R/V Urraca - Chief Scientist's Checklist

1. Permits for operations inside Panama
2. Permits for operations outside Panama
3. Cruise financing
4. Cruise plan and participant questionnaires
5. Medical insurance of science party
6. Scuba diving and accident insurance
7. Hazardous materials/equipment
8. At Sea
9. Communications
10. End-cruise
11. Time-line summary

1. Operations inside the Republic of Panama

Channels any applications for research in national parks and other restricted areas and for all exports of specimens and samples through the Naos Administrator’s office 3 months before they will be needed and presents approved permits to the Vessel Superintendent before sailing.

2. Operations outside the Republic of Panama

Vessel Permission: Presents materials needed for such a request to the Vessel Superintendent's office 9 months prior to the cruise. Research and Specimen-export Permits: Arranges with foreign authorities such permits as necessary.

3. Cruise Financing

Completes financial arrangements and the preliminary payment with the Vessel Superintendent 30 days before the cruise.

4. Cruise Plan and Participant Questionnaires

At least one month before the sailing date sends the Cruise Plan to the Vessel Superintendent and ensures that each cruise participant submits a Cruise Participant Questionnaire through the Urraca webpage.

IMPORTANT NOTE: The passport numbers (Cedulas of Panamanians) of all cruise participants are essential information for the ship. For security reasons those cannot be included in the cruise plan or participant questionnaires, which are sent by email. The chief scientist is responsible for providing that information by telephone (+507 212 8788) or fax (+507 2128790) to the Vessel Superintendent.

5. Medical Insurance

Judges the health and medical conditions of each member of the Scientific Party to assess the liability they pose to the scientific mission. Ensures that all non-SI personnel in the scientific party have the required international medical insurance coverage.

6. Scuba Diving activities

At least two months before the cruise, supplies a Dive Plan and verification of diving credentials for all participating divers to the STRI Diving Officer.

Proposes a diving supervisor from among the scientific party, to be approved by both the lead Diving Control Board and the STRI Dive Officer.

Ensures that all divers have DAN Diving Accident Insurance.

7. Hazardous Science Materials/Equipment

Assigns a laboratory coordinator who deals with such materials/equipment

Provides: (i) appropriate spill control equipment; (ii) MSDS's not currently on-file with the Urraca for any hazardous material that will be brought on board.

Predetermines procedures for response to the types of spill situations that can be anticipated, and provides all the necessary equipment to deal with such spills.

Provides protective equipment for all personnel (including the ship's crew) likely to be exposed to hazardous materials brought onboard by the scientific party.

8. At Sea

• Is responsible for the safety of the scientific operations, subject to the Master's authority.
• Supervises the work and safety of the scientific party.
• Oversees the laboratory coordinator, who ensures safe working conditions relating to any use of hazardous chemicals.
• Provides the Master information relating to the use of hazardous chemicals by the scientific party.
• Conducts a pre-cruise briefing for the Master that covers cruise objectives and procedures, and amplifies the cruise plan.
• Provides a "Plan of the Day" to the Master in a timely manner (by the preceding evening).
• Assigns bunks for the scientific party.
• Ensures that members of the scientific party are aware of and comply with shipboard regulations.
• Ensures that the following minimum numbers of science personnel actively participate in deploying and retrieving A-frame samplers: Dredge -3 persons (4 if the ship is moving a lot due to weather conditions). Grab - 3 persons (4 if the ship is moving a lot due to weather conditions).Trawl – 4 persons. Plankton net – 2 persons.
• Consults with the Diving Supervisor concerning progress of work, dive plan, problems and safety issues.
• Oversees storage of the scientific party's equipment and personal gear.
• Ensures cleanliness of the science party's accommodations and work areas.
• Promptly reports all accidents, injuries, and damage to the Master.
• Coordinates use of any of the ship's equipment (e.g. small boats) with the Master.
• Requests any alterations to the meal schedule, in advance, with the Cook.

Dive-boat tenders

If the passengers of a ship’s dinghy will be SCUBA diving, a boat tender, who will remain on the dinghy, is necessary except when diving is done within sight of the R/V Urraca and another small boat is available at the ship to come to the rescue. If the dinghy passengers will be snorkeling in the vicinity of the anchored dinghy, no tender is necessary, except in areas of high wave action or current flow. The Captain will determine whether the local conditions require a tender or not.

It is the Chief Scientist’s responsibility, before the cruise, to familiarize the STRI diving officer and Captain with diving activities planned on the cruise, so that the boat-tender situation is adequately covered.

9. Communications

Is responsible for all ship-to-shore communication costs incurred by the Scientific Party.

10. End-cruise Requirements

Supervises cleanup of work areas and living quarters by the Scientific Party before departing from the ship.

Organizes unloading of the Scientific Party’s equipment.

Completes a UNOLS "Research Vessel Cruise Assessment by Chief Scientist" report on the ship’s computer before departing the vessel.

11. Timeline summary for pre-cruise submissions

• By July of the year preceding the cruise
  Submit a NSF-UNOLS Ship Time Request Form
• Nine months before a cruise outside Panama
  Send information needed for STRI to request permission for the ship to visit that country.
• Three months before a cruise within Panama
  Make applications for research permits to work in any national parks/restricted areas within Panama and for export/import of scientific specimens from/to Panama.
• Two months before a cruise
  Submit all materials relating to the cruise Dive Plan and diving certification of all divers to the STRI dive officer.
• At least one Month before the cruise
  Submit a Cruise Plan through the Urraca webpage.
  Ensure submission of a Participant Questionnaire for each cruise participant through the Urraca webpage.
  Complete prepayment of ship usage fees with Ship Superintendent.
  Propose modifications to menu received from Vessel Captain.
• One week before the cruise
  Complete arrangements for loading scientific equipment and personnel on the ship and notify the Vessel Superintendent of such plans.