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LFL COLLECTION POLICIES AND PROCEDURES MANUAL 10 Documentation of Use-Requests, approvals, and conditions-of-use agreements are necessary documents maintained in LFL files for protection of the collection, LFL, and users. Visitor Use-LFL prefers that collections be used within the confines of its own facilities. The laboratory includes several workstations that are available to visitors when they are not in use by LFL staff. Advance arrangements must be made with LFL staff for extensive use of LFL facilities. Visitors to LFL, regardless of purpose, are asked to sign a guest register and note the date, their affiliation and address, and their purpose. Loans-When on-site use of specimens is impractical, LFL will consider requests for loans. Loans are generally approved for no more than a year at a time, but requests for extensions or renewals will be considered. Failure to return loans on or before their due date can result in rejection of future requests for collection use. In all cases, LFL reserves the right to prematurely recall loans if the curator determines there is a greater immediate need for that material by another researcher or if there is cause for concern about the safety and care of loaned material. Each loan is accompanied by two copies of an invoice that specifies the loaned material, pertinent catalog or collection data, any special conditions, and duration of the loan. The borrower is expected to immediately inventory and check the condition of material received, note any problems, and sign, date, and return one copy of the invoice. Documentation and management of loans and printing of invoices for the loan of cataloged material are handled through LFL's collection catalog and management system (custom version of MUSE). Similar documentation and invoices are prepared and filed for loans of backlog material. Specimens are generally shipped with copies of their lot labels in well sealed plastic vials or bottles which are in turn packaged in a sturdy conugated cardboard box to minimize chances of loss or damage. If glass containers are used, they must be especially well cushioned and packaged so as to prevent movement and glass to glass contact; they also may be secondarily sealed in heavy plastic bags in case of breakage. Specimens are to be similarly well packaged for return by the borrower. Especially valuable collections may be shipped one half at a time to reduce chances of loss. Collection material should be handled by a carrier that can ensure that it will not be exposed to freezing temperatures or excessive heat and that it will arrive at its destination within a reasonable period of time. U.S. Postal Service, library rate is often adequate. Shipments should be insured (minimal amount) to facilitate tracking if a shipment becomes lost in transit. International loans may be subject to special forms and permits. Specimens borrowed by LFL staff from other collections will be treated according to the same policies for use except as alternatively required by the lender. User Costs-When collection use requires more than an hour of assistance, shipping and handling time, or more than four hours of LFL facilities use for the same project, LFL may require compensation at its standard rate for taxonomic services by senior staff. LFL may also request borrower reimbursement for shipping costs that they exceed $10. Exceptions to these fees may be provided for in contracts with LFL. Agreement to cover these costs may be an additional condition for use of LFL Collection specimens.