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Angelo State University
Natural History Collections

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Natural history collections display at Angelo State

Loan Policy

  • General Conditions
    1. The borrower is to exercise the upmost care with respect to the handling of specimens.
    2. The items covered by this Loan Agreement are to remain in the condition in which they are received.  Specimens may not be altered except with the written permission of the ASNHC Curator.
    3. Loans are subject to the condition that, should the ASNHC desire to recall any item for its own purpose, it may do so on a 30-day notice to the borrower.
    4. Loans are made to institutions, not to individuals. Correspondence requesting loans shall originate from or be countersigned by an official representative of the institution (i.e. curator, professor, etc.) requesting the loan, and responses will be made to this representative. Once the loan has been approved, correspondence can be addressed to the individual using the loan material (i.e., professional, student, employee) and copies will be send to the official representative if necessary.
    5. Loans shall remain in the possession of the borrowing institution and may not be transferred without written authorization from the ASNHC Curator. 
    6. Financial responsibility for any damage to specimens while they are in the borrower’s possession is assumed by the borrower and his/her institution. Should loss or damage occur, the amount of compensation will be decided by the ASNHC based on the value to the specimen(s) and/or the cost of replacement.
    7. If the specimen(s) are for exhibit, the borrower shall ensure adequate supervision of the exhibit when it is open to the public. The exhibit area case must be securely locked at all times. When specimens are on display, the borrower agrees to credit the ASNHC. 
    8. Any dissections or destructive sampling of research material must be approved in writing by the ASNHC Curator.
    9. In publications that reference specimens from the ASNHC, the borrower agrees to acknowledge the ASNHC. Please use the acronym ASNHC for Angelo State Natural History Collections of mammals, birds, and reptiles and amphibians; ASK for tissue samples lacking a vouchered ASNHC specimen; and SAT for the herbarium. This also applies to materials fro the ASNHC used in drawings, photographs, or other types of illustrations.
    10. Authors are requested to send at least one copy of any of the publication(s) dealing with this material to the ASNHC Curator. 
  • Upon Receipt of the Loan
    1. It is the borrower’s responsibility to immediately check the numbers and condition of the specimen(s).  Any discrepancies in the Loan Agreement and/or specimen damage should be reported immediately, otherwise the condition of the specimen(s) will be assumed to be as indicated by the ASNHC on the Loan Agreement.
    2. The Loan Agreement should be signed and returned to the ASNHC Collection Manager upon receipt of the loan.
  • During the Term of the Loan
    1. Loans are made for the period of time indicated on the Loan Agreement (usually not exceeding 6 months). Extensions may be granted based on a written request.  Long-term loans will be reviewed, approved, and renewed on an annual basis.
    2. Specimen(s) must be given proper care, including the following procedures:
      • Skins and herbarium sheets must be stored in a secure, dark place protected from physical damage, moths, dermestid beetles, and excessive moisture.
      • Wet specimen(s) are to be stored in the same preservative in which it was received.  Generally, this is 70% ethanol or 10% formalin. While being examined, they should be kept wet using the same storage fluid. They should be stored and kept in a cool, dark place.
      • Tissue samples are to be stored in a freezer that can maintain -80°C (unless otherwise stated).
      • Borrowers are urged to return specimen(s) promptly following examination or display.
      • If the borrower determines that a taxonomic change should be made for a specimen(s), please inform the ASNHC Curator concerning such a change. No labels should be removed or altered by the borrower.
  • Return of the Loan
    1. Prior to returning the material, the borrower should contact the ASNHC Collections Manager and verify the shipping date of the loan.
    2. Return the loan in the same container and packing manner in which it was received.
    3. Pack the specimens in such a manner so as to protect them from shock and excessive heat or moisture.  Do not crowd specimens. Pad layers of specimens and skeletal material with ethafoam or cotton.
    4. Use only tissue paper as packing for skulls and skeletons.
    5. Use only cheesecloth for wrapping specimens. Dampen with appropriate storage fluid, and double bag in heat-sealed, leak-proof plastic bags. Empty space in the container used for shipping should be packed with Styrofoam peanuts or bubble wrap.
    6. Address labels should be placed both in side and on the outside of the package.
    7. Outside package labels should indicate contents as being:
      Scientific Specimens
      No Endangered Species
      No Commercial Value
    8. Place a copy of the Loan Agreement inside of package in a shipping envelope attached to the outside of the shipping container.
    9. Place a copy of all necessary permits inside of package.
    10. Insure the loan for the amount specified on the Loan Agreement.
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