A growing number of our scientific visitors observe with their own specialized equipment, transported between diverse locations around the world for short term use, and often with tight time constraints for arrival at various destinations. This trend is likely to continue and expand to larger, more complex and costly instrumentation as the next generation of large telescopes comes on line. Often this equipment has high dollar value or is irreplaceable, with limited or no options for insurance. Even repairable damage can mean loss of an observing run while still paying all the associated costs. The complexity of import/export rules, especially pertaining to high technology items, can cause time consuming delays. In these circumstances, the speed and reliability of the transport logistics can be central to the success of an observing program. Therefore, if your observation program at CTIO is dependent on custom instrumentation that you must ship into and out of Chile separately from your own travel, read on!
In the US, Clark Enterline (centerline@noao.edu) and his staff in the CTIO Tucson Support Office will assist you with expert guidance and support on legal requirements and "red tape" when dealing with US export regulations. They can handle customs procedures, contracting with overseas shippers, buying insurance, return formalities and payment of freight bills. In Chile we also provide similar specialized help to secure the prompt and safe passage of your equipment through Customs until its final destination at CTIO. The bulk of this activity is handled by our Santiago office staff (hbustos@noao.edu), in coordination with Tucson, La Serena and Cerro Tololo. We would like to share with you some important aspects of an overseas shipping operation.
Essentially, international freight moves on documents. Precise, accurate, timely documentation is of paramount importance. The most common documents that are required for an export-import operation, are the Bill of Lading or Air Way Bill, which is issued by the transportation carrier; the insurance policy, when insurance coverage is bought; and an Invoice Pro-Forma or Packing List (which you provide), listing the exact amounts and description of the equipment being shipped and the commercial values that must be declared to the Customs involved in the operation. Furthermore, certain items including personal computers, electronics, and optical equipment must have prior approval by either the US Commerce or State Departments. Obtaining licenses is sometimes a lengthy business. You should contact Clark Enterline as early as possible---at least a month before the shipping date---so exportability can be determined and the proper approvals secured.
Chilean importation procedures also require full documentation, which we must present to the appropriate Ministry at least ten days before your arrival. With the import approvals in hand, we can meet your shipment at the airport, expedite it through Customs under the legal provisions applicable to AURA, and get it speedily on its way to La Serena. If the shipping documentation is late, incomplete, or inaccurate, or there are security mishaps or partial receipts, this procedure can take several days to complete.
Appropriate packaging is necessary to protect your valuable assets from the rigors of international freight, and to insure they will arrive intact and together. Mechanical shock is the most likely source of damage for most items. Pack securely with isolation, immobilization, or cushioning as appropriate. Double boxing is a sound precaution. For the outer carton, use new, plain, heavy duty cartons clearly labeled with the destination address. Customs officials are alert for dutiable items, so reusing the carton your workstation came in as an exterior shipping container might cause delay and the opening and handling of your equipment. The recipient should be identified as AURA, Inc. with the name of the principal investigator added in parentheses. It is good practice to put a copy of the packing list on every shipping box. The use of a few large, unwieldy cartons is better than many small, easily handled (or mislaid, or stolen) boxes to insure everything arrives together.
Once your shipment arrives in Santiago and passes through Customs, we will send it by truck to La Serena. An AURA vehicle makes this trip approximately biweekly; otherwise, we must contract for a commercial carrier. Delivery can be to the La Serena offices or directly to Cerro Tololo. It is important for us to know your schedule requirements and delivery preferences. Apart from checking for obvious external damage, we will simply hold equipment for unpacking by the investigator. Other arrangements should be made with your scientific contact person.
Use e-mail to keep the Tucson and Santiago offices, and your scientific contact in La Serena, informed about schedules, advance shipping information, changes or delays, or other information that contributes to the logistics. While we have concentrated on getting from the US to Cerro Tololo, the return trip can be equally complex. Be sure to clearly explain your return schedule requirements in advance so that we can get the logistics in place.
Sometimes equipment is sufficiently limited that investigators prefer to bring it as accompanied baggage. We have not discussed this, as it offers some special handling and Customs concerns, which are best addressed on a case by case basis.
Hernan Bustos (hbustos@noao.edu)
AURA, Inc. Santiago Business Office