Publications Specialist Shipboard SOP

Owned by jr_crowder (Unlicensed)
Last updated: Dec 14, 2021
5 min read

14 February 2018
V374

I. PRE EXPEDITION

One month before leaving for expedition

  • Initial format of Strater template and associated database templates (L2E XML file)

  • Initial format Methods figure


Two weeks before leaving for expedition

  • Prepare IODP crew and cruise list (handle file separately and password protect for security reasons) – use secure flash drive

  • Check if scientists will require visas for destination port (this may be removed from our responsibility)

  • Prepare Check in/Check out list

  • Download Science party/technician address list from web (to be updated/corrected on ship and returned with PR)

  • Prepare Nametags for scientists

  • Prepare temporary IODP badges for staff if needed (including temp techs)

  • Prepare mailbox labels

  • Get most recent volume updates from Production to hand-carry to ship (flash drive)

  • Start birthday list to give to camp boss for cake preparation. Copy Staff Scientist.

  • Check with Pub Specialist on ship regarding supply of birthday cards on ship.

  • See General JRSO Shipboard Technical Staff SOP

II. PORT CALL - Start of an Expedition

Prior to Sail-A-Way
Activities that must be done while ship dockside and stable

  • Post cabin assignments and work shift plans on bulletin board opposite mailboxes (get from LO). Provide copies to Camp Boss and Radio Operator

  • Check in oncoming staff and science party

  • Check out offgoing staff and track staff that remains to work port call (MCS and developers)

  • Send POB (from check in/check out list) to Ops Super daily

  • Collect passports and check to ensure all participants have proper visas for destination port of entry. (This may be removed from our responsibility)

  • Double check passport info vs. IODP crew and cruise list

  • Work with radio operator to resolve any issues

  • Give passports and final crew list (electronic) to Ship Radio Operator

  • Distribute nametags to scientists

  • Distribute information packets in mailboxes; Computer access (check with MCS to make sure it is current), photo/video release form, list of cabin repairs, communications policy, copyright form, ORCID form.

  • Give updated publications volumes to MCS to post to ship's web

  • Give a list of birthdays to the camp boss for cake preparation. Copy staff scientist.

  • Print birthday cards prior to first birthday and have them signed by scientists and technicians.

  • Ask ship's doctor how many Siem/SOS/Entier birthdays will occur during expedition – give blank JR birthday cards to ship's doctor

  • At end of port call, combine and send final check in/check out list to OPS Superintendent, LO, Supervisor of Technical Support (Brad Julson), and Staff Scientist. Copy Supervisor of Graphics.

  • Assist with new participant orientation if needed

  • Send updated crew and cruise (PAX crewlist with all IODP and Science party personnel listed) to Donna Hoover, Science Operations, shortly after departure from port (in transit) so she can update her records.

III. SITE PREPARATION - Prior to arrival on site and core on deck

  • Provide publications reference material if needed.

  • Send list of cabin repairs to appropriate crew- Camp boss or Chief Mate.

Include cabin #, repair needed, occupant (including gender), and workshift.

  • Finalize Strater template.

  • Update Methods figure.

  • Prepare Publications tracking sheets: figures, tables, volume.

  • Set up directories on server.


Specify if this must be done prior to each hole or site

  • Before each hole, prepare Strater template

  • Provide supplies for science party

IV. DURING CORING OPERATIONS

Routine tasks

  • Generate core descriptions daily (more often if needed - depending on coring conditions, Staff scientist/Co-chief scientist/science party preferences)

    • Identify/Resolve discrepancies in core descriptions

    • Create symbols, patterns, and excel macros as needed.

    • Provide either hard copy printouts or electronic PDF of new/updated core descriptions daily (or more frequently if requested). Provide to core describers, Staff scientist, and Co-chief scientists.

    • At end of hole, place PDF or illustrator file of core recovery and hole summary (if requested) in Uservol and email science party to let them know where its located

    • Place final PDF of VCDs on Uservol for science party

    • At end of site, generate site summary (if requested) and put on Uservol for science party.

    • Create notes specific to VCDs, hole summaries, and site summaries

  • Collect/Prep volume material to return to shore – hard copy of figures only, electronic files of all materials (text, table, figures)

    • Assist the science party with preparation/creation of graphics

    • Check volume material for completeness and editability

    • Create notes specific to volume material in a word file to send to shore with volume contents

    • Fill out tracking sheets

  • Work with the Staff Scientist and Co-chiefs as needed

  • Send a weekly report to shore (minimum requirement, more often as needed to report issues and clarify procedure, or as requested by Supervisor of Graphics)

  • Report database issues to JR Developer, provide screen shots and other documentation

  • Assist the ALO with store merchandise as requested

  • Update check-in/out list if IODP crew changes during expedition – coordinate with Ops Superintendent and Radio Operator

  • Call in repairs as needed to Chief Mate (cabin or safety or electrical related), Engine Room for toilet (phone #290), Camp Boss for mess, laundry, and cabin cleaning.

  • Assist with Lost and Found items

  • Other duties as assigned by the LO (may include pre-arranged shore-based work)

V. DURING TRANSITS

Routine tasks

  • Complete core descriptions for previous site

  • Collect volume material for previous site

  • Other duties as assigned by LO

VI. DURING EXPEDITION

Activities that must be done at least once per expedition but are not part of the daily routine work and don't fall under any other heading.

  • Send request to shore for special Pubs supplies not included in inventory

  • Revise lists for DVDs and Book Library (if new books added). Update file on ship's web, send list to shore.

  • Distribute participant address list to the science party to review/correct. Format similar to web. Phone numbers are not required. Include technician information and the SEIM Offshore officials - the Captain and Drilling Supervisor (from the poster). Send final copy to ship Curator, ALO, and shore (Pubs).

  • Collect science party shipping address list as well as any special shipping instructions and email final to ship Curator and ALO (Sometimes the Curator and/or ALO does this).

  • Scan all mailbox documents that the scientists signed – copyright, image release, communication policy, ORCID – and take back to shore. Hard copy can be destroyed.

  • Assist with recreational cruise activities – holidays, birthdays, Hump Day, t-shirt logo contest

  • Coordinate timing of t-shirt logo contest with LO, Staff Scientist, and Imaging Specialist – they also need to review the designs before they are ready for voting

  • Prepare mailbox packets for next expedition

  • Request copies of travel itineraries to place in passports for customs/immigration if Radio Op requests

  • Prepare birthday cards for next expedition

VII. END OF EXPEDITION ACTIVITIES

  • Distribute/collect customs and immigration forms minimum two weeks in advance, coordinate with Radio Operator

  • Get Crew and Cruise for oncoming crew and give to Radio Operator

  • Prepare Pubs Technician report, e-mail final to LO and CC Jaime.

  • Assist LO with Technical Reports as needed

  • Distribute hotel information to technicians from  JRSOTravel Representative.

  • Check with MCS and Staff Scientist when the servers will become unavailable, coordinate collection of final volume material accordingly.

  • Copy volume to external hard drives (all volume; text, tables, figures, VCDs, etc.) These are to be hand-carried by earliest personnel going to IODP.

  • Send hard copy and electronic files of PR to be hand carried by someone going directly back to IODP.

  • Send hard copy of the volume figures in a Pub Specialist data box to be express shipped directly to Jaime. The Pub Specialist data box is last to go into the shipment. It is not due when Science party boxes are due. When your box is ready take it to the ALO office.

  • Send email to all to return DVDs to Pub Specialist and books to their original location.

  • Clean out JR Publications Specialist email account – save one year of emails.

  • Notify Lorri and Jaime if there might be an embargo requested (doesn't have to be confirmed).

  • Clean office and/or assigned area by LO officer.

VIII. PORT CALL – Off Going

  • Send Preliminary Report to shore via Filex (unless electronic copies are hand carried to office).

  • Email figure/table tracking sheets and volume notes to shore.

  • Fill out the next expedition check in-check out list and pass it to the oncoming pubs specialist. Notify oncoming pubs specialist of any off-going staff who will remain to work port call so they can be tracked on the list (usually MCS and Developers, maybe ALOs and LO).

  • Distribute IODP participant passports. Coordinate with Radio Operator on the need for face-to-face meeting with Immigrations.

  • Cross over with oncoming Pubs Specialist.

  • See General JRSO Shipboard Technical Staff SOP.