Cruise Planning Timeline

Introduction:

In order for the process to proceed smoothly, it is requested that Chief Scientists and cruise planners review the timeline at the outset and adhere to the listed deadlines.  For all forms to be submitted, please read the associated web page and collect the necessary information before beginning to fill out the form.

The cruise planning will be summarized in the Cruise Support Plan (curated by the Science Systems Senior Manager) and is a living document and, as such, it's critical that the Chief Scientists and other planners check in with this document regularly.

Please direct any questions or concerns to the Science Systems Senior Manager, Stian Alesandrini.  He will address you questions or facilitate connecting with the appropriate person.

Step 1: Twenty-four (approximately) months prior to departure:

1. Proposals accepted and reviewed.

Step 2: Twelve (approximately) months prior to departure:

1. Cruise awarded.

2. SOI and science party discuss differences between what was proposed and what can be realistically supported.

3. Advance planning begins for complex cruises and/or cruises requiring complex equipment (ROVs, AUVs, etc.) from outside sources.

4. The area of operations, defined by a bounding box, must be submitted by the Chief Scientist.  This allows for the booking of satellite time needed to provide internet connectivity.

5. Permit requirements need to be identified.

Step 3: Twelve to six months prior to departure:

1. Planning begins for complex cruises and/or cruises requiring complex equipment (e.g. ROVs, AUVs, etc.).

2. Permits and permissions are sought by the Chief Scientist in conjunction with SOI's Senior Director of Operations.  Areas of operation are discussed and special considerations (e.g. seasonal weather and operational considerations) are addressed.  More information may be found on the Permits page.

3. Introduction to the planning process and timeline (this page) by SOI's Science Systems Senior Manager to the Chief Scientist.

   1. Passport and visa (if applicable) expiry dates for all science party members reviewed and confirmed by Chief Scientist.  Passports must be valid at least six months after the cruise ends.

Step 4: Six to Seven months prior to departure:

1. The Chief Scientist and Science Systems Senior Manager review cruise requirements and start a Cruise Support Plan.

   1. Please note that it is important for the Chief Scientist to identify all equipment and operational requirements at this time or it is possible the equipment which is listed may be unavailable due to being out for repair, calibration, upgrade, etc.

   2. The Science Systems Senior Manager follows up with Chief Scientist to fill in details, clarify and answer questions, etc.

2. Communications and outreach planning meeting between the Chief Scientist and SOI's Director of Communications and Engagement Strategy

Step 5: Six months prior to departure:

1. Cruise Pre-Planning Meeting held with all relevant stakeholders (SOI, Falkor (too) and the science party) to discuss cruise objectives and current needs.

2. Cruise Support Plan created by the Science Systems Senior Manager and shares with stakeholders using Google Docs. The Cruise Support Plan draft becomes the principle working document for cruise planning.

3. Science gear and equipment (single items over 500kg) identified to allow proper Falkor (too) endurance planning.

4. Science berths required must be identified.  

   1. Mixed Gender Cabin Berthing Policy - Schmidt Ocean Institute believes in creating a respectful environment that supports our crew, scientists and other personnel to do their best work while aboard Falkor (too).  As part of this effort, SOI strives to provide berthing accommodations aboard Falkor (too) that are safe, equitable, inclusive, and respectful of personal privacy. All individuals will be assigned a berth in a shared same-gender cabin based on their stated gender. Single berth cabins are reserved for Falkor (too)'s senior officers and chief scientist. Mixed-gender cabin sharing is not allowed unless there is a specific request to be considered in advance and approved by the Senior Director of Operations.

Step 6: Five months prior to departure:

1. Science Party Load Handling Equipment Form must be submitted if the science party is bringing load handling equipment (e.g. winch, wire, termination, block, etc.).

   1. Additional information may be found on the Science Party Load Handling Equipment page.

Step 7: Two months prior to departure:

1. Shoreside crane and/or forklift services for mobilization or demobilization must be requested by the Chief Scientist the Science Systems Senior Manager and the Senior Director of Operations if a shoreside crane and/or forklift will be required during mobilization or demobilization.  The request will be in accordance with the Schmidt Ocean Institute guidelines for Port Fees & Expenditures.  More information may be found on the Shipping, Cargo and Port Calls page.

2. Cruise Planning Policies and the Cruise Participants Policies and Procedures reviewed by Chief Scientist and ensure the science party will be in compliance.

3. Joint Project Agreement draft reviewed between Chief Scientist and SOI Research Portfolio Senior Manager; draft shall include post-cruise data deliverables and budget.  The JPA shall be signed by a University Representative prior to the start of the cruise. Additional documents required by the JPA include the Participant Employer Release Agreement (to be signed by each organization sending a participant on the cruise) and the Participant Data Release Agreement (signed by each individual responsible for data delivery post-cruise).

4.  A secured personal Google Drive folder will be shared with each participant to upload their own Passports/ Documents.  Please see the 'Participants Page' for full details. 

Step 8: Six weeks prior to departure

1. The Chief Scientist shall complete the following items in conjunction with the Science Systems Senior Manager:

   1. Hazardous Materials Form(s), if necessary.  Detailed information can be found on the Laboratory and Hazardous Materials page

   2. Risk Assessment Form(s), if necessary.  The Science Services Manager will help you determine if these are required.  Detailed information can be found on the Laboratory and Hazardous Materials page

   3.  Science Equipment Manifest Form

Step 9: One month prior to departure:

1. Pre-Cruise Planning Meeting shall be attended by the Chief Scientist and all stakeholders.

2. Cruise Support Plan in final version will be published and Falkor (too)'s Captain, the Science Systems Senior Manager and the Chief Scientist will sign off on the document to help ensure that everyone has the same understanding of what will occur, and what will be provided by each science party group.  No significant additions or changes to the cruise can occur after this point.

3. All participants must be identified with details provided to SOI.  No personnel additions or changes may be made after this point.

Step 10: Two weeks prior to departure:

• 1. The Chief Scientist shall submit the following to the Operations Associate

     1. Ship Cabin Berth Plan.  This template will be provided by the Operations Associate. 

        1. Mixed Gender Cabin Berthing Policy - Schmidt Ocean Institute believes in creating a respectful environment that supports our crew, scientists and other personnel to do their best work while aboard Falkor (too).  As part of this effort, SOI strives to provide berthing accommodations aboard Falkor (too) that are safe, equitable, inclusive and respectful of personal privacy.   All individuals will be assigned a berth in a shared same-gender cabin based on their stated gender. Single berth cabins are reserved for Falkor (too)’s senior officers and chief scientist.  Mixed-gender cabin sharing is not allowed unless there is a specific request to be considered in advance and approved by the Senior Director of Operations.

          2. Science Party Travel Information:  This information will be collected by the Operations Associate.

Step 11: Four days prior to departure:

1. United States Navy Watch Standers (Pacific or Atlantic region), shall be contacted by the Senior Director of Operations, or his designee, to notify them of intended science operations. The Watch Stander shall provide notifications as appropriate with allied nations.  Information to be passed shall include details of sonars, mooring deployments, over-the-side operations, towed bodies, ROV and AUVs, and latitudes / longitudes of operational areas.

Step 12: Two days prior to departure:

1. All members of the science party shall arrive at the ship two days prior to the morning of departure at 0900 (Embarking & Disembarking Falkor (too)).  Two days are required to ensure all gear and equipment is loaded and secured, the laboratories are properly set-up, all hazardous materials are properly stowed, as well as the following:

   1. Cruise Plan Review: On the first day of the mobilization the Chief Scientist shall meet with the Captain, Lead Technician and other key crew members to review the Cruise Support Plan and discuss the operational activities.

   2. Briefings: The Chief Scientist shall participate with all science party members in the safety, security, familiarization and orientation briefings.

Step 13: Within 1 day after the cruise is completed:

1. Demobilization: The Chief Scientist shall ensure that all of the science party's gear, equipment, and materials (including hazardous waste and unused materials) are removed from Falkor (too) by12:00 of the first day following arrival depending upon the terms of the Joint Project Agreement.  If the Chief Scientist requires additional time to demobilize then they shall request such additional time from the Senior Director of Operations at least six months in advance.

2. Final Walk-through: The Chief Scientist will be required to conduct a final walk-through of Falkor (too) to ensure all cabins are properly vacated, laboratories and storage areas clean, hazardous materials, gasses, chemicals and generated waste removed, and all packaging material properly disposed of, and off of the ship.

3. End-of-Cruise Debrief: The Chief Scientist is requested to participate in a Post-Cruise Debrief with the Lead Technician, Falkor (too) Captain, Heads of Department and key Schmidt Ocean Institute shoreside staff. This debrief will normally occur during the day before or the morning of arrival.

4. Departure Flights: It is advisable that science party departure flights are made for no earlier than the day after the ship arrives back to the dock.  It cannot be guaranteed that the ship will arrive at the time/date originally scheduled or that all of the demobilization, cleaning, shipping will be completed the day of arrival.

Step 14: Within 30 days after cruise completion:

1. Reports: The Chief Scientist shall complete and submit the reports outlined in the Joint Project Agreement, Coastal State permit authorizations, and/or the US Department of State research authorization requirements.  An overview of the reports required will be provided by the  Senior Director of Operations.

   1. Post-Cruise Assessment Report: The Chief Scientist shall complete a Post-Cruise Assessment Report to assist Schmidt Ocean Institute continuously improve supporting the scientific oceanographic research community. The Post Cruise Assessment Report web link will be supplied by the Senior Director of Operations.