16 November 2011

Present: Lisa Crowder, David Houpt, Margaret Hastedt, Katerina Petronotis, Andrew Trefethen, John Miller, Brad Julson, Bill Mills, John Firth, Phil Rumford, Gemma Barrett.

Item 1: Review of 336 post cruise evaluations

Samuel Hulme commented “Despite the urgent push to have all sample requests well ahead of time, many scientists were not prepared and there is no consequence to not submitting a sample request until a few days prior to sampling on the ship.”

The group commented that this was not unusual as no one can predict exactly what will be recovered during an Expedition. Late sample requests or adjustments to existing sample requests are to be expected when new materials are encountered, or new avenues of research become apparent.

Action: Comments forwarded to Adam Klaus 12/20/11

Item 2: The ships small -86 freezer

Mills pointed out that the small -86 chest freezer is out of commission, and needs replacement. He wanted to know if alternate designs were available, such as a drawer type freezer.

Action: Julson and Rumford to follow up and make enquiries to the Centigrade Services technician when he arrives to repair one of the large chest freezers.

Item 3: Shipping frozen and refrigerated samples

There is some perception that not all shipments that are sent from the ship frozen or refrigerated legitimately require such handling. John Firth put together a protocol that, if followed, should greatly reduce the possibility that resources are wasted in this way. The protocol is as follows:

Expedition Sample Handling and Shipping Protocol

Sample Requests for expeditions include space for scientists to describe any special storage and shipping requirements for their samples. This includes but is not limited to: being stored on ship refrigerated or deep frozen, shipped with blue ice or dry ice, IW residues preserved HgCl2 or stored in plastic versus glass vials, etc.

Pre‑Cruise, the SAC should look specifically for expected special storage and handling requirements from certain types of scientists, e.g., microbiologists and  geochemists, but also evaluate all requests for special requirements whether the scientists specified them or not. This information should be forwarded to the Expedition LO and ALOs as soon as the requests are submitted. If the SAC believes a request does need special storage and handling requirements, they will return it to the scientist to fill this information out before the cruise. This review is so that IODP can be prepared with the proper supplies and equipment and shipping containers before the cruise.

At the beginning of the expedition, during the initial reviews of all ship sample requests, the SAC should again remind the scientists of the need to specify at that time, any special storage and handling requirements, before any samples

are taken, so that IODP can be prepared with the proper supplies and equipment and shipping containers before the cruise and at the end of the cruise.

During an expedition, sample requests may be revised or new requests submitted based on what cores or other (e.g., downhole water sampler) materials are recovered. Before revised or new requests are approved by the ship SAC, the scientists must again be reminded to include any special storage and handling requirements, before any samples are taken.

If no special storage and handling requirements are specified and samples are stored in regular sample bags or containers in A/C conditions for any period of time during a cruise (except in cases of accidental oversight), such samples will not be shipped cool or frozen at the end of the cruise.

The ship curatorial specialist should be in regular communication with chemistry techs and other techs and ALOs during the cruise so that they can have an accurate list of samples that are being stored in special conditions and will require shipment with special conditions. This information will be forwarded on a regular basis during the cruise to the ALOs and LO so they can communicate with shore-based personnel about end‑of‑cruise special supplies, containers, etc.

If any member of the SAC has questions about a scientist's request for special storage and handling, i.e., they are unsure whether there is scientific justification for special storage and handling, they should contact the Curator (or Repository Superintendent in the Curator's absence) on shore about it before the request for special requirements is approved.

Action: Rumford will forward the protocol to Broyles and Barrett, and Adam Klaus for distribution to the Staff Scientists (sent 12/20/11).

Item 4: Proposed core rack arrangement

Mills addressed the group detailing his plans to create a new arrangement for the core racks in the core lab. The new design addressed concerns from both teams of technicians, and incorporated comments and design elements from Chieh Peng. Mills hoped that his solution was agreeable to all parties concerned. (file attached)

Action: Rumford to email the design to the ship for comments. If comments are favorable and the majority of the technicians are in agreement, the project will be scheduled for the next tie-up period. If not, the matter will be returned to the LWG for further discussion.

Item 5: SampleMaster charter

Rumford gave an update on the progress of the SampleMaster replacement project. The group made several useful observations which Rumford will incorporate.

Action: None required