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Diplomatic proposals (Chief scientist)

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Diplomatische Diplomatische

The international law of the sea allows contracting member states to conduct scientific research in territorial waters of other contracting member states. The contracting members states are strongly requested to authorise such undertakings eventhough restrictions or limitations may be placed. Prerequisite for an authorisation is a proposal for marine research that has to be submitted via the diplomatic way.

RV Polarstern is flying the official federal flag as a ship of the Federal Republic of Germany.

The diplomatic meaning of this is:
The Federal Republic of Germany would like to enter the territorital waters of lets say Spain with its research vessel Polarstern under the leadership of the chief scientist XY and the Alfred Wegener Insitute for conduction of scientific research.

Accordingly, the proposal is handed over by AWI to the Federal Foreign Office. After assessment the proposal is sent to the German embassy in the country of destination (in this case Spain). The embassy assesses anew and hands over the proposal  proposal to the Spanish Department of Foreign Affairs with a "Note Verbale". The ministry distributes the proposal for evaluation to the national responsible authorities.
The responses are collected again in the Spanish the Spanish Department of Foreign Affairs, bundled up as a an authorisation (if so with obligations) and sent back to AWI via the German Embassy and the Federal Foreign Office.
This is a highly formal procedure and requires carefulness and sufficient lead time.

Deadlines

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Fristen Fristen

• • The chief scientist is responsible for meeting the deadlines for research proposals.

  • Deadlines for processing of the diplomatic research proposals by the different states may be found in the document " Zielanforderungsliste “ of the Federal Foreign Office.

  • About 3 weeks of processing time with AWI ship coordination and in the Federal Foreign Office Embassy have to be reckoned in addition to the deadlines named in the document.

  • In principle, deadlines of 6 month plus 3 weeks have to be assumed.

  • The document "Zielanforderungsliste" also contains helpful information about special requirements by single states.

Necessary forms

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Formulare Formulare

• • Relevant current forms are handed out upon request by AWI ship coordination.

  • Please do not use old forms in order to avoid complications because states may have changed their requirements.

  • Some states demand special proposals or proposals in the national language. See the document "Zielanforderungsliste" on the right of this page.
    
    

Handing in proposals

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Ausstellung Ausstellung

• • Proposals are handed over by the logistic coordinater in the name of the chief scientist for sake of consistency towards the Federal Foreign Office and the embassies abroad and ensurance of permanent contact persons .

  • The chief scientist fills in the proposal in the required language and sends it to the logistic coordinator in due time.

  • The logistic coordinator evaluates the proposal, clarifies possible inquiries, signs the proposal in the name of the chief scientist and sends it to the Federal Foreign Office. He also takes over all communication concerning this matter.

  • Direct contacting contact of the chief scientist with the authorities apart from AWI does only take place in exceptional cases and after consultation with the logistic coordinator.

  • Copies of the proposals will be sent to the captain and the chief scientist via Email by AWI ship coordination stored in the Expedition Interface System - EIS in good time before the beginning of the excursionexpedition.

EnRoute data aquisition and continuous measurements

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En En

• • Continuous measurements - so called EnRoute measurements -  are taking place indepent of the purpose of single expeditions.

  • Station time is not required for these measurements.

  • Measurements are taking place within 0 - 200 NM of the relevant sovereign territories depending of the route chosen by the chief scientist.

  • The continuous measurements have to be implemented in the diplomatic proposals.

  • For EnRoute measurements count:

    • Analyses of air

    • Analyses of seawater

    • Meteorological measurements

    • Observation of endothermic species („Whale observation")

    • Measurements of currents (ADCP)

  • Relevant texts and further entries are already filled in in the proposals. Only certain items have to be adjusted by the chief scientist.

Approvals

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Genehmigungen Genehmigungen

• • Incoming approvals are collected by the logistic coordinator. They are distributed to the captain and the chief scientist in due time before the beginning of the expedition. (EIS)

  • Further inquiries are handled by the logistic coordinator.

  • It is common that approvals may only come in a few days before expedition start. The Federal Foreign Office also oversees the deadlines so that you can count on a punctual response.
  • Feel free to contact AWI ship coordination about a status report.
  • Trying to urge a decision is pointless and rather counterproductive because of the complicated diplomatic procedures.

Obligations and post-reporting

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Auflagen Auflagen

• • All obligations named in the approvals have to be fulfilled by the chief scientist and the captain requiring close cooperation of captain and chief scientist.

  • Post-reportiong after the expedition is the task of the chief scientist alone. He reports directly and in due time to the authorities named in the approvals with copies to AWI ship coordination and the Federal Foreign Office.

  • The Federal Foreign Office oversees  the obligations and deadlines. Early reporting prevents inquiries by the Federal Foreign Office. Ignoring the deadlines may lead to problems with new applications in the relevant states which has to be avoided to the benefit of all.

Observers

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Beobachter Beobachter

• • Occasionally, states may exercise their right and send an observer attending the whole expedition.

  • Participation of one observer per state cannot be rejected.

  • The observer is treated as a normal participant and has to be supervised likewise by the chief scientist.

    • All usual documentens have to be filled-in.

    • Costs for the journey to and from the destination (hotels, flights) are covered by the scientific departments. (Proposal for repayment of travel costs).

    • The observers may be accomodated in double chamberscabins.

  • Experience shows that Russia, Argentina and Chile exercise this right.