Rajeewa S.W.

Hewage
Batch-21
Master Class-1
Assignment: Master Pilot Information Exchange
Q-1, as per various guide lines, regulations, conventions, government notices and codes, specific guide
lines given about the importance of information exchange between pilot and the master of a vessel.
Discuss the statement in detail.

Pilotage at sea, be it for the purpose of berthing, unberthing, anchoring or transiting canals or narrow
channels, is a very delicate operation that requires proper planning and execution.

Pilots are individuals with a good understanding of local conditions, who can communicate with the
various port functions such as traffic control, harbour office, tugs and berthing master in the local
language. Pilots assist ships Masters in safely navigating their vessels within pilotage areas by advising
them of prevailing local conditions such as currents, state of tide, depth of water, existing traffic and
traffic expected during the course of the passage, availability of tugs and their power and berthing
arrangements. Pilots also advise Masters as to which VHF channels should be monitored within various
areas. Additionally, pilots advise Masters of the positions at which their vessels are required to report
progress during the course of the pilotage. The reports aid in ensuring the co-ordination between the
various concerned parties such as traffic control, harbour/berthing master, tugs, stevedores, port agent,
immigration and custom authorities, etc.

Despite the duties and obligations of a pilot, his presence on board does not relieve the master or officer
in charge of the watch from their duties or obligations for the safety of the ship. The master and pilot
shall exchange information regarding the navigation procedures, local conditions and the ship's
characteristics. The master and officer of the watch shall co-operate closely with the pilot and maintain
an accurate check of the ship's position and movement.

The position of the pilot on board a vessel is aptly summarized by the Canadian Royal Commission on
Pilotage, Ottawa 1968, as follows:

....'to conduct a ship' must not be confused with 'being in command of a ship'. The first expression refers
to action, to a personal service being employed; the second to a power. The question whether a pilot has
control of navigation is a question of fact not of law. The fact that a pilot has been given control of the
ship for navigational purposes does not mean that the pilot has superseded the master. The master is,
and remains, in command; he is the authority on board. He may, and does, delegate part of this
authority to subordinates and to outside assistants whom he employs to navigate his ship - i.e., pilots. A
delegation of power is not an abandonment of authority but one way of exercising authority.

In accordance with Annex 2 of the International Maritime Organization’s Resolution A960 on Pilotage –
"Recommendation on training and certification and on operational procedures for maritime pilots other
than deep sea pilots", The International Group of P&I Associations, in conjunction with Intertanko,
BIMCO, the International Maritime Pilots Association, the International Chamber of Shipping, and
others, have been considering the exchange of information between Master and Pilot.

The purpose of the exchange is to ensure that both the boarding Pilot and the vessel’s bridge team
exchange basic information prior to the Pilot boarding the vessel. The International Chamber of Shipping
Bridge Procedures Guide (3rd edition, part A section 2.6.2) suggests that information exchange be
Rajeewa S.W.Hewage
Batch-21
Master Class-1
initiated by the ship approximately 24 hours before the Pilot’s ETA to allow sufficient time for detailed
planning to take place both on the ship and ashore.

This checklist is to be completed by the Master and an entry made in the Bridge Log prior to
commencing any Pilotage Operation.

1- Has information received via Shore to Ship Pilot/Master Exchange been included in the ship’s
Pilotage Passage Plan?
2- Has a completed Pilot Card been handed the Pilot?
3- Has the Master briefed the Pilot verbally on the vessel’s manoeuvring characteristics and
current status?
4- Has the Pilot been advised on status of bridge equipment, shown location of critical equipment
and been advised of errors (e.g. Gyro Error) if applicable?
5- Has the proposed Passage Plan been discussed and agreed with the Pilot?
6- Have the contents of the Pilot’s Passage Plan been fully discussed?
7- Has the Passage Plan been updated with regard to latest information received from the Pilot?
8- Has the Pilot provided information on the berth, side alongside and intended method of
approach? (As applicable)
9- Has the use and number of tugs, mooring boats and other external facilities been explained by
the Pilot?

Has the Pilot:

1- Provided the latest information on tides and currents to be expected in the area?
2- Provided the latest information on anticipated weather conditions?
3- Confirmed the status of port navigational aids?
4- Provided a mooring plan and tug plan?
5- Advised of expected traffic conditions for transit?
6- Advised of any special restrictions that apply for transit?
7- Have port reporting requirements been complied with and has it been confirmed if the Pilot or
ship’s staff will make reports?
8- Has the requirement to keep the forecastle manned and anchor state of readiness been
discussed and all local rules complied with?
9- Has the Under-Keel Clearance been calculated, discussed and agreed with the Pilot as safe for
transit?

Q-2, you are the master of the vessel expecting pilot. Enumerate your preparations and the
information’s you should exchange with the pilot. What instruction you should give your junior offices
on this matter,

Summon all deck officers and brief regarding approaching and receiving of pilot with the following
points.

1- First the approaches to pilot station, Communication with Pilot, Port and VTS should be done
and logged correctly.
Rajeewa S.W.Hewage
Batch-21
Master Class-1
2- Passage plan should be updated with latest information received from VTS/Pilot (If any
changes!). Check and familiarize with approaching passage plans such as Courses, W/O points, PI
areas, No Go areas, Abort Points, Depths relation to the available draft, Contingency anchorage
and plan, Buoys and fairway channels information, Conspicuous places for land fixes, tides and
currents, Under keel clearances and Shallow water effects can experience. Ect,,
3- Mooring Plan, any Special precautions to be taken.
4- Watch keeping schedules
5- Risk assessments for preparing pilot ladders, Tugs making fast, mooring stations, and Preparing
Gang Way.
6- Once the pilot on board, the pilot might be part of the Bridge Team, however, it is imperative to
remember that any error on behalf of the pilot doesn’t exonerate the Master from his
responsibilities. The pilot is merely an addition to the team and not absolute in command.
Therefore, the OOW should assist the Master in having a trouble free pilotage.

Prior to pilot boarding

1- Determine the correct expected time of arrival (ETA) to pilot with the VTS on the VHF. There are
numerous vessels (especially in high concentration areas, and they, almost always, require
pilots. Hence it is important to know the exact time of arrival and adhere to schedule. Log all
communications.
2- Rig pilot ladder, observing strict standards of safety. The VTS generally informs as to which side
the pilot will be boarding from and the requirement of height above water; also, rig gangway
(combination) if asked for. The pilot ladder should be arranged as per the instructions given with
all safety measures on standby (life jackets, life buoy, handheld VHF etc.).
3- Check if all the required equipment are up and running. Synchronize clocks. Keep both radars
ready and working. Put echo sounder on to constantly monitor the UKC. Adjust squelch and
volume controls of the VHF for clear communication. Keep the appropriate (large scale) charts
ready for plotting.
4- Mater/Pilot exchange forms prepared.
5- Inform the Engine Control Room (ECR) of the arrival time.
6- Unless extremely necessary and urgent, suspend all work on deck and designate crew for
efficient pilotage. Get mooring equipment checked and ready. Advise crew of the time of arrival
at port and to be on ‘stand by’.
7- Engage manual steering prior to arrival of the pilot and give time to the helmsman to get
accustomed to it in his own way before he is instructed to maneuver.
8- Hoist the pilot flag

When Pilot Onboard

1- Despite the duties and obligations of a pilot, his presence on board does not relieve the master
or officer in charge of the watch from their duties or obligations for the safety of the ship
2- After ushering in the pilot, once pleasantries have been exchanged with the Master, it is
generally the pilot who goes to instruct the helmsman about the course of action. Any specific
operational requirement by the Pilot, so long as the Master approves, is to be provided for.
3- The OOW should be observant of the helmsman. The crew might be overworked/fatigued in
which case the OOW should ensure that there is somebody else on standby to relieve him.
Rajeewa S.W.Hewage
Batch-21
Master Class-1
4- All the important navigational marks should be noted down in the Ship Maneuvering Book
correspondent to the chart or otherwise.
5- Ensure that the Pilot duly signs all the required forms. Needless to say, it is also required to get
the Master’s signature on all of them.
6- The position of the vessel should be plotted on the chart as deemed necessary by the Master. If
it is more than the OOW to handle all at once, he can always designate the Cadet to plot the
position.
7- If the vessel is proceeding to berth at the jetty, the OOW is to follow the Master’s instructions
with regard to the maneuvering speed and such other orders. Relayed to the Master by the
Pilot, those orders are immensely crucial to the safe berthing of the vessel. The OOW doesn’t
have to be concerned about the stations unnecessarily for that aspect is duly taken care of.

Pilot Away

1- The OOW should ensure that pilot exits safely. It is advisable to inform the crew a bit in advance
so they may have the ladder/combination ladder rigged on the required side.
2- As is with boarding the vessel, all safety measures should be adhered to.

Make sure all officers well understood and clarify that there is no any doubts regarding above. So
execute the plan and monitor, adjusted if required. Also keep updating team members regarding the
changes to the plan.