Handbook for Library Trustees of New York State (2023 Edition)

This glossary presents a brief list of words and acronyms commonly used in public libraries in New York State. 

3 R's:

New York's nine Reference and Research Library Resources Councils. See also: Empire State Library Network (ESLN)

Chapter 414 of the Laws of 1995: (municipal ballot option):

State law that allows for voter funding initiatives for both association and public libraries. [Education Law §259(1)(b)].

ADA (Americans with Disabilities Act):

The ADA, considered to be the most comprehensive civil rights legislation since the Civil Rights Act of 1964, prohibits discrimination on the basis of disability in employment, state and local government services, public accommodations, commercial facilities, transportation and telecommunications. [Americans with Disabilities Act of 1990, Pub. L. No. 101-336]

ALA:

American Library Association.

BIBFRAME (Bibliographic Framework):

This is a data model for bibliographic description designed to replace the MARC standard. 

BOCES:

Boards of Cooperative Education Services.

Broadband:

A general term referring to high-speed telecommunications connections regardless of the medium (fiber optic, wire, cable or wireless) utilized.

Bullet Aid:

Direct library funding, in addition to the basic state aid amounts approved as part of the NYS budget, which does not flow through traditional state aid formulas. Also known as: special legislative grants and earmarks. 

Capital Funds:

Funds for the acquisition of, or addition to, fixed assets such as buildings or major equipment.  Often kept separate from annual operating funds.

Cataloging:

The process of describing an item in a library collection and assigning it a classification (call) number.

Central Library Services Program:

State program to fund services in each public library system to enhance access to reference resources for the people of that region (formerly Central Library Development Aid and Central Book Aid).

Charter:  

A permanent incorporation document issued by the New York State Board of Regents indicating a library has met state standards and fulfilled the registration requirements. Typically, libraries may apply for an Absolute Charter to replace a Provisional Charter when the trustees of an institution are satisfied that the institution is educationally sound, financially stable, and capable of relative permanence (§3.21 of the Rules of the Regents).

CIPA (Children’s Internet Protection Act):

A federal law governing Internet access in schools and libraries.  Compliance with CIPA is mandatory for eligibility for most e-rate subsidies and LSTA funding. [Children’s Internet Protection Act of 2000, Pub. L. No. 106-554]

Circulation:

The process of lending library materials. 

Committee on Open Government:

The New York State Committee on Open Government oversees and advises the government, public, and news media on Freedom of Information, Open Meetings, and Personal Privacy Protection Laws. The Committee offers guidance in response to phone inquiries, prepares written legal advisory opinions, and provides training to government and other interested groups.

Core Values of Librarianship:

The foundation of modern librarianship rests on an essential set of core values which define, inform, and guide all professional practice. These values reflect the history and ongoing development of the profession and have been advanced, expanded, and refined by the American Library Association.

Digital Equity:

A condition in which all individuals and communities have the information technology capacity needed for full participation in our society, democracy, and economy. Digital equity is necessary for civic and cultural participation, employment, lifelong learning, and access to essential services.

Digital Inclusion:

The activities necessary to ensure that all individuals and communities, including the most disadvantaged, have access to and use of Information and Communication Technologies (ICTs). This includes five elements:

• Affordable, robust broadband internet service;
• Internet-enabled devices that meet the needs of the user;
• Access to digital literacy training;
• Quality technical support; and
• Applications and online content designed to enable and encourage self-sufficiency, participation, and collaboration. 

Digital Literacy:

The ability to use information and communication technologies to find, evaluate, create, and communicate information, requiring both cognitive and technical skills.

DLD (Division of Library Development):

DLD is the division of the New York State Library within the State Education Department responsible for statewide library services and for the oversight of library funding and compliance with related State laws and Commissioner’s Regulations.

DPLA:

Digital Public Library of America.

DRM (Digital Rights Management):

DRM technology is used by hardware and software manufacturers, publishers and copyright holders with the intent to control the use of digital content and devices.

Diversity:

Includes but is not limited to race, color, ethnicity, nationality, religion, socioeconomic status, veteran status, education, marital status, language, age, gender, gender expression, gender identity, sexual orientation, mental or physical ability, genetic information, and learning styles.

e-book:

The electronic version of a print book or a book that is only available online. 

Education Law §259.1:

State law that determines tax support for libraries. 

E-Rate:

Federal program that provides discounts to libraries and schools for commercially available telecommunications services, Internet connectivity and internal connections.  

Freedom of Information Law (FOIL):

A New York State Law that defines the public’s right to gain access to government records. 

Equity:

The guarantee of fair treatment, access, opportunity, and advancement for all while striving to identify and eliminate barriers that have prevented the full participation of all groups.

The Empire State Library Network (ESLN):

The statewide association of Regional Library Council and Directors.

Free Direct Access:

The ability to borrow library materials in person from a public library outside your community. This policy, in accordance with Commissioner’s Regulations §90.3, is aimed at ensuring the broadest possible access to information by all New Yorkers, regardless of circumstance. 

Friends of Libraries Section (FLS):

Section of the New York Library Association that supports library Friends Groups. 

General Data Protection Regulation (GDPR):

This is a European Union law that can impact US libraries’ protection and privacy for patrons who may live both in the US and Europe. For more information: GDPR compliance checklist for US companies

ILL (Interlibrary Loan):

Interlibrary Loan is when one library lends materials to another library for its patron’s use. 

IMLS (Institute of Museum and Library Services):

An independent federal grant-making agency dedicated to creating and sustaining a nation of learners by helping libraries and museums serve their communities.

ILS (Integrated Library System) / ILP (Integrated Library Platform):

Integrated library (automation) systems provide libraries with a variety of integrated computerized functions – cataloging, circulation, online catalog, acquisitions, serials control and electronic resource management.

Inclusion:

Authentically bringing traditionally excluded individuals and/or groups into processes, activities, and decision/policy making in a way that shares power and ensures equal access to opportunities and resources.

ISBN, International Standard Book Number:  

serial number assigned to books.

ISSN, International Standard Serial Number:

serial number assigned to magazines/periodicals. 

LC (Library of Congress):

The national library of the United States.

LTA (Library Trustees Association Section):

New York’s statewide association for library boards and trustees.

LLSA (Local Library Services Aid):

The New York State aid program for local public libraries.  Funds are distributed through the public library systems.

LSTA (Library Services and Technology Act):

A long standing federal library aid program for libraries.  Funds are used to support national initiatives through support of state programs and grants to libraries and library systems on a competitive basis.

MARC (MAchine Readable Cataloging):

MARC is a format for storing the bibliographic description of a book, serial, video, etc. on a computer. The MARC format is an international standard used by most libraries and library computer software vendors.   

Minimum Standards:

All public and association libraries in New York State must meet minimum standards according to Education Commissioner’s Regulations. These standards support improved public library services for the People of New York and must be met at the time of application for a library Charter or registration. Education Law requires that a library be chartered and registered in order to legally receive local and State funds. 

Mission Statement:

A short statement of an organization’s purpose, identifying the scope of its operations; what kind of product or service it provides; its primary customers or market; and its geographic region of operation.

National Library Service for the Blind and Physically Handicapped (NLS):

A federal program through the Library of Congress that provides recorded digital books for the blind and those with physical disabilities.

Net Neutrality:

The principle that internet service providers must treat all data on the internet the same, and not discriminate or charge differently by user, content, platform, website, application, type of attached equipment or method of communication.

Nonprofit Revitalization Act:

An update to Not-for-Profit Corporation Law in New York State that went into effect in 2014. 

NOVELny (New York Online Virtual Electronic Library):

A statewide program of the New York State Library that provides free public access to commercial databases and other electronic resources.

NYLA (New York Library Association):

New York’s statewide library association.

NYALS (New York Alliance of Library Systems):

A coalition of public, school and 3Rs Systems in New York. 

NYLINE:

New York’s Libraries Information Network listserv operated by the New York State Library.  

NYSL/NYS Library (New York State Library):

NYS Library is a program office within the State Education Department responsible for the regulatory oversight of libraries in New York. NYS Library allocates State funding to libraries, oversees library registration and chartering, and provides assistance to libraries across the state.  NYS Library operates the Regent Joseph E. Bowman Jr. Research Library, the NYS Talking Books and Braille Library, and the Division of Library Development.

OCLC:

OCLC is a bibliographic utility used by nearly 27,000 libraries, archives and museums in 86 countries.

OGS (Office of General Services):

Administers New York State procurement contracts for goods, services and technology.

OPAC (Online Public Access Catalog):

A computerized catalog, which can be searched, edited and updated online.  Many OPACS are now simply one module of an integrated library system.

Open Meetings Law (OML):

A New York State law that assures the public’s right to attend meetings of public bodies, listen to debate and watch the decision-making process. 

OSC (Office of the State Comptroller):

The State's chief fiscal officer who ensures that local governments, including public libraries, use taxpayer money effectively and efficiently. 

PILOT Payments (Payment in lieu of taxes):

Payments granted to schools and libraries by regional authorities in exchange for real estate tax relief for the expansion of local businesses. 

PLA (Public Library Association):

A division of the American Library Association.

PLS:

This can refer to either a Public Library System or the Public Library Section of the New York Library Association.

Provisional Charter:

The initial incorporation document granted to a public library by the Board of Regents.  Provisional Charters are issued for five years.  A library with a provisional Charter may apply for an absolute (permanent) Charter after meeting state standards and fulfilling registration requirements.

PULISDO (Public Library System Directors Organization of New York State):

The statewide association of Public Library System Directors.

Reference and Research Library Resources Councils:  

See 3Rs.

Regents:

The Board of Regents of the University of the State of New York’s responsibilities include chartering libraries and schools; appointing the Commissioner of Education; and oversight of all educational and cultural institutions.

RAC (Regents Advisory Council on Libraries):

A standing advisory committee appointed by the Regents to review and advise the Board of Regents and NYS Library staff on library issues and concerns.

Real Property Tax Cap:

With some exceptions, the New York State Real Property Tax Cap limits the amount local government (including libraries) and most school districts can increase property taxes by two percent or the rate of inflation, whichever is less.   

RFID (Radio-frequency Identification):

A technology used to automate the handling of library materials.

Registration:

The process by which libraries demonstrate compliance with Commissioner’s Regulation 90.2. (Minimum Standards).  A library must maintain its registration to collect local and state public funds.

SED/NYSED (State Education Department):

The state agency responsible for educational services, including libraries.

SLS (School Library Systems):

These 40 organizations exist in the BOCES and Big Five cities to promote resource sharing and library development in school libraries. 

SLSA (School Library Systems Association, Inc.):

The statewide organization for School Library System Directors.

State Aid:  

Education Law Article 5 includes provisions for state funding for libraries and library systems.

State Aid for Library Construction:

Funds from an appropriation in capital aid for public library construction in the State Budget can provide matching funds for approved costs of broadband installation and in acquisition, construction, renovation, or rehabilitation of public libraries or public library system headquarters. (Education Law §273-a).

STEM:

Science, Technology, Engineering & Math (aka STEAM: science, technology, engineering, art & math).

TBBL:  

The New York State Library Talking Book and Braille Library.

TDD/TTY:

Telecommunications devices for the hearing impaired.

Triple Bottom Line (TBL):

The adopted definition of sustainability by the American Library Association and Sustainable Libraries Initiative which seeks balance among environmental stewardship (caring for the planet), social equity (caring for people), and economic feasibility (being good stewards of community funds).

Union Catalog / County Catalog:

Public library systems are mandated by the state to provide a "locator file" of the book holdings of the public libraries in their service area.  

United for Libraries:

A division of the American Library Association that provides support and networking for Library Trustees, Advocates, Friends and Foundations.

Unserved Area:

Refers to regions of the state without a chartered and registered public library. 

USA PATRIOT ACT / USA FREEDOM ACT:

Federal legislation that, among many other provisions, governs access to library records in certain circumstances by law enforcement agencies.