Cruise Information and Resources (Working Copy)

Cruise Planning Information & Resources

Thorough cruise planning is essential to a cruise's success.  This starts in the proposal writing phase and carries through to after the cruise is complete.  Whether this is your first time or your 100th time, planning for a cruise takes a lot of time, good communication and attention to details.  

Below are links to information outlining the key aspects of pre-cruise planning including basic timelines, available community resources, permits, packing and shipping, and more. This is general information and should be used in conjunction with vessel operator's policies and procedures.  Any vessel-specific questions should go directly to the operator's cruise planning personnel.   The UNOLS office and the vessel operators are here to answer any questions you may have, even during the proposal writing phase.

Page Outline:

• General Planning Timeline
• Additional Resources: Vessel Cruise Planning Websites
• Additional Resources: Foreign Ports and Marine Science Research Clearances
• Additional Resources: Packing & Shipping Best Practices
• Additional Resources: Available Equipment and Services
• Additional Resources: Isotope Work - Radioisotopes, Natural Isotopes and Stable Isotopes

General Cruise Planning Timeline

Below is a general timeline containing items to keep in mind while planning your research cruise. Please note this is for reference only.  Each vessel has their own specifics.  Please see each vessel's Cruise Planning Website and contact the vessel operator with any questions.

When you are writing your research funding proposal (ideally 18-24 months before cruise):

• Submit a UNOLS Ship Time Request Form (attach a copy of your submitted request to your funding application, you must create an STRS Member Account to fill out a ship time request)
• Request travel funds to attend a pre-cruise meeting
• Request funds for marine technical services that are not included in the standard vessel day rate.  Each ship has marine technical support built into their ship budget.  This varies by ship, but generally the Marine Techs (MTs) are in charge of supporting all of the shipboard scientific instrumentation and equipment.  The MT role extends to deck support on some ships.  Additional support (beyond what is included in a vessel's Basic Services) could include technical support to analyze water samples, an additional tech to perform 24hr operations, or an additional tech to operate a specific piece of equipment.  If there is question about whether the technical support you require will fall within the vessel's basic services, contact the operator and/or your science Program Manager to discuss. 
• If working in/out of a foreign port and/or applying for a foreign marine science clearance,
  • read the White Paper and Appendix 1 on working in foreign ports and requesting foreign research clearances.
  • request funds for foreign collaborators
  • request funds for foreign observers
  • request sufficient shipping funds
• Expecting to need any equipment or services from the Other UNOLS Facilities?   Contact the facility operator to understand how and when to request the information and whether it should be budgeted in your proposal.
• Request sufficient funds for additional bandwidth if required. 

After you are funded (7-12 months before your cruise):

• If you are requesting a marine science research (MSR) clearance, start the process at least 7 months before cruise.  Review the Working in Foreign Port and Foreign Waters section below.
• If working in/out of a foreign port, review the Working in Foreign Port and Foreign Waters section below
• Begin any/all environmental permitting processes as soon as possible.  This includes and is not limited to permits for:
  • Seismic Reflection Studies 
  • Working with resources protected by the US Fish & Wildlife or NOAA's Office of Protected Resources
• Request a pre-cruise meeting either by phone or in person.  Ideally the pre-cruise meeting is 6-9 months in advance of the cruise.  This could vary depending on the complexity and the location of the cruise.
• Reserve portable equipment including winches, laboratory vans, or other pooled equipment (e.g. MOCNESS, SeaSoar, Triaxus, etc).  See the UNOLS pooled equipment and services for more information on facilities available.  Note:  These facilities are available on a first-come, first-served basis.  The sooner they are requested, the better chance there is of getting one.  
• Continue discussions around expanded bandwidth/telepresence as required.
• Start conversations regarding Unmanned Aerial System (UAS) if required for the cruise.  Read the The UNOLS Scientific Committee for Oceanographic Aircraft Research Policies and Procedures on using UASs onboard the vessels within the US Academic Research Fleet (ARF).

Before your pre-cruise meeting (2-6 months before your cruise – depending on cruise complexity):

• Complete the vessel specific pre-cruise questionnaire.
• Familiarize yourself and your scientific party with institutional shipboard policies and procedures.
• Contact the institution's technical support group for
  • Loading plan for deck & interior spaces
  • Special fabrication or engineering needs
  • Winch & wire needs
  • Customs requirements for scientific equipment
• Review procedures to shipping gear to the vessel.
• Review US export control restrictions:
  • Export control compliance
  • Contact your institutional export control officer as well as the vessel operator
• Using isotopes? 
  • Review vessel radioisotope policies and procedures
  • Request an Isotope Laboratory Van
  • Review the UNOLS Radioisotope Awareness Information
• Bringing Lithium Batteries onboard? 
  • Discuss this with the vessel operator 
  • Review the UNOLS RVSS Lithium Battery information (Chapter 9)
• Planning to use scientific diving in your program? 
  • Review institutional scientific diving policies and procedures.
• Planning to use your science provided portable winch and oceanographic wire?
  • All over-the-side handling gear must meet the UNOLS RVSS Appendix A and Appendix B guidelines.
  • Discuss your equipment with the vessel's Marine Superintendent.

One month prior to sailing:

• Follow-up on any loose ends.
• Work with the vessel operator to submit the information for Notices to Mariners if deploying buoys, moorings or any other sort of fixed gear.

Two weeks prior to sailing:

• Complete any Cruise Participant information
• Finalize Science Cargo Manifest
• Finalize Berthing Plan
• Complete Hazmat Forms as required

Immediately following the cruise:

• UNOLS Post-Cruise Assessment Report
• Marine Science Research Clearance preliminary cruise report (as indicated by your Diplomatic Note)

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Although the general cruise planning process is similar for all UNOLS vessels, each vessel and institution has their own regulations and procedures.  It is important to understand these regulations.  Click on a vessel's name in this table to access each vessel's Cruise Planning page.

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Working in Foreign Ports and obtaining Marine Science Research Clearances requires an extra amount of planning and diligence as mistakes can be costly.  Below are some resources specifically geared towards working in foreign ports and foreign waters.

• White Paper - Working in Foreign Ports and Foreign Waters
• Appendix 1 - Best Practices for working in foreign ports and obtaining clearances
• Foreign Portcalls, the Vessels and the PIs 2010-2017 ​
  ​Learn from the PIs and operators who have already worked in the port you are to call or obtained a clearance from the country from which you hope to obtain a research clearance.  This lists is a summary of the foreign portcalls made (by year, vessel and PI) and the marine research clearances obtained (by year, vessel and PI).  These PIs and operators can be a resource for the dos and don'ts of a port or clearance request, packing and shipping, agents, lessons learned and much more.
• Marine Research Clearances 2010-2017

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Each vessel is equipped with a suite of scientific instrumentation and equipment.  Some equipment can only be used on a particular vessel while other equipment (e.g. MOCNESS) can be shared between vessels.  To get a better idea of the instrumentation and equipment available within the US Academic Research Fleet, visit the following webpage: 

• Vessel Instrumentation and Equipment Inventories

There are also other facilities of equipment and services that are available to assist your science – from coring support to ocean bottom seismometers to data support.  Some of these facilities are billed through the vessel operator while some go through the science grant.  If you hope to use a facility, it is important to contact the facility point of contact during the science proposal writing stage to understand the equipment/service fees and if these need to go into the science proposal budget.

• UNOLS Facilities
• Equipment and Services Pools

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If Using Radioisotopes:

• Contact the vessel operator to ask about their particular policies and procedures.  The radioisotope approval process can take time so start early.

• Make yourself and your fellow radioisotopes users aware of the problems that radioisotopes can cause on natural isotopes work by reviewing the UNOLS Radioisotope Awareness information. 

If Conducting Natural Isotope Work:

• The US ARF Vessels are regularly tested for 14C and 3H via the University of Miami's Tritium Laboratory and specifically the Operation SWAB program.   Previous vessel SWAB test results can be found in the UNOLS Document Repository by searching on the Vessel Name and SWAB (e.g. Revelle SWAB) to find records of the SWAB test results. 

If Using Stable Isotopes:

• It is important to discuss stable isotope use with the vessel operator.  Each institution has their own policies and procedures regarding the use of stable isotopes onboard their vessels.  The UNOLS Stable Isotope Recommendation is a good point of reference but the operating institution has the final word. 

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