This page provides information on borrowers' privileges and responsibilities. Borrowers agree to abide by library policies when they use the collections. The library is open to the Evergreen community and the general public. The following policies and procedures have been designed to ensure equitable access for all members.
The Circulation staff will not release information concerning library materials that are in use to other patrons. Likewise, personal information such as telephone numbers, e-mail and addresses are kept in confidence. We do not retain check out history on patron accounts. Once an item has been returned the account is cleared of that transaction.
Students, staff, faculty and community borrowers are issued library accounts without a fee. A validated Evergreen ID also serves as a library card. For non Evergreen patrons a photo ID and proof of current address are required to register for a library account. If a person is under age 18 and not an Evergreen student, then a parent or guardian must sign the application before a library card will be issued. Community borrowers have access to library materials that check out for an academic quarter. Print a library card application, complete it, and take it (along with current photo ID with mailing address) to the Evergreen Library Circulation Desk.
Patrons are responsible for reporting changes in address. This may be done by speaking with the Circulation staff or updating your account online by going to "view your account" on the main Library Catalog page. This will ensure that your library account remains current.
Lost or stolen library cards must be reported immediately. Patrons are responsible for all use of their library cards/accounts, with or without their consent. Replacement cards are issued without a fee.
Materials from the MAIN COLLECTION are due on the last day of the academic quarter. Due dates for other materials such as: Evergreen films, Interlibrary Loan/ILLiad and Summit have shorter loan periods. Due dates will be clearly marked on each item.
Library materials that check out for an academic quarter can be renewed two weeks before the due date if they have not been requested by another patron. Items are renewed via telephone (360) 867-6580, email, in person or by accessing your account online. Renewal requires a library card or ID number and name. Renewal of interlibrary loan materials are handled through the ILL office (360) 867-6499 or ILLiad.
Borrowing privileges are withheld until overdue materials are returned or renewed. Evergreen Circulation mails two overdue notices prior to billing for replacement. Materials that are not returned following overdue notices will be considered lost and a standard replacement charge and a processing fine will be assessed. Patrons returning after they have been billed will receive a credit for the replacement charges, but not processing fines.
Lost Items and Billing
Any unresolved items are considered lost sixty days from the due date and costs are entered against patron accounts. The default cost for replacing a book is $55.00 plus a $12.00 processing fine. Returning the lost item within one year of the billing or replacing it with a suitable copy results in the removal of replacement charge, but not the $12.00 processing fine. Videos, DVDs, Laser Discs & 16mm will be replaced by Evergreen at the full replacement cost. Replacement copies of these items will not be accepted.
SUMMIT items more than 20 days overdue will be billed a default price of $75.00, plus a $15.00 billing fee. The $15.00 fee is non-refundable. The ACCOUNTS RECEIVABLE OFFICE processes all billing statements and payments. If you think the library has made an error or if you have a special situation that made it difficult for you to return or renew materials on time, you may file an appeal. Charges may be upheld, reduced or canceled. Appeals must be filed within 20 days of billing. Forms are available at the main Circulation Desk.
Borrowers who repeatedly ignore the rights of other borrowers or abuse the responsibilities inherent in sharing library resources with the rest of the Evergreen community may be denied library privileges for a period of time determined by the circulation manager or their designee. Appeals of decisions by the circulation manager or their designee must be made in writing within 20 calendar days to the dean of the library and media services.
Holds and Recalls
If a book you need is checked out, you should first try to request the item via SUMMIT - you will usually receive the item more quickly than by placing a hold on the Evergreen copy. If you are unable to request a copy through SUMMIT, you can place a hold on the checked-out item by clicking on the Request button in the item's catalog display. When the held item arrives at the college, you will receive a notice via email or by regular mail. Items are generally held for 7 days and in some cases 2 days.Since the loan period is one quarter in length, it is necessary to recall materials needed by other library patrons. These requests may be made through the online catalog. When the recalled item is processed, a computer generated letter requests the return of the item and a new due date is issued for the item. The due date issued allows 14 days for the return of the item. If the item is not returned within the first 7 days of Recall, a second reminder is sent to the original patron. Patrons who do not honor a Recall request are charged a $5.00 service charge. If the item is not returned within 60 days, the replacement costs and a processing fee are charged to the patron using the ACCOUNTS RECEIVABLE procedures.
Summit and Interlibrary Loan
Materials that are not available at Evergreen, including checked out and missing items, may be borrowed via SUMMIT. The consortium of over 30 academic libraries in Oregon and Washington provides materials to students, staff and faculty only. Items normally arrive at the Circulation Desk within two to three business days. Student, staff and faculty may also borrow materials on-site at any SUMMIT library. Books, journal articles and other materials not available through SUMMIT may be available via Interlibrary Loan/ILLiad.
Overdue, hold and courtesy notices are sent to email addresses or home addresses if no email has been entered into an account. Failure to receive these notices does not remove the borrower's obligation to return material by the due date or recall due date, nor does it constitute grounds for reducing a borrower's fine.
Items are placed on Reserve by faculty or their designee. Open Reserve is self-service. Closed Reserve is available at the Circulation Desk. Electronic reserves may be accessed through the online catalog. Materials on Reserve are included in the on-line catalog search options by Program or Faculty. More information is available in our Reserve Policy letter including copyright information. For further information, contact Jena Rosen via email, or at x6580.
Accessibility and Special Needs
Patrons who need assistance for information, material retrieval, copier use, or other help can be accommodated by requesting support from the Circulation staff.
Lost and Found
Items that are found in the library will be held at the Circulation Desk in the Lost and Found. An attempt will be made to notify the owner if that information is available. Items will be marked with the date the item is found and held for one month. Unclaimed items will be disposed after one month.
Last modified: 11-18-10.