Contents

1. About SMTI

2. Welcome Note

3. Navigation Cadet Program

4. Codes/Rules/Regulations/Policies

5. Safety and Risk Management

6. Other Policies and Procedures

7. Cadet Wellbeing and Discipline

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SMTI.EDU.LK 2
 ABOUT SMTI

SMTI

Vision

Mission

Quality Policy

Org Structure

CEO message

CTO message

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 1. SMTI

The Southern Maritime Training Institute is an exclusive academic hub that has set sail with the core
vision of providing Sri Lankan youth with the knowledge, skills, and expertise required to succeed in the
International Commercial Maritime Industry. This training institute is located in the historic and
charming naval city of Galle, nestled in the southern part of Sri Lanka, offering an exceptional setting
for young seafarers to hone their skills.

The institute’s commitment to offering comprehensive skill-building courses and programs is not limited
to a lecture hall but extends to real life scenarios and hands-on deck training. The courses and
programs are designed to equip the students with the technical knowledge, practical skills, and
theoretical understanding required to succeed in the competitive world of international maritime
commerce. The training offered by the Southern Maritime Training Institute is a gateway to a
successful career in the maritime industry, and its quality of training is recognized worldwide.

Elevating Our Commitment to Quality

The foundation of the Southern Maritime Training Institute's exceptional quality management system is
built upon rigorous adherence to a comprehensive set of requirements, both on an international and
national level.

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 International Requirements:

 Code and International Convention on Standards of Training, Certification, and Watch keeping for
Seafarers: We wholeheartedly embrace the global standards outlined in these pivotal maritime
documents, ensuring that our training and certification programs align seamlessly with international
expectations.

 Directive 2008/106/EC on the Minimum Level of Training of Seafarers: This directive forms a
critical component of our quality framework, setting high standards for the minimum training levels
expected from seafarers.

 International Maritime Organization (IMO) Requirements: We diligently adhere to the stringent

requirements set forth by the IMO, a testament to our commitment to safety, professionalism, and
excellence in the maritime sector.

 ISO 9001:2015 Standard Requirements: Our dedication to quality extends to meeting the
internationally recognized ISO 9001:2015 standard, signifying our unwavering commitment to
continuous improvement and customer satisfaction.

NATIONAL REQUIREMENTS:

 Merchant Shipping Secretariat of Sri Lanka: We are proud to comply with the exacting standards
established by the Merchant Shipping Secretariat of Sri Lanka, ensuring that our training programs
are not only internationally acclaimed but also fully aligned with the regulations and expectations of
our nation.

By meticulously adhering to these stringent international and national requirements, we ensure that our
cadets receive world-class education and training, setting them on a course for success in the maritime
industry.

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 2. VISION

"Our vision is to be a globally recognized leader in Sri Lanka to provide exceptional education, training,
assessment, and certification services to the international maritime industry."

3. MISSION

"Our mission at Southern Maritime Training Institute (Pvt) Ltd. is to provide world-class education, training,
assessment, and certification services to the local and international maritime industry, with a focus on
safety, professionalism and regulatory compliance. We are committed to equipping our students with the
knowledge, skills, and hands-on experience necessary to succeed in their chosen careers. As a
responsible member of the maritime community, we strive to promote environmental sustainability and to
contribute to the economic growth of Sri Lanka by providing skilled workers to the industry."

4. QUALITY POLICY

At Southern Maritime Training Institute (Pvt) Ltd. (SMTI), our aim is to establish a global reputation as an
exceptional provider of education, training, and assessment services to the international maritime sector.
Accordingly, it is our policy to meticulously adhere to the following statements –

1. Our objective is to cultivate enduring and dependable partnerships with our stakeholders, catering
to their requirements and expectations through a foundation of commitment and mutual regard. By
doing so, we strive to elevate our customers’ satisfaction.

2. We endeavor to instill a sense of pride and professionalism in all of our operations by prioritizing
ongoing skill development for our personnel, bolstered by exceptional access to resources,
facilities, and training.

3. We aim to ensure that our resources and processes are optimized for both efficiency and
effectiveness.

4. We are committed to complying with both international and local statutory and regulatory
requirements in the delivery of our training programs, including those related to Safety at Sea,
Prevention of Injury, Loss of Life, Damage to Property, and Environmental Pollution.

5. We strive for continual improvement of our ISO 9001:2015 certification by systematically evaluating
our management system’s ability to meet its objectives and implementing the results as key
performance indicators.

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 6. We strive for continual improvement of our ISO 9001:2015 certification by systematically evaluating
our management system’s ability to meet its objectives and implementing the results as key
performance indicators.

7. We are committed to promptly responding to any risks or opportunities that arise in both the
internal and external contexts of our organization.

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 5. ORGANIZATIONAL CHART
SENIOR MANAGEMENT

CHAIRMAN

Capt. Romesh Peters

Board of Directors

CEO

Capt. Kolitha Gunawardane

HEAD OF ACADEMICS IND. ADMINISTRATIVE CADET TRAINING

OFFICER OFFICER
CONSULTANT

Mr. Krishan Maduranga Capt.Krishan Perera

Mrs.Vishmi De Silva Capt.Srimal Abeysuriya

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6.MESSAGES

FROM THE CHIEF EXECUTIVE OFFICER

Greetings, and welcome to the Southern Maritime Training Institute (Pvt) Ltd. As
the inception of the institute is beckoning to benchmark a new era of maritime
training, it is with great pride that I am addressing you as the CEO of this
esteemed maritime training institute. The maritime industry provides unparalleled
career opportunities and life experiences, especially with the vast array of experiences that working on
ships provides. It is our responsibility to impart our accumulated knowledge and practical experience from
years of professional engagement in the maritime industry to future generations, enabling them to flourish
and prosper.
Our ongoing efforts are aimed at providing SMTI with the best technology and infrastructure, as we strive to
accomplish our vision of becoming a centre of excellence in maritime education and training. This will
enable ship owners and managers to have confidence in seafarers holding certification from our institute.
While we continue to improve our training institute, we will always prioritize ethical business practices and
strive to provide exemplary maritime education and training services. We are grateful to the Board of
Directors for establishing this training institute and providing quality maritime education to seafarers.
Finally, on behalf of the Board of Directors and the SMTI team, we assure you that we will carry out our
duties and responsibilities with efficiency and utmost care for the benefit of the people and the betterment
of the maritime industry. I humbly extend my heartfelt gratitude for choosing Southern Maritime Training
Institute (Pvt) Ltd.

Captain Kolitha Gunawardane

Chief Executive Officer

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 THE CADET TRAINING OFFICER

A warm welcome to the Southern Maritime Training Institute, and

congratulations on embarking on this remarkable journey as part of our
esteemed cadet training program. I am honoured to be your Cadet Training
Officer, and I am committed to guiding you through this transformative
experience. At SMTI, we are deeply dedicated to providing you with the
highest calibre of training to prepare you for a successful and fulfilling career
in the maritime industry. Within the pages of this handbook, you will discover
a wealth of valuable information, guidelines, and resources that will serve as indispensable
companions on your path to personal and professional growth.

As cadets, you have chosen a path that demands discipline, unwavering determination, and an
insatiable thirst for knowledge. Embrace the challenges that await, for within each challenge, there
exists an opportunity for profound growth. Make the most of the methodically designed training
opportunities, practical exercises, and mentorship programs that await you.

Teamwork and collaboration will be at the heart of your training. Building strong relationships with your
fellow cadets will not only enrich your learning experience but also prepare you for the collaborative
nature of the maritime industry. Embrace the values of mutual support and shared learning, and
together, you will accomplish remarkable accomplishments.

I encourage you to approach your training with enthusiasm, curiosity, and an unwavering commitment
to continuous improvement. Don't hesitate to seek guidance from your experienced instructors, ask
questions, and actively participate in every aspect of your training. Remember, your success is our
success, and we are fully dedicated to supporting you at every step of your journey.

It is both an honour and a privilege to serve as your Cadet Training Officer. I eagerly anticipate
witnessing each of you flourish and excel during your tenure at the Southern Maritime Training
Institute. Your dedication and hard work will not only shape your future but also lay the foundation for a
rewarding and prosperous career in the maritime industry.

In the spirit of maritime tradition, I wish you fair winds and following seas as you embark on this exciting
voyage of learning and self-discovery.

Captain Srimal Abeyasuriya

Cadet Training Officer

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 WELCOME TO SMTI

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 CONGRATULATIONS ON PURSUING A CAREER WITH BOUNDLESS POTENTIAL

We commend your choice of profession, one that offers ambitious young individuals like yourself a
unique opportunity to ascend to the highest echelons within a dynamic, rigorous, and exceptionally
rewarding environment in a remarkably brief span.
To steer the next generation of merchant vessels, the global shipping industry is in constant need of a
steady influx of cadets for the merchant navy. Our meticulously crafted curriculum has been designed
to equip you with the knowledge, requisite skills, and sea experience necessary to grasp the
foundational aspects of marine navigation and management, thereby enabling you to swiftly ascend to
the esteemed position of a ship's captain.
Furthermore, it is essential to note that this program holds the endorsement of the Director General of
Merchant Shipping in Sri Lanka and is aligned with the International Maritime Organization’s (IMO)
International Convention on Standards of Training, Certification, and Watch Keeping (STCW) of 1978
and subsequent amendments thereto. This accreditation ensures that you receive the highest level of
education and professional training to position you for a successful and influential career in the
maritime industry.

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 NAVIGATION CADET PROGRAM 2023

BATCH 001

Path way

Eligibility Requirement

Program Structure

Assessment and Examination

Guidelines for Successful Completion

Course Fees

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 1. NAVIGATION AND ENGINEER OFFICER PATHWAY

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 A Navigation Officer maintains watches on the bridge at sea, and maintenance and cargo operations
when in port. They are responsible for passage planning, the safe navigation of the ship, cargo loading
and discharge, ship stability, communications and the maintenance of the hull and deck equipment.

The Navigation cadet training program consist of best quality training, to guide you to become a
qualified deck officer.

2. ELIGIBILITY REQUIREMENT
 Age -18 -22 years
 Credit pass for English at GCE O/L(Local or London)
 Two ‘S” passes at GEC A/L - Maths, Bio(S for Physics), Technology ( S for EFT or SFT)

The applicants must successfully complete an interview, a medical exam, an eye test, and a psychometric
test.

3. PROGRAM STRUCTURE

This program consists of academic and on-board training which divide the program into three phases

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Navigation Cadet Officer Program - Phase 1

Phase I – 07 months in the Class room

Main Program
Subjects Teaching Hours
Navigation 60
Meteorology 30
General Ship Knowledge 30
Applied Science 30
Watch keeping / Bridge Equipment 60
Mathematics 30
Communication 30
Seamanship 150
Operational Safety 60
Information technology 60
Chart work 24

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 Maritime Law 36
Guest lecture 60
Assignments / Library 60
720
Mandatory Short Courses 120
Total 840

Module 1 – Subjects (10 Weeks/ 2.5 Months) Module 2 – Subjects (10 Weeks/ 2.5 Months)

Subject Subject
No Subject No Subject
Code Code
GENERAL SHIP WATCH KEEPING / BRIDGE
1 GSK 1 BWK
KNOWLEDGE EQUIPMENT
2 MET METEOROLOGY
3 NAV NAVIGATION
3 NAV NAVIGATION
4 OPS OPERATIONAL SAFETY
4 OPS OPERATIONAL SAFETY
5 SST SEAMANSHIP THEORY
5 SST SEAMANSHIP THEORY
6 SSP SEAMANSHIP PRACTICAL
6 SSP SEAMANSHIP PRACTICAL
7 APS APPLIED SCIENCE 7 CW CHART WORK
8 MTH MATHEMATICS 8 ML MARITIME LAW
9 GL GUEST LECTURE 9 GL GUEST LECTURE
10 ASL ASSIGNMENTS / LIBRARY 10 ASL ASSIGNMENTS / LIBRARY

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 Module 3 (4 Weeks/ 1.0 Months)

No Subject Code Subject

1 SSP SEAMANSHIP PRACTICAL

2 COM COMMUNICATION

3 IT INFORMATION TECHNOLOGY

4. ASSESSMENT AND EXAMINATION

SUBJECT SUBJECT THEORY & EXAM PASS MARK

REFERENC PRACTICAL (HRS.) %
E NO. (HRS.)
Phase 1 - 06 Months
1 Navigation 60 3 70
2 Meteorology 30 2 50
3 General Ship Knowledge 30 2 60
4 Applied Science 30 2 55
5 Watch Keeping/ Bridge Equipment 60 2 50
6 Mathematics 30 2 55
7 Communications 30 2 70
8 Seamanship Practical 120 2 70
9 Seamanship Theory 30 2 70
10 Operational Safety 60 2 60
11 Information technology 60 2 70
12 Chart work 24 3 60
13 Maritime Law 36 2 50
14 Guest lecture 60 -
15 Assignments 60 -
16 Proficiency In Personal Survival Techniques 15 -
17 Proficiency In Fire Prevention & Fire Fighting 15 -
18 Proficiency In Elementary First Aid 15 -

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19 Proficiency In Personal Safety and Social Responsibilities 20 -
20 Security training for seafarers with designated security duties 10 -
21 Maritime English Language Courses – Operational Level 60
22 Basic Training for Oil and Chemical Tanker Cargo Operations 47 -

Total Hrs. 902

Phase II – Training At Sea 12 Months

Phase III Main Program 06 months

STCW Mandatory Short courses 02 months

5. GUIDELINES FOR SUCCESSFUL COMPLETION

Achieving success in your maritime education involves meeting certain criteria to ensure your readiness for
examinations and your overall competency. Here are the key requirements:

1. Class Attendance: To qualify for module or final examination participation, maintaining a minimum
attendance of 85% for each subject is essential.

2. Exam Retakes: In case of examination failure, cadets are granted a maximum of two opportunities
to retake the exam for that subject, providing an opportunity for improvement.

3. Successful Completion of STCW Training Programs: Successful completion of the following STCW
training programs is mandatory:
a. Fire Prevention and Fire Fighting
b. Elementary First Aid
c. Personal Survival Techniques
d. Personal Safety and Social Responsibilities
e. Seafarer Designated Security Duties
f. Maritime English Language – Operational Level

Meeting these criteria ensures that you are well-prepared, competent, and ready to excel in your maritime
education and training.

6. COURSE FEES

. Phase 1 Phase 2 Phase 3

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Initial - USD 5000

2nd Month – USD 350 1st Month - USD 350 Enrollment – USD 2000

3rd Month – USD 350 2nd Month - USD 350 3rd Month - USD 2000

4th Month – USD 350 3rd Month - USD 350 USD 3600 (1) see below

5th Month – USD 350 4th Month - USD 350

6th Month - USD 350 5th Month - USD 350

(1) should be paid within 12 months of obtaining the Certificate

of Competency as the NWKO

CODES/ RULES/ REGULATIONS/ POLICIES

Code of Conduct – Southern Maritime Training

Institute

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 Code of Conduct - Cadet Training Program

Hostel Rules & Regulations

Dress Code Policy

Leave Policy

1. CODE OF CONDUCT- SOUTHERN MARITIME TRAINING INSTITUTE

INTRODUCTION

Welcome to the Southern Maritime Training Institute (SMTI), a preeminent institution dedicated to providing
high-quality education and training for seafarers. Our primary mission is to equip our cadets with the
essential skills and knowledge needed for a prosperous and fulfilling career in the maritime industry.
Additionally, we are committed to contributing to the safety and sustainability of the global shipping sector.

In our pursuit of excellence, we have carefully crafted this Code of Conduct to establish clear standards of
behaviour and performance that we expect from all members of our institute. This includes cadets,
instructors, staff and partners. SMTI’s Code of Conduct aligns with international regulations and
conventions governing maritime training and certification, such as the STCW Convention.
By adopting this Code of Conduct, our objective is to foster a culture deeply rooted in respect, integrity,
professionalism, and teamwork within our institute. Through these shared values, we aim to enhance our
reputation and credibility among our stakeholders and customers. Equally important is our commitment to
creating a positive and nurturing learning environment for our cadets, where they can cultivate their skills,
knowledge, and competencies safely and ethically.

This Code of Conduct applies to all activities and interactions associated within and with our institute,
regardless of whether they occur in our campus, aboard ships, online, or elsewhere. It is the individual
obligation of each member to read, understand, and uphold this Code of Conduct and promptly report any
violations or concerns to the appropriate authorities. Your compliance with this Code of Conduct thought
out your career with our Institute is an obligatory undertaking.

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We extend our gratitude for your cooperation and unwavering dedication to the values and goals of our
institute. Together, we can transform SMTI into an exceptional place for learning and professional growth.

THE OBJECTIVE

The objective of this Code of Conduct is to define the values and principles that serve as guiding lights for
the behaviour and conduct of the Southern Maritime Training Institute community. This Code of Conduct is
designed to promote a positive and constructive learning and working environment that fosters academic
and professional excellence, innovation, and collaboration. Additionally, it seeks to safeguard the reputation
and integrity of the Maritime Institute, its valued stakeholders, and each of the individuals within and
connected to the Institute.

Core Values and Principles

Integrity: Integrity is the bedrock of our actions and words. It embodies qualities such as honesty,
trustworthiness, and consistency. For instance, cadets must always prioritize truthfulness, and adherence
to rules and regulations, and avoid any conflicts of interest or corrupt practices.

Responsibility: Responsibility entails fulfilling one's duties, obligations, and roles and being answerable for
the outcomes and consequences. Cadets must complete assignments punctually, attend classes and
training sessions regularly, and promptly report problems or issues to their instructors or supervisors.

Respect: Respect encompasses displaying consideration, appreciation, and kindness toward oneself and
others, irrespective of differences in opinion or background. Cadets must treat everyone with dignity and
courtesy, actively listen to diverse perspectives and feedback, and abstain from using offensive language
or engaging in disrespectful behaviour.

Accountability: Accountability signifies a willingness to accept ownership of one's actions and decisions,
along with the readiness to acknowledge and rectify mistakes or failures. Cadets should acknowledge their
strengths and weaknesses, actively seek opportunities for growth and learning, and take responsibility for
any harm or damage they may cause, offering sincere apologies and making amends.

Honesty: Honesty represents the virtue of truthfulness, sincerity, and fairness in communication and
interaction with others. Cadets should refrain from dishonesty, cheating, or stealing, engaging in
manipulative behaviour, disclose pertinent information or concerns, and ensure that credit is appropriately
given where it is due.

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Courage: Courage involves confronting and surmounting fears, challenges, and risks while acting
according to one's values and principles. Cadets should not shy away from asking questions or seeking
assistance, stand up for what is right and just, and embrace new experiences and opportunities for growth.

Loyalty: Loyalty signifies a deep commitment, devotion, and support for one's institute, profession, and
colleagues. Cadets should take pride in their institute's mission, uphold its standards and reputation, and
collaborate harmoniously with instructors, staff, and peers.

Discipline: Discipline involves the practice of self-control, self-regulation, and self-improvement in behaviour
and performance. Cadets must adhere to study and activity schedules, manage their time and resources
efficiently and set and achieve their academic and personal goals.

2. CODE OF CONDUCT - CADET TRAINING PROGRAM

Scope of the Code: This Code of Conduct applies to all cadets enrolled in the Cadet Training Programme.

i. SMTI’s Commitment to a Positive Environment:

 The Southern Maritime Training Institute (SMTI) is unwavering in its commitment to nurturing a
secure, inclusive, and supportive program where every individual is esteemed and empowered to
realize their highest potential.
 To maintain a positive environment, free from all forms of discrimination, abuse, inappropriate
conduct, and disruptive behaviour, is of paramount importance to SMTI.
 Your behaviour, whether in person or online, bears a profound impact on this atmosphere.

ii.. Compliance with Policies and Regulations:

 The SMTI has adopted a number of Policies to be observed in the conduct of its activities, some of
which are included in this hand-book for your quick and easy reference. Further from time to time,
SMTI will publish various regulations, policies, directives, orders, and instructions as necessary
which will be conveyed to you as part of your training. All such communications may be displayed
in a student bulletin, notice boards or web-site of the Institute.

iii. Purpose of the Code:

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  This code of conduct is instituted to provide you with the opportunity to:

a. Review and deliberate upon the pivotal expected behaviours as a cadet.

b. Acknowledge your unswerving duty to continually learn and adhere to regulations,
policies, directives, orders, and instructions.
c. Confirm your unwavering commitment to conduct yourself consistently with SMTI's
values and under the laws of Sri Lanka.
iv. Expectations during Cadet Program Participation:

While actively engaged in the Cadet Program, encompassing all associated interactions and
activities, you are expected to:

a. Exemplify positivity through your conduct and exhibit kindness and consideration, cognizant of the
impact your actions have on others.
b. Uphold honesty and treat all with fairness, respecting personal boundaries, property, and privacy.
c. Adhere strictly to all applicable laws of the country as well as those regulations, policies, directives,
orders, and instructions of the Institute. When aboard any vessel, whether it be at sail or docked
codes of conduct of the vessel must be adhered to.
d. Wholeheartedly follow the decisions and guidance of your leaders.
e. Maintain a composed and respectful demeanour when interacting with others, especially when
providing instructions or addressing concerns.
f. Prioritize safety—both yours and that of others—at all times.
g. Seek assistance from wardens or senior staff members as required and promptly report any
misconduct to a staff member.
h. Display respect for the environment and surroundings.
i. Exhibit behaviour consistent with this code of conduct when utilizing electronic communication,
encompassing social media, email, instant messaging, online chatting, websites, and texting—
especially when discussing cadet activities or fellow Cadet Program members, even during
personal time.
j. Care meticulously for uniforms, materials, and equipment entrusted to you, adhering
unconditionally to the uniform guidelines outlined in the Dress Code.
k. Refrain without exception from engaging in any illegal activities, including but not limited to:
 Making comments, verbally or in writing, that are critical or disrespectful of an individual's
race, national or ethnic origin, skin colour, religion, age, gender, sexual orientation, marital
status, family status, disability, gender identity or expression, genetic characteristics, or
physical characteristics.

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  Engaging in conduct of a sexual nature that causes or may cause harm to others, such as
making sexual jokes, remarks, advances, or engaging in sexual harassment, viewing,
accessing, distributing, or displaying sexually explicit material.
 Touching another cadet or their belongings without their explicit permission, except in
emergencies.
 Attempting to exploit, harass, bully, shame, or socially isolate others.
 Taking, distributing, or sharing pictures of others without their consent.
 Engaging in behaviour that is hateful or racist, including but not limited to using words,
symbols, or images that promote violence or hatred against others.
 Using or possessing tobacco, e-cigarettes, cannabis, alcohol, or illegal or non-prescription
drugs.
 Possessing, purchasing, or selling tobacco, e-cigarettes, and cannabis, alcohol, or illegal
or non-prescription drugs.
 Sharing prescription medication with anyone.
 Initiating or engaging in romantic, sexual, or intimate conversations or relationships with
individuals in positions of authority over you or with those whom you exert authority over.
 Possessing any knife, gun, weapon, or ammunition unless expressly authorized for use
during a cadet activity.

This Code of Conduct is non-negotiable, and strict adherence is expected from all cadets
enrolled in the Cadet Training Programme. Failure to comply will result in appropriate
disciplinary action.

Institute Policies:

a) Management Rules: Throughout your residency in the hostel, you are expected to adhere to
the Code of Conduct and Hostel Rules and Regulations contained in this Handbook. .
Instructions of the hostel warden must be followed at all times.

b) "Discretionary Action: The SMTI reserves the right to request the departure of any resident
cadet from the hostel if they are found guilty of any offense contradicting the cadet handbook

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 and code of conduct, or if it is otherwise deemed in the best interest of the institute. Such
actions may be taken in accordance with applicable laws and the terms of any existing
agreements, including contractual arrangements with cadets. While the institute maintains
discretion in this regard, it will make every effort to provide prior notice whenever practicable
and will exercise this right judiciously

c) Prohibition of Lethal Substances: The use or possession of any lethal substances, weapons,
firearms, or explosive devices is strictly prohibited and a violation of the law. – move this to and
expand on “drug and alcohol policy”

d) Disciplinary Action: Violation of any of the aforementioned rules and regulations will result in
disciplinary action. – there is already a section of disciplinary action

e) Emergency Contact: Cadets must provide accurate and up-to-date emergency contact
information to Southern Maritime Training Institute. Responsibility of cadets to keep SMTI
updated on any changes to the emergency contact information.

f) Food and Dining: Food will be served exclusively in the designated Dining Hall(s)/Mess during
specified times. Consumption of food inside the hostel rooms is not allowed.

g) Trash Disposal: Dispose of waste in designated bins and follow recycling guidelines as
specified by the institute.

h) Attendance and Punctuality: Mandatory and On-Time Attendance for all Training and
Academic Activities, unless there is a valid reason acceptable to SMTI staff.

i) Compliance with Local Laws: Cadets must adhere to all local laws and regulations while on
and off hostel premises.

We implore you to take these rules seriously and fully cooperate in maintaining a harmonious and
secure living environment within the hostel. Your adherence to these guidelines is of utmost importance
in preserving a conducive atmosphere for both academic and personal growth.

SMTI shall not take any responsibility for any loss, theft, or damage to any such equipment. SMTI is
under no obligation to provide any storage or safety boxes other than lockers provided in the hostel for
the personal effects of the resident cadets.

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 SMTI reserves the right to amend, repeal re-place, or remove any part or the whole of this Code of
Conduct as and when deemed to be necessary by the Board. All cadets shall be given notice of all
such revisions to the Code of Conduct.

This Code of Conduct must be adhered to and followed by every cadet at all times.

3. HOSTEL RULES & REGULATIONS

To maintain a secure and disciplined living environment that fosters personal and professional development
at the Southern Maritime Training Institute (SMTI), we require strict adherence to the following
comprehensive set of rules and regulations governing our hostel premises:

ANTI-RAGGING RULES
Any act of ragging howsoever perpetrated is strictly prohibited and carries with it inter alia an
immediate termination of training contract. The term “ragging” includes any form of intimidation,
physical or mental abuse, solicitation of any act of a sexual nature, coercion, extortion by one or
group of Cadet or person over any other cadet or person, whether carried out within the SMTI
premises, outside or on board any vessel. Lecturers / examiners are strictly prohibited from
soliciting any kind of favour from Cadets (or their families) for any reason whatsoever.

(a) All cadets and persons working and living within the SMTI premises shall endeavour to create
a happy, healthy and safe environment for each other and shall refrain from all forms of
ragging or encouragement of any ragging.

(b) The Institute strictly prohibits any form of “ragging” and violence among peer-cadets and
colleagues and or use of rank or seniority over those in a subordinate or lesser position or rank
or use of force by a lecturer over cadet.

(c) Every person, who is witnesses or becomes aware of any form of ragging or intimation must as
a condition of these rules immediately report (see section of Disciplinary Actions) to CTO or
Student Counsellor such incidents of ragging. The protection of any such perpetrator or
deliberate non-disclosure of any such incident shall be considered as sufficient cause for
disciplinary action

(d) In the event termination of any contract due to incidence of ragging will also result in
- Lifetime ban for future registration, employment or any form of engagement with the
Institute or related entity of the Institute;
- No refund of any fees paid shall be made;

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 - The Institute will be compelled to make a full report to law enforcement agencies of all
relevant facts leading to inquiry and initiation of legal action by the law enforcement
authority

(e) The Institute retains the right, notwithstanding and in addition to the sanctions above to recover
full indemnification from any perpetrator the losses and damages suffered by victim of
“ragging”, the institute and its staff and employees.

General Conduct:

a) Prohibition of Smoking, Alcohol, and Narcotics: The possessor and or consumption of smoking
materials, alcohol, or narcotics is categorically forbidden within and around the hostel
premises. Any breach of this rule will result in immediate and stringent disciplinary action. –
already covered in another policy
b) Dress Code and Decency: Maintain strict compliance with the prescribed dress code Upholding
standards of decency in both attire and behaviour at all times. – already covered in another
policy
c) Personal Belongings: Please be aware that the management and staff cannot assume
responsibility for any loss or damage to your personal belongings. Each cadet is provided with
a lockable cupboard, and they are responsible for the keys. Any Replacement of lost keys
should be notified to the SMTI management immediately. Exercise caution and take
appropriate measures to safeguard your possessions by utilizing your assigned cupboard for
secure storage.
d) Hygiene and Cleanliness: Cadets are individually accountable for upholding a clean and
hygienic hostel environment. Any defacement of walls, equipment, furniture, or any form of
vandalism is strictly prohibited. Cadets shall also ensure that personal hygiene is maintained.
e) Energy Conservation: Prioritize energy conservation by turning off all electrical equipment and
lights before leaving the dormitory. Wasteful use of electricity and water is strongly
discouraged.
f) Use of Common Areas: Respect the common areas of the hostel, including lounges, mess
rooms, and study rooms, by keeping them clean and orderly. Be considerate of others sharing
these spaces.

Living Arrangements:

I. Room Inspections: Routine inspections of dormitory rooms may be conducted for

cleanliness, safety, and compliance with hostel rules. Cadets are required to cooperate
during these inspections.

SMTI.EDU.LK 28
 II. Visitor Policy: Cadets are not permitted to have or entertain visitors within the residence
hall / dormitory and or the common room / mess of the hostel premises. All visitors must
be met only at either [cafeteria or assigned visitors reception hall]. Cadets must ensure
that visitors may be received only during visiting hours, which are …….. on weekdays and
…………… on weekends and public holidays / poya days. Guests / visitors of Cadets’
may be registered in a log-book maintained for that purpose. It is the responsibility of the
Cadet to ensure that their guests observe the procedures and rules contained in this Hand-
book or those informed to them from time to time.

Resident cadets must refrain from visiting any other dormitory or room other than the one
to which each cadet is assigned to.

III. Loss of Keys and Access Cards: Cadets are responsible for maintaining the security of
their dormitory keys or access cards. Lost or stolen keys/cards must be reported
immediately to hostel authorities.

IV. Restricted Areas: While all Cadets are invited to participate in the full range of facilities
offered by SMTI cadets are not permitted to access or be in certain areas of our premises
such as accommodation rooms and staff quarters of STMI staff, employees and lecturers,
accommodation rooms / hostels assigned to other cadets, kitchens, store rooms or
maintenance rooms, administrative offices except reception areas, staff mess and all areas
marked as “no entry” or “staff only” are. This restriction solely with the intent of creating
healthy atmosphere for all persons residing and working within the SMTI premises and
made to ensure the freedom and privacy of each and every person and the well-being of
the cadet. .

V. Loss of Personal Property : Cadets are immediately required to report the loss of any
personal items including physical articles, electronic devices, pieces of jewellry or cash.
The Insittaite will maintain a separate log book for this purpose. This procedure is only to
ensure the well-being of persons resident within the premises and by anyway does not
make the Institute responsible for loss of property or valuables.

VI. Lost and Found Policy : The Institute will maintain a lost and found register at ……… All
persons (lecturer, employee, staff, cadet or visitor of SMTI resident) who discovers any
item or article (including money) that appears to be lost must report and handover such
item to ……, which immediately will be entered in the “lost and found” register. All articles
will be maintained by the SMTI office and hand-over to a claimant. Those not claimed
after a period of …………xx……. months shall be destroyed.

4. DRESS CODE POLICY

Policy Statement:

SMTI.EDU.LK 29
Southern Maritime Training Institute (SMTI) is dedicated to maintaining a professional and disciplined
environment that prioritizes safety, respect, and uniformity among cadets and staff. This Dress Code Policy
outlines the established standards and expectations regarding attire and grooming for all individuals
associated with SMTI, including cadets, instructors, and employees.
a. Dress Code:
Uniforms
The Cadet Uniform is an important part of the identity of a cadet, which represents and through the
behaviour of the Cadet personifies image, position and statues of a marine officer. Thus marine uniform
must at all times be clean, pressed and neatly worn in accordance with applicable dress code. The
behaviour and conduct of a Cadet at all ties times during which the uniform is worn is paramount. The
conduct of a Cadet must not be unbecoming or bring disrepute to his / her position or profession.
The Cadet uniform shall be worn only during ……………….. and shall not be worn for social occasions
(unless a dress code is specified) as part of casual attire.
SMTI will provide its Cadets with necessary uniforms subject to following
(i)….
(ii)…..

Cadets: Cadets are required to adhere to the prescribed uniform provided by SMTI during all training hours.
This uniform includes, but is not limited to:
(a) Uniform shirt. (b) Uniform trousers or skirt. (c) Uniform shoes. (d) SMTI identification tag (visibly
displayed). (e) Sportswear as approved by the administration for physical training and other sporting
activities. (f) Coveralls for emergency drills and training. (g) Appropriate swimwear for swimming training:
Males must wear swim trunks or swim shorts designed for aquatic activities, in good condition without any
tears, holes, or fraying. Females must wear fully one-piece swimsuits designed for swimming and aquatic
training, providing full coverage and in good condition.
# Female Cadets Male Cadets
1 Training
2 Sports and Recreational
3 All other times

Instructors and Staff: Instructors and staff members must dress in professional attire as specified by the
administration, aligning with their respective roles within the institute. Any exceptions to the standard
uniform must receive prior approval from the SMTI administration.
b. Personal Grooming:
b.1. Cadets: Cadets are expected to maintain a high standard of personal grooming, which includes:

SMTI.EDU.LK 30
a. Neatly groomed hair, trimmed and kept off the collar. b. Clean-shaven appearance (for males). c. Minimal
use of cosmetics.
b.2. Instructors and Staff: Instructors and staff members are required to uphold a professional appearance
through appropriate personal grooming.
c. Exceptions and Special Circumstances:
c.1. Requests for exceptions to the dress code based on medical or religious reasons must be submitted in
writing to the SMTI administration. Each request will be evaluated on a case-by-case basis.
d. Maintenance of Uniforms:
d.1. Cadets are responsible for the proper care and maintenance of their uniforms. Any damage or loss
must be promptly reported to the SMTI administration.

e. Dress Code Enforcement:

e.1. The SMTI administration retains the authority to enforce this Dress Code Policy at its discretion. Non-
compliance may result in disciplinary actions, which can include verbal warnings, written warnings, or
suspension from training activities.
e.2. Repeated violations of the Dress Code Policy may lead to more severe consequences, including
potential expulsion from the training program.

f. Amendments to the Dress Code:

f.1. Proposed amendments to this Dress Code Policy must be submitted in writing to the SMTI
administration for thorough review and approval.
g. Conclusion:
The Dress Code Policy at Southern Maritime Training Institute is designed to cultivate a professional and
disciplined environment conducive to the safety and success of our cadets and staff. All individuals affiliated
with SMTI are expected to adhere to this policy without exception. Failure to comply may result in
disciplinary actions.
By adhering to this Dress Code Policy, we demonstrate our unwavering commitment to the highest
standards of professionalism and prepare our cadets for success within the maritime industry.

5. LEAVE POLICY:

SMTI.EDU.LK 31
During Phase I, the granting of leave is typically limited to holidays or authorized absence. Cadets are
required to seek prior approval from the Cadet Training Officer (CTO) with adequate notice if they intend to
be absent from their scheduled in-house training for significant events. Unauthorized absence or leaving
the premises of SMTI without proper authorization will be considered a grave breach of discipline.
.

Authorized Absence: Authorized absence may be granted for various reasons, including sickness, personal
matters, or family emergencies. In such situations, cadets are obligated to adhere to the established leave
approval procedure.by submission of a leave request form..

SAFETY AND RISK MANAGEMENT

- Emergency Contacts

Communication channels

- First Aid

Safety Security and Fire Procedure

SMTI.EDU.LK 32
 - Drug and alcohol policy

- Drug and Medical testing

1. EMERGENCY CONTACT DETAILS

 Cadets, Employees and Staff

All persons working and or residing within the SMTI premises are required to register their emergency
contact information. This includes name, relationship, number, email and address of the persons to be
contacted in the case of any emergency. This information is collected by ……… and maintained at
…………….

 Contact information of SMTI

In the event any employee or cadet is to be contacted by their parents or families in the case of any
emergency the following persons are to be contacted

- [name], [designation], [mobile number], [e-mail], [SMTI Phone lines]

- [name], [designation], [mobile number], [e-mail], [SMTI Phone lines]

SMTI.EDU.LK 33
 It is must be noted that above is to be used only in the case of an emergency or urgent situation. All
general communication must be made via the manner set out in the Hostel Rules and Regulations

2. COMMUNICATION CHANNELS
To maintain effective communication and streamline the resolution of various concerns, cadets at the
Southern Maritime Training Institute (SMTI) are encouraged to utilize the following communication channels
for requests, complaints, or other requirements:
a. Communication Channels:
 Cadet → Cadet Class Leader → Warden → Cadet Training Officer (CTO) → Chief Executive
Officer (CEO)
b. Academic Issues:
 For matters related to academics, cadets are advised to route their concerns through their
respective subject lecturer to the Head of Academics (HoA). This ensures that academic matters
are appropriately addressed within the academic hierarchy.

c. Personal and Confidential Matters:

 In cases involving personal and confidential matters, cadets have the option to communicate
directly with either the CTO or the student counsellor. These individuals are trained to handle
sensitive issues with discretion and confidentiality. All such matters will be dealt with the highest
degree of confidentiality.
Rationale for the Communication Channels:
Effective communication channels are essential within SMTI to ensure that concerns and issues are
addressed promptly, efficiently, and through the appropriate channels. The established hierarchy allows for
the orderly escalation of matters, ensuring that they are handled by the individuals best equipped to
address them.
Prompt Reporting of Changes in Contact Information
Cadets are required to promptly inform the Cadet Training Officer (CTO) of any changes to their contact
details, including updates to their emergency information such as next of kin, address, and phone numbers.
Your timely communication helps us ensure effective and accurate contact information for your well-being
and convenience.

SMTI.EDU.LK 34
 3. FIRST AID

For the provision of first aid, our designated first aid box is conveniently located within the cafeteria
building. Access to the First Aid room can be arranged through the front Security office.

4. DRUG AND ALCOHOL POLICY

Purpose: The Southern Maritime Training Institute (SMTI) is committed to providing a safe and healthy
learning and working environment for all employees, students, visitors, and contractors. To achieve this,
SMTI has established a strict drug and alcohol policy to promote a drug-free and alcohol-free campus,
ensuring the safety and well-being of all individuals involved.

POLICY STATEMENT:
1. Prohibition of Drugs and Alcohol: SMTI strictly prohibits the possession, use, distribution, sale, or
being under the influence of any narcotic substances, drugs, alcohol of any description and any
medical supplies without a medical prescription (excluding a reasonable amount of over-the-
counter (OTC) medicines for personal use) within the SMTI premises or while representing SMTI
during any off-campus activities.

2. No Smoking Policy:
All person who are within the premises of SMTI are subject to a strict “no smoking policy”. Cadets are
subject to this policy during the entirety of their period of training, whether in or outside the premises of the
Institute. This policy includes chewing any form of tobacco, or smoking cigarettes, beedi, cigars/pipes,
shisha / hookas, of tobacco or other substance such as nicotine, marijuana, cocaine or substance of similar
properties. Possession and use of e-cigarettes and vaping is included within the prohibition.

5. SAFETY, SECURITY AND EMERGENCY PROCEDURES

At Southern Maritime Training Institute (SMTI), we prioritize safety and security for all individuals on our
premises. These procedures are designed to safeguard persons, environment and property.. For detailed
guidance, please refer to the prominently displayed Emergency Response Plan within the hostel and
college premises.
PROCEDURE

SMTI.EDU.LK 35
a. Initial Response and Alert:
In the event of identifying a fire emergency or any crisis, the initial response is crucial for swift action and
containment:
 Immediately activate the nearest emergency alarm and alert and take initial action to extinguish the
fire using available resources.
 Simultaneously, anyone discovering the emergency must promptly inform the SMTI Administrative
Office of the situation. This ensures that the SMTI Administrative Office can take necessary actions
swiftly to coordinate the emergency response effectively.
b. Fire Emergency Notification:
In cases where the fire cannot be extinguished, it is essential to take immediate actions for the safety of all
individuals:
 The primary responsibility for initiating emergency response measures during a fire emergency lies
with the SMTI Administrative Office. The individual discovering the fire should communicate
promptly with the SMTI Administrative Office and inform them of the situation. The SMTI
Administrative Office will assume the lead role in coordinating the response.
 Simultaneously, contact the security officer stationed at the main gate, providing them with crucial
details about the fire, such as its location and severity. The security officer plays a vital role in
assisting with the emergency response.
 The responsibility of calling the fire brigade immediately upon confirming the existence of a fire that
cannot be extinguished using available resources falls squarely on the SMTI Administrative Office.
This ensures that professional fire fighting personnel with the necessary equipment and expertise
are promptly dispatched to the scene.
 The SMTI Administrative Office should also notify any other relevant authorities as specified in the
Emergency Response Plan. This comprehensive approach ensures that all necessary entities are
informed and can respond effectively to the emergency.
c. Casualty with Urgent Medical Needs:
In the event of a casualty requiring immediate medical attention, follow these steps:
 Administer basic first aid measures to the injured individual promptly. This may include applying
pressure to stop bleeding, stabilizing injuries, or performing CPR if trained to do so. Ensure your
safety while assisting.
 Inform the SMTI Administrative Office. It is the responsibility of the SMTI administration to call for
professional medical assistance by dialling the emergency number specified for medical
emergencies. The administration should communicate the nature of the situation, the exact
location, and the number of casualties. They should provide as much information as possible to
assist the medical team.

SMTI.EDU.LK 36
  Whosoever identifies the emergency must inform the authorities of SMTI as soon as possible upon
discovering a Casualty with Urgent Medical Needs. Notify the admin office or other designated
personnel immediately. Precise and swift communication is crucial to expedite the emergency
response.
 While waiting for medical professionals to arrive, continue to provide comfort and support to the
injured individuals. Offer reassurance and keep them as calm as possible. If they are conscious
and able to communicate, obtain relevant medical information, such as allergies or existing medical
conditions, which can be relayed to the medical team upon their arrival.
d. Assembly at Muster Station:
 All Personnel: Upon notification of the emergency, all individuals must proceed to the designated
muster station. The muster station serves as the pre-established assembly point during
emergencies.

e. Head Count:
 At the muster station, the designated personnel in charge shall conduct a thorough head count.
This headcount is essential to ensure that every individual is accounted for and that no one is left
unattended.
f. Communication Protocol:
Depending on the nature of the emergency, it is imperative to promptly notify the following designated
officers:SMTI Administrative Office
 Security Officer
 Any other pertinent authorities, as specified in the Emergency Response Plan.
These established procedures are meticulously designed to ensure the safety and well-being of all
residents and candidates in the event of unforeseen emergencies. Familiarity with the Emergency
Response Plan and immediate action during critical situations are paramount in minimizing potential risks.
Your unwavering commitment to these procedures is instrumental in upholding a secure and safe
environment within our premises. We trust in your dedication to these protocols to protect yourself and your
fellow residents and candidates, as well as to safeguard our valuable property.

6.MEDICAL AND DRUG TESTING:

i. SMTI reserves the right at its absolute discretion to carry-out or request any employee, member of
staff or cadet to undergo any of the following tests or examinations -

SMTI.EDU.LK 37
 (a) Medical Test and or Vision Tests - these tests or examinations to be carried out at a
government hospital or other medical center or medical practitioner named by SMTI.
(b) Drug or Substance Testing – these tests may be period or random testing
(c) Alcohol Testing - if there is reasonable suspicion that an individual is under the influence of
alcohol while on SMTI premises or participating in SMTI-related activities
ii. All testing and examinations if and when directed shall be carried out at a government hospital or
other medical center or medical practitioner named by SMTI. Employees, staff and cadets consent
and agree that SMTI shall obtain, retain and use the reports of such tests for the purpose of Institute
which includes the cadet training program.
iii. Employees, staff and cadets acknowledge and agree that SMTI has the right to take necessary action
where there is a refusal to take such test, falsification of any test report and particularly where results
from the test or examination fails to meet with prescribed standard or where the person undergoing
the test or examination otherwise fails the test. Action taken by SMTI will include disciplinary action
resulting in the termination or expulsion of the person concerned.

iv. Confidentiality: All information related to aforesaid testing and examination as well as any resulting
disciplinary actions, will be treated confidentially and only disclosed on a need-to-know basis.
v. Education and Assistance: SMTI is committed to promoting a culture of health and wellness.
Resources for counselling, treatment, and rehabilitation for substance abuse issues will be made
available to employees and cadets who seek assistance voluntarily. Where necessary action taken by
SMTI will be to urge employees and cadets to obtain such assistance.

vi. Compliance: All persons, being employees, members of staff, cadets or other persons resident or
working within the premises of the Institute are expected to comply with this policy. It is the
responsibility of each person to ensure that their visitors and other invitees (including contract
workers) obverse and comply with this policy.

vii. Action on Non-Compliance and Violations : in the event of there being any breach or incidence of
violation by an act or omission on the part of any person of this Policy, the Institute retains the right to
take action, firstly to ensure compliance with the Policy and secondly as a disciplinary measure.
Action available to the Institute is not limited to the following -

(a) Employees: Employees who violate this policy may face disciplinary actions, up to and
including termination, based on the severity of the violation.

(b) Students: Students who violate this policy may face disciplinary actions, up to and including
expulsion, based on the severity of the violation.

SMTI.EDU.LK 38
 (c) Visitors and Contractors: Violators who are visitors or contractors may be asked to leave the
premises immediately, and SMTI may take appropriate action, including legal measures if
necessary.

(d)[(b)] Assistance of law Enforcement Agencies: depending on the severity of the breach or where
the breach amounts to a violation of the laws of the Country, the Institute may be compelled to
seek the assistance or file a report of relevant matters with any law enforcement agency.

viii. Review and Amendments: This policy will be reviewed periodically to ensure its effectiveness and
compliance with applicable laws. SMTI reserves the right to amend this policy as necessary.

OTHER POLICIES AND PROCEDURES

- Mobile phones

- Social media

SMTI.EDU.LK 39
 - Statements relating to IT policy, Privacy and
commitment to environmental sustainability

- Revisions and effective dates

1. USE OF MOBILE PHONES

Cadets are expressly prohibited from using their mobile phones during class sessions and while they are
engaged in sports activities or other training sessions. Parents or guardians who need to communicate
important matters with cadets during these restricted times may do so by contacting the relevant
departments or the Cadet Training Officer.

To clarify, cadets are allowed to possess mobile phones but are prohibited from actively using them during
class sessions and while they are engaged in sports activities or other training sessions. "Use" refers to
actively engaging with the phone, such as making calls, texting, or browsing the internet. Possessing a
mobile phone is allowed, but it should be kept safely locked up and should not be in use during these
specified times.

We strongly emphasize the importance of strict adherence to these procedures and regulations for the
overall safety, discipline, and efficient operation of our esteemed institution. Your cooperation in upholding
these guidelines is greatly appreciated and contributes to the creation of an optimal learning environment.

SMTI.EDU.LK 40
2. SOUTHERN MARITIME TRAINING INSTITUTE SOCIAL MEDIA POLICY

1. Introduction
At the Southern Maritime Training Institute (SMTI), we recognize the significance of social media in today's
interconnected world. We encourage our cadets, employees and staff to utilize social media responsibly to
engage, communicate, and share information. However, it is essential to balance the benefits of social
media with the need to protect both, personal and sensitive information, maintain confidentiality, and uphold
the reputation of SMTI.

2. Purpose
This Social Media Policy is designed to provide clear guidelines and expectations regarding the use of
social media platforms by members of the SMTI community, emphasizing the prohibition of updating or
sharing sensitive information that may compromise security, privacy, or the institute's reputation.

3. Scope
This policy applies to all cadets, employees/staff, contractors, volunteers, and anyone representing or
associated with SMTI in any capacity. It encompasses the use of personal and official social media
accounts when discussing or referencing SMTI-related matters.

4. Guidelines
4.1. Protection of Sensitive Information
 Cadets, staff, and stakeholders must not post, share, or update any sensitive information related to
SMTI on social media platforms. This includes, but is not limited to, confidential student records,
financial data, proprietary training materials, and any information covered by non-disclosure
agreements.

4.2. Respect for Privacy

 It is imperative to respect the privacy and confidentiality of fellow cadets, staff, and stakeholders.
Do not share personal or sensitive information about individuals without their explicit consent.
 All such content / posts must be taken down if and immediately upon a request for a deletion of the
post or the withdrawal of consent.

SMTI.EDU.LK 41
4.3. Institute's Reputation
 All social media interactions related to SMTI should uphold the institute's reputation and integrity.
Avoid making disparaging, offensive, or misleading statements that may harm the institute's image.
4.4. Appropriate Use of Official Accounts
 Official SMTI social media accounts managed by authorized individuals should be used exclusively
for official announcements, updates, and interactions. Personal opinions and unrelated content
should not be shared through these accounts. Administrators in charge of these shall adhere to
this policy and undertaking of confidentiality of SMTI in addition to the relevant terms and
conditions of each social media platform.
4.5. Personal Responsibility
 Cadets and staff are personally responsible for their private social media activities. Exercise
caution and discretion when posting content related to SMTI, ensuring that it does not violate this
policy.
 While pseudo-names may be assumed by in the use of your personal social media account which
is identifiable to you, no should set-up, use or operate fake-accounts or pseudo-accounts for the
purpose of engaging in inappropriate on-line behaviour to make disparaging, harmful or hurtful
posts about any person or party.
4.6. Reporting Violations
 If any member of the SMTI community becomes aware of a violation of this policy, they should
promptly report it to the appropriate authority within the institute.

5. Consequences of Violation
Violation of this Social Media Policy may result in disciplinary action, which could include counselling,
educational measures, suspension, or, in severe cases, termination of enrolment or employment.
Additionally, legal action may be taken if the violation breaches applicable laws and regulations.

6. Review and Updates

This policy will be periodically reviewed to ensure its continued effectiveness and relevance. Updates or
amendments may be made as necessary to address emerging social media trends and challenges.

SMTI.EDU.LK 42
Conclusion
SMTI encourages the responsible and ethical use of social media by all members of our community. By
adhering to this policy, we collectively contribute to maintaining a secure, respectful, and reputable online
presence while safeguarding sensitive information and promoting the institutes core values.

3. SOUTHERN MARITIME TRAINING INSTITUTE ENVIRONMENTAL POLICY

1. INTRODUCTION
The Southern Maritime Training Institute (SMTI) is located in close proximity to the beautiful coastal
environment. We recognize that our surroundings are not only a source of inspiration but also a
responsibility. As stewards of the maritime profession, we must protect and preserve the environment for
current and future generations.

2. Commitment to Environmental Stewardship

SMTI is committed to promoting environmental awareness and sustainable practices among our cadets.
Our enhanced Environmental Policy aims to foster a culture of responsibility, respect, and active
participation in the conservation of our coastal ecosystem.

3. Key Principles
3.1. Responsible Waste Management
 Cadets are expected to adhere to proper waste disposal practices, including recycling and disposal
of hazardous materials. Dispose of waste in designated bins and refrain from littering.
3.2. Conservation of Natural Resources
 We encourage the responsible use of resources such as water and energy. Cadets should make
efforts to reduce consumption by turning off lights, faucets, and electronic devices when not in use.
3.3. Beach and Marine Conservation

SMTI.EDU.LK 43
  Recognizing the significance of our coastal location, cadets are encouraged to participate in beach
clean-up activities and contribute to the preservation of marine life. Avoid littering on the beach and
be mindful of the impact of your actions on the marine ecosystem.
3.4. Sustainable Transportation
 Consider sustainable transportation options such as carpooling, public transportation, or biking to
reduce carbon emissions. Minimize the use of personal vehicles for short distances.
3.5. Environmental Education
 SMTI will provide educational programs and resources to enhance cadets' understanding of
environmental issues and the importance of conservation.

4. Compliance and Accountability

Adherence to this Environmental Policy is mandatory for all cadets. Failure to comply with these principles
may result in disciplinary actions.

5. Reporting Environmental Concerns

Cadets are encouraged to report any environmental concerns, such as pollution or wildlife endangerment,
to the designated authority within the institute.

6. Continuous Improvement
SMTI is committed to the ongoing review and enhancement of our environmental practices. We will
continually assess our impact on the environment and seek opportunities to reduce our carbon footprint.

Conclusion
By embracing this enhanced Environmental Policy, cadets at SMTI contribute to the protection of our
coastal environment and the sustainability of our planet. Our commitment to environmental stewardship
reflects the values of the maritime profession and prepares cadets to be responsible global citizens.
Together, we can make a positive impact on our coastal ecosystem and inspire future generations to do the
same.

SMTI.EDU.LK 44
 CADET WELL-BEING AND DISCIPLINARY
RELATED MATTERS

Sports and Recreation Facilities

Student Counselor

Disciplinary Procedures

Appeal Procedures

SMTI.EDU.LK 45
1. SPORTS AND RECREATION FACILITIES
Get ready for an enriching experience with our specially tailored study tour programs, thoughtfully
curated by our dedicated industrial department. These programs offer you the chance to explore, learn,
and grow dynamically and engagingly.

Our study tours include:

 Ship Visits: Step aboard vessels at sea to gain first-hand insights into the maritime world.
 Planetarium Adventures: Discover the wonders of the cosmos through fascinating visits to the
planetarium.
 Leadership and Personality Development: Sharpen your leadership skills and nurture your
personality through engaging development programs.
These experiences are designed to inspire, educate, and help you expand your horizons. Join us on
these educational journeys and let your knowledge soar!

Opportunities

SMTI.EDU.LK 46
At our institution, we offer a wide array of sports and recreational facilities to cater to a diverse range of
interests. Here are some of the fantastic options available:
 Dive into Swimming: Enjoy refreshing swims.
 Team Sports Galore: Engage in the thrill of team sports such as Basketball, Football, Cricket,
Badminton, and Volleyball.
 Board Games and Mind Challenges: Sharpen your strategic thinking with games like Carom and
Chess.
 Unleash Your Creative Side: Explore the world of drama and theatrical arts.
We encourage all our students to make the most of these facilities to stay active, have fun, and nurture
their talents beyond academics. Join in, and let your passion shine!

2. STUDENT COUNSELLOR (SC)

A Student Counsellor (SC) at the Southern Maritime Training Institute (SMTI) is a highly experienced and
dedicated senior member of our staff who plays a vital role in ensuring the well-being, mental health, and
personal development of our cadets. The SC is a trusted professional who provides guidance, support, and
counselling services to cadets to help them navigate the challenges they may face during their maritime
training.

Key Responsibilities and Functions of a Student Counsellor:

i. Mental and Emotional Support: The SC offers a safe and confidential space for cadets to express
their thoughts, feelings, and concerns. They provide emotional support, actively listen to cadets,
and offer guidance to help them manage stress, anxiety, and personal issues.
ii. Personal Development: Student Counsellors work with cadets to identify their strengths,
weaknesses, and areas for personal growth. They assist cadets in setting and achieving personal
and academic goals, fostering self-improvement and resilience.
iii. Crisis Intervention: In times of crisis or emergencies, the SC is available to provide immediate
assistance and intervention. They help cadets cope with challenging situations and connect them
with appropriate resources when needed.
iv. Conflict Resolution: Student Counsellors mediate and facilitate conflict resolution when cadets
encounter interpersonal conflicts or disputes. They promote effective communication and help
cadets find amicable solutions.
v. Academic Support: SCs collaborate with academic staff to monitor cadets' academic progress and
provide academic support and guidance. They may offer study strategies, time management skills,
and assistance with academic challenges.

SMTI.EDU.LK 47
 vi. Career Counselling: Student Counsellors assist cadets in career exploration and planning. They
provide information about career opportunities in the maritime industry and help cadets make
informed decisions about their future careers.
vii. 24/7 Availability: Our Student Counsellors are available twenty-four hours a day and seven days a
week, ensuring that cadets have access to counselling services without interruption. Whether on-
site or over the phone, he provides continuous support to meet the diverse needs of our cadets.

In summary, a Student Counsellor at SMTI is a dedicated and experienced professional committed to the
overall well-being and success of our cadets. They provide a wide range of support services, including
emotional, academic, and career guidance, and are available around the clock to ensure that cadets
receive the assistance and care they need throughout their maritime training journey

3. DISCIPLINARY PROCEDURES FOR ACTS OF MISCONDUCT AND INDISCIPLINE

At the Southern Maritime Training Institute (SMTI), we consider discipline to be a cornerstone of our
institution, and maintaining it is a collaborative effort that engages key individuals: the Cadet Training
Officer (CTO), the Chief Executive Officer (CEO), and the Head of Academics (HoA).

i.Role of the Cadet Training Officer (CTO): The CTO serves as a pivotal figure in the maintenance of
discipline. The CTO oversees, guides, and mentors cadets in matters of conduct, ensuring adherence to
established principles and directives.

ii. Role of the CEO: The CEO plays a critical role in upholding discipline within the institute. The CEO
provides overall direction and support to the disciplinary processes, ensuring fairness and compliance with
institutional policies.

iii. Role of the Head of Academics (HoA): The HoA, in coordination with the CTO, ensures that academic
conduct aligns with the institution's standards. The HoA oversees academic aspects of discipline and
compliance.

iv. Role of the Warden: Our diligent warden is entrusted with the crucial responsibility of day-to-day
supervision, monitoring, and fostering a culture of order and exemplary conduct within the institute's
premises. The warden plays a vital role in promoting discipline and ensuring a harmonious living
environment.

Disciplinary procedure
Report of Misconduct: Instances of misconduct or breaches of discipline are to be reported promptly to the
CTO who is the designated officer to receive any allegations or complaints of misconduct or breach of
rules. Complaints may be made by any member of staff, cadet, or an affected party. All such complaints

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must be provided by a written document and must contain a precise and factual statement of the
allegations complained of.

Investigation / Inquiry Procedure:

Objective: To conduct a fair and thorough investigation into alleged misconduct while ensuring due process
and respecting the rights of all parties involved.

Procedure:
a. Initiation of Investigation:
 The Cadet Training Officer (CTO), in consultation with the Head of Academy (HoA) and
Student Counsellor when necessary, shall initiate an investigation upon receipt of a report
of misconduct.
b. Assignment of Investigator(s):
 The CTO or CTO will appoint a qualified investigator or investigative team to handle the
case.

c. Notification to the Accused:

 The cadet against whom a complaint is made shall be promptly informed in writing about
the allegations made against them.
 The cadet against whom an allegation is made will be provided with an opportunity to
respond to the allegations within a specified timeframe, typically within 5 days from the
date of notification.
d. Interviews and Evidence Gathering:
 The investigator(s) will conduct interviews with all relevant parties, including witnesses and
the complainant.
 Relevant documents, records, or evidence shall be collected and preserved. A minute or
record of all proceeding including any verbal inquiry must be maintained and provided to
the cadet against whom the allegation is made without any costs or charges being levied.
e. Confidentiality:
 The Institute shall ensure that any inquiry into an allegation against any cadet will be
carried out with the strictest of confidence. .
f. Report Preparation:
 Upon conclusion of the investigation, the investigator(s) shall prepare a comprehensive
report that includes findings of fact, any violations of policies or codes of conduct, and
recommendations for appropriate actions.
g. Decision and Actions:
 The HoA will review the investigation report and determine appropriate actions or
disciplinary measures if misconduct is substantiated.
h. Notification of Outcome:

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  All parties involved will be informed in writing of the outcome and any actions taken as a
result of the investigation.
i. Appeal Process:
 The accused cadet, as well as the complainant, shall have the right to appeal the outcome
of the investigation, following established appeal procedures.

Communication to Chairman and Directors: Following the investigation, the CTO will communicate the
findings to the Chairman and Directors of SMTI without delay. The CTO will provide a comprehensive
report of the incident, including the nature and severity of the misconduct.

Review and Decision: The Directors will review the report and, if necessary, convene an Ad Hoc
Disciplinary Committee to assess the matter further. The ad-hoc disciplinary committee will conduct a fair
and impartial review to determine an appropriate course of action.

Disciplinary Action: If it is determined that a cadet violates established principles and directives, the
disciplinary committee will administer immediate and equitable disciplinary actions. The nature and severity
of the disciplinary measures will be commensurate with the misconduct.
Confidentiality and Non-Retaliation: All disciplinary proceedings will be conducted with strict confidentiality,
respecting the privacy of all parties involved. SMTI prohibits any form of retaliation against cadets who
engage in the disciplinary process.

4. SOUTHERN MARITIME TRAINING - APPEAL POLICY

INTRODUCTION

At the Southern Maritime Training Institute (SMTI), we prioritize fairness, transparency, and the well-being
of our cadets. We recognize the significance of providing a clear and equitable process for cadets to appeal
decisions made by staff members. This policy outlines our commitment to ensuring that appeals are
handled in a fair, just, and non-discriminatory manner.

POLICY STATEMENT

Purpose:

 The purpose of the Student Appeal Policy is to establish a structured process for cadets to
appeal decisions that they believe to be unfair, unjust, or discriminatory. This policy is

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 designed to uphold the principles of fairness, transparency, and respect for all individuals
involved.

Designated Authority:

 The designated authority responsible for overseeing and addressing student appeals is the
Student Counsellor. The Student Counsellor acts as an impartial mediator and facilitator
throughout the appeal process.

Appeal Procedure

a. Initiating an Appeal:
 Cadets may initiate an appeal when they believe a decision made by a staff member is
unfair or unjust. Appeals must be submitted in writing to the Student Counsellor within a
reasonable timeframe from the date of the decision being appealed.
b. Appeal Documentation:
 Cadets must provide a detailed written statement outlining the grounds for their appeal,
along with any supporting evidence or documents. This documentation should clearly
explain why they believe the decision is unfair or unjust.

c. Initial Review:
 Upon receiving an appeal, the Student Counsellor will conduct an initial review to
determine its validity. If the appeal is deemed valid, the process proceeds to the next
stage. If it is found to be frivolous or without merit, the appeal may be dismissed.
d. Mediation and Resolution:
 The Student Counsellor will facilitate mediation between the cadet and the staff member
involved in the decision. The objective is to reach an amicable resolution through open and
respectful communication.

e. Appeal Committee:

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  In cases where mediation does not lead to a resolution, or if the nature of the appeal
warrants further examination, an Appeal Committee may be formed. This committee
includes representatives from relevant departments and ensures a fair and impartial review
of the appeal.
f. Appeal Hearing:
 If an Appeal Committee is formed, an appeal hearing will be conducted, during which both
the cadet and the staff member have the opportunity to present their case. The hearing will
be conducted with fairness and respect for all parties involved.
g. Decision and Follow-Up:
 Following the appeal hearing, the Appeal Committee will make a decision based on the
evidence and arguments presented. The decision will be communicated in writing to the
cadet and the staff member involved.
 If the cadet's appeal is upheld, appropriate actions will be taken to address the issue and
ensure fairness.
 If the appeal is not upheld, the decision is considered final.

Confidentiality and Non-Retaliation

 All information related to the appeal process will be handled with the utmost confidentiality,
respecting the privacy of all parties involved.
 SMTI strictly prohibits any form of retaliation against cadets who initiate an appeal.

Review and Evaluation

 This Student Appeal Policy and procedures will be periodically reviewed and evaluated to ensure
its effectiveness and alignment with our commitment to fairness and transparency. Where
necessary SMTI will make changes to the policy.

Conclusion

The Student Appeal Policy at SMTI reflects our dedication to providing cadets with a fair and transparent
process for addressing decisions they perceive as unfair or unjust. It is designed to uphold the principles of
fairness, transparency, and respect for all individuals involved. We encourage open and respectful
communication throughout the appeal process to facilitate amicable resolutions and maintain a positive
learning environment.

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