Additional Information for
Project Planning
The information provided here is in addition to information found on the Project Planning Page and is specific to the RONALD H. BROWN. Information about scientific laboratory space can be found on the Laboratory Spaces page.

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Shipments

Homeport - Charleston, South Carolina
When in homeport at Charleston, South Carolina, boxes and equipment should be shipped to:
NOAA Ship Ronald H. Brown
Your Name:
USCG Vessel Support Facility
1050 Register Street
Charleston, SC 29405

List contents of container

The owner's name and affiliation (i.e., NOAA, WHOI, etc.) shall be listed on each box. Shipping information (number of boxes and tracking numbers) should be forwarded to the Operations Officer (E-mail: foo.Ronald.Brown@noaa.gov) in advance of the arrival of the shipment.

Due to increased port security, detailed information inclusive of carrier name, unit number, license plate, driver name, and driver license will need to be passed to the ship. Shipment security information should indicate that the shipment does not contain any unauthorized explosives, destructive devices or hazardous materials and that consent is given to search the shipment. All trucks must stop at the inspection checkpoint prior to proceeding to the pier. Shipments should be made in a timely manner to avoid delays common in handling scientific equipment.

U.S. Ports Other then Charleston Scientific equipment shipped to the Ronald H. Brown should be clearly labeled to indicate ownership.

A shipboard point of contact (POC) for the shipment should be designated beforehand. Documentation and a list of contents should be included with the shipment as well as copies forwarded to the Field Operations Officer (FOO). The POC and the Operations Officer should be informed of the expected arrival date and time of the shipment so arrangements can be made for handling, storage, or unloading. The Operations Officer's e-mail address is foo.Ronald.Brown@noaa.gov.

Shipping to and from the Ronald H. Brown is best accomplished by national/international freight carriers contracted to pick up equipment. Prior to departure, scientists shall bring along necessary shipping supplies for preparing equipment for return shipment, i.e., FedEx Tags, Fed Ex USA Domestic or International Airway Bills and Airbill Pouches. Note: Shipping to and from Puerto Rico is considered International.

Due to increased port security, detailed information inclusive of carrier name, unit number, license plate, driver name, driver license and date of birth will need to be passed to the ship. Shipment security information should indicate that the shipment does not contain any unauthorized explosives, destructive devices or hazardous materials and that consent is given to search the shipment. Shipments should be made in a timely manner to avoid delays common in handling scientific equipment.

Please be advised that in many commercial ports, pier assignments are not always made ahead of time, and therefore it is not possible to provide a shipping address.  In this instance, scientific parties need to be prepared to hire an agent or find an alternate shipping address until the ship’s berthing location is finalized.

Scientific parties should expect to hire their own agent to assist with international shipments.

If scientific personnel wish to use the same agent as the ship, it is permitted only under a separate contract.  Scientists must arrange their own contract with the agent.  No charges may be added to the ship’s bill, even with the intention of after-the-fact reimbursement.

Scientists are responsible for arranging their own shipping, customs clearance, shore cranes (if needed) and other logistical matters with the agent

Any issues that arise between the agent and scientists are up to the science party to resolve.  Ship’s personnel will not serve as mediators in any disputes.  The ship will not reimburse scientific personnel for any gear lost or damaged by the agent.

International shipments require a shipment summary of scientific equipment that lists all items, country of origin, and value. Paperwork associated with the shipments should be given to the Commanding Officer (CO) when the equipment is delivered to the ship. Shipments to foreign ports are the responsibility of the investigator, as are the payments of any fees associated with clearing customs. Air and surface shipments that are sent to the ship while overseas must comply with U.S. and foreign export/import regulations. Shipments should contain a statement on official letterhead of the institution to the effect the equipment is to be used on the high seas aboard the ship and is not for import. For the most part, scientific equipment is held in bond at the point of entry and delivered by the scientists’ agent to the ship on arrival. Agents should be advised of waybill numbers so that arrangements for transportation, storage and customs and expediting delivery can be made. The CO and Operations Officer should also be notified of any special handling requirements. The CO has the right to refuse loading of scientific equipment that is not accompanied by certified export documents.

Passports

Passports are required for all personnel embarking aboard Ronald H. Brown for projects that begin and/or end in a foreign port, and is highly recommended even if the project begins and ends in a US port.

Even though a project may begin and end in the US, the ship may transit foreign waters. There have been instances of family emergencies when it was necessary for a person to be dropped off at a foreign airport to return home.

When returning to the United States from a foreign port or upon arrival in a foreign port, no member of the scientific party or crew may leave the ship prior to the completion of customs and immigration.

Arrival at the Ship & Science Activity In Port

In Charleston:

The pier is located on property owned by the Department of Homeland Security.  Adequate advance notice is required in order for DHS to have scientists cleared to come to the ship.  DHS requires 5 days notice for US citizens, and 30 days for foreign nationals.  (NOTE:  The process for clearing foreign nationals is separate from and in addition to the clearance process required by the Department of Commerce.)  Contact the Operations Officer to obtain the paperwork.

In ports other than Charleston:

Scientists should arrange access to the port through their agent.

OMAO policy requires port call periods to include days-of-no-scheduled-activities.  During a no-activity day, the ship and crew are not available to the scientific party.  No offloading, onloading, or other science-related activity can occur during a no-activity day, and no science personnel may embark or disembark during no-activity days; these days are intended for crew rest and minor ship maintenance activities.

Scientific parties must discharge equipment on the offloading date(s) identified in the ship's schedule.  Offload dates will be predetermined by the Command and the Chief Scientist.  An offload discussion will occur before the discharge process begins.

All members of the scientific party must clean their berthing and work spaces not later than the last offloading date; all spaces will be inspected by ship's personnel and the Chief Scientist for cleanliness and orderliness before science party members will be allowed to disembark.

Scientific parties may begin loading and installing equipment on the loading date(s) identified in the ship's schedule, but no earlier.  Loading dates will be predetermined and agreed upon by the Command and the Chief Scientist.  A daily preload discussion will occur before any equipment is brought aboard.

All members of the scientific party must receive a vessel orientation and safety briefing before the ship gets underway.  The safety brief includes successful donning of immersion suits by all embarking personnel.

The time and location for the vessel orientation and safety briefing will be determined during the first preload meeting of the port period.

Embarking scientists are allowed to spend the night before departure onboard the ship.  Unless a specific exception has been granted, they shall plan to check into their room in the afternoon during normal working hours.

Immersion Suits

All personnel must demonstrate that they are capable of properly donning an immersion suit, and that the suit fits correctly, before being allowed to sail.  Please let the ship know six weeks in advance the sizes that are required. Sizes are as follows:

SIZE	MAX HEIGHT	MAX WEIGHT	MAX GIRTH
Adult Small	5'8"	250 lbs	45"
Adult Universal	6'3"	330 lbs	48"
Adult Oversize	6'9"	375 lbs	58"
Jumbo (Imperial)	6'11"	Not Available	54"

The Ronald H. Brown only offers these standard-sized immersion suits.  Individuals who cannot properly fit into one of these suits must bring their own USCG-approved and SOLAS-compliant immersion suit in order to sail.  There are several commercial immersion suit manufacturers who offer custom sizing.

Financial Responsibility

Every project generates costs associated with preparations, logistical support, underway at sea operations, communications and demobilization. The Chief Scientist has financial responsibility for these costs and should ensure that provisions are made to properly assign charges to the proper program office for a project. The owner of a piece of equipment retains financial and legal responsibility for the proper re-entry of equipment into the United States. Register your items with U.S. Customs first. Examples of items and activities generating additional cruise costs:

• Expenses of required foreign observers
• Air fares for unexpected travel
• Taxi Fares, Rental cars
• Debarkation fees in foreign ports
• Shipping and handling charges for science equipment
• Commercial crane or forklift service
• Stevedores
• Purchases of supplies (gases, chemicals, etc.)
• Satellite communication charges
• Medical expenses
• Services for repair of scientific equipment

Port Security and Personnel Data

Protocol for entering and exiting port areas will vary. In U.S. ports, you must have a government ID to enter. Depending on the port all non -government personnel will require an escort to and from the ship. All personnel, including crew, will be checked against a list supplied to port security. A passport is recommended for all personnel embarking aboard the ship. Chief Scientist shall ensure that all members of the scientific party have the required valid passports, visas and immunization certificates. The Chief Scientist is to gather participant passport numbers, expiration dates and travel arrival dates and provide them to the ship at least a week before personnel arrive.

Foreign Clearances

FOREIGN NATIONAL ACCESS AND DEEMED EXPORT CONTROLS
(NOTE: THE TEXT OF THIS SECTION SHALL BE INCLUDED IN THE PROJECT INSTRUCTIONS.)
All foreign national access to the vessel shall be in accordance with NAO 207-12 and RADM De Bow's March 16, 2006 memo (http://deemedexports.noaa.gov). The foreign national's sponsor is responsible for obtaining clearances and export licenses required and for providing required escorts in accordance with the NAO. Programs sponsoring foreign nationals should consult with their designated line office personnel to assist with the process (http://deemedexports.noaa.gov/contacts.html).
The following are basic requirements. Full compliance with NAO 207-12 is required.

Responsibilities of the Chief Scientist:

Ensure the following is provided to the Commanding Officer before any foreign national will be allowed on board for any reason:

1. Written notification identifying the NOAA Program individual who is responsible for ensuring compliance with NOAA and export regulations for the foreign national (see Foreign National Sponsor responsibilities below).
2. A copy of the DOC/OSY clearance authorization for access by the foreign national.
3. A copy of Appendix B of NAO 207-12 with NOAA Chief Administrative Officer concurrence endorsement.
4. Written notification that the foreign national has been cleared against the State, Commerce and Treasury departments' Lists to Check. http://www.bis.doc.gov/ComplianceAndEnforcement/ListsToCheck.htm
5. Provide the NOAA Foreign National List spreadsheet for each foreign national in the scientific party.

Escorts – The Chief Scientist is responsible to provide escorts to comply with NAO 207-12 Section 5.10, or as required by the vessel’s DOC/OSY Regional Security Officer.
Ensure all non-foreign national members of the scientific party receive the briefing on Espionage Indicators (NAO 207-12 Appendix A) at least annually or as required by the servicing Regional Security Officer.
Export Control - The Chief Scientist is responsible for complying with NAO 207-12 and the development of Technology Access Control Plans for items they bring aboard. The Chief Scientist must notify the Commanding Officer of any export controlled items they bring aboard and any access restrictions associated with these items.
The Commanding Officer and the Chief Scientist will work together to implement any access controls necessary to ensure no unlicensed export occurs of any controlled technology onboard regardless of ownership.

Responsibilities of the Commanding Officer:

Ensure only those foreign nationals with DOC/OSY clearance are granted access...
Deny access to OMAO platforms and facilities by foreign nationals from countries controlled for anti-terrorism (AT) reasons and individuals from Cuba or Iran without written NMAO approval and compliance with export and sanction regulations.
Ensure foreign national access is permitted only if unlicensed deemed export is not likely to occur.
Ensure receipt from the Chief Scientist of the NOAA Foreign National List spreadsheet for each foreign national in the scientific party.
Ensure Foreign Port Officials, e.g., Pilots, immigration officials, receive escorted access in accordance with maritime custom to facilitate the vessel’s visit to foreign ports.
Export Control - 8 weeks in advance of the project, provide the Chief Scientist with a current inventory of OMAO controlled technology onboard the vessel and a copy of the vessel Technology Access Control Plan (TACP). Also notify the Chief Scientist of any OMAO-sponsored foreign nationals that will be onboard while program equipment is aboard so that the Chief Scientist can take steps to prevent unlicensed export of Program controlled technology.
The Commanding Officer and the Chief Scientist will work together to implement any access controls necessary to ensure no unlicensed export occurs of any controlled technology onboard regardless of ownership.
Ensure all OMAO personnel onboard receive the briefing on Espionage Indicators (NAO 207-12 Appendix A) at least annually or as required by the servicing Regional Security Officer.

Responsibilities of the Foreign National Sponsor

Export Control - The foreign national’s sponsor is responsible for obtaining any required export licenses and complying with any conditions of those licenses prior to the foreign national being provided access to the controlled technology onboard regardless of the technology’s ownership.
The Departmental Sponsor/NOAA of the foreign national shall assign an on-board Program individual, who will be responsible for the foreign national while on board. The identified individual must be a U.S. citizen, NOAA (or DOC) employee. According to DOC/OSY, this requirement cannot be altered.
Ensure completion and submission of Appendix C (Certification of Conditions and Responsibilities for a Foreign National Guest) as required by NAO 207-12 Section 5.03.h.

New TB Policy

For more information, please see NOAA’s new TB policy posted at NOAA TB Policy

CTD

The ship’s CTD is intended to be used only as a spare – science parties should provide their own CTD as a primary. Any group using the CTD must replace it in the event of loss or damage, and pay to have it recalibrated at the end of the project.

A “Fleet Spare CTD” is in the works.

A stowage plan for all gear is required in the project instructions. Chief Scientists and/or Principal Investigators are to contact the Field Operations Officer to facilitate loading, van and lab setup and unloading for their project. Chief Scientists are responsible for assigning lab and deck spaces. When multi-leg projects are involved, this must also be coordinated with subsequent Chief Scientists. Laboratories are set-up for current projects and storage space is assigned to current and ongoing studies. Later projects may be loaded, provided they do not inhibit the performance of earlier scheduled projects. Unloading shall generally occur at the end of the project. The ship has limited storage and arrangements to allow the gear to remain onboard until a subsequent inport may be considered on a case-by-case basis provided the equipment does not impact the performance of later projects. This must also be coordinated with subsequent Chief Scientists and vessel Commanding Officer.

Scientific personnel should plan to leave packing crates and materials ashore, as there is limited space to store such items on the ship.

No gear shall be stored in the aisles of the Forward Science Stores space.

A HAZMAT Stowage Plan, as well as a HAZMAT Custody Plan, must be included in the project instructions.  The HAZMAT Custodian must remove all HAZMAT at the end of the project.

Handheld Radios

Any projects requiring handheld radios must supply their own.

04 Radio Room

No scientific radar or any other scientific equipment may be installed in this space.

IT Concerns

The NOAA IT Security Awareness course should be completed by all members of the science party prior to reporting to the ship.  Contact your chief scientist for details on access to this course.

All science party members shall comply with the Department of Commerce IT Policy. This information can be found at http://ocio.os.doc.gov/ITPolicyandPrograms/Policy___Standards/DEV01_002684.

The ship has 24-hour VSAT Internet; however, bandwidth is extremely limited.  The following restrictions apply:

* No peer-to-peer software
* No streaming audio or video
* No Internet radio
* No downloads in excess of 2 Mb
* No Video Private Networks (VPN)

Please be advised that computers using the Windows VISTA operating system are currently not allowed to be used on the ship’s network.  Such machines may be brought aboard for stand-alone use only.

An IT plan must be included in the project instructions.

Concerns about Computers configured with the Federal Desktop Core Configuration (FDCC).

For more information go to:http://www.cio.noaa.gov/Policy_Programs/ciopol.htm.

Option 1- When a scientist brings an FDCC configured computer to a NOAA vessel, that scientist must be granted system administrator rights to a local account on the computer by their system administrator.

Option 2- The scientist may choose to bring their operational software and data on a portable hard drive and use on board sanctioned computers. The vessel system administrator is required to scan the hard drive for viruses prior to connection to the vessel network.

Without exercising Option 1 or Option 2, the vessel's system administrator will not have the ability to configure a computer to allow it to participate on the vessel's network.

Deck Loading

Ship stability is ultimately the responsibility of the Commanding Officer. It is the responsibility of the scientists to arrange loading plans and requirements so that any necessary adjustments can be made. The more complex and heavy your equipment the more advance notice is needed to resolve loading issues and incompatibilities.  These arrangements must be made well in advance of sailing so that it is not necessary to leave scientific gear on the dock in order to assure a safe ship. Complete weights of all equipment shall be provided to the Commanding Officer prior to loading.

Deck Tie Downs

No welding directly to any deck is permitted. All installations must use the 2 ft. by 2 ft. grid of tie downs (welding may be done to sacrificial "ears", plates or frames, which in turn are bolted to the deck). External deck surfaces are all fitted with recessed stainless bolt receptors. Bolt holes are 1 in. NC thread on weather decks, 1/2 in. NC thread in labs and storerooms. Bolt holes in equipment mounting plates should be made oversize, to allow for deck grid irregularities. If oversized, proper washers are to be used such that the mount is not compromised by the oversized hole. Designs must take into account proper thread depth, proper washers.

The ship has a supply of 3/8" and 1/2" hardware, spring loaded nuts, and 3/8" eye bolts, but not a lot of 3/8" or 1/2" (course thread) bolts. If you anticipate needing lots of bolts, you may want to bring your own supply.

Make sure all your equipment is secured before the ship leaves the dock. It doesn't take long to find out what isn’t tied down or not properly secured. Expensive equipment can be damaged beyond your ability to repair it in a matter of seconds.

No lumber shall be used for equipment installations.  Scientists shall inform the ship of antenna mount requirements in advance.

No duct tape, or any other kind of tape, shall be affixed to the ship.

Dive Operations

Projects requiring dive operations must submit a detailed plan to the ship well in advance to the project, to be approved by the NOAA Dive Center.

Projects should expect to provide divers and additional equipment to augment the ship’s dive capability for work-related operations.

Small Boat Operations

Projects which require small boat support (i.e. to reach buoys) must provide the small boat.  The small boat must meet standards and inspection requirements set forth in NAO 209-125.  Ronald H. Brown only carries one rescue boat, and per Command policy, it is not to be used for planned work-related operations.

Funding for a permanent small work boat, suitable for the typical work operations undertaken by Ronald H. Brown, has been requested.

Consumable Office Supplies

The following is a list of commonly used shipboard printers and copiers and their respective ink and toner cartridges:

Meals and Berthing

The following paragraph, containing the applicable information, shall be contained in the cruise instructions:

Meals are required for up to (insert number of scientists participating here) scientists, 3 times daily beginning one hour before scheduled departure, extending throughout the project, and ending two hours after the termination of the project. All NOAA Scientists will have proper travel orders when assigned to the NOAA Ship Ronald H. Brown. The Chief Scientist will ensure that all non-NOAA or non-Federal scientists aboard also have proper orders. It is the responsibility of the Chief Scientist to ensure that the entire scientific party has a mechanism in place to provide lodging and food and to be reimbursed for these costs in the event that the ship becomes uninhabitable and/or the galley is closed during any part of the scheduled project.  Special dietary requirements for scientific participants will be made available to the ship’s command at least seven days prior to the project.

The following paragraph need be included only if applicable:

Since the watch schedule is split between day and night, the night watch may often miss daytime meals and will require adequate food and beverages (for example a variety of sandwich items, cheeses, fruit, milk, juices) during what are not typically meal hours.

Deck Equipment

Winches: The hydrographic winches share a common overboarding point, the hydro boom. The winches are controlled from the control center over the staging bay. The operator has a clear view of the winches, the sheave train, over the side and the deck/work landing area. Operator, Lab and Bridge are in contact via house radio. Winch parameters are displayed at the control center, labs and bridge. Currently, the aft winch has xxxx m of .375 wire and the forward winch has 7700 m of Rochester .322. During service, cables are periodically rinsed and lubricated with Grignard Chemical Co. Pre-Lube #19. Please provide the weight of sampling equipment and weight if known when loaded with samples. This is necessary to determine if standard block and sheave and the hydroboom are of sufficient SWL or if a different block is needed.

Portable Utility Foldable (Knuckle) Boom Crane: The ship carries one small portable HIAB cranes which can be positioned on deck as required. Its purpose is to assist in handling bulky or heavy scientific gear on deck. Because the crane is articulated the pendulum effect is minimized. The crane is mounted on a steel plate which can be easily bolted down using the deck bolt pattern. The practical working reach of the crane ranges from 4 to 26 ft. over a full 360 degree arc. The load ratings depend on the radius from the center of rotation; fully extended lift capacity is 2,205 lbs.

Telescoping Boom Crane: Use of the crane at sea is limited primarily by the strength of the slewing or rotating mechanism. The slewing mechanism inherently cannot withstand side loading caused by towing instruments or by the roll of the ship. There are no rigid guidelines for the use of the crane in that regard. Lifting Capacity: 42,000 lbs. at 10 ft., 3400 lb. at 65 ft.

A-Frame: The ship’s A-frame has a 23 ft. vertical clearance, is 20 ft. wide, and a Safe Working Load of 18,000 lbs. It can be rigged with our deep sea traction winch with roughly 10,000 m of 9/16" wire rope. The requirement for termination of the wire rope needs to be assessed in advance as the ship may not have a splice termination aboard. In the most forward vertical clearance there is 8 ft. of space aft to the transom.
Use of Cables

• Cables are not to be loaded in excess of safe working load. Caution must be exercised in lowering instruments which are heavy, entrap large volumes of water, or produce excessive hydrodynamic drag forces. This is particularly true when operating in moderate sea states and water depths greater than 4,000 m.
• Certain operations, such as dragging for moorings and gravity coring subject cables to severe abuse such as kinking and abrasion. Spliced connections may become damaged and need to be replaced. Projects must accept responsibility to cover costs of replacing spliced connections.

Reporting Requirements

Within seven days of the completion of the project, a Ship Operation Evaluation form is to be completed by the Chief Scientist. The preferred method of transmittal of this form is via email to OMAO.Customer.Satisfation@noaa.gov . If email is not an option, a hard copy may be forwarded to:

Director, NOAA Marine and Aviation Operations
NOAA Office of Marine and Aviation Operations
8403 Colesville Road, Suite 500
Silver Spring, MD 20910

If need be, upon completion of the project, a post-project meeting will be held and attended by the ship's officers, the Chief Scientist and members of the scientific party, the Vessel Coordinator and the Port Captain to review the project. Concerns regarding safety, efficiency, and suggestions for improvements for future projects should be discussed. Minutes of the post-project meeting will be distributed to all participants with email to the CO.MOC.Atlantic@noaa.gov and ChiefOps.MOA@noaa.gov