public Library Stats KPLS 2015-16 (May 2017) KPLS 2016-17 (March 2018) KPLS,TBD
Special libraries (hospitals) F18-19 data F19-20 data F20-21 data
$2000 base fee per campus or location Various American Hospital Directory, 9.6.18 TBD
$5 per bed Kentucky Hospital Directory (Oct. 2017)
(Licensed beds)
American Hospital Directory, 9.6.18
(Staffed beds)
$.10 per discharge American Hospital Directory American Hospital Directory, 9.6.18 TBD
Kentucky Virtual Library • 1024 Capital Center Drive, Suite 320 • Frankfort, KY 40601 • 844.400.KYVL toll free •
A program of the Kentucky Council on Postsecondary Education logo