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Principal Scientists Workshop 2016 Information Papers 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. Agenda List of Workshop Attendees Marine Planning Main Contact Details & Organogram Guidelines for Principal Scientists (Inc. BAS PS Handbook) Timetable for the Publication of the NERC Marine Facilities Programme Updated Cruise Offer letter NMF-SS Cruise Management Timeline BAS Cruise Planning Timeline NERC Moorings Policy Moorings Risk Management Form Moorings Risk Management Document Mooring Design Best Practice Document Satellite Communications and Email onboard NERC Vessels – Basic Information Diplomatic Clearance Travel, Certification and Medical Arrangements Requirements by BAS Ship Operations for Scientists NERC Data Policy BODC Guide to Cruise Data Management BODC Guide to Filling in Cruise Summary Reports BODC Guide to Cruise Report Compilation Polar Data Centre guidance Logistics and Freight: New Inventory System Health and Safety Manual Handling and Lifting Awareness Post-Cruise Assessments Checklist Feedback form Understanding our changing planet is fundamental to our future National Oceanography Centre, Southampton Planning your journey There are a number of ways to reach the National Oceanography Centre in Southampton. For assistance with planning your local journey please use the ‘My Journey’ travel planner: www.myjourneysouthampton.com/ Local public transport and cycle maps are also available in the NOC Southampton reception area and are downloadable from here: www.discoversouthampton.co.uk/visit/visitor-info/maps Visitors are encouraged to minimise their Carbon Footprint when travelling. Please note that NOC is located within the Southampton Docks area; operated by the Associated British Ports (ABP). You may be stopped when entering the docks by ABP Security and asked to present ID. By foot NOC is easily accessible via lit pedestrian walkways from Dock Gate 4 and Dock Gate 5. It is approximately a 5 minute walk from both dock gates. Please take care when crossing roads in the dock area due to large moving vehicles. By cycle NOC is well connected to the Southampton City Cycle network. A dual use cycle way is available from Dock Gate 4. Covered cycle parking is available next to the main reception. Shower and changing room facilities are also available onsite. Please note that ABP request all cyclists use bike lights and wear a high vis jacket will cycling through the dock area after dusk. By rail Southampton is less than one and a half hours from London by rail. British Rail runs approximately 3 trains every hour from Waterloo Station, London to Southampton Central Station. Timetables can be found on the National Rail Enquiries website. By bus Uni-Link Bus Service: There is a Uni-Link Bus service (U1C Dock Gate 4) which starts at Southampton City Airport which travels to Southampton Central train station then travels directly to the NOC, Southampton campus. Current fares: £2 single, £3.50 return (return tickets allow unlimited travel all day on all Uni-Link Services) Timetables can be found on the Uni-link Bus website. City Link: Southampton City Link Bus Service is a free service that runs from Town Quay - West Quay - Asda - Central Train Station; it is approximately a 15 minute walk to NOC, Southampton from Town Quay. Timetables can be found on the Red Funnel website National Express Coaches: National Express coaches call at Southampton Central Bus Station, which is a 5 minute walk to the Southampton central train station. Timetables can be found on the National Express website. By ferry Southampton Ferries: There are frequent ferries from Cowes, Isle of Wight and Hythe, directly to Southampton docks (Town quay). It is approximately a 15 minute walk to NOC, Southampton from Town Quay. Timetables can be found on the www.redfunnel.co.uk & www.aferry.co.uk websites. By road By car the NOC, Southampton has direct links from the M3, A33, M27 and A27. From Central London, join the M3 and leave at Junction 13. Follow signs to Dock Gate 4 and the Waterfront for approximately 6 miles. The journey time is approximately 1 hour and 45 minutes. Parking: There is visitor parking at the NOC, Southampton directly outside the front entrance (reception). However, spaces can be very limited and you will need to notify us in advance. Please inform reception of your vehicle when signing in. Tag(s) Southampton Centre Principal Scientists’ Workshop 2016 – for Scientists with a funded bid for consideration in the 2017/18 NERC Marine Facilities Programme Wednesday 22 June 2016, NOC, Southampton – Seminar Room (104/13). Coffee/Tea will be available from 10:00 Time 10:00 10:30 10 mins 10:40 40mins 11:20 11:30 40 mins Inc Q&A 12:10 40 mins 12:50 13:20 30 mins 13:50 1 hour 14:50 15:00 45 mins 15:45 16:30 Title Coffee/Tea 1. Welcome and Introduction a) The purpose of the PS Workshop b) The role of the PS 2. Principal Scientists’ perspective Presenter Coffee/Tea 3. Cruise planning a) Cruise planning meetings & cruise timing b) Cruise offer letter c) NMF Training berths d) Main differences between BAS/NOC e) Cruise costing f) Q&A to the Marine Facilities Planning website 4. Updates Please get a drink and come straight back Colin Day Randy Sliester Leigh Storey Sophie Fielding Lunch-30 min Cruise programming (construction, prioritisation, decision-making) Applying for future cruises and Mooring policy 6. *NEW* Highlights and changes for forth coming cruise year a) Changes – Geophysics/acoustic policy, 20mins b) Diplomatic clearance and permitting c) Travel, certification and medical arrangements d) Freight requirements and logistics e) Health and safety responsibilities f) Guidance on data submission (BODC & PDC) (10 Min) g) Barter cruises Coffee/Tea 7. RRS Sir David Attenborough & new equipment 5. 8. Q&A session Colin Day Natalie Clark b to g MAX 5 minutes presentation/2 slides Leigh Storey Roland Rogers Phil Harwood Mike McCarthy James Foster Louise Darroch & Alex Tate Natalie Clark Randy Sliester ALL Meeting close PS Workshop 2016, 02 Title PS Dr Dr Povl Abrahamsen David Barnes Dr Rebecca Bell Dr Lars Boehme Dr Steve Bohaty Dr SME Title [email protected] 995 [email protected] 1039 [email protected] [email protected] 905 ORCHESTRA: A23 - monitoring AABW in the north Weddell Sea and Eastern Scotia Sea A multi-disciplinary approach to understand the impact of ice loss and deglaciation on Antarctic coastal benthic ecosystems Unlocking the secrets of slow slip with IODP drilling and next-generation seismic experiments [email protected] 999 [email protected] [email protected] 915 Alex Brearley [email protected] 1002 Dr Jenny Collier [email protected] 697 Dr Sophie Fielding Yvonne Firing [email protected] 982 Ocean Regulation of Climate through Heat and Carbon Sequestration and Transports (ORCHESTRA) - Marine Mammal Tagging Paleogene Climate and Deep-water Evolution in the Southwest Atlantic: Seismic Reflection and Coring Investigations in Support of IODP Proposal 862-Pre ORCHESTRA: Investigating surface fluxes and mixing in Ona Basin Volatile recycling at the Lesser Antilles Arc: Processes and consequences Ecosystems Western Core Box [email protected] 1004 1086 Hydrographic measurements in Drake Passage Continuous Ocean Monitoring Methods: Drake Passage Eleanor FrajkaWilliams Kate Hendry Stephanie Henson [email protected] 828 [email protected] [email protected] 941 1037 Tim Henstock [email protected] 1070 1073 923 Mechanisms Responsible for Mesoscale Eddy Energy Dissipation ICY-LAB: Isotope CYcling in the LABrador Sea VOCALS - Variability in Organic Carbon Attenuation Length Scale GOCART - Gauging Ocean organic Carbon fluxes using Autonomous Robotic Technologies MoHole to Bending Faults Dr Dr Dr Dr Dr Deputy attending Lisa McNeill Paul Wilson Email Institute PS Workshop 2016, 02 Dr Dr Penny Holliday Brian King [email protected] [email protected] 1026 996 Dr Phyllis Lam [email protected] 838 Dr Richard Lampitt Maeve Lohan [email protected] 1084 Extended Ellett Line Ocean Regulation of Climate through Heat and Carbon Sequestration and Transports (ORCHESTRA): Atlantic 24S Is there a shortcut from organic nitrogen to nitrate? Fluxes and microbial pathways of N-Remineralization in the ocean's twilight zone Studies at the PAP open ocean observatory [email protected] [email protected] 1096 The impact of mid-ocean ridges on the ocean's iron cycle [email protected] [email protected] [email protected] 943 [email protected] 1059 [email protected] [email protected] 1099 897 898 994 889 899 Zinc, Iron and Phosphorus co-Limitation in the Ocean (ZIPLOc) Transient tracers as integrators of Carbon and Thermal Ocean Change (TICTOC) Characterising leakage pathways through the overburden of the North Sea The Atlantic Meridional Transect - AMT COMICS - Controls over Ocean Mesopelagic Interior Carbon Storage RAPID-AMOC 26 N MOC mooring array The distribution and ecosystem function of pelagic seabirds in the deep Atlantic Ocean Prof Dr Dr Dr Dr Dr Dr Dr Claire Mahaffey Marie-Jose Messias Tim Minshull Andy Rees Richard Sanders David Smeed Ewan Wakefield Malcom Woodward [email protected] [email protected] Additional attendees: Dr Romina Gehrmann, NOC Dr Alessandro Tagliabue, University of Liverpool 1082 Marine Planning Main Contact Details Name Position email Telephone Clark, Natalie Marine Planning Officer – NERC SO [email protected] 01793 442551 Mason, Debbie Marine Planning Support – NERC SO [email protected] 01793 411667 Day, Colin Programme Manager – NMFSS [email protected] 02380 596109 Sliester, Randolph Ships Programmes and Operations Manager – BAS [email protected] 01223 221456 Hanna Leithgoe Operations Support - BAS [email protected] 01223 221458 Project managers/NOC Jon Short, Jez Evans, Dan Comben, Laura Wedge, Matt Tiahlo [email protected] 02380 596284 Winter, Sam NMEP coordinator – NMSSS [email protected] 02380 596049 Furlong, Maaten Head of MARS – NMF-SS [email protected] 02380 596376 Harwood, Phil Research Ship Manager – NMFSS [email protected] 02380 596289 Henson, Andy Scientific Engineering Manager – NMFSS [email protected] 02380 596563 Provost, Paul Sensors & Moorings - NMFSS [email protected] 02380 598489 McCarthy, Mike Freight/Logistics Manager – NMFSS [email protected] 02380 596328 Rogers, Roland Adviser Marine Law and Environment – NMFSS [email protected] 02380 596314 Darroch, Louise Data Scientist – BODC [email protected] 0151 7954883 Tate, Alex Head of the Polar Data Centre - BAS [email protected] 01223 221439 Heath, Sally Community Liaison Assistant – NMFSS [email protected] 02380 599238 Younghusband, Stuart Research Ship Manager - NMFSS [email protected] 02380 596157 Storey, Leigh Head of NMFSS [email protected] 02380 592001 NERC Marine planning Organogram Ed Hills Director of NOC Southampton Tim Wheeler Director of Science & Innovation Tim Stockings Director of BAS Operations Leigh Storey Head of NMFSS Mike Webb Head of Marine Science John Hall Head of Operations Delivery Colin Day NOC Programme Manager Natalie Clark NERC Marine Planning Programme Manager Randy Sliester BAS Ship Operations & Programme Manager Kath Nichiolson Cargo/Freight Coordinator Steve Bremmner Head of Antartic & Marine Engineering Jeremy Armitage Head of IT Steve Marshall Health & Safety Advisor Jon Short Project Manager Debbie Mason Marine Planning Support (Julia Fear Operations Support Maternity leave) Mike Cliff Stores Manager Rob White Senior Marine Engineer Jeremy Robst Marine ICT Maria White Health and Safety Dan Comben Project Manager Hana Leithgoe Operations Support TBC Store Cold Weather Kit Neil French Marine Technology Engineer Pete Lens Marine ICT Jez Evans Project Manager Stephanie Jones Operations Support Andrew Webb Marine Engineer Richard Cable Marine ICT James Foster Marine Safety Manager Matt Tiahlo Project Manager TBC Operations Support Pete Enderlein Marine Science Engineer Jane Thompson Operations support officer (James Cook) Laura Wedge Project Manager Andy Henson Scientific Engineering Manager Maaten Furlong MARS Manager Mike McCarthy Logistics Manager Phil Harwood Marine Operations Manager Jason Scott Coring & Seismics Steve McPhail Head AUV Development Sally-Anne Heath Programme Support Officer Aitken Hunter Marine Engineering Manager Paul Provost Sensors & Moorings David White Gliders Engineering Manager Rolly Rogers Marine Legal & Environment Advisor Gareth Knight Ship Systems David Turner ROV Engineering Manager Stuart Younghusband Reasearch Ship Manager Jade Garner Operations support officer (Discovery) Mark Preston Marine Science Engineer Scott Polfrey Marine Engineer Seth Thomas Marine Science Engineer Paul morgan Marine Science Engineer PRINCIPAL INVESTIGATORS GUIDANCE NOTES Principal Investigators Guidance Notes Summer 2015 1 Contents SECTION 1 - EXECUTIVE SUMMARY AND CHECKLIST.................................................. 7 1.1 PURPOSE ............................................................................................................. 7 1.2 RESPONSIBILITIES .............................................................................................. 7 1.3 OVERVIEW OF PLANNING PROCESS ................................................................ 9 1.3.1 NMFSS PRE-CRUISE PLANNING ........................................................................ 9 1.3.2 DOCUMENTS SENT OUT BY NMFSS OPERATIONS ......................................... 9 1.3.3 SIGNING ON LIST OF CREW ............................................................................... 9 1.4.0 SAFETY ON BOARD THE SHIP ..........................................................................10 1.4.1 SHIPS LEGISLATIVE INFORMATION………………………………………..……..10 1.4.2 SAFETY FAMILIARISATION ................................................................................10 1.4.3 PERSONAL PROTECTIVE EQUIPMENT ............................................................11 1.4.4 RESPONSIBILITY FOR SAFETY .........................................................................11 1.4.5 USE OF DANGEROUS OR HAZARDOUS MATERIALS .....................................11 1.4.6 ACCIDENT REPORTING .....................................................................................11 1.4.7 SECURITY............................................................................................................11 1.5 CRUISE REPORT REQUIREMENTS...................................................................12 1.6 COPIES OF CRUISE DATA .................................................................................12 1.7 REFERENCES .....................................................................................................12 1.8 DEFINITIONS .......................................................................................................12 1.9 PRINCIPAL SCIENTIST GETTING A CRUISE TO SEA CHECKLIST……………..13 SECTION 2 - PRE-CRUISE PLANNING .............................................................................17 2.1 INITIAL CONTACT ...............................................................................................17 2.2 DIARY OF EVENTS..............................................................................................17 2.3 POINTS OF CONTACT AT NMFSS .....................................................................18 2.4 PROGRAMME CHANGES ...................................................................................18 2.5 LOGISTICS ORGANISATION ..............................................................................18 2.6 PRE CRUISE MEETINGS ....................................................................................19 2.7 NMFSS SCIENTIFIC SUPPORT STAFF ALLOCATION ......................................19 2.8 USER'S OWN EQUIPMENT .................................................................................19 2.9 TRAVEL ADVICE..................................................................................................20 2.10 INSURANCE .........................................................................................................20 2.11 EMBARKATION FORM (RRS 12 NEXT OF KIN) DETAILS .................................20 2.12 MEDICAL CERTIFICATION .................................................................................21 2.13 DENTAL FITNESS................................................................................................21 2.14 PERSONAL SURVIVAL TECHNIQUES ...............................................................21 SECTION 3 - DIPLOMATIC CLEARANCE REQUIREMENTS ...........................................22 3.1 NOTIFICATION FORMS .......................................................................................22 3.2 APPROVALS FROM A FOREIGN STATE ...........................................................22 3.2.2 WATER COLUMN ................................................................................................22 3.2.3 CONTINENTAL SHELF ........................................................................................23 3.2.4 PORT CALLS .......................................................................................................23 3.3 COPIES ................................................................................................................23 3.4 RESPONSES FROM FOREIGN STATES ............................................................23 3.4.2 DELAYED APPROVAL .........................................................................................23 3.4.3 REFUSED OR CONDITIONED APPROVAL .......................................................23 3.5 BERTHS FOR FOREIGN OBSERVERS ..............................................................23 3.5.2 PAYMENT TO FOREIGN OBSERVERS ..............................................................24 3.6 MINIMUM NOTICE REQUIRED BY FOREIGN STATES………………………….24 3.7 GUIDE TO SCIENTISTS - ENVIRONMENTAL PERMITTING/CITES…………….24 Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 2 SECTION 4 - TRAVEL ARRANGEMENTS TO/FROM VESSELS ...................................27 4.1 NMFSS PREFERENCE ........................................................................................27 4.2 TRAVEL REQUIREMENTS ..................................................................................27 4.3 COSTS / EXPENSES ...........................................................................................27 4.4 NON-UK PASSPORT HOLDERS .........................................................................27 4.5 PRIVATE ARRANGEMENTS ...............................................................................27 4.6 INFORMING THE AGENTS .................................................................................28 4.7 VISAS ...................................................................................................................28 4.8 INSURANCE .........................................................................................................28 4.9 PRINCIPAL INVESTIGATOR'S LIABILITIES........................................................26 SECTION 5 - CONDUCT OF A RESEARCH CRUISE........................................................29 5.1 JOINING A SHIP...................................................................................................29 5.2 MOBILISATION ....................................................................................................29 5.3 CREW AGREEMENT ...........................................................................................30 5.4 ACCOMMODATION ON BOARD .........................................................................30 5.5 BRIEFING THE MASTER .....................................................................................31 5.6 RESPONSIBILITY FOR THE SHIP'S LABORATORIES ......................................31 5.7 SHIPS WINCH SYSTEMS ....................................................................................31 5.8 SHIP'S FACILITIES AVAILABLE ..........................................................................32 5.9 COMMUNICATION WITH SHIPS .........................................................................32 5.9.4 BAD NEWS FROM HOME – A POLICY FOR NMFSS .........................................32 5.10 LIMITED ACCESS WITHIN THE SHIP .................................................................33 5.11 RELATIONS WITH THE CREW ...........................................................................34 5.12 TECHNICAL SUPPORT STAFF ...........................................................................34 5.13 SCIENCE SYSTEMS TECHNICIAN .....................................................................34 5.14 TIREDNESS AND WORKING ROUTINES ...........................................................34 5.15 HEALTH AND HYGIENE ......................................................................................35 5.16 SEASICKNESS ....................................................................................................35 5.17 TIDINESS AND CLEANLINESS ...........................................................................35 5.18 END OF CRUISE ARRANGEMENTS...................................................................36 5.18.1 CABINS................................................................................................................36 5.18.2 EQUIPMENT ........................................................................................................36 5.18.5 DOMESTIC ARRANGEMENTS ...........................................................................37 SECTION 6 - CRUISE REPORT REQUIREMENTS ...........................................................38 6.1 NERC SWINDON REQUIREMENTS....................................................................38 6.2 NMFSS REQUIREMENTS ...................................................................................38 6.3 FOREIGN & COMMONWEALTH OFFICE (FCO) REQUIREMENTS ...................38 6.4 COPIES OF CRUISE DATA .................................................................................39 6.5 BRITISH OCEANOGRAPHIC DATA CENTRE (BODC) REQUIREMENTS .........39 SECTION 7 - COMPLAINTS, COMPLIMENTS AND CUSTOMER APPRAISAL PROCEDURES ...................................................................................................................40 7.1 FORMAL COMPLIMENTS PROCEDURE ...........................................................40 7.2 FORMAL COMPLAINTS PROCEDURE ...............................................................40 7.3 INFORMAL COMPLAINTS ...................................................................................40 7.4 POST CRUISE ASSESSMENT (PCA) .................................................................40 SECTION 8 - LABORATORY GUIDANCE NOTES ............................................................41 8.1 INTRODUCTION ..................................................................................................41 8.2 RESPONSIBILITES FOR HEALTH AND SAFETY ...............................................41 8.3 RESPONSIBILITY FOR THE SHIP’S LABORATORIES ......................................42 8.4 SPECIFIC ROLES IN HEALTH AND SAFETY .....................................................42 8.5 THE EMPLOYERS RESPONSIBILITY FOR HEALTH AND SAFETY ..................42 8.6 SAFE WORKING PRACTICES ............................................................................43 Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 3 8.7 SAFE LABORATORY PRACTICES......................................................................43 8.8 WORKING ALONE ...............................................................................................45 8.9 PERSONAL PROTECTIVE EQUIPMENT (PPE) ..................................................45 8.10 FUME CUPBOARDS AND SAFETY EQUIPMENT ..............................................45 8.11 RISK ASSESSMENTS..........................................................................................46 8.12 COSHH RISK ASSESSMENTS ............................................................................47 8.13 HAZARDOUS MATERIALS ..................................................................................47 8.14 CHEMICAL HAZARDS .........................................................................................48 8.15 BIOLOGICAL HAZARDS ......................................................................................48 8.16 FLAMMABLE LIQUIDS .........................................................................................49 8.17 COMPRESSED GASES .......................................................................................49 8.18 ELECTRICAL EQUIPMENT .................................................................................49 8.19 IONISING RADIATION .........................................................................................50 8.20 OTHER HAZARDOUS MATERIALS.....................................................................51 8.21 DISPOSAL OF HAZARDOUS ITEMS...................................................................51 APPENDIX A1 - HEALTH AND SAFETY ON BOARD ...................................................53 A1.1 INFORMATION .....................................................................................................53 A1.2 EMERGENCY PROCEDURES ............................................................................53 A1.3 PERSONAL SAFETY EQUIPMENT .....................................................................53 A1.4 SAFETY PROCEDURES......................................................................................54 A1.5 GENERAL SAFETY CONSIDERATIONS AT WORK ON BOARD .......................54 A1.6 SCIENTIFIC OPERATIONS ON BOARD INVOLVING DEPLOYMENT OF GEAR OVERSIDE ........................................................................................................................55 A1.7 OPERATING FROM SMALL BOATS ...................................................................56 A1.8 SCIENTIFIC WORKSHOPS .................................................................................56 A1.9 ACCIDENT REPORTING .....................................................................................56 A1.10 HOURS OF WORK ..............................................................................................56 A1.10.1 OBJECTIVE ........................................................................................................57 A1.10.2 WORKING ARRANGEMENTS………………………………………………………… APPENDIX A2 - DANGEROUS GOODS AND HAZARDOUS ITEMS................................59 A2.1 DELIVERY TO THE SHIP.....................................................................................59 A2.2 USE OF HAZARDOUS MATERIALS ON BOARD ................................................59 A2.3 DISPOSAL OF HAZARDOUS ITEMS...................................................................60 A2.3.1 SHIP'S DRAINS ....................................................................................................60 A2.3.2 EXPLOSIVES .......................................................................................................60 A2.3.3 CHEMICALS .........................................................................................................60 A2.4 USE OF RADIOACTIVE MATERIALS AT SEA ....................................................61 A2.4.1 SCOPE ..............................................................................................................61 A2.4.2 LEGISLATION ......................................................................................................61 A2.4.3 MANAGEMENT OF RADIATION SAFETY AT SEA .............................................61 A2.4.4 AUTHORISATION TO USE RADIOACTIVE MATERIALS ...................................62 A2.4.5 PLANNING OF EXPERIMENTS...........................................................................63 A.2.4.6NOTIFICATION OF WORK ..................................................................................63 A.2.4.7PURCHASING OF RADIOACTIVE MATERIALS .................................................63 A2.4.8 STORAGE OF MATERIALS AT NOC ..................................................................64 A2.4.9 TRANSPORT OF SOURCES TO RESEARCH VESSEL .....................................64 A2.4.10STORAGE OF RADIOACTIVE MATERIAL AT SEA ...........................................65 A2.4.11USE OF RADIOACTIVE MATERIAL AT SEA .....................................................65 A2.4.12DECONTAMINATION & MONITORING ..............................................................66 A2.4.13DISPOSAL OF RADIOACTIVE MATERIALS ......................................................66 A2.4.14RECORD KEEPING AND THE ISOINVENTORY DATABASE ...........................66 A2.4.1 SAFETY ................................................................................................................67 Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 4 A2.4.17NON CONFORMANCES .....................................................................................67 A2.4.18DOCUMENT MODIFICATION LOG ...................... Error! Bookmark not defined. A2.3.6 GASES .................................................................................................................69 APPENDIX A3 - MEDICAL & TRAINING REQUIREMENTS ..........................................70 A3.1 MEDICAL ..............................................................................................................70 A3.2 DRUGS .................................................................................................................70 A3.3 PREGNANCY .......................................................................................................70 A3.4 PROVISION OF A DOCTOR ................................................................................71 A3.5 SAFETY TRAINING COURSES ...........................................................................71 APPENDIX A4 - DOMESTIC FACILITIES ON BOARD ......................................................72 A4.1 ALCOHOL POLICY...............................................................................................72 A.2 ALCOHOL - PRIVATE SUPPLIES ........................................................................72 A4.3 BAR FACILITIES ..................................................................................................72 A4.4 THE MANAGEMENT AND OPERATION OF SHIPS BARS .................................73 A4.5 RULES FOR THE USE OF THE SHIPS BAR. ......................................................73 A4.4 CASH ....................................................................................................................74 A4.5 HOTEL SERVICES ...............................................................................................74 A4.5.4 LAUNDRY .............................................................................................................75 A4.6 MAIL .....................................................................................................................75 A4.6.1 TO A SHIP ............................................................................................................75 A4.6.2 FROM A SHIP ......................................................................................................... A4.7 POWER SUPPLIES FOR PRIVATE USE.............................................................75 A4.8 VESSEL COMMUNICATIONS .............................................................................76 A4.8.1 PRIVATE SATELLITE TRAFFIC .........................................................................76 A4.8.2 ELECTRONIC MAIL TO AND FROM THE SHIP ..................................................76 A4.9 SHIP'S SANITARY SYSTEMS ................................................................................ A4.10 USE OF COMPUTERS.........................................................................................77 A4.11 DVD MATERIAL ...................................................................................................77 APPENDIX A5 - HOW TO CONTACT NMFSS SHIPS ......................................................79 A5.1 BY SATELLITE VOICE TELEPHONE AND FAX ..................................................79 A5.2 SHIP IDENTIFIER NUMBERS ..............................................................................79 APPENDIX A6 - LIAISON WITH SHIP'S AGENTS ............................................................80 A6.1 THE LEGAL POSITION OF THE AGENT.............................................................80 A6.2 AGENT'S CHARGES ............................................................................................80 A6.3 ORDERING SERVICES FROM THE SHIP’S AGENTS........................................80 A6.4 RELATIONSHIP WITH THE AGENT ....................................................................81 A6.5 UNSCHEDULED PORT CALLS ...........................................................................81 A6.6 SCIENTIFIC USER'S OWN EQUIPMENT MOVEMENTS ....................................81 APPENDIX A7 - LOSS OF / OR DAMAGE TO SCIENTIFIC EQUIPMENT........................82 APPENDIX A8 - COSTS RECHARGEABLE TO THE PRINCIPAL INVESTIGATOR ........... A8.1 ADDITIONAL PORT CALLS .................................................................................... APPENDIX A9 - VESSEL SECURITY AND CASHLESS CARD SYSTEMS ......................84 A9.1 CHANGES TO FINANCIAL TRANSACTIONS .....................................................84 A9.2 SECURITY............................................................................................................84 A9.3 CARD DISTRIBUTION .........................................................................................84 A9.4 CASHLESS SYSTEM ...........................................................................................84 A9.5 CASH ADVANCES .............................................................................................85 APPENDIX A10 - PIGN ANNEXES.....................................................................................86 A10.1 BLANK NOTIFICATION FORMS ..........................................................................86 A10.2 BLANK FORMS ....................................................................................................86 APPENDIX A11 - SAFETY MANAGEMENT OF CRUISE ..................................................87 1. GENERAL STATEMENT ......................................................................................87 Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 5 2. TRAVEL TO AND FROM THE VESSEL ...............................................................87 3. CONDUCT ON BOARD THE VESSEL .................................................................87 4. LOADING OF GEAR AND EQUIPMENT ..............................................................87 5. INSTALLATION AND OPERATION OF SCIENTIFIC AND ELECTRICAL EQUIPMENT .....................................................................................................................87 6. ACTIVITIES AT SEA.............................................................................................88 7. USE AND STORAGE OF CHEMICALS................................................................89 8. TRAINING.............................................................................................................89 9. REVIEW ................................................................................................................89 10. OVERALL ASSESSMENT OF RISK FOR THE CRUISE .....................................89 Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 6 Principal Investigators Guidance Notes Dear Colleague Principal Investigators Guidance Notes These Guidance Notes have been prepared in order to familiarise you, the prospective senior manager in charge of a research cruise on a NERC research vessel, with your management responsibilities when utilising this major and expensive facility. The ever-tightening legislative framework within which we and all other shipping organisations are now required to work places a considerable administrative overhead on the planning and operation of each and every cruise. The NERC National Marine Facilities Sea Systems (NMFSS) are aware of this increased workload and have hopefully provided sufficient detail within these Guidance Notes to ensure that you, together with NMFSS and the National Oceanography Centre, Southampton, conduct our activities at sea safely and professionally. NMFSS operated ships, in common with all other merchant vessels, are accredited to the IMO International Safety Management (ISM) Code and the International Ship and Port Facility Security (ISPS) Code. To achieve and retain this accreditation we have to pay great attention to safety management, vessel security and auditing of all our activities - which involves you and your scientific party in documentation, checklists and, very importantly, risk assessments of all potentially hazardous activities. These risk assessments must originate with the individual or group who will carry out the activity. It cannot be avoided, but we will do all we can to assist you through the whole process. Our objective is to ensure you achieve the best science you can on your research cruise, by safely and efficiently providing all the supporting services needed to operate the research ships. Should you have any concerns on any aspect of your research cruise, please contact us at the NMFSS Operations office (t: + 44 (0)23 8059 6286, e: [email protected]) at the National Oceanography Centre, Southampton or Ship’s Master, whichever is appropriate, and we will respond promptly. Finally, may I wish you every success on your cruise. Leigh Storey Head of NMFSS National Oceanography Centre January 2015 Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 7 SECTION 1 - EXECUTIVE SUMMARY AND CHECKLIST 1.1 PURPOSE 1.1.1 To provide clear and unambiguous guidance to each Principal Investigator, in charge of a research cruise on a NERC ship managed by NMFSS, on the most effective way to plan for the execution of this cruise in order to achieve the maximum potential benefit. 1.1.2 To indicate the clear lines of responsibility of a Principal Investigator in maintaining their management role on board the ship and to provide a reference source for non-marine personnel relating to scientific operations in port and at sea. 1.1.3 To provide a management guide that is complimentary to and in compliance with, the NMFSS Safety Management System (SMS), to meet the requirements of the International Safety Management (ISM) Code and the International Ship and Port Facility Security (ISPS) Code which are mandatory under shipping legislation, and to meet the requirements of The Revised Standards of Training, Certification and Watchkeeping Convention (STCW 1995, as amended) and issued by the International Maritime Organisation (IMO) and ratified by the UK Maritime and Coastguard Agency (MCA). 1.1.4 These Guidance Notes apply to all cruises on NERC research ships (‘the ships’) managed by NMFSS. 1.1.5 1. 2. 3. 4. 5. 6. 7. 8. 9. Attention is drawn to the following Policy Statements, which are applicable on the ships: NERC Safety at Sea Policy Statement; NERC Alcohol Misuse at Sea Policy Statement; Research Council Equality and Diversity Policy Research Council Code of Conduct Policy NERC NMFSS Policy on (Non) Smoking Whilst On Board NERC Research Ships; NERC Code of Conduct for Seafarers; NERC Drug Abuse at Sea Policy Statement; NERC Security Policy Statement and NMFSS Non-Smoking Policy For NERC employees, due attention should also be paid to the NERC Health and Safety Documented management system which can be found at http://www.nerc.ac.uk/about/policy/safety/ 1.2 RESPONSIBILITIES 1.2.1 The Principal Investigator shall be responsible to the Master for the safe conduct of all scientific work on board the ship and for the conduct and behaviour of the members of the scientific party whilst on board. 1.2.2 The Master has overall responsibility for the safety of the ship and all those personnel embarked, and shall exercise over-riding authority should the ship, its personnel, its equipment, the environment or other ships personnel be put at risk. 1.2.3 The route of communication for the scientific party to the ship's management is through the Master. For practical matters pertaining to the utilisation of crew members the route is through the Chief Officer. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 8 1.2.4 All members of the scientific party shall sign on the ship's Crew Agreement and shall comply with the clauses contained within that document. All members of the scientific party are required, under the Maritime Labour Convention 2006 ( MLC2006) to join the vessel with an individual Seafarers Employment Agreement ( SEA). A blank copy of the SEA can be obtained from NMFSS through the following e mail address [email protected] . It is a requirement that all staff join the ship with the original document, signed by their institution, and that the document is presented to the ship’s Purser on sign on. This document may form part of a Port State Inspection or Flag State Inspection of the ship and it is a mandatory requirement for these documents to be carried by all individuals onboard the ship. Failure to present these documents may prevent the individual from sailing on the vessel. 1.2.5 All members of the scientific party must be medically fit for the cruise and have attended a Personal Survival Techniques (PST) course. They will be required to present the original ENG1 Medical Certificate (or equivalent), PST course certificate and a valid passport to the Master or his representative on embarking. Participants from outside the UK must ensure they have a valid medical certificate accepted as equivalent by the Maritime Coastguard Agency (MCA) on a UK registered vessel. Equivalent ENG1 certification issued by other countries Maritime Authorities must be e mailed into NMFSS for clarification as to its acceptance onboard. Countries whose national seafarer medical certificates are accepted as equivalent to the UK’s ENG 1 medical certificate and are acceptable to the United Kingdom MCA are listed on the MCA Merchant Shipping Notice (MSN) 1798 – these include all the EU member states. Failure to present these documents may prevent an individual from sailing on the vessel. Difficulties in obtaining an ENG1 medical certificate must be notified in good time to provide advice on an alternative arrangement 1.2.6 The STCW Code (as amended by the Manila amendments (2010) contains new requirements regarding security awareness training. This training is required by all personnel employed or engaged onboard ships to which the International Ship & Port Facility Security Code (ISPS Code) applies and is a mandatory requirement from 1st July 2015. The MCA have determined that each member of the science team onboard should undertake security familiarisation which is covered during the onboard safety briefing – APART from the Principle Investigator. The MCA have determined that the Principal Investigator, as leader of the onboard science team, should undertake a Proficiency in Designated Security Duties (PDSD) course and the course must be carried out by a provider approved by the MCA. Details can be obtained through NMFSS e mail [email protected] 1.2.7 PRINCIPAL INVESTIGATOR'S LIABILITIES If an accident occurs, and the PI is deemed to have acted reasonably, and within the guidelines laid down by NERC (See the NERC Safety Policy), then it is likely that NERC itself would accept responsibility and defend any civil action. This would be true whether or not the PI was employed by NERC. However, if negligence was claimed against an individual then he or she could face a personal prosecution. Any proven liability would then be their responsibility alone to meet. Where a NERC employed person is acting as PI on a commercial charter contract (on a NERC vessel) then he/she is legally the charterer's representative and the liabilities arising will be set out in the contract document. That person is strongly advised to confirm with NERC Swindon (Contracts Section) that their legal obligations in relation to NERC are properly documented in the contract. NMFSS are not responsible for undertaking this check. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 1.3 9 OVERVIEW OF PLANNING PROCESS 1.3.1 NMFSS PRE-CRUISE PLANNING The outline timetable in relation to each cruise can be summarised thus: 9 months before the cruise date • • • • In the 9 months before the cruise dates: • • • • In the 3 months before the cruise dates: • One month before the cruise dates: • • 2 or 3 days before Cruise start: 1 day before Sailing: • • • Applications for clearance to work in foreign waters delivered to NMFSS Operations office Contact with Programme Manager at NOC and on line access to Marine Facilities Planning (MFP) website; mfpapps.noc.ac.uk/mfp/mfp.php Assignment of Cruise Manager for your cruise Detailed cruise planning with Cruise Manager using MFP website; mfpapps.noc.ac.uk/mfp/mfp.php System Questionnaire meeting (may be a ‘virtual’ meeting) for requirements for and use of NMFSS and ships fitted equipment. Formal cruise meeting held for technical discussions on cruise details and agreement on resources and support resulting in cruise agreement signed by both parties Continuous dialogue between PI and Cruise Manager regarding requirements for cruise. PI to send list of participants to NMFSS Operations with details of requirements and final cruise plans. NMFSS Operations appoint port Agents and confirm ship’s programme. PI to send Risk and COSHH Assessments, scientific equipment lists to Cruise Manager and RRS 12 (Embarkation) Forms to Operations Office. Cruise Directive prepared and issued by NMFSS Operations and available on the MFP website. Scientific party attends the vessel to mobilise equipment. Scientific party joins the vessel. Safety briefing on board before departure. See also the table at the end of this section. 1.3.2 DOCUMENTS SENT OUT BY NMFSS OPERATIONS • Principal Investigators Guidance Notes; • A set of Blank Notification Forms (Annex 1 to PSGN); and • A set of Cruise specific checklists (Annex 2 to PSGN). Within Annex 2, the PI needs to circulate to cruise participants for completion and return to NMFSS Operations the following documents: • • • • • Embarkation Form (RRS12); Risk Assessments for all scientific activities on board; Detailed list of all chemicals and/or hazardous goods; COSHH assessments for use of any hazardous materials on board; and Detailed equipment manifest (equipment list) for items which are not part of the UK Marine Equipment Pool. The PI should complete the Notification Forms as soon as possible and return to the operations office at NMFSS (See Section 3). 1.3.3 OTHER DOCUMENTATION In addition to the above, the following will be required one month before the vessel sails: Final list of cruise participants; Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 10 Cabin Allocation List; Letter of competency to act as Principal Scientist from Line Manager; All cruise participants will be required to have a valid passport - with at least six months validity All cruise participants are required to credit their shipboard account (by credit/debit card, contacting NOC Finance on +44 2380 596253 prior to them arriving onboard the vessel NMFSS Operations will issue a Cruise Directive, using the MFP website for the cruise, which will summarise the cruise requirements prior to the ship sailing. This document also serves to inform other authorities of the brief particulars of the cruise if required. The Master is responsible for sailing and proceeding on a cruise in accordance with specific marine Sailing Instructions issued by the Head of NMFSS, and progressing the scientific programme in accordance with the requirements of the PI. The PI should ensure that all participants read the Guidance Notes for All Personnel due to join one of the ships (JPGN) document on the MFP website. This document contains essential information for all members of the Scientific and Technical Support parties and the PI should circulate prior to them embarking on the ship. Inside the front cover is a table for completion by the individual, which will act as an aide-memoir when completing the necessary paperwork prior to embarking. Members of the Scientific Party should be encouraged to fully read and understand this publication prior to joining the ships. 1.4.0 SAFETY ON BOARD THE SHIP 1.4.1 SHIPS LEGISLATIVE INFORMATION The ships are UK registered Class VII Cargo Ships. Because of this, all members of the scientific party are classed as Seafarers and, therefore, must comply with the requirements of the UK MCA for such persons. As the person in charge of the scientific party on board the PI is responsible for ensuring that all the members of the scientific party are aware of their legal obligations and NMFSS requirements regarding safety. Full information concerning details of all safety equipment provided on board the ship is contained in the Safety Management System (SMS) and the Ship's Safety Training Manual, which are available on the ships. 1.4.2 SAFETY FAMILIARISATION As a requirement under ISM and STCW, Ship’s Officers will undertake a formal period of pre-sailing safety familiarisation for all scientific staff as soon as practicable after the scientific party join the vessel and before commencing the cruise. This safety familiarization is undertaken as a statutory part of the ISM Code, and is formally recorded. The PI is requested to ensure that all members of the scientific party are available for this training regardless of whether they have sailed on the vessel before. If this is not undertaken, it is possible that sailing might be delayed until its completion. All Personnel must, as highest priority, familiarise themselves with the Ship's Emergency Signal and Procedures. Each person must be aware of his or her Muster Point and appointed Lifeboat Station. From time to time emergency drills and exercises will be carried out on board. These are mandatory and necessary for everyone's safety. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 11 1.4.3 PERSONAL PROTECTIVE EQUIPMENT The supply of protective headgear, protective footwear and proper working apparel for the scientific party is the responsibility of each individual in the party. Additional equipment such as safety harnesses and inflatable (working) lifejackets are supplied, on loan, by the ship. The PS should ensure that all participants are aware of this requirement and that it is complied with. It should be noted that failure to produce and wear the correct Personal Protective Equipment (PPE) when circumstances require will result in personnel being prevented from working. 1.4.4 RESPONSIBILITY FOR SAFETY The Principle Investigator's responsibilities begin at the earliest planning stage. Particularly with new tasks, or in unfamiliar circumstances, every stage of the proposed work must be thought through and prepared for, and everyone concerned must understand what is expected. A Risk Assessment must be completed for all on board activities related to the science programme for the cruise. The PI must make an early opportunity to discuss on board with the Master any new or unfamiliar aspects of the scientific programme, so that as far as possible any potential problems are anticipated and solved in good time. During the cruise he should bring to the Master's attention any changes in circumstances, conditions or requirements which may affect the safety or operation of the vessel or persons on board, so that the Master may initiate, through the PI or Chief Officer as appropriate, any changes which may seem necessary to the safety precautions or procedures adopted. It should be noted that NMFSS has a duty of care for the safe operation of the ships and for the health and safety of its own sea going employees from the moment they leave their homes until they return safely. However, the duty of care for non-NMFSS employees is accepted and discharged by NMFSS at the vessels gangway. No duty of care for the health and safety of non-NMFSS employees is accepted while travelling to and from the vessels, such duty lies with the employee’s centre/survey and line management They should ensure that their employees are aware of what legislation applies to them and the person responsible for the duty of care at each stage of their journey. 1.4.5 USE OF DANGEROUS OR HAZARDOUS MATERIALS It is a legal requirement that new processes or processes that might involve a significant risk to the ship, staff or cause environmental pollution have a written Risk Assessment prepared in advance of the cruise. Additionally, any work involving hazardous materials must have an assessment completed in line with the Control of Substances Hazardous to Health (COSHH) regulations 2002. The Cruise Manager will assist each PI to complete this process, but the legal responsibility is on the scientific party to provide full information in this respect. This information must be supplied at least one month prior to the cruise. 1.4.6 ACCIDENT REPORTING All members of the scientific party must report any accident, near miss or dangerous occurrence, to an individual or to equipment, to the Master via any of the ships officers no matter how trivial. What may appear to be a minor event at the time may have much wider implications later on. 1.4.7 SECURITY The vessels comply with the International Ships and Port Facility (ISPS) Code. All members of the ships company are requested to be vigilant at all times with regards to potential security issues and may be required to permit themselves and any personal effects or equipment to be searched prior to embarking. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 12 Further details regarding the ISPS Code and security issues in general will be promulgated during the cruise planning process and during the induction and familiarisation procedures on embarking. Security systems are in place on the vessels. See Appendix A09 for more details. 1.5 CRUISE REPORT REQUIREMENTS 1.5.1 A copy of your detailed cruise report should be sent to the Marine Planning Office, NERC, Swindon, as soon as possible after the cruise. 1.5.2 The NMFSS service review procedure requires that the Master convenes and chairs a post cruise assessment meeting immediately prior to cruise completion, and the PI is required to complete a Post Cruise Assessment form (PCA) prior to and for discussion at the meeting. The purpose being to discuss the overall effectiveness of the cruise as perceived by the scientific and NMFSS components. The Master will submit the minutes on the PCA form, agreed by the parties present, to the Head of NMFSS for dissemination to senior managers ashore. 1.6 COPIES OF CRUISE DATA There may be a requirement to submit copies of data to a foreign state in addition to the cruise report. This will usually be specified in the cruise clearance. If it is not, please seek guidance from the NMFSS Operations office. 1.7 REFERENCES Safety Management System SMS Safety Training Manual SaS - Ship specific Contingency Manuals ScM - Ship, and Shore NERC and NMFSS Safety & Environmental Policies NERC Guide to Handling Explosives at Sea (Updated in 1998) MS Notices MSN 1765 (M) - Medical and eyesight standards for seafarers Department of Transport Code of Safe Working Practices for Merchant Seamen - latest edition International Maritime Dangerous Goods Code (IMDG) latest edition Ship Captain's Medical Guide - latest edition Cruise Directives NERC Swindon Seatime Applications documentation The Revised IMO International Convention on Standards of Training, Certification and Watchkeeping for Seafarers (STCW) 95 as amended. Guidance Notes for All Personnel due to join an NMFSS managed Vessel The International Ships and Port Facilities Security (ISPS) Code NERC Policies on communications and use of computers Control of Substances Hazardous to Health Regulations 2002 (as amended) 1.8 DEFINITIONS BAS COSHH EEZ ENG1 FCO ISM ISPS JPGN MSN MCA NERC British Antarctic Survey Control of Substances Hazardous to Health Regulations. Exclusive Economic Zone. Certificate issued by the MCA when the requirements for medical and eyesight have been met. The Foreign & Commonwealth Office. The International Safety Management (ISM) Code as amended. The International Ship and Port Facilities Security Code as amended. Guidance Notes for All Personnel due to Join an NMF SS managed vessel. Merchant Shipping Notices Maritime and Coastguard Agency The Natural Environment Research Council at Swindon Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 NoK NMFSS PI PIGN RRS12 SMS STCW 95 UNCLOS NOC 13 Next of Kin National Marine Facilities Sea Systems: managers and operators of RRS Discovery and RRS James Cook, and provision of scientific technical support element in terms of equipment and manpower (from NMFSS) to the UK marine science community. “Principal Investigator” and refers to the scientist appointed as being in overall charge of the scientific party on board the ship. Principal Investigator’s Guidance notes. NMF SS next of in details form. The NMFSS Documented Safety Management System. Revised IMO International Convention on Standards of Training, Certification and Watchkeeping for Seafarers as amended. The United Nations Convention of Law of the Sea National Oceanography Centre, Southampton. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 14 1.9 Principal Scientist’s “Getting a cruise to sea” check list This is not an exhaustive list, individual cruises will differ This is not a replacement for active email/phone dialogue with NMF/BAS The Cruise Project Managers are your pivotal point of contact once the cruise is programmed - it is their job to make cruises happen and make it as easy as possible for you as the Principal Scientist. The Cruise Project Managers have gone through this process many times previously and are aware of all the pitfalls involved, know the vast majority of the people involved personally and can spot and solve most issues before they escalate - as long as they are aware! Confirm funding by the 1st April deadline Attend PS Workshop (Bring a potential future PS) Respond to provisional cruise planning Email giving dates mob/demob ports. Sent by NERC Marine Planning once the programme is confirmed. Read offer letter in conjunction with terms and conditions & accept cruise on the MFP Start planning – find out who your cruise project manager (CPM) will be. At least 9 months before – initial internal meeting to formulate a time line, assign/verify roles. Things to consider: Details for applying for Diplomatic clearances, will an observer be needed? Decide on berths for core measurements Additional berths Organise selection of students/Fellows Date for Cruise planning meeting with NMF or BAS Date for Cruise planning meeting with scientific participants 8 months before: Start completing Diplomatic clearance paperwork – It must reach NMFSS no later than 7 months prior to your cruise. 6 months before: Complete cruise questionnaire – Prior to cruise planning meeting 6 months before: Participants cruise planning meeting – invite NMFSS/BAS, BODC things to consider: Cruise track Cruise plan – daily operations, deployments, transit times Discuss cruise questionnaire – space and facilities required Accommodation plan Laboratory plan Cruise experience – seasickness Medical conditions Dietary requirements Allergies Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 15 Cultural backgrounds Passports/visas required? Certification: 3 months before Medical (ENG1) Dental Personal Sea survival techniques Vaccination certificates where appropriate PAT testing equipment Chemicals/gases lists Health & Safety 3 months before: COSHH paperwork Participant information Finance on-board Travel arrangements to/from mob/demob ports Transportation of equipment 3 months before: HMRC customs & excise requirements 3 months before: Final pre-cruise meeting to agree the NERC ‘Marine Facilities Supply Agreement’ with Cruise Project Manager (CPM) NOTE: Within three months of the scheduled start date of a cruise, after the NERC ‘Marine Facilities Supply Agreement’, there is minimal scope to alter technical support arrangements 2 months before: Submit RS12’s to NMFSS 1 day before sailing, PSO to arrive at ship, see: Master Master/2nd Officer with passage plan CPM/Chief Officer – for equipment loading etc. CPM/Senior Technical Officer (STO) Ensure effective loading of equipment to correct places Before sailing, welcome talk, things to consider: Safety briefing Ground rules Science During cruise: Keep diary Data collection / effective labelling Biological samples: licensing from Defra Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 16 Post cruise: Cruise summary report (ROSCOP) to BODC within 7 days of the end of the cruise Complete Post Cruise Assessment (PCA) form prior to Post Cruise Assessment meeting onboard Within 6 months of cruise ending submit Cruise report to BODC and Coastal State Within a reasonable time scale submit data to BODC Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 17 SECTION 2 - PRE-CRUISE PLANNING 2.1 INITIAL CONTACT The initial contact in NERC Swindon is the NERC Marine Planning Officer, Dr. Beth Woodward: Tel: +44 (0) 1793 442597 E-mail: [email protected] 2.2 DIARY OF EVENTS 2.2.1 (Related to programming year - 01 Jan to 31 Dec - and time in advance of a proposed research cruise). 15 months previously (September): Promulgation of Announcement of Opportunity and Ship-time & Marine Equipment Application (SME) Forms by NERC Marine Planning Office. 01 April: Completed applications returned to NERC Marine Planning Office, deadlines 1 April and 1 November. Note: This is in line with the Awards & Training deadlines for Research Grants, on 1 December (peer review and funding decisions in March) and 1 July (peer review/funding decisions in October). Scheduling of cruises will commence after the 1 April deadline. Applications received before/by the 1 November deadline will be incorporated into the programme as soon as funding is confirmed, if this is feasible logistically. If this is not possible, for example, because the required time window has already been allocated to an April application, or because there is insufficient lead time to apply for the necessary diplomatic clearances, then the applicant will be notified by the NERC Marine Planning Officer. The application may be carried forward for consideration in the next year’s programme, provided that the relevant funding source agrees. Draft programme prepared by NERC Marine Planning Office. In June/July: Adjusting the provisional programme in conjunction with NMFSS with respect to practical constraints, logistics etc. Final confirmation of full superstructure funding from funding sources followed by confirmation of sea time to successful applicants by NERC Marine Planning Office. Formal release of Operational Version 1 of the programme by the Director of Science Programmes, NERC, Swindon Office. NMFSS operations sends out Cruise paperwork to Principal Scientists 01 January: Programme commences. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 2.3 POINTS OF CONTACT AT NMFSS 2.3.1 Communication Lines 2.3.1.1 18 Cruise Manager Each cruise is assigned a dedicated ‘Cruise Manager’ who will act as a conduit through which information will be passed. You will be advised of the contact details for your Cruise Manager at an early stage of the cruise planning process. The general contact details are: e: [email protected] or [email protected] t: 023 8059 6381 2.3.1.2 Interactive Website All cruises are entered on an interactive website from reception of the Ship-time and Marine Equipment Application (SME) Forms by NERC Marine Planning Office to the completion of cruise reports. This website is you ‘key’ point of reference for monitoring the cruise planning process and it is essential that you refer to it at frequent intervals during the cruise planning process: http://mfpapps.noc.ac.uk/mfp/mfp.php 2.3.1.3 NMFSS Marine Operations office - contact details e: [email protected] t:023 8059 6286 f:023 8063 5130 2.3.2 Personnel for contact For all requests for specific cruises or projects please direct queries to the Cruise Manager in the first instance. This person will ensure that any queries the Operations Office cannot answer are passed to group concerned and that a response is forthcoming. Using a single point contact ensures that an up to date record of all queries relating to each Cruise is maintained. 2.4 PROGRAMME CHANGES For requests to modify cruise dates, ports of call, or policy matters please direct your queries to the NMFSS Programme Manager [email protected]. 2.5 LOGISTICS ORGANISATION 2.5.1 Equipment, technical support and logistic support in general, is allocated to the specific project within the ships' programmes on the basis of the information contained in the original SME form and subsequent discussions between you, as project leader, and the NMFSS Cruise Manager. 2.5.2 NMFSS will do its best to satisfy the requirements of each and every project, but this will be on an equitable basis and within its available resources of equipment, manpower and funding. 2.5.3 Prompt use of the website will set in motion a series of actions aimed at ensuring that, as far as possible, the necessary ship's systems, scientific equipment and technical resources managed by NMFSS are put at your disposal. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 19 2.5.4 As is explained in the documentation sent out by the NERC Marine Planning Office for sea time applications, NMFSS resources may not be able to cover every equipment requirement by every Principal Scientist. Many systems require specialist technical staff to accompany them, which will affect the number of scientific berths available, whist some cruises may require additional marine staff or trainees. 2.6 PRE CRUISE MEETINGS 2.6.1 One of the first actions required once a cruise has been entered into the Cruise Programme is to complete on line a System Questionnaire which is specific to each vessel. Accurate completion will form the basis to the detailed equipment, services and support levels you will receive. 2.6.2 You will be invited to a meeting (normally held at NOC) to discuss the details of your proposed cruise. Information relating to this meeting, which is normally held up to 6 months in advance of the cruise dates, will be sent to you separately. The travel costs incurred in attending this meeting are for your own account - as advised to you in the NERC Sea time Application documentation. 2.6.3 The agreed minutes from the meeting and the details contained within the system questionnaire will form a “Scope of Supply” applicable to you as the customer and NMFSS and will be detailed on the website as the “Cruise Agreement”. This shall be regarded as a baseline contract once signed by both parties. Any subsequent changes may involve additional costs, which NMFSS and will identify and only action if written agreement is received from the customer that funding will be provided. 2.6.4 In addition, NMFSS would ideally hold a preliminary meeting with the Principal Scientist to agree at an early stage, the overall format of the cruise, including technical staff numbers. 2.7 NMFSS SCIENTIFIC SUPPORT STAFF ALLOCATION 2.7.1 The team of NMFSS technical staff on board will be led by the ship’s Science Technician Officer (STO) plus suitably experienced specific dedicated technical engineers to operate and maintain items of ‘portable’ equipment. This is necessary to ensure that the wide range of ship fitted equipment and facilities are properly maintained for present and future cruises. If 24 hour operations are envisaged as part of your scientific programme, then it is vital that the staffing implications are discussed to ensure that your cruise is properly supported and your objectives are achievable. Hence it is necessary that you agree the numbers of scientific support personnel that may be required to attend on your cruise before you confirm numbers of scientific berths available for the remaining science team. 2.8 USER'S OWN EQUIPMENT 2.8.1 For operational and security reasons and to meet Customs requirements, details of the User's equipment to be carried on board, with particular reference to the overall weight, as well as the individual weights of specific items where this is significant will be required at an early stage. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 20 2.8.2 To meet Merchant Shipping legislation, all lifting points must be clearly marked and tested with evidence of such testing being available to the ship prior to its loading on board. If no evidence is available, the equipment will not be loaded. The provision of test certificates and any special handling or stowage problems will be discussed at the cruise meetings. 2.8.3 Given previous experiences, it would be extremely useful for items, which are required in specific spaces on board, to be clearly marked with any instructions as to stowage location or special handling requirements. This is extremely important for equipment loaded when the ‘owner’ is not present for the mobilisation. 2.8.4 Risk Assessments for operations involving such equipment will also need to be carried out. Guidance as to how such assessments can be made can be supplied by the NMFSS Operations office. 2.9 TRAVEL ADVICE 2.9.1 Any questions regarding travel queries will be dealt with by the NMFSS Operations office at NOC once the cruise programme has been finalised. 2.9.2 For non-NMFSS staff, the institution should ensure that their employees are aware of what legislation applies to them and who owes them a duty of care at each stage of their journey. 2.10 INSURANCE 2.10.1 Users of NERC vessels should be aware that although NERC is a non-insuring body, it does however insure the ships for hull and machinery, its staff and the equipment they carry. 2.10.2 Should non-NERC employees require personal insurance for the period they are on board plus transit to/from the ship they should make their own arrangements as deemed appropriate by their employer. 2.10.3 Users who bring their own equipment to sea with them should satisfy themselves and their parent organisation that they fulfil any insurance requirements they deem are necessary, including cover for periods in transit. 2.11 EMBARKATION FORM (RRS 12 NEXT OF KIN) DETAILS 2.11.1 The ship’s Master is required by law to enter onto the Ship’s List of Crew personal details of everyone embarked on the vessel. ALL participants are required to supply a Next of Kin Form (RRS 12), (see Annex 2) for completion and these must be returned to the NMFSS Operations office no later than one month prior to the start date for the cruise. Please ensure these are completed fully, accurately and legibly prior to dispatch. 2.11.2 It is also suggested that details of each participant’s whereabouts are left with the parent employer in the event of an emergency whilst they are embarked upon a ship. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 2.12 21 MEDICAL CERTIFICATION Prior to joining the vessel all personnel must be medically examined and meet the requirements of the UK Maritime and Coastguard Agency Medical Examination Regulations (ENG1). They must carry the original certificate with them when they join the vessel. 2.13 DENTAL FITNESS Prior to joining the vessel all personnel must be dentally fit. NMFSS do not require proof of this and the responsibility of ensuring all scientific staff are dentally fit rests with the PI 2.14 PERSONAL SURVIVAL TECHNIQUES 2.14.1 Prior to joining the vessel all personnel must have undertaken a Personal Survival Techniques (PST) Course to meet the requirements of STCW A-VI/1-1. In the UK this involves a one day course with the morning devoted to the classroom including: Survival Techniques, Survival factors, Equipment, Drill and their value, Emergency signals and actions to be taken, Panic and its consequences, Lifejackets - design, donning and entering the water, Stowage and operation of inflatable liferafts, Boarding liferafts and actions to be taken, Construction of liferafts and ancillary equipment. 2.14.2 The afternoon is the wet drill in a swimming pool doing: liferaft launching & dry boarding; entering the water from a height, swimming in a lifejacket and boarding the liferaft unaided; water exercises, recovering unconscious person into a liferaft, righting a capsized liferaft and finally an exercise in abandon ship drill. 2.14.3 Advice and assistance with finding overseas training facilities can be obtained from the NMFSS Operations office. The original certificate demonstrating completion of this training course must be carried with the individual to the ship. 2.14.4 By the 1st January 2017 anyone that holds a Personal Survival Techniques (PST) certificate is required, under the STCW 2010 Amendments, to have undertaken a refresher course to revalidate the certification. This refresher training is then required to be carried out every 5 years Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 22 SECTION 3 - DIPLOMATIC CLEARANCE REQUIREMENTS 3.1 NOTIFICATION FORMS It is a requirement under the UN Convention of Law of the Sea (UNCLOS) that marine research which is undertaken within a state’s EEZ or not goes through a formal approval process. A notification form must be completed (see Annex 1). Without such approval, the work cannot be undertaken. This is for the promulgation of information on the vessels works to the Government of the state (assuming the work is not within the UK EEZ). Such approval is sought through the UK Foreign and Commonwealth office (FCO). In addition, the Notification Forms as supplied in Annex 1 once completed are circulated to the following for information: Fisheries Authorities (For avoidance of interference) Hydrographic Office (For navigation warnings) Ministry of Defence (For military exercise areas) Coastguards (For areas of high traffic density) Naval Authorities Subsea Cables (For areas of subsea cable installation) The forms referred to in Annex 1 to these notes must be completed fully and a separate form for EACH coastal state in whose waters you wish to work is required with a clear explanation of the aims of your research in non-technical language where possible. This should include details of waypoints and transects and a clear map/chart All foreign states require a minimum of 6 months’ notice and to allow time for administration, all notifications must be returned to NMFSS Operations 7 months in advance of the cruise. The form should provide a clear and unambiguous map showing proposed tracks and stations and latitudes and longitudes of the overall area around the perimeter and the outline of the nearest coast, so that maritime limits can be inserted if required. This should be in A4 size. Normal practise is for the form to be translated by NMFSS into the working language of the relevant state. 3.2 APPROVALS FROM A FOREIGN STATE 3.2.1 You should note that the approach to a foreign state varies with the type of research you propose to do: 3.2.2 WATER COLUMN This includes: Moored water column data logging devices. Surface data logging devices that are anchored to the seabed. Free floating (drifting) devices. Sediment sampling of fauna that lives in the top few centimetres of sediment in the larval state which becomes free swimming upon maturity. Fishing for non-exploitable resources. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 3.2.3 23 CONTINENTAL SHELF This covers all research concerning the natural resources of the continental shelf (or its physical characteristics). This includes: Echo sounding for bathymetry. Gravity measurements. If you require the Gravity Meter to be run on passage to port – to facilitate a tie-in ashore. Seabed photography. Sidescan sonar. Magnetometry. Seabed sampling of geological deposits. Fishing for exploitable resources (in the commercial sense). SWATH bathymetry 3.2.4 PORT CALLS Permission to make a port call is normally requested automatically by NMFSS Marine Operations. 3.3 COPIES You will receive a copy of the material submitted by NMFSS Operations to the Foreign Office - please check it to satisfy yourself that what has been requested is actually what you intended. 3.4 RESPONSES FROM FOREIGN STATES 3.4.1 The UK Foreign and Commonwealth Office (FCO) normally request our Embassy to run a check on the clearances about a month before each cruise. It is usual for the foreign government to submit a 'Note' giving the response concerning the cruise to the Embassy. This Note is copied to NMFSS Operations and subsequently to the Master of the ship concerned. 3.4.2 DELAYED APPROVAL It is sometimes the case that approval is very late in being issued by foreign authorities. NMFSS and the FCO will instigate further chasing action before a cruise if there is no indication of an answer. NMFSS Operations will immediately transmit to the Master in writing any advice received from FCO London concerning verbal approval of cruise clearance. Unless this written approval is received on board the Master is not permitted to enter the waters of a foreign state. 3.4.3 REFUSED OR CONDITIONED APPROVAL If the response is a refusal this must be honoured completely. The Master will not enter waters for which prior entry approval is not held. Conditions set by the foreign state, such as carriage of an observer, or a requirement for the ship to make position/intention reports to the foreign authorities, will be arranged by NMFSS operations through the ship's Master. 3.5 BERTHS FOR FOREIGN OBSERVERS 3.5.1 Under UNCLOS provisions there is an obligation to offer a foreign state the opportunity of placing an observer on board for any cruise undertaking work within that country's claimed waters. Where the possibility of multiple observers occurs, endeavours will be made to minimise the berth problem by requesting that a single Observer acts for all countries on a neutral basis. You are advised that some nations will not accept this approach. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 3.5.2 24 PAYMENT TO FOREIGN OBSERVERS NERC will offer a free scientific berth and free victualling to foreign observers embarked upon NMFSS ships. Observers are expected to settle their travel and subsistence to/from the vessel. NMFSS will not accept responsibility for an observer's additional costs or daily allowances on board. If a foreign state insists upon the costs of travel or daily allowance being paid to observers, NMFSS will endeavour to negotiate through FCO, and hence the Government of the foreign state, to avoid the problem. The Principal Scientist should be aware that if such negotiations fail the costs would have to be added to the account of their particular project. 3.6 MINMUM NOTICE REQUIRED BY FOREIGN STATES 3.6.1 In this context it means the date of receipt by the foreign state 3.6.2 All foreign states now require a MINIMUM of 6 months’ notice. NMFSS Operations aim to forward all documentation within 2 working days of receipt. The FCO require a further week to undertake internal checks. Because other factors inevitably affect the foreign clearance application considerations, such as economic actions and political factors, NMFSS insist that all applications are treated formally. Therefore all notifications should be returned to NMFSS Marine Operations at least 7 months in advance of the cruise 3.6.3 NMFSS Marine Operations will advise upon any notifications that have particular problems or require special treatment. 3.7 Guide to Scientists – Environmental Permitting The Marine & Coastal Access Act 2009 (the 2009 Act) introduced a “new system of marine management” creating the Marine Management Organisation as an ‘enabling marine regulator’, one of the functions of which was to manage applications and determine/grant licences for activities in the marine environment. The Marine & Coastal Access Act applies primarily to English and Welsh offshore waters (and English inshore waters) extending to Northern Ireland for licensing purposes; in Scotland, the regulator is Marine Scotland, which was created by the Marine (Scotland) Act 2010. The Marine Act (Northern Ireland) 2013 builds upon the 2009 Act. Under the 2009 Act, which came into force on 6th April 2011, activities involving a deposit or removal of a substance in the UK marine area may require a licence i; there are, however, some exemptions. Failure to comply is an offence, and liable to a fine and/or imprisonment. In addition to licences, activities may require the consent of other regulatory authorities (e.g. Environment Agency, Natural England). The responsibility for obtaining any appropriate licence lays with the Principle Investigator, not the ship operator. In view of the complexities in determining whether an activity is licensable or exempt we advise all PI’s to make early contact with the appropriate authority. The ‘appropriate authority’ will depend on where the activity is to be undertaken – it is vital that the scientist Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 25 plans in advance what he intends to do and where. It is especially important that the scientist is aware that • • • • • • • different regulations apply in different areas; in areas falling under the jurisdiction of the MMO, if, having considered the guidance, the PI considers his activities to be exempt, it is possible to submit a Notification of Exempt Activity (https://www.gov.uk/make-a-marine-licence-application#notifications-of-exemptactivities). in most cases, the exemptions have important conditions attached to them. If you are carrying out an exempted activity you will need to ensure that you are aware of those conditions and have complied with them. See https://www.gov.uk/do-i-need-amarine-licence#samples-and-investigations The MMO does not necessarily examine all Notifications of Exemption. Non-exempt activities may not necessarily be subject to the full licensing process, but may be eligible for ‘fast tracking’ – see https://www.gov.uk/fast-track-andaccelerated-licensing A LICENCE is not the same as CONSENT; completing an exemption form does not necessarily fulfil all consenting and licensing requirements. Depending on where activities are to be undertaken, consent may still be required from other authorities; for example, activities in or close to a SSSI may need consent from Natural England, whilst intrusive works within 12 nautical miles of the coast are likely to need Crown Estate consent – see https://www.gov.uk/make-a-marine-licence-application#otherconsents Marine Scotland Licensing Operation Team (MSLOT) do not require notification of all exempt activities (see Chapter 4 of http://www.scotland.gov.uk/Resource/0041/00419439.pdf) The Welsh & Northern Irish Regulations differ from those for Scotland and England; the latter have been amended to include exemption for scientific sampling (subject to certain criteria) the former regulations have not been amended in this way. The Isle of Man is a self-governing British Crown Dependency; activities within the Isle of Man territorial sea (http://www.gov.im/media/45855/isle_of_man_territorial_sea.pdf) may need separate notification. CITES Licences are issued to individual scientists not to the science. This process is not facilitated by NMFSS nor is it controlled by NMFSS. It primarily impinges on NMFSS activities only when a collected sample that are CITES controlled are either imported back from the cruise by our ships or they are shipped back within containers, then the import/export paperwork will be required to provide details of the CITES licence under which the movement is being covered. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 26 Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 4. TRAVEL ARRANGEMENTS TO/FROM VESSELS 4.1 NMFSS PREFERENCE 27 4.1.1 It is preferred that members of the science party should make all of the travel arrangements as far as the arrival airport for foreign ports themselves. However, it is vital that, names, passport copies (where required), dates, times, flight numbers etc. are passed to NMFSS Operations in sufficient time for arrangements to be made for ‘meet and greet’ at airports, transfers to hotels/ship etc. ; and the Agent only has one point of contact for travel, thus avoiding potential confusion. It should be borne in mind that any costs that are for the institutions account (over and above agreed accommodation & transport costs) may not be presented for several months if the Agency disbursement account is complex. 4.2 TRAVEL REQUIREMENTS 4.2.1 The NMFSS Operations office can advise on the necessary visa, vaccination/inoculation and other special requirements pertaining to particular ports. It is a recommendation that all staff have adequate inoculations to cover unexpected diversions of both the ship and aircraft used in travelling to and from the ship. This is especially relevant in areas where Yellow Fever and Malaria are a problem. 4.2.2 In several ports - notably in Middle Eastern countries - the Ship's Agent also has to act as sponsor for all staff joining/leaving a ship and it is vital that all the requisite information is correct. (NB: Please note that in several other countries, South Africa and India amongst them, the Ship’s Agent is the route through which all immigration approvals are organised for all personnel joining or leaving a ship in a working capacity. Even if you are taking a holiday before or after leaving a ship you should notify NMFSS Operations to ensure that the Ship’s Agent is informed in advance). 4.3 COSTS / EXPENSES 4.3.1 Although NMFSS may make the required travel arrangements, the responsibility for the payment of expenses incurred on behalf of non-NMFSS staff rests with the PI. If hotel accommodation is used, normal practise is for NMFSS to pay for one night’s accommodation only and costs for this are accounted for in the cruise costing 4.3.2 Other than joining/leaving the vessel, interim transport will be the responsibility of the individual. The exception to this will be if, at the Master's discretion, the local security situation requires other arrangements to be made. 4.4 NON-UK PASSPORT HOLDERS Non-UK Scientists attached to UK Institutes or Universities must ensure that their Immigration documents permit multiple exits/entries from the UK if they are joining or leaving a ship in the UK. For foreign ports, please liaise with NMFSS Marine Operations and guidance will be obtained from the local ships agents. 4.5 PRIVATE ARRANGEMENTS 4.5.1 If scientific staff or Technical Support staff, wish to make their own arrangements for holidays in foreign ports, they should be aware that NMFSS will not assume responsibility for Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 28 any problems they may experience, and would not expect the Ship's Agent to be involved either. 4.5.2 If airline bookings are made utilising a ‘marine’ airfare, the individual needs to be made aware that the restrictions on this type of ticket prohibit any extended stay in the country after leaving the ship. 4.5.3 Scientific staff should bear in mind that the purchase of discounted/low cost fares may be unwise should the ship's itinerary be changed unexpectedly. NMFSS will not accept liability for reimbursement should the ship call at a different port from the one scheduled. 4.6 INFORMING THE AGENTS If scientific staff make private arrangements to join or leave a ship by air they should inform NMFSS Operations (or the Master) of their flight details so that the ship's Agent can be made fully aware of all staff movements involved with the ship for local immigration purposes. 4.7 VISAS When making arrangements for Visas, staff are reminded that there are different types of Visa for staff joining ships and staff visiting on business in some countries. The former may limit both the numbers of days one may stay in that country and the freedom one may have to leave the port area. Please ensure that you ask for advice on the correct requirements. 4.8 INSURANCE 4.8.1 Whilst on board an NMF-SS vessel you are covered, by NERC, for all medical costs. Should an individual have an accident or become ill whilst onboard the vessel and need to have professional medical attention ashore, the Master will arrange, via the ships agent, for them to see a doctor or to be landed to a hospital. All of the costs of any treatment incurred on board the vessel will, effectively, be free. However, the cost of transferring an individual and any hospital / medical cost incurred ashore will be the responsibility of the parent institute or organisation although the costs will, initially, be met by the ships agent and re charged through the agents accounts once received by the Operations group. Principal Investigators must make provision for all their party either by providing commercial insurance cover or by ensuring their NERC Centre/Survey will provide indemnity should an individual require to be landed ashore. This should cover at least the costs of unscheduled port calls, local hospital bills, emergency evacuation (e.g. by helicopter/launch) and repatriation to the UK. All scientific staff are advised to check personally that they possess adequate personal insurance cover and that their parent Institute or University recognises this liability of their insurance policies to allow for these potential costs 4.8.2 University blanket insurance policies which provide an element of medical cover whilst staff are abroad may also include aspects of hospital cover and repatriation to the UK. Staff should note that the time at which this type of cover is activated will depend upon the arrangements the ship’s Master may make in endeavouring to land a member of the scientific party and no University insurance company, or actions of the individual, will override the responsibilities of the Master or Owners. Any remedial actions on the part of the University insurance company will be subject to agreement by the ship’s Agent, and the Master, and only actioned once the person concerned has formally left the vessel. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 29 SECTION 5 - CONDUCT OF A RESEARCH CRUISE 5.1 JOINING A SHIP 5.1.1 It is usually the case that the scientific party will join the ship on the day prior to the day of sailing. Until this time you should make arrangements for your party to be accommodated ashore. The reason for this is to permit the ship's catering staff to prepare hotel facilities properly. There will be an opportunity for scientific staff to attend the vessel prior to actually joining, to facilitate preparation of their equipment and arrangements should be made via the Cruise Manager. 5.1.2 Once on board all your party will be asked by the Master to complete the formalities required when joining a British ship. The Master will advise you when your staff should be available for this requirement. 5.1.3 You will be required to allocate cabins for your party. The Purser will e mail a cabin allocation plan in advance of your team joining the ship. You will be asked to allocate the cabins and return the completed form to the Purser in advance of your team’s arrival onboard 5.1.4 All of your staff will find explanatory ‘Welcome Aboard’ booklets about the ship in their cabin. This explains safety, meal routines, domestic facilities, and scientific support services. It is recommended that the scientific party familiarise themselves with this information. 5.2 MOBILISATION 5.2.1 The NERC Research Ships Programme will have included varying numbers of days for mobilisation (and demobilisation) for the cruise. At the Cruise Meeting (see section 2.6) the requirements for mobilisation and demobilisation will have been discussed and an outline plan agreed. Requirements for mobilisation will be discussed with NMFSS Operations and approximately 2 weeks prior to the sailing date a Port Programme will be published and circulated with the Cruise Directive for the cruise. A detailed plan for the mobilisation of the cruise will be included in this document and sufficient copies for all members of the scientific party, which will be dispatched for circulation by the PI. 5.2.2 There will be close liaison between the PI and the Cruise Manager regarding the delivery and loading of 'Users' own equipment and if the mobilisation is elsewhere other than Southampton the best method of delivery of equipment to the port will investigated. The possibility of 'sharing' transport may be discussed and the possibility of sharing transport costs pro-rata will be considered. Full detailed lists of 'Users' equipment are required prior to delivery at the mobilisation port (a copy of a suggested equipment manifest is referred to in Annex 2) to enable: • • A detailed deck plan to be drawn up for promulgation to the ships Master to ensure the ship can load the equipment and has adequate stability once loaded For UK Customs documentation as the equipment is classified as an export. This information should be sent to NMFSS Operations; [email protected] Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 30 5.2.3 Once all equipment is loaded, the PI will be asked to sign a declaration that the equipment lists supplied are a 'true and representative record of equipment loaded, to the extant that any omissions shall not prejudice the safety of the vessel nor those on board and shall not have the potential to pollute the environment'. 5.3 CREW AGREEMENT All members of the scientific party are required, under the Maritime Labour Convention 2006 ( MLC2006) to join the vessel with an individual Seafarers Employment Agreement ( SEA) (See 1.2.4). Valid passports are required for all cruises with a minimum of 6 months validity in place at the end of the intended date of disembarkation. 5.3.2 Staff will be asked to give the Master the following information: Their full name Their Nationality Place and Date of Birth Their normal home address The name, address and relationship of their next of kin The name of the previous ship on which they served and the date if more than 12 months have passed. Their Passport number, place of issue and date of expiry. This information is normally requested from the PI well in advance of the cruise (by completion of Embarkation Forms (RRS 12) sent out by the Operations office)(Annex 2). Embarkation forms should be sent to RRS12@noc. ac.uk 5.4 ACCOMMODATION ON BOARD 5.4.1 The PI will be allocated a single cabin with a day room for use as an office. All other scientific staff will be accommodated in single berth cabins. Where NMFSS technical staff are embarked on scientific research cruises it has proved beneficial to the efficiency and continuity of the service they provide to ensure that certain cabins are set aside for their exclusive use. The PI is requested to liaise with the Cruise Project Manager or NMFSS Operations in advance of the cruise to confirm numbers (and cabins) involved. 5.4.2 Keys to cabins will be issued by the Purser when scientific personnel join the ship. Cabins need not be locked when the ship is at sea but they should be locked in port, when the cabin is unoccupied. The catering staff and the Master/Chief Officer/Chief Engineer/Purser hold master keys to all the cabins and duplicate keys are held on the ship's Main Keyboard (under the control of the Duty Officer).All keys must be returned to the Purser before you leave the ship. For safety reasons the Master normally retains laboratory keys. 5.4.3 It should be noted that all scientific staff are responsible for maintaining their cabins and shared bathrooms in a suitably clean and hygienic condition. The ships catering staff will maintain the cleanliness of shared and public rooms to facilitate cleaning. 5.4.4 Under the Merchant Shipping Regulations the vessels Master is required to inspect all areas of the vessels accommodation at least once per week and any defects discovered including cabins left in an un-hygienic condition will be reported to the individual and the Principal Scientist and should be remedied as soon as possible. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 31 5.4.5 All scientific staff have free access to the communal lounge on both the RRS ‘Discovery’ and the RRS ‘James Cook ‘ and to the Mess Rooms on both vessels and it should be noted that all personnel are required to be suitably dressed when using these rooms. 5.5 BRIEFING THE MASTER 5.5.1 It will be necessary for you to brief the Master of the ship at the earliest, mutually convenient, opportunity regarding your cruise intentions, working requirements, tracks, diplomatic clearances, the required employment of all NMFSS technical staff and the crew for your work. 5.5.2 Under the requirements of the ISM Code there is a need for the Master to produce a passage plan prior to departing the embarkation port. As a consequence, the Master will require confirmation of the position of the first scientific station or starting point of a line or transect prior to the cruise mobilisation to allow the Bridge Officers time to plan the vessels navigation. The preference is for NMFSS Operations to be notified regarding details of the positions of stations/waypoints one week prior to sailing date. 5.5.3 You may also be asked to provide a short explanatory talk to the crew about the work you intend to do. The more the Master and crew know about your aims, and the objectives of your research, the more enthusiastic they will be to help you. 5.6 RESPONSIBILITY FOR THE SHIP'S LABORATORIES 5.6.1 The PI is responsible for the general tidiness and cleanliness of the laboratories, ensuring that they are swept regularly and maintained in good order. Untidy or littered spaces are both a fire risk and a safety hazard. Ship's crew will clean out laboratories at the request of the Principal Investigator (through the Chief Officer). 5.6.2 At the end of a cruise it is the PI’s responsibility to ensure that ALL the laboratories are left clean and tidy. Bench tops are to be cleared, Stauff rail bolts removed from redundant bench pallets, rubbish stored in plastic sacks, and drawers or cupboards cleared. See also Section 8, Laboratory Procedures. 5.7 SHIPS WINCH SYSTEMS 5.7.1 As required under maritime law the vessel operates under certification to the International Safety Management (ISM) Code, which requires that a safety management system exists that: • • • • • provides for safe practices in ship operation and a safe working environment establishes safeguards against all identified risks allows for continuous improvement in safety management ensures compliance with mandatory rules and regulations takes into account applicable codes, guidelines and standards. 5.7.2 The NMFSS Safety Management System (SMS) meets the requirements of the ISM Code through external certification by the Maritime and Coastguard Agency (MCA), which is the statutory authority in respect of UK registered vessels. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 5.8 32 SHIP'S FACILITIES AVAILABLE All the facilities of the Research Vessels are to be at the disposal of the Principal Investigator in the furtherance of the scientific programme, conditional upon the safe management and operation of the ship and equipment, and in accordance with the previously agreed Customer Service Level Specification for that cruise. 5.9 COMMUNICATION WITH SHIPS 5.9.1 All NERC ships are fitted with comprehensive communication facilities. They are fitted with satellite facilities, which include voice fax and e-mail. The ships have the conventional marine radio communication equipment fitted as well for emergency and inter ship traffic. 5.9.2 The Master routinely communicates with NMFSS via e-mail and daily to report position, progress and requirements. 5.9.3 Private use of the ships internet system is not charged for. Private messages are referred to in Appendices 5 and 8.Universities, Institutes or next of kin who wish to contact scientists at sea on ships can do so using the direct dial facility that exists for the ships. The system is routed through Aberdeen and the cost for incoming calls is only the cost of a ‘national rate’ UK phone call to Aberdeen. 5.9.4 Bad News from Home – Policy for NMFSS 5.9.5 Bad news from home may include the following situations: a. Bereavement b. Exceptional domestic reasons Bad news may be received directly by the individual on the vessel or to the NMFSS People & Skills Project Support Officer or NMFSS Marine Operations Team 1. The individual should advise and discuss with his/her line manager, or directly with the Master at the soonest opportunity, the receipt of any bad news received from home. Any receipt of bad news directly from home should be communicated to the [Research Ship Manager (or duty senior manager) or his nominated deputy] [NMFSS] and to NOC People & Skills group as an early warning of a possible repatriation situation. 2. The discussion should include an honest assessment by both parties as to the welfare of the person affected and their ability to cope with the situation. These discussions should be recorded and passed to People & Skills and the Research Ship Manager or deputy. 3. Where it is determined that the best option is to repatriate, the Master, if not already apprised of the situation, should prepare a diversion plan, including an assessment of nearest suitable port, likely eta and time lost to the scientific programme and discuss the situation with the Principal Scientist. 4. The Master and Principal Scientist should agree the diversion plan. 5. Where agreement is reached, the Master should provide NMFSS with the diversion plan and an assessment based on the suggested parameters indicated below. In this circumstance, a deviation will generally be approved and arrangements will be put in place for repatriation. 6. Where an agreement is not achievable, the Master should contact NMFSS, and provide the diversion plan and the reasons why a diversion is not agreed to. He should also provide an assessment based on the suggested parameters indicated below. NMFSS and HR Marine, in conjunction with NMFSS senior management Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 33 team as appropriate, will make an assessment of the situation and agree an appropriate course of action. 7. The action will be communicated to the Master at the soonest opportunity and arrangements will be put in place for repatriation. 8. In all cases NMFSS will advise People & Skills, NERC Marine Planning Manager and senior management team at NMFSS of any intended diversion. The decision making process needs to consider, among other issues, the following: • Duty of care and welfare of the individual; • Who is affected: partner, children, parent? • The objectives of the scientific cruise; • Impact on the science cruise including loss of science time; • Amount of time required for diversion; • Best timing for diversion taking into account existing and forecast weather conditions and eta; • Availability and costs of travel; • Sourcing and additional cost of replacement staff if available; • Limitations on subsequent manning; • Adverse welfare issues of keeping a person on board to the continued stability of the cruise and operation of the vessel; and • The manner in which the ‘bad news’ has been received; This is not a subject where clear guidance based on a table can be identified or where an impact level policy can be constructed. Bad news from home generally, and news of bereavement in particular, are often very difficult situations to deal with although they do not occur that frequently. However, any assessment should be based on the circumstances of the situation at the time and the decision making process used which is fair and reasonable to all those affected. Details of how to make direct contact with an NMFSS ship are given in Appendix A5 Please be aware of the requirement for all E-mail traffic to be in English, to comply with current legislation, and to allow for management discipline in the use of these facilities. 5.10 LIMITED ACCESS WITHIN THE SHIP 5.10.1 There are certain areas of the ship that are not normally available for free access by the scientific personnel on board. These include the Bridge, the Engine Control Room and propulsion machinery spaces, the galley, crew accommodation, steering gear, auxiliary machinery spaces, non-scientific storerooms and engineering workshops. This constraint is for obvious safety reasons and also to permit the crew to have privacy in their own accommodation. 5.10.2 Should scientific staff wish to visit the Bridge they are requested to ask the Officer on watch to check that they may do so, and then ensure that they do not interfere with the activities taking place. Ask questions by all means, but please bear in mind that the Duty Officer has a legal obligation for the ship's safety. If your visit is not convenient at that time please do not be offended by a refusal. When entering or leaving port, the Bridge is not accessible to non-marine staff. When coming up to a scientific station or when the ship is in bad weather are particularly critical times for the Bridge and your party are requested to avoid the area. 5.10.3 The engine room is a hazardous area and no one is allowed in this area unless an Engineer Officer accompanies him or her. Control Rooms are also out of bounds - unless a Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 34 visit has been arranged through the Chief Engineer. The marine staff will be very happy to organise such visits if so requested. 5.11 RELATIONS WITH THE CREW 5.11.1 It should be appreciated that the marine staff on the ship normally serve on board for considerably longer periods than most scientific staff. The ship is their home for up to 2 months at a time and, consequently, scientific staff should respect the privacy of their accommodation. 5.11.2 Because of the greater sea going experience of the marine staff, especially the Chief Petty Officers, it is likely that the deck staff may advise the scientific party that certain activities on the weather decks of the ship are unsafe. Please accept that they have a responsibility for the safety of scientific staff as well as their own and are only acting in the best interest of all staff. Entertaining of the ratings in scientific accommodation is not permitted without the Master's prior approval. 5.11.3 The inappropriate entertaining of ship’s staff in scientific accommodation is not permitted on board. The inappropriate presence of scientific staff in marine staff accommodation is also not permitted. 5.11.4 Should you require assistance from the ship’s deck staff you are asked to direct your requests via the Chief or duty officer to avoid any misunderstandings concerning their working regime. 5.12 TECHNICAL SUPPORT STAFF 5.12.1 The Technical Support staff, if embarked, are present to maintain, operate and/or supervise the safe operation of the scientific equipment and generally to assist the Principal Scientist in the successful conduct of the cruise. 5.12.2 Whilst Technical Support staff shall supervise operations within their particular area of expertise, it should be noted that NMFSS has a responsibility to maintain its equipment in a safe working order for use on subsequent cruises. 5.13 SENIOR TECHNICAL OFFICER (STO) The Senior Technical Officer (STO) is Head of Department for the technical team and will normally be the primary contact to the PI 5.14 TIREDNESS AND WORKING ROUTINES 5.14.1 The PI is responsible for arranging the scientific work programme so that nobody has to work unduly long hours. However, it is everyone's responsibility to take proper rest during off-duty time, so as to be able to work safely and efficiently when required. 5.14.2 The operation of ILO 180 is mandatory on board all ships. This is a convention agreed by the International Labour Organisation to attempt to provide a framework for seafarers hours of work and the UK Maritime and Coastguard Agency (MCA) who are responsible for enactment and enforcement of legislation for UK registered ships, have determined that the ‘Hours of Rest’ formula is the most appropriate method and hence all UK ships will operate to this part of the legislation. See also section A1.10 Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 5.15 35 HEALTH AND HYGIENE 5.15.1 Personnel are required to undergo a medical examination to MCA approved standards prior to embarking in a NERC Ship. A dental check is strongly recommended. 5.15.2 Everyone on board is responsible for looking after their own health and fitness. High standards of personal cleanliness and hygiene should be maintained. Whilst the Master has overall responsibility for the medical facilities on board, the Second Officer is usually the person designated to deal with non-emergency medical requirements and First Aid. All medical problems must be communicated to the Second Officer at an early stage in order that treatment or other action can be most effective. Drugs and medicines will only be issued under control and will not be available on an ad-lib or self-help basis. 5.15.3 Good health depends on an even and thoughtful balance of work, rest and exercise, on sensible and regular meals, on adequate sleep and on an avoidance of excesses of rich food, alcohol and tobacco. 5.15.4 On board ship, simple infections can easily be spread from one person to others. Thus preventative measures, as well as easily effective treatment, are essential. 5.15.5 It is essential that all cruise participants are inoculated and vaccinated against any likely diseases found in the region where the ship is operating. 5.15.6 High humidity and heat can lead to heat exhaustion and heat stroke, which may be fatal. When working in these conditions it is advisable to drink at least 4.5 litres (8 pints) of cold (but not iced) water daily. 5.15.7 In tropical areas especially, exposure to the sun during the hottest part of the day should be avoided as far as possible. When it is necessary to work in very strong sunlight, appropriate clothing offering protection to both head and body should be worn, whatever the degree of acclimatisation may be. Use of a high factor sun cream is essential for exposed skin. Reflected glare from the sea surface can cause eyestrain and the use of sunglasses is recommended. Please note that dependent on the operations being undertaken sunglasses may also be required to meet the standards of protective eyewear. 5.16 SEASICKNESS Seasickness impairs a person’s judgement and a reduction in alertness and efficiency in performing tasks will result. The extent to which individuals are affected varies greatly; generally individuals are affected early on in a cruise and in severe weather. Taking fresh air on deck generally helps but if you are badly affected, leaning over the ship's rail is dangerous and must be avoided. Do not go and hide away, there is no shame attached to being seasick. Many professional seafarers suffer from time to time. The Principal Investigator, STO and other experienced personnel should look out for members of their team suffering from seasickness and ensure that they are safe. If necessary, medication is available from the ships medical officer 5.17 TIDINESS AND CLEANLINESS It is everyone's responsibility to make sure that any equipment used is properly stowed and secured. Loose items should not be left lying about. Keeping things in their proper places makes for efficient and safer working. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 5.18 36 END OF CRUISE ARRANGEMENTS 5.18.1 CABINS At the end of the cruise scientific staff should vacate their cabins within 12 hours of arrival in port (unless the Master has agreed that they may continue living on board). They should ensure that any defects in the cabin are reported to the Purser as soon as they are noticed and the cabins left in a clean and tidy condition ready for the next occupant. All personnel must remove all personal effects from scientific cabins and laboratories, and dispose of rubbish. 5.18.2 EQUIPMENT All your own equipment should be packed, each package individually marked and ready for unloading before the ship arrives at the final port, due to the short turn round time normally available. If shipping your samples and equipment back to your parent Institute or University you should ensure that each case or box has a typed list of its contents INSIDE it, with a copy made available for the Customs. These lists must show for each item: • • • Its weight in KGs; Its value in sterling; and Its country of origin. Label each package clearly with the address to which it is to be dispatched. The Senior Technical Officer is the conduit through which all requests for shipment of equipment should be passed. The costs of shipment may be recharged to the Principal Investigator. When shipping freight to the UK, arrangements must be made for the entire journey otherwise goods will be delayed at Heathrow airport awaiting onward instructions. If you are intending to stay on in the country after your cruise for a holiday you must ensure that someone from your University or Institute is aware of the freight arrangements. 5.18.3 If NMFSS facilities are used to ship your equipment the same requirements apply. Please ensure that this issue is considered during the Cruise planning stage and discussed with the Cruise Project Manager. 5.18.4 If you are making your own arrangements to ship your equipment you should liaise with the ship's Agent through the Master/Purser - as they will be able to ensure that you ask the right questions and that you receive answers. Under the Dangerous Substances in Harbours Regulations of 1987 it is required to notify the authorities at the port of arrival of any hazardous items onboard. You are requested to pass this information to the Master/Purser/STO well in advance of the end of the cruise. 5.18.5 Should you wish to request that your scientific equipment is carried as ‘cargo’ at any time other than on the cruise for which it was loaded, and in lieu of using commercial methods, you must make a formal request to the Cruise Project Manager well in advance of the period of carriage required. NMF SS reserve the right to make a charge for the responsibility of carrying unaccompanied scientific equipment as ‘cargo’. 5.18.6 Samples fall within the same requirements for Non Hazardous and Hazardous goods transportation. The quality of the packing will also be germane for the safe delivery of the samples. Requirements for refrigerated or temperature controlled shipments should be referred to the Cruise Project Manager. Samples including animal remains that fall within the Convention on International Trade in Endangered Species will require an import licence and it is your responsibility to obtain it. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 37 5.18.7 DOMESTIC ARRANGEMENTS They should check with the Purser that he/she knows what the travel arrangements are, so he can ensure that the Agent can arrange for immigration formalities and supplies necessary transport. Further information on domestic facilities onboard is given in Appendix A4 & A9 See Appendix A6 for further information on Agents. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 38 SECTION 6 - CRUISE REPORT REQUIREMENTS 6.1 NERC SWINDON REQUIREMENTS A copy of your detailed cruise report should be sent to Marine Planning Office Natural Environment Research Council Polaris House North Star Avenue Swindon Wiltshire SN2 1EU as soon as possible after the cruise. Failure to comply with this could affect the allocation of future sea time. 6.2 NMFSS REQUIREMENTS 6.2.1 The NMFSS service review procedure requires that the Master convenes and chairs a post cruise review meeting immediately prior to cruise completion; the purpose being to discuss the overall effectiveness of the cruise as perceived by the scientific and NMFSS components. The Master will submit the minutes, agreed by the parties present, to the Head of NMFSS for dissemination to senior managers. These minutes will be incorporated on the Post Cruise Assessment (PCA) form. 6.2.2 The PCA form will be forwarded to the Programme Manager and to the Head of NMFSS. The PCA will be copied to the Marine Planning Office at NERC Swindon and also be reviewed at the periodic meetings of the Marine Facilities Review Group. 6.2.3 Following a Service Review Meeting involving NMFSS Managers, a response will be sent to each Principal Investigator with advice on any corrective actions taken or explanations arising from, points made in the above documents. 6.2.4 Two copies of your full Scientific Cruise Report should also be sent to: Director of Science Programmes, NERC Swindon, as soon as possible after the Cruise. 6.3 FOREIGN & COMMONWEALTH OFFICE (FCO) REQUIREMENTS 6.3.1 If the ship has been undertaking research in the waters of a foreign state, it is usually necessary to forward a copy of your Cruise Report to that state as a condition of clearance for the cruise. 6.3.2 All non-UK states insist on granting approval for other nations to undertake research in their waters - and you are asked to bear in mind that failure to comply may have a detrimental effect on subsequent applications to work in those waters. One of the copies of your Cruise Report that you are asked to send to NMFSS Operations will be forwarded to the FCO, for them to pass on to the foreign state concerned. (In the case of NOC Cruises there is an arrangement whereby the Library automatically include the FCO on the mailing list for Cruise Reports). Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 39 6.3.3 If the ship has carried a foreign observer for your cruise it is a courtesy to send a copy to that observer. 6.3.4 The onus is on you, as Principal Investigator, to ensure that you comply with these requirements. Sending a copy to your scientific colleagues is not sufficient - a copy must also be sent via the official channels. 6.3.5 If it is likely that the processing of your data will take longer than 6 months, or the scientific programme is a long term series of cruises, you should ensure that an interim progress report is submitted to NMFSS Operations for passing to the Foreign Office. It is a fact that more suspicion is created within a foreign state by lack of cruise reports than by any other omission and, consequently, certain states are reluctant to process subsequent cruise applications until they receive reports from previous cruises. 6.4 COPIES OF CRUISE DATA 6.4.1 There may be a requirement to submit copies of data to a foreign state in addition to the Cruise Report. This will usually be specified in the cruise clearance. If it is not, please seek guidance from the NMF Sea System Operations office. 6.4.2 You should, however, be aware that most foreign observers will request copies of data from a cruise. 6.4.3 In most cases the foreign state expects you to supply this copy data at your cost, not theirs. 6.5 BRITISH OCEANOGRAPHIC DATA CENTRE (BODC) REQUIREMENTS 6.5.1 BODC require a Cruise Summary Report form plus a track chart as soon as possible after your cruise is completed. 6.5.2 BODC also requires a copy of your full Cruise Report and, subsequently, the cruise data and documentation that they may request from you for data banking. The address of BODC is: British Oceanographic Data Centre Proudman Oceanographic Laboratory Joseph Proudman building 6 Brownlow Street Liverpool L3 5DA UK T: +44 (0) 151 795 4884 F: +44 (0) 151 795 4921 Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 40 SECTION 7 - COMPLAINTS, COMPLIMENTS AND CUSTOMER APPRAISAL PROCEDURES 7.1 FORMAL COMPLIMENTS PROCEDURE 7.1.1 It is the aim of NMFSS to facilitate the achievement of the scientific objectives set by the Principal Investigator for each cruise. 7.1.2 The PI can use the Post-Cruise Assessment form to record positive feedback. The use of this form allows for review and formal assessment of the service provided to the scientific community. 7.2 FORMAL COMPLAINTS PROCEDURE 7.2.1 Under normal circumstances any difficulties, or complaints, arising from any of the NMFSS services should be reported to the head of the appropriate on board department as soon as possible after the difficulty or complaint has been identified, or via the summary minutes of the cruise de-briefing meeting held on board by the Master and the end of each cruise. It is always very much easier to satisfactorily deal with a difficulty or complaint at the time rather than after the event. Additionally, difficulties or complaints that are not directly to do with the on board services can be reported via the summary minutes of the cruise debriefing meeting held on board by the Master at the end of each cruise. 7.2.2 A copy of a blank Formal Complaint Form is available on board from the Master. . This should be completed by the complainant and sent to the Head of NMFSS within 28 days of the event. A response will be sent within a further 28 days. 7.3 INFORMAL COMPLAINTS 7.3.1 Less formal complaints, specifically those arising on board ship should be directed through you, as the PI, and thence to the ship's Master. The Master will ensure that your problem is either overcome immediately, if this is possible, or he will inform NMFSS management and request guidance. 7.3.2 It is obvious that good communication between staff onboard a ship will enable the majority of minor complaints to be solved with mutual satisfaction without recourse to formal procedures. 7.4 POST CRUISE ASSESSMENT (PCA) 7.4.1 Each Principal Investigator is required by NERC as part of the funding agreement to complete a PCA at the end of each cruise and submit it, following discussion at the on board cruise debrief electronically via the Master to the NMFSS operations office. These forms are used to analyse the quality of service provided and form an essential part of the customer's feedback channels in the management system. They are also discussed at meetings of the Marine Facilities Review Group. A blank form is sent to each PI with the other paperwork when the annual programme is confirmed. An electronic version will be sent to you towards the end of the cruise. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 41 SECTION 8 - LABORATORY GUIDANCE NOTES 8.1 INTRODUCTION 8.1.1 The aim of these Guidance Notes is to advise users of the laboratories aboard the vessels managed by NMFSS of safe and correct working practices and of individuals’ responsibilities within the laboratories. Working within any laboratory presents the user with a responsibility for not only their own health and safety, but also that of others. 8.1.2 The laboratories on board the vessels present an enclosed, often unstable work environment that creates unique hazards for laboratory work. This section provides an overview of the measures that should be implemented to ensure safe systems of work in these laboratories. However, these notes do not give detailed instructions relating to specific processes or individual chemicals or other hazards. The notes should be used in conjunction with other documents to undertake risk assessment, and specific process assessments under the COSHH regulations. 8.1.3 Anyone carrying out work in a laboratory on board a NMFSS managed vessel must be familiar with these Guidance Notes and also carry out the appropriate COSHH risk assessments on the particular piece of work that they are undertaking. On completion of their work all hazardous material must be safely disposed of and the laboratory must be left in a clean and safe condition. 8.1.4 The NMFSS Transportation of Hazardous Goods procedure requires you to identify your hazardous cargo and to establish if it is proscribed for transport. This will be established via the manufacturer’s MSDS. Once it is established that the cargo is hazardous, NMFSS has a simple program for you to select the product and its related legal data already prepared in the documentary format required by the authorities. The goods must also be packed to meet the regulations. Only trained people can offer hazardous cargo for shipment. Any queries about hazardous cargo status should be referred to the Cruise Project Manager and/or the NMFSS Logistics Manager. All accidents, incidents and near misses must be reported to the Ships Safety Officer and fully documented 8.2 RESPONSIBILITES FOR HEALTH AND SAFETY 8.2.1 Most of the legislation governing laboratory work in the United Kingdom has no formal application at sea. However NERC accepts the principle that UK legislation should be followed as closely as possible on board the vessels. NMFSS vessels subscribe to the spirit of the Health and Safety at Work etc. Act 1974 and all operations undertaken on board should be conducted with this legislation in mind. 8.2.2 All members of the scientific party shall sign on the Crew List and shall abide by the NMFSS and NERC policies that are applicable for seafarers. NMFSS also adheres to the regulations laid down in the MCA Code of Safe Working Practices for Merchant Seamen. 8.2.3 The Principal Investigator is responsible to the Master for the safe conduct of scientific work on board the ship and for the conduct and behaviour of the members of the scientific party whilst on board as described in the Principal Investigators Guidance Notes. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 8.3 42 RESPONSIBILITY FOR THE SHIP’S LABORATORIES 8.3.1 The PI is responsible for the general tidiness and cleanliness of the laboratories and must ensure that they are maintained in good order. Untidy or littered spaces are both a fire risk and a safety hazard generally. Ship's crew may be requested to clean out the laboratories by the PI through the Chief Officer. 8.3.2 At the end of a cruise it is the Principal Investigator’s responsibility to ensure that ALL the laboratories are left clean and tidy. Bench tops must be cleared, Stauff rail bolts removed from redundant bench pallets, rubbish stowed in plastic sacks, and drawers and cupboards cleared. 8.4 SPECIFIC ROLES IN HEALTH AND SAFETY All users of the laboratory, whether a NERC employee or not, have certain responsibilities under Health and Safety Legislation: a. b. c. d. You must take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work You must co-operate with your employer in complying with health and safety requirements. You must not intentionally or recklessly interfere with or misuse anything provided in the interests of health and safety. You must report all accidents, incidents, ‘near misses’ or deterioration in health related to work. The most critical aspect of laboratory safety is that: All laboratory users are responsible for their own health and safety, and that of others who may be affected by their actions. To comply with this it is essential (indeed compulsory) that you make an assessment of any risks that may arise from your work in the laboratory before you commence that work. This formal Risk Assessment is a legal requirement and no work may be undertaken in any NMFSS such has been undertaken and approved. NMFSS operates a ‘Just Culture’ accident, incident and near miss reporting system that enables lessons to be learnt from hazardous occurrences. All staff working on the ship must use this system to report such events. Any accidents, incidents or near miss occurrences (AINM) must be reported to the PI and the Ships Safety Officer as soon as possible after the event and details will then be entered into the Accident Book. 8.5 THE EMPLOYERS RESPONSIBILITY FOR HEALTH AND SAFETY 8.5.1 Current Health and Safety legislation outlines the responsibilities of the employer. While NMFSS is not the employer of the scientific party it does recognise a duty of care to all personnel aboard its vessels. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 43 The ship’s Master has overall responsibility for safety on board. The Master is supported by the Marine Safety Manager (MSM) who is ultimately responsible to the Head of NMFSS. On board the Safety Officer (Chief Engineer) is responsible for day-to-day safety matters. 8.5.2 Some aspects of laboratory safety may fall outside the areas of competence of ship’s staff. For this reason the Principal Investigator is responsible for health and safety aspects of all scientific work and personnel, within the overall frame work of the shipboard safety management system. The ship’s Master retains the authority to call a halt to any work that he considers is being carried out in an unsafe manner or which he considers to be following an unsafe procedure. 8.6 SAFE WORKING PRACTICES Although a risk assessment is required before commencing work on any particular project, there are general safety aspects that apply to any work undertaken in laboratories. These are basic common sense and should be adhered to in an effort to reduce the risk to all personnel working in the laboratories or elsewhere on the vessel. 8.7 SAFE LABORATORY PRACTICES 8.7.1 rules: Personnel working in, or visiting any laboratory area must observe the following • • • • • • • • • • • • Any appropriate personal protective equipment (PPE) must be worn in the correct manner. No food or drink shall be taken into, or consumed within the laboratory areas. No smoking is allowed within the laboratory areas. Hands must be washed before leaving the laboratory areas. Label all sample, specimen and reagent containers with details of the contents and use the relevant chemical hazard label. Return all chemicals and regents to their storage spaces after use. Dispose of all chemical and biological wastes in the correct manner. Discard disposables, such as sharps, into an appropriate container. Clean up any spills immediately. Warning signs should be displayed until the deck is dry. Wash up glassware immediately after use and stow safely On completion of a work project, remove all equipment, chemicals and samples, clean your work area thoroughly and check to ensure that the work area is free from contamination. These common sense rules should be familiar to anybody with even a small amount of laboratory experience, however strict adherence to them will go a long way to insuring a safer work environment for all. 8.7.2 Many laboratory users may not be so familiar with the special conditions that apply to scientific work undertaken on board a ship. Conditions on board research vessels are not comparable to those in a shore based laboratory environment. Even tasks, situations and hazards that are regarded as common ashore, need careful reevaluation when applied to laboratories on board. The main points to consider are: Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 44 Unstable working platform NMFSS provide well found and sea worthy vessels. However, as with any ship in a seaway, they can be prone to a wide variety of motions. Any proposed laboratory process must take into account the current and predicted weather conditions. Laboratory space is restricted and must fulfil several functions Some procedures, which would normally be carried out in separate spaces may need to be performed in the same area. The laboratories on board are likely to see more through movement of personnel than is considered normal ashore. The work areas are also close to living and recreational accommodation. Isolated location Dependent on the area of the cruise, the vessel can be considered effectively isolated from outside assistance. Situations that would be inconvenient in a shore laboratory can have wide reaching safety, or possibly even life threatening, consequences at sea. Fatigue and sea-sickness The motion of a vessel can induce levels of fatigue beyond that encountered while working on the equivalent task ashore. Seasickness or any seasickness medication taken can have a significant effect on alertness and concentration. Adverse weather may mean that little beneficial effect is received during rest periods. Working excessive hours The need to collect as much information as possible within the boundaries of the cruise length can cause a temptation to work excessive hours contributing to fatigue problems. The MCA has issued Regulations covering Hours of Work and these are detailed in the Principal Scientists Guidance Notes. Manual Handling Manual Handling covers any transporting or supporting of a load by hand or bodily force where effort is required to move or hold the load. This includes lifting, setting down, pushing, pulling, carrying or moving. The hazards associated with manual handling are dramatically increased at sea in proportion to the severity of weather conditions. Consideration of the current and predicted weather forecasts must be allowed for when undertaking any manual handling tasks. A separate risk assessment for any manual handling tasks must be completed. Therefore the following needs to be taken into account when performing laboratory work on board. i. ii iii iv v vi. Constant awareness of the vessels potential for movement. Ensure all hazardous materials and apparatus are securely stowed to withstand the ship’s motion under any conditions. Re-stow equipment as you use it. Decant chemicals into small ‘user friendly’ containers while still ashore before the cruise. Bring only what you need to the laboratory, leave the rest stored in its original packing in the hold or in the chemical lockers Ensure that there is a secure means of transporting chemicals around the ship. Be aware of tripping hazardous such as deep coamings and steep stairways. Take adequate steps to contain any spillage, using trays and absorbent material as necessary. Be aware that personnel off watch may be trying to rest nearby. Maintain a courteous approach to noise levels while working. If you have not been to sea before seek the advice of those who have If you have any doubts ask the Cruise Project Manager, the Ships Safety Officer or the Chief Officer. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 8.8 45 WORKING ALONE Working alone is to be discouraged in laboratories. Lone working exposes an individual to increased risks, both from a lack of supervision and the difficulty of obtaining help in an emergency situation. Because of the unusual hours worked on board the vessels it is acknowledged that there may be occasions when lone working is required. Should this be the case the PI must supply the Master and NMFSS Operations with a risk assessment and a Safe System of Work before the commencement of the cruise. These must cover such points as the nature of the work being undertaken and a reporting schedule for the lone worker. Some activities should be considered as incompatible with lone working, including the following: a. b. c. d. e. 8.9 Radioactive isotopes and lasers Cryogenic liquids and dry ice Oxidising agents or asphyxiating gases Hazardous chemicals i.e. concentrated acids, cyanides Manual handling of heavy or awkward loads PERSONAL PROTECTIVE EQUIPMENT (PPE) 8.9.1 Scientists are expected to supply any PPE that they may need while performing laboratory work in addition to that required for work on deck (hard hats, safety shoes etc) 8.9.2 PPE brought on board should where applicable conform to the regulations laid down in the Merchant Shipping Notice MSN 1731 (M+F) as amended. Otherwise PPE should comply with the relevant shore regulations. PPE should always be regarded as the ‘last resort’ to protect against risks to safety and health; engineering controls and safe systems of work should always be considered first. 8.9.3 Remember that PPE only protects the person wearing it, and not others in the work environment. You should also remember that PPE can be awkward to wear and may introduce new risks to certain activities. The responsibility to ensure that adequate PPE is being worn correctly rests with the Principal Scientist. 8.10 FUME CUPBOARDS AND SAFETY EQUIPMENT Fume cupboard placement varies between the two vessels. RRS Discovery A permanent, filter style fume cupboard is located in the General Purpose Laboratory RRS James Cook A permanent, filter style fume cupboard is located in the Chemistry Laboratory Extra Fume Cupboards Extra fume cupboards can be requested at the planning meeting Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 46 Fume cupboards must be used when working with reagents that create harmful vapours, gases or fumes. The safe storage of chemicals is facilitated by hazardous chemical cupboards in some labs. First Aid kits are provided in all laboratories. Any First Aid treatment must be reported to the Ship’s Safety Officer (Chief Engineer) or the Officer on Watch. Eye Wash stations & safety Showers are located: James Cook – Hanger Port Side (eyewash & Shower), Port Side outside Controlled Environment Laboratory (Eyewash & Shower) and outside of the coffee shop/Main Laboratory (eyewash) Discovery - Hangar - For'd(eyewash & Shower), outside of the coffee shop/Main Laboratory(eyewash & Shower), Deck Workshop/Hanger Aft (eyewash), Eye Wash Kits are located Outside chemical store in scientific hold Fire Fighting Equipment is located in or adjacent to all laboratories and work stations 8.11 RISK ASSESSMENTS 8.11.1 Health and Safety legislation requires that a risk assessment is carried out to identify the risks to health and safety to a person arising out of, or in connection with, work or the conduct of their undertaking. It should identify how said risks arise and how they could impact on those affected. A risk assessment must involve identifying the hazards present in the working environment and evaluating the likelihood of these hazards being realised to understand the extent of the risks involved. A Hazard is defined as: Something with the potential to cause harm (this can include articles, substances, plant or machines, methods of work, the working environment, people and other aspects of work organisation) A Risk is defined as: The likelihood of potential harm from the hazard being realised. The extent of the risk will depend on: i. ii. iii. 8.11.2 the likelihood of that harm occurring the potential severity of that harm, i.e. of any resultant injury or adverse health effect the population which might be affected by the hazard, i.e. the number of people who might be exposed. Most scientists will be familiar with risk assessments and should already have a risk assessment in place for the work involved in their shore laboratory. Such risk assessments need to be reviewed and updated to take into account the additional hazards presented by laboratory work on board, as laid out in this Code of Practice and other relevant legislation. 8.11.3 The process of risk assessment must be carried out by suitably experienced personnel using specialist advice where appropriate. NMFSS has blank risk assessment forms available from the Operations office to assist scientists in complying with this requirement. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 8.12 47 COSHH RISK ASSESSMENTS 8.12.1 A COSHH risk assessment is required for the use of any substance that is hazardous to health as set out in the COSHH Regulations. These risk assessments should be in two parts, 1. A risk assessment form covering the hazardous material involved including a safe system of work for its use and any further safety information i.e. safe stowage requirements. 2. A product safety data sheet for the hazardous material. 8.12.2 Such risk assessments must take into account the added hazards that working with chemicals at sea involve. Points to be covered should include safe delivery to the vessel, the safe transportation of chemicals between their storage place and the ships laboratories. Also covered must be dangers to the vessel and the environment in the case of a spill, and the potential increased hazard should a fire occur or damage to the vessel (from grounding, collision etc). Where relevant the risk assessment must include information such as the United Nations Number (UN No.) and the Class or Division of the hazardous material as laid down in the International Maritime Dangerous Goods Code (IMDG Code). 8.12.3 All such risk assessments must be delivered to the NMF SS operations office in good time prior to the cruise commencing. NMFSS has blank COSHH assessment forms available from the Operations office to assist scientists in complying with this requirement 8.12.4 Certain substances are not covered by the COSHH regulations, but are covered by other legislation. These include lead, asbestos and some substances that are only harmful because of their physical properties such as radioactivity, flammability or risk of explosion. 8.12.5 Some substances may be harmful through both their chemical and physical properties and so may require more than one risk assessment. For example radio-labelled sulphuric acid would require both a COSHH risk assessment and a radioactive risk assessment. COSHH risk assessments created for previous cruises must be properly reviewed and amended before they can be used for a current cruise No chemicals or other hazardous materials will be accepted on board an NMF SS managed vessel unless sufficient safety data has been supplied. 8.13 HAZARDOUS MATERIALS 8.13.1 A list of all Hazardous Materials being loaded on the vessels must be provided by the PI to NMFSS Operations Office one month prior to the cruise start date. The list must include the quantities involved. 8.13.2 Any hazardous chemicals must be accompanied by a Material Safety Data Sheet (MSDS). As MSDS are required for any chemicals used ashore this should not present a problem for the scientific party. 8.13.3 It is a legal requirement that the use of all hazardous materials, new processes or processes that might involve significant risk to the ship, staff or for environmental pollution have a written risk assessment prepared in advance of the cruise. NMFSS Operations will Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 48 assist each PI to complete this process, but the onus is on the scientific party to provide full information in this respect. Please refer to the Cruise Project Manager before making any commitments to supply hazardous materials to a ship. 8.13.4 The Ship's Safety Management System and the NERC Guide to the Handling of Explosives all contain references and explanations that are relevant. The IMO International Maritime Dangerous Goods Code (IMDG) is the predominant marine legislation and gives UN numbers for all registered materials carried by sea and is the standard reference for all freight, transport, packing and stowage purposes. NMFSS Operations and all ships hold current copies. 8.13.5 The following is a break down of hazardous materials used on board the vessels that are subject to specific precautions. The following is not intended to be an exhaustive list and if you have any doubts it is recommended that you seek advice from the Health & Safety Executive or from your Local Safety Advisor. Notification of the proposed use of any hazardous materials on board the vessels forms part of the pre-cruise planning and must be raised at these meetings. 8.14 CHEMICAL HAZARDS 8.14.1 All chemicals brought on board an NMFSS managed vessel must be correctly labelled as per the relevant legislation. Advice on this can be obtained from the Chemical (Hazard Information and Packaging for Supply) Regulations, COSHH Regulations, and the Hazard Data Sheet supplied with the chemical. 8.14.2 Your COSHH risk assessment must identify the possible routes of entry into the body and indicate the necessary PPE and containment measures required to prevent exposure. If you make up any reagents or preparations or transfer chemicals from the suppliers’ container, they must be labelled with the correct chemical hazard symbol, chemical name and concentration/quality as well as your own name and date. 8.14.3 Some chemicals will have Work Exposure Limits. The details of these can be found on the Hazard Data Sheets or listed in the Work Exposure Limits booklet issued by the Health and Safety Executive. Any such limits must be adhered to by all personnel working with chemicals. A COSHH risk assessment must be undertaken before the cruise for any procedure using hazardous chemicals. 8.15 BIOLOGICAL HAZARDS 8.15.1 As with chemicals, a risk assessment must be completed prior to the cruise commencing for any biological agents. This must identify the possible routes of entry into the body and address the measures to be taken to prevent exposure. Biological agents are classified into four hazard groups: Group 1 unlikely to cause disease i.e. cyanobacteria, algae. Group 2 can cause human disease and may be a hazard to employees; Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 49 unlikely to spread through the community and effective prophylaxis or treatment is usually available i.e. Actinomyces ssp., Clostridium ssp, Escherichia coli (pathogenic strains). Group 3 can cause severe human disease and may be a hazard to employees; may spread to the community but effective prophylaxis or treatment is usually available i.e. Salmonella typhi, Hepatitis viruses. Group 4 can cause severe human disease and pose a serious hazard to employees; is likely to spread through the community and there is usually no effective prophylaxis or treatment available i.e. Ebola viruses, Lassa fever virus. The handling of group 3 or 4 organisms is prohibited in all NMFSS laboratories. 8.15.2 As well as the requirements laid down in the COSHH regulations, biological material may also be regulated by the Ministry of Agriculture, Food and Fisheries (MAFF) or Genetically Modified Organisms (GMO) legislation and may require further control procedures and containment under these regulations. 8.16 FLAMMABLE LIQUIDS 8.16.1 The main hazard arising from the use of flammable liquids are fire and explosion, involving either the liquid or the vapour it emits, especially if the flashpoint is below room temperature. Awareness of this flashpoint, storage requirements and specific firefighting methods must be addressed in your COSHH risk assessment. 8.16.2 Precautions when using flammable liquids should be the same as for a shore laboratory; however the added hazards present on board must be addressed i.e. vessel motion, transfer of liquids, limited storage facilities. Remember – fire is one of the greatest hazards on board a vessel 8.17 COMPRESSED GASES 8.17.1 Both vessels have dedicated storage areas for compressed gas cylinders. The gas can then be piped in to the laboratory spaces. The storage of compressed gases other than in these areas is not permitted. 8.17.2 Fitting of any regulators, control valves or any pipe work must only be carried out by a competent person and all control measures as laid down in the COSHH risk assessment must be followed. Never use soapy water, oil, greases, solvents or PTFE thread tape on compressed gas cylinders as some gases may react violently with these. 8.18 ELECTRICAL EQUIPMENT 8.18.1 Electrical equipment may be in the form of high-voltage equipment, fixed installations, portable or fixed, free standing equipment, bench-top or hand-held equipment and sources such as batteries and capacitors. 8.18.2 All electrical equipment brought on board must be marked, as having undergone Portable Appliance Testing (PAT) and such testing must be in date. 8.18.3 As ashore, the use of multiple adaptors or long cables should be avoided. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 50 Ensure you have undertaken a risk assessment, and read and understood the correct operating procedures before you use electrical equipment. 8.19 IONISING RADIATION Use of Radioactive Materials at Sea The use of radioactive materials at sea by NOC scientists are covered by a Working Instruction, NOC/IRMS/WI/006 issued by NOC and is available on the NOC Health and Safety Website under Radiation Safety: See Appendix A.2.3.4 THIS WORKING INSTRUCTION SHALL BE COMPLIED WITH BY ALL PARTICIPANTS, IRRESPECTIVE OF THE INSTITUTE OR UNIVERSITY THEY ARE ASSIGNED TO. Scientists intending to undertake activities linked to radioactive materials shall highlight their objectives and requirements with the assigned Cruise Project Manager at an early stage of the cruise planning process. Minimum requirements for Training, Competency and Supervision A responsible person with the appropriate level of experience and knowledge of the radioactive materials to be used during the cruise must be appointed by the PI to act as Supervisor for all radioactive chemicals. The name of this person, and where necessary, a deputy shall be communicated to the Cruise Project Manager at the earliest opportunity. This person is required to be familiar with the NOC Ionising Radiation Management System before working with radioactive substances or sources of ionising radiation. A series of courses are run throughout the year and training in Radiation Protection Awareness is a requirement of the cruise. The PI and/or responsible person should make arrangements for attendance at this course through the Cruise Project Manager. Storage and use on board Radioactive chemicals shall not be stored and used within the ship's permanent structure or laboratories. The provision of containerised, or other specific facilities, and a Risk Assessment for the process should be discussed at the Cruise Planning stage. This is to avoid both contamination of the ship's structure and a risk to ship's staff should they have to deal with a fire or emergency in the vicinity. Where very low level or sealed sources are required to be used in a ship's laboratory, the method of handling shall be agreed before the cruise. All containment, packaging, devices and storage must be correctly labelled with the relevant warning signs, and controlled access must be imposed if practicable. Fume Hood Filters General purpose (GP) main filters are to be used at all times when the Astecair Sensair 20 fume cupboard is used in conjunction with carbon-14 labelled CO2. The following information will be useful when assessing air filter requirements for fume hoods installed on board the vessels. GP filters are the most widely used in the filter range and are primarily for solvent fume removal. They are manufactured from coconut shell based activated carbon of 5-10 mesh size (carbon component diameter in millimetres) with a contact surface area of up to 1300m sq/gm. Filtration is achieved by physical adsorption of molecules in the pores of the activated carbon by Van der Waal’s force. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 51 Activated carbon will absorb any chemical with a molecular weight above 30 and a boiling point above 60’C. Some compounds, which do not come into this bracket, are also well absorbed because of their molecular size and structure (e.g. acetylene). Carbon Dioxide (CO2) is not one of these gases. The molecular weight of CO2 is 28. Although the filters are not efficient for containment of CO2 there is still a case for installing the filters in the fume hood during C14 labelled CO2 operations. Ideally CO2 should only be used in small quantities. The main benefit of using filters is that the fume hood gas concentration will be considerably lower than the input gas concentration due to temporary containment within the filter matrix. The ability to contain the gas and release it at a reduced concentration over a period of several hours is advantageous as C14 labelled CO2 activities on our vessels are normally carried out in batch mode. The filters slow the release of the gas to the atmosphere, allowing for a more effective dispersal. At the end of a research cruise during which radioactive substances have been used, the laboratory and all the equipment therein must be surveyed for any residual spillage and contamination. A Certificate of Radioactive Decontamination survey is available from the Master for completion and should be returned to the Master at the end of the cruise. The purpose of this is to ensure that the next Principal Investigator does not have his or her data corrupted by the effects of your cruise. It is the responsibility of the scientific party to take any necessary monitoring instrumentation on the cruise. NMFSS will advise on the requirements. 8.20 OTHER HAZARDOUS MATERIALS Other hazardous materials in common use on board include: • • • • • Cryogenic Substances Ultrasonic Equipment Pressure and Vacuum Systems Ovens and Furnaces Centrifuges Risk Assessments and a Safe System of Work for all Hazardous Materials or Hazardous Procedures must be supplied to the NMFSS Operations office in good time prior to the cruise commencing. 8.21 DISPOSAL OF HAZARDOUS ITEMS 8.21.1 Ship’s Drains No radioactive substances, toxic compounds, chemicals or biological specimens are to be disposed of via laboratory sinks 8.21.2 Plastic Waste No polythene or plastic material of any kind is to be thrown overboard. The Marine Pollution Regulations for British ships prohibits disposal of this material at sea. Ships, which are fitted with an incinerator facility, are able to burn plastics in limited quantities - and you are requested to discuss this with the Chief Engineer. However it may not be possible to incinerate such material and hence you should be prepared to store waste material on board for subsequent disposal at the next port of call. 8.21.3 Explosives Please note that there are very few commercial ports that now permit the loading of explosives. As this aspect may involve passage to a specific loading port, you are advised to take these extra costs in to account when planning a cruise, which requires explosives to be loaded. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 52 Please refer to the relevant sections of the NERC Guide to Handling Explosives, and the Ship's Safety Management Manual. 8.21.4 Chemicals Many hazardous chemicals in seawater solution require shore disposal under licence. You are asked to ensure that you supply adequate containment facilities to allow for the quantities involved and discuss the required disposal arrangements with NMFSS at the Cruise planning stage. All waste or redundant chemicals must be cleared from the ship after every cruise. Chemicals remain the responsibility of the PI at all times. The PI shall ensure that all chemicals and chemical waste are removed from the vessel at the end of a cruise, or that agreed arrangements for offloading and disposal are in place with NMF-SS. The PS parent institute will be recharged for any offloading or disposal actions. 8.21.5 Radioactive Material At the end of a research cruise during which radioactive substances have been used, the laboratory and all the equipment therein must be surveyed for any residual spillage and contamination. A Certificate of Radioactive Decontamination is available from the Master for completion by the competent person and returned to the Master at the end of the cruise. It is the responsibility of the scientific party to take any necessary monitoring instrumentation on the cruise. NMFSS/Cruise Project Manager will advise on the requirements. 8.21.6 Sharps / Glass The NMFSS vessels do not carry containers suitable for the disposal of sharps or contaminated glassware. These must be supplied, and disposed of by the scientific party in accordance with current legislation. For further information on the management or disposal of hazardous materials contact the Cruise Manager. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 APPENDIX A1 A1.1 53 HEALTH AND SAFETY ON BOARD INFORMATION A1.1.1 Full information concerning details of all safety equipment provided on board the ship is contained in the Safety Management System, and the Ship's Safety Training Manual, copies of which are held throughout the vessel. A copy of the NERC Safety at Sea Policy Statement and other safety related information can be found on the NERC website at: http://www.nerc.ac.uk/about/policy/safety/procedures/policy_safetyatsea.pdf A1.1.2 Outline details of safety requirements are also given in the ‘Welcome Aboard’ brochures in each cabin. A1.1.3 As the person in charge of the scientific party on board you are responsible for ensuring that all the members of the scientific party are aware of their legal obligations and requirements regarding safety. To meet the requirements of the International Safety Management (ISM) Code a formal letter certifying the competence to act as PI for a cruise is required from your Head of Department. More details can be obtained from the NMFSS Marine Operations office. A1.1.4 As a requirement under ISM,STCW 95 & ISPS, Ship’s Officers will undertake a formal period of pre-sailing safety familiarisation and briefing for all scientific staff as soon as practicable before commencing the cruise. The fact that this is undertaken is a necessary part of the ISM Code, and will be recorded. A1.1.5 The Principal Investigator is requested to ensure that all members of the scientific party are available for this familiarisation - regardless whether they have sailed on the vessel before. If this is not undertaken, it is possible that sailing may be delayed until its completion. A1.2 EMERGENCY PROCEDURES A1.2.1 All Personnel must, as highest priority, familiarise themselves with the Ship's Emergency Signal and Procedures. Each person must be aware of their Muster Point and appointed Lifeboat Station. From time to time Emergency Drills and exercises will be carried out on board. These are mandatory and necessary for everyone's safety. A1.2.2 Fire is perhaps the most serious danger. Even a small fire can quickly fill the accommodation with dark, choking smoke cutting visibility to nothing. The ships are fitted with automatic fire detection and alarm systems, but in the event of discovering a fire, first raise the alarm then, if you have been appropriately trained, attempt to fight the fire as appropriate using fire extinguishers etc, until the Ship's emergency parties take over. If areas of the ship are filling with smoke, personnel should evacuate without delay. It may be necessary to crawl on hands and knees since a pocket of clear air may be found close to deck level. A1.3 PERSONAL SAFETY EQUIPMENT A1.3.1 An approved Lifejacket is supplied in the cabinet at the lifeboat muster stations. The Ship’s Officers will give full instruction on their use. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 54 A1.3.2 Protective headgear, protective footwear and proper working apparel for the scientific party are the responsibility of each individual in the party. A1.3.3 The ship supplies additional specialised equipment such as safety harnesses and inflatable (working) lifejackets. A demonstration in the proper use of such equipment will be given during the safety familiarisation on board. A1.4 SAFETY PROCEDURES A1.4.1 NMFSS insists upon maintaining high standards of ship and personal safety. To this end there are various procedures, which all staff on board must follow. Full details will be given in the safety familiarisation and briefing undertaken by ship's staff when you embark. A1.4.2 The ship's Safety Officer is the Chief Engineer, assisted by the Chief Officer. These Officers, as well as all Marine and Technical Support staff embarked, are there to assist scientific staff undertake their work in a safe and effective manner. A1.4.3 As Principal Investigator you will be co-opted on to the ship's Safety Committee for the period you are embarked. This forum, chaired by the Master, has a mandate under the Merchant Shipping Act, to discuss, and formally report on all aspects of the occupational Health and Safety on board ship. A1.4.4 In the interests of safety, the PI is required to maintain an overview of all scientific operations and shall agree with the Master the responsibilities for safe use of over side equipment. A1.4.5 The Principal Investigator's responsibilities begin at the earliest planning stage. Particularly with new tasks, or in unfamiliar circumstances, every stage of the proposed work must be thought through and prepared for, and everyone concerned must understand what is expected. This will include the writing of Risk Assessments and Safe Systems of Work. A1.4.6 The PI must make an early opportunity to discuss on board with the Master any new or unfamiliar aspects of the scientific programme, so that as far as possible any potential problems are anticipated and solved in good time. During the cruise he should bring to the Master's attention any changes in circumstances, conditions or requirements which may affect the safety or operation of the vessel or persons on board, so that the Master may initiate through the PI or Chief Officer as appropriate, any changes which may seem necessary to the safety precautions or procedures adopted. A1.5 GENERAL SAFETY CONSIDERATIONS AT WORK ON BOARD A1.5.1 No over side work is to be started without permission from the Officer of the Watch. A1.5.2 The Principal Scientist should liaise with the Master or Chief Officer with regard to all winching and crane operations concerned with scientific work. A1.5.3 Safety helmets and safety boots must be worn in all operations involving use of a crane and overhead loads. Safety helmets should be checked to confirm that they are in date prior to use and the headbands on the helmets should be adjusted to properly fit the wearer. A1.5.4 Following the completion of a Risk Assessment, safety harnesses must be worn whenever working within the vicinity of open trawl or side gates or outboard of the normal safety rails. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 55 A1.5.5 Safety footwear shall be worn whenever working on the open deck whether at sea or in port. A1.5.6 No person may go aloft without completion of a Permit to Work and a full risk assessment. Specific permission on each occasion from the Officer of the Watch is required and a safety harness must be used and tools must be secured so that they cannot fall. Appropriate precautions must be taken to prevent the use of radio or radar transmitters while work is being performed aloft. The Officer of the Watch must be informed when the work aloft has finished. A1.5.7 Bench mounted laboratory equipment must be adequately secured at the start of the cruise. A1.5.8 For all load-bearing applications, shackles, rings and wire terminations must be proof tested and certified. They must be suitable for the load to be borne. Copies of any test certificates must be presented to the Chief Officer prior to usage. A1.5.9 The vicinity of wires or ropes in use is one of especially high risk and should be avoided at all times unless directed by operational necessity. Extreme caution should be exercised. No personnel are permitted to pass under any wire that is under load. If necessary the ship’s crew will cordon off the restricted areas. Personnel may be required to use an alternative route through the ship’s interior if the deck access route is restricted. A1.6 SCIENTIFIC OPERATIONS ON BOARD INVOLVING DEPLOYMENT OF EQUIPMENT OVERSIDE A1.6.1 All operational procedures that are drawn up for specific activities aboard shall be the subject of a risk assessment, which is to be completed by the person responsible for that operation. All personnel engaged in the specific operation shall be properly trained and must make themselves familiar with the specific procedures for the operation laid down in the assessment and in any work instruction which describes the activity. A1.6.2 Prior to any operation, the Master, Deck Officers, Deck Ratings, Technical Support Engineers and Scientists involved in the deployment or recovery operations of scientific gear must be made aware of the demands on the vessel's resources, nature of the gear, and of any difficult procedures likely to be involved, so that these may be discussed and provided for. The owner of the equipment to be handled must discuss with the Master before operations begin, the procedure for handling and operating the ship and the equipment. A1.6.3 A person shall be nominated to be in charge of the operation on deck. A1.6.4 The suitability of weather and sea conditions for deployment or recovery work must be assessed in terms of the most hazardous part of the operation. The Master of the vessel will have the final say in this matter after consultation with the PI and the person responsible for deck work. A1.6.5 The limiting factor likely to determine whether or not launch or recovery operations can be undertaken in poor weather conditions is the control of the gear that can be achieved by the coordinated efforts of the winch and crane drivers and the handling party on the recovery deck. If there is any doubt as to their abilities in the prevailing conditions, particularly at night, the operation should not be undertaken. If the operation has already commenced then it should be terminated or the procedures involved modified accordingly. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 56 If conditions deteriorate rapidly during launch or recovery operations, it may be safer to leave the equipment in the water until conditions improve rather then to attempt immediate recovery. Any such decisions must be communicated to the Principal Scientist and the Master either direct or via the Officer of the Watch. A1.6.6 Only essential personnel may remain in the area of operation. A1.6.7 There must be clear unambiguous communications between the working area, bridge, winch/ crane driver and laboratory and these must be checked before the start of operations. A1.6.8 All deck equipment such as buoys, chain, net weights etc must be stored in such a way as to minimise the hazards associated with moving this equipment about the deck during a sequence of deployments when the ship may be rolling and pitching. A1.6.9 At the completion of working with equipment on deck all equipment, cables and wires etc are to be properly secured and care taken to ensure that they do not obstruct passageways or present a hazard to personnel or other deck machinery. A1.6.10 Decks must be clean of oil, mud or material to avoid personnel slipping. Any spillages must be carefully cleaned up as soon as is practically possible. A1.7 OPERATING FROM SMALL BOATS On occasion, there may be a requirement to utilise the ships Rigid Inflatable Boats e.g. for gathering remote samples from the ships. In this eventuality the Master is responsible for all operations and he shall appoint a suitably qualified person as Coxswain. Small boat operations are covered in the Safety Management System. A1.8 SCIENTIFIC WORKSHOPS The vessels have a space dedicated as a Scientific Workshop on board. A member of the NMFSS STO supervises the safe operation of these and use of the machinery in the workshop is to be strictly managed by this person. A1.9 ACCIDENT REPORTING All members of the scientific party should report any accident, near miss or dangerous occurrence to the Master via any of the officers no matter how trivial. What may appear to be a minor event at the time may have much wider ramifications. Copies of any accident reports will be passed to the person-involved employers. A1.10 HOURS OF WORK Under the guidelines laid down by the Maritime and Coastguard Agency (MCA) on the implementation of the Merchant Shipping (Safe Manning, Hours of Work and Watchkeeping) Regulations which implement STCW 95 for UK registered ships, every operator of a ship and every employer of personnel on board a ship is obliged to ensure that all seafarers on board do not work more hours than is safe in relation to the performance of their duties and the safety of the vessel. Operators are also required to ensure that a schedule of duties is produced and made available setting out the hours of work and rest periods for all personnel on board. Personnel may or may not be required to work a watch keeping system while working on an NMFSS vessel; the scientific programme being undertaken normally determines this. Although it is not always possible to predict such requirements in advance, the workload will be addressed at the cruise-planning meeting, ashore and on board. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 57 A1.10.1 OBJECTIVE This schedule of hours of work and its limitations is designed to allow sufficient flexibility within the overall objective of staff working for an average of 12 hours per day to cope with the variations in demand for their services during duty at sea. It is of course the responsibility of everyone to ensure that they work in a safe manner, particularly in the potentially hazardous environment of a research ship. A1.10.2 WORKING ARRANGEMENTS Both for watch keepers and non-watch keepers, the maximum period of duty for any individual shall not exceed an average of 12 hours per day not exceeding 77 hours per week whichever is the least. The hours of rest shall provide for a minimum of 10 hours rest in any 24 hour period and 77 hours in any 7-day period. Note: Hours of rest may be divided into no more than 2 periods; one of which should be at least 6 hours long, and the interval in between should not exceed 14 hours. A record of all hours worked/at rest shall be maintained by all staff on board - this is a legal requirement. It is recognised that occasions arise where it might be appropriate to exceed a working period of 12 hours. Staff may undertake duties arising under certain circumstances. Details can be found in section A01 of this document. Under these rules, every operator of a ship and employer is obliged that all personnel on board do not work more hours than is safe in relation to the performance of their duties and the safety of the vessel. Operators are also required to ensure that a schedule of duties is produced setting out the hours of work and rest periods. A1.10.3 PATTERNS OF WORK Staff may or may not be required to work a watch keeping system while working. The scientific programme being undertaken will determine this. Although it is not always possible to predict such requirements in advance, the workload will be addressed at the cruise-planning meeting. A1.10.4 WATCHKEEPING When a scientific programme requires a regime of watch keeping to be established this will be arranged so that the maximum period of watch keeping duty for any individual does not exceed an average of 12 hours per day. The watch keeping rota adopted shall be commensurate with the duties at hand and assessed at the time taking due regard for health and safety. Marine personnel watch keeping times are usually standardised as follows: 0000 - 0400, 0400 - 0800 0800 - 1200, 1200 - 1600 1600 - 2000, 2000 - 2400 All ship’s time. The ship's routines are based on these timings and any different watch rotas should take into account that meal times will not be altered. A1.10.5 NON WATCHKEEPING Where the scientific programme does not require watch keeping to be established, staff working hours are not to exceed an average of 12 hours per day. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 58 A1.10.6 FLEXIBILITY It is recognised that occasions arise where it might be appropriate to exceed a working period of 12 hours. Strictly subject to the provisions of paragraph A1.10.7 below, staff may undertake duties arising in such circumstances. A1.10.7 LIMITATIONS The hours worked by any individual should not exceed an average of 12 hours daily, or 77 hours weekly whichever is the least. In other words, should it be necessary to exceed 12 hours on a particular occasion, the excess time worked must be redeemed within that cruise. Any decision to exceed 12 hours working lies with the individual concerned and is to be made with due consideration for health and safety issues. The Master may declare an emergency situation, involving the safety of the vessel, threat to the life of a person, or the threat of pollution of the environment. In these circumstances, the Master may require duties to be carried out irrespective of the above schedule. Any excess hours so worked will need to be recorded and the Master will record the reason for them. A1.10.8 RECORDING OF WORKING HOURS It is the duty of the individual to record their Hours of Rest/Work Hours using the on-board ISF Watchkeeper System. It is the duty of the Principal Investigator to manage the working hours of all of the science party during a cruise, with each individual monitoring their own hours. The PI should ensure that time sheet records are correctly and properly completed. These records may be requested as part of a Port State Inspection or Flag State Inspection of the vessel Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 59 APPENDIX A2 - DANGEROUS GOODS AND HAZARDOUS ITEMS A2.1 DELIVERY TO THE SHIP A2.1.1 Your requirements for any items classed as hazardous under the appropriate regulations will have been discussed with NMFSS during the cruise planning stage. It is nevertheless important that you ensure that NMFSS is advised of any particular arrangements you may have made with external suppliers. A2.1.2 Certain items are not permitted to be shipped by sea or by air due to commercial rules. Please ensure that external suppliers sending consignments direct to the ship notify NMFSS Operations of the details. Last minute deliveries, or changes, may occur whilst you are en route to join the ship, and it is important that NMFSS Operations notify the ship's agents of freight consignments, so they are able to prepare Customs facilities. A2.2 USE OF HAZARDOUS MATERIALS ON BOARD A2.2.1 It is vital that full details of any hazardous materials in any quantity are passed to NMFSS Operations well in advance of the cruise start date. This is to ensure safe shipment to the vessel, safe on board stowage in suitable spaces and ensuring the Master knows the type, quantity and location of any hazardous materials on board. The NMFSS Documented Management System contains references and explanations that are relevant. The IMO International Maritime Dangerous Goods Code (IMDG) gives UN numbers for all registered materials carried by sea and is the standard reference for all freight, transport, packing and stowage purposes. NMFSS Operations and all ships hold current copies. A2.2.2 Staff who are accustomed to handling of potentially hazardous materials, such as chemicals, in a shore laboratory may find that an environment presents them with particular problems with which they may be totally unfamiliar. A2.2.3 It is a formal requirement under the ISM Code for the PI or a designated responsible person to provide risk assessments for operations involving non - NMFSS equipment that pose significant risks to either the ship, other staff onboard, or to the process itself due to the particular environment of a ship and for COSHH Risk Assessments for chemicals, gases etc. to be used during a cruise. Please note that, in your risk assessment, you should allow for all aspects of the process INCLUDING transport from your laboratory to the ship, actual loading and use onboard, and unloading, and subsequent disposal or transport back to your laboratory. Guidance as to how such assessments should be made can be supplied by NMFSS Operations and can assist you in preparing risk assessments by offering advice. However, as the user or practitioner of the process it is legally your responsibility to prepare them, as it is assumed you are in the best position to understand your own requirements. Blank copies of forms with a suggested layout are included within Annex 2. A2.2.4 Any chemicals delivered to, or subsequently removed from the ship must comply with the current legislation relating to Packaging and Labelling Regulations and be packed in approved IMO containers - viz: Safepacks or similar. The ships carry small stocks of hazard labels for emergency use only - see the Chief Officer - but it is the scientist's responsibility to supply sufficient stocks for their own use. Please bear in mind that the Carriage regulations Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 60 apply as much to transport from or to your laboratory ashore as they do across port authority controlled areas. A2.2.5 It cannot be stressed too strongly that safety precautions on a ship must be double checked before work is undertaken. Prior discussions with NMFSS Operations and the marine and technical staff on board may save you time and effort during the cruise. A2.2.6 If chemicals and hazardous items are to be carried by the ship during a passage or a previous cruise, it is the Principal Investigator's responsibility to ensure that stowage arrangements and temperature constraints are agreed with the Master in advance. NMFSS will not take responsibility for the subsequent condition of such items if this agreement has not been sought in advance. In addition, the ship’s Master has a requirement to decline any material about which he lacks proper information; it is not safely packed, or, in his opinion, other safety aspects preclude its carriage. A Risk and COSHH Assessment for such over carriage will also be required. A2.3 DISPOSAL OF HAZARDOUS ITEMS A2.3.1 SHIP'S DRAINS Please refer to the notices in each working area onboard, and to the advice received regarding ship's drainage systems and disposal of waste material. No radioactive substances, toxic compounds, chemicals or biological specimens are to be disposed of via laboratory sinks. A2.3.2 EXPLOSIVES Details of explosives required for your cruise will have been discussed at the cruise planning stage. The NMFSS approved Shotfirer is responsible to the Master for the safe deployment of explosives and is jointly responsible with the Chief Officer of the ship for the safe storage and handling of the material on board. Please note that there are very few commercial ports that now permit the loading of explosives. As this aspect may involve passage to a specific loading port, you are advised to take these extra costs in to account when planning a cruise, which requires explosives to be loaded. Please refer to the relevant sections of the NERC Guide to Handling Explosives, and the Ship's Safety Management Manual. A2.3.3 CHEMICALS The responsibility for the safe handling of all chemical supplies for use in the scientific programme lies with the PI. If it is necessary to provide antidotes or special stowage’s for specific substances you should ensure that NMFSS Operations and the Master have copies of the lists before you join the ship. Should you require advice on this topic you should refer to the Health & Safety Executive or your local Chemical Advisor. Many hazardous chemicals in seawater solution require shore disposal under licence. You are asked to ensure that you supply adequate containment facilities to allow for the quantities involved and discuss the required disposal arrangements at the Cruise planning stage. All waste or redundant chemicals must be cleared from the ship after every cruise. NMFSS reserves the right to arrange shore disposal and will recharge the Principal Investigator's parent organisation if chemicals are left onboard without prior agreement for both their stowage and subsequent disposal. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 A2.4 61 USE OF RADIOACTIVE MATERIALS AT SEA A2.4.1 SCOPE This working instruction sets out the procedures that must be followed for the use of radioactive substances, sealed sources or instruments incorporating a sealed radioactive source on board research vessels. It provides an overview of individual training & authorisation to use radioactive substances, justification of experiments, pre-cruise planning, and transfer of radioactive materials to and from the vessel, radiation safety requirements on board the vessel, decontamination & monitoring and waste disposal. The procedures relate to all work with ionising radiation, radioactive substances or instruments incorporating a radioactive source undertaken on the NMFSS-managed NERC Research Vessels. The procedures are also relevant to NOC scientists working with radioactive sources on other research vessels. A summary of the roles and responsibilities are outlined in an appendix at the end of the document. Note that there may be additional requirements stipulated by the operators of other research vessels. A2.4.2 LEGISLATION A2.4.2.1 All work involving ionising radiation or radioactive substances at sea will be undertaken in compliance with the Ionising Radiation Regulations, 1999 and the Environmental Permitting Regulations, 2010. A2.4.2.2 Work with radioactive substances by NOC personnel will be undertaken in compliance with the NOC permits to hold radioactive substances under the Environmental Permitting Regulations, 2010. For non-NOC personnel, work will be undertaken in compliance with the EPR 2010 permit held by the parent organisation. A2.4.2.3 All disposals of radioactive substances will be undertaken in compliance with the relevant permit issued under the Environmental Permitting Regulations, 2010. A2.4.2.4 All work with ionising radiation and radioactive substances will be undertaken in accordance with all relevant maritime law. Signature Name Prepared by P E W arwick Technical Approval by Management Approval by S Khan Date P W inter A2.4.3 MANAGEMENT OF RADIATION SAFETY AT SEA NMFSS-managed NERC Research Vessels A2.4.3.1 The Centre Director is responsible for implementing the requirements of the Ionising Radiation Management Policy and for ensuring that the Centre’s local organisation, arrangements and procedures for radiation safety are implemented. A2.4.3.2 All work undertaken on NMFSS-managed NERC Research Vessels will be undertaken in accordance with the NOC Ionising Radiation Management System (IRMS) and the management structure therein. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 62 A2.4.3.3 The overall management structure for use of radioactive materials at sea on board NMFSS-managed Research Vessels is shown in Figure 1: Director, NOC Head NMFSS NMFSS Master Principal Scientist Scientific Crew Figure 1: Management structure for work with radioactive substances on NMFSS- managed research vessels A2.4.3.4 The Master has the overriding responsibility and authority for decisions and actions concerning safety at sea. In the Masters absence, the Officer in Charge takes on this responsibility. The Master or Officer in Charge will be advised on relevant legislation relating to the use of radioactive substances and sources of ionising radiation by the PI for the cruise. A2.4.3.5 NMFSS m ust be notified of all work involving radioactive substances or sources of ionising radiation. Notification is provided through the cruise notification and planning process via the Cruise Planning Officer. Approval to undertake the work will be provided by signing off the Cruise Directive and Sailing Instructions. A2.4.3.6 The designated principal scientist (PI) for the cruise will be responsible for all aspects of radiation safety for the specific cruise. The PI may appoint a Responsible Person for Radiation Protection to oversee work with radioactive substances and to advise the PI on matters relating to radiation safety. However, the overall responsibility for work involving radioactive substances remains with the Principal Scientist. Details of the principal scientist’s responsibilities are included in the PI Handbook. Assistance in selection of a competent person can be provided by the NOC Radioactive Materials Coordinator (RMC). A2.4.3.7 The principal scientist or nominated responsible person must be approved to work with radioactive substances and be able to demonstrate experience in the use of such materials. A2.4.3.8 Additional requirements for notification may be specified by the host organisation of non-NOC personnel. A2.4.4 AUTHORISATION TO USE RADIOACTIVE MATERIALS ALL PERSONNEL A2.4.4.1 All personnel (NOC and non-NOC personnel) planning to work with radioactive substances must have attended the University Radioisotope Users Course (or equivalent), the NOC radiation induction training course and Use of Radioactive Materials at Sea course. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 63 A2.4.4.2 On completion of their training, personnel must be registered as an Approved Radiation Worker. Details of the registration process are provided in NOC/IRMS/IRMD. A2.4.5 PLANNING OF EXPERIMENTS ALL PERSONNEL A2.4.5.1 All work undertaken involving ionising radiation or radioactive substances must be justified and demonstrated to have a net potential benefit. A2.4.5.2 Where practicable, non-radioactive alternatives should be used. A2.4.5.3 Where there is a demonstrable benefit in using radioactive substances, the experiment must be planned so as to: minimise the quantity of radioactive substance being used; minimise the dose to the individual undertaking the experiment; and minimise the risk of contamination or exposure to co-workers and equipment. A2.4.5.4 Prior to any work commencing, the following documentation must be submitted for approval to the Radiation Protection Supervisor A justification for the use of radioactive substances (NOC/IRMS/FORM/JUST); A risk assessment; and A pre-cruise summary of radioisotope usage and an estimate of the final wastes that will be disposed of at NOC. A2.4.5.5 Details of the radiological risk assessment must also be submitted to NMSS as part of the cruise planning process. A2.4.5.6 Further details of the planning stages are given in NOC/IRMD/IRMD and NOC/IRMS/WI/003. A.2.4.6 NOTIFICATION OF WORK - NMFSS-managed Research Vessels A2.4.6.1 The NMFSS must be notified of all work involving radioactive substances on the NMSS-managed NERC Research Vessels. Notification is undertaken via completion of the cruise notification and planning process. A2.4.6.2 The NOC Radioactive Materials Co-ordinator must be notified of all work with radioactive substances at sea on NMFSS-managed research vessels. Notification would normally be via receipt of the Justification for use form. A.2.4.7 PURCHASING OF RADIOACTIVE MATERIAL - NOC personnel A2.4.7.1 All purchases of radioactive substances must be undertaken in accordance with NOC/IRMS/WI/001. A2.4.7.2 Radioactive sources must only be purchased following approval of a Radiation Protection Supervisor. As part of the approval process, the RPS will issue a unique source identification number that must be used to identify the original source, all samples and related materials arising from the source and in all records and correspondence. A2.4.7.3 Prior to ordering a new source, details of the source must be recorded on a Request to Order form and passed to the RPS for approval. A valid justification reference number must also be entered onto the Request to Order form. A detailed risk assessment for use of the new source must also be provided. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 64 A2.4.7.4 Sources must be delivered to the NOC and not directly to the research vessel. Under exceptional circumstances and following prior agreement with the NOC Radioactive Materials Coordinator, alternative delivery arrangements may be made. In all instances the continued security of the source must be guaranteed. A2.4.7.5 On receipt of a new source, the RPS must be immediately notified of the source arrival on site and the Isoinventory database must be updated. The integrity of the source must be immediately checked to ensure that the source details are correct and that the source has not been damaged in transit. Non-NOC personnel A2.4.7.6 Purchases of radioactive materials by non-NOC personnel must be undertaken in accordance with the procedures of the parent organisation. All such sources will be held under the permits of the parent organization. Responsibility for transport, storage, security and disposal of such sources will remain the responsibility of the parent organization throughout the cruise. A2.4.8 STORAGE OF MATERIALS AT NOC A2.4.8.1 Sources must be stored at all times in a secure designated storage area in accordance with NOC/IRMS/WI/002. A2.4.9 TRANSPORT OF SOURCES TO RESEARCH VESSEL NOC personnel A2.4.9.1 All transports of radioactive materials to research vessels by road within the UK must be undertaken in accordance with the ‘Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2007’. A2.4.9.2 International transport of radioactive substances by road must be undertaken in accordance with European Agreement Concerning the International Carriage of Dangerous Goods by Road 2007 (ADR). A2.4.9.3 Shipment of radioactive materials by air or sea must be undertaken by a competent shipping agent with specialism in the shipment of Class 7 materials. A2.4.9.4 All shipments of radioactive materials must be approved by the NOC Radioactive Materials Coordinator, who will advise on the requirements of the relevant transport regulations and issue Transport Certificates where required. A2.4.9.5 When arranging the transfer of radioactive materials to a research vessel, a member of the scientific crew on board must be nominated to accept the consignment. The nominated individual must take immediate receipt of the radioactive materials when they arrive at the research vessel and transfer them immediately to a secure store. The nominated individual must notify the NOC Radioactive Materials Coordinator when the shipment has arrived. A2.4.9.6 If a source is lost in transit, the NOC Radioactive Materials Co-ordinator must immediately notify the appropriate person(s) in accordance with NOC/IRMS/WI/007 work instruction. Non-NOC personnel A2.4.9.7 Transport of radioactive materials held by other organisations will be the responsibility of the parent organisation. However, all transport of radioactive materials must Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 65 be undertaken in accordance with the relevant regulations and the security of the source during transport must be assured at all times. A2.4.9.8 A representative of the parent organisation must be present at the ship to take receipt of the radioactive material upon arrival. A2.4.10 STORAGE OF RADIOACTIVE MATERIAL AT SEA NMSS-managed research vessels A2.4.10.1 Radioactive sources as used by the onboard Liquid Scintillation Counters are to be kept onboard in locked secure storage. At the end of the cruise, the location of the sources is to be checked by the principal scientist and recorded on the Decontamination Certificate. A2.4.10.2 O pen radioactive substances are to be stored only within the Radio Nuclide laboratory container or other designated storage container as approved by the Ship’s Captain or Principal Scientist. A2.4.10.3 Storage of instruments incorporating a sealed radioactive source (e.g. ECDs for gas chromatographs) will be agreed with the NMF personnel prior to dispatch of the equipment. A2.4.11 USE OF RADIOACTIVE MATERIAL AT SEA All personnel A2.4.11.1 All operations involving radioactive substances at sea will be undertaken in accordance with the NOC Ionising Radiation Management System and local rules. A2.4.11.2 All work must be planned and undertaken so as to limit exposure of individuals to radiation dose, limit the potential for inhalation / ingestion of radionuclides and prevent contamination of equipment and infrastructure. A2.4.11.3 All work involving radioactive substances must only be performed in laboratories designated for radioactive materials. Radioactive materials must not be removed from these areas except for storage as approved by the ship’s Master and principal scientist. A2.4.11.4 Work with radionuclides must be undertaken in trays to permit containment of any spillage. Where volatile radionuclides are used, work must be performed in an extracted fumehood fitted with an appropriate filter. A2.4.11.5 Work areas must be routinely monitored to confirm that there are no spillages. High energy beta emitters may be monitored for using a hand held contamination monitor 3 with EP15 probe. Low energy beta emitters (e.g. H) must be monitored for by swabbing the area and measuring the swab by liquid scintillation counting. NOC personnel A2.4.11.6 All radioactive materials must be segregated and packaged prior to return to the NOC. All materials must be clearly labelled with the unique source reference number, the radionuclide and total activity (in Bq), the cruise number and date, the researchers name and a unique package reference number. Details of the packages and their contents are recorded on the cruise summary form. A2.4.11.7 Aqueous materials must be stored in an appropriate container (e.g. a lined Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 66 25L drum). Drums should only the ¾ filled to facilitate manual handling and prevent spillage when the drums are emptied. Solid materials must be double bagged. Organic samples must be packaged in an appropriate rugged container (e.g. plastic box with fastening lid) containing sufficient adsorbent material to contain any leaks from vials. Used fume cupboard filters must be double-bagged and shipped as potentially radioactive materials. A2.4.11.8 All radioactive materials must be transported back to NOC in compliance with the relevant transport regulations. All shipments of radioactive materials must be authorised by the NOC Radioactive Materials Coordinator, who will issue the relevant transport documents. Non-NOC personnel A2.4.11.9 Non-NOC personnel are responsible for the packaging of all radioactive materials and wastes and the transport of all materials / wastes back to their host organisation in accordance with the host-organisation’s procedures. A2.4.12 DECONTAMINATION & MONITORING NMSS-managed research vessels A2.4.12.1 On completion of a campaign of work, the radioisotope container must be decontaminated and monitored in accordance with procedures specified by NMSS. Decontamination Certificate and monitoring records must be passed to NMF Ship Systems STO before leaving the Ship. A2.4.13 DISPOSAL OF RADIOACTIVE MATERIALS All personnel A2.4.13.1 No disposals of radioactive materials are permitted at sea. NOC personnel A2.4.13.2 All radioactive materials originally held under the NOC permits must be returned to NOC at the end of the cruise. Subsequent disposal of such materials must be undertaken in accordance with NOC procedures for disposal of radioactive wastes (NOC/IRMS/WI/005) Non-NOC personnel A2.4.13.3 All radioactive materials originally held under another organisation’s permits must be returned to the parent organisation at the end of the cruise. A2.4.14 RECORD KEEPING AND THE ISOINVENTORY DATABASE NOC personnel A2.4.14.1 Details of usage and disposal of radioactive sources must be transferred to the NOC Isoinventory database as soon as possible after the cruise by the person responsible for the source. The database is located on the NOC intranet and is accessed via any networked computer. From the NOC homepage, make the following selections to access the inventory. NOCnet > Health and Safety > Radiation Safety > Isoinventory Database Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 67 A2.4.14.2 Only authorised users who have received training on using the database are permitted access to the database. The database is password protected with authorisations granted by the Radioactive Materials Coordinator (RMC). A2.4.14.3 Any errors in data entry must be corrected by the RPS. Ensure that the RPS is notified of any such errors as soon as possible. Non-NOC personnel A2.4.14.4 Accurate records of radioactive source usage must be maintained. Recording of information will be in accordance with the procedures of the parent organisation. A.2.4.15 EMERGENCY PROCEDURES NMFSS-managed research vessels A2.4.15.1 Specific emergency procedures will be detailed in the local rules. A2.4.15.2 Any loss or spillage of radioactive materials must be reported immediately to the Master and managed in accordance with NOC/IRMS/WI/007. A2.4.16 SAFETY YOU MUST WEAR PROTECTIVE GLOVES (Disposable nitrile or equivalent) SAFETY GLASSES AND LAB COATS WHILST PERFORMING THIS PROCEDURE. Additional personal protective equipment may be identified in the risk assessment or local rules and must be adopted. A2.4.17 NON CONFORMANCES A2.4.17.1 Any non-conformances to the above procedures must be reported and investigated as described in the Ionising Radiation Management Document (NOC/IRMS/IRMD). Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 68 NOCNOC personnel working on NMFSS managed NERC vessel Non-NOCNOC personnel working on NMFSS managed NERC Responsible person on cruise PI or nominated responsible person Their PI or nominated responsible person Permit holder NOC Parent organisation of personnel Radiation management system NOC IRMS NOC IRMS + any additional requirements stipulated by parent organisation Training / authorisation Radioisotope users course Radioisotope users course (or equivalent – certificate required) NOC radiation induction so that they are familiar with NOC IRMS and use of RAM at sea Completed ‘Authorisation for Use’ form Notification of work Via cruise planning questionnaire NOC radiation induction so that they are familiar with NOC IRMS and use of RAM at sea Completed ‘Authorisation for Use’ form Via cruise planning questionnaire NOC RMC NOC RMC (via justification) Justification / risk assessments As per NOC IRMS As specified by parent organisation’s procedures (copies required) Purchasing of sources In accordance with NOC/IRMS/WI/001 As specified by parent organisation’s procedures Transportation of sources As per NOC IRMS Responsibility of parent organisation Source holdings / record keeping Within NOC inventory. Within parent organisations inventory. Record keeping as defined in Record keeping as specified NOC/IRMS/WI/004 by parent organisation’s procedures Waste disposal At NOC in accordance with NOC At parent organisation Incident response As per NOC IRMS Responsibility of parent organisation Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 69 A2.4.6 GASES It is the scientist’s responsibility to supply any special fittings that the instrumentation may require to reduce the gas pressure for use in the ship's laboratory. Each ship carries an oxygen monitor to check the conditions of a safe atmosphere in a compartment. If additional monitoring devices are likely to be required by the operational requirements of a specific scientific function it is the Principal Investigator’s responsibility to provide them and to ensure that they are provided with a current calibration certificate. Full pressure gas bottles are not permitted in laboratories (except for special cases of pure air, which are subject to prior agreement and the supply of special release arrangements) The Scientific party should also supply the necessary piping to carry gases to particular instruments in the laboratory. NMFSS will supply special racks on the external decks, to secure gas bottles, providing the requirements are discussed at the cruise planning stage. Adequate protection must be supplied for bottle regulators to avoid impact damage whilst the bottles are being handled. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 70 APPENDIX A3 - MEDICAL & TRAINING REQUIREMENTS A3.1 MEDICAL To ensure compliance with The Merchant Shipping (Medical Examination) Regulations, the ISM and STCW 95 Codes, all participants should ensure that the original ENG1 (or equivalent) medical certificate is carried with them when joining the vessel. It is suggested that this certificate is kept with the owner’s passport. For scientific staff who do not have a UK MCA approved medical practitioner in their own country, NMF SS will advise ways of ensuring that approved alternative medical certification is obtained. The legislation under which these standards are required is contained in the MS Notice MSN 1822(M) Medical and Eyesight Standards for Seafarers (https://www.gov.uk/government/publications/msn-1822-seafarer-fitness-standards-andguidance ) and will be further be further discussed at the Cruise Planning meeting. A3.2 DRUGS A3.2.1 If scientific staff are taking prescribed drugs for minor ailments at the time they expect to join a ship or, whose course of medication has been approved by their general practitioner at the time of their ENG 1 examination, they should inform the PI before they join, and the Master when they join and take a sufficient supply of any special medication for the whole cruise plus the time it will take to return to their home. It is important to remember that some prescription medicines may be illegal in other countries. If scientists are leaving the vessel overseas they must ensure that any prescription drugs they have are legal in that country. A3.2.2 NERC operates a zero tolerance policy towards the use of banned drugs. Anyone found infringing this policy will be liable to disciplinary measures being taken against them, which may include dismissal from the vessel and police involvement A3.3 PREGNANCY A3.3.1 In normal circumstances NMFSS would not expect pregnant personnel to undertake a scientific cruise due to inherent additional dangers associated with living within a shipboard environment – i.e. staff being more likely to suffer injury due to falls arising from vessel motion and the possibility of seasickness affecting the overall well-being of individuals. A written risk assessment is to be completed by the person’s line manager and sent for review to NMFSS Marine Operations by the Principal Investigator. The risk assessment may need to be discussed with and agreed by, the individuals own GP. These actions need to be completed well in advance of the cruise commencement date. NMFSS Marine Operations may complete their own risk assessment The risk assessment must take in to account a wide range of risks including, but not limited to: • • • • Lone working Potential evacuation ashore Bad weather Working practices Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 • • • • • • • 71 Term of the pregnancy Impact of limited medical facilities onboard (only in practice first aid) Heavy manual labour Geographical area Use of hazardous materials Age of the individual The need to involve shore authorities if anything untoward occurs. A3.3.2 The PI is requested to advise NMFSS of the situation as soon as it has been identified and the circumstances will need to be discussed with the Master of the vessel. The Head of NMFSS and the ship’s Master have the ultimate decision as to whether or not the individual concerned will be allowed to participate in the cruise. The matter will be handled as discretely and sensitively as possible. NMFSS reserve the right to obtain independent Occupational Health advice if they believe it relevant to the particular case and make an assessment of conditions which might result in an ENG1 not being issued. A3.4 PROVISION OF A DOCTOR For operations in distant waters and Polar Regions, NMFSS may include a qualified Medical doctor in the ship’s marine complement. If a medical Doctor is included within the scientific complement, and arranged by the Principal Investigator, NMFSS reserves the option of noting the Doctor’s professional advice but also taking advice from other sources as considered necessary. Notwithstanding patient confidentiality, the Master shall retain the right to be fully informed about all aspects of a patient’s condition regardless of the appointment of a medical Doctor. A3.5 SAFETY TRAINING COURSES A3.5.1 It is a requirement under the STCW convention that all members of the scientific party, as seafarers, have attended a Maritime and Coastguard Agency approved Personal Survival Techniques (PST) Course. These are run by commercial training colleges in various parts of the United Kingdom (and some overseas), and details of these colleges can be obtained from the NMF SS Operations office. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 72 APPENDIX A4 - DOMESTIC FACILITIES ON BOARD A4.1 ALCOHOL POLICY The NERC Policy for Alcohol Abuse applies on all NMFSS vessels, a full copy of which is available onboard. The policy is rigorously enforced on board the vessels. A.2 ALCOHOL - PRIVATE SUPPLIES A4.2.1 All staff on board are reminded that NERC does not permit any personnel to bring alcohol, in any form, suitable for internal consumption, on board the vessels managed by NMFSS. Additionally, it is not permitted for any alcohol to be stowed in cabins or any other ship’s compartments, unless it forms part of personal allowances permitted under the Customs regulations as a Duty Free allowance, is shown as such on the official paperwork held by the Master and will be removed from the vessel at the next port of call. A4.2.2 A bonded stores system is operated on board the vessels and NMFSS will arrange, where appropriate, the supply of alcohol to the vessel and provisions for the management of the bond system on board. A4.2.3 In operating areas which may involve port calls in Islamic countries it is even more crucial that any consumable alcohol, of any kind, is retained under the direct control of the Master, in the bonded store on board. If the Master receives written approval from local authorities to relax this rule then he has discretion to vary this requirement. A4.2.4 All staff should be aware that Customs authorities worldwide take a very serious view of abuses of alcohol allowances and, especially in Islamic countries, any infringement of their regulations can result in automatic arrest for both the offender and possibly the Master. There can be very heavy penalties imposed, which can result in large fines and or imprisonment. If the offender has already left the vessel the Master (and others) may face whatever penalties are imposed. Additionally, the vessel may be delayed which could place her future cruise programme in jeopardy. A4.2.5 It should also be noted that the illicit shipment of alcohol in scientific equipment is strictly forbidden, as consignment packing lists must show the true contents and the import / export of alcohol to certain countries is banned. A4.2.6 These rules are not designed to the inhibit social amenities on board but to ensure that NERC, its vessels and its staff is not exposed to unnecessary risks; particularly in areas where the local culture has a different attitude to alcohol tolerance. A4.3 BAR FACILITIES A4.3.1 Scientific staff are invited to avail themselves of the facilities of the bar in the Officer's/Scientist’s or Communal lounge. The bar is a voluntary operation run by the Officers/Ships staff at the discretion of the Master - who supplies the contents, and the guidelines for consumption of units of alcohol as described under the policy and bar rules. A4.3.2 As will be explained on board, any misuse of bar facilities will result in the withdrawal of the right to use it. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 73 A4.3.3 On ships serving outside UK waters it may be possible to have duty free facilities available - subject to supply and customs regulations. A4.4 THE MANAGEMENT AND OPERATION OF SHIPS BARS MANAGEMENT 1. The bar shall be managed by the Master and Purser with the support of a committee. 2. The Master has overall responsibility for the implementation of these rules and the monitoring and compliance by all seafarers on board. The term seafarers, for the purpose of the operation of the bar, shall include Officers, Ratings, Technical support, Scientists, Contractors and NMF-SS Shore personnel. 3. The Purser shall be the Administrator and the role shall include: • Monitoring and maintaining appropriate levels of bar stock in accordance with the levels of alcohol units recommended by the UK Department of Health, • Monitoring the bar Electronic Cash Register (ECR) on a weekly basis, • Providing a weekly report from the Cashless System (Instant Drilldown), to the Master and Marine Operations Manager. • Identifying and highlighting occasions which indicate a use of alcohol units over and above the recommended levels, • Controlling consumption in accordance with the NERC NMF-SS Policy for Alcohol Misuse at Sea. • Ensuring awareness and compliance with health and well-being recommendations, relevant NERC policies and the bar rules. 4. The standing members (Master and Purser) of the bar committee shall include three representative from the embarked personnel. This committee will assist the Purser in his role by: • Stock taking and movement of stock from storage to bar, • Ensuring all users of the bar comply with the alcohol policy and bar rules, • Ensuring the cleanliness and tidiness of the bar and fittings, • Ensure all users of the bar are appropriately dressed. OPERATION 1. The bar shall be operated in accordance with the bar rules indicated in the annex to this document. The Bar Rules shall be displayed in the bar. A4.5 RULES FOR THE USE OF THE SHIPS BAR. CONSUMPTION OF ALCOHOL 1. The bar facilities on board the vessels are available to Officers, Ratings and technical support staff, scientific participants, contractors and other NMF-SS staff travelling on the vessel. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 74 2. The bar will only operate once a full bar committee has been approved by the Master. 3. The bar is only for use by crew and special persons who are off duty. 4. All purchases must be for the personal consumption of the individual. It is prohibited to buy ‘rounds’ of drinks. 5. The opening hours for the bar shall be 1700 – 0100. This will be common to both vessels. The extension to 0100 is for the benefit of persons finishing watch at midnight 6. In port, the bar shall be available for the consumption of alcohol from 1700-1800. 7. Arrangements for opening and closing the bar will be determined and agreed by the Master, Purser and bar committee. There will be no exceptions to these times without the approval of the Master acting in consultation with shore management. 8. Exceptional events such as the PI’s RPC may be held. The PI will be exceptionally allowed to pay for up to one day’s issue of units. All consumption must be taken from the daily allowance of units. No additional units will be issued. 9. Guidelines from the UK Department of Health are used to determine the units associated with various alcohol products. Consumption is restricted to a daily allowance of 2 x 330ml cans of beer OR one x 187 ml bottle of wine A4.4 CASH A4.4.1 The system for settling bar bills and other transactions is managed using a ‘cashless card system’ – See Appendix A9. There is no facility for receiving cash onboard the ships. A4.5 HOTEL SERVICES A4.5.1 There is a requirement for the scientific and technical complement and the majority of the marine complement to maintain their own cabins to a satisfactory standard of cleanliness, hygiene and safety and to leave their cabins at the end of a cruise prepared for the next occupant. The Steward will clean the public and shared areas of the accommodation to a weekly schedule i.e. they will clean specific areas of the ship on specific days of the week. Therefore co-operation by all onboard will be important to clean up spillages; rubbish etc as they appear or they may remain hazards for several days. Working boots and dirty overalls must not be worn in the accommodation. A4.5.2 All personnel are expected to be appropriately dressed in clean clothes in the Saloon - working gear is not permitted. Please ensure your staff arrive promptly in attending for meals - the catering staff have to feed a considerable number of people. If staff are late they may be delayed in being served and in extremes may not be able to be served. It should be noted that there is no Duty Mess facilities on board the vessels and all meals must be taken in the saloon. A4.5.3 It is recommended that you advise NMFSS Operations of any 'special' dietary requirements (e.g. vegetarians, vegans etc.) for members of your party as early as possible Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 75 prior to embarkation. Please note that there is a section on the embarkation form to state your dietary requirements. Eating or keeping food in the laboratories is not permitted at any time. A4.5.4 LAUNDRY All NMFSS ships are fitted with automatic type domestic washing machines and ironing facilities for use by scientific staff. Tumble dryers are fitted, and drying rooms are available. These facilities receive very heavy use and staff are asked to be considerate in their demand to use them. A4.5.5 Cabin linen (towels, bed-linen and soap) are supplied by the ship and are changed weekly and at the end of every cruise. A4.6 SHIP'S SANITARY SYSTEMS A4.6.1 All NMFSS vessels ships are fitted with biologically controlled waste disposal systems for toilet and sink outlets. The system stores waste material prior to rendering it biologically safe before disposal overboard. Therefore only biodegradable waste products are to be disposed of via toilets and sinks. NMFSS supplies the toilet paper grade suitable for the system. Sanitary towels, soap, tissues, cotton-wool, cigarette ends or any plastic material must not to be disposed of via toilets or sinks. Alternative methods of disposal are provided onboard. A4.7 MAIL A4.7.1 TO A SHIP Personal mail may EITHER be sent care of NMFSS Operations who send regular mail consignments to the ship via the Agents. In this case mail only requires to have normal UK stamps on it. OR - mail may be sent direct to the ships Agents in the next port of call. The address can either be obtained from the Cruise Directive or by contacting NMFSS Operations. A4.8 POWER SUPPLIES FOR PRIVATE USE A4.8.1 Cabins are fitted with 230 - 240 volt AC domestic power sockets, of the 13 amp, 3-pin UK type. All private electrical equipment etc. must be fitted with the correct type of plug and secured against the motion of the ship. Please check with the ETO before use. Standard shaver sockets are fitted as well. No person may interfere with power sockets in any way. Any problem with power sockets must be brought to the attention of the ship's Chief Engineer. A4.8.2 Electrical power is generated aboard ship at 415 volts 3-phase 50Hz. The design of the system is such that there is no neutral or earth. This should be kept in mind when isolating electrical items for maintenance or other purposes. (This 415v supply is used for all motors, heavy duty loads and container outlets). To obtain a 230 volt supply at a socket outlet, transformers are connected across 2 phases i.e. red - yellow red - black black - yellow Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 76 (This means that the live and neutral pins have a voltage relative to earth of 115 volts)SAFETY To ensure that each electrical item can be effectively isolated from the system the following safety items are fitted to ships fixed outlets. 1. All circuits are protected by double pole MCB’s. 2. All switched socket outlets, spur boxes are double poles switched. Please ensure that if extension leads are brought for use on board that they are of the double pole switch type; any other type will not allow for safe isolation and personnel will be discouraged from using them. SUPPLY Socket outlets 230v dirty supplies - 50Hz UK square pin 230v clean supplies - 50Hz UK square pin 115v dirty supplies - 50Hz Round pin sockets to BS 4343 (yellow) 2 pin and earth. US flat pin (labs only) 115v clean supplies - 60Hz Heavy duty socket outlets 230v 16amp - 50Hz To BS4343 (blue) 230v 32 amp - 50Hz 2 pin and earth 415v (3 phase) 63amp 50Hz 415v (3 phase) 125amp 50Hz To BS4343 (red) 3 pin and earth (Refer also to the Ship's Safety Management Manual) A4.9 VESSEL COMMUNICATIONS A4.9.1 PRIVATE SATELLITE TRAFFIC Scientists are permitted to make private Inmarsat telephone calls, or send faxes/ electronic mail - subject to the permission of the Master and in accordance with the Wireless Telegraphy Act. A4.9.2 ELECTRONIC MAIL TO AND FROM THE SHIP ‘James Cook’ and ‘Discovery’ both have a 256 kb/s satellite link to a ground station in Aberdeen. The four phone lines have priority on the link leaving only 224 kb/s to be shared amongst 50 people, which is less than 10% of the bandwidth that a smart phone has for just one person. There is also almost 2 seconds latency as the signal has to travel via the satellite in a geostationary orbit. We therefore have some restrictions in place to make the most efficient use of the link for business and personal use. Web Access There are nine privileged computers around each ship that have full internet access. These Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 77 are shared amongst the crew and scientists and are there for business and recreational use. On the ‘Discovery’ there are two computers in the Internet Café in the Mess Room and one in the Computer Room next to the main lab for scientists and technicians to use. On the ‘James Cook’ there are computers in the Library, Dark Room and Terminal Room for scientists and technicians. On both ships the PI has privileged access either in their cabin or through their laptop/PC. All other computers on the ship, whether connected through a cable or wifi, have access to a limited set of ‘white listed’ websites Phones and Calling Cards You can make personal calls to UK 0800 free phone numbers from your cabin. Business calls to all UK and international numbers can be made from the labs and the PI’s cabin. There are many companies offering calling cards on the internet. They can be bought onboard using the ship’s internet connection, but the limited bandwidth and speed mean that it’s much easier to buy one at home before you join the ship. It is important to ensure that they provide an 0800 access number A4.9.3 Please note that ship’s communication systems are not ‘secure’ in the terms that they are encrypted. In terms of electronic mail, there is no greater level of security than there is ashore. NMFSS reserves the option of checking communication contents to ensure that current legislation is complied with and that any material detrimental to the compliance management policies is not dispatched. This should not be construed as an invasion of privacy. A4.9.4 Use of private mobile telephones on board NMFSS vessels is at the Masters discretion. Mobile phones are not allowed to be used on the ships Bridge. A4.10 USE OF COMPUTERS A4.10.1 Use of private personal computers is permitted providing that they are electrically safe and properly connected to the mains supply. All usage of computers, networks and systems must conform to the requirements of the Regulations Governing use of Computing Facilities within NERC. You are reminded of NERC’s Use of Display Screen Equipment http://www.nerc.ac.uk/about/policy/safety/procedures/policy_vdu.pdf A4.10.2 Use of unlicensed software on ship's 'official' computers is NOT permitted. Game software is only allowed to be installed on computers allocated specifically for the purpose. A4.10.3 Advice should be sought from the STO on board before any personal computer is utilised on a ship to avoid potential damage both to the computer the ship's systems and avoidance of virus contamination. Personal computers for use for formal data logging will be discussed at the Cruise Planning meeting prior to the cruise. A4.10.4 Removable media for use in transmitting private electronic mail messages via the ship's satellite communication system should be certified as virus free for incorporation in the traffic transmission. A4.11 DVD MATERIAL A4.11.1 Each vessel carries a stock of DVD films for leisure viewing. These are under the control of the Purser. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 78 A4.11.2 There is no objection to the use of private material by scientific staff, providing that no material classed as obscene is utilised. Due care shall be taken to ensure that the facilities are not damaged by improper use. You are reminded of the Licensing of Films for viewing on board Merchant Vessels Merchant vessels are classified as commercial premises and as such a non-theatrical licence is required for the viewing of films on board these ships. Failure to hold such a licence is in breach of copyright and may result in fines for the owners or managers of the vessel. By using our appointed supplier of movies, we comply with the licensing requirements. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 79 APPENDIX A5 - HOW TO CONTACT NMFSS SHIPS A5.1 BY SATELLITE VOICE TELEPHONE AND FAX Direct dialling: Via Atlantic East satellite Via Atlantic West satellite Via Indian Ocean satellite Via Pacific Ocean satellite 00 870 00 870 00 870 00 870 then the ship's identifier number. (For example, the sequence would be 00870 773238856 for Discovery). Direct access to the ship is available for voice traffic. A5.2 SHIP IDENTIFIER NUMBERS JAMES COOK 773238783 783255430 for Voice for Fax DISCOVERY 773238856 783255483 for Voice (Bridge) for Fax Access is virtually instantaneous. Direct line to James Cook is 01224 27904 1 / 2 / 3 then extension (cabin) number Direct line to Discovery is 01224 279115 / 6 / 7 then extension number required (RRS JAMES CLARK ROSS and RRS ERNEST SHACKLETON: For details of how to contact these ships, contact The BAS Communications Office on 01223 251400.) Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 80 APPENDIX A6 - LIAISON WITH SHIP'S AGENTS A6.1 THE LEGAL POSITION OF THE AGENT A6.1.1 As a shipowner NERC, through NMFSS as the ships marine manager, requires a local organisation to act on behalf of the Owner in each port at which our vessels call. Such organisations are usually commercial companies and have a general term - Agents. A6.1.2 Ship's Agents have a unique and binding obligation to act on the shipowner's behalf. They have the legal authority to look after the shipowner's interest both from compliance with local law, as well as from international shipping rules and conventions. A6.1.3 NMFSS Operations appoints Agents well in advance of each port call upon behalf of the ship’s Master. NMFSS are the Principals for that Agent hence they will seek authority for any expenditure or request that the ship's Master, or anyone else, may make in relation to the ship. A6.1.4 The Agent is the Owner’s servant in law and has every right not to act unless the Owner (or the Master as the Owner's representative) has given authority to do so. In extremis, the Agent has a lien on the ship and her goods (meaning equipment) for non-payment for duties performed. In practice this is most unlikely because NMFSS have well established arrangements to advance funds to Agents. A6.2 AGENT'S CHARGES A6.2.1 Agents normally levy charges based on the services they perform. These charges are paid by NMFSS and include an attendance fee - often a fee for every time they attend the ship - and a handling charge for most actions that they are requested to undertake. A6.2.2 All requests for the Agent to take specific actions must be passed to the Purser or NMFSS Operations during the cruise planning phase, this includes requests made in advance of the ship's arrival. See 11.3 for further details. A6.3 ORDERING SERVICES FROM THE SHIP’S AGENTS In order to facilitate repayment and tracing of goods or services required by scientific parties on the ships, there is a requisitioning system for use by scientists and non-marine staff on board. Requisition forms are available on board and are to be utilised for any services or supply of materials and need to be authenticated by the Ship’s Purser -who will undertake to initiate action on the Ship’s Agents. Examples of items to be covered by these requisitions are dry-ice, airline tickets, and transport of goods, spares or locally purchased items in a port. By signing a requisition there will be an undertaking to repay any invoiced charges incurred, and NMFSS will forward a copy of the requisition and the relevant invoice to the originator once the Agency disbursement accounts are received. Please note that there may be a delay of several weeks or even months between receipt of the service or goods and receipt of the invoices. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 A6.4 81 RELATIONSHIP WITH THE AGENT A6.4.1 It must be remembered that most Agents are not familiar with the peculiar requirements of our vessels and hence there is a need to maintain a proper working relationship to ensure the requirements of the vessels in port are met. A6.5 UNSCHEDULED PORT CALLS A6.5.1 Unscheduled port calls, by which is meant any port calls not scheduled on the current annual NERC Ship Programme, made at the request of the Principal Investigator will involve agency costs. All costs incurred must be reimbursed by your organisation and this will be agreed prior to the event. A6.5.2 Transfers of equipment or staff by shore or ship's boat are likely to require the services of an Agent, especially in a foreign state, due to the immigration and Customs laws. In many countries, staff travelling from, or to, a ship are under the responsibility of the Owner (in this definition meaning the Owner's Agent) whilst in that country. A6.5.3 If scientific staff elect to take holidays in a foreign country en route to or from a NERC ship, they may not utilise the ship’s Agent’s services for private purposes. A6.5.4 Additional port calls at the Principal Investigator's request that are outside the agreed cruise programme may be recharged to the PI's parent organisation. Please note that costs of landing scientific staff for compassionate reasons may be recharged to the individual’s employer. A6.6 SCIENTIFIC USER'S OWN EQUIPMENT MOVEMENTS A6.6.1 Where members of the scientific party have specific requirements to transport their own equipment independently of NMFSS arrangements, they shall ensure that all necessary documentation and booking details are copied to the NMFSS Operations office so that the appointed Agents in the port concerned can be notified to speed Customs and delivery processes. The fact of not doing this may lead to problems, extra costs to the scientist and the inability to ensure proper follow up actions when the ship, or scientist, has left the port. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 82 APPENDIX A7 - LOSS OF / OR DAMAGE TO SCIENTIFIC EQUIPMENT Note: Reference should be made to the NMFSS Safety Management System in this eventuality. A7.1 In the event of the loss of, or extensive damage to scientific equipment, other than trivial and consumable items, the Principal Investigator is required to inform the relevant authority within NMFSS without delay. At sea this is normally done via the Master. Depending upon the equipment and the circumstances, a full explanatory report may then be required in writing. This is in order that approval action may be taken to write-off the item. Significant damage is defined as; ‘damage which renders the equipment unusable for the remainder of the cruise’. In order to ensure that a valid record is maintained of all losses, to preserve the interests of NERC as the shipowner, a report shall include the following information: • • • • • • • • • • • Name of vessel Date and time of incident Geographical position Location on vessel Description of equipment/goods Owner of goods (if known) Identification marks (if any) Description of incident Action taken to recover or effect repairs (if any) Serial numbers (if applicable) Any additional facts pertinent to the incident This information is to be sent by the Master/STO to NMFSS Operations as soon as practicable after an incident. The reason for this requirement is to meet the vessel obligations under ISM for environmental pollution. A7.2 Masters have been instructed to record the position of loss of equipment as accurately as possible and, if feasible, to mark it with a view to relocation and recovery. It is recommended that you consider fitting acoustic beacons and other devices to valuable equipment to assist in relocation and confirm that a marking facility is available before the cruise starts. A7.3 It would be appreciated if NMEP items removed as defective be so labelled and a note made on the spares list in the box prior to return. A7.5 If, during a cruise, vital items of scientific equipment are lost overboard, and recovery is crucial to the continuation of the cruise, the PI is not permitted to take commitment action involving expenditure of public funds to engage commercial assistance (e.g. divers) without the prior approval of NMFSS. In such cases the PI should liaise with the Master to determine the options available to the ship prior to informing NMFSS shore managers. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 A7.6 in cases where commercial interests are involved or the vessel is operating in licensed exploration areas, the requirements of the "Clean Seabed" policy require that a detailed Loss Report be produced for potential insurance criteria. The Master has details. Refer also to the ship's Safety Management System. Please contact NMFSS on +44 (0) 2380 596286 for assistance. 83 Principal Investigators Guidance Notes Summer 2015 84 APPENDIX A8 - VESSEL SECURITY AND CASHLESS CARD SYSTEMS A8.1 FINANCIAL TRANSACTIONS The vessels utilise a ‘smart’ card system for all financial transactions onboard and these cards fill a dual role of access control to the vessels and cashless payment system. A8.2 SECURITY A8.2.1 As required by the Ships Security Plan, cards are issued to provide ID, restrict access to the ships and to record who is on board at any given time for both safety and security reasons. The system encompasses ships marine staff, scientific users and visitors when in port. A8.2.2 All personnel embarking on or disembarking from the vessels are checked on to and off the vessels by a gangway security officer specifically appointed for this task. This includes members of the ships company (all NMFSS personnel; seafarers, technical engineers and scientists sailing on board the vessels) and any visitors. A8.3 CARD DISTRIBUTION A8.3.1 All permanent NMFSS employees are issued with a unique Identification Card (ID) with an image of the person to whom it is issued so that they can be clearly identified. A8.3.2 Each scientific cabin on board the vessel has a clearly marked uniquely numbered ID allocated to it for use of the scientific party embarking for the cruise. A8.3.3 Each casual visitor to the vessel (e.g. port officials, port agents, visiting scientists, contractors working on board etc.) is issued with a Visitors Card by the Gangway Security Officer prior to boarding. Each card must be returned to the Gangway Security Officer on completion of business on board or at the end of the working day. A8.4 CASHLESS SYSTEM Whilst on board the vessel you will be required to pay for your drinks, cigarettes, tobacco, and any items you purchase from the ship’s shop. The Ships operates a cashless accounting system. You will be allocated a swipe card during your initial safety briefing onboard. The same swipe card also doubles as a security I.D card for access to the vessel. This card is unique to you and records purchases you make in the ship’s Bar and the Bond. Please ensure you return this card before leaving the vessel. Instructions for the use of the card are posted in the Ship’s bar. Use of the system also ‘standardises’ on board accounting methods to meet the NERC audit criteria. Payment is not taken onboard. The shipboard security I.D cards must be ‘charged up’ with credit prior to joining the vessel. This will be done by charging your credit or debit card and the credit being transferred onto the Shipboard Security ID card. To pre charge your Ship I.D card, you are requested to telephone the NOC Project Support Officer (NMFSS) (Hannah Poole) on +44 2380 596 253 Monday to Friday between the hours of 10am and 3pm with your full credit or debit card details. A minimum amount is suggested of £50 to be credited to your Ship I.D card per cruise. When this credit runs out, the Purser on board the vessel will contact you to arrange a suitable time to ‘top up’ your credit on the Ship I.D card. Any remaining balance on your account at the time of disembarkation will be credited back to the same credit or debit card you used initially. This will be done 10 working days after the cruise has finished. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 85 Failure to top up your ship account prior to joining may result in withdrawal of your entitlement to purchase any items from the Vessel Bar and Bond. All credit/debit card information will be encrypted to ensure the security of the card details. All transactions on foreign bankcards will be converted into GBP at the exchange rate at the end of the cruise. A8.5 CASH ADVANCES There is no facility for obtaining cash on board our Vessels. It is your responsibility to make the necessary arrangements before boarding and it is advisable to take currency, sufficient for whatever you think you might need to spend between joining the ship and actually sailing. You should also ensure that you have enough ready cash when you leave the vessel for your journey home. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 86 APPENDIX A9 - PIGN ANNEXES A9.1 BLANK NOTIFICATION FORMS Blank Notification Forms for foreign clearance – Application for Consent to Conduct Marine Scientific Research in Areas under National Jurisdiction (UNCLOS – Diplomatic Clearance forms). There will be dispatched by email from NMFSS Operations. On completion, these are to be returned to Operations for submission to the UK Foreign and Commonwealth Office (FCO), including electronic charts of the work area, for application to undertake scientific work. Failure to do so may result in your cruise being delayed or cancelled if diplomatic clearance cannot be obtained in time. Once your notification forms have been returned to the Operations office, the next phase of your cruise will automatically be put in to action. A9.2 BLANK FORMS Within the Introduction and Executive Summary section, there is Checklist. This will give details of the forms you will receive for completion, actions that you will have to undertake and dates that everything is required by the Operations office. In Annex 2 to these Guidance Notes there are a number of forms to be completed and returned to NMFSS Operations no later than four weeks prior to the sailing date of your cruise. Failure to do this may result in delay to the cruise start date. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 87 APPENDIX A10 - SAFETY MANAGEMENT OF CRUISE This statement, demonstrating understanding of the safety management responsibilities of the Principal Investigator must be signed and returned to Cruise Project Manager four weeks prior to the cruise along with the other cruise documentation. A10.1 GENERAL STATEMENT Working at sea exposes individuals to hazards additional to those present in normal work ashore. Cruise scientists therefore should maintain constant vigilance regarding actions by themselves and their colleagues in order to minimise the potential risk of human error exposing people or equipment to risk. It is the responsibility of the Principal Investigator to ensure that all risk assessments for this cruise are prepared and consulted for all scientific activities. In particular, the COSHH regulations and safe working practices relating to processes involving hazardous substances to be used during this cruise, must be referred to and acted upon before undertaking the scientific research programme of this cruise. The general deployment and recovery of scientific equipment must be undertaken in safety, and certain basic principles must be adhered to. Foremost of these is familiarisation with the area of work and safe working practices in operations covering the deployment and recovery of scientific equipment. Many of these are covered as part of the ISM (International Safety Management) package and in particular the documented NMFSS Safety Management System and Principal Investigators Guidance Notes (PIGN). These documents detail general principles of scientific operations from NMFSS operated vessels and offers guidance on procedures and safety. Copies are available on board. A10.2. TRAVEL TO AND FROM THE VESSEL Participants should pay particular regard to fatigue arising from travel to and from the vessel, and should travel according to NERC guidelines. Guidance notes on driving hours and behaviours should be consulted if this is planned as part of an individual’s journey. Rest and recuperation time should be allowed after international flights across time zones. A10.3. CONDUCT ON BOARD THE VESSEL All activities must be in accordance with approved NMFSS and NERC policies modified, where necessary, by requirements laid down by the Master. A10.4. LOADING OF GEAR AND EQUIPMENT A10.4.1 Manual handling i) appropriate protective gear must be worn at all times. Whilst working on the outside decks hard safety hats and steel toe-cap boots must be worn, ii) staff should be aware of, and implement, safe lifting techniques A10.4.2 Mechanical lifting i) staff should comply with the vessel’s code of guidance for handling heavy loads, and all manual handling regulations ii) staff should be aware of the dangers associated with moving loads overhead and the possibilities of loads swinging at all levels. A10.5 INSTALLATION AND OPERATION OF SCIENTIFIC AND ELECTRICAL EQUIPMENT A10.5.1 Electrical and electronic equipment i) all equipment should be checked and tested in the UK prior to installation on board the ship, according to Portable Appliance Test (PAT) Regulations Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 88 ii) installation to be with consultation and advice from the ship’s scientific deck o fficer or a technician with relevant qualification. A10.5.2 Mechanical equipment i) to be installed in accordance with sound seamanship practices, and with consultation of the ship’s personnel ii) to be installed so as to permit safe and effective operation. A10.6 ACTIVITIES AT SEA Particular attention should be paid to the safe stowage of chemicals and equipment. This should be in accordance with regulations governing storage and separation of hazardous chemicals on board the ship and must be carried out according the IMDG (International Maritime Dangerous Goods Code). Ship’s motion can at times be violent and there are inherent dangers in gear that is not made secure. Prior to sailing, all equipment and any hazardous chemicals should be safely and correctly stored away and secured to avoid any risk or injury to the ship’s complement. Laboratories need to be kept in a tidy and seaman-like state at all times to minimise potential risks. A10.6.1 Dry Laboratory spaces i) all activities must be in accordance with safe working, with the added risk that full regard must be taken of vessel motion ii) reference should be made to the Laboratory Guidance Notes (PIGN Section 08) for a generic assessment of laboratory work A10.6.2 Wet Laboratory spaces i) the basic requirements for dry laboratories must be adhered to ii) when in use, chemicals and equipment must be handled in such a way as to minimise the risk of injury or hazard to the individual or vessel iii) the floors and decks of the Wet Laboratories are likely to become wet and slippery with use, consequently precautions need to be taken and appropriate footwear worn at all time A10.6.3 Deck operations i) participants should also be familiar with general codes of guidance on safe working practices onboard ship as advised by the Ship Safety Officer or other nominated person. ii) overside operations must only be undertaken with prior approval and guidance from the Officer of the Watch. No operation or deployment of any piece of equipment over the side shall be carried out without the Bridge giving clearance iii) the ship’s decks are likely to become wet and slippery, consequently precautions need to be taken and appropriate footwear worn at all times. iv) Safety harnesses must be worn by all personnel involved in overside operations within the ‘red zones’ when the ship’s rails are lowered. Please contact NMFSS on +44 (0) 2380 596286 for assistance. Principal Investigators Guidance Notes Summer 2015 89 A10.6.4 Navigation Bridge All activities must be in accordance with safe working practices as agreed with the Officer of the Watch A10.6.5 Handling of scientific equipment whilst at sea All equipment must be handled carefully, paying full regard of avoidance of: • • • potential injury situations to any of the ship’s complement damage to the equipment hazard to the vessel Suitable personal protective equipment, in accordance with instructions from the Master or Officer of the Watch must be worn at all times. A10.7. USE AND STORAGE OF CHEMICALS i) all COSHH assessments should be completed prior to departure from the home Laboratory or Institute. In the event that, during the cruise, the duties of a participant change, relevant COSHH assessments must be completed prior to commencement of the new activity ii) iii) all chemicals must be stowed in appropriate lockers according to the IMDG regulations, with due account for likely vessel motion. A10.8. TRAINING Adequate safety training must be given to all personnel, paying due regard to new techniques and the presence of individuals who have had little or no previous experience on cruises. A10.9. REVIEW The cruise Principal Investigator will assess risks associated with all aspects of the work during the cruise and encourage all participants to inform him/her immediately of any activities which provide cause for concern. A10.10. OVERALL ASSESSMENT OF RISK FOR THE CRUISE There is a broad range of activities taking place within the cruise and it is necessary to consult the individual risk assessments that are being produced for specific information on each activity. However, although some activities are potentially quite dangerous, suitable precautions are taken to reduce the residual risk to a low level. Assessment completed by ………………………………….. Date ………… (Principal Investigator) Assessment approved by …………………………………… Date …………. (Cruise Project Manager) i MCAA 2009 c.23, IV c.1 s.65 Please contact NMFSS on +44 (0) 2380 596286 for assistance. CRUISE PARTICIPANT’S HANDBOOK Information For Research Cruise Participants Aboard ships of the British Antarctic Survey Issue Status E 30th April 2016 Please print double sided Web Links BAS INTERNET / intranet LINKS 1) Principal Scientists Handbook – Details of how to lead a cruise on BAS ships: https://www.bas.ac.uk/wp-content/uploads/2015/08/Principle-Scientists-Handbook.pdf 2) Cabin Booklet – Ship Safety and Domestic Information: ES: https://www.bas.ac.uk/wp-content/uploads/2015/04/es_cabin_info.pdf JCR: https://www.bas.ac.uk/wp-content/uploads/2015/03/JCR_cabin_book_C.pdf 3) Virtual Tour: Plans/layouts of the ship and photos JCR: https://www.bas.ac.uk/polar-operations/sites-and-facilities/ship/rrs-james-clark-ross-virtual-tour/ ES: https://www.bas.ac.uk/polar-operations/sites-and-facilities/ship/rrs-ernest-shackleton-virtual-tour/ 4) Your personal itinerary http://basweb.nerc-bas.ac.uk/south/main.php 5) Visitors to the Antarctic: Personal, Financial and Medical requirements: https://www.bas.ac.uk/for-staff/polar-predeployment-prep/intro-guidelines-and-forms/medical-guidelines-andforms/ 6) Participants’ Handbook: A guide to going South with British Antarctic Survey: https://www.bas.ac.uk/wp-content/uploads/2015/04/bas_participants_handbook.pdf 7) BAS Ships - General ship information and specifications: JCR: https://www.bas.ac.uk/polar-operations/sites-and-facilities/facility/rrs-james-clark-ross/#list ES: https://www.bas.ac.uk/polar-operations/sites-and-facilities/facility/rrs-ernest-shackleton/#list 8) Computing Facilities on ships JCR: https://www.bas.ac.uk/polar-operations/sites-and-facilities/facility/rrs-james-clark-ross/rrs-james-clark-rosscomputing-facilities/ ES: https://www.bas.ac.uk/polar-operations/sites-and-facilities/facility/rrs-ernest-shackleton/rrs-ernest-shackletoncomputing-facilities/ 9) The Five year rolling Science and Logistics programme, Itineraries, Current Positions, List of Agents, Ship Diaries and Webcams for both ships https://www.bas.ac.uk/polar-operations/sites-and-facilities/ship/ The following are only available on the BAS internal intranet (not the public website). Please contact Randolph Sliester, BAS Ship Operations Manager [email protected] if you would like a copy. 10) Cargo Deadlines: http://basweb/departments/purchasing_and_shipping/deadlines.html 11) Waste Management Handbook https://ishare.apps.nerc.ac.uk/basintranet/PeopleAndTeams/environment/Documents/Waste%20Management%20Ha ndbook%20Ed.8%202015%20final.pdf 12) Ship Safety Management System (ISM) http://basweb/ships/sms/index.php 13) Science equipment deployed from JCR previously http://basweb/ships/sms/rrs_james_clark_ross/science_instructions.php CONTENTS Front Cover and Web Links CONTENTS & INTRODUCTION & BAS Contacts - Section 1 PRE-CRUISE PLANNING Personal Medical Dental Personal Medication Insurance Safety Training Travel Arrangements & Requirements Work Related Risk Assessments Laboratory Facilities Control of substances hazardous to health. Explosives Gases Science Equipment – Preparation and Transport Clothing - Section 2 LIVING AND WORKING ONBOARD Living Travel to/Arrival at the Ship Accommodation Access within the ship Drug and Alcohol Policy Relations with the crew Communications Going ashore in Antarctica (& BAS operational areas) Working Laboratory Usage Control of substances hazardous to health Disposal of Hazardous Material Accident and Incident reporting - Section 3 END OF CRUISE ARRANGEMENTS Domestic Arrangements Return of Equipment/Samples General Equipment Hazardous Waste Samples Personal Effects BAS Clothing Non BAS movement of equipment - Appendix 1 LABORATORY LAYOUT James Clark Ross - Appendix 2 Duties of Science Staff on BAS ships INTRODUCTION This handbook should be read by all scientific cruise participants on BAS ships. It aims to provide background to the environment in which you will be living and working and advice on how to prepare for your cruise. On the reverse of the title page there are numbered links to both the BAS Internet and Intranet sites which expand on the various topics. To avoid repeating frequent links throughout this guide, an appropriate link number is shown e.g. [6]. This guide will give you an idea of what to expect and in turn what is expected of you before, during and after your cruise, and should be read in conjunction with the ships Cabin Booklet. [3] If you are a Principal Scientist you must read the Principal Scientists Handbook [1], which outlines the steps that should be taken in undertaking the leadership of a cruise. This may be of interest even if you are not leading the cruise. For information regarding activities in Antarctica (off the ship) please refer to the BAS Participants’ Handbook. [7] In this Handbook, All references to: Shall also refer to: He She / They Him Her / Them His Her / Their Masculine Terminology Either gender or feminine terminology Person Persons WELCOME from THE DIRECTOR of BAS Dear Colleague, This Handbook has been prepared to assist you in your research cruise, in order that you might make best use of BAS ship facilities. The Handbook is applicable whether you are a BAS/NERC employee, or from a University or other external organisation. BAS shore staff, marine staff and scientists must work closely together to achieve a successful and productive cruise. That requires an understanding of the regulatory framework and working practices within which a research ship must operate safely and efficiently. This handbook aims to provide that understanding. Shipping, as an industry, is tightly regulated by the International Maritime Organisation (IMO). There is an International Safety Management (ISM) Code applicable to all ships including those operated by BAS. This regulates safety, environmental protection and security through the Ships Safety Management System and regulates all activities on the ship. Cruise participants are as much involved in the regime as are the ship's officers and crew. [14] BAS ships have an excellent record of supporting science at sea, and all BAS staff involved in supporting cruises on shore or at sea are dedicated to making your cruise a success. Please let us know of any concerns that you may have and we will do our best to allay them. Your main contact in BAS for your cruise is Randolph Sliester, Ship Operations Manager (01223 221456 [email protected] ) but please check with your Principal Scientist first as the information or answer to your question may already have been given. Other useful contacts are: Personal Arrangements BAS Ops Del Support Team Julia Fear [email protected] (01223 221344) (Travel. Medical, Finance) Cargo arrangements BAS Ops Del Support- Cargo Kath Nicholson [email protected] (Transport of equipment, cargo etc) Head of Engineering and Technology - Steve Bremner [email protected] (BAS equipment, and technical support) Health and Safety Advisor - Steve Marshall [email protected] (Risk assessments and all other safety matters, including radiation protection) Section 1 PRE-CRUISE PLANNING PERSONAL MEDICAL [6] For most cruises BAS has a doctor or paramedic onboard, appointed by the BAS Medical Unit (BASMU). If one is not carried, due to the nature of the cruise or area of work; an officer with First Aid / Medical training will be responsible for medical matters onboard. For BAS staff, the pre-employment medical, with later reviews based on age, forms the basis for long-term service including cruises. Non BAS personnel must complete a medical questionnaire, sent before the cruise (or downloaded from the web [6]) which will be assessed by BASMU. The final decision on fitness will rest with the Senior Medical Officer. Examinations can normally be completed by your G.P. DENTAL There will not normally be a dentist onboard. You must ensure a good standard of dental health through your own dentist before joining the cruise. PERSONAL MEDICATION If you are taking prescribed drugs at the time of joining the ship, or are on a course of medication approved by a practitioner at the time of the medical examination, you should inform the Principal Scientist before joining, and the Master and Doctor when you join. Take a sufficient supply of your medication for the whole cruise plus the time it will take to return home (with a good margin in case of delays). INSURANCE You should be aware that NERC/BAS does not insure its ships, staff or the equipment they carry. All non-BAS staff should arrange appropriate Personal Insurance cover. Only NERC staff are covered for the consequences of accident or illness onboard. If you bring your own equipment you should satisfy yourself and your parent organisation that you fulfil any insurance requirements deemed to be necessary, including cover for periods in transit. In the event of an accident on the ship, BAS will appoint an Agent ashore to assist with arrangements. All costs incurred will be charged to the individual who may then claim costs back through the insurance company or their parent organisation. You are advised to carefully check that you have adequate personal insurance cover and that your parent organisation recognise this liability to allow for these potential costs. Organisation insurance policies which provide an element of medical cover whilst staff are abroad may also include aspects of hospital cover and repatriation to the UK. Please note that when this type of cover is activated will depend on arrangements the Master may make in endeavouring to land the individual concerned. No actions of the insurance company or individual, will override the responsibilities of the Master or BAS. Any remedial/support actions by the parent organisation or an insurance company will be subject to agreement by BAS, the Agent and the Master. SAFETY TRAINING First Aid BAS recommends that all cruise participants undertake First Aid At Work training although it is not mandatory. However if you do not have a First Aid At Work Certificate this could restrict your recreational activities should you get the opportunity to go ashore in Antarctica or other BAS operational areas. If you are spending any significant time in Antarctica in transit or working you will be required to hold a First Aid At Work Certificate. BAS staff can access the BAS First Aid Policy on the Intranet as follows: https://ishare.apps.nerc.ac.uk/basintranet/PeopleAndTeams/HumanResources/Documents/Policie s/BAS-Policy-Antarctic-First-Aid-Training.doc External Participants are welcome to contact BAS Personnel Section for further information. Personal Survival To join a BAS ship you must have completed an STCW 1995 Personal Survival Techniques course. You must send a copy of a valid certificate to BAS before joining AND take the ORIGINAL certificate with you to the ship. BAS will organise courses for BAS employees, but visiting scientists must organise and fund their own training. Your ORIGINAL CERTIFICATE MUST BE TAKEN ONBOARD; otherwise you will not be permitted to join. Details of training colleges in the UK and overseas can be obtained from BAS. If you are involved in specialist high-risk activities such as (but not exclusively) diving, working with explosives, and radio chemicals you must attend appropriate training courses/demonstrate experience. Details of experience and training should be shown in the Hazard Analysis and Risk Assessments. TRAVEL ARRANGEMENTS & REQUIREMENTS BAS will make the travel arrangements for your cruise. There is no opportunity for independent travel en route to your Antarctic destination. There is however scope for individuals to make their own travel arrangements when returning from Antarctica (you must ensure BAS Operations Delivery Support Team are aware of your plans). All personally arranged travel is entirely the responsibility of the individual. For up to date information on travel policy please refer to the Operations travel pages: https://ishare.apps.nerc.ac.uk/basintranet/PeopleAndTeams/operations/travel-andlogistics/Pages/default.aspx If you make private arrangements for after you leave the ship you must agree this with your Principal Scientist and inform BAS Operations Delivery Support Team (and the Master) of the details. Do not leave home without your passport. It should have at least six months validity in excess of your planned date for return home at the end of the cruise. Some countries require this for transit. BAS can advise on the necessary visa, vaccinations/inoculations [6], introduction letters (not usually necessary) and any other special requirements. It is your responsibility to ensure that all your travel documents are correct for your planned itinerary. [5] If you are at all unsure please contact BAS Ops for advice. WORK RELATED RISK ASSESSMENTS Make sure you have read, fully understood and are committed to the Hazard Analysis and Risk Assessments for your cruise work. Remember you may be working in close proximity to someone with other tasks and you should be fully aware of the Risk Assessments for their activities as well. We take your safety very seriously and breaches of RA Controls and Precautions will not be tolerated. LABORATORY FACILITIES Refer to Annex 1 for details of Lab facilities etc on BAS ships. We hope these details will assist in planning your onboard workspace. Refer to the Lab Code of Practice for use of labs.[8] CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH Staff accustomed to handling hazardous materials, such as chemicals, in a shore laboratory will find that the marine environment presents them with particular, unfamiliar problems. This should be considered when preparing Risk Assessments. All hazardous substances must be stored and used in a manner that withstands the ship's motion. Adequate means for safe transportation of chemicals to and around the ship must be ensured. EXPLOSIVES If you plan to use explosives discuss this with the Principal Scientist. Refer to: The BAS “Code of Practice - Explosives”. http://basweb.nerc-bas.ac.uk/information/manuals/explosives/code_june_2007.pdf BAS has an Explosives Officer who will be pleased to advise. GASES FULL PRESSURE GAS BOTTLES ARE NOT PERMITTED IN LABORATORIES (except for special cases of pure air, which are subject to prior agreement with BAS and the supply of special release arrangements). It is the science team’s responsibility to supply any special fittings and piping required for connection to instruments in the laboratory and to reduce the gas pressure for its end use. The scientific team should ensure gas bottles are supplied in appropriate stillages for securing on external decks. Requirements should be discussed at the cruise planning stage. Adequate protection must be supplied for bottle regulators to avoid impact damage whilst the bottles are being handled, and corrosion while at sea. SCIENCE EQUIPMENT – PREPARATION AND TRANSPORT The BAS Operations Delivery Support Team Cargo Section deals with the shipping of all materials and equipment for BAS, it manages the loading and discharge of cargo from BAS ships and the freighting of cargo commercially by sea and air. Please make BAS Operations Delivery Support Team Cargo Section aware in the early stages of planning (at the latest at the PS Workshop/meeting) of requirements for shipping equipment for the cruise, and returning equipment, data and samples home. BAS ships support many scientific cruises, and also carry cargo for many separate destinations. It is critical that all equipment and materials loaded on board are properly marked and documented to ensure correct identification and shipment. BAS will require details of all non-BAS equipment to be shipped and it must be packed, marked and documented to the BAS specifications. Please adhere strictly to the following requirements: Packing - General Equipment All equipment should be adequately packed to ensure that it can withstand multiple handling and stowage with other cargo. Packing is particularly important if equipment is being transported by commercial means (sea or air). BAS do not have packing facilities onboard ship or in Stanley. Packing - Hazardous Materials All materials and substances of a hazardous nature including explosives, flammable liquids and solids, radioactive substances, poisons and corrosives must be packed, marked and documented to comply with International Regulations for the carriage of Dangerous Goods by Sea (IMDG Code). This involves packing in UN tested and approved packs by authorised persons. Before BAS can agree to shipment, details of hazardous material must first be sent to the BAS Shipping Section for checking and authorisation. Documentation Lists of equipment for delivery to BAS ships should always include the following information: Case Number Bas will allocate number series. Package Case, Bundle, Drum etc Contents Value Detailed list For of contents customs. Weight Dimensions in Kg in Cms Volume in cubic metres In the case of Hazardous cargo and Specimens there are special Bills of Lading (BOLs) requiring extra information. From these lists BAS prepares the shipping documents and cargo manifest required by agents, the ship and Customs & Excise. Please note that customs entries are required for the equipment of each cruise participant, this facilitates the re-importation of equipment back into the UK. The information is also used for planning the stowage of equipment onboard to ensure that it can be accessed when required. Submission of Lists Delivery & Loading BAS Operations Delivery Support Team Cargo Section require the cargo listing a minimum of two weeks before receipt into the docks is planned and the deadlines for the latest receipt of cargo can be found on the Purchasing and Shipping Intranet page [14] or by contacting BAS Operations Delivery Support Team Cargo Section. Installation of any equipment on the ship (including in laboratories) will be as agreed by the Principal Scientist and the Chief Officer, but all equipment requires documentation Non BAS Freighted Equipment Commercial Shipment It is possible to commercially ship cargo to meet BAS vessels at non UK ports usually Stanley (and occasionally Punta Arenas) in the Antarctic season or a specific cruise mobilisation port. It should be noted that these options are costly and can be fraught with difficulty. Due to cargo limitations some scientific equipment may be freighted commercially at BAS discretion There are monthly non-BAS sailings to Stanley at present. From receipt of cargo into a UK port it takes six weeks to discharge at Stanley. The above instructions for BAS cargo also apply to commercial seafreight. It is normally possible to airfreight equipment and materials to non UK ports; however BAS Shipping Section must be consulted. Airfreight to Stanley is not recommended as it can be rejected before takeoff by the MOD/RAF who operate the flights. BAS CANNOT GUARANTEE ACCESS TO ANY RAF AIRFREIGHT FACILITIES Air freighting hazardous materials is normally impossible, and this includes several types of batteries. CLOTHING Participants on BAS cruises will be supplied with clothing suitable for Antarctic cruises. All other participants must supply their own clothing to similar standard. BAS Operations Delivery Support Team (see Contacts) will be happy to give advice on what you need. Section 2 LIVING AND WORKING ONBOARD LIVING An explanatory 'Welcome Aboard' Cabin Booklet is in each cabin.[3] This explains ship routines, meals, domestic facilities and SAFETY - EVERYONE MUST READ IT. TRAVEL TO/ARRIVAL AT THE SHIP BAS Operations Delivery Support Team will advise you of your travel details in good time. You may view your travel arrangements online. [5] In each port BAS has an appointed agent who will meet and assist you to join the ship. Assistance is arranged with agents by BAS but you can contact them direct in an emergency. They are in constant touch with the ship and BAS. [11] You will usually join the ship a few days prior to sailing. If you arrive before the ship, accommodation will be arranged after liaison with your Principal Scientist. Once on board, hand your passport and Personal Survival Techniques Certificate to the Purser and he will assist you in completing the formalities for sailing. Read the Safety Notices in your cabin. You will receive a comprehensive safety briefing shortly after boarding. ACCOMMODATION ONBOARD Scientific staff (except the Principal Scientist) will be accommodated in two, three or four berth cabins, each with bathroom/shower. However whenever possible we will allocate minimum occupancy within each cabin. It is your responsibility to keep your cabin clean and tidy. Keys to cabins will be issued by the Purser on joining. Cabins should not be locked at sea but they should be locked in port, when unoccupied. Scientific staff have full access to the Officers'/Scientists' lounge and the saloon on the JCR and all public rooms on Ernest Shackleton. You are asked to observe the dress code in the Cabin Book [3] when using these rooms and comply with all signs regarding working gear/footwear. ACCESS WITHIN THE SHIP There are certain areas of the ship that are out of bounds for scientific personnel unless specific permission has been granted. These include the Bridge, the Engine Control Room and all machinery spaces, the galley, non-scientific storerooms, engineering workshops, crew accommodation (and on JCR the Crew Mess Room and Crew Bar). These constraints are for safety reasons and to permit the crew privacy in their own accommodation. Should you wish to see the engine room the marine staff will be happy to organise a visit, please ask the Chief Engineer. Scientific staff are requested to allow the catering staff adequate access to public rooms to facilitate cleaning. ALCOHOL AND DRUG POLICY BAS has an Alcohol and Drug policy. Refer to the Cabin Booklet for details.[3] BAS operates a zero tolerance policy towards the use of banned drugs. Anyone found infringing this policy will be discharged from the ship and may be liable to further disciplinary measures. You may also be breaking local laws when the ship is in port which can result in arrest and criminal proceedings. RELATIONS WITH THE CREW Marine staff serve onboard for much longer periods than scientific staff. The ship is their home and we ask you to respect the privacy of their accommodation. Marine staff are often on watches so please be quiet in crew accommodation areas. The deck crew may advise scientists that certain activities on the external decks of the ship are unsafe. Please accept that they have a responsibility for the safety of scientists as well as themselves, and act as requested. If you require assistance from the ship's deck staff, you should direct your requests to the Chief or Duty Officer to avoid any misunderstandings concerning the working regime. COMMUNICATIONS There are good communications facilities for both telephone and email onboard BAS ships and an ability to access the Internet although at peak times this can be slow. Please refer to the ship’s Cabin Booklet for detailed information.[3] GOING ASHORE IN ANTARCTICA (and BAS operational areas) If during your cruise you have the opportunity to go ashore or visit an Antarctic Base you will be given a briefing on the ship. Limits of travel and activity will be explained as will all safety and environmental aspects. All instructions issued by the Base Commander or the briefing Officer onboard MUST be followed. There is general information about living and working in Antarctica in the BAS Participants Handbook. [7] WORKING Science cruises typically last two to six weeks, during which time scientific work may continue 24 hours a day, 7 days a week, with personnel working 12-hour shifts. The Principal Scientist is responsible for cruise personnel, applying the hours of work/rest requirements, and for nominating a watch leader for each shift. DUTIES OF SCIENCE TEAM WHEN ONBOARD BUT NOT CONDUCTING SCIENCE BAS ships often have science teams onboard who are not actively engaged in science duties due to the particular role of the ships in the Antarctic. In these circumstances the science team are expected to assist in various shipboard duties. Such duties may include assisting the Stewards or Seamen and assisting with cargo at Antarctic Stations. You will be trained to perform the tasks and if you feel that you are insufficiently briefed or not capable of doing the task safely you should report the fact to the PS and the ship will rectify the situation or change the duty. LABORATORY USAGE Ships Laboratories are small and usually shared by different projects. It is important for everyone to be considerate of other users and work in a tidy manner. It is your responsibility to keep your workspace clean and tidy. All laboratory regulations and guidelines apply as they do in the UK. However there are extra risks in ship laboratories and the ship-specific Lab. Code of Practice and Cruise Hazard Analysis and Risk Assessments should be thoroughly read before undertaking any lab work onboard. The Code of Practice, Hazard Analysis and the Risk Assessments for the cruise are available in the laboratories.[8] CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH Many substances are capable of damaging your health. They include not only recognised hazard substances, such as chemicals used in laboratory processes, but also domestic substances. Product guidelines should be read and adhered to. Compliance with COSHH is BAS policy. The ship carries COSHH hazard data sheets. The Safety Officer (Chief Engineer or Second Officer) is responsible for these files, which are kept in the Ship's Office and the laboratory spaces. In addition, a database of chemical hazard information is available on the ship's computers. Hazard data sheets and COSHH assessments shall be consulted before use of substances. Hazard data sheets shall be obtained from the supplier when any substance without a filed hazard data sheet is brought onboard. The new hazard data sheet shall be passed to the Safety Officer. DISPOSAL OF HAZARDOUS MATERIAL SHIP’S DRAINS Please refer to the notices in each working area onboard regarding ship's drainage systems and disposal of waste material. NO radioactive substances, toxic compounds, hazardous chemicals or biological specimens are to be disposed of via laboratory sinks. For general waste disposal refer to the Cabin Book [3], the ships Waste Management Policy and the Waste Management Handbook. [13] NOTHING OF ANY DESCRIPTION IS EVER TO BE THROWN OVERBOARD. ACCIDENT AND INCIDENT REPORTING ALL accidents, incidents and "near misses" must be reported to the ship’s Safety Officer. BAS ships have a good safety culture and reporting of ‘near misses’ experienced OR witnessed can help prevent future accidents. Reports are composed without identifying specific people whenever possible, and you don’t have to have been personally involved to make a report. Do something positive to protect yourself and your colleagues in the future. Learn from “Near Misses”. BIG OR SMALL – REPORT THEM ALL Section 3 END OF CRUISE ARRANGEMENTS DOMESTIC ARRANGEMENTS At the end of the cruise, vacate your cabin as instructed by the Master/Purser. Cabins and work spaces must be left clean and tidy. (As you would hope to find them). ALL KEYS MUST BE RETURNED TO THE PURSER OR CHIEF OFFICER BEFORE YOU LEAVE THE SHIP. Ensure you collect your passport and PST Certificate from the Purser; remove all personal effects from scientific spaces, and properly dispose of rubbish. Please make sure that you remove, pack and mark ALL your equipment. Unmarked equipment is almost impossible to trace after a lapse of several months, (and probably several science teams and hundreds of tons of equipment and cargo being moved on and off the ship in various ports). BAS is not responsible for anything left on the ship once you have left unless it has been properly documented and packed. Check that the Master/Purser knows your travel arrangements, so he can ensure that the Agent supplies necessary transport etc. RETURN OF EQUIPMENT/SAMPLES GENERAL EQUIPMENT Please address all queries to the BAS Purchasing and Shipping Section. Unless otherwise arranged, all science equipment will be returned to the UK on BAS ships at the end of the Antarctic season. Science equipment and materials should be returned in the same packaging and retain the same case number. This will simplify documentation and allow the original list to be modified with the deletion of items not being returned. Bills of Lading MUST be submitted through the Chief Officer. As far as sea conditions allow, all your own equipment should be packed, marked and documented as directed by the Chief Officer BEFORE the ship arrives at the final port. HAZARDOUS WASTE All hazardous waste is returned to the UK for disposal. Waste should be documented on a Bill of Lading and the packages marked and identified by numbers issued by the Chief Officer. Refer also to the BAS Waste Management Handbook [13] and Ships Waste Management Policy for guidance. SAMPLES Samples collected during a cruise must be documented on a Bill of Lading and the packages identified by a number issued by the Chief Officer. The description of the specimens should be as complete as possible. This is particularly important where import licences are required. The special BOLs for specimens MUST be used. PERSONAL EFFECTS All personal effects left unaccompanied on board must be returned to the UK as cargo. A C3 Declaration and a Bill of Lading must be completed before each owner leaves the ship - without these documents BAS cannot obtain clearances from HM Customs in the UK when the goods are landed. BAS CLOTHING BAS Clothing kit bags must be returned complete to the Chief Officer at the end of a cruise. He will complete the cargo documentation for their return. NON BAS MOVEMENT OF EQUIPMENT If you have specific requirements to transport your own equipment independently of BAS arrangements, make sure that all necessary documentation and booking details are copied to the Master for the BAS appointed Agents in the port concerned. Failure to do this may lead to problems, extra costs for you and the inability to ensure proper follow up actions when the ship has left port. Appendix 1 LABORATORY LAYOUT JAMES CLARK ROSS The following notes are designed to assist users in allocating spaces to equipment. The standard bench depth is 800 mm, without making allowance for obstructions on the bulkheads. Where attachment rails are fitted in bench tops they are normally situated 100 mm and 550 mm from the front edge. Upper deck Wet laboratory Outboard bench - waist height. Two large vulcathene sinks (900 x 600 mm, 400 mm deep, h+c fresh plus uncontaminated seawater) separated by 1550 mm of bench with attachment rails. Cupboards under. Extraction hood over forward sink - two 240 V waterproof sockets (standard square pin) in bulkhead over Sorting table - two 240 V waterproof sockets (standard square pin) in bulkhead over. Aft inboard bench - 1820 mm bench with attachment rails and single kneehole, two drawer units - two 240 V waterproof sockets (standard square pin) in bulkhead over. Forward inboard bench - 1600 mm bench with attachment rails and single kneehole, drawer unit - one 240 V waterproof socket (standard square pin) in bulkhead over. Main laboratory - outboard portion Outboard bench - Waist height. Two large vulcathene sinks (900 x 600 mm, 400 mm deep, h+c fresh plus uncontaminated seawater) separated by 2060 mm of bench with attachment rails. Cupboards under. Note that there are no electrical sockets on the bulkhead behind this bench, although there are two 240 V double sockets on the adjacent forward bulkhead. Spur bench -Waist height, 2500 mm long by 1000 mm deep (attachment rails standard distances from port edge) with single large kneehole separating drawer units - short run of benchtop forward of it - two 240 V double sockets and one 115 V double socket in bulkhead at forward end. Inboard bench - 2500 mm bench with attachment rails and single kneehole with drawer units either side - five 240 V double sockets and two 115 V double sockets, Ethernet port, clock junction box. Fume cupboard with hazchem cupboard under. Repeaters for ship's master clock, ship's log, winch monitoring system. Switches for uncontaminated seawater pumps. Main laboratory - inboard portion Main benching - 3,900 mm bench with attachment rails and 1,000 mm deep for most of its length - one large junction box on bulkhead towards aft end, with 550 mm height under - eight 240 V double sockets and four 115 V double sockets, Ethernet port - three drawer units and one cupboard and two kneeholes. Short length of additional benching forward. Short bench aft on starboard bulkhead with four 240 V double sockets and two 115 V double sockets. Biochemistry laboratory Main benching - Waist height, 4650 mm bench with attachment rails and two kneeholes two drawer and two cupboard units under. Vulcathene sink forward, with h+c fresh plus uncontaminated seawater. Gas taps at forward end of main benching. Refrigerator under. Five 240 V double sockets, Ethernet port, clock junction box. Junction boxes on bulkhead make attachment of equipment greater than 330 mm high difficult on the aft 900 mm of the main bench. Microbiology laboratory Main bench is waist height and comprises stainless steel tray approx 2000 mm. Aft of this is 740 mm of benchtop without attachment rails. Four cupboard and one drawer unit under, no kneehole. Forward is 1550 mm of benchtop with attachment rails and vulcathene sink - h+c fresh plus uncontaminated seawater - four 240 V double sockets along the port bulkhead and two 240 V double sockets on the starboard bulkhead Ethernet port and clock junction box. Laminar flow cabinet (Astec SC 1200 AC) with cupboard under. Virtually inaccessible benchtop with attachment rails aft and hazchem cupboard under. Preparation laboratory Main bench (forward) - lipped vulcathene waist-height bench without attachment rails surrounds large sink (900 x 600 mm, 400 mm deep, h+c fresh plus uncontaminated seawater) and is also partly occupied by the pure water supply unit (Elgastat UHP) underway instrumentation (SeaBird Electronics thermosalinograph and Turner Designs through-flow fluorometer) on bulkhead - uncontaminated seawater supply enters the laboratory suite here - three 240V double sockets. Benching to starboard occupied by scintillation counter (Beckman LS 6000SC) with hazchem cupboard under. Wooden three-shelf racking for chemicals or sample bottles. Fume cupboard with h+c fresh - hazchem cupboard under. Aft bench - waist height 1600 mm with attachment rails and Gallenkamp oven under two 240 V double sockets. Roller-fronted shelving unit on port side aft. Chemistry laboratory Vulcathene-topped benching, waist height, around three sides of the lab, all fitted with Unistrut attachment rail. Inboard bench 2355 mm long, non-standard 600 mm depth. Attachment rails are standard distance from front of bench, so that the back rail is very close to the bulkhead. There are large junction boxes at the forward end of this bench, limiting the height of attached equipment to about 350 mm. Three 240 V double sockets, Ethernet port, ship clock junction box. One drawer unit and one cupboard unit under, single kneehole plus stowage space in comer. Forward bench 2250 mm, again non-standard depth 600 mm with the same proviso re the attachment rails. Five 240 V double sockets on this bulkhead. Extension of pure water supply. One cupboard and one drawer unit under, single kneehole. Outboard bench 2325 mm, standard 800 mm depth, lipped edge. Vulcathene sink with h+c fresh plus uncontaminated seawater supply. Manifolded gas supply and compressed air. One cupboard unit under but sink and trap take up much space, large kneehole or stowage. Two four-shelf wooden racks for chemical storage. Forecastle deck Winch control room Contains CTD deck unit. Underway instrumentation and control room - starboard portion Aft bench contains the Navigation System, ADCP and Oceanlogger PCs. A spur bench consisting of two 800 mm units back to back and 2780 mm long extends into the space - on the aft side there is a drawer unit and a cupboard unit separated by a kneehole, whilst the for'ard side comprises a drawer unit cupboard and two kneeholes. Electrical sockets are provided along the bulkhead only, comprising six 240 V double sockets and two 115 V double sockets. For’ard of this is space for racked equipment, provided with seven 240 V double sockets and two 115 V double sockets, whilst aft there is a short length of benching 1200 mm long, with cupboard and kneehole under - three 240 V double sockets behind Underway instrumentation and control room - port portion The two chart tables (light tables with chart drawers under) occupy the forward part. The XBT deck unit and PC occupy the short length of bench aft, next to the doorway, with a drawer unit and kneehole under, three 240 V double sockets on the bulkhead. There is a run of bench along the outboard side of the lab, with a double width spur in the middle with a kneehole to either side of it (under the main bench). The spur benching extends 1220 mm into the lab, with a total width of 1600 mm and with attachment rail on both sides, running athwartships - there is a kneehole and drawer unit under the aft side of this spur and two drawer units under the forward side. The overall length of the outboard benching is 4750 mm, with attachment rails running the entire length. The lengths of benching either side of the spur are 1400 mm forward and 950 mm aft (between the spur and the XBT benching). Power points are provided along the bulkhead only - eight 240 V double sockets and two 115 V double sockets. APPENDIX 2 Extracts from BAS Ship safety management System BRITISH ANTARCTIC SURVEY Marine Job Descriptions Job Description M.29 PRINCIPAL SCIENTIST/CHARTERERS REP. AND SCIENTIFIC/CHARTER STAFF (SPP) Principal Scientist/Charterers Rep. In addition to the duties listed for Scientific/Charter Staff below the PS or C/Rep shall: Carry out the duties described in the Principal Scientists Standing Instructions, (for C/Rep own organisation’s instructions), MS.23 and MSI/GEN/23. Complete/supply Hazard/Risk Assessments/ COSHH hazard data sheets for all aspects of the cruise/charter and ensure that they are displayed in relevant working areas, given to the Master and understood/complied with by the science and support team. Manage the science and science support staff, (or charter staff) and the scientific/charter aspects of the cruise efficiently and in accordance with the Safety Management System, control and record Hours of Rest/Work. Liaise with the Master with regard to the general conduct of the cruise/charter. Liaise with the Chief Officer with regard to all deck operations necessary for scientific work. Liaise with the Second Officer with regard to the scientific requirements of navigational planning. Liaise with ships staff and King FID regarding scientific staff undertaking ships duties when not engaged in scientific/charter work. Ensure all scientific/charter equipment, instruments and packages are in a safe condition for each operation. Have an overall view of his team’s safety and welfare, encourage and assist his team to report all accidents, incidents and near misses (AINMEs) and be a representative at ship safety meetings. Refer to the Local health and Safety policy - Annex 2, Management Procedures Manual Inspect the laboratory/scientific spaces at the beginning and end of the cruise with the Chief Officer and complete form MS.AP. Appoint Watch Leaders (if required). when scientific staff are unavailable. If not, to ensure that the OOW has clear instructions for Organise (and ensure carried out) the cleaning of laboratories and scientific spaces and ensure they are left clean, tidy, uncontaminated, and safe at the end of the cruise. Scientific/Charter Staff Scientific/Charter Staff are employed on BAS ships as Special Purpose Personnel and are subject to the relevant statutory regulations. SPPs are subject to the disciplinary and safety codes of the ship and shall: Carry out duties assigned by the Principal Scientist or C/Rep in respect of the scientific/charter scope of work and in compliance with MS.23 and MSI/GEN/23. Comply with BAS Health and Safety Policy, the Code of Conduct for Laboratories, and the Code of Safe Working Practice for Seafarers. Ensure all waste, equipment and samples are packed/stowed in correct packaging and in an approved manner. Attend drills and musters as required by the Master Maintain own accommodation, laboratories and other work areas in a clean and tidy state in line with the above mentioned documents, “good practice” and condusive to providing a safe working environment. M.29 Issue Status: F Issue Date: 13th June 2013 Page 1 of 1 BRITISH ANTARCTIC SURVEY MARINE STANDING INSTRUCTIONS MSI / GEN / 23 SPECIAL PURPOSE PERSONNEL (Scientific/Charter/Fid Personnel) BAS ships are Special Purpose vessels and as such all non marine crew, SPP, carried have employment duties whilst onboard, either science/charter work or ship support/Antarctic logistics duties. Refer to Management Procedure MS.23 for details. This instruction applies to: Science teams led by a Principal Scientist (PS) or Charterers led by a Charterers Representative. (C/Rep). All other personnel (regardless of seniority within the organisation) transiting in and out of Antarctica, referred to as FIDS. All BAS FIDs have duties onboard as part of their employment with BAS to support the work of the ship in her mission to support Antarctic Stations and Field Camps. Charterers Personnel Shall not assist with ship duties. Their duties shall be set by their own organisation through the C/Rep. Main Ship Support/Logistic Duties (FIDs and Science Teams not engaged in science duties) Assisting with the cleanliness and general housekeeping of the ship) and ship maintenance. Generally this will be internal, public rooms/ mess room / scullery / galley / stores loading/support duties but may be external weather permitting. Cargo and logistics work at Antarctic Stations Input and support of Antarctic field camps. The ship may also require FIDs to use any specialist skills eg carpenters, mechanics, cooks, scientists. Such personnel shall be assigned to assist with the maintenance of the ship and the Antarctic equipment carried as appropriate to their skills and experience/training. Regular training will be given as part of working hours in the relevant aspects of the Antarctic logistics work which SPP will be required to do at Stations and Field Camps. Any SPP that feels that their assigned task is not within their ability to complete safely should ask the King FID/PS to discuss re-assignment with the ship’s officers. Safety literature including the Risk Assessment File is available in recreation spaces and from crew. As a an SPP: IF YOU ARE NOT SURE WHAT YOU ARE SUPPOSED TO DO – ASK. Feel free to request guidance from any member of the crew, PS or King FID SPP may not give direct instructions to marine staff. Requests shall be conveyed through the PS, C/Rep or King FID to the relevant Head of Department for action. MSI/Gen/23 Issue Status: J Issue Date: 9th July 2014 Page 1 of 2 BRITISH ANTARCTIC SURVEY MARINE STANDING INSTRUCTIONS MSI / GEN / 23 SPECIAL PURPOSE PERSONNEL (Scientific/Charter/Fid Personnel) (cont) Responsibilities of FIDs and Science staff (when not engaged in science duties) Science personnel on scientific cruises shall be included in ship duty rotas on days when their science (or MOB/Demob) is not taking place. If science staff feel they have work reasons to be excused from ship duties they shall outline their reasons to the PS who shall discuss with the Master. Reduction of or exemption from duties is at the Master’s discretion. In setting duties the ship’s staff and King FID/PS shall take into account the recent working patterns of the SPPs (eg: night work or an intense relief work period) and any other work they may have to undertake for BAS/their organisation while on the ship. On occasions personnel suffer from severe seasickness and the King FID/PS shall liaise with the Doctor regarding a person’s ability to work. Those on seasick medication (subject to drowsiness) shall not undertake tasks which require alertness or quick re-action: eg cargo/boat work, or operate machinery. Working hours Charter Teams As per Section 3 of MSI/GEN/12 - General Working Hours and Rest Periods Science Teams (when engaged in science duties) As per Section 1 of MSI/GEN/12 - General Working Hours and Rest Periods (when not engaged in science duties) As laid out for FIDs below FIDs FIDs shall not normally work longer than 8 hours a day up to a maximum of 12 hours a day (within 0630 - 2000 period) (except in an emergency). This length of working day will be the exception rather than the norm. Those working will be expected to take breaks for meals, refreshments, etc albeit these may be outside the normally accepted meal times (depending on assigned work). On joining, after a period of working in the Antarctic, there shall be a 24-hour period for ship familiarisation and relaxation. During this 24 hour period it is acceptable for the ship to ask for a few volunteers to help wash up, etc at each mealtime. MSI/Gen/23 Issue Status: J Issue Date: 9th July 2014 Page 2 of 2 _____________________________________________________________________________ BRITISH ANTARCTIC SURVEY MARINE STANDING INSTRUCTIONS Instruction MSI / GEN / 26 SHORE LEAVE • Shore leave will be granted when ever and where ever possible. A board shall be placed at the gangway detailing last return onboard time/sailing details. All personnel shall note these details. • Personnel shall take all reasonable precautions when going ashore, to ensure their own and colleagues’ safety and security. Cycling in dock areas where there are recessed train tracks is dangerous and should be avoided. Cycling on the dock at FIPASS, Stanley is forbidden. • When passing through the port, personnel shall be vigilant and advise the Ship Security Officer or Duty Officer of anything which arouses suspicion of a threat to port or ship security. BAS identity cards shall be carried. • Personnel shall be aware that they and their baggage may be searched for unauthorized items especially at higher levels of security. • All personnel shall mark themselves on and off the ship using the card/peg board provided at the gangway. (Even when the “Walks Book” is used. See below) • Personnel shall have respect for the natural environment at all times and at all places when ashore. BAS is an environmental research organisation which expects its employees and collaborators to comply with the highest values of good environmental behaviour. Careless acts eg littering, pollution, damage etc. are not only in themselves harmful to the environment but may also result in significant reputational damage to BAS and the possible loss of future Antarctic Permits. Failure to demonstrate good environmental practice will result in disciplinary action being taken. • Shore leave in remote areas (eg Antarctic landings and Bases), and anywhere deemed necessary by the Master, shall be strictly controlled. • South of 60 degrees south the provisions of the Antarctic Treaty shall be respected. • The Master is responsible for ensuring all personnel are aware of the regulations covering a specific port/landing site. The specific “Antarctic Treaty Visitor Site Guide” shall be made available before arrival and the Master shall highlight any restrictions on activity ashore under the Treaty. • A signing out or “Walks Book” will be located on the Bridge. Before going ashore personnel shall enter the details required. This shall include name, destination, route and expected return time. On return they shall sign back in. Accurate details could save your life in an emergency. • Limits of travel will be set by the Master. These must be adhered to at all times - even if Base personnel grant permission to travel further. When visiting Bases, all Base rules, safety procedures and guidance shall be followed. The Master shall arrange for the Base Commander to explain the local rules on the ship’s arrival. • A recall signal should be pre arranged (usually sounding of the ship’s whistle) and on this signal all personnel shall return to the ship, landing beach or pre arranged location. Personnel shall dress in anticipation of worsening weather conditions. Antarctic weather can be unpredictable and changes sudden. Spare clothing shall be carried. Consideration shall be given to carrying food and hot drink also to the carrying of emergency gear including the following: Map, compass, first aid kit, flares and radio. Travel in pairs or groups is recommended. • More challenging terrain (eg glaciated terrain) shall only be travelled on with the permission of the Master by persons experienced in such travel, properly equipped and planned. MSI GEN 26 Issue Status: C Issue date: 30th August 2011 Page 1 of 1 Timetable for the Publication of the NERC Marine Facilities Programme Apr Confirmation of funding Finalisation of 1st draft Programme Planning Meeting 1 (confirm 1st draft Programme) May Discussions with PSs (with bids for following year) Planning Meeting 2 Jun Jul Ongoing discussions Production of final draft Aug Sep Draft Programme iteration (BAS, Sea Systems, NERC SO) Confirmation of financial support Offer of place in NERC Marine Facilities Programme Publication of 1st operational Programme Work begins on next programme Discussion on potential barter arrangements (NERC, OFEG, NSF) OFEG Technical Meeting Acceptance of Terms and Conditions Page Your bid for a place in the 2017/18 NERC Marine Facilities Programme has been accepted On behalf of NERC, I am pleased to offer you a place in the 2017/18 NERC Marine Facilities Programme subject to confirmation that you are able to meet the relevant cruise costs as detailed in the SME costing online. Your offer relates to ship time/equipment/technical support. Note only dates for the first eight months of the programme are confirmed, and subject to further confirmation from the ship operator and NERC Marine Planning that the adequate internal financial and technical support is available, later dates are considered confirmed once your cruise is within six-months of its start date. The Cruise Programme can be viewed here http://mfpapps.noc.ac.uk/mfp/mfp.php Your cruise will be run by one of the following operators: NERC National Marine Facilities Sea Systems (Sea Systems), who operate the RRS James Cook and RRS Discovery, and provide technical services including access to the National Marine Equipment Pool (NMEP) and support staff. NERC British Antarctic Survey (BAS) Ship Operations, who operate the RRS James Clark Ross and RRS Ernest Shackleton, and provide technical services including support staff, and logistics support. Barter cruise operator. NERC has an exchange agreement with a number of ship operators for barter of ship-time and major marine equipment. This allows NERC-funded scientists’ access to other research ships, equipment and capabilities in addition to those supported by NERC, and the ability to run cruises in geographical areas where the NERC fleet is not programmed. More information is available on the Ocean Facilities Exchange Group website at: http://www.ofeg.org/ In making you this offer you are reminded that NERC reserves the right to postpone your cruise at any time. In the event that a cruise is postponed it will be treated as a high priority for future programming. Note that due to the high turnover of NMFSS staff, two science berths on both the RRS James Cook and RRS Discovery may be allocated as a technician training berth within the 2017/18 programme. This will only be taken up if a trainee is required, if not the berth will revert to an available science berth. Note that provision of third party equipment brought to a NERC facility is at the owner's own risk, and it is recommended that such equipment is covered by their Institution's insurance arrangements. More information on NERC's insurance arrangements is available at: http://www.nerc.ac.uk/about/policy/safety/inshandbook.pdf Note that NERC aims to run cruises as per the details stated in the SME, however due to the finite resources within the NMEP, NERC reserves the right to replace or amend requested equipment in consultation with the Principal Scientist. In accepting this offer of ship-time you will be responsible for ensuring that NERC receives electronic copies of the following by the set deadlines: 1. Submission of diplomatic clearance forms to Sea Systems or BAS at least eight months prior to the start of your cruise. 2. A summary cruise report form submitted to the British Oceanographic Data Centre (BODC) within seven days of the end of your cruise. 3. A post-cruise assessment form submitted to NERC within seven days of the end of your cruise. 4. A cruise report to be submitted to BODC within six-months of the end of your cruise, which will become available to view via the inventory of cruises on the BODC web site. e.g.: https://www.bodc.ac.uk/data/information_and_inventories/cruise_inventory/ 5. A cruise report to be submitted to issuing foreign authorities (and additionally, when specified, all cruise data) within the time specified in your diplomatic clearance. 6. All cruise data to be archived at the appropriate NERC Data Centre(s) within a reasonable period of time following your cruise. Failure to meet these deadlines may result in NERC turning down future requests for ship-time. The Principal Scientist is responsible for coordinating all aspects of the science activity; and if a substitute Principal Scientist needs to be appointed, the replacement must be agreed with the relevant Ship Operator. The Principal Scientist is required to read the document Principal Investigators Guidance Notes, http://www.noc.soton.ac.uk/nmf/mfp/pages/PSGN%20-%20February%202011.pdf Please ensure you read the sections below containing important information regarding the planning process. If you are happy with these terms and conditions, please confirm this by pressing the acceptance and progress buttons on the webpage. Yours sincerely Natalie Clark Marine Planning Officer Natural Environment Research Council Tel: +44 (0) 1793 442551 Email: [email protected] Cruise planning information relating to Sea Systems, BAS and barter ship operators Cruises on a NERC Sea Systems ship The cruise planning process includes the following steps and as Principal Scientist you are required to: 1. Provide an accurate cruise track to Sea Systems for planning application of diplomatic clearance to work in foreign waters. This cruise track must be of appropriate scale and submitted eight months prior to the cruise sail date. 2. Attend a cruise planning meeting around six months before the start of the cruise to confirm equipment, sampling and survey requirements. Sea Systems will outline the cruise planning process and discuss issues specific to the cruise. Any outstanding issues must be resolved no later than three months before the start of the cruise. All key members of the science team should attend the meeting. 3. Attend the final pre-cruise meeting around three-months before the start of the cruise to agree the NERC ‘Marine Facilities Supply Agreement’. This document defines the scope of supply of equipment and technical support and provides the information for Sea Systems to cost the cruise. [Note that Principal Scientists or their representatives will be expected to provide their own funds for travel and subsistence in connection with any face-to-face meetings]. 4. Note that within three -months of the scheduled start date of a cruise, after the NERC Marine Facilities Supply Agreement has been agreed, there is minimal scope for altering technical support arrangements. In the event that Sea Systems is able to respond positively to any late requests for additional equipment and/or technical support, this will usually involve supplementary costs, which you will be required to meet. 5. Attend a de-briefing meeting prior to the end of the cruise to assess planning and execution of the cruise. The meeting is hosted by the Ships Master and, in addition to yourself, attended by the Sea Systems Senior Technical Officer and other key members of the ships staff. Specific issues with your cruise should be addressed to: Mr Colin Day Programme Manager National Marine Facilities Sea Systems [email protected] +44 (0) 2380 596109 Cruises on a NERC BAS ship The cruise planning process includes the following steps and as Principal Scientist you are required to: 1. Provide an accurate cruise track to BAS for planning and application of diplomatic clearance to work in foreign waters. This cruise track must be of appropriate scale and submitted eight months prior to the cruise sail date. 2. Attend a cruise planning meeting; BAS will circulate meeting dates at the earliest opportunity. [Note - Principal Scientists or their representatives are expected to fund their own travel and subsistence for meetings]. 3. Note the medical examination requirements and travel facilities for scientific team members. These are available on the BAS website at: https://www.bas.ac.uk/for-staff/polar-predeployment-prep/intro-guidelines-andforms/medical-guidelines-and-forms/ 4. Read the Principal Scientists Handbook and ensure that all members of your team read the Cruise Participants Handbook, Cabin Safety Booklet, Lab Code of Practice available from the BAS operations office. 5. Note that for each cruise, a first point of contact in BAS (Ship Operations) and contacts in the BAS technical teams are appointed. 6. Carry out Hazard Analysis, Risk Assessments; the standard BAS or ship specific Risk Assessments and procedures can be utilised. 7. Note that within three months of the scheduled start date of a cruise (or Antarctic packing date), there is minimal scope for altering technical support arrangements. In the event that BAS is able to respond positively to any late requests for additional equipment and/or technical support, this will usually involve supplementary costs, which you will be required to meet. 8. Regularly consult the BAS website, https://secure.antarctica.ac.uk/south/reports/itinerary.ship.php?numTravelTypeID=2 to keep abreast of any changes to the dates of the cruise. BAS ships can be affected by both logistics problems and ice in Antarctica so close monitoring of the website is important. Specific issues with your cruise should be addressed to: Mr Randolph Sliester BAS Ship Operations Manager British Antarctic Survey [email protected] +44 (0)1223 221456 Cruises on a barter ship In offering you access to a barter ship, please note the following information and requirements: 1. NERC is fully satisfied that the ship complies with the International Safety Management (ISM) Code for the Safe Management and Operation of Ships and for Pollution Prevention. The Principal Scientist: 2. Is responsible for management of the health and safety aspects of the scientific work and the scientific team, and to ensure that all NERC’s safety requirements relating to the scientific party are met. 3. Will ensure that all members of the scientific party meet the current requirements of the barter ship operator and as a minimum, those of the UK Maritime and Coastguard Agency (MCA) for seagoing scientists. All members of your team must have the following when joining the ship: a. b. c. d. e. f. Risk assessments and safe systems of work current for the activities you intend to carry out. Valid passport. Valid ENG1 medical certificate (or non UK national alternative). A vaccination certificate valid for the intended operating area. Current personal survival techniques certificate (endorsed Standards of Training, Certification & Watch keeping (STCW) Convention, STCW-95). Appropriate personal protective equipment for all activities to be carried out – guidance can be obtained from the ship operator. 4. Is required to comply with the cruise planning process of the barter ship operator. This will include providing documentation and compulsory attendance at, at least one pre-cruise planning meeting. Sea Systems will work with the Principal Scientist and barter ship operator to assist in the planning process. 5. Should note that within three months of the scheduled start date of a cruise, after the NERC Marine Facilities Supply Agreement has been agreed, there is minimal scope for altering technical support arrangements. In the event that Sea Systems is able to respond positively to any late requests for additional equipment and/or technical support, this will usually involve supplementary costs, which you will be required to meet. Specific issues with your cruise should be addressed to: Mr Colin Day Programme Manager National Marine Facilities Sea Systems [email protected] +44 (0) 2380 596109 NMF-SS Programme management group Programme & project management: Programme Manager Senior Project Manager Project Managers Project & cruise support - Colin Day - Jon Short / Jez Evans / Dan Comben - Matt Tiahlo / Laura Wedge - Sally Heath Key Programme group Responsibilities: Long term planning and programme construction Cruise cost estimation and monitoring Production and management of project plans for MFP activities Delivery of cruise projects across NMF-SS and the user community NMF-SS Cruise management timelines NMFSS Cruise planning milestones: Diplomatic clearance process starts at the earliest point ideally 8 months prior to sail date Planning meeting ideally 6 months prior to sail date Planning stage and supply agreement completed 3 months prior to mobilisation Why? Key time dependent cruise planning activities: Diplomatic clearance Fume hood filters Hazardous materials Freight requirements - Process starts up to 8 months prior to sail date - Orders can be placed 3 months prior to mobilization - 3 months prior to mobilization at supply agreement stage - 3 months prior to mobilization at supply agreement stage Equipment preparation / Instrument calibration planning / Technician cruise allocation / Mobilisation planning We are typically working at different planning stages of up to 8 cruises simultaneously BAS Cruise Planning Timelines BAS cruise planning ideal timings: The “key end date” from which we work backwards for planning purposes is either the date of mobilisation or the BAS cargo loading date in the case of equipment being shipped from UK earlier on a BAS vessel. 1 - First formal notification of contact points, BAS requirements and understanding of the needs of the cruise party 10 months before “key end date”. 2 - Planning meeting ideally 8 months prior to sailing 3 - Planning stage and final arrangements completed 3 months prior to “key end date” Key time dependant cruise planning activities: Diplomatic clearance - Process starts up to 8 months prior to sail date Hazard identification and management - is an ongoing process from the planning meeting (see 2 above) to 2 months before mobilisation Hazardous materials - 3 months prior to “key end date” Freight requirements - 3 months prior to “key end date” Travel/medical details - 3 months prior to mobilisation Equipment preparation / Instrument calibration planning / Technician cruise allocation / mobilisation planning needs to be identified as early as possible We are typically planning a number of cruises and Antarctic logistics activity simultaneously NERC POLICY Moorings Policy v2 NERC Moorings Policy NERC wants to provide the best and most efficient service from the National Marine Equipment Pool (NMEP) for its users. In order to do this NERC needs to ensure that the equipment is put to best use and not used in circumstances which put it at significant risk of loss or damage, accepting there will always be some risk whenever equipment is deployed at sea. NERC mooring operations are currently estimated to be in the region of £20m. The following policy has therefore been put in place: 1. Sea systems must be consulted before any scientific proposal is submitted that may require moorings technical support or NMEP equipment from National Marine Facilities - Sea Systems, hereafter referred to as Sea Systems, due to the current high level of demand. 2. Definition of types of mooring activity • Short term: A mooring activity that will be completed during a cruise e.g. where a mooring is deployed at the start of the cruise and then recovered at the end of the cruise. • Medium term: A mooring activity that will be completed after a mooring has been deployed for an extended period e.g. where a mooring is deployed during one cruise and then recovered approximately 12-months later during another cruise. • Long term: A mooring activity that is (or is intended to be) part of a long-term time series. e.g. The RAPID and Porcupine Abyssal Plain observing systems. 3. Deployment and retrieval protocols • Any science proposal that will require mooring technical support from Sea Systems must be discussed with Sea Systems before it is submitted. • Standard marine planning prioritisation will be applied to mooring support (i.e. in priority order: 1. NERC funded science; 2. Non-NERC funded (including Europe /USA) science that is within NERC's remit; 3. Commissioned research to do science that's within NERC's remit). • A deployment and retrieval plan must be agreed with NERC Marine Planning and Sea Systems before a mooring will be deployed. • Where a mooring will require maintenance over its lifetime, between initial deployment and final retrieval, a strategy must be developed in association with NERC Marine Planning and Sea Systems to service these needs. 4. Access to mooring equipment and instrumentation according to type of mooring activity • Short term: Equipment within the NMEP is available for use dependant on risk, and a capital depreciation cost will be applied to the Sea Systems superstructure charges. Capital for equipment outside of the NMEP will need to be found from the funding source e.g. requested within a NERC grant proposal. • Medium term: Access to equipment within the NMEP is on a negotiated basis with Sea Systems, dependant on availability and risk. Contingency funds in case of loss may be required for some items otherwise a capital depreciation cost will be applied to the Sea Systems superstructure charges. Capital for other equipment must be found from the funding source e.g. requested within a NERC grant proposal. • Long term: Science programmes are expected to cover all of the capital costs associated with long-term moorings. Access to NMEP equipment is on an opportunistic basis only and it will only be provided for a limited time period (i.e. for one deployment). Before NMEP equipment is deployed the science programme must be able to demonstrate that it has sufficient capital to cover any NMEP capital losses. 5. Risk Management • Before a mooring is deployed a risk management form must be completed by the Principal Scientist (PS) in conjunction with Sea Systems. The mooring must be developed within the context of the Mooring Design best practice document. • Sea Systems must be informed if there are significant changes to the information provided in the risk management form between the time of submission and when the mooring activities are carried out. • For mooring activities involving NMEP equipment or equipment funded by NERC, agreement on the level of risk must be reached with the Head of Sea Systems. NERC POLICY Risk Management Form v4 Jun15 NERC MOORINGS POLICY RISK MANAGEMENT FORM Please expand the form as required. *To avoid duplication please highlight in red the SME* cell where you have already provided this information within the Ship Time and Marine Equipment form of your Cruise Profile Principal Scientist Associated Cruise Profile No. Yes / No Have you discussed equipment availability with Sea Systems? Please provide a detailed description of the mooring design, including how you intend to deploy the equipment, e.g. on a lander, sub-surface mooring etc. If novel methods are being proposed please give full details and attach any relevant documents. SME* What is the expected ‘life span’ of SME* the mooring? Cruise details (details will be extracted from your SME but please provide any additional information) Please give details of the deployment area, including any known hazards, e.g. SME* fishing activity, adverse bathymetry, likely weather conditions, etc. In particular any risk mitigation you are putting in place. Personnel responsible for deploying/recovering moorings: SME* Name (s) (If not Sea systems staff): Level of experience: Failure to provide adequate details in this section will automatically return a 'High risk' decision. If recoveries are to be undertaken on a separate cruise please give details: Expected ship and operator Has this ship been confirmed as suitable for the required activities by Sea Systems? Expected mobilisation port and date Yes / No SME* SME* SME* Expected demobilisation port and date Are you the Principal Scientist for this cruise(s)? Yes / No If not do you have agreement from the Principal Scientist that mooring recovery or turn-around operations will be considered as a priority? SME* Please give details of any contingency plans you may have in case it is not possible to recover the equipment as envisaged. SME* SME* Please add any other information which might assist the review panel In signing this form you are confirming that the information provided is correct and that when borrowing NMEP equipment you will make all efforts to recover that equipment as planned unless there are circumstances which would impact on the safety of the ship, crew or scientists. Date Signature NERC POLICY Risk Management Document v3 NERC MOORINGS POLICY Risk Management Document In addition to submission of a Ship Time and Marine Equipment Form all requests for the use of NMEP equipment associated with moorings activities are required to complete a risk management form which will be reviewed and a risk assigned. Three categories of risk will be assigned: Low: there is a low risk and the equipment will be provided (if available) Medium: there is a significant risk and the proposal will be reviewed to assess the likelihood of equipment loss etc. and whether this risk is acceptable, taking into account scientific importance of results, impact on future programmes, and cost of replacement. On the basis of the review it will be decided whether the NMEP should provide some or all of the equipment High: the risk is too great, equipment will not be provided by the NMEP and, proposers must provide their own equipment. In the first instance the level of risk will be assessed by Sea Systems. If the risk is considered to be greater than a ‘low’ level the application will be sent for review by experts in the scientific community. The following areas will be considered when assigning risk and sufficient information should be provided in the risk management form to allow reviewers to make an informed assessment: • Equipment Availability a. Is the equipment available for the dates requested, taking into account where the equipment will be loaded onto and unloaded from the ship (i.e. for what period will the equipment be unavailable for other users, including transportation time, servicing, rebatterying etc)? It should be established through consultation with Sea Systems if NMEP equipment will be available for use. Even though a piece of equipment may be within the NMEP it may be planned to be deployed on another cruise. It is recognised that at the application stage it may not be clear if the equipment will definitely be available at the deployment stage, however, it can be established what the potential limitations on supply may be. b. Is this an appropriate use of NMEP equipment given the length of deployment? In line with Section 4 of the NERC moorings policy NMEP equipment can be used for short term deployments, but for medium term only on a negotiated basis and for long term moorings on an opportunistic basis where it can be demonstrated that the project has sufficient capital to cover any NMEP capital losses. • Impact of failure to recover equipment. Are there any proposed uses of the same equipment on future cruises? What will be the impact on these cruises if the equipment is not recovered (either by decision or loss)? • Recovery/deployment of the equipment. a. When and how will the deployment and recovery of the equipment take place, has confirmation of ship time been provided and has the ship been approved as suitable? b. If you are not Principal Scientist on the cruise do you have agreement from the Principal Scientist that the mooring recovery will be considered a priority of the cruise and that any decision to not recover the mooring will be taken in conjunction with yourself? c. Is the equipment is to be deployed/recovered by people that have the relevant training and experience? d. What is the contingency plan for recovery if the original recovery does not take place for any reason? These plans need not be followed up, but will help in determining the mooring life span (contingency period). • Mooring environment. Is the deployment in a “risky” environment - is the area heavily fished, is the prevailing weather likely to be poor, is the bathymetry unsuitable (e.g. too rocky or steep for the safe deployment of landers)? Have the correct permissions been obtained and the relevant authorities been informed for the mooring deployment? • Mooring design. Has the mooring been designed within the context of the best practice document (Annex III) • Mooring development and trials. a. Where a new mooring design will be used has sufficient time should been allowed for mooring design and build before the first deployment? b. Has a trials period been allowed for? • Mooring life span a. Do the timings for the deployment and recovery of the mooring correspond with the estimated life span of the mooring equipment with respect to issues such as corrosion and battery power? b. Does the final ‘life span’ of the mooring allow for both the science needs and a contingency period, in case of recovery/turn-around failure? The contingency period should reflect the mooring location. In a remote area, or area only accessible at certain times of the year, where there are limited options of recovery by another vessel the contingency period will need to be substantially greater than for a mooring in a relatively accessible area Additional risks may also be identified by either Sea-Systems or expert reviewers on an application by application basis. This approach allows NERC to determine the risk associated with mooring activities in the context of provision of equipment from the NMEP. There will be no peer review of the science. NERC POLICY Mooring Design Best Practice v2 Mooring Design Best Practice Document Oceanographic moorings are used extensively by NERC scientists to deploy a wide range of oceanographic instruments from the NMEP. Activities range from month long shelf moorings in water depths below 200m to 2 year deployments in the deep ocean. Two different designs are used depending on the water depth. On the shelf a ‘U’ shape mooring is used. One branch of the U has a surface marker with a light & radar reflector, the other branch supports the instruments using a subsurface buoyancy unit. In deeper waters a single point mooring is used with typically no surface marker. Only in the case of real-time telemetry is a surface marker used. To aid the design process a number of software packages are available. SHAPE (IOS) & CABLE (WHOI) are coded in FORTRAN whilst MDD (University of Victoria) and the KIEL package are MATLAB routines. The preferred package at the moment is the KIEL package. The packages output the tensions throughout the mooring line, the required anchor weight and the knockdown for any given current profile. The KIEL package also outputs the launch tensions for anchor last deployments which is the standard procedure for deep water moorings. More emphasis is placed on the design of deep water moorings, shallow water moorings use standard designs which have been developed over many years. With deep ocean moorings the drag on the mooring lines over the entire length is an important factor in determining the design of the mooring. This is not the case with shallow water moorings where survival outweighs any drag considerations. Shallow water moorings are usually subjected to far stronger tidal/wave/wind induced currents and usually far greater fishing intensity. The aim is to design a mooring which is fit for purpose, crucially any pressure rated components must remain within their rated pressure. The anchor must be sufficient to hold the mooring in place for any given current profile. The WHOI formula is used which takes account of the vertical (buoyancy) and horizontal (drag) forces on the anchor. One of the problems with any mooring deployed in a new location is the lack of knowledge on the current regime. In the absence of any available data, whether observed or modelled, an estimate is used. This is a classic chicken and egg situation. An important feature incorporated within the mooring design philosophy is the requirement for reserve buoyancy. The mooring is designed to ensure that even if the mooring line parts due to a component failure then there is always sufficient reserve buoyancy to recover the remaining part of the mooring using an acoustic release. An Argos or Iridium beacon is always fitted to the shallowest buoyancy unit thus enabling an alert and tracking capability in the event of a component failure. When an alert is received from a mooring which has come adrift then there is a limited time window for recovery dependent on the battery life of the beacon. During this period the parted mooring is at far greater risk simply by being on the surface. The remaining part of the mooring can be recovered by means of the acoustic release in the usual way. Despite there only being a handful of people within the NERC community will the skills and experience to design oceanographic moorings, it is important that the designs are checked over by another mooring specialist. The choice of materials is crucial to ensure the survival of the mooring. Mooring lines must be able to withstand the risk of fish bite. Corrosion is always a major consideration and different metals must be insulated to avoid galvanic corrosion. Mooring hardware is always discussed at the European mooring meetings held every two years. The meetings provide an ideal forum to discuss new materials. In an ideal world all components should be tested prior to deployment but this is simply not practical. One component that is tested routinely is the Acoustic Release. This is deployed to the required depth and all functions are tested. This is usually performed along with a CTD cast at the mooring site which is standard practise for calibration purposes. It is good practise to battery the release for a duration at least double the planned duration. An additional precaution for heavily instrumented moorings is the deployment of two releases in parallel. Real-time telemetry poses a major challenge for deep ocean moorings. Components at the surface are exposed to extreme forces. It is important to distinguish between real-time applications and the issue of data security. Inductive techniques can be used to send data up or down the mooring line. A data logger attached to the mooring line near the bottom can collect the data from components above and is at fair less risk than any real-time telemetry system on the surface. Data can still be transmitted to the surface by using acoustic techniques to send data to a nearby sea-bed lander which could release data pods at regular intervals to the surface (MYRTLE). PS Workshop 2016 13 Internet onboard NERC Vessels Advice for Ship to Shore Network Communication. Introduction The main connections to the Internet onboard RRS James Cook and Discovery are currently by default a slow link of 256Kb/s; this is for all general use including the vessels phone lines. In addition a separate link is used to collect email and to provide a limited backup connection though at roughly the same speed (200kb/s). To mitigate this lack of bandwidth a considerable amount of time and effort has been spent to ensure everything that can possibly work will work. A great deal of thought has also been given to providing the service in the most efficient and effective way. There is however no disguising the fact that a 256 Kb connections is slow and would be slow even if only one person were using it. Shared amongst all users and all the devices they may have there are inevitable practical performance limitations which cannot be overcome through prioritization or by any other means. This is very much a sub broadband link. As a direct consequence of this not all applications designed to run over the Internet will work or be practical on-board. The obvious implication of this is that you cannot expect to do what you can at your desk whilst you are at sea, having someone to deputise for you whist you are away is often necessary. This is particularly true for complex and lengthy internet tasks where it is necessary to interact with systems designed for much higher levels of bandwidth. How the ship system is organised Public machines will need to be used by most users for activities such as general web browsing and when trying to access commercial (ISP) email via a web interface. For many ship users an on-board mail server acting as a relay can collect their email. For outlook 365 users the mail client on your own computer will normally work. The exception to this being if you have a very large inbox, which takes too long on the slow link to synchronise. Mac mail does not cope with the slow connection; while configuring a thunderbird client to work with the on-board mail server has proven to be a useful alternative for both macs and pc’s. If your organisation does not make your email available to be collected by our file server or by your own computers mail client (without the need for a dedicated VPN or special secure link), then it is very likely you will suffer frustration getting your mail. You may have to rely on using an Internet browser for viewing mail, which is inefficient and will prove unreliable. Put simply if your organisation assumes a high-speed link for you to get your mail your going to have trouble getting any. Once you are signed up to the ships mail server all users can have access to their corporate email in their cabin and on any computer on the ship via an on-board web based mail server interface. The connection to the internet does not allow open access of the internet from the vessel for all users. This has to be restricted to a small number of machines so the maximum number of tasks can function. PS Workshop 2016 13 Internet onboard NERC Vessels In addition to email, all computers have access to a limited array of websites via a white list. The intention is to allow access to frequently required work related sites and low bandwidth sites commonly visited. The onboard mail server supports google and yahoo mail should a non corporate account be required and can be configured to receive mail from most organisation servers. Important; google and other isp/email security often do ask you to confirm your new connection (the ship) to verify someone is not trying to hack your account. Obviously you need to be able to receive the confirm email whist at sea to do this. If the message goes to your phones SMS your account can effectively be locked until you get back. It must be stressed again that your organisation does need to allow the ship system to relay your email. If your local security prevents any outside system from downloading mail and sending on the mail from the ship, there is nothing NMF can do to overcome the restriction. It’s your organisation that is stopping you not NMF. It is also important that you know your organisations IT support contact, in other words who the IT person on-board needs to talk to, so they can help to resolve any issues you have while on-board. As a general rule you need to ask your IT team to enable IMAP on you account. Syncing accounts either through a client on your own computer or via the on-board server will be faster and more reliable if the email inbox for the account is reasonably small before you arrive. In other words put your existing email from your inbox into an email folder. That way whatever you are using can sort out your new email quickly and transfer it. Further details It might be helpful in understanding the limitations of the service to consider the following figures. Typically a smartphone ashore will connect to the internet with more than 8 times(3G) or 32 times(4G) the total bandwidth available for everyone onboard. A home internet connection will typically run at between 25 and 250 times the ships bandwidth and a desk connections such as at NOC hundreds of times faster. The maximum total volume of data delivered and sent by the vessel in twenty-four hours is around 8Gb. As this covers use of the ship to shore phone lines and the mail system as well as internet use then the average total amount an individual computer is likely to download over twenty-four hours is less than a few hundred Mb. Therefore the size of any libraries of data, reports and papers that you will required onboard, need to be considered prior to the cruise. A file of 12MB which would take seconds to download in the office will typically take closer to an hour to download at sea. Obviously this will become frustrating if a large number of documents are required. An hour spent ashore downloading what you may later need can save you many hours whilst at sea. Your Smartphone The good news is the smartphone service WhatsApp will work (for messaging only). Also whitelisted sites can be accessed via your phone. Email can be sent and received on your phone via a generic email client that is configured using SMTP/IMAP. As far as other phone apps are concerned if your mobile is the remote control to your life then you are going to have to press pause. PS Workshop 2016 13 Internet onboard NERC Vessels Future development of this service The obvious question is why do we have such a low bandwidth system when we would clearly benefit from greater capacity? The improvement of the network connection speed is recognised as being very important for all aspects of ship utilisation. It has not been possible to upgrade the bandwidth due to the very high cost of the VSAT service. We currently pay £5k per month for the 256 Kb service and increased bandwidth is only available on a pro rata cost basis. To take the bandwidth forward to 1 Mb would require an additional £180k per year. VSAT is the only system currently available with worldwide deep sea coverage and capable of greater than 256Kb/s. NMF have been waiting for the commercial release of Inmarsat’s Ka system as an alternative to VSAT. The price and packages for this service are just becoming available now. The emergence of Ka will have an effect on pricing and it anticipated that as our current contracts run out an opportunity to increase bandwidth will be available. It is expected that an upgraded service will be obtained in the coming year. A decision on VSAT versus Ka will be made both on the basis of initial value and on the ability to upgrade again in the future either for individual expedition requirements and as part of a long term strategy. Regards Gareth Knight [email protected] 1 The 2016 Principle Scientist Workshop 22 June 2016 Diplomatic Clearance and Environment Lessons Learnt – Forward Look Introduction The topics of achieving timely and compliant Diplomatic Clearance [DipClear] and undertaking marine scientific research in a sustainable and environmentally friendly way are the subjects of this short briefing paper. The scope of the paper will be based on the lessons learnt from the 2010 / 2011, 2011 / 2012, 2012 / 2013, 2013 / 2014, 2014/2015 and 2015/2016 cruise seasons and with a forward look into the 2016 / 2017 seasons. Aim The aim of the briefing paper is to provide the Principal Scientists participating in future planned and programmed cruises with a summary of lessons learnt from previous cruise seasons and a view of the trends in the two related themes. These being: Diplomatic Clearance [DipClear] Environment Diplomatic Clearance [DipClear] Coastal State Observers and Scientists There is a requirement within UNCLOS Part XIII that can be exercised by Coastal States when processing DipClear requests for MSR in their waters and extended continental shelf. That the Coastal Sate can request a berth(s) for a scientist(s) and/or an observer on the Researching States vessel. This duty and dependency on NERC when seeking DipClear from a Coastal State in whose maritime zones Marine Scientific Research is requested is found in: 1 2 UNCLOS Part XII Article 249 (a) – Places a duty on the Researching State to ensure that the Coastal State’s ‘right’ to ‘participate’, that is allow a Coastal State scientist to fully take part in the proposed research cruise. The Article also places an equal duty on the Researching State to allow a ‘representative’ in the form of an ‘observer’ to be present during all or some of the cruise for which diplomatic clearance is being sought. If the Coastal State issues a Note Verbale approving the request for permission to undertake MSR in their Maritime Zones with a conditiojn that berths are provided then this condition is non negotiable. It should be noted that if the Researching State [UK/NERC] does not make provision then Coastal State can withhold or remove diplomatic clearance. It is advised that PS can improve their chances of achieving a timely diplomatic clearance if they actively involve the Coastal States own scientists in both the cruise itself and the overall research programme. The expected trend is that this requirement will continue to increase over the forth coming scientific seasons and Principal Scientists will need to make space for these extra people. Six Month Deadline for the submission of a cruise Diplomatic Clearance request by NERC PS This duty and dependency on NERC when seeking DipClear from a Coastal State in whose maritime zones Marine Scientific Research is requested is found in: UNCLOS Part XIII Article 248 – Clearly states the requirement that a Researching State shall, not less than six months in advance of the expected starting date of the marine scientific research project provide the Coastal State with a request for Diplomatic Clearance. The issue of late submission of Diplomatic Clearance requests for NERC cruises by PS remains by a key issue. NMF Marine Operations will make every effort to ensure that once the cruise programme is published by NERC to supply the PS with the appropriate forms and support the PS in filling in these forms to meet these deadlines. The accurate and timely completion of the DipClear form is the responsibility of the nominated PS for the cruise. NMF Marine Operations introduced a new Diplomatic Clearance Form in May 2011 to complement the new MSR charts produced by the NOC UNCLOS group and introduced in 2012 and to align the document format with the internationally agreed standard 2 3 The early submission ensures that any ‘diplomatic negotiation’ that can arise does not compromise the six month deadline. Examples of cruises being compromised; in these cases by the deliberate use of this ploy on the part of the Coastal State, took place in 2011/2012 and 2013/2014 seasons [Brazilian waters] and 2014/2015 season [Dominican Republic waters]. The last two examples the PS was encouraged to have a ‘plan B’ for his science that did not involve these coastal states waters. NERC policy is to ensure that its DipClear requests are submitted no later than eight months before the cruise is to begin. It should be noted by PS that many Coastal States have an approval process that can involve up to eight Government departments within that State. It is expected that more Diplomatic Clearance requests will require ‘diplomatic negotiation’ in the forthcoming seasons so earlier submission will help with resolving this problem. Where it is known that a Coastal States approval for a bone fide request for MSR activity may be difficult then the PS will be encouraged to have a ‘Plan B’ ‘Navigational Clearance’ Based on advice taken by Marine Operations from the MCA it should be noted that MSR cruises that are to take place in Coastal States waters in areas where there are navigational constraints such as ‘traffic separation schemes’ will now require extra notifications. These extra notifications will be for cruises that wish to operate in these areas and undertake activities such as sampling stations, towed equipment The notifications need to be submitted to the regional Maritime Control Centres who manage the maritime traffic in these high risk areas. There is no time deadline for these submissions however it has been advised by the MCA that they are to be made at the earliest opportunity to ensure that the ‘water space’ you require to undertake your planned science is allocated. To help PS plan and identify navigational constraints Marine Operations has invested in some new navigational planning software and electronic charts. On request from the PS help will be provided to PS on navigational matters by Marine Operations. 3 4 Passage Observations PS are reminded that all observations made during a cruise need to be detailed in the Diplomatic Request if they occur inside a designated maritime zone of a Coastal State. There has been an instance where scientific measurements were made while underway and passing through the EEZ of a Coastal State. This type of observation still requires a DipClear to be made to the Coastal State to collect that data. This applies to all observations including the use of the vessels echo sounder and meteorological equipment fit. Collection of any marine data within the a Coastal States maritime zones requires prior permission via the MSR Diplomatic Clearance process. Failure to comply with this could see the vessel arrested and a give rise to a diplomatic incident UNCLOS Article 76 Claims for prolongation of Coastal States Continental Shelf’s progress apace with Norway being one of the first States to have their claim verified by the International Seabed Authority. Figure 1 shows a chart of the claims under Article 76 for the Southern Atlantic. This was produced by the NOC UNCLOS group. The Article 76 claims around the Falkland Islands are very complex and are still subject to resolution. It remains unclear as yet as to how exactly MSR involving the sea bed in areas where Article 76 claims have been successful will pan out. Figure 2 shows the current view held by Marine Operations. The Marine Operations and the NOC UNCLOS Group continues to work with the FCO Marine Policy Unit to try and get clarification on how MSR involving the seabed in claimed under Article 76 will impact on the our Diplomatic Clearance process. 4 5 Figure 1 Article 76 Claims in Southern Atlantic 5 6 Figure 2. MSR and UNCLOS Article 76 6 7 Figure 3 Article 76 claims in the Arctic [© UKHO] Revised UN Guide on Marine Scientific Research December 2011 saw the UN publish its – Law of the Sea – Marine Scientific Research – A revised guide to the implementation of the relevant provisions of the UNCLOS. ISBN Number ISBN 978-92-1-133695-5. This guide contains the all the 7 8 up-to-date pro-forma documentation. The guide can be purchased as a pdf or in hard copy. It is recommended that PS invest in a copy of this useful guide. Requirement to pass Coastal State Cruise Data and Cruise Reports The 2011 / 2012, 2012 / 2013, 2013 / 2014, 2014/2015 and the current season cruises have seen an increasing number of DipClears being delayed because of PS who have previously worked in the Coastal Sates waters being remiss in not passing the UNCLOS required post cruise reports and data to that Coastal State within the required time period [See extract from Article 249 UNCLOS Part XIII below]. Notably this has been the ‘End of Cruise’ report which is required to be submitted within a nominated period after the completion of the cruise. Please note Spain is very ‘hot’ on this and nearly all of the recent requests made to Spain for DipClear have seen the Spanish authorities ask for missing copies of UK collected data and scientific reports. Portugal and Morocco also have recently refused to grant DipClears until outstanding reports have been submitted. This requirement on NERC in general and the PS in particular when seeking DipClear from a Coastal State in whose maritime zones Marine Scientific Research is requested is in: UNCLOS Part XII Article 249 (b) – provide the Coastal State, at its request, with preliminary reports, as soon as practicable, and with the final results and conclusions after the completion of the research; Most Coastal State DipClear approvals is in the form of the Note Verbale; a copy of which is supplied to both the master and the PS, come with a specified time frame for the submission of the ‘End of Cruise’ report. The PS will be informed of this time frame when commencing the cruise and it is their duty to pass the required information and reports to the agencies specified for onward transmission to the Coastal State. Failure to do so will endanger other PS ability to obtain DipClear for their MSR work in these waters. BODC are able to advise PS on how best to meet this legal requirement. Unmanned Maritime Systems An increasing number of NERC MSR programmes are using unmanned maritime systems [UMS] to deliver a sustained scientific measurement campaign. Unmanned Underwater Vehicles [UUV] are the main component of NERC’s capability in this area. However, the 2013 / 2014 season saw NOC[L] deploy a Liquid Robotics Glider [LRG] and Unmanned Surface Vehicle (USV) and the 2014 / 2015 season has seen NOC[S] purchase a second LRG and two further USV’s a ASV Ltd C-Enduro USV 8 9 and a MOST[AV]Ltd Auto- Naut USV. All forms of Marine Autonomous Systems [MAS] whether deployed from a NERC ship or from the a third party vessel or from a shore base require the submission of a DipClear request if being operated in another Coastal States waters. MAS have been launched from NERC Research Vessels [RV], from RV’s programmed through the OFEG/barter process, contracted vessels and from the beach. The current UNCLOS revised DipClear Form [Form A] has a section for the operation of UUVs from RVs and NERC has successfully used this form for UUVs that have been launched from third party vessels notably as part of the RAPID cruise programme in Moroccan waters. In the 2013 / 2014 NMF established a ‘one off’ blanket DipClear for the operation of MAS capability in support of the FASTNet science programme in Irish coastal waters. However, it should be noted that the use of this technology remains novel for many of the Coastal Sates in whose waters NERC wishes to operate these vehicles. This will require special handling of the DipClears on a case by case basis by Marine Operations staff and the FCO MPU. Marine Operations and MARS are currently working together on developing guidance in the form of a manual for all aspects of the use of these vehicles. This will be made available to the wider NERC community. Environment Ocean Fertilisations Research The following paragraphs present Marine Operations current understanding of intergovernmental discussions on ocean fertilisation (OF) for those who may have cruises that involve this type of science. There are four intergovernmental bodies with interests in this topic: Convention on Biological Diversity (CBD), London Convention and its Protocol (LC/LP), UN Convention on the Law of the Sea (UNCLOS) and the Intergovernmental Oceanographic Commission of UNESCO (IOC). They have different remits and therefore have approached the issue in different ways. In 2008 CBD called for a moratorium on all OF activities pending an agreed regulatory framework but CBD itself is probably not the body best equipped to develop such a framework. LC/LP have been exploring options for such a framework as well as non-regulatory mechanisms, IOC, in line with its particular responsibilities for marine scientific research has brought together experts in the field to consider the scientific 9 10 understanding of the issue so as to provide advice to relevant bodies and Member States as required. It has recently published a useful Summary for Policymakers. Although UNCLOS was agreed in 1982, long before the topic of OF assumed such significance, it contains a number of clauses which are relevant and which must be taken into account when framing new legislation, especially when considering activities on the High Seas. Some of the statements by the above bodies can appear confusing and even contradictory. This is not helped by a lack of clarity in some instances of the wording revealing an apparent lack of understanding of the issues. This note synthesises outcomes from the most recent meetings of CBD and LC/LP and is intended to assist those contemplating OF research. In October 2010 the LC/LP Parties reaffirmed the resolution on OF adopted at their 2008 meeting, namely that: OF activities other than legitimate scientific research should not be allowed; and, Parties would develop a potentially legally binding resolution or amendment to the Protocol; and adopted the assessment framework for ocean fertilisation research. Two options are still being considered - an interpretative resolution and a new Article and Annexes. The latter, although taking longer to ratify (perhaps as long as 10 years) would provide a better, more generic solution that would be relatively easy and quick to modify by amendments to Annexes. Clearly this raises the question of what happens to planned research experiments while the new article is being ratified. The view is that provided an assessment framework is in place showing that potential impacts are small, then such experiments could be held without contravening LC/LP. As regards the 2010 CBD decision there are two exceptions to the moratorium (i) where there is an adequate scientific basis, and (ii) for small-scale scientific studies. The latter is ambiguous but we take it to refer to those activities undertaken solely for research having small impact on ocean biodiversity in contrast to commercial operations on the large scales that would be needed to make a significant impact on CO2 drawdown. The decision at the 2010 CBD Conference of the Parties also calls for “….further work to enhance our knowledge and modelling of ocean biogeochemical processes…… in order to provide reliable predictions on the potential adverse impacts on marine biodiversity of activities involving ocean fertilization”. It is difficult to see how all the relevant information can be obtained without further in situ fertilisation studies. However, the implications are that if someone wants to undertake significant geo-engineering related activities that are under national 10 11 jurisdiction they would be expected to go through an Environmental Impact Assessment process. For the UK, the need for an EIA applies not only to UK waters but to UK-flagged ships anywhere. See http://www.cbd.int/doc/publications/cbd-ts-45-en.pdf Note that the US is not a party to the CBD and is therefore not bound by its decisions. This will be significant if US vessels are used to carry out any OF experiments. The view held is that the intergovernmental agreements to date do allow the possibility of further OF experiments under some circumstances. Convention on Biological Diversity - Article 4. Jurisdictional Scope Subject to the rights of other States, and except as otherwise expressly provided in this Convention, the provisions of this Convention apply, in relation to each Contracting Party: (a) In the case of components of biological diversity, in areas within the limits of its national jurisdiction; and (b) In the case of processes and activities, regardless of where their effects occur, carried out under its jurisdiction or control, within the area of its national jurisdiction or beyond the limits of national jurisdiction. Marine Operations is continuously monitoring the developments in this area of marine law with support from Cefas and Defra. Bespoke advice can be provided to PS at the planning stage of their cruises of the likely impact of this burgeoning legislation on their programmed science. UK Marine Licensing (Exemptions) The recent consultation on Marine Licensing [Exemptions] order see: http://www.defra.gov.uk/corporate/consult/marine-licensing-system/index.htm stated the following: Science There is an existing FEPA exemption for deposits of scientific equipment in the sea: we wish to have a similar exemption except that it would also extend to the use of vessels etc to remove substances and objects from the sea bed as well as their deposit. Scientists will need to remove their equipment from 11 12 the sea as well as to deposit it. As with FEPA, the exemption would not apply to deposits for the purpose of disposal. The exemption is restricted in certain areas designated under EU and UK nature conservation legislation – i.e. Marine Conservation Zones, Special Areas of Conservation, Special Protection Areas and wetland sites identified in accordance with the Ramsar Convention. The proposed exemption will apply to scientific instruments and associated equipment, not to substances. This particular exemption will not, therefore, cover the deposit of chemical or particle tracers for the purposes of tracking the movement of sediment or water. A separate exemption is proposed for the use of tracers but this will only apply where the product concerned has been approved by the appropriate licensing authority (this approval function will be delegated to the MMO). This approval will be based on work by Cefas into the effects of various kinds of tracers on the sea. The licensing authority will be able to apply such conditions to the approval of products as it considers appropriate, taking into account Cefas’ work. Steve Hall of the NMCO took the lead on this consultation and collated the returns from the PS community and passed it to Cefas who in turn passed it to the UK MMO. One of the outcomes of this consultation was the publishing of a Statutory Instrument in early 2013 entitled ‘The Marine Licensing (Exempted Activities) (Amendment) Order 2013’ which saw the following amendment: Amendment of article 17 6. In article 17 (scientific instruments etc)— (a) for paragraph (2) substitute— “(2) Paragraph (1) is subject to condition 1, and (as that paragraph relates to the deposit of a reagent or tracer) conditions 2 and 3. (2A) Condition 1 is that notice of the intention to carry on the activity must be given to the licensing authority before the activity is carried on”. 12 13 This means that the UK Marine Management Organisation must have prior notification of any MSR activities conducted from UK Government owned and flagged Research Vessels or independently deployed UUVs in UK waters or on the High Seas. The 2013 / 2014 and 2014/2015 seasons have seen a number of cruises in UK waters and the 2015 / 2016 season will see further cruise activity in UK waters. Early feedback from PS who have notified the licensing authority(ies) as required and whose science is not subject to a Permit Request have been directed to apply [on line] for an Exemption. This process is not onerous but must be completed. Those PS who have been directed that they need to make a Permit Request have fared less well with significant amount of effort being invested in negotiating what can be a complex and labyrinthine process. The PS is responsible for contacting the appropriate licensing authority to inform them of their science programme. The PS is responsible for following the guidance given by the authority [1] apply for the Exemption or [2] apply for a Permit It should be noted that failure to follow this process could give rise to a fine and /or a term of imprisonment. Initial points of contact for the regional licensing authorities can be obtained from Marine Operations The updated PS Handbook contains a guide to this process. The Animal By-Products Regulations [2005], Bio Security and CITES The collection, transportation and landing in the UK of scientific samples has seen a number of enquires from outside UK Government agencies. One example is the following: A Defra Environmental Health Officer conducted a site visit to the NOC to check how NOC were dealing with waste from research vessels arising from both research and teaching activities. The following information was requested: Teaching Vessels e.g. CALLISTA Information on what types of organic waste comes from the vessels and how this is dealt with If the vessels lands any dredged and if this is the case how is this material disposed of 13 14 Research Ships e.g. RRS James Cook Is any international catering waste landed at Southampton and how is it managed Are biological specimens collected outside UK waters and landed. If this is the case how are they controlled Previous scientific seasons have seen a requirement placed on PS; who as part of their research collected biological specimens, to apply for a licence to bring these samples into the UK for analysis. It should be noted that the requirement to apply for the licence lies with the PS. Marine Genetic Resources - Access and Benefit Sharing [ABS] Regulations EU Directive 511/2014 on ‘Compliance measures for users from the Nagoya Protocol on Access to Genetic Resources and Fair and Equitable Sharing of Benefits Arising from their Utilization in the Union’ specifically and ‘Access and Benefit Sharing [ABS]’ generally. The EU Directive 511/2014 is enforced in the UK through the compliance regime found in UK SI Number 821 2015 Environmental Protection – The Nagoya Protocol (Compliance) Regulations 2015. This SI came into force in April 2015 Genetic Material is defined as ‘any material of plant, animal, microbial or other origin containing ‘functional units of heredity’. The definition also includes ‘genetic resources’ which is defined as ‘genetic material of actual or potential value’. NMF Marine Operations have assessed; through the production of a briefing note, that the application of this legislation will only have implications on NERC funded MSR where the activity sits within the scope of the EU Directive relating to MGR and ABS. There is a planned cruise in the 2016/2017 programme that will seek to collect MGR. NMF is looking at how compliance with the legislation will be achieved 14 CERTIFICATION & DOCUMENTATION REQUIREMENTS TO SAIL ON NATIONAL MARINE FACILITIES SHIPS: Legislation: as mentioned last year at the Principal Scientists Workshop, STCW (Standards of Certification & Watchkeeping) 2010 Manila Amendments, contained new requirements for all seafarers to provide evidence every five years of having maintained the required standards of competence. The Maritime Coastguard Agency (MCA– the flag state for both James Cook & Discovery) AND National Marine Facilities consider that the scientific party are classed as ‘seafarers’, therefore the scientific party have to comply with seafarers certification legislation. You must as of the 1 January 2017 have documentary evidence of either completing the training course or updating training within the last 5 years. From a scientific team point of view, this will only relate to the Proficiency in Personal Survival Techniques (PST). Certification and documents your team will require for sailing onboard: P S T – an STCW accredited course and the certificate must state that the course is STCW compliant. The ORIGINAL certificate must be produced to the Purser on signing on the ship. • Medical Certification – National Marine Facilities require that all cruise participants hold an ENG1 medical certificate - or equivalent , this forms part of the certification that the Maritime Coastguard Agency require a ‘ seafarer’ to have and forms part of a flag state and Port State Inspection of the ship. The ORIGINAL certificate must be produced to the Purser on signing on the ship. • Transitional Seafarers Agreement – The MCA have stated that all of the science team are classed as ‘Transitional Seafarers’ under the Maritime Labour Convention 2006 (MLC2006). The Transitional Seafarers Agreement is required to be signed by the participating individuals institute or employer and this agreement covers a number of MLC requirements and ensures compliance with MLC2006.This includes Hours of Work, medical arrangements and insurance. Without this signed document an individual will not be able to sail on NMF vessels. The ORIGINAL document must be produced to the Purser on signing on the ship • Principle Scientist ONLY - Also, as per last year, the changes also require Seafarers – from the 1 July 2015 - to be ‘proficient in security duties’. The MCA recognise the Principal Scientists as a “Team Leader” and this role is mentioned in the Ships Security Plan. The PSO is required to undertake a course titled ‘Proficiency in Designated Security Duties”. One day Courses are available at all the Maritime Colleges. http://www.warsashacademy.co.uk/courses/course-pages/proficiency-in-designated-security-duties/course-details.aspx An alternative option is to use the onboard VideoTel training package. Marine Operations will need prior advice that this is the ‘route’ you wish to follow and will then obtain a candidate number and enrol you for the on line course with our provider Videotel. An alternative is that Marine Operations can provide a web link and the training modules can be started online prior to getting access to the onboard system - the final modules can only be completed onboard the ship with the ships Master ‘signing off’ the completed modules. • st • All the above mentioned certification forms part of any Port State Inspection or Flag State Inspection that may be carried out on board the ship at any time and the individual’s original certificate will be asked to be produced by the authorities. Without production of the certificates, the ship’s sailing will be delayed. • Advice on alternative medical certification can be obtained from National Marine Facilities Marine Operations. https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/440585/1815.pdf • A Blank Transitional Seafarer’s Agreement will be sent out to the PSO for their staff by Marine Operations in advance. • A Dental certificate is not compulsory to sail on-board BUT the requirement for a dental check-up is at the PSO’s discretion. For example during the Shelf Seas expeditions, the PSO’s required their staff to have a recent Dental Check up • The RRS12 (Embarkation Form) has to be completed by everyone sailing on the ship. This form ensures that the ship is aware of participants’ dietary requirements and also any medical issues. It should be noted that each participant, if on prescribed medication, is required to bring on enough medication for the expedition. The ship only carries limited medical supplies and not specialist medication. The Second Officer on board is also Medical Officer and any issues to be reported to him/her. OTHER INFORMATION • Medical Insurance -Whilst on board an NMF-SS vessel you are covered, by NERC, for all medical costs. Should an individual have an accident or become ill while on board the vessel and need to have professional medical attention ashore, the Master will arrange, via the ships agent, for them to see a doctor or to be landed to a hospital. All of the costs of any treatment incurred on board the vessel will, effectively, be free. However, the cost of transferring an individual - and any hospital / medical cost incurred ashore - will be the responsibility of the parent institute or organisation although the costs will, initially, be met by the ships agent and re charged to the institute once the ships accounts have been received by Marine Operations. The NERC Medical Insurance arrangement is currently administered by Chartis. The benefit of this may only become effective once the individual has been disembarked from the vessel and an agreement for future action reached with Chartis. Whilst on board the vessel the individual is the responsibility of the Master. The parent institute or organisation may already provide insurance cover. However, it is wise to check with the parent institute or organisation prior to travelling to make sure cover is in place or to find out if an individual needs to take out additional cover for going offshore. • Travel Insurance - Users of NERC vessels should be aware that although the ships have Protection & Indemnity (P&I) insurance cover Scientific staff are strongly advised to take out travel insurance – similar to when you go anywhere abroad on holiday – to cover the time taken to travel to the ship and for your subsequent return home. For NERC employees, insurance for personal effects is met within your terms and conditions of employment. Cover is in place – via Chartis - for travel to and from the ship only. • For non-NERC personnel, should you require cover for such items, it is your responsibility to arrange prior to joining the vessel. Should non-NERC employees require personal insurance for the period they are on-board plus transit to/from the ship they should make their own arrangements as deemed appropriate by their employer. For volunteer staff, personal Travel Insurance is required • Visas & Inoculations - It is the participants’ responsibility to check they have the correct travel visas and any vaccinations required prior to joining the ship. Guidance can be sought via Marine Operations who in turn will contact their local ships agents for full information • Participants List - As soon as the Principal Scientist has a list of cruise participants it would be appreciated if the list is sent through to Marine Operations to enable pre joining information to be sent through to the ship. Once all of the science participants flights have been booked, this information is also required by Marine Operations this is to ensure that any hotel accommodation required is arranged by the ships agents together with any local immigration formalities and ‘meet and greet’ at the airports and local transport to the hotel or ship. • Onboard Accounts - National Marine Facilities ships are ‘cashless’ and the science team will be issued with a cashless card by the Purser. This is normally issued and signed for after the safety briefing. Prior to joining the ship, the science team will need to ‘charge up’ their account – which is transferred by the ships Purser to the cashless card. This card is then used on board to purchase drinks or merchandise from the ships bar and bond. You can deposit any amount to your account, any remaining funds at the end of the expedition funds will be refunded back onto the credit card that was used to charge up your account. The telephone number to call to charge up your account is +44 2380 26316. Marine Operations hold a chip and pin machine in the office. However, we do appreciate that some overseas participants might not be able to do this prior to joining the ship and if this is the case, charging your account can be done through the Purser once you have joined the ship. • Passports - National Marine Facilities require all science participants and our marine staff to have at least six months validity to their passports on joining the ship. Requirements by BAS Ship Operations for Scientists sailing onboard RRS “James Clark Ross” and RRS “Ernest Shackleton” BAS Ship Operations provides a professional ship management service to NERC. It operates the two multitasking research vessels, RRS “James Clark Ross” and RRS “Ernest Shackleton” and is based in the British Antarctic Survey, Cambridge. BAS Ship Operations provides practical assistance to enable the scientific users to fulfil their research objectives and also supplies logistical support to scientific Antarctic Stations. We have professional mariners onboard supporting the scientific parties with a working platform and a full suite of ship fitted scientific systems and a shore-based technical team who manage the BAS portable equipment for specific cruises. We provide a comprehensive service to support science cruises in the Antarctic, Arctic and elsewhere as required worldwide. Useful links and BAS Handbooks can be found here REQUIREMENTS PLACED ON YOU, AS A SEAFARER, JOINING a BAS ship All personnel who sail on BAS ships are classed as seafarers. This includes all of the marine staff, technical support staff, scientific staff and observers. Therefore, all legislation that applies to seafarers applies equally to all personnel that sail on the vessels. 1. Medical Requirements It is a requirement for all cruise participants to be medically fit, to a level fixed by the BAS Medical Unit. (BASMU) This will be a more detailed and higher specification than the minimum required by seafarers. (Referred to as ENG 1 in UK). Prior to joining the vessel, all personnel must be medically examined and meet the requirements of BASMU. The standard is met by completing a medical questionnaire and certification by a GP, monitored by BASMU. There is for most of the year a doctor on board BAS ships. The hospital facilities are excellent. At times when there is no doctor the ship’s staff act as First Aiders and medics. All have been trained for this and Masters have further medical training. The ship always has access to advice from BASMU who are on call round the clock. On board treatment is free but should it become necessary for you to be treated ashore there will be a charge for treatment and/or medicine involved. If an individual is taking any prescribed medicine they must ensure that they inform the Master/Purser as soon as is convenient after they have joined the vessel and certainly before sailing. Although the vessel does carry some supplies of medicine these are for emergencies only and an individual must ensure that they take sufficient supplies of any prescribed drugs with them that will last for the full duration of the cruise. Medical Insurance Whilst on board a BAS vessel you are covered, by NERC, for all medical costs. Should an individual have an accident or become ill whilst onboard the vessel and need to have professional medical attention the Master will arrange, via the ships agent, for them to see a doctor or to be landed to a hospital. All of the costs of any treatment incurred on board the vessel will, effectively, be free. However, the cost of transferring an individual ashore and any hospital / medical cost incurred ashore will be the responsibility of the parent institute or organisation although the costs will, initially, be met by the ships agent. If an individual is landed ashore into medical care, BAS will ensure that the parent institute or organisation is notified as soon as is reasonably possible. If an individual carries a Medical Insurance Emergency Card the benefit of this will only become effective once the individual has been disembarked from the vessel. Whilst on board the vessel the individual is the responsibility of the Master. The parent institute or organisation may already provide insurance cover. However, it is wise to check with the parent institute or organisation prior to travelling to make sure cover is in place or to find out if an individual needs to take out additional cover for going offshore. 2. Dental Requirements The responsibility for ensuring science participants are dentally fit is that of the Principal Scientist. Neither the ship nor BAS will ask for evidence (unless your work takes you onto Antarctic shore bases – ie separate from just a cruise). Emergency dental work can be carried out onboard when a doctor or dentist is aboard but at other times if you prefer a dentist to do the work as opposed to the Second Mate, please get your teeth checked before joining. Diversion to port is going to come out of your cruise time. 3. Travel Requirements TRAVEL ADVICE For travel queries and advice, your questions will be dealt with by the BAS Operations Support Team, once the cruise programme has been finalised. It should be noted that although BAS has a duty of care to all members of the ships company, including members of the scientific and technical parties whilst on board the vessel, such duty for the health and safety of non-BAS employees whilst travelling to and from the vessels lies with the employee centre/survey/employer. The latter should ensure that their employees are aware of what legislation applies to them and who owes them a duty of care at each stage of their journey. It is also suggested that details of each participant’s whereabouts are left with the parent employer in the event of an emergency whilst they are embarked upon a ship Arrangements for the scientific team’s travel will be discussed at the planning meeting and depending on the cruise location will be organised either by the PS or BAS Operations Support Team. For all personnel joining in a foreign port, BAS will either have arranged or must be advised of the travel arrangements in advance, in order that the ships agent can meet the scientific party on arrival at the airport and organise local travel and, if required, local accommodation. When arriving at the port of embarkation, travel and accommodation costs will, initially, be paid by the ship’s agent and will be recharged to the parent institute or organisation in due course. Any individual joining the vessels should, therefore, ensure that they have the agents name, address and telephone number before they leave the UK. For leaving the vessel, the ship’s Master/Purser or BAS Operations Support Team can co-ordinate the transport arrangements with the ships agent, prior to the vessels arrival in port. If an individual has prebooked flights back to the UK they must ensure that they let the Master/Purser know the details well in advance of the vessels arrival in port at the end of the cruise. This will ensure that the appropriate transportation arrangements from the vessel to the airport of departure can be made. INSURANCE Users of NERC vessels should be aware that NERC is a non-insurance body and does not insure its ships, its staff or the equipment they carry. Scientific staff are strongly advised to take out travel insurance – similar to when you go anywhere abroad on holiday – to cover the time taken to travel to the ship and for your subsequent return home. For NERC employees, insurance for personal effects is met within your terms and conditions of employment. Cover is in place – via Chartis - for travel to and from the ship only. For non-NERC personnel should you require cover for such items, it is your responsibility to arrange prior to joining the vessel. Should non-NERC employees require personal insurance for the period they are onboard plus transit to/from the ship they should make their own arrangements as deemed appropriate by their employer. NERC DATA POLICY NERC has a policy on data in order to: (a) Ensure the continuing availability of environmental data of long-term value for research, teaching, and for wider exploitation for the public good, by individuals, government, business and other organisations; (b) Support the integrity, transparency and openness of the research it supports; (c) Help in the formal publication of data sets, as well as enabling the tracking of their usage through citation and data licences; (d) Meet relevant legislation and Government guidance on the management and distribution of environmental information. NERC defines Environmental Data as individual items or records (both digital and analogue) usually obtained by measurement, observation or modelling of the natural world and the impact of humans upon it. This includes data generated through complex systems, such as information retrieval algorithms, data assimilation techniques and the application of models. This policy covers Environmental Data acquired, assembled or created through research, survey and monitoring activities that are either fully or partially funded by NERC. It also applies to Environmental Data managed by NERC where NERC was not the original funder. This policy does not cover NERC’s Information Products (see Note 1). This policy will be reviewed at regular intervals to ensure it keeps pace with scientific requirements and data management best practice. Key Principles The environmental data produced by the activities funded by NERC are considered a public good and they will be made openly available for others to use. NERC is committed to supporting long-term environmental data management to enable continuing access to these data. NERC will supply the environmental data it holds for free, apart from a few special cases as detailed in the policy. Page 1 of 4 NERC requires that all environmental data of long-term value generated through NERC-funded activities must be submitted to NERC for long-term management and dissemination. Access to Data It is NERC's Policy that: 1. All the environmental data held by the NERC Environmental Data centres will normally be made openly available to any person or any organisation who requests them; 2. The only restrictions on access which we will apply are those supported by the exceptions on disclosure in the Environmental Information Regulations (2004). If it is proposed to restrict access to any data we will explain why; 3. To protect the research process NERC will allow those who undertake NERC-funded work a period to work exclusively on, and publish the results of, the data they have collected. This period will normally be a maximum of two years from the end of data collection; 4. All data held by the NERC Environmental Data Centres will be supplied for free except for large or complex requests where we may charge the cost of supply, or where third-party licence conditions either prevent such free supply, or require us to make specific charges; 5. All environmental data made available by the NERC Environmental Data Centres will be accompanied by a data licence. Data originally provided to NERC by a third-party may have their own access and licence conditions which restrict how or when we can make data available to others, in which case our data licence conditions will reflect these; 6. All those who use data provided by NERC are required to acknowledge the source of the data. NERC’s Environmental Data Centres Successful long-term data management requires both specialist data curation skills and an understanding of the science behind the data. NERC achieves this by supporting environmental data centres and colocating these within its research and collaborative centres to take advantage of the scientific expertise they possess. It is NERC’s policy that: Page 2 of 4 7. NERC will maintain Environmental Data Centres for the management and dissemination of environmental data of long-term value generated through NERC funding or deposited by third-parties; 8. The data centres will act impartially towards all data producers, regardless of whether they are based within or outside of NERC. The environmental data within the data centres will be open to all on the same basis; 9. Working with the environmental science community NERC will maintain criteria to identify environmental data of long-term value (a Data Value Checklist). These criteria will be used to inform all decisions that NERC makes on the acceptance and disposal of data by its data centres; 10. Information on all data held within the data centres will be made available through the NERC Data Discovery Service. Data Collection NERC expects everyone that it funds to manage the data they produce in an effective manner for the lifetime of their project, and for these data to be made available for others to use with as few restrictions as possible, and in a timely manner. It is NERC’s policy that: 11. All applications for NERC funding must include an outline Data Management Plan, which must identify which of the data sets being produced are considered to be of long-term value, based on the criteria in NERC’s Data Value Checklist. The funding application must also identify all resources needed to implement the Data Management Plan; 12. The outline data management plan will be evaluated as part of the standard NERC grant assessment process. All successful applications will be required to produce a detailed data management plan in conjunction with the appropriate NERC Data Centre; 13. All NERC-funded projects must work with the appropriate NERC Data Centre to implement the data management plan, ensuring that data of long-term value are submitted to the data centre in an agreed format and accompanied by all necessary metadata; 14. Data from NERC-funded activities are provided to the data centres on a non-exclusive basis without prejudice to any intellectual property Page 3 of 4 rights. This is to enable NERC to manage and make openly available publicly funded research data; 15. Those funded by NERC who do not meet these requirements risk having award payments withheld or becoming ineligible for future funding from NERC. Open access to data underpinning research publications NERC considers that long-term, open access to the data that underpin research publications will help to ensure the integrity, transparency and robustness of the research record. Access to these data supports the fundamental scientific requirement of allowing others to confirm or challenge research results. It is NERC’s policy that: 16. All research publications arising from NERC funding must include a statement on how the supporting data and any other relevant research materials can be accessed; 17. For all research publications produced by NERC’s own staff, the supporting data will be made available through the NERC Data Centres. Note 1: In line with UK Government Policy NERC distinguishes between Data and Information Products. NERC defines Environmental Data as individual items or records (both digital and analogue) usually obtained by measurement, observation or modelling of the natural world and human impacts upon it, including all necessary calibration and quality control. This includes data generated through complex systems, such as information retrieval algorithms, data assimilation techniques and the application of models. Whereas, Information Products are created by adding a level of intellectual input that refines or adds value to data through interpretation and/or combination with other data. Model codes are not covered by this policy. Page 4 of 4 Cruise Data Management 1. Introduction BODC is the designated data centre for UK marine science. Funding bodies such as NERC require that all data from projects they support are deposited at BODC. This includes data collected during fieldwork cruises. BODC will integrate all data into a documented, processed data set, ensuring that maximum and long-term use of the data is possible. The following information is necessary in order for BODC to process datasets efficiently and effectively. Much of information may be incorporated in the cruise report and BODC has prepared a guide to help with this task. The choice of which information to include in a report and which to send to BODC separately is that of the PSO and cruise participants. The information does not need to be sent twice but can help as confirmation. Online guidance can also be found at https://www.bodc.ac.uk/data/data_submission/ 2. Information Requested from the PSO (In Collaboration with Instrument Technicians) 2.1 Log Sheets 1) One central log sheet detailing all instrument deployments (including profilers, nets, towed instruments, corers and so on.) • • • • • • 2) date and accurate time in GMT latitude and longitude station reference and cast number instrument deployed water depth (if available) ‘Comment’ field to indicate for example test casts, problems encountered or instrument failure etc One log sheet for all samples taken from the non-toxic supply by different scientists • • • date and accurate time in GMT sample number purpose of sample A copy of both logs should be sent to BODC as soon as possible after the cruise (Digital copy if available but photocopy of the original is often very useful as an aid to resolve conflicting information). Generic log sheets (central, non-toxic samples and CTD) are available from BODC in an excel spreadsheet. 2.2 CTD/Sea-Soar/MVP Data and Documentation 1) Copy of log sheets Page 1 of 4 2) Configuration of instruments, including ancillary sensors and which data channels they log to in output files. 3) • • • • Hardcopy of technical sheets for each sensor used serial numbers manufacturer's calibrations pre-cruise calibrations post-cruise calibrations if carried out • • • Information about rosette configuration number, type and capacity of bottles distance from pressure sensor to top and bottom of bottles distance from pressure sensor to reversing thermometer mount (if there is one). 4) 5) • • • Copy of the data files directly after the cruise. Information about data file format (if BODC has not previously dealt with data from the same type of instrument). For Sea-Bird CTD, the minimum requirements are the raw data files (.DAT) and configuration files (.CON) If the processing has been done and no further work is required by BODC, please send the calibrated ASCII files (.CNV) and bottle rosette files (.BTL). However, please also ensure that the original raw files are also sent. For BOT MVP, please send combined data files (extension ending in m1). Please define which sensors have logged to the voltage channels U1, U2 etc. 6) Transmissometer pathlength and air readings - preferably regular readings throughout the cruise. 7) • • • • Copy of any sample data used for calibration of CTD sensors (as soon as possible, depending on processing required) bench salinometer data for salinity sensor cruise chlorophyll-a for fluorometer SPM for transmissometer or backscatter if particle concentration is required. dissolved oxygen data for DO sensor. • • • • • Any information about instrument malfunction problems with data logging bottle miss-fires changes of sensors etc. cleaning operations (frequency/date&time) 8) 2.3 Underway System Data/Information 1) • • Copy of data files from ship’s logging system: Copy of all worked up data (best navigation, 30 second data if available) Definition and units for each channel used – a clear definition of data channels is required as column headings can be difficult to understand. 2) Location of sensors (including anenometer height above sea level and vane orientation) and depth (below the water surface) of inlet tube to pumped system. 3) Copies of technical sheets for each sensor used. 4) • • • Any information about : instrument malfunction problems with data logging changes of sensors etc. Page 2 of 4 • cleaning operations (frequency/date&time) 5) Copy of any sample data used for calibration of underway sensors (as soon as they are available) • • • 2.4 bench salinometer data for salinity sensor chlorophyll-a for fluorometer transmissometer air readings Information from Individual Scientists From all scientists who will submit data to BODC, the following information noted during the cruise will be useful: • • • • Sampling mechanism (e.g. CTD rosette, air sampler, zooplankton net, non-toxic sample) Cast and station reference if relevant Date and time of sampling event in GMT if possible (or local time and time zone). The time is very important as it is used to fix the position of the sample against the primary navigation data record. See table below for more information according to type of sample Table 1: Information about Other Sample Types Required by BODC Data type Information required Water bottles from CTD rosette CTD cast reference Depth of sample and bottle/sample reference Methodology including type of filter used (if applicable) Other water bottle sampling Type of water sampler and bottle used including volume Water sampling station identifyer Date and accurate time Depth of sample Source of water samples (e.g. CTD cast) Tracer used Incubations/laboratory Incubation start time and duration experiments Light level (% light illuminating sample) if applicable Simulated depth Other experimental conditions (inhibitors, temperature etc.) Air samples Type of sampler Date/time in GMT and duration of sampling if not instantaneous Height of sample Any filters used Zooplankton nets Type of net and number of nets if more than 1 Net mesh size in microns Date/time in GMT and duration of sampling Vertical, horizontal or oblique tow Length of tow if horizontal/oblique Volume of water sampled and speed of tow Maximum and minimum depth if vertical/oblique Method of sub-sampling Stand Alone Pumps Pump system type, make, model and settings Start and end time of deployment Depth of sample Volume of water pumped Filter used Core samples Corer type, make and description Date/time in GMT Core station identifyer and number of deployment per station if more than 1 Page 3 of 4 Core type analysis (whole core or subsample) Depth and vertical span of core segments used for analysis Moored instrument time series Details of the mooring configuration and position of each sensors on rig (relative to sea-floor or sea surface). Deployment and recovery date and time Achieved mooring position If deployment and recovery were carried out from different ships please provide ship’s name and cruise ID. Individual loggers settings: start logging time, end logging time and sampling frequency Any information on rigs movements, instrument condition upon recovery, malfunction, etc. Make, model and description of instrument. Calibration procedures (pre-, during or post-cruise) Other Definition and units of any data logged. samples/instruments Any processing carried out on the data channels before sending to BODC. Any further calibration required – please discuss with BODC as we may be able to assist. 3. Data Submission When data analysis has been completed, please send a copy of each data set to BODC by one of the following methods • • email your lab liaison officer or project data manager and attach files put data on an accessible ftp site and provide the data scientist with the address from which to collect them BODC will accept most file formats. Excel files or text files are the most commonly used. Please ask if you are unsure whether we can deal with your file format Please include the following information in the data files: • • • • • • • • Sampling mechanism (e.g. CTD rosette, air sampler, zooplankton net, non-toxic sample) Cast and station reference if relevant (e.g. CTD01) Date and time of sample in GMT (or specify local time zone with local times) Depth/height of sample Other information as detailed in Table 1 for that particular data type. Clear column headings and units for each parameter Indicate which parameters are directly measured and which are derived from a combination of measurements. For derived measurements, please include the formulae used – this may be done by leaving formulae in an Excel spreadsheet cell or by including the equations in an accompanying document. Any quality control comments – if you regard any of the data points as suspect, we will store a quality control flag alongside the data. Similarly, if there were problems with the whole data set, please indicate this. We will include any comments in the data documentation which will accompany the data set. Please submit a document containing details of methods used - in Word or text document: • • • • Details of any instruments used Type of filter used (if relevant) Analytical procedures – sample preparation and analysis. Any changes to methods used in previous cruises Please provide the name and institution of the data originator(s) and the principal investigator. Page 4 of 4 Notes for Filling in Cruise Summary Reports • One form should filled in for each cruise by the Principal Scientist. • A Word template (CSR_Form.doc) is available, which should be copied and completed. • The report should be completed during the cruise or soon after. • For the list of moorings on page 2, a previously prepared list (e.g. Excel file) can be sent instead of typing them all in again. • Track chart image files (e.g. tif, jpg) may also be sent. • Completed reports should be sent to BODC at the above address or by email to [email protected] • When a full Cruise Report is eventually published, a copy of this can also be sent. Cruise Summary Reports (ROSCOP) were conceived by the IOC in the late 1960s to provide a low level inventory for tracking oceanographic data collected on Research Vessels. The forms are entered into the BODC UK cruise database, which is available on our website at http://www.bodc.ac.uk/data/information_and_inventories/cruise_inventory/. They are also later sent to ICES, Denmark to be incorporated into their international database. BODC Guide to Cruise Report Compilation 1. Introduction The purpose of this guide is to provide an aid to cruise PSOs for the compilation of cruise reports. BODC’s fundamental role in support of the scientific community is the assembly of all the data from a cruise into an accessible, integrated data set. One of the main problems encountered when attempting this is the lack of detailed information about the measurements made. In the absence of a dedicated on board data manager, the main point of reference for BODC staff will be the cruise report. The document should contain the detailed information required by cruise participants, interested members of the scientific community and data managers alike. Access to comprehensive metadata is essential in ultimately providing a definitive, fully documented, calibrated and quality controlled dataset. If the information is not to hand this inevitably means it is the data originator who has to be contacted and where the information is not found the value of the dataset is potentially diminished. The following section breaks the cruise report down into structural elements and provides a brief description of the required content. The final section further details the type of information required by BODC data managers for activities common on oceanographic cruises. 2. Structure 1. Data document sheet: Equivalent to a scientific abstract including: authors, title, publication date, reference, abstract, keywords, issuing organisation, and a source for subsequent copies 2. Cruise personnel: List of the ships crew and scientific personnel indicating roles, organisation and participation in particular cruise legs, where relevant. 3. Scientific objectives: The background rationale for the research project and cruise specific objectives 4. Cruise overview: A brief description of the cruise plan including stations and transect details. 5. Diary cruise narrative: general description of weather conditions daily activities crew changes and problems encountered. 6. Station/activities log: details of all sampling deployments including tests/shakedown. Useful fields are: Date, time (including time zone), latitude, longitude, event description, start time, bottom time (where applicable), end time, station name (where applicable), activity identifier, and comments 7. Operations: A section for each and every data collection activity undertaken. This includes key sampling events, sub sampling (bottle, grab sample analysis) and data processing of specific channels from multi instrument platforms (CTD, SEASOAR etc). Page 1 of 4 Each section is completed by the personnel undertaking the activity. All applicable information should be included. The activity documents should be produced during the cruise and submitted to the PSO prior to disembarkation. Each section should contain the following: • Title • Details of personnel involved- roles and responsibilities, institution and contact information. • A brief rationale: the purpose of the data collection activity. • Specific aims and objectives • Sampling methodology- instruments used, deployment method and a log of when, where and how many samples. If the data activity involves processing sub samples or data • Instrumentation details- sampling and analysis instrumentation makes, model serial numbers and date of last calibration. This section should also include details of hardware and software setup. • Calibration information- An indication of whether calibration is intended and what form it will take. If relevant, the section should include details of any samples collected and calibration methods employed. • Processing methodology- this section should include details of all data processing employed, software used, transformations applied and files produced (format, extensions). Note: It is important that the methodology documented was that actually employed. Cut and paste from another source, while superficially convenient, can be inaccurate and generates confusion if problems with the data are subsequently identified. • Indication of any post cruise data processing i.e. details of any shore based analysis of samples collected, calibration or transformation. This should include methodology and an indication of data types generated. • Problems encountered: equipment failure, lost/damaged samples, computer problems, and timing differences/errors. • Preliminary results: If there has been an opportunity to undertake some preliminary data analysis, comments on the data quality and noteworthy features would be advantageous. • Estimate of total data returns: quantity, quality and expected date for completion. This is important for data tracking purposes. The expected date for the finalised dataset needs only to be a rough, but realistic indication. It is envisaged that most data sets will be finalised within the life of the associated projects and prior to any publications. • References: if used in the text. Full citation may be unrealistic in the field environment but as much information as possible should be included. 8. Cruise track charts: these are not essential but provide a useful quick visual reference. 9. Appendix: Research program policy documents e.g. project data policy. 3. Useful Operational Information The following is a list of generic sampling operations and instruments highlighting information that is required by BODC in order to process associated datasets efficiently. The list is by no means comprehensive but can serve as a guide for instruments not listed. 3.1 • • • • • • CTD Type, make, model and serial number of each sensor deployed on the frame. Details self logging instrumentation- as above plus responsibility and processing Data logging and on-board data processing system description- Seabird, RVS ABC, P-exec … Sensor calibration information- which instruments, how and by whom. Type, number and capacity of water bottles. Geometry of any water sampling system: Page 2 of 4 o o o Distance between the pressure head and the bottle base. Distance between the pressure head and the bottle top. Distance between the pressure head and the Reversing Thermometer mount. • A record of the depths at which each water bottle was fired, noting any bottle misfires, suspected bottle leaks, or subsequent updates to the bottle firing depths following comparison of the CTD data with sample data. • Ensure that any instrumental problems are noted. It is especially important to know when any of the sensors on the frame were replaced and the serial numbers of the replacements. It is also helpful to know of any CTD casts where data failed to log. 3.2 Transmissometers • • • 3.3 Make, model and serial number Wavelength and path length Air reading- both manufactures and cruise readings, with least one cruise reading per instrument per cruise. Fluorometers • • • 3.4 • • • 3.5 Make, model and serial number Mode of operation: o Response (linear, Log) o Range o Auto scaling (Y/N) Output (volts, nominal chlorophyll) Irradiance meters Type- cosine, 2Pi Make model and serial number Service and calibration information Discrete Water samples Ensure that for each water sample that we know the following: • Date/time- Time zone and consistency with master clock • Sample’s name: For CTD the sample name can be the cast number and the depth e.g. CTD016_0150a (CTD), or cruise plus sample number for samples from the non toxic supply e.g. JCR76N033. In the case of hydrographic wire bottle stations, ensure that the station has an identifier, that date and time are known and that all depths sampled are recorded. Station number: should be cruise and/or project specific. • Depth (not applicable to non-toxic). 3.6 • • Underway sensors Sensor inventory: everything that is being logged on the system. Where are the sensors located? What kind of sensors are they? What are their serial numbers? Service and calibration information. Operational considerations Channel names and units. Timing checks: check the PC internal clock against the master clock at regular intervals and note discrepancies. Ensure problems with the hardware observed during the cruise are documented. Document any servicing during the cruise, particularly thermosalinograph cleaning and be sure to have a record of the time. Page 3 of 4 • 3.7 • • • • • 3.8 • • • • • • 3.9 • • • • • Data processing Document all on board processing. Detail all post cruise processing- which channels and by whom. Detail outstanding processing. SeaSoar List of all the SeaSoar channels which are being logged. Calibration details for the various instruments. Cruise processing: document what processing has been done on board on each channel. Post cruise processing: detail subsequent data processing: which data, how and by whom. How are data mapped to physical files. Nets Type of net. Dates/times of the net hauls. Type of haul (vertical, oblique, trawl etc.). Mesh size. Sufficient data to allow calculation of the volume sampled. Ascertain what data are to be obtained from the samples and from whom these data are to be obtained. Moorings Details of the mooring configuration. For deployment we need to have times when deployment started and when the rig hit the bottom. For recoveries we need to know when the release was fired and when the rig hit the surface. For all data loggers we need to know: o the time of switch on o the time of the first cycle logged o the time of the last cycle logged and o the time of switch off. A report on the condition of instruments upon recovery is useful, particularly if a malfunction has been noted. 3.10 Cores • • • • • Type of corer. When it was used. A rough description of the quantity and quality of the sample obtained. On-board core processing protocols. What data are to be obtained from the sample and who is responsible? Page 4 of 4 Polar Data Centre (PDC) This is a guide for good data and information management while onboard the BAS ship RRS James Clark Ross (JCR) to undertake a scientific research cruise. It is intended for Principles Scientific Officers and onboard data managers who should work together to implement these activities. In the absence of a data manager is it advised that the Principle Scientific Officer (PSO) try to achieve as many of these activities as possible. Good data and information management makes it easier to uncover information about a cruise in the future and aids the understanding of the valuable data that is collected during the cruise. 1 Data management best practice should be encouraged by the Principal Scientist (PS) to facilitate the collection of quality metadata and data on cruises to ensure the long term archiving of NERC data in a discoverable and accessible manner. Data management must be considered from the planning stages, whilst on-board, and after the cruise. Pre-cruise planning - The PS should consider whether they would like a Data Manager (DM) on board to support their cruise and contact the Polar Data Centre (PDC) to discuss further. While preparing for the cruise, it is best practice to think about the datasets that will be produced and how the data will be managed during and after the cruise. This forms the basis of a data management plan (as required for NERC grants). If a DM is supporting a cruise, they may contact the PS to discuss this further. The PS should discuss with the relevant NERC Data Centre (see contacts below) about data managements plans and requirements of the cruise well in advance. Polar Data Centre (PDC) [email protected] British Oceanographic Data Centre (BODC) [email protected] The PS should be familiar with the NERC Data Policy and comply as fully as possible. The PDC can provide more information and support to ensure these requirements are met. NERC Data Policy http://www.nerc.ac.uk/research/sites/data/policy/data-policy.pdf NERC Data Policy Guidance Notes http://www.nerc.ac.uk/research/sites/data/policy/datapolicyguidance.pdf The PS should also become familiar with best data management practices on the JCR. PDC Guide to Good Data Management on the JCR– contact PDC for a copy [email protected] 1 This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed During the cruise - Effective communication should be maintained between the PS and all cruise participants (including AME/ICT/PDC) to ensure good data management practices are implemented by all. Metadata must be collected in addition to data to provide the - who, what, when, where and how - so data can be discovered in the future and re-used without referring back to the original data collector. Good organisation of cruise information, consistent methods of recording and maintenance of digital and paper event logs are encouraged. Cruise participants should be encouraged by the PS to monitor the data collected for data quality control purposes. The Cruise Summary Report (CSR) form and the Cruise Report, which are mandatory documents to be submitted to Data Centres, should be drafted whilst on-board the ship and completed as soon as possible after the science has finished. The BODC CSR form (formerly “ROSCOP Form”) aims to summarise cruise activities. It is an internationally agreed document that is forwarded to the Foreign Office and sent to a foreign state in whose waters your cruise may have entered. A completed CSR form must be sent to BODC 7 days after the end of the cruise date to be incorporated into their cruise inventory. BODC Guidance on CSR Forms https://www.bodc.ac.uk/data/information_and_inventories/cruise_inventory/ A Cruise Report provides a more detailed overview of cruise activities. Efforts should be made to complete a full draft of the report whilst on-board and the DM and PS should coordinate efforts to assign sections for participants to work on. A completed Cruise Report must be sent to BODC and other relevant data centres within 6 months of the cruise end date. BODC Guidance on Cruise Reports https://www.bodc.ac.uk/data/information_and_inventories/cruise_inventory/ 1 This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed End of Cruise - Send a completed CSR form within 7 days after the end of the cruise date to Paul McGarrigle at BODC [email protected] Send copies of a completed Cruise Report within 6 months of the cruise end date to: Polar Data Centre [email protected] to be used for internal reference to assist data management activities. BAS Archives [email protected] to be archived for permanent storage at BAS. BODC (directly to Paul McGarrigle at [email protected] ) to be incorporated into the BODC cruise inventory. *Note at the request of the PS, PDC will forward copies of the report to all relevant individuals. The NERC data policy states that all data collected whilst on-board should be submitted to a designated NERC data centre within 6 months of data collection. The relevant data centre/s should have been identified during pre-cruise planning but if data is submitted to BODC, the PDC will be notified of this, and vice-versa due to our active collaboration efforts. Contact Us - For any queries, guidance and support required please contact: Polar Data Centre: [email protected] Head of the Polar Data Centre, Alex Tate: [email protected] 1 This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed 1. Good Communication Make and maintain good and regular contact with master and bridge to plan the cruise activities and ensure cruise participants have access to the latest cruise plans. Weather and logistic operations mean the cruise plan needs to be flexible • Science planning meetings • Hold an initial meeting to ensure everyone in the science and support party is introduced and gives some background about their work onboard Hold further meetings to discuss practicalities of the cruise Invite Polar Data Centre (PDC), Information Communications & Technology (ICT) and Antarctic Marine Engineering (AME) staff so they can also provide tips & advice and stay in the loop with planned activities Hold a cruise presentation session that is open to all on board to explain the aims of the science cruise. Ensure this session is well advertised and that staff of all roles feel welcome to attend. Invite the support staff (PDC, ICT, AME) to speak if they wish to. Use the whiteboard in the UIC to inform everyone about cruise planning or any issues and encourage others to put notices here, so that anyone that misses a science planning meeting can also stay up to date. 2. Organising Cruise Information Check that the K drive and L drive folders have been created ready for the cruise (liaise with ICT). The K drive is the data area and ship based equipment data will be saved here. The L drive is the /work folder within this data area. These areas are automatically backed-up by ICT and brought back to BAS Cambridge for long-term archiving by cruise leg number (the start date of the cruise). All folders on the ship are stored on a Unix operating system, therefore, ensure that ALL folder names and file names do not contain spaces. Create folders within the L drive, tell cruise participants about these areas and encourage their use. Standard folders may include: o o o o o 1 Cruise_information_general (e.g. hours of rest forms, H&S) Cruise_information_science (e.g. station plans, sampling guides) PDC Data Management Guide James Clark Ross.doc 1 Cruise_report (create subfolders for sections of the report, draft chapters can be saved here) Cruise_summary_report_form (see below) Event_logs and Sampling_sheets (e.g. templates of logsheets, scans of completed logs, exports of digital logs) This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed o Science Work Areas – folders for each of the types of science being undertaken At the end of the cruise, tidy the L drive – you may want to delete things that were reference material, make sure non-cruise related records are removed and folders are well named and organised. Ensure that folder and file names DO NOT contain spaces. Maintain and check digital event logs and create a copy of them at the end of the cruise The JCR has a digital event log system for logging information about events. The bridge maintains the bridge log, but anyone else on board can create a log for other scientific events or cruise narratives, these can display any of the ships data streams at the time of the log entry. Event logs are the key source used to identify which scientific activities have been undertaken on a cruise and are an essential part of a cruise report. Decide what you need to log and assign logical name for each log – e.g. JRXXX_CTD_deployment_events Scope out which columns you want in your event logs and what they will be called on paper before you start, if you need to edit or add fields after you have created the log, ask ICT to edit it for you. Create your logs by going to http://wiki.jcr.nerc-bas.ac.uk/JCR_Science_Support2 and going to ‘JCR log sheets’, there is also a link to the user guide. ICT can set you up with an account or you can log in as guest. Ask ICT to run the script written by Dave Connor to export/back-up the event logs (as detailed in the cruise report for JR280 section 12.7.2 Archive Script) – this is a back-up and an easy way of bringing the logs back to Cambridge (save the exports in /web) If copying information from paper logs it is good practice to write on them that the data has been entered into the digital log Regularly check the digital bridge log – if there are errors such as incorrect event numbering or missing events inform the bridge as soon as possible so they can be corrected before others use incorrect information. Regularly check event logs and log sheets being populated by others – check event numbers or station name references are correct and that information is being added promptly At the end of the cruise: The logs can be saved as csv files (sometimes the formatting where there are returns in the log will push text into more than one cell) or by Copying each log from the web browser and pasting into MS Excel – create a sheet for each log and save in the L drive event log area 1 This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed Summary information Maintain a list of actual science stations, waypoints and events. Your cruise plans will regularly change and you will need a definitive list of where your stations were for your cruise report. Although the bridge log includes event information, you may want to maintain a simplified version to form a log for the cruise report. Paper log sheets and event logs – ensure these are kept safe during and after the cruise. It is good practice to scan logs and save on the L drive. A ring binder could be set up to contain the logs so that everyone can access them, this can be taken back to BAS Cambridge by the data manager. Stationary items can be obtained from the purser. There should be a scanner in the data prep room, but the photocopier on the bridge deck can also scan, and scan multiple pages – ask the purser or radio officer to show you and use the nearby PC to split pdfs and save in the correct place on the L drive. Check that information being noted on log sheets is being passed to the appropriate person, e.g. if when a CTD comes up there is a fault make sure the AME engineer is being informed. Numbering and Labelling – think about this in advance so that stations, transects, waypoints, specimens etc. are assigned sensible names. Communicate names to cruise participants to ensure consistency of use. E.g. if you use .1 for your first sub-event what happens if you do 10? 3. Cruise Data Regularly check the monitors in the UIC for any data logging errors and encourage others to do so, you may wish to set up a watch log that prompts those on watch to check the data streams regularly. If any data streams fail notify the AME, ICT or deck engineer and document any failures in a log, encourage others to log errors too. NOTE scientists can create a graphical display of various data streams on the SCS screen in the UIC. This is an additional tool to help document and log immediately any errors in data acquisition. Please contact AME for further information. Ship based equipment will save data to the K drive in folders relating to the equipment. Some equipment (e.g. CTD) save data to the local PC, it is good practice to check what data is on the PC and if there is room for the upcoming cruise data – to do this liaise with ICT staff. If setting up the equipment recording location, ensure that file paths and filenames do not contain spaces. Data collected from platforms such as moorings should have their data copied to the K or L drive to ensure it is backed up and brought back to BAS Cambridge. 1 This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed Most onboard instruments are connected to the scs (shipboard computing system) server and store data in standardised formats (e.g. file types and column structure). More about accessing data, understanding the raw data files and ways of interrogating the raw data can be found on the JCR wiki: http://wiki.jcr.nerc-bas.ac.uk/JCR_Access_to_Data2 4. Reporting (compulsory) Complete the Cruise Summary Report (CSR) Form and submit to BODC The Intergovernmental Oceanographic Commission (IOC) CSR (formally a ROSCOP) form provides information about the scientific activities undertaken onboard. They were conceived by the IOC in the late 1960s to provide a low level inventory for tracking oceanographic data collected on Research Vessels. The forms are entered into the BODC UK cruise inventory database and sent to ICES, Denmark to be incorporated into their international database. Forms and guidance are online: https://www.bodc.ac.uk/data/information_and_inventories/cruise_inventory/ The content of the form is used to create an entry for your cruise in the BODC cruise inventory. Cruise Report – you need to submit a cruise report to PDC within six months of the cruise finishing (it will be forwarded to BODC and the BAS Archives Service). A cruise report is a definitive record of the cruise activities and scientific events. It is best to ask cruise participants to write their cruise reports during the cruise; they can start on their aims and methods as soon as they are on board and add results and event logs before the end of the cruise. Please ask support staff to write sections on data management, ICT work and AME work and include these in the final report too. It would also be advantageous to ask ship staff to contribute to the cruise report, bridge or deck staff may be able to make recommendations that would aid future cruises. Provide cruise participants with a list of the sections you’re expecting to be written and who’s writing them and ask for the drafts to be saved in L: Cruise Report You should include a track chart, a list of stations, events, a narrative and a list of participants (including full names, role and institute). 1 This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed If there is no data manager on board, include a data management section that includes: o o o A list of related cruises A list of event logs - digital or paper logs and whether they have been scanned Information about the data collected onboard, who worked on it, where is it saved, ownership, processing, long-term management and availability. Example of type of information to be included in the cruise report data management chapter: Paper log Paper Blue Folder (taken to BAS by Alex) Scans L:\Event Logs and Sample Sheets\Scans of sampling sheets\CTD Sampling Sheets Digital Log JR299_CTD_log (deployment) & JR299_CTD2_log (recovery) – contains a summary from the paper logs Data - raw K:\ctd Processing notes Preliminary onboard processing (see chapter 2): K:\pstar Data - profiles L:\CTD L Calibration Salinity samples from CTD niskins. L:\Science Work Areas\salts Long-term data Data/metadata managed by BAS Polar Oceans group/Polar Data management and Centre/British Oceanographic Data Centre data centre Ownership NERC Guidance on what to include in a cruise report is online: https://www.bodc.ac.uk/data/information_and_inventories/cruise_inventory/ 1 This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed 5. PDC Data Manager Support [PDC staff should also see “PDC Data Manager Cruise Action List.doc”] What can you expect from a PDC Data Manager? Inform cruise participants, by giving a presentation, preparing posters, speaking at cruise meetings about: o o o o o o o L drive use, Digital event log use Information on the JCR wiki Access to previous cruise reports Access to marine metadata Access to library services Posters and presentations By BAS Information Services group Offer to help with data entry and scanning paper logs Offer to create and maintain digital event logs, especially for any data you have been responsible for Complete the excel metadata event template for the marine metadata database for the cruise while onboard Offer to help with coordinating the writing of draft cruise chapters and to compile the cruise report when you are back in Cambridge. Offer to help compile information for the cruise summary report form Offer to help others while they are working – e.g. offer to get tea/coffee for those manning winch or watching PCs At the end of the cruise, take a copy of the L drive (/work) for your own reference until ICT copy the area to data/cruise/jcr Photograph things – of equipment and layout as prompts or for the cruise report, some /work folders have photos of deck logs Update the collection of cruise reports saved on the ships P drive or add any other digital collections 1 This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed 6. Useful information: Previous cruise reports – a collection of digital cruise reports is available at P: Information Services, you can also ask the onboard data manager, contact the polar data centre ([email protected] ) or BAS Archives Service ([email protected] ). Reports are online via the BODC cruise inventory: https://www.bodc.ac.uk/data/information_and_inventories/cruise_inventory/ Some of the cruise reports are available as hard copy on board and are kept in the master’s day room. • Library Services – There is a physical library located in the conference room and some digital items in P: Information Services. [email protected] can be emailed and they can search for and email papers. • BAS Archives Service – a collection of archival films and information leaflets can be found at P: Information Services. Enquiries can be emailed to [email protected] • BAS Information Services - See P:Information Services for posters and presentations about the work of the BAS Information Services (PDC, Library, Archives, Web applications) and http://data.antarctica.ac.uk/ for links to online resources BAS Marine Metadata Portal - an online portal to enable to searching for JCR activities including science cruises and data collection events – coming soon 7. Useful further reading RRS James Clark Ross: https://www.bas.ac.uk/polar-operations/sites-and-facilities/facility/rrs-james-clark-ross/ (cabin safety, cruise participant’s handbook, computing, winches etc.) Data Management: NERC Data Management - http://www.nerc.ac.uk/research/sites/data/policy/ NERC National Marine Facilities - http://www.nerc.ac.uk/research/sites/facilities/marine/ NERC PSO workshop (policies and guidance) http://www.nerc.ac.uk/research/sites/facilities/marine/guidance/ IMBER Data Management Cookbook http://www.bodc.ac.uk/about/news_and_events/imber_cookbook_2011.html BODC Onboard Data Manager’s Responsibilities – not available online, copies can be obtained from PDC or BODC BGS Marine Survey Data Management Handbook http://www.bgs.ac.uk/downloads/start.cfm?id=1253 UK Data Archive - http://www.data-archive.ac.uk/media/2894/managingsharing.pdf & http://ukdataservice.ac.uk/manage-data/handbook.aspx 1 This document has been produced for the Principal Scientists workshop by NERC and should be used as an initial source of information only. A full document, with working links, is available from BAS PDC when you are at the planning stages of your cruise. 2 Disabled link – you will be given access once your cruise on the JCR has been confirmed PS Workshop 2016 22 Late Paper: Logistics & freight handling ‘New Inventory System’ Mike McCarthy Logistics Manager, National Oceanography Centre [email protected] Phone: +44 (0)7769 881510 Principle Scientist Workshop – 2016 Item 6e – Marine Health & Safety – Highlights & Changes Planning & Documentation A well planned science expedition will consider all of the following, in a timely manner, ensuring that the information requested is made readily available to the vessels staff well before the mobilisation (preferably one month before). This will allow ship staff and shore teams to use all your documentation, certification and plans in a reasonable time frame, to assist in the safe stowage, stability and operational issues needed for a successful expedition. The following items identify some of the main areas of concern, from a H&S & compliance point of view, especially with both scientists & technicians working onboard. • Lifting Equipment: o There is a requirement to provide indate, five yearly Load Test certification for any lifting equipment that will be used onboard, throughtout the science expedition, alongwith records of planned maintenenace and annual inspections for each. The Merchant Shipping (MS) (Loading Operations & Lifting Equipment) Regulations 2006 applies to all equipment that will contain, carry, lift or load other equipment &/or samples etc. Please refer to the MCA’s (Maritime Coastguard Agency) MGN#332 (Marine Guidance Note) concerning the legislation. • Power Operated Tools: o Any power operated tools that you may bring onboard for the purpose of your science must comply with the MS (Provision & Use of Work Equipment) Regulations 2006. They must be properly maintained, adequately guarded and managed, controlled & provided in the use of such equipment, to your team. Please refer to the MCA’s MGN#331 concerning this legislation. • Hours of Work & Rest: o There is a legal requirement to plan and manage the working schedules for all personnel working onboard any merchant vessel; this includes scientists, technicians, along with all ship staff on our vessels. Please refer to the MCA’s MSN#1842 (Maritime Shipping Notice) concerning this legislation. In planning you science expedition, the PSI will have a good idea on how your team will be worked, the provision of the Schedule of Rest (see Annex A) will also assist in this planning & resourcing of your team and will help and assist in the provision & planning of the science technicians for the science expedition. The schedule should be discussed & agreed with the Master prior to sailing. All scientific and technical staff will be required to regularly record their hours of work/rest (preferably on a daily basis), using the software provided onboard, so that any deficiencies may be identified, hopefully in advance, and managed by the PSI, in consultation with the Master, to ensure that the whole team remain compliant throughout the science expedition. Hours of Work/Rest will be discussed further during the Purser’s Safety Briefing. • Verified Gross Mass (VGM) of Containers: o On the 01st July 2016, the SOLAS VI Regulation 2 - amendments (MCA web page as an initial point of reference) will come into effect, internationally and by sea. Please refer to the MCA’s MGN#534 for guidance on the implementation of the SOLAS (Safety of Life at Sea), Chapter VI provisions. o Hence, there will then be a requirement to provide accurate records for the Verified Gross Mass of shipping containers. This may be achieved by one of two methods: 1. The use of weighing equipment to determine the VGM, or 2. The summation of weights of all cargo, pallets, dunnage & tare weight of each container, (to +/- 5% under MCA guidelines). o The cruise planning &/or logistic teams will be able to advise or assist you in this matter. o However, it is essential that this information is, once again, readily available to the ships staff in a timely manner, to allow for a full and complete assessment of the ships stability, for the planned science expedition and prior to your containers & equipment being loaded onboard. o If it has been previously agreed that any of your equipment is loaded &/or remains onboard, without being accompanied by yourself or a member of your team, please ensure that all keys & documentation, including the VGM etc., are handed over to the Chief Officer who is responsible to the Master for the safety, security & integrity of all cargo onboard, in so doing, please advise on the intentions for offloading the equipment. If this is not complied with, the Chief Officer may well refuse to load or allow further onward carriage of your cargo. o This requirement will also extend to any ship carrying your container and shipping companies around the world will decline to load your containers without this information. • Material/Product Safety Data Sheets (MSDS, PSDS or SDS’s): o The safe stowage & use of; potential hazards of; spill-handling procedures for & labelling of a chemical product by a manufacturer, supplied in a particular country. • Control of Substances Hazardous to Health: o The HSE COSHH website refer to the 2002 regulations and in complying with these land based regulations, UK vessels will effectively comply with the later MS regulations of 2010 at sea, MGN#409 (see paragraph 5.4, page 5): The regulations require employers to protect employees and other persons from the hazards of substances used at work by risk assessment, control of exposure, health surveillance and incident planning. There are also duties on employees' to take care of their own exposure to hazardous substances. • Risk Assessments: o The MCA’s MGN#20 on the MS (H&S at work) Regulations 1997 provides for useful information on risk assessments in Annex 1 & Appendices 1 of the document. A risk assessment may be defined as “the determination of a risk related to a well-defined situation or threat” and in summary is prepared by: Identifying the hazards; Deciding who might be harmed; Evaluating the risk and deciding on precautions; Recording the significant findings; Reviewing the assessment and updating if necessary. • Incinerated Waste: o Waste at sea is largely incinerated. To avoid the risk of explosion, it is essential that dedicated Aerosol and Battery disposal receptacles are used, avoiding the general waste. Individual Preparation All scientists & technicians joining and working onboard a NERC vessel will be considered as a Seafarer for the duration of the science expedition. Under the Maritime Labour Convention (MLC) 2006, a “Transitional Seafarer’s Agreement” (established with the help of the MCA), is an individual contract between NMF and a Scientist (or Student), Technician or Contractor, working on NERC vessels, confirmed by their employer or sponsor and identifies the responsibilities & Seafarer's rights whilst working onboard. • Personal Documentation: o All documents are to be valid for the duration of the science expedition and are to be presented to the Purser when “signing on” onboard: Transitional Seafarer’s Agreement (including Annex, must be readily available); Passport (expires at least 6 months after completion of the science expedition); Personal Survival Techniques (PST), (renewal every 5 years by MCA providers); A Seafarer’s Medical Certification – an ENG1 or recognised equivalent. o A scientist (technician, contractor or student) when working science on Deck To provide Evidence of Competency (courtesy of the PMI website) for the task. o Principle scientists & (all) technicians Proficiency in Designated Security Duties (PDSD) certificate (a one off STCW document). However, if not held on arrival, this can be secured onboard with a 10 hour CBT course. • Code of Safe Working Practices for Seafarers: o The latest edition of the CoSWoP was published in 2015 and introduced by the MCA through MGN#539. The MCA have provided ready access to the CoSWoP for Seafarers - 2015. o Shipowners have a responsibility to ensure there are sufficient copies of the Code available on a ship so that is accessible to all seafarers. Onboard these will be found as: 3 hard copies – Bridge, ECR & Coffee Shop or Communal Area (see public notice); Access through NMF’s Safety Management System (SMS) held on shipboard PC’s using the Marine Software database “Marine Safety Manager” and referring to ISM-06.15, document DCD#1095. Soft copies of CoSWoP 2015 may also be available directly on communal PC desktops. o As a seafarer working onboard, scientists and technicians are all expected to know where to gain access to the document and be fully familiar with its contents, in so much that it applies to the individual’s tasks whilst working onboard. o In the “General” introduction to CoSWoP, paragraph 2. States “The Code is addressed to everyone on a ship regardless of rank or rating, because the recommendations can be effective only if they are understood by all and if everyone cooperates in their implementation. Those not actually engaged in a job in hand should be aware of what is being done, so that they may avoid putting themselves at risk or causing risk to others by impeding or needlessly interfering with the conduct of their work”. Document DCD#1106 in the NMF SMS provides a reading list that must be signed off by all individuals as part of their shipboard familiarisation. It is highly recommended, therefore, that all your team members spend time, prior to arriving onboard, gaining familiarity and understanding of CoSWoP. As can be seen, this document is an integral part of the day to day operation of any merchant ship a sea. Additionally, further onboard reading, including a series of booklets and leaflets relating to Manual Handling, Stress, and Exposure to sunlight, etc. may be found in cabins, the ships library and other public areas. These also compliment a welcome folder and safety posters around the ship. Team considerations • Health of individuals in your team: o Please ensure that you have taken the opportunity to come alongside all the members of your team, considering their health and wellbeing and that they are coping with the stresses and anxieties of such an adventure, whilst preparing to go to sea, sometimes for the first time. o Please remember that, for some, being at sea can be a “lonely” experience and even more so for those individuals that may suffer from sea sickness. o Help is always at hand Master (Science Expedition & Operation); Purser (General point of initial contact); Chief Engineer (Safety Officer); Second Officer (Medical assistance) and Ships general compliment (experience and comradeship, with occasional banter!). H&S & Compliance conclusion There are many aspects to consider in the planning and implementing of a science expedition at sea. It is worth remembering though, that any one aspect, including those identified above, if not complied with, may well lead to the vessel not being able to complete the science that you have long planned for. Capt. James P. Foster Marine Safety Manager Research Ship Group National Marine Facilities Southampton. SO14 3ZH. UK. Manual Handling and Lifting Awareness - Basics http://noc.ac.uk Extract from NOC webpage – Health and Safety • Manual handling activities include such operations as the lifting, lowering, pushing, pulling, supporting, carrying and moving of loads by hand or by bodily force. • Manual handling operations, which involve a risk of any person being injured, should be avoided as far as is reasonably practicable. If this is not possible, then a suitable and sufficient assessment of the hazardous operation must be conducted taking account of the task, load, working environment and individual capabilities. • To secure the health and safety of workers, Supervisors and Managers must ensure that staff involved in manual handling operations attend the training in basic lifting techniques provided by the University Safety Office, or have received equivalent training elsewhere within the last 3 years. http://noc.ac.uk 1 GUIDELINES FOR SAFE MANUAL HANDLING (NOC) Amongst the most disabling injuries known (in terms of loss of quality of life) is a back injury, normally caused by manual handling. Some 80 - 90% of people in the UK are suffering from or have suffered from back injuries caused by manually handling. It is in your own interest to know the essentials of safe manual handling and always to think about what you and others are doing, to avoid an incident that may leave you or others with a chronic injury, quite possibly resulting in a lifetime of reduced quality of life. To this end, we need to look at two different aspects of lifting. http://noc.ac.uk 1. HOW TO LIFT PROPERLY 2. LIFTING SAFELY Guidance is available from the NOC website and MCA safety publications and posters. The MCA booklets are available in each cabin and the poster is displayed is a suitable location on each vessel. http://noc.ac.uk 2 The Individual • Know your own capabilities. Report conditions that may affect your ability to lift. • Wear suitable clothing • Wear issued protective clothing where necessary. http://noc.ac.uk The Load • • • • • Assess the weight and bulk of the load. Split heavy loads if possible. Get help if the load is too bulky or too heavy. Use mechanical aids where possible. Don’t overload trolleys. • Don’t rush when moving loads. http://noc.ac.uk 3 The Environment and Workspace • • • • • • • Check for adequate lighting. If you are working outside, consider effects of wind, rain, ice and snow. Consider effect of ship movement. Check decks for slipping and tripping hazards. Take care when carrying loads on stairways. Use steps to reach high objects – don’t climb on shelving. If possible organize your workplace o Store heavy items at about waist height. o Remove obstacles that prevent lifting close to the body or require you to bend over at the waist. http://noc.ac.uk The Task – Lifting Technique • • • • • • • Keep the load close to your body during lifting and carrying. Position your feet close to the load before lifting. In restricted space you may have to push or pull loads to get them closer to you before you lift. Get a good grip of the load. Avoid bending at the waist, use your knees. Lift and carry with smooth actions. Move your feet to avoid twisting at the waist. Split lifts from floor to above shoulder height. http://noc.ac.uk 4 r--- HEAD SPINE ARMS HIPS KNEES FEET GOOD POSTURE Think first. Head Neutral and facing forward with a clear view. Maintain the natural 'S' shape of the spine. Keep the arms close to the body with the elbows tucked in. Use firm full handed contact. 'Hug' your load' Keep the hips Hexed. Knees should be bent. Use the strong leg muscles. Place one foot in front of the other to give a wide, stable base. Move your feet when tuminQ. 5 http://noc.ac.uk 6 NERC (Sea Systems) Manual Section Sub Sect Title Author Date Version Page Doc No Leigh Storey 5 Page 1 of 5 DCD0000776 General Ship Management GSM INSTRUCTIONS Documents for Linking POST CRUISE ASSESSMENT BLANK NERC Cruise Assessment/ Debrief Agenda Form This form is an important tool in enabling NERC to monitor the performance of its marine facilities providers, as well as providing useful feedback for improving service provision. Consequently NERC requires all PS’s who are programmed in its Marine Facilities Programme (including cruises on barter ships) to complete this form. Please see attached guidance notes for details on how this form should be completed and subsequently handled. All forms are reviewed by NERC’s Cruise Programme Review Group (CPRG) and therefore subsequently become part of the public record. Therefore, please do NOT make reference to individuals by name; any feedback on individuals (both positive and negative) should be sent direct to the head of the appropriate service (Please see guidance notes for contact details). Ship : PS name: Cruise ID: Institute & position: Dates: Email: Work type: Area of operation: Tech Liaison Officer: Master: Please tick the appropriate box and add comments if required Greatly Below Below Met Science Objectives Met Downtime Safety instructions If Accidents or Near misses have been filed refer to these. Exceeded Supply Agreement Requirements Comments Complaint filed (Y/N) Internal Use Only: Logged NERC (Sea Systems) Manual Section Sub Sect Title Author Date Version Page Doc No General Ship Management GSM INSTRUCTIONS Documents for Linking POST CRUISE ASSESSMENT BLANK PreCruise Onboard Support Programming & SME Pre-Cruise Planning / Supply agreement Pre Cruise Planning & Communications Mobilisation Support Communications Staff Scientific Facilities Functionality Performance Reliability Safety Cleanliness of labs Domestic Facilities Hotel facilities Catering service Cleanliness of ship Demobilisation Support Please advise on any issues post completion Any Other Business Leigh Storey 5 Page 2 of 5 DCD0000776 NERC (Sea Systems) Manual Section Sub Sect Title Author Date Version Page Doc No Leigh Storey 5 Page 3 of 5 DCD0000776 General Ship Management GSM INSTRUCTIONS Documents for Linking POST CRUISE ASSESSMENT BLANK GUIDANCE NOTES FOR COMPLETING THE ASSESSMENT FORM For cruises on NMF Sea Systems vessels it is requested that this form is completed prior to the on board Cruise Debrief Meeting (see agenda in 3205.2) and so that any issues raised can be addressed at this meeting. Following this the original form (unaltered) will be sent by the Master to the Head of NMF-SS at NOC so that any outstanding issues can be addressed by NMF-SS shore staff. You will be advised of any further responses by letter, but all issues raised during NMF cruises are recorded and follow up action detailed on the NMF-SS website: this can be accessed at http://www.noc.soton.ac.uk/nmf/mfp/mfp.php For cruises on Barter vessels the form should be sent to the Head of NMF Sea Systems, Leigh Storey, [email protected] When the cruise has also utilised NMF facilities (including NMEP items), the form will be dealt with as detailed above for NMF-SS ships; for other cruises the form will be forwarded direct to NERC. All forms will be sent to the NERC Marine Planning Office for information, and will be included with the papers provided to the next meeting of the Cruise Programme Review Group. Occasionally when a PS raises issues of a very serious nature, they will be invited to make either a personal or written submission to the group to provide fuller details. When completing the form, please use the following bullet points to help you in your assessment of whether the service provided met your cruise needs, although it is requested that you attach more weight to any issue that has impacted on your cruise objectives. NOTE: Columns which are found to be unassessed will be marked as Met Supply Agreement Requirements. Please feel free to make suggestions for service provision improvement in any section. 1) Science objectives met a) Were the objectives specified in the Supply Agreement completed? b) Were services supplied in accordance with the Supply Agreement (please amplify in the appropriate section)? 2) Downtime The Master will provide you with a detailed breakdown of cruise time including downtime with the post cruise timetable, but was there any ‘loss’ of science time during the cruise which you consider unreasonable? 3) Safety Please ensure that any Accident or Near-miss Reports filed are cross-referenced in this section a) Was the pre-cruise safety information provided satisfactory? b) Were the on board safety briefings and drills adequate? c) If there were any accidents/near misses, do you think the investigation/reporting system was effective? NERC (Sea Systems) Manual Section Sub Sect Title Author Date Version Page Doc No Leigh Storey 5 Page 4 of 5 DCD0000776 General Ship Management GSM INSTRUCTIONS Documents for Linking POST CRUISE ASSESSMENT BLANK 4) Programming & SME a) Did you attend a PI Workshop and was this helpful to you? b) Were respective responsibilities in the planning process clearly outlined to you? c) Did you find the Marine Facilities Planning website helpful? d) Did you receive appropriate advice/support in the compilation of your SME Form? e) Did NMF-SS and NERC Marine Planning deal with any programming issues to your satisfaction? 5) Pre-Cruise Planning & Communications a) (For NMF-SS cruises) Did your assigned cruise manager establish good communications with you? b) Were you provided with all necessary information required to plan your cruise? c) Were any late changes to the ships programme dealt with appropriately and communicated to you in good time? 6) Pre-Cruise Planning / Supply Agreement a) Was the Supply Agreement completed in reasonable time prior the cruise? b) Was the planning meeting attended by all appropriate staff? c) Did the planning meeting discuss all your requirements in sufficient detail and to your satisfaction? 7) Mobilisation support a) Did all equipment arrive as planned? b) Was ship set up as required (bench set ups, container locations etc)? c) Was the mobilisation completed in the planned timescale? d) Was any scientific equipment damaged during mob? 8) Onboard communications a) Were you clear about respective roles and responsibilities of Master, PS and TLO? b) Were you kept informed by the STO and Master of any changing circumstances that affected the progress of your cruise? c) Did the interface between science team and onboard staff (including cruise progress meetings, dialogue between PS, Master, and STO etc.) work to your satisfaction? d) Were any issues that required the attention of shore support staff effectively communicated and in an appropriate timescale? e) Were you properly briefed by onboard staff on operational, domestic and safety procedures? NERC (Sea Systems) Manual Section Sub Sect Title Author Date Version Page Doc No General Ship Management GSM INSTRUCTIONS Documents for Linking POST CRUISE ASSESSMENT BLANK 9) Onboard support - staff a) Were onboard staff competent and appropriately trained to support your cruise? b) Were there sufficient technicians and (if appropriate) extra deck staff assigned to your cruise? c) Were onboard staff helpful, friendly and flexible in response to your needs? d) Were onboard staff fully engaged in the aims of your cruise? 10) Onboard support - scientific facilities a) Did equipment work as specified? b) Was equipment supplied suitable for the cruise? c) Were there any breakdowns of equipment? d) Were there any safety problems with any equipment? e) Were sufficient consumables and spares supplied for your cruise? 11) Onboard support - domestic arrangements a) Were facilities provided in cabins and (where appropriate) shared bathroom facilities, suitable? b) Were meals of an acceptable standard and variety, and were timings suitable for your work? c) Was duty mess out-of-hours provision suitable? d) Were laundry facilities suitable? e) Were leisure facilities suitable? f) Was the cleanliness of the vessel, both internally and externally, acceptable? 12) Arrangements for Demobilisation support a) Have you made any requests for special requirements (dry ice, hazmat etc.)? b) Have return equipment lists been completed? Leigh Storey 5 Page 5 of 5 DCD0000776 1 Principal Scientist’s “Getting a cruise to sea” check list This is not an exhaustive list, individual cruises will differ This is not a replacement for active email/phone dialogue with NMF/BAS The Cruise Project Managers are your pivotal point of contact once the cruise is programmed - it is their job to make cruises happen and make it as easy as possible for you as the Principal Scientist. The Cruise Project Managers have gone through this process many times previously and are aware of all the pitfalls involved, know the vast majority of the people involved personally and can spot and solve most issues before they escalate - as long as they are aware! Confirm funding by the 1st April deadline Attend PS Workshop (Bring a potential future PS) Respond to provisional cruise planning Email giving dates mob/demob ports. Sent by NERC Marine Planning once the programme is confirmed. Read offer letter in conjunction with terms and conditions & accept cruise on the MFP Start planning – find out who your cruise project manager (CPM) will be. At least 9 months before – initial internal meeting to formulate a time line, assign/verify roles. Things to consider: Details for applying for Diplomatic clearances, will an observer be needed? Decide on berths for core measurements Additional berths Organise selection of students/Fellows Date for Cruise planning meeting with NMF or BAS Date for Cruise planning meeting with scientific participants 8 months before: Start completing Diplomatic clearance paperwork – It must reach NMFSS no later than 7 months prior to your cruise. 6 months before: Complete cruise questionnaire – Prior to cruise planning meeting 6 months before: Participants cruise planning meeting – invite NMFSS/BAS, BODC things to consider: Cruise track Cruise plan – daily operations, deployments, transit times Discuss cruise questionnaire – space and facilities required Accommodation plan Laboratory plan Cruise experience – seasickness Medical conditions Dietary requirements Allergies Please contact NMFSS on +44 (0) 2380 596286 for assistance. 2 Cultural backgrounds Passports/visas required? Certification: 3 months before Medical (ENG1) Dental Personal Sea survival techniques Vaccination certificates where appropriate PAT testing equipment Chemicals/gases lists Health & Safety 3 months before: COSHH paperwork Participant information Finance on-board Travel arrangements to/from mob/demob ports Transportation of equipment 3 months before: HMRC customs & excise requirements 3 months before: Final pre-cruise meeting to agree the NERC ‘Marine Facilities Supply Agreement’ with Cruise Project Manager (CPM) NOTE: Within three months of the scheduled start date of a cruise, after the NERC ‘Marine Facilities Supply Agreement’, there is minimal scope to alter technical support arrangements 2 months before: Submit RS12’s to NMFSS 1 day before sailing, PSO to arrive at ship, see: Master Master/2nd Officer with passage plan CPM/Chief Officer – for equipment loading etc. CPM/Scientific Technical Officer (STO) Ensure effective loading of equipment to correct places Before sailing, welcome talk, things to consider: Safety briefing Ground rules Science During cruise: Keep diary Data collection / effective labelling Biological samples: licensing from Defra Please contact NMFSS on +44 (0) 2380 596286 for assistance. 3 Post cruise: Cruise summary report (ROSCOP) to BODC within 7 days of the end of the cruise Complete Post Cruise Assessment (PCA) form prior to Post Cruise Assessment meeting on-board Within 6 months of cruise ending submit Cruise report to BODC and Coastal State Within a reasonable time scale submit data to BODC Please contact NMFSS on +44 (0) 2380 596286 for assistance. Feedback for Principal Scientists Workshop, 22nd June 2016 1. How satisfied were you with the information provided? Very satisfied Satisfied Dissatisfied Before the workshop On the day If dissatisfied, why? …………………………………………………………. 2. How useful was it to receive the information papers prior to the Workshop? Very useful Useful Not useful If you did not find this useful please explain why? ………………………………. 3. How useful to you was the workshop in clarifying/updating you on the NERC Marine Facilities Planning Process? Very useful Useful Not useful If you did not find this useful please explain why ………………………………... ……………………………………………………………………………………… ……………………………………………………………………………………… 4. Which parts of the workshop were most informative and why? 5. Which parts of the workshop were least informative and why? 6. Is there anything you can think of that should have been included, but wasn’t? 7. Is there anything you can think of that should not have been included? 8. Thinking about the overall delivery of the NERC Marine Facilities Cruise Programme and communications about your cruise in particular. Do you feel that NERC Head Office, NMF-Sea Systems and BAS work together in a coherent manner? Are the roles clearly defined? (If not, please use the space below to tell us why.) 9. Do you feel that you understand where your cruise profile is in the planning process, what will happen next, and who to contact should you have any queries. Yes No If not please explain why …………………………………………………………. ……………………………………………………………………………………… ……………………………………………………………………………………… 10. Do you feel that you understand the data management requirements placed on you, and their importance? Yes No If not please explain why …………………………………………………………. ……………………………………………………………………………………… ……………………………………………………………………………………… 11. What do you think the key take-home messages were? 12. If you have any other comments about the workshop, please use the space below to tell us about them:
