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Loans are temporary assignments of specimens from the University of ÃÛÌÇÖ±²¥ Museum of Natural History’s Paleontology Section to other museums, institutions, or individuals, when feasible, for purposes such as research, education, or exhibition. Specimen loans are a vital part of the Paleontology Section’s mission, promoting collections accessibility and encouraging scholarly use of the collections.

Most specimens in the collection – excluding type specimens and particularly fragile materials – are available for loan. Researchers are encouraged to visit the collections in person to access any materials that cannot be loaned. See the Access to Collections ±è²¹²µ±ðÌýfor more information. All loans must be approved by the appropriate Curator and Collections Manager.

Loans are typically made to individuals affiliated with recognized museums, educational institutions, or non-profit organizations. Exceptions may be granted on a case-by-case basis with Curator approval.

Loan Criteria and Conditions

• Student/Postdoc Requests: Loan requests from students (graduate or undergraduate) or postdoctoral researchers require an endorsement from a faculty advisor. In such cases, the loan will be issued to the faculty advisor, not directly to the student or postdoc.
• Specimen Suitability: Only specimens that can safely withstand packing, travel, and handling will be considered for loan. Specimens deemed too fragile will not be loaned unless special transportation arrangements can be made. Borrowers must return specimens packed in the same way they were received.
• Care and Handling: Borrowers are expected to care for loaned specimens to the same standards applied to their own intuitional collections. All labels, tags, and associated documentation must remain with the specimens. Specimens must be stored in secure cabinetry within a climate-controlled facility for the duration of the loan. Borrowers are fully responsible for any loss or damage.
• Research Costs: All costs associated with research on the loaned specimens are the responsibility of the borrower.
• No Transfers or Alterations Without Approval: Borrowers may not transfer, secondarily lend, repair, clean, alter, or restore any loaned specimens without prior written approval from the appropriate Curator and Collection Manager.
• Destructive Sampling, Reproductions, and Imaging: Destructive sampling, reproductions, or imaging of loaned specimens requires prior written approval from the Curator and Collection Manager. See the Destructive Sampling, Reproductions, and Imagingfor more information.
• Exhibition Loans: Specimens requested for exhibition must be insured with all-risk, wall-to-wall coverage. A certificate of insurance must be provided by the borrower before the specimens are shipped.
• No Commercial Use: Specimens may not be used for commercial purposes, or as props or models for private artwork. Exceptions may be considered if the request aligns with the mission of the Museum and the research goals of the Paleontology Section, and only after review by the appropriate Curator and, when necessary, the UCM Director.
• Attribution: Borrowers must credit the UCM – and when applicable, the appropriate government repository agency – in all publications, images, reproductions, presentations, or exhibit labels that reference or depict the loaned specimens. Catalog numbers must be used when identifying specimens. Proper attribution language will be provided as needed.
• Data Sharing: Copies of any ancillary data generated from the loan – such as reproductions, images, measurements, publications, or other media – must be submitted to the Paleontology Section and, in some cases, to the relevant government repository agency.
• Loan Duration: Loans are typically issued for one calendar year or less. They may be renewed upon written request submitted prior to the due date. The Curator and/or Collection Manager reserve the right to recall a loan at any time.
• Noncompliance: Failure to adhere to the loan conditions or to return specimens in a timely manner may result in denial of future loan requests and could be subject to legal action.
• Discretionary Authority: The Paleontology Section reserves the right to deny any loan request and to limit the number of specimens loaned at its discretion.

Requesting Loans

To request a loan from the Paleontology Section, please submit the following information to the appropriate Collection Manager.Ìý

• Borrower Information: Name of the borrower (and faculty advisor, if applicable), institutional affiliation, mailing address, and email address.
• Specimen Details: A list of the specimens to be borrowed, including catalog number, taxonomic information, and specific specimen parts (e.g., leaf, shell, tooth, track, eggshell, etc.) to be borrowed. Specimens can be searched using the Paleontology Section’s online databases.
• Purpose and Justification: A clear explanation of the intended use of the specimens and why these specimens are needed for your research, teaching, or exhibition purposes.
• Loan Duration: The requested borrowing period (note: the maximum loan term is one year).

Important: Requests involving destructive sampling, reproductions, or imaging must be requested separately and approved prior to the loan being finalized. See the Destructive Sampling, Reproductions, and Imaging ±è²¹²µ±ðÌýfor more information.