Guide For Vetting Inspections

A GUIDE FOR VETTING INSPECTIONS
Remember that the inspection result establishes whether the tanker is operated in a safe
way in accordance with valid rules and regulations.
The onboard inspection can only be successful if the tanker is prepared for the inspection.
The inspector that will carry out the inspection will start to collect impressions from the time
he takes his first step onto the gangway until he takes the last step off the gangway when
leaving the tanker after completing the inspection.
Preparation for the Inspection
Make sure that the inspection is scheduled at a convenient time for the vessel so it does not
conflict with other inspections or similar matters. This could easily be arrange through the
port agent. As mention before, the inspector will start to collect impressions immediately
upon arrival. The inspector is an individual and his first impressions will effect his judgement
for the rest of the inspection.
Make sure that each head of department has completed his own inspection before arrival at
port and that any deficiencies have been reported/corrected. This should be imported into the
normal routine guidelines.
An effective way of administering this is to introduce a Self Assessment from covering
following areas. The allocation of task for the specific areas is a suggestion and will depend
on individual company define areas of responsibility.
Tanker Particulars
Certification /Documentation
Crew management
Safety Management
Lifesaving Equipment
Fire Fighting Equipment
Pollution Prevention
Cargo/ Ballast System
Inert Gas System
COW Installation
Mooring Equipment
Bridge Equipment
Radio Equipment
Engine Room and Steering
Loan Lines Items
Chemical Supplement
Master
Master
Master
Master/ Chief Engineer
Second / Third Mate
Chief Engineer
Chief Officer
Chief Officer
First Engineer
Chief Officer
Chief Officer
Second Officer
Radio Officer/ Master
Chief Engineer
Chief Officer
Chief Officer
This is meant as an example. The next layer in the table is the delegation given to petty
officers and in turn , to the rest of crew. It is important to have a working organization that
delegate. This will achieve an understanding all the way down through the ranks.
Prior to the inspection preparations can be made in certain areas.
The Inspector may need to have a copy of following:
Classification Document
Certificate Registry
Cargo Ship Safety Construction
Certificate
Cargo Ship Safety Equipment
Certificate
Safety Radiotelegraphy Certificate
Load Line Certificate
IMO Certificate of Fitness

IOPP Certificate & Supplement
Certificate
of
Financial
Responsibility
A Crew List
A Drawing of the vessels cargo tank
arrangement
Vessels Safe Manning Document
The Following should be available for Inspection (Some are not applicable to all vessels):
Officers Licenses
Health Certificates
P& A manual
Approved COW manual
Approved Ballast manual
Oil/Cargo record book
Oil transfer procedures
Garbage log for compliance with ARPOL
Annex V
Proof of cargo hose/piping testing
Proof of fixed and portable fire fighting
equipment servicing
Proof of life raft servicing
Settings for vessels PV valves

Shipping Document and cargo
manifest
Certificate of inhibition or
stabilization of cargo
Declaration of inspection if
transferring bunkers
Cargo information cards for the
cargo on board
Inert Gas Manual
Waiver Letters, if any
Vessels Response Plan
Safety Manual
Vessel Operation Manual
Companys policy for upgrading
and training.
Be prepared to calibrate and /or demonstrate the proper operation of:
Combustible gas detectors or fixed

gas detection system
Oxygen analyzer
Toxic gas detector
Overboard discharge monitor
Cargo pump Emergency Shutdown

and bearing alarms
High Level alarms
Overfill alarms
Quick closing valves.
Be prepared to demonstrate the proper operation of the following systems/alarms:
Inert Gas system alarms

Oily Water Separator
Fire fighting systems
Steering Gear
Emergency Generator
Engine room ventilation shutdowns
Fuel oil cut-off valves
In addition the following items may be checked and should be ready:
Firemans outfits
International shore connection
Navigation equipment
Charts, publications, and corrections
EPIRB, pyrotechnics and hydrostatic

releases
Flame screens, bunker tanks
Suitable paint locker
Marine sanitation device
Reference should also be made to the particular requirements of the oil major inspecting the
vessels.
The following items are of vital importance as these provide an overall impression of the
vessel, and will play an essential part in how the inspection will be conducted.
1]
2]
3]
4]
5]
6]
7]
8]
9]
10]
11]
Gangway: Correctly arranged is the gangway net rigged? Is there a life ring near
by?
Sins: All warning signs posted 1
Crew: All crew working on deck should have hard hats and the necessary protection
gear.
Deck watch: Is he present in the area? Hard-hat, emergency equipment 2 handy,
necessary for cargo loading/discharging; walkie-talkie; ask the inspector who he is
and should follow the inspector to the ship office.
Fire Equipment at the Manifold: Correctly rigged and present.
Deck: Clean, free of oil/water and obstructions.
Scuppers: Blocked emergency pump in the position and discharge connected.
Cargo information: Make sure that all personnel involved in the cargo operation
are briefed regarding what cargos are being loaded/ discharged, particularly the deck
watch. All MSDS 3 to be up and and easily readable.
Emergency Equipment: Working , present and clearly marked.
Moorings: In good order, no lines on the which ends.
Accommodation: All doors closed, clean and in proper order.
The Inspection:
Make sure that the inspector is accompanied on the vessel during the inspection. The best
people to do this would be Master, Chief engineer, Chief Officer and the First Assistant
Engineer ( Second Engineer) who can divide the area of inspection amongst themselves.
Normally, the inspector will start by checking all certificates 4 and documentation with the
Master. He would then move into the areas listed overleaf. However, it must be remembered
that the order and schedule of the inspection can be changed to achieve less disturbance to
normal operations onboard. With the new OCIMF VPQ, much of the data referring to the
tanker will have been completed in advance. Make sure that you have a completed up to date
copy available for the inspector as this will save much time.
1]
Bridge and Radio Room
2]
Cargo Control Room and Tank Deck
3]
4]
Engine Room and Steering Gear

Accommodation / Galley
Below are the most common deficiencies found in all areas:

Bridge and Radio Room
The most common deficiencies encountered in the Bridge / radio room area are related to
publications.
Passage plan only pilot to pilot. Ensure that the field passage plan covers berth to berth
navigation
Missing publications or old editions onboard when new publications have been issued
No logs for gyro error
No entry of position on the navigation chart during transit of politage to berth
Cargo Control Room and tank Deck
No cargo/ ballast plan available
Hydraulic leaks on deck
Officers and ratings not wearing hard hats on deck
No screens inside the vents for the ballast tanks
No calibration gas for gas detection instruments
Crew not wearing personal protection geaar
No policy for entering tanks
Engine Room and Steering Gear
No procedures or instructions posted for foam system
Emergency steering producers not posted properly in steering gear room
Hot worked/ procedures not used or not present in the manuals
No safety guidelines available for engine room / workshop welding equipment
No eye protection warning notices posted for engine workshop machinery
No clean goggles by grinders and lathes
Accommodation / Galley
Untidy
Overhead ventilation greasy- fire hazard
Accommodation ventilators with no identification labels
After the Inspection
All inspectors should sit down and discuss deficiencies and comments after the inspection is
completed. If not the Master should record a written objection that this has not
taken place, and informs his company immediately. Additionally, the inspector will
give the master a written list of the deficiencies found. This is very important par
in the inspection process. It is also the last chance for input before the inspector
will file his report with the oil major. Be sure to discuss everything thoroughly.
Misunderstanding can be the cause of deficiencies.
Correct all deficiencies as soon as possible
Send the report to the head office or department in the charge of the segment.
Complete the Inspector Evaluation Form and the Vetting Experience List form and send it
together with the report.

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What are the common deficiencies found during inspections?

What should be available for the inspector's review?

A GUIDE FOR VETTING INSPECTIONS

The Inspector may need to have a copy of following:

IMO Certificate of Fitness

Settings for vessels PV valves

Be prepared to calibrate and /or demonstrate the proper operation of:

Combustible gas detectors or fixed

Cargo pump Emergency Shutdown

Be prepared to demonstrate the proper operation of the following systems/alarms:

Inert Gas system alarms

In addition the following items may be checked and should be ready:

EPIRB, pyrotechnics and hydrostatic

Engine Room and Steering Gear

Below are the most common deficiencies found in all areas:

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