Loan policies

Loans of specimens are available to qualified scientists wishing to examine our material. Loans to responsible scientists may be arranged on request in accordance with the conditions listed on the loan invoice (see below). Requests for loans should be made to the Collection Manager: Dr. Jason Dombroskie

US mail:
Jason Dombroskie
Department of Entomology
Comstock Hall
Cornell University
Ithaca, NY 14853-2601 U.S.A.

e-mail: jjd278 "at" cornell.edu

FAX: 607-255-0939

Phone: 607-255-6530

Cornell University Insect Collection Loan Policies
Department of Entomology, Cornell University

  1. Acknowledgement of receipt of specimens.  Copy of invoice must be signed and returned upon receipt of specimens.
  2. Duration of loans.  Unless stated otherwise, loans are made for an initial period of 3 years from date of receipt of specimens; types are lent for 3 months.  Most loans are renewable upon request.
  3. Student loans.  Loans initiated by graduate students must be cosigned by the major professor, and returned at the completion of the degree program.
  4. Third parties.  Loans may not be forwarded to a third party without written permission of the curator.
  5. Dissection of genitalia.  Genitalia may be routinely dissected during revisional studies from specimens which are part of a series if dissected and stored in a generally accepted method for the taxon in question.  Dissection of types, rare specimens, or unique specimens must follow written permission of the curator.
  6. Microscope slides.  Slides prepared by the borrower must be clearly labeled so as to be easily associated with other parts of the specimen pinned or in alcohol.  Slides must be returned at the same time as other specimen parts, but separated to avoid breakage.
  7. CUIC labels.  Labels with our acronym (CUIC) are sent with loans and may be placed on individual specimens.  This acronym should be used in publications when a text abbreviation is needed.
  8. Databases.  If present, existing database labels associated with a specimen should be preferentially used in any databases.  Data from CUIC specimens that are used in larger databases should be sent to the curator in electronic format, preferably excel compatible.  New database labels must be associated with the appropriate specimens and may be no larger than 7 X 15 mm.
  9. Return arrangement.  Specimens should be arranged so that species are clearly separated and recognizable.  When practicable, determination labels should be placed on each specimen.
  10. Designation of types.  All primary types described from CUIC material must be returned to Cornell.  Deposition of secondary types must be arranged with the curator.  Types must be labeled with genus, species, and author.
  11. Retention of specimens.  All primary types and unique specimens must be returned.  Duplicates of specimens identified by the borrower (including paratypes) may be retained by prior arrangement with the curator.  As a rule, requests for retention of duplicates should be based on 3rd, 5th, 7th, etc. specimens of a series.  We encourage exchanges of material which increase the taxonomic representation of our collection.  Any questions relating to retention should be directed to the curator.
  12. Reprints.  Hard or electronic copies of all publications based on CUIC specimens in whole or in part should be sent to the curator.  When reprints are not available, the curator should be notified of the publication citation.
  13. Loan renewal.  We request a loan extension at the end of each loan period.  Specimens must be immediately returned when a loan is terminated or extension denied.
  14. Return of specimens.  Specimens should be returned in original or comparable mailing container and shipped via the most secure courier or postal service available.  Vials, large genitalia vials, microscope slides, and other heavy objects should be separated from pinned material.
  15. Damaged or valueless specimens.  We request that specimens judged by the borrower to be hopelessly damaged or otherwise scientifically useless be segregated for subsequent discard, but returned.
  16. Shipping costs.  Initial shipping costs are paid by Cornell University and return postage is paid by the borrower.
  17. Change of status.  The borrower should notify the curator of any change in status of the loan or borrower, including change of address.
  18. Visits.  We encourage borrowers to visit Cornell, conduct research in the collection, and hand-carry borrowed specimens.
  19. Packing.  All shipments must be adequately packed.  See “How to Safely Box and Ship Pinned Insects” by G. A. Dahlem, 2012 (http://www.nku.edu/~dahlem/Shipping%20Specimens/HOW%20TO%20SAFELY%20SHIP%20PINNED%20INSECTS.html) for tips on packing specimens for shipment.