ESA2C Loan Information

Many of the analogue and simulant samples within the ESA2C collection are available for loan for a variety of purposes including research, technology development, equipment testing/calibration, and public outreach. Many of the samples have been prepared in a variety of ways including polished blocks, grain mounts, rock cores, and milled powders (among others). We appreciate that many of the potential uses for the materials in the collection are destructive, particularly ISRU processes, so material is available to loan for these purposes. However, while most applications are granted for destructive purposes, approval is dependent on the amount of material required.

If¬†you wish to borrow any of the ESA2C samples, please fill¬†out the blank sample loan form and send it to curation-esa2c@esa.int after renaming the loan form to include your name (instead of ‘blank’). Also, please see the example loan form for a guide to filling out the loan form prior to submission. If you are an undergraduate or postgraduate student, you will be required to provide a written letter of support from your supervisor, confirming your projects and the intentions of use of the material.

Please click here to download the loan request form.

Loan Terms and Conditions

Specimens from the ESA2C are available for loan subject to certain conditions, including approval of the ESA2C and SACF Curator. The SACF reserves the right to refuse to lend material. Researchers should contact the SACF before they embark on a major project that requires borrowing portions of the ESA2C, in order to determine if the collection can satisfy the needs of the borrower.

The SACF may terminate a loan at any time by giving at least 14 days written notice to the borrower, the borrower must return the loan within 14 days or contact SACF staff to facilitate return. The borrower may terminate the loan at any time by returning the specimens to the SACF and by notifying the staff appropriately.

Transfers of material on loan, to a different borrower and/or address, are not permitted without first consulting SACF staff.

Borrowers should abide by conditions agreed to with the Country of Origin under Prior Informed Consent, Mutually Agreed Terms etc. SACF staff will inform borrowers of any conditions associated with items on loan.

Loans are made only to staff or bona fide associates of recognised institutions. Each loan is the joint responsibility of the individual borrower and his or her institution. Loans for students or contractors will be made to their supervisor or manager, who will be held responsible for the material.

Requests for loans made to the SACF must include a justification and brief outline of the study plan that can be assessed by SACF staff for its suitability in terms of usage of the collection.

New borrowers must describe their position and technical experience in the loan request.

The borrower will only undertake sample preparation and forms of testing, be that invasive, non-invasive, destructive or reformative that have been agreed with ESA2C staff prior to the commencement of the loan. Should the borrower wish to perform any further forms of testing or sample preparation methods, SACF staff must be contacted in the first instance, in order to seek approval. All methods of testing and material involved in sample preparation must be extensively documented, and those details returned to SACF at the end of the loan period, so that the specimen may be assessed for future relevance as a sample analogue.

All data obtained from any testing on a loaned sample is to be returned to SACF at the end of the loaned period, or at a later agreed time (for example, following publication).

The borrower undertakes to ensure that the loaned items shall only be kept by them i.e. not passed to a third party without first consulting SACF staff who will advise on the proper recording procedure.

If the borrower temporarily leaves their institution for more than 4 weeks then proper arrangements for the care of the loan material during their period of absence must be made.

When items from the SACF (ESA2C) are on loan, this will not preclude the SACF from carrying out any research work; providing advice or information on any subject relating to those items to any other person or organisation.

The duration of the loan is to be agreed with the borrower before the loan commences, it shall not be more than 1 year in the first instance.

If the approved borrower wishes to retain the loan beyond 1 year then the loan must either be returned for inspection or inspected at the borrower’s host institution.  In all cases a justification for the reason for the extension of the loan must be made and the decision rests with SACF staff as to the best course of action.

A loan receipt must be signed and returned immediately to the SACF on receipt of the specimens loaned; this demonstrates safe arrival of the material and is taken as further agreement to be bound by the Loans Out regulations and conditions.

Reasonable costs incurred of servicing and curating an outgoing loan is to be borne by the SACF. The costs incurred for returning samples and materials to the SACF at the end of the loan period is to be borne by the borrower.

All specimens on loan must be treated with care and stored in suitable environmental conditions when not in use. Borrowed items must be stored and examined in an area where smoking, food and drink are excluded.

The institution in which the loaned specimens are to be housed and used must in all respects be safe and secure.  Any specific conditions relating to the loaned specimens will be detailed by SACF staff prior to the loan commencement date.

If for any reason the housing, security, environmental conditions, etc. specified by SACF staff cannot be maintained, the SACF must be consulted immediately as to the best course of action.

Any case of loss of, deterioration of, or damage to, an item on loan must be reported immediately to the SACF. The borrower may take immediate action and move the items to a different location (i.e. not the agreed borrowing institution) if the items are in immediate danger and if removal is necessary to prevent further damage, and removal is to a safe place.

All labels and related collections documentation provided by the SACF must be kept with the specimens and returned with them.

The borrower and borrowing institution must ensure that throughout the loan no photography, copies, casts, moulds or recording (in any medium) of the loaned items is permitted, except for the sole purpose of assisting research/study of the loaned specimens or the publication of the research.  If photographs are produced for these reasons, it is the borrowers responsibility to ensure the copyright of the photographs is vested in the ESA2C and, where requested by SACF, copies of all images, transparencies, digital files etc are to be returned with the loaned items at the end of the loan term.

If the borrower or borrowing institution wishes to use the loaned items for any commercial purpose, merchandising activity or promotion of the research within the media (including photography) they must request prior written consent from SACF for which a fee or royalty may be charged.

Borrowers must notify the SACF of publications arising from loaned specimens from the ESA2C and may be asked to provide copies of the title page, relevant text and figures (one of which must be original).  If any loaned specimens are cited or figured in any publication they must carry an appropriate reference and the ESA specimen number.

All the specimens must be returned so as to reach the SACF not later than the date specified on the loan agreement and loan receipt accompanying the specimens, unless an extension of time has been granted.

Loans returned by post must be securely packed (in material suitable for method of transport), registered, insured, or recorded, and sent by airmail wherever possible.  Loans may be sent by secure mail or courier services.  In rare instances they may also be carried by hand, in line with relevant Transportation of Dangerous Goods regulations. Specimens should be returned as they are sent, that is, in the same boxes. The borrower should notify SACF staff responsible for the loan that loaned material has been despatched for return.