Collection Policies

These policies describe guidelines for building the Evergreen Library collections to serve the college's mission of interdisciplinary teaching and learning and to support the five foci for Evergreen graduates.

Library Classroom Scheduling Guidelines

We follow these guidelines for scheduling library classrooms 3301 and 2302D.

Borrower 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 public. The following policies and procedures have been designed to ensure equitable access for all members.

Visit our How to Check Out Materials Page for information about how to get materials from the library.


The Circulation staff will not release information concerning library materials that are in use to other patrons. Likewise, personal information such as telephone numbers, email and other addresses are kept in confidence. We do not retain checkout history on patron accounts. Once an item has been returned the account is cleared of that transaction. To ensure the correct account is being accessed a Evergreen Library card, an Evergreen Student ID card, an Evergreen Student ID number, or a photo ID is required for all transactions.

Library Contract

The Evergreen State College Library is committed to providing all patrons a pleasant, safe library environment and quality service. See the Guide for Civility and Service.

Library Cards

Students, staff, faculty, and community borrowers are issued a library account without a fee. A valid Evergreen ID also serves as a library card. For non-Evergreen patrons a photo ID is 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 (this includes the Main Stacks, Curriculum Room, Children's Collection, audio collection, and maps). Films are not available for check out but may be viewed in the library. Print a library card application (PDF), complete it, and take it (along with photo ID) to the Evergreen Library Circulation Desk.

Address Changes

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 Cards

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.

Due Dates

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, 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.

Overdue Materials

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 will be assessed. Patrons returning materials after they have been billed will receive a credit for replacement charges.

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 $90. Returning a lost item within one year of the billing or replacing it with a suitable copy results in the removal of replacement charge. Videos, DVDs, laser discs and 16mm will be replaced by Evergreen at full replacement cost. Replacement copies of these items would need to be negotiated ahead of time with staff.

Summit materials more than 20 days overdue will be billed a default price of $75, plus a $15 billing fee. The $15 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 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 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.

Requesting Items

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 time is not an issue or you are not a currently enrolled student, staff, or faculty the item may still be requested and you will be notified by email or regular mail when the item is returned. Items will be held for seven days.

Summit and Interlibrary Loan (available to currently registered students, staff, and faculty)

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, Washington, and Idaho provides materials to currently registered students, staff, and faculty. Items normally arrive at the Circulation Desk within three to five business days. Student, staff, and faculty may also borrow materials onsite at any Summit library. Books, journal articles, and other materials not available through SUMMIT may be available via Interlibrary Loan.


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, nor does it constitute grounds for reducing a borrower's fine.


Items are placed on reserve by faculty or designee. Open reserve is self-service and available for 48 hour check out. Closed reserve is available at the Circulation Desk. Scanned materials are available through program websites. More information is available in our reserves policy including copyright information. For further information, contact Jena Rosen via email, or at x6580.

Alumni Access

Evergreen Alumni have access to any item that checks out for the entire academic quarter (this includes the Main Stack, Curriculum Room, Children's, audio, and maps collections). SUMMIT, Interlibrary Loan, and online journal databases services are paid services and only available to those currently paying tuition and academic fees. Online journal databases may be accessed from campus.

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.