SPECIMEN LOANS

LOAN PROCEDURE

1. All loans will include an invoice in duplicate. Please complete, sign, and return one form upon receipt of the loan, including a target date for the return of the material to FSCA. With the signature the borrower agrees to:

    1. responding to subsequent inquiries pertaining to the loan
    2. maintaining the borrowed specimens in a safe, pest-free environment
    3. removing borrower’s collection code labels before return
    4. adding provided FSCA barcode labels to loaned specimens before return
    5. requesting a loan extension if needed before loan deadline
    6. returning specimens before moving to a new institution or asking for permission to take specimens
    7. properly packaging the loan for return shipping

2. Unless stated otherwise, loans are made for an initial period of one year from date of loan initiation (date of mailing). Primary types will be loaned for a maximum of 60 days. Most loans can be extended by request

3. The addition of provided FSCA barcode labels (unique specimen identifiers) to specimens is strongly encouraged

4. Loans to students are made to the major professor, and are the responsibility of the major professor

5. Loans may not be forwarded to another individual or institution without written approval by the curator

6. INSTRUCTION ON DISPOSITION OF NEW TYPES: Holotypes and allotypes based on specimens from the FSCA are to be returned unless other arrangements are agreed upon in specific instances. We request that the first paratype, other than an allotype, be deposited in the FSCA. Representatives of both sexes are desired. Where the type series of a species is adequate, we encourage deposition of paratypes in several museum collections and/or collections of specialists in the group following an agreement to this effect with the appropriate Curator of the FSCA. The author should indicate in their description of a species the repositories of these types.

7. DISSECTION OF SPECIMENS: Except for types, all specimens may be dissected as necessary, providing that the dissected parts are maintained with the specimens, either in micro-vials pinned on the same pin, embedded in a mounting medium on the same point, dry mounted, or other method appropriate for taxa. Types may be dissected only with the advance permission of the curator.

8. MOLECULAR SAMPLING OF SPECIMENS: Removing parts for molecular analysis will be allowed with prior approval of the curator. As with other dissections, removed and sampled body parts will be re-associated with the specimen using acceptable methods, as above. A spreadsheet associating FSCA Insect Collection Specimen Barcodes, label data, and GenBank or BOLD (Barcode of Life Datasystems) identifiers (e.g. GenBank accession numbers) and PDFS of any publication are to be provided upon return of the loan. A molecular study voucher label with GenBank or BOLD identifiers should be added to every specimen used. DNA extractions that destroy the specimen entirely will not be granted.

9. PREPARATION FOR SEM: Except for types, all specimens may be coated for SEM examination. Types may be coated only with the advance permission of the Curator.

10. INSTRUCTIONS ON MATERIAL TO BE RETAINED: In general, we ask that no more than 1/3 of a species identified by the borrower (including paratypes) to be retained from a series with similar data. Specimen retention should be arranged with the Curator prior to return of loan. Other arrangements can be requested. The borrower is encouraged to make exchanges which will be mutually beneficial.

11. DATA REQUESTED: Please submit a list of all species retained with complete collection data for each specimen, or a group of specimens bearing the same collection data, including collector and host or habitat. Any additional notes on specimens which prove to be of special interest will be appreciated. The Entomology Section of the Division of Plant Industry serves as a repository for records based upon the FSCA, especially for those within our primary sphere of interest (Pantropical areas of the World).

12. Publications resulting wholly or in part from a study of material borrowed from the FSCA should include an acknowledgment to this collection, using “FSCA” as the acronym.

13. PDF’s of any publication resulting wholly or in part from a study of material borrowed from the FSCA should be sent to the Curator. Copies will be kept on permanent file and be given to the staff member whose general identification and curatorial responsibilities include the group covered in the publication.

14. RETURNING LOAN: Specimens should be returned in the original insect boxes. Vials, microscope slides, and other heavy objects should be packed separately from pinned material. Genitalia vials and large specimens should be appropriately braced with insect pins. A minimum of two inches of packing material should surround the specimen boxes in their shipping boxes. Primary types are to be returned via registered mail (when available) or by a service that provides tracking of the package.

15. Specimens should be arranged so that species are clearly separated and recognizable. When practical, determination labels should be placed on each specimen, but all identifying institutional tags placed on specimens by the borrower should be removed. The borrower agrees to cover all costs involved in safely returning specimens to FSCA. Please do not ship specimens during December.