Antarctic logistics questionnaire

Forms

Please note that the unique reference code given by the Logistics Panel on approval of your Preliminary request for Antarctic logistic support must be included on the questionnaire. If the title and/or Principal Investigator changes between the submission of the Preliminary request for Antarctic logistic support form and the submission of the Logistics questionnaire, please ensure that you inform the Antarctic Funding Office as soon as possible (email: afibas@bas.ac.uk). Guidance notes on how to complete the questionnaire are below. If you have any questions, please contact the Antarctic Funding Office (email:afibas@bas.ac.uk).

Deadlines

If a Preliminary request for Antarctic logistic support was submitted to afibas@bas.ac.uk by 22nd April 2014, the deadline for submitting the associated funding application (via the Je-S System) for the next standard grant round would be 4 p.m. on 22nd July 2014. However applicants may choose to defer to the following standard grant round, for which the deadline is 20th January 2015. All preliminary requests for Antarctic logistic support which have been approved by the Logistics Panel are valid for a period of 12 months, if the logistic requests remain essentially unchanged.

Note that the primary Antarctic field season for all grant proposals submitted in 2014 and January 2015 is 2016/2017.

Field and support requirements - Guidance notes

If you will be working away from a field station, you should assume (for costing purposes) that you will provide everything needed to run and maintain your equipment, including the supply of portable power.

Please ensure that you identify any follow-on logistic support that may be required in a later season.

1. Facilities and Support Requirements at Research Stations

1.1 Research Station (Months on Station)

This information will be used to assess whether accommodation or laboratory capacity are reached during a season on a research station. Add extra rows to the table as required. Show year round staff separately from visitors. For example, if a party of four will visit Rothera for two months, but there is also a year round requirement for one person, show these as two separate entries for Rothera (4 persons for two months, and 1 person for a year).

Identify demands that may be affected by space and power limitations on the research stations. Power requirements (continuous) in excess of 3kW should be discussed at an early stage of formulating a proposal as the current overall generating capacity may be inadequate. Some projects require use of chemical reagents, or will involve the collection of samples which require special handling. Any such requirements should be specified here.

1.2 Facilities required at Rothera

If your work involves use of the Bonner Laboratory, please ensure that you specify as accurately as possible your space requirements and intended frequency of use. Identify also any specific facilities that you need to access. Competing pressures for specialist facilities in the Bonner Laboratory must be resolved by careful programming and this depends on an accurate definition of needs. Dedicated vehicle requirements must be coordinated with other work at Rothera, thus an accurate description of any dedicated vehicle use (such as skidoo or cranes) should be provided.

Please discuss your requirements for any scientific or technical support with the appropriate contact point named on the form.

1.3 Facilities required at Halley

Please discuss your requirements for any scientific or technical support with the appropriate contact point named on the form.

1.4 Facilities required at Signy

Take particular care to specify your needs as precisely as possible. Competing pressure on this small station must be resolved by careful programming, which relies on an accurate definition of needs. Please discuss your requirements with the appropriate contact point named on the form.

1.5 Facilities required at Bird Island

Take particular care to specify your needs as precisely as possible. Competing pressure on this small station must be resolved by careful programming, which relies on an accurate definition of needs.

Please discuss your requirements for any scientific technical support with the appropriate contact point named on the form.

2. Personnel

2.1 Scientists in the Field (Months and Number of Scientists)

This information will be used to estimate the total number of science parties in the field during any one season.

2.2 Preferred Input and Uplift times

This information will help BAS Operations and Logistics to programme your project into the field season.

2.3 Field General Assistants (Months)

This information is needed by BAS for the planning of how many Field General Assistants are needed for a given season.

2.4 Location of Field Parties

The location of field parties should be provided either by specifying a name from the searchable Composite Gazetteer of Antarctica or by latitude and longitude. If a traverse is to be made, key way points should be given. Detailed information can follow, but sufficient information should be provided to allow BAS to estimate the difficulty of access to the field sites.

2.5 Brief description of the nature of the field activity

State whether mid-season aircraft moves are involved; the extent of surface travelling involved; the amount of equipment to be transported; the quantity and weight of samples to be transported.

3. Logistic Support

3.1 Field Units (Units and Vehicles)

A field unit is one pyramid tent for occupation by two people and includes the relevant ancillary equipment. 'Other vehicles' include 'all terrain vehicles (ATVs)'.

3.2 Special Field Equipment and estimate of overall weight of scientific equipment

Some field parties require extra equipment such as work tents, satellite telephone, field electrical generators, snowblower or hot-water drill. These should be specified here.

3.3 Twin Otter (hours) — Dedicated

Aircraft hours to support a project need to be identified. These are the hours required for aerial survey activities and to deploy field parties, support them and retrieve them. These estimates should be discussed with BAS Operations and Logistics via the Antarctic Funding Coordinator (email: mfm@bas.ac.uk).

3.4 Twin Otter (continuous support at field site, days)

Sometimes, an aircraft will be dedicated to a project and will spend days exclusively in support of that project. For example, Automated Geophysical Observatory inspection, which requires a combination of flying hours and dedicated support on the ground.

4. General

4.1 Technical Support (tick if required and further information will be requested)

Some projects may be heavily dependent on BAS technical support to operate and maintain equipment on board ship, aircraft or on a research station. This question is intended to identify such projects and should include information about the technical support needed to monitor, or keep in good order, equipment throughout the year, in instances where the project provides no dedicated support. Examples include LAN support, data download and transfer. Where there is a requirement to maintain or repair field equipment such as instrumentation, batteries, generators, etc., this must be specified.

4.2 Transport requirements for inter- and intra-continental movements

The purpose of this section is to identify any special conditions/facilities needed to transport equipment, materials or samples between a field site in Antarctica and the laboratory in UK. Note that BAS ships can provide regular stowage only at −20°C and +4°C. Very limited capacity may be available at −80°C. Projects must provide their own controlled environmental cabinets if different storage conditions are required. The feasibility for doing this must be discussed with BAS Operations and Logistics at an early stage of planning.

Discuss the use/transportation of potentially hazardous cargo (e.g. acids) with BAS Operations and Logistics staff at an early stage of planning.

Note that large volumes and weights of equipment should be sea-freighted to the research station a season in advance of the fieldwork season. This may also apply to items such as explosives or other hazardous materials.

4.3 Health, Safety and Environment

Risk assessment is obligatory for all fieldwork activities. Some projects may have already undertaken risk assessments on the basis that they are a continuation of existing work. Identify here any special risks that may require following up. If environmental damage may result from the research activity, this should be identified.

Map showing Antarctic sites designated as Specially Protected Areas (ASPAs) - Entry to these areas requires a permit.

Importation licences will be required to return biological material to the UK. For the licensing arrangements, consult the Antarctic Funding Coordinator.

4.4 Data Management Plan

All NERC projects are required to take due consideration of how data will be reviewed for archiving or disposal. Future projects may be dependent on data gathered by your project. Often, insufficient resources are identified for data management. Comments on data management requirements are required for any project which will generate significant data volumes. For further information about data management, please contact the Polar Data Centre (email: polardatacentre@bas.ac.uk) or visit the Polar Data Centre webpages (BAS website).