Loan Policy for the Herbarium in the Botany Department
of the California Academy of Sciences

1. The Academy will lend specimens, from its collections, for research, to any recognized herbarium. Loans will not be made directly to individuals.

2. All loan transactions must be documented in writing, using appropriate forms.

3. The following criteria shall govern the availability of material:

a. The materials are not being studied by staff or students at the Academy.

b. The materials are not needed for display or educational programs at the Academy during the proposed loan period.

c. Objects shall not be loaned if, in the opinion of the department chairman, they are of such importance, rarity, and/or fragility that they must not be exposed to any danger or loss by removal from the Academy.

4. Length of Loans - Most loans shall be made initially for a period of one year or less. Short loan periods are appropriate for certain items, e.g. type specimens.

5. Modes of Study of Loaned Materials - Customary and usual methods of study in the particular discipline must be applied to materials on loan. If such studies require partial destruction or severe alteration of the materials, written permission of this must be obtained in advance from the department chairman.

6. All loans shall be subject to the following regulations, and no loans shall be made where these rules are not adhered to:

a. CAS will pay for shipment of the loans to the borrowing institution, but the return shipment will be paid by the borrowing institution.

b. Adequate care and security of the specimens while on loan must be assured.

c. Only properly trained personnel shall be permitted to handle loaned specimens.

d. Loaned material or associated records may not be used for profit-making purposes without specific written permission from the Collection Manager. Photographic rights for exhibition, catalog, or publication purposed normally shall be for one time only. In many instances, a fee to the Academy may be appropriate.

e. No objects may be re-loaned by a borrowing institution without written permission from the Collection Manager.

f. Loans must remain at the borrowing institution unless written permission has been given by the Collection Manager to move the loan to another location.

g. Return shipping must be in the same manner as, equivalent to, or better than the original shipping.

h. Specimens used in research publications must be cited as either CAS or DS depending on their accession number.

7. Damages:

a. Loss or damage to a specimen or object must be reported in writing to the department chairman.

b. No repairs will be undertaken without written permission of the Collection Manager.

c. Repair or replacement shall be at the discretion of the Academy with costs borne by the borrower.

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