Synopsis of Policies

The Herbarium of the University of Florida (FLAS) is an administrative unit in the Department of Natural History of the Florida Museum of Natural History. The Institute of Food and Agricultural Sciences provides partial financial support for the daily operation of the herbarium. Lucas Majure is Keeper of the Herbarium, Alan Franck is Manager of the Collection, and Marc Frank is our Extension Botanist. The policies detailed below are designed to promote a cooperative and productive work environment. They are not intended to supersede any University policy or state or federal law. These policies conform with and supplement Florida Museum of Natural History policies.

• Visitors should refer to our Visitor Guide. An appointment with the Collection Manager is required for access to the collection. All visitors must sign in at the museum front desk and receive a name tag. The front desk will contact a herbarium staff member to escort them into the herbarium. Visitors using the collection and library are requested to sign the herbarium’s guest book for each visit. Backpacks should be secured in the lockers provided in the herbarium.
• Name badges or tags are to be worn at all times by both staff and visitors.
• After-hours access: Only persons with a fob with 24 hours access permission may be in the herbarium after hours. It is their responsibility on leaving to make sure all lights and electrical appliances are off and to make doubly sure that all doors are locked. Visitors are generally not allowed after-hours access. Only the Herbarium and Museum Administration can make an exception to this security policy.
• Smoking is not allowed on University of Florida campus.
• Pets are not allowed in University of Florida buildings.
• Collection use protocols are available in the main herbarium office (room 379) and on our Web site. First time collection users are required to complete a collection use orientation from a designated herbarium staff member before access to the collection is permitted. This brief orientation will acquaint the user with our collection organization and care. Collection use logs should also be filled out for projects so that we may track collection use.
• Herbarium library materials may not be taken out of the herbarium. Persons with office space in the herbarium may use library materials at their desk for a short period of time. A book-out slip should be put on the shelf in place of the material. Staff should have access to those library materials at all times.
• The copy machine is specifically provided for administrative use by herbarium staff. Copying of library materials in the herbarium library that are not available elsewhere is permitted on a charge basis (5 cents per copy). The herbarium staff should be consulted for permission to make copies, directions on how to use the machine and to correct all problems (jams, etc.).
• Telephones and the fax machine are for the official use of herbarium staff. Brief personal local and calling card telephone calls are allowed, as long as this does not interfere with herbarium operations. Directory assistance calls are not allowed since they are charged to our account.
• Campus mail is for official business correspondence only. All shipments sent through campus mail from the herbarium must be recorded in our records. You may not receive personal mail through the campus mail system. Personal stamped mail may be sent from the museum mailroom located behind the receptionist desk.
• Food and beverages are restricted to one designated table adjacent to the microwave oven. Food and beverages are not allowed in the vicinity of the library, library books, library tables, computer equipment, herbarium specimens, and herbarium cabinets. Food attracts insects that may damage the collections. Please be as tidy as possible.
• Legal specimen collecting and shipping: All collecting and specimen shipping will be done in accordance with federal, state and international laws. See: Florida Plant Collecting and Transport: Regulations and Permitting on our Web site.
• Collecting equipment: Researchers are responsible for providing their own collecting materials and plant presses. Others may be allowed to check out equipment, but only at the discretion of the herbarium staff. Materials will be signed out and in via our plant press check-out form. Directions for use of the plant drier are posted next to the drier. All material collected and processed in the herbarium is considered Museum property.
• Specimen storage and fumigation: All incoming dry plant materials, whether shipped, hand-carried by visitors, or just removed from a plant press, must be frozen or fumigated in accordance with the Florida Museum and Herbarium’s Pest Control and Fumigation Policy. Check with the herbarium staff for current procedures. All plant material must be stored in a herbarium cabinet in accordance with our specimen handling guidelines. No personal collections may be stored in these cabinets.
• Loans:
  • Loans from the University of Florida Herbarium are governed by our loan policies. All loans are processed by the Collection Manager. Herbarium sheets may not be removed from the herbarium collection, including to staff or student work areas, without approval by the Collection Manager.
  • Loans received by the University of Florida Herbarium are requested and managed by the Collection Manager. The Policies and Guidelines for Receiving Loans document provides specific details.
• Herbarium services: Researchers should consult with the Keeper or Collection Manager before writing the use of the Herbarium or its staff in grants. Our estimated cost document provides typical service and material charges (fees are subject to change).
• Computers and software: Office computers are for official business and may only be used with permission by persons with a FLMNH network login account. Software copyright laws are vigorously enforced in accordance with UF mandate.
• The storage and use of chemicals in the herbarium will be in compliance with UF policies, state and federal law. Please consult with the herbarium staff for information on current regulations.
• The building must be evacuated IMMEDIATELY if the fire alarm sounds. The designated evacation site is north of the Museum across Museum Road adjacent to McCarty Woods.