The University of Arizona

Loans – Outgoing

The LTRR encourages the use of its collections for scientific, educational and outreach applications. An individual, institution, or organization may apply for loans. The LTRR retains sole discretion on the status of loans for material curated by us.

General Information
ALL loan requests will be evaluated based on the following premise: any specimen that leaves the possession of the LTRR may not return. Despite best intentions, loss is a common problem.

Current LTRR PIs may loan specimens from their active research collections at their own discretion, but must receive prior approval for loans from any portion of the Archives. Loans from active research collections must be documented prior to distribution and the Curator must be informed. Current LTRR PIs will not be denied access to Archived specimens they have collected, and will be consulted on any requests for loans from such material.

No research specialist, research associate, technician, student, visiting scholar or post-doctoral researcher may authorize or independently execute an outgoing loan on any specimen(s) at the LTRR. Prior written approval from the LTRR Director, PI, and/or the Curator is required to loan any specimen(s)collected with significant use of university resources.

Loaned material may be recalled at any time without advance notice or justification.
Loaned material must be photographed and thoroughly documented prior to distribution.
Terms of a loan must be agreed to in writing by all parties prior to distribution.
Shipped material must have a tracking number and declared value equal to replacement cost.
If approved, loans will be given a loan number, which should be included in all correspondence.

Scientific Loans
Such requests should use the “Scientific Loan Request Form.”

Former and exiting LTRR personnel may not remove specimens from active research or the Archives without prior written approval from the Curator and Director (specifically including but not limited to: faculty, graduate students, post-doctoral researchers, research specialists, research associates, visiting scholars, and staff who matriculate to other institutions). No specimen(s)collected with significant use of university resources may leave the LTRR without a loan agreement in place. Such requests will be addressed on a case-by-case basis. This process may not be subverted by “pre-loaning” active collection materials to the individual’s future academic institution or other affiliated individuals.

Only under extraordinary circumstances should a loan should result in the loss or diminishment (temporarily or permanently) of any portion of the Collection. This will typically be reserved for only the most promising scientific research. The requestor should provide an extended justification along with the “Scientific Loan Request Form.”

Specimens on loan from the LTRR may not be subjected to destructive testing without prior written approval, as defined in the Destructive Testing section of this Manual.

Educational and Outreach Loans
Such requests should use the “Educational or Outreach Loan Request Form.”

Any specimen(s) loaned for educational purposes (i.e. television documentaries, museum displays, primary school projects, etc.) must have at least one duplicate that remains in the Archives or active research collections. The duplicate must be located, prior to release.

A description of the proper interpretation of a specimen should accompany each loan. Borrowers are required to be faithful to this description.

In rare circumstances, legitimate educational loan requests may necessitate the use of a “one-of-a-kind” specimen. These will ONLY be granted if current LTRR personnel can shepherd the specimen through the entire process (e.g., deliver the specimen to the site, be present for the event, and return it to the LTRR). The requestor will be responsible, in advance, for all expenses incurred during or as a result of this process.

Educational and outreach loans must be insured, at the borrower’s expense, for the approximate value required to replace the specimen(s) should it be damaged, lost, etc. Even if damaged and held financially liable, transfer of ownership is not implied or granted. The specimen, or remnants thereof, must still be returned to the LTRR. If the borrowing entity does not have an established relationship with the LTRR, a deposit for the replacement value may be required (to be returned in full upon receipt of loaned material in original condition).

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

      All requests for loans from active research collections must be directed to the current LTRR PI who funded, collected and maintains the specimens. Approval must be obtained prior to the loan. Loans from active research collections are at the discretion of the PI; however, the PI should communicate with other pertinent LTRR faculty and staff to ascertain if the requested sampling 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 “Loan Request Form,” and submit it directly to the appropriate PI, with a copy sent directly to the Curator.

B    Requests for loans from the Archives

      All requests for loans from the Archives must be directed to the Curator. The request must use the “Loan 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 requested loan size/amount or intent diminish any portion of the Collection or potentially inhibit future analyses?
5 – *Other pertinent points, relative to the request

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

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

Should a request be approved, the Borrower agrees to the following conditions:
1 – Acknowledge the LTRR in all related publications, theses, displays, presentations, etc.
2 – ALL material will be returned to the LTRR at recipient’s expense by an agreed date
3 – The specimen(s), or any portion thereof, may NOT be destroyed, modified, transferred, sold, loaned, or redistributed to any person or organization other than the approved applicant
4 – Held liable for any & all replacement or repair costs that result during the course of the loan
5 – When applicable, results should be published as appropriate and in a reputable location(s)
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 specimen preparation, should their request be approved. All monies are due prior to the release of any specimen(s)
8 – They have the appropriate resources to and will properly curate specimens while in their care
9 – 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, specimens, 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.