Best Practices:
Circulation Procedure — revised November 2025
Circulation Best Practices
Procedures for preparing materials for transit between libraries and handling materials loaned to your library’s patrons. (Revised September 2025)
Accounting for Lost and Damaged Items
These instructions explain changing an item’s status to Lost or Damaged and following through with other consortium member libraries when the damage involves more than one library. (Revised October 2025)
Canceling Transits
It is sometimes desirable to cancel a transit. A transit should never be canceled without a follow-up action. Without a follow-up action, the item’s status will be Canceled Transit and its whereabouts will be unknown. (revised November 2020)
Checking the Transit List
Instructions for checking the Transit List, which should be checked weekly to keep on top of items that have gone missing in the courier or have been shelved without being checked in.
Deleting Expired Patron Accounts
This process should be undertaken yearly by member libraries, and a system-wide purge will be performed by Equinox in January of each year. (Revised October 2025)
Evergreen Item Condition Report (PDF; prints 4 per page)
Condition Received Report (portrait) (2 per page; revised May 2026)
Condition Received Report (landscape) (4 per page; revised May 2026)
Finding Shelf-Expired Holds that Are on Another Library’s Hold Shelf (revised October 2025)
Hopeless Holds
Instructions for handling items where the hold cannot be filled.
How to spot a fake/bootleg DVD
Purchasing and circulating fake or bootleg DVDs is illegal. Learn how to spot a fake DVD before it reaches your collection.
Library Billing Template (revisions adopted August 13, 2020)
This template is an easy way to generate billing to another library for the replacement of a lost or damaged item.
Removing Patron Information from Transit Slips
Instructions and HTML files for updating receipt templates for transit slips.
Borrowing Book Club Kits
Instructions for how to locate and borrow book club kits from other ME libraries.
Borrowing Reference Materials through Missouri Evergreen
Please follow these procedures when loaning and borrowing reference
materials when another library is willing to loan in-building use only materials.
Committee Meeting Minutes
July 2026
June 2026
May 2026
March 2026
February 2026
January 2026
2025-2024 Circ Committee Meeting Minutes
2023-2022 Circ Committee Meeting Minutes
2021-2020 Circ Committee Meeting Minutes
Useful Links
Reciprocal Borrowing Agreement (Libraries who are members of the Missouri Evergreen Consortium’s reciprocal borrowing agreement have agreed to allow walk-in patrons from any Missouri Evergreen library to check out materials free of charge. Patrons may use their home library card to check out materials.)