Permits change often. The permits and access pipelines that we suggest in this page may be deprecated by the time you access them. This is why we suggest that you…

• • Start early. A good rule of thumb is to start 3-6 months earlier than you’ll think you need

  • Know who to contact. And which organizations/institutions are responsible for permitting. Ask questions.

  • Be tolerant. Things often don’t go as planned in the paperwork chain - paperwork changes often, there are a lot of moving pieces and Gump staff are managing paperwork from all researchers visiting the station. Know that you may have to fill out a form multiple times. Being flexible, but persistent is important to accomplishing every goal.

  • Follow up. Be very persistent. Send emails. Call. The organizations and Gump staff that help you are also helping many others, meaning paperwork sometimes gets misplaced. Be diligent about following-up.

These four things can be the difference between successful research and not being able to access the station, export your samples, or complete a project!

Information and application: https://moorea.berkeley.edu/user-guide/formalities/permit-convention-d-accueil

• • The Convention d'accueil (also sometimes referred to as a Protocol/Protocole d’accueil) is comprised of three components: the (1) Summary (fiche de synthèse), (2) the Convention, and an (3) Attestation. The Summary (1) should be completed by all members of the research team traveling to French Polynesia, the Convention (2) includes a full description of the science project and should be completed by the PI, and the Attestation (3) confirms with all participating members that you are insured against harm while working abroad.

  • You can complete this paperwork and submit it to the Gump staff several months before travel (2-4 ideal, 1 month minimum). They check these forms and submit it to the French consulate in Papeete.
    
    It is important to follow up via email, calls, etc to confirm the status of this paperwork.

  • You will eventually get an approved Convention d'accueil from French Polynesia, confirming your paperwork. If asked, you can show this to Customs officers at the airport upon arrival.

  • A note: You can’t have overlapping dates on Conventions. This means you can only be on one Convention at a time for each trip. For example, if you are working on multiple projects that overlap on dates, pick your main project. If each project is done at different times, then you will need a separate Convention for each.

  • To summarize who needs what: typically, postdocs, faculty and above, require a Procotol (Convention) and a Work Permit. PhD students require a Protocol. Masters students, undergraduates (including undergrad researchers), interns, etc, do not require either. Usually. If confused, check with station staff (it changes often and is absolutely as bewildering as it looks).

*note that there is an online portal on the Gump website to submit documents. It's been confirmed (Spring 2023) that submissions to this portal are not recieved - it is not checked. Instead, email all paperwork and follow up multiple times to confirm it has been submitted and cleared by the respective authorities. The status of this portal may change. 

Updated Apr, 2023

Take a quick test to determine if you require a visa.

Visitors holding a residence permit from one of the countries of the European Union or the Schengen Area are exempt from the requirement to obtain a visa provided that their residence permit is valid for the duration of their stay in French Polynesia.

Exemptions are also granted to holders of diplomatic passports or biometric passports of certain countries. For all short-term visas, visitors must provide their return ticket.

Any foreigner who wishes to stay more than three months in French Polynesia must apply for a long-term French Polynesia visa with the exception of citizens of the exempt countries (see #4).

It is the responsibility of each passenger to carry the proper travel documentation and to meet the entry conditions of each country on their itinerary.

• • • • Please see this link for entry via the United States: https://esta.cbp.dhs.gov/

      • Official website of the French Embassy for Chinese travelers: https://cn.ambafrance.org/article31742

Getting gear into French Polynesia:
Keep in mind that there is often a limit to what is brought into the country, if they are personal items or used for scientific work, and if they will be kept in the country or taken with you when you leave. Keep an inventory of what you bring with you, their estimated cost, and if they may be harmful to persons, the environment, etc.

Find more information here: https://tahititourisme.com/en-us/travel-planner/tahiti-visa-requirements/

Updated Apr, 2023

You will need a Carte de Séjour if you are:

• • a citizen of a country participating in France / EU visa waiver program (e.g., USA) staying longer than 90 days in a 180 day window OR

  • a citizen of a country not participating in France / EU visa waiver program staying for any length of stay

You can use this calculator to determine if you have overstayed your timeframe.

Information about the Carte de Séjour application can be found here.

You will need to know the location of your nearest French Consulate (USA, Canada, other)

Updated Apr, 2023

In order for you to ensure accommodation and lab space at Gump, you must make a reservation through the University of California RAMS (Reserve Application Management System). This should be done by the PI and include all personnel.

This reservation is also necessary to work out financials at the end of your trip.

Additional resources:

Rates and Fees: https://www.moorea.berkeley.edu/user-guide/rates-and-fees

Liability for staying on station: https://www.moorea.berkeley.edu/sites/default/files/documents/UCBerkeley waiver.pdf

Photo consent waiver (for classes staying on station): https://www.moorea.berkeley.edu/sites/default/files/documents/Photo consent waiver.pdf

Gump Station follows procedures developed by the University of California Berkeley’s Environment, Health and Safety (EH&S) Office.

About living on Station: https://www.moorea.berkeley.edu/user-guide

Submit completed forms here: https://www.moorea.berkeley.edu/user-guide/formalities/gump-station-forms

Updated Apr, 2023

Communicating the intent of a research project often goes beyond official reporting to government agencies. Communicating what we are studying and why it is important can:

(1) give people the opportunity to ask questions,

(2) allow for others to contribute important insight that could assist the project,

(3) give clear forewarning that we might be in in specific areas,

(4) provide occasions for educational outreach,

(5) among many other important elements of the scientific process

One way that we can do this is to connect to the Atitia Center or other organizations in the community (you can start here or here)

Once elements of research are completed, making results easily accessible and navigable should be a key priority eg. Moorea research library

Updated Jan, 2024

A fishing and sampling permit is required by the Direction des Ressources Marines (DRM) for any biological samples collected on SCUBA or within a marine protected area. However, regulations around what activities require this permit changes often. Please refer to the Gump website and contact Gump staff for information and access to this permit.

The DRM manages fishing and sampling of marine biodiversity in French Polynesia, the collection of protected marine species and collection within protected spaces (e.g., marine protected areas). If you do not know if you are sampling in a protected zone or collecting a protected species, you can visit the DRM website to check the current zoning map or the INPN website to check the current list of protected species. It is important to start early, as getting approval to sample takes time (visit #8 for more information on exporting protected samples). 

The reason this permit takes time to approve is that the local fishermen are consulted by the DRM in the approval process. This ensures that your project benefits the larger community.

About: Direction des Ressources Marines who to contact, and what they can do for you.

Updated Apr, 2023

Many types of samples are not regulated for international transport and can be freely moved between countries. To find out if your species need import paperwork, refer to #10 and the US Fish & Wildlife website.

Some species that we work with are classified as endangered and are regulated for international transport (e.g., corals) under the Convention for the International Trade of Endangered Species (CITES). To get approval for import of endangered species, you must fill out a CITES export application and declare your samples at the border of entry (e.g. USA border).

You can find the French Polynesia CITES export application in the user guide of the Gump website. There are two steps to the CITES export approval process:

• • • 1. You must first submit your CITES application to Gump staff at minimum 1 month prior to your departure date from French Polynesia.

      2. Once approved, you must then finalize your CITES permit one week ahead of your departure date (this means providing actual sample numbers) with Customs. Gump staff can again assist you with this submission and will send you an electronic copy first. However, you will need the hard copy from the Gump staff ahead of your flight home.

If you have a DRM permit for collection, your sample numbers must match what you have permits for. You will be unable to obtain your CITES permit if your DRM permit is not approved (see #7).

For import to USA: Once you have an approved and finalized CITES permit, you need to submit an eDec (electronic declaration) with US Fish & Wildlife and have it approved to bring your regulated samples into the USA. Do not forget to declare your samples at the border crossing (airport). Depending on the port of entry, it is usually necessary to call Fish & Wildlife to let them know you are on your way (they may ask to meet you at the airport, or for a fee).

Submit forms: https://www.moorea.berkeley.edu/user-guide/formalities/gump-station-forms

Updated Apr, 2023

All sampling of biodiversity in French Polynesia that is intended for genetic (DNA or RNA-based) processing requires researchers to complete a declaration to the Department of the Environment in French Polynesia (Direction de l’Environnement (DIREN). France (and by association, French Polynesia) is a signatory to the Convention for Biological Diversity (CBD) and is therefore responsible for compliance with the CBD’s Nagoya Protocol on Access and Benefits Sharing. Specifically, this protocol addresses “access to genetic resources and the fair and equitable sharing of benefits arising from their utilization” that maintains transparency on procedures associated with genetic data collection and reciprocity with the country in which the samples were taken.

The declaration form is called an Accés et Partage des Avantages (APA), meaning Access and Benefits Sharing. The goal of the APA is to implement the Nagoya Protocol and ensure fair and equitable sharing of benefits arising from the use of genetic resources and associated traditional knowledge.

General information: fr. en.

APA: fr. en.

If you are taking samples for genetic processing purposes, please contact Gump staff for paperwork, or follow the links on the above APA website.

Updated Apr, 2023

Regulations around importing samples back into your home country can be highly specific to your country and what you are importing.

• • if it is a protected biological material: see #7/8

  • if it is not something you need to declare, keep in mind that it is often prudent to travel with documentation of what you are transporting, and that it is scientific goods, and the final destination of the samples

USA: If you have regulated samples (e.g. coral, other protected species), visit #7, 8 and 9 to see what permits and paperwork you will need to complete to import samples into the USA (e.g. eDec)

Shipping into Moorea: 

Shipping large amounts of gear/material can take months of planning, customs negotiations, and shipping containers. It is best to start 6-9mo in advance if possible and contact station staff. Shipping chemicals also requires information on hazardous transport and disposal once you are done. Finally, anything that will not be used on a laboratory bench top and is over a certain value amount will need to be declared through customs.  Here is an Import Request Form to do so. Inventorying all gear before leaving a home institution is a good idea, should anything get lost and need to be recovered. 

Updated Apr, 2023

Should you require any underwater structures to be put in place (e.g., permanent or semi-permanent buoys, cages, data loggers, etc.) in the public domain (lagoon or open water) you must get authorization from the Land Affairs Department.

Please note that this should be done before all in situ experiments and you may need to contact your PI to determine if this permit has already been obtained.

If you will be occupying space in the public domain, please contact Gump staff for paperwork.

You do not need additional permitting to work with seawater flowthrough systems, mesocosms, or land-based systems, but it is important to check with Gump staff to ensure availability. You may need to fill out an application if a PI already has these resources reserved.

Remember: leave no trace, clean up your experiments and refuse when experiments are completed!

Updated Apr, 2023

If you would like the assistance of volunteers or additional employees from French Polynesia or elsewhere, and they are not already included on a scientific visa, work permit, or convention, please contact Gump staff for paperwork. Here is a participants form  provided  by the Gump Station site as a guide

Planning collection with publication in mind: Some journals have specific reporting requirements associated with collection sites (e.g. gps points, permitting organizations or signatures, export documentation, etc). It is often important to at least be aware of field-accepted (if not journal- or field-specific) requirements prior to arranging work on Station so that all the appropriate metadata is collected and can be reported.

Publication access: There are a few places where research can be publicized, in addition to scientific journals. This can be important for (1) reaching others in the scientific community who might be interested, (2) collating data in a localized way, (3) making sure that research is accessible to the local community, (4) archiving research for reporting reasons, among many other reasons. Here are some important links to consider:

• 1. Summarize your paper in an accessible language for local community to understand what you have discovered by clicking this link

  2. If you are part of the MCR, add your paper to a list of MCR publications here and data use/management here.

  3. Note that the “Gump Research Station” has both an Instagram and Facebook page sometimes publicizes new projects and events that are happening on station! Check in with Gump Station staff for more details.

Updated Apr, 2023

Gump station typically has a number of cars available to check out for research related needs. The fleet usually consists of 1-2 electric cars with limited range and 1-2 gas powered trucks to transport people and boats. Most of these vehicles are now automatic transmission. 

To drive these vehicles, you must have a valid US driver’s license, be in good standing, and are typically the researchers and faculty living on station (i.e. have a bachelor’s degree or over set age limit - check with front office). You must also sign a liability waiver - please ask at the front office. Research teams are not responsible for gas.

To use these vehicles, they must be reserved and checked out on the white board in the front office.

For more information: https://www.moorea.berkeley.edu/user-guide/use-guidelines/driving-around-moorea

Updated Apr, 2023

All operators need to carry a California Boaters License. There are many ways to do this. It’s strongly recommended that you do this before coming to the field, as it’s a time sink (pun intended)

Here’s an example of how to get a Boater’s license:

• • 1. https://californiaboatercard.com/applynow/ register here.

    2. Indicate that you have not taken Boating Safety Education at this time. pay $10.

    3. After paying, you will receive an Application ID number.  Record this number somewhere.  You will need your Application ID number to upload to whichever website you use to take the California Safe Boater exam.

    4. Once your payment is processed, you will be taken to a page with a link to various online resources that offer the exam.  Complete the exam: http://californiaboatercard.com/courses/ Many of these sites charge a fee to take the exam, but the BoatU.S. Foundation site will let you take the exam for free.

    5. Here is the URL for the BoatU.S. Foundation website, but you simply can click on the link for the BoatU.S. Foundation from the California Boater Card site: http://www.boatus.org/california/

    6. Once on the BoatU.S. Foundation website, you need to create a free account and then choose your state. Even if you are a resident of another US State or Territory, select "California." The website asks for a voluntary $10 donation to help keep the cost of their online course free, but you have the option to remove it from your cart and not pay anything. Once you have completed that step and created your account, you can select the "CA Boater Exam" from the "My Course" option.

    7. Take the course

    8. Once you pass the Final Exam, you enter in the Application ID that was sent to the e-mail that you provided when you registered on the California Boater Card website.

    9. You will receive an electronic copy of your CA Boater Card as soon as the California Division of Boating and Waterways receives the automated confirmation that you passed from the BoatU.S. Foundation site.

    10. The California Boater Card could take up to 3-4 weeks to receive your permanent California Boater Card (looks like a credit card). Cards are valid for life, so you only need to do this once (unless you are cited for a violation)

There are several kayaks and a paddle boards available for use on station - contact the front office for questions about availability and status

Gump guidelines for use can be found here: https://www.moorea.berkeley.edu/user-guide/use-guidelines/boats

Those wishing to operate a Station boat must be approved first. See the Small Boat Operation Application  and the boating safety manual. Please follow instructions from Waterfront Safety Managers and manuals, carry appropriate equipment, and have a float plan. If boats are overdue, alerts (revisable on the water!) will be sent to managers to ensure your safety.

Those wishing to operate an LTER boat must contact and be approved by the LTER boating and safety officer.

Updated Apr, 2023

Please refer to your institution’s dive or field safety officers to complete any necessary pre-field trip paperwork for water activities. For boating regulations, see #15.

Diving is a strictly regulated water activity. Diving at Gump requires AAUS certification and a letter of reciprocity must be provided by your home institution’s dive safety officer (DSO) to the University of Berkeley’s DSO (currently Jim Hayward) for clearance.

A fishing and sampling permit is required for any samples collected on SCUBA or within an MPA - see #7.

Updated Apr, 2023

There is no outlined code of conduct for Gump Station. In lieu of this, you should follow your home institution's code of conduct and consider the codes of conduct for the MCR-LTER as outlined below. 

Find information about building an inclusive work environment, preventing harassment, reporting unwanted behavior, and more here

LTER code of conduct:

Expected behavior

• • • Treat all participants, attendees, staff, and vendors with kindness, respect and consideration, valuing a diversity of views and opinions (including those you may not share).

    • Communicate openly with respect for other participants, critiquing ideas rather than individuals.

    • Refrain from demeaning, discriminatory, or harassing behavior and speech directed toward others, whether in person, in print, or online.

    • Be mindful of your surroundings and of your fellow participants.

    • Respect the rules and policies of the meeting venue.

    • Abide by principles of academic integrity and ethical professional conduct.

MCR code of conduct:

The Moorea Coral Reef (MCR) LTER site neither condones nor tolerates harassment or intimidation of any kind including, but not limited to, hazing of new participants, physical or verbal intimidation, and sexual harassment. While deployed in the field, many of our project participants stay in relatively close quarters sometimes sharing these spaces with other science groups and/or other university classes/groups for extended periods of time. Our field teams each year have participants new to field work, and/or new to Moorea, which presents challenges to everyone involved beyond the conditions of working at a remote field site. Our long history of excellent science is built upon collaboration and teamwork. We encourage anyone who feels that they have been harassed or bullied in any way or that may have witnessed incidents involving harassment or bullying, to contact their team leader, project PI, and/or the MCR LTER Lead-PI or Co-PIs. Communication is essential. It is our core belief that all MCR participants demonstrate respect for each other and everyone else with whom they work in the U.S., while deploying and when deployed in the field.

MCR Prevention of Harassment: http://mcr.lternet.edu/about/mcr-policies/prevention-harassment

Updated Apr, 2023

Each individual institution typically has its own specific policies about travel abroad, liability, occupational health and safety, watercraft usage, scuba regulations, and codes of conduct. It is important to be aware of these policies and regulations as you represent your institution and safe, productive, culturally aware members of a scientific community.

Projects funded by specific agencies also have specific guidelines they must follow. For example, NSF-funded projects with off-campus and off-site research must include a written plan to foster safe and inclusive environments, per NSF PAPPG (2023; chapter Chapter XI.A.1.g as of Jan, 2023). Therefore, visiting researchers funded by NSF projects as of Jan, 2023 should be aware of this plan (see FAQs).  Here are a few resources from different university grant offices you could use to get started on building a plan: Harvard, Dartmouth, Berkeley, and Columbia. Note that these templates also emphasize a strategy to disseminate the SAI (safe and inclusive) working environments plan to all members of the group. This website can be one resource included in the SAI, but it is not a plan, nor can the language be co-opted into a plan.

Updated Apr, 2023