Operational Scientific Services (OSS) Including Deep Submergence (DSG) and Shipboard Scientific Services Group (SSSG) Policy
- Issue Date: September 1, 1998
- Primary Contact: Director of Human Resources
- Responsible Member of Directorate: Vice President of Marine Facilities & Operations
- Responsible Office: Human Resources
Operational Scientific Services (OSS) Group members
assigned to Institution research vessels will be guided by
Institution policies, including the Submersible
Engineering and Operations Group Management Plan, and the special
provisions provided below.
A. The confident use of the submersible
by the general scientific community depends heavily upon the reputation
of the Operations Group in areas not necessarily directly related
to the Group's operational competence. In this regard Group members
are expected to conduct themselves appropriately at all times,
both on and off the support vessel. The close environment of shipboard
life requires special consideration of shipmates, especially during
long periods at sea. Actions which adversely affect the harmony
of the vessel or its ability to function properly will not be
B. The following are examples of behavior that
may be sufficient to justify immediate discharge without going
through progressive disciplinary procedures:
1.disruptive or destructive behavior;
3.theft of Institution or personal property;
5.possession of drugs (controlled substances);
6.being under the influence of alcohol or drugs
(controlled substances) during work periods; (see Substance
Abuse Policy, as this behavior may support the employee's
participation in a treatment program rather than immediate
7.missing a sailing;
8.continued unsatisfactory performance of assigned
duties despite repeated warnings (see Involuntary
Termination, and Progressive Disciplinary
A. The rates of pay for the Operations
Group member will be based upon position classification and performance
in the same manner as other employees at the Institution.
IV. Health and Life Insurance
B. The Group member may arrange for a ship's
draw, the money to be distributed by the support vessel Master
at least once a month.
C. While at sea, a graded (non-exempt) Group
member will receive overtime pay at one and one-half times the
base hourly rate for work performed in excess of 40 hours per
week and on Institution holidays. The Payroll Office will credit
each active Group member with 80 hours of regular pay for each
pay period. In addition, for graded employees, preliminary overtime
totals will be reported bi-weekly to the Payroll Office by fax
or other appropriate hard copy. Any adjustments to these overtime
totals will be made by the Payroll Office after the approved
time sheets are received.
A. Regular employees of the OSS Group,
as well as their eligible dependents, are eligible for Medical
and Dental coverage. The choice of coverage is the same as available
to other eligible Institution employees and their dependents.
The employee's share of the total premium is determined at the
beginning of each Plan year (or when there is a major change in
V. Sickness and Injury
B. Basic Life insurance for regular employees
of the OSS Group is provided by the Institution. Supplemental
Life insurance, for the employee and his/her eligible dependent(s)
is available, and is paid entirely by the employee.
C. It is the responsibility of the individual
Group member to either advise the ship's Master of type dosage
and quantity, or procure the prescribed medication that may
be needed during the voyage. If the employee is covered under
the Institution's group medical plan, s/he should notify the
Human Resources Representative for assistance in obtaining an
exception for a six month supply.
D. Pre-employment physical examinations are required
of all prospective OSS Group members. Drug testing is required.
E. Physical examinations required as a condition
of employment or advancement will be paid for by the appropriate
F. During the period of employment aboard the
support vessel, the regulations regarding drug
testing shall apply to all OSS Group personnel.
A. All members of the OSS Group are covered
under the Institution's Occasional Illness and Disability plans.
(Refer to Paid Absences for details). Injuries
sustained while working in Woods Hole are covered under Workers'
VI. Vacation and Shore Leave
B. If a Group member becomes sick or injured
while "in service of" ship and is unable to work, the following
1.Wages - Full wages for six months
or until the ship returns to home port, whichever occurs first.
D. A group member who has been recuperating ashore
and is declared "Fit for Duty" while the ship is at sea will remain
covered under the wage provisions of V-B (1) until the ship reaches
its next port. A group member in this situation may be asked to
work for the Institution in another capacity.
2.Maintenance - Maintenance of $8/day while
food and shelter are not being provided, continuing until
the point of maximum cure has been reached.
3.Cure - Medical costs until the point of maximum
cure has been reached.
4.Wages may be paid under the Institution's
Short-term Disability (STD) plan
if the employee is still disabled when paragraph V-B-(1) above
is satisfied. If a Group member is still disabled, Long
Term Disability (LTD) benefits may be available.
A. Vacation: Each group member will earn
vacation at the rate designated by the Institution based on length
of service (see Paid Absences). A newly
hired member is not credited with vacation time until s/he has
been employed for a period of six months, at which time earned
vacation is calculated and credited retroactive to the date of
B. Shore Leave: Each group member will be credited
with 16 hours of shore leave following the first seven consecutive
days of duty while assigned to an Institution owned or operated
vessel designated as in Extended Voyage status and, thereafter,
prorated Shore Leave will be accrued for each consecutive full
1.Consecutive days of duty may include
up to three days spent in a non-working status on or off the
ship but subject to call and immediate return.
C. Leave time taken must be charged as follows:
2.Designation of a vessel as engaged in an
Extended Voyage status will normally continue while the vessel
is undergoing voyage repairs, short maintenance periods, or
changing the scientific outfit.
3.A Shore Leave "bank" will be created by multiplying
the number of hours of Shore Leave earned by the hourly rate
of pay at which the Shore Leave was earned. The funds in the
"bank" will be held until a Group member either uses it as
time off or takes it as additional pay, normally as part of
the first paycheck in December. The December paycheck may
include all or any part of the remaining funds in the Group
member's "bank" if requested.
4.Requests for an earlier payment date will
be reviewed by the Manager, Operational Science Services.
If the Shore Leave is used as time off, the number of hours
of paid Shore Leave available will be calculated by dividing
the Group member's rate of pay when the time is taken into
the funds in the "bank".
1.Against any accrued shore leave.
D. The Payroll Office will prepare a report of accrued
vacation hours and "banked" shore leave dollars. This report will
be sent to the ship periodically.
2.Against any accrued annual vacation hours.
E. While still in a probationary status, the
employee should charge desired leave time against accrued shore
leave (see item VI-B) when possible. If this is not adequate,
a limited amount of vacation time may be advanced by the Manager
of Submersible Engineering and Operations if requested by the
F. Leave requests for Operational Group members
will be reviewed by the Manager, Operational Science Services
in relation to the operations schedule and manpower requirements.
Every attempt will be made to grant leave at the times requested
by the employee assuming staffing and workload permit.
A. Airline tickets will be issued to OSS
Group personnel for authorized travel. Travel expenses will be
reimbursed following submittal of a Travel Expense Voucher with
all receipts upon arrival at the authorized destination.
VII. Leave of Absence
B. Travel expenses to or from Woods Hole or equivalent
will be paid by the OSS Program for any Group member taking
leave from the support vessel, at the rate of one round trip
per four-month period (120 days) aboard ship. At the discretion
of the Manager, Operational Science Services, these expenses
may be paid as much as two months before being fully accrued
but, if they are not accrued later, the Group member will be
required to repay these expenses on a proportional basis. The
Group member may request transportation for his/her spouse to
join him/her in lieu of transportation for himself/herself when
taking a vacation.
C. Operational Group members taking leave from
the support vessel may elect to receive compensation in an amount
equal to round trip airline tickets to Woods Hole. Such compensation
is considered wages and is subject to normal taxation.
Compensation in the amount of $500 (for a full rotation) will
be paid to a Group member automatically if more than six months
aboard ship have elapsed since the last travel reimbursement
or compensation payment. A Group member who receives compensation
in lieu of travel expenses and later requests the Institution
to furnish travel to rejoin the vessel must reimburse the Institution
for the travel cost.
D. If, while at sea, an OSS Group member is involuntarily
terminated by the Institution or if a voluntary termination
date has been agreed to by the Institution prior to sailing,
the Group member will be paid transportation from the ship to
his/her Continental U.S. home of record. If, however, an OSS
Group member resigns or leaves the ship before a previously
agreed upon date, the Institution is only obliged to return
the crew member to the nearest Continental U.S. port. Any further
travel will be at the Group member's own expense.
Upon written request to the Manager, Operational
Science Services, Operations Group members may be granted a
Personal Leave of Absence.
This is intended to allow longer periods ashore than might be
possible with accumulated
vacation or shore leave.
you require assistance in the interpretation of this procedure,
please contact your Human Resources Representative.
Last updated: May 7, 2008