Library Policies

Borrower Policies

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.


Library staff will not release information concerning materials that are in use to other patrons. Likewise, personal information such as telephone numbers, email and other addresses are kept confidential. 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 an Evergreen library card, an Evergreen student ID card, an Evergreen student ID number or a photo ID is required for all transactions.

Library Contract

Evergreen is committed to providing all patrons a pleasant and safe library environment with quality service and adheres to this Guide for Civility and Service.

Library Cards and Borrowing

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 can 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.

Checking out materials and applying for a library card

Address Changes

Patrons are responsible for reporting changes in address. This may be done by speaking with Library staff or updating your account online.

To update online, go 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 account, 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 are checked out for an academic quarter can be renewed two weeks before the due date if they have not been requested by another patron. Items can be renewed by phone atb(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. The Library emails 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 on 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 the 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 $90. Accounts Receivable 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 Library. 


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 Library staff. Appeals of decisions must be made in writing within 20 calendar days to the dean of 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

This service is 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 Evergreen's Library 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 the 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 the Library.

Alumni Access

Evergreen alumni have access to any item that is available 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 Library staff.

Lost and Found

Items that are found in the Library will be held at the circulation desk. 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.

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.

Gift and Donation Guidelines

Request for Reconsideration of Materials


The Library dean charges the Reconsideration Request Review Panel as a standing Library governance assignment to consider requests. The panel includes five members drawn from Library and Media Services faculty and staff, with a preference for members whose credentials include training in the ALA Code of Ethics and the U.S. Constitution’s First Amendment, and whose work schedules include summer.

When a person or group requests reconsideration of material in the Library, Photo Services, Media Services, Learning Centers or any other area administered Library dean, the process shall be:

  • The person or group makes completes a Request for Reconsideration Form, which are also available at public service desks including circulation, research, media loan and photo services.
  • Upon receiving a request, the dean schedules a meeting to consider it. If appropriate, the dean may consider an interim measure before the panel is convened. The dean facilitates the meeting, but does not advocate for a position and does not vote.
  • Consideration is guided by principles found in the American Library Association’s Library Bill of Rights, as well as the college's Social Contract. Consideration of the request is conducted within a process of active listening from all present. The group may arrive at a unanimous finding or it may decide to conduct a roll call vote. In the latter case, a simple majority carries the finding.
  • A member or members of the group provide the dean with the finding and, if applicable, the vote count in writing.
  • The dean receives the finding, ordinarily within two business days of the meeting, and reviews it in consideration of the Social Contract and any relevant college policy. The dean may or may not concur with the finding. If the dean does not concur with the finding, the dean will provide a written explanation to the review panel. The dean will share their decision with the person or group who made the reconsideration request so long as that person provided contact information.

Library Collection Development Policy

Updated June 2024


This policy statement describes guidelines for building and maintaining The Evergreen State College Library collection, which serves the College Mission of interdisciplinary teaching and learning among undergraduate and graduate students and faculty in support of the Five Foci of Learning and Six Expectations of Graduates. The policy outlines responsibilities and procedures for collection building and criteria for selecting materials. It is also intended to inform the short-term and long-term planning processes of the Library and the college. 

The Library adheres to and supports policy statements of the American Library Association, in particular the Library Bill of Rights, the Freedom to Read Statement and the Intellectual Freedom Statement. In vigorous support of College policies and goals, the Library places the highest priority on collecting materials which reflect the concerns, history, interests and needs of a culturally and socially diverse user population. We are committed to collecting works and providing information service of the highest quality to support the finest education possible for Evergreen students. 

1.0 Collection Development Responsibilities 

The Library dean and associate dean oversee the budget and participate in collection development when appropriate. The selectors have overall responsibility for developing the Library collections in the context of the Resource Selection Committee. 

1.1 Resource Selection Committee and Selectors 

Membership in the Resource Selection Committee includes the library dean and associate dean, faculty and staff librarians, and the head of processing and acquisitions.  Selectors within the committee include the faculty and staff librarians and occasionally the library dean or associate dean. 
The committee determines the allocation of the materials budget each year via weekly meetings and email communication.  
Selectors consult with the committee about major purchases and collections that will have an effect on user access and technical support. Selectors are responsible for communicating new and updated resources to faculty, students, and the greater Evergreen community. 
During the summers, when the committee is dormant, selectors will consult with both contracted and off-contract members if they are available and responsive for consultation about major purchases exceeding $1,000. 

1.2 Archives, Special Collections and Rare Books Room 

The Library archives and special collections select materials based on the archives collection guidelines and the college's records retention schedule. 

The Rare Books Room has a separate collection development policy.

2.0 Selection Criteria 

We follow several strategies for developing our collections, including but not limited to: 

  • Working closely with faculty in the curriculum planning process to acquire materials that support teaching and learning.
  • Coordinating with the Greener Bookstore to determine required course materials.
  • Working within subject areas to consult reviewing sources, catalogs, exhibitions, book fairs, upcoming events and other outside sources for selection.
  • Regularly reviewing and storing up-to-date usage data to inform renewals and new purchases.
  • Routinely reviewing and purchasing materials requested by students, faculty and staff via the Purchase Request Form.
  • Routinely reviewing gifts and donations according to our current donation guidelines.

Resources added to the Library's collections must meet at least one of the following criteria for selection. If none of the following criteria is met, materials in question may be removed or declined for purchase. Material is:

  • Integral to the curriculum, learning and teaching, and overall mission at Evergreen. 
  • Demonstrated to be used frequently according to current usage data with an overall cost per use not to exceed $15. 
  • Unique and significant to the area, liberal arts in general, or in relation to the broader Orbis Cascade Alliance collection. 
  • Exhibits perspectives of diverse voices not currently represented in the collection. 
  • Representative of scholarly work completed by faculty, students, and alumni of Evergreen. 

2.1 Guiding Principles and Policies 

Collection content is determined by the selection criteria. Individual materials that exceed $500 will be reviewed by members of the committee to determine if an acceptable alternative can be found. faculty librarians may work with faculty to determine these alternatives. 
Current emphasis in subject collections is given to all aspects of Evergreen's current Fields of Study and Paths. Emphasis is given to supplying a collection of many different viewpoints and authorship, particularly perspectives of BIPOC, LGBTQIA+ and women community members.
Emphasis in the general collection is also on adding significant and representative studies in all subject areas of interest to the curriculum and to liberal arts education in general. 
The Library collects material in all formats with a current emphasis on electronic resources and databases to support remote learning. Print materials will be preferred over electronic if it is the only format available for an item, the cost of print is substantially lower, or the format is expressly favored by the requestor. 
The Library selectively collects materials in foreign languages for the Curriculum Room and to support current language and literature courses and programs. 
In general, duplicate copies will not be purchased, but duplication may occur via donations or when missing materials are replaced and the original material is returned. 

2.2 Cooperative Collection Development 

The Library participates in a number of cooperative collection development initiatives, including but not limited to projects and group purchases coordinated through the Orbis Cascade Alliance, Washington state’s Cooperative Library Project initiative administered through the University of Washington and group database packages offered through the Washington State Library's Statewide Database Licensing Project
Since the Library works in the context of a shared collection and shared catalog with the Orbis Cascade Alliance, we add and remove materials with the greater collection in mind and are guided by the Alliance's Statement of Collection Development Best Practices

2.3 Course Materials 

At least one copy of course materials, in print or electronic format, will be purchased by the Library if available and with cost in mind. The Library works with the Greener Bookstore for required textbooks and responds to additional purchase requests if made 4-8 weeks in advance of the start of the term.

2.4 Low-Cost and Open Educational Resources

In response to HB 1119 and college policy, the Library will work in collaboration with faculty members to purchase course materials and find low-cost alternatives within the requirements for requesting material purchases. 

2.5 Gifts and Donations 

The Library welcomes gifts for the collection that follow our current donation guidelines.

The Library will not assess or estimate the value of donated materials, nor accept donations with any stipulations or requirements placed on our disposal of the materials. 
The associate dean will act as the primary point of contact for donation requests. When donations are accepted, selectors will be responsible for determining which donated materials will be added to the collection.

3.0 Weeding and Collection Maintenance

Subject selectors weed the collection in their respective subject areas, guided by changes in the curriculum and the selection criteria. Further criteria for removing material from our collection may include: 

  • Outdated or superseded materials 
  • Materials with more accessible formats available 
  • Physical space or shelving concerns 
  • Excessively worn or damaged materials
  • Missing materials

3.1 Damaged Materials 

Materials returned to the Library in a damaged state will first be reviewed by the Library technician assigned to conservation assessment.  
Materials deemed damaged beyond repair by the technician will be pulled from the collection and reviewed by the relevant selectors for a final decision of repair or replacement. 
Materials selected for discard will be sent to technical services to be removed from the collection and when necessary the appropriate notifications will be placed on the patron’s record.
Selectors send replacement requests to acquisitions. Damaged materials are paid for out of the replacement budget. 

3.2 Missing Materials 

Titles which are determined to be missing or lost will be reviewed annually for potential replacement.

Rare Books Room Collection Development Policy

Updated April 2022


The James F. Holly Rare Books Room collection explores the art of the book by collecting and providing access to handmade books, small press works, limited edition prints and broadsides, and rare artist reference materials.

Rights and Responsibilities of the Rare Books Group

The Rare Books Group is responsible for developing and maintaining the collection housed in the Rare Books Room according to the selection criteria and available material budget. Membership includes the associate dean, archivist, two members of the Resource Selection Committee and up to two student representatives. The group meets at least once per quarter to discuss collection development and collection care.

The group has the right to remove any purchased or donated materials from the Rare Books Room if the mission, focus or available space has changed.

Items that become damaged will be evaluated by the group to determine if mending or de-acquisition is necessary. A replacement may be ordered, if available.

Donated or purchased materials that are widely available and traditionally bound may be added to the general collection for circulation. Materials that require a high level of care and handling may be suggested for donation at a larger institution.

The group is responsible for ensuring proper housing and shelving of rare materials as well as ensuring access to the collection within visitor guidelines.

Selection Criteria

The scope of the Rare Books Room is broad. Due to our limited space and budget, we are focusing new acquisitions on materials that are locally significant to the Pacific Northwest or locally created by Evergreen students, faculty, staff and alumni. As part of the Library's Equity Action Plan, focus is being given to new acquisitions on materials created or written by Black, Indigenous and People of Color.

What do we collect?

  • Fine press works, artist books and broadsides created by and about diverse populations, marginalized voices and indigenous communities.
  • Finely printed or illustrated books by small presses.
  • Handmade artist books of all sizes that are unique and limited in print. 
  • Specimens that demonstrate the variety and history of bookbinding techniques, book structures and printing methods.
  • Exceptional, seminal or capstone works that were printed and/or bound in book arts programs at Evergreen or by students, faculty, staff and alumni. Individual and group class submissions will be assessed by the group for potential inclusion in the collection.
  • Book arts reference materials, indexes, manuals and instructional books that are limited edition or out-of-print.
  • Genuine limited editions (250 copies or fewer) considered on individual merit and relationship to Evergreen's mission and curriculum.
  • Limited edition broadside prints that are unique and cover diverse topics relevant to or created by the college's community.

What don’t we collect?

  • Widely circulated trade books.
  • Autographed materials that do not meet the above criteria.
  • Historical materials that do not pertain to the Pacific Northwest region or the curriculum.
  • Materials that are actively deteriorating due to pest infestation, red rot, mold, mildew or general wear. Materials that are wet or have an odor.
  • First editions of literary works that are not fine press or limited editions.


Printed Matter
Fine Press Book Association and Parenthesis
Vamp and Tramp Booksellers
Print/Book Artist/Scholar of Color Collective
Codex Book Fair

23 Sandy
The Book Arts Guild
Puget Sound Book Artists
Community Print