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Specimen loans policy
Conditions and practices regarding loans from the Department of Agriculture and Food Insect Reference Collection, hereafter referred to as 'the DAFWA Insect Collection', as understood and agreed to by recipients thereof:
When materials are received by borrowers, the duplicate loan invoice (enclosed with the specimens) should be signed and returned immediately to the DAFWA Insect Collection. Each loan is given a unique number, to be used in all correspondence referring to the loan.
Loans are made for a stipulated period of time, maximum of five years, and may be extended in appropriate circumstances upon written application to and approval by the DAFWA Insect Collection. The DAFWA Insect Collection reserves the right to recall any of its material at any time.
Loans are not transferable and may not be relocated without prior written approval from the DAFWA Insect Collection.
Borrowers should not assume that they can retain any specimens unless prior permission is obtained, though permission is usually granted upon request. The following should always be returned unless specifically exempted: all primary types and secondary types.
Specimens on loan will have a DAFWA Insect Collection database number label, this label must be left on the specimen.
Borrowers who wish to dissect any specimen are required to do so in such a way that the specimen suffers the least possible damage, and must ensure that parts dissected out are correctly preserved and associated with the rest of the specimen. Specimens destroyed in order to do genetic analysis are considered as 'gifts', but sequence data should be returned to the DAFWA Insect Collection in some form (publication or otherwise).
Borrowers should attach determination labels to every specimen returned. If this is impractical, the material returned should be arranged to show clearly to which specimens a given determination applies. Borrowers should consent to printed labels, citing the borrower(s) as authority, being attached to such specimens after their return to the DAFWA Insect Collection. Alternatively, if the borrower has made a specimen-level databased inventory, the DAFWA Insect Collection should be given a duplicate of the database file to incorporate into the DAFWA Insect Collection database.
The DAFWA Insect Collection does not normally serve, at present, as a repository for primary types. If the borrower has in mind a specific repository, then this should be communicated to and agreed upon by the DAFWA Insect Collection. Given this, it is requested that the repository be explicitly designated in any publication involving our holdings, noting that this may be only temporary. We are hoping to upgrade our facilities, so we may reconsider housing types here at DAFWA Insect Collection again.
Acknowledgment in any paper resulting from the study of materials borrowed from the DAFWA Insect Collection would be appreciated as well as a reprint(s) of such paper(s).
Additional special conditions may apply on an individual basis.