SUNTEC Ship Management Manual

SUNTECH SHIP MANAGEMENT
SHIP MANAGEMENT MANUAL Document Number : SMM/01

SECTION: COVER Section Revision Number : -
Page Number : 1 of 1
SUNTECH SHIP MANAGEMENT
SHIP MANAGEMENT MANUAL
SMM/ 01
ISSUED: December 2020
VESSEL: SUNTECH SHIP MANAGEMENT FLEET
Copyright: SUNTECH Ship Management

NOTES:
1/ This manual is for use on SUNTECH Ship Management Vessels
2/ This manual is not to be marked in anyway.
3/ This is a controlled document. Any copies produced from this manual will be considered as uncontrolled copies.
ELECTRONIC COPY – UNCONTROLLED IF PRINTED

INDEX Section Revision Number : 41
TABLE OF CONTENTS
CHAPTER 1: MANAGEMENT, LEADERSHIP AND ACCOUNTABILITY
CHAPTER 2: COMMUNICATIONS & FILING
CHAPTER 3: CREW RECRUITMENT AND MANAGEMENT
CHAPTER 4: VESSEL RELIABILITY AND MAINTENANCE
CHAPTER 5: NAVIGATION
CHAPTER 6: MOORING & ANCHORING OPERATIONS
CHAPTER 7: MANAGEMENT OF CHANGE
CHAPTER 8: INCIDENT REPORTING, INVESTIGATION AND ANALYSIS
CHAPTER 9: SAFETY MANAGEMENT
CHAPTER 10: ENVIRONMENTAL AND ENERGY MANAGEMENT
CHAPTER 11: EMERGENCY PREPAREDNESS AND CONTINGENCY PLANNING
CHAPTER 12: MEASUREMENT, ANALYSIS AND IMPROVEMENT
CHAPTER 13: COMMERCIAL
CHAPTER 14: INSURANCE

REVISION SHEET
1. When it becomes necessary to revise this manual revision will be made by the issue of the new relevant
section.
2. These revised pages will bear a new revision number that must be entered on this revision sheet and
initialed by the Master or MRSVM after insertion into this book.
CHAPTER REVISION DATE

Index 41 27-03-2023
1.0 07 02-01-2023
1.1 07 02-01-2023
1.2 02 01-10-2019
1.3 01 31-12-2020
1.4 01 01-01-2020
1.5 02 02-01-2023
2.0 02 01-10-2019
2.1 02 01-10-2019
2.2 01 01-06-2014
2.3 03 30-08-2020
3.0 10 27-03-2023
3.1 01 01-06-2014
3.2 03 31-08-2021
3.3 02 27-03-2023
3.4 03 31-08-2021
3.5 04 31-08-2021
3.6 04 18-07-2022
3.7 01 01-06-2014
3.8 08 14-03-2023
3.9 06 13-10-2022
3.10 01 01-06-2014
3.11 01 01-06-2014
3.12 01 01-06-2014
4.0 05 05-12-2022
4.1 01 01-06-2014
4.2 02 15-07-2021
4.3 04 31-08-2021
4.4 06 05-12-2022


4.5 07 13-10-2022
4.6 01 01-06-2014
4.7 02 02-03-2020
4.8 03 15-07-2021
4.9 01 01-06-2014
4.10 01 01-06-2014
4.11 01 01-06-2014
4.12 02 14-12-2020
5.0 12 13-10-2022
5.1 02 31-08-2021
5.2 05 14-05-2022
5.3 05 27-05-2022
5.4 02 01-10-2019
5.5 04 23-06-2021
5.6 03 10-09-2020
5.7 05 08-11-2021
5.8 11 13-10-2022
5.9 01 01-06-2014
5.10 04 08-01-2022
6.0 04 10-02-2023
6.1 05 10-02-2023
7.0 02 01-10-2019
7.1 02 01-10-2019
8.0 04 13-03-2023
8.1 02 01-10-2019
8.2 00 01-10-2019
8.3 03 07-02-2022
8.4 03 13-03-2023
8.5 03 30-08-2020
8.6 03 30-08-2020


9.0 13 23-02-2023
9.1 06 02-01-2023
9.2 06 31-12-2021
9.3 10 23-02-2023
9.4 01 01-06-2014
9.5 01 01-06-2014
9.6 01 01-06-2014
9.7 02 01-10-2019
9.8 03 17-02-2023
9.9 04 07-02-2022
10.0 04 14-03-2023
10.1 02 01-01-2020
10.2 01 01-06-2014
10.3 02 15-07-2021
10.4 04 14-03-2023
10.5 01 01-06-2014
10.6 03 08-01-2022
10.7 01 01-06-2014
10.8 02 30-04-2020
10.8 App 1 02 30-04-2020
10.9 01 30-04-2020
11.0 02 31-12-2021
11.1 01 01-06-2014
11.2 01 01-06-2014
11.3 02 31-12-2021
11.4 01 01-06-2014
11.5 02 30-10-2020
11.6 01 01-06-2014
12.0 05 10-02-2023
12.1 02 30-08-2020
12.2 04 02-01-2023
12.3 09 10-02-2023
12.4 01 01-06-2014


13.0 02 30-08-2020
13.1 01 01-06-2014
13.2 02 02-03-2020
13.3 00 30-08-2020
14.0 01 01-06-2014
14.1 01 01-06-2014
14.2 01 01-06-2014
14.3 01 01-06-2014
14.4 01 01-06-2014
14.5 01 01-06-2014
14.6 01 01-06-2014
14.7 01 01-06-2014
14.8 01 01-06-2014

ACKNOWLEDGEMENT SHEETS
This manual should be read by the Master and by all the other officers and each officer as confirmation of the
same should sign this page. Subsequently, all officers joining this vessel must read this manual and sign as
confirmation.
NAME RANK DATE SIGNATURE
* Any questions concerning this manual should be directed to the appropriate Designated Person Ashore.

CHAPTER 1: MANAGEMENT, LEADERSHIP AND ACCOUNTABILITY Section Revision Number : 07
CHAPTER 1
MANAGEMENT, LEADERSHIP AND ACCOUNTABILITY
TABLE OF CONTENTS
INTRODUCTION 1
1.1 COMPANY VISION, POLICIES AND OBJECTIVES 1

SAFETY AND QUALITY POLICY 3
HEALTH AND HYGIENE POLICY 4
ENVIRONMENTAL POLICY 5
DRUG AND ALCOHOL POLICY 6
JUST CULTURE POLICY 6
SOCIAL MEDIA POLICY 7
ANTI BRIBERY AND CORRUPTION POLICY 8
HUMAN FACTOR POLICY 9
WHISTLE BLOWER POLICY 10
INTERESTED PARTIES 11
1.2 DOCUMENT CONTROL 1

1.2.1 CONTROLLED DOCUMENTS ISSUED BY THE COMPANY 1
1.2.2 CHANGES TO CONTROLLED DOCUMENTS 1
1.2.3 MANUAL IDENTIFICATION NUMBER 2
1.2.4 CHARTS AND NAUTICAL PUBLICATIONS 2
1.2.5 REFERENCE PUBLICATIONS (TECHNICAL LIBRARY) 2
1.2.6 RETENTION TIME 2
1.2.7 UNCONTROLLED DOCUMENTS ISSUED BY THE COMPANY 2
1.2.8 SHIP’S DRAWINGS, EQUIPMENT MANUALS AND OTHER EXTERNALLY
CONTROLLED DOCUMENTS 2
1.3 CODE OF ETHICS 1

1.3.1 GENERAL 1
1.3.2 RESPONSIBILITY TO CLIENTS 1
1.3.3 RESPONSIBILITY TO EMPLOYEES 1
1.3.4 COMMERCIAL BRIBERY 1
1.3.5 CONFIDENTIALITY 1
1.3.6 CONFLICT OF INTEREST 1
1.3.8 FAIR PLAY 1
1.3.8 WHISTLEBLOWING 2
1.3.8.1 WHAT IS WHISTLEBLOWING? 2
1.3.9 JUST CULTURE 2
1.3.9.1 TYPES OF UNSAFE BEHAVIOR 2
1.3.9.2 JUST CULTURE PROCESS 2
1.3.9.3 METHODS OF REPORTING 2

1.4 ORGANIZATION 1
1.4.1 ORGANOGRAM 1
1.4.2 COMPANY SHIPMANAGEMENT: LOCATION OF OFFICES 2
1.5 THE COMPANY MANAGEMENT SYSTEM 1

1.5.1 INTRODUCTION TO THE COMPANY MANAGEMENT SYSTEM 1
1.5.2 RESPONSIBILITIES 1
1.5.3 SHIP MANAGEMENT MANUAL (SMM) 1
1.5.4 CYBER SECURITY MANUAL (CSM) 1
1.5.5 CARGO HANDLING MANUAL (CHM) & CARGO HANDLING MANUAL
CHEMICALS (CHMC) 1
1.5.6 SOPEP / SMPEP 2
1.5.7 VESSEL RESPONSE PLAN (VRP) 2
1.5.8 SHIP SECURITY PLAN (SSP) 2
1.5.9 CIRCULAR LETTERS 2
1.5.10 COMPANY OPERATING MANUAL (COM) 2
1.5.11 CONTINGENCY PLAN (CP) 2
1.5.12 FLEET BROADCAST 2
1.5.13 CROSS REFERENCES BETWEEN ISO 9001:2015, 14001:2015 AND COMPANY’S CMS 3

SECTION 1: POLICY AND RESPONSIBILITIES Page Number : 1 of 11
INTRODUCTION
Operating ships is a complex function which requires expertise, direction and foresight. It also requires a
collective Team effort. Ships cannot be operated by an individual. Though there is a hierarchy onboard ships,
smooth and efficient operations requires the entire shipboard team from Master to the Ratings to pool their
collective efforts and operate the ship as a cohesive and smooth running entity. The procedures in this manual
are aimed as making the Shipboard Teams a keen and cohesive unit which pulls together as one Team.
In organizations ashore as well as on board ships, it is the performance and effectiveness of the various teams
that determines the overall success in terms of the performance, quality, safety and profitability. However, to
perform to optimum levels team members require understanding as to the why and the how of the activity
they perform. They must be clear about the objectives or goals to be achieved together with the responsibilities
entrusted to each member of the team.
We are all aware of the old saying about rotting fish i.e. fish first starts to rot from the head. The same applies to
all ventures. Whether it is the shore side or the ship side. Thus Direction, planning and foresight hence has to
originate from Top Management ashore or the Shipboard Management Team onboard. This however should not
restrict or stunt the other members of the Team in their thinking abilities or approach to work. To perform a task
efficiently, one has to be first comfortable with the procedures to accomplish the task.
The Company and its shore based Team is dedicated to supporting the onboard team (complement). There is a
vast accumulation of seafaring wealth within the Company’s shore organization. Through our dedicated selection
approach we will ensure that the Ship’s complement also has the depth in knowledge and experience. However,
since the Team ashore have all been to sea and have been gone through the various ranks while they were
actively serving, they realize the difficulties that are faced by seafarers of today. Towards this end the shore
based Team would like to reiterate that they are open and willing to utilize the resources which are available to
them to answer the Queries and provide guidance to their fellow Team Members onboard the Company Ships.
The shore Team looks forward to an active participation of the Team afloat in further refining the policies and
procedures in this manual and to further improve the efficiency of the people, the ships and the Company as a
whole.
The Company would like to reiterate to all sea going personnel that their safety and health are of utmost priority
for the Company. We firmly believe that all floating staff are part of a grand Team and performance,
presentation, well being and behavior of each and every one of member of this Grand Team will reflect on the
performance of the Company. This manual lays down procedures for Crew Management, but we would like to
emphasize to each and every one of our floating staff that the Company views you individually and collectively as
part of one team. The Company would like to engrain its motto of ONE TEAM ONE GOAL in each one of our
floating staff as only with this shall we achieve the goal of excellence in the field as well as providing secure
future employment to those who make the Company a grand success.

1. POLICY AND RESPONSIBILITIES
1.1 COMPANY VISION, MISSION, POLICIES AND OBJECTIVES

VISION
The Company aims to be recognized as a global supplier of the highest quality services to the tanker
industry with absolute regard for safety and the marine environment.
MISSION
To excel in ship operations by ensuring no harm to people, or the environment, by ensuring zero
incident and spills and a reduction in permitted emissions.
OBJECTIVES
In keeping with the Vision and in order achieve the stated Mission; the Company has defined the
following objectives:
- Inculcate the values outlined in the Suntech Code of Conduct throughout the organisation.
- Create a safe, secure and healthy working environment for all personnel on board and ashore.
- Meet market demands and maintain the Company's reputation as an effective and reliable Ship
Manager.
- Support the Clients' opportunities by the satisfaction of their contractual expectations
- Minimise time off-hire caused by personnel or technical failures.
- Achieve budgeted economic results, as necessary to keep up safe and reliable services.
- Comply with regulatory requirements to ensure safety in operation, including environmental
protection.
- Maintain Emergency preparedness both ashore and on board.
- Continuously improve safety-management skills of personnel on board ships and ashore.
- Take into account applicable codes, guidelines and standards recommended by the Administrations,
Classification Societies and related organisations in the maritime industry.
In order to achieve these objectives, the Company has established the following policies which are implemented
throughout the CMS. Each vessel will receive copies of the policies signed by the CEO. These copies are to be
posted in prominent positions for all to see and will be posted at a minimum on the Bridge, Masters Office, Chief
Engineers Office and in the Cargo Control Room. The policies will be reviewed annually and changed if required in
order to accommodate changes in objectives, legislation and for the sake of continual improvement.
Leadership and commitment

 Taking overall responsibility and accountability for the prevention of work-related injury and ill health,
as well as the provision of safe and healthy workplaces and activities
 Ensuring that policy and objectives are established and compatible with the strategic direction of the
organisation
 Ensure that applicable standard requirement is integrated into the organisation business process
 Ensure that resources are available to establish, implement, maintain, and improve management system
 Communicating the importance and effectiveness of management system
 Ensure that management system achieves its intended outcome(s)
 Directing and supporting persons to contribute to the effectiveness of the management system
 Ensuring and promoting continual improvement
 Supporting other relevant management roles to demonstrate their leadership as applicable to their area
of responsibility

 Developing, leading and promoting a culture in the organistaion that supports the intended outcome of
the management system
 Protecting workers from reprisals when reporting incidents , hazards, risks and opportunities
 Ensure the organistaion establishes and implements a process for consultation and participation of
workers
 Support the establishment and functioning of health and safety committees.
RISK ANALYSIS
The Company continually monitors it’s strategic direction and identifies opportunities and challenges through
the risks analysis, detailing issues that affect its ability to achieve the intended results. In identifying the
Company’s ability to consistently provide services that meet customer and applicable statutory and regulatory
requirements, the Company have identified the needs and expectations of those parties which are relevant to
the CMS
See Interested parties at the end of this Chapter.
SAFETY AND QUALITY POLICY
The company is committed to meeting the quality requirements of its clients by ensuring that the service it
renders meets the requirements of the clients. The company will conduct its affairs in a safe, efficient and
reputable manner in the best interests of its clients, company employees and the environment within the
necessary resources. In offering its services, the Company will endeavor to ensure the quality of its management
process and will not knowingly participate in any unsafe or illegal activity. The Company keeps its Quality
Management efforts certified to ISO 9001 and ISO 45001 standard.
The Company recognizes that operation of ships is a risk-bearing venture and involves a risk to the health and
safety of its employees, to third parties and to the environment. The Company aims to minimize these risks by:
 Conducting it affairs such that all decision risk based and take into account the safe operation of the
ships under its control
 Ensuring that the ships being operated fully comply with Flag State and International Maritime
Legislation regarding safety and environmental protection measures.
 Employing competent and suitably qualified personnel, who are able to supervise and carry out its
operations safely, efficiently and in an environmentally friendly manner.
 Providing suitable training for personnel to ensure operating procedures (inclusive of onboard CMS
Training, Drills, Self-Assessment, CBT Training) are understood and complied with.
 Monitoring the effectiveness of shipboard safety and environmental performance (Safety Meetings,
Shipboard Management Meetings, Internal/ External Audits & Third-Party Inspections) and the related
procedures.
 Utilizing the accident and pollution prevention measures, by carrying out accident/ incident & near miss
investigations and using the lessons learnt to prevent re-occurrence.
 Maintaining contingency plans to be used in the event of emergencies.
 Ensuring that safety of vessel, her crew and the environment shall not be influenced by commercial
decision.
The Company will ensure that it keeps up with the ever-changing requirements for safety and environmental
standards demanded in the maritime world by frequent review of its procedures and system and will revise and
update its systems to keep abreast of these changes.

___________Sd/-__________
CEO
HEALTH & HYGIENE POLICY
 It is the policy of the Company to ensure the best possible Occupational Health and hygiene conditions
for the seafarers. The Company is committed to the continuous improvement of Occupational Health
and Hygiene system through the following:
 Identifying and eliminating occupational health and safety risk

 Continual improvements of occupational health to ensure prevention of injury and ill health in the
working environment
 Fulfil legal and other requirement and eliminate hazard and reduce OH&S
 Adopting a proactive approach to occupational health and involves employees in the development and
implementation of procedures
 Controlling and eliminating risks, to prevent accidents and injuries
 Providing information, instruction and training to all to ensure that there is a high level of awareness
amongst all employees
 Engage consultation and participation of workers or their representative both on board and ashore
(Management Review, Safety Committee Meeting, Master review)
The Company will ensure that all joining crew have been examined and declared “fit to join” by an
authorised doctor and in addition given all necessary vaccines in order to minimise the danger of
bringing and spreading any diseases.
The Company believes that hygiene and preventive measures on board is the most important
component of a good and healthy environment on board.
The Company emphasizes and pursues that all vessels maintain a very high hygiene level as this is the
main safeguard in preventing the spread of disease. Good personal hygiene combined with clean
accommodation areas is required for healthy living.
Company encourages proper routines concerning food preparation and storage of food in a clean and
appropriate manner together with a safe waste disposal regime. Further, drinking water storage tanks
and systems shall be clean and well maintained.
The Company will secure full compliance with this policy through onboard inspections.
___________Sd/-__________
CEO

ENVIRONMENTAL POLICY
The Company recognizes environmental protection and management as one of its top priorities and that every
effort will be made to conserve and protect the environment from marine, atmospheric and other forms of
pollution. The Company operates a zero spill to the sea policy and it aims to eliminate the pollution possibilities
at source by maintaining monitoring equipment to peak operating condition at all times and that high
standards of safety and awareness are maintained both onboard and ashore. The Company keeps its
Environmental Management efforts certified to ISO 14001 standard. The Company is also committed to the
continuous improvement of methods used to carry out this aim.
The following types and sources of possible environmental pollution are recognized:
 Oil including oil and products carried as cargo, fuel or waste.
 Chemicals, liquefied gases and other noxious liquid substances carried as cargo in bulk and chemical
waste.
 Garbage, including bio and non-biodegradable waste.
 Sewage
 Ballast water. This includes the possibility of aquatic organisms or water-borne pathogens being
transported in ships’ water ballast.
 Anti-fouling paints and their effect on shell fish and other aquatic life.
 Cargo Vapour Emissions including their toxic effect on health and climate.
 Exhaust emissions, including gases and unburnt hydrocarbon particles and their contribution to smog,
acid rain and the greenhouse effect.
 Ozone depleting substances, particularly CFCs and Halon gases and their effect on global warming.
 Noise levels from machinery and its effect on ships’ crews as well as on local populations.
 Office generated waste including paper waste and other wastes like printer cartridges, PCB’s from
computers etc.
___________Sd/-__________
CEO

DRUG AND ALCOHOL POLICY
It is the Company policy to prevent the operation of ships in its fleet from being operated by persons under the
influence of alcohol and drugs. The Company prohibits the unlawful possession and handling of drugs on its
vessels. Any Employee found in breach of this policy will be dismissed. The Company subscribes to the policy that
the Blood Alcohol Concentration for employees onboard its ships does not exceed 0.04% by weight i.e.
40mg/100ml at any time and subscribes to the ExxonMobil D&A Blanket Declaration. Officers and ratings to
observe a period of abstinence from alcohol prior to scheduled watch keeping duty or work periods with the
objective to ensure that the blood alcohol content of the seafarer is theoretically ‘zero’ at time of commencing
scheduled duty.
Company has adopted “Zero Tolerance” of breach of Company’s Drug and Alcohol Procedures. Violation of the
Company’s Drug and Alcohol Procedures shall be dealt with most severely.
The Company randomly arranges testing of personnel on board the vessels for drugs and alcohol.
The failure of any employee to comply with Company’s Drug and Alcohol Policy and associated procedures will be
grounds for strict disciplinary actions.
The Company co-operates fully with authorities in the fight against abuse, use of and transport of illegal drugs
and alcohol.
___________Sd/-__________
CEO
JUST CULTURE POLICY
The Company recognizes the need to hold persons accountable for their actions but appreciates the fact that
incidents do not always occur because of individual misconduct but can be a result of system or process failures.
This is the foundation of the Company’s “Just Culture”, which goes a long way to help achieve a positive Health
and Safety environment across the company.
It is the Company’s way of inculcating a questioning attitude, causing resistance to complacency and
commitment to excellence, and fostering personal accountability and self-regulation in safety matters.
The Company’s CMS clearly sets out the expectations for compliance with procedures in the workplace and
provides a context for enforcing them. It recognizes behaviors which exceed Company expectations as well as
those that fall below expectations
___________Sd/-__________
CEO

SOCIAL MEDIA POLICY
The Company recognises that social interaction on the internet has now become an important and integral part
of life and if used inappropriately, can pose significant business risks. This policy applies to all our staff,
irrespective of Seniority, tenure including consultants and contractors. All staff have personal responsibility to
ensure compliance with this policy, specifically aimed at social interaction such as Facebook, LinkedIn, Wikipedia,
Twitter as well as platforms such as YouTube, Flickr, blogs, wikis and the ability to post or publish (e.g. pictures,
audio, video, text) with other people on other websites (Social Media)
The purpose of this policy is to ensure that all staff understand the limitations on their use of social media,
whether used during or outside hours of work, the types of use of social media that could expose them and
Company to legal liability. Public statements can create legal issues in a number of ways including being
defamatory, breach of confidentiality, infringement of intellectual property or amounting to unlawful
harassment.
When using Social Media in Personal capacity, you should make it clear that you are speaking in your personal
capacity and not as Company representative. If you choose to disclose your connection to us, then you must
clearly and expressly state that your views do not represent those of Company. Make sure you're engaging in
social media conversations the right way. Bear in mind when posting any social Media content or comment that
they may be permanently and publicly available and that you may not be able to delete or remove them later. If
you are unsure of the accuracy of your comments, do not publish them.
Do not post anything related to your colleagues or our clients, business partners, vendors or other stakeholders
without their permission. Never use social media as a platform to harm, intimidate, insult, threaten, defame or
embarrass others. Please remember that Company, our respective clients and individuals reserve on their own
behalf the right to take appropriate action in court against any person that defames or attempts to defame them.
You may not use the Company’s Logo or post any of the company’s confidential information without prior written
consent
You may not use our logo or post any of our confidential information without prior written information.
Information stored in our IT Systems belongs to us. You should have no expectation of privacy in any
communication, document or conversation which you send or receive. We may intercept, monitor and read any
information or activities using our IT systems. The company monitors the frequency, location and duration of
employee’s use of social media in a workplace.
If you find hurtful or defamatory comments about the Company on social media forums, help us combat such
negativity by informing Management who can respond appropriately. If an incident has occurred onboard a
Company vessel, no information or pictures related to an incident shall be posted on any social media site as this
may unnecessarily interfere with the investigation process.
Please ensure that social media is used in a responsible manner such that it does not interfere with critical tasks
such as navigation. Furthermore, rest must not be compromised as a result of social media activity.
Staff who breach this policy may be subject to disciplinary action. We may amend this policy at any time, in our
absolute discretion.
___________Sd/-_________________
CEO

ANTI BRIBERY AND CORRUPTION POLICY
The Company is committed to ensuring that its employees will not engage in bribery or any form of unethical
inducement or payment, regardless of the legal jurisdictions we are operating from. This
policy provides guidance so that employees are able to meet these principles and comply with both the
requirements of the UK Bribery Act and the US Foreign Corrupt Practices Act and any other law regulating
business conduct.
Senior Management are accountable for implementing and enforcing this policy
The UK Bribery Act 2010 and the US Foreign Corrupt Practices Act 1977 create offences and penalties for bribery
and corruption. The UK Bribery Act 2010 creates a corporate offence of failure to prevent bribery, and requires
The Company to implement ‘adequate procedures’ to prevent bribery
For the purposes of this policy, bribery occurs when one person offers, pays, seeks or accepts a payment, gift,
favour, or a financial or other advantage from another to influence a business outcome improperly, or to induce
or reward improper conduct. It can involve government officials, commercial entities including joint ventures or
individuals and can be direct or indirect through third parties like agents or brokers.
The Company does not tolerate any form of bribery or corruption. Employees must not offer, pay, seek or accept
a personal payment, gift or favour in return for favourable treatment or to gain any business advantage.
Employees must follow the anti-bribery and corruption laws to which they and The Company are subject,
remembering that UK and US anti-bribery and corruption laws are ‘long-arm’ laws that apply worldwide.
A facilitation payment is usually a small unofficial payment or gift, often in cash, demanded by providers of
services to secure or ‘facilitate’ services to which the payer is already entitled. They can also be inducements
offered by business people to customs, immigration or other officials to speed up the granting of services and
permits. Typically, the action or process in question is one which the Public Official is already under a duty to
perform and to which the payer has a legal or other entitlement.
Even where facilitation payments are customary business practice in a particular country, they are usually illegal
under local law and may result in prosecution. Facilitation payments are treated as bribes and are criminal under
UK law.
If any payment is requested, which is not for a legitimate service or goods and the amount is inappropriate,
unjustifiable or disproportionate, it is likely to be considered a facilitation payment and employees must not
make the payment. In this event, or if employees have any suspicions or concerns whether a payment is
permissible, they must consult their line manager as soon as possible.
The Company does not make donations to political parties or their representatives in any of the countries in
which it operates.
The offering or making of charitable donations may amount to bribery when they are made with the intention of
influencing business or official decisions or gaining a commercial or other advantage. This may be, for example,
where a donation is made to a “charity” which is controlled by a Public Official who is in a position to make
decisions affecting the Company.
Any charitable donation offered or made on behalf of the Group or using the Group’s financial resources must be
legal under applicable local law and not made with the intention of influencing business or official decisions or
gaining a commercial or other advantage
If employees are in any doubt in respect of any proposed charitable donation, they should consult the CEO as
soon as possible.
All gifts and hospitality given or received by employees on behalf of the Company must be recorded and
submitted to the Compliance Manager.

Employees must not offer, promise, authorise or provide any money or item of value to any Public Official for the
purpose of influencing them in the performance of their official functions with the intention of obtaining or
retaining business or an advantage in the conduct of business for the Company, for the employee, their family,
friends, associates or acquaintances or any other person. This is irrespective of whether the Public Official
actually performs the function illegally, unethically, in bad faith, not impartially, or in breach of a position of trust.
___________Sd/-__________
CEO
HUMAN FACTOR POLICY
It is the policy of the Company to address the conditions and systems that influence human actions and decisions
thereby promoting safety and excellence in all areas of operations. Human factors have been systematically
integrated into the planning and execution of all elements and activities associated with company’s operations.
The Company by taking a human factors approach recognizes the fact that it is the people; serving on board its
managed vessels along with the operations and support teams ashore, that make safety work. The company aims
at reducing human errors which will further assist in reducing incidents eventually improving the reliability and
productivity.
The company is committed to the continuous improvement of Human factor system through the following focus
areas:
 Role of leadership in defining the culture

 Well executed tasks and procedures
 Well-designed equipment and controls
 Skills to respond to emerging situations
 Learning before and after things go wrong
The Company will ensure to recognise and control the conditions and systems that influence human actions and
decisions to promote ultimate safety and excellence.
The Company emphasizes and pursues to address human factors in its activities by committing to a two-way
engagement with the work force at all levels, sharing values, expectations, information, listening and acting on
feedback and concerns.
The Company believes in cultivating a just culture and to learn how human factors contribute to incidents.
The Company will secure full compliance with this policy through training, consistent commitment from onshore
management and through feedbacks during inspections physically or virtually.
___________Sd/-__________
CEO

WHISTLE BLOWER POLICY
This policy applies to all employees (ashore and at sea) and contractors. The Company is committed to
conducting its business with honesty, integrity and in compliance with international maritime legislation. All
employees (ashore and at sea) and contractors must comply with Company policies and international maritime
legislation such as MARPOL, SOLAS etc.,
The objective of this policy is to encourage and enable all employees (ashore and at sea) and contractors to raise
genuine and legitimate concerns about any workplace malpractice without being subject to victimization or
disciplinary action. This policy also aims to provide an opportunity for those concerns to be investigated and for
proper action to be taken to ensure that the matter is resolved. Under this policy, employees (ashore and at sea)
and contractors can report concerns about workplace malpractices such as:
 Violation of MARPOL (in particular, MARPOL Annex I, II, V & VI)

 Criminal offences including fraud or financial irregularity
 Breaching a legal obligation
 Putting someone’s health & safety in danger
 A serious act of misconduct
 Unethical conduct / bribery
 A serious breach of the Company’s policies
 Dishonesty, either verbally, written or through intentionally keeping official logbooks or records
inaccurately.
 Intentionally concealing information relating to any of these matters
If any employee (ashore or at sea) or contractor has a concern in one or more areas described above, he/she
should raise it with his/her Head of Department (HOD) who may be able to resolve the concern quickly and
effectively. Where normal reporting methods through the HOD may have failed or, the employee (ashore or at
sea) or contractor feels that he/she is putting himself/herself at risk by reporting to the HOD or, he/she prefers
not to raise it with his/her HOD or, he/she feels that his/her concerns have not been addressed adequately,
he/she should raise this concern by sending an email to:
[email protected].
Reports can be made without fear of reprisal and can be anonymous. Reports are entirely confidential and
monitored by designated members of the senior management of the Company. Reports should be made as soon
as possible. Failure to notify in these circumstances may be considered as grounds for disciplinary action
including dismissal.
The Company will not tolerate any harassment or victimization of any employee (ashore or at sea) or contractor
who raises a legitimate concern in good faith and in accordance with this policy. The Company will treat any such
harassment or victimization as a serious disciplinary offence.
___________Sd/-__________
CEO

INTERESTED PARTIES (Refer SMM 1.1)
Interested Parties
Needs Opportunities Risks

Workers Safety, Security, Well established standard for work, Poor engagement with worker/
Welfare health security and hygiene lack of support
Owners Management of Award of new business. Poor quality vessels Loss of
vessels reputation
Owners Fair Employment Promotion / Training Distrust in Company
Flag State Compliance with rules & Co-operation in campaigns / Poor relationship / lack of support
regulations disputes / contingencies.
Port State Compliance with rules & Good Port State Control Detention of vessel / poor PSC
regulations record / awards record.
Class Compliance with rules & Co-operation and assistance with Lack of support / vessel
Societies regulations technical issues unclassed.
Suppliers Prompt payment for Increased discounts / profit to Poor relationships / Legal action.
services rendered. Company.
Port Compliance with rules & Good relationships ensuring port Poor relationship increasing stress
Authorities regulations stay is trouble free. of port stay.
Oil Majors Compliance with rules & Increased business for clients Decreased business owing to poor
regulations vetting results.

SECTION 2: DOCUMENT CONTROL Page Number : 1 of 3
1.2 DOCUMENT CONTROL
1.2.1 CONTROLLED DOCUMENTS ISSUED BY THE COMPANY
The manuals within the Company Management System are controlled documents and are subject to
review and updating.
Each controlled document is prepared and administered as follows:
a) Each document has a title page which states the title of the manual, the document number, and date of
issue.
b) Each document has a revision sheet.

Each page of a document shows the document title, chapter and/or section title, document number,
revision status and page number. See the header of this page as an example.
Each document is authorized by the CEO / CTO / Technical Director .
These are loaded on the ships network onboard on the Electronic Application so as to have the entire
CMS available to the vessels complement onboard. Following are the list of Controlled Documents:
 Ship Management Manual

 Cargo Handling Manual
 Cyber Security Manual
 SOPEP/ SMPEP (not in electronic form),
 VRP (not in electronic form),
 Ship Security Plan (not in electronic form).
1.2.2 CHANGES TO CONTROLLED DOCUMENTS
Amendments will be incorporated by means of issuing updated complete sections which are forwarded
electronically to the ship from the office using the Company’s ERP Application.
Revision status on the page headers of revised sections will be updated and the Revision Sheet at the
front of the document will be updated accordingly.
Revisions to the CMS are denoted by a line on the left margin of the page
Proper control of the CMS documentation ensures development and amendment of procedures,
checklists etc. as an ongoing process. The need for revision of the CMS Policies and Procedures shall be
identified by one of the following methods:
 New or changes to rules, regulations, industry standards
 New experience
 New trading pattern
 New vessel type
 Audits and inspections
 Master’s Review
 Management Review
 Customer’s requirements
 Analysis of Reports
 Proposal for amendments and/or corrections to CMS documentation
All changes to the CMS are processed and administered solely by Office. Any other changes or
amendments are not allowed and will not be possible to make on the Electronic system and if found will

be the subject of a non-conformity when audited. Any obsolete documents/ forms are removed
promptly by the Office when updated version is uploaded in SM application.
1.2.3 MANUAL IDENTIFICATION NUMBER
Each CMS manual carries a unique identification number eg SMM/01. This is to ensure that each and
every manual receives updates as and when they are issued and only the current revision status is held.
This will be done electronically via Company’s ERP.
1.2.4 CHARTS, ENC’s AND NAUTICAL PUBLICATIONS
The Company will operate an automatic chart replacement scheme. This enables superseded editions to
be automatically replaced at regular intervals. ENC’s are automatically provided by same supplier.
The Company will supply to each vessel, weekly notices to mariners plus tracings and these are to be
used to correct all charts and nautical publications on board. The Chart Index is to be amended as
required from the chart correcting list supplied with the weekly notices.
1.2.5 REFERENCE PUBLICATIONS (TECHNICAL LIBRARY)
The reference publications listed within the chart index are automatically updated with new editions in
conjunction with the above automatic replacement scheme. Amendments are to be made to the index
as required from the chart correcting list supplied with the weekly notices.
Only current editions of charts, nautical publications and reference publications are to be used and
these are to be checked against the appropriate index to ensure that they are of the current edition.
1.2.6 RETENTION TIME
All CMS documentation and other relevant documentation, is to be retained onboard for a duration of at
least 3 years onboard the vessel.
1.2.7 UNCONTROLLED DOCUMENTS ISSUED BY THE COMPANY
These are documents which will not be subjected to the control procedures listed earlier.
It is the responsibility of the user of an uncontrolled document to ensure that the correct issue or
version is being used. Eg’s of uncontrolled documents are copies of sections of Company Manuals
printed from Company’s ERP being used for personal reference by crew members.
1.2.8 SHIP’S DRAWINGS, EQUIPMENT MANUALS AND OTHER EXTERNALLY CONTROLLED

DOCUMENTS
Drawings, equipment manuals and other externally controlled documents are to be held in a space
reserved for the purpose.
Each drawing or equipment manual log is to be clearly identified as to the following:

 Ship Name
 Index File Number

Master is to ensure that an INDEX of all Externally Controlled Documents is made and maintained. It is
the responsibility of the user of an externally controlled document such as this to ensure that the correct
issue or version is being used.

SECTION 3: CODE OF ETHICS Page Number : 1 of 5
1.3 CODE OF ETHICS
1.3.1 GENERAL
The Company requires its employees to observe high standards of business and personal ethics in the
conduct of their duties and responsibilities. Company and its employees shall practice honesty, integrity
and transparency in every respect of dealing with clients, the business community, the public, suppliers
and government authorities. The Company supports local community at its office locations by
supporting programmes such as employing staff with special needs, youth internship, environment
waste reduction.
1.3.2 RESPONSIBILITY TO CLIENTS
Each employee shall diligently and honestly pursue our client’s legitimate objectives. No employee shall
place his or her own needs and desires above those of the client in the performance of work for that
client.
1.3.3 RESPONSIBILITY TO EMPLOYEES
Company avoids discrimination on account of race, colour, age, sex, religion and natural origin. All
persons are to be treated with dignity and respect and they shall not be unreasonably interfered within
the conduct of their duties and responsibilities.
1.3.4 ANTI BRIBERY AND CORRUPTION
Company business should be awarded solely on the basis of price, quality, service and suitability to the
Company's needs. All Employees must read and understand the Company’s Anti-Bribery and Corruption
Policy. Any transactions in the nature of bribes are strictly forbidden. It is illegal to pay or receive a bribe
whether paid or received directly or indirectly. There is no set monetary threshold that defines a bribe.
There is no need for the bribe to be successful to be viewed as corrupt; the offering of it is enough to
amount to a criminal offence. These principles apply equally in any country in which the company
operates or carries on business.
1.3.5 CONFIDENTIALITY
The Company expects its, and its Client’s affairs to be conducted with discretion and in confidence.
Under no circumstances may an Employee use or disclose any confidential, non-public information in
the possession of the Company regarding the Company, Client or any other company with which the
Company / Client deals, such as customers, prospective customers and other third parties, except when
disclosure is specifically authorized by the appropriate party or legally mandated.
Confidential information includes, among other things, any non-public information concerning the
Company, including its business, financial performance, results or prospects, and any non-public
information provided by a third party with the expectation that the information will be kept confidential
and used solely for the business purpose for which it was conveyed.

1.3.6 CONFLICT OF INTEREST
Employees should avoid situations in which their personal interests could conflict with, or even appear
to conflict with, the interests of the Company, its Clients or its stockholders. Conflicts of interest arise
when the position or responsibilities of an Employee present an opportunity for personal gain (or a
benefit to a family member of such Employee) apart from the normal rewards of employment or other
position within the Company, or when his or her personal interests are inconsistent with those of the
Company and create conflicting loyalties.
1.3.7 FAIR PLAY
Company endeavors to deal fairly with its clients, competitors, suppliers and employees.
Company shall not take unfair advantage of anyone through manipulation, concealment, abuse of
privileged information, misrepresentation of material facts, or any other unfair dealing practice.
1.3.8.1 WHAT IS WHISTLEBLOWING?
“Whistleblowing” means the disclosure, internally or externally, of information by members of staff

about a range of circumstances relating to suspected wrongdoing or dangers at work.
A “whistleblower” is the person who makes the disclosure.
The “Whistleblowing” policy should be used where normal reporting methods through the Head of
Department (HOD) may have failed or in a situation where the “reporter” feels he is putting himself at
risk by reporting to the HOD.
The company is committed to conducting its business with honesty and integrity and expect all staff,
whether shore or sea-based to maintain these high standards.
The Policy applies to all employees. It also applies to external consultants, contractors etc, while working
for Suntech.
All staff are required to comply with International law as mandated by IMO conventions such as SOLAS
and MARPOL and the National Laws of the Port State the vessel is in.
Non-compliance and malpractices are unacceptable and will be taken very seriously.
Employees should use the Whistleblowing procedure set out below to raise a genuine concern about
any workplace malpractice. Employees are encouraged to put their name to any disclosures they make.
Concerns should generally not be expressed anonymously.
Examples are:
 criminal offences including fraud or financial irregularity;
 breaching a legal obligation;
 a miscarriage of justice;
 putting someone’s health & safety in danger;
 damaging the environment;
 intentionally concealing information relating to any of these matters;
 a serious act of misconduct
 a serious breach of the Company’s conduct rules.
 dishonesty, either verbally, written or through intentionally maintaining official logbooks or records
inaccurately;
 unethical conduct / bribery;

Such malpractices must be reported to the Company immediately so that steps can be taken to deal
with it appropriately.
Failure to notify in these circumstances can be considered as grounds for disciplinary action which
includes dismissal.
The objectives of the policy are to encourage and enable members of staff to raise genuine and
legitimate concerns, internally and externally, without being subject to victimisation or disciplinary
action. A staff member reporting under this policy must be satisfied that:
 concerns are being raised in accordance with the procedures laid down in this policy;
 concerns are being raised in good faith; and
 that he/she has a reasonable belief that it concerns the type of conduct listed below.
This policy is not to be used for complaints relating to a staff member’s own personal circumstances,
such as the way he/she has been treated at work. In those cases, the member of staff should refer to the
existing grievance procedure in the Onboard Crew Management Procedures.
This policy is also designed to provide an opportunity for those concerns to be investigated and for
appropriate action to be taken to ensure that the matter is resolved effectively wherever possible.
The Company will not tolerate any harassment or victimisation of a member of staff who raises a
legitimate concern in good faith and in accordance with this policy, and will treat any such harassment
or victimisation as a serious disciplinary offence, which will be dealt with under the Disciplinary Policy.
If a member of staff has a concern in one of the above areas, it should be raised with his/her HOD who
may be able to agree a way of resolving the concern quickly and effectively.
If a member of staff has a concern in one of the above areas which is more serious, or if he/she prefers
not to raise it with his/her management or the member of staff feels they have not addressed the
concern adequately, he/she should raise this concern either by disclosing their name or anonymously:
For Vessels and Office: sending an email to [email protected]
Reports can be made without fear of reprisal and can be anonymous.
All monitoring is carried out by designated members of the “Top Management”. Reports are entirely
confidential.
1.3.9 JUST CULTURE
The Just Culture Process is for guidance only and any action taken will be subject to applicable statutory
employment rights and procedures.
The Company recognises the need to hold persons accountable for their actions but recognises the fact
that incidents do not always occur because of individual misconduct but can be a result of system or
process failures.
This is the foundation of the Company’s “Just Culture”, which goes a long way to help achieve a positive
Health and Safety environment across the company.
It is the Company’s way of inculcating a questioning attitude, causing resistance to complacency and
commitment to excellence, and fostering personal accountability and self-regulation in safety matters.
The Company’s CMS clearly sets out the expectations for compliance with procedures in the workplace
and provides a context for enforcing them. It recognises behaviours which exceed Company
expectations as well as those that fall below expectations

1.3.9.1 TYPES OF UNSAFE BEHAVIOR
Four types of behaviour might result in unsafe situations: -

 Human error – Where there is general agreement that an individual could have taken a different course
of action in a situation where its conduct has inadvertently caused (or could have caused) an undesired
outcome.
 Negligent conduct – negligence is conduct that falls below the standard to be expected of a reasonably
prudent person and a person is negligent if he/she fails to do something a reasonable and prudent
person would have done, or if he/she does something that a reasonable and prudent person would not
have done.
 Reckless conduct (similar to gross negligence) – conduct undertaken (by act or omission) with actual
appreciation of the risks involved or in serious disregard of, or with indifference to, an obvious risk.
 Intentional “wilful” violations – conduct undertaken (by act or omission) where a person knows and
appreciates that it is wrong conduct and yet intentionally does or fails or omits to do it regardless of the
consequences.
1.3.9.2 JUST CULTURE PROCESS
Management interventions following any applicable event can be, an effective and powerful way of
modifying individual behaviour, provided it is appropriate and follows a full investigation in accordance
with procedures stated within the Company’s Safety Management System. The below described “Just
Culture Process” should be used to decide whether a particular unsafe behaviour requires disciplinary
action and to ensure consistent, transparent and trusted handling of deviations from acceptable
standards of behaviour. It is essential that managers and/or supervisors fully understand the casual
factors and root causes of an event before applying the decision tree. Where incorrect causes have been
identified, there is a danger that inappropriate action is taken.
Where there are a number of different unsafe behaviours, the Just Culture Process should be applied to
each of them separately.
The Just Culture Process has four stages: -

1) Intended act or omission: The first question in the process relates to intention, and if both action or
omission and consequences were intended, then it may amount to criminal behaviour such as vandalism
or sabotage.
2) Deliberate violation of the rules (including unmitigated alcohol and drug use) will include investigation
as to whether the system promotes the violation or encourages the violation and whether the behaviour
has become part of local working practice.
3) Substitution Test: Could a different person (well-motivated, equally competent, and comparably
qualified) have made the same error under similar circumstances (determined by their peers)? If “yes”,
the person who made the error might be blameless, if “no”, were there system-induced reasons
(insufficient training / selection / experience / etc.)? If not, the behaviour might be considered to be
negligent.
4) Repetitive errors: The final question asks whether the person has committed unsafe acts or omissions in
the past. This does not necessarily presume accountability and may, for example, imply that additional
training is required.

1.3.9.3 METHODS OF REPORTING
All managers/leaders will proactively assure staff that they can report the actions of those involved in
events which may damage the Company’s reputation without retribution, regardless of position or rank.
If a member of staff has a concern it should be raised with his/her line manager who may be able to
agree a way of resolving the concern quickly and effectively.
If a member of staff prefers not to raise it with his/her management or the member of staff feels
management have not addressed the concern adequately, he/she should raise this concern either by
using the Whistle-Blower process.
Reports may be generated from the following events, but are not limited to: -
 Incidents or near misses;
 Drug and/or alcohol violations;
 Breaches of the Company’s Ethical Business Conduct & Media Policy;
 Breaches of the Seafarer’s Code of Conduct
 Breaches of the Dignity at Work policy

SECTION 4: ORGANIZATTION Page Number : 1 of 2
1.4 ORGANIZATION
1.4.1 ORGANOGRAM
1.4.1 ORGANOGRAM
Organisation Plan
SUNTECH
Ship
Management
Crewing
Information
Technology
Dashed line relationship in the Organisation Plan only signifies line of

communication to other Internal Suntech Group Companies / facilities.
Suntech Ship Management – Organisation Chart

Company-specific Organisation Chart shall be issued in hard copy/electronic copy separately.
General Organisation: Company Organisation chart (as above). In the SMM 3 an organisation chart for vessel can
be found. Each employee’s authority and responsibility is outlined in the COM for the office personnel and in the
SMM manual for the seafarers.
ISM Organisation: Company is an independent unit that holds its own Documents of Compliance. All ISM
certification is organised locally in order to minimise the costs and the administration in respect to the ISM
certification.
ISO Organisation: In respect to the ISO structure within Company, vessels report to Company.
ISO Certification: Company implements the CMS to ensure continued certification under ISO 9001 and ISO
14001.

SECTION 4: ORGANIZATTION Page Number : 2 of 2
1.4.2 COMPANY SHIPMANAGEMENT: LOCATION OF OFFICES
SINGAPORE : Suntech Ship Management Pte Ltd

3 International Business Park,
#2-24/26, Singapore 609927
Tel : +65- 69551800
Fax : +65- 69551810
Email: [email protected]
MUMBAI : Suntech Ship Management Pvt Ltd

301, Supreme Chambers,
Veera Desai Road,
Andheri (West),
MUMBAI - 400 053, INDIA
Tel: +91-22-67041000
Fax: +91-22-67041011
MUMBAI (MANNING OFFICE): Suntech Crew Management Pvt Ltd

601, Supreme Chambers,
Veera Desai Road,
Andheri (West),
MUMBAI - 400 053, INDIA
Tel: +91-22-66060000
Fax: +91-22-67041011

SECTION 5: THE COMPANY MANAGEMENT SYSTEM Page Number : 1 of 9
1.5. THE COMPANY MANAGEMENT SYSTEM
GENERAL
The Company Management System (CMS) applies to the Technical & Crewing Offices of Suntech. The
system is written in compliance with the ISM Code, ISO 9001:2015, ISO 14001:2015, MLC2006 and the
ISPS Code.
SCOPE
The CMS incorporates business, personnel and technical management and the execution of all activities
deemed as vital in obtaining safety, environmental and quality performance in service and customer
satisfaction. The scope of certification “Technical management services for various types of ships,
project management & other marine consultancy".
FIELD OF APPLICATION
The CMS applies to all critical activities executed by the Company ashore and onboard. The Company
requires that contractors and suppliers maintain a similar level of safety, environmental and quality
performance.
ISO EXCLUSIONS
The Company, as a provider of ship management, does not design and develop products and services
relating to ships. Section 8.3 of ISO9001:2015 - Design and development is therefore not applicable for
the services provided by the Company and are accordingly excluded from the CMS.
PROCESS APPROACH
The CMS adopts a process approach to enhance customer satisfaction by meeting customer
requirements. Understanding the interrelated processes contributes to the Company’s effectiveness and
efficiency in achieving it’s intended results. The process approach involves the systematic definition and
management of processes using a “PDCA” cycle.
 Plan: Establish the objectives of the system and it’s processes and the resources needed to deliver
results in accordance with customers requirements and the Company’s policies. Identify and
address risks and opportunities.
 Do: Implement what was planned.
 Check: Monitor and (where applicable) measure processes and the resulting products and services
against policies , objectives, requirements and planned activities. Report the results.
 Act: Take actions to improve performance, as necessary.

1.5.1 INTRODUCTION TO THE COMPANY MANAGEMENT SYSTEM
The Company Management System contains the manuals as described below.
Office Shipboard
Manual Manuals
Ship Management
Manual
Company (SMM)
Operating
Manual
Cargo Handling Manual (CHM) {TANKERS ONLY}
(COM)
+ Cargo Handling Manual Chemicals
{OIL/CHEMICAL TANKERS}
Contingency
Plan (CP) Cyber Security
Manual (CSM)
SOPEP/ VRP Ship Security Circular / Alerts / Fleet

SMPEP Plan Broadcast
1.5.2 RESPONSIBILITIES
It is the responsibility of the CEO to ensure that members of office staff receive appropriate instruction
in the CMS applicable to their position and responsibilities.
On board ship it is the Master’s responsibility to ensure that his officers and crew are conversant with
the relevant information contained within the CMS applicable to their rank or rating. In addition,
relevant training will be given to seafarers wherever possible prior to joining their ship.
1.5.3 SHIP MANAGEMENT MANUAL (SMM)
This manual describes the ship organization and operation, generic health, safety, environment and
pollution prevention procedures applicable for ships under management, procedures and instructions
for ECDIS, onboard crew related matters.
1.5.4 CYBER SECURITY MANUAL (CSM)
Onboard cyber security related matters are described in this manual.
1.5.5 CARGO HANDLING MANUAL (CHM) & CARGO HANDLING MANUAL CHEMICALS
(CHMC)
This manual contains procedures to be used on tankers and chemical tankers under management. On Oil
Tankers only CHM is available. On Oil/Chemical Tankers CHMC is available.
1.5.6 SOPEP / SMPEP
General emergency procedures are described in this manual.

1.5.7 VESSEL RESPONSE PLAN (VRP)
The OPA 90 required oil pollution prevention plan for US waters, controlled by the appointed Qualified
individual.
1.5.8 SHIP SECURITY PLAN (SSP)
This manual contains guidance, procedures and ship specific information relating to onboard security
(required by SOLAS and ISPS Code).
1.5.9 CIRCULAR LETTERS
Company issued circular letters are to be electronically filed within this folder.
1.5.10 COMPANY OPERATING MANUAL (COM)
This manual describes the shore-based organization and related activities, as well as the Emergency Plan
for the office, and generic office forms. This is an Office Manual which is not for circulation onboard.
1.5.11 CONTINGENCY PLAN (CP)
This manual describes the procedures to be followed and reporting to be done by the shore-based
organization in emergency situations. This is an Office Manual which is not for circulation onboard
1.5.12 FLEET BROADCAST
Fleet Broadcast shall not have a controlled format. Company shall use Fleet Broadcast by email to send
urgent safety and pollution related information and other important information to the Fleet. As a
guideline, efforts shall be made to transmit the Fleet Broadcast within 24 hours of receipt of such safety
and pollution related information.

1.5.13 Cross References between ISO 9001:2015, 14001:2015,45001:2018 and Company’s

CMS
The Company’s Management System described in this manual is structured on elements of:
ISM & ISO REFERENCES The Safety Management System described in this manual is structured on elements of:
IMO A-741 (18) - International Safety Management Code
IMO A-443 (XI) - Master's integrity
IMO A-481 (XII) - Principles of safe manning
SOLAS XI-2 - ISPS Code
SOLAS 74/78
With amendments - Safety of life at sea
MARPOL 73/78 - Prevention of pollution from ships Annex §26
MLC
ColReg. - Prevention of collisions at sea
STCW 95 - Training, certification and watch-keeping of Officers, Engineers and ratings
ISO 9001 - Quality Management System
ISO 14001 - Environmental Management System
ISO 45001 – Occupational Health and Safety
Industrial standards - (e.g. ISGOTT, OCIMF, etc.)
ISO 9001:2015 TITLE CMS MANUIAL

CH. REFERENCE
Ch. 4 - Context of the Organisation
4.1 Understanding the Organisation COM 1.2 / 1.3, 8.1/2, SMM 2
4.2 Understanding the Needs and Expectations of Interested Parties COM 1.4, Just Culture, SMM
1.3.9, SMM 12.3.1
4.3 Determining the Scope of the QMS COM 1.3/4 SMM 1.1
4.4 QMS and its processes COM 1.4 SMM 1.2/3
Ch. 5 - Leadership
5.1 Leadership and Commitment COM 1.7.8, 1.8, SMM 1,
12.3.3
5.1.1 General COM 1.7.4, 1.8, 2.4, 8.0
5.1.2 Customer focus COM 1.4, 2.4 SMM 1.2.2,
12.3.3
5.1 Policy
5.2.1 Establishing the Quality Policy COM 1.3 / 1.7, 10.1, 10.3
SMM 1.1, 3.7.1
5.2.2 Communicating the Quality Policy COM 1.7.4
5.3 Organisational Roles, Responsibilities and Authority COM 1.8 SMM 1, 1.3, 1.5
3.2.2
Ch. 6 - Planning
6.1 Actions to address Risks and opportunities COM 2.1, 10.3/4/5, SMM 8.3,
9.1, 12.2/3, CHM
6.2 Quality Objectives and planning to meet them COM 1.3, SMM 1.1, 12.3
6.3 Planning of Changes COM 7.0, 8.6, 10.4, 10.5,

SMM 7.1, 9.1
Ch. 7 - Support
7.1 Resources
7.1.1 General COM 1.5, 1.7.4, 6.4. 8 SMM
3.1
7.1.2 People COM 8.4 COM 6.3/4/7, SMM
3.6, 3.7
7.1.3 Infrastructure COM 7, Off Security Plan,
Cyber Security Manual,
7.1.4 Environment for the operation of processes SMM 3.4, 4.0, 11.4
7.1.5 Monitoring and measuring resources COM 1.6.2, 2.1, 8.5, 8.6, 10,
SMM 3.5, 3.6, 3.7
7.1.6 Organizational knowledge COM 1.3, 1.7.4, 6.7, 8.6, SMM
3.5,
7.2 Competence COM 6.3, 8.4.1
7.3 Awareness COM 6.7, 8.6, SMM 3.5 3.6
7.4 Communication SMM 2.1, 8.6, SMPEP, CP
7.5 Documented information SMM 1.2, 1.5, 2.2, 2.3
7.5.1 General
7.5.2 Creating and updating
7.5.3 Control of documented information
Ch. 8 - Operations
8.1 Operational planning and control COM 1.4 4.3.2, 4.10, 6.3,
SMM 1.0, 4.9.2, 5.3, 5.8, 6.1,
11.4
8.2 Requirements for Services and Products
8.2.1 Customer communication COM 1.4, 2.1, 2.4, 4.3.3, SMM
8.4, 10.9.9, 12.3
8.2.2 Determining the requirements for products and services COM 2.4.2
8.2.3 Review of the requirements for products and services COM 2.4.3
8.2.4 Changes to requirements for products and services COM 2.4.4
8.3 Design and development of products and services
8.3.1 General
8.3.2 Design and development planning
8.3.3 Design and development inputs
8.3.4 Design and development controls
8.3.5 Design and development outputs
8.3.6 Design and development changes
8.4 Control of externally provided processes, products and services
8.4.1 General COM 4.3.1, 4.3.2
8.4.2 Type and extent of control COM 4.3.3
8.4.3 Information for external providers COM 4.3.4
8.5 Production andservice provision
8.5.1 Control of production and service provision COM 2.1.10
8.5.2 Identification and traceability COM 2.1.10.2 - 6
8.5.3 Property belonging to customers or external providers COM 2.1.10.7
8.5.4 Preservation SMM 4.0
8.5.5 Post-delivery activities COM 4.0 SMM 4.0

8.5.6 Control ofchanges COM 10

8.6 Releaseofproducts and services COM 2.1.11
8.7 Control of nonconforming outputs COM 2.1
8.7.1Prevent unintended use or delivery of nonconforming
outputs
8.7.2 The Organisation shall retail documented info on
nonconformities
Ch. 9 Performance Evaluation
9.1 Monitoring, measurement, analysis and evaluation
9.1.1 General COM 2.4 / 4.1, SMM 12, CHM
9.1.2 Customer satisfaction COM 2.4.5
9.1.3 Analysis and evaluation COM 2.4.3/ 2.4.6 SMM 13.3.2
9.2 Internal audit COM 2.3.5/6, SMM 12.2
9.3 Management review
9.3.1 General. SMM 12.3.1
9.3.2 Management review inputs SMM 12.3.1
9.3.3 Management review outputs SMM 12.3.1
Ch. 10 - Improvement.
10.1 General COM 10.0, 10.5, SMM 12,
CHM
10.2 Nonconformity and corrective action COM 2.3.3, SMM 12.2, 8.5/6,
10.8, 10.9,
10.3 Continual improvement SMM Ch 8.0 COM 10.
CROSS REFERENCE MATRIX BETWEEN ISO 14001-2015 AND THE CMS
ISO 14001:2015 TITLE CMS CH. REFERENCE

MANUIAL
4.1 Understanding the Organisation COM 1.2 / 1.3, 8.1/2, SMM 2
4.2 Understanding the Needs and Expectations of Interested Parties SMM 10.1
4.3 Determining the Scope of the EMS SMM 10.1
4.4 EMS and its processes SMM 10.8.3
Ch. 5 - Leadership
5.1 Leadership and Commitment COM 1.7.8, 1.8, SMM 1,
12.3.3
5.1 Environmental Policy COM 1.3 SMM10.1
5.3 Organisational Roles, Responsibilities and Authority COM 1.8, 2.3 SMM 1, 1.3, 1.5
3.2.2
Ch. 6 - Planning
6.1 Actions to address Risks and opportunities COM 2.1, 10.3/4/5, SMM 8.3,
9.1, 12.2/3, CHM
6.1.1 General SMM 10.8.1
6.1.2 Environmental aspects COM 2.6.1
6.1.3 Compliance obligations COM 2.6.3
6.1.4 Planning action SMM 10.8.4
6.2 Environmental Objectives and planning to achieve them SMM 10.8.4
6.2.1 Environmental objectives SMM 10.8.5
6.2.2 Planning actions to achieve environmental objectives SMM10.8.6

Ch. 7 - Support
7.1 Resources COM 1.5, 1.7.4, 6.4. 8.4 SMM
3.1
7.2 Competence COM 6.3, 8.4.1 SMM 10.8.4
7.4 Communication SMM 2.1, 8.5 SMPEP, CP
7.4.1 General SMM 2.2
7.4.2 Internal Communication SMM 2.1
7.4.3 External Communication SMM 2.1 SMM 10.8.9
7.5 Documented information
7.5.1 General SMM 10.8.1
7.5.2 Creating and updating SMM10.8.12
7.5.3 Control of documented information SMM 10.8.13
Ch. 8 - Operations
8.1 Operational planning and control SMM 10.1
8.2 Emergency Preparedness and Response CP
9.1 Monitoring, measurement, analysis and evaluation
9.1.1 General COM 2.4 / 4.1 SMM 12, CHM
9.1.2 Customer satisfaction COM 2.4.5
9.1.3 Analysis and evaluation COM 2.4.3/ 2.4.6 SMM 13.3.2
9.2 Internal audit COM 2.3.5/6 SMM 12.2
9.3 Management review
9.3.1 General. SMM 12.3.1
9.3.2 Management review inputs SMM 12.3.1
9.3.3 Management review outputs SMM 12.3.1
10.1 General COM 10.0, 10.5, SMM 12,
CHM
10.2 Nonconformity and corrective action COM 2.3.3
ISO 45001:2018 TITLE CMS MANUIAL

CH. REFERENCE
4.1 Understanding the Organisation and its Context COM 1.7.9 /1.3, 8.1/2, SMM 2
4.2 Understanding the Needs and Expectations of workers and COM 1.4,1.7.9, 1.3, SMM
other Interested Parties 1.3.9,
4.3 Determining the Scope of the OH&S management system COM 1.6
4.4 OH&S management system COM 1.7.9
Ch. 5 – Leadership and worker participation
5.1 Leadership and Commitment COM 1.3, SMM 1.1
5.2 OH&S Policy COM 1.3/Policy -Safety and
Quality /Health and Hygiene
5.3 Organisational Roles, Responsibilities and Authority COM 1.8
5.4 Consultation and Participation of workers SMM 9.2.3, Safety Meeting

Ch. 6 – Planning
6.1 Actions to address Risks and opportunities
6.1.1 General COM 2.0/10.0/SMM9.0/12.0

6.1.2 Hazard Identification and assessment of risks and SMM 9.1.5 , Standard RA
opportunities /SMM7.0
6.1.2.1 Hazard Identification SMM 9.1
6.1.2.2 Assessment of OH&S risks and other risks to the OH&S Generic RA , SMM 9.1
management system
6.1.2.3 Assessment of OH&S opportunities and other SMM 7.0
opportunities for the OH&S management system
6.1.3 Determination of legal requirements and other COM1.3,SMM 9.1/
requirements COM1.3/CP
6.1.4 Planning action
6.2 OH&S Objectives and planning to achieve them COM 1.3, SMM 1.1, 12.3
6.2.1 OH&S Objectives COM 1.1
6.2.2 OH&S Planning to achieve OH&S objectives SMM 12.3.3
Ch. 7 - Support
7.1 Resources COM 1.5, 1.7.4, 6.4. SMM 3.1
COM 8.0 SMM 3.0
7.2 Competence COM 6.3, 8.4.1
7.4 Communication SMM 2.1, 8.6, SMPEP, CP
7.4.1 General SMM 2.0
7.4.2 Internal communication SMM 12.3
7.4.3 External communication SMM 7.0, SMM 9.2,9.7.5
7.5 Documented information SMM 1.2, 1.5, 2.2, 2.3
7.5.1 General
7.5.2 Creating and updating
7.5.3 Control of documented information
Ch. 8 - Operations
8.1 Operational planning and control
8.1.1 General COM 1.4 4.3.2, 4.10, 6.3,

SMM 1.0, 4.9.2, 5.3, 5.8, 6.1,
11.4
8.1.2 Eliminating hazards and reducing OH&S SMM 9.1

8.1.3 Management of Change SMM 7.0
8.1.4 Procurement
8.1.4.1 General COM 5.0
8.1.4.2 Contractors SMM 9.7.5
8.1.4.3 Outsourcing SMM 3.9,4.5,4.9,4.12,12.2.2
8.2 Emergency Preparedness and Response CP, SMM 11.0


9.1 Monitoring, measurement, analysis and performance evaluation
9.1.1 General COM 12.3
9.1.2 Evaluation of Compliance COM 12.3
9.2 Internal audit COM 2.3.5/6, SMM 12.2
9.2.1 General COM 2.3
9.2.2 Internal Audit Programme COM 2.3, SMM 12.2
9.3 Management Review SMM 12.3
10.1 General COM 10.0, 10.5, SMM 12,
CHM
10.2 Incident, non-conformity and corrective action COM 2.3.3, SMM 12.2, 8.5/6,
10.8, 10.9,

CHAPTER 2 : COMMUNICATION & FILING Section Revision Number : 02
CHAPTER 2
COMMUNICATION & FILING
TABLE OF CONTENTS
2.1 COMMUNICATIONS 1
2.1.1 GENERAL 1
2.1.2 ADDRESSING OF COMMUNICATIONS 1
2.1.3 PRMARY MEANS OF COMMUNICATION 1
2.1.4 SHIPS MAIL 1
2.1.5 FACSIMILE COMMUNICATIONS 1
2.1.6 TELEPHONE COMMUNICATIONS 2
2.1.7 CIRCULAR LETTERS 2
2.1.8 PERSONAL RADIO AND TELEPHONE 2
2.1.9 AMVER 2
2.1.10 ELECTRONIC FLAG AND CLASS CERTIFICATES 2
2.2 OPERATIONAL REPORTING 1

2.2.1 MONTHLY REPORTS 1
2.3 SHIPBOARD FILING 1

2.3.1 GENERAL 1
2.3.2 MASTER’S FILING SYSTEM 1
2.3.3 CHIEF ENGINEER’S FILING SYSTEM 3

CHAPTER 2: COMMUNICATIONS & FILING Section Revision Number : 02
SECTION 1 - COMMUNICATIONS Page Number : 1 of 3
2.1 COMMUNICATIONS
2.1.1 GENERAL
All communications should be clear, concise and unambiguous. The method of transmission should be
made by the most appropriate taking into account the nature of the communication e.g. in an emergency
the most appropriate method will be voice and fax.
All communications from the vessel to the office must be through the Master and all
Communications from the office to the vessel will be addressed to the Master. It is the Masters
responsibility to ensure that the communications are distributed to the relevant personnel on board the
vessel.
Consideration should be given to the method of communication combined with the timing of the
Communication. Primary mode for routine communication will be email. Even if there is communications
being sent over the weekend, this should be via email as the office will be checking the emails during the
weekends as well. For urgent matters which require a prompt answer, fax could be used during the office
working hours in Singapore and London. Should it be a matter of great urgency, Master should use voice
communication.
2.1.2 ADDRESSING OF COMMUNICATIONS
Messages should be addressed to all interested parties e.g. Technical, Marine, Crew etc, will read them. It
is not necessary to address a message to an individual.
All messages from the vessel to the office, the nature of the message should be clearly identified in the
subject line e.g. Change of orders.
2.1.3 PRIMARY MEANS OF COMMUNICATION
The primary means of routine communication will be written and transmitted using the email system
onboard.
2.1.4 SHIPS MAIL
Ships mail for the office should be landed at a reliable port during the first week of each month.
Agents should be instructed to courier the mail to the Singapore office.
Mail should be collected into two separate piles, from the Master and Chief Engineer and each pile should
be accompanied by a completed Ships Mail form indicating the content of the parcel. The mail should
then be enclosed in a single envelope addressed to the Singapore office.
Mail will be sent from the office at a similar frequency. Masters must acknowledge receipt of the mail
parcel thus ensuring that any mail, which does not reach the vessel, can be followed up.
2.1.5 FACSIMILE COMMUNICATIONS
Facsimile communications from the vessel via satellite is expensive and should only be used when
essential. When in port, if possible agents should be requested to send essential facsimile messages over
the landline, unless the contents are of a sensitive nature.
2.1.6 TELEPHONE COMMUNICATIONS
Telephone calls via satellite are expensive and such calls should be kept to a minimum. Whenever
possible a cellular telephone should be obtained from agents and any essential calls made from these. In
any event any telephone conversation should be backed up by a written message confirming the
content of the discussion e.g. “Further to recent telecon we confirm that ……………….”
2.1.7 CIRCULAR LETTERS
On occasion Circular Letters will be sent from the office, electronically via the Company’s ERP system
under the Circular Letters folder on the system. These letters will contain instructions, information or
specific procedures which are considered urgent and/or very important. Certain circular letters will
require a response and others may require a discussion or meeting to be held on the subject matter. The
Circular Letters folder on the Company’s ERP Database will be divided into the following 3 categories: 1/
Safety, 2/ Marine/Operations/ Vetting, 3/ Technical which will be electronically filed and available on
Company’s ERP under Document Control.
When a circular letter is received, a copy is to be circulated amongst all relevant personnel on board.
Where appropriate a further copy may be posted on the ship’s notice board for a number of days so that
all personnel can view the content. Each letter will be consecutively numbered.
2.1.8 PERSONAL RADIO AND TELEPHONE TRAFFIC
An accurate log of times and costs is to be kept for all private radio traffic, including telephone calls
made by VHF, satellite or ship mobile telephone.
In certain circumstances an agent may place a telephone on board in port for the use of the Master. The
primary role of this telephone is for Company business. However, at the Master’s
discretion (and the agent’s agreement) this telephone may be used for limited private communications.
This must only be done under the direct supervision of the Master who will ensure that all calls are
logged and charged to the individual.
The Master is responsible for ensuring that all charges are accountable and will be held directly
responsible for any shortfall.
2.1.9 AMVER
The Automated Mutual Assistance Vessel Rescue System (AMVER) is run by the United States
Coastguard and is used to track merchant ships at sea. The system allows rescue centers worldwide to
locate vessels near a ship in distress and co-ordinate search and rescue.
For voyages in excess of 72 hours Masters must make use of the AMVER reporting system.
2.1.10 ELECTRONIC FLAG AND CLASS CERTIFICATES
To reduce the administrative burden on administrations, Port State Control officials, Ship’s crews and
other stakeholders caused, amongst other reasons, by reliance on traditional paper certificates, the IMO
Facilitation Committee (FAL) approved the issuance of electronic certificates.
Certain Flag state has authorized the Classification Societies to issue and endorse electronic classification
and statutory certificates in accordance
with the IMO Guidelines FAL.5/Circ.39/Rev.2. The main features are as follows;

- Electronic signature
- Unique Tracking Number
- Printable visible symbol
- Verification of electronic certificate on website
The Company has accepted the use of e-certificates issued by Class on behalf of Flag where
authorization to issue electronic digital statutory certificates has been received from Flag. Electronic
certificates issued to the vessel, shall be sent to office for verification. Electronic certificate sent through
office to the vessel shall first be verified. These certificates may be stored in soft copy onboard, however
the Company recommend to print and file for easy verification by any authority or port state control.
Some ports do not recognize the use of Electronic certificates. Electronic certificates may be verified
through class site (for example: http://e-cert.krs.co.kr) using the ‘Tracking number’ or ‘QR’ code on the
relevant certificate. Electronic signature will appear only when electronic file (PDF) is opened using a
computer (Window/iOS), and not on the mobile devices such as a smart phone / tablet etc.
Effective Cyber Security Plan implementation shall be administered for safe handling of e-certificates

SECTION 2 – OPERATIONAL REPORTING Page Number : 1 of 2
2.2 OPERATIONAL REPORTING
Voyage data is recorded on voyage to voyage basis for taking voyage performance through the Company’s
ERP – Voyage reporting
a) Following templates of the reports available in SM are required to be completed.
1. Departure Message
2. Noon Message
3. Arrival report
b) Hot work authorization request to be sent to: [email protected]
c) After every departure port, vessel to send Stowage plan & Stability condition to: ERS@suntech-
maritime.com
In addition to above, Company must be copied in any reporting/ messages being sent to Charterers and
Commercial Operations.
2.2.1 MONTHLY REPORTS
BB Recoverable from Charterers

Messages related purely to the commercial operation of the vessel, both outgoing and incoming, where
the cost is fully recoverable from Charterers as per terms and conditions of C/P. The figures reported must
be the same as figures shown on the Statement for Charterers Account. If the C/P provides for lumpsum
compensation per month, the amount must be reported in this group.
If a lumpsum has been agreed in C/P (which Charterers normally remit with the monthly hire), the amount
must be mentioned in the Statement for Charterers Account.
CC Non Recoverable from Charterers
The cost of message related to the Commercial operation of the vessel, but not recoverable from
Charterers because the C/P does not provide for it, (mainly when the vessel is under voyage Charter).
a) Deck Report
1. Rest hours NC summary – to be sent to dedicated email address: [email protected]
2. Monthly Drill reports

3. Cargo hose condition report on Chemical tankers
4. Cargo history sheet
5. HVPQ export
6. Officers Matrix
7. Paint ROB including COT & shipside paint
8. Monthly cabin inspections
9. Framo Purging record and Log Form for Liquid filled cofferdam on Framo submerged ballast pumps.
(Additionally purging report to be sent to Framo upon completion of each voyage) – Vessel with FRAMO
Pump
10. Deck maintenance plan excel sheet

SECTION 2 – OPERATIONAL REPORTING Page Number : 2 of 2
11. Cargo tank inspection / status

12. ESI DATA SHEET
b) Engine report
All TEC forms should be sent to sorter email: [email protected]

Instructions for handling TEC forms and frequency of sending to office can be found in Company’s ERP
under TEC forms

SUNTECH SHIP MANAGEMENT Document Number : SMM/01
SECTION 2.3 – SHIPBOARD FILING Page Number : 1 of 5
2.3 SHIPBOARD FILING
2.3.1 GENERAL
A standard filing system is adopted throughout the Company Ship Management fleet. A set of files is to be
held by both the Master and the Chief Engineer and are to be labeled and indexed as per the following
sections. Note that the file index as listed is not finite and may be added to as required using additional
numbering. It may also be necessary to create additional files such as for passage planning and planned
maintenance extracts from SM etc.
Company Forms include reference to the specific file where the completed form is to be kept.
Old documentation is to be archived on board in envelopes clearly marked with content and date and
stored in a secure place.
Visiting Company Representatives will verify the filing system onboard whenever the vessel is visited. The
filing system will also be the subject of internal and external audit.
2.3.2 MASTER’S FILING SYSTEM
File 1: Correspondence
A. Master’s Handover (ADM/16)
File 2A: Certificates (Statutory) (SAF 25)

2.1 Certificate Checklist
File 2B: Certificates (Equipment) (SAF 25)
File 3: Class Surveys/Status

A. Listing of Surveys/Master List
B. CMS Survey Reports by Class
C. Certificate Status Report by Class
D. Recommendations/Conditions
E. Certificates of Purchased Parts
F. Class-related Correspondence
File 4: Port Papers

A. Clearances
B. Crew Lists (ADM/01)
C. Customs & Immigration Papers
File 5: Voyage File

A. Charter Party
B. Correspondence to/from Charterers
C. Port Logs
D. Off-hire Reports
E. Deviation Statements
F. Port Papers (Notes of Protest/Readiness, SOF, Pumping Logs, IG Logs etc)
G. On/Off-Hire Surveys
H. Cargo Equipment Report

File 6: Crew
A. Monthly accounting (Manning Company Documents)
B. Seafarers Illness/ Injury Report (ADM/05)
C. Drug and Alcohol Records (ADM/15 + Copies of Unannounced test sheets)
D. Discipline & Grievances (ADM/07)
E. Indemnity Forms (ADM/06)
F. Record of Hours Worked (ADM/09)
File 7: Safety
A. Masters Self-Assessment
B. Incident Reports (Copy of Printout From Company’s ERP)
C. Near Miss Reports (Copy of Printout From Company’s ERP)
D. Monthly Safety Meeting Minutes and replies from Company Copy of Printout From Company’s ERP)
E. Monthly Chart Correction Record (NAV/19)
F. Risk Assessments (Company’s ERP)
File 8: Quality/ Audits

A. Internal Audits (ISM) (OFF/03, 05)
B. External Audits (ISM + FLAG STATE ANNUAL INSPECTIONS)
C. Masters CMS Reviews (ADM/14)
* SECURITY AUDIT REPORTS BOTH INETRNAL & EXTERNAL TO BE KEPT IN SECURITY FILE 12/J
* FOR MARSHALL ISLANDS REGISTERED VESSELS MRSVM WILL ARRANGE THE ANNUAL FLAG STATE
INSPECTION AND ADVISE THE MASTER. CLOSURE NOTED OBSERVATIONS BY INSPECTORS WILL BE
FORWARDED TO THE MI AUTHORITY BY MRSVM.
File 9: Inventories
A. Deck Equipment
B. Nautical and Radio Equipment
C. Steward Stores
D. Medical (ADM/04)
E. Rented Equipment
File 10: Maintenance and Reports (Incl Shore Technician Reports)

A. Critical Equipment and Critical Operations Lists
B. Calibration Records
C. Vessel Performance
D. Deck Work & Deck Machinery
E. Radio & Nav Equipment
F. Masters Quarterly Vessel Condition Report
G. Cargo & Ballast Tank Condition Reports (TEC/15)
H. Monthly Management Meeting Minutes (Copy of printout from Company’s ERP)
I. Superintendents Ship Inspection Reports (Copy of printout from Company’s ERP)
File 11: Work Permits

A. Hot Work (SAF/13)
B. Cold Work (SAF/14)
C. Aloft or Overside (SAF/15, SAF/16)
D. Underwater (SAF/17)
E. Electrical Circuits (SAF/18)
F. Pipelines and Pressure Vessels (SAF/19)

G. Small Craft alongside (SAF/20)

H. Enclosed Space Entry (SAF/21, SAF/22)
I. Others
File 12: Security

A. International Security Certificate – copy*
B. Continuous Synopsis Record – copy*
C. Security Training, Drills & Exercises
D. Security Breach/Incidents Reports
E. Notifications of Security Level Changes
F. Declaration of Security (and other security related port records)
G. Maintenance and Calibration of Security Equipment
H. Security Communications
I. Security Assessment Recommendations
J. Security Internal and External Audit
K. Changes to SSP Appendix 5
L. Details of:
A. Companies Appointing Crew and Others Onboard (e.g. Riding Squads)
B. Companies Deciding on Employment of Ship (e.g. Owners, Charterers, Brokers)
C. Parties to the Charter Party or Parties
* Originals of these certificates to be kept in File 2A (Certificates)
File: LMP and MSMP
2.3.3 CHIEF ENGINEER’S FILING SYSTEM
File No 1: Handover reports

A. CE handover notes- ADM17
B. 2E handover notes
C. Important Correspondence with Office
File No 2: Delivery and receipts

A. Landing Forms - TEC36
B. Delivery Notes
C. Spares/Stores receipts Invoices
D. Spares parts certificates from Makers
File No 3: Class/Flag Reports

A. Class Status report
B. CMS Survey reports- TEC19
C. Condition of class/recommendations
D. Class Correspondence
E. Tail Shaft Monitoring reports
F. Flag Correspondence & Dispensations
File No 4: Main Engine

A. ME Performance reports- TEC06A, 06B, 06C
B. ME Piston Overhaul report - TEC08
C. ME Exhaust Valve Overhaul report - TEC09
D. ME Crank shaft Deflection report - TEC10

E. ME Scavenge Inspection report - TEC11A, 11B

F. ME Holding Down bolts tension checks - TEC12
G. ME Bearing Condition report - TEC13A, 13B, 13C
H. ME Accumulator pressure testing - TEC14
I. Service Letters from Makers
J. Service Engineer Attendance reports
File No 5: Aux Engines

A. Aux Engines Performance reports - TEC07
B. Aux Engines Overhauling reports - TEC15
C. Aux Engines Cyl Head Overhauling reports - TEC16A, 16B, 16C
D. Aux Engines Crankshaft deflection reports - TEC17A, 17B
E. Aux Engines T/C Overhauling reports - TEC18A, 18B, 18C
F. Service Letters from Makers
G. Service Engineer Attendance reports
File No 6: Electrical Logs

A. Battery Log - TEC34
B. ICCP monthly Logs and comments received from makers
C. MGPS monthly Logs and comments received from makers
D. Megger Test reports
E. Electrical Machinery Overhaul Reports & Photos
File No 7: Bunkering (HFO & LO)

A. Bunker delivery notes
B. Pre-Bunkering Loading Plan - TEC20
C. Bunkering checklist - TEC21
D. Bunkering Ship shore Checklist - TEC22
E. Bunkering Final calculation Form - TEC23
F. LOP's of Bunkers - TEC24A, 24B, 24C
File No 8: Analysis reports

A. Fuel Oil Analysis reports
B. LUB Oil Analysis reports
C. Lubricant report - TEC01
D. Boiler water analysis reports and comments received from makers
E. Cooling water analysis reports and comments received from makers
F. Purifier Efficiency Reports
G. Lub Oil Chart
File No 9: MARPOL
H. MARPOL report - TEC04
I. Sewage discharge record - TEC35
J. Record of Environmental Seals - TEC38
File No 10: Inventory

A. Gas Bottle inventory report - TEC02
B. Chemical Inventory Report
C. Critical tools Inventory - TEC33
D. Approved Critical Spares List

E. Spares Consumption report - TEC03

F. Requisition form - TEC37
File No 11: Operational Logs

A. N2 Inerting Operational Log - TEC25
B. IG Operational Log - TEC26
C. COPT & Ballast Pump Operational Log - TEC27
D. UMS Checklist - TEC28
File No 12: Auxiliary Records

A. Running Hours of major Components - TEC05
B. Calibration records of pressure gauges - TEC32
C. Dry docking repair specifications - TEC39
D. Aux machinery Overhaul Reports & Photos
E. Service Engg Attendance Reports
F. Repairs by Contractors
File No 13: BWTS / EGCS / NOx EGRS

A. Ballast Water Treatment Systems - Correspondence, Repairs, Service Engg Attendance Etc.
B. Exhaust Gas Cleaning Systems - Correspondence, Repairs, Service Engg Attendance Etc.
C. Nox Exh. Gas Re Circ system - Correspondence, Repairs, Service Engg Attendance Etc.
File No 14: Guarantee Defects

A. Guarantee Defects - List, Details, Correspondence etc.

CHAPTER 3: CREW RECRUITMENT AND MANAGEMENT Section Revision Number : 10
INDEX Page Number : 1 of 3
CHAPTER 3
CREW RECRUITMENT AND MANAGEMENT
TABLE OF CONTENTS
3.1 CREWING POLICY

3.1.1 RESPONSIBILITIES 1
3.2 SHIPBOARD ORGANIZATION

3.2.1 SHIPBOARD ORGANIZATION CHART 1
3.2.2 JOB DESCRIPTIONS 2
a) MASTER 2
b) CHIEF OFFICER 7
c) 2ND OFFICER 10
d) 3RD OFFICER 12
e) JR. OFFICER 13
f) CHIEF ENGINEER 14
g) SECOND ENGINEER 20
h) 3RD ENGINEER 21
i) 4TH ENGINEER 21
j) 5TH ENGINEER/ JUNIOR ENGINEER (IF CARRIED) 21
k) ELECTRICAL ENGINEER 21
l) CADET (DECK & ENGINE DEPARTMENT) 21
m) BOSUN 22
n) PUMPMAN 22
o) ABLE SEAMAN/ORDINARY SEAMAN 23
p) FITTER 23
q) OILER/ WIPER 24
r) CHIEF COOK 24
s) SECOND COOK 24
t) MESSMAN 24
3.3 CODE OF CONDUCT

3.3.1 CODE OF CONDUCT 1
3.3.2 CONDUCT IN EMERGENCIES 1
3.3.3 CONDUCT IN SITUATIONS OTHER THAN EMERGENCIES
(DAY-TO-DAY SITUATIONS) 1
3.3.4 DEALING WITH SEVERE BREACHES OF THE CODE 2
3.3.5 DEALING WITH BREACHES OF A MINOR DEGREE OF
SERIOUSNESS 3
3.3.6 DIVERSITY AND INCLUSION POLICY 4
3.4 SIGNING ON/ OFF PROCEDURE

3.4.1 SIGNING ON A CREWMEMBER 1
3.4.1.1 CERTIFICATION AND DOCUMENTATION 1
3.4.1.2 ARTICLES OF AGREEMENT 2
3.4.1.3 LOG ENTRY 2

3.4.1.4 HAND-OVER 2
3.4.1.5 INVENTORIES 3
3.4.2 SIGNING OFF A CREWMEMBER 3
3.4.3 CHANGE OF COMMAND 4
3.4.4 SAFE MANNING 5
3.4.5 SHORT HANDED 5
3.4.6 SETTLEMENT OF WAGES 5
3.5 TRAINING
3.5.1 FAMILIARISATION TRAINING 1
3.5.2 EMERGENCY AND POLLUTION DRILLS 2
3.5.3 PERSONAL TRAINING RECORDS 2
3.5.4 ADDITIONAL TRAINING COURSES (SPONSORED ASHORE) 3
3.5.5 ONBOARD TRAINING 4
3.6 PROMOTION
3.6.1 POLICY 1
3.6.2 PROBATIONARY PERIOD 1
3.6.3 APPRAISAL 1
3.6.4 TEMPORARY PROMOTION 1
3.7 APPRAISALS
3.7.1 POLICY 1
3.7.2 THE REPORTING OFICER 1
3.7.3 FREQUENCY OF REPORTING 1
3.7.4 DISTRIBUTION OF APPRAISAL REPORTS 2
3.8 CREW WELFARE

3.8.1 HOURS OF WORK AND REST 1
3.8.1.1 HOURS OF WORK 1
3.8.1.2 REST PERIOD 1
3.8.1.3 RECORD OF TIME WORKED 1
3.8.1.4 DUTY ROSTER 1
3.8.1.5 REPORTING 1
3.8.1.6 DEALING WITH DEVIATION/ POTENTIAL NC’s 2
3.8.1.7 RESPONSIBILITY FOR COMPLIANCES 4
3.8.1.8 FATIGUE MANAGEMENT 5
3.8.2 MEDICAL TREATMENT 5
3.8.2.1 TREATMENT ON BOARD 5
3.8.2.2 TREATMENT IN PORT 7
3.8.2.3 MEDICAL RECORDS 7
3.8.2.4 LANDING OR EVACUATING A SICK OR INJURED CREW MEMBER 7
3.8.3 DEATH OF A CREW MEMBER 8
3.8.4 GRIEVANCE PROCEDURE 9
3.8.5 CREW MAIL 10
3.8.6 FAMILY ACCOMPANIMENT 11
3.8.7 SHORE LEAVE 12
3.8.8 LAUNCH SERVICE 12

3.9 DRUG AND ALCOHOL POLICY

3.9.1 COMPANY POLICY 1
3.9.2 COMPANY POLICY REGARDING EMPLOYEE ALCOHOL AND DRUG USEAGE 1
3.9.3 DRUG AND ALCOHOL TESTING REQUIREMENTS 1
3.9.3.1 MEDICATION 1
3.9.4 ONBOARD TESTING FOR ALCOHOL 2
3.9.4.1 ALCOHOL TESTING INITIATED BY SHORE 4
3.9.4.2 CRITERIA FOR ONBOARD ALCOHOL TESTING FOR SHIP'S PERSONNEL BOARDING/
RETURNING FROM ASHORE 4
3.9.5 TESTING FOR-CAUSE 5
3.9.6 PROCEDURE GOVERNING THE CONSUMPTION AND SALE OF ALCOHOL ON
COMPANY VESSELS 5
3.9.6.1 ALCOHOLIC BEVERAGES PERMITTED ONBOARD 5
3.9.6.1.1 ALCOHOLIC BEVERAGES ISSUED ONBOARD 5
3.9.6.2 GUIDELINES ON ALCOHOL CONSUMPTION ONBOARD COMPANY VESSELS 5
3.9.7 GENERAL RULES AND LIMITATIONS 7
3.9.8 CONTROL AND MONITORING PROCEDURES 8
3.9.9 ALCOHOL AND HEALTH AWARENESS 8
3.10 VESSEL ACCOUNTS

3.10.1 COMPANY VESSEL CASH ACCOUNT (VCA) 1
3.10.2 WAGES ADMINISTRATION 1
3.10.3 CASH TO MASTER 1
3.11 ITF/ UNION AFFAIRS

3.11.1 GUIDELINES IN HANDLING 1
3.12 DRESS CODE

3.12.1 INTRODUCTION 1
3.12.2 OFFICER'S UNIFORM REQUIREMENT 1
3.12.3 WORKING GEAR AND PROTECTIVE CLOTHING 1

SECTION 1 – CREWING POLCY AND RESPONSIBILITIES Page Number : 1 of 1
3.1 CREWING POLICY
To ensure that each vessel in the fleet is adequately manned and Manning levels are assessed and
enhanced if required for operational reasons. To monitor the shipboard activities and place controls
necessary to ensure crew familiarization with the vessel on embarkation, to enable the vessel
to perform efficiently as per the requirements of our clients and ensure that the QUALITYSHIPS Policy of
the Company is translated on ground. To ensure vessels operate in a safe, efficient and reputable
manner in the best interests of our clients and the environment within the available resources.
This is achieved by a thorough screening of our prospective sea staff locally at the Manning Office level
and to be cross checked within the Company prior the embarking onboard Company vessels of selected
candidates.
COMPANY EMPLOY’S SEAFARERS WHO ARE 18YEARS OF AGE AND ABOVE WHETHER THEY ARE
JOINING AS AN APPRENTICE, RATING OR AS AN OFFICER.
The Company strongly insists to avoid any discrimination by anyone on board vessels owing to
Religion, Race, Caste, Body complexion, or gender.
The grievance, owing to any of above discriminations /harassments or bullying, will be dealt with
firmly by Company, under Grievance redressal procedure of the company.
3.1.1 RESPONSIBILITIES
Guidelines and instructions relating to engagement, discipline and wages payment are presented in this
chapter.
Manning Office (MO)

Responsible for ensuring the implementation of the Company’s Policies including pre-engagement
briefing. Also responsible for follow up of training recommendations in consultation with the Technical
Department and Marine Risk, Safety and Vetting department.
Manager Fleet Personnel (MFP)

Responsible to the CEO for the screening of prospective sea staff, approval, maintenance of records
(Individual certification copies, qualifications on database as well as appraisal records) and welfare of
crew members. The MFP will advise the Master of any planned crew changes.
Master
Responsible to the Crew Manager (CM) for onboard crew familiarization, appraisal, training, welfare,
discipline and other administrative matters. The Master must maintain the appropriate records required
by the Company and the flag state. The Master confirms the safe arrival of new crew members on board
to the MFP.
Technical and Marine Risk, Safety & Vetting Superintendents

Responsible for reporting on the performance of the Master, Chief Engineer, Second Engineer, Chief
Officer and other crew members.
All Officers and Crew

In addition to the various operational and safety responsibilities to be found within the CMS, all
members of the crew are responsible for ensuring that their certificates, travel and other
documentation are kept in order and remain valid for the duration of their tour of duty. They are to be
in physical possession of the ORIGINAL CERTIFICATES, TRAVEL and OTHER DOCUMENTS during their
tour of duty.

SECTION 2 – SHIPBOARD ORGANIZATION Page Number : 1 of 25
3.2 SHIPBOARD ORGANIZATION
3.2.1 SHIPBOARD ORGANIZATION CHART
(* DENOTES SHIPBOARD MANAGEMENT TEAM)

MASTER *
SAFETY, ENVIRONMENT PROTECTION, CARGO OPERATIONS,
NAVIGATION, EXECUTION OF VOYAGE, REPORTING
IMPLEMENTATION OF COMPANY POLICIES, COST CONTROL
AND MEDICAL OFFICER
CHIEF ENGINEER *
PERFORMANCE & MAINTENANCE OF
DECK & E/R MACHINERY, OIL
& BUNKERING SUPERVISION OF
MANOEUVRING OPERATIONS IN E/R,
CONTROL OF SPARES / STORES. O/B
TRAINING OFFR FOR ENGINE TRAINEES.
NOMINATED ALTERNATE SSO CHIEF OFFICER *
ASSUMES COMMAND IN EVENT OF
ABSENCE OF MASTER DECK/ HULL/SAFETY
MAINTENANCE I/C CARGO OPS.
WATCHKEEPING. CONTROL OF DK
STORES, POLL. PREV., O/B TRAINING OFFR
2ND ENGINEER * FOR DECK TRAINEES. SAFETY OFFICER.
UNDERSTUDY TO C/E DAILY NOMINATED SSO
WORK, SCHEDULES FOR
REPAIR & MAINTENANCE
OF MACHINERY, WATCH
KEEPING E/R FOR
MANOEVRING ELECTRICAL OFFICER
2ND OFFICER
OF ELECTRICAL EQUIP AND NAVIGATION, FIRST AID OFF,
RESPONSIBLE FOR WATCHKEEPING, CARGO
ELECTRICAL STORES & OPERATIONS
RADIO / NAV
3RD ENGINEER EQUIPMENT
E/R WATCHKEEPER CH.COOK 3RD OFFICER
COOKING, ORDERING & WATCHKEEPING, FFA, LSA &
STORAGE OF PROVISIONS LSSA MAINTENANCE, CARGO
4TH ENGINEER HYGIENE OF GALLEY & OPERATIONS
STORES
E/R WATCHKEEPER
2ND COOK BOSUN/ PUMPMAN
ASSIST FOOD PREP & SUPERVISING DECK RATING,
5TH ENGINEER COOKING. CLEANING DECK MAINTENANCE, CARGO
GALLEY, SERVING & OPS, MOORING
REPAIR & MAINTENANCE STORAGE SPACES
E/R WATCHKEEPER
ENG. RATINGS
MESSMAN DECK RATINGS
MACHINERY MAINT, E/R
CLEANING ACCOM. & DECK MAINTENANCE, CARGO
WATCHKEEPING,
STORAGE SPACES. OPS , MOORING, BRIDGE
MOORING OPS. AS REQD
SERVE OFFICERS MESS & WATCHKEEPING
LAUNDRY.

3.2.2 JOB DESCRIPTIONS
The following pages include job descriptions for officers and crew. It must be stressed that these job
descriptions are generalized and include the main duties associated with the position.
The Command Language on all Company vessel’s is ENGLISH.
A. MASTER
CHAIRMAN OF THE SHIPBOARD MANGEMENT TEAM AS WELL AS THE SAFETY COMMITTEE. In matters
of safety and pollution prevention, the Master has the overriding authority and discretion to take
whatever actions he considers to be in the best interests of crew, ship and the marine environment,
and to request the company’s assistance as may be necessary. Master’s responsibility shall include
the following but not limited to:
The Master is responsible to the Company for:

 The overall command of the ship.
 The safety of the ship, her crew, cargo and the environment
 The implementation of the Company's Policies as contained in the CMS and other official Company
Instructions on all matters of operations, safety and environmental protection. including changes to the
Company’s Safety Management System, are passed to all relevant personnel within their department.
He will achieve this by means of circulating/ allowing access to the electronic copies onboard.
 The reporting of any incident or damage affecting the ship, her crew or her cargo to the Company and
other Parties as found necessary. Additionally, he is responsible for Recording incidents and dangerous
occurrences and Maintaining incident report and statistics.
 The on board discipline of all Officers and Crew and appraisal of same.
 The checking and monitoring of any cargo plan and operations prepared by the Chief Officer.
 The communications with the Owners, the Company, the Charterers and any other party required.
 The compliance with any statutory, local or international regulation which affects the ship.
 The maintenance of the ship and her equipment and reporting formally to company on a quarterly basis
the ships condition using Masters Quarterly Condition Report (ADM/19)
 The maintenance of all the Company and other records which are required to be maintained or
submitted. including all trading and equipment certificates.
 To ensure that certification and documentation of all individual crewmembers is in order and that they
are in possession of the Original Documents which he will take in his care at the time of signing on. If
there is any doubt, the MFP should be contacted immediately.
 The proper accounting of voyage expenditure, Crew wages VCA etc and the safe keeping of the
Company funds.
 The execution of the Charter of the vessel in a professional and competent manner.
 The checking of bunkers and stores prior to commencing a voyage to ensure that sufficient are onboard.
 The safeguard of the Owner's and Company's interests at all times.
 The Medical officer onboard the vessel.
 The supervision and training of Deck Cadets by following the guidelines of Manning Office.
 The undertaking of any other duties or instruction as required by the Company
 Ensure that Weekly Inspections of Accommodation Spaces, Galley, Hospital, Laundries and Recreational
Facilities for the Ships Complement are carried out with available members of Ships Management Team
and recorded in the Deck log book. Any Non-Conformities Noticed are to be reported in the Monthly
Management Meeting Report in Company’s ERP and in case of a breakdown, Office to be informed and
a Requisition raised for spares or replacement as the case maybe.
 Ensure that a routine for Inspecting the Fresh Water Tanks in line with the PMS routine in Company’s
ERP. The Fresh Water being used onboard is to be monitored. Fresh Water for use onboard is provided
Free of Cost to the crew onboard.

 Ensure that a routine for Weekly Inspection of the Provisions onboard is carried out. In case Religious
Requirements of any Member of the Complement requires a special consideration on diet, alternatives
for the same will be provided for.
*NOTE: THE COMPANY WARRANTS PROVISION OF ADEQUATE, NUTRITIOUS MEALS PREPARED AND
SERVED IN A HYGENIC CONDITION FREE OF COST TO SEAFARERS ONBOARD. MASTER IS IN CHARGE OF
HANDLING THE VICTUALING ONBOARD COMPANY VESSELS WITHIN THE BUDGET MADE AVAILABLE
FOR THE SAME. *
 Ensuring that Hours of Work are in accordance with STCW regulations.

 To ensure all personnel are given familiarization with their duties including their responsibilities with
respect to safe operation and maintenance of ECDIS equipment.
 Ensure that the vessel is at all times stored and equipped with all items necessary for her proper upkeep
and safe and efficient operations.
Safety responsibilities
The Master is responsible for the implementation of the Safety and Environmental policy on board the
ship in which he is serving. He must ensure that Heads of Department maintain an up-to-date
knowledge of relevant legislation and that other information, including changes to the Company’s Safety
Management System, are passed to all relevant personnel within their department. He is the Chairman
of the Health and Safety Committee.
The Master has absolute authority to take whatever action he considers necessary for the Safety of
Life, the ship, her cargo and environment.
Additionally, he is responsible for:

 Recording incidents and dangerous occurrences.
 Maintaining incident reports and statistics.
 The Master is to ensure that all crewmembers fully understand their respective duties in the event of an
emergency. An Emergency Instruction Card (SAF/07) is to be displayed in each cabin. To ensure
Shipboard Familiarization is completed by all new joiners.
 The Master is responsible for the effective training of the Emergency Party and for exercising the
contingency plans according to the companies training schedule (SAF/12).
 Must hold Emergency exercises as frequently as is necessary until he is satisfied with the standard of
proficiency achieved by the Emergency Organization.
 To ensure that details of Fire Service facilities are obtained from the local agents and entered in the List
of Port Contacts Form (SOPEP/SMPEP Appendix II) and readily available in the CCR and on the Bridge.
Cargo, Bunker and ballast operation responsibilities
 Ensuring that the voyage orders are fully understood by all concerned and complied with in accordance
with Time Charter fixture if any.
 The checking and monitoring of cargo plan, bunker plan and all shipboard operations prepared by the
Chief Officer/ chief engineer.
 Supervision of cargo system and spaces preparation including cleaning requirements.
 Ensuring that the monitoring of the vessel’s stress and stability throughout the cargo and ballast
operations is carried out and during the voyage to ensure that they remain within the required limits.
 Ensuring cargo compatibility guides are complied with.
 Advise Company if anything within the Charterer’s instructions are in conflict with the Company CMS or
local and international regulations.

 Advising the Company when Charterer’s instructions cannot be complied with or he is unsure of the
intended voyage instructions.
 Completing, checking and signing as applicable of cargo documents.
 Advising the Chief Engineer and Chief Officer of the relevant details of intended voyage.
 Providing the Company and Charterers with accurate information regarding the cargo operations.
 The load line regulations are to be complied with at all times. Overloading is an offence against
international agreement, and endangers the ship.
 Ensuring that any complaints made against the vessel, vessels performance and her complement by
Customers or 3rd Parties, whether written or verbal are immediately forwarded to the MRSV Suptd or
Manager. Written complaints are to be scanned and sent out immediately on receipt
 Responsible for ensuring that company and local regulations, national and international laws are strictly
adhered to when carrying out routine bunker transfer and waste disposal operations.
 In case vessel is requested to carry out bunkering and cargo operations simultaneously, Master shall
seek permission/Approval from the office and carry out Risk Assessment.
 The operation shall not commence till the operation and risk assessment is approved from office.
 The Master will be asked to propose the quantities he requires for the intended voyage and it remains
his responsibility to ensure that the vessel has sufficient bunkers for the voyage.
 Cross check the bunkering plan prepared by Chief Engineer and ensure all safety precautions are taken
during bunkering operations.
 Ensure all relevant cargo operations checklists are complied with and records maintained.
Navigation responsibilities
i. General
The Master must understand that nothing contained in this chapter is to be construed in any way to
relieve him of his full responsibility for the safe navigation of his ship and the efficient organization on
board.
The Master has overall responsibility for the safe operation of his vessel in accordance with flag
state laws and international regulations. Under no circumstances is commercial pressure to be used to
justify the taking of an unnecessary risk. The Company will support a decision taken by a Master in good
faith and in the interests of safety.
 Responsible for the safety of life on board and for the ship, her cargo and the environment and safe
navigation of the vessel.
 To prepare his own Standing Orders upon taking over command, which are to be written with regard to
the contents of this section. The Master is entitled to vary responsibilities and duties on board to meet
any exceptional circumstances. These Standing Orders are to be kept with the Company Standing Orders
(NAV/20) in a permanent place on the Bridge. These orders are to be signed by all members of the
Bridge team, which include all watchkeeping officers and ratings.
The Master must include in his standing orders his requirements for the minimum acceptable "closest
point of approach (CPA)". Standing orders must stipulate that in the event of a ‘giveway’ vessel not
complying with the collision regulations that appropriate action is to be taken to prevent collision.
Standing orders must also clearly specify and leave no doubt on:
 Calling the Master.
 Reducing speed in the event of restricted visibility or other circumstances (distances should be
specified).
 Posting lookout(s).
 Manning the wheel.
 The use of bridge equipment and navigational aids.

 The provision of additional watchkeeping personnel in special circumstances, e.g. heavy traffic, narrow
passages or restricted visibility.
 Radio watchkeeping and GMDSS procedures.
 Additionally, Masters standing orders should include guidance with regards Routine Tasks, Schedule of
Working Hours, Guidance for Security Related duties and Patrols to be carried out onboard.
 In port watchkeeping expectations should be also stated in these standing orders.
 To prepare daily bridge orders and write them in the Bridge Order Book. Such orders are to be initialed
by each Officer of the Watch. Orders are to include the course to be steered, with errors allowed,
distance to be maintained off the land and such other instructions, as the Master considers necessary.
 All traffic is to be given a wide and safe berth as laid down in the International Regulations for the
Prevention of Collision at Sea. These regulations are amended from time to time and the Master, along
with his navigation officers, must be aware of the latest amendments.
Masters are to also ensure that all watch officers are aware of the handling characteristics of their
vessel with special emphasis being made to turning circles and stopping distances. The vessels turning
circles and stopping distances are to be prominently displayed on the bridge.
 Ensuring that before proceeding to sea the ship is fully equipped and in a seaworthy condition in all
respects for the entire voyage.
 Ensuring that stability, trim and stress are adequate for all stages of the voyage.
 Ensuring that a berth-to-berth passage plan is prepared. Master must review the passage plan, approve
and, any subsequent changes in the plan must be approved and initiated. Ensure all relevant ENCSs and
publications are corrected upto latest week.
 Ensuring charts and publications provider to be contacted and provide them ETA to next convenient
port well in advance, so as to receive the latest Base DVD and AIO CD.
 Ensuring that all Bridge Personnel are fully familiar with the location and operation of all bridge controls
and equipment before they assume responsibility for bridge watch.
 Ensuring that all personnel joining the vessel have sufficient time and opportunity to become familiar
with the shipboard equipment, operating procedures, and other arrangements required for the proper
performance of their duties.
 Ensuring that the draught of the ship is readily available to the officer of the watch throughout the
voyage.
 Ensuring that the bridge is properly manned for the prevailing conditions.
 Ensuring that all Bridge Navigation Officers reporting aboard Company vessels are aware of Chapter 5:
Navigation. A COPY OF THIS CHAPTER IS TO BE DISPLAYED ON THE BRIDGE.
ALL NAVIGATION CHECKLISTS WHICH ARE LISTED IN Company’s ERP – EFORMS – SOM (NAV FORMS)
ARE TO BE USED IN HARD COPY AND FILED ON THE BRIDGE IN THE CHECKLIST FILE. NO LAMINATION
OF FORMS AND USING OF LAMINATED COPIES IS PERMITTED. HARDCOPIES OF CHECKLISTS ARE TO BE
RETAINED ONBOARD FOR A PERIOD OF ATLEAST 3 YEARS (WITHIN THE FILES OR IN THE ARCHIVES).
 Navigation Audit (NAV/21) to be carried out once every three months.
ii. Incident, Collision and Salvage
The Master must appreciate the seriousness of the responsibilities imposed upon him by the existing
statutes of the applicable flag state. This requires the Master of each vessel involved in a collision as
long as he can do so without danger to own vessel, crew and passengers to:
 Render to the other Vessel, her Master, Crew and Passengers assistance as may be practicable and
necessary to save them from danger caused by the collision, and to stay by the other vessel until it has
been ascertained that no further assistance is required.
 Provide to the Master of the other vessel the name of own vessel, port of registry and names of ports
from which the vessel has come and to which bound.

In the event of a collision or casualty or of salvage or other services being rendered to or by his ship, the
Master must immediately after the occurrence inform the Company by the quickest means possible, i.e.
Telephone when available. Brief details are to be passed in this way and he must back up this report
with a full written report. If a collision occurs the Master must also communicate with the Master of the
other ship, by the most practical means available in the circumstances, holding him and his Owners
responsible for the incident. He must endeavor to obtain at least an acknowledgement for this.
In the event of an incident or breakdown, the Master’s first priority is the preservation of life and the
Master has the absolute authority to engage any assistance necessary to protect the vessel, her crew,
cargo and the environment. In situations of danger, where immediate assistance is required, such
help should be obtained, where possible, by agreement to Lloyd's Standard Form of Salvage
Agreement. A copy of this form must be carried onboard within the SOPEP. In the event that potential
Salvors are unwilling to accept this form, the Master has authority to agree any basis of assistance
necessary to avert immediate danger.
Has complete authority to seek salvage assistance without reference to the Company if he considers this
necessary. In some situations contracts may exist with salvage and towing companies. If this is the case
appropriate vessels will have been advised in advance. Typical examples are vessels with OPA90 Vessel
Response Plans where a Salvor for US waters will be identified or in some port areas where Owners
have contracts with towing companies that include a clause for vessels in distress or experiencing
difficulties.
If time and circumstances permit, reference shall be made to the Company, providing always that this
does not delay the taking of such immediate action.
An entry must be recorded in the Official Log Book concerning any such agreement made. Depositions
before any Governmental Official following a casualty or incident need great care to ensure that no
material facts are omitted, nor anything incorrectly stated. In these cases lawyers will be appointed and
wherever possible statements should not be provided until the lawyer attends. The Company will
confirm the name of the firm of the lawyer attending on the Owner’s behalf as soon as known.
In all cases where the ship encounters heavy weather or suffers an incident of any kind, no matter how
minor, the Master is to Note Protest and submit a detailed report to the Company.
Where there is reason to suppose that the ship or cargo has sustained damage, he is to send certified
copies of the notation to the Company.
In all cases where damage has occurred (or is thought to have occurred) to the ship's structure or
machinery, the Master is to ensure in conjunction with the Chief Engineer Officer and the Chief Officer,
that a full assessment is made of the situation, including a diver's survey (if necessary).
The incident or damage is to be thoroughly investigated and a full and accurate report submitted to the
Company.
iii. Assisting Ships in Distress

By International Law he is required to give all possible assistance to save life. The Master must not
overlook that his prime responsibility is the safety of his own ship and the lives on board and undue risks
are not to be taken.
iv. Use of Main Engine

The Master is responsible for providing the Chief Engineer Officer with adequate notice before Standby
for manoeuvring. He must also keep the Chief Engineer Officer fully advised of the ship's itinerary to
enable him to arrange the proper maintenance of machinery. It must be understood however that ship’s
engines remain at the disposal of the bridge team at all times.
v. Ship's Speed
At all times the ship's speed is to be controlled by the Master, except in circumstances where the OOW
is required to alter speed in order to comply with the collision regulations, contingencies or weather

conditions. Setting the vessels voyage speed must be in line with the voyage orders and in full
consultation with the Chief Engineer.
vi. ENCS and Paper Charts

1. The Master must ensure that he has all the ENCs /charts and publications on board for the intended
passage and that all charts are corrected to the latest Notices to Mariners available and Radio
Navigational Warnings. When notification is received that a chart is cancelled, the chart in question
must be clearly and permanently marked "cancelled" on the face side. It should be stored away from the
folios and, once the replacement chart is received on board, removed from the ship entirely.
vii. Ship Handling

When circumstances permit, the Master is to provide opportunities for the Chief Officer and the other
deck officers to gain experience in ship handling. In particular, this is to take place during coastal
navigation and port approaches, under the direct supervision of the Master.
viii. Margin of Safety

The Master must give clear instructions on the navigation aids to be in use and the required margins of
safety on closing land or a navigational danger, which will include clearly marking the information on the
charts / ENC in use, during any period he expects to be absent from the bridge. He must also indicate
the frequency with which the position is to be fixed for each section of the passage.
ix. Mooring/ Anchoring Operations responsibilities

Prior arrival in the port, the Master must ensure that:
1. There are sufficient mooring ropes and/or wires made ready fore and aft.
2. Anchor windlass, mooring lines and mooring winches are in good working condition,
3. Toolbox meeting with officers incharge during mooring operations prior mooring carried out and
discussed the plan for carrying out safe mooring operations.
4. All relevant information received from local agents for safe anchoring and mooring operations.
5. All other associated equipment e.g. talk-back systems, heaving lines, rope stoppers, portable
6. Mooring lines of the same size and type (material) should be used for all leads.
If this is not possible due to the available equipment, all lines in the same service, i.e. breast lines,
spring lines, headlines etc., should be the same size and type. For example, all spring lines could be
wire and all breast lines synthetic.
7. Exchange information with mooring master/Pilot as per Checklist Master/Pilot exchange NAV 08.
8. All relevant checklist are complied with eg STS checklist, Hourly SBM and hose checks (NAV 22)
9. Adequate precautions are taken and appropriate safety measures are adhered to and maintained
every time a small craft such as a bunker barge or diving boat comes alongside.
x. Anchoring the Vessel
1. Anchoring plan must be discussed with relevant crew members and the Master must take following
into consideration;
a. Vessel’s speed is reduced in ample time before anchoring.
b. Weather factors such as direction and strength of wind, current, waves and tidal streams
c. Available sea room for anchoring, proximity of navigational hazards and other vessels.
d. Speed over ground
e. Depth of water and type of seabed
f. Which anchor to be used and length of anchor cable required.
B. CHIEF OFFICER
UNDERSTUDY TO THE MASTER. SHIPBOARD MANAGEMENT TEAM MEMBER.

In the absence of the Master, the C/O is in command of the vessel and assumes the Master's
responsibilities.
The Chief Officer is responsible to the Master for:
 Acting as the Deck department team leader in an emergency/crisis response situation.
 Maintaining the upkeep of the hull, deck fixtures, fittings, crew accommodation areas (including toilets,
 washrooms, galley/mess), forecastles and Bosun's storerooms which must be kept in a clean and tidy
condition.
 Maintaining discipline within the deck department.
 Administering and controlling of deck stores and equipment including inventory and expenditure
control and requisitioning.
 Maintaining an up to date and accurate record of cargo, deck equipment and maintenance including
Mooring and anchoring equipment in liason with Chief Engineer/ 2nd engineer.
 Shall ensure that daily tool box meeting is carried out with all deck crew members and job scope,
hazards, associated permits and PPE requirement is discussed in details including prior mooring
operations.
 Accompany the Master in his weekly rounds of the Accommodation Spaces, Galley, Hospital, Laundries
and Recreational Facilities for the Ships Complement if practicable and not engaged otherwise in his
other duties.
 Carryout the routine for Inspecting the Fresh Water Tanks in line with the PMS routine in Company’s
ERP. The Fresh Water being used onboard is to be monitored.
 Any other duties as instructed by the Master
Designated Ship Security Officer

 The undertaking of any other duties or instruction as required by the company.
He is the nominated Safety Officer of the vessel, His responsibilities to the Master with regard to safety
include:
 Incident prevention, identification of hazards/ potential hazards to HSE.
 The promotion of safe working practices including the use of safety equipment and personnel protective
aids throughout the ship.
 The correct use of safety equipment and protective clothing.
 The maintenance and testing of all fire-fighting and lifesaving equipment. Ensuring all shipboard safety
equipment is maintained and regularly tested. With the consent of the Master, the Chief Officer may
delegate to junior officers the inspection, testing and condition reporting duties. Reporting and
recording incidents, incidents and near-misses
 Assist with the preparation and review of risk assessments.
 Regular safety inspections of the vessel.
 The health and safety of visitors and contractors by laying down written specific procedures to be
followed during their period on board.
 Has the authority to stop any work in progress, which he reasonably believes may cause an incident, and
inform the Master immediately who is responsible for deciding when work can safely be resumed. To
encourage other seafarers to stop any work that the seafarer reasonably believes could cause an
incident.
 To regularly review the Ship Safety and Training Record Book to ensure that all records of maintenance
and inspections are correctly maintained.
 To lead the Emergency party for Emergencies outside of the engine room,


The Chief Officer is designated as the Cargo Officer. He is responsible to the Master for the following:
 The checking of the cargo system to ensure that the intended plan will be followed.
 Preparation of the cargo plan in compliance with the voyage orders and same to be discussed and
briefed to cargo watch keeping officers.
 The preparation of ship’s cargo system and tanks for intended cargo.
 The monitoring of all cargo and ballast operations on board and personal supervision of commencement
and completion of these operations.
 Designated to carry out the Ballasting procedures and applying the ballast water management practices
and maintaining records.
 In charge of all Tank Cleaning /COW operations onboard Company vessels.
 To ensure that the loading or discharging sequence is such that the vessel’s stability is never
compromised and that permitted stress limits are never exceeded
 DURING CRITICAL STAGES OF THE DISCHARGING OPERATIONS i.e. COMMENCEMENT, GRADE/ TANK
CHANGEOVER AND STRIPPING, THE CHIEF OFFICER SHOULD BE IN CHARGE IN THE CCR.
 Cross referencing cargo compatibility guides.
 The operation and control of all cargo equipment.
 Producing his own written standing orders concerning the cargo operations which are to be well
understood and signed by each Deck Officer.
 TO CROSS CHECK PERSONALLY, THE LINEUP MADE BY OOW & CREWMEMBER PRIOR
COMMENCEMENT OF OPERATIONS
 Ensure that while in port weather reports are monitored by himself and the OOW.
 The monitoring of the vessel’s stress and stability throughout the cargo, tank cleaning, bunkering and
ballast operations and during the voyage to ensure that they remain within the required limits.
 The maintenance of cargo records as required by the Company, Charterers and International
regulations.
 To ensure that adequate precautions are taken and appropriate safety measures are adhered to and
maintained every time a small craft such as a bunker barge or diving boat comes alongside.
 Responsible for implementing the instructions for the heating of cargo.
 The calculation of the quantity on board and preparation of cargo documentation as required.
 The checking of all compartments on a daily basis and recording the sounding in the Deck Log Book.
 Ensuring that empty tanks and void spaces surrounding cargo spaces which contain flammable
 cargoes are tested for combustible gas as far as practicable on a daily basis, and the results are recorded
in the Deck Log Book.
 For monitoring of toxic gases vapor concentration in ship’s compartments as required.
 Maintaining the records in conjunction with the Chief Engineer as required.
 Applying the garbage management practices as per the plan and maintaining records.
 Responsible to the Master for the maintenance and deployment of pollution prevention equipment and
for advising the Master if any deficiencies are discovered in such equipment
 Supervising, in close communication with the Master, cargo handling, tank cleaning, bunkering and
ballasting/deballasting operations including the allocation of specific duties to other Deck officers.
 Responsible to the Master for the maintenance and deployment of pollution prevention equipment and
for advising the Master if any deficiencies are discovered in such equipment.
 Monitoring all situations which may result in environmental pollution incidents and to take appropriate
preventative measures which includes A MANDATORY VISUAL CHECK OF BALLAST WATER SURFACE IN
EACH BALLAST TANK PRIOR DE-BALLASTING AND LOGGING DOWN THE CARGO/DECK LOGBOOK.

Navigation responsibility:
 Keeping a navigational watch as instructed by the Master.
 The Chief Officer to take the opportunity to understudy the Master whenever such an opportunity
arises.
 Familiarize with the location and operation of all bridge controls and equipment before assuming
responsibility for a bridge watch. This is to be completed wherever possible with the assistance of the
out going Officer. Familiarization checklist (NAV/09) is to be completed.
 During navigation watch on bridge, Chief Officer’s primary responsibility at all times is the safe
navigation of the ship. He must at all times comply with the applicable regulations for preventing
collisions at sea. He should call the Master if he is in doubt, taking such actions in the meantime, as he
considers necessary to avoid risks.
 If Master is under the influence of alcohol or any other dangerous drug, and is incapable of commanding
the vessel, then the Chief Officer to Temporarily relieve the Master, Take command of the vessel, Notify
to Company and Enter the details of the incident in the Deck Log Book and the Official log Book.
 Chief Officer to relieve Master If he is unable to be present on bridge due to rest/work hour limitation.
 Where additional (3 OOW in addition to Master and C/O) watchkeeping officer is provided on board
Chief Officer should keep a minimum of 2 watches every week to keep abreast of navigation
responsibilities._
Mooring and Anchoring operations.

Chief Officer must ensure that:
1. There are sufficient mooring ropes and/or wires made ready fore and aft.
2. Anchor windlass, mooring lines and mooring winches are in good working condition.
3. Toolbox meeting with Master prior mooring operations and brief all crew members
attending mooring operations including Safety precautions to be taken.
4. Supervise the crew during mooring and anchoring operations.
5. Mooring ropes are tended throughout at berth by watchkeeping officers and crew.
6. Regular maintenance of mooring equipment is carried out and records are maintained on
Mooring equipment register.
7. When in the berth, he is to ascertain that fenders and rat guards are in position. He is also
to see that it is not possible for discharge pipes and scuppers to flow into barges, over the
gangway, or discharge on to the jetty.
8. Train and brief the officers and crew for carrying safe mooring operations.
9. Attend mooring and anchoring station as instructed by Master.
C. 2nd OFFICER
UNDERSTUDY TO THE CHIEF OFFICER.
The 2nd Officer is responsible to the Master and C/O for:
 Providing medical first aid under the supervision of the Master. Keeping the Medical chest upto date
and maintenance and cleanliness of the Hospital and Medical equipment.
2nd Officer is incharge of Stand by party during emergency and is responsible to provide support as a
backup to the Emergency party. If Chief officer is not available then 2nd officer shall take charge of
emergency party.

 2nd Officer has the task of preparing the detailed passage plan (berth to berth) prior to departure. In
addition,
 he will be responsible to ensure routine maintenance/ verification check of navigational equipment is
carried
 out in accordance with the manufacturer’s instructions.
 Acting as the vessels Navigation Officer, responsible for correcting/updating ENCs and Take me home
charts, associated navigational publications and for preparing passage plans (berth to berth) which is to
be approved by the Master. Any deficiencies which may affect the safe navigation of the vessel are
reported to the Master.
 The Second Officer shall raise requisition for new chart/ENCs and publications as necessary and
maintains up to date inventory. To ensure all charts and publications are properly corrected and kept up
to date.
 Ensure has all latest edition publications and SAF 08 is updated.
 To ensure that on receipt of new editions of Take me home charts, old charts are removed from the
chartroom or wheelhouse.
 To monitor the supply of Notices to Mariners and new editions and advise the Master if they are not
received on schedule.
 To prepare MONTHLY CHART & ENC CORRECTION CHECK RECORD (NAV/19).
 To ensure that Navigation Warnings/ T & P are received, filed and plotted on ECDIS and brought to the
Master’s attention where applicable.
 To monitor weather reports and bring to the Master’s attention any adverse reports.
 The responsibility for navigation instruments such as sextants, binoculars, chronometers etc. and
notifying the Master in the event of errors or a reduction in performance.
 Incharge of routine testing, maintenance and inspection of GMDSS equipment and updating GMDSS log
book.
 The 2nd officer is the Master's representative and his primary responsibility at all times is the safe
collisions at sea. He should call Master if he is in doubt, taking such actions in the meantime, as he
considers necessary to avoid risks. Should the Officer of the Watch think the ship to be in shallow water,
and/or be in doubt as to the position of the ship, he is to stop the ship at once and verify the position.
 Must fully familiarize themselves with the location and operation of all bridge controls and equipment
before assuming responsibility for a bridge watch. This is to be completed wherever possible with the
assistance of the outgoing Officer. Familiarization checklist (NAV/09) is to be completed.
 2nd officer is to keep his watch on the bridge, which he must in no circumstances leave until properly
relieved. He is not to hand over the watch to the relieving officer if he has reason to believe that the
latter is not capable of carrying out his duties effectively, in which case he is to notify the Master
accordingly.
 To Ensure all records of Nav Checklist are maintained.

 Keeping a cargo/port watch as instructed by the Chief Officer. THIS INCLUDES ACTIVE INVOLVEMENT IN
PLANNING, CARGO LINE SETTING/ CARGO AND BALLAST HANDLING OPERATIONS, TANK CLEANING
OPERATIONS. THIS ACTIVITY WHEN DONE SHOULD BE RECORDED IN THE SEATIME CERTIFICATE OF THE
OFFICER.
 Assisting in cargo, ballast and cargo spaces preparation as required.
 Monitoring of cargo and ballast operations as instructed by the Chief Officer and recording details and
calculating rates as required as per Chief officers standing instructions.
 Ensuring that a proper deck and security watch is maintained.

 Ensuring that complement which forms their watch is well briefed on what is expected during their
watch period and are aware of the contents of the cargo plan.
 Ensuring that the vessel remains securely moored at all times.
 Ensuring that the Ship-Shore checklist repetitive items which require checking are checked at intervals
by themselves and the complement on watch with them as defined by the chief officer in his standing
instructions.
 ENSURE THAT WEATHER REPORTS AND CONDITIONS ARE MONITORED DURING THEIR WATCH WHEN
THE VESSEL IS IN PORT. SHOULD THEY RECEIVE A WARNING OR NOTICE WEATHER DETERIORATION,
INFORM THE MASTER AND C/O.
Mooring and Anchoring operations responsibilities.

 Brief and supervise deck crew during mooring/unmooring operations either forward or aft station as
Instructed by the Master.
 Toolbox meeting with Master prior mooring operations and brief all crew members attending mooring
operations including Safety precautions to be taken.
 Attend mooring and anchoring station as instructed by Master.
D. 3rd OFFICER
UNDERSTUDY TO THE 2nd OFFICER
The 3rd Officer is responsible to the Master and C/O for:
Safety responsibilities:
 The maintenance of lifesaving equipment, including vessel lifeboats, to ensure that such equipment is
kept at a constant state of readiness according to SOLAS requirements.
 The maintenance of all firefighting appliances, including hoses, breathing apparatus and extinguishers
(including those located in the Engine Room). The 3/O ensures that such equipment is kept at a constant
state of readiness according to SOLAS requirements.
 Reporting any deficiencies in lifesaving or firefighting equipment which may affect safe vessel
operations to the Chief Officer (C/O).
3rd Officer is responsible for recording all the event during emergency and in charge for
communications to and from the ship during emergency and part of bridge party.
Navigation responsibilities:
 To monitor the supply of Notices to Mariners and new editions and advise the Master if they are not
received on schedule.
 To monitor weather reports and bring to the Master’s attention any adverse reports.
 Maintaining Lights, Shapes, Flags, Halyards and Sound Signalling Apparatus.
 The 3rd officer is the Master's representative and his primary responsibility at all times is the safe
considers necessary to avoid risks. Should
 the Officer of the Watch think the ship to be in shallow water, and/or be in doubt as to the position of
the ship,
 he is to stop the ship at once and verify the position.

assistance of the out going Officer. Familiarization checklist (NAV/09) is to be completed.
 3rd Officer is to keep his watch on the bridge, which he must in no circumstances leave until properly
accordingly.
 To Ensure all records of Nav Checklists are maintained

OFFICER.
instructions.
Mooring and Anchoring operations responsibilities

E. JR OFFICER
UNDERSTUDY TO THE 3rd OFFICER
The Jr Officer is responsible to the Master and C/O for:
 Assist in the maintenance of lifesaving equipment, including vessel lifeboats, to ensure that such
equipment is kept at a constant state of readiness according to SOLAS requirements.
 Assist in the maintenance of all firefighting appliances, including hoses, breathing apparatus and
extinguishers (including those located in the Engine Room).
Navigation responsibilities:


 The Jr. officer is the Master's representative and his primary responsibility at all times is the safe
assistance of the outgoing Officer. Familiarization checklist (NAV/09) is to be completed.
 Jr officer is to keep his watch on the bridge, which he must in no circumstances leave until properly
accordingly.
 To Ensure all records of Nav Checklist are maintained.
Cargo, Bunker and ballast operation responsibilities:

OFFICER
instructions.
Mooring and Anchoring operations responsibilities:

F. CHIEF ENGINEER
SHIPBOARD MANAGEMENT TEAM MEMBER.
Responsible to the Master for:
 The engine department and the safety of the crew, machinery and environment directly within its
control.

 The implementation of the company's policies which are contained within the company manuals and
other official company instructions on all machinery related operations, safety and environmental
protection.
 The onboard discipline of all the engine department officers and crew and the appraisal of same.
 The safe operation of the vessel's machinery and technical plant.
 The monitoring of performance of the main propulsion and auxiliary machinery.
 The accurate monitoring and control of the vessel's fuel and lubricating oil consumption, and the status
of fuel and lubricating oil bunker quantities. The Chief Engineer is responsible to establish a list of
machinery requiring periodic lubrication onboard the vessel.
 The compliance with statutory and classification survey requirements, with regard to machinery and
relevant spaces.
 The accurate entry of all operational machinery parameters by the watchkeepers/duty engineers in the
engine room log.
 Deck machinery Requisitions should be vetted by the Chief Engineer even if is created by the Chief
Officer or Master.
 Maintaining an up to date and accurate records of machinery equipment and maintenance details
including inventory of spare parts.
 The reporting of any incident or damage to the vessel's machinery or technical plant.
 The safeguarding of the Owners' and Company's interests at all times.
 Responsible to the Master for the promotion of safe and sound working practices within his department
 Responsibility of the Chief Engineer onboard to personally train all the Engineers who may be assigned
the duty of using the Incinerator in the use of the ships equipment.
 The supervision and training of Engineer Cadets.
 Chief Engineer Standing Orders: On taking over duties, the Chief Engineer is to record his own Standing
Orders, which are to be written with regard to the contents of this section. The C/E is entitled to vary
responsibilities and duties on board to meet any exceptional circumstances. These Standing Orders are
to be posted in a prominent place in the Engine Control Room. These orders are to be signed by all
Watchkeeping Engineers and Ratings.
Standing orders must also clearly specify and leave no doubt on:
 Calling the C/E.
 Emergency shut down procedure for the Main Engine, Aux Engines & Machinery.
Below to be used for guidance when preparing the Standing orders –
 Maintenance: PMS routines, Isolating equipment, Critical Equipment maintenance, Entries in

Company’s ERP.
 Watch Keeping: Protocol & checks prior handover and take over of watch. Checks during
watchkeeping. Engineer’s call
 UMS Operations: General guidance, UMS Timings, Rotation of duties, Procedure for putting
Engine room on UMS and going back manned. Ensuring no fire alarm zones are isolated.
Checklists & log book entries. Night rounds procedure, including informing Bridge, Handling
alarms.
 Log Books: Legal document. Readings to accurately & carefully recorded. No pages destroyed.
Corrections to be initialed.
 Arrival & departure Port: Informing C/E at 2 hours notice. Checks, tests and notifications to be
done. Preparing equipment and manning levels.
 Hot Work: Permit system, designated area, Responsibility, Safety equipment & checks.

 Entering Confined Spaces: Permit system, designated area, Responsibility, Safety equipment &
checks.
 Personnel Protective Gear: to be worn when in Engine room, handling chemicals, batteries, for
welding, hot work, grinding, chipping.
 Personnel Safety: Adequate lighting in Engine room, cleanliness, spills, leaks promptly rectified,
passages, escape routes kept clear, loose gear properly secured, warning notices if fittings,
equipment removed for access or maintenance, using proper tools to avoid injury and damage
to equipment, fittings.
 Safety, Fire Fighting & Environmental Equipment: Operational familiarity with equipment on
board, Routines to be carried out. Reporting defects.
 Pollution Prevention: familiarity with the Bunkering & oil transfer procedures and spill
contingency plan. Port requirements. Disposal regulations, SEEMP and EU MRV reporting.
 Handling Chemicals: Read Safety data sheets, proper PPE, transferring and handling spills.
 Handling Heavy Equipment: Using correct lifting gear, safety precautions.
 Inventory Control: prompt updating records on receipt and consumption. Ordering spares,
stores correctly and on time. Consolidating requisitions.
 Ballasting Operations: Correct line up of valves, monitoring and recording operations. Stripping
and topping up operations.
 General: Ship specific instructions, Engineers to be familiar with the operation of all
machinery, Company’s ERP, Checklists and Procedures, other reporting formats, Engineers
should read, understand and sign Company’s CMS.
 Never hesitate to call the Chief Engineer at any time if in any doubt whatsoever.
other duties.
 Ensure that a routine for Inspecting the Fresh Water Hydrophone Tanks in line with the PMS routine in
Company’s ERP. The Fresh Water being used onboard is to be monitored and ensure the UV System for
FW system is functioning correctly.
The Chief Engineer is responsible for ensuring that he and his staff are familiar with the requirements of
the Company Health, Safety and Environmental Policy, Safety Regulations and appropriate legislation and
that compliance is ensured throughout his area of responsibility. He must take due care for the health
and safety of himself, his staff and other seafarers and ensure that he maintains a safe and healthy
working environment. He must take a personal interest in the working practices of his staff to ensure that
they fulfill their duties safely and efficiently.
Chief Engineer is incharge of Engine Room Party during Emergency.

 Prior to entering the Engine room personnel are to check with the bridge to ensure that the emergency
is not within the Engine room.
 Chief Engineer Officer must act in close co-operation to secure the safety of the ship and her cargo and
the lives of those on board.
 The Chief Engineer is ultimately responsible for ensuring the safe operation of the engine room and the
safety of personnel within his department by encouraging the use of safe working practices at all times.
 The Chief Engineer is to ensure that local/international oil pollution regulations and Company
regulations as stated in ‘MARPOL’ and Company’s SMM are strictly complied at all times. He shall be
responsible for the care and upkeep of pollution control equipment including oily water separator, oil
content monitors, incinerator etc.

 The Chief Engineer will be responsible for the verification of the work done and hours worked by the
Riding Squad, but he can delegate the monitoring of this to the Chief Mate and/or 2nd Engineer.
The Chief Engineer must be in attendance in the Engine Room whenever the vessel is in close proximity
to land, in narrow waters, or in weather conditions severe enough for the Master to request his
presence as desirable. If the Second Engineer is unable to be on duty when the “Stand By” order is
given, then the Chief Engineer is to assume responsibility.
Co-operation with Ship's Management Team

The Chief Engineer is to be a permanent member of the Ships Management Team and is to cooperate
fully with the other members, keeping them fully informed on all matters within his sphere of
responsibility.
Allocation of Watchkeeping Duties

The Chief Engineer is to delegate authority to the Second Engineer for the supervision of the day to day
work of all engineers however C/E is responsible for the allocation of watchkeeping duties for his staff,
and ensuring that a competent Engineer is always in charge of the machinery spaces. This responsibility
is applicable equally to ships having conventional manning of watches and those certified for
"Unmanned" Operation.
In accordance with STCW requirements the Chief Engineer must also post a watch schedule in the
Engine Room. (ADM/13)
Single Man Watchkeeping

In the event of single man watchkeeping, it is the responsibility of the Chief Engineer to ensure than an
effective communication routine is maintained between the single watchkeeper and the Bridge. This
may take the form of periodical telephone or portable VHF radio communication at a maximum of 15-
minute intervals or the use of a “Deadman Alarm” (Set at a maximum period of 15 minutes). The
routine being maintained to ensure the safety of the single watchkeeper. Where circumstances demand
more than one man per watch, ratings may be utilized to assist in watchkeeping duties, subject to their
conditions of engagement and their experience and suitability as determined by the Master and Chief
Engineer
Instruction and Training

Unless otherwise advised by the Company, the Chief Engineer must, with the co-operation of his
senior staff, provide every assistance and encouragement to junior staff and ratings in their studies
and training in respect of both professional qualifications and the development of skills and
experience. When cadets or trainees are being trained, they will be required to follow specific
training schedules, and the Chief Engineer is to assist the Master in ensuring satisfactory completion
of tasks and duties within his area of responsibility. The personal log book for the trainee is to be
maintained up-to-date.
Plant Management
The Chief Engineer is to make frequent inspections of all machinery and machinery spaces, timing these
inspections to ensure that he is thoroughly familiar with the conditions under which all machinery is
operated, also to satisfy himself that standards of maintenance, safety and cleanliness is at the required
levels. He must ensure that the plant is being efficiently operated and that all activities are being carried
out in a safe and effective manner. Full use must be made of any performance monitoring systems
provided on board.

The presence of the Chief Engineer in the engine room does not relieve the Engineer Officer of the
Watch of his responsibilities.
Catering Department
The Chief Engineer is to render such assistance and instruction to the personnel of the Catering
Department as may be necessary to ensure that those operating equipment are familiar with correct,
safe and economic methods of operation. When repairs are made to any galley equipment, the
equipment must be tested and proved in safe working order before the catering department takes over
its operation. Reference is also made to the Chapter 9, which points to the need for cleaning and
maintaining the grease traps over the galley range. Chief Engineer should ensure that this is being
adhered to and the grease traps are clean and maintained as required.
Voyage Repairs / Immobilization

Prior to or on arrival at a port or anchorage the Chief Engineer is to ascertain from the Master how long
the vessel is expected to remain there in order that repairs, maintenance and/or surveys may be
progressed in the most economical manner. Should the proposed work be such that the vessel will be
immobilized in any manner, then the Master must be fully informed of the expected duration of
immobilization and his authority to proceed with work obtained.
If, during repairs, it becomes apparent that unforeseen defects or circumstances are likely to extend the
time of completion beyond the previously advised estimate, the Master must be advised immediately
Damage Surveys
In the event of damage being caused to the vessel or its equipment which may affect its classification
and or statutory certification status or its trading operational ability e.g. grounding, contact by or with
an outside object causing structural damage, or failure of essential machinery/equipment, the Chief
Engineer is to assist the Master in providing full details of the incident and damage incurred.
The Company is to be informed immediately by telephone followed by a confirmation email/fax.
Full details of damage must be recorded on the specified damage report form and communicated to the
Company.
Record of Handover
Prior to handover the Chief Engineer is to prepare the handing over form (ADM/17), in accordance with
the instructions in the Company Forms Manual. The form must be fully completed in all respects and
signed by both Chief Engineers.
Relief
On joining the vessel, and before accepting responsibility, the Chief Engineer in the company of the
departing Chief Engineer is to make a thorough inspection of the machinery spaces, all machinery and
equipment. During this inspection due note is to be made of all outstanding and recently completed
repairs/surveys.
Due note is also to be made of operating parameters of the equipment, and the daily consumptions of
fuel, lubricating oils, water and stores both in port and at sea.
Responsibility During Repairs and Overhauls

It is the responsibility of the Chief Engineer on behalf of the Master to ensure that all repair work carried
out on the vessel by the ship's staff or shore personnel is executed and completed in a satisfactory and
safe manner and that all repairs are closely supervised to avoid damage claims. He is to ensure that
repairs which involve "Hot work" or require entry into an enclosed space are carried out strictly in
accordance with the following:
a) Hot work - See Hot work Procedure. (SAF/13)
b) Entry into an enclosed space – Enclosed Spaces Entry Procedure. (SAF/21)

Witnessing the Opening up of Machinery

When machinery is opened for overhaul or survey the Chief Engineer should intimate the Technical
Department who will arrange for inspections to be carried out. During overhauling, all defects which
may have affected the performance are to be noted and rectified before the machinery is re-assembled
and a report is to be logged in the Planned Maintenance Program.
Classification and Statutory Surveys

Class gives no extension for surveys beyond the window period. Annual surveys have a window of +/- 3
months. Surveys must be planned at a convenient port once the window opens. CSM items must be
reviewed and planned to be credited with the Annual surveys, to avoid extra class visits. Class has no
provision for extension of CSM items. Class will credit CSM items, apart from Pressure vessels, bearings,
based on the overhauling reports & photos prepared by Chief Engr. Intermediate surveys have a range
of +/- 6 months and can be done during the 2nd or 3rd anniversary dates. Special survey can be
commenced 15 months before the due date. There is no extension after the due date. Any defective
equipment/ system effecting statutory certification must be reported to Office. TS will liaise with Flag
for any possible dispensation required, in turn Flag may require Class attendance prior issuing
dispensation.
Watertight Integrity - Repairs

No work of any description which could impair the watertight integrity of the vessel (e.g. ship side valve
repairs, hull/deck steelwork) is to be carried out without the approval of the Company and the Master
who will give specific instructions regarding when and under what conditions the work is to be carried
out.
Bunkering Operations
The Chief engineer in conjunction with the Master and Chief Officer is in charge of all fuel and
lubricating oil bunkering operations on board the vessel. It his responsibility to ensure the operation is
carried out in a safe and efficient manner. The chief engineer must nominate a responsible/ off-duty
engineer and suitable crew members to assist him for this specific task.

 Chief Engineer is responsible for the maintenance and repair of all cargo and ballast related equipment,
Deck machinery including mooring equipment. He (or his designee) is to assist the Chief Officer in the
operation of the cargo-related equipment.
 On receipt of voyage orders, the Master must give a copy of the same to the Chief Officer and Chief
Engineer. The chief Engineer will require the voyage orders to calculate the required Bunkers and Lubes
for the proposed voyage.
 The bunkering of fuel & lubricating oils and other fluids as appropriate. The maintenance of the main
propulsion, auxiliary machinery, cargo handling and deck machinery.
 Chief Engineer to ensure that the cargo heating system is available to commence heating the cargo at
the appropriate time in coordination with Chief officer.
 The Chief Engineer is responsible for the maintenance of the Inert Gas Plant.
 Chief Engineer’s responsibility to have all the fuel bunkers storage, settling and service tanks sounded
by a designated person/s on a daily basis, weather and circumstances permitting. The soundings must
be recorded formally in the ‘Bunker Soundings Book’’.
 Chief Engineer: “The designated person in charge”
Responsible for the planning, supervision, execution and recording of engine room oil transfer
operations and bunkering operations, and for ensuring that pumps, valves, lines, incinerators and
equipment associated with oil transfer and waste disposal are maintained in good order. This
responsibility cannot be delegated.

 C/E is also responsible for:

1. Training and supervising bunkering personnel.
2. Supervising bunkering communications with the facility or bunkering ship/barge.
3. Listing all personnel involved in bunkering and the names of reliefs.
4. Ensuring that the pre-transfer conference takes place and is recorded in the deck/engine log.

 Chief Engineer is responsible for the maintenance and repair of all Deck machinery including mooring
equipment. (Winches and windlass).
 Render assistance when carrying out Winch brake holding test.
Designated Alternate Ship Security Officer

 The undertaking of any other duties or instruction as required by the company.
G. Second Engineer
UNDERSTUDY TO CHIEF ENGINEER. MEMBER OF THE SHIPBOARD MANAGEMENT TEAM,
The 2nd Engineer is to deputize for the Chief Engineer in the event of his absence, incident or illness.
The Second Engineer responsible to the Chief Engineer for:
 Preparation of the main propulsion and other engine room plant for sea.
 The day to day operation of the main propulsion and other engine room plant.
 The organization and supervision of the engine room watchkeepers/UMS duty engineers.
 The organization and supervision of the engine department ratings.
 The organization and supervision of all other engine department staff.
 The adoption of safe working practices on board.
 The protection of the environment.
 The maintenance of the machinery spaces, internal steelwork surfaces and general cleanliness.
 Any other duties assigned to him by the Chief Engineer.
 Familiarizing himself with all control piping systems and valves and electrical systems, so that in
emergencies essential services can be restored quickly and safely.
 Assisting the Chief Engineer and providing encouragement to junior staff and ratings in their studies and
training in respect of both professional qualifications, and the development of skills and experience.
 Ensuring that the water of all boilers and feed systems is tested daily by a competent Engineer.
 Indication of contamination is brought to the immediate attention of the Chief Engineer. That all test
readings are recorded in the Engine Log Book and the Treatment Report Forms or Computer software
provided.
 Advising the Chief Engineer of spare gear requirements and maintenance of the stock levels and
reporting system.
other duties.
 The efficient operation of all emergency equipment. The testing of all emergency equipment including
equipment out with machinery spaces i.e. Emergency Generator, Emergency Fire Pump, Lifeboat
Engines, Fire Flaps, Emergency Stops, Fuel Tank Valve Trips.

 The maintenance of the main propulsion and auxiliary machinery, cargo handling and deck machinery.
 Assist Chief Engineer for the maintenance and repair of all cargo and ballast related equipment, to assist
the Chief Officer in the operation of the cargo-related equipment.

 Assist Chief Engineer in bunkering operations.

 Assist Chief Engineer is for the maintenance and repair of all Deck machinery including mooring
equipment. (Winches and windlass).
 Render assistance when carrying out Winch brake holding test.
H. 3rd Engineer
UNDERSTUDY TO THE 2nd ENGINEER
The Third Engineer is responsible to the Second Engineer for:
 The maintenance of an engine room watch/UMS duty engineer as required. This includes active
involvement in planning, bunker line setting/bunkering operations.
 The maintenance of all plant with particular attention to the auxiliary engines and boilers.
 The adoption of safe working practices.
 The other duties assigned to him by the Chief Engineer and Second Engineer.
I. 4th Engineer
UNDERSTUDY TO THE 3rd ENGINEER
The Fourth Engineer is responsible to the Second Engineer for:
 The maintaining of an engine room watch/UMS duty engineer as required. This includes active
 The maintenance of all plant with particular attention to internal transfer of fuel, purifiers, compressors
and pumps.
 Any other duties assigned to him by the Chief Engineer or Second Engineer.
J. 5th Engineer/ Junior Engineer (If Carried)

UNDERSTUDY TO THE 4th Engineer.
The 5th Engineer is responsible to the Second Engineer for:
 The maintaining of an engine room watch/UMS duty engineer as required. This includes active
 The maintenance of all plant with particular attention transfer of fuel, daily sounding of Bunkers, Assists
the other Engineers in an effort to train and acquire knowledge and experience.
 Any other duties assigned to him by the Chief Engineer or Second Engineer.
K. Electrical Engineer
The Electrical Engineer is responsible to the Chief Engineer for:
 The maintenance of the vessel's electrical and electronic equipment.
 The adoption of safe working practices on board.
 Assist C/E during critical operations like berthing/unberthing/bunkering operations.
 The Electrical Engineer is responsible to the Second Engineer for:
 UMS test schedules, alarm test etc.
 Assistance during maintenance as required over and above electrical equipment maintenance.
 First level maintenance of communications, radio and navigation equipment.
L. Cadet (Deck & Engine Department)

The Cadet is onboard for completing an apprenticeship and accumulating practical knowledge as well as
theoretical knowledge from the senior staff onboard. They should not be treated as cheap labor. The

Deck Cadet comes under the Chief Officer while the Engine Cadet comes under the 2nd Engineer. Both
these Officers have the added responsibility of training the Cadets onboard.
They should take sometime to ensure that the Cadets achieve an all-round training in all aspects of their
respective departments. Additional they will act as Guide and Philosopher for the young Cadets and
ensure that they are being trained in the correct manner, keeping in mind the fact that they are the
future Master/ Chief Engineer for the Company. They should ensure that Cadets keep up with their long
distance courses as well and assist them in completing their assignments.
During the time a Cadet spends onboard under training, work is to be allocated and optimized for the
benefit of the cadets training program. However the Master/ Ch Engineer is to ensure that at least eight
(8) hours of study are allocated during a normal working week for the purposes of the cadet to
complete theoretical study and distance learning programs.
The Cadet will be expected to contribute at least eight (8) hours per week additionally of his/her own
time for the purposes of completion of their formal ‘distance learning’ course.
All Cadet Officers within the final six (6) months of their seatime prior to qualification will be required to
understudy an officer of the watch either on the Bridge (Deck Cadet) or in the engine-room (Engineer
Cadet).
M. Bosun
Responsible to the Chief Officer for:
 Assist in the planning and execution of deck maintenance.
 The instruction and supervision of the Able Seamen and Ordinary Seamen in accordance with
 Company safety policy and quality standards.
 The execution of assigned tasks in conformance with safe work procedures and in accordance with
instructions given by the Chief Officer.
 Ensuring that work such as entry into enclosed spaces, hot work and work aloft is not undertaken
without prior approval by the Chief Officer.
 Training all his subordinates in the various work tasks as required through close supervision of each
individuals performance.
 Keeping all tools, equipment, stores etc. in good order and observe and obtain inventory when
requested by the Chief Officer.
 The readiness/ securing of the windlasses/winches for immediate use prior to entering confined waters,
prior arrival port and on departure port. During anchoring or mooring operations he has to operate the
windlass under the direction of the Officer assigned to the forecastle mooring station.
 Carrying out maintenance work and other operational tasks as required.
 Carryout their Security Related duties as per the Ship’s Security Plan.
 Any other duties as instructed by the Chief Officer.
Safety responsibility
Perform duties as per Muster List.
Navigation responsibility
Look out and steering on bridge as instructed by Master.
Cargo, Bunker and ballast operation responsibility
 Assist in cargo operations as required by the Chief Officer and /or the Officer on Watch
Mooring and Anchoring operations responsibility

Attend Mooring and anchor stations as instructed by Master.
N. Pumpman
The Pumpman is responsible to the Chief Officer for:

 Carryout their Security Related duties as per the Ship’s Security Plan.
 Keeping all tools, equipment, pumpman store, etc. in good order and obtain inventory when requested
by the Chief Officer.
 The maintenance of Cargo Equipment as per instructions given by the Chief Officer or Chief Engineer/
2nd Engineer.
 Will assist in the Engine Room if so required.
 Any other tasks assigned by C/O, C/E or 2/E.

 The inspection, maintenance and cleaning of the pumproom.
 Assisting in the planning and execution of all cargo related operations such as loading, discharging, tank
cleaning, inerting, gas freeing etc.
 Assisting the Duty Officer/surveyor with temperature/ullage readings and cargo sampling as ordered by
the Chief Officer.
 Ensuring that all valves, pipes, and tanks, etc, are properly marked for easy identification.
 The changing of reducers, packing, flanges and preparing the manifold in readiness for Cargo Operations
in accordance with the Chief Officers instructions.

 Assisting in mooring operations as required.
O. Able Seaman/Ordinary Seaman

The Able Seaman/Ordinary Seaman is responsible to the Supervising Officer / Bosun for:
 Carrying out sea watch and port watch duties as instructed (subject to OS being certified watchkeeper)
 Carrying out maintenance work and other operational tasks as required.
 Carryout their Security Related duties as per the Ships Security Plan.
 Any other duties as instructed by the Supervising Officer or Bosun.
Navigation responsibility
Look out and steering on bridge as instructed by Master.

 Attend Mooring and anchor stations as instructed by Master.
 Responsible to the Deck Officers for maintaining a safe deck watch and ensuring that the vessel remains
securely moored.
P. Fitter
The Fitter is responsible to the Second Engineer for:

 Assisting the engine room watchkeepers/UMS duty engineers as required, in particular with regard to
the maintenance of the plant.
 Maintenance of all machinery, technical equipment, plant etc. as instructed and under the supervision
of the supervising engineer.
 Will be the one carrying out Hot Work and should ensure that Hot Work does not progress without the
correct Permit in place and the correct procedure being followed.
 Any other duties assigned to him by the Chief Engineer and Second Engineer as appropriate.
Q. Oiler/ Wiper
The Oiler/ Wiper is responsible to the Second Engineer for:
 Assisting the engine room watchkeepers/UMS duty engineers as required, in particular with regard to
the operation of the plant (subject to Wiper being a certified watchkeeper)
 Assisting with the maintenance of all machinery, technical equipment, plant etc., as instructed by the
Supervising Engineer (Watch Engineer).
 General cleaning, housekeeping duties as instructed by the Supervising Engineer (Watch Engineer).
 Any other duties assigned to him by the Chief Engineer and Second Engineer/1st Assistant Engineer as
appropriate.
R. Chief Cook
Responsible to the Master for:
 The ordering of provisions and the maintenance of required food stores levels
 Receiving and controlling all supplies
 Ensuring the proper preservation and segregation of foodstuffs in dry, cold and frozen storage
 The provision of an adequate quantity per seafarer of healthy diets along with a reasonable degree of
variety
 The preparation of daily meals and food by correct and hygienic means.
 The maintenance, cleanliness and hygiene in the galley and equipment i.e. Hot Plates, Ovens, Utensils,
Cooking Accessories, Food Processors, Disposers, Local Fridge and other Galley Equipment and
Storerooms and Fridges.
 The preparation of regular consumption reports and Inventory controls as required by the Master.
 To report to the Master or Chief Officer any problems or failures of Galley Equipment or Storeroom and
Fridges.
S. Second Cook/ Junior Cook

Responsible to the Chief Cook for:
 Assisting in the preparation of food and meals
 Keeping the galley, stores and provision rooms clean and hygienic at all times.
 Any other matters relating to the inventory control, storing, handling and preparation of food as
required by the Chief Cook.
T. Messman
Responsible to the Chief Cook for:
 Serving meals in the messrooms
 Washing dishes with due regard to health regulations and hygiene
 Assisting in the preparation of food and meals as necessary
 Cleaning messrooms and pantries with due regards to health and hygiene
 Keeping officers’ cabins and accommodation internals and common spaces, laundries clean and tidy

 Any other cleaning duties as required by the Chief Cook.

SECTION 3 – CODE OF CONDUCT Page Number : 1 of 4
3.3 CODE OF CONDUCT
3.3.1 CODE OF CONDUCT
Seafaring is a civilian occupation which places upon those who go to sea demands not found in industry
ashore. Seafarers are called upon to spend not only their working hours but their leisure hours too in
the confined environment of a ship and with the same individuals for company. It might be said that
they are more susceptible to the stresses and strains of everyday life than their fellows ashore. In this
environment the need for discipline and behaviour assumed a particular importance. However,
disciplinary procedures should not be viewed primarily as a means of imposing sanctions. They are
designed to emphasize and encourage improvements in individual conduct.
The most effective form of discipline is self-discipline, which in turn springs from a responsible attitude
to the job, whatever it may be, and concern for the efficient operation of the ship and for the comfort
and convenience of fellow crew members. Failures of self-discipline which occur will have to be dealt
with by reference to an imposed framework of discipline or Code of Conduct.
Orders must be given and obeyed if a ship is to operate safely and efficiently. Co-operation cannot be
imposed but will normally be readily forthcoming if it is immediately apparent to the recipient of an
order that the request is a reasonable one or, if it is not so apparent, if a reasonable request for an
explanation of the necessity of the order is acceded to. At the same time willful or repeated refusal to
comply with reasonable orders or other anti-social behaviour must be expected to have certain
consequences.
An important factor in securing co-operation, which cannot be too strongly stressed, is good
communications. This applies both to communications between a company’s shore-based
administration and the ship and to communications within the ship itself.
3.3.2 CONDUCT IN EMERGENCIES
In any emergency or other situation in which the safety of the ship or of any person onboard, whether
crew or passengers, is at stake the Master, Officers and Petty Officers are entitled to look for immediate
and unquestioning obedience of orders. There can be no exception to this rule. Failure to comply will be
treated as among the most serious of breaches of this Code and will be liable to lead the offender’s
dismissal from the ship (at the first opportunity) and from the Company.
3.3.3 CONDUCT IN SITUATIONS OTHER THAN EMERGENCIES (DAY-TO-DAY SITUATIONS)
Emergencies are fortunately rare, and this code is primarily concerned with the day-to-day situation on
board. It should be borne in mind, however, that certain acts of misconduct (e.g. absence from place of
duty or heavy drinking) could have the effect of causing a state of emergency. The following sets out
the general rules for everyday conduct.
a) PUNCTUALITY is very important both for the efficient operation of the ship and to avoid putting extra
work on shipmates. This is true of joining the vessel at the time appointed, returning from shore leave,
reporting for watch-keeping duty and all other work. Absence at the time of sailing, in particular, may
seriously delay the ship or even prevent her sailing until a replacement is found.
b) DRUGS: The unlawful possession or distribution of drugs by any person on board ship renders him liable
to dismissal as well as possible legal proceedings in the place/ port where the person is found out. It

should be borne in mind that, in some countries, certain drugs offences carry a sentence of capital
punishment. Any crew member immediately. The Company will co-operate with all local authorities in
their investigations into a drug related offense.
c) DRINKING: No crew member is to bring liquor on board. Master should advise crew members on joining
that Alcohol is not permitted onboard and the possession and consumption of same can lead to an
immediate dismissal. Master may issue BEER under his strict supervision.
However, the limits will be set as to the number of units per day which a crew member can take. Master
will carry out Unannounced alcohol tests every month on the full complement using the testing
equipment provided onboard. Should any crew member be found to be over the Company prescribed
limit of 0.04% BAC (40mg/100ml), he will be immediately dismissed.
d) BRINGING UNAUTHORIZED PERSONS ON BOARD: No Unauthorized persons will be brought onboard as

guests. Should any attempt be made, the Master will ensure that the crew member is dissuaded and he
will be warned accordingly.
e) OFFENSIVE WEAPONS. These must not be brought on board.
f) SMOKING IN PROHIBITED AREAS is dangerous on any ship but particularly on tankers, carrying
explosive or inflammable cargoes. The ship’s rules controlling smoking and the use of naked lights or
unapproved electric torches must be scrupulously obeyed.
g) DUTIES. Every member of the crew should carry out his duties efficiently to the best of his ability. He
will be informed clearly what his duties are and to whom he is responsible for carrying them out. If he is
in doubt he should ask. Within the scope of his duties, reasonable commands and instructions must be
obeyed.
h) TREATMENT OF ACCOMMODATION. For the duration of the voyage the ship is not only the seafarer’s
place of work but also his home. Accommodation and other facilities, whether provided for his personal
use or to be shared with others, should therefore be treated with respect.
i) BEHAVIOUR TOWARDS OTHERS. Anti-social behaviour can cause a seafarer to become a nuisance to
others on board and in extreme circumstances can hazard the ship and the crew. This can include not
only excessive drinking but also such behaviour as causing excessive noise, abusive language, sexual
harassment, aggressive attitudes and offensive personal habits. The fact that some need to sleep whilst
others are awake should also be borne in mind.
3.3.4 DEALING WITH SEVERE BREACHES OF THE CODE
The following acts of misconduct, if proved to the reasonable satisfaction of the Master to have been
committed, are those for which dismissal from the ship either immediately or at the end of the current
voyage will, according to the circumstances of the case, be considered appropriate apart from any legal
action which may be called for:
a) unjustified failure to report on board at such times and dates as may be specified by the Master;
b) incompetence to perform duties for which the seafarer has represented himself as qualified;
c) theft, embezzlement or willful destruction of any part of the vessel, its cargo or stores;
d) serious insubordination or willful disobedience or willful refusal to perform assigned duties;
e) mutiny or desertion
f) habitual intoxication, quarreling or fighting;

g) possession of dangerous weapons, narcotics or contraband articles;

h) intentional concealment from the shipowner or Master at or prior to engagement of a condition which
resulted in sickness or injury;
i) assistance to stowaways; and
j) willful violation of the local criminal laws:
k) Assault:
l) Willful Damage to ship or any property onboard:
m) Conduct endangering the ship or persons onboard;
n) to be asleep or fail to remain on duty, if such conduct would prejudice the safety of the ship or any
person onboard;
o) to smoke, use naked light or an unapproved electric torch in any part of the ship;
p) intimidation, coercion and/or interference with work of other crew members;
q) conduct of a sexual nature, or other conduct based on sex affecting the dignity of women and men at
work which is unwanted, unreasonable and offensive to the recipient;
r) behaviour which seriously detracts from the social well-being of any other person onboard.
s) non- compliance with Company Social media policy.
Master should ensure that when he issues the Letter of Misconduct leading to dismissal, he fills in the
form and makes an entry in the ship’s official log book. Additional the Seafarer should be issued the
dismissal notice in the presence of a Senior Officer as witness and the Master should give the seafarer a
chance to defend himself and to put down his comments on the Letter of Misconduct. On issuing such a
notice or letter Master is to immediately inform the Company, who in turn will carry out investigation
prior the process of replacement. Hence, it is important that the Master ensures that all documentation
is correctly filled out. The seafarer is to be given a copy of the Letter of misconduct spelling out
dismissal.
3.3.5 DEALING WITH BREACHES OF A MINOR DEGREE OF SERIOUSNESS
For breaches severe breach of, a chain of warnings will be issued as listed below
a) An informal verbal warning administered at an appropriate level lower than that of the Master;
b) A formal warning by the Head of Department, which will be suitably recorded;(for a second breach of the
code)
c) A formal warning by the Master recorded in the ship’s official logbook; (for a second breach of the code if
HOD thinks it warrants action by the Master)
d) A written reprimand administered by the Master and recorded in the ship’s official logbook. (for repeated
breaches of the code of conduct) (ADM/07)
When a formal warning is given the seafarer should be advised of the likely consequences of further
breaches of the Code could lead to dismissal.
Following is a list which would warrant an Informal Warning, followed by a Formal Warning. If repeated
breached this would lead to a Written Warning.
1) Minor acts of negligence, neglect of duty, disobedience and assault;

2) Unsatisfactory work performance;
3) Poor time keeping;
4) Stopping work before the authorized time;
5) Failure to report to work without satisfactory reason;
6) Absence from place of duty or from the ship without leave;
7) Offensive or disorderly behaviour.

3.3.6 DIVERSITY AND INCLUSION POLICY
The company is committed to fostering, cultivating, and preserving a culture of diversity, equity and
inclusion.
Our people are our most valuable assets. The collective sum of the individual differences, life experiences,
knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees
invest in their work represents a significant part of not only our culture, but our reputation and
company’s achievement as well.
We embrace and encourage our seafarers/employees’ differences in age, colour, ability, ethnicity, family
or marital status, gender identity or expression, language, national origin, physical and mental ability,
political affiliation, race, religion, sexual orientation, socio-economic status and other characteristics that
make our seafarers/employees’ unique.
The company’s diversity initiatives are applicable—but not limited—to our practices and policies on
recruitment and selection; compensation and benefits; professional development and training;
promotions; transfers; social and recreational programs; layoffs; terminations; and the ongoing
development of a work environment built on the premise of gender and diversity equity that encourages
and enforces:
 Respectful communication and cooperation between all employees.

 Teamwork and employee participation, permitting the representation of all groups and
employee perspectives.
All seafarers/employees of the company have a responsibility to treat others with dignity and respect at
all times.
All seafarers/employees are expected to exhibit conduct that reflects inclusion during work, at work
functions on or off the work site, and at all other company-sponsored and participative events.
Any seafarers/employees found to have exhibited any inappropriate conduct or behavior against others
may be subject to disciplinary action.
Seafarers/employees who believe they have been subjected to any kind of discrimination that conflicts
with the company’s diversity policy and initiatives should seek assistance from a supervisor or Master or
HR representative and follow the applicable grievance procedure.

SECTION 4– SIGNING ON/OFF PROCEDURE Page Number : 1 of 5
3.4 SIGNING ON/ OFF PROCEDURE
3.4.1 SIGNING ON A CREWMEMBER
3.4.1.1 Certification and Documentation
The Company through the Manning Office (MO) will ensure that sea staff are properly certificated and
that all their documentation is in order and up to date. The Company will require the MO to carryout a
verification of the National Certificate of Competency.
It is however the responsibility of the Master, to ensure that certification and documentation of all
individual crewmembers is in order and that they are in possession of the Original Documents which he
will take in his care at the time of signing on. If there is any doubt, the MFP should be contacted
immediately.
The Master should specifically check the following documents to ensure they are valid for the entire
duration of the contract.
a) National certificate of competency/qualifications.
b) Flag certificate of competency (if required).
c) Passport.
d) Seaman’s Book. (both National and Flag State issued) and Seaman’s Identification Document if this is
separate.
e) Vaccination Certificates.
f) Visas (if appropriate).
g) Tanker Qualifications.
h) All short courses required as per STCW convention in force (including Personal Safety Course).
i) A Valid Medical Certificate including the D&A Test certificate in English. (Carried out by Company
Medical Officer who is Authorized by all the Flag Administrations whose DOC the Company has. Company
only employs seafarers from country/s which are STCW Signatory). In the case of an Emergency Crew
Change where the on signer does not have a Valid Medical prior joining the vessel, the Company will make
arrangements to get the joining Crew Member undergo a Medical Exam by a qualified medical
practitioner at the first available port where such approved Medical practitioner is available but in any
case within a period of 90days from joining the vessel without a valid Medical Certificate. Company will
ensure that his last medical certificate is expired no more than 6months. This also applies to Medical
certificates expiring during the tenure onboard.
j) Ratings watch-keeping qualifications.
k) Seaman’s Employment Contract (Seafarer has the right to seek advice prior signing same in the
Manning Office)
A scanned copy of the Latest Special Agreements (in English) signed by the Company with the ITF
Affiliated Unions in India (MUI – for Officers and NUSI for Ratings) is available onboard with the Master.
Any crew member can avail of this to refer to the details mentioned in the same. Additional each
seafarer will also be in possession of the Conditions of Service Booklet which describes the details of
service to easy reference.
COMPANY DOCTOR: SEABIRD MEDICARE PVT. LTD, approved by Director General of Shipping, Flag
Administrations under which the Company Holds DOC’s and by all International Group of PNI Clubs.

Radio Medical Advice (RMA 24x7) are provided by the Company’s Doctor.
Medical Officer 1 9819746396 / 9769152087
Medical Officer 2 9819856124 / 9970554828
Chief Medical Officer 9819811574
Emergency Coordinator 9137158340
A VALID MEDICAL CERTIFICATE IS VALID FOR A PERIOD OF 12Months ONLY. THE VALIDITY PERIOD WILL
BE ENTERED IN THE MEDICAL CERTIFICATE. THIS WILL INCLUDE THE DEATILS OF THE SIGHT
EXAMINATION, WITH A CURRENT PHOTOGRAPH AND WILL BE SIGNED BY THE ATTENDING PHYSICIAN
AS WELL AS SEAFARER.
3.4.1.2 Articles of Agreement
All joining crew must sign on the Articles of Agreement (Flag State) on the same day as joining the vessel.
The type and duration of the crew agreement, together with the inclusion of any special clauses, will be
stated in the Employment Contract of the respective seafarer.
The MFP must be notified when a new set of articles is to be opened. The same applies when the Master
closes an existing articles and OLB.
3.4.1.3 Log Entry
An Official Log Book entry (as appropriate) is required for all joining crew. This must be made on the same
day of joining the vessel and will include the name and the rank of the person signed on.
3.4.1.4 Hand-over
During Master and Chief Engineer hand-over, the relevant hand-over forms will be checked and signed by
both off-signing and on-signing officers. On-signing Members will ensure they fully understand and agree
with all sections of this form prior to signing. (ADM/16 & 17 Handover Forms)
The Master must ensure that in advance of a crew change, all relevant hand over notes (including
inventories) are prepared by each officer. These notes should be concise while covering all key areas of
activity and their experiences with handling of the various equipment of the vessel. The Onsigning and
Offsigning Officer/ Engineer is to sign these handover notes and the Master/ Chief Engineer (if it an
engineer changing) is to countersign these notes as is applicable. A copy is to be retained in the Masters/
Chief Engineers filing system.
The handover period will be determined in accordance with the prevailing circumstances and in
full cooperation between the Master and the MFP. It is the Master’s responsibility to ensure that
sufficient handover time if provided for commensurate with the rank of the officer or crewmember.
As a general rule Sign Off will not be permitted till after completion of Port Operations at the port
concerned. If a crew change is being arranged Outside Port Limits, then reasonable efforts will be made to
allow for a suitable period for the change. This may include sailing in parallel till the next port for Senior
Officer Ranks (Shipboard Management team Members). The Shipboard Management Team comprises of
following key personnel - the Master, Chief Engineer, Chief Officer and Second Engineer.
Out of the four Senior Ranks, no two Senior Officers from same department i.e. the Master and Chief
Officer; Chief Engineer and Second Engineer are relieved at the same time. A minimum of fourteen (14)
days gap is kept between sign off of Senior ranks in the mutual departments.

For new inductees to the Company and Promoted candidates the following Handover period will be
allocated (Subject to the possibility of doing the same):
Senior Officers – Masters/ Chief Engineers – RELIEVER TO BE AT PORT OF EMBARKATION PRIOR VESSELS
ARRIVAL ALONGSIDE. PRIOR BOARDING ONSIGNER TO BE SUITABLY RESTED. A parallel voyage till the next
port shall be given to enable the New Senior Officer a suitable opportunity to know the vessel and
Company’s Operating Procedures. This parallel voyage to be of about 07 days. If such a voyage is possible
then enough time be allotted to the New Signer to assume charge of duties.
Offsigner to leave the vessel prior departure from the port of change.
Ch.Officers/ 2nd Engineers – RELIEVER TO BE AT PORT OF EMBARKATION PRIOR VESSELS ARRIVAL
ALONGSIDE. PRIOR BOARDING ONSIGNER TO BE SUITABLY RESTED. A parallel voyage till the next port
shall be given to enable the New Senior Officer a suitable opportunity to know the vessel and Company’s
Operating Procedures. This parallel voyage to be of about 03 days. If such a voyage is possible then
enough time be allotted to the New Signer to assume charge of duties. Offsigner to leave the vessel prior
departure from the port of change.
For all other officers – RELIEVER TO BE AT PORT OF EMBARKATION PRIOR VESSELS ARRIVAL ALONGSIDE.
PRIOR BOARDING ONSIGNER TO BE SUITABLY RESTED.
Full operation at the Port of change in parallel with the Offsigning Officer. Offsigner to leave the vessel
prior departure from the port of change.
For Officers rejoining the company vessels, reliever to be at port of embarkation prior vessels arrival and
to be suitably rested prior boarding. A sufficient handover time to be ensured to the mutual satisfaction
of the Shipboard Management team but not less than 12 hours of handover period.
3.4.1.5 Inventories
The Chief Engineer and Chief Officer, respectively, should check the existence and condition of all items
of working gear carried on board which are provided for in the terms and conditions of employment.
Any defects should be reported to the Master accordingly who is required to advise the MFP.
3.4.2 SIGNING OFF A CREWMEMBER
i. The Master must ensure that the port agent is given details of crewmembers to be disembarked in
order that the necessary permission from the immigration authorities is obtained.
ii. The Master should prepare the off-signer's balance of wages, which should be paid in accordance with
the terms, and conditions of employment. If funds are not available on board, the Master should send a
message to the MO with a copy to the MFP stating the balance outstanding and payment instructions.
iii. Crew members should, in all but exceptional cases, be repatriated to their place of engagement and if
the Master has not received confirmation of the travel details upon arrival at the off signing port, either
directly from MO or through the port agent, the MFP should be advised without delay.
Permission for crewmembers to take local leave at the port of sign-off may be granted by the
Master with the prior permission of the MFP and subject to the approval of the local immigration
authority.
iv. All Crew members when traveling to and from a ship must behave in a proper manner. If complaints are
received from Agents, Authorities or Airlines regarding the conduct of any person, this will be
investigated and may lead to disciplinary action and possible banning from re-employment on Company
vessels.

v. The Seafarers Appraisal (in SM – Crewing – Performance Appraisal) must be completed for all
off-signers, in the Sealink -Document Manager Filing- Crew Manual - ADM 02 & ADM 02a. A
Certificate of Watch keeping (Deck/Engine) should also be completed by the Master or Chief
Engineer when requested by an officer. The Discharge Book’s (National as well as Flag State (if
applicable)) for all Crew Members will be endorsed by the Master on their joining the vessel
and prior Off Signing from the vessel. The Discharge Book Entries SHOULD NOT BE ENDORSED
WITH ANY COMMENTS AS THERE IS NO PROVISION FOR THE SAME IN EITHER NATIONAL
DISCHARGE BOOK OR FLAG STATE DISCHARGE BOOK (IF APPLICABLE).
vi. Whenever there is a crew change or signing on/off of any supernumeraries, the Crew List should be
immediately updated and sent to the MO. Any special requirements in respect of crew signing off on
medical grounds must be conveyed to the MFP.
vii. The Chief Engineer or Chief Officer must inspect the accommodation of the off-signing crew member to
ensure that it is left in suitable condition and that any ship's property is returned.
viii. Before signing off a crewmember, the Master must satisfy himself that the on-signing crewmember has
received an appropriate hand over commensurate with his rank. Master is to ensure that he has in his
custody the ORIGINAL National certificate of competency/qualifications for On-signing Officer or Ratings
watch-keeping qualifications for On-signing Rating , Passport, Tanker qualifications, Pre-joining Medicals
and DNA test and copy of the Contract. Until he has these in his custody, the Off-Signer (Officer or
Rating) should not be allowed to disembark from the vessel.
ix. The off-signer should be signed off the Articles of Agreement and his documentation should be handed
back to him.
x. In the event of Chief Engineer or Chief Officer signing off, the Master is to ensure that they complete the
Crew Appraisal Report as appropriate. in Company’s ERP Crew Module - Appraisals.
xi. Emergency relief request from a crew member on compassionate grounds may be considered on case
by case basis, guided by the Articles of Agreement. In the event that the safe manning level on a vessel
is effected due to such a relief request, this can be done subject to getting a dispensation from the
relevant Flag Administration to allow the vessel till next port or for a voyage with short manning.
3.4.3 CHANGE OF COMMAND
The off-signing Master must ensure that his successor takes over the vessel in a state of readiness. An
appropriate entry must be made in the Deck and Official Log Books to record the change in command and
the relevant documents handed over.
The following text is recommended for recording the Change of command in the Deck and Official Log
books:
“I ( Name of Master), a citizen of ( country of citizenship), have handed over command of the (name of
the vessel) at (local time which is agreed between the Masters) on ( date) at the port of ( port where
change affected) to (Name of incoming Master), a citizen of (country of citizenship) while she lay safely
afloat and in full operational readiness. All relevant Certificates, Documents, Inventories of Equipment
and Monies required for the safe operation of the vessel has been handed over to (name of incoming
Master)”.

This entry should be countersigned by the on-signing Master who should pay particular attention to the
following items at the time of take-over:
i) All items listed on the Master’s Handing Over Form together with associated notes.
ii) The crewing position of the vessel, noting, in particular, any remarks regarding specific personnel on
board.
iii) The Vessel Cash Account. This account is completed and closed at the time of hand over, and a check
should be made that the ship's cash handed over corresponds with the VCA balance.
iv) Bonded stores and provisions accounts, along with up to date inventory and pending indents to be
completed.
v) The status of payment of crew wages and crew allotments.
Once the new Master has taken over command he shall issue his own set of standing orders written into
the Master’s Night Order Book. Finally, the new Master is to advise the office by email or fax that he has
assumed command.
3.4.4 SAFE MANNING
A Safe Manning Certificate is issued to every vessel by the relevant Flag State. This defines the minimum
crew composition. It should be noted that the actual number of crew on board might exceed this number.
Nevertheless, when signing crew off the vessel for any reason the Master must comply with the minimum
manning level stipulated on the certificate, or dispensations, if any, obtained from the relevant flag
authority.
3.4.5 SHORT HANDED
When a vessel has to sail short of a watch keeping deck officer or watch keeping/duty engineer, the basic
wages of the missing officer shall be paid to the officers doing the missing officer’s watch/duty in
accordance with and subject to the provisions of the relevant CBA and/or Condition of Service.
In all cases where the vessel has to sail short-handed, the office must be advised well before sailing for
authorization and in order to obtain the relevant dispensation from the Flag Administration if required.
3.4.6 SETTLEMENT OF WAGES
Wages will be settled regularly basis the employment contract. On the 20th of every month, the Master
will forward to Fleet Accountant in Mumbai the completed Portage Bill along with deductions for each
crew member as well as the allotment request for each crew member for the month duly signed by
Individual Crew Members. Fleet Accountant will after verification send out the Monthly Allotment
request from Mumbai to the main accounts in Singapore who send out Allotments. The amounts are
remitted directly into the seafarers account and all charges for this Monthly Allotment is Borne by the
Company. Any additional Allotments requested by the seafarer will be looked at by the Company and
sent. Charges for Additional Allotment will be borne by the seafarer. On completion of contract and
prior Signing-Off a final Allotment request is sent from the vessel by the Master. This is processed and
the amount remitted as soon as practicable but latest by the subsequent months allotment for the
vessel, thereby ensuring that the schedule of Monthly Payments is adhered to. The Wage Scales will be
at the very minimum based on ITF TCC Agreements signed with the relevant Officer Union (Maritime
Union of India) and Crew Union (National Union for Seafarers in India) and will be based on the latest
ITF TCC Agreement in force.

SECTION 5 – TRAINING Page Number : 1 of 4
3.5 TRAINING
3.5.1 FAMILIARISATION TRAINING
All crewmembers, newly employed on board, are to be given a reasonable opportunity to become
familiar with the shipboard equipment, operating procedures and other arrangements needed for the
proper performance of their duties, before being assigned to their duties.
As soon as practicable after joining the vessel, the Master must ensure that all joining crew members
have undergone the familiarization training specified below and have familiarized themselves with the
vessel. He should complete the shipboard familiarization form (SAF01), to be retained in the Training
Record file.
Before being assigned to shipboard duties, all persons on board, shall have received sufficient
information with respect to occupational and operational health and safety to be able to:
1. Communicate with other persons on board on elementary safety matters and understand safety
information symbols, signs and alarm signals;
2. Know what to do if:
2.1 a person falls overboard,
2.2 fire or smoke is detected, or
2.3 the fire or abandon ship alarm is sounded;
3. Identify muster and embarkation stations and emergency escape routes;
4. Locate and don lifejackets;
5. Familiarization with their work place.
The following Instructions/Information must be given to the new joining crewmembers within 24 hours
of joining the vessel, covering following matters:
a) Safety & Environment Protection measures;
b) Fire Fighting System (close to crew members accommodation and normal place of work);
c) Lifesaving appliances (spare lifejackets, lifeboat & Emergency station position, etc.);
d) Instructions of their duties as per the Muster List.
Additional instructions which form part of the Familiarization Training must be given within 7 days of
joining vessel:
1. Specific information relative to lifesaving equipment fitted aboard;
2. Specific information relative to Fire-fighting System fitted aboard;
3. Garbage Disposal Policy;
4. Reporting method relative to incidents and hazardous occurrences;
5. First Aid and Medical Equipment position;
6. Information and use of permits to work.
Within 30 days, all company manuals with respect to the company safety and quality system, must be
read and understood. Familiarization Form (SAF/01) contains the content and instructions appropriate
to this on-board familiarization and includes sections for Deck and Engine room Watch keepers as well.
Confirmation of the on board familiarization, will be achieved by signing the form.
The Form is to be retained for inspection in the Training Record File.

3.5.2 EMERGENCY AND POLLUTION DRILLS
It is the responsibility of the Shipboard Management Team to organize and conduct simulated exercises
and training in the use of lifesaving, firefighting and pollution prevention and control equipment as per
the planned SCHEDULE OF DRILLS (SAF/12). The purpose of the drills and exercises is to ensure that the
crew are completely familiar with the shipboard safety equipment to ensure a positive and effective
response in the event of an emergency. The Master will ensure that all crew members undertake
regular emergency exercises and drills making full and complete utilization of Computer Based Training
System and training material provided on board the vessel.
The Schedule of drills form is to be displayed on the Bridge and common spaces (smoke rooms) so that
all crew members are aware of the upcoming drills. These exercises and drills are to be in compliance
with SOLAS and additionally, as described in the Safety Management Chapter. A record of all drills and
exercises is to be maintained within the Ships Safety and Training record Book (SSTRB) and Official Log
book (OLB).
Emergency Drills should consist of a muster of the crew at the respective emergency stations designated
on the ships muster list, and then followed by a muster and drill/demonstration of equipment. During
the course of the emergency drill, opportunity must be taken to provide practical demonstration of the
ships portable fire extinguishers. Such practical demonstrations should preferably be in line with routine
planned maintenance and overhaul regime of the portable extinguishers. Some drills and exercises will
require extensive planning and briefing prior to the commencement of any on board training, however
all exercises must be followed by a debrief, involving the Shipboard Management Team and the key
personnel involved with the exercise, to determine the lessons learnt from the exercises and any
improvements that can be effected to improve performance, co-ordination and response time. Drill
completion and any training needs identified during the drills are captured in Company’s ERP. The
Master is to identify and record any recommendations for further training or career development on the
seafarers Appraisal Report. Further training recommendations may be recorded on the Ship
Superintendents appraisal report.
3.5.3 PERSONAL TRAINING RECORDS
Company has gone forth in maintaining crew Training records in an Electronic Format as follows:
1/ All Drill Participation Records for the Seafarers onboard is recorded in the Company’s ERP Safety
Module under DRLL COMPLETION SECTION. Under this section, the Drill Attendance Record will reflect
the Training Exercises which have been attended by the seafarers onboard.
2/ For the SEAGULL CBT LIBRARY onboard Fleet Vessel, the Training is carried out as per the Training
Matrix Rank wise. The individual Seafarers Training is captured under the Administrator Module with
results being maintained on the Vessels Dedicated Training Computer. Records from the Administrator
are to be sent to the Office on monthly basis. Vessels Training Officer can issue the Module Completion
document to a seafarer and this record can be carried in hardcopy by the Seafarer if he so desires.
3/ All Training which is imparted prior joining in the Mumbai Office is captured and recorded and
maintained in the Mumbai Office with the relevant Shore Training certificates issued basis the
completion of Company’s ERP Training and Seagull CBT Training to the relevant seafarer.
NOTE: AS PER MARPOL ANNEX VI REQUIREMENTS, THE CHIEF ENGINEER SHOULD GIVE THEORETICAL
AS WELL AS PRACTICAL TRAINING TO ENGINE ROOM PERSONNEL WHO ARE DESIGNATED TO USE THE
INCINERATOR. ON COMPLETION OF THE ABOVE TRAINING, THE C/E SHOULD MAKE AN ENTRY IN THE
ENGINE LOG BOOK STATING THAT THE THEORETICAL AND PRACTICAL TRAINING HAS BEEN
CONDUCTED AND THE PERSON IS FOUND COMPETENT IN THE USE OF THE SHIP’S INCINERATOR. CHIEF
ENGINEER TO ENSURE THAT THE TYPE AND MODEL OF THE INCINERATOR IS ALSO ENTERED IN THE

ENGINE LOG BOOK. ADDITIONALLY, A LIST OF SUCH TRAINED PERSONNEL SHOULD BE POSTED NEAR
THE INCINERATOR.
Some of the Engine staff may not have earlier experience on Scrubber fitted vessels. Chief Engineer to
train all ENGINE staff on EGCS usage in Global, ECA and VGP mode and also procedures for change over.
Note that violations can have serious consequences.
3.5.4 ADDITIONAL TRAINING COURSES (SPONSORED ASHORE)
At the present time, the Company itself conducts some IMO Recommended courses ashore. It also
contributes/sponsors its sea staff to attend courses being carried out at recognized training facilities
ashore. As a very minimum, the Company requires the following courses to be attended by its sea-staff:
VALUE ADDED COURSE FOR SUNTECH SHIP MANAGEMENT

LIST OF COURSES
VERIFIED ASHORE BEFORE JOINING CONDUCTED ONBOARD
SYSTEMS INCLUDING PMS
SOCIAL RESPONSIBILITY (2)

MANAGEMENT SYSTEMS
HUMAN RELATIONS AND

SAFETY MANAGEMENT
TYPE SPECIFIC ECDIS
RISK ASSESSMENT(2)
(5)
INVESTIGATION (2)
CYBER SECURITY
LCHS(CHEM)(1)(3)
BALLAST WATER
SAFETY OFFICER
PORTABLE GAS
BTM or BRM(1)
LCHS (OIL) (1)(4)
EQUIPMENT(7)
(6)
ISM CODE(2)
ISO 14001 (2)

ME ENGINE
(2)
INCIDENT
CHEMCO
ISO 9001
TASCO
ERM(1)
SHS(1)
ERS(1)
RANK
MASTER M M M M M R M M M M R M M M M M M M
C/OFF M M M M M M M M M M R M M M M M M M
2/OFF R M M M M M M M M M R M M R M M M M
3/OFF R M M M M R M M M M R M M R M M M M
J/O R M M M M R M M M M R M M R M M M M
C/ENG M M R M M M M R R M M M M M M M
2/ENG M M R M M M M R R M M M M M M M
3/ENG M M R M M M M R R M M R M M M M
4/ENG M M R M M M M R R M M R M M M M
J/E M M R M M M M R R M M R M M M M
ETO M M R R R R R M M M M M
BOSUN M M M R M M M M M
PUMPMAN M M M R M M M M M
FITTER M R M M M M M
AB M R M M M M M
OS M R M M M M M
M/MAN M R M M M M M
C/COOK M R M M M M
2/COOK M R M M M M
MESSMAN M R M M M M
OILER M R M M M M M
All simulator bases course have to be refreshed every 5 years.

Any personal career development requests will be reviewed on case to case basis by MRSVM, MFP and
training department. Whenever significant changes have been made to the course material of any in-
house training course for whatever reason, a refresher training relevant to the rank shall be arranged
for all joiners after that date. This is in addition to the existing procedure of briefing all joiners about
recent updates to industry requirements and changes to the SMS and training prior placement on
board.

3.5.5 ONBOARD TRAINING
All Company vessels will be provided with a Computer Based Training Programme made by Seagull and
specially prepared on the Companies requirements. This CBT training system will have in excess of 20
Training Modules covering a large range of topics.
The Master should appoint one of the Junior Officers to control the CBT and ensure that everyone has
an opportunity to study the CBT Modules in their spare time. Normally the training itself may function
well, but it is important that the appointed Officer makes the necessary adjustments whenever there
may be a conflict of interest among CBT-Trainees. Experience has proven that when two people undergo
CBT training together, it promotes active discussion and improves learning. Having more than two
people training together should be avoided as it can create confusion and disturbance. However, when
the assessment in the CBT programs shall be completed this has to be done individually.
The CBT Modules supplied are for many different positions/ranks and may not be relevant for everyone.
As such, a prepared matrix indicating which training is to be undertaken by each rank will be supplied
with the system. Since the titles will be changed by the Company from Time to Time as new titles are
available, a list of titles is not provided here. The matrix should be posted next to the training computer,
to provide easy reference for all persons using the library. The Company considers CBT Modules as
indicated by red blocks on the CBT Training Program sheet to be mandatory.
All mandatory CBT training programs must be repeated every 24 months. Individuals must complete the
scheduled CBT Modules specific to their rank.
Onboard training has become a very important issue with regards to regulatory compliance, especially
STCW 2010, vetting inspections and port state. The Company strongly supports this CBT initiative, and
looks forward to close teamwork with sea-staff on the CBT. An important part of any initiative, such as
the CBT, is feedback from the end users of the product. We request that the Master or designated
Officer provide evaluation feedback to the Marine, Risk, Safety and Vetting Manager as follows:
1. How do you find the quality of the new CBT 's?

2. Do you have any problems regarding hardware or software?
3. Is the CBT training carried out in the best way?
4. Are there any important issues not covered on the CBT 's?
The Company expects the Master to make full use of this training tool to train his complement.

SECTION 6 - PROMOTION Page Number : 1 of 2
3.6 PROMOTION
3.6.1 POLICY
The Company recognizes a need for a systematic approach to career development and promotion and
will, as far as practicable, ensure that promotions are carried out in a logical sequence. The Company
prefers to promote from within (subject to suitable candidates being available) than to bring in
personnel from outside to fill the slots.
The following explains the Company's policy and will help those on board to understand the factors that
are taken into account when assessing an individual's suitability for promotion.
On a periodic basis, MFP to identify the potential candidates for promotion and propose their names to
the Marine/ Technical teams for further monitoring of their performance on their subsequent
assignments. The most important factor governing promotion is the availability of a vacant position in
the superior rank. Once it has been established that a vacancy does exist, the following factors will be
taken into account when considering a promotion:
• Certification
• Experience/ Seniority In Rank (Previous history will be considered as well)
• Performance/Ability (Gathered from Appraisal reports from Master/ C.E./ Office Superintendent)
• Conduct.
• Loyalty.
• Training.
• Simulator assessment(s) as deemed suitable for the proposed rank of the officer.
• Availability.
A Chief Officer or Second Engineer, must have minimum 24 months’ service in rank, to be considered for
promotion to Master or Chief Engineer. Chief Officer being promoted shall undergo advanced ship
handling simulator training within 12 months of proposed promotion.
A Second Officer or Third Engineer must have minimum 18 months’ service in rank to be considered for
promotion to Chief Officer or Second Engineer.
A Third Officer or Fourth Engineer must have minimum 10 months service in rank to be considered for
promotion to the rank of 2nd officer or 3rd engineer.
Competency Development Programme
For growth and career development, all officers are required to update Promotion Evaluation Training
record (Deck officers - ADM 28A, ADM 29A, ADM 30A; Engineer officers - ADM 28B, ADM 29B, ADM
30B). The development programme has been designed for training and mentoring of officers that allows
individuals to understudy the roles and responsibilities of next rank and do an on-job training that will
assist in assuming the responsibilities of the next rank. The forms as a minimum must be completed over
the last two ships prior to being considered for promotion.
It is expected that the aforementioned service is on broadly, similar kind of vessel on which, the
candidate is to be place on promotion.
3.6.2 PROBATIONARY PERIOD
A probationary period of one contract of employment will apply to newly promoted personnel. If, upon
successful completion of that contract, a vacancy exists within the fleet then promotion will be
confirmed by re-appointment in the same, superior rank or rating.

SECTION 6 - PROMOTION Page Number : 2 of 2
3.6.3 APPRAISAL (Company’s ERP – Crewing – Performance Appraisal.)
Recommendations regarding promotion may be made by the Master or reporting officer at the time of a
formal appraisal. Personnel should be aware, however, that this is just one of the factors taken into
account when the Company assesses an individual's suitability for promotion.
Chief Officer or 2nd engineer being considered for promotion should have received at least two
recommendations for such promotion by Master or Technical/MRSV Superintendent/Manager as part of
ADM 02A. When recommending for promotion, the appraiser should mention practical training carried
out in ADM 02A under “Current Level / Achievements”. For urgent requirements, MRSV/Technical
Manager or Director Operations may authorize promotions after at least one recommendation. Such
authorization shall be in writing and suitably documented.
3.6.4 TEMPORARY PROMOTION
Under certain circumstances it may be necessary to affect a promotion on board on a temporary basis.
When this occurs, it will be made clear to the individual concerned, that the promotion is Temporary
in nature, and in due course he will be required to revert to his previous rank.
Performance during a period of temporary promotion will, however, be one of the factors taken into
account when assessing a candidate for future promotion. All promotions carried out on board require
the authorization of the MFP.

SECTION 7 – APPRAISALS Page Number : 1 of 1
3.7 APPRAISALS (Company’s ERP – Crewing – Performance Appraisal)
3.7.1 POLICY
The objective of appraisal is two-fold: firstly, to report the performance of sea-going personnel to the
Company and secondly, to keep individuals informed of their progress, highlighting both their strengths
and their weaknesses. The Company endorses, that the contents of a report are to be discussed with
the individual concerned.
The individual seafarer concerned must be allowed to sight his report and in case of Officers allowed to
add his comments to the appraisal prior submission and sending to the Office of the same in Company’s
ERP.
If the Reporting Officer or Master elect not to discuss the appraisal with the individual concerned, the
reason for confidentiality must be stated.
Submission of inaccurate or inconsistent reports will reflect adversely on the reporting officer and the
Master. The Master should check in particular that the report has been electronically signed.
When identifying any areas of weakness, the reporting officer may also make suggestions in that section
of the report, concerning any training that might assist the career development of an
individual.
3.7.2 THE REPORTING OFICER
Crew performance is monitored by the Master or by a designated reporting officer (Master for the Deck
Officers, Catering Staff and the Deck Ratings, Chief Engineer for the Engineers and the Engine Room
Ratings) during the period of time spent onboard.
The Master and senior officers' performance will be appraised by visiting superintendents.
Rank Reporting Officer
All Deck Officers Master
Deck Cadet Chief officer
Deck ratings Chief Officer
All Engine Personnel (inc. Electrical Officer) Chief Engineer
Engine Cadet Second Engineer
Catering Personnel Master
Master & Chief Engineer Office staff (Marine and Technical Supdt’s)
There may be circumstances where the Master may feel that a reporting officer designated above is not
the most suitable person to carry out the task. In such circumstances, he may comple
te the report himself or delegate the task to an alternative officer. In both cases, the reasons for doing
so should be stated in the 'Master's Comments Section'.
3.7.3 FREQUENCY OF REPORTING
Reports should be completed as follows:

i. When the reporting officer leaves the vessel.
ii. When a person signs off the vessel.
iii. At the special request of the Company.
3.7.4 DISTRIBUTION OF APPRAISAL REPORTS

Master ensures that the appropriate Crew Appraisal is completed in “Sealink”.

SECTION 8 – CREW WELFARE Page Number : 1 of 19
3.8 CREW WELFARE
3.8.1 HOURS OF WORK AND REST
3.8.1.1 HOURS OF WORK
The Master and any seafarer must not work more hours than is safe in relation to the vessel and the
performance of duties. The Master must implement this policy onboard the vessel under his command.
3.8.1.2 REST PERIOD
The company policy for rest periods is in line with the STCW requirements. The Master is to arrange that
all watch keepers have not less than 10 hours rest in any 24 hours period. This may be divided into 2
periods one of which must be at least 6 hours.
It is permissible for the 10 hours to be reduced to 6 hours for not more than 2 days provided the total
period of rest is not less than 77 hours per week. Masters should be aware that local regulations often
provide variations to the above which will be advised by the Company via Circular Letters. Periods for
standby, Drills, Meetings (Safety or Management Team Meetings) and UMS rounds and rounds to
attend to UMS Alarms are to be taken as WORK HOURS.
Nothing in this section shall be deemed to impair the right of the Master to require a seafarer to
perform any hours of work necessary for the immediate safety of the ship, persons on board or cargo,
or for the purpose of giving assistance to other ships or persons in distress at sea. Accordingly, the
Master may suspend the schedule of hours of work or hours of rest and require a seafarer to perform
any hours of work necessary until the normal situation has been restored. As soon as practicable after
the normal situation has been restored, the Master shall ensure that any seafarers who have performed
work in a scheduled rest period are provided with an adequate period of rest.
The Company has provided software to facilitate recording of rest hours, generating deviations and to
assist in planning work schedules. The work/rest periods for all seafarers shall be in compliance with the
requirements of MLC 2006.
A record of work/rest hours for all shipboard personnel shall be maintained. Plans for all shipboard
operations shall take into consideration the work/rest hours cycle of the persons involved to ensure that
safety of the vessel is not compromised.
3.8.1.3 RECORD OF TIME WORKED
All ships are to maintain a record of hours worked for all Crew Onboard on rest hours software onboard.
This record is maintained on the computerized software which is accessible to all seafarers using any of
the Workstations onboard.
Individual Seafarer is responsible for maintaining his own records on a daily basis.
Master shall use the Work/Rest Hours software to review the data submitted and send to the Company
For Audit/Inspection purposes; hardcopies of Monthly records shall be maintained onboard
The summary of the rest hour NC’s is to be reported monthly via the section for rest hour summary in
the safety meeting record, which should have a brief summary on the factors leading to the NC’s.

3.8.1.4 DUTY ROSTER
The Master and heads of deck and engine department are to prepare and prominently display a duty
roster for officers and engineers in charge of a watch and deck and engine watch ratings.
The Deck department roster should be posted on the bridge and the Engine department roster Should
be posted in the Engine Control Room. (ADM/ 13) is to be used for this.
3.8.1.5 REPORTING
If, due to the nature of the vessel’s schedule, and despite careful work scheduling and planning, the
Master anticipates that there will be a breach of rest requirements, he should contact the MRSV
department with his proposal, such as stoppage, additional manpower, etc.
Furthermore, if the Master detects trends or consistent breaches in the rest requirements in certain areas or
port rotations he should take all possible corrective actions and communicate these findings to Marine
Manager so as to avoid deviation from rest hours of crew. Master can request for additional persons
under the following circumstances:
I. When there is increase in operational intensity (cross harbour),
II. Preparation for refit / Drydock, or
III. Change in climatic conditions
Records of exceptions from the requirement of the regulations shall be sent to the concerned MRSV
superintendent as scan copy of the Records of Rest Hours Master shall report violation of rest hours
using via email to the concerned MRSV Superintendent for violating stipulated rest hours (10 hours of
rest hours in any 24 hours period, 6 hours of uninterrupted rest hours in any 24 hours period, seventy-
seven (77) hours of rest in any Seven (7) day period) as follows:
1. Violations of any stipulated condition for any personnel for 2 or more days in a month.
2. More than 7 consecutive days of 6on-6off watches by watch keeping personnel.

3.8.1.6 DEALING WITH DEVIATIONS/ POTENTIAL NON-CONFORMITIES

Level Brief description Interaction
Level 1 (Any seafarer with Deviations / Potential non-conformities that are identified by Seafarer & Head
Deviation of 1 day + Nil the Seafarer or Head of Department and can be easily of Department
Weekly 77 hour corrected.
Deviation and/or The Head of Department must take necessary action to
a watchkeeper with, 3
prevent occurrence / recurrence.
consecutive days of 6on-
Ex: Breach / potential breach of rest hours of one or more
6off watches)
seafarer’s due to tank cleaning operations where the HOD
(Chief Officer) can correct the same by rearranging watch
schedules or resting concerned staff until they are adequately
rested. When there is staff with deviation but none with Large
Deviation and no 77 Hours Deviation.
Level 2 (Any seafarer with Deviations / Potential non-conformities that cannot be easily Head of
Deviations of 2 day + Nil corrected by the Head of Department and requires the Department
Weekly 77 hour intervention / assistance of the Master. & Master
Deviation and/or The Master m u s t take necessary action to prevent
a watchkeeper with, 5
occurrence/recurrence.
consecutive days of 6 on -
Ex: Breach/potential breach of rest hours of seafarer’s
6off watches)
due to tank cleaning operations where the corrective /
preventive actions includes adjustment in the tank cleaning
schedule such that it results in NO delays/loss of process to
the vessel. When there is any staff with 2 days of Deviation
but no 77 Hours Deviation. For consecutive 6 on- 6off
watches, the Master or concerned senior officer should
undertake few hours of watchkeeping duties to give a
extended rest period to both watchkeepers.
Level 3 (Any seafarer with Deviations / Potential non-conformities which cannot be Master & Office
Deviations of 3 day or more effectively dealt with onboard and requires office intervention Management
or any seafarer with Weekly to resolve. shall be informed
77 hour Deviation or The Master must advise the office at the earliest
Deviations and/or a opportunity to seek assistance in implementing suitable
watchkeeper with, 7 corrective / preventive action. This may be by reassigning
consecutive days of 6on- work schedules / targets and /or delays to processes until the
6off watches) concerned crew is adequately rested or by providing
additional staff if required.
Ex: Breach / potential breach or rest hours of seafarer’s due to
tank cleaning operations where the corrective/ preventive
actions include adjustments in the tank cleaning plan which
cause / are likely to cause a delay to the vessel / loss of
process. When there is any staff with deviation of 3 days or
more and /or 77 Hours Deviation or a watchkeeper with 7
consecutive days of 6on-6off watches. The Master must
immediately inform the office, who will in-turn inform
Charterers and owners of the delay/ potential delay.
The MRSV Superintendent shall inform Management on any Level 3 violation which have occurred on
consecutive weeks, or twice in a particular month, with a proposed action plan to resolve the Non-Conformity

Best Practices for Ensuring Good Rest hour Management.

Following good rest hour management practices can be implemented on board in order to avoid rest hour
deviations or to keep deviations under control.
1. If situation demands continuous working, than at least 10 hours of continuous rest must be given before
and after work. Even then seafarers can continuously work only up to 14 hrs there after sufficient rest of
at least 10 Hrs must be given to avoid deviations in any 24 hrs and 77 hrs deviations.
2. Instead of 6 on / 6 off watches, a watch system of 5 on / 7 off can be implemented on board which
takes care of additional work hours spent by seafarers due to handing over / taking over of watches.
Such watch system will assist seafarers to overcome the rest hour non-compliances due to six hours
consecutive rest in any 24 hrs while the seafarers spend additional time while handing over/ taking over
watches.
3. Avoid continuous work timings and introduce meal breaks.
4. Assistance of Engine Room Staff / Seafarers or vice-versa should be taken if required in order to avoid
large deviations.
5. Workload to be shared by deck and engine department if possible to avoid large deviations. (e.g. Anti-
piracy watch, stations etc).
6. In case of hectic schedule then sufficient compensatory rest to be given to seafarers prior arrival.
7. After hectic port rotation, sufficient compensatory rest should be planned in advance to avoid serious
77 hrs deviations.
8. Cadets and Trainees should be given sufficient rest and deviations (if any) will not be acceptable by
authorities.
9. Master (on his discretion) to delegate responsibility to C/O when required to comply with Rest Hours.
10. C/O after approval from Master shall delegate responsibility to duty officers rather than attending the
whole cargo operation.
11. Master (on his discretion) can relieve C/O if required to comply with rest hours during port stay.
12. Master (on his discretion) or other deck officer can relieve OOW after departure if rest hours are not
complied.
13. Give continuous rest of 6 hours rather than short breaks.
14. Before nominating Work prior arrival and in port, work schedule to be fed in company provided rest
hour software and reshuffling to be done if required.
15. During arrival, if long pilotage is expected, Master to plan watch keeping duties with Bridge team well in
advance.
16. Master (on his discretion) can be relieved by chief officer if long pilotage is expected in less critical
areas. This must be planned and marked on the chart well in advance.
17. Similarly, C/E and 2/E to be present in E/R during critical manoeuvring, for e.g. picking up pilot
berthing/un-berthing; however, that need not be the case during long pilotage.
18. When C/E and 2/E both are present in E/R, duty engineer can be relieved (if the circumstances warrant
so) for a certain period to avoid deviation. This must be planned prior arrival/ departure.
19. Watch keepers should take every opportunity to rest whenever not working and should not hang
around without any necessary work prior arrival/departure to ensure compliance with rest hours.
20. It is very significant that most of the deviations occurs mostly during port calls (arrival / departure) and
port stay.
21. To avoid deviation, develop a port planner with the help of company provided rest hour software
planning tool and plan the same in advance along with department heads.
22. List all the activities to be carried out / expected during port calls same to be planned basis of total
number of seafarers on board.
23. It is also understood and proven that the levels of non-conformance on board vessels can be
significantly reduced by enhanced awareness and management on board. It should be ensured that
adequate provision is made for the management of routine tasks, such as cargo operations; in order
that over reliance is not placed on one individual, risking adverse impact on normal rest period
requirements.

3.8.1.7 Responsibility for Compliance
A) The Individual
1. It is the duty of every individual to ensure that they are properly rested when they begin duty on board
a vessel and that they obtain adequate rest.
2. The individual should inform his Head of Department (HOD) if he is suffering from effects of fatigue.
3. The individual Seafarer is responsible for maintaining his own records on a daily basis.
4. The individual Seafarer must notify his (HOD) as soon as practical should a non-compliance with the
regulations occur / or is likely to occur.
B) Head of Department
It is recommended that the Heads of Departments utilize the software as a planning tool to identify
whether there exists a deviation or a potential deviation. If potential deviation exists, appropriate action
such as amending work schedule is to be taken in order to avoid the said deviation(s).
C) Master
The Master must:
1. Monitor the working hours of the ship’s staff to ensure that everyone including himself maintains the
rest hour records correctly and staff are properly rested at regular intervals.
2. Ensure each officer in charge of a watch is sufficiently rested before taking up watch.
3. Ensure the watch keeping arrangements are adequate for the maintenance of safe watch keeping at all
times.
4. Ensure the vessel does not sail from any port unless those who are in charge of a watch immediately
after sailing have been adequately rested prior to sailing.
5. Inform the office immediately should the circumstances change onboard such that effective compliance
with the regulations cannot be achieved.
6. Advise the Office of the circumstances and the envisaged delay if he decides to suspend operations for
reasons of fatigue avoidance and compliance with the regulations.
D) The Company
1. The Company shall ensure that sufficient seafarers are provided on board the vessel to ensure that the
requirements of the regulations regarding rest periods can be complied with.
2. Company has provided all vessels with electronic monitor software, to facilitate easy calculate rest
hours/planning.
3. Close monitoring, review of rest hour data and providing necessary assistance to comply with above
regulations will be ensured by the Office.
3.8.1.8 Fatigue Management
Fatigue is a hazard that affects safety, health and well-being. It presents a considerable risk to safety of life,
property, health, security, and protection of the marine environment. Fatigue also has the potential to increase
reaction time. Fatigued individuals become more susceptible to errors of attention, judgement, and memory.
Fatigue can also negatively affect problem solving. Fatigue is known to affect performance and reduce
individual and crew effectiveness and efficiency, decrease productivity, lower standards of work, and may lead
to errors. The technical and specialized nature of this industry requires constant alertness and intense
concentration from its workers. Fatigue is also dangerous because it affects everyone regardless of skill,
knowledge, and training. Fatigue can seriously impair judgment particularly during challenging work periods
(ex. Pilotage, Berthing, Topping off Cargo etc.)
To ensure thoroughness and to provide good coverage of most causes of fatigue, they have been
divided into 4 general categories.
1. Crew-specific factors are related to lifestyle behavior, personal habits, and individual attributes.

2. Management factors (ashore and aboard) relate to how ships are managed and operated. These factors can
potentially cause stress and an increased workload, ultimately resulting in fatigue.
3. Ship-specific factors include ship design features that can affect/cause fatigue. Some ship design features
affect workload (i.e. automation, equipment reliability), some affect the crew’s ability to sleep, and others
affect the level of physical stress on the crew (i.e. noise, vibration, accommodation spaces, etc.)
4. Environmental factors like exposure to excess levels of environmental factors, e.g. temperature, humidity,
excessive noise levels, ships motion can cause fatigue.
Reference is made to the IMO circular MSC.1-Circ.1598 which deals with Fatigue Management.
The company recognizes that the effects of fatigue are particularly dangerous onboard if not addressed.
The company adheres to all statutory and industry requirements with respect to rest hour management. In
addition to rest hour management , all risks associated with fatigue are taken into account and mitigation of
the hazards are carried out in a comprehensive and holistic manner. The Company requires that prior to the
commencement of a difficult or potentially hazardous operation Masters and crew are well rested.
Following table illustrates the company’s risk based approach to fatigue management
HAZARD ASSESSMENT RISK MITIGATION

A. Is company providing  The complement on board is above that as required by the Safe
effective support for managing Manning Certificate.
the risks of fatigue?  The company provides additional manpower as ad when
required.
 The company provides for a healthy shipboard environment with
respect to the accommodation, good food and a positive working
culture.
B. Are Seafarers provided with  Hours of work and rest are monitored to ensure that all ship staff
adequate sleep opportunity are adequately rested.
(Quantity & Quality)  Shipboard work schedule is prepared for all shipboard staff to
ensure compliance with STCW requirements.
C.Is the sleep obtained by  The company closely monitors and reviews the rest hour data and
seafarers adequate (Quantity & provides necessary assistance to comply with regulations.
Quality )  The Company also provides the seafarer with all amenities as
required by MLC and STCW to ensure that the seafarers get proper
rest.
 Compensatory rest is provided to address accumulated sleep debt.
D. Are seafarers able to  Self-monitoring is key to ensure that each individual is alert and
maintain adequate alertness fatigue free. Peer monitoring to alert fellow seafarer & HOD.
and performance while on
duty?
E. Are Fatigue related events  All Near misses are reported and same reviewed by the office to
(near miss & accidents) prevent the reoccurrence of the same.
reported and analyzed?

Fatigue management strategies on board
In addition to rest hour management, the following strategies may be used to reduce fatigue:
Master
a) Delegate whenever possible
b) Arrange work that has to be done around stay in port
c) At sea, use the Chief Officer as his relief to provide rest periods or as a watch keeper if on day work
d) Arrange own work schedule accordingly and leave non-critical tasks until a quiet period is available.
e) Effectively plan the work schedule as per trading pattern of the vessel.
The Master must be constantly conscious of the effects of fatigue on himself and the ship’s complement.
Head of Department / Shipboard Management Team/Team leaders

a) Work schedule to be adapted to minimize rest hour violations and to ensure that all staff are well-rested
prior operations.
b) Delegate wherever possible.
c) Schedule drills and jobs that create noise in a manner that minimises the disturbance of rest/sleep periods
d) Assign work by mixing up tasks to break up monotony and combining work that requires high physical or
mental demand with low-demand tasks (job rotation).
e) Staggered watches between Officers and ratings to ensure that members of the bridge team (OOW & rating)
are not similarly affected by the effects of sleep inertia. Staggering watches also helps in situational awareness
since both watchkeepers are not starting the watch at the same time.
Individual
a) Watch keepers should ensure that they get adequate (quality and quantity) of sleep in their sleep in their
allotted rest period.
b) Endeavor to take power naps during short breaks.
c) Minimize use of electronic devices prior going to bed.
d) Report to HOD if fatigued; Use the fatigue monitoring tools as provided in this section.
Workload management is the duty of each individual to ensure he/she does not get excessively fatigued.
Workload management techniques may include, but are not limited to, prioritization of tasks, task delegation,
task rotation, crew rotation.
Company
a) Monitor work and rest periods of all seafarers on board.
b) Ensure vessel is adequately staffed keeping in consideration the vessels trading pattern.
c) Promote a Safety reporting culture on board to report deviations/non-conformities of work/rest hours.
d) Provide training for fatigue management.
e) The company has restricted crew internet to 2 hrs per day per individual to prevent fatigue caused by usage
of internet.

Fatigue monitoring tools

The below tools can be used by the seafarers to assist in monitoring sleep and fatigue.
- Self-monitoring through fatigue and sleepiness ratings

- Fatigue self-assessment tool
- Sleep diary
Self-monitoring through fatigue and sleepiness ratings
The Sleep Quality ( SQ) scale
Sleep Quality (SQ)
1 2 3 4 5 6 7
Extremely Very Good Average Poor Very Extremely
Good Good Poor Poor
The Karolinska Sleepiness Scale (KSS)
This scale asks people to rate how sleepy they feel right now. Any of the values from 1 to 9 can be ticked,
not only those with a verbal description.
The Samn-Perelli Crew Status Check
This scale asks people to rate their level of fatigue right now, and is a simplified version of the Samn-
Perelli Checklist.

Fatigue Self-Assessment Tool
This tool supports the seafarer in the identification of fatigue with an easy-to-use one minute self-
assessment. This can be used individually or during handover.
Do you believe you are fit for duty?

Fitness 1 No
for Duty 2 Yes, with additional risk controls
3 Yes
How do you feel right now?
Current
1 Very fatigued, having difficulty staying alert
Fatigue
State 2 A bit tired, effort required to stay alert
3 Very alert – wide awake
Did you sleep in the last 24 hours?
Sleep 1 No
Quantity
2 Yes, but I did not get my ideal amount of sleep
3 Yes, I got at least my ideal amount of sleep
How would you rate the quality of that sleep?
Sleep 1 Poor
Quality 2 Average
3 Good
Have you experienced any physical signs of fatigueimmediately before or during this duty
period (I.e. microsleeps)?
1 Yes 3 No
Have you experienced any mental signs of fatigueimmediately before or during this duty
Signs of period (I.e. difficulty concentrating)?
Fatigue
1 Yes 3 No
With respect to the above questions, the number of the answers indicates the Fatigue Category and the
action(s) required in the next table.
If one or more answer is 1, your Fatigue Category is 1.

If one or more answer is 2, your Fatigue Category is 2.
Otherwise, if your answers are 3, your Fatigue Category is 3.
Fatigue Action Required

Category
1 As soon as it is safe to do so, suspend any safety critical tasks that have been started. Report
now to your immediate supervisor or master.
2 Before commencing your duty period or assigned tasks, or before continuingwork on a task that
has been started, report to your immediate supervisor or master and implement fatigue risk
controls as required.
3 Monitor for signs of fatigue; no additional risk controls required.

Sleep Diary
My sleep When I woke

I slept for a
I went to bed I got out of Quality was up I felt (use
Date total of
at: bed at: (use SQ scale KSS Part 1)
(hours):
From Part 1)
Day 1
Date:
Day 2
Date:
Day 3
Date:
Day 4
Date:
Day 5
Date:
Day 6
Date:
Day 7
Date:
Weekly Total
Daily Average

3.8.1.9 For NIS Registered Vessels::

The regular working hours shall be 8 hours a day, with one day of rest per week and rest on holidays.
When the ship arrives in port, the watches shall be broken no later than 4 hours after the completion of
anchoring or mooring, unless the watches are continued.
When the ship leaves port, the watches shall be set at the earliest 8 hours prior to departure.
When the master assumes that the duration of the ship’s stay in port, reckoned from the time of
completed anchoring or mooring to the time when the anchor is again weighed or the mooring cast off,
will be less than 14 hours, or when he finds it necessary for the safety of the ship, he may decide that
watches shall be kept as if the ship were at sea.
In addition to the provisions of sections above, the master may require a seafarer to perform any
working hours necessary for the safety of the ship, persons on board or cargo, or for the purpose of
giving assistance to other ships or persons in distress at sea. The same may apply concerning the
enforcement of customs laws, as well as quarantine and other health related provisions. The master
may suspend the schedule of working hours or hours of rest and require a seafarer to perform any
working hours necessary until the normal situation has been restored. In such case, the master shall
ensure, as soon as practicable after the normal situation has been restored, that any seafarer who has
performed work in a scheduled rest period is provided with an adequate period of rest.
Musters and drills prescribed by or pursuant to law shall be conducted in a manner that minimizes the
disturbance of rest periods and does not induce fatigue in the seafarers.
There shall be a document on board showing the seafarers’ shipboard working arrangements. The
document shall state the commencement and end of each seafarer’s ordinary working hours, as well as
the daily total hours of rest. This can also be electronically maintained and reviewed by Master.
Also refer to NIS Regulation 26 June 2007, No 705, available in Sealink for NIS registered vessels
3.8.2 MEDICAL TREATMENT
In order to identify any work-related injury or illness, the following information to be sent to the
Company doctor ashore from vessel for seeking his advice for necessary treatment -
1. Where and when did the illness begin....e.g. following tank cleaning, going into hold etc
2. Was it following a particular activity.....e.g. back pain following lifting of weight or abnormal posture
while working etc
3. Was illness preceded by some activity........e.g. rash following eating food/medicine or cough
following exposure to some chemical etc.
4. Which geographical area was the ship in ....e.g. In fever -.was it in a malaria endemic region or was
there exposure to some environmental factor
5. What are his working conditions.....e.g. headache....continuous watch duty or working in hot sunlight.
Giddiness: working in engine room with inadequate fluid intake etc.
On basis of above, if any work -related illness is suspected, Office will liaise further to have it properly
investigated and followed up to prevent recurrence.
3.8.2.1 TREATMENT ON BOARD
Instructions in this section should be read in conjunction with the Ship Captain's Medical Guide
(HMSO) or the International Medical Guide For Ships (WHO) one of which is included in the technical
library of all Company vessels.

i) The Medical Officer

The Master is designated to take charge of medical treatment on board. The Second Officer, is
designated to provide medical first aid onboard ship, under the advice of the Master.
A Notice “Master is the Medical officer on this vessel and the 2/O is the first Aid officer on this vessel.”
should be posted on the door of the Hospital/ Dispensary.
ii) Responsibilities
The 2nd Officer is responsible to the Master for routine medical treatment on board, for keeping a
record of such and for maintaining the ship's hospital including all medical supplies. The
2nd Officer is also responsible for ordering medical supplies and for ensuring that the on board medical
supplies are maintained in accordance with the relevant flag state requirements.
Master is to ensure that the ships Medical chest certificate is maintained and in date. An Annual
inspection of the Medical Chest is carried out by a shore chemist/ pharmacy. Master is to co-ordinate
this with the Office.
iii) Hospital, Medical Locker and First Aid Kits

The hospital should be in readiness at all times. The Hospital shall be used only for Medical Purposes. It
is not to be used as accommodation for Crew or Supernumeraries. The medical locker and hospital,
when unoccupied, are required to be kept locked and a key must be available at all times on the Bridge.
The Medical Inventory which is determined by the appropriate flag state requirements, must be
available in the medical locker, showing the requirement for each medicine against an updated quantity
and relevant expiry dates. The inventory should also include a location, giving the drawer, shelf, or
cupboard number so that medicines can be easily located in an emergency. The inventory is to be
updated every time an item is consumed, however full checks are to be made every three months.
Narcotics are to be kept in the Master's safe and only administered in his presence. An inventory of
Narcotics is maintained along with the stored narcotics in the safe. This inventory is also available
with the 2nd Officer.
Mosquito and other Insect Repellents and medication to treat an infestation and to protect seafarers
prior to entry, while in and when out of an Infested Area is also available in the Medical chest stored in
the Hospital.
The Medical Log (ADM/03) should be used to record all medicines administered.
All old and expired medicines are to be disposed of as special garbage, marked as such, and landed
ashore, to an authorized person and receipt (Landing report can be used in this case as well) for same
obtained.
First aid kits should always be available on the Bridge and in the Engine and Cargo Control Rooms. The
2nd Officer, in conjunction with the C/E and C/O, is to ensure that the kits are kept replenished and
complete at all times.
Master should if necessary, seek advice from ashore using the Radio Medical Advise section of Admiralty
List of Radio Signals (Vol.1). Additionally Master can contact the Company Medical Officer in Mumbai at
any time to seek Medical Advise on behalf of seafarers onboard who require Medical Treatment.
Company Medical Officer – Sea Bird -Email : [email protected]. Phone - +91 -9819746396 /
9769152087 / 9819856124 / 9970554828 / CMO – 9819811574 / Emcy co-ordinator- 9137158340
Any patient admitted to the ship's hospital must be visited regularly by the 2nd Officer. Such visits may
be supplemented by additional visits by other officers if deemed necessary, for example at the end of
each watch. In serious cases, constant attendance might be required. Unless an infectious illness is
suspected which requires Quarantine, other seafarers should also be permitted to make regular hospital
visits.
Sufficient quantity of Pest Control Medicine is available onboard in the CABIN STORES under the control
of the Catering Staff. This is to be used routinely to ensure that there is no Pest Infestation onboard.

3.8.2.2 TREATMENT IN PORT
Only first aid and routine treatment should be given on board by the 2nd Officer whilst in port, and all
other cases should be referred to a doctor ashore. If necessary, the Master will designate a responsible
officer/rating to accompany the patient to the doctor. If several members of the crew need medical
treatment ashore, the possibility of a doctor attending the vessel will be investigated via the agent.
When a seafarer is sent ashore for medical treatment he should carry a Crew Illness Report (ADM/05)
which is completed by the 2nd Officer and signed by the Master. On return from a doctors visit the
completed form (with Doctors comments/ treatment) must be returned to the
2nd Officer.
The Company will meet the cost of essential dental treatment ashore (to address acute pain and
emergencies including Extraction), but will not pay for routine dental check-ups or cosmetic treatment.
When arranging to send seafarers ashore for dental treatment, this should be made clear to the
seafarer concerned as well as the agent.
The cost of replacement spectacles, when damaged or lost during the course of normal duty, will be
covered by the Company.
3.8.2.3 MEDICAL RECORDS
An entry must be made in the Medical Log (ADM/03) on each occasion that a seafarer seeks medical
advice or attention on board regardless of whether any treatment is administered. An ongoing record of
the nature and progress of the illness or injury will also be logged.
A record of all radio communications with a shore-based or other doctor, and all advice received, must
be recorded in the Medical Log as well as the Official log book.
The Medical Reports and Records of a Seafarer are Confidential in nature and this should NOT be shared
by the Master or First Aid Officer (2nd Officer) with other members of the complement, Third Parties or
other sources. Should the Master be requested to divulge these Medical details, he is to first consult the
Fleet Personnel Manager or DPA (/Alternate DPA) prior giving these out. Similarly all Shore Based
Medical records for employed seafarers will be maintained under confidentiality by Company Medical
officer in Mumbai.
3.8.2.4 LANDING OR EVACUATING A SICK OR INJURED SEAFARER
A seafarer should be landed in the following circumstances:

a) In port when recommended by a doctor.
b) When recommended by radio medical advice.
c) If, in the opinion of the Master, the seafarer is seriously ill/injured and requires immediate medical
attention.
The MFP and port agent must be informed immediately when a decision is taken to land a seafarer. The
message to both the Company and the agent should include the name, rank, and the degree and nature
of the illness/injury and details of any persons accompanying the patient. The agent should, in addition,
be given the age, sex, nationality, passport number, details of next-of-kin, and advised whether an
ambulance is required.
The Master will prepare the following documentation when the seafarer is landed.
a) A Crew Illness Report form detailing the full history of the case and treatment given either on board
or ashore.
b) The seafarer's personal documentation including passport and Seafarer's Book.
c) An inventory of personal belongings (in presence of 2 witness’s).
d) A balance of wages statement where possible signed by the seafarer.

(Note: if available on board the balance of wages should be paid to the seafarer if, in the view of the
Master, it is safe to do so. This will depend upon the port in question and the condition of the
person landed. Under no circumstances are outstanding wages to be given to another seafarer for
conveyance to the sick/injured seafarer's home.)
A chronological record of the entire incident will be made in the Official Log Book in accordance with
flag requirements including an inventory of personal effects.
DEVIATION: In an emergency situation it may be necessary to deviate the vessel. The Office must be
advised immediately. The Master may have been advised by the authority providing medical advice of a
suitable port to land the sick or injured seamen, but this decision may have to be made in conjunction
with the relevant the office.
HELICOPTER EVACUATION
If the condition of the patient is extremely serious it may be necessary to carry out an evacuation by
helicopter. Under such circumstances the Master should follow the advice contained in the Ship
Captain's or WHO Medical Guide and the ICS Guide to Helicopter/Ship Operations.
DOCUMENTATION REQUIRED TO BE SENT TO THE OFFICE

When a seafarer is landed as a result of sickness or injury the Master should forward the following
documents to the Singapore Office:
a) Official Log Book extract.
b) Copy of the relevant section of the Medical Log and Crew Illness Report.
c) Copies of communications with port authority and agents.
d) Wage account.
e) Inventory of personal belongings (for Next Of Kin).
f) Deviation report (if applicable) itemizing additional expenses including bunkers, victualling and wages.
3.8.3 DEATH OF A SEAFARER
The Master must establish that the seafarer is deceased, referring to guidelines laid down in the Ship
Captain's/International Medical Guides or on the basis of radio medical advice.
Photographs should be taken if deemed appropriate.
The following details should then be communicated to the Crew Manager as soon as possible:
a) Full name of deceased.
b) Rank or rating.
c) Date and time of death.
d) Cause of death (if known).
e) Next port of call and ETA.
f) Nearest port of call and ETA (if applicable).
The above information should also be passed to the agent at the next port of call together with details
of sex, nationality, religion, date of birth and passport number . The Master should request that the
agent informs all local authorities according to local regulations including the consular officials
representing the vessel's flag state and the deceased.
The following documentation must be completed by the Master (to be sent to the office):
a) An Official Log Book entry as per flag requirements. A copy of this entry must be made available to port
officials as required. These should include as a minimum the name and rank of deceased, Seafarer's
Book ( CDC) and passport number, and position and time of death.
b) A notification of death as per flag state requirements.

c) A maritime declaration of health to be passed to the port health officer on arrival if death was caused
other than by incident.
d) An Incident Report in the event of accidental death on board or when boarding the vessel.
e) An account of wages.
f) An inventory of the personal effects of the deceased (in presence of 2 witness’s)
g) Entry in Articles of Agreement. (Master signs in place of the deceased).
The body should be dealt with in accordance with the Ship Captain's/International Medical Guides and
instructions given by shore doctors. Under certain circumstances the Master will need to request an inquiry
or post mortem as directed by local authorities and/or the Company.
The post mortem report, autopsy report, death certificate or coroner's report should, if not written in
English, be translated by an official translator. A copy of this should be sent to the office as well.
The Company will pay any outstanding wages.
3.8.4 GRIEVANCE PROCEDURE
For the Purpose of this GRIEVANCE PROCEDURE, the DPA’s designee will be the Manager Fleet
Personnel (MFP) who will handle all crew related and grievance matters. Also in case of any
complaints of harassment and bullying, grievance procedure to be followed. If YOU feel you have
suffered harassment or bullying, the company will look into the issue raised.
Examples of harassment include:

 insensitive jokes or inappropriate comments related to a person’s age, sex, race, sexual orientation,
marital status, age, disability, or religion, including comments about their dress, looks, or personal
life.
 deliberately excluding someone because of their age, sex, race, sexual orientation, marital status,
age, disability or religion;
 abusive, threatening, or insulting words and behaviour related to a person’s age, sex, race, sexual
orientation, marital status, age, disability or religion.
 treating someone unfavourably because of their age, sex, race, sexual orientation, marital status,
age, disability, or religion.
In addition, sexual harassment may include:

 unnecessary touching or brushing against another person’s body.
 displaying sexually suggestive or offensive material, e.g. pin-ups;
 requests for sexual favours.
 threat of dismissal, loss of promotion, etc for refusal of sexual favours;
 threatened or actual sexual violence.
Bullying means offensive, intimidating, malicious or insulting behaviour, an abuse or misuse of power
that undermines, humiliates, or intimidates the victim.
Some examples of bullying at work include:
 derogatory remarks, often in front of colleagues.
 setting impossible deadlines or tasks.
 insulting or verbally abusing a colleague.
 blocking promotion, training, or career progression.
 overbearing management or misuse of power or position;
 criticising a colleague in an over-aggressive, inappropriate, or public way.
 undervaluing someone’s effort or contribution.
 intentionally undermining a colleague by overloading and constant criticism.

The following are the guidelines to be observed for addressing any Grievance.
Any seafarer with a grievance, however small and with respect to any matter that is alleged to be a
breach of the seafarer’s rights or MLC, may have it dealt with by bringing the matter to the notice off
the proper authority on board or ashore.
i) First, the complaint should be referred to the seafarer's immediate supervisor.
ii) If the matter cannot be resolved to the mutual satisfaction of both parties, then it should be referred to
the head of department (Chief Engineer or Chief Officer).
iii) If the matter cannot then be resolved to the satisfaction of both parties, it should be referred to the
Master.
iv) The Master will deal with the matter promptly, conducting an investigation or inquiry as appropriate.
Reference should be made to the terms and conditions of employment and advice
sought from the Manager Fleet Personnel if necessary.
The Master should keep a record of any grievance brought to his attention along with any supporting
documentation. Master shall also provide the seafarer with a copy of the said documentation. If this
procedure is conducted ashore in the Company’s Offices the seafarer shall be provided with a copy of
documentation for his records.
If the Master cannot resolve the grievance to the satisfaction of both parties, the matter should be
referred formally to the MFP who will resolve the matter in accordance with the terms and conditions of
employment. Until the time the MFP’s decision is received, the Masters decision shall be binding on all
parties concerned.
All correspondence sent by the seafarer concerned to the MFP should be signed by the Master as seen.
Any seafarer wishing to initiate this procedure can avail of impartial advice from any of the Senior
Officers onboard within his department. EG: if the seafarer is from the Deck or Catering Department he
can seek advice from the Chief Officer and if he is from the Engine department he can seek advice from
either the Chief Engineer or 2nd Engineer. If any of these officers are involved in the Procedure the
seafarer can take advice from the other Senior Officers. Since the Master will be conducting the
procedure onboard a seafarer should avoid using the Master for advice.
The seafarer has the right to be accompanied or represented by a fellow seafarer of his choice at any
such Grievance Procedure hearing being conducted by the Master onboard. If such a procedure is being
conducted ashore the seafarer has the right to be duly accompanied or represented at such a
procedure. Any seafarer who wishes to initiate the above grievance procedure can do so without any
fear reprisals or victimization by the Company.
The seafarer can contact the below authorities as follows:
DPA :
Tel : + 65 9338 0698; Email : [email protected]
MARSHALL ISLANDS
LIBERIA
Contact information of the Office of the Deputy Commissioner of Maritime Affairs, Republic of Liberia:
a) Department in charge: Investigations
b) Telephone number (Office hours): +1 703 790 3434
c) Telephone number (After-office hours): +1 703 963 6216
d) Email address: [email protected]
PANAMA
Point of Contact of the General Directorate of Seafarers:
[email protected] ; [email protected]

Tel. (507) 501-5059 Department of Maritime Labour Affairs
NIS
Contact information of Norwegian Maritime Authority:
Phone + 47 52 74 50 00 / Monday – Friday: 8 am – 3:45 pm (May 15th – September 14th: 8 am – 3 pm)
For Officers – Maritime Union of India – Udyog Bhavan, 4th floor, 29, Walchand Hirachand Marg. Opp.
Grey Gate Ballard Estate, Mumbai - 400 001, INDIA. Email: [email protected]
For Ratings: National Union of Seafarers in India - NUSI Bhavan, 4 GOA, Street Ballard Estate, Mumbai
400 0038, INDIA. Email: [email protected]
Directorate General of Shipping,

9th Floor Beta Building, i-Think Techno Campus,
Kanjurmarg (East), Mumbai – 400042, India
Tel : +91 22 25752040 – 45 / Fax : +91 22 2572029/35
Email : [email protected]
The timeline for initiating the grievance procedure is within five (5) days from the date of the alleged
occurrence of the labor grievance to their immediate superior, HOD, Master or his appointee who shall
have a further five (5) days each to bring about a solution to the matter provided this time is
appropriate to the seriousness of the matter.
If after 20 days there is no conciliation to the seafarer, the seafarer can contact the Flag Administration
(contacts available on the internet) or their designee to Act as mediator to endeavor to find a solution
to the grievance which is satisfactory to both parties.
3.8.5 CREW MAIL
The importance of crew mail is well understood by the Company (the core group of which have all sailed
onboard vessels and fully understand the sentiments of the crew).
The Company will ensure that personnel receive their mail regularly. The master should immediately
distribute mail upon receipt.
Each crew mail packet will carry a consecutive reference number, allocated by the office. The Master
should acknowledge receipt of the mail package via email.
The MFP should be advised immediately by the Master if a mail packet is received out of sequence.
Crew should be aware that mail addressed to them on board should be sent to the Singapore Office, the
full address of which will be posted on the Notice Board in common spaces. For outgoing mail from
seafarers, Master will have a suitable “POST BOX” into which mail can be deposited. Master will ensure
that same is sent out via the Agents at each port.
To help seafarers stay in touch with their families on a regular basis, Company will arrange for a suitable
prepaid card system where seafarers can purchase air time for telephone conversations or send and
receive emails.
3.8.6 FAMILY ACCOMPANIMENT
Spouses and children will be permitted to accompany officers employed on Company managed vessels
provided that the conditions listed in the following guidelines are fully met.
Guidelines For The Master

Any requests for family accompaniment should be referred to the MFP who will authorize the carriage.
The MFP must be informed whenever a family member joins or leaves a vessel.
Adult family members (18+) will not be permitted to sail. Minors will be placed on the articles with the
mother signing on their behalf as their guardian. All minors must be added to the Crew List. No children
under the age of 2 will be permitted to travel.
The Master should ensure that family members are fully conversant with safety instructions and the
relevant officer held personally responsible for ensuring that his family members comply with same
including attendance of safety drills. Master should ensure that the officer signs the Letter of
Indemnity Form (ADM/06).
No extra burden shall be placed on catering staff. All meals must be taken in the officer's messroom; no
room service is permitted and neither is eating in Cabins permitted. Family members are not
permitted to prepare food in the galley. The officer's own accommodation must be kept clean by the
officer's spouse during her stay on board.
Agency expenses for embarking/ debarking family will be deducted at cost from the officer's wage
account at the time of embarkation and also at the time of disembarkation. Such a deduction will not be
made if the officer provides the Master with a letter (signed by an authorized representative of the
ship's agent) confirming that the officer has settled all such expenses directly. Any such confirmation
should in turn be sent to the MFP. Where a member of an officers family is given permission to join the
vessel, the officer concerned must
make arrangements to provide suitable insurance and present proof of cover to the Company.
Any problems concerning family accompaniment should be referred to the relevant MFP.
Supporting Documentation
All relevant documentation (Visas, Letter Of Application For Family Accompaniment/ Indemnity, Medical
Certificates, Insurance cover note) must be arranged by the MO before family members join the vessel.
Expenses for same are for the officers account.
PREGNANCY:
Accompanying family is not permitted to sail on Company vessels if pregnant. If pregnancy is suspected
the person should be referred to a shore doctor at the first opportunity, and, if tests are positive,
immediate repatriation will be arranged.
In the event of a seafarer becoming pregnant during the period of employment, repatriation will be
arranged as soon as reasonably possible.
3.8.7 SHORE LEAVE
The Master is to ensure that his vessel is adequately manned at all times when in port to cope with any
operations including tending moorings and emergency situation, which may arise. Under no
circumstances are the Master and Chief Officer to take shore leave at the same time. The same applies
to the Chief and Second Engineer.
Both the Chief officer and Chief Engineer also cannot take shore leave together (being the SSO &
Alternate SSO).
As a general rule, there should be a minimum of 50% staff for each department onboard at all times.
This need not apply to the catering staff where the Master may permit less than 50% onboard when
allocating shore leave.
All officers/crew must obtain the permission of the Master / Head of Department before going ashore.
The Master may restrict or deny shore leave where he considers there may be a threat to personal
safety, if he considers there may be a risk of desertion or if he has any other reasonable cause.
The duty officer and engineer must be aware of the personnel that are ashore from their respective
departments and a record of personnel ashore is to be maintained.

All officers and crew when ashore are expected to conduct themselves in a respectable and orderly
manner.
Master and seafarers should note that the Company, Owners and P&I are not responsible for defending
seafarers against the consequences of criminal acts committed by them.
3.8.8 LAUNCH SERVICE
The Master shall take a responsible approach in the utilization of launch services for shore-leave and
should always plan and maximize sharing of launch services to avoid wasteful or unnecessary costs.
If a ship is only in port for a short call such as anchoring off for bunkering, shore-leave launches should
not be arranged.
However, if the ship is anchored for a few days waiting orders, then shore leave may be acceptable
providing it is practical and in compliance with local authority regulations.
In such a situation, the Master shall send a request to the MFP for consideration on a case by case basis,
depending on launch availability, estimated costs and ship’s schedule.

SECTION 9 – DRUG AND ALCOHOL POLICY Page Number : 1 of 8
3.9 DRUG AND ALCOHOL POLICY
3.9.1 COMPANY POLICY
THE POLICY OF THE COMPANY IS TO PREVENT THE OPERATION OF SHIPS BY

PERSONS WHO ARE UNDER THE INFLUENCE OF ALCOHOL OR DRUGS.
Neither drugs or alcohol abuse will be tolerated on board.
3.9.2 COMPANY POLICY REGARDING EMPLOYEE ALCOHOL AND DRUG USEAGE

The Company recognizes that alcohol or drug abuse by employees will impair their ability to perform
properly and will have serious adverse effects on the safety, efficiency, and productivity of other
employees and the Company as a whole.
The misuse of legitimate drugs or the use, possession, distribution, or sale of illicit or prescribed
controlled drugs on company vessels is strictly prohibited and is grounds for immediate dismissal.
Possession, use, distribution, or sale of alcoholic beverages on company vessels is subject to specific
restrictions and controls. Spirits are strictly prohibited onboard.
Being unfit for work because of use of drugs or alcohol is strictly prohibited and is grounds for
immediate dismissal.
3.9.3 DRUG AND ALCOHOL TESTING REQUIREMENTS

The Company requires all Officers and Ratings, to submit to alcohol and/or drug testing
1) Prior to engagement by the Company
2) Where cause exists to suspect alcohol or drug abuse (for cause testing) and
3) After any incident involving the ship (e.g., collision, fire, grounding, pollution or any other serious
incident onboard, for cause testing)
4) As part of a regulated programme of unannounced testing. (Minimum of once in 12 months, initiated
from the office by the MRSV Manager)
Refusal to undergo the above (1) prescribed test will result in the seafarer not being considered for
employment and if already onboard and refusal to undergo testing as stated above in (2), (3) & (4) will
result in immediate dismissal.
5) In the event of a positive result in case of either an alcohol or a drug test or a refusal to submit to a drug
alcohol test, the person involved will be subject to the onboard disciplinary procedures and shore
management advised
The Company will also conduct searches for drugs and alcohol on Company operated vessels as part of
Security Related Duties/ Procedures. Pilots and Navigation advisers, office personnel, company guests,
contractors, vendor personnel and other persons onboard Company vessels will be required to comply
with the policy restrictions on use, possession and distribution of alcohol and drugs and provisions
regarding searches. Those who violate the policy will be removed from the vessel and may be denied
future access.
6) Monthly unannounced alcohol test initiated by shore where all crew member must undergo alcohol test
and result of the test to be reported to Office within 2 hours of initiation.
3.9.3.1 Medication
Medication Certain types of medication may contain controlled substances which may give a positive
result during tests. Any seafarer taking any form of medication must be in possession of a valid
prescription issued by a physician and declared to (and approved by) a Company accredited physician.
The crewmember must also advise the Master. It should be noted that medicines containing controlled

substances may be forbidden by certain countries. If a seafarer needs to carry medicine into a country, it
is the seafarer’s responsibility to ensure that the carriage of the medicine is legal. Failure to comply may
result in prosecution and imprisonment. The definition of controlled substances varies from country to
country. A medicine freely available ‘over the counter’ in one country may contain a substance banned
in another country. The ‘Gulf states’ are particularly strict. As an example, codeine widely used in over
the counter medicines is classed as controlled in Dubai, UAE.
3.9.4 ONBOARD TESTING FOR ALCOHOL (ADM/15)

1. All Company vessels will be provided with testing equipment (Alcometer or disposable testing kits) for
carrying out unannounced tests on the complement Testing equipment will be provided on board all
Company vessels. Training will be given on the operation and calibration of the equipment where
necessary. On board calibration checks will be performed in accordance with the manufacturers’
recommendations to maintain test integrity
2. Persons who test positive for alcohol shall be retested 30 minutes after the initial test and the results of
second test shall be final.
3. Unannounced tests may be carried out on any employee at any time.
4. The Master will carry out an unannounced test monthly when initiated by Office for the full
complement or when he is in doubt on whether a crew member is intoxicated or not. This result of the
test to be recorded on form (ADM/15). The Master will in turn be tested either by the Chief Officer or
Chief Engineer. Alternatively, if disposable testing kits are used then Master is to ensure that enough
kits are available onboard.
5. Where there is suspicion that the Master is in contravention with this Policy, the Chief Officer or Chief
Engineer should contact the management office to arrange unannounced testing for the Master. Other
crewmembers who note contravention with this policy should use the Whistleblowing Process. The
Company is to be advised immediately if a seafarer is found to be in contravention to the vessel’s Drug
& Alcohol Policy
6. Drug & Alcohol Testing Kits: The Company places on board each ship kits for the collection of urine
samples for testing. These kits are to be kept in the care of the Master. Replacements are to be ordered
through the purchase order system.
The Company supplies different types of alcohol meters, and these can differ in use, calibration, and
display. The person conducting the alcohol test must be fully conversant with the equipment’s correct
use and the manufacturer’s instructions are to be carefully read. The user must ensure that the
equipment is correctly calibrated before it is used. Where calibration must be carried out ashore, the
vessel must arrange for a substitute unit to be delivered prior to sending the exiting unit ashore.
Adequate supplies of breath tubes and calibration gases must be always kept on board.
Chain of Custody for Urine Samples
Chain of Custody for Urine Samples ‘Chain of Custody’ refers to a system of controls and procedures
that document the progress of a specimen from the point of collection, through the laboratory, to its
disposal after the results have been accepted. An intact Chain of Custody will unequivocally link the
specimen to the donor, and the result to the specimen. The Chain of Custody procedures and the Chain
of Custody form supplied with urine test kits may be required as evidence if the results are challenged.
Any discrepancies or omissions could be used to invalidate the test results.
If you are unable to follow the procedures exactly, keep a record so that, if asked, you can explain the
deviations. If you fail to complete any part of the Chain of Custody form correctly, the question may be
asked, “What else did the Collecting Officer do wrong?”.

Urine specimens for legally defensible drug and alcohol testing need to be collected under
circumstances which respect the dignity of the individual whilst ensuring that the sample is freshly
voided. The procedures must prevent any opportunity for tampering with the specimen, whether by
substitution or dilution. They must also prevent any risk of contamination or confusion.
Key elements of specimen collection include:
Privacy and security of the specimen collection site The ideal conditions are:
 An interview room to which no uninvited person can gain access during the collection period, and which
can be locked in your absence
 Space in this room to complete the paperwork, and bottle and package the specimen
 An adjoining single toilet cubicle that you can observe the donor entering and leaving
 Handwashing facilities outside the toilet cubicle
 A locker or lockable cupboard – some of the donor’s personal items may be left in your safekeeping.
Provision of a locker with a key will lessen your liability in relation to these items. At a minimum have a
security bag or envelopes for small personal items
Preparation of the site T\the ideal conditions are:

Colour the water in the toilet bowl with bluing agent – if the sewage treatment plant on board permits
such chemicals to be used.
If the toilet cistern is accessible, seal it with tamper evident tape
Tape up or disable all taps in the toilet cubicle so that you can see if any attempt has been made to use
them
Remove all cleaning agents and other items from the cubicle, or if fixed (e.g. liquid soap) tape this so
that attempted use can be detected
Check any potential hiding places e.g. pipework for ‘clean urine’ or other adulterants.
Windows should be locked shut
Place a sign on or near the flush instructing the donor not to flush the toilet until the specimen has been
handed to you
Specimen collection kit Never take more than you need for one donor out of your kit store. This will
avoid confusing specimens and paperwork and reduce the opportunity for theft of kit components. The
kit supplied to the vessel may vary but in all cases should be designed to reassure the donor that there is
no risk of contamination:
 The collection cup is sealed with a metal foil cap demonstrating that it is clean and unused
 The Chain of Custody Bag is designed so that the pocket containing the bottles is completely sealed and
leak-proof.
Urine temperature measurement (where included in the kit) It is almost impossible to substitute,
undetected, another specimen within the prescribed temperature range of 32ºC to 38ºC. Where Heat
sensitive temperature strips are included within the kit, the color changes are normally shown in a
blue/green/yellow scale. When the color-change stabilises, after about one minute, the brightest color
indicates the temperature. The colors fade and the strip reverts to black as the urine cools, so the
temperature should be read immediately the sample is handed over.
Bottle seals
 The bottle seals are designed to be tamper-evident.
 The bottle seals CAN BE REMOVED IMMEDIATELY, but in a few minutes they will adhere firmly to the
bottle and will show clear evidence of attempts to remove them. This means you can make sure the
labels are positioned correctly, but this must be done in the presence of the donor.
 Smooth the labels down firmly once they are in position.

 The bottle seals are fragile and need to be removed from their backing paper slowly and with care.
The donor (the individual giving the sample)

The donor voids the sample in private, so you need to be able to provide a defense against suggestions
that he/she had opportunities to dilute, adulterate, or substitute the specimen. Equally, the donor must
give ‘informed’ consent to the tests, and all stages of the collection process must be brought to his/her
attention.
The collecting officer must:

Draw the donor’s attention to all stages in the collection process
Ask the donor to remove outer clothing and leave it with any portable items – these must not be taken
into the cubicle
Ask the donor to empty any pockets of his/her remaining clothing and show you the empty pocket
linings to demonstrate that no substances remain concealed. Do not inspect the possessions; simply ask
the donor to place pocket contents in a bag, or an envelope.
Invite the donor to choose a collection kit, and confirm that it is sealed Instruct the donor not to use the
flush until the specimen has been handed to you Inspect the urine in the bottles and note any unusual
qualities Be alert to any unusual or furtive behavior and record this
The Company subscribes to the policy that the Blood Alcohol Concentration for employees onboard
its ships does not exceed 0.04% by weight i.e. 40mg/100ml at any time and subscribes to the
ExxonMobil D&A Blanket Declaration.
3.9.4.1 ALCOHOL TESTING INITIATED BY SHORE
The Office will send an unannounced message to a ship for alcohol testing of all crew members. The
tests are to be carried out using the onboard alcohol meter. The message will be followed by a phone
call from the office. The vessel is to revert with the results of the test within 2 hours of the receipt of the
message. The message is to mention the time of the test and results of each crew member as well as the
details of the person carrying out the test and the witness present. The tests are to be carried out in a
centralized location such as the Bridge or Ship’s office keeping in mind the dignity of the seafarer being
tested. The results of these tests along with the message from the office shall be carefully maintained
on board. Test results recorded on form (ADM/15).
3.9.4.2 CRITERIA FOR ONBOARD ALCOHOL TESTING FOR SHIP'S PERSONNEL BOARDING/
RETURNING FROM ASHORE (ADM 15A)
The following criteria is applicable for members of the ship's complement and visitors boarding the ship
or returning from shore leave:
 The bridge watch-keeper or cargo watch-keeper is to be informed when any members of the ship's
complement and visitors boarding the ship, by the deck watch maintained at the gangway.
 Details of all members of the ship's complement and visitors are to be entered in the gangway log-
book. The time of boarding and departure must be recorded.
 All members of the ship's complement and visitors are required to report to the bridge watch-keeper
or cargo watch-keeper upon boarding the ship.
 The bridge watch-keeper or cargo watch-keeper has the responsibility and authority to assess the
condition of members of the ship's complement and visitors arriving on the ship, and to initiate the
Alcohol testing procedure and checks for possession of drugs on members of the ship's complement
if it is deemed necessary and appropriate. Similarly, visitors are to be escorted from the ship if it is
deemed necessary and appropriate due their apparent state of behavior.

 As a minimum 10% of the of the complement returning from shore leave are to be randomly tested
for Alcohol consumption using the breath analyzer.
3.9.5 TESTING FOR-CAUSE

1. All personnel may be tested for cause when a violation of the Company drug abuse policy is suspected.
Testing may be initiated by the Master or the Company.
2. For-cause testing, except in an emergency, will be conducted by trained shore personnel.
3. Urine sampling and shipping kits for testing will be placed onboard.
For-Cause Testing will be conducted after a Marine Incident and Serious Marine Incident as defined in
section 8.1 of this manual.
After a Marine Incident or a serious Marine Incident, the Master or the Officer designated by the
COMPANY will carry out a Alcohol check using the vessels Alcometer within 2hours of the Incident.
Within 24hours of the Incident the Master or the Officer designated by the COMPANY will carry out a
collection of URINE SAMPLES using the onboard provided sampling and shipping kits for the
complement.
3.9.6 PROCEDURE GOVERNING THE CONSUMPTION AND SALE OF ALCOHOL ON

COMPANY VESSELS.
Crewmembers onboard Company vessels may at any time be called upon to respond to an emergency
situation and therefore must be prepared at all times to be called to duty. Consistent with this
requirement, all officers and crew must maintain a high level of sobriety and not be impaired at any
time onboard as a result of alcohol consumption.
3.9.6.1 ALCOHOLIC BEVERAGES PERMITTED ONBOARD

Only beer is permitted to be consumed onboard Company vessels subject to restrictions and controls
regarding individual consumption.
Only ordinary strength (maximum 5% ABV) beer is permitted to be carried and consumed onboard
Company vessels subject to restrictions and controls regarding individual consumption. No other
alcoholic beverage is allowed onboard the vessel, whatever the purpose, including for gratuity or gift
purposes. In support of this the following must not be carried onboard:
 Spirits (brandy, whisky, gin, vodka, etc.) liqueurs and wines
 Beer more than 5% Alcohol by Volume (ABV).
 Beer in containers exceeding 375 ml.
3.9.6.1.1 Alcoholic Beverages Issued Onboard

Bulk issue (weekly bond) for personal consumption in cabins is not allowed. The maximum issue of
alcohol to an individual crewmember at a given time shall be a single (1) day allowance or 4 units. Only
beer can be issued.
3.9.6.2 GUIDELINES ON ALCOHOL CONSUMPTION ONBOARD COMPANY VESSELS

All persons onboard must ensure that their Blood Alcohol Concentration (BAC) does not exceed
40mg/100ml or Breath Alcohol Content (BrAC) does not exceed 0.18mg/L. Following conversion table
shows the equivalents for a BAC of 0.04 which can be taken as reference for different type of
Breathalyzers.

BAC - BLOOD Alcohol Concentration Units: Blood Values

Format
Grams of alcohol per one hundred
milliliters of blood % BAC .xxx 0.04
Milligrams of alcohol per one hundred
milliliters of blood mg/100ml xxx 40
Grams of alcohol per one liter of blood
‰ [w/v] x.xx 0.4
Grams of alcohol per one kilogram of
blood ‰ [w/w] x.xx 0.38
Millimoles of alcohol per liter of blood
mmol xx.x 8.7
Blood: Breath Ratio

BrAC - BREATH Alcohol Concentration Units:
Format
Micrograms of alcohol per one litre of
breath µg/L xxxx 175
Micrograms of alcohol per one hundred
milliltres of breath µg/100ml xxx 18
Milligrams of alcohol per one litre of
breath mg/L x.xx 0.18
Grams of alcohol per two hundred and ten
litres of breath g/210L .xxx 0.037
Consumption of alcohol by crew members shall be limited to a maximum of four (4) units per man per
day, subject always to the blood alcohol content limit listed above
The medically recommended maximum weekly intake of alcohol is 21 units for men and 14 units for
women. All seafarers are advised to abide by this guidance in order to promote a healthy lifestyle.
Personnel shall not consume any alcoholic beverages during the four (4) hours immediately preceding
scheduled working duties. When carrying out scheduled duties onboard the vessel, an individual’s blood
alcohol content (BAC) must not exceed 0 mg per 100ml at anytime
All personnel under 18 years of age are not permitted to consume alcohol.
One (1) unit of alcohol is as follows:

ALCOHOL UNIT CONVERSIONS Formula: Quantity in milliliters x strength (ABV) / 1000
e.g. Bottle of Beer: 330ml x 5 (%ABV) / 1000 = 1.65 units
ABV Volume Units

Ordinary Strength Beer or Lager (5%) 33 cl. 1.65
Alcohol has different effects on different people and one person consuming two units may be under the
limit while another may be just over the limit. Therefore the above table must be regarded as a guide
only, and in no way releases personnel from the requirements) above.

Rate of absorption of alcohol varies from person to person.
Any crew member joining the vessel must declare whether he consumes alcohol or not. Beer is
permitted to be issued to only crew member who consumes alcohol
 A maximum of two (2) beer cans (maximum 5% ABV), measuring no more than 375 ml per
can may be issued to an individual in one single day.
 Beer can be issued to an individual only after previously issued cans have been deposited
with the bond handler.
 New against old can be issued (One New can of beer against One empty can of beer)
 Empty beer cans deposited with the bond handler must be crushed
 New beer can must be opened at the time of issuing.
3.9.7 GENERAL RULES AND LIMITATIONS

1) Only alcoholic beverages purchased from the ship's bonded store may be consumed onboard.
2) Any alcohol purchased by or issued to an employee is for his sole use. The sale, exchange or transfer of
alcohol among employees or other persons onboard is prohibited.
3) No alcoholic beverages shall be allowed to be carried onboard from ashore or any other vessel by
crewmembers or any other person.
4) Employees ashore, whilst the vessel is in port, must exercise restraint from excessive alcohol consumption
such that on return to their ship, their blood alcohol concentration will not exceed 0.04%. Any level above
this limit is considered as being impaired.
Port regulations and restrictions apply to persons entering the premises of the port en route back to the
vessel in a state of alcoholic intoxication. All seafarers shall comply with such regulations and restriction
Substance abuse does not only involve alcohol and prescriptive drugs. Cases have occurred where illegal
“homemade” liqueur has been purchased ashore, chemicals carried as cargo (e.g. ethanol) or some cleaning
products have been consumed. This is highly dangerous and frequently leads to death or other serious
internal damage including blindness.
A careful watch should be kept on any signs of a crewmember suspected of solvent abuse such as inhaling
the vapours of adhesives. If this is suspected, then the seafarer is to be reported to the Master who will
report the occurrence to the office for follow-up action.
5) Any crewmember, whether onboard or returning from shore leave, who is found impaired, shall not be
allowed to stand duty. The matter is to be recorded in the official log and reported immediately to the
Office.
6) No officer or rating shall accept relief by a fellow officer or rating when there is reasonable doubt that he is
under the influence of alcohol. When in doubt, the Master or Chief Engineer is to be promptly notified and
if he is found to be impaired, he shall not be allowed to stand duty.
The matter is to be recorded in the official log and reported to the office.
7) If the Master is found impaired, the Chief Officer shall report the matter to the Management Office and,
with its concurrence, he shall take over the command of the vessel until a replacement Master is onboard.
8) Pilots and Navigation advisers, office personnel, Company guests, contractors, vendor personnel and other
persons onboard Company vessels will be required to comply with the policy restrictions on use, possession
and distribution of alcohol and drugs and provisions regarding searches. Those who violate the policy will
be removed from the vessel and may be denied future access. Pilots and navigation advisors on duty shall
not be offered any alcoholic beverages
9) Office personnel visiting or sailing on Company vessels are subject to the same procedures as if they were
employed onboard.

10) During such time as Company vessels are operating within the United States territorial waters (within l2
nautical miles from shore) and in US Gulf lightering sites, all alcohol allowances shall be suspended and
all alcoholic beverages, including those in employee’s possession, shall be properly secured.
11) Company shall co-operate with Flag State, Port State and Coastal State authorities to implement control
measures that prevent abuse of Drug and Alcohol. If such measures are more stringent that the measures
established by the Company in this Chapter, the Company requires adherence to such stringent measures
3.9.8 CONTROL AND MONITORING PROCEDURES

1) ADM 21 A to be updated for Beer issued to individuals and same to be forwarded to office at the end of
every month or when requested by office.
2) These records will be kept onboard for a period of one year.
3) During weekly inspection of personnel quarters, the Master and Chief Engineer shall randomly check the
inventory of alcoholic beverages in the possession of the complement onboard. At no time shall any
individual be in possession of Beer cans than what they are permitted as per this section.
4) During visits by Company Superintendents, the individual purchase records of alcoholic beverages will be
checked for compliance with the procedure.
3.9.9 ALCOHOL AND HEALTH AWARENESS

1) In support of the Company alcohol and drug use policy and in line with Company policies relating to
personnel safety and employee health and welfare, educational material will be available on board each
ship for the use of all employees. The on board ship material will take the form of brochures and will
illustrate the medical and other effects of alcohol and drug abuse.
2) Senior officers will receive training in the management of the onboard alcohol control programme,
including the health and behavioural effects of alcohol abuse.
3) As part of the Company's Alcohol and Drug Abuse Policy, encouragement will be given to the increasing
trend towards the consumption of soft and low alcoholic drinks.
4) The Company recognises that in some instances employees may require assistance to overcome alcohol
problems, and that such a problem may be responsive to treatment.
5) In appropriate cases, in order to give confidential assistance to employees with an alcoholic problem and to
provide them with professional medical advice, the Company will provide appropriate counselling service to
give assistance and advice. Such seafarers will not, however, be permitted to perform any tasks on board
ship involving the navigation or safety of the ship unless and until the Company shall be satisfied on such
medical advice as it may require that the seafarer's alcoholic problem has been overcome.

SECTION 10: VESSEL ACCOUNTS Page Number : 1 of 1
3.10 VESSEL ACCOUNTS
3.10.1 COMPANY VESSEL CASH ACCOUNT (VCA)
The Vessel Cash Account (VCA) (ADM/08) should be used to record the status of monies (received and
used) during the month for the Companies account. This account will be separate from the other set of
accounts the Master has to maintain for the Crew Manning Company.
The Company will ensure that the Master has an amount of USD $5000/ as cash in his safe for
Emergency Purchase of consumable stores/ spares.
3.10.2 WAGES ADMINISTRATION
Master is to follow the guidelines of the MO when administering wages. Master is reminded of the
following Company Ship Management’s policy:
All outstanding wages are to be settled promptly and Master to prepare the portage bill and allotment
sheet for the off signed.
3.10.3 CASH TO MASTER
Master is to make his request for CTM to the MFP.

Should he encounter any difficulties in getting CTM in a timely manner, he should contact the DPA to
sort this matter out for the vessel.
Master is reminded that the ship’s safe is insured for USD $25,000/- only. Consequently, he should
ensure that amounts in excess of this are not normally maintained in the Ship’s Safe.

SECTION 11: ITF/UNION AFFAIRS Page Number : 1 of 1
3.11 ITF/ UNION AFFAIRS
3.11.1 GUIDELINES IN HANDLING
If the vessel is boarded by an ITF Inspector, Master must ask for appropriate identification (all
Inspectors are issued this by ITF London), as there have been cases of people impersonating ITF
Inspectors and attempting to extort money from ships. The Company Vessels will have a Blue Card
which should be shown to the Inspector. If an ITF representative boards the vessel he is to be taken
by the watchman directly to the Master.
The Master is not obliged to/must not divulge information without prior consultation with the office.
The Master is to send a senior officer to communicate the situation to the office
immediately. The Master must not sign anything or verbally agree to any undertaking except to advise
that he will inform the Company.
At all stages, the Master should ensure that a full and accurate record of the events is made and that
the Company is kept fully informed.
As boycotts are legal in some countries, the Master can do very little else but sit out the boycott. A
boycott carries less force and is pursued with less enthusiasm by both
the strikers and the media if the Masters and Officers act calmly and are not antagonistic.
Further, more detailed instructions will be provided by the office to supplement these guidelines when
such a case does occur.

SECTION 12: DRESS CODE Page Number : 1 of 1
3.12 DRESS CODE
3.12.1 INTRODUCTION
All ships staff whilst on board are to wear the Company uniform or working gear during working hours
as is appropriate to each respective rank. It is important that officers and crew are smartly presented at
all times. In particular, when the ship is being inspected/visited by shore personnel, a smartly turned out
crew will emphasize a tight and well organized ship.
No working gear is to be worn in the officer’s and crew’s saloon and smoke rooms.
During pilotage, deck officers must wear their uniform at all times when on the bridge.
3.12.2 OFFICER'S UNIFORM REQUIREMENT
i) Temperate climate
Short/ Long-sleeved white shirt, black or navy-blue trousers, black shoes and, if required for personal
comfort, a double-breasted navy blue jacket or navy blue woolen pullovers.
Insignia of rank to be worn on shoulders of shirt and pullover, and also displayed on jacket sleeves.
ii) Tropical climate
White open-neck short-sleeve shirt, white shorts or trousers, white socks, black shoes. Insignia of rank
to be worn on shoulders.
3.12.3 WORKING GEAR AND PROTECTIVE CLOTHING
i) Officers:
Company pattern white boiler suits, safety shoes and protective clothing and equipment as
appropriate.
ii) Ratings:
Company pattern orange boiler suits or catering staff uniforms, safety shoes and protective clothing and
equipment as appropriate.
All crew members joining Company ships will be supplied with the following at the MO prior joining the
vessel:
i) Officers: 3 sets of Company white overalls and a pair of safety shoes. Note: Officers have to ensure that
they get their own uniform kit.
Ratings (Deck and Engine): 3 sets of Company orange overalls, a pair of safety shoes, cold weather gear
(comprising of: a set of thermal Long Johns, Monkey cap and sweater and 2 pairs of woolen socks).
Catering Staff: Cooks: 2 sets of Cooks apparel, 1 pair of Company overalls, Cooks Apron, Cooks hat and
cold weather gear (comprising of: a set of thermal Long Johns, Monkey cap and sweater and 2 pairs of
woolen socks), a pair of safety shoes. Messman: 2 sets of standard Messman’s apparel (white shirt/
black trousers), 1 pair of Company overalls, Cooks cold weather gear (comprising of: a set of thermal
Long Johns, Monkey cap and sweater and 2 pairs of woolen socks), a pair of safety shoes.
Any additional gear required as per PPE Matrix for particular tasks will be provided onboard the vessels.

CHAPTER 4: VESSEL RELIABILITY AND MAINTENANCE Section Revision Number : 05
CHAPTER 4
VESSEL RELIABILITY AND MAINTENANCE
TABLE OF CONTENTS
4.1 RESPONSIBILITIES
4.1.1 GENERAL 1
4.2 OPERATIONAL DUTIES

4.2.1 CHIEF ENGINEER 1
4.2.2 THE ENGINE DEPARTMENT 1
4.2.3 OPERATION OF UNMANNED MACHINERY SPACES (UMS) 1
4.2.4 PROCEDURE FOR UMS OPERATION 2
4.2.5 BRIDGE CONTROL 3
4.2.6 DUTIES OF THE ENGINEER OFFICER OF THE WATCH 3
4.2.7 HANDING/ TAKING OVER A WATCH 3
4.2.8 VESSEL AT ANCHOR 4
4.2.9 VESSEL IN PORT 4
4.2.10 SUPERINTENDENT'S AUTHORITY 4
4.2.11 WATER LEVELS IN BOILERS AND HEAT EXCHANGERS 5
4.2.12 ALTERATIONS TO MAIN ENGINE SPEED 5
4.2.13 PROCEDURE IN THE EVENT OF MACHINERY DEFECT 5
4.2.14 LUBRICATION OF MACHINERY 5
4.2.15 EXAMINATION OF BILGES 6
4.2.16 FUEL ECONOMY 6
4.2.17 LOG BOOK PARTICULARS 6
4.2.18 OIL RECORD BOOK ENTRIES (ORB – Part 1) 6
4.3 GENERAL INSTRUCTIONS

4.3.1 PLANNED MAINTENANCE SYSTEM (PMS) 1
4.3.2 PREDICTIVE MAINTENANCE 2
4.3.3 EQUIPMENT SERVICING AND REPAIR CONTRACTORS 2
4.3.4 SPARE PARTS, REPAIR AND MAINTENANCE REQUISITION 3
4.3.5 ALTERATIONS 3
4.3.6 IDENTIFICATION OF PIPELINES 3
4.3.7 USE AND INSPECTION OF CRANES, HOISTS AND LIFTING GEAR 3
4.3.8 MACHINERY MAINTENANCE - SAFETY PRECAUTIONS 4
4.3.9 MINIMUM STOCK LEVEL FOR CRITICAL, SPARE PARTS, CONSUMABLES
AND TOOLS 4
4.3.10 CALIBRATION 4
4.3.11 DEFERRAL OF MAINTENANCE JOBS 5
4.3.12 DEFECT REPORTING & FOLLOW UP TILL CLOSE OUT 5
4.3.13 CONTROL OF DAMAGED MATERIAL, EQUIPMENT, MACHINERY 5
4.4 MACHINERY GENERAL

4.4.1 STEERING GEAR 1
4.4.2 EXHAUST SYSTEM UPTAKES-PREVENTION OF SPARKING 2
4.4.3 MAIN AND AUXILIARY MACHINERY OVERSPEED PROTECTION DEVICES 3

4.4.4 MAIN ENGINE BRACING 3

4.4.5 OTHER MACHINERY 3
4.4.6 WINCHES AND WINDLASS 8
4.4.7 DECK STEAM PIPES 9
4.4.8 OPERATION IN COLD WEATHER AND ICE WATERS 9
4.4.9 CRANE AND GANTRY CRANES 10
4.4.10 REFRIGERATION 10
4.4.11 REFRIGERANT GAS LOSSES 11
4.4.12 AIR CONDTIONING/ HEATING 11
4.4.13 MAINTENANCE ON MAIN ENGINE WHILE AT BERTH 11
4.5 BUNKERS AND LUBES

4.5.1 OIL FUEL SYSTEM 1
4.5.2 BUNKERING PROCEDURE 4
4.5.3 HANDLING VLSFOs (0.5% S Max) 13
4.5.4 DE-SLUDGING & CLEANING OF FUEL TANKS 15
4.5.5 LUBRICATING OIL SYSTEMS 15
4.5.6 GUIDELINES FOR BUNKER LINE PRESSURE TEST 16
4.6 ANCILLARY SYTEMS

4.6.1 COOLING WATER SYSTEMS (SALT & FRESH) 1
4.6.2 DOMESTIC FRESH WATER 1
4.6.3 HYDRAULIC SYSTEMS 2
4.6.4 COMPRESSED AIR SYSTEMS 2
4.6.5 BOILER WATER TREATMENT 3
4.7 ELECTRICAL SYSTEMS

4.7.1 GENERAL 1
4.7.2 EMERGENCY GENERATOR 1
4.7.3 DIESEL ALTERNATORS (AUXILLARY ENGINES) OR TURBO ALTERNATOR 2
4.7.4 SHAFT ALTERNATORS 2
4.7.5 BATTERIES 2
4.7.6 INTRINSICALLY SAFE AND EXPLOSION PROOF EQUIPMENT AND MAINTENANCE 2
4.8 CRITICAL EQUIPMENT / SYSTEMS, MAINTENANCE & SPARES

4.8.1 CRITICAL EQUIPMENT / SYSTEMS, MAINTENANCE 1
4.8.2 MINIMUM STOCK LEVEL LISTINGS FOR CRITICAL SPARE PARTS 3
4.8.3 CRITICAL MEASURING & TESTING INSTRUMENTS 3
4.8.4 FAILURE OF CRITICAL EQUIPMENT / SYSTEM PROCEDURE 4
4.9 DRYDOCKING AND MAJOR REPAIRS

4.9.1 GENERAL 1
4.9.2 PLANNING & PRE-AWARD PHASE 1
4.9.3 SAFETY 2
4.9.4 DAILY PROGRESS REPORT 2
4.9.5 COMPLETION 3
4.10 NEWBUILDING
4.10.1 GENERAL 1
4.10.2 ARRIVAL AT SITE 2

4.10.3 DURING AND POST SEA TRIAL 3

4.10.3.1 DURING SEA TRIAL 3
4.10.3.2 POST SEA TRIAL 3
4.10.4 PRIOR TO HANDOVER/SAILING 3
4.10.5 DURING THE GUARANTEE PERIOD 4
4.11 RIDING SQUAD AND TECHNICIANS

4.11.1 RIDING SQUADS 1
4.11.2 SERVICE TECHNICIANS 2
4.11.3 WORK AND TIME SHEETS 2
4.12 PURCHASING
4.12.1 REQUISITION FORM FOR STORES/SPARES, REPAIRS AND LANDED
MATERIALS 1
4.12.2 SPARES/STORES 1
4.12.3 SHIP REQUISITION FORM 1
4.12.4 RECONDITIONING OF PARTS 2
4.12.5 LANDED MATERIAL 2
4.12.6 LOCAL PURCHASE OF STORES/SPARES 3
4.12.7 RECEIPT OF SPARES/STORES OR SERVICES 3
4.12.8 EFFICIENT PURCHASING 3
4.12.9 ACCOUNT CODES FOR PURCHASING 3
TECHNICAL FORMS FOR THIS CHAPTER

TEC FORM NO. FORM NAME
01 LUBRICANT REPORT
02 GAS BOTTLE INVENTORY REPORT
03 SPARES CONSUMPTION REPORT
04 MARPOL REPORT
05 RUNNING HOURS OF MAJOR COMPONENTS
06A, 06B, 06C MAIN ENGINE PERFORMANCE REPORT
07 AUX. ENGINE PERFORMANCE REPORT
08 MAIN ENGINE PISTON OVERHAUL REPORT
09 MAIN ENGINE EXHAUST VALVE OVERHAUL REPORT
10 MAIN ENGINE CRANK SHAFT DEFLECTION REPORT
11A, 11B MAIN ENGINE SCAVENGE INSPECTION REPORT

SECTION 1 – RESPONSIBILITIES Page Number : 1 of 1
4.1.1 GENERAL
The Master and Chief Engineer may reallocate duties and responsibilities in accordance with the type
of ship and/or different manning scales provided that the requirements of the Company relating to
operational and safety standards and practices are met in full. When duties are reallocated, the Chief
Engineer is to ensure that all duties and responsibilities have been covered, and that the Technical
department is advised in writing.

SECTION 2 – OPERATIONAL DUTIES Page Number : 1 of 7
4.2 OPERATIONAL DUTIES
4.2.1 CHIEF ENGINEER
Refer to Chapter 3, section 3.2.2 under Chief Engineer Job description.
4.2.2 THE ENGINE DEPARTMENT
The Engine Department, under the supervision of the Chief Engineer, is responsible for:
 The safe and efficient operation of all machinery and plant and all instrumentation controls associated
with such equipment.
 The maintenance and cleanliness of all machinery and machinery spaces and all compartments which
are used for the storage of tools, spare gear, engine stores, fuel, boiler feed water and lubricating oil
required for the operation of the machinery. The surface maintenance of the compartments may be
carried out in conjunction, (if felt necessary and agreed by the Ship's Management Committee), with the
Deck Department under Engine Department supervision.
 The sounding and recording of the contents of all double bottom spaces, including bilge tanks, bilge oil
tanks and void spaces, and all compartments throughout the ship designed for thestorage of fuel, boiler
feed water and lubricating oils used for the operation of machinery.
 Domestic fresh water is the responsibility of the Deck Department, however it is also to be included in
the routine recording as a cross check of evaporator flow meters, and for the satisfactory operation of
the domestic fresh water plant.
 The operation, maintenance and testing of equipment or components associated with access to
machinery spaces and compartments as described above.
 The operation, maintenance and proving of all ship side valves and fittings, irrespective of the purpose
for which they are used.
 The operation, maintenance and testing of all safety equipment associated with the machinery and
plant, and the compartments as described above.
 The bunkering and receipt of fuels and lubricants.
 Training, as per the Company requirements or program.
 The regular testing and treatment of Engine Cooling water and Auxiliary Boiler water
4.2.3 OPERATION OF UNMANNED MACHINERY SPACES (UMS)
On any ship certified for unmanned operation the maximum usage of the facility should be made
whilst at sea.
On any ship certified for unmanned operation the machinery spaces are to be manned for a minimum of 8 hours within
any 24-hour period. Intervals between UMS ROUNDS shall not exceed 8 hrs. LIKEWISE INTERVAL BETWEEN GOING
UNMANNED AND FIRST UMS ROUND AND BETWEEN LAST UMS ROUND AND GOING MANNED SHALL UNDER
NO CIRCUMSTANCES EXCEED 8hrs. No vessel is to operate with the machinery spaces unmanned in the
following circumstances:
 During preparation for departure.
 During manoeuvring / standby operation. During cargo loading and discharge operations.
 At sea or at anchor when the Master or the Chief Engineer requires the Engine Room to be manned due
to adverse weather, traffic etc.

 When the cargo handling plant places a high and variable load on the electrical or steam generating
plant
 When port regulations prohibit any unmanned engine room.
 With any fire, major alarm, or safety system inoperative.
 If any propulsion equipment back up provision is inoperative.
 With any major control or communication system inoperative.
 If the bridge console is inoperative.
 Before the Chief Engineers specific instructions for operating in the unmanned condition have been
complied with.
The term "Duty Engineer" refers to the Engineer Officer of the watch for the duty period appointed by
the Chief Engineer.
The "Duty Engineer" has the full authority for the safe and economical operation of the propulsion and
auxiliary machinery plant.
Under normal full speed passage conditions the Chief Engineer is to designate the unmanned period of
operation which is to be posted on the Bridge and in the Engine Room/Control Room.
4.2.4 PROCEDURE FOR UMS OPERATION.
The Chief Engineers specific instructions will vary according to the ship, and machinery type however,
will typically be as follows:
PRIOR TO ENGINE ROOM UNMANNED PERIOD
Ensure that all day service tanks for fuel, cylinder oil and header tanks for cooling water, lubricating oil,
etc. are full.
An inspection of all active and operational machinery and systems in all the machinery spaces,
particularly for fuel and lubricating oil leakage, is to be carried out and the Unmanned Machinery Space
Checklist completed. (TEC/28)
Check that all bilges and save all are empty.
Check that all flammable liquids are in sealed canisters.
Check that all oil spills etc. have been cleaned up.
Check that all waste, rags and other cleaning materials are stowed away.
Check that all Engine Room gear, spare parts etc. are properly secured.
Check that all machinery and fire alarms are active.
DURING THE ENGINE ROOM UNMANNED PERIOD

The “Duty Engineer” must not enter the machinery spaces alone, unless his safety is confirmed to the
Bridge at 15-minute intervals. If confirmation to the Bridge is not received within the 15-minute period
then the Officer on Watch on the Bridge must first attempt to contact the Duty Engineer, if
unsuccessful must call for another Engineer or officers to attend. The Duty Engineer must also report to
the Bridge when he is leaving the Machinery Spaces. In the case of an alarm, the Duty Engineer Officer
must verify the cause of the alarm, and take necessary measures to rectify the cause. If necessary, he is
to call another Engineer Officer.
In the case of fire, flooding, serious machinery or electrical generation malfunction or similar threat to
safety, the Duty Engineer Officer must call the Bridge and the Chief Engineer.
Two full log entries of the engine room machinery parameters are to be made during the 8-hr. manned
period, and one log entry for the unmanned period. In addition, the Unmanned Machinery Space check
list to be completed, prior engine room is unmanned. The Chief Engineer is to issue standing instructions
specific to the vessel detailing the operation of the machinery during the unmanned period. Means are
to be adopted to ensure that entry into unmanned machinery spaces outside normal working hours is
restricted to the Duty Engineer and any other persons as authorized by the Chief Engineer.

4.2.5 BRIDGE CONTROL
On ships equipped for Bridge Control of Main Engines, this facility is to be used as the normal method of
control. Local control is only to be used in circumstances deemed as prudent by the Chief Engineer. The
Chief Engineer is to ensure that despite the use of Bridge Control, all Engineering staff are familiar with
and practiced in, local and emergency control of the main Engine which is to be tested and logged at
three monthly intervals.
4.2.6 DUTIES OF THE ENGINEER OFFICER OF THE WATCH
The following duties and instructions are to be complied with:

a) Chief Engineer’s Standing Orders
The Chief Engineer issues standing orders so that in his absence from the Engineer Room the
Engineer Officers of the Watch are in no doubt as to their responsibilities or the actions required.
Chief Engineers standing orders are always to be posted in the Engine Control Room.
b) General Duties
 The Engineer Officer in charge of the Watch primary responsibility is the safe and efficient operation of
the machinery affecting the safe operation of the ship. He must ensure that bridge orders relating to
changes in speed or direction of propeller thrust are immediately implemented.
 The Engineer Officer in charge of the Watch must also ensure that adequate tours of the engine room
and steering gear spaces are made for observing and reporting equipment malfunctions or breakdowns.
 The Engineer Officer in charge of the Watch is responsible for machinery space operations
 despite the presence of the Chief Engineer in the machinery spaces unless the Chief Engineer informs
him specifically that he has assumed that responsibility.
c) Bridge Notification
In the case of fire, flooding, serious machinery or electrical generation malfunction or similar threat to
safety, the Engineer Officer of the Watch must call the Bridge and the Chief Engineer.
 This notification, where possible, should be accomplished before changes are made, to give the bridge
maximum available time to take whatever actions are possible, to avoid a potential marine casualty.
d) Navigation in Restricted Visibility and Other Dangerous Situations

The Engineer Officer in charge of the watch must start and connect a standby generator/ alternator to
the main switchboard so that adequate reserve power is available even if one generator/alternator fails.
He must ensure permanent air pressure for fog and other sound signals, and must be ready to respond
to any bridge orders.
e) Calling the Chief Engineer

The Engineer Officer in charge of the watch must take immediate action for the safety of the ship,
machinery and crew where circumstances so require. The Engineer Officer while in charge of a watch,
must not be assigned, or undertake any task or duty which could interfere with his supervisory duty in
respect of the ship’s machinery system.
4.2.7 HANDING/ TAKING OVER A WATCH
The Watch Engineer in charge of the watch must not hand over the watch to the relieving watch
Engineer if he has reason to believe that the latter is obviously not capable of carrying out his duties

effectively, in which case he must notify the Chief Engineer immediately. Ship Specific Checklist TEC 28
to be used for taking over watch and an entry to be made in the log book.
The Relieving Engineer must be informed by the relieved Engineer about:
Standing Orders and special instructions of the Chief Engineer relating to the operation of the ship’s
systems and machinery.
Work being performed on machinery and systems and potential hazards.
The relieving Engineer of the Watch must ensure that the members of his watch are fully capable of
performing their duties.
Before taking charge of the watch, the relieving engineer must satisfy himself that he is aware of the
status and of any problems relating to the following operational plant:
 The Electrical generating plant and distribution system
 The Main Propulsion Plant
 The Steam Generating Plant
 The Steering Gear
 The Cargo related plant as applicable
 The Ballasting System
 Ancillary Machinery
 Accommodation and Hotel plant as applicable
 Safety Systems
4.2.8 VESSEL AT ANCHOR
In manned Engine Room type vessels, watches are to be maintained while the vessel is lying at anchor.
In unmanned Engine Room notation vessels, the engine room may be unmanned at anchor, subject
to agreement with the Master.
4.2.9 VESSEL IN PORT
When the vessel is in port, the Chief Engineer must ensure that there is always 50% of the
certificated Engineers are on board. Whenever boilers are steaming, or any machinery is in
operation, a responsible Engineer must be on duty in the machinery spaces. In ships with unmanned
certification, there may be occasions when unmanned operation is feasible. If cargo or ballast
pumps or inert gas fans or such cargo equipment that would cause fluctuating loads on the vessels
power generating plant are not in use, and provided that local port regulations allow, such
unmanned operation is permissible. In these circumstances, it is essential that the wheelhouse, the
emergency generator room and any other compartment containing fire detection system panels are
kept unlocked so that rapid location of a fire zone is possible. However, if these compartments are
to be kept locked due to Port Regulations (I.S.P.S. code) keys to all locked compartments must be
available to the duty engineer always.
At all times, at least 50% of the Engine ratings must be available on board to meet operational
requirements.
4.2.10 SUPERINTENDENT'S AUTHORITY

Irrespective of the presence on board of a shore-based Company Superintendent or representative, the

responsibility and authority of ship's officers to manage and supervise shipboard operations remains
unaffected.
A Company Superintendent may for any reason define the priority of any task or the way in which it is
to be undertaken. It is the duty of the Master and Chief Engineer to co-operate fully with the
Superintendent but to ensure that any operational or technical difficulties envisaged are drawn to his
attention prior to the commencement of the task. The Master and Chief Engineer must not permit the
commencement of any task which, in their opinion, adversely affects the safety of the ship, passengers,
or crew, or contravenes any applicable regulations.
In the event of any such problems arising it is to be resolved immediately by discussion between the
officer concerned and the Company Superintendent.
4.2.11 WATER LEVELS IN BOILERS AND HEAT EXCHANGERS
The Engineer of the Watch is to keep water levels in boilers, heat exchangers and all steam generating
units under frequent observation; he is to cross check local and remote level indicators from time to
time to ensure they are all correct. Where there is any doubt concerning a water level, he is to blow
down the gauge glasses or, in the case of a remote level alarm or indicator, the instrument sensing
lines.
Under no circumstances is he to rely solely upon the water levels shown in remote level indicators.
Where he experiences difficulty, for any reason in maintaining boiler water levels within prescribed safe
working limits, the Engineer of the Watch must take immediate remedial action to safeguard the boiler,
and must also inform the Chief Engineer.
4.2.12 ALTERATIONS TO MAIN ENGINE SPEED
Except to obey the Engine Room telegraph and/or to avert machinery damage, the Engineer of the
Watch must never alter the speed of the Main Engine on his own initiative.
If at any time a condition develops in the Engine Room which may necessitate slowing or stopping
the Main Engine, he is to inform the Bridge Officer of the watch and Chief Engineer immediately.
Except in the case of an emergency, he is to ask the Bridge Officer of the Watch for permission,
before any speed reduction is made, as the safety of the ship is the first consideration.
However, in circumstances beyond his control when the engine must be stopped
immediately, he is to take the following action:
1. RING "STOP" ON THE ENGINE ROOM/BRIDGE TELEGRAPH:
2. STOP THE ENGINE:
3. SOUND THE ENGINEER'S ALARM:
In the event of an automatic shutdown or slowdown of the Main Engine the use of the emergency
override button, for the continued use of the Main Engine in an alarm condition, is at the discretionary
control of the Master, where he must consider the consequences of the overall safety of the ship, say in
a collision, in terms of loss of life, against the continued use and possible explosion etc. of the Main
Engine and resultant loss of life.
4.2.13 PROCEDURE IN THE EVENT OF MACHINERY DEFECT
At the first indication of breakdown or any other defect of the machinery or boilers, the Engineer
Officer of the Watch is to take the necessary action to prevent damage, and to inform the Chief Engineer
as soon as possible.
4.2.14 LUBRICATION OF MACHINERY

The Engineer Officer of the Watch must ensure that the lubricating oil supply to the various items of
machinery is kept under observation and must take suitable precautions to avoid leakage/losses. He must
also ensure that only oils/greases as recommended for specific duties are used.
4.2.15 EXAMINATION OF BILGES
The Engineer Officer of the Watch must ensure that the bilges are examined regularly and that oil leaks
and spillages are stopped and contained where possible. It is essential that ingress of water or oil in any
form is kept to an absolute minimum. He must report any excess or abnormal leakage of oil or water to
the Chief Engineer without delay. Every effort should be made to determine the source of leakage, by
sampling if necessary.
He is to ensure that bilges are pumped out regularly using the oily water separator. It is imperative that
oily water separator is maintained properly as per Chapter 4.4.5 and under NO CIRCUMSTANCES can
this equipment be bypassed, unless as stated below.
In the event of serious flooding, he is to take the following action:
 Ring the engineer officer’s alarm
 Take immediate remedial action to contain flow from whatever source, and by the most effective
means available.
 In a flooding emergency, the safety of the vessel becomes the overriding consideration, oil pollution
regulations may be ignored.
He must not rely on bilge high level alarms as a substitute for the manual checking of bilge levels. The
Emergency bilge suction valve should be clearly marked and tried out on a regular basis.
4.2.16 FUEL ECONOMY
The Engineer Officer of the Watch must pay attention to the economical use of fuel.
He is to give the strictest attention to the instructions regarding the correct combustion in both diesel
engines and boilers.
He is to ensure that any auxiliary machinery which may not actually be required is shut down.
4.2.17 LOG BOOK PARTICULARS
Before being relieved, the Engineer Officer of the Watch is to ensure that all particulars in the Engine
Room Log Book relating to his watch has been accurately recorded. It is essential that he record when
Critical Operations have been carried out using the Checklist Reference Number, casualties, deviations
or any casualty or unusual event, or deviations from normal operating parameters under the "Remarks"
section. Scrupulous accuracy is essential in making log book entries, Movement Books and other
records.
Errors/alterations should be made by a single line through the mistake and the correct entry being
made and initialed.
4.2.18 OIL RECORD BOOK ENTRIES (ORB – Part 1)
The Chief Engineer will be in charge of maintaining the ORB-1 and will be the one who makes the
entries into the Oil Record Book. However, each entry will be signed by Chief Engineer along with the

Engineer on Watch who has performed the particular operation which requires an entry in the ORB-1.
Master is to sign the end of each page of the ORB-1 after reviewing the entries therein.

SECTION 3 – GENERAL INSTRUCTIONS Page Number : 1 of 6
4.3 GENERAL INSTRUCTIONS
4.3.1 PLANNED MAINTENANCE SYSTEM (PMS)
An Electronic Planned Maintenance system (PMS – Company’s ERP) is to be established on each vessel.
The PMS is to be specifically adapted to the requirements of the vessel depending on type, age and
trading pattern and maintained in the English language.
The objective of the system is to prevent machinery / equipment / structural failure and to maintain a
reliable vessel as per the Company maintenance policy.
The PMS is designed to meet with:
 ISM & Classification society requirements
 Manufacturers recommended overhaul periods
 Known main machinery running hours and experience factor
 Flag State Survey & specific trade requirements
 Company maintenance scheduling, reporting & recording requirements
NOTE: AS THE COMPANY FLEET COMPRISES OF TANKERS, VESSELS ARE SUBJECTED TO A SERIES OF OIL/
CHEMICAL COMPANY INSPECTIONS UNDER THE OCIMF SIRE/ CDI SYSTEM. RECORDS OF DAILY, WEEKLY
AND PRE-ARRIVAL CHECKS ARE REQUESTED TO BE SIGHTED IN HARDCOPY BY INSPECTORS. HENCE NOT
ALL OF THESE ROUTINES ARE ENTERED IN THE PMS SOFTWARE AS THIS MEANS UN-NECESSARY
DUPLICATION AND ADDITIONAL WORK-LOAD FOR FLOATING STAFF. SUCH RECORDS AS ARE REQUIRED TO
COMPLY WITH THE OCIMF VIQ (LATEST REVISION) WHICH ARE NOT OF CRITICAL EQUIPMENT OR CRITICAL
MAINTENANCES AND NOT A REQUIREMENT FOR THE ABOVE LISTED CRITERIA OF PMS, ARE TO BE
MAINTAINED IN HARDCOPY AND NOT ENTERED IN THE PMS TO AVOID A DUPLICATION OF TASK.
The following elements are included in the PMS:

 5-year inspection schedule based on class survey requirements
 Annual maintenance plan based on survey requirements and scheduled maintenance as required by
equipment manufacturers, in the engine, deck and other departments.
 Maintenance of electrical equipment including insulation testing of all motors and cabling.
 Provision for accurate record keeping of maintenance carried out together with all necessary condition
and calibration reports, running hours, test readings, etc.
 Record of spare parts and stores used and parts inventory.
 Identification and inventory of critical spare parts.
 Monthly feedback to Technical Department of inspections and maintenance carried out.
 Regular testing of all alarm and machinery safety devices such as over speed trips, low oil pressure
slow/shutdowns, high temperature shut downs, etc.
 Routine testing/inspection of all life saving equipment.
 Maintenance of test equipment with intervals for calibration. (i.e. manometers, thermometers, gas
detection equipment, Alco-meters, etc.).
 Maintenance and regular testing of the fire alarm system.
 Record of detailed Repair Specifications.
 The maintenance of the vessel and the upkeep of the PMS records is the responsibility of the Shipboard
Management Team, in co-operation with the Technical superintendent

 Maintenance and inspection of tanks and void spaces. The frequency and extent of inspection will be
based on the outcome of tank inspection report. When a tank space is observed have a rating fair and
below
 Pitting is more than 1/3 of original plate thickness
 Corrosion with hard rust scale is at or more than 10 % of the area
 Breakdown of coating or rust penetration is >10 %but < 20% of the area
 Damage to tank structure and fitting
Office must be notified for further assessment of inspection schedule and extent of inspection and
followed up with an upgrade plan for the tank/s in question.
The Technical Superintendent is to check that the PMS schedule adequately covers the maintenance
requirement of the full vessel and shall ensure that any inadequately covered items are incorporated into
the system. The effectiveness of the PMS is to be checked as part of the Routine Inspection visit, discussed
with the Shipboard Management Team (SMT) and changes made to overcome any deficiencies.
4.3.2 PREDICTIVE MAINTENANCE
Though our endeavor is to ensure that all equipment PMS is considered, it has been our experience that
despite such maintenance, equipment have failed at CRITICAL TIMES. To address this issue, the Company is
initiating a Predictive Maintenance Scheme for some machinery like Main Engine and Cargo Pumps.
Depending on analysis of this system, later, the Company would then include more machinery as
practicable. We also encourage Chief Engineers onboard to use various data to predict any flaw in the
system/ machinery and to bring it to the notice of the office for further investigation and action.
4.3.3 EQUIPMENT SERVICING AND REPAIR CONTRACTORS
Equipment servicing, or repair contractors are normally employed by the Technical Department in the
repair and/or maintenance of specialist equipment. They may be employed to assist ship's staff to carry
out routine maintenance where in the opinion of the Technical Superintendent the work is out of the
capability of the ship’s staff.
Based on a defined request from the Master, the Technical Superintendent is to arrange for the
attendance of the Service contractor in consultation with the Master and Chief Engineer and is to
monitor the performance of the contractor or delegate such responsibility to the Chief Engineer.
Where the services of the Port Agent are required, the Master must advise the Technica l
Superintendent and the commercial operator. Shore personnel are unlikely to be familiar with the
ships layout, hazards, operations, so they require close supervision. The Master, Chief Engineer, Chief
Officer must ensure:
1. Ship Board Safety familiarization (refer Form SAF01) is carried out as early as possible.
2. Scope of work, including any hazards, and precautions to be taken is discussed and understood.
3. No job is to commence until Risk assessment has been done and an appropriate work permit (if
applicable) issued.
4. Appropriate PPE is worn always. This shall include, but not be restricted to head, foot, eye and hearing
protection, gloves, overalls and where deemed necessary, specialized/ insulated clothing.
5. There is always ship staff supervising the work.
6. They are made aware that the use of Mobile phones, Cameras, Non-intrinsically safe equipment is
restricted.
7. That Company has an Environmental Policy. They must be made aware of the requirements. This includes
strict garbage handling, segregation and disposal procedures. Disposing of any item overboard is
prohibited. Garbage is to be disposed only in the assigned bins.

8. Movement on board is restricted to assigned work areas and common spaces. Entry to other areas
require the permission of the Duty Officer, Duty Engineer or Master.
Based on the scope of repairs, a Technical or Marine Supt may be assigned to sail and supervise the
repairs. Notwithstanding the presence of the Supt, the Master remains responsible for the safety of the
vessel during the repair period. The Master is responsible for expediting the repairs and reporting the
outcome to office.
4.3.4 SPARE PARTS, REPAIR AND MAINTENANCE REQUISTION
The spare part system shall be organised to ensure a safe, number of spare parts are in stock on board,
and that additional spares may be provided within reasonable time limits.
The stock of spare parts shall be kept at a suitable level to ensure safe and efficient operation of the
vessel based on experience of the equipment and machinery.
The stock of spare parts shall also be based on the following taking the vessel's trading pattern into
account:
• Run hours.
• Planned maintenance activity.
• Consequence of missing parts.
• Makers' and Class' recommendations.
• Availability and time of delivery/shipment.
• Vessel’s trade.
• Dual installation / exchangeability of components.
• Critical nature of the equipment
• Consequence of failure.
Based on the above guidelines, the required stock of spare parts shall be planned and budgeted yearly in
co-operation with the Superintendent, and continuously reassessed based on actual consumption.
Each vessel should maintain a complete spares inventory list including minimum stock of spares required
if any.
Vessel to raise a requisition (with fullest details possible) for spare parts and repairs in the company’s ERP.
The Technical Superintendent will process the order using the purchasing module. The order will be
discussed with the vessel should any clarification be required.
Orders for Drydocking and Major Repairs are to be processed by the office in accordance with
relevant CMS procedure. Guarantee defects must be handled in the procedure agreed with the individual
contractor case by case. Upon completion of the repair, the SMT will check and comment on the
contractor’s work done certificate and Master must report the outcome to the office. If it is not possible
to create requisitions in the Company’s ERP, the vessel can use an alternate means to raise requisition by
filling in and submitting the requisition form (TEC/37) to the office.
4.3.5 ALTERATIONS
No structural design alterations or material changes are to be made to the ship, machinery, fittings or
systems without the sanction of the Company. This does not preclude emergency measures necessary for
the safe and efficient operation of the ship, but details of such temporary measures must be forwarded to
the Company at the earliest opportunity. In all cases the Management of Change process shall be
complied with,

4.3.6 IDENTIFICATION FOR PIPELINES, VALVES
All pipeline systems in machinery spaces are to be clearly identified by STENCILING in accordance with
their functions.
4.3.7 USE AND INSPECTION OF CRANES, HOISTS AND LIFTING GEAR
All lifting appliances, including slings and strops, are to be clearly marked with their Safe Working Load
(SWL). The S.W.L. is not to be exceeded in service. All lifting appliances are to be inspected prior to use and
are to be used and maintained in a safe and efficient condition. Attention to be paid to stowage of nylon
strops such that they do not come in contact with any chemicals. All loose gear, i.e. slings, strops, chain
blocks, shackles, etc. on board are to be tested and for their safe working load every 30-month intervals
using a dynamometer and data recorded in the PMS system. Close attention is to be paid to statutory
survey and proof testing requirements and no lifting equipment subject to certification requirements is to
be used unless a valid certificate is available.
4.3.8 MACHINERY MAINTENANCE - SAFETY PRECAUTIONS
Prior to commencing a maintenance task on any piece of plant or machinery, other than routine tasks
normally undertaken while the machinery is in motion, the responsible Engineer is to ensure that the
machine has been isolated from its power supply and cannot be inadvertently restarted.
Appropriate cautionary notices are to be attached to the isolating device. The responsible Engineer must
also ensure that temperatures and pressures in the machine and associated pipework has been reduced
to safe levels prior to commencement of work.
It is particularly important to ensure that machinery capable of being remotely or automatically started
has been positively isolated prior to commencement of maintenance.
This is of particular importance with regard to main and auxiliary engines starting, turning gear
arrangements, radar, hatch cover and machinery maintenance etc. where inadvertent operation of
controls whilst under maintenance may cause an incident.
Notices are to be placed at the appropriate stop valves, local actuators and circuit breakers. A senior
officer must ensure that other ship’s staff and/or shore staff onboard are appropriately and adequately
fore-warned about the works. Adequate supervision must be arranged according to the criticality.
4.3.9 MINIMUM STOCK LEVEL FOR CRITICAL, SPARE PARTS, CONSUMABLES AND TOOLS
The Company minimum stock levels for the critical items are listed in Chapter4, Section 4.8.
It is the responsibility of the Chief Engineer to maintain these minimum stock levels and to ensure as is
appropriate the necessary requisitions.
Deficiencies are to be brought to the attention of the Master and the Technical department of the
Company.
Record of Gas Bottles form (TEC/02) are to be maintained monthly. Chemicals are to be carefully stowed
in the Chemical Locker and not scattered around. Suitable PPE and MSDS from makers are to be readily
available in the Chemical store to ensure that personnel handling same are suitably protected and aware
of the dangers of handling chemicals.
The Fixed Gas Installation for gas cutting (oxygen/ acetylene) is to be in a secure and protected location.
The Oxygen and Acetylene bottles are to be stowed separately and the safety devices recommended by
the manufacturers are to be maintained in good operational condition always. A permanent notice
“ENSURE THAT GAS BOTTLES ARE SHUT, AND THE PRESSURE IS DRAINED TO ZERO AFTER USE” should be
prominently posted at the remote outlet in the Engine Room workshop to ensure that personnel using

the system do not forget to isolate and drain the pressure from the fixed piping leading from the storage
cabinets to the remote outlet.
4.3.10 CALIBRATION
Equipment used for critical shipboard activities must be maintained according to manufacturer’s
instructions and be properly calibrated where appropriate. Failure to calibrate or incorrect calibration will
result in possible miscalculation, wrong evaluation or unsafe operations that may lead to a serious
incident or injury.
Measurements and records made by shipboard staff are only of value if the equipment or instrumentation
is functioning within the tolerances set by the manufacturer or a regulatory body. The Master and Chief
Engineer are responsible for identifying the equipment and instrumentation for which calibration is
required to ensure safe and efficient operation. They are also responsible for ensuring that calibration is
carried out by responsible persons on board in accordance with the maker’s instructions and any specific
flag, international or classification society rules.
For cargo gauges and transmitters form (TEC/32) is to be used.
If calibration is unsuccessful, the Master must inform the office giving full information about the problem.
The office will then give suitable advice with respect to type of instrument, error noted or arrange suitable
servicing ashore.
Each instrument that requires calibration must be clearly marked with a unique reference number
together with (if the instrument does not have a self-test function) the date of the last calibration and the
next due date.
4.3.11 DEFERRAL OF MAINTENANCE JOBS
Deferring scheduled Maintenance jobs will be considered only in exceptional circumstances and with
proper justification.
Typical circumstances could be
- Inability to connect spares due to long lead time for readiness of parts
- Vessel trading pattern making it difficult to freight spares to vessel.
- Unavailability of equipment / component due to Operational requirements. Example: WBT routine
inspection not possible on a long Ballast leg.
- Equipment not in active use for prolonged periods due to trading pattern. In such cases, period-based
maintenance could be deferred, instead of just renewing good parts.
- Sometimes maintenance is done during Annual Class Surveys which has a window of +/- 3 months. Job
with a 1 year schedule may require postponement to align with the actual date of next Annual survey
Technical Superintendent will review the request and if all possibilities are exhausted, them he may
authorize a deferral for a Non-Critical Job. For a Critical Job, approval is to be done in consultation with the
Technical Manager and the MRSV Manager and must include an RA. This process will be captured in the
Company’s ERP. Once approval has been obtained, only then can the job be deferred.
Maintenance based on Running hours – this is applicable to important equipment, which is in constant
use, typically Main Engine, Aux Engines, Purifiers, Air Compressors, N2 plant etc.
Any postponement on such equipment should be in consultation with the Technical Manager. Makers
sometimes provide a time range for a job, typically to be done between 12,000 to 14,000 hours, otherwise
there is guidance given for extending the job in the Manual or Service letters – on a Main Engine piston
this could be basis Scavenge inspection and Engine performance. Supt should always consult Makers,
where guidance is not clear.

Request for deferral should mention all details, including communication with Makers. Depending on the
criticality of the job, an RA may be required. Deferment should be kept to a minimum period, as a general
rule, not exceeding about 750 hours.
PMS jobs can be extended by Superintendent for a period of 1 month. Further extension can be done only
with approval of CTO. After such second extension, the job will be appearing as overdue and will be
escalated to the Management. This will be further discussed by the Sr. Management and will be addressed
as appropriate.
4.3.12 DEFECT REPORTING & FOLLOW UP TILL CLOSE OUT
Any defects from 3rd party inspections like Oil Major Vetting, PSC, Flag and External Audits are captured
under non-conformities. Any Breakdown of machinery and systems are captured under BREAK DOWN &
REPAIR section. Attention is to be paid to Critical Equipment breakdown reporting, refer Chapter 4, section
4.8. Any defects reported during Superintendent Ship Inspections are captured under PMS / SUREVEY &
INSPECTION. All defects are consolidated & can be viewed under DEFECT LIST in Company’s ERP. Depending
on the ‘Severity’ of the Defect reported, Sealink will assign a Due Date for rectification ranging from ‘1 week’
to a max. of 3 months. However, if it felt that the Due date needs to be changed for example due to 1. Long
Lead time for Spares readiness. 2 Availability of Maker’s Service Engineer 3. Hot Work requirements. 4.
Where the job can be safely deferred till the next Docking etc. ‘reschedule DDR’ should be filled up providing
proper justification for the request and approval obtained in consultation with the Technical Manager. Any
further approval for rescheduling can only be done with approval from the Technical Manager / CTO. It is
possible to reschedule the job only twice in Sealink.
4.3.13 CONTROL OF DAMAGED MATERIAL, EQUIPMENT, MACHINERY
Material, Equipment, Machinery, Spares that are damaged, regardless whether repairable or cannibalistic
shall be tagged or labelled and kept segregated with the term “WITHDRAWN EQUIPMENT”. This includes
but not limited to ropes and wires, hoses, lifting equipment, machinery in Engine Room, Deck or
accommodation and Galley.
Damaged spares and equipment that cannot be refurbished or cannibalized are to be removed or
discarded at the earliest opportunity.

SECTION 4 – MACHINERY GENERAL Page Number : 1 of 12
4.4 MACHINERY GENERAL
4.4.1 STEERING GEAR
a) Testing in Port and prior to Departure

Following a repair period, drydocking, or layup, a test is to be carried out as soon as is practical. The
following regulations must be complied with SOLAS Chapter V Regulations 26.1 and 26.2, 33CFR Chapter
1 164.25 “Tests before entering or getting underway”.
During stays in Port between voyages or passages a test is to be carried out within 12 hours of the
estimated time of "stand by departure".
Normal acceptable practice is one hour before departure, with all the generator/alternator engines
required for stand by on line, and Bridge and Engine room watchkeeping officers on duty. Prior to
testing, the following checks are to be carried out:
 The hydraulic oil levels in the main gear, its reserve tank (minimum level equivalent to 90% total
capacity), and the telemotor systems.
 The grease points and greasing arrangements.
 A visual inspection of the steering gear and associated linkage.
 The communication system between the steering gear compartment and the bridge. Testing is to include
the following:
 The main steering gear, power units, pumps, and hydraulic machinery.
 All the bridge manual steering controls.
 The bridge/steering spaces electric control system.
 Manual operation of steering control.
 Power Unit failure alarms.
 All remote rudder angle indicators.
 Swinging the rudder from hard to port to hard to starboard.
 Automatic isolating arrangements and other automatic equipment.
During this operation, the remote rudder angle indicators are to be checked for accuracy with the
Master indicator affixed to the steering gear. The ammeter readings from both motors are to be
recorded in the Engine Room Log. A creep test is to be carried out, and the results recorded in the Engine
Room Log. Proof marks of rudder to tiller arm, and vessels with taper fit connections, are to be checked
to ensure no displacement or slippage has taken place.
b) Testing at Sea
Testing of the steering gear at sea is at the jurisdiction of the Master.
The Master is to be on the Bridge and the Chief Engineer in the steering gear compartment at the time of
the test. (33CFR Chapter 1 164.25 to be complied with)
Under normal sea speed the rudder is to be put from hard to port to hard to starboard on one motor,
and then on the other motor. This process is then to be repeated using both motors.
The ammeter readings during these tests are to be recorded and entered in the Engine Room Log Book.
If the time taken to move the rudder from 35° on either side to 30o on the other side exceeds 28
seconds when using both* motors then the office is to be advised.
A creep test is also to be carried out and the results recorded in the Engine Room Log Book.
Creep Test - With 1 motor on a setting midships, if the rudder creeps more than 5 degrees in one minute,
then the office is to be advised.

c) Emergency Steering Drill

An Emergency Steering drill is to be carried out at least once every 3 months.
It is to consist of direct operation of the main steering gear by manual control within the steering
compartment. A permanent notice to de displayed at local site detailing emergency steering procedures.
Steering is to be directed by communication from the bridge to the steering compartment. Where
applicable, the operation of alternative power supplies is to be tested.
Notices are to be posted next to the steering gear emergency station with a warning that no testing of the
steering gear control system or its components is to take place whilst the vessel is underway, unless
under the direct supervision of the Chief Engineer. All Ships staff must be made aware of this
requirement.
d) Records
Logbook entries are to be made when all inspections and tests are conducted, and when emergency
steering drills are carried out.
4.4.2 EXHAUST SYSTEM UPTAKES – PREVENTION OF SPARKING

a) Bellows Units
These units which are found in the uptakes of diesel engines exhaust systems and some boiler uptakes,
are designed to accommodate thermal expansion and contraction of the uptakes and limited
misalignment or relative movement of the system.
They are generally of convoluted construction and fitted with an internal sleeve with one fixed and one
free end.
To avoid premature failure and gas leaks it is essential that the fixed end of the internal sleeve faces the
flow of the exhaust coming from the engine, boiler etc.
The manufacturers generally mark or affix a plate indicating by means of an arrow in the direction in
which the bellows unit should be installed i.e. arrow in direction of gas flow.
b) Exhaust System Supports

Where appreciable movement of the exhaust system occurs, it is common practice to support the
uptake pipework using spring compensators from various manufacturers. They are to be examined at
regular intervals and the results of the inspection recorded in the vessels PMS. It is essential that any
failure or damage to these compensators is reported to the relevant Management Office and is rectified
as soon as is possible with a spare unit or similar, to avoid premature failure of the exhaust system.
c) AUXILLIARY BOILERS & Exhaust Gas Boiler Smoke Side Cleaning: TO REDUCE FUNNEL SPARKING
Auxiliary Boilers and Exhaust Gas Boiler Smoke Side cleaning must be carried out as per
maintenance schedules in Company’s ERP. Differential pressure drop across the gas side must be
monitored daily and logged in ER log book. Boiler cleaning should be with fresh water only. It
should be noted that it is the volume of water and not the pressure which affects this cleaning. If
water washing has been carried out in port, after completion of washing, the exhaust gas boiler
circulating pump should be started and an internal inspection should be carried out to check for any
water leak. After one hour of pump running, the inspection doors should be opened, and all loose
soot removed. This will reduce funnel sparking when the engine is in operation. SOOT BLOWING
ROUTINES ON ALL BOILERS NEED TO BE CARRIED OUT PRIOR ARRIVAL PORT LIMITS TO ENSURE
THAT WHILE OPERATING IN PORT LIMITS EXCESSIVE SOOT IS NOT RELEASED TO THE ATMOSPHERE
IN PORT. ENTRIES FOR MAINTENANCE AND ROUTINE SOOTBLOWING SHOULD BE ENTERED IN THE
ENGINE LOG BOOK.

4.4.3 MAIN AND AUXILIARY MACHINERY OVERSPEED PROTECTION DEVICES

It is imperative that machinery safety devices are maintained in working order, and that they are tested
at regular intervals according to the instructions in the maker’s manual. The shutdown systems fitted to
each machine are to be tested approximately once per month where practical, and must be tested at
intervals not exceeding three months. The Engineer carrying out the trip tests are to consult the
maker’s manual to ensure that they are fully conversant with the operation of the shutdowns, the
overspeed device and the method of testing it. Should there be any doubt about how to test the device
you must contact the relevant
management office. The operation of protection systems must also be checked after any maintenance is
carried out on the machinery which could in any way affect the operation of the shut downs or
associated equipment. In such cases the engine must only be started under controlled conditions where
it can be shut down immediately should a protection device such as the overspeed shutdown fail.
Testing of all machinery safety systems must be included in your vessel’s Planned Maintenance System.
4.4.4 MAIN ENGINE BRACING

Main Engine top or side bracing is to be examined at regular intervals and the result of the inspection to
be recorded in the Planned Maintenance Program. Any damage to the bracing attachment or
mechanism is to be reported to the Office.
4.4.5 OTHER MACHINERY

a) Evaporators
The working density of evaporators should not be allowed to rise above the manufacturers
recommendation. Feed water regulators and brine ejection equipment must be kept in good working
order.
When the evaporator is in use it must be treated with the selected scale retarding chemical. The
treatment is to be continuous rather than in "slug" form and is to conform to the supplier’s dosage
rates.
b) Reciprocating Pumps
The stroke of steam driven reciprocating pumps must be adjusted so that it is a maximum, as this then
reduces "ridging" in the steam cylinders and pump barrels. Suction and delivery valves must be kept in
good condition by regular attention.
c) Rotary Pumps
Centrifugal and other types of rotary pumps usually depend on the maintenance of fine clearances for
their successful operation. Attention must be given to see that the correct clearances are maintained, it
must also be remembered that fine clearances are often destroyed through fitting joints of too thick
material.
The glands of rotary pumps are also important, in many cases the gland is arranged on the suction side
of the pump and sealing connections are fitted. Again, if the pump efficiency is to be maintained, it is
imperative that care and attention be given to this part.
After overhaul of rotary pumps, it is essential that the shaft alignment between the prime mover and
the pumps is maintained, failure to maintain this alignment leads to gland trouble and excessive wear
on shafts, this is of importance to pumps fitted with gland seals.
d) Heat Exchangers
All heat exchangers are to be kept in a clean condition so that heat transfer is not impeded. In heat
exchangers where sea water is the cooling medium, care is to be taken to see that dirt or sea growth

does not cause any restriction of water flow as this may give rise to erosion taking place due to what
does not cause any restriction of water flow as this may give rise to erosion taking place due to what is
known as bubble impingement. Anti-corrosion devices must also be fitted in such a manner that they do
not impede flow.
e) Oily Water Separator (OWS)

All vessels are required to carry the above to comply with MARPOL regulations. It is essential that this
item of machinery is operated and maintained correctly and strictly in accordance with international
regulations and manufacturer’s instructions.
An operation manual for the OWS must be onboard. Crew members involved in the use of the
equipment must be familiar with its contents. They must also practice with the unit to become fully
conversant in its use and be able to demonstrate their ability and knowledge of its operation.
Operating instructions should be posted next to the unit.
Regular operational tests and checks of the OWS and associated equipment must be carried out in
accordance with the PMP and no later than 24 hours before arrival in port where possible. Such tests
must be recorded in the engine log book and oil record book.
Any defects discovered with the OWS and associated equipment must be rectified without delay. Where
a defect cannot be repaired on board for want of spare parts or the need for specialist service, the office
must be notified, and a remedial action plan agreed upon. If the vessel is about to enter port knowing
that the OWS is defective, the fact must be reported in the pre-arrival notices via agents according to
local regulations.
All entries entered into the Oil Record Book must be up-to-date, accurate, truthful and in full compliance
with MARPOL requirements.
Any flanges located at or near the OWS equipment and overboard discharge valves not used as a
matter of course must be blanked off. These may exist as original or modified construction.
Regretfully problems or failure with the operation of the OWS represent a very high proportion of port
state interventions. Accordingly, all port states have this towards the top of their inspection lists. So long
as the above instructions are followed then any such inspection involving the OWS should go without
any problem. However, failure to comply can lead to prosecution and authorities such as the USA have
made it clear that they will seek jail sentences for senior officers of ships breaching pollution regulations.
f) Exhaust Gas Cleaning Scrubbers
Scrubbers fall under the category of ships using ‘equivalent’ compliance mechanisms to comply with
Regulation 14.1.3 of MARPOL Annex VI for Global cap of Sulphur in fuels from 1 January 2020.
Fleet vessels are fitted with Clean Marine (previously FMSI) Open Loop scrubbers. Selected compliance
scheme is ‘Scheme B’ - performance confirmation by continuous monitoring of exhaust emissions using
an approved system (CEMS), which is also subject to periodic survey, with daily checks of key system
operating parameters.
1) Safety Considerations
 Personnel working around the EGCS plant must be aware of the hazards associated with System.
Particular care must be taken to ensure that no exhaust gas leakages are there and working areas are
well ventilated whilst work is being undertaken. This is particularly relevant in Scrubber compartment.
O2 sensor is fitted in the vicinity of the Scrubber area.
 The Scrubber is designated enclosed space and the procedures relating to entry into enclosed spaces
must be fully complied with and an Enclosed Space Entry Permit issued before any personnel entry takes
place.

 Before opening any part of the equipment for inspection or overhaul, it should be thoroughly ventilated
to avoid any risk of oxygen deficiency and main line positively Isolated to avoid back flow of hydrocarbon
gases
 Scrubber effluent water is acidic and personnel should take care to avoid any contact with the
skin. Gloves, goggles and protective clothing should be worn where there is risk of coming into contact
with condensate or effluent
2) Compliance Parameters (Ref. MEPC.259(68))
Emission Compliance criteria is demonstrated on the basis of the SO2(ppm)/CO2(% v/v) ratio values.
Fuel oil sulphur content Ratio emission

(% m/m) SO2(ppm)/CO2(% v/v)
0.50 21.7
0.10 4.3
Wash water discharge criteria

The discharge water should comply with the following limits
pH Criteria
The wash water pH should comply with one of the following requirements which should be recorded in
the ETM-A or ETM-B as applicable:
 The discharge wash water should have a pH of no less than 6.5 measured at the ship's overboard discharge
with the exception that during manoeuvring and transit, the maximum difference between inlet and outlet
of 2 pH units is allowed measured at the ship's inlet and overboard discharge.
OR
 The pH discharge limit, at the overboard monitoring position, is the value that will achieve as a minimum
pH 6.5 at 4 m from the overboard discharge point with the ship stationary,
PAHs (Polycyclic Aromatic Hydrocarbons)
The maximum continuous PAH concentration in the wash water should not be greater than 50 µg/L
PAHphe (phenanthrene equivalence) above the inlet water PAH concentration.
Turbidity/Suspended Particle Matter
The wash water treatment system should be designed to minimize suspended particulate matter,
including heavy metals and ash.
The maximum continuous turbidity in wash water should not be greater than 25 FNU (formazin
nephlometric units) or 25 NTU (nephlometric turbidity units) or equivalent units, above the inlet water
turbidity. However, during periods of high inlet turbidity, the precision of the measurement device and
the time lapse between inlet measurement and outlet measurement are such that the use of a
difference limit is unreliable. Therefore all turbidity difference readings should be a rolling average
over a 15-minute period to a maximum of 25 FNU.

Nitrates
The wash water treatment system should prevent the discharge of nitrates beyond that associated
with a 12% removal of NOX from the exhaust, or beyond 60 mg/l normalized for wash water discharge
rate of 45 tons/MWh whichever is greater.
At each renewal survey nitrate discharge data is to be available in respect of sample overboard
discharge drawn from each EGC system with the previous three months prior to the survey. However,
the Administration may require an additional sample to be drawn and analysed at their discretion. The
nitrate discharge data and analysis certificate is to be retained on board the ship as part of the EGC
Record Book and be available for inspection as required by port State control or other parties.
VGP Compliance Criteria : Para 2.2.26.1.1 for pH

Regulations pertaining to the VGP are applicable to discharges into US waters extending to the outer
reach of the 3 mile territorial sea as defined in section 502(8) of the US Clean Water Act. Under VGP
regulations, the pH limit for the wash water effluent shall not be less than 6.0, measured at the
overboard discharge only.
Currently only the Scrubbers being fitted on the TRF vessels are approved by Class for VGP Compliance.
3) Record keeping
The Performance of the EGC unit is subject to on board verification and can be monitored via
Continuous Emission Monitoring System (CEMS). CEMS sends the relevant data into the EGC System
tamper-proof recording device (with read Only Capability), which then is capable of producing emission
reports in a readily usable format for any 3rd Party Inspector/ Class Surveyor/ Port State Control
Inspector/ Flag State Inspector to review. The data logger shall be in operation whenever EGCS is in use
(Including when operated in port, harbours or estuaries) and continuously records data every 90
seconds as detailed in section 4.4.7 of MEPC.259(68), the data is encrypted and is tamper proof. The
data logger only stores the data to a data base for a minimum period of eighteen months. This data can
be printed out in report format when requested by the user.
Vessels are required to down load the data once weekly and save it on a dedicated External Hard
drive.
According to IMO MEPC 259(68) record keeping of scrubber events is mandatory in order to
demonstrate that the system is operated in compliance. 5 different forms that need to be filled by the
ship in order to show compliance, one form is to filled daily with operating parameters, the other are to
be filled in the events of maintenance, failure of components and Nitrate results from the wash water
laboratory results.
a) FORM A. Maintenance Record of System Equipment
i. This form is to be used to keep a record of all the service, maintenance, repairs, adjustments and
corrective actions that have been conducted for the equipment listed in the ETM- B
b) FORM B. Maintenance Record for Analytical Instruments
i. This form is to be used to keep a record of all the service, maintenance, adjustments and corrective
actions that have been conducted for the equipment/instruments listed in the OMM.
c) FORM C. Daily Spot Checks In Case Analytical / Data Recorder Failure
i. This form is provided to log ships position and operating data in the events that GPS signal is lost, any
of the analytical sensors fail, or the data recorder malfunctions.
d) FORM D. Nitrate Discharge concentration

i. Form is provided to keep a log of the normalized Nitrate concentration received from the water
sample analysis during the initial sea trials and at the renewal of the vessels certificates
(IAPP/IOPP).
e) FORM E. Daily Operation Recording
a. Form is provided to keep a daily log of the operating parameters listed, a reading is to be taken
once a day.
4) Operational Requirements :
1. Where permitted, all vessels are to run the Scrubber units in ‘Global’ ‘ECA’ or ‘VGP’ mode. Currently
only the 5 TRF vessels are approved for VGP mode operation.
2. When in still waters – anchorage or on berth, as a good practice, scrubber overboard discharge should
be visually monitored for possible traces of oil carryover and soot. Entry can made in the Engine
logbook 4 hourly. Soot & oil originates 90% of the time from bad combustion in Boiler.
3. Any oil in water will also be immediately picked by the PAH sensor on the scrubber water overboard
discharge. Normally soot, will also have some unburnt fuel so it will be picked up by the PAH sensor as
well.
4. As a general rule, avoid frequent cut in- cut out of Boiler when on HFO, as this is the time when poor
combustion happens. This can be done by reducing the steam consumption, setting the Boiler on ‘Low
load’ setting’.
5. In case of oil carry over in water, please take the Boiler off the EGCS and run it on LSMGO. If there is
soot carry over in water, stop the EGCS and change over Boiler and Aux Engines on LSMGO till the soot
problem is sorted out. Soot can get caught in the EGCS packing bed and if the fouling is bad, it may
take some time before it is completely flushed out.
6. In ‘Global’ or ‘ECA’ mode, the outlet PH is set between 3.2 and 3.4 (depending on the CFD results for
the vessel) but in the ‘VGP mode’ it is set at 6.0. In VGP mode, for the brief time the vessel is
maneuvering, a max. PH difference of 2 is permitted between the inlet and outlet wash water. This
means if the inlet water has a PH of 7, PH of 5 of outlet water would be acceptable.
7. Operation on Leicester
- Leicester is designed with sensors on the IG deck line , IG scrubber overboard line, further the IG
atmospheric vent is led back to the EGCS.
- Use the Boiler on HFO for all operations, where open loop is permitted in port, including cargo
discharge and inerting.
8. Operation on Cosmo Ace
- There is no sensors fitted on the IG atmospheric vent, besides Class KR has put a comment that
Boiler cannot be used for inerting on HFO and this operation has to be done on MGO.
- As both Boilers have individual fuel oil lines, COPs can be run on the other Boiler on HFO.
9. Operation on S - Class vessels
- There is an issue of unburnt fuel carry over from Boiler at the time of cut-in & cut-out. Makers
Kangrim have also confirmed this, but as per them, this is negligible. Frequent cut-in & cut-out
can be avoided by reducing the steam consumption, setting the Boiler on ‘Low load’ setting’
etc. Vessel needs to be extra careful when in still waters – anchorage and on berth, keeping a
visual look out of the overboard water discharge.
- There is no sensors fitted on the IG atmospheric vent, so inerting has to be on MGO.
- As both Boilers have individual fuel oil lines, one Boiler can be run on HFO for COPs while the
other Boiler can be on MGO for inerting operations.
10. River transits
- Fresh water does not have sufficient alkalinity for efficient scrubbing. Please change over
engines and Boiler to MGO

11. Whenever vessels are not using EGCS and Main Engine is in use , scrubber wash water must be
running all the time and overboard valve open
12. Irrespective of valve position indicator, valve position must be checked locally to verify if they are in
the closed position.
5) System Malfunction & Accidental Break down (Ref. MEPC.1 /Circ.883)
Malfunction: is any condition that leads to an emission exceedance.

Exceptions are -
1. ‘Short-term’ temporary due to the EGCS dynamic response when there is a sudden change in the exhaust
gas flow rate to the EGCS.
2. An interim indication of ongoing compliance in the case of sensor failure. Explained further below.
Actions to be taken:
An EGCS malfunction event should be included in the EGCS Record Book including the date and time the
malfunction began and, if relevant, how it was resolved, the actions taken to resolve it and any
necessary follow-up actions.
Any EGCS malfunction that lasts more than one hour or repetitive malfunctions should be reported to the
flag and port Stateʹs Administration along with an explanation of the steps the ship operator is taking to
address the failure. At their discretion, the flag and port State's Administration could take such
information and other relevant circumstances into account to determine the appropriate action to take
in the case of an EGCS malfunction, including not taking action.
Interim indication of ongoing compliance in the case of sensor failure

When running on a fuel oil with a constant sulphur content and at constant wash water engine load
ratio, all parameters monitored i.e. Emission Ratio, wash water pH, PAH, Turbidity will be in a certain
interrelation, all depending on each other. If one of the parameters changes, some other(s) will
necessarily also have to change. This interrelation also serves as an indicator of instrumentation
malfunction; i.e. if a single sensor signal starts to deviate or even does not display, the effect on the other
parameters may indicate whether the change in signal is caused by sensor failure or whether the
performance of the EGCS itself has changed. If the other parameters are continuing at the normal levels, it
is an indication that there is only an instrumentation malfunction rather than non-compliance with regard
to the levels allowed in the exhaust gas and the discharge water.
Action to be taken:
If a malfunction occurs in the instrumentation for the monitoring of Emission Ratio or discharge water
(pH, PAH, Turbidity), the ship should keep records of interim indication for demonstrating compliance.
The documentation and actions should include (but are not limited to):
1. the manual or automatic recording of the data at the time of malfunction may be used to confirm that all
other relevant data as recorded for the performance of the EGCS are showing values in line with values
prior to the malfunction;
2. the ship operator should record the sulphur content of the various grades of fuel oil used in the affected
fuel oil combustion units from the time when the malfunction started;
3. the ship operator should log the malfunctioning of the monitoring equipment and (for Scheme A) record
all parameters that might be suitable to indicate compliant operation. This record could serve as an
alternative documentation demonstrating compliance until the malfunction is rectified; and
4. the monitoring equipment that has suffered a malfunction should be repaired or replaced as soon as
practicable.
All vessels are provided with Portable Exhaust Gas Analyzer ‘Testo 350’ from All Measure Technology.
This requires Annual shore calibration with Makers.

Accidental Breakdown: A system malfunction that cannot be rectified.
The ship should change over to compliant fuel oil if the EGCS cannot be put back into a compliant
condition within one hour.
If the ship does not have compliant fuel oil or sufficient amount of compliant fuel oil on board, a
proposed course of action, in order to bunker compliant fuel oil or carry out repair works, should be
communicated to relevant authorities including the shipʹs administration, for their agreement.
6) Critical Spares
 pH, PAH and Turbidity sensor – 1 each

 Sampling line Precision filters- 1 set
 Gas Sampling Diaphragm pump – 1
 Gas Cooler- Peristaltic pump – 1
 Sea Water pump mechanical seal – 1
4.4.6 WINCHES AND WINDLASS

The upkeep of the deck machinery is a joint responsibility of the deck and engine departments. As
emarcation of the work involved, it may be taken that the engine department is responsible for the
winches when they are regarded in every sense as engines, and the deck department is charged with
their care as deck fittings including painting, protection from effect of weather, corrosion, etc.
At sea, clutches and similar gear should be moved at regular periods to prevent the parts seizing. Bright
parts of the machinery must be protected against rust.
With enclosed type steam winches, the gears and internal parts must be regularly inspected, and
properly lubricated. The condition of the oil in enclosed steam winches must be regularly checked and
any water which may find its way into the crankcase must be drained off prior to starting winches.
Protection guards and cover must be kept in good condition and properly positioned so that there is no
danger to operating personnel.
Attention must be paid to the brakes, drums and braking mechanism that must be maintained and
corrosion free. Winch brake holding test to be carried out on an annual basis and entered in the PMS
system. (TEC/31)
Winches must be regularly inspected and tested and must be moved at least once a month.
4.4.7 DECK STEAM PIPES

Expansion gland and pipework clips, etc., in the region of expansion bends must be regularly inspected
and receive adequate attention, so that they are free to accommodate expansion.
Drain connections on deck steam pipes must also be kept in good condition and regularly used when
putting steam on deck. The rate of corrosion in the region of deck steam pipes, is high and the same
must be regularly protected by appropriate grade of "Steam Compound".
To avoid damage to deck steam piping correct procedures, must be followed when opening the steam.
By-pass must be opened for adequately preheating the lines before completely opening the steam. On
these procedures Chief Engineer and Chief Officer are jointly responsible.
4.4.8 OPERATION IN COLD WEATHER & ICE WATERS

Masters and Officers of the Watch are to give prior advice to the Engineer Officer of the Watch
whenever the vessel is about to sail into ice or slush ice. The Chief Engineer is to ensure operational
procedures are in place to prevent cooling water problems from blocked sea chests.
Loss of sea suction represents a particularly significant threat to safe navigation during the later stages
of ice pack thaw when concentrations of ice and slush pile up/extend down from the surface to the
bottom in shallow areas.
Masters and Chief Engineers must consult closely to ensure that effective steps are taken to prevent
cooling water problems, including re-circulating ballast water and doubling the Engine Room watches in
order that sufficient personnel are immediately available to deal with blocked sea water systems.
In all vessels operating in ice, there is the potential for ice, and slush ice to enter the sea water boxes,
blocking the seawater flow to the engine cooling system, with the danger of engine shutdown and
putting at risk, the navigational safety.
When vessels are operating in ice, the Chief Engineer must take full advantage of the individual ship
design features, as well as, implementing effective operational procedures to prevent the engine cooling
system from becoming blocked with ice.
Note: some ships can circulate ballast water through the engine cooling water system This temporary
use of the ballast tanks as coolers, while by-passing ice-blocked sea-inlet boxes, is acceptable.
In periods of very cold weather when air temperatures are below freezing point, it is necessary to take
precautions to prevent damage to all deck pipework (especially fire line), tanks, steam winches,
windlass, etc. In most cases, the precaution will consist of draining off all water from spaces subject to
the low temperature. In the case of parts awkward to drain, joints should be broken to facilitate
drainage. Be guided by SAF 09 for operation in cold weather.
With steam deck machinery, it is sometimes advantageous to keep this running at a slow rate. If any
part freezes then care must be used in thawing out due to the risk of fire. If possible, steam hoses
should be used for this purpose.
The motor lifeboat, emergency diesel generator and if fitted emergency fire pump engines must receive
regular attention. In case of cold weather cooling water must be drained or changed to a suitable anti
freezing liquid.
Please check the following items (as applicable to the vessel):
 Covered Bridge wings

 Ballast heating arrangements
 Cargo tank heating adequate
 Deck lines (all) adequately lagged
 Ice lights fitted.
 ER internal cooling arrangement.
 Ice clearing of sea suction boxes
 Steering gear heating
 Hull stress monitoring
 Hull coatings
 Main engine manoeuvring precautions
 Propeller protection
 Electric motor and hydraulic systems heating
 Accommodation heating adequate
 Operating temperatures for sensitive equipment - radar scanners, tank sounding equipment,
 firefighting etc.

 Crew clothing and special equipment

 Bunker heating capacity, especially adjacent to FW tanks
 Draining arrangements for deck lines (even with lagging fire main or other water lines will freeze up)
 Heating arrangement for emergency generator / emergency fire pump
 Draining arrangement for emergency fire pump / suction box ice clearing
 Heating arrangements for lifeboat engines
 Isolation for engine room ventilation
 Heeling tanks to be used for freeing the ship
4.4.9 CRANES AND GANTRY CRANES

A great deal of cooperation between engine and deck department is required for the good operations of
such equipment.
All the rules for the winches applies also for cranes and, in addition, a frequent check of the oil levels,
filters, limit switches, magnetic brakes and internal search for leakages must be carried out. The
procedures, planned maintenance and inspections as recommended by the makers must be carried out.
4.4.10 REFRIGERATION
The Chief Engineer is responsible for the correct temperatures being maintained, delegating the good
operations and maintenance of the plant to the 2/E.
Machinery under ship's engineer responsibility may include:
 Domestic ref. plant.
 Cargo ref. plants
 Air conditioning plants
 Ventilation and heating plants
 Cargo refrigerated containers
All maintenance recommendations from the makers must be carried out regularly and according to
instructions, entered in the refrigeration maintenance log, together with the test of all cut outs, i.e. HP,
LP, LO, HT, that must be carried out at regular intervals, generally one month.
All adjustment must be made according to standard good practice and records of the same entered in
the log.
Filter separators and driers should be regularly cleaned to have always the circuit moisture, dirty and oil
free.
When shutting down a plant all refrigerant gas must be pumped in the liquid receiver or condenser.
Temperature of domestic refrigerated rooms must be logged daily by watch keeping engineer.
4.4.11 REFRIGERANT GAS LOSSES
It is important that gas losses are minimized in systems. Gas used in this system is both expensive and a
danger to health. The system is therefore to be kept in a gas-tight condition. Also with the advent of
MARPOL Annex VI which came into force on 19th May 2005, the loss (accidental or deliberate) of Ozone
depleting substances (ODS) such as Refrigerants and Halons to the atmosphere are looked upon as a
breach of Marpol Annex VI regulations. Hydrogen Fluorocarbons (HFC) – R-134a, R-404a, R-407c, R-410a
and R-413a, R-417a, R-507, R-717, R-744 and R-290 have Zero Ozone Depleting Potential (ODP) and are
not considered to be Ozone Depleting Substances.
All Company fleet vessels are equipped with systems using R404a and R407 as refrigerants. Further all
vessels have also been provided with leak detector kits for early detection for minimizing losses to
atmosphere.

4.4.12 AIR CONDITIONING/ HEATING
The Company considers the accommodation AC unit/ Heating unit as a critical equipment and one which
is essential for the well-being and comfort of its crew and equipment.
Chief Engineer must verify that the air is correctly distributed, no modifications are allowed unless
specifically approved by the office.
Accommodation doors must be closed always, while air conditioning is in operation. Air conditioning
must be maintained at such a level to be beneficial to the crew, with a correct difference,
external/internal temperature and humidity degree, which indication Chief Engineer will find on
maker's instructions.
Excessively cool accommodation results in high consumption and discomfort to crew.
Attention is drawn to the fact that to prevent the breach and ingress of hydrocarbon gas within the
accommodation, it is imperative that the accommodation is maintained with a slight positive
pressure. To achieve this, it may be required to have the AC system only on part re-circulation as
opposed to total re-circulation.
Should the AC/ Heating unit have a failure or is performing below standard, the Master is to immediately
advise the Technical Superintendent and a plan is to be devised to ensure it is put back to peak
operational standards. PSC inspections are also cross checking on the living conditions for crews’
onboard vessels and substandard living conditions will result in costly detentions and blacklisting of the
vessel.
4.4.13 MAINTENANCE ON MAIN ENGINE WHILE AT BERTH

Unless it is considered essential, maintenance work which immobilizes the main propulsion system
Should not be carried out when the ship is at berth.
Vessels may perform maintenance work while the ship is at berth only if permitted by the local
Authorities. Masters shall request the necessary information from the shore Authorities before
commencing the maintenance work.
When the Chief Engineer deems that maintenance work is necessary, the following instructions must be
followed:
 The Technical Superintendent is to be informed. The Master shall give his approval based on the
evaluation of: location of berth – whether open or sheltered, passing traffic, duration of stay at berth,
availability of shore assistance/ tugs.
 Good weather forecasts for the time required for the maintenance work.

SECTION 5 – BUNKERS AND LUBES Page Number : 1 of 14
4.5 BUNKERS AND LUBES
4.5.1 OIL FUEL SYSTEM

This procedure shall ensure that the vessel has adequate fuel to conduct the voyage safely and that
safe bunkering operations in conformance with regulations and recommendations is in force.
Bunkering operations must be completed without threat to either personnel or the environment.
a) Safety Margins for Fuel Bunker ROB’s
The final decision for ensuring adequate bunkers for the passage rests with the Master, who must
ensure that the vessel has adequate reserves of fuel to perform an intended voyage. In making this
decision the following is to be regarded as the minimum reserves to be carried:
· For main engine and auxiliary engines, a safe reserve of one day (based on economical
speed) is to be maintained for coastwise voyages and coastal passage and a safe reserve of 3 days
for ocean going voyages.
· The fuel required for cleaning of tanks or the heating of cargo is in addition to any of the above
reserves.
· Unpumpable fuel must never be considered as part of the vessel’s reserve.
When calculating safe bunker reserves, the Master must consider the next bunkering facility
(which may not necessarily be the next port) and the expected sea and weather conditions for the
passage. Due consideration is to be given on the Sulphur content of the bunkers basis
requirements of MARPOL ANNEX VI.
b) Single Fuel Vessels

For single fuel vessels a Diesel fuel oil reserve may be carried in addition to th e reserve of the
normal fuel oil, in such a case the diesel oil reserve may be reduced to 1 days steaming, the exact
amount must however be reviewed on a case by case basis, and be agreed with the Technical
department of the office.
c) Fuel Specifications
Each vessel shall have a clearly defined fuel specification in its charter party vessel description. It is the
Technical Superintendent’s responsibility in consultation with the Chief Engineer, to set the
fuel(s) specification for all types of machinery onboard based on the following parameters and to review
it.
 Maker’s specifications
 Settling Tank, Mixing tank and sedimentation capacity
 Pre-heating, Centrifuging, Viscometer and booster pump capacity
 Fuel oil treatment, Filtration, Water washing, Blending and homogenizing capability.
 Condition of the machinery and vessel experience factors
 Industry standards – such as ISO, CIMAC, ASTM, BSI, MARPOL-ANNEX-VI
 Market availability, trading area and weather conditions
 Advice from Class and the Fuel testing laboratories
d) Monitoring Fuel Consumptions, ROB’s and Bunker Requirements

It is the Chief Engineer’s responsibility to have all the fuel bunkers storage, settling and service tanks
sounded by a designated person/s daily, weather and circumstances permitting. The soundings must
be recorded formally in the ‘Bunker Soundings Book”. Due regard to the fuel temperature, vessel list
and/ or trim, discrepancies in sounding rods or tubes, presence of water in the bunker tanks, quality &
origin of the oil remaining in the tanks, contents of the overflow tanks and other operational
considerations must be considered.

The Chief Engineer must arrange for the useable good bunker R.O.B. figures to be recorded in the Engine
Log Book and send this information to the Master (or Duty Officer). This figure is an important one and
careful consideration must be given to establish its accuracy at each occasion diligently. R.O.B. figures
may be needed on other occasions as well.
If there are other bunkers onboard which are old, unusable or unrecorded for whatsoever reasons, the
Chief Engineer must bring this to the knowledge of the Master and the company immediately.
e) Fuel measuring Equipment

Chief Engineer is to maintain a dedicated folder for Fuel Measuring Equipment – Flowmeters & gauging
systems, listing all the equipment with specifications, technical data sheets & certificates (taken from
the manuals), record of any shore repairs, maintenance and calibration. Any regular maintenance
recommended by the Makers is to be included in the PMS. Additionally, on-board calibration, basis
comparative measurement, should be carried out if felt necessary, to confirm the accuracy of the
instrument.
If equipment malfunctions or there is a fall in accuracy noticed during on-board calibration or comparing
daily readings against daily bunker soundings, then the ship Superintendent must be informed
immediately for arranging repairs or replacement.
f) Sulphur Emission Control Areas
Global Cap
Since 1st Jan 2012 - 3.5%
From 1st Jan 2020 - 0.5%
To ensure a consistent implementation and enforcement, MEPC73 also adopted the ‘carriage ban’, a
complementary MARPOL amendment that will prohibit the carriage of fuel with a sulphur content of
more than 0.50% for combustion purposes for propulsion or operation on board a ship - unless the ship
is equipped with an exhaust gas cleaning system, such as a SOx scrubber. The carriage ban is expected
to enter into force on 1 March 2020
Emission Control Areas designated under MARPOL Annex VI:

0.10% sulphur limit applies inside the
North American (200 miles of the US and Canadian Coast lines), US Caribbean, North Sea and Baltic sea
areas (ECAs),
Within 24 nautical miles of USA Californian Coastline

California Air Resource Board enforces very stringent environmental regulations in the state’s waters
and ports. 0.10% sulphur limit using MDO/DMB or MGO/DMA. Vessel can use 0.1% Sulphur IFO only
with special permission
EU ports, Iceland & Norway
0.10% sulphur limit for ships at berth and at anchorage within port limits.
Turkey
0.1% sulphur limit for ships at berth & at anchorage within port limits in Turkish ports, in Turkish inland
waterways and in waters under the Turkish maritime jurisdiction.
As the Emission regulations in countries & ports keep changing, vessels are advised to check well in
advance prior arrival with the local agents
g) LSMGO testing for 0.1% Sulphur content compliance by EU Port state
As part of sampling requirement, vessel should identify sampling points for taking these fuel samples
from different machinery. These should be clearly stenciled. Following to be considered while
designating a fuel sampling point:
The sampling point should be such that the risk of contamination from other fuels and sediments
is extremely unlikely.
It should be easily and safely accessible;
It should be downstream of the in-use fuel oil service tank;

It should be as close to the fuel oil combustion machinery as safely feasible.

It should be shielded from any heated surface or electrical equipment and the shielding device or
construction should be sturdy enough to endure leaks, splashes or spray under design pressure of
the fuel oil supply line
It should be provided with suitable drainage to the drain tank or other safe location.
Samples should be taken after a steady flow of circulating fuel is established.
Sampling connection should be thoroughly flushed with the fuel oil in use prior to drawing the
sample. The sample or samples should be collected in a sampling container and be representative of
the fuel oil being used. The sample bottles should be sealed by the inspector in the presence of the
ship's representative. The ship should request for retaining a sample. The label should include the
following information:
Name and IMO number of the ship
Sampling point location.
Date and port of sampling;
Seal Details
Name and signature of the inspector and the ship's representative.
4.5.2 BUNKERING PROCEDURE
a) General
For the purposes of these instructions the term “Bunkering” refers to the bulk transfer from shore
facility, barge etc. to vessel, ship internal transfer of fuel and lubricating oils, and the transfer from ship
to shore or barge of sludge and other residual oils.
The practice of simultaneous receipt of different grades of bunkers is prohibited. Only one grade at a
time is to be taken. This restriction does not apply to lubricating oils. This will increase the total duration
of the bunkering operation, however, safety and environmental protection dem ands require that this
time be allocated.
The company defines the following bunker tank filling limits (i.e., exc. Luboil tanks which must not be
filled more than 95%): -
 Tanks up to 500 m3 total capacity - 90%.
 Tanks over 500 m3 total capacity - 95%, provided no overflowing arrangements at 90%.
 Tanks with known air-locking difficulties experience - 90%
b) Responsibilities
Master:
Responsible for ensuring that company and local regulations, national and international laws are strictly
adhered to when carrying out routine bunker transfer and waste disposal operations.
Chief Officer:
Responsible to the Master for the maintenance and deployment of pollution prevention equipment and
for advising the Master if any deficiencies are discovered in such equipment.
Chief Engineer: “The designated person in charge”

Responsible for the planning, supervision, execution and recording of engine room oil transfer
operations and bunkering operations, and for ensuring that pumps, valves, lines, incinerators and
equipment associated with oil transfer and waste disposal are maintained in good order. This
responsibility cannot be delegated.
C/E is also responsible for:
 Training and supervising bunkering personnel.
 Supervising bunkering communications with the facility or bunkering ship/barge.
 Listing all personnel involved in bunkering and the names of reliefs.
 Ensuring that the pre-transfer conference takes place and is recorded in the deck/engine log.

As “The designated person in charge”, C/E should also formally nominate his Alternate should for some
reason he is incapacitated or must be relieved during excessively long bunkering operations.
Engineer of the Watch:

During bunkering, the Engineer of the Watch must be prepared to deal with emergencies ‘immediately’
and provide prompt action to messages from the facility or bunkering ship/barge.
Deck Watch:
At least one crew member, equipped with an approved two-way radio, is to be stationed by the
bunkering hose connections. The member must inspect the hoses for kinking or chafing, check for
leakage from hose connections and monitor the bunker manifold pressure gauge.
One roving crew member to regularly inspect the ship’s moorings and to check for leakage of oil from
vents and overflow pipes and oil on the water around the ship. Should the roving crew member, sight
oil on deck or on the water, he must report immediately to the Chief Engineer or the Officer of the
Watch.
c) Bunkering Regulatory Requirements

 Pre-Bunkering Loading Plan (TEC/20) Bunkering Checklist (TEC 21) & Bunkering Ship Shore Check List
(TEC 22) must be completed and filed.
 “Discharge of Oil Prohibited” sign. Copies are to be posted at each control station and at bunk er
transfer station.
 Oil Record Book. All the detailed requirements regarding records required to be maintained in the
oil record book by MARPOL regulation are to be carried out. The oil record book (Machinery spaces)
must be presented to the Master at regular intervals for verification. The oil record book is to be
kept fully completed always as required by its completion instructions, and is subject to scrutiny
by Harbor and River authorities in addition to other personnel. Oil transfer and incinerator capacity
when burning sludge must also be considered.
 Local regulations exist for bunkering procedures in most ports and must be followed.
 For Washington State the Master shall ensure that the following entries are made in the official or deck
log book of the vessel; date and time of bunkering training carried out and date and time of the pre-
transfer conference. Note that any such entries in the engine log do NOT meet the requirements of the
Washington State bunkering rules.
 As per Singapore Port Marine Circular 08 of 2014 (effective 01-Jan-17), there shall be mandatory
adoption of mass flow metering delivery procedure for bunkering. Vessel should refer to FAQs and
‘Generic MFM Delivery Procedure’ provided in the circular; when scheduled to bunker at
Singapore.
 Some ports may not permit bunkering during cargo or repair operations.
 Pollution resulting from faulty bunkering procedures may result in one or more of the following:
The arrest of the ship.

Fines or imprisonment for the Master, the Officers and the crew. Substantial financial penalties
for the owner.
d) Oil Transfer Procedures

 If the oil transfer is taking place in the USA, the vessel must also have prepared oil transfer procedures
compiled as required by CFR 33 155/156. The requirements of these procedures are to include the
following when bunkering in Washington State waters:
 Two watchmen (as required later) are to be appointed, each of which must be equipped with two-way
communications to the person in charge of bunkering and the Officer of the deck watch. One watchman
is to be assigned to the point of connection with the delivering vessel and the other watchman must
rove around the vessel to visually inspect the deck and water near or opposite all bunker tanks and each
tank sounding and vent pipes. Additionally, when changing over tanks or topping off, he is to remain in
a position to view any spillage on deck or in the water.
 Personnel assigned to bunkering responsibilities, other than roving watchman, must be assigned no
other duties while the vessel is bunkering and remain at their stations during topping off.

 Hours of work must not be more than 14 hours in any 24-hour periods or 36 hours in any 72 hour period
during bunkering, except in the case of an emergency. Records of work hours must be retained
demonstrating compliance and shall be available to any state inspector.
e) Prior Bunkering Checks and Pre-transfer Conference

Correct functioning of gauging systems should be confirmed with manual soundings prior and during
bunkering. Gauging systems are only provided as an aid and manual soundings should frequently be
taken especially during topping up of tanks.
C/E should record initial soundings of all ship tanks, including the Overflow tank. Considering Volumetric
correction for Temp and Trim and Heel corrections, the Bunker quantities should be calculated &
recorded in Bunker Calculation form (TEC/10).
C/E should designate a responsible Engineer, along with the barge representative to carry out a pre-
bunkering survey of the bunker barge, to determine exact quantity onboard.
ALL barge bunker tanks must be checked, and completion of the ullage report witnessed Sign and obtain
a copy of the completed ullage report for records.
Before any oil is transferred, the C/E and the delivering vessel or facilities person in charge must hold a
pre-transfer conference.
The convening of the pre-transfer conference is to be logged in the vessels deck and engine room
logs. The persons in charge are to hold a meeting unless there is no safe access. Should the Master
determine that access is unsafe due to weather or sea the Master may allow communication by
radio or hand signals.
This conference is to discuss the following:
 Procedures for informing the delivering vessel or facilities person in charge before the vessel changes
over tanks or begins topping off.
 Emergency shutdown procedures and identify each vessel means to shut down the transfer in an
emergency.
 The vessels point of transfer and roving watchmen are to be identified to the delivering vessel or
facilities person in charge.
 In the USA the contents and completion of the Declaration of Inspection (DOI) required by 33CFR
156.150. The completed DOI is to be retained for 30 days after completion of bunkering.
If the language of the bunkering facility is different from the spoken language on board some local
regulations require a person present at the conference who is proficient in English and in a
language common to the crew.
Before starting to bunker, the means of communication between the ship/shore/barge must be checked
and signals used are to be thoroughly understood by both parties. Where necessary the ship is to
establish VHF contact with the shore facility, barge etc., using portable VHF equipment.
During the “pre-transfer conference” with terminal/delivering vessels representative(s) the allowable
pressure and pumping flow rate must be ascertained, including the time required to stop pumping, and
the expected tank topping period.
Armed with flow rate information the Chief Engineer must make additional calcu lations to
determine the time that it should take at the agreed pumping rate to reach the filling levels for the
pre-calculated soundings. This will provide a secondary means of monitoring the progress of the
bunkering operation against the plan. These additional calculations must be included in the
bunkering plan.
If bunkering from a facility in Washington State, you are to additionally comply with the facilities
‘Operations Manual’ required by 173-180B WAC. These requirements can be obtained from the
terminal via the agent.
f) Starting the Transfer

The C/E on the ship must tell the person in charge at the bunkering facility or vessel when transfer
operations are to start.
All fuel lines and tank filling valves must be set by a nominated person and then double checked by the
C/E to ensure that the correct valves are open.

Bunker operations must not be started until two separate checks of the lines have been made.
Valves not considered part of the transfer and not required for the current operations must b e
closed. In addition, all blanked bunker manifold connections must be checked for tightness. Start
the transfer operation slowly. Check that the oil goes into the correct tank and that hose connections
are tight before increasing the oil flow to the agreed loading rate.
Air vent pipes are to be inspected to ensure that displaced air and gases can escape freely and safely.
g) During the Transfer

Tank soundings must be regularly taken at regular and frequent intervals to confirm quantities received
and checked off the remote gauge readings. Tanks not receiving bunkers must also be sounded at
intervals of not more than 1 hour.
Monitor the line pressure, filling rates and adjust as required. Valves of tanks in filling sequence should
be opened first before the valves of the filled valves are shut off.
Bunkering must be stopped immediately if:

 There is a fire on the ship or its vicinity.
 There are localized thunder and lightning storms.
 The sea conditions are not suitable for bunker transfer.
 A moving ship may run afoul of the bunker vessel.
 A heavy or dangerous vapor accumulation exists around the ship.
 A pipeline, hose or loading arm connection bursts or leaks.
 There is an overflow.
 Any unexpected soundings or alarms are discovered
 The facility or bunkering ship ceases to be manned.
 Any threat to the vessel or its personnel.
h) Flow Surges
Pressure surges may damage or rupture sections of the pipeline system, therefore, changes in the
pumping rate and the closure of valves must be gradual and planned. Care is to be taken during
the “blow through” of the bunker pipeline at the completion of the bunkering operation.
i) Topping off Tanks

The C/E must supervise the topping off operation and carry out the following procedures:
 Give notice to the facility or bunkering vessel when ready for topping off.
 Reduce flow rate before and during topping-off.
 Test and maintain communications with terminal or other ship before and during topping-off.
 Call more crew members if required.
 When shutting down, close the facility’s valves or the bunkering ship’s valves before the ship’s
valves.
 When one grade is completed, ensure that the ships tank contents have stabilized and that
bunkering to the relevant tank has stopped.
Make sure the ship’s manifold valves and tank valves are closed during any temporary stoppages of
transfer operations.
Ensure ullages checked regularly to prevent tanks from overflowing because of leaking valves or
incorrect operation.
Overflow tanks (if provided) are left empty to allow for any excess quantity at the end of bunkering.
The final status soundings together with the quantity that this represents must be recorded in the
Oil Record Book.
j) After Bunkering checks.

As done prior commencement of Bunkering, all tanks must be sounded, and final quantities calculated
and recorded in the Bunker Calculation Sheet. Tanks must also be checked for water. Additional
information required in Tec 10 should be filled in.
A post Bunker survey of the Barge should be carried out to reconfirm quantity supplied.
k) Bunker Sampling/ Bunker BDN

A ‘Representative’ Sample is one which is taken as a continuous drip through the entire period at the
point of custody transfer i.e. the ship’s manifold.
Sufficient sample quantity is to be collected in a cubitainer, at least 4 liters and transferred over 3 passes
into 4 sample bottles to ensure a homogenous mixture.
The following information should be on the label attached to the sample

bottles: Vessel name, IMO number;
Date of bunkering;
Place where sample is taken and sampling procedure;
Name of bunker tanker/ barge / bunker installation (for pipeline

deliveries); Signatures and full names of the supplier’s and the ship’s
representative; Seal details
Bunker grade, example 380 Cst.
As of 19th May 2005 vessel is required to draw and retain a MARPOL sample on board under Annex VI
of MARPOL 73/78. This sample must be retained on board for a mandatory period of 12 months.
Of the remaining 3 samples – one is to be given to the barge, one landed to Lab for analysis and
the last retained on board. Sample retained on board can be disposed off at the end of 12 months.
Bunker suppliers should be invited to witness the samples being taken during the bunkering
operation and must be asked to sign the sealed samples and a statement that he has witnessed the
sampling. Should they decline to comply with this procedure this must be remarked on the Pre -
bunkering Checklist.
Samples should be stowed outside the accommodation, free from heat. On tankers, cargo sample locker
can be used for this purpose.
Bunker Delivery Note (BDN)

This should give the minimum specifications typically Specific gravity, Flash Point and Viscosity. It
should have the following information, as required by Annex VI of Marpol 73/78:
Port
Name, address and telephone number of Fuel Supplier Quantity (metric
tons) Sulphur content (% m/m)
This document is to be retained for a period of three years from supply date and should be readily
available for inspection by Port state inspectors.
l) Bunker Quantity or Quality Disputes

In case of Quantity discrepancy, as a first step insist on the supplier making good the short supply. If the
matter cannot be resolved, contact the Operations Dept. for advice and further instructions, including
for issuing a LOP or calling in an Independent Surveyor, if the situation justifies.
CAPPUCCINO EFFECT DURING BUNKERING: Introducing excessive amounts of air during the bunkering
process with the intention of overstating the quantity of bunkers delivered to the vessel.
What to look out for?
a. Excess foam froth on surface of fuel oil in barge tank
b. Excessive bubbling noted on the sample collected at the manifold.
c. Excessive movement/vibration for prolonged period of the flexible hose connected to the vessel's
manifold.
d. Excessive discharge of air from bunker tank's vents and sounding pipes.
e. Excessive bubbles on the sounding tape while taking sounding.
f. Change in Ullage by 5-10 cms in the first 30 mins after completion of bunkering in 1 tank.
How to avoid?
a. Air blow is only allowed at the end of the bunkering.

b. Air blow/purging should only be done after informing and obtaining permission from the C/E The
purging shall not be repeated more than twice after the completion of the pumping operation.
c. Vessel to top up first tank and monitor the ullages of the first tank till completion of the bunkering of
the second tank.
What To do?
a. Chief Engineer should notify supplier that any inconsistencies or non-conformance to instructions would
result in the immediate stoppage of bunkering operation.
b. Open the Manhole of the Bunker tanks after completing the safety permits to see the surface.
c. Take photos with IS camera after obtaining a permit.
d. Invite the Barge Master to witness the Cappuccino,
e. If there is a significant difference in barge out turn quantity and ships received quantity, contact the
Operations Dept. for instructions, issuing LOP and arranging Independent Surveyor.
f. If the vessel has to leave port immediately after bunkering, then the contents within the nominated
tanks should not be used or transferred in any way until arrival at the next port where a Surveyor
could be engaged to certify the R.O.B. Where possible this survey should be done in the presence
of the relevant parties to avoid related disagreement.
m) Bunker Stowage/ Consumption

Freshly taken bunkers should be stowed separately from existing bunkers. Co-mingling of bunkers,
except for MGO grade, is prohibited. Should co-mingling take place inadvertently during bunkering
operation or routine operational transfer, the operation should be stopped immediately, bunker
tank isolated and TS contacted immediately for advice. Following are some of the factors to be
considered in the office before taking a decision how to proceed next - ratio of bunkers co-mingled,
grades, specifications and previous analysis reports, possibility of carrying out further detailed
analysis, compatibility tests, possibility of supplying suitable dosing additives, advise for analysis lab,
voyage details, agreement with Owners and basis a Risk Assessment. Consumption should not be
started without explicit permission from the office.
Ships Drip sample should be landed with the Agents at the bunkering port itself for forwarding to
the testing laboratory.
Freshly taken bunkers should as far as possible, not be consumed till the analysis results for the same
are transmitted to the ship by the Company. Should there be a need to start consuming these bunkers,
Master should seek permission of the same from the Technical Superintendent.
When bunkers have been taken, the Chief Officer is required to sample the ullage space in the
Bunker Tanks for presence of H2S gas using the onboard combination meter & Benzene using
Draeger detector tube H2S reading should be less than 5ppm and Benzene less than 1ppm.
Thereafter as a routine the H2S content of the bunker tanks should be checked daily by the C/O and
the results given to the Chief Engineer to record in the Engine Log Book. Should the H2S content exceed
5ppm, the Company needs to be notified and procedures mentioned in Chp 9, sect 9.3.4.12 should be
complied with.
n) Fuel Quality Testing Program.

Company shall assign a laboratory with whom each vessel will participate in the fuel quality
testing program. The service provides the Company and the v essel vital information on a number
of critical fuel quality parameters. Together with the analysis results, practical and specific
recommendations/advice will be given on fuel treatment, possible adverse consequences and
references/comparisons are made against recognized marine fuel standards. The fuel analysis
results may also be used as evidence should an engine damage result due to the supply of inferior
quality fuel. Depending on the price and availability, vessel could receive bunkers complying with
ISO 8217: 2005 or 2010 or 2012. This will be indicated to the vessel when the bunker stem is
confirmed. Accordingly, the C/E when dispatching sample, should clearly indicate to the lab.
against which ISO 8217 version the sample is to be checked against.
It is of utmost importance that the lab instructions are carefully studied and followed to benefit most
from this service. The speed at which results are obtained depends on fast and reliable transportation,
this again relies on the correct handling on board and the vessel's agent in port and by insisting and
verifying with the ship's agent that he (the agent) arranges for an immediate pick-up of the samples by
the nominated air couriers.

o) On – Board Bunker Handling Procedures

The quality of Fuel being supplied has degraded and is a contentious issue. There have been recent
cases of damage on the Main Engines and Aux Engines due to catalytic fines or due to accumulation of
catalytic fines particularly in settling and service tanks.
Improper treatment, operation and maintenance of Fuel treatment equipment, separators and
filters has been the cause in all cases. It is imperative that Fuel treatment equipment, separators
and filters, are maintained and operated correctly as these can reduce the cat fines to level set by
engine manufacturers. Below are basis guidelines to be followed for efficient treatment.
In case of any doubt or if any unusual situation with the Fuel treatment, please do not hesitate
to contact the Office.
Fuel treatment on board the vessel

1. Fuel Oil Auto Back Flush filter to be fully operational and in service always. Under NO circumstance
the Fuel filters/ filtering system should be by passed. In case the Main Engine Auto Back Flush filter
gets frequently choked and a situation arises where the vessel is unable to cope, in consultation
with the Master, the speed should be reduced, or Main Engine stopped for replacing/cleaning the
filters.
2. Spare set of elements to be maintained.
3. By-pass Basket filter for the Auto Back flush filter should be maintained in “ready to use “condition. The
Basket type filter should only be put in service while cleaning the Auto BackFlush filter. On completion
of cleaning the Auto Back Flush filter is to be put back into service and Basket filter cleaned and
ready to use.
4. At all times 2 separators are to be operated in parallel with total throughput (both separators) to be
10% higher than hourly/daily consumption, separation temperature 98C. Appropriate size Gravity Disc
to be fitted. Desludging interval can be maintained at 2 hours.
5. Adequate set of Separator spares to be maintained.
6. Back Flushing counter to be recorded daily in the Engine logbook.
7. Running hours of the separators to be recorded daily in the Engine log book.
8. Fuel transfer to be recorded in the Engine logbook. The approximate quantity and tank in use to
be recorded.
9. Samples to check Separator efficiency to be landed every 6 months.
10. Fuel Service tanks to be cleaned max after 30 months, preferably every 12-15 months
11. Please ensure Main Engine scavenge inspection is carried out monthly and pictorial record of piston ring
stack of each unit is available on board.
A. Fuel treatment when the fuel has Catalytic Fines above 30 ppm
1. Ensure 2 separators are operated in parallel with total throughput (both separators) to be 10%
higher than hourly/daily consumption.
2. Separation temperature 98C
3. Conventional purifiers, the appropriate size gravity disc to be selected.
4. Desludging interval every 1 hours.
B. Service and Settling tanks must be frequently drained. Cat fines have an affinity for water and will
settle at the bottom. If the water is not drained regularly and vessel encounters severe weather the cat
fines will find its way into the fuel system and destroy the Engine.
C.
1. Back Flushing counter to be recorded daily in the Engine log book.
2. Running hours of the separators to be recorded daily in the Engine log book.
3. Fuel transfer to be recorded in the Engine log book. The approximate quantity and tank in use to
be recorded.

D.
1. The Back-flush filter drains are normally led to the Drain tank. Appropriate handling of the
contents of the Fuel Drain tank is extremely important. When Fuel with High Cat fines is being
consumed, the contents of the Drain tank should not be transferred to the Settling tank
instead it should be transferred to the Sludge tank. If the Drain tank has an upper and lower
suction, then the using the upper suction the contents can be transferred to the Settling tank
and using the lower suction transfer contents to sludge tank. (Modifications can be done in
consultation with the Office)
p) Consumption of new tested and untested bunkers
There has been a major shift in the current trading pattern of the Tankers, with more bunker supplies
being done offshore or at remote ports.
In most cases the vessel will be able to off land the fuel samples for analysis and receive the report prior
consuming the fuel. If the analysis report is not received by vessel within 5 days of bunkering the fuel,
the office should be informed by email. In the event the old bunkers ROB is not sufficient to wait for the
analysis report (5 days) of the new bunkers, office should be informed immediately of the ROB of old
tested bunkers onboard to decide if vessel should start burning the new bunkers prior to exhausting the
full old bunkers even without the analysis report.
In extreme circumstances, in case the vessel is to use the untested bunkers this should be done with
great caution and the purifiers, FO filters and Main and auxiliary engine parameters be very closely
monitored. Office should be immediately informed in case any abnormalities are encountered.
New untested bunkers, to be consumed as per following procedure
 Prior to commencement of using new bunkers check the performance of the Main Engine and
Auxiliary Engine i.e. measure the peak and compression pressures of Main Engine and peak
pressures of Aux Engines. Also record the Load / Scavenge Pressure / exhaust temperature and
other data as per the performance sheet.
 Also, if scavenge inspection has not been done within the past 15 days and pictorial report of piston ring
stack of each unit not available, please carry out an inspection prior using untested bunkers.
 The above 2 items will help defend a possible claim for bad bunkers, should such a situation arise
in the future.
 Prior to using the new bunkers clean HFO and MDO transfer pump suction filters. Ensure that settling
tank level is brought down to minimum safe level before transferring new bunkers. After the first
transfer of the new oil open and check the suction filter again to establish there is no abnormality.
 Run Separators in parallel, separation temperature 98C, total throughput (both separators) to be 10%
higher than hourly/daily consumption.
 e.g. Consumption 39 m3 /day,
 Total throughput should be (39 *1.1)/24 = 1.8 m3/hr.
 i.e. 0.9 m3/hr./separator
 If a problem is experienced with purification, manually clean the separators and inform the Office about
the nature of the problem.
 If a problem is experienced with fuel filters, frequent choking, please immediately inform the
Office.
 Depending upon the problems faced, Main Engine Piston rings will require to be inspected through the
scavenge spaces. The vessel may have to be stopped at sea to carry out the inspection. Please contact
the Office to arrange obtain consent from the Owners for the stoppage
 Service and Settling tanks to be drained every 2 hours to remove water and cat fines.
 Closely monitor the Main Engine and Aux Engine parameters
 All going well, 48 hours after commencement of consuming the new bunkers, Main Engine performance
to be recorded and report forwarded to the Office.
 All going well, Main Engine Piston rings to be inspected through the scavenge spaces arrival port. If on
a long voyage, vessel may have to be stopped at sea to carry out the inspection. Please contact the
Office to arrange obtain consent from the Owners for the stoppage.
 Above all, any problems faced should be properly recorded in the Engine Log Book and pictorial records
and samples of oil, sludge and damaged parts properly documented and retained on board.

New tested bunkers to be consumed as per following procedure:

New bunkers to be consumed following procedures as laid down in On Board Bunker
Handling Procedures. In addition
 After new bunkers is consumed for 5 days, without any abnormality, the consumption of old bunkers
can be resumed.
q) Management of Off Spec Bunkers on board
Consumption of Off - Spec bunkers is generally not permitted. If the analysis report indicates the bunkers as Off spec
 If being consumed, fuel should be changed over, but only after confirming with office.
 Bunker tank/s isolated.
 Detailed records maintained of the fuel movement and any handling & purification issues & machinery
problems faced in Engine log book.
 Charterers will make arrangement to off land the fuel.
Basis of bunkers reported as Off spec by the Analyzing lab is the deviation from the listed parameters in ISO 8217
specs. Depending on the parameters and the deviation from the limits, a decision may be taken to
continue consuming the bunkers. However, such a decision would be taken by the Technical
Director and only after confirmation from Owners and charterers. Case to point is Density of fuel.
ISO 8217 limits this to 991.0 kg/m3 for 380 cst Residual fuel. However, since a decade, majority of
the ships are equipped with Al-Cap separators which can handle fuel efficiently up to 1010 Kg/m3.
Similarly, Main and Aux Engines can handle fuel with a viscosity of 700 cst. Fuel with a viscosity of
450 cst would only require additional heating up to 5-7 deg C higher to bring the viscosity between
10 – 15 cst at injection, when compared to heating required for 380 cst fuel.
In cases, when there is no option but to consume the off fuel, mainly due to lack of other fuel
availability on board then the decision will be taken by the Technical Director after carrying out
further detailed analysis of fuel and consulting the lab expert and with Owners, Charterers and
Insurance in agreement.
Specific instructions will be issued by the office for fuel handling, purification and consumption on
board. These generally relate to good practices and heightened condition monitoring. Where possible,
specific fuel treatment dosing chemicals may be arranged.
4.5.3 HANDLING VLSFOs (0.5% S Max)
Regulation 14.1.3 of MARPOL Annex VI stipulates that the Sulphur content of any fuel oil used on
board ships must not exceed 0.50% m/m from 1 January 2020, except for ships using ‘equivalent’
compliance mechanisms, typically Scrubbers.
Compliant fuel of choice will be VLSFOs.
a) Properties
These are complex blends of various refinery streams containing Residual and Distillate components.
This can vary the Viscosity from as low as 5 cst to a high of 360 cst.
A ‘Distillate’ blend would have a viscosity of 5 cst

‘VGO’ based blend would be in the range of 10 to 30 cst (with higher cat fines)
‘Intermediate’ range containing Residual component, typically green colored fuels in the range of
30 to
100 cst.
Other Blends typically containing sweet crude in the range 100 to 180 cst.
Naturally occurring sweet crudes, typically from Brazil and Argentina going up to about 360 cst.
ISO 8217: 2017 specifies the following grades based on viscosity – RMA 10, RMB 30, RMD 80, RME 180,
RMG 180, RMG 380.
There is still no clarity on the ISO standards for VLSFOs. Typically, a 70 cst VLSFO could meet and be sold
as complying with RMD 80 to RMG 380 standards.

b) Potential Challenges and Precautions to be taken when handling VLSFOs
1. Compatibility: as these are complex blends. Strictly NO COMINGLING in any ratio is allowed between
VLSFOs grades or with MGO.
When changing over from one grade of VLSFO to another, run down the Settling tank and Service tanks
to a safe minimum before filling the day tans with the new grade of VLSFO.
2. Stability (Total Sediment Potential): This usually manifest with Asphaltene Sludge agglomerating out
due to poor blending. No problems have been reported yet, however as a good practice follow FIFO
(first in/first out) with bunkers.
3. Calculated Carbon Aromaticity Index (CCAI): This gives an indication of Fuel ignition and delay (Knocking)
properties. Up to 870 for Slow Speed and 830 – 840 for Medium Speed is acceptable. No problems have
been reported so far.
4. Cold Flow Properties: Some VLSFOs may be paraffinic and can cause wax formation. Following to be
kept in mind:
Cold Filter Plug Point (CFPP): This is the lowest temp at which it will flow through the fuel filter. Issues
can be expected. Since this is not part of the standard Bunker analysis report, please ensure that if fuel
flow gets restricted in the fuel system, typically in Filters, increase the fuel temperature, keeping in mind
that the viscosity of the fuel should not fall below 2 cst.
Pour point: This could go as high as 30 Deg C. Bunker tank storage temp should always be maintained
10 Deg C above the pour point.
5. Viscosity: This can vary from 5 to 360 cst

The correct separation temperature for Purifiers is determined by the viscosity of the oil, with the max.
separation temperature today at 98°C.
However, VSFOs can be sensitive to higher temperatures since they are heavily blended. This can result
in clogged filters and Purifiers filled with Sludge.
The general recommendation regarding separation temperature is described in the table below and are
according to the oil viscosity. This also translates to achieving 20 – 25 cst Viscosity inside the Purifier.
Viscosity @ 500 C Storage Temperature Separation Temperature

Up to 20cSt 300 C 400C
20 to 30cSt 300 C 500C
30 to 40cSt 100 C above PP 600C
6. Sulphur Content: Barges which earlier were supplying 3.5% Sulphur HSHFO will now be delivering the
0.5% Sulphur VLSFOs. Depending on how well the fuel tanks and system on the barge was flushed, the
Sulphur content of the fuel supplied could rise. Following the correct Sampling procedure while
bunkering is very important, at least in the first few months of 2020.
In view of the above concerns, no vessel is to put the VLSFO bunker in use without a satisfactory
analysis report and permission from office.

Modifications required to machinery, lubricating oils & fuel handling system, fuel change-over procedure is
discussed in the Ship Specific Implementation Plan
4.5.4 DE-SLUDGING & CLEANING OF FUEL TANKS
It is essential that all fuel tanks are regularly "de-sludged" using the sludge cocks provided. They
must never be operated by artificial means. The presence of water in appreciable quantities must
be immediately brought to the attention of the Chief Engineer.
This is to be carried out at four hourly intervals on a conventional watchkeeping vessel. On vessels
operating for periods of time with unmanned Engine Room spaces, the interval between s ludging
during the manned period is to be four hours.
For the unmanned period, this is to be detailed by the Chief Engineer in the Night Order Book,
however it is to be not less than three times during that period i.e. at commencement of the
unmanned period, during the late evening inspection of the Engine Room spaces, and at the end of
the unmanned period. If it is required to strip the fuel oil bunker tanks, it should be carried out at
open sea and in consultation with the Master as there is a risk of malfunction of the propulsion
engine due to clogged filter due to presence of sludge. Engine room to be manned during this period
till suspect bunkers is consumed. During his period, both purifiers to be run in series (purifier -
clarifier mode) with minimum through put and reduced de-sludge sequence. All line filters to
monitored carefully.
Each fuel tank on a rotational basis is to be emptied at intervals not exceeding 6 months where
possible, for sighting the internal at condition, any buildup of sludge, solids and other
contaminants. Manual cleaning is to be done if applicable, during a safe period at a safe location,
with suitable notice to the Master.
4.5.5 LUBRICATING OIL SYSTEMS
a) Lubricating Oil Inventory and Analysis

The maintenance of safe reserves, and the frequency and method of sampling must be adhered to by
all Masters and Chief Engineers.
When change of C/E’s takes place, the Lub Oil inventory should be part of the handover documents and
the physical check on the declared quantities is to be checked by both the C/E’s.
Any discrepancy should be brought to the immediate notice of the Technical Department. The
Company requires a Quarterly sampling of all LO in use in machinery. The designated laboratory
will be specified by the Company. C/E is to ensure that the sampling is done as per instructions for
the Analyzing Laboratory and the samples are drawn in the sample bottles provided by the
Laboratory. Transport of samples is to be done using couriers and the samples landed with agents
with clear instructions on how and where to forward the samples. A landing report (TEC/36) should
be filled out for the samples landed. The Technical Department will electronically transmit the
analysis reports to the ship.
b) Lubrication Schedule and Orders

The Chief Engineer is responsible to establish a list of machinery requiring periodic lubrication onboard
the vessel. The Technical Superintendent is responsible for agreeing the specifications and grades of oil
for this list of machinery with the nominated lubrication oil supplier.
A copy of the Lubricating oil chart shall be made available onboard the vessel and in the office. The Chief
Engineer shall ascertain the location of all the lubricating oil storage tanks and establish the safe-filling
capacities of these. This information shall be made available to the office.
Some grades of oil may be taken and stored in drums on board at safe locations agreed with the Master
and lashed safely for bad weather conditions. When an order for lubricating oil supply is made, the Chief
Engineer shall specify whether it is in bulk or in drums.

Bunkering of lubricating oils shall be handled with the same care as Fuels due to the risk of pollution
and an entry made in the Oil Record Book for any bulk supply and (TEC 09) completed.
The company requires the vessel to maintain one complete spare running charge of Main Engine
Crankcase oil as unbroached spare for any emergency at any time. Additionally, the Company expects
the vessel to have enough quantity of LO for 20 days steaming.
Order for lubes must be placed when ROBs are down to about 45 steaming days or earlier, if calling a
convenient port.
4.5.6 GUIDELINES FOR BUNKER LINE PRESSURE TEST
Bunker line on deck should be hydrostatically tested as follows. Pressure test by air is not permissible.
Annually – 1.25 times Max. Allowable Working Pressure (MAWP, also mentioned as Fluid Pressure in Hull
Piping Diagram)
2.5 yearly (at each docking - IWS or dry docking) – 1.5 times MAWP. USCG 33 CFR 156.170
Following Procedure is suggested

· Job should be carried out under the supervision of Chief Engineer
· Risk Assessment to be carried out.
· Test to be done using the Fuel oil transfer pump. Relief valve is normally set at MAWP. This
should be adjusted to the required testing pressure. Fuel transfer pumps are rated for more
than twice the MAWP.
· Ensure proper line up of valves.
· Check for pressure retention for 15 mins.
· If leakage or loss in pressure is noted, identify location and rectify . Thereafter test again to
re confirm.

SECTION 6 – ANCILLARY SYSTEMS Page Number : 1 of 3
4.6 ANCILLARY SYSTEMS
4.6.1 COOLING WATER SYSTEMS (SALT & FRESH)

a) Diesel Engine Cooling Water Quality
An alkaline condition must always be maintained in the fresh water cooling system. Where a
proprietary brand of water treatment is used, the recommendations of the suppliers regarding
dosage and test procedures must be followed and routinely reported on to the appropriate
Management office and the suppliers using the log sheets that are provided
During Diesel engine overhauls internal cooling surfaces are to be examined and any build up of
material, which would adversely affect proper heat transfer, or flow of cooling water, recorded.
b) Topping-Up Diesel Engine Systems

Distilled water must be used in Diesel Engine cooling systems if on board production is possible. If this
is not possible or, in cases of extreme emergency, shore or potable water may be used, samples are to
be taken, and analyzed for chlorides, alkalinity etc. and the office informed immediately. It is always
imperative that an accurate record is maintained in the Engine Room Log Book and Water Condition
Logs.
c) Chemical Cleaning of Sea & Fresh Water Systems

Under certain circumstances chemical cleaning of a system or component of the system will be required.
Details of the system, component materials and capacity are to be advised and, following
discussion with the Technical Superintendent, a procedure plan prepared.
It is important not to proceed with such an exercise, without being fully prepared with adequate
cleaning and neutralizing chemicals, water reserves, protective clothing, safety information and all the
necessary hardware.
d) Salt Water Pipework Repairs

It is essential to avoid the use of unspecified materials in the repair of salt water system pipework. As a
basic guideline dissimilar metals are to be avoided.
e) Flooding of Engine Room During Maintenance

Incidents have occurred whereby main SW systems undergoing maintenance have been inadvertently
operated, resulting in the flooding of the engine room, and seriously jeopardizing the safety of the
vessel.
It is the responsibility of the Chief Engineer to issue standing instructions to all engine room staff
regarding the impending maintenance of any system or machinery, and, that the said systems or
machinery must not be operated until confirmation is received from the Chief Engineer that the
maintenance is satisfactorily completed, and it is safe to operate.
The isolation of any sea water pipework system for maintenance to machinery or repair to the
pipeline must be supervised by the Chief Engineer or Second Engineer before the commencement of
repairs/maintenance.
4.6.2 DOMESTIC FRESH WATER

Domestic water supply either produced on board or bunkered must be sampled frequently and treated
in accordance with statutory regulations. Records are to be maintained of chemical treatment dosage. In
case of any doubt on the quality of drinking and cooking water, the office
must be consulted. Equipment for the sterilization and or demineralization of drinking water is to be
maintained as specified by the Manufacturers.

Every vessel shall carry designated hoses for taking on potable water. They are to be carefully stowed and
labelled “Potable Water Use Only.” Care must be taken to ensure that these hoses are kept clean and are
kept free from any contamination.
Potable water tanks are to be emptied for inspection and maintenance as specified in the vessel’s
planned maintenance system. They are to be thoroughly scrubbed, flushed out and the entire system
disinfected with chlorine as described in the International Medical Guide for Ships or the Ship Captain’s
Medical Guide.
Any personnel entering a potable water tank must wear clean clothing and footwear. No person
suffering from skin infections or communicable diseases are to be allowed to enter the tank.
4.6.3 HYDRAULIC SYSTEMS

It is essential that operating oil (hydraulic fluid) contained within hydraulic systems is maintained in a
clean condition. Failure to do so will result in poor operating performance, component failure and
increased maintenance.
Dirt is the worst enemy of any hydraulic system not only the oil but the total environment in which the
system is sited must be kept spotlessly clean. Hydraulic station rooms are not being used as storage areas
for other items which are not associated with the plant.
Oil samples are to be sent for analysis every three months.
When in operation, the hydraulic plant is to be regularly checked for:
 External leakage
 Contamination
 Damage
 Noise Level
 Temperature
 Oil levels
 Accumulator pressure (nitrogen only to be used)
Reusable filters must be opened and cleaned as per the manufacturer’s instructions.
The ideal operating temperature for hydraulic oil is 50*C but temperatures may be between 60*C –
80*C. It must be considered that the higher the operating temperature the more quickly the oil ages. If
overheating occurs, it is essential that the reason be found and eliminated.
Should hydraulic oil be drained from the system for maintenance or repair purposes then upon
completion the system is to be bled of any trapped air. Bleed the system at the highest points. Check
reservoir tank oil levels after bleeding. Trapped air is one of the most common defects which results in
unreliable operation of hydraulic systems.
4.6.4 COMPRESSED AIR SYSTEMS

Ships compressed air systems are usually divided into one or more of the following:
 Main and auxiliary engine starting air system (high pressure).
 Service air.
 Control air.
 Instrument air.
 Deck services
Low pressure (5-8 bar) air may be supplied by either individual compressors or pressure reducing valves
fitted within the high-pressure circuit.

High Pressure System

The Main and Auxiliary Engine starting air supply is to be monitored carefully for excess oil and water.
Where compressors are fitted with cylinder lubrication then particular attention to the cylinder oil feed
is required. Moisture traps and drain valves are to be blown down at regular intervals. Should the
blowdown indicate excessive oil or moisture then the reason is to be immediately investigated.
All operating valves in the starting air system are to be operated slowly and with extreme caution. Do
not stand directly in front of a high-pressure valve when opening or closing. During manoeuvring of the
main engine, the starting air compressors are to be monitored locally for any sign of overheating or
problem.
Low Pressure System

Compressed air equipment which supplies low pressure air for control or instrument purposes must be
monitored constantly for moisture or other contaminants.
Air, which is wet or contaminated, will have detrimental effects upon engine manoeuvring systems and
process control.
All filters and moisture traps are to be cleaned and serviced as per the maker’s instructions or at
intervals determined by operational experience.
Dryers
For Engine room service, refrigerant type driers are normal practice. The equipment to be maintained as
per Manufacturer’s instructions and refrigerant level checked from time to time.
In some cases, absorption type driers are fitted which require strict change over routines.
Deck Service Compressors

Unwarranted use of these machines is to be avoided always. It is essential that any deck services are shut
down when not required. Supply from the main starting compressors via reducing valves is not to be used
for deck general service air supply unless an emergency exists.
4.6.5 BOILER WATER TREATMENT
Boiler water tests are to be carried out daily on steaming boilers, feed water, condensate systems and
weekly on any Boiler on wet lay-up. All tests are to be carried out as per relevant instructions issued by
the Chemical Supplier. Test results are to be logged in appropriate form and sent to the Chemical
Company every month end for their comments.
Dosage of chemicals to Auxiliary Boilers, feed and condensate systems to be based on results of these
tests. It is recommended that the Boilers are “blown down” and “scummed” regularly to maintain TDS
and Chlorides within the prescribed maximum limit. Feed water temperature to be maintained as high
as possible without causing any cavitation to associated pumps. Recommended temperature is > 85
Degrees Centigrade.

SECTION 7 – ELECTRICAL SYSTEMS Page Number : 1 of 6
4.7 ELECTRICAL SYSTEMS
4.7.1 GENERAL
Work on electrical systems and equipment is considered a specialized work and must be undertaken
only by qualified personnel from the ship’s staff.
Work on electrical equipment in an area where an explosive atmosphere may be present requires
special precautions and permit from the Master. He shall ensure that qualified persons are doing the
work, in compliance with regulations in force and with adequate safety precautions in place. The Master
shall ensure that the personnel are supervised, and all measures are taken to avoid any incidents or
injuries from such work.
a) Work Performance
Whenever work is to be carried out on electrical equipment, or on equipment powered by electricity, in
a gas dangerous zone, the electrical supply of the equipment must be isolated. Warning signs must be
posted adequately.
The use of portable electrical equipment or wandering leads is prohibited unless the zone is gas free for
hot work and a hot work permit is issued.
b) Cold Work on Electrical Equipment

Work shall not be carried out on any apparatus or wiring, nor shall any flammable – proof or explosion-
proof enclosures be opened, nor the special safety characteristics provided in connection with standard
apparatus be impaired, until all voltage has been cut-off from the apparatus or wiring concerned. The
voltage shall not be restored until work has been completed and safety measures have been fully re-
instated.
c) Hot Work on Electrical Equipment

Hot work permit (SAF/13) must be issued as per company regulations. Work is permitted provided that
the area has first been made safe and certified gas free and no hazardous situation exists – such safe
situation should be maintained in that condition if the work is in progress. No such work shall be left
unattended or without supervision. All regulatory and company safety precautions shall be taken.
d) High Voltage Systems

All maintenance and testing of high voltage equipment must be carried out only by qualified staff strictly
in accordance with the Company Safety Regulations and the "Permit to Work"(Electrical Work) (SAF/18)
documentation must be completed prior to commencement of any maintenance.
e) Work by Contractors
The Master shall ensure that whenever contractors are employed, they must be qualified professionally
for the work. Arrangements must be such that their understanding of and compliance with all safe
working practices are ensured and that they are fully qualified to do the work effectively and they are
supervised and controlled by an officer. Checks must be made regularly to ensure that work is being
done professionally, that time is not wasted and that correct spares and materials are used when
required.
4.7.2 EMERGENCY GENERATOR

To ensure reliable operation in the event of an emergency, the emergency generator/alternator set, is to
be run up (on load if possible) weekly.
The prime mover is to be started by a simulated power failure (and on alternate weeks by other optional
methods available). These tests and their results are to be recorded in the Engine Room Log Book.

Suitable frost precautions (anti-freeze to be added) must be taken with water cooled engines. On air-
cooled engines the air path is to be maintained unrestricted with venting arrangements clear of
obstruction and free to operate.
Any faults or defects in the emergency generator/alternator, its prime mover and associated equipment,
must be rectified and immediately reported to the office.
4.7.3 DIESEL ALTERNATORS (AUXILLARY ENGINES) OR TURBO ALTERNATOR

Maintenance on these are to be carried out by the Electrical Officer in conjunction with Manufacturer’s
Instructions. The alarms and shutdowns are to be tested at monthly intervals as specified in the PMS
and the relevant details noted in the Work Book.
4.7.4 SHAFT ALTERNATORS

Some vessels may be fitted with shaft alternators from which the vessel’s main electrical supply can be
generated. Officers must understand that the stopping of the prime mover (main engine) (hence the
shaft) upon which the alternator is operating, could result in the complete loss of power from all main
engines and some auxiliaries.
In bad weather conditions it is advisable to change over the power generation from the shaft generator
to the diesels or other source to avoid the fluctuations of prime mover shaft revolutions causing a
blackout.
In vessels fitted with shaft alternators, all Officers should be aware that the action of changing from
shaft alternator power to diesel alternator power (or vice-versa) can occasionally result in total loss of
power. The OOW should ensure, as far as practical, that the vessel is clear of other traffic and is down-
wind, down-tide of other navigational hazards when the change of power source is made. The Engine
Room will expect suitable notice for the changeover, which is to be affected in good time (at least 30
minutes) before manoeuvring is requested.
The sudden loss of power whilst the vessel is steaming full ahead may lead to consequential problems
like Main engine (Diesel) cylinder liner and cover cracks etc. due to cooling water disruptions.
In some engine room configurations, the shaft alternators are designed to operate berth to berth and
even during the port stay. The Chief Engineer is to ensure that his staff is instructed clearly about the
recommended operating procedures on each vessel.
4.7.5 BATTERIES
Large marine battery is of the following types: -
Non-Sealed - Lead Acid
Sealed - Alkaline e.g. Nickel Cadmium or Nyffe cells
The use/storage of the two different types in the same system/room is not permitted.
The maker’s instructions are to be carefully adhered to.
Form (TEC/34) should be completed by the Electrical Officer on a monthly basis and handed over to
the Chief Engineer.
4.7.6 INTRINSICALLY SAFE & EXPLOSION PROOF EQUIPMENTS AND MAINTENANCE

A) EXPLOSION & FLAME PROOF
The terms ‘explosion’ proof and ‘flame’ proof have the same meaning in that the equipment to which
they refer will be constructed in such a way that it will contain any explosion originating within its
housing and prevent sparks from within its housing from igniting vapors, gases, dust, or fibers in the air
surrounding it. It does not mean that it is able to withstand an exterior explosion. Instead, it is the
enclosures ability to prevent an internal spark or explosion from causing a much larger blast.

Example would be an explosion proof motor. It is totally enclosed electric motor with no outside air in
contact with the motor windings. Cooling is by conduction through the frame and housing
Flameproof is a preferred method of protection when the electrical equipment may potentially have
high energy arcing or sparking components in normal operation and therefore the formation of an
explosion when in a hazardous atmosphere is not easily avoided.
B) INTRINSICALLY SAFE
Intrinsic Safety (IS) is an approach to the design of equipment going into hazardous areas. The idea is to
reduce the available energy to a level where it is too low to cause ignition. That means preventing
sparks and keeping temperatures low. Therefore, an electronic circuit and it’s wiring will not cause any
sparking or arcing and cannot store sufficient energy to ignite a flammable gas or vapor and cannot
produce a surface temperature high enough to cause ignition. Such a design is not explosion proof, nor
does it need to be. The metallic cable screens of intrinsically safe circuits should be earthed at the
power supply end only to prevent circulating currents within the sheath.
Increased safety: "The equipment contains no normally arcing parts, and additional measures (such as
larger spacing among wiring connections) are taken to prevent the possibility of high temperatures or
sparks. A minimum IP rating of IP 54 is required."
C) EXPLOSIVE GAS AREA CLASSIFICATION

Hazardous areas are divided into Zones (European and IECEX method) or Classes and Divisions
(North American method) according to the likelihood of a potentially explosive atmosphere being
present.
European & IECEX
Definition of zone or division North American classification
classification
An area in which an explosive mixture is

Zone 0 (gases) continuously present or present for long Class I Division 1 (gases)
periods
An area in which an explosive mixture is

Zone 1 (gases) Class I Division 1 (gases)
likely to occur in normal operation
An area in which an explosive mixture is not

Zone 2 (gases) likely to occur in normal operation and if it Class I Division 2 (gases)
occurs it will exist only for a short time
D) PRODUCT MARKING
The ATEX directive requires the product to be marked with the CE mark, the ‘EX’ mark and the
equipment coding as per table below.
Heading Mark Use
Explosion proof in accordance with the ATEX directive
Equipment Group I For use in underground mines

II For use in all other places
Equipment that is intended for use in areas where an

1 explosive atmosphere is present continuously, for long
periods or frequently

Category 2 explosive atmosphere is likely to occur in normal
operation and must ensure a high level of protection.

3 explosive atmosphere is unlikely to occur in normal
operation and must ensure a normal level of protection.
G Equipment certified for use in flammable gases

Gas / Dust
Equipment certified for use where dust is present in the
D
atmosphere
d Flameproof
Type of Protection* Ia Intrinsically Safe
e Increased safety
I Mines
Gas Group
II Surface above ground industries
A Less easily ignited gases e.g. propane
Gas Sub Group B Easily ignited gases e.g ethylene
C Most easily ignited e.g. hydrogen or acetylene
T1 450ºC
Temperature Classification
Hazardous area apparatus is T2 300ºC
classified according to the maximum
T3 200ºC
surface temperature produced
under fault conditions at an ambient
T4 135ºC
temperature of 40°C, or as
otherwise specified. The standard T5 100ºC
classifications are as shown
T6 85ºC

Product marking example

An ATEX approved electrical product is marked with the following code:
II 2G Eexd IIB T4
From the breakdown of the code below it can be seen that the product is flameproof, suitable for use in
zone 1 surface applications where gas group B gases may be present and the surface temperature of the
product under fault conditions will not exceed 135 ºC.
Explosion proof in accordance with ATEX
II Equipment group: II surface industries.
2 Category: 2 equipment (suitable for use in Zone 1)
G Gas / Dust: Suitable for atmospheres containing gas
E European certificate in accordance with harmonized standards
Ex Explosion-proof electrical equipment
d Type of protection is ‘Flameproof enclosure’
II Gas Group II – surface industries
B Gas sub group = B
T4 Temperature class T4
E) MAINTENANCE ON EXPLOSION PROOF & INTRINSICALLY SAFE EQUIPMENTS
All apparatus, systems and installations, including cables, conduits and similar equipment, should be
maintained in good condition. They should be inspected regularly.
Correct functional operation does not necessarily imply compliance with the required safety standards.
The integrity of the protection afforded by the design of explosion-proof or intrinsically safe electrical
equipment may be compromised by incorrect maintenance procedures. Even the simplest of repair and
maintenance operations must be carried out in strict compliance with the manufacturer’s instructions
to ensure that such equipment remains in a safe condition. This is particularly relevant in the case of
explosion-proof lights where incorrect closing after changing a light bulb could compromise the integrity
of the light.
When equipment in a hazardous zone is permanently withdrawn from service, the associated wiring
should be removed from the hazardous zone or should be correctly terminated in an enclosure.
When equipment in a hazardous zone is temporarily removed from service, the exposed conductors
should be correctly terminated as above, or adequately insulated, or solidly bonded together and
earthed

During inspections of electrical equipment or installations, attention should be paid to the following:
• Cracks in metal, cracked or broken glasses, or failure of cement around cemented glasses in
flame-proof or explosion-proof enclosures.
• Covers of flame-proof enclosures, to ensure that they are tight, that no bolts are missing, and
that no gaskets are present between mating metal surfaces.
• Each connection to ensure that it is properly connected.
• Possible slackness of joints in conduit runs and fittings.
• Clamping of cable shields.
• Stresses on cables that might cause fracture.
No maintenance on live equipment should be carried out in hazardous zones.
‘Work Permits” to be observed and use only approved test instruments.
When replacing any components, light fittings and luminaries, only approved type of spare parts should
be used.

SECTION 8 – CRITICAL – EQUIPMENT/ SYSTEMS & SPARES Page Number : 1 of 4
4.8 CRITICAL EQUIPMENT / SYSTEMS, MAINTENANCE & SPARES
4.8.1 CRITICAL EQUIPMENT / SYSTEMS, MAINTENANCE
The ISM Code section 10.3 requires the Company to identify equipment and technical systems, the
sudden operational failure of which may result in hazardous situations. Shore management team has
carried out Hazard Identification and RA for identifying Critical Equipment on the vessels. Basis this and
with feedback from the Supt. for the existing ships, the Critical Equipment & systems, Linked Critical
Maintenance and Critical spares are highlighted in the Company’s ERP PMS.
As soon as a vessel comes under the Company’s management, the Master and his Shipboard
Management Team are required to draw out a list of Critical Equipment / systems, Critical Maintenance
and Critical Spares. Once done, these lists are to be signed by the Master and the Chief Engineer and
sent to the Technical Superintendent for review and approval. Once approved by the Technical
Superintendent, these lists are incorporated in the Company’s ERP PMS system and can be viewed from
the REPORTS section of Company’s ERP.
If the technical superintendent is onboard during the first meeting, he should assist the Shipboard
Management team to formalize this list.
This list is to be maintained in File 10/A
Following is the suggested list of Critical systems /Equipment:
a) Critical Equipment
 Inert gas Plant, N2 system
 Cargo tank PV valves
 ME Crankcase Mist detector
 ME crankcase relief valves
 GMDSS equipment, Bridge Navigational equipment.
 Ship Security Alert system
 Life boat engines
b) Critical Functions
 Quick closing valves
 Emergency Bilge Suction
 Remote stops and switches
 Emergency Generator.
 Emergency Batteries
 Emergency Lighting
 Emergency Air Compressor
 Emergency Fire Pump
 Fixed Fire Fighting and Detection Systems. Fixed & Portable gas detection systems
 Safety and Lifesaving Equipment
 B.A. Compressor
 Emergency Steering Arrangement
 Ventilator flaps
 Main Engine Local Manoeuvring controls.
c) Safety Alarms & Trips

 Main & Auxiliary Engine slowdown & Shutdown Safeties
 Emergency Generator over speed

 Boiler safety trips – Flame failure, Low water level

 Engine room Bilge alarms
 COPT shut downs – Low Lub oil, Over speed, Steam back pressure
 Cargo pumps – Bearing, Casing High temp.
 IG system safeties
 Cargo tank safeties – HL, Overfill, High & Pressure monitoring system
d) Environment Safety
 Oily Water Separator (OWS)
 Oily water Discharge Monitoring Equipment (ODME)
 Incinerator
 Sewage Treatment Plant
 Exhaust Gas Scrubber
Care is to be taken that a well-defined maintenance schedule, competency level for maintenance is
included in the PMS and that adequate spares are maintained onboard for these identified parts
/equipment.
Taking a Critical Equipment out of service for routine maintenance or servicing should be planned well
in advance.
Following need to be considered
1. Scope of work planned.
2. Expected downtime,
3. Suitable location – sailing, anchorage, on berth
4. Other activities planned, expected at the time like Surveys, PSC visits, cargo ops, or maintenance on
other equipment which may require availability of the Critical equipment.
5. Availability of important spares, should some damage be found on opening up the equipment and
6. Review of maintenance history and operational parameters.
7. Back up arrangements, if any
All on-board routine maintenance on Critical equipment requires RISK ASSESSMENT to be conducted
prior commencing the job. As a guidance, RA should address requirements for personnel involved,
spares and any special tools, worst case scenarios, Recovery and mitigation measures, commissioning
and testing procedures, alternative back up and equipment / systems, necessary modification in
operational procedures as a result, emergency safety procedures.
Before commencing any maintenance or upgrading or routine servicing of any Critical equipment by
Shore Service Engineer, Technical Superintendent must be notified for his approval of work by Phone,
followed by email. RA to be carried out for the inoperable equipment for review & approval from the
office. Technical Superintendent is to ensure that the Master agrees on a time frame on the
mandatory RA carried out in Company’s ERP prior commencement of this Critical Maintenance.
Should the time frame expire prior completion of the job, a fresh RA is to be done by the vessel and
agreed with the TS and senior management (CTO / Technical Director / MRSVM).
Alarm set points and parameters of Critical Equipment, Systems and Alarms shall only be changed
where safe operational requirements require such change. Change of alarm set points and parameters
of Critical Equipment, Systems and Alarms shall only be carried out after Company’s concurrence. Only
the Chief Engineer or Chief Officer can carry out this change, after office approval. Every change to
alarm set points and parameters of Critical Equipment, Systems and Alarms shall be recorded in the
respective (deck or engine) log book and in the equipment/system history within the planned
maintenance system.
No alarms shall be inhibited at any time. Should it become absolutely necessary to inhibit any alarm,
Master shall ensure a Management of Change (MOC) process is initiated. The MOC and the Risk
Assessment shall be submitted to the vessel’s Superintendent for review and Company concurrence.

Upon reinstating the alarm, Master shall inform the vessel’s Superintendent and close the MOC. The
date and time of inhibiting the alarm shall be recorded in the respective (deck or engine) log book.
Any inhibiting of the alarm shall be carried out under direct supervision of the Master or Chief
Engineer only, as applicable
Should a situation arise requiring deferral of the PMS job or Defect rectification, vessel needs to
submit a request to the Superintendent stating reasons along with an RA. Approval for Deferment is
to be done by the Technical Manager in consultation with the MRSV department.
4.8.2 MINIMUM STOCK LEVEL LISTINGS FOR CRITICAL SPARE PARTS
In general, we have defined Critical Equipment under the following categories: -

 Standalone equipment – any essential equipment which is not duplicated on board.
 Any equipment which is essential for the Safety of the vessel and its crew, Pollution prevention and
 control and can directly affect the Commercial aspect.
 Equipment mandatory as per Classification Society, Flag State requirements and IMO.
 Ship specific equipment – this will refer to equipment which are ship specific and termed Critical due to
 previous maintenance history, general experience gained on this equipment, manufacturer, licenses, etc.
For individual vessels, the Technical Superintendent is to define the critical equipment on board, basis
categories stated above. These are to be entered in the Company’s ERP and the minimum stock levels are
to be entered in the “Alarm value” such that when critical stock levels fall below the minimum value, it
will generate an Alert in the Company’s ERP and it is then the responsibility of the Chief Engineer to raise
an urgent requisition from the Purchase Management system in the Company’s ERP.
4.8.3 CRITICAL MEASURING & TESTING INSTRUMENTS
Additionally, special instruments for calibration, measurement and testing should be maintained on
board in good order. Typical list as below
Digital Thermometer
Temperature Calibrator
Pressure Gauge Calibrator
Non-contact Infrared Thermometer
Calibrated Pressure Gauges
Multitester
Clamp meter
Electronic Megger
M.E. Performance Analyzer
Crankshaft Deflection Meter
Engine Indicator
Inside Micrometer
Cylinder Liner Gauge
Vernier Depth Gauge
Poker Gauge
Dial Gauge
Torque Wrenches
For all critical tools, the Critical Tools Inventory (TEC 37) needs to be filled in on a three-monthly cycle.

4.8.4 Failure of Critical Equipment / Systems Procedure

1. The Master must inform the Technical Superintendent immediately whenever a Critical Equipment or
System is out of service due to breakdown / failure.
2.. Assess the continued operation of the vessel to ensure safety is maintained by implementing mitigating
measures to:
a) Enhanced supervision of affected systems;
b) Put in place alternate provision for the lost service;
c) Obtain outside assistance or other actions as appropriate.

SECTION 9 – DRYDOCKING AND MAJOR REPAIRS Page Number : 1 of 3
4.9 DRYDOCKING AND MAJOR REPAIRS
4.9.1 GENERAL
Conduct of periodic dry-docking for vessels in the managed fleet must be done in a cost-effective
manner considering, Class Survey requirements, Statutory & Regulatory requirements, Vessel condition,
any specific Trading & Owners requirements, Recommendations from Equipment Makers and in 3rd
Party reports to ensure a safe, reliable and efficient vessel operation. The Technical Superintendent in
co-operation with the Office and Vessel’s Staff is responsible for the complete drydocking process. Job
Codes to be used when making the Specifications for Drydocking and major repairs is as mentioned in
form TEC 48. This form is to be used by the vessel for generating ship specific jobs:
100 GENERAL SERVICES. Required during Docking period typically Cooling water connections,
Shore Power etc.
200 HULL. Include Hull blasting & painting. Anodes, Stern tube seals, Anchor & chains, Chain
Locker, Rudder, Propeller
300 STEEL RENEWALS. Ship side, Ballast tanks, Engine room, Deck
400 VALVES. Overhauling &/ or Pressure setting – PV, Ship side, Boilers, Air Bottle, Ballast tank,
Engine room
500 PIPING. Renewals anywhere on the vessel
600 TESTING & CALIBRATION. Load test of cranes, Accom Ladder, Pressure gauges, Cargo &
Bunker line
700 MACHINERY. Bearings, Air cooler cleaning, equipment overhauling
800 ELECTRICAL. Alternator, Switch board cleaning, ACB servicing, Pump motors, Vent fan etc.
900 SAFETY & FIRE FIGHTING. Servicing & repairs

1000 OWNERS ARRANGED SERVICE ENGINEER. This section will not be given to the shipyard but
arranged directly by Owners. Jobs to be included here are specialized equipment overhauling
typically Frank Mohn for Framo pumps, MAN or MHI for Main Engine Turbo charger, Blohm &
Voss for Stern tube seals, Woodward for Governors, JRC for Navigation equipment
4.9.2 PLANNING & PRE-AWARD PHASE

Dry-docking and Major Repairs budgets are agreed with the Owners as part of a planned running estimate
during the course of management, in accordance with pre-arranged schedules. The ship must inform the
Technical Supt of any defects by raising detailed Repair Specifications using Form TEC 48, in order for the
budget made by the Technical Superintendent to be accurate.
Preplanning for the next Drydocking starts on the first day after leaving the yard. Relevant items not
completed during the repair period are transferred to the new Repair Specification List along with new
items as arising. The detailed Repair Specification Report must be prepared according to best industry
practice including reference to enclosed drawing, sketch or photograph, and described as well as possible
giving number, size, specs, dimension, material, color and access/location. Additionally, requisition for
spares and other supplies, Service Engineer attendance & shore overhaul of specialized equipment
typically Turbocharger, Governors must be made in consultation with the Tech. Supt. The responsible
Technical Superintendent shall visit the vessel well in advance, preferably 6 months, of the intended dry-

docking / major repairs for verification of all repair works and clarify any additional work which has
emerged in order to finalize the specifications.
The Tech Supt will present the final ‘Drydock & Repair Specification’ and list of nominated shipyards to
the CEO for approval and for forwarding to the owners as early as possible before the due date.
A copy of the specification will be made available onboard the vessel. The responsibilities of the Ship
Staff on the voyage leading up to, during and immediately Post Dry-dock are in a detailed Dry-Docking
Checklist OPS 35. Tank cleaning Instructions during the voyage to Dry-dock will be forwarded to the
vessel by the Office.
COMPANY FOLLOWS THE POLICY THAT ALL STRUCTURAL, PITTING AND COATING MAINTENANCE
REQUIRED ONBOARD IS CARRIED OUT FROM DRY-DOCK TO DRY-DOCK. THIS INCLUDES CHECKING
AND VERIFICATION OF THE STRUCTURE AND HOT-SPOTS.
The TS is to send the approved ‘Drydock & Repair Specification’ to the nominated (nominated by the
CEO + Owners) repairers to quote for the work and shall include any additional contractors that the
Owner may require. The TS is responsible for conducting a comparative review of the Shipyard Quotes
and submit the same to the CEO (for forwarding to the Owners) and finalizing the Shipyard where the
vessel will proceed to for Drydocking/ Repairs.
In the interests of time/cost economy, sea-going maintenance (SGM) teams are employed by the
Company in certain circumstances in order to undertake work either before, during, or after the
scheduled dry-docking, with Owners permission. As a general rule, repair items which can be possibly
repaired while the vessel is in service are not to be included in the drydock specification – however
exceptions are possible. Master is to ask TS for an SGM team if he considers them useful, specifying the
number and type of workers needed.
4.9.3 SAFETY
Please review the detailed ‘Ship Yard Safe Working Practices Agreement’ and the ‘Preamble to the
Docking Specification’ included in the Docking / Repair specifications. No hot-work or risk-related works
by crew or owners employed sea going maintenance team or subcontractors shall be permitted without
a specific yard written approval during the repair period, and all company rules will also apply. On the
vessel’s arrival, the Technical Superintendent will arrange a safety meeting with the Repair Facility’s
Safety Officer and vessel’s senior officers. The meeting is to follow a minute’s agenda that includes:
The repairer's Safety, Fire Fighting & Environmental regulations and requirements
PPE Requirements
Permit-to-work system i.e. jobs requiring a valid approved permit
The repairer’s procedures for enclosed space entry/hot work / lock-out & tag-out
Procedures if ship’s staff/sub-contractors to undertake hot work.
Changing the ship condition – bunker & ballast transfers, Docking & Undocking
Yard Project team & Emergency Telephone Numbers, Schedule for regular safety meetings throughout
repair period.
4.9.4 DAILY PROGRESS REPORT

Master and C/E must assist the Tech Supt in preparing a Daily Progress Report. This shall include: The
Daily Project report, prepared in consultation with the Master & C/E shall include
1) Vessel position, Shifting, if any, ROBs Bunkers, FW and Provisions, Weather Conditions, ETD.
2) Work Done by Ship yard, Ship staff, Class surveyor & Owner’s arranged contractors.
3) Any Safety violations or concerns.

4) Vessel docking/repair schedule progress, including any new jobs or changes in job scope. Some photos
should be included with the report. Ensure Minutes of Daily Safety Meeting with Yard – SAF24 is
attached to this report.
4.9.5 COMPLETION
Flooding up procedure
Immediately prior to flooding up, the Master, Chief Officer, Chief Engineer and TS together with the
Dock Master, Paint Manufacturer’s inspector and Ship Repair manager will carry out a final dry-dock
inspection to ensure that all dock work has been completed and the vessel is in a fit condition to float.
The Chief Engineer is to confirm to the TS that all shipside sea valves and associated pipework have been
closed up.
The Chief Officer is to confirm with the Dock Master and report to the TS that all non-essential
connections have been removed and that the vessel is correctly moored in order to hold its position
once afloat.
The SMT are to confer with the FS, Dock Master and Ship Repair Manager to confirm that adequate
personnel are standing by to check ships spaces for ingress of water.
The order to commence flooding will be given by the Master.
During flooding up, the flooding is to be suspended one foot before the vessel leaves the blocks and all
sea valves are to be fully opened and closed to the satisfaction of the Chief Engineer and TS.
The Second Engineer is responsible for the co-ordination of the transfer of electrical power from shore
to ship supply when flooding level is sufficient and generator sea water cooling systems have been
proved tight.
During flooding an effective communication system is to be maintained to ensure that in the event of
any evidence of lack of stability or untoward ingress of water being detected, the flooding operation may
be halted without delay.
Completion of works:
Upon completion of the repair works, dock trial and sea trials (where applicable) the vessel is to sail from
the yard in a safe condition as soon as possible. It is essential; however, adequate function tests and
inspections are carried out under the supervision of TS of all safety systems and systems that had been
disturbed during the repair period.
Final cleaning and coating touch up of machinery spaces, accommodation and other areas where repairs
have been carried out is to be completed as soon as possible after departure.
The TS, in consultation with the Master and the office, will evaluate the need for his further attendance
aboard during the ensuing passage(s) taking account it may be advantageous for him to remain at the
shipyard to negotiate the account with the contractor(s). If required, TS to join the vessel for the first
voyage and/or until the first cargo has been lifted.

SECTION 10 – NEWBUILDING Page Number : 1 of 4
4.10 NEWBUILDING
4.10.1 GENERAL
Prior to arrival at site, the ship’s staff selected to stand-by the newbuilding will be given a joining letter
by the CMO indicating travel details to the site.
Senior Ship’s Staff will be given a briefing by Office, in person when passing through the Office.
A copy of the following letter, will normally be given to the senior ship’s staff and to other officers as
deemed necessary.
INSTRUCTIONS TO SHIP’S STAFF STAND-BY DUTIES FOR NEW CONSTRUCTION
1) GENERAL
These instructions are addressed primarily to the Senior Officers (Master, Chief Engineer, Chief Mate
and 2nd Engineer) but may also be given to other Officers, as deemed necessary, who have been
selected to stand-by the building of the Company’s new vessels. The Senior Officers are responsible for
the staff of their respective departments in carrying out their duties and these instructions are written
as a guide to clarify such duties. For the purposes of this letter, Resident Site Supervisor/ Technical
Superintendent is the person in charge and will be referred to as Site Supervisor. The Company’s
appointed Site Supervisor is responsible for the construction of the vessel in compliance with the
Company’s technical requirements and to ensure that the best material and workmanship are
employed. It is expected that ship’s staff and Site Supervisor will work in close cooperation to the
benefit of the Company and knowledge of each other’s duties should help to eliminate any
misunderstandings.
2) CONTROL
Whilst on stand-by of new construction, all ship’s staff are directly responsible to their senior officers
and under the control of the Site Supervisor, who is the representative of the newbuilding section of the
Technical Department for all matters of a technical nature. Personnel or manning matters should be
referred to the Crew Administrator.
3) DUTY HOURS
Normal duty hours will be similar to our Site Office. Circumstances may necessitate additional working
hours outside of regular hours including weekends for attending inspections, tests, trials, etc. as
requested by Site Supervisor.
4) DUTIES OF SENIOR SHIP’S STAFF

The following list of duties is not to be considered exhaustive: -
a. To maintain discipline.
b. To familiarize themselves with the vessel and its equipment.
c. To train junior officers and crew.
d. To attend and witness all onboard tests of equipment.
e. To attend inspections when so directed by the Site Supervisor.
f. To check spare gear and stores lists and to advise of any additional items to be requisitioned as soon as
practicable.
g. To check all spare gear, stores, lubricants and fuels are received in good order. Any deficiencies
noted are to be reported to the Site Supervisor in writing.
h. To ensure all spares and stores are stowed safely and adequately protected against spoilage.
i. To attend sea trials and confirm all equipment in good working order.

j. To make recommendations in writing to the Site Supervisor with copies to the Technical department
with improvements for this vessel or future new buildings. Ship’s staff must make the recommendations
to the Site Supervisor and not directly to the builders’ staff.
k. To put down what has been done in the Ship Staff Journal during the stand by period and submit it to
the Site Supervisor.
5) ORGANIZATION
For the proper performance of duties, the following rules should be observed: -
a. Discipline is best maintained by the setting of a good example by the Senior Officers.
b. A good proportion of the time should be spent on the vessel studying equipment and layout drawings
required for this purpose should be obtained from Builders through the Site Supervisor; handling of
equipment should only be done with the full knowledge and approval of the builders. The Site Supervisor
will arrange permission if requests are made at opportune moments so as not to interfere with Builders
progress nor Site Supervisor duties.
c. The site Supervisor is responsible for the acceptance or rejection of onboard tests. In the event of any
conflict of opinion, the Senior Officer of each department may submit a memo to the Site
Supervisor of his objection together with a copy to Technical Department.
d. When appointed by the Site Supervisor to attend inspections on his behalf, full detailed report of your
findings should be submitted to the Site Supervisor with a copy to Technical Department.
e. Requisitions if made clearly and in reasonable quantity will enable the order to be processed rapidly. All
requisitions for spare gear and stores should be sent through site to the Technical Department.
f. The Office responsible for careful and thorough checking of all the items received either from
Builders or Company or third party with receipt duly acknowledged in writing. If circumstances
warrant, the office may at their discretion, assign a responsible officer to physically check on t heir
behalf and report their correctness before acknowledgment of receipt may be signed by the Office.
Their signature on the written acknowledgment will be taken as evidence of safe delivery and due
receipt of respective items.
g. The Site Supervisor will not take any action on major items or items involving costs until so directed by
CEO.
h. During sea trials, ship’s staff should make lists of any defects observed under advice to the Technical
Department and pass same to the Site Supervisor for him to take necessary actions with Builders.
i. Recommendations should be made in writing and given to the Site Supervisor and the Technical
Department, in adequate time if modifications are to be made before delivery of the vessel.
j. If a dispute arises between the Master and Site Supervisor on safety or pollution gear, the Master has the
right/obligation to contact the DPA.
4.10.2 ARRIVAL AT SITE

On arrival at site, the ship’s staff are to report to the site supervisor. Personnel and manning matters are
to be referred to the Crew Administrator via the Master, or Senior Ship’s Officer present, with a copy
given to the site supervisor.
Ship’s staff whilst standing by in the shipyard will always comply with the safety regulations as laid
down by the shipyard, these regulations will be made available by the shipyard to the ship’s staff. Ship’s
staff will be expected to wear their PPE whilst on site. Any shortcomings in individual PPE are to be
reported to the site supervisor who will arrange through the local agent for suitable supply. Senior ship’s
staff will report to the site supervisor directly, whilst the remainder of the ship’s staff will report as per
the Shipboard Organization Chart (See Crew Manual)— Reporting Lines. The site supervisor is to arrange
classes for the training of the ship’s staff, which they will be expected to attend. The training will be
undertaken by the Builder’s or Maker’s representatives in the proper operation and maintenance of
various items of equipment on board the vessel.

Ship’s staff will be expected to study instruction books and make themselves familiar with the layout of
the vessel and trace out pipelines in order to become fully familiar with the vessel and the equipment on
board. An important function of the ship’s staff standing by at new building is faultfinding and
recommendations for improvement.
When faults and/or recommendations for improvement are noted throughout the stand-by period,
these are to be written down and given to the site supervisor as soon as possible.
Ship’s staff must not operate, adjust or interfere with any of the vessel’s equipment unless authorized
by the site supervisor during the stand by period.
4.10.3 DURING AND POST SEA TRIAL
4.10.3.1 DURING SEA TRIAL
During the sea trial the ship’s officers are to find out as much as they can to operate and maintain all the
equipment and installations on board. If, after the sea trial, ship’s staff feel they need further instruction
on any items of equipment they are to notify the site supervisor for him to arrange Builders’ or Makers’
representatives to give additional instructions/lectures.
The site supervisor will draw up a schedule showing what items of equipment, tests, systems etc. the
ship’s staff will be required to witness and will inform the Master and Chief Engineer Officer accordingly.
During the sea trial, ship’s staff will monitor and witness the trials of the various equipment, systems,
machinery, ship and engine tests. Any faults and/or recommendations for improvement are to be noted
and written down and passed to the site supervisor.
Should the vessel be moved/shifted after the sea trial, with or without the use of the engines, a ship’s
Officer is to be onboard. If the engine and/or generators are to be used then an Engineer Officer is to be
in attendance. The officers are to watch for anything unusual or untoward occurring and are to report to
the site supervisor, on the completion of their duty, on what took place.
4.10.3.2 POST SEA TRIAL

When the full ship’s complement is on site, all new ship’s personnel will be given a Safety Equipment
Familiarization tour and complete the Familiarization Form (SAF/01)
The crew will also be given instruction by the ship’s officers and, if deemed necessary, in conjunction
with the site’s training section on the equipment they will be expected to operate and be responsible
for.
The following specific duties for the Deck Department, whilst not exhaustive, are considered to be the
minimum to be checked and any deficiencies found are to be reported to the site supervisor.
a. Master and Second Mate all bridge, navigation, GMDSS, communications and signaling equipment.
b. Master and Chief Mate cabins, public rooms, store rooms in accommodation, galleys, refrigerated
spaces, anchors and chains plus bitter end security, anchor handling equipment, mooring equipment
and arrangement of moorings, ballasting arrangements, tank and hold condition.
c. Chief Mate all bottom plugs as per plan, loading/stress computer, ballast handling equipment, all tanks
checked and cleared of debris, all sounding pipes and air vent pipes correctly labelled and all tanks
sounded and logged prior to sailing.
d. Chief Mate and Third Mate safety equipment.
4.10.4 PRIOR TO HANDOVER/SAILING
The Master and Chief Engineer are to ensure that the vessel has sufficient fuel, lubricating oils, water
(fresh and distilled), stores and spare parts, provisions, trading certificates, charts, flags, log-books,
nautical publications, instruction and spare gear books, Company’s CMS and SOPEP. Any deficiencies are
to be reported to the site supervisor in writing.

4.10.5 DURING THE GUARANTEE PERIOD
It is imperative that any defects and/or spare parts used during the guarantee period are well
documented in the Company’s ERP, so that successful claims can be made against the builder.
Guarantee Defect Records is to be generated in the Company’s ERP during the guarantee period
following a defect, suspect defect, breakdown, performance fall off or another occurrence. Whenever
spares are required a Guarantee Requisition to be generated from the Purchase Management in the
Company’s ERP. Only items of spares appertaining to that GDR are to be entered.
Where carried, the Guarantee Engineer will be requested to sign the guarantee reports where
necessary, the spares form printouts obtained from the Company’s ERP. Should he refuse to do so then
“Declined to Sign” is to be entered in place of his signature. The Guarantee Engineer will be given a
printout of all the GDR Reports and Requisitions generated in the Company’s ERP.

SECTION 11 – RIDING SQUAD AND TECHNICIANS Page Number : 1 of 2
4.11 RIDING SQUAD AND TECHNICIANS
4.11.1 RIDING SQUADS
a) General
Office will give details regarding number of persons in the squad, broad details of the work scope to be
carried out and any other relevant information prior to the Riding Squad’s arrival on board the vessel.
Before the arrival of the riding squad the following should be discussed at the monthly Management
Meeting (or a special one to be held if one not due): -
a) The scope of the work to be done.
b) Any special tools or materials required.
c) The Officer who will be over-seeing their work.
d) Their accommodation and feeding arrangements.
The Master is to ensure that their personal documentation is all in order when the riding squad first arrives
on board. All Riding Squad personnel are to be signed on the ship’s articles as Supernumeraries and not as
additional crewmembers, unless Office instructs otherwise.
As soon as practical after the Riding Squad boards a meeting is to be held, involving the Management team
and the person in charge from the Riding Squad to cover the following points:
a) The vessel’s personal safety requirements, lifeboat and emergency stations, emergency signals
identification requirements, smoking regulations, personal protective equipment, etc.
b) The requirements and procedures involved in permits for hot work, entry into enclosed spaces, isolation of
equipment/pipelines and codes of safe working practices concerning to the work in hand.
c) Meal times and sleeping arrangements.
d) Details of the work to be carried out and whether or not ships staff are to assist.
e) Their working day is to be verified, e.g. what is “normal time” and what is “overtime”?
The Chief Engineer will be responsible for the verification of the work done and hours worked by the Riding
Squad, but he can delegate the monitoring of this to the Chief Mate and/or 2nd Engineer.
b) RIDING SQUADS WITH A COMPANY REPRESENTATIVE ON BOARD

The Company Representative is to attend the Management meeting as above to liaise and advise what work
is to be carried out by the Riding Squad and whether ship’s staff assistance will be required. He may delegate
the monitoring of such work to the vessel’s senior officers. If extra hours have to be worked by the Riding
Squad in order to finish the work in time, then the Company’s Representative will need to give his approval.
Any problems that arise concerning the Riding Squad are to be dealt with in the first instance by the ship’s
staff. The Company’s Representative is to be kept fully informed of the situation. If the problem is not
resolved, then the Company’s Representative is to take charge.
The Chief Engineer is still required to sign and stamp the work done lists and time sheets, but the Company’s
Representative must countersign the time sheets.
c) RIDING SQUADS WITHOUT A COMPANY REPRESENTATIVE ON BOARD

Unless instructed otherwise by the Office the vessel will report to them weekly work done by the Riding
Squad along with any other relevant information. If conditions arise where extra hours have to be worked
by the Riding Squad in order to complete the work on time, then these hours are to be worked and the
Office informed accordingly.
If any problems arise concerning the Riding Squad, the Master and/or Chief Engineer are to deal with the
situation.
If the problem cannot be resolved on board, the Office is to be fully informed of the situation so that
appropriate action can be taken.
SECTION 11 – RIDING SQUAD AND TECHNICIANS Page Number : 2 of 2
4.11.2 SERVICE TECHNICIANS
Generally, Service Technicians will be on board a vessel for only a matter of “hours” instead of “days” as
compared with Riding Squads. Nevertheless, their safety, the safety of the ship’s personnel and of the vessel
is of paramount importance. The anticipated attendance of Service Technicians and the reasons for them
should be discussed informally by the Shipboard Management Team prior to their arrival onboard.
The Service Technicians are to be made aware of the vessel’s safety regulations and in addition, any local
safety regulations that may be in force.
The Service Technicians are not to work on any equipment on board the vessel until the ships staff have
correctly and safely isolated.
If any work carried out by the Service Technicians involves immobilization of the vessel or testing of the
main engine, then such work can only be carried out with the permission of the Master.The Chief Engineer
will be responsible for the verification of the work done and hours worked by the
Service Technicians, but he can delegate the monitoring of this at his discretion. However, when this involves
servicing of the vessel’s radio station equipment, bridge equipment (radar etc.), the Electrical Officer is to
monitor the progress of the work and, on completion of the repairs, he is to advise the Chief Engineer of the
work done, spares used, and hours worked by the Service Technicians.
4.11.3 WORK AND TIME SHEETS
Whenever possible, the Chief Engineer is to verify and sign the work and time sheets daily. This should
avoid the situation where time sheets are presented for signing just prior to the Riding Squad or Service
Technicians leaving the vessel where, due to time
constraints, thorough checking is not possible and excessive working hours and/or travel times claimed
by them are signed for by ship’s staff.
Where travel is included in total working hours, the total time should be adjusted to “Time Onboard the
Vessel”; this can be verified by checking with the Deck Logbook which will have the times of launches
alongside.
Some repair companies have separate columns on their time sheets specifically for travel time. When this
is found to be the case then the hours can be signed for, but the time sheets should still be ‘stamped’ as
“CONFIRMATION ONLY OF HOURS WORKED ONBOARD. SUBJECT TO CHECKING AND APPROVAL BY
OWNERS FOR ANY TRAVEL TIEM TO AND FROM THE VESSEL”
During the Riding Squad’s stay on board the vessel, it may be necessary for the vessel to supply them with
PPE. If members of the riding squad keep these items, then a separate list showing items supplied is to be
sent to the Office, duly signed by the Riding Squad’s person in charge and the Chief Engineer. A copy of this
list is to be attached to the completed time and work sheets.
A copy of these Work and Time sheets and any attachments to them should be filed in the Masters Filing
System File 10 D/ or E/.
SECTION 12 – PURCHASING Page Number : 1 of 5
4.12 PURCHASING
This section provides information on the purchase of services needed to ensure the safe and efficient
operation of all vessels in the managed fleet.
4.12.1 REQUISITION FORM FOR STORES/SPARES, REPAIRS AND LANDED MATERIALS.

(TEC/36)
The Requisition Form number you assign will become the Purchase Order number, which will be sent to
the supplier, once the Authority to Purchase has been given by the office. Spares requisitions should be
pre-planned with due attention given to consolidating
spares or materials from one supplier on a single requisition in order to avoid multiple orders and
processing costs.
The Requisition must be forwarded to the office using Requisition section in Company’s ERP Purchasing
module.
Exceptions to the above.

a) Urgent requests for service or items that endanger the safety of the vessel
b) Urgent requests for service or items required for possible breakdown situations.
c) Requests for service, e.g. radar/navigation equipment repairs, engine repairs or technical assistance.
d) Urgent lub oil requirements.
4.12.2 SPARES/STORES
The Requisition raised is made on the basis of a clearly defined need, i.e. as part of the planned
maintenance system.
The process starts onboard the vessel where, by good management, vessels have control of their
inventories.
Spares should be ordered ensuring the safe minimum stock onboard at all times.
The Requisition Form for deck, cabin and engine spare parts must be coordinated by the C/E assisted by
the C/O and 2/E.
By good forward planning and with the Superintendent’s assistance, 6 months stores requirements are
formulated into a Requisition in Company’s ERP.
Deck and engine general stores – RF should be made on the base of the IMPA catalogue provided on
each vessel within the Company’s ERP Module.
The delivery should be planned for the most economical port and time in the vessel’s schedule.
4.12.3 SHIP REQUISITION FORM

Separate Requisitions are completed for each manufacturer and equipment type using the cost account
code. When raising a Requisition Form the next sequential number is automatically generated in
Company’s ERP. The Requisition Number must be quoted on all communications with the office The
Requisition is to be completed with the following information.
a) Account code** (see account codes at the end)

b) Created by
c) Requested delivery port
d) Requested Date
e) Name of equipment**
f) Manufacturer**

g) Type**
h) Serial Number**
i) Item number**
j) Manufacturer’s reference/part number or
k) Drawing/position**
l) Name/description**
m) Quantity**
n) Units**
o) ROB**
p) Comments
All items with ** must be completed, failure to do so can result in delays or return to the vessel. Any
additional information requested by suppliers, e.g. drawings/sketches, should be sent to the Technical
Department without any undue delay.
Superintendents attending a vessel and authorizing local purchase of spares/stores or repairs must
ensure that a Requisition is raised onboard by Chief Engineer or Chief Officer and exported to the Office.
Superintendents raising an office Requisition must utilize the Company’s ERP Purchasing System, which
will allocate a sequential number automatically.
Requests for a Surveys or Repairs to Equipment or Other Annual Shore servicing should be raised
through the Services part of the Purchase Module of Company’s ERP.
Each Service Requisition should be for a single machinery – e.g. all spares for Main Engine constitute a
Service Requisition Form. Each pump is to have its own Requisition. Deck machinery Requisitions should
be vetted by the Chief Engineer even if is created by the Chief Officer or Master.
4.12.4 RECONDITIONING OF PARTS

Reconditioning of worn and damaged parts is to be undertaken whenever it is cost effective and the
service available is of good quality and safe. Any Major components being sent for reconditioning must
be landed only with Maker’s or their approved Workshop for reconditioning. Maker’s requirements for re
conditioning must be strictly followed.
Information of the component, including Running hours, part number, calibration reports, details of
defect etc. must be attached with the Landing advice. The Shipboard management team (SMT),
Technical Superintendent and Fleet staff are to co-operate for the planning and execution of
reconditioning. Parts to be considered for reconditioning include:
 Pistons / Piston crowns
 Cylinder covers
 Connecting Rods
 Exhaust valves, cages, spindles and seats
 Turbine rotors and impellers
 Pump impellers, casings and mechanical seals
 Electronic printed circuit boards (PCB’s) and components
 Valves and strainer housing
 Heat exchangers

4.12.5 LANDED MATERIAL

Before any items are landed for repair or disposal, the Chief Engineer must obtain authorization of the
vessel Superintendent.
On receipt of authorization the Chief Engineer must issue a Landing Form assigning the next sequential
number.
3 copies of the Landing Advice Form TEC36 are to be prepared for the following action: -
a. One copy to over to the agent/person collecting item, to be used for Custom clearance/ other Port
formalities.
b. One copy to be countersigned by agent /person collecting landed item and retained on board as
proof/reference.
c. One copy (enclosed in water tight plastic jiffy bag) to be inserted inside the package/cardboard
box/crate.
Office will receive the Landing Form Electronically via attachment to email sent out from the vessel.
When machinery components are received back after re conditioning, Chief Engineer must check the
‘Identification marks’ to confirm that the correct part belonging to the vessel is received back as well as
a re conditioning report including details of work done has been provided.
4.12.6 LOCAL PURCHASE OF STORES/SPARES

Local purchase of stores/spares will not be accepted unless they are considered absolutely essential for
the safe running of the vessel.
In the case of need for immediate supply, and only when the office is un-contactable in the time scale
for supply, the Master or Chief Engineer purchase consumable stores and pay direct by cash. The
maximum limit allowable is USD $500/-. However, the Master should contact the office at the first
available opportunity thereafter and advise of the purchase.
A Requisition form must still be filled up for these local purchases.
4.12.7 RECEIPT OF SPARES/STORES OR SERVICES.

Upon receipt of all spares/stores and services the vessel must physically check the items are of correct
supply and thereafter confirm via the Company’s ERP Purchasing Module the following:
Port and Date of receipt
Quality acceptable Yes/No
Items received (using the item no’s in the Requisition form)
Name and Rank confirming.
4.12.8 EFFICIENT PURCHASING

A list of pending Reqn’s should be issued by the vessel on a monthly basis in the SMT meeting minutes
stating level of urgency –
Timely confirmation of receipt, and experience feedback on quality, quantity and service standard
would be of great use in evaluating the performance of the supplier. Likewise, a good attitude towards
the suppliers will earn the vessel a good name in the market.
The contractor’s / supplier’s performance shall be monitored to ensure that company quality and
environmental standards are complied with.
The impact of the above on both the vessel and company running costs cannot be overemphasized.

4.12.9 ACCOUNT CODES FOR PURCHASING

A unique order number is assigned by the C/E.
For example: VEN/5430400/123/05 where:
VEN = Vessel ID letter Code (Usually 3 letters from the vessels name) assigned by the office
5430400 = Spares (Main Engine) accounting code
123 = consecutive order number.
05 = denotes the financial year 2005.
The following Master account codes should be used.
Spares
70230 DECK CARGO AND BALLAST
70241 NAVIGATION
70243 MOORING ARRANGEMENT
70260 MAIN ENGINE
70264 BOILERS STEAM AND INERT GAS
70265 AUXILIARY ENGINES
70270 AUXILIARY MACHINERY
70279 AUTOMATION
70285 ELECTRICAL
Stores/Consumables
70219 GENERAL CONSUMABLE STORE

70227 SEA STOCK COATINGS
70242 COMMUNICATION
70250 LIFESAVING AND MEDICAL (SOLAS EQUIPMENT)
70291 LUBRICANTS
70292 CHEMICALS
70293 CHARTS AND PUBLICATIONS
70294 ROPES AND WIRES
Services Expenses
70070 VETTING INSPECTION

70080 CLEANING/DESLOPING
70295 ANALYSIS-FO FOAM AIR ETC
70311 CLASSIFICATN EXP(ISM/ISPS/ERP)
70318 RIDING SQUAD
70330 DECK CARGO AND BALLAST
70360 MAIN ENGINE
70364 BOILERS STEAM & INERT GAS
70365 AUXILIARY ENGINES-RPR
70370 AUXILIARY MACHINERY
70379 AUTOMATION

70385 ELECTRICAL
70386 SOLAS EQUIPMENT
70387 NAVIGATION/COMMUNICATION EQUIPMENT
70399 OTHER M&R EXP
75395 LOGISTICS (FORWARDING COST)
75410 US OPA 90 COSTS
75420 AMS FILING
75430 CANADIAN COVERAGE COSTS
75440 FLAG STATE REGISTRATION FOR VESSEL
75450 GARBAGE DISPOSAL
70297 NON-BUDGETED EXPENSE
Dry Dock
70501 GENERAL EXP

70502 HULL-PAINT PREPARATN
70503 TANK COATING-PAINT
70504 STEELWORK
70505 OTHER REPAIRS
70506 MAJOR MODIFICATIONS
70507 DE-SLOP & DE-SLUFGE
70509 AGENCY FEES & PORT EXP
70512 OTHER DOCKING EXP
70513 RE-POSITIONING
75508 PILOTAGE & TUGS
75510 SUPPLIES-HULL PAINT
75511 SUPPLIES-TANK COAT PAINT

CHAPTER 5: NAVIGATION Section Revision Number : 12
CHAPTER 5
NAVIGATION
TABLE OF CONTENTS
5.1.1 RESPONSIBILITIES OF MASTER 1
5.1.2 MASTER’S NAVIGATION AUDIT 1
5.1.3 RESPONSIBILITIES OF THE OFFICER OF THE WATCH (O.O.W.) 1
5.2 BRIDGE RESOURCE MANAGEMENT

5.2.1 GENERAL 1
5.2.2 GO/NO GO SITUATION 1
5.2.3 BRIDGE TEAM MANAGEMENT 1
5.2.4 BRIDGE TEAM 2
5.2.5 FITNESS FOR DUTY 6
5.2.6 FITNESS OF MASTER 6
5.2.7 COLLISION AVOIDANCE 6
5.2.8 COMMUNICATION 7
5.2.9 DISTRACTIONS 7
5.2.10 MASTERS REQUEST FOR ADDITIONAL MANPOWER 7
5.3 PASSAGE PLANNING

5.3.1 RESPONSIBILITY FOR PASSAGE PLANNING 1
5.3.2 PRINCIPLES OF PASSAGE PLANNING 1
5.3.3 FILING OF PASSAGE PLANS 4
5.3.4 DEVIATION FROM PREPARED PASSAGE PLAN 4
5.3.5 UNDER KEEL CLEARANCE (U.K.C.) 4
5.3.6 AIR DRAFT AND MINIMUM MAST CLEARANCE 8
5.3.7 PROCEDURES FOR CALLING PORT FOR THE FIRST TIME 8
5.3.8. WHEEL OVER LINE- RATE OF TURN 10
5.4 CHARTS, PUBLICATIONS, RECORDS AND LOGS

5.4.1 CHARTS AND PUBLICATIONS 1
5.4.2 CHARTS AND PUBLICATIONS CORRECTIONS 1
5.4.3 USCG REGULATIONS - ACCEPTABILITY OF BRITISH ADMIRALTY CHARTS 3
5.4.4 CANADIAN CHART REQUIREMENTS 3
5.4.5 RECORDS AND LOGBOOKS 3
5.5 WATCHKEEPING
5.5.1 PASSAGE EXECUTION AND MONITORING 1
5.5.2 ROUNDS 3
5.5.3 COMPASS ERRORS 4
5.5.4 NAVIGATION WARNINGS 4
5.5.5 CHANGING OF THE WATCH 4
5.5.6 PREPARATION FOR MANOEUVRING 5
5.5.7 PILOTAGE PASSAGE EXECUTION 5
5.5.8 MANOUVERING IN COASTAL/ CONGESTED WATERS 8
5.5.8.1 SINGAPORE STRAITS / MALACCA STRAITS 9
5.5.8.2 REQUIREMENTS FOR THE MISSISSIPPI RIVER 10
5.5.8.3 REQUIREMENTS FOR PANAMA CANAL 10
5.5.8.4 REQUIREMENTS FOR SUEZ CANAL 11

5.5.8.5 MAGELLAN STRAIT, FOLLOWING SHOULD BE CONSIDERED: 11

5.5.8.6 PARTICULARLY SENSITIVE SEA AREAS (PSSA) AND MARINE ENVIRONMENTAL HIGH RISK
AREAS (MEHRAS) 11
5.5.8.7 NORTH ATLANTIC RIGHT WHALES 12
5.6 NAVIGATION IN ADVERSE WEATHER CONDITIONS

5.6.1 NAVIGATION IN RESTRICTED VISIBILITY 1
5.6.2 NAVIGATION IN HEAVY WEATHER 1
5.6.3 NAVIGATION IN ICE 2
5.7 BRIDGE EQUIPMENT

5.7.1 GENERAL 1
5.7.2 CHRONOMETERS 1
5.7.3 RADARS/ARPA 1
5.7.4 ELECTRONIC AIDS TO NAVIGATION 2
5.7.4.1 GLOBAL POSITIONING SYSTEM (GPS): 2
5.7.5 AUTOMATIC PILOTS 2
5.7.6 GYRO AND MAGNETIC COMPASSES 3
5.7.7 ECHO SOUNDER 3
5.7.8 EMERGENCY NAVIGATION LIGHT AND LIGHT SIGNAL SYSTEM 3
5.7.9 SPEED LOGS 4
5.7.10 COURSE RECORDERS 4
5.7.11 MANOEUVRING CHARACTERISTICS 4
5.7.12 AUTOMATIC IDENTIFICATION SYSTEM (AIS) 4
5.7.13 VOYAGE DATA RECORDERS 4
5.7.14 BRIDGE NAVIGATION WATCH ALARM SYSTEM (BNWAS) 5
5.7.15 PERIODIC CHECK OF EQUIPMENT 5
5.7.16 NAVIGATIONAL ALARM MANAGEMENT 6
5.8 ECDIS, ENC AND ELECTRONIC CHART SYSTEMS (ECS)

5.8.1 TERMS & ABBREVIATIONS 1
5.8.2 APPROVAL 2
5.8.2.1 APPROVAL DOCUMENTATION FOR USE OF ECDIS FOR NAVIGATION ON-BOARD 2
5.8.2.2 VESSELS EQUIPPED WITH SINGLE ECDIS 2
5.8.2.3 REQUIREMENTS FOR PAPERLESS NAVIGATION 3
5.8.2.4 ELECTRONIC NAVIGATION CHARTS (ENCs) 5
5.5.2.4.1 SUPPLY AND ODERING OF CHARTS AND PUBLICATIONS 5
5.8.3 LIMITATIONS OF ENCs 5
5.8.4 RASTER NAVIGATIONAL CHARTS (RNC) 12
5.8.4.1 LIMITATIONS OF RNCS 12
5.8.4.2 USE OF ECDIS IN RCDS MODE 13
5.8.5 ECDIS INTERFACES & OVERLAYS 13
5.8.5.1 LIMITATIONS OF ECDIS 14
5.8.5.2 LIMITATION OF ECDIS OVERLAYS 14
5.8.6 CHART PROCUREMENT 15
5.8.7 CHART AND ECDIS SOFTWARE UPDATING 15
5.8.8 USE OF ECDIS FOR PASSAGE 16
5.8.8.1 CHECKS PRIOR USING ECDIS FOR PASSAGE PLANNING 16
5.8.8.2 USE OF ECDIS FOR ROUTE PLANNING 17
5.8.8.3 MARKINGS ON THE CHART 18
5.8.8.4 EXECUTION AND MONITORING 18
5.8.9 PRINCIPLE ALARMS AND ALARM SETTING GUIDANCE 19
5.8.10 CRITICAL ALARMS ON BRIDGE 22
5.8.10.1 CARE, MAINTENANCE AND MANAGEMENT OF ECDIS 23

5.8.11 TESTING OF ECDIS 24

5.8.11.1 ECDIS HARDWARE / PERFORMANCE TESTS 24
5.8.11.2 ENC TEST 24
5.8.12 ACTIONS IN THE EVENT OF FAILURES OR MALFUNCTION 24
5.8.12.1 SENSOR FAILURES 24
5.8.12.2 GPS POSITION ERROR 26
5.8.12.3 GYRO ERROR 26
5.8.12.4 ECDIS POWER FAILURE 26
5.8.12.5 COMPLETE ECDIS FAILURE 26
5.8.13 SOME COMMON ERRORS/ MISTAKES BY THE USER WHICH SHOULD BE
AVOIDED 27
5.8.13.1 ECDIS PLANNED MAINTENANCE 28
5.8.13.2 ECDIS BACKUP 28
5.8.13.3 ANTI-VIRUS PROCEDURE AND CHECKS 28
5.8.14 PORT STATE CONTROL INSPECTIONS 28
5.8.15 SYMBOLS USED IN ECDIS 29
5.8.16 CHECKLISTS, RECORDS AND FORMS 33
5.8.16.1 USEFUL REFERENCE MATERIAL 33
5.8.16.2 MANDATORY CARRIAGE OF PAPER CHARTS ON VESSELS USING ECDIS AS THE
PRIMARY MEANS OF NAVIGATION 33
5.8.16.3 MINIMUM SOFTWARE VERSIONS COMPATIBLE WITH S-63 1.1 DATA AND IHO
LETTERS REGARDING ENC/ECDIS DATA PRESENTATION 33
5.9 MAIN PROPULSION, BRIDGE CONTROLS, STEERING GEAR

5.9.1 MAIN PROPULSION CONTROL SYSTEMS, BRIDGE CONTROL SYSTEMS AND
ENGINEROOMS OPERATING UNDER UNMANNED CONDITIONS 1
5.9.2 PROCEDURES FOR TESTING OF STEERING GEAR 1
5.9.3 RESERVE MARGIN FOR BUNKERS AND LUBOILS 2
5.10 ANCHORING AND ROUTINE AT ANCHOR 1

5.10.1 ANCHORING 1
5.10.2 ANCHOR BEARINGS 4
5.10.3 ANCHOR WATCHES 4
5.10.4 DRAGGING OF ANCHOR 4
5.10.5 MAINTENANCE ON MAIN ENGINE WHILE AT ANCHOR 5
5.10.6 EMERGENCY DEPARTURE FROM ANCHORAGE 5
5.10.7 HELICOPTER OPERATIONS 5
APPENDIX – FORMS FOR NAVIGATION

NAV01 PASSAGE PLAN PREPARATION CHECKLIST
NAV02 SEA PASSAGE PLAN
NAV03 UNDER KEEL CLEARENCE FORM
NAV04 PORTPASSAGE PLAN
NAV05 PILOT CARD
NAV06 SHIP/SHORE – MASTER/ PILOT EXCHANGE
NAV07 PILOT EMBARK/ DISEMBARK CHECKLIST
NAV08 MASTER/PILOT EXCHANGE OF ESSENTIAL INFORMATION RECORD
NAV09 FAMILIARISATION WITH BRIDGE EQUIPMENT CHECKLIST
NAV10 PREPARARTION FOR SEA CHECKLIST
NAV11 PREPARARTION FOR ARRIVAL IN PORT CHECKLIST
NAV12 NAVIGATION CHECKLIST (RESTRICTED VISIBILITY)
NAV13 NAVIGATION CHECKLIST COASTAL WATER AND TSS
NAV14 NAVIGATING IN ADVERSE WEATHER CHECKLIST

NAV15 NAVIGATING IN ICE CHECKLIST

NAV16 CHANGING OVER THE WATCH AT SEA CHECKLIST
NAV17 ANCHORING AND ANCHOR WATCH CHECKLIST
NAV18 HELICOPTER OPERATIONS CHECKLIST
NAV19 MONTHLY CHART CORRECTION RECORD
NAV20 COMPANY STANDING ORDERS
NAV21 NAVIGATION AUDIT FORM
NAV22 HOURLY SBM AND HOSE CHECKS

SECTION 1: RESPONSIBILITIES Page Number : 1 of 3
5.1.1 RESPONSIBILITIES OF MASTER

Refer to Chapter 3, section 3.2.2 under Master’s Job description.
5.1.2 MASTER’S NAVIGATION AUDIT

Master should carry out a Navigation Audit (NAV/21) once every three months (By end of the month
in March / June /Sept / Dec) and send the completed audit form to office. To assist the master, a
Navigation Audit Form is included in the Forms Manual, Master can also refer to OCIMF/CDI VIQ to cover
all aspect of Navigation. The questions therein are to be used as sample questions for this audit. Master
should add supplementary questions as may be deemed necessary. Should the answer to any question
be negative, Master should inform the MRSVM soonest with his comments.
5.1.3 RESPONSIBILITIES OF THE OFFICER OF THE WATCH (O.O.W.)

a) General
The O.O.W. is the Master's representative and his primary responsibility at all times is the safe
collisions at sea. He is to send for the Master if he is in doubt, taking such actions in the meantime, as he
The OOW must fully understand the importance of the “Emergency Stop” button in an emergency.
OOWs should be fully familiar with bridge controls of propulsion machinery, fitted including the use of
“override / Cancel Limit”control.
b) Company and Master's Standing Orders
In order to confirm their understanding and familiarization, all members of the bridge team, which
include all watchkeeping officers and ratings are to sign the Company and Master’s Standing Orders.
c) Familiarization
All Watch Officers must fully familiarize themselves with the location and operation of all bridge controls
and equipment before assuming responsibility for a bridge watch. This is to be completed wherever
possible with the assistance of the outgoing Officer. Familiarization checklist (NAV/09) is to be
completed.
d) Unexpected Danger and False Sense of Security

Danger may arise suddenly and unexpectedly from any quarter at any time. Watch Officers are warned
against allowing themselves to be lulled into a false sense of security at any time and especially in
pilotage waters, poor visibility and at night.
e) Navigational Watchkeeping Duties and Responsibilities

The O.O.W. is in complete charge of the safe navigation of the ship irrespective of the presence of the
Master and is to remain in charge until the Master specifically states that he has taken over the con.
Likewise the Master must clearly state when he hands over the con to the O.O.W.
All traffic is to be given a wide and safe berth as laid down in the International Regulations for the
Prevention of Collision at Sea.

All watchkeeping officers must be aware of the obligations placed on them when their vessel is the
'stand-on' vessel. If at any time they are in doubt as to the actions or lack of action by the give way
vessel, the Master is to be informed immediately. The O.O.W. must not hesitate in taking avoiding
action by turning the vessel away from the danger or by a substantial reduction in speed.
Officers must realize that large vessels take time to manoeuvre. Early and prompt action will also help to
minimize the potential for main engine damage that can occur by subjecting a vessel to a hard-over
wheel order at full sea speed.
The O.O.W must ensure that he has sufficient assistance to ensure proper look out and can call for
additional look out whenever he needs them.
The O.O.W. is to keep his watch on the bridge, which he must in no circumstances leave until properly
accordingly.
f) Bridge and Navigational Equipment

All aids to navigation are to be used as a check on visually obtained positions having due regard to their
limitations and/or errors. Equipment operating manuals give guidance on this and, if in doubt, are to be
discussed with the Master. The Master is to be informed of any malfunction or suspected malfunction of
this equipment.
At all times the O.O.W. must not hesitate when the need arises to use the helm, engines, navigation
equipment and sound signaling apparatus.
The O.O.W. must be aware of the handling characteristics of his ship, including stopping distances, and
turning circles, and must appreciate that other ships may have different handling characteristics.
g) Calling the Master

The officer of the watch is to notify the Master immediately in the following circumstances:
 If restricted visibility is encountered or expected;
 If the traffic conditions or the movements of other ships are causing concern;
 When a distress alert has been received or distress signal has been sighted;
 When there is a significant difference between the latest observed position and expected position of
The ship;
 If amendments of Passage plan require immediate approval;
 If the communications or GMDSS radio equipment malfunctions;
 If vessel any security concern arise;
 If difficulty is experienced in maintaining course;
 On failure to sight land, a navigation mark or to obtain soundings by the expected time;
 If unexpectedly, land or a navigation mark is sighted or change in sounding occurs;
 On the failure of the main engine, generating plant, steering gear or any essential navigational
 Equipment, alarm or indicator;
 In heavy weather if in any doubt about the possibility of weather damage;
 If the ship meets any hazard to navigation, such as ice or derelicts;
 If oil is seen around the vessel from whatever source.
 In the case of the O.O.W. feeling fatigued or unwell and unable to continue a safe and efficient watch.
 Any other circumstances as dictated by the Master’s Standing orders.

 In any other emergency or situation in which he is in any doubt.

 In any cases when the situation is beyond the experience of the OOW or if there is any doubt regarding
the safety of the ship, or ability to comply with regulatory requirements;
Despite the requirement to notify the Master immediately in the foregoing circumstances, the O.O.W.
in addition must not hesitate to take immediate action for the safety of the ship, where circumstances
so require.
h) Watch keeping Personnel

The O.O.W. is to give watch keeping personnel all appropriate instructions and information, which will
ensure the keeping of a safe watch including an appropriate lookout. The Chief Officer is responsible for
ensuring that all deck ratings are familiar with their duties prior to commencing duties.

CHAPTER 5: NAVIGATION Section Revision Number 05
SECTION 2: BRIDGE RESOURCE MANAGEMENT Page Number : 1 of 7
5.2 BRIDGE RESOURCE MANAGEMENT
5.2.1 GENERAL
The reference publication – Bridge Procedures Guide (ICS) is carried onboard all vessels. This guide is an
important part of the Company’s instructions and its contents must be understood by all bridge
watchkeepers.
5.2.2 GO/NO GO SITUATION
a) General
Based on an assessment of the risks (prevailing circumstances and conditions relating to vessel situation,
equipment condition and weather), the Master must take a decision on whether, for port departure or
entrance, the vessel is in a ‘go’ or ‘no go’ situation. The office is to be advised in the event of a ‘no go’
situation.
b) Go situation
As an example, to be in a ‘go’ situation, the following criteria must be met:
• Authorization received from port authority.
• Pre-departure or arrival checks completed satisfactorily.
• Weather conditions acceptable and berth suitable for the vessel.
• Equipment operational.
• Vessel sea-worthy
c) No Go Situation
To be in a ‘no go’ situation, the following would prevent departure.
• No authorisation.
• Critical Equipment or Machinery not working.
• Vessel un-seaworthy
• Adverse weather conditions where the safety of the crew, vessel or cargo would be at risk and
unsuitable berth.
5.2.3 BRIDGE TEAM MANAGEMENT
Bridge Team Management is not a navigational skill or management act by one person. It should also not
popersonnel assets and the creation of an environment to maximize their effectiveness.
The primary goal of Bridge Team Management is the elimination of ‘ONE PERSON ERRORS’. All members
of the Bridge Team are to keep themselves aware of all vessel operations. Pilots play a critical role within
the Bridge Team. It is the responsibility of the Bridge Team to assist the pilot to work within the Team.
The competence and vigilance of the O.O.W. provides the most direct means of avoiding dangerous
situations. Analysis of navigational casualties show that weaknesses in bridge organization are frequently
a contributory cause. Clearly defined procedures understood by all involved are essential.
An efficient bridge team management will:
 Minimize the risk that an error by one person will have.
 Emphasize the need to maintain a visual lookout.
 Require the use of all means of establishing the ship’s position so that in the case of one method
becoming unreliable others are immediately available.

 Make use of passage planning and navigational systems, which allow continuous monitoring and
detection of deviation from track when in coastal waters.
 Ensure that all instrument errors are known and correctly applied.
 Accept the Pilot as a valuable addition to a Bridge Team.
Junior team members must never hesitate to question a decision if they consider that such a decision
is not in the best interests of the ship.
5.2.4 BRIDGE TEAM
a) General
At all times the Master must ensure that the Bridge is properly manned for the prevailing conditions.
The Master must be satisfied that the experience of the people is appropriate for the intended passage.
In areas of restricted passage, restricted visibility, adverse weather and extended Pilotages such as river
passages, the Bridge Team is to be established to allow for adequate relief and rest, and in this case
consideration must be given to the Watch Officers being divided into two teams working alternately.
Whilst in restricted waters the Master must ensure that only experienced qualified helmsmen are
employed. Wherever possible (i.e. on short passages) the same helmsman is to be used from the time of
commencing hand steering to “All Fast” or time of engaging Auto-pilot.
On longer passages it will be necessary for the helmsman to be relieved and this must only be
undertaken when the vessel is steady on course with no imminent manoeuvres. The Master and Pilot
must agree that it is safe to change the helmsman prior to this being carried out.
The Master must conduct a bridge team meeting prior entering into congested locations, port arrival/
departure, heavy weather etc. or whenever he deems necessary. This meeting should include all
navigating officers and the Chief engineer. In case chief engineer is unable to attend the meeting, he
should be duly informed of the requirements concerning the passage. Hazards to navigation as identified
in the passage plan and their controls should be discussed during this meeting. This should include any
follow up briefings when encountering or expecting to encounter any hazards during the voyage like heavy
weather or restricted visibilities.
Any restrictions on Main/Auxiliary engines including steering unit, imposed due to special circumstances
of the situations should be discussed by the Chief Engineer. An entry shall be made in the deck log book
regarding conduct of this meeting.
The following is regarded as the minimum on watch for the following key conditions:
CONDITIONS Watch Master OOW Helmsman Lookout Additional

Level lookout
Open Sea (Daylight) 1 X (X) (X) (X)
Open Sea (Night) 2 X (X) X (X)
Restricted Visibility 3 X X (X) X (X)
Heavy weather 3 X X (x) X (x)
Ice Navigation 4 X X X X (x)
Port Approach/Departure 4 X X X X (X)
Restricted Waters
(X) - As required by the OOW/Master.

At Anchor
CONDITIONS Watch Master OOW Helmsman Lookout Additional
Level lookout
Daylight A1 X (X) (X)
Night A2 X X (X)
Restricted Visibility A3 (X) X (X) X (X)
(X) - As required by the OOW/ Master.
During STS
CONDITIONS Watch Master / OOW Helmsman Lookout Additional
Level Mooring lookout
Master
At Anchor S1 X* X (X) (X)
Underway S2 X* X X (X) (x)
* - STS maneuver
HRA/VRA Transit/ Operation

CONDITIONS Watch Security OOW Helmsman Lookout Additional Lookout
Level Guard
With Guard H1 X X (X) X (X)
Without Guard H2 X (X) X (X)
Mooring / Unmooring / Anchor ops

CONDITIONS Watch Level OOW Additional Hand
At Fwd Station M1 X Bosun, OS, / Junior Officer, Oiler
At Aft Station M2 X AB-2 nos, Fitter, Pumpman
For Anchor FWD M3 X Bosun, OS
(X) - As required by the Master.
Recommended Engine Room Manning Levels in various Conditions:

The company recommends the following manning levels in the Engine room.
CONDITIONS Manned/ UMS Ch Eng EOW TME* Rating

At SEA (Day) Manned X (X) X
At Sea (Night) UMS
Restricted Visibility Manned X (X) X
Port Approach/Departure Manned X X (X) X
Restricted Waters
*As Required By Chief Engineer

Minimum Manning level during Manned condition: EOW and Rating, additional person as required by
Chief Engineer
During STS / HRA Transit / Mooring, Unmooring, Anchor operation / Cargo Operation / Tank Cleaning
Operation etc engine room is to be manned and manning level to be maintained accordingly.
b) Master on the Bridge

Normally the Master or his deputy must be on the bridge:
 Whenever called by the OOW.
 During periods of restricted visibility, as determined by the Master.
 When there is heavy traffic in the vicinity of the vessel, as determined by the Master.
 While underway in restricted waters.
 During heavy weather conditions.
 When entering or leaving port, docking, undocking, or shifting the vessel.
 When embarking or disembarking a Pilot, or Mooring Master.
 When anchoring or weighing anchor.
 At any other time when the Master or Officer of the Watch judges conditions to be a potential threat to
the vessel's safety.
During extended conditions of restricted visibility / Heavy Traffic /pilotages the Master is not expected
to remain continuously on the bridge as part of the watch, however he should be present for critical
phases of the Passage. Master at his discretion whenever suffering from Fatigue which he fears may
impair his judgement, call upon Chief officer to assume control of vessel’s navigation for short periods.
This will require good planning and co-ordination with the pilot and bridge team.
c) Look-Outs
It is of special importance that at all times the O.O.W. ensures that an efficient lookout is maintained. In
a ship with a separate chart room, the O.O.W. may visit the chart room, when essential, for a short period
for the necessary performance of his navigational duties, but he must previously satisfy himself that it is
safe to do so and ensure that an efficient lookout is maintained.
A continuous visual lookout all round the horizon and listening watch (including both sound signals and
radio messages) is to be maintained at all times. A constant watch solely by radar is not acceptable as an
efficient lookout. During the hours of darkness and restricted visibility, a rating is to be appointed lookout
in addition to the O.O.W. He must remain on the bridge for the entire duration of his watch and may
only leave the bridge having first been relieved of his post. Any safety rounds to be taken are to be
carried out as per the table mentioned in the deck log book instructions. The relieving watch must be
able to be called by telephone or call system.
In maintaining a lookout, the following shall be observed: -

 The lookout must be able to give full attention to the keeping of a proper lookout and no other duties
shall be undertaken or assigned which could interfere with that task;
 The duties of the lookout and helmsman are separate, and the helmsman is not to be considered as the
lookout whilst steering, except in small ships where an unobstructed all-round view is provided at the
steering position and there is no impairment of night vision or other impediment to the keeping of a
proper lookout;
The OOW may, at the discretion of the Master, be the sole lookout in daylight provided that:
 The situation has been carefully assessed and it has been established without doubt that it
is safe to operate with a sole lookout.

 Full account has been taken of all relevant factors, including but not limited to the following:
 State of weather
 State of visibility
 Traffic density, including the presence of fishing vessels
 Proximity of dangers to navigation
 The attention required when navigating in or near traffic separation schemes.
It must be remembered that conditions can change at very short notice and therefore the OOW must be
able to summon the additional lookout immediately if the situation requires.
Accordingly, the rating allocated to be the lookout must be either on stand-by or working within the
vicinity of the bridge and be immediately contactable.
d) Assigning Duties
It is essential that Masters provide clear and unambiguous instructions to members of the bridge team on
the duties that they are expected to perform. Each individual must clearly understand what his
responsibilities are.
It is the Master’s responsibility to ensure that all personnel, including Watch Officers and Seamen, who
may be assigned to any duty station in any bridge watch, fully understand the duties which they are
expected to perform.
In accordance with STCW requirements the Master must post a watch schedule on the Bridge. (ADM/13)
e) Task Reassignment
Although Masters remain responsible for their vessel at all times, conditions may arise under which
masters must rest or attend to other responsibilities. Masters, therefore, must pre-plan their presence on
the bridge and consider delegating their authority to a Watch Officer in order to allow themselves
adequate rest.
At the Master's discretion, Watch Officers are to be rotated to ensure cross training and meeting the
development needs of the officers.
Each Bridge Team member must be conscious of the inherent stress and distractions in Bridge situations.
Stress affects each individual differently. Stress levels may increase or decrease the effectiveness in
performing tasks on the Bridge. Team members need to be aware of how stress affects other Team
members. Bridge tasks may need to be reassigned or changed, depending on the stress levels and the
personnel involved. Tasks those are stressful to one person may not be stressful to another.
Signs of stress include:

 Difficulty in thinking;
 Inattention;
 Slow reactions;
 Procedural violations or skipping procedures;
 Muscle aches, chills;
 Pale complexion, dull or bloodshot eyes.
An example of this is stated below:

Vessel arrives port on Day 1 at 0200hrs, Pilot boards at 0400hrs and vessel is alongside at 0700hrs. Cargo
work commences at 1000hrs. Continuous cargo operations takes place and vessel completes cargo
operations on Day 2 at 2300hrs. Vessel sailed Day 3 at 0200hrsThe breakup of working hours is as below:

C/O : Day 1: 0400hrs till 1300hrs (bulk cargo on). On call thereafter. In CCR again 1700hrs till 2300hrs:
Total for Day 1 =15hrs.
Day 2: In CCR from 0200hrs till 1200hrs and again 1700hrs till departure on Day 3 at 0200hrs: Total for
Day 2 & till departure = 19hrs.
In a 48hrs period, C/O has worked 34hrs with rest periods of 4hrs + 3hrs + 5hrs i.e. a total of 12hrs. On
sailing Day 3 am, Master should re-organize the watches so that the 2nd Officer could maintain watch till
0600hrs and the 3rd Officer takes over at 0600hrs till Noon. The C/O would come on watch at 1600hrs on
Day 3 there by getting a rest from 0200hrs till 1600hrs i.e. 14hrs and subsequently from 2000hrs till
0400hrs on Day 4 i.e. 8hrs. His total rest period then would be 15hrs + 14hrs + 8hrs = 37hrs which complies
with the STCW rest hours requirements.
5.2.5 FITNESS FOR DUTY
The watch system shall be such that the efficiency of watchkeeping officers and watchkeeping ratings is
not impaired by fatigue.
Duties are to be so organized that the first watch at the commencement of a voyage and the subsequent
relieving watches are sufficiently rested and otherwise fit for duty.
5.2.6 FITNESS OF MASTER
When any Watch Officer, Deck or Engine, reasonably believes that the Master is under the influence of
alcohol or any other dangerous drug, and is incapable of commanding the vessel, then the Senior Deck
Officer is to be informed. If necessary, the Chief Officer is to:
1. Temporarily relieve the Master.
2. Temporarily take command of the vessel.
3. Immediately notify the Company.
4. Enter the details of the incident in the Deck Logbook and the Official Logbook.
5.2.7 COLLISION AVOIDANCE
The Master and all deck officers must be fully conversant with the latest edition and amendments of the
International Regulations for Preventing Collisions at Sea.
The O.O.W. is to take frequent and accurate compass bearings of approaching ships as a means of early
detection of risk of collision. Such risk may sometimes exist when an appreciable bearing change is evident
particularly when approaching a large vessel or a tow or when approaching a ship at close range. He is to
take early and positive action in accordance with the applicable Collision Regulations and then confirm
that such action is having the desired effect. Full use is to be made of radar and ARPA in assessing if risk
of collision exists. O.O.W. must not become complacent and rely solely on information from ARPAs. On
ocean passages there should be no need for vessels to pass at close quarters and early and prompt action
must always be taken.
Every vessel is required to proceed at a safe speed at all times in any condition of visibility so that she
can take proper and effective action to avoid collision and be stopped within an appropriate distance.
When determining a safe speed, Rule 6 of the Collision Regulations must be referred to.
It is impossible to give figures here, as every situation is different and ship types vary in design and
propulsion. However it is the duty of the Master to ensure that he and his deck officers are fully aware
of the safe speed for his ship which will always be dependent on the prevailing circumstances and
conditions.
5.2.8 COMMUNICATIONS

a) General
Clear and concise communications are essential to Bridge Team Management. Every member of the Bridge
Team is to pass information or orders in a loud and clear voice so that all other Team members stay
informed.
b) Language
The language between the Master and other personnel including the pilot must be in English. Where
required the Master is to satisfy himself that the person has adequate English to communicate. Where,
through necessity, the pilot is communicating with the tugs, linesman or shore stations in his native
language, the Master must ensure that at all times he is aware of the pilot’s intentions.
In certain ports the pilot may bring his own helmsman, in this situation the pilot must also repeat the helm
orders in English unless all have the same native tongue.
5.2.9 DISTRACTIONS
The effective implementation of safe navigational practices requires a co-ordinated approach between
all bridge watchkeepers, the Master and the pilot when on board.
It is therefore essential, that there are no distractions or non-essential activity on the bridge.
The following therefore are not permitted on the bridge:
Personal Computers (laptops, note pad etc) Mobile phones, use of Social media and personal emails,
Radio’s, televisions or other electronic entertainment equipment;
Use of personal USB stick/media storage equipment
The use of personal music devices such as iPods / MP3 players, where the user wears ear-phones, is
strictly prohibited by shipboard personnel on watchkeeping duties.
Newspapers or magazines or other leisure reading material;
personal GPS units or personal ECDIS systems on the bridge. This is to prevent use of unapproved/
uncontrolled,
navigation information.
Any other item that could be deemed a distraction as determined by the Master.
Vessel’s Computers on the bridge be cleared of all games, and the future installation of games prohibited.
Computer only be used for official ship work when on watch, and never when the vessel is in pilotage and
restricted waters
Only persons with immediate business are permitted on the bridge.
At any time if the OOW feels distracted due to any activity in or around the wheel house, he shall have
authority to have same stopped. It is important that bridge ream remains vigilant and does not lose
situation awareness.
OOW on watch shall not be or allow himself to become distracted while on watch
5.2.10 MASTER’s REQUEST FOR ADDITIONAL MANPOWER

Masters onboard Company vessels may request for additional Manpower in way of additional Officer or
Engineer or Ratings when special circumstances so demand: Eg of such special circumstances are listed
below:
1. Short Haul trade where vessel is making port every day and operating Cargo every day.
2. Preparation for Dry-Dock when additional tasks are to be carried out by Ship Staff.
3. Adverse Climatic conditions like Operating in severe winter conditions for an extended period of time like
2 months and above where the conditions cause exhaustion and Non Compliance of the Rest Hours. Above
are just a few examples where Master could request the Company for additional manpower. The decision
on whether to oblige the vessel with Additional Manpower will depend on the Office Risk Assessment
outcome, discussion with Owners and the final decision to assign additional Manpower, will rest with the
CEO / CTO / Technical Director.

SECTION 3: PASSAGE PLANNING Page Number : 1 of 11
5.3 PASSAGE PLANNING
5.3.1 RESPONSIBILITY FOR PASSAGE PLANNING

In most ships it is customary for the Master to delegate the initial responsibility for preparing the plan
for a passage to the Officer responsible for navigational equipment and publications. The Company
requires that the Second Officer is the designated Navigation Officer.
The Navigating Officer has the task of preparing the detailed passage plan (NAV/01, 02, 03, 04) to the
Master’s requirements prior to departure. In those cases when the port of destination is not known or is
subsequently altered, it will be necessary for the Navigating Officer to extend or amend the original plan
as appropriate.
On completion the Master must approve and sign the passage plan. Any subsequent changes in the plan
must be approved and initialed.
5.3.2 PRINCIPLES OF PASSAGE PLANNING

There are four distinct stages in the planning and achievement of a safe passage:
i. Appraisal and Risk Assessment
ii. Planning
iii. Execution
iv. Monitoring
a) Appraisal
(Refer also to Reference Publication “Bridge Team Management” Section 2.)
This is the process of gathering together all information relevant to the contemplated passage.
This will be navigational information shown on charts and in publications such as sailing directions, light
lists, current atlas, tidal atlas, tide tables, Notices to Mariners, publications detailing traffic separation
and other routeing schemes, and radio aids to navigation. Reference should also be made to climatic
data and other appropriate meteorological information which may have a bearing upon the voyage.
The Passage Plan Preparation Checklist must be used and completed by the Navigating Officer to assist
him to gather all the information necessary for a full passage appraisal and the circumstances under
which it is to be made. It is necessary to recognize that more up-to-date information, for example, radio
navigational warnings and meteorological forecasts, may be received after the initial appraisal.
In addition to the obvious requirement for charts to cover the area or areas through which the ship will
proceed, it must be checked to see that they are corrected up to date in respect of both permanent and
temporary Notices to Mariners and existing radio navigational warnings.
An overall assessment of the intended passage must be made by the Master, in consultation with the
Navigating Officer and other deck officers, This will be when all relevant information has been gathered.
This appraisal will provide the Master and his Bridge Team with a clear and precise indication of all areas
of danger, and identify the areas in which it will be possible to navigate safely taking into account the
calculated draught of the ship and planned under-keel clearance.
b) Risk Assessment
There is risk attached to every voyage and the Master must assess this and plan accordingly.
In certain cases, there may be two distinct routes available. Another example is the option of a rhumb
line or great circle for an ocean passage. When this occurs both routes are to be reviewed, the voyage
risk assessment form completed and the best route selected.

On a more selective basis the Master may consider the risk too great for certain parts of the passage
only and the voyage may have to be adjusted to take account of this. Additional controls put in place
could be.
 wait for high water to pass shallows;
 extra bridge manning in areas of high density traffic.
c) Planning
(Refer also to Reference Publication “Bridge Team Management” SECTION 3.)
Having made the fullest possible appraisal using all the available information on board relating to the
intended passage, the Navigating Officer is now able to prepare a detailed plan of the passage. The
detailed plan must embrace the whole passage, from berth to berth, and include all waters where a pilot
will be onboard.
The formulation of the plan will involve completion of the following tasks:
i) Plot the intended passage on the appropriate charts and mark clearly on the applicable charts, all areas
of danger close to the intended track. The planned track must be plotted to clear hazards at as safe a
distance as circumstances allow. A longer distance must always be accepted in preference to a shorter
more hazardous route. The possibility of main engine or steering gear breakdown at a critical moment
must not be overlooked.
ii) Indicate clearly in 360 degree notation the true direction of the planned track marked on the charts.
iii) Mark on the chart those radar-conspicuous objects, which may be used in position fixing.
iv) Decide upon the key elements of the navigational plan. These are to include but not be limited to:
 safe speed.
 speed alterations necessary to achieve desired ETA’s en route, e.g. where there may be limitations on
night passage, tidal restrictions etc.;
 positions where a change in machinery status is required;
 course alteration points, with wheel-over positions;
 minimum clearance required under the keel in critical areas (having allowed for height of tide);
 clearance above the uppermost mast. It must be stressed that in calculating the air draft
there may be a difference between the maximum height taken from the ship’s plans and the actual
maximum height. For example previous or existing owners may have added additional items such as
antennae or satcom equipment. As a result Masters are to cross check this and also take into account
any folding or retractable aerials which may affect their air draft calculations.
 points where accuracy of position fixing is critical, and the primary and secondary methods by which
such positions must be obtained for maximum reliability;
 contingency plans for alternative action to place the ship in deep water or proceed to an anchorage in
the event of any emergency necessitating abandonment
v) Mark on chart the limiting danger lines (no-go areas). Charts supplied to ships are the same for
everyone, whether for use on board a VLCC at 25 metres draught or on a coaster sailing at 3 metres
draught. It is therefore imperative that the chart is made suitable for the specific condition of the vessel
on which the chart is being used. This is to be done by marking the ‘limiting danger lines’ - often referred
to as marking out the ‘no-go areas’.
vi) The Passage plan must take into account the point of no return (Abort point) and the fact that thereafter
the ship is committed. A position must be drawn on the chart showing the last point at which the
passage can be aborted, and the ship not be committed to entry. The position of the abort point will
vary with the circumstances prevailing water availability, speed, turning circle, stream direction and
others but it must clearly be shown.

vii) Passage Plan to include security related information for each leg of the voyage including changes to
security levels, points where the vessel should be hardened.
These are valuable safety limits to any plan, be it for coastal or ocean passage. Lines must be drawn on
the chart to highlight where the vessel cannot go. Proper allowance must be made for maximum draft
and predicted tidal height and any other limiting condition.
The Company recognizes the following methods of marking charts: -
WRITING MEDIUM USE ON CHART

Permanent Magenta Ink Chart Correcting
Soft Pencil Courses
Alter Course Positions
Indexing Information
Safe Passing Distances
Navigational Notes, E.G. Tide Times,
Beam Bearings,
Hazards
Safe Water Limits
Danger Notes
No-Go areas
Conventional Highlighter pens Not allowed
Biros Or Other Ball-Point Pens Not allowed
Correction Fluid (eg TIPPEX) Not allowed
It is essential that strict compliance is maintained with all routeing instructions or recommendations as
laid down on the Charts, Sailing Directions, Local Authority, Government Body or IMO.
Full details of the plan are then to be entered on the Passage Plan Forms as contained in the
forms manual. The Passage Plan must be fully understood by all Deck Officers prior to execution and the
form is to be signed and dated confirming this fact. On completion the Master must check and sign the
plan.
d) Passage Planning under Pilotage Conditions (NAV/04)
Pilotage Passage Plans shall be compiled prior to departure and arrival. It is unlikely that every detail of a
passage will have been anticipated, particularly in pilotage waters. Much of what will have been planned
may have to be changed after embarking the pilot. This in no way detracts from the real value of the
plan, which is to mark out in advance where the ship must not go and the precautions which must be
taken to achieve that end, or to give initial warning that the ship is standing into danger.
The plan must be flexible and may be amended by the Master at any time in the interest of safety and
efficiency. The Master and Officers must never remain committed to a pre-planned course of action, if
the prevailing circumstances render a departure from the plan necessary for the safety of the ship.
The following elements is to be considered in drafting the Port Passage Plan:

 Meteorological conditions and latest weather forecasts, tidal data.
 UKC
 Obstacles to be passed such as bridges and overhead cables and clearance available.

 VHF channels to be monitoring for pilots, tugs dock, vessel traffic system, etc.
 Areas where parallel indexing can be used to continuously monitor the position of the vessel relative to
its intended track.
 Pilot boarding area for pre-planning intended manoeuvres.
 Establish contingency plan for emergencies and last-minute changes of orders and at points of no return.
Potential anchorage area should be noted.
 Note where tugs are normally met. Also, check where tugs can be available in an emergency.
5.3.3 FILING OF PASSAGE PLANS
Completed passage plans are to be filed on board for a period of at least 1 year. Prepared plans can be
used for subsequent voyages, however great care is required to ensure that the information remains
valid and a full assessment is to be made of each passage.
5.3.4 DEVIATION FROM PREPARED PASSAGE PLAN
There will be occasions where while executing the passage which has been planned, a change to the
plan maybe required due to changing circumstances (i.e. weather, tides, traffic, visibility or other
circumstances). Should this occur the prepared and authorized Passage Plan should not be modified
unless the Master. There after Master will advise the OOW in writing of the changes to the plan which
he has Authorized. An addendum to the existing Plan must then be made from the current location of
the vessel to destination using NAV02/02A or NAV04 as the case maybe, and this should be signed by
the Master and the OOW on watch when this change has been Authorized by the Master. This addition
must be attached to the existing Passage Plan. The OOW’s who are off-duty when the changes were
Authorized by the Master and made should be briefed when they report for Watch and should be
handed over the watch only after they are fully briefed of the changes to the Original Plan and have
signed the amended Plan which is attached to the original Passage Plan.
Masters to always maintain a close liaison with the Charterers/ Commercial Operators to ensure
sufficient time is available to arrange any charts and publications which are required for the forthcoming
passages. If vessel’s voyage instructions are not confirmed prior sailing, vessel must have latest updated
charts till next choke points in all directions from her present port for example Singapore Strait,
Gibraltar, entry points to Caribbean Sea from Atlantic, English Channel, where physical supplies of
original charts can be arranged. Due to sudden change voyage orders if vessel do not have the charts on
board Company must be informed about the same. If it is possible then the Original charts can be
ordered through the local agent and connected with the Pilots, but vessel will move into the port only
after the courses have been plotted on the chart.
Only in case of emergency affecting the safety of life, protection of environment or danger to vessel
or its cargo or circumstances beyond vessel’s control, the use of scanned chart may be considered on
a case by case basis (for reference purpose only so that the dangerous areas are known) after
approval from the Company.
5.3.5 UNDER KEEL CLEARANCE (U.K.C.) (NAV/03)
Masters of Company vessels shall in SHALLOW WATERS, which includes River Transits, maintain a
minimum underkeel clearance of at least 6% of the deepest draft or 0.6 metres whichever is higher,
after taking into consideration all due allowances. In PORT alongside or while moored to a SBM or while

moored at a CBM, vessels shall maintain a UKC of 1.5% of the moulded breadth or 0.30 metres
whichever is higher.
During OCEAN PASSAGES Masters of Company Vessels shall ensure that a UKC equivalent to the
Maximum Summer Draft of the vessel is maintained.
Under Keel Allowance (UKA)

Depth below the keel of the ship when in motion is defined as Under Keel Clearance (UKC).
In order to maintain an under keel clearance (UKC) as above during all passages, vessels must assess
under keel allowance (UKA) properly. With a view to ascertain the UKA following should be taken into
consideration:
a) Squat
b) CATZOC rating and depth accuracy (Ch 5.8.3 Section 6).*
c) Tidal range (-ve tidal surge) at berth, channels, river passages etc.
d) Rough weather
In order to comply with the policy of maintaining UKC as above at all the times, one will be required to
calculate UKA. In this regard, we would like you to be guided by the following formula for calculation of
UKA.
UKA = UKC + Allowance for (Squat +/- Tidal Range + Increase in draft due to rolling + CATZOC rating and
depth accuracy allowance*)
Since UKC at all times would be required to be maintained as mentioned, the above formula would read
as under:
UKA = minimum as per Company UKC policy + Allowance for (Squat +/- Tidal Range + Increase in draft
due to rolling + CATZOC rating and depth accuracy allowance*)
*CATZOC rating and depth accuracy allowance to be considered when accurate depth information is not
available from port/Agent in writing.
Deep draught (Draft 15 mtr and Above) vessels and VLCCs (Tanker of 150k DWT and Above) shall allow
for an under keel clearance of at least 3.5 meter at all times during the entire passage through the
Straits of Malacca and Singapore and shall also take all necessary safety precautions, when navigating
through the traffic separation schemes.

Under Keel Clearance Guidance:

The Master shall consider the ship’s deepest navigational draft and the controlling depth of the port
transit before arrival at the pilot station or when outbound prior to getting underway. The ship’s draft
shall be calculated using guidance contained in the loading manual and the trim and stability booklet.
The forward and the aft draft readings shall also be visually confirmed prior to transiting port unless
deemed unsafe by the Master. The vessel’s draft must be recorded in the pilot card prior to entering or
leaving port. The controlling depth of the port transit shall be estimated using charted information, tide
calculations and any pertinent information found in the charts, sailing directions, guide to tanker ports,
agent’s advise, Coast Pilot or Local Notice to Mariners. The information shall be used to estimate the
minimum under keel clearance. The vessel’s transit shall be laid out on appropriate charts and areas of
restricted navigation or shallow areas shall be highlighted. The Master shall review all turn bearings and
critical transit points.
The ship’s draft, controlling depth of the port transit and the anticipated under keel clearance shall be
discussed with the vessel’s pilot. The pilot should be consulted for any additional information that may
affect the controlling depth of the port transit. This discussion shall highlight important parts of the
transit plan such as transit speed, squat effect, turn bearings etc. The effects of recent potential weather
on the route, such as wind or reduced visibility and environmental conditions, such as shoaling swells
and unusual tides and currents shall be discussed. Vessel traffic that may affect the ship’s transit shall
also be discussed. An entry must be made in the deck logbook reflecting this discussion. Using the
estimated draft and controlling depth information, the Master shall estimate the smallest under keel
clearance the vessel may encounter during the planned transit. The Master shall use this information to
identify maneuvering constraints, if any, that could develop.
The under keel clearance estimated for all U. S. port transits shall be two feet (about 0.6 meter) unless a
greater clearance is recommended by the pilot, Captain of the Port or other port authority.

In the case where a greater clearance is recommended by the pilot, the Master shall consider the basis
for the recommendation when deciding whether to proceed with port transit. In any case, the Master is
authorized to take any responsible action to ensure a safe port transit. Reasonable action may include
delay of vessel transit, employing a tug assistance etc. If such action causes the vessel to be delayed by
more than 2 hours, the Company should be notified.
In such cases where vessel cannot comply with company’s UKC, reference shall be made to other
resources of data accuracy such as M_SREL on ENC (similar to source data diagram on paper charts, Pls
refer admiralty NP 232 for specific allowance guidelines for ‘D’ and ‘U’) and sailing directions.
Additional information shall be obtained from port agents regarding the minimum depth available in the
area of transit and including but not limited to change in seasonal tidal data.
In case UKC is not in compliance with application of Catzoc allowance during transit, anchorage and at
berth, a thorough risk assessment shall be prepared and sent to office for approval along with above
information. Transit shall commence only after approval from office.
A copy of email along confirming office approval shall be attached to the passage plan and kept ready
for sighting by any third party inspector if required
Squat Guidance:
When a vessel navigates in shallow waters or is constrained by her draught, her speed may have to be
reduced in order to prevent her from running aground. The vessel’s speed will push away the water
from beneath her keel and the water displaced is only partly compensated for by the return flow, which
in turn causes a decrease in pressure and subsequent increase of the vessel’s immersion which results in
an increase of draught known as SQUAT.
The two factors which are closely related to the magnitude of squat are:
i) Vessel’s speed, being the major squat causing factor, is easily adjustable. The squat approximately varies
with the Speed Square. Full speed will cause maximum squat, while a reduction to half speed will nearly
quarter the squat.
ii) Under keel clearance, influenced by various factors is another squat causing factor and its magnitude is
proportional with the under-keel clearance. It may reduce the vessel’s maneuverability, causing the
vessel to sheer away from her course.
Insufficient under keel clearance will cause:
(a) Sluggish maneuverability.
(b) A wave increase in way of bow and stern
(c) A drop in engine revolutions
(d) A decrease in speed
Vibration of the hull, Vessel’s size and in particular the vessel’s block co-efficient is a squat related
factor. In general, an increase in block co-efficient causes an increase in squat. Tankers, bulkers, and
combination carriers have large squat maxima than similar sized cargo liner; container vessel etc. the
block co-efficient is the major squat causing factor. Although not fool proof vessels having 0.7 or large
block co-efficient should be bow squatting the others stern squatting. The blockage factor is the factor
to be introduced in the squat formula and is caused by water where its free flow ability is restricted,
especially when a vessel transits a canal of limited width, it appears as if the water flow is blocked.

Squat Formula:
In Open Waters
Cb x V²
------------------ meters
100
In Confined Waters
2 x Cb x V²
------------------ meters
100
5.3.6 AIR DRAFT AND MINIMUM MAST CLEARANCE. (NAV/03a)

Masters of Company Vessels shall ensure that the Minimum Mast clearance (Air Clearance) to be
maintained while transiting under bridges, power lines and/or overhead obstructions shall be at least
0.90meters (3 Feet). When calculating the Minimum Mast Clearance, the following additional factor
should be taken into account:* Transit in good weather, vessel in upright condition with no adverse
condition of trim which will affect bridge visibility.
The Air Draft under Bridges, power Lines and/or other obstructions are usually recorded on the chart or
published in port information. These are calculated basis Mean Highest High Water (MHHW) which is
the Minimum Air draft under the bridges, power lines and/ or obstruction. For subsequent conditions of
tide the Air Draft under the bridges, power lines and/or obstruction will be in excess of the value
recorded on the chart. When calculating the Minimum Clearance to comply with the Company required
Minimum, the value of Air draft marked on the chart should be used at all times. When using form
NAV03a, when passing under multiple obstructions, the least AIR DRAFT of all Obstructions should be
used to work out the Minimum Mast Clearance. If this minimum mast clearance complies to the
Company required minimum clearance of 0.90m (3 Feet), then the vessel is in compliance for the
transit. There is no need to calculate the Minimum Air draft under each and every Bridge, Power Line
and/or Obstruction. If the vessel cannot comply to comply to Minimum Mast Clearance, Master is
required to contact the Company and seek guidance on taking on additional ballast in cargo tanks.
Confirmation of this requirement of taking on additional ballast in cargo tanks will be provided in
writing.
5.3.7 Procedures for Vessels Calling Port for the First Time
5.3.7.1 When vessels visits a port for the first time Prior chartering the vessel to a newly identified port, the
office shall initiate ship-shore compatibility study which shall include but not be limited to:
i) Terminal requirements to ensure vessels suitability at the terminal being called. i.e. UKC, Air Draft,
Gangway access, Positioning of Manifold, Loading/ Discharging rate etc.
ii) Study to ensure safety of mooring.
5.3.7.2 On confirmation from the commercial on the suitability of the vessel, Office along with Commercial and
Ship shall initiate the Management of Change Process (MOC). The Management of change shall take into
consideration the following:
i) Any modification of ship structure.
ii) Availability of charts.
iii) Appointment of agency.
iv) Any special training to be provided to the crew.
v) Logistic support i.e. bunkers, provisions, stores etc.

5.3.7.3 Masters to secure a safe passage by planning the entire voyage carefully and systematically using
predefined procedures and forms when vessel visits a port for the first time.
5.3.7.4 Whenever a vessel gets information to visit any new port for which the vessel has no previous records,
RA must be sent to office to the Marine Superintendent. Few of the hazards the bridge team shall
consider are mentioned underneath:
I) The load line zone chart should be checked to ensure that the ship is complying with the load line
restrictions during the passage.
II) High density Traffic (including fishing vessels, high density of vessels, Crossing, Inward/ outward traffic,
anchored vessels, Oil Rig areas, etc).
III) State of visibility i.e. heavy rain, Squall, snow, fog, mist, darkness or blind sectors
IV) Shallow waters /Close proximity to known navigational hazards, channel Restriction & limited sea room
with restricted navigable water.
V) Outlying dangers, environmentally sensitive area and NO GO areas
VI) Contingencies for Machinery (M/E, Gen) failure, Loss of control, M/Engine not responding efficiently /
failure, Steering System not responding efficiently/ failure.
VII) Bridge Team & Matrix including Pilot’s experience & proficiency
VIII) Navigational hazards, the possibility of uncharted wrecks or obstructions.
IX) Limited sea room which may restrict the action in collision avoidance
X) Insufficiently surveyed information on charts or old surveys.
XI) The adequacy and reliability of the charted hydrographic data along the route.
XII) The availability and reliability of navigational aids, coastal marks, and radar conspicuous targets for
position plotting.
XIII) Any constraints due to the condition of the ship such as draft, cargo etc.
XIV) Traffic separation schemes and ship reporting systems along the route.
XV) Abort Points and Contingency Anchorage(s)
5.3.7.5 The Bridge team shall ensure that all latest publications are ordered well in advance.
This shall include but not limited to:
i) Updated/ Corrected largest scale BA and availability of local charts
ii) Routing and Passage Planning guide charts / or publications (if available)
iii) All mandatory publications
5.3.7.6 The Master shall gather as much information as possible about the port before planning his passage,
from the following but not limited to:
i) Guide to Port entry or any other similar relevant publications (eg. Sailing Directions)
ii) Local Agents
iii) Company Operations
iv) Marine Superintendents
v) Charterers (through Company Operations)
5.3.7.7 The information shall cover at least the following topics:

i) Regulatory information of the port and the country
ii) General port information including buoyage system and condition of navigational aids
iii)Largest scale local charts (if available)
iv) Berth and local information (including mooring arrangements, manifold Connections (for tankers),
gangway, supply of provisions, stores, FW, possibility of shore leave and repatriation, ISPS level, special
requirements, etc.)
v) Tides and currents
vi) Pilots and pilotage including tugs

vii) Traffic routing systems in place

viii) Communications (VTS reporting, mandatory reporting, special reporting, etc.)
ix) Meteorological information
x) Oceanographic information
5.3.7.7 Vessel to carry out ISPS DOS exchange, review security measures and related information for the port.
5.3.7.8 On completion of voyage, Master should ensure that the Terminal Feedback Form and Terminal vetting
Report is completed and sent to the office.
5.3.8. Wheel over Line- Rate of Turn
In order to negotiate a plan turn, a constant radius turn concept can be used. Theory and procedures of using
constant radius turn are explained below.
Ө
A
Figure: 2 the theory of constant radius turn
Total Course Change θ

Distance AB R x θ/57.3
Therefore Rate of Turn θ/T 57.3V/R
Rate of Turn per minute 57.3V/(R x 60)
which is V/R x 0.96 degree per minute
(TO BE EXACT, However V/R can be taken.)
Therefore to have a turn of constant radius, relationship between ‘V’ & ‘ROT’ can beestablished.
For example:

For having a turn of radius 1 Mile, V/ROT=1, So the ‘ROT’ is to bemonitored with the speed of the vessel
during the turn.
Final
Co.
A/Co
Radius required for turn
Reaction
distance Center of turn
Initia
lCo.
WOL (the line through WOP)
* To be drawn considering the

reaction time of the vessel
Radius required for turn

Wheel Over Line (WOL) and Wheel Over Point (WOP)
Procedure to mark the WOL & WOP for CRT
BB. Steps to mark the WOP & WOL
Mark off the arc of radius as required on both the courses.

Draw a line parallel to the initial course & final course, tangent to the arc already made as per point 1.
The point of intersection of both the line will give the centre of the circular path the vessel will be following
while going from initial to final course.
Taking above as a center make an arc of the circular path meeting both the courses.
WOP is to be marked off at a distance equal to the reaction time of the vessel.
WOL is the dotted line shown on the above figure, which is parallel to the final course passing through WOP.
WOL is marked so that the vessel remains on the final course after alteration,irrespective of the vessel’s cross
track error in the initial course.
Required helm to be given when vessel passes ‘WOL’.
Note: The distance of the Wheel over point from the point where the turn is to become effective, is usually
taken as one ship’s length, but is recommended to find out by some practice turns on the type of ship, one is
serving.

SECTION 4: CHARTS, PUBLICATIONS, RECORDS AND LOGS Page Number : 1 of 4
5.4 CHARTS, PUBLICATIONS, RECORDS AND LOGS
5.4.1 CHARTS AND PUBLICATIONS
a) Responsible Officer
The Second Officer is responsible to the Master for the proper correction and maintenance of all charts
and navigational publications. The correction of Light Lists and Admiralty Lists of Radio Signals may be
delegated to the Third Officer.
b) Charts
Normally each vessel is provided with a recognized chart index applicable to the size and type of vessel.
The chart index will list only those chart folios carried onboard. Chart Supply will be an Automatic
Update System.
All onboard charts are to be arranged in the geographical folios strictly in accordance with the chart
index. All charts are to be marked with the folio and consecutive number. Normally, only British
Admiralty Charts will be used onboard in order to maintain uniformity.
Charts that are carried onboard and are not listed in any folio are to be retained in a miscellaneous folio.
Where a Master has to purchase charts locally at a port, it is essential that he sends the updated list to
the chart service provider. The new charts should be included in the chart inventory sent to the service
provider at end of every month. For any urgent requirement of chart/ ENC at short notice, call the 24-
hour phone number of the Chart supplier followed by message to them with Office in copy.
c) Nautical Publications
The Nautical Publications will be supplied in accordance with the chart folios carried onboard.
d) Reference Publications (Technical Library)
The Company recognizes the importance of certain Reference Publications which complement the CMS
manuals. These Publications are supplied to each vessel according to the ship type. An index of
publications to be carried is contained in form SAF08.
Note: For MI registered vessels the latest edition of MI 300 (CD) will be put onboard by the MRSVM.
Additionally, MI Marine Safety Advisories will be forwarded to the vessels to maintain onboard.
5.4.2 CHARTS AND PUBLICATIONS CORRECTIONS
a) General
The Chart Company hired for providing the auto update services forwards to each vessel at regular
intervals British Admiralty Weekly Notices to Mariners and Tracings. The Master is to ensure that all
charts and publications carried onboard are corrected up to date at all times, irrespective of current
trading area of the vessel.
All vessels are required to carry reference publication ‘How to Correct your Charts the Admiralty Way
(NP294)’. This publication details the correct way to maintain charts and publications and this guidance
should be complied with.
b) Charts
A list of all charts requiring correction is provided by the Chart Supplier. Tracings however are provided
for all charts with corrections in that week's ANM. It is possible that some charts will have more than

one tracing. Instruction on the correct way to carry out corrections is in the afore mentioned reference
publication.
It is important to check that the previous correction has been completed by checking that the number of
the last correction has been entered on the bottom left hand corner of the chart. If not it will be
necessary to check previous Notices to Mariners. In the event that it is discovered that the chart folio
has not been properly maintained in the past the Company is to be advised.
c) Corrections to publications
This includes Sailing Direction, Light Lists, Radio Signals, and the Chart Catalogue. As with charts, the
Company requires that all publications are kept up to date. It is important to remember that frequently
when a new edition of a publication is issued the corrections will be received prior to the publication
itself. On no account are the corrections to be used for correcting the old superseded edition.
d) Navigational Warnings
These corrections are to be removed from the ANM and placed in a special loose leaf file titled
"Navigational Warnings". This file is to be in sections with a section for each area (i.e. Navarea I, Navarea
II and so on). An update of the corrections in force is issued every four weeks with the Navigational
Warnings and warnings cancelled should be deleted from section by drawing a thin line through the
entry.
The first ANM at the start of every year i.e. Week 1 includes a full list of Navigational Warnings in force.
When this is received on board all warnings from the previous year can be discarded and the file
maintained with all corrections from week 1.
Temporary and Preliminary notices to mariners are shown by a (T) or (P) after the notice number
warning of temporary changes / hazards or giving advance notice of a new development such as harbor
works. The information contained is to be inserted onto the working charts in pencil. Note however that
they are to be erased when the notice expires.
e) Chart Catalogue and Publications Index

The chart catalogue must also be kept updated and the chart correction list supplied by the appropriate
chart supplier will at times contain corrections for this. These changes can effect both the chart and the
publication list. Changes to the chart list must be entered in both the folio section and the numerical list.
These corrections are normally issued annually.
f) Cancelled Charts
For vessels on automatic supply, New Editions of charts and publications superseded are forwarded to
the vessel at regular intervals. When a chart is cancelled the word "cancelled" is to be written on the
face of the chart and the chart removed from the bridge. The chart must be retained until the new
edition is received, as it may be required. If it is required for navigation it is to be used with caution after
having been corrected to the latest available corrections onboard. Corrections received for a new
edition are to be retained until the new edition is received, as they may be required although all charts
sent to the vessel normally are corrected up to the latest ANM.
g) Additional Charts
Most vessels carry additional charts not included in the Standard Folio. U.K. charts carried in this
additional folio must also be corrected. A list of these charts is to be made up which can be checked
against the weekly index of charts affected by corrections included in the ANM. It will not be possible to
correct charts published by another state and these charts should only be used for reference purposes.
A warning is to be written on the face of these charts stating that they are uncorrected.
U.S. charts can only be corrected by the actual chart user and it is therefore necessary to obtain the
corrections for these charts.

h) Inspections
A provision of a chart system is a high cost item and is therefore essential, as with all other areas on
board that it is maintained correctly.
The monthly chart correction record form (NAV/19) is to be completed by the Master on a monthly
basis. The Master should ensure that he checks at least 6 charts at random to ensure that the
corrections have been applied correctly. Visiting Superintendent and Inspectors will also inspect.
Navigating officer shall maintain an up-to-date record of license expiry dates of all the paper charts
/ENC/ RNCs and their corresponding corrections in Admiralty ENC Maintenance Record (NP133C). Any
discrepancies noted should be captured in Monthly charts audit (Nav 19) and office to chart supplier to
be informed of the discrepancies along with inventory change report. The office will take up the issue
with the chart supplier for timely solution to the discrepancies. ECDIS makers should also be informed to
seek their advise on electronic chart discrepancies
i) Chart Correcting Equipment

Chart correcting equipment is to be maintained onboard as listed in the reference publication.
The equipment is to be kept solely for chart correcting and is to be the responsibility of the 2nd Officer
to maintain it.
5.4.3 USCG REGULATIONS - ACCEPTABILITY OF BRITISH ADMIRALTY CHARTS
The USCG Regulations require that vessels entering US waters have onboard adequate charts of a large
enough scale and have sufficient detail to navigate the area safely.
The USCG will in most circumstances accept the appropriate British Admiralty chart. wever, where the
Master has doubt or the largest scale British Admiralty chart is not onboard, the Master is to liaise with
the agent to ensure that the appropriate chart is supplied on arrival with the pilot. Where time allows
the Master is to request the chart(s) from the company.
As for charts British Admiralty Nautical Publications are also considered adequate, with the exception of
US Tide Tables which must be carried onboard.
The USCG are likely to check the correction status of all charts/nautical publications and as such the
Master is to verify that all are corrected up to date. Failure to maintain charts in a corrected condition
will result in the vessel being fined.
5.4.4 CANADIAN CHART REQUIREMENTS
British Admiralty charts covering certain areas in Canada are, due to the smaller scale not always
accepted by the Canadian authorities, especially for areas above Quebec.
Therefore, the following Canadian charts must be on board when navigating these waters:
1333 - 1334 - 1335 - 1336 - 1337 - 1338 - 1339. In addition, the following Canadian charts are required:
1232 - 1233 - 1234 in lieu of BA 314 - and Canadian Chart No. 4022 in lieu of BA 1134.
British Admiralty charts are only acceptable if scale is not less than 75% of corresponding Canadian
chart.
Vessels bound for the St. Lawrence, if not already in possession of these charts, should arrange with the
local agent for them to be supplied with the Escoumins Pilot.
5.4.5 RECORDS AND LOGBOOKS
a) Bridge Movement Book

A Bridge Movement Book is to be maintained to record all movements both at sea and on arrival and
sailing from port. The main times and events are to be copied into the Deck Log Book. This book should

be seen as an event book covering all relevant data concerning the vessel at sea and during
manoeuvring.
b) Deck Log Book

The Master is responsible for ensuring that the Company's Deck Log Book is completed as per the
instructions contained within the front cover of the book. It is essential that this book is kept as a clear
and accurate record of the activities of the ship.
It will form a main part of the collection of evidence where the ship has been involved in an incident and
will accordingly be scrutinized by inspectors and surveyors. These log books should be kept on board for
at least three years.
The Company will carry out checks of the deck log to ensure that correct entries are being made as
required. Log book entries to be checked and verified during internal audit / Inspection.
c) Entries
All entries in both the Bridge Movement Book and the Deck Log Book are to be made clearly in ink
(ballpoint pen). Errors are to be neatly scored through once with a single line and initialed by the writer.
The use of pencil is prohibited as is the use of erasing materials such as ink rubbers and typing
correction.

SECTION 5: WATCHKEEPING Page Number : 1 of 12
5.5 WATCHKEEPING
5.5.1 PASSAGE EXECUTION AND MONITORING
a) General
This section covers the requirements for passage execution and monitoring.
b) Execution
Refer also to Reference Publication “Bridge Team Management”.
In the execution of the passage, the factors to be taken into account will include:
 the reliability and condition of the ship’s navigational equipment;
 estimated times of arrival at critical points for tide heights and flow;
 meteorological conditions, particularly in areas known to be affected by frequent periods of low
visibility;
 daytime versus night-time passing of danger points, and any effect this may have upon position fixing
accuracy;
 traffic conditions, especially at navigational focal points.
It will be important for the Master to consider whether any particular circumstance, introduces an
unacceptable hazard to the safe conduct of the passage, and thus whether that section of the passage is
to be attempted under the conditions prevailing, or likely to prevail. He must also consider at which
specific points of the passage he may need or utilize additional deck or engine room personnel.
At all stages of the passage status of machinery and their requirements shall be highlighted in the
passage plan and discussed with the Bridge and engine room team. Machinery status requirement shall
be marked with Mariners note on the ECDIS.
Machinery status and requirements shall include the below but not limited to:
 Requirement of more than one Generator during approach to port, TSS transit, restricted
visibility etc. Two generators to be kept running for such critical passages.
 Fuel change over requirements as per emission control area.
 Requirement for using of both steering motors during channel transit, approach to berth,
approach to anchorage etc.
 Requirement for crane power, mooring winch and windlass power
 Manning of Engine room spaces should be clearly marked on the ECDIS using mariners note.
The manning status shall be also mentioned in the passage plan and discussed during passage
plan meeting.
 Thrusters (if fitted)
c) Monitoring
The close and continuous monitoring of the ship’s progress along the pre-planned track is essential for
the safe conduct of the passage.
Ships are exposed to greater navigational risks whilst transiting areas of limited water depth, areas of
restricted manoeuvrability, and in traffic congested waters. In such cases it is of paramount importance
that the progress of the ship along the planned track is carefully and continuously monitored.
In restricted waters continuous track monitoring is required and this should be carried out by use of the
radar and parallel indexing of a fixed known object. Any deviation from the intended course can be
easily identified, and corrective actions taken. Where the radar has facility for chart overlays or grid lines
these must be used to monitor the progress of the voyage.
Advantage is to be taken of all the navigational equipment with which the ship is fitted for position
monitoring, bearing in mind the following points:

 visual bearings combined with radar ranges are usually the most accurate means of position fixing;
 positions obtained by navigational aids should be checked where practicable by visual means;
 the value of the echo sounder as a navigational aid;
 buoys should not be used for precise fixing but may be used for guidance when shore marks are difficult
to distinguish visually; in these circumstances their positions should first be checked by other means;
an informed decision in advance as to the frequency with which the position is to be fixed should be
made for each section of the passage.
d) Position Fixing
It is essential that at any one time the Officer of the Watch knows exactly where the vessel is in
relation to the intended passage plan.
On ocean passages, the position may be plotted only a few times a day but on coastal or pilotage
passages, the frequency of plotting must be more frequent. The following table provides guidelines in
this.
Position fixing – vessels navigating using paper charts must comply with position fixing
interval/requirement.
Position cross – checking – vessels navigating using ECDIS only (paperless) must comply with position
crosschecking interval/requirement. Positions are plotted on ECDIS automatically by GPS and OOW to
verify position by alternative methods, where possible
The plotting should never be too frequent to clutter the chart.
Area Frequency of Position Fixing Speed Fix Type

for paper charts/ Position
Cross checking for ECDIS
Ocean Passages/ Every two hours Max Safe Sea Satellite/ Astronomical
Deep Sea Speed M.E. on observations
Bridge Control
Coastal Waters Every 60 minutes, increasing Max Safe Sea Visual bearings/
frequency as required when Speed M.E. on Radar range/bearings
approaching restricted Waters. Bridge Control on Electronic aid
short notice. Parallel Indexing
Restricted Waters Every 30 minutes, increasing Safe Speed M.E. Visual bearings
(e.g. Baltic, frequency to every 15 minutes on Bridge Control. Radar range/bearings
Singapore Straits, or more, in extremely confined E.R. to be Electronic aid
Turkish Straits, waters and arrival/departure manned. Parallel Indexing
Dover Straits and ports as directed by Master.
other waters with
limited sea room)
Port Arrival / Minimum of every 15 minutes, Maneuvering Visual bearings
Departure increasing frequency as Speed M.E. on Radar range / bearings
necessary in critical areas as Bridge Control. Electronic aid
directed by Master. E.R. to be Parallel Indexing
manned.

e) Landfalls
Before making major landfalls after an ocean passage, the Master is to issue clear instructions to be
informed in the event of failing to make Landfall at a particular time or in the event of any doubt as to
the vessels position.
f) Celestial Positions
The O.O.W. is to maintain his expertise in taking celestial fixes by regular use of the sextant and
navigational tables provided on board. Records are to be kept as a means of verification.
This can either be by log book entry or a specific stellar observation book or maintained in saved files of
electronic programmes.
g) GPS Positions
The frequency of plotting GPS positions on the chart will depend upon the scale of the Chart in use. A log
book is to be maintained, into which positions are to be recorded at least once each watch. On ships
fitted with ECDIS this is recorded automatically.
h) Parallel Indexing
It is common practice to fix the ship’s position and then make an allowance for set and drift depending
upon offset from the previous fix. This approach to navigation is REACTIVE, being based upon past
observations.
In narrow waters, techniques need to be used which enable the Navigator to maintain a forward
outlook, i.e. to be PROACTIVE. Parallel Indexing (PI) is a means of proactive position monitoring. The
basic principle of parallel index plotting can be applied to either a stabilized relative motion display or a
ground-stabilized true-motion display.
Navigating Officer’s on Watch are required to use parallel indexing techniques to monitor the vessel's
position whenever possible. This must not be the sole means of position fixing.
Parallel indexing is a particularly valuable tool approaching port and during pilotage when the Master is
able to continually monitor the vessel's position in this way while the O.O.W. plots the positions
obtained from other data. It is essential that vessels continue to plot positions on a frequent basis during
pilotage. These positions must be as accurate as possible and not just estimated positions based on
passing buoys, landmarks etc.
i) Berthing Speed
It is evident that a high approach speed to the berth can lead to losing control of the manoeuvring of the
vessel and thus can lead to incidents during the berthing operation. The approach speed should be
discussed with the Pilots since each berth has it’s own peculations with respect to weather conditions,
tidal, conditions, current etc.
Table given below is a recommended guideline:
HARBOUR MANOEUVRING SPEED LIMITATION FOR VESSEL UNDER DWT 60,000 mt
Navigation Area Speed (Head or Stern way)
1,000m to the Berth Less than 4 knots
2-L (Two times length over-all) to the Berth Less than 2 knots
In front of the Berth
(Parallel clearance to Berth is at least 2-B) Zero Speed (NIL)
Remarks: “B” means ship’s breadth. “L” means length overall.
HARBOUR MANOEUVRING SPEED LIMITATION FOR VESSEL ABOVE DWT 60,000 mt

Navigation Area Speed (Head or Stern way)
3 miles to the Berth Less than 6 knots

2 miles to the Berth Less than 4-5 knots

2,000m to the Berth Less than 3-4 knots
1,000m to the Berth Less than 2 knots
300m to the Berth Less
In front of the Berth
(Parallel clearance to Berth is at least 2-B) Zero Speed (NIL)
5.5.2 ROUNDS
The Watchkeeper is to make the rounds of the public rooms, laundries, drying rooms and
accommodation after the termination of his Watch 2200, 0200 and 0600 hours at sea. Watchkeepers
carrying out rounds at sea are to keep in regular contact with the bridge. Rounds are to be recorded in
the deck log book. OOW’s will conduct rounds at 2000, 2400 & 0400hrs after their watch. This will
ensure a frequent check. Guidelines for this schedule is also detailed in the Deck Log Book.
5.5.3 COMPASS ERRORS

Observations by Azimuth or transit to determine the error in both gyro and magnetic
compasses must be made at least once a watch. A record of these observations is to be kept in the
Compass Error Book with the courses being steered and the errors allowed being entered in the Deck
Log Book. Where during a watch for whatever reasons it is not possible to obtain an error, this fact must
be recorded in the Deck Log.
The standard and gyro-compasses are to be frequently compared and repeaters synchronized with their
master compass.
5.5.4 NAVIGATION WARNINGS

All OOW’s must monitor Navtex and other radio aids providing Navigational Warnings eg VHF etc. All
warnings received during their watch are to be checked and marked on the chart where appropriate.
These navigational warnings are to be left on the chart table for the Navigational Officer to check and
file. The Master is to be advised immediately of any Navigational Warnings received that affect the
immediate route of the vessel.
5.5.5 CHANGING OF THE WATCH

The Officer being relieved must not hand over the watch if he has any doubt regarding the capability of
his relief to take over the watch. In such a case he is to inform the Master immediately.
The relieving O.O.W. must be sure that members of his watch are fully capable of performing their
duties, particularly as regards their adjustment to night vision.
The relieving officer must not take over the watch until his vision is fully adjusted to the light conditions
and he has personally satisfied himself regarding:
 Standing orders and other special instructions of the Master relating to navigation of the ship;
 the errors of gyro and magnetic compasses;
 the presence and movement of ships in sight or known to be in the vicinity;
 the conditions and hazards likely to be encountered during his watch;
 the position, course, speed and draught of the ship;
 the intended course;
 the prevailing and predicted tides, weather, current and visibility;
 the operational condition of the bridge equipment and the status of the main engines.
 any work being carried out on deck/ engine room as applicable
If at the time the officer of the watch is to be relieved and a manoeuvre or other action to avoid any
hazard is taking place, the relief of the officer is to be deferred until such action has been completed.

Attention of the OOW’s is also drawn to the need to monitor the Deck IG Pressure from the Pressure
gauge on the bridge and Log the same in the Deck Log Book.
The checklist (NAV/16) is to be completed on each occasion that the watch changes whilst at sea. It is to
be completed by the officer being relieved and a log entry made.
5.5.6 PREPARATION FOR MANOEUVRING

All bridge controls, including engine room telegraphs, telephones, whistles, steering gear etc. are to be
tested 1 hour before "Stations" are called prior to getting under way and before entering port using the
Navigation Equipment Checklist (NAV/10, 11). On the satisfactory completion of the tests an entry to
this effect is to be made in the Deck Log Book.
Pre-manoeuvring checks must include the marking up of echo sounder paper, pitch and/or engine
recorder paper with the date and correct local time.
Steering gear must be tested prior to departure in accordance to the Procedure for Testing Steering
Gear. This testing of steering gear is to be made with the duty engineer present in the steering flat to
report on the correct performance of the steering gear and to provide a check of the bridge rudder
indicators.
The O.O.W. on the Bridge is to give the Engine Department at least one hour's notice before Stand By for
maneuvering, unless there is an emergency in which case this notice is not applicable. During the
maneuvering in port and in restricted waters, both the Chief and Second Engineers are to be present in
the engine room with Duty engineer. When maneuvers last for an extended period, such as in rivers,
narrow channels, canals, fog, etc., either the Chief or the Second Engineer is to be present in the engine
room. Maneuvers are understood to be taking place when the engines are on stand-by. The time of
commencement being the time of stand-by and the time of completion of maneuvering being the time
of ringing "Full away" or "Finish with engines" on the telegraph.
Reduction in speed from full speed to the recognized maneuvering full speed, is to be as gradual as
possible, and must be in accordance with the manufacturer’s instructions.
On approaching port, manual steering must be engaged in adequate time to allow for the helmsman to
become accustomed to the steering characteristics of the vessel before maneuvering commences.
Where the design of the steering gear permits, the second steering motor must always be in operation
prior to any maneuvering situation or where additional steering performance is required such as:-
 End-of-passage/departure
 Adverse weather
 Ice
 Restricted visibility
 High density traffic
After a period under repair, or in lay-up, it may be prudent to carry out an earlier trial, to allow time for
repairs or adjustments to be made, but the pre-sailing test must be carried out in addition to any earlier
test.
5.5.7 PILOTAGE PASSAGE EXECUTION

a) General
The contribution which pilots make to the safety of navigation in confined waters and port approaches,
of which they have up-to-date knowledge, requires no emphasis however it must be stressed that the

responsibilities of the ship’s Bridge Team do not transfer to the Pilot and the duties of the Master and
his Bridge Team remain the same as before the Pilot boarded.
The Master and Bridge Team must remain 100% alert to the details of the passage plan and not be lulled
into a false sense of security.
Attention is drawn to the following extract from IMO Resolution A 285 (VIII):
“Despite the duties and obligations of a Pilot, his presence on board does not relieve the Officer of the
Watch from his duties and obligations for safety of the ship. He should co-operate closely with the
Pilot and maintain an accurate check on the vessel’s position and movements. If he is in any doubt as
to the Pilot’s actions or intentions, he must seek clarification from the Pilot and if doubt still exists, he
is to notify the Master immediately and take whatever action is necessary before the Master arrives.”
The company does not encourage on Pilotage being done by the Master holding a Pilot exemption
certificate. Vessel shall use certified pilotage services at all times during port calls and all mandatory
pilotage area.
The USCG are likely to check the correction status of all charts/nautical publications and as such the
Master is to verify that all are corrected up to date. Failure to maintain charts in a corrected condition
will result in the vessel being fined.
b) Pre-arrival Information
(Where the Master is unfamiliar with the port)
At least 12hours prior to arrival at any port the Master must send an email to agent / Port authority
requesting pre arrival information. Information requested must include Pilot boarding time, intended
route, weather, tidal details and any other relevant or unusual circumstances to be expected.
c) Pre-arrival Preparations for Pilot Boarding
The current I.M.O. requirements for embarkation and disembarkation of Pilots as listed in the Reference
Publication “Bridge Procedure Guide” must be complied with at all times. All Officers must be
conversant with these requirements. Checklist (NAV/07)must be used when embarking or disembarking
a pilot.
In addition the following is to be checked and ensured:-
i) That ETA’s/ETD’s are passed to:- The Master, engine room, pilot station
ii) Which side will the Pilot board/leave from.
iii) Has the engine room been advised of the “standby” time.
iv) Which Deck Officer will meet the pilot and conduct him to/from the bridge.
Pilots often board from high-speed pilot launches and the vessel may be underway at speeds of up to 7
or 8 knots. The forward advance of the vessel can therefore be significant during the boarding process
and due allowance of this must be made in order to allow time for the proper briefing of the Pilot.
d) Pilot’s Arrival on board
After his arrival on board, in addition to being advised by the Master of the maneuvering characteristics
and basic details of the vessel for its present condition, the Master must discuss with the Pilot the
passage plan to be followed. The general aim of the Master is to ensure that the expertise of the Pilot is
fully supported by the ship’s Bridge Team. The Pilot must be provided with a copy of the Pilot
information card immediately after boarding, however it is imperative that this is backed up with a
verbal briefing from the Master. This must include information such as heading, speed and position of
the ship, last rudder and engine orders, traffic in the vicinity and details of bridge layout, especially the
location of critical equipment, such as rudder indicator, rpm indicator, speed log, whistle switch, VHF
set, etc.
It is essential that the Pilot is made aware of any unusual manoeuvring characteristics, eg. Left handed
propeller or high-performance rudder.

e) Master/Pilot Relationship/Exchange of Information at Boarding

On completion of the briefing, the Master must complete the Master/Pilot Exchange of Information
checklist (NAV/08). An appropriate Log entry is to be made.
The Delegated Deck officer must:
a) Make any necessary amendment to the voyage plan following Master/Pilot exchange and agree these
with the master and Pilot.
b) A Master Pilot Exchange must take place prior to Pilotage. The Vessel must provide information in the
Pilot card about the Ecdis and Advise the Pilot on
1) The Ecdis Type and Model
2) The ENC and updates available and applied to the Ecdis for the Port and approaches
3) Local Warnings held on board
4) Backup Procedures in Use
5) Any non- standard configuration of the ECDIS.
The pilotage must not commence until both the Pilot and the ship’s Bridge Team have been fully briefed
and are fully aware of the situation. Commercial pressures must not be allowed to compromise proper
passage planning. If the Master is not satisfied with the exchange of information or with the Pilot’s
abilities, the vessel must not proceed.
Pilot hospitality such as tea and coffee must not interfere with the safe navigation of the Vessel.
f) Monitoring the Pilot’s Activities

The Master and the Bridge Team must closely monitor the Pilot’s advice. A good Pilot will welcome this
monitoring.
In the event of the vessel deviating from her intended track while under pilotage, or in the event of the
Master / Officer of the Watch having doubts as to the vessel’s position or intended track, the Master /
Officer of the Watch must immediately alert the Pilot of the situation, and request clarification of his
intentions.
To maintain clarity and avoid any confusion during critical passage like Pilotage the following shall be
adhered to at all times -
 Change of any settings shall not be allowed on any Bridge equipment by the Pilot
 Master to clarify and identify during master pilot exchange on the Radar, VHF and ECDIS which
the Pilot shall be allowed to use. Same to be logged down in the Master Pilot exchange form.
 Engines movements shall not be given by the pilot. The execution of any engine movement
order shall be done by the duty officer upon receiving verbal order from the pilot and confirmed by
the master
 Any navigational equipment of the Pilot requiring ship’s supply connection shall be only done
by the officer on watch. The power rating of such supply shall be informed to the pilot prior
plugging in.
 Pilot shall not be allowed to change any alarm setting or mute any alarms of any navigational
equipment on the bridge. A request if made by the pilot for change in alarm settings shall be
carefully assessed by the bridge team and changes made only after confirmation from the master.
 Any GMDSS distress equipment shall not be operated by the Pilot.
If the Master / Officer of the Watch does not receive what he considers to be a satisfactory response
from the Pilot, he must immediately take over the direct control of the vessel until he is satisfied that
the vessel is back on her intended track or until the vessel is in a safe position.
It may also become necessary for the Master to relieve the Pilot because he is incapacitated (illness,
intoxication, etc.). In such a case, the Master must advise the Office.
Having relieved the Pilot of his duties, the Master must make a proper entry in the ship’s log.

He also shall report this to the proper authorities.

The decision to relieve the Pilot must be made before it is too late to restore the ship’s safety.
g) Complaints or Incidents involving Pilots

If the Master has a complaint against a Pilot or Pilotage service, it is to be made to the appropriate
Pilotage Authority. The complaint is to be brief, formal and courteous, and a copy is to be sent to the
Company.
In the event of an incident occurring whilst a Pilot is on board, no certificate exonerating the Pilot
from responsibility for such mishap is to be given or signed under any circumstances by the Master.
Master should issue a LOP briefly describing the incident, damages and consequent damages, he
should endeavor to get this signed from the pilot
h) Non Compulsory Pilotages

In areas where Pilots are available but are not compulsory the Master is to assess the risk and if he
considers a Pilot necessary he is to advise the Company who will arrange same.
i) Use and disposition of Tugs (Also refer to Chapter 6, section 6.1.7 for Safe handling of tugs)
Charterers often request Master to minimize use of tugs to control expenses. Master shall be the final
judge of tug requirements and under no circumstances shall the safety of the vessel be compromised.
Masters must assess the prevailing weather conditions, berth restrictions, space availability, ship’s
manoeuvring characteristics and any other limitations before entering or leaving port and decide on the
tug requirements. The Master must be especially careful in ports where the custom is not to make tugs
fast and only use the tugs as standby or for pushing. If a crisis develops and the tug is merely escorting,
there may not be sufficient time to make fast the tug to prevent the incident.
 During operations with tugs the following shall be observed:
In general, the ship’s speed to connect tugs especially at the bow should never be more than 6 knots
over the ground.
 Care should be exercised to ensure that tug is suitably fendered.
 Tugs to be fast at suitable strong points and push at designated strong points which are indicated by
markings on the shipside or on deck.
 Care shall be taken to keep the propeller or thruster clear of towing lines and the Bridge shall be
informed when the propeller or thruster is not clear.
 It should be noted that tugs have certain operating limits and that particularly in berths subject to
waves, these limits are likely to be exceeded. For instance experience has shown that tugs that are in
general use, lose significant efficiency in controlling vessels in wave height of 1.5m or more, primarily
because of tug motions
5.5.8 MANOEUVRING IN COASTAL / CONGESTED WATERS

Congested waters are defined as areas where heavy traffic may be encountered, coupled with proximity
of navigational hazards and shallow water such that the vessel has limited sea room available for
maneuvering. It is desirable for the Master to be on the bridge, and the watch level increased while the
vessel is navigating through congested waters.
Masters are advised to verify the operating condition and performance of main engines and essential
auxiliaries of the vessel and keep the engines ready for immediate maneuvering, prior entering
congested waters.
Keeping the vessel on hand steering should be considered in these areas especially where traffic is
heavy. More than one steering motor must be switched on if capable of simultaneous operation. The
Officer having the con must at all times be alert to the immediate actions required to be taken in case of
steering or engine failure.

Ensure systematic radar plotting is carried out of all targets in the vicinity and early action taken to avoid
any close quarter situation. Ensure long range scanning is used to identify dangerous targets well in
time.
Extra care is also required while entering/ exiting Traffic Separation Schemes at their terminations due
to presence of con verging/ diverging traffic, which can be considerable in certain areas.
Despite of proper pre-planning, if Master is unable to be present on bridge due to work hour limitations,
the Chief Officer must be present.
B A “Mariners Routing Guide” charts cover some of these identified congested areas. These charts
highlight the special hazards likely to be encountered which must be considered when navigating
through such areas.
When transiting through Malacca / Singapore straits, IMO adopted “Rules for Vessels Navigating
Through the Straits of Malacca and Singapore” must be followed. These rules are available in IMO
routeing guide and the Sailing Directions covering this area.
Tankers must be on hand steering in TSS or Safety Fairways of U.S waters as per requirements of 33 CFR
164.13
Some of the known congested areas wherein the presence of Master on bridge is desirable have been
identified as below:
Singapore Straits
Malacca straits - Approaching One fathom bank
Dover straits
Strait of Gibraltar
Baltic Sea – Approaches to Skagen
Baltic Sound
Taiwan Straits
Straits of Hormuz
Red sea - Bab-El – Mandeb
Red Sea – Gulf of Suez
Bosphorus Strait or Strait of Istanbul
Dardanelles Strait or Strait of Canakkale
Sunda Straits
Some of the areas identified are covered with narrow Traffic Separation Schemes, exceptional care is
needed when overtaking in such areas so as not to enter the Separation Zone/ cross Separation Line or
force other ship to do so.
Some of these areas, namely the Gulf of Suez and Dover Straits-North Hinder are fairly long.
Within these two areas relatively lesser critical areas have been identified where if the Master or Chief
Officer is unable to be present due to work hour limitations, the Master can use his discretion and
reduce manning level to OOW and Helmsman/Lookout. The option of having additional lookout/s would
always be available to the OOW.
5.5.8.1 Singapore straits / Malacca Straits

(Refer to “Passage Planning Guide Straits of Malacca and Singapore (SOMS)”)
VLCCs ( Tanker of 150k DWT and Above) and deep draught vessels ( Draft 15 mtr and Above) navigating
in the Straits of Malacca and Singapore shall, as far as it is safe and practicable, proceed at a speed of
not more than 12 knots over the ground in the following areas: (a) At One Fathom Bank traffic
separation scheme; (b) Deep-water routes in the Phillip Channel and in Singapore Strait; and (c)
Westbound lanes between positions 01°12.51’N, 103°52.15’E and 01°11.59’N, 103°50.21’E and between
position 01°11.13’N, 103°49.08’E and 01°08.65’N,103°44.30’E.

Deep draught vessels and VLCCs shall allow for an under keel clearance of at least 3.5 metres at all times
during the entire passage through the Straits of Malacca and Singapore and shall also take all necessary
safety precautions, when navigating through the traffic separation schemes.
Vessels shall take into account the precautionary areas where crossing traffic may be encountered and
be in a maximum state of manoeuvring readiness in these areas.
5.5.8.2 REQUIREMENTS FOR THE MISSISSIPPI RIVER

The following enhanced requirements for navigation on the Mississippi river have been introduced.
Many of these requirements now also apply to various ports throughout the U.S. and generally Masters
should adopt these practices, other than specific U.S. rules and reporting requirements, during all
pilotages, stand by and river transits. Note that at ports utilizing SPM, SBM moorings port regulations
usually require the anchors to be kept secured during manoeuvring and during all time moored.
Mississippi River regulated navigation area requirements.
All vessels greater than 1600 GRT must meet the following requirements -
 Master is to review the requirements of 33 CFR 164.25 pertaining to tests “before entering or getting
underway”;
 The engine room is to be manned at all times when underway on the Mississippi river;
 Prior to entering or getting underway on the river, the Master is to report to his agent that the
regulations in 33 CFR 164.25 have been reviewed, are understood, and that the vessel is in compliance
accordingly;
 As part of the Master report, he must also ensure that the gyro compass is properly operating and
calibrated.
The Chief Engineer must also certify that the following additional operating condition will be in effect
when the vessel is underway on the river -
 If the main propulsion plant is automated it must be run in the manual mode and be ready to answer
manoeuvring orders immediately;
 The vessel is to be able to provide maximum manoeuvring power ahead or astern when so ordered by
the bridge;
 The main propulsion plant is to be ready for operation in all respects, including main propulsion air start
systems, fuel systems, lub oil systems, cooling systems and automation systems.
Also the following requirements are to be met -

 Vessels over 1600 GRT are required to ensure anchors are ready for letting go;
 Vessels foredeck is to be manned;
 Effective communication between the bridge and foredeck must be maintained;
 Anchors, tackle, gear and capstans are to be maintained;
 Both anchors must be walked out if they cannot be released directly from the hawse pipe.
5.5.8.3 REQUIREMENTS FOR PANAMA CANAL:

Masters attention is drawn to the following:
New Panama Canal length 366 mtrs , Beam 49 mtrs and Draft 15.2 mtr (FW)
The maximum permissible draft for Canal transits has been set at 15.2 meters Tropical Fresh Water
(TFW) at a Gatun Lake level of 25.91meters or higher. Gatun Lake density is 0.9954 tons/m³ at 29.4 ºC.
This provides a safe navigational margin of at least 1.52 meters over critical elevations in the
navigational channels and a clearance over the lock sills of 3.05 meters.

 To refer to Panama Canal Regulations a copy of which is in the vessels technical library.
 Ensure that the Pilot Platforms and shelters are rigged as per requirements
 Ensure that AIS is operational and pilot plug available for use by the pilot.
 Ensure that anchors and mooring equipment is operational for the entire transit
 Prepare for a pre-transit inspection as per guidelines laid down on in Regulations booklet.
 Have Pilot ladders ready on either side to enable boarding by Pilot and Canal crew from either side.
 A full watch is maintained on deck and Engine Room throughout the Canal transit with sufficient officers
and crew available to handle lines from tugs and mules for tie up at locks.
 No ballast or sanitary tanks can be discharged while the vessel is in the Canal. All necessary ballasting
and emptying of sanitary tanks should be carried out prior transit.
5.5.8.4 REQUIREMENTS FOR SUEZ CANAL:

For information on Suez Canal please refer to SC01, SC02, Suez Canal chart, These are mandatory charts
required by Suez canal authority, please get it through agent if not on board.
Suez canal information: There is no restriction on the length of a vessel, max air draught is 68 meters,
max beam is 70.1 meters and max transit draught is 20.1 mtrs . The beam and draught dimensions can
vary as the Canal Authority operates a breadth and draught table, for exact draft / Beam requirement
agent to be contacted for latest information from Canal authority.
Normally convoy starts at 0330 /0400 and limit for arrival time to join both ( north and South ) convoy is
2300 hrs lt.
5.5.8.5 Magellan Strait, following should be considered:

Maximum draft for transiting the Strait is 21.3 meters. Vessels with maximum draft greater than 13.7
meters require permission from the Argentine Maritime Authority before transit.
Large vessels are allowed to navigate certain sections of the Strait only during daylight hours.
Deeper draft vessels may have to delay certain sections of the Strait.
Spring tidal range is from 7 to 9 meters and tidal streams can reach 8 knots.
Wind speeds of up to 50 knots (peak between mid-September to end of March) are common in the
Strait.
Violent and unpredictable squalls are frequent throughout the Strait.
Navigable water narrows to less than one mile.
5.5.8.6 Particularly Sensitive Sea Areas (PSSA) and Marine Environmental High Risk Areas
(MEHRAs)
A Particularly Sensitive Sea Area (PSSA) is an area that needs special protection through action by IMO
because of its significance for recognized ecological or socio-economic or scientific reasons and which
may be vulnerable to damage by international maritime activities. The criteria for the identification of
particularly sensitive sea areas and the criteria for the designation of special areas are not
mutually exclusive. In many cases a Particularly Sensitive Sea Area may be identified within a Special
Area and vice versa.
The following PSSAS have been designated:

 The Great Barrier Reef, Australia (designated a PSSA in 1990)
 The Sabana-Camagüey Archipelago in Cuba (1997)
 Malpelo Island, Colombia (2002)
 The sea around the Florida Keys, United States (2002)

 The Wadden Sea, Denmark, Germany, Netherlands (2002)

 Paracas National Reserve, Peru (2003)
 Western European Waters (2004)
 Extension of the existing Great Barrier Reef PSSA to include the Torres Strait (proposed by
Australia and Papua New Guinea) (2005)
 Canary Islands, Spain (2005)
 The Galapagos Archipelago, Ecuador (2005)
 The Baltic Sea area, Denmark, Estonia, Finland, Germany, Latvia, Lithuania, Poland and
Sweden (2005)
 The Papahānaumokuākea Marine National Monument, United States (2007)
 The Strait of Bonifacio, France and Italy (2011)
 The Saba Bank, in the North-eastern Caribbean area of the Kingdom of the Netherlands (2012)
 Extension of Great Barrier Reef and Torres Strait to encompass the south-west part of the Coral Sea
(2015)
 The Jomard Entrance, Papua New Guinea (2016)
 Tubbataha Reefs Natural Park, the Sulu Sea, Philippines (2017)
A PSSA can be protected by ships routing measures – such as an area to be avoided: an area within
defined limits in which either navigation is particularly hazardous or it is exceptionally important to avoid
casualties and which should be avoided by all ships, or by certain classes of ships. The IMO Publication
Ships' Routeing includes General provisions on ships' routeing
The UK government has nominated areas around the UK as being Marine Environmental High Risk
Areas (MEHRA)s. Sixteen of the areas are in England, fourteen in Scotland and one each in Wales and
Northern Ireland. The primary purpose of MEHRAs is to inform mariners of areas where they need to
exercise even more caution than usual. They will be marked on Admiralty charts and their existence
should be taken into account during passage planning. Unless you are bound to or from a port which is,
or is within, a MEHRA, all vessels are to avoid these areas.
5.5.8.7 North Atlantic Right Whales

All vessels trading to North America should comply with the “Compliance Guide for Right Whale Ship
Strike Reduction Rule” (SAF 08 – Item 68a) and adhere to maximum speed restrictions. Mandatory
speed restrictions of 10 knots or less are required in Seasonal Management Areas along the U.S. East
Coast during times when right whales are likely to be present. The purpose of this regulation is to reduce
the likelihood of deaths and serious injuries to these endangered whales that result from collisions with
ships. Vessels may operate at a speed greater than 10 knots only if necessary to maintain a safe
maneuvering speed in an area where conditions severely restrict vessel maneuverability as determined
by the pilot or master. If a deviation from the 10 knot speed restriction is necessary, the following
information must be entered into the logbook: - Reasons for deviation - Speed at which vessel is
operated - Latitude and longitude at time of deviation - Time and duration of deviation - Master of the
vessel shall sign and date the logbook entry

SECTION 6 : NAVIGATION IN ADVERSE WEATHER CONDITIONS Page Number : 1 of 4
5.6 NAVIGATION IN ADVERSE WEATHER CONDITIONS
5.6.1 NAVIGATION IN RESTRICTED VISIBILITY (NAV/12)
When restricted visibility is encountered or expected, the first responsibility of the O.O.W. is to comply
with the relevant rules of the applicable regulations for preventing collisions at sea, with particular
regard to the sounding of fog signals, proceeding at a safe speed and having the engines ready for
immediate manoeuvres.
In addition, he should:
 Inform the Master;
 Place the engines on standby;
 Post a proper lookout and helmsman and, in congested or coastal waters, revert to hand steering
immediately;
 Ensure that navigation lights are exhibited;
 Operate and use the radar;
 Close water tight doors if applicable;
 Obtain visual position if possible prior entering reduced visibility.
This procedure applies to condition when visibility is 3 miles or less, Master can make a change to
consider the range to more than 3 miles at his discretion.
5.6.2 NAVIGATION IN HEAVY WEATHER

a) AT SEA: (NAV/14)
Needless to say in heavy weather there would be no crew working on the exposed deck. Should it be
required for crew to be on deck to check on status of spaces as well as securing on equipment, Master
should turn around on a course which puts the seas and weather in a position that the crew on exposed
deck have maximum protection from the sea as well as weather.
The Master must regulate speed in heavy weather, as required by good seamanship, in order to avoid
the possibility of damage to ship and cargo and to prevent needless expenditure of fuel. It is prudent
that the Master “Heaves To” to avoid unnecessary shipping of seas onboard and damage.
Prior to the vessel encountering heavy weather the Master is to, if possible, ensure that the engine room
and crew have been warned to expect such conditions.
Vessel’s to adjust course so as to minimize the effect of rolling and pitching while encountering the
adverse weather, specially while vessel slow steaming in adverse weather and awaiting berthing
instructions
In addition the following is to be checked :-

 Warning/Instruction issued to crew on deck access;
 Ensure all loose objects and equipment been secured;
 Safety lines been rigged where necessary;
 Work on deck during heavy weather should be authorised by the Master only and the bridge watch
should be informed
 A risk assessment should be undertaken and NAV 14 completed
 On deck crew to work in pairs or in teams. All seafarers should be under the command of an
experienced senior officer
 Enhance illumination with deck lights if possible and visual contact with bridge
 Crew sent on exposed deck should be wearing working vests in addition to the to the PPE.

Weather reports monitored and report transmitted as necessary and in accordance with SOLAS.
It is recommended to take weather report at interval not greater than 6 hours. It also recommended
that Master endeavor to stay at least 250-300 nm away from Storm Center. Master shall also endeavor
to avoid areas of wave height 4 meters or more as indicated in weather report.
NP100 must be consulted when preparing for heavy weather and avoidance of Tropical Revolving
Storms.
b) WHEN APPROACHING OR LEAVING PORT:

The priority which Master and Deck Officers should have is to ensure that when the vessel is either
arriving or leaving port, the unsecuring or securing should be done as later or early as possible (basis
whether vessel is arriving port or departing port) to ensure that crew are on deck and exposed to the
elements for the least possible time.
When departing port, most of the securing should be done prior leaving the berth or anchorage. When
vessel has left the berth or anchorage, the guiding principle should be to secure the vessel from forward
to aft. It would be prudent to concentrate the manpower in one locale rather than spreading them out
and trying to secure all over as a concentrated effort will mean a quicker securing.
Masters should consult Port Authority and or Pilots and if given the permission by same should secure
the anchors as well in sheltered waters PROVIDED THEY ARE ASSURED OF A TUG ESCORT TILL THE
VESSEL CLEARS CONFINED WATERS. MASTER SHOULD CONSULT THE MRSV PRIOR TAKING THIS
DECISION.
In addition the following is to be checked: -

 Warning/Instruction issued to crew on deck access;
 Safety lines been rigged where necessary in advance of leaving the berth or anchorage;
 Crew sent on exposed deck should be wearing working vests on in addition to the PPE.
 Weather reports monitored well prior leaving berth/ anchorage to have a good overview of the
expected conditions.
5.6.3 NAVIGATION IN ICE (NAV/15)
Ice is an obstacle to the progress of any vessel, and is dangerous to vessels not specially equipped or
constructed for ice navigation.
The most serious danger to a ship in ice is pressure, which may result in damage to the hull or ship's
bottom. The risk is greatest in close or concentrated pack ice. The danger is also present close inshore
where there may also be a danger from the vessel being beset and drifting into waters dangerous to
navigation.
Fog, which is most frequent when the water is partly clear of ice, low cloud ceilings, and the ice itself all
add to the difficulties of navigation.
Gyro Compass errors increase significantly in high latitudes and careful monitoring of all compasses is
necessary.
Where the appraisal and Risk Assessment reveals that the vessels track may require navigation in ice
suitable controls, precautions and preparations must be made. In making such preparations reference is
to be made to the Mariners Handbook (NP100).
Prior entering ice regions Masters should take early action to seek up-to-date ice reports from the Ice
Patrol. Reports are made by the Ice Patrol twice daily, together with the dispatch of the facsimile chart.
Transmitting stations, together with frequencies and channels, are described in Admiralty List of Radio
Signals.

Masters and Officers of the Watch are to give prior advice to the Engineer Officer of the Watch
whenever the vessel is about to sail into ice or slush ice. The Chief Engineer is to ensure operational
procedures are in place to prevent cooling water problems from blocked sea chests.
Loss of sea suction represents a particularly significant threat to safe navigation during the later stages
of ice pack thaw when concentrations of ice and slush pile up/extend down from the surface to the
bottom in shallow areas.
Masters and Chief Engineers must consult closely to ensure that effective steps are taken to prevent
cooling water problems, including re-circulating ballast water and doubling the Engine Room watches in
order that sufficient personnel are immediately available to deal with blocked sea water systems.
In all vessels operating in ice, there is the potential for ice, and slush ice to enter the sea water boxes,
blocking the seawater flow to the engine cooling system, with the danger of engine shutdown and
putting at risk, the navigational safety.
When vessels are operating in ice, the Chief Engineer must take full advantage of the individual ship
design features, as well as, implementing effective operational procedures to prevent the engine cooling
system from becoming blocked with ice.
Note: some ships can circulate ballast water through the engine cooling water system This temporary
use of the ballast tanks as coolers, while by-passing ice-blocked sea-inlet boxes, is acceptable.
In periods of very cold weather when air temperatures are below freezing point, it is necessary to take
precautions to prevent damage to all deck pipework (especially fire line), tanks, steam winches,
windlass, etc. In most cases, the precaution will consist of draining off all water from spaces subject to
the low temperature. In the case of parts awkward to drain, joints should be broken to facilitate
drainage.
With steam deck machinery, it is sometimes advantageous to keep this running at a slow rate. If any part
freezes then care must be used in thawing out due to the risk of fire. If possible, steam hoses should be
used for this purpose.
The motor lifeboat, emergency diesel generator and if fitted emergency fire pump engines must
receive regular attention. In case of cold weather cooling water must be drained or changed to a
suitable anti-freezing liquid.
Vessel must refer to standard RA “cold weather precautions” “when calling sub -zero temperature
region and prepare vessel specific RA . For calling Alaska in summer time, refer to standard RA
“Operating in cold climate, Summer months in Alaska”
Please check the following items (as applicable to the vessel):

• Covered Bridge wings
• ER internal cooling arrangement.
• Ice clearing of sea suction boxes
• Steering gear heating
• Hull stress will increase. Masters and Chief Officers need to be aware of this.
• Main engine manoeuvring precautions
• Electric motor and hydraulic systems heating
• Accommodation heating adequate
• Operating temperatures for sensitive equipment - radar scanners, tank sounding equipment, fire fighting
• Crew clothing and special equipment
• Bunker heating capacity, specially adjacent to FW tanks
• Draining arrangements for deck lines (even with lagging fire main or other water lines will freeze up)
• Heating arrangement for emergency generator / emergency fire pump
• Draining arrangement for emergency fire pump / suction box ice clearing
• Heating arrangements for lifeboat engines

Contact Damage Due to Ice

• Hard contacts with ice, docks and fenders may result in structural failure at a significantly lower impact
level, at temperatures below freezing. A close examination of possible contact areas shall be done.
• Upon clearing heavy ice, or areas where cold weather procedures are in force, an inspection shall be
made of all safely accessible cargo compartments, void spaces, forepeak, forward deep tanks,
cofferdams and pump rooms to verify the integrity of the hull.

SECTION 7 : BRIDGE EQUIPMENT Page Number : 1 of 8
5.7 BRIDGE EQUIPMENT
5.7.1 GENERAL
It is essential that the performance and efficiency of all Navigational Equipment is constantly monitored
and checked.
All Deck Officers must be thoroughly familiar with the operation and utilization of all Bridge and
Navigation Equipment. It is particularly important that officers are aware of the limitations of the
equipment and of the importance of not relying solely on one piece of equipment.
All Bridge Team Members including helmsman and lookouts must be thoroughly familiar with the sound
and operation of the steering alarm, indicating that the helm is being turned while in automatic steering
mode.
All Bridge team Members must be aware that equipment breakdown can occur at any time and
whenever possible information from one source must be checked against data from another piece of
equipment.
The Shipboard Contingency Plan contains checklists for the failure of key items of equipment.
In the event of failure of any piece of bridge equipment the Master is to be immediately advised. The
Master is then to issue clear instructions in the Master’s Bridge Order Book, on procedures to be
followed until the equipment can be restored to operation. Master to inform office immediately if any
bridge equipment is not functioning properly and request for technician / assistance from maker, as
required.
All defects related to Navigational equipment to be captured in Company’s ERP in the Defect &
Damage module (ref SMM Ch 4.3.2).
The 2nd Officer is responsible for the maintenance of equipment as per manufacturer’s instruction, he
should report to Master in case any Malfunctioning of equipment.
All vessels are enrolled with the Maker’s shore based maintenance contract.
Navigational equipment identified as critical and spares to be maintained are included in the PMS.
Procedures to be followed could involve the following:

 O.O.W.’s doubled up.
 Extra lookouts.
 Hand steering only.
 Use of Magnetic compass and the need for additional compass errors being taken, in the event of main
gyro failure.
 Use of alternative position fixing methods (Celestial Observation’s) as a secondary means of position
fixing during open sea voyages.
5.7.2 CHRONOMETERS
The chronometer must be treated with great care and no adjustment of any sort is to be attempted.
Particulars of battery renewal-dates must be recorded, and preferably attached to the chronometer. The
Master must ensure that fresh batteries are available in good time before the due renewal date.
Chronometer errors are to be checked daily and the findings recorded in the "Chronometer Rate Book".
5.7.3 RADARS/ARPA
Radar is a valuable aid to navigation, but its use is subject to important limitations, which must be
thoroughly understood by every Deck Officer. Correct interpretation of the radar picture is of extreme
importance.

Full use of radar equipment is to be made at all times. Radar must not be regarded as a substitute for a
good all-around look-out. The OOW must ensure that range scales employed are changed at sufficiently
frequent intervals so that echoes are detected as early as possible.
It should always be borne in mind that small or poor echoes may escape detection.
The Blind and Shadow sectors should be displayed on a diagram adjacent to the radar.
When an Automatic Radar Plotting Aid (ARPA) or Radar with electronic plotting is used, the limitations
of electronic plotting must not be overlooked, and this method must not be used to the exclusion of
other plotting methods. For collision avoidance information to be accurate, vessel’s speed must be
‘through the water’ and not ‘over the ground’. In areas of strong current or tidal flow these errors can
be significant. In vessels where the speed log cannot provide speed through the water at all times a
warning poster is to be posted pointing out the potential errors.
Performance of the radars must be checked before the vessel proceeds to sea and at least once every 4
hours whilst the vessel is at sea. Performance checks may be either by using a performance monitor
built into the equipment or by utilizing known targets.
Officers must be aware of the dangers of using excessive sea or rain clutter which can obliterate small or
weak targets. When in use, regular checks must be made to ensure that the use of anti-clutter is not
excessive.
Manual plotting of targets and trial manoeuvre to be practiced whenever safe navigation and
opportunity permits or at the minimum once a month to verify data accuracy of ARPA. The Radar
logbook or the deck logbook shall be updated with the following statement “ manual plotting and trial
manoeuvre carried out to verify data accuracy of ARPA “ and records must be available for such test
for last 3 months . Any concerns noted with data accuracy of ARPA to be notified to Office promptly.
5.7.4 ELECTRONIC AIDS TO NAVIGATION

The Master and Deck Officers are to recognize the known limitations of all navigational aids.
Watchkeeping Officers must always be conscious of the possibility of error in the ship's navigational
equipment. Constant checks and counter checks are essential. Significant errors can occur in electronic
systems due to manual input of inaccurate data e.g speed. Of the Electronic Navigational Aids in use the
most common one in use onboard vessels is the GPS (Global Positioning System).
5.7.4.1 GLOBAL POSITIONING SYSTEM (GPS):

Over the recent years the reliance on GPS as the primary means of Navigation has risen. It is the feeds
from a GPS unit onboard a vessel that does the functions of recording and tracking of various ships
equipment. However, OOW’s are reminded that though the accuracy of positions from a GPS unit are
within 10mtrs of the actual position of the vessel, attention of Masters and OOW’s is drawn to the
errors & limitations within the system.
Considering the above it would be prudent for the Master and the Bridge watchkeepers to ALWAYS
cross check positions derived from the GPS with other means i.e. Astronomical Observations or Visual
or Radar Fixes.
5.7.5 AUTOMATIC PILOTS

Hand steering is to be tested and logged each Watch. All changes of steering mode are to be supervised
by the Officer of the Watch who will also ensure that control has been established in the relevant mode
by alternating the course setting or helm +/- 5 degrees and observing rudder response. Any change of
watch on the bridge must be accompanied by a positive report on the status of the steering systems.

Any subsequent change of steering systems or their status must also be reported by the Officer of the
Watch to the Master when he is in command of the bridge.
The Officer of the Watch must take into account the need to station the helmsman and to put the
steering into manual control in good time to allow any potentially hazardous situation to be dealt with in
a safe manner. With a ship under automatic steering it is highly dangerous to allow a situation to
develop to the point where the Officer of the Watch is without assistance and has to break the
continuity of the lookout in order to take emergency action.
Hand steering must be utilized in all circumstances of close quarters and when manoeuvring. It should
be noted that in some areas the use of auto-pilots is forbidden on certain vessels. Masters are required
to ascertain local regulations prior arrival and comply accordingly.
There have been cases recorded of vessels running aground or being involved in collision due to lack of
knowledge of the changeover procedure form Auto to Hand steering. There have also been incidents
where it was thought that the vessel was on hand steering when the auto pilot was in fact still engaged
with the obvious adverse effects when a course change was required.
Clear Instructions are to be posted at the steering console describing the change over procedures from
auto to manual steering and additionally to all follow up systems and vice versa.
5.7.6 GYRO AND MAGNETIC COMPASSES

The gyro compass is to be run continuously. Should it stop for any reason, it must be restarted in
accordance with manufacturer’s instructions then checked before use to ensure it has "settled" and is
reading correctly.
Latitude and speed corrections must be applied, where necessary by a designated officer. Repeaters are
to be checked for synchronization with the gyro at least once a watch. The gyro alarm is to be checked
daily. As a safeguard against the gyro and gyro repeaters wandering,
frequent comparisons should be made between the magnetic and gyro compasses. Care should be taken
to monitor errors induced by the ship's manoeuvring as such errors can reach 5 degrees or more. Should
the Gyro compass be found to be malfunctioning or unreliable the vessel is immediately to reverted to
hand steering and Magnetic compass or 2nd gyro compass (if fitted) used for steering by a helmsman
assigned until such time as the fault is remedied and the gyro fully settled and tested. Radars to be
switched to head up presentation and any effect on other Nav. Aids, communication systems to be
considered. Compass Errors shall be checked prior to reverting back to automatic pilot.
The gyro compass is to be serviced according to the recommendations in the makers instruction manual.
Where fitted as a standby system, the magnetic compass control of the automatic pilot should be
tested and exercised not less than once a week and in clear visibility.
Should deviations of the magnetic compass differ substantially from those shown on the Compass
Deviation Card or become erratic, then the magnetic compass is to be swung as soon as possible. Master
should ensure that the Deviation card onboard is done on an annual basis by carrying out a swing.
After a drydock or repair period the magnetic compass is to be swung to establish a new deviation curve.
5.7.7 ECHO SOUNDER

The echo sounder is a valuable navigational aid and is to be used whenever appropriate, and in all cases
when making landfall.
The echo sounder recorder paper is to be clearly marked with the date and time at the instant of
starting and stopping. It is also useful, particularly in longer passages, to make additional marks or
references when passing a way point or shoal etc. Used recorder rolls are to be retained onboard for a
minimum period of two years. Whenever the ship's position is established or verified with the aid of
soundings, the particulars are to be recorded in the Deck Log Book.

Depth alarm of Echo sounder to be used and not to be set less than expected UKC along the planned
route.
5.7.8 EMERGENCY NAVIGATION LIGHT AND LIGHT SIGNAL SYSTEM

Emergency Navigation Lights and alarms are to be checked daily and signal systems weekly.
5.7.9 SPEED LOGS

If possible speed logs are to be in operation at all times. During operation they are to be regularly
checked for errors.
Readings of distance through the water are to be entered in the deck log at the end of each watch and
at times of establishing and logging of the ship's position, and when the course or speed are changed
5.7.10 COURSE RECORDERS

Course recorders where fitted are to be run continuously while the vessel is underway. Where the paper
is marked with a time scale, this is to be set to UTC. The Navigating Officer is responsible for ensuring
that the course recorder is properly set up. Paper is to be date/time marked each day at noon and at the
commencement and end of Sea passage.
5.7.11 MANOEUVRING CHARACTERISTICS

The ‘Manoeuvring Poster’ shall be prominently displayed in the wheelhouse to comply with IMO/USCG
requirements for manoeuvring information.
5.7.12 AUTOMATIC IDENTIFICATION SYSTEM (AIS)

A system which helps identify vessels and assists in target tracking. It automatically exchanges
mandatory ship-reporting information. The AIS has improved the quality of information available to the
OOW to enable more effective decision making.
 AIS continuously transmits the ship’s own data to other vessels and VTS stations. It also continuously
receives data from other vessels and VTS stations and, when linked to radar or ECDIS, can display this
data.
 AIS should be in operation at all times - except where there is a need for navigational information to be
protected under international agreements rules or standards.
 AIS may be switched off if the Master believes it would compromise the security of his ship. If this occurs
within a mandatory reporting system, the Master should report this action and the reason to the
competent authority. If AIS is switched off, note it in the log and add the reason.
 Restore the AIS as soon as it is safe to do so.
 For Tankers coming into port, it is required that they change over from normal to low power (1w or
under) to avoid any static charges being released. This should be carried out at the same time as when
the OOW switches over the VHF units to low power for in port operations.
5.7.13 VOYAGE DATA RECORDERS

VDR’s are used to provide a recording of key operational events throughout a 12 hour period. Events
recorded include: radar, voice, DGPS, engine orders and weather information. In the event of an incident
involving the ship, these recordings may be used to analyse events.
The information is recorded in a protective capsule. In the event of a casualty, this can be recovered. The
protective capsule records information continuously and will always have 12 hours information stored.

 Regularly verify that the VDR is operational and free of alarm indications. (Examine the cables for signs
of damage and also check that all connections are rigid.)
An Annual Test of the VDR is required and this is to ensure the following:
 To ensure data is recorded and being replayed reliably.
 Inspect onboard equipment. Check that batteries, enclosures and location aids are in good condition.
 Record the completed results the planned maintenance log.
 Download a 12-hour period of the ship when the majority of sensors were exercised and send it to the
manufacturer for analysis. This analysis will confirm the accuracy, duration and recoverability of the
recorded data. If the results are satisfactory, a certificate will be issued and held onboard.
AFTER ANY SERIOUS INCIDENT, MASTER IS TO SAVE THE DATA RECORDED ON THE VESSELS VDR AFTER
A PERIOD OF 6HRS AFTER THE SERIOUS INCIDENT. THIS IS REFLECTED IN THE CONTINGENCY
CHECKLISTS IN THE VESSELS SMPEP (or SOPEP) AS THE CASE MAYBE.
In case of an abandonment of the vessel during an Emergency, MASTERS onboard Company vessels
consider the POSSIBILITY OF DOWNLOADING VDR Data for a 12hour period “ONLY IF TIME AND OTHER
RESPONSIBILITIES PERMIT” and carry the same with them “IF POSSIBLE” to pass onto the Investigator.
Masters and Bridge Team Members are advised that the float free capsule is a backup as well so
“CRTICAL TIME AND EFFORT” may not be necessary to be invested in collection of data from the VDR in
extreme Emergencies as in case of Abandonment. “SAVING THE DATA BY PUSHING THE SAVE BUTTON”
should be attempted prior finally Abandoning the bridge.
5.7.14 BRIDGE NAVIGATION WATCH ALARM SYSTEM (BNWAS)

Bridge Navigation Watch Alarm System (BNWAS) is a mandatory requirement under SOLAS V /
Regulation 19. The purpose of the bridge navigational watch alarm system (BNWAS) is to
monitor bridge activity and detect operator disability which could lead to marine incidents. The
system monitors the awareness of the Officer of the Watch (OOW) and automatically alerts the
Master or another qualified OOW if for any reason the OOW becomes incapable of performing
the OOW's duties.
This is achieved by a series of indications and alarms to alert the OOW first and, if he does not
respond, then to alert the Master or another qualified OOW. The BNWAS should be operational whenever
the ship is underway at sea. To comply with current regulations, the BNWAS must be used as per below:
1) BNWAS to be kept “ON” or at “MANUAL” mode when vessel is underway.
2) BNWAS to be kept OFF when the vessel is alongside at berth/ undergoing repairs at dry dock, repair berth.
BNWAS ON/OFF entry must be logged down in the bell book/ deck log book every time there is change
of Operational Status. The access to controls for selecting the Operational mode and the duration of the
Dormant Period should be restricted to the Master only i.e. the Key or Password for switching the
BNWAS ON or OFF should be with the Master alone.
Since the performance standards set for BNWAS underwent change, several models are available
on various vessels, which allow for “AUTOMATIC MODE”. Vessels which have a provision for the
“AUTOMATIC MODE”, should display a notice next to the control unit reading “BNWAS to be only operated
on ‘MANUAL’ mode. As an interim measure and pending a revision of the performance standards for a
bridge navigational watch alarm system (BNWAS) – resolution MSC 128(75) the “AUTOMATIC” Operational
mode, if it is available should not be used”.

5.7.15 PERIODIC CHECK OF BRIDGE EQUIPMENT

Operational tests of shipboard navigational equipment must be carried out at sea as frequently as
practicable and as circumstances permit. The O.O.W. is to make regular checks to ensure that:
 the helmsman or the automatic pilot is steering the correct course;
 the automatic pilot is tested manually at least once a watch;
 the navigation and signal lights and other navigational equipment are functioning properly;
 the auto-pilot of independent off course alarm is set and working correctly;
 at sea, when operating under Bridge Control of Main Engine, except in narrow waters, the
 whistle and general alarm must be tested daily at noon. Additionally, when not under Bridge Control of
Main Engine, the telegraph must be tested daily at noon. Whistles must not be tested if there are other
ships in the close vicinity who could interpret the signal as a manoeuvring signal.
 at sea, BNWAS Stage alarms shall be tested as per Maker’s instructions at least once a month.
 BNWAS power failure alarm to be tested prior every departure to Sea.
The testing shall be recorded in the Deck log book.
5.7.16 Navigational Alarm Management

All navigational, anti-grounding and anti-collision alarms fitted to the providednavigational
equipment shall be:
• fully utilized during every passage

• kept in an active non-muted status
The setting of navigational safety alarms shall be detailed within the Master’s Standing Orders for each
item of equipment appropriate to the specific vessel.
Only change alarm set points with the authority of the Master. Alarm set point changes documented in
a passage plan approved by the Master are considered a change authorized by the Master. Record all
changes to the alarm settings in the deck log book.
On receipt of any warnings or alarms on any navigating equipment the officer of the watch must
investigate the cause and initiate remedial action immediately without compromising the vessel’s
safety.
Should the remedial action fail to rectify the alarm condition or should the officer of the watch find
themselves in any doubt as to the true nature of the alarm or the proper remedial action he/she is to
inform the Master immediately.
Warning!
Under no circumstances should the officer of the watch cancel any warning or alarm without rectifying the
cause of the alarm.
Equipment Alarm Potential ImmediateAction

Consequence
ECDIS Sensor failure Immediate effecton Navigate using
Safety of Navigation back up ECDIS.
Display failure

Power failure
Safety Parameter
Alarm
ECHO SOUNDER Immediate effect Recheck vessels
Depth alarm
on Safety of Navigation position.
Reduce speed.
Consider avoiding
action
Sensor failure
Navigate with
caution.
RADAR, ARPA Tx – RX Failure Failure to pick up

targets, navigatornot Navigate using second
cautioned radar
Safety Parameter
Alarm ( such as CPA
,TCPA )
Take avoiding
action such that
vessel out of set
limit parameter.
GPS Alarms related to loss Incorrect positionof Navigate using second
of position accuracy ship. GPS. Useinter-switch
(eg.. HDOP) for second GPS to feed
other equipment.
GYRO COMPASS Gyro fail Vessel on incorrect Change over to second
heading and incorrect Gyro if available.
feed to ECDIS, ARPA. OR
Change over to hand
steering by magnetic
compass (or use
transmitting Magnetic
compassif available)
STEERING CONSOLE Off course alarm Vessel on incorrect Change over tohand
Heading steering
Check Gyro setting
Loss of Steering Change over to

Telemotorfailure emergency steering.
Consider steering
towards safer area.
BRIDGE M/E shutdown Engines not at disposal Consider steering to
MANOUVERING for maneuvering. safe area for possible
CONSOLE anchoring or drifting.

NAVIGATION LIGHT Light failure Likelihood of non- Change over to second

CONSOLE compliance with ROR navigational light.
STEERING GEAR Overload, , No Loss of Steering Change over to
voltage, Fuse emergency
Fail, Hyd Oil steering. Consider
Level Low Low, steering towards
Hydraulic lock safer area.
SPEED LOG Equipment failure Correct log speed not
alarm known. Incorrect
CPA/TCPA calculation
by ARPA
NAVTEX System failure, Rx Navtex messages not Use radio telex tuned
failure being received to 512 KHz to receive
Navtex messages.
AIS Tx-Rx malfunction Port unable to identify In Port – Advice port
vessel. Other vessel authority. Transit
unable identify details Sécurité message.
of own vessels.
VHF / VHF DSC System alarm – Tx-Rx Unable communicate, Use second VHF / VHF
failure, audible alarm DSC message DSC.
failure unnoticed
GMDSS MF/HF + DSC System alarm – Tx-Rx Unable communicate, Use second VHF / VHF
failure, audible alarm DSC message DSC.
failure unnoticed
BNWAS System alarm Absence of watch Maintain two man
officer without alarm. watch at all times.

SECTION 8: ECDIS, ENC AND ECS Page Number : 1 of 35
5.8 ELECTRONIC CHART DISPLAY AND INFORMATION SYSTEMS (ECDIS), ELECTRONIC

NAVIGATIONAL CHARTS (ENC) AND ELECTRONIC CHART SYSTEMS (ECS)
The purpose of this section is to provide navigators with guidance, recommendations and best practices
related to the configurations on ECDIS and its use as a primary means of navigation. It also aims to
provide guidance on the transition process from paper charts to ECDIS.
ECDIS allows for monitoring of a ship's position in real-time throughout the voyage and integrates
information from GPS, Gyro, Speed Log, Radar, ARPA, AIS and other navigational equipment into a single
display.
5.8.1 TERMS and ABBREVIATIONS

ECDIS –Electronic Chart Display and Information System (ECDIS) means a navigation information system
which, with adequate back up arrangements, can be accepted as complying with the up-to-date chart
requirement of regulation V/19 & V/27 of the 1974 SOLAS Convention.
Where the term ECDIS is used in this document, this is to be understood as those navigational electronic
chart systems, which have been tested, approved and certiﬁed as compliant with the IMO ECDIS
Performance Standards and other relevant IMO Performance Standards.
ARCS - Admiralty Raster Chart Service – an UKHO electronic chart service that provides approved Raster
Navigation Charts (RNC) which are exact replicas of the Admiralty paper chart series in digital format.
Display Base – The bare minimum ENC content as listed in IMO Res. 817- appendix 2 and which cannot
be removed from the display. However this is not intended to be sufficient for safe navigation.
ECS - A navigation information system that electronically displays vessel position and relevant nautical
chart data and information from an ECS Database on a display screen, but does not meet all the IMO
requirements for ECDIS and is not intended to satisfy the SOLAS Chapter V requirements to carry a
navigational chart. ECS equipment ranges from simple hand held GPS enabled devices to sophisticated
stand-alone computer equipment interfaced to ship systems.
ENC - Electronic Navigational Chart, A vector chart conforming to IHO standards. It is the database,
standardized as to content, structure and format, issued for use with ECDIS on the authority of
government authorized hydrographic offices. The ENC contains all the chart information necessary for
safe navigation and may contain supplementary information in addition to that contained in the paper
chart. (e.g. sailing directions) which may be considered necessary for safe navigation. World Geodetic
System 1984 (WGS 84) is used as the horizontal datum reference for all ENCs.
SENC – System Electronic Navigation Chart means a database, in the manufacturer’s internal ECDIS
format, resulting from the lossless transformation of the entire ENC contents and its updates. It is this
database that is accessed by ECDIS for the display generation and other Navigational functions, and is
equivalent to up-to-date paper charts. The SENC may also contain information added by the mariner and
information from other sources.
Base CD / DVD- A set of all ENC charts along with all available updates for them at the date of issue.
Raster Chart - A scanned facsimile of a paper chart. The image has no direct intelligence and cannot be
interrogated. It cannot trigger chart data related alarms or warnings.
RCDS –Raster Chart Display System – Status of ECDIS changes to RCDS when using Raster navigational
charts (RNC).

RNC - Raster Navigational Charts are approved Raster charts as per IHO S 61 Standards compatible for
display on a RCDS.
Safety Depth -The Safety depth is a value set by the user that serves to detect dangerous depths by
making bold all the spot soundings below the set value.
Safety Contour – This value has to be set by the user. It distinguishes between safe and unsafe water by
means of different colours and generates alarms and warnings against the planned route.
S-52 Standard - This standard defines the content of the charts and also how the charts should be
displayed on the screen. This standard assures that the charts will look the same in all systems.
S-57 Standard - This standard is used for the exchange of digital hydrographic data between National
Hydrographic Offices and for the distribution of digital data and products to manufacturers, mariners,
and other data users. The current version 3.1.1 (2007) of S-57 is not limited to ENC compilation, but the
description of the ENC data format included in the ENC product specification and the ENC updating
profile are the most important parts of the standard.
S-57 Charts – These are ENCs which are vector-based digital files containing marine features and
information specially designed for marine navigation and are produced according to the S-57 standard.
S-63 Standard - S-63 Standard is used for protection of ENCs by encryption. A majority of all ENCs are
only made available to the end-users in a protected form, compliant with the IHO S-63 Data Protection
scheme. The standard maintains the integrity in all transactions between the service provider and the
end-user. The protection scheme enables the end user systems to check the authenticity of the supplied
information.
S-63 Chart - A S-57 ENC displayed using S-63 encryption standards is referred to as an S-63 Chart.
5.8.2 APPROVAL
5.8.2.1 APPROVAL DOCUMENTATION FOR USE OF ECDIS FOR NAVIGATION ON-BOARD

a. Hardware approval: A permanent label is attached to the equipment ('Wheel Mark' or other equivalent
sign).
b. Safety Equipment Certificate Form E – ECDIS tick box checked.
c. Software approval: IHO approved chart supplier for official charts.
5.8.2.2 VESSELS EQUIPPED WITH SINGLE ECDIS

For vessels fitted with only one ECDIS, this may be used as the primary means of navigation provided training
requirements as stated in 3.4.2 are complied with, ECDIS is included in SEQ certificate Form E and a full set of
updated paper charts of sufficient scale for the intended voyage are maintained as back-up on board, ready for
immediate use should the ECDIS fail. Please refer to SMM 5.5(d) and the table provided for the frequency of
Position Fixing for Paper charts.

5.8.2.3 REQUIREMENTS FOR PAPERLESS NAVIGATION

The following requirements are to be complied with in order for a vessel to navigate without paper
charts.
1. Vessel to be equipped with dual ECDIS
 The vessel has two independent approved ECDIS with back-up arrangements conforming to IMO
Resolution A. 817(19) [if installed before 01st Jan’09] or MSC.232(82) [if installed on or after 01st
Jan’09], Performance Standards.
 An approved chart data ENC (S57/SENC) is to be used.
 ECDIS is to be Type approved by the vessel’s flag state administration or a recognized organization and
should be included in vessel’s SEQ certificate.
2. Training requirements
 Generic Training: Master and all Navigating Officers are to undergo an ECDIS training course, complying
with IMO Model Course 1.27 at the company’s training institute or at other ECDIS training institutes
approved by the Administration or a member of the IACS in lieu of flag state.
 Type Specific Training: Type specific ECDIS training shall be carried out for the specific make and model
of ECDIS fitted on board.
 On board familiarization:
 Prior using the ECDIS on board, Master and each Navigating Officer must undergo on board ship specific
ECDIS familiarization using the inboard checklist (Nav 09A) provided for the purpose. Master shall assess
the Navigating Officers and ensure they are fully familiar with at least the following:
a. Menu structure and available functions
b. Display setup
c. Setting of safety values
d. Recognition of mandatory alarms and simulation of alarms and malfunction indicators and the actions to
e. be taken
f. Route planning
g. Route monitoring
h. Changing over to backup systems
i. Loading ENC charts and licenses
j. Updating of software
k. IHO ENC symbols (Chart1)
l. Back up of voyage plan and storing in USB
3. Vessel to be equipped with small-scale paper charts

 Each vessel fitted with dual ECDIS is to be equipped with small scale paper charts as per the Appendix.
 For areas where there are no ENC’s or where larger scale paper charts than the available ENC’s exist, or
where Raster charts are in use, paper charts shall be procured and used for Navigation.

4. Mandatory period of paper chart back-up

Once items 1, 2 and 3 mentioned above are complied with, the vessel shall maintain a set of paper
charts as back-up for all intended voyages for a period of one calendar month or 7 sailing days,
whichever occurs earlier. Such period will commence from the date of ECDIS inclusion in supplement
Form E to the SEQ certificate. The paper charts used as a backup shall be kept updated till expiry of the
charts.
5. Office Approval for paperless navigation

Once items 1, 2, 3 and 4 mentioned above are complied with, the office will review and grant approval
for the ship to dispense with paper charts.
Transition for paper navigation to paperless navigation
Dual Independent ECDIS fitted onboard with Approved ENC (S57/SENC) charts
Generic Training
Master and all navigating officers have attended IMO 1.27 model course.
Type Specific Training

Master and all Navigating Officers have undergone Type specific ECDIS training.
ECDIS is included in SEQ certificate as primary means of navigation
For Minimum period as per 5.8.3.2.4 above, complete up-to-date paper charts as back-up for the voyage.
Completion of the RA process for paperless navigation.

6. ELECTRONIC CHARTS
There are two types of IHO approved Electronic Charts available:
a. Electronic Navigational Charts (ENC)
b. Raster Navigational Charts (RNC)
5.8.2.4 ELECTRONIC NAVIGATION CHARTS (ENCs)

ENCs are official vector charts that have been issued by or on behalf of a national hydrographic authority
and conform to International Hydrographic Organisation (IHO – S57 compliant) specifications.
Each point on the chart is digitally mapped, allowing the information to be used in a sophisticated way,
such as clicking on a feature (for example, a lighthouse) to get all the details of that feature displayed.
ENCs are the only charts that may be used for primary navigation in place of paper charts. Only when
ENCs are being used, will the status of the equipment be in the ECDIS mode.
5.8.2.4.1 SUPPLY AND ODERING OF CHARTS AND PUBLICATIONS

The Company has a contract for the supply of electronic charts, publication, and library books (SAF 08).
Copy of this contract shall be maintained in the office and onboard the vessels. Any additional supply of
new edition by the Chart Supplier or request by the vessel shall be approved by the Company.
The Chart supplier or the vessel shall send an email to the Marine team indicating item and cost (when
known) The Marine team reviews the email request and approves it. When the request is approved;
vessel shall raise an order via the Purchase system. There shall be a Purchase order number for every
supply to the vessel and this number shall be quoted on all invoices. For urgent requirements, master
shall procure necessary charts through alternate channels such as local agents etc. after consultation
with Marine team.
5.8.3 LIMITATIONS OF ENCs
1. Coverage
As of now, ENC charts do not cover all sea areas. Areas where there are no ENC’s or where larger scale
paper charts than the available ENC’s exist, such paper charts shall be procured and used for Navigation.
If RNCs are used in such circumstances, the Navigating Officers should bear in mind limitations of RNCs
as stated in Section 5.8.4.1 of this manual.
2. Information Layer Filtering
ECDIS will not display some important layers e.g., spot soundings and submarine cables and pipelines
when operating even in 'standard display' mode. As a result, route planning and monitoring alarms may
not always be activated when approaching such dangers. Additional layers must therefore be selected as
appropriate. Caution should be exercised whenever information layers are removed or information level
is reduced from an ENC; such changes must be reviewed by the Master. All members of the Bridge Team
must be advised whenever such changes are carried out.
ENCs IN BASE LAYER MUST NEVER BE USED FOR NAVIGATION.

THE STANDARD DISPLAY MODE IS NOT SUFFICIENT FOR NAVIGATION AND ADDITIONAL LAYERS MUST
BE SELECTED.
3. Positions
Positions displayed on ENCs are primarily derived from the GPS. Therefore, any GPS position error and /
or alarms must be immediately investigated in order to avoid error in position and the possibility of the
vessel running into danger.
GPS positions must be periodically verified by taking positions using other means such as visual bearings,
RADAR range and bearing etc.
4. Scale in Use (Over-scale)
ENCs, like paper charts, are produced on a particular scale. The scale on which the ENCs are produced is
known as the ‘Compilation Scale’. The scales are divided into 6 navigational purpose bands, they are:
Value Navigation Purpose band Scale Range

1 Overview <1:1,499,999
2 General 1:350,000 - 1:1,499,999
3 Coastal 1:90,000 - 1:349,999
4 Approach 1:22,000 - 1:89,999
5 Harbour 1:4,000 - 1:21,999
6 Berthing >1:4,000
ENC cells are named using a unique eight alpha numeric character as explained below:
The ’P’ value is the most important of them for the user while navigating as it denotes the
navigational purpose that that ENC has to be used for. Eg if a ship is in the approach waters of a port
the user should be using ‘4’ and if they are using a chart of any other value, it can be seen that the
scale in use is incorrect.

The band of the ENC is denoted in the ENC cell number e.g., HK312798. The first 2 alphabets denote the
HO is Hong Kong. The next number ‘3’ denotes the scale band which in this case suggests that chart is
suitable for coastal navigation.
In an ECDIS an ENC can be zoomed in or out. Zooming in introduces the risk that any positional errors
that may exist in the ENC data are magnified to a point where the data becomes unsafe to use – and this
fact will not be immediately apparent as the ECDIS will continue to display the text and symbols at a
fixed size. Zooming in also reduces the ‘look ahead’ distance.
An ENC should be used for navigation only at the scale at which it was compiled.
Excessive zooming will produce an ‘Overscale’ indication and a pattern of vertical lines. Zooming in
further than the compilation scale should be used only for reference. The ENC then should then be
zoomed back to the compilation scale. All bridge team members shall be aware of the vertical lines
indicating “Overscale” of the ENC.
When zoomed out in ‘over-scale’ mode there is a risk of various important navigational layers getting
deactivated.
When the OOW zooms out to improve situational awareness, the ECDIS may indicate an under-scale
warning and may limit this operation to a certain scale factor. As explained below, zooming out more
than the point at which SCAMIN comes into effect may result in some chart features not being
displayed. The OOW must be conversant with the procedure for resetting to the ENC compilation scale
as soon as wider situational awareness has been established.
During the planning phase, where the Deck Officer may use smaller scale charts or zoom away from
compilation scale to manipulate waypoints, checks and visual inspections for dangers should be carried
out at compilation scale.
SCAMIN is an attribute allocated to features within an ENC that defines the minimum (smallest) scale at
which they will be displayed in an ECDIS. SCAMIN is used to significantly reduce the amount of
information on the ECDIS display when reducing the viewing scale of an ENC (i.e., displaying the ENC at a
smaller scale than the compilation scale).
Where the ECDIS allows the selection of SCAMIN off/on:

o The system must be set to operate with SCAMIN OFF for appraisal, planning and review phases to ensure
all information is seen.
o SCAMIN must be selected ON for execution and monitoring of the Voyage Plan in order to reduce the
effects of an over-crowded display.
Larger scale chart available’ is another warning indication that the navigator must be aware of. This
means that the user is navigating on a smaller scale ENC when a larger scale ENC is loaded and available
in the ECDIS. The user has to zoom-in until the larger scale ENC is displayed, and the warning is removed.
5. Depth and Height Units
Depth unit information is displayed in ECDIS indicating the depth units in use which are normally meters.
However, in case of any changes, the OOW must inform the same to the relieving OOW at the time of
handing over the watch.

6. Survey Accuracy (CATZOC)

Accuracy of ENCs is as good as the accuracy of the surveys. Accuracy of surveys has been classified into
six category levels i.e. A1, A2, B, C, D and U. A1 is the best and D is the worst. U means unassessed;
hence its accuracy can’t be judged.
CATZOC can be obtained by:
1. Selecting the CATZOC layer
2. By “Pick Report”
3. Legend Panel
The ECDIS symbols for CATZOC are elaborated in the table given below:

Below information helps in understanding of CATZOC and how it should be used during the appraisal
stage of Passage planning. This information should be read and understood by all Deck Officers
UNDERSTANDING - ENC / SENC

1. ENC’s are data issued by, or on behalf of, a government and which are constructed according to the S-57
standard. All ENC’s are therefore by definition, Official data. This means that they have the same
reliability as a Paper chart issued by the same authority.
2. SENC is ENC which has been converted into the internal format used by ECDIS. This depends on how a
system is developed.
3. ECDIS is able to determine if any part of the chart being displayed is not generated from an ENC. ECDIS
should provide an information similar to following:
No official data available. Refer to the paper chart.

It will also display the boundary between ENC data and other chart data (which is not from ENC) by a
special line style as shown below. The diagonal stroke lines will appear on the side of the line containing
the Non-Official data. ECDIS which are still using the first version of the S-52 Presentation library are
likely to show the diagonal stroke incorrectly on the side of the line containing ENC data. User should
exercise caution.

4. As long as the ECDIS is displaying / using ENC or SENC data, you can be assured that you are using an
official data which is as reliable as a paper chart.
5. ENC Preliminary notices (EPNMs) - In addition to T&P, the UKHO makes available within the AIO
differences that it identifies between Admiralty paper charts and the ENCs within AVCS. These are
referred to EPNMS. They can include information on reported hazards to Navigation which have been
incorporated into the Admiralty paper charts but not yet in the appropriate ENCs, as well as
discrepancies between the paper charts and the ENC which are in the process of being resolved. The
EPNM is designed to draw the mariner’s attention to a potential hazard: it does not indicate which
source is correct. EPNMS are allocated a unique EPNM number and included on the AIO. They are
displayed as a simple red polygon (Usually Rectangular) with a red hatched fill which indicates the area
affected.
UNDERSTANDING - CATZOC
1. The survey data used in ENC is often based on information from different sources whose relative
accuracy may vary widely.
2. On Paper chart this information is shown on the source data diagram. During the appraisal stage the 2nd
Officer is required to refer to this source data diagram and apply appropriate Safety margins when
determining the route. Bigger safety margins should be applied where the survey data is old, or is of
insufficient resolution or insufficient quality to fully depict the sea floor.
3. ENCs do not contain source diagram and primarily show this information through an attribute known as
CATZOC.
4. ENC data is divided into areas of differing survey quality based on following:
a. Positional Accuracy.
b. Depth Accuracy and Seafloor coverage
5. When assigning the CATZOC for an area, the minimum value where all three criteria are met is chosen
and displayed. This means that in some cases, specific accuracy ratings are understated. This means an
area can have a lower CATZOC assigned to it, if the quality of seafloor coverage is insufficient even
though the Depth accuracy and Position accuracy may be high.
6. An ENC with an attribute of CATZOC U assigned to it means that the quality of Bathymetric data is yet to
be assessed. It does not necessarily mean that the accuracy is very poor.
MAKING PROPER USE OF CATZOC IN NAVIGATION

1. When an ENC has a lower CATZOC value or when the CATZOC value assigned is “U”, the navigator is
required to interrogate the ENC using the Pick Report. In most of the ECDIS you can refer to this by right
click on the ENC and selecting Chart Properties.
2. In the Pick Report, one can get additional information which will help in determining the under lying
quality of the data.
3. These are called “Quality of Data” or also called M-QUAL which may sound a bit confusing. Basically this
means that in addition to assigning the CATZOC to an area, the producer of ENC also will include
additional data where it is available in the Pick Report. This could be the ‘Method used to verify
sounding’ or ‘expected error in position’, basically much like the Notes we used to have on the paper

charts. Only in ENC we refer to this as M_QUAL data. So one should not get confused by this
terminology.
In the Pick Report the way information is presented has been standardized as per S-57 Codes. This again
is nothing but a document showing the codes which can be used to describe various details and their
meaning. For example if we want to mention details regarding sounding accuracy of an ENC we will have
to use either the code SOUACC or the wording “Sounding Accuracy” itself. And if you look this up in the
S-57, it will explain how it is supposed to be reported by the ENC producer. This is mainly to standardize
the way things are reported in ECDIS.
1. So using the Pick Report, we get additional information about an ENC and can then decide on how
accurate the data is and accordingly set the safety margins.
2. For example, a cell which may have CATZOC U assigned to it, may have the following information in Pick
Report which can help in better assessment. So in below example if in the Pick Report you find “Depth
range Value 1: 30”, it means that the minimum depth in the area is 30 mtrs.
Where the CATZOC category is ‘D’ or unassessed (category U), greater attention must be paid to depths
and UKC. Where the UKC is less than 50% of the ship’s maximum static draft in these circumstances, a
Risk Assessment must also be carried out. Where the charting CATZOC is unassessed by the ENC
producer reference should be made to other sources of data accuracy (M_SREL within Pick/Information
report, sailing Directions) before determining the UKC.

The following factors & controls to be considered during the Risk Assessments stated above:
 Confirm that there are updated Navigational Charts of appropriate Scale & Nautical publications for the
inland / port waters
 Check for Caution Notes such as (Navarea messages, Navtex warnings, etc.)
 Check Bottom quality / nature of the sea bottom
 Check sea conditions (calm or rough)
 Control of transit speed (to minimise squat)
 Accuracy of the ship’s draught
 Channel transit during high water
 Manoeuvrability of the vessel
 Check if there is an alternative route through deeper waters
 Check with shore management if there are reports of similar sized vessels passing through the same
area.
Additional measures should include information obtained from Local Authorities such as the Harbour
Master, Port Agent and Pilot regarding:
 Date of the most recent dredging; confirmation of updated depths
 Maximum allowed arrival/departure draft
 Most recent deepest arrival / departure draft (arrival and safe berthing of vessels of similar size and
draft establishes a degree of safety for the transit under prevailing environmental conditions)
The above is not an exhaustive list and other information may be requested.
5.8.4 RASTER NAVIGATIONAL CHARTS (RNC)

A RNC is a raster chart that conforms to International Hydrographic Organization (IHO) S-61
specifications and is produced by digitally scanning a paper chart image.
The displayed data is merely a digital copy of the original paper chart, the image has no intelligence and
other than visually, cannot be interrogated.
RNCs may be used only in areas where ENCs are not available. If RNCs are used instead of ENCs, paper
charts of an appropriate scale that cover the area for which ENCs are not available must be used as the
primary means of navigation.
When RNCs are used, the status of the equipment changes to the RCDS mode.
5.8.4.1 LIMITATIONS OF RNCS

1. RNC charts will not trigger automatic alarms. (e.g. anti-grounding).
2. With RNC, it is not possible to display a ship's safety contour or safety depth and highlight it on the
display, unless these features are manually entered during route planning.
3. Seamless chart navigation is not possible.
4. Horizontal datum and chart projections may differ between RNCs.
5. A display of RNC features cannot be simplified by the removal of features to suit a particular navigational
circumstance at hand.
6. Without selecting different scale charts the look-ahead capability may be limited.
7. An RNC is intended to be used at the scale of the equivalent paper chart. Excessive zooming in or
zooming out can seriously degrade the displayed image.

5.8.4.2 USE OF ECDIS IN RCDS MODE

All navigable waters are not yet covered by ENC data and the vessel may use ECDIS in Raster Chart
Display System (RCDS) mode using ARCS/ approved raster charts. If suitable ENC charts are not available
from any source, then the use of raster charts is accepted, provided paper charts of suitable scale are
available on board.
The following alarms and indications are required for an ECDIS operating in RCDS mode:
 ECDIS operating in raster mode
 Deviation from route
 Position system failure
 Approach to critical point
 Different geodetic datum
 Malfunction of RCDS mode
 Large-scale RNC available for ship's position
Following precautions shall be taken while using raster charts:

a. At the time of voyage planning, it is important that survey notes are carefully checked. The navigator
should not alter WGS84 datum on the GPS to match that of the raster chart as required position transfer
is automatically carried out by the ECDIS software.
b. The navigator should be aware that raster charts do not generate automatic warnings of potential
hazards. The displayed data is merely a digital copy of the original paper chart; the image has no
intelligence and other than visually, cannot be interrogated.
c. Wherever Raster charts are being used due to non-availability of ENCs then there should be a back-up
of all those areas with proper and up-to-date paper charts.
5.8.5 ECDIS INTERFACES & OVERLAYS

The following sensor inputs shall be configured for both ECDIS:
a. GPS #1
b. GPS #2
c. Gyro compass #1
d. Gyro Compass #2
e. Speed Log.
The following may be used to provide input & overlay (where applicable) in addition to the equipment
listed above in case there is no degradation to the performance of the ECDIS:
a. AIS (automatic identification system) - Overlay
b. RADAR (radar image overlay) - Overlay
c. Echo Sounder - Interface
d. NAVTEX - Overlay
e. Meteorological instruments such as anemometers (measuring wind speed) – Interface
f. TMC (Transmitting Magnetic Compass) – Interface
Navigating officers should be aware of which electronic systems are providing sensory inputs to their
onboard ECDIS. In case of sensory input failure, please refer to section 5.8.12 of this chapter.

5.8.5.1 LIMITATIONS OF ECDIS

Limitations of the equipment, which are interfaced with the ECDIS equipment, must be appreciated. In
particular, the ship’s position fixing systems must be properly monitored. Limitations of the primary
position fixing systems must be known and when to switch over to the secondary position fixing system
must be clearly understood.
Proper care must be taken with regard to this during coasting and shallow water passages.
 While using ECDIS equipment watch keeping officers must be aware that;
 Too much information on the screen can be distracting, but at the same time de-selecting too much data
may lead to errors.
 Sub-menus of the ECDIS operating software may be complex and loss of situational awareness can
happen when being engrossed in using the various detailed features of the ECDIS.
 The size of the chart displayed on the screen monitor is very much reduced compared to paper charts.
 Some symbols on ECDIS are different from those used on paper charts.
 Automatic position plotting can lead to complacency and reduction in alertness levels.
5.8.5.2 LIMITATION OF ECDIS OVERLAYS
1. Radar Overlay
Positions of other vessels and targets displayed on the ECDIS may not be visible because of improperly
tuned radars or improperly set anti-clutter on either the radar or ECDIS. There is also a possibility of
offset error when radar overlay is used. It should be borne in mind that ECDIS is not an anti-collision
device and as such Radar over-lay feature will definitely clutter the ECDIS display. Radar overlay can
sometimes cause the ECDIS to ‘hang’. If this happens the Radar overlay feature should not be used,
particularly at critical phases of the voyage, such as arrivals and departures.
USE OF RADAR OVERLAY FUNCTION IS DISCOURAGED ON FLEET

2. AIS Overlay
AIS displays target course and speed over ground as well as heading. However, such target information
shall not be used for collision avoidance as it is based on ' 'Speed over Ground' and due to other
limitations of AIS.
AIS overlay can also sometimes de-stabilize the ECDIS. In this case the AIS overlay feature should not be
used, particularly at critical phases of the voyage, such as arrivals and departures.
3. ARPA Overlay
An ECDIS equipped with an ARPA overlay shall only be used as a reference and not for primary anti-
collision purposes. The ship's ARPA radars will be used for this purpose. Only the targets acquired on
radar will be displayed as ARPA targets on the ECDIS.
Stability of the ECDIS with ARPA overlay should be determined. If problems are experienced, this feature
should not be used, particularly at critical phases of the voyage, such as arrivals and departures.

4. PLOTTING CELESTIAL POSITIONS
The plotting of celestial fixes and applications of runs is quite challenging on the ECDIS and vessels are
encouraged to plot the celestial fixes on the paper charts carried in the “take me home” folio.
5.8.6. CHART PROCUREMENT

All ENCs are stored in the Base CDs / DVD which are provided on-board. However, only those ENCs, from
the Base CDs/DVD, can be installed and displayed for which cell permits (licenses) have been procured,
installed and remain valid.
Base CDs are the old form to contain the Base ENCs. From Aug 2013 the DVD is the newer form for the
Base ENCs. The Base DVD also contains the updates till the week number mentioned on it. New Base
CDs/DVD is issued on regular basis. The Master shall ensure that the latest ones, as far as practical, are
sent on board at the earliest.
Master must contact CC marine and provide them ETA to next convenient port well in advance, so as
to receive the latest Base DVD and AIO CD; at least on a monthly basis.
Use of Digital Catalogue / E-navigator

Navigators, especially the Second Officer, should be familiar with the use of digital catalogue. The
navigating officer shall use the digital chart catalogue to select the required ENCs for the forthcoming
voyage, similar to the Admiralty Chart Catalogue used for paper charts.
The permits for the selected ENCs shall then be ordered from the chart service provider over email. The
necessary permits are then sent to the ship as an email attachment.
For areas covered by ENC, only ENCs shall be used for navigation.
5.8.7 CHART AND ECDIS SOFTWARE UPDATING (CORRECTION)
ECDIS software should be kept up to date such that it is capable of displaying up-to-date electronic
charts correctly according to the latest version of IHO’s chart content and display standards. Any ECDIS
which is not upgraded to be compatible with the latest version of the IHO ENC Product Specification or
the Presentation Library (S-52) may be unable to correctly display the latest charted features. ECDIS that
is not updated for the latest version of IHO Standards may not meet the chart carriage requirements as
set out in SOLAS regulation V/19.2.1.4. Additionally, the appropriate alarms and indications may not be
activated even though the features have been included in the ENC. Similarly, any ECDIS which is not
updated to be fully compliant with the latest version of the IHO Data Protection Standard (S-63) may fail
to decrypt or properly authenticate some ENCs leading to failure to load or install.
All ENC updating and AIO installing should be done in port or in open waters and one ECDIS at a time.
After updating the first ECDIS , allow one (1) hour to observe for any error before updating the second
ECDIS .
ENCs are updated by weekly 'Notices to Mariners' issued by HOs and are received on the vessel by
update CD / DVD, or as a data file/s by email. The actual updating is either applied automatically by the
ECDIS to its chart database or can be applied manually by the user. The ECDIS generates an error
message when the update is unsuccessful or when a chart is in use and hasn't been corrected up to
date.

After updating ENCs, modification to the passage plan may be necessary to accommodate new chart
features such as reporting schemes, traffic separation schemes, isolated dangers etc. A route check shall
be carried out to ensure that any new dangers added don't present a risk to the ship.
Notices to Mariners (NTM): Much of the information in NTM is only for use on paper charts and is not
applicable to ENCs or RNCs. However, vessels navigating solely on ECDIS are still required to carry latest
NTM (paper copy or digital) to obtain information such as 'Radio Navigational Warnings', amendments
to ASD/ ALLFS/ ALRS & T&P notices. Section VIII of the NTMs contains information regarding Admiralty
digital products and services. Back-up paper charts must be corrected to the latest NTMs on board.
Temporary & Preliminary Notices (T&P): All hydrographic offices do not provide 'T&P' notices in the
weekly ENC updates. Thus, the AIO layer must be checked for applicable T&P notices. If the AIO layer is
not supported, T&P notices may be obtained by checking the weekly NTMs, as for paper charts. All T&P
notices applicable to the voyage shall be manually inserted into the ECDIS using 'Manual Updates OR
Mariner's Notes' facilities.
Navarea, Navtex and locally broadcasted Warnings: Nav warnings transmitted by satellite, Navtex
receiver are by nature more short term and urgent than T&P notices. Such notices shall be immediately
plotted on ENCs, as above. Navtex where interfaced with the ECDIS will highlight the affected areas
which will have to be manually updated using ‘Manual update or mariners notes’ facility.
ECDIS software updating: From time to time, the version of ECDIS software will need to be updated in
order for the ECDIS to continue displaying all features of ENCs correctly. Software updates are sent by
the manufacturer. Refer to IMO circular SN.1/Circ.266/Rev.1 included in NP231 –Admiralty Guide to the
Practical use of ENCs.
Weekly updates (by DVD and e-mail), T&P notices on ENCs, navigational warnings, Navtex and locally
broadcasted warnings manually inserted on ENCs using the manual update feature and software version
updates are to be recorded in the ENC Maintenance Record NP133C. Updates to the chart catalogue, if
received separately should also be recorded.
5.8.8 USE OF ECDIS FOR PASSAGE
5.8.8.1 CHECKS PRIOR USING ECDIS FOR PASSAGE PLANNING

The following checks should be carried out by the Navigating Officer:
a. Not all sea areas are covered by ENCs. The electronic chart coverage for the voyage must be adequate
and all relevant charts must be fully corrected. For areas covered by ENC, it is mandatory that ENCs be
used and not RNCs. For areas not covered by ENCs of a suitable scale, RNCs may be used but a set of
updated paper charts of appropriate scale for those areas shall be available onboard.
b. Check local requirements of coastal states that may require carriage of additional publications or local
charts.
c. Check that electronic charts have been updated to the most recent version and chart permit licenses
have been bought.
d. The vessel's controlling operational parameters (maximum draft, air draft, turning data, minimum under
keel clearance required, 'look ahead' distance etc.) should be entered.
e. The GPS position system should be set to WGS 84 datum, since all ENCs are based on the WGS 84
datum.
f. The alarm functions of the ECDIS should be fully operational; they will alert the operator of any danger
exposed in good time during the voyage.

g. Carry out 'Route Check' as per details given in Section 5.8.8.2 to ensure that vessel will not encounter
navigational hazards on the planned route.
h. When planning new waypoints and courses, always use the largest scale possible so all features of the
chart can be readily identified.
i. Ensure that the plan takes into account sufficient cross track error (XTE) to accommodate any deviations
for collision avoidance or currents.
j. Ensure appropriate values have been input for safety contour and depth alarms as per Section 5.8.9
k. Check that tidal information is up to date and correct.
Passage Planning - ENC Coverage for the passage
INFORM OFFICE
Use paper charts as primary means
Is there complete IMMEDIATELY
of navigation for areas lacking ENC
coverage of official ENC → No → For areas lacking ENC → No →
coverage or when operating in
for the voyage? coverage, are official RNCs
RCDS mode
available
↓ ↓
Yes Yes
↓ ↓
Ensure ENCs have valid An appropriate folio of up-
permit and are corrected to-date paper charts should
to the latest correction be carried on-board
↓
Passage Planning
5.8.8.2 USE OF ECDIS FOR ROUTE PLANNING

ECDIS provides many benefits for route planning a few of which are:
1. A quick and easy way to select saved routes and prepare new ones.
2. Routes can be easily modified with the use of the planning graphic tool.
3. Measurements and calculations are much easier.
However, planning a safe route requires experience, time and adequate familiarity with the general
principles of ECDIS and navigators should be aware of the following:
a. Proper appraisal of information from the relevant nautical publications needs to be carried out prior
plotting route on the ENC.
b. Check Route Function: The navigating officer should check the route by visual inspection as well as by
the check route function after passage planning to ensure that vessel will not encounter navigational
hazards on the planned route. These hazards would be mainly pertaining to grounding dangers,
restrictions, cautions, warnings, crossing TSS line/ boundary and user defined alarms.
c. On coastal passages, ENCs will be populated with many area related cautions. These may result in
numerous warnings being generated during the planning stage leading to a critical alert being
overlooked. It is important that all warnings/ alarms are carefully checked.

d. Information on an ENC along the route requires to be accessed in full. The procedure for the complete
access to information will depend on the make/model of the ECDIS and is given in the manufacturer's
manual.
e. Navigators should be aware that a geometrically incorrect alarm will be displayed if the distance
between two waypoints is very short or if the turn is very sharp. In such a case, the distance, radius
and/or speed should be adjusted to clear the alarm.
f. The finally approved route should then be appropriately saved and also copied to the back-up system.
g. Speed Plan: The planned speed for the leg, which will always be at or below the safe speed, after
considering the proximity of navigational hazards along the route, the depth of water and the
manoeuvring characteristics of the vessel.
h. Turn Information: This can usually be entered by rate of turn or radius. The system will normally
calculate one from the other one, and display both parameters using the planned speed for the leg.
i. Auto Track Change: In case ECDIS has the function of auto track change, same shall be kept disabled
j. Markings on the Chart: The electronic chart should be marked with:
o Prominent navigation and radar marks
o Parallel index lines (not from floating objects unless they have been first checked for position)
o No go areas
o Landfall targets and lights
o Clearing lines and bearings, safe distance off
o Transits, heading marks and leading lines
o Significant tides or current
o Safe Speed and necessary speed alterations
o Call Master Point/ Changes in Machinery Status/ Anchor clearance
o Minimum under keel clearance
o Crossing and high density traffic areas
o Contingency anchorages & plans/ Abort positions
o VTS and reporting points
o Any other user defined notifications as considered necessary
5.8.8.3 MARKINGS ON THE CHART

ENC allows the insertion of additional information using ‘Mariner Óbjects’ or 'Navigator's Notes' or
'Mariner's Information and Mariner Overlays (MIO). Such facility allows the placing of text notes, any
symbols in the presentation library or simple lines/ areas with or without colour fill. The presence of a
text note will be identified in the chart area at the defined geographical point by a '!' or 'i'.
5.8.8.4 EXECUTION AND MONITORING
Display settings:
a. Check that the display has been set-up properly prior to sailing, otherwise important information may
not be displayed. There are generally three default settings of the layers of an ENC i.e. Base, Standard
and Other/Full. The ENCs should normally be in full access mode
b. Day/ Night Settings: The display should be set up to meet the appropriate conditions on the bridge.
There are three main viewing modes available: daytime, dusk and night-time. Company recommends
the use of four-shade display under most circumstances. However, when navigating in congested waters
in the night a two-shade display may be used in order to increase the contrast difference on either side
of the safety contour. CAUTION – When using night/ dusk settings, background colours get altered and

shoals/ other dangers may not be readily apparent. Until good orientation is achieved, it is advisable to
switch to Day settings occasionally.
c. Company recommends the use of traditional symbols.
d. Always use ENC on the best scale possible to avoid crucial information being auto-filtered and
subsequently not being displayed.
Other points to be taken into consideration:
a. When executing a route, progress against the original plan must be constantly monitored.
b. Marking and highlighting of electronic charts should be carried out in a similar way to paper charts. Such
marking should identify radar conspicuous targets, no-go areas, parallel index lines, transit marks,
clearing bearings, etc
c. Data input from the gyro compass, speed log, echo sounder and other electronic equipment to the
ECDIS should be periodically monitored to ensure accuracy.
d. The look-ahead facility should warn of any hazards ahead off screen but should not be relied upon
solely; the zoom and scrolling facility should also be used to look ahead. Look-ahead range / time range
for route monitoring is an operator specified parameter. It is important that this time or distance is
carefully set to meet the particular circumstances. If set too long it will create numerous alerts that may
distract the navigator.
e. Frequent checks should be made of the ECDIS position fixing system (normally GPS) by the use of other
means to crosscheck and determine vessel’s position. Such checks should include:
a. Parallel indexing and use of clearing bearings
b. Visual cross bearings
c. Use of radar to check the accuracy of the charted position
f. If ARPA overlay is used, targets not acquired by the ARPA will not appear on the ECDIS. Similarly targets
not fitted with AIS will not appear on ECDIS.
Therefore, ECDIS should not be used as primary means for collision avoidance.
Better Situational awareness is a key benefit of ECDIS Navigation. The ECDIS must be used in conjunction
with visual and Radar watchkeeping methds to ensure a full awareness of vessel’s current situation is
maintained. This includes proximity to navigational hazards and potential collision avoidance
manoeuvres. ECDIS functions should be used to provide advance warning of navigational hazards and
charted dangers/ cautions. This includes use of lookahead facility and safety and safety settings. The
effectiveness of these settings should be monitored to ensure they remain appropriate for the current
condition.
5.8.9 PRINCIPLE ALARMS AND ALARM SETTING GUIDANCE
When using ENCs, an alert will be given when charted hazards enter the safety guard zone domain, even
if the hazard is not visible on the displayed portion of the ENC. The alarms listed below should be kept
activated at all times.
Alarms are to be set by the navigating officer at the time of passage planning and once the Master has
reviewed the passage/ alarm settings, they should be locked where such a facility is available.
The alert will be an alarm or indication, depending on the circumstances and user settings:
Crossing Safety Contours/ Depth:
The safety depth, safety contour and safety height (if available) and the Safety Guard Zone are the
critical values which will activate the alarms.

There are generally three contour settings available to the user for highlighting available depth areas.
They are:
a. Deep Contour
b. Safety Contour
c. Shallow Contour
d. Safety Depth: The spot soundings below the specified values will appear bolder than the higher
values.
e. Safety Height (if provided): this will activate the alarm in route plan check for dangers above
water e.g., Bridges and cables etc.
Note : The contours are differentiated by colours and if the guard zone touches the safety contour it
will give an alarm. The contour values have to be input by the mariner. However the contour selected
on any ENC will depend on the contour available on it. If the corresponding input value matches that
of the contour on the ENC then it gets selected. If not then it will select the next higher available
contour in that ENC.
1. Recommended Settings
a. Shallow Contour: at least the vessel’s max. Static draft. To Highlight the gradient of the seabed
adjacent to the Safety Contour. The shallow contour highlights the gradient of the seabed. It is
considered to be the grounding depth i.e this is the depth below which the ship will definitely go
aground. This value can be set equal to the ship’s static draft. Therefore, if ship’s static draft is 7.7m,
shallow contour value can be set as 8m. The ECDIS will then display the next depth contour available in
the ENC. All of the areas between the 0m depth and the shallow contour is therefore not navigable at
all and appears hatched.
b. Safety Contour: Vessel’s Draft + UKC + Squat allowance at vessel’s dynamic condition (UKC value should
always be in compliance with the Company UKC Policy). Safety contour indicates the division between
safe and unsafe water, which is highlighted by chart coloring, with blue colour for indicating unsafe area
while white or grey for safe areas. The unsafe area is further defined by the selection of shallow
contour as determined above, showing dark blue in the shallow water and light blue between the
shallow water and the safety contour when 4 shade display is selected. When calling tidal ports, when
vessel can only enter the port by using appropriate tides office approval should be sought on a case to
case basis based on risk assessment.
Guidelines for Crossing Safety Contour on a planned passage:
The safety contour is one of the most important parameters of all the safety settings for the display of
unsafe water areas, detecting isolated dangers and triggering anti-grounding alarms. The safety contour
is basically an outline which marks the division between safe and unsafe waters.
The display of obstructions in safe/unsafe waters and behaviour of ECDIS alarms is complex. Dealing
with a situation where a safety contour must be crossed requires a thorough knowledge of ECDIS
operations. All officers must be familiar with NP 232 (Guide to ECDIS implementation, policy, and
procedures) to gain a thorough understanding of ECDIS configuration prior to planning or execution.
All vessels to use the below procedure in case of crossing a pre-determined safety contour at the
voyage planning stage.

1. Calculate safety depth and enter in the ECDIS

2. Select safety contour in ECDIS and select viewing group for soundings, seabeds feature and contours to
be displayed. Ensure all obstructions and potential hazards are displayed (Select Full view)
3. Review the area within safety contour to identify areas greater than safety depth to determine that the
planned passage leg remains in safe water.
4. Create Limiting danger Line manually using mariners object when vessel has to cross safety contour.
Construct a manual update line to create a safety contour equivalent to the safety depth, using the
highlighted safety depth as an indication of the contour- allow a safety margin where values displayed
are less than the safety depth. Use existing contours to establish the likely shape of the manual contour
5. Add Mariners note to show area that may be crossed at appropriate height of tide date and time for
planned crossing
6. Run route check to confirm that safety contour crossing is identified and note in Voyage plan for review
and approval by the Master.
7. Increase bridge manning level as deemed necessary by the master to monitor the vessel’s movement
with activated safety contour alarms.
8. Carry Out Risk Assessment and send to office for approval.
Hazards associated with the above procedure would include but not limited to the below.
1. The user will need to be aware that the auto route check will display a warning for crossing the safety
contour but possibly no further indication if the route is planned into waters shallower than the entered
safety Contour.
2. Similarly, during monitoring the voyage, the guard zone will activate an audible alarm when it
encounters the safety contour and possibly not activate any further alarms once the vessel moves into
water that is shallower than the safety contour entered.
3. A danger could be missed during the visual inspection of the ENC with no electronic warnings or alarms
to warn the user.
4. As the safety contour alarm will be activated but disregarded, a culture of ‘’The safety contour doesn’t
really matter’’ may develop and lead to the safety contour indication during planning, or alarm during
monitoring, being dismissed as not important at any time.
c. Safety Depth: Vessel’s Draft + UKC + Squat allowance at vessel’s dynamic condition (Set as the same
value as the Safety Contour)
d. Deep Contour: at least twice the Safety contour. Indicate the area in which the depth of water is such
that your vessel may experience squat.
e. Safety Height: As per company’s policy i.e. air draft + 0.9m (min)

2. Recommended Safety Guard Zone Settings (SGZ)
The SGZ area set on ECDIS differs depending on the Make of the ECDIS. The SGZ area has to be set and
activated when monitoring. The SGZ will detect dangers or unsafe waters. Hence it should be set subject
to the Geographic location. The following settings of the SGZ are recommended as a minimum:
SGZ alarm settings Pilotage and Confined Waters Coastal Waters Open Sea
30 seconds – 1 or 2 mins or the
Ahead (mins) next higher value available in 10 - 20 mins 20 - 30 mins
ECDIS
1 X vessel beam or next higher
Port (nm) 0.5 nm 2.0 nm
value available in ECDIS
1 X vessel beam or next higher
Stbd (nm) 0.5 nm 2.0 nm
value available in ECDIS
Sector 5 - 10 deg 10 - 20 deg 270 - 360 deg
3. Area with special conditions

An alarm or indication, as set by the user, will be given if, within a specified time or distance, own ship
should would cross the boundary area of a geographic area for which special condition exist such as
Traffic Separation Zone, Caution area, anchorage area, PSSA, Military practice area.
Recommended Settings: To be set at time greater than Position Fixing Interval (PFI) for particular leg of
the passage plan.
4. Deviation from route

An alarm will be given if the specified cross track limit for deviation from the planned route is exceeded.
Recommended Settings: To be determined by the Master after reviewing the passage for proximity of
navigational hazards.
5. Positioning system failure

Navigating officers should be aware of the non-reliability of the GPS input to ECDIS. An error message
will be displayed if the GPS signal is lost stating that 'DR positioning is being used'.

6. Approach to critical point

An alarm will be given by the ECDIS when the ship reaches a specified time or distance, set by the
mariner, in advance of a critical point on the planned route.
Recommended Settings: To be set at time greater than PFI for particular leg of the passage plan.
7. Different geodetic datum

If the datum of the RNC being used is different than WGS 84 then the user has to apply the appropriate
offset.
8. ECDIS failure
Similar to other electronic navigational equipment, ECDIS can fail, either outright or in a way that can
give misleading information. The navigator shall transfer navigation to the back-up system. For further
guidance, please refer to Section 5.8.12
9. Approach to mariner entered feature, e.g., area, line etc

An indication will be given if, continuing its present course and speed, over a specified time or distance
set by the mariner, own ship will pass closer than a user specified distance from a danger (for example
obstruction, wreck, rock or an aid-to-navigation) that is shallower than the mariner’s safety contour or
an aid-to-navigation.
Recommended Settings: To be determined by the Master after reviewing subject passage for proximity
of hazards
The navigating officer should never rely solely on automatic alerts as the alert may not give sufficient
time or space to avoid the hazard.
5.8.10 CRITICAL ALARMS ON BRIDGE

The effectiveness of Alarms and indicators depends upon proper activation of safety parameter
associated with them. Below are list of basic safety parameter and alarms which are a MUST and cannot
be overlooked during any stage by OOW. These alarms CANNOT BE MUTED or OVERRIDDEN.
These are:
1. Safety contour
2. Safety Depth
3. Safety Scale
4. Position system failure (WGS 84 datum)
5. Chart Display Category
6. Chart priority
7. CPA/TCPA
8. Cross Track error / XTE
9. Course difference
10. Waypoint approach
11. Safety Vector
12. Area Vector
13. Safety frame.
14. Navigation danger ring (its Radius)
15. Special Area detecting (defined yes)

Mandatory Alarm and indicators as per IMO publication – IB867E

(These alarms on ECDIS and connected RADAR are bare minimum for Navigation safety and overriding is
not allowed under any circumstances.)
Crossing safety contour

Deviation from Route
Position system Failure
Approach to critical point
Different geodetic Datum
Guard zone or Safety frame (set by OOW)
Crossing Area with special conditions
Indicators:
Information Overscale
Larger scale ENC available
Different reference system
Route planning across safety contour
Route planning across specified area
Position system failure
Position test failure
5.8.10.1 CARE, MAINTENANCE AND MANAGEMENT OF ECDIS

Proper care of the ECDIS system is important to ensure safe navigation.
1. ENCs are supplied to the vessels on DVD/CD-ROMs. These are subject to physical damage or degradation
if not handled or stored correctly. The original discs and updates should be stored safely in dust covers.
2. When a voyage is planned, all courses, safety contours, waypoints and notes are saved in the system and
stored in the voyage or routes subfolder for use again if the voyage is repeated.
3. The ECDIS software is updated as per the maker instructions. Temporary files need to be deleted or old
log files need to be cleared out as per manufacturer's guidance to avoid clogging up the system and
slowing down the operation.
4. Vessels should only use a dedicated memory stick for transferring latest updates to ECDIS. There is still
the possibility of virus attacks, therefore updates shall be applied to one ECDIS Console and updating of
the second ECDIS should not be done unless the update results are verified on first ECDIS.
5. The navigating officer shall ensure that a back-up of the voyage plan on the ECDIS is available in case of
equipment failure of the ECDIS itself or the connected sensors.
6. Password Management (where available): User password allows the navigator to make minor setup
changes (non-critical) to ECDIS and this password shall be known to all navigating officers.
Administration password permits user to make critical set up changes and shall only be accessed by the
Master. Administration password shall be included in master’s handing over notes.
7. It is a good practice that ECDIS should be switched off once when in port for 5-10 minutes
8. The Second Officer shall ensure that a back-up of the ECDIS data is done at regular intervals, preferably
prior every departure.
9. Maintenance of ECDIS to be carried out as per the PMS in accordance with the maker’s instructions.
10. Screenshots to be taken and saved for various settings. This will act as a reference for future use.
11. The Master shall issue ‘Standing Orders’ and ‘Night Orders’ for ECDIS usage.
12. Be aware of the procedure for transferring files (routes, maps etc) from one ECDIS to the other or to
another path or drive.

5.8.11 TESTING OF ECDIS
5.8.11.1 ECDIS HARDWARE / PERFORMANCE TESTS

ECDIS tests included in the operator’s manual should be conducted at the recommended frequency to
confirm that the equipment is functioning normally.
5.8.11.2 ENC TEST

Onboard ECDIS software have been updated to IHO S-52 Presentation Library 4.0 and thus it invalidates
the tests contained in IHO ECDIS Data Presentation and Performance Checks which were specifically
designed and developed for ECDIS using the IHO S-52 Presentation Library edition 3.4 or earlier. ECDIS
capability can be checked by displaying the new symbols introduced in the IHO S-52 Presentation Library
edition 4.0 by opening the ECDIS Chart 1 datasets. Details has been provided in the appendix to this
manual.
Navigation Officers must familiarize themselves with the function in their ECDIS that will display the
edition number of the IHO Presentation Library as this varies across ECDIS manufactures. This function
will be required when Port State Control officers want evidence that the ECDIS is up-to-date to the latest
IHO standards.
5.8.12 ACTIONS IN THE EVENT OF FAILURES OR MALFUNCTION

In the case of any failure or malfunction avoid the temptation of resolving the ECDIS problem as the
first resort.
5.8.12.1 SENSOR FAILURES

Any sensor fed into the ECDIS is only useful to the degree of accuracy to which it has been set up in
relation to the vessel.
Below table details the effects and the actions required during failure of any of the mandatory sensor
input to ECDIS.
Master shall be promptly notified by the OOW in case of failure of any sensor input to the ECDIS, risk
assessment carried out and contingency measures implemented for safe navigation, including
amendment of the voyage plan, posting additional watch keepers on bridge, as may be required.
Company shall be informed with details for assisting in troubleshooting through ECDIS makers.

Sensor
Effect Actions
Failure
 Use the next best means for position fixing

for navigation – secondary GPS, visual and
Radar, and lastly electronically generated
DR/EP.
GPS Failure Loss of position input to ECDIS
 Manually fixing position on ECDIS requires
skill which develops with practice similar to
paper charts.
Ships heading information changes. The

system will continue to provide a correct COG
vector but the heading marker will be  Switch to transmitting magnetic compass if
incorrect, which in turn will affect: fitted, or
Gyro  Bearing information extracted from
ECDIS, eg a bearing of a navigational  Manually input the ships True heading
Compass
derived from magnetic compass or referring
Failure object
to GPS COG and estimated set and drift.
 The picture of feeds that are linked
to the gyro, eg radar, including  Disconnect Radar feed
contacts.
 Set the speed through water to manual and

update the speed that corresponds to GPS
speed.
Speed log input is required in the ECDIS to
Speed Log
determine the set and drift and provide  Enter set and drift manually – ECDIS
failure
backup facility should the GPS fail. calculations of set and drift are
compromised with loss of gyro and/or log.
 Investigate the cause of speed log failure.
AIS failure Loss of AIS target overlay No specific action necessary on ECDIS
Verification of ECDIS position accuracy by comparing
Radar and
RADAR overlay and Chart features will not be
ARPA Loss of Radar target overlay
possible. Also ECDIS cannot be used for target
failure
identification and collision avoidance.

5.8.12.2 GPS POSITION ERROR

In case of error in GPS position
a. Change over to second GPS if interfaced.
b. If both have error, plot observed position. Apply offset to the GPS position to match the observed
position. Ensure ECDIS is changed to DR mode.
c. Plot observed positions regularly and do Parallel indexing on Radar.
5.8.12.3 GYRO ERROR

Once the gyro is correctly set up with the ECDIS, it can be an ideal tool to monitor gyro error, particularly
with radar overlay. If there is a gyro error - do not correct the ECDIS, correct the gyro (the same goes for
anything the gyro feeds.
5.8.12.4 ECDIS POWER FAILURE

a. OOW to call Master and maintain safe navigational watch
b. Changeover to the back-up ECDIS
c. In the event of power failure and both ECDIS reverting to UPS, consider a controlled shutdown of one
ECDIS to save available UPS power.
d. Consider increasing Bridge manning
e. Prepare paper charts for use. Plot vessel’s position and remaining passage on best scale of paper charts
available.
5.8.12.5 COMPLETE ECDIS FAILURE

The 'Officer of the Navigational Watch (OOW) shall immediately
a. Call the Master and inform the Engine Officer on duty
b. Put M/Engines on notice and reduce speed
c. Refer to available paper chart, plot vessel's position
d. Activate Radar Maps if available
e. Contact office and carry out Navigational Risk Assessment and follow company’s flow chart for ECDIS
failure.

5.8.13 SOME COMMON ERRORS/MISTAKES BY THE USER WHICH SHOULD BE AVOIDED

The following table provides a description of some of the user errors/mistakes that can create a
significant navigational risk and have resulted in grounding and collision:
Error Consequence Best Practice
1. Complete Appraisal
Ensure that complete Appraisal by referring to all
not done for passage Improper Passage Plan
relevant publications is done.
planning
Always ensure that all appropriate layers are
2. Insufficient Obstructions, Submarine cables and selected. This is particularly important when
information layers pipelines and spot soundings are not planning passage. If in any doubt, at regular
selected shown on the chart intervals and when breaching safety contour turn
all layers on.
Insufficient overview of hazards
Use compilation scale. Alter zoom regularly, use
3. Excessive levels of outside of current view that are in
best scale functionality if available, set vector
zoom close proximity, or some layers get
length to consistent value.
deactivated
Insufficient detail to show navigation Check chart in use against passage plan. Be aware
4. Incorrect ENC in use
hazards in proximity of chart ID with respect to scale.
5. Inappropriately set The ECDIS does not correctly identify

See section 5.8.9
safety contour shallow depths or obstructions
Insufficient warning of navigation

6. Inappropriately set
hazard to allow corrective action to Regularly check and adjust XTD and Guard zone
XTD or look ahead
be taken or excessive alarms causing to maintain at an appropriate level.
safety margin
distraction
Navigation hazard proximity alarm Always ensure that at least one of ECDIS’s alarm
7. Alarm muted
not noticed by OOW is not muted.
8. Navigation hazard Give priority to Danger alarms over caution
Proximity of navigation hazard not
proximity alarm not alarms. Set parameters appropriately to reduce
noticed
responded to number of irrelevant alarms.
Ensure bridge team is familiar with the most
9. ENC feature Misinterpretation of navigational
important ENC symbols and have the ENC symbol
misinterpreted danger
book available on the bridge.
10. Information of the
The hazards, symbols or information Access information by ‘Pick Reports’ and also
ENC not accessed in
are not detected fully accessing the various notes in it.
detail
11. All ENCs not Ensure the Digital Catalogue is used properly, and
Ship could run aground
ordered all voyage charts are ordered for.
12. Overreliance on
Ship may not be in the shown Cross-check position by plotting visual or Radar
the ECDIS, especially
position. positions.
GPS position
Settings to be changed only as required.
13. Unnecessary Could lead to confusion amongst the
Important changes should be mentioned in the
changes in settings Bridge team
ECDIS logbook

5.8.13.1 ECDIS PLANNED MAINTENANCE
The Master must make sure the planned maintenance checks are carried out in accordance with the
manufacturer’s recommendations
Monthly checks should include as a minimum:

Purging of the ECDIS to remove cancelled ENCs and Permits. This purging should be completed on
individual ECDIS in case an accidental deletion is made during the process.
Checking of sensor inputs.

Checking of power supply and UPS system.
Any maintenance procedures specified by the ECDIS manufacturer.
5.8.13.2 ECDIS Backup

The Backup ECDIS shall be fully synchronised with the primary ECDIS and the installed ENC to be checked
to ensure they are updated correctly.
The planned route and relevant mariner’s note shall be synchronised and displayed on the backup
system including monitoring methods, display settings and track related information.
Routes, permits and other relevant documentations shall be backed up and maintained on board.
All watchkeepers shall be familiar with manual method to plot the vessel’s position using the backup
ECDIS.
A regular practice of switching to backup ECDIS shall be put into practice to ensure systems and
processes are adequate and upto date.
5.8.13.3 ANTI-VIRUS PROCEDURE AND CHECKS

ECDIS is subject to virus infection as it is connected to other systems and software. If fitted with anti-
virus software, then the ECDIS will automatically detect the virus and trigger an alarm.
However, most ECDIS operating systems have a simple embedded Windows or Linux OS and therefore it
may not have anti-virus software installed on it as it slows down the operating system.
i) Use only the dedicated USB external drive to transfer data between communication computer and ECDIS
ii) Other USB device or external drive must not be connected to ECDIS USB port under any circumstances.
iii) Ships Communication Computer is protected with anti-Virus software. Master shall ensure this software
definition is up to date. When the anti-virus is not updated for more than a week, Master should avoid
transferring data from communication computer to ECDIS until anti-virus software is updated.
iv) All USB sticks and CD/DVD used on ECDIS should be scanned prior use.
If the corrections are received through a broadband connection to the communication computer, then it
is essential for a Firewall to be present between the communication computer and the ECDIS unit. In this
case it is possible to download corrections and update automatically into the ECDIS system.
5.8.13.4 GUIDANCE FOR UPDATING NP 133C

This README.TXT file contains the latest information available on the use of ENCs in ADMIRALTY
services. This information is navigationally significant and should be reviewed for changes when update
to ECDIS is applied on weekly basis. A summary of all updates applied is provided in the README.TXT file
with each weekly update. A spot check must be carried out after weekly update to ensure that the route
remains navigationally safe. Record of such checks must be entered in Section 5 of NP 133C.
Further potentially significant, but less frequently updated, information is contained in the file
“Important-Information-for-AVCS-users.pdf”, located on the Support tab at admiralty.co.uk/AVCS and in
the INFO folder on AVCS discs. This file includes general cautions on the use of ENCs and ECDIS. This file
will be updated when necessary and changes will be announced in this README.TXT file.

The date/time in the "File date" in the header of this README.TXT is inserted when the data exchange
set is created. The most recent change to the file is stated in the txt file. For technical reasons, the date
of the README.TXT file provided in Weekly Update exchange sets may be some days before the date
that the Exchange Set is valid. The README.TXT file that is available to download from
www.admiralty.co.uk is that which is included in the current Weekly Update exchange sets.
Later versions of the README.TXT file and later date/time stamps are included in Exchange sets created
in the ADMIRALTY Digital Delivery Service.
ALL AVCS discs contain a README.TXT file which includes important safety information that should be
read before using the service. The README.TXT file is updated every week and changes are highlighted
in a 'Latest Corrections' section at the beginning. The file should be read as part of the weekly ENC
update process to ensure that all relevant changes are understood and notified. The file is located in the
ENC-ROOT folder and at admiralty.co.uk/avcs.
It contains the following information:
1) Identified overlaps between ENCs which may cause problems in display systems.
2) ENCs which have been withdrawn from service for any reason and which should not be used (permits
will not normally be issued for these ENCs).
3) Specific License and disclaimer text required by some ENC producers.
The table should be used to record a review of the most recent README.TXT file and any actions arising
from it. Long term important information for AVCS users including general cautions about the use of
ENC's, is contained in the document "Important information for AVCS users". The document is available
at admiralty.co.uk/avcs and should be read along with the README.TXT file.
5.8.14 PORT STATE CONTROL INSPECTIONS

PSCOs are increasingly focusing on the means by which ships meet their SOLAS chart carriage
requirements and the effectiveness with which the navigational task is being conducted. The following is
a non-exhaustive list of ECDIS-related issues which PSCOs pay close attention to:
 Appropriate declaration in the ship’s “Record of Equipment” form E.

 ECDIS type approval certificate, confirming that the ship’s ECDIS complies with the relevant IMO
performance standards and the IEC (International Electrotechnical Commission) test standards.
 Maintenance of the ECDIS software to the latest applicable IHO standards.
 Use of latest edition official electronic charts, updated and corrected to the latest available updates and
notices to mariners.
 Adequate independent back-up arrangements (as detailed on “Record of Equipment”), ensuring safe
navigation for the remainder of the voyage in the event of an ECDIS failure
 Approved ECDIS generic and familiarisation training undertaken by the master and officers in charge of a
navigational watch.
 Documented procedures for using ECDIS.
 Listing of ECDIS as critical equipment in the ship’s Safety Management System.
 Conformance and alignment with input from sensors (e.g. heading, speed, rate of turn etc) and
presentation of such information on the ECDIS display.
 Evidence of periodic tests and checks of the ECDIS equipment that need to be carried out in accordance
with the ship’s Safety Management System.
 Demonstration of operational competency by the ship’s navigating officers (e.g. safety checking of a
voyage plan).
Refer below flow charts, these will be helpful in preparing for any PSC.


5.8.15 SYMBOLS USED IN ECDIS

Symbols used in ECDIS could be either the IHO symbols for ENC referred as ‘Simplified’ or the traditional
symbols referred as ‘paperlike’. Below is a quick guide of the symbols, which is not exhaustive.
Note: Refer to “Admiralty Guide to ENC Symbols used in ECDIS - NP 5012” for simplified symbols used
in ENC.


5.8.16 CHECKLISTS, RECORDS AND FORMS

1. NAV 01 – Passage Plan preparation checklist
2. NAV 02A – ECDIS passage plan
3. NAV 09A – ECDIS Familiarisation checklist.
4. ENC Maintenance Record – NP 133C – for recording ENC and ECDIS maintenance and update, including
Base DVD + AIO DVD updates, weekly updates by e-mail, manual updates and ECDIS software updates.
5.8.16.1 USEFUL REFERENCE MATERIAL

1. The user manual of the ECDIS
2. IHO symbols used in ENCs e.g., NP5012
3. Admiralty guide to the practical use of ENCs – NP231
4. Admiralty guide to ECDIS implementation, policy and procedures NP232
5.8.16.2 MANDATORY CARRIAGE OF PAPER CHARTS ON VESSELS USING ECDIS AS THE

PRIMARY MEANS OF NAVIGATION
All vessels using ECDIS as the primary means of navigation are required to carry as a minimum small-
scale chart as list in the company’s “Take me home charts” list as per Appendix.
5.8.16.3 MINIMUM SOFTWARE VERSIONS COMPATIBLE WITH S-63 1.1 DATA AND IHO
LETTERS REGARDING ENC/ECDIS DATA PRESENTATION AND PERFORMANCE CHECK
REFER FLEET CIRCULAR SENT TO ALL VESSELS DETAILING THE LIST OF APPROVED
SOFTWARE, IHO PERFORMANCE CHECK ON ECDIS AND RECORD KEEPING.
APPENDIX - LIST OF TAKE ME HOME CHARTS
CHART CHART CHART

Sr No Sr No CHART NO Sr No CHART NO Sr No Sr No
NO NO NO
1 6 43 1760 85 2594 127 3901 169 4811
2 87 44 1761 86 2595 128 3904 170 4945
3 91 45 1800 87 2647 129 3930 171 4947
4 127 46 1858 88 2656 130 3940 172 4977
5 142 47 1861 89 2710 131 3946 173 5500
6 157 48 1862 90 2717 132 3947 174 5501
7 158 49 1892 91 2785 133 4007 175 5503
8 159 50 1895 92 2872 134 4013 176 5506
9 180 51 1925 93 2873 135 4014 177 5525
10 183 52 1929 94 2883 136 4020 178 5527
11 219 53 1956 95 2884 137 4021 179 AUS487
12 224 54 1959 96 2886 138 4039 180 AUS802
13 259 55 2014 97 2887 139 4040 181 AUS839
14 323 56 2015 98 2888 140 4041 182 AUS840
15 334 57 2018 99 2892 141 4042 183 JP10

16 366 58 2056 100 2893 142 4050 184 JP70

17 367 59 2107 101 2970 143 4051 185 JP77
18 452 60 2108 102 3064 144 4052 186 JP90
19 711 61 2115 103 3171 145 4053 187 JP135
20 712 62 2122 104 3172 146 4070 188 JP150C
21 867 63 2123 105 3174 147 4071 189 JP151
22 868 64 2133 106 3183 148 4204 190 JP201
23 903 65 2182A 107 3186 149 4301 191 JP1053
24 917 66 2182B 108 3187 150 4302 192 JP1062
25 1004 67 2182C 109 3188 151 4401 193 CP1
26 1015 68 2182D 110 3382 152 4402 194 CP5
27 1018 69 2214 111 3482 153 4404 195 IN202
28 1066 70 2241 112 3483 154 4410 196 IN251
29 1104 71 2288 113 3484 155 4509 197 IN292
30 1123 72 2373 114 3488 156 4510 198 PNG388
31 1158 73 2374 115 3489 157 4601 199 PNG397
32 1159 74 2375 116 3561 158 4602 200 PNG510
33 1195 75 2429 117 3578 159 4603 201 PNG512
34 1198 76 2450 118 3661 160 4705 202 PNG554
35 1199 77 2451 119 3706 161 4706 Security Chart
36 1308 78 2454 120 3726 162 4707 203 Q6099
37 1309 79 2470 121 3784 163 4709 204 Q6111
38 1400 80 2471 122 3831 164 4762 205 Q6112
39 1402 81 2472 123 3833 165 4763 206 Q6113
40 1602 82 2565 124 3851 166 4764 207 Q6114
41 1608 83 2573 125 3854 167 4766 208 Q6110
42 1749 84 2578 126 3857 168 4774

SECTION 9 : MAIN PROPULSION, BRIDGE CONTROLS, STEERING GEAR Page Number : 1 of 2
5.9 MAIN PROPULSION, BRIDGE CONTROLS, STEERING GEAR
5.9.1 MAIN PROPULSION CONTROL SYSTEMS, BRIDGE CONTROL SYSTEMS AND ENGINE
ROOMS OPERATING UNDER UNMANNED CONDITIONS.
Masters and Chief Engineers must ensure that all OOW’s and Engine Room Staff respectively are
thoroughly familiar with the operation of main propulsion machinery control systems including all
overrides and emergency operating procedures Manual Control etc. New joining deck and engine room
officers must receive this instruction immediately on joining from a senior officer as part of their
familiarization training and are not on any account to be involved in any manoeuvre until this has been
completed.
Masters and Chief Engineers are to ensure that proper instructions for the operation of the main
propulsion machinery are posted on the bridge and in the engine control room. These instructions must
include procedures for all routine and emergency control of the main propulsion machinery. Where
operation of any control e.g. Emergency override of the main engine could have serious consequences in
the event of incorrect use, then this must also be clearly stated. These instructions must be displayed on
permanent plates, which if not fitted, must be arranged by Masters in consultation with the
management office.
Testing of emergency overrides, stops and local control machinery is to be logged.
b) Shaft Alternators
Some vessels maybe fitted with shaft alternators from which the vessel's main electrical supply can be
generated. Officers must understand that the stopping of the engine (hence the shaft) upon which the
alternator is operating could result in the complete loss of power from all main engines and some
auxiliaries.
In vessel's fitted with shaft alternators, all Officers should be aware that the action of changing from
shaft alternator power to diesel alternator power (or vice-versa) can occasionally result in total loss of all
power. The OOW should ensure, so far as practicable, that the vessel is clear of other traffic and is
down-wind /down-tide of other navigational hazards when the change of power source is made. The ER
will expect suitable notice for the change-over, which is to be effected in good time (at least 30 minutes)
before manoeuvring is requested.
c) Testing of Critical Systems in Restricted Waters

Officers and crew members responsible for carrying out routine testing of any machinery or navigational
equipment which might have an effect on the safe navigation of the vessel must never conduct such
tests when:
 The vessel is navigating in restricted waters
 The vessel is in a close quarters situation
 When the failure of such equipment during the test could put the vessel at risk
The Master and Chief Engineer must always be aware of when such tests are to be carried out and must
ensure that they are only carried out when it is safe to do so.
5.9.2 PROCEDURE FOR TESTING STEERING GEAR

To satisfy SOLAS regulations and the Company requirements the steering gear must be tested not more
than 12 hours before departure. The Master and Chief engineer are to establish a system for testing of
the steering gear after a full review of the operating manuals for all equipment concerned. Masters are
also to be guided by the requirements of 33 CFR 164.25.

SECTION 9 : MAIN PROPULSION, BRIDGE CONTROLS, STEERING GEAR Page Number : 2 of 2
The established procedure for testing steering gear is to include following:

 Testing of communication – primary and back-up.
 Check of compass repeater alignment.
 Test of primary steering through full range of movement. Record times of hard-over to hard-over.
 Test of secondary steering through full range of movement. Record times of hard-over to hard-over.
 Test of primary and secondary control systems.
 Test of systems with both motors operating (if system designed to operate in this mode)
 Verification and synchronization of bridge and steering gear rudder angle indicators.
 Test of all alarm systems and indicators in wheelhouse and ECR.
The steering gear is to be kept running until stations are called off.
Clear procedures for changeover from remote steering to local steering control shall be displayed at the
steering console on the bridge and at the emergency control position in the steering flat.
Emergency steering must be tested at least every three months and after any work being carried out
on the steering gear and an appropriate log entry made. All officers MUST know the operation of the
Emergency Steering.
5.9.3 RESERVE MARGINS FOR BUNKERS AND LUBOILS (TEC/21)

The Master is under no pressure whatsoever to reduce safety margins for any reason regardless of the
Commercial Pressures imposed upon him by any person. In general the Company subscribes to the
following Reserves of Bunkers and lubes for sea passage:
1 days reserve for coastwise voyages.
3 days reserve for ocean voyages.

SECTION 10 : ANCHORING AND ROUTINES AT ANCHOR Page Number : 1 of 8
5.10 ANCHORING AND ROUTINE AT ANCHOR
5.10.1 ANCHORING
a) Preparation
Prior to anchoring the Master must have pre anchoring brief with all involved parties, where all possible
risks are evaluated. Checklist (NAV/17) should be completed.
The Chief Officer (or Officer in-charge of anchoring team forward) should be aware of the following:
 Approximate anchoring position
 Method of approach
 Depth of water
 Method of Anchoring
 Scope (Length of Cable to be used)
Prior to arrival at or off a Port, both anchors are to be cleared ready for use. Anchors must not be
cleared, however, as long as the vessel is in deep water where retrieval of an anchor and chain if lost
would be extremely difficult.
Master should consider the following elements:
 The limitation of the anchoring equipment: It is only designed to hold the vessel in good holding
ground, and not to hold the vessel off fully exposed coasts in rough weather. Windlass motor is
generally designed to lift 3 shackles (82.5 m) chain plus the anchor. There is an allowance of 50
percent over this for test but not for in service use. Windlass brake design load is 45% of the
Chain braking load. Chain stoppers are designed for 80% of the breaking strength of the chain.
The windlass brake is designed only to control the mass of the cable in motion and not the mass
of ship. If any studs are missing on the chain, the strength of the chain is reduced by 30% and
excessive stretch on the chain should be avoided.
 The available depth and type of holding ground at this anchorage.
 The minimal Under Keel Clearance
 Location of the anchorage designed for the vessel.
 Tide, direction and strength of the current in the anchorage area. The immediate and predicted
weather, wind direction and strength, visibility, sea condition of wave, swell, meterological and
hydrological predictions etc.
 Shelter provided by topography
 Traffic congestion in the area. The availability of adequate sea room.
 The safety swinging circle of the vessel: A circle with a minimum radius including length of
anchor chain and the vessel's Length Overall.
 The proximity of navigational hazards, underwater pipelines etc. An adequate safety distance to
the nearest vessels and navigational facilities. Anchor dragging whilst at anchor or under way
can cause underwater cable damage. Some newly laid oil pipelines or gas pipelines might not
be marked/updated on the navigation chart. Local warnings should also be monitored. Keep a
distance of 1 NM from underwater cables and pipelines as far as practicable. Sub sea cables are
monitored by external agencies such as ICPC (International Cable Protection Committee)
 Identifying landmarks and fixed landmarks for Position fixing
 An alternative anchorage if the initial selected anchoring position is unavailable.
 The master should also determine the operation mode of the engine. Own vessel’s
manoeuvring characteristics according to the type of anchorage,
 Further refer to Guide to Port Entry, Sailing Directions, local information available

 Use largest scale charts available

 The anchoring position should be approached in a controlled manner. Main Engines and
steering gear should be tested well in advance prior approaching anchorage area.
 Vessels to heave anchor and remain adrift for wind force more than BF5
USE OF ECDIS:
Configuring ECDIS beyond the standard display to display other information such as, but not limited
to, nature of sea bed, submarine cables, pipelines, foul area or obstructions and contents of cautionary
note.
Prohibited/restricted anchoring area to be effectively identified on electronic navigational chart (ENC).

The safety swinging circle to be calculated and checked for enough availability of sea room in width and
depth. (Safety swinging circle = Length of anchor cable + Length of vessel + Safety margin).
Drawing of safety swinging circle on ECDIS and manually checking ENC for navigational hazards.
The Master is to ensure that an experienced Officer is in charge on the forecastle during anchoring. It is
essential that all personnel involved have read and understand the maker’s instructions regarding
operation of the windlass and are aware of the capabilities and limitations of operation.
b) Routine Anchoring
The maximum water depth in which routine anchoring may be carried out is 30 fathoms (50 metres).
Anchoring in deeper water is only to be carried out in an Emergency situation in which the Master
considers it acceptable that the windlass may not be capable of recovering the anchor.
Routine anchoring is to be carried out at the Master’s discretion by either: -
 A combination of walking out the anchor to a predetermined depth and then controlling the length of
chain paid out on letting go by using the windlass brake.
 By walking out the full intended scope of the chain under power.
The Chief Officer (officer forward) should confirm that there is no craft or any obstacle under the bow
and inform to the Bridge. The Master should ensure that the vessel's GPS speed at the time of anchoring
is near-zero . The speed should be verified by visual transits and Radar ranges of Landmarks if available
or other fixed conspicuous targets. Attempts should NOT be made to anchor across the current or tidal
stream. When all way has been taken off the vessel’s head should be close to direction of the stream
and the bow should NOT be swinging excessively. Apart from speed, the direction from which to
approach the anchoring position is important. The best approach heading is of heading into the wind
and tide. The heading of similar sized anchored vessel can give a quite accurate sense of approach
heading. Whereby means of communication between Bridge and the Anchoring party is Portable radio,
the identification of the ship should be clear to avoid misinterpretation of instructions from other users
of such equipment in the vicinity. For deep water anchoring, this briefing must include details of the
timing and staging of walking out the anchor and proposed engine movements.
Before the anchor touches the bottom, the Master is to ensure that the water depth indicated by the
echo sounder corresponds to the charted depth in the planned anchor position and that the vessel’s
speed over the ground has been reduced to an acceptable minimum.
Planned scope of anchor must not to be paid out in one go since the cable may pile up and foul the anchor.
To avoid piling up. If required, short burst of engines may be used to range the cable to the required
length.

When the vessel is brought up, the chain compressor bar or tongue is to be properly engaged across and
bearing on the cable and the device for securing the bar or tongue inserted in its closed position. The
windlass is then to be left out of gear with the brake firmly secured as a back-up to the chain
compressor.
It should be noted that the chain stopper is designed to take the weight of the anchor.
c) Emergency anchoring
There may be circumstances that vessel has to use the anchors in emergency situation. As with any
emergency operation, dropping anchor under the circumstances requires swift action that can prevent
any imminent danger. The handling of the vessel and her anchor will differ as per the characteristics. The
whole point of this emergency operation is to enable the anchor to provide maximum resistance to the
movement of the vessel. The Officer must open let the anchor run out directly from the hawse pipe, as
and when the required information is received by Master orders. There’s no time to walk back anchor in
this case due to probable imminent danger. The Officer undertaking the operation must be at all times
aware that there is another anchor at his disposal which might need to be used.
d) Deep water Anchoring
The Company requires all vessels to walk back the anchor under power to the desired scope in depths
over 50 metres, except in emergency. Vessels must not anchor in depths greater than 100 metres,
except in emergency. If the vessel requires to anchor in depths greater than 100 meters during routine
operations, then office permission should be sought. To avoid damaging the windlass, the anchor cable
should be kept up/down and paid out continuously under power till the entire scope is paid out. Engines
and anchor brakes should be used as required to avoid over-speed and/ or overload of the windlass
motor. When anchoring in deep water anchorages, the depth does not allow for the adequate number
of shackles to be deployed, resulting in the reduction of the holding power of the anchor. Particular
attention should be paid to ensure that the vessel does not drag the anchor.
Anchoring in deep water should be avoided if the following conditions are forecast:
a. Strong wind / current effect

b. High density anchorage or anchorage with restricted area
c. Indistinct dept hf water or sea bottom nature
e) Anchoring of Large Vessels

A major cause of anchors being lost in large vessels is the performance of the brake during the anchor
drop. This can be caused by the inefficiency of the brake, the method of application or an excess of
dynamic loading. These failures occur due to the brakes inability to absorb energy in the process of
arresting the moving cable (dynamic load) rather than the inability to restrain movement of the
anchored vessel (static load).
In large ships it is essential to ensure that the vessel is stopped before attempting to anchor. Tests have
shown that vessels of over 250,000 DWT can suffer equipment failure if attempting to anchor whilst
moving at speeds as low as half a knot over the ground. In large vessels the capability of the anchoring
equipment to absorb the momentum of the vessel is extremely restricted.
There are two generally accepted ways of anchoring large vessels:

1) With the vessel stopped over the ground, the anchor and cable are walked out until half a shackle
or less is off the bottom. The anchor then disengaged and let go on brake. The speed of cable flow
is controlled by applying brake.
2) The vessel stopped over the ground. The anchor and cable is then walked out under power until
the complete length of cable required is paid out on the seabed.

The disadvantages of method 1 are that if the cable is paid out too fast the anchor and cable will pile up
on the bottom leading to poor holding. Secondly, if the brake fails as discussed above then the cable will
run out to bitter end with consequent damage.
The second method requires a controlled cable flow and an accurate estimation of the vessel’s
movement in order to prevent major damage to the vessel’s windlass. It is essential the weight on the
windlass is not excessive allowing the windlass to free wheel.
In both cases it is essential that the vessel’s speed over the ground is as close to zero as possible. This
can be difficult to achieve particularly when anchoring offshore in the deep-water anchorages frequently
used by large vessels.
A Lloyd’s study in the 1980’s into the loss of anchors revealed that between 70 and 80% of all brake
failures occurred while the anchor was being dropped. After carefully reviewing the situation the
company has come to the opinion that in vessels of over 50,000 DWT the preferred method of
anchoring is by method 2. It is accepted that each and every situation is different and in all cases the
final decision rests with the Master.
f) Anchoring in Adverse Weather:

As a basic principle, vessels should not anchor in adverse weather. Heading to open sea or drifting is
always a safer option than anchoring. If at anchor already, it is prudent to leave the anchorage before
the weather conditions deteriorate. The company requires all vessels not to anchor in Heavy Weather
except in emergency and with office permission. This will also require appropriate Risk Assessment and
approval from office. Note that the Anchor equipment is not designed to endure heavy weather.
Essentially the principles of Anchoring in heavy weather are the same as that above for Anchoring Large
Vessels. Vessel needs to be heading in a direction where she rides most easily with minimum rolling
and/or pitching. Anchor should be walked back quickly to below water level to avoid the anchor coming
in contact with the Bow Area or Bulb. Once the planned anchor position has been reached it is prudent
to walk back the anchor and lay the scope using the engines and helm to ensure that minimum weight is
put on the chain while the scope is being laid out. This will require a very controlled movement over the
ground to keep the weight on the chain to a minimum and this requires very good feedback from the
OOW in charge of the Anchor Party. Once the nominated scope has been laid out, the vessel should be
stopped and the weight on the chain allowed to come gradually prior the vessel being brought up. In
Adverse Weather in all probability the cable will be yawing with the cable on a long stay. As long as the
weight on the cable is not excessive and the motion of the vessel is not violent or jerking, the vessel can
be left with the position being monitored very carefully.
During heavy weather conditions, the main engine should be prepared on standby, the bridge and
engine room must be at a navigation level, and officers should stay alert.
g) General Guidelines for Heaving Up Anchor.

Prior Heaving up anchor controls and engines to be tested as per notice given by the Master. OOW in
charge Anchor Party and the bridge team to be briefed by the Master on the plan for heaving up the
anchor. OOW in charge of Anchor Party should be briefed on the amount of cable which is out and the
prevailing weather and how this is likely to affect the vessel. Feedback from the OOW is essential and
the things which he should be constantly updating the bridge team are the LEAD OF THE CHAIN, HOW
MUCH WEIGHT THERE IS ON THE CHAIN, HOW MANY SHACKLES HAVE BEEN SIGHTED AND HEAVED, ANY
TURNS AND TWISTS IN THE CABLE. The OOW should advise the Bridge Team when ANCHOR IS AWEIGH
(i.e. off the bottom), ANCHOR IS SIGHTED, ANCHOR IS CLEAR OF THE WATER and ANCHOR IS HOME.
When he is instructed by the Master, the OOW should commence the securing of the anchor(s) and
confirm when the Anchor is Secured. OOW should ensure that proper PPE is worn by the anchor party
when they are on station for heaving up anchor.

h) Heaving Up Anchor in Adverse Weather Conditions

It is always advisable to heave up anchor and drift or head to open sea prior the onset of adverse
weather. The time available to react based on the limitations of the anchorage and nearby hazard will be
very critical in Heavy weather conditions. Deteriorating weather conditions can be a significant challenge
to the crew. The load limitations of the anchoring equipment, any additional contributing factors due to
weather can lead to serious repercussions leading to accidents such as collision, grounding, damage to
Hull, Loss of anchor etc. When anchor is to be heaved in adverse weather conditions (High Wind Speeds
and high Sea and Swell), Master should ensure that there is Good and Clear Communication established
with the Anchor Party to ensure that essential orders are well received and understood and feedback
from the bow is clearly heard by him and the Bridge Team. Care should be exercised when anchor is
being heaved up so that the Windlass is not subjected to sudden loads due to sudden change in
direction of rotation (eg suddenly paying out cable under power without first stopping the rotation of
the winch in the heave direction). Additionally, a good watch needs to be maintained on the chain while
the anchor is being heaved up and the feedback frequency on the lead of the chain and the weight on
the chain should be made frequently by the OOW in charge of the Anchor Party. Avoid excessive tension
on the anchor cable. ME should be used to relieve the tension on the anchor chain as this also helps in
preventing the anchor from “ breaking out” and dragging while weighing. Anchor chain to be closely
monitored while weighing. Heaving in is stopped as soon significant tensioning is experienced. When
heaving is stopped due to excessive strain, the primary brakes (band brakes) should be immediately
applied so as not to overload the motor. The anchor party personnel should check the anchor behaviour
visually, looking for things such as cable direction, amount of change in the cable catenary (slack) or for
unusual effects, such as snatch shocks when the cable tightens. The Master should consider the impact
of dragging anchor and potentially closing in on hazards like pipelines or power cables. Care should be
exercised when the anchor is Aweigh (i.e. clear of the bottom). Vessel could be rolling or pitching heavily
depending on the aspect of the vessel in relation to sea and Swell and IT IS PRUDENT THAT ENGINES
AND HELM ARE USED TO BRING THE VESSEL AROUND TO A HEADING WHERE SHE RIDES WITH
MINIMUM OR ROLLING AND/OR PITCHING. FURTHERMORE ENGINES AND HELM ARE TO BE USED
JUDICIOUSLY TO KEEP THE WEIGHT ON THE CHAIN TO A MINIMUM POSSIBLE. IT IS PRUDENT THAT
ONCE THE ANCHOR IS AWEIGH TO HOLD THE ANCHOR BELOW THE WATERLINE, PREFERABLY BELOW
THE BOW OF THE VESSEL TILL THE VESSEL IS ON A COURSE WHERE THERE IS MINIMUM MOVEMENT
DUE TO ROLLING AND/ OR PITCHING PRIOR HEAVING UP THE ANCHOR CLEAR OF THE WATER AND
HOME. THIS WILL AVOID THE ANCHOR FROM COMING IN CONTACT WITH THE BOW DURINGROLLING
OR PITCHING AND AVOID DAMAGE.
ar • The time available to react based on the limitations of the anchorage and nearby hazards • The
weather forecast • Communication watch and registration of information received from shore • The level
of experience of the bridge team • The load limitations of the anchoring equipment In the event that
rapidly deteriorating weather is forecast, the Master must make timely decisions whether to: • take on
heavy weather ballast before conditions deteriorate
i) Single Buoy Moorings

When the vessel is secured at an S.B.M, anchors are to remain secured/lashed until cargo operations
have been completed. The anchor and cable are to be secured on the forecastle deck by chain stoppers,
devil-claws, anchor lashings and brake while close to the vicinity of oil fields. All precautions should be
taken to avoid accidentally letting go of an anchor which may cause damage or the explosion of
underwater pipelines. SBM Hourly check log (NAV/22) should be completed.
At departure from the S.B.M, the anchors may only then be cleared ready for the standby period

j) Conventional Buoy Moorings (CBM): While the vessel is being moored to CBM, normally it uses one or
both anchors and the vessel remains tied on to mooring buoys. The conventional way is to drop the
anchor(s) rather than walk back to achieve the desired position of the anchor and drop position with
respect to the sea bed. In such cases the necessary control over the cable should be maintained by using
windlass brake efficeinetly.
k) Checking Anchors at Sea
During sea passages a thorough inspection of the anchor stowage and securing arrangements is to be
carried out daily. During heavy weather this inspection is to be carried out as frequently as the Master
considers it necessary, prudent and safe.
During sea passages a thorough inspection of the anchor stowage and securing arrangements is to be
carried out daily. During heavy weather this inspection is to be carried out as frequently as the Master
considers it necessary, prudent and safe.
5.10.2 ANCHOR BEARINGS

After coming to anchor the ship's position must be carefully established and checked by at least one
alternative method. OOW on the bridge should ensure that a SWINGING CIRCLE is marked soon after
anchoring.
The particulars are to be entered in the Deck Log Book. Frequent position checks are to be made
throughout the period at anchor.
5.10.3 ANCHOR WATCHES

An anchor watch is always to be kept when the ship is at anchor. Machinery and personnel must be kept
in a sufficient state of readiness to deal with conditions which may arise. The Master is to inform the
Chief Engineer of the degree of readiness required for main engines, steering gear and deck machinery.
The strength of the watch must at all times be adequate for the prevailing conditions, bearing in mind
the need for preservation of the ship's safety and security.
The approach of passing traffic is to be closely monitored when at anchor. Should risk of collision be
deemed to exist, or doubt arises as to any vessel's intentions, immediate contact must be established
with the other vessel by means of whistle, signal lamp or VHF.
The Officer of the Watch is to:-
 Ensure that the vessel exhibits the appropriate lights and shapes and that in restricted visibility the
appropriate sound signals are made;
 Ensure that an efficient lookout is maintained;
 Ensure that the state of readiness of the main engines and other machinery is in accordance with
the aster's instructions;
 Determine and plot the ship's position on the appropriate chart as soon as practicable, and at
 sufficiently frequent intervals check this position by taking bearings of fixed navigational marks and/or
marks monitored by automatic radar plotting aids or readily identifiable shore objects;
 Observe weather, tidal and sea conditions;
 Notify the Master if the vessel drags its anchor and undertake all necessary remedial measures;
 Notify the Master if visibility deteriorates;
 Ensure that an inspection of the vessel is made periodically;
 In appropriate circumstances maintain anti-piracy precautions as laid down in the Master's standing
orders.

5.10.4 DRAGGING OF ANCHOR

In case of slightest doubt with regards to anchor dragging, the OOW shall initiate following actions:
a. Raise General Alarm, inform Master and engine room at once, warn other ships in the vicinity, raise
flag ‘Y’ and, if necessary, seek help of port authorities for pilot and tugs.
b. Veer more cable or drop the second anchor as appropriate. The additional length and weight of the
cable will increase the catenary and help the anchor dig itself in and increase its holding power.
Keep the ship’s head into the wind and ease the tension on the cable by using the main engine, rudder
and bow thruster (if applicable).
c. At anchorages which are exposed to heavy wind and swell conditions, all usual heavy weather
precautions must be taken. Weather forecast reports must be taken such that decisions, if required, to
heave up anchor and proceed to sea can be made well in advance and not wait till the situation becomes
out of control. Long range weather forecast (4/5 days) must be taken daily and carefully reviewed by
Master. Efforts should be made in receiving such long term weather reports through local VHF, Radio
and television sources (as applicable).
d. Use the Main Engines, weight anchor and if conditions permit, re-anchor the vessel. Caution is required
when picking up anchor in bad weather to avoid damage to windlass machinery. While heaving up the
anchor, the cable should be kept as close as practicable to up and down. The vessels should consider
use of main engines to manoeuvre vessel or bow thruster, if available, to relieve tension in the anchor
chain before having up. Anchor station crew should closely monitor and report “lead “of cable. When
required brakes can be tightened to avoid the load to continue on the motor and vessel can resume
heaving once the weight is eased off.
In case of loss of anchor, ensure the remaining anchor is ready for immediate use, but avoid use unless
absolutely necessary. Note the position of the lost anchor and, if possible, mark the position with a
temporary buoy system. Advise vessels in the vicinity and the Office, port authorities, agents and
owners. Where considered necessary, move out from the anchorage to safe waters using main
engines.
5.10.5 MAINTENANCE ON MAIN ENGINE WHILE AT ANCHOR

Unless it is considered essential, maintenance work which immobilizes the main propulsion system
should not be carried out when the ship is at anchor.
Vessels may perform maintenance work while the ship is at anchor only if permitted by the local
Authorities. Masters shall request the necessary information from the shore Authorities before
commencing the maintenance work.
When the Chief Engineer deems that maintenance work is necessary, the following instructions must be
followed:
 The Fleet Superintendent is to be informed.
 The Master shall give his approval based on the evaluation of: availability of both anchors,
suitability of seabed for anchoring and anchored position i.e whether in open sea or sheltered waters
 Good weather forecasts for the time required for the maintenance work
 All the weather forecasts available should be listened to during maintenance operations.
5.10.6 EMERGENCY DEPARTURE FROM ANCHORAGE
If there is an imminent danger to the safety of own vessel when at anchor, Master shall consider heaving
up anchor without any delay or if situation demands, may need to release the bitter end of anchor
chain, and proceed to safe location at Sea, under the following circumstances, which includes but not
limited to.

1. Vessel to avoid anchoring if calling a port and asked to anchor upon arrival waiting for berthing where
weather is expected to be rough (wind force more than force 5) and long range weather prediction
indicates similar condition.
2. Approach of tropical storm
3. Fire in the vicinity of own vessel’s anchorage area.
4. Threat of Pirates attack.
5. Risk of collision when own vessel dragging anchor and drifting towards another anchored vessel or
another vessel dragging anchor and drifting towards own vessel.
6. Danger of grounding when own vessel is dragging anchor.
7. Weather worsens or likely to deteriorate wind more that (wind force 5) in the immediate future to such
an extent that the continued stay at the anchorage will endanger vessel’s safety and cause damage to
her anchoring mechanism.
8. Due regard should be taken of weather conditions and anchoring avoided in rough seas or heavy swells
more than 4 mtrs.
9. In case of a tsunami warning affecting the area,
10. If the port authorities or VTS requests the vessel to do so,
11. Any other circumstances where the Master deems necessary to vacate the anchorage.
12. Force Majeure declared in port.
5.10.7 HELICOPTER OPERATIONS
a) Operating Standards
All routine helicopter operations must conform to operating standards contained in the ICS GUIDE TO
HELICOPTER/ SHIP OPERATIONS which will be carried as part of the Technical Library Index. Masters and
Officers Of the Watch of vessels likely to be engaged in the transfer of personnel or stores by helicopter,
are to make themselves familiar these operating standards. Checklist (NAV/18) is to be completed prior
to any helicopter operations.
All ships are to be marked with either a landing area or a winching area.
b) Approved Ships
Helicopter servicing operations are permitted for ships provided with a HELICOPTER DECK, FULL
LANDING AREA, or RESTRICTED LANDING AREA.
Normally on ships of less than 80,000 tons summer deadweight, helicopter servicing operations are
permitted, providing all the following conditions are complied with :-
i) The ship is provided with a winching area;
ii) The service is only used for the embarkation/ disembarkation of pilots/ medical & emergency
evacuation.

CHAPTER 6: MOORING AND ANCHORING OPERATIONS Section Revision Number : 04
CHAPTER 6
MOORING AND ANCHORING OPERATIONS
TABLE OF CONTENTS
6.1 MOORING, TOWING OPERATIONS AND FIRE WIRES

6.1.1 MOORINGS – BASIC SAFETY 1
6.1.2 EFFICIENT MOORING MANAGEMENT 1
6.1.3 SPARE MOORING COMPONENTS 4
6.1.4 MOORING COMPONENT CERTIFICATION 4
6.1.5 WINCH REELING DIRECTION 5
6.1.6 WINCH IN GEAR 5
6.1.7 TOWING, SAFE HANDLING OF TUGS, MOORING BOATS/ LINE HANDLERS 5
6.1.8 MOORING AT CONVENTIONAL MULTI BUOY MOORINGS (CBM) 6
6.1.9 MOORING AT SINGLE POINT MOORINGS (SPM)/TANDEM MOORINGS
TO F(P)SO 6
6.1.10 DOUBLE BANKING AT BERTH 7
6.1.11 SHIP TO SHIP MOORING OPERATION 7
6.1.12 EMERGENCY TOWING ARRANGEMENT (ETA) 8
6.1.13 FIRE WIRES 8

SECTION 1 – MOORING, TOWING OPERATIONS AND FIRE WIRES Page Number : 1 of 9
6.1 MOORING, TOWING OPERATIONS AND FIRE WIRES
6.1.1 MOORINGS – BASIC SAFETY
Mooring and unmooring operations, including the handling of tugs lines and anchoring, are potentially
dangerous operations. Such operations must be carried out under the instructions of a responsible and
experienced officer who has direct contact with the bridge. Officer in charge at mooring stations should
not be directly involved in handling moorings himself i.e should be supervising basis of ‘hands off’. This
approach assists is maintaining safety overview during the moorings. Master to make sure all crew have
done CBT training on mooring. Minimum number of persons at each location for forward: Officer &
three crew members, Aft: Officer & Three crew. Vessel shall maintain a standard risk assessment for
mooring operations. Additionally, risk assessment of the mooring operation should be completed in case
where pre-arrival information indicates the use of an unusual or non-standard mooring arrangement. In
all cases Chief Officer shall ensure that tool box meeting is carried out with all deck crew members and
job scope, hazards, associated permits and PPE requirement is discussed in detail including prior
mooring operations.
 Proper precautions must be observed at all times so as to prevent incidents. The following are some
simple but important notes of guidance:
 Always use appropriate Personal Protective Equipment including safety helmets, safety shoes and
gloves. Safety goggles are to be worn during anchoring.
 Stand clear of all lines when under load.
 Watch your feet. Do not step into a coil or loop.
 Always ensure that a winch operator can see the person in charge.
 Do not leave winches or windlasses running unattended.
 Ensure all equipment is operational and well maintained.
 Mooring areas are to be suitably coated with anti-slip, free from obstructions and litter and must be
adequately illuminated at night.
 Two means of communication must be setup between wheel house and mooring stations. Spare
batteries for communication must be kept charged and available.
 In case of third party mooring crew including supervisor engaged in any mooring operations on board
shall be monitored by the Duty officers for safe mooring operations.
 Whenever ship is calling at a port for first time where Master does not have sufficient information about
the mooring arrangements, he shall endeavor to obtain the same using all methods available, including
requesting the MRSV in Office for support.
6.1.2 EFFICIENT MOORING MANAGEMENT
Good ship mooring management requires a thorough knowledge of mooring principles as well as
knowledge about the safe operation of the equipment on board.
The safe mooring of a vessel also requires close co-operation between the ship and the shore. Mooring
arrangements and planning are to be discussed with the pilot before coming alongside and the
information relayed to the officers in charge of the mooring stations.
When planning a mooring operation ensure that ropes and wires are not used on the same leads or
bollards and that they do not cross in contact with each other. Wherever possible, mooring lines shall be
of the same size and type. However, where this is not possible, then all lines in the same service should
be of the same material (e.g. spring lines all wire and breast lines all synthetic).

a) Checking Winches
Mooring winch brakes must be carefully checked before arrival in and after departure from port to
ensure that:
i. The drums are free of rust scale build up though some light rust is inevitable.
ii. The brake linings are adequate and not in need of renewal.
iii. The brake bands are in good condition.
iv. The brake handles and screw shafts are in good order and turn freely with well greased threads. Check
with brake hard on that there is enough thread left to screw the brake tighter in case of the lining wear
down.
v. The anchor and brake band joining pins are in good free condition and well greased.
vi. The direction of mooring lines is correctly reeled on self-stowing winch drums.
Moorings need to be tended constantly while the vessel is alongside. This should be a part of the routine
which the deck watch will perform. The OOW is responsible in ensuring that the moorings are regularly
tended to during his watch. He should ensure that the moorings are maintained in a uniform condition
i.e. stress on lines should be evenly and the load shared equally by all lines. Unequal load on lines is one
of the primary causes of mooring lines failing/ parting which can lead to a breakout of the vessel from
the berth. This can result in hazardous situations including breaking of shore connection leading to a
pollution, damage to own vessel or other vessels in the vicinity as well as damage to the berth itself.
Hence lack of proper maintenance of moorings and regularly tending to moorings while alongside is of
primary importance.
While preparing the cargo plan, the Chief officer should take the berth conditions into account. This
must be substantiated with specific instructions on how to tend and manage moorings. Towards this end
the following factors MUST be taken under consideration:
a) Prevailing weather conditions which are likely to be encountered while the vessel will be moored
alongside. The weather reports should be consulted and any warnings issued on the NAVTEXT should be
consulted while preparing the Cargo Plan.
b) The tidal conditions which are expected alongside. The tide should be worked out and a note inserted in
the Chief Officers Port/ Night orders recording the Times of High and Low Water which will enable the
OOW’s to anticipate changes in the state of the tide during their watch periods. For Tidal Ports the Chief
Officer should ensure that the Times of HW and LW are prominently displayed in the CCR in addition to
the information being in the Cargo Plan Remarks section. If a berth is exposed to strong current, the
times and direction of the change of current MUST be inserted in the Cargo Plan remarks section.
c) During the pre-transfer conference with the terminal, the Chief Officer must clarify if there is expected
traffic movement adjacent to the berth which will affect vessel while she is moored alongside. In certain
ports there are regular traffic movements which are broadcast by the port authority over the VHF. This
information is stated in the port information guide. This information MUST be entered in the Cargo Plan
as well as the Chief Officers Port/ Night order book so that the OOW is aware of the frequency/ VHF
channel on which these broadcasts are made.
Weather, environmental conditions, passing traffic is to be regularly monitored throughout while the
vessel is moored. In the event that vessel cannot remain safely moored at the berth due to change in
circumstances e.g onset of bad weather, Master to suspend cargo operations and disconnect hoses or
marine loading arms as a first step and as per the criteria agreed with the terminal in the Ship-Shore
Safety checklist. Master to consider deployment of additional mooring lines, engaging tugs to remain
alongside and/or preparations for emergency departure to proceed to a nearby safe anchorage or to sea.
Same to be informed to the Office.
A large number of tanker incidents have occurred while vessels have been improperly moored or due to
mismanagement of mooring while the vessel is alongside. This is a well recognized fact in the Industry.

The Company recognizes this fact and the above procedure is to ensure that Company vessels do not
suffer such incidents. Company ensures that all mooring equipment and fittings comply with the latest
industry guidance as per MEG4 and Class requirements. In case of any issues, Master must send
feedback to Office for review of existing mooring arrangement/ design. Office also conducts review of all
mooring equipment and fittings of any potential vessel being taken into management.
b) Checking Ropes and Wires

Refer to Mooring Equipment Guideline 4th Edn section 5.4 and ship specific LMP, MSMP for stowage/
inspection/removal from service.
i. The mooring ropes/wires/tails must be carefully checked before for arrival in and after departure from
port to ensure they are in satisfactory condition especially the wire eyes and rope tails. Vessels to replace
their rope tails when they have been in service for 18 months, unless experience and hours in use coupled
with inspection indicates a longer or shorter period is warranted. A record of service should be maintained
that includes time in use and inspection results. If safe usage is verified then the tail rope may be
extended for an additional period of 6 months, in any case Maximum 24 months service time or total of
2500 working hours whichever is earlier.
ii. Wires including the eye should be kept well-greased. Where available a wire rope lubricating device is
preferred to be used rather than greasing by hand.
iii. All wire ropes must have the eye at both ends visually checked for condition after use and at minimum
interval of 1 month. Thorough inspection of wire rope must be carried out every 6 months . Should the
condition deteriorate (refer to Manufacturers’ instructions), ropes should be turned end to end once.
iv. Wire ropes should be turned end to end when condition demands or at minimum interval of 5 years.
v. All mooring wires shall be renewed at intervals not exceeding 10 years in service unless condition-
based evaluation as per manufacturer guideline demands earlier replacement. Office must be
informed for replacement of wire ropes.
vi. For Mooring ropes (Excluding HMPE ropes) : All Mooring ropes are to be retired on achieving 5 years
from the date on entry into service or 5000 hrs whichever comes later. Any deformation noticed or
instances where maker advises renewal at earlier duration shall take precedence over above stated
renewal frequency.
vii. Mooring Ropes which have completed 5 years in service but have not completed 5000 hrs and vice
versa will need to be evaluated for further use when experience and hours in use coupled with
inspection indicates a longer period is warranted/acceptable. This is to be done only in consultation
with the office and after detailed inspection has been carried out to ascertain that the rope is suitable
to remain in service
FOR MOORING ROPES

Deployment Routine Inspection Detailed Inspection
Inspection
Description of Line Working Length of Full Length of Line Full length of Line
Inspection line
Frequency Every Mooring 250 mooring hrs or 3 1000 mooring hrs or
Mooring Line Operation monthly* every 1 years*
End-to end every
2500 mooring hrs
or 2.5 years*
Inspected by Mooring party Ship Staff Ship Staff
*whichever comes first

FOR WIRE ROPES ROPES

Description Inspection Criteria Discard Criteria
Visible wire breaks Number in length of Discard if over 4 in
6d or 30d length 6d or 8 over
30d
d = the nominal
diameter of the rope
Localized grouping of broken Localized grouping in 6d or in any one Discard if localized
wires strand grouping in 6d or in
any one strand f
present
Wire breaks at termination Evidence of broken wires. Remake termination
or discard rope.
Fracture of strand Strand fracture. Discard if present
Reduction of rope diameter Percentage reduction Discard if diameter
decreased by 10%
Abrasion of outer wires Degree of deterioration (%) Discard if over 7%
Frequency Mooring wire 6 monthly Every 10 years/
End-to end every 5
years
c) Joining Shackles
i. Wire ropes having rope tails attached with special shackles. There are two types available i.e.
Tonsberg mooring links and Mandal fairlead shackles.
ii. The correct way to connect a Tonsberg mooring link is to have the rope tail around the pin (bolt) and
the wire round the bow of the shackle. The correct way to connect the Mandal fairlead shackle is with
the wire round the pin (bolt) and roller and the rope tail round the bow of the shackle.
iii. For ships with a combination of both types it is essential to ensure that the different types are
grouped
together and not scattered around the mooring system.
d) Winch Brake Test

Winch brakes should be tested after installation and thereafter tested annually to ensure the correct
braking efficiency is maintained. The date and test load are to be marked on the side of the winch reels.
Note that winch brakes should be set to hold 60% of the Ship design MBL of the rope on the first layer.
New equipment is normally designed at 80% ship design MBL but has the capability to be adjusted down
to 60% of ship design MBL.
Care must be taken to ensure that the brakes are kept in good condition and clean. Oil, moisture or
heavy rust on the brake linings or brake drum can reduce the holding capacity by up to 75%.
e) Associated Fittings
Roller fairleads, Panama chocks, bow chain stopper are regularly greased and kept free for smooth
operation.

6.1.3 SPARE MOORING COMPONENTS

Vessels that use wires as their primary mooring system shall carry at least two spare new mooring wires,
two tails spare and one mooring link spare. If the vessel performs regular offshore lightering operations,
then 4 spare mooring tails shall be carried.
Vessels that use synthetic mooring ropes as their primary mooring system shall carry at least two spare
new (unused) mooring ropes.
6.1.4 MOORING COMPONENT CERTIFICATION

Certificates must be available for all wire ropes, synthetic lines, link and tails. These certificates are to be
maintained by the Master in the Mooring System Management Plan. These certificates must be marked
with the date that the component was brought into service on board. Inspection records to be
maintained in Mooring equipment files (LMP & MSMP).
6.1.5 WINCH REELING DIRECTION

There have been many cases of misreeling of wires on drums reported during ship inspections over the
years. Brake bands are designed for the wire pulling directly against the fixed end of the brake strap. All
drums are to be clearly marked to show the proper direction of reeling, A misreeled drum can result in a
reduced load holding capacity of only 30% that of a correctly reeled wire.
6.1.6 WINCH IN GEAR

The holding load capacity of a brake on a steam powered winch can be increased by leaving the winch in
gear with the steam on. This should only be regarded as an emergency measure and is a clear indication
of a problem with a brake.
6.1.7 TOWING, SAFE HANDLING OF TUGS, MOORING BOATS/ LINE HANDLERS (Also refer to
Chapter 5, section 5.5.7(i) for use and disposition of Tugs).
It must be remembered that towing operations may place excessive loads on ropes leads and
connections. The safe working load of all equipment must be known and clearly marked on all
equipment. When tugs are used to assist in manouvering the ship, additional care is required by the
ship’s crew. To minimize the possibility of damage, tug push points should be clearly marked on the
ship’s hull.
Bollard pull of the tug in relation to the SWL of vessel’s bitts /Panama Chocks and location of designated
tug push points to be discussed with pilot, same to recorded in Checklist NAV 08. If SWL of Bitts / Chocks
is less than bollard pull, Pilot must inform tugs to use low power, not to exceed SWL. Prior to any tow
commencing a plan shall be agreed with the Tug Master or Pilot involved. All personnel involved must be
briefed in their duties and safety precautions taken. Once the tow is connected all non-essential
personnel must keep clear of the operational towing area. If essential work is necessary in the
operational area then the snap back zone should be avoided and exposure time kept to minimum. The
condition of the tug’s lines is unknown and the crew mooring stations will not normally be aware of
when the tug is actually heaving or what load is being applied to the line. When the tug is being secured
or let go, the person in charge of the mooring should monitor the operation closely to ensure that no
load comes onto the line before it is properly secured or while it is being let go. Never let a tug go until
instructed to do so from the bridge. Do not merely respond to directions from the tug's crew. If the
towline has an eye on it, heave this past the bitts so that there is sufficient slack line to work with,
stopper-off the line, then put the eye on the bitts. Do not try to manhandle a line on to the bitts if there

is insufficient slack line. If the line has no eye and is to be turned up on the bitts it should always be
stoppered-off before handling it. When letting go, do not simply throw the line off the bitts and let it run
out. Always slack the line back to the fairlead in a controlled manner using a messenger line, if
necessary, to avoid whiplash. Further recommendations on towing refer to Code of Safe Working
practices.
When berthing and unberthing, it is the duty of the Master to ensure that the vessel is handled in a safe
and controlled manner, having due regard to the safety of those on the berth, in mooring boats as well
as the crew of the vessel. Care should be taken that undue strain is not put on mooring lines.
Boatmen and Berth Operators/Ships’ Agents employing them on behalf of the vessel Master, are
reminded that Boatmen are employed to assist in the berthing/unberthing of a vessel. They are an
important and integral part of the mooring operation, but it should be clear that the mooring operation
is under the control of the vessel’s Master.
When paying out mooring lines from the ship, care should be taken to avoid excessive weight for the
Linesmen by keeping the bight to a minimum and under control. Before bringing a mooring boat under
the bow to collect a line, the ship’s anchors should have been secured i.e. not in use or being prepared
for use. Similarly, a mooring boat should not be allowed under the stem or stern whilst thrusters and
engines present a hazard. Ship's crew should be instructed not to use weighted heaving lines. No
mechanical throwing devices are to be used.
Care should be taken to ensure that the vessel is moored in the correct position, and as required by the
Berth Operator, before mooring personnel are stood down.
6.1.8 MOORING AT CONVENTIONAL MULTI BUOY MOORINGS (CBM)

When berthing at buoy moorings (CBM/SBM), Risk assessment to be carried, take all precautions
considered during berthing alongside. In addition, Master must check the terminal requirement and seek
professional advice from the berthing Master (Mooring Master/ Pilot).
Caution: Excessive loads can develop in certain mooring lines during the mooring operation. Use good
quality moorings of adequate length.
Maintain good communication between bridge and aft stations to avoid entanglement of the mooring
lines or mooring boats in the vessel’s propeller.
The mooring team to be well aware of the hazards involved. Beware that at many conventional buoy-
mooring berths, the vessel’s moorings are supplemented by shore moorings. These wires are often
heavy and only experienced personnel must handle them around the warping drum of a winch.
Make frequent and regular inspection to ensure that mooring lines are taut keeping the movement of
the tanker to a minimum.
Excessive movement can cause damage at the manifold connections.
6.1.9 MOORING AT SINGLE POINT MOORINGS (SPM) / TANDEM MOORINGS TO F(P)SO

Maintain the SPM equipment and fittings in good condition and include in the pre-mooring checks.
Cranes, winches and tongue stoppers shall be checked to ensure they are in an operational condition.
Risk assessment to be carried out prior making approach to a SPM or F(P)SO, Prior making approach to a
SPM or F(P)SO, carry out a toolbox meeting to discuss the intended approach, method and hazards of
the mooring operations between:
 Mooring Master / Pilot
 Master
 Chief Officer
 Other crewmembers involved in the operation

The vessel shall endeavor to obtain terminal information and procedures prior to approach and comply
with mooring/unmooring procedure at berth. Normally the operation is supervised by a shore Mooring
assistant stationed on the bow. A responsible officer shall accompany mooring assistant and pass Master
instruction to Mooring assistant. The responsible officer shall be in radio contact with the bridge. He
shall report to the bridge regularly the bow distance off the SPM/ FPSO, if own ship’s bow is in line with
the SPM/ FSU’s stern, or any matter of concern.
Always use the stowage drum to pass the pick-up rope. Never use warping drum for this purpose ie
recovered “hands off”. This will avoid manually handling of the rope. Closely watch the floating cargo
hose.
After making fast, station a watchman with a walkie-talkie on the forecastle for immediately reporting:
 Any failure or imminent failure of moorings or leakage of oil.
 If the vessel ‘rides up’ to the buoy.
It is advisable to have the pullback tug in attendance. The pullback tug might be casted off, before the
vessel casts off the SPM. Ensure that the tug’s line is clear of the propeller before using main engines. Do
not try out the engines without Pilot /Mooring Master’s consent. After disconnection and lowering of
hose into water, keep them clear of the vessel’s propeller and maneuvering zone using support boat or a
tug. Keep both the wheelhouse doors open during these critical maneuvers. While falling astern of the
SPM, the forecastle crew must keep slacking the pickup rope. Do not overstress the rope. Maneuver the
vessel clear from the SPM. Monitor the position of hoses and mooring hawser until the vessel is well
clear. If Master deems it is unsafe to carry out the operation, abort the operation and immediately
inform office.
For guidelines on SPM mooring equipment refer to ‘Recommendations for Equipment Employed in the
Mooring of Ships at Single Point Moorings’ by OCIMF Refer to ‘Single Point Mooring Maintenance and
Operations Guide’ by OCIMF for detailed information regarding SPM operations.
6.1.10 DOUBLE BANKING AT BERTH

It refers to when two or more vessels moored alongside each other on a same berth. Also used as a
means of conducting multiple transfers between the shore and more than 1 tanker at the same jetty at
the same time.
Prior double banking of tankers on a berth for cargo operations conduct a risk assessment covering all
aspect and prepare a formal procedure and safety plan. As a minimum, all parties concerned consider
the following and agree on:
- Safe arrival and departure,
- Strength of jetty construction,
- Mooring fittings and mooring arrangements,
- Personnel access,
- Management of operational safety and emergency unberthing.
6.1.11 SHIP TO SHIP MOORING OPERATION

The Master shall be guided by and must comply with the ship specific STS Plan and OCIMF STS Guide.
The Master shall discuss and agree in advance the mooring configuration with the other ship or
the Pilot / Mooring Master in charge of STS operation. Risk assessment to be carried out. In case of any
concerns with respect to the safety of operations, the Master shall exercise his over-riding authority to
stop the STS operation and inform the MRSV superintendent and charterers promptly. Company does
not allow night time STS ‘berthing’ in general. Any specific request from Charterers, Master must take
Office approval.

Reverse STS lightering operation is an STS operation, where a laden tanker typically of Suezmax or
Aframax size maneuvers alongside a partially laden VLCC or ULCC to transfer cargo to larger vessel.
This differentiates the operation from conventional STS activities, where the maneuvering vessel is
typically in a ballast condition.
With two nearly fully loaded vessels maneuvering alongside under way, the fender selection is critical
issue.
The OCIMF guideline discuss the factors to be taken into account regarding aspects that include berthing
energy absorption requirements and recommended stand-off distances. Vessel to consider the following
but not limited to:
 Availability of high-energy absorption fenders.
 Weather Sea and swell conditions, weather window for operation
 Before committing to a reverse lightering operation, carry out a risk assessment.
 Use of tugs to assist in berthing
6.1.12 EMERGENCY TOWING ARRANGEMENT (ETA)

The requirement for emergency towing arrangement applies to all tankers over 20,000 DWT. ETAs shall
be maintained as per maker’s instruction and inspected monthly. Operating instructions for ETA shall be
provided in location and on Navigation Bridge.
For tankers constructed on or after 01st July’02, the ETA requirement is as below:
• The arrangements shall, at all times, be capable of rapid deployment in the absence of main power on
the ship to be towed and easy connection to the towing ship. At least one of the ETA shall be pre-rigged
ready for rapid deployment.
• ETA at both ends shall be of adequate strength taking into account the size and deadweight of the ship
and the expected forces during bad weather conditions.
Ship should prepare for emergency towing contingency by;
1. Identifying emergency towing equipment on board.
2. For ships fitted without dedicated emergency towing equipment onboard, the ship-staff should identify
strong points forward and aft to which an emergency towing line can be attached. These could be
mooring bitts, anchor chain or the anchor windlass on the bow.
The SWL of connection points should be identified beforehand. Maintain tow lines, pennants or bridles
of adequate strength that can be attached to the strong point and passed through a chock to the water.
3. A minimum of three copies of Emergency Towing Booklet (ETB) should be kept onboard at following
locations;
a) Bridge
b) Forecastle Space
c) Ship’s Office or Cargo Control Room (CCR)
4. ETB contains ship specific procedures for how to deploy the equipment.
5. ‘Emergency Towing Procedures’ manual as per IMO Resolution MSC 256(84) and training of personnel
on those procedures must be complied.
6.1.13 FIRE WIRES (This practice is being phased out, but some terminals still require it)
One steel wire (6 x 36), IWRC construction with sufficient strength shall be provided at both fore and aft
ends of the vessel for towing in emergency while at berth. The recommended sizes of fire wires are as
detailed below:

Vessel Size MBL Length

< 20,000 DWT 30 T 25 meters
20,000 -1,00,000 DWT 55 T 45 meters
1,00,000 – 3,00,000 DWT 100 T 60 meters
> 3,00,000 DWT 120 T 70 meters
FIRE WIRE SHOULD BE OF APPROPRIATE SIZE AS RECOMMENDED IN OCIMF MOORING EQUIPMENT

GUIDELINES WHICH IS PART FO THE TECHNICAL LIBRARY ONBOARD.
The preferred method is to secure the inboard end to bollards, with a minimum of five “figure of eight”
turns on the bitts, and the end led directly to a shipside chock with no slack on deck. The outboard end
of the fire wire is to be provided with an “eye” to which a heaving line should be attached and made fast
at deck level. During load and discharge, the heaving line should be periodically adjusted to keep the
“eye” of the fire wire one to two meters above the waterline. However, vessel should follow specific
terminal requirement for rigging fire wires.

CHAPTER 7: MANAGEMENT OF CHANGE Section Revision Number : 02
CHAPTER 7
MANAGEMENT OF CHANGE
TABLE OF CONTENTS
7.1 MANAGEMENT OF CHANGE

7.1.1 MOC PROCESS SHALL BE CONDUCTED ON BOARD 2
7.1.2 MOC PROCESS SHALL BE CONDUCTED ON SHORE, IN THE COMPANY 2
7.1.3 DEFINITIONS 3
7.1.4 MANAGEMENT OF CHANGE – FLOW CHART 4
7.1.5 SHIPBOARD MOC REFERENCE SHEET 5
7.1.6 SHORE – BASED MOC REFERENCE SHEET 6

SECTION 1 – MANAGEMENT OF CHANGE Page Number : 1 of 6
7.1 MANAGEMENT OF CHANGE (MOC)

Management of Change (MOC) process shall be undertaken both on board and ashore especially for any
change that affects safety; however, minor it may be.
The ultimate goal of the Company’s MOC program is to control the change process to minimize or
eliminate any detrimental impact on safety, property, and the environment, as well as quality, security,
or any other aspect of interest to the company. The Company has identified the respective Class, IMO,
Intertanko, Flag state, OCIMF, CDI and Industry forums as the source of information for emerging
requirements with respect to Safety, Environmental and energy management, Security, Health,
Operational matters
1. Objective: Objectives of this section are to establish the basic principles to be followed for management
of change (MOC) to ensure that proper management process and HSE considerations are given for the
management of potential risk.
2. Applicability: It applies whether the change affects the organization, facilities, infrastructure,
equipment, and/or procedure documents and must be adopted prior to the change being implemented.
3. Change Management Team: The team will comprise of reviewers mentioned in OFF 01 as minimum
should have CEO or TD and DPA. The meetings shall include invitations to the Technical Superintendent
and/ or Marine Superintendent relevant to the MOC being considered. The Committee will review all
changes identified as requiring their approval. Any authorized changes shall be formally recorded in the
minutes of the meeting.
4. Risk Assessment: The Management of Change (MOC) process requires formal risk assessment to be
carried out and necessary controls put in place to bring the risk to an acceptable level, including but not
limited to potential consequences including safety, personnel and environmental implications, any
additional resources required. The Company procedures on Risk Assessment shall be complied with for
this purpose and can be combined with the MOC Form – OFF01
5. Documentation: Persons initiating permanent changes and those authorizing the change through the
review and approval process must produce documentation in accordance with form ‘Management of
Change’ (OFF01) so that important controlled documentation remains up to date.
6. Time Frame: As far as possible, changes should be assigned a due date for implementation. If a
proposed change is not completed within the due date then the change must be reviewed, the initial
hazard observation/risk assessment revisited and re-approval sought. Personnel involved in the
proposal, development, implementation, verification and monitoring stages of the MOC, are kept fully
up to date of process through OFF01.
7. Approval: Approval for any change is to be authorized by the appropriate level of management, with
emphasis on the potential risks to the safety of people, the environment and property of the Company
and its reputation. Any change must comply with international, national and HSSE standards. While a
vessel is in ‘routine service’ changes to plant and equipment should be avoided.
8. Training Needs: Any training needs that have been identified (within a defined period) as part of the
review of change shall be recorded and dealt with as part of ‘Management of Change’ process.
9. Monitoring: From the time of initial construction, or acquisition, of a vessel, a historical record shall be
maintained that indicates any structural or technical changes made, the status of equipment, and how
that status has evolved from the original design.

The DPA shall ensure compliance with the procedure and report the status of any proposal for
permanent change and any post implementation review to the ‘Change Management Team’.
10. Review of Change: Prior to the implementation of any change, the assessment of that change must be
carried out using the ‘Management of Change’ form (OFF01) and its impact reviewed at the defined
level of authority which is based on the level of risk involved. Post implementation of any permanent
change, the Change Management Team may seek assurance that expectations and plans have been
achieved. If any problems are found, the action/resources required to resolve the issue, responsible
person and time frame shall also be recorded in the minutes.
7.1.1 MOC process shall be conducted on board for any:
 temporary change of material that may affect safety;

 permanent change of material that may affect safety;
 non-routine repairs/operations;
 installation/modification of equipment/systems/components;
 temporary or permanent change of process or persons that may affect safety;
 Carriage of new and unfamiliar cargo
 non-availability of a process/material/persons that may affect safety;
 changes that affect critical equipment/systems
 Temporary isolation and reactivation of alarms for maintenance purposes.
 temporary or permanent change of operating parameters of equipment/system outside their normal
operating range;
 ergonomic changes that may affect safety.
 Master shall verify that all applicable drawings, procedures and other technical documents are updated,
on board the vessel, the following any change or modification. In the Company’s office the vessel’s
Superintendent shall do likewise.
 Whenever shipboard management determines the need to change a procedure or create a new
procedure as a result of risk assessment carried out on board, documentation supporting such change
including the reason for the change, shall be maintained on record in accordance with the Company’s
Risk Assessment procedure.
7.1.2 MOC process shall be conducted on shore, in the Company, for any:
 major organisational changes ashore e.g. elimination of positions, changes in reporting relationship,
restructuring etc.;
 newly inducted vessels in the Company’s fleet;
 installation/modification of equipment/system or components;
 Temporary isolation and reactivation of alarms for maintenance purposes if critical.
 decision regarding non-availability of a person / material that may affect safety of life, environment and
property at sea;
 decision regarding non-routine repairs/operations that may affect safety of life, environment and
property at sea;
 decisions regarding installation, modification or permanent changes of material / equipment / systems /
components / process / persons that may affect the safety of life, environment and property at sea;
 decisions regarding non-availability of a process/material/persons that may affect the safety of life,
environment and property at sea;
 Changes and/or upgrades to software
 Implementation of new legislation.
 Changes in trading area.

 Revisions to procedures.
 Newly inducted vessels in the Company’s fleet shall be treated as a “project” in the pre-induction period.
Key steps of each such “project” shall be listed and scheduled. As far as practicable, senior shipboard
management shall be provided with a reasonable period of familiarization with the vessel. All other
personnel shall be provided equipment familiarization and training, upon joining.
 For takeover of new-build vessels, the vessel’s Superintendent shall ensure that from the time of initial
construction, or acquisition, of a vessel, a historical record shall be maintained that shall indicate any
structural or technical changes made, the status of equipment, and how that status has evolved from
the original design.
 If a proposed change is not completed within the time frame set, the proposed change shall be:
 reviewed;
 the initial hazard observation/risk assessment shall be re-visited; and
 re-approval sought
 If a temporary change shall be initiated before permanent changes are in place, such temporary changes
is to be authorised by the original approving authority for the equipment/systems being superseded and
shall be for a limited period. If the initial authorisation for scope or time is exceeded the temporary
change shall be reviewed and re-approved by the next higher level of management.
7.1.3 Definitions
1. Emergency Change: Allows the change to be implemented and commissioned immediately in order to
address an immediate safety, operational, health or environmental situation. In an emergency the
ship’s Master has the authority to postpone the MOC process until control is regained.
2. Temporary Change: A change that has a defined lifetime and which will be removed before a defined
date. The maximum duration of temporary changes will not be more than 6 month. All temporary
changes must have a specific removal date and it is to be documented in the change request.
Temporary changes do not exceed the initial authorisation for scope or time without review and re-
approval by the appropriate level of management.
3. Permanent Change: Any change that is not categorized as a ‘Temporary Change’ or any change that is
considered long term and durable.
4. Organizational Change: Any change in the number of people, their skills, diversity or locations. Those
responsible for supervising or managing the function(s) undergoing change are responsible for clear
and explicit reassignment of responsibilities. It includes change in the number of personnel and/or
competences to perform identified critical activities; or when their roles and/or responsibilities are
substantially increased or modified.
5. Engineering Change: Any engineering work involving a change in design, layout or materials of
construction. It includes any change, to addition, removal or re-sitting of equipment that may affect a
process or system. Engineering change also encompasses design, layout and material changes to
electrical, instrumentation and conventional control systems, planned maintenance including spare part
inventories.
6. Operational Change: Any change to or form documented operating procedures and principles as
outlined in the CMS or manufacturer’s recommendations. Any change to vessel’s ownership, flag,
classification society, trading patterns or addition of cargoes not included in the certificate of fitness.
This also includes any changes to Company policies and standards.
7. Software Change: Any change to programmable digital control and monitoring systems (such as DCS,
alarm monitoring systems, single loop controllers, PLCs etc.) that are used to control or monitor plat

systems and equipment. Any change in software version upgrades, to shipboard or office-based
computer programs. Company supplied and authorized program only to be installed on such
equipment. Upgrades to software as far possible must be avoided while at berth. All upgrades must be
planned when at anchor and not calling terminal or at sea after proper risk assessment has ben carried
out. If upgrade alongside berth is essential, terminal, port authority must be notified.
7.1.4 Management of Change – Flow Chart
Proposals for Change should be guided by the flowchart, noting the decision points and required
methods of communicating a request for change.

7.1.5 Shipboard MOC Reference Sheet
MOC Process Request

Approval to Approval of Implement -
for Risk Assessment Review
Continue Change ation
Change
For:
temporary change of
material that may affect
safety;
For:
permanent change of
safety;
For:
temporary change of
process or persons that
may affect safety;
For:
permanent change of
process or persons that
may affect safety;
For:
temporary change of
operating parameters of
equipment/system outside
their normal operating Master
range; or Master Master
Technical Company’s
Chief Company’s or or
For: Manager Superinten
Engineer Superintendent Chief Engineer Chief Engineer
permanent change of dent
as as applicable as applicable
operating parameters of applicable
equipment/system outside
their normal operating
range;
For:
non-routine
repairs/operations;
For
installation/modification
of equipment/systems or
components;
For:
non-availability of a
process/material/persons
that may affect safety;
For:
ergonomic changes that
may affect safety
For:
changes that affect critical
equipment/systems

7.1.6 Shore - based MOC Reference Sheet
MOC Process Request Approval to Risk Approval of Implementation Review

for Change Continue Assessment Change
For:
major organizational changes
ashore e.g. elimination of CEO /
Technical CEO / CTO / CEO / CTO /
positions, changes in reporting Technical Technical CTO /
Manager/ Technical Technical
relationship, restructuring etc.; Manager/ DPA Manager/ DPA Technical
DPA Director Director
For: Director
newly inducted vessels in the
Company’s fleet;
For:
Installation / modification
of equipment / system or
components/ Temporary
isolation and reactivation
of alarms for maintenance
purposes if critical;
For:
decision regarding non-
availability of a person /
safety of life, environment
and property at sea;
For:
decision regarding non-
routine repairs / operations
that may affect safety of
life, environment and
property at sea;
For:
Technical
decisions regarding Technical Technical
Superinten Manager
installation, modification or dent
Manager/ Superintendent Manager/ Superintendent
/ DPA
permanent changes of DPA DPA
material / equipment /
systems / components /
process / persons that may
affect the safety of life,
environment and property
at sea;
For:
decisions regarding
changes and-or upgrades to
software / implementation
of new legislation /
Changes in trading area /
Revisions to procedures
For:
decisions regarding non-
availability of a process /
material / persons that
may affect the safety of
life, environment and
property at sea;

CHAPTER 8: INCIDENT REPORTING, INVESTIGATION AND ANALYSIS Section Revision Number : 04
CHAPTER 8
INCIDENT REPORTING, INVESTIGATION AND ANALYSIS
TABLE OF CONTENTS
8.1 DEFINITIONS 1
8.2 HAZARDOUS OCCURENCES 1
8.3 NEAR MISS & UNSAFE ACT/CONDITION REPORTING 1
8.4 INCIDENT REPORTING 1

8.4.1 REPORTING TO THIRD PARTIES 1
8.4.2 DETENTIONS REPORTING 2
8.5 CATEGORISATION 1
8.5.1 INCIDENT MATRIX 2
8.6 INVESTIGATION PROCESS – HOW TO INVESTIGATE? 1

8.6.1 PROCEDURES FOR INVESTIGATION OF SERIOUS MARINE INCIDENT (SMI) 1
8.6.2 PROCEDURES FOR INVESTIGATION OF MARINE INCIDENT (MI) 1
8.6.3 INVESTIGATION TEAM FOR A SMI AND MI 2
8.6.4 INVESTIGATION TRAINING 2
8.6.5 INVESTIGATION GUIDELINES 3
8.6.5.1 INTERVIEW ALL THE WITNESSESS 3
8.6.5.2 LISTEN 3
8.6.5.3 PHOTOGRAPHS 4
8.6.5.4 FIRE 4
8.6.5.5 MACHINERY FAILURE 5
8.6.5.6 GROUNDINGS 6
8.6.5.7 STABILITY 7

SECTION 1 – DEFINITIONS Page Number : 1 of 2
8.1 DEFINITIONS
An Incident is an undesired event which results in loss or harm to people, loss or damage of property, loss of
process and/or damage to the environment.
Incidents are classified, reported, investigated and depending on the severity or potential severity of the
occurrence
For the purpose of this chapter, incidents are classified as Serious Marine Incidents, Marine Incidents and
non-Serious Incidents.
A Serious Marine Incident (SMI) involves

 Loss of life
 Severe Pollution (as evaluated by the coastal state or Administration)
 Total loss of the ship
Serious Marine Incident (SMI) also involves other irretrievable damage and/or extreme damage to the
ship with a severity 6 or 5 (on a scale of 1 to 6), where 6 is maximum severity.
Marine Incident is an event or sequence of events that is not a Serious Marine Incident and has occurred
directly in connection with the operation of the ship that endangered, or, if not corrected, would
endanger the safety of the ship, its occupants or any other person or the environment, having a severity
or potential severity of 3 or 4.
Non-Serious Incident is an event, sequence of events or condition that is not a Serious Marine Incident
or Marine Incident and has/may lead to any interruption or unfavorable deviation of process or normal
operations.
Near Miss: A hazardous occurrence, which does not result in an injury or damage but which, under
slightly different conditions, could have done so
Unsafe Act: Performance of a task or other activity that is conducted in a manner that may threaten the
health and/or safety of crewmembers
Unsafe Condition: A condition in the work place that is likely to cause property damage or injury
Consequence: The end result of the hazardous occurrence happening
Incidents may include, but not are limited to:

 Fatality or work-related injury resulting in lost time incidents;
 Collision or contact with other vessels;
 Grounding or bottom touch;
 Pollution, including accidental or uncontrolled release of cargo vapor or gas releases
irrespective of the quantity released;
 Oil spill on deck or other locations on-board including release of cargo, bunker, lube oil, or
hydraulic oil etc.;
 Fire or explosion;
 Cargo system or transfer hose or arm ‘pressing’ or over pressurization due to inadvertent valve
closure ashore or on-board;
 Mooring related incident including rope parting, mooring equipment damage, etc.;
 Anchoring incidents including anchor dragging, anchor fouling, anchor loss etc.
 Structural damage including indentations, internal/external cracks etc.;
 Allison (contact) with fixed objects including jetties, SBM, SPM, locks, bridges, buoys, ice etc.;

SECTION 1 – DEFINITIONS Page Number : 2 of 2
 Failure or breakdown of vessel’s equipment including, but not limited to, main and auxiliary
engine or cargo handling machinery and navigational equipment;
 Drug and alcohol policy violation;
 Cargo loss, contamination, or reaction (e.g.: solidifying, etc.);
 Port state detentions;
 Seizure or arrest;
 Security related incidents including attempted and actual piracy or robbery attacks, security
breaches etc.; and cyber breaches, cyber-attacks and
 Media coverage.
Immediate/ Direct Cause: This is the immediate cause of a hazardous occurrence which immediately
precedes the event. Direct causes include substandard acts and substandard actions such as failure to
follow rules, the use of defective machinery, poor housekeeping or inadequate lighting as examples.
Basic/underlying causes (Root Cause): This is the cause or reason behind the direct cause; the reason
why the substandard act or condition occurred. Root causes could include reasons such as lack of
knowledge or inadequate supervision as examples.
Management Control Failure: This is a further underlying cause which has resulted from a lack of
control from either onboard or shore management and may include inadequate or conflicting
procedures.

SECTION 2 – HAZARDOUS OCCURENCES Page Number : 1 of 1
8.2 HAZARDOUS OCCURENCES
This section covers the reporting of hazardous occurrences.

The reason for reporting these occurrences is to making the fleet a safer place to work. This is achieved
by:
 Using each occurrence as a learning opportunity
 Identifying direct and root causes
 Taking steps to help avoid recurrences
A Hazardous Occurrence occurs when safety “barriers” fail and/or go unchecked – no one intervenes
- stops the job.
Personal safety hazards:

 Give rise to hazardous such as slips trips and falls – usually one worker affected for each
occurrence.
Process safety hazards:
 Give rise to major incidents such as loss of containment, fires and explosions, groundings,
collisions, etc. Process safety can have catastrophic effects and result in multiple injured
workers, as well as substantial environmental, structural and financial damage.
Investigations establish why these barriers failed and establishes control measures to prevent
recurrence. The company emphasizes that investigations should be carried out in conformity with the
Company’s “Just Culture” policy.

SECTION 3 – NEAR MISS & UNSAFE ACT/CONDITION REPORTING Page Number : 1 of 3
8.3 NEAR MISS & UNSAFE ACT/CONDITION REPORTING
There can be many near misses leading up to a single incident that occurs on board ship and it is only
by identifying them and learning from them that we can hope to avoid incidents happening.
Accordingly, the importance of reporting near misses cannot be over emphasized, therefore
Company encourages active reporting of all near misses on board.
Near miss reports are completed using the report in Company’s ERP under Safety Management
called NEAR MISS REPORT electronically and sending it to the office.
It is also vital that the other parts of this form are completed in full in order to build up a complete
picture of the near miss. This is not only to enable proper follow-up onboard or from the office, but
it is also in order to satisfy external auditors and port state inspectors. These auditors and inspectors
will do a simple calculation of the number of actual incidents against the number of near misses. If
this ratio appears to them to be incorrect they may issue a finding against the ship. The office will
send its comments via Company’s ERP to the ship using the office comments section of the report.
In order to examine the importance of near misses, let us look at the following simple example:
1 DEATH Man climbs a ladder, which falls and Man dies.
300 LOST TIME Man climbs a ladder, which moves and Man suffers
INJURIES injuries.
3,000 NEAR MISSES Man climbs a ladder, which moves slightly but Man is not
injured.
30,000 UNSAFE ACTS/CONDITIONS Man climbs a ladder, which is against a bulkhead,

unsecured and unattaended.
It can be seen from the example that for every death there are 3,000 Near Misses and 30,000 Unsafe
Acts and unsafe conditions. In reducing the number of near misses and unsafe acts/ conditions, the
chances of injury and/or death can be greatly reduced. However, before this can happen, the unsafe
acts must be identified and in turn ways of reduction investigated.
Methods to reduce the risks could include changes to procedures and training. The Company
however cannot do this without feedback from the ship. This feedback comes in the form of the
Near Miss reports which the ship files.
The sole purpose for reporting unsafe act/ condition is to investigate, react positively and try and
reduce the number of near misses resulting in fewer actual incidents. All near misses are closed from
Office on basis of Severity. For Significant Near Miss (Potential Severity 5 or 6) and in accordance
with the incident matrix under section 8.5.1 of this chapter, the Company will send a Fleet Alert by
e-mail to the entire fleet

Master is required to stress to the entire complement the need for Near Miss Reporting. The
Company handles the Near Miss reports with “JUST CULTURE”, which it expects the Master to
emphasize to the complement onboard his ship.
Failure to send in reports will result in this procedure not working correctly. In turn if the procedure
fails the end result will be no reduction to actual incidents, and may even result in an increase.
Unsafe Act/Condition Process

The Safety Officer is responsible for this process.
 Ensure crewmembers witnessing unsafe act/condition
 Intervene to stop the job
 Complete Unsafe Situation Report, Giving all pertinent details
 Hand report note to immediate supervisor or head of department
Note: Names or ranks of those involved, or the reporter’s details do not need to be included on the
report.
 Enter reports in Company’s ERP
 Discuss reports at next Safety Meeting
Safety Report Box Process
The Safety Officer is responsible for this process.

 Ensure Safety Report Box is present/made onboard
 Locate box at either:
o A stairwell or;
o Alleyway
 Keep box locked with access restricted to:
o Safety Officer
o Master
Unsafe Act examples:

 Operating without qualification or authorization.
 Working without the correct permit to work
 Lack of or improper use of PPE.
 Failure to tagout/lockout.
 Operating equipment at unsafe speed.
 Failure to warn.
 Bypass or removal of safety devices.
 Using defective equipment.
 Use of tools for other than their intended purpose.
 Working in hazardous locations without adequate protection or warning.
 Improper repair of equipment.
 Horseplay.
 Wearing unsafe clothing.
 Taking an unsafe position.

Unsafe Condition examples:

 Defective tools, equipment, or supplies.
 Inadequate supports or guards.
 Congestion in the workplace.
 Inadequate warning systems.
 Fire and explosion hazards.
 Poor housekeeping.
 Hazardous atmospheric condition.
 Excessive noise.
 Poor ventilation

SECTION 4 – INCIDENT REPORTING Page Number : 1 of 2
8.4 INCIDENT REPORTING

The Master shall initiate Shipboard Emergency Response for a Serious Marine Incident in accordance with
the SMPEP/SOPEP
The Master shall promptly notify the Company by the most efficient means every time a Serious Marine
Incident, Marine Incident, or Breaches of Regulations occur. Additionally, the Master shall make necessary
notifications as required by rules and regulations related to the vessel and marine industry including any
regulatory reporting warranted by the nature of the incident.
The Master may depute to the Company, notification as required by the marine industry.
This includes notification to various Oil Majors for Serious Marine Incident or Marine Incident.
In addition to the above, the Master shall report all Serious Marine Incident, Marine Incident and Non-
Serious Incident as a Non Conformance Report in the Company’s ERP. A hard copy retained on File in the
Master’s file 7/ b/. On receipt of the electronic form in the office, the Report shall be processed to analyse
and ascertain the causes of the incident and to establish immediate corrective actions and long-term
preventive actions. The Master is required to print the completed form with company review and
maintain same in the Masters file 7/ b/. A hard copy is retained in the office as well as the occurrence
being stored on the electronic Company’s ERP database.
In cases where a Third Party is involved form (SAF/02a) is to be completed. In cases where injuries have
been sustained to many crew members, one form is to be completed for each casualty. Where no injury
has been sustained, only one form is required.
Witness Statement (SAF/02c) is to be filled out to send any witness statements.
Where deemed necessary in accordance with the incident matrix under section 8.5.1 of this chapter, the
Company will send a Fleet Alert by e-mail to the entire fleet.
8.4.1 REPORTING TO THIRD PARTIES

Report incidents/incidents resulting in damage creating threat of pollution:
IMMEDIATELY to:
1. Company who will advise Master on necessary notifications to additional third parties.
2. Coastal State Authorities
As required to:
1. Flag State in compliance with Flag reporting requirements – samples shown below:
a) Liberia Form RLM 109 & 109-1
b) Marshall Islands Form MI-109, MI-109-1, MI-109-2 & MI-109-3, RLM-300
2. Port State in compliance with Flag reporting requirements– samples shown below:
a) USCG - Forms CG2692 & CG2692B & CG2692C & CG2692D
b) Port states will also require notification when a serious incident occurs either in port or
within their territorial waters. The DPA will co-ordinate these notifications copying the
vessel in on them as well.
Note: Masters are also to be guided by the vessel’s SOPEP/SMPEP (Appendix 1) which gives details
of the relevant shore authorities for contacting in cases of marine pollution as well as other contacts
for the ship, including Owners, Class and Flag State (Appendix 3), Qualified Individual (if applicable).
The ships agent should be consulted with for port state specific requirements.
3. Charterers where specifically required by voyage orders
By request to:
1. Government Agencies, judicial bodies or local authority.

SECTION 4 – INCIDENT REPORTING Page Number : 2 of 2
8.4.2 DETENTIONS REPORTING

When a ship is detained by port state due to an incident, major non-compliance with ISM or where
serious defects are discovered, then in addition to the Company being notified, the relevant Flag is
also to be made aware of the fact. This will carried out by the DPA, copying the vessel in as well.
In accordance with the incident matrix under section 8.5.1 of this chapter, the Company will send a
Fleet Alert by e-mail to the entire fleet.
Flag State Requirements for Port State Detention and Port State Deficiency — Panama
See Merchant Marine Circular No.172 - Correction of Deficiencies found in PSC Inspections

SECTION 5 – CATEGORISATION Page Number : 1 of 2
8.5 CATEGORISATION OF INCIDENTS
Non-Serious Incident Marine Incident Serious Marine Incident

Severity >>>>
1. Minor 2. Moderate 3. Severe 4. Major 5. Critical 6. Disastrous
Category
Health & First Aid Medical treatment Lost Work case Permanent partial Permanent total Fatality
Safety case / Restricted disability or such disability
Work Case injury that required
discharge from
vessel
Environmental Spill contained on Spill contained on To sea < 10 m3 of cargo oil, bunkers or To sea > 10 m3 of cargo oil, bunkers
board. Less than 10 board > 10 litres. other pollutant. or other pollutant.
Litres.
Damage – Touched bottom No immediate Vessel grounded and unable to re-float Vessel lost or severely disabled.
Grounding / while underway danger to vessel. within 24 hours. Tug assistance required (Grounding > 48 hrs)
Collision / with no or minimal Vessel grounded –
scratches to the likely to refloat Hard aground with LOF signed.
Contact
bottom plating. within 12 hours. (Grounding > 48 hrs)
Serious hull damage as a result of
Contact with Moderate hull grounding or collision/contact Significant damage / major hull
another vessel / damage as a result rupture as a result of collision /
object with nil Hull rupture as a result of grounding or allision.
of collision/
/minor damage collision/contact
allision.
Majority or all crew evacuated or
vessel partially or entirely
abandoned by crew. External
assistance essential.
Damage – Fire Fire restricted to a Fire over more Fire involving multiple compartments / Vessel lost or severely disabled.
small location and than one small areas. Vessel competent in extinguishing External assistance essential.
extinguished compartment but fire but external assistance (where
quickly. extinguishable by possible) requested. Majority or all crew evacuated or
ship’s fire-fighting vessel partially or entirely
Smoldering due to teams.- Fire in ER requiring use of fixed fire abandoned by crew. External
heat fighting system assistance essential.
contact resulting in Fire restricted to
no delay to vessel. one area. Contained Explosion – explosion which is Explosion with significant
Extinguishable by contained in a single compartment and consequences
ship’s fire-fighting any damage caused limited to the Fire involving large part of the vessel
teams using hoses/ compartment. and external assistance required
extinguishers.
Damage - Equipment failure Equipment failure Recovery is expected to be more than 24 Total Power Loss: Vessel severely
*Equipment where the recovery where the recovery hrs. Assistance with repairs required. disabled with no prospect on board
failure is expected to be is expected to be repair. Tug assistance required.
within 3 hours and less than 24 hrs Significant Equipment Failure : Vessel
no threat to people requires external assistance.
on board,
Operational / Impact on Impact on Impact on Impact on Impact on Impact on
Time Loss operational operational operational operational operating operational
activities with activities with activities with activities with activities with activities with
delay less than 3 delay exceeding 3 delay exceeding 1 delay exceeding 3 delays exceeding delay exceeding
hrs or financial loss hrs but less than 24 day but less than 3 days but less than 30 days but less 3 months or
of less than 5000 hrs or financial loss days or financial 30 days or financial than 3 months or financial loss
USD of 10000 to 5000 loss of 10000 to loss of 100000 to a financial loss of exceeding 1
USD 50000 USD 500000 USD 500,000 to Million USD
1MUSD

SECTION 5 – CATEGORISATION Page Number : 2 of 2
Illness Isolated case(s) of Sudden increase of Outbreak of viral or Epidemic of viral or Epidemic of viral Pandemic of
viral or viral or Gastrointestinal Gastrointestinal or viral or
Gastrointestinal Gastrointestinal illness within 1.5% illness within 2.5% Gastrointestinal Gastrointestinal
illness within 0.5% illness within 0.5% - 2.5% of crew or - 10% of crew or illness within 10% illness above
of crew or - 1.5 % of crew or passengers. passengers. to 50% of crew or 50% of crew or
passengers. passengers. passengers. passengers.
Security Breach of security / Breach of security / Breach of security / Breach of security / Breach of Breach of
related Piracy / theft / Piracy / theft / Piracy / theft / Piracy / theft / security/ Piracy/ security/ piracy
financial loss of less financial loss of Stowaway’s Stowaway’s Theft/ Stowaways with Financial
than 5000 USD between 10000 to financial loss financial loss with a financial loss in excess of
5000 USD between 10000 to between 100000 to loss of between I MUSD
50000 USD 500000 USD 500,000 and 1
MUSD
* Equipment is defined as any equipment or machinery whose failure will have an impact either on the propulsion, steering or
power supply of the vessel
8.5.1 INCIDENT MATRIX
Non-Serious Marine Serious Significant Detention

Incident Incident Marine Near Miss
( Potential/ ( Potential/ Incident (Potential
Actual Actual (Potential/ Severity 5 or
Severity 1 or Severity 4 or Actual 6)
2) 3) Severity 5 or
6)
On 24hr emergency contact
numbers as soon as To Company To Company
To Company
Notification Practicable followed by by by
by voice/email
incident report as per voice/email voice/email
SOPEP/SMPEP on email
Immediate Correction     
Senior Senior Senior

Investigation Team Leader Senior
member member member
(should not be directly involved member
Discretionary Management Management Management
with the incident) Management
Team/MRSV Team/MRSV Team/MRSV
Team
Team Team Team
Rapid Notification (Fleet Alert
Discretionary < 24 hrs < 24 hrs <72 hrs <72 hrs
Email)
HazzOcc report     
Corrective action     
Investigation report NA 60 days 90 days 90 days 90 days
Circular – Investigation report

Discretionary 60 days 90 days 90 days 90 days

SECTION 6 – INVESTIGATION PROCESS Page Number : 1 of 9
8.6 INVESTIGATION PROCESS
Incident Investigation Analysis Technique based on M-SCAT has been incorporated in the Company’s ERP
for reporting/ investigation/ closing of the incidents. Investigation process should consider use of all
available information such as DNA testing, Review of work and rest hours, photos, witness statements,
VDR and/or ECDIS data, review of other relevant records and forms. For further guidance on collection
of evidence, refer to publication ‘Mariners Role in Collecting Evidence’. All personnel connected with the
incident shall not be involved or part of the investigation team.
8.6.1 PROCEDURES FOR INVESTIGATION OF SERIOUS MARINE INCIDENT (SMI)
A Serious Marine Incident shall necessitate activation of the SMPEP/SOPEP and the shore-based
Contingency Plan.
The emergency response on ship and shore for a SMI shall be in accordance with the SMPEP/SOPEP and
Contingency Plan.
Upon receipt of a notification of a SMI, the person receiving the notification (usually the vessel’s
Superintendent or Technical Manager) shall ensure that the CEO, CTO / Technical Director, DPA,
Technical Manager, Marine Manager, and Fleet Personnel Director are immediately notified.
The CEO together with the CTO / Technical Director and DPA, shall exercise due diligence and advice the
vessel regarding immediate correction to be taken on board the vessel.
The CEO together with the CTO / Technical Director and DPA, shall evaluate and determine if adequate
correction has already been taken. If necessary, further action shall be suggested to the vessel and
followed up by the vessel’s Superintendent
Every SMI will entail an investigation by a dedicated Investigating Team.

CEO together with the CTO / Technical Director and DPA will decide on the most suitable person to carry
out the investigation. The Investigation Team leader is to be either :
An experienced / senior person from the Management Team
The person conducting the investigation should not be directly involved with the incident.
Appropriate external resources may be employed in this case e.g. specialised fire investigators.
Statutory reporting requirements shall be complied by the DPA or Alternate.
8.6.2 PROCEDURES FOR INVESTIGATION OF A MARINE INCIDENT (MI)
Upon receiving notification of a Marine Incident, if it is urgently necessary to mitigate the effect of the
Marine Incident and to avoid recurrence, the vessel’s superintendent or Technical Manager shall
exercise due diligence and advice the vessel regarding immediate correction to be taken on board the
vessel.
The CEO together with the CTO / Technical Director and DPA, shall evaluate and determine if adequate
correction has already been taken. If necessary, further action shall be suggested to the vessel and
followed up by the vessel’s Superintendent.
The vessel’s Superintendent or Technical Manager shall ensure reporting of the Marine Incident as a
HazzOcc Report. The HazzOcc Report shall be closed only after ascertaining the immediate and basic
causes and factors contributing to the incident and recommending corrective and preventive action.
Care shall be taken to establish whether any breach of Company procedures, regulations or industry
standard has occurred.

CEO together with the CTO / Technical Director and DPA will decide on the most suitable person to carry
out the investigation. The Investigation Team leader is to be either :
An experienced / senior person from the Management Team
Or a Senior member of the MRSV team
The person conducting the investigation should not be directly involved with the incident.
Appropriate external resources may be employed in this case e.g. specialised fire investigators.
Statutory reporting requirements shall be complied.
8.6.3 INVESTIGATION TEAM FOR A SMI AND MI
The Investigating Team shall jointly have adequate knowledge, training and experience of vessel
operations, technical management, operational management, safety management, required rules and
regulations related to vessel and marine industry. Members of the Investigating Team shall ideally be
independent of the area of investigation. However, the Investigating Team may co-opt person(s) from
the area of investigation in order to provide specific inputs for the investigation from evidence obtained
during the preliminary investigation.
The Investigating Team shall make every effort to ensure that the investigation report is unbiased and
on basis of factual evidence, witnesses’ statement of facts, interviews, records, photographs (if
available), third party reports (if any), log book entries, supporting drawings/plans and other available
information. Care shall be taken to establish whether any breach of Company procedures, regulations or
industry standards has occurred. The Investigating Team may also refer to available industry guidelines
and procedures related to casualty investigation and preparation of reports. Publications that assist with
conducting the investigation shall be referred, as necessary. Company shall ensure the availability of
such resources to the Investigating Team.
Focus of the investigation shall be to ascertain the root causes and factors contributing to the casualty
and to recommend corrective and preventive actions.
The Investigation Report shall be completed, reviewed and approved within the timescale unless express
extension is obtained from the CEO due to unavoidable circumstances. Such extension shall be recorded
in the Investigation Report Form.
The Investigation Reports shall include a proposed timescale for closing out of corrective/preventive
actions.
Review of the Investigation Report shall be done a duly trained and qualified Manager in the Company.
The Investigation Report shall be approved by the Senior Management and they shall review this
timescale until all issues are resolved
The On-board Investigation Team shall comprise of Master, Chief Officer, Chief Engineer and Second
Engineer as the case may be.
The DPA / CEO shall assess the investigation report and determine which authorities need to be notified.
Statutory reporting requirements shall be complied. The Company shall, as far as practicable, share the
result of investigations with industry groups in a pro-active manner in order to disseminate the report
shall be of confidential nature and shall be used only by the Company in aiding the implementation of
preventive and corrective actions for such incidents.
8.6.4 INVESTIGATION TRAINING
The aim shall be to ensure that there are two persons, on board each vessel, capable of conducting an
incident investigation. In addition, an appropriate number of persons shall be available in the Company’s

offices ashore that have undergone such training.
Investigation Training shall be given to shipboard and shore-based management teams on how to
conduct an investigation. Also, incident/casualty investigation training may be carried out through
shore-based training sessions or Company seminars.
Members of shipboard and shore-based management teams, who have completed Investigation
Training (described above), shall be provided with practical experience in incident investigation by
participation in one or more incident investigation as a trainee. A consolidated record of all such
practical training shall be maintained by the Company.
When new senior shipboard personnel are recruited, they shall receive appropriate incident-
investigation training/briefing. Investigation training may be part of a comprehensive briefing conducted
by the MRSV Department ashore or carried out through shore-based training sessions
Each member of the shipboard and shore-based management teams shall undergo refresher sessions in
incident investigation at least once in five years.
8.6.5 INVESTIGATION GUIDELINES
Get the ‘Big Picture’ first. Have a look at the scene of the incident and try to identify the people,
equipment, materials and conditions present at the scene. Take photos, video recordings of the site. This
helps in aiding to memory. Any photos or video recordings taken should be strictly controlled under the
safe custody of the Master and not be available on a computer available in a common space/ area.
8.6.5.1 INTERVIEW ALL THE WITNESSES
Interviews should be done as quickly as possible after the incident so that people do not forget the
details. Interview each person separately. Interviewing at the site of the incident is helpful.
Make sure that the witness is put at ease and explained that the purpose of the investigation is to find
the cause to prevent the incidents and is not for blaming any individual.
Any personnel directly involved with the operations leading to incident, should be asked about their
routine working schedule and rest periods immediately preceding the incident to confirm if they were
adequately rested or could be suffering from fatigue at the time of incident.
8.6.5.2 LISTEN
Allow the witnesses to speak freely and express it in their own words. DO NOT GIVE YOUR OPINIONS
REGARDING THE POSSIBLE CAUSES! DO NOT ALLOW YOUR PAST EXPERIENCES AFFECT YOUR
JUDGEMENT OR LEAD TO PRE-CONCEIVED OPINIONS ON THE CAUSES.
ASK OPEN ENDED QUESTIONS

Avoid asking questions, which are answered in just a “YES” or “NO”. They do not help in prompting the
person’s memory. Ask open ended questions such as “Can you describe in your own words what
happened?”
RECONFIRM YOUR UNDERSTANDING

Repeat what you have understood to the witness to confirm that you have understood the meaning
correctly. USE VISUAL AIDS

Draw sketches, maps, etc. to help a better understanding of the facts. Examine equipment and
surroundings carefully.
Check inspection reports, maintenance records, log books etc. to substantiate evidence.
8.6.5.3 PHOTOGRAPHS
Take sufficient photos.

Consider if any equipment, material needs to be sent ashore for testing or may be required as evidence.
If so, label it and preserve it carefully.
After collecting the evidence, read it carefully and co-relate the evidence to ensure that evidence
received from different sources and individuals is fitting together; e.g. do the timings of the course
recorder tally with the timings given by the persons interviewed?
If required, re-interview witnesses to clarify any doubts.
Analyze the facts carefully. It is important to base judgments on facts and not on pre-determined views.
Drawing a timeline of the events helps in analyzing the incident. ASK WHY. A simple technique to reach
the “root cause “or “basic cause “is to keep asking WHY?
The purpose of an incident investigation is to determine the work element and root causes of incident,
and to assist in providing the company with a solution to prevent recurrence. A proper incident
investigation process ensures that:
1. All incidents (including near misses) are investigated.
2. Corrective action is determined that identify the root cause.
3. Corrective actions are circulated as circulars / Fleet alerts and tracked until fulling implemented among
fleet.
8.6.5.4 FIRE
1. How was the fire detected?

2. When was the fire detected?
3. Where was it thought to be?
4. What action was taken to extinguish the fire (alarms, stations, etc.)?
5. What fire fighting equipment was available (CO2, portable, hoses, BA sets)?
6. Did the equipment work?
7. When was the equipment last inspected?
8. What did the fire fighting parties do?
9. Was it effective?
10. If not, why not?
11. Was the fire electrical, spontaneous combustion, conduction, convection, radiation?
12. How recent were the equipment overhauls?
13. Were they while in drydock or new installations?
14. How frequent are fire drills on the vessel?
15. Are there log book entries of fire drills?
16. Does the vessel have a fire fighting plan?
17. Were the fire service called?
18. Was the vessel stopped?

19. Was the course altered?

20. Where was the seat of the fire? What was the ignition source?
21. Are there any photographs or video evidence of the fire?
22. What was the combustible material involved in the fire?
23. Did the fire give off any gas/smoke, and if so, what colour was it?
24. How were any burns or smoke inhalation treated?
25. How many of the crew have fire fighting certificates?
26. Has there been a fire on board the vessel before?
27. Can I see your incident register?
28. With hindsight, how could you have dealt with it better?
29. Were there fuel remote trips? Ventilation flaps? Fan trips? Pump trips?
30. Were the fire dampers, fuel shut offs, fire doors used? Did they work? How often were they tested?
31. Was any use made of BA gear?
32. Who had been given training in the use of this equipment?
33. Were standard procedures followed
34. What training do the crew get? (courses, drills, videos)
35. Get details if the master, crew were alert/sober - go through work/sleep pattern over last 72 hours to
determine if master, crew were fatigued - in this regard check the quality of sleep which may have
been impaired by noise, personal concerns or interruptions.
8.6.5.5 MACHINERY FAILURE
1. Name, address, telephone number, date of birth, qualifications and experience.

2. Establish, what, where and when.
3. What was the mechanism of the failure, in as much detail as possible?
 What machinery and which part
 Any collateral damage
 Resulting circumstances
 Had there been any signs of impending failure?
 What was done about them?
 Try, if possible, to collect up and save damaged parts.
 Take lots of photos
 Get/make sketches or line diagrams
4. When did it happen?
 Time of damage, as near as possible
 When and how it was noticed
5. Actions taken when the damage became apparent:
 Who did what, and why, when & how?
Once the circumstances of the actual incident/failure have been established, there are a number of
questions you can ask, and actions you can take, that will be a significant help to the inquiry. Questions
such as:
1. Had there been any concerns about this machine?
2. To whom were these expressed? Were they raised at safety meetings?
3. Is there a record?
4. Has this happened before? How many times? Have any trends been identified
5. Were procedures in place to prevent/mitigate this happening again?
6. Are these procedures documented?
7. Can you show that these procedures were followed?

8. What is the maintenance period for this machine?

9. When was the machine last overhauled?
10. Is there a record?
The following documents should be collected or photocopied (as appropriate):

 Machinery manuals
 Engineering drawings, Piping diagrams, Log books
 Any other official records that may be useful, such as maintenance records and planned maintenance
schedules
 Letters/Reports that may refer
 Data log records
1. Are manuals in a language understood by all ship staff?
2. Are there warning signs on the machinery that failed?
3. Would warning signs have prevented the failure?
4. Did fatigue play a part?
5. What would you do to stop a recurrence?
determine if master, crew were fatigued - in this regard check the quality of sleep which may have been
impaired by noise, personal concerns or interruptions.
8.6.5.6 GROUNDINGS
1. Name, address, telephone number, date of birth, qualifications and experience.

2. What was the passage plan? (Ask about courses, times, weather, way points, intentions, distances on
each leg, dangers on passages & why, critical points on passage)
3. What were the night orders? What were you told?
4. What were the standing orders? from both master to others and from company to ship.
5. Ask to see the chart and log book used? Was a Nautical Almanac used or tide tables? Take copies of
charts and logbooks.
6. What was the position fixing method and how often was the position fixed?
7. What was the last fix plotted before the vessel grounded?
8. What were the courses and speeds over the ground that were steered?
9. What were times of course alterations?
10. Were you steering by hand or by auto pilot?
11. What was the Gyro/compass error and the allowance/correction? See compass error book.
12. Do you have a compass correction certificate? What was the deviation on the course steered?
13. What was the weather like, leeway?
14. What was the tidal stream?
15. What was the visibility like? (fog? moon?, how they determined it) Where there any deck lights
impairing visibility?
16. How was the radar performing? Was there clutter? Do they know how to use it? What was the radar
range in use?
17. Was the echo sounder in use and used in comparison with the chart? Was there an alarm set? Does it
work on the plane? Is it affected by speed?
impaired by noise, personal concerns or interruptions.
19. Had you consumed any alcohol?

20. What were the orders (regarding courses, speeds, way points) that were left at the change over of
watch? Before taking over the watch did you verify the vessel’s position? By what means?
21. What time did the vessel ground? What speed do you estimate the vessel grounded at? How many
people were on the bridge at the time of grounding? What was everybody else doing?
22. What was the position of the grounding? Did you check the vessel damage, water ingress, propeller
damage? Was any pollution caused?
23. What was the vessel’ draft?
24. Has the vessel a course recorder?
25. What setting were the engines at when the vessel grounded?
26. Was the gear tested prior to arrival/departure?
27. What was the height of tide?
28. Did any alarms sound before contact?
29. Can I see your incident register?
8.6.5.7 STABILITY
1. Full names, addresses and nationalities of witnesses with contact telephone numbers.
2. Age and date of birth.
3. All sea going qualifications including country of issue. Ascertain, as fully as possible, precisely what
instructions (written, verbal and practical) each witness has received, when and from whom on stability.
(As an example, the holder of a CLM certificate should know what is meant by 'good stability" and "poor
stability" and recognise the warning signs of the latter.) In addition, he should be able to describe the
effect on stability of:
 Free fluid surface
 Low freeboard
 Obstructed freeing ports
 Rolling period. Rolling faster or slower than normal.
4. How long at sea, date of joining the vessel and previous seafaring background of witnesses. How long on
this vessel. What training have you received on stability and free surface effect?
5. Particulars of the vessel should include:
 Name & port of registry
 Type & category of vessel
 Official number
 Present ship location
 Owners and/or agents addresses & contact phone numbers
 Registered & overall length
 Maximum breadth
 When & where the vessel was built
 Gross & net tonnage
 Draughts of vessel
 Summer deadweight & draughts on summer deadweight
 Freeboard on summer deadweight
 TPC at load draught
 Number & location of all watertight doors, watertight/non watertight bulkheads, hopper tanks and
cofferdams
 Number, location capacity and dimensions of all double bottom tanks (void, water ballast, fresh water &
fuel oil)
 Number, location (including height above the keel), dimensions and capacity of all wing tanks, day tanks
& service tanks (void, water ballast, fresh water, lube oil, machinery oil and fuel oil)
 Number, location & capacity of all water ballast and bilge pumps

 Number, location & height above bottom of tank/hull plating of all bilge/ballast suctions including
whether fitted with high bilge alarm.
 Dimensions of cargo holds if applicable
 Number & position of all air pipes to ballast fuel oil tanks and manner of blanking off
 Number & position of all ventilators (including accommodation, engine room, void spaces and if
applicable cargo holds) and manner of blanking off
 Details of all other closing appliances at weather deck level, including their manner of securement, e.g.,
void spaces and if applicable cargo holds
 Number, location & dimensions of all freeing ports
 How were the tank soundings determined: - by manual soundings and/or automatic system?
 What was the purpose of the voyage?
 Navigational information e.g. auto pilot/hand steering
6. Obtain copies of the following documents from the vessel:
 Stability booklet
 Stability cross curves
 Hydrostatic curves
 Bonjean curves
 TPC and displacement curves
 GZ Curves
 Load line certificate
 Tonnage certificate
 General arrangement plan
 Capacity plan
 Pumping arrangement plan
 Shell expansion plan
 Cargo stowage plan
7. Ascertain the distribution/weight and height above the keel of all moveable weights on the vessel at the
time of incident, i.e., cargo, stores, fuel, oil/lubricants, fresh water and ballast water. In respect of
ballast, fuel oil and fresh water tanks, ascertain which of these were empty, full or partly full. Ascertain
the GM of the vessel, if this is possible.
8. Ascertain which, if any, weights were moved or were in the process of being moved, when or shortly
before the incident happened, including when this was done, from where and to which point the weight
was being moved, the amount of weight being moved, the reason why and the type of weight being
moved, e.g., ballasting/deballasting tanks.
9. Ascertain details of the weather, to include height of sea/swell and duration between wave/swell crests.
Clarify the extent to which, if at all, any seas were being shipped on board and if so where and in what
quantity the extent to which this was remaining on the deck and the times at which this occurred in
relation to the incident. Did you know hatches were shut? How did you know?
10. Ascertain the extent to which the vessel was rolling, i.e., in degrees and whether the vessel was rolling
quickly or slowly. Do you understand the significance of this?
11. Ascertain whether the vessel was listed at all before the incident and if so, when and to what extent.
12. Ascertain to what extent, if at all, the vessel was hogged or sagged.
13. Ascertain precisely what steps the crew took to prevent the incident occurring, e.g., by lowering weights,
ensuring weights were properly secured, pressing up slack tanks to reduce free surface effect,
minimising rolling of vessel/water being shipped on deck (e.g., by reducing speed/turning into the
weather, vessel hove to, etc.) securing watertight doors and all openings at weather deck level.
14. What was the disposition of the cargo at the time?
15. Do you understand what is meant by free surface effect (FSE)? How was FSE established? How was it
applied in your calculations and what practical effect did it have?
16. Have there been any modifications to the hull or equipment recently? What are they?

17. What was the draught when you left? What displacement does this draught correspond to?
18. What valves were left open?
19. Do you know if they function adequately as non return valves? When were they last cleaned?
20. How frequently did you have to operate the bilge pump?
21. Describe the fuel transfer procedure. Was it adhered to?
22. What is there to prevent the seawater inlet valve for the deck service line back flooding?
23. Who calculates the maximum bending moments allowed? How does he/she do it? Who sets the
standard? Were the standards exceeded on this occasion?
Get details if the master, crew were alert/sober - go through work/sleep pattern over last 72 hours to
impaired by noise, personal concerns or interruptions

CHAPTER 9 : SAFETY MANAGEMENT Section Revision Number : 13
CHAPTER 9
SAFETY MANAGEMENT
TABLE OF CONTENTS
9.1 RISK ASSESSMENT AND CRITICAL OPERATIONS
9.1.2 DEFINITIONS 2
9.1.3 STEPS OF THE RISK ASSESSMENT PROCESS 2
9.1.4 WHEN SHOULD RISK ASSESSMENT BE CARRIED OUT 2
9.1.5 THE RISK ASSESSMENT PROCESS 5
9.1.5.1 IDENTIFY WORK ACTIVITY AND EVALUATE ALTERNATIVES 6
9.1.5.2 IDENTIFY HAZARD CATEGORY / HAZARDS 6
9.1.5.3 LIST POTENTIAL CONSEQUENCE(S) 6
9.1.5.4 IDENTIFY AND IMPLEMENT EXISTING PREVENTIVE AND MITIGATING
CONTROLS 6
9.1.5.5 DETERMINED RISK 7
9.1.5.6 ESTABLISH AND IMPLEMENT ADDITIONAL CONTROLS (IF NECESSARY) 7
9.1.5.7 REVIEW RESIDUAL RISK 7
9.1.5.8 IMPLEMENTATION OF CONTROLS 8
9.1.5.9 EMERGENCY PREPAREDNESS 8
9.1.6 RISK DETERMINATION 9
9.1.7 CRITICAL OPERATIONS & CRITICAL OPERATIONS CHECKLISTS 12
9.2 GENERAL SAFETY

9.2.2 FAMILIARIZATION 1
9.2.3 SAFETY AND HEALTH COMMITTEE 1
9.2.4 SAFETY OFFICER 2
9.2.5 BEHAVIOUR BASED SAFETY (BBS) 2
9.2.6 SAFETY COMMITTEE MEETINGS AGENDA 2
9.2.7 SHIP SAFETY AND TRAINING RECORD BOOK 3
9.2.8 SELF ASSESSMENTS PROCEDURE 3
9.2.9 SAFETY SIGNS AND NOTICES 4
9.2.9.1 SAFETY SIGNS 4
9.2.9.2 TYPES OF SIGNS 4
9.2.9.3 COLOUR CODING 4
9.2.9.4 PORTABLE AND FIXED NOTICES 5
9.2.9.5 LIST OF POSTERS TO BE DISPLAYED ON COMPANY VESSELS WITH LOCATIONS 7
9.2.9.6 DISSEMINATION OF SAFETY INFORMATION 7
9.3 SAFE WORKING PRACTISES ONBOARD

9.3.1 PERSONAL PROTECTIVE EQUIPMENT (PPE) 1
9.3.2 STORAGE, ISSUE AND MAINTENANCE 1
9.3.3 WEARING OF PPE 1
9.3.4 PERMIT TO WORK SYSTEM 4
9.3.4.1 PURPOSE 4
9.3.4.2 ISSUING OF PERMITS 4
9.3.4.3 LOOK OUT - TAG OUT PROCEDURES 4
9.3.4.4 WORKING ALOFT OR OVERSIDE 5
9.3.4.5 WORK ON ELECTRICAL CIRCUITS 6
9.3.4.6 WORK ON PIPELINES AND PRESSURE VESSELS 6
9.3.4.7 HOTWORK 7
9.3.4.8 HOTWORK AT REPAIR FACILITIES 12
9.3.4.9 WORKING WITH SMALL CRAFT ALONGSIDE 13

CHAPTER 9 : SAFETY MANAGEMENT Section Revision Number : 13
9.3.4.10 ENTRY INTO ENCLOSED SPACES 13

9.3.4.11 CARGO PUMPRROMS – ENTRY PROCEDURE 23
9.3.4.12 H2S GAS MEASURING PROCEDURE / DANGERS 24
9.3.4.13 COLD WORK 25
9.4 GAS DETECTION EQUIPMENT

9.4.1 MINIMUM METER FUNCTION REQUIREMENTS 1
9.5 DIVING OPERATIONS 1

9.6 ENGINE ROOM SAFETY PROCEDURES
9.6.1 CLEANLINESS AND HOUSEKEEPING 1
9.6.2 REMOVAL OF FLOOR PLATES, MANHOLES AND LADDERS 1
9.6.3 SOUNDING PIPES 1
9.6.4 OPERATION OF LIFTING EQUIPMENT 1
9.6.5 GALLEY, CATERING STAFF AND ACCOMMODATION HYGIENE 2
9.6.6 GALLEY SAFETY & HOUSEKEEPING 2
9.6.7 PERSONAL HYGIENE 2
9.6.8 PANTRIES 3
9.6.9 COCKROACH INFESTATIONS 3
9.6.10 ELECTRICAL APPLIANCES 3
9.6.11 LAUNDRY EQUIPMENT 4
9.7 GUIDELINES FOR MAINTAINING GOOD HEALTH AND A SOUND MIND

– BEHAVIOURAL PATTERN
9.7.1 WORKING IN HOT OR SUNNY CLIMATES AND HOT ENVIRONMENTS 1
WITH HIGH HUMIDITY
9.7.2 WORKING IN COLD CLIMATES AND ENVIRONMENTS 2
9.7.3 SAFETY OF CONTRACTORS ONBOARD 2
9.7.4 RESPONSIBILITIES BETWEEN CONTRACTORS AND VESSEL’S MANAGEMENT 2
9.7.5 SAFETY INDUCTIONS 2
9.7.6 - INTENTIONALLY BLANK - 3
9.7.7 COMPLIANCE WITH COMPANY’S HSE POLICIES 4
9.7.8 EAR DEFENDERS/ PRECAUTIONS AGAINST NOISE LEVEL 4
9.7.9 EYE PROTECTION 4
9.7.10 BODY PROTECTION 4
9.7.11 RESPIRATORY PROTECTION 5
9.7.12 SAFETY HARNESSES 5
9.8 SAFE ACCESS

9.8.1 BETWEEN SHIP AND SHORE 1
9.8.2 PILOT LADDERS 2
9.8.3 PILOT LADDERS USED IN CONJUNCTION WITH ACCOMMODATION 3
LADDERS (COMBINATION LADDERS)
9.8.4 PILOT HOISTS 3
9.8.5 TRANSFER BY PERSONNEL BASKET 3
9.8.6 DOORS 4
9.8.7 EMERGENCY ESCAPES 4
9.9 BASIC WORK PRECAUTIONS

9.9.1 HOUSEKEEPING 1
9.9.2 TOOLS AND EQUIPMENT 1
9.9.3 HANDLING OF DANGEROUS OR HAZARDOUS MATERIALS AND GOODS 4
9.9.4 SMOKING REGULATIONS 7
9.9.5 AVOIDING SLIPS AND FALLS 7

CHAPTER 9: SAFETY MANAGEMENT Section Revision Number : 06
SECTION 1 – RISK ASSESSMENT AND CRITICAL OPERATIONS Page Number : 1 of 14
9.1 RISK ASSESSMENT AND CRITICAL OPERATIONS
9.1.1 INTRODUCTION
Risk Assessment is a relatively simple task and is a careful examination of what, in the course of onboard
activities, could cause harm. In carrying out this examination, precautions already in place can be
identified and decisions made as to whether additional actions may be required. The aim is to prevent
or at least minimize the chances of incident or illness onboard. Complacency (for routine and day-to-day
work and functions) is one of the primary reasons why hazardous situations may occur. Towards this
end, the Company has prepared and sent out through the Company’s ERP a set of Specific Standard
RA’s. The Standard RA’s are developed using industry guidance, the Code of Safe Working Practices for
Merchant Seafarers and IMO guidelines for the task being assessed
These risk assessments cover the risks arising from the work related activities on board ship.
Assessments are required to be carried out for all critical operations on board. Circumstances can and
do change frequently. An operation, which may be considered as Routine with minimum risk, attached
to it in normal conditions,may present a higher risk where conditions change, such as heavy weather or
breakdown. Conducting a risk assessment on each occasion that such an operation is carried out will
identify additional precautions that may be required. The start of a RA should be a review of the
Standard RA. These Standard RA’s should be used as a checklist by the personnel allocated the task as a
starting point to ensure that they do not overlook the basic identifications of Hazards and Preventive
Measures. Vessel should add additional Ship Specific Hazards and Preventive Measures. Repeated risk
assessment need not be formal, but can be informally conducted using the previous risk assessment as
the base. Any significant changes in the perceived risks and in control measures should be formally
recoded.
Where no valid risk assessment exists, a Risk Assessment must be conducted before work is
commenced.
Risk Assessment can be carried out on an informal level as well even for daily routine tasks.
Risk Assessment is the determination of risk associated with any process or procedure. Risk Assessment
is a means of increasing the chances of successful action in the face of uncertainty by improving available
information. This can be achieved by one of the following methods:
 Eliminate hazards
 Prevent initiating events (incidents)
 Introduce controls
 Make controls more reliable
 Reduce effects
 Reduce consequence(s)
In the simplest form, anybody can perform risk assessment by asking following questions:
 Why am I doing it at all? (Alternative)
 What could go wrong? (Incident)
 How does it affect others and me? (Severity)
 How likely is to happen? (Likelihood)
 What can I do about it? (Controls)
Risk assessment should be a continuous process. In practice, the risks in the workplace should be
assessed before the work begins on any task for which no valid risk assessment exists.

9.1.2 DEFINITIONS
Incident– An unintended event that results in injury to persons, loss of life, damage or loss of
environmental safety, damage or loss of property.
ALARP – is the acronym for “As Low As Reasonably Practicable”.
Risk is considered to be ALARP when the effort to implement controls to further reduce risk is “grossly
disproportionate” to the marginal reduction in the risk that will be achieved. Deciding whether the risk is
ALARP will also involve a comparison between the control measures in place or proposed and the
measures required by safe work practice. “Safe work practice” includes documented regulations, codes,
standards, guidelines and CMS and ordinary practice of good seamanship.
Control(s) – Any measure taken to prevent a hazard from resulting in an Incident or any measure taken
to reduce the consequence of an Incident.
Consequence – The result of an Incident.
Likelihood (Frequency) – The number of occurrences per unit time (e.g. per year).
Hazard – the property of a substance, situation or practice with the potential to cause harm.
Risk – The combination of the likelihood (frequency) of an unintended event and the severity of the
consequence. (i.e. Risk = Severity x Likelihood)
9.1.3 STEPS OF THE RISK ASSESSMENT PROCESS
Risk Assessment for shipboard operations and ship management shall consist of following steps:
 Identify Work Activity (Detailed description of Work activity)
 Evaluate Alternatives
 Identify Hazard Category and Hazards
 Identify potential effects of Hazards, if it is not controlled (Potential Consequences)
 Identify Existing Controls
 Determine Risk
 Review Risk (ALARP – yes/no)
 Implement Additional Controls (if necessary to reduce risk below ALARP)
 Evaluate Residual Risk
 Review Risk (ALARP – yes/no)
 Identify Emergency preparedness
9.1.4 WHEN SHOULD RISK ASSESSMENT BE CARRIED OUT

Risk Assessment Form, shall be used to carry out documented Risk Assessment in the following
circumstances:
 Before new or non-routine tasks/activities are carried out on board. Before major/odd repair jobs, other
non-routine repairs (following equipment breakdown or arising from the potential for breakdown) or
other potentially hazardous operations are conducted on board. The risk assessment process shall
systematically identify potential hazards and manage operational risks. Preventive measures and
alternative methods of work (where applicable), to ensure safe completion of work, shall be identified
and documented in the risk-assessment process.
 Any non-routine, unplanned or a new task would involve review of the task by ship staff and office to
determine feasibility and resources involved. A Risk assessment is to be prepared to ascertain if the
task can be continued with the control measures and a management of change to identify the changes
involved and the impact . Based on the outcome of the Risk Assessment and Management Of Change
final approval to continue with the task shall be given by the Office Management.
 The judgement of Master and chief engineer is relied upon as the basis for the timing unscheduled
maintenance to avoid creating a hazard for work. Difference in vessel age, construction, operating

conditions, and trade patterns may result in differing maintenance requirements when considering
hazards created in carrying out unplanned/ unscheduled work for the risk assessment. A Tool box
meeting to be conducted prior any unplanned/ unscheduled work.
 Whenever maintenance of critical equipment is carried out on board. The risk assessment shall include:
- personnel, spares and tools
- worst case scenarios
- recovery and mitigation measures
- commissioning and testing procedures
- alternative back-up equipment/systems
- necessary modification in operational procedures as a result
- additional safety procedures (emergency).
If the agreed shutdown period for shipboard critical equipment or systems is to be exceeded, any
extension or alternative actions will require review by the vessel’s superintendent. Such an extension or
alternative actions will also require a further risk assessment to consider changed circumstances such as
environmental conditions, crew fatigue or operational parameters change.
 Routine risk assessment of mooring operations, mooring arrangements and mooring equipment with
the intent to develop a list of identified hazards related to mooring operations, mooring arrangements
and mooring equipment and establish/reiterate countermeasures is carried out annually.
 Whenever there is a deviation from OCIMF standards (refer OCIMF-Mooring Equipment Guidelines) for
construction and material of mooring ropes or mooring wires used on tankers (oil & chemical). Company
concurrence shall be obtained for the risk assessment carried out by the vessel for deviation from these
requirements.
 As a part of a management of change process (refer SMM 7) all temporary and permanent changes to
procedures or equipment on board the vessel shall be subject to risk assessment to evaluate the impact
of proposed changes. The risk assessment shall include the impact of the proposed change upon all
routine and non-routine tasks related to the proposed change and establish controls to mitigate the
adverse effect of the proposed changes. If a proposed change is not completed within a set time frame
then the change must be reviewed, the initial hazard identification and risk assessment shall be revisited
and re-approval sought.
 Development or Revision of CMS documentation, such as operation procedures, plans and instructions,
including checklists as appropriate, for key shipboard operations, to establish appropriate safeguards
after assessing all identified risks to Company’s ships, personnel and the environment.
 For Health and Hygiene risk assessment on board (related to food safety, potable water safety, fresh
water tank cleaning routines, waste management, pest control, hygiene and housekeeping in
accommodation spaces, quarantine and medical facilities, Air handling & ventilation, exposure to
harmful vapours, exposure to asbestos products, exposure to excessive noise & vibration).
 A documented risk assessment shall be conducted during Passage Planning to establish that the risk of
non-compliance with voluntary schemes is low before it is decided not to comply with such schemes.
 Where a certain leg of navigational passage presents an “unacceptable risk” due non-availability of
sufficient navigational information, non-availability of sufficient navigational aids and non-availability of
applicable navigational services.
 When Alternative Watch keeping Arrangement is being considered for implementation on board.
 Whenever a vessel is at anchor, the Bridge shall be manned by an Officer In-charge of the Navigational
Watch. Any other bridge manning arrangement at anchor shall be subject to a risk assessment.
 Before a vessel enters extreme cold weather conditions.
 On every vessel where ECDIS is used for Navigation, the Master shall ensure that a routine risk
assessment of “ECDIS FAILURE ” is conducted annually.
 Every vessel must review on board cyber security implementation and review risk assessment on cyber
security annually .

 If it is planned to top off bunker tanks to a capacity greater than 90%, a risk assessment shall be
conducted on board and the residual risk, after the application of additional controls must be
determined to be ‘Low’ before proceeding with the operation.
 Whenever internal transfer of bunkers is done in port.
 If oil-water separation/filtering equipment required in accordance with MARPOL Annex I, fails or
malfunctions.
 For the development of ship-specific changeover procedure for changeover to low sulphur fuel and the
vice-versa.
 To establish ship-specific designated smoking areas.
 On tanker vessels (oil/chemical) fitted with IGS if due to the particular nature of the cargo it is necessary
to carry the cargo without IG tank atmosphere control, or whenever there is a failure/malfunction of the
Nitrogen System, Oil Fired Inert Gas Generator or Boiler Flue Gas - Inert Gas System.
 When it is necessary to establish ship specific conditions for cargo pump room entry.
 Whenever there are restrictions that prevent the vessel from leaving open a butterworth hatch/ other
suitable tank opening or leaving a butterworth hatch unsecured as a “relief valve” during Nitrogen
Purging/Padding on a chemical tanker.
 When considering suitability of STS transfer location and prior each STS operation.
 A risk assessment shall be completed and necessary controls established every time the mooring winch
machinery is disabled for repairs or maintenance at a ship repair facility.
 For Permit to Work – Entry into Enclosed Spaces.
 For Permit to Work – Hot Work Outside Designated Hot Work Location.
 For Permit Work Aloft / Work Over-side Permit.
 For Permit to Work – Cold Work.
 Whenever transfer of personnel by personnel transfer basket is planned on board a vessel.
 Before taking Heavy Weather Ballast.
 Whenever lack of thermal insulation in Machinery Spaces can cause a fire.
 Any other activity where it is necessary to conduct a risk assessment
Company’s procedures are developed with due regard to Industry Standards (e.g. ISGOTT, COSWP, etc.),
other applicable regulations and to the company’s risk management processes as outlined below.
 If a potential hazard or otherwise undesirable operation is identified during the risk assessment process,
it should be evaluated whether the existing documented regulations, codes, standards, guidelines and
Company’s CMS adequately establishes controls for such a hazard or operation. Whenever risk
assessment reveals lack in an existing procedures or lack of a procedure, a System Improvement shall be
submitted to ensure that the feedback from the risk assessment provides input to continuously improve
the Company’s CMS.
 Where it is found necessary, the results of risk assessment process shall provide inputs for
new/amended CMS procedures.
 If any Additional Control (which is not a situation-specific control or ship-specific control) is identified,
and which is not included in the existing documented regulations, codes, standards, guidelines and
Company’s CMS, a Report for System Improvement shall be submitted.
 Company shall ensure that common risk assessments that are likely to affect the whole fleet of vessels
are distributed across the fleet.
 Whenever “additional controls” identified by shipboard risk assessment requires the assistance of the
shore management, Master shall advise the Superintendent. Records of such risk assessment shall be
maintained both on board and ashore in the Company. Such records shall be subject to Internal Audits
and Master’s Review/Management Review. The Superintendent shall monitor the implementation of all
preventive measures, investigate delays and expedite closure.
 Official records of shipboard risk assessments and related meetings shall be reviewed by the vessel’s
superintendent during the periodic inspection of the vessel.

 Records of risk assessments done ashore in the Company shall be maintained in the Company. Such
records shall be subject to Internal Audits and Management Review.
 Records of all valid/current risk assessments shall be maintained on file at relevant locations both on
board and ashore as required.
 Any exposure to chemicals and biological agents which poses a health risk to persons working on board shall
be identified. When such exposure has been identified, an assessment of the risk posed by the exposure
shall be made. For activities involving exposure to several different chemicals and biological agents, the risk
shall be assessed on the basis of the aggregate and combined risk of the chemicals and biological agents.
The risk assessment shall be performed at regular intervals and whenever there is a change in conditions
which may affect the exposure to chemicals and biological agents for persons working.
Company shall regularly review the validity of risk assessments. Company shall ensure the periodical
review of valid risk assessments; they shall be updated and modified as required. Relevant documents
shall be reissued in part, or as a whole, if required, after each review.
Each ship must identify it’s own particular activities and tasks and this is to include personal health and
hygiene as well. These operations are to be identified in advance of the work being carried out and each
risk assessment is to be reviewed at least annually. The risk assessments are to be filed in Masters File 7)
g).

9.1.5 THE RISK ASSESSMENT PROCESS
Identify
Work Activity
N Can Alternative
Alternative Method
Method
be used?  Training and experience of
Y
relevant personnel,
 Number of personnel,
 Level of Supervision
Identify Hazard  Equipment used for the
activity,
Category / Hazards
 Protection, detection and
control systems (e.g. IGS,
 Applicable regulations, Fixed Gas Detection System
etc.),
 Industry codes,  Maintenance,
 Industry standards, List  Communication/language
 Industry guidelines, Potential
requirements,
 Personal Protective
 Company procedures, Consequence Equipment (PPE),
 Charterers’ instructions,  Company concurrence (as
 Standing Orders. applicable),
 Etc.  Operational Limits set for
Identify Environmental Conditions,
Existing Etc.
Note: Controls
#ALARP – is the acronym for “as low
as reasonably practicable”. Risk is
considered to be ALARP when the Determine
effort to implement controls to further Risk
reduce risk is “grossly
disproportionate” to the marginal
reduction in the risk that will be
achieved. Deciding whether the risk is
ALARP will also involve a comparison
between the control measures in place Is
or proposed and the measures Identify
required by safe work practice. “Safe Risk N Additional Controls
work practice” includes documented ALARP#?
regulations, codes, standards,  Countermeasures for ship-
guidelines and CMS and ordinary Emergency specific conditions,
practice of good seamanship. Preparedness  Countermeasures for situation-
specific conditions,
Y  Enhanced protection, detection
Controls for Work Activity and control systems,
Identified  Enhanced Level of Supervision,
Implement Controls
 Enhanced Operational
Risk Assessment
Completed
Procedures.
 Etc.
Defined 

9.1.5.1 IDENTIFY WORK ACTIVITY AND EVALUATE ALTERNATIVES
The Work Activity must be clearly defined.

If a work activity has more than one task to be performed (e.g. enclosed space entry for tank inspection
and pressure testing of heating coils) each task shall have a separate risk assessment.
Alternative methods of work that permit safe completion of the work shall be identified, documented in the
risk assessment and adopted if it is a safer practicable alternative for the work activity. If there is no safer
practicable alternative, proceed with hazard identification for the work activity.
9.1.5.2 IDENTIFY HAZARD CATEGORY / HAZARDS
Hazard is defined as the property of a substance, situation or practice with the potential to cause harm
(e.g. the flammability of petroleum cargo in cargo tank of an oil tanker is a hazard (not the cargo itself).
Therefore, in this example, “flammability of cargo oil” is identified as a hazard).
Hazard identification requires good understanding of the work activity, work environment and cause-
effect relationships of various tasks and processes within the work activity or related to the work
activity. Identify hazards by step-by-step analysis of the work activity.
Effective identification of hazards is a key factor in meaningful risk assessments.
Each identified hazard, if not controlled by “barriers” can lead to an “Incident” (explosion of tank) which
can have unwanted “consequences” (e.g. loss of life, pollution, etc.)
9.1.5.3 LIST POTENTIAL CONSEQUENCE(S)
List the Potential Consequence(s) of the loss of control of each hazard during a work activity.
All the consequences arising out of the loss of control of each identified hazard should be listed
separately so that controls can be identified and preserved during the work activity.
9.1.5.4 ESTABLISH, IMPLEMENT, MAINTAIN PROCESS TO ELIMINTATE HAZARD USING

HIERARCHY OF CONTROLS AS BELOW
 Elimination of hazard
 Substitute with less hazardous process, operations, materials or equipment
 Use engineering controls and reorganization of work
 Use Administrative controls, including training
 Use of PPE
 EXISTING PREVENTIVE AND MITIGATING CONTROLS ARE BUT NOT LIMITED TO :
 Preventive measures which serve as a “barrier” to prevent the hazard causing an Incident; and
 Mitigation (or recovery) measures which reduce the consequences of an incident (e. g. response
elements to limit the impact of any unplanned occurrences) and accelerate recovery processes after any
unplanned occurrences.
Identify all Controls that are in place, or planned, which ensure that the Hazard will not result in an
unintended event (incident).
Controls include:
 Applicable regulations,
 Industry codes, standards, guidelines,
 Company procedures,

 Charterers’ instructions,
 Standing Orders.
 Training and experience of relevant personnel,
 Number of personnel,
 Level of Supervision
 Equipment used for the activity,
 Protection, detection and control systems (e.g. IGS, Fixed Gas Detection System etc.),
 Maintenance,
 Communication/language requirements,
 Personal Protective, Equipment (PPE),
 Company concurrence (as applicable),
 Operational Limits set for Environmental Conditions, Etc.
9.1.5.5 DETERMINED RISK
Determination of risk requires the determination of the likelihood (frequency) of the unintended event
(incident) occurring, and the severity of the consequence(s) of an unintended event. (ref Company’s
ERP)
To establish likelihood (frequency) of an unintended event, the adequacy and/or reliability of existing or
planned preventive controls for all identified hazards shall be considered.
Similarly, for establishing the severity of the consequence of an unintended event the adequacy and/or
reliability of existing or planned controls for all identified hazards shall be considered.
For shipboard risk assessments, if the determination of risk results in the identification of significant risk or
safety deficiency that cannot be controlled effectively or rectified, by shipboard personnel, it shall be
immediately reported to the Superintendent. This will ensure that a full assessment of the situation is
undertaken both by the shore and ship’s management before the risk/deficiency is eliminated and the
operation can continue.
9.1.5.6 ESTABLISH AND IMPLEMENT ADDITIONAL CONTROLS (IF NECESSARY)
Based on the outcome of a risk assessment, it should be decided whether controls need to be improved,
that is, Additional Controls need to be implemented.
As guidance on selecting appropriate controls, the following is an order of priority for minimizing the
harmful effects of a hazard:
 Remove or eliminate the hazard, i.e., combat the risk at source. This generally applies to environmental
hazards such as noise, heat, cold, dust, smoke etc.
 Contain the hazard, i.e. erect guards or barriers. Dedicated locations for harmful or dangerous
substances
 Use technology to monitor the hazard i.e. Gas detector /oxygen analyser etc.
 Adapt the individual to the work, i.e. train on the use of equipment or control systems, language and
communication requirements, physical and mental suitability.
 Personal protective equipment: This is often viewed as a last resort, i.e. accepting the hazard as all other
control options have been considered.
 Emergency response: Should controls fail and the hazard manifest itself into an Incident the only way to
minimise the consequences is the speed and effectiveness of emergency response.
 Re-design and re-equip: In many instances, controls are put in place to protect the individual from the
risks in bad design or bad and faulty equipment or machinery.
In the above list, more than one option can be implemented if doing so can further reduce risk.

9.1.5.7 REVIEW RESIDUAL RISK
When reviewing Risk Assessment for any work activity, the following points should be considered:
 all controls, existing or planned, should make the risks tolerable.
 residual risk should be “as low as reasonably practicable” (ALARP).
 any new hazards created are assessed.
 feedback from personnel involved in the work activity on the practicality of any existing or planned
controls and suggestions for improvement.
9.1.5.8 IMPLEMENTATION OF CONTROLS
Work shall not commence until all the identified Existing Controls and Additional Controls are strictly
implemented. Achievable targets shall be set for implementation of preventive and mitigation controls
identified in the risk assessment.
For a risk assessment form, sent to the Company, the vessel’s Superintendent shall monitor the
implementation of preventive controls and mitigation (and recovery) controls and investigate any delays
so as to expedite the process.
9.1.5.9 EMERGENCY PREPAREDNESS
A Risk Assessment shall consider advance preparations for emergencies that could occur during the
course of performing the tasks. Emergency preparedness highlight potential situations and procedures
for personnel involved in the tasks, identification of necessary controls to respond to such an emergency,
and establishment of communications with other relevant parties not directly involved in the tasks that
can provide help in case of an emergency. For example:
1. Rescue plans shall be discussed, understood and equipment readied in the event a person working at
height collapses from fatigue, is hurt, or that the hoisting equipment for man riding fails. More
significant than the discussion is to practice the rescue at a safe height prior to beginning the task so
that the viability
of the plan and equipment can be assessed and modified as appropriate.
2. If the task involves handling of chemicals, it is important to consider what to do in case of a spill. If
specialized equipment is needed for cleaning the spill, or special portable firefighting equipment or PPE
in case of a flammable release, such equipment should be immediately available in close proximity to
the worksite.
9.1.5.10 Additional guidelines for NIS registered vessels:
The level of exposure to mechanical vibration may be assessed by means of observation of specific work
operations and reference to relevant information on the probable magnitude of the vibration corresponding
to the equipment or the types of equipment used in the particular conditions of use, including such
information provided by the manufacturer of the equipment. Such assessment is not the same as a
measurement, which requires the use of specific apparatus and appropriate methodology. The risk
assessments, as well as measurements found necessary, shall be repeated on a regular basis and shall be
carried out by qualified personnel with competency in vibration measurements and assessments thereof. If
the company lacks qualified personnel, the employer shall use external services or persons.
Risk assessments of the noise levels to which the persons working on board are exposed, shall be carried
out. This implies that noise measurements according to IMO Resolution MSC.337(91) on protection against
noise is not sufficient to uphold the NMA rules on protection against noise. In addition, the shipowner shall
comply with the NMA rules implementing Directive 2003/10/EC on the minimum health and safety

requirements regarding the exposure of workers to the risks arising from physical agents (noise). The noise
exposure on board may change when the ship is put into operation, and there may be changes in the noise
exposure due to ship reconstructions, new work equipment or machines on board, etc. that result in more
noise than initially calculated. The requirements for noise limits, noise measurements, methods of
measurement, measuring equipment and personnel to carry out the measurements are a part of the risk
assessment. The risk assessments shall be updated on a regular basis, and new risk assessments shall always
be carried out when significant changes affect the noise exposure or when the results of health surveillance
show it to be necessary.
9.1.6 RISK DETERMINATION
To determine the likelihood of risk for various operations, following table can be used:
Severity of Harm


Severity >>>>
Category
Health & First Aid Medical treatment Lost Work case Permanent partial Permanent total Fatality
Safety case / Restricted disability or such disability
Work Case injury that required
discharge from
vessel
Environmental Spill contained on Spill contained on To sea < 10 m3 of cargo oil, bunkers or To sea > 10 m3 of cargo oil, bunkers
board. Less than 10 board > 10 litres. other pollutant. or other pollutant.
Litres.
Damage – Touched bottom No immediate Vessel grounded and unable to re-float Vessel lost or severely disabled.
Grounding / while underway danger to vessel. within 24 hours. Tug assistance required (Grounding > 48 hrs)
Collision / with no or minimal Vessel grounded –
scratches to the likely to refloat Hard aground with LOF signed.
Contact
bottom plating. within 12 hours. (Grounding > 48 hrs)
Serious hull damage as a result of
Contact with Moderate hull grounding or collision/contact Significant damage / major hull
another vessel / damage as a result rupture as a result of collision /
object with nil Hull rupture as a result of grounding or allision.
of collision/
/minor damage collision/contact
allision.
Majority or all crew evacuated or
vessel partially or entirely
abandoned by crew. External
assistance essential.
Damage – Fire Fire restricted to a Fire over more Fire involving multiple compartments / Vessel lost or severely disabled.
small location and than one small areas. Vessel competent in extinguishing External assistance essential.
extinguished compartment but fire but external assistance (where
quickly. extinguishable by possible) requested. Majority or all crew evacuated or
ship’s fire-fighting vessel partially or entirely
Smoldering due to teams.- Fire in ER requiring use of fixed fire abandoned by crew. External
heat fighting system assistance essential.
contact resulting in Fire restricted to
no delay to vessel. one area. Contained Explosion – explosion which is Explosion with significant
Extinguishable by contained in a single compartment and consequences
ship’s fire-fighting any damage caused limited to the Fire involving large part of the vessel
teams using hoses/ compartment. and external assistance required
extinguishers.
Damage - Equipment failure Equipment failure Recovery is expected to be more than 24 Total Power Loss: Vessel severely
*Equipment where the recovery where the recovery hrs. Assistance with repairs required. disabled with no prospect on board
failure is expected to be is expected to be repair. Tug assistance required.
within 3 hours and less than 24 hrs Significant Equipment Failure : Vessel
no threat to people requires external assistance.
on board,
Operational / Impact on Impact on Impact on Impact on Impact on Impact on
Time Loss operational operational operational operational operating operational
activities with activities with activities with activities with activities with activities with
delay less than 3 delay exceeding 3 delay exceeding 1 delay exceeding 3 delays exceeding delay exceeding
hrs or financial loss hrs but less than 24 day but less than 3 days but less than 30 days but less 3 months or
of less than 5000 hrs or financial loss days or financial 30 days or financial than 3 months or financial loss
USD of 5000 to 10000 loss of 10000 to loss of 100000 to a financial loss of exceeding 1
USD 50000 USD 500000 USD 500,000 to Million USD
1MUSD
Likelihood of Harm
Categories for the likelihood of harm Type of occurrence

Extremely unusual. Control measures unlikely to fail. Once in a lifetime for a
Very Unlikely
vessel .
Unlikely Unlikely to occur. - Once per 15 year period for a vessel

There is a good chance the hazard will not occur - Once per 5 year period for a
Remote
vessel
Occasional Likely to occur - Once per 2 year period for a vessel
Likely Very likely to occur - Once per year for a vessel
Highly Likely Likely to occur imminently. There are no effective controls in place
With aforementioned two points identified, the table copied here under is to be used determine the level of risk.
Risk Matrix
Likelihood Severity

Very Unlikely VERY LOW VERY LOW LOW LOW LOW MEDIUM
Unlikely VERY LOW LOW MEDIUM MEDIUM MEDIUM MEDIUM
Remote LOW MEDIUM MEDIUM SIGNIFICANT SIGNIFICANT SIGNIFICANT
Occasional MEDIUM MEDIUM SIGNIFICANT SIGNIFICANT HIGH HIGH
Likely MEDIUM MEDIUM SIGNIFICANT HIGH HIGH VERY HIGH
Highly Likely MEDIUM MEDIUM SIGNIFICANT HIGH VERY HIGH VERY HIGH
The following Control Plan gives general guidance as to the extent of action once the risk level has been
determined.
Control Plan
ACTION AND TIMESCALE

VERY LOW These risks are considered acceptable. No further action is necessary other than to ensure
that the controls are maintained.
LOW No additional controls are required unless they can be implemented at a very low cost (in
terms of time, money and effort). Actions to further reduce these risks are assigned low
priority. Arrangements should be made to ensure that controls are maintained.
MEDIUM Consideration should be given as to whether the risks can be lowered, where applicable, to a
tolerable level, and preferably to an acceptable level but the costs of additional risk should be
taken into account. The risk reduction measures should be implemented within a defined time
period. Arrangements should be made to ensure that the control measures are maintained,
particularly if the risk levels are associated with harmful consequences.
SIGNIFICANT Substantial efforts should be made to reduce the risk. Risk reduction measures should be
implemented urgently within a defined time period and it might be necessary to consider
suspending or restricting activity or to apply interim risk control measures until this has been
completed.
HIGH Considerable resources might have to be allocated to additional control measures.
Arrangements should be made to ensure that the control measures are maintained,
particularly if the risk levels are associated with extremely harmful consequences and very
harmful consequences.

VERY HIGH These risks are unacceptable. Substantial improvements in risk controls are necessary so that
the risk is reduced to a tolerable or acceptable level. The work activity should be halted until
the risk controls that are implemented reduce the risk so that it is no longer very high. If it is
not possible to reduce the risk the work should NOT BE PROCEEDED WITH
Tasks with final risk level of medium and lower will require the Senior officer supervising the job to confirm to the
Master that mitigating measures have been put in place prior commencement of the job. For any risk assessment
have a final risk level of Significant or of higher, the Job will require approval via email from the Office, on receipt
of the approval for the job, Master will ensure that mitigating measures are in place prior commencement of the
Job, this confirmation will be relayed to office via e-mail prior commencement of the job.
Note:
If agreed / assumed scenario for the task changes, work shall be stopped, and risk re-assessed prior commencing
the job

9.1.7 CRITICAL OPERATIONS & CRITICAL OPERATIONS CHECKLISTS
A critical operation is a task which if not carried out to completion successfully, would have serious
consequence to life, the vessel or her cargo.
Actions or controls that are to be implemented may include the use of physical devices, technical
modifications, procedures, operating practices, detailed instruction as well as training, work permits and
checklists.
Critical Operations should include, but are not limited to, the following:
Engine:
• Changeover from HFO to MDO and vice versa
• Starting emergency generator
• Engaging/disengaging turning gear
• Oil mist detection positive alarm procedure
• Procedure in event of scavenge fire
• Operation of the OWS during bilge discharge
• Black Out
• Cold Start Procedure
Deck:
• Starting emergency fire pump
• Manual activation of fixed fire extinguishing systems Man Overboard procedures
• Lowering and raising of lifeboats
Repeated training in carrying out Critical Operations will result in smooth operations. However to aid
training as well as to ensure that Critical operations are performed smoothly, Risk assessment must be
prepared for the critical operations The controls identified in mitigating the identified risk must be discussed
during the training.
Note: If an unexpected event occurs, stop the operation, review the controls and risk assessment and
resume the operation only when safe to do so.

SECTION 2 – GENERAL SAFETY Page Number : 1 of 8
9.2 GENERAL SAFETY
9.2.1 INTRODUCTION
The Company undertakes to provide a workplace in which employees can work without harm to
themselves, other persons or the environment. Good occupational health and safety requires good
management at all levels on board.
THE ONLY CURE TO INCIDENTS IS PREVENTION.
A ship is by nature, a hazardous work place. However almost all hazards on board ship can be identified
and removed by the ship’s crew.
Personnel must never use faulty equipment, damaged protective clothing or engage themselves in
unsafe working practices. Any observed departure from normal safe working practices is to be reported
immediately to the Safety Officer, Head of Department or the Master so that the situation can be
rectified as soon as possible. Where hazards are identified that cannot be rectified by vessel personnel,
then the company is to be informed for addressing hazards accordingly.
Safety is the responsibility of all personnel serving onboard ship. The risk of incidents can be effectively
reduced by observing safe working practices, complying with procedures, as well as by identifying and
eliminating hazards. It is responsibility of any crew to intervene in case of any unsafe act and each has
the authority to stop any work that does not comply with safe work practices and procedures. Company
has provide stop cards on board for this purpose.
9.2.2 FAMILIARIZATION
It is important that all new personnel joining a vessel are to undergo a safety induction or familiarization
before they take up their duties or before the ship sails, whichever is first. Details of this are to be found
in the familiarization form (SAF/01).
9.2.3 SAFETY AND HEALTH COMMITTEE

In order to promote a strong safety culture and awareness on board a safety and health committee will
meet at monthly intervals. Safety meeting also to be convened after notification received of any serious
incident or incident within the Company. The committee is to provide a forum on board where matters
concerning safety, health and incident prevention can be openly discussed in a no blame atmosphere.
The committee will comprise of the following:
 Master (acting as Chairman)
 Chief Officer (Safety Officer)
 3rd Officer (to record minutes)
 Chief Engineer
 Another Engineer Officer
 One Deck Rating
 One Engine Rating
 One Catering Rating
All crew members except those on watchkeeping duties are to attend the safety meeting. In addition
any riding squad representative or contractor who may be on the ship at the time a meeting is convened
is to be requested to take part in the meeting. When Company Representative visits a vessel, he must
endeavor to carryout a Safety Meeting with all crew to promote a strong safety culture and this should
be reported in the subsequent Monthly Safety Committee Meeting Report by the Master.

9.2.4 SAFETY OFFICER

The Chief Officer is the designated Safety Officer on board the Company’s vessels. He should be in
possession of Safety Officer certificate. The Safety Officer has a duty to stop any work in progress, which
he reasonably believes may cause an Incident, and inform the Master immediately who is responsible for
deciding when work can safely be resumed. The Safety Officer should also encourage other seafarers to
stop any work that the seafarer reasonably believes could cause an Incident.
His responsibilities to the Master with regard to safety include:

• Incident prevention, identification of hazards/ potential hazards to HSE.
• The promotion of safe working practices throughout the ship
• The correct use of safety equipment and protective clothing
• The maintenance of all safety equipment on board
• Reporting and recording incidents and near-misses.
• Assist with the preparation and review of risk assessments.
• Regular safety inspections of the vessel on monthly basis to cover entire ships in three months as per
format in SSTRB.
• Investigate all complaints by crewmembers about occupational health and safety.
The Safety officer shall complete form SAF/27A every 3 months and submitted via the Company’s ERP.
Progress report of this Safety Officers Inspection SAF/27A shall be reported in the Monthly Safety
Committee Meeting under agenda item mm)
9.2.5 BEHAVIOUR BASED SAFETY (BBS)

Our system encourages use of Behaviors Based Safety and all senior officers are trained in BBS.
• A Behavior-Based Safety (BBS) is a process through which work groups can identify measure and change
their behaviors.
• It is a process that applies the principles of the Antecedent Behavior Consequence (ABC) behavior
model.
• This assumes that all behaviors have one or more antecedents or activators or prompts which initiate
the behavior and one or more consequences that either encourage or discourage repetition of the
behavior.
• On board implementation of BBS will get the senior staff in charge of crew safety closer to really
knowing how much the performing crew understands their work practices, procedures, conditions and
behaviors that cause people to make mistakes.
• BBS is a proactive process that helps to get changes in a work group’s safe behaviour levels before
incidents happen.
• All incidents are preceded by some kind of behavior, e.g. a crew member falls off a ladder because he
was over-reaching, or the ladder was not secured. Both are individual behaviours.
• BBS seeks to change the person’s mindset, habits and behaviors so that these “at risk” behaviours will no
longer be performed.
• As a result, the worker will no longer fall off the ladder.
9.2.6 SAFETY COMMITTEE MEETINGS AGENDA

Meetings are to be held at regular monthly intervals (preferably around the 25 th of the month) and
minutes sent to the Company. If possible a meeting should be carried out when visiting Company Staff
are onboard. Meeting should also be carried out incase of Major incident involving the ship and another
ship in the fleet, Incase of major deficiencies being identified during inspection and audit and incase of
multiple violations of rest hour.

Company encourages hazard identification and near miss reporting in a no blame culture, crew are
encouraged to highlight hazards to their superiors which should be brought immediately to the
company's attention and reported in the safety meeting reports.
The following should be the agenda:

aa. Previous meeting minutes to be agreed and matters arising from the meeting:
bb. Review of Non-conformities, Incident, near misses, observations and hazards identified since last
meeting; including summary of corrective and preventive actions and lessons learnt:
cc. On-board best practices developed:
dd. Review of shipboard safety, health and environmental procedures and proposed Improvements:
ee. Status of safety related equipment including repairs, renewal and maintenance planned in the
forthcoming month:
ff. Review of Security matters including Cyber security:
gg. Review of deficiencies recorded by Flag/Port State Inspectors, Vetting Inspectors during the month,
including status of corrective and preventive action:
hh. Training conducted during the month:
ii. Drills carried out during the month and lesson learnt from de-briefing after drills:
jj. Review of actions needed by vessel to comply with any known new regulations:
kk. Review of Work/rest hours and efforts to ensure compliance:
ll. Other Health, Safety and Environment Protection related matters and review of Fleet Alerts, Circulars
and other information issued since last meeting:
mm. Safety Officer Inspection report (Form SAF 27A) – Record area Inspected, Concern noted and
rectification. Last done date and Next due.
nn. Discussion on the progress of various initiatives related to decarbonisation and sustainability including
Annex 6 that are being rolled out on the fleet, but not limited to the list below:
 Performance / fuel consumption of ME’s and AE’s. Avoid running auxiliary engines on low load
operation in parallel. Switching off non-essential consumers when not in use
 Steam Traps, -Operation of automatic valves present in the steam lines, both steam and condensate
sides. Arrest steam leaks on deck and Engine room.
 Arrest air leaks, service air
 Use of Variable Frequency Drive’s where applicable.
 Controlled use of Framo system where applicable
 Optimizing use of N2 generator while discharging cargo and avoid running N2 generator on higher
load or running idle for longer period than needed.
 Optimum use of laundry machine
 Optimum use and maintenance of ICCP to reduce fuel cost
 Proper set up of IT, so that monitors and computers go to sleep after a brief period of inactivity.
 Generation and disposal of Marpol Annex 1, 2 and 5 wastes
 Trim Tool (Optimum Ballast)
 Weather routing
 Optimization of lighting in accommodation and workplaces. Engine room lights turned on only
during work hours and UMS rounds. Deck lighting switched on by darkness and switched off by
daylight rather than by a routine by end of a watch.
 Keep portholes blinds closed when sunlight is not required or when space is unoccupied.
 Maximize the use of digitization and avoid taking unnecessary printouts.
 Compliance with rules and regulations to minimize negative impact on ocean health, adherence to
Voluntary speed reduction in designated areas for protection of whales etc.
 Also refer to guidelines in Ship Specific SEEMP manual
A copy of the minutes is to be posted on the officers and crew notice boards.

9.2.7 SHIP SAFETY AND TRAINING RECORD BOOK

This document is provided when the vessel enters management and is to be completed on an urgent
basis. Full instructions are issued with the Ship Safety and Training Record Book.
It is designed to ensure that staff have available an accurate description of all safety equipment, a record
of maintenance and inspection and a positive demonstration of good on-board management supervision
of safety.
The Ship Safety and Training Record Book is also designed to ensure that all persons receive proper and
effective training and are frequently exercised in emergency drills and procedures. Records of such
training are kept in appendix in be the book.
The book is to be kept on board in the custody of the 3rd Officer who is also responsible for keeping it
updated on a weekly basis. The Master and Safety Officer are responsible for regularly reviewing the
document to ensure that it is being completed properly.
All sections of the Ship Safety and Training Record Book must be fully and accurately completed. This is
required by SOLAS III Reg 19 and provides the vessel with a very comprehensive record of safety
maintenance and training.
9.2.8 SELF ASSESSMENTS PROCEDURE

The self-assessment is based on the safety audit form which is found as an appendix to the Ship Safety
and Training Record Book and a photocopy of this can be used to carry out the inspection. During the
months of April, August and December the Master is to ensure that his vessel is fully inspected against
this inspection report. The inspection can be carried out over a number of days.
Masters are to take an active role in these assessments and must take the opportunity to inspect.
certain areas themselves. The assistance of senior officers is to be used and they should inspect areas
not under their direct control.
Note that the form should be used as a checklist and a hand written completed copy is fully acceptable
for filing in the appendix of the SSTRB.
Only a list summarizing all points noted is to be included at the end of the form needs to be sent to the
MRSVM. The full report is to be held on board and will be checked during visits from Company
Superintendents.
The listing must include all items found, regardless of whether or not they have been rectified, in order
that the report can be accurately assessed. Beside each item there is to be listed the status e.g. rectified
outstanding and any requisition number if applicable. Any deficiency still outstanding from a previous
inspection must be included again, and reference made to this report e.g. “as per Shell vetting report of
6th July 2001”.
On receipt of this information, the noted items, status and action will be entered into the Company’s
defect programme.
In order for this information to be of value it is important that the vessel’s inspection is accurately
carried out and honestly reported on.
THE SELF ASSESSMENT REFLECTS THE CONDITION OF THE VESSEL AT THE TIME OF THE ACTUAL
INSPECTION AND IS NOT TO BE AMENDED LATER WHEN A DEFECT OR DEFECTS HAVE BEEN RECTIFIED.
9.2.9 SAFETY SIGNS AND NOTICES
9.2.9.1 SAFETY SIGNS

Displayed safety signs giving health and safety information must comply with the appropriate national
requirements and international standards and are to provide information and warnings which can be
understood by all nationalities onboard.

Low level photo-luminescent signage is to be used to indicate emergency escape routes from engine
room and accommodation areas.
Vessels will be provided with all the photo-luminescent symbols relating to lifesaving appliances
required by SOLAS.
The company requires that all personnel must comply with these posted warnings particularly in
relation to the use of personal protective clothing. Senior officers are to ensure that all personnel
understand the signage posted and provide appropriate training where it is required.
9.2.9.2 TYPES OF SIGNS

Safety signs use color and shape to define the type of information they give. There are five different
types of safety sign.
These are:
• Prohibition signs. Identify things which must not be done. These signs are circular, with a black symbol
on a white background, a red border and a red diagonal stripe.
• Mandatory signs. Identify things which must be done. These signs are circular with a white symbol on a
blue background. Many of these signs incorporate IMO SOLAS symbols.
• Warning signs. Identify hazards. These signs are circular, with a black border and a black symbol on a
white background.
• Safe condition signs. Identify items related to safety or emergency equipment, for example, first aid kits,
lifejackets, or routes to be used in an emergency. These signs are square or rectangular with a white
symbol on a green background. Many of these signs incorporate IMO SOLAS symbols. These signs are
often provided on luminous material or are illuminated by emergency lighting.
9.2.9.3.COLOUR CODING
a) Gas Cylinders (General Use)

Gas cylinders can be identified by the following colours:
• Oxygen cylinders – black
• Carbon Dioxide cylinders – black
• Acetylene cylinders - maroon.
• Compressed air - grey
Each cylinder is to be clearly marked with the name of the gas and its chemical formula or symbol.
b) Gas Cylinders (Medical / Personnel Use)

Oxygen – Black cylinder with white valve.
Compressed air for breathing apparatus – Grey cylinder with white and black valve.
c) IDENTIFICATION OF PIPELINES, VALVES

All pipeline systems in machinery spaces and deck are to be clearly identified by stenciling the service for
which such pipeline systems are being used. Additional the Last pressure testing dates (where
applicable) shall be stenciled clearly. Valves on deck will be clearly marked with numbers or another
code as maybe applicable to the vessel. These should coincide with the numbering or code used on the
mimic board in the CCR.
9.2.9.4 PORTABLE AND FIXED NOTICES

The following are notices that are to be displayed in the areas mentioned. These are to be made up on
board Sizes are to be appropriate to the location involved.

SIGN TEXT AREA TO BE PORTABLE

DISPLAYED FIXED
WARNING!
NO NAKED LIGHTS
NO SMOKING
NO UNAUTHORISED PERSONS Located at or near access to Portable
MOBILE PHONES OR ELECTRONIC the ship
EQUIPMENT TO BE SWITCHED OFF
NO MATCHES OR LIGHTERS TO BE CARRIED
ONBOARD
USE OF E-CIGARETTES AND DRONE IS
STRICTLY PROHIBITED.
BEWARE! THE PIPELINES ONBOARD THIS Located at or near access to Portable
VESSEL CONTAINS HEATED CARGO. PLEASE the ship in port when
KEEP CLEAR OF PIPELINES TO AVOID carrying Heated Cargoes
GETTING BURNED
THIS DOOR MUST BE KEPT CLOSED To be displayed on each Fixed
DURING ALL LOADING, DISCHARGING, door leading to deck.
BALLASTING AND TANK CLEANING
OPERATIONS
NO SMOKING Bridge front Fixed
WHEN USING THIS MACHINERY GOGGLES In places such as the engine Fixed
ARE TO BE WORN room workshop beside
lathes,
grinding machinery etc.
SIGN TEXT AREA TO BE DISPLAYED PORTABLE
FIXED
WARNING! Locate as required in way of Portable

DO NOT CLOSE CIRCUIT BREAKER switchboards.
SERVICING IN PROGRESS
CAUTION! Displayed as required beside Portable
WORK IN PROGRESS INSIDE BOILER boilers
WARNING! Displayed on boiler flat Portable

DO NOT BLOW TUBES OR RAISE STEAM and/or engine control room
SAFETY VALVES WORK IN PROGRESS console when applicable
WARNING Displayed in battery lockers Fixed
SMOKING AND THE USE OF
NAKED LIGHTS IS FORBIDDEN
WARNING Display on radar set when Portable
WORK IN VICINITY OF RADAR applicable
DO NOT OPERATE!
WARNING Display at GMDSS or radio Portable
DO NOT TRANSMIT! station when applicable
WORK IN PROGRESS NEAR AERIALS

WARNING Display on bridge and in Portable

MEN WORKING IN VICINITY OF engine control room when
PROPELLER applicable
WARNING Display in the vicinity of Fixed
IF ANY LEAKAGE OF REFRIGERANT IS refrigeration plant
SUSPECTED, CLOSE DOORS AND REPORT TO
THE CHIEF ENGINEER
RADIO ANTENNA TO BE Displayed at GMDSS station Fixed
EARTHED WHILE IN PORT if applicable (most modern
sets earth when not
transmitting)
ENCLOSED SPACE! On all covers and entrances Fixed
FOLLOW PROCEDURE for identified Enclosed
spaces
WHEN ALARM SOUNDS VACATE AT ONCE – Displayed in areas covered Fixed
CARBON DIOXIDE BEING RELEASED! by fixed CO2 smothering
systems by entrances and
alarm horns.
USE PPE PROVIDED WHEN HANDLING Displayed in chemical locker Fixed
THESE CHEMICALS over the PPE Box.
BEWARE OF SCALDING AND USE Composite Boiler Water Fixed

PROPER PPE FOR WATER SAMPLING. Testing Sample Cooler in E/R
TEST WATER BEFORE ENTERING SHOWER TO Displayed in all showers Fixed

AVOID SCALDING
FOR COMPLYING WITH DRUG WARNING SIGN AS REQUIRED BY THE SSP section 4.3 the following sign is to be
posted near the point of access.
Additional signs may be made and displayed at the Master’s discretion. Reference is also to be made to the Ship
Security Plan.
9.2.9.5 LIST OF POSTERS TO BE DISPLAYED ON COMPANY VESSELS WITH LOCATIONS:

1. Muster Lists: Bridge, Each Alleyway, Officers and Crew Mess-rooms, CCR & ECR
2. Company Standing Orders (NAV20): Bridge
3. Schedule of Working Arrangements (ADM13): Bridge and ECR
4. Oil Pollution Notice: Bridge, ECR, CCR, Overboard (Pumproom) Oily water overboard (Eng Room)
5. Garbage Disposal Notices (from Garbage Plan Tables 1, 2 & 3): Bridge, Galley, Panty, ECR.
i) (from Garbage Plan Table 4): Galley, Pantry and Compacting Room
ii) (from Garbage Plan Table 5): Galley, Pantry and Incinerator Room.
6. Best Practices Posters: Officer and Crew Smoke-rooms along with the Training Manuals.
7. Gas Handling Posters: Oxygen/ Acetylene Bottles Storage space.
8. Gas Cutting Precautions: Oxy/Acetylene outlet in Workshop.
9. Welding Procedures: Workshop.
10. Electric Shock poster: Near the welding machine or in Engine workshop.
11. MSDSheets: Chemical Store, Paint Locker and for Cargo in CCR, ECR and Smoke Rooms.
12. Cargo Pumps Characteristics Curve Poster: CCR
13. PV Valves operating pressures settings: CCR

14. Maximum Loading/ Discharge Rates: CCR

15. Emergency Towing Appliances (ETA) Deploying Poster: Bridge.
16. Operating Procedures (Supplemented with Photos) for: Emergency Fire Pump, Foam System, Fixed fire
fighting system Paint Store, Emergency Generator, Emergency Bilge Pumping Arrangement for Engine
Room, Educator system for stores, void spaces.
17. Cyber Security Measures Poster (Each work station)
9.2.9.6 DISSEMINATION OF SAFETY INFORMATION

A key aspect to proactive approach to safety is the fast and effective dissemination of information
related to safety of life, ship and environment. To achieve this, the company follows the following
procedure:
1. Matters needing urgent attention of Masters, are sent out as an email first, followed by an inclusion
under fleet alerts (this is a running list, which is available in the system, year–wise).
2. Matters that require a detailed explanation, but not of a very urgent nature are made out as circulars
and are uploaded into the system. This will generate an alert on all log in ids. Masters of each vessel
have to acknowledge this on the system, for understanding.
3. Matters needing a procedural change are captured in the system through a request for change Approval
Change to manual capture revision in manual.

SECTION 3 – SAFE WORKING PRACTICES ONBOARD Page Number : 1 of 25
9.3 SAFE WORKING PRACTISES ONBOARD
9.3.1 PERSONAL PROTECTIVE EQUIPMENT (PPE)
Personal Protective Equipment will not in itself avoid an incident but will help to prevent injury in the
event of an incident.
The Company will provide the necessary PPE for the use of the seafarer while serving on board ship.
The PPE will be appropriate for the nature of the job.
A responsible person must not permit any person to start any work on board unless:
 The person performing the task is wearing and/or using the appropriate protective clothing and
equipment
 Any other person who is subject to a possible risk from that work is similarly protected
 The protective clothing and equipment being used by all personnel is in good condition and
working order.
Work must not be carried out or permitted unless the necessary PPE is available and being used.
The Company requirements in the wearing of protective clothing apply, without exception, to all
personnel working on board, at all times. Refusal to wear PPE as directed by the officer in charge will
be treated as a serious act of misconduct.
Any person who may be required to wear or use protective clothing and equipment is to be
properly trained or instructed in its use and advised of any limitations of use of the clothing or
equipment.
Visitors to working areas must observe the Company's safety regulations and wear the appropriate
protective clothing.
9.3.2 STORAGE, ISSUE AND MAINTENANCE
Protective clothing and equipment is issued to each employee or is to be kept in an easily accessible
and clearly marked location. Storage must be in a manner preventing deterioration or damage and
separate from harmful substances (chemicals, solvents etc.).
Items issued to an individual are to be properly kept, used and cared for by him/her. Any defects are
to be reported immediately to the relevant Head of Department who will arrange for repair or
replacement.
All other equipment is to be maintained in accordance with the manufacturer’s instructions,
regularly inspected and its operation checked every three months. A record of these inspections is to
be maintained in the Ships Safety Record Book. PPE remains the property of the Company.
9.3.3 WEARING OF PPE
The table hereunder illustrates the company requirements for the use of PPE.
Note that items such as scarves, sweatbands, casual headgear, loose clothing, finger rings, necklaces
and other jewellery can be extremely hazardous. These objects can get caught in moving machinery,
power tools or when working with ropes and lines. Long hair must be tied back and/or covered.

Guide to P.P.E. requirements
GAS
COVERALLS / BOILER
CHEMICAL SUITS /
BUOYANCY \AIDS
FALL PREVENTION
SAFETY HELMETS
EYE PROTECTION
EAR DEFENDERS
SAFETY BOOTS /
VISOR / HOOD
APPROPRIATE
APPROPRIATE
RESPIRATORY
PROTECTION
SYSTEM (*)
PERSONAL
WORKING AREA / ACTIVITY
GLOVES
APRON
METER
SHOES
SUITS
EEBD
Portable Power Tools
Including Grinders
Working Aloft
Anchoring
Cargo Operations
Handling Chemicals
Genera Cleaning
Outside
accommodation
Crane / Lifting
Operations
Deck (Bad Weather)
Deck (Normal
Conditions)
De-Scaling
Dry-Dock (Walking)
Electrical Equipment
Enclosed Space
FRC Deployment
High Pressure Hydro
Blaster
Hydraulic Equipment
Launch Transfer
Lifeboats (Launching)
Lifeboats On Davits
Machinery Space
Mooring Operations
Over side / Close To
Unguarded Shipside
Painting / Greasing
Fixed Power Tools
Pressure Vessels and
Pipelines
Working With Steam
*Apron required
Welding / Gas Cutting

Wire Handling
Rigging/unrigging of
razor wire
REQUIRED CONSIDER UNLIKELY

NOTE: DURING RIGGING AND UNRIGGING OF GANGWAY THE SAME CONDITIONS AS THOSE FOR
HEIGHT OVER 2 METERS APPLY.WORK VESTS TO BE WORN ON EXPOSED DECK WHEN VESSEL IS IN
HEAVY WEATHER.
Safety Helmet: Not to be used after expiry date if any mentioned-on Helmet or max 5 yrs from date
manufactured.
Safety Boots: For one contract only or condition based
Boiler suit: Clean and in good condition
Gloves: Should always be in good condition
Visor /Hood/Safety Goggles: Always in good condition / Glass should be clear enough
Ear Defender: Always in clean and max 2 years from manufactured date.
Respiratory protection/ Chemical suits / EEBD/ Gas meters: To be maintained as per Maker’s instruction.
DAILY WORK PLAN:
A documented Daily Work Plan must be recorded. Work Plan shall identify and address the following
issues:
 All scheduled work and operations & crew involved in the work.
 Any additional PPE over and above the requirement for boiler suits, safety shoes and safety helmets.
 Any specific hazards identified & risk assessment.
 Toolbox meeting.
 Permit to work system
 Any Departmental conflict with regards to work or operation
 Rest hours compliance of crew involved
 Simultaneous operations
Copies of the work plan (SAF 30) should be recorded in writing and should be distributed to the
Shipboard Management Team, Shipboard Safety Officer and posted on the Bridge, Officers and Crew
notice boards.
It should be noted that preparation and posting a work plan does not necessarily mean that those
undertaking the work are aware of the potential hazards. It is therefore vital that a discussion is held to
ensure there is mutual understanding on how the job is to be undertaken.
No unauthorized work on any equipment or machinery .
TOOL BOX MEETING:
Toolbox meeting is a formal meeting conducted before the work commences, by person in-charge of the
task to ensure that all team members, including any contractors (if applicable) have a clear
understanding and awareness of any hazards and their associated risks. Written records for the meeting
are not required. JOB Hazard Booklet is provided to the vessels for quick reference during tool box
meetings.
a) Following, as applicable, should be covered:

 Scope of work for the task /activity
 Procedure to follow including communication procedures
 Operational or Departmental conflicts, if any

 Conditions and issuance pertaining to Work Permit, if any

 Responsibilities of each crewmember involved in the task/activity
 Ensuring they are adequately rested as per rest hour regulations
 Means of safe access to work site
 Any significant hazards that need to be monitored
 Safety precautions to be taken by all workers
 Lock out – Tag out, if essential
 Tools, equipment and PPE required and checking of condition
 Importance of safety interventions, in case any crew member observes unsafe act
 or unsafe condition
 Contingency plan
9.3.4 PERMIT TO WORK SYSTEM
9.3.4.1 PURPOSE
The Permit to Work system is a method that identifies hazards of a specific task to ensure that they are
either eliminated or safely controlled before the work begins. The system is effectively controlled by
means of a checklist that requires step by step verification of actions for those involved with the work.
This in turn has the effect of eliminating unnecessary risk and misinterpreted verbal instructions.
The Permit to Work is therefore a document which sets out the work to be done and the precautions to
be taken in doing it. The permit to work system is to be used for all planned and unplanned tasks.
A Permit to Work will only make the job safe if it is thought out carefully and the set procedures strictly
complied with. Please also refer to Chapter 9 of ISGOTT which is carried onboard.
9.3.4.2 ISSUING OF PERMITS

A Permit to Work must only be issued by a responsible officer with experience in the particular
operation. The permit is to be signed by the responsible officer and counter-signed by the Master to
acknowledge that they are both satisfied that the relevant checklist has been completed correctly and
that it is safe for the work to commence.
No work is to commence until all items have been completed and the responsible officer and Master
have both signed the permit.
On completion or cancellation of the work, the responsible officer is again to sign the permit and then
hand it back to the Master for filing.
All permits are to be kept in the Master’s File 11 which is subdivided into sections for the different types
of permits.
The following sections detail the various types of work permits that are contained in the Company CMS
along with instructions on how to proceed safely with the work.
9.3.4.3 LOCK OUT – TAG OUT PROCEDURES (SAF/10)

In order to prevent injury caused by the incidental starting of equipment during maintenance, a lockout/
tag-out procedure is to be adopted and used on energy isolating devices. It can be used on its own or in
conjunction with any relevant permits to work and/or critical operations checklists when these are
required.

Wherever possible equipment is to be locked-out. A lock-out system may be in the form of a clasp with
padlock, a wire seal or other similar devices which would offer physical restraint from opening an energy
source.
A responsible officer is to determine when lock-out or tag-out is required. He will locate and identify
isolating devices to be certain which switch’s, valve’s, or other energy isolating devices apply to the
equipment in question. He will prepare and sign the tag and then submit it to the Chief Engineer for
verification, signature and logging.
The responsible officer must also advise all relevant personnel that a lock-out/tag-out system is in place
along with the reasons thereof. All personnel, including any contractors/riding squads, are to comply
with the procedure. No-one must attempt to start, energise or use equipment that is locked or tagged
out.
Care must be taken after equipment is stopped and isolated that any stored energy (e.g. springs,
hydraulics, steam or water pressure etc) is either released in a controlled manner or restrained by
methods such as repositioning, blocking, bleeding etc.
Once the responsible officer is satisfied that all precautions have been taken, the locks and/or tags will
be positioned as required and the time logged.
Returning Equipment to Normal Operating Condition

After work has been completed and the equipment is ready for normal operation, the Responsible
Officer shall check to ensure that everyone is clear of the machinery or equipment, all tools have been
removed from the work site, guards have been replaced and any operating controls have been placed in
the “neutral” or “off” position.
The Responsible Officer will remove the lockout/tagout devices and restore power to the machine.
9.3.4.4 WORKING ALOFT OR OVERSIDE

Working aloft means a work being performed at a height and involving risk of falling, resulting in an
injury. Anyone working and not standing on level ground or at deck level is working at height. Also
undertaking work inside a tank, near an opening, such as a hatch, or on a fixed stairway may be
regarded as working at height if there is a danger of injury if the worker fell
Before any work aloft is carried out or prior to any work overboard, a Work Permit for working aloft or
overside (SAF/15 & SAF/16), to be completed.
When the appropriate checklist section of the Work Permit is initialed and completed, the Chief Officer
or Second Engineer is to present the permit to the Master for signature.
No work can commence until the permit has been signed by both the Officer in charge of the work and
the master.
A copy of the Work Permit is to be posted in the vicinity of the working area. On completion of the work
and cancellation of the permit, the completed permit is to be retained on file by the Master in his File
11/ C/.
For work aloft in the Engine room, the Second Engineer is to complete by initialing as appropriate the
checklist.
When working aloft or overside, all equipment must be checked by the person responsible for
supervising the work before use. Personnel must wear a Safety Harness with lifeline or other arresting
device at all times. Where appropriate a Safety Net is to be rigged. Personnel are to be under
observation from a person on deck.
NOTE: PERSONNEL ARE ADVISED THAT THE SAFETY HARNESS IS A DEVICE WHICH IS USED FOR
ARRESTING FALLS AND IS TO BE USED CORRECTLY. IMPROPER USE OF THE SAFETY HARNESS MAY LEAD
TO SEVERE BODY INJURIES IN CASE OF FALLS, EVEN THOUGH THE FALL MAYBE ARRESTED.

Additionally where work is being carried out overside a LIFEVEST is to be worn and a lifebuoy with
sufficient line available, ready for immediate use.
Before work is commenced near the whistle, radio antennas or radar scanners, the officer responsible
must inform the appropriate personnel responsible for the equipment to ensure that the power is shut
off and warning notices posted, on control equipment. Before work is commenced on the funnel the
Duty Engineer is to be informed and steps taken to reduce or prevent the emission of steam, harmful
gases and fumes.
Tools are to be carried aloft in a container or in special belts to prevent them incidentally falling on
personnel below.
NOTE: Cleaning materials, solvents, paints and chemicals can adversely affect the material strength of
safety harnesses, gantlines and other items of safety equipment. In particular substances containing
phosphoric acid (e.g. rust remover) can seriously weaken ropes and harnesses.
9.3.4.5 WORK ON ELECTRICAL CIRCUITS

Prior to work involving maintenance and testing of electrical circuits a Permit to Work on electrical
circuits (SAF/18) is to be completed. This involves work where there is a danger of shock that could
result in injury or death. It should be remembered that such injury can be caused at voltages as low as
60V.
It also involves work on electrical circuits of any voltage where there is a risk of flammable vapours
being present. This will involve all work outside the main accommodation block and machinery spaces
on tankers.
When the Permit to Work is completed by the officer carrying out the work, it is to be submitted to the
Chief Engineer for verification and signature and then to the Master for signature. Now work is to
commence until the permit is signed by all parties.
are is to be taken to isolate the equipment at source wherever possible and to follow the Lockout/ Tag-
out procedures contained in this section.
A copy of the work permit is to be posted in the vicinity of the working area. On completion of the work,
the completed permit is to be retained on file by the Master in his file 11/ E/.
9.3.4.6 WORK ON PIPELINES AND PRESSURE VESSELS

Prior to work involving maintenance and testing of pipelines, valves or otherwise breaching a pressurized
system a Permit to Work on Pipelines and Pressure Vessels (SAF/19) is to be completed.
No work can commence until the following safety precautions are observed: -
a) Isolate that part of the system to be worked on by closing the appropriate valves, and BLANKING if
possible, open bypasses where fitted.
b) Ensure that isolating valves are secured in position and suitably labelled to avoid them being
inadvertently opened (see lock-out/tag out procedures).
c) Open all drain cocks and vents to ensure the pressure is off the system.
d) Stand clear of the path that will be followed by the release of any residual pressure in the system.
Note: there is a distinct possibility of risk of atomization, excessively low temperatures if
pressure is suddenly released.
e) Only slacken nuts and bolts before breaking joint. Do not completely remove them.
f) Ensure ventilation of area is adequate and if required, ventilate opened pipes before work.
g) Wear the appropriate protective clothing for the work being carried out. Boiler suits, socks and working
shoes/boots should always be worn, in addition when work is being carried out above head height, a
safety helmet and goggles must be worn.
h) Ensure that all valves and pipes are re-secured properly on completion of work.
When the checklist is completed by the Officer carrying out the work it is to be submitted to the Chief
Engineer for verification and signature and then the Master for his signature. No work can commence
until the permit has been signed by the relevant officer, the Chief Engineer and the Master.

A copy of the work permit is to be posted in the vicinity of the working area and on completion of the
work and cancellation of the permit, the completed permit is to be retained on file by the Master in his
file 11/ F/.
9.3.4.7 HOTWORK
a) Procedure
Hotwork is any work involving an operation that may produce an incendiary spark. Any hotwork carried
out outside of the engine room workshop must take into account the possible presence of flammable
vapours, especially hydrocarbons and the existence of potential ignition sources.
Additionally for welding,
All personnel using the welding equipment shall have completed the necessary training for the use of such
equipment.
All personnel using the welding equipment shall wear the necessary protection gear.
Particular precaution shall be taken when welding in spaces, the necessary ventilation shall especially be
carried out prior to, and during welding.
Particular precautions shall also be taken in regard to high temperature or a high degree of dampness.
During welding and hot work outside of the ship’s workshop, the welder shall be assisted by a watcher, who
shall wear the necessary protection gear as well.
Hot Work in Designated Hot Work Area

Designated location in the main machinery space, for carrying out hot work, shall be identified on board. A
large and legible notice stating “Designated Hot Work Area” shall be posted at the location identified.
Typically, the Engine Room workshop may be designated as “Designated Hot Work Area” on board.
A documented Risk Assessment shall be carried out and necessary controls shall be identified to mitigate the
risk arising out of hot work in the Designated Hot Work Area. Results of the Risk Assessment, duly completed
on board, shall be submitted to the Company for review and concurrence of the identified Designated Hot
Work Area. The review for such concurrence from the Company shall be done by two persons; one of these
persons shall be the MRSV Superintendent and the other person shall normally be the vessel’s
Superintendent and in his absence it shall be the Superintendent’s senior manager. The reviewers shall verify
that all aspects of Company’s hot work procedure and Industry Standards for hot work have been considered
and included, as necessary, for the proposed hot work.
The Risk Assessment, regarding designation of Designated Hot Work Area, shall be maintained on file with
the Master on board and in the Company’s records ashore and shall be reviewed annually.
SAF 13A shall be used by a ship’s Officer of Management Level who is supervising/conducting the Hot Work
task each time Hot Work is conducted inside a Designated Hot Work Area. In addition to checklist all
additional controls identified through the Risk Assessment stated above shall be included in the checklist.
Hot work in pump room.

The pumproom should be treated as a dangerous or hazardous area similar to cargo tanks.
Adjacent tanks (cargo or bunker tanks) should be either:
 Cleaned and gas freed with hydrocarbon vapour content reduced to not more than 1% LFL and
maintained at that level
 Emptied, purged and hydrocarbon vapour content reduced to less than 2% by volume and inerted.
 Completely filled with water
 Pipelines, strainers and cargo pumps should be gas freed, inerted or filled with water. The bilge and
work area should be cleaned to meet hot work requirements.

 All slops should be either removed from ship or securely isolated in a non adjacent tank at least 30
mtrs from the hot work location.
Hot Work outside Designated Hot Work Area
A reference diagram has been provided below.
Designated Hot Work Area
Comply with SAF 13A and additional controls identified through Risk Assessment conducted to identify
Designated Hot Work Area;
Each time, a formal written Risk Assessment, Company concurrence and Hot Work Permit required; in
addition comply with SAF 13
 Hot work outside the designated hot work area shall not be normally conducted and is by exception only.
 Hot work outside the designated hot work area shall only be permitted in accordance with prevailing national
or international regulations and/or port/terminal requirements and shall be subject to the restrictions of a
formal written Risk Assessment, Company concurrence and hot work permit procedure.
Master shall decide:

 whether the hot work is justifiable, safe, and
 the extent of the precautions necessary.
 A documented Risk Assessment shall be carried out and identified controls shall be implemented to mitigate
the risk arising out of hot work outside the designated hot work area.
 A written hot work permit, issued by the Master, shall be required for carrying out each intended hot work
task ‘outside’ the designated hot work area. The only exception where this requirement need not be fulfilled
is when the hot work permit is issued by an authority appointed under the local regulation while the ship is in
port.
 Before commencing hot work in locations requiring a hot work permit, Master shall convene a safety meeting
to discuss the hot work plan and safety procedures with the team performing the task.
 The plan must clearly and unambiguously designate one officer who is responsible for the supervision of the
work, and another officer who is responsible for safety precautions including means of communication
between all parties involved.

 All personnel involved in the preparations and in the hot work operation, shall be briefed and instructed in
their own role. They must clearly understand which officer is responsible for work supervision and which for
safety precautions.
 Master shall issue hot work permit SAF 13 only when he is fully satisfied that all safety precautions are in
place for planned work. Duration of the permit shall not exceed eight hours. A separate Hot Work Permit
shall be issued for each intended task and location.
 Hot Work Permit shall be issued immediately before the work is to be performed. In the event of a delay to
the start of the work, all safety measures shall be re-checked and recorded before work actually commences.
 If the conditions under which the permit has been issued should change, Hot Work shall stop immediately.
The permit shall be withdrawn or cancelled until all conditions and safety precautions have been checked and
reinstated to allow the permit to be reissued or re-approved.
 Hot work on pipelines and valves shall only be permitted when the appropriate section has been detached
from the system and the open ended sections of the remaining system have been sealed off. The section of
pipe to be worked on shall be gas free to a safe-for-hot work standard. Heating coils must be flushed and
opened to ensure that they are gas free.
 Work area shall be free of all flammable material from an area of at least ten metres around the area of hot
work, including reverse sides of frames, bulk heads etc. Tests of work area with a combustible gas indicator
shall give a reading of not more than l% LFL (Lower flammable limit).
 Other areas that may be affected by the hot work shall also be cleaned, e.g. the area immediately below the
place where the hot work is being undertaken.
 Periodic gas tests shall be made while the hot work is in progress and before the resumption of work after a
break.
 A suitable trained fire watch with adequate fire extinguishing equipment ready for use must be in attendance
in the tank/compartment while any hot work is in progress. Fire watch procedures shall be established for
empty, adjacent spaces where a hazard resulting from the transfer of heat may be created.
 All details of the communications between the Company and the vessel, regarding hot work, shall be
maintained on file with the respective hot work permit on board.
b) Categories
The following are all categories of hotwork:
Category Type of Hotwork
1. Welding
2. Burning
3. Naked Flame
4. High Temperature
5. Arc or Continuous Spark
6. Use of non-intrinsically safe electrical equipment
7. Work on electrical circuits
8. Drilling
9. Grinding
10. Metal chipping (e.g. using hammer and chisel to remove seized nuts)
11. Blasting (including grit and sand but excluding high pressure water blasting)
c) When is a Hotwork Permit required to be completed.

Following is the table which is to act as a guidance for the Master as to when a Hotwork Permit is
required to be completed as well as what additional factors have to be taken into consideration prior
executing the Hotwork.

Guidance for Hot Work on Company Vessels
Work Location
fittings in the main

Other parts of non-
Work on any cargo-

related pipe-lines incl.
of
(other than pump
Work on fixtures
spaces
(deck
heating coils in a
Cargo or ballast tanks

Cargo Pumprooms
Open deck aft
accommodation
hazardous area
ER Workshop
Dangerous
cargo tank
Maindeck
deck area
plating)
rooms)
Minimum Requirement
Work in designated space 
with shield or curtain
erected
Adequate ventilation      
Confirmation from Master 

or designate that work is
OK to proceed
Hot work permit to be 
issued on board
Hot work permit issued in        
agreement with company
Hot work permit approved        
by Master or Responsible
Officer
Tank atmosphere checks   
carried out and entry
permits issued
Tank to be washed and  
gas freed
Cargo tanks to be purged     
and inerted to <8% O2 and
not more than 2% HC
Work to be carried out   
>500 mm from the tank
deck or bulkheads
Work to be carried out    
>500 mm from a F.O. tank
check or bulkheads
Local cleaning to be    
carried out as per
requirements
Tank valves isolated   
Work planning meeting to         

be held and risk
assessment completed

d) Office Agreement to Hotwork

Master shall inform Company full and complete details of the proposed work plan and associated safety
precautions. Master shall submit SAF 13 (sheet Request for Hotwork) along with the results of Risk Assessment for
the intended Hot Work to the vessel’s Superintendent to obtain Company concurrence before commencement of
the hot work. The review for such concurrence from the Company shall be done by two persons; one of these
persons shall be the MRSV Superintendent and the other person shall normally be the vessel’s Superintendent and
in his absence it shall be the Superintendent’s senior manager. The reviewers shall verify that all aspects of
Company’s hot work procedure and Industry Standards for hot work have been considered and included, as
necessary, for the proposed hot work.
NOTE: A blanket agreement will not be given to the vessel. Vessel must notify the Office on the positive
start of the hot work. If the work cannot be completed with the specified time period, the Master has
to send another request for extended the time period and should await for a further agreement from
the office.
e) Before Hotwork is Started

All personnel involved in the preparations and in the hotwork operation must be briefed and instructed
in the operation and be made aware of their responsibilities.
The Hotwork Permit (SAF/13) is then to be completed. The checklist part of the permit is to be
completed first by the officer responsible for safety. Certain items may not be applicable to the
operation in question or ticked as negative. Where this is the case a suitable explanation must be made
in the remarks column. Once the checklist part is completed and signed the front page is to be
completed, signed by the relevant persons and countersigned by the Master. The Master is also to initial
the second and third pages. It is important that the period of validity is accurately recorded. A copy of
the permit is to be conspicuously posted in the vicinity of the area where the work is to be carried out.
Note that where hotwork is required in different locations, separate permits must be issued. When
issuing more than one permit, due consideration must be given to having sufficient resources available
for emergency including personnel and safety equipment.
f) Hotwork in Enclosed Spaces

Any enclosed space in which hotwork is to be undertaken must be cleaned and correctly ventilated until
there is 20.9% Oxygen content and less than 1% LEL. Ventilation must continue throughout the hotwork
operation.
Wherever practicable, all sludge, oil impregnated scale, sediment or other material likely to give off
flammable vapours should be removed from an area of at least 10 metres around the area of hotwork.
However where the nature of the work or construction of the space makes this impractical an area of at
least 3 metres around the hotwork area must be fully cleaned as well as the entire “fall-out” area below.
In addition, the risk assessment must ensure that suitable controls are put into place. These may include
but are not limited to shielding, blocking lightening holes and creating a water blanket at the bottom of
the space. In such cases, office agreement to such controls must be obtained. Attention is also to be
given to the reverse sides of frames and areas immediately below the place where hotwork is being
carried out.

Table: Guidance Radius of Areas to be cleaned in Preparation for Hot Work in Tanks
Operator’s Side Opposite Side

Height of Work
Area Gas Cut Welding Goughing Gas Cut Welding Goughing
0-5 metres 1.5 m 5.0 m 4.0 m 7.5 m 2.0 m 2.0 m

5-10 metres 1.5 m 5.0 m 5.0 m 10.0 m 2.0 m 2.0 m
10-15 metres 1.5 m 5.0 m 7.5 m 15.0 m 2.0 m 2.0 m
> 15 metres 1.5 m 5.0 m 10.0 m 20.0 m 2.0 m 2.0 m
Adjacent spaces must also be free of flammable liquids, gas free or inerted. Pipelines that carry oil or
that are likely to contain flammable vapours must be drained, vented, gas freed and isolated from the
compartment where hot work is taking place. Fire watches are to be maintained along with adequate
firefighting equipment at hand and the atmosphere checked at regular intervals.
g) Hotwork Conducted from Outside the Vessel’s Structure

Where hotwork is being carried out externally on the vessel’s structure, such as from a quay, boat or
barge, a crew fire-watchman must be in attendance in order to co-ordinate fire-watch operations.
Personnel carrying out the hotwork, including shore-contractors and boat skippers, must be made fully
aware of all safety regulations in force and the areas where hotwork is permitted. A copy of the Permit
to Work is to be given to the person in charge of the repair squad. The location of the hotwork site,
burning equipment, work boats etc must not be changed without the permission of a responsible officer.
h) Once Hotwork is Completed

It is essential that the areas and adjacent areas where the hotwork has been carried out are monitored
for a sufficient time to ensure that there is no danger of fire breaking out.
All equipment and materials used in the operation are to be removed and the work permit signed off by
the officer responsible for supervision of the work and filed in Masters File 11/ A/. Where applicable,
hotwork completion notified to the Office.
9.3.4.8 HOTWORK AT REPAIR FACILITIES

This part of the procedure is only applicable when the repair facility has a satisfactory level of safety. This
must be confirmed by the attending Technical Superintendent to the Master. A vessel which is not in
such a facility, or is undergoing repairs at sea, at anchor or on a lay-by berth, must comply with parts a)
to h) regardless whether or not a superintendent is on board.
The number of fires on vessels undergoing repair at repair facilities has increased within the industry
over the years. It is therefore essential that correct operating procedures are carried out to reduce any
risk of fire or explosion.
Authorization for hotwork performed by ship and/or shore staff within the confines of a repair berth or
drydock will be subject to:
 Written notification from the Repair Facility Representative to the Master of the proposed areas and or
spaces where Hotwork is to be carried out.
 The Chief Officer accompanying the Repair Facility Chemist on all of his inspections to ensure that all the
necessary areas and or spaces are monitored.

All the necessary gas free certificates being passed to the Chief Officer. These certificates to be sighted
and signed by the Master to verify that the proposed area and or spaces where Hotwork is to be
performed are gas free. Note that the Gas Free Certificate may also list specific areas to be excluded
from Hotwork.
Prior to the vessel entering the confines of a shore-based repair facility, the repair facility representative
is to be provided with the following information by the Master and Chief Engineer:
 The vessel’s Tank Plan including the last cargo, the disposition of all fuel and lubricating bunkers. (these
tanks are to be clearly marked with demarcating lines)
 Any envisaged transfer of oil.
 The disposition, quantities and characteristics of all dangerous goods, chemicals, petroleum, combustible
materials, flammable gases and paint stores etc.
 The details of the ship’s firefighting plant and equipment and its status.
 Provision with up-to-date and concise details of the envisaged repairs involving any hotwork.
 Any subsequent deballasting details. (Note that the relevant ballast spaces must be inspected by the port
chemist)
 Notification of areas where hotwork is to be excluded i.e. the use of Ring Fencing etc.
On arrival at a repair facility the Master and/or Technical Superintendent is to arrange a meeting with
the repair facility’s Safety Officer, and the ship’s staff are to be advised of the contractors safety
regulations and requirements. All the local and repairers safety requirements are to be adhered to.
Note that this meeting is to be minuted and a copy of the minutes sent to the office.
The Master and ships staff is to ensure that the gas free certificates/hotwork permits is posted as
appropriate, that fire watch services are provided, and that the vessel’s Safety Officer (Chief Officer) is
aware of these services.
9.3.4.9 WORKING WITH SMALL CRAFT ALONGSIDE

This procedure applies to tankers operating with a small craft alongside. A Work Permit (SAF/20) is
required in circumstances where a small craft requires to come alongside and/or is engaged in work
alongside.
When the checklist is completed by the Chief Officer it is then to be presented to the Master for
signature. No work can commence until this permit has been signed by the Chief Officer and the Master.
All cargo and ballast openings must be closed before the craft comes alongside and must remain so until
the craft departs.
The craft must be effectively moored according to the operation to be carried out and the Master of the
craft must be informed of the need to observe smoking, naked light and cooking apparatus prohibitions.
The craft must also be informed of the action to be taken in the event of the emergency alarm signal
being sounded on the vessel and the action in the event of flammable or toxic vapour emission. The craft
must always be ready to leave the vessel at short notice under its own power.
A copy of the permit is to be posted in the vicinity of the working area and on completion of the work
and cancellation of the permit, the completed permit is to be retained on file by the Master in File 11/
G/.
9.3.4.10 ENTRY INTO ENCLOSED SPACES

a) Introduction
The dangers to crewmembers on entering an enclosed space must be assessed and cannot be over
emphasized.
The possibility of gases in ballast and cargo tanks, or the pumproom is well known onboard tankers.
Any enclosed space is dangerous, whether it is a store room, void space, cargo tank, if that
space has been closed for an indefinite or extended period without ventilation.

b) Definition and Responsibility
Responsible Person means a person authorized to permit entry into an enclosed space and having
sufficient knowledge of the procedures to be established and complied with on board, in order to ensure
that the space is safe for entry.
Competent Person means a person with sufficient theoretical knowledge and practical experience to
make an informed assessment of the likelihood of a dangerous atmosphere being present or
subsequently arising in the space.
Attendant means a person who is suitably trained within the safety management system, maintains a
watch over those entering the enclosed space, maintains communications with those inside the space
and initiates the emergency procedures in the event of an incident occurring.
Responsibility:
 Master shall implement this procedure and ensure compliance with applicable rules, regulations, codes,
guidelines and standards related to entry into enclosed spaces.
 For the purposes of Entry into Enclosed Spaces the Master is the Responsible Person, as defined above.
 For the purposes of Entry into Enclosed Spaces the Master, Chief Engineer and Chief Officer are Competent
Person(s), as defined above.
 Competent Persons shall assist the Master in the implementation of these procedures related to Entry into
Enclosed Spaces, as appropriate (Chief Engineer for Machinery and Machinery Space Areas; Chief Officer for
all other spaces on board).
 Chief Engineer and Chief Officer, shall instruct, supervise, identify and verify shipboard personnel who
perform the tasks required by this procedure, as appropriate (Chief Engineer for Machinery and Machinery
Space Areas; Chief Officer for all other spaces on board
 Chief Engineer and Chief Officer, (Chief Engineer for Machinery and Machinery Space Areas; Chief Officer for
all other spaces on board), shall conduct initial measurement of the atmosphere
 Chief Engineer and Chief Officer, (Chief Engineer for Machinery and Machinery Space Areas; Chief Officer for
all other spaces on board), shall designate a suitable Attendant, as defined above, for each enclosed space
entry. The Attendant shall be trained on board before assuming such duty, by the Chief Engineer and Chief
Officer, as appropriate. In addition to being suitably trained within the safety management system the
Attendant shall be trained in:
o the correct use of gas measuring instruments used for enclosed space entry and the correct
interpretation of results;
o the correct use of rescue and resuscitation equipment used for enclosed space entry;
o the correct operation of tank ventilation devices;
o the correct use of communication device with the tank entry team and Officer of the Watch.
o cardio-pulmonary resuscitation (CPR).
The Attendant shall conduct repetitive checks of the atmosphere within the enclosed space and record the
readings in Section 3 of the Enclosed Space Entry Permit (SAF 21). If the reading for
 Oxygen is below 20.9 % volume,
 HC is above 1% LEL,
 Toxic gas/vapour is above 50% threshold limit value (TLV)
the Attendant shall communicate with the persons within the enclosed space and require them to evacuate
from the enclosed space immediately.
 No person should open or enter an enclosed space unless authorized by the Master and unless the
appropriate safety procedures, laid down by this procedure and additional ship-specific procedures, for the
particular ship have been followed.

Definition:
Enclosed space means a space which has any of the following characteristics:
 limited openings for entry and exit;
 inadequate ventilation; and
 is not designed for continuous worker occupancy,
and includes, but is not limited to, cargo spaces, double bottoms, fuel tanks, ballast tanks, cargo pump-
rooms, cargo compressor rooms, cofferdams, chain lockers, void spaces, duct keels, inter-barrier spaces,
boilers, engine crankcases, engine scavenge air receivers, sewage tanks, and adjacent connected spaces.
This list is not exhaustive.
Adjacent connected space means a normally unventilated space which is not used for cargo but which
may share the same atmospheric characteristics with the enclosed space such as, but not limited to, a
cargo space access way.
Threshold Limit Value (TLV) is the airborne concentrations of substances under which it is believed that
nearly all workers may be exposed day after day with no adverse effect. TLVs are advisory exposure
guidelines, not legal standards, and are based on industrial experience and studies.
There are three different types of TLV:
Time Weighted Average (TLV-TWA) - The airborne concentration of a toxic substance averaged over an 8
hour period, usually expressed in parts per million (ppm).
Short Term Exposure Limit (TLV-STEL) - The airborne concentration of a toxic substance averaged over
any 15 minute period, usually expressed in parts per million (ppm).
Ceiling (TLV-C) - The concentration that should not be exceeded during any part of the working
exposure.
All evaluated airborne toxic substances do not necessarily have a separate TLV-TWA, TLV-STEL and TLV-C.
In this procedure wherever the abbreviation “TLV” is used, it signifies TLV-TWA.
c) Assessing the Risk of Enclosed Space
Master shall ensure that a risk assessment is conducted to identify all enclosed spaces on board the ship. As
a result of the risk assessment, a ship-specific list of enclosed spaces shall be made by the Master in
consultation with the Chief Engineer, Chief Office and Second Engineer (SAF 21B) This list shall be
communicated to all persons on board during their safety familiarization and prominently posted on board.
These spaces are to be clearly marked with appropriate warnings, stating that enclosed space entry
procedures must be followed.
Some enclosed spaces may require the manhole cover to be opened for, inspection, ventilation or natural
lighting. Checklist/Permit SAF 21C shall be completed when opening of manhole covers, to compartments
or tanks which are not normally opened or where opening the cover endanger the safety for the
personnel passing by.
The following equipment shall be provided

 Barricade tape: Brightly coloured tape (often incorporating a two-tone pattern of alternating yellow-black or
red-white stripes or the words "Caution" or "Danger"
 Guard rails: Designed to prevent people from falling into an open manhole. Collapsible, steel frame
construction and heavy-duty safety chains.
 Manhole cover grating
 Manhole warning signs
 Status board: To indicate which cargo tanks are manhole covers are open, and which tanks are safe for entry.

 Enclosed Space Log book: Maintained to keep a log of manhole covers opened and persons entry / exit from
tanks.
 Manhole covers of size 600 mm and greater shall be marked - DO NOT OPEN WITHOUT COMPANY’S
APPROVAL
For each enclosed space entry, the competent person shall always make a preliminary assessment of any
potential hazards in the space to be entered, taking into account previous cargo carried (if any), ventilation
of the space, coating of the space and other relevant factors. The competent person's preliminary
assessment shall determine the potential for the presence of an oxygen-deficient or oxygen-enriched,
flammable and/or toxic atmosphere. The competent person shall bear in mind that the ventilation
procedures for an adjacent connected space may be different from the procedures for the ventilation of the
enclosed space itself.
 Information provided by the charterers or shippers in the loading port, regarding the individual product
carried, must be consulted during the assessment in order to perform proper tests of toxic gas
concentrations in the tank to be entered by personnel.
 Analyses of oxygen and toxic gas concentrations in the enclosed space must be taken to obtain a
representative cross-section of the space by sampling at several depths and through as many deck openings
as practicable. When tests are being carried out from deck level, ventilation must be stopped.
 Even when tests have shown a tank or compartment to be safe for entry, pockets of gas shall always be
suspected. Hence, when descending to the lower part of a tank or compartment, further gas tests shall be
made. Regeneration of gas shall always be considered possible, even after loose scale has been removed.
 The following contributory factors have been frequently identified following enclosed space Incident
investigations:
o Non-compliance with procedures;
o Poor supervision;
o Complacency and over familiarity leading to short cuts being taken;
o Monitoring equipment not used or not working properly; and
o Improper action in an emergency.
d) Enclosed Space Atmosphere Evaluation and Authorization of Entry

 Entry into enclosed space shall be planned.
 The Master and Chief Officer shall not enter or be present in an enclosed space at the same time.
 The Chief Engineer and 2nd Engineer shall not enter or be present in an enclosed space at the same time.
Where the preliminary assessment has determined that there is potential for the presence of toxic gases and
vapours, appropriate testing shall be carried out, using fixed or portable gas or vapour detection equipment.
The readings obtained by this equipment shall be below the TLV of the toxic gas or vapour. It shall be noted
that testing for flammability or oxygen content does not provide a suitable means of measuring for toxicity,
nor vice versa.
 Multi-gas detectors intended to be carried by personnel within an enclosed space shall not be used for
conducting pre-entry atmosphere testing.
A written enclosed space entry permit, issued by the Master, shall be required for carrying out each
enclosed space entry. Entry into enclosed space is subject to an Enclosed Space Entry Permit SAF 21

e) General Precautions
 Only one Enclosed Space is to be entered at any one time wherever practicable. (In certain
circumstances entry maybe required to more than one space at the same time. The Master is also to
ensure that sufficient resources and personnel are made available in order that this can be done safely
and in accordance with the requirements laid down elsewhere in this section. Each space entered must
have a separate Permit issued for it.)
 All entrances, which may be used as an emergency escape route from the space, must be open.
 Entry doors or hatches leading to enclosed spaces shall at all times be secured against entry, when entry is
not required.
 A door or hatch cover which is opened to provide natural ventilation of an enclosed space may, wrongly, be
taken to be an indication of a safe atmosphere and therefore, an attendant may be stationed at the entrance
or the use of a mechanical barrier, such as a rope or chain positioned across the opening with an attached
warning sign, could prevent such accidental entry.
 The Competent Person shall determine that it is safe to enter an enclosed space by ensuring that:
o potential hazards have been identified and controls have been implemented to reduce the residual risks
arising from the hazard;
o Any tank to be entered must be completely disconnected from any active cargo operations
o the space has been thoroughly ventilated by natural or mechanical means to remove any toxic or
flammable gases;
o there is an adequate level of oxygen throughout the space;
o the atmosphere of the space has been tested, as appropriate, with properly calibrated instruments to
ascertain acceptable levels of oxygen and acceptable levels of flammable or toxic vapours;
o the space has been secured for entry and properly illuminated;
o a suitable system of communication between all parties for use during entry has been agreed and
tested;
o personnel are properly clothed and equipped for the entry and subsequent tasks; and
o a permit has been issued, authorizing entry.
 Only trained personnel shall be assigned the duties of entering, functioning as attendants or functioning as
members of rescue teams. Regular training of the emergency rescue team is essential to ensure a successful
enclosed space rescue. Ships' crews with rescue and first aid duties shall be drilled periodically in rescue and
first aid procedures. Training shall include as a minimum:
o potential hazards likely to be faced during entry into enclosed spaces;
o recognition of the signs of adverse health effects caused by exposure to hazards during entry; and
knowledge of personal protective equipment required for entry.
 Emergency rescue team members should be:
 Prepared for the physical and technical demands of enclosed space rescue;
 Well trained in all rescue team duties;
 Familiar with the use and deployment of rescue equipment that should be of a size and weight to allow
its ready deployment into the enclosed space and placement in any location where work may take
place; and
 Capable of fulfilling any role within the rescue team.
o Personnel entering an enclosed space must, as a minimum, be equipped with the following
equipment:
o Protective work clothing or protective suits, safety footwear, safety helmet, protective gloves
and safety glasses;
o For large enclosed spaces or when climbing access will be undertaken, safety harnesses;
o Approved safety torch;
o Approved hand-held radio;
o Personal Gas Detector (typically detecting Oxygen, HC , H2S and CO) or an area gas detector
alarm;

o EEBD (s)
 The Competent Person shall ensure that all persons entering the enclosed space are physically fit and
without any apparent physical impediment. In certain cases it is likely that an individual’s toxicity
threshold can become significantly lower, e.g. if the individual is affected by coronary disease.
 Personal Gas Detectors are equipped with audible alarms set to activate when the sample atmosphere
contains more than the TLV of the cargo. All persons entering enclosed spaces, carrying a personal gas
detector, shall be attentive to the meter’s displayed reading of toxic gas levels. They shall not be over-
reliant on the audible alarm because the adverse effects of a toxic gas can start to affect individuals
before TLV concentration (alarm setting) is reached.
 All gas testing equipment used for checking the atmosphere of an enclosed space shall be:
o suitable for the tests required (e.g. for toxic gases – it should have the capability of clearly
measuring the specific toxic gas below the TLV of the substance);
o correctly calibrated and are frequently checked against standard samples.
 Gas testing shall only be performed by personnel trained in the use of the equipment, and who are
sufficiently knowledgeable to interpret the result correctly. Re-check and re-measuring of gases in the
enclosed space shall be carried out at least once every hour or at lesser intervals if the situation
demands.
 While men remain in an enclosed space, ventilation shall be continued and frequent gas tests shall be
made to observe any change in conditions. Particularly, tests shall always be made before each daily
commencement of work and after interruptions or breaks in the work. Tests shall also be so arranged
that a result representative of the conditions of the entire space is obtained.
 The entry operation shall be attended by at least one Attendant equipped with one fully charged
approved breathing apparatus, resuscitator, lifelines and harnesses – ready for immediate use. The
Attendant shall be well trained in the use of the equipment and equipped with a radio communication
system of approved type in order to call the Officer of the Watch or the bridge in an emergency
situation.
 Effective communication shall be maintained between the personnel outside and those within the
enclosed space.
 The Officer of the Watch (at the bridge, engine room or cargo control room, as appropriate, depending
on the current service of vessel) shall be notified about the planned entry. The Officer of the Watch shall
maintain a log book record of the time when persons have entered a particular enclosed space, along
with the name of the enclosed space and the time when persons have exited the enclosed space.
 The atmosphere in the enclosed space shall be tested frequently whilst the space is occupied and
persons shall be strictly instructed to leave the space should there be deterioration in the conditions.
 Ventilation shall continue during the period that the space is occupied and during temporary breaks.
Before re-entry after a break, the atmosphere shall be re-tested. In the event of failure of the ventilation
system, any persons in the enclosed space shall leave immediately.
 Particular care shall be exhibited when working on pipelines and valves within an enclosed space. If
conditions change during the work, increased frequency of testing of the atmosphere shall be
performed. Changing conditions that may occur include increasing ambient temperatures, the use of
oxygen-fuel torches, mobile plant, work activities in the enclosed space that could evolve vapours, work
breaks, or if the ship is ballasted or trimmed during the work.
 In the event of an emergency, under no circumstances shall the attending crew member enter the
space before help has arrived and the situation has been evaluated to ensure the safety of those
entering the space to undertake rescue operations. Only properly trained and equipped personnel shall
perform rescue operations in enclosed spaces.

Additional Precautions for Entry into an Enclosed Space where the Atmosphere is known or suspected
to be Unsafe (Emergency Entry into Enclosed Space)
ENTRY INTO A SPACE WITH ATMOSPHERE THAT IS SUSPECT OR KNOWN TO BE UNSAFE, SHOULD ONLY BE
CONSIDERED IN AN EMERGENCY SITUATION (THAT AFFECTS SAFETY OF LIFE OR SAFETY OF THE SHIP) WHERE NO
PRACTICAL ALTERNATIVE EXISTS. THIS HAS TO BE CARRIED OUT ONLY AFTER A THOROUGH RISK ASSESSMENT
AND APPROVAL FROM THE OFFICE.
 Specific attention is drawn to the precautions specified in ISGOTT regarding “Entry into Enclosed Spaces with
Atmospheres Known or Suspected to be Unsafe for Entry”
 Entry into an enclosed space which is not safe for entry should only be considered in an emergency
situation involving safety of life or safety of ship. In this highly hazardous situation, it is essential that
permission is obtained from the Company and a safe system of work agreed.
 Self-contained breathing apparatuses with safety harness and lifelines shall be used whenever emergency
entry is made into a space which is likely to contain toxic gas or smoke, or be deficient in oxygen. Personal
Protective Equipment (PPE) prescribed by the MSDS of the cargo shall be used. Further, adequate body
protection in the form of a full gas tight chemical exposure suit or other cargo specific PPE shall be used.
 Gas masks and canisters of the type which depend on chemical absorbent to protect the user from
poisonous gases do not give protection against toxic gas in high concentrations or against oxygen deficiency.
Gas masks do not manufacture or provide oxygen. They should never be used instead of breathing
apparatuses.
 Personnel entering non-gas freed tanks or compartments must be well trained in the use of breathing
apparatuses and be aware of the danger of removing their apparatuses while in the hostile atmosphere.
 The number of persons entering the tank shall be kept to a minimum consistent with the work to be
performed.
 Means of communication shall be provided and a system of signals must be agreed and understood by the
personnel involved.
 A standby team shall be ready with spare sets for self-contained breathing apparatuses and resuscitators
outside the tank or compartment in case of emergency.
 Means of communication shall be provided and a system of signals must be agreed and understood by the
personnel involved.
 Personnel entering must, as a minimum, be equipped with the following equipment:
• Protective work clothing or protective suits, safety footwear, safety helmet, protective gloves and
safety glasses;
• For large enclosed spaces or when climbing access will be undertaken, safety harnesses;
• Approved safety torch;
• Approved hand-held radio;
• Personal Gas Detector (typically detecting Oxygen, HC and CO) or an area gas detector alarm;
• EEBD (s)
 Appropriate protective clothing shall be worn, particularly where there is any risk of toxic substances or
chemicals coming into contact with the skin or eyes of those entering the space.
 Rescue harnesses shall be worn and, unless impractical, lifelines shall be used.
Rescue from Cargo Tanks and Other Enclosed Spaces

It is essential that regular drills and exercises to practise rescue from enclosed spaces are carried out, and
that all members of a rescue team know what is expected of them.
When personnel are in need of rescue from an enclosed space, the first action from the person assigned as
the attendant should be to raise the alarm. Although speed is often vital in the interest of saving life, rescue

operations should not be attempted until assistance has arrived and a planned approach can be made. Over
the years, there are many examples of lives having been lost through hasty, ill prepared rescue attempts.
Preventing enclosed space Incident:

Enclosed space Incidents can be avoided with good planning. In addition, providing all crew members with a
suitable safety harness when working within an enclosed space will greatly speed up the rescue effort should
an Incident occur. Safety lines should be used unless, because of the particular circumstances, their use is
considered impractical.
Rescue and recovery organisation:

Enclosed space rescue procedures should be well planned and regular drills held to improve effectiveness.
There are a number of issues that rescue procedures should address.
Team composition
The rescue team should comprise a dedicated team of personnel drilled and trained as appropriate in all
aspects of enclosed space rescue including in the use of resuscitation equipment. All team members should
be familiar with the ship's CMS, and its operating and emergency procedures. Although a dedicated team
offers major advantages it is essential that back up personnel are also identified in case a member(s) of the
dedicated team is unavailable.
Team roles
The Rescue team should consist of the following personnel:
 Team leader - this should be a senior officer. The role will be to direct the rescue effort, therefore the leader
should not form part of the team that enters the enclosed space;
 Entry team - the number of entry team personnel should be kept to a minimum. However, at least two
persons should enter the space to carry out the rescue; and
 Back up personnel - these should be employed to rig the rescue equipment, ensuring that the entry team
have the equipment and support necessary to carry out their task and to monitor the enclosed space
atmosphere. One crew member should be assigned to assist the rescue team leader with communications
and to maintain a record of events.
Depending on the overall crew composition and assessment of the incident some roles can be executed by a
single person who may carry out more than one function.
The rescue operation

The person on watch at the entrance to the enclosed space (attendant) should, as soon as they are aware
that a person in the space is in difficulty, immediately raise the alarm. It is therefore essential that a method
of raising the alarm is agreed and tested in advance together with a means of communicating the details of
the emergency. It is also essential that the rescue team is advised regarding the nature of the Incident and
how many persons are affected.
Rescue team personnel should proceed immediately to the entrance to the enclosed space together with any
additional equipment. No one should enter the space without the team leader's permission.
Unless it has been positively assessed that the atmosphere in the enclosed space is safe to breathe, the entry
team should in addition to wearing appropriate protective equipment use breathing apparatus. Only after a
full test has confirmed that the enclosed space atmosphere is safe to enter should the entry team proceed
without breathing apparatus.
In an emergency rescue, the atmosphere of an enclosed space should always be considered to be unsafe
unless confirmed otherwise.

On reaching the casualty the entry team should ascertain if the casualty is still breathing. If the casualty is not
breathing the entry team should remove the casualty from the space as soon as possible for resuscitation.
If the casualty is breathing, any injuries should be assessed before the casualty is removed from the space. If
the condition of the atmosphere in the enclosed space is not verified as safe, the casualty should be provided
with a safe independent air supply in the enclosed space.
During the incident the team leader and back up personnel should:
 Monitor the rescue team and ensure the provision of spare air supplies;
 Rig rescue equipment such as hoists;
 Monitor the atmosphere of the space;
 Communicate with the vessel's command team; and
 Arrange additional lighting, ventilation and improve access to the space, as appropriate
Removal of the casualty should be carried out utilising the most appropriate equipment such as stretchers,
lifting harnesses and hoisting apparatus.
Rescue and recovery equipment

The following equipment is recommended to ensure a successful rescue from an enclosed space:
Hoist
A dedicated hoist for enclosed space rescue operations should be rigged before entry or be readily available.
When selecting a suitable hoist the following should be considered:
 The Safe Working Load (SWL) should be appropriate to the anticipated lifting requirement, i.e. maximum
weight of a casualty including stretcher and resuscitation equipment. The rescue team should be aware of
whether or not the SWL allows for the lifting of multiple personnel;
 It is important that the hoist can be properly positioned and secured over any enclosed space entrance from
which a casualty may need to be lifted; and
 The hoist should be portable, lightweight and easy to assemble at the site.
Should a powered hoisting motor be fitted, which should be safe to use in the operating environment, this
should be capable of lifting the casualty in a controlled manner.
Stretcher
 When selecting a stretcher for enclosed space rescues the following should be considered:
 In enclosed spaces where a vertical lift is required the stretcher should be able to secure the casualty
properly and prevent head injury;
 The stretcher and casualty should be able to pass through the enclosed space openings and around tight
corners; and
 The stretcher should be capable of being handled by rescuers wearing full protective equipment.
Breathing apparatus
The following should be considered:
 The design of the apparatus should be lightweight and enable the wearer to access confined spaces without
the need to remove it; and
 Radio communication should be possible when using the breathing apparatus.
Resuscitation equipment
The following should be considered:
 It should be light, portable and preferably capable of being recharged on board;
 It should be provided with a manual and automatic resuscitation system; and
 Due to the potential fire risk, pure oxygen should not be used for resuscitation in an enclosed space.

Communication equipment
An effective system of communication between the team leader and the entry team should be agreed. It is
strongly recommended that two way radios are used.
Other equipment
The following equipment should also be considered for use during an enclosed space rescue:
 Personal Protective Equipment (PPE) - protective suits, head and eye protection, gloves and safety boots
suitable for the expected hazards to be found within the space;
 Atmosphere testing equipment;
 Where practical, harnesses and lifelines should be used;
 Extra lighting including portable lighting; and
 Additional ventilation capacity. Care should be taken if the space contains a dangerous atmosphere as this
could affect the rescue team standing by at the entrance to the space.
f) Tank Tagging
 Tank tagging is applicable to cargo tanks only. An entry permitted Tag shall be prominently displayed at
the entrance to the space to inform personnel of the validity of the permit.
 Manholes/ tank domes of all cargo tanks shall be marked, “Danger Do Not Enter” to indicate that the
tank is unsafe for entry.
 When cargo tank entry is to be made, enclosed space entry checklist is to be filled out and the tank
atmosphere is to be checked. If the tank is found to be safe for entry it is to be tagged indicating “Entry
Permitted”.

 When the job has been completed and all personnel have come out of the tank, the “Entry Permitted”
tag is to be returned to the person who issued the permit. The tank will then revert to the unsafe
condition and the tag will indicate “Danger do not Enter
9.3.4.11 CARGO PUMPROOMS – ENTRY PROCEDURE

This section should be read in conjunction with ISGOTT Chapter 10.10 and 10.11
Although cargo pump rooms are included in the above definition of an enclosed space, they have their own
particular equipment, characteristics and risks which require special precautions and procedures
The Pumproom Entrance must be marked in the following manner :-
REPORT AT THIS POINT

NO ENTRY WITHOUT
• Permission from the Chief Officer/OOW
• Ensure ventilation on for at least 15 minutes prior entry
• The atmosphere having been tested for:
Oxygen
Flammable gas
Entry procedures to Pumprooms are divided into the following three categories:
a) Normal Operational Entry

Normal Pumproom entry is to be made using the Pumproom Space Entry Permit (SAF/22). The following
criteria must be met:-
 Ventilation by extraction has been in operation for at least 15 minutes prior to entry and will remain so
during the period of entry.
 The lifeline and full harness are rigged ready for immediate use.
 The atmosphere at the bottom of the pumproom has been remotely tested and free of explosive/ toxic
vapours.
 The atmosphere at the bottom of the pumproom has been remotely tested and found to be 21% oxygen.
 An EEBD is available at the bottom level and conspicuously marked.
 An agreed communication system is in place and effective.
 Emergency and Evacuation procedures been established.
Where the cargo is known to contain dangerous toxicants (e.g. H2S) portable detectors against these
toxic gases must be worn.
b) Maintenance Entry
Entry under these circumstances differs from 1 above in that the work being carried out may result in the
release of toxic vapours. Before entry the Officer or rating must in addition to all requirements in 1
above ensure that:-
 At least one compressed air breathing apparatus is ready for immediate use at the top of the pumproom.
 A second compressed air-breathing apparatus ready for immediate use close to the area of work.
 The resuscitation equipment is ready for immediate use close to the area of work.
 Regular tests are taken with an explosimeter at the bottom of the pumproom as close to the area of
work as is feasible.

 At least one member of the team entering is to carry a personal oxygen meter.
9.3.4.12 H2S GAS MEASURING PROCEDURE/ DANGERS

Many crude oils (SOUR CRUDES) contain hydrogen sulphide gas in solution and suitable precautions are
to be taken to prevent personnel exposure to H2S gas. Hydrogen sulphide can also be encountered in
refined products such as naphtha, fuel oil, bunker fuels, bitumens and gas oils. Cargo including finished
petroleum products and bunker fuels should not be treated as free of H2S until after loading and
absence of H2S has been confirmed by both the results of monitoring and the relevant MSDS
information.
Precautions against high H2S concentrations are normally considered necessary if the H2S content in
the vapour phase is 5 ppm by volume or above.
The Table below shows the Typical effects on Exposure to H2S.
Precautions To Be Taken:
Vapour Monitoring:
Exposure levels in all work locations should be monitored by using suitable instrumentation for detecting
and measuring the concentration of the gas. Detector tubes should be used if it becomes necessary to
monitor a known high concentration. High concentrations and the corrosive nature of the gas can have
a damaging effect on many electronic instruments and may lead to faulty readouts in some detecting
meters. Computer and instrument components made of silver and gold are highly affected by even low
H2S concentrations.
Bunker fuel tanks should be monitored prior to, during and after bunkering. If H2S has been detected,
the bunker tank should be periodically tested. Although the concentration in the vapour space can be
successfully lowered by forced air ventilation, it often increases again when the bunker fuel is heated,
transferred or agitated by other means.
The use of personal H2S gas monitoring instruments for personnel engaged in cargo operations is
strongly recommended. These instruments may provide either a warning alarm at a preset level or an
H2S reading or an alarm. The alarms should be set at a value not exceeding 5 PPM. Personnel should
always carry personal monitors when working in enclosed spaces, gauging, sampling, entering a pump
room, connecting and disconnecting loading lines, cleaning filters, draining to open containments and
mopping up spills. THIS IS APPLICABLE DURING BUNKERING OPERATIONS. ENGINEER IN CHARGE AND HIS

ASSISTANT SHOULD BE HAVING THE PORTABLE GAS METER WITH THEM DURING BUNKERING
OPERATIONS. ADDITIONALLY THE VESSELS BUNKER TANKS VAPOUR SPACES SHOULD BE SAMPLED FOR
THE PRESENCE OF H2S BY THE ENGINEER IN CHARGE OF BUNKERING OPERATION ON A REGULAR
INTERVAL.
PPE: When the concentration of H2S gas is expected to be over 5ppm, all crew working in hazardous
areas (where the gas will be prevalent) should have with them an EEBD which should be used at short
notice if they feel uncomfortable, experience eye irritation or feel nauseous.
Unwell crew are to don the EEBD and evacuate the area immediately. Personnel are required to wear
respiratory equipment in the hazardous areas when:
 When TLV specified by national or international authorities are exceeded, or are likely to be exceeded;
 When monitoring cannot be carried out;
 When closed operations cannot be conducted for any reason and H2S concentrations could exceed the
TLV-TWA.
The Master should make the entire complement aware as soon as it is known that the cargo to be /
being carried contains H2S. A briefing for the entire crew is to be held and the crew be made aware of
the associated hazards. It is recommended that a copy of the above table is taken and posted in the
mess rooms. The best way of dealing with an H2S gas cloud (H2S is heavier than air) is to have a water
spray over the area from where the gas is being emitted. This effectively dilutes the gas may help reduce
the concentration. A systematic evacuation of the area of high concentration of H2S gas is to be
discussed during the briefing and the Master or the Safety officer must stress the carriage and use of
EEBD should crew feel unwell. If a vessel is expected to handle a cargo which contains H2S, and where
there is a possibility of any controlled venting or release of H2S gas during operations in port, entry of
visitors onboard is to be restricted. If Visitors are allowed onboard, they should be warned on he
Gangway on the associated hazards of H2S gas and briefed in-depth by the OOW when onboard. They
should be made to sign the Company Indemnity Form (ADM/06) after such a briefing.
Additional Precautions when Handling Cargoes with Very High Concentrations (100ppm) of H2S:
1. EEBD is to be used by all crew who are likely to be exposed to H2S along with H2S detector/ monitor.
Crew to don the EEBD as soon as the alarm on the detector is activated and leave on the area and
proceed to the upwind side of the location.
2. SCBA should be worn when carrying out gauging, sampling, Opening up blanks on pipelines, connecting/
disconnecting cargo arms, cleaning filters, draining lines and mopping up spills.
NOTE: Company does not endorse the use of nor will supply any chemical cartridge respirators.
In addition to being a health hazard, the H2S odour is also considered a public nuisance.
Most local environmental regulations limit or ban the release of H2S concentrations to the atmosphere
and this is, in any case, good practice. It is therefore necessary to maintain cargo tank pressures within
acceptably low limits. The tank vapour pressure will rapidly increase if vapour space is exposed to heat or
the product is agitated.
Crude oil washing will rapidly increase the vapour pressure and should begin at a relatively low IG
pressure (around 150mmWG) in the tanks and, preferably, while maintaining a relatively high discharge
rate.
Refer to section ISGOTT 6 section 1.4.6 and 12.1.9 for handling cargoes with H2S.
9.3.4.13 COLD WORK

Cold work can be defined as any hazardous maintenance work that does not involve the ignition hazards
which are found in hot work. Proper assessment of the task and working environment are to be
determined and if no flammable or explosive risks are identified, a cold work permit is sufficient for
carrying out the work.
SAF 14 – Cold work permit to be completed prior commencement of job.

SECTION 4 – GAS DETECTION EQUIPMENT Page Number : 1 of 1
9.4 GAS DETECTION EQUIPMENT
9.4.1 MINIMUM METER FUNCTION REQUIREMENTS
All Company vessels will carry the following Portable meters:
 2 of Portable 02 Analyzers
 2 of Explosimeter
 2 of Tank scope
 2 of Personal 02 Warning Meters
 2 of Personal HC Warning Meters
(Note that personal combined function meters capable of monitoring at least Oxygen and Hydrocarbon
may be used instead of the separate personal meters above.)
 2 of H2 S Sensing Meters
(Note that one meter may be carried if the Pump room is fitted with a fixed system capable of detecting
H2 S)
 1 of Freon Detector (for MARPOL ANNEX VI compliance)
In addition, the following Dredger tubes will be carried:
 Carbon Monoxide 5c CH25601 – 10 tubes/ 1 pkt
 Carbon Dioxide 1% CH25101 – 10 tubes/ 1 pkt
 Hydrogen Sulphide 2/a 67-28821 – 10 tubes/ 1 pkt
 Hydrocarboné Gas 0.1%/b CH26101 – 10 tubes/ 1 pkt
 Benzene 2/a 81 01231 - 10 tubes/ 1 pkt
Notes
1. For all Meters on board Manufacturer’s Operating Manual and a suitable Calibration Kit must be on
board.
2. The performance of these meters is to be scrupulously monitored and repairs arranged in the case of
malfunction.
3. These meters are a high cost item and must be looked after carefully.
4. Meters have to be spanned prior use. Calibration frequency as per STRB and PMS. (This is applicable to
all meters’ portable and personal. Fixed Gas Detection system must be spanned using the test channel
once a month).
5. Additional tubes for Dredger detector can be ordered if required for specific cargoes
To ensure that the personnel are not exposed to high concentration of gas the meters shall be set to
give warning to the user at following levels
• H2S Meters – At 5 PPM
• CO at 25 PPM
• O2 at 20%
• HC at 10 % LEL

SECTION 5 – DIVING OPERATIONS Page Number : 1 of 1
9.5 DIVING OPERATIONS
Where and when it becomes necessary to employ the use of a diver or divers to carry out surveys, effect
repairs etc. the following instructions are to be followed.
a) Requests for diver services must be made via the office.

b) The local port authorities are to be advised and permission to carry out before diver operations are
commenced.
c) A safety briefing is to be held with the diving contractor’s representative/s before diving operations are
commenced. The “ALPHA” Flag is to be raised and it is to be agreed that there will be a watch
maintained on the waters surrounding the vessel and dive boat to warn approaching vessels or craft of
the diving operations. IT MUST BE AGREED WHO WILL PROVIDE THE WATCHMAN. THE VESSEL OR THE
DIVING VESSEL. If the diving vessel takes on this responsibility, then a member of the Deck watch must
from time to time check and ensure that the watchman is indeed present.
d) A drawing is to be made available to the diver or divers, showing the position of all overboard suction
and discharges and those which will remain in use, and agreement reached regarding the shutdown of
any suction or discharge sea chests.
e) In addition to the above an Underwater Work Permit (SAF/17) is to be completed. This includes
additional precautions and procedures in the form of a check-list.

SECTION 6 – ENGINE ROOM, GALLEY SAFETY Page Number : 1 of 4
9.6 ENGINE ROOM SAFETY PROCEDURES
The Chief Engineer is ultimately responsible for ensuring the safe operation of the engine room and the
safety of personnel within his department by encouraging the use of safe working practices at all times.
9.6.1 CLEANLINESS AND HOUSEKEEPING
The machinery spaces of the Company's vessels are to be maintained in a clean condition.
In achieving a high standard of cleanliness and housekeeping the following will be essential: -
a) Keep engine room bilges clean and free from oil, whilst observing MARPOL regulations.
b) Trace and stop any leakage of oil or water.
c) Empty savealls regularly to prevent overflows. Ensure that savealls are clean.
d) Keep tank tops, floor plates, gratings, ladders, handrails etc, clean and free from oil.
e) Tools and movable equipment must be stowed away properly when not in use.
9.6.2 REMOVAL OF FLOOR PLATES, MANHOLES AND LADDERS
All floorplates, gratings, ladders, handrails etc, must be kept properly secured.
Whenever it is necessary to remove these items the following precautions must be observed:
 The area affected must be roped off.
 Warning signs must be displayed to warn personnel of the danger.
 The area must be well illuminated.
9.6.3 SOUNDING PIPES
Sounding pipes are required to be fitted with a cap attached by a chain and an operational deadweight
closure device. Regular checks must be made to ensure that these fittings are in place and operating
correctly.
Deadweight closure devices must not under any circumstances be artificially held open after use.
9.6.4 OPERATION OF LIFTING EQUIPMENT
“Lifting equipment” means any mobile or stationary appliance which is used anywhere onboard ship for
the purpose of suspending, raising, lowering loads or moving them from one position to another whilst
suspended. Lifting equipment includes, but is not limited to, hose handling cranes, stores cranes, engine
room hoists and chain blocks.
All lifting appliances are subject to load testing every 5 years with annual intermediate examinations.
Lifting appliances must not be operated outside their design limits. All these limitations are to be clearly
marked on the appliance.
Controls are to permanently and clearly marked with their function and operating directions and
instructions. Controls must not be modified in any way from their original specification. Any locking
devices fitted to controls must be kept in good condition.
All fitted safety devices limit switches, cut-offs or pawls are to be kept in good working order and tested
regularly as per the PMS. Safety devices must never be isolated or overridden.
Lifting appliances must always be attended when in the ‘on’ position. When work is completed the
appliance is to be secured as applicable and the power turned off.
Personnel operating lifting equipment shall have no other duties at the time of operation and must have
a clear view of the operation. Where this is not possible a trained signaler is to be used to give
directional instructions to the operator.
The use of all lifting appliances is to form part of routine risk assessment.

9.6.5 GALLEY, CATERING STAFF AND ACCOMMODATION HYGIENE
The Code of Safe Working Practices should be read in conjunction with this part.
Illness or disease can rapidly spread onboard if proper and efficient working practices are not adopted
when handling and working with food and provisions. The galley is also a place of work associated with
various hazards such as sharp utensils and boiling liquids. It can be seen therefore that good hygiene,
efficient housekeeping and safe working practices must be followed in order to minimize the risk to both
personnel working in the galley and also to the remainder of persons on board.
9.6.6 GALLEY SAFETY & HOUSEKEEPING
All equipment such as stoves, ovens, mixers, deep fat fryers and other electrical equipment must be
operated in strict accordance with the manufacturers’ instructions and safety guidance. Wherever
practicable such instructions are to be posted beside each piece of equipment.
No personnel are to be allowed in the galley without permission by the Chief Cook or Master.
Galley personnel should be fully instructed and trained in the use of the CO2 or dry chemical
extinguisher(s) and Fire blanket(s), fitted in the galley. Galley personnel should be fully instructed to safely
operate the galley stove or cooker.
Care must be exercised when handling hot equipment and utensils. In heavy weather it is essential that
guard rails are used around the galley range and that pots and pans are not overfilled to the extent that
they may spill when the ship rolls.
Sharp objects, such as knives and choppers, must be handled with care at all times and are to be kept in
secure racks or other suitable storage when not in use. They must not be left lying around where persons
may incidentally cut themselves. When washing utensils, knives must be washed individually and not
mixed up with other items and must not be left lying at the bottom of a sink.
All galley areas, particularly those where food is prepared must be kept clean at all times. Any damaged
surfaces, especially tiled surfaces including decks and splash panels, are to be repaired with the minimum
of delay.
In order to avoid cross contamination between uncooked meats and other foods, separate cutting/
chopping boards and preparation surfaces are to be used. Likewise, utensils such as knives are to be
designated for uncooked meats and kept separate from other utensils.
Foodstuffs and provisions are to be kept in sealed containers when not in use.
Waste, particularly food scraps must be kept in sealed containers and away from foodstuffs. Galley waste
must not be allowed to build up in the galley and is to be transferred to the vessel’s designated garbage
stowage area as soon as practicable. Garbage must be properly segregated at the storage area (refer to
Garbage Management Plan for details for disposal).
The ventilation system is to be used in order to keep the galley free of smoke, steam and odours. The
ventilation grids are to be cleaned regularly in order to keep them free of oil and grease.
Doors of galley, cold rooms, store rooms, etc. should always be safely secured by hook, bolt or by lashing.
Decks immediately outside reefer rooms should have anti-skid surface.
Remote cut offs and stops to be conspicuously marked and operation known to galley staff.
9.6.7 PERSONAL HYGIENE
All persons handling food must pay the utmost attention to the cleanliness of both themselves and to
their clothing. They are to wear clothing designated for working in food preparation and service areas.
Hand washing facilities, complete with anti-bacterial soap, nail scrubber and disposable towels, are to
be made available and are to be used frequently especially after handling uncooked meats and visits to
the toilet.

Persons who are suffering from a disease or ailment capable of being transmitted via food or water
must not be allowed to work in food preparation or service areas.
All cuts, however small, must be reported for first aid attention. Anyone with a septic cut, wound, boil
etc must not be involved in handling foods.
9.6.8 PANTRIES
Where pantries are provided for the use of officers and crew, it is the responsibility of all persons using
these facilities to ensure that they are kept in a clean, hygienic and tidy condition. Failure to comply with
this may be sufficient for the Master to withdraw the facility at his discretion. Proper waste receptacles
with tight fitting lids are to be supplied and regularly emptied in accordance with the Company’s garbage
management plan.
Some pantries may be equipped with microwave ovens. It is important that the manufacturer’s
instructions are followed and that all food is cooked thoroughly and evenly. Failure to do so may result in
food poisoning.
9.6.9 COCKROACH INFESTATIONS
Cockroaches and other pests can damage food and may even transmit diseases including dysentery. The
Master shall encourage all onboard of their duty in prevention of the infestation and that routine
inspection are being carried out at regular intervals to areas where food are stored and other undisturbed
areas. Appropriate action shall be taken by the master to eradicate or minimize the problem. Master to
instruct ship staff involved to be vigilant in identifying
possible insect migration through the stores / provision received.
To help eliminate these pests food and waste must not be left lying around and must be stored or
disposed of correctly. All areas associated with storing or handling foods must be kept immaculately clean
with cracks and other damages repaired as soon as possible to prevent breeding areas.
If cockroaches or other pests are discovered, suitable products are to be obtained for their elimination.
Such products may include sprays, baits and traps. Any such product must be used in strict compliance
with the manufacturer’s instructions, particularly with regards to using them in close proximity to food.
Master shall ensure that sufficient pesticide is available onboard at all time. In the event that infestation
cannot be controlled by the above methods, the Company is to be advised who in turn may make
arrangements for professional exterminators to attend.
NOTE: Meals served onboard should be eaten in the messrooms or pantries only. Meals should not be
taken into individual cabins as this is one of the prime reasons for infestation.
9.6.10 ELECTRICAL APPLIANCES
All portable electrical equipment should be isolated from the main after use. Only proper plugs, sockets
and fuses should be used. Multiple outlet sockets from a single point should not be used. A proper
distribution board with multiple outlets is to be used. Circuits should not be overloaded as this can lead
to overheating of wires and result in a short circuit and fire.
Electrical fittings should only be worked on by authorized personnel. Never ever spray or splash water
onto electrical fittings, prior washing galley isolate electrical equipment. They are not designed for this
treatment and electrocution and/or damage to the equipment will be the result. Personal electrical
appliances may only be connected to properly fitted and approved ship’s connections.

9.6.11 LAUNDRY EQUIPMENT
Following considerations are to be made when using Laundry Equipment:

a) Tumble drier filters must be cleaned before using the machine.
b) There are cases where the normal lint filter does not prevent a carryover of lint into the tumble drier
extraction ducting. This ducting is to be opened up and inspected at intervals not exceeding six months
or less if lint build up has shown that more frequent inspection intervals are required.
The date that the trunking was last inspected is to be stenciled conspicuously on or near to the
tumble drier.
c) Clothes must not be left on top of a tumble drier as this may cause overheating of the machine.
d) Spin driers or washing machines with spin facility must be fully stopped before the door or lid is opened.
Under no circumstances must a machine with a safety time delay on lid opening be forced.
e) Simple operating instructions for all equipment should be posted near machinery in appropriate
languages.
f) Care must be taken when washing down/ cleaning the laundry due to the dangers of electrocution from
electrical equipment, many ships have a 440v supply in the laundry.
g) The correct amount and type of detergent powder should be used. Excessive amounts of powder can
lead to overflowing of the machine with subsequent hazards from electrocution due to water coming
into contact with the internals of the equipment.
h) Smoking is not allowed in ship’s laundries.

SECTION 7: GOOD HEALTH AND SOUND MIND Page Number : 1 of 5
9.7 GUIDELINES FOR MAINTAINING GOOD HEALTH AND A SOUND MIND –

BEHAVIOURAL PATTERN
We urge Masters to bring to the notice of all ship staff, the benefits of a healthy and well balanced diet
as well as the need for regular exercise to maintain fitness and thereby benefiting from the results of
the same. This would be best achieved if a member of the crew who is already practicing such a regime
is identified by the Management Team and encouraged to lead others. The best time to exercise would
be during rest periods when the crew member is not doing his routine work or watch keeping. The
marine environment offers fresh and unpolluted air in abundance and good use of this should be made.
Light free hand exercises, Yoga/ Meditation, brisk walking, use of ships gymnasium or playing games like
Table Tennis etc will increase the fitness level of individual crew members. Consequently, they will reap
the benefits of a well balanced body and mind as well as a positive outlook towards teamwork and
having a good lifestyle. The nutrient intake and physical activity goals contribute in reducing the burden
of disease related to obesity, diabetes, cardiovascular disease, several forms of cancer, osteoporosis
and dental disease. Physical activity is a key determinant of energy expenditure, and thus fundamental
to energy balance and weight control.
Masters should draw the attention of the Chief Cook towards making the meals onboard wholesome,
nutritious and tasty. We strongly believe that the Chief Cook is instrumental in keeping the morale
onboard high through balanced and delicious diets. Healthy diets and physical activity are key to good
nutrition and necessary for a long and healthy life. Eating nutrient dense foods and balancing energy intake
with the necessary physical activity to maintain a healthy weight is essential at all stages of life. Unbalanced
consumption of foods high in energy (sugar, starch and/or fat) and low in essential nutrients contributes to
energy excess, overweight and obesity. The amount of the energy consumed in relation to physical activity and
the quality of food are key determinants of nutrition related chronic disease. Not all fats are the same - It pays
to know the difference. A diet should contain less high-calorie foods, especially foods high in saturated or trans
fats and sugar. Unsaturated fat and the use of less salt; consuming fruits, vegetables and legumes; and select
foods of plant and marine origin will be a very balanced and healthy diet. This consumption pattern is not only
healthier but more favourable to the environment and sustainable development.
9.7.1 WORKING IN HOT OR SUNNY CLIMATES AND HOT ENVIRONMENTS WITH HIGH
HUMIDITY
High humidity and high temperatures can lead to heat exhaustion and heat stroke. Perspiration is the
body’s best heat control mechanism, but sweat consists of mainly body salts and water which must be
replaced. It is advisable to drink 4~5 litres (8 Pints) of cool water (Not iced) daily. It is best to take in
small quantities and frequent intervals. Salt can be taken in food, supplemented by salt containing
drinks to prevent heat cramps. Alcohol should be avoided.
The length of time that seafarers are exposed to the hot conditions should be limited and breaks (in the
shade and in fresh air) should be provided. In tropical areas especially, exposure to the sun should be
avoided as far as possible, particularly during the hottest part of the day. When it is necessary to work in
exceptionally hot or humid conditions, appropriate clothing should be worn, offering protection to the
body and the head. The upper body should be kept fully covered especially around midday when the
sun is at its hottest. Skin that has not been exposed to sun frequently will burn easily in hot and humid
climates when exposed directly to the sun.
Using sunscreen can add useful protection for the seafarer’s body which is not easy to shade from Ultra
Violet rays and sunlight. In European climatic regions, use a sun protection factor (SPF) rating of at least
15. In tropical regions or other areas of high risk, use a SPF of at least 30 (Or higher for those with fair
skin)

9.7.2 WORKING IN COLD CLIMATES AND ENVIRONMENTS
Working in cold climates can impair the seafarer’s ability to carry out simple tasks, as the cold climates
can severely affect the skill level. At even colder temperatures, deep muscles are affected, which results
in reduced muscular strength and stiffened joints. Early signs that body is under stress from cold climate
include
 Persistent shivering
 Poor coordination, irrational and confused behaviour
 Reduced mental alertness
9.7.3 SAFETY OF CONTRACTORS ONBOARD
Contractor or subcontractor refers to any person or entity engaged in a legitimate contracting or sub-
contracting arrangement with the vessels owner or manager for execution of a particular work onboard
the ship, they include but are not limited to riding crews, super cargoes, repair teams, service
technicians, cleaning gangs etc.
The contractor and vessels management must work together for safe completion of the job and must:
 Ensure that no work is done on the ship without approval from the Master.
 If the vessel is not in a shipyard or repair yard the PTW system of the Company will be required, as
applicable to
the situation. Senior officers are to Issue, monitor and revoke permits-to-work (PTW) for hazardous
work.
 Ensure that a safety assessor from vessel’s side for hazardous work is appointed by the Master.
 Ensure that the safety assessor/master has given clearance for hot work to proceed;
 The vessel and the contractor must assign a trained fire watchman who is equipped with appropriate
firefighting equipment to watch each hot work area
 Ensure that hot work areas are marked and free from hazardous substances Contractors should also be
made to be aware of the below:
 On Tankers, smoking and the use of naked lights is permitted only in approved / designated areas.
 Potential sources of ignition are detailed in the International Safety Guide for Oil Tankers and Terminals.
Some are obvious, such as welding, burning etc. others, such as electronic equipment not designed for
use in a hazardous area e.g.: torches, cameras, mobile phones, pagers and even electric lights as fitted
to bicycles are less obvious but no less dangerous. If they are in any doubt, they are to seek advice from
the Master or Chief Engineer.
 Behaviour that is irresponsible must be discouraged. “Showing off”, acts of bravado or anything else
that involves risk taking, contrary to safety standards should be stopped immediately, and the potential
danger of the actions explained.
 Having an over limit blood alcohol level or consuming alcohol whilst working onboard is dangerous to
everyone in a work site. Consuming alcohol to the extent that a person is affected when they
commence work is strictly forbidden. The abuse of illicit and medication drugs, or being in possession of
any illicit drug whilst working onboard, is also strictly forbidden.
Persons under the influence of:
 alcohol or illicit drugs or abusing medication
 or consuming alcohol in the workplace must be removed from the Vessel immediately.

9.7.4 RESPONSIBILITIES BETWEEN CONTRACTORS AND VESSEL’S MANAGEMENT
It must be clearly understood that the requirements of the Company are in addition to any statutory
requirements, the codes of safe working practices and the highest professional standards of safety and
workmanship applicable to the trade of the Contractor.
The contractor must comply with all local and international environmental legislation pertaining to the
vessel. The prevention of Incidents and injuries are the collective responsibility of every person, be they
representing the shipowner, the Company, or the Contractors and their respective employees.
The Master retains the over-riding authority to ensure that all work is carried out as per Company
procedures and has the authority to stop any work not being done as per the guidance of the Company
HSE procedures.
9.7.5 SAFETY INDUCTIONS
Once the contractors board a ship for work, the Master must discuss the following:
 Potential hazards on the vessel which may affect them, and which may be created due to their work
 Control measures to mitigate risks
 Safety data sheets of chemicals found on the vessel and/ or used by the contractor
 Safety rules and standard operating procedures that will affect either party
 Shipboard emergency procedures should be clearly communicated to the contractor prior to starting
work, and means of escape and emergency exits must be highlighted.
 Contractor(s)-personnel sailing on board read and shall sign a “Letter of Indemnity” (ADM 06A) on
boarding the vessel. In cases where the contractor refuses to sign the LOI the company shall be advised
immediately.
 Before contractor personnel commence any work on board they shall attend a vessel Induction
programme (SAF 01A). The purpose of induction is to ensure that all contractor sailing on board the
vessel become familiar with the vessel’s safety and quality management systems. In addition to the
vessel induction, there may be additional equipment familiarisation required if deemed necessary by
the Master.
During Induction contractor shall be informed about the common working language for on-board
communication. The common working language for on-board communication is English. Where
contractor cannot communicate effectively regarding safety matters in the common working language,
Master shall ensure that arrangements are in place to ensure the effectiveness of communications,
without risking misunderstanding or ambiguity at all times. This should include visually explicit
information on emergency alarms and emergency procedures
 Contractor-personnel on board the Company’s vessel shall comply with:
o the vessel’s safety management systems, in full.
o Company’s permit to work system.
o the Company’s drug and alcohol policy and testing regime 'for cause' and 'post incident' testing
requirement.
 The contractor-personnel shall submit daily work plan to the Management Team, preferably, a day
before the work takes place. The contractor’s work plan, shall be taken into account when preparing the
daily work plan for the vessel.
9.7.6 - Intentionally blank -

9.7.7 COMPLIANCE WITH COMPANY’S HSE POLICIES
The companies HSE procedures apply to all seafarers working onboard our managed vessels and shore
employees of the Company, and any third party and their members, contractors, subcontractors,
associates, and affiliates who act on behalf of the Company. Third parties such as contractors, agents or
consultants engaged to work on behalf of the Company must be made aware of these procedures and it
shall be a condition of such engagement that they, and their employees, acknowledge and adhere to
the companies HSE procedures, including PPE, D&A, hours of work/rest and smoking regulations.
9.7.8 EAR DEFENDERS/ PRECAUTIONS AGAINST NOISE LEVELS
An average person can safely tolerate exposure to about 80 Decibels of sound and a serious threat to
hearing ability occurs from continues exposure to sounds at decibel levels greater than 90. The
implications of impaired hearing could not only in the worst circumstances lead to being
rejected on medical grounds but also,
 Could result in misunderstanding important instructions
 Personal injury
 Hampering job related performance
All areas with high noise levels should be clearly identified and all entrances to such spaces should carry
a warning symbol for the high noise level. Ear defenders are to be worn by all personnel in areas where
high noise levels exist.
In the interests of hygiene this equipment should not be passed from person to person without first
replacing the ear pads with new ones from a hygiene kit which is available on board. In any case, they
are to be replaced at the manufacturer’s recommended intervals.
9.7.9 EYE PROTECTION
Goggles are available on board and offer protection to the eyes against the risk of foreign bodies
entering the eyes when carrying out operations such as grinding and chipping and also when handling
chemicals. These must be worn for all types of jobs.
Signs are to be displayed in workshop areas to warn of the need to use eye protection when working in
these areas.
During welding and burning operations suitably approved goggles/visors must be worn to prevent eye
damage from Ultra-violet light.
9.7.10 BODY PROTECTION
Protective overalls or other clothing is to be worn as appropriate to give adequate protection against
foreseeable risks within the relevant work area. All working clothing must be close fitting with no loose
flaps, scarves or belts and without bulging or ripped pockets.
It must be kept as clean as practicable for reasons of health and hygiene. Personnel must be aware of
the risk of dermatitis or skin cancer from prolonged contact with various oils or other hazardous
substances.
Overalls must be correctly closed (i.e. zips/buttons fastened) and sleeves rolled down in order to give
maximum protection to the body during work.

9.7.11 RESPIRATORY PROTECTION
The type of respirator appropriate to the type of work planned must be worn by those involved.
Respirators do not provide protection in oxygen deficient atmospheres. They must not be used in any
space where the atmosphere is known or suspected to be oxygen deficient.
9.7.12 SAFETY HARNESSES
Should be used when working aloft or over the side. Where suitable securing points are not available,
arrangements must be made to provide adequate points.

SECTION 8 – SAFE ACCESS Page Number : 1 of 6
9.8 SAFE ACCESS
9.8.1 BETWEEN SHIP AND SHORE
a) General
The Master is responsible for ensuring that there is a safe means of access between his vessel and the
shore or other ship (STS). The equipment must be well maintained, in sound condition, rigged correctly
and adjusted and kept safe throughout the stay of the ship. The access equipment and the approaches
to it are to be well lit. Appropriate safety and warning signs are to be posted at the access to the ship.
Access equipment is to be kept free of snow, ice, oil and grease residues.
In the interests of security, wherever possible access to the ship is to be limited to a single point at the
gangway or accommodation ladder. It is to be manned at all times by a crew member in radio contact
with the Officer-of-the-Watch. Reference is to be made to the Ship Security Plan.
To ensure the safety of visitors, a safety information sheet (section 11.3.7) is to be issued to all persons
visiting the vessel. This will give information regarding alarm signals and emergency instructions.
All personnel, both ship and shore staff, must only use the designated means of access.
b) Safety Nets
The purpose of a safety net is to minimize the risk of injury arising from falling between the ship and the
jetty, between two ships, or falling onto a jetty.
Safety nets of suitable strength, dimensions, mesh size must be rigged using available securing points on
the ship and on the shore. The whole length of the access is to be covered with such a net. Where the
side rails are permanent metal rails the use of safety net maybe dispensed with. However, if there is a
protruding platform at the base of the gangway, a suitable net should be deployed at the base of the
gangway.
c) Other Equipment
A lifebuoy fitted with a self-activating light and also a separate buoyant line attached to a quoit or
similar device is to be provided ready for use (laid out not coiled) at the point of access to the vessel.
Ship’s handrails are not to be used to support gangways unless the rail has been specially reinforced for
that purpose.
Rope ladders must only be used as a means of access if there is no other safe alternative. They must
never be used as an easy substitute. Rope ladders must provide an adequate slip resistant foothold and
must be secured so that they are firmly held against twist, turn or tilt.
d) Rigging
Gangways must not be rigged at an angle of more than 30° and accommodation ladders no more than
55° from below the horizontal unless specifically designed for greater angles.
Where a gangway or accommodation ladder rests on top of strengthened handrails, a bulwark ladder
must be provided. Any gap between the gangway or accommodation ladder and bulwark ladder is to be
fenced to a height of at least 1 meter. Handrails are to be fitted to at least one side of the bulwark
ladder to ensure safe passage to and from the gangway.
After the access has been rigged it must be checked to ensure that it is safe to use. Regular checks are to
be made during the period of use and any adjustments made as required. Stanchions are to be securely
rigged and guard ropes kept tight at all times.
e) Maintenance
All ship’s access equipment must be inspected at regular intervals and maintained according to the
manufacturer’s instructions and the vessel’s planned maintenance system. All moving parts and wire

falls are to be adequately lubricated. Any damages to wires or ropes are to be investigated carefully and
renewed if required. A careful check is to be made for any signs of cracking or corrosion.
The majority of gangways and accommodation ladders are constructed of aluminum alloys which can
corrode easily when in contact with other metals. Care must therefore be taken to ensure that joints of
rubber or neoprene are used between steel fittings (e.g. stowage points, washers etc) and aluminum.
Accommodation ladder wire falls must be replaced every 24 months since the time the wire has been
put in use .
Any repairs using steel doubler or bolts made from steel or brass are to be considered only as
temporary. Permanent repairs must be undertaken as soon as possible.
f) Shore-supplied Gangways and Ladders

When the access equipment is provided by the shore it is still the Master’s responsibility to ensure as
far as practicable that the equipment is suitable, properly rigged (may necessitate supply and rigging of
safety net) and adequately illuminated.
Any defects of shore equipment must be reported to the shore authority for immediate action or repair.
9.8.2 PILOT LADDERS
a) Requirements
Reference is made to SOLAS Chapter V, Regulation 17 which lists requirements for pilot ladders and
mechanical pilot hoists. Pilot ladders must be rigged so that they allow safe access for the pilot for
boarding and disembarking from the ship. Ladders are to be positioned where practicable within the
midship parallel body of the vessel, have each step resting firmly against the ship’s side and be clear of
any possible discharges from the ship.
When receiving new ladders from suppliers, a careful check must be made not only that they are of
sound construction but that they also fully comply with SOLAS.
TRIPPING LINES ( I.E. ROPES CONNECTED TO THE LADDER BASE DESIGNED FOR HEAVING THE LOWER
PART OF THE LADDER ) ARE NOT ALLOWED IN ANY CIRCUMSTANCES.
PILOT LADDERS ARE TO BE USED SOLELY FOR THE PURPOSE OF SAFE ACCESS FROM THE WATER TO THE
SHIP. THEY MUST NOT BE USED FOR ANY OTHER PURPOSE.
b) Associated Equipment
Next to the pilot ladder following items of equipment should be placed:
 Two man ropes of not less than 28mm
 A lifebuoy with a self igniting light
 A heaving line (suitably laid out and ready for immediate use)
 lighting, both overside and at point of access onto ship.
Note: All equipment so used should be stowed away after use and not be left out in the open to rot.
c) Maintenance
Pilot ladders are to be inspected well before use to check for signs of wear or deterioration of the rope
as well as damage to or cracking of the steps and spreaders. They must be kept clean and free from oil
and grease at all times.
If a step has to be replaced, the replacement should be secured by the method used in the ladder’s
original construction. Where this is not practical and another method of securing has to be used, no
more than two replacement steps are to be replaced in this way. They must be secured by the correct
method as soon as possible. Steps are not to be painted.

When not in use, pilot ladders are to be carefully secured in a suitable location fully protected from
water, dampness, sunlight and any other medium likely to cause damage.
Pilot ladders to be replaced at an interval not exceeding 30 months since the ladder was put in use
9.8.3 PILOT LADDERS USED IN CONJUNCTION WITH ACCOMMODATION LADDERS

(COMBINATION LADDERS)
A pilot is not required to climb more than 9 metres on a vertical ladder. In cases where the distance
between the surface of the water and the ship’s point of access is more than 9 metres, the pilot ladder
is to be used in conjunction with an aft facing accommodation ladder.
The pilot ladder must be rigged adjacent to the lower platform of the accommodation ladder and is to
extend at least 2 metres above the lower platform. The lower platform is to be in a horizontal position
when in use. All stanchions and hand-ropes are to be secure and taught.
Lighting is to be provided so that the full length of the accommodation ladder as well as the pilot ladder
is adequately illuminated at night.
9.8.4 PILOT HOISTS
Mechanical pilot hoists are approved by Flag State or Class on behalf of Flag State.
The hoist is to be located within the parallel body length of the ship and, as far as practicable, within the
midship half-length of the vessel and clear of any discharges.
From a standing position, the operator of the hoist must be able to see the hoist at all times from the
lowest point to the ship access point. The hoist must be properly maintained in accordance to the
manufacturer’s instruction book and a record of such maintenance is to be kept.
Pilot hoists are subject to annual survey as part of the ship’s safety equipment certificate.
A pilot ladder is to be rigged directly adjacent to the hoist so that access is available from the hoist at
any point of its travel in the event of a breakdown.
Markings are to be made on the ship’s side to show the location of the pilot hoist.
The same associated equipment required for a pilot ladder is to be made available and ready for
immediate use.
9.8.5 USE OF PERSONNEL TRANSFER DEVICES (PTD)
a) General
Use of personnel transfer devices should be kept to minimal and carried out only when all other safe
options have exhausted. Options such as use of gangways / workboats etc. should be tried prior the use
of PTD’s.
Personnel Transfer Device (PTD) is defined as an equipment which can be attached to a crane and is
specifically designed for the lifting and transferring of personnel.
Following factors shall be taken into consideration before commencement of transfer.

 All hazards and risks including effects of weather, sea state, hours of darkness and other relevant factors
are to be carefully assessed within the risk assesment.
 Any national or local regulation or relevant codes of safe working practices concerning transfer of
personnel in open waters should be taken into account.
 All crew members operating the lifting equipment or working in the vicinity of transfer area should be
trained and suitably equipped with required PPE.

 All personnel being transferred must wear proper PPE including personal floatation device. Sick persons
and persons in poor health should not be transferred by personnel transfer baskets.
b) Cranes for Personnel Transfer
Crane being used for transfer must be certified for man-riding i.e. crane hydraulic system should be fail
safe (prevent free fall) and must have alternate measures incase of a power failure such back-up power
from emergency generator or manual pumps. Procedures concerning the use of manual pumps and
emergency brake release operation should be available onboard and crew should familiar with the
same.
Use of derricks and booms for personnel transfer is not recommended. Transfers by personnel baskets
using ships' cranes should only be undertaken when transfer is essential and it is not practicable to gain
access by less hazardous means following the risk assessment.
All lifting equipment should be inspected, maintained, weight tested and certified as required. This
includes personnel transfer baskets. Rigging and straps. Lifting equipment is to be used only for that
purpose and must be accounted for on the ship's planned maintenance schedule. All load certifications
or class documents should be kept available for inspection.
All hooks or shackles should be properly closed or wired. In order to increase the safety factor of the
lifting equipment to be used for personnel transfer, the SWL of crane and associated equipment is to be
reduced by one half, i.e. a crane with a rated SWL of 2 tons would be limited to 1 ton SWL for personnel
transfers.
The reach of the lifting equipment should be long enough so that the basket need not be pulled over
excessively, jeopardizing the ability of personnel to hold on. (Note: The lack of reach of equipment has
been a root cause of some personnel transfer incidents.) Factors such as below should be taken into
account.
 Diameter of the fender being used for the STS operation.
 Difference in freeboard between the two transferring ships.
 Minimum and maximum angles for the equipment arm.
c) Personnel Transfer Basket / Device
Personnel Transfer Basket (PTB) being used must be certified for lifting personnel.
PTB must be duly marked with the max permissible weight to be lifted;
PTB should be attached to the crane hook only by the rigging arrangement which forms part of the
basket.
PTB must be visually inspected before use; proof tested to twice the max permissible weight for which
certified, and subject to a 2 year load test as per manufacturer’s instructions.
d) Safety and Communications during Transfer
All equipment being used should be inspected and tested prior to each use.
Throughout the operation a lifebuoy with line, boathook and heaving line must be kept available for use
in emergencies.

Apart from small items that can be secured in the carriage rack, luggage should be transferred
separately. Any equipment carried in the basket must be effectively secured;
Personnel should stand on the areas marked on the basket with feet apart on the board; safety harness
attached and the basket should be securely gripped with both hands. Personnel transferring should be
evenly distributed around the base board to ensure maximum stability.
Proper communications should be provided by the most effective method between the signalman, the
crane operator and the personnel in the basket. Signals and methods being used for the operation
should have been decided before the commencement of operation. A combination of voice and hand
signals may be necessary between personnel in the basket and the signalman.
Personnel in the basket must be instructed to hold on at all times, which will restrict their ability to use
hand signals or operate radio equipment. Communications using one particular method between basket
personnel and signalman may therefore potentially be one-way.
Signalmen are required to keep the basket and equipment controller in full view at all times to maintain
effective control of the operation.
Operating areas should not be too noisy. However high background noise levels and ambient conditions
(e.g. hydraulic machinery, wind etc) should be anticipated and accounted for during risk assessment.
When making personnel transfer lifts, the load must be under full control (both in raise and lower
modes) and the transfer basket should only be raised high enough off the deck to clear all obstructions
and minimize swinging.
Reference
 STS Transfer Guide (Fourth Edition)
 COSWP / Chapter 21
9.8.6 DOORS
a) General :
All doors are to be kept properly maintained in order that they can be opened and closed effectively and
achieve their designed purpose (e.g. watertight, weathertight or fire doors).
Doors must be either secured closed or open (where permitted) so that they cannot swing open or shut
causing possible injury.
Doors which are to be kept closed at all times, e.g. non-automatic fire doors and doors leading to the
steering flat from the engine room, are to be clearly marked accordingly and on no account are they to
be secured in an open position. Doors required to be self-closing are not to be fitted with hold-back
hooks.
External weather tight accommodation doors are to be secured using all dogs when in bad weather.
b) Weathertight/ Watertight Doors:

Watertight doors are to be kept closed whenever practical and must be closed when in bad weather, in
bad visibility, or if collision or grounding is imminent or has occurred.
All members of the ship’s crew are to be instructed in the safe operation of watertight doors.
Watertight doors and their frames are to be kept free of any debris or material that may effect their
watertight integrity when closed.

9.8.7 EMERGENCY ESCAPES
Emergency escapes and the routes to them are to be clearly marked with the correct IMO photo
luminescent symbols.
Escapes and their accesses are to be kept clear from obstructions at all times ensuring safe access.
Escapes are to be kept clean, free of oil and grease and well illuminated.
Any equipment rigged at the top of vertical emergency escapes such as lifting gear, body harnesses etc
must be maintained in such a way that they are always ready for immediate use.

SECTION 9 – BASIC WORKOUT PRECAUTIONS Page Number : 1 of 9
9.9 BASIC WORK PRECAUTIONS
9.9.1 HOUSEKEEPING
The following simple rules regarding housekeeping will reduce the risk of incidents onboard:
 Keep all areas clean, dry and free of rubbish, slipping and tripping hazards.
 Stow materials, spares and other supplies securely and correctly.
 Ensure that electrical items are properly connected and no unauthorized equipment is in use.
 Keep tools, fittings and equipment in good order. After a job is finished put the tools back in their
stowage place.
 Ensure lighting is sufficient.
 Secure all moveable items.
 Ensure escape routes and emergency exits are not obstructed.
 Ensure that there are no leaking pipes or fittings.
 Keep paint and other flammable materials stowed correctly.
 Dispose oil soaked rags and other flammable materials in fire proof receptacles.
9.9.2 TOOLS AND EQUIPMENT
a) Use of tools
All tools are designed for a specific purpose. Personnel using tools must be trained in their correct
use.
All tools are to be inspected for defects prior to use and must not be used if there is any doubt as to
their condition.
Appropriate safety clothing and equipment is to be used and in particular proper eye protection is to
be worn.
When planning to use tools or equipment, the following points are to be considered:
 Identify the correct tool for the job.
 Identify personal protective equipment required by the user and personnel nearby.
 Identify any Permits-to-Work (hotwork, electrical work, overside/aloft etc).
 Do not use damaged or badly worn tools.
 Ensure safety guards are in place
 When finished, stow tools correctly to their stowage place.
b) Portable Power Tools

The term “power tool” refers to tools such as electrical, pneumatic or hydraulic grinders, scaling
hammers and drills as well as water or grit blasting equipment. It is essential that all personnel using
such tools are fully aware of the potential risks and hazards involved. They must also be fully
conversant with the manufacturer’s instructions/operating manual and be trained in the correct
operation of the equipment.
In addition the use of electrically powered equipment is not permitted outside of the Engine-room
and accommodation boundaries on tankers.
The following points are to be remembered when working with portable power tools:
 Equipment is to be used as designed and operated at the correct speed.
 Equipment is to be maintained as per the manufacturer’s instructions.
 Check grinding disks or stones are of the correct size and type. Damaged or suspect disks or stones
must not be used and are to be discarded.
 Disconnect power tools from the power source before changing, fitting or removing accessories.
 Ensure safety guards are in place

 Wear the correct PPE (including protection for ears and eyes)
 Inspect all cables and hoses for damage and replace where required.
 Prevent damage to cables and hoses by protecting them from sharp objects and edges, hot surfaces,
oils and chemicals.
 Fasten pneumatic hoses at suitable intervals to avoid whiplash should a hose break or become parted.
In addition, for electrical power tools:

 Remember that there is an increased risk of electric shock in damp or humid conditions. A ground
fault interrupter is to be used in such conditions. Electrical equipment is not to be used where there
is risk of exposure to water (e.g. rain or seawater).
 Tools must be properly earthed and be correctly connected to the ship’s power supply.
 Double-insulated tools (where exposed metal parts are not designed for earth connection) are not to
be used. Water can provide a contact between live parts and the casing, thus increasing the risk of
electrical shock.
 Tools are to be powered from the lowest rated circuit breaker available.
c) Fixed Power Tools and Equipment

The following points relate to the safe use of fixed equipment such as lathes, drill presses etc :
 Only properly trained and proficient staff are to operate this equipment.
 Efficient safety guards are to be fitted for personal protection. e.g. machine guards must be sufficiently
constructed to prevent fingers from being caught and grinders and lathes must have suitable eye
screens.
 Defective machinery is to be isolated until repaired by a competent person.
 Controls and switches must not be located where incidental operation can occur (e.g. no power supply
by the knee).
 Working areas must be clean, free from clutter and well illuminated.
 Appropriate PPE is to be worn.
 All work must be secured (e.g. a plate is to be clamped down while drilling).
 Never adjust belt tensions while a machine is running.
 All machines must be turned off when unattended.
d) Gas Welding / Cutting Equipment

The following safety devices are to be fitted:-
 Back pressure valves must be installed adjacent to the torch in both the oxygen and acetylene supply
lines.
 Standard, quality regulators designed and approved for the purpose are to be fitted to both the oxygen
and acetylene supply.
 Flame arrestors must be provided in the oxygen and acetylene supply lines (after regulator) at the bottle
stowage box on deck and duplicated at the torch.
Note: Attention is drawn to the associated risks of an over-rich Oxygen atmosphere which can lead to
death.
The pressure of oxygen used for welding must always be high enough to prevent acetylene flowing back
into the oxygen line. Gas must never be allowed to transfer from one cylinder to another.
Acetylene must not be used for welding at a pressure exceeding 1 atmosphere since it is liable to
explode, even in the absence of air, when under excessive pressure, therefore regulators must be kept in
good condition and replaced as necessary.
Only one oxygen and one acetylene cylinder is to be connected at any time and all valves are to be
closed during a temporary suspension of work and after completion of work and the line to remote

outlet depressurized. If any repair or renewal of the blow pipe or hoses is necessary, this is to be done
with tools designed for the purpose and cylinder valves are to be closed.
Hoses that have experienced a flashback are to be discarded.
Hoses must be carefully arranged in order that they are not liable to be damaged.
Oxygen must never be used to ventilate, cool or blow dust etc. off clothing.
Handling of Compressed Gas Cylinders:
Welding gas cylinders contain a high level of potential energy and in the case of acetylene cylinders,
thermo-chemical energy. The potential hazards are minimized if they are used and handled in a safe
manner. In addition to the use of safety features and procedures above, the following handling
procedures are to be observed:
 Cylinders must be transported and stored in the upright position. Cylinder trolleys are to be used for
transport.
 Cylinder valves, controls and associated fittings must be kept free from oil, grease and paint.
 They must not be stored in extreme hot or cold temperatures.
 Cylinders must be secured with proper racks, clamps or chains.( Temporary ropes must not be used.)
 Oxygen and acetylene cylinders must be stored in separate ventilated rooms or compartments designed
for the purpose and located on the open decks. Explosion proof electrical fittings only are permitted in
these rooms. Oxygen and acetylene bottles must not be intermingled. When cylinders are not in use, the
valve protection cap is to be replaced.
 A residual pressure of 1 bar must be retained in all cylinders. Empty cylinders are to be segregated and
marked accordingly.
 Never lift a cylinder by the valve, cap or use metal slings, chains or magnets.
 Never drop a cylinder, use as a roller, use spanners or hammers to open or close the valve or subject
them to any kind of physical impact or heat.
 If a cylinder suffers incidental damage, it must be immediately withdrawn from use and clearly marked
and identified. When it is landed ashore, its condition is to be notified to the service company in writing.
e) Electric Arc Welding Equipment

To minimize personal harm from electric shock, eye damage, etc., the following precautions are to be
observed:-
i. Electric welding source must have a DC output not exceeding 70V, with a minimum ripple. If acceptable
ripple values are exceeded, then a voltage limiting device is to be utilized to limit the idling voltage to
not more than 42V. Where AC sources are used, they are to have an integral voltage limiting device to
ensure the idling voltage does not exceed 25V rms. The proper functioning of limiting devices is to be
checked at regular intervals.
ii. Non-conductive safety footwear must be used. If necessary, the use of further dry insulating boards or
mats is to be considered.
iii. Appropriate welding visors must be worn.
iv. Clothing of the operator is to be kept dry, particularly leather gloves, which are good conductors when
wet. Consideration must be given to postponing the work if the operator cannot be kept dry in humid
conditions.
v. Welding must never be carried out standing in water or with any part of the body immersed in water.
Electrodes must be kept dry.
vi. An assistant is to be in continuous attendance during welding operations, ready at all times to cut off
power instantly, raise the alarm and affect artificial respiration without delay.
vii. The work area is to be shielded from personnel who are not directly involved in the work.
Protective curtains are to be arranged around the work station in the engine room workshop and kept in
good condition.
viii. Welding piece is to be grounded using return cable to ground provided on the welding machine.

Cables are to be designed for the purpose and inspected for integrity of insulation and conductivity prior
to use. Poor condition cables must be replaced.
9.9.3 HANDLING OF DANGEROUS OR HAZARDOUS MATERIALS AND GOODS
a) The Regulation
It is mandatory for all ships larger than 500 tonnes to keep an Inventory of Hazardous Materials (IHM).
The inventory replaces the Green Passport, adopted in the Hong Kong International Convention in 2009,
and is a requirement by the EU Ship Recycling Regulation 2013.
The Company endorses the regulations as it makes a positive contribution to the global conservation of
energy and resources. It includes the use of an inventory for all potentially hazardous materials inherent
in the machinery, equipment, fittings and ship’s structure. The inventory is required to be completed for
delivery to the breakers.
b) General
Many materials used on board ships have health and safety implications for personnel handling them.
This section describes some of the hazards, which might be encountered on board and the
requirements for their safe handling and use.
In addition to the contents of this section, the CODE OF SAFE WORKING PRACTICES is to be consulted for
detailed guidance.
For every dangerous or hazardous material handled on board, a MATERIAL SAFETY DATA SHEET (MSDS)
is to be provided and available to all personnel handling the material.
These data sheets are to be posted in all storage areas, i.e. chemical store and paint locker. All
dangerous materials are only to be used in accordance with the manufacturer’s instructions.
Dangerous or hazardous materials which are not specifically mentioned in this section, are to be subject
to a “special risk assessment” prior to use on board.
A designated person appointed by master shall be responsible for maintaining and updating the
Inventory of Hazardous Materials (IHM) Part I.
Inventory of Hazardous Materials (IHM) shall be maintained and updated throughout the operational
life of the ship. In event of change of management, (IHM) shall be retained onboard and handed over to
new owners and or operators/management
Dangerous hazardous or irritating substances are to be handled only under instruction from and under
the supervision of a responsible officer. The responsible officer is to instruct, inform and train crew, so
that they understand the risks arising from their work with dangerous or hazardous materials and the
precautions to be taken. Should there be a lack of PPE or other equipment to handle products, these
should be ordered and product not handled till same is onboard.
c) Handling and Storage of Chemicals

Hazardous or toxic substances, chemicals and similar products must be utilized and stored so that users
and other personnel are safeguarded against incidents, injuries or other harm. These substances can
provide a range of toxic and harmful effects to users.
A well-constructed, ventilated and secure storage area is to be used to store all chemicals, and material
must only leave this area under the supervision of a responsible officer. Materials having different
properties and safety concerns are to be stored apart from each other and the storage area is to provide
protection and security from incidental spillage or damage to containers from the vessel’s motion in a
seaway. There must be no possibility of other important equipment such as mooring lines becoming
damaged by chemical spills.

Original containers are always to be used to identify the contents and avoid confusion. Chemicals must
never be used from unlabeled containers and containers are to be properly sealed and secured after use.
MSDS are to be posted up adjacent to each type of chemical and the particular dangers of each are to be
highlighted.
Chemicals must always be handled with great care and personal protective equipment utilized. This
equipment is to consist of eye protection, rubber gloves and apron. Care is to be taken not to breathe
chemical vapours. Eye wash liquid is to be available along with the PPE, as a first aid measure to remove
chemical from the eyes and skin.
d) Handling and Storage of Paints and Thinners

Paints and thinners present significant fire and explosion hazards due to their volatile nature. They also
have toxic properties if vapors are inhaled. They must only be stored in the designated fire protected
locker which is to be kept well ventilated. Light and other fittings are to be explosion proof and be kept
in good order. Drums of paint and thinners must be kept closed to reduce vapour release to a minimum.
No type of hot work is to be carried out in or near the paint locker unless suitable precautions are taken,
including removal of all paint drums. MSDS must be available and posted up at the locker for all types of
paint stored and respirators are to be available for use. The fixed firefighting system provided for this
space should be tested regularly as per the Safety PMS and should be maintained in good operational
condition. Instructions on operating the system should be posted near the controls.
Enclosed areas where painting is being carried out are to be kept well ventilated and appropriate fire
precautions taken. Smoking is not permitted in any internal space during painting and until paint has
fully dried
Paint spraying equipment must only be operated in accordance with the manufacturer’s instructions and
with great care. During paint spraying, the body is to be kept fully covered to prevent incidental
penetration of the skin. Eye protection and respirator masks are also to be used.
e) Hazards Associated with Oils used on Ships

Health hazards may exist from contact with some oils used for fuel, lubrication and hydraulic systems.
Particularly materials such as residual fuel oil or used engine lubricating oils contain poly-aromatic
hydrocarbons (PAH’s) which are known to be carcinogenic. Additional to any carcinogenic effects a range
of skin diseases ranging from irritation to severe oil acne may occur.
When handling oil or waste oil, direct contact with the skin must be avoided by the use of protective
gloves and / or barrier creams.
Additionally, further protection is to be utilized as appropriate, i.e. use of aprons and eye protection.
This is particularly the case with degraded oils that may have undergone chemical changes during use,
and therefore may exhibit different characteristics from their MSDS.
f) Use of Adhesives
Adhesives, in many cases emit fumes that are highly flammable and toxic if inhaled. Additionally, some
“super glues” are very powerful and bond materials on contact. In all cases adhesives must only be used
for their intended purposes in accordance with the maker’s instructions. They must only be stored in a
sealed manner and if possible in a well ventilated room.
During use, appropriate ventilation must be provided in order to prevent buildup of toxic or explosive
vapors and fire precautions and equipment must be observed and available. Handlers are to wear
appropriate respiratory protection.
g) Working with Asbestos (For Older Vessels Only)

All types of asbestos have a fibrous structure that can produce dust harmful to health if the material is
disturbed. This dust lodges in the lungs and can cause cancer later in life, or wart like lumps if the skin
has been penetrated.

Materials which contain asbestos can include lagging and insulation (including that protecting electrical
cables), paneling, brake linings and glands / gaskets, particularly in older vessels.
If a vessel is known to contain asbestos within any of its construction or systems, a full assessment of
the hazards from asbestos is to be made onboard by the ships staff and the technical superintendent
and guidelines on handling this to be made out in the form of a Risk Assessment.
This RA should clearly describe the location of the material containing the asbestos to which any person
might be exposed.
Asbestos that is sealed is unlikely to release dust. However, fibers and dust can be released even by a
seemingly harmless action such as driving a nail into a panel. If any material containing asbestos is
disturbed, the material must be sealed, appropriate precautions being observed, or removed and
replaced.
The Master, on receiving any adverse report of the condition of any material containing asbestos must
immediately inspect the site and inform the Office.
If it is necessary to carry out emergency remedial action involving repair or removal of asbestos, full
personal protective equipment, including respirators, must be worn and asbestos handling safety
procedures followed.
Where complete removal of all asbestos is impractical, the following precautions must be taken to
ensure adequate protection from asbestos dust:
Personnel working in the vicinity of materials known to contain asbestos must be told of its location and
instructed to report immediately, any defects or deterioration in the condition of the material.
Here any material containing asbestos is known to be defective or damaged, all crew members are to be
informed and access to the location restricted to as few personnel as possible. The Office must be
informed accordingly.
The defective location must be covered or sealed to minimize the risk of dust inhalation or of the dust
being blown around the vessel. Emergency repair work must not be undertaken unless absolutely
necessary.
Personnel working in locations where defective materials containing asbestos are known to exist, or
where emergency repairs require to be carried out, are to wear full protective clothing and respiratory
equipment. SCBA must not be used for this purpose unless fire or toxic fumes are the overriding
hazard.
Protective clothing and equipment must not be worn outside the affected area. Protective equipment is
to be freed of as much dust as possible using an approved vacuum cleaner. After removal of vacuumed
clothing into a dust tight storage container, boots and respirator are to be wiped down with a damp
cloth and only then is the respirator to be removed. Breathing asbestos is dangerous. Follow safety
instructions.
Part of the body exposed whilst working with asbestos must be immediately rinsed and washed after
removal of contaminated clothing.
h) Use of Detergents
Detergents are commonly used throughout the ship for a variety of reasons including laundry, galley and
general cleaning purposes. They do not normally present serious hazards in handling, although care must
be taken when handling strong or concentrated detergents and in cases where there may be prolonged
contact with the skin. This can cause a degreasing effect of the skin and subsequent skin irritation.
It is therefore recommended that gloves are to be worn in such circumstances. Where gloves are not
practical, a good quality barrier cream is to be used. Splashes of neat detergent onto the skin are to be
washed with plenty of water followed by, if necessary, a moisturizing cream or similar substance.
If contact is made with the eyes, then again water is to be used in copious amounts to flush the eyes
clear.
The manufacturer will supply instructions in the use and handling of the detergent. These instructions
must be followed at all times.

Cleaning agents or chemicals used for general cleaning and degreasing in the engine room, or tank top
and bilge cleaning, should be of a type which is compatible with the bilge separator fitted on the vessel.
Unsuitable chemicals mixed with oil and bilge water can have an adverse effect on the oily water
separator, causing filter problems and creating inaccuracies in proper oil/water monitoring. This can
result in discharge of contaminated water into the sea.
Should any chemicals that may not be compatible with the operation of the separator be inadvertently
pumped through the unit it must be flushed through and retested according to the manufacturer
instructions. If possible alternative means of disposal of such mixtures (such as collection for landing
ashore) should be used.
9.9.4 SMOKING REGULATIONS
GENERAL
The company’s requirements regarding smoking must be made known to, and strictly observed by, every
member of the ship’s company and all visitors to the ship. In all cases, smoking is only permitted at the
discretion of the Master. Local terminal and port regulations concerning smoking must also be strictly
enforced. Failure to obey these instructions may result in fire or explosion.
COMPANY REGULATIONS
Smoking is strictly prohibited in the following areas:
1. Any area outside the accommodation boundaries.
2. Alleyways, Living Quarters (CABINS) and corridors.
3. IN BED
4. All galleys, stores and food preparation areas.
5. All storerooms including linen lockers and laundry rooms
6. Machinery spaces and workshops
7. Any additional part of the vessel that the Master and Chief Engineer decide that smoking is prohibited in
the interest of safety and hygiene.
Smoking is allowed in the engine control room and bridge at the discretion of the Chief Engineer and
Master.
8. In port (or when engaged in tank cleaning or gas freeing) up to three areas may be designated as
smoking areas. Notices are to be clearly posted identifying these locations. Such designated Smoking
areas must not lead directly onto the cargo deck and access doors are to be kept closed.
WARNING NOTICES
 Warning notices are clearly displayed at all points of access making clear the restrictions in force.
 In cases where the shore authority’s regulations are in excess to the Company’s, the Master is to ensure
that suitable notices are displayed which clearly define the restrictions in force.
MATCHES AND ASHTRAYS

Only approved safety matches are to be used. Cigarette lighters are not permitted. No matches are to
be taken outside the approved smoking areas. In all places where smoking is permitted it is absolutely
essential that cigarette ends, matchsticks, etc be placed in receptacles provided for this purpose. Self-
extinguishing safety ashtrays must be used in all cabins and smoking rooms.
9.9.5 AVOIDING SLIPS AND FALLS
 Decks and gratings should be kept clear from grease, rubbish, ice, etc. to avoid slipping. Any spillage
should be cleared up immediately. Suitable footwear, with slip-resistant soles, should be worn at all
times.
 Care should always be taken when using stairs, companionways and ladders. Three point contact to be

maintained at all times.

 Trays, crates, cartons, etc. should not be carried in such a fashion that sills, storm steps or other
obstructions in the path are obscured from view.
 Lifts that involve reaching up too high or too low should be avoided. Personnel should not stand on
unsecured objects to reach articles which are out of reach.
9.9.6 Simultaneous Operations (SIMOPS)
Simultaneous Operations (SIMOPS) are activities that take place at the same time in the same area or
that could directly or indirectly affect the safety of any other activity on the ship (see figure-1).
SlMOPS should be identified at an early stage so that the risk assessment can include the individual risks
of each operation and the risks from their interaction. If the operations are only risk assessed
individually, additional risks might not be identified.
Managing Simultaneous Operations
A. Simultaneous Operations risk assessment
Avoid SIMOPS whenever practicable. If this cannot be avoided, then SIMOPS should be carefully
managed through risk assessment, toolbox talks and safe work practices.
A SIMOPS risk assessment should study the intended operations and identify any additional hazards
introduced by undertaking the activities simultaneously. The risk assessment should consider factors
such as:
1. Schedule and workload clashes.

2. Resources: there should be enough personnel to safely complete each operation within the anticipated
timeframe and enough to assign personnel to individual tasks.
3. Supervision: each operation should be adequately supervised.

4. Distraction: operations should be controlled from a common location. e.g., single control room for
engine or cargo operations.
5. Communications: there should be enough communications equipment with separate channels for each
operation and contingency arrangements agreed.
6. Knowledge and skills: personnel undertaking the tasks should be sufficiently trained and experienced to
safely complete the assigned tasks.
7. Fatigue: work and rest hour requirements should not be compromised by the demands of the SIMOPS.
8. Critical tasks.
9. Maintenance activities.
10. Contingency plans.
Using these factors identified level of risk should be assessed and risk reduction measures evaluated.
Hierarchy of controls principles should be used to prioritise those measures and to further identify any
additional safety barriers required. Additional hazards introduced by the SIMOPS should also be
highlighted and further reviewed during the assessment.
B. Simultaneous Operations Preparation
Toolbox talks should be used to review the SIMOPS plan, and these should include discussion on the
implementation of the control measures and any potential conflicts or challenges.
Reference must be made to SMM-4.5.2, CHMC -5.6 and standard RA.

CHAPTER 10 : ENVIRONMENTAL AND ENERGY MANAGEMENT Section Revision Number : 04
CHAPTER 10
ENVIRONMENTAL AND ENERGY MANAGEMENT
TABLE OF CONTENTS
10.1 ENVIRONMENTAL POLICY

10.1.1 ENERGY CONSERVATION POLICY 1
10.1.2 GENERAL 2
10.2 CHECKS UPON TAKING OVER SHIP IN MANAGEMENT 1
10.3 ENGINE ROOM BILGE WATER MANAGEMENT

10.3.1 GENERAL 1
10.3.2 RECORD KEEPING 1
10.3.3 OILY WATER SEPARATOR 2
10.3.4 MANAGEMENT OF SLUDGE AND WASTE OIL 5
10.3.5 OPERATION OF INCINERATOR 6
10.3.6 GUIDELINES FOR CALCULATING THE AMOUNT OF SLUDGE GENERATED 8
10.3.7 SEWAGE 9
10.4 POLLUTION PREVENTION IN VARIOUS AREAS OUTSIDE ENGINE ROOM

10.4.1 CARGO TANK / HOLD CLEANING 1
10.4.2 PREVENTION OF POLLUTION DUE TO OPERATIONAL FAILURES 5
10.4.3 ANTI-FOULING PAINTS ON SHIP SIDE 6
10.4.4 BALLAST WATER MANAGEMENT 6
10.4.5 ACCIDENTAL RELEASE OVERBOARD 7
10.4.6 VESSEL GENERAL PERMIT 7
10.4.7 ELECTRONIC WASTER OR E-WASTE 7
10.4.8 BWTS, EGCS WASH WATER, TREATED BILGE & GREY WATER TESTING REQUIREMENTS 8
10.4.9 INTERNATIONAL CONVENTIONS FOR THE SAFE & ENVIRONMENTALLY SOUND
RECYCLING OF SHIPS 9
10.5 GARBAGE
10.5.1 GENERAL 1
10.5.2 DISPOSAL OF GARBAGE 1
10.5.3 DISPLAYING OF INFORMATION 1
10.5.4 GARBAGE DISPOSAL RESTRICTIONS – OUTSIDE POLAR REGION 1
10.5.5 DISPOSAL OF GARBAGE IN POLAR REGION 2
10.5.6 THE GARBAGE DISPOSAL RECORD 2
10.6 HARMFUL EMISSIONS

10.6.1 SOX EMISSIONS 1
10.6.2 NOX EMISSIONS 1
10.6.3 MAXIMUM SULPHUR CONTENT IN MARINE FUEL 2
10.6.4 MANAGING THE COMPLETENESS OF THE LIST OF EMISSION SOURCES, 2
AS REQUIRED UNDER EU MRV

CHAPTER 10 : ENVIRONMENTAL AND ENERGY MANAGEMENT Section Revision Number : 04
10.6.5 CAPTURING VOYAGE DATA UNDER EU MRV & IMO DCS REQUIREMENTS 2
10.6.6 VOLATILE ORGANIC COMPOUNDS EMISSIONS (TANKERS) 3
10.6.7 OZONE DEPLETING SUBSTANCE EMISSIONS 3
10.6.8 SOOT BLOWING / DISPOSAL 4
10.7 MINIMIZING NOISE POLLUTION 1
10.8 ENVIRONMENTAL MANAGEMENT PLAN (ISO 14001:2015)

10.8.1 GENERAL 1
10.8.2 DEFINITIONS 1
10.8.3 WHAT IS AN ENVIRONMENTAL MANAGEMENT SYSTEM 1
10.8.4 PLANNING 2
10.8.5 OBJECTIVES, TARGETS AND ENVIRONMENTAL PROGRAMME 5
10.8.6 IMPLEMENTATION 6
10.8.7 MONITORING AND MEASUREMENT 6
10.8.8 TRAINING 8
10.8.10 SUPPLIERS AND CONTRACTORS 9
10.8.11 AUDITING 9
10.8.12 REVIEW 9
10.8.13 DOCUMENTATION 10
10.8 APP 1 ENVIRONMENTAL ASPECT IMPACT REGISTER 1
10.9 ENERGY MANAGEMENT PLAN

10.9.1 GENERAL 1
10.9.2 DEFINITIONS 1
10.9.3 WHAT IS AN ENERGY MANAGEMENT SYSTEM 2
10.9.4 PLANNING 2
10.9.5 OBJECTIVES, TARGETS AND ENERGY PROGRAMME 4
10.9.6 IMPLEMENTATION 4
10.9.7 MONITORING AND MEASUREMENT 5
10.9.8 TRAINING 6
10.9.10 SUPPLIERS AND CONTRACTORS 6
10.9.11 RETROFITS AND UPGRADES 7
10.9.12 AUDITING 7
10.9.13 REVIEW 7
10.9.14 DOCUMENTATION 7

CHAPTER 10: ENVIRONMENTAL AND ENERGY MANAGEMENT Section Revision Number : 02
SECTION 10.1 – ENVIRONMENTAL AND ENERGY POLICY Page Number : 1 of 2
10 ENVIRONMENTAL MANAGEMENT
10.1 ENVIRONMENTAL POLICY
The purpose of this procedure is to illustrate the Organisation of Company in respect to the ISM and the
ISO structure. Further this procedure shall clarify the ISO certification of the Company.
The Company recognizes environmental protection and management as one of its top priorities and that
every effort is to be made to conserve and protect the environment from marine, atmospheric and
other forms of pollution. The Company operates a zero spill to the sea policy and it aims to eliminate the
pollution possibilities at source by maintaining monitoring equipment to peak operating condition at all
times and that high standards of safety and awareness are maintained both onboard and ashore.
The Company is also committed to the continuous improvement of methods used to carry out this aim.
The following types and sources of possible environmental pollution are recognized:
 Oil
 Chemicals, liquefied gases and other noxious liquid substances carried as cargo in bulk and chemical
waste.
 Garbage, including bio and non-biodegradable waste.
 Sewage
 Ballast water. This includes the possibility of aquatic organisms or water-borne pathogens being
transported in ships’ water ballast.
 Anti-fouling paints and their effect on shell fish and other aquatic life.
 Cargo Vapor emissions including their toxic effect on health and climate.
 Exhaust emissions, including gases and unburnt hydrocarbon particles and their contribution to smog,
acid rain and the greenhouse effect.
 Ozone depleting substances, particularly CFCs and Halon gases and their effect on global warming.
 Noise levels from machinery and its effect on ships’ crews as well as on local populations.
Environmental protection and management including energy and emissions are under direct
responsibility of CTO / Technical director and individual Technical Superintendent/ Fleet Manager to be
responsible for monitoring and compliance by the assigned vessels. Records are maintained in
Company’s ERP. MRSVM/Supdt. is responsible for implementation of the environmental policy and
assist vessels with environmental queries.
10.1.1 ENERGY CONSERVATION POLICY

The Company recognizes that the burning of fossil fuels, such as diesel and heavy fuel oil, can result in
many environmental impacts. When fuel is burnt, pollutants such as the Oxides of Carbon, Nitrogen and
Sulphur are emitted to the atmosphere. These can contribute to the greenhouse effect and acid rain.
The main way in reducing the effects of the above emissions is to efficiently control and conserve
energy wherever possible.
This can be done by ensuring that:
 The main and auxiliary engines are operated according to manufacturer’s instructions.
 The main and auxiliary engines are properly maintained as per the manufacturer’s instructions and the
vessel’s planned maintenance system.
 Funnel exhaust is correctly monitored to ensure efficient combustion.
 Speed is correctly adjusted to avoid excess fuel consumption whilst staying within the parameters of the
charterer’s requirements for speed and ETA’s.
 Speed is reduced in heavy weather to avoid excessive pounding and consumption.
 The automatic pilot is correctly adjusted to avoid frequent and excess helm movements

SECTION 10.1 – ENVIRONMENTAL AND ENERGY POLICY Page Number : 2 of 2
 The condition of the ship’s propeller is regularly inspected for signs of damage and fouling.
 Ancillary systems, including lighting, ventilation systems, galley ranges, steam supplies etc are turned off
when not required.
The Company is committed to environmental training and awareness including energy conservation,
related training covered under form SAF01.
10.1.2 GENERAL
a) The manual documents the procedures and guidelines for shipboard use for protection of the Marine
Environment.
b) This must be read in conjunction with the various statutory standards applicable to the ship, other CMS
manuals available onboard and various other guidelines provided from office.
c) Compliance with the Environmental requirements of this chapter, demonstrates sound environmental
practices by controlling our shipboard activities, in order to eliminate the impact on the environment
from sources of possible pollutants such as:
• Oil
• Noxious Liquid Substances
• Sewage
• Garbage
• Ballast Water
• Air Pollutants (NOX and SOX)
• Ozone depleting substances
• Noise
• Anti-fouling paints
• Volatile Organic Compounds (VOC)
d) Masters and Chief Engineers shall provide appropriate training and guidance to all shipboard personnel
on organization’s Environmental Policies and Procedures to demonstrate and reinforce the commitment
of the Company’s Senior Management in the overall Environmental Management towards protection of
the Environment.
e) This should include but not limited to the following as a minimum.
• Complying with Environmental regulations and proper operation of MARPOL equipment, i.e. Oily Water
Separator, Incinerator, Sewage Treatment Plant and ODME (for oil tankers).
• Ballast Exchanges rules and requirements.
• Disposal of Cargo / Tank residue.
• Garbage disposal regulations.
• OWS Maintenance and records.
• Fitting of seals on valves and flanges as per company guidelines.
• Compliance with Emission Control Area (ECA) regulations and other local requirements as may be
applicable.
• Importance of proper documentation
f) Any seafarer that notices wilful non-compliance of environmental management on board ship can
report the matter to the Office directly or through the Master.
g) The Master shall investigate any incident of non-compliance and submit a report to the CTO / Technical
Director or MRSV Manager.
h) The Company takes serious view of any willful non-compliance and strict disciplinary action, shall be
taken against the offenders.
i) The Company shall report to relevant authorities matter pertaining to environmental noncompliance
and shall cooperate with them in the investigation process.

SECTION 10.2 - TAKING OVER SHIP IN MANAGEMENT Page Number : 1 of 2
10.2 CHECKS UPON TAKING OVER SHIP IN MANAGEMENT
The following checks shall be carried out at a minimum:
a) Thorough check of the Oily Water Separator (OWS) to ensure its correct functioning.
b) Check calibration certificate of Oil Content Meter (OCM) is on board and carry out zero check/ function
test.
c) Thorough search of the Engine room for any ‘magic pipes’, hoses etc. which could lead to suspicion of
MARPOL violation. If any such pipe exists, Fleet Manager should be informed and pipe removed from
vessel, with a clear change of custody.
d) Inspect bilge holding tank, clean up if required.
e) Inspect the OWS overboard pipeline internally, clean up if required.
f) Check maintenance routines / records for the OWS and associated machinery.
g) Check availability of critical spares for OWS and order missing spares.
h) Confirm Bilge and Sludge system have no inter connection except for the common discharge pipe
leading to shore connection.
i) Open up and inspect direct bilge well suction filters leading to the Fire & GS and Bilge & GS pumps.
Clean up if required. Report condition before cleaning and after cleaning to the Office with photographs.
j) Confirm that the details of the equipment, tank capacities etc. are entered correctly in the IOPP
certificate and that all bilge, sludge and drain tanks including scavenge drain tanks are included. If there
are any discrepancies found the Fleet Manager is to be informed of the same.
k) Check previous Oil record books, Bunker Delivery Notes (BDNs) and MARPOL Bunker samples. Records
should be available for at least last 3 years or as per Flag requirements for Oil record books and Bunker
Delivery Notes. MARPOL Bunker samples to be retained on board for 12 months or as per flag
requirements.
l) Check that all bilge / sludge pipelines are in accordance with the original yard plans. In case there are
any modifications to the original - are they Class approved? In case of any deviation from the Original
yard or Class approved plans, office must be informed immediately. In case vessel has a set of plans that
do not conform to the actual pipeline (not as per original or Class approved) these should be destroyed
to avoid any confusion.
m) Seals to be fitted at all locations as specified in Tec Circular 04 / 2016 and records of same to be
maintained.
n) MARPOL Annex VI Record Book, Form Tec 04 – Monthly MARPOL report and Garbage Log must be
started immediately.
o) If ship has an oily water separator of the filtration type, there must be at least two spare coalesce / filter
cartridges on board from day one as standard spares.

SECTION 10.2 - TAKING OVER SHIP IN MANAGEMENT Page Number : 2 of 2
p) Check the operation of Sewage treatment plant for proper functioning. Check availability of critical
spares for STP.
q) Check the operation of W.O. Incinerator for proper functioning. Check availability of critical spares for
W.O. Incinerator.

SECTION 10.3 - ENGINE ROOM SOURCES Page Number : 1 of 11
10.3 ENGINE ROOM BILGE WATER MANAGEMENT
10.3.1 GENERAL
a) Oil residue (sludge) means the residual waste oil products generated during the normal operation of a
ship such as those resulting from the purification of fuel or lubricating oil for main or auxiliary
machinery, separated waste oil from oil filtering equipment, waste oil collected in drip trays, and waste
hydraulic and lubricating oils. [ref. MEPC.187(59)]
b) Oily bilge water means water which may be contaminated by oil resulting from things such as leakage or
maintenance work in machinery spaces. Any liquid entering the bilge system including bilge wells, bilge
piping, tank top or bilge holding tanks is considered oily bilge water. [ref. MEPC.187(59)]
c) The generation of bilge water and waste oil shall be reduced through effective maintenance of all
equipment and machinery, avoiding leakages from pump glands, pipe joints, seals etc. and effective
monitoring and inspection routines. In the event of any leakages attempts should be made to ensure
that the oil does not mix with the bilge water.
d) Bilges, bilge wells and bilge tanks should be cleaned regularly to avoid the build-up of oily deposits/
sediment which would reduce the efficiency of the separating systems.
e) Particles, mud, soot, etc. should be minimised from entering bilge wells/bilge tanks by devising simple
methods of filtering the bilge water in order to increase the efficiency of Oily Water Separator systems
and should be done preferably before the contents enter the bilge holding tank.
f) Care has to be exercised to ensure that the bilge tank is not cross contaminated with fuel oil when
draining the water from fuel oil tanks.
g) Regular skimming of the Primary Bilge tank if fitted, is to be done to prevent oil going over to the Bilge
tank.
h) The use of Heavy duty detergents and emulsifying chemicals should be avoided as far as practicable.
Emulsions formed by these affect the oil – water separation in Oily Water Separators, damage the
coalescer filters and prevent them from working effectively. While ordering, ensure that biodegradable
detergents are ordered whenever possible.
i) Chief Engineer shall:

 Upon joining, check the Oily Water Separator including the discharge piping internally between the 3-
way valve and the overboard valve. The performance of these items should be included in his taking
over report.
 Ensure that handover notes include a description and current status of the bilge management
equipment.
 Check that the Oily Water Separator system and its piping is tamper proof.
 Ensure that E/R oil residue (sludge) and bilge water is NOT transferred to any tank which is not
mentioned in the IOPPC Supplement. If any such transfer is required to be carried out in case of an
emergency the consent of the office needs to be taken prior such transfer and this has to be recorded in
the Oil Record Book.
 Ensure that the latest Oil Record Book entry requirements are fully understood and no mistakes or
ambiguity exist in the record.

10.3.2 RECORD KEEPING
a) All transfers of oil residue (sludge) and bilge water along with the quantities retained after transferring,
must be promptly recorded in the Oil Record Book and signed by the person in charge of the operation,
who is a certified engineer. Each operation should be countersigned by the Chief Engineer. Failure on
this account can be construed as contravention of MARPOL with possible arrest of ship’s personnel
responsible.
b) All engineers should familiarize themselves with these procedures and guidelines / information sent
through circulars and ensure the oil record book entries are made as per guidance provided.
c) Care must be taken to ensure that all loose hoses with flanges, portable pumps, etc. are stored in a
secure place which does not give grounds for the port authorities to suspect any misuse.
d) Although MARPOL does not prohibit discharge of bilges through the Oily Water Separator in Special
Areas, as far as possible this must not be done.
e) If the vessel is trading in the Polar region (Arctic or Antarctic area), any pumping out of bilge water / oily
mixture is PROHIBITED.
10.3.3 OILY WATER SEPARATOR
10.3.3.1 General
a) The Oily Water Separator is not to be used without prior permission of Chief Engineer.
b) The bilge overboard valve must be kept locked in the shut position at all times and not be opened
without the consent of Chief Engineer. The keys shall be kept by the Chief Engineer in a secure place.
c) The Chief Engineer, prior to the transfer operation, must confirm ship’s position with the Bridge, with
due consideration to the estimated duration of the operation.
d) As far as possible, the OWS must not be used within 12 miles off the coast of any country. The aim
always should be to use the OWS outside Exclusive Economic Zone (200) miles from the coast of any
country after also taking into account other restrictions imposed by MARPOL 73/78 and local
requirements. For ships continuously operating in coastal waters, within 200 nautical miles,
arrangements for use of OWS must be discussed with the Technical Superintendent.
e) All pumping operations are to be carried out as far as possible in daylight.
f) The Bridge watch should regularly monitor over side and the wake astern, to ensure there are no traces
of oil going overboard. In case any oil is sighted, the pumping operations must be stopped immediately,
the cause immediately investigated, and the office informed about the Incident.
g) Pumping operations shall be carefully monitored in the Engine room at all times and all operations shall
be duly recorded in the Oil Record Book and signed by the Engineer in-charge of the operation. Use of
Oily Water separator should be avoided during long UMS periods and a responsible engineer must be in
the engine room.

h) The quantity of bilges pumped overboard should be carefully matched with the capacity of the bilge
pump, keeping in mind that the pump may not be operating at 100 % capacity.
i) The Oily Water Separator (OWS) and Oil Content Meter (OCM) operation is to be clearly understood by
all Engineers and they should be conversant enough to demonstrate same, convincingly to a third party.
j) MEPC.107(49) requires OCMs to be provided with a memory card that records important data when the
OWS is in use. C/E, 2/E and all certified engineers to be fully familiar with the procedure to review and
interpret the recording in the memory card and this should be checked / verified prior making relevant
entries in the ORB, where applicable.
k) A check of UTC time of OCM clock and verification of timings in the ORB with timings as recorded in the
OCM memory card should be included in the PMS as a monthly routine. This will be applicable only to
those ships which have a recording/playback function in the OCM and meets the requirements of
MEPC.107(49).
l) The heating system, if applicable, for the Oily Water Separator is to be used at each operation for
efficient separation.
m) The Oily Water Separator should be flushed with sea water or fresh water (as applicable) before and
after each use for a minimum of 15 minutes. When oily bilge water is being disposed overboard through
the Oily Water Separator from Bilge Holding Tank or direct bilge suctions (if required), no dilution is
permitted by keeping the S.W. inlet valve partially open to the Oily Water Separator.
n) In the event of malfunction of the Oily Water Separator or its alarm unit, bilge pumping operation is to
be stopped immediately. All valves on the system to be positively closed, overboard valve padlocked
and to be fitted with a seal. Office to be contacted immediately for initiation of further action.
o) The failure must be recorded in the Oil Record Book along with entries for the sealing of the overboard
valve. Entries are to be made again in the Oil Record Book when the proper operation of the system is
restored along with the entries for the removal of the seal which was fitted to the overboard valve.
Examples of such entries are given in ORB guidelines provided by the company.
p) Under all circumstances a Flag State dispensation must be obtained in consultation with the office if for
any reason the Oily Water Separator becomes inoperative and is not in use.
10.3.3.2 Maintenance and Reliability of OWS and OCM

a) Ensure that the Makers recommendation is adhered to for all routine checks and maintenance on Oil
Content Monitor (e.g. lens cleaning etc.) and Oily water Separator.
b) Permanent recording devices in the OCM must not be tampered with at any time. The clock (time
indicated) in the OCM is to be set to UTC time permanently and should NOT be changed every time with
the change of ship’s time.
c) The Bilge separator is to be inspected and all internal cleaned 6 monthly. Photographic evidence along
with the work done should be kept.
d) Oil Content Monitor to be shore calibrated by Makers Approved Workshop Annually.
e) Cleaning of the Bilge Holding tank shall be carried out to remove any accumulated oil/sludge/debris
whenever required or at least once every 3 monthly.

f) The Oil Content Monitor’s last certificate of calibration must be retained on board the vessel for
inspection by the authorities. Calibration date must be entered into and monitored through Form TEC 4
– Monthly Marpol Report.
g) Chief Engineer to ensure that the Oily Water Separator is capable of being fully operationally tested in
port with the overboard valve closed. This is as per MEPC.60(33) and MEPC.107(49) paragraph 6.1.1
requirements as applicable.
h) The sample line from the Oily Water Separator discharge connection to the sample line control valve
should not have any additional connections including valves / cocks of any kind. Any cocks / valves if
fitted should be removed. All union connections of the sample line from the OWS outlet to the inlet of
the OCM should be made tamper proof (e.g. by fitting clamps and environmental / MARPOL seals) such
that these cannot be disconnected without the permission of Chief Engineer.
i) Whenever the Filter / Coalescer element is renewed, the date of renewal, the condition before renewal
with photographic evidence of condition is to be noted in Form TEC 4. One spare sets of Filter /
Coalescer elements are to be maintained on board. Requisition for spares to be sent as soon as one set
is used.
j) Sufficient spare parts shall be maintained on board for the Bilge and Sludge pump. A spare Bilge Pump
Motor and if the bilge pump is of screw type one stator and if, of the reciprocating type, one set of
valves, piston rings and liner shall be available on board.
10.3.3 Provision of Numbered Seals and Marking on Cross Over Lines

a) In order to prevent any intentional or unintentional illegal discharge, the company supplied numbered
Seals must be used at all connections. These shall be kept by Chief Engineer in safe custody and tracked
through Form 38 – Record of Environmental Seals.
b) Chief Engineers shall ensure that numbered seals are on the various valve wheels and flanges as
mentioned below:
1. Section of Outlet piping from OWS to overboard – each flange to have seals on 2 bolts.
2. Sewage Holding tank – manhole cover to have at least 3 seals on studs spaced apart to preclude transfer
of Bilge water into this tank.
3. Direct Bilge suction & any connection from Bilge Line to Fire and Bilge and GS pumps – suction valves to
be fitted with Environmental seals so the valves cannot be operated without breaking the seals. Also
ensure that the nut of the hand wheel is securely locked to prevent removal of hand wheel and
operation the valve without breaking the seal.
4. Bilge over board valve is securely lashed and padlocked and key in the custody of the C/E. Nut of the
valve hand wheel to be secured properly (preferably tac welded) so hand wheel cannot be removed
with lashing in place.
5. Seals are not to be fitted on the Emergency bilge suction valve, which must be readily accessible and
clearly marked as to its purpose. As per SOLAS requirement this valve is connected to the single largest
capacity pump in the engine room.
c) The deck plates above or near the location of the Emergency bilge suction valve shall be painted
international orange. A brightly yellow or orange coloured sign with three inch letters shall be
permanently fixed nearby. “Emergency bilge suction valve – Emergency Use Only.

d) The integrity of the seals should be checked on a monthly basis by the Chief Engineer. Entries of checks
done must be made in the TEC 04 MARPOL Report
e) In case any evidence of tampering of seals is noticed, Fleet Technical Superintendent must be informed
immediately.
f) The seals should be checked at random during Superintendent and Internal auditor visits.
10.3.4 MANAGEMENT OF SLUDGE AND WASTE OIL

a) Requests for shore disposal or barges for disposal of sludge MUST be made without any hesitation to the
office, whenever required. Local requirements must be adhered too. In some ports it is a local
requirement to discharge ashore once the contents have exceeded 50% of the retention tank capacity.
b) Since some ports do not have adequate facilities, the office should be given as much notice as possible.
Masters are requested to report any deficiencies in the provision or adequacy of shore reception facilities.
c) A proper account of all the bilge water and sludge generation should be maintained in the Oil Record
book, as per the latest requirements.
d) Separated sludge resulting from purification of fuel and lubricating oils and other residues should be
collected and treated in the Separated Oil Tank or the Waste Oil Tank and disposed of effectively using
incinerator or landed ashore. The vessel to follow all procedures similar to bunkering when transferring
sludge to shore facilities.
e) Other residues such as oil residues resulting from drainage, leakage, exhausted oil etc. in the machinery
spaces should be collected and disposed of effectively either using incinerator or landed ashore.
f) Waste lubricating oil from Main Engine, Diesel Generator and other auxiliaries should be accounted for
and disposed-off effectively using incinerator or landed ashore.
g) Any other waste oil generated on the ship (Deck and Engine Room) which does not have an effective
means of transfer must be collected in receptacles and disposed according to MARPOL regulations.
h) The amount of sludge to be transferred to shore reception facilities should be discussed with the barge or
truck operator in advance and in writing. The correct quantity to be landed to avoid overfilling the shore
facility, keeping in mind that the quantities which the vessel is pumping ashore may differ from the truck
or barge capacity. Soundings on-board to be monitored to ensure correct quantity is being discharged and
from the designated tanks.
i) The Company will arrange sludge disposal only through authorized local contractors or local agents.
j) Correct signals for stopping the transfer have to be decided well in advance with the shore operator. All
precautions similar to a bunkering operation must be followed.
k) The sludge landing receipts must be properly signed and stamped by the shore reception facility and
records maintained on board. A copy of the receipt should be forwarded to the office.

10.3.5 OPERATION OF INCINERATOR
10.3.5.1 General
a) As per MARPOL Annex VI, following records must be maintained for the incinerator (IMO approved
installed on or after 1st Jan 2000:
 Incinerator furnace temperature and the running hours of the incinerator whenever it is used for burning
sludge should be recorded in the Engine Room Log Book. This temperature is required to be maintained
between 850 to 1200 degrees centigrade.
 Regular test of alarms and safety trips
 Training of personnel operating the incinerator
b) All incineration of waste oil is to be recorded in the Oil Record Book and signed by the person in charge of
the operation. Any garbage incinerated must be recorded in the Garbage Record Book and signed by the
person in charge of the incineration operation. (Second Engineer).
c) The oil burning capacity as described by the Makers must not be exceeded. The quantity incinerated will
depend largely on the Calorific Value of the oil residue (sludge) being incinerated.
d) The Incinerator should always be maintained in good working condition and used only for the purpose of
burning products such as sludge oil with flash point above 60°C and / or other waste products which do
not cause danger of explosion. Maker’s instructions on items that can be incinerated must be followed.
e) Incinerators on board must not to be used in ports, harbour, estuaries and at offshore terminals. It should
be noted that special rules on incineration may be established by authorities in some ports, and in some
special areas. For example, incineration is prohibited in the Baltic Sea. Local and territorial regulation
must be followed. Prior entering port, local agents must be contacted for latest rules and regulations. To
meet operational requirements, the incinerator may be used at anchorage, provided this does not
contravene any local regulations.
f) The incineration of the following materials that could result in toxic emissions is prohibited and a Notice
should be placed near the Incinerator displaying this:
 Cargo residues from MARPOL Annex I, II and III and any related contaminated packaging,
 Polychlorinated biphenyl’s (PCB’s)
 Garbage containing traces of heavy metals and
 Refined petroleum products containing halogen compounds
 Rags soaked with oil / chemical residue from cargo tanks
g) Do not feed waste into a continuous feed Incinerator (IMO approved installed on or after 1st Jan 2000)
when the furnace temperature is below 850°C.
h) Onboard incineration outside an incinerator (e.g. in drums) is prohibited.
i) Ensure that the burner is not used before the incinerator is sufficiently purged. Suitable warning
regarding safe operation when incinerating garbage is to be displayed near the incinerator.
j) Face and hand protection are to be used while charging solids into the incinerator. Person handling the
same must ensure to keep clear of the charging door.

k) During use it must be ensured that the area around incinerator is kept well ventilated. The automatic
fire detection in the area should not be isolated during operation and maintained in good working
order. If the automatic Fire detection system is not operational for some reason, the incinerator should
be kept attended during such operation.
l) The residue (ash) collected from incinerator, after incineration of garbage, to be stored separately and
landed ashore.
10.3.5.2 Maintenance and Reliability

a) The following activities must be ensured:
 All alarms and trips are to be tested as per PMS.
 The smoke uptakes must be regularly examined for proper fastening and cracks.
 On incinerators designed to burn solid waste along with oil residue (sludge), ensure solid waste is put in
the incinerator in small quantities to avoid excessive built up of furnace temperature which may result
in subsequent damage to the incinerator furnace.
 In order to avoid refractory damage maximum water content must be removed from the oil residue
(sludge) before incineration.
 The refractory must be examined every three months and repaired, if required, as per the maker’s
instructions.
b) The following table can be used for reference in determining the handling precautions and incineration
Characteristics:
Special Incineration Characteristics
Handling by
Typical vessel Reduction
Examples personnel Combustibility of Residual Exhaust
before Volume
incineration
Paper Minor - easy High Over 95% Powder Possibly smoky
packaging, to ash and not
food and feed into hazardous
beverage hopper
containers
Fibre and Minor - reduce High Over 95% Powder Possibly smoky
paper board material to ash and not
size for feed; hazardous
minimum
manual labour
Plastic Minor - easy High Over 95% Powder Possibly smoky
packaging, to ash and not
food and feed into hazardous if
beverage hopper incinerator
containers, is of approved
etc. design
Plastic Moderate High Over 95% Powder Possibly smoky
sheeting, manual ash and not
netting, labour time hazardous if
rope and for incinerator
bulk size reduction is of approved
material design

Rubber Major manual High Over 95% Powder Possibly smoky

hoses labour time ash and not
and bulk for hazardous
pieces size reduction
Metal food Minor - easy Low Less 10% Slag Possibly smoky
and to and not
beverage feed into hazardous
containers, hopper
etc.
Metal Major manual Very Low Less 5% Large Possibly smoky
cargo, labour time metal and not
Bulky for fragments hazardous
containers, size reduction and slag
thick metal (not
items easily
incinerated)
Glass food Minor - easy Low Less 10% Slag Possibly smoky
and to and not
beverage feed into hazardous
containers, hopper
etc.
Wood, Moderate High Over 95% Powder Possibly smoky
cargo manual ash and not
containers labour time hazardous
and for
large wood size reduction
scraps
10.3.6 GUIDELINES FOR CALCULATING THE AMOUNT OF SLUDGE GENERATED
10.3.6.1 General
a) The method of calculation used by Hamburg Waterways Police and by some of the Port State Controls is
as follows:
b) The Assessments are usually done for the past few months.
1) Number of sea passage days = X days

Fuel oil consumption per day = Y tones
Total fuel oil consumed = X x Y = Z tonnes / day
Estimated amount of sludge generated = 0.01 x Z = A
2) Total quantity in the waster oil tank, sludge tank, bilge oil separator tank etc…
(Tanks in the IOPP Cert) at the beginning of the assessed period = B
3) Incinerator capacity = P
Number of hours of incinerator operation as per log = Q
Efficiency of incinerator = P x Q x 0.8 = C
Total quantity of sludge burnt = C
4) Oil water mixture evaporated from the waste oil tank:

Quantity of W.O.T. after transferring oily waste from sludge tank (-) quantity of
W.O.T. after steam heating and purring of extractor fan (if fitted) = D
5) Quantity of sludge landed ashore = E
6) Total quantity of sludge and oily water disposed C + D + E = F
7) The final quantity of sludge in the tanks should approximately be equal to A + B – F
10.3.6.2 Sludge generation in newer vessels / purifiers

a) It has been observed that sludge generated in newer purifiers is considerably less as compared to earlier
purifiers. In order to estimate the quantity of sludge generated per day, most purifier manufacturers are
mentioning the sludge space volume’ of purifiers in their manuals. This volume multiplied by the
number of times the purifier desludges in one day (24 hours) will give a fairly accurate estimate of
sludge generated per day.
b) The sludge generated by FO & LO Purifiers plus the stuffing box lube oil and the scavenge drains
collected over the course of one day will give an accurate estimate of sludge generated per day. On
newer ships this can be less than 1% of Fuel consumption which is perfectly in order.
10.3.7 SEWAGE
10.3.7.1 General
a) The sewage treatment plant must have a nameplate providing information on the type and serial
number of the device, the name of the manufacturer, the date of the completion of the manufacture,
etc. In case this is missing on older vessels, a copy of the details from the manuals must be laminated
and posted. Maker’s type approval certificate and instruction manual must be available on board.
b) Approvals from various flags / administrations must also be laminated and posted if not already present
c) Discharge of sewage into the sea is permitted under any of the following conditions
 The ship is discharging comminuted and disinfected sewage using an approved system at a distance of
more than 3 nautical miles from the nearest land; OR
 Sewage which is not comminuted or disinfected is discharged at a distance of more than 12 nautical
miles from the nearest land, when the ship is enroute and proceeding at not less than 4 knots, provided
that in any of the above cases, the sewage that has been stored in holding tanks shall not be discharged
instantaneously but at a moderate rate of discharge (in accordance with MEPC.157(55) and the results
of the calculation to be approved by Classification Society on behalf of the Administration) OR
 The ship has in operation an approved sewage treatment plant and the effluent shall not produce visible
floating solids nor cause discoloration of the surrounding water.
d) Where discharge is not permitted, the overboard valve is to be kept locked in shut position and not to
be opened without the consent of Chief Engineer.
e) When such effluent is collected in any other tank such as aft peak tank, wash water tank, clean water
tank, the piping arrangement and the tanks should be approved by the Flag/ Classification society. The
use of flexible hoses for transfer of such effluent should not be carried out without prior approval from
office.

f) When such water retained on board is discharged at sea it should be recorded in E/R log book, deck log
book, ballast record book as applicable as per guidelines provided below. When such tanks are rinsed /
cleaned, such as the aft peak tank, entry of such cleaning should be made in deck log book and ballast
record book or as applicable.
a) Vessel should be fitted or equipped with shore reception flange with dimensions and details as laid in
‘the revised text’ MARPOL Annex IV “Regulations for the Prevention of Pollution by Sewage” Regulation
10.
b) Any tank used for holding sewage is a potential source of anaerobic activity whereby toxic and
flammable gases such as hydrogen sulphide, methane and ammonia may be produced.
Hydrogen sulphide, in particular, is toxic in even as low concentrations as 10 PPM and being heavier
than air, potentially lethal gas pockets may be formed in enclosed spaces. Adequate oxygen level should
therefore be maintained to eliminate anaerobic conditions by employing direct air injection or by air
induction into the liquid whilst pumping through an injector nozzle.
c) When not equipped with an active aeration feature the storage tank should be completely emptied and
flushed in 24 hrs, where discharge is permitted, unless some other treatment is used which maintains
satisfactory conditions.
10.3.7.2 Inspections and Maintenance

a) Manufacturer’s recommendations for operation and maintenance should be followed to ensure
satisfactory operation at all times.
b) Thorough inspections should be carried out when unsatisfactory conditions prevail or once every year or
at an interval prescribed in the manufacturer’s manual. These should include:
 Removal of tank inspection covers and cleaning out any deposits.
 Inspection of tank structure and internals.
 Checking of sensing instruments, level measuring devices and valves.
 Confirmation that air distribution system is free from leaks and any nozzles or diffuser elements used to
introduce air are in satisfactory condition.
c) The sludge in the aeration compartment level increases due to the collection of inert residue resulting
from the digestion process. The aeration chamber should be de-sludged at an interval of at least once in
two months at sea or as instructed by the maker in the instruction manual. During this routine, the tank
should be re-filled with fresh seawater after emptying 3/4th of the compartment.
d) In case a full pumping out is done, then the water should be allowed to remain settled for at least 4 to 6
hours before the sewage is allowed to enter.
e) Vessels fitted with sewage plants, operating on the activated sludge / suspended aeration system,
 A warning sign notice should be placed in each toilet.
“THE SHIP IS FITTED WITH BIOCHEMICAL SEWAGE PLANT.”
 All crew onboard including supernumeraries should be instructed that no foreign matter other than
sewage should be discharged into the sewage system.
 Use only bacteria friendly chemicals to clean the toilets.
f) If the sewage plant is provided with a test kit, tests to be carried out regularly as per the instructions.
Chief Engineer may assign a competent person for carrying out these tests and results should be
recorded and be available for verification. In case test kit is not available as per makers
recommendation, same to be arranged through the office.

g) The air compressors used for aerating the chambers are of oil less type and the air pressure gauge is in
good working order. If an external air supply is provided temporarily due to break down of the
compressor(s), ensure that the air is absolutely free from oil ( A blotting paper / filter paper test can
confirm this ) and is supplied at pressure recommended by the manufacturer.
h) All associated alarms, automatic function and manual functions should be tested regularly as per the
manufacturer’s maintenance instructions, and as per company instructions. Necessary records of testing
the alarms should be maintained.
i) No hot work is to be carried out on the holding tanks or treatment plant tank plating unless the tank /
treatment plant has been certified as gas free by a chemist.
j) Disinfectants (e.g. Calcium hypochlorite or Trichlorisocyanuric acid), as specified by manufacturers

should be dosed in recommended quantity at regular intervals as mentioned in the instruction manual.
If disinfection tablets are used they should be used as complete tablets and not broken or in powder
form. Sufficient quantity of disinfectant should be available onboard vessel and same should be handled
carefully as per Material Safety Data Sheet due to its corrosive nature.
10.3.7.3 US - No Discharge Zones / Areas

a) Sewage disposal regulations for USA have designated certain areas as No Discharge Zones (NDZs). In these
areas treated sewage is not allowed to be pumped over board.

SECTION 10.4 - AREAS OUTSIDE ENGINE ROOM Page Number : 1 of 10
10.4 POLLUTION PREVENTION IN VARIOUS AREAS OUTSIDE ENGINE ROOM

a) Prior arrival, all spill containers fitted around fuel, diesel and lubricating oil tank vents should be empty
of water and free of oil. Drain plugs should be in place whilst in port.
b) Where there is a possibility of hydraulic, fuel or other oil accumulating in internal space bilges wells (for
example forecastle store, bow thrusters room etc.), adequate arrangements should be in place for its
safe disposal.
c) Where hand pumps or eductors are fitted, pollution prevention notices should be posted and the
overboard valves should be secured against accidental openings. However in some cases, where
dewatering arrangement outlet & hydraulic cooling water outlet is the same, the common outlet valve
needs to be kept open & special warning notice to be posted.
10.4.1 CARGO TANK / HOLD CLEANING

10.4.1.1 Oil and Chemical Tankers
a) MARPOL Annex I and other local requirements should be strictly complied with for tank cleaning and
slop disposal onboard crude and product tankers.
b) MARPOL Annex II and other local requirements should be stringently complied with for tank cleaning
and slop disposal onboard chemical tankers.
c) If the vessel is trading in the Polar region (Arctic or Antarctic area), discharge of Noxious Liquid
Substances (NLS), or mixtures containing such substances is PROHIBITED.
d) Instructions as laid in P&A manual must be complied for under-water discharges on chemical tankers.
No discharge allowed in Polar region as stated above and same to be mentioned in P & A manual.
e) Disposal of slops mixed with chemical cleaning additives must be carried out as per Marpol Annex II or
to authorized shore reception facilities.
f) Oily water accumulations in the pump room bilges are to be discharged strictly in compliance with
Marpol Annex I requirements.
g) Records of tests and maintenance on “Oil Discharge Control Monitor Systems” should be maintained
(Refer MTM Manual-Annex 1). Any failures should be promptly notified to the office and flag state as
required. The failure must be recorded in the Oil Record Book Part II.
h) Back flushing and Zero content of Oil Content Meter is to be strictly as per manufacturer’s instruction.
ANY KIND OF BY-PASSING OF ODMCS IS STRICTLY PROHIBITED. Extreme care should be exercised whilst
discharging slops closer to interface levels.
i) A continuous visual lookout of the water surface must be maintained while slops are being discharged.
No persistent oil sheen formation should be noted on the water surface during discharge.
j) Decanting and primary- secondary slop procedures must be adhered.
k) Sea valves should be regularly tested for integrity. If the test fails or integrity is suspected, office should
be immediately notified, and the line should be isolated from use.

l) The company shall arrange shore disposal of slops / tank washings only through authorized local
authorities or through vessels local agents.
m) Bunker spills account for over one third of the total number of pollution claims.
Masters, Chief Engineers and all ships personnel must therefore ensure that all necessary precautions
are taken and that procedures are strictly followed during all oil transfer operations. Care must also be
taken not only with loading or discharging of cargo but also with tank cleaning, slop handling and de
ballasting.
Note: Certain inert gas generators may pose a risk of oil pollution via the cooling water discharge should
the burner fail to ignite during the start cycle. Should this be the case, office is to be advised to ensure
that appropriate action is taken by the office to overcome this.
10.4.1.2 OIL DISCHARGE MONITORING EQUIPMENT
Maintenance of the ODME

1) Calibrate the ODME in accordance with the manufacturer's recommendations as necessary to conform to
manufacturer’s specifications and MEPC 107(49), but in no case shall the interval between calibrations
exceed 5 years. (Standard practice is for manufacturers approved service engineers to test at every IOPP
renewal.)
Note: To comply with the MESQAC 2010 requirements, the ODME is to be calibrated on an annual basis.
2) Test ODME each month
3) If a failure alarm appears during testing or operation, the vessel is to immediately contact the Fleet Cell, so
that they may arrange for the appropriate services and dispensations.
4) Log Test in Deck Logbook
5) Log test in Oil record Book (Part II)
Note: To ensure the monitoring system is functioning correctly, the checks or tests shall verify:
- The correct running of pumps, absence of leakage in the sample pump and piping system, and correct
functioning of remote controlled valves;
- Flow rates or pressure drops, as appropriate, to ensure that the system operates under correct flow
conditions;
- That alarms function correctly when a malfunction occurs external to the monitoring system, such as no
sample flow, no flow meter signal or power failure;
- That variable simulated signals, input manually while the monitoring system is operating on water,
record the correct value and timing;
- Simulated manual input signals trigger alarm conditions;
- That normal operating condition can be reset when the value of instantaneous rate of discharge is
reduced below (thirty) 30 liters per nautical mile;
- That when the manual override control is activated, a recording is made;
- When the system is turned off, the overboard discharge control cannot be operated unless normally
required for cargo operations;
6) Conduct monthly maintenance in accordance with the approved operational manual or manufacturer’s
instruction manual,
7) Record Monthly tests and maintenance in Oil Record Book (Part II)
MARPOL Regulations require that the vessel be supplied with approved operational instructions, which may be
incorporated into existing shipboard manuals, or contained in a separate manual such as the specific manufacturer’s
operating and maintenance.

Failure of the ODME equipment

1) Upon failure of the ODME, discharge of effluent into the sea via the ODME should automatically STOP
the discharge
2) Log the failure and actions taken in the ORB (part 2). (Master shall verify that relevant entries shall be
made by the Chief Officer.)
3) Notify Management office immediately.
4) Notify the Port State of destination,the Class Society and the Flag Administration immediately.
5) Send each page of the ORB (part 2) relating to ODME operational failure to the Management Office
6) Copy the Marine Operations Compliance Department in on this notification.
Note: MARPOL requires that a defective unit must be made operable as soon as possible.
A tanker with a defective ODME will normally only be permitted to undertake one ballast voyage before
proceeding to a repair port. The phrase “before proceeding to a repair port” means a laden voyage
following a ballast voyage.
The vessel may then make one (1) loaded voyage after which the ODME must be repaired at the
discharge port.
If the repairs cannot be done at the discharge port, then the vessel may be allowed one (1) voyage
directly to a port where ODME repairs can be accomplished.
Such a voyage should only be acceptable under the following conditions:
- An oil discharge monitoring method must be manually operable.
- The vessel must provide documentary records in the logbook or the oil record book or in the vessel's
planned maintenance record that the system has been maintained in accordance with the
manufacturer's recommendations
- The equipment has been utilized and records are available which verify the use of the unit during all
ballast discharges prior to the present functional defect and that this defect has been duly recorded in
the oil record book.
- Prior to arrival at the unloading port, the failure has been reported to the authorities (port State and
classification society) and
- that every reasonable effort has been made to repair the defective unit prior to the vessel
departing from the unloading port.
Warning!
The ODME shall be operational whenever there is any discharge of effluent into the sea, and that any
discharge of oily mixture is stopped when the instantaneous rate of discharge of oil exceeds the
permitted maximum level as required by Regulation 31 of MARPOL Consolidated Edition 2011 Annex I.
It is Company policy that, in the event of ODME failure during a voyage, the manually-operated
alternative is prohibited unless express permission has been granted by the Flag Administration in
writing. A sign should be posted on the equipment to this effect.
Manual Monitoring Procedures

1) Obtain written permission from Flag Administration via Shore Management Team
2) Discharge during daylight hours only
3) Discharge using the oil/water interface detectors and following the ODME manufacturer’s instructions for
manual operation, and the procedures recommended by IMO Res. A.586 (14),
4) Keep a continuous visual watch adjacent to the effluent discharge during discharge
5) Calculate the following using the Portable tank gauging equipment:
a) The oil/oil-water interface.
b) Total Volume Water.
c) Total Volume of Oil (e.g. Total Oil = Total Volume in the Tank – Volume of water).
Note 1: Flow meter: Pump discharge characteristics such as the gallons or liters per minute to be considered in
the calculation and recorded to check accuracy of flow meter;
- The pump capacity curves shall be used when calculating the accuracy of the flow meter.

Note 2: Ship’s speed device: Actual ship’s speed to be verified by at least two (2) means during the operation
(e.g. speed log, GPS, engine revolutions);
- Speed Log shall be used as the primary means of obtaining the ship’s speed. This shall then be
checked against the GPS for accuracy.
Note 3: Processor: Manual calculation and manual recording of oil content vs. water outflow to
confirm total outflow; 1/30000 of last Cargo quantity.
6) Use Manual operation of pumps and valves together with all of the above to confirm that an instantaneous rate
of discharge of oil does not exceed thirty (30) liters per nautical mile.
Recorded data
1) Ensure printouts:
a) Remain intact and legible.
b) Remain on-board for at least three (3) years. once removed from the recording device
c) Are signed and dated once removed from the recording device
d) Continuous. When a printout is removed from the system, the Officer shall renew the tape. The
Chief Officer shall ensure that spare printout tape is available.
Note: The recorded data shall include at least the following:

- Instantaneous rate of discharge of oil (e.g. liters per nautical mile);
- Instantaneous oil content (ppm);
- Total quantity of oil discharged (e.g. cubic meters or liters);
- Time and date (e.g. GMT);
- Ship’s speed in knots;
- Status of overboard discharge control;
- Oil type selector setting (where applicable);
- Alarm condition failure (e.g. no flow, fault);
- Override action (e.g. manual, flushing, and calibration).
Note: Audio-visual alarms shall be activated by any of the following conditions:

- Instantaneous rate of discharge exceeds thirty (30) litres per nautical mile;
- Total quantity of oil discharged reaches one–thirty-thousandth (1/30,000) of previous
cargo;
- Power failure;
- Loss of sample;
- Significant failure of the measuring or recording system;
- When input of any sensor exceeds the effective capacity of the system.
Manual inputs are not allowed in systems installed after June 1, 1982. (33 CFR 157 Appendix F)
Any information inserted manually shall be identified on the printout as a manual input

10.4.2 PREVENTION OF POLLUTION DUE TO OPERATIONAL FAILURES

10.4.2.1 Tank Overflow
a) Bunkering procedure prescribed in Section 4 of this manual must be followed to prevent tank overflow.
b) For all other HO or DO transfers, ensure that
• A responsible officer is always in charge of all oil transfer.
• All ullaging devices, high level alarms, automatic shut off etc. are functional and well maintained.
• During all Internal Oil Transfers the Engine Room is manned and the transfers are monitored. Manual
soundings are taken at intervals decided by the Chief Engineer.
10.4.2.2 Internal Transfer of Packaged Sources (e.g. Drums)

a) This procedure shall be applicable during Shore to Ship and Internal Transfer of any kind of persistent or
non-persistent oils including grease and Chemicals in packaged form (e.g. drums)
b) Ensure that
• A responsible officer is always in charge of the transfer and venting arrangements of tanks is understood
by all engineers.
• The store handling gear in use is only operated by personnel who have been trained for its use.
• The sling or bridle in use is thoroughly inspected for any damage and is certified for the load it is
expected to carry.
• There is effective communication between all personnel involved in the transfer.
10.4.2.3 Failure of Pipelines / Flexible Hoses

a) Ensure all connections are properly made. All the bolts must be used for connections. The practice of
connecting the flanges using alternate bolts or C-clamps is strictly not permitted.
b) New joints (gaskets) must be used for each operation.
c) Ensure that all hoses are certified, and their condition checked prior to every use.
d) Ensure bunker pipelines are pressure tested to meet international and any other port / country or
industry requirements such as USCG (for all types of ships) and SIRE (for tankers).
e) Pressure gauges must be checked prior each operation.
f) When bunkering always ensure that the rate of pumping is kept low while starting and while completing
bunkering.
10.4.2.4 Failure of Hydraulic Deck Machinery Pipelines and Connections

a) Ensure that regular inspection of all hydraulic piping and hose connections for deck machinery, including
hydraulic control stands is carried out as part of the onboard PMS. Location where U-clamps are fitted
must be closely inspected as these are prone to fretting. Hydraulic pipes and fittings, such as T-pieces
and stub pieces (may be hidden under gratings) on the weather deck must be checked for corrosion.
b) In port, whenever hydraulic deck machinery is being used, all scuppers in the vicinity of the pipelines
and machinery are plugged to avoid inadvertent hydraulic oil leakage going overboard (especially in
rain). In case of water accumulation open scupper to drain collected water and put back again
immediately.

c) Sufficient spares must be identified and made as a part of minimum spare parts inventory. They must be
on board at all times.
d) Before starting work on hydraulic deck machinery, piping, etc., ensure there is no residual pressure in
the hydraulic system.
10.4.2.5 Prevention of Pollution Due to Hull Failure

a) Ensure that thorough internal tank inspections are undertaken at intervals not exceeding one year in
accordance with company guidelines.
b) Tank coatings must be maintained in good condition and not be allowed to deteriorate, regular touch
ups to be performed.
c) The tanks must be specifically checked for stress related problems e.g. cracks.
10.4.3 ANTI-FOULING PAINTS ON SHIP SIDE
a) The Company has developed a Biofouling Management Plan for prevention of harmful effect to marine
environment from the paints used on ship side.
b) The Biofouling Management Plan shall be followed at all times and records maintained on board ship
and in office.
10.4.4 BALLAST WATER MANAGEMENT

10.4.4.1 The Chief Officer will be responsible for ensuring that:
a) Ballast Water Management Plan is implemented. Where provided, all ballast/De-ballast operation must
be carried out through the Ballast water treatment Plant. If the Plant cannot be used due to port or any
other restrictions office must be informed immediately. Incase of BWTS failure, contingency measures
as per Ballast water management plan is to be followed.
b) Vessel complies with Flag and Port State requirements during ballasting / deballasting operations
c) Precautionary measures to minimize the translocation of non-native organisms are taken. These can
include minimizing the uptake of aquatic organisms, pathogens and sediments during ballasting by
limiting (or minimizing) ballasting in situations where the numbers of aquatic organisms are likely to be
increased locally. For example:
• In darkness when bottom dwelling organisms may rise up the water column
• In very shallow water
• Where propellers may stir up sediment
• In areas specified by the Port state for avoidance or restriction of ballasting
d) Sediment build up is monitored and where practical carry out routine cleaning of ballast tanks to
remove sediments. Discharge of sediments is not permitted in Ballast Water regulated areas.
e) Unnecessary ballasting / deballasting is avoided, especially if this involves discharging water taken in at
another port.
f) A separate Tank wise Ballast Water Log should be maintained for any ballast water operation carried
out for tanks if vessel is scheduled to visit California State to meet local regulatory requirements.

10.4.4.2 It is recognized that for transitory periods during Ballast water Exchange as per
plan, breaching of one or more of following criteria may be unavoidable:
• Bridge Visibility standards

• Propeller immersion
• Minimum draft forward
• It is necessary to carry out risk assessments whenever sequence of BWE involves breaching of any above
criteria, proper records should be maintained, and duration of such periods should be
minimized.
10.4.5 ACCIDENTAL RELEASE OVERBOARD
10.4.5.1 ON DECK STORAGE

The use of empty drums on deck as storage is not permitted as they may get washed overboard.
10.4.5.2 OVERBOARD MAINTENANCE

Many port authorities have pollution regulations that restrict or forbid maintenance being carried
out over the ship’s side. This is due to the possibility of potentially damaging substances dropping
into the water. Accordingly, Masters must check with the local agent to see what regulations are
applicable before planning or carrying out any overboard maintenance. In ports where such
maintenance is permitted, all possible precautions are to be taken to avoid polluting the water with
paint, thinners, chemical cleaners, loose scale or other possible contaminants.
10.4.6 VESSEL GENERAL PERMIT (USA) - VGP

The Vessel General Permit is a Regulation monitored by the U.S. Environmental Protection Agency (EPA)
National Pollution Discharge Elimination System (NPDES). A Memorandum of Understanding has been
issued which allows the USCG to incorporate VGP compliance verification and enforcement as a routine
part of a Port State Control Exam.
It concerns 27 specific routine and necessary discharges for the operation of the vessel e.g. cooling
water for the main engine and run-off from the deck during rainfall.
The current VGP came into effect on December 19, 2013 and has duration of 5 years.
It applies to commercial vessels who are either ≥ 79 feet (24m) or >300 GT or with a ballast capacity
≥8m3 operating in the capacity of a means of transportation in waters of the U.S. as defined in 40
CFR§122.2.
10.4.7 ELECTRONIC WASTE OR E-WASTE

The disposal of e-waste must be strictly controlled in order to avoid unnecessary pollution and
require approval from company’s Fleet Cell department. To ensure that the products disposed are
recycled in a manner that protects the environment as well as worker's health and safety, all disposals
should be made through certified recyclers. If there is any doubt as to the safe and proper disposal,
the equipment’s must be retained on-board until they can be landed ashore to certified and qualified
sub-contractors.
NOTE: Always obtain a certificate indicating receipt of landed e-waste items.

10.4.8 BWTS, EGCS WASH WATER, TREATED BILGE & GREY WATER TESTING REQUIREMENTS.
We have contracted “Tribocare” for the testing. They maintain a detailed record and will notify the vessels when
sampling is due.
BWTS water testing (US EPA VGP requirement)
Testing requirements
Year 1 - Initial analytical Monitoring (should normally be done in the first year of putting the system in use)
- Biological Testing: 2 times. Minimum 14 days apart.
- Biocides Testing: 3 times. Suggested to complete within 180 days period. Not applicable to UV type BWTS
for obvious reasons
Year 2 – Maintenance Monitoring (only required if calling US in the calendar year)

- Biological Testing: 1 time.
- Biocides Testing: 2 times. Not applicable to UV type BWTS.
Technician is required to go on board for the sampling.

20-30 mins of Deballasting is required to flush the system properly prior to taking samples. In some ports, such as
Singapore, terminals do not allow sampling so it must be done at anchorage.
Vessels with 2 BWTS plants – One for Main Ballast & another for Aft peak- Will require testing for both the plants.
However, where the BWTS plants are interchangeable Example: Techcross Electrolysis units (port and Stbd) as on
the ‘A’ Class vessels, then only 1 set of testing will be required. This needs to be declared in the VGP Annual
submissions & reports attached.
Treated Bilge water & Grey water Annual testing (US EPA VGP requirement)
- As OWS is not used within 3 NM of US coast, no testing of Bilge water is necessary.

- Since Grey water is being discharged untreated within 3 NM (as also declared in the VGP). Bi- annual testing
is required ( 2 samples taken at least 14 days apart to be analyzed) . Note that this testing requirement is
applicable only to vessel built after 19 Dec 2013.
EGCS water Testing
VGP Requirements
- Applicable to open Loop EGCS units which are VGP compliant. Further if the vessel has not called or not
planning to use EGCS within 3 NM of US coast, testing is not required.
- Testing requirements – 2 times in the first year (commissioning report is not acceptable as it does not cover
all the VGP parameters). During the annual VGP submissions, the reports will have to be attached.
AMSA
- Annually.
IMO (Voluntary)
- 3 reports in the first 2 years. Commissioning report is acceptable, so essentially 2 testing is required in the
first 2 years. If we submit the reports to Flag, some exemption can be expected when stricter discharge
requirements come in. Refer MEPC 259 (68) Appendix 3. Page 23, quoted below:

Quote:
Unquote:
Samples has to be landed in a cooler box. Complete kit – Box and Sample bottles will be provided by Tribocare.
Samples should reach the lab within 48 hours of taking samples as Nitrate and Nitrite tests have to be completed
within this time period. Rest of the parameters can be tested in a week’s time.
10.4.9 International Conventions for the Safe & Environmentally Sound Recycling of Ships
These are aimed at ensuring that ships when being re cycled after reaching the end of their operational lives, do not
contain environmentally hazardous substances such as asbestos, heavy metals, hydrocarbons, ozone depleting
substances and others which may pose any unnecessary risk to human health, safety and to the environment.
References:
1. MEPC.269(68) (adopted on 15 May 2015) Guidelines for development of Inventory of hazardous Material.
2. Hong Kong International Convention for the Safe & Environmentally Sound Recycling of Ships 2009.
Its entry into force will happen 24 months after ratification by at least 15 States, representing 40% of world
merchant shipping by gross tonnage, and combined maximum annual ship recycling volume not less than
3% of their combined tonnage.
3. Regulation (EU) No 1257/2013 of 20 November 2013 on ship recycling and amending Regulation (EC) No
1013/2006 and Directive 2009/16/EC
The EU SRR entered into force in December 2013 and concern all EU-flagged ships as well as ships from
third countries calling at a European port or anchorage of 500 gross tonnage or above.
First, the EU SRR first prohibits or restricts the installation and use of hazardous materials (like asbestos or
ozone-depleting substances) on board ships
Second, the EU SRR makes it mandatory for ships to have on board a certified Inventory of Hazardous
Materials (IHM) specifying the location and approximate quantities of those materials:
- From 31 December 2018 for new EU-flagged ships and EU-flagged ships going for dismantling
- From 31 December 2020 for all existing EU-flagged ships as well as ships flying the flag of a third country
and calling at an EU port or anchorage.
In addition to the hazardous materials set out in the Hong Kong Convention, the EU SRR adds two materials
required to be considered in the HMI:
- Perfluorooctane sulfonic acid (PFOS) (for EU-flagged ships only)

- Brominated Flame Retardant (HBCDD) (for new EU-flagged ships only)

List of 15 identified Hazardous items is listed below. Annex 1 items have an extremely low threshold and as good as
prohibited. Annex 2 items must be entered in the “Inventory of Hazardous material, Part 1” if the level is above the
Threshold limit.
Currently, all Fleet vessels have been surveyed by an approved lab and vessel specific IHM Inventory Part 1 updated.
Flag or Class has carried out the required survey and issued a Certificate of Compliance.
Keeping the IHM Inventory Part 1 updated on the Fleet vessels has been outsourced to 2 Companies – Verifaria and
CTI – Poly.
- They maintain a big database of Material Declarations (MDs) & Supplier’s Declaration of Conformity (SDoCs)
besides components which contain Hazardous material.
- All Purchase orders are passed to them. They identify possible components and follow up with the vendors
for the MD & SDoC. If they already have it in their database, they will use those.
- Records are cloud based. Vessels can log in and download the updated data any time.
- They will provide a Quarterly tracking sheet showing the status of all follow up done.
- They will provide an Annual IHM Maintenance due diligence consolidated report including record of
repeated messages sent to vendors (mainly stores supplier) who have not responded.
As per requirements, a Designated Person (DP) on board the vessel responsible for maintaining & updating the Part
1 of the Inventory of Hazardous material records. Chief Engineer has been nominated as Designated Person, for
the above inventory and records.

SECTION 10.5 - GARBAGE Page Number : 1 of 2
10.5 GARBAGE
10.5.1 GENERAL
a) The ship specific Garbage Management Plan is to be followed at all times for complying with MARPOL
Annex V Regulations.
b) The Garbage Management Plan covers the disposal requirements for all types of waste including
hazardous material.
c) Conduct on board training, to ensure that all crew members are aware of the proper procedures for
garbage disposal as per the Garbage Management Plan. A record of this training must be maintained.
10.5.2 DISPOSAL OF GARBAGE
a) Where Garbage is mixed with other discharges, having different disposal or discharge requirements the
more stringent disposal requirement shall apply.
b) The quantity of garbage incinerated and the start and stop time of garbage incinerated should be
recorded in the Garbage Record Book. Oily rags and others should be accounted for separately.
c) The Second Engineer shall be the person responsible for supervision of the operation of the incinerator
and shall sign the entries regarding details of incineration in the garbage record book.
d) Garbage incineration is prohibited in Baltic Sea.
e) Non availability of disposal facilities must be reported to the office.
f) If the vessel is trading in the Polar region (Arctic or Antarctic area), any disposal of garbage should be
avoided. However if required to discharge garbage in Arctic waters to meet operational requirements
then office permission should be obtained.
10.5.3 DISPLAYING OF INFORMATION
The following 3 pages are to be copied from the Garbage Management Plan and posted in all
locations where garbage is collected and stored:
1. PLACARD INDICATING DISPOSAL RULES AND RECEPTACLE COLOR.
2. SPECIAL AREAS
In addition where the vessel is provided with a Compacter the following page from the Garbage
Management plan should be copied and posted:
COMPACTING OPTIONS FOR SHIPBOARD-GENERATED GARBAGE
The following page from the Garbage Management plan should be copied and posted in the Incinerator
room near the unit:
Incineration Options for Shipboard Generated garbage
10.5.4 GARBAGE DISPOSAL RESTRICTIONS – OUTSIDE POLAR REGION

THE PORT RECEPTION FACILITIES SHOULD BE USED AS THE PRIMARY MEANS OF DISCHARGE FOR ALL
GARBAGE. REFER GARBAGE MANAGEMENT PLAN FOR DETAILED INFORMATION.

SECTION 10.5 - GARBAGE Page Number : 2 of 2
10.5.5 DISPOSAL OF GARBAGE IN POLAR REGION

a) If the vessel is trading in the Polar region (Arctic or Antarctic area), it is recommended that any disposal
of garbage is avoided. However if required to discharge garbage in Arctic waters to meet operational
requirements then office permission should be taken and additional guidance provided is required to be
followed.
b) In Arctic waters:
 Discharge into the sea of food wastes is only permitted when it is comminuted or ground and capable of
passing through a screen with openings no greater than 25 mm and the ship is as far as practicable from
areas of ice concentration exceeding 1/10 ice coverage, but in any case not less than 12 nautical miles
from the nearest land, nearest ice-shelf, or nearest fast ice;
 Food wastes shall not be contaminated by any other garbage type;
 Food wastes shall not be discharged onto the ice;
 Discharge of cargo residues that cannot be recovered using commonly available methods for unloading
which are contained in cargo hold wash water can be pumped out while the ship is enroute and where
all the following conditions are satisfied:
- cargo residues, cleaning agents or additives, contained in hold washing water do not include any
substances classified as harmful to the marine environment, taking into account guidelines
developed by the Organization;
- both the port of departure and the next port of destination are within Arctic waters and the ship
will not transit outside Arctic waters between those ports;
- no adequate reception facilities are available at those ports; and where the above conditions have
been fulfilled, discharge of cargo hold washing water containing residues shall be made as far as
practicable from areas of ice concentration exceeding 1/10 ice coverage, but in any case not less
than 12 nautical miles from the nearest land, nearest ice shelf, or nearest fast ice.
 Discharge of any other garbage other than food waste and cargo residue contained in cargo hold wash
water is prohibited in Arctic waters.
c) In the Antarctic waters, discharge of garbage into the sea is prohibited except in case of securing the
safety of a ship and those on board or saving life at sea.
d) Please refer to Polar Code sent to all ships along with garbage management plan for more details in case
if required to discharge any garbage in Polar region.
10.5.6 THE GARBAGE DISPOSAL RECORD

Is the 2nd half of the Plan and is to be used as a log of the following:
 When garbage is discharged into the sea.
 When garbage is discharged to reception facilities ashore or to another ship
 When garbage is incinerated
 Any incidental or exceptional discharge of garbage
The Disposal Record is to be kept on board for a minimum of two years and is to be readily available for
inspection by port officials and other inspectors.
Receipts for any garbage landed ashore must be given to the ship which will include the type of
garbage and estimated amount. These receipts or certificates are to be kept along with the Garbage
Disposal Record (stapled to the page where the record for disposal is made) and also retained for two
years.

SECTION 10.6 - HARMFUL EMISSIONS Page Number : 1 of 5
10.6 HARMFUL EMISSIONS

10.6.1 SOX EMISSIONS
a) The maximum Sulphur content allowed by Port States is provided in the table given in para 10.6.3 of this
section.
b) The Chief Engineer shall be responsible for:

 Ensuring using fuel of correct specification
 Following the Bunkering Procedures given in section 9 of this manual
 Implementing information received from company, agents and other sources pertaining to emission
regulations
 Monitoring Engine Performance and reporting issues, if any, to the Fleet Technical Superintendent
10.6.2 NOX EMISSIONS

a) Ensure that the performance of the engines is carefully monitored for exhaust emission and the plant is
maintained and operated at optimum level. No NOx sensitive parameters should be altered, if the engine
is complying with the NOx technical code. When replacing the emission sensitive components on the
engine like fuel injection nozzle, fuel injection pump, fuel cam, turbo charger and charge air cooler, only
genuine spare parts from the maker should be used.
b) The timing for exhaust valve and fuel injection should not be altered, as this will change NOx
characteristics of the engine.
c) When replacing the cylinder cover or other NOx related spares, always ensure that right spare part,
supplied by the maker is used in order to keep the combustion chamber geometry unaltered.
d) Record of components being renewed is to be maintained in file, provided by engine manufacturers.

Delivery receipts for the NOx sensitive spares, list of which is provided in the Technical file, are to be
maintained onboard as proof that they are supplied by original manufacturer and have the correct
product code number.
e) No modification or alteration is allowed to be carried out on the secondary means of reducing the NOx
emission, if fitted to the engine. Secondary methods are means of reducing the emission level, using
equipment that does not form part of the engine itself (Selective catalytic reactor, exhaust gas re-
circulation etc).

10.6.3 MAXIMUM SULPHUR CONTENT IN MARINE FUEL
Refer Section 4.5.1. f) Bunker Fuels - Max. Sulphur limits
10.6.4 MANAGING THE COMPLETENESS OF THE LIST OF EMISSION SOURCES, AS REQUIRED

UNDER INTEGRATED MRV
Whenever a new emission source is installed or an existing emission source is replaced, for the vessels
under the company's management, the Chief Engineer is to advise the office. The responsible Technical
Superintendent shall review and update the list of the emission sources in the related Integrated MRV
Monitoring plan to ensure completeness and accuracy. The verifiers (Class KR) will be informed without
undue delay.
When an existing ship is taken into management, additional verification is to be done by the Chief
Engineer at vessel take-over, by comparing the as-built engine room drawings with the actual situation
on board (to check if, e.g., an Auxiliary engine had been replaced or a Main Engine de-rated). The Chief
Engineer must report any discrepancies to the ship Superintendent.
Records for all vessels are stored in the Company’s File server in Folder ‘Integrated MRV Emissions
Monitoring plan’.
10.6.5 CAPTURING VOYAGE DATA UNDER INTEGRATED MRV & IMO DCS REQUIREMENTS.
Company uses a dedicated Excel Spreadsheet for recording voyage data, automatically calculating fuel
consumptions and other parameters and generating Annual Emission Reports as per INTEGRATED MRV
and IMO DCS format. This has been made ship specific.
Data is recorded by the vessel at the following intervals: Every Port - Departure from last berth, Arrival
first berth and Bunkering information. Detailed information is be entered in form TEC 40 Emission
Reporting. This is used to substantiate the entries made in the Excel spreadsheet. Chief Engineer is
responsible for maintaining the Bunker Log book in which the voyages related raw data and calculation
is to be noted. This includes of Fuel Flowmeters readings, tank level gauge and tank soundings specific
to the vessel.
Master & Chief Engineer are responsible for filling the voyage data in the Excel reporting system. This
sheet is to emailed to the office along with the month end mail and is saved in Primary & Secondary
(back up) Data Centre in London office. Because of the small size, this data will be stored for an
indefinite period.
The distance travelled is to be calculated from the two (2) Electronic Chart Display and Information
System (ECDIS) which are installed on board per vessel and connected with the two (2) GPS apparatus.
Company subscribes to 'Stratum 5' – 3rd party cloud based system, which gathers data from Sat C
polling. In the event of a data gap related to distance travelled, while using an automated/electronic
chart navigation system, the gap can be filled from Stratum 5. Master can also fill the gap by means of
back-up methods such as terrestrial or celestial navigation being documented in the Sight & Position Log
Books.
To safeguard completeness of reports, the office compares this data against the Daily Voyage reporting
(departure/ noon/arrival/ in port) which is already being done in the ‘Company’s ERP’ software and the
daily messages by e mail. As a further back up, this information is also being recorded in the Deck Log
book.
Chief Engineer, Master & Vessel Superintendent is responsible for ensuring integrity and accuracy of the
records.

10.6.6 VOLATILE ORGANIC COMPOUNDS EMISSIONS (TANKERS)

a) Maintain, test and check all ullaging devices, high level alarm and auto shut off devices for accuracy on a
regular basis as per makers recommendation or company guidelines.
b) Where local regulations prohibit the pollution of the atmosphere by hydrocarbon gas or inert gas, the
relevant operating procedures shall be modified as necessary to comply with the local regulations.
c) Master on ships fitted with vapor Emission Control System (VECS) shall ensure that:
 VECS is properly maintained and that crew is trained in its use in accordance with the VECS Training
manual on board.
 The bolts securing the manifold blanks are kept free and the system is kept ready for use where
port facilities permit.
 All equipment / components is well maintained and regularly checked so that “Avoidable
Emissions” do not occur.
d) Venting cargo vapor to atmosphere through the forward gas riser should not normally be carried out
unless there are exceptional circumstances; such as very high tank pressures at or near tank relief valves
opening or preparations for dry-dock.
e) Please refer to the relevant section of ISGOTT Chapter 7, section 7.5 for details of the requirements and
precautions in the operation of the VECS.
Crew will be trained in the safe and efficient operation of the VECS as required by statutory regulations
and as deemed necessary by the Company.
10.6.7 OZONE DEPLETING SUBSTANCE EMISSIONS

10.6.7.1 Background
a) Installations which contain Ozone depleting substances (ODS) other than Hydro - Chlorofluorocarbons
(HCFCs) are prohibited on ships constructed on or after 19 May 2005 and installations which contain
HCFCs shall be prohibited on ships constructed on or after January 1,2020. Refrigerants R-134a, R-404a,
R-407c, R-410a and R-413a, R-417a, R-507, R-717, R-744 and R-290 have Zero Ozone Depleting Potential
(ODP) and are not considered to be Ozone Depleting Substances. The Safety of Life at Sea Convention,
1974, as amended, Regulation II-2/10, still permits the use of Halogenated Hydrocarbons (Halons) an
ODS, as a fire extinguishing media on vessels built before 1 October 1994.
Existing systems and equipment are permitted to continue in service and may be recharged as
necessary. However, the deliberate discharge of ODS to the atmosphere is prohibited. When servicing
or decommissioning systems or equipment containing ODS, the gases are to be duly collected in a
controlled manner and, if not to be reused onboard, are to be landed to appropriate reception facilities
for banking or destruction. Any redundant equipment or material containing ODS is to be landed ashore
for appropriate decommissioning or disposal.
b) ODS regulations do not apply to permanently sealed equipment where there are no refrigerant charging
connections or potentially removable components containing ODS.
c) All Company fleet vessels are equipped with systems using R404a and R407 as refrigerants. Further they
have also been provided with leak detector kits for early detection for minimizing losses to atmosphere.

10.6.7.2 Procedure
a) Each ship shall maintain a list of equipment containing ODS. This list can be fixed at the end of the
Engine room Log book or can be kept separately.
b) Deliberate emission of ODS is prohibited. Deliberate emissions include emissions occurring in the course
of maintaining, servicing, repairing or disposing of systems or equipment, except that deliberate
emissions do not include minimal releases associated with the recapture or recycling of an ODS.
c) Operational losses e.g. during purging must be avoided and accidental losses should be prevented by
carrying out regular ‘leak detection tests’ and proper and timely maintenance.
d) In case refrigerant recovery system is provided on board, then the following items should be included in
the PMS as a 3-monthly routine:
 Inspection of the components of the refrigerant recovery kit.
 Training for use of the refrigerant recovery kit.
 Procedure for using the refrigerant recovery kit should also be posted near the accommodation AC and
provision fridge systems if ODS are used as refrigerant.
e) Disposal of ozone depleting substances shall be done through an authorized agency operating in
accordance with approved environmental agencies equipped with necessary facilities for disposal of
ODS.
f) Master shall ensure ship complies with any local requirements on ODS and if they are more stringent
than MARPOL regulations, contact Technical Superintendent, if required.
10.6.8 SOOT BLOWING / DISPOSAL

10.6.8.1 General
a) The Chief Engineer must ensure that fuel burning equipment on board for Main Engine, Aux Engine,
boilers, emergency generator, life boat engines and incinerators are maintained in an efficient condition
at all times so as not to allow emission of soot and unburnt fuel exhausts (CO and HCs) from the vessel.
b) Above precautions are required to be taken most stringently by all vessels when in port limits to ensure
no violation of local environmental policies of the port state is done.
c) In particular no soot blowing is allowed to be done in port limits (min 12 miles from the nearest coast)
and immediate corrective steps must be taken in the event of any smoke pollution noticed from the
vessel.
d) At sea, it is recommended to inform the bridge prior soot-blowing and if necessary alter the ship’s
course so that sparks are not carried over to cargo deck areas. Reduction of Engine RPM should be
considered whenever alteration of course is not practicable. Special care is to be exercised during
departure from a long port stay or when boiler washing has been undertaken.
e) Before commencement of flashing up auxiliary boilers, furnace must be checked for leak off fuel
accumulation.
f) Emission of heavy smoke dust and particulate matter increases considerably during manoeuvring and
boiler flashing up due to deficiency of oxygen which leaves a lot of unburnt fuel resulting in carbon

particulate matter in the exhaust gas. Utmost attention to temperature, air pressure etc. for efficient
combustion during start up is therefore necessary.
10.6.8.2 Handling Soot Collection Tank Contents

a) Prior pumping out soot collection tank, Chief Engineer should ensure that there are no traces of oil in
this water.
b) Whenever such oil free water collected in soot collection tank is pumped through the class / flag
approved pipe line provided, it should be logged in E/R log book with time and position. No attempt
should be made by any engine room staff to pump out this water by any other means such as a flexible
pipe / portable pump arrangement or any other pipeline other than class / flag state approved or
original yard provided fixed pipeline.
c) Pumping out of such water, free of any trace of oil, should be done more than at least 12 NM from any
land and not to be carried out in areas which are designated as special areas under MARPOL Annex I and
V.
d) Flag State and/or Owner circular / guideline should be strictly followed. Company will send additional
guidelines to vessel as a circular for such water handling as and when new guidelines are issued by IMO
or vessel’s Flag State.
e) Solid soot should be landed ashore and details should be entered as per guidelines provided in Garbage
Management Plan stating clearly soot disposal and a receipt obtained.

SECTION 10.7 - NOISE POLLUTION Page Number : 1 of 2
10.7 MINIMIZING NOISE POLLUTION

a) Seafarers shall wear personal protective equipment as prescribed in section xx of this manual when
working in areas of high noise levels.
b) Chief Officer / Chief Engineer shall ensure that any repairs carried out on board for any equipment take
into account the proper refitting to ensure reduction in noise. This may include vibration mountings,
rubber packing, insulation or other appropriate methods.
c) The Company will comply with Code of Noise Levels for all vessels built under its supervision.
d) Local regulations, if any, concerning noise, must be strictly followed to avoid complaints from the local
population.
e) Following table provides guidance on daily exposure to different sound levels and the recommended
maximum limits for different areas on board ship;
LESS THAN
80 dB(A) No Limit (24 Hrs)
82 dB(A) 16 Hrs
85 dB(A) 08 Hrs
90 dB(A) 02 Hrs
95 dB(A) 50 Minutes
100 dB(A) 15 Minutes
105 dB(A) 05 Minutes
110 dB(A) 01 Minute
f) Following table describes the lower and upper noise exposure values, noise exposure limits and where
appropriate, action required to be taken to reduce that exposure.
Daily / Peak Action to be taken

Weekly Exposure
Exposure dB (C)
Lower Exposure 80 135 1. Staff must be provided with personal
Action Values hearing protection
Upper Exposure 85 137 1. Staff is required to use personal hearing
Action Values protection.
2. Staff is entitled to have their hearing
examined by a doctor or a suitably qualified person
under the supervision of a doctor.
3. Company must take measures to reduce the
exposure to noise
Exposure Limit 87 140 This limit must not be exceeded.
Values
g) The limits below should be regarded as maximum levels rather than desirable levels, and as appropriate
take account of the attenuation that can be achieved with ear protectors

SECTION 10.7 - NOISE POLLUTION Page Number : 2 of 2
Area Recommended Limit

Machinery spaces - general 90 db(A)
Machinery spaces – unmanned 110 db(A)
Machinery Control Rooms 75 db(A)
Wheelhouse/Bridge/Chart room/radar room 65 db(A)
Bridge Wings 70 db(A)
Radio Room / Communication Centre 60 db(A)
Galley, pantries 75 db(A)
Normally unoccupied spaces 90 db(A)
Sleeping cabins, day cabins, hospital 60 db(A)
Offices, conference rooms, etc. 65 db(A)
Mess rooms, recreation rooms, recreational areas 65 db(A)
Open deck areas 75 db(A)
Corridors, changing rooms, bathrooms, lockers, and similar spaces 80 db(A)
Ship’s whistle 110 db(A)
h) Although being aware of decibel levels is an important factor in protecting one’s hearing, distance from
the source of sound and the duration of exposure to the sound are equally important. A good rule of
thumb is to avoid noises that are “too loud”, “too close” or that last “too long”.
 All vessels are provided with noise level meters, instructions and locations specified where readings
have to be taken at 6 monthly intervals.

SECTION 10.8 – ENVIRONMENTAL MANAGEMENT PLAN (ISO 14001:2015) Page Number : 1 of 10
10.8. ENVIRONMENTAL MANAGEMENT PLAN (ISO 14001:2015)
10.8.1 GENERAL
The process of selecting and evaluating environmental aspects is considered essential since it
contributes to the Company’s management system improvement and encourages environmental
awareness. The significant aspects will give direction to what the Company should focus on and help
identify the procedures, objectives and operational control that may be required.
The work performance shall ensure compliance with the ISO 14001 code 4.3.1 regarding the
establishment of documented environmental objectives and targets, called significant environmental
aspects.
10.8.2 DEFINITIONS
The following definitions are used throughout this section and are listed for ease of reference and
understanding:
Environment: Surroundings in which the Company and its vessels operates, such as
sea, rivers and harbours as well as the air, land, natural resources,
flora, marine and animal life and humans.
Environmental Aspect: An element of the Company’s or vessel’s activities that can interact
with the environment.
Environmental Impact: Any change to the environment, adverse or beneficial resulting from
the Company’s or vessel’s activities.
Environmental Objective: An environmental goal that the Company sets itself to achieve.
Environmental Target: A detailed performance requirement that is derived from the
environmental objective and needs to be set to achieve the objectives.
Environmental Program: A method and plan to determine how objectives and targets are to be
achieved, including the use of timescales and resources.
10.8.3 WHAT IS AN ENVIRONMENTAL MANAGEMENT SYSTEM?
An Environmental Management System (EMS) is a structure designed to implement and establish a

working environmental policy.
The Company has created its EMS to promote awareness of environmental issues with its personnel and
also to attempt to improve on the prevention of pollution of any form into the environment.
The ship requires to play an active role in the system in conjunction with the office and as a result a brief
description of the EMS is essential
The EMS can be spilt into five main areas:
Commitment & Policy: This is the area where the Company’s Environmental Policy has been derived and
outlines its commitment to continual improvement, pollution prevention, compliance with regulations
and reviewing its objectives.
Planning: This includes identifying environmental aspects and impacts of the Company’s
activities including any changes (either good or bad) resulting from the
operation of ships at sea, in coastal waters and in port.

Implementation: This is how the Company can adopt the EMS. In doing so it will assign
responsibilities, train staff as appropriate, identify specific documentation and
have contingency and response plans in place
Measurement & Evaluation: An EMS must have environmental objectives and targets. It is therefore
necessary to adopt methods of measuring, monitoring and evaluation.
Review & Improvement: In order to maintain momentum and achieve effectiveness of the ESM a
review is to take place on an annual basis. In doing this the Company can:
Ensure compliance with applicable laws and regulations Make continual
improvements in the EMS so as to keep it vital, effective and significant
Prevent pollution as a strategy wherever possible taking into consideration
technical and economic restraints.
10.8.4 PLANNING
The Management Team ashore requires the support and back-up from the ship. This team is to be
headed by the Marine Manager and other members enrolled from different disciplines/departments
within the office. The Marine Manager is also responsible for ensuring that the vessels are kept advised
of information which may be relevant to the fleet raised during the meetings and of any action that may
be required as a result.
In order to identify environmental aspects the management team ashore will suggest and identify
activities that may influence the environment. The ship may be asked for suggestions in order to assist in
this function. A similar process will be held for discussing impacts on which the office itself has land-
based activities. It can be seen that a large number of activities on board and ashore can have an impact
on the environment.
To plan for all these activities would be a very difficult task and some activities identified may be
negligible. Therefore, a review the activities identified to link these into a long activity/aspect list is
done. It is essential that nothing significant is missed when making the activity/aspect list. It is important
that aspects selected are significant. To this end the definition of significant will include any aspect that is
covered by a legal requirement and that can be considered as a key characteristic of the Company’s
operations either ashore or onboard. If an activity ceases to become significant, it should be removed
from the list and possibly replaced with a new one if available.
The list of Company’s activities is divided into 3 groups On-Board Emergencies, On-Board operations
and Ashore Operations.
1. On-Board Emergencies:
Jettison Cargo, Vessel Sinking, Collision, Fire, Grounding, Mooring Parting, Nitrogen Generator
2. On-Board Operations:
Accommodation Heating, Air Conditioning, Anchor Wash, Auxiliary Engine at Sea, Auxiliary Engine in
Port, Ballast Water Treatment, Ballast-Deballast, Battery Disposal to Shore, Boiler Operation,
Bunkering, Cargo Carriage Dangerous, Cathodic Protection, Chain Locker effluent, Chemicals Handling,
Chipping, Communication, Cooling Water Systems, Deck Wash, E/R Bilges Discharge, Exhaust Gas
Economizer, Fresh Water Generator, Fumigation, Garbage discharge at Sea, Garbage discharge to shore,
Gas Bottles Receipt, Greasing & Oiling, Grey Water Discharge, High Vapor Cargo Ops, Hold Cleaning,

Hydraulic Machinery, Incinerator Ash Disposal, Incinerator Ops, Inert Gas Plant, Lighting, Loading
Unloading Bulk, Loading Unloading Tanker, Main Engine Operation, Mooring/ Unmooring Ops,
Operational Wastes, Painting shipside, Painting structures, Paper usage, Photocopying, Pumps
Operation, Purging, Pyrotechnic Land Ashore, Refrigeration / Cold Rooms, Sewage System Operation,
Sludge Disposal, SPM Operation, Stern Tube Sealing, Stores & Spares Receipt, STS Operation, Tank
Cleaning, Transfer of Oil – Internal, Water Usage, Welding.
3. Operations Ashore:
Air Conditioning, Air Conditioning, Battery Disposal to Shore, Computer Usage, Lighting, Paper usage,
Photocopying, Grey Water Discharge, Photocopying, Water Usage, Wires usage
However it is necessary to prioritise or grade each of these activities taking into account the ASPECT
and IMPACT of each activity.
The identified environmental aspects of Company’s operations on-board and ashore are divided into
the following categories:
a) Carbon Release
b) CO2 Emission
c) Emissions to air
d) Flue Gas Release
e) Green House Gas
f) Heat Release
g) NOx Emission
h) Release to land
i) Release to water
j) Sox Emission
k) Use of Energy
l) Use of Natural Resources
m) Use of raw material
n) Vibration
o) Waste by-product
p) Waste Packing
q) Others
The identified environmental impacts of Company’s operations on-board and ashore are divided into
the following categories:
a) Air Pollution
b) Depletion of Non- Renewable Fossil Fuel
c) Dispersion of marine organisms
d) Global Warming
e) Sea Water contamination
f) Wastage of Resources
g) Water & Soil Pollution
Once the ASPECT and IMPACT for each Activity has been established, THE CRITERIA, FOR
DETERMINING WHICH ACTIVITIES have or can have a significant environmental impact, is as follows:
Each of the below criteria are scored 1 to 4
1. Frequency
2. Environmental Effect
3. Legislation

4. Concern
5. Existing Controls
1. Frequency
Score Description
1 Negligible Usage / Infrequent Operation
2 Low Usage / Normal Operation
3 Moderate Usage / Frequent Operation
4 Very High Usage / Emergency Condition
2. Environmental Effect
Score Description
1 Insignificant Environmental Effect
2 Minor Environmental Effect
3 Moderate / Potential Major Environmental Effect
4 Major Environmental Effect
3. Legislation
Score Description
1 No Relevant Legislation
2 Complies with Legislation
3 Potential Breach / Lack of Awareness
4 Breaching Legislation
4. Concern
Score Description
1 Insignificant / No Concern
2 Limited / Minor Concern
3 Moderate / Potential Major Concern
4 Major Company Concern
5. Controls
Score Description
1 Full Control / No need for controls
2 Moderate Control
3 Limited / Minor Control
4 No Control
The sum of the score assigned to each of the 5 criteria is graded as below showing significance level of
each activity.
Total Score Level of Significance

1-9 Low level of significance
10-15 Medium level of significance
16-20 High level of significance

EXAMPLE
Legislation
Frequency
Controls
Concern
In Place
/ Usage
Environ
Effect
Activity Aspect Impact Score
STS Operation Release to Water Water & Soil Pollution 3 4 4 2 1 14
The significant activities and aspects taken from the above calculation which includes the environmental
aspects and corresponding rules and regulations
This procedure should be carried out annually to maintain the system and provide for improvement. The
annual review of aspects shall be scheduled and documented accordingly.
CONTROLS - The following measures shall be adopted both in office and on ships to reduce the impact of
routine operations / activities:
 Paper usage shall be minimized through electronic filing of reports.
 Photocopy of documents shall only be made when absolutely essential.
 Where possible, both sides of the paper shall be used for printing / photocopy of documents
 Electrical appliances and lighting shall be switched off when not in use and when not required (due to
holidays / when space is not in use).
 Office employees shall be encouraged to use public transport for travel to and from work
 Air condition units shall be kept at a level comfortable for the inhabitants of the work place
(temperature setting of 24 deg C is recommended)
 Temperature of Cold rooms / Deep Freezer shall be maintained as per requirement for storage of food
and measures taken to ensure that unit cuts off when the temperature is reached
 Packages of stores / spares received are landed / given to external parties for recycling
 Ensuring that hot work carried out within the premises is done under controlled conditions and
equipment used is not kept operational for longer than necessary.
 Ensuring disposal of batteries, plastics and other material that can recycled to proper external parties
 Leaks of water are reported and rectified without delay
 Inventory of equipment is kept at a minimum required to prevent undue wastage of resource
10.8.5 OBJECTIVES, TARGETS AND ENVIRONMENTAL PROGRAMME
The management team ashore can then set objectives relating to one or more of the significant
activities/s. Note that it is not necessary to set objectives for all of the significant activities/aspects. The
objectives must however be measurable wherever possible and be within the scope of the Company’s
policies. The objectives are basically the goals for the Company’s environmental performance.
In addition, a set of environmental targets must be defined to the objectives. These must be specific and
measurable in order to measure and verify improvement in performance. These targets are documented
in the Significant Activity / Aspect List.
To ensure that the objectives are carried out it is necessary to create an environmental programme. This
programme will include the objectives, how to achieve them, the responsibilities of personnel (onboard
and ashore) and target dates. The programme will be reviewed on a quarterly basis and revised to
ensure that the activities are carried out in accordance to the objectives and targets and to ensure that

there progress is achieved and improvement made wherever possible. The environmental programme
will be adjusted in accordance with reviews of aspects, objectives and targets.
The objectives and targets must be reviewed at the same time as the activities and aspect review and
whenever there are changes to rules and regulations or changes in views of the company and/or
interested parties such as ship owners.
10.8.6 IMPLEMENTATION
The overall responsibility for implementing the environmental programme lies with the Marine
Managers and the compliance Manager.
The Master is overall responsible for environmental activities on-board ship and has the authority to
implement the relevant legislative and Company requirements, including the environmental programme
as applicable to the vessel. The Master is also responsible for reporting any breaches of the Company’s
environmental policy to the management office.
The Chief Engineer and Chief Officer are responsible to the Master for ensuring that their respective
departments are run on a daily basis in accordance with these requirements and for reporting any non-
conformity or environmental concerns to the Master.
The Master and the rest of his management team are to discuss safety and environmental targets and
the planning of same. These should include, but not be limited to, KPI’s, pollution aspects, audit findings
closed out, near miss reports, any best practices identified onboard etc. Where progress is less than
planned, performance should be reviewed and revised targets and objectives set.
Requirements will include elements from ISM, national and international requirements such as MARPOL
and any other relevant requirements.
An environmental file (or log) is to be maintained on vessels which will include the various legal
requirements promulgated from the office. The file is to take the form of a loose-leaf folder divided into
suitable sections. Any actions carried out are also to be recorded in this file with the exception of the
areas covered by books supplied by the Company such as:
Garbage Management Plan and Log Book

Ballast Management Plan and Log Book
US VGP Compliance Log Book
Oil Record Book Part 1
Oil Record Book Part 2 (as required)
Record Book for Fuel Oil and Ozone Depleting Substances
10.8.7 MONITORING AND MEASUREMENT
It is necessary to verify the progress of the actual performance of objectives and targets as well as the
monitoring and measurement of significant aspects (e.g. fuel or chemical consumption). Where ships are
concerned, this verification may take the form of regular correspondence with the vessel and will be
supplemented with internal audits. Where necessary the target date may be amended as long as there is
documented reasoning for changing the original date. Any deficiencies from achieving the objectives
and changes or deviation concerning significant aspects shall be discussed and an action plan agreed
between the office and the ship to ensure that the objectives can be met.

The result of the feedback shall be analysed and used to determine the fulfilment of objectives and
targets on board. It will also help identify areas where corrective action or improvement is needed.
The Company’s will monitor legislation relevant to the fleet including environmental protection such as
MARPOL and will provide any updates on a regular basis to forwarding the same to ships as required to
ensure that the Masters are kept fully advised.
A suitable person ashore is to be made responsible for identifying and monitoring any specific legal,
regulatory and other relevant requirements and guidelines pertaining to the environmental programme.
This is done to ensure that the programme and its objectives are kept up- to-date and in line with
legislation. This person will also ensure that any legal requirements relating to the environmental
programme are fully complied with. Records will be maintained (e.g. through the use of ballast and
garbage logs or incident reports etc) and periodically evaluated. Such compliance should also be
reviewed during EMS meetings as well as by means of internal audits
Access to this information can be achieved through books, web-sites, industry journals etc and are to
include, but not be limited to, the following sources:
MARPOL Annex I Regulations for the Prevention of Pollution by Oil
MARPOL Annex II Regulations for the Control of Pollution by Noxious Substances in Bulk
MARPOL Annex III Regulations for the Prevention of Pollution by Harmful Substances Carried by
Sea in Packaged Form
MARPOL Annex IV Regulations for the Prevention of Pollution by Sewage from
Ships MARPOL Annex V Regulations for the Prevention of Pollution by Garbage from
Ships MARPOL Annex VI Regulations for the Prevention of Air Pollution from Ships
International Convention on Oil Pollution Preparedness, Response and Co-operation1990
International Convention on the Prevention of Marine Pollution by the Dumping of Wastes and Other
Matter. (The London Convention 1972)
International Convention on the Control of Harmful Anti-Fouling Systems on Ships 2001
International Convention for the Control and Management of Ship’s Ballast Water and Sediments
2004 IMO Guidelines on Ship Recycling
EU Fuel Sulphur Directive
United States Oil Pollution Act 1990 (OPA90)
The International Safety Management (ISM) Code
www.imo.org Various links to conventions such as the aforementioned and marine environment issues
including circulars and other documentation.
http://europa.eu/legislation_summaries/environment/index_en.htm Information concerning EU
regulations and environmental development.
http://globallast.imo.org The Global Ballast Water Management Program which assists
in implementation of above Ballast Convention and a source of updated information on ballast.
http://www.uscg.mil/ The United States Coast Guard web page for Marine, Safety, Security and
Environmental Protection
www.intercargo.com International Association of Dry Cargo Ship Owners
www.intertanko.com International Association of Independent Tanker Owners
www.ics-shipping.org The International Chamber of Shipping
The above list covers guidance and legislation for ships; however a list of local requirements and
legislation, as applicable, should also be made for office environmental issues.

In addition, a useful source of reference and information can be obtained from various environmental
organisations such as Green Peace (http://www.greenpeace.org/international/en/) and Friends of the
Earth (www.foe.co.uk) as well as Classification Society and P&I Club websites and newsletters
The above list is maintained for reference and used for obtaining relevant data and information relating
to the environmental programme. Wherever possible, the aspect/activity list and objectives should
cross-reference the applicable legislation or guidance source.
It is essential that specific documents relating to Environmental Management are controlled by means
of either an issue number and/or date.
The key characteristics of routine operations that may have a significant impact on the environment
must also be monitored and measured. Examples of such on a vessel include the use of the ODME and
garbage disposal. The CMS contains specific procedures in the use of relevant equipment including
calibration, maintenance and record keeping. It is essential that these procedures are followed and that
appropriate records are kept of such monitoring and measurement.
In the office, such monitoring and measurement may seem less obvious, however can be achieved
nonetheless via the recording of the information of utility bills, paper usage, waste disposal and
recycling, for example.
Identified significant aspects are to be controlled in such a manner as to ensure that they are planned
and carried out in line with the Company’s Environmental Policy, objectives and targets. In doing so,
documented procedures are included within the CMS to ensure that measures are taken to ensure the
correct and safe operating procedures relating to the aspects. Similarly, procedures are in place
(including within the SOPEP/SEMPEP) to safeguard and control situations where there may be a
breakdown or failure of the procedures relating to significant aspects. Where new significant aspects are
identified, procedures should be revised or amended to take this into consideration.
Any monitoring systems developed should be as simple as possible, while at the same time should be
able to provide all relevant information and be capable of verifying compliance with environmental
legislation. If measurement equipment is installed and used for the monitoring of objectives and targets,
such equipment must be calibrated as per the manufacturer’s instructions. Results of any monitoring are
to be used for measuring and revising environmental performance during the management review.
10.8.8 TRAINING
All personnel whose work may create a significant impact on the environment will have received
appropriate training. Professional certification such as Certificates of Competency, in- house training
and onboard training such as oil spill drills will generally cover this requirement.
Notwithstanding the above, all ship and shore staff will undergo environmental awareness training to
ensure that the Company policy is understood and followed.
10.8.9 COMMUNICATION
Communication is to be carried out in accordance with Company’s Communication procedures.

10.8.10 SUPPLIERS AND CONTRACTORS
Due regard should be had to environmental considerations when choosing and contracting suppliers of
services and supplies. This includes repair squads, dry-docks and general purchasing.
When requesting such services, the party quoting for business should be asked whether they are
certified to ISO14001 or other environmental standards. However the decision whether or not to use a
supplier must take into consideration all other aspects as well and a balanced judgement made, taking
environmental aspects into consideration wherever possible.
Wherever possible, procedures are to be established relating to any significant aspect which may be
identified in relation to suppliers of goods and services. In such cases (for example, minimising
packaging material) these procedures are to be communicated to the relevant supplier.
During dry-docks, Masters or Superintendents should carry out a check to ensure that stated
environmental methods and objectives are being carried out by the yard in question.
When requesting supplies and spares for ships, a request should be made to keep packaging to a safe
minimum in order to avoid unnecessary waste.
Other considerations to take into account when ordering supplies, including those for the office, are the
use of recyclable materials and methods and distance of delivery.
10.8.11 AUDITING
Internal auditing will be conducted in accordance with the CMS internal audit procedures with particular
reference to ISO 14001. Any findings will be dealt with by proper corrective action and evidence of
same filed with the audit report.
Auditors carrying out environmental management audits including the requirements of ISO14001 must
have received appropriate training.
10.8.12 REVIEW
Masters are to send in, as an attachment to their Master’s review any suggestions for improvements to
the environmental programme and any outstanding matters relating to the environmental objectives
agreed.
Based upon this information, an annual review will take place in order to improve on the Environment
Management.
The reviews will include, but not necessarily limited to, the following elements for both office and ship:
 Summary of objectives, including the extent to which the objectives and targets have been met
 Environmental performance of the office and fleet including comparisons or industry benchmarking as
well as any significant problems encountered.
 Results of internal and external audits.
 Evaluations of compliance with legal and other requirements.
 Status of corrective and preventative actions.
 Communication from any interested external party including complaints.

 Change in circumstances, including developments and changes to regulation and law relating to
environmental aspects.
 Follow-up action from previous management reviews
 Recommendations for improvement
 Allocation of resources
 Plan for forthcoming year
10.8.13 DOCUMENTATION
The following is a summary of documentation and records relating to environmental protection and
management which are to be referenced and/or maintained:
 MARPOL
 ISM
 ISO14001
 Company’s SMS
 Environmental Log
 Garbage Management Plan and Disposal Record (SAF14)
 Ballast Water Management Plan and Log
 US Vessel General Permit Compliance Plan and Log
 Deck Log Book
 Engine Log
 Oil Record book Part 1
 Oil Record Book Part 2
 Record book for Fuel Oil and Ozone Depleting Substances

ENVIRONMENTAL ASPECT IMPACT REGISTER
1. SHIP EMERGENCY
Frequency / Environ Controls In

S.N Activity Aspect Impact Legislation Concern Factor Controls Reference
Usage Effect Place
Medium
1 Collision Release to Water Water & Soil Pollution 1 3 3 3 4 14 SOPEP/SMPEP/ COM
Concern
Medium
2 Collision Emission to Air Air Pollution 1 2 3 2 4 12 SOPEP/SMPEP/ COM
Concern
Medium
3 Collision Green House Gas Air Pollution 1 2 3 2 4 12 SOPEP/SMPEP/ COM
Concern
Medium
4 Collision CO2 Release Air Pollution 1 2 3 2 4 12 SOPEP/SMPEP/ COM
Concern
Sea Water Medium

5 Fire Release to Water 1 3 3 3 4 14 SOPEP/SMPEP/ COM
contamination Concern
Medium
6 Fire Emission to Air Air Pollution 1 3 3 3 4 14 SOPEP/SMPEP/ COM
Concern
Medium
7 Fire Green House Gas Global Warming 1 3 3 3 4 14 SOPEP/SMPEP/ COM
Concern
Medium
8 Fire CO2 Release Global Warming 1 3 3 3 4 14 SOPEP/SMPEP/ COM
Concern
Medium
9 Grounding Release to Water Increased Waste 1 3 3 3 4 14 SOPEP/SMPEP/ COM
Concern
SMM 10.8 – APP 1 – Environmental Aspect Impact Register Page: 1 of 14

Rev: 2, Date: 30-04-2020

Usage Effect Place
Medium
10 Grounding Emission to Air Air Pollution 1 2 3 2 4 12 SOPEP/SMPEP/ COM
Concern
Medium
11 Grounding Green House Gas Global Warming 1 2 3 2 4 12 SOPEP/SMPEP/ COM
Concern
Medium
12 Grounding CO2 Release Air Pollution 1 2 3 2 4 12 SOPEP/SMPEP/ COM
Concern
Sea Water Medium

13 Jettison Cargo Release to Water 1 4 3 3 4 15 SOPEP/SMPEP/ COM
Medium
14 Jettison Cargo Emission to Air Air Pollution 1 3 3 3 4 14 SOPEP/SMPEP/ COM
Concern
Mooring Sea Water Medium

15 Release to Water 1 3 4 4 2 14 SOPEP/SMPEP/ COM
Parting contamination Concern
Mooring Medium
16 Emission to Air Air Pollution 1 3 3 2 2 11 SOPEP/SMPEP/ COM
Parting Concern
Nitrogen Depletion of Non-

17 Emission to Air 1 1 2 1 4 9 Low Concern ----
Generator Renewable Fossil Fuel
Medium
18 Vessel Sinking Release to Water Water & Soil Pollution 1 4 3 3 4 15 SOPEP/SMPEP/ COM
Concern

Rev: 2, Date: 30-04-2020
2. SHIP - ROUTINE OPERATIONS

Usage Effect Place
Accommodatio
1 Use of Energy Global Warming 1 2 1 2 1 7 Low Concern ----
n Heating
Air Medium
2 Release to Water Water & Soil Pollution 4 1 2 3 1 11 SMM / PMS
Conditioning Concern
Air Ozone Depleting Medium

3 Air Pollution 3 3 2 3 1 12 SMM / PMS
Conditioning Substance Concern
4 Anchor Wash Release to Water Water & Soil Pollution 2 1 2 1 1 7 Low Concern ----
Auxiliary Engine Medium

5 Emission to Air Air Pollution 3 3 2 3 2 13 SMM / PMS
at Sea Concern

6 Sox Release Air Pollution 4 3 2 3 1 13 SMM / PMS
at Sea Concern

7 Waste by- product Increased Waste 3 2 2 2 1 10 SMM / PMS
at Sea Concern

in Port Concern

9 Noise Hearing Damage 4 3 2 2 1 12 SMM / PMS
in Port Concern
Auxiliary Engine
10 Waste by- product Increased Waste 2 2 2 2 1 9 Low Concern -----
in Port

Rev: 2, Date: 30-04-2020

Usage Effect Place
Ballast Water
11 Release to Water Water & Soil Pollution 2 2 2 2 1 9 Low Concern -----
Treatment
Ballast- Dispersion of marine Medium

12 Release to Water 2 3 3 3 2 13 BWMP
Deballast organisms Concern
Battery
Medium
13 Disposal to Release to Land Water & Soil Pollution 2 3 2 3 2 12 GMP
Concern
Shore
Boiler Medium
Operation Concern
Boiler Medium
15 Green House Gas Global Warming 2 3 2 3 3 13 SMM / PMS
Operation Concern
Boiler Medium SMM / PMS

16 Nox Release Air Pollution 2 3 2 3 2 12
Operation Concern

17 Sox Release Air Pollution 3 3 3 3 2 14
Operation Concern

18 Carbon Release Air Pollution 3 3 2 3 2 13
Operation Concern
Boiler Use of natural Depletion of Non- Medium SMM / PMS

19 3 3 2 3 1 12
Operation resources Renewable Fossil Fuel Concern

20 Emission to Air Air Pollution 3 3 2 3 1 12
Operation Concern

Rev: 2, Date: 30-04-2020

Usage Effect Place
Boiler Medium
21 Release to Water Water & Soil Pollution 3 2 2 2 1 10 SMM / PMS
Operation Concern
Boiler
22 Heat Release Global Warming 3 1 1 1 1 7 Low Concern ---------
Operation
Medium
23 Bunkering Release to Water Water & Soil Pollution 2 3 2 4 1 12 SMPEP/ SMM
Concern
Cargo Carriage Sea Water Medium

24 Release to Water 2 4 2 4 1 13
Dangerous contamination Concern
Cathodic Sea Water Medium

Protection contamination Concern
Chain Locker Sea Water

26 Release to Water 1 2 2 2 1 8 Low Concern ----
effluent contamination
Chemicals Toxicity of Medium

27 Release to Land 2 3 2 3 2 12
Handling Contaminants Concern
Chemicals Toxicity of Medium

Handling Contaminants Concern
29 Chipping Noise Hearing Damage 2 2 1 2 2 9 Low Concern

----
Medium
30 Communication Use of Energy Global Warming 2 2 2 2 2 10
Concern

Rev: 2, Date: 30-04-2020

Usage Effect Place
Cooling Water Sea Water Medium

Systems contamination Concern
Sea Water
32 Deck Wash Release to Water 2 2 2 2 1 9 Low Concern ----
contamination
E/R Bilges Sea Water Medium

Discharge contamination Concern
Exhaust Gas Sea Water Medium

Economizer contamination Concern
Fresh Water
35 Release to Water Increased Waste 2 1 2 2 2 9 Low Concern
Generator
36 Fumigation Emission to Air Air Pollution 1 2 2 2 1 8 Low Concern
Garbage
Sea Water Medium
37 discharge at Release to Water 4 3 2 3 1 13
Sea
Garbage
Medium
38 discharge at Release to Land Increased Waste 2 2 2 3 1 10
Concern
Sea
Garbage
Medium
39 discharge to Release to Land Increased Waste 2 3 2 3 2 12
Concern
shore

Rev: 2, Date: 30-04-2020

Usage Effect Place
Garbage
Medium
40 discharge to Waste by- product Air Pollution 2 3 2 3 2 12
Concern
shore
Gas Bottles Medium

41 Emission to Air Air Pollution 2 3 1 2 2 10
Receipt Concern
Gas Bottles
42 Green House Gas Global Warming 2 2 1 2 2 9 Low Concern
Receipt
Greasing & Sea Water Medium

Oiling contamination Concern
Greasing & Use of natural Sea Water Medium

44 2 3 1 2 3 11
Oiling resources contamination Concern
Grey Water Medium

45 Release to Water Increased Waste 3 2 2 2 1 10
Discharge Concern
High Vapor Medium

46 Emission to Air Global Warming 2 3 2 3 1 11
Cargo Ops Concern
Sea Water Medium

47 Hold Cleaning Release to Water 2 3 2 3 1 11
Hydraulic
48 Release to Water Water & Soil Pollution 1 2 2 2 1 8 Low Concern ----
Machinery
Incinerator Ash Medium

49 Release to Land Water & Soil Pollution 2 2 2 2 2 10
Disposal Concern

Rev: 2, Date: 30-04-2020

Usage Effect Place
Medium
50 Incinerator Ops Flue Gas Release Air Pollution 3 3 2 3 1 12
Concern
Medium
51 Incinerator Ops Emission to Air Air Pollution 2 2 2 2 2
10 Concern
Medium
52 Inert Gas Plant Flue Gas Release Global Warming 2 3 2 3 2
12 Concern
Medium
53 Lighting Use of Energy Global Warming 4 3 2 3 2 14
Concern
Loading Sea Water

54 Release to Water 2 2 2 2 1 9 Low Concern
Unloading Bulk contamination
Loading
Medium
55 Unloading Emission to Air Air Pollution 3 3 2 4 1 13
Concern
Tanker
Loading Sea Water Medium

56 Unloading Release to Land 3 3 2 3 1 12
Tanker
Loading
Sea Water Medium
57 Unloading Release to Water 2 3 2 3 1 11
Tanker

Rev: 2, Date: 30-04-2020

Usage Effect Place
Main Engine Medium

58 Emission to Air Air Pollution 4 3 2 3 2
Operation 14 Concern
Main Engine Medium

59 Nox Release Air Pollution 3 3 3 3 2
Operation 14 Concern
Main Engine CO2 Medium

60 Global Warming 3 3 3 3 2
Operation Release 14 Concern
Main Engine Depletion of Non- Medium

61 3 3 2 3 1 12
Operation Sox Release Renewable Fossil Fuel Concern
Main Engine Medium

62 Hearing Damage 4 1 1 2 3 11
Operation Vibration Concern
Main Engine Medium

63 Hearing Damage 3 2 2 2 1 10
Operation Noise Concern
Main Engine Low

64 Waste by- Increased Waste 1 1 2 3 1 8 ----
Operation Concern
product
Mooring/
Low
65 Unmooring Global Warming 1 1 2 2 1 7 ----
Use of Energy Concern
Ops
Operational Sea Water Medium

66 Release to 2 2 2 3 1 10
Wastes contamination Concern
Water

Rev: 2, Date: 30-04-2020

Usage Effect Place
Painting Release to Medium

67 Water & Soil Pollution 3 3 2 3 1 12
shipside Water Concern
Painting Use of natural Medium

structures resources Concern
Use of natural Medium

69 Paper usage Global Warming 2 3 1 3 2 11
resources Concern
Medium
70 Photocopying Use of Energy Global Warming 2 3 1 2 2 10
Concern
Waste by- Low

71 Photocopying Increased Waste 2 2 1 2 2 9 ----
product Concern
Pumps Medium
72 Use of Energy Air Pollution 4 3 2 3 1 13
Operation Concern
Medium
73 Purging Emission to Air Global Warming 3 3 2 3 1 12
Concern
Pyrotechnic Medium
74 Release to Land Water & Soil Pollution 2 2 2 2 2 10
Land Ashore Concern
Refrigeration Green House Medium

75 Global Warming 3 4 2 3 1 13
/ Cold Rooms Gas Concern
Refrigeration Medium
76 Use of Energy Global Warming 3 2 1 2 2 10
/ Cold Rooms Concern

Rev: 2, Date: 30-04-2020

Usage Effect Place
Sewage
Release to Medium
77 System Increased Waste 4 2 2 2 1 11
Water Concern
Operation
Sludge Release to Sea Water Medium

78 2 3 2 3 1 11
Disposal Water contamination Concern
Sludge Medium
79 Release to Land Increased Waste 2 3 2 3 1 11
Disposal Concern
80 SPM Release to Water & Soil Pollution Medium

3 3 2 3 1 12
Operation Water Concern
81 SPM Emission to Air Air Pollution Medium

3 3 2 2 1 11
Operation Concern
Stern Tube Use of natural Medium

Sealing resources Concern
Stern Tube Release to Low

Sealing Water Concern
Stores &
Medium
84 Spares Waste Packing Increased Waste 2 3 2 3 1 11
Concern
Receipt
Stores &
Release to Medium
85 Spares Water & Soil Pollution 2 3 2 3 1 11
Water Concern
Receipt

Rev: 2, Date: 30-04-2020

Usage Effect Place
Stores &
Medium
86 Spares Release to Land Increased Waste 2 3 2 2 1 10
Concern
Receipt
Release to Medium
87 STS Operation Water & Soil Pollution 3 4 2 4 1 14
Water Concern
Medium
88 STS Operation Emission to Air Air Pollution 3 3 2 2 1 11
Concern
89 Tank Cleaning Release to Water & Soil Pollution Medium

2 3 2 3 1 11
Water Concern
90 Tank Cleaning Emission to Air Air Pollution Medium

3 3 2 2 1 11
Concern
91 Transfer of Oil Release to Water & Soil Pollution Low

1 3 1 3 1 9
- Internal Water Concern
92 Water Usage Use of natural Increased Waste Low

2 2 1 2 2 9
resources Concern
93 Welding Emission to Air Air Pollution Medium

2 2 2 2 3 11
Concern
Note: The activities listed above include those involved in the ship’s life cycle from delivery to scrapping (or recycling).

Rev: 2, Date: 30-04-2020
3. OFFICE OPERATIONS

Usage Effect Place
Air Medium
Conditioning Concern
Air Ozone Depleting Medium

2 Air Pollution 2 3 2 3 3 13
Conditioning Substance Concern
Battery
Medium
3 Disposal to Release to Land Wastage of Resources 2 3 2 3 1 11
Concern
Shore
Computer Medium
Usage Concern
Grey Water Medium

5 Release to Land Increased Waste 3 2 2 2 3 12
Discharge Concern
Medium
6 Lighting Use of Energy Global Warming 3 3 2 3 2 13
Concern

7 Paper usage Global Warming 2 3 1 3 2 11
resources Concern
Medium
8 Photocopying Use of Energy Wastage of Resources 3 3 1 2 2 11
Concern

Rev: 2, Date: 30-04-2020

Usage Effect Place
Waste by- Medium

9 Photocopying Increased Waste 3 2 1 2 2 10
product Concern

10 Water Usage Increased Waste 2 2 1 3 2 10
resources Concern
Release to Medium
11 Wires usage Global Warming 1 2 2 3 3 11
Water Concern

Rev: 2, Date: 30-04-2020
SECTION 10.9 – ENERGY MANAGEMENT PLAN Page Number : 1 of 7
10.9. ENERGY MANAGEMENT PLAN
10.9.1 GENERAL
For the purpose of this document, Energy Management is defined as planned and methodical use of
both available technology and the management, in order to improve the overall energy efficiency of the
entire organization. Furthermore, the Energy Management has to include accessible energy efficiency
technologies, renewable energy, as well as energy procurement so as to be the most effective.
Ship Energy Efficiency Management Plan (SEEMP).

Refer SEEMP INTEGRATED Monitoring, Verification &
Review Plan (INTEGRATED MRV).
Refer section 10.6 IMO Data Collection System (DCS)
for Fuel Oil Consumption.
The process of selecting and evaluating energy

management aspects is considered essential since it
contributes to the Company’s management system
improvement and encourages energy management
awareness. The significant aspects will give direction
to what the Company should focus on and help to
identify the procedures, objectives and operational
control that may be required.
10.9.2 DEFINITIONS
The following definitions are used throughout this section and are listed for ease of reference and
understanding:
Baseline Data: Data that shows the level of energy consumption before introducing any improvements
that will serve as a minimum requirement to assess and evaluate the energy
performance of the office/ vessel.
(Note that in case of the vessels these will be vessel design data against which SEEMP
would evaluate vessel’s performance. For offices, utility bills and historical energy
consumption records should be used.)
SEEMP: Shipboard Energy Efficiency Management Plan (SEEMP) evaluates the energy efficiency
of a vessel, and it is continuously monitored and quarterly reviewed by the Company.
EEDI: Energy Efficiency Design Index that denotes minimum energy efficiency level per
capacity-tonne as required for new Ships.
EEOI: Energy Efficiency Operational Indicator evaluates fuel efficiency and thereby energy
efficiency of the vessel in operation.
EnPI: Energy Performance Indicator evaluates the energy performance of the organization.
Energy
Objective: An overall goal arising from the Energy Management Policy that the Company sets itself
to achieve.
Energy Target: Measurable and detailed performance requirement, which is directly related to the
energy objective and needs to be set in order to achieve the objective.
Energy
Program: A method and plan to determine how objectives and targets are to be achieved,
including the use of timescales and resources (human, financial, facilities, etc.

10.9.3 WHAT IS AN ENERGY MANAGEMENT SYSTEM?

An Energy Management System is a structure designed to implement and establish a working energy
policy.
The Company has created its Energy Management System to promote awareness of energy issues with
its personnel, and also to attempt to improve on energy efficiency both at sea on-board the vessels
managed by the company through the use of SEEMP, as well as ashore through the use of designated
framework (Energy Plan).
Every vessel is required to play an active role in the Energy Management System in conjunction with the
managing office, and as a result a brief description of the Energy Management System is essential.
This can be spilt into four main areas:

 Planning: This includes identifying all energy related aspects, as well as the impact of Company’s
activities including any changes (either good or bad).
 Implementation: This is how the Company can adopt the Energy Management System. In doing
so it will assign responsibilities, train staff as appropriate, and identify specific documentation/
plans to be utilised.
 Measurement & Evaluation: An Energy Management System must have objectives and targets; it is
therefore necessary to adopt methods for measuring, monitoring and evaluation.
 Review & Improvement: In order to maintain momentum and achieve effectiveness of the Energy
 Management System, a review is to take place on an annual basis. In doing so the Company:
- Can make continual improvements in the Energy Management System so as to keep it vital,
effective and meaningful
- Can further review vessels’ performance and KPI data set out in the SEEMP.
10.9.4 PLANNING
In addition to
The Ship Energy Efficiency Management Plan (SEEMP). Refer SEEMP
INTEGRATED Monitoring, Verification & Review Plan (INTEGRATED MRV).
IMO Data Collection System (DCS) for Fuel Oil Consumption.
The Energy Management System is to be established ashore; however in order to fulfil the objectives of
it requires full support and cooperation of the ship-board staff.

The CTO is also responsible for ensuring that the vessels are kept advised of information that may be
relevant to the fleet raised during the meetings, and of any action that may be required as a result.
There is no requirement to copy vessels minutes of the meetings.
The CTO has the responsibility and authority to:

 Ensure the Energy management system is established, implemented, maintained, and continually
improved in accordance with this international standard
 Identify person(s), authorized by an appropriate level of management, to support of energy
management activities
 Report to top management on energy performance
 Report to top management on the performance of the energy management system
 Ensure that the planning of energy management activities is designed to support the organisation’s
 energy policy
 Define and communicate responsibilities and authorities in order to facilitate effective energy
management
 Determine criteria and methods needed to ensure that both operation and control of the Energy
 Management System are effective
 Promote awareness of the energy policy and objectives at all levels of the organisation
An office specific energy management system will be established and should include:
 Collection and review of overall energy consumption (both electrical and gas) from the office
 Energy consumption /carbon footprint from personnel’s travel
 Any other office specific energy loads identified.

10.9.5 OBJECTIVES, TARGETS AND ENERGY PROGRAMME

The main objective of Company’s Energy programme is to use energy efficiently and implement long
term solutions which would significantly reduce energy usage in the future. This can be done through:
- Incorporating energy efficiency into procurement of new appliances and equipment, etc.
- Efficient energy use throughout Company’s operations (both at sea and ashore)
- Complying with relevant regulations
- Implementation of an Energy Program designed to accomplish all of the above.
The Company then set goals relating to one or more of the significant activities/ aspects. Note that it is
not necessary to set objectives for all of the significant activities/ aspects. The objectives must however
be measurable wherever possible and be within the scope of the Company’s policies. The objectives are
basically the goals for the Company’s energy performance. An example of an objective could be as
follows:
Item: Vessel SEEMP Performance
Objective: to achieve/ meet 90% of SEEMP target data, globally.
In addition, a set of Energy Performance Indicators (EnPIs) are to be established, and objectives defined.
Energy targets arising from the defined objectives should also be identified. These must be specific and
measurable in order to verify improvement in performance.
To ensure that the objectives are carried out, it is necessary to create an energy management
programme. This programme will include the identified objectives, how to achieve them, the
responsibilities of personnel (afloat and ashore) and target dates. This should encompass objectives
which have been identified for ashore and afloat. The programme will be reviewed on a quarterly basis
and revised at this time to ensure these are achieved, and improvements made where possible. The
energy management programme will be adjusted in accordance with reviews of objectives / targets.
The objectives / targets must also be reviewed to reflect changes to rules and regulations, or changes in
the view of the company and/ or interested parties such as ship owners.
10.9.6 IMPLEMENTATION
The overall responsibility for implementing the Company Energy Programme rests with the CTO and is
administered by him. The Technical Manager of each office will be responsible for the implementation
and continued progress for the respective fleets / office.
Roles and responsibilities of the Energy Management Team will be allocated by the CTO and listed by
means of brief job descriptions detailing each member’s responsibility and authority. This list is to be
documented, dated and communicated to relevant staff in order to ensure good communication and
effective energy management. This list of responsibilities is to be maintained in the Energy Management
file within the office.
The Master is overall responsible for energy related activities on-board ship and has the authority to
implement the relevant legislative requirements and Company’s procedures and policies, including the
energy management programme as applicable to the vessel. The Master is also responsible for reporting
any breaches to the Company.

The Chief Engineer and Chief Officer are responsible to the Master for ensuring that their respective
departments are run on a daily basis in accordance with these requirements and for reporting any non-
conformity or concerns to the Master.
The Master and the rest of his management team are to discuss energy management targets and the
planning of same. These should include, but not be limited to, vessels performance, KPI’s, audit findings
closed out, any best practices identified on-board etc.
The Energy Management Programme requirements will include elements from ISM, national and
international requirements such as MARPOL, and any other relevant requirements.
An energy management file is to be maintained on the vessels, and shall include various legal
requirements promulgated from the office. The file is to take the form of a loose- leaf folder divided into
suitable sections.
10.9.7 MONITORING AND MEASUREMENT

Ship Energy Efficiency Management Plan (SEEMP). Refer SEEMP
INTEGRATED Monitoring, Verification & Review Plan (INTEGRATED MRV
IMO Data Collection System (DCS) for Fuel Oil Consumption.
It is necessary to monitor the progress of the actual energy performance, in order to verify that the
objectives and related targets have been met (fuel consumption, speed, CO2 emissions, etc.); if
otherwise, the objectives and related targets would have to be adjusted.
Where ships are concerned, this verification will be done during the regular internal audits. Any
deficiencies that may prevent the attainment of the objectives, and changes or deviation concerning
significant aspects shall be discussed, and relevant action plan agreed between the office and the ship
should be introduced to ensure that the objectives can be met.
The result of the feedback shall be analysed and used to determine the fulfilment of objectives and
targets on board. It will also help identify areas where corrective action or improvement is needed
The CTO will monitor relevant legislation and provide any updates on a regular basis to the Technical
Managers who will then be responsible for identifying relevant information and forwarding the same to
ships as required in order to ensure that the Masters are fully advised and kept up to date.
The CTO will be responsible for identifying and monitoring any specific legal, regulatory and other
relevant requirements and guidelines pertaining to the energy management system. This is done to
ensure that the programme and its objectives are kept up-to-date and in line with legislation. The CTO
will also ensure that any legal requirements relating to the energy management system are fully
complied with. Records will be maintained (e.g. through SEEMP) and annually reviewed. Such
compliance will be reviewed as part of the internal audits
Access to this information can be achieved through books, web-sites, industry journals, etc., and are to
include (but not be limited to) the following sources:
- MARPOL Annex VI - Regulations for the Prevention of Air Pollution from Ships
- IMO Guidelines on Ship Efficiency/ Performance
- The International Safety Management (ISM) Code
- www.imo.org and various links to conventions, such as the aforementioned and marine energy
issues including circulars and other relevant documentation

- www.marisec.org/ics - The International Chamber of Shipping

In addition, good quality information and references can be obtained from Classification Societies and
P&I Club websites and newsletters.
The above list covers guidance and legislation for ships; however a list of local requirements and
legislation, as applicable, should also be made for office energy related issues.
In the office, such monitoring and measurement may seem less obvious, however can be clearly
achieved through detailed recording of the relevant data provided by utility bills, energy consumed, etc.
10.9.8 TRAINING
All personnel whose work may create a significant impact on the energy efficiency to receive
appropriate training. Professional certification such as Certificates of Competency, in-house training
and/or on-board training where appropriate, will generally cover this requirement.
Notwithstanding the above, all ship and shore staff will undergo energy awareness training in order to
ensure their understanding of Company’s energy policy, related procedures and requirements, to
indicate their roles and responsibilities and to demonstrate the benefits of improved energy
performance and impact it has on entire organization.
10.9.9 COMMUNICATION
Communication is to be carried out in accordance with the Company Operations procedures.
Detailed reporting of vessel energy performance will not be made available to third parties except
owners and regulators.
Reports containing an overview of office or group energy performance may be compiled for publication
as required by management.
10.9.10 SUPPLIERS AND CONTRACTORS

Due regard should be given to energy considerations when choosing and contracting suppliers of
energy services, products and equipment.
When requesting such services, the party quoting for business should be notified that procurement
decisions are partly evaluated on the basis of energy performance.
“Effort must be made to ensure that wherever possible the most energy efficient product or service is
provided”
However the decision whether or not to use a supplier must take into consideration all other related
aspects, wherever possible taking both energy performance into consideration, which altogether
should provide necessary assistance and ensure balanced judgement.
Furthermore, organization will implement the measures for assessing overall energy consumption and
related cost, and energy efficiency of products and equipment of significant importance to overall
energy usage.

10.9.11 RETROFITS & UPGRADES

When reviewing energy management, retrofits and upgrades to existing installations on-board, the
vessels should be considered on the basis of the individual case, and these should include:
- Hull coating renewal
- Improvements in control equipment
- Retrofit of energy efficient replacements/ equipment/ process
Where any change to any relevant area of load is expected, this should be preceded by a complete
review of the energy efficiency, with a cost benefit analysis submitted to owners, if and where
applicable.
Similarly, in case of supplies and equipment used ashore any retrofits and upgrades should take into
consideration its energy performance and energy efficiency of over its operating lifetime. This refers, in
particular, but is not limited to, lighting and heating devices, PCs, printers, scanners, etc.
All of the purchased equipment will be documented focusing on its energy efficiency in order to allow
for its monitoring and compare with other appliance
10.9.12 AUDITING
Internal auditing will be conducted in accordance with the CMS internal audit procedures. Any findings
will be dealt with by suitable chosen corrective action, and evidence of same filed within the audit
report.
The Company will establish an internal audit programme for the office and each vessel as part of the
routine internal auditing as required by the Company Operations procedures.
10.9.13 REVIEW & IMPROVEMENT

Masters are to send in, as an attachment to their CMS review (SAF28), any suggestions for
improvements to the energy management programme and any outstanding matters relating to the
energy objectives agreed.
Suggestions for improvement should be submitted as laid out in MOC “Management of Change”
procedures.
The reviews will include, but will not necessarily be limited to, the following elements for SMO.
10.9.14 DOCUMENTATION
The following is a summary of documentation and records relating to energy management, which are
to be referenced and/or maintained, but not limited to:
 MARPOL Annex VI
 ISM
 ISO 50001
 Company’s VMS
 SEEMP
 Deck Log Book
 Engine Log
 Engine Performance
 TEC 05 - Main Engine Running Hours

CHAPTER 11 : EMERGENCY PREPAREDNESS AND CONTINGENCY PLANNING Section Revision Number : 02
CHAPTER 11
EMERGENCY PREPAREDNESS AND CONTINGENCY PLANNING
TABLE OF CONTENTS
11.1 GENERAL 1
11.1.1 PRIORITIES DURING AN EMERGENCY 1
11.2 EMERGENCY REPORTING 1
11.3 EMERGENCY ORGANIZATION

11.3.1 EMERGENCY ORGANIZATION 1
11.3.2 GENERAL MUSTER LIST, FIRE PLANS AND SAFETY PLANS 1
11.3.3 CHANGES IN PERSONNEL 2
11.3.4 MUSTER STATIONS 2
11.3.5 BOAT STATIONS 2
11.3.6 EMERGENCY ORGANIZATION IN PORT 2
11.3.7 EMERGENCIES - NON-SHIP'S PERSONNEL 4
11.3.8 SUPPLEMENTARY EQUIPMENT STATIONS 5
11.4 CONTINGENCY PLANNING

11.4.1 GENERAL 1
11.4.2 SOPEP/ SMPEP 1
11.4.3 COMMUNICATIONS 1
11.4.4 MEDIA 1
11.4.5 STATEMENTS 2
11.4.6 CREW WELFARE 2
11.4.7 CONTINGENCY PLANNING DRAWINGS 2
11.5 TRAINING – EXERCISES AND DRILLS

11.5.1 FREQUENCY OF TRAINING EXERCISES 1
11.5.2 NEWLY JOINED PERSONNEL 1
11.5.3 OFFICE EMERGENCY RESPONSE TEAM (ERT) 2
11.6 EMERGENCY PROCEDURES

11.6.1 DISCOVERING AN EMERGENCY 1
11.6.2 ALARM SIGNALS 1
11.6.3 WHEN THE EMERGENCY ALARM SOUNDS 1

SECTION 1 - GENERAL Page Number : 1 of 1
11.1 GENERAL
The emergency response plan is closely linked to the shore-based contingency plan and the Shipboard
Oil Pollution Emergency Plan (SOPEP), or the Shipboard Marine Pollution Emergency Plans (SMPEP)and
in the United States, the Vessel Response Plan(VRP)and any State Plans, if carried.
In case of an Incident Involving Oil or Noxious substance pollution, the SOPEP, SMPEP, VRP, State Plan or
other National Plan shall be referred to, along with the ship-specific plans made on the basis of these
guidelines.
 For some of the emergencies described in this manual, it will be useful to use ship-specific checklists
from SOPEP/SMPEP.
 The emergency preparedness onboard should be continuously improved by having free and open
communication with staff on board and the shore-based management.
 Discussing the feedback on Incidents, sent to the ships, will also help in improving the emergency
preparedness onboard.
 Suggestions for improvement may be included in the Master’s review or conveyed through mails.
 For telephone numbers and contact information please refer to the “Emergency Contacts” file and the
SOPEP, SMPEP, VRP or State Plan.
The list of national operational contact points responsible for the receipt, transmission and processing of
urgent reports on incidents involving harmful substances, including oil from ships to coastal states is
provided as an Appendix in the SOPEP or SMPEP.
11.1.1 PRIORITIES DURING AN EMERGENCY
a) In all emergencies priority shall be given to actions which protect, in the following order:
1. HUMAN LIFE
2. MARINE ENVIRONMENT
3. PROPERTY (Ship, Cargo, Jetty, Docks, Buoys, etc.)
b) In all cases of emergencies there shall always be an
INITIAL ACTION: which must be taken immediately following the occurrence of the emergency and
SUBSEQUENT RESPONSE: actions that are taken subsequently (later) after assessing the situation and
making a plan of emergency actions.
c) At all times, the focus should be on handling the immediate situation and preventing further damage.

SECTION 2 - EMERGENCY REPORTING Page Number : 1 of 1
11.2 EMERGENCY REPORTING
In the event of any Emergency, Master shall:
a) Ensure that an initial report is sent to relevant parties immediately without waiting for all information to
be gathered. The template for initial and follow-up report is given in SOPEP/SMPEP/VRP shall be used.
b) Contact, Emergency Contact Telephone Number (+65 91001710 & +65 69551798), DPA/CSO or Alternate
DPA/CSO and if due any reasons unable to contact DPA/ADPA, he can contact any person on the ship’s
contact list and the first-person Master makes contact with, shall remain his point of contact till the time
office ERT (Emergency Response Team) has assembled in the office and Master advised of the same.
 In USA, incidents must be reported to USCG within 30 minutes, failing which, owners may lose their
ability to limit their liability.
 If the Master is incapacitated or unable to make the calls, another officer must make the required
notification.
 Reports should be transmitted by the quickest available means to the responsible authorities of the
nearest coastal state or the Rescue Co-ordination Centre (RCC) and Company. Where a notification is
made to an authority such as USCG by telephone, an incident report number or similar reference must
be taken from them and recorded in the ship’s deck log book. All telephonic notifications must be
followed by the initial notification format at the earliest.
 If no outside assistance is required, this should be clearly stated in the initial report.
 As much as possible of the information essential for the safeguarding of life and the protection of the
ship and the marine environment should be reported in a subsequent follow-up report in order to keep
all parties informed of the situation as the incident develops.

SECTION 3 - EMERGENCY ORGANIZATION Page Number : 1 of 5
11.3 EMERGENCY ORGANIZATION
11.3.1 EMERGENCY ORGANIZATION

The term "Emergency Organization" refers to all the ship's Crew. Each crew member is on the
Emergency Stations section of the Ship's Muster List.
The Master is of course in overall command of the Emergency Organization. During an emergency the
Master may consider it prudent to order all non-essential personnel off the ship. In such situations the
Master is to ensure that means are available for the remaining personnel to disembark, should their
efforts fail.
The Master and Chief Engineer Officer must act in close co-operation to secure the safety of the ship and
her cargo and the lives of those on board.
Regular alarm testing must be used as an opportunity for all on board to learn to recognize the signal to
activate the Emergency Organization.
11.3.2 GENERAL MUSTER LIST, FIRE PLANS AND SAFETY PLANS

The Company's system of Emergency Organization centers on an EMERGENCY PARTY selected from the
most suitable officers and ratings on the ship.
The Emergency Party will contain the following: Chief Officer, 2nd Engineer, 5th Engineer, Bosun,
Pumpman, Fitter, AB, OS, and Oiler.
An EMERGENCY PARTY MUSTER STATION contains certain special items of safety equipment and
provides a base from which the Emergency Party will operate.
It is the Company's Policy that the Chief officer and 2 nd Engineer must always be No.'s 1 and 2 of the
Emergency Party by virtue of their experience and shipboard responsibilities.
In the event that the Chief officer or 2nd Engineer is not available then the 2nd Officer or 3rd Engineer will
deputize. If the Emergency is in the Engine Room then 2 nd Engineer will lead the Emergency Party. For
Emergencies outside of the engine room, Chief Officer will lead the Emergency Party.
The Emergency Party will be supported by personnel assigned to other Muster Stations as follows: -
Bridge Party – Master, 3rd Officer, Helmsman.
They are to be responsible for coordinating the emergency. The 3 rd Officer shall be responsible for all
external communications to and from the ship, and this duty is to be clearly indicated in the muster list.
Engine Room Party – Chief Engineer, 3rd Engineer, Electrician, Oiler.

Prior to entering the Engine room personnel are to check with the bridge to ensure that the emergency
is not within the Engine room.
Standby/ First Aid Party – 2nd Officer, 4thEngineer, AB, Oiler/Wiper, Cooks, Messman.
The 2nd Officer will be in charge of this party.
Standby personnel must be trained in supportive action required to back up the Emergency Party,
Including knowledge of equipment available at Emergency Headquarters and supplementary stations.
They are responsible for: -
 Formation of a secondary fire-fighting party
 Boundary cooling
 Stretcher handling and oxygen resuscitation
 Members of this party may be required to prepare lifeboats for launching, form a stretcher party and/or
form the back-up party to assist the main emergency team or to act as required by the Master.
 A muster list in the company format is to be compiled reflecting the requirements and as appropriate for
the complement of the vessel.

Muster lists are to be displayed at the following location:

 Bridge
 Engine Control Room
 A minimum of two decks within the accommodation
 Officer and Crew Mess rooms or Smoke rooms
The Master is to ensure that all crewmembers fully understand their respective duties in the event of an
emergency. An Emergency Instruction Card (SAF/07) is to be displayed in each cabin.
Fire plans and Safety plans must be legible and exhibited in the places on board required by IMO
regulations and Class requirements.
11.3.3 CHANGES IN PERSONNEL

When new personnel join, the Ship's Muster List is to be amended immediately to show the change.
When a member of the Officer complement is changed the Emergency Organization is to be mustered as
soon as possible and in any case before the ship leaves port.
The drills of the crew shall take place within 24 hours of the ship leaving a port if more than 25% of the
crew has not participated in abandon ship and fire drills onboard in the previous month. When a new
crew is engaged, these drills are to be held before sailing.
11.3.4 MUSTER STATIONS

Suitable locations are to be designated for the Emergency Parties to muster. In considering these
locations the following points are to be considered.
Muster points are to have reasonable access to:
 The Upper Deck
 The Accommodation
 The Machinery Spaces
On some vessels it may be convenient to have all parties mustering at the same area. At any rate
locations are to be in a position where they are unlikely to be cut off by fire and in the case of tankers.
The Emergency Party is to muster in a location where emergency equipment is readily available.
Communications are to be readily available. In the event that a particular muster station cannot be used,
the party is to muster at a location as close as possible.
Each muster station is to be provided with an updated team attendance card so that fast, accurate
musters and headcount of party members can be made.
11.3.5 BOAT STATIONS

The Boat Stations section of the Company's Emergency Station Bill must contain the name of every
person in the ship. In selecting lifeboat crews, particular attention must be paid to even distribution of
Officers and Ratings from all departments.
11.3.6 EMERGENCY ORGANIZATION IN PORT

In port the main force for dealing with fire on board or to provide assistance in the event of an
Emergency, will usually be the local Fire Service. However, a sufficient number of ship’s crew to provide
an Emergency Party must be retained on board. Masters and Head of Departments are required to
follow the guidelines in the Chp3.8.7 – Shore Leave.

To this end the Officer of the watch must be aware of the number of personnel who are ashore. Shore
leave will only be granted subject to the Master’s sanction.
The Master is to ensure that details of Fire Service facilities are obtained from the local agents and
entered in the List of Port Contacts Form (SOPEP/SMPEP Appendix II) and readily available in the CCR
and on the Bridge.
In port where either an efficient Fire Service is unavailable or where it is impossible for the latter to
reach the ship within 10 minutes of being alerted, the Master will use his discretion when authorizing
shore leave to ensure that additional personnel remain on board to man the Emergency Party.
When the Emergency Alarms are sounded in port, all members of the ship's Crew will muster on deck
outside the Emergency Muster Point with the following exceptions:
The Master is to proceed to the Bridge. If the Master is ashore the Chief Officer is to man, the Bridge.
The Duty Engineer during UMS conditions is to proceed to the Engine Room. Prior to entering the engine
room, he is to contact the bridge to ascertain whether or not the Emergency is located in the Engine
Room. Watch keepers in the Engine Room are to remain on watch unless this includes the 2nd Engineer
who is to join the Emergency Party as soon as he is relieved by a designated Engineer.
Supernumeraries, visitors and shore labor are to be directed by ships staff to proceed ashore.
An Emergency Party is to be formed from the assembled ship's Company. They are to proceed to the site
of the emergency taking with them suitable equipment from the Emergency Headquarters.
If the emergency is in the Engine Room, the Senior Engineer is to direct operations. The Senior Deck
Officer on board is to direct operations to deal with a situation outside the machinery spaces.
The Bridge is to be used as the main communications control position, and VHF link is to be established
with shore authorities. If there is a possibility of the Bridge becoming isolated due to the emergency, the
communications center is to transfer to another suitable space (CCR for eg).
The Officer in charge of the Emergency Party is to:-
Inform the Bridge of the emergency situation.
Take immediate steps to contain the emergency.
Pass the following information to the Senior Fire Service Officer: -

 Location and type of emergency
 Action already taken
 Equipment and manpower available
 Details of stability
 Details of cargo
 Tank disposition
 Number of casualties (if any), and persons not accounted for
In most ports, local authorities state that the Senior Fire Officer automatically assumes control of the
emergency operation.
The following documents and plans are to be contained in a suitable weatherproof box or container
painted red and clearly marked “Emergency Information”. The contents will be readily available for use
by Shore side emergency services.
 Fire plan
 General Arrangement Plan
 Crew List
 Cargo Stowage Plan
11.3.7 EMERGENCIES - NON-SHIP'S PERSONNEL

The Chief Officer is responsible for ensuring that supernumeraries, visitors, shore maintenance squads
and seagoing maintenance squads are instructed in the following points, whether the ship is at sea or in
port:
 The sound of the emergency alarm.
 Their emergency muster station
 Location of protective equipment, if required.
 Procedures for abandoning the ship.
 Each visitor is to be provided with a written information sheet detailing their action, including the above,
in the event of an emergency. Other information can also be included. Non ships personnel should be
include in drills carried out so that they do not get confused with the alarm signals. An example of
suggested instructions format is shown hereunder:

11.3.8 SUPPLEMENTARY EQUIPMENT STATIONS

Additional items of safety equipment are to be stowed adjacent to high-risk areas, in Supplementary
Equipment Stations. Where possible these are to be established as follows:
 No. 1 – Forward Part of the ship.
 No. 2 - At the after end of the Tank Deck.
 No. 3 - In the Engine Room.

SECTION 4 - CONTINGENCY PLANNING Page Number : 1 of 3
11.4 CONTINGENCY PLANNING
11.4.1 GENERAL
The following section is for guidance to the Master in the event of an incident. It does not however
overrule the Master’s authority. The Master has absolute authority to take whatever action he
considers necessary for the Safety of Life, the ship, her cargo and environment.
The Master has complete authority to seek salvage assistance without reference to the Company if he
considers this necessary.
Any contingency’s which might arise during the operation of the vessel will be dealt with according to
the contingency plans contained in the vessel’s SOPEP or SMPEP.
The Master is responsible for the effective training of the Emergency Party and for exercising the
contingency plans according to the companies training schedule (SAF/12).
11.4.2 SOPEP/ SMPEP

The SOPEP is a requirement of Marpol Annex 1 regulation 37 and is approved by the Flag State or by
Class on behalf of the Flag State and provides for world-wide emergencies. For ships covered under
Marpol Annex II regulation 17, the plan may be combined for the two Annex’s and be referred to as the
SMPEP. The purpose of this plan is to provide guidance to onboard personnel with respect to the steps
to take when a pollution incident or other contingency occurs or is likely to occur.
In addition to the SOPEP all tankers trading to the United States of America or its territorial islands must
have onboard a “Vessel Response Plan (VRP)” duly approved by the USCG.
The vessel response plan is applicable within 200 miles of the United States of America and supersedes
the requirements of the Marpol Plan.
Special plans are also required for certain areas e.g., California, Washington State.
11.4.3 COMMUNICATIONS
Communication in any incident is extremely important, and they must be clear and concise. Masters
must not wait until they have all information available before advising the relevant parties but must pass
whatever is available as soon as possible. Checklists for notification are provided in Appendix V of the
SOPEP/ SMPEP which will guide the Master. In the USA incidents must be reported to the USCG within
30 minutes, failing which, Owners may lose their ability to limit their liability. If the Master is
incapacitated or unable to make the calls, another officer must make the required notification.
11.4.4 MEDIA
During a serious incident many telephone calls may be made to the ship. The Master must clearly
Identify the caller before passing any information. Unauthorized callers must be referred to the
Company for information.
In the event of any mishap, Media may get in touch with the shipboard personnel. Avoiding or ducking
the Media at such times may not be in the company’s best Interest and Reputation.
The Master may appoint a senior officer on board as a spokesperson who should provide information
keeping the following in mind: Unnecessary and uncalled for information given could be harmful for
the Companies Reputation and also hamper in various legal proceedings. The concept adopted should
be that of “KISS" Keep It Short and Sweet.
The exchange with the Media must display Accountability, Responsibility and Transparency.
Be polite and but firm, express hope care and concern and gently direct them towards the office for
further queries.

The Master must ensure that no other Officer or crewman except the appointed senior officer if any,
speaks to the media. At no time must anyone make comment as to the cause of the incident.
11.4.5 STATEMENTS
In the event of a serious incident many different parties will require statements from the Master and
Crew. It is important that statements are not given until the Company arranges for a lawyer representing
the Owners/Company to be present. Should the media contact the vessel during an incident, do not
engage with media in Q&A’s, but use the below media holding statement:
Quote
Thank you for your call. As you can imagine everyone onboard is extremely busy at the moment. You
can call our Office on +65 69551800 for any latest information. We now have to free up this telephone
line (to speak to emergency services etc). Thank you.
Unquote
A placard may be placed near the phone to this effect.
11.4.6 CREW WELFARE

In the event of a serious incident, the crew may require to be taken ashore. The Company will arrange
through their Agents for suitable accommodation, meals, medical assistance and personal requirements.
In such situations it is very important for the well-being of the crew that they stay together and do not
discuss the incident with anyone unless in the presence of a Company Lawyer.
Where repatriation is required this will be arranged at the earliest opportunity.
The Master and other crew may be subject to Drug and Alcohol testing by the Authorities, to which they
must submit.
11.4.7 CONTINGENCY PLANNING DRAWINGS

In order to ensure that information is available to the master and to other parties, 2 sets of ships
drawings are to be maintained on the Bridge (SOPEP/SMPEP Wallet). Each wallet is to be contained in
separate folders and to be marked as follows: -
Ship’s Contingency Drawings Ship
Ship’s Contingency Drawings Shore
Experience has shown that the shore contingency team will require plans and the shore set is to be
made available to them. The ship set is for the use of the on-site team.
These drawings must not be used for any other purpose.
If spare drawings are not available onboard arrangements are to be made with the Company for
photocopies to be made.
The following drawings are required (as specified in the SOPEP/SMPEP as well): -
1. General Arrangement
2. Midship Section
3. Tank/Cargo Pipeline Plan
4. Capacity Plan
5. Dead-weight Scale
6. Light ship characteristics
7. Fire Plan
8. E.R. Piping Diagram
9. Docking Plan
10. Shell Expansion
EACH VESSEL WILL BE ENTERED INTO CLASSIFICATION EMERGENCY RESPONSE SYSTEMS AS WELL. THESE
PLANS WILL ALSO BE RETAINED WITH THE ABOVE.

Vessel emergency response plans are reviewed at least annually. They are additionally reviewed
following any incident or drill where the emergency response plans have been used.

SECTION 5 - CONTINGENCY TRAINING Page Number : 1 of 2
11.5 TRAINING – EXERCISES AND DRILLS

Instruction and training must be carried out, using the procedures for each particular type of emergency
described in the various sections of the SOPEP/SMPEP and VRP, for all eventualities. A list of different
types of drills and exercises is kept in Exercise and Drill Schedule Form (SAF/12). All records of
contingency training and drills will be kept in the ‘Ships Safety and Training Record Book’.
This is in addition to deck logbook entries required by SOLAS.
The Company (MRSVM) will, from time to time, will initiate a drill. These drills are unannounced and will
exercise all resources and responses to the emergency scenario which is being used. It is important that
these drills are treated as realistically as possible.
In addition to specific training undertaken by members of the Emergency Party and those who may
substitute for them, every member of the ships company must be familiar with the company’s system of
emergency organization and the use of all the emergency equipment available onboard.
Medical Evacuation Drill - Contingency Checklist 26 – Personal Injury to be used for Medical Evacuation
Drill. The first and foremost rule is to identify Tele medical Assistance Service and call immediately for
Medical Evacuation whether at Sea or in port. The drill at sea should involve making mock contact with
nearest MRCC, simulate any serious injury or medical emergency requiring med evacuation basis
reference from Medical guide. Reference to be made from Medical Guide for preparing the patient for
evacuation. Drill to be carried out as a real scenario and until the point of evacuation.
All crew members must be familiar with the contents of the SOLAS Training Manual, 3 copies which will
be provided as a statutory requirement.
11.5.1 FREQUENCY OF TRAINING EXERCISES

The SOLAS and Flag State regulations must be followed with respect to the frequency of exercises (i.e.
boat and fire drills). These must take place at intervals of no more than 14 days. In addition, drills of the
crew shall take place within 24 hours of the ship leaving a port if more than 25% of the crew have not
participated in abandon ship and fire drills onboard in the previous month. When a new crew is engaged,
these drills are to be held before sailing.
Other drills and exercises contained in Exercise and Drill Matrix (SAF/12) are to be carried out on a
weekly basis. Different drills can and should be run simultaneously in order to assist in this task. Each
lifeboat except free-fall lifeboats shall be moved from their stowed position every week, without any
person’s onboard, to the extent necessary to demonstrate satisfactory operation of the launching
appliances, if weather and sea conditions so allow. Should it not be possible to swing out the boats,
Master should inform the office. Each lifeboat (including free fall) must be lowered and manoeuvred in
the water at least once every three months. In the case of a free-fall launching lifeboat, at least once
every three months during an abandon ship drill the crew shall board the lifeboat, properly secure
themselves in their seats and commence launch procedures up to but not including the actual release of
the lifeboat (i.e., the release hook shall not be released). The lifeboat shall then either be free-fall
launched with only the required operating crew on board, or lowered into the water by means of the
secondary means of launching with or without the operating crew on board. In both cases the lifeboat
shall thereafter be manoeuvred in the water by the operating crew. At intervals of not more than six
months, the lifeboat shall either be launched by free-fall with only the operating crew on board, or
simulated launching shall be carried out in accordance with Maker procedures. The Master should be
guided by the ability of the Emergency Party to perform effectively. The Master must hold Emergency
exercises as frequently as is necessary until he is satisfied with the standard of proficiency achieved by
the Emergency Organization.
11.5.2 NEWLY JOINED PERSONNEL

Newly joined members of the Emergency Party are to study the fire fighting and lifesaving plan, SOLAS
Safety training manual, SOLAS Fire training manual and carry out familiarization training in the location
of equipment and emergency facilities.
This training is to be regarded as a priority and the Master is to hold drills as frequently as is necessary,
to ensure effective performance of the Emergency Party.
SECTION 5 - CONTINGENCY TRAINING Page Number : 2 of 2
11.5.3 OFFICE EMERGENCY RESPONSE TEAM (ERT)

In event of an incident, the CEO / CTO / Technical Director will review the information, and if it is
deemed necessary will call together the office ERT. It is expected that this Team will be fully operational
within 1 hour.
The initial emergency will be handled out either the Singapore or the London Office depending on which
time zone the vessel is in. Once the local ERT is in place, the team will advise the Master that they have
assembled. If it becomes apparent to the CEO that the Emergency is going to be a long drawn out affair,
then he will make provisions to allow the transfer of handling of the Emergency between the London
and Singapore Office. In this case, the Master will be advised in advance and when the other office takes
over, the change will be advised to the Master. In event the transition will be seamless and the new
team location will be fully briefed and well in control over the Emergency prior the official notices to the
Master.
The Emergency Response Structure is illustrated in a diagram hereunder.
Company Board
CEO
Emergency Response Team Charterer
D&A Test Salvage
Damaged Stability
Provider
Flag State Port Authority
Hull & Mach

Insurers Agent
Q.I./ Oil Pol
Response
Coastal State
P&I Club
Master
Emergency Team
CEO / CTO / TD will decide when the Emergency is going to be long drawn when to change
over control from Singapore TO Mumbai or vice versa To Allow ERT in Singapore/Mumbai To Have A Rest.

SECTION 6 - EMERGENCY PROCEDURES Page Number : 1 of 1
11.6 EMERGENCY PROCEDURES
11.6.1 DISCOVERING AN EMERGENCY

Anyone on board who discovers an emergency must:
a) Operate the nearest alarm switch.
b) Ensure that the Deck Officer on duty is informed without delay as to the nature and location of the
emergency, and then proceed to his Emergency Station.
c) In the case of a minor fire, after the alarm has been raised, an attempt should be made to tackle it with
minor fire appliances (e.g. portable extinguishers, fixed reel hoses). In the case of a more serious fire,
doors should be shut and the area secured before evacuating it.
d) Personnel must not take risks, which may endanger their lives or that of other crew members.
11.6.2 ALARM SIGNALS

All alarm signals are shown on the Muster list. It is essential that all members of the crew are aware of
the meanings of the various alarms signals in use on board.
The ‘Abandon Ship’ signal is to be given verbally by the Master or in the case of his incapacity, the chief
officer.
In all cases signals are to be backed up with information on the ship’s public address system.
11.6.3 WHEN THE EMERGENCY ALARM SOUNDS

All personnel are to muster at their muster location in a prompt manner. The first officer to arrive at the
muster location is to establish communications with the bridge, and determine the nature and location
of the emergency.
If the Chief Engineer and Electrical Officer are not in the Engine Room when the alarm sounds they are to
contact the bridge before entering the engine room. If on duty in the Engine Room they are to contact
the bridge by telephone.
The Bridge Officer on Watch is to remain on the bridge until relieved.
Watch keepers in the Engine Room are to remain on watch until relieved, unless the emergency is
located in the Engine Room.
The Duty Engineer Officer during UMS operation is to contact the bridge prior to entering the Engine
Room. This is to ascertain whether or not the emergency is located in the Engine Room.
Supernumeraries are to proceed to their muster position (Bridge) where they are to await further
instructions.
The emergency party is to collect the equipment it requires and proceed to the scene of the emergency.
On leaving the emergency headquarters, the emergency party is to use portable VHF transceivers to
communicate with the bridge.
The Engine Room Party is to: -
a) Ensure that there is sufficient water pressure for fire-fighting purposes.
b) Ensure sufficient electrical power is available.
FOR THE SAFE AND SMOOTH RESPONSES TO ANY EMERGENCY IT IS ABSOLUTELY IMPERATIVE THAT ALL
CREW MEMBERS RESPOND TO TE EMERGENCY SIGNALS AND PROCEED IMMEDIATELY TO THEIR MUSTER
STATIONS. ADDITIONALLY, THEY SHOULD FOLLOW THE INSTRUCTIONS WHICH ARE GIVEN BY THE
OFFICER IN CHARGE OF THEIR PARTY. THIS NEEDS TO BE EXCERCISED DURING DRILLS. FAILURE TO
RESPOND TO EMERGENCY SIGNALS AND FURTHER TO FOLLOW ORDERS DURING DRILLS CONSTITUTES
TO A BREACH OF THE CODE OF CONDUCT AND WILL NOT BE TOLERATED.

CHAPTER 12 : MEASUREMENT, ANALYSIS AND IMPROVEMENT Section Revision Number : 05
CHAPTER 12
MEASUREMENT, ANALYSIS AND IMPROVEMENT
TABLE OF CONTENTS
12.1 VESSEL INSPECTIONS

12.1.1 TECHNICAL INSPECTIONS 1
12.1.2 MARINE INSPECTIONS 3
12.1.3 FLAG INSPECTION 4
12.1.4 REMOTE INSPECTION 5
12.2 VESSEL AUDITS

12.2.1 GENERAL 1
12.2.2 INTERNAL AUDITING 1
12.2.3 INTERNAL AUDITOR 1
12.2.4 NON-CONFORMITIES 2
12.2.5 AUDIT REPORTS 2
12.2.6 SECURITY AUDITING 2
12.2.7 BEST PRACTICE IDENTIFICATION 2
12.3 COMPANY MANAGEMENT SYSTEM REVIEW

12.3.1 MANAGEMENT REVIEW 1
12.3.2 MASTER’S REVIEW 2
12.3.3 COMPANY’S KPI AND TARGET 3
12.4 TRAVEL PLANNING 1

CHAPTER 12: MEASUREMENT, ANALYSIS AND IMPROVEMENT Section Revision Number : 02
SECTION 1 - VESSEL INSPECTIONS Page Number : 1 of 5
12.1 VESSEL INSPECTIONS
12.1.1 TECHNICAL INSPECTIONS

a) Planning
Each ship in the fleet is to be inspected by the relevant Technical Supdt. & Fleet Manager on a regular
basis. Timing of the inspections is flexible and will depend on the vessels trading pattern, reported
condition and office workload. However, vessels are to be inspected at least twice in a year and it is
desirable that these planned visits are spaced out by six months. Both of these two visits should be a
preferably sailing visit. Apart from this, whenever the vessel calls Singapore Port or anchorage, TS or FM
should always visit the vessel for inspection.
Prior to visiting the vessel the Technical Superintendent should be fully prepared for the inspection and
be briefed on any problems/points to be examined on safety and quality, crew, insurance, and
purchasing issues.
The shipboard management team should be advised of the inspection and asked to prepare any special
requirements (e.g. venting of tanks to be inspected) which need advanced planning/ organization. Prior
to visiting the ship, the Superintendent should examine the following documents, as applicable:
 Previous inspection report
 Internal audit report
 External audit report
 Port State Control records
 Flag State Inspection report
 Vetting Inspection records
 Class Survey records
b) Objective of Inspection
The inspection shall establish the condition of both the structure and machinery of the vessel, the
certificate status, and, where appropriate, the unacceptability of any part of the vessel or her
operation. It must also assess safety and the competence of the onboard crew and promote strong
safety culture on board. This inspection is also to identify crew weakness in familiarization/ operation of
equipment for any training needs while observing general engineering practices in engine room
management and house-keeping on vessel. Random physical verification of recent completed planned
maintenance jobs to be carried out. The TS is to discuss the inspection and the findings with the Master
and Chief Engineer. All deficiencies, are to be recorded in the Defect List attached to the report and
action dates agreed with the Master and Chief Engineer. They are also to be recorded in the electronic
defect report program.
The Superintendent shall:
• Sight all statutory certificates and documents
• Check general condition of the ship, fittings and equipment on deck and engine room
• Verify that reported maintenance is carried out through random checks of PMS and associated
machinery
• Check condition of accommodation and its suitability to providing crew decent working and living
condition on board
• Observe engineering practices, engine room management standards and housekeeping
• Witness a test of the emergency fire pump, and emergency generator (both methods of starting)
• Sight the deck fire main under full pressure from the engine room fire pump
• Witness a test of the steering gear from the steering gear compartment
• Witness a test of the OWS and sight the full length of the pipe run from the separator to the overboard
valve
• Where possible, witness lifeboat drill and observe both boats lowered to embarkation deck unless ship is
alongside in which case off side boat only as far as practicable

• Check condition of davits and winch foundation, operation of limit switches, operation of brake and
condition of falls and hooks
• Check condition of ships closing devices (vents, weather tight doors, air pipes etc.)
• Check condition of cargo hold/ tank closing devices
• Check condition of cargo gear / cargo pumps
• Conduct a formal safety meeting with ship’s crew
• Carry out Appraisal of the Senior Officers (Master, C/E, C/O and 2/E)
• Discuss the inspection and the findings (defects) with the Master and Chief Engineer and agree on
corrective action and time frame
• Complete Superintendent Inspection Report (ref point f.)
c) Content of Inspection Report

The Inspection Report is to be prepared to the general company format available in Company’s ERP. The
report is divided into a number of sections each relating to specified areas of the ship or specific items to
be checked, with sub divisions where appropriate.
The TS is to rate the condition and/or acceptability of any item inspected by the use of the condition
grading criteria set out in the report format.
Space is also available in the report for the recording of additional comments on individual items and for
reporting defects with close out date.
The contents of the report are to be concise and factual, and shall accurately reflect the TS's appraisal of
the vessel. Where necessary, the report is to refer back to earlier reports or memos when commenting
on follow-up actions relating to ongoing problems, reasons for high expenditure etc., which have been
part of earlier correspondence.
Photos from ship inspection are to be stored in Ship management ‘S’ drive.
d) Drydocking Inspection & Report

The drydocking inspection should cover all the areas in the routine inspection plus the additional
underwater structure and equipment not accessible when the vessel is afloat. The drydocking inspection
report should be in the same format as the routine inspection report but shall also contain a summary of
the work carried out during the period and all relevant calibrations carried out. Particular mention
should be made of any items that are problematic or will require further attention.
e) Report Preparation and Circulation

Reports are to be completed as soon as possible after inspection. The report should be sent to the vessel
within 2 weeks from the completion date of the Inspection.
The report is to be submitted to the CTO / Technical Director for approval prior to distribution. One copy
of the report is to be maintained in the office while the other copy is to be sent back onboard to be
maintained within the ships filing system.
Note: the copy sent onboard may not be required to have a copy of the Crew Appraisal. The crew
appraisal can be discussed onboard but no copies are to be retained onboard.
f) Follow-up Action
I. It is the Ship’s Superintendents responsibility to ensure that the agreed corrective actions are followed
up, and to provide shore based assistance where necessary. Deficiencies, and their corrective actions,
are to be a subject on the agenda of the vessels monthly management meetings.
II. Follow-up action may include suggested changes to procedures or equipment and where appropriate
recommendations are to be made to senior management. Recommendations can also include:
 Training for office and ship staff
• Revisions to benchmarking parameters (KPI’s)
• Evaluation of external parties (contractors and service providers)
• Use of Information Technology developments for ship management

III. The Fleet Manager shall ensure that any follow up actions from the report have been carried out and
shall confirm this to the CTO / Technical Director.
IV. The Fleet Manager and Marine Manager shall ensure that Superintendent Inspection Reports are
analyzed once a year to identify trends, areas for improvement, best practices and comparison with
industry standards. Where required, these reports shall also be compared with data from Third Party
inspections.
V. The results obtained from analyzing inspection reports can be used to identify potential weaknesses
within the CMS and used to improve the management system.
VI. If an observation raised during the inspection cannot be closed within the time scale of completion, the
vessel’s Technical superintendent and Fleet manager are to be informed by mail, stating the reason and
request for extension of reasonable period for closure to be requested. The concerned Fleet manager
review the request accordingly prior granting any extension.
g) Other Inspections
Inspections other than routine inspections may be conducted by members of the technical department
(e.g. pre-purchase or damage inspections). In these instances an alternative report format are to be
used.
12.1.2 MARINE INSPECTIONS

a) Planning
Each ship in the fleet is to be inspected by the relevant Marine Supdt. or Marine Manager on a regular
basis. Vessels are to be inspected at least once in a 12 month. This inspection can be planned when ships
are visiting Singapore, ARA area or ports in India where Company Ship Management has physical
presence of Superintendents. The MRSV inspection may be combined with the visit for internal audit of
the ship. The shipboard management team should be advised of the inspection and asked to prepare any
special requirements (e.g. venting of tanks to be inspected) which need advanced planning/
organization.
Prior to visiting the ship, the Superintendent should examine the following documents, as applicable:
 Previous inspection report
 Internal audit report
 External audit report
 Port State Control records
 Flag State Inspection report
 Vetting Inspection records
 Class Survey records
b) Objective of Inspection
The inspection shall establish the condition of both the structure and machinery of the vessel, the
operational readiness of the vessel, the unacceptability of any part of the vessel or her operation. It must
also assess safety and the competence of the onboard crew and promote strong safety culture on board.
This inspection is also to identify crew weakness in familiarization/ operation of equipment for any
training needs while observing general operational practices relating to Cargo, Mooring, Bridge
management and house-keeping on vessel. Random physical verification of recent completed operations
to be carried out. The MRSVS is to discuss the inspection and the findings with the Master and Chief
Engineer. All deficiencies, are to be recorded in the Defect List attached to the report and action dates
agreed with the Master and Chief Engineer. They are also to be recorded in the electronic defect report
program.
The MRSV Superintendent are responsible for:

 Planning the inspections

 Conducting the inspection in a professional manner with minimal disturbance to the routine operation of
the ship
 Promoting a good HSSQE culture and leading by example
 Examining safety matters, including near- miss reporting, risk assessments and general work methods
 Follow-up on the inspection findings
c) Content of Inspection Report

The Marine Inspection should be carried out using Form OFF 21 as guidance.
d) Report Preparation and Circulation

Reports are to be completed as soon as possible after inspection. The report should be sent to the vessel
within 2 weeks from the completion date of the inspection.
The report is to be submitted to the Marine Manager for approval prior to distribution. One copy of the
report is to be maintained in the office while the other copy is to be sent back onboard to be maintained
within the ships filing system.
Note: the copy sent onboard may not be required to have a copy of the Crew Appraisal. The crew
appraisal can be discussed onboard but no copies are to be retained onboard.
e) Follow-up Action
i) It is the MRSV Superintendents responsibility to ensure that the agreed corrective actions are followed
up, and to provide shore based assistance where necessary
ii) Follow-up action may include suggested changes to procedures or equipment and where appropriate
recommendations are to be made to senior management. Recommendations can also include:
 Training for office and ship staff
 Revisions to benchmarking parameters (KPI’s)
 Evaluation of external parties (contractors and service providers)
 Use of Information Technology developments for ship management
iii) The Marine Manager shall ensure that any follow up actions from the report have been carried out and
shall confirm this to the CEO / CTO / Technical Director
iv) The Marine Manager shall ensure that HSE Inspection Reports are analyzed once a year to identify
trends, areas for improvement, best practices and comparison with industry standards. Where required,
these reports shall also be compared with data from Third Party inspections.
v) The results obtained from analyzing inspection reports can be used to identify potential weaknesses
within the CMS and used to improve the management system.
vi) If an observation raised during the inspection cannot be closed within the time scale of completion, the
vessel’s Technical superintendent and Fleet manager are to be informed by mail, stating the reason and
request for extension of reasonable period for closure to be requested. The concerned Fleet manager
review the request accordingly prior granting any extension.
f) Other Inspections
Inspections other than routine inspections may be conducted by members of the MRSV department (e.g.
pre-purchase or damage inspections). In these instances, an alternative report format are to be used.
12.1.3 FLAG INSPECTIONS

Flag Administration usually conducts an Annual Safety inspection. The vessel will be notified by the
Company when a Flag inspector will board the vessel for the Safety Inspection. Corrections of
deficiencies raised due to the Safety inspections, must be attended to soonest upon completion of the

Flag inspection. The Master shall forward a copy of the entire Flag report together. A CMS report must
be raised for each deficiency.
Relevant information regarding Flag State requirements and correction of Deficiencies found in Safety
Inspections are provided in this Appendix for the following Flag States:- 1. Panama – Merchant Marine
Circular No. 201
12.1.4 REMOTE INSPECTIONS

Please refer to guidelines in section 12.2.8.

SECTION 2 - VESSEL AUDITS Page Number : 1 of 3
12.2 VESSEL AUDITS

12.2.1 GENERAL
It is important to ensure and verify that the CMS is correctly implemented and is being used effectively
on-board ship. Where objectives have not been achieved, procedures fail or are incorrectly used, then
such non-conformities must be identified, and proper corrective action taken.
This is achieved by carrying out effective audits, both internally (i.e. by office staff) and externally (i.e. by
the Recognized Organization or Flag State). Auditing is a very powerful management tool and when used
correctly will be beneficial for the safety and efficiency of the Fleet.
It is important to understand that the Company believes that audits are a means of checking the
system only and in no way are they considered to be a test of individual members of the ship’s staff.
12.2.2 INTERNAL AUDITING

MRSVM or Superintendents who carry out internal auditing of the CMS are duly qualified as internal
auditors.
They will advise the Master in advance of the visit. The Master, in turn, is to advise his officers and crew
as they may also be required to participate in the audit. Due consideration must be given to the safe and
efficient running of the ship and audits should not interfere with the normal work in progress.
The MRSV Manager is responsible for: -
 Organizing the internal audit and arranging an auditor (Marine or Technical Superintendent).
 Liasing with the vessel's Master
 Ensuring that the audit is carried out and audit report issued.
 Processing the corrective/preventative action to any findings raised along with suitable evidence
 Closing out the audit report
 Returning a closed out audit report to the relevant vessel and file.
 Recording the details of findings and action, for example on a database.
 Analysis of the audit findings.
 Status of listing of internal audits.
Internal Audits ISM/ISPS/CYBER SECURITY of the Company and vessels managed by the Company shall be
conducted, at intervals not exceeding twelve months. In exceptional circumstances, this interval may be
exceeded by not more than three months. If due to any exceptional circumstance, such as vessel’s
trading pattern and voyage schedule, the internal Audit cannot be conducted within the interval of
twelve months from the last internal audit of the vessel, then an approval for extension shall be obtained
from vessel’s Flag state if required or the CEO.
Navigation Audit shall be conducted on each vessel within once every 12 months, during a sailing visit on
board by MRSV Superintendent.
Each ship in the fleet is to be inspected by the relevant Marine Supdt. or Marine Manager on a regular
basis. Vessels are to be inspected at least once in a 12 month (see SMM 12.1.2) and OFF 21
Cargo Audit (OPS 06) shall be conducted on each vessel within once every 12 months, on board by MRSV
Superintendent.
The Company endeavors to conduct each of the following audits by a Third party for 25% of the fleet
every year. These audits shall be conduct by a qualified Master Mariner. The Engine and Bunker audit
may be conducted by a Class 1 Marine Engineer. All auditors shall hold an Internal auditor certificate.
Navigational Audit

Mooring Audit
Engine Room Audit
Cargo Audit
Bunker Audit
Additionally, company shall ensure shipboard operations are conducted in compliance with company’s
procedures by verifying remote sampling of records by shore management. The various shipboard
operations checklist and plans randomly to be asked from the ships and shall be reviewed by MRSV.
12.2.3 INTERNAL AUDITOR

The Internal Auditor shall have participated in the following training:
 ISM basic course (Class or internal course).
 ISO 9001,14001,45001 basic course (Class or internal course)
 SSO Course  Internal audit course (Class or other certified internal audit course).
 For internal audit of vessels it is preferred that the Auditor has had active sea time
12.2.4 NON-CONFORMITIES
Where there appears to be non-conformities with the CMS, they must be clearly identified with
objective evidence to indicate where and how an area has failed to show compliance. Whenever
possible the root cause of the failure is to be identified.
Non-conformities are classed as follows:
Major Non-Conformity: Where there is a total absence of a required system element or function or
where a system is in place but a significant number of nonconformities are present within it.
Non-Conformity: Where a single or isolated lapse of control, procedure or implementation has occurred
within the system element.
Observations may also be made.
12.2.5 AUDIT REPORTS

On completion of the audit, the auditor will discuss any non-conformities with the Master and agree any
corrective action that is to be taken as well as a time scale for completion.
The auditor will then formalize this by means of an audit report. The copy of the audit report will be
signed by both the Master and the auditor and left on board. A copy will be returned to the office. The
Audit Report will be uploaded in Company’s ERP within 15 days so as to be available to all Office
Personnel including Senior Management Ashore.
The status of any non-conformity raised, and the follow-up action is to be discussed at the Monthly
Management Meeting onboard.
Follow-up action is to be detailed, correctly verified and supported as required by evidence. The ship
should forward these to the MRSVM for closure of the NCR/ Observation. Once closed, the MRSVM will
advise the Master and also send him a copy of the closed NCR/Observation by email for the ships record.
For any reason, if the NCR/Observation cannot be closed within the time scale of completion, MRSVM to
be informed by mail stating the reason and request for extension of reasonable time frame for closure to
be requested. MRSVM will review the request accordingly prior granting any extension.
12.2.6 SECURITY AUDITING

An additional item required to be audited is the Ship Security Plan (SSP) along with its associated
procedures and activities. Although the SSP is not an integral part of the CMS due to some Flag
restrictions, it is nonetheless complimentary to it. Accordingly, this area is also to be internally audited
once per year and the procedures contained in this section are to be followed. Records of security
auditing are to be filed within the Master’s security file and separate from other CMS audit reports.

External security verifications will be held initially along with the Initial ISM Audit and then between the
second and third anniversary date of the International Ship Security Certificate (i.e. intermediate) and
prior to renewal of the certificate (i.e. before 5 years). These verifications will be conducted by either the
Flag Administration or by a Recognized Security Organization appointed by the Flag Administration.
12.2.7 BEST PRACTICE IDENTIFICATION

The company encourages best practice identification and reporting by requesting feedback from ships
on a regular basis. The concerned Marine or Technical superintendents are also required to record best
practices noted during their inspections and audits. The best practices identified during Audits and/or
inspections will be reviewed by the concerned manager (Marine or Technical) and if appropriate will be
circulated to the fleet. The Best practices identified in a calendar year will form part of the audit checklist
for the subsequent year to ensure that they have been implemented on all the relevant ships.
12.2.8 REMOTE AUDIT AND INSPECTION

Remote Audits and inspections may be carried out when some extraordinary circumstance prevents a
physical audit from being done. Remote Audits are an interim measure until travel resumes and the audit
and inspection can be verified physically .
Factors for consideration for Remote inspection:

The risk of transmitting COVID-19 due to a physical inspection.
The existence of cases/symptoms of COVID-19 onboard the vessel to be inspected.
The vessel’s location and previous schedule.
Travel restrictions associated with the vessel’s location.
Procedure for Remote Audit:
Identify vessel within a planned audit/ inspection schedule and one week notice to be provided by the
superintendent.
 The respective Superintendent to submit request for remote audit to the line manager who in
turn will obtain permission from the CEO/CTO to proceed with the audit /inspection
 One permission received, the audit/inspection will commence as planned.
 Inform IT
 Ensure vessel at sea or anchorage (not involved in any major maintenance, cargo operation and
bunker operation).
 Documents for Audit and inspection as per checklist will be requested by the auditor/inspector.
 Auditor/ Inspector receives the requested documents.
 Basis preparation after review of documents, an opening meeting is held between Ship
Management team, Officers and crew .
 Audit / Inspector interview timings and schedule will be agreed with the Ship Management a
Team.
 Auditor/ Inspector will interview Officers and selected crew.
 ISPS related interview will be with Master and SSO.
 Vessel will be asked to send video reviews, photographs of areas of concern or any other area
the auditor requires. Each video should not exceed 1 minute.
 Further review of documents on Sealink will also be done.
 Audit report , observations , Marine and Technical Inspection reports will finally be saved on
Sealink with relevant attachments

SECTION 3 - MANAGEMENT SYSTEM REVIEW Page Number : 1 of 10
12.3 COMPANY MANAGEMENT SYSTEM REVIEW
12.3.1 MANAGEMENT REVIEW

Management Review of the CMS shall be conducted, at intervals not exceeding twelve months, to
ensure its continuing suitability, adequacy and effectiveness. In exceptional circumstances, this interval
may be exceeded by not more than three months.
Management Review shall include the assessment of opportunities for improvement and the need for
changes to CMS.
Statistical data required for each Management Review as referred to in this procedure shall be prepared
for past twelve calendar months. The measuring period for the statistical data shall be clearly stated in
the Management Review Report and in all presentations of Management Review statistical data.
The Agenda for Annual Management Review is as follows:
No Agenda – Management Review

1 Minutes and follow up from Last Review Meeting
2 Office specific organizational charts. Review of Company’s shore-based office resource
levels (human resources (retention Rate & Trends), material resources, financial resources)
3 Review of Company Vision and Mission Statement, Objectives and Policies
4 Customer feedback including results of Customer Satisfaction Survey (if completed)
5 Analysis of Hazzocc – status compared with target and objectives
6 Review of Recommendations following incident investigation CA/PA
7a Analysis of SIRE, CDI, PSC, USCG & Others
7b Analysis of External Audits
8a Analysis of Internal Audits
8b Analysis of Marine and Technical Inspections
9 Significant Recommendations/Conditions of Class and Memo’s Flag state Dispensation
10 Review of status of vessel inspection deficiency status (from Agenda items 5 to 9)
11a Analysis of Defects and Damages
11b Analysis of Critical spare parts and PMS
% of Critical and non-critical items overdue month wise
12 Review of Recommendations from the Master’s review of the CMS (CMS Improvement)
13 Review of Results of risk assessments / Management of Change Assessments
14 Review of exercises and drills (Ship & Shore)
15 New and upcoming legislation
16 Recommendations from industry bodies
17 Crew Selection and Recruitment
18 Training ( Learning & Development)
19 MISC (Procurement\Accounting etc.)
20 Environmental Review
21 AOB (Any Other Business)
Summary of Action Items

Agenda for Quarterly Management Review, Q1, Q2 and Q3 is as follows:

No Agenda
1 Minutes and follow up from Last Review Meeting
2 Review of KPI for the Quarter
3 Analysis of Hazzocc – Status compared with target and objectives
4 Analysis of External Inspections
4a Analysis of SIRE, CDI, PSC, USCG, Terminal Inspections, Terminal Feedback & Others
4b Analysis of External Audits
5 Analysis of Internal Audit and Inspections
5a Analysis of Internal Audits
5b Analysis of Marine and Technical Inspections
6 Significant Recommendations/Conditions of Class and Memo’s Flag state Dispensation
7 Analysis of PMS & Defects and Damages
7a Analysis of Defects and Damages
7b Analysis of PMS
8 Review of Recommendations from the Master’s review of the CMS (CMS Improvement)
9 Review of Results of risk assessments / Management of Change Assessments
10 Review of exercises and drills (Ship & Shore)
11 Review of Work-Rest Hours
12 Feed-Back Survey from Customers (Clients and Seafarers)
13 Environmental Review
14 Update on upcoming legislation
15 AOB (Any Other Business)
Summary of Action Items carried forward to the next Quarter
12.3.2 MASTER’S REVIEW

One of the most important methods of improving the CMS is by receiving feedback from the actual end
users of the system; i.e. the ship’s staff. The way in which this is done is by means of the Master’s Review
Form. The Master’s Review is to be conducted along with other members of the management team over
a period of time in order to fully evaluate the CMS, its effectiveness and its contents.
One review to be submitted every four (4) months by each Master when tenure on board is for four (4)
months only. In cases where on board tenure exceeds six (6) months, a second Master review to be
submitted covering the focus area for the specific months. All reviews must be submitted timely at the
end of the four months, and or on completion of 6 months period where applicable, and always 2 weeks
prior disembarkation from vessel.
The review is also to be formally recorded in the Management Meeting Minutes. When carrying out the
review, Master to focus on a specified area, providing feedback, thus aiding in analysis and facilitating
improvements in processes and procedures within the Company. The focus area is detailed in Appendix
to SAF 28

Focus Area Jan-Apr May-Aug Sep-Dec

SMM Ch 1 & 3: Policies
and Crew Procedures X
including training.
SMM Ch 4: Vessel
Reliability X
SMM Ch 5 & 6: Navigation

& Operations X
SMM Ch 7 to 11: MOC,

Incident, Safety
Management, X
Environment, Emergency
Preparedness
Cargo Handling Manual
(Chemical & Tanker) X
SSP / SMPEP / SOPEP /

Cyber Security X
The Master’s Review takes on the following format:
1. Safety, quality and environmental awareness, implementation and motivation.

2. Progress towards safety and environmental excellence and Best Practices identified
3. a. Detailed Review of specified segment of CMS documentation
Specified focus area chosen (see Appendix to this review)
b. Review of Company Policies and Review of other documentation
4. Review of feed-back received from the Company on various SQEMS matters.
5. Summary and evaluation of best practices identified on board.
6. Evaluation of internal audit and external audits (excl. ISPS) conducted during the period under review, if
any.
7. Evaluation of Port State Control and Flag State inspections conducted during the period under review, if
any.
8. Evaluation of vetting inspections conducted during the period under review, if any.
Master’s Review are to be retained onboard.

The Masters Reviews received in the office will be acknowledged back to the vessel by the MRSVM and
the comments/ suggestions raised will added to the agenda of the Management Review for discussion
and subsequent inclusion/ change in the revision of the CMS.

12.3.3 Company’s KPI and Targets

Key Performance Indicators are used to determine the effectiveness of our business and associated
processes. By collecting and analyzing appropriate data gained from monitoring, measurement and
inspection we can obtain values or KPIs and analyse trends. The subsequent analysis helps with the
continual improvement of our business processes.
KPI’s are correlated monthly and summarised in the KPI Module in SeaLink:
The key benefits of KPI measurement include

 Benchmarking performance against industry standards
 Improvement of internal motivation with goal setting
 Improvement of performance and safety
 Delivery of detailed reports by means of simple graphical illustrations
 Improvement in relation to customer service and satisfaction
 Provision of an accurate measurement of service levels
 Identification, remedy and reduction of costly failures
 Reduction of waste
 Delivery of low cost, high impact marketing
 Enhancement of credibility with customers and suppliers
 Demonstration of performance to prospective customers
 Strengthening of marketing collateral
 Provision of invaluable sales aid for new business
 Proof of compliance to ISO 45001:2018, ISO9001:2015 or ISO9001/2018 during transition to new
standard.
The Company’s Key Performance Indicators (KPIs) and Other Monitored Aspects encompasses the shore
office and all vessels managed on behalf of all customers. KPIs are primarily for office use, however data
from the ships play a significant part in the statistical analysis. From time-to-time feedback from the
office to the fleet will be carried out in relevant areas to highlight where improvements have been or can
be made.
Details of Company’s current KPIs are provided below are reviewed at the end of each year.
KPI-YEAR 2023 Target
Release of substances
(Number of Incidents) 0
Ballast water management violations

Contained spills
Environmental deficiencies 0
HEALTH & SAFETY (as per BIMCO formula measured vessel wise monthly)
Fire and Explosions

Loss Time Injury Frequency 0

Health and Safety deficiencies 0

Loss Time Sickness Frequency 0
Total Recordable Case Frequency 0
Total Recordable Case Frequency including First Aid Case 0
HR MANAGEMENT (as per BIMCO formula measured monthly)
Crew disciplinary frequency 0
Crew planning <= 5%
HR deficiencies 0
Cadets per ship
Officer retention rate 90%
Officers experience rate
Training days per officer
NAVIGATIONAL SAFETY )
Navigational Deficiencies 0
Navigational Incidents
0
(Collision, Allision, Grounding)
OPERATIONAL ( as per BIMCO formula measured vessel-wise monthly)
Budget Performance
Drydocking planning performance
Cargo related incidents
Operational deficiencies
Ship availability
Vetting deficiencies
2.75
(No of observations during commercial inspection / No of inspections) <=
SECURITY
Security deficiencies
(Measured monthly across the fleet)
TECHNICAL
Condition of class
(Measured monthly across the fleet) 0
Failure of critical equipment and systems

(Number of failures measured monthly across the fleet) 0
Overdue tasks in PMS

(Measured monthly across the fleet) 1%
Port state control detention

(Number of Incidents in fleet - measured vessel wise monthly) 0
Port state control deficiency ratio <

(No. of deficiencies / Total no. of inspections measured vessel wise monthly) 0.5
Port state control performance

(No of inspections with zero/ total no. of Inspection measured vessel wise monthly) 60%

Company specific KPIs Target

Navigation Incidents affecting the vessel’s ability to continue its voyage for more
than 2 days 0
(Number of incidents in fleet - measured vessel wise monthly)
Major Incidents (Others)
(Number of Incidents in fleet - (measured vessel wise monthly) 0
PSC Observations related to Crew Certificate

(No. of deficiencies /No. of Inspection) 0
Flag State Inspection Performance

(No. of def/No. of Inspection measured vessel wise monthly) 0.25
Unsafe Acts / Conditions Reporting

(Average no of reports per month per vessel) >5
Significant Near Miss

(Total reports measured vessel wise monthly) <4
Best Practices 1 per Qtr

Visible Leadership – Managers
(no. of visit (physical & Virtual) /year) 12
Visits to Owner Premises and meet all departments

Navigation Audit Obs (No. of Obs / No. of Audits)
Cargo Audit Obs (No. of Obs / No. of Audits)
Non- Conformance during DOC Audit 0
TMSA Upload 2
Drydock time - Planned vs Actual time Fleet % Overrun
Fleet wise monthly 5%
Drydock cost - Planned vs Actual costs Fleet % Overrun -

OPEX- Actual vs Budgeted OPEX % Fleet Overrun -

Percentage of Outstanding Planned Maintenance Critical Jobs

Across the Fleet (%) (measured monthly) 1.00%
Percentage of Outstanding Planned Maintenance Jobs

Across the Fleet (%) measured monthly) 1.50%
Number. of Flag state dispensations

Memo to owners with due dates
Supt inspections per year >=
(Average per vessel per year) 3
EEOI for the Fleet CO2 emissions (grams of CO2 per tonne mile) (Fleet Average -
measured vessel wise monthly) 8g/ton-mile
Garbage disposed off at Sea (m3) (avg per vessel per month)
1.5m3

Plastics Landed ashore (m3) (avg per vessel per month) 1.0 m3
Paper Consumption (number of reams) (avg per vessel per month)
SOX (tonnes per year per ship) (measured per vessel month wise)
NOX (tonnes per year per ship) (measured per vessel month wise)
Senior Officer’s Retention rate (%) >= 90%
Retention Rate Key Shore staff (%) >= 70%
Number of vessels assigned per Technical Superintendent < 4
Number of vessels assigned per MSRV Superintendent < 8

Definitions
KPI
SAFETY & QUALITY INDICATORS

Fatality
A death directly resulting from a work injury regardless of the length of time between the injury and
death.
Note: fatality is included in the Lost Time Injury count.
Measured each month; Vessel-wise
Lost Time Injuries (LTI)

Lost Time Injuries are the sum of Fatalities, Permanent Total Disabilities, Permanent Partial Disabilities
and Lost Workday Cases.
(LTI = Fatalities + PTD + PPD + LWC)
Permanent Total Disability (PTD)

This is any work injury which incapacitates an employee permanently and results in termination of
employment on medical grounds (e.g., loss of limb(s) permanent brain damage, loss of sight) and
precludes the individual from working either at sea or ashore.
Permanent Partial Disability (PPD)

This is any work injury which results in the complete loss, or permanent loss of use, of any member or
part of the body, or any impairment of functions of parts of the body, regardless of any pre-existing
disability of the injured member or impaired body function, that partially restricts or limits an
employee’s basis to work on a permanent basis at sea. Such an individual could be employed ashore but
not at sea in line with industry guidelines.
Lost Workday Case (LWC)

This is an injury which results in an individual being unable to carry out any of his duties or to return to
work on a scheduled work shift on the day following the injury unless caused by delays in getting medical
treatment ashore.
Note: An injury is classified as an LWC if the individual is discharged from the ship for medical treatment.
Lost Time Injury Frequency (LTIF)
This is the number of Lost Time Injuries per unit exposure hours. The most common unit in respect of
LTIF is one-million-man hours.
LTIF = (LTI x 1,000,000)/Exposure Hours
As an example, if a shipping company had three lost time injuries during a year in which their fleet
personnel had 5,000,000 exposure hours, then their LTIF would be calculated as follows:
LTIF = (3 x 1,000,000)/5,000,000 = 0.60 lost time incidents per million-man hours
(Sum of Fatalities + PTD + PPD + LWC)
12 month rolling average measured each month; Vessel-wise
Exposure Hours
24 hours per day while serving on board.
Total Recordable Cases (TRC)

The sum of all work-related fatalities, lost time injuries, restricted work injuries and medical treatment
Injuries.

TRCs = LTIs + RWCs + MTCs.
Total Recordable Case Frequency (TRCF)

This is the number of TRCs (i.e., LTIs + RWCs + MTCs) per unit exposure hours. The most common unit in
respect of TRCF is 1-million-man hours.
TRCF = ((LTIs + RWCs + MTCs) x 1,000,000)/Exposure Hours
As an example, if a shipping company had three LWCs, one PTD, one PPD, four RWCs and five MTCs
during a year in which their fleet personnel had 5,000,000 exposure hours then their TRCF would be
calculated as follows:
TRCF = ((3 +1 + 1 + 4 + 5) x 1,000,000)/ 5,000,000 = 2.80 total recordable incidents per million-man hours
Note: These frequencies can, by simple arithmetic, be expressed as a rate per any desired unit of
exposure hours (200,000 is commonly used in the United States)
12 month rolling average measured each month; Vessel-wise
Restricted Work Case (RWC)

This is an injury which results in an individual being unable to perform all normally assigned work
functions during a scheduled work shift or being assigned to another job on a temporary or permanent
basis on the day following the injury.
Note: The following come into the category of "less than normal assigned work functions"
 performing all duties or normal assigned work functions but at less than full time schedule.
 performing limited duties at normally assigned job at full-time schedule; and,
 transfer to other duties.
Medical Treatment Case (MTC)

This is any work-related loss of consciousness (unless due to ill health), injury or illness requiring more
than first aid treatment by physician, dentist, surgeon or registered medical personnel, e.g., nurse or
paramedic under the standing orders of a physician, or under the specific order of a physician or if at sea
with no physician on board could be considered as being in the province of a physician.
MTC includes:
 injuries which result in loss of consciousness, even if the individual resumes work after
regaining consciousness (N.B. this does not cover loss of consciousness due to ill health);
 sutures for non-cosmetic purposes;
 use of casts, splints or other means of immobilization;
 any general surgical treatment;
 removal of embedded objects from eye by surgical means;
 use of other than non-prescriptive drugs or medications;
 use of a series of compresses for treatments of bruises, sprains or strains;
MTC excludes the following:

 first aid case, LWCs and RWCs;
 hospitalization for observation without treatment;
 a one-off tetanus injection;
 consultative visit to, or examination by, a physician or registered professional for the purpose of
a confirmatory check.

First Aid Case (FAC)

This is any one-time treatment and subsequent observation or minor injuries such as bruises, scratches,
cuts, burns, splinters, etc. The first aid may or may not be administered by a physician or registered
professional.
FACs include:
 follow-up visits to a physician or nurse for observation ONLY, or for routine dressing change;
 negative X-ray results;
 cleaning abrasions/wounds with antiseptic and applying dressing;
 irrigation of eye and removal of non-embedded foreign objects using a cotton swab;
 one time administration of oxygen after exposure to toxic atmosphere and resumption of
normal (but not restricted) work the following day;
 soaking, application of hot-cold compress and use of elastic bandage on sprains and strains
immediately after injury;
 applying one-off cold compress or limited soaking of a bruise;
 use of non-prescriptive medicines;
 use of elastic bandages;
 treatment of First-Degree burns.

12.4 TRAVEL PLANNING

Prior undertaking any office related travel on business or to ships, arranging contractor visits onboard
vessels, office staff to review generic risk assessment on the matter and refer company travel matrix.

CHAPTER 13: COMMERCIAL Section Revision Number : 02
CHAPTER 13
COMMERCIAL
TABLE OF CONTENTS
13.1 CHARTER PARTIES

13.1.1 PREAMBLE 1
13.1.2 TYPES OF CHARTER PARTY 1
13.1.3 LIQUID CARGO CHARTERS 2
13.2 DOCUMENTATION
13.2.1 SIGNATURE FOR SERVICES WHILE ON TIME CHARTER 1
13.2.2 CHARTERERS EXPENSES 1
13.2.3 SIGNATURE OF DOCUMENTS 1
13.2.4 NOTICE OF READINESS 1
13.2.5 LAYTIME 2
13.2.6 DEADFREIGHT 2
13.2.7 NOTE OF PROTEST 2
13.2.8 ON HIRE AND OFF HIRE SURVEYS 3
13.2.9 CERTIFICATES OF DELIVERY AND REDELIVERY 3
13.2.10 SHIP’S PERFORMANCE DURING CHARTER 3
13.2.11 BILLS OF LADING 3
13.2.12 GLOSSARY OF CHARTERING TERMS 9
13.3 SANCTION COMPLIANCE

13.3.2 OVERVIEW OF ECONOMIC SANCTIONS 1
13.3.3 REQUIRED PROCEDURES 4
13.3.4 COMPLIANCE PROCEDURES 4
13.3.5 GUIDANCE 4

CHAPTER 13 : COMMERCIAL Section Revision Number : 01
SECTION 1 - CHARTER PARTIES Page Number : 1 of 2
13.1 CHARTER PARTIES

13.1.1 PREAMBLE
The following instructions are to serve as a guide to Masters (and Chief Officers) in the commercial
running of the vessel. They are intended to give basic guidance only, without explaining in detail legal
reasons behind all the points. (If fuller explanations are required by Masters, they can be found by
reference to publications such as Hopkins “Business and Law for the Shipmaster” or by request to the
office for the same).
The Master must remember that his principal commercial duty is always to the Owners, although the
various Charter Parties may also require him to act as a servant of the Charterers. It may not always
be easy for the Master to separate these differing responsibilities. If in doubt, always refer to the
office for clarification.
13.1.2 TYPES OF CHARTER PARTY

a. Time Charter
In a Time Charter the Owner hires the ship out to the Charterer for a set period of time, usually with
restrictions on trading limits and cargoes – so that the Owner’s interest is protected. Time Charters can
be for short (e.g. single voyages) or for long periods of time. Normally the Owner is paid a hire rate per
day whilst the vessel is on charter.
The following tables set out general rules of who is responsible for and who pays for what, when on
Time Charter.
Owner Charterer
Crew Fuel
Stores & Provisions Port & Canal Dues
Maintenance Pilotage
Water and Lubes Towage/Linesmen
Communications re ship. Agency Fees (except husbandry)
Communications re Voyage & Cargo
Berth Dues (sometimes: see C/P)
Wharfage (sometimes: see C/P)
War Risk Insurance
Freight Tax
b. Voyage Charter
In a voyage charter the ship is hired to carry a particular cargo (or a mixture of cargoes) between
specified places, usually either at a freight rate per MT/ BBL of cargo carried or for a lump sum freight to
the Owner.
The following tables set out general rules of who is responsible for and who pays for what when on
Voyage Charter.
Owner Charterer
Ship
Crew
Stores & Provision
Maintenance
Communications
Insurances
Fuel, Water and Lubes
Port & Canal Dues
Agency Fees

SECTION 1 - CHARTER PARTIES Page Number : 2 of 2
Towage/Linesmen
Pilotage
Berth Dues Berth Dues (sometimes: see C/P)

Wharfage Wharfage (see C/P terms)
Freight Tax (sometimes see C/P)
War risk insurance Cargo Dues/Freight Tax (see C/P)
The Master must be aware that there can be chains of charterers e.g., Owner to Head Charterer: (Time
Charterer).
Head Charterer to Sub Charterer: (Time Charter).
Sub Charterer to Sub-Sub Charterer: (Time Charter or Voyage Charter).
If a voyage charter is involved then it will always be the last in the chain. The Master is to be guided by
the head charter party terms only and is advised that any subsequent sub charter parties received from
charterers are to be used only for guidance. Any conflicting clauses are to be brought immediately to
the attention of the office.
13.1.3 LIQUID CARGO CHARTERS
In general Liquid Cargo Charter Parties are normally based on forms produced by the major oil
companies, e.g. Shelltime 4, Exxonvoy, Bpvoy 3, Asbatank, etc.
Because of the considerable value of bulk liquid cargoes, great care must be given to the calculations of
cargo actually loaded and discharged, and particularly if any pumpable liquid cargo is remaining on
board at completion of discharge. Masters are to keep in contact with their office, if the latter is the
case.
The Master must familiarize himself thoroughly with the current Charter Party. As well as a description
of sea performance, there will be requirements for pumping and ballasting. It is essential that the
Master notes protest on every occasion when shore facilities are not able to comply with the ship’s
performance and fully document the reasons.
Note: While the Master must make himself thoroughly familiar with Charter Party, he is reminded
that he must not agree such items as deductions from hire, demurrage, and Off-Hire times with
Charterers. He must always only agree Statement of Facts, and only then if they are correct. If a
charterer’s agent asks for an off-hire or lay time statement to be signed by the Master, the Master
may sign it “for receipt only without acknowledgement as to the correctness”.

SECTION 2 - DOCUMENTATION Page Number : 1 of 11
13.2 DOCUMENTATION
13.2.1 SIGNATURE FOR SERVICES WHILE ON TIME CHARTER

When a vessel is on Time Charter, bunkers and the majority of port services and costs, etc., are to the
account of Time Charterers. However, should Time Charterers default on payment, then these charges
may fall on Owners and there will then be a serious risk of the vessel being arrested for debts incurred
by the Time Charterer.
It is therefore important that when the Master or Chief Engineer sign for items supplied by the
Charterer, they do so adding – for and on behalf of “………………………………..” Time Charterer. It is also
essential that no other ship’s officer signs any of these documents.
For vessels on Time Charter the company will provide a rubber stamp with the following note:
“IMPORTANT NOTICE”
The goods and/or services being hereby acknowledged, receipted for, and/or ordered are being
accepted and/or ordered solely for the account of charterers of the/…. ship’s name…./ and not for the
account of said vessel or her owners. Accordingly, no lien or other claim against sail vessel or her
owners can arise therefore, /…. owners name…. / OWNERS OF THE VESSEL / …. ship’s name…./.
13.2.2 CHARTERERS EXPENSES

If the vessel is under a time charter of any duration, at the end of each month or at the end of the
voyage, a list of expenses for charterer’s account must be drawn up in duplicate. The original must be
sent to the Office and a copy kept on board.
Expenses on charterer’s account are:
 Telecommunications
 Extra meals
 Beverages
 Cigarettes and other slop chest articles
 Master’s out of pocket expenses if any
13.2.3 SIGNATURE OF DOCUMENTS

The Master, Chief Engineer, Chief Officer and any other person authorized to sign documents must
study carefully each document before signing it. Agents are appointed to assist and advise, but they do
not relieve the Master of his responsibility for safeguarding the Owner’s business interests.
Facsimile signature stamps must not be used for the purpose of signing important documents, such as
Bills of Lading, Receipts for Stores, Log Books, Cash Advances and Accounts for services rendered.
13.2.4 NOTICE OF READINESS

1. It is essential that the Notice of Readiness is tendered to the Charterer and /or his agent immediately in
writing on arrival at a port. If the vessel proceeds to an anchorage first, the Notice must be tendered by
email or telex, and should be followed by an official Notice in letter form at the first opportunity (which
will normally be when the vessel berths alongside). If the vessel proceeds directly to the berth, the
Notice is to be handed in letter to the agent on arrival.
If the vessel arrives at a port, and first has to undergo a tank inspection, nevertheless the Notice must
still be tendered immediately. When the Notice is presented in letter form the agent should be asked to
countersign the Notice. A copy of the NOR in letter form is to be sent to the company.
2. The NOR can only be tendered when a vessel has arrived at a Port. It is to be tendered by the Master as
soon as he considers that the vessel has arrived and the vessel is in all respects ready to load or
discharge.

3. If however the vessel fails a tank inspection then the NOR can be considered invalid and is to be re-
tendered once the inspection is passed and the vessel is ready in all respects.
4. It is important to note that NOR can and should be tendered repeatedly if there is any doubt about the
vailidity of the previous NOR. In such cases the new NOR should be endorsed with the following
“without prejudice to the validity of all other NOR’s previously tendered under this c/p’.
13.2.5 LAYTIME
Laytime is the time allowed in the Charter Party for the purpose of loading or discharging as distinct
from the transportation of cargo from one place to another. The Master is to be aware of the Charter
Party requirements.
Laytime is calculated in many different ways and it is important that the Master records all events in the
Statement of Facts. The main events which must be included are: -
Arrival at Roads (ESP)
NOR tendered
Arrived and all fast at berth
Pipeline connected
Tanks inspected
Commence cargo
Completed cargo
Pipeline disconnected
Documents onboard
Sailed from berth
Begin sea passage (BSP)
In addition all delays whether for weather or any other reason are to be itemized.
The Master must always produce a SOF and have the Agent and the Terminal countersign it.
If the Agent also produces a SOF and requests the Master to sign, the Master is to carefully check the
details on it before countersigning it. If he disagrees with any of the times stated, he is to insert his
own times before countersignature.
A copy of statement of facts are to be sent to the company.
13.2.6 DEADFREIGHT
When the Charterers cannot provide the nominated cargo the Owners are entitled to make a dead
freight claim on the charterers. Conversely if the ship cannot lift the nominated cargo the charterers are
entitled to claim dead freight from the owners.
The Master must therefore be aware of the nominated cargo to load and where charterers do not
provide the full quantity, a dead freight statement is to be issued. The Master is to obtain a signature
from charterer’s agent confirming that there is no more cargo available.
If charterers present a dead freight statement to the Master, he should sign “for receipt only”, without
acknowledgement of liability.
13.2.7 NOTE OF PROTEST

In any of the circumstances detailed below it is advisable for the Master to note protest:
1. During the voyage if the ship encounters conditions of wind and sea which may result in damage to
cargo.
2. If the ship is damaged from any cause, or if there is reason to fear that damage may be sustained.
3. If due to weather conditions it has not been practicable to adopt normal precautions in the matter of
ventilation of perishable cargo.
4. When cargo is shipped in such a condition that it is likely to suffer deterioration during the voyage.

5. When any serious breach of c/p terms is committed by the Charterer or his agent, such as refusal to
load, undue delays in loading, loading improper cargo, etc.
6. When there is a ship/shore difference in cargo figures.
7. In all cases of general average.
A note of protest is simply a declaration by the Master of circumstances beyond his control which may
give rise to loss or damage. Protests are to be made as soon as possible and certainly within 24 hours of
arrival in port and, in the case of cargo protests, before or on completion of cargo operations.
A note of protest is to be countersigned by the addressee. Copies are to be sent to the company.
13.2.8 ON HIRE AND OFF HIRE SURVEYS

When on Time charter, the charterparty will normally provide for on-hire and off-hire surveys. Surveyors
may be appointed by either Owners or Charterers and carried out in either party’s time (check c/p
provisions for this). The surveys will generally include the measurement and calculations of all fuel
onboard at time of delivery or redelivery. The time of delivery and redelivery should be clearly stated.
In addition, a general survey of the vessel may be conducted in order to establish the condition of the
ship. Any damage or significant deterioration to the ship during the Charter, may be for the Charterer’s
account.
When no Independent Surveyor is appointed, the Master or Chief \Engineer may represent the Owners,
after consulting the Office.
It is essential that all damages during the Charter are listed in the Off-Hire Survey Report.
13.2.9 CERTIFICATES OF DELIVERY AND REDELIVERY

Under a Time charter it is important for the Master to make out a Certificate of Delivery at onhire, and
Certificate of Redelivery at off-hire, showing time and place, bunker ROB’s and any other relevant
information. The Charterers representative or agent should countersign such certificates, and copies
sent to the Company.
13.2.10 SHIP’S PERFORMANCE DURING CHARTER

Every effort must be made to maintain the Charter Party Speed, and all Masters must check their
charter parties carefully for the performance clause. However the fuel consumption should not exceed
that required for maintaining the charter party speed in fair weather. Average overall performance is
the deciding factor and maximum advantage is to be taken of ballast passages to raise average
performance.
Careful note must be made in the deck log book of weather conditions or currents which have adversely
affected the ship’s performance either in speed or consumption as this will be of great assistance to the
Owners if the Charterers claim against poor performance.
13.2.11 BILLS OF LADING

a) The Nature and Function of the Bill of Lading
i. The Bill of Lading (B/L) is a unique type of document which has three distinct but overlapping
functions. These are usually expressed as: -
 A receipt for goods loaded on board the vessel;
 A document of title through which property in the goods may be passed from one party to another; and
 A contract (or evidence of a contract) governing the receipt, carriage and delivery of these goods.
ii. From this, three important consequences arise for the Owners and the Masters as their employee: -

 When he signs the B/L, the Master does so, not on behalf of the Charterers or Shippers, but on behalf of
the Owners. The B/L is an Owner’s document, and it is the Master’s responsibility to ensure to the best
of his ability that it is properly prepared and signed. This applies whether the ship is employed on a
Voyage or Time Charter.
 If the B/L contains inaccurate or misleading statements about the quality or quantity of the cargo it
covers, then Owners will be liable for the consequences, at least in the first instance.
The Master’s main concern must be, to see that this cannot happen. Therefore, it is essential that the
Master clauses directly on the bills the correct condition of the quality and quantity of cargo if these two
items have not be properly described in the document presented to him for signing. If he wants
assistance with the wording to be used in the clausing, he should call in local the P & I representative for
advice.
 If an incorrect B/L is issued, for whatever reason, the situation is not necessarily wholly beyond repair,
but speed of action is essential, since once a third party takes up the B/L relying on what is says, it is too
late to make any correction. The Master must therefore notify the Owners and Charterers immediately
of any apparent irregularity in any B/L which he has issued (or which he knows or believes has been
issued by the ship’s agents).
iii. Because the B/L is an Owners’ document, third parties such as Charterers and Shippers have limited
powers to interfere with the Master signing it. However it is not unusual for a charter party to provide
for the Charterers or their agents the authority to sign B/L’s for and on behalf of the Master. In such
cases the Master must issue the agent with the authority to sign B/L’s on his behalf in writing, such
authority is to include any additional remarks the Master expressly requires included in the B/L’s.
iv. Under normal circumstances, the B/L is the principal evidence of the receipt of the cargo which it
describes. However, it is not the only evidence, and it remains open to the Owners to avoid a claim by
showing that what the B/L states is in fact incorrect.
For example, apart from paying great attention to the contents of the B/L itself, the Master must also
take all practical steps which may subsequently assist Owners to resist any short delivery claim by
proving that no cargo has been physically lost (e.g. by draught survey, by written protest as to any doubt
or discrepancy in determining of weights or volumes. Charterers’ surveyors or inspectors must justify
any statement which they may make as to the condition of the cargo or ‘pumpability’ of oil residues,
and also by keeping properly consistent records of bilge pumping with wet cargoes such as ore
concentrates).
v. In some circumstances, shippers/agents may offer to give the Master a letter of indemnity in return for
the Master signing clean Bills of Lading. The Master must not accept such a letter without first checking/
obtaining authorization from the Company. A Letter of Indemnity is strictly not enforceable in law. Only
the Company can decide if such a letter is acceptable on commercial grounds.
vi. Clausing Bills of lading
General:
It is very important to ensure, when signing the bill of lading, that the description of the goods, i.e.
marks, apparent order and condition and number, quantity or weight, is accurate in the bill of lading.
Most bills of lading presented to the Master or his authorised agent for signature contain the shipper’s
description, hence it is common for inaccuracies to occur. If the bill of lading is not accurate it should
not be signed. A replacement bill of lading with an accurate description should be requested, and if
provided, all originals and copies of the bill of lading with the inaccurate description should be
destroyed. Due to time constraints, a replacement bill of lading cannot usually be provided, so the
inaccurate bill of lading will need to be claused before signing. Clausing involves writing a remark on the

bill of lading which represents the Master’s factual findings based on his best assessment of the
description of the goods.
Dealing with pressure to issue clean bills of lading :

The charterer and/or shipper may try to pressurise the Master to accept a letter of indemnity or similar
undertaking in return for issuing a clean bill of lading, i.e. without clausing casting doubt as to the
apparent good order and condition of the goods, or inaccurately describing the cargo. Such pressure
should be resisted due to the considerable risks inherent in accepting such letters or undertakings. The
charterer and/or shipper may argue that the letter of credit is dependent on a clean bill of lading, so
that clausing puts the cargo sale at risk. This is the shipper’s problem. Although difficult, one way around
this problem is for the shipper to have the letter of credit amended to reflect the damage etc. The
Master is obliged to issue bills of lading which accurately describe the cargo. He must keep in mind that
he is also representing the third party buyer of the goods, on whose behalf he is responsible for clausing
the bill of lading if appropriate. Clausing the bill of lading with regard to cargo marks, number, quantity
or weight, or with the words “in apparent good order and condition”, “weight/measure/quantity
unknown” or “said to be” will not normally make the bill of lading unacceptable for the purpose of the
letter of credit. The charterer and/or shipper may try to convince the Master that the bill of lading need
not be claused as the damage is not of commercial significance. However, the Master has no way of
knowing whether this is correct and is obliged to issue bills of lading which accurately describe the
cargo. Whilst the terms of the charterparty may require bills of lading to be signed as presented or for
clean bills to be issued, the Master is under no obligation to sign bills of lading which inaccurately
describe the cargo.
Clausing in general:
The following guidance should be taken into account:
 Clausing must be in conformity with the mate’s receipt/ Ships cargo documents.
 Some jurisdictions do not recognise printed, standard form qualifications, the most common of which
being “condition, weight, measure, marks, numbers, quality, contents and value unknown”. It is
therefore advisable to always clause a bill of lading in the Master’s own handwriting or in typed text. If
the printed standard form does not include the above words the bill of lading should be claused
according to what is unknown.
 The Master should be aware of other cargo specifications stated in the bill of lading, e.g. moisture
content and temperature. If he has been unable to verify such specifications, he should clause the bill of
lading accordingly. With regard to requested carriage temperatures/conditions, the Master should
ensure that references to these in the bill of lading do not go beyond the ship’s capabilities.
 The Master should act reasonably when deciding to clause the bill of lading and do so within reasonable
time. He cannot insist on clausing the bill of lading with a description less accurate than the shipper’s or
wait for completion of loading before issuing a bill for part of the cargo already loaded.
 Clausing should be made on the face of the bill of lading. If it can only be made on the reverse, the face
of the bill of lading should contain an appropriate reference, e.g. “see reverse of this bill of lading for
Master’s clausing”.
 Statements in the bill of lading which conflict with printed standard form qualifications and/or the
Master’s clausing, should be deleted as it may not be clear to the bill of lading holder whether the
clausing overrides and a Court may deem the clausing null and void. The Master should particularly
beware the statements “clean” or “clean on board” appearing in the bill of lading, and which may be
interpreted to mean the cargo was shipped in good order and condition as per the shipper’s description.
If a court deems that these statements should override any other description of the goods in the bill of
lading the carrier may be prevented from contending that the goods were in fact damaged etc., at the
time of shipment or that the damage etc., would not have been apparent to the Master by reasonable
inspection. If conflicting statements cannot be omitted or deleted the Master should ensure that the

standard form qualifications and/or his clausing will override them by handwriting the remarks – it is
widely accepted that handwritten words override typed words, which in turn override printed words.
 If there is a disagreement as to clausing, the Master should notify the Company immediately. Assistance
and advice can also be sought from the company and P&I correspondent. A formal written protest
should be issued to cargo interests.
 If the Master does not have time to check the accuracy of the details in the bill of lading and/or properly
clause the bill of lading, he is advised to leave signature to an authorised agent, with full and proper
instructions (see section (b) - Authorisation for signing the bill of lading). Further assistance and advice
can be sought from the company and P&I correspondent.
b) Authorisation for signing Bill of ladings

If the Master is requested by or arranges with the Company to have the bill of lading signed on his
behalf by the ship’s agents (as in case of EDP) , the charterer/his agents or if the charterer is to be
authorised by the Master to sign the bill of lading on his own behalf, it is essential that full and proper
instructions are given by the Master to the charterer or agents. Such instructions are normally
contained in a letter of authorisation, issued to the agents/charterer in advance. In such circumstances
the Master should:
 Ensure that the description of the cargo and the date of shipment in the mate’s receipt are accurate
 Ensure that the mate’s receipt contains the same applicable details, information or remarks as the bill of
lading should contain or that the letter of authorisation states that such details, information or remarks
are to be inserted in the bill of lading (see section (d) - Checks to be made before signing bills of lading)
 Esure that the letter of authorisation expressly states that the bill of lading is only to be signed in
accordance with the mate’s receipt/ ships cargo documents and the letter of authorisation. It is also
advisable to include in the letter of authorisation how the Master expects conflicting statements in the
bill of lading to be dealt with (see section (a) vi. - Clausing in general)
 Issue a letter of protest and inform the Company immediately if the charterer/agents refuse to sign the
bill of lading in accordance with the mate’s receipt or accept the terms of the letter of authorisation.
Assistance and advice can also be sought from the P&I correspondent.
c) Signing of Bills of Lading

On no account is the Master to sail without either issuing a B/L under his own signature or else
delegating the signing to the agent. (See Appendix I.)
If the Master at any time discovers that he has issued an incorrect B/L, he must notify his Commercial
Manager and /or Company Operations as the case maybe immediately, giving full details of its
particulars, including names of shippers, consignees and notify party.
When confronted with a B/L, the Master must examine it in six main aspects, viz.:-
i. Quantity of Cargo
ii. Description and Condition of Cargo
iii. Date
iv. Description of Voyage
v. Terms and Conditions
vi. Payments of Freight
d) Checks to be made before signing Bills of Lading

The following checks on which guidance may be found in the preceding sections, should be made prior to
signing the bill of lading:
 Bill of lading on the form prescribed by the charterparty or on the ordinary form for the trade.
 All the contractual terms required by the charterparty, appear in the bill of lading.
 Correct name of carrying vessel.
 Correct description of voyage, i.e. the place of loading and place of discharge. Bills of lading covering the
carriage from/to a place other than the place of loading and discharge usually provide for the place of

receipt and/or the place of delivery (similar words may be used). If in doubt, the Master should check
with the Company that it is correct for the bill of lading to refer to such places.
 Place of discharge is safely reachable by the vessel and within any charterparty geographical limits.
 Correct place and date of shipment, i.e. the day of loading. If the cargo covered by the bill of lading
concerned has been loaded over several days, then the day of completion of loading is the correct date.
 Accurate description of the goods as shipped – marks, apparent order and condition, including packing
condition and adequacy, and number, quantity or weight. Is clausing of the bill of lading necessary? (see
section (a) vi. - Clausing in Bills of ladings). Check for statements which conflict with the description of
the goods (see (a) vi. - Clausing in general)).
 Correct name of the shipper. The consignee may or may not be named or the words “to order” or
“bearer” may appear . This is usually of no concern to the Master when signing.
 Charterparty incorporation clause inserted, as applicable .
 Claused “Shipped on deck” if cargo so carried (Not applicable to tankers).
 Carriage terms inserted as required by the Company, e.g. “free in, free out”, “liner in, liner out” etc.
Such terms set out the carrier’s period of responsibility for caring for the cargo and who is responsible
for paying for the load and discharge operations. The terms may be abbreviated, e.g. FIFO, LILO etc. If
the Master is in doubt as to what these mean, he should seek the Company’s clarification and
instructions.
 The number of original bills of lading stated to exist is correct. The Master should only sign the correct
number of originals and should also ensure that each is identical and marked or stamped original.
 Bill of lading copies should be marked/stamped non-negotiable copy.
 Any carriage instructions, e.g. carriage temperature, inserted in the bill of lading should be checked
against other documents in the Master’s possession, e.g. mate’s receipt, voyage orders, shipping order
etc. If the Master is unsure about the carriage instructions, he should clarify them with the shipper,
commercial operator and/or the Company.
 For shipments to the United States the bill of lading should show a series of numbers and/or letters
which are unique to the carrier and bill of lading.
 Any freight statements appearing in the bill of lading should be clarified with the Company if the Master
is in any doubt.
 The Master should sign in the place designated for signature in the bill of lading or if there is no such
place, at the bottom of the bill of lading face. The Master should not sign or stamp anywhere else in the
bill of lading, especially not next to the shipper’s description of the cargo as this as may be interpreted
as an acceptance of the description.
 If a cargo value is stated in the bill of lading, the Master should inform the Company immediately as
extra insurance may be necessary and/or additional freight may be due. P&I cover generally excludes
bills of lading with a stated cargo value.
IF THE MASTER HAS ANY QUERIES AT ALL RELATING TO THE SIGNING OF BILLS OF LADING, HE SHOULD
NOT HESITATE TO CONTACT THE COMPANY IMMEDIATELY.
e) Original Bill of Lading Carried On Board

On certain trades it is not uncommon for the Master to carry one Original Bill of Lading on board and the
other two go ashore. Ostensibly this enables the Master to deliver the cargo having sighted an original
bill of lading. However, the drawback is that any one of the originals is adequate to negotiate the sale of
the cargo. The two originals not carried on board may have been used for trading the cargo. If so, the
original on board will no longer reflect the true ownership of the cargo. If the Master is aware that he is
carrying one original from a set of originals, he must also be aware that this original does not necessarily
show the ownership of the cargo. The owner’s legal defences against a mis-delivery claim, will be less
than viable if delivery is made against an original carried on board.

However, if a bill must be carried on board, then the owner may seek to protect himself by inserting a
clause in the bill of lading along the following lines:
“One original bill of lading retained on board against which, bill delivery of cargo may properly be
made on instructions from shippers/charterers.”
In such a situation the Master is to advise the Company.
f) Delivery of The Cargo/Transshipment

The Master must not commence discharging any cargo without first receiving an original B/L. If no
original B/L is presented to him, he must immediately contact the Company, who may authorize the
start of discharge against receipt of an appropriate Letter of Indemnity and/or Bank guarantee.
There are three main areas where the Master may in practice become involved in problems of right
delivery of the cargo. These are: -
 change of destination;
 delivery without presentation of original B/L; and
 transshipment/lightening
Once the cargo has been received by the ship and Bills of Lading issued in respect of it, the Master has
become responsible for it. His responsibilities are then as follows: - to perform the contract voyage
without unreasonable delay and/or deviation; to discharge all the cargo (so far as is reasonably and
physically possible); and to deliver it to those whom he believes are entitled to its possession.
I. Change of Destination
If the Master receives an instruction to proceed to some port or place other than that which appears on
the B/L, he must draw this fact to the attention of the Company as soon as possible,
(regardless of where the instruction comes from). The Company will then seek the necessary letter of
indemnity (LOI) from the Charterers. Only on receipt of confirmation of the LOI, will the Company
authorize the Master to discharge cargo at to the new destination.
II. Delivery without presentation of original B/L

If the original B/L is not presented to the Master at the discharge port, then the Master must not
commence discharge unless the Company has given prior authorization. The Master is to contact the
agents in advance of the vessels arrival at the discharge port to ascertain if the B/L’s have arrived. If not,
he must advise the Company who may then seek the appropriate LOI from the Charterers. A Letter of
Indemnity received on the ship is not sufficient.
III. Transhipment/Lightening
Here again, on receiving the instruction to tranship or lighten all or part of his cargo, the Master must
always consider whether or not this instruction is consistent with the B/L. If it is not, he must
immediately notify the Company and the Charterers.
On parting with all or part of the vessel’s cargo other than at its final destination, the Master must
ensure that a clean (i.e. unqualified) and unambiguous receipt for it signed by some person in authority
is received, such as the Master or Chief Officer of the other vessel.
At this point, the Master must bear in mind that there is a reversal of roles, as he now stands in the
shoes of a shipper, and he must take care to see that the receipt does not understate the quantity
transferred. This is particularly important with part discharge or lightening as, if the vessel has actually
transferred more cargo than stated in such a receipt, it is likely to deliver short at he next port and so,
although no cargo has been physically lost in total, the receiver at that next port may raise a shortage
claim.
In the event that there is some dispute concerning the quantity transferred at such lightening or
transhipment, and the Master feels that the receipt reads low, he must note this in protest at all
subsequent ports of discharge.

g) Unique Bill of Lading

The US customs require that all cargoes being imported into the USA have a unique Bill of Lading
number. This number must be shown on the Bill of Lading and also on the vessel’s manifests, cargo
declaration and other documents.
No cargo will be allowed to be discharged in the USA without such a number. This number must not be
repeated for three years.
The number to be used is composed of two parts, a SCAC code which is assigned to the carrier and
consists of four letters and a further sequence of numbers up to a maximum of 12.
Where the Unique Bill of Lading Number has not been assigned by the Charterer, the company will
provide the Master with the same. Where more than one Bill of Lading is issued the number should be
increased by 1, 2, 3 etc., for each separate bill.
Company will provide the Master with special instructions on the use of the Unique Bill Of Lading which
should be retained onboard and passed on by the Master to his relief as part of his Handing Over Notes.
13.2.12 GLOSSARY OF CHARTERING TERMS
A
a.a Always afloat (Chartering)
Abt. About (also abt.)
a/c Account (also acct.)
A/D Alternate Days After date (also a/d)
Ad.val. Ad valorem (Latin – According to value) (also ad. val:A/V)
A/H Antwerp, Hamburg range of ports (Chartering)
A.T.S.B.E. All Time Saved Both Ends (also a.t.s.b.e.) (Chartering)
A.T.S.D.O. All time Saved Discharging Only (also a.t.s.d.o.) (Chart)
A.T.S.L.O. All Time Saved Loading Only (also a.t.s.l.o.) (Chartering)
A.W.T.S.B.E. All Working Time Saved Both Ends (also a.w.t.s.b.e.) (Chartering)
A.W.T.S.D.O. All Working Time Saved Discharging Only (also a.w.t.s.d.o.) (Chartering)
A.W.T.S.L.O. All Working Time Saved Loaded Only (also a.w.t.s.l.o.) (Chartering)
B
bb Ballast Bonus (Chartering)
B.B. Bar Bound (Grain Trade): Below Bridges (Chartering): Bulbous Bow (also
(BB) – Lloyd’s Register): Bill Book
B.B.B. Before Breaking Bulk (Chartering)
bends Both ends (Chartering)
b.t. Berth terms (Chartering: Marine Insurance)
C
cancl. Cancelled: Canceling (Chartering)
C.B. & H. Continent between Bordeaux and Hamburg (Chartering)
c. & f. Cost and freight (also C. & F.)
C. Ft. Cubic feet (also c.f.: cu. ft.)
C.f.o. Coast for orders: Channel for orders
C.H. &H. Continent between Harve and Hamburg (Chartering)
c.i.f. Cost, insurance, freight (also C.I.F.)
c.i.f. & c. Cost, insurance, freight and commission (also C.I.F. & C.)
C.O.B. Close of business (Chartering)
C.O.G.S.A. Carriage of Good by Sea Act (also C.G.S.A.)

compl. Completing (Chartering)

Cont’d A/H Continent, Antwerp-Hamburg range (also Cont’d (A.H)) (Chartering)
Cont’s B/H Continent, Bordeaux-Hamburg range (also Cont’d (B.H.)) (Chartering)
Cont’d H/H Continent, Harve-Hamburg range (also Cont’d (H.H)) (Chartering)
C.R.D. Discharging at Current Rate (Chartering)
cu.gr. Grain capacity in cubic feet (Chartering)
D
D/A Deposit Account (Banking); Days after Acceptance (also D/a); documents
against Acceptance: Documents after Acceptance; Discharge Afloat
(Chartering); Disbursement Account
d.a.a. Discharge always afloat (Chartering)
d.b.e. Dispatch payable both ends (Chartering)
D.B.E.A.T.S. Dispatch payable both ends on all time saved (Chartering).
D.B.E.W.T.S. Dispatch payable both ends on working time saved (Chartering)
D.C. Register Detention Clause (also D/CI.) (Marine Insurance: Chartering); Direct
Continuation – of Time Charter period (Chartering)
D.CI. Detention Clause (also D.C.) (Chartering)
D/CI Deviation Clause (also D/C) (Marine Insurance : Chartering)
d.d.o Dispatch discharging only (Chartering)
dem-des Demurrage and dispatch (Chartering)
d.f. Dead-Freight (also D/f) (Chartering)
D.H.D Dispatch half Demurrage (also D1/2D) (Chartering)
d.l.o. Dispatch loading only (Chartering)
d.p. Direct port (Chartering)
d.w.a.t. Deadweight all told (Chartering)
d.w.c. Deadweight capacity (Chartering)
d.w.c.c. Deadweight cargo capacity (Chartering)
d.w.c.t. Deadweight cargo tons (Chartering)
D1/2D Dispatch half Demurrage (also D.H.D.) (Chartering)
E
E.C.U.S. East Coast of the United States of America (Chartering)
ERLOAD Expected Ready to Load (Chartering)
Ex Examined (also Exd.); Exchange (also (Exch); excluding (Chartering)
Executed; Formerly; From; Out-of; Without
F
f.a.c.c.o.p As fast as ship can load/discharge according to custom of port
(Chartering)
F. & D. Freight and Demurrage (Chartering)
f.a.s Free alongside ship
f.d. Free Delivery; Free Discharge (Chartering); Free Dispatch (Chartering)
f.i. Free in (Chartering)
f.o.b.s. Free on board and stowed (Chartering)
f.o.b.t. Free on board and trimmed (Chartering)
f.t. Full Terms (Chartering)
G
G/A General Average

M
M.O.L.O.O. More or Less at Owner’s Option (Chartering)
N
n.a.a. Not always afloat (also N.A.A.) (Chartering)
N.A.A.B.S.A. Not Always Afloat but Safely aground (also n.a.a.b.s.a.) (Chartering)
N.O.R. Notice of Readiness (Chartering) (also N/R)
N.O.R.A. Notice of Readiness Accepted (Chartering)
N.O.R.T Notice of Readiness Tendered (Chartering)
N.O.R.T. & A. Notice of Readiness Tendered & Accepted (Chartering)
N/R Not Reported: Notice of Readiness (Chartering) (also N.O.R)
O
o.a.a.o.o.p. On arrival at or off the port (Chartering)
O.S.P. One Safe Port (Chartering)
P
p.c. Part cargo (Chartering)
ppt. Prompt (Chartering)
psg. Passing (also PSG) (Chartering)
p.t. Private terms (Chartering)
R
r.d. Running days (Chartering)
r.o.b. Remaining on board (Chartering)
S
S.B. Short Bill; Sales Book; Safe Berth (Chartering)
Shex. Sundays and Holidays excepted (also SHEX)
SHEXIU Sundays and Holidays excepted Even if Used
SHEXUU Sundays and Holidays excepted Unless Used
Shinc Sundays and Holidays included (also SHINC)
S.R. Ports Southern Range ports (U.S. Atlantic ports south of Norfolk, Virginia
(Chartering)
SWAD Salt Water Arrival Draught (Chartering)
T
T.B.N. (Vessel) To be nominated (Chartering)
W
W.F.A. With following alteration (Chartering)
WIBON Whether in berth or not (Chartering)
WIPON Whether in port or not (Chartering)
W.O.G. With other goods; Without Guarantee (Chartering)
WTS Working Time Saved (Chartering)
W.W.D. Weather working days (also w.w.d) (Chartering)
W.W.R. When, where, ready (Chartering).

SECTION 3 – SANCTION COMPLIANCE Page Number : 1 of 4
13.3 SANCTION COMPLIANCE
13.3.1 INTRODUCTION
SUNTECH is committed to conducting all aspects of its business in keeping with the highest legal
standards and expect all employees and other persons acting on our behalf to uphold this commitment.
In accordance with this commitment, the Company has adopted this ECONOMIC SANCTIONS POLICY,
which is applicable to all directors, officers, employees, agents, distributors, representatives and other
associated persons of the Company (collectively “Company Personnel”). In brief, Company Personnel
shall comply with all applicable economic sanctions, which include some sanctions administered by the
U.S. Treasury, Office of Foreign Assets Control (“OFAC”), H.M. Treasury (for example, the UK Export
Control Act of 2002), and the European Union and its member states (such sanctions regulations
collectively “Trade Sanctions Laws”).
This Policy and the internal controls that SUNTECH have adopted in furtherance of this Policy have been
designed to prevent violations of the Economic Sanctions Laws from occurring, to avoid the appearance
of wrongdoing, and to enable the Company to respond promptly and effectively to any inquiries about
its conduct.
Company Personnel who have any questions concerning the requirements of this Policy should consult
with [email protected]
13.3.2 OVERVIEW OF ECONOMIC SANCTIONS
In general, economic sanctions are laws and regulations that impose financial, trade, and travel- related
restrictions. Sanctions can target individuals, legal entities, and countries as well as persons and entities
owned or controlled by such targeted persons (any of which are referred to in this document as
“Sanctioned Parties”). Sanctions may be imposed by governments or international organisations such as
the United Nations as a political or foreign policy tool to (1) penalise past misconduct; or (2) compel the
targeted individual, entity, or country to change its current conduct.
Because SUNTECH and its shareholders operate internationally, Company Personnel are responsible
for understanding and complying with all of the sanctions rules and regulations outlined in this Policy.
Company Personnel are prohibited from engaging in transactions with any Sanctioned Party unless
specifically authorised by the CEO.
13.3.2.1 Applicable Sanctions Regimes
1. U.S. Sanctions
The Office of Foreign Assets Control (“OFAC”) is an office within the U.S. Department of the Treasury
that is responsible for administering and enforcing sanctions. There are 2 categories of entity that are
required to comply with OFAC: “U.S. Persons” and “Foreign Entities.” As a general matter, the U.S.
sanctions apply to “U.S. Persons,” which includes
(i) companies organised under U.S. law;
(ii) U.S. citizens, wherever in the world they are located; and
(iii) any person physically located in the United States.
“Foreign Entities” are non-U.S. entities owned or controlled by a U.S. Person (“Foreign Entities”),
and are required to comply with some, but not all, OFAC sanctions. In particular, Foreign Entities are
obligated to comply with U.S. sanctions targeting Cuba and Iran.

(a) Overview of U.S. Sanctions Programs
Country- Country-based sanctions are wide-ranging sanctions that prohibit U.S.

Based Sanctions Persons from engaging in virtually all business and dealings with any
individual ordinarily resident in, entity located or organized in, or
government entity of a targeted country (“Embargoed Country”). The
countries and regions currently targeted by country-based sanctions are
Cuba, Iran, North Korea, Sudan, Syria, and the Crimea region. The
countries and regions targeted by these sanctions change from time to
time.
List-Based Sanctions List-based sanctions are targeted sanctions that prohibit U.S. Persons
from engaging in transactions with certain persons, companies, and
vessels who are on sanctions lists maintained by the United States, as
well as entities owned or controlled by these sanctioned persons.
Foreign Sanctions Foreign Sanctions Evaders sanctions are targeted sanctions that
Evaders prohibit
U.S. Persons from engaging in virtually all business and dealings with
individuals and entities that have attempted to violate—or assisted
others to violate—U.S. sanctions against Iran or Syria.
Sectoral sanctions are targeted sanctions that prohibit U.S. Persons

Sectoral Sanctions
from engaging in certain types of transactions. Currently, sectoral
sanctions programs target certain Russian financial institutions, and
energy firms, and prohibit certain debt and credit transactions.
(b) Facilitation
“Facilitating” interactions with Sanctioned Parties is prohibited, where that activity would violate the
U.S. sanctions if it were carried out directly by a U.S. Person or Foreign Entity. Examples of facilitation
include:
 Approving, financing, or providing transportation or insurance for transactions involving

 Sanctioned Parties;
 Referring business requests from a Sanctioned Party to a third party; or
 Transacting business for a company that you know to be acting for the benefit of a Sanctioned
Party.
(c) Licenses and Exceptions
Through a licensing process, the U.S. government can authorize U.S. Persons and Foreign Entities to
engage in certain transactions that would be otherwise prohibited by U.S. economic sanctions. OFAC
issues two types of licenses: “general licenses” and “specific licenses.” General licenses are publicly
available, so U.S. Persons and Foreign Entities are not required to affirmatively obtain permission from
OFAC to rely on those licenses. By contrast, U.S. Persons or Foreign Entities must affirmatively apply for

a specific license to engage in conduct that is prohibited by the sanctions and not covered by a general
license.
Company Personnel must never assume a transaction involving a Sanctioned Party is permissible
pursuant to a license or exception. The Company’s legal advisors are responsible for interpreting and
providing guidance on sanctions licenses.
2. EU Sanctions
Within the framework of the Common Foreign and Security Policy (“CFSP”), from time to time the
European Council passes “restrictive measures” against certain countries, entities, and individuals.
These restrictive measures (which include arms embargoes, travel bans, financial restrictions, and trade
restrictions) have direct effect, though some Member States also incorporate them into national law
with additional measures that exceed the European Union restrictive measures. Accordingly, it is
important to ensure compliance with both European Union law and the local law implementing a
European Union-level sanction.
The European Union maintains list-based sanctions to further the objectives of the CFSP. Persons or
entities targeted by restrictive measures are included on the E.U. “Consolidated List.” Persons subject to
European Union jurisdiction are required to freeze funds and economic resources of persons included
on the E.U.’s Consolidated List, and they are also prohibited from making funds or resources available to
such persons.
3. United Kingdom Sanctions
The Foreign & Commonwealth Office has overall responsibility for the UK’s policy on sanctions, arms
embargoes and trade restrictions. H.M. Treasury has primary responsibility for administering,
implementing and enforcing the UK financial sanctions regime.
There is no single Act of Parliament that sets out the UK sanctions regime. Instead, sanctions are
contained in a number of separate UK Statutory Instruments. The UK sanctions regime includes
embargoes and trade and finance restrictions. Certain items and services are subject to qualified
restrictions which require a license before they can be provided. Sanctions may be comprehensive and
imposed against a particular country. Additionally, sanctions measures may target specific individuals,
entities and organizations. In all cases, the nature of the sanction and the identity of the sanctions
targets will be set out in the relevant UK regulations. Violating the UK sanctions can result in civil or
criminal penalties. The UK government issues various licenses that authorize transactions that would
otherwise be prohibited
4. United Nations Security Council Sanctions
United Nations Security Council adopts mandatory sanctions to apply pressure on a state or entity to
comply with the objectives set by the Security Council. Sanctions may be imposed against individuals,
entities and groups, or countries. The Security Council maintains and makes available a list of all
sanctions currently in force.

13.3.3 REQUIRED PROCEDURES

Company Personnel must conduct their activities in full compliance with this Policy and all Trade
Sanctions Laws applicable to the Company. Without prior approval from the CEO, the Company and
Company Personnel are not permitted to:
 engage in any business or dealings with Embargoed Countries, Sanctioned Parties, or
individuals or entities otherwise listed as a sanctions target by E.U., UK, U.S. legislation, or
U.N. Security Council Resolution; or
 facilitate transactions with third parties that involve Embargoed Countries, Sanctioned
Parties, or individuals or entities listed as a sanctions target by E.U., UK, U.S. legislation, or
U.N. Security Council Resolution.
To ensure that the Company continues to comply with these prohibitions, the Policy also requires the
Company and Company Personnel to:
 screen any potential customer, supplier, distributor, re-seller, customs broker, financial
institution, bank, or other representative using the Company’s denied party screening tool to
ensure such person or entity is not a Sanctioned Party;
 cross reference any potential ports of call to ensure they are not located within an Embargoed
Country;
 verify that cargo being carried on a Company managed vessel is not owned by a Sanctioned
Party or originating in an Embargoed Country; and
 ensure that each Third-Party Representative, in its agreement with the Company:
- represents that it and its personnel are not Sanctioned Parties;
- commits to conduct no direct or indirect business with Embargoed Countries
or Sanctioned Parties on behalf of the Company; and
- commits not to directly or indirectly transmit funds or products received from
the Company to Embargoed Countries, Sanctioned Parties, or individuals or
entities listed as sanctions targets by E.U., UK, U.S. legislation, or U.N. Security
Council Resolution.
To the extent that Company Personnel learn that third parties are providing services to or in an
Embargoed Country, they are required to immediately notify the CEO.
When an emergency arises where it may be necessary to obtain services in an Embargoed Country (e.g.,
a seriously ill or incapacitated seafarer or passenger, an urgent need for vessel repair or spare parts),
employees are required to immediately notify the CEO, who will direct the appropriate course of action.
13.3.4 COMPLIANCE PROCEDURES

As part of the Company’s ongoing commitment to trade sanctions compliance, this Policy is issued to all
employees and displayed on the Corporate Policies & Procedures webpage.
In addition, the Company will provide periodic trade sanctions compliance training programs to educate
Company Personnel about the requirements and obligations of Trade Sanctions Laws and this Policy. All
relevant Company Personnel must participate in this training and HR will retain attendance records
establishing compliance with this requirement.
13.3.5 GUIDANCE
For further information about this policy, employees should contact the Compliance Manager for
clarification.

CHAPTER 14 : INSURANCE Section Revision Number : 01
CHAPTER 14
INSURANCE
TABLE OF CONTENTS
14.1 HULL AND MACHINERY

14.1.1 PURPOSE 1
14.1.2 INSTITUTE TIME CLAUSES 1
14.1.3 INSTITUTE WARRANTY LIMITS 1
14.2 PROTECTION AND INDEMNITY (P&I)

14.2.1 THE P&I CLUBS 1
14.2.2 RISKS COVERED 1
14.2.3 LIMITS, RESTRICTIONS AND RISKS NOT COVERED 1
14.2.4 P&I CORRESPONDENT 2
14.2.5 CONDITION SURVEYS 2
14.3 POLLUTION INSURANCE

14.3.1 P&I POLLUTION COVER 1
14.3.2 CLC 1
14.3.3 COFR 1
14.3.4 CANADIAN COVERAGE 1
14.4 DEVIATION
14.4.1 DEVIATION 1
14.4.2 JUSTIFIABLE DEVIATION 1
14.4.3 EFFECTS OF DEVIATION ON INSURANCE COVER 1
14.4.4 NOTIFICATION OF DEVIATION 1
14.4.5 PORT OF REFUGE 1
14.5 WAR RISKS AND LOSS OF HIRE

14.5.1 WAR RISK AREAS 1
14.5.2 RISKS COVERED 1
14.5.3 TRADING RESTRICTIONS 1
14.5.4 LOSS OF HIRE 1
14.6 INSURANCE CLAIMS AND LOSSES

14.6.1 GENERAL 1
14.6.2 HULL & MACHINERY CLAIMS 1
14.6.3 P&I CLAIMS 1
14.6.4 CARGO CLAIMS 1
14.6.5 CASH ON BOARD (COB) INSURANCE 2
14.6.6 TYPES OF LOSSE 2
14.6.7 PARTICULAR AVERAGE 2
14.6.8 GENERAL AVERAGE 2

14.7 SALVAGE AND LEGAL ASSISTANCE

14.7.1 AUTHORITY OF MASTER 1
14.7.2 LLOYD’S OPEN FORM (LOF) 1
14.7.3 APPOINTMENT OF COMPANY SOLICITOR 1
APPENDIX – FORMS FOR INSURANCE

OPS21 – DEADFREIGHT STATEMENT
OFF07 – HULL AND MACHINERY REPORT

SECTION 1 - HULL AND MACHINERY Page Number : 1 of 3
14.1 HULL AND MACHINERY

14.1.1 PURPOSE
This insurance covers the ship and her machinery against damage and/or loss up to an agreed value of
the ship and is usually valid for one year between renewals. This policy is contracted through a broker
between the Owner and various underwriters, each one being listed at the end of the policy on the
“slip” along with a share of risk he has undertaken shown as a percentage. The underwriter who has
accepted the highest percentage of risk is known as the lead underwriter.
14.1.2 INSTITUTE TIME CLAUSES

These clauses are named standard clauses which are attached to the H&M policy to form the terms and
conditions of the contract. Whilst these clauses are made by the Institute of London Underwriters, they
are generally used in a similar form throughout other insurance markets. Not all of these clauses will
necessarily apply to the vessel insured and indeed additional clauses may be drawn up.
In general, H&M insurance will cover damage or loss to the ship caused by;
• Perils of the sea, rivers, lakes or other navigable waters
• Fire and/or explosion
• Piracy/violent theft from persons outside vessel
• General Average (e.g. jettison of cargo)
• Contact with jetty, pier or other shore installation
• Defects of machinery
• Negligence of Master and/or Crew
• Barratry by Master and/or Crew
• Collision (usually 3/4ths liability)
• Heavy Weather
• Stranding
14.1.3 INSTITUTE WARRANTY LIMITS

The H&M policy assumes that the vessel trades within certain limits of navigation, known as the
Institute Warranty Limits. A vessel maybe allowed to sail beyond these limits, but the Company must
first advise the underwriters that a breach of limits is required. The underwriters will then discuss the
added risk and impose an additional premium on the Owners for breaching the limits. If the
underwriters are not advised and the ship does breach the limits, the vessel’s H&M policy is void. It is
therefore important that the Master acquaints himself with the warranty limits and advises the
Company well in advance of any such breach.
INTERNATIONAL NAVIGATING CONDITIONS

NAVIGATING LIMITS
Unless and to the extent otherwise agreed by the Underwriters the vessel shall not enter, navigate or
remain in the areas specified below at any time or, where applicable, between the dates specified below
(both days inclusive):
Area 1 – Arctic:(a)North of 70°N. Lat. , (b)Barents Sea

(except for calls at Kola Bay, Murmansk or any port or place in Norway, provided that the vessel does
not enter, navigate or remain north of 72°30’ N. Lat. or east of 35° E. Long.)
Area 2 – Northern Seas:

a) White Sea. (b) Chukchi Sea.

Area 3 - Baltic
a) Gulf of Bothnia north of a line between Umea (63° 50’ N. Lat.) and Vasa (63° 06’ N. Lat.) between 10 th
December and 25th May.
b) Where the vessel is equal to or less than 90,000 DWT, Gulf of Finland east of 28° 45’ E. Long. Between
15th December and 15th May
c) Vessels greater than 90,000 DWT may not enter, navigate or remain in the Gulf of Finland east of 28° 45’
E. Long. at any time.
d) Gulf of Bothnia, Gulf of Finland and adjacent waters north of 59° 24’ N. Lat. Between 8thJanuary and 5th
May, except for calls at Stockholm, Tallinn or Helsinki
e) Gulf of Riga and adjacent waters east of 22° E. Long. and south of 59° N. Lat. Between
28thDecember and 5th May.
Area 4 - Greenland Greenland territorial waters.
Area 5 – North America (east)

North of 52° 10’ N. Lat. and between 50° W. Long. and 100° W. Long.
Gulf of St. Lawrence, St. Lawrence River and its tributaries (east of Les Escoumins), Strait of Belle Isle
(west of Belle Isle), Cabot Strait (west of a line between Cape Ray and Cape North) and Strait of Canso
st
(north of the Canso Causeway), between 21 December and 30th April
st
St. Lawrence River and its tributaries (west of Les Escoumins) between 1 December and 30th April
St. Lawrence Seaway & Great Lakes.
Area 6 – North America (west)

a) North of 54° 30’ N. Lat. and between 100° W. Long. and 170° W. Long.
b) Any port or place in the Queen Charlotte Islands or the Aleutian Islands.
Area 7 – Southern Ocean

South of 50°S. Lat. except within the triangular area formed by rhumb lines drawn between the
following points
a) 50° S. Lat.; 50° W. Long.
b) 57° S. Lat.; 67° 30’ W. Long.
c) 50° S Lat.; 160° W. Long.
Area 8 – Kerguelen/Crozet Territorial waters of Kerguelen Islands and Crozet Islands.
st
Area 9 – East Asia Sea of Okhotsk north of 55° N. Lat. and east of 140° E. Long. between 1 November
st
and 1st June & Sea of Okhotsk north of 53° N. Lat. and west of 140° E. Long. Between 1 November
and 1st June
East Asian waters north of 46°N. Lat. and west of the Kurile Islands and west of the Kamchatka Peninsula
between 1st December and 1st May.
Area 10 – Bering Sea

Bering Sea except on through voyages and provided that
a) the vessel does not enter, navigate or remain north of 54° 30’ N. Lat.; and
b) the vessel enters and exits west of Buldir Island or through the Amchitka, Amukta or Unimak Passes; and
c) the vessel is equipped and properly fitted with two independent marine radar sets, a global positioning
system receiver (or Loran-C radio positioning receiver), a radio transceiver and GMDSS, a weather
facsimile recorder (or alternative equipment for the receipt of weather and routing information)
and a gyrocompass, in each case to be fully operational and manned by qualified personnel; and

d) the vessel is in possession of appropriate navigational charts corrected up to date, sailing directions and
pilot books.
If the vessel is ordered to an area where a breach of IWL will occur, it is important for the Master to
report this to the office as soon as possible using voice communication followed by an email, stating
the expected date and time of entering the excluded area. This will enable the Company to ensure that
the proper action is taken to extend the vessel's cover for breach of the IWL.

SECTION 2 - PROTECTION AND INDEMNTIY (P&I) Page Number : 1 of 2
14.2 PROTECTION AND INDEMNITY (P&I)

14.2.1 THE P&I CLUBS
These are correctly called Protection and Indemnity Associations and number around 20 worldwide with
the majority being United Kingdom based. The ship owner in taking out insurance with a particular
association becomes a member of that Club. The Clubs are mutual in nature, which means that all costs
involved in providing cover or paying out a claim to any one member is shared by all members. This is
achieved by setting a rating or premium for the owner, known as an “advance call”, and is based on the
owner’s history and exposure to risk.
This is added to by a “supplementary call” which is calculated to take into account any heavier than
expected claims from the Club’s members. The Clubs will attempt to be as accurate as possible in
predicting the likely cost of paying out for claims in the year and the calls are calculated accordingly.
The Clubs are managed by firms of insurance, marine and legal experts and controlled by directors who
represent the ship owning members. As well as insuring third party risks, the Clubs also take on other
functions including offering expert advice, keeping the members and the ships advised of relevant
information by issuing circulars and magazines, having correspondents and lawyers appointed
throughout the world.
A Certificate of Entry is issued by the Club at the start of the P&I year (commencing Noon of February
20th of the current year and valid till Noon of February 20th the subsequent year) and is proof that the
ship is covered by the P&I Club, setting out the classes of cover in force and quantifying the
deductibles in force. Increasingly Port State Control are requesting copies to be produced during
inspections, with some States (eg Japan for verifying the wreck removal clause) it being mandatory. A
copy of this Certificate will be sent to the vessel once the original is received by the Company as will the
Club Rule Book and List of Correspondents. The Master and Senior Officers must familiarize themselves
with the contents of this Rule Book.
14.2.2 RISKS COVERED

The risks covered are specified in detail in the Club’s Rule Book but can be summarized as follows:
• Liabilities in respect of crew, passengers, stevedores, stowaways, visitors etc
• Liabilities in respect of diversion e.g. landing a sick crewmember or proceeding to a distress
• Liabilities arising from Collision not included in H&M
• Damage to property including non-contact damage to other ships
• Pollution by oil and other substances
• Wreck removal
• Towage
• Liabilities in respect of cargo including loss due to fire, theft, jettison etc
• General Average (ship’s proportion of GA when in excess of the insured value and unrecoverable GA
contributions)
• Fines for innocent breaches of regulations and customs
• Legal Costs
• Salvor’s expenses under LOF
14.2.3 LIMITS, RESTRICTIONS AND RISKS NOT COVERED

Clubs will not normally cover the following risks;
• Delivery of Cargo without Bills of Lading (Note that even when a Club approved LOI has been presented
to the Owners by the Charterers for non-presentation of B/Ls, the Club will not cover any loss arising
from the non-presentation)
• Delivery of the cargo to a port other than that specified in the contract of carriage. (Note again that
even with a suitable LOI Club cover will not be given)

SECTION 2 - PROTECTION AND INDEMNTIY (P&I) Page Number : 2 of 2
• Ante or post-dated Bills of Lading

• Arrest or detention
• Deck cargo carried on terms of an under deck B/L
• Fines where a Master is knowingly committing a breach of regulations
Liabilities regarding towage by the vessel will only be covered if the Club has first approved the towage
contract. Towage of the vessel will be covered as long as a recognized contract is in place.
14.2.4 P&I CORRESPONDENTS

The Clubs have contracts with correspondents worldwide. They will attend the vessel on request by the
Company, the Master or Agent in order to protect the member’s interests. They have the responsibility
of reporting back to the Club’s managers and will document any necessary information and evidence
relating to a potential claim and may arrange other surveyors to inspect damage etc. The correspondent
has the advantage of being based locally and knowing local custom and key shore personnel. It is very
important that the Master cooperates with the Club correspondent fully as between them they will
formulate the main initial defence of any claim made against the ship and her owners. A List of
Correspondents is supplied to all Company vessels.
14.2.5 CONDITION SURVEYS

From time to time, the Club may require to survey the vessel in order to ascertain her condition.

SECTION 3 – POLLUTION INSURANCE Page Number : 1 of 1
14.3 POLLUTION INSURANCE
14.3.1 P&I POLLUTION COVER
The P&I Club will cover the owner for pollution liabilities in respect of;
• damages and compensation
• prevention or clean-up costs
• costs incurred in complying with local government directions
• special compensation to salvors
• fines for pollution
Under present Club Rules the above liabilities are limited.
14.3.2 CLC
All tankers and other vessels such as OBOs which carry persistent oil as a cargo, must carry a CLC
(International Convention on Civil Liability for Oil Pollution Damage 1992) Certificate. This certificate is
issued by Flag State on basis of the confirmation that the vessel is entered with a P&I Association with
cover for oil pollution.
As it runs concurrently with the P&I Certificate of Entry, this certificate is also valid for one year
commencing Noon of February 20th of the current year and valid till Noon of February 20th the
subsequent year.
14.3.3 COFR
Every vessel which trades to the USA must carry a valid USCG Certificate of Financial Responsibility. This
certificate is granted once the ship owner has proved that he has established financial responsibility to
meet with a pollution incident in US waters and that he has an agent based in the USA (Qualified
Individual – QI)for the purpose of accepting service of process. Masters should be aware that certain
States in the USA (eg California, Washington State, Florida for Jacksonville only) issue their own COFR, it
is recommended that Masters contact the Office to ensure their vessels are covered.
14.3.4 CANADIAN COVERAGE

Every vessel which trades to Canadian Ports must also carry a valid pollution cover. This cover is usually
arranged by the Qualified Individual (QI) and this maybe for varied length of time i.e. for a single voyage
or for 1 month or 1 year. The Company will notify the QI to arrange the appropriate coverage for the
vessel and then will forward the Control Number issued to the Master. The possession of the Certificate
onboard is not essential. All that is required is the Control Number basis which Canadian Coast guard
can cross check that the vessel has a suitable Pollution Liability cover.

SECTION 4 – DEVIATION Page Number : 1 of 1
14.4 DEVIATION
14.4.1 DEVIATION
A deviation is a departure from the intended voyage or contract of carriage. This can occur either where
the course of the voyage is specifically stated and is departed from or where the course of the voyage is
not stated but the usual route or customary route is departed from.
However, it should be noted that deviation does not necessarily mean a physical change in the course
and can occur in a simple case of slowing down to receive stores at an intermediate off port- limits call.
The master has full authority to deviate from the intended route for the safety of life, the ship,
her cargo or the environment.
14.4.2 JUSTIFIABLE DEVIATION

Deviation can be justified (i.e. excused) in the following cases;
• for the purpose of saving human life or aiding a ship in distress where human life may be in danger
• where reasonably necessary for the purpose of obtaining medical or surgical aid for any person onboard
• where reasonably necessary for the safety of the ship
• where reasonably necessary so as to comply with an express or implied warranty
• where caused by circumstances beyond the control of the Master
14.4.3 EFFECTS OF DEVIATION ON INSURANCE COVER

When a ship, without a justifiable cause such as above, deviates, the insurance policies become null and
void from the time of deviation. It is important to note that even if a loss occurs after the deviation is
completed and the vessel has regained her normal route, the insurers will still not be liable for such a
loss.
The effect of an unjustified deviation therefore is for the ship owner to lose all his normal insurance
cover and in addition to lose his rights and defenses available to him under the relevant Carriage of
Goods by Sea Act.
14.4.4 NOTIFICATION OF DEVIATION

The Company must be advised by the Master as soon as possible of any actual or intended deviation so
that owners, charterers, cargo interests and insurers can be advised. When the deviation, from
whatever cause, is completed, the Master must again notify the Company.
Masters attention is drawn to the requirement of completing the Deviation Report.
14.4.5 PORT OF REFUGE

A port or place of refuge is a port or place to which a vessel proceeds in consequence of an Incident,
sacrifice or other extraordinary circumstance. The loading port or discharge port/place can be the
port/place of refuge.

SECTION 5 – WAR RISK AND LOSS OF HIRE Page Number : 1 of 1
14.5 WAR RISKS AND LOSS OF HIRE
14.5.1 WAR RISK AREAS

There are additional trading restrictions placed on the ship regarding so called war risk areas. War risk
areas do not necessarily mean an area where there is a war and may include hostile environments such
as areas where civil commotion or revolution is taking place. The Master must advise the Company well
in advance of his ship breaching a war risk area. Such areas will be advised to the Master by means of a
Circular Letter. A separate war risk cover will generally be taken out by the ship owner.
14.5.2 RISKS COVERED

This insurance covers loss or damage caused by;
• War, Civil War, Revolution, Rebellion, Insurrection, Civil Strife
• Capture, Seizure, Arrest, Restraint, Detainment
• Derelict Mines, Torpedoes, Bombs or other derelict weapons of War
• Strikes, Locked-out workmen, Persons participating in labor
• Terrorists or any person acting maliciously or from a political motive
• Confiscation or Expropriation
• Blocking or Trapping
14.5.3 TRADING RESTRICTIONS

Despite the fact that this insurance policy is in addition to the H&M, the same trading restrictions apply
regarding breaching of war risk area and the ship’s Master must still advise the Company of any intent
to breach a war risk so that the Company can in turn advise the underwriters who will forward any
requirement of additional premiums.
14.5.4 LOSS OF HIRE

The Owner of a time chartered vessel will generally consider it prudent that a Loss of Hire policy be
taken out to cover losses if the Charterers declare the vessel off-hire due to breakdown or other H&M
type of damage. The rate is agreed at the inception of the policy and will not necessarily be the same as
the actual rate of hire. Indeed the vessel may not actually be on a charter, for instance she may be
sailing between charters, to claim loss of hire.
This insurance requires a deductible in the form of a period, usually 15 days (i.e. on Owner’s account),
and will pay out on submission of a claim the agreed daily rate over an agreed number of days up to a
maximum, typically 60, 90 or 120 days.
The Loss of Hire policy will not pay out in the case where a vessel becomes a Total Loss.

SECTION 6 - INSURANCE CLAIMS AND LOSSES Page Number : 1 of 3
14.6 INSURANCE CLAIMS AND LOSSES
14.6.1 GENERAL
Insurance claims will be handled by the Company. In order that the Company can prosecute a claim
accurately and successfully, the Master must send full details and documentation relating to any
incidents resulting in damage to the ship, property, cargo or personal injury. References is made to the
Nautical Institute publication, “The Master’s Role in Collecting Evidence” and form (OFF/07) which is
included hereunder to guide the Master in what documents will be requested by the Technical
Superintendent in relation to a claim.
The handling of a claim can be a complex and lengthy process. It is therefore important that any
documentation and correspondence on board concerning claims is filed carefully and is handed over
during change of command.
It should be noted that insurance premiums amount to a very large proportion of the ship’s running
costs. Whilst the owner insures his ship against certain risks and may present a claim which will
recuperate at least part of his losses, the effect of submitting many claims will have the effect of
increasing the insurance premiums for the next year. It is therefore in everyone’s interest to ensure that
risks are not taken, that the ship operates safely and that incidents are avoided.
14.6.2 HULL & MACHINERY CLAIMS

In cases of hull and machinery damage, the Company on receipt of information will decide whether or
not a claim is worth pursuing. A major factor in the decision will be the amount of deductible in
question. If it is decided that a claim will be made, then the Company will advise the H&M underwriters
via their insurance broker. The underwriters will then in turn instruct a surveyor to attend the ship in
order to ascertain the nature, cause and extent of damage. Wherever possible a representative from
the Company will also attend the vessel and work in close association with the surveyor. Where the
claim is expected to be very large such as in a major casualty, the surveyor appointed is likely to be a
Salvage Association surveyor.
14.6.3 P&I CLAIMS

A claim will be initiated by the Company in accordance with the Club rules and regulations upon receipt
of all relevant information and documentation from the vessel. Depending upon the nature of the claim,
the services of a surveyor or Club correspondent may be employed.
It is important to note that Owners must first pay the costs of any claim themselves and will only
recuperate their loss, minus any deductible, once a claim has been compiled and accepted by the Club.
It must be stressed that in order for the Owners to bring about a successful claim, every aspect of the
incident must be correctly and fully documented.
14.6.4 CARGO CLAIMS
When a cargo loss or damage is discovered by the cargo owner, he will immediately inform his insurer
and arrange a survey report. If the cargo owner’s underwriter considers that the claim is worth pursuing
against the ship owner he will then make a written claim accordingly. The ship owner will then in turn
attempt to recuperate his losses on his P&I insurance.
It is worth noting that in many cases the ship’s staff are not aware of a potential cargo claim until the
information comes back to them from the Company. This may be due to the fact that no damage was
indeed noted at the time of the cargo operation and the ship was not advised.
However there have been some cases where cargo damage has been seen by the ship’s staff but as no
person from the shore has made any protest, the damage is not communicated to the Company. It may

be many months before the Owner is advised of a claim against him and to try and mitigate the losses
after such a time is almost impossible. It is therefore very important that if cargo damage is
discovered, or even suspected, the Master must advise the Company by completing the cargo damage
report who in turn will arrange for a P&I correspondent to attend. This may cost the Company survey
fees but will be considerably less than the cost to the owner or the P&I Club for a damaged cargo claim.
14.6.5 CASH ON BOARD (COB) INSURANCE
Managed vessels are normally insured against the loss or theft of (or damage to) Company funds carried
on board. The ships safe will be insured for an amount of USD $ 25,000.
In the event of a loss or theft, the Master must:
1) Notify the office
2) Advise local police (when in port)
3) Obtain a police statement regarding the incident (when in port). If this statement is not in English, a
translation should be obtained from the port agent
4) Obtain supporting statements from relevant crew members and/or any witnesses
5) Make a record in the Deck Log Book (submit to the office with Incident Report)
The Master should maintain a record of company funds held on board in the vessel's safe.
Masters are reminded that only Company funds are covered and under no circumstances should other
funds be retained in the ships safe.
14.6.6 TYPES OF LOSSES
A Loss can be described as being either Total or Partial (Particular Average).

A Total Loss may be either an Actual Total Loss (ATL) or a Constructive Total Loss (CTL). An Actual Total
Loss is where the vessel is actually destroyed or wrecked or where the owner is irretrievably deprived of
his vessel e.g. when a ship is sunk in deep waters where any salvage attempt would be impossible.
A Constructive Total Loss is when it appears that the vessel is unlikely to be saved or recovered or when
she can only be recovered and repaired at a cost which exceeds her insured value.
14.6.7 PARTICULAR AVERAGE
Particular Average means a partial loss caused by a peril insured against within the Hull policy, e.g.
damage caused by grounding and other such examples as listed in the Institute Time Clauses or
Additional Perils Clauses.
A claim against such a loss is subject to the important proviso that the loss or damage has been
sustained by an incident and not from the result of lack of due diligence by the assured, owners or
managers.
14.6.8 GENERAL AVERAGE
A General Average (GA) loss is a partial loss incurred through a deliberate act performed with the
intention of protecting all the interests involved in a voyage from the danger which threatens them all.
There are four main features for a GA loss to occur
• the deliberate act ( sacrifice or expenditure ) must be extraordinary. i.e an act that would not normally
be carried out by the vessel. e.g. working the engines when the ship is fast aground resulting in damage
to the engines or the jettisoning of deck cargo to save the stability of the vessel and hence the ship and
the rest of her cargo

• the act must be intentional or voluntary e.g. beaching a holed ship with the intention of saving her and
her cargo
• there must be peril, i.e. real and substantial risk
• the action must be for common safety of all interests in the voyage
In the event of General Average being declared after an incident, the Master will be notified by the
Company. In this event, any cargo onboard must not be released until the Company has given its
authority.
As in all incidents, a full report backed with comprehensive documentation is necessary but the
calculation of GA can be very complicated and requires a great amount of detail concerning all expenses
including wages and overtime to personnel, bunkers, provisions and all other consumables used
throughout the period of GA. The Master therefore must ensure that these are carefully calculated and
documented. He must also prepare a detailed deviation statement.
The ship-owner has a lien on the cargo at the date of General Average act which can be enforced in a
case where no adequate security can be obtained from the contributory parties in GA.
In these instances, the vessel owners may instruct the Master to refuse delivery of the cargo until
Average Bonds have been signed by the consignee or alternatively underwriters (on behalf of cargo
interests) have given a guarantee to pay their share of the expenses and to furnish such documents and
information as may be required.
In most cases the act or damage and subsequent action is sufficient for the parties to recognize that a
GA act has taken place. In some situations, however it is necessary for the Master to notify the other
parties to this Maritime Venture. The Company will advise him of this. In the event that it does become
necessary for the Master to 'declare' GA, a message should be sent in the following form:
“I GIVE NOTICE THAT THE MV ________________ (COLLIDED WITH/GROUNDED IN POSITION

_____________/CAUGHT FIRE IN POSITION _________________) ON ________________ (DATE)
____________________WHEN PROCEEDING FROM _________________ TO _______________ FOR
DISCHARGING/LOADING STOP I HEREBY DECLARE GENERAL AVERAGE STOP THE VESSEL OWNERS WILL
CALL UPON THE CARGO AND FREIGHT INTEREST IN DUE COURSE TO CONTRIBUTE TOWARDS A GENERAL
AVERAGE EXPENDITURE WHICH MAY BE INCURRED IN SALVAGING THE VESSEL AND CARGO OR
OTHERWISE INCURRED IN PRESERVING THE SAFETY OF THE MARITIME VENTURE".

SECTION 7 - SALVAGE AND LEGAL ASSISTANCE Page Number : 1 of 1
14.7 SALVAGE AND LEGAL ASSISTANCE
14.7.1 AUTHORITY OF MASTER

THE MASTER HAS COMPLETE AUTHORITY AT ANYTIME TO ENTER INTO ANY SALVAGE CONTRACT
WHERE HE CONSIDERS THIS NECESSARY FOR THE SAFETY OF LIFE, THE SHIP, HER CARGO OR THE
ENVIRONMENT.
14.7.2 LLOYD’S OPEN FORM (LOF)

If salvage assistance is required every effort is to be made to agree on “Lloyd’s Standard Form of Salvage
Agreement - No cure, No pay” (LOF). A copy of the latest edition in the SOPEP under Appendix 6.
Where possible, the master is to contact the Company before signing a salvage agreement in case
alternative arrangements can be made. However if the safety of life, the ship, her cargo or the
environment is likely to be compromised by any delay, the Master must make his own decision based on
a careful assessment of the situation.
Normally, the Lloyd's Open Form is signed and dated by both Masters. However, a cabled acceptance of
assistance as per the terms of the Lloyd's Open Form of Salvage Agreement has the same value.
14.7.3 APPOINTMENT OF COMPANY SOLICITOR

The Company may appoint a solicitor after an incident involving liability and/or third parties to act on
behalf of Owners and Underwriters in order to investigate the incident. If this decision is made, the
Master will be immediately notified and given details of the lawyer attending. The ship’s personnel must
not discuss the incident with anyone other than the lawyer. In certain countries, a civil authority may be
given the responsibility of investigating the incident. In such a circumstance it is in order to discuss the
case with the civil authority investigator but, if possible, any discussion is to be delayed until the arrival
of the Company’s solicitor.

CHAPTER 14 Section Revision Number : 01
SECTION 8 - APPENDIX Page Number : 1 of 1

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SUNTECH SHIP MANAGEMENT

SHIP MANAGEMENT MANUAL Document Number : SMM/01

SUNTECH SHIP MANAGEMENT

SHIP MANAGEMENT MANUAL

ISSUED: December 2020

VESSEL: SUNTECH SHIP MANAGEMENT FLEET

Copyright: SUNTECH Ship Management

ELECTRONIC COPY – UNCONTROLLED IF PRINTED

CHAPTER 1: MANAGEMENT, LEADERSHIP AND ACCOUNTABILITY

CHAPTER 2: COMMUNICATIONS & FILING

CHAPTER 3: CREW RECRUITMENT AND MANAGEMENT

CHAPTER 4: VESSEL RELIABILITY AND MAINTENANCE

CHAPTER 6: MOORING & ANCHORING OPERATIONS

CHAPTER 7: MANAGEMENT OF CHANGE

CHAPTER 8: INCIDENT REPORTING, INVESTIGATION AND ANALYSIS

CHAPTER 9: SAFETY MANAGEMENT

CHAPTER 10: ENVIRONMENTAL AND ENERGY MANAGEMENT

CHAPTER 11: EMERGENCY PREPAREDNESS AND CONTINGENCY PLANNING

CHAPTER 12: MEASUREMENT, ANALYSIS AND IMPROVEMENT

CHAPTER 13: COMMERCIAL

CHAPTER 14: INSURANCE

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CHAPTER REVISION DATE

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CHAPTER REVISION DATE

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CHAPTER REVISION DATE

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CHAPTER REVISION DATE

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1.1 COMPANY VISION, POLICIES AND OBJECTIVES 1

1.2 DOCUMENT CONTROL 1

1.3 CODE OF ETHICS 1

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1.5 THE COMPANY MANAGEMENT SYSTEM 1

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1. POLICY AND RESPONSIBILITIES

1.1 COMPANY VISION, MISSION, POLICIES AND OBJECTIVES

Leadership and commitment

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See Interested parties at the end of this Chapter.

SAFETY AND QUALITY POLICY

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 Identifying and eliminating occupational health and safety risk

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DRUG AND ALCOHOL POLICY

JUST CULTURE POLICY

ELECTRONIC COPY – UNCONTROLLED IF PRINTED

SOCIAL MEDIA POLICY

ELECTRONIC COPY – UNCONTROLLED IF PRINTED

ANTI BRIBERY AND CORRUPTION POLICY

ELECTRONIC COPY – UNCONTROLLED IF PRINTED

HUMAN FACTOR POLICY

 Role of leadership in defining the culture

ELECTRONIC COPY – UNCONTROLLED IF PRINTED

WHISTLE BLOWER POLICY

 Violation of MARPOL (in particular, MARPOL Annex I, II, V & VI)