Allan Herbarium Policy

Goals

  1. To develop a comprehensive, scientifically based collection of specimens representing vascular and non-vascular plants, lichens and algae that are specimens of
    a. native or naturalised taxa in New Zealand and its offshore territories
    b. related floras or taxa,
    c. taxa from the South Pacific region
    d. reference material of other exotic or cultivated taxa that are deemed to be of interest.
    These collections are to be representative of the taxonomic, morphological, geographical, and ecological ranges of variation.
  2. To ensure that specimens and associated data are maintained to acceptable international curatorial standards to maximise their usefulness for taxonomic and other appropriate research.
  3. To act as a repository for permanent voucher specimens of plants used in important research studies.
  4. 4. To provide herbarium services, including provision of information, loans and exchange (as permitted by funding and regulations).

Guiding Principles

The guiding principles for the management of the Allan Herbarium are

  1. Maintain quality and integrity of the specimen
  2. The quality of work has priority over the quantity of work completed.

Policy Statements

1.  Herbarium management and administration

  1. The Herbarium Director is responsible for maintaining the herbarium management and curation to international standards.
  2. The Herbarium Director, and other persons designated by the Herbarium Director, are together responsible for the execution of the policy.
  3. A list of any delegated responsibilities will be maintained.

2.  Collection management and curation

  1. The curation, management, and general care of the Herbarium are the ultimate responsibility of the Herbarium Director.
  2. The Herbarium Manager is responsible for the execution of Herbarium policies.
  3. The Herbarium Database Manager is responsible for the execution of the Herbarium Database policies
  4. Practices of curation and management shall be consistent with the best available information on the subject and shall include protection against theft, fire, moisture, insect infestation, and other hazards.
  5. Archival materials will be used for specimen preparation and curation.
  6. Curation and management of specimens shall follow the guidelines specified in the Herbarium Standards and Procedures.
  7. The Herbarium will maintain an Emergency Response Plan and the necessary equipment to deal with small and localised emergencies.
  8. An Integrated Pest Management strategy will be maintained.
  9. Guidelines for specimen handling will be maintained in the Herbarium Standards and Procedures, and followed by all herbarium users.

3.  Documentation and databases

  1. Policy and procedures will be formally reviewed annually, and if a new version is required it will be authorised. However, these will be continually assessed and modified during the year.
  2. All data relating to specimens is to be adequately recorded and preserved following guidelines in the Herbarium Standards and Procedures.
  3. Each item accessioned into the Herbarium will be registered and databased to the standards outlined in the Database Standards Manual.
  4. All information that is present on a specimen, including subsequent annotations, shall be added to the database. These data shall be recorded strictly as per specimen using procedures in the Specimen Database Manual.
  5. All documents relating to the management and curation of the Herbarium will be maintained on shared network space.
  6. In accordance with the Statement of Corporate Intent, all data relating to specimens in the Herbarium shall be available for public access, unless disclosure of such information is considered likely to endanger the survival of a group of plants in the wild or for any other valid reason.
  7. Authority for withholding data lies with the Herbarium Director.
  8. Expenses associated with providing data and commercial use of data associated with herbarium specimens will be in keeping with the Statement of Corporate Intent.
  9. The use of any data obtained from Herbarium sources is to be fully acknowledged.
  10. Data may not be passed to any third party without the permission of the Herbarium Director.
  11. A data agreement will be required for all uses of specimen data, excluding research by herbarium staff only.

4.  Access to and use of the Herbarium

  1. The Herbarium is to be available to bona fide researchers for taxonomic and/or associated botanical research.
  2. Authorisation is required for individuals or representatives of other organisations to use the herbarium. Authority to permit or deny access rests with the Herbarium Director.
  3. Access will be by appointment only, except in extenuating circumstances.
  4. All visitors to the herbarium will be given an induction on relevant containment requirements and Herbarium procedures, including the correct method of handling specimens.
  5. The Herbarium is open to approved visitors Monday to Friday between 8.30 am and 4.15 pm.
  6. Visitors to the Herbarium will obtain permission prior to photographing (also see section 15), annotating, or dissecting any part of a specimen.
  7. Specimens must not be removed from the Herbarium and environs.
  8. Permission to access collections for bioprospecting or other commercial activity will only be granted subject to provision of documentation demonstrating that appropriate tangata whenua have been consulted and approve the research activity.

5.  Accession and acquisition of specimens

  1. All specimens that are accepted into the Herbarium will be given a unique Herbarium accession number.
  2. Additions to the Herbarium shall be made with due consideration to the scientific value and the long-term implications of curating the specimens.
  3. New accessions to the Herbarium shall be of taxa described in Goals.
  4. Priority will be given to poorly known groups, specimens of threatened or uncommon New Zealand taxa, specimens from previously unknown localities, and indigenous and exotic taxa being studied by staff and associates.
  5. Prior to the proposed acquisition of any specimens, in particular specimens that form the herbarium of a private individual, approval must be obtained from the Herbarium Director.
  6. Specimens to be accessioned should be in sufficient quantity and of good quality, and preferably include reproductive material and/or diagnostic vegetative material. Associated data should at a minimum include provenance, the date collected, and the collector and be in a form that is readily retrievable.
  7. The Herbarium Director may reject specimens proposed for accession.
  8. All specimens lodged in the Herbarium become subject to the custodial and curatorial policies and procedures of the Herbarium.
  9. No specimens will be accepted that have been collected in contravention of any current international law or conventions, or in contravention of any New Zealand Government laws or regulations.
  10. Contributors may be required to sign a declaration that they are legally entitled to deposit the specimens, and that the Allan Herbarium may use the specimens and associated data as outlined in the Herbarium policies and procedures.
  11. Copies of collecting or other related permits, or all relevant extracts of each permit, must be provided when specimens are deposited.
  12. Employees, volunteers, and associates shall not use their connection to the Herbarium to promote personal collecting or for commercial gain.
  13. All specimens accessioned into the Herbarium will be incorporated into the main collections.
  14. Photographs received by staff of specimens held in other herbaria shall be accessioned.

6.  Accession numbers

  1. All accessions to the herbarium will be given a unique herbarium accession number preceded by the herbarium acronym CHR.
  2. If duplication of accession numbers occurs new number(s) will be assigned as outlined in the Herbarium Standards and Procedures.

7.  Donations and bequests

  1. Donations or bequests of specimens may be accepted from individuals and institutions. The Herbarium Manager reserves the right to assess the suitability of the specimens for accession (see sections Goals and 5), or otherwise dispose of parts of it after donation.
  2. Donated or bequeathed material shall be incorporated into the main collections. Donations that are made conditional on separate housing will not be accepted unless the format renders normal incorporation impractical, or the specimens are of exceptional scientific or historic value.
  3. Where conditions of the donation or bequest conflict with Herbarium policy this shall be resolved by discussion with the donor, bequestor, or their trustees.

8.  Exchange specimens

  1. An active program of specimen and data exchange will be maintained with approved herbaria in New Zealand and overseas, in accordance with regulatory requirements and accessioning priorities.
  2. Where possible, information associated with the specimens should be provided in an electronic format.

9.  Deaccessioning

  1. Deaccessioning can only be approved by the Herbarium Director.
  2. Specimen material registered in the Herbarium may be deaccessioned on the grounds that it is of no value due to poor quality, an absence of useful collection and provenance data, excessive damage to or degradation of the specimen.
  3. Deaccessioning shall not be considered where the specimen is a cited voucher for a published scientific study, a voucher for work in progress, is a taxon that is poorly represented in the Herbarium, or is of historical significance.
  4. When deaccessioning is approved, the deaccessioning event shall be recorded in the Herbarium database.

10.  Destructive Sampling

  1. Any destructive sampling for scientific purposes will be allowed only with written permission of the Herbarium Director. The amount of material to be used for destructive sampling shall be clearly defined.
  2. When destructive sampling occurs the specimen is to be annotated indicating the type of material taken, date, by whom, and their institutional affiliation.
  3. Copies of publications resulting from the destructive sampling are to be sent to the Herbarium.
  4. Residual material resulting from destructive sampling, including DNA and chemical samples must be returned unless this provision is waived by the Herbarium Director in exceptional circumstances.
  5. DNA or other components of the specimen removed during destructive sampling are not to be passed to third parties without express permission of the Herbarium Director.
  6. Destructive sampling of TYPE material will not be allowed under any circumstances.
  7. Destructive sampling for bioprospecting is normally not allowed and will only be approved if it can be demonstrated that the activity is being conducted with the support of iwi, hapu or whanau exercising mana whenua over the localities from which samples were collected.
  8. Approval to use herbarium samples as sources of DNA for experiments involving genetic modification as interpreted by ERMA NZ under the HSNO Act will not be given unless documentation is provided to demonstrate that iwi hapu or whanau exercising manawhenua over the collecting locality do not oppose the activity.

11.  Loans from other institutions

  1. Loan requests are made on behalf of staff by the Herbarium Director.
  2. All inward loans are made to the Allan Herbarium and not individual researchers.
  3. Specimens are not to be removed from the Allan Herbarium Containment Facility.
  4. All inward loans are to be stored under protective conditions.
  5. Loans are subject to additional and/or overriding policies and procedures of the lending institute. Researchers must be familiar with these conditions prior to examining any loan specimens.
  6. Material may only be removed from the herbarium specimens in accordance with the policies of the lending institute. This may require prior written approval from the lending institution.
  7. Prior to being returned to the lending institution, the specimen shall be annotated in accordance with the requirements of the lending institute. In absence of these guidelines researchers are encouraged to provide supplementary labels that include their name, date, and other relevant comments (e.g., confirmavit, redeterminations).
  8. The lending institution is to be acknowledged in an appropriate form in any publications that present results derived in whole or part from use of the loan specimens.
  9. Portions of dried specimens that are deliberately removed (e.g., for rehydration) or accidentally dislodged are to be placed in a suitable packet with a slip bearing the registration number, or the collector name and number, and reattached to the sheet.

12.  Loans to other institutions

  1. Loans are made to other accredited institutions, normally for taxonomic and systematic study at the discretion of the Herbarium Director. [Delegated to Herbarium Manager.]
  2. Loans are made to recognised botanical institutions, and not to individual researchers.
  3. Loans are made for research that does not impinge on the safety and integrity of the specimens as archival objects.
  4. Requests for loans are only accepted from the head of a recognised botanical establishment who will be expected to accept responsibility for the safe custody and return of specimens.
  5. Specimens must not be removed from the institution to which they were consigned without the written permission of the Herbarium Director. [Delegated to Herbarium Manager.]
  6. No overseas loans will be made if the taxon is being actively studied by New Zealand researchers, unless a prior agreement has been made with the New Zealand researcher.
  7. For each taxon only half of the specimens held in the herbarium will be sent on loan; if necessary the remainder can be sent when the principal loan is returned.
  8. Destructive sampling policies and procedures apply to all material on loan.
  9. The normal period of a loan is 12 months. This may be extended at the discretion of the Herbarium Director at the time of lending or following receipt of application for an extension of the loan. [Delegated to Herbarium Manager.]
  10. Loans must be stored under protective conditions, and may not be removed from the Herbarium environment. Type specimens must remain in their red-bordered folders except during examination.
  11. Existing labels, sheets, annotations etc. must not be altered, removed, obscured or defaced in any way. No annotations should be made on the original labels or sheets, and existing labels, notes etc. must not be removed, covered or defaced.
  12. Annotations should be made using material of archival quality.
  13. Specimens must be annotated following the guidelines enclosed with each loan.
  14. No portion of a specimen is to be retained unless express permission has been given in writing by the Herbarium Director. [Delegated to Herbarium Manager.]
  15. Loans must be returned by insured or registered post and carefully packed in accordance with NZNHN Standard for Packaging Specimens.
  16. Loans of specimens must conform to CITES, Biosecurity and HSNO regulations, and the loan of type material must conform to the Protected Objects Act 1975.
  17. Use of loan specimens in projects of a commercial nature requires separate and specific permission from the Herbarium Director.
  18. The Allan Herbarium must be acknowledged in an appropriate form in any publications that present results derived in whole or part from the use of loan specimens. A copy should be sent to the Allan Herbarium of any publication resulting from study of loan material.

13.  Type and historic specimen policy

  1. Type specimens and specimens of exceptional historical significance of all groups are to be stored in cabinets that are dust, water, and fire proof.
  2. Type specimens mounted on sheets are to be placed in red-bordered folders that are designed to catch any fragments that may break off.
  3. Type specimens must be clearly identified as such by the attachment of a type flag.
  4. No parts are to be removed from type specimens, unless written permission to temporarily remove a portion of the type specimen is granted by the Herbarium Director.
  5. Type specimens of Spermatophytes will be photographed prior to going on loan.
  6. Type specimens that are deposited in the herbarium must be clearly annotated as a type specimen.
  7. All annotations attached to type specimens should be signed by the author of the annotation.

14.  Volunteers

  1. Volunteers may assist herbarium staff in various activities that are deemed to develop and enhance the herbarium as a biological resource.
  2. Volunteers will be engaged of their own free will and without financial payment.
  3. Volunteers will receive training to enable them to be able to perform their assigned duties.
  4. Volunteers report to the Herbarium Director.
  5. The contribution and standard of work of volunteers will be evaluated periodically by the Herbarium Director. The Herbarium Director may discontinue the service of a Volunteer on the grounds that their work is of insufficient standard, or if behavioural or compliance issues occur.

15.  Photographing specimens

  1. Specimens may only be photographed, photocopied or scanned by Allan Herbarium staff. Other users of the Herbarium may not photograph, photocopy or scan specimens, except in exceptional circumstances and only with the prior express written permission of the Herbarium Director.
  2. Specimens may only be photographed, photocopied or scanned when this is performed in a manner that does not damage the specimen. Specimens may not be inverted, exposed to lighting that may damage the specimen, or other damaging actions.
  3. Landcare Research shall own the copyright in all photographs and other images of specimens, irrespective of whether the person who took the photograph is a Landcare Research employee or not. Researchers or other users of the Allan Herbarium who wish to reproduce photographs or images of specimens are to advise Landcare Research of the purpose of such reproduction, and Landcare Research will, except in exceptional circumstances, allow the reproduction of the photograph or image for that purpose.
  4. Reproductions of photographs or images of specimens must acknowledge the Allan Herbarium as the source of the specimen and Landcare Research as the owner of the copyright in the photograph or image.

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