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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Police~Acquisition Policy
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