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CUNY libraries statistics 2021-2022

Expenses (exclude staff)

Materials/Services Expenses

See ACRL instructions (pp. 6-9)

NOTE: These numbers can be challenging to assemble. Do the best you have with the information you have, but consider using this chart, which suggests who might have which information in your library.

Question Explanation

20. One-time purchase of books, serial backfiles, and other materials $


  • onetime purchases of published works such as print books, e-books, streaming videos, DVDs
  • acquisition of access rights
  • databases ONLY if NOT a subscription
  • columns L and X from Journal Transfer report 

Do NOT include

  • expenses for computer software
  • subscriptions
  • journals

20a. E-books (if available) $

(this a subcategory of 20)

This is subcategory of Question 20

  • Include any e-books purchased.
  • columns L and X from Journal Transfer report 
  • Include e-books that have triggered through a PDA or DDA program
  • Do NOT include deposit account as expenditures until the library receives access to an e-book 
  • Do NOT include ongoing subscriptions to e-book packages.

21. Ongoing commitments to subscriptions $

Ongoing expenses for ALL formats. Include

  • print and e-journals and serials from you Ebsco invoice
  • local database expenditures (reported in ERAC survey)
  • columns D-H, J-K, M-O, Q, V-W, Z-AD  from Journal Transfer report 
  • abstracting and indexing services (databases that don't provide full text articles).
  • yearly access fees for databases
  • government documents if they are accessible through the catalog. 
  • Kanopy triggers for leases here  if you are using their PDA program
  • ongoing campus subscriptions to e-book packages.

21a. E-books (if available) $

This is a subcategory of Q21.  Include 

  • ongoing campus subscriptions to campus ebook packages

21b. E-journals (if available) $

This is a subcategory of Q21.  Include

  • columns D-H, J-K, M-O, Q, V-W, Z-AD  from Journal Transfer report 
  • e-journals and serials from you Ebsco invoice
  • local database expenditures (reported in ERAC survey)
22. All other materials/service cost $

Include serial/service costs not already reported.  Examples: 

  • Document delivery/ILL costs, including shipping and replacement costs;
  • Short Term loans for e-books;
  • PDA/DDA deposit account funds that have not triggered a purchase;
  • copyright fees;
  • any other expenses for information resources;
  • bibliographic management services (i.e. EndNote – if from the library budget)
  • Libguides add-ons (LibAnswers, LibCal, etc.)
23. Total materials/services expenses calculated sum of 20, 21 and 22   This will be calculated automatically.
24. Preservation services $

Include binding costs

And any special collections costs for preservation such as:

  • de-acidification
  • lamination
  • restoration
  • Include digitization expenses
  • Jstor Forum and Archives Space--refer to columns P and U on the Journal Transfer report if you are a campus that pays via a journal transfer
25. All other operations and maintenance expenses $

Include expenses not otherwise reported.   

  • office supplies
  • computer hardware and software from library budget
  • bibliographic utilities (OCLC), networks and consortia
  • Metro membership fees. (Hunter--see journal transfers tab to include column S of the Journal transfer report for Empire Delivery).
  • ExLibris Primo cost--column I from the Journal Transfer report.
  • Browzine--column R  from the Journal Transfer report. 
  • Professional development / travel expenses paid for by library
  • Do not report OLS expenses on behalf of the campuses here. Totals from the external expenditures report is reported in Q45
26. Total operations and maintenance expenses calculated sum of 24 - 25  This sum will be calculated automatically.
27. Are expenses reported in Canadian dollars?  No for all libraries

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