HSM Manual

HEALTH AND SAFETY MANUAL
Rev No. : 1
Date : 25-Mar-21
APPROVAL Page : 1 of 1
HEALTH & SAFETY MANUAL

EDITION – IV
Notes:
1. This manual is valid from the issue date.
2. This manual is not to be altered or marked in any way.
3. Any review or alteration to this manual is to be carried out as per the system
procedures.
4. Any revisions of this manual will be recorded on the Revision sheet.
Approved By:
Issued By:
Synergy Maritime Private Limited
Head of Ship Management Team
This publication is the property of Synergy Group. No part of this publication is to be

reproduced, stored in a retrieval system or transmitted in any form or by any means
without the prior permission of Management.
Uncontrolled document when printed

Rev No. : 1
Date : 25-Mar-21
RECORD OF REVISION Page : 1 of 1
RECORD OF REVISION
This procedure was first released as Edition 0, in 2006 and first major revision was
releases as Edition 1 on 21st Oct 2009. After which various revisions were released
to multiple chapters. The second major revision to the manual was released as
Edition II on 31st Jan 2013. The third major revision to the manual and the manual
was renamed as Health and Safety Manual and released as Edition III on 20th Feb
2015. The fourth major correction to the manual was released as Edition IV on 30th
Dec 2019.
Record of all the previous revisions is maintained in office with CMS Team.
Rev.
Chapter Page Date
No.
Ch.01 Safe Systems of Work 4, 1 25-Mar-21
Ch.02 Permit to Work 2-6,8-11,18,19-
20,23,24,32,35,36,37, 1 25-Mar-21
55,56
Ch.03 PPE 2 1 25-Mar-21
Ch.05 Safety Inspections and 2,5,6,7,8,10
1 25-Mar-21
meetings
Ch.07 Calibration 1 1 25-Mar-21
Ch.08 Drugs & Alcohol 2,3,4 1 25-Mar-21
Ch.10 Occupational Health and 11,14,17
1 25-Mar-21
Safety Risk Assessment
Ch.11 Chemical Handling & 5,6-12
1 25-Mar-21
storage of batteries
Ch.14 Health Surveillance 2 1 25-Mar-21
Ch.16 Safe Operational 1,2,9,10,12,13
1 25-Mar-21
Practices
Ch.17 Additional Safety 1
1 25-Mar-21
precautions on tanker
Appendix 3: Personal 1,4
1 25-Mar-21
protective Equipment

Rev No. : 1
Date : 25-Mar-21
TABLE OF CONTENTS Page : 1 of 1
TABLE OF CONTENT
Chapter Title Revision Revision Date
1 Safe Systems of Work 1 25-Mar-21
2 Permit to Work 1 25-Mar-21
3 PPE 1 25-Mar-21
4 Isolation Procedure 0 30-Dec-19
5 Safety Inspections and meetings 1 25-Mar-21
6 Just Culture 1 25-Mar-21
7 Calibration 1 25-Mar-21
8 Drugs & Alcohol 1 25-Mar-21
9 Smoking 0 30-Dec-19
Occupational Health and Safety Risk
10 1 25-Mar-21
Assessment
11 Chemical Handling & storage of batteries 1 25-Mar-21
12 Fatigue Management 0 30-Dec-19
13 Food & Hygiene 0 30-Dec-19
14 Health Surveillance 1 25-Mar-21
15 Occupational Hazards & Diseases 0 30-Dec-19
16 Safe Operational Practices 1 25-Mar-21
17 Additional Safety precautions on tanker 1 25-Mar-21
Guidelines on Tank Entry for Tankers using 30-Dec-19
Appendix 1 0
Nitrogen as an Inerting Medium
Appendix 2 Contractor Management System 0 30-Dec-19
Appendix 3 Personal protective Equipment 1 25-Mar-21
Appendix 4 SIMOP decision matrix 0 25-Mar-21

Rev No. : 1
Chapter: 1 Date : 25-Mar-21
SAFE SYSTEMS OF WORK Page : 1 of 10
1. SAFE SYSTEM OF WORK

SAFETY PHILOSOPHY
Safety is a shared responsibility. As an employee, you have a duty to care and
responsible for:
▪ Safety for yourself and your mates
▪ Care towards the vessel and the protection of the Environment.
Synergy expects all the employees to operate the vessels, at all times, in compliance
with these concepts:
▪ No business objective will be pursued at the expense of safety.
▪ Accidents and injuries are preventable; all steps should be taken to ensure
they do not occur.
▪ No job is well done unless it is safely done.
You should be committed to the concept that getting the job done and safety go
hand-in-hand, and do not perceive yourself as being under pressure to cut corners or
reduce safety margins, to meet schedules or other targets.
Remember, you are under no such pressure, and you are not serving the Company’s
best interests if you do so. Furthermore, you may well be placing yourself in a
position for disciplinary action.
You should remember that a single major incident has the potential to ruin the
Company, and completely outweighs the possible benefits from taking unnecessary
risks.
ACCIDENT PREVENTION
The term “accident” means an unintended event, which results in harm to people,
property, or the environment.
It is estimated that 80-90% of all accidents can be attributed, at least in part, to the
actions or omissions of an individual or individuals.
Figure 1: The ideal and the reality of defences

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Hazards
The Ideal
Defences
Hard & Soft
The Reality
Potential losses
People, Property & Environment
In all vessels, day to day management decisions are influenced by the prevailing
culture, the embedded attitudes, and rules (both official and unofficial), which
underpin the way the vessels run.
The consequences of inadequate consideration for safety (e.g. in terms of fatigue,
manpower, competence, communications, working practices, etc.) will be
transmitted to individual workplaces, where they will manifest as factors likely to
promote unsafe acts. Within the workplace, these local factors will then combine
with the natural human tendencies to commit errors and violations - collectively
termed 'unsafe acts' – and accidents may result.
1.2.1 DEFENCES
The vulnerability of the individual (and the organisation) to accidents is dependent
on barriers that serve to protect against the consequences of any given hazard
reaching its potential (i.e. causing harm or damage).
In an ideal world, all the defensive layers would be intact (as shown on the left-hand
side of Figure 1). In the real world, however, each layer has weaknesses and gaps, of
the kind shown on the right-hand side of Figure 1.
The necessary condition for an accident is the rare alignment of a set of holes in
defences, allowing hazards to come into damaging contact with people, equipment
or environment. These 'windows of opportunity' are:
▪ Relatively rare, because of the multiplicity of defences (e.g. modern
equipment, skilled workforce, good procedures etc.), and

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▪ Short-lived, because of the relative 'mobility' of the holes, as local conditions

vary (e.g. ambiguous procedures may be largely irrelevant to an experienced
employee but permit unsafe practices on the part of a trainee).
Analysis of most accidents is compatible with this model, typically revealing a
disastrous combination of events rather than a single root cause.
Safety defences are usually categorised as 'hard' or 'soft'.
Hard Defences include hardware such as guards on machines, personal protective
equipment (hard hats, safety harness, etc.) and machines that mechanise hazardous
jobs (so that individuals are not required to have “hands-on” contact).
Soft defences rely largely upon the combination of people (knowledge and
leadership), Policy (commitment) and procedures (safe practices). They operate at
two distinct levels:
The operational or procedure level – We have procedures in place to ensure safe
systems for our work. Recognised hazardous jobs are additionally covered by
carrying out risk-assessments before we start the job, additional control measures
and possibly complying with the permit-to-work systems,
The organisational or policy level – This is the “safety culture” within which we
should be working. At the shore management level, this includes our policy of
recruiting good quality personnel, the provision of training and equipment,
incentives for staff, etc. On the vessels, this depends on the knowledge,
professionalism and self-motivation of Officers and crew.
Because of the nature of our operations, we are heavily dependent on individual
competence and this makes the robustness of our soft defences extremely
important.
SAFETY CULTURE
Our commitment to safety is in our actions. Where a safety culture operates, there is
zero tolerance for hazardous conditions, unsafe practices, short cuts that
compromise safety, or non-compliance with safety procedures.
A Safety Culture is pro-active. Personnel, from the Master to the deck / engine
trainee, are actively looking to spot hazards and unsafe practices both in their own
jobs and elsewhere on board. Once identified, these hazards can be eliminated or
mitigated. We encourage staff to report their own errors and near misses. The vessel
management team shall foster such a climate by their leadership and example.
There must also be a willingness and motivation to analyse and draw intelligent
conclusions from safety reports and feedback and take action to implement
appropriate corrective action. This requires enthusiasm and commitment to a safe
and incident-free operation on the part of all concerned.

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A Safety Culture will not happen by itself. It requires leadership, example and
commitment to safe working practices and an incident-free environment from on-
board management, plus the active participation of all employees.
The safety culture survey to be carried out across the fleet annually and the data to
be analysed to identify the areas of improvement, If any.
COMPLIANCE CULTURE
Procedures apply from the Head of ship management team to the trainee onboard.
Persons in responsible positions cannot disregard safety procedures when it suits
them to do so.
We must seek to achieve a “compliance culture” where everybody works within the
rules. This is Vital, where your safety or perhaps even your life may depend on you
or your mates. So, doing the job properly, first time and every time is the essence of
compliance culture.
The procedures provide you with instruction and assistance in doing your job,
particularly in areas where doing the job in a specific way is considered essential for
safety.
If you consider that any part of any Company manual does not comply with the
above criteria, you should bring this to the attention of your Head of Department or
the Master. If he is unable to resolve the matter to your satisfaction you should
make a written submission, via the Master, giving details of where or how you
consider the manual text does not comply.
GENERAL SAFETY RULES
Do’s and Don’ts
DO’S:
▪ Assess task before hand and understand exactly what the task involves.
▪ Consider required skills and knowledge to carry out the task safely and
properly. If not, obtain the assistance of a senior or your head of department.
▪ Consider resources you will need for the task (e.g. instructions, tools and
materials) and try to assemble them all before your start.
▪ Consider assistance required to perform the job (i.e. manpower).
▪ Take time to evaluate potential risks involved and plan work in a way that
eliminates or minimises risks. If in doubt, discuss the task with an officer or
your head of department.
▪ Use appropriate Personal Protective Equipment, suitable for the task in hand.
▪ Use the right tools for the job.
▪ Notify another person of your work location, when working alone.
▪ Be cautious when moving about work area, especially when environmental or
other conditions create or aggravate hazardous situations.

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▪ Report malfunctions of safety gear and critical equipment to your supervisor

as soon as possible. Post a warning to alert other personnel of hazard.
▪ Be alert to any hazardous conditions around the vessel.
▪ Report Near misses and dangerous occurrences to the Safety Officer or your
Head of Department, if they occur. They are valuable opportunities to learn
safety lessons.
▪ Warn people of potentially unsafe acts or conditions and increase the safety
awareness of your colleagues.
▪ Participate in toolbox meetings and risk assessment. Have your say. You may
voice the idea that no one else has thought about.
DON’TS:
▪ Don’t attempt to perform a job alone when safe working and seamanship
practices indicate that assistance is required.
▪ Don’t Take shortcuts or ignore steps in safety procedures and standards.
▪ Don’t use makeshifts, damaged or inappropriate equipment that could
compromise safety.
▪ Don’t inhibit alarms or shut down devices, which are there for your safety or
for the safety of others.
▪ Don’t attempt to do any task that is beyond your knowledge or ability,
without obtaining proper assistance.
▪ Don’t assume that you have all the information necessary to take chances.
▪ Don’t violate permit-to-work systems.
▪ Don’t Wear flip – flops outside cabins
MANAGING SAFETY
Safety is managed on board in a variety of ways including (but not limited to) the
following tools:
▪ Daily meetings
▪ Risk Assessments & Toolbox Meetings.
▪ Permit to Work Systems.
▪ Incident Reports, Near Miss Reports.
▪ Training – On Job training, Videos & Drills.
Any flag specific requirements should be adhered to.
FAMILIARIZATION
1.7.1 FAMILIARIZATION OF SHIP STAFF
All staff on board shall complete the relevant sections of the familiarization booklet
at the times mentioned therein. The familiarization is divided as follows:

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Section A
Pre-joining briefing and familiarization: This consists of familiarization of the
company SMS, understanding of company policies and objectives, procedures,
organization structure, vessel details, onboard duties and items of importance
pertinent to the company and the vessel. This will be completed by company or by
manning office.
Section B
Onboard safety familiarization: Master must ensure that all personnel joining the
vessel complete this section of the familiarization booklet within 24 hours of joining
the vessel. He must also ensure that safety officer or his designate gives all joining
personnel a familiarization tour. The designate is 3rd officer with more than 6
months rank experience OR 2nd Officer. 2nd Engineer or his designate (4th engineer
with more than 6 months rank experience OR 3rd Engineer) will assist Chief Officer
in safety familiarisation of machinery space.
The on signer will confirm his understanding by signing at the end of Section B.
Trainers will countersign with date. This section shall be completed within 24 hours
of the seafarer joining the vessel and prior to assigning his job responsibilities.
Section C
Section C on Board safety (continued) – MUST be completed within 14 days of
joining (As per SOLAS) the on signer shall complete this detailed training within 14
days of joining the vessel.
The on signer shall confirm his understanding by signing at the end of Section C.
Section D
Job familiarisation. This will be completed by Outgoing person or a person of higher
rank. The on signer will confirm his understanding by signing at the end of Section D.
Person responsible for familiarization will countersign with date. Section D needs to
be completed before on signer takes over the responsibility.
It is the responsibility of each crew member to read understand each section, and
then submit to Master/Chief Engineer for verification and signature. Copy of last
page will be filed on bridge with third officer for ready records. This booklet shall be
kept by the seafarer at the most convenient place to refer. On Sign Off, this book
shall be handed over to Master, who shall retain for a period of 3 years.

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1.7.2 FAMILIARIZATION OF VISITORS

All visitors such as passengers, contractors, pilots who are engaged in long distance
pilotage, company superintendents & supernumeraries; who visits the vessel for
short period of time (i.e., 2 to 3 days) or intend to sail with the vessel, must be
familiarized as per company familiarization procedure for visitors using form SF 14.
This familiarization shall be completed upon boarding the vessel and in no case later
than 24 hours after joining. All visitors who intend to stay onboard the vessel at port
shall be familiarized at the gangway using the “visitor’s safety card”.
QHSE EXCELLENCE CAMPAIGN
Synergy defines HSSE Excellence as a goal that is achieved by having Zero Injuries,
Zero Spills, Zero Security incidents and Zero Pollution in the organization This is a
long-term campaign with focus on behavioural changes. The intended changes shall
be achieved by having “Periodical QHSE excellence programme”, which will focus on
selected operations / systems with two main objectives:
▪ Reinstate Basics
▪ Promote Best Practices
▪ Promote Safety Suggestions
CMS Team will drive this programme.

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Presently we have reached the third stage “QHSE is a priority”. The target for
reaching final stage “QHSE is a value -behavioural changes” is 2021.
L.A.R.P. CARD SYSTEM
Heinrich triangle indicates that every serious or major injury is preceded by

approximately 3000 unsafe acts or conditions. By focussing on the fundamentals and
eliminating unsafe acts/behaviours and unsafe conditions, we can reduce the injuries
and damages. To attain the above LARP card system is initiated.
L.A.R.P CARD INCIDENT

SYSTEM ANALYSIS
LOSS CAUSATION MODEL
Preventive
Action
Corrective
Action
INDIRECT DIRECT
ROOT CAUSE INCIDENT CONSEQUEN
CAUSE CAUSE
========== ========== CE
Barrier
========== ==========
-(Planning -(Accident ==========
-(Personal -(Unsafe Act
Standard and Near -(Injury
Factor Job Unsafe
Compliance) Miss) Damage)
Factor) Condition)

Rev No. : 1
LARP card system is different from incident analysis. Above loss causation model
explains all the causes that lead to an accident. Incident analysis creates barriers
after a near miss or an accident. LARP card introduces barriers to prevent a near miss
or an accident.
LARP involves 4 steps:
Look – For unsafe acts or conditions OR look for safe acts.
Act – Correct the unsafe act/condition immediately OR appreciate the person for
safe act.
Report – To senior officer and fill up LARP card.
Prevent – Discuss unsafe act or condition in tool box meeting and motivate / train
staff as necessary. OR
Promote –discuss safe act in tool box meeting and appreciate staff.
All staff shall,
▪ Be familiar with the L.A.R.P. card system.
▪ Actively involved in this system to improve behaviours and prevent accidents.
▪ Always be alert and look for unsafe acts and conditions in work place.
Staffs who notices any unsafe act or condition shall Act immediately. He shall stop
the unsafe activity and explain the safe behaviours to the person involved. He shall
correct the unsafe condition (by self or by informing the senior)
Any person who observes an unsafe act or an unsafe condition has the authority to
stop the unsafe activity.
If any safe act is seen, by anyone, he shall appreciate the staff for his proactive
approach and fill up LARP card. Card can be either handed over to department head
or can be dropped in the nearest LARP card box.
Senior officers shall:
▪ Collect and display all LARP cards in the common notice board.
▪ Discuss in daily tool box meeting:
• Content of the LARP cards generated in his work area.
• Action necessary in his department to improve behaviours.
• Follow up on the implementation of improvements identified.
▪ Enter the LARP card in excel sheet provided and hand over to Master every
week.
Master shall:
▪ Train all staff in LARP And Near Miss system.

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▪ Ensure LARP cards and near miss are generated by all ranks, not just the
master or senior officers onboard. Also, LARP reporting shall not be limited to
any one department.
▪ Review the LARP cards and provide further suggestions to senior officers
▪ If Shippalm not available on board, vessel to send the filled up excel sheet to
office every month (Report to be sent in the 1st week of next month)
▪ Discuss important LARP cards in the safety meeting.
LARP cards can also be entered directly in the Shippalm.
An award system has been initiated to motivate the staff on board in reporting
unsafe acts, unsafe conditions, and near misses. Details of the awards will be sent to
all the vessels. Best LARP cards and names of the prize winners for each month will
be circulated within the fleet.
Reference:
SF-10 - Safety Familiarization booklet
SF-25 - LARP Card
SF-25A - LARP Card Reporting Sheet
SF-14 - Familiarisation for visitors

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PERMIT TO WORK Page : 1 of 57
2. PERMIT TO WORK
GENERAL
The work activities that are to be controlled by various permits are specified in this
section. The purpose of this section is to give guidance on permit to work (PTW)
system.
Permit to Work system is a planning and work control system designed to assist all
personnel to carry out activities that are potentially hazardous in accordance with
safe and environmentally sound working practices.
Permit to Work (PTW) systems are used for critical tasks where risk levels can only be
controlled by strict compliance with a set of procedures. These procedures must be
fully completed, without exception before the work permit can be issued.
Colour Code for Permit to Work
Book No. Permit Name Colour Code
1 Hot Work Pink
2 Enclosed Space Entry Green
3 Working at Height / Over side Yellow
4 Cold Work Permit Blue
5 Electrical Work Permit Blue
6 Underwater Operation Permit Blue
7 Elevator Maintenance Permit Orange
8 Work on deck in heavy Weather Permit Blue
Lifeboat/ Rescue Boat Waterborne and
9 Blue
Hook Maintenance Permit
10 Permit for pressure testing of pipeline Blue
Vessels shall be provided with books encompassing the Above Permits.

Master is overall in charge for coordinating all the activities controlled by PTW system
but may delegate the responsibility of issuing some permits to members of the
Management team.

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All work, which requires a permit, shall undergo risk assessment process. During the
risk assessments, the precautions that need to be taken, including safe isolation from
potential risks such as hazardous energy and hazardous substances should be
identified and converted to actionable items with PIC and target date/time assigned.
Authorising officer shall ensure that the isolations are carried out properly and shall
issue the permit only after verifying that they are sufficient.
Scheduled activities requiring permit should be discussed at daily work meeting and
on-site toolbox meeting. Where unscheduled work requiring a permit becomes
necessary it must be ensured that the scope of the work is fully understood and
discussed before the permit is issued.
Before any work that is to be controlled by a permit can commence, a permit must be
fully authorised, endorsed and registered (in Daily work planner) by the authorising
officer with the appropriate copies held by the crew performing the task. The
authorising officer retains responsibility for the work until he has either cancelled the
permit or formally transferred it to another authorised person who should be fully
conversant with the situation. Anyone who takes over, either as a matter of routine
or in an emergency, from the authorising officer should sign the permit to indicate
transfer of full responsibility.
The people responsible for carrying out the specified work should countersign the
permit to indicate his understanding of the safety precautions to be observed.
The person carrying out the specified work should not be the same person as the
authorising officer. Trainee seafarers will not be a part of any critical jobs or jobs
requiring PTW. They can be included for training/observing purpose only.
The Permit shall be valid once the Master or person authorised signs the permit. The
Validity time of the permit shall be after /same as the time Master signs the permit.
The original permit shall remain in the book and the copy shall be handed over to the
person requesting the permit. This copy shall be given to the person carrying out the
job. This copy shall be displayed at work site. Work shall not be started till the crew
ensures this copy is available at the work site.
On completion of the work, that person should notify the responsible officer and get
the permit cancelled. The permit shall be cancelled once the “copy” of the permit is
given back to the Responsible person. The responsible person shall then close the
permit in the Permit Book.
The “Copy” of the permit is not required to be maintained.
When the hot work is required to be completed outside the designated hot work
area, then the hot work plan must be approved by the company.

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There may be occasions when some permits or certificates are issued by a shore
authority, chemist or competent authority. This can occur when a ship is in a repair
yard or in port limits and the repair work is being undertaken or stated by a local
legislation or a repair contract. During such times company permit to work system
need not be completed. However, safety precautions as per the company permit shall
be adopted if it is observed that the local permits do not meet the company
standards. At all other times, the company permit to work system shall be used.
Master shall be responsible for the on-board implementation and enforcement of the
permit to work system and shall ensure that the completed work permits are retained
on board for a period of at least 24 months. The vessel superintendent (Technical /
Marine) shall be responsible for auditing the permit to work system by representative
sample as a part of superintendent periodic inspection or internal audit.
The activities covered under permit to work are:
▪ Hot Work
▪ Enclosed Space entry
▪ Working at height (Work aloft or outboard)
▪ Cold work
▪ Electrical Work Permit - (This includes All Electrical Jobs, High Voltage
Maintenance &Elevator Maintenance / On top cage Jobs)
▪ Under water operation – (Permit shall be used along with Risk Assessment
Level 2).
▪ Elevator Maintenance Permit/Including working on the top cage.
▪ Work on deck in heavy Weather Permit
▪ Lifeboat/ Rescue Boat Operation and Maintenance Permit
▪ Pressure testing of pipeline
▪ Transfer of personnel by Transfer Basket (On Tankers) – This shall be under a
Local Procedure and Risk Assessment Level 2 authorised by the Master.
HOT WORK
Hot work is defined as any work involving sources of ignition or temperature
sufficiently high to cause the ignition of a flammable gas mixture. This will include any
work requiring the use of:
▪ Welding, burning or soldering equipment, blowtorches, flame cutting and
heating.
▪ Powered drilling and grinding operations, Use of non-intrinsically safe portable
electrical equipment in hazardous area (On tankers).

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Refer to below flow chart

Task requiring hot work is identified
onboard
Can the task be Yes HOT WORK NOT

achieved without
PERMITTED
using Hot Work?
No
- OX / AC hoses,
regulator Are required No
- Flash back arrestors equipment in
- Gas cutting torch good order?
- Welding M/C, Cable
Yes
Carryout HWinincompliance
Carryout HW compliance
Can it be done withHSM
with HSM Ch.2,
Ch.2, secSec 2.2.1
2.2.1.
in E/R workshop?
Yes
Approval
Approval fromRAC/E
from C/E, is
(by disconnecting RAinisE/R
posted posted at E/R
workshop.
the fitting) workshop
No pressure testing of fuel
No pressure testing of fuel
No nozzles.
Make a RA. Fill up HW Plan C/E, C/O & 2E
Is master satisfied No
that work can be completed
safely?
Yes
Send Risk Assessment, HW Plan to
office.
Office reviews and reverts with

approval for the work plan
Master issues HW permit – Carryout

HW in compliance with HSM Manual
Ch. 2 sec 2.2
Upon completion of HW inform office.

If HW is not completed within time
line, send request to office again.
ADDITIONALLY, IF VESSEL IS IN PORT OR ANCHORED WITHIN PORT LIMITS, COMPLY

WITH PORT REGULATIONS.

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HOTWORK PROCEDURE
1. If the hot work cannot be deferred to the next layup or repair berth and needs to be
carried outside the engine room work shop, then following documentation needs to
be sent to the office at least 72 Hrs. prior hot work , where practicable, to ensure a
smooth approval is obtained.
2. A Risk assessment, identifying all possible hazards.
3. A hot work plan detailing the work from start to the end including location, staff and
equipment involved. If there is insufficient place in PTW-01A , then a detailed plan in
a word document can be attached to the form. Sketches describing the work plan and
photos showing the location of the hot work to be given in the work plan.
4. Section of GA plan showing the intended location of HW. If inside cargo tanks, in
addition to GA plan of the tank showing location of hot work.
5. Photographs of surroundings areas near the HW site to better understand the
hazards.
6. If heat penetration is expected, then photos of adjacent areas where heat
penetration is expected.
7. Please note that for better planning the documents mentioned above can be sent
well in advance for office review. Approval from the office shall be sent prior to the
Hot work after confirming that the conditions in which the approval sought remains
the same.
8. Inform the office before commencing hot work. If within port limits, port regulations
and requirements to be complied with.
9. Vessel must apply for extension of plan approval from office on daily basis for hot
work involving several days of work. (If the scope of work does not change, Risk
assessment and work plan need not be re-submitted).
10. Upon completion of hot work inform the office.
11. Ensure all the following documents are filed together,
a. Hot work plan with description and photos.
b. Risk Assessment
c. Approval from office
d. Copy of permit
e. Port approval
f. Toolbox meeting
g. Completion mail sent to the office
In cases where Hot Work must be carried out urgently to safeguard human life,
environment and/or property, the Master has the authority to initiate such work
without any further agreements. However, he shall inform office at the earliest
opportunity.

Rev No. : 1
HOT WORK IN THE ENGINE ROOM WORKSHOP

Hot work may be carried out in Engine Room Workshop within the area designed
without the need for an authorisation permit provided that
1. The area has been inspected and found fit for the work and an entry made in
the engine logbook.
2. The workshop continues to remain clean and tidy and the equipment being
used are in good condition.
3. Hot work notice is permanently displayed.
4. During the period of hot work in engine room, it shall remain manned (for
UMS ship).
5. One-time risk assessment is carried out and displayed for everyone’s use.
6. No other activity viz “pressure testing of fuel oil valves” or other similar
activities that can create new hazards are carried out in the vicinity.
7. Working area and adjacent area are free from combustible material
8. Working area ventilation is in operation.
9. Vessels which have the bunker tank as one of the boundaries of E/R workshop
shall ensure that hot work is carried out with in a clearly demarcated area,
which shall not extent to less than 500mm from bunker tank bulkhead.
10. Record of hot work carried out in engine room workshop shall be maintained
in dedicated company form.
11. Hot work of any description is not allowed:
• During any cargo operations on tankers, including Venting, purging, gas
freeing & ballasting / de ballasting of non-gas free cargo tanks, cargo
tank cleaning and bunker operations.
• In port, without prior permission from Shore authorities.
HOT WORK OUTSIDE THE ENGINE ROOM WORKSHOP
Hot work involving welding, cutting or burning shall not take place outside the
machinery space workshop without the prior approval of the company (except in case
of Emergency)
Where Hot Work outside the engine room workshop is planned, the following
procedure shall be followed, In addition to 2.2.1 Hot work Procedures.
1. Hot work outside the engine room workshop should only be undertaken when no
other alternative arrangement is possible.
2. During the period of hot work in engine room, it shall remain manned (for UMS ship) .
3. Any procedures and unusual or dangerous circumstances that he can foresee must be
included in the Risk Assessment.
4. Request approval from the company for the work plan by e mail. The mail should
contain copy of the risk assessment, a Work Plan for proposed Hot work defining the
preparations needed before work commences and a brief of procedures for carrying
out the work.
Rev No. : 1
5. Technical Superintendent, Marine Superintendent (SMT) and Marine Superintendent

(CMS) shall review the risk assessment, get approval from Fleet Manager and relay
approval to vessel with additional precautions required, if any. For hot work in
enclosed spaces, approval from both the Fleet Manager and DPA is necessary.
6. Hot work shall be restricted to one location at any one time.
7. Hot work shall be restricted only to the duration stipulated.
8. The Safety Officer onboard shall be responsible for ensuring that the atmosphere in
the working area is suitably safe for hot work to be undertaken and if the space is
enclosed, the atmosphere is safe for the entry of personnel.
9. At least one person with a walkie-talkie must be designated as fire-watch and have
fire-fighting equipment ready on site.
10. Atmosphere check shall be carried out at regular intervals. (Consider possibility
generation of flammable gas, toxic gases and lack of oxygen). The regular ongoing gas
checks are to be carried out at a frequency determined by the Master, but
additionally, must be carried out prior work commences:
a. After any work or meal breaks
b. After any period when the area has been unoccupied
c. After any stoppage of ventilation
d. After any change to those precautions that were listed in the checklist at the
time of issue of permit upon Expiry of a hot work permit a new one must be
issued after following above process in whole.
11. Once the work is completed clear the debris and ensure fire detection alarms, if
isolated, is reset.
12. The risk assessment shall be reviewed to verify the effectiveness of the earlier
assessment and if any other hazards identified actually during the hot work.
13. Vessel must apply for extension of plan approval from office on a daily basis for hot
work involving several days of work. (If the scope of work does not change, Risk
assessment and work plan need not be re-submitted)
14. The request and plan approval mails must be attached to the original copy of the Hot
work permit.
15. For IGF vessel gasses or low-flashpoint fuel consumption is permitted in engine room
during Hot work provided it does not compromise the safety.
In cases where Hot Work must be carried out urgently to safeguard human life,
environment and/or property, the Master has the authority to initiate such work
without any further agreements. However, he shall inform office at the earliest
opportunity.
ADDITIONAL REQUIREMENT OF HOT WORK ON TANKERS IN HAZARDOUS AREA
1. All slops and flammable material should be removed from the ship or isolated in a
non-adjacent tank beyond 30 meter from hot work area.

Rev No. : 1
2. Hot work to be carried out during the Ballast passage except gas carriers carrying heel
(refer section 2.2.4.3)
3. All cargo lines related pipelines sections within 30 meters of hot work location to be
free of oil and flammable vapours. Cargo pipelines on Oil and chemical tanker can be
filled with water or flushed.
4. Prior hot work relevant cargo lines shall be isolated using LOTO arrangement.
5. Work area to be clear of all sludge, cargo-impregnated scale, sediment or other
material likely to give off flammable vapour.
6. Other areas that may be affected by the hot work, such as the area immediately below
the work location should also be cleaned.
7. Hot work to be carried out at a safe distance (at least 1m) from high pressure pipelines
and deck steam return lines. If such condition cannot be achieved, then the hazard to
be eliminated or other mitigative measures applied (e.g., depressurization, fire
blanket, cooling down, isolation of systems).
8. A shipboard management meeting must be convened to plan the work and review all
safety precautions. These include location of the work, toxic fume, residual % LEL of all
flammable gas and generation of spark.
9. Wherever possible, remove the sections of pipelines and related items, such as
strainers and valves, from the system and repair in the Designated Hot work Area.
10. When carrying out Hot Work on pipelines, valves and associated equipment’s while
they are in place, following to be adhered:
a. Disconnect and remove the item requiring Hot work using Cold Work and blank off the
remaining pipework. Isolation shall be carried out using LOTO.
b. Clean and gas free the removed items to a ‘Safe for Hot work’ standard.
11. When working on heating coils, flush or blow through with steam until clear of HC.
2.2.4.1 ADDITIONALLLY FOR HOT WORK INSIDE CARGO TANKS
1. The compartment intended for Hot work to be cleaned, gas freed to Hot work
standard and be continuously ventilated.
2. Adjacent cargo and tanks including diagonally positioned tanks in radius of 30 meter
from hot work location,
a. Tank atmosphere standards should either be:
I. Cleaned & gas freed with HC less than 1% LEL & maintained at that level; or
II. Emptied, purged and the HC vapour content reduced to less than 2% by
volume and inerted, or
III. Completely filled with water
b. All other tank deck openings closed.

Rev No. : 1
2.2.4.2 ADDITIONALLY FOR HOT WORK ON DECK AREA

2.2.4.2.1 Hot work within 500mm height from cargo tanks
If spacing of Hot work site within 500 mm above cargo tank deck and IGF bunker tank, it
should be classed as Hot work within that space and measures of “Section Hot work inside
Cargo tanks” shall be applied.
2.2.4.2.2 Hot work beyond 500mm height of cargo tanks

1. Tank atmosphere standards within 30 meter of hot work location should either be:
a) Cleaned & gas freed with HC less than 1% LEL & maintained at that level; or
b) Emptied, purged and the HC vapour content reduced to less than 2% by volume and
inerted, or
c) Completely filled with water
d) Have all other tank deck openings closed.
2.2.4.3 ADDITIONALLY FOR GAS CARRIERS/CHEMICAL TANKERS:
1. Hot work is allowed on Gas carriers when vessel is carrying “heel”, provided:
a. Safety requirements mention in section 2.2.4.1 and 2.2.4.2 are complied with.
b. Cargo tanks, liquid and vapor lines, compressor should be in a gas free condition or
maintained in an inerted condition either with Inert Gas or Nitrogen (>99% volume)
whenever they are located within 30 meters of hot work area.
c. Check drains, lines in way of cargo compressors, tank heaters, vent lines and spaces
inside flush tank on deck in cargo area, for existence of explosive gas. These spaces
shall be continuously monitored for accumulation of gases during hot work.
2. No hot work to be carried during cargo operation, ballast operation, tank cleaning, gas
freeing, purging, bunkering operations.
3. Chemical Tankers carrying Vegetable Oil Products, animal fat and their Derivatives, (e.g.
Tallow, Palm Oil, Palm Stearin, Soybean Oil, Sunflower Oil, PFAD, etc.) if it is essential for
the safety or immediate operation of the ship, and no alternative repair procedure is
possible and hot work is required in loaded condition; then Hot work may be permitted
with conditions. In addition to all other conditions as per this chapter, following
conditions shall be complied with:
a. The Hot work is above 500 mm from deck level.
b. Carbon monoxide and other flammable gas concentration in tanks is below 1% LEL,
i.e. 1250 PPM (Note: 100% LEL = 12.5% by Volume).
c. Tank pressure below 300 mm WG.
d. Integrity of the nearby tank openings and PV stacks verified.
e. Hot work is not on any piping that is directly connected to the loaded cargo tank
(Cargo pipe, Vent Pipe, Purge Pipe etc.). The affected section is to be fully isolated
from rest of the cargo system, should be free from flammable gas and the conditions
above (a-d) should be fulfilled.
Rev No. : 1
HOT WORK IN VICINITY OF BUNKER TANKS

Hot work in vicinity of bunker tanks should, in general, be treated in the same manner
as Hot work over the tank deck (Section No. 2.2.4.2). No Hot work should be carried
out on the deck, or within 500 mm from such a deck, unless the tank has been
cleaned to Hot work standard.
Bulkheads of bunker tanks or lube oil tanks should have ‘’No Hot Work’’ warning sign
posted on it as a statutory warning.
Boundary limits of bunker or lube oil tanks are to be marked on the deck above these
spaces. Also, ‘’No Hot Work’’ sign notice needs to be exhibited within these
boundaries to highlight the danger.
ISGOTT shall be referred to, and all requirements fulfilled.
REQUIREMENT OF HOT WORK ON IGF VESSELS
1. All slops and flammable material should be removed from the ship or isolated
in a non-adjacent tank beyond 30 meters from hot work area.
2. Hot work to be carried out during the Ballast passage except gas carriers
carrying heel (refer section 2.2.4.3) and non-tankers.
3. All lines containing flammable fluids within 30 meters of hot work location to
be free flammable material. Cargo pipelines on Oil and chemical tanker can be
filled with water or flushed.
4. Carry out gas checks in the vicinity of hot work location at regular interval as
per permit to work system.
5. Prior hot work relevant lines carrying flammable fluids shall be isolated using
LOTO arrangement.
6. Work area to be clear of all sludge, cargo-impregnated scale, sediment or
other material likely to give off flammable vapour.
7. Other areas that may be affected by the hot work, such as the area
immediately below the work location should also be cleaned.
8. Hot work to be carried out at a safe distance (at least 1m) from high pressure
pipelines and deck steam return lines. If such condition cannot be achieved,
then the hazard to be eliminated or other mitigative measures applied (e.g.,
depressurization, fire blanket, cooling down, isolation of systems).
9. A shipboard management meeting must be convened to plan the work and
review all safety precautions. These include location of the work, toxic fume,
residual % LEL of all flammable gas and generation of spark.
10. Wherever possible, remove the sections of pipelines and related items, such
as strainers and valves, from the system and repair in the Designated Hot
work Area.
11. When carrying out Hot Work on pipelines, valves and associated equipment’s
while they are in place, following to be adhered:

Rev No. : 1
a. Disconnect and remove the item requiring Hot work using Cold Work and
blank off the remaining pipework. Isolation shall be carried out using
LOTO.
b. Clean and gas free the removed items to a ‘Safe for Hot work’ standard.
12. When working on heating coils, flush or blow through with steam until clear of
HC.
2.2.6.1 ADDITIONALLY FOR HOTWORK INSIDE IGF BUNKER TANKS
1. The compartment intended for Hot work to be gas freed and be continuously
ventilated.
2. Adjacent tanks/spaces including diagonally positioned tanks/spaces in radius of 30
meter from hot work location,
a. Tank atmosphere standards should either be:
i. Cleaned & gas freed with HC less than 1% LEL & maintained at that
level; or
ii. Emptied, purged and the HC vapour content reduced to less than 2%
by volume and inerted, or
iii. Completely filled with water
b. All other tank deck openings closed.
3. When Hot work is to be carried out near a IGF tank or within 500 mm of the tank,
then hot work to be considered inside the respective IGF tank.
4. All related pipelines to be free of flammable vapours and isolated using LOTO
arrangement.
2.2.6.2 ADDITIONALLY FOR HOTWORK ON DECK WITH IGF BUNKER TANKS
The Hot work is 500 mm beyond the IGF Bunker tanks.
1. Tank atmosphere standards within 30 meter of hot work location should either be:
a) Cleaned & gas freed with HC less than 1% LEL & maintained at that level; or
b) Emptied, purged and the HC vapour content reduced to less than 2% by volume
and inerted, or
c) Completely filled with water.
2. Have all other tank deck openings closed.
3. All related pipelines to be free of flammable vapours and isolated using LOTO
arrangement.
HOT WORK ON PIPELINES AND ASSOCIATED STRUCTURE

1. Whenever possible, pipelines should be removed from the system and
repaired in the designated space.

Rev No. : 1
2. If hot work on pipelines or valves needs to be carried out with the equipment
in place, the item requiring Hot work must be disconnected by Cold work, and
the remaining pipeline blanked off. The item to be worked on should be
cleaned and gas freed to Hot work standard, regardless of whether or not it is
removed from the Hazardous cargo area. Use LOTO as appropriate for
isolation of pipelines.
ISGOTT shall be referred to, and all requirements fulfilled.
HOT WORK SAFETY EVALUATION – GUIDANCE
In order to evaluate the various options before concluding that hot work is necessary,
the following questions have been prepared as a guidance to arrive at a sensible
decision.
1. Is there any realistic and practical alternative repair method that does not
require hot work?
2. Can the repairs be postponed until a more convenient time (i.e. dry-dock or
prolonged ballast passage)?
3. Is there a requirement to do the repairs before a particular date?
4. If yes to question 3, has the need or urgency to do the repairs been discussed
with the office?
5. Will the repair area remain continuously ventilated and free of flammable
gas?
6. Is there any other combustible material in the area where the hot work will be
done?
7. Is there any material like tank coating or sediments in the adjacent spaces that
can be ignited by arc penetration or heat transfer through bulkheads, deck,
pipes, etc.?
8. Will arrangements be made to prevent sparks and melted metal from the hot
work from falling down into the tank?
9. Can flammable vapours enter the spaces through piping connections, leaking
valves, etc.?
10. Have such piping connections been blanked off?
11. Is firefighting equipment ready for immediate use?
12. Is the main fire line pressurised?
13. Has the tank or the enclosed space been tested and found safe for personnel
and the execution of hot work?
14. Can the people doing the repairs communicate with others outside the repair
area by visual/voice contact or radio communication?
15. Have the officers on watch on the bridge and in the engine room been
informed about the hot work, its location and schedule?
16. Will the tank atmosphere be tested at regular intervals, particularly after
meals and other breaks when the area has been unoccupied?

Rev No. : 1
17. If necessary, will a watchman observe the tank(s) during times when the
repairs are interrupted for meals or other reasons to prevent hot spots/glows
to cause fire when the tank is unattended?
18. In the event of electric welding jobs, has an earthing cable been connected
nearby? Avoid having “return current” run through hull structure all the way
back to the welding machine. An uncontrolled electrical arc may occur
anywhere else in between work location and welding machine.
19. Are flashback arrestors fitted at the cylinders and at the workstation and are
they in good order?
Reference: ISGOTT- Latest edition.
PRECAUTION TO BE TAKEN DURING WELDING AND CUTTING

2.2.8.1 Electric Arc Welding
Following salient points must be implemented, in addition to maker's instructions for
specific equipment, during electric arc welding.
1. The electric arc welding machine must be properly earthed.

2. It is recommended to have voltage limiting devices (VLD) or Low voltage shock
preventer LVSP fitted on the electric arc welding system.
3. The welding cable must be in good condition without any temporary repair or
insulation breaks.
4. The work piece must be properly earthed.
5. When working in remote locations away from the welding machine it is
advisable to use 2 cables (the second one being the return cable) rather than
having return through the ship's structure.
6. Power supply must be cut off before changing an electrode.
7. Check that the current being used is correct for the job.
8. Check that the welding gloves being used are designed to offer protection at
the current being used for welding.
9. Wear all protective clothing and safety gear including non-conducting safety
footwear, long sleeved natural fibre overalls, leather apron, welding
mask/shield, dry leather welding gloves.
10. In restricted spaces where the welder may come in close contact with the
ship's structure or is likely to make contact in the course of ordinary
movements, protection should be provided by dry insulating mats or boards.
11. Before starting work, ensure that there are no combustible materials at,
below, or adjacent to the area of work.
12. Never proceed to work alone. An assistant must be present at all times and
should be alert to the danger of accidental shock to the welder and ready to
cut off the power, raise the alarm and administer first aid to the welder if
required.
Rev No. : 1
13. Body sweat and damp clothing greatly reduce resistance therefore in hot and
humid weather especially in confined spaces, welding must be ceased.
14. In no circumstances should a welder work while standing in water or with any
part of their body immersed.
15. The electrode holder should be isolated from the current supply before a used
electrode is removed and before a new electrode is inserted. This precaution
is necessary because some electrode coatings have extremely low resistance.
Even a flux coating, which is normally insulating can become damp from
sweating hands and thus potentially dangerous.
16. When the welding operation is completed or temporarily suspended, the
electrode should be removed from the holder.
17. Hot electrode ends should be ejected into a suitable container; they should
not be handled with bare hands.
18. Spare electrodes should be kept dry in their container until required for use.
19. Suitable firefighting equipment should be kept standby.
2.2.8.2 Gas Welding and Cutting
Following salient points must be ensured for gas welding and cutting.
1. While this section deals almost exclusively with oxygen and acetylene, other
flue gases may be used and similar precautions should be taken.
2. The pressure of oxygen used for welding should always be high enough to
prevent acetylene flowing back into the oxygen line.
3. Acetylene should not be used for welding at a pressure exceeding 1
atmosphere gauge as it is liable to explode, even in the absence of air, when
under excessive pressure.
4. Non-return valves should be fitted adjacent to the torch in the oxygen and
acetylene supply lines.
5. Flash back arrestors should be provided in the oxygen and acetylene supply
lines and will usually be fitted at the low pressure side of regulators although
they may be duplicated at the torch.
6. Should a backfire occur (i.e. the flame returns into the blowpipe and continues
burning in the neck or mixing chamber) the recommended first action is to
close the oxygen valve on the blowpipe – to prevent internal burning – and
follow shutting down procedure. When the cause of the backfire has been
discovered, the fault rectified and the blowpipe cooled down, the blowpipe
may be re-lit.
7. If there is a flashback into the hose and equipment or a hose fire or explosion,
or a fire at the regulator connections or gas supply outlet points, the first
action should be to isolate the oxygen and fuel gas supplies at the cylinder
valves or gas supply outlet points – but only if this can be done safely. Further
action should follow in accordance with the vessel's fire drill requirements.

Rev No. : 1
8. Piping should be of steel welded construction and bolted flanges are

prohibited. Copper, rubber or braided lines should not be used, except that
braided lines may be used for the short length from the cylinder heads to the
manifolds within the storage space. Pipework and fittings should be free of
grease.
9. Pipe joints on the low-pressure side of the regulators shall be welded. (46 CFR
56.50-103) Note. In open air locations it may be acceptable for a short length
of piping from the bottle to an isolation valve to be flanged. This is the only
exception however.
10. A watch should be kept on the acetylene cylinders and should one become
hot it should be immediately removed to the open, kept cool either by
immersion or with copious amounts of water and the cylinder stop valve
opened fully. If this cannot be done with safety, consideration should be given
to jettisoning the cylinder overboard. Any acetylene cylinder suspected of
overheating should be treated with care because an impact could set off an
internal ignition, which might cause an explosion.
11. Only acetylene cylinders of approximately equal pressures should be coupled.
12. In fixed installations, manifolds should be clearly marked with the gas they
contain.
13. Manifold hose connections including inlet and outlet connections should be
such that the hose cannot be interchanged between fuel gases and oxygen
manifolds and headers.
14. Only those hoses specially designed for welding and cutting operations should
be used to connect an oxy-acetylene blowpipe to gas outlets.
15. Any length of hose in which a flashback has occurred should be discarded.
16. The connections between hose and blowpipe and between hoses should be
fixed with fittings.
17. Hoses should be arranged so that they are not likely to become kinked or
tangled or be tripped over, cut or otherwise damaged by moving objects or
falling metal slag, sparks etc. a sudden jerk or pull on the hose is liable to pull
the blowpipe out of the operator's hands or cause a cylinder to fall or a hose
connection to fall. Hoses in passageways should be covered to avoid them
becoming a tripping hazard.
18. Soapy water only should be used for testing leaks in hoses. If there are leaks,
which cannot easily be stopped, the gas supply should be isolated and the
leaking components taken out of service, replaced or repaired. If the leak is at
the cylinder valve or pressure regulator ("bull-nose") connection, the cylinder
should be removed to a safe place in the open air. If it is a fuel-gas cylinder, it
should be taken well clear of any source of ignition.

Rev No. : 1
19. Excessive force should never be used on cylinder valve spindles or hexagon
nuts of regulator connections in an attempt to stop a leak. Neither are sealing
tape nor other jointing materials recommended for use in an attempt to
prevent leaks between metal-metal surfaces that are designed to be gas tight.
With an oxygen cylinder this could result in initiation of a metal-oxygen fire.
20. Blowpipes should be lit with a special friction igniter, stationary pilot flame or
other safe means.
21. Should a blowpipe-tip opening become clogged, it should be cleaned only with
the tools especially designed for that purpose.
22. When a blowpipe is to be changed the gases should be shut off at the pressure
reducing regulators.
23. To prevent a build-up of dangerous concentrations of gas or fumes during a
temporary stoppage or after completion of the work, supply valves on gas
cylinders and gas mains should be securely closed and blowpipes, hoses and
moveable pipes should be removed to lockers that open on to the open deck.
24. Oxygen should never be used to ventilate, cool or blow dust off clothing.
25. Regulators should be inspected annually. These shall be replaced or
refurbished on a 5-year basis or as per manufacturer instruction whichever is
earlier.
26. Use of propane in gas burning and welding systems is prohibited.
Records:
Hot Work Permit Form (PTW 01B)
Work plan for proposed Hot work permit (PTW 01A)
Risk Assessment Form (SF-23)
ENTRY INTO ENCLOSED SPACE

Enclosed space is defined as a space that has following characteristics.
a. Limited openings for entry and exit
b. Unfavourable natural ventilation
c. Not designed for continuous worker occupancy
Enclosed space includes but not limited to; cargo, ballast, fuel, fresh water, sewage
tanks, double bottoms, hold spaces, cofferdams, void spaces, bow thruster room,
ballast water treatment plant room, duct keels, inter barrier spaces, engine
crankcases, scavenge spaces, cargo compressor rooms, boilers, main air bottles, deck
seal, chain lockers & adjacent connected spaces.
BULK CARRIER - CARGO COMPARTMENT AND ACCESS SPACES
Cargo Compartments and the access spaces (booby hatch) of bulk carriers are to be
treated as enclosed space.

Rev No. : 1
However, after the first entry into the hold made complying with enclosed space
procedures, subsequent entry can be made safely without permit to work provided
the below conditions are fulfilled:
a. The cargo carried does not deplete oxygen.
b. Cargo Compartment is not fumigated.
c. Cargo does not emit toxic gases.
d. The Gas Check (at multiple level) of the compartment is carried out and found
to be safe.
e. There is sufficient lighting in the Hold space.
f. The cargo level in the hold is well below the lowest step of access ladder.
g. Hatch Cover is opened for at least 30 minutes and enough ventilation
available.
Hold Access Having Tunnel Like Structure
This procedure applies to cargo hold access which have tunnel like structure, and/or
obscuring the view of bottom of the hatch (see picture attached). Crew member have
a risk of not considering such space as an enclosed space. Such access spaces shall be
considered as enclosed space at all times, irrespective of the hold atmosphere
conditions. Following precautions shall be taken:
a. Such spaces shall be identified and included in ship specific enclosed space
checklist.
b. Permit to Work system shall be followed prior entering such spaces.
c. Entrance Cover of such spaces shall be marked with distinct contrast colour paint
for identification.
Additionally, any other place can be considered as an enclosed space as deemed
necessary by the Master. Each vessel shall prepare ship specific list of all identified
enclosed spaces onboard.

Rev No. : 1
Definitions:
1. Adjacent connected space means a normally unventilated space which is not
used for cargo, but which may share the same atmospheric characteristics
with the enclosed space such as, but not limited to, a cargo space access way.
2. Competent person means a person with sufficient theoretical knowledge and
practical experience to make an informed assessment of the likelihood of a
dangerous atmosphere being present or subsequently arising in the space.
3. Responsible person means a person authorized to permit entry into an
enclosed space and having sufficient knowledge of the procedures to be
established and complied with on board, in order to ensure that the space is
safe for entry. The responsible person shall be the CO & CE or 2E respectively
on Deck & ER. They shall carry out the Pre-Checks as mentioned in Section 1
Even though they will need to enter the space they are permitted to complete
the section 1.
4. Attendant means a person who is suitably trained within the safety
management system, maintains a watch over those entering the enclosed
space, maintains communications with those inside the space and initiates the
emergency procedures in the event of an incident occurring.
Although Pump rooms come within the above definition of an enclosed space, they
have their own particular equipment, characteristics and risks which require special
precautions and procedures.
The purpose of these procedures is to ensure that:
• Enclosed Space entry, which is defined as “Critical Operation”, is properly
evaluated with regard to loss exposure and risk.
• A risk assessment is carried out to identify any additional hazard that may be
present.
• A plan is developed, implemented and the execution is monitored.
No person is allowed to enter an enclosed space until the space has been checked
and an entry permit has been issued. Enclosed Space Permits are to be issued for
each space being entered.
The responsible officer supervising the entry shall confirm that all safety precautions
are taken. The Entry Permit must be verified by the Master. A thorough risk
assessment (Level 2) shall be carried out prior to enclosed space entries. “Work at
height” procedure, if applicable, shall be complied with. Cold work permit shall be
complied with while entering pressure vessels such as Boilers and Main air bottles.
Ventilation to the space is maintained throughout entry and the atmosphere is
monitored as required by the permit.
On tankers, Inert Gas pressure in adjacent spaces is at a minimum (if applicable).
Adequate lighting and safe access have been provided.
Rev No. : 1
Emergency equipment is ready for use at the entrance and sufficient manpower is
available in the immediate area to provide a rescue party. (Include SCBA, EEBD,
Stretcher, rescue harness & line)
A responsible officer or senior rating is in attendance and the officer of the Watch
(OOW) has been notified.
Communications procedures have been agreed.
The Safety Officer shall be responsible for ensuring that the atmosphere in the space
complies with safety requirements.
A tank is said to be gas free for entry when the space has been ventilated and tests
confirm that the hydrocarbon gas concentration throughout the compartment is not
more than 1% of the lower flammable limit (LEL) on a properly calibrated
Explosimeter, and additional tests have been made to check that Oxygen content is
20.9% and that hydrogen sulphide, benzene and other toxic gases are not present.
(New international regulation requires that reading of toxic gases in enclosed space
atmosphere must not be more than 50% of the occupational exposure limit of
respective toxic gases. However, all vessels are required to comply with company’s
requirement regarding allowable gas concentration into enclosed space. If vessel has
a doubt about allowable limits, they shall seek guidance from office)
Oxygen deficiency must always be suspected in a cargo tank which has contained
hydrocarbon vapour or inert gas or in a compartment which has been sealed for any
length of time. Entry to the tank must not be made until 20.9% oxygen is indicated on
a properly calibrated oxygen analyser.
No tank entry should be made when any inerting operation are being carried out in
the cargo area.
The requirements of IMO Resolution A.1050 (27) “REVISED RECOMMENDATIONS FOR
ENTERING ENCLOSED SPACES ABOARD SHIPS” Adopted on 30 November 2011 shall
be adhered to.
Enclosed space entry for multiple tanks at any given time is not allowed.
But under special circumstances when vessel is involved in DD preparations or any
other activities with the help of Shore gang/assistance, to be allowed with level 2 Risk
assessment and permission from office for multiple tank entry.
Guidelines for assessing the atmosphere in the space:
Toxic gas testing must always be included as part of the enclosed space entry
procedure, where that space has or is likely to have contained hydrocarbon material.
Multi gas detectors intended to be carried by personnel within an enclosed space are
not suitable for conducting pre-entry atmosphere tests.

Rev No. : 1
Gas tests carried out prior to entry into the space shall take into consideration
previous cargo carried in case of ballast voyage & present cargo carried in case of
loaded passage as the case may be, ventilation of the space, structure of the tank and
coatings in the space.
Aft Peak tank shall be tested for all the toxic gases which sewage emits (ie: Flammable
gases, Ammonia, H2S, & CO) when it has been used for storage of sewage with class
approval. The ballast tanks to be checked for CO, when suspected.
Gas checks shall be carried out at various levels of the space and all available
openings. Mechanical ventilation to be stopped for 10 min prior taking 1st gas
readings checks.
Vessel fitted with BWTS shall refer to manufacturer’s manual/instructions for
additional gas checks if required. Vessel to carry the measuring equipment/tubes as
recommended by the BWTS manufacturer.
At least one person must be designated as guard at the entrance of the space. This
person shall be in continuous contact with the person(s) inside the space. The guard
shall keep watch in accordance with instructions given by the responsible Officer.
A copy of permit should be prominently displayed at the entrance to the space.
Frequent checks of atmosphere at not more than 60 minutes must be carried out
while the space is occupied to ensure that conditions remain within the scope of the
permit. After every break, gas checks shall be carried out. Results from such checks
must be entered in the permit and shall include all vital information such as date,
time, and atmosphere condition. Record time of entry/exit of each person must be
maintained in log. In case of interval is long from the first gas check and original time
of entry, the gas checks should be carried out prior entry in tank and shall be logged
in the checklist.
The permit should be rendered invalid if ventilation of the space stops or if any of the
conditions noted in the checklist change.
Rescue from Cargo Tanks and Other Enclosed Spaces
It is essential that regular drills and exercises to practice rescue from enclosed spaces
are carried out as per SOLAS, and that all members of a rescue team know what is
expected of them.
Rescue and recovery organization
Team composition
The rescue team should comprise a dedicated team of personnel drilled and trained
as appropriate in all aspects of enclosed space rescue including in the use of
resuscitation equipment.

Rev No. : 1
All team members should be familiar with the ship, SMS, and its operating and
emergency procedures. Although a dedicated team offers major advantages it is
essential that back up personnel are also identified in case a member(s) of the
dedicated team is unavailable.
Team roles
The Rescue team should consist of the following personnel:
Team leader
This should be a senior officer. The role will be to direct the rescue effort, therefore
the leader should not form part of the team that enters the enclosed space
Entry team
The number of entry team personnel should be kept to a minimum. However, at least
two persons should enter the space to carry out the rescue;
Back up personnel
These should be employed to rig the rescue equipment, ensuring that the entry team
have the equipment and support necessary to carry out their task and to monitor the
enclosed space atmosphere. One crew member should be assigned to assist the
rescue team leader with communications and to maintain a record of events
Regular training of the emergency rescue team is essential to ensure a successful
enclosed space rescue.
Emergency rescue team members should be:
• Prepared for the physical and technical demands of enclosed space rescue;
• Well trained in all rescue team duties;
• Familiar with the use and deployment of rescue equipment that should be of a
size and weight to allow its ready deployment into the enclosed space and
placement in any location where work may take place; and
• Capable of fulfilling any role within the rescue team
Rescue and recovery equipment: Hoist, Stretcher, Breathing apparatus, Resuscitation
equipment, Communication equipment.
WORK IN ENCLOSED SPACES
All work carried out in enclosed spaces should be conducted under the Permit to
work system. A separate cold and/or Hot work permit is required for any work
planned in enclosed spaces.

Rev No. : 1
These permits can only be issued after the Enclosed Space Entry permit has been
issued and a responsible officer has carried out a close-up inspection of the intended
work area and assessed it as safe to carry out the intended work. They are interactive
with Enclosed Space Entry permit and are automatically cancelled if the latter
becomes invalid for any reason.
All conditions for entry including the use of an entry permit should be observed.
Additional precautions include ensuring that there is no loose scale, sludge or
combustible material in the vicinity of the work site which, if disturbed or heated,
could give off toxic or flammable gases. Effective ventilation should be maintained
and, where practicable, directed towards the work area.
Whenever cargo pumps, pipelines, valves or heating coils are to be opened, they
should first be thoroughly flushed with water. Additional gas tests must be conducted
to identify any flammable or toxic gas.
Tools should not be carried into enclosed spaces but should be lowered in a plastic
bucket or canvas bag to avoid the possibility of their being dropped. Before any
hammering or chipping is undertaken, or any power tool is being used, the
responsible officer should be satisfied that there is no likelihood of hydrocarbon
vapour.
Personal gas monitors to be carried by some or all the persons engaged in the work.
d. Additionally, the below must be complied with;
a. Safety harness to be donned by each crew member entering the enclosed
space for expediting emergency rescue.
b. EEBD to be placed near the tank bottom or work area in the enclosed space
for immediate deployment if required to evacuate.
c. The rescue davit should be kept in complete readiness with the wire lowered
until the bottom of the tank to heave up a possible casualty at the earliest.
Following precautions are to be undertaken for any work involving use of work boats
in cargo tanks
e. All deck apertures, such as tank washing plates should be opened.
f. The work boat should only be used when the water surface is calm.
g. The work boat should only be used in tanks containing clean ballast water
h. The water level in the tank should either be stationary. On no account
must the level of the water be rising while the boat is in use.
i. All personnel working in the compartment should wear a Life vest/ Life
jacket

Rev No. : 1
A responsible person should act as a lookout at the top of the tank and if the boat is
working at a point remote from the tank hatch, an additional lookout should be
positioned a little way down the access ladder at a point where a clear view of the
boat is provided.
GUIDELINES ON TANK ENTRY FOR TANKERS USING NITROGEN AS AN INERTING
MEDIUM
Please refer to IMO Circular MSC.1/Circ.1401 9 June 2011-Given as an appendix to the
HSM Manual.
HIGH OXYGEN CONTENT IN ENCLOSED SPACE.
Oxygen enrichment is the term often used to describe situations where the oxygen
level is greater than in air. Oxygen is colourless, odourless and tasteless. The human
senses cannot easily detect the presence of an oxygen-enriched atmosphere.
A leaking valve or hose used for welding/Gas cutting, in a poorly ventilated room or
confined space can quickly increase the oxygen concentration to a dangerous level.
Oxygen enrichment results from:
j. Leaks from damaged or poorly maintained hoses, pipes and valves;
k. Leaks from poor connections;
l. Opening valves deliberately or accidentally;
m. Not closing valves properly after use;
n. Using an excess of oxygen in welding, flame cutting or similar processes;
o. Cooling or refreshing the air in confined spaces;
p. Dusting benches, machinery or clothing
To avoid oxygen enrichment:
▪ Keep oxygen equipment in good condition;
▪ Take care when using it;
▪ Ensure good ventilation
▪ Identify and repair the source of the leak.
▪ Avoid placing oil, grease and other lubricant in vicinity of expected oxygen
enriched location.
Vessel should not take gas cylinders into confined spaces. Instead, use hoses to feed
the gas in; remove the hoses from the confined space when work is finished or
suspended, such as at the end of each day. Where it is not practical to remove the
hoses, disconnect them from the gas supply at the cylinder or manifold.
Atmosphere in enclosed space to be regularly monitored for presence of high oxygen
percentage to detect risk of fire at earlier stage.
High level alarms to be set on gas detecting equipment at 23% to get warning in case
of such occurrence.

Rev No. : 1
All the spaces expected to have high oxygen concentrations in atmosphere, should be
checked from outside the space prior making an entry. If high oxygen percentage is
confirmed at alarming level as mentioned in this paragraph, then source of oxygen
shall be isolated and space to be thoroughly ventilated until the atmosphere regain its
normal oxygen content.
PROCEDURES OF RE-ENTRY IN THE ENGINE ROOM AFTER CO2 RELEASE
1. Level 2 : Risk assessment to be carried out prior attempting Re-entry.
2. Office to be informed and advice sought for re-entry.
3. Hot spots to be checked at frequent intervals to ascertain if the temperature
in the E/R is reducing.
4. Boundary cooling to be carried out continuously.
5. After CO2 release, for the heat to dissipate it might take up to 6-8 hrs. Re-
entry in the E/R must be considered after careful evaluation of the above
condition.
6. Entry to only be attempted by TWO trained personnel wearing Fireman outfit
and breathing apparatus, FFA Radio sets with safety lines attached and
sufficient back-up immediately available should difficulties arise.
7. Entry to be attempted only through the highest accessible door of the E/R.
This is recommended because CO2 is heavier than air and opening any lower
access door would result in the escaping of excessive amounts of CO2. (A
disadvantage of a highest-level entry is that it forces the crew members to
climb down and then up the ladders. Secondly, it makes rescue of the team
more difficult in case something goes wrong.)
8. If the fire fighters find excessive heat upon entry, then entry to be aborted for
a further 15-30 minutes. (The persons making an entry should remember that
the temperature will be highest as the heat rises to the upper parts of the E/R
and if they can tolerate the heat in the upper parts, it will not present a
problem as they proceed down).
9. Once entry is successful, the fire fighters to start proceeding downwards and
use fire hoses to cool down the hot machinery surfaces. (It is important to
understand that the visibility in the E/R might be less due to smoke, even if
the fire is extinguished and will be reduced further by the steam generation
once the cooling water touches the hot metal surface).
10. Under no circumstances, the fire fighters in the E/R are to remove the SCBA
set (including the face mask), as the atmosphere will not support human life.
11. Once it is confirmed by the fire fighters in the E/R that the hot surfaces are
cooled down and by checking Hot spots , then the doors , vents and flaps can
be opened and Mechanical ventilation started (Crew should keep well clear of
the ventilation flaps to prevent the inhalation of noxious gases ).

Rev No. : 1
12. After the ventilation is carried out for enough time, a portable gas detector is
used to determine the levels of CO2 and Oxygen in the E/R. The backup party
with Fire suits, SCBA and Lifelines can be sent to the E/R platforms with
personal Gas detectors to determine the Oxygen content.
13. Initial ventilation must be in exhaust mode. As the CO2 concentration is
highest at bottom, if possible, the dampers of decks above to be closed for
faster and effective extraction from bottom platforms.
14. It is only after these atmospheric checks, the E/R can be entered without SCBA
sets and machinery operated.
15. The Enclosed space entry permit should be issued for entry until it is
confirmed back to normal.
Important Points to remember:
1. Carbon dioxide (CO2), a compound of carbon and oxygen, is a colourless gas
with a slightly astringent smell causing coughing when inhaled.
2. At high concentrations it is acutely toxic.
3. As it is about 50% heavier than air, it will form a blanket over a fire and
smother it.
4. Due to lack of Oxygen level concentrations after release of CO2, human life
cannot be supported in the E/R. it takes about 15–20 seconds after release of
CO2 before the concentration within the space reaches a dangerous level.
5. CO2 has very less cooling power, so metal surface will remain hot even after
the fire has been extinguished. Due to hot metal surfaces, chances of re-
ignition are increased greatly.
POOR VENTILATION WHERE OXYGEN IS BEING USED.ENTRY INTO CARGO TANKS
(CHEMICAL TANKERS)
Multiple tank entry procedure is applicable only for Type 1 & 2 Chemical tankers
where multiple grades are carried on a regular basis.
Following are the conditions for using multiple tank entry permit
• Permit should be granted only for 6 cargo tanks at a time.
• Permit with multiple entry should only be used for same grades of cargoes
being carried as last cargo.
• Not more than two cargo tanks should be entered simultaneously
• Gas check intervals should not exceed 60 minutes
On chemical tankers, entry of personnel into cargo tanks is a more frequent
requirement than it is on oil tankers. It is essential that procedures remain sufficiently
stringent to ensure the safety of personnel but are not so disruptive that busy
personnel who are familiar with the work become inclined to disregard them.

Rev No. : 1
ONSITE RISK ANALYSIS (PTW-CHEM-01A)

Master shall carry out an onsite risk analysis along with review of sample RA, using
PTW-CHEM-01A form and attended by Ch/Off, and person supervising the entry. The
risk analysis includes identification of various hazards and availability of controls put
in place such as relevant toxic gas, measuring tubes, method of ventilation, weather
conditions, availability of manpower etc.
The Master nominates ‘Designated Officer’ and approves entry into the designated
cargo tanks subject to onsite verification and issues ‘Risk Analysis (PTW-CHEM-01A).
COMPETENCY MATRIX
Minimum Rank to be
Role Responsibility
held
▪ He will carry out formal risk analysis

(PTW-CHEM-01A) to evaluate
the hazards and identify
mitigating measures.
▪ Such risk analysis will include cargo
tanks, toxic gas detection tubes
required, method of ventilation,
availability of manpower etc.
▪ He will nominate ‘Designated
Officer’
Master Master authorized to issue cargo tank entry
permit.
▪ He will nominate ‘person
supervising the entry’
who, will verify that safety checks
have been done in accordance with
PTW-CHEM-01A form.
▪ He will sign PTW-CHEM-01A form
granting ‘Cargo Tank Entry’ subject
to onsite verification as per form
PTW-CHEM-01B.
▪ He will delegate various safety

checks to the responsible person.
▪ He will ensure that all hazards,
communications, evacuation etc.
have been explained to the crew
Master, Chief Officer or entering the cargo tank(s).
Designated Officer
Chief Engineer ▪ He will issue PTW-CHEM-01B
permit after ensuring safety
checks have been carried out.
▪ He will close the permit upon
completion of work.

Rev No. : 1
Minimum Rank to be
Role Responsibility
held
▪ A Responsible Person should have

Any Officer or Rating sufficient theoretical knowledge
and practical experience to make
forming part of ship’s an informed assessment of the
complement with likelihood of a dangerous
sufficient theoretical atmosphere being present or
knowledge and practical subsequently arising in the Cargo
Responsible Person experience to make an tank.
informed assessment of ▪ A Responsible person is a person
the likelihood of a trained in use of the atmosphere
dangerous atmosphere testing equipment.
being present or ▪ When nominated, he will carry out
subsequently arising in the various safety checks as per Section
Cargo tank (Except cadet 1 of PTW-CHEM-01B permit.
or trainee) ▪ When nominated, he will be the
Attendant standing-by at the Cargo
tank.
Person Supervising Any Officer, Pumpman, He will verify that safety checks have been
Bosun or Senior A/B done and will countersign the PTW-CHEM-
Entry
(As nominated by the 01B permit.
Master in PTW-CHEM-
01A)
ISSUING ‘ENCLOSED SPACE ENTRY PERMIT (PTW-CHEM-01B)
1. An enclosed space permit (PTW-CHEM-01B) is to be issued after carrying out
various safety/ atmosphere checks no later than 12 hours after issue of risk
assessment form (PTW-CHEM-01A).
2. This permit can only be issued basis availability of valid ‘Risk Assessment
(PTW-CHEM-01A) form for the relevant tanks.
3. Provided all items are marked as ‘Yes’ or NA in Section 1 of PTW-CHEM-01B
form and atmosphere checks are in order (Oxygen > 20.8%, HC < 1% LEL, No
toxic gas present), the ‘Designated Officer’ issues tank entry permit.
(New international regulation requires that reading of toxic gases in enclosed space
atmosphere must not be more than 50% of the occupational exposure limit of
respective toxic gases. However, all vessels are required to comply with company’s
requirement regarding allowable gas concentration into enclosed space. If vessel has
a doubt about allowable limits, they shall seek guidance from office)
4. At no time should a permit be granted for entry into more than six tanks.
5. Permit should be granted for cargo tanks with similar grades of cargo carried
as last cargo.
Rev No. : 1
6. Permission to continue work should only be given for a period sufficient to

complete the task. Under no circumstances should the period exceed 8 hours.
7. Cargo Tanks to be entered is segregated from all spaces which contain or may
contain a non-gas free atmosphere.
8. Cargo tanks safe for entry is indicated by marking or tagging the safe entry
hatch on tank entrance.
9. This permit should be rendered invalid if any of the conditions noted in the
checklist change.
CHECKS TO BE CARRIED OUT PRIOR ENTRY
Refer to HSM Section 2.3 for requirement of atmosphere/ safety checks and
precautions.
CONTROL OF ENTRY INTO ENCLOSED SPACES
Refer to ‘Instructions’ section of PTW-CHEM-01C for further details on control of
entry into enclosed spaces.
ENTRY INTO PUMP ROOMS
For pump room, one-time level 2 risk assessment need to be prepared and then
reviewed subsequently.
No person shall descend into a cargo pump room unless:
▪ Pump room entry permit is issued by Master or Chief officer
▪ The OOW has been informed and permission obtained.
▪ Portable radios should be used to maintain direct communications between
the OOW or the deck
watch and those in the pump room. Where this is not possible an agreed means of
communication must be established.
(This could include use of the pump room telephone or a responsible person standing
by at the pump room entrance).
Failure to maintain regular communication at pre-agreed intervals and failure to
respond should be cause to raise the alarm.
The ventilation fans are to run for at least 30mins before entry and operating
effectively at time of entry
The pump room lifelines and harness are ready for immediate use.
An approved escape set (breathing apparatus) shall be located at an easily accessible
position at the pump room bottom.

Rev No. : 1
Prior to entry, it has to be ensured that the fixed gas detection system readings,
mainly, atmosphere checks for oxygen, hydrocarbon and toxic gases are completed.
Provided these readings are within acceptable limits, the space shall be further
checked using portable multi gas detector to confirm safe atmosphere, and then, the
space will remain fit for entry, subject to satisfactory retesting at regular intervals
which should not exceed 3 hours. The results of the atmosphere checks are to be
recorded by the Officer of the Watch (OOW) in the narrative section of the Pump
room entry permit. Additional tests are to be carried out when there is any doubt as
to the condition of the atmosphere.
▪ Information from a fixed gas detection system for safe entry into pump room
to be used only, if the system is correctly calibrated and tested and provides
gas readings as a percentage LEL (%LEL) to a level of accuracy equivalent to
portable gas instruments.
▪ As an additional precaution, Personal protective gas detection instruments
shall be worn by anyone entering the pump room since these will provide
early warning of any deterioration in the atmosphere.
Entries into the pump room shall be recorded in the pump room entry log.
Personnel must evacuate from the Pump room immediately when any one
emergency alarm sounds, in case of power failure or when ventilation is stopped.
Pump room bilge level alarms and gas detection alarms should be tested, and where
required, calibrated as per the PMS to ensure reliable operation.
A warning notice should be pasted at the entrance of pump room, compressor room
and electric motor room requiring the use of ventilation prior entering in those
spaces.
Ballast, cargo pumproom, or fuel oil transfer pump rooms with only one fitted
extraction fan shall have an alternate temporary arrangement available for
ventilation in event of main extraction fan failure. Pump room entry procedure in
these conditions are to be supplemented by a specific risk assessment covering the
additional hazards imposed due to fan failure.
BOW THURSTER ROOM/CARGO COMPRESSOR ROOM /BWTS ENTRY
Bow thruster room and cargo compressor room are considered enclosed space.
However, because of their location, design, and operational need for the space to be
routinely entered by personnel and therefore necessitate special precautions.
A warning notice should be pasted at the entrance of these spaces; requiring the use
of ventilation prior entering in those spaces.
PTW 02A need not be filled provided below conditions are fulfilled prior entry
1. Risk assessment to be carried out.

Rev No. : 1
2. Ventilation fan must be in operation for at least 15 minutes’ prior entry and
continuous ventilation throughout the period of stay.
3. Isolation procedures complied with and permits issues.
4. Adequate lighting ensured.
5. System of communication agreed and tested.
6. Fixed/Personal gas monitoring and their alarm checked, found operational and
in use.
7. Emergency procedures briefed/understood.
8. Atmosphere checked and found in order. (Applicable to tanker vessels, Record
of test to be entered in the enclosed space log PTW- 02B. Test gases are
O2(%Vol > 20.8%), HC (% LEL < 1%), No H2S & Toxic gases and ozone
concentration as per BWTS fitted on board. ((New international regulation
requires that reading of toxic gases in enclosed space atmosphere must not be
more than 50% of the occupational exposure limit of respective toxic gases.
However, all vessels are required to comply with company’s requirement
regarding allowable gas concentration into enclosed space. If vessel has a
doubt about allowable limits, they shall seek guidance from office) )
1. Records of persons entering to be recorded in PTW 02B).

Above procedures to be posted at the entrance of the space with warning signs to
control entry.
Records:
PTW 02A: Enclosed Space entry permit.
PTW 02B: Record of Personnel entering
PTW 03: Work at Height Permit
OP-TKR-33A: Pump Room Entry
OP-TKR-33B: Pump Room Entry Log
PTW-CHEM-01A
PTW-CHEM-01B
PTW-CHEM-01C
UNDERWATER WORK PERMIT
No underwater tasks are to be carried out by ship staff. These tasks shall be normally
carried out by the external agencies. When circumstances require the use of a diver
operating from ship or from alongside the ship the Master is to assume overall
responsibility for the operations. The Company will only sanction the appointment of
properly qualified and authorised divers.

Rev No. : 1
The use of any ship’s breathing apparatus equipment for any underwater operation is
strictly prohibited.
In addition to any safety precautions required by the diver, the Master must ensure
that the following measures are taken before permitting any underwater operation to
commence:
q. A thorough risk assessment (level 2) is carried out
r. The Port Authority / Terminal is informed and (if necessary) permission for
the underwater operation is obtained.
s. Meeting shall be conducted with diving team to identify and process
diver’s requirement for safe operation.
t. The appropriate signal flag hoist (’A’ flag) is flown.
u. A Deck Officer is appointed to keep watch in the vicinity of the underwater
operation and to maintain vigilance for the close approach of other craft.
v. The Duty Engineer has been alerted and is on duty in the engine room to
ensure that:
a. The main engine is not turned; and
b. All discharges and intakes, which are not essential for operation, are
secured.
w. Critical intake systems and relevant engine controls are isolated to prevent
inadvertent use.
x. The diver has been advised of the position of all discharges and intakes in
the vicinity of the area of operation.
y. Direct communication by portable radio is maintained between the diving
co-ordinator, the supervising Deck Officer, the Deck OOW and the Duty
Engineer.
z. If the ship has an impressed current cathodic protection system, then this
system is to be verified as being disconnected.
aa. The weather conditions and tidal currents and under keel clearance are
acceptable to the diver.
bb. All sources of underwater sound such as echo sounders, Doppler logs etc.
have been verified as switched off, isolated and details of isolation
recorded in the permit.
The Underwater Operations Checklist shall be duly completed prior to
commencement of the underwater operations.
Under water operations activities shall be recorded in the Deck and Engine Room Log
Books.

Rev No. : 1
If the supervising Deck Officer, or any other crew member, notices any divergence
from the agreed plans, or any traffic that he considers may be detrimental to under
water safety or any other condition that causes concern, then he is to stop the
operation immediately and report his concerns to the diving team and the Master.
The operation is only to recommence once all safety problems have been resolved to
the full agreement of all parties.
Reference:
PTW 06: Underwater Operations Permit
WORK AT HEIGHT
The purpose of these procedures and guidelines is to ensure that work at height that
are regarded as “Critical Operation” within the Company, are properly evaluated with
regard to loss exposure and risk.
Work at height procedures applies to all work carried out “at height” where a person
could fall a distance liable to result in an injury to them. In any case it shall be
followed for working at height more than 1.5 meters.
‘Work at height’ does not only encompass working from a ladder or on scaffolding but
may also include:
cc. Working alongside an open hatch (or) other opening in a ship structure.
dd. Working in close proximity to or supported from a shipside.
Personnel working at a height may not be able to give their full attention to the job
and at the same time guard themselves against falling. It must be remembered that
movement of a ship in a seaway and extreme weather conditions even when
alongside, will add to the hazards involved in work of this type.
Personnel with less than 12 months experience at sea, should not ‘work at height’
unless accompanied by an experienced person or otherwise adequately supervised.
Personnel ‘working at height’, should wear a safety harness with lifeline or arresting
device at all times. A safety net should be rigged where necessary and appropriate.
Based on master’s discretion, either carryout risk assessment or a review of risk
assessment made earlier. All control measures mentioned in risk assessment shall be
effectively implemented.
When planning work at height, the following must be considered:
ee. Radars, antenna systems, vent masts, cranes, whistles, etc. in the vicinity.
ff. Equipment that may start automatically.
gg. Parties to be notified prior commencement of the work (bridge, radio
room, cargo control/engine room).
hh. If it is necessary to cordon off the area underneath.
ii. Shall a watchman be posted?

Rev No. : 1
jj. Isolations as required, must be carried out and recorded in the permit
The following jobs used as guidance for use of PTW,
• Gangway Rigging & Personnel Transfer
• Personnel Transfer using Personnel Transfer Basket
• Working on Anchors overside.
• Hull Maintenance when working from over side.
• Maintenance on overside extremities of Bridge Wings from overside.
• Work on Masts /posts/lifting Gears within 2 meters from shipside.
• Reading Draught Marks using portable ladders/stages.
• Working on/near open railings on shipside. This includes areas within 2 meters
of unfenced deck-edge, and which includes:
a. Hatch Pontoons, when in open condition
b. Container Lashing Platforms
c. Pilot Doors/Access railings, when opened.
d. Maintenance / replacement of Navigation Side Lights
• Inspection/maintenance of overboard discharge ports using portable stages
• Inspection/maintenance of rudder stock using portable stages
Additional PTW to be used where deemed necessary by the SMT after carrying out a
Risk assessment.
Where personnel are required to work at height, the Deck OOW must be informed.
He shall give warning of any conditions or course alterations, which may induce the
ship to roll or pitch. He should give this warning in sufficient time for those working
aloft to descend safely and to secure their equipment.
The weather should be considered before going aloft. Avoid any working aloft if
vessel is rolling more than 10 deg.
No person may ‘work at height’ without an assistant on deck. The assistant on deck
may have other duties but shall not leave the immediate area or lose visual contact
with the person aloft.
All tools and equipment required for work outboard or aloft, such as safety belt,
ropes, buoyancy garments, tool basket, safety net, rails, cradles, staging, planks,
shackles, Bosun’s chair, portable ladders, gantlines, lifebuoy with line, safety nets,
other rigging shall be carefully checked prior to use. Ropes must be thoroughly
examined for damage from contact with chemicals, oil, grease, etc.
If any doubt regarding the condition of the ropes and other equipment suitable
replacement shall be done prior use.
All portable ladders used onboard are to be clearly marked with identification
numbers. These ladders shall be checked by chief officer or 2nd Engineer once in a

Rev No. : 1
PRECAUTIONS WHILE USING BOSUN’S CHAIR

When used with a gantline the chair should be secured to it with a double sheet bend
and the end seized to the standing part.
Hooks should not be used to secure Bosun’s chair unless they are of type which
cannot be accidently released/ dislodged and have a marked SWL which is adequate
for the purpose.
Personnel working on stages or boatswain’s chairs should be hauled aloft by hand
only. Winches must never be used. When applying a lowering hitch on a boatswain’s
chair, the fall must be seized back to the standing part (and not simply held back up
with the other hand).
WORK ON FUNNEL OR UPTAKES
Before personnel are sent aloft to work on funnel Deck and Engineering OOWs shall
be advised and the following actions implemented:
Steam / Air valves shall be closed and lashed and the lines drained. They shall remain
off until the work has been completed.
Safety precautions shall be taken to minimise possibility of unexpected discharges
from vents or exhausts. Plant with funnel uptakes shall not be put into operation
unless it is absolutely essential and personnel working on the funnel are at a safe
distance and have been pre-warned.
The direction and proximity of any exhaust fumes from main engine, boilers,
generators etc. shall also be considered in planning the work. Interference from
fumes and exhaust emissions can usually be minimised by programming work on the
funnel whilst the vessel is at anchor.
Personnel working on funnel or uptakes shall be provided with portable radios and be
in contact with OOW.
The whistle shall be tested after completion of work on funnel or uptakes.
WORK OVER SIDE AND NEAR THE SHIPS SIDE
Work over side is strictly regulated when the vessel is underway, however such work
can be carried out under suitable condition when vessel is stopped. Any outboard
work shall only proceed on master’s orders after taking all necessary safety
precautions and completion of the checklist. A thorough risk assessment (Level 2) or
review of already prepared risk assessment shall be carried out to ensure the work
being carried out is adequately controlled. Avoid working over side if vessel is rolling
more than 5 deg. Direct contact with responsible Officer must be established during
the period of work.
Personnel working over side or within 2 metres of an unfenced deck-edge must wear
a work vest / lifejacket, in addition to fall-arrest gear or a lifeline which is monitored

Rev No. : 1
by a responsible person dedicated for it.

A lifebuoy with sufficient line attached should be kept ready for immediate use.
Lifeboats or rescue boats should be ready for immediate use. Any such work should
be closely monitored / watched by a responsible person.
Where boatswain’s chairs or stages are used over side, the gantlines should be long
enough to reach the water (as safety lines). A pilot ladder (or accommodation ladder)
should also be rigged a short distance aft of the stage. A lifebuoy with light and line
should also be provided on deck. One person must be present to assist on deck and
should not be given any other duties, which would detract his ability to oversee those
working on the stage or cause him to leave the area unattended.
A minimum six number of work vests shall be maintained on board vessels for the
purpose of carrying out over side work. Out of which 2 work vests shall be dedicated
for transfer of personnel.
For rigging accommodation /combination ladder, Master should steer a course to
provide good lee on the side where ladder to be rigged and to avoid any rolling or
pitching of vessel. He shall provide enough illumination for the safety of person
working on ship side. All team members involve in rigging of combination /
accommodation ladder shall discuss risk assessment for rigging combination ladder.
An experienced crewmember that is suitably attired with buoyancy aid and
harness/lifeline along with portable radio should be allowed to work on shipside at
accommodation ladder. A responsible person with enough helping hands should
always monitor the safety aspects of rigging from main deck itself. He shall carry a
radio with him also and be in continuous contact with bridge. Person helping on main
deck when working in vicinity of accommodation ladder platform and open ship side
railing, should also wear safety harness secured from safe point along with life vest.
Record:
PTW 03: Working at Height Permit
COLD WORK PERMIT
Cold Work means the work that does not involve the generation of temperature
conditions that are likely to be of sufficient intensity to cause the ignition of
combustible gases, vapours or liquids in or adjacent to the area involved.
Cold Work includes:
a. Work on firefighting system that reduces the system capability.
b. Work that involves breaking containments that have or potentially have
substances/atmosphere which are:
• Harmful
• Combustible
• Toxic

Rev No. : 1
• Corrosive
• Under pressure
• Elevated temperature
c. Work (Other than Electrical) that involves isolation (LOTO)
Exceptions for the cold work permit,
• Domestic fresh water system,
• Low pressure and small callibre instrument air systems below 1.5 bar,
• Chipping / Scaling / Wire brushing / Grinding / Drilling / work on
Lathe/Manifold connection and disconnection.
Record: PTW 04: Cold work permit
WORKING ON DECK IN HEAVY WEATHER
Working on deck in heavy weather shall only be limited for the purpose to avoid
immediate threat to safety or environment. Such work shall have direct impact on
safety of person, equipment or for environment protection. Extent of engagement of
person for working on main deck shall be restricted to period until sufficient
additional safety precautions has been adopted to survive adverse weather condition.
Work to be carried out on deck in adverse weather condition shall not fall under
categories which require any other permit to work.
Master shall use his experience in assessing the weather condition and suitability to
allow person on deck.
Prior commencing any work on deck proper risk assessment shall be carried out by
deck team. Master shall appraise the situation to managing office. He shall consider
alteration of course and speed to provide safe working condition. If required vessel
can take heavy weather ballast in consultation with office.
People on deck shall work in groups. They shall be equipped with life vest/ lifejacket
and safety harness attached to strong point (If work scope allows). Their movement
route shall be well illuminated, sheltered, non-slippery and supported by handrails.
Working team shall carry portable radio with them so that they can contact officer on
watch at regular intervals. An attendant shall be nominated who can keep close
lookout on person working on deck from accommodation.
Record:
PTW 08: Working on deck in heavy weather
LIFEBOAT/RESCUE BOAT OPERATION AND MAINTENANCE PERMIT
This Permit shall be used in following circumstances:
a. Moving Lifeboat/rescue boat from stowed position or swinging out to deck
level.
b. Launching lifeboat/rescue boat in water.

Rev No. : 1
c. Maintenance on Lifeboat/rescue boat or Launching arrangements including

below:
• Maintenance on boat hook release systems
• Maintenance on davits and winches
• Lubrication schedule of lifeboat/rescue boat, davits and winches.
• Painting and stencilling on lifeboat/rescue boat or davits.
• Lifeboat/rescue boat Entering, lowering, & inspection.
Lifeboat / Rescue boat Water borne Lowering
Boat shall be lowered in water by lifting brake from lowering team on vessel deck or
by self-release wire from the boat itself. If vessel choose to lower the boat without
any person inside, person for operating boat might be lowered using embarkation
ladder or using another service boat provided office approval has been seek
beforehand.
No person shall be inside free fall lifeboat if boat being lowered using davit.
For davit launched lifeboat/rescue boat, whenever it is intended for drill purposes to
lower the boats to the water, the release gear mechanisms, and Fall Preventer
Device, should first be checked by a responsible Officer to confirm that they remain
correctly set. Thereafter, the boat should initially be lowered empty, with no
occupants, to a position 3 to 4 metres above the water, before being recovered and
personnel allowed to board.
The hooks can be released from the helmsman’s position. As this release is capable of
being operated without the boat being in the water, care must be taken for davit
launched lifeboat that the boat is actually waterborne before its operation.
FPD fitted on each hook in davit launched lifeboat can either be in form of synthetic /
wire strops of sufficient strength or in form of inbuilt pin.
The fitting of free-fall lifeboats presents a particular set of problems with respect to
waterborne drills. The area aft of the vessel needs to be clear of moorings and have a
clear area of sufficient size to allow the boat to run on.
Safety during Life/rescue boat maintenance
Any checks and/or maintenance carried out on lifeboat/rescue boat equipment shall
be subject to a formal Risk Assessment which shall be discussed by those involved in
the activity. Other safety practices that are required to be followed during boat
maintenance are as follows
a. Working on outer periphery of enclosed lifeboat, its davit or any places
beyond the railing on embarkation deck of rescue boat (if vessel fitted with
fast rescue boat) should be treated as work aloft and PTW 03 must also be
followed.
b. Work inside lifeboat/ rescue boat must not be carried out alone.
Rev No. : 1
c. If possible, work on outboard side of lifeboat/rescue boat and on top of the

enclosed boat shall be planned for anchorage or berth or during the quarterly
lifeboat launching drill. If urgency of task requires work to be carried out at
sea, then vessel shall send risk assessment of the task to office for approval.
d. OOW must be informed prior and post every boat work.
e. A notice board (as shown below) shall be permanently displaced near lifeboat
/ rescue boat approaches to remind personnel on safe boat entering practices.
f. Fall Prevention Devices/Maintenance Strops for the duration of maintenance

shall be used for davit launched lifeboat/rescue boat.
g. For maintenance on hook release system, it must be ensured that boat is
properly secured, and load of the boat is either on fix structure (Lifeboat davit
in case of free fall lifeboat) or load has been taken by certified lifting
equipment. Lifting equipment used for taking load of the boat should have
adequate SWL in accordance with the weight of the boat.
PTW 09: Life boat / Rescue boat Operation and maintenance permit
ELEVATOR MAINTENANCE
The permit to be used in following cases,
• Person working on top of cage
• Person working in Pit
• Person working on or inside elevator by keeping landing door open while
positioning himself on accommodation/Engine room deck.
HAZARDS
Performing maintenance work on elevator on ships can be hazardous.
Types of hazards generally faced by Electrical Officers and others in their working
environment when they carry out the maintenance work include:

Rev No. : 1
kk. Mechanical hazards, such as:

• Crushing e.g., hit by counterweight or rail brackets
• Shearing e.g. caught by moving or rotating machines
• Pinching e.g. caught in-between moving objects
ll. Electrical hazards
mm. Fall from height, such as:
• Falling from car top
• Falling through temporary open sides or gap
nn. Falling objects
It is necessary to perform elevator maintenance to ensure the safe and proper
operations of the elevator. In general, there are two types of maintenance work to be
performed:
a. Routine maintenance, such as:
• Lubrication;
• Cleaning; or
• Inspection.
b. Non-routine maintenance, such as:
• Troubleshooting and doing emergency repairs;
• Replacing worn or damage components e.g. cables, parts of elevator
doors, and machine bearings but does not affect the characteristics of
the installation;
• Resetting and re-adjustment;
• Job that requires special tools (e.g. cutting equipment, rigging
equipment and heat generating equipment); and
• Assisting in or performing rescue operations;
The following operations are considered as non-maintenance work:
oo. cleaning of external part of the hoist way;
pp. cleaning of inside of elevator car;
qq. changing of major component such as the machine, the car, the control
panel, etc
The crushing hazards in elevator maintenance operations can be caused by:

Rev No. : 1
1. Trapped between the ascending elevator car and the soffit of the elevator shaft
2. Trapped between the ascending elevator car and the door
3. Trapped between the descending elevator car and elevator shaft structure or
counterweight inside the elevator shaft
4. Trapped between the descending elevator car and the bottom of the elevator pit.
5. Pinching of fingers where ropes come into contact with pulleys and sheaves

Rev No. : 1
6. Contact with Non-finger safe termination blocks
7. Falling off car-top platform
8. Falling into the hoist way from open elevator landings

Rev No. : 1
9. Hand tools falling from elevator car top down to hoist way
10. Equipment falling through the landing door down to hoist way
11. Cutting, Shearing & Pinching hazards

The cutting, shearing and pinching hazards in elevator maintenance operations can be
caused by:
rr. Landing door panels
ss. Sharp corners of machine beams, under car channels etc
WORK PROCESS:
Responsibilities:

Rev No. : 1
Chief Engineer
- Ensure all persons working on elevators have been instructed in safe elevator
maintenance practices.
- Ensure that the work task is conducted safely and in accordance with this
procedure.
- Supervise or assign a safety attendant to supervise the work activity.
- Ensure that a Risk Assessment, Tool Box meeting and where applicable Permit
to Work and/or Lock Out Tag Out is applied.
- Ensure that requirements relating to elevator electrical safety devices are
followed always.
Persons Conducting Elevator Work
Follow the requirements of this procedure always and apply safe working practices.
Process:
Pre‐Work Requirements
• Only personnel who have been instructed in safe elevator working practice
must be assigned to perform elevator inspections and/or maintenance.
- Before commencing work:
- Conduct a Risk Assessment (RA).
- Conduct a Tool Box Meeting
- Determine if a Permit to Work (PTW) and/or Lockout Tagout (LOTO) is
required.
- Approval from Office for any maintenance outside the Elevator cage.
- Review and follow ship/equipment specific elevator safety instructions.
- All maintenance for Elevator outside the cage to be considered similar to
critical equipment maintenance job.
• Ensure the elevator cab does not contain a person(s) prior to taking out of
service.
• Establish and maintain a safe work site including:
- Securing the work site to prevent unauthorized access using physical
barriers and placement of hazard warning signs.
- Posting hazard warning signage on elevator machinery electrical control
cabinets located in machinery rooms.
- Manning and guarding the entrance throughout if the elevator landing
door is open during work
• Notify Engineer Officer on Watch if work involves taking an elevator out of
service. Work on elevator cab tops only if there is no alternative. Where
required, the elevator must be fully isolated or switched onto “Inspection”
Drive.
• Perform entry into an elevator pit/well only when the elevator has been
disabled to prevent movement of the cab during the work task.
Rev No. : 1
tt. Establish communication between entrant and the safety attendant using
hand held radio devices before entering an elevator shaft or pit/well.
Work Requirements
• At least two persons must be involved in any work within the shaft or pit/well,
where one person performs the work, while the other acts as a safety
attendant. The safety attendant must:
- Be in permanent attendance outside the elevator shaft or pit/well, or on
an adjacent deck or in the elevator machinery room always while work is
in progress.
- Provide assistance including equipment isolation.
- Know how to raise the alarm in the event of an emergency.
Never fit an elevator hand‐winding device without first isolating the power supply.
Elevator Electrical Safety Systems
• Electrical safety devices such as door interlocks must never be disabled/by‐
passed while the elevator is in normal service.
• If disabled for inspection and/or maintenance purposes, they must be enabled
immediately upon work completion and before the elevator is placed back
into normal service.
• Jumper cables used to disable safety devices during inspections and/or
maintenance must be of a type approved by the pertinent elevator
manufacturer and visually different than the permanently installed wiring /
cables. (e.g. prominently labelled and of a contrasting color to normal cables)
• The entire elevator safety system must never be completely disabled.
Failure to follow safe working practices associated with elevator electrical safety
systems will result in disciplinary action up to and including termination of
employment.
Ship and Equipment Specific Elevator Safety Instructions
Ship and equipment specific safety instructions must detail safe working practice to
be followed including precautions to be taken for the following work tasks:
• Safe access to the elevator cab top.
• Safe riding on cab top.
• Safe work in elevator pit/well.
• Safe work within the confines of an elevator shaft (Includes panoramic
elevators).
• Safe work on elevator machinery located inside elevator machinery rooms.
• Safe retrieval of stranded persons inside an elevator during emergency or
elevator malfunction.
• Safe use of devices used to by‐pass safety circuits

Rev No. : 1
WORKING ON CAR TOP AND PIT

Safety precautions when working on car-tops:
▪ Familiarize yourself with the position of the car and counterweights of the car
being accessed as well as any other cars/counterweights in the vicinity and
take appropriate measures to keep yourself and others away from hazards.
▪ If movement of the car is needed while on top of the car, be sure to have a
firm hold on the crosshead, or other part of the car structure.
▪ Never stand or sit on the crosshead when the car is moving.
▪ Never hold onto the ropes, sheaves or sheave guard.
▪ If the car-top is not clean (i.e., oil, grease), clean it prior to performing any
activities.
▪ Verify proper operation of car-top inspection operating buttons.
▪ Where outlets are provided, use a grounded portable light with a suitable,
non-conductive or grounded lamp guard and reflector.
▪ Electrical cords are not to be hung on car or counterweight ropes.
▪ When a car-top operating device is available and operational, use it to operate
the car instead of depending on an operator in the car.
▪ If car-top operating device is not available and you must ride on top of the car
ensure:
• The person on the car-top shall identify and be positioned in a safe
refuge space. Do not enter areas marked with Red and White strips.
• The operator in the car is briefed on the signals to be used.
• The operator in the car repeats instructions each time before moving
the car.
• That hall buttons cannot control the car.
• The operator shall only run the car on the slowest possible speed and
only in the specified direction.
• In the case of single and collective-operation elevators or any elevator
whose reversal at the terminals is automatically controlled, instruct the
operator to reverse the direction of the car before the terminals by
means of the reversal switch in the car.
▪ When a fall hazard exists, fall protection shall be used. (See Section 4.)
▪ Wire ropes shall only be inspected or lubricated when the car is stopped.
Avoid pinch points.
▪ When opening hoist way doors from the car-top, do so slowly so that no one
steps in from the landing thinking a car has arrived.
▪ Observe overhead clearances.
▪ Use extra care when working on car-top s that are curved, domed, or located
in unenclosed hoist ways.
▪ Do not leave parts, lubricants, etc. on the top of elevator cars. This is a
violation of the safety norms.

Rev No. : 1
▪ The car-top emergency exit shall remain in the closed position except when
passing through same.
▪ Before performing repairs from car-top, with the car at or above the top
landing, place a ladder in car under top emergency exit to provide means of
exiting from car-top.
Car-top Access (Top-of-Car) / Egress Procedure
Besides examination, inspection, maintenance and adjustment work that must be
done on the car-top, there is a considerable amount of work in the hoist way which
must be done from the top of the car and, at times with the car in motion.
Accessing Car-top
Prior to accessing the hoist way always verify that the elevator has arrived before
stepping into or on the car.
▪ Capture the elevator and take it to the top access landing.
▪ Establish down demand by activating 2 car calls (COP).
▪ Using an approved door unlocking device, stop the elevator in flight to verify
the door interlock by opening the hoist way door no more than 6 inches (car
should have stopped). Be sure to stop the elevator in a safe position to safely
reach the car-top inspection run box.
▪ Insert proper door wedge tool and place the car-top stop switch in the “STOP”
position, turn on light, remove your door wedge tool and allow the doors to
close Note: If the switch cannot be accessed from the landing, lockout/ tagout
procedure must be followed prior to accessing the car-top.)
▪ Wait ten seconds and open the hoist way door no more than 6 inches to verify
the car-top stop switch is working. Car should not move.
▪ Insert proper door wedge tool and place the car-top inspection switch in the
“INSPECT” position and the car-top STOP switch to “RUN”. Remove your door
wedge tool and allow the doors to close.
▪ Wait ten seconds and open the hoist way door no more than 6 inches to verify
the car-top inspection switch is working. Car should not move.
▪ Insert proper door wedge tool and activate car-top STOP switch to “STOP”
position.
▪ Locate a safe refuge area and access the car-top.
▪ Remove door wedge tool and allow doors to close.
▪ Proceed with necessary tasks in hoistway ensuring car-top station remains on
INSPECT and stop switch is in the “STOP” position when work is being
performed.
CAUTION: Be sure you have a surface to stand on that will support your weight. Don’t
stand on the car top emergency exit or the fan unit and use special care where the
car-tops are curved or domed.

Rev No. : 1
Exiting Car-top
▪ Position car-top level with the egress landing. When a hoistway access switch
is provided, position the top-of- car at the landing where the top access switch
is located.
▪ Place the car-top stop switch in the “STOP” position.
▪ Check for tools, keys, rags or any other equipment.
▪ Slowly open hoistway door and place door wedge tool into the sill.
▪ Step off car-top onto landing.
▪ Place the inspection switch in the “NORMAL” position.
▪ Place the car-top stop switch in the “RUN” position and turn off the car-top
work light.
▪ Remove door wedge tool and close hoistway door to engage pickup rollers
with door clutch.
▪ Verify elevator is operational by placing a hall call.
Pit Safety
General
▪ Many serious injuries occur every year, entering and exiting pits. Every
employee must be aware of the hazards before entering a pit. Some of the
more common hazards are:
• Inadequate refuge space
• Inadequate lighting
• Improper access
• Tripping hazards
• Unsafe or lack of pit ladders
• Moisture/water/oil
• Moving equipment
▪ Take appropriate steps to minimize these hazards and any others that are
identified.
▪ Where an access ladder exposes a person to a fall hazard of 6 ft (1.8 m) or
greater; and
• The ladder is further than 29.5 in. (750 mm) from the interior edge of
the door frame; or
• The ladder or handhold extends less than 42 in. (1067 mm) above the
access landing,
• The clearance between the ladder rungs and side wall is less than 4.5
in., a hazard assessment shall be conducted to identify the necessary
safety precautions.
▪ Before entering a pit, familiarize yourself with the position of the car and
counterweights for the car being worked on as well as any other
cars/counterweights in the vicinity.
▪ Control of the car shall be obtained prior to entry into the pit.

Rev No. : 1
Safety precautions when working in pits:

▪ Locate a safe refuge area and be prepared to enter same at a moment’s
notice.
▪ Ensure that all portable lights and tools are connected through a Ground Fault
(GFCI).
▪ Take care to protect all lighting from damage.
▪ Do not work in a pit with standing water.
▪ Never “jump” into a pit – always use the access ladder or a portable ladder.
▪ Always check your shoes for oil/grease prior to climbing.
▪ Use both hands when using ladders entering or exiting the pit.
▪ Be aware of moving equipment (i.e., counterweights, motors, belts, and
sheaves) and ensure that clothing and hands can’t get caught in them.
▪ Avoid smoking or open flames while in the pit.
▪ Use proper hand protection while cleaning pit.
▪ Never place your body under the car and have the car lowered to or below the
bottom landing.
▪ Never stand in counterweight runway, under compensating chains or straddle
over the traveling cable(s) loop.
▪ Never use wooden timbers to support car or counterweights.
▪ Do not leave parts, lubricants, cleaning equipment, etc. in the pit. This is a
violation of the safety norms
Elevator Pit Access/Egress Procedure

Accessing Pits
▪ When the movement of the elevator is required, the following procedure shall
be followed in lieu of the Lockout/ Tagout procedure.
▪ Lockout / Tagout procedures are required if movement of the elevator is not
needed to complete the work being performed.
▪ Tag the elevator out of service by placing a sign on the controller stating
“ELEVATOR IS UNDER THE CONTROL OF A SERVICE PERSON - DO NOT
OPERATE.”
▪ Install barricades if the hoist way door is going to be open more than 5 in. (125
mm) while performing your work.
▪ Capture the elevator and place two car calls to upper floors to establish an up
demand. As the elevator moves away from the landing, open the hoist way
door with a hoist way door unlocking device key to insure interlock stops the
elevator.
▪ Before accessing the elevator pit, place a door wedge tool in the sill to ensure
that the hoist way door(s) will not shut, turn the pit light on and place the pit
stop switch in the “STOP” position.
▪ If the pit does not have a pit stop switch, the lockout/ tagout procedure is to
be implemented before entering the elevator pit.

Rev No. : 1
▪ Standing outside the hoist way, remove door wedge tool and close the hoist
way door. Enter a hall call and wait 10 seconds to verify the elevator will NOT
RUN and to verify that the pit stop switch is working.
▪ Once verification of the pit stop switch operation is complete, open the hoist
way door, place a door wedge tool back into the sill, do a mental and visual
job hazard assessment and locate a safe refuge space.
▪ Carefully enter the pit. Close doors to about 6" and use door wedge to block.
▪ If operation of the elevator is necessary:
▪ The car is only to be operated on inspection operation from either the
car-top with car-top inspection operation, by a qualified elevator
person. The person operating the car and the person in the pit shall
establish and maintain two-way communications.
▪ Remove the door wedge tool and allow the hoist way door to close.
▪ Place the upper pit stop switch in the “RUN” position.
▪ Stand on the pit floor and be prepared to stop the movement of the elevator
with the pit stop switch.
CAUTION: Never stand on the pit ladder when the pit stop switch at the access
landing is in the “RUN” position, unless two pit stop switches are provided and the
lower switch is in the “STOP” position.
Exiting Pits
▪ Verify lower pit stop switch, where provided, is in the “STOP” position.
▪ Verify pit stop switch at access door is in the “STOP” position.
▪ Place lower pit stop switch in the “RUN” position.
▪ Remove pipe stands (hydraulic elevators).
▪ Slowly open hoistway door and place a door wedge tool into the sill. Exit the
pit.
▪ Turn the pit light off.
▪ Remove door wedge tool and close hoistway door.
▪ Place the car back into service and test the operation by registering a call
Machine Room Safety
▪ Access to machine rooms, as well as working in the machine room itself, can
be hazardous if proper precautions are not taken. It is very important that you
have the ability to recognize potential hazards and are aware of the proper
precautions to take when they exist.
▪ Machine rooms shall be secured from unauthorized access.
Access to the machine room
▪ Just getting to a machine room can be hazardous, so recognizing potential
hazards and taking steps to correct or avoid them is very important. Some of
the more common hazards are:

Rev No. : 1
▪ Lighting - If the stairwell or hallway area is not well lit, use a flashlight or other
temporary lighting until the situation can be corrected – Don’t just “feel your
way” in the dark.
▪ Unsafe ladders (two level machine room), always check the condition of the
ladder before climbing.
▪ Never climb a ladder with tools in your hands. Use a rope to pull tools up.
▪ Safety norms requires the door to be operable from inside the machine room
without the need to use a key.
PTW 07: Elevator Maintenance permit

ELECTRIC WORK ON LOW, MEDIUM AND HIGH VOLTAGE EQUIPMENT
CLASSIFICATION OF VOLTAGES
Low Voltage (LV)

A voltage not exceeding 1kV AC.
DC voltages are normally low voltage. Where DC voltages are involved this shall be
indicated, e.g. as 24V DC. Where AC and DC voltage are both referenced no indication
is necessary, e.g. 24V.
Operator
A person who through the course of their normal duties is required to operate
machinery and equipment. An operator in the role of duty watch keeper for example,
with the necessary training and experience, may start and stop simple machineries on
deck and in the engine room.
An operator in the role of Cook may start Galley fans and switch on/off Galley
equipment. An operator does not necessarily need to understand the principle of
operation of machinery and equipment but must know how to operate it safely. The
Operator can do non-electrical work on dead electrical equipment that does not
require access to electrical conductors. E.G. changing of light bulbs including
navigation light bulbs; switching on/off Galley equipment isolator for clearing
purposes etc.
Electrical Operator (This is equivalent to Competent Person in ESR)

Rev No. : 1
A person with the necessary knowledge and experience to undertake the task and
activities assigned to them, and in particular has sufficient electro-technical
knowledge and experience to recognise and avoid danger.
An Electrical Operator can be an Engineer Officer, Deck Officer, senior cadet or
member of the crew provided he meets the minimum competence requirement
and/or can demonstrate awareness of the job to be completed.
Electrical Person
An officer with the high level of electrical competency described in RES001
Competence tables and able to safely undertake maintenance and fault finding on
the ship's electrical equipment.
An Electrical Person is normally an Electrician, an Electrical officer or a Marine
Engineer with electrical responsibilities. An Electrical Person is assigned roles and
duties by the Chief Engineer involving the day-to-day electrical safety onboard the
ship. There may be more than one Electrical Person onboard.
Electrical Power System
All electrical installations and electrical equipment provided for the purpose of
generating and distributing electricity.
Portable electrical equipment, supplied via a plug and receptacle is not part of the
electrical power system.
Matrix as per the Electric work
Activity EPT Operator*1 Electrical Electri Electrica Comment
W operator cal l Person
Req’ (ESR- Perso MV
d Competent n
Person)*2
Operations: No Yes Ye Yes Yes * Only if
Operating local machinery can’t
controls on starter be operated
panels remotely.
Single point * Arc flash danger
isolation
Operation: No Yes Yes Yes Yes * Arc flash danger

Operating locally Single point
switching device < isolation
630A

Rev No. : 1

d Competent n
Person)*2
Operations: Start or
stop an electric
No No Yes
generator set from
a remote-control
station and initiate
automatic
synchronising.
Operations:
Manually
No No Yes
synchronise and
connect an electric (when
generator set to a assigned by
switchboard. Chief
Engineer)
Removal/replacem As No Yes * Equipment
ent of fuses appr must be isolated
opri and there must
ate be no risk of
touching nearby
live components
When Yes Yes * Use an
assigned approved fuse
by Chief puller.
Engineer
(<230V &
current
rating <15A)
Work: Change light No Yes Yes Yes Yes * Isolation
bulbs including manual
navigation light
bulb. *3
Yes Yes Yes * LOTO

Rev No. : 1

d Competent n
Person)*2
Working on LV Yes, as a Yes, as a * with limited
equipment dead. member of a member exceptions
working of a working
Party Party
Checking of No No Yes Yes Yes * Arc flash danger
switchboard or
electrical
equipment rooms,
including lamp
tests
Internal visual No No No Yes Yes * PPE
inspection of live Requirements as
LV electrical per Arc flash
equipment >200m permitted
m proximity activities
Operations: No No No Yes Yes * Increased Arc
flash danger
Operate locally
switching device >
630A
Operations: No No No Yes Yes * A ship specific
hazard analyses
may prohibit this
task.
Rack in/ out LV *Increased Arc
circuit breakers flash danger
externally with
switchboard live.
* Only with all
switchboard
covers and doors
in place.

Rev No. : 1

d Competent n
Person)*2
Operations: No No No Yes Yes * Due to MV
switchboard
design
requirements, if
all doors are
secured arc flash
risks are limited
Rack in/ out MV * Preferable with
circuit breakers switchboard
with switchboard dead.
live.
Withdrawing a Yes No No Yes Yes * If at all possible,
motor starter from with the board
a group starter dead.
board supplied
* Increased arc
from a breaker <
flash danger
630A.
* LOTO
Withdrawing a Yes No No Yes Yes * Only allowed
motor starter from with the board
a group starter dead or special
board supplied risk mitigating
from a breaker > measures
630A. applied.
* Office
permission
Increased Arc
flash danger
* LOTO
Working on No No No Yes Yes * Arc flash danger
equipment (live or
dead)

Rev No. : 1

d Competent n
Person)*2
Working on live Yes No No Yes Yes * Arc flash
control gear where danger.
there is no power
* LOTO
cables
terminations, bus
bars, or switching
devices present.
Working on live LV Yes No No Yes Yes * Arc flash
electrical power danger.
systems supplied
* LOTO
by a MCCB rated <
630 A
Working on live Yes No No Yes Yes * Increased Arc
equipment flash danger.
supplied by a MCCB
* LOTO
rated >630 A
Working close to N/A No No No No * In extreme

exposed bus bars, cases this may be
or high power cable allowable when
terminations (LV) considerable
precautions have
been put in place
Office permission
Work on live MV N/A No No No No Strictly
equipment Prohibited
Work live N/A No No No No * Prohibited

equipment in a
hazardous area. No voltage limits.

Rev No. : 1

d Competent n
Person)*2
Work on dead Yes Yes, as a Yes, as a Yes Yes * LOTO
equipment in a member of a member
hazardous area. working of a working
Party Party
Work on dead MV Yes Yes, as a Yes, as a Yes, as Yes * LOTO
equipment (MV) member of a member a
working of a working memb
Party Party er of a
workin
g Party
Insulation testing No No No Yes Yes * An electrical
LV equipment operator may
operate an
insulation test
meter if
supervised by a
electrical person.
Insulation testing Yes No No No Yes * LOTO
MV equipment (MV)
PRESSURE TESTING OF PIPELINE

Cargo (Except gas tanker) & Bunker Pipelines (Non IGF Vessel)
Discharge side of the cargo pipelines including COW / MARPOL lines and bunker lines
shall be tested to 100% of the Maximum Allowable Working Pressure (MAWP) at
least:
• Annually, or
• Upon completion of repair to the pipeline, or
• When a fault is suspected.
Pipelines must be tested using the loaded cargo or water as the filling medium. Air
must not be used as a pressure test medium.

Rev No. : 1
Additionally, every 2.5 years the discharge side of the cargo pipelines must be tested
to 150% of the MAWP using cargo or water as the medium. Air must not be used as a
pressure test medium.
After pressure testing, lines must be drained to avoid leakage caused by thermal
expansion.
The use of water as the testing medium will generate slops, therefore any
opportunity where water washing of cargo tanks is required for cargo tank
preparation or for the 30-month cargo tank inspection, or if slops have been retained
on board must be utilised to meet this requirement.
If the cargo pumps cannot achieve the necessary test pressure using the cargo as the
test medium, then the test method must be agreed with and approved by the
Managing office. The test requirements schedule must form part of the Planned
Maintenance and must be updated once completed.
Pressure testing of pipelines carrying categories of fluid like corrosive, flammable,
toxic at elevated temperature, fire / foam system, ballast system and any other
pipeline.
Cargo pipeline on gas Tanker
Pressure test of all cargo pipeline to be carried at the frequency of 60 months. Plan
the pressure testing to align with Drydock. Hot gas can be used for pressure testing.
Miscellaneous pipelines
Pipelines that are generally kept under pressure shall be pressure tested upon
maximum allowable working pressure after completion of any repair on the pipeline
or whenever any fault is suspected. If the pipeline is designed to carry liquid, then
testing shall be carried out with fluid other than air.
Record: PTW 10 for Pressure testing of pipeline

Rev No. : 1
PERSONAL PROTECTIVE CLOTHING AND PROTECTIVE EQUIPMENT Page : 1 of 2
3. PERSONAL PROTECTIVE CLOTHING AND PROTECTIVE EQUIPMENT (PPE)

3.1 PROVISION OF PROTECTIVE CLOTHING AND PROTECTIVE EQUIPMENT
The company provides protective clothing and equipment to all personnel serving
onboard the company ships.
Personnel shall, at all times, use appropriate PPE suitable for the operation/task to
be carried out as instructed by the Master or departmental heads. Failure to adhere
could result in disciplinary action being taken onboard.
The company will supply suitable PPE for all normal shipboard operations. The chief
officer and chief engineer are responsible for ensuring sufficient stock is maintained
onboard.
PPE is the last line of defence and should be used as the last barrier after all risk
mitigating methods are already implemented.
It should be noted that the use of PPE may in itself cause a hazard – for example,
through reduced field of vision, loss of dexterity or agility.
3.2 SELECTION OF PPE
Before commencing any task, risk assessment to be carried out to identify the
hazards associated with the task. Using these hazards as a guide, PPE matrix should
be referred for the specific task.
Compliance with the company PPE guidance chart is mandatory.
Use of filter masks/ canister masks are not allowed on board company vessels except
in some cases of gas carriers (or some specific flag state requirements) where proper
risk assessment has been carried out for use of such masks.
When working for prolong period in fridge room and when the climate dictates,
thermal suits are to be used.
Specialized PPE when required by operation manual or industry practise shall be
worn while carrying out high risk task (For e.g. handing high pressure equipment,
hydro blaster, handling razor wire etc.)
3.3 MAINTENANCE OF PROTECTIVE CLOTHING AND EQUIPMENT
Protective clothing and equipment must be properly maintained as per
manufacturer’s recommendation and the planned maintenance system. They should
be regularly inspected and where appropriate, operationally checked. All necessary
repairs, cleaning, decontamination or component replacement should be
undertaken without any delay. Manufacturer’s guidance on expiry of PPE shall be
adhered.
Rev No. : 1
PERSONAL PROTECTIVE CLOTHING AND PROTECTIVE EQUIPMENT Page : 2 of 2
PPE such as boiler suits, safety shoes, safety goggles and helmets (including
chinstraps) should be checked by the individual who is wearing it, prior to use and
any defects noticed should be reported to department head for a replacement. PPEs,
which are placed in common locations such as Eye wash, Safety harness, Chemical
suits etc should be checked by Chief Officer and Second engineer on monthly basis.
3.4 PERSONAL PROTECTIVE EQUIPMENT MATRIX (PPE)-
PPE matrix shall be displayed in ECR, CCR, Galley and all other work-related places in
accommodation (ie: Changing room, Toolbox talk room, ship’s office etc)
Please refer Appendix 03-PPE
3.5 UNIFORM / APPERANCE
Seagoing personnel are reminded that as Company representatives they are
responsible for maintaining the Company image and their attire and presentation is
integral to this.
It is particularly important when in port that all staff ensure they are wearing clean
and correctly worn PPE.
Officers are to wear uniform during the pilotage, Follow the bridge poster for
guidance. Its master’s discretion for use of uniform as deemed necessary at other
times.
All seafarer to wear clean and appropriate attires while accessing the common
places onboard. Flip-flops are not allowed for use.
Rev No. : 0
CHAPTER 4 Date : 30-Dec-19
ISOLATION PROCEDURE Page : 1 of 11
4. ISOLATION PROCEDURE
The intention of the isolation procedure is to effectively safeguard personnel against
accidents or potential accidents which may occur as a result of:
1. The unexpected and/or uncontrolled release of hazardous energy (e.g.
Gravity, Motion, Mechanical, Electrical, Pressure, Temperature, Chemical,
Biological, Radiation and Sound). The energy sources may have categorized
as;
Live: Systems with flowing or moving energy eg; live electrical circuit or fluid moving
through a pipeline.
Stored: Systems that has restrained energy eg; compressed or stretched spring,
stored electrical energy and static pressure in a pipeline.
2. The unexpected and/or uncontrolled release of hazardous substances
(including vapours).
Depending on the hazards involved in work requiring a permit, isolation requirement
will vary. The isolation procedure complements other permit to work system, by
safely securing devices identified for control in the Risk Assessment that is carried
out prior commencement of any work requiring permit.
The following are examples of situations where the application of the isolation
procedure is required:
I. Work on electrical systems / equipment where contact with live connections
is possible.
II. (Electrical Work Permit is required for All Electrical Jobs, High Voltage
Maintenance & Elevator Maintenance jobs)
III. Work on systems where automatic, remote, or inadvertent activation of
equipment could result in personal injury or damage.
IV. Work where the release of liquid or vapor from lines or pressure systems
would be hazardous to personnel, the vessel, or the environment. (Cold
Work Permit)
V. Work on pressurized systems such as pneumatic, hydraulic etc.
Isolation procedures are incorporated in each permit to work system and should be
used to ensure that all forms of residual energy are addressed.
The locks / tags put in place must be clearly identified in the respective work permit.
Where applicable procedures for starting and stopping the equipment that is
isolated must be established and attached with the permit.
For securing and identifying isolation points, Locks and/or Tags can be used as
explained below.

Rev No. : 0
Each vessel will be supplied with standard LOTO kit with Tags as well as Locks of
various sizes and shapes. These are to be used for effective Lock Out during
maintenance work on any machinery, electrical systems, pipe lines etc.
There will be a user manual and a training CD along with each LOTO kit.
All vessels to carry out the required training on LOTO kit using the training materials
provided.
It is advised that the Lock out and Tag Out is carried out by the person in charge of
the job.
The LOTO kit shall be kept under the custody of Chief Engineer / Chief Officer and
shall be issued to the person in charge of the task during the Toolbox meeting.
LOCKS
A lock shall be used on any system / equipment where means is provided such as a
latch, cover, handle, etc., which can be used to lock the system or equipment in a
closed, inoperative, or isolating position, such that the hazardous substances or
energy cannot be unexpectedly released.
Where such a locking mechanism does not exist, locking of the system or equipment
may be affected using a chain, bar plastic cable ties (tie-wrap), seals or other such
devices, which physically prevent operation without removal of the lock.
Where key-operated locks are used, the person whose name appears on the tag as
having applied the lock shall retain the keys to each.
Where a protective device or system is not lockable, a tag shall be used instead.

Rev No. : 0
▪ For group locking on energy hasp should be used.

▪ Group lockout box should be used for group lockout tagout.
▪ Scissor Cable or Round cable lockout can be used to lock multiple hazardous
energies instead putting individual locks & tags.

Rev No. : 0

Rev No. : 0

Rev No. : 0

Rev No. : 0
Notes:
Lock & Tag should be used with all loto products.

Rev No. : 0
TAGS
Tags are used for ALL isolations under this procedure, including those that are
locked. Their purpose is to:
• Identify the isolation device(s) which is/are being used to protect personnel
from the possible release of hazardous substances or energy.
• Give warning against unauthorized operation of the isolation device.
• Identify who has the authority to remove the lock / tag.
Tags shall be attached by substantial means; a one-piece plastic cable tie is highly
recommended.
When working on electrical or electronic equipment on a ship, the risks of electric
shock are usually much greater than they are ashore because wetness, high humidity
and high temperature (inducing sweating) reduce the contact resistance of the
human body. In such conditions, severe and even fatal shocks may be caused at
voltages as low as 60V which may cause the heart to quiver or stop in which case
breathing will stop. Before starting work on electrical equipment, always isolate it
from the power supply by removing the plug from the socket, removing fuses or
locking circuit-breakers open. Always test the circuit to make sure that it is dead.
Never work on or near live equipment unless absolutely necessary. Under such
circumstances, carry out Level 2 Risk Assessment; avoid contact with bare metal;
remove your wrist watch and rings and stand on a dry insulating mat if possible.
Generally, the severity of injuries from electric shock is related to the voltage. The
higher the voltage the more severe is the burning at entry and exit points and
greater the damage to internal organs along the currents path. On discovery of an
electric shock victim, DO NOT TOUCH with bare hands until the current has been
turned off or electrical contact has been broken. Switch off the supply at the nearest
isolator or at the main switch board. Once clear of danger treat the casualty. Vessels
are provided with Safety poster – “Dealing with Electric shock”
These posters should be exhibited in common spaces.
The tags shall conform to the following format:

Rev No. : 0
Electrical Permit to be used when isolating any electrical appliance prior to

commencing work.
LOCKS AND DANGER TAGS
Every person working on isolated equipment should fit their own lock and/or danger
tag. Alternatively, another management approved system that achieves an
equivalent level of safety may be used.
When using locks or danger tags, consider the following:
▪ Tags should be dated and signed.
▪ Locks should be accompanied by a corresponding tag to identify who has
locked out the plant.
▪ Tags and locks should only be removed by the person who applied them or
by the supervisor after consultation with the signatory of the tag. In the
event that the person who applied the tag is unavailable, their tag or lock
may only be removed in accordance with a management approved
procedure.
▪ Tags or locks should be fitted to all isolation points.
OUT OF SERVICE TAGS
Out-of-service tags are used to identify equipment or machinery that has been taken
out of service due to a fault, damage or malfunction (refer to Figure 2).
The tag is to be securely fixed to the operating control power isolator with the
appropriate details completed on the tag (explaining the reason for the machine
being ‘out of service’).
The tag should not be removed until the equipment is safe to be returned to service,
or the reason for the tag no longer exists.

Rev No. : 0
While working on similar looking equipment’s such as radar, pumps etc, there are
chances of error in identifying the correct equipment intended for repairs or to be
taken out of service. In such situations, positive identification of the equipment is
required.
These caution tags are to be fitted on the identified equipment, in addition to the
tags used for isolation of energy source.
WITHDRAWN EQUIPMENT
This procedure is intended to prevent the accidental use of equipment or machinery,
which is no longer active, unsafe, unserviceable or otherwise, not fit for service.
It applies to:
▪ Any fixed machinery or equipment, which remains, in its place of duty.
▪ Machinery or equipment, which although it has been removed from its place
of duty, appears complete and outwardly serviceable.
▪ Portable equipment, which has the outward appearance of being serviceable.
Such machinery or equipment shall be clearly identified, by means of the withdrawn
equipment tags (WETs).
Note: This procedure is complementary to the Isolation procedure, which may be
used as an alternative in certain instances. Whilst it is not intended that both
systems be used together, there may be occasions where this is appropriate.
The following are examples of where machinery or equipment shall be withdrawn
from service and WET tagged:
I. Normal operation of the machinery or equipment could cause harm to
personnel, damage to the vessel or any other equipment, or damage to the
environment.

Rev No. : 0
II. There is risk that the machinery or equipment could function abnormally,
erratically or otherwise unexpectedly, and could thus cause harm to
personnel, damage to the vessel or any other equipment or damage to the
environment.
III. The machinery or equipment is serviceable in itself, but operation in the
current circumstances is unsafe (e.g. its installation is faulty – inadequate
wiring, not properly secured, wrong way round, etc).
IV. The machinery or equipment is unserviceable and is:
▪ To be landed for disposal.
▪ To remain on board but will NOT be repaired or returned to service.
▪ It has been withdrawn from service pending an overhaul, repair or service
by either the ships' staff or an outside approved sub-contractor.
▪ It comprises used items, which require but for any reason have no
certification, test maintenance record or service history.
V. This list is not exclusive and withdrawn equipment tags may be used any
circumstances which meet the principles.
VI. It is particularly important that unserviceable safety equipment is tagged,
especially where personnel might attempt to use it, in the event of an
emergency.
VII. It is also important that defective power tools and hand tools are tagged. It is
not sufficient to remove the plug off, as this can easily be re-attached by the
unwary.
VIII. The Withdrawn Equipment Tags must be attached to the subject equipment
by a secure means, preferably requiring a tool to remove them e.g. plastic
cable ties or staples.
IX. Withdrawn Equipment Tags shall identify the person withdrawing the
equipment from service, the date and a brief description of the reason e.g.
obsolete, overhaul, bearings replacement, leaking seals etc.

Rev No. : 1
SAFETY INSPECTIONS AND MEETINGS Page : 1 of 10
5. SAFETY INSPECTIONS AND MEETINGS

SAFETY ONBOARD
Safety onboard is the responsibility of every person onboard. The Master is overall
responsible for the health and safety of all persons onboard. He has the day-to-day
responsibility for safe operation of the ship and that safety onboard is properly
organized and coordinated.
The development of “Safety Culture” and the achievement of high standards of
safety depend on good organization and the wholehearted support of management
and all personnel.
SAFETY OFFICER
Safety Officer is the safety advisor aboard ship and can provide valuable assistance
to the Master and Company. He shall familiarize himself well with the risk
assessment procedure, Incident investigation procedure and Just culture procedures.
His task shall include representation and to carry out and conduct risk assessment
and make his recommendations on Health and Safety matters to the Master.
Chief Officer and Second engineer will be the safety officer onboard the company
managed vessels. In case master wishes to propose some other officer, he shall
notify the same to the company and obtain approval. When appointing the Safety
Officer, the Master shall check that the intended person has completed in house
training in safety officer’s course.
Safety officer’s jobs duties in this respect shall include but not be limited to
▪ Look for any potential hazard and means of preventing incidents
▪ Try to develop and sustain a high level of safety consciousness among the
crew so that individuals work and react instinctively in a safe manner and full
regard to the safety not only of themselves but also of others.
▪ Where unsafe practice is observed, stop work and approach the individual or
responsible officer concerned to suggest improvements in his method of
working or use safety committee to discuss examples of dangerous or unsafe
practices in a particular area. If this brings no improvement, the safety officer
should consider approaching the head of department or as a last resort, the
master to use his influence
▪ Ensure that seafarer joining the ship is instructed in all relevant health and
safety arrangements and of the importance attached to them before starting
the work.
▪ Where possible, ensure that arrangements are made for each new entrant to
work with a crew member who is himself thoroughly safety conscious.
▪ Remind experienced seaman joining the ship for the first time of the
importance of high level of safety consciousness and of setting a good
example to less experienced personnel.
Rev No. : 1
▪ Promote safety onboard by arranging distribution of safety booklets, advisory

matters, display of notices, arranging safety videos and CBTs.
▪ Investigate notifiable accidents or dangerous occurrences affecting persons’
onboard ship.
▪ Carry out health or safety investigations as may be required.
▪ Carry out safety inspections and report to the safety committee the findings.
▪ Identify and motivate others to identify potentially dangerous occurrences
“Near Miss’.
▪ Conduct Health Surveillance as necessary
CHECKLIST FOR SAFETY OFFICER’S INSPECTION
The safety officers shall conduct safety inspection of the vessel so as at to cover each
accessible area every 3 months. The scope of this inspection will be to identify any
safety /health /environment hazards in accommodation, on deck, engine room, and
in all other accessible areas.
The checklist “Safety Officers inspection checklist” provides guidance to the safety
officer on the areas to be inspected.
The findings of the safety inspections completed in that month shall be presented to
master for discussion during safety meetings.
Safety Officers inspection checklist shall be sent to office for review by the
Superintendents.
5.3.1 GUIDELINES FOR CONDUCTING THE SAFETY OFFICERS INSPECTION
Safety officer’s inspection in a very important part of the safety officer’s routine.
Safety officer conducts this inspection with the aid of a checklist SF 11 A, & B, in a
planned manner at the start of each quarter, progressing over the entire next 3
months.
The findings are brought before the safety committee meeting for discussion and
implementation of a corrective action plan. Factors like rest hours, port rotation,
area of expertise shall be taken into consideration for effective planning.
Various ship complements basis on their expertise, should participate in inspection
along with safety officer to have qualitative outcome.
These findings are brought before the safety committee meeting for discussion and
implementation of a corrective action plan. All findings along with ‘Safety officer
Inspection Checklist’ shall be record in Shippalm ‘SCMM’ section for proper follow
up.

Rev No. : 1
SHIPBOARD HEALTH, SAFETY, SECURITY & ENVIRONMENT MEETINGS

5.4.1 SAFETY MEETING
The master shall convene the Safety meet at least once a month. The frequency of
meetings will be determined by circumstances, but the committee should meet
regularly, taking into account the pattern of operation of the ship and the
arrangement for manning and with sufficient frequency to ensure continuous
improvement in safety.
Ideally the planned meeting should be conducted close to the end of the month and
after completion of safety officer’s inspections.
In particular, a meeting shall also be held after any serious incident or accident on
the ship, if the normal meeting is not due within a week.
Additionally, a safety meeting (in line with form SF-12) shall be conducted in the
presence of superintendent, during his visit onboard .
The meetings minutes for planned safety meetings are to be recorded in form
“Safety meeting minutes” as per the agenda laid out.
Minutes of special safety meetings such as after a serious incident or in the presence
of superintendent shall be sent to office through mails.
Where applicable the minutes must indicate the party responsible for corrective and
follow up action. i.e. Office or Ship, Chief mate, Bosun etc.
Persons attending the meeting are to be identified in the minutes. A copy of the
minutes is to be sent to the company along with the checklist used by the safety
officer. Office shall review the safety meeting minutes and shall revert with
comments as necessary.
5.4.2 AGENDA FOR SAFETY MEETINGS
The agenda for monthly safety, security & environmental protection meeting shall
be:
1. Matters arising from previous meetings.
2. Discussion of shipboard Incidents and LARP
3. Matters brought to committee's attention for discussion
4. Pending LSA/FFA/SOPEP/Critical equipment orders
5. Review of drills held in this month
6. Safety Officers Inspection Checklist
7. HSE Topic (for discussion)
8. Review of work schedule & Hours of rest provided to all staff
9. Safety Correspondence
10. Environmental matter
11. Health and hygiene

Rev No. : 1
12. Security issues

13. Compliance with company procedures
14. Review of Planned Maintenance System (PMS)
15. COSWP and HSM chapters covered in the month
16. Best practices observed
17. Identify safety suggestions from ship staff
18. Any other Business
The minutes of Safety and Environmental Protection Meeting shall be reported to
office every month for office review. A copy shall be available with ship staff.
5.4.3 SAFETY COMMITTEE
The Safety Committee shall at least consist of the following personnel in addition to
master.
▪ Chief Engineer
▪ Chief Officer
▪ 2nd Engineer (1st Assistant Engineer)
▪ Bosun
▪ Cook
▪ Engine Room Rating
▪ Deck Department Rating
All other ship staff should be encouraged to attend. This will help to make all
personnel think about safety and understand the implications of unsafe acts and
practices.
Every ship will have a Safety Representative (SR) elected from amongst the members
of crew. The election will be made during monthly safety committee meeting
through an informal voting and the Master will preside over the election process.
The tenure of each Safety representative will be one month, and this can be
extended to another one-month basis a re-election process. The guiding principle
here should be that as many members of crew as possible are rotated through this
position.
A newly appointed safety representative shall have at least 6 months of experience
on that type of vessel.
As a Safety Representative, the elected crew member will have full cooperation from
the Shipboard Management Team.
Safety Representative’s responsibilities include:
▪ supporting the appointed Safety Officer in promoting the safety culture on
board, amongst fellow crew members.
▪ discuss and recommend on safety related issues to the Safety Officer and the
Shipboard Management Team.
Rev No. : 1
▪ promote safety policies, LARP card system and other initiatives of the
company.
▪ take an active part in familiarizing new joining crew members
▪ assist Safety Officer during safety rounds
The Safety Committee should promote the health and safety awareness on board
and ensure that the ship is run in a safe and proper manner.
DAILY MEETING
The vessel’s management team (Master, Chief Officer, Chief Engineer & Second
Engineer) shall conduct a “Daily planning meeting”, at a suitable time, to discuss the
next day’s work planned.
This meeting helps in discussing & planning the ship operations & maintenance.
The procedure to include the below, but not limited to.
a. The proposed tasks for the day shall be promulgated at a common location
(Preferably a network drive).
i. Officers will list their own task.
ii. HOD will list task for department crew.
b. Each proposed task shall be discussed during daily work plan meeting. The final
Work Plan for each crew for the particular day shall be decided during Daily Work
Plan Meeting (DWPM).
c. Daily Work Plan Meeting shall be conducted at least in presence of Master, Chief
Officer, Chief Engineer, Second Engineer and Electrical Officer. The management
onboard may invite other personnel whom they deem fit to be part of meeting.
Voluntary participation of other crew members shall also be accepted.
d. The Daily Work Plan for current day shall preferably be decided in DWPM of
previous day.
e. The Daily Work Plan shall be posted at Crew Mess Room. Additionally, it shall be
made available at Engine Control Room and Navigation Bridge and form a part of
Watch Hand Over / Take Over.
f. Any job/activity not discussed in DWPM shall be prohibited to carry out unless it
has been brought to the attention of all senior management onboard and all the
workers carrying out the task. Such activities shall be carried out only if they are
of urgent nature and only for restoring immediate operations of the ship.
g. Person working alone Jobs (Solo Work) shall be restricted to minimum. Solo
worker shall inform the designated person prior commencing the job and safety
precautions taken. The designated person shall be HOD or delegated to another
officer (Deck/Engine respectively) who will keep a track of person working until
the task is completed.
h. Ship staff shall use Daily Work Plan procedure. Each crew member is empowered
to challenge, if the job/activity given to them is not promulgated in Daily Work
Planner.
Rev No. : 1
Basis DWPM, Tool-Box Meetings shall be carried out by Supervisors/Department

heads prior carrying out the actual task and shall continue following the existing
procedures.
The agenda of the DWP meeting to be as below but not limited to,
▪ Reviewing the risk assessments prepared by department head or other
department and providing inputs to it.
▪ Discussion of LARP & near miss on daily basis so that correction can be taken
up in next day Tool box meeting and subsequent work practices.
▪ Agrees the scope of work to be undertaken.
▪ Identifies any operational or departmental conflict.
▪ Identifies personnel requirements.
▪ Identifies tools and equipment required.
▪ Establishes appropriate PPE requirements.
▪ Ensures compliance with work and rest hours.
▪ Ensuring that not many critical operations take places on the same day
Records of Daily Work Plan shall continue to be maintained in Booklet form AD-19.
Daily Work Planner shall be audited during Internal Audits and VIR Inspections.
The purpose of the meeting is to discuss work plan and to carry out / discuss the risk
assessment, involving the people carrying out the task and the people responsible
for the task.
‘Flow Chart 1 – Daily Work Planning’ & ‘Flow Chart 2 – Daily Work Process’ can
be used as guidance of these procedures.
A “Daily work meeting” shall be conducted by the department heads to discuss
every routine or non – routine task carried out on that day.
(Refer to HSM Chapter 10)

Rev No. : 1
Flow Chart 1 – Daily Work Planning
What to Do Start How to Do
1. Officers List their own task Ways to do:

2. HOD list task for other crew Collect the 1. Use Network Drive and Word/Excel
Task Sheet; or
2. Use any common register kept at a
location.
1. Mandatory: Master, C/Off, C/E , 2/E, 1. Choose Common Location & time for
EO. meeting.
2. Call additional People if required.
Conduct Daily 2. Discuss all tasks promulgated, required
3. Accept voluntary participation of Workplan RA & PTW.
crew. meeting. 3. Identify Resources, challenges, and risks.
4. Solo work to be flagged. 4. Finalize the task for NEXT DAY.
1.Crew aware about location of Task 1. Record in AD-19 Daily Work Planner.
List. 2. Task List available in Bride & ECR
2. Paste a copy of Task List in Crew Task List Final computer or hard copy.
Mess Room.
3. Responsible Officers have quick
access to Task List.

Rev No. : 1
Flow Chart 2- Daily Work Process
START
Is the task listed in Daily Work Planner ?
Yes NO
Planned Task Un Planned Task
Yes Yes
Is the job immediately required for

Inform Other safety, pollution prevention or Plan the task
Does the Task involved other
Department. Yes restoring immediate operation of
Department also ?
Carry out LOTO. ship ?
No Yes
Inform Will the person be Working alone

Designated All Senior Management informed Inform Master,
(Solo Work)? about the task C/Off, C/E, 2/E
Person
No Yes
Senior
Senior
Management
management to to
Obtain Permit to Does the task require Permit to Risk
Work Yes Work ? Risk Assessment (II) &
Assessment (II) & Tool
Office
Box carryout Risk
carryout Risk
permission
Talk done bytaken.
senior management Assessment
Assessment (II)(II)
and Tool box
& Take office
meeting .
No
approval.
Arrange Are the Resources for Work Yes

Resources No available ?
Senior
Management to
Yes Risk Assessment (II) & Tool box
discuss Risk
talks done by senior Management
Yes
Carry Out Tool No assessment (II) &
Tool Box Talk Carried out by Risk Assessment (II) & Office
Box Talk ...based Tool box talks.
supervisor based on RA just before permission taken.
on Risk
actual task ?
Assessment management Yes
Yes
PROCEED FOR CARRYING OUT THE

TASK
TOOLBOX MEETING
A daily toolbox is needed to be held prior to carrying out a task. It should specify the
occasion, person in charge, location, activity and reason for carrying out toolbox
meeting. Following shall be covered in toolbox meeting
▪ Plan of the work
▪ Briefing of each crew member by the PIC of his tasks and way to achieve it
safely
▪ Identification of hazards and control measures
Rev No. : 1
▪ Requirement of the work permit

▪ Condition check of all tools and equipment.
▪ Safety analysis of the job site.
▪ Verification of donning correct PPE.
▪ Discussion of recovery measures in case of an incident occurrence.
Toolbox meeting shall be carried out by person in charge of the task at the work site
with entire team involved in the task.
SINGLE PERSON JOB
There might be occasions where a single person is required to carry out a job or may
take a decision to do a job in an individual capacity and not as a part of a team.
Working alone means working where you cannot be seen or heard by another
person and where you cannot expect a visit from another person. The risk of working
alone depends on location and conditions around it.
To mitigate the risk involved with Single person task, following measures shall be
taken:
▪ Team leaders and departmental heads must always plan to limit single
person tasks. All such intended jobs (even taken in individual capacity) are to
be discussed in the departmental and daily meetings to identify hazards and
take necessary risk mitigating measures.
▪ Team leaders must train all individual, on the hazards involving single person
job.
▪ All personnel involved in ‘single person jobs’ must inform about their intent
to the OOW or departmental head before executing the job.
▪ The person working alone must have means to establish contact or raise
alarm immediately if required.
▪ All personals must be encouraged to use a ‘TAKE FIVE’ tool when performing
solo work. This is similar to a self-done LMRA & toolbox talk.
The TAKE FIVE process involves:
1. STOP & THINK: Scanning the environment and consciously identifying things
that may hurt us;
2. IDENTIFY: Look for trip hazards, protrusions and other hazards and
consciously recognize them;
3. ASSESS: Now that the hazard has been registered in our conscious mind it is
easy to control or avoid it;
4. CONTROL: Continue scanning while performing a task, consciously identifying
your environment, be aware of anything changing around you;
5. PROCEED: Do the task if risk is low If you find yourself drifting into “autopilot”
STOP and take a conscious look around you, refocus and continue work.

Rev No. : 1
SAFETY DAY
All our seafarers in the “Ownership of safety”, one day in a month shall be observed
as “On board Safety Day” in line with the guidance as below.
Objectives of the “Safety Day”:
• Participation of all.
• Training, participation and mentoring based approach.
• On hands training to juniors for checking critical items during safety checks.
• Encouragement and empowerment of an open reporting culture.
• Inculcating a sense of “responsibility and ownership” of on-board safety in
Junior ranks.
Agenda for the Safety Day:
All activities to be carried out by the nominated teams.
• Opening meeting by Master to brief all crew with agenda of the day. Chief
Engineer & Chief Officer to present the plan and activities for the safety Day.
• Review of any accidents / Incidents our vessel or in our fleets since last safety
day. Take feedback why this will not happen on my ship.
• Hazard Identifications & discuss the same – By teams.
• Inspection of PPE like Boiler Suits, Safety Shoes, Steel Toe, Gumboots,
Goggles, Hand Gloves, Flashlights, Safety Harness, Fall Arrestor devices, LOTO
Kits, High Voltage equipment’s (If any), Work Vest etc.
• PSC Items rounds: On job training by senior officers on how to carry out the
required checks/Inspection. Note, If any findings/defects.
• Discuss the findings of the PSC rounds and assign corrective actions. Status of
these shall be reviewed in the subsequent safety meeting.
• SHELL PIS Training
• Reference:
▪ Form: SF-11A & SF-11B Safety Officer Inspection checklist
▪ Form: SF-12- Minutes of safety meeting
▪ AD-19 – Daily work planner
▪ Code of Safe Working Practice for Merchant Seaman

Rev No. : 0
Chapter: 6 Date : 30-Dec-19
JUST CULTURE Page : 1 of 3
6. JUST CULTURE
6.1 JUST CULTURE
A just culture policy is an important part of a positive health and safety culture. It
clearly sets out the expectations for adherence to procedures in the workplace and
provides a context for enforcing them. It recognises behaviours that exceed
Company expectations as well as those that fall below expectation but are not
always the fault of the seafarer.
QHSE performance can be raised by learning lessons from incidents and amending
procedures, practices, and equipment’s. It is necessary to encourage open reporting
of incidents and it can be achieved by adopting “Just Culture” approach in
investigations of incidents.
A just culture places responsibility on management to provide support, training, and
resources such that seafarers will have the necessary competence to undertake their
tasks to the required standard.
Refer to SMM Chapter 9 for incident investigation procedure.
When mistakes are made, we need to distinguish between those which are genuine
and those which are wilful/careless breaches or neglect of accepted procedures.
Depending on the seriousness of these breaches, wilful/careless breaches or neglect
may be viewed as a disciplinary matter. This can be best described as a 'Just Culture.,
where the action taken is appropriate to the circumstances of the incident.
The "Just Culture" Model will guide personnel through the type of questions that
should be asked to get to the root cause of the problem when carrying out the
process. The following is an example:
At the time, the unsafe act was committed
1. Establish if the actions taken by the person(s) involved were as intended. If yes
proceed to 2, if no proceed to 3.
2. If they were as intended, establish if the consequences, or possible
consequences, were as intended. Quite often the actions taken were as
intended, but the consequences were not. This is often the case when a proper
risk assessment has not taken place. If the result was as intended, then it was
sabotage or a malevolent act. If no, proceed to 3.
3. Establish if any unauthorised substance was being taken. This can vary from
alcohol and illegal drugs to medicines (these may or may not be prescribed). If
unauthorised substances are being taken then proceed to 4, if not proceed to 5.
4. Establish if the substances were taken as a result of a medical condition. If the
answer is no, then this is substance abuse without mitigation. If the answer is yes
then this is substance abuse with mitigation and may require further
investigation in consultation with a medical practitioner,
Rev No. : 0
5. Did the person(s) knowingly violate safe operating procedures? If no proceed to

7. Most violations involve a conscious decision on the part of the perpetrator to
break or bend the rules.
6. Were procedures available, workable, intelligible, and correct? If yes, this is a
possible reckless violation. If no, then it is a possible system-induced violation.
Most violations will be non-malevolent in terms of intent, so the degree to which
they are blameworthy will depend largely on the quality and availability of the
relevant procedures. Where it is judged that the procedures were not
appropriate for the situation. The problem lies more with the system than with
the individual. However, when good procedures were readily accessible but
deliberately violated, the question of reckless behaviour must be raised. If there
is any doubt as to this then the substitution test should be applied.
If the procedures are found not to be workable, intelligible and correct then a
Document Change Request must be raised and submitted.
The Substitution tests.
7. Could (or has) some well-motivated, equally competent and comparably
qualified individual make (or made) the same kind of error under those or very
similar circumstances? If the consensus given by the investigation team is "yes",
then the error is probably blameless and likely that the unsafe act was largely a
system-induced error — (Proceed to 8). If the answer is "no" then consider if
there were any system induced deficiencies in the person's training; selection or
experience. If such deficiencies are not identified then the possibility of negligent
error must be considered.
8. Establish if the person(s) have any previous history of Unsafe Acts. If there is a
history then although the unsafe act was "blameless error" the person(s) may
require corrective training or counselling to establish the reasons behind these
lapses. If there is no previous history of unsafe acts then it was a blameless error
and no further action need be taken in connection with the individual(s).
Rev No. : 0

Rev No. : 1
CALIBRATION Page : 1 of 1
7. CALIBRATION
7.1 CALIBRATION
All equipment onboard used in conjunction with Quality, Occupation Health, Safety
and Environment control performance shall be of approved type and calibrated
periodically and as necessary.
The equipment shall include
▪ Anchoring and mooring equipment.
▪ Marpol Equipment.
▪ Cargo gears.
▪ Navigation equipment.
▪ Atmosphere Sampling Equipment (minimum list of these equipment is
mentioned in the respective cargo operations manual).
▪ Other Essential and Critical equipment.
The Master and Chief Engineer of each vessel are responsible for keeping of records
to ensure the measuring and testing equipment used onboard are calibrated in
accordance with company requirements.
A record of calibration must be kept onboard for all the items which have been
identified. The record must clearly state the identity of the equipment and the
location.
Refer to the generic list provide in Technical Manual Section 3.10 for the calibration
intervals of specific instruments.

Rev No. : 1
DRUGS & ALCOHOL Page : 1 of 11
8. DRUGS & ALCOHOL

DRUG & ALCOHOL POLICY
We shall strive to maintain a safe and healthy working environment free from the
unauthorized use of drugs and alcohol. This Drug and alcohol policy of the Company
shall be always adhered to, whether in port or at sea. Company considers any issue
pertaining to abuse of drug and alcohol as a serious offence onboard.
Non-compliance to this policy by any officer or rating shall result in disciplinary
action against the individual which may include dismissal.
COMSUMPTION OF DRUGS
▪ The possession of illegal drugs, or the use, distribution, or sale of unlawful or
un-prescribed substances is strictly prohibited onboard. Violators shall be
subjected to immediate dismissal.
▪ Any officer or rating using prescription or non-prescription drugs must
declare details of the said drugs to the master upon joining the ship.
CONSUMPTION OF ALCOHOL
▪ Company adopts the maximum Blood Alcohol Concentration (BAC) for
anyone on board company vessels as 40 mg/100millilitres of blood (0.04%
BAC) at all times. BAC above 0.04% shall be considered as alcohol
impairment. (On vessels owned by Lauritzen Bulker, Max BAC is 20mg/100
millilitre (0.02% BAC))
▪ All persons onboard are required at all times to ensure that their Blood
Alcohol Content (BAC) does not exceed 0.04%.
i. When joining a vessel,
ii. During Shore Leave,
iii. When returning from Shore leave, and
iv. In the Shipyard.
▪ Alcohol is NOT to be consumed:
• While on Duty, on Standby, during and up to 4 hours before,
performing any scheduled duties or commencement of standby
periods.
• By Duty Engineers and ratings assigned on UMS watch.
• By Engineer and rating who are assigned to take night rounds in the
Engine room.
• At sea during conditions of reduced visibility, heavy traffic, heavy
weather or in any other hazardous conditions.
• During the 12 hours before arrival in port and while the vessel is in
port.
Rev No. : 1
• In any coastal or confined waters

• In cabin and work areas (e.g. Deck/Wheelhouse/Cargo Control
Room/Engine Room).
▪ Alcohol purchased on board must not be taken ashore.
▪ Ship staffs are prohibited to purchase, order, or bring any alcoholic beverage
or food having alcohol content from outside the ship for consumption
onboard.
▪ Brewing alcohol onboard ship is prohibited.
▪ Additionally, Coastal State alcohol consumption regulations, if more stringent
than regulations as mentioned in this section, shall be adhered to.
▪ Consumption of alcohol onboard is restricted only to the Officer and Crew
Smoke rooms and Messrooms.
▪ The issuance of alcohol will be carried out in one of the above areas (referred
to as ‘Smoke room’) and during Smoke room opening hours set by the
Master. Smoke room Opening hours shall be displayed on notice boards.
▪ Display the Drug and Alcohol Policy poster in the Smoke room.
▪ Use “AD-16 A Alcohol Issue Record” sheet to record issuance of alcohol to
each individual.
▪ For personnel about to commence duty or on duty unable to receive alcohol
at Smoke room during opening hours, alcohol shall be issued within the same
limits as described in this policy as per Master’s instructions.
▪ The Master can suspend the issuance of alcohol for a particular crew member
or the entire complement at his discretion. In this case, he should inform the
Company of his decision.
RESPONSIBILITY
Head of CMS team is responsible for:
▪ Arranging unannounced drug and alcohol testing (by shore lab)
▪ Arranging unannounced alcohol testing (breath analyser test)
▪ Arranging Breathalyzer and Drug testing post incident for all staff, within 2
hours of the incident.
Manning team or manning agents is responsible for:
▪ Arranging for D&A tests as part of pre-joining medicals
▪ Ensuring that every Master and crew joining vessel signs a declaration
agreeing adherence to the Company's Drug and Alcohol Policy.
Master is responsible for:

▪ Enforcement of company’s drug and alcohol policy on board the vessel.

Rev No. : 1
▪ Random testing of crew using alcometer provided (especially on individuals

suspected of being under the influence of alcohol)
▪ Reporting violation of Drug and Alcohol issues onboard.
▪ Strictly controlling the issuance of alcoholic beverages to crew
▪ Maintaining monthly record of alcoholic beverages issue.
▪ Conducting alcohol test for personnel involved, post incident on board,
within 2 hours of the incident.
▪ On ships provided with drug sample collection kit, to collect samples post
incident within 2 hours of the incident and send the same for testing.
▪ Familiarising with the onboard alcohol meter as per the manufacturers
instruction and maintain a record in SF-17.
Each individual is responsible for:
▪
Adherence to drug and alcohol policy
▪
Abiding with the prohibition on possession of any form of liquor other than
beer issued from the bond store.
▪ Avoiding misuse of prescribed drugs
▪ Abiding with prohibition on the use, possession, distribution or sale of illicit
or non-prescribed controlled drugs
▪ To ensure that anyone on board whose performance is suspected of being
impaired by intoxication is reported to a person of senior authority or the
Master immediately.
▪ Reporting his condition to supervising authority, If any crew member under
the influence of alcohol is called for duty in his rest hours.
ALCOHOL
Company policy of maximum Blood Alcohol Concentration (BAC) for anyone as 40
mg/100millilitres of blood (0.04%) is equivalent to 2 units of alcohol.
Following instruction for consumption of alcohol as mention in the table shall always
be adhered to:
Drink Alcohol Maximum Maximum number of units For vessel owned by
concentration Volume allowed in any 24hrs period Lauritzen bulker in
allowed per on all vessels other than any 24 hrs period
unit owned by Lauritzen bulker
Beer < 6% Alc by 330 ml 2 1
volume
OR
Table < 12% Alc by 150 ml 2 None
wine volume

Rev No. : 1
DISTRIBUTION OF ALCOHOL ONBOARD

The Master is solely responsible for the control of sales and distribution of alcoholic
beverages on board, within the following conditions:
▪ The sale and control of alcohol is directed through the bond store (slop
chest).
▪ No alcohol shall be issued to a person who does not consume alcohol. This
shall be identified in the person’s declaration while joining.
▪ Personnel shall not purchase alcoholic beverages for consumption by others.
▪ Master shall designate a person to issue permitted alcoholic beverages on a
day-to-day basis.
▪ Alcohol will only be sold in (Beer) cans or bottles opened at the time of sale.
▪ The issuance shall be such that at any point of time the individual shall not be
issued alcohol, the quantity of which if consumed would exceed the
permissible limits of the company’s drug and alcohol policy.
▪ Alcohol may only be sold and consumed within specified hours. These hours
may be varied by the Master according to vessel operations.
▪ Alcohol will only be sold and must be consumed in the officers’ and ratings’
lounges unless authorized by the Master.
▪ Table wine is not for sale to the crew onboard and to be consumed in
officer’s and rating’s lounges during the special occasions/Weekends only as
per the master’s discretion.
▪ Beer shall not be served to the individuals consuming Table wine in any 24
hours period.
▪ Any person buying a drink on board a vessel must enter the details and sign
for the purchase in form AD-16 A (Alcohol Issue Record) at the time of
purchase. This record shall be maintained at least for a period of 3 years.
▪ The issue of alcoholic beverages to contractors on board shall be at the
discretion of the Master and, if appropriate, in accordance with the terms of
their contract.
▪ The Master should keep abreast of the requirements of local regulations,
especially of areas where all alcoholic beverages are banned and may have to
be put under seal during the vessel's stay within that country's territorial
waters.
▪ Superintendent will monitor the onboard consumption by randomly verifying
the invoices for alcoholic beverages.
ORDERING ALCOHOL AND DEALING WITH THIRD PARTIES

Communicate the company’s Drug and Alcohol policy to all relevant stake holders
including ship chandlers, service contractors etc. when ordering stores, services and
provisions.

Rev No. : 1
FREE BEVERAGES/REPRESENTATION
Sometimes the Master may need to present visitors with gifts. Master should
maintain a strict account of this representation alcohol in consultation with the
superintendent of the vessel.
USE OF DRUGS
It is expressly forbidden for anyone to take any illicit or non-prescribed drugs that
include Narcotics and/or Controlled Substances, whilst under the employment of the
company.
A 'drug' means any substance (other than alcohol) that has known mind or function¬
altering effects on a person, specifically including any psychoactive substance and
including, but not limited to, controlled substances. Drugs, illicit/controlled
substances include, but are not limited to:
▪ Marijuana
▪ Cocaine
▪ Opiates
▪ Phencyclidine (PCP)
▪ Amphetamines and Derivatives of above. Barbiturates
Serious and severe actions will be taken on any person(s), found to be in possession
of drugs or controlled substances. Master will be responsible for keeping the drugs
as required by the statutory and vessel requirement.
In majority of countries it is a serious criminal offence to be found in possession of,
or trafficking, illegal drugs and, if found guilty, may also result in death sentence. For
the safety of all concerned, pre-departure searches and the control and registering
of visitors should be carried out to ensure that neither ship's personnel nor visitors
are in possession of illicit drugs. Any suspicions should be acted upon immediately.
8.4.1. PRESCRIBED DRUGS
In case a seafarer is taking any prescribed drugs then a declaration to such effect
including specifications of the drugs must be made to the manning department prior
joining. A copy of this declaration must be sent to the vessel for records. Such a
declaration must be signed by the seafarer and representative from the Manning
department.
Anyone taking medication, as prescribed by a doctor, must notify the Master when
first joining a ship. The Master in turn will enter the type, quantity, and dosage of
medication against the name of the patient, in the appropriate section of the
register.
This procedure will not only ensure the Master is kept informed, so treatment can
continue, but also will assist in the defence of the individual during testing.

Rev No. : 1
Any medication taken that is neither prescribed by a doctor, the Master, or his
designated deputy, and hence not recorded, shall be deemed as unauthorized, and
no defence will be offered to the individual should traces of the medication be
detected during testing.
8.4.2. DRUGS IN MEDICAL CHEST
All Company vessels carry medical supplies as a statutory requirement for
emergencies and for the treatment of illness on board. The majority and most
harmful of these medical supplies shall be securely stored in either the medical
locker or the ship's safe, which can only be entered by the Master or his designated
deputy.
Each ship also carries controlled drugs, as detailed in the on board ' Medical Log'
These shall be kept locked away in the ship's safe until required in an emergency and
logged in the appropriate section of the register whenever used or disposed of.
DRUG / ALCOHOL TESTING
1. Pre-Employment Testing and Screening
2. On board, unannounced Drug and alcohol test (by shore-based test lab) (only for
tankers)
3. On board, unannounced Alcohol test (Breath analyser test) initiated by Company
(at least once in 2 months)
4. On board, unannounced Alcohol test (Breath analyser test) by Master
5. On board, post incident Breathalyser and Drug testing for all staff within 2 hours
of an incident.
PRE-EMPLOYMENT TESTING AND SCREENING
In line with the Company's drug and alcohol policy, all seagoing personnel shall be
subject to confidential drug and alcohol screening as a prerequisite to employment
with the Company.
Results will be reviewed by the Manning team and further tests may be carried out
in cases where a positive result is recorded, depending on the extent of the first
failure. Should a further test also prove positive, no employment will be offered.
The pre-employment screening of seagoing personnel is to be carried out in
conjunction with their pre-employment medical, and at a place designated by the
Company. Expenses relating to such screening will be borne by the Company.
Furthermore, every individual shall sign a `Drug & Alcohol Declaration Form' prior to
embarking on a voyage upon a Company vessel. These declarations are to be kept on
file for the period individual is on board.

Rev No. : 1
ON BOARD, UNANNOUNCED DRUG AND ALCOHOL TEST (BY SHORE BASED TEST
LAB)
The abuse of drugs, and the more prolonged abuse of alcohol, can be detected by
analysing an individual's urine sample under strict laboratory conditions.
Company policy is that unannounced third-party testing for drug and alcohol shall be
carried out on each tanker vessel once per year as a minimum for all the employed
personnel on board at that instant.
The appointed Test Laboratory will initiate the tests and will determine the vessel,
port and date for carrying out random testing. Their representative will be a
Qualified Collector (QC).
The procedures for testing will be laid down and provided by the attending QC on
behalf of the appointed Test Laboratory.
The samples will be forwarded to the appointed laboratory.
The Master files copies of all associated paperwork handed to him by the QC
The Head of CMS team receives the results of all tests from the approved laboratory.
The results are reviewed by Company and forwarded to the Master. Where any
personnel’s test results turn out positive on drugs and alcohol, the said personnel
will be signed off immediately for further investigation and action. The action for the
above violations may include dismissal from the company.
ON BOARD, UNANNOUNCED ALCOHOL TEST (BREATH ANALYSER TEST) INITIATED
BY COMPANY
At intervals not exceeding two months, company will carry out an unannounced
Alcohol check on all vessels. The procedure of random check is as follows
▪ Company will send a message to vessel on regular email and on her Inmarsat-
C terminal also, keeping in mind that email not being monitored regularly.
This is to ensure that vessel can start acting on message as soon as it has
been sent from office.
▪ Master will organize the test immediately after receipt of the message for all
onboard ship staff and revert with the results within three hours of receipt of
such a message.
▪ Form “Alcohol test record” shall be completed, scanned and sent to the office
by e-mail.
▪ Master’s test should be supervised/conducted by Chief-Engineer or Second
Engineer.
If the results of the tests are not received within three hours of initiation of the test
process, the concerned CMS representative to escalate the matter to the DPA.

Rev No. : 1
Company’s unannounced alcohol tests shall be video recorded using the ship’s
camera and stored onboard for further verification during VIR and IA. (Applicable for
tankers)
ON BOARD, UNANNOUNCED ALCOHOL TEST (BREATH ANALYSER TEST) AT
MASTER’S DISCRETION
Industry standard Alco meters are placed on board each vessel to allow the Master,
or his deputy, to ascertain the alcohol level of any personnel on board should
circumstances necessitate such action. The maker’s instructions must be followed
when collecting a breathalysers sample to ensure it is admissible and the individual's
rights are preserved.
The Master shall perform alcohol testing, using the Alco meter, under the following
circumstances:
▪ When an individual is suspected of being over the alcohol limit whilst on duty
▪ When an individual is suspected of being over the alcohol limit immediately
prior to going on duty
▪ Immediately after any accident/incident, no matter how minor
▪ Random test of the person returning from shore leave
▪ Upon receipt of a message from company (Random Test)
▪ On Monthly basis – Random Test. (personnel tested will be at least 50
percentage of the ship’s personnel, including one watch keeper from each
department). The random tests shall be such that all ships personnel are
tested at least once in every 3 months.
All the test needs to witness by two personnel and the record of tests to be
maintained on Form “Alcohol test record”.
POST INCIDENT D&A TESTING
It is essential that a drug and Breathalyzer test is carried out within 2hrs. of any
incident. Ships are provided with appropriate instrument. Result of these tests
should be recorded and provided as required by any authorities. For the purpose of
carrying out this test all tankers shall be provided with drug testing kit capable of
collecting samples for full crew on board. The purpose of these alcohol tests is to
establish whether alcohol is being abused or whether it may have been a
contributory factor in any accident/incident.
More importantly, the proof of an individual's sobriety will be essential in mitigating
any accusation of guilt during any subsequent inquiry. It is therefore essential that
these tests be performed as early as possible under the foregoing circumstances.
RESULT ON DRUG AND ALCOHOL TEST
At circumstances, some of the results are likely to be
▪ Positive
Rev No. : 1
▪ Diluted
These could be the result of a deliberate / non-deliberate action by the reported
personnel. In such circumstances, the Master / senior staff on board will be
consulted for a feedback on the reported personnel. All evidences that are available
will be analysed, such as:
▪ Consumption record
▪ Sobriety of the personnel as reported by the vessel
▪ Medical records during signing-on
▪ Previous test records (on board or unannounced by third party, if available)
▪ Any medication that may be used by the personnel (reported or otherwise)
▪ Interview with the personnel (in-person or over phone)
Attitude and respect towards the stipulated procedures as reported by peers on
board
The issue will be handled according to the outcome of the investigation. If required,
the personnel may be immediately taken off from the vessel for further investigation
/ tests. The conclusion of the investigation, however, will be in lines of the just-
culture followed by the organization.
Any case of D&A abuse will be investigated by the office team consisting of Head of
CMS Marine Superintendent and Technical Superintendent. Based on the severity,
the investigation process may be further escalated as per the on-board incident
categorization. Where required, assistance from external agencies/ experts shall be
taken for the investigation. Result of investigation to be circulated in the fleet
through special bulletins.
Depending on the circumstances, Company will be obliged to carry out voluntary
reporting to flag and statutory bodies such as DG shipping, if willful violations of the
Drug and alcohol policy is evident.
RECORDS OF DRUG AND ALCOHOL TEST
▪ The consumption record of alcohol shall be sent to the office on a monthly
basis which shall be reviewed by the Marine superintendent.
▪ A record of periodic searches and Breathalyzer test after shore leave shall be
maintained on board and shall be sent to the office on a monthly basis. These
shall also be verified by the superintendent when visiting on board.
▪ The master’s weekly accommodation checks to include special attention to
illicit possession of drugs and alcohol.
Visiting superintendent shall carry out a random Breathalyzer check and random
cabin inspection whenever practicable

Rev No. : 1
CONTROL MEASURES IN PORT

All crewmembers returning from Shore leave shall be subject to following
procedures:
▪ There must be 100 % baggage search for drug and alcohol on all those
returning from shore leave. The results shall be reported by the Gangway
watch to the D/O and logged down in the port log.
DRUG SMUGGLING
The smuggling of illegal drugs is prevalent in many countries, and particularly Central
and South America. The penalties involved for the carriage or possession of drugs on
board are very severe, not only for the individuals concerned, but also for the
owners and charterers.
When searching for stowaways, careful attention should also be paid to possible
drug smuggling and the results should be recorded in the log book.
No crew member is to be permitted to possess, use or buy/sell drugs other than the
vessel's medicines, or those prescribed by a doctor. Wrongful use of legal drugs is
also prohibited.
The Master is requested to ensure that all possible measures to prevent drug
smuggling are taken.
PREVENTION MEASURES DURING PORT CALLS
During port calls, the master should set up appropriate controls to ensure that
unauthorized persons cannot access the accommodation areas and cargo holds.
The following is recommended in high risk areas: Lock up all deck stores and
entrances to the accommodation area. Seal all entrance with the exception of one
entrance to the accommodation area and direct access to the cargo holds.
▪ Restrict crew shore leave as necessary.
▪ Continuous gangway watch by the crew with additional manning at night,
and deck patrol.
▪ Prohibit unnecessary /unauthorized people from coming on board.
▪ Check all baggage that is brought on board.
▪ Perform a full search prior to departure in accordance with the vessel's check
list.
The Master or a senior officer should coordinate the search.
DURING THE VOYAGE
During the voyage, the crew's quarters should be carefully searched by a senior
officer and the result recorded in the log. Frequent, unannounced searches act as a
strong deterrent to would be smugglers.

Rev No. : 1
DISCOVERY OF DRUGS ON BOARD

If drugs are discovered on board the vessel, the Master must report immediately to
the vessel’s managers / owners. Full details must be entered in the log. Agents at the
next port of call must also be instructed to arrange to have the appropriate
authorities standing by for the vessel's arrival.
HIGH RISK AREAS
Vessels arriving from high risk areas will be subjected to very strict searches by the
authorities, using every available means of detection.
For more details, please refer to the 'Sea Carrier Security Manual' issued by the
Department of Treasury, U.S. Customs Service.
The following are presently considered high risk areas for drug smuggling:
MIDDLE EAST INDIA
CARIBBEAN COUNTRIES MYANMAR
CHINA PAKISTAN
COSTA RICA PANAMA
COLOMBIA PHILIPPINES
GUATEMALA SOUTH AMERICA COUNTRIES
HONDURAS THAILAND
HONG KONG JAMAICA
Records:
AD-16 Alcohol Test Record
AD-16A Alcohol Issue Record

Rev No. : 0
SMOKING Page : 1 of 2
9. SMOKING POLICY
Fire is a major hazard and all precautions must be taken to avoid it. All ship staff are
required to comply with all smoking regulations and instructions.
The Master will indicate all approved smoking areas based on the conditions
provided in ISGOTT 4.2.2. These areas will be clearly marked. Smoking will be
permitted only under controlled conditions at times and in places specified by the
Master.
Secret smoking is a lot more dangerous than controlled smoking. It is possible to
have flammable gases in a toilet or lockers. Gas may have been drawn down into the
accommodation through the ventilation system.
Flag specific rules (if any) shall be adhered to.
9.1 SMOKING LOCATION
Non- Non – Tanker at sea Tanker at sea Tanker at
Tanker at tanker at / anchorage / anchorage berth
sea / port (no cargo (cargo
anchorage operation) operation)
Wheelhouse √ X √ X X
ECR √ √ √ X X
Engine room except X X X X X
ECR
Officer Smoke Room √ √ √ √ √
Crew Smoke Room √ √ √ √ √
Open Deck X X X X X
Cargo Machinery X X X X X
Spaces
Accommodation X X X X X
except designated
smoking areas
Storerooms X X X X X
Cargo hold and X X X X X
enclosed spaces
Smoking is not permitted on all open deck areas, engine room (except ECR) and
inside accommodation (excluding designated smoking areas).
Note: Smoking in cabins is strictly prohibited.
Designated Smoking areas:
A) At Sea including anchorages:
1. Navigation Bridge.

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SMOKING Page : 2 of 2
2. ECR
3. Officer Smoke Room.
4. Crew Smoke Room.
Master must ensure that smoking shall not be allowed on Wheelhouse and Engine
control room, if any member of the duty team is not comfortable with passive
smoking.
b) At berth or during cargo operation (Tankers)
When the vessel is carrying out operations such as gas freeing, inerting, purging /
gassing up (at sea) - Smoking to be temporarily restricted to designated smoking
rooms.
For the sake of understanding, ‘berth’ includes Port Facility, SBM, STS, drydock, lay
berth etc.
When the vessel is within any port limits, then their regulations will supersede the
company’s regulations, if it is more stringent.
c) At berth (Non-Tankers)
Smoking is permitted in designated smoking areas mention below
1. ECR
2. Officer Smoke Room.
3. Crew Smoke Room.
Master must ensure that smoking shall not be allowed in Engine control room, if any
member of the duty team is not comfortable with passive smoking.
9.2 OFFICERS AND CREW SMOKE ROOM
A maximum of two rooms shall be designated as smoking rooms during operations in
port and a notice to be posted on the outer door as follows: “Smoking room - Door
to be kept shut except for access”.
Smoking rooms must not have doors or ports which open directly onto the main
deck. All ports in a smoking room must be kept shut and doors opening into
passageways must be kept shut except for access but must not be locked.
9.3 SMOKING ACESSORIES
Cigarette lighters are not allowed on board the ship at any time. Only ship supplied
safety matches are to be used.
Use of e-Cigarette’s are not permitted onboard.
Never carry matches or cigarettes with you on deck. Safety Matches are to be kept in
designated smoking areas and not allowed in the cabins.
Ash trays used shall be of self-extinguishing type. Fixed ashtrays in cabin toilet are to
be removed and stored separately with an inventory.

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OCCUPATIONAL HEALTH AND SAFETY RISK ASSESSMENT Page : 1 of 18
10. OCCUPATIONAL HEALTH AND SAFETY RISK ASSESSMENT

10.1 SCOPE:
This procedure covers method of carrying out risk assessment for all routine and
non-routine activities undertaken by the employees onboard the ships managed by
the company, activities of other personnel having access to the ships (such as
suppliers / sub-contractors and visitors), facilities onboard the ships, whether
provided by the company or others, and activities undertaken by the company’s
office.
RESPONSIBILITIES
It is the overall responsibility of the Management Representative in the office and
Master onboard to convene and coordinate qualified personnel to identify hazards,
assess the risks and implement necessary control measures.
Management Representative is also responsible for the six-monthly office review of
the risk assessments collated and for discussing it in the management review. Based
on the inputs received from the review of the risk assessments, procedures will be
amended as necessary.
It is the responsibility of the Master to ensure the implementation of necessary
control measures onboard, identify on-going hazards if any, evaluate effectiveness in
the review and update the office.
It is the responsibility of the Master to implement applicable control measures for
new risks, if any identified during the activities.
All level 2 Risk Assessments made on board and Level 1 Risk assessments drawn from
the sample RA which has been modified for new hazards shall be sent to the office
once a month.
10.2 DEFINITIONS
Some key terms have been defined as below (for the purpose of Occupational Health
and safety)
ACCEPTABLE RISK:
Risk that has been reduced to a level that can be tolerated by the company having
regard to its legal obligations and policy.
ACCIDENT
An undesired event that results in harm to people, damage to environment, damage
to property or loss to process.
HAZARD
Source, Situation or act with a potential for harm in terms to personnel, damage to
property, damage to environment or a combination of these.
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HAZARD IDENTIFICATION:
Process of recognizing that a hazard exists and defining its characteristics
HEALTH:
Identifiable, adverse physical or mental condition arising from and / or made worse
by a work activity and / or work-related situation.
INCIDENT:
Any unplanned event resulting in, or having a potential for injury, ill health, damage
or other loss
NEAR MISS:
A Near miss is an event that could have resulted in human injury or damage to
property, process or the environment.
RISK ASSESSMENT
Process of evaluating the risk(s) arising from a hazard(s), taking into account the
adequacy of any existing controls and deciding whether or not the risk(s) is
acceptable.
RISK CONTROL
Risk control is the process of implementing measures to reduce the risk associated
with the hazard. The control process must follow:
▪ The control hierarchy measures
▪ Shall not introduce new hazards
RISK MANAGEMENT
Risk management is the process that integrates hazard identification, risk
assessment, developing strategies to manage it, and mitigation of risk using
resources.
UNSAFE ACT
Unsafe act is any act that deviates from a generally recognized safe way or specified
method of doing a job and which increases the probabilities for an accident. It must
contain an element of unsatisfactory behaviour immediately before an accident that
was significant in initiating the event. Examples of unsafe conditions: While working
at elevated places. ... Emergency works leading to hurried working.
UNSAFE CONDITION
Unsafe condition is an unsatisfactory physical condition existing in a workplace
environment immediately before an accident that was significant in initiating the
event. Some of these hazards include erroneous safety procedures,

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malfunctioning equipment or tools, or failure to utilize necessary safety equipment

such as goggles and masks.
10.3 WORK ACTIVITY INFORMATION REQUIREMENT
Information that is used to identify work activities is as below
▪ task being carried out, their duration and frequency
▪ location(s) where the work is carried out
▪ personnel who carries out the tasks
▪ others who may be affected by the work
▪ training of the personnel to perform the task, they are assigned to carryout
▪ machinery and tools that may be used
▪ manufacturer’s instructions for operation of the machinery / plant
▪ size, shape, surface character and weight of the materials that might be
handled
▪ distances and height materials have to be moved by hand
▪ services used (eg compressed air)
▪ substances used or encountered during the work
▪ physical form of substances used or encountered
▪ content and recommendations of MSDS data sheets relating to the
substances used or encountered
▪ requirement of relevant acts, regulations and standards relevant to the work
being done
▪ reactive monitoring data such as incidents, accidents, ill health experienced
associated with the work being done
▪ findings of any existing assessments relating to the work activity.
ELEMENTS EXPOSED TO HAZARDS
Elements, which are exposed to hazards, are
People (Employees, Suppliers, Contractors)
Environment
OTHERS E.G. PHYSICAL ASSETS (EG EQUIPMENT, SHIP, CARGO ETC), MATERIALS
AND REPUTATIONHAZARDS LIST
The effective identification of hazards is the key factor in meaningful risk
assessments and three questions below should be asked to assist the identification
process
▪ Is there a source of harm?
▪ Who (or what) could be harmed?
▪ How could the harm occur?
In any operation, hazards can fall under the following headings

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▪ Unsafe acts
▪ Unsafe conditions
▪ Human factors
▪ Job factors
The following is the suggestive list of identified hazards that are identified. More
prompts will be added based on suggestions received
LIST OF IDENTIFIED HAZARDS (EXAMPLE)
• Slippery surface • Powered equipment (e.g. drilling
• Oxygen deficient atmosphere machine, grinders etc.)
• Inadequate ventilation • Presence of sharp objects
• Presence of toxic gases in the • Fall of objects / persons from
atmosphere height
• Flammable atmosphere • Dropped objects Inadequate
• Inadvertent release of gases head room
from nearby systems • Manual handling
• Hazards from long term • High pressure in the system
physiological effects e.g. • Electricity
exposure to substances above • Pollution
Threshold limit value • Noise
• Corroded ladder • Vibration
• Unprotected ladder • Dust
• Extreme temperature • Height
• Manual Handling / Ergonomics • Working in height
• Extreme weather condition • Working in darkness
• Excessive light (lightening) • Non-availability / readiness of
• Simultaneous operation survival craft or LSA
• Automatic Inadvertent start of a • Non-availability / readiness of
system FFA
• Exposure to chemicals • Non-readiness of pollution
• Heavy metals prevention equipment
• Escape / Rescue • Fatigue
• Lack of knowledge • Commercial pressure
• Lack of skill • Fire and explosion
• One operation inadvertently • Violence of staff
affecting another operation • Work related upper limb
• Rope / Wire under tension disorder resulting from
• Potential energy hazards frequently repeated tasks
• Loss of communication • (Repetitive Strain injuries RSI)
• Lack of communication
• Loss of power

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LIST OF IDENTIFIED HAZARDS (EXAMPLE)

• Damage to the vessel • Inappropriate thermal
environment (too hot or too
cold)
• Lighting levels
• Unsafe acts by others especially
• contractors / suppliers
IDENTIFY EXISTING CONTROL

Before the harmful effect of hazard can be determined, any existing or planned
control that may negate or mitigate the effect of that hazard has to be taken into
account.
During any operation, controls can include, inter alia
▪ Implementation of company procedures, charterers instructions, port
regulations, industry regulations and guidelines
▪ Adequate number of personnel involved
▪ Appropriate design and construction
▪ Minimum levels of training
▪ Weather envelopes, i.e. maximum wind speeds, requirement for good
visibility or dry day
▪ Protection, detection and mitigation control system
▪ Maintenance
▪ Communication / language requirement
▪ Use of proper equipment
DETERMINATION OF RISK
Determination of risk is the combination of the likelihood of the hazardous event
occurring, resulting in harm and the severity of the consequences.
In determining the likelihood of harm, the adequacy of failure of existing or planned
control should be considered.
When establishing the likelihood of harm, there may not be accident data available
relating to the shipboard operation being assessed.
While conducting risk evaluation in relation to management of occupational safety
and health shall refer to appropriate statistical information from the ships and from
general statistics provided by the Flag state.
LIKELIHOOD TABLE
Likelihood Description
Remote Never Heard in the Industry

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Unlikely Heard in the Industry

Possible Has happened in the organization or more than once per year
in the industry
Likely Has happened at the location or more than once per in the
organization
Almost Certain Has happened more than once per year at the location
CONSEQUENCE TABLE
Consequence People Environment Assets Reputation
Trivial No Injury No Effect No No Impact
Damage
Slight Harm First Aid Oil Spill Minor Local mention only.
Case contained on Damage, Quickly forgotten.
board < 1 bbl. Repairable Freedom to operate
Environmental on board unaffected.
impact not
existent Self-improvement
review required
Moderate LWC, RWC, Oil spill Vessel Scrutiny by Executive,

Harm MTC contained on disabled or internal committees
deck > 1 barrel expenses or internal audit to
< 10 barrels amounting prevent escalation
to USD Some impact on local
10,000 but level activities.
less than
USD Short term local
500,000. media concern.

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Consequence People Environment Assets Reputation

Serious Harm Ill health Oil spill into Major Persistent national
leading to sea < 10 damage, public, political and
permanent barrel. Oil spill Yard repair media scrutiny.
disability, contained on required. Long term ‘brand’
PPD deck > 10bbls. (Damages impact.
Regional loss
environmental amounting Major operations
impact, likely to 500,000 severely restricted.
to receive usd and
citation / fine over but
and could less than
jeopardize the 1,000,000
reputation of USD)
the company.
Extreme Fatality, Major Spill Loss of International
Harm PTD >=10 bbls into vessel or concern, Flag state
sea or total loss Inquiry or sustained
uncontrolled amounting adverse
gas release over national/international
>10 tonnes or 1,000,000 media.
volumetric USD ‘Brand’ significantly
equivalent affects organizational
abilities.
RISK CODE TABLE (TABLE NO 3)

SLIGHT MODERATE SERIOUS EXTREME
Consequence TRIVIAL
HARM HARM HARM HARM
Ill health
Risk Table
No First Aid LWC, RWC, leading to Fatality,

People
Injury Case MTC permanent PTD
disability, PPD

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Oil spill into

sea < 10
barrel. Oil spill
Major Spill
Oil Spill contained on
>=10 bbls
contained deck > 10bbls.
Oil spill into sea or
on deck < Regional
contained uncontrolle
No 1 bbl. environmental
Environment on deck > 1 d gas
Effect Environme impact, likely
barrel < 10 release >10
ntal to receive
barrels tons or
impact not citation / fine
volumetric
existent and could
equivalent
jeopardize the
reputation of
the company.
Major damage,
Vessel
Yard repair
disabled or Loss of
required.
expenses vessel or
Minor (Damages loss
No amounting total loss
Damage, amounting to
Assets Damag to USD amounting
Repairable 500,000 usd
e 10,000 but over
on board and over but
less than 1,000,000
less than
USD USD
1,000,000
500,000.
USD)
Scrutiny by Internation
Local Executive, al concern,
mention internal Persistent Flag state
only. committees national Inquiry or
Quickly , or internal public, political sustained
forgotten. audit to and media adverse
Freedom prevent scrutiny. national/int
No
Reputation to operate escalation Long term ernational
Impact
unaffecte Some ‘brand’ impact. media.
d. impact on Major ‘Brand’
Self- local level operations significantly
improvem activities. severely affects
ent review Short term restricted. organizatio
required local media nal abilities.
concern.

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Never Heard
Very
Remote in the Very Low Very Low Low Medium
Low
Industry
Heard in the Very
Unlikely Very Low Low Medium High
Industry Low
Has
happened in
the
organization
Possible Very Low Low Medium High Very High
or more than
once per year
in the
Likelihood
industry
Has
happened at
the location
Likely or more than Very Low Low Medium High Very High
once per year
in the
organization
Has
happened
Almost more than Mediu Very
Very Low High Very High
Certain once per year m High
at the
location
RISK CONTROL
Risk control is an action plan that sets out how the risks identified and assessed will
be eliminated or controlled. A hierarchy of risk control is used to eliminate or
manage the risk to as low as reasonably practicable (ALARP).
Following is the Hierarchy of risk control and it ranks risk control measures in
decreasing order of effectiveness
▪ Elimination: Remove the hazard. Sometimes hazards, equipment or work
practices can be avoided entirely. E.g. eliminating a requirement to carry out
the tasks
▪ Substitution: Replace the system, material or work practice with a less
hazardous one.

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▪ Engineering Controls. Engineering the solution to minimize risk is highly

desirable as the process reduces the reliance on human behaviour to effect
long lasting positive change. There are a number of aspects to engineering
controls. This may be achieved by
• Redesigning the way in which the work is performed.
• Modifying the equipment to change the way the task is performed.
• Engineer the change to the process steps to eliminate hazardous
activity
• Isolate a hazard by physically guarding the hazard, thus preventing
human contact.
• Lock a process / equipment thus preventing access by any
unauthorized personnel
• Remove the hazard by engineering means such as ventilation.
▪ Procedural Controls: These are the procedural aspects of managing hazards,
such as work permits, isolation, lock out / tag out procedures, education and
training and the rotation of staff thus minimizing exposure.
▪ Personal Protective Equipment (PPE): Personal Protective Equipment is the
last and least effective control method used. It involves wearing appropriate
PPE such as gloves, safety shoes, goggles etc to isolate the person from the
hazard. Any breakdown of the system immediately exposes the worker to the
hazard. This control method is not highly effective because it relies totally on
human behaviour.
The risk control measures implemented for the hazards identified should always aim
to be as high in the list as practicable. Many times, it will require more than one of
the risk control measures above to effectively reduce exposure to hazards.
REVIEW OF ADEQUACY OF CONTROL MEASURES
The control measures are reviewed before implementation by analysing
▪ Are the risks reduced to accepted levels?
▪ Whether any new hazards are created in the progress?
▪ Is this the most effective solution chosen?
▪ Whether revised control used in practice and not ignored due to pressures to
get the job done?
Where the control measures require an action to be carried out a PIC and date shall
be assigned and entered in the respective columns for follow up.
Risk Management
After taking risk control measures, the modified risk should be assessed and similarly
ranked as per below table

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Level Risk Label Action and Timescales Approving Authority

These risks are considered Head of Department
acceptable. No further action
1 Very Low
required other than controls are
maintained.
No additional controls are Head of Department
required unless they can be
implemented at low cost (effort
2 Low
and money); Arrangements
should be made to ensure that
controls are maintained.
Consider lowering the risk to a Master
tolerable level where applicable.
The risk reduction measure
3 Medium should be implemented within a
defined time period.
Ensure arrangements are in hand
to maintain control measures.
Substantial effort should be DPA & CMS
made to reduce to the risk. Risk
reduction measures should be
implemented urgently within
defined time period. If revised
risk is still high, office must be
informed and it might be
necessary to consider suspending
or restricting activity or to apply
4 High
interim risk control measures as
approved by office, until risk is
reduced to ALARP. Arrangements
should be made to ensure that
the control measures are
maintained particularly if the risk
levels are associated with
extremely harmful
consequences.

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Level Risk Label Action and Timescales Approving Authority

These risks are unacceptable. Prohibited.
Substantial improvements in risk
controls are necessary, so that
the risk controls are reduced to a
tolerable or acceptable level. The
work activity should be halted
5 Very High
until risk controls that are
implemented reduce the risk so
that it is no longer very high risk.
If it is not possible to reduce the
risk the work should remain
prohibited.
Review of Hazard Identification, Risk Assessment and Control Measures

Risk assessment is a continual process. Risk assessments from all vessels shall be
collected in the office and shall be reviewed half yearly. The hazards, risk associated,
and the control measures shall be reviewed to ensure the adequacy, relevance and
procedures be amended as per the various inputs received.
The following shall also be considered during the review of HIRA
▪ Accident/ incident / near misses
▪ Complaints from Employees and Third parties.
▪ Vessel performance in terms of break downs, unscheduled maintenances
▪ Internal / External audits
▪ Class / Flag state / PSC / third party inspections
▪ The Code of Safe Working Practices for Merchant Seafarer
▪ IMO Guidelines and other Industry organisations.
▪ Effect of new legislation and/or equipment is incorporated into the risk
assessment.
▪ Changes in manning level(s) are taken into account.
▪ Non-routine tasks are considered (which may become standard tasks
following review).

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There is a possibility of discovering new hazards and new risks. An employee wishing
to suggest new hazard may forward to the office for the review. Any new hazard
identified preventing measures shall be maintained in a register and implementation
shall be monitored to avoid in due delays. Superintendent and internal auditors,
visiting for audit and inspection shall randomly review risk assessments prepared by
vessel and provide feedbacks. Same to be included in the VIR and Internal audit
report.
Master should notify office separately, for any ‘Additional Control measures’ that
has been identified during risk assessment process, so that these recommendations
can be a part of SMS procedures.
10.4 PROCEDURES
There are two levels of risk assessments
▪ Level 1
▪ Level 2
Below flow chart explains the procedure (Refer to daily work Planner Form. Please
amend the flow chart as per Daily work planner.

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Does this task

require Level 2 RA
as per HSM 10.4.2
Refer to HSM 10.4.1

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Monitor / Supervise
Stop the work immediately

YES comply with contingency
Any unplanned Occurred? C
procedure. Redo the risk
assessment
NO
Update the RA with any new hazard

identified during the task
This is a broad overview by the person appointed to carry out the work and the
person responsible for the task, in order to determine whether the hazards are
significant and, if so, whether the risks can be controlled by existing means
(safeguards within a planned maintenance routine, established procedures, permit
to work, sample risk assessments provided to vessel).
Refer to sample risk assessments sent from the company while reviewing the risks
involved in the work. All sample risk assessments sent by office shall be reviewed by
vessel before use and made ship specific.
RISK ASSESSMENT LEVEL 1
If there are no significant hazards that are likely to be involved, the risks can be
considered not significant and no further assessment of the action is necessary.
Where the risks are considered significant, the person responsible for the task must
decide whether they can be adequately controlled by existing means, taking into
account the safeguards required by any relevant regulation or procedure, and the
knowledge / experience of the person carrying out or supervising the work.

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If the activity has been scheduled through the planned maintenance system or the
local procedure, then the person responsible for the task must complete the safety
measures as required by the planned maintenance routine or local procedure.
In this level of risk assessment, individual or team analyse risk involved with the tasks
and take measures to mitigate the risk. However, no formal risk assessment needs to
be prepared using form SF 23.
RISK ASSESSMENT LEVEL 2
This comprises a formal qualitative assessment using form SF 23 which is required
when responsible authority judges that additional safeguards will be needed to
minimize the risks of being hurt or causing harm within the working environment.
Level 2 risk assessment are required under following conditions:
1) When the risk has not been addressed through the routine planned
maintenance / local procedures.
2) If the risk is significant and guidance provided in SMS / sample risk assessment
does not provide adequate risk control measure.
3) Typical circumstances that necessitate Level 2 Risk assessment include but not
limited to
▪ The task is new or unfamiliar (For which vessel does not have any
procedure, onboard risk assessment or sample risk assessment)
▪ The task is unplanned (unforeseen task that was not identified in the
work plan for the day. Such tasks shall include any task having
significant risk)
▪ Task is non-routine (tasks that are performed infrequently or for the
first time. They do not form a part of the PMS. Routine work not
forming part of PMS are excluded from this category).
▪ It is physically impossible to comply fully with the requirement of the
local procedure
▪ Previously used safeguards may not be reasonably practicable in this
case
▪ Hot work outside designated space as it may involve additional hazards
and may not have been addressed in the related permit
▪ Enclosed Space entry as it may involve additional hazards and may not
have been addressed in the related permit (For pump room, one-time
level 2 risk assessment need to be prepared and then reviewed
subsequently)
▪ Other work coming under the scope of ‘Permit to Work’ system, refer
to HSM Chapter 2
▪ New or unknown port of call
▪ Loading/ unloading new type of cargo
▪ Lowering of Lifeboats for manoeuvring /release of hooks
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▪ Search and rescue

▪ Navigating with defective or non-functional bridge equipment
▪ Changes in vessel operation and/or method of maintenance wherein
seafarers expected to deviate from minimum rest hour’s requirements
▪ Routine or unplanned maintenance of any critical equipment that
requires the system/equipment to be shut down
▪ Navigation through HRA
▪ Any maintenance after a breakdown of any equipment
Additionally, for tanker vessels
▪ Purging of cargo tanks
▪ Loading high pour point cargo
▪ Opening of COP/WBP strainers for inspection/cleaning
▪ CBM Mooring
▪ Carriage of high H2S cargoes, or other cargoes containing high toxic
gases such as benzene, Mercaptan
The objective of the Level 2 assessment is to use local knowledge and expertise in a
structured way to examine the hazards, and to devise a set of safeguards which will
ensure an acceptable level of risk. Assessment can be undertaken by teams
comprising ships staff and office staff.
The ship's staff team would normally comprise the Management Team and other
members of the workforce who have specialist knowledge or experience which could
help with the assessment.
A list of hazards that may exist while undertaking the task must be identified. The
risk created by each hazard on the list must be evaluated using the likelihood table,
consequences table and risk code table.
LEVEL 2 RISK ASSESSMENT FOR NEW, NON-ROUTINE AND UNPLANNED TASK
Vessels shall submit Level 2 risk assessment for any new, non-routine and unplanned
tasks (defined in section 10.4.2) for office for approval prior carrying out the task.
Approval authorities for the new, non-routine & unplanned task risk assessments are
classified according to modified risks obtained from the risk matrix and they are
mention below:
RISK LEVEL APPROVAL AUTHORITY
Low/Medium Marine or Technical Superintendent of the vessel &
CMS Superintendent
High DPA & Head of CMS

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REVIEW OF RISK ASSESSMENT

Vessel shall maintain a list of risk assessments prepared with dates of revision.
All risk assessments which are used regularly in frequent activities needs to be
thoroughly reviewed every 3 months and to be posted in the designated work
location or work-related places where concerned workers regularly visit.
Records:
SF-23 Risk Assessment
AD-19 Daily Work Planner

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CHEMICAL HANDLING AND STORAGE OF BATTERIES Page : 1 of 12
CHEMICAL HANDLING AND STORAGE OF BATTERIES

11.1 GENERAL
Chemicals, including caustics and acids, require special attention when storing,
handling and using because they can cause immediate and serious harm to
personnel. They are normally corrosive and are severely irritating to skin, eyes and
the respiratory system. Significant and irreversible injury may occur even before first
aid is available and can be applied.
A Material Safety Data Sheet (MSDS) must be available on board for all chemicals
handled and posted at their designated storage locations. Where MSDS is not
available for Chemicals, a request for relevant MSDS should be sent to office or
obtained directly from the suppliers.
Prior supply on board the crew involved in handling should be informed of the
materials being supplied. The crew should familiarize themselves with the required
safety precautions and seek clarifications from Department head if necessary.
The following must be provided at the storage and handling location:
▪ Chemical resistant full-length apron.
▪ Gauntlets and face screen.
▪ Portable eyewash.
11.2 CHEMICAL HANDLING
While handling chemicals, you should always comply with following guidelines:
▪ Always refer to the care and precautions given in the Material Safety Data
Sheets of the specific chemical
▪ Always follow all directions on the label. Do not remove labels – try to
preserve them in good order, well attached to the container.
▪ Take special care when opening containers; internal pressure may cause
spraying. Eye and face protection is mandatory.
▪ Protect hands by use of chemically resistant gloves, along with splash sleeves
worn over glove cuffs.
▪ Protect the body by use of a full boiler suit (sleeves and legs rolled down),
chemically resistant aprons and boots.
▪ If chemicals come in contact with the body, flush affected parts with copious
amounts of clean water for 15 to 20 minutes (this is particularly important for
the eyes) and then seek medical assistance.
▪ When diluting an acid or caustic, slowly pour acid or caustic into the water,
stirring continuously. NEVER add water to strong acids or caustics as it can
cause eruption and splashing of the liquid surface.
Officers or other personnel issuing chemicals shall ensure that:
▪ Only correct and appropriate chemicals are being used for various tasks
Rev No. : 1
▪ The user is fully aware of relevant safety precaution and the actions to be
undertaken in event of accidental contact with chemical.
Containers must have suitable means to allow extraction of caustic/acid in a safe
manner, to minimise possible spillage and splashing.
Empty containers to be stored safely and disposed in accordance with Marpol
regulations.
11.3 CHEMICAL STORAGE
Chemicals received must be placed directly at the designated storage locations and
kept segregated in accordance with the instructions contained in the MSDS.
▪ Rooms in which chemicals are stored and used must be well ventilated and
not subjected to excessive temperature.
▪ Always store incompatible chemicals, particularly acids and caustics well
segregated from each other.
▪ Data for storage and handling of all products shall be posted at the site and
available in the file of chemical hazard data sheets, maintained on board.
Certain chemicals attack natural fibre or man-made ropes readily, reducing its
breaking strength considerably. Such damage may also not be readily apparent.
Therefore, chemicals should not be stowed near ropes, and in particular near
equipment such as pilot ladders and life belts.
Chemicals should be ordered such that they do not remain unused beyond their
recommended shelf life. Newly received chemicals shall be marked with date
received and shall be used on rotational basis i.e. first in, first out.
All precautions shall be taken to avoid blowback of chemicals during pressurized
injection. The Chief Engineer shall ensure that full instructions on the injection of
chemicals are available and properly displayed. Manufacturers' instructions on
correct use of injection equipment shall be complied with.
Unopened stocks of test chemicals and Reagents for use in testing Lube Oils, Engine
Cooling Water and Boiler Feed Water should be stored separately in steel boxes with
the words “TEST CHEMICALS” stencilled on it
Stocks of Reagents in use should be stowed in the Test Cabinet supplied by the Lube
/ Chemical supply company
11.4 STORAGE OF BATTERIES
PERSONAL SAFETY
Adequate protective equipment must be kept in or immediately adjacent to the
battery compartment. This shall include:
▪ Full-face shield.

Rev No. : 1
▪ Full-length apron.
▪ Chemical resistant gloves (earlier: Suitable gauntlets).
All above items must be approved for use with the particular electrolyte contained in
battery cells.
The battery compartment must contain a sufficient supply of:
▪ Long handed chemical handling gloves
▪ Safety visor
▪ Eye wash bottle.
▪ Boracic/water solution, where alkaline batteries are used. Mixing 0.5 ml of
boracic powder with 0.5 litres of fresh water can make this mixture.
▪ Where practicable fresh water, for flushing any electrolyte-contaminated
part of the body.
Never top up the level of a battery by adding electrolyte. Use only distilled water
instead.
When mixing electrolyte, always add electrolyte slowly to water. Never add water to
concentrated electrolyte.
Lead acid batteries and alkaline batteries must not be stored in same compartment.
Under no account should the different electrolytes be allowed to come into contact
with each other.
Where vessels are equipped with ‘maintenance free batteries’, the procedures as
mentioned by the manufacturer should be closely followed. If at all there is an
absolute requirement for maintenance or small repairs on these types of batteries,
same should only be dealt with after consultation with the manufacturers.
All personnel handling these batteries should be qualified to handle the same.
Additionally, risk assessment should be referred to for safe handling of the same.
FIRE / EXPLOSION HAZARD
Battery compartments shall be clearly labelled with “NO SMOKING OR HOT WORK”
signs at entrance.
Battery compartments shall always be ventilated to ensure elimination of build-up of
dangerous (for health) or potentially explosive (hydrogen) gases. The ventilators
should be unobstructed and capable of rapid and effective closing in event of an
emergency.
Portable lamps or electric tools shall not be used in battery compartments, unless
approved for use in inflammable atmospheres.
Light fittings in battery compartments shall be properly maintained. Protective

glasses shall be in position at all times and correctly tightened.
Rev No. : 1
Cracked or broken protective glasses shall be immediately replaced. If no

replacement glass is available the circuit shall be isolated.
No alterations or modifications are to be made to any electrical fittings in battery
compartments without prior permission of Chief Engineer.
Battery cells must not be short-circuited. Metal tools or other conductive materials
must never be placed on top of batteries where they may come into contact with
battery terminals. When working on batteries use only insulated tools.
Vent plugs must be in position and tightly closed when connecting or disconnecting
battery terminals. Clip-on connections must never be used.
Battery cable insulation must be maintained in good condition. Damaged insulation
must be repaired as soon as possible. Battery connections must be kept clean and
tight at all times.
Unlike lead acid batteries, metal casings of alkaline batteries remain live at all times.
Do not touch or allow metal objects to come into contact with metal cases of
charged alkaline batteries.
GENERAL REQUIREMENTS
Batteries must be securely fastened, to prevent possible shifting when vessel is
rolling or pitching during heavy weather.
Batteries shall be stored and transported in an upright position to prevent spillage of
electrolyte.
Manufacturers' instructions for maintenance of batteries shall be adhered to at all
times, unless otherwise instructed by Company.
Battery compartments should never be used to stow gear, which is not associated
with batteries.
Batteries shall never to be disposed of at sea. They are to be landed to appropriate
contractors for safe disposal.
Used batteries must not be incinerated.
Batteries that are damaged or not designed to be recharged, should not be
recharged.
On tankers, batteries to equipment such as lifebuoy lights, flashlights, walkie- talkies,
gas-detection meters should not be changed in a hazardous area or on open decks.
The equipment should be taken to a safe location such as inside accommodation and
the change carried out there.
11.5 STORAGE OF PAINTS
Following precautions are to be adhered to for storage of paints:

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1. As per SOLAS II-2, Part C Regulation 10 Section 6.3, All Paint, paint thinners and
associated cleaners and hardeners should be stowed in storage locations
protected by fixed fire extinguishing arrangements approved by the
administration. Storage of paints and flammable liquids anywhere, except in the
designated Paint Store, is not allowed.
2. Paint Store to have a file containing updated MSDS for all chemicals stored
(ISGOTT 12.2.1).
3. While handling paints and thinners, handler should use safety goggles for eye
protection.
4. Drums must be orderly stacked in the Paint Store, and not kept haphazardly.
5. Paints in use at any place onboard must be returned to the Paint Store when not
in use.
6. Storing of thinners in water bottle or any other bottle, which can be
misunderstood it to be drinking water, is not allowed.
7. Updated Paints Store inventory to be maintained in the Paint store.
8. Inside Paint Store all opened/in use drums must be kept covered with their lids at
all times. None of the drums/containers containing paint or thinner should be
kept lying open.
9. Regular and thorough safety inspection and accommodation inspections to be
conducted to identify such Hazards
10. Thinner containers are to be kept covered at all times.
11. Used paint brushes and rollers should be kept dipped in water after cleaning with
thinner to avoid any fire hazard.
11.6 STORAGE OF LUBE OIL DRUMS
Particular care should be taken for the storage of lube oil and other oils in drums.
They should be well secured with suitable wire lashings on pallets rather than
directly on the deck and where possible within a containment area. The top of the
drum should be covered to prevent potential water standing and subsequent ingress
and contamination.
11.7 HANDLING OF CAUSTIC SODA
GENERAL
The product must not be received, transferred, and used unless proper material
safety data sheet (MSDS) is received.
PRODUCT
Preferred IUPAC name: Sodium Hydroxide
Systematic IUPAC name: Sodium Oxidanide
Other names: Caustic Soda, Lye, Ascarite, White Caustic, Sodium Hydrate
Chemical formula: NaOH
Identifiers: CAS Registry Number: 1310-73-2 / HAZMAT Class 8 Corrosive substance

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EQUIPMENT
List of equipment mentioned here is required to be maintained on board for various
operation including loading and emergency (contingency). All equipment to be kept
together and to be used for operations related to caustic soda.
The PPE storage container shall be clearly marked as below:
EGCS/EGR
Caustic Soda (NaOH) Safety Gear
• 1 box for storage of equipment

• 1 pack of Universal Indicator Paper
• 3 Piece of Chemical Goggles (one set for safety watch)
• 2 set chemical protective clothing e.g. gloves, aprons, boots. Suitable
materials include butyl rubber, natural rubber, neoprene rubber, nitrile
rubber, polyvinyl chloride, Viton®, Viton®/butyl rubber, Barrier® - PE/PA/PE,
Silver Shield® - PE/EVAL/PE, Trellchem® HPS, Trellchem® VPS, Saranex®™,
Tychem® BR/LV, Tychem® Responder® CSM, Tychem® TK. Recommendations
are NOT valid for very thin natural rubber, neoprene rubber, nitrile rubber,
and PVC gloves (0.3 mm or less).
• 3 pair Chemical resistant gloves (one set for safety watch)
• 3-piece Chemical resistant hard hat with face shield (one set for safety watch)
• 3 pair Chemical resistant boots (one of each size 8, 09 and 10) (one set for
safety watch)
• 1 reel marking tape (black/yellow)
• 2-piece warning signs in hard plastic
• 20 liters of vinegar (for cleaning of tools/equipment)
• Respiratory protection - 1- half/full facepiece respirator with N100, R100 or
P100 filter (suitable for handling Caustic Soda fumes) – (to be kept in zipped
airtight bag)
NOTE: Shoes made of leather CANNOT be used as these will “melt” from contact
with caustic soda. Leather is skin. Leather shoes will not be able to protect, as it
dissolves in contact with Caustic Soda!
All handling gear should be washed with copious amount of water, cleaned with
vinegar and again rinsed with water. Vinegar is used to ensure the remnants of the
caustic soda is neutralized to protect the subsequent users.

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LOADING
No other loading/discharging operations to be performed on-board at the time of
NaOH Bunker. Vessel to prepare a Caustic Soda Bunker plan with suitable RA and
send office for review. Loading of caustic soda is to be considered an open loop
operation. Equipment as mentioned in section 1 to be used and returned after
cleaning and drying.
The loading plan to identify the duty of each person including Chief Engineer as
person in charge of this operation. The toolbox meeting to be conducted prior to the
start of operation. At all times, sounding of Caustic Soda tank must be undertaken
under utmost safety precaution with proper PPE in place. A designated Stainless-
Steel sounding tape to be used for this operation. Sounding tape to be cleaned with
fresh water and later neutralized with vinegar solution before storing in place.
NOTE: Cadets and trainees shall not be involved in the operation.
Prior to the start of any Caustic Soda loading operation emergency shower to be
tested and if required retested by the crew performing the operation.
Prior to the start of loading operation work area to be marked with marking tape and
warning signs posted preventing other crew members entering area.
NOTE: If transfer operation is interrupted (due to tea, lunch breaks, etc.), the shower
shall be tested again, before resuming the transfer operation.
DISCHARGING/DISCARDING/DISPOSING
Discharging might not be a regular operation. However, if there is a reason for the
vessel to discard/dispose Caustic Soda to an external facility, these precautions shall
be taken. The disposal plan should be in line with Caustic Soda loading plan as
mentioned in section 2 of this document.

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PLANNED MAINTENANCE SYSTEM (PMS)

The Technical Manual, Annex 1 and 2, will be revised shortly to include the
requirement given here below. Meanwhile, relevant vessel to follow below checks -
Monthly checks
▪ Sounding of NaOH tank
▪ Visual check of system
• Any leaks or evidence of leaks
• Dosing Pump – is this in good condition
• Pipes – are these in good condition
• Flanges – No splash protection fitted
NOTE: Anti Splash tape CANNOT be used as this is made of aluminum, which is non-
compatible with caustic soda. A two-half split type pipe clamp can be used, bottom
to be wrapped with Teflon sheet.
▪ Testing of Bilge level alarm(s) in drip tray (to be tested with water)
▪ Emergency Shower functional test (located near Caustic Soda transfer manifold)
▪ Checking Inventory of Caustic Soda Safety Equipment Gear
6 monthly checks
▪ Testing of alarms on tank
• High level alarm
• Temperature alarm(s)
EMERGENCY/DRILLS
In case of any emergency, such as spills/leaks, arising while handling caustic soda
(from tank, valves, or pipes), the following action shall be followed.
Safety gear for handling Caustic Soda, shall be put in use immediately.
EMERGENCY RESPONSE
The company’s contingency response plan shall be brought into action. Caustic soda
(NaOH) is very aggressive and can only be cleared by using large amount of water.
▪ DO NOT touch spilled material with naked hands
▪ Stop leak if possible, without risking self, AND donning proper PPE
▪ Personnel not involved in operation should be kept out of this area
▪ DO NOT attempt neutralization or ointments to damaged skin.

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Warning! Rinsing with vinegar on skin (acetic acid, CH3COO-H or H-Ac for short) will
neutralize the caustic soda through an exothermic reaction. This will happen very
quick, raising temperature drastically and cause severe burns.
All person handling emergency related to Caustic Soda need to be in proper PPE as
mentioned in section 1. The team might consist of below personal
• Chief Officers (in charge)
• One officer as safety watch at location outside the barrier, but with clear sight to
working location. Officer to have a radio.
• 2 deck hands to perform operation.
NOTE: Cadets and all trainees are not to be involved in the operation.
Additional crew can be allocated, if needed, but it should be ensured that PPE is
available.
All reporting to be done as per company’s incident reporting policy with the
following information: -
• Place of spill/leakage (inside or outside spill tray)
• Size of spill/leakage
• Has the leak been stopped/contained?
• Injuries
• Will this affect the operation of the scrubber unit?
Additionally, take below precautions: -
Engine room
▪ Spill is not to be pumped into holding tanks. NaOH to be pumped directly
overboard using high amount of water (seawater) to dilute.
▪ Inside spill tray, all caustic soda to be washed towards the drains.
▪ Outside spill tray depending on size of the spill the method for cleaning to be
selected.
▪ In case of a minor spill (a few drops) this can be moped with clean water (no
soap).
▪ In case of a larger spill, hosing down (washed) shall be considered after proper
evaluation. Preferably the water shall be led in the direction towards a drain,
which can be finally be lead out to sea through vessel’s systems.
On Deck
▪ All area affected or suspected to be affected, shall be washed with high amount
of water (seawater). Shipside shall also to be flushed (washed).

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DRILLS
Drills shall be planned and conducted once in every 3 months. Additionally, before
any transfer operation of caustic soda, a tabletop drill shall be conducted, to identify
and prepare for various scenarios.
Agenda
The drill should as minimum, include:

▪ Explanation of the risks associated with work with caustic soda using MSDS, RA
and checklist.
▪ First aid Location of showers/eyewash stations
▪ Location and use of PPE
▪ Correct cleanup method
▪ Which pump can be used?
▪ Correct line-up of valves
▪ How to use water to dilute the caustic soda?
FIRST AID
MSDS to be referred and adhered apart from the guidelines and recommendations-
▪ Caustic soda must be removed as quickly as possible after bodily contact by
washing with water only.
▪ Do NOT use soap.
▪ Do NOT attempt to neutralize the caustic soda with chemicals.
▪ Continue washing for minimum 30 minutes.
▪ Do NOT use vinegar.
It is imperative that you begin to wash with water as soon as possible. Any time lost
prior to such washing with water could cause serious and irreparable damage!
Eyewash fountains should be located near any caustic soda handling area.
Emergency safety showers should be used for washing residue.
1. Eyes:
Wash immediately with water under low pressure from an eyewash fountain. After
hands have been thoroughly rinsed, hold the eyelids open and continue washing for
30 minutes or until advised otherwise.
2. Body:
Wash immediately with water from a safety shower. Wash the affected skin with
water for 30 minutes. Remove clothing while showering.

Rev No. : 1
If the eyes have not been exposed, do not remove your goggles until your head and
hair have been thoroughly rinsed, otherwise, caustic soda could be washed into the
eyes. Rinse your head thoroughly, then remove the goggles, and complete washing.
3. Ingestion (swallowing):
Do not induce vomiting. Immediately drink large quantities of milk (preferable) or
water.
4. Clothing:
Wash contaminated clothing separately from non-contaminated clothes to remove
caustic soda before reuse. Contaminated shoes and leather items should be
destroyed.
MAINTENANCE/REPAIR
Any maintenance and repair on Caustic Soda system must be managed through
company’s maintenance and repair procedure, taking all precautions as mentioned
in this document. All defects identified must be reported in ShipPalm, and the repair
plan agreed with the vessel’s superintendent.
TRAINING
Record of crew members attending the training to be reported in SF-10.
Every person signed-on onboard, who will be engaged directly or indirectly in caustic
soda related operation should be undergoing safety training, which consists of the
following as minimum:
▪ Familiarized with Caustic Soda related hazards as per product MSDS sheet
▪ Engineering officers shall be familiarized with EGCS/EGR system (pipeline tracing
and machinery operation) and related precaution
▪ Familiarized with First Aid and emergency response plan
▪ Familiarized with the location of ‘Caustic Soda Safety Gear’ and operation of
‘Emergency Shower’.
Additionally, vessel may go through below article for more information though not
compulsory.
▪ 01 - Safety Procedures and Equipment - https://www.youtube.com/watch?v=-
8qPvIyYb8A
▪ 03 - Taking Care with Caustic Soda Safety -
https://www.youtube.com/watch?v=fTin3yKsTJ0
MONTHLY SAFETY MEETING

Caustic Soda (NaOH) to be included in the agenda for the monthly safety meeting.
Minutes to be included in MoM.
Items to be evaluated/discussed:
Rev No. : 1
1. If any crew change since last meeting: Have all new crew members
familiarized with requirement as mentioned in section “08 – Training”.
2. Are there planned transfers of caustic soda within next month?
• If yes – has an order for equipment been made? Reference to “Note” in
paragraph “Equipment” in section “01 – General”
3. The ‘Caustic Soda Safety Gear’ checked and all in good condition.
4. Any issues or uncertainties with normal operation/handling to be discussed.
5. Any near miss situations or learnings, to be shared with EMS/CMS.

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FATIGUE MANAGEMENT Page : 1 of 12
12 FATIGUE MANAGMENT
MANAGING FATIGUE ON BOARD
INTRODUCTION
Company is continuously making efforts to raise awareness of Health and Safety
hazards, which pose dangerous consequences to the vessel and its personnel.
The human element, in particular fatigue, is widely perceived as a contributing factor
to Marine casualties. Fatigue is a hazard that affects everyone regardless of skill,
knowledge and training.
In this chapter, the causes, effects and ways of mitigating fatigue on board a vessel
are discussed.
WHAT IS FATIGUE?
The following definition is found in IMO’s List of Common Human Element terms:
“A reduction in physical and/or mental capability as a result of physical, mental or
emotional exertion which may impair nearly all physical abilities including strength,
speed, reaction time co-ordination, decision making or balance.”
WHAT CAUSES FATIGUE?
The following factors are major contributors to fatigue.
▪ Shortage of sleep / poor quality of sleep / Insufficient rest times between
work periods
▪ Psychological / Emotional Factors – Monotony, Boredom, Interpersonal
relationships
▪ High job demands – work outside normal working hours, paperwork
▪ Boring and repetitive work
▪ Voyage / Scheduling Factors- Frequent port turnarounds.
▪ Health and Food habits – Alcohol, Caffeine
▪ Negative work environment factors – Noise and vibration
▪ Adverse weather conditions – Rough weather; heat and severe cold weather
conditions.
▪ Nature of duties/ work load while in port – Work shifts, Shore leave
WHAT ARE THE EFFECTS OF FATIGUE?
EFFECT SIGNS / SYMPTOMS
Inability to ▪ Unable to organize a series of activities
concentrate ▪ Preoccupied with a single task
1 ▪ Focus on silly problem, neglect of
important ones
▪ Less vigilant than usual

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EFFECT SIGNS / SYMPTOMS

Reduced state of ▪ Inability to judge distance, speed, and time
alertness, Slow ▪ Failure to appreciate intensity of the
2 response situation
▪ Chooses risky option, cutting corners to
get job done
Poor Memory ▪ Inability to retain or absorb new

information
3
▪ Forgetting tasks or completing tasks out of
order
Loss of Body Control ▪ A desire to rest and aversion to further
work
▪ Inability to stay awake, slurring of speech
4
▪ Decreased ability to exert force when
lifting, pushing, or pulling
▪ Increased frequency of dropping objects.
Physical Discomfort ▪ Headache
▪ Giddiness
5 ▪ Loss of appetite, digestion problems
▪ Insomnia
▪ Rapid breathing, Heart palpitation
HOW TO RECOGNIZE FATIGUE IN SEAFARERS?

Fatigue shows itself in different ways as discussed above. Most noticeable traits are-
1. Sleepiness
▪ The seafarer looks tired, yawns, rubs his eyes.
▪ The seafarer falls asleep for small amounts of time.
▪ There is noticeable slur in speech
▪ The seafarer is unable to concentrate properly.
2. Mood and Attitude Change
▪ The seafarer appears quieter, less talkative than usual
▪ The seafarer seems more irritable than usual.
▪ The seafarer displays a “don’t care” attitude, fails to observe warning signs,
anticipate danger.
▪ The seafarer displays an obvious dislike for work, and is unwilling to co-
operate.

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HOW CAN WE PREVENT THE ONSET OF FATIGUE?

1. SLEEP
The most effective strategy to fight fatigue is to get the very good sleep. There are
three aspects to a good sleep, which provides recuperative benefits.
Duration: Albeit everyone’s sleep needs are unique, it is universally recommended
that a person obtain on average seven to eight hours of sleep per 24-hour day.
Continuity: Sleep should be uninterrupted- at least six hours in a stretch.
Quality: People need deep sleep. It is not enough to be just tired, for a good sleep.
The time of sleep has to match with the biological clock to ensure good sleep.
Following are some guidelines on developing good sleep habits-
▪ Develop and follow a pre-sleep routine (a warm shower, reading calming
books, pre -bed preparations)
▪ Make the surroundings conducive for sleep (Dark, quiet, cool room with
comfortable bed)
▪ Eat or drink lightly before going to bed, to avoid being kept awake by
digestive activity.
▪ Avoid colas, chocolates, tea, coffee and some medications which may contain
alcohol and/ or caffeine, just before bedtime. Avoid Coffee at least six hours
before bed time.
▪ Relaxation techniques like meditation and yoga aid in good sleep.
2. REST
Rest, apart from sleep, can be provided in the form of breaks or changes in activities.
Factors influencing the need for rest are the length and intensity of the activities
prior to a break, or a change in activity, the length of the break or the nature or
change of the new activity.
3. GUIDELINES ON MAINTAINING PERFORMANCE
Here are some guidelines that can help maintain performance.
▪ Get sufficient sleep, especially before a period when you expect that time for
adequate sleep will not be available.
▪ Ensure continuous periods of sleep. Develop and maintain good sleep habits.
▪ Take strategic naps. Research has identified Strategic napping as effective
tool for maintaining performance during long periods of wakefulness. The
most effective length of time for nap is 20 minutes.
▪ Monitor and effectively manage hours of work and rest by maintaining
individual records of rest hours.
▪ Eat regular, well balanced meals and Exercise regularly.

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WHAT PRACTICAL STEPS CAN BE TAKEN ON BOARD SHIP TO REDUCE CREW

FATIGUE?
TEMPORARY RELIEF FROM FATIGUE
▪ Allow the crew member to take a break.
▪ Have a strategic nap.
▪ Water- Drink lots of it. Avoid caffeine.
▪ Eat something light.
▪ Rotate the crew member showing fatigue symptoms to task where the risk is
acceptable.
▪ Give consideration to whether the task must be continued or can be delayed.
LONG TERM RELIEF FROM FATIGUE
▪ Keep the schedule of duties under review to ensure that the hours of work
continue to be realistic and workable.
▪ Provide compensatory rest if it is necessary to exceed normal hours of work.
▪ Identify and reduce fatigue inducing risk factors. Discuss fatigue incidents
during safety meetings and establish shipboard practices to deal with them.
Encourage discussion on individual and group concerns about fatigue and
take positive actions based on conclusions that are arrived at.
▪ Suggestions on good ship board practice are most welcome, for we can
convey them to other vessels in the fleet.
▪ Use rested personnel to cover for those traveling long hours to join the ship
and who are expected to go on watch as soon as they arrive on board.
▪ Create an OPEN communication environment. Please make it very clear to
the crew that they must inform their supervisors, when fatigue is impairing
their performance. Also ensure that there is no recrimination for such
reporting.
▪ Schedule drills, training sessions and routine maintenance functions in a
manner that minimizes the disturbances of rest/ sleep periods. Same way
schedule potentially hazardous tasks for day time hours.
▪ Develop a watch keeping schedule for watch keepers. This schedule should
allow for mandatory rest hours. (Refer ILO convention No.180) Senior
Officers must take time to ensure watch keepers are actually well rested.
▪ Job rotation – Change the order of activities, where personnel are assigned
tasks that include variety (mixing tasks requiring high mental/ physical work
with low demand tasks) in the nature of tasks, can be beneficial in breaking
job monotony.
▪ Transfer of duties: To avoid development of fatigue in responsible person
involved in extended operations, duties can be transferred to other suitable
competent person provided he has been familiar with the ship system, well
rested and no critical part of operation fall under his intended duty period.

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▪ Ensure ship board living conditions are maintained to good standards. (Clean,
hygienic; heating, ventilation, air conditioning maintained; good, sufficient
food; unusual sources of noise taken care of etc)
▪ Promote supportive relationships on board, maintain good morale and deal
with inter-personal conflict amicably.
▪ Increase awareness of the long-term health and practice of healthy lifestyle
behaviour. The ship’s club can equip the recreation room/ Gym with
sufficient recreational items, equipment’s for exercising like tread mill etc.
▪ Lastly, Officers and crew should consider learning relaxation techniques like
meditation and yoga, when they are on vacation.
Masters are encouraged to plan in advance and highlight the expected rest hour
issues in advance, to the office. In spite of all the diligent planning if an unexpected
activity comes up, Masters are empowered to stop or postpone work if the rest hour
requirements are not met for two consecutive days.
HOURS OF WORK AND REST
The purpose of this chapter is to ensure compliance with Rules A- VIII/1 and Rule A-
VIII/2 of STCW & ILO 180
Hours of Work are such times during which the seafarers are obliged to perform a
job for the vessel. This will include any watch keeping or work duties either during or
outside of the individuals scheduled period of work, and any other period of working
that disturbs a scheduled rest period such as drills; Meetings; ER rounds; response to
alarms; mooring stations or any stand-by conditions on the bridge, deck or engine
room.
Hours of Rest are such times during which the seafarer is free from all job for vessel.
Meal breaks taken during hours of work shall not be considered as “hours of rest”.
Meal break outside work hours is Rest Hour.
REST HOURS GUIDELINES AS PER STCW
▪ Minimum hours of rest shall not be less than:
• Ten hours in any 24-hour period; and
• 77 hours in any seven-day period.
▪ The hours of rest may be divided into two periods maximum, one of which
shall have a minimum of six hours of length and the interval between
consecutive periods of rest shall not exceed 14 hours
▪ Minimum hours of rest in a 7 days period may be reduced to 70 hours. This is
not allowed for more than two consecutive weeks. The interval between 2
periods of exceptions must not be less than twice the duration of the
exception.

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For example, if the hours of rest for the period 07th Jan 2013 to 13th Jan
2013 was 71 hrs and rest for the period 14th Jan 2013 to 20th Jan 2013 was
72 hours, this exception will not be allowed for next four weeks i.e., from
21st Jan 2013 till 17th Feb 2013.
▪ STCW 2010 exception clauses are included in latest version of ISF watch
keeper.
▪ The requirements for rest periods laid down above need not be maintained
in case of an emergency or drill or in other over riding operational conditions.
Musters, fire-fighting and lifeboat drills, and drills prescribed by national laws
and regulations and by international instruments shall be conducted in a
manner that minimizes the disturbance of rest periods and does not induce
fatigue.
STCW 2010 also offers the ability to apply certain exceptions which must be allowed
by Parties (Flag States) to the STCW Convention. There are two main exceptions
which can be used either together or independently of each other:
7-day exception:
Minimum hours of rest in a 7-day period may be reduced to 70 hours
This is not allowed for more than 2 consecutive weeks; and
Not allowed to be used again until twice the period of exception has been used.
24-hour exception:
The rest hours in a 24-hour period can be split into 3 periods (provided minimum of
10 hours rest is met)
Restricted use for 2 x 24-hour periods in any 7-day period
In applying regulation VIII/1 [of the Convention], the following should be taken into
account:
Provisions made to prevent fatigue should ensure that excessive or unreasonable
overall working hours are not undertaken. In particular, the minimum rest periods
specified in section A-VIII/1 should not be interpreted as implying that all other
hours may be devoted to watch keeping or other duties.
REST HOUR GUIDELINES AS PER ILO 180
▪ Minimum hours of rest shall not be less than:
• Ten hours in any 24-hour period; and
• 77 hours in any seven-day period.
or
• Maximum hours of work shall not exceed:
• 14 hours in any 24-hour period; and
• 72 hours in any seven-day period;
Rev No. : 0
▪ The hours of rest may be divided into two periods maximum, one of which
shall have a minimum of six hours of length. Interval between consecutive
periods of rest shall not exceed 14 Hours.
▪ Musters, fire-fighting and lifeboat drills, and drills prescribed by national laws
and regulations and by international instruments shall be conducted in a
manner that minimizes the disturbance of rest periods and does not induce
fatigue.
Rest Hours requirement for tankers by OPA 90 in US waters
• 15 hrs of work in 24-hour period
• Work no more than 36hrs of work in any 72hour period
▪ This requirement can be overruled in case of emergency or a drill.
COMPANY’S REQUIREMENTS FOR REST HOURS
Vessels are required to adhere to rest hour requirements as per STCW 2010
requirement as they are more stringent in comparison to ILO or OPA 90 rules.
However extra care need to be taken to ensure compliance with OPA 90
requirement of ‘work no more than 36 hrs in any 72 hour period’ for tankers in US
water.
Period of drills, safety meetings, fire rounds, onboard trainings and stand by time
should be mentioned as work hour.
Additionally, Masters are to comply with the Flag State regulations pertinent to the
vessel, regarding the work / rest hours. If the exception clauses given in STCW 2010
are not allowed by the flag state. Master shall comply with the flag state
requirement. All circulars pertaining to the subject have to be referred to in
establishing the work / rest hours management for all personnel working on board.
Whenever, there is ambiguity in implementing any of the
regulations/recommendations as given by Flag State when compared to the STCW
requirement, the Master or the responsible officer is to clarify the issue with the
vessels superintendent to establish a system.
▪ When a seafarer is on call, such as when a machinery space is unattended,
the seafarer shall have an adequate compensatory rest period if the normal
period of rest is disturbed by call-outs to work.
▪ Nothing within this section shall be deemed to impair the right of the Master
of a ship to require a seafarer to perform any hours of work necessary for the
immediate safety of the ship, persons on board or cargo, or for the purpose
of giving assistance to other ships or persons in distress at sea.
Accordingly, the master may suspend the schedule of hours of work or hours of
rest and require a seafarer to perform any hours of work necessary until the
normal situation has been restored.

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As soon as practicable after the normal situation has been restored, the master shall
ensure that any seafarers who have performed work in a scheduled rest period are
provided with an adequate period of rest.
If a ship has changes like but not limited to construction, machinery or equipment,
operation and/or method of maintenance, or seafarers persistently fail to comply
with rest hour’s requirements, a risk assessment should be carried out and the Safe
Manning Document should be reviewed in consultation with the company. Flag state
shall be notified as necessary.
All personnel who are granted shore leave shall be guided to check and maintain rest
hours sufficient to carry out their duties safely on return from shore leave. Master or
the responsible senior officer shall also make sure that the crew who join the vessel
after a long travel is rested well before assigning critical duties.
WATCH ORGANIZATION
Masters are also advised to refer to the Employment agreements which Company
has with ITF affiliated Seafarer Unions. There will be a reference to periods of rest
hour in the agreement. The requirements stated therein must be complied with.
Rest shall be obligatory for the whole personnel on board, including the Master.
The Master is required to establish and organize the watch keeping period in order
for them to be suitable and efficient, to guarantee the safety of the vessel and the
crew at all times. This shall be displayed as the “Table of Shipboard Working
Arrangements” which shall be in English and kept in an accessible place (e.g. Bridge,
Engine control room, Cargo Control room, Officer and crew mess room).
This table shall be updated:
▪ Once in a month
▪ As and when there is an addition or deletion of a position / rank on board
▪ When the machinery status changes from UMS to manned or vice versa
▪ When the trade / route / operations of the vessel changes requiring
rescheduling of watch keeping
Further each person on board shall individually record period of rest hours. On most
of the vessels, company has provided the ISF Software for recording the rest hours.
On vessels not fitted with ISF software the form “Work Hours / Rest Hours” would
have to be filled.
The Master may nominate Chief Officer and 2nd Engineer to check the correctness
of the records for Deck and Engine-room staffs respectively, but it must be ensured
that the information is recorded by the seafarer.
The work schedule and hours of rest provided to all staff shall be reviewed every
month during Safety committee meetings.

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All vessels fitted with the Software shall send the export file (Rest hour record of
each crew for the entire month and the NC report) to office by email at the end of
every week. It shall be the responsibility of the Marine Superintendent in charge of
the vessel to monitor these reports and respond suitably to deviations, if any.
On vessels without the software, the records shall be sent to the office monthly and
verified by the designated Marine superintendent, who shall respond suitably to
deviations, if any.
Deviations in above rest hours, if any and the corrective actions shall also be brought
to the attention of Senior Management.
The work schedule shall be reviewed and renewed at following instances:
▪ When considered necessary after a Safety Committee review.
▪ When a new master takes over command of the vessel.
▪ If advised by Office after a review of records.
All vessels shall maintain the rest hour records on board for verification by
authorities.
REST HOURS MONITORING CELL
Rest hours monitoring cell has been incorporated ashore to monitor the rest hours
of onboard personnel. This is done using the online ISF software. The vessel
synchronizes the onboard rest hours with the system. Three levels of automated
alerts are generated by the system to alert the user and the office on any deviations.
Level 1 Alert: One NC in any seven-day period
Action by vessel: To monitor rest hours and avoid spill over.
Level 2 Alert: Two NC in seven days period
Action by vessel: To monitor rest hours and plan rest hours to avoid third Non-
conformity.
Level 3 Alert: Three NC in 30 days period.
Action by vessel: To review planning and inform office with Root cause analysis for
deviation.
GENERAL GUIDANCE RELATING TO APPLICATION OF REQUIREMENTS
General guideline suggested below are as per recommendation of OCIMF.
‘Any 24 hrs’:
It should be ensured that, at any time during the working period, in the past 24
hours the seafarer should always be in compliance with the requirements. The
seafarer should have had a minimum of 10 hours rest which was divided into no
more than 2 periods, one of which was of a minimum of 6 hours.

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Non-conformances
Non-conformances that occur during hours of work may contribute to fatigue.
Technical non-conformances that occur during seafarers’ hours of rest are unlikely to
contribute to fatigue and should not be considered. For example, in the following
graphic, the 4 to 8 watchkeeper works an additional 1 hour on day 2 from 1100 to
1200. Under some interpretations of ‘any 24 hours’, this results in a non-
conformance which occurs during the subsequent uninterrupted rest period from
2200 to 0400. Such non-conformance should not be recorded.
Scheduled Work
Periods (4 - 8)
Day 1
Day 2 Watchkeeping Watchkeeping NC
Day 3 NC
Non-Conformance Additional work Non-Conformance

during period of rest Period(1100 - 1200) during period of rest
Musters and drills

Wherever possible, it is recommended that musters and drills are held so as to
minimise disruption to rest periods, recognising that a non-conformance as a result
of an individual’s attendance may be inevitable. In cases where a rest period is
interrupted, individual records should indicate the time spent as a ‘work’ period to
ensure the seafarers are adequately rested through subsequent work periods.
Compensatory rest
Wherever practical, it is recommended that compensatory rest is provided as
required to duty personnel when they have responded to calls that have interrupted
their required rest period. The compensatory rest period should be added to the rest
period to achieve the minimum rest hours required before the seafarer returns to
work. Duty personnel should record the time spent undertaking rounds or
responding to alarms, recognising that a non-conformance as a result of such a
response may be inevitable. Other seafarers who have their rest interrupted for
shipboard operations may also be required to have extended rest periods prior to
returning to work. However, such extended rest periods are not deemed as
‘compensatory rest’ within the convention.

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Record keeping
It is recommended that records in the required format, signed by both the seafarer
and the Master, are retained on board for each seafarer during their full time on
board or for 12 months, whichever is the longer.
Exceptions
It is recommended that exceptions are only permitted in accord with the ILO/MLC
provisions, namely by collective agreement or arbitration.
Superseded text
A number of administrations continue to reference some provisions of STCW 78 in
their domestic legislation and may therefore use these as a basis for PSC verification
on foreign flag ships in their ports. Examples include the following:
▪ STCW 78 states that emergencies, drills or ‘other overriding operational
conditions’ disturbing the rest hours are acceptable
▪ it is permitted to reduce the minimum period of 10 hours of rest to 6 hours,
provided such reduction lasts no longer than 2 days (referred to as the ‘2-day
derogation’).
With the entry into force of the STCW 2010 amendments, it is recommended that
onboard controls on hours of rest reflect the amended provisions. In particular, the
relaxations of rest period requirements related to ‘overriding operational conditions’
and the ‘2-day derogation’ should not be applied. It should be noted, however, that
exceptions relating to emergencies apply to both the STCW and MLC Conventions.
MANAGEMENT OF WATCHKEEPING AND WORKING ROUTINES
Generally, the three-watch system such as 4 on/ 8 off, provides an optimal approach
although non-conformances will be triggered by periods of additional work if they
are not properly planned and managed.
A two-watch system, such as 6 on/ 6 off, will provide short-term compliance
although technical non-conformances will occur during each rest period under both
the STCW and MLC Conventions. In addition, any period of additional work will result
in significant non-conformances during subsequent work periods. As a result, it is
recommended that any period of 6 on/ 6 off is limited to a short duration and the
impact of any recurrence should be taken into account. In general, 6on/6off
watchkeeping practice shall be discouraged for more than 2 consecutive days.
Where 6 on/6 off watch systems are regularly employed, other mitigating measures
should be considered, such as short tours of duty or the provision of extra manning.
It should also be recognised that some administrations may consider the practice
unacceptable.

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Dayworkers are generally viewed as being relatively straightforward when managing

their work/rest periods. However, callouts and the response to alarms will impact on
their ability to comply with minimum rest period requirements. In addition, the need
to undertake routine rounds will further complicate matters. Good planning and,
where necessary, the adoption of compensatory rest periods will serve to limit the
number of recorded non-conformances. Experience has shown that the levels of
non-conformance on a vessel can be significantly reduced by enhanced awareness
and management on board. It should be ensured that adequate provision is made
for the management of routine tasks, such as cargo operations, in order that over-
reliance is not placed on one individual, risking adverse impact on normal rest period
requirements. A system of 5 on/7 off & 5 off /7 on can also be tried.
GUIDANCE TO MASTERS ON NON-CONFORMANCE
Significant Noncompliance: Significant non-compliance is deemed to have occurred
if any person is having four or more days of continuous deviation with regard to less
than 10 hours in any 24 hours period.
In the event of a significant noncompliance that is occurring or is likely to occur due
to nature of the operation, like ship to ship transfer, in port tank cleaning, very short
run of vessel etc, the master shall bring it to the notice of the vessel superintendent
(when the threshold limit of three continuous NC is breached) and the DPA who in
turn shall incorporate mitigating measures in consultation with senior management
and all stake holders.
Mitigating measures may vary from compensatory rest, additional manpower or
additional stay in port for vessel, suspension of operation, depending upon the
duration of Non-conformity.
Records
Form SF 16–Work Hours / Rest Hours
Form AD 17 – Table of ship board working arrangement

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FOOD AND HYGIENE Page : 1 of 21
13. FOOD AND HYGIENE

13.1 RESPONSIBILITIES
The Master is responsible for the efficient control of all catering arrangements on
board. He may delegate some responsibility to a designated Officer.
All catering staff involved in the processing of food should be trained and instructed
for their position and have evidence of completion of a training course or of being
instructed in food and personal hygiene and handling and storage of food.
13.2 FOOD AND HYGIENE ON BOARD SHIPS
Master to ensure that the provision of food and drinking water are of appropriate
quality, nutritional value, quantity and variety taking into account the number of
seafarers on board, their religious requirements and cultural practices as they
pertain to food, and the duration and nature of the ship’s voyage.
A menu shall be prepared on daily basis to ensure above criteria is met. The menu
shall be displayed in the mess room and the record of menu shall be maintained for
a period of one year.
Master to ensure that the organization and equipment of the catering department
permits the provision to the seafarers of adequate, varied and nutritious meals
prepared and served in hygienic conditions.
Seafarers on board are provided with food and drinking water free of charge during
the period of engagement.
To ensure that seafarer accommodation is clean, decently habitable and maintained
in a good state of repair, Master to carry out crew accommodation and hygiene
inspection at intervals not exceeding 7 days. This inspection shall cover recreational
areas, food and drinking water, all spaces and equipment used for the storage and
handling of food and drinking water; and galley and other equipment for the
preparation and service of meals.
13.2.1. OVERVIEW
Over one hundred outbreaks of infectious diseases were reported to be associated
with ships between 1970 and 2000 (WHO). Reported outbreaks included
legionellosis, typhoid fever, salmonellosis, viral gastroenteritis, enterotoxigenic E coli
infection, shigellosis, cryptosporidiosis and trichinosis. Cargo vessels have also been
affected often with serious operational and financial consequences.
Ships can have significance to public health beyond just their role in ship-acquired
infection. For example, ships can transport infected humans and other vectors, such
as mosquitoes and rats, between ports and, therefore, act as a means of
international disease transfer.

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If proper control measures are not in place, ships are particularly prone to disease
outbreaks. Ships are isolated communities with crowded living accommodation,
shared sanitary facilities and common food and water supplies. Such conditions are
favourable to the spread of infectious diseases. The inevitable publicity that breaks
out along with a disease outbreak aboard ship can seriously impact financially on the
ship owners.
Becoming ill aboard ship can be particularly dangerous because the ship at sea will
be isolated from modern medical centres. Furthermore, once an outbreak has been
reported aboard ship it may not be permitted to dock.
Definition of food borne illness: Food borne illnesses are defined as diseases, usually
either infectious or toxic in nature, caused by agents that enter the body through the
ingestion of food. Every person is at risk of food borne illness.
Common Causes of food borne illnesses and food poisoning are:
▪ Preparation of food too far in advance and stored at room temperature;
▪ Cooling food too slowly prior to refrigeration;
▪ Not reheating food to high enough temperatures to destroy harmful bacteria;
▪ Using contaminated cooked food;
▪ Undercooking;
▪ Not thawing frozen meat for sufficient time;
▪ Cross contamination from raw food to cooked food;
▪ Storing hot food below 63°C;
▪ Infected food handlers; and
▪ Improper use of leftovers
Bacteria
No catering environment operates without harmful bacteria being present at some
time, and plenty of food is produced in environments where microbiological
environmental levels are very low. Small numbers of certain bacteria such as
Salmonellae can cause serious illness. Most pathogenic bacteria are destroyed by
adequate cooking but harmful preformed bacterial toxin, mycotoxins and algal toxins
are unaffected by heat. Pathogenic bacteria also thrive in cool, dry and anaerobic
conditions. Raw meat is considered to be high risk because of the likely presence of
E.Coli, Salmonellae, L. monocytogenes. Depending on the source viable cysts of
intestinal parasites may also exist. Good practice before cooking or processing
should prevent bacteria multiplying to the extent that would cause illness or food
spoilage.
Bacteria levels rise rapidly in a warm moist environment on certain foods that
support their growth, such as high protein foods. However, foods with high levels of
sugar, salt or other preservatives do not provide favourable growth conditions.

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“High risk” foods, those most commonly implicated in food poisoning cases, is
considered to be food that supports bacterial growth and is ready to eat without
further cooking. For example:
▪ cooked meat, poultry and rice;
▪ meat products such as gravy and stock;
▪ milk, cream, eggs, and egg products; and
▪ shellfish and other seafood.
Raw meat although a source of bacteria is not considered to be “high risk” because it
is generally cooked before consumption.
People often harbour some types of harmful bacteria at some point - hands are
particularly susceptible.
Bacterial Food Contamination
Contaminated food looks tastes and smells completely normal unless it is so
contaminated spoilage occurs. Bacteria levels in high risk food and raw meat will rise
rapidly in warm conditions. Contamination usually occurs through recklessness,
ignorance and people taking short cuts, and handling or storing food carelessly.
Bacteria can pass directly from the source to high risk food, for example raw meat
can contaminate cooked meat where human, animal or insect intervention occurs.
Cross contamination, where bacteria are transferred by some other means is a
constant threat to food safety. The main “vehicles” are hands, hand and food
contact surfaces, cloths and equipment. Other “vehicles” include water, other foods
and insects.
Major food borne diseases from microorganisms are:
Salmonellosis is caused by the Salmonella bacteria and symptoms are fever,
headache, nausea, vomiting, abdominal pain and diarrhoea.
Examples of foods involved in outbreaks of salmonellosis are eggs, poultry and other
meats, raw milk and chocolate.
Campylobacteriosis is a widespread infection. It is caused by certain species of
Campylobacter bacteria. Food borne cases are mainly caused by foods such as raw
milk, raw or undercooked poultry and drinking water. Acute health effects of
campylobacteriosis include severe abdominal pain, fever, nausea and diarrhoea. In
two to ten per cent of cases the infection may lead to chronic health problems,
including reactive arthritis and neurological disorders. Infections due to
enterohaemorrhagic (causing intestinal bleeding) E. coli, e.g. E. coli O157, and
listeriosis are important food borne diseases which have emerged over the last
decades.

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Although their incidence is relatively low, their severe and sometimes fatal health
consequences, particularly among infants, children and the elderly, make them
among the most serious food borne infections.
Cholera is a major public health problem in developing countries, also causing
enormous economic losses. The disease is caused by the bacterium Vibrio cholera.
In addition to water, contaminated foods can be the vehicle of infection. Different
foods, including rice, vegetables, millet gruel and various types of seafood have been
implicated in outbreaks of cholera.
Symptoms, including abdominal pain, vomiting and profuse watery diarrhoea, may
lead to severe dehydration and possibly death, unless fluid and salt are replaced.
13.2.2. FOOD HYGIENE
Storage and Handling
Traditionally the basis for food hygiene standards has been the use of clean, well
maintained catering spaces and the avoidance of unsanitary conditions. Even in
clean, well-maintained galleys however, care must be taken not to handle food
carelessly with insufficient regard to food safety. Good food hygiene is more than
cleanliness; it requires food to be protected from the risk of harmful contamination
by bacteria, chemicals and other foreign bodies from point of delivery to point of
consumption. Bacterial contamination is the most serious risk to food safety and
causes the majority of food poisoning cases but physical and chemical contamination
may also occur accidentally, for example, from loose buttons, jewellery, and other
foreign bodies or from cleaning agents.
Good food hygiene requires the sourcing of safe food. In certain circumstances,
unsafe food will always remain unsafe regardless of the measures taken. It is
important to take care how food is stored to make sure it's safe to eat.
Some foods need to be kept in the fridge to help stop bacteria from growing on
them, such as foods with a 'use by' date, cooked foods and ready-to-eat foods such
as desserts and cooked meats.
Domestic fridges temperatures must be monitored. This can be done by either using
portable temperature probes or having fridges with digital temperature readouts.
Prevention of bacterial food poisoning
Food must be protected against contamination. High standards of personal
cleanliness and food safety must be observed. Any existing bacteria already in the
food must be prevented from growing to dangerous levels. Most bacteria can be
destroyed by thorough cooking but not pre-formed toxins. To reduce the risk of food
poisoning a range of control measures should be put in place covering:
▪ Personal hygiene;

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▪ Temperature control (keep food hot >63°C or cold <5°C);

▪ Segregation of raw and cooked foods;
▪ Ensuring no risk of cross contamination via hands, cloths etc.;
▪ Thorough cooking
▪ Adequate and proper cleaning; and
▪ Purchasing safe supplies and ensuring safe delivery.
To help stop bacteria from growing, please ensure following:
When the label says, 'keep refrigerated', food must be stored in the fridge.
Food should be cooked as near as possible to the time of meal service.
Raw food must always be kept apart from cooked food. Separate refrigerators
should be used for this purpose. If separate refrigerators are not available the
following will apply:
▪ All food in the refrigerator should be wrapped to prevent cross
contamination.
▪ Raw food (that often contains pathogenic bacteria) should be wrapped and
placed at the bottom of the refrigerator below cooked food.
Food should always be subjected to the least possible handling and full use is to be
made of serving implements.
Prepared dishes, such as meat, desserts with milk, egg, or cream ingredients must
always be cooled as quickly as possible, covered, and refrigerated.
Food for cooking or service is to be covered and stowed in a refrigerator or cool
area. Butter and conserves for table use are to be similarly protected. Flies are
carriers of disease and exposed food provides a serious threat to health. Newspaper
must not be used as food wrapping. Grease proof paper or a suitable food wrap
should be used.
Food, when being transported, must be suitably covered. Suitable head covering
must be worn at all times when working in a food preparation area.
Uncooked potatoes should be stored in a cool and dry place but not refrigerated as
this can increase the amount of sugar they contain, which could lead to higher levels
of a chemical called acryl amide when the potatoes are baked, fried or roasted at
high temperatures.
All fruit and salad items are to be thoroughly rinsed in fresh water prior to issue.
Many foods don't need to be kept in the fridge to keep them safe to eat, for example
dry foods such as rice, pasta and flour, many types of drinks, tinned foods, and
unopened jars. But it's still important to take care how these are stored
▪ Such items must be kept in sealed bags or containers. This helps to keep
them fresh and stops anything falling into the food by accident.

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▪ Don't store food or drinks near cleaning products or other chemicals.

▪ Don't use old food containers to store household chemicals, and don't store
food in containers that have been used for other purposes.
▪ Do not reuse plastic water bottles unless they are certified for the same.
▪ Don't store food on the floor, because this can encourage cockroaches, and
other pests.
▪ Keep the storage area dry and not too warm.
▪ Remember that some foods may need to be kept in the fridge once they are
opened – follow any storage instructions on the label.
Cross contamination with food allergens
It is important for catering staff to be aware of the risk of allergen cross
contamination in situations where a seafarer has asked for food to be free of a
certain ingredient to which they are allergic or intolerant. A number of steps can be
taken to reduce the risk, including preparing the food from scratch, keeping surfaces
clear of the allergen of concern, using separate utensils to prepare and serve the
allergen free food, avoiding transference of crumbs or seeds from other foods and
by using correctly labelled airtight containers.
Personal Hygiene
It is essential for food handlers to strictly observe and practice high standards of
personal cleanliness. They should be clean and tidy and wear suitable light coloured
protective clothing.
There must be adequate hand wash basins with soap and hand drying facilities
available to the catering staff. Disposable towels or a hot air dryer are better than a
traditional towel. Food handlers must wash
their hands regularly and always on entering the galley, before handling any food or
equipment, after smoking and/or touching hair, nose, mouth, dirty clothing etc.
Hands must also be washed after visiting the WC, and in between handling raw and
cooked food.
Toilets with hand wash basins should be situated near to, but separate from, the
galley.
Prominent signs about washing hands should be displayed.
Food handlers should avoid so far as possible direct contact between hands and
food, by using tongs for example. Appropriate protective gloves may be worn but
they can give a false sense of security.
Cuts, spots, sores, etc. should be completely covered by coloured waterproof
dressings.

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Fitness to work
Anyone working with food with food poisoning symptoms, for example diarrhoea
and vomiting, or suspected of carrying food poisoning organisms because of close
contact with a confirmed case should be immediately excluded from any job which
might expose food/water to the risk of contamination. If a food handler has suffered
sickness and diarrhoea they should not handle food for at least 48 hours after the
symptoms have ceased. Person should be strictly prohibited to work in galley or food
storage area if he is suffering from any type of skin or contagious disease.
Several other conditions require infected persons to be similarly excluded for varying
lengths of time according to medical advice. Secondary infections associated with
boils and septic cuts, respiratory infections from heavy colds may also require the
suspension of food handlers until successfully treated.
Preparation and cooking
Defrosting of raw meat and poultry should be carried out in controlled conditions
and not simply be left to thaw at room temperatures, particularly in a warm galley.
Thawing should take place in a cool and clean area; separate from other foods that
may be exposed to risk of contamination from thawed liquid. The food should be
covered and stored in a container on a grille so that it is not resting in the thawed
liquid. If there is a food handling room within the cold stores area this may be used.
It is important to check that meat or chicken etc. is thoroughly defrosted before
cooking.
Bacteria thrive in warm conditions, so raw meat; poultry, fish etc. should not be left
in the so-called danger zone (5°C - 63°C) for longer than is absolutely necessary. A
general rule when handling food during and after preparation would be a single
period of up to 2 hours at room temperatures. In very high temperatures the
handling period should be reduced to about 1½ hours.
Most harmful bacteria can be destroyed by thorough cooking. It is however
acceptable to serve a “rare” steak, or beef and lamb joint if it is a whole cut or joint
of meat and the steak or joint has been properly sealed over a high heat to destroy
any bacteria that might be on the surface. The following types of meat can have
bacteria distributed throughout the mass of the meat, they must therefore be
cooked thoroughly:
▪ Poultry
▪ Pork
▪ Burgers, sausages, kebabs
▪ Rolled joints using more than one cut
▪ Mincemeat

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A skewer may be used to test that poultry and meat joints are thoroughly cooked;
juices should run clear. A centre temperature of 75°C is usually required and may be
verified using a probe thermometer, the probe having been properly disinfected
before use. Furthermore, the thermometer’s manufacturer’s instructions must be
followed and its accuracy verified.
Where practical, separate work surfaces should be set aside for the preparation of
raw meat, which should not be used for the preparation of food that will be eaten
without further cooking. If the same work surface has to be used, care must be taken
to ensure it is cleaned and disinfected between handling raw and cooked meats or
other ready-to-eat products.
Separate chopping boards clearly assigned, generally, by colour may be used to
maintain segregation.
Following are the recommended colour codes
Green Vegetables and Fruits
Yellow Raw Poultry and Chicken
Red Raw Meats
Blue Raw Fish and Sea Food
Black Cooked Meats
Grey Bakery and Diary
Food Service
Ideally food should be consumed as soon as it is prepared /cooked but patterns of
work and other unplanned factors can delay meal times. If there are significant
delays, cold cuts can be stored in the fridge or in a chill display unit until the crew are
ready to eat. Hot food can be safely left in the pot over a very low heat so long as it
is regularly stirred to maintain a safe temperature of 63ºC or it can be stored in a hot
press.
Leftovers
Cooling of high risk food must be done quickly to avoid potential health risks. Small
amounts of food should cool relatively quickly but the process can be speeded up if
necessary. For example,
If available use a larder with a lower room temperature.
Pour liquids into shallow pans and stir frequently.
Split food into relatively small pieces or batches.
Use an iced water bath.

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Once cold, leftovers should be date marked and be suitably stored in a fridge and
used within 2 days preferably served cold for example as part of a salad. If reheating
is absolutely necessary food should be rapidly and thoroughly reheated, but only
once. Reheated leftovers must have a core temperature of 75ºC.
Stores
Ships should have adequate storage facilities for all stores. If storage spaces are
inadequate, stock levels should be reduced by taking on stores more frequently or if
that is not possible, additional storage should be made available. All stock should be
rotated as and when necessary.
Storage in dry Stores
Dry food stores should be dry, cool, (where possible around 10°C), well-lit and
ventilated.
There should be adequate shelving and pallets to avoid stowage directly on to the
deck. Care should be taken to ensure stock is used in strict date rotation and that
supplies have the best possible durability date. Perishable provisions should neither
be ordered nor accepted in quantities greater than can be consumed before the
expiry date. Daily checks should be made on short-life perishable food such as fresh
fruit and vegetables.
Cardboard & wooden boxes should not be used for storage of victuals as these
materials are likely to contain cockroach eggs. Plastic, Stainless steel containers must
be used for storage.
Regular checks must be carried out and all expired canned food stuff should be
removed from the provision spaces and disposed as per Marpol 73/78 Annex V
regulations.
Storage in cold Stores
Safe temperatures for cold stores are generally considered to be 5 deg. C or colder
and minus 18 deg. C or colder for chill and freezer cabinets respectively but a slight
tolerance of one or two degrees is unlikely to create any significant risk to food
safety. If cabinets do not have a means of checking temperatures, a suitable
thermometer should be provided.
Any food item stocked in excess of five to six months is liable to progressive
deterioration or infestation making it unfit for consumption. Subject to good quality
purchases, the usual storage temperatures are:
Between -18 deg. C and -24 deg. C
Deep frozen: Meats, fish, ice-cream
Between 0 deg. C and +4 deg. C
Chilled: Dairy products, cheese, eggs, butter, fats, oils, fresh fruit and vegetables

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Between +4 deg. C and +8 deg. C

Handling room: Potatoes, bananas
Air-Condition: Dry provisions, flour, sugar, cereals, also cleaning chemical and
products
Ambient: Utensils, durable chandlery, linen, crockery, etc.
In case these temperatures are not maintained, Chief Engineer shall be immediately
notified.
In freezer units, the combination of high humidity and fluctuating temperatures
(warmer than minus 10°C) accelerate mould and other spoilage bacterial growth.
Fluctuating temperatures may also cause an accumulation of ice deposits. Food
should never be stored in front of cooling units as this restricts the circulation of air.
Suitable packaging is essential to avoid the loss of moisture from the surface of food
which can produce a freezer burn effect on exposed meat cuts or joints.
If defrosting is not an automatic process, equipment should be defrosted regularly to
maintain its efficiency.
Although fridges and freezer cabinets should be maintained according to the ship’s
planned maintenance system, cooks and others working in the galley should
regularly check the condition of door seals and closing devices as well as routinely
monitoring temperatures.
Foodstuffs to be stored according to class to avoid cross contamination. Chilled raw
food must always be kept apart from cooked food, for example, cooked food or milk
that requires no further treatment before consumption. Separate refrigerators are
preferred although if in the same unit, the raw food must always be placed at the
bottom to avoid drip contaminating ready prepared food. Food should also be
covered or wrapped to prevent drying out, cross-contamination and absorption of
odour.
All refrigerated room doors should be fitted with means both of opening the door
and sounding an alarm from the inside.
No food to be stored on the floor.
Foodstuff must be removed from the cardboard cartons and wooden boxes before
storing on shelves.
Food should never be stowed in front of cooling units as this restricts air circulation.
The Company must be advised of refrigeration machinery breakdown.

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13.2.3. SAFE PRACTICES TO BE FOLLOWED IN THE GALLEY

The galley and store area working environment contains many obvious and potential
hazards such as extreme surface and ambient temperatures, humidity, cleaning
substances, electrical equipment, fumes and knives. Equipment such as deep fat
fryers, are also potentially hazardous. Practical control measures should be in place
to reduce the risk of injury in the catering environment, which should include:
▪ Anyone working in the catering areas should be provided with appropriate
protective clothing and specialist anti-slip, Only Company-issued safety
footwear should be worn by the galley staff.
▪ Please remember – Hidden tools are dangerous. Knives and other sharp
utensils should not be left in a sink or washing-up bowl submerged in water.
▪ Stowage - items should be properly secured:
▪ Pots and pans should be secured during cooking and only filled to safe
levels particularly in heavy seas.
▪ Protective guards shall be fitted on mechanical fans, food mixers and
other kitchen equipment with exposed blades or other dangerous parts.
▪ Electrical equipment, including wiring in the galley and store areas should
be regularly inspected by either a qualified member of the crew or a
shore side contractor.
▪ Burns and scalds are common injuries. A first-aid box should be provided
either in the galley or a suitable area convenient to the galley. The contents
of the first-aid box should be checked and when necessary replenished at
appropriate intervals. A notice stating the action to take if someone is burned
or scalded should be prominently displayed in or close by the galley.
▪ Do not force, a meat saw. It may jump and cause bad cuts.
▪ Do not submerge knives or glasses in wash basin/sinks
▪ Keep handles of choppers, meat cutting knives free of oil/ grease to ensure a
firm grip. Always cut meat and vegetables away from the body. Meat cutting
glove to be used while cutting meats as per MLC requirements.
▪ Keep hands away from striking area when using a meat chopper
▪ Do not open cans with anything other than a can opener
▪ Do not hold face in front of an oven when opening the door. Close oven
doors immediately after use.
▪ When lifting heavy packages, bend the knees to distribute the weight and
prevent injury.
▪ To prevent infection, all cuts, however small, must receive first aid attention.
Waterproof plasters must be used.
▪ Any foodstuff which may have come into contact with broken glass must be
thrown away
▪ All Galley personnel must familiarise themselves with the location and use of
safety appliances.

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▪ The use of anti-bacterial hand cleaners, moisturising cream and barrier

creams should be encouraged to reduce the risk of skin infections,
particularly dermatitis.
▪ Do not use chipped or broken utensils / crockery.
▪ As far as practicable, not to use steel wool for cleaning cooking utensils,
especially ones made of aluminium, as they get scoured and retain food
particles& grease even after general cleaning.
▪ Hot plate is to be used by authorized galley staff only.
▪ Galley/provision storage area is restricted place for all non-galley staff except
for the people taking safety rounds and carrying out inspection
13.2.4. USE OF DEEP FAT FRYERS
Following applies to ships fitted with deep fat frying equipment
Different brands or types of oil must not be mixed. Only Sunflower and Soya oil are
to be used in deep frying machines.
Animal fat must not be used due to its low flash point; only high flash-point
vegetable oil is to be used.
Deep frying machines are to be fitted with two thermostats. The settings of the
thermostats must be as per makers manual.
13.2.5. MICROWAVE OVENS
The instructions issued by the oven manufacturers should be followed carefully in
conjunction with the information on the packaging of the foodstuff.
No microwave oven should be operated if the oven door or its interlock is out of use,
the door broken or ill-fitting or the door seals damaged.
Most microwave ovens are not suitable for metal/melamine utensils. A notice must
be placed to this effect.
Microwave can cause a radiation hazard. Most microwave ovens are not suitable for
metal utensils, hence do NOT place metals or any crockery that have metallic border
in the microwave. Only microwave safe containers / crockery to be used.
Ensure your hands are dry when operating microwave Liquids such as tea, milk,
water, eggs etc. can get superheated and explode when removed from microwave,
causing severe burns to hand and face.
Anything heated in the microwave has to be left to stand for 30 seconds before it is
removed.
Keep the area and the microwave clean and hygienic as microwave is a potential
spot for insect breeding. Remove plug when not in use. A notice must be placed to
this effect.

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It is important to ensure that the food is cooked thoroughly and evenly. This is
particularly important with deep frozen foods which should be thoroughly defrosted
before cooking.
13.2.6. CLEANLINESS
Catering equipment and working spaces are to be kept thoroughly clean. Good
hygiene practices on board are an essential element of a well-run ship. Good
sanitation conditions on vessels are crucial to the health of seafarers. To avoid a
build-up of dirt and waste, a “clean as you go” routine should be applied.
Trays, knives, cutting boards, food preparation machinery and work tops etc. that
come into contact with food should be thoroughly cleaned and disinfected.
Mechanical dishwashers disinfect by virtue of the high rinse temperature. Where
dishes are hand washed they should be left to dry rather than using drying cloths, as
long as they are put away as soon as they are dry.
Cloths and towels are a perfect breeding ground for bacteria so they must be
washed regularly or discarded. Mops and waste bins should also be regularly washed
and stowed in designated places.
Galley spaces should be cleaned at the end of each working day. Time should be set
aside to do a regular systematic thorough clean of all areas including cupboards,
store rooms, the deck and bulk heads, extractor fans and canopies. Greasy
ventilation ducting is a serious fire hazard and should therefore be cleaned regularly.
The frequency of cleaning should be determined using a risk assessment process.
Care should be taken to protect food and equipment during cleaning operations.
Cleaning products and equipment should be safely stored away, preferably in a
designated locker.
Garbage and food waste segregation and disposal arrangements should maintain
operational health and safety standards and be in accordance with the ship’s
garbage management plan.
No personal items (shoes, clothes etc.), cleaning material or insecticide or detergents
to be stored in the galley near foodstuff. Inappropriate footwear and dirty cooking
utensils spread germs and contamination
The personal cleanliness of all Catering personnel is very important. Hands must be
washed after every visit to the toilets. Minor cuts and burns should receive
immediate first aid treatment
Finger nails must be kept short and clean. Smoking is not permitted when preparing
or handling food or in any food preparation area.
Flour, dough or sugar may cause dermatitis but this can generally be avoided by
always taking the following precautions:

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Whenever a break from work occurs, wash the skin carefully with soap and water,
rinse well and dry thoroughly.
Only domestic dishwashing liquid detergent should be used when the hand-washing
of utensils and equipment is necessary. Protective rubber gloves should also be
worn.
Do not wipe or scrape the skin to remove flour, dough or sugar sticking to it as this
can damage the skin.
13.2.7. CLING FILM AND KITCHEN FOIL
Cling film
Cling film is useful for protecting food but, like many things, it needs to be used
correctly. Not every type of cling film is suitable for using with all foods. The
description on the packaging must be checked to see what foods it can be used with.
Following to be considered when using cling film:
▪ Don't use cling film if it could melt into the food, such as in the oven or on
pots and pans on the hob.
▪ Cling films can be used in the microwave, provided that it does not touch the
food.
Kitchen foil
Kitchen foil, which is made from aluminium, can be useful for wrapping and covering
foods. But it' is best not to use foil or containers made from aluminium to store
foods that are highly acidic, such as:
▪ Tomatoes
▪ Rhubarb
▪ Cabbage
▪ Many soft fruits
This is because aluminium can affect the taste of these sorts of food, especially if
they are stored in aluminium containers for a long time.
Pests
Good housekeeping obviously minimises the risk of infestation and it is important to
ensure that areas, particularly refuse areas are kept in a clean and tidy condition.
Waste bins should be emptied regularly, and lids should always be fitted unless they
are being used. They should also be washed after emptying.
Flies, cockroaches and rodents present a serious hazard. Food suspected of being
contaminated by rodents, flies or cockroaches must be destroyed.

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A responsible member of crew should carry out routine inspections of food areas,
particularly undisturbed areas. If pests are found appropriate action should be taken
to eradicate or minimize the problem. This should include the use of a pest control
book and if necessary the employment of a certified pest control agent.
Any treatments used should comply with the "Recommendations on the Safe Use of
Pesticides in Ships".
13.3 WATER HYGIENE ON BOARD
This Part covers fresh water loading and supply arrangements, disinfection, storage,
distribution systems and maintenance. In addition to the below requirement, vessels
to comply with the relevant flag state requirements.
Fresh water loading and supply arrangements
Freshwater obtained from shore mains supply or water barge should be transferred
by a designated fresh water hose. Hoses should be durable, with a smooth,
impervious lining, and equipped with fittings, including adapters, to permit
connection to the shore potable water hydrants and filling connections to prevent
their use for loading other liquids.
Hoses should be:
Clearly marked (generally coloured blue);
Stowed in a locker clear of the deck;
Drained and capped at both ends after use; and
Flushed through and discharged to waste before loading
When water is taken from shore, it should be ensured that the quality/ source of
water is reliable. Avoid FW replenishment at places where there is a known outbreak
of water borne diseases. If any doubt, intake into potable water tank should be
avoided, or sanitation measures described in Ship Captain’s Medical Guide must be
complied.
Often ships use quayside hoses, in which case a designated crewmember should
ensure that such hoses are in good condition and that they are routinely disinfected,
safely stowed and capped in a clean environment.
Every potable water tank should have a filling line to which a hose can be attached.
This line should not be cross connected with any line of a non-potable water system.
Each line should be clearly identified as such and painted blue with a screw cap or
plug fastened by a short chain so that the cap does not touch the deck when hanging
free.

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Potable Fresh Water should be isolated from water used for other purposes. FW
from Fresh Water Generator should pass through the mineralizer. If such equipment
is not fitted, FW should be topped up from shore at planned intervals. During weekly
inspection, Master should confirm that the UV treatment equipment is working, and
water is safe for drinking. Mineral water should be available for crew purchase from
vessel’s bonded stores.
Fresh water production on board
Sea water that is to be treated on ships should be taken from areas relatively free
from pollution, including air pollution. Twenty miles from land is generally
considered to be a safe distance but it may be in excess of the twenty miles in some
cases. Judgment should be used based on a risk assessment which should include
consideration of the possible effect that ship operations might have on the quality of
the water intake.
The seawater inlets (sea chests) should be located forward and if possible on the
opposite side of the ship from all overboard waste water and ballast tanks discharge
outlets. Sea water should pass through suitable filters before entering the water
making equipment.
The manufacturer’s operating instructions should be clearly posted in the plant room
and strictly followed.
By-passes should not be installed around treatment units except where necessary as
part of the treatment process. There should be an adequate store of spare
replacement parts particularly for any vital or fragile parts. Distillation units should
indicate low range salinity levels, operational temperature levels and have an
automatic discharge to waste. They should also have an alarm with trip setting or
equivalent.
Any chemicals used in an injection system to a sea suction intended to prevent the
growth of organisms in the ship’s piping system serving water making plant should
be suitable for that purpose.
High pressure distillation and reverse osmosis plants are highly effective in removing
microorganisms and chemical constituents. They can therefore be employed as a
single treatment so long as they remain effective. There is a need for highly reliable
on-line monitoring linked to rapid management intervention. They can however be
combined with the application of a low level of residual chlorine or other equivalent
disinfectant. Because low pressure evaporators operate at lower temperatures, this
type of plant should be fitted with an automatic disinfecting unit, generally chlorine
or electro silver ionization is used, before it is pumped to the storage tanks.

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Desalinated water effectively demineralises the seawater which makes it corrosive

with the potential to damage lines, tanks etc. Also, the taste of desalinated water is
bland, and may be considered unpalatable. Appropriate stabilizing and mineralizing
chemical treatments should therefore be applied before the water is passed into the
storage tank.
Water storage and distribution systems
1. Potable water storage tanks
Tanks should be clearly marked “Potable Water”. They should be used in regular
rotation to avoid stagnation.
Storage should normally never be less than a 2-day supply. Consideration should be
given to the size of the ship's complement of officers and crew, the time and
distance between ports of call and the availability of water suitable for treatment
with facilities aboard. Storage may be decreased if the water supply can be
supplemented by water produced by water making plants, but only to the amount
that can be reliably supplied by the water making plant.
Coatings systems other than cement should be specially developed for use in potable
water tanks. Manufacturer’s recommendations for application and drying or curing
of the coating must be followed. All items that penetrate the tank, for example bolts,
pipes, pipe flanges should be coated with the same product.
Potable Water tanks should be cleaned regularly (every six months).
Distribution systems
The freshwater distribution pumps should not be capable of being connected to any
other service. The suction lines of the pumps should not be cross-connected with the
piping or storage tank of any non-potable-water system. Lines should not be
submerged in bilge water, or pass through tanks storing non-potable liquids.
Overflows, vents and drains from tanks, and drains from the distribution system
(including any treatment plant) should not be connected directly to sewage drains.
Potable water piping should be painted or hatched blue. If the direction of flow is
important, this shall be shown by means of an arrow pointing in the respective
direction. Potable water outlets should be labelled POTABLE WATER. All non-potable
outlets should be labelled UNFIT FOR DRINKING. If hot water piping and cold-water
piping run adjacent to one another, appropriate thermal insulation should be carried
out.
Calorifiers and pressure tanks should be fitted with efficient connections at the
lowest point of the unit so that loose scale or sludge can be completely drained off
after cleaning and maintenance. They should have adequate access to enable
thorough cleaning.

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The design of the distribution system should provide maximum circulation, avoiding
dead legs and optimum conditions for bacterial growth (15°C to 50°C). The risk
increases where sections of the system are not kept in continuous use. To minimize
the risk a ring main system with circulation pumps in hot and cold-water lines should
be considered for large scale demand such as passenger ships for example.
Corrosion and scale inhibitors if used should be suitable for use in fresh water
systems.
Taps and other fixtures
Fixtures should be resistant to the corrosive effects of salt water and saline
atmosphere and fit for use with fresh water systems. They should be easy to clean
and designed to function easily and efficiently. Approved mixer taps should be fitted
to showers and it is recommended that hand wash basins should have hot and cold
mixer taps.
13.4 FOOD HABITS ON BOARD
An adequate diet should provide:
▪ The necessary calories to supply the required energy,
▪ Proteins and minerals for building and repair of body cells,
▪ Vitamins and minerals to supply the protective materials.
Meals have to supply enough proteins for formation and repair of body tissues,
adequate supply of minerals to reinforce body tissues and sufficient carbohydrates
and the right amount of fats for energy. There must also be vitamins and anti-
oxidants to keep the body’s functions in good order.
The body derives its energy mainly from fats and carbohydrates such as butter, oil,
ghee, cereals, pulses, sugar, cheese, its body building materials from milk, eggs,
meat, fish, and cheese supplemented by cereals, pulses, and nuts; and its protective
materials from the minerals and vitamins of milk, cream, butter, egg, cheese, fruits,
vegetables, particularly green raw vegetables.
We suggest that a diet made of the following foods would provide all the necessary
nutrients: -
▪ MILK: 1 cup of 250 ml daily
▪ CHEESE AND PULSES: At least once per day.
▪ MEAT, FISH OR EGGS: Once in 2 days-for non-vegetarians. This can be
supplemented by dry fruits for vegetarians.
▪ FRUIT: At least once daily.
▪ VEGETABLE: Two kinds’ daily. If possible one green vegetable. Salad should
also be taken with each meal when available.
▪ FAT: butter or ghee /oil.
▪ CEREALS

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▪ WATER: About 2 litres daily, half in the form of water & remaining can be in
the form of milk/tea/ coffee/juices.
FIBRE INTAKE
Fibre is the indigestible carbohydrate found in plant cell walls and is either soluble or
insoluble. Soluble fibre acts like a gel and insoluble fibre adds bulk to or softens
stools. A healthy fibre content of the diet can be achieved by eating fruits,
vegetables, beans, and whole grains.
BENEFITS OF FIBER
▪ Fibre is filling without being fattening
▪ Fibre slows fat absorption
▪ Fibre reduces cholesterol
▪ Fibre helps prevent constipation
▪ Fibre protects against colon cancer
▪ Fibre makes blood sugars more stable
Although it remains difficult to estimate the impact of poor nutrition on occupational
accidents, the connection between fatigue and nutritional deficiency (iron and
vitamin B) is well known.
Iron deficiency accounts for loss in productivity and results in fatigue and loss of
dexterity.
Lack of food can induce drowsiness and is a risk onboard ship.
Hypoglycaemia (low blood sugar) can shorten attention spans and slow down the
processing of information.
Snacking on sugary foods and drinks, gives a short surge in energy but can leave the
body more tired afterwards.
13.5 FITNESS OF SHIPS STAFF
Fitness training is the physical activity people use to improve or maintain their
physical condition. Through fitness exercises we try to improve our stamina,
suppleness, and strength. Staying fit helps in many ways:
▪ It makes you physically and mentally stronger
▪ You are more balanced, without stress or physical hindrance
▪ Digestion improves
▪ Weight is kept under control
▪ Blood sugar stabilizes, preventing diabetes
▪ Sleep improves
▪ Concentration improves as well as self confidence
▪ Bones and muscles get stronger, reducing the risk for injuries and disease

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▪ Blood pressure stabilizes and the amount of “good” cholesterol increases,

reducing the risk of cardiovascular disease
▪ The possibility of doing any fitness exercise is limited on a ship. Even modern
ships cannot always fulfil the needs of today’s seafarers to do sport and
fitness activities.
▪ We recommend following activities on board
▪ Walks
▪ Organize walks onboard after meals with a fixed route so that people can join
in at any time.
▪ These walks may last between 20 to 30 minutes at most and can also be used
as meeting time.
▪ Needless to say, that proper PPE must be donned in case walking on main
deck and weather conditions considered.
▪ 10 000 steps a day is the recommended minimum for health benefits from
walking.
Skipping
Stand with a straight back, chest out, stomach in. Place your feet slightly apart. Bring
the left leg up to an angle of 90°. At the same time, bring your right arm up to an
angle of 90°. Bring the arm and leg down and repeat the same exercise with the
other arm and leg. Repeat this exercise for one minute without stopping.
Heel lift
Stand with a straight back, chest out, stomach in.
Place your feet slightly apart.
Bring your heel backwards and touch your bottom.
Bring your foot back down to the floor.
Touch your bottom with the other foot and bring that foot down again.
Yoga
It is equally important, especially in the management of daily stress and fatigue at
work, for relaxation to be part of the daily exercises. Exercises that involve body and
mind and require deep concentration improve body alignment, posture and balance.
Typical examples are yoga.
Exercising pushes the body out of the comfort zone. In reaction, the body prepares
itself for future challenges. Fitness therefore improves during rest and not during
exercise. It is very important to adhere to the rest periods and not to overstrain and
injure yourself.
Regular updates and additional information on the above topic shall be promulgated
to the vessels when available.

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13.6 PEST MANAGEMENT AND CONTROL ON BOARD

Every vessel should have a Vector management plan in place to effectively control
pests and carrier borne diseases.
Infectious diseases on board may have a considerable toll on the operational capacity
of ships and in extreme circumstances become impediments to international
commerce and travel. Prevention of such incidents and a proper response should they
occur are a top priority for all those responsible for ship design, construction and
operation.
The main focus of this Vector management plan is to recommend effective measures
to keep vectors at bay in the operation of ships thus ensuring health onboard.

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HEALTH SURVEILLANCE Page : 1 of 5
14. HEALTH SURVEILLANCE

PURPOSE
Health surveillance is a means of identifying early signs of ill health caused by
occupational hazards so that action can be taken to protect individuals at an early stage
from further harm.
For example:
▪ where a worker’s exposure to a hazardous substance is approaching the agreed
limit, the worker should be removed from exposure before any harm is done;
▪ if symptoms of minor ailments (eg skin rash) are detected, action should be
taken to prevent them becoming major health problems.
Health surveillance procedures include-
▪ simple methods, such as if a seafarer has been working with chemicals, looking
for skin damage on hands;
▪ enquiries about symptoms, for example: if a seafarer regularly works with paints
or solvents, issue a health questionnaire asking if they have developed any
breathing difficulties;
▪ periodic checks on seafarers, such as a hearing test, a lung function test
(spirometry test), testing blood, or urine samples based on the history of
working condition; or
▪ more involved medical examinations where found necessary (in addition to
medical examinations for seafarer’s medical certificates).
Health surveillance is beneficial because it forms another source of information to help
protect seafarers from illness caused by exposure to health risks on board the ship. The
results of health surveillance can provide a means of:
▪ Checking the effectiveness of health control measures;
▪ Providing feedback on the accuracy of health risk assessment;
▪ Identifying and protecting individuals at increased risk.
The risks can then be managed more effectively, and the effectiveness of existing
control measures can be evaluated.
Health Surveillance is not to be used as a substitute for measures to control risks to
health and safety. Control measures should always be the first consideration to reduce
risk. Nor is it the same as medical examinations which are intended to assess fitness for
work (for example pre-employment, sickness resumption or periodic examinations).
However, where relevant, health surveillance is conducted at pre-employment
assessment, so that a base-line reference can usefully be established.

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APPLICATION
Health surveillance should be introduced where risk assessment identifies that:
▪ A particular work activity may cause ill health;
▪ An identifiable disease or adverse health condition is related to the work;
▪ Recognised testing methods are available for early detection of an occupational
disease or condition - eg audiometry, skin inspection where dermatitis is a
hazard;
▪ There is a reasonable likelihood that a disease or condition may occur in relation
to particular working conditions;
▪ Surveillance is likely to further the protection of workers’ health.
▪ Seafarers exceeding contract duration and awaiting relief.
▪ Seafarer can be allowed to continue working on board with an existing medical
condition without Shore Medical accessibility due to local Port restriction, only
after proper evaluation of his/her condition.
All workers should be subject to whatever health surveillance is appropriate for the
work activities they are involved in Examples of circumstances in which it may be useful
include:
▪ with hazardous substances, such (eg. Chemical agents);
▪ with substances that may cause occupational lung disease;
▪ in areas with high noise levels;
▪ with machinery which produces hand-arm or whole-body vibration
▪ with asbestos or lead.
▪ Use of substances known to cause dermatitis (eg. Solvents)
WHAT TO DO
Once it is decided that health surveillance is appropriate, it should be maintained whilst
the worker remains exposed to the hazard(s) in question. A worker’s health surveillance
records should where possible be retained, even when the worker changes
employment.
Health surveillance may involve one or more of the following, as applicable:
▪ Inspection of readily detectable conditions (e.g. skin damage) by a person acting
within the limits of their training and experience.
▪ Enquiries about symptoms;
▪ Hearing checks (audiometry);
▪ Medical examinations or company health checks;
▪ Testing blood or urine samples.

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The frequency of such checks should be determined either on the basis of suitable
general guidance (eg skin inspection for skin damage) or on the advice of a qualified
occupational health practitioner. The workers concerned could be given an explanation
of the purpose of health surveillance and an opportunity to comment on the proposed
frequency of such health surveillance procedures, either directly or through their safety
representatives.
WHO CAN CARRY OUT HEALTH SURVEILLANCE
Health surveillance can be carried out by:
▪ Seafarers checking themselves for signs or symptoms of ill health; if this is the
case the seafarer be trained on what to look for and report the symptoms to
Safety officer or Master;
▪ Safety officer, based on the nature of work being undertaken by crewmembers
shall carry out health surveillance on individuals as necessary.
▪ The ship owner requiring seafarers to regularly complete health surveys;
▪ For certain hazards, it may be necessary for clinical examinations to be carried
out by an occupational health professional (such as a doctor or a nurse with
appropriate training and experience).
Seafarers should be informed of the results of any health surveillance that has been
carried out, and confidentiality must be maintained in respect of individual health
records containing clinical information.
HEALTH CAMPAIGNS
Quarterly health campaigns are initiated on various health related topics to monitor and
educate staff as diet, nutrition, exercise, yoga etc. The vessel should actively participate
in all campaigns.
BODY MASS INDEX (BMI)
Body Mass Index (BMI) is a person’s weight in kilograms divided by the square of height
in meters. A high BMI can be an indicator of high body fatness. BMI can be used to
screen for weight categories that may lead to health problems, but it is not diagnostic of
the body fatness or health of an individual.
BMI is moderately correlated with more direct measures of body fat obtained from
skinfold thickness measurements or any other scientific method of fat determination.
Furthermore, BMI appears to be as strongly correlated with various metabolic and
disease outcome as are these more direct measures of body fatness.

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Calculation of BMI
BMI is calculated the same way for both adults and children. The calculation is based on
the following formulas:
Measurement Formula and Calculation

Units
Kilograms and Formula: weight (kg) / [height (m)]2

meters (or With the metric system, the formula for BMI is weight in kilograms divided by
centimetres)
height in meters squared. Because height is
commonly measured in centimetres, divide height in centimetres by 100 to

obtain height in meters.
Example: Weight = 68 kg, Height = 165 cm (1.65 m)

Calculation: 68 ÷ (1.65)2 = 24.98
Pounds and Formula: weight (lb) / [height (in)]2 x 703

inches Calculate BMI by dividing weight in pounds (lbs) by height in inches (in)
squared and multiplying by a conversion factor of 703.
Example: Weight = 150 lbs, Height = 5’5″ (65″)

Calculation: [150 ÷ (65)2] x 703 = 24.96
Interpretation of BMI
For adults 20 years old and older, BMI is interpreted using standard weight status
categories. These categories are the same for men and women of all body types and
ages.
The standard weight status categories associated with BMI ranges for adults are shown
in the following table.

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BMI Weight Status
Below 18.5 Underweight
18.5 – 24.9 Normal or Healthy Weight
25.0 – 29.9 Overweight
30.0 and Above Obese

References: Fatigue Management onboard (Ch10)
MENTAL HEALTH COUNSELLING

Synergy established a nine-language help line to address psychological needs and
general mental health and wellness for all maritime personnel. The “iCALL” tool has
been developed in collaboration with TISS (Tata institute of social sciences).
“iCALL” – Initiates Concern for all and is a mental health project which endeavours to
provide professional and free counselling 24/7, through technology assisted mediums
such as, telephone, email and chat to anyone in need of emotional support, irrespective
of age, gender, sexual orientation or race, and transcending geographical distances
while ensuring confidentiality.
All ship staff (onboard and ashore) are encouraged to use the “iCALL” facility.
24X7 Call helpline number: +91 9677000888
Email: icall@tiss.edu

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OCCUPATIONAL HAZARDS AND DISEASES Page : 1 of 22
15. OCCUPATIONAL HAZARDS AND DISEASES

15.1 GENERAL
In order to reinforce the preventive measures which has a possibility of risk on crew
health, below procedure has been formulated to mitigate and reduce exposure of crew
to a reasonably possible minimum level.
A risk assessment to be carried out for controlling various occupational hazards
including vibration and noise, and appropriate action to be taken to reduce the risk to a
reasonable level.
Any flag specific instructions shall be adhered e.g. Danish Flag on handling carcinogens,
paints, noise etc.)
15.2 VIBRATION
Vibration is a mechanical phenomenon whereby oscillations occur about an equilibrium
point.
Mechanical vibration is vibration that occurs in a piece of machinery or equipment, or
on a ship as a result of its operation. Mechanical vibration can cause severe back pain
and long-term damage to hands and fingers.
There are two types of mechanical vibration to be considered;
▪ hand-arm vibration and
▪ whole-body vibration.
Hand-arm vibration is vibration transmitted into workers’ hands and arms. This can
come from use of hand-held power tools (such as chipping hammers, grinders,
Pneumatic tools etc), or by holding materials being worked by hand-fed machines (such
as pedestal grinders).
Regular and frequent exposure to hand-arm vibration can lead to permanent health
effects collectively known as hand-arm vibration syndrome(HAVS), as well as specific
diseases such as carpal tunnel syndrome(CTS). This is most likely when contact with a
vibrating tool or work process is a regular part of a seafarer’s job. Occasional exposure is
unlikely to cause ill health.
The following can be symptoms and effects of HAVS:
▪ tingling and numbness in the fingers which can result in an inability to do fine
work (for example, assembling small components) or everyday tasks (for
example, fastening buttons);
▪ loss of strength in the hands which might affect the ability to do work safely;

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▪ the fingers going white (blanching) and becoming red and painful on recovery,
reducing ability to work in cold or damp conditions, e.g. outdoors.
The following can be Symptoms and effects of CTS:
▪ tingling, numbness, pain and weakness in the hand which can interfere with
work and everyday tasks and might affect the ability to do work safely.
Whole-body vibration is mechanical vibration which is transmitted into the body
through the supporting surface when seated or standing during a work activity, for
example, riding in a rescue boat in choppy seas. One of the primary health effects of
whole-body vibration can be back pain.
15.3 MEASUREMENT AND EVALUATION OF EXPOSURES TO VIBRATION
15.3.1 MAXIMUM EXPOSURE LEVELS / EXPOSURE POINTS SYSTEM AND READY-RECKONER
The daily exposure action value and daily exposure limit value are as follows
Hand-arm Whole- Action Required
Vibration body
Vibration
Above this limit, it is required to -
• reduce the seafarer’s exposure;
Daily • implement a programme of
Exposure 2.5m/s² 0.5m/s² organisational or technical
Action Value* measures; and
• provide crew with information,
instruction and training.
This is the maximum amount of
vibration a crew may be exposed to on
any single day. If the vibration levels
are above this limit, then the reasons
Daily
why the limit has been exceeded to be
Exposure 5.0m/s² 1.15m/s²
analysed and action taken to reduce
Limit Value*
the exposure below this value. The
organisational or technical measures
shall be amended to ensure the limit is
not exceeded again.

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The table below is a ‘ready reckoner’ for calculating daily vibration exposures. Data
required for calculation is the vibration magnitude(level), which can be obtained from
the work equipment manual and exposure time, which will be the expected period of
work. The ready-reckoner covers a range of vibration magnitudes up to 40 m/s2 and a
range of exposure times up to 10 hours.
The exposures for different combinations of vibration magnitude and exposure time are
given in exposure points instead of values in m/s2 A (8).
▪ exposure points change simply with time: twice the exposure time, twice the
number of points;
▪ exposure points can be added together, for example where a worker is exposed
to two or more different sources of vibration in a day;
▪ the exposure action value (2.5 m/s2 A (8)) is equal to 100 points;
▪ the exposure limit value (5 m/s2 A (8)) is equal to 400 points;
Using the ready reckoner

1. Find the vibration magnitude (level) for the tool or process (or the nearest value) on
the grey scale on the left of the table.

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2. Find the exposure time (or the nearest value) on the grey scale across the bottom of
the table.
3. Find the value in the table that lines up with the magnitude and time. The
illustration shows how it works for a magnitude of 5 m/s2 and an exposure time of 3
hours: in this case the exposure corresponds to 150 points.
4. Compare the points value with the exposure action and limit values (100 and 400
points respectively). In this example, the score of 150 points lies above the exposure
action value.
The colour of the square containing the exposure points value tells you whether the
exposure exceeds, or is likely to exceed, the exposure action or limit value:
Above limit value
Likely to be above limit value
Above action value
Likely to be above action value
Below action value
5. If a worker is exposed to more than one tool or process during the day, repeat steps
1 – 3 for each one, add the points, and compare the total with the exposure action
value (100) and the exposure limit value (400).
15.3.2 CONTROL MEASURES:
The following can be the possible control measures, to reduce the health risk due to
Vibration, but not limited to:
▪ Other alternative working methods which can possibly reduce or eliminate crew
exposure to vibration
▪ Involve more people and sharing the load thereby minimising the hours of
exposure
▪ When purchasing new work equipment, the vessel in co-ordination with
purchase department can receive equipment’s with reduced vibration, and
should receive the following from the supplier:
a. warning of any vibration-related risks from using the equipment
b. information on safe use and, where necessary, training requirements
c. information on how to maintain the equipment
d. information on the vibration emission of the equipment.

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▪ By reviewing or implementing appropriate maintenance programmes for work

equipment (Tools), the workplace(environment) and workplace systems (Time
and work place management) in order to mitigate Vibration which can be caused
by wear and tear or misalignment of components
▪ As far as practicable, anti-vibration handles can be used as required. Old tools
which cannot be retrofitted with anti-vibration handles should be considered for
replacement with modern tools, where appropriate.
▪ By reviewing and improving the design and layout of workplaces and
workstations to improve work postures, which will minimise loads on seafarer’s
hands, wrists and arms
▪ By providing adequate information and training to seafarers to ensure that Crew
are familiar with the effects of vibration and familiar with work equipment which
should be used correctly and safely in order to reduce exposure to mechanical
vibration
▪ Limits can be imposed on the duration and intensity of the use of equipment
which are being regularly used on prolonged basis, such as chipping hammers
▪ By providing protective clothing to keep seafarers warm and dry, which will
encourage good blood circulation which helps to protect against developing
vibration white finger
▪ By adapting measures to seafarers who are particularly sensitive to vibration and
▪ By improvising on working system by taking into account the results from any
health surveillance that has been carried out.
▪ To comply with control measures as per the risk assessment carried out

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CONTROL OF VIBRATION Objective – To protect seafarers

from the risks related to
exposure to vibration.
Risk Assessment Health Surveillance

Risk assessment to be carried out to assess the May be required following the risk
level of mechanical vibration to which seafarers are assessment.
exposed. If necessary this may require a
measurement of the Exposure Limit Value and
Exposure Action Value for Hand-arm vibration and To be reviewed if there are significant
Whole-body Vibration. changes which may affect its validity, or if
results of health surveillance indicate there
is a further risk.
A copy of the risk assessment is to

remain on the vessel.
Daily Exposure Limit Value
Hand-arm = 5.0m/s²
Whole-body = 1.15m/s²
Daily Exposure Action Value

Hand-arm = 2.5m/s²
Whole-body = 0.5m/s² If this limit is exceeded, suitable
and sufficient information,
instruction and training shall be
provided to the seafarers.
If this limit is exceeded the ship owner
is required to establish and implement
a programme of organisational or This is the maximum amount of
technical measures to reduce vibration a seafarer may be
seafarer s exposure to as low as is exposed to on any single day.
reasonably practicable.
Once the organisational and technical If this limit is exceeded then the
measures have been completed the reasons to be identified and take
effectiveness of the measures shall be action to reduce the exposure
re-assessed. below this value.
If it is found the Daily Exposure Limit The effectiveness of the technical

Value has been exceeded and/or organisational measures
shall be re-assessed.

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15.4 NOISE
A form and level of environmental sound that is generally considered likely to annoy,
distract or even harm other people.
Noise on board ships can cause hearing loss which can be temporary or permanent.
People can experience temporary deafness after leaving a noisy place which although
normally recovers within a few hours should not be ignored, it is a sign that continued
exposure could cause permanent damage. Permanent hearing damage can be caused
immediately by sudden extremely loud explosive noises such as from cartridge operated
machines.
Hearing loss is usually gradual because of prolonged exposure to noise, such as working
in an engine room without wearing hearing protection. It may only be when damage
caused by noise over the years combines with hearing loss due to ageing that people
realise how deaf they have become.
Hearing loss is not the only problem. People may develop tinnitus (ringing, whistling,
buzzing or humming in the ears), a distressing condition which can lead to disturbed
sleep.
As a guide, potentially harmful noise levels are quite likely where seafarers
▪ have to shout to be clearly heard by someone 2 metres away;
▪ experience temporary dullness of hearing, or ringing in their ears after leaving
the work space;
▪ are exposed to impulsive noises such as the sudden release of compressed air, or
loud explosive noises from equipment such as cartridge-operated tools;
▪ are exposed to high-level impact noise from hammering on metal surfaces, or
using chipping hammers; or
▪ work in machinery spaces.
As a rough guide to determine whether noise measurements are required the test
below can be used.

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Noise measurements will

be needed if seafarers are
Test Likely noise level
subject to this level of
noise for more than
The noise is intrusive, but 80 dB(A) 6 hours
normal conversation is
possible.
You have to shout to talk 85 dB(A) 2 hours
to someone 2 metres
away.
You have to shout to talk 90 dB(A) 45 minutes
to someone 1 metre away.
Exposure action values and exposure limit values
Daily or weekly Peak sound

Action required
noise exposure pressure
Lower Exposure 80dB 135dB If the noise levels are higher

than this value
Action Values (A-weighted) (C-weighted)
suitable and sufficient
information, instruction and
training are to be provided to
seafarers;
to provide hearing protection.
Upper Exposure 85dB 137 dB If the noise levels are at or
above this value
Action Values (A-weighted) (C-weighted)
as far as practicable the crew to
wear hearing protection;
the area shall be identified by a
sign specifying hearing
protection is worn and access to
the area must be restricted as
far as is practicable.

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Daily or weekly Peak sound

Action required
noise exposure pressure
If the noise levels exceed this

value a programme of technical
or organisation measures (or
both) shall be established to
reduce exposure to as low as is
reasonably practicable.
Exposure Limit 87 dB 140 dB Crew must not be exposed to
Values When noise exceeding this value.
(A-weighted) (C-weighted)
applying this If the noise levels exceed this
value account value then action to be taken to
may be taken in reduce the exposure limit to
any reduction below this value.
in exposure
provided by
hearing
protection.
A-weighted is used to measure average noise levels
C-weighted is used to measure peak, impact, or explosive noises
15.4.1 CONTROL MEASURES:
The following can be the possible control measures, to reduce the health risk due to
Noise, but not limited to:
▪ Other alternative working methods which can possibly reduce or eliminate crew
exposure to Noise
• When purchasing new work equipment, the vessel in co-ordination with
purchase department can receive equipment’s with minimal Noise, and
should receive information
• on safe use and, where necessary, training requirements and information
on how to maintain the equipment
▪ By reviewing or implementing appropriate maintenance programmes for work
equipment, the workplace and workplace systems in order to reduce Noise,
which can be caused by wear and tear or misalignment of components

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▪ By reviewing and improving the design and layout of workplaces and

workstations in order to avoid and minimise work period in noisy environment
▪ For noise generated by impact, can verify the possibility of eliminating the
impact, reducing its velocity, changing from metal to plastic materials, or
cushioning or coating one or both of the surfaces
▪ By minimizing, if possible, the time during which the noisy equipment is run
▪ By providing adequate information and training to seafarers to ensure that Crew
are familiar with the effects of Noise and familiar with usage of work and
personal protective equipment which should be used correctly and safely in
order to reduce exposure to Noise
▪ By adapting measures to seafarers who are particularly sensitive to Noise and
▪ By improvising on working system by taking into account the results from any
health surveillance that has been carried out.
▪ Regularly monitor the noise levels by the noise meter provided and comply with
control measures as per the risk assessment carried out
Except in an emergency, noise in the accommodation and service spaces should not
exceed the following limits –
Maximum Noise
Area
Limit dB(A)
Accommodation Space
Cabins and hospitals 60
Mess rooms 65
Recreation room 65
Open recreation areas 75
Offices 65
Service spaces
Galleys, without food processing equipment operating 75
Serveries and pantries 75
The maximum noise limits stated above are in accordance with IMO Resolution
A.468(XII) Code on Noise Levels on Board Ships.

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CONTROL OF NOISE Objective – to reduce and

prevent the risk of seafarers
being exposed to harmful levels
of noise
Risk Assessment Health Surveillance

Risk assessment is carried out to assess May be required following the risk
the level of noise to which seafarers are assessment.
exposed. If necessary this may require a
measurement of the Exposure Limit
Values & Exposure Action Values, to To be reviewed if there are significant
determine if they have been exceeded. changes which may affect its validity, or
if results of health surveillance indicate
there is a further risk.
A copy of the risk If the Exposure Limit Values have been

assessment is to remain exceeded. Daily or weekly personal noise
on the vessel. exposure = 87dB. Peak sound pressure =
140dB(Any reduction in exposure provided by
hearing protection may be taken into account
when calculating this value).
Lower Exposure Action
Values Daily or weekly Upper Exposure Action Values
personal exposure = Daily or weekly personal
80dB Peak sound exposure = 85dB Peak sound
pressure = 135dB pressure = 137dBIf
If at or above this value

If this value is exceeded hearing protection shall This is an absolute limit.
the ship owner is to be worn and the area is Seafarers shall not be
provide hearing to be identified by exposed to noise
protection means of a sign stating exceeding this value.
hearing protection is to
be worn.
suitable and sufficient Immediate action is to

information, instruction If this value is exceeded be taken to reduce the
and training are to be a programme of exposure limit value, and
made available to technical or the reasons why it has
seafarers. organisational measures occurred are to be
are to be implemented. Identified.

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15.5 HAZARDOUS SUBSTANCES

Many substances found on ships are capable of damaging the health and safety of those
exposed to them. They include not only substances containing hazard warning labels
(e.g. on dangerous goods cargoes and ships’ stores) but also, for example, a range of
dusts, including hardwood dusts, fumes and fungal spores from goods, plant or activities
aboard ship.
Risk assessment will identify where personnel are working in the presence of substances
hazardous to health or safety and evaluate any risks from exposure. Appropriate
measures should be taken to remove, control, or minimise the risk.
The risk assessment will also provide information to determine whether health
surveillance is appropriate (Refer HSM Chapter 12).
As an aid to the identification of hazards and the assessment of risks from dangerous
goods reference may be made to the International Maritime Dangerous Goods Code or
to the Chemical data sheets contained in the Tanker Safety Guides (Gas and Chemical)
issued by the International Chamber of Shipping. Information concerning hazardous
cargoes carried in bulk should be available where applicable to allow the assessment to
be made.
In the case of ship’s stores etc., reference should be made to the manufacturer’s
instructions and material safety data sheets (MSDS), which may be supplied with the
goods. Reference may also be made where appropriate to the series of publications
issued by the Health and Safety Executive under the Control of Substances Hazardous to
Health Regulations. MSDS should be displayed near the storage area.
The risk assessments shall also consider the risk arising from exposure to carcinogens
and mutagens.
A “carcinogen” is a substance for which evidence exists establishing a link between
exposure to it and the development of cancer, and a “mutagen” is a substance for which
evidence exists establishing a link between exposure to it that substance and heritable
genetic damage.
Vessel to ensure that supplier of a dangerous chemical to provide information about the
hazards. This information is usually provided on the package itself (E.g. by means of a
label) and, if supplied for use at work, in a Material Safety Data Sheet (MSDS)
Where the risk assessment reveals a risk to workers’ health and safety from carcinogens
and mutagens, and the measures required in section do not result in the complete
removal of that risk, it must be ensured that in no circumstances does the exposure
exceed the limit values set out in the Regulations

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15.5.1 PREVENTION OR CONTROL OF EXPOSURE:

The first consideration should always be to prevent exposure by removing the
substance, eg by substituting a less harmful one.
Where this is not reasonably practicable, prevention or control of exposure may be
achieved by any combination of the following means:
▪ total or partial enclosure of the process and handling systems;
▪ use of plant, processes and systems of work which minimise the generation of,
or suppress and contain/prevent, spills, leaks, dust fumes and vapours of
hazardous substances;
▪ the limitation of the quantities of a substance at the place of work;
▪ keeping the number of persons who might be exposed to a substance to a
minimum, and reducing the period of exposure;
▪ prohibiting eating, drinking, and smoking in areas that may be contaminated by
the substance;
▪ hygiene measures, including providing adequate washing and laundering
facilities and regular cleaning of walls/bulkheads and other surfaces;
▪ the designation of those areas which may be contaminated and the use of
suitable and sufficient warning signs; and
▪ the safe storage, handling and disposal of hazardous substances and use of
closed and clearly labelled containers.
▪ use of appropriate procedures for the measurement of hazardous substances, in
particular for the early detection of abnormal exposures resulting from an
unforeseeable event or an accident;
▪ the taking of individual/collective protection measures; and
▪ where appropriate, drawing up plans to deal with emergencies likely to result in
abnormally high exposure.
These measures should be applied to reduce the risk to personnel to the minimum, but
where they do not adequately control the risk to health, personal protective equipment
should be provided in addition.
Personnel should comply fully with the control measures in force.
For certain substances, very specific control measures apply; e.g. asbestos, benzene. In
cases where failure of the control measures could result in risk to health and safety, or
where their adequacy or efficiency is in doubt, the exposure of personnel should be
monitored, and a record kept for future reference.

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15.6 GAS HAZARDS

15.6.1 OXYGEN (DEFICIENCY)
Normal atmosphere contains 21% oxygen by volume. As the amount of available oxygen
decreases below the normal 21% by volume, breathing tends to become faster and
deeper. Most people would fail to recognize the danger until they are too weak to be
able to escape without help. This is especially so when escape involves the exertion of
climbing.
The oxygen content of the atmosphere in enclosed spaces may be low for several
reasons. The most obvious one is if the space is in an inert condition (on tankers), and
the oxygen has been displaced by the inert gas. Oxygen may also be removed from an
atmosphere by chemical reactions, such as rusting or the hardening of paints or
coatings. The process of bacteriological degradation also consumes oxygen. It must be
expected that any space, which has been closed for any significant
period, may be deficient in oxygen – especially if uncoated. Any space adjacent to or
otherwise connected with a space that has been pressurised with inert gas may also be
deficient in oxygen.
While individuals vary in susceptibility, all will suffer impairment if the oxygen level falls
to 16% by volume. Exposure to an atmosphere containing less than 10% oxygen content
by volume inevitably causes unconsciousness. The rapidity of onset of unconsciousness
increases as the availability of oxygen diminishes, and death will result unless the victim
is removed to the open air and resuscitated.
An atmosphere containing less than 5% oxygen by volume causes immediate
unconsciousness with no warning other than a gasp for air. If resuscitation is delayed for
more than a few minutes, irreversible damage is done to the brain, even if life is
subsequently saved.
Visual and audible alarm settings on personal oxygen meters are typically set for 19.5
percent oxygen. If the alarm is activated, all personnel should vacate the space
immediately.
15.7 TOXIC GASES
The toxicity of petroleum gases can vary widely depending on the major hydrocarbon
constituents of the gases.
Several indicators are used to characterise the effects of toxic vapours in various
concentrations.

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▪ Threshold Limit Value (TLV) – airborne concentrations of substances under which

it is believed that nearly all workers may be exposed day after day with no
adverse effect. There are three different types of TLV:
▪ Time Weighted Average (TLV-TWA) – The airborne concentration of a toxic
substance averaged over an 8-hour period, usually expressed in parts per million
(ppm).
▪ Short Term Exposure Limit (TLV-STEL) – The airborne concentration of a toxic
substance averaged over any 15-minute period, usually expressed in parts per
million (ppm).
▪ Ceiling (TLV-C) – The concentration that should not be exceeded during any part
of the working exposure.
In spite of the fact that serious health effects are not likely as a result of exposure to TLV
concentrations, the values are only guidelines. Best practice is to maintain
concentrations of all atmospheric contaminants as low as reasonably practicable
(ALARP).
15.7.1 HYDROGEN SULPHIDE
Hydrogen Sulphide (H2S) is a very toxic, corrosive, and flammable gas. This gas is
present in 'sour' crude Oil and at times found in Fuel Oil. H2S is colourless, is heavier
than air, has a relative vapour density of 1.189 and is soluble in water.
The effects of H2S at various increasing concentrations in air are laid out in the following
table:
H2S Concentration (ppm
Physiological Effects
by volume in air)
0.1 – 0.5 ppm First detectable by smell.
10 ppm May cause some nausea, minimal eye irritation.
25 ppm Eye and respiratory tract irritation. Strong odour.
Sense of smell starts to break down.
Prolonged exposure to concentrations at 100 ppm
50 – 100 ppm induces a gradual increase in the severity of these
symptoms and death may occur after 4-48 hours
exposure.
150 ppm Loss of sense of smell in 2-5 minutes.
350 ppm Could be fatal after 30 minutes inhalation.

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H2S Concentration (ppm

Physiological Effects
by volume in air)
Rapidly induces unconsciousness (few minutes) and
death. Causes seizures, loss of control of bowel and
700 ppm
bladder. Breathing will stop and death will result if not
rescued promptly.
700+ ppm Immediately fatal.
Note: Persons over-exposed to H2S vapor should be removed to clean air as soon as
possible.
The adverse effects of H2S can be reversed and the probability of saving the person’s
life improved if prompt action is taken.
Table – Typical effects of exposure to hydrogen sulphide (H2S)
The TLV-TWA of hydrogen sulphide is 5 ppm over a period of eight hours.
Special care must therefore always be taken during the bunkering.
More details provided in Cargo Operation manual (Tanker).
15.7.2 BENZENE
Benzene is considerably more toxic than generalised hydrocarbon vapours and typically
has a TLV-TWA of 1 ppm over a period of eight hours
Benzene primarily presents an inhalation hazard. It has poor warning qualities as its
odour threshold is well above the TLV-TWA. An exposure to this chemical also presents
a long-term chronic health hazards. Benzene can also be absorbed through the skin and
is toxic if ingested.
These chemicals are present in significant quantities in many petroleum cargoes such as
gasolines, gasoline blending components, reformats, naphtha’s, special boiling point
solvents, turpentine substitute, white spirits and crude oil.
15.7.3 MERCAPTANS
Mercaptans are colourless, odorous gases generated naturally by the degradation of
natural organisms. Their smell has been likened to rotting cabbage.
Mercaptans may occur on ships where seawater has remained beneath an oil cargo or
where oil residues are left in tanks that contain water. They are also found in water
treatment plants and ballast treatment facilities.

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Mercaptans are also present in the vapours of pentane plus cargoes and in some crude
oils. They are also used as an odorizing agent in natural gas. The initial effects of
Mercaptans on people are similar to those caused by H2S exposure.
15.8 ASBESTOS
Working with asbestos can release small fibres into the air. Breathing these fibres in can
eventually lead to a number of fatal diseases. These include:
▪ Asbestosis or fibrosis (scarring) of the lungs;
▪ Lung cancer; and
▪ Mesothelioma (cancer of the inner lining of the chest wall / abdominal cavity).
Although the body will get rid of most of the larger fibres that can enter the nose and
mouth, tiny fibres can pass into the lungs. The body naturally gets rid of any asbestos
fibres taken in with food and water. Asbestos fibres cannot be absorbed through the
skin. Provided the asbestos material is intact and in a position where it cannot easily be
damaged, it will not pose a risk to health by releasing fibres into the air.
There is no cure for asbestos-related diseases. There is usually a long delay between
first exposure to asbestos and the first symptoms of disease. This can vary between 15
and 60 years. It is possible that repeated low-level exposures may lead to asbestos-
related diseases.
15.8.1 USES OF ASBESTOS
Asbestos was used earlier for thermal insulation (lagging), brake (friction) linings,
jointing and packing. In addition to solid sheets, it may occur in sprayed form, pre-
formed mouldings and inside insulating boards.
15.8.2 PROTECTION
The hazard from asbestos only exists where material is in dust or fibrous forms. The
hazard increases with disturbance of the material.
Asbestos-free materials shall be used for all applications, including jointing, packing,
lagging and brake linings.
Any dust, broken or disturbed material containing, or suspected to contain asbestos
should be double-bagged (in plastic bags) and clearly marked.
On all new ships being delivered after 01 July 2012, Asbestos-free declarations and
supporting documentations will be collected from shipyard and equipment
manufacturers’ prior vessel’s delivery. These documentations will be reviewed by the
Superintendent in charge of the take over and then handed over to the Master. This
point has been included in the task list which is part of Management of Change.

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On existing ships, before finalizing any repair work (including work at ship yard) carried
out after 01 July 2012, company will obtain and verify necessary Asbestos-free
declarations and supporting documentations from service provider and manufacturers.
This point has been included in the task list which is part of Management of Change.
Every purchase order issued includes a statement to attach necessary Asbestos-free
declarations and supporting documentations issued by manufacturers. Any material
used as a working part of the ship after 01 July 2012 shall be supported with an asbestos
free declaration. Upon delivery of these items, Chief Officer and Chief engineer shall
review and receive the Asbestos-free declarations and supporting documentations. In
case this documentation is not available, vessel shall inform office and not use the
material till the documentation is received.
Before carrying out any maintenance / repair work or installing new equipment after 01
July 2012, necessary Asbestos-free declarations and supporting documentations shall be
confirmed prior using materials, equipment, installations and parts as per annex I. If
there are no Asbestos-free declarations and supporting documentations available, the
repair work should not be started and Master shall contact the Superintendent for
further follow up.
Copy of Asbestos-free declarations and supporting documentations shall be maintained
on board and in office. The vessel’s superintendent is the nominated person for
ensuring that Asbestos-free declarations and supporting documentations are provided
for any installation of new equipment and for any repair work.
A file should be initiated in the vessel for maintaining all the Asbestos-free declarations
and supporting documentations. This should be kept with Master. Classification
societies will audit the documentation during annual safety construction and safety
equipment surveys.
15.9 DERMATITIS
The symptoms of Dermatitis include redness, itching, scaling and blistering. If it gets
worse the skin can crack and bleed and the dermatitis can spread all over the body. It
can be bad enough to keep you off work or compel you to change jobs. If it is recognised
early and adequate precautions are taken, most people will make a full recovery. But
some people can be affected for life.
The skin coming into contact with particular substances or chemicals causes dermatitis.
Because of this it is sometimes called ‘occupational contact dermatitis’. How quickly you
get it depends on a number of things:
▪ The substance;
▪ Its strength or potency;

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▪ How long and how often it touches the skin.

Some things might affect you almost the first day you use them, others might take
weeks, months or even years to cause occupational dermatitis.
Dermatitis usually affects the hands or forearms, the places most likely to touch the
substance. But you can get it on your face, neck or chest from certain types of dusts,
liquids and fumes. Dermatitis can even spread to parts of your body that haven’t been in
contact with the substance. It can be very painful. But with a little care most cases can
be prevented.
15.9.1 PREVENTION
In some jobs, you may not be able to avoid working with substances which can cause
dermatitis but there is still a lot you can do to protect yourself:
▪ Wearing gloves. It may not be appropriate to wear gloves all the time, but
wearing gloves when handling substances that can cause dermatitis (and
remember to change them frequently) will help.
▪ Using barrier and moisturising cream before and after work. This will help to
protect and replace the natural oils that your skin loses when you wash or when
you come into contact with detergents and solvents.
▪ Wear a face shield or full-face mask, and protective coveralls where liquids,
fumes or dust that can cause dermatitis might get onto your face and neck.
▪ Keep your skin clean.
▪ Make sure your protective clothes are clean and intact.
▪ Keep your workplaces clean, including machinery and tools.
DO NOT use industrial solvents or detergents (e.g. toluene, gasoline, laundry
detergents), which are not designed for use on skin, to clean your hands, or any other
part of your body.
If you start to get dermatitis and it is spotted at an early stage, you can do something
about it. If you ignore the problem, it might not go away: it could affect you for life.
Report any skin problems to the ship’s medical Officer as soon as possible.
15.9.2 SUPERVISORS
Officers and supervising crew should ensure that crew take proper precautions to
prevent unnecessary skin contact with chemicals and other substances, which could
cause dermatitis. This includes proper use of Personal Protective Equipment.
Heads of Departments shall ensure that adequate supplies of Personal Protective
Equipment and proprietary hand cleansers are maintained on board for their
departments.

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15.10 HEAT RELATED ILLNESS

All ship-staff are to be aware of the problems that can be encountered by individuals
while working in hot and humid environments. These conditions are largely brought on
by heat and dehydration – and with proper care it is possible to prevent them.
Heat Cramps
▪ Heat cramps are muscle contractions, usually in the hamstring muscles (the
muscles at the back of the calves).
▪ These contractions are forceful and painful.
▪ These cramps are believed to be connected to heat, dehydration, and poor
conditioning, rather than due to lack of salt or other mineral imbalances. They
usually improve with rest, drinking water, and a cool environment.
Heat Syncope
This is a fainting spell induced in a person when the body tries to compensate for the
excessive heat by diverting blood from the brain to the skin.
Heat Exhaustion
▪ Although partly due to exhaustion – and feeling like exhaustion, as the name
implies – heat exhaustion is also a result of excessive heat and dehydration.
▪ The signs of heat exhaustion include paleness, dizziness, nausea, vomiting,
fainting, and a moderately increased temperature (101- 102 °F), which, in this
case, is not truly a fever, but caused by the heat.
▪ Additional symptoms may be a clammy skin, diarrhoea, rapid pulse, and
weakness. Rest and water may help in mild heat exhaustion, and ice packs and a
cool environment (with a fan blowing at the person) may also help. More
severely exhausted patients may need intravenous fluids, especially if vomiting
keeps them from drinking enough.
Heat Stroke
▪ Heat stroke is the most severe form of heat illness and characteristically
indicates a failure of the body’s temperature control systems.
▪ Heat stroke can be fatal depending upon severity and treatment.
▪ It can occur even in people who are not working or exercising, if the weather is
hot enough. These people have warm, flushed skin, and do not sweat. Persons
who have heat stroke after a period of working in hot weather, though, may still
be sweating considerably.

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▪ Whether activity-related or not, a person with heat stroke usually has a very high
temperature (106 °F or higher), and may be delirious, unconscious, or having
seizures. Other symptoms may include confusion, agitation, hyperventilation, a
racing pulse, and lethargy.
▪ These patients need to have their temperature reduced quickly, often with ice
packs, and must also be given IV fluids for rehydration; they must be taken to the
hospital as quickly as possible and may have to stay there for observation since
there is a possibility of organ failures due to the raising of the body’s
temperature to very high levels.
15.11 PREVENTION
Heat-related illnesses can be prevented:
▪ The important thing is to stay well hydrated; to make sure that your body can
get rid of extra heat, and to be sensible about exertion in hot, humid weather.
▪ Sweating is the body’s main system for getting rid of extra heat through
evaporation from the skin. As long as blood is flowing properly to the skin, extra
heat from the body’s core is "pumped" to the skin and removed by sweat
evaporation.
▪ Dehydration reduces the body’s ability to dissipate heat in two ways: one, by
limiting the amount of fluid available for sweating, and two, by keeping blood
away from the skin to keep the blood pressure at the right level.
▪ Dehydration sets in because the body loses water through sweat, and it is
important that that loss be made up.
▪ The best fluid to drink is water. When working in hot and humid conditions, it is
advisable to drink at least 4.5 litres (8 pints) of cool (but not iced) water daily.
Alcoholic drinks are to be definitely avoided.
▪ Although a little salt is lost through sweat, it is not of much significance; this loss
is better made up by eating lightly salted foods rather than taking salt tablets,
which may have an undesirable side effect of raising the body's sodium content
to hazardous levels.
▪ Remember, if the air is humid, it's harder for sweat to evaporate, and the body
finds it that much more difficult to get rid of excess heat than it would if the
environment were drier. So, when working in hot and humid environments,
whether it is in the engine room or inside a tank, remember to take the following
precautions:
▪ Drink lots of water and drink it frequently. Drink more than is needed to quench
thirst.

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▪ Limit working time in such places. If work requirements compel persons to stay
in these spaces for a long duration, then implement a regime of periodic breaks
to rest in a cool, dry place.
▪ When working in tropical areas, especially during the summer months, it is
recommended that work timings be adjusted so that a break is taken during the
afternoons to avoid working during the hottest and most uncomfortable part of
the day.
▪ Do not ignore the symptoms of heat exhaustion or heat stroke – bravado or an “I
can manage” attitude may progress the illness to a critical stage. Recognize the
symptoms early, report to the supervisor and leave the space immediately for
rehydration, cooling down or further treatment.
15.12 FIRST-AID
▪ First aid for a person suffering from heat exhaustion or while waiting for
emergency medical help for a person suffering from heat stroke:
▪ Take him out of the hot environment and bring him into the accommodation.
▪ Fan with a newspaper, towel or direct the air stream from a blower towards him.
▪ Sprinkle with water, apply wet towels or in the case of a heat stroke victim, apply
ice packs to areas of his body that have the greatest blood supply (the neck,
under the arms and knees, the groin etc.).
▪ Elevate the feet to direct blood back towards the head.
▪ If the person is conscious, offer plenty of fluids – water (preferably lightly salted),
electrolyte solution.
List of Occupational Diseases
for list of internationally recognized occupational diseases please refer to the following
publication List of occupational diseases (revised 2010)
Identification and recognition of occupational diseases: Criteria for incorporating
diseases in the ILO list of occupational diseases.

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SAFE OPERATIONAL PRACTICES Page : 1 of 13
16. SAFE OPERATIONAL PRACTICES

MANAGING SIMULTANEOUS OPERATIONS (SIMOPS)
It has been noted that an increasing trend in loss of containment incidents due to
lack of effective management whilst carrying out simultaneous operations.
When there is a potential of safety of an operation being compromised by another
activity, there arises a need to have a robust process to reschedule the activity.
SIMOPS to be avoided where possible and should be carried out ONLY after a
detailed Level II risk assessment.
During planning and execution of SIMOPS following flow chart must be adhered.
SIMOPS Flow Chart
Identification of Simultaneous Operation/Decision Matrix

For identification of various SIMOPS condition and decision matrix, please refer to
Appendix 4 - SIMOPS decision matrix.
SIMOPS Risk Assessment and planning

A detailed level II Risk assessment to be carried out to identify all the hazards
associated. Contingency planning and checklist must be addressed in the Risk
assessment.
Each SIMOPS must have a Plan. The plan is a document having a detailed step wise
actions that covers all the preventive and mitigative measures identified in the RA II;
for e.g., The Purpose of the operation, Toolbox meetings, Control measures,
reporting lines, communication methods, contingency planning, MOC requirements
etc.
Below points must be addressed in the risk assessment.
Example – A comprehensive risk assessment is carried out for bunkering and

discharging simultaneously, addressing the below key points:
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Communicati Fatig
Supervision Distraction Resources Knowledge
on ue
Each operation Common control Adequate number Sufficient Personnel Rest

SIMOPS is adequately location (CCR, of personnel for number of allocated are hours
RISK supervised ECR etc.) each operation walkie talkies & experienced are
ASSESS (requires VHF sets & in the compli
Multi-tasking of Personnel involved
separate allocation of concerned ed with
MENT personnel in bunkering and
supervisors) separate operation
and/or resources cargo operation
communication
(e.g. Topping of are not assigned
channels for
bunker tanks any other tasks
each operation
simultaneously)
* the above table is for illustration purposes only (List is not all inclusive)
Approval Process
RA for SIMOPS must be reviewed by the superintendent of the vessel. Any SIMOPS in
which the risk is categorised ‘high’ and above must be approved by the DPA & CMS.
SF-30 : SIMOPS Plan to be used in co-ordination with matrix.

Management team meeting / Toolbox meeting
▪ A meeting is carried out by the senior management on board to review the
upcoming SIMOPS, discuss the approved RA, company procedures and
contingency measures
▪ Prior execution of SIMOPS, an onboard tool box meeting involving relevant
personnel involved in the SIMOPS is to be conducted. This form a Last-minute
risk assessment (LMRA) for the SIMOPS.
Example - To discuss the upcoming bunkering & discharging operations
simultaneously, a management team meeting was carried out prior to port arrival
Example - Prior to commencement of the SIMOPS, a tool-box meeting was
conducted to discuss the following:
▪ Prevailing and forecasted weather condition
▪ Shore limitations if any
▪ Review of number and understanding of the allocated duties of the personnel
involved
▪ Availability of personal protective equipment / spill response equipment
▪ Availability of communication tools (Walkie talkies sets, VHF sets)
▪ Experience sharing – If an operation was carried out under similar conditions
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MARINE HELICOPTER OPERATION.

Marine helicopter operation demands a clear understanding of safety requirements
for both the vessel and the aircraft. The latest Guide to helicopter operation, by ICS
must be referred and all requirements to be adhered to at all times for routine
operation.
Helicopter operation is listed as a critical operation in SMM and requires the vessel
to carry out a level II risk assessment along with the use of the checklist listed in
Appendix C of the Guide.
the master shall ensure that on-board arrangements, equipment, training and drills
are at least as effective in ensuring safety as those outlined in the ICS Guide the
arrangements, equipment, crew training and drills for vessel-helicopter operations
are included in the vessel’s safety management system and the master has given
relevant instructions to the crew documentary evidence is on board regarding the
ability of any deck surface of a vessel on which a helicopter is likely to land to
withstand the loads imposed by a helicopter landing on that surface detailed
communication is undertaken between the master of the vessel and helicopter
operator or pilot regarding any information necessary for the safe conduct of a
vessel-helicopter operation, including the location and size of the helicopter
landing/winching area and that they are obstacle free.
The master of a vessel may wish to obtain specific advice about the types of
helicopters used and the types of helicopter operations performed in a particular
port (especially in Australia). Ships’ agents may assist by liaising with relevant port
authorities.
Communication
Effective communication between a vessel and helicopter in preparation for and
during helicopter operations is essential to ensure safety. This may involve messages
passed between the vessel operator, the ship’s agent and the helicopter operator.
Communication during helicopter operations will generally be between the
helicopter and the vessel.
When preparing for and conducting a vessel-helicopter operation, it is essential that
the vessel’s master ensures that all necessary information for the safe conduct of the
operation, including the details of the landing or winching area, is provided to the
helicopter operator or pilot. The master may also wish to obtain all important
helicopter information such as helicopter weight, landing gear type and rotor
diameter.
It is good practice that the receipt of all communications be formally acknowledged.

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Strength of helicopter landing area

It is a requirement of some coastal state, that the owner of a vessel ensures that
documentary evidence regarding deck strength of a vessel on which a helicopter is
likely to land be available on board. This information must include the ability of any
deck surface of the vessel to withstand the static and dynamic loads imposed by a
helicopter landing on that surface. This information could be obtained from:
▪ the classification society that carries out the vessel’s surveys;
▪ the shipbuilder that built the vessel; or
▪ the flag State of the vessel.
Helicopter landing & winching areas
Helicopter landing areas can consist of purpose-built landing pads or areas of the
vessel’s deck that do not have any obstructions in accordance with the ‘clear area’
requirements of the ICS Guide. Any obstacle within a helicopter landing and
winching area should be marked if it does not comply with the recommendations for
obstacles in the ICS Guide. A safe route to access the helicopter landing area or the
helicopter winching operations area should be properly marked and maintained.
Firefighting appliances and rescue equipment
It is a requirement that the equipment necessary for the safe conduct of vessel-
helicopter operations, including firefighting appliances and rescue equipment must
be at least as effective as that specified in the ICS Guide.
Reference should also be made to the International Convention for the Safety of Life
at Sea (SOLAS) Chapter II-2 Regulation 18 on helicopter facilities.
Training and Drills
Training, drills and familiarization of the equipment must be carried out for all
persons involved in helicopter operation. For Drills reference must be made to Drill
matrix.
Safe Helicopter operation
While landing on a vessels deck, the helicopter created strong vortexes of air
column, which if ignored may prove fatal for the team standing on deck.

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Photo Courtesy: Guide to helicopter/ship operation-ICS

A direct line of approach to the helicopter must be avoided always. All approach
must be made in the safe sector as illustrated above.
Prior Helicopter operation, risk assessment must be conducted in-depth, especially
to review the procedure for crewmembers having limited experience.
The below points must be discussed in depth.
To remain clear of the operating area. The Deck party should remain clear of the
operating area until pilot has switched off his anti–collision lights and given all clear
signal (usually a thumbs up sign) to indicate that it is safe to enter the area;
To keep visual contact with the helicopter crew & thus failure to comply with above
point 1;
The Deck Party Officer must not approach the helicopter with his helmet untied. A
loose object (foreign object) can easily fly and struck the moving rotor that may
cause major damages to the aircraft;
To approach helicopter from safe approach sectors- DPO must not approach the
helicopter from ahead, which is within the Danger Zone.
Officer in charge must be briefed and to maintain visual contact with the pilot at all
times.

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TRANSFER OF PERSONNEL
All ship-shore transfer of personnel shall be done by the use of a proper
accommodation ladder / gangway / shore ladders complying with relevant guidance
provided in the Code of Safe Working Practices (COSWP) and ship to ship transfer
guidelines for petroleum chemicals and liquified gas by OCIMF (9.4). However, it is
recognised that sometimes it is unavoidable to undertake transfers of persons at
sea.
In cases where personnel transfer is between ship-ship, ship-boat; the master must
ensure that due diligence and good seamanship are exercised during the transfer of
personnel. Ship specific operational Checklist (local checklist) should be maintained
in a plastic card and is to be checked & confirmed by OOW prior operation. Entry
shall be made in the log book regarding compliance with this checklist.
Following are the safe practices to be observed;
▪ The personnel transferred should be equipped with lifejackets and/or other
buoyancy aids;
▪ The person boarding or disembarking the vessel must be suitably attired.
Shoes must be worn. If any loose clothing is worn, same shall be tied firmly;
▪ Personnel hands are to be free for climbing the ladder. All the personal
baggage/equipment shall be picked up or lowered by line;
▪ Personnel to proceed for boarding only as per launch skipper’s approval;
▪ Only the accommodation ladder, a pilot ladder or a combination of both must
be used, rigged in accordance with best practises and relevant rules and
regulations. If pilot ladder is used for boarding or disembarking, ensure that
the ladder is properly secured and 3-point contact should always be
maintained while climbing the ladder.
▪ Boarding should be aborted if the conditions are not conducive for safe
boarding.
▪ While rigging gangway, the personnel must wear a suitable floating device
and must attach himself to a Fall preventive device.
The delay caused for additional safety measures should not act as a deterrent to
carry out the operations safely. If the master finds the planned transfer of personnel
may be impossible due to external conditions such as weather and/or sea conditions,
or the operation of the vessel may be interrupted due to conditions preventing the
transfer of personnel, he must assess the situation and consider options without
endangering safety. Use of personnel baskets of approved type may be considered
after appropriate risk assessment, especially when carrying out STS operations on
tankers when Yokohama fenders are in use. In such cases use of accommodation
ladder and pilot ladder may be impractical.

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16.3.1 GUIDANCE ON SAFETY DURING TRANSFERS OF PERSONS TO AND FROM SHIPS

TRANSFERS AT ANCHOR
Transfer of persons, other than those specially trained in the use of pilot ladders,
from/to a vessel at anchor should be carried out in accordance with relevant
guidance using proven arrangements e.g. accommodation ladder (if provided)/pilot
ladder /combination of an accommodation ladder and pilot ladder as appropriate.
However, there may be circumstances where use of an accommodation ladder is
considered to be unsafe as it may result in damage to the launch and/or the ladder,
or other operational reasons why a transfer alongside cannot be undertaken.
TRANSFERS WHEN UNDERWAY
Transfer should be carried out in accordance with relevant guidance using approved
arrangements e.g. accommodation ladder (if provided)/pilot ladder /combination of
an accommodation ladder and pilot ladder as appropriate. Where appropriate, both
vessels should make way at the slowest speed necessary to provide a lee and/or a
more stable platform with the Masters of both vessels mindful of the possible effects
of interaction between the vessels.
Masters should agree beforehand which vessel is the controlling vessel during the
personnel transfer. Often it is the larger of the two vessels which assumes control
when, in reality, it would more appropriate for the receiving vessel to confirm as safe
and readiness to receive personnel.
16.3.2 BEFORE THE TRANSFER
The following should be considered prior to any transfer when not alongside a berth:
1. A risk assessment of the transfer activity should be undertaken, and
appropriate safety measures put into place to ensure the safety of those
involved.
2. A briefing on board both ships is to be held for key personnel involved in the
transfer focussing on at least the following:
• Number, experience and mobility of the persons to be transferred;
• The type of boat being used and the resulting requirement for ropes,
securing points painters and fenders;
• The designated side for transfer;
• Any navigational / time constraints;
• The expected weather conditions;
• Required clothing and life-saving equipment for persons and ship
teams;
• Type of ladder to be used i.e. Pilot ladder or combination
arrangement and associated equipment;
• Actions required in the event of man overboard; and

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• The masters or skippers of both vessels and the persons being

transferred should be content for the transfer to take place.
▪ A personal floatation device (life jacket or life vest).
16.3.3 DURING THE TRANSFER
The following are strongly recommended during transfers when the ship is not
alongside a berth:
1. Wearing of lifejackets by all involved on deck and the persons being
transferred;
2. Unless the boat conducting the transfer is very small, fenders are to be used
at all times;
3. For transfers using a pilot ladder, it is advisable to use a safety harness .
4. The person being transferred should not carry any bags or luggage – any such
items should be separately transferred to the vessel;
5. A lifebuoy (with a light and line) is to be made available and at night the
transfer area is to be illuminated ;
6. Only one person at a time allowed on a ladder;
7. Where practicable manropes must be provided;
8. A pilot ladder must never be placed within the bulwark of the boat;
9. It should be ensured that there are clear, safe areas for persons to embark
and disembark between vessels;
10. When using a pilot ladder, the boats should be manoeuvred to ensure lee for
lowering persons; and
11. Personnel to be always available at the conning position, with availability of
engines, with clear communication available between the person at the
conning position and those assisting in the transfer.
12. Commonly agreed retrieval procedures should be in place before a transfer is
undertaken while making way.
RESCUE OF PERSONS - INFORMATION AND GUIDANCE
On vessels not equipped with a rescue boat a detailed assessment of available
retrieval equipment should be undertaken.
SECURING WALKWAYS
The Company requires a safe means of access to be provided and maintained to any
place on the ship at which a person may be expected to be, including
accommodation and other places of work.
Walkways used for transit about the ship shall, apart from being properly
maintained, be kept free of materials and substances liable to cause a person to slip,
trip or fall or cause an obstruction.
Spilled oil, grease or chemicals shall be cleaned up immediately.
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Lifelines for use with walkways on deck must be maintained in good order.
Walkways are to be marked and painted.
Walkways must always be maintained secure for use.
If found unsafe they must be secured by either removing the hazard or preventing its
use until it is secure again.
Unsafe walkways must be cordoned off to prevent inadvertent use and warning
notices regarding same shall be put up at conspicuous locations.
WORKING ON MOVING MACHINERY
Maintenance or repairs to, or immediately adjacent to, moving machinery should be
avoided. Work can only be granted in circumstances where job scope demands
working on running machinery (ie: greasing) or where it is impracticable for the
machinery to be stopped. However, in any case job supposed to be carried out in
controlled manner with proper risk assessment.
Close-fitting clothing should be worn, and long hair should be covered. The officer in
charge should consider whether it is necessary in the interests of safety for a second
person to be in close attendance whilst the work is being carried out.
16.5.1 GREASING OF MOORING WINCH/WINDLASS
Following precaution must be observed while greasing mooring winch/windlass.
• Risk assessment specific to the task must be carried out, reviewed, and
approved on board by the senior management.
• At least Two experienced and skilled persons must be assigned to carry out
greasing. One of them should be assigned to operate the winch while the
other shall carry out greasing.
• Any moving part or the gear shall be accessed only by using a wooden brush
(such as wooden paint brush) with a long handle (no steel rods, screwdriver
etc. are accepted). Never attempt to reach out to the unreachable or moving
parts by hands.
• Mooring winch/windlass operating lever must be kept in locked position with
its locking device engaged while working on any moving part.
• Persons involve must always be in sight of one another.
• Mooring winch should only be operated from its designated operating
position and after confirming that the person working on it has moved away
from the winch.

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• The windlass or winch should never be left to run with a control secured in
the 'on' (heave/slack) position. Under no circumstances, the operating
control of any machinery to be left unattended and secured in the running
mode.
• Clothing and personal protective equipment (PPE) must not be loose when
carrying out greasing and comply with the PPE Matrix.
HANDLING OF PORTABLE EQUIPMENT HAVING HIGH-PRESSURE OUTLET
Any machine generating high outlet pressure require additional precautions to ensure
safety of operator and personal working around.
To avoid incident during handling of such equipment, following actions shall be
considered every time task has been taken:
I. Discussion of level 2 risk assessment for the task to be undertaken
II. Training of all person involved in handling of the equipment prior use. Such
training shall include demonstration in safe handling in line with
manufacturer’s instruction.
III. Checking for availability and condition of the task specific PPE. PPE shall meet
the specification required by the equipment manufacturer.
IV. Checking the availability of recommended accessories and its suitability.
V. Such task should not be carried out by single person.
VI. Provision to stop the equipment in emergency
PROCEDURE FOR WORKING WITH POWER TOOLS
I. Power operated equipment may be dangerous unless properly maintained, handled
and used and should only be used by competent persons. The flexible cables of
electric tools should comply with the relevant Standard. Before work begins,
personnel should ensure that power supply leads and hoses are in good condition,
laid safely clear of all potentially damaging obstructions and do not obstruct safe
passage. Where they pass through doorways, the doors should be secured open.
II. Chain linkage or similar devices should be fitted between sections of pneumatic hose
to prevent whiplash in the event of breakage. Alternatively, safety valves can be
used which close off the lines.
III. Accessories and tool pieces (drill bit, chisel, etc.) should be absolutely secured in the
tool. Retaining springs, clamps, locking levers and other built-in safety devices on
pneumatic tools should be replaced after the tool piece is changed. Accessories and
tool piece should not be changed while the tool is connected to a source of power. It
is important to note here that while replacing the grinding wheels or wire brushes
the specification of the wheels must match those of the tool, especially the RPM. If
the RPM of the tool is greater than the specification of the wheel, it can lead to
disastrous consequences.

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IV. Correct safety guards for appliances should be securely fixed before starting any
operation. They should only be removed when the machinery is not operating and
disconnected from the power source. However, if removal is essential for
maintenance or examination of the equipment, the following precautions should be
taken:
V. Removal should be authorized by a responsible person, and only a competent person
should carry out the work or examination;
a. There should be adequate clear space and lighting for the work to be done;
b. Anyone working close to the machinery should be told what the risks are and
instructed in a safe system of work and precautions to take;
c. A warning notice should be conspicuously posted.
VI. During temporary interruptions to work, e.g. meal breaks and also at completion of a
task, equipment should be isolated from power sources and left safely or stowed
away correctly.
VII. Where the work operation causes high noises levels, hearing protection should be
worn. Where flying particles may be produced, the face and eyes should be
protected.
VIII. The vibration caused by reciprocating tools (pneumatic drills, hammers, Chisels, etc.)
or high-speed rotating tools can give rise to a permanent disablement of the hands
known as "dead" or "white" fingers. In its initial stages, this appears as a numbness
of the fingers and an increasing sensitivity to cold, but in more advanced stages, the
hands become blue and the fingertips swollen. Those prone to the disability should
not use such equipment. Others should be advised not to use them for more than 30
minutes without a break.
OPERATIONS / WORK CARRIED OUT FROM WORKBOAT, DINGY, LIFEBOAT,
RESCUEBOAT, RAFT OR OTHER FLOATING WORK PLATFORM
In addition to the procedures outlined in this manual, ship staff carrying out
operations / work from a craft, as described above shall at all times wear a lifejacket
in addition to other personal safety equipment relevant to the operation/work
carried out.
The phrase “operations / work” encompasses all activities without exemptions such
as:
▪ Maintenance work
▪ Inspections
▪ Transportation of personnel and equipment
A responsible boatman shall be appointed in each individual case and
communication with the vessel must be maintained as far as practical during the
entire operation/work.

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USE OF LIFE VEST

There is a basic difference in life vest capability and circumstances in which they are
used when compared to lifejacket.
Life vest is a personal floating device designed to keep a conscious person afloat in
calm conditions. Its buoyancy is slightly lower than that of lifejacket. The floatation
material is on the back of the device. This makes them less bulky and more
comfortable allowing for greater movement than a lifejacket.
Life vest can replace use of lifejacket, when flotation aid is required in work related
activities on or in the vicinity of ship side. This includes use of life vest in all
personnel transfer operation excluding the case when transfer takes place through
ship shore embarkation means at berth.
Life vest cannot replace lifejacket in any emergency situation or during emergency
drills.
Life vests should be maintained under same rules as that of similar type of lifejacket.
USE OF COMPRESSED AIR
To protect our fellow seafarers from hazard, impose by compressed air, its usage in
following manner is strictly prohibited.
• Use for cleaning or drying of workspaces.
• Directing compressed air towards any part of human body.
MARKING OF ANTI-SLIP PAINT.
All work areas must be identified and painted with anti-slip paints or the surface
must have ant slip properties, typically but not limited to,
a. Mooring areas.
b. Proximity of bits and bollards.
c. Exposed walkway or cross decks on deck.
d. Cargo and Bunker Manifold area
e. Area near to tank domes and Manholes.
f. Stairways on Deck, ER, Pump Rooms, Stores.
g. Exposed bridge wings and area around and leading to the magnetic compass.
h. Working area under Lifeboat, Rescue boat deck.
i. Around machinery that are prone to oil/water exposure Aux engine, main
engine platforms, steering gear, purifier room, seawater pumps etc.
j. Crane landing areas and working platforms.
k. Hatch cover working areas.
l. Garbage storage areas
m. Areas where lubricants are stored.
n. Cargo pump room (Stairways, Below pumps, around bilges etc)

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o. Stairway leading to provision stores, working provision lobby.

p. Stores where heavy items are stored including paint room, forecastle store,
ER stores, Workshops.
q. Other areas as deemed fit by safety Officer and identified by the safety
committee.

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ADDITIONAL SAFETY PRECAUTIONS ON TANKER Page : 1 of 6
ADDITIONAL SAFETY PRECAUTIONS ON TANKER

17.1. WARNING SIGNALS AND NOTICES
SIGNALS
The following signals shall be displayed for the duration of any cargo-related
operations at any location:
▪ By day: International Code flag “B”
▪ By night: An all-round red light.
Notices on access doors
Doors that may lead to the cargo deck and may allow entry of gas when opened
should be opened momentarily for access but must be closed at all times. These
doors include but not limited to:
▪ All external accommodation doors, including galley;
▪ All storerooms and service spaces around the accommodation, including
paint locker, mid ship store, fan rooms, oil and grease store, etc;
▪ External doors from the Engine Room and steering flat.
▪ Fore Peak Store
All the doors listed above shall have notices posted on them in the form described
below.
Where an access point has an inner screen door in addition to the outer door, the
inner screen door does not require a notice. Pump room doors should normally be
kept shut and is to be opened momentarily for access in order to avoid ingress of
hydrocarbons and toxic gases into the pump room through the open doors.
“This door must be kept CLOSED during all cargo, bunkering, cargo tank cleaning /
ballasting, purging and gas freeing operations but may be opened momentarily for
access only.”
Notices at the gangway or other access point
All vessels will display the following conspicuous notice:
Red letters on a white background;
• Warning
• Unauthorized persons are not allowed to board
• Visitors are required to show identification.
• Mobile phones and other electronic equipment must be switched off prior
boarding.
• Smoking and naked lights are prohibited
• Lighters and matches are prohibited to be carried on board.

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OTHER NOTICES
Material Safety Data Sheets for the cargo to be loaded shall be displayed in the CCR
and mess rooms.
STATIC ELECTRICITY HAZARDS
Gauging and sampling equipment shall be electrically continuous and fitted with a
grounding clamp. Grounding contact shall be made prior to inserting equipment into
the tank. Contact shall not be broken until the equipment has been finally removed
from the tank.
All portable electrical / electronic equipment must be intrinsically safe equipment
when used in hazardous areas. All other materials used in the hazardous area shall
be non-sparking & anti-static.
Batteries of all electrical / electronic equipment shall be renewed in safe, non-
hazardous areas.
Note: There is high likelihood of generation of mist from oil cargoes (Accumulator
Cargoes) and the possibility of static discharge irrespective of the flash point of the
cargo. This is very likely when submerged cargo pumps are used and the cargo levels
are low. Thus, it is important to use Inert Gas for all Oil cargoes irrespective of its
Flash Point.
17.2.1. RADIO TRANSMISSION DURING CARGO/BALLAST OPERATIONS
MF/HF radio transceiver aerials are to be grounded prior to the commencement of
cargo operations.
Satellite communication equipment utilizing low power signals can be used at all
times.
In port and during cargo operations, the VHF must be switched to 1 W output power.
During Ship to Ship transfer operations, the VHF may be kept at full power (refer to
STS plan for more details).
17.2.2. USE OF ELECTRICAL AND ELECTRONIC EQUIPMENT ONBOARD TANKERS
Reference is made to the requirement of Section 4.3 of ISGOTT with respect to use
of portable electrical equipment. The use of radios, tape recorders, mobile phones,
pagers, smart watches, cameras and other electronic devices are prohibited on the
hazardous area or at any place where flammable gases may be encountered. Only
intrinsically safe type of Flash lights to be used in the engine room.
Vessel shall maintain a record of possession of such equipment with ship staff.
Camera Equipment that contain batteries may produce an incendiary spark from the
flash or the operation of electrically powered items, such as aperture control and
winding mechanisms.

Rev No. : 1
All crew joining tankers / visitors shall be made aware of requirements for use of
electrical / electronic equipment especially personal portable devices such as
cameras, mobile phones, iPods, Walkman, pagers and wrist watches.
On flash plastic cameras, which do not have a flash, or any battery or power
operated parts can be considered safe for use in hazardous area.
Warning sign prohibiting use of electrical / electronic equipment shall be displayed
at the gangway.
On special circumstances, if it is required to use non-intrinsically safe equipment in
hazardous areas, then Master shall prepare a thorough risk assessment and send to
the company along with reason for the requirement. Company management will
review the risk assessment and approve if it is necessary and safe. Use of such
equipment under office approval shall be governed through permit to work system.
17.2.3. ELECTRICAL STORMS
In the event of an electrical storm occurring or anticipated in the vicinity of the
vessel, following operations shall be suspended, regardless of the cargo tanks being
in inert condition, until storm conditions have dissipated:
▪ Ballasting or deballasting of dirty or clean ballast tanks
▪ Cargo loading or discharging
▪ Gas freeing
▪ Purging
▪ Tank cleaning
Tank vents and tank openings shall be closed including any bypass valve fitted on the
venting system.
STILL WEATHER CONDITIONS
Still air conditions may be defined as conditions when the wind velocity is 5 m/s (9.7
knots) or less.
If there is little air movement, Cargo vapors may persist on deck in hazardous
concentrations.
Depending upon the quantity of gas being vented and the method of venting, the
presence of flammable concentrations of gas on deck should be suspected whenever
still air conditions prevail.
Gas measurements should be carried out on deck, and if hazardous concentrations
are detected, then cargo operations should be stopped until dispersion is achieved
by stronger wind conditions. Gas checks should be carried out on deck to confirm
that it is safe to resume cargo operations.

Rev No. : 1
SUPERSTRUCTURE DOORS AND WINDOWS

When ballasting / deballasting, loading / discharging, tank cleaning, gas freeing,
purging or inerting, bunkering, all doors, windows and ports in the superstructure
shall be closed and dogged.
Access to the accommodation shall, where practicable, be limited to one door, which
shall be closed immediately after use.
Where practical, a single door should be used for working access in port. Doors that
must be kept closed should be clearly marked. Allowance must be made to permit
doors and openings to be open if the vessel is storing provided there is no possibility
of gas entering the accommodation and that doors do not remain open for longer
than is necessary.
AIR CONDITIONING AND VENTILATION SYSTEMS
The accommodation atmosphere must be maintained at a higher pressure than the
external atmospheric pressure.
Intakes of central air-conditioning systems should be kept partially open in order to
achieve the positive pressure. Air conditioning systems must not be set to 100%
recirculation, as this will cause the pressure of the internal atmosphere to fall to less
than that of the external atmosphere, due to extraction fans operating in sanitary
spaces and galleys.
Due consideration should be taken to ensure that the pressure differential between
that of the inside of the accommodation and that of the outside such that the
pressure is not so great as to ensure self-closing doors operate effectively and doors
do not slam shut or open with the risk of increased injury.
If it is suspected that gas is being drawn into the central air conditioning or
mechanical ventilation system, then the system should be stopped and all intakes
closed, until more favorable conditions are obtained and the threat of gas coming
into the accommodation has been removed.
If gas measurements within the accommodation spaces indicate a hydrocarbon
concentration in excess of 1% LEL, then cargo work should be stopped until weather
conditions permit dispersion of cargo vapors before they reach the accommodation.
GAS FREEING FAN(PORTABLE)
Portable fans or blowers should only be used if they are hydraulically, pneumatically,
water or steam driven.
1. Their construction material should be such that no hazard of incendiary
sparking arises if, for any reason, the impeller touches the inside of the
casing.

Rev No. : 1
2. Portable fans, where used, should be placed in such positions and the
ventilation openings so arranged that all parts of the tank being ventilated
are equally and effectively gas freed. Ventilation outlets (discharged gas)
should generally be as remote as possible as possible from the fans.
3. Portable fans, where used, should be so connected to the deck that an
effective electrical bond exists between the fan and the deck.
4. The Portable fan should be located within studs of deck opening and secured
by means of nut and flat washers.
5. Check that the couplings for hose connections are compatible and
engage/disengage quite freely.
6. Before opening supply valve check that the portable fan is in the correct
mode to suit operation, i.e. supply mode to purge tank or exhaust mode to
exhaust.
7. When the portable fan is being used on a continuous basis then it should be
regularly checked to ensure correct operation and outer case for excess
temperature.
Smart watches, fitness bands and similarly constructed devices pose a potential
ignition source due to their power consumption as compared to conventional
wristwatches. These devices are also susceptible to concentrations of gases found in
refinery and vessel environments, causing damage to the devices’ sensitive
electronic circuitry.
Recently, the Oil Companies International Marine Forum (OCIMF) determined such
devices would be specifically not be permitted for use by the Ship Inspection Report
Program (SIRE) inspectors who routinely visit tankers, barges, and terminal facilities.
In addition, if during a vessel SIRE inspection, the inspector observes a member of
the vessels staff using a Smart watch/Fitness Band device in regulated areas, an
observation will be recorded.
Non-approved / not intrinsically safe devices, like smart watches or fitness bands
when used in operational/gas hazardous areas (i.e. Refinery, Terminal, vessel’s, etc.)
could constitute a breach in Safety practices and should not been worn in gas
hazardous areas of a vessel calling to nor within any Marine Terminal or facility.
Kindly ensure compliance of below.
"DO NOT" wear Smart watches, fitness bands and similarly constructed devices in
"hazardous areas on board vessels"
"DO NOT" wear Smart watches, fitness bands and similarly constructed devices in
"refinery and terminal areas".
Caution the crew NOT to wear these gadgets while going ashore or while signing off
when in Terminal and Refinery areas.

Rev No. : 1
Display adequate Warning notice about this requirement in prominent places on

board vessels
Include this warning in the warning notice displayed at Gangway
Ensure that this requirement is adhered by vessel crew and all shore personnel
visiting the vessel. All such gadgets should be left in their vehicle or ashore before
they board the vessel.
Kindly call for a meeting of all staff on board and brief them on this new requirement
and maintain record of the same on board.
MANAGEMENT OF SHORE CONTRACTOR FOR SQUEEGEEING OPERATIONS
(APPLICABLE TO CHEMICAL TANKERS)
Whenever contractors or work gangs are employed for squeegeeing operations, the
Master shall ensure that the shore personnel are familiarized as per HSM 1.7.2 and
ensure their understanding and compliance with all relevant safe working practices.
The Contractor should take part in the vessel’s safety/tool box meetings to discuss
the arrangements for work. During the toolbox meeting he shall be familiarized on
the company squeegeeing procedures as outlined in Chemical Tanker Manual
chapter 3.
Additionally, the RA prepared for squeegeeing operations shall also be discussed
with the Contractor.
Prior entering the cargo tank and carrying out the squeezing operation the
contractor shall sign the squeegeeing permit to confirm compliance with the
company procedures.
Contractors should be effectively supervised and controlled by a Responsible Officer.
SAFETY VIOLATIONS
The Chief Officer, upon identifying any safety violation(s), either before starting
cargo or during cargo operations shall take immediate steps to correct the violation.
If required, cargo operations may be deferred or suspended until the safety violation
can be removed.

Rev No. : 0
Appendix 01 Date : 30-Dec-19
GUIDELINES ON TANK ENTRY FOR TANKERS USING
Page :
NITROGEN AS AN INERTING MEDIUM 1 of 1
APPENDIX 01 – IMO CIRCULAR MSC. 1 / CIRC.1401

GUIDELINES ON TANK ENTRY FOR TANKERS USING NITROGEN AS AN INERTING
MEDIUM

Rev No. : 0
CONTRACTOR MANAGEMENT SYSTEM Page : 1 of 7
APPENDIX 02 -CONTRACTOR MANAGEMENT SYSTEM

OBJECTIVE:
The objective of this section of the manual is to provide a guideline on the:
Contractor or Service Management System
• Lay down a procedure on the qualification of Contractors, Suppliers and
Service Providers
• Evaluation and Monitoring process of such Contractors, Suppliers and Service
Providers
DEFINITIONS:
Independent Contractor- is a natural person or Company, which provide goods or
services to another Company or a vessel and bound by specific terms and conditions
of a mutually agreed contract between the interested parties. The contract should
be valid and enforceable under the law of the land. The Independent Contract
referred to under this topic does not include the seafarers contracted for
employment on board the vessels.
Independent Contractor may include Riding Squad, Service Technicians, Repair
Teams, and so forth. The list is non-exhaustive as long as the parties qualify under
the definition of Independent Contractor.
Riding Squad- consists of casual skilled or unskilled workers, employed by a
Contractor to board a vessel for a specific duration to carry out a specific task.
Service Technician- A person, either self-employed or employed by a Contractor, is
engaged for servicing ship’s equipment either on board a vessel or on shore.
Repair Team- These are the people employed by a Contractor to board the vessel
and carry out various kinds of repairs.
Stevedore- A Stevedore is a manual laborer, employed by an Independent
Contractor for loading and unloading ships. They are also known as Dockworker,
Dock Laborer, Wharfie or Longshoreman.
Supplier- A supplier is vendor, who supplies services or goods to a buyer. Suppliers
include the Ship Chandlers, Caterer, Provider, Seller, Victualer, and so forth.
Agent- is an individual or a Company, who agrees and authorized, pursuant to the
Principal-Agency relationship, to act on behalf of a Principal, to legally bind that
individual or that Company with a Third Party.
HSSE POLICIES UNDER THE CONTRACTOR MANAGEMENT SYSTEM:
On board Safety Briefing and Familiarization:
Upon boarding a vessel, at the Gangway, the crew should:

Rev No. : 0
• check and verify the identity of the visitor and record it in the Visitor’s
Logbook;
• Should inform the concerned Officer In-charge or escort such visitors to him;
• Give a safety briefing to a Contractor, Agent, Stevedore, or such other person
visiting on board a vessel;
• The vessel should ensure that the Contractors or Stevedores abide by the
safety policies as mentioned during the briefing;
• If the ship’s staff ever notice a Contractor violating the safety norms as
directed during the safety briefing, then the contractor or stevedore should
be warned. The crew should take control of the situation upon persistent
violation of the situation;
• If situation so demands, ship’s crew should provide necessary PPE to the
Contractor;
• If the Contractor is deemed to sail with the vessel, then he should be given a
safety familiarization as soon as possible or within the first 24-hours of his
arrival on board the vessel.
• Form No SF-14 (Contractor & visitor familiarization) and Form No SF-18
(Contractor Safety Instructions) to be utilized for familiarization.
• In case of multiple contractor for single job, foreman of the contractor
company shall complete the statutory paperwork on their behalf, to exhibit
confirmation of compliance for his entire team.
s:
• It is the responsibility of the Master of the vessel to ensure that the
Contractor follows the ‘Work Permits’ as deemed necessary to perform the
task;
• The Work Permit should be issued for a specific assignment for a specific date
and duration of time;
• It is the onus of Senior Officers to carry out Risk Assessments of the task to be
carried out by a Contractor.
• The responsible officers should ensure that the Risk Mitigation activities are
carried out properly and maintained as deemed necessary during the Risk
Assessment.
Code of Safe Working Practice:
• It is the responsibility of a Master to provide and ensure a safety and hazard
free work area for Contractors;
• The responsible Officers should ensure that Contractors maintain the safety
norms and follow the Code of Safe Working Practice;
• Both, the Crew and Contractors will have the authority to stop the tasks,
whenever they witness any unsafe situation or act being performed by either
party.

Rev No. : 0
Adherence to HSSE Policies:

• The Safety officer of a vessel or the designated crew member should ensure
that Contractor, Agent, Stevedore or Suppliers are made aware of the
Company’s HSSE Policies with respect to Drug and Alcohol;
• Contractors should be made aware of the ship’s Smoking Policy and
familiarize them with the designated smoking zones;
• Contractors should be asked to use proper PPE at the time of performing
their tasks. If required, the vessel may provide required PPE to the
Contractors. Under no circumstance, a Contractor should be allowed to work
without the use of a proper PPE;
• The Independent Contractor should provide its employees the required tools
and PPE for the execution of desired activities on board a vessel;
• The designated Officer on board a vessel should ensure that a Contractor gets
proper rest if the job is to be continued for a prolonged period of time.
The Security Officer of the vessel should brief a Contractor, Stevedore, Agent or
Supplier about the Security-Level applicable on board the vessel and ensure that the
Contractors abide by the applicable security norms.
In case of any suspicious activity or obvious violation of the security norms, the
matter should be immediately brought into the notice of the Master of a vessel, who
in turn, should do the proper assessment of the situation and take the necessary
steps as prescribed under the ISPS Code or Security Policy of the Company. The
Master should also make an entry in the Official Log Book, and get it signed by the
person concerned and two more witnesses among the Ship’s crew.
• If a Contractor faces any health-related issue on board a vessel, then the
responsible Officer should immediately cease the work, and get him
examined by the designated Medical Officer on board the vessel.
• If need so arise, the Master of the vessel should inform the Company of the
medical condition of the Contractor and take such steps as may be deemed
necessary for the welfare of such Contractor.
RESPONSIBILITIES:
Master:
For the effective implementation of the Contractor Management System, the Master
of a vessel is also bestowed with certain responsibilities. He must monitor their
performance and ensure the desired deliverables with respect to the quality and
timeliness. He should designate appropriate officers and delegate respective tasks to
them.
The Master of a vessel:

Rev No. : 0
• should be given a prior information from the office regarding the

appointment of an agent or visit of a Contractor or Supplier on board the
vessel;
• be informed the details and purpose of the visit of a Contractor;
• should ensure that a proper risk assessment is carried out and risk mitigation
activities done before allowing the Contractors to perform their assignments;
• should not engage the Riding Squad, Service Technician, Repair Team or such
other Contractors on regular day-to-day activities as that of a seafarer, unless
otherwise there is an emergency posing danger to the safety and security of
personnel on board the vessel;
• should ensure that the Contractors abide by the local Rules and Regulations,
as applicable, while they are officially engaged on board the vessel;
• should ensure that the Contractors wear proper PPE while engaged in their
designated activities;
• should ensure that the Contractors follow the Company’s D&A Policy,
Smoking Policy and Work and Rest Hours Policy, as applicable on board the
vessel;
• should have be an authority to suspend the activity of a Contractor, if he
suspects or has obvious reasons of violation of safety, security, Company
Policy or any Regulatory requirements, by the Contractor;
• should endeavor to check the quantity and quality of the items supplied by
the suppliers on board the vessel. He should fill-up the ‘Goods Received
Notes’ (GRN) and send the feedback form to the Office.
Purchase Manager:
In the shore establishment of the Company, it would be the responsibility of the
Purchase Manager to ensure the compliance of the Contractor Management System.
APPOINTMENT OF CONTRACTORS:
Contractor/ Supplier Selection Process:
The process flow diagram for the Appointment of Contractors/Suppliers is given as
follows:

Rev No. : 0
The Contractor/Supplier should be given the ‘Supplier Evaluation Form’. If the

answers are found satisfactory, then upon verification of the required documents
and obtaining approval from the Head of Technical, the Supplier/Contractor can be
added into the Approved Vendors List.
It is important to ensure that the Contractors or Suppliers have Environmental Policy
and compliance with it.
As far as practicable, non-approved vendors should be avoided. Only under
exceptional and unavoidable circumstances, non-approved vendors may be used.
But in all such cases due diligence be exercised, and where applicable, background
checks may be considered.
For the maintenance / certification of lifesaving and firefighting appliance, only
maker’s approved vendors are to be selected.
For inclusion of a Dry Dock into the approved Vendors List, apart from the Evaluation
Form, it is imperative that the Purchase Manager make a site visit, or there should
be a favorable recommendation from a Technical Superintendent and Fleet
Manager.
Service Level Agreements:
The Purchase Manager should prepare and enter into Service Level Agreements
(SLAs) with the Contractors or vendors. Before entering into any contract, the draft
copy of such Service Level Agreements should be first, verified and approved by the
Legal Dept. of Synergy Group.

Rev No. : 0
There should be a process to periodically review the SLAs, and ensure that such
agreements are not expired or become invalid.
The Audit process should include a provision to ensure the approval and execution of
the document, and verification of the validity of such SLAs.
CONTRACTOR/ VENDOR EVALUATION PROCESS:
Contractors’ Quality Policy:
The Contractors and Suppliers should maintain a ISO Quality Management System at
least ISO 9001:2008 or higher. The Contractors or Suppliers should be encouraged to
introduce the ISO Quality Management System into their organization.
The ISO Certified Suppliers should send their Certificates along with the ‘Supplier
Evaluation Forms’, and periodically send their updated certificates.
Where the Contractors or Suppliers do not have ISO Quality certification, Synergy
Maritime Pvt. Ltd. will periodically audit them to ensure their adherence to the
quality system.
Feedback from the Vessel:
Whenever any supply is made to a vessel, or a job done by a Contractor, it is
necessary that the vessel appraise the quality of the supplied items or the services
rendered on board and send the feedback to the Purchase Manager in the Office.
The feedback should have clear guidelines as to cover all the aspects of the supplied
items and be expressed in terms of a measurable quantity. The vessel should be
encouraged to give such feedback within a fortnight after the receipt of the services
or items on board.
It would be the responsibility of the Purchase Manager to evaluate a Supplier basis
such feedback received from a vessel and take necessary steps, as deemed fit.
Feedback from the Contractor:
The Purchase Manager should also make an endeavor to encourage the Contractors
or Suppliers to send their feedback covering various aspects of the Services or
Supplies sought from them. A questionnaire must be prepared in a manner, so as to
address all the concerned areas. Upon receiving such feedback, the Purchase
Manager should analyze and address the areas of concern.
Periodical Audits:
Synergy should establish Audit Program for periodic evaluation of the Contractors
and Suppliers. While carrying out such audits, the auditor should appraise the
Feedbacks received from the vessel, receiver and even that from Contractors or
Suppliers.

Rev No. : 0
The evaluation criteria should also include provisions to assess the suppliers whose
services or goods had the potential to cause material failure, environmental risks,
security breaches or reputational damage. The evaluation criteria should include:
• Timely delivery of goods or services;
• Maintaining quality standards and preferably, the ISO Certification;
• Adherence to the Environmental protection standards and policies;
• Abidance to the Rules, Regulations, and the Laws of the land;
• Following the Corporate Social Responsibility;
Contractor Performance Evaluation:
Contractors or Suppliers’ performance has a definite and significant impact on vessel
and Company’s performance. SMPL needs to set up key performance indicators (KPI)
for evaluating vendors’ performance.
Shipyard or Dry Docks audit program should also be separately prepared and
evaluated with respect to the Technical Capabilities, Quality Services and HSSE. Key
Performance Indicators may vary for different kinds of Contractors or Vendors. The
Company must set up criteria for evaluating such type of indicators.
As a guidance, following criteria can be set up as KPIs for evaluating the vendors:
• No. of times a vendor has failed to deliver the goods or services;
• No. of times a vessel has suffered loss due to sub-standard goods or services
received from a supplier or contractor;
• Quality related issues raised by end users;
• Failure to maintain the ISO Quality Certification;
• No. of times a vendor has been found to breach the environmental
protection norms.
CONTRACTORS’ CSR POLICY:
The Company must ensure that the Contractors and Suppliers also have a Corporate
CSR Policy. At least, it should include the following:
The Contractors or Suppliers:
• abide by the local Laws, Rules and Regulations;
• follow and encourage the environmental protection policy;
• have equal employment policy and upkeep the basic human rights;
• refrain from and do not abuse child labor;
• refrain from all forms of influencing either through bribery and coercion;
• refrain from price fixing or bid rigging.
• maintain the confidentiality with respect to financial or other interests of the
client company.

Storing
Cooking
On Deck
Life boats
Crane Ops
Mooring Ops
Wire Handling
Anchoring Ops
Machinery Space
MATRIX (PPE)- Work
Handling High H2S Cargo

PROTECTIVE EQUIPMENT
APPENDIX 01 – PERSONAL
Appendix 03
**While handling LNG fuels

Cargo Op (Container Vessels)
Boiler suit
Safety Shoes
Helmet
Ear Defender
Harness
Safety Glasses
Safety Goggles
Working Gloves
PERSONAL PROTECTIVE EQUIPMENT MATRIX (PPE)
Chemical Apron / Suit

F/O
Special Gloves –
Chemical (C), Electrical
(E), Food Cutting (F),
Oven (O), Welding (W)
Face protection - Visor

(V), Welding shield (S)
Safety line
Date
Page
Rev No.
Floatation aid
Dust mask
:
:
:
Work vest
Winter Jacket, Gloves
Personal Multi-gas meter
Apron/ Chef’ s Hat
Welding Shield& Apron

High visibility vest (OOW)
1
1 of 5
25-Mar-25
Painting
Welding
Cleaning
Descaling
Work at height
**Electrical work
Handling chemicals
Working at ship side
MATRIX (PPE)- Work
Enclosed space entry
equipment/machinery
APPENDIX 01 – PERSONAL
Appendix 03
*Power tools/abrasive wheels

Boiler suit
Safety Shoes
Helmet
Ear Defender
Harness
Safety Glasses
Safety Goggles
Working Gloves
PERSONAL PROTECTIVE EQUIPMENT MATRIX (PPE)
E
C
W Special Gloves –
V
Ss

Safety line
Date
Page
Rev No.
Floatation aid
Dust mask
:
:
:
Work vest

1
2 of 5
25-Mar-25
Rev No. : 1
Appendix 03 Date : 25-Mar-25
PERSONAL PROTECTIVE EQUIPMENT MATRIX (PPE) Page : 3 of 5





Special Gloves –
Working Gloves
Safety Goggles
Safety Glasses
Floatation aid
Ear Defender
APPENDIX 01 – PERSONAL Safety Shoes
Safety line
Dust mask
Work vest
Boiler suit
Harness
Helmet
MATRIX (PPE)- Work
Work on hydraulic equipment
Working with High pressure

equipment
Working with steam
equipment
Working in cold weather
Working in pump room
(Tanker)
Rigging gangways /
accommodation ladders
Loading grain/cement/coal
Hold cleaning

Rev No. : 1





Special Gloves –
Working Gloves
Safety Goggles
Safety Glasses
Floatation aid
Ear Defender
APPENDIX 01 – PERSONAL Safety Shoes
Safety line
Dust mask
Work vest
Boiler suit
Harness
Helmet
MATRIX (PPE)- Work
Check container lashing

Heavy lift Ops
*****Log loading
Gas Carrier: If the ship staff while carrying out any task is expected to come in contact with cargo, then they shall wear gas
suit for self-protection.
** Vessels using gas as fuel: If the ship staff while carrying out any task is expected to come in contact with gaseous fuel
onboard, then they should wear gas suit for self-protection.
Chemical Carrier: If the ship staff while carrying out any task is expected to come in contact with cargo, then they shall wear
chemical suit for self-protection.

Rev No. : 1
Safety glasses are to be used for eye protection when personnel are on ship specific duty; except in circumstances where
likelihood or severity of getting eye injuries are high (as mention in matrix). In these conditions they are expected to use
safety goggles for better eye protection.
Vessel Sailing in polar region shall identify Polar Service Temperature under guidance of Polar Ship Certificate 2.3.1 & Polar
code part 1A section 1.2.11 and carry sufficient PPE as mention in Polar code 1B section 9.11 for ship’s crew.
*Refer Chemical Tanker Manual chapter 2, for PPE requirement on chemical tankers
*** Gloves should not be used when handling Grinding, Drill and Lathe Machines
**** Gloves used for electrical work must be rated for the appropriate voltage. To use high voltage electrical insulated gloves
where applicable.
*****For log loading spiked safety shoes are to be used for personnel walking on top of the logs.
Mandatory
Required depends on nature of work an exposure period

Rev No. : 0
SIMOP DECISION MATRIX Page : 1 of 1
APPENDIX 04 -SIMOP Decision Matrix

Please Refer following Decision Matrix

Ballast Operation
Overhaul / repair
Discharging / De-
Comingling (For
(Non
Working Aloft /
Tank Cleaning /
Enclosed Space
Bunkering (IGF
STS Operation
(For Tankers)
(Including all
(Including all
Navigation-
Inspections
Operations
Operations
/Ice/Heavy
Third Party
machinery
operation)
operation)
associated
associated
Helicopter
Outbound
Personnel
Testing of
Hot Work
Visibility/
Lowering
Weather
Tankers)
Reduced
Mooring
IGF fuel)
Transfer
slopping
Lifeboat
Loading
Storing
COW /
Diving
Lifting
Entry
Drills
Bunkering
fuel)
Work
Navigation- Reduced
Visibility/Ice/Heavy NA NA OFF ER NA NA OFF OFF N/A N/A N/A
Weather
Bunkering (Non IGF fuel) OFF, OFF,
NA DEP NER, NH NER OFF, PRE OFF OFF
NER DEP
Bunkering (IGF fuel) OFF, DEP
NA DEP NER, NH NER PRE
NER
Enclosed Space Entry OFF, DEP
OFF DEP DEP DEP OFF, PRE OFF, PRE
DEP
Hot Work DEP, ER DEP
ER OFF, DEP DEP OFF ER OFF DEP
OFF
Working Aloft / DEP ER
DEP DEP DEP OFF DEP ER ER PRE PRE
Outbound
Diving Operations NA OFF OFF OFF OFF, PRE OFF, PRE
Mooring NA N/A ER ER
Lifting OFF, OFF, DEP,
DEP OFF
NER NER OFF
Helicopter Operations
COW/Tank
As As
Cleaning/Comingling (For OFF ER ER OFF NH OFF
Applicable Applicable
Tankers)
STS Operation (For As As
ER OFF OFF ER ER OFF OFF
Tankers) Applicable Applicable
Storing OFF,
NA OFF OFF OFF ER, OFF PRE PRE
DEP
Overhaul / repair OFF NER, NH NER, NH DEP OFF ER NH ER OFF ER, PRE ER, PRE ER, PRE
Testing of Machinery NER NER DEP DEP ER ER
Third Party Inspections NA PRE OFF OFF OFF OFF OFF
Personnel transfer DEP ER
Lowering Lifeboat OFF, PRE OFF ER, OFF OFF, PRE OFF, PRE
Drills OFF, PRE OFF, PRE
Discharging / De slopping As
As
(Including all associated Applicab
NA OFF OFF, PRE PRE OFF, PRE Applicab PRE ER, PRE OFF, PRE OFF, PRE OFF
operation) le
le
Loading As As
(Including all associated NA OFF OFF, PRE PRE OFF, PRE Applicab Applicab PRE ER, PRE OFF, PRE OFF, PRE OFF
operation) le le
Ballasting DEP DEP ER
Permitted after risk assessment and onboard approval OFF Require SI approval based on risk assessments
DEP Not permitted when task is assigned under jurisdiction of same department
Permitted with restrictions
ER Only in Engine room
Not Permitted NER Not in Engine room
WO Only in Engine Room Workshop
NA Not applicable NH Only in nonhazardous zone
PRE Port Regulation

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HEALTH AND SAFETY MANUAL

HEALTH AND SAFETY MANUAL

HEALTH & SAFETY MANUAL

Synergy Maritime Private Limited

Head of Ship Management Team

This publication is the property of Synergy Group. No part of this publication is to be

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1. SAFE SYSTEM OF WORK

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▪ Short-lived, because of the relative 'mobility' of the holes, as local conditions

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▪ Report malfunctions of safety gear and critical equipment to your supervisor

Any flag specific requirements should be adhered to.

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1.7.2 FAMILIARIZATION OF VISITORS

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Heinrich triangle indicates that every serious or major injury is preceded by

L.A.R.P CARD INCIDENT

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Vessels shall be provided with books encompassing the Above Permits.

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Refer to below flow chart

Can the task be Yes HOT WORK NOT

Office reviews and reverts with

Master issues HW permit – Carryout

Upon completion of HW inform office.

ADDITIONALLY, IF VESSEL IS IN PORT OR ANCHORED WITHIN PORT LIMITS, COMPLY

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HOT WORK IN THE ENGINE ROOM WORKSHOP

5. Technical Superintendent, Marine Superintendent (SMT) and Marine Superintendent

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2.2.4.1 ADDITIONALLLY FOR HOT WORK INSIDE CARGO TANKS

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2.2.4.2 ADDITIONALLY FOR HOT WORK ON DECK AREA

2.2.4.2.2 Hot work beyond 500mm height of cargo tanks

HOT WORK IN VICINITY OF BUNKER TANKS

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HOT WORK ON PIPELINES AND ASSOCIATED STRUCTURE

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PRECAUTION TO BE TAKEN DURING WELDING AND CUTTING

1. The electric arc welding machine must be properly earthed.

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8. Piping should be of steel welded construction and bolted flanges are

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ENTRY INTO ENCLOSED SPACE

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