SMM Foxtrot Ship ERM - Cleaned

Ship Emergency
Response Manual
SMM Foxtrot
Contents:
Section 4: Appointed Safety Officers
Section 5: Masters Responsibility and Authority
Section 8: Emergency Preparedness
Section 9: Non-Conformities, Accident and Hazardous Incidents
Ocean Youth Trust Scotland
For more information contact us:

Email: office@oytscotland.org.uk
www.oytscotland.org.uk
OYT Scotland is a Registered Charity, No. SC029531

4. Appointed Safety Officers
Contents
4.1 Designated Person Ashore Role ......................................... 4

4.2 Safety Committee Role ...................................................... 4
4.3 Duty Manager ................................................................... 4
4.3:1 Duty Manager Role ............................................................................................. 4
4.3:2 Duty Manager Incident Flowchart, including emergency response plan and
communication plan. ................................................................................................... 5
4.4 Duty Officer....................................................................... 6

4.4.1 Vessel Reporting Procedure Duty Officer/Duty Manager ................. 6
4.4.3 Long Range Reporting Procedure ..................................................... 9
4.4.3.1 Implementation ............................................................................................... 9
4.4.3.2 Action required by Skipper .............................................................................. 9
4.4.3.3 Action required by Duty Officer .................................................................... 10
4.4.3.4 Departure from Standard Reporting during Special Events .......................... 10
4.4.4 Repatriation Procedure (Young person over 18) .............................10
4.4.4:1 Young Person is under 16 years old .............................................................. 10
4.4.4:2 Young Person is over 16 years old and under 18 years ................................ 11
4.4.4:3 Crew members are over 18 ........................................................................... 12
4.4.4:4 Crew members remaining on-board ............................................................. 12
4.4.5 Summary of Safeguarding Policy .....................................................13
4.4.5:1 Introduction ................................................................................................... 13
4.4.5:2 Matters for concern....................................................................................... 13
4.4.5:3 What to do ..................................................................................................... 13
4.4.5:4 OYT Scotland Safeguarding Procedure Flow Chart ....................................... 14
4.5 Emergency Response Plan ................................................. 16

4.5:1 Introduction ....................................................................................16
April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 1

4.5:1.2 Incident Definitions: emergency or accident should be referred to as an incident.
................................................................................................................................... 16
4.5.1:3 Other Definitions ........................................................................................... 17
4.5.2 Duty Manager Role and Responsibilities .........................................18
4.5.3 Duty Officer Role and Responsibilities ............................................18
4.5.4 Definition of Duty Officer ................................................................19
4.5.5 Crew Recording ...............................................................................19
4.5.6 Monitoring of Vessel Movements ...................................................19
4.5.7 Vessel Overdue and Distress ...........................................................19
4.5.7:1 Reporting Log................................................................................................. 20
4.5.8 Overview of Emergency Response Teams Roles and Task ...............21
4.5.9 Emergency Response Plan Summary...............................................22
4.5:10 Category 1 .....................................................................................23
4.5:10.1 Vessel Emergency ........................................................................................ 23
4.5:10.2 Medical Emergency @ Sea (Cat 1) .............................................................. 25
4.5:10.3 Death On-board (Cat 1) ............................................................................... 26
4.5:10.4 Total loss of communication/missing vessel (Cat 1) ................................... 28
4.5:11 Category 2 .....................................................................................30
4.5:11.1 Medical Incident .......................................................................................... 30
4.5:12 Category 3 .....................................................................................32
4.5:12.1 Vessel Incident............................................................................................. 32
4.5:13 Category 4 .....................................................................................33
4.5:13.1 Technical problem on-board ....................................................................... 33
4.5:14 Category 1 to 4..............................................................................34
4.5:14.1 Unconfirmed Distress (could range from categories 1 to 4 depending on incident)
................................................................................................................................... 34
4.5.15 Category 5 .....................................................................................35
4.5.15.1 Young Persons Incident ............................................................................... 35
4.5.16 Category 6 .....................................................................................36
4.5.16.1 Office Support.............................................................................................. 36
4.5.17 OYT Scotland Incident Directory....................................................37
4.5.17:1 Port Contact numbers ................................................................................. 37

4.5.17:2 Local authority ............................................................................................. 38
4.5.17:4 Coastguard Phone Numbers........................................................................ 39
4.5.17:5 Other Numbers ............................................................................................ 39

4.1 Designated Person Ashore Role
The Designated Person Ashore has access to the highest level of management both ashore and on-board
the vessel and is a link between the vessels and the office within the trust.
The responsibilities of the Designated Person Ashore (DPA) include monitoring health, safety and
environmental aspect of the vessel operations. The DPA is the contact for any issues on-board the vessel
to do with health and safety or environmental concerns.
OYT Scotland shall ensure that adequate resources and shore based support are provided to enable the
DPA to carry out his/her SMS responsibilities as required. The DPA is the Chief Executive or his designated
deputy.
4.2 Safety Committee Role

The Safety Committee assists and advises the trust with safety management afloat and ashore and meets
on a quarterly basis or sooner if the need arises.
The Committee consists of the following members:

 Chairman
 Board Representative
 Chief Executive
 Other Members with appropriate expertise
 Sea Staff
4.3 Duty Manager

4.3:1 Duty Manager Role
The Duty Manager is the emergency contact for the Duty Officer and vessels, in exceptional circumstances.
The Duty Manager will be contacted by the Duty Officer if an incident needs more than monitoring. The
vessel Skipper along with the Duty Manager will make the decision as to how serious an incident is and
will assemble the Emergency Response Team, in proportion to the incident. The Flow chart in this section
shows process for an incident.

4.3:2 Duty Manager Incident Flowchart, including emergency response plan and
communication plan.
Incident
Vessel’s Skipper
Establish incident category
In exceptional
circumstances, the Duty Officer
Skipper will go directly
to the DM
Must Keep Each Other Informed
Duty Manager
Must keep DO informed
DO Join’s ERT Team, if possible
Establish Category
Assemble Emergency Response

Team
Implement
Communication Plan
SMM 8.2

4.4 Duty Officer
4.4.1 Vessel Reporting Procedure Duty Officer/Duty Manager
4.4.1:1 Aims
The Vessel Reporting and Duty Officer / Duty Manager System are designed to monitor vessel movements and
to provide 24 hour domestic support and 24 hour response and support to urgent or emergency situations
aboard OYT Scotland vessels. During vessel operations, the Duty Officer will be on call to:
 Have 24 hour access to the senior management team.

 Monitor the movements of vessels being operated by OYT Scotland, and the display of up to date
vessel tracking on the OYT Scotland web site.
 Initiate Emergency Response procedures in the event of a vessel becoming overdue/in distress.
 Establish 24 hour communications link to respond to urgent enquiries.
 Offer support to Skippers during normal operations.
 Respond to legitimate enquiries from next of kin.
To achieve these aims OYT Scotland has engaged a 24 hour answering service provided by the external agency
Page One.
OYT Scotland 24 hour Number: 07623 912543
4.41:2 Crew Recording

It is important to hold a correct up-to-date crew list ashore for all voyages, as it is a legal requirement for the
vessels and also those are the go to details in case of emergency.
Within 2 hours of the advertised start time of a new voyage and prior to the vessel sailing the Skipper is to
confirm that the crew list on the database corresponds with those who have joined the vessel. For all voyages,
Skippers will call the Duty Officer via the Page One answering service to confirm crew list amendment details
or to confirm the crew list is as per what has been issued. The Duty Officer will then update the office CRM at
the first opportunity.
Any differences to crew lists must be accounted for by phone report and outstanding Booking Forms e-
mailed to the OYT Scotland office prior to sailing by the Skipper and confirmed by the duty officer.
If confirming the crew on-board is as per the crew list, the Skipper will leave a short message to that effect
(specifying which boat, the date and time and confirming the total number of persons on-board).
The crew list is to be recorded in the vessels logbook together with total number on-board. Also write number
on-board onto laminated sheet beside VHF. A copy of the front page of the crew list to be kept in the back of
the logbook. The confidential section of the crew list to be kept in the Skipper’s cabin.
Any changes to the crew list including NOK information during a voyage are to be recorded in the vessels crew
list and reported promptly by phone to the Duty Officer.
4.4.1:3 Monitoring of Vessel Movements

The Trust’s vessels are equipped with AIS and Yellow Brick. Yellow Brick automatically sends a position report
every six hours, and the vessels latest position being displayed on the OYT Scotland website. Duty Officer

should check, and record the position of each vessel at least once every 24 hours in the log provided.
 On-board sea staff should make routine traffic calls to the Coastguard at every departure
and arrival of the vessel during a voyage, in addition to OYT Scotland automatic reporting
procedure.
If at any point the Yellow Brick system fails, or you are conducting an OYT Scotland voyage on a vessel without
Yellow Brick, then Skipper must phone or text position report at least once per day to Duty Officer, stating
current position and intentions for next 24hrs or if no phone signals use the satellite phone provided.
The final call made from the vessel must state that this is THE END OF VOYAGE CLOSE DOWN CALL and state
when the next planned call can be expected. This call is made to the Duty Officer Pager Number 07623
912543.
4.4.1:4 Vessel Overdue

Definition - A vessel shall be considered overdue if it has failed to make 1 regular vessel movement report. If
a vessel misses more than 1 automatic report then the Duty Officer will respond by initially attempting to
phone the vessel. If unable to raise the vessel by phone, the Duty Officer should contact the Duty Manager,
who will then decide if the incident shall be escalated.
4.4.1:5 Vessel in Distress or Need of Assistance

The Duty Officer will consider an OYT Scotland vessel to be in distress if:
 Overdue procedure has failed to satisfy Duty Officer that the vessel is safe.
 Search and Rescue Agency informs us that our vessel is in distress.
 Any other information from any source indicates our vessel is in distress or in need of assistance.
The Duty Officer should respond as per the Emergency Response Plan and contact the Duty Manager ASAP.
(See Section 4.2.1:6). A summary of the Emergency Response Plan is in the back of this file.
The Emergency Response Plan details the actions and responsibilities of the above mentioned personnel.
If there is any doubt about the safety of an OYT Scotland vessel the Duty Officer shall contact the Duty
Manager immediately.

4.4.1:6 Responding to an Incident
In the event of an incident, the Skipper should in the first instance report the incident to the Duty Officer by
phone ASAP. The Duty Officer must then inform the Duty Manager immediately. Below is a list of the Duty
Managers:
 Chief Executive Officer (Nick Fleming)

 Chairman of Training Committee (Malcolm MacArthur)
 Chairman of Safety Committee (Ian Nicholls)
 Finance Director (Sandy McNeill)
 All Staff Skippers (when ashore) (Craig McNeil, Stephen Morrison, Laura Robertson)
See Directory for Phone Numbers (also in Ship’s Papers in Skipper’s cabin)
4.4.1:7 Definition of Duty Officer

An OYT Scotland Duty Officer will be a nominated staff member or volunteer who has immediate access to a
land line or mobile phone 24 hours a day and holds current crew lists. He/she will have received appropriate
training.
A Duty Officer will be on call at all times with access to current crew lists, staff mobile numbers and voyage
programme. The Duty Officer MUST BE on shore in the UK (either aboard a Trust vessel or any other vessel is
not acceptable, with the exception of ferries).

4.4.3 Long Range Reporting Procedure
4.4.3.1 Implementation
This appendix states the reporting procedure to be employed when a vessel is undertaking a long voyage that
is expected to be out of mobile phone range. This procedure known as "Long Range Reporting Procedure"
should also be adopted during a normal voyage if, for whatever reason, standard reporting procedure is not
possible.
It is particularly important for the safety of the vessel that the Long Range Reporting Procedure is strictly
adhered to. SAR facilities and effectiveness becomes much reduced as a vessel proceeds further offshore. It is
vital that vessel movements are monitored closely by both OYT Scotland shore staff and Coastguard if a
satisfactory response to any emergency is to be achieved.
Standard reporting procedure is to be adopted wherever possible. Any change in status of the vessel's
communications should be included in the subsequent report e.g.:
 "Mobile phone out of range (or damaged) " to be included in position / TR report to Coastguard
 "VHF not working" to be included in report to OYT Scotland Duty Officer and Duty Manager.
4.4.3.2 Action required by Skipper
Start of Extended Voyage
Communications checks to be made before an extended voyage: (See Sea Trials Checklist Section
11: Documents)
 Mobile Phone (Test International call)
 Sat Phone (test)
 EPIRB (monthly test)
 Yellow Brick
 VHF’s
 And if Cat 0 voyage, SSB test transmission
On Passage
Standard reporting procedure should be followed, whenever possible until no longer in range then:
o Vessel to report to Coastguard once in every 24 hour period between 1200 and 1500 UT by
VHF or MF radio (Initial call 2182 kHz then 2596 kHz) passing the following information:
 Position of vessel (LAT + LONG) and time UT
 Heading (TRUE)
 Speed (over ground)
 Destination and ETA
On Arrival at Destination
 Close TR with Coastguard

 Report end of passage to OYT Scotland Safety Number by land line (or mobile phone if back
in range)
 Continue with standard reporting procedure

4.4.3.3 Action required by Duty Officer
Duty Officer to phone Duty Manager who in turn will contact the Coastguard by 1530 UT to obtain position
report by no later than 1600 UT.
4.4.3.4 Departure from Standard Reporting during Special Events
The procedure detailed in this manual may be altered when participating in events such as the Tall Ship's Race
where a suitable alternative is available.
Any such departure from OYT Scotland reporting procedure must be agreed with the Duty Manager in advance
including the dates and times of start and finish of such an event.
The Duty Manager will then be responsible for altering the standard reporting procedure for the relevant
period and notifying all concerned.
4.4.4 Repatriation Procedure (Young person over 18)

Sending a Trainee home should be a last resort, however there will be times where this cannot be avoided.
This being the case it is imperative that all attempts should be made to make this as positive an experience
for those leaving the vessel and those remaining on-board for the rest of the voyage.
Arrangements for those individuals who are leaving the boat early should be carried out in such a way that
their experience does not prejudice the options for taking part in future Ocean Youth Trust activities,
whether ashore or on-board. Some examples of situations that warrant young people leaving the boat are:
1. When the young person themselves, for whatever reason, is not fully engaged with the voyage
and request to leave.
2. When a situation at home requires that the young person leave the boat.
3. When a situation during the voyage warrants this action to be taken and where the young person
remaining on-board may jeopardise their safety or that of other crew members.
If a young person requests to leave the voyage, attempts should be made to positively resolve any issues
that are leading to this decision. However if this is not possible they should be fully involved in the decision
and arrangements for this to take place.
The final decision to send a young person home is that of the Skipper who has the option of discussing the
situation with sea staff and crew members as appropriate.
4.4.4:1 Young Person is under 16 years old
If a young person is under the age of 16 years, contact should be made with their shore contact as indicated
on the booking form. Negotiation should take place for this shore contact or another adult nominated by them
to come to the boat and take charge of the young person.
Prior to the young person leaving the boat, contact should be made with the responsible shore contact as
indicated on the booking form. Information leading to this decision and travel arrangements should be
discussed in full with the shore contact and a recording of the discussion should be written up, dated and
signed by the sea staff member who made contact.

If this situation occurs, as soon as the young person is handed over to the appropriate adult the responsibility
of care by OYT Scotland ends.
Prior to leaving the vessel, arrangements should be detailed in the vessels logbook and should be signed by
the Skipper, the young person and the adult accompanying them home.
If a shore based adult is unable to accompany the young person home, any young person under the age of 16
years must be accompanied by 2 responsible adults.
A responsible adult could be:
1. A member of Ocean Youth Trust Scotland.

2. A group leader who has accompanied the young person on-board.
3. A crew member over the age of 18 years (in exceptional circumstances only).
In all cases of a young person leaving the vessel an Incident Report Form should be completed, which cross
references to the relevant entries in the Log Book, and sent to the Chief Executive Officer as soon as
practicable. Every effort should be made for this to be sent to the Chief Executive Officer within 48 hours.
4.4.4:2 Young Person is over 16 years old and under 18 years
In the event of the trainee leaving the boat being over the age of 16 years, an assessment of emotional
maturity and/or mental age should be made by the Skipper including any potential risks of travelling
unaccompanied.
If the assessment concludes that it may not be appropriate, discussion by the Skipper with the onshore contact
as detailed in the booking form should take place and a decision should be made by that individual.
If the conclusion is that the young person requires escorting home the arrangements should follow as
indicated for those under 16 years old.
If the young person is travelling home alone, travel arrangements should be made prior to them leaving the
vessel and every effort should be made to ensure that the young person adheres to the pre-arranged travel
schedule.
Information leading to this decision and travel arrangements should be discussed in full with the group
leader/parent or guardian and a record of the discussion should be written up, dated and signed by the sea
staff member who made contact.
In all cases of a young person 16-18yrs leaving the vessel an Incident Report Form should be completed, which
cross references to the relevant entries in the Log Book, and should be sent to Duty Manager as soon as
practicable. Every effort should be made for this to be forwarded to the Chief Executive and the Safeguarding
Officer within 48 hours.

4.4.4:3 Crew members are over 18
Crew members over the age of 18 years should be deemed adults (unless considered a vulnerable adult) may
travel alone. Pre-arranged travel schedules should be made by Sea Staff.
Details should be entered into the Log Book and an Incident Report form sent to the Chief Executive Officer.
4.4.4:4 Crew members remaining on-board
Time out should be taken to address any unresolved issues or concerns with trainees, and if necessary, a
review and redefining of contracts, ground rules, and aims and objectives of the voyage, should be conducted.

4.4.5 Summary of Safeguarding Policy
4.4.5:1 Introduction
It is the policy of OYT Scotland to ensure that every young person and vulnerable adult who takes part in our
activities should be able to participate in a fun, safe and unique environment and be protected from neglect,
physical, sexual and emotional abuse.
Young people can come into contact with a range of OYT Scotland staff and volunteers in a variety of situations:
 On-board an OYT Scotland sailing vessel.

 During pre-voyage and post voyage meetings.
 Through involvement with Support Group activities.
 Through involvement of OYT Scotland national activities (e.g. seminars and gatherings).
Therefore every member of OYT Scotland staff and volunteer staff has a role to play in protecting young
people.
4.4.5:2 Matters for concern
Young people can be at risk through:

 Physical abuse
 Emotional abuse
 Sexual abuse
 Neglect
You may see or hear things, that make you worry about a child’s care, welfare or safety.
If you have such concerns you must do something about them.
4.4.5:3 What to do
Specific guidance is given within the OYT Scotland Child & Vulnerable Adult Protection Policy. All staff and
volunteers should familiarise themselves with this document. As a minimum staff should:
 Ensure the young person is not at any immediate RISK

 Not make promises you cannot keep
 Explain that you have to tell other people
 Listen to what is being said
 Observe what is happening
 Write down exactly what you see and hear
 Report exactly what you see and hear to the Skipper or person in charge of activity
CONFIDENTIALITY MUST BE UPHELD AT ALL TIMES

1. LISTEN
4.4.5:4 OYT Scotland Safeguarding Procedure Flow Chart
2. RECORD
Flowchart: On Vessel
3. REPORT TO
SKIPPER
NAME, ADDRESS, DoB
If allegation is
(important),
made in relation 4. MAKE SURE NATURE OF INCIDENT,
to the Skipper ACCURATE RECORD IS CHILD’S ACCOUNT IF CAN
go to - MADE BE GIVEN
(Do not ask young person
PHONE DUTY MANAGER to repeat ‘story’ unduly)
RECORD ACTION TAKEN
SIGN & DATE
KEEP COPY OF REPORT
COPY OF REPORT TO CHIEF EXEC and SAFEGUARDING COMMITTEE

DUTY MANAGER RECEIVES CALL FROM
Flowchart: On Shore VESSEL OR DUTY OFFICER
P COPY OF REPORT,
COPY OF REPORT
FORWARDED TO CE
NOTIFY CHIEF TAKE RECORD OF NOTIFY
EXECUTIVE DISCUSSION SAFEGUARDING OFFICER
P
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CONTACT CREW MEMBERS IF NOT
O APPROPRIATE OR
P
SHORE CONTACT UNAVAILABLE
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4.5 Emergency Response Plan
4.5:1 Introduction
These guidelines are designed to minimise the impact of any incident and protect the interests of the crew, their
relatives and OYT Scotland.
An emergency or accident should be referred to as an incident.
Should an incident occur the safety of the yacht and those on-board remains the irrevocable responsibility of the
Skipper. He/she will manage the situation bearing in mind the conditions at the time.
In the event of an incident, the OYT Scotland Communication Plan is followed under the direction of the individual
leading the Emergency Response Team.
The Skipper along with the Duty Manager will make the decision as to how serious an incident is and therefore how
it should be categorised. The Duty Manager will assemble the Emergency Response Team, in proportion to the
incident.
It is important that the OYT Scotland knows where each vessel is at all times. Our OYT Scotland Duty Officer
maintains a record of each vessels position. It is therefore important that the vessels keep their ‘Yellowbrick’ tracker
switched on and charged up at all times.
4.5:1.2 Incident Definitions: emergency or accident should be referred to as an incident.
The category rating is to enable the appropriate personnel to be quickly involved in handling an incident. Categorisation
and definition of emergencies on-board OYT Scotland vessels.
In categories 1, 2, 3… there should be an immediate response from the Duty Officer and Duty Manager.
In categories 4, 5… the response time should be within 30 minutes from the call to the Duty Officer/Duty Manager.
In category 6… the response time should be within 1 hour from the call to the Duty Officer
Category 1: Vessel Emergency/ Death on-board/ total loss of communication with the vessel
A situation that is considered to be life threatening.
Category 2: Medical Incident
A situation that is not immediately life threatening to an individual or a medical incident, which
could escalate into an emergency. The death or serious injury of a sea staff or crew member’s
family ashore.
Category 3: Vessel Incident
A situation that is not immediately life threatening to the vessel, but which could escalate into
an emergency i.e. becomes a Category 1 incident.
Additionally, there are other incidents which are not necessarily handled as emergencies. These include:

Category 4: A Technical Problem
A problem on-board, which although not considered an incident, may be improved with specialist
support/advice from Duty Manager/Duty Officer.
Category 5: Young Persons Incident
A situation which may require sensitive communication with the vessel including an incident
ashore or where support/advice is needed from the Duty Officer, the Safeguarding Officer, a
Youth Worker, the Police or a Medical Advisor.
Category 6: Other Contingencies
A situation which may require shore side support from the office or duty officer.
4.5.1:3 Other Definitions

The organisation responsible for the safe operation of sail training voyages, including the safety of the crew on-board,
and the safety of the vessels.
Office contact details:

Victoria House,
5 East Blackhall Street,
Greenock,
PA15 1HD.
Tel: 01475 722 722

Email: office@oytscotland.org.uk
24 Hour Emergency Contact Messaging Service (during sailing season): 07623 912 543
MRCC
Coastguard- Maritime Rescue and Coordination centres. Coordinates search and rescue. The vessel will inform the
coastguard if they are in distress or requiring assistance. Vessels also open and close Traffic Reports with the
coastguard (including information of where they departed, their destination, and estimated time of arrival and the
number of persons on-board). If an incident occurs and the vessel cannot be contacted, the coastguard can be
contacted to find where the vessel is heading and numbers of people on-board. It could be from the MRCC rather
than the vessels that the office is informed of an incident occurring.
MRCC Aberdeen – 01224 592334 - covers the area from South of Brora (NC 894 027) to Scotland/England Border
(NT980 576)
MRCC Belfast – 028 9146 3933 - covers the area between the Northern Ireland-Irish Republic borders at Lough Foyle
and Carlingford Lough. Mull of Galloway to Ardfern, including the islands (North to and including Jura and Colonsay)
MRCC Shetland – 01595 692976 - covers the Shetland Islands, Fair Isle and Orkney Islands and mainland Scotland
from Cape Wrath to South of Brora (NC 894 027)
MRCC Stornoway – 018 5170 2013 / 018 5170 2014 - covers the area from Cape Wrath to Ardfern (Mainland)
including South to and including Isle of Mull, Luing and Scarba Barra Head to Butt of Lewis and St Kilda

MAIB
Marine Accident Investigation Branch: Investigates accidents and incidents that happen at sea. They must be informed
if an incident occurs so they can begin investigating it immediately. MAIB Accident Reporting line: 023 8023 2527.
Chief Executive
OYT Scotland’s Chief Executive makes the decisions when handling an emergency situation and delegates the Duty
Manager to manage the Emergency Response Teams. The Chief Executive will be constantly updated with progress
of the handling of any incident and will decide on any course of action that needs to be taken, ensuring the correct
authorities are notified of an incident and keeping the interests of the people involved in the incident and OYT Scotland
paramount. If the Chief Executive is unavailable when an incident occurs, his role is tasked to the Finance Director.
Duty Officer
The OYT Scotland Duty Officer shall provide a link between the OYT Scotland and those on-board our vessels and
routinely monitor vessel movements and personnel. The Duty Officer shall have direct access to the highest level of
management. They can be contacted 24 hours a day via the Emergency Contact messaging number.
Designated Person Ashore
To ensure the safe operation of each vessel, the responsibility and authority of the safety officer should include
monitoring the safety and pollution prevention aspects of the operation of each vessel and ensure that adequate
resources and shore based support are applied when required. The routine monitoring of the vessel movements and
personnel shall be delegated by the DPA to the Duty Officer. The Duty Manager shall oversee the Duty Officer. The
role of the OYT Scotland DPA is tasked to the Chief Executive Officer.
4.5.2 Duty Manager Role and Responsibilities

The Duty Manager system is designed response to urgent or emergency situations aboard OYT Scotland vessels
The Duty Manager, along with the Skipper, will make the decision as to how serious an incident is and therefore how
it should be categorised. The Duty Manager will assemble the Emergency Response Team, in proportion to the
incident.
4.5.3 Duty Officer Role and Responsibilities

The Vessel Reporting and Duty Officer System are designed to monitor vessel movements and to initiate 24 hour
response to urgent or emergency situations aboard OYT Scotland vessels by contacting the Duty Manager. During
vessel operations, the Duty Officer will be on call to:
o Have 24 hour access to the names, addresses and next of kin (NOK) details of all persons sailing on-board OYT
Scotland vessels.
o Monitor and record the safe movements of vessels being operated by OYT Scotland, and display of up to date
vessel tracking on the OYT Scotland website.
o Establish 24 hour communications link to respond to urgent enquiries.
o Respond to legitimate non urgent enquiries from parents, guardians and group leaders.
To achieve these aims OYT Scotland has engaged an on-going 24 hour answering service provided by the external
agency Page One.
OYT Scotland 24 hour Number (paging service): 07623 912543

4.5.4 Definition of Duty Officer
An OYT Scotland Duty Officer will be a nominated staff member or volunteer who has immediate access to a land line
or mobile phone 24 hours a day and holds current crew lists.
A Duty Officer will be on call at all times with access to current crew lists and staff mobile numbers. The Duty Officer
MUST BE on shore in the UK; either aboard a Trust vessel or any other vessel is not acceptable, this is with the exception
of ferries.
4.5.5 Crew Recording

Within 2 hours of the advertised start time of a new voyage and prior to the vessel sailing the Skipper is to confirm
that the crew list on the database corresponds with those who have joined the vessel. For all voyages, Skippers will
call the duty officer via the 24 hour number 07623 912543 and confirm crew list details. The Duty Officer will then
update the office at the first opportunity.
Any differences to crew lists must be accounted for by phone report and outstanding booking forms mailed to the OYT
Scotland office prior to sailing.
If confirming the crew on-board is as per the crew list, leave a short message to that effect (specifying which boat, and
the date and time and confirming the total number of persons on-board).
Any changes to the crew list including Next Of Kin (NOK) information during a voyage are to be recorded in the vessels
logbook and reported promptly by phone to the Duty Officer via the 24 hour number 07623 912543. The Duty Officer
will then update the office at the first opportunity.
4.5.6 Monitoring of Vessel Movements

The Trust’s vessels are equipped with yellow brick & AIS tracking. These devices automatically send a position report
every six hours, with the vessels latest position being displayed on the OYT Scotland website. Duty Officer should check
and record the position of each vessel at least once every 24 hours.
If at any point the automatic yellow brick system fails the Skipper must phone in a position report at least once per
day to Duty Officer, stating current position and intentions for next 24hrs.
The final call made from the vessel must state that this is THE END OF VOYAGE CLOSE DOWN CALL and state when the
next planned call can be expected. This can only be the case when the vessel is not to be moved and all activities on-
board are of a low risk. This call is made to the Duty Officer.
4.5.7 Vessel Overdue and Distress

A vessel shall be considered overdue if it has failed to make a regular Vessel movement report. If a vessel misses more
than 1 automatic report then the duty officer will respond by initially attempting to phone the vessel. If unable to raise
the vessel by phone, the Duty Officer will respond as per the Emergency Response Plan.
Should the Duty Officer be informed of a vessel in distress, they should immediately respond as per the Emergency
Response Plan.
If there is any doubt about the safety of an OYT Scotland vessel the Duty Officer should inform the Duty Manager
immediately.

4.5.7:1 Reporting Log
Duty Officer Check Sheet
Pager System Updated Yellow Brick Reset

Check with Operations Administrator to make sure these have been updated
Voyage No / Crew List Updates:

Name:
Position Date Time Comments including Boat interactions
DAY 1
DAY 2
DAY 3
DAY 4
DAY 5
DAY 6
DAY 7

4.5.8 Overview of Emergency Response Teams Roles and Task
Duty Managers
•Decision Making: CEO
•Back Up: Duty Managers
•Assemble Emergency Response Team
Vessel Team
•Skipper/Mate/Sea Staff/Group Leaders
•Issue MAYDAY if appropriate, establish control and category
•Record everything in ships log/boat phones
•Photographic evidence
•Incident report
•Witness statements
•News/mobile embargo/boat phones
On Scene Team
•Fed from main teams & local volunteers
•Travel to vessel
•Travel to anywhere else required
•Complete press interviews on scene
•Relief and support staff
Vessel Support Team
•Training Committee Chairman/Safety Committee Chairman
(backup)/Development Officer/Safeguarding Officer/Safeguarding
Committee Chair
•Establish communication with skipper, MRCC, MAIB.
•Contact vessel
•Repatriation
•Child Protection
•Salvage/towage/repair
•Ensure vessel have completed paperwork
Media and PR Team
•Fundraising Officers/Chairman/Board Member with media experience
/Development Officer
•Communication plan
•Next of kin - development officer 1 or 2
•Police CE/Chairman + Duty Manager
•Approve and issue holding statements
•Patrons
•Ambassadors
•Funders
•Members
•Public press statements
•Website/mobile phones/social media
Administration Team
• Admin Officer(s)/ Office Manager (back up)/ Board member/ Duty
Officer(s)/ Administration Assistant
• Incident Log
• Man phones (next of kin)
• Insurance
• ASTO
• RYA
• Admin support
4.5.9 Emergency Response Plan Summary
Action Responsibility
Respond to initial alert from Coastguard or others and maintain contact until Chief Executive Duty Manager / Duty
Officer has taken over incident and is manning OYT Scotland office. Assemble the Officer
Emergency Response Team. Establish category with skippers.
Support & advise skipper or vessel’s sea staff if possible until Chief Executive Officer or Duty Manager / Duty
Finance Director has taken over incident. Officer
Keep log of all relevant information and communications until incident is handed over. Duty Manager / Duty
Officer / Admin
Officer
Inform the following ASAP Duty Manager / Duty
 OYT Scotland Chief Executive Officer * Officer / Operations
 OYT Scotland Chairman or Vice Chairman Admin Officer
 OYT Scotland Safeguarding Officer or Deputy
Support/advise Skipper and Sea staff as appropriate Chief Executive
Dispatch suitable person or persons to scene of incident if practical to provide local support Officer / Operations
Dispatch new sea staff to take over vessel if required Admin Officer
Arrange transportation for sea staff and crew where necessary
Maintain communications/liaise with Chief Executive
 Coastguard Officer / Finance
 Chairman/Vice Chairman Director
 Child Protection Officer/Deputy CPO/Safeguarding Committee
 Police/Social Work/other as required
Inform Next of Kin and ensure they are updated with developments and all relevant new Chief Executive
information. Officer / Finance
Director
Inform Chairman/Vice Chairman when all Next of Kin have been informed and provide any Media Team
relevant information for compiling press release.
Deal with enquiries from the press and issue a press release once NOK have been informed. Media Team
Emphasise to skipper/sea staff the importance of not talking to press or third parties. Chief Executive
All press enquiries to be referred to Chief Executive Officer. Officer
Remind Skipper/1st Mate when appropriate of the need to fill in an Incident Report Form. Chief Executive
Officer
Inform Marine Accident Investigation Branch of MCA within 24 hours of incident and send Chief Executive
report if required (phone 02380 395500). Officer / Admin
Assistant
Inform Insurers and send report if required. Admin Assistant
Keep log of all relevant information and communications. Chief Executive
Officer
*If Chief Executive Officer unavailable, Finance Director to deputise. In the unlikely event that Chief Executive Officer
and Finance Director are both unavailable, the Chairman or Vice Chairman will take control, calling on the assistance
from staff, other Duty Managers and Trustees as required.

4.5:10 Category 1
4.5:10.1 Vessel Emergency
 Loss of crew overboard

 Abandonment of vessel due to fire or sinking
 Dismasting or other serious problems with vessel
Responsibilities of all parties involved

In all the actions it should be stressed that a news embargo is in place until after the next of kin
have been informed.
Vessel Actions
 Issue a mayday message.
 If circumstances allow, contact Duty Officer with further details of distress (establish category).
 Keep Duty Officer updated if possible.
 Log all actions in ships log.
 Hold an enquiry at the very first opportunity but at least within 6 hours of the same day and
compile an incident report which should include:
o Written and signed statements by the watch leader and witnesses.
o If available, video and photographs to support statement.
o NB it is important that all parties make a written statement of his/her observations at this
time whilst the incident is fresh in everyone’s mind.
 The full incident report form must be sent / given to the Chief Executive Officer at the earliest
opportunity.
Duty Officer Actions

Note: Receipt of distress message can be from either the vessel or directly from MRCC or other
source.
 Duty Officer to confirm receipt of message with the vessel, MRCC or other source.
 On receipt of message, Duty Officer to contact the Duty Managers.
 Duty Officer to assist Emergency Response team.
Vessel Support Team Actions

 Overall responsibility for the management of the incident to be assumed by Chief executive
officer. Vessel Support team to be managed by Chief Executive Officer (or Safety Committee
Chairman if unavailable).
 Inform Media and PR Team, and Administration Team of Incident. All staff to be gathered at the
OYT Scotland office. Nothing to be released to press until next of kin has been informed by OYT
Scotland, except a holding statement at the discretion of the Chief Executive Officer. The Chief
Executive Officer and/or Finance Director will brief staff.
 VST to make contact with MRCC (if not already established) and offer communications assistance.
 Vessel Support Team to contact vessel to establish current position.
 Advise Marine Accident Investigation-board and provide reports.
 Further action as deemed necessary by Chief Executive Officer and/or Finance Director.

Administration Team Actions
 Admin team to setup and maintain incident Log.
 Admin team to support Vessel Support Team and Media and PR Team wherever necessary.
 Advise Insurers.
Media and PR Team Actions

 Overall responsibility for the release of information concerning the incident to be assumed by
Chief Executive Officer.
 At the earliest opportunity OYT Scotland to inform next of kin of the situation.
 Provide next of kin with a 24hour phone number of a member of the OYT Scotland.
 No information to be released to press until conformation that next of kin has been informed.
 All PR and media activities to follow OYT Scotland Communication Plan.

4.5:10.2 Medical Emergency @ Sea (Cat 1)
A life threatening injury or illness on-board a vessel
Vessel Actions
 Should any crew member (or skipper) be injured or suffering life threatening illness, The skippers
(or 1st Mates) responsibilities:
o Issue Pan Pan or Mayday via all recognised channels.
o Divert to the nearest shore medical facility, if practical.
 Report to Duty Officer immediately and keep them informed periodically until the situation
stabilises (establish category).
 In the case of injury, hold an enquiry at the very first opportunity but at least within 6 hours of the
same day and compile an incident report which should include:
o Written and signed statements by the sea staff and all witnesses.
o If possible, the injured crewmembers own statement.
opportunity.

 Duty Officer to confirm receipt of message with the vessel, MRCC or other source.
 On receipt of message, Duty Officer to contact Duty Manager.
 Duty Officer to assist Administration team.

Scotland. The Chief executive officer and/or Finance Director will brief staff.
 VST to contact Coastguard to offer communications assistance.
o In the event of a medical evacuation this will be co-ordinated by MRCC or an appropriate
coastguard to the relevant sea area the vessel is in.
o An injured crewmember will be taken to the closest hospital that has the appropriate
medical facilities for the injury.
 If the incident is an accidental injury, inform Marine Accident Investigation-board and provide
reports.
 Further action as deemed necessary by Chief executive officer and/or Finance Director.

 If abroad, Insurers may need notified.

Chief executive officer.

 No information to be released until conformation that next of kin have been informed.
4.5:10.3 Death On-board (Cat 1)
Should any crewmember (or Skipper) die.
Vessel Actions
Skippers (or 1st Mates) responsibilities:
 Report to Duty Officer (establish category).

 Vessel to divert to the nearest port and notify Duty Officer of destination.
o Written and signed statements by the sea staff and all witnesses.
 The full incident report form must be sent/given to the Chief Executive Officer at the earliest
opportunity.

 Duty Officer to confirm receipt of message with the vessel.
 On receipt of message, Duty Officer to contact the Duty Manager.

Scotland. The Chief Executive Officer and/or Finance Director will brief staff.
 VST to make contact with MRCC (if not already established) and offer communications
assistance/advice of death/MOB.


 Two Directors of OYT Scotland to visit family of the deceased immediately, ensuring that they are
accompanied by a police officer.
 Ensure letters are written to next of kin by the OYT Scotland.
 If the deceased crew members family are overseas, then to inform at earliest opportunity. Possibly
seek advice from British Embassy/Consulate.
 Advise next of kin of other crewmembers.
 OYT Scotland Press Liaison officer to start preparing news release immediately this should contain
following:
o The circumstances.
o Words from the OYT Scotland Chairman/ Chief executive officer.
o Release of statement to be approved by Chief executive officer.
 Arrange a press brief if necessary.

4.5:10.4 Total loss of communication/missing vessel (Cat 1)
In the event that all communications are lost with a vessel the cause of such an incident could be the
result of faulty electrics, batteries, radio, engine, Yellowbrick or other connected equipment.
A severe knock down or wave action could result in the loss of all communications antennae.
If communications with a vessel cease:-
Vessel Actions
 If aware of loss of communications:
o Ensure safety of vessel. Press and hold red button on Yellowbrick to send
message/email to office of vessels position.
o If vessel in distress, activate EPIRB (Emergency Position Indicating Response Beacon)

 Duty Officer to contact the Duty Manager.
 Duty Officer to assist Emergency Response Team.

 ERT to make contact with MRCC (if not already established) and advise them of situation. In the
event of a PAN PAN declaration, MRCC will take control and ERT to offer communication
assistance.
 Unless a distress signal has been picked up the situation shall not initially be regarded as an
emergency. The situation will become an emergency after considering the following factors:
o Proximity to shipping lanes, dangerous rocks, shoals etc.
o Weather conditions and sea state.
o Last reported condition of vessel and crew.
 ERT to obtain as much information as possible about factors.
 If the vessel is located safe and sound, ERT to immediately advise MRCC and any other parties
involved.
 Chairman and CEO will determine at what stage to treat the incident as an emergency and hand
over search and rescue coordination to MRCC.

 Advise insurers.

 It must be stressed that the incident could well be harmless and the press and next of kin contacts
must be advised that a breakdown in all communications can be caused in many ways.
 Chairman to be on 24-hour standby to keep the crews next of kin informed.
 If vessel is located safe and sound, Chairman to immediately advise next of kin.
 Provide next of kin with a 24-hour phone number of a member of the OYT Scotland.
 If the vessel is located safe and sound OYT Scotland Press Liaison Officer (Fundraising Officer) to
immediately issue a press release (approved by Chief executive officer).

4.5:11 Category 2
4.5:11.1 Medical Incident
 Not a life threatening illness or injury
 Could escalate into medical emergency (category 1)
Vessel Actions
 Report to Duty Officer immediately and keep them informed periodically until the situation
stabilises.
 In the case of injury, hold an enquiry at the very first opportunity but at least within 6 hours of the
same day and compile an incident report which should include:
o Written and signed statements by the watch leader and all witnesses.
o If possible, the injured crewmembers own statement.
opportunity.

 Duty Officer to confirm receipt of message with the vessel.

 If appropriate, ERT to contact Coastguard and inform of situation for information only.
 If the incident is an accidental injury, inform Marine Accident Investigation-board and provide
reports.

 If necessary, Insurers may need notified.

 At the earliest opportunity OYT SCOTLAND to inform next of kin of the situation.

Next of kin actions
 Inform Duty Officer/Chief Executive Officer of the details.

On receipt of message, Duty Officer to contact the Duty Manager.

 Overall responsibility for the management of the incident to be assumed by Chief Executive Officer
(or if unavailable the Finance Director).
 Chief Executive Officer to contact Skipper by telephone and confirm they are in private and not
on speakerphone. Inform Skipper of the incident/bereavement.
 If crew member decides they wish to leave the yacht, consult crew repatriation procedures for
procedure/policy.
Skipper Actions
 Skipper to inform crew member of incident/bereavement as sensitively as possible and in private.
 If necessary, yacht to divert to nearest port for crew member to disembark should they decide to
do so, ensuring crew departing procedures are adhered to.

4.5:12 Category 3
4.5:12.1 Vessel Incident
A situation that is not immediately life threatening to the vessel.
Vessel Actions
 If skipper feels it is appropriate, issue a PAN PAN message via any recognised channel.
 Report incident to Duty Officer and periodically keep updated until situation stabilises.
o Written and signed statements by the watch leader and all witnesses.
opportunity.

 Duty Officer to confirm receipt of message with vessel.

 VST to make contact with MRCC (if not already established) and offer communications assistance.


Chief Executive Officer.
All PR and media activities to follow OYT Scotland Communication Plan.

4.5:13 Category 4
4.5:13.1 Technical problem on-board
Vessel Actions
 Contact duty officer stating that the vessel has a technical problem and give a complete
description of the problem.


 Vessel Support Team to establish exact nature of problem with vessel and communicate any
technical advice required.
 If problem is likely to cause alarm then task Media and PR Team (Fundraising to;
o Inform next of kin of the situation at the earliest opportunity.
o Nothing to be released to press until next of kin has been informed by OYT Scotland.
 Take any further action to ensure safety of vessel.


 If problem likely to cause alarm (as tasked by Vessel Support Team), inform next of kin of the
situation.
 Provide next of kin with a 24-hour phone number of a member of the OYT Scotland.

4.5:14 Category 1 to 4
4.5:14.1 Unconfirmed Distress (could range from categories 1 to 4 depending on

incident)
MRCC (or other source) contacts OYT Scotland/Duty Officer and informs them of receipt of EPIRB,
GMDSS or other unconfirmed distress.

 Duty Officer to confirm receipt of message with the vessel if possible.
 On receipt of message, Duty Officer to contact the Duty Manager. Inform them of lack of contact
if no communication possible.

 Operation Manager to contact vessel and ask to confirm current status.
 If found to be false activation (i.e. false activation of EPIRB), inform MRCC.
 If found to be confirmed distress, proceed with VESSEL EMERGENCY (CATEGORY 1).
 If no response from yacht within 2 hours inform Coastguard of no immediate response from vessel
and offer communication assistance. Coastguard to coordinate all further actions.
 If unable to make contact with vessel and establish the situation, proceed with TOTAL LOSS OF
COMMUNICATION/MISSING VESSEL (CATEGORY 1).
 Vessel Support Team to contact Coastguard to establish current position.
 Further action as deemed necessary by Chief executive officer and/or Finance Director.
 Vessel Support Team / Admin Team to setup and maintain incident Log.

4.5.15 Category 5
4.5.15.1 Young Persons Incident
 Crew arrested
 Bad publicity
 Crew repatriation
 Child protection issue
In all instances:-


 The Vessel Support Team in consultation with other involved parties as appropriate determines
all further actions.

4.5.16 Category 6
4.5.16.1 Office Support
In all instances:-


 The Vessel Support Team in consultation with other involved parties as appropriate determines
all further actions.

4.5.17 OYT Scotland Incident Directory
4.5.17:1 Port Contact numbers
Port Harbour Master Police Doctor
Ardrishaig (01546) 603210 (01546) 702200 (01880) 802219

Ardrossan (01294) 463470 (01294) 404599 605699
Bangor (02891) 453297 0845 600 8000 028 9151 5215
Campbeltown (01586) 552552 (01586) 862222 552105
Canna (01687) 462466 (01687) 462177 482427
Carrickfergus (02893) 366666 101 028 9331 5805
Castlebay (01871) 810306 (01851) 702222 810282
Craighouse (01546) 604656 (01496)810222 820218
Crinan (01546) 603210 (01631)510500 422000
Eigg (01687) 462154 (01687) 462177 482427
Inveraray (01499) N/A (01546) 702200 302257
Inverkip (01475) 521485 (01475) 492747 520248
Inverness (01463) 715715 (01463) 715555 704000
Kyle (01599) 534589 (01599) 534222 534257
Lamlash (01770) N/A (01770) 302573 600516
Largs (01475) 675333 (01475) 674651 674545
Lochboisdale (01870) 602425 (01851) 702222 (01878) 700302
Lochmaddy (01870) 602425 (01851) 702222 (01876) 500463
Mallaig (01687) 462154 (01687) 462177 462202
Millport (01475) 530826 (01475) 493849 531400
Oban (01631) 566688 (01631)510500 563175
Port Ellen (01496) 302458 (01496)810222 302103
Portpatrick (01776) 07565 102096 0845 600 5701 830262
Portree (01478) 612926 (01478) 612888 612013
Portrush (01265) (028)7082 2307 0845 600 8000 0844 815 1028
Rhum (01687) 462154 (01687) 462177 482427
Rothesay (01700) 503842 (01700) 894000 502290
Sandpoint (01389) 725775 (01389) 822282 811844
Stornoway (01851) 702688 (01851) 702222 703145
Tarbert L.Fyne (01880) 820344 (01546) 702200 802219
Tarbert Harris (01859) 502444 (01851) 702222 502421
Tighnabruich (01700) 811728 (01700) 894000 811207
Tobermory (01688) 302876 (01631)510500 302013
Troon (01292) 281687 (01292) 664244 312353
Ullapool (01854) 612724 0845 600 5703 612015

4.5.17:2 Local authority
Each local authority social work department has a duty officer who will be available to give advice and
guidance during office hours. Contact Police Scotland for numbers.
Out of Hours services operate in all Local Authority Areas out with normal office hours, i.e. after 1630
and before 0830 hours during the week and at weekends.
Standby Service 0800 811 505
Covering, Glasgow, North Ayrshire, South Ayrshire, East Ayrshire, West Dumbarton, Inverclyde,
Renfrewshire, South Lanarkshire
Orkney Islands 01856 888 000

Aberdeen City 01224 693936
Aberdeenshire 0845 8400070
Moray 08457 565656
Highland 08457 697284
If the vessel is out with the above areas phone Glasgow Standby service to get telephone number for
specific area.
Other useful telephone numbers;
Police Scotland 101 (Non-emergency number)

NHS 24 08454 24 24 24
National drugs Helpline (24hours) 0800 77 66 00
OYTS Office 01475 722722
OYTS Out of Hours Office (Security) 0141 616 6764

4.5.17:4 Coastguard Phone Numbers
Coastguard Tel No.
Belfast 01247 463933

Liverpool 0151 931 3341
Stornoway 01851 702013
Pentland 01856 873268
Shetland 01595 692976
Aberdeen 01224 592334
Forth 01333 450666
4.5.17:5 Other Numbers
Insurance Brokers
Venturer, Volunteer, Employers &
Topsail Insurance Public Liability 01273 57 37 27
RYA 0845 3450400
ASTO 02392 503222
MAIB 023 80395500
OYTS Office 01475 722722
OYTS Office Out of Hours 0141 616 6764

5. Masters Responsibility and Authority
5.1 Statement
The Master (Skipper) has the overriding authority and responsibility to make decisions, which in
their professional judgement, is necessary to maintain the safety of the vessel, the crew and the
protection of the environment.
The Master’s role is to:
 Ensure the safe operation of all OYT Scotland vessels within the guidelines and regulations
set out in the MCA Code of Practice for Small Commercial Vessels (Harmonized Code).
 Operate OYT Scotland vessels at all times with proper regard to International Regulations for
Preventing Collision at Sea (COLREGS) and SOLAS chapter V Safe Navigation.
 Operate OYT Scotland vessels within established OYT Scotland Safety Management System.
 Ensure a safety management audit form is completed for every voyage, this includes:
o Ensure ships papers (logbook, maintenance checks book and accident book) are kept
up to date.
o Ensure that all sea staff fully understand their responsibilities with regard to the
safety of the vessel and crew.
o Ensure that everyone on-board receives a comprehensive safety brief before setting
sail.
o Ensure that regular emergency drills are carried out and recorded in the ship’s log
book.
o Ensure any accident/incident forms are completed and returned to the office.
 Notify the Duty Manager of incidents as soon as possible after their occurrence. Ensure that
all incidents & near misses and non-conformities are reported in writing as per Accident /
Incident procedures.
 Ensure a record is kept of hours of rest, daily in the ships logbook, and weekly. It is the
master’s responsibility that he or she meets the minimum rest requirements in order to
comply with the Maritime Labour Convention 2006.
 Establish standing orders and night orders in line with OYTS SMM.
5.1.2 References
 Chapter 2.4 Master Responsibility and Authority
 Chapter 6.6 Skippers (Masters)
April 2016 Version 1 Live Chapter 5 1

8. Emergency Preparedness
Contents
Safety Management System (SMS) Statement ................................ 3
8.1 Emergency Response Plan Summary ......................................... 4
8.2 Emergency Communication Plan ............................................... 5
8.2.1 Process Steps ......................................................................................... 5
8.2.2 Holding Statements................................................................................ 6
8.2.3 Person-related incidents ........................................................................ 7
8.2.3:1 Injury/Death/Man-overboard Holding Statements ............................................................ 7
8.2.3:2 Yacht Related Holding Statements ..................................................................................... 7
8.2.4 Overview of Emergency Response Team Roles and Tasks ...................... 9

8.3 Emergency Decision Support Checklists and Flowcharts .......... 10
8.3.1 Damage to the vessel. .......................................................................... 10
8.3.1:1 Training & Decision-Support Checklist: Grounding or Stranding Emergency ................... 10
8.3.1:2 Training & Decision-Support Flowchart: Grounding or Stranding .................................... 11
8.3.1:3 Training & Decision-Support Checklist: Collision .............................................................. 12
8.3.1:4 Training & Decision-Support Flowchart: Collision ........................................................... 13
8.3.2 Person Related Emergencies ................................................................ 14

8.3.2:1 Training & Decision-Support Checklist: Stand By Mode ................................................... 14
8.3.2:2 Training & Decision-Support Flowchart: Stand By Mode ................................................ 15
8.3.2:3 Training & Decision-Support Checklist: Abandon Ship ..................................................... 16
8.3.2:4 Training & Decision-Support Flowchart: Abandon Ship ................................................... 17
8.3.2:5 Training & Decision-Support Checklist: Man Overboard .................................................. 18
8.3.2:6 Training & Decision-Support Flowchart: MOB Flowchart ................................................. 19
8.3.2:7 Training & Decision-Support Checklist: MOB Recovery.................................................... 20
8.3.2:8 Training & Decision-Support Flowchart: MOB Recovery .................................................. 21
8.3.2:9 Wounded or Sick Person ................................................................................................... 22
8.3.3 Ship Related Emergencies .................................................................... 25

8.3.3:1 Training & Decision-Support Checklist: Oil / Fuel Spill ..................................................... 25
8.3.3:2 Training & Decision-Support Flowchart: Oil Spill .............................................................. 26
8.3.3:3 Training & Decision-Support Checklist: Helicopter Recovery of Casualty ........................ 27
8.3.3:4 Training & Decision-Support Flowchart: Helicopter Recovery of Casualty ...................... 28
March 2016 Version 1 Live Chapter 8 Emergency Preparedness 1

8.3.3:5 Training & Decision-Support Flowchart: Helicopter Recovery of Casualty ...................... 29
8.3.3:6 Training & Decision Support Checklist: Fire Training & Guidance .................................... 30
8.3.3:7 Training & Decision-Support Flowchart: Fire Training & Guidance .................................. 31
8.3.3:8 Training & Decision-Support Checklist: Knockdown ......................................................... 32
8.3.3:9 Training & Decision-Support Flowchart: Knockdown ....................................................... 33
8.3.3:10 Training & Decision-Support Checklist: Rig Loss ............................................................. 34
8.3.3:11 Training & Decision-Support Flowchart: Rig Loss ........................................................... 35
8.3.3:12 Training & Decision-Support Checklist: Main Engine Failure.......................................... 36
8.3.3:13 Training & Decision-Support Flowchart: Main Engine Failure ........................................ 37
8.3.3:14 Training & Decision-Support Checklist: Steering Failure ................................................ 38
8.3.3:15 Training & Decision-Support Flowchart: Steering Failure............................................... 39
8.4 Critical Equipment .................................................................. 40

8.5 Drills Schedule ........................................................................ 40
8.5.1 Drill Schedule ....................................................................................................................... 40
8.5.2 Fire Drill ................................................................................................................................ 40
8.5.3 MOB drill .............................................................................................................................. 40
8.5.4 Abandon Ship drill ................................................................................................................ 41
8.5.5 Oil Spill Drill .......................................................................................................................... 41
8.5.6 Wounded Sick Person Drill ................................................................................................... 41
8.5.7 Grounding & Stranding Drill ................................................................................................. 41
8.5.8 Collision drill ......................................................................................................................... 41
8.5.9 ERP drill –once a season....................................................................................................... 41
8.5.10 Drills carried out on every voyage ..................................................................................... 41

Safety Management System (SMS) Statement
OYT Scotland has developed an emergency response and communication plan as well as emergency
flowcharts which describe possible emergency situations on board, and the correct handling of these
situations. Practical and theoretical drills are established so that staff and volunteers aboard the
vessels are prepared for emergency situations and in doing so are able to keep crew and vessel
safety a priority.
These checklists and flowcharts are the "master decision support system." They are an important
part of the SMS, designed to assist the Skipper/1st Mate and Sea Staff during training in order to help
in the decision making should an incident occur.

8.1 Emergency Response Plan Summary
The full Emergency Response plan in section four appointed safety officers of the SMS.
Action Responsibility
Respond to initial alert from Coastguard or other and maintain contact until Chief Executive Duty Manager / Duty
Officer has taken over incident and is manning OYT Scotland office. Assemble the Emergency Officer
Response Team
Support / advise skipper or sea other sea-staff if possible / relevant until Chief Executive Duty Manager / Duty
Officer has taken over incident Officer
Keep log of all relevant information and communications until incident is handed over. Duty Manager / Duty
Officer / Admin
Officer
Inform the following ASAP Duty Manager / Duty
Officer / Admin
 OYT Scotland Chief Executive Officer *
Officer
 OYT Scotland Chairman or Vice Chairman
 OYT Scotland Safeguarding Officer or Deputy
Support / Advise Skipper and Sea-Staff as appropriate Chief Executive
Officer / Admin
Dispatch suitable person or persons to scene of incident if practical to provide local support
Officer
Dispatch new sea-staff to take over vessel if required
Arrange transportation for sea-staff and crew where necessary
Maintain communications / liaise with Chief Executive
Officer / Finance
 Coastguard
Director
 Chairman / Vice Chairman
 Safeguarding Officer / Deputy Safeguarding Officer
 Police / Social Work / Other as required
Inform Next of Kin and ensure they are updated with developments and all relevant new Chief Executive
information Officer / Finance
Director
Inform Chairman / Vice Chairman when all Next of Kin have been informed and provide any Media Team
relevant information for compiling press release.
Deal with enquiries from the press and issue a press release once NOK have been informed Media Team
Emphasize to skipper / sea-staff the importance of not talking to press or third parties. Media Team
All press enquiries to be referred to Chief Executive Officer
Remind Skipper / 1st Mate when appropriate of the need to fill in an Incident Report Form Chief Executive
Officer
Inform Marine Accident Investigation Branch of MCA within 24 hours of incident and send Chief Executive
report if required (phone 02380 395500) Officer / Admin
Officer
Inform Insurers and send report if required Office Manager
Keep log of all relevant information and communications Chief Executive
Officer
* If Chief Executive Officer unavailable, Finance Director to deputise. In the unlikely event that Chief Executive Officer and
Finance Director are both unavailable, the Chairman or Vice Chairman will take control, calling on the assistance from Staff,
other Duty Managers and Trustees as required.

8.2 Emergency Communication Plan
An emergency or accident should be referred to as an incident.
In the event of an incident, the OYT Scotland Emergency Communication Plan is followed under the
leadership of the OYT Scotland Chairman (or most senior OYT Scotland personnel present should
they be unavailable).
When required by the OYT Scotland Emergency Response Plan, the Communication Plan is called
into operation. The OYT Scotland Duty Manager will decide the severity of an incident by the
incident definitions and therefore the requirement for the Media and PR Team to be formed as soon
as possible.
In all the actions it should be stressed that with the exception of pre-approved holding statements a
news embargo is in place in a life-threatening incident until after next-of-kin have been informed.
The communication process can be continued once the CEO/Chairman has confirmed next of kin
contact.
The Media and PR Team evaluates, in conjunction with the Chairman what media resources are
required.
8.2.1 Process Steps

1. OYT Scotland Duty Manager to inform Media and PR Team as soon as practical after an
incident is reported, as per the Emergency Response Plan.
2. OYT Scotland Media and PR Team should issue pre-approved holding statement within 60
minutes of learning of an incident. The Media and PR Team should obtain conformation of
text from the Chief Executive Officer before issuing.
3. OYT Scotland Media and PR Team should prepare Official Press Statement in association
with Patrons/Sponsors
4. OYT Scotland Media and PR Team should obtain approval of Official Press Statement from
Chairman, CEO, Patrons and Sponsors.
5. OYT Scotland Media and PR Team to issue an OYT Scotland wide email stipulating that all
media enquiries should be passed to the OYT Scotland Media and PR Team. Other Staff and
volunteers should not supplement official information with additional statements. Other
OYT Scotland vessel skippers should also be made aware of this by phone.
6. OYT Scotland Media and PR Team should handle press enquiries as appropriate (e.g. point to
holding statement).
7. Where appropriate, record statement(s) for distribution to radio/TV
8. Distribute Official Press Statement to:
 Duty Officer
 OYT Scotland Staff and volunteers
 Patrons
 Sponsors
 Official Website
 Other press (as felt appropriate by OYT Scotland Media and PR Team)
9. Monitor situation on regular basis and keep all of OYT Scotland Media and PR Team
informed
10. Repeat above steps as necessary

8.2.2 Holding Statements
Any major incidents are coordinated by Maritime Rescue Co-ordination Centres and as such the
existence of an incident is immediately in the public domain.
To minimise concern for the relatives and supporters of vessels/OYT Scotland not involved in the
incident it is necessary to release a Holding Statement which identifies the vessel concerned and
outline any details.
This is pre-approved by OYT Scotland so that the holding statement is available as soon as an
incident occurs in order to inform the press that OYT Scotland are aware, and are dealing with, a
situation.
Press holding statements will not be ‘issued’ per se but will be sent out if requested. It will also
appear on the official OYT Scotland website.
A holding statement is just that, i.e. a statement to issue to the press whilst the severity of an
incident is ascertained or more information is requested before the Official Press Statement can be
issued.
At all times press are to be referred to the OYT Scotland Media and PR Team. No other details should
be discussed with the press.

8.2.3 Person-related incidents
8.2.3:1 Injury/Death/Man-overboard Holding Statements
In the case of injury:

We have received a report that a crew member aboard the Ocean Youth Trust Scotland vessel
(vessel name) has been involved in an incident on (date) at (time).
The crew member is reported to be in a comfortable/stable/critical condition. The family of the

individual involved have been contacted and we are in constant communication with the vessel,
whilst the exact nature of the incident is being investigated. All other crew aboard (vessel name)
are reported to be safe and well.
We will provide further information as soon as possible.
-ENDS-
In the case of death:

We have received information that there has been a serious incident involving a
crewmember aboard the Ocean Youth Trust Scotland vessel (name) on (date) at (time).
As yet we have no further information available but the family of the crew member are
being informed and we are in constant communication with the vessel. All other crew
members aboard (vessel name) are reported to be safe and well.
-ENDS-
In the case of man overboard:

We have received a report of a person falling into the water from Ocean Youth Trust
Scotland’s vessel (name) in (location and time). The vessel is involved in a search and
rescue operation, under direction from MRCC (station).
-ENDS-
8.2.3:2 Yacht Related Holding Statements
Broken mast/Incapacitated yacht

We can confirm that the Ocean Youth Trust Scotland vessel (vessel name) has been damaged.
The incident occurred (location) on (date). (There are no reports of injury/there is no immediate
danger to the crew).
We have every confidence in the skipper and crew and their ability to handle the yacht in a
variety of circumstances and sea conditions, having been fully trained.
We are in constant contact with the yacht and are establishing the extent of the damage in order
to make sure the crew reaches (port) safely.

-ENDS-
Missing yacht
We can confirm that the Ocean Youth Trust Scotland vessel (name) has been out of contact since
our last communication at (time).
The vessel is known to be in the (area) area and the weather in that area is (describe).
At present we have no information suggesting anything other than communications failure. We

are trying to establish contact as quickly as possible.
-ENDS-

8.2.4 Overview of Emergency Response Team Roles and Tasks
Chief Exective / Duty Managers
•Decision Making
•Back Up: Duty Managers
•Assemble Emergency Response Team
Vessel Team
•Skipper / Mate / Sea Staff / Group Leaders
•Issue MAYDAY if appropriate, establish control
•Record everything in ships log / Boat phones
•Photographic Evidence
•Incident Report
•Witness statements
•News/Mobile embargo
On Scene Team
•Fed from main teams & Local volunteers
•Travel to vessel
•Travel to anywhere else required
•Complete press interviews on scene
•Relieve & support staff
Vessel Support Team
•Chief Executive Officer/ Safety Committee chairman (backup) / Development Officer /
Safeguarding Officer
•Establish communication with skipper, MRCC, MAIB.
•Contact vessel
•Ensure vessel have completed paperwork
•Repatriation
•Child Protection
•Salvage/towage/repair
Media and PR Team
•Fundraising officers / Chairman / Board member with media experience / Development
Officer
•Communication plan
•Next of kin - development officer 1 or 2
•Police CE/Chairman + Duty Manager
•Approve and issue holding statements
•Patrons
•Ambassadors
•Funders
•Members
•Public press statements
•Website
Administration Team
• Admin Officer/ Office Manager (back up)/ Board member/ Duty officer(s)/ Administration
Assistant(s)
• Incident Log
• Man phones (next of kin)
• Insurance
• ASTO
• RYA
• Admin support
8.3 Emergency Decision Support Checklists and Flowcharts
These checklists and Flowcharts are to be used for training & to support the Sea Staff in learning best
practice during an emergency. They are for guidance.
8.3.1 Damage to the vessel.
8.3.1:1 Training & Decision-Support Checklist: Grounding or Stranding Emergency
ACTION PERSON CHECK

Stop engine/stop vessel/ drop sails SKIPPER/MATE
Sound alarm SKIPPER/MATE
Muster all personnel SKIPPER/MATE/ WL
Any injuries? SKIPPER/ MATE
All crew to don life jackets MATE/WL
Close emergency doors and hatches MATE
Check for damage, check bilges SKIPPER/MATE
Check vessels position SKIPPER/MATE
Display correct lights, day shapes SKIPPER/MATE
Report to local authority/coastguard SKIPPER
Warn passing traffic SKIPPER
Isolate leakage/damage control MATE
Send distress message if in danger SKIPPER
Report to OYT Scotland Office (daytime) Duty Manager (Out of Hours) SKIPPER
Prepare life rafts MATE/CREW
Is the vessel in danger? SKIPPER
Is the vessel safe? SKIPPER
Determine nature of seabed SKIPPER/MATE
Calculate the state of tide- rising/falling? SKIPPER/MATE
Sound round vessel MATE/CREW
Estimate if vessel can be refloated on rising tide SKIPPER
Can items be discharged or shifted to aid refloating? SKIPPER
Are tugs required/available? SKIPPER
Is vessel moving and causing more damage? SKIPPER
Maintain hull inspections and soundings to monitor situation SKIPPER/MATE
Keep all parties updated SKIPPER
Is pollution evident, control/monitor, refer to checklist for pollution SKIPPER

8.3.1:2 Training & Decision-Support Flowchart: Grounding or Stranding
Grounding or Stranding
Sound General Alarm/Muster Crew
Stop Engine and/or take down the sails
Check for damage and check bilges. Ensure Crew are safe.
Close Emergency Doors
Inform Vessel Traffic Service/CG, warn other shipping, NUC lights or day marks
Is there immediate danger to

No Yes
staff and crew?
Take tank soundings Send GMDSS distress signals

and check bilges
Muster Crew
Standby bilge pumps and
take pollution prevention
Start abandon ship
measures
procedure
Inform the Duty Manager

A.S.A.P.

8.3.1:3 Training & Decision-Support Checklist: Collision
ACTION PERSON CHECK

Sound Alarm SKIPPER/MATE
Muster all personnel ALL
Reduce Impact by Stop Engine after impact / Drop Sails SKIPPER/MATE
Astern Engine – Assess Situation to confirm this will not make it worse SKIPPER/MATE
Send Distress SKIPPER
Are personnel in water? SKIPPER
Survey Damage, check for flooding, report SKIPPER/MATE
Close Emergency Doors SKIPPER/MATE
Prepare Life rafts, if required MATE /WL
Check Bilges MATE / WL
If leakage, try to isolate/control MATE
Contact other vessel SKIPPER
If vessels locked, decide if safer to remain locked or to separate SKIPPER
Identify pollution SKIPPER
Means of limiting pollution SKIPPER
If own vessel safe, does other vessel require help? SKIPPER
Liaise with rescuers SKIPPER
Monitor water ingress MATE
Anchor if safe and possible SKIPPER
Launch dinghy and life rafts if required CREW
Obtain name, flag, official number, ports from and to, of other vessel SKIPPER
Report to OYT Scotland Duty Managers SKIPPER
If Abandoning – move to abandonment checklist. Nuc light if required

8.3.1:4 Training & Decision-Support Flowchart: Collision
Collision
Sound General Alarm
Muster Crew
Check for personal injuries
Close Emergency Doors
Dependant on Boats Location. Inform VTS, warn other shipping, NUC lights and day marks
Check for damage, sound tanks and check bilges
Yes No
Can the ship continue its voyage?
Is there immediate danger

No to staff and crew?
Yes
Order assistance
Inform the Duty Send GMDSS distress signals

Manager
Standby bilge pumps and take
pollution prevention
measures Start abandon ship procedure
Incident Report

8.3.2 Person Related Emergencies
Stand By Mode
8.3.2:1 Training & Decision-Support Checklist: Stand By Mode

ACTION PERSON CHECK
Check head count SKIPPER/MATE/
Ready life rafts, EPIRB, SART, Yellowbrick WL
SKIPPER/ MATE
Grab bag with Mate MATE
All efforts have been made to save vessel WL
SKIPPER
Sound abandon ship, inform Coastguard SKIPPER

8.3.2:2 Training & Decision-Support Flowchart: Stand By Mode
Standby Mode
Check Head Count
Ready Life Rafts

EPIRB SART
Grab Bags with Mate
All efforts been made to save Vessel
Inform Coast guard with position
Abandon Ship
See Abandon Ship

Flowchart
Abandon Ship
8.3.2:3 Training & Decision-Support Checklist: Abandon Ship
ACTION PERSON CHECK

Sound alarm SKIPPER
Muster all personnel ALL
Identify missing personnel, search if safe to do so SKIPPER/MATE
All personnel don life jackets ALL
All personnel in warm clothing if possible ALL
Radios to mates ALL
Distress message SKIPPER
Decide method of evacuation (e.g. port or starboard) SKIPPER
Safer on or off vessel? SKIPPER
Further information to rescuers SKIPPER
Prepare life rafts MATE/CREW
Logbook, flares, grab bag, handheld radio, EPIRB, SART, yellow brick MATE/CREW
Launch life rafts and dinghy (if time) MATE/CREW
Try to stay dry ALL
Account for all onboard SKIPPER
Cut painter/ Steam drogue/ Close cover/ Maintain raft SKIPPER/MATE
Clear vessel, try to keep rafts together SKIPPER/MATE
Ration supplies and maintain raft, mount EPIRB/SART. SKIPPER/MATE
Keep good lookout on rota basis ALL
Ensure organisation/morale good. SKIPPER/MATE

8.3.2:4 Training & Decision-Support Flowchart: Abandon Ship
Abandon Ship
Send GMDSS distress

signals
No
Count staff and crew again.
Yes
All accounted for?
Report to skipper Report to staff all

person(s) still missing person(s) at the muster
stations
Is there time to search

Yes
the vessel?
No Organise Search
Inform Coast
Order from skipper to abandon ship, give
Guard of missing
abandon ship sound signal
person ASAP
Stay calm put on life jackets

Inflate life rafts - Board Life rafts.
Cut, Stream, Close, Maintain Raft

Man Overboard/ Offshore Search & Rescue
8.3.2:5 Training & Decision-Support Checklist: Man Overboard

ACTION PERSON CHECK
Shout MOB and point WITNESS
Raise alarm, note heading and position SKIPPER/MATE/WL
If motoring, engine to neutral, avoid casualty (stern away). SKIPPER/MATE/WL
If sailing, hove to, stop vessel, avoid casualty. SKIPPER/MATE
Throw MOB rings * / Release John Buoy (Venturer) smoke floats Dan buoys
MOB button on GPS and GMDSS/Coastguard WL or who nearest
At night fire parachute white flares to illuminate area SKIPPER/MATE/WL
Check for ropes, shaft brake off, start engine SKIPPER/MATE/WL
If engine starts, drop and secure head sails MATE/WL
Manoeuvre vessel back to casualty in water SKIPPER/MATE
If engine fails, sail back to casualty in water – tack and reach or gybe SKIPPER/MATE
Swimmer into dry suit and harness with helicopter strops attached. AGREED PERSON
If MOB not sighted, establish search pattern SKIPPER/MATE
Relay to authorities A.S.A.P. SKIPPER/MATE
Inform OYT Scotland office SKIPPER/MATE
See MOB recovery checklist / recovery on board
*If heaved to can get liferings/danbouy closer to the casualty

8.3.2:6 Training & Decision-Support Flowchart: MOB Flowchart
ACTION
SPOTTER SEA STAFF SEA STAFF CASUALTY

SHOUT
‘MOB’
IF MOTORING AVOID THROW; LIFE IF SAILING HOVE DO NOT PANIC; LOOK
POINT AT
CASUALTY CASUALTY: ENGINE TO RING; DAN BUOY; TO/QUICK STOP; AVOID FOR JOHN BOUY;
UNTIL NEUTRAL :TURN STERN JOHN BUOY; VICTIM OR STOP VESSEL WAIT IN POSITION;
AWAY FROM CASUALTY (MOB KIT) AS QUICKLY AS POSSIBLE DON’T SWIM;
RECOVERED
LIGHT & WHISTLE;
DEPLOY SPRAY HOOD;
MOB BUTTON
GPS & GMDSS
SEND MAYDAY
st
SKIPPER/1 MATE
AT NIGHT FIRE GENERAL ALARM
WHITE PARACHUTE (crew standing by)
FLARES SHORT TURN
NOTE POSITION SHIPS
HEAD TO RECOVERY SITE
UNDER POWER
CHECK FOR LINES IN

THE WATER
START ENGINE,
HEADSAILS DOWN
ENGINE FAILURE
SHORT TURN WILLIAMSON TURN
UNDER SAIL USE DINGHY THROW LINE
PREPARATION
MOB RECOVERY
FLOWCHART
GYBE TACK & REACH
WIND; SEA STATE

SEA ROOM

8.3.2:7 Training & Decision-Support Checklist: MOB Recovery
ACTION PERSON CHECK
Previously agreed swimmer dons dry suit, harness with one helicopter AGREED
strops secured. SWIMMER
Secured to running backstay on side decided for pick up. Move WL/CREW
backstay to Staysail/Primary winch/ Tricing line to smaller winch.
Lower swimmer into water, following hand signals, control swing using WL/CREW
tricing lines.
If quick pick up, place one helicopter strop under arms of casualty and SWIMMER
secure toggle.
If casualty has been in the water for a long period of time, place SWIMMER
additional helicopter strop under knees of casualty for horizontal lift.
Winch swimmer and casualty back on board. WL/CREW
First aid, seek medical advice (A & E for check-up even if casualty seems SKIPPER/MATE
fine.)
Inform OYT Scotland office and Coastguard of recovery. SKIPPER/MATE

8.3.2:8 Training & Decision-Support Flowchart: MOB Recovery
MOB RECOVERY
ENGINE in NEUTRAL
LINE or FLOAT to CASUALTY
ATTACH RESUCE SWIMMER to RUNNING BACKSTAY
USE STAYSAIL / PRIMARY WINCH & CONTROL USING TRICING LINE
OPEN GATE & LOWER RESUCE SWIMMER TO CASUALTY
TWO STROP ONE STROP VERTICAL

RECOVER CASUALTY ONTO DECK
HORICONTAL LIFT LIFT
ASSESS CASUALTY
No Yes
ARE THEY OK?
FIRST AID & REQUEST SEE WOUNDED /SICK

CANCEL MAYDAY
MEDICAL ASSISTANCE PERSON FLOWCHART
COMPLETE LOGBOOK MONITOR MEDICAL

& MAIB FORMS CONDITION
A&E ASAP FOR

CHECKUP

8.3.2:9 Wounded or Sick Person
Action in the Event of a Medical Emergency
In the event of a serious injury on board an OYT Scotland Vessel, the first priority will be to
ensure the vessel and crew are safe.
The Skipper will then make an initial assessment of the casualty and administer first aid (if safe
to do so).
Consider moving the casualty using the vacuum mattress if in an exposed or dangerous
position, but:-
 Issue a Distress Message and seek medical advice from MCA Doctor
 If alongside shore consider dialling 999 and request ambulance
 Follow advice from MCA doctor via radio
 Prepare for evacuating casualty if appropriate and have been instructed to do so via
radio medical advice.
Skippers and 1st Mates must ensure they are familiar with the content and stowage of the vessel’s first
aid kit and medical supplies and equipment.

8.3.2:10 Training & Decision-Support Checklist: Wounded or Sick Person
ACTION PERSON CHECK
Obtain data on patients symptoms /Record SKIPPER/MATE

Relay details to medical team shore SKIPPER
If serious, send distress for local assistance from vessel within SKIPPER/MATE
the area
Continue to monitor patient SKIPPER/MATE
Set up communication link between patient and skipper MATE/WL
Carry out instructions from shore SKIPPER/MATE
Give updates to shore SKIPPER
Is evacuation required/ possible? Prepare Medevac SKIPPER
Calculate closest port/course/ETA SKIPPER/MATE
Maintain communications link / Sat phone/ Mobile phone/ SKIPPER/MATE
VHF
Inform OYT Scotland office but do not interrupt link to medical SKIPPER
advisor

8.3.2:11 Training & Decision-Support Flowchart: Wounded or Sick Person Emergency – Incl.
Medevac by Helicopter or Lifeboat
Injured / Sick Person
Wounded Sick
No Is the Vessel
First Aid Yes
in Harbour?
No
RMA- Radio for Medical Call 999 for

Advice A.S.A.P. Ambulance
No Does the person require

further treatment ashore?
Yes
Observe person Depending on ships Deliver person to

for further location, sail to nearest port a Medical team
medical care or request rescue services ashore A.S.A.P.
Record Details Medevac by Lifeboat

or Helicopter
See – Helicopter Rescue

8.3.3 Ship Related Emergencies
Oil Spill Emergencies
8.3.3:1 Training & Decision-Support Checklist: Oil / Fuel Spill
ACTION PERSON CHECK

Sound Alarm SKIPPER/MATE
Ascertain cause and stop flow MATE
Emergency stop all operations. Close valves MATE
Restrict Spillage over side MATE
If Overflow, drop level in tank. MATE
Spill kit to scene MATE/CREW
Inform local authorities – by harbour master SKIPPER
Inform government authorities SKIPPER
Inform Duty Manager SKIPPER
Do not put detergents into the sea without permission of SKIPPER
local authorities
Provide drums/bags/rags for mop up. SKIPPER/MATE

8.3.3:2 Training & Decision-Support Flowchart: Oil Spill
Have spill kit ready
OIL SPILL
No Has the cause been stopped?
Stop the cause Yes
Oil in Water Where has the oil run to? Oil on Deck
Warn Authorities No Are all deck

openings closed?
Bring out Oil Close Hatches &

Yes
separation carpets deck openings
Inform Vessel Traffic Clean up Oil with

Service & harbour master Oil spill kits
Warn traffic, slow speed
Inform Duty
Manager
File a Report

8.3.3:3 Training & Decision-Support Checklist: Helicopter Recovery of Casualty
ACTION PERSON CHECK

Establish communication SHIP/HELICOPTER CREW
Clear deck MATE/CREW
Steady vessel on course SKIPPER
Brief deck crew SKIPPER
Prepare casualty MATE/CREW
Maintain communication SHIP/HELICOPTER CREW
Ma
Keep lines clear MATE
Inform Office/Coast Guard that casualty is off SKIPPER

8.3.3:4 Training & Decision-Support Flowchart: Helicopter Recovery of Casualty
Helicopter crew will issue

instructions via VHF
Wind 30°40° on the

port bow if possible
Sails should be lowered if

requested by helicopter
Hi-line lowered by helicopter

(Helms person to wear helmet)
Allow line to earth before touching, gather in slack

(DO NOT ATTCH LINE TO VESSEL)
Helicopter crewmember lowered

to vessel, follow instructions
Prepare crewmember/casualty
for evacuation
Helicopter crewmember to
attach lifting line

8.3.3:5 Training & Decision-Support Flowchart: Helicopter Recovery of Casualty
Crewmember/casualty
lifted from deck
Ensure stretcher/basket do not catch

on anything and do not hold on to the
stretcher/basket unless instructed
otherwise by helicopter crew
Ensure highline runs

free
Inform CC/OYTScotland office

that crewmember/casualty is
safely off vessel

Fire
8.3.3:6 Training & Decision Support Checklist: Fire Training & Guidance
ACTION PERSON CHECK
Sound Alarm WITNESS/SKIPPER/

MATE
Evacuate and muster crew, don life jackets on deck in a safe MATE/WL
area
Assess fire SKIPPER/MATE
Establish vessel position, is vessel safe? SKIPPER / MATE
Vessel in harbour, dial 999, evacuate crew ashore SKIPPER /MATE/WL
At sea inform Coastguard GMDSS, channel 16 SKIPPER/ MATE/WL
Use fire extinguishers, Shut emergency doors SKIPPER/MATE
Ready Fire pump and buckets MATE/WL
Isolate Electrical equipment SKIPPER / MATE
Engine fire-Turn off fuel, close fire flaps, operate extinguisher SKIPPER/MATE/WL
once area evacuated.
Remove dangerous material- Gas, Fuel SKIPPER /MATE
If at sea, go to STAND BY MODE, ready life rafts MATE/WL/CREW
If fire controlled, assess any injuries, communicate any serious

injuries to coastguard, and arrange possible evacuation of SKIPPER/MATE/WL
casualty. First aid for other injuries.
Keep coastguard informed, monitor vessel SKIPPER/MATE
If fire out of control, confirm head count and ABANDON SHIP. ALL ONBOARD
Report to OYT Scotland office A.S.A.P. SKIPPER

8.3.3:7 Training & Decision-Support Flowchart: Fire Training & Guidance
FIRE
SKIPPER/1ST MATE
1st AID EVACUATE & MUSTER CREW -

DON LIFEJACKETS
IN SAFE PLACE
MUSTER
ASSESS FIRE CONTROL
VESSEL IN SKIPPER & 1st MATE – IS THE

No Yes
HARBOUR 999 VESSEL SAFE?
IF ENGINE FIRE, CLOSE
FIRE FLAPS, CUT OFF
SKIPPER/1st MATE – INFORM SKIPPER/1st MATE FIGHT
FUEL.
EMERGENCY SERVICES VESSEL AT SEA FIRE
ISOLATE ELECTRICS
VHF, IS FIRE UNDER

MAYDAY Yes
GMDSS CONTROL?
SEE STANDBY GO TO
No
FLOWCHART STANDBY CANCEL
MAYDAY
CONTINUE TO
STAND DOWN
FIGHT FIRE
IS FIRE UNDER LOG BOOK

Yes
CONTROL?
MAIB REPORT
No
LAUNCH LIFE RAFTS INCIDENT REPORT
ABANDON SEE ABANDON SHIP

SHIP FLOWCHART
MUSTER ONSHORE

Knockdown
8.3.3:8 Training & Decision-Support Checklist: Knockdown
Action Person Check
Ease sheets, until boat returns upright. SKIPPER/MATE/WL
Check for injuries, MOB, head count. Assess SKIPPER/MATE/WL

damage.
Reduce Sail Plan ASAP MATE/WL
If water down hatch, isolate electrics, check engine SKIPPER/MATE

start batteries and domestic batteries not waterlogged
before switching on either.
Check communications in case aerials have been MATE/WL

damaged, radio for help if injuries/MOB/damage to
boat. Use handheld and/or other ways to show distress
if damaged.
If dismasting also, follow checklist for dismasting. SKIPPER/MATE/WL.

Clear wreckage before starting engine.
Inform OYT Scotland office at first opportunity by SKIPPER/MATE

any means possible

8.3.3:9 Training & Decision-Support Flowchart: Knockdown
Ease Sheets until boat rights
Headcount, check for

Check for injuries, If MOB/dismasting /engine failure and
MOB
boat in danger, send distress by any
First aid available means
Assess damage
Reduce sail plan ASAP Check for lines in water, check engine and
domestic batteries not waterlogged
Start Engine
Keep an eye out for unexpected

squalls, especially if it were a squall
Continue sailing, using engine to keep boat
that caused knockdown.
head/stern to swell until in control of
situation in high wind and seas
Reduce sail plan further

Consider streaming sea anchor or
drogue to hold boat in line with
swell

Rig Loss / Heavy Weather
8.3.3:10 Training & Decision-Support Checklist: Rig Loss
Action Person Check

Check for injuries, Muster crew below decks SKIPPER/MATE
Crew management, First aid SKIPPER/MATE/ WL
Vessel position, inform Coastguard. MAYDAY if in SKIPPER/MATE
danger. Use hand held or other distress signals if no
communication possible due to rig loss.
Assess damage and what needs freeing to protect hull SKIPPER/MATE

Appoint strongest staff and crew members to help SKIPPER to conduct
remove wreckage ASAP to prevent damage to the hull
MATE/WL/CREW
Locate bolt croppers, Allen keys (challenge yachts) WL/BOSUN

mallets, punches, pliers, mole grips, and knife.
Roving Fenders to protect hull from wreckage where BOSUN

possible and safe to do so.
Gather in/cut free sails MATE/WL/BOSUN

Remove loose stays and shrouds of fallen SKIPPER to conduct
section/whole mast first either by removing pins or
cutting with bolt croppers. Use winches to take MATE/WL/BOSUN
tension of those under load to release.
Once free and clear of wreckage, check all around boat SKIPPER/MATE/
for lines in water before starting engine WL/BOSUN
Motor to safe haven if engine operates SKIPPER/MATE

Consider Jury rig, if far from safe haven for stability. SKIPPER/MATE
If engine fails, Anchor if safe to do so/send distress if SKIPPER/MATE
not.
Inform OYT Scotland Duty Manage of incident at SKIPPER/ MATE

earliest opportunity by any possible means.

8.3.3:11 Training & Decision-Support Flowchart: Rig Loss
Rig Damage/Loss
First Aid, crew

Check for injuries/
management below
Assess damage
decks
Boat Position, inform coastguard, MAYDAY on

handheld radio if comms down, if required. Other
Distress methods eg. flares/sat phones/epirbs
Protect hull as much as

Assemble strongest staff and crew
Gather in/cut free sails possible. Shut
members. WARN OF DANGERS OF
Emergency Doors. If
UNSTABLE BOAT / LOOSE RIGGIN. USE
breached follow
Helmets / hard hats
Collision procedure
Cut free wreckage using bolt

croppers/removing clevis pins,
depending on situation
Motor to nearest safe

Once free of wreckage check around
haven
hull for lines before starting engine
Anchor if safe to do
so try to repair Engine failure/ propeller or rudder
engine/seek fouling. MAYDAY via handheld/ EPIRB
assistance by any activation if not. Use Sat Phone if needed
means possible
Boat/crew in danger
Stand by mode (injuries)
Send distress message: Handheld

radio, Flares, activation of EPIRB &
other distress methods. Also
Yellowbrick position to office

Main Engine or Steering Failure
8.3.3:12 Training & Decision-Support Checklist: Main Engine Failure
Action Person Check
Inform Skipper SEA STAFF

Take any action to avoid danger, navigate safely SKIPPER /MATE
Stand by Anchor or use Sails SKIPPER /MATE
Inform Vessel Traffic Services/ Coast Guard SKIPPER /MATE

Inform passing traffic SKIPPER /MATE
Decision: Carry on or go to a port of refuge? SKIPPER /MATE
Request assistance if needed. SKIPPER /MATE
Inform Duty Manager SKIPPER /MATE

8.3.3:13 Training & Decision-Support Flowchart: Main Engine Failure
Main Engine Failure
Inform Skipper
Pilotage plan / passage

plan / manoeuvring plan Avoid Danger, navigate safely
/ berthing plan
Use anchor Use sails
Inform Vessel Traffic

Services/ Coastguard
Inform passing traffic
Attempt restarting engine
Decision Carry on or go to a port of refuge
Inform Duty Manager
Request assistance if required

8.3.3:14 Training & Decision-Support Checklist: Steering Failure
Action Person Check
Inform Skipper SEA STAFF

Engage emergency steering A.S.A.P SKIPPER /MATE
Avoid Danger SKIPPER /MATE
Throttle back if under engine / reduce sail if sailing to SKIPPER /MATE
reduce speed
Anchor if required SKIPPER /MATE
Inform Vessel Traffic Services if in Area / CG SKIPPER /MATE
Inform passing traffic SKIPPER /MATE
Inform Duty Manager SKIPPER /MATE
Call for assistance if required SKIPPER /MATE

8.3.3:15 Training & Decision-Support Flowchart: Steering Failure
Steering Failure
Inform Skipper
Pilotage plan /
Avoid danger + engage emergency
passage plan /
steering A.S.A.P.
berthing plan
Reduce speed
Throttle back if Reduce sail if

under power sailing
Anchor if
required
Inform Vessel Traffic

Services, if required
Inform passing traffic
Inform Duty Manager
Call for assistance if

required

8.4 Critical Equipment
Failure of the following could cause a critical situation;
- Fire pump/ Fire Extinguishers
- Main Engine
- Radar
- Steering gear
- Generator
- Standing and Running Rig
- Gas
- Throttle/Morse control
- Pumps
- Lifesaving equipment
OYT Scotland carries critical equipment spares on board as well as a critical equipment spares list consisting
of Part numbers and suppliers
8.5 Drills Schedule

8.5.1 Drill Schedule
Safety drills are run during Command & Drills weekends. MOB & Muster drills are run on each voyage.
The roles and tasks of staff/crew members are described in the decision support check lists in section 8.2.
The drills must be recorded in the logbook. New ship personnel must be informed about their functions in
case of an emergency.
8.5.2 Fire Drill

At Sea
Simulating evacuating a boat on fire, finding and using emergency exits, donning lifejackets and
emergency lifejackets, Using fire extinguishing equipment carried on OYT Scotland vessels (Fire pump,
fire buckets, location of fire extinguishers and blankets). Mustering crew in a safe place on deck, first
aid. Simulating informing coastguard of distress. Stand by mode. (Drills weekend)
Alongside
Simulating evacuating a boat on fire, finding and using emergency exits, donning lifejackets and
emergency lifejackets, Using fire extinguishing equipment carried on OYT Scotland vessels (Fire pump,
fire buckets, location of fire extinguishers and blankets). Mustering crew in a safe place ashore, first aid.
Simulating informing Fire service of fire. (Drills weekend)
8.5.3 MOB drill

Returning to and recovering a casualty under power and sail. Use of MOB dummy or fender. Search
patterns for losing sight of a casualty. Simulating informing coastguard of distress. (Every voyage)

8.5.4 Abandon Ship drill
Preparing to abandon ship (mustering, clearing deck, readying life rafts, grab bags, flares, EPIRB,
logbook, VHF), launching life raft from vessel, safely boarding raft. (Drills weekend)
8.5.5 Oil Spill Drill

Containing Oil/Diesel spill within vessel. Cleaning up, preventing leakage into sea. Informing local
authorities/coastguard if large leakage into sea. (Command training, drills weekend)
8.5.6 Wounded Sick Person Drill

First aid/medical help to casualty in confined space. Communication with shore based doctor. Preparing
casualty for evacuation. Use of vacuum stretchers. Helicopter rescues. (Command training, drills
weekend)
8.5.7 Grounding & Stranding Drill

Simulating grounding or stranding. Following decision making checklists to ensure vessel safe,
calculating tides, seeking advice if cannot float vessel on rising tide, or if vessel in danger. (Command
training, drills weekend)
8.5.8 Collision drill

Simulating response to a collision with an object or other vessel. Crew evacuation and muster, first aid.
Vessel safety, possible standby mode. Uses of salvage pump, bilge pump systems onboard OYT Scotland
vessels. Assessing damage. (Command training, drills weekend)
8.5.9 ERP drill –once a season

Emergency Response drill for both sea and shore staff of OYT Scotland. Simulation of an emergency on
the trusts vessels and review of both vessel and shore side responses to the situation.
8.5.10 Drills carried out on every voyage

OYT Scotland Muster Drill and a Dry Sea Staff MOB Drill before vessel departs for sea.
OYT Scotland MOB at Sea within 48 Hours of vessel 1st departure.
 These drills should be conducted as far as practical as if it were an actual event.

9: Non–Conformities, Accident & Hazardous
Incidents
Contents
9.1 Observations /Non-Conformities ............................................. 2
9.1.1 Observations .............................................................................................................. 2
9.1.2 Non Conformity ......................................................................................................... 2
9.1.3 Major non-conformance ............................................................................................ 2
9.1.4 Time Limited .............................................................................................................. 2
9.1.5 Example: Steps 1 – 3 ........................................................................................................................................ 3
9.1.5 Example: Steps 4-6 ........................................................................................................................................... 4
9.1.5 Example: Steps 7-8 ........................................................................................................................................... 5
9.1.5 Example: Steps 9-10 ......................................................................................................................................... 6
9.2 Corrective Actions.................................................................... 7

9.2.1 Non Conformity Form ................................................................................................ 8
9.2.2 Action Request Form.................................................................................................. 9
9.3 Incident Reporting ................................................................. 10
9.3:1 Incident Reporting ................................................................................................... 10
9.3:2 Incident Reporting Procedure .................................................................................. 10
9.4 Definition of a Safety Incident ................................................ 11
9.4:1 Definition of a Safety Incident .................................................................................. 11
9.4.2 Reporting Action ...................................................................................................... 12
9.4:3 Incident Reporting Flow Diagram ............................................................................. 13
9.4.4 SAFETY INCIDENT REPORT FORM ............................................................................. 14
9.5 Definition of a Crew Incident ................................................. 19
9.5:1 Definition of a Crew Incident ................................................................................... 19
9.5:2 Reporting Action ...................................................................................................... 19
9.5:3 CREW INCIDENT REPORT FORM ............................................................................... 20
9.6 Safety Committee Roles/Structure ......................................... 23
9.6.1 Safety Committee .................................................................................................... 23
July 2015 Chapter 9: Non–Conformities, Accident & Hazardous Occurrences 1

9.1 Observations /Non-Conformities
9.1.1 Observations
 Issues where improvements in the Safety Management System, are recommended.
 These do not have to be complied with however they should be considered.
9.1.2 Non Conformity

Used to describe where an incident occurs to a person or a vessel, or a procedure in the Safety Management
Systems found not to work, or is not being followed.
Issues where corrective actions must be made to meet the OYT Scotland SMS and/or ensure that the Procedures in
the Safety Management Manual or Vessel manual on board are being followed correctly.
They can be initiated by anyone.
 Time Limited - i.e. must be acted upon , Corrective Action
9.1.3 Major non-conformance

Issues where corrective action must be carried out immediately to meet the OYT Scotland SMS, failure to do so
would result in the suspension of activity until non-conformance is rectified.
Serious threat to safety of personnel, the ship or the environment.
Many Conformities relating to the same issue could be classed together as a Major non-conformance.
 Time Limited
9.1.4 Time Limited

Cannot be deleted or carried over, must be dealt with within the time agreed.
Action has to be completed to meet OYT Scotland SMS.
Procedure for Observations and Non Conformity
Owner is the department responsible for the area that needs corrective action
E.g. vessels – operations manager/skipper/1st mate. Office – Development, Financing, Admin, Admin/Operations
More than one process owner/ department maybe involved.
Example on next page!!
April 2016 Live Version 2 - Chapter 9: Non-conformities, Accident & Incidents 2

9.1.5 Example: Steps 1 – 3
Example:
Medical information missing from crew list.
1. Vessels Skipper raised a non-conformity (originated).
2. Received ashore
Suggested corrective action needed from originator.

Action request and time scale from DPA.
Non-Conformity
1
Chief Exec Originated
2 1
(DPA) 3 (Skipper)
3
2 3
3
 Good communication
Department required between
(owner) 3 departments
responsible for
corrective action
3. Observations can be dealt with between departments at this stage.
*No involvement by safety committee if not required.*

9.1.5 Example: Steps 4-6
Safety Committee Involvement.
4. Safety Committee may need to decide on Departments (owners) corrective action

and time scale.
5
Chief Safety
4
Executive
5 Committee
Meets
5 6
4 4 6
6
4
2 1
Operations Vessel
4
4 4
3
Department (owner)
5. Safety Committee may need to inform the Chief Executive and/or Chairman
depending on the scale of the incident.
6. Safety Committee informs the originator of the non-conformity of their action.

- This is important the originator must know that action is being taken.

Corrective action.
7. Corrective action taken within the time scale set.
8. Notification of corrective action to all parties by owner.
Chairman if required Safety

8 Committee
Chief Executive Originator

(DPA) 8
2 1
Department 7
(owner)
8
Corrective Action.

9. Confirmation that action has been seen to be taken from originator.

This is very important.
9
Chairman if required Safety
10
Committee
10
10 9
10
Chief Executive Originator
9
(DPA)
9
10 9
Department
(owner)
2
10. Close out by Safety Committee.
Must be within 3 months of assigned date; or could be sooner if required by the

safety committee.

9.2 Corrective Actions
The Corrective Action may consist of modification of
1. The Vessel or some vessel equipment

2. Procedures covered within OYT Scotland SMM
3. Training Practices or standards
4. Reporting procedures
5. Operating procedures on the vessels manuals
6. Or can be a combination of them all
All outcomes must be passed on to the required recipients, i.e. Volunteers, staff, board members
(this is very important)
If the safety committee feels that there is insufficient support from the departments in regard to
corrective action deemed necessary. The safety committee can go direct to the Chief Executive with
their concerns
In the case of a major non-conformity this could stop the vessels operating until it has been acted
upon.
The emphasis is on continual improvement and learning from any errors or omissions.
The SMM is a living document that will change as the Trust grows and matures.
Most of the time it’s the systems at fault not the person, it should be a no blame culture.

9.2.1 Non Conformity Form NON-CONFORMITY NUMBER:
OBSERVATION NON-CONFORMITY MAJOR NON-CONFORMITY (Please Specify Type)

YOUR NAME DATE
Please tick which section the Observation / non-conformity falls into:
1.General Definitions 5.Master’s Responsibility & Authority 9.Reports & Analysis of Non-conformities,
Accidents & Hazardous Occurrences
2.Policies 6.Resources & Personnel 10.Maintenance
3.Company responsibilities & authority 7.Shipboard Operations 11.Documentation / reviews
4.Safety Officer 8.Emergency Preparedness 12. Reviews
NATURE OF THE OBSERVATION / NON-CONFORMITY
OBSERVED EVIDENCE OF THE OBSERVATION / NON-CONFORMITY
PROPOSED CORRECTIVE ACTION / TIME SCALE
OFFICE USE: NON-CONFORMITY TO BE CLOSED BY: DATE RECEIVED:

UPGRADE TO MAJOR DATE CLOSED:
NON-CONFORMITY
 Requires Immediate Action

9.2.2 Action Request Form
Action Request Form NC Owner: Time RQ:

ARF No: Signed:
Action Request

9.3 Incident Reporting
9.3:1 Incident Reporting
Non-conformities, accidents and hazardous incidents must be reported as soon as possible in the
first instance by telephone to the Ops manger then followed up in writing as per Incident Reporting
Procedures
Injuries must also be recorded in the accident book
9.3:2 Incident Reporting Procedure

Introduction
OYT Scotland encourages a safety culture where all staff and volunteers feel a responsibility to
report all accidents and hazardous incidents so that reoccurrence can be avoided. The lessons
learned can be passed on in the form of the safety management manual which can be amended and
updated.
Three categories of incident have been defined:

 Safety Incidents
o Accidents
o Hazardous incidents
 Non- Conformities
 Crew Incidents

9.4 Definition of a Safety Incident
9.4:1 Definition of a Safety Incident

9.4:1.1 Group 1: Accident
1. There is loss of life of any person on-board
2. There is a major injury of a person on board
3. Any person is lost from the ship or from the ships boats
4. Any person falls overboard from the ship or one of its boats
9.4:1.2 Group 2: The Ship

1. Causes any loss of life, major injury or material damage
2. Is lost or presumed to be lost
3. Is abandoned
4. Is materially damaged by fire, explosion, weather or other cause;
5. Grounds: excepts for touching briefly so that no damage is caused
6. Is in collision
7. Is disabled
8. Causes significant harm to the environment
9.4:1.3 Group 3: Any of the following occur:

Cause serious injury or damage to the health of any persons by:
1. Collapse or bursting of a pressure vessel, pipeline, value

2. Collapse or failure of any lifting equipment, access equipment, hatch covers, staging, boatswains
chair or any associated load bearing parts
3. Asbestos contact
4. An escape of any harmful substance or agent.
9.4:1.4 Major injury

a. Any fracture: other than finger, thumb or toe
b. Any loss of limb or part of a limb
c. Dislocation of shoulder, hip, knee or spine
d. Loss of sight , whether temporary or permanent
e. Penetrating injury to the eye
f. Any other injury involving
i. Hypothermia or to unconsciousness.
ii. Requiring resuscitation
iii. Requiring admittance to hospital or other medical facilities as an inpatient

9.4:1.5 Hazardous incidents:
Any event other than an accident associated with the operation of a ship which involves
circumstances indicating that an accident nearly occurred.
 Examples
o Near misses: including
 Failure of procedures in ships board operations
 Material defects
 Fatigue
 Human failures
 Medical non-disclosure
9.4.2 Reporting Action

1. All incidents are to be entered in the Ship’s Log at the time of the occurrence with details
including position, and in the case of personal injury also entered in the Accident book.
2. An immediate verbal incident report detailing the salient facts must be made by the fastest
means to the Chief Executive (or Duty Manager in his absence). This is particularly important
in the above listed incidents, as action is required immediately by the office:
3. In all cases the Skipper should state his immediate plans and contact telephone numbers so
that the Duty Officer can maintain contact and the appropriate instructions can be issued.
Meanwhile, as directed, the Chief Executive or Operations manager (safety officer ashore)
will alert the insurance broker and MAIB if required.
The skipper is ultimately responsible for completing an Incident Report Form within 48 hours of an
incident occurring and forwarding to the Chief Executive at the earliest opportunity.
A supply of Safety Incident Report Forms and Crew Incident Report Forms: available in
Section 11 Documents of the Safety Management System

9.4:3 Incident Reporting Flow Diagram
Skipper Reports Incident to:
MAIB Duty Manager Chief Executive

(by quickest means
available if required) If Required
Skipper completes
report ASAP
OPS Manager &

Skipper Review
External Review with Safety

Agree Action
Investigation Committee
Action Completed Issue Safety Training

Closed out Notice Requirement
Implemented
Update SMS

9.4.4 SAFETY INCIDENT REPORT FORM
This form is to be completed by THE SKIPPER as For office
soon as possible after the incident to which it use only SI- / / /
refers and no later than 48 hours after the
incident. A copy is to be sent to the Office and a copy is to be annexed to the logbook.
Vessel Voyage No. Date of Time Date and Time Duty Manager
Incident Informed
Name of Skipper
Name of Watch leader who had

charge of / conning the vessel
Position in which incident took

place
Nature of Incident (please tick) Safety Incident Hazardous Incident
Wind direction and Sea state

force
Visibility Direction / speed
of current
Ship’s head or course Course being
being steered made good
Speed of vessel Speed of vessel
through the water over the ground
Depth of Water Point of Sail
Sail Plan Engine

Nature of Incident
Cause of Incident
Include manoeuvre being carried out and what task the injured party was engaged in. (Sketch and continue on
reverse if required)

Action taken by Skipper / Other Parties:
List Damage / injury to vessel and / or Trust members

Include name and address
List Damage to other vessels or parties

Include names and address
If other vessel(s) involved

List Name, Port of Registry, Identifying No’s, and Name, address and Tel No of Skipper / Owner

Initial assessment of how the incident might have been avoided
Skipper’s signature Date
Block capitals
Witness’s Signature * Date
Block capitals
Witness’s Status
(1M,2M, etc)
 The witness should be selected by the criteria laid down in the logbook regulations or where
not stated should be the First Mate.

For Office Use Only
OUTCOMES AND COMMENTS
Date and Time Date and Time Chief

Duty Manager Executive informed
Informed
Date and Time Date and Time Vice Chair
Chair informerd informed
Date of Safety Date Form Received in

Committee Review Office
Date of Safety Safety Notice Issued by

Notice Issued (name)
(attach copy if
applicable)

9.5 Definition of a Crew Incident
9.5:1 Definition of a Crew Incident

1. Any behaviour by any person that causes concern to any member of the crew, sea staff or 3rd
party or results in a member of sea staff or crew leaving a voyage early.
2. Any event that impacts on the emotional, physical or social well-being of any member of the
crew, sea staff or 3rd party.
9.5:2 Reporting Action

1. The skipper is ultimately responsible for completing an Incident Report.
2. The skipper may wish to discuss an incident with the 1st Mate and / or Safeguarding Officer
to determine whether an Incident Report is required.
3. If there is any potential legal implication it is mandatory that an incident form is completed
at the earliest opportunity and the Duty officer and Safeguarding Officer informed as soon as
possible.
4. If the incident involves repeated breaches of one of the six Rules detailed in the Personal
Logbook an Incident Report must be completed.
OYT Scotland Rules for behaviour of crew and staff during a voyage
 Everyone must show respect to others and their property

 Everyone must agree to follow all safety instructions
 Everyone must be supportive of each other regardless of age, sex, religion, ability …
 Exclusive relationships are not part of the voyage
 Mobile phones will be switched off while sailing
 No alcohol or illegal drugs will be permitted during the voyage

9.5:3 CREW INCIDENT REPORT FORM
For office
use only CI- / / /
This form is to be completed by THE SKIPPER
within 48 hours of the incident and posted to the OYT Scotland
Office for the attention of the Development Manager (marked urgent).
Vessel Voyage No. Date of Time Date and Time Duty Manager
Incident Informed
Name of Skipper
Position of vessel when

incident took place
Wind direction and force Sea state
Nature of Incident
1. Any behaviour by any person that causes concern to any member of the crew, sea staff or 3rd party.
2. Any event that impacts on the emotional, physical or social well-being of any member of the crew, sea staff
or 3rd party

Events leading up to Incident
The details should be factual and avoid opinions
Who was involved (Crew, Sea staff, 3rd Parties)
Time and Place
Description of what took place
Action taken
Was the situation resolved? If so what / how?

Who else was contacted Discussion Date, time
Skipper’s signature Date
Block capitals
Witness’s Signature * Date
Block capitals
Witness’s Status
(1M,2M, etc)

9.6 Safety Committee Roles/Structure
9.6.1 Safety Committee
The Safety Committee assists and advises the trust with safety management afloat and ashore.
The committee consists of the following members:
1. Chairman
2. Board Representative
3. Chief Executive
4. Other Members with relevant expertise
5. Sea Staff
Members can be volunteers from all areas of the trust.
Members of the operations team are invited to all safety committee meetings when they are
available. Other members of the organisation are involved when appropriate.
The committee meets approximately once every other month and has the following remit:
 To review Safety Incidents & non-conformity/observations with aim to improve safety, not
to apportion blame.
 To work alongside and to assist the senior management team on safety matters throughout
OYT Scotland’s activities.
 To report to the Board and advise them on safety issues.
 To continually review the Safety Management System.

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Ship Emergency

Ocean Youth Trust Scotland

For more information contact us:

OYT Scotland is a Registered Charity, No. SC029531

4.1 Designated Person Ashore Role ......................................... 4

4.4 Duty Officer....................................................................... 6

4.5 Emergency Response Plan ................................................. 16

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 1

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 2

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 3

4.2 Safety Committee Role

The Committee consists of the following members:

4.3 Duty Manager

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 4

Must Keep Each Other Informed

Assemble Emergency Response

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 5

 Have 24 hour access to the senior management team.

OYT Scotland 24 hour Number: 07623 912543

4.41:2 Crew Recording

4.4.1:3 Monitoring of Vessel Movements

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 6

4.4.1:4 Vessel Overdue

4.4.1:5 Vessel in Distress or Need of Assistance

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 7

 Chief Executive Officer (Nick Fleming)

4.4.1:7 Definition of Duty Officer

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 8

4.4.3.2 Action required by Skipper

Start of Extended Voyage

 Close TR with Coastguard

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 9

4.4.3.4 Departure from Standard Reporting during Special Events

4.4.4 Repatriation Procedure (Young person over 18)

4.4.4:1 Young Person is under 16 years old

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 10

A responsible adult could be:

1. A member of Ocean Youth Trust Scotland.

4.4.4:2 Young Person is over 16 years old and under 18 years

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 11

4.4.4:4 Crew members remaining on-board

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 12

 On-board an OYT Scotland sailing vessel.

4.4.5:2 Matters for concern

Young people can be at risk through:

If you have such concerns you must do something about them.

 Ensure the young person is not at any immediate RISK

CONFIDENTIALITY MUST BE UPHELD AT ALL TIMES

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 13

RECORD ACTION TAKEN

SIGN & DATE

KEEP COPY OF REPORT

COPY OF REPORT TO CHIEF EXEC and SAFEGUARDING COMMITTEE

An emergency or accident should be referred to as an incident.

4.5:1.2 Incident Definitions: emergency or accident should be referred to as an incident.

A situation that is considered to be life threatening.

Category 2: Medical Incident

Category 3: Vessel Incident

April 2016 Version 1 Live - Chapter 4: Appointed Safety Officers 16

Category 5: Young Persons Incident

Category 6: Other Contingencies

4.5.1:3 Other Definitions

Ocean Youth Trust Scotland