Document No:

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FEMFI-PACM-00
FAR EAST MARITIME FOUNDATION INCORPORATED

Practical Assessment Center (PAC) Manual CONTROLLED COPY

I. OBJECTIVES
To establish policies and guidelines in conducting Practical Assessment for
Management, Operational Level and Ratings for Marine Deck and Engine in accordance
with STCW Circular No. 2015-10.

II. SCOPE AND COVERAGE

The Practical Assessment shall be conducted by qualified and duly certified assessor
equipped with necessary knowledge, tools and instruments to conduct the practical
assessment. No Assessor shall be assigned to assess the graduates of the course he
himself conducted or facilitated.
These practical assessment guidelines is in accordance of the following approved STCW
MARINA Circulars:

 STCW Circular No: 2015-02 “Policies, Rules and Regulations on the Accreditation of
Practical Assessment Centers (PACs) in the conduct of assessment for the issuance
of certificates of competencies (COCs) for Marine Deck and Marine Engineer
Officers”. (Appendix A)

 STCW Circular No: 2014-08 “Mandatory Minimum Requirements for Examination,

Assessment, Licensing and Certification of Officer-In-Charge of a Navigational Watch
on ships of 500 gross tonnage or more”. (Appendix B)

 STCW Circular No: 2015-08 "Mandatory Minimum requirements for Education,

Training, Examination, Assessment and Certification of Ratings Forming Part of a
Watch in Manned Engine Room or Designated to perform duties in a periodically
unmanned Engine-Room on a seagoing ship powered by main propulsion of 750 kw
propulsion power or more". (Appendix C)

 STCW Circular No: 2015-10 "Policies, Rules and Regulations on the Accreditation of
Assessment Centers (AC's) for the conduct of Theoretical Examination and Practical
Assessment. (Appendix D)
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III. DEFINITON OF TERMS

Practical Assessment Center (PAC) is defined as an institution recognized and approved
by MARINA STCW Office for the purpose of conducting Practical Assessment for
Management, Operational Level and Ratings for Marine Deck and Engine Candidates for
COE, COP, & COC;
Examination and Assessment Division (EAD) means the Division under the STCW Office
of MARINA, tasked to properly and efficiently implement examination and assessment
standard and procedures in full compliance with the STCW, as amended, to ensure the
qualifications of seafarers for the purpose of certification by the Administration;
Seafarers Certification System (SCS) refers to the MARINA Seafarers Certification
System, where all the relevant data and documentary evidence relating to the issuance
of the seafarer’s STCW Certificates (COC, COP, COE) are systematically organized, and
where all approved providers of such data and documentary evidence must be enrolled
in order for the Administration to validate the authenticity of such;
Assessment Certificate means the documents prepared by FEMFI and certified by the
MARINA Assessor – Examination and Assessment Division to the Seafarers by virtue of
accreditation given by the MARINA and shall serve as evidence that seafarer have met
the competence requirements under the STCW Code.

Candidate means any seafarer who intends to undergo assessment of competence to

qualify for certification.

Assessor refers to FEMFI designated and approved Assessor who is equipped with
necessary tools knowledge and skills to conduct the assessment and has attended the
IMO Model Course 3.12 – Assessors Course and IMO Model Course 6.10 – Instructor and
Assessor Simulator Based Training.

Passing Candidate refers to the Assesse who successfully and clearly demonstrated the
abilities, skills and competence required as against those specified in the competence
table or the objectives of the course program attended and completed and shall be
given the passing mark.

Failure Candidate refers to the Assessee who was not able to clearly demonstrate the
abilities, skills and competence stipulated on the table of competency or the objectives
and shall not be given the passing mark.
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Candidate with Incomplete Requirements refer to Seafarers applying for assessment

whose documentary evidences presented are not complete and shall be considered not
qualified to undergo the assessment process until such time that required and validated
documentations are complied and presented.

Re-sit - means taking again the practical assessment, due to previous failure.

PAD-ML – Practical Assessment Deck Management Level - Assessment of practical

skills in navigation often involves the testing of competencies, that is, where a
satisfactory performance is essential in terms of safety and/or the successful
completion of a particular task.

PAE- ML – Practical Assessment Engine Management Level - Assessment of practical

skills in Engine often involves the testing of competencies, that is, where a satisfactory
performance is essential in terms of safety and/or the successful completion of a
particular task.

PAD–OIC- Practical Assessment Officer in charge of a Navigational Watch - A deck

officer in the operational level who has a direct control over the performance of all
functions within the designated area of responsibility in accordance with proper
procedures and under the direction of the master or chief mate for that responsibility.

PAD-Ratings- Practical Assessment Deck Ratings - Assessment of practical skills in

Deck for the member of the ship’s crew other than the master or an officer, often
involves the testing of competencies, that is, where a satisfactory performance is
essential in terms of safety and/or the successful completion of a particular task.

PAE-Ratings- Practical Assessment Engine Ratings - Assessment of practical skills in

Engine for the member of the ship’s crew other than the Master or an officer, often
involves the testing of competencies, that is, where a satisfactory performance is
essential in terms of safety and/or the successful completion of a particular task.
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IV. GENERAL PROVISIONS

FAR EAST MARITIME FOUNDATION, INC. (FEMFI) is an accredited entity or recognized
Practical Assessment Center of MARINA which shall conduct a Practical Assessment of
seafarers.
MARINA through Examination and Assessment Division shall provide PAC’s with the list
of qualified candidates for assessment.
Practical Assessment Certificates shall be signed by the accredited Assessor of the PAC
and a duty BOMDO, BOMEO, BODRA and BOERA member.

V. QUALIFICATION OF THE ASSESSORS

Revised rules on the accreditation of Instructors, Supervisors and Assessors as per

MARINA Circular No. 2014-04.
Pursuant to R.A. 10635 and its Implementing Rules and Regulations (IRR) and the 1978
International Convention on Standards of Training, Certification and Watchkeeping
(STCW), as amended; the following rules shall be adopted: (Please see attached STCW
Circular No. 2014-04, General Provisions 4.1 to 4.9)
Below are sets of requirements to be accredited by MARINA as Instructor/Assessor.

1. Minimum of 12 months sea service performing functions appropriate to the

Certificate, for assessing Operational Level of Competencies.

2. Certificated on IMO Model Courses 3.12 "Assessor's Training"

3. Certificated on IMO Model Course 6.10 "Simulator Instructor's and Assessors

Training Course"

4. Certificate in Operational Use of Simulator provided by the manufacturer or supplier.

The Training Manager shall issue an appointment of the accredited Assessor to

administer the assessment. The Assessor shall coordinate with the Document
Controller to secure the assessment tools. The Assessor is responsible to conduct
assessment process.
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VI. PRACTICAL ASSESSMENT INSTRUMENT

A. ORGANIZATIONAL STRUCTURE

1. The institution has established the organizational structure which is composed

of competent personnel, vested with authority for the conduct, monitoring,
control and maintenance of the Theoretical and Practical Assessment.
(see organizational structure)

1.1 The President and Chairman of the Board

1.2 Vice President and Chief Executive Officer
1.3 QMS Manager
1.5 Training Manager
1.6 Instructor and Assessor
1.7 Document Controller
1.8 IT Staff
1.9 Liaison Officer
1.10 Maintenance Staff

B. DESIGN AND DEVELOPMENT OF THE ASSESSMENT TOOLS

1. The Training Manager shall collaborate with the Assessor/Subject Matter
Expert in creating a scenario. The prepared scenario shall be rectified by
the subject matter experts in the process of practical assessment.
1.1 The scenario (Practical Assessment of Competence for DECK and
ENGINE OIC and Ratings) should assess the skills, ability and analytical
capability of the assesse. To ensure that this objective is met, grading
system should be prepared and used.
1.2 The components of the Assessment Tools shall be composed of Title
Page of Scenario with Function and Competence, Instructions to
Assessor, Instructions to Examinee, Simulator Practical Assessment
Result Print-out, Trainee Event Log Print-out, Standard Action Key and
Simulator Exercise Validation Report.
1.3 To establish the accuracy of rating/grade, Practical Assessment Form
which contains the criteria for grading and rating system shall be
developed for each level (Management, Operational and Support).
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1.4 The objective is to be more specific in assessing the competency

required to seafarer whatever function he may perform on-board.

C. REVIEW AND REVISION

1. The Training Manager, Instructor, Assessor, and Subject Matter Expert shall
review and recommend relevant changes and alteration in the assessment
tools.

2. To ensure the effectiveness of the assessment tools, the subject matter

experts shall conduct item analysis through Summary in Validation of the
Practical Assessment Tool on a yearly basis. The result of such activity shall be
tabulated and analyzed per course. This aims to assess the applicability,
alignment and difficulty level of each assessment tools.

3. Annual review of assessment tools through the result of item analysis shall
be conducted and facilitated by the Training Manager. If revision of the
assessment tools found to be necessary, due to the result of analysis or
regulatory requirements, the Training Manager shall coordinate with the
subject matter experts for the further development.

4. This activity shall be documented through the following;

a. Sample of Tested and Validated Assessment Tools
b. Table of Specification
c. Item Analysis Result
d. Summary of Recommendations

D. TESTING AND VALIDATION

1. Newly revised or developed and approved assessment tools shall be tested and
validated by the Training Manager, Instructor, Assessor and Subject Matter Expert
through pilot testing prior to its implementation.
2. The Training Manager shall spearhead the testing and validation. The assessment
tools shall be reproduced in a controlled manner. Each assessment tools should be
marked with the word “FOR TESTING AND VALIDATION ONLY” to avoid
inappropriate use, reproduction and distribution.
3. Communication shall be issued to all participants through a memorandum to
determine the legitimacy of the activity.
4. This activity shall be fully documented through a validation report and the use of
testing and validation form.
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5. The prepared scenario shall be performed by the assesse in the process of the
practical assessment prior to implementation through a pilot test. Pilot test shall
be evaluated by;

 Training Manager
 Assessor
 Subject Matter Expert
 IT Staff
 Assesse

6. In the conduct of the pilot testing, Quality System Standard on Assessment shall
be observed

7. During the activity the Training Manager and the Subject Matter Expert shall
record their observation, in the pilot test evaluation form.

8. After the activity, the assesse shall evaluate the entire process of the assessment.

9. Data of the pilot test shall be gathered for analysis; the result of the analysis shall
be discussed with the assessment development team for the required revision and
changes. Minutes of the discussion shall be documented for reference purposes.

10. This activity shall be fully documented through a validation report and the use of
testing and validation form.

E. APPROVAL
1. Once the assessment tools revision, development, testing and validation report
was submitted, the Vice-President and Chief Executive Officer shall approved the
Document Approval Request Form (DARF) and issue a memorandum to all
concerned staff for the official use and implementation.

2. The Training Manager shall instruct the Document Controller to reproduce the
new assessment tools in a controlled manner. Reproduction specification shall
become part of the instruction. This activity can be documented through a memo
or a request.
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F. CONDUCT ADMINISTRATION AND FAMILIARIZATION

As per STCW Circular 2015-08, the following hereby adopted:

During Examination:
 Report to the assessment venue at least 30 minutes prior to schedule;
 Follow the instructions of the authorized MARINA personnel or
accredited assessor;
 Take the assessment only for the competences indicated;
 Complete the examination in every competence indicated within the time
allowed; and
 Not leave the assessment premises until after taking the assessment, as
scheduled.

After the Examination:

 Secure his ratings in the various competences;
 Note the competences with a failing mark, if any; and
 Schedule for re-sit, if necessary; or
 Schedule other competences not yet taken, if necessary,
 Secure “certificate as ratings under training” after successful passing.

1. Specifics in the Conduct of Screening and Admission of Candidates for

Training/Assessment

1.1 In-house Candidates for Institutional Assessment (Training)

1.1.1 The Registration Department shall consolidate the training

report from the Instructor to determine if the candidates
successfully completed the training requirement or passed
the institutional assessment.

Trainees with passing grade shall be the only qualified for

the assessment process.

1.1.2 The List of the candidates shall be confirmed by securing

the approval and review of the Training Manager. Once
approved the candidates shall be advice to fill-up
assessment application form at the Registrar’s office.

1.1.3 Candidates shall be required to fill-up the assessment

application form and shall write their name in the
assessment register/form.
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1.2 Admission of Walk-in Assessee / Candidates for MARINA

1.2.1 Documenting of pertinent data of students

1.2.1.1 Registrar validates the permit from regulatory agency

(MARINA) presented by the candidates.

1.2.1.2 Candidate will accomplish the assessment application

form and submit to the Registrar or designated clerk
for verification. The candidate shall write his name in
the assessment register/form.

1.2.1.3 Data to be accomplished includes:

(a) The candidate will accomplish all the required

entries in the form. (see Enrollment Form)

(b) All required information must be filled-in and

verified prior to the schedule of assessment and
payment.

(c) The Registrar shall advise the candidate

regarding the schedule of assessment.

1.2.2 Checking / Verifying Identities:

1.2.2.1 To ensure the identity and accuracy of data, the

Registrar shall verify the identity though the
following.
(a) Seaman Book & SRN from MARINA
(b) POEA Seafarer’s Registration Certificate
(c) Used / Valid Passport; PRC License
(d) Driver’s License; SSS Membership

1.2.3 Ensuring that Assessment Entry Requirements are met

1.2.3.1 Hence that all candidate are screened by MARINA,

the Registrar shall secure all the documentation
requirements as mandated by MARINA or as
prescribed by STCW standard.
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Documents as required by the Institution as per QMS

shall be also secured in reference with ISO 9001:2015
standard.

1.2.4 Submission of list of candidates for assessment and

assessment result to the STCWO

1.2.4.1 The Registrar shall consolidate the practical

assessment report from the assessor to determine if
the candidates were successfully completed the
training and assessment requirements.

1.2.4.2 The List of the candidates shall be confirmed by

securing the review and approval of the Training
Manager. Once reviewed and approved, the
Registrar shall coordinate with the Liaison Staff for
the submission of the Master List of Assesse a day
before the schedule. Two copies will be issued, the
original shall be submitted to STCWO and the photo
copy will be the receiving copy for filing and future
reference.

1.2.4.3 The result of the assessment result shall be

consolidated by the Registrar, signature of the
Assessor and authorized managers shall be secured
prior to the submission to STCWO, receiving copy
shall also be secured.

1.2.5 Conduct of the familiarization on the simulator

1.2.5.1 The assessor shall conduct a short orientation which

discusses the following but not limited to:
a. House Rules and Facilities
b. Emergency Response Activities
c. Checking of attendance
d. Grading System
e. Administration of Practical Assessment
f. Do’s and Don’ts inside the Assessment Room/Area
g. Use of Equipment Safety Manuals
h. Equipment Location and Types
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1.2.5.2 Violation of the Assessment Rules shall be dealt with

accordingly. The Assessor in coordination with
Training Manager shall exercise necessary measures
to correct the issue.

1.2.5.3 Damages incurred during the Practical Assessment

should be reported to the Training Manager.
Investigation and Root Cause Analysis shall be
conducted to identify corrective measures. CAPA
shall be verified as well.

1.2.6 Test Administration/Conduct of Assessment

1.2.6.1 The Assessor shall be given an Assessor’s Copy for

administration of the assessment according to
assessment system standard.

1.2.6.2 During the practical assessment, the Assessor shall

use the Assessor’s Copy and the designed
assessment rubrics or criteria.

1.2.6.3 The candidates shall be assessed with his knowledge

understanding and proficiency through scenarios,
situations and assessment criteria as prescribed by
STCW Standard.

1.2.6.4 Candidate’s performance shall be recorded in the

PAR. In order to pass the practical assessment and
secure the certification, the candidate should get
the passing percentage in all criteria based on the
following STCW Circulars:
 STCW Circular 2015-06, Annex IX for Deck
Ratings;
 STCW Circular 2015-08, Annex IX for Engine
Ratings;
 STCW Circular 2014-08, Annex 2 for OIC-Deck;
 STCW Circular 2014-09, Annex 2 for OIC-
Engine;
 STCW Circular 2014-13, Annex 2 for Chief
Engineer;
 STCW Circular 2014-10, Annex 2 for Chief
Mate; and
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 STCW Circular 2014-12, Annex 2 for Master

Otherwise, the candidate shall be repeated or

must re-sit the competence in the assessment
he got below passing percentage.

1.2.6.5 Practical Assessment Report (PAR) shall be used as

the rating sheet of the candidate. PAR criteria shall
be accomplished based on the assessment rubrics
written in the Assessor’s Copy.

1.2.6.6 In case the candidate/s was not able to perform the

task/scenario correctly, the Assessor shall give the
candidate/s a chance to review. However he will take
the failed part of the scenario. If a candidate/s hardly
perform the task despite that they were given time
to review, the Assessor shall fail the candidate/s.

1.2.6.8 The Assessor shall submit the result and other

training documents to the Registrar.

1.2.6.9 The Training Manager shall check and review the

report for verifications for the generation of the
certificate and filing of documents.

Note: Please refer to the assessor’s guide for Assessors Action, Assessment Briefing, Simulator
Familiarization, Candidates Recommended Action, Assessment Debriefing, Practical
Assessment guidelines.

1.2.7 Re-sit for failing candidate

1.2.7.1 Candidates who failed Practical Assessment shall be

considered for re-sit.

1.2.7.2 Re-sit application process must be strictly observed,

such as;

a. The candidates shall file the Re-sit Application

form to the Registrar. The Registrar shall submit
the application to the Training Manager for
verification and approval. This aims to monitor
the three (3) take policy.
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b. The Registrar shall include the applicant in the

regular list of assesse.

c. Policy and procedures in the submission of list to

STCWO shall be observed.

d. If the 3-3 rule has been exhausted, the Registrar

shall advise the candidates to seek new permit
from Marina or re-process the application for
assessment.

1.2.8 Appeal for Un-satisfactory Assessment Results

1.2.8.1 If in case the candidate is not satisfied with the result

of the practical assessment or he/she doubted the
integrity of the process/conduct of the practical
assessment, the candidate shall request for
assessment process review to the Training Manager.

1.2.8.2 Review request through a letter shall be submitted

to the Training Manager

1.2.8.3 The request shall be approved by the Training

Manager to preserve and the observance of the
confidentiality of the process and information
contained in the simulator facility

1.2.8.4 The Training Manager shall review the practical

assessment result and the process undertaken and
any information related to the request,

1.2.8.5 Review report must fully signed by the candidate to

signify the authenticity of the report and that he
waived his claims and appeals.

1.2.9 Ensuring independence of Practical Assessment

1.2.9.1 To establish the independence of the Practical

Assessment. It shall be conducted in a different
schedule with the Training. These shall be conducted
by a separate Assessor and venue.
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1.2.9.2 During the Practical Assessment, the Assessor shall

not allow the candidate to choose the scenario or
shall not be assigned if automation is not possible.
The Practical Test shall be administered in the
simulation room. In the same manner the Assessor
shall use the Practical Assessment Form to rate the
performance of the candidate based on the chosen
scenario.

1.2.10 Documentation Requirements

The Registrar and the QSM shall collaborate with the

documentation process.

The Registrar shall consolidate all candidates’ records,

assessment evidences and among others for
documentation process.

A. Registration
a) Enrollment Form
b) Permit
c) Candidate’s Registration
d) Enrollment Report
e) Copy of Certificate of Completion

B. Practical Assessment
a) Attendance Sheet
b) Examination Result
c) Grades/Record
d) List of Passing Candidates

C. Reporting/Submission to MARINA
a) Assessment Application
b) Permit (MARINA)
c) Copy of Enrollment Report
d) Completion Report
e) Assessment/Scenario Report
f) Summary Report
g) Re-sit Application
h) Statement of Fact
i) Summary Report
j) Practical Assessment Report
k) Certificate of Completion
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Note: Documentation requirement of the regulatory body shall be observed by the Far East
Maritime Foundation Incorporated.

G. SCORING AND GRADING SYSTEM

1. The Assessor shall be given an Assessor’s Copy for administration of the
assessment according to assessment system standard and shall use it and
the designed assessment rubrics or criteria during the practical
assessment.
2. The candidates shall be assessed with his knowledge understanding and
proficiency through scenarios, situations and assessment criteria as
prescribed by STCW Standard.
3. Candidate’s performance shall be logged in the Practical Assessment
Record (PAR).
4. Practical Assessment Record (PAR) shall be used as the rating sheet of
the assesse. PAR criteria shall be accomplished based on the assessment
grading system.
5. Guidelines on the given grades/score shall be in accordance of the
following adopted STCW Circulars:
b) STCW Circular 2015-06, Annex IX for Deck Ratings;
c) STCW Circular 2015-08, Annex IX for Engine Ratings;
d) STCW Circular 2014-08, Annex 2 for OIC-Deck;
e) STCW Circular 2014-09, Annex 2 for OIC-Engine;
f) STCW Circular 2014-13, Annex 2 for Chief Engineer;
g) STCW Circular 2014-10, Annex 2 for Chief Mate; and
h) STCW Circular 2014-12, Annex 2 for Master

Otherwise, the candidate shall be repeated or must re-sit the competence

in the assessment he got below passing percentage.

6.The Assessor shall submit the result and other training documents to the
Registrar.
7. The Training Manager shall check and review the report for verifications
for the generation of the certificate and filing of documents.
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H. CONTROL AND SECURITY OF PRACTICAL ASSESSMENT TOOLS

1. Internal control, monitoring and supervision of the conduct of assessment.

1.1 To ensure the authenticity and quality of the conduct of

examination/assessment, the following should be observed.

1.1.1 Each candidate shall be given a folder which contains scenario. In

the same manner computer generated scenario for each
candidate will be facilitated by the authorized Assessor.

1.1.2 Upon the instruction of the Assessor the examinee shall proceed
with the task.

1.1.3 Required time allotted shall be observed as provisioned by the

assessment.

1.1.4 Practical Assessment Report shall be used to record the result of

the candidate’s assessment.

1.1.5 Each criterion should gain a passing percentage to successfully

secure the certification. (see Scoring and Grading System)

1.1.6 The result of the practical assessment shall be automatically

generated by the computer.

1.1.7 Failed competence shall be taken in accordance with the assigned

assessment schedule.

2. Maintenance and control of equipment in the conduct of assessment

2.1 FEMFI shall determines, provides and maintains proper infrastructure

and training facilities needed to achieve high standards of training and
assessment services which include:

2.1.1. Well planned and fitted Training, Assessment, and Offices

facilities, including associated utilities.

2.1.2 Process equipment such as hardware and software are

backed-up to date and accessible to operational data and
personnel files. Regular computer maintenance and back-up
system is observed. (see Maintenance Plan)
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2.1.3 Essential communication equipment for all operational

activities between Departments is available.

2.2 The Practical Assessment Center purchases quality equipment, facilities

and supplies to support training operations. The institute sources and
accredits capable suppliers to ensure quality of supplies.

2.2.1 To ensure that training, assessment materials and supplies are

available in the time of used, the Training Manager consolidates the

training requirements request a day before the conduct of the

training. This shall be prepared by the personnel in-charged a day or
before the training program starts. Certain level, number or amount
of stock is being maintained and controlled its availability at all times.

2.2.2 Classroom instructional and assessment equipment are installed

to quality training and assessment. Instructors and assessor were
trained and guided in the operation according to the documented
procedures and user’s manual.

2.2.3 The Training Manager in collaboration with the Property &

Maintenance Manager designs and implements the maintenance plan.

2.2.4 Maintenance Services which are beyond the capacity of the

center are performed by outsourced providers. Maintenance report is
being established to ensure that conduct of maintenance
requirements is consistently performed.

I. PAYMENT OF FEES

After the payment by the candidate, the cashier shall issue the official receipt and
instructed to report to the assigned assessor at the appropriate date and time.

J. MONITORING AND EVALUATION AS PRACTICAL ASSESSMENT

CENTER

1. As an authorized and recognized Practical Assessment Center, FAR EAST

MARITIME FOUNDATION, INC. (FEMFI) will provide full cooperation to
the MARINA STCW Office on surveillance or similar activities by providing
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all the necessary documents and making available all personnel involved
in the assessment for possible inquiry.

2.FEMFI will allow and cooperate for any unscheduled or unannounced

inspection to be conducted by the Surveillance Division of MARINA STCW
Office.

3.FEMFI shall report to the STCW Office any irregularity in the conduct of
the practical assessment with a statement of facts detailing the whole
incident and supported by documentary evidence.

4. FEMFI personnel and staff involved in the conduct of practical

assessment shall ensure the integrity and the honestly in conducting
assessment with the ultimate aim of producing highly competitive
seafarers

5.FEMFI management, the staff, designated Assessors shall not be related

by affinity or consanguinity up to the 4th degree to any of its practical
assessment candidates.

6. FEMFI shall ensure that all simulators and other equipment used in the
conduct of practical assessment are well-maintained and are in good
working condition.
Document No:
Rev: 00 Issue Date: Page 19 of 25
FEMFI-PACM-00
FAR EAST MARITIME FOUNDATION INCORPORATED

Practical Assessment Center (PAC) Manual CONTROLLED COPY

K. PROCESS FLOW DIAGRAM FOR THE CONDUCT OF PRACTICAL ASSESSMENT

1. Practical Assessment Organizational Structure

President &
Chairman of the Board

Vice President &

Chief Executive Officer

QMS
Manager

Training
Manager

Assistant Training
Manager
Training
Supervisor

Instructor/Assessor Assessor
(Familiarization) (Assessment)

Document Registration IT Liaison Maintenance

Controller Staff Technician Officer Staff
Document No:
Rev: 00 Issue Date: Page 20 of 25
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FAR EAST MARITIME FOUNDATION INCORPORATED

Practical Assessment Center (PAC) Manual CONTROLLED COPY

1.1 General Responsibility

a. President and Chairman of the Board – sets the direction of the

assessment operations, objectives, targets and plans in collaboration with
the top management. Monitors the general implementation of assessment
plans and policies. Reviews and approve operations proposal, projects and
recommendations for business and operations development.

b. Quality System Manager - responsible for the general implementation of

the Quality System Standard and Assessment System Manual. Facilitates
the review of the planned assessment operations target and objectives.
Participates in the conduct of the assessment tool and simulators
validation. Integrates the assessment tools development in the QSS and
ASM. Spearheads the management review, internal audit, gap analysis,
data analysis and verification of implemented CAPA. Prepares ISO, Marina
and regulatory compliance.

c. Document Controller – Prepares and develop IQA and Management review

plan and activities. Facilitates internal and external communications. Assist
the QMR in monitoring and implementing the QSS and ASM. Responsible
for the safekeeping of Quality Records and Documents. Assist in the ISO,
Marina and regulatory compliance.

d. Vice President and Chief Executive Officer – oversees the operations and
implementation of the quality objectives, targets and policy. Supervises the
review, validation and verification of assessment tools and equipment.
Spearheads the top management meetings for operations level.
Communicates third party audits and inspections to the management and
staff.

e. Training Manager – responsible for the monitoring of the conduct

assessment operation, the development, validation, review of the
assessment tools and the evaluation of the assessment operation.
Spearheads the design, development, validation and verification of the
assessment tools. Prepares recommendations for assessment operations
improvements. Develop equipment maintenance plan and its
implementation.

f. Training Supervisor– provides relevant support to the assessment team.

Monitors the maintenance of equipment plan and documentation.
Supervises the support operation in the registration and conduct of the
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Rev: 00 Issue Date: Page 21 of 25
FEMFI-PACM-00
FAR EAST MARITIME FOUNDATION INCORPORATED

Practical Assessment Center (PAC) Manual CONTROLLED COPY

assessment program. Ensures the availability of the assessment materials,

equipment and documentations requirements. Performs the monthly check
of the assessment tool, equipment and facility inventory.

g. Registrar – facilitates the registration admission of the candidates.

Maintains records of the assessment process. Prepares and communicates
with the assessment staff and candidates the assessment plan and
schedules. Facilitates the submission of assessment enrolment and reports
to Marina in collaborations with the liaison officer. Assists the applicants to
their queries and information requirements. Provides schedules for re-
sit/failed candidates.

h. Assessor –Conducts the preparations, briefing, orientation and assessment

process. Participates in the development, review, validation and verification
of the assessment tools. Reports simulation status before, during and at
the end of assessment process. Prepares documentation requirements and
assessment results for Marina submission and Institutional documentation
requirements.

i. IT Personnel - collaborates with the training director and assessor during

the assessment process. Assist the assessor in the development of the
assessment tool through computer system and simulation integration.
Facilitates the generation of assessment result from the computer system.
Ensures the availability of the simulation and assessment system.
Maintains and prepares the inventory of assessment simulation facility.

j. Liaison Officer – collaborates with the Training Manager and the Registrar
on Marina submission requirements. Prepares and checks the assessment
reports and documents prior to Marina submission. Liaises the regulatory
changes to the management. Secures copy of submission receiving reports
to regulatory bodies.

k. Maintenance Personnel - ensures the cleanliness and readiness of the

orientation and simulation room. Reports malfunctioning facility that
requires repair. Coordinates the status of the assessment facilities,
simulations and equipment.
Document No:
Rev: 00 Issue Date: Page 22 of 25
FEMFI-PACM-00
FAR EAST MARITIME FOUNDATION INCORPORATED

Practical Assessment Center (PAC) Manual CONTROLLED COPY

2. DESIGN AND DEVELOPMENT OF PRACTICAL ASSESSMENT TOOLS (Flow Chart)

Identification of
Scenario
Requirements

- MARINA Circulars Design and - Scenario Template

- STCW Standard/ - Review Result
Development of
Requirements -Validation/Pilot Testing
- Result of review and Practical
evaluation Assessment Tools Evaluation

Review of the
Scenario based on
Requirements

NO Re-formulation
Complia and Development
nt

YES

Validation/
Pilot Testing

NO Revision for
Complet Changes and
e Additional

YES

For
Implementation
Document No:
Rev: 00 Issue Date: Page 23 of 25
FEMFI-PACM-00
FAR EAST MARITIME FOUNDATION INCORPORATED

Practical Assessment Center (PAC) Manual CONTROLLED COPY

3. PROCESS FLOW DIAGRAM FOR PILOT TESTING

PREPARE FOR
Prepare for Pilot
PILOT TESTING
Testing

PILOT TESTING
Pilot BRIEFING
Testing Briefing
(CANDIDATES
(CandidatesFOR ASSESSMENT)
for Assessment)

Station Distribution

DEPLOY AND TEST THE

Deploy and Test the Scenario
SCENARIO

Evaluate the Scenario

IF NO Documents and
Do you need to change or configure the changes
revise the scenario?

IF YES

IF NO
Document the Result and
Submit to MARINA
Document No:
Rev: 00 Issue Date: Page 24 of 25
FEMFI-PACM-00
FAR EAST MARITIME FOUNDATION INCORPORATED

Practical Assessment Center (PAC) Manual CONTROLLED COPY

4. PROCESS FLOW DIAGRAM FOR THE CONDUCT OF PRACTICAL ASSESSMENT

Orientation and
Familiarization

Assessment Briefing

Bridge Simulator Station Distribution ERSStation

ERS Station
for Deck

Assignment
Assignment Distribution
Distribution

-Attendance
-Practical
-Attendance
Assessment Result

Assessment Proper Deck Ratings - 4

MLC/OLC Deck
(Execution and Engine Ratings - 4
MLC/OLC Engine
Monitoring)

Conduct debriefing at
the End of Assessment
Document No:
Rev: 00 Issue Date: Page 25 of 25
FEMFI-PACM-00
FAR EAST MARITIME FOUNDATION INCORPORATED

Practical Assessment Center (PAC) Manual CONTROLLED COPY

5. RE-SIT FLOW CHART

Fill-up
Application for
Re-Sit