The University of Arizona

Associated Materials

The Collection includes numerous associated materials (excluding the specimens themselves) that are of great scientific or historical value. The associated materials include items related to the history and development of dendrochronology, especially the formative years of the discipline. These supplementary materials include: photographs, slides, documents, field notes, off prints, and so on.

The LTRR encourages the use of its collections for scientific, educational and outreach applications. An individual, institution, or organization may apply for access, duplicates or use. However, due to the delicate nature of many of the associated documents, only LTRR faculty and staff, or other LTRR personnel under a PIs direct supervision, will be permitted to handle portions of the material. The LTRR retains sole discretion on the use of material curated by us.

General Information
ALL requests should be submitted a MINIMUM of two weeks in advance. One month is preferable.

Originals may not leave the LTRR.

Should any limiting factors be present (for example: time or resources), internal requests will be prioritized over external requests. No exceptions. External rush requests are NOT available.

External requests may incur expenses to compensate for the work requested, and will be due in advance. Fees may be mitigated or waived on a case-by-case basis, especially if reciprocal benefits are provided. Such arrangements should be agreed upon with the Curator or Director well in advance.

Current LTRR PIs may access the associated materials at their own discretion, but must inform the Curator if any materials are removed: please include a note in place of the removed item indicating who removed the item, description of the item, and when it is expected to be returned. The Curator must also be notified directly, including the same information, by email.

Current LTRR PIs will be consulted on any requests for use of or access to associated documentation which they have previously collected.

No research specialist, research associate, technician, student, visiting scholar or post-doctoral researcher may authorize the removal of or remove any associated documentation. Prior written approval from the Director, their Advisor/Host and/or the Curator (as applicable) is required to access, remove, copy, or use any associated documentationcollected with significant use of university resources.

Procedures (choose one):
A   Requests for associated documentation from active research collections

      All requests for sampling from active research specimens must be directed to the LTRR PI who funded, collected and currently maintains the samples. Access is at the discretion of the PI; however, the PI should communicate with other pertinent LTRR faculty and staff to ascertain if the request will conflict with internal research or other priorities. In the case of multiple PIs, a decision must be reached among the group. External applicants should use the “Associated Documentation Request Form,” and submit it directly to the appropriate PI, with a copy sent directly to the Curator.

B    Requests for associated documentation from the Archives

      All requests for associated documentation from the Archives must be directed to the Curator. The request must use the “Associated Documentation Request Form.” Requests will initially be vetted by the Curator for completeness and credentials will be confirmed. For researchers or scholars who are not well established, please attach a brief CV. Vetted requests will be presented to an informal committee of LTRR faculty and staff for consideration of the following points:

1 – Is the request scientifically or educationally sound?
2 – Is the requesting person/entity reputable OR, in the case of junior scholars and students, has a letter of support from a reputable advisor (a brief email is acceptable). In the case of unknown entities, can a deposit be secured?
3 – Does the request conflict with current or planned LTRR priorities?
4 – Does the request diminish any portion of the Collection or potentially inhibit future analyses?
5 – *Other pertinent points, relative to the request

The informal committees will be chosen by the Curator, based on the material requested and include: Director, Curator, one LTRR PI in the research specialty under consideration. Unanimous consent is not required, but should all members not be in agreement, the Curator and Director will consult for a final decision.

*Many specimens curated by the LTRR are the property of government agencies. It is the responsibility of the applicant to arrange permission with the appropriate authorities and forward this information to the Curator. No associated documents will be prepared or released until the Curator has confirmed agency approval.

Should a request be approved, the recipient agrees to the following conditions:
1 – Acknowledge the LTRR in all related publications, theses, displays, presentations, etc.
2 – The requesting person/entity is responsible for all costs, in advance.
3 – The associated documentation, or any portion thereof, may NOT be transferred, copied, sold, loaned, or redistributed to any person or organization other than the approved applicant and used for the stated intent.
4 – Results should be published as appropriate and in a reputable location(s).
5 – Related articles/reports/theses, etc. are to be forwarded to the LTRR Curator (in PDF format) and permitted to be linked to an online catalog at an appropriate time (e.g. after published or after the dissertation is defended).
6 – Related articles/reports/museum pamphlets, etc. are to be forwarded to the LTRR Curator at an appropriate time (in PDF format) and permitted to be used by the LTRR for educational purposes (with appropriate acknowledgements) without restriction (except standard copyright)
7 – External requests will be responsible for a $40 per hour fee (plus ASC), minimum of one hour, for preparation, should the request be approved.
8 – Any other conditions specifically noted (determined on a case-by-case basis).

 

Should any of the above policies be circumvented, abused or violated the individual, sponsor, and/or affiliated organizations may be barred from any further loans, samples, or use of the LTRR Collections.



As the LTRR hopes to encourage greater use of our Archives for legitimate purposes, fees may be negotiable at the discretion of the Curator and/or Director. Please contact us about alternative arrangements as early as possible.