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Cornell University
University of New Hampshire
Shoals Marine Laboratory 2014 Employee Manual
Introduction
Shoals Marine Laboratory (SML) operates a seasonal field station on 95-acre Appledore Island in the Isles
of Shoals, an isolated cluster of islands six miles off the Maine and New Hampshire coasts. The Isles of
Shoals have been inhabited since the 17th century.
This site is ideal for fieldwork. The surrounding waters are clean and cold, the tidal range is large, and
marine and terrestrial organisms are abundant and diverse. During a 4-month period from May to August,
SML serves many groups and programs. SML’s primary mission is field marine education and research
experiences for undergraduates. We also offer non-credit, adult and family education programs. Inseason, SML opens its facilities to donors and administrators from Cornell University and University of
New Hampshire.
Appledore has no town or permanent residents. Our 18 buildings are located in the center of the island;
four private cottages are on the island’s south side. SML generates its own power and operates its own
water systems. SML uses the R/V John M. Kingsbury and R/V John B. Heiser for teaching, research, and
to transport passengers and supplies. The R/V Storm Petrel, R/V Acipenser, several inflatables and two
sailboats round out the fleet. For more information, see
http://www.sml.cornell.edu/sml_welcome_lifeonappledore.html.
Staff Matters!
The success of Shoals Marine Laboratory (SML) is due in large part to the dedication and enthusiasm of
the staff that support its operations.
Staff based at Creek Farm, at UNH, and at Cornell oversee: 1) physical plant operations (i.e. repairs and
maintenance, permits and registrations, contracts); 2) fund-raising; 3) budget administration; 4) student
recruitment, registration, and financial aid; 5) hiring; 6) program development and marketing; and 7) adult
education and user group registration.
In summer, staff and faculty are housed on Appledore to operate the facility and lead the academic
programs. The Coastal Coordinator and Coastal Support Specialist work from the Creek Farm Office in
Portsmouth. The Director of Island and Coastal Operations, Director of Facilities and Planning and
Assistant Director for Island and Coastal Programs are based at Creek Farm, but travel to Appledore
frequently. Remaining core staff work from the office at Cornell, and on-island as required.
Island staff in four departments bring the seasonal program into action by providing the day-to-day
support for all island participants:
• Programs: (Island Coordinator, Diving Coordinator, Dive Safety Officer, Lab Preparator, Faculty
and Teaching Assistants)
• Kitchen (Head chef plus two)
• Facilities (Head engineer plus one)
• Waterfront (Lead captain plus two)
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We hire work-study students to help in all four departments.
Because of SML’s location, mission and small staff, employees must be able to work independently,
cooperatively, and with a minimum of supervision. Employees who are self-motivated and committed to
the Laboratory’s mission can expect to spend a very rewarding summer on Appledore.
Each member of the staff must have a friendly and professional disposition; an important aspect of your
job will include greeting students, faculty and guests, and making them feel WELCOME! All staff need to
be sensitive to the fact that first-time visitors to Appledore may find it a bit difficult to adjust to island life.
They may feel uncomfortable and will often turn to a staff member for a friendly word. Sometimes a kind
word from a familiar face is all a newcomer needs in order to settle in and start enjoying the island
experience. Staff should wear a nametag whenever on duty so that you are readily identifiable to
students, faculty and island visitors.
We emphasize the interdependent and collaborative nature of life among students, faculty and staff on
Appledore. ‘Shoals Skills for Success’ (attached) articulates the attitude and philosophy that makes SML
a successful and thriving community. We expect you to incorporate these skills into your work for SML.
Occasional moments of stress result from inclement weather; a broken water pump; or ten loaves of
bread that were supposed to be served for lunch that did not rise. Such mishaps can and do happen!
The best response to any sort of minor catastrophe is to remain calm and offer to help when appropriate.
If staff members model a calm reaction to any mishaps, the whole island community benefits.
Housing, Water, Laundry & General Living Conditions
Whenever possible, full time staff members are given their own room. These rooms are located in Bartels
Hall, a renovated Coast Guard station built in 1910. All rooms are simply but adequately furnished. Staff
are expected to provide (and launder) their own bed and bath linens and are responsible for
housekeeping in their own room. All members of the staff must pitch in each week with the housekeeping
chores for the washrooms and common areas. The rooms provided are not to be painted or altered in
any way that creates permanent markings in the room or on the furniture.
Fresh water is a limiting resource. Staff are permitted Navy showers as needed but should practice
discretion and conservation. The rest of the island population will only be permitted two or three showers
per week! Bartels Hall houses a staff laundry room equipped with one washing machine and one dryer.
This facility is provided for staff and faculty use only. Laundry privileges may be suspended if the island’s
freshwater resources are running low.
There is a staff lounge located in Bartels Hall equipped with a refrigerator, sink, microwave, TV, VCR and
stereo. Staff should keep personal beverages in the lounge refrigerator. The lounge is meant for use by
the staff. Staff may invite faculty and teaching assistants who are 21 years of age or older to socialize in
the lounge. Staff may not invite students to socialize at Bartels Hall. Work-study students are not
permitted to use the lounge. Please be considerate of others when you are there (for example, if you
would like to watch TV ask others first). In general, the period from 10 p.m. to 7 a.m. is ‘quiet time’ on
Appledore. At any time, others may be sleeping so keeping sound at a low level in the lounge is
appreciated. Academic buildings and the Commons are available at all hours, but again, please observe
quiet time from 10 pm to 7 am. Loud parties that can be heard from outside the building are not
permitted in Bartels Hall at any time.
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Meals
Usually breakfast at 7:30AM; lunch at 12:30PM and dinner at 6:00PM. Sunday brunch is served at
10:00AM and dinner at 5:00PM. At times, meal times are adjusted to accommodate course needs.
*Special dietary needs will be accommodated; please let the kitchen know.
Clothing
Summer can get quite warm. Spring and fall can be very cold and Appledore may experience extended
periods of rain and fog. Bring warm clothes (fleece, sweaters, wool socks, hat and mittens), good foul
weather gear, and waterproof boots. Casual clothing is usually worn, except for when staff dress up for
the periodic banquets. While working, shirts and shoes must be worn at all times. Sandals are not
permitted due to the rocky and uneven nature of the island. Engineers and Captains are required to wear
sturdy shoes or work boots when working with heavy equipment or around machinery. Since the terrain
is rough, all staff should have at least one pair of sturdy shoes or hiking boots. Kitchen staff are required
to wear covered shoes in the kitchen and may be required to wear long pants rather than shorts. You will
be provided with blankets but a sleeping bag is recommended since none of the buildings are heated.
Transportation Between Portsmouth and Appledore Island
Staff transportation to and from the Isles of Shoals will be provided by the Shoals Marine Laboratory, and
the Star Island Corporation. Staff should sign-up for ALL trips to and from the mainland with the Island
Coordinator or Coastal Coordinator. Transportation for the upcoming week should be arranged by
Monday mornings for review during the weekly staff meeting.
The 2014 REGULAR SEASON BOAT can be found at www.sml.cornell.edu/sml_event.taf:
Boat schedule abbreviations: dep = depart; SML = Appledore Island; POMO = 315 Market St.
Dock/Portsmouth, NH; CFJD=Creek Farm Johnson Property Dock. SML staff will also be able to
travel between Portsmouth and Star Island on Star Island vessels; 2014 details to be discussed
at Staff Orientation & Training or see the island coordinator for details. Some boat trips will be
to/from the UNH pier in New Castle.
Telephone, Communications & Mail Service
The Lab uses four modes of communication with the mainland and vessels: (1) Several cellular phones,
(2) Marine/VHF radios located in the office, on the three research vessels and hand-held units carried by
most staff. (3) Internet access is provided to the Island by a microwave connection and there are
computers available in the office for staff use. (4) VOIP phone and fax machine in the island office.
The island office phone is 603-964-9011; the fax number is 603-964-4739. The Creek Farm office phone
is 603-430-5220; the fax number is 603-430-5221. The Cornell SML office phone is 607-255-3717.
Staff should use a personal cell phone for all personal calls.
Your mailing address will be: c/o Shoals Marine Lab, P.O. Box 88, Portsmouth, NH 03802. Be sure that
Shoals Marine Lab name is included on all mail that is addressed to you. Mail is generally picked up
several times a week in Portsmouth. Stamps are available for purchase at the island’s Appledore Store.
Packages that come via US Mail, UPS or other carrier are best sent to the Lab’s Creek Farm office. The
address is: Shoals Marine Laboratory, Creek Farm, 400 Little Harbor Rd., Portsmouth, NH 03801.
The Creek Farm office is not always staffed during the summer months so please be sure to sign
signature waivers on all packages so the carriers can leave packages without requiring a signature.
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Health & Safety
SML will provide all staff with an opportunity for Basic First Aid and CPR/AED and oxygen administration
training in early May. This optional training is paid for by the Lab and recommended. First Aid, CPR/AED
and oxygen administration training are required for staff divers and boat operators during SCUBA
activities.
Emergency protocol and procedures will be discussed during staff orientation in the spring the Lab’s
emergency plan is online at: http://www.sml.cornell.edu/sml_jobs.html (the plan outlines the type of
emergencies the staff might expect and how they might be asked to respond).
Star Island has a doctor or a nurse in residence during their conference season (June through August).
Some staff have medical training in advance of the basic first aid and CPR training. Emergency cases are
handled at the Portsmouth Regional Hospital; any Lab personnel or participant needing emergency
attention will either be evacuated by the Lab, U.S. Coast Guard or Med-Evac helicopter service. Staff
expectations in response to medical emergencies will be reviewed during orientation in early May.
Before you come to Appledore, you should have a tetanus shot if your last one has expired. Let us
know if you have medical problems that may require special consideration. There is poison ivy on the
island as well as bees; bring any necessary medication.
Everyone on the island has responsibility for personal safety as well as the safety of others. If you have
concerns about the safety of any situation on Appledore, bring it to the attention of any permanent staff
member.
Staff Meetings
Weekly staff meetings are held Monday mornings at 8:15 a.m. in the Island Office to coordinate the
upcoming week’s schedule. It is essential that at least one person from each island department
participate. Throughout the summer the Director of Operations works with each department and each
staff member to ensure that any problems in the workplace are identified early on and taken care of
promptly. If you have any problems, or suggestions, please talk to your department head or Mike
Rosen.
SML Vehicle Use (see separate document provided)
Mainland vehicles: The mainland vehicles owned by SML are to be used for business purposes only.
SML abides by Cornell University’s “Use of Cornell Vehicles” policy (provided separately).
Island Vehicles: The roads on Appledore are rough. Drive all island vehicles at a slow speed and a low
gear at all times.
Island Vessels: Cornell’s “Use of Cornell Vehicles” also applies to the use of SML vessels. Please see
the Waterfront Policies at the end of this manual for details on staff use of SML vessels.
Policy on Drugs & Alcohol
SML upholds a Zero tolerance rule regarding illegal substances for all staff. Use of illegal substances by,
or intoxication of SML staff is grounds for dismissal from employment. U.S. Coast Guard regulations
include a random drug-testing program. All island staff are enrolled in this testing program, as all staff will
be required to act as crew on Laboratory vessels.
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Staff may buy their own alcoholic beverages for their discrete, private consumption in Bartels Hall only,
but must ensure that no one under 21 is served. Staff must not purchase, nor provide, any alcoholic
beverages for any SML student in any program.
Smoking on Appledore is not permitted in ANY building, and is restricted to the stone steps of Kiggins
Commons. Dispose of cigarette butts in the sand pails provided in the Commons.
Required Forms for Employment
All seasonal SML staff will need to fill out a Cornell employment application, a Federal W-4 Tax Form, a
Maine State W-4ME Tax Form, and an I-9 form, which will be available at Staff Training and Orientation at
Creek Farm in May or at the beginning of employment. If you are a new employee (even if you are a
“returning” staff member), please BE SURE TO BRING EITHER a passport OR a driver’s license
and social security card or birth certificate WITH YOU! See your official hiring letter and packet for
other details of your employment.
Workdays & Paychecks
The general working day is from breakfast to dinner, though there are often specific activities scheduled
for after dinner. Be prepared to be flexible; there will be times when the boat needs to be unloaded at
high tide, and high tide may be at 11:00PM!
You will be paid a salary based on working 5 days a week (more details on days off are provided below).
Room and board and transportation to and from the mainland are provided to staff members without
charge.
Paychecks are issued from Cornell on the 15th and the last day of each month (for exempt employees)
and biweekly for non-exempt employees. The calendar for paychecks can be found at
http://www.dfa.cornell.edu/dfa/payrollservices/information/paycalendars.cfm. Direct deposit is
encouraged; enrollment forms are available. It can be difficult to cash a Cornell University paycheck if you
do not have an account at a Portsmouth bank. If you complete all of your paperwork at Staff Training and
Orientation, you can expect to receive your first paycheck within three weeks of your first workday. Maine
State tax and Federal taxes will be taken out of your paycheck, unless your work for SML is conducted
primarily in New Hampshire or New York. You will have to file a Maine State tax return, and if you are not
a Maine resident, the “nonresident” form can be downloaded at
http://www.state.me.us/revenue/forms/homepage.html.
Days Off
Each staff member will have two days, or more precisely 48 hours off for each week worked The Lab tries
to allow for flexibility in days off to accommodate special occasions, and arrangements should be made
within each operating department. All days off, and requests for boat transportation, should be reported
to the Island Coordinator and conveyed to the Coastal Coordinator to be noted on the Lab calendars.
You are expected to take your days off, however there may be times when the island schedule means
that you cannot take all your days off for a given time period (especially during open-up and close-up).
You may carry over that unused time to the following weeks. Any unused days off will not be paid at
the end of the summer. The one exception is days you were unable to take off during the final week of
close-up.
Creek Farm
Creek Farm is in Portsmouth (400 Little Harbor Road). One building, a reconstructed Carriage House,
houses the Lab’s Portsmouth office. The phone number there is 603.430.5220. The fax number is
603.430.5221.
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Staff on their off-days may stay in Apartment 2 at Creek Farm. This is a two-bedroom apartment with four
single beds, and is a shared resource; we expect all staff to keep the apartment and common areas
clean. Laundry machines are in the basement of Creek Farm. To conserve, please make every effort to
re-use your linens and please do not leave dirty linens behind when you return to the island from time off.
Smoking is not allowed inside either Creek Farm building.
Guests of Employees
NOTE: Please see the Guest Form and Emergency Form for Overnighters provided separately.
There will be times throughout the summer when you may want to invite a friend or family member to visit
you on Appledore. Please make every effort to plan for these visits at least a week prior to the intended
visit. Employees MUST complete a Guest Form for all guests and submit to the Island Coordinator
prior to the guest's visit. The Island Coordinator will determine the availability of rooms for
visitor(s) and will work with the Coastal Coordinator on scheduling boat reservations and
collection of the Emergency Form PRIOR to the guest's visit.
Each staff member will be given one FREE visitor day per month, which includes room and board,
and one FREE round trip aboard an SML vessel. Visitors staying more than one day per month can
either work 4 hours per day to cover their room & board or pay by credit card, $25.00/day. Credit
card payments can be processed through the SML Creek Farm office in NH by calling (603) 430-5220;
ask for Pam. Employee guests are not covered under our Worker’s Compensation program.
Any additional guests will be charged a transportation fee of $10/person. If the boat is full, staff,
faculty, students and guest lecturers take precedence over staff guests.
Recreation
During your days off, you may choose to go to the mainland or remain on the island and relax on a porch,
swim, snorkel (see Snorkeling Regulations at the end of this manual), or sail the Lab’s sailboats. All offduty activities involving the vessels must be cleared with waterfront personnel (see Waterfront Policies at
the end of this manual).
Staff are always welcome to attend lectures and presentations. Feel free to bring a musical instrument to
play during your free time! There is a piano in the dining hall. In the staff lounge you can watch a movie or
just kick back and relax.
Parking
You are welcome to park your car in the northeast lot at Creek Farm; it is quite safe.
Parking at the leased dock in Portsmouth is limited to Lab activities. Three slots are available for staff
vehicles. It is up to the staff on island to coordinate the use of these slots amongst themselves. Returning
staff may also have some suggestions about other spots to park in Portsmouth without charge.
If you (or guests who come to visit you) want to park in Portsmouth, the Public Parking Garage is located
on Hanover St., about four blocks from the dock. Parking there is $0.75 per hour. The Portsmouth public
parking website is at: http://www.cityofportsmouth.com/transportation/public.htm
If you have any questions about the policies in this manual, do not hesitate to speak with the Director of
Island and Coastal Operations, Mike Rosen.
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Shoals Marine Laboratory Employee Manual
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Shoals Marine Laboratory Waterfront Policies
I. Moorings
SML maintains six mooring sites during its operational season (May-September). Only one mooring (the
R/V KINGSBURY mooring) is rated for large vessels (50 ton max); all other moorings can accommodate
vessels 30 feet in length or less. Under the following restrictions and guidelines, visiting vessels are
permitted to use SML moorings when they are not in use by Laboratory vessels, floats or barges:
• Prior to picking up any SML mooring, all vessels should hail the Shoals Marine Laboratory or one of its
research vessels, the R/V KINGSBURY or the R/V HEISER on VHF channels 16 or 80. A member of the
SML waterfront personnel or the SML Island Coordinator will determine whether or not a mooring is
available. The vessel operator will be instructed as to which mooring is appropriate for the particular
vessel.
• Moorings are only available during the day. No overnight mooring is permitted at any time.
• If a SML mooring is not available, the vessel may proceed to the Appledore dock to drop-off and pickup passengers (the vessel should not draw more than 4 feet). Good anchorage is available in Gosport
Harbor (accessible by row boat or dingy). Moorings in Gosport Harbor are privately held, and should be
used only if you have made advance arrangements.
• SML moorings are not available to visiting vessels during SML SCUBA diving operations. SML displays
a large SCUBA diving flag during all diving operations.
• SML reserves the right to deny the use of its moorings at any time.
II. Docking
SML maintains a floating dock in Babb’s Cove during its operational season (May-September). Visiting
vessels are permitted to “land” at the Appledore floating dock under the following restrictions and
guidelines:
• Prior to approaching the SML floating dock, all vessels should hail the Shoals Marine Laboratory on
VHF channel 80.
• Visiting vessels should use dock space not being occupied by SML vessels, although rafting up to a
Laboratory vessel is permitted under certain circumstances.
• If there is a vessel in the process of arriving or departing the Appledore dock--visiting vessels should
stand-off and await instructions from SML staff.
Special Note: It is up to SML’s waterfront personnel (with the help of the Island Coordinator) to
ensure smooth operation of the main float. SML does not wish to discourage visitors to Appledore
Island, but safety must be the first priority in making any determination about mooring or dock
space usage.
III. Rowing Dingy (Sea Cloud II)
SML owns a small dinghy. This vessel may be used by SML students, faculty, and staff during their freetime under the following guidelines:
• Before a student, faculty, TA or a staff member can use the dingy they must be “checked-out” by
SML’s Senior Captain. During a “check-out” the person must exhibit that they can control the vessel, and
they must understand all safety procedures.
• Every time a student, faculty TA or a staff member wishes to use the dingy, they must clear it with a
waterfront personnel and they must wear a PFD.
• The area in which the dinghy can be used is limited for safety reasons. The area is limited to Babbs
Cove to the Red Nun on the northwestern side of the island to Smiths Cove, before you go around the
corner, on the southwestern side of the island. This area of usage keeps the watercraft in sight and within
a safe distance to the island in the event of an emergency. The capacity of the dingy is limited to two
persons.
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IV. Inflatable boats, and Sailboat
SML owns several inflatable Zodiacs and two sailboats. These vessels may be used by the SML staff
under the following guidelines:
• The person wishing to use a vessel must be “checked-out” by SML’s Lead Captain or his/her designee.
During a “check-out” the person must exhibit that they can control the vessel, and they must understand
all safety procedures.
• The person wishing to use the vessel must notify SML waterfront personnel of their intentions before
departure and must check in upon arrival.
IV. Swimming
• The buddy system is required at all times.
• Swimming is only allowed in the swimming pool. Occasional swim calls will take place in Babb’s Cove
with waterfront personnel permission and supervision.
SNORKELING REGULATIONS FOR ALL PARTICIPANTS attending the Shoals Marine Laboratory on
Appledore Island, Maine.
I. Introduction
Snorkeling at the Shoals Marine Laboratory (SML) is only allowed under conditions outlined in these
regulations.
II. Great Tidepool (SEE Map of Appledore provided with this document)
Individuals who are competent swimmers are permitted to swim and snorkel in the Great Tidepool. No
checkout is required. Individuals are required to use good judgment and take responsibility for their own
safety. A buddy is required at all times. No prior permission or radio is required.
III. Snorkeling in SML Courses
Snorkeling as part of an SML Course is permitted under supervision of the course instructor or teaching
assistant. Course instructors/teaching assistants must discuss their snorkeling intentions with the Island
Coordinator. Based on the circumstances, island waterfront staff (Captains or Dive Coordinator) will
determine what measures must be taken to ensure safety. A safety person with radio will be required in
all cases.
IV. Snorkeling Checkouts and Procedures
[A] To snorkel for research, or outside of course, individuals must:
(1) Pass a swim and snorkel checkout given by the Diving Coordinator.
(2) Must notify the SML Island Office that s/he will be snorkeling and state:
(a) Snorkel location
(b) Anticipated length of snorkel
(c) Buddy and/or safety-person
(3) Evaluate the ocean, weather, and boat-traffic conditions to determine whether snorkeling is safe at
that time and place. Use of a dive flag is required if snorkeling in an area at risk for boat traffic.
(4) Follow the requirements for buddy and/or safety-person.
(5) Notify the SML Island Office when finished snorkeling.
(6) Possess and use snorkeling equipment and exposure suit deemed appropriate for the conditions by
the Diving Coordinator.
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[B] Denial of permission to snorkel:
The Director, Associate Director, Captains, Dive Coordinator, and Island Coordinator may deny
permission to snorkel for any reason relating to the safety of the snorkeler or others.
V. Snorkeling Buddy and Safety-person Requirements
[A] Within the View-Zone (SEE Map of Appledore on page 9)
“View-Zone” is defined as: The area between Transect 1 and Transect 5, no further out than the SML
Mooring field.
An in-water buddy or a safety-person is required to snorkel within the View-Zone. In the event that a
buddy is used and no safety person is present, a radio must be located on site for use in case of an
emergency. The office must be notified when snorkeler(s) enter and exit the water. Buddies must remain
within visual contact.
[B] Outside the View-Zone (SEE Map of Appledore provided with this document)
“View-Zone” is defined as: The area between Transect 1 and Transect 5, no further out than the SML
Mooring field.
Snorkeling trips outside the View-Zone require the presence of a safety-person and snorkeling buddy.
The safety person must be prepared mentally and physically to enter the water and assist a snorkeler-indistress.
VI. Qualifications and Procedures for Safety-persons
[A] Qualifications: A safety-person must have:
(1) Passed a swim and snorkel checkout given by the Diving Coordinator; and
(2) Passed a marine radio checkout given by the Diving Coordinator.
(3) Fins, mask, and snorkel on site and ready to don in case of emergency.
(4) A dive flag on shore or in the vessel being operated.
[B] Procedures: A safety-person must:
(1) Be equipped with a working marine radio;
(2) Notify the SML Island Office when snorkelers enter and exit the water;
(3) Remain within sight of, and keep watch over, the snorkelers throughout the snorkel;
(4) Immediately notify the SML Island Office in case of a snorkeler-in-distress or other emergency.
(5) Utilize the dive flag to effectively alert boat traffic that snorkelers are in the water.
Questions? Ask the SML Dive Coordinator on Appledore Island.
Thank you and happy, safe snorkeling!
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