Organize
the specimens by species. Because of size and
morphology differences, specimens of each species
are processed separately. Package specimens of
each species separately.
Matson's
cementum aging models are species-specific.
For example, white-tailed deer I1 and mule deer
I1 are aged by different models because the
teeth erupt at different ages in the two species.
Place
teeth dry in small paper
envelopes of approximately 8 x 14 cm (coin envelopes
work well). Do not use preservative liquids, plastic
bags, or vials. Put envelopes in serial order
by identification number. Use rubber bands to
bundle the envelopes together in groups of 10
or 20 so they will remain in serial order during
transit.
Prepare
an Inventory List using Microsoft Excel. The serial
order of the list should correspond exactly with
the serial order of envelope packaging so technicians
can use it to confirm specimen identification at
the start of laboratory processing. Include the
list in the parcel, on a diskette or CD, or send
it as an e-mail attachment.
The
inventory list should also include species
identification of the specimens
and an indication of date of kill.
Exact days should be recorded for dates between
February 1 and August 31.
The
cementum age of an unidentified non-standard
tooth type may be incorrect because the animal's
age at the time of tooth eruption may differ
from that of the standard type. Technicians
may not always recognize a non-standard tooth,
so each should be plainly designated on both
the tooth envelope and on the master inventory
list.
Package
specimens only in containers of the strongest
cardboard or, for small orders, in padded envelopes.
Light cardboard cartons will often be crushed
and torn during postal handling. Paper envelopes
will be torn by postal service canceling machines
and the contents will by lost. Pad the shipments
with shipping "popcorn" or paper to
help keep the envelope bundles intact.
PACKAGE MARKING: Put this language
on customs labels and/or an additional package
label: CONTENTS DRIED SPECIMENS FOR
SCIENTIFIC ANALYSIS. NON-ETIOLOGIC, NON-HAZARDOUS,
NON-PERISHABLE.
Ship
packages properly. All shipments to Matson's
Lab from all countries outside the U.S. must use
regular government mail services. DO
NOT use any courier (Federal Express, Purolator,
DHL, etc.) Ship to: PO Box 308, Milltown MT 59851
USA.
International shipments
have additional requirements:
ENDANGERED OR THREATENED SPECIES (ESA) PERMITS:
Some species, the Woodland Caribou in
Southeast B.C. for example, are on the U.S. Endangered
or Threatened list but may not be listed in CITES
appendices. Special permits are required for these
species; if you have any reasonable expectation
that the species in your sample may be listed,
please check before continuing with shipment preparations.
The permitting process may take as long as 90
days, and must be started first by Matson's Lab.
Contact us first so we can apply to the U.S. Fish
and Wildlife Service for the permit.
CITES
PERMITS (Please study all
the below information. The U.S. Fish and Wildlife
Service has begun a new and absolutely strict, no
exceptions policy of requiring compliance with all
the CITES Treaty export/import documentation terms.
Any flaw in the CITES permit document, no matter
how minor, will result in the shipment being returned
to the sender.): In compliance with
the International Convention for Threatened and
Endangered Species (CITES), permits must accompany
biological specimens sent to Matson's Lab for processing.
Permits are required for mammals listed in CITES
Appendix I or Appendix II, either in the country
of origin or in the US. In addition, permits are
also required for mammals resembling threatened
or endangered species (for example: the North American
black bear).
Please enclose the original CITES permit and all
copies except the one for your records in
an envelope inside the parcel.
Put the envelope in a place where it will be easily
found when the parcel is opened.
WARNING:
Actual
quantities and species of teeth sent to Matson's
Lab MUST MATCH EXACTLY the quantities and
species given in the accompanying CITES permits.
If these do not match, the CITES permit will not
be cleared by the U.S. Fish and Wildlife Service
and the parcel will be returned to the sender.
To
inquire about the status of the species for which
you have specimens, please contact Matson's Lab.
For permits, contact your closest government wildlife
management agency.
New
requirement by U.S. Fish and Wildlife Service for
CITES species - Customs Validation at time of export:
The
USFWS now requires Customs validation of the CITES
permit at the time of export. At the time the parcel
is shipped, a Customs official must add required
information, then sign and stamp the box located
at the lower portion of the permit document. Please
follow only the steps given below in carefully checking
the CITES permit document and shipping the parcel.
Please follow no other procedure. As far as we have
been able to tell, no other procedure will be successful.
1.
Check the CITES permit document. Confirm that
the information is complete and correct. Following
is a list of the deficiencies that have caused
the permit to be rejected at the time of import,
resulting in the return of the teeth to the sender:
a.
CITES permit “valid until” date
has expired. The date given at the time the
permit has obtained was not far enough in the
future to allow for the delay in handling and
transportation. Make sure to allow at least
4 months for these delays, so the permit will
be valid at the time we receive the parcel.
b.
Quantity of teeth is different from what is
actually in the parcel. If the quantity given
on the permit is greater or lesser than the
quantity actually received, the permit will
not be valid and the teeth will be returned
to the sender.
c.
The Customs Validation is missing, or is incomplete.
All information specified in the Validation
Block must be supplied. This will include:
The actual quantity of specimens exported
or re-exported: (i) Using the same units of
measurement as those on the CITES document.
(ii) Validated or certified by the stamp or
seal and signature of the inspecting authority
at the time of export or re-export. Following
below is an example of a Customs authorization
that is invalid, even though most information
is provided, and it is stamped and signed by
the Customs officer. The validation is invalid
because the Officer failed to record the quantity
shipped:
2.
Hand carry the parcel to a Customs office near a
government mail postal office and obtain the validation
just before mailing the parcel. Shippers may want
to contact the Customs office in advance and confirm
that officials are familiar with the handling of
the CITES document. If difficulty is encountered
in obtaining the validation, please contact Matson’s
Lab; we may be able to help. Do not
use a Customs broker or a private courier (FedEx,
DHL, etc.). They do not service CITES shipments.
An uninformed individual agent may accept the parcel,
but the CITES permit may not be correctly validated
and the parcel may not be successfully transported
to the destination.
