UGCA Loan Policy:

To initiate a research loan or to inquire about the UGCA holdings, please contact the collection manager.

  1. Acknowledgment of receipt of specimens.
    Original invoice (white copy) should be signed and returned upon receipt of specimens. Yellow copy retained by borrower.
  2. Duration of loans.
    Unless otherwise arranged, loans are made for 2 years, renewable yearly. Primary types, if loaned, are for a maximum of 3 months.
  3. Student loans.
    Loans for graduate and undergraduate students will be made to their major professor.
  4. Loan transfers.
    Loans may not be transferred to another worker without permission of the Curator.
  5. Tissue loan and destructive sampling policy.
    The researcher must demonstrate that reasonable efforts were made to obtain fresh material and that the methods of analysis to be used have been successful on related taxa. The UGCA does not allow for total specimen destruction in order to retrieve DNA extracts; however, we do allow semi-destructive sampling (destroy a portion of a specimen by harvesting an insect leg or two, for example) with prior permission and approval of the Curator and with the understanding that the voucher specimen will be returned to UGCA. Removal of specimens will be indicated in the collection by a pin bearing label data and a voucher number that references the researcher and resulting publications of the research. No type or voucher material will be deaccessioned for semi-destructive sampling and no part of such specimens may be removed for these purposes.
  6. Dissections.
    We understand that dissections are expected in revisionary work; specimens for dissection should be selected from a series when possible, and all dissected structures must be stored/preserved in a commonly accepted manner that clearly associates them with the specimen.
  1. Microscope slides.
    All slides prepared by the borrower must be clearly labeled for precise association with the specimen, must not be boxed with pinned specimens, and should be returned at the same time as the specimens.
  2. Return of specimens.
    Prompt return of specimens is expected when research is completed or when another person needs to examine specimens after the initial loan period. Pinned specimens should be arranged in the shipping boxes so species are clearly separated. Determination labels on all specimens would be greatly appreciated. Specimens should be returned in the original or comparable mailing containers and shipped via the same carrier used (or better). Primary types must be sent via Registered First Class or Registered Airmail (foreign). Vials, slides and other heavy objects should be segregated from pinned material. Specimens should be packed the same manner they were received. See “Steyskal, G.C., W.L. Murphy and E.M. Hoover. 1986. Insects and mites: techniques for collection and preservation. USDA, ARS, Misc. Publ. No. 1443, p. 44” for guidelines on packing specimens for shipment.
  3. Designation of types.
    All primary types designated from UGCA material must be returned to UGCA unless other arrangements are made with the Curator. Deposition of secondary types from UGCA material in other institutions is encouraged, but should be made with approval of the Curator. Types must be labeled with the genus, species, and author.
  4. Retention of specimens.
    Primary types, unique specimens, and previously identified specimens are to be returned unless other arrangements are made with the Curator. Reasonable numbers of duplicates (up to 10%) from series with equivalent data identified by the borrower (including some paratypes) may be retained. Exchanges that will broaden our collection are encouraged.
  5. Damaged specimens.
    All specimens should be returned; any that are damaged beyond scientific value should be segregated before return.
  6. Change of position or address.
    The Curator or Collection Manager should be notified of any changes.