Sample Request and Distribution Procedures
Submission Process
The branch sends an automatic confirmation email when a sampler request is received. We review each request relative to both internal sampling priorities and other sampling requests.
The submission of a request does not guarantee inclusion in the sampling protocol. Acceptance of your request and inclusion in the survey does not guarantee that we will successfully fulfill your request.
Sampling time during research cruises is limited. While the time required to accomplish a single sampling request may appear reasonable, the cumulative time required to address multiple requests adds up.
We will notify you by email if we have concerns about your request. Concerns may relate to the magnitude or complexity of your request.
You can submit requests for more than one survey by filling out the online form for each survey. We no longer accept "standing requests.” You must fill out the appropriate online forms each year to do so. This ensures that unnecessary requests do not remain in our sampling protocol. We will not assume the continuation of any request unless submitted through the online forms by the posted deadline.
Preservation and Chemicals
We have the capability to freeze significant numbers of samples on most of our research vessels. Freezing is the safest form of preservation. We do accept requests involving other forms of preservation (alcohol, formalin, etc.) on a very limited basis. Anyone requesting samples from a survey requiring chemicals will need to supply the appropriate:
- Chemicals
- Material Safety Data Sheet forms
- Safety containers
They will also need to provide any other supplies needed to fulfill the request.
Sample Storage
Our laboratory freezer space is limited. It is important to pick up, ship out, or work up samples promptly. Please contact Michael Bergman to inquire about collected samples and the status of a particular survey. Unless special arrangements are made prior to the survey, we will not hold samples for more than 30 days after a given survey.
Shipping
Requestors are responsible for shipping supplies and shipping costs if shipping is necessary. You must supply a cooler and a prepared shipping label to receive your frozen samples. FedEx or United Parcel Service labels with your account number are acceptable.
Samples preserved in chemicals should be picked up in Woods Hole rather than shipped. You must provide the proper shipping container and labels for samples preserved in chemicals. Please check the current HazMat guidelines for your shipper
Cruise Participation
Requesting organizations may take part in one or more legs of a survey. This ensures that a request is fulfilled in a manner intended by the requestor. It allows for training of Northeast Fisheries Science Center staff who may be participating in later legs of the survey. We recommend this option for requests that need a significant amount of time to fulfill.
Requests must be submitted through the online form prior to the deadline for the intended survey. Scientist/organization representatives must also sign up to participate on the cruise. Organizations should submit both the sampling request and participation request.
Research Acknowledgment
When samples collected during Ecosystems Surveys Branch sponsored cruises are used to generate publications, the authors should include the following acknowledgment:
The authors thank the Ecosystems Surveys Branch of the NOAA Fisheries Northeast Fisheries Science Center and the officers and crew of the NOAA research vessel <Research Vessel Name> for their assistance in securing biological samples used during this study.
In cases where scientific staff cooperation is significant, study authors should consider including one or more Ecosystems Surveys Branch staff as co-authors in products resulting from their studies.
Thank you in advance for your cooperation!
If you have questions, please contact: Michael Bergman
Shipping Address
ATTN: Michael Bergman
NOAA/NMFS/Northeast Fisheries Science Center
166 Water Street
Woods Hole, MA 02543
