DCSIMG
Institute of Dental History and Craniofacial Study
EmailPrint

SRA and CA Collection Loan Requests

The Spencer R. Atkinson Library of Applied Anatomy Skull collection (SRA) and the P&S Comparative Anatomy collection (CA) are open to research by all qualified personnel. At the present time, all previous external loans have been recalled by the Institute of Dental History and Craniofacial Study (IDHCS), University of the Pacific. Only limited future external loans will be considered. Loans will be assessed on their scientific merit, with priority given to maintaining the integrity of the collections.

All loan requests must be submitted in writing on institutional letterhead and addressed to:

Curator
Ward Museum, Institute of Dental History and Craniofacial Study (IDHCS)
University of the Pacific, Arthur A. Dugoni School of Dentistry
155 Fifth Street
San Francisco, CA 94103

 A report of research findings must be provided to the Curator at the conclusion of a research loan regardless of whether or not a formal publication results.

Research and Teaching Loans

Faculty and Scholar Research Loans

The following information must be provided in research loan requests submitted by dental school faculty and by scholars and institutions outside of University of the Pacific:

  1. explanation of why loan is necessary, or why doing research at IDHCS is impossible;
  2. purpose of the loan, including a paragraph defining general research hypothesis and methodology and expected results;
  3. nature of study procedure, including anatomical structures to be examined or measured;
  4. method of examination or measurement, including calipers, other osteometric devices, 3D digitizer, photographic equipment, X-ray equipment, CT scan equipment, or other; and
  5. previous experience using calipers and 3D digitizer, if these instruments are to be used during your study.

Faculty Teaching/Demonstration Loans

A portion of the SRA and CA collections are available to faculty of the Arthur A. Dugoni School of Dentistry for teaching Selective classes or for short-term demonstrations in the classroom or laboratory setting. These are usually one- to two-day loans, but may be longer depending on need. On the day of the loan, the faculty member wishing to borrow specimens for class use purposes will be required to read and sign IDHCS's Faculty Teaching/Demonstration Loan form that contains the following: Instructor information: name, phone extension and e-mail address, class title and brief description, approx. class size; Specimen information: specimen catalogue number(s), juvenile or adult specimen, pre- and post-loaned condition of each specimen; Loan information: beginning and ending loan date(s), the IDHCS loan approval and approval date, loan return date, brief summaries of specimen care and handling guidelines, and acknowledgement of conditions governing loans. The Faculty Teaching/Demonstration Loan form serves as a means of efficient recordkeeping for IDHCS.

Research Loans to Students

Loans are not made to students. Students wishing to conduct research involving specimens from the SRA and CA collections must do so at the IDHCS where the collections are housed.

Exhibit Loans

A completed AAM Standard Facility Report (available for purchase on the AAM website: (under 'Bookstore') is required. The following information must be described in the exhibit loan request:

  1. purpose of the loan, including exhibit type and location;
  2. list of specimen numbers or number and types of specimens requested;
  3. explanation of why the specimens are needed for the exhibit; and
  4. a time framework, including shipping, photography, installation and exhibition dates.

Traveling Exhibit Loans

Loans are not made for traveling exhibit purposes.

Commercial Use Loans

The borrowing of specimens for commercial or business for-profit use is limited to those projects that result in products of educational, research, or otherwise scientific value. No products incorporating or based on the borrowed specimens shall be produced without individualized contract document development and licensing approval by University of the Pacific. (See "Commercial/Business Use and Images" section for specific policy regarding images of specimens from the SRA and CA collections.) To initiate the loan procedure, the following information must be described in the commercial use loan request:

  1. purpose of the loan, specifying all anticipated product development and product use;
  2. list of specimen numbers or number and types of specimens requested; and
  3. specific means of extracting product data from the specimens, including making casts, photographs, X-rays, CT scans, or other methods.

Loan Limitations

Ten specimens will be the maximum loaned at any one time. Loan requests subsequent to loan of the initial ten specimens will not be automatically granted and require submission of a new loan request. Rare specimens from the collections will not be loaned under any circumstances. Loans are not made internationally.

Loan Conditions

Borrower

Loans are not made to individuals. Loans are made to non-profit, educational institutions for educational and scholarly purposes. If an individual researcher is affiliated with a museum, the loan agreement must be signed by the Director or Registrar of the receiving institution. If the individual researcher is affiliated with an academic department, the agreement must be signed by the department chairperson.

Purpose of Loan

Specimens loaned by the IDHCS may not be used for any purposes other than that agreed upon. Specimens may not be lent by the Borrower or individual researcher to a third party without the written permission of the IDHCS.

Schedule

All non-teaching loans require a minimum of two months to process from the time that approval is granted and a final list of specimens is determined. Teaching loan requests should be submitted at least three weeks in advance.

Loan Insurance for Loss/Damage

The Borrower is responsible for the cost of insuring all borrowed specimens (and skull boxes used for transport) from the time they leave the IDHCS until the time they are returned. Prior to releasing specimens for loan, the IDHCS must receive from the Borrower a Memorandum and Certificate of Insurance from a fine arts insurance policy showing wall-to-wall coverage subject to standard exclusions with no deductible. Insurance coverage through the University of the Pacific is not available for purchase by the Borrower.

A Borrower who wishes to insure objects under their own insurance coverage should submit a copy of their fine arts insurance policy listing any deductibles and exclusions for review by the University of the Pacific Office of Risk Management. This information should be submitted when the formal loan request is made.

The Certificate of Insurance must show the value of each specimen to be insured for loss or damage as follows: adult, juvenile or in utero/newborn cranium or mandible, or both - $3000; cranium or mandible, or both, of a specimen exhibiting a pathological or anomalous condition (as determined by the IDHCS Curator) - $5000. The Borrower will be charged for any damage to specimens (see below) incurred during the loan period, including fragmentation of teeth, breakage of bone, and any other form of alteration of the specimens from their original loaned condition. Damage fees will be assessed between $50 - $200 per specimen per incident, based on the severity of the damage and time required for repair by IDHCS staff.

Recall of Loan

The IDHCS reserves the right to recall the loan for any reason and requires return of the recalled loan within three weeks.

Transportation/Packing/Storage

The method of transportation of loaned skulls is by hand carry only. The individual researcher, or a designated courier (the IDHCS staff, or a professional courier approved by the IDHCS and University of the Pacific), will hand carry the skulls to their destination. Each skull will be packed by the IDHCS personnel in a loaned skull box with appropriate packing materials prior to transport. The skull boxes and packing material should be stored in appropriate facilities for preservation. The researcher will repack loans in the same or similar material. If an IDHCS staff member or outside professional is chosen as the courier, all courier expenses, including airline tickets, lodging, courier fee (for supervising unpacking, mounting, installation, de-installation, and repacking), and any other unforeseen expenditures will be paid by the Borrower. At the designated destination, the researcher will make arrangements necessary for storage of the loaned skulls in a secured room prior to and after use.

Care/Preservation

The individual researcher will protect loans from mishandling, dirt, insects, fire, theft, and extreme variations in light, temperature and humidity at all times. Loans will be handled only by the researcher and experienced professional assistants. Specimen handling will be kept to a minimum. The researcher and assistants will comply with all special handling instructions required by the IDHCS in the Specimen Handling Guidelines. The researcher will not clean, repair or alter a loaned specimen (see below). The IDHCS reserves the right to inspect the installation and/or use of specimens at any time.

Security

For exhibit purposes, specimens must be displayed in closed, locked cases. For research or commercial purposes, specimens must be placed in closed, locked cases, so as not to be visible when in storage.

Damage/Loss

Regardless of who is responsible, if a borrowed specimen is damaged or lost while in transit, during unpacking or packing, when being examined, measured, photographed, CT scanned, videotaped, or X-rayed, during installation or de-installation of a display, or while on display, the event must be reported immediately by telephone, fax or e-mail to the IDHCS Museum Curator. If pieces of teeth or bone are broken off the specimen, every effort must be made to recover those pieces and return them safely to the IDHCS along with the specimen. The researcher may not carry out repairs without the permission of the IDHCS Museum Curator. Should any incident occur with regard to the borrowed specimen, whether or not damage is apparent, the event must be reported immediately and in writing to the IDHCS.

Examination/Mounting/Installation Restrictions

No marker, pencil, pen, paint or other marks of any kind may be made on the specimens during measuring, photographing, scanning, videotaping, mounting or installing. No tape, museum wax, dental wax, glue, nails, screws, staples, wires or other materials may be placed on or into the specimens.

Exhibit Labels

If exhibited, the specimen label should include the following credit line: "Spencer R. Atkinson Library of Applied Anatomy, University of the Pacific, Arthur A. Dugoni School of Dentistry, San Francisco, California" accompanied by the specimen's catalogue number.

Exhibit Publicity and Reproductions

While on display, specimens may be photographed for use within the exhibition space itself or for Condition reports. Permission for any other use, such as a publication, or printed or electronic promotional materials (i.e., posters, postcards, booklets, photographs, etc.), or items bearing those images (i.e., gift shop mugs, key chains, etc.), must be received in writing from the IDHCS. If the researcher receives permission to make photographs for the purpose of an electronic or print publication or publicity, or item of merchandise, the IDHCS requests one set of labeled photos and items for its archives. Photography by the general public is not allowed. Subjecting objects to any artificial or natural light beyond that agreed upon for display purposes requires separate permission from the IDHCS.

Catalogue/Publication/Research Findings

If a publication accompanies the exhibition or results from research, the IDHCS requests two copies for its archives. The IDHCS also requests copies of promotional materials that contain its specimens. If published, the specimen caption should include the following credit line: "Spencer R. Atkinson Library of Applied Anatomy, University of the Pacific, Arthur A. Dugoni School of Dentistry, San Francisco, California" accompanied by the specimen's catalogue number. A report of research findings must be provided to the IDHCS at the conclusion of a loan made for research purposes regardless of whether or not a formal publication results.

Loan Process

Loan Approval Letter and Loan Agreement

Following consideration of the initial loan request by the IDHCS Curator, and approval by the Museum Chairperson and Administration representative, the Borrower and individual researcher they represent will be notified of the approval, in writing, and provided with an invoice for administrative fees and related costs, if any. An itemized list of specimen insurance values will be included within the letter. Once the Borrower has complied with loan agreement conditions, and provided a Memorandum and Certificate of Insurance, the loan agreement will be signed by all parties. Once the loan agreement form is signed, no additions to the specimen list are permitted.

Loan Form

In addition to possible formal loan agreement documentation, on the day of the loan the researcher will sign an appropriate Loan Form that will contain, depending on which type of loan, some portion of the following information: specimen catalogue number(s); value of specimen(s); insuring party; researcher's name, phone number, affiliation and email address; brief description of the purpose of loan; proposed means of transport; anticipated date of return; age of each specimen; loaned condition of each specimen (see Loan Condition Report below); brief summaries of specimen care and handling guidelines, and acknowledgement of conditions governing loans. The Loan Form serves as a means of efficient recordkeeping for the IDHCS.

Loan Condition Report

A Loan Condition Report will be provided by the IDHCS Museum Curator within the Loan Form, at the time the loan is processed. The report will include documentation of the loaned condition of each specimen, including damaged and/or missing areas of the skull and dentition, and congenital conditions. Any changes to the conditions noted by the researcher should be reported immediately and in writing. The IDHCS may require interim Loan Condition Reports in certain cases. Unless the researcher gives notice within ten working days after receipt of the loan specifying any defect in, or other objection to, the provided Loan Condition Report, the researcher agrees that it shall be conclusively presumed that the researcher has fully inspected the specimens and acknowledged that they are in the condition specified in the Loan Condition Report.

Loan Period and Renewal of Loan

Loans are generally made for a maximum of six months. Requests for renewal must be made in writing to the Curator and received 30 days before the expiration of the loan. The loan will be reviewed by the Curator, Museum Committee, and Administration representative if more than two renewal requests are submitted.

Return of Loan

The researcher agrees to return the loan only to the IDHCS Curator, by the date specified in the signed loan agreement, unless other arrangements are agreed to in advance by the IDHCS.

Loan Fees

Loan Handling Fee

Research and exhibit loans are not subject to the administrative Loan Handling fee. Commercial use loans are subject to the administrative Loan Handling fee and will be charged a flat rate of $200 per specimen borrowed. This fee covers the cost of locating specimens, producing a Loan Condition report, processing forms, and packing, receiving and returning specimens to storage. Additional fees apply to commercial use loans that result in product development and distribution, as indicated in the Production of Images section.

Loan Request Cancellation Fee

Once a formal loan request has been received from a non-UOP researcher, and review by the IDHCS staff has begun, if the loan request is cancelled, withdrawn or postponed indefinitely by the researcher, a Loan Request Cancellation fee of $50 will be charged to the Borrower, whether the loan request was made on behalf of a prospective research project, exhibit or for commercial use. In addition, should the commercial use Borrower cancel a loan request after a cost, such as the Loan Handling fee, has been incurred by IDHCS on behalf of the Borrower, the Borrower is responsible for that cost.

Interpretation

In the event of any conflict between this agreement and any forms of the Borrower, the terms of this agreement shall be controlling.