As the director of your library your staff account for Sitka’s Evergreen will be a Local System Administrator. This gives you access to local settings and features that enable you to customize parts of Evergreen for your library. This page gives an overview of the administrative functions and add ons in Evergreen with links to further information.
Library Contact Details
You can edit the basic information for your library including hours of operation, phone number, email address, and physical/mailing address.
Staff Accounts
As a Local System Administrator you are able to create, edit, and delete library staff accounts. Contact Support for assistance in creating and editing other local system administrator accounts.
Library Settings
Evergreen has hundreds of library settings that allow you to adjust how Evergreen works for you.
Circulation and Holds
Circulation and hold policies are set up and managed for you by Co-op Support. We recommend viewing your circulation policies to find out how items currently circulate at your library. Contact Co-op Support if you wish to make changes to your existing policies.
Library staff can adjust the thresholds for total items out, overdue items out, lost items out, and maximum fine.
If you are leading an academic library hard due dates are likely in place to truncate due dates as the end of semester approaches or allow particular types of materials to circulate for the duration of the whole semester. If your library uses hard due dates it’s important to send your new dates to Co-op Support on a regular basis to esnure your circulation works as expected.
Patron Notifications
Your patrons can receive notifications for a variety of things via email, text message, or the mail. These notifications are set up and managed for you by Co-op Support. If your staff aren’t sure which notifications are currently enabled for your library contact Co-op Support.
Closed Dates
When your library is closed on days it would normally be opened you need to enter closed dates into Evergreen so that items are not due on those days. Evergreen also has a feature to enter emergency or unexpected closures which will move existing due dates.
Shelving Locations
You can easily update and create new shelving locations for your library as your collection evolves.
If your library subscribes to enhanced on order records and/or full MARC records for shelf ready items you need to contact your vendor and pass on any changes you make to your shelving locations or your MARC records will no longer load.
Statistical Categories
Item statistical categories makes it possible to track and report on information for items that is unique to your library, such as vendor.
Patron statistical categories makes it possible to track and report on information for patrons that is unique to your library, such as municipality.
Reporting and Annual Statistics
Evergreen has a powerful reporting module that can report on almost anything you need.
Before you can access the reporter you will need to complete a reporter privacy waiver.
Report templates for commonly requested reports are shared in the Sitka_templates folder. This includes numerous templates for running reports on circulation and patron statistics.
Co-op Support generates reports for the annual statistics required the BC Public Libraries Branch for BC public libraries. Manitoba public libraries can find the report templates needed to generate their annual statistics required by the Manitoba Public Library Services Branch in the shared Spruce Annual Statistics folder.
If you are not at a public library and the existing report templates don’t return all the information you need for your annual reports please contact Co-op Support for assistance in creating new report templates.
Public Catalogue
Certain things in your public catalogue can be customized for you by Sitka staff.
The Evergreen public catalogue is customized with your library’s logo and colour scheme and can be updated if your logo and/or colours change.
If your library participates in patron driven Interlibrary Connect (ILC) you can choose what search scope is used in your public catalogue. The options are:
- search just your library
- default to your library but allow patrons to expand to search any library in the ILC zone or the whole zone
- default to the ILC zone but allow patrons to narrow to search any library in the ILC Zone
You can also customize the text that appears to patrons on the login screen and some patron settings.
Contact Co-op Support to make these customizations. Making these changes takes time so please ensure you contact Co-op Support with your requested changes at least one week before you want the changes live.
Enhanced On Order Records and Shelf Ready Items
The BC Libraries Cooperative has worked with a couple vendors to set up options for enhanced on order records and shelf ready items. Contact Co-op Support if your library would like to subscribe to this service or if you have questions about your library’s current set up.
Acquisitions Module
The acquisitions module is an add on module with additional fees to cover the additional support required for this module. You will see this in your annual invoicing if your library subscribes.
If your library currently uses the acquisitions module you will need additional acquisitions permissions added your Evergreen staff account before you can access the module.
Co-op Support can assist with running your annual year end at the end of your library’s fiscal year.
If your library doesn’t currently use acquisitions and you interested in using acquisitions to track your budget and spending within Evergreen please contact Co-op Support at least 5 months ahead of the start of your fiscal year.