Borrowing seeds can be done in a number of ways depending on your needs. You can have self-serve or have someone in charge of checking seeds out. It can be done without limits or limits. It can be done on paper, phones (using a QR code and form), or even connected to your library computer system.
Questions to consider 🤔
Questions to consider 🤔
- Do you want to limit the number of seed packets per household? Season?
- Are people going to use a self-serve system or will they need to check them out?
- If you are going to have someone check them out, who will this be? Will this be whenever you are open or have limited hours?
- What type of system will you have for checking seeds out? No system (only membership form), paper, online, or connected to library system?
- If they record what they check out, what information do you want them to include? How will that information be used? Do you have the capacity to monitor that information for the intended purspose?
Quantities
1. Limits: Limits on the number of packets that can be borrowed are sometimes in place. Some put a limit per month to ensure that there are seeds for multiple members. This could also be per season or per year. This system can be done through an honor self-check out system or checked out by someone else, including a library card.
2. No set limit: Some libraries allow an unlimited number of packets and request folks take only what they need. If there is not a limit and seeds are in jars and not pre-packed, it's often recommended that people take 2-3 seeds per plant they intend to grow this season. For example, for 2 zucchini plants a person would take 4-6 seeds. If seeds are small, then a pinch of seeds is the recommended quantity.
Regardless, signage educating members about quantities is key.
2. No set limit: Some libraries allow an unlimited number of packets and request folks take only what they need. If there is not a limit and seeds are in jars and not pre-packed, it's often recommended that people take 2-3 seeds per plant they intend to grow this season. For example, for 2 zucchini plants a person would take 4-6 seeds. If seeds are small, then a pinch of seeds is the recommended quantity.
Regardless, signage educating members about quantities is key.
Self-Serve or Checkout
1. Self-Serve: Consider how much on-going commitment will be required to maintaining the library. If you are all volunteer, then a self-serve honor system may be more sustainable in the long run. (Jars instead of pre-packed also requires less effort but you lose the opportunity to build community through packing parties.) The Bay Area Seed Interchange Library (BASIL) in the Berkeley Ecology Center s the oldest seed library. Their self-serve system has allowed them to run with minimum of staff and volunteer hours since 1999.
2. Checkout: If you have unusual things in your collection and are focused on genetic preservation, then an open system may not be the best to maintain your collection. If you decide to check out seeds with a library card, then there has to be a lot of extra time involved from repackaging seeds, making labels for all of those packages, getting bar codes (if it's part of a library check out system) and connecting that information to the library system. These on-going commitments need to defined and supported by public library administration or your organizing group before a deciding on this system. Another consideration to make with repackaging is population sizes. If only 4 peas are put in a package, then folks are going to want to eat all of their peas and not save many (or any) to return. In addition, the population size in terms of genetics is too small and may cause some problems a few generations out depending on the species.
2. Checkout: If you have unusual things in your collection and are focused on genetic preservation, then an open system may not be the best to maintain your collection. If you decide to check out seeds with a library card, then there has to be a lot of extra time involved from repackaging seeds, making labels for all of those packages, getting bar codes (if it's part of a library check out system) and connecting that information to the library system. These on-going commitments need to defined and supported by public library administration or your organizing group before a deciding on this system. Another consideration to make with repackaging is population sizes. If only 4 peas are put in a package, then folks are going to want to eat all of their peas and not save many (or any) to return. In addition, the population size in terms of genetics is too small and may cause some problems a few generations out depending on the species.
Format
1. Paper
A paper checkout system is by far the easiest system to set up.
a. Check Out Procedures Overview: Have a paper in the beginning of the binder and perhaps elsewhere in your library to orient people on how to check out seeds. Here is a nice example from the Cape Cod Food Hub Seed Library in Massachusetts.
b. Membership forms: Get a binder. A simple method is to buy A-Z tab dividers and organize membership forms by last name. This could be done as a self-serve form or in a more formal check out procedure. Here are a few examples of paper membership forms:
It's helpful to make a Google spreadsheet with members' information, such as name, email and volunteer interests. Put a check at the top corner of the membership form once a member has been entered into your database. The advantage of making your list as a Google spreadsheet is that multiple folks can update the membership list. So more than one person can do it and if you are volunteer-based it's good to have more than one person with the access information. It is not worthwhile for most seed libraries to manually enter all seeds borrowed and returned. If you are interested in that, then use a computer-based membership process.
2. Digital
a. Not Connected to Library System: Some seed libraries also have their list of seeds on the internet. Once again, ask yourself how much on-going volunteer hours or staff hours are we willing to commit to make this happen. If you are located in the public library, and there is a high demand for public access to computers, then you may have issues if folks try to use your dedicated seed library computer for other purposes. Make signs that clearly state that the computer is for seed library use only and is not for other purposes; this is especially true if the seed library is not supervised. Look at the "Community Created Resources" below under "Community Tips and Resources" to see if anyone has any ideas about how to set this up that might support your efforts.
b. Connected to Library System: A few libraries have pioneered connecting their seeds to the library database. Embedded in the code is a way to take them off the list so folks aren't fined. It does provide great data on what is being used. See below for more details.
A paper checkout system is by far the easiest system to set up.
a. Check Out Procedures Overview: Have a paper in the beginning of the binder and perhaps elsewhere in your library to orient people on how to check out seeds. Here is a nice example from the Cape Cod Food Hub Seed Library in Massachusetts.
b. Membership forms: Get a binder. A simple method is to buy A-Z tab dividers and organize membership forms by last name. This could be done as a self-serve form or in a more formal check out procedure. Here are a few examples of paper membership forms:
It's helpful to make a Google spreadsheet with members' information, such as name, email and volunteer interests. Put a check at the top corner of the membership form once a member has been entered into your database. The advantage of making your list as a Google spreadsheet is that multiple folks can update the membership list. So more than one person can do it and if you are volunteer-based it's good to have more than one person with the access information. It is not worthwhile for most seed libraries to manually enter all seeds borrowed and returned. If you are interested in that, then use a computer-based membership process.
2. Digital
a. Not Connected to Library System: Some seed libraries also have their list of seeds on the internet. Once again, ask yourself how much on-going volunteer hours or staff hours are we willing to commit to make this happen. If you are located in the public library, and there is a high demand for public access to computers, then you may have issues if folks try to use your dedicated seed library computer for other purposes. Make signs that clearly state that the computer is for seed library use only and is not for other purposes; this is especially true if the seed library is not supervised. Look at the "Community Created Resources" below under "Community Tips and Resources" to see if anyone has any ideas about how to set this up that might support your efforts.
b. Connected to Library System: A few libraries have pioneered connecting their seeds to the library database. Embedded in the code is a way to take them off the list so folks aren't fined. It does provide great data on what is being used. See below for more details.
Connected to Library System
Some libraries have connected their seed collection to their digital book checkout system. A notable example of that is Pima County Seed Library, AZ, USA who has been a pioneer in the seed library movement with over 20 seed libraries in their county system with interlibrary loans through their catalog. It is set up so that no fines are issued for seeds that aren't returned. (Note that you cannot require seed returns as this puts you in a contractual position, which could require you to follow your state's laws about commercial seed distribution. However, you may encourage donations.) Here is a link to their online catalog to see how they do the seeds.
Some libraries have connected their seed collection to their digital book checkout system. A notable example of that is Pima County Seed Library, AZ, USA who has been a pioneer in the seed library movement with over 20 seed libraries in their county system with interlibrary loans through their catalog. It is set up so that no fines are issued for seeds that aren't returned. (Note that you cannot require seed returns as this puts you in a contractual position, which could require you to follow your state's laws about commercial seed distribution. However, you may encourage donations.) Here is a link to their online catalog to see how they do the seeds.
Community Created Resources
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Click on the "Community Tips & Resources" Airtable form to see Check Out and Borrowing Procedures from other seed libraries and read tips about getting started.
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Do you have check out or borrowing forms that you would like to share with the community? Click on the Airtable form below to share your resources or any tips you have?
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