| Pre-Cruise | Cruise Instructions | Safety |
| Stations | Medical | Overtime Requests |
| Travel | HAZMAT | During the Cruise |
| Time Sheets | Comms | Post-Cruise |
| Debrief | Data Disposition | Cruise Report |
Pre-season meeting: early in January for spring cruises, early in
July for summer and fall cruises.
A pre-season meeting will be held with ship's operations personnel
to discuss:
Chief Scientists should submit an overview of their cruise
to the Field Operations Leaders (FOLs) and the FOCI Liaison Officer (FLO)
that addresses these issues prior to this meeting. To prepare the overview
the CS should review the PDF given to them by the FC. Direct communication
with PS is encouraged prior to preparation of the overview. The overview
should include itinerary, area of operations, type of operations (mooring
deployment, CTD/bongo grid, MOCNESS, etc.) and any equipment requirements
that are out of the ordinary. (It is not necessary to submit a complete
set of project instructions at this time.)
Cruise Planning: prior to writing draft cruise instructions.
Based on Project Description Forms submitted by Project Scientists
and allocations made by Marine Centers, the FOCI Coordinator (FC) and FOLs
allot ship time to participating PIs and designate a Chief Scientist for
each cruise. This information is posted on the FOCI Field Operations schedule.
It is the responsibility of the Chief Scientist to contact the PIs whose
work is scheduled on their cruise and gather the necessary information
to plan the cruise. The information the Chief Scientist will need to plan
the cruise and write the cruise instructions will vary depending on the
type of operations and the logistics involved in conducting the operations.
Below is a list of items that may be helpful to consider when talking with
other PIs and planning the cruise.
Once the Chief Scientist has discussed the generalities of the operations,
it is strongly recommended that they send a Sample Request Form (SRF) to
each PI to complete. The SRF includes a query for project purpose, gear
type and sample type. These are essential pieces of information for the
Discrete Sample Data Base (DSDB). All samples taken on a cruise must be
logged on the DSDB. To insure that this is done correctly, the AFSC Data
Coordinator must have these at least 60 days before sailing so that s/he
can modify the DSDB (if necessary).
Draft Cruise Instructions: 95 days
prior to cruise.
Chief Scientists submit draft Cruise Instructions to the FOLs and FLO 95 days before the start of the cruise. After review and correction, Cruise Instructions are sent to MOC-Pacific (MOP) via the Directors, AFSC and PMEL. A cover letter is attached requesting comments from the Ship and the Marine Center by a specified date. Draft instructions are due to MOC-Pacific (MOP) 90 days prior to a cruise. An additional 5 days is included to allow time for processing (checking logistics, copying, writing the cover letter and mailing).
Use the most current templates available at the time to insure that recent changes are included in your Cruise Instructions. Instructions for using the templates are available here.
The operations section (Section 2.0) should include an overall description of the cruise including order of events / itinerary.
Include tables and figures with station positions and intended cruise track line. If specific information is not available at this time, include a general overview. Format for station positions is provided in the section on final Cruise Instructions.
Weights and storage requirements should be included for moorings and large equipment. Every cruise that involves mooring deployments should include information about the mooring equipment.
Draft instructions should describe the best cruise plan at the time. Include possible contingency plans, if appropriate.
Submit Cruise Instructions to the FLO in both hard copy and digital format. The FLO will submit draft instructions to MOP. MOP will circulate the instructions to the ship and through MOP operations and engineering for comments. Comments should be received from MOP and the ship in time to make adjustments to the final cruise instructions.
Safety Training: 90 days prior to cruise
AFSC personnel are required to complete several safety / medical emergency
courses to qualify for sea duty. Bill Flerx coordinates this training;
The AFSC FOL should assure that personnel have needed training well before
cruise dates.
Final Cruise Instructions: 35 days prior to cruise.
Final instructions are due to MOP 30 days prior to a cruise. The additional
5 days is included for processing time similar to draft instructions. Final
cruise instructions need to be signed by the Directors of PMEL, AFSC and
MOP before MOP operations can send them to the ship. Each step takes time.
The signatures are no longer included on the final page. They now appear
on the cover sheet provided by the FLO.
Include station positions and plots when appropriate. The NOAA Ship Miller Freeman requests that station positions be submitted electronically in the following Excel format.
file name *.xls
Col A - "N"
Col B - Latitude - degree - 2 digits i.e. 54
Col C - Latitude - minutes and tenths - 6 digits i.e. 45.543
Col D - "W"
Col E - Longitude - degree - 3 digits i.e. 171
Col F - Longitude - minutes and tenths - 6 digits i.e. 43.123
Col G - Station labels - up to 8 characters do not leave any spaces
between characters.
Make any necessary changes to draft instructions.
Submit Final Cruise Instructions to the FLO (hard copy and digital
format).
Amendments to Final Cruise Instructions: As changes occur.
Any changes of operations, itinerary, etc. must be submitted in an
amendment to the Final Cruise Instructions. The header for an amendment
is similar to that of the Cruise Instructions. The body briefly outlines
the changes. Personnel changes no longer require an amendment, however,
it is still necessary to inform MOP and the Ship of these changes.
Amendments are routed through the Director, PMEL, however, signatures are not required in most cases. Submit amendments to the FOLs and FLO for routing.
Pre-Cruise Meeting: 3-4 weeks prior to cruise.
It is suggested that each Chief Scientist meet with their scientific
staff prior to the cruise to discuss scientific operations and review logistical
details. Some of the following requirements can be addressed at a pre-cruise
meeting.
Request for security assurance:
It is no longer necessary to receive security clearance for non-NOAA
members of the scientific party.
Medical History Questionnaires: Four weeks
prior to cruise
There has been a change in policy for medical history forms for scientists going to sea on NOAA vessels. It is no longer necessary to receive medical clearance from the Regional Director of Health Services (MOP). Instead, scientists and other embarked personnel need only submit a copy of the NOAA Health Services Questionnaire (NHSQ). The NHSQ replaces the SF-93, Report of Medical History form.
Pass NHSQs to the Chief Scientist as soon as is practical. S/he will make a copy of the form and send one (marked confidential) to the ship's medical officer and the other copy to MOP Health Services. The NHSQ must be updated every two years for individuals under the age of 50 and every year for those aged 50 or older.
Authorization for Overtime: Two weeks prior
to cruise (NOAA only)
Form CD-81 "Authorization for paid overtime and/or holiday work, and
for compensatory overtime" must be completed for each individual and submitted
to supervisor for signature at least one week prior to cruise. Both PMEL
and RACE require an overtime request form for their respective scientists.
Travel Arrangements: Three weeks prior to cruise
Travel arrangements for all NOAA scientists are made through the respective
division travel departments. Both travel departments have a check sheet
for travel orders to be filled out, signed by supervisor, and submitted
to the appropriate travel person. To request invitational travel orders
for persons not affiliated with NOAA, fill out the check sheet and include
the individual(s) social security number. Invitational travel orders for
foreign scientists may require more time, please plan accordingly.
The Miller Freeman has asked that departing scientists not book morning flights on the day the ship returns to port.
FOCI has developed a detailed Hazardous Material Plan that must be strictly followed. A Chemical Inventory Form and Material Safety Data Sheets (MSDS) are required to be on board for all hazardous materials. MSDS are also required to accompany the products during any type of transport (i.e. automobile, aircraft, etc.) MSDS should be included in the Cruise Instructions or be presented to the Chief Survey Tech when the materials are loaded onto the ship. The participating scientists are responsible for providing the necessary clean up materials in quantities appropriate to the supply of chemicals. It is also the responsibility of the participating scientists to either remove or make provisions for removal of any unused hazardous materials brought onboard.
During the cruise, the Chief Scientist is responsible for planning and coordinating all scientific operations. Additionally, the Chief Scientist is responsible for the following logistics.
Safety Drills:
Insure that all members of the scientific party know and perform their
duties during safety drills.
Overtime: Thursday before the end of the pay period.
Actual overtime worked must be transmitted to the timekeepers of RACE
and PMEL. RACE has an OT form to be filled out and signed by each individual
and the Field Party Chief. The form should be faxed to the time keeper
on the Thursday, prior to the end of a pay period. PMEL hours should be
transmitted to the timekeeper either by JFT to Gearhart, or by FAX.
Data:
The Chief Scientist is responsible for maintaining the following:
The Chief Scientist is also responsible for delivering the data
turned over from the ship, to the appropriate data base managers.
The Chief Scientist or designee(s) will need access to the communication systems (ccmail, fax, direct phone lines) during the cruise. It may be necessary (and beneficial) for the ship's ET to demonstrate how to use these systems at the beginning of each leg and assist in transmittals during the cruise. It will be expected, however, that persons in the scientific party will perform the bulk of these tasks.
The project will set up a time table for receiving and transmitting messages through the ship's ccmail or JFT system. Suggested times for this are at or near 8:00 am, 12:00 (noon), and 8:00 pm ship's time. These times should allow for both the at-sea and on-land personnel to receive and respond to messages in the same work day or by the beginning of the next day. It is understood that there may be other times when the ccmail or fax is needed and will be available to the project. If the transmission of a message is urgent and the ship is unable to make contact with the communications satellite, it will be possible to break operations or transit to position the ship as to optimize the possibility of making the connection.
The project will be responsible for the payment of all communication fees incurred by scientific party during the course of the cruise. Any conflicts as to which part of the project will pay which part of the bill will be settled either prior to or upon return from the cruise.
For cost effectiveness, when making contact between the shore and ship, a calling plan is being investigated that would give FOCI the best rates available. This will be included once settled. For the most up-to-date information see
Telephone and e-mail instructions
Ship Operations Evaluation Form: End of cruise
The Chief Scientist will be asked to complete a Ship
Operations Evaluation Form. This form is sent to the Director, Office
of Marine and Aviation Operations, through the FLO. It does not
go to MOP or the ship.
Debriefing
A requirement for a post-cruise debriefing between the Chief Scientist
and the Commanding Officer or Operations Officer has been added. This is
an effort to establish a more direct line of feedback between Chief Scientists
and the Marine Center. The purpose of this debriefing is for the Command
to identify and respond to problems in a timely manner.
Data
The following data, when applicable, should be distributed to the specified
individuals. Please make certain you leave the ship with all the required
data in your possession.
| total # of copies | Data | Data manager |
|---|---|---|
| 2 | Marine operations abstracts | Rugen and Macklin |
| 2 | Discrete Sample Data Base diskette | 1 diskette to Rugen and 1 diskette to AFSC Chief Sci or Macklin |
| 1 | DSDB logs (hard copies) | Rugen |
| 2 | SeaPlot printout of area of operations | Macklin and Rugen |
| 2 | Seaplot file on disk | Macklin and Rugen |
| 1 | Ship's deck weather logs | Macklin |
| 1 | Autosal. logs | Macklin |
| 1 | Autosal calibration report | Macklin |
| Other calibration reports (Dewitt) | Macklin | |
| 1 | CTD logs | Macklin |
| 1 | PMEL CTD weather observation logs | Macklin |
| 1 | CTD audio cassettes | Macklin |
| 1 | ADCP daily logs | Macklin |
| 1 | ADCP SyQuest 105 mb disks | Macklin |
| 1 | SCS 8 mm backup tapes | Macklin |
| 1 | Mooring logs | Macklin |
| 1 | Midwater trawl logs | Rugen |
| 1 | MOCNESS trawl logs and data files | Napp |
| Other operations logs | Rugen | |
| 2 | Cruise report | Macklin and Rugen |
| 1 | Digital copy of cruise report | Editor |
Deliver plankton samples and sample inventory to Dr. Jeff Napp for processing
in Poland.
A Cruise Report should be submitted to the Field Operations Leaders within 30 days of completion of the cruise. Preferably, it will be completed on the ship, prior to debarking. This is a basic document stating what occurred on the cruise. There is a standard template available to facilitate preparing this document. The following is a brief outline of the cruise report format. A more detailed description of the cruise report requirements and format will be available and should be consulted by the Chief Scientist.
PURPOSE: The purpose of the cruise report is to provide a summary of the cruise for use as a reference for FOCI researchers. It will also be an integral part of the annual Field Operations Report summarizing all field operations for the year.
REPORT: The cruise report should include the following:
Header: Cruise number, FOCI number, ship, dates, area of operations and participating organizations.
Chief Scientist and personnel list.
Cruise Objectives.
These are the program objectives, not operations, and will be reprinted
in the Field Operations Report.
Cruise Summary.
Summary of operations and data collection, days lost to weather and
breakdowns. Include a narrative of what took place, how the cruise went,
problems and noteworthy occurrences, mooring ID numbers when applicable.
Required Attachments:
Operations Summary.
Station/sample table generated by the Discrete Sample Data Base (DSDB).
DSDB software will be provided by the program to generate this table on
all FOCI cruises. (Note: A corrected version will be provided by the AFSC
Data Coordinator for the annual Field Operations Report.)
Station Plots.
PlotPlus plots of stations/operations using a logical grouping chosen
by the Chief Scientist (plot by station, gear type, experiment, etc.).
Plotting software will be provided aboard Miller Freeman. These
plots will be published, as is, in the annual Field Operations Report.
PlotPlus computer files should be submitted to the FOCI Coordinator via
electronic file transfer or on disk. Titles and abbreviations should be
hand written on the hard copy attached to the cruise report. Do not include
the title and abbreviation key in the PlotPlus file. They will be included
at the time of publication by the publisher to insure consistent formatting.
Other.
Include any additional information that should be documented in the
annual Field Operations Report.