# Presentation: 248694

## NOAA Ship NANCY FOSTER Users’ Meeting

- CAPT Emily B. Christman, NOAA
- Commanding Officer
- Marine Operations Center - Atlantic
- December 10, 2007

## MOC ORG CHART

- Director
- Marine and Aviation Operations Centers
- Kenul, Ablondi

- Plans & Policy
- (including Labor Relations)
- North, McAdam

- STEC
- Friske

- Resource Mgmt
- Howell

- Electronics Eng
- Colohan

- CO, MOC-A
- Christman

- Operations
- Gruccio

- CO, MOC-P
- Bullock

- Operations
- Devany

- Marine Eng
- Wilmot

**MOC ORG CHART**

## Project/Cruise Instructions

- Purpose:  Covers scientific and technical aspects of the field work.
- Submission Deadlines:
- Draft:  To MOC for comment 3 months prior.
- Send to _[ChiefOps.MOA@noaa.gov](mailto:ChiefOps.MOA@noaa.gov)_ and _[FOO.RONALD.BROWN@noaa.gov](mailto:FOO.RONALD.BROWN@noaa.gov)_
- Final:  Approved by MOC & Program Manager 1 month prior to the start of the cruise.
- Timely submission ensures requested capabilities are in place.

## PI Should Include...	

- Haz Mat
- Travel orders, dietary requirements
- Foreign nationals
- Deemed exports
- Please do not include links to MOCDOCS.  Because of NOAA Fleet sensitive information in MOCDOCs, and the fact that some laboratories post their project instructions on the web, the actual website address should not be included. The MOCDOC site is available to all NOAA personnel.

## Assignment of Bunks

- “In accordance with nondiscrimination policies concerning applicant referral and personnel hiring, quarters assignments may be realigned when necessary to accommodate men and women.”
- Bunks may be redesignated scientific/crew as necessary to accommodate the ship's crew gender mix.
- It is possible that on occasion a crewmember and a scientist may share a room.

## Travel Orders For All	

- All NOAA employees deploying to sea must be on travel orders.
- All non-NOAA scientists must have some arrangement to cover unexpected meals and lodging.
- WHY?
- Ship may become uninhabitable.
- Galley may be closed to allow relief for cooks.

**Notes:**
SAMPLE CRUISE INSTRUCTION VERBIAGE RE MEALS AND TRAVEL ORDERS (MODIFY TO SUIT YOUR SITUATION): 

Meals are required for up to xx scientists, 3 times daily beginning one hour before scheduled departure, extending throughout the cruise, and ending two hours after the termination of the cruise. All NOAA scientists will have proper travel orders when assigned to the NOAA Ship XXXXXXX. The Chief Scientist will ensure that all non NOAA or non Federal scientists aboard also have proper orders. It is the responsibility of the Chief Scientist to ensure that the entire scientific party has a mechanism in place to provide lodging and food and to be reimbursed for these costs in the event that the ship becomes uninhabitable and/or the galley is closed during any part of the scheduled project. Since the watch schedule is split between day and night, the night watch may often miss day meals and will require adequate food and beverages (for example a variety of sandwich items, cheeses, fruit, milk, juices), during what is not typically meal hours. Special dietary requirements for scientific participants will be made known to the ship’s command at least seven days prior to the survey. 

## Passports For All

- All NOAA employees must have official passports _in their possession_ if foreign port calls are scheduled.
- Issued at no cost to the traveler.
- Travel orders are not needed to apply for a passport.
- Unexpected events may force an unscheduled port call.
- Weather, mechanical failure, personnel emergency.
- If joining or leaving the vessel in a foreign port, official visa and country clearance from the State Department are required.
***	******	******          ******30 days’ advance notice required***
-        (not applicable for those arriving AND departing on the vessel)
**Everything is covered in the NOAA Travel Regulation and at  **_[http://](http://www.ofa.noaa.gov/~finance/travel.html)__[www.ofa.noaa.gov/~finance/travel.html](http://www.ofa.noaa.gov/~finance/travel.html)_

**Notes:**
Even if a foreign port call is not on the schedule, things happen at sea. Especially for ships like RB that routinely operate away from the U.S. coast, it might be wise for everyone to have their official passports onboard for all cruises. Merchant marine documents, driver’s licenses, voter registration cards, and military IDs are NOT proof of U.S. citizenship. Even if a foreign country allows a U.S. citizen to land without a passport or visa, the U.S. may not permit that person to return.

The Chief Scientist is responsible for obtaining country clearances and visas if needed. Note: The State Department requires country clearances for all U.S. government employees traveling to or through any foreign country on official business—even Canada. Visa requirements vary by country. 

## Foreign Research Clearance Requests

- Submit requests to the NOAA Research Vessel Clearance Officer (Wendy Bradfield-Smith) six to nine months prior to the start of the cruise.
- When received, authorization is forwarded by Wendy to the Chief Scientist and the ship.
- Send preliminary Cruise Report to Wendy within 30 days of completion of cruise.
- _[Wendy.Bradfield-Smith@noaa.gov](mailto:Wendy.Bradfield-Smith@noaa.gov)__, _
- 	757-441-6172.

## Foreign Nationals Aboard Ship

- NAO 207-12 requires that Foreign Nationals be cleared by NOAA CAO before they come aboard.
- The sponsoring program is responsible for compliance with NAO 207-12.
- If a FN is part of a scientific party, a US-NOAA member of the party must be designated as Departmental Sponsor.
- The FN must ALSO be cleared by the servicing Security Office.
- The ship CO does not have the authority to waive these requirements.

## Deemed Exports Requirement

- Equipment or technology brought aboard the ship by NMAO is the ship’s responsibility.
- Equipment or technology brought aboard the ship by a scientific party is the scientific party’s responsibility.
- Must be classified according to Export Administration Regulations (EAR)
- Access controls must be developed
- Each needs to know what the other has, since either may sponsor a FN.

## Controlled TechnologyAboard NANCY FOSTER

**Applanix POS/MV IMU **
**Simrad EQ1002**
**SG Brown Meridian Gyro System**
-                 as of September 2007

**Notes:**
Using the facility Access Control Plan, technology controlled for F/N’s country is identified and potential for deemed export event determined.  Program notified of access restrictions or need to obtain license.  License approval takes 60—180 days.  Access to technology is not allowed without valid exception or license approval.

## We Can’t Accommodate...

-     NOAA ships have not been assessed for access by persons from countries designated as Sponsors of Terrorism or countries subject to embargoes or special controls.
- 	As of November 2007, this includes
**CUBA****	****	**** IRAN ****	****NORTH KOREA****	**
**SUDAN****	****	****SYRIA****	**

## Lost Days Policy

- Ship Allocation Plan:  is based on $$.
- Detailed Sailing Schedule:  DAS must add up the number on the FAP.  Shifting days across fiscal year quarters is problematic.
- Lost days: generally are not made up. See policy paper attached.
- RHB variable cost for FY08 ~ $10.9K /day.

**Notes:**
OMAO Policy on Allocated Program Funded and Marine Services Funded Operating Days that are not Accomplished
NOAA Marine and Aviation Operation’s (OMAO) Marine Operations Center (MOC) provides at-sea service, in the form of operating days at sea and related support to NOAA programs. Funding for sea days generally comes from two sources:

1. OMAO funded operating days are centrally funded by the Marine Services budget line item and allocated to NOAA programs each fiscal year by the Fleet Council, via the Ship Allocation Plan;
2. Program Funded Operating Days are funded by individual NOAA Line Offices and/or Programs, and are additions to the centrally funded allocation.

This policy addresses marginal operating days added to an annual allocation with program funding and marginal Marine Services funded allocated days that are not accomplished. It is not intended to address unusual situations when a significant number of days may be added to a vessel allocation with program funds provided to cover both fixed and variable costs to operate the vessel or, when a significant number of operating days are not accomplished because of an unexpected lengthy delay in a shipyard or a planned major repair. These situations will be treated on an individual basis to ensure both operational and programmatic needs receive full consideration.

The following policy will: define allocated operating days that are not accomplished; identify actions when an allocated day is not accomplished; define a Program Funded Operating Day (PFOD); and describe how PFODs are acquired and how funds will be returned if a PFOD is not accomplished.

Background on Allocated Operating Days that are not Accomplished
Allocated operating days on NOAA ships are not accomplished for a variety of reasons including inclement weather, critical personnel for minimum safe manning or scientific mission not available at time of scheduled sailing, mechanical breakdowns, mission or ship’s equipment malfunctions, early project completions, or program cancellations. This policy clarifies OMAO’s actions if an allocated operating day is not accomplished.
• The majority of NMAO’s annual ship operations and maintenance budget covers fixed costs such as crew salaries and benefits, food, supplies, utilities, communications, training, travel, security, ship maintenance, etc. Most of these costs are incurred whether the ship is at sea or in port.
• Ships at sea, with or without a scientific complement aboard, incur in addition to fixed costs, variable costs, which include vessel fuel, average daily crew overtime cost, communication costs for scientific communication and data transfer, and miscellaneous supplies.
• Allocated operating day(s) that are not accomplished due to ship emergencies, mechanical breakdowns or mission equipment malfunctions rarely result in cost avoidance for OMAO. The avoided variable costs are typically offset by increased costs for unscheduled repairs, contracts, utilities, security, etc.
• Ship schedule changes with short notice are logistically difficult. Both OMAO and NOAA programs should strive to plan ship schedules well in advance of cruises and to avoid schedule changes with short notice whenever possible.
• Operating day(s) conserved through efficient operations (i.e., early completion of project) can result in some cost avoidance. Efficient operations are encouraged.

Policy on Allocated Program Funded Operating Days that are not Accomplished:
If a NOAA Line Office or Program transfers funds to NOAA Marine and Aviation Operations to add operating days to a NOAA vessel(s) during the year of execution, the following guidelines apply:
1. The cost of an operating day will be priced at the daily variable cost to operate the vessel. The variable cost includes vessel fuel, average daily crew overtime cost, communication costs for scientific communication and data transfer, and miscellaneous supplies. The variable cost may vary by vessel and by year. The variable cost will be estimated by the Marine Operations Center.
2. Program funded operating days can either be purchased for a particular block of time, e.g., for an individual cruise or project or specific days during that project, or, to increase the total number of operating days for a particular ship(s) on the allocation plan.
3. If program funded days for a specifically identified block of time are not accomplished due to early completion, weather, unscheduled maintenance or days cancelled by the program, the program will be refunded the variable cost for those days.
4. If program funded days are added to increase the operating tempo of a vessel, any refund for unaccomplished days will be determined by the percentage of the allocation that was not accomplished due to early completion, weather, unscheduled maintenance or days cancelled by the program. For example if a vessel accomplished 94% of its annual allocation, the program would be refunded 6% of the variable cost that was provided for that vessel by the program.
5. The evaluation of allocated operating days that are not accomplished will be done at the end of the third quarter so that any program funds that would expire at the end of that fiscal year can be refunded and obligated before their expiration. An evaluation will also be done in the fourth quarter and any associated refund will be provided in the first quarter of the next fiscal year, or in the case of a Continuing Resolution, as soon as possible after the full year appropriation.
Because of uncertainties in the date of annual appropriations, costs for program funded days will be determined using current variable cost rates and funds transferred to OMAO at the time funds are allotted by NOAA to Line Offices after a full year appropriation.

Policy on Allocated Marine Services Funded Operating Days that are not Accomplished:
1. Weather Day(s)
a. Day(s) not accomplished due to weather will not be made up at a later date.
b. An allowance for weather days should be factored into the sea day request by the program based on expected weather conditions at the project location and the likelihood for lost time due to weather.
2. Ship Emergency or Mechanical Failure or Mission Equipment Failure Day(s)
a. Day(s) not accomplished due to an emergency (e.g., fire), or mechanical failure (e.g. generator/main engine breakdown) or mission equipment failure (e.g. cranes, winches, CTD/Rosette) Day(s) will not be made up at a later date.
3. Personnel Day(s)
a. Day(s) are occasionally not accomplished due to personnel reasons, including lack of qualified personnel, medical/family emergency, injury or accident, etc. This occurs for both crew and scientists.
b. Day(s) lost for personnel reasons (either ship’s crew or science party) will not be made up at a later date.
4. Allocated Operating Day(s) Remain After Project Instructions Have Been Accomplished
a. Ship will return to port.
b. Final Project Instructions should identify additional work that could be accomplished if primary project objectives are met before all allocated days are accomplished due to unusually good weather or efficiency so the additional work can be planned before the start of the project.
c. Days allocated but not accomplished due to efficiently accomplishing the project instructions cannot be added to another project (with the exception of item 5.b. below).
5. Transfer of Operating Day(s) across a Line Office’s Programs, To another Line Office, or to Other NOAA Programs
Project days are allocated by the Fleet Council. In accordance with NOAA Administrative Order 201-101, any change in allocation greater than 5 days must be approved by the Fleet Council. 
 Commanding Officers of Marine Operations Center Atlantic or Pacific have discretion on changes of up to 5 operating days. They can allocate or reallocate up to 5 operating days in one ship’s schedule or may reallocate among ships located in the same port satisfying similar missions for the same program office, if reasonable.

## IT Security Issues

- IT Security Course
- Chief Scientist must ensure all scientists are up to date on the required NOAA IT Security course
- Network Security
- All computers attaching to the ship’s network must have up-to-date NOAA-required antivirus software.

**Notes:**
Contact Greg Bass, 301-713-7734, Gregory.Bass@noaa.gov, if you are not a NOAA employee and wish to take the IT Security Course before you come aboard.  

## Emergency Contact Info

- Complement List
- Acknowledging Standing Orders

## NOAA Health Services Questionnaire

- Submit to Regional Director of Health Services        30 days before the cruise.
- 30 days is usually adequate time for review, unless there is a complicated waiver issue.
- Seven days prior to start of the cruise is a bare minimum – if there is a problem, the person may not be cleared to sail.
- Minors must submit NOAA Medical Form for Minors (NMFM).
- FILL OUT THE FORM COMPLETELY!
- For example, if listing a medication, include what it’s for.
- Under current policy, TB test is a show-stopper.
- TB test must be less than one year old;
- TB test must not expire during the cruise.

## Post-Cruise Obligations

- Send Preliminary Cruise Report to Wendy within 30 days of completion of cruise.
- Electronic submission (e-mail) is preferred.
- Microsoft Word is preferred format.
- Should go on official letterhead—one page.
- Provide identifying information and point of contact.
- Provide a VERY brief description of the project.
- Add a separate chartlet with ship’s track.
- Use the PCR to establish your own deadline (within reason) for the Final Cruise Report.

**Notes:**
The 30-day deadline for the Preliminary Cruise Report is important, and so is the chartlet showing the actual track or survey area. 

For the PCR you do not have to provide copies of raw data or complete any analysis. Tell us what kind of data you collected and what you intend to do with it. 

Using e-mail makes things easier and faster all around. And if you use Microsoft Word, Wendy can make any minor adjustments that may be needed before forwarding it to State. You can put the report on your own organization’s letterhead, or send it to Wendy and she’ll put it on MOC Atlantic letterhead. Wendy will consult you before making any changes and will provide you a copy of what goes up to the State Department.

## Sample PCR

| U.S. Dept. of State CRUISE No.: |  |
| --- | --- |
| SHIP NAME: |  |
| OPERATING INSTITUTE OR AGENCY: |  |
| PROJECT TITLE: |  |
| CRUISE DATES (INCLUSIVE): |  |

| CHIEF SCIENTIST: |  |
| --- | --- |
| Name |  |
| Affiliation |  |
| Address |  |
| Phone |  |
| Fax |  |
| E-mail |  |

| DESCRIPTION OF SCIENTIFIC PROGRAM (include page-sized chartlet showing cruise track): |
| --- |
|  |

| SCHEDULE OF DATA DELIVERY: |  |
| --- | --- |
| Data Description | Date of Expected Delivery to Dept. of State |
|  |  |
|  |  |

| CLEARANCE COUNTRIES: |  |
| --- | --- |
| FOREIGN PARTICIPANTS: |  |

## Post-Cruise Customer Satisfaction Survey

- Help us do better!
- Submit the form within thirty days of the end of the cruise.
- Use revision dated 1/18/06.
- Can be submitted electronically (preferred) to _[OMAO.Customer.Satisfaction@noaa.gov](mailto:OMAO.Customer.Satisfaction@noaa.gov)__,  or via snail mail or fax to Director, OMAO. _