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Refiling specimens

  • Please do not refile any sheet that you have annotated. Set them aside so that they can be brought to be digitalized.
  • Please refile any other specimens when you are finished with them, paying particular attention to the filing sequence.


  1. For Mounted Specimens
    Annotations should be legibly written in permanent ink (never ball-point pen) or printed on annotation labels. Annotations, preferably on labels approximately 2.5X10 cm, should bear the accepted name of the taxon, the name of the investigator and his or her institution and acronym and the date of annotation. Annotations should be glued to the specimen above or near the original label to facilitate filing and future study. All existing labels, annotations, etc. must not be removed, obscured or altered in any way. Where a sheet is found to contain two or more taxa, each element of the mixture should be clearly indicated with a separate determination slip. Please consult a staff member for printing larger quantities of annotation slips.
  2. For Unmounted Specimens
    Please fill out a chit for each specimen determined indicating collector and number, your identification, your name and institutional acronym, date of your determination. Place the chit in the newspaper fold with the plant. Please do not mix the contents of folders. Gift specimens will be sent to you whenever possible. If you wish a loan of unmounted material, contact one of the herbarium assistants.

About Loans of Herbarium Specimens

  1. Selecting loans You are encouraged to select specimens that you wish to receive on loan, but a letter of request must be received from the curator of your herbarium before the material can be sent to you. Once the request letter (sent via normal mail or by e-mail), which should be addressed to Dianxiang Zhang, curator of the herbarium (e-mail:, or Feiyan Zeng, curator assistant (e-mail: ), is received and the specimens processed, the loan will be shipped.
  2. Regulations governing loan of herbarium specimens The South China Botanical Garden herbarium serves the nation and the world as one of the leading resources of plant research materials. In order to insure that those collections are used in the best interest of proper contemporary studies and are protected and effectively preserved in the interests of future research, the following regulations are made:
    Loan conditions
    • Loans are made to botanical institutions or departments engaged in taxonomic research and postgraduate instruction. Ordinarily, loans are not made to the individuals.
    • Written loan requests must be submitted to the Curator or Curator assistant of the herbarium.
    • Loan requests should state: the name(s) of the workers on whose behalf they are made, the basic reason for the request, the precise nomenclatural or taxonomic scope of the study, including any synonyms, and the precise geographical range of the investigation, if applicable.
    • Upon receipt of shipment, please verify the number, sign and return the copy of the invoice to the curator or curator assistant of the herbarium.
    • Loans are made for a period of one year. If there is need for further retention of the material being studied, a request for an extension of the loan period should be made to the curator or curator assistant of the herbarium.
    • Loans may be transferred to another institution only after permission is obtained from all institutions involved.
    • The herbarium reserves the right to request the return of its materials at any time.
    Removing material from specimens
    • If you wish to remove material from mounted collections, you must first receive approval from the curator or curator assistant of the herbarium and then follow the following appropriate guidelines for sampling.
    • Structures (seeds, fruits, leaf fragments, wood, flowers/spore-bearing structures etc.) may be removed only if there is ample material from which to select. Material in the fragment packet should be selected whenever possible. The entire structure or other parts of the specimen should not be damaged in removing the sample.
    • Only the minimum amount of material needed may be taken.
    • Only one or two specimens per taxon may be sampled; pollen/spores may be removed from no more than one flower/structure per sheet. If possible, the entire flower/structure should not be damaged.
    • A specimen may not be sampled a second time.
    • Sampling is restricted to non-type specimens.
    • Any sampled specimen must be clearly annotated with what material was removed, by whom, for what purpose, etc. on an annotation label.
    • DNA sequences must be registered with GenBank/EMBL accession numbers. For scanning electron microscope studies, a photograph (ca. 7X10 cm) of the structure should be returned to the IBSC. Each photograph should provide the collector’s name and number, name of taxon, IBSC accession number, and magnification, so that they can be easily associated with the mounted specimen.
    • Acknowledge both the “IBSC” and each individual collector of material provided in each publication in which data is used.

    All South China Botanical Garden herbarium specimens should be cited with the standard international acronym “IBSC” in any published lists of specimens. Where possible, a copy of any publication resulting from studies based on IBSC specimens should be sent to this herbarium.

    • Any one who breaks the above rules and procedures will be stopped working and fined ¥100 to ¥1000. Meanwhile, the herbarium will notify the investigator’s institution.
    • This rules and procedures take into effect in the day when it is announced.

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