Policy and Procedures of the
MSB Division of Genomic Resources
The Division of Genomic Resources (DGR) of the Museum of Southwestern
Biology (MSB) is a centralized repository for cryogenic material
from all MSB divisions at the University of New Mexico and other
individuals and institutions worldwide for which archival agreements
are extant. Collections include, but are not limited to, cryogenically
preserved samples of plant and animal tissues, whole organisms such
as embryos and parasites, and purified nucleic acids. Samples are archived
in ultra-low freezers at a minimum of –80 degrees centigrade.
Specimens are accepted for permanent deposition and available
for loans based on the policy outlined below.
- Under normal conditions,
loan of materials or access to the DGR database will be determined by
the curator in consultation with appropriate division personnel and/or
with appropriate donors. For recent accessions and for sensitive
materials it is divisional policy to consult with donors prior to
granting access to materials or information. The length of time such
restrictions remain in place will be determined on a case by case basis.
- Loans are made to institutions on behalf of
qualified researchers. Major professors must co-sign loan
requests for their students.
- A loan or information request will only be
considered if made in writing to the curator of the relevant collection.
- Loan approval may depend upon the volume of
tissue available and rarity of taxon.
- Preference is given to researchers who collect
- Any unused material (including molecular
extracts and ancillary products) not consumed in the study should be
returned to the DGR.
- Loans are normally made for a period of one year
and are for the sole purpose stated in the loan agreement. Use for
other purposes or re-distribution to other parties is strictly
prohibited without prior written consent from the curator of the DGR.
- The MSB Division of Genomic Resources is to be
acknowledged in all presentations and publications resulting from
loaned material. Reprints (PDFs) of published works shall be provided to the
Curator of the respective division.
- The cost of shipping and handling is to be borne
by the user except in cases where reciprocal agreements or other
arrangements are in place.
- Individuals receiving
loans of DGR material are considered official representatives of the institution to whom the loan is made.
Willful violation of the
conditions of the loan agreement may result in loss of use privileges for that institution.
- All accessions
(permanently archived material) from non-MSB individuals or
institutions must have written approval from the curator of DGR.
Long-term projects involving multiple accessions may be authorized
under a single agreement. Likewise, a single agreement with an
institution or agency where the DGR serves as the repository for
multiple accessions from that institution is allowable provided all
stipulations below are met.
- Donations of materials to the DGR are regulated
by policies of the MSB and the University of New Mexico (see MSB policy
manual for details). In most cases, tissues are accessioned without
conditions and become the permanent property of the University of New
Mexico. Exceptions will be considered on a case by case basis where
state or federal laws prohibit such donations or where especially
sensitive materials may be involved (also see loan policy below).
- Proof must be provided that
all material was legally collected and, for non-US samples, legally
exported and imported.
- All samples must be accompanied by
relevant data. This includes
identity and final deposition site of voucher material and other
appropriate information such as date
of original collection, geographic
location of the collection, collector, location and method of
amplification, GENBANK accession numbers, etc. Before samples will be
accepted into the DGR collection they must be marked with the DGR NK
number, issued by the collection manager or curator, unless otherwise
Procedures for Requesting Information or Loans
- Inquires about the Division of
Genomics Resources holdings must be
made in writing or e-mail to the curator.
Birds - Dr. Chris Witt
Mammals - Dr. Joe Cook
Fishes - Dr. Tom Turner
Amphibians and Reptiles - Dr. Howard Snell
- A request for a loan of
material must be made in writing on institutional letterhead (PDF) addressed
to the curator and copied to the collection manager. The request should
contain the following information:
- A brief outline of the goals, methods, and
project time-line justifying the use of the samples. Please include the
source of project funding (e.g. NSF, NIH with grant numbers), numbers of tissues collected by the researcher and those requested from
institutions other then DGR. Requestors should detail their efforts to contribute to the growth of these types of frozen archives.
- The list of specimens requested by taxon and NK
number. Please minimize the amount of tissue requested and note the preferred
shipping method. (e.g. Dry ice, 95% EtOH).
- A Fed-EX account number (or comparable
charge number) for shipping expenses.
- Copies of USDA, CITIES Institutional or other
appropriate permits (if required).
- Large requests may entail additional handling charges.
View loan request example
Loan Receipt and Conditions
- It is the borrowers
responsibility to immediately report specimen damage and/or
discrepancies in the invoice.
- Loans are made to other institutions by the
MSB-DGR and are subject to the condition that, should MSB desire to
recall any item for its own purposes, it may do so with 30 days notice
to the borrower.
- Frozen tissue must be maintained in an ultra-cold
facility (- 80oc freezer or liquid nitrogen) until
Patenting of products discovered through use of these specimens (or associated materials) is not allowed without the written consent of MSB. This is a loan for the specified project only. Material is non-transferable. Used portions or products must be returned to MSB within 60 days of completion of this work. Please use the NK and MSB catalog numbers in any sub samples or product.
If appropriate, please acknowledge this collection in any publications or exhibits resulting from your use of this material.
Upon completion/publication of your work, please send a reprint ( PDF) of publications (with note as to what loan # and specimens the publication is derived from), and a list of GenBank accession numbers with corresponding MSB/NK numbers to the address below.
- Each specimen that is sequenced should be given a separate GenBank accession number, even if the sequence is identical to other individuals.
- GenBank accessions should report the MSB catalog number (e.g. MSB:mamm:XXXXXX) in the “specimen_voucher=” field. If the specimen only has a MSB:DGR NK number then the citation should be MSB:DGR:NK:XXXXX.
Great care should be taken in packing
specimens for return shipment. Use the following information as a guideline for shipping:
- Frozen tissue: Use a minimum of 10lbs of dry ice
for overnight shipments. Tissues should be double bagged in plastic to
- Alcohol preserved tissues may be shipped in a
secure container at room temperature.
- DNA may be shipped in a secure container at room
- Place a copy of the loan invoice in an envelope
attached to the outside of the shipping container. Insure loan and
shipment for the maximum amount allowable.