Guidance for Collection and Deposit of NPS Animal Tissue Samples in the Ambrose Monell Cryo Collection, American Museum of Natural History

This guidance provides complete instructions to facilitate the management of animal tissue samples, including from federally listed threatened and endangered (T&E) species that are collected in units of the National Park System and managed under an agreement between the National Park Service (NPS) and the American Museum of Natural History, Ambrose Monell Cryo Collection (AMCC). The instructions are for individuals collecting samples, NPS permit coordinators, NPS curators, the AMCC Curator-in-Charge, the AMCC Collections Manager, and the At-Risk Species Coordinator.

A. Overview and Contacts

Why are NPS and the AMCC cooperating to manage tissue samples from animals in parks?

To effectively manage existing populations of animal species, parks need data about these populations, their genetic relationships, and movements on the land over time. DNA analysis informs park management decisions.

Launched in May 2001, the Ambrose Monell Cryo Collection (AMCC) will eventually house approximately one million frozen tissue samples representing the DNA of a wide range of animal species. Potentially the largest and most comprehensive initiative of its kind, the Museum's frozen tissue collection supports a broad range of research by providing an accessible repository of frozen tissue specimens. Researchers collect the specimens under controlled conditions using kits that the Museum provides. Documented samples, packed in special equipment, are shipped to the Museum, where they are housed in cryogenic storage in liquid nitrogen cooled freezers, at temperatures below -150°Celsius. Find further information on AMCC's website.

Animal tissue samples from parks are on loan to AMCC, which makes the samples available to researchers, consistent with NPS requirements, for a broad range of comparative genetic and genomic research. In a time of massive species loss, such efforts are essential in order to preserve as comprehensive a record as possible of the earth's biodiversity.

This NPS and AMNH-AMCC collaboration began in 2009 with a repository agreement solely for deposit of federally listed threatened and endangered (T&E) species tissue samples from parks. In 2021, NPS and AMNH-AMCC amended the agreement to include all animal tissue samples.

Where can I get a quick overview of the procedures for depositing animal tissues collected in parks?

A quick overview is available at Researchers' Frequently Asked Questions (FAQs).

Are there special requirements for deposit of rare, T&E species?

For deposit of rare, T&E species, the parks must coordinate with the NPS At-Risk Species Coordinator. The NPS At-Risk Species Coordinator determines, on a case-by-case basis, when samples will be deposited at AMCC. In most cases, samples will not be required from all individual organisms sampled in a study.

At-risk species include those species listed under the Endangered Species Act; state-, locally-, and tribal-listed species; and other native species that are of special management concern including rare, declining, sensitive, endemic, or unique species. The NPS At-Risk Species Program works to sustain and recover over a thousand populations of federally listed threatened and endangered (T&E) species in nearly fifty percent of the National Park System units. The program’s mission is to reduce the risk of extinction of plants and animals in the parks, and to restore species that have occurred in parks historically but have been lost due to human activities. For more information see the At-Risk Species website. 

What is the contact information for the NPS At-Risk Species Program Manager?

NPS At-Risk Species Coordinator
Paula Capece, At-Risk Species and Systems Recovery Lead
Biological Resources Division-Wildlife Conservation Branch
Natural Resource Stewardship and Science Directorate
National Park Service
Email Link

What is the contact information for the Park Permit Coordinator?

Go to the Research Permit and Reporting System and select the park. The park permit coordinator contact information will appear on the Park Information page under Primary Contact Name.

What is the contact information for the Park Curator?

Go to the Research Permit and Reporting System and select the park. The park Curator’s E-mail will appear on the Park Information page. If missing, request the contact information from the park permit coordinator.

How do I contact the AMCC Collections Manager and Curator-in-Charge?

Go to the Ambrose Monell Cryo Collection website.

Where can I get a copy of the AMNH/NPS Agreement on Management of NPS animal tissue collections?

The Agreement is posted on the Researcher Resources for Specimen Collections page.

Whom do I contact with questions about the agreement, collection, or management of the samples?

For questions about implementation of the Agreement, contact one of the following key NPS officials, depending on the nature of your question.

For questions about studies and samples of animal species contact:
Biological Resources Division Chief
National Park Service
Natural Resource Stewardship & Science
1201 Oakridge Drive, Suite 200
Fort Collins, CO 80525
970-225-3505

For Legal, Administrative, and Collections Management matters contact:
Ann Hitchcock
Curator and Senior Advisor for Scientific Collections
National Park Service
1849 C Street, NW (Mail Stop 7360)
Washington, DC 20240
Email

For questions about collections management in general, contact the park curator, regional curator, or the Museum Management Program, NPS Headquarters Washington, DC.

What is the link to the AMCC website with information about the NPS Special Collection?

• AMNH/AMCC website
• AMCC Collection Policy
• Outgoing Loan Conditions for National Park Service Special Collection

Where can I find Guidance for Collection and Deposit of NPS Animal Tissue Samples in the AMCC?

You can find the document on the Researcher Resources for Specimen Collections page.

Where can I find the AMNH/AMCC NPS Specimen Deposit Form?

The AMNH/AMCC NPS Specimen Deposit Form is available on the Researcher Resources for Specimen Collections page and on the AMCC website.

B. Researcher (Collector) Responsibilities

If you are applying to collect tissue (blood and other tissue) samples from animal species found in national parks, you may be required to follow specific procedures to facilitate deposit of samples in the NPS Special Collection at the Ambrose Monell Cryo Collection (AMCC) at the American Museum of Natural History (AMNH). The AMCC partners with NPS to enable long-term comparative studies of animal species from national parks. Samples are on loan from NPS to AMNH in accordance with an AMNH/NPS agreement. Below are frequently asked questions about samples going to the AMCC. Also see Researchers’ Frequently Asked Questions for additional guidance.

Are all animal tissue samples from at-risk species deposited in the NPS Special Collection at AMCC?

No. The NPS At-Risk Species Coordinator determines, on a case-by-case basis, when samples will be deposited at AMCC. In most cases, samples will not be required from all individual organisms sampled in a study. Before you prepare and submit your permit application, contact the park permit coordinator to find out if samples that you propose to collect will be deposited at AMCC.

How do I deposit tissue samples with the NPS Special Collection at AMCC?

Follow these steps:

1. In your permit application, complete Appendix A of the application showing the Ambrose Monell Cryo Collection at the American Museum of Natural History as the repository. Because NPS has a repository agreement with AMNH, you do not need to obtain the signature of AMNH officials. Enter “AMNH/NPS Agreement” in the repository signature block.
2. Contact the park permit coordinator and park curator for special instructions during the application process and after the permit is issued. If you are collecting at-risk species, the park may consult the NPS At-Risk Species Coordinator for additional guidance. (See additional FAQs below and contact information in final FAQ.)
3. Contact the Collections Manager at AMCC for special instructions.
4. Collect, prepare, and ship your samples according to the instructions on the AMCC website or as instructed by the AMCC Collections Manager.
5. Complete the AMCC National Park Service Specimen Deposit Form, available on the Researcher Resources for Specimen Collections page and on the AMCC website.

How do I obtain NPS accession and catalog numbers for my specimens?

Contact the park curator who will provide accession and catalog numbers.

How do I meet the permit requirement to catalog the specimens before I ship them to AMCC?

Contact the park curator for instructions. The park curator may want you to submit data for import to the NPS catalog record using Microsoft Excel or Access. The Catalog number should always be the first field in the file. Information on the NPS catalog system, including the data fields in the catalog record and instructions for importing/exporting data, is in the user manual from the Museum Management Program and on the Researcher Resources for Specimen Collections page.

What information about collections do I include in the Investigator’s Annual Report (IAR)?

Report in the Investigator's Annual Report (IAR) in the NPS Research Permit and Reporting System:

1. The status of any copies of field notes, data files, photos, or other study records that the permit requires be submitted to the park.
2. The status of cataloging and final disposition for all collected specimens (tissue samples and other specimens) that are to be permanently retained as part of the park’s museum collection.
3. The name(s) of the repository(ies) where the samples will be deposited for a continuing project, and where the samples are deposited for a completed project.
4. A brief description of the samples, the conditions of collecting, and how you documented the vouchers from which you collected the tissue samples (through photography or, if permitted, collection and retention of the voucher specimen in the park museum collection.)

The project is incomplete until you have submitted any required copies of the associated records, submitted catalog data to the park curator, and shipped the samples to the authorized repository(ies). For further information on the IAR, see the RRPS Investigator Help Topics.  

How should I document collection of a voucher specimen from which I collected the tissue sample?

If the permit authorizes collection of a voucher specimen, you must

1. Comply with the permit conditions for documentation and disposition of collected and permanently retained specimens.
2. Contact the park curator for instructions on submission of catalog data and documenting deposit of the specimen in the repository designated in the permit.

C. Permit Coordinator Responsibilities

If you are the park permit coordinator, you must ensure that you issue and manage permits to collect animal tissue samples according to these instructions.

What should I do when a permit applicant proposes to collect at-risk animal species tissue samples?

Verify that the applicant has an appropriate endangered species permit from the Fish and Wildlife Service or National Marine Fisheries Service, as applicable. Contact the NPS At-Risk Species Coordinator, who will determine whether the proposed samples will be deposited at AMCC.

What do I do when samples will not be deposited at AMCC but will be retained in the park collection?

Follow standard permitting procedures, working with the park curator and permit applicant to

1. Ensure that an appropriate repository is identified in Appendix A of the permit application,
2. Verify that the repository official has signed Appendix A agreeing to the terms and conditions of a repository loan, and
3. Designate the repository in the permit.

What procedures do I follow if the samples will be deposited in the NPS Special Collection at AMCC?

Coordinate with the park curator, researcher (collector), and AMCC Curator-in-Charge and Collections Manager to ensure that

1. The samples are appropriately collected, prepared, and documented in the NPS permit, cataloging, and loan systems.
2. The samples are collected following AMCC procedures.
3. The applicant completes Appendix A of the permit application, showing the “Ambrose Monell Cryo Collection, American Museum of Natural History” as the repository. Because NPS has a repository agreement with AMNH, the applicant does not need to obtain the signature of AMNH officials. The applicant may enter “AMNH/NPS Agreement” in the repository signature block.
4. The researcher (collector) is aware of and follows the AMCC procedures, or as the AMCC Collections Manager instructs, for collecting, preparing and shipping the samples.
5. The park curator is aware of the permit application, involved in the decision to deposit samples at AMCC or other repositories, and communicates with the researcher (collector) to provide instructions for documenting the samples in the NPS cataloging and loan systems.
6. A park-specific condition is added to the permit requiring deposit of copies of field notes, maps, photos, and other associated records in the park museum collection.
7. The NPS curator notifies AMNH/AMCC of Confidential Information that must be withheld from release to the public in addition to within-park specific locality information, which will always be withheld pending specific authorization by NPS.
8. NPS provides copies of NPS and U.S. Fish and Wildlife Service or National Marine Fisheries Service permits upon request by AMNH.

Must all animal tissue samples collected under a single permit go to the same repository?

Not necessarily. For example, the NPS At-Risk Species Coordinator may determine that at-risk species samples go to either AMCC or another repository. NPS makes the final decision on where tissue samples are deposited.

What do I need to check in the Investigator’s Annual Report (IAR)?

Check the Investigator's Annual Report (IAR) for compliance with any requirement to

1. Deposit field notes, maps, photographs, and other associated documentation.
2. Document the tissue samples and other collected and retained specimens in the NPS cataloging and loan systems.
3. Deposit permanently retained samples and vouchers in the repository(ies) designated in the permit.
4. Describe the tissue samples and other specimens authorized for collection and their current location.
5. Identify repository(ies) where the tissue samples and other collected specimens are (or will be) deposited.

D. NPS Curator Responsibilities

If you are the park curator, you must follow Director’s Order #24, the Museum Handbook, the ICMS (or its successor) User Manual, and these instructions and work with the permit coordinator, researcher (collector), and AMCC Curator-In-Charge and Collections Manager to manage the collection, preparation, documentation, and housing of the tissue samples and other specimens and associated records that are to be permanently retained in the park museum collection.

How will I know about a proposal to collect animal tissue samples?

You may first learn of a proposal to collect animal tissue samples (and related specimens) from one or more of four sources:

1. An automessage that the Research Permit and Reporting System (RPRS) generates notifying you of an application in the system
2. A communication from the park permit coordinator
3. A communication from the permit applicant
4. A communication from the NPS At-Risk Species Coordinator

What should I do when I first learn of a proposal to collect animal tissue samples?

When you first learn of a proposal to collect animal tissue samples (and related specimens), contact the park permit coordinator to share information and discuss any proposed deposit of tissue samples in the NPS Special Collection at AMCC. (The NPS At-Risk Species Coordinator will determine whether at-risk species samples will be deposited at AMCC and inform the park permit coordinator and park curator.)

What must I do if the animal tissue samples will be deposited in the NPS Special Collection at AMCC?

Coordinate with the permit coordinator, researcher (collector), and AMCC Curator-In-Charge and Collections Manager to ensure that

1. The samples are appropriately collected, prepared, and documented in the NPS permit, cataloging, and loan systems.
2. The applicant completes Appendix A of the permit application showing the “Ambrose Monell Cryo Collection, American Museum of Natural History” as the repository.
3. A park-specific condition is added to the permit requiring deposit of copies of field notes, maps, photographs and other associated records in the park museum collection.
4. The researcher (collector) is aware of and follows the NPS requirements identified in this Guidance and the AMCC procedures or separate instructions from the AMCC Collections Manager for collecting, preparing, and shipping the samples.
5. You coordinate with the AMCC Collections Manager to convey information about the proposed collection and the exchange of NPS and AMCC catalog data about the samples.
6. The park permit coordinator is aware of your communications with the researcher (collector) and the AMCC Curator-In-Charge and Collections Manager to provide instructions for documenting the samples in the NPS cataloging and loan systems and depositing the samples.
7. The specimens are accessioned and cataloged in the NPS system before they are deposited in the NPS Special Collection at AMCC.
8. The researcher (collector) includes the NPS catalog number on the AMNH/AMCC NPS Specimen Deposit Form, available on the NPS website and the AMNH website.

How do I manage voucher specimens for animal tissue samples deposited in the NPS Special Collection?

Follow the standard procedures for field collections:

1. Work with the permit coordinator to ensure that the permit includes any park-specific conditions related to specimens to be permanently retained in the park museum collection.
2. Communicate with the permit applicant to convey instructions for completing the repository information in Appendix A of the permit application, submitting catalog data, preparing specimens, completing loan documentation, depositing specimens in the repository designated in the permit, and submitting required copies of field notes, maps, photographs, and other associated documentation.

What do I need to check in the Investigator’s Annual Report (IAR)?

Check the IAR for compliance with requirements to

1. Deposit field notes, maps, photographs, and other associated documentation.
2. Document the tissue samples and other collected and retained specimens in the NPS cataloging and loan systems.
3. Deposit permanently retained samples and voucher specimens in the repository(ies) designated in the permit.
4. Describe the tissue samples and other specimens authorized for collection and their current location.
5. Identify the repository(ies) where the tissue samples and other collected specimens are (or will be) deposited.

Until these responsibilities are met, periodically remind the collector and the permit coordinator.

What ongoing responsibilities do I have for management of the animal tissue samples at AMCC?

You must take the following actions:

1. Ensure that the specimens are accessioned and cataloged in the NPS system before they are deposited in the NPS Special Collection at AMCC.
2. Upon receipt of a completed NPS Specimen Deposit Form from AMCC with the signature of the AMCC Curator-in-Charge, file it in the Accession or Catalog folder and list the corresponding AMNH catalog number (also known as AMCC barcode/catalog number) in the Other Numbers field on the NPS catalog record.
3. Upon receipt of a completed Deposit Form from AMCC with the signature of the AMCC Curator-in-Charge, complete an outgoing loan form specifying samples sent to AMNH. In lieu of AMNH signature on the NPS Outgoing Loan Agreement (Form 10-127), reference the NPS Specimen Deposit Form and the “AMNH/NPS Agreement on management of NPS animal tissue collections.” The loan termination date will be no later than the termination date for the Agreement. The loan record is for tracking purposes only and is not provided to AMNH except upon request.
4. Include in the NPS outgoing loan conditions reference to the terms of the AMNH/NPS Agreement on management of NPS animal tissue collections that provide:
   • Authority for AMNH to loan NPS Specimens to third-party researchers using the AMNH-AMCC Loan Invoice and accompanying Outgoing Loan Conditions for NPS Special Collection (“Outgoing Loan”) in Appendix 2 of the AMNH/NPS Agreement.
   • Authority for AMNH/AMCC to make decisions regarding destructive analysis of loaned specimens.
   • Authority to approve or refuse requested loans of NPS specimens.
   • Exemption from requirement to complete the Collections Management Report (CMR) and the NPS Checklist for Preservation and Protection of Museum Collections.
   • Authority to include the loaned items in the AMCC’s annual inventory of its collections and report on the results of the inventory to the NPS key official on the Agreement.
5. Notify AMCC of Confidential Information that must be withheld from release to the public in addition to within-park specific locality information, which will always be withheld pending specific authorization by NPS.
6. Develop funding agreements, as needed, to pay fees to AMNH for services related to the NPS Special Collection.
7. Instruct researchers to cite in publications referencing NPS Specimens the following terms: "National Park Service Special Collection at Ambrose Monell Cryo Collection, American Museum of Natural History," park name, specimen name, NPS catalog number, and AMNH catalog number (also known as AMCC barcode/catalog number).
8. Update catalog records and add relevant information to the CMR when the NPS key official on the AMNH/NPS Agreement provides data (by July 31) on the NPS Special Collection. The data include information on deposits, third-party loans, fully consumed specimens, and losses of specimens.
9. When specimens in the NPS Special Collection appear on the park’s annual inventory, note that they are at AMNH/AMCC in lieu of confirming each specimen with the repository. The Agreement requires AMNH/AMCC to complete a separate inventory.

What exceptions to standard NPS curatorial operating procedures are made in the AMNH/NPS agreement?

The following exceptions apply to the NPS Special Collection at AMNH/AMCC:

1. AMNH does not sign the NPS outgoing loan form that the park prepares for each deposit. The loan is for tracking purposes only. See item 3 under previous question.
2. AMNH is not required to complete the CMR. AMNH provides summary information to the NPS key official, who distributes it to the parks for use in the CMR as applicable. See item 8 under previous question and E.7 below.
3. AMNH is not required to complete the NPS Checklist for Preservation and Protection of Museum Collections. The AMCC storage is so specialized that few of the checklist questions apply. NPS oversight for the storage conditions is accomplished through an annual meeting.
4. The AMCC Collections Manager completes an inventory of NPS specimens, according to the terms of the Agreement, in lieu of responding to the park’s request to verify location and condition of the specimens for the park’s annual inventory.

E. AMCC Curatorial Responsibilities

1. Manage the NPS Special Collection in the AMCC storage facility and identify NPS specimens in the online AMCC Database available to researchers within 1 year of specimen(s) being accessioned into the AMCC.
2. Make available on the AMNH website the NPS Specimen Deposit Form and instructions for depositing NPS Specimens.
3. Send NPS park curator a copy of the completed Deposit Form, with AMNH catalog number (also known as AMCC barcode/catalog number) and AMCC Curator-in-Charge’s signature, when a deposit is accepted.
4. Label specimens according to standard AMCC procedures and include NPS catalog number in specimen record in the twelve (12)-character format: “NPS PARK #######” where “PARK” is the acronym of the park.
5. Make NPS Specimens available for distribution through the AMCC online catalog, which includes:
   • NPS catalog number (including park acronym)
   • The name “National Park Service” and the name of the NPS unit where the specimen was collected
   • Scientific name
6. Provide access to and distribute NPS Specimens to requesting researchers according to AMCC access protocols and loan policy using the AMCC loan instructions and the Outgoing Loan Conditions for National Park Service Special Collection. Distribute only specimens with NPS catalog numbers. Maintain an ongoing record of distributions. Request NPS authorization prior to a third-party loan that would result in an NPS specimen being fully consumed.
7. Provide to NPS by June 30 an annual inventory of all deposits and third-party loans, fully consumed specimens, and losses of specimens including
   • NPS catalog number (including park acronym)
   • Scientific name
   • Material description, including quantity
   • Copies of completed NPS Specimen Deposit Forms
   • Copies of completed AMCC Loan Invoices
8. Randomly select and annually inventory at least 20 NPS Specimens or 20 percent of Collection, whichever sample includes fewer specimens. Report the annual inventory findings to NPS as part of the annual inventory (see Item 7). The inventory will be completed and signed by the responsible AMCC Collections Manager and witnessed and signed by another AMNH staff member who does not have direct responsibility for the Collection.
9. Keep on file copies of executed AMCC loan invoices for NPS Special Collection materials and corresponding executed Outgoing Loan Conditions for NPS Special Collection. Make copies available to NPS upon request.
10. Cite in publications referencing NPS Specimens the following terms: "National Park Service Special Collection at Ambrose Monell Cryo Collection, American Museum of Natural History," park name, specimen name, NPS catalog number, and AMNH catalog number (AMCC barcode number/catalog number).

F. NPS At-Risk Species Coordinator Responsibilities

1. Upon park and/or regional request, provide guidance with respect to at-risk species considerations for research and collections of at-risk animal species.
2. Provide final determination and decision on the requirement to use the AMNH-AMCC repository to house cryogenic tissue samples for at-risk animal species from a park. If a park is proposing to use a repository other than AMNH-AMCC for such samples, the park coordinator must first contact the NPS At-Risk Species Coordinator and provide a detailed justification for consideration. A park is not required to contact the NPS At-Risk Species Coordinator if proposing to use the AMNH-AMCC.