General information

The responsibility for a safe expedition progress lies with the chief scientist.

Before the expedition starts, the work on the ice or ashore must be planned in respect to safety issues.

The chief scientist needs to:

    • choose qualified deputies
    • make sure that risk assessments are developed for the expedition specific work
    • make sure that operating instructions are developed based on the risk assessments
    • make sure that the personnell is instructed based on the operating instructions
    • check regularly that all aggreed measures are in place and followed

The necessary information, procedures and documents are available at the HSE department of AWI or the HSE department of your own institute or university or employer.


Deadlines:

    • Announcement of planned large ice stations or work onshore:
      • during the expedition planning meeting with ship coordination, shipping company, helicopter company abt. 6 month before expedition start

    •  Submission of the necessary risk assessments, operating instructions, contingency plan and other required documents to be reviewed by the HSE department:
      • 4 month before expedition start

    • Submision of the final plans to AWI ship coordination
      • 2 month before expedition start


Risk assessment expeditions (AWI HSE-department): 

https://spaces.awi.de/x/2ig5Hg






Responsibility

Captain:
The captain has the ultimate decision-making authority in all questions concerning the ship operation and is responsible for every person onboard. If the safety of the ship demands it, his competences are also valid for working onshore or on the ice. You have to correspond to his orders immediately.

Chief scientist:
The chief scientist is responsible for the scientific participants in general. Because the chief scientist cannot be at the same time at all places he ensures that all participants are informed about safety measures before the respective activities and that safety relevant equipment is present sufficiently. In case already existing regulations are not sufficient, he may issue additional rules. The chief scientist finally decides in compliance with the regulations if activities can be conducted.



Group leader / PI:
The group leader is responsible for the adherence to the safety regulations within his group. He sets a good example, oversees the behaviour of his colleagues and encourages them to comply with the rules. He is bound to the orders of the chief scientist but may issue additional measures.

Participant:
Each participant has to adhere to the safety regulations and other measures issued by the group leader and chief scientist.




Procedures onboard as guideline for chief scientists and group leaders/PIs

As the chief scientist is fully responsible for the safety at work of all persons of the scientific party he is entitled to issue deviations of the best practice described below in favour of other regulations. Such deviations must be documented by the chief scientist in writing and signed with date and signature based on risk assessments & operating instructions.

In unusual cases of deviation from the best practice the captain will make an entry into the ship's log book to refuse responsibility or even refuse the deviations.

Regulations of the helicopter operator and ship operator cannot be changed as they are in their responsibility.

Some rules of the AWI logistics department can only be changed after agreement with the logistic coordinator for instance regarding devices owned by the locistics department.

 


Always remember that it must be possible to rescue persons on the ice or ashore with a rescue team on foot, by skidoo, by the second helicopter or by the ship itself within a reasonable timeframe. If this cannot be ensured, the operation is not safe and cannot be conducted.

Best practice based on long time experience on board of RV Polarstern: 

Before the start of the operation on site:

  • Detailed consultation of the chief scientist with the scientific group about the means of operation, time span, risks and safety measures for the work on the ice.

  • Preparation of risk assessments, operating instructions and instruction of participants.

  • Captain, chief scientist and meteorologist have to agree upon the the weather situation and the possibility to work on the ice.

  • A survey party determines ice thickness and ice quality in the vicinity of the ship. 

  • Decision making about the operation by the scientific cruise leadership.

Operation on the ice/ashore:  

  • Record your absence in the respective book.

  • A working group consists of 2 persons at least and has a group leader.

  • The group leader is responsible for the regular assessment of ice thickness and load-bearing capacity.

  • Each group has to carry a radio device or, for distances >1 nm an Iridium telephone .

  • The typhon is the onboard emergency signal for operations close to the ship. It means: EVERYBODY BACK ONBOARD!

  • Up to 5 groups are possible in the vicinity of the ship (max.1 nm = abt. 45min walking) because of the logistical efforts for rescue in the Arctic and Antarctic and due to the armament of the polar bear watch in the Arctic. The number of groups will be reduced if weapons fail or the helicopter is in use.

  • A hand line may be installed e.g. to the gangway of the ship during longer stays in order to find the ship under difficult conditions such as fog or white out.

  • Maximum distance by Skidoo is 45 min return time (only 1 skidoo group >1 NM: mandatory are 2 Skidoos with emergency box containing tent, GPS and AIS).

  • Operations at night are only possible after early agreement and planning because emergency measures may take place time-lagged.

  • Polar bear watch for each group. The dedicated watchman only ensures safety of the group and must not fulfill other tasks. Group members can take turns so there should be at least 2 persons per group with the respective education. There has to be at least one person on the bridge deck that oversees the operations within <1 NM with regard to polar bears and keeps contact to the groups via radio. According to situation, this may require more manpower.

  • While working on or close to the open water you need to wear a survival suit with warm clothing below. Additionally, the person in questions has to be secured with a line.

  • Stations on the ice with RV Polarstern leaving the ice edge: max. 6 persons, survival gear, tents, GPS, AIS, Iridium telephone. The ship may move away up to 80 NM

  • 1nm away from the vessel means abt. 45min. walkingtime
  • Rescue by helicopter if Polarstern leaves personnell on the ice is possible for 1 group of 6 scientists. (Rescue helicopter with 8 seats = pilot+doc. +to be rescued 6 scientsts)
  • Rescue on foot, by skidoo or by helicopter might not be possible due to weather conditions!
  • Rescue by Polarstern: 80nm = 17-18hrs rescuetime with 4,5knots through the ice (which may be much slower depending on the ice conditions)
  • There is only survival gear for helicopter operation available on board. Additional survival gear must be lend from the AWI clothing store!

Field toilets and hygiene equipment

When planning your ice stations and shore expeditions, please also consider human needs regarding the emptying of liquid and solid storage of the human body. If necessary, provide suitable mobile toilets, tents and hygiene products for all genders.

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