United States Polar Rock Repository
Policy for Sample Donation, Distribution and
2) Sample Donation Guidelines
3) Sample Distribution Policy Guidelines
a) Sample Request Procedures
4) Investigator Responsibilities
5) Publication Policy
6) Sample Requests for Educational Use and Public
7) USPRR Responsibilities
b) Sample Allocation Committee
c) Curatorial Advisory Board
8) Appendix A:
Contact Information: Steering Committee, Curator
a) The United
States Polar Rock Repository is a national facility designed for the permanent
curatorial preservation of rock samples from Polar Regions. It is supported by the National Science
Foundation’s Office of Polar Programs. The repository is located adjacent to
Scott Hall, home of the Byrd
Polar Research Center at The Ohio State University in Columbus,
Ohio. The repository houses rock collections of U.S. scientists from Antarctica
and the Arctic, along with associated materials such as field notes,
annotated air photos and maps, raw analytic data, paleomagnetic cores, ground
rock and mineral residues, thin sections, and microfossil mounts, microslides
The USPRR is a 4200 sq/ft building containing 12’ high
storage shelving racks that can be converted into movable shelving when the
first storage units are full. Approximately 70,000 samples can be stored with
the current shelving. Samples may be
examined in a layout area equipped with tables, weighing scales, ethernet connections, etc. A work area/conference room,
equipped with a microscope and attached digital camera, light table, PC
computer, printer, scanner, polar books and maps may also be used by visitors.
Other laboratory facilities, if needed, are available in Scott Hall, as well as
in the Department of Geological Sciences. A rock preparation room is also on
site to cut specimens. During sample examination, a curatorial staff member
will be responsible for retrieving and re-shelving requested samples. There is no charge for on-site examination of
samples and/or accompanying data i.e. petrographic thin sections, photograph
and map collections etc. The policies
described here for use of samples have been established by the United States
Polar Rock Repository Steering Committee.
Sample Donation Guidelines
USPRR welcomes donations of scientifically valuable polar rock collections and
any supporting material. Someone
interested in donating samples to the repository should first contact the
Curator about the appropriateness of their collection for this facility. Donors are responsible for entering their
sample data into a pre-designed Excel spreadsheet (obtained from the USPRR
curator) or by providing field notebooks or locality index cards to the
curator, before shipping their rock collections to the repository. Funds are
available to cover shipping costs of the specimens to the repository.
Rock samples will not be accepted by the USPRR until they have been entered
into an Excel file or until the donor has provided the field notebooks
(copies), or locality index cards, with the sample information to the
repository. Although not required, additional data, such as chemical analyses,
thin sections, structural data, maps, photos, etc., adding scientific value to
the donated materials, are requested by the USPRR. The donor, upon receipt of the rocks by the
USPRR, relinquishes all exclusive claims to use and control of the donated
Sample Distribution Policy Guidelines
a) Use of a portion of rock sample for analysis will be
granted only by submitting a sample request form to the Sample Allocation
Committee for approval. This committee will decide if the request is
reasonable and determine the amount of sample to be provided in order to achieve the
desired goals of the requester without compromising loss of too much material
for future use. Scientists from other countries who are not
directly collaborating with a US investigator must also submit a Sample Request form
but will be assessed a fee to cover administrative costs, shipping and
handling. The fee will be based on the
number, weight and volume of samples to be shipped. Final costs will be emailed
to the requester for approval prior to sample shipment from the USPRR. Researchers are encouraged to visit the Polar
Rock Repository to examine samples and associated materials.
b) Donor thin section collections, ground rock and
mineral residues, microfossil mounts, microslides and
residues will be available for study only at the repository unless there are
duplicates or large quantities.
a) The Sample
Request form is located on the USPRR web
site. Users can search for samples based
on rock name, location, collector, and lithology. The request form should be sent to the
Curator who will forward it to the Sample Allocation Committee. Requests for
samples from type localities, logistically remote outcrops or sites of special
scientific interest (wherein new rock sample collection is restricted) will
receive additional assessment by the SAC. Typically, no more than approximately
75% percent of the available sample will be released to any investigator.
b)Requests for samples should clearly
describe the proposed scientific investigation and demonstrate a valid need for
the samples. All requests must include the following information:
Name, title, and
affiliation of the investigator
ii) Names and addresses of collaborators involved with the
iii) Funding agency for the proposed
research, if applicable.
iv) Summary of proposed research including analytical
methods to be used and objectives
v) The request should include detailed information about
the ability of the borrower to perform the analyses proposed. This should
include information about laboratory facilities and funding to cover the
vi) Sample ID number of requested specimen
vii) Mass or volume of sample (s) needed
viii) Identifying special handling or storage needs
ix) In the event that subsequent material is needed,
follow-up requests should outline the progress of the study and verify the need
for additional material.
c) NSF investigators
must contact the Curator prior to submission of proposals if samples from the
USPRR are being requested as part of a proposed project. The Curator and Sample Allocation Committee
(SAC) will assess the availability of the requested samples prior to proposal
submission. The Curator can provide documentation to the PI stating that
material exists at the USPRR if the investigator wishes to include this in the
a) All scientists
who receive samples and/or data from USPRR must:
Email that the
requested samples arrived safely.
ii) Submit a progress report to the Curator outlining the
status of the samples and/or data no later than 18 months after receiving them.
iii) Provide data obtained by analyzing USPRR samples within
3 years of acquiring the sample(s).
iv) Provide a final report to the Curator after 3 years. A
reprint of a published manuscript will fulfill this obligation.
v) Samples may not be transferred to or examined by other
investigators without prior approval from the Curator.
vi) All unused samples must be returned to the USPRR
within 3 years for re-archiving and future use by other investigators.
a) All users of
the USPRR must:
USPRR in any proposal or publication using the following wording: “This research used samples and/or data
provided by the United States Polar Rock Repository (USPRR). USPRR is sponsored by the U.S. National
ii) Acknowledge the original collector of the sample(s).
iii) Include the “United States Polar Rock Repository” as
key words provided to the journal or book publisher of a manuscript using any
USPRR samples or data.
iv) Provide to the repository library, one reprint of any
published paper that used information obtained from USPRR for the repository
Sample Requests for Educational Use and Public Display
a) If there are
abundant rock samples from a geologic or stratigraphic unit in the collection,
educators may request samples for teaching.
The educator must fill out the Sample Request Form to be reviewed by the
SAC. The use of any material would be
considered a loan to the school and would have to be returned after 1
year. The school would be required to
sign a loan agreement with the USPRR.
b)Rock Samples may also be available for
public display and requests to borrow such samples should be sent to the
Curator for review by the SAC. Sample
requests should include the description, location, purpose and security of the
display as well as the duration of the display. The Curator must also have all contact
information and the name of the person responsible for the samples in the
display. All public displays must include acknowledgement of the USPRR and the
National Science Foundation. The borrowing
institution would be required to sign a loan agreement with the USPRR.
The USPRR Curator
keeps a record of all rock samples and accompanying sample information in the
repository. All samples have barcode
labels to facilitate with sample tracking. The repository sample record also
includes the names of researchers who have received samples, the reason for the
sample request and the amount of sample taken.
Sample request information will not be publicly available until 3 years
have passed from acquiring a requested sample.
ii) All sample requests will be sent to the Curator who
will assess them for completeness and for adherence to the sample request
policy. The Curator will then pass on
the sample request to the Sample Allocation Committee.
b)Sample Allocation Committee
After the first
year of operation, a Sample Allocation Committee will be made to evaluate all
sample requests. This committee will be
made up of three polar geologists. The SAC will serve 3 year terms with one
person rotating on/off each year. The first SAC will serve a 3 year term with
one person rotating off each year after the first 3 years. The SAC will base their decision upon the
amount of sample material available and the difficulty of obtaining new
material. Approval of sample requests
requires a majority of the SAC. The
requester may appeal a declined request to the Curatorial Advisory Board (see
Advisory Board (CAB) is a standing body that is made up of 3 members of the polar
earth science community who will serve four-year terms that overlap by two
years. Members of the CAB cannot be part of the SAC at the same time. The Curatorial Advisory Board will be established
after the Steering Committee has finished their role. The function of the CAB is to:
(a) Provide recommendations to the Curator for repository
(b) Make recommendations to the Ohio
State University on behalf of the USPRR.
(c) Act as an “appeals board” with the authority to make
final decisions regarding sample distribution if an appeal has been filed. If the vote is split evenly, a decision will
be made by the Division Manager of Geology and Geophysics at OPP.
Rosemary Askin: Research
Bunkhouse Drive, Jackson, WY, 83001, firstname.lastname@example.org
David Elliot: Professor, Department of Geological
Sciences, 275 Mendenhall, 125 South Oval Mall, Ohio State University, Columbus,
OH 43210; email@example.com
John Goodge: Professor, Department of Geological Sciences,
University of Minnesota, 1114 Kirby Dr., Heller Hall 223, Duluth, MN 55812, firstname.lastname@example.org
Grunow, Byrd Polar Research Center, OSU, 108 Scott Hall, 1090 Carmack Rd., Columbus, OH
Assistant Curator: Julie Codispoti, Byrd Polar
Research Center, OSU, 108 Scott Hall, 1090 Carmack
Rd., Columbus, OH 43210, email@example.com