Customs and Immigration

U.S. and foreign customs often present serious and delaying problems for both personnel and scientific equipment. It is the responsibility of the Chief Scientist and members of the scientific party to familiarize themselves with the pertinent regulations.

 

The Chief Scientist has the responsibility of making all necessary arrangements for customs declarations and clearance for scientific equipment shipped to or from a foreign country. Assistance may be requested through the Manager of Marine Operations's Office and ship's agents in foreign ports. Costs incurred for shipping of scientific equipment, personal travel of scientific party, and ship's agent activity pertinent thereto will be borne by the Chief Scientist or the benefiting member of the scientific party. If such costs are charged by the Agent to the ship's account, they subsequently will be recharged to the appropriate Scientist.

 

The ship's Master is the sole authority in processing and clearing the ship, as well as onboard personnel, through U.S. and foreign customs and immigration. No member of the scientific party or ship's operating crew may leave the ship prior to completion of customs and immigration clearance.

 

In clearing U.S. and foreign customs and immigration, various forms are required to be filed by the Master. One of these forms is a Complement List, giving names, addresses, nationality, and next of kin for everyone on board, both scientific and operating personnel. The Master, in clearing customs and immigration, states under oath that this list is complete and accurate. Last minute changes to the onboard complement cannot be made after the clearance has been filed, except in extremely unusual or emergency conditions. Personnel failing to comply with the formalities required can seriously delay vessel clearance and also may not receive consideration when requesting support on future foreign cruises.

Passport Initiative

The Departments of Homeland Security and State announced the Western Hemisphere Travel Initiative to secure and expedite travel. The Western Hemisphere Travel Initiative will require all U.S. citizens, Canadians, citizens of the British Overseas Territory of Bermuda, and citizens of Mexico to have a passport or other accepted secure document to enter or re-enter United States as of January 1, 2008.

 

Currently, U.S. citizens, and some citizens of other countries in the Western Hemisphere are not required to present a passport to enter or re-enter the U. S. when traveling within the Western Hemisphere. The Intelligence Reform and Terrorism Prevention Act of 2004 (IRTPA, also known as the 9/11 Intelligence Bill), signed into law on December 17, 2004, mandated that the Secretary of Homeland Security, in consultation with the Secretary of State, develop and implement a plan to require U.S. citizens and foreign nationals to present a passport, or other secure document when entering the United States.

 

• Read the final ruling from the national registry (.PDF)

• Download FAQ's (MS Word)on the topic

• Download the Press release (MS Word) , or APIS Press release (MS Word)

Foreign Clearance

On cruises involving research in foreign territorial waters or on foreign continental shelves, clearance must be obtained from the appropriate government. A UNOLS Cruise Prospectus form must be submitted to the Manager of Marine Operations for transmission to the State Department as soon as possible after the cruise has been approved (Reference NTRVO #67). Because of the increasing difficulty in receiving timely clearances, it is imperative that foreign clearance requests be submitted well in advance of the planned cruise. Routine clearances require six to nine months lead time to process, and it is expected that even longer lead times will be required in the future. The State Department issues periodic notices on lead time requirements, and this information is normally available from the office of the Manager of Marine Operations.

 

Some countries may require placing their scientific observers on board and/or the sharing of data collected in their territorial waters as a condition of the clearance. All costs incurred for this observer travel, subsistence, data duplication, etc., are the responsibility of the Chief Scientist. It is essential that all parties concerned understand the conditions placed on such clearances. The Chief Scientist must fully appreciate and honor the responsibilities inherent in these circumstances.

 

Any changes to cruise plans after departure involving research in foreign territorial waters not previously cleared will not be approved under normal circumstances. The ship's Master is prohibited by School policy from conducting research other than in strict accordance with the terms of the foreign clearance.

Diving Operations

If diving is a scheduled part of the research activity, it shall be noted in the Ship Operating Plan and a separate detailed dive plan shall be submitted to the Manager of Marine Operations. Scientists planning diving should obtain a copy of "Diving Policy, Rules, and Procedures Aboard the R/V Thomas G. Thompson" (UW Marine Operations Instruction 5451.1). Divers who do not hold a current University of Washington diving qualification are required to have approval from the University of Washington Diving Safety Officer. Diving operations must be approved in advance.

Personnel Data Forms

A Personnel Data Form must be completed for each member of the scientific party and returned to the Manager of Marine Operations prior to the ship's departure. This information is required in the event of an emergency and for customs and immigration purposes. In addition, on cruises to foreign waters, the Chief Scientist shall ensure that all members of the scientific party have the required passports, visas, tourist cards, and International Health Certificates. Information on immunization requirements is available from the Manager of Marine Operations office.

Medical History Form

The R/V THOMAS G. THOMPSON subscribes to the services offered by Medical Advisory Systems, Inc. (MAS) In addition to providing the ship with an inventory of recommended medical supplies, MAS provides professional medical consultation in cases of medical emergencies at sea. To ensure that MAS has available to them the most complete medical history practicable, it is recommended that each member of the scientific party, who has not previously done so, complete an MAS Medical History Form (Appendix 9).

UNOLS Research Vessel Cruise Assessment

The Post Cruise Assessment forms are to be filled out by the Chief Scientist and Master at the completion of the cruise. Its purpose is to provide information that will enable UNOLS to evaluate the performance of vessels in the fleet. It is, therefore, important that the form be completed frankly with constructive criticism or praise where deserved.

 

A Web-based form is available on the ship's internet. UNOLS requests all Principle Investigators fill-out and submit this form before the conclusion of their cruise and departure from the ship. Otherwise, the Chief Scientist will be required to fill out this report in rough form within 30 days of the completion of the cruise and mail it to UNOLS.

Radioactive Materials Report

All spaces in which radioactive materials were used will be surveyed for contamination by the Principal Investigator prior to termination of the cruise. The wipes, together with forms RSO-180 "Report on Use of Radioactive Material on University of Washington Research Vessels" and RSO-160 "Radioactive Material Delivery and Usage Record", will be given to the Master to be forwarded to the University of Washington Radiation Safety Office.

Preliminary Cruise Report

The Chief Scientist will be required to complete a Preliminary Cruise Report for all cruises involving foreign clearances. "Within thirty (30) days after completing a research cruise, the chief scientist must submit a Preliminary Cruise Report to the Research Vessel Clearance Officer at the Department of State" (reference NTRVO #66 Rev. 1).