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Committees and Work Groups

About

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 - 1st year of new formula
  • F19-20 - 2nd year of new formula
  • F20-21 - 3rd year of new formula
  • F21-22 - 4th year of new formula
  • F22-23 - All KYVL members 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% (year one) Uniform annual percentage increase that will result in being in formula in five years

Funding factors and data sources

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. Publicly available data is used whenever possible. Costs estimates are updated each spring and invoices are issued in June, with estimates for the following fiscal year distributed upon payment of annual invoices.

For more details, select a library type below.

Academic libraries
Academic institutions F18-19 data F19-20 data F20-21 data F21-22 data
$2000 base fee $2,000 $2,000 $2,000  
$2.50 per 12-month FTE ($10 per FTE for-profits beginning F21) IPEDS 2015-16 IPEDS 2016-17~ IPEDS 2016-17  
1% of materials / services expenses IPEDS 2014-15 IPEDS 2015-16 IPEDS 2016-17~  

Data source: Integrated Postsecondary Education Data System (IPEDS), National Center for Education Statistics

K12 schools
Public school districts F18-19 data F19-20 data F20-21 data F21-22 data
$200 base fee per school A1 school KDE data sets, 2016-17 KDE data sets, 2016-17 SRC data sets, 2017-18 SRC data sets, 2018-19
$.75 per student (district headcount) KDE data sets, 2016-17 KDE data sets, 2016-17 SRC data sets, 2017-18 SRC data sets, 2018-19

Data source: School Report Card (SRC) data sets

Private schools F18-19 data F19-20 data F20-21 data F21-22 data
$200 base fee per school Various Ky. Schools Directory, 2017-18 Ky. Schools Directory, 2017-18 School websites
$.75 per student Various Ky. Schools Directory, 2017-18 Ky. Schools Directory, 2017-18 NCES PSS

Data source: Private School Universe Survey (PSS), National Center for Education Statistics

Public libraries
Public libraries F18-19 data F19-20 data F20‑21 data F21-22 data
$1000 base fee $1,000 $1,000 $1,000 $1,000
$.05 per county population KPLS 2015-16 KPLS 2016-17 KPLS 2017-18 KPLS 2018-19
1% of collection expenditures total KPLS 2015-16 KPLS 2016-17 KPLS<2017-18 KPLS 2018-19

Data source: Kentucky Public Library Stats (KPLS)

Special libraries
Hospitals F18-19 data F19-20 data F20-21 data F20-21 data
$2000 base fee per campus or location Various AHD, 9.6.18 AHD, 3.20.19 AHD
$5 per staffed bed Ky. Hospital Directory Oct. 2017 
(Licensed beds)		 AHD, 9.6.18  AHD, 3.20.19 AHD
$.10 per discharge American Hospital Directory (AHD) AHD, 9.6.18 AHD, 3.20.19 AHD

Data source: American Hospital Directory (AHD)

KYVL database cost estimator

Statewide licensing makes it possible for KYVL member schools and libraries to access database content for substantial savings compared with list price. To estimate the annual cost of membership for your institution, enter requested information into the appropriate cost estimator below.

Academic library cost estimator

Enter institutional information below for an estimate of KYVL database costs through next June 30.

12-month FTE:
Total materials / services expenses:
Is your institution for profit?
     
$
K12 cost estimator

Enter district information below for an estimate of KYVL database costs through next June 30. For private schools, enter number of students and schools.

District headcount:
Number of A1 schools:
$
A note about K12 access

In most Kentucky counties, school districts and public libraries both pay KYVL membership fees. This cost sharing is necessary to keep KYVL affordable for all members. If K12 districts do not elect to participate, their students do not have access to their public library's KYVL resources on school networks.

Public library cost estimator

Enter library information below for an estimate of KYVL database costs through next June 30.

County population:
Total collection expenditures:
$
Hospital / medical library cost estimator

Enter institutional information below for an estimate of KYVL database costs through next June 30.

  Number of locations Staffed beds Discharges
Acute-care hospitals
Non-acute hospitals
Outpatient clinics
$

Data collection notes

Academic libraries
  • Begin at IPEDS > Use the Data > Compare Institutions.
  • Final Release Data (Change): select Use Provisional Release Data to ensure most current data
  • In Institution Name, enter NCES Unit IDs to search IPEDS data for KYVL academic library members:
    NCES Unit IDs (need KyCAD, Summit Christian)

    156189, 156222, 156213, 156231, 247065, 156286, 156295, 157553, 156392, 156356, 156365, 156408, 156417, 156620, 156648, 156727, 157438, 156745, 156790, 156851, 156860, 156921, 157100, 157058, 157076, 157207, 157216, 157298, 157304, 157331, 484066, 157377, 157386, 157401, 157447, 247940, 461759, 157711, 156338, 157739, 157748, 157757, 157793, 157809, 157818, 157863, 157085, 157289, 157535, 156541, 157483, 157951

  • Copy & Paste; Select; Check all; Continue; Continue
  • Search for variables
    • 12-month full-time equivalent enrollment
      • ​(Frequently used / Derived variables > 12-month enrollment)
        • Select year(s)
        • Select variable
    • Total materials/services expenditures
      • ​(Academic Libraries > Characteristics, collections, expenditures and services > Expenditures)
        • Select year(s)
        • Select variable
  • Continue; Continue; (Select report options); Continue
Helpful IPEDS links:
K12 - New 2020

Begin at KDE Data Sets (from 2020).

Download:

  • Organization Information > District School List
    • Col A - SCHOOL YEAR
    • Col E - DISTRICT NAME
    • Col M - SCHOOL TYPE
      • COUNTIFS A1
  • Overview > Students > Enrollment > Student Membership
    • Col A - SCHOOL YEAR
    • Col E - DISTRICT NAME
    • Col G - SCHOOL NAME: ---District Total---
    • Col M - GRADE:  All Students
    • Col AK - Total Membership

 

K12 district data

School Report Card data for public school districts requires merging data from two spreadsheets:

  • From openhouse.education.ky.gov/Home/SRCData, download Schools and Districts spreadsheet.
  • From the Overview tab, download either Student Membership spreadsheet.
  • Open downloaded spreadsheets
  • Key data for calculating assessments is found in the following columns:
    • E - DIST_NAME
    • G - SCH_NAME
    • K - SCH_TYPE
    • O - MEMBERSHIP (student headcount)
      • Must convert to number for formulas below to work
      • Hide blanks, convert, unhide
  • Create a new table of three columns
    • Deduped list of district names
    • A1 school count - =COUNTIFS(Table1[DIST_NAME],$AE2,Table1[SCH_TYPE],"A1")
    • Student headcount- =SUMIFS(Table1[MEMBERSHIP],Table1[DIST_NAME],$AE2,Table1[SCH_NAME],"---District Total---")
  • This table will contain the data necessary for formula calculation.
Through F16-17

​For K12 public school district data (through 2016-17)

  • Begin at Kentucky Department of Education > Open House > School Report Card > Data Sets
  • Select most recent year available
  • Select Profile > School / District Details
  • Open downloaded spreadsheet
  • Key data for calculating assessments is found in the following columns:
    • E - DIST_NAME
    • G - SCH_NAME
    • K - SCH_TYPE
    • O - MEMBERSHIP (student headcount)
      • Must convert to number for formulas below to work
      • Hide blanks, convert, unhide
  • Create a new table of three columns
    • Deduped list of district names
    • A1 school count - =COUNTIFS(Table1[DIST_NAME],$AE2,Table1[SCH_TYPE],"A1")
    • Student headcount- =SUMIFS(Table1[MEMBERSHIP],Table1[DIST_NAME],$AE2,Table1[SCH_NAME],"---District Total---")
  • This table will contain the data necessary for formula calculation.

Private school data can be found in the Kentucky Schools Directory.

District map
Public library data

Kentucky Public Library Statistics are generally published between March and May for the preceding fiscal year.

For an Excel copy, contact KDLA. Required data are County, Population and Collection Expenditures Total.

Special library data - hospitals

Hospital data comes from the American Hospital Directory. The Kentucky Hospital Directory may be consulted for additional information.

Spreadsheet notes

Transition Rules Applied column formula (AcTab)

F18-19

=ROUND(IF([@[F18-19 Formula Total]]<=[@[F17-18 Baseline]],[@[F17-18 Baseline]],IF([@[F18-19 Formula Total]]<=1.2*[@[F17-18 Baseline]],[@[F18-19 Formula Total]],IF([@[F18-19 Formula Total]]>2.5*[@[F17-18 Baseline]],([@[F18-19 Formula Total]]/[@[F17-18 Baseline]])^(1/5)*[@[F117-18 Baseline]],1.2*[@[F17-18 Baseline]]))),0)

F19-20 (Years change automatically when columns are renamed)

=ROUND(IF([@[F19-20 Formula Total]]<=[@[F18-19 Baseline]],[@[F18-19 Baseline]],IF([@[F19-20 Formula Total]]<=1.2*[@[F18-19 Baseline]],[@[F19-20 Formula Total]],IF([@[F19-20 Formula Total]]>2.0736*[@[F18-19 Baseline]],([@[F19-20 Formula Total]]/[@[F18-19 Baseline]])^(1/4)*[@[F18-19 Baseline]],1.2*[@[F18-19 Baseline]]))),0)

F20-21: 1.728, (1/3)
F21-22: 1.44, (1/2)
F22-23: 1.2, (increase)

In Formula column formula (AcTab): CHECK LOGIC

=IF([@[F19-20 Formula % Change]]<0,"F18",IF([@[F19-20 Formula % Change]]<=0.2,"F19",IF([@[F19-20 Formula % Change]]<=0.44,"F20",IF([@[F19-20 Formula % Change]]<=0.728,"F21",IF([@[F19-20 Formula % Change]]<=1.0736,"F22","F23")))))

Summary of formula calculations:
  • If Formula < Baseline: Baseline [already in formula]
  • Else If Formula <= 1.2*Baseline: Formula [in formula with this increase]
  • Else if Formula > max: root [in formula in F22-23]
  • Else: 1.2*Baseline [en route to formula]
Kentucky Virtual Library
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A program of the Council on Postsecondary Education.
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