Specimen Loans

Policy for the Loan of Specimens in MBMCAS

The Marine Biological Museum, Chinese Academy of Sciences (MBMCAS) is committed to sharing its collection of over 800,000 specimens to support scientific discovery. To serve the international research community effectively within our available resources, we have established the following policy. To minimize the risk of damage during transportation, we encourage researchers to visit our collections in person. In addition, our curators can collaborate with you to examine specimens and provide the necessary data or images remotely.

1. Application Process

1.1 Loan applications must be submitted by faculty members holding permanent positions at recognized institutions (e.g., museums, research institutes, universities). Students or visiting fellows must apply through their permanent supervisor.

1.2 Applications must be submitted to the relevant curator or the director of MBMCAS. The request must include details of the requested specimens, duration of the loan, scope of the proposed work, intention to publish and names of all researchers involved.

1.3 A signature from the director of the applicant's institution is required for oversea applications.

2. Loan Limitations

2.1 Holotypes, rare and fragile specimens are not available for loan due to the risk of loss or damage. We recommend visiting in person or requesting high-resolution images or data instead.

2.2 Loans are limited to 20 specimens per request (or 10 for fish specimens). Exceeding these limits requires special approval from the Museum Director.

2.3 To prevent the potential loss of an entire group, requests for all specimens of a specific taxon at one time will not be granted.

2.4 Specimens currently under study by MBMCAS staff or involved in active internal research projects are temporarily unavailable for loan.

3. Terms of Loan

3.1 For international recipients, the standard loan period is six months from the date of receipt. Where possible, please request material only when the main taxonomic framework is completed and the loan can be returned to MBMCAS within a short period.

3.2 Material is supplied strictly for scientific research. Commercialization of MBMCAS specimens or data is strictly prohibited.

3.3 All loans are subject to a legal contract (Material Transfer Agreement) detailing the loan period, Intellectual Property Rights (IPR), and return requirements.

3.4 All specimen loans must strictly comply with the UN Convention on Biological Diversity (CBD) and the Nagoya Protocol, ensuring terms align with the original acquisition conditions of materials while conforming to China’s relevant national laws and regulations. Specifically for genetic resources, compliance with the Prior Informed Consent (PIC) principle and Benefit-Sharing obligations with the country of origin is mandatory.

3.5 The Museum generally do NOT cover the cost of outgoing shipments. The recipient is responsible for all costs.

4. Recipient Responsibilities

4.1 Recipients are prohibited from transferring specimens to third parties without prior written authorization from MBMCAS.

4.2 Recipients must ensure specimens are stored under appropriate environmental conditions and protected from insect infestation, mold, theft, or other harm. Original labels must never be removed or altered. If an error is found, the recipient must notify Museum curators to add a new label containing the correction, date, and identifier’s name.

4.3 If a recipients cannot complete the work (due to resignation, transfer, etc.), their original institution is responsible for returning the specimens immediately.

4.4 If a recipient cannot return specimens in time, they must contact curator for an extension. Failure to do so will be treated as an overdue violation

4.5 In cases of overdue returns, the Museum reserves the right to suspend future borrowing privileges for the researcher and their institution.

5. Destructive Sampling and Analysis

5.1 Any method that alters the specimen (dissection, sectioning, coating for SEM, Micro-CT scanning, etc.) is strictly prohibited without prior written authorization.

5.2 If authorized, destructive sampling must comply with the Regulations on Destructive Sampling Management of the MBMCAS.

5.3 Samples provided for destructive or invasive sampling requests are sent with the understanding that unused samples and data must be returned to the Museum unless otherwise agreed.

5.4 Inherently hazardous items will only be lent after a risk assessment and under specific regulatory terms.

6. Publication, Citation, and Data

6.1 The recipient must cite the MBMCAS registration numbers in any resulting publication or presentation.

6.2 If new type specimens are designated from MBMCAS loans: The Holotype and at least half of the Paratype series must be deposited at the MBMCAS unless otherwise agreed.

6.3 The recipient has to provide MBMCAS with a copy (PDF or reprint) of any publication arising from the loan, free of charge, as soon as practicable.

6.4 Molecular data derived from the loan must be linked to the specimen vouchers via public repositories (CNCB, GenBank, EMBL, DDBJ).

7. All loan terms have to comply with the relevant National Laws and regulations of China.

Guidance for specimen loan from MBMCAS

1. Arranging a loan

Loan requests should be sent to curators of appropriate collections group or Lead Curator of MBMCAS. Before contacting them, researchers have to prepare the information of the specimens such as original publications, MBMCAS numbers, sampling locations or times etc. this information will help curator find the specimens. Please be aware that it can take up to weeks or even months to fully assess and process loan requests due to the large volume of loans handled.

2. Lending restrictions

Holotypes, rare and fragile specimens are not available for loan due to the risk of loss or damage. We recommend visiting in person or requesting high-resolution images or data instead. The Museum retains the right to refuse loans, to request the return of loans before the end of the loan period and to take action against borrowers who do not comply with our terms and conditions for lending.

3. Loans for destructive and invasive sampling

The Museum considers requests for destructive or invasive sampling, including:

sampling of molecular (frozen tissue and genetic) collections, preparation of a thin section, subsampling of part of a specimen, coating for SEM, Micro-CT scanning, destruction of any specimens.

The Museum evaluates loans request based on number and importance of the specimen in our collections, purpose and results of the proposed research, research methods, possibility of alternative methods etc.

Destructive or invasive sampling of type specimens, historically important items or extinct or endangered species or taxa that are poorly represented in the collections are not allowed. Please check the Regulations on Destructive Sampling Management of the MBMCAS or contact curators for detail.

4. Publication, Citation, and Data

The borrower must cite the MBMCAS registration numbers in any resulting publication or presentation. If new type specimens are designated from MBMCAS loans: The Holotype and at least half of the Paratype series must be deposited at the MBMCAS unless otherwise agreed. The borrower has to provide MBMCAS with a copy (PDF or reprint) of any publication arising from the loan, free of charge, as soon as practicable. Molecular data derived from the loan must be linked to the specimen vouchers via public repositories (CNCB, GenBank, EMBL, DDBJ).

The Museum may require use of a Material Transfer Agreement to define obligations of borrower.