Operational Guidance: Evergreen Reporting Support Model

Purpose and Scope

Defines how reporting responsibilities are shared between SELCO and member libraries, promoting effective use of Evergreen reporting tools while maintaining local flexibility and sustainable regional support.

Applies to all member library staff using Evergreen Reports and to SELCO staff providing consultation and system-level support.

Definitions

For the purposes of this model:

• Member Libraries: Libraries participating in SELCO Evergreen ILS.

• Resource Sharing Staff (RSS): SELCO staff responsible for Evergreen system administration and reporting support.

• SELCO: The organization as a whole; does not have operational responsibility for library decisions.

Support Model Overview

Evergreen provides a robust reporting environment accessible to all member libraries. Member library staff are expected to use available tools, resources, and stock reports to meet routine needs. RSS staff provide expertise for complex or system-level reporting. Reporting support is shared: libraries define their reporting needs; RSS provides consultative support for complex implementation.

Member Library Responsibilities

• Use existing stock reports and available tools to meet routine reporting needs before requesting assistance

• Use available documentation and resources as needed

• Clearly define the business question they are attempting to answer before requesting assistance
  
  

Reporting Support Model (Tiered)

Tier 1 – Self-Service Reporting

RSS does not provide direct assistance for:

• Existing stock reports

• Basic filtering, formatting, or display changes achievable with standard Evergreen tools

• Requests already addressed in documentation or existing training resources

These requests are expected to be handled independently by library staff.

Tier 2 – Reporting Consultation

RSS provides guidance for:

• Clarifying reporting requirements and business questions

• Identifying relevant tables, fields, and data relationships

• Advising on filters, joins, and display options via phone, video calls, or site visits

• Reviewing report logic for accuracy

RSS may:

• Recommend group training or guided learning sessions when similar reporting needs are identified across libraries

• Guide library staff in building reports, but will not build reports on their behalf or provide long-term support

During consultation, RSS will assess whether requesting staff have the capacity to build and maintain the report. Requests that exceed capacity may be redirected to Tier 3.

Tier 3 – Complex and System-Level Reporting

RSS may develop shared or system-level reports when:

• Structurally complex

• Involve system-wide or cross-library data

• Are intended as shared stock reports

• Requiring advanced knowledge of Evergreen’s data model 

These reports are higher-impact, reusable, and prioritized based on system-wide needs.

Stock Reports

Stock reports in Evergreen fall into three categories:

• Fully supported: Reports in SELCO_reports folder for routine use

• Vendor-provided: Limited support; may not reflect current data structures

• Library-created: Reports created and shared by other libraries;  reference only; RSS may consult if adapted by library staff

Request Process

Libraries requesting reports beyond stock reports (Tier 1) should follow the steps below: 

• Confirm that existing stock reports do not meet their needs 

• Clearly describe the purpose of the report, required data elements, intended audience/use, and any constraints or deadlines 

• Submit requests via the reporting request form or Help Desk 

Requests involving modifications to stock reports will be treated as Tier 2 requests and may include consultation to support report development. Incomplete or unclear requests may be returned for clarification before work can begin. 

Limitations

SELCO does not guarantee:

• Immediate turnaround for reports.

• Ongoing maintenance of one-off or library-specific reports.

• Interpretation of report results for local operational decisions.
  
  

Libraries remain responsible for validating and interpreting their own data outputs.

Conclusion

This model supports effective use of reporting tools while maintaining staff autonomy and sustainable system support.