Agreement for Loan Of Herbarium and Other Preserved Specimens


Cameroon is a signatory of the Convention on Biological Diversity (CBD) and the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES). In using its collections and databases, LBZG/MCBCC intends to honour the letter and spirit of these conventions, and other international, regional and national laws and policies concerning the conservation and sustainable use of biological diversity, access and benefit-sharing, and the protection of traditional knowledge.

If our collections are to be of value to science and conservation, it is essential for LBZG/MCBCC to be actively involved in the distribution and exchange of biological material to other botanical gardens, scientific institutions and individuals throughout the world.

LBZG/MCBCC will supply herbarium and other preserved specimens, and associated data, on loan to institutions that meet the Criteria for Recipients (Section 6.2 LBZG (MCBCC) Policy on Access to Genetic Resources and Benefit-Sharing). Loan is made on the condition that it is used only for non-commercial scientific purposes.

Recipients of LBZG/MCBCC herbarium specimens and associated data will be deemed to have accepted the following conditions:

1. Loans are made only to approved botanical and research institutions and not to individuals.

2. Loans are made only for a period of 12 months. Application for the extension of loans should be made in writing two months prior the expiration date.

3. Loans may not be transferred from recipient institution to a third party other than the recipient institution or LBZG/MCBCC without the prior informed consent, in writing, of LBZG/MCBCC, and then under terms no less restrictive than those contained in this Agreement, unless otherwise agreed in writing by LBZG (MCBCC).

4. Loans should be handled with care and should be treated in a manner that will conserve them for future study. Writing, drawing, labels or determinavit labels on the sheet may not be removed, altered or defaced in any way.

5. Dissection and removal of parts should be restricted to taxon specialists, and done in a way that does not reduce the quality of the specimens for future use.

6. All specimens borrowed must be annotated before they are returned.

7. Any research publications resulting from the use of LBZG/MCBCC collections should acknowledge LBZG/MCBCC as supplier of specimens and associated data and consider LBZG/MCBCC staff as co-authors.

8. Recipient may not use the specimens or associated data for commercial purposes (for the definition of “commercialisation” see the attached LBZG (MCBCC) Policy on Access to Genetic Resources and Benefit-Sharing). If at any point in the future recipient wishes to use the specimens or data supplied for commercial purposes, recipient must first obtain the written permission of LBZG/MCBCC. Any proposed commercial use of the specimens or data to which LBZG/MCBCC agrees will be subject to a separate agreement between recipient and LBZG/MCBCC, and subject to approval from the Government of Cameroon.

9. Any benefits arising from the use of loaned specimens should be shared fairly and equitably with LBZG/MCBCC, local communities, and the Cameroon Government (see Section 9. of the LBZG (MCBCC) Policy on Access to Genetic Resources and Benefit-Sharing for a list of indicative benefits).

10. Access to all loaned specimens and associated data lodged in Recipient institution and supplied by LBZG/MCBCC will be facilitated for any Cameroonian researcher or student.

11. This Agreement will be subject to review one year after taking effect. In the event of disputes over the use of Material or Associated Knowledge, Recipient will cease use of supplied Material and Knowledge, and will return it to LBZG (MCBCC), until the dispute is settled according to agreed criteria.

12. This Agreement is governed by and shall be construed in accordance with the Republic of Cameroon law.


I understand that any herbarium specimen borrowed from LBZG/MCBCC pursuant to this Agreement will be subject to, and I agree to comply with, the conditions above.

Signed by:…………….……………………… Signed by:……………………………
NAME AND ADDRESS] Date:………………………………….
For and on behalf of RECIPIENT INSTITUTION

Signed by:

Signed by:


The following Material is transferred between LBZG/MCBCC and ________________________ in accordance with the terms and conditions of the Agreement for the Loan Herbarium Specimens, dated _________________________ 200(1).

By signing this Notification of Transfer, LBZG/MCBCC and ____________________ confirm that the Material has been collected, will be used, and is being transferred in accordance with all applicable laws and regulations, permits, prior informed consents and/or licenses.

Type of material supplied:

Date collected

Description of Material

Total number

Collection #

Collector name





























































Purpose for which material is supplied:

SIGNED BY:          DATE:



For and on behalf of [RECIPIENT INSTITUTION]:

Address of Institution:

SIGNED BY:          DATE:



For and on behalf of LBZG/MCBCC

A signed copy of this document will be forwarded by LBZG/MCBCC with each consignment of specimens. Upon receipt of the specimens, _____________________________ will countersign this copy and return it to LBZG/MCBCC as acknowledgement of receipt under the terms of this Agreement.


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