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Guidelines & Forms

This webpage aims to guide you through the documentation that you need to complete before you go to Antarctica or join one of our Research Vessels for a science cruise. Please read all the guidelines and policy documents carefully before filling in the associated form(s).

All required paperwork must be completed and returned to us at least 8 weeks in advance of your deployment.

The forms are available in either .docx or .xlsx format, for which you will need a word or sheet processing package such as Microsoft Word or Excel, or in .pdf format for downloading and printing, for which you will need Adobe Acrobat Reader, available free from the Adobe website.

Forms to complete and return

Antarctic forms

Personal
Antarctic personal Details/Acknowledgement Form: pdf | docx

Polar Clothing Form: pdf | xlsx
(only for completion by those requiring BAS issue polar clothing)

Allergies Checklist: pdf | docx

Financial
Personal Account Form: update coming soon

Visitors Charging Form: pdfdocx

Customer Creation Form: xlsx

Guidelines and Policy Documents

Personal
BAS Polar Code of Conduct: pdf

BAS Policy on Alcohol and Drugs: update coming soon

BAS Rothera Alcohol Protocol: update coming soon

BAS Inclusive behaviours – A UK polar community guide: pdf

UKRI Grievance, Harassment and Bullying Policy: pdf

UKRI Equality, Diversity and Inclusion Policy: pdf

Financial
Personal Accounts Policy: update coming soon

Travel Information for 2025/26 season
Travel To/From Antarctica: update coming soon

Communications
A phone card is needed for international calls outside of the UK whilst on BAS stations and ship. BAS will not cover the cost of international calls.

Communications whilst on board the SDA: pdf

Social Media Guidelines
Advice for staff who use personal social media channels: pdf

Own Way Home
Making your own way home; Policy: update coming soon
Making your own way home; Questions and Answers: update coming soon

Personal Survival Techniques (PST)
PST Information: update coming soon

Details of course providers can be viewed on the below link:
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/1090991/PST.pdf

Medical Insurance
Medical Insurance Guidelines for Non-BAS Staff: update coming soon

Medical Guidelines and Forms
For any queries relating to medical forms and policies please consult:

BAS Medical Unit (BASMU)
Tel: +44 (0) 1752 438621
basmu.admin@nhs.net

Arctic forms

Arctic Personal Details pdf | docx

Arctic Code of Conduct pdfdocx