The ship scheduling process begins when the scientist submits a University-National Oceanographic Laboratory System (UNOLS) ship time request form with his/her research proposal to a specific agency. The ship time request form is on the UNOLS website (www.gso.uri.edu/unols/unols.html), and when filled out, is simultaneously submitted to the UNOLS Office and to ship operators. The ship schedulers use the UNOLS form to build their next calendar year schedules. In addition to scheduling cruises which directly request use of their vessel, they schedule cruises which require equipment unique to their ship, and cruises that will provide an efficient cruise track.

The UNOLS Ship Scheduling Committee meets in mid-July to review proposed schedules for the next calendar year. The scheduling process considers the scientific program needs, the funding status of the program, double booking of cruises, the effectiveness of the ships schedule, the effectiveness of the ship to support the program and scheduling conflicts of required scientific equipment. Every attempt is made to reduce transits and provide overall efficient schedules.

Programs sponsored by NSF, NOAA, ONR and other agencies are scheduled so as to best satisfy program needs and provide cost effective schedules. The merit review process for research projects submitted to most NSF program offices takes about six months. Proposals to the Ocean Sciences Programs must be submitted by the February 15 target date to be considered for next year cruises. Program announcements for special competitions may have deadlines or target dates somewhat later in the year. In all cases, however, the research program offices must provide support recommendations by August or the seagoing phase of a study may not be scheduled for the following year.

Preliminary ship schedules are set at the July meeting. The more complex ship schedules (typically those of the large ships), may require more time to resolve conflicts. The UNOLS Scheduling Committee reconvenes in early September to iron-out any remaining issues and finalize the ship schedules. The schedules may change throughout the year as unforeseen events arise, but every attempt is made to follow the schedule and avoid any inconvenience to the science or incurring additional operating costs.