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July, 2004
Forms and Documents Participating Scientist Timeline Chemical Disposal
Personnel to be Notified Chief Scientist Timeline Inter-ship Transfer / Remote Storage


Planning For Chemical Use Aboard Ship

Owners are responsible for transport, use and disposal of chemicals for each cruise. To reduce danger, select the least hazardous chemicals possible. Understand hazardous materials regulations. Anticipate requirements. Supply absorbency material and/or neutralizing agents for each chemical type and provide safety equipment for handling. Use proper shipping and storage methods and have a plan for accidents. Make sure your plan is understood by your science team; vessel personnel will not assist in the disposal of chemicals. Communicate your use of chemicals with documents and meetings, as required. There are penalties for non-compliance with hazardous materials regulations.

Forms and Documents

The following forms and documents are used to prepare for transport, use, disposal, and storage of chemicals aboard ship:
bullet Project Description Form (anticipates science plans for the upcoming season)
bullet Sample Request Form(SRF) (Rich Text Format; describes samples to be collected and processing requirements)
bullet SRF Purpose and Abbreviation Key
Personnel to be Notified

The following people need to be aware of your hazardous materials plans:
bullet FOCI Coordinator
bullet AFSC and PMEL Field Operations Leaders
bullet Research Component Principal Investigators and Technicians
bullet Chief Scientist
bullet Vessel Captain
bullet Shipping Agents and Clerks

Personnel Responsible for Planning and Execution

Personnel to Contact for Help with Field Season Chemicals

Time Line of Hazardous Materials Responsibilities

Here are two timelines with responsibilities. The first is for Participating Scientists, the second for Chief Scientists.


Participating Scientists

Lead Time Date Task
July   Include estimates of chemical types and quantities on the Project Description Forms submitted to the FOCI Coordinator.
120 days before cruise   Submit Chemical Inventory, MSDSs and Sample Request Forms to Chief Scientist.
100 days before vessel departs for operating area or 100 days before loading chemicals at an operating-area port   Arrange for the purchase and storage of required chemicals until loading aboard vessel.

Secure neutralizing/absorbency material for each chemical type as well as protection equipment for handling the chemicals. Provide written instructions.

45 days before loading vessel   Make arrangements to transport the chemicals and MSDSs to and from the vessel using proper over-pack containers and absorbency material.

If you are unable to load or unload your own chemicals, neutralizers, etc., consider making delivery to the vessel one week before its departure. If such plans need to be made, inform the AFSC Field Operations Leader and submit a Chemical Disposal Plan to the Chief Scientist.

Submit Chemical Transfer and Storage Form if chemicals will have to be stored and/or transferred to another responsible party or vessel.

20 days before cruise   At pre-cruise meeting, advise all field-party members of chemicals to be used, how they are employed, their hazards, storage locations, and spill procedures. Demonstrate use of personal protection equipment.
1 day before departing vessel   Submit post-cruise Chemical Inventory to Chief Scientist. Report the used quantities and their states (e.g., 25-25ml vials of 95% ethanol) and the amounts of each chemical that will be removed in port or left aboard for a following cruise. If chemicals are to be transported to a previously arranged storage facility, notify the Chief Scientist.



Chief Scientists

Lead Time Date Task
120 days before cruise   Review Sample Request Forms, Chemical Inventories, and MSDSs submitted by participating scientists.
95 days prior to cruise   Include a master Chemical Inventory in the draft Cruise Instructions.
45 days prior to vessel loading   Oversee arrangements for the transportation and storage of the chemicals to be transferred to other vessels. Review any submitted Chemical Disposal Plans.
20 days prior to vessel loading   Send Chemical Inventory, MSDSs, list of neutralizing agents, and master Chemical Disposal Plan to the ship's Master or his/her designate. Use fax or e-mail if vessel is in operating area.
20 days prior to cruise   During a pre-cruise meeting, advise all cruise participants of the chemicals that will be used, how they will be used, and where neutralizing agents, clean-up materials, and personal protection gear will be stored.
At start of cruise   Review hazardous materials information at meeting with ship personnel.
1 day before departure from vessel   Complete post-cruise Chemical Inventory before leaving the vessel. State the used quantities and their states (e.g., 25-25ml vials of 95% ethanol) and the amounts of each chemical that will be removed in port or left aboard for a following cruise. If chemicals are to be transported to a previously arranged storage facility, notify appropriate port personnel of the ship's arrival time.


Chemical Disposal

All chemicals must be removed from the vessel as soon as possible. This includes any waste chemicals that may have been generated by altering the original composition of the pure chemical(s).

1) Provide documentation:
bullet Chemical Disposal Plan
bullet list of chemicals and an estimate of the quantity of potential un-used chemicals
bullet MSDSs for all chemicals
bullet written and approved agreement between the vessel and the Chief Scientist on financial responsibility and transportation plans (overseen by the Chief Scientist) to be implemented once the vessel reaches port
2) If the vessel cannot transport the chemicals back to your home port for off-loading, make arrangements for a disposal company to pick up your chemicals. You are required to make financial arrangements ahead of time and advise the Chief Scientist. If the vessel frequents certain ports, such as Kodiak or Dutch Harbor, consider using their disposal/holding facilities, if available. See next section on Chemical Transfers And Storage.

3) Check with other scientists for their chemical requirements to determine if your extra chemicals can be used for another's study. If such arrangements can be made, then you are required to sign over the responsibility for your chemical to the new owner on the Chemical Disposal Plan. Make sure that both parties involved have signed the sheet and are willing to accept all the responsibilities incurred (removal of the chemical from the vessel, transportation, etc.).

Inter-ship Transfers and Remote Storage of Chemicals

If you need to transfer materials to another ship or store them temporarily at an operating-area port, fill out the Chemical Transfer and Storage form and submit it to the AFSC Field Operations Leader for review. When arrangements are approved, submit a copy to
bullet contact person(s) at storage site
bullet Chief Scientist of your cruise
bullet ship's Master or designate of original vessel
bullet Chief Scientist of cruise that will pick up the chemical(s)
bullet ship's Master or designate of final vessel
The Biological Field Operations Leader (or designate) will keep a copy of all Chemical Transfer and Storage forms on file and may check with the storage facilities at the end of the field season to ensure that all materials have been removed from storage.

To store at Dutch Harbor:

Contact Jeff Napp and Annette Dougherty to make arrangements for chemical storage at Dutch Harbor.