We have a difference in procedure and loan conditions between zoological/geological and botanical loans. Both options are described in detail below.
Zoological & geologicalloans
A researcher can submit a loan request for scientific research. However, before submitting a request, it is necessary to read the scientific loan conditions carefully to see whether you can meet them. Also check if you really need the object physically, sometimes a detailed photo can be sufficient and then the safety of the object does not need to be risked unnecessarily during transport. You can also submit a photo request via the loanoffice.
Naturalis does not lend any unique material or primary type material and only objects that are in good condition can be lent. In addition, the researcher responsible for a loan must always hold a tenured position at the institute where the research takes place. If a non-tenured researcher performs the research, this must also be stated immediately in the loan application and a tenured researcher will be responsible for the loan.
Submitting a scientific loan request
If you submit a scientific loan request, this must at least state what you want to borrow, for how long you will need this material for the research, where you will conduct the research and contain a research proposal.
- Download here our loan agreement for scientific research
- Download here our sample policy and agreement
- Download here our instructions and agreement for media use of the scientific collection
A loan request for scientific research can be emailed to loanoffice@naturalis.nl. After receiving this loan request, it will be submitted to the relevant collection manager, who ultimately approves or rejects a request. It is also possible that the collection manager contacts the researcher requesting more information about the research.
Processing a scientific loan request
Please note that this may take some time. We try to process a scientific loan application within two weeks, but sometimes this is not feasible due to circumstances.
It is also possible that a loan request is rejected. This does not necessarily mean that the object is not available for research. Therefore, please contact the registrar (loanoffice@naturalis.nl) or the relevant collection manager to see whether a visit to Naturalis is possible in order to be able to conduct research with the object in question.
Botanicalloans
The herbarium collections of the Naturalis Biodiversity Center (NBC) are available for study by all qualified visitors. Requests for the loan of specimens will be considered from recognized botanical institutions or departments. Specimens are normally sent on loan for a period of 12 months. If extension of the loan period is required, the receiving institution must make an official request in which it states that the loan is still complete and that the specimens are undamaged. We reserve the right to request the return of our loan material at any time.
Deep-freezing now disinfects the collections of the NHN. However, in the past the collections have been treated with mercuric chloride to prevent insect damage. As it is not always indicated on the sheets whether they have been treated with mercuric chloride, all material must be handled in such a way that the health of the user is not endangered.
It is stressed here that the NHN intends to honor the letter and spirit of the Convention of Biological Diversity in the use of its collections. This means that under this agreement the material sent on loan, or a derivative thereof, may not be commercialized. Commercialization includes, but is not limited to, sale, filing a patent application, obtaining or transferring intellectual property rights or intangible rights by sale or license or in any other manner, commencement of product development, conducting market research, and seeking pre-market approval.
Acceptance by the recipient of the material sent on loan constitutes an agreement by the recipient to comply with our loan conditions. If the recipient is unwilling to accept the material under these conditions, the material must be returned.
Requesting loans
Requests for loans should be made to the collection managers of the NBC at botaniecollectie@naturalis.nl by a recognized botanical institution or department, which will be responsible for the safe custody and return of the loaned specimens. Please state for whom the material is being requested and the nature of the project. Please provide the names and possible synonyms under which the specimens are likely to be filed and specify the geographic region(s) desired for the requested species. Please do not request type specimens. The NBC imaged all herbarium sheets, including type specimens, which can be consulted on www.bioportal.naturalis.nl or www.gbif.org.
If a requested loan involves a significant quantity of specimens, we encourage the investigator to visit our herbarium.
Return and transfer of loans
Specimens should be packed in a similar way to that in which they were received. All loan returns and correspondence concerning the loans should be addressed to the loans officer. The receiving institution may not transfer loaned specimens without our permission and permission of willingness to accept transfer from the proposed recipient (which must be another recognized botanical institution). An acknowledgment of the receipt by the receiving institution must then be sent to Leiden. Also possible by email to: botaniecollectie@naturalis.nl.
Handling
The sheets must be handled with the greatest care. Please do not bend or fold the sheets or lay them face downward (as for photocopying or scanning). Sheets should be stored in their protective covers and neither sheets nor covers should be directly annotated (see below).
Annotations
Identifications and/or confirmations should be given on separate labels, signed by the user. The labels should not be glued to the sheet, but rather slipped behind a label or branch so the collection managers may glue them upon adjustment in the database. The annotation labels should be typed or printed, written labels should be legible and prepared in permanent ink. The labels must include taxon name, the investigator’s name, and date of identification. For taxa at the rank of species and below, the name(s) of the author(s) should always be included, preferably using the standard list of Authors of Plant Names, ed. Brummitt & Powell (Kew, 1992). Existing labels must not be removed or damaged and no alterations in the text are allowed. Please do not annotate on the sheets, old labels or covers.
Citation & Exchange
It will be highly appreciated if borrowers will:
- Quote the Naturalis Biodiversity Center in their publications.
- Inform the NBC about the books and/or journals in which their results are (to be) published, and send at least one copy of their publication(s).
- Assist in filling possible gaps in the collections of the NBC by offering duplicates from their own collections.