These information refer to freight transports by AWI staff, cooperating university, institutes other comissioned companies for scientific or techical tasks onboard RV Polarstern
AWI logistics organizes the transport of expedition freight and ensures that equipment and instruments are brought onboard at the right time. The collection point for freight is the AWI Harbour storehouse where the freight has to be delivered to and has to be collected again after the expedition.
The number of freight items is large and the complexity of transport complicated so that for managment, control and documentation of the freight require some hard- and software. Only by following the instructions given here transport to and from RV Polarstern can be accomplished.
You should consider your equipment in due time and collect information in the necessary forms (freight lists, statements about hazardous materials, papers for customs clearance).
Deadlines are calculated such that a correct processing of the number of freight documents on AWI side, from the ship operator and from authorities can be ensured and freight can be stored in seaworthy containers.
In average about 3000 freight items are overseen. Therefore we ask your understanding for the deadlines. We point out that every exception from the standard handling may lead to delays of the whole process and should therefore be avoided by all means.
Transfer of the freight onto Polarstern is garantueed only by meeting the deadlines.
Ample time should be planned for procurement, rental or maintenance of instruments.
All pieces of freight have to carry labels with a ident number and other information on four sides and on the upward side (see expedition label on the right side).
Besides items need to be marked with colour coding (e.g. coloured tape) on four sides and the upward side (see example below). In case your institution does not have a colour code yet, ask the freight division about it (Transport@awi.de).
Freight list:
Packing list:
Freight list for hazardous goods, IMO-declaration :
Summary :
Delivery of the freight documents to the freight division via Email according to schedule
Return of the freight documents together with barcodes from the freight division
Making an appointment for delivering your freight to the harbour storehouse
Prepare the single administrative document (SAD) for the freight and have it stamped upon entering the free-trade harbour. Use a copy of the barcode freight list as attachment.
Personal delivery of the freight to the harbour storehouse and hand over of the single administrative document and the freight lists with barcode
The last 2 tasks have to be carried out by the driver upon delivery with a transport company.
Deliver your freight on palettes in case you have more than 10 boxes. Packages which are unportable have to be movable by forklift.
Experience shows that personal delivery of the freight by the user makes sense because often questions remain for clarification.
Separate freight list containing items from the harbour storehouse only
Packing lists for these packages
Information about these packages in your Email to the freight division
Appointment with the harbour storehouse for handover of the freight
Marking packages with the recent labels / signs
AWI members put their dangerous goods into the rooms assigned for dangerous goods in house E and house D at the time scheduled for this.
Do not put dangerous goods of external participants in these rooms!
Make sure your goods are marked according to the rules for labelling of dangerous goods.
Make sure your goods are marked according to the rules for labelling of dangerous goods.
Frozen or chilled goods must not be delivered to the harbour storehouse!
The harbour storehouse has no cold storage. Temperature control or uninterupted power supply cannot be garantueed.
Please register such goods with the freight division. You will get an appointment for direct delivery to Polarstern.
You have to take your goods onboard to the cold storages yourself. Thus it is warraneted that you goods are stored at the right temperature.
AWI members please inform the AWI customs division 7 working days before delivery in order to have enough time for preparation of customs documents if necessary.
Frozen or chilled goods must not be taken onboard without previous registration.
Delivery for delayed devices or freight directly to Polarstern shortly before departure is only possible in exceptional cases.
You must give a good justification for delayed delivery. D
Direct delivery to Polarstern will be prohibited should the impression arise that regular delivery deadlines were neglected without cause.
Hand over a freight list to the freight division. You will get an appointment for direct delivery to the ship. You defGeben Sie eine Frachtliste bei der Frachtabteilung ab. Dann bekommen Sie den Direktanlieferungstermin mitgeteilt. Please make sure you keep this appointment!
AWI members please inform the AWI customs division 7 working days before delivery in order to have enough time for preparation of customs documents if necessary.
Freight must not be taken onboard without previous registration.
If you need some of your packages for installations etc. right after departure you may store them separately onboard.
Explicitly mark these packages and inform the AWI harbour storehouse staff upon delivery. Otherwise the single packages will be stored together with the rest of the freight in containers.
Example for marking of a single piece of freight:
Updated freight documents have to be handed over at the end of the journey.
You will be informed after arrival of the freight at the storehouse. Pick-up including the required customs documents has to be registered with AWI customs divison. You will be given a notice about deposit of the finished papers in the harbour storehouse.
Make an appointment for pick-up of the freight from the storehouse and bring documents that may be required additionally.
Bring along customs documents and order for relocation for collection of your freight.
Collection of dangerous goods from the harbour storehouse:
Pay attention to the fact that you have to collect dangerous goods before or together with the rest of your freight! Dangerous goods must not left behind in the storehouse!
In case you entrust a transport company with the collection of freight make sure that they are entitled to carry dangerous goods.
If you want to send freight to a harbour abroad you have to inform the AWI ship coordination and the agent with a freight list and declare that any costs for services of the agency (e.g. transport of freight from the airport to RV Polarstern) are payed for by you and your institution.
All freight lists and details about the shipping have to be sent to AWI ship coordination in due time. Due to safety reasongs f reight must not be taken onboard without previous registration.
Every piece of freight has to be marked the following way:
In transit to:
Master of RV "POLARSTERN"
Attn.: "Recipient onboard"
c/o: "name of agency"
"Address of agency" (see schedule)
Containers for return freight already have to be noted down by the cruise leader during planning of the expedition. Thus storage space on the ship can prepared appropriately and containers are stored on the deck so that they can be reach in the harbour.
Single pieces of freight can be shipped from foreign harbours as well. Contact the agency on-site about it!
External participants take care of the freight and customs handling themselves and on their own account.
AWI ship coordination may organize a return freight container if there are several single pieces of freight going to Bremerhaven.
Always inform AWI ship coordination about return freights at home or abroad in due time.