People in charge

Persons of trust

A person of trust is the point of contact on board for expedition participants when problems arise relating to psychosocial risks during the expedition (including e.g. bullying, sexual harassment, aggression, stress, conflicts, etc.). 

Duties:

• • is available to talk to for every expedition participant
  • communicates with understanding and empathy
  • is discreet when necessary

  • keeps in contact with the expedition leader, the ships doctor, the captain and the complanits office ashore as necessary

  • takes care of the "complaints box" on deck A, next to the post office
  • acts according to the explanations in the code of conduct with attachments
  • is always discreet and handles the topics entrusted to him/her in a highly trustworthy and responsible manner

Link to the page "CODE OF CONDUCT".

Safety at work representative

Safety representatives are employees who act as the first contact for safety issues in their respective work areas. Due to their local, technical and expert knowledge, the safety representatives also have the task to identify potential accident and health hazards in their work area and to react accordingly. They perform this task on a voluntary basis and without any fixed expenditure of time.

According to DGUV regulation 1, § 20, the employer must appoint a sufficient number of safety officers in companies with regularly more than 20 employees with regard to the existing working conditions. Details can also be found in the current DGUV Information 211-042 "Safety Representative".

The tasks of the Safety Representative shall include, in particular

• to assist the responsible persons in implementing measures to prevent accidents at work, occupational diseases and work-related health risks,
• to ensure the presence and proper use of the prescribed protective devices and personal protective equipment,
• to draw the insured person's attention to accident and health risks.

The Safety Representative

• has no authority to issue directives.
• should advise and help.
• meets employees at eye level.
• is the first to recognize safety-related problems and deficiencies at the workplace.
• can be the first to work towards their elimination.
• is the contact person for colleagues on site for all questions relating occupational health and safety.

Special tasks of the safety representative are,

• to pay attention to the condition of the protective devices and their use.
• to report any safety-related defects to their supervisor / responsible person.
• to inform employees about the safe handling of machines and working materials.
• to take care new employees in the department.

Duties on board:  

• keeps contact with the chief scientist and reports regularly
• keeps contact with the chief mate (1st Officer) in case of questions or problems
• keeps contact with the scientific members

• supports the chief scientist:

  • taking measures to prevent occupational accidents and diseases and other health risks

  • checking the presence and usage of the protective equipment

  • calls attention to health and accident risks

• exemplary function for colleagues and inexperienced participants

Laboratory safety representative

The chief scientist has to name a laboratory safety represenative before the expedition starts.

Laboratory managers have to be named for every laboratory. Their names and the chemicals used in the lab have to be clearly indicated at the entrance door of each lab.

Duties:

 Laboratory safety representative

• • keeps contact with the chief scientist and reports regularly
  • keeps contact with the chief mate (1st Officer) in case of questions or problems
  • keeps contact with the laboratory managers
  • controls laboratories regularly and checks safety-relevant devices and equipment
  • not responsible for the isotope container

Laboratory managers

The laboratory head/manager is responsible for the organisation and exemplary execution of correct laboratory procedures. He / she has the authority to issue instructions to all persons, including colleagues form other sections and employees form external firms, in their area of responsibility, and can exclude individuals from the laboratory, e.g. if safety regulations are not observed.

Duties include

• • responsibility for compliance with the relevant safety regulations, which include preparing general safety instructions, and further substance-group- or task-specific safety instructions and training as well as laboratory guidelines, statutory regulations and fire prevention regulations. The HSE Unit provides an overview of statutory regulations and AWI regulations in the intranet and informs the sections of any changes.
  • providing a safety file (with safety instructions, safety information sheets, relevant safety regulations etc.) in the laboratory or in digital form in the AWI intranet.
  • providing workplace- and task-specific verbal training to employees before they take on their duties. Participation must be confirmed by signature.
  • informing employees of the required safety measures and instructions in the event of fires and accidents. This also applies to those who are not directly employed by the AWI, including guest scientists, interns, students and external service providers (external firms)
  • observing employment restrictions for certain members of staff e.g. young people and expectant mothers.

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• • reporting problems to the laboratory safety representative
  • preparing the risk assessment for the lab work that is supposed to be carried out in the respective lab during the expedition and forwards the assessment to the cruise leader before expedition start for checking

Radiation protection representative

Please contact the authorised person for radiation protection of AWI in case you want to carry out such work on RV Polarstern in due time before the expedition.
You will be given detailed information and eventually be named as radiation protective representative onboard during the expedition. 

Hazardous goods representative

If dangerous substances are stored and handeled it is most important to ensure the proper packaging, documentation, labelling, etc. according to the current HAZMAT regulations.

The responsible person on board for the general transport and storage outside the labs is the vessels cargo officer.

Duties:

Hazardous goods representative 

• • link person between users, chief scientist and cargo officer
  • keeps contact with the chief scientist and reports regularly
  • keeps contact with the cargo officer in case of questions or problems
  • keeps contact with the hazardous goods users on board
  • not responsible for the isotope container

Hazardous goods user

• • provide the concerning material safety data sheet in English for the dangerous substance to be transported and used
  • ensure the proper packaging and labelling according to the current HAZMAT regulations for sea freight (IMDG-Code)
  • issue the further needed documentation (e.g. IMO declaration)
  • use the hazardous substances according to the specific rules and requirements only

Cold storage representative

Duties:

The person in charge for the scientific cold storages needs to:

• • be aware of what's inside the cold stores and to whom it belongs
  • compile lists and handover it to the cold storage representative of the next expedition if the samples stay in the cold stores
  • stay in contact with the cargo officer about the content
  • arrange the delivery back home with AWI logistics

Trained person in freight matters

Duties:

The person trained in freight matters:

• • has experience in freight handling in the Expedition Interface System (EIS) and on board Polarstern
  • is the link person between freight users, chief scientist and cargo officer
  • keeps contact with the cargo officer and users in case of questions or problems
  • informs freight users on board on how to prepare freight during and at the end of the expedition
  • answers questions regarding returnfreight and handling on board and in the Expedition Interface System (EIS)

Skidoo representative

Duties:

The skidoo representative:

• • has received a training in the use and handling of skidoos in the AWI warehouse well before the expedition starts
    
  • is the link person between users and cargo officer
  • keeps contact with the cargo officer and users in case of questions or problems
  • informs users on board on how to use and handle the skidoos
    
  • takes care that skidoos are treated like described during the training
    
  • takes care that any damages or malfunctions are reported to the AWI warehouse at the end of the expedition

Weapon representative

A weapon representative will be appointed by the cruise leader if weapons for polar bear protection are used during the expedition. 

Duties:

• • attending an introduction and training by the AWI weapon officer well before the expedition starts

• • on site repetition of weapon safety procedures, checking of appropriate weapon handling according to safety procedures

  • safekeeping of weapons and ammunition under captain's supervision

  • handing out of weapons to participants with correct certification

  • report about loss or damage of weapons to AWI Logistics

  • check maintenance status of weapons. Maintenance of weapons.