UNIT 5

Crew evaluation and promotion.

Debriefing for signed off crewmembers (off-signers)

Vocabulary
Part 1

1. plan relief план заміни

2. appraisal report звіт про оцінювання
3. to be countersigned by the crewmember бути підписаним екіпажем
4. not to retain on board не тримати на борту
5. aforementioned discussion вищезгадане обговорення
6. rating's period of service on the vessel період служби (працевлаштування)
рядового на борту
7. evaluator оцінювач
8. upon the termination for any reason після припинення з будь-якої причини
9. to leave behind in hospital залишити в лікарні
10. catering ratings рядові працівники харчового
обслуговання (камбузу)
11. to determine the future employment of визначити майбутню роботу моряка
the seaman
12. to notify the manning agency повідомити кадрове агенство
13. to be maintained as confidential зберігатися як конфеденційне
14. delegating work делегована робота
15. sincerity щирість
16.loyalty відданість, лояльність
17. personnel management управління персоналом

Exercise 1. Read a text and answer the questions

Evaluation of crew
Appraisal Form C01 Crew Appraisal Report must be completed for every officer and
rating. The appraisal form must be sent to the Company Crewing Department. No
copies should be kept on board. The completed forms properly signed by the Evaluator,
the Master and countersigned by the Crew member must be submitted to the Crewing
Department and are to be kept properly filed within the Crew Department records.
The performance, competency and attitude of individual crew members will be
systematically assessed as described here below in this Chapter.
Directions for the completion of appraisal form – (form C01)
The format of this Form has been completely revised. The new Form C01 is printed
on two pages. The first page is to be completed, discussed and presented to the seafarer.
The Crew Member must coutersign his appraisal form and should be given a copy of his
completed appraisal form.
The second page is a confidential report to the Crewing Department prepared and
signed by the Master & the Evaluator. No copy of this page should be provided to the
seafarer.
It is the duty of the Master to ensure that, with the co-operation of the Chief Engineer
and the Chief Officer, (as appropriate), that the approved form, is submitted to Crewing
Department. No copy of the completed form is to be retained on board.
C01 Crew Appraisal Form should be completed in the following cases:
• Initial Report – one month after joining for crew members new for the vessel;
• Intermediate Report:
• Middle of contract for crew members new for the vessel;
• Upon change of Master (for all crew) or Chief Engineer (for engine crew).
• Final Report - Upon the termination for any reason of each Officer’s and Rating’s
period of service on the vessel;
• Other Report - should be prepared for individuals only when special
circumstances so require, i.e. for crewmembers left behind in hospital, or who
are transferred to other vessels.
The Head of each department on board the ship is responsible for completing Appraisals
for subordinates in his department, Chief Engineer assesses all Engineering Staff, Chief
Officer assesses all Deck and catering ratings. Master should assess Deck Officers as
well as the Chief Engineer and all crewmembers.
After having been informed on his appraisal during an interview with the Head of his
department and the Master, the crewmember will sign his Appraisal Report, in the same
time as the assessors.
Completed crew appraisal reports have to be scanned and sent to the Crewing
Department by email. Upon receipt of the crew appraisal reports, the Crewing
Department will record comments on crew performance in the record of the individual
seaman and will consider such comments and the overall assessment as the basis for
determining the future employment of such seaman. The Crewing Dept will notify the
manning agency of such status, which shall at all times be maintained as confidential.

APPRAISAL FORM

Doc.
C01
CREW APPRAISAL REPORT No:
Ref.:

Vessel: Date of report:

Crewmember: Rank: Date Joined:
Evaluator: Rank: Date Joined:
Type of report:
 Criteria evaluation **
* Attitude and sense of responsibility
*General conduct/ sense of discipline
* Cooperation /Sincerity/Loyalty
*Professional /Technical Knowledge/Self-confidence
basis rank
Personnel Management
Judgment & decision Making
* Communication skill, sociability, habits, command
over English
Planning & delegating work & monitoring
*Observance of drug and alcohol policy
*Observance of SMS, including wearing PPE &
Uniforms.
Maintenance of files & records as per handling
Over/SMS
* Capacity & willingness for hard work
Knowledge, planning and execution of cargo
operations the cargo operation handling and ballast
operations
Monitoring, mentoring and training Juniors
Reading ships manuals, circulars,publications
* Inter -personnel relationships
Initiative/Tactfulness
Short term strategy, team work,
* Relationship with seniors
*EMS and Environmental Impact and Aspect
Awareness
Totals 0
Evaluation = Totals/Nr. of
Criteria items
Notes:
*
Compulsory criteria both for Officers and Ratings. Non-marked are for Officers only
**
Each Criteria evaluated as "Development needed" to be commented in Evaluator's
remarks/observations section.
Evaluator's remarks/observations:
 Crew member comments

Doc.
CREW APPRAISAL REPORT C01
No:
Ref.:

Confidential Comments between Master and Office only

Re-Engagement No

Recommendation for Promotion

DEBRIEFING FOR SIGNED OFF CREWMEMBERS (OFF-SIGNERS)

All crewmembers that sign off (off-signers) are to visit the filial agency office for
debriefing within one week from disembarkation date.
The debriefing must be prepared in advance and in writing and should refer to the
following matters:
• Crew appraisal, from the vessel in sealed envelope and personal training booklet
must be available for the debriefing and for immediate evaluation/discussion with
the Office Director and when requested scan, send copies to main office.
• Hold general discussions with the Off-signer to evaluate his performance on
board. On the basis of his appraisal forms and aforementioned discussion, and
 after consultation with the main office or other clients, grade or revise the grading
of the off-signer as one of the following:
• Grade “A” - designating “Preferred” for service;
• Grade “B” - designating “Just Satisfactory” for service;
• Grade “C” - designating “Unsatisfactory” for service.
The appropriate grading must be entered in the database.
• First priority to proposing candidates for service who have been assessed as
having Grade “A” status, and second priority to those who have been notified as
having Grade “B” status. Candidates who have been notified as having Grade “C”
status will not be proposed by the Crewing Agent.
• In case the Off-signer is graded as unsatisfactory he will no longer be employed,
and this decision must be communicated to the off-signer in writing.
That follows applies to those graded as suitable for further employment (Preferred or Just
Satisfactory).:
• Arrange courses as required.
• Discuss next assignment and confirm when and where to make contract. Advise
crewmembers that they can contact a filial office.
• Update the computer database with the date when candidate expects to be ready to
join a vessel.
• Check documents and personal details are correct.
• File debriefing report in the vessel file and data base. At the request of main office
other debriefing reports are to be supplied to them.

FOLLOW-UP ON CANDIDATES ON VACATION

The filial agency, must at all times, maintain a list of candidates and follow-up on
seafarers who are on vacation. Contact must be made, as agreed in the debriefing towards
the end of the vacation period in order plan relief. Assist with any problems related to his
service that the seafarer might have during vacation.

1. What are the procedures and directions of appraisal form ҆s completion?

2. In which cases should the appraisal form be completed?
3. Define the main criteria are to be evaluated.
4. What is meant under the term “Debriefing of off-signers”?
5. Define the main points, which should be discussed while the debriefing.
6. Describe the idea of seafarers ҆s grading.
7. What happens if the off-signer is graded as satisfactory?
8. What should the crew officer discuss with the off-signer if he is graded as preferred
or satisfactory?
9. How should the agency perform with the seafarers who are on vacation period?
Exercise 2. When completing the Appraisal Form C01 in what order should the
following steps be carried out ?

a. The Crew member countersigns his apraisal form. A copy of his completed
appraisalform is given to him.
b. The first page of the appraisal form is to be completed, discussed, properly signed by
the Evaluator, the Master and presented to the seafarer.
c. Final Report is prepared upon the termination for any reason of each Officer's and
rating' s period of service on the vessel
d. Tha approved appraisal form is submitted to Crewing Department
e. One month after joining crew members new for the vessel Initial Report should be
prepared.
f. The second page that is a confidential report to the crewing Department is completed
and signed by the Master or the Evaluator.
g. In the middle of the contract for crew members new for vessel Intermediate Repert
is prepared.
h. Upon receit of the crew appraisal reports, the Crewing Department will record
comments on crew performance in the record of the individual seaman.

Exercise 3. Cross the odd-one-out. Translate the verbs having similar meanings
- to keep , to retain, to prepare, to file
- to inform, to revise, to report, to notify
- to sign, to present, to provide, to send, to submit
- to assess, to evaluate, to appraise, to complete
- to agree, to record, to approve, to confirm

Exercise 4. Find the words in the text that mean the following:
1.To separate people or things into different levels of quality,size, importance etc.
2. to question someone in details about work they have done for you
3. the action of leaving a ship or aircraft after a journey
4. to write your name on a document that already has the signature of another person
5. to take the sequence of actions when something or somebody shuts down working for
a predetermined period of time

Exercise 5. Complete the gaps with the words from ex.4

1. Internal auditors will have to............ a copy of the document.

2. OK. I will ....... .... . We will talk at the beginning of the week
3. The pilots were thoroughly ..........after every mission
4. The books are......... according to the difficulty of the language
5. The hotel restaurant will be closed so we recommend you to have dinner on board the
ferry before...........
Exercise 6. Translate into English the following sentences.

1. Копіï форми оцінювання С01(звіт про оцінку екіпажу) не повинні зберігатися на

борту. Заповнені форми, належним чином підписані оцінювачем, капітаном та
членом екіпажу, повинні бути подані до відділу екіпажу та зберигатися у запису
департамента.
2. Моряк повинен підписати свою форму оцінювання та отримати копію
заповненої копії оцінки. Друга сторінка - це конфіденційний звіт для відділу
крюінгу, підготовлений і підписаний капітаном і оцінювачем.
3. Обов҆ язком капитана є забезпеченя того, щоб у співпраці зі старшим інженером і
старшим помічником (у відповідних випадках) затверджена форма була подана до
департаменту екіпажу.
4. Отримавши звіти про оцінку екіпажу, департамент комплектування екіпажу
фіксуватиме коментарі щодо роботи екіпажу в досьє кожного моряка та
розглядатиме такі коментарі та загальну оцінку як основу для майбутнього
працевлаштування моряка.
5. Усі члени екіпажу, які списалися з судна, повинні відвідати офіс компанії для
проведення дебрифінгу протягом тижня з дати списання.
6. Офіцер з планування екіпажу проводить загальні діскусії з моряком під час
дебрифінгу, щоб оцінити його роботу на борту.
7. На основі його форм оцінювання та вищезгаданого обговорення та після
консультацій з головним офісом, офіцер визначає і дає оцінку за роботу на протязі
контракту наступним чином:
1) Оцінка А – позначення має перевагу щодо першого пріоритету для подальшого
працевлаштування;
2) Оцінка В – просто задовільно та позначка другого пріоритету;
3) Оцінка С – «НЕЗАДОВІЛЬНО», та позначку про те, що цей кандидат не має
пріоритету для подальшого працевлаштування.

Part 2
Writing emails
Exercise Underline the correct prepositions in each sentence.
1. Thank you for/about your interest in our products.
2. We are interested in/to purchasing 5,000 units.
3. Do you give discounts to/on an order of this size?
4. We will be happy to deal with/to any further questions.
5. Is it possible to buy the goods on/with credit?
6. We need this item until/by the end of October at the latest.
7. We need to reach agreement on/for this matter as soon as possible.
8. We have 20 items on/in order from you.
9. Thank you for email about a possible order by/for our products.
10.In relation with/to discounts, our terms are 5% for an order over 10,000 dollars.

Exercise Tick (✓) the most polite form – a) or b).

1.a) This invoice should be paid immediately….
b) You must pay this invoice immediately…

2.a) You have not paid invoice JK387....

b) We note from our records that invoice JK387 has not been paid…..

3.a) This outstanding balance is now overdue……

b) Your outstanding balance is now overdue……

4.a) Please send a bank transfer to clear this amount…..

b) Please send a bank transfer to clear this amount. If you have already dealt with this
matter, then please disregard this email…