Pre and Post Cruise Procedures

The first section of this page provides information that can be used as a pre-cruise guideline for planning a trip on a NOAA ship. The second part provides a little information about post-cruise procedures such as off loading equipment, e-mail accounts and post-cruise meetings.

Pre-Cruise Procedures

Requesting Ship Time

A formal request for ship time is submitted on a Ship Time Request Form (NOAA Form 77-65). This form should be submitted at least one year or more in advance of the planned cruise. Once the requestor completes the form and it has been passed through the requestor's chain of command, it is submitted to NMAO Headquarters (Program Services Division). When all request forms have been received, Fleet Working Group meetings are convened by the Chief of Program Services. Present at this meeting are representatives from all line offices (NOS, OAR, NMFS, & NESDIS). The working group reviews the requests and drafts a Fleet Allocation Plan for the next fiscal year. The draft Fleet Allocation Plan is then reviewed by a Fleet Allocation Council made up of top management officials from NOAA's Line Offices and recommended to Deputy Undersecretary for signature. Any questions regarding this procedure can be addressed to the Chief of the Program Services Division at (301)713-3435, extension 135.

Individual project elements may be added on a "Piggyback" basis to NOAA Form 77-65 or a previously planned and approved cruise schedule. Such projects should be coordinated through the Chief Scientist of the cruise(s) involved and be fully described in the Project Instructions.

Suggested timeline for submission of materials

The basic timeline for preparation and submission of the Project Instructions and related materials, in days or months prior to cruise, is as follows:

• 7 Months: Foreign EEZ clearance requests and Cruise Prospectus submitted to the Marine Operations Center.
• 90 Days: Draft Project Instructions are completed and submitted to the ship, marine centers, labs and other participating institutions and personnel for comments. Optional cruise information sheet for the ship is also requested in advance of Draft Project Instructions.
• 30 Days: Final Project Instructions, incorporating comments and required signatures, are submitted to the ship.
• 30 Days: Health Questionnaires, Immunization Records and Emergency Contact Information forms for each cruise participant are submitted to the ship by the Chief Scientist.
• 14 Days: Material Safety Data Sheets (MSDSs), for hazardous materials (HAZMAT) required as per specifications in the Project Instructions, are submitted to the ship by the Chief Scientist.
• 14 Days: Berthing Plan, prepared by the Chief Scientist for the scientific complement, is submitted to the ship.
• Day Before Departure: Passports (when cruising abroad) for each cruise participant are submitted to the ship's Executive Officer (XO).
• Day of Departure: Inventory of project HAZMAT loaded aboard is submitted to the ship's Environmental Compliance officer by the Chief Scientist.
• Day of Departure: Copies of approved EEZ research clearances are submitted to ship's Operations Officer.
• Day of Departure: Pre-cruise meeting is held between ship's officers and the Chief Scientist.
• Day of Departure: Welcome Aboard meeting is held for all newly embarked scientific personnel.

Since the ship spends many months at sea each year, it may not always be practical to submit all required materials in hardcopy on their normal "due date". Project planners are therefore encouraged to make required submissions in advance of scheduled deadlines, in view of the ship's sailing schedule and mail delivery constraints, or to submit electronic versions of required materials via e-mail when practical.

Clearances

It is the Chief Scientists responsibility to initiate the requests for clearances for ports of call and for scientific investigations in foreign waters. Most countries require at least a six (6) month notice, and the State Department likes an extra month to get their required paper work together. Wanda Campbell, Marine Operations Center, Atlantic (MOA), is NOAA's point of contact in these matters. Send email to Wanda.Campbell@noaa.gov, or call (757) 441-6800.

For information on Foreign Nationals please see: Foreign National Visitors Access to OMAO Facilities and Platforms

Cruise Prospectus

If foreign EEZ clearances are to be requested, please submit a cruise prospectus (cruise description, trackline of the working area, and if radioactive materials are to be used) to Wanda Campbell, MOA, at that time as well.

Project/Cruise Instructions

All field projects aboard NOAA ships are defined by formal Project Instructions, which cover the operational and administrative details of the cruise. Certain additional forms and procedures are also a necessary part of project preparation and execution. The Chief Scientist and/or Principal Investigator retains the primary responsibility for preparing and submitting the Project Instructions and related material. Execution of the project as described therein is the joint responsibility of the Chief Scientist and the Commanding Officer.

Please review the Project Instruction Outline as a guide to preparation of the Project Instructions for your cruise.

Port Calls

Information to be aware of concerning port calls:

• Fueling: Loading or unloading may be restricted and the ship may be required to shift berths after the completion of the fueling operation.
• Crane availability and capacity: Please specify in the project instructions if shore-side cranes, forklifts, or other services are needed to move vans or heavy equipment. The science party is responsibile for costs incurred for these services.
• Crew working hours: While in port the crew works standard hours and/or takes liberty and leave. Crew assistance with staging operations will be limited to normal working hours. Any exceptions must be negotiated with the Commanding Officer in advance.
• Shipping: All shipments should be addressed care of the responsible cruise participant, not just the ship or port agent. A single point of contact for all scientific shipments originating from the various labs and cruise participants is helpful.

Port Agent Services and Billing

See "Science User Page" for a specific ship for more information.

Health Questionaire/Immunization/Emergency Data

The NOAA Health Services Questionnaire must be completed in advance by each participating scientist. It should reach the ship no later than 4 weeks prior to the cruise. This will allow time to medically clear the individual and to request more information if needed. We ask that all personnel bring any prescription medication they may need and any over-the-counter medicine that is taken routinely (e.g. an aspirin per day, etc.). The ship maintains a stock of medications aboard, but supplies are limited and chances to restock are few.

It is a requirement that emergency contact information be furnished for every person aboarda NOAA ship. Please ensure that each person fills out an Emergency Data Sheet to be submitted to the ship with his/her Health Questionnaire. Also, be sure all personnel have a valid ID or passport to bring to the ship if required for foreign port calls.

Berthing

See "Science User Page" for a specific ship for more information.

Foreign National Visitors Access to OMAO Facilities and Platforms

Post-Cruise Procedures

Gear Off-Loading

See "Science User Page" for a specific ship for more information.

E-mail

See "Science User Page" for a specific ship for more information.

Post-Cruise Meeting

See "Science User Page" for a specific ship for more information.

Evaluate the Cruise

Provide your candid ratings and comments on how the ship met your scientific objectives. Fill in and submit the Ship Operations Evaluation Form.