Entomology Department

Loan Policy




The Borrower by signing the receipt for this loan agrees:


1.        To take care of the borrowed material and to maintain it in a secure and pest-free environment for the duration of the loan.

2.        To obtain prior permission from the Lender (National Museum, Bloemfontein) for all dissection/disassembling or other treatment of material, except where such treatment is the normal and necessary practice for the study or maintenance of such material. All dissected/disassembled parts must be retained with the specimens and returned, either attached to or in a vial with the source specimen, or labelled in such a manner to allow easy association of parts with source specimens.

3.        To retain all labels and accession numbers on all borrowed specimens/objects.

4.        In the case of revisionary work, where practical, to place a clear identification label on each individual specimen. Types especially should be clearly and distinctly labelled as such.

5.        Not to forward any specimens to a third party, without the prior permission of the Lender.

6.        To inform the Lender of any change of address of the Borrower.

7.        To return material on or before the expiry date of the loan, or to request an extension to the loan period.

8.        To ensure that specimens are properly and safely packed for return shipment.

9.        To return material by registered air parcel delivery service or in the case of types, courier service.

10.     To return all loaned material. Should the Borrower wish to retain duplicate specimens1, or deposit duplicate specimens in other collections, permission should be requested from the Lender, e.g. by sending a list of desired material prior to the return of the loan. All such requests shall be considered on merit. Prior permission must be obtained should the Borrower wish to deposit secondary types in the collections of other institutions. Permission for the deposition of secondary types in private collections is usually not granted. In no case is the retention of primary types or other unique material allowed.

11.     Copyright laws may apply to photographic and printed materials. When in doubt, please consult with the respective Curator.

12.     To provide the Lender with a pdf file or otherwise two reprints of publications based wholly or in part on borrowed material.




A.       Material is lent to bona fide researchers or users at the discretion of the National Museum, Bloemfontein.

B.       Specimens are only lent to graduate students via their respective Supervisors, and the safe keeping and return of such material is ultimately that Supervisors’ responsibility. Prior arrangements must be made and agreed for such loans.

C.       Specimens will normally only be lent to individuals associated with a recognised institution. Loans to private individuals are at the discretion of the Curator concerned.

D.       Analytical techniques on accessioned material, which may cause irreversible damage or destruction, are usually not allowed unless pre-stipulated, and ensuring that there is duplicate material. This may not be undertaken to holotypes. If in doubt consult the Lender.

E.       Please use the international coden BMSA when referring to the National Museum’s collections in print2.

F.        Please quote accession numbers when referring to specific items from the National Museum’s collections in print.

G.       Before publishing new entomological taxa, please obtain BMSA type numbers if available for each taxon from the Lender. Please publish these numbers with the descriptions.

H.       A list of the species and number of specimens in each species (with catalogue numbers where applicable) with return shipment would be appreciated.

I.         Blatant non-compliance with the loan conditions may lead to at least the loss of future loan privileges by the Borrower and /or the Borrower’s institution.


1A duplicate specimen specifically refers to specimen/s of the same species collected at the same locality, on the same date and by the same collecting methodology.


2Includes the insect collection of the Alexander McGregor Memorial Museum, Kimberley and the Diptera collection of the Department of Zoology & Entomology, University of Pretoria (both of which were formerly donated to the National Museum, Bloemfontein in 2009.