VIMS Nunnally Ichthyology Collection Policies and Procedures

PPD-0111

This document presents the policies that govern borrowing materials from the VIMS Nunnally Ichthyology Collection, and provides guidance on other uses of the Collection.

Loans

Specimens in the VIMS Nunnally Ichthyology Collection are available for use for research, education, or outreach activities by both VIMS employees and qualified individuals outside of the Institute.  Loans can be arranged by contacting the Collection Manager, VIMS Ichthyology Collection with a listing of desired specimens (i.e., common names, scientific names, or VIMS catalog numbers).  A list of collection holdings can be found at the Fish Collection Database.

Loan requests are generally processed within one to two weeks, depending on specimen availability.

Borrowing of or removal of collection specimens without a loan invoice generated by the Collection Manager is not permitted, except when the specimen will not leave the Fisheries Science Laboratory building or Nunnally Hall. 

If specimens will not leave the Fisheries Science Laboratory building or Nunnally Hall, an “In-House Loan Slip” (available in Nunnally 106) should be filled out and left on the shelf where the specimen was located.  For tracking purposes, please alert the Collection Manager prior to borrowing, indicating what specimen(s) will be removed, the purpose of the loan, and the expected duration of the need for the specimen.  Specimens should be returned to the "In-house Loan Returns" shelf located just inside the collection room, not re-shelved. 

Prior approval of the Collection Manager or Curator is required if specimens are to be dissected, cleared and stained, or otherwise altered.

Collection Tours

All tours, even informal tours with family members or prospective graduate students, should be arranged in advance with the Collection Manager.  Tours will not be permitted during periods when chemical exposure may be a safety hazard (e.g., during coffin maintenance or during preparation of oversized specimens).

Acquisitions

The Collection Manager should be contacted for information regarding specimens for deposit into the collection.  Consideration will be given to research specimens (particularly resulting from VIMS research), rare collections, unusual occurrences, or other material requiring long-term preservation.  Specimens should be either frozen or formalin fixed and should include detailed collection data affixed to the specimen (collector, date, locality, etc.).  If not the result of VIMS research, please provide documentation that the specimens were collected legally and are to become the property of VIMS (e.g., copies of collection permits and deeds of transfer); information on appropriate documentation can be provided by the Collection Manager.

Publications

The Collection Manager should be provided with the citation and copy of any paper published with reference to collection specimens.  A bibliography of papers on collection specimens can also be provided by the Collection Manager.