Loans of all herpetological specimens (including those intended for dissection or histological or isotopic analysis) require a completed Specimen Loan Request Form. Loans of all genetic resources for sequencing instead require a completed Genetic Loan Request Form.
The request should include sufficient information about the research project and the intended use of the specimens so that an evaluation of the request can be made by Divisional staff.
Loan requests from students must be co-signed by their major professor or other professional staff member, who thereby assumes full responsibility for the loan. Graphic files (jpg, pdf) of the signed Specimen Loan Request form may be sent as e-mail attachments.
Requests should include the following:
A brief description of the research or educational project that includes purpose, techniques to be used, and expected significance of the work.
Destructive requests must, at minimum, detail volume of tissue needed in order for staff to assess potential damage to specimens.
A list of material requested including specific taxa and number of individuals and, if relevant, localities.
Only include specific catalog numbers if they cannot be substituted.
Shipping instructions that include an appropriate address (a street address is necessary for shipping through a private carrier) and contact phone number.
Requestors must acknowledge that they agree to the conditions listed under Loan Terms.
Researchers must use resources like GBIF or VertNet prior to submitting a loan request to ensure other museums do not have more robust species representation.
Send requests for a loan to HerpLoans@si.edu. All staff will receive your email so please DO NOT email individual staff as well.
Researchers may freely use data (including geographic coordinates, specific collecting locality, date of collection, collector, etc.) associated with a specimen during their investigation and in resulting publications. Incorporation of all or a substantial portion of the specimen data into any publicly available data base (e.g., compact disc, web site) is not permitted without written authorization from the Division of Amphibians and Reptiles, National Museum of Natural History. We request that investigators using USNM specimens and associated data bring to our attention any questionable localities, misidentifications, or other presumed errors so that we can amend collection records.
Loans may not be transferred from the borrower to another individual without prior written permission from the Division of Amphibians and Reptiles. Similarly, specimens may not be transported to a different address without previous approval.
The Division of Amphibians and Reptiles uses the abbreviation USNM as the approved abbreviation for referencing specimens at the National Museum of Natural History. The Division of Amphibians and Reptiles, National Museum of Natural History, will be explicitly acknowledged in each publication that is based in part or entirely on data derived from USNM specimens.
We request pdfs of each paper, or one copy of any book, that results from research on USNM specimens.
All borrowers must agree to abide by this loan policy.
Scientific merit and feasibility of the project
Rarity of the species and representation in our collections*
Appropriateness of USNM material instead of or in addition to other museum material*
Condition of the specimen(s)
Qualifications of the investigators
Status of outstanding loans (loans are made to institutions, not individuals)
Previous loan history
*Researchers must use resources like GBIF or VertNet prior to submitting a loan request to ensure other museums do not have more robust species representation.
Types may be approved for loan only when required for resolution of nomenclatural problems, and are not lent for more than a two-month period. Use of existing photographs available via the on-line database are instead encouraged, or the request of new photographs.
No more than one-half of our total specimens for a species or locality will be lent at a time. The remaining specimens may be requested after return of the first loan.
Due to shipping, customs, and CITES regulations, we may not be able to approve international loan requests even when they meet the necessary criteria.
Researchers must use websites like GBIF or VertNet to ensure their loan request is suitable to our museum holdings. Prior to loan submission, ensure other museums do not have more robust holdings of their research taxa and would therefore be more appropriate; or ensure that other museums cannot also be used instead of solely borrowing from our museum.
Researchers requesting specimen photos or CT scans must also check our online database for photos and online CT repositories such as MorphoSource to ensure existing scans of requested taxa do not already exist. This must be done prior to submitting a loan/imaging request.
At minimum the following should be maintained:
All fluid specimens should be stored in the appropriate fluid as stated on the loan documents included in the shipment.
Specimens stored in ethanol should only be stored in 70% non-denatured ethanol. Ethanol specimens are to be kept moist with 70% non-denatured ethanol at all times during examination.
Dry specimens are to be stored in pest-free conditions.
All specimens must be stored out of direct light when not being utilized.
Specimens may not be altered in any way (including dissections for sex determination and removing tags/labels) without explicit written permission from the Division of Amphibians and Reptiles.
Specimen examination should be done with care to avoid damage. Please do not force limbs, jaws, etc. into positions that tear muscles or break bones.
Specimens may not be altered in any way (including dissections for sex determination and removing tags/labels) without explicit written permission from the Division of Amphibians and Reptiles.
Any product resulting from an approved alteration (e.g., stomach contents, skeletal preparation, cleared and stained preparation, hemipenal preparation, SEM stub, histological slide, tissue and genetic samples, etc.) are part of the specimen and must be returned to the USNM with appropriate labels and documentation, including the date of the alteration and the USNM catalog number.
Guidance and terms of use of specimens for computed tomography (CT scanning) is provided in a detailed overview.
Extensions of loans should be requested by e-mail to HerpLoans@si.edu before the loan’s due date.
Do not return material without first coordinating with Divisional staff.
Material should only be returned after coordinating with staff via email at HerpLoans@si.edu. Loan return packages should be returned via courier service such as FedEx or UPS (not the government postal system) to the following address:
Division of Amphibians & Reptiles Museum Support Center 4210 Silver Hill Road Suitland, MD 20746 USA
