Operational Scientific Services (OSS) Including Deep Submergence (DSG) and Shipboard Scientific Services Group (SSSG) Policy   Email     Print   PDF

Policy Information

• 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

Contents

Overview

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.

II. Conduct

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 tolerated.

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; 

2.insubordination; 

3.theft of Institution or personal property; 

4.sexual harassment; 

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 dismissal); 

7.missing a sailing; 

8.continued unsatisfactory performance of assigned duties despite repeated warnings (see Involuntary Termination, and Progressive Disciplinary Action).

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.

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 the Plan).

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 project.

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' Compensation . 

B. If a Group member becomes sick or injured while "in service of" ship and is unable to work, the following apply:

1.Wages - Full wages for six months or until the ship returns to home port, whichever occurs first.

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. 

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.

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 hire. 

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 day worked.

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.

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".

C. Leave time taken must be charged as follows:

1.Against any accrued shore leave. 

2.Against any accrued annual vacation hours.

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.

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 employee.

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.

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.