The University of Arizona

Loans – Incoming

Incoming loans at the LTRR are the result of the following: material requested for scientific or educational applications from other institutions; material on long-term/renewable loan, typically from federal entities, as the result of work executed by researchers at the lab; material on long-term/renewable/permanent loan for the primary purpose of curation (i.e. LTRR as a repository).

Only the Director or Curator can commit the LTRR to Permanent loans which are not the direct result of LTRR PI research projects that require collection of new material.

General Information
Incoming loans will typically be governed by tailored agreements that address each set of specimens individually. The terms of these agreements are typically in the form of boiler-plate loan agreements; however, the details are almost always negotiable.

Any LTRR PI who desires to acquire specimens on Long-term or Permanent basis (and thus grow the Archives), should consult with the Curator (see also Long-term and Permanent Loans below).

LTRR PIs should include a line item for curation in their grant applications if a project will result in long-term curation by loan (or accession), be it renewable or permanent. Unless the specimens will require non-standard storage (e.g. frozen or waterlogged) or curation (e.g. oversized), please budget for at least US $250 per cubic foot of stored material. Non-standard curation is more expensive, please consult with the Curator.

Specimens received on loan are distinct from specimens acquired through accession (which includes bequests, orphaned and abandoned collections, and other donated material).

No research specialist, research associate, technician, student, visiting scholar or post-doctoral researcher may authorize or independently execute an incoming loan for any specimen(s). Prior written approval from the Director, overseeing faculty, and/or the Curator is required for incoming loans as significant use of university resources will be required to maintain the material while in possession of the LTRR.

All incoming loans should be photographed and thoroughly documented immediately on arrival.

When returning loaned material by post, it must have a tracking number and declared value/insurance equal to the replacement cost, or a value per the loan agreement.

All incoming loans will be categorized as one of the following:
        1) Short-term (for active research projects)
        2) Long-term (Archival; typically renewed every five or ten years)
        3) Permanent (Archival)

Short-term Loans: LTRR PIs may request, at their discretion, specimens for temporary use. These specimens should remain in the PIs research area, in their care, and under no circumstances be stored in the archival areas. These loans are the sole responsibility of the initiating PI, but care should be taken to protect the LTRR from liability for loss or damage. Such loans should be accompanied by a loan agreement indicating, at a minimum: a return date, insurance information (if required by lender), number/volume and description of specimens with photographs, permission/limitations for special use (especially for destructive testing: if not explicitly approved, DO NOT use for this purpose).

Long-term and Permanent Loans:  Due to the significant use of university resources that will inevitably be required to properly maintain the specimens such loans must be approved by the Director and/or Curator,* with the exception of specimens that are collected as the direct result of LTRR PIs research projects that require collection of new material.

Research specialists, research associates, technicians, students, visiting scholars and post-doctoral researchers may need to collect material for their projects from locations that require long-term or permanent loan arrangements (e.g. specimens collected on NPS land). The above individuals are not authorized to enter into loan (or accession) agreements on behalf of the LTRR and must contact the Curator prior to conducting the fieldwork. The Curator will make arrangements on a case-by-case basis. Projects directed by LTRR PIs (that is, projects on which a PI is the lead investigator and listed on the permits) on which the above personnel work are not subject to this review.

LTRR personnel are not discouraged, in any way, from requesting, recommending or suggesting superlative specimens whose presence at the lab will enhance research opportunities. After the Curator confers with the Director and both are in agreement that the loan is in the best interest of the Lab, the Curator will assist/advise in negotiating the best terms possible for the loan. The recommending personnel will likely be asked to help facilitate the loan.

It is not uncommon for unsolicited requests to be presented to the LTRR for long-term or permanent loan, or accession. These requests should be forwarded to the Curator, unless a PI has a vested interest and can meet the conditions below. For accessions, see the section in the Manual titled “Accessions.”

Exception*LTRR PIs may independently secure long-term/renewable loans, but not permanent loans, provided four conditions are met: 1) they have secured, in advance, US $250 per cubic foot of boxed material to be curated by the LTRR. The funds must be deposited in the Curation and Preservation Fund prior to the arrival of the specimens; 2) the terms of the loan provide the LTRR with complete discretion and control of the specimens while in its care, without any limitations (including: scientific and educational use, subsequent loan, destructive testing, etc.); 3) all specimens received must meet the Acceptance Standards in this Manual; 4) ownership is not in question and all necessary permits were secured (and included) and are not in conflict with condition #2 above.