SMS Ship Manual

BLUMENTHAL ASIA PTE LTD
SHIPOWNER
SAFETY
MANAGEMENT
SYSTEM
Blumenthal Asia Pte. Ltd. MASTER
COPY
SMS SHIP MANUAL
SAFETY MANAGEMENT SYSTEM (SMS)
SHIP MANUAL
Blumenthal Asia Pte. Ltd. Part: 1.0-12.0
General Index Sect.: 1.0-12.5
Revision Date Originator Description of changes

00 06/02/2014 Marine department 1)Original issue
1)Inclusion of the revision page (“General Index” Page 1)
2)New DPA/CSO and deputy DPA/CSO (“General” Part 1; Page 3, 5, 8)
3) Internal audit extension (“General Index” Page 10 & “Verification, Review
and Evaluation”; Part 12.1)
4) RA for Enclosed Space Entry (“Shipboard Operations” Part 7, Page 29-
30)
5)Enclosed space entry and rescue drill frequency (“Shipboard Operations”
Part 6, Page 11)
01 11/09/2014 Marine department 6) BNWAS procedures included (“General Index” Page 6 & “Shipboard
Operations” Part 7, Page 12)
7) Pollution prevention procedures (“Shipboard Operations” Part 7, Page 37)
8) Free fall Lifeboat (“Emergency Preparedness” Part 6, Page 14)
9) Mark Ong Mobile (“General” Part 1, Page 9)
10) Company’s Safety & Environmental Protection Policy (Part 2, Page 2)
11) Amendment to ISM Code (Part 1, Page 13)
12) Revision (“Emergency Preparedness” Part 6, Page 22)
13) Management Review (Part 12, Page 3)
1) Additional lookout (“Shipboard Operations” Part 7.1.1, Page 2)
2) Responsibility of the DPA, Master and Superintendent (“Company
Responsibility and Authority” Part 3.2.2; 3.2.3, Page 4-5)
02 03/10/2014 Marine department 3) Resources and Personnel (Crew salary, Part 6, Page 3 & Rest Hours Part
6, Page 9)
4) Master’s Responsibility & Authority (Fresh Provisions Part 5.1.2c, Page
3)
03 07/10/2014 Marine department 1) Designated Persons Ashore (Part 1; Page 8)
1) Technical Superintendent (“General” Part 1, Page 9)
04 05/02/2015 Marine Department 2) CREW Disciplinary Process (“General Index” Page 5 & CREW
Disciplinary Process, Part 6, Pages 1 - 22 complete)
1) Use of Fall Preventer Device for Life Boat Maintenance & Life Boat Drill
05 10/04/2015 Marine Department (“Shipboard Operations” Part 7.5.4 Page 41)
1) SVDR or VDR procedure for preservation of data (“Shipboard Operations”
Part 7.1.12, Page 12-13)
06 18/09/2015 Marine Department 2) Procedures for Non-Conformities Reporting (“Reports and Analyses of
Incidents” Part 9.1.3.12, Page 12-13)
3)Hatch Covers(“Maintenance of Ship Equipment” Part 10.4, Page 14-18)
07 29/10/2015 Marine Department 1) Risk assessment ( Part 7.7.3 pages 47-51)

1) Verification, Review and Evaluation; Part 12, Pages 1-10
2) General Index; Pages 1,2,3 & 4
3) Crew Management; Part 6, Page 3
08 30/12/2015 Marine Department 4) Job descriptions and Department Organisation; Part 3, Pages 1 & 8
5) List of vessels; Part 3, Page 2
6) Abbreviations, Part 1, Page 3
7) Emergency Situations; Part 8, Pages 3-15
1) General Index, Pages 1-3
2) Training onboard; Part 6, Pages 8- 9
3) Passage planning, Part 7, Page 7
4) Special Areas; Part 7, Page 46
5) Asbestos onboard; Part 7, Page 49
6) SEEMP; Part 7, Page 49,
7) File system on board; Part 11 Pages 4-8
8) Internal audit of the Company/Vessel; Part 12 Pages 2 & 3
9) Annex; Part 12, Pages 11-17
10) List of vessels; Part 3, Page 2
09 22/06/2016 Marine Department 11) Reporting and handling of Non-Conformities; Part 9, Page 12
12) Preparation for the Departure; Part 7, Page 11
13) Arrival/ Departure/ Noon reporting at sea; Part 7, Pages 7-8
14) Lay-up: Part 7, Page 25
Latest Rev. Aug. 2019

15) Formal Safety Assessment ; Part 7, Page 50

16) Company's Safety & Environmental-Protection Policy; Part 2, Page 2
17) Shore- based Support Personnel; Part 8, Page 23
18) Anchoring; Part 7, Page 16
19) Safe mooring practice; Part 7, Pages 23-24
20) Entering Enclosed or Confined Spaces; Part 7, Page 37
21) Risk Matrix; Part 7, Pages 56-57
1) General Index, Pages 1-2
2) Definitions; Part 1, Pages 3, 7, 10, 11
10 08/08/2016 Marine Department 3) List of vessels; Part 3, Pages 1, 2, 3, 4, 22
4) Accident Prevention; Part 5, Page 6
1) General Index; Pages 1-4
2) Definitions; Part 1, Pages 5, 8, 10
3) Company Responsibility & Authority; Part 3 Pages 2, 5, 6, 14
4) Master’s Responsibility & Authority; Part 5, Pages 2,6
5) Resources and Personnel; Part 6, Pages 3, 7, 10-12, 19, 21-22
11 11/07/2017 Marine Department 6) Shipboard Operations; Part 7, Pages 3-5, 9, 11, 14, 17, 23-24, 29-30, 32,
36, 38, 49, 51
7) Emergency Preparedness; Part 8, Pages 1, 13, 24
8) Reports and Analyses of Incidents; Part 9, Page 13
9) Documentation and Documents; Part 11, Pages 4-8
10) Verification, Review and Evaluation; Part 12, Pages 11-18
1) General Index; Pages 2, 3
12 16/08/2017 Marine Department 2) Master’s Responsibility & Authority; Part 5, Page 6
1) General Index; Pages 2, 3
2) General, Company Management; Part 1, Page 10
3) Job Descriptions-Cook, Part 3, Page 18
4) Shipboard operations; Part 7, Pages 23, 24, 58
13 20/11/2017 Marine Department 5) Shore based support personnel; Part 8, Page 24
6) Reporting and handling of Non-Conformities; Part 9, Pages 12, 13
7) Documentation and Control; Part 11, Pages 2, 3
8) Internal Audit of the Company/ Vessel; Part 12, Pages 2, 3
1) General Index; Pages 2

14 25/05/2018 2) Office and after office Hour Numbers; Part 1, Page 10
3) List of Ships, Part 3, Page 2
Marine Department
4) Quantity of Food Provisions, Part 5, Page 3
5) Shipboard operations; Part 7, Pages 9, 18
1) General Index; Pages 2

15 03/12/2018 2) Office and after office Hour Numbers; Part 1, Page 10, 14
3) Policy; Part 2
4) Resources and Personnel; Part 6, Pages 7, 9
Marine Department
5) Shipboard operations; Part 7, Pages 1, 17, 18, 27, 32, 50.
6) Special Circumstance; Part 8, Pages 21, 22
7) Shore based support personnel; Part 8, Page 26
8) Verification Review and Evaluation; Part 12, Page 7
16 27.03.2019 1) General Index ; Page 2

2) Shipboard Operations; Part 7, Pg 51
Marine Department
17 23/08/2019 1) General Index ; Page 2, 4, 5, 6

2) General; Part 1, Pg 9, 10
3) Master’s Responsibility & Authority; Part 5, Pg 6
Marine Department 4) Resources and Personnel; Part 6, Pg 1, 25
5) Emergency Preparedness; Part 8, Pg 26
6) Audits; Part 12, Pg 11


Part Section Sub-Sect.: Title Revision Date
1.0 General Feb. 2015
1.1 Definitions 1.4 Nov. 2017

1.1 Company Location 1.4 Aug. 2019
1.1 Office and after hours 1.4 Aug. 2019
1.2 Statement of Objectives 1.4 Feb. 2014
1.3 Application of the Company's 1.6 Sep. 2014
SMS
1.4 Functional Requirements for 1.4 Feb. 2014
the SMS
2.0 2.1 Company’s Safety & Jun. 2016

Environmental-Protection
Policy
2.2 2.2.1 Company Safety Management 1.4 Feb. 2014

System
3.0 Company Responsibility Feb. 2014

& Authority
3.1 3.1.1 Declaration of Responsible Operator 1.3 Aug. 2016

3.2 Job descriptions and Department 1.0 Nov. 2017
Organisation
3.3 Shipboard organisation 2.4 Aug. 2016
4.0 Designated Person Oct. 2014
5.0 Master’s Responsibility & Authority Oct. 2014
5.1 5.1.1 Statement of Master's & 1.4 Jul. 2017

Responsibility Authority 1.4 Feb. 2014
5.2 Master’s overriding Authority 1.4 Feb. 2014
5.3. Inspections Aug. 2019


6.0 Resources and Personnel Feb. 2014
6.1 6.1.1 Masters Qualification and 1.4 Feb. 2014

Competence
6.2 Crew Management 1.6 Jul. 2017
6.3 Familiarisation 1.6 Jul. 2017
6.4 Introduction to applicable Rules & 1.7 Feb. 2014
Regulations
6.5 Training onboard 1.9 Jul. 2017
6.6 SMS relevant Communication 1.6 Jul. 2017
6.7 Crew disciplinary process 1.1 Feb. 2015

6.8 Harassment and Bullying 1.1 Aug. 2019
7.0 Shipboard Operations Oct. 2014
7.1 7.1.1 Watchkeeping at Sea 1.6 Jul. 2017

7.2 Special Shipboard operations 1.6 Jul. 2017
7.3 Cargo operations 1.4 Jul. 2017
7.4 Engine and Machinery Operations 1.5 Jul. 2017
7.5 Hazardous Work Induction 1.6 Jul. 2017
And work permits on board
7.6 Pollution 2.1 Mar. 2019

7.7 7.7.1 Bulk Carrier Safety 2.0 Nov. 2017
7.8 Cyber Risk 1.0 Nov. 2017
8.0 Emergency Preparedness Feb. 2014
8.1 Emergency Situations 1.5 Jul. 2017

8.2 Shore based support Personnel 2.3 Aug. 2019


9.0 Reports and Analyses of Incidents Sep.2015
9.1 9.1.1 Purpose and Scope of Part 9 1.3 Nov. 2017

9.2 Loop of Continual Improvement 1.3 Sep.2014
10.0 Maintenance of Ship and Equipment Feb. 2014
10.0 10.0.1 Technical- & Deck Maintenance 1.3 Feb. 2014

Process
10.0.2 Maintenance 1.3 Feb. 2014
10.1 Scope of Maintenance 1.3 Feb. 2014
10.2 Description of the technical 1.3 Feb. 2014
Maintenance Process
10.3 Critical Equipment, Stand-by Checks 1.4 Feb. 2014
10.4 Hatch covers 1.0 Sep. 2015
11.0 Documentation and Documents Feb. 2014
11.1 Documentation and Control 1.4 Nov. 2017

11.2 File System on board 1.2 Jul. 2017
12.0 Verification, Review Sep. 2014

and Evaluation
12.1 General/Internal-/External Audits 1.6 Nov. 2017
12.2 Reviews 1.5 Dec. 2015
12.3 The typical Internal/External 1.5 Sep. 2014
Audit Path
12.4 Process of an Audit, Independence 1.5 Sep. 2014
of Auditors
12.5 Result of the Audit and Review 1.5 Sep. 2014
Annex: List of forms 1.3 Aug. 2019

Blumenthal Asia Pte. Ltd. Part: 1.0
General Sect. 1.1-1.4
Part Section Sub-Sect.: Title Revision

1.0 General
1.1 Definitions
1.1.1 ISM 1.4
1.1.2 Company 1.4
1.1.3 Administration 1.4
1.1.4 Abbreviations 1.4
1.1.5 Declaration of Responsible Operator 1.4
1.1.6 Controlled Circulation List 1.5
1.1.6.1 Acknowledgement Sheet 1.4
1.1.7 Company Organisation Plan 1.7
1.1.7.1 Company Organisation Scheme 1.6
1.1.8 Company Location 1.4
1.1.8.1 Review of Company Office 2.6
& a.o.h. Telephone No.
1.1.9 Company Staff 1.6
1.1.10 Structure of Documentation 1.5
1.2 Statement of Objectives 1.4
1.3 Application of the Company's 1.6

SMS
1.4 Functional Requirements for 1.4

the SMS
Page 1 of 14
1.1 Definitions
1.1.1 ISM= International Safety Management (ISM) Code means the International
Management Code for the Safe Operation of Ships and for
Pollution Prevention as adopted by the Assembly, as may be
amended by the Organisation
1.1.2 Company= Means the Owner of the ship or any other organisation or person
such as the Manager, or the Bareboat Charterer, who has
assumed the responsibility for operation of the ship from the
Shipowner and who on assuming responsibility, has agreed to
take over all the duties and responsibility imposed by the Code
1.1.3 Administration = means the Government of the State whose Flag the ship is
entitled to fly.
Accident = all incidents which result in harm to people and damage to

environment.
Casualty = an accident with substantial damage/losses such as stranding,

collision, explosion, fire etc.
Damage = Circumstances or external influence, causing defect(s) or

breakdown of elements, components or system(s).
Deficiency/Non = a deficit in the process which requires to be corrected, eliminated,

Conformity rectified to restore a condition or behaviour in the process to
normal.
Emergency = a sudden, unexpected, dangerous occurrence demanding action
Failure = Deficiencies, due to wear developing within a system causing

premature defects, breakdown and/or other deterioration In the
system or at its components or elements
Near miss = an event which has not been planned and which under slightly
different conditions would have resulted in harm to people, damage
to the ship, its cargo or the environment
Quality = distinguished compliance with specific requirements
Safety = avoiding loss, harm to people, damage to the ship, its cargo, the
environment or property
Page 2 of 14
1.1.4 Abbreviations
BC = Bulk carrier Code
DG = Dangerous goods
DOC = Document of Compliance (Certificate for a Company

complying with the ISM Code)
DPA = Designated Person Ashore
MD = Managing Director
HoD = Head of Department
IMDG Code = International Marine Dangerous Goods Code
IMO = International Maritime Organisation
ICS = International Chamber of Shipping
IOPP = International Oil Pollution Prevention Certificate
ISF = International Shipping Federation
ISM = International Safety Management
MARPOL = Marine pollution (Convention for the Prevention of

Marine Pollution 1973/78 as amended)
MBTF = Mean time between Failures
MBTO = Mean time between Overhauls
MHB = Materials hazardous in bulk
OOW = Office of the watch
SMS = Safety Management System
SOLAS = Safety of Life at Sea
SOPEP = Shipboard Oil Pollution Prevention Plan

(part of IOPP-Certification)
SMC = Safety Management Certificate (signifies that Company and

ship operate along an approved SMS. An SMC is issued to
a vessel
PSCO = Port State Control Officer carrying out Port State Control Inspection
Page 3 of 14
1.1.5 Declaration of Responsible Operator
The Company has ships under management as listed in Part 1.1.8
The Company has accepted the full responsibility for operation of the vessels and has
agreed to take over all duties and responsibilities including those related to Safety and
Pollution Prevention.
Page 4 of 14
1.1.6 Controlled Circulation of SMS Manuals
This Manual is issued by: Blumenthal Asia Pte.Ltd.
It may be used within the Company in controlled form and it represents the framework of
the SMS Shipboard Manual.
Each controlled Company Manual is issued with a unique number with allocation to a
recorded keeper and it will receive updating, if need be.
The Master copy of the Company Manual is to be kept in the Quality Department and
shall serve a designated person to keep the SMS up to date and under development.
Alterations and amendments, if any, shall then be transcribed to the copies of the Master
Copy.
The Company SMS Manual shall be distributed as follows:
Holders: Copy No.: Remarks:
Head of Quality Department (DPA) 1 Master Copy
Head of Operations Department 1 Copy

(Deputy DPA/ CSO)
The recipient is responsible for maintaining the Manual and it's accessibility to persons
immediately concerned with the Safety Management System to the extent as necessary
for job performance and co-operation.
Each page of the General Index as well as the index to individual parts provides a column
on the right side with the date of revision. Upon receipt of alteration/amendments coming
with the Acknowledgement Sheet, obsolete pages are to be promptly removed.
Acknowledgement Sheets shall be filed inside the SMS.
Under the authority of the DPA/CSO the proper upkeep of the Manuals will be controlled.
Page 5 of 14
1.1.6.1 Acknowledgement of Reception of the SMS – Company Manual
This Manual is issued by Blumenthal Asia Pte. Ltd.
It may be used within the Company in controlled copy as referred to in 11.1.1.
Each controlled Manual will receive regular updating if reason therefore is given.
The recipient is responsible for maintaining the Manual and its distribution among
persons concerned to the extent as necessary for safe ship operations, job performance
and co-operation.
This Manual is controlled.
Page 6 of 14
1.1.7 Company Organisation Plan
Management
Administratio Operations &

Fleet Personal Quality* Technical Procurement New Buildings HR
n Chartering
* DPA – Designated Person Ashore (as per SMS section 3.2.2)

Organizational Structure under the authority of the Management
Communicating
Page 7 of 14
1.1.7.1 Company Organisation Scheme
As shown in the Company organisation plan on the previous page, the Company operates
through the MD with his underlying managing Directors and Head of Departments. All
departments cooperate with each other if necessary.
The designated activities are summarised as follows:
1. Head of Department: Operations / Chartering

Chartering
• Chartering and Agency for managed and chartered tonnage
Operations
• Operations for managed tonnage
• Port Agency business for managed and chartered tonnage
• Claims recovery in regard to cargo claims
2. Head of Department: Technical / New Buildings / Procurement

Technical
• Technical supervision of the fleet, maintenance, classification
Procurement
• Purchasing and supply of spares, materials, consumables and stores to the
vessels
New Buildings
• Technical Supervision of newly built vessels, maintenance, classification
3. Head of Department: Fleet Personal

Fleet Personal
• Contracts with crewing agents
• Crewing supervision and performance
• Arranges Crew repatriation
4. Head of Department: Quality

• SMS development and improvement
• Internal auditing of Company and vessels
• Arranging External Audit from Flag State and Class related to ISM/ISPS
• Following up corrective actions on all deficiencies
• Follow up and renewal of Flag State documents
Page 8 of 14
1.1.8 Company Location:
The Head Office of Blumenthal Asia Pte. Ltd. is located in Singapore.
3 Anson Road
#31-01A Springleaf Tower
Singapore 079909
Tel.: +65 6536 8770

Fax: +65 6438 4139
E-Mail: quality@bluships-asia.com (Quality Department)
E-Mail: singapore@bluships-asia.com (Operations & General)
E-Mail: technical@bluships-asia.com (Technical Department)
Dept. Function:
Capt. Singh DPA/CSO
Office: +65 6536 8771

Mobile: +65 9836 8570
Mr. Heinz-D. Czech Deputy DPA/CSO
Office: +49 40 80 90 60 5 22
Mobile: +49 17 1 355 213 2
Our after office hours general Company Emergency Telephone number is:
+65 9836 8570

Or any other after office hour telephone number listed in Part: 1.0, Sect:.1.1.8.1
Page 9 of 14
1.1.8.1 Office and after office HOUR Numbers:

a) During Office Hours: Phone: +65 6536 8770
Telefax: +65 6438 4139
E-Mail: singapore@bluships-asia.com
quality@bluships-asia.com
b) After Office Hours: Phone: +65 9836 0652
Company Management Name Contact details

DPA/CSO Capt. S. Singh Office +65 6536 8771
Mobile: + 65 9836 8570
quality@bluships-asia.com
Chartering Manager Mr. P. Behrmann Office +65 6536 8790
Mobile: + 65 9836 0654
chartering@bluships-asia.com
Operations Manager Mr. Jan Nurenberg Office +65 6536 8783
Mobile: + 65 9836 0657
singapore@bluships-asia.com
Procurement Manager Mr. Mark Ong Office +65 6536 8770

Mobile: + 65 9836 0657
singapore@bluships-asia.com
Technical Superintendent Mr. Victor Kolisnichenko Office +65 6536 8783

Mobile: +49 1608939176
Email: technical@bluships-
asia.com
Crewing Department Ms. Jennifer Po Office +65 6536 8794
Mobile: + 65 9836 0643
personal@bluships-asia.com
Mr. Lewis Choi
Office +65 6536 8708
Mobile: + 65 9836 0643
personal@bluships-asia.com
Accounting Department Mr. Ajay Shingade Office: +65 6536 8707

accounting@bluships-asia.com
Page 10 of 14
1.1.9 Company Staff
1.1.9.1 Head of Departments
Their functions are:
• ensuring fleet performance with safe operation and maintenance of vessels,

• cost control and monitoring of budgets within the area of responsibility,
• ensuring maintaining the flow of information to and from sections and departments
to the MD
• creating ideas and plans to improve Company objectives and procedures,
• verifying adherence to policies and proper job execution,
• care for continuous quality and safety improvements.
1.1.9.2 All company employees
Job dedication and pride to work for and within the Company team is expected of any
employee.
Proper appearance and friendly manners should prevail in respect to all others, clients,
customers, and colleagues.
With regard to the role of any employee some responsibilities within the SMS-System are
listed hereunder:
• familiarisation with the Company organisation structure and communication system,

• familiarisation with the Safety Management System,
• following the general instructions to keep business and ship operations smoothly and
safely running,
• in case of emergencies to make sure that calls are properly connected or receive the
priority attention as may be required,
• notify responsible persons of any emergency situation,
• notify responsible persons of deficiencies or non-compliance of function or job
activity,
• notifying about any client- or customer complaint.
Page 11 of 14
1.1.10 Structure of Documentation

The structure of SMS-Documentation within the Company and on board our ships is shown
below:
Company Safety Management Documentation

(Company Manual)
Objectives, Policies and Description of the Company's
SMS Affecting Technical, Commercial, Insurance,
Manning Departments and their Employees
Office Accident
Management
Emergency
Documentation
Tasks Casualty
Descriptions Procedures
Instructions
Procedures (Shore based)
Audit Schedules
Shipboard Safety Management Documentation

(Shipboard Manual)
Objectives, Policies and Description of the Company
Description of the Shipboard Management System
including directions for Shipboard Operations,
Maintenance, Administration and Audit Requirements
Functional Emergency Evaluations, Accident

Requirements, Preparedness, Documentation, Emergency
Shore based CargoOperation Checklists, Casualty
Support, .Pollution Forms, Procedures
Resources Prevention Circulars (Shipboard)
All documentation included in this structure are controlled documents.
Page 12 of 14
1.2 Statement of Objectives

The OBJECTIVES of the Company’s Safety Management System are to ensure safety at
sea, prevention of human injury or loss of life, and avoidance of damage to the environment,
in particular to the marine environment and to property.
Safety Management objectives of the company should inter alia:

• Provide for safe practices in ship operation and a safe working environment
• Assess all identified risk to its ships, personnel and environment and establish
safeguard against and
• Continuously improve safety management skills of personnel ashore and aboard
ships including preparing for emergencies related to both to safety and
environmental protection.
The Safety management system should ensure

• Compliance with mandatory rules and regulation and
• That applicable codes, guidelines and standard recommended by the organization,
administrations, classification societies and maritime industry organisation are taken
into account.
1.3 Application of requirements of the SMS

The requirements as laid down in the Company's Safety Management System (SMS), based
on the ISM-Code 2018 edition, shall be applied to all ships of the Fleet.
1.4 Statement of Functional Requirements

The company shall develop, implement and maintain a Safety Management System which
includes the following functional requirements as mentioned in the ISM Code.
• A Safety and Environmental protection Policy

• Instruction and procedures in compliance with relevant international and flag state
legislation to ensure safe operation of ships and protection of environment.
• Defining levels of authority and lines of communication between and amongst shore
and shipboard personnel.
• Procedure for reporting accident and non- conformities
• Procedure to prepare and respond to emergency situation
• Procedure for internal Audit and management review
Page 13 of 14
The aim of our safety management system is to establish a systematic approach to

compliance with mandatory rules and regulations and in doing so also taking into account
other relevant industry guidelines and standards. The requirements for such a system and
the systematic approach to managing safety are laid down in our SMS and in the Code
itself.
Safety at sea, prevention of human injury or loss of life and avoidance of damage to (marine)
environment and to property (1.2.1)
Take into account applicable codes, guidelines and standards (1.2.3.2)
Compliance with mandatory rules and regulations (systematic approach) (1.2.3.1)
Continuous improvement of safety management skills (1.2.2.3)
Safe practices in ship operation and save working environment (1.2.2.1)
Safeguards against all identified risks (1.2.2.2)
Personnel commitment, competence, attitudes and motivation
Management Commitments
The overall objective of our SMS and the Code is related to safety at sea, prevention of
human injury/loss of life and avoidance of damage to the (marine) environment and to
property.
Page 14 of 14
Company’ s Safety and & Environmental Protection Sect. 2.1-2.2

2.0 2.1 Company’s Safety & 1.4
Environmental Protection
Policy
2.2 2.2.1 Company Safety Management 1.4
System
2.2.2 Role of the shore office 1.1
and its staff
2.2.3 Role of the Ship 1.1
and its Crew
2.2.4 Decision making; 1.3
(Master's overriding Authority)
Page 1 of 5
Latest Rev. dd Dec. 2018
2.1 Company's Safety & Environmental-Protection Policy
Our declared policy is to:
 Provide healthy and safe working conditions in accordance with MLC 2006
 Maintain a safe and pollution-free operating practices, and
 Take into account applicable codes, guidelines and standards recommended by the
International Maritime Organisation, Administrations, Classification Societies and
Maritime Industry Organisations.
The Company objectives are to:
 Provide for safe practices in ship operations and a safe working environment,
 Assess all identified risks to its ships, personnel and environment and establish
safeguards against and ;
 Continuously improve the safety management skill of personnel ashore and on board
vessels managed by us,
 Be prepared for emergencies, related both to safety and pollution prevention.
The Company objectives shall be achieved by:
 Regular inspections, maintenance of equipment, reviews of procedures,

 Maintaining high safety consciousness, disciplined personnel, adherence to drills,
training and safe working practice;
 Keeping all personnel fully informed of any known or potential hazards that may affect
health, the ship or the environment,
 Ensuring adherence at all times to the documented operating procedures by a system
of internal verification of activities;
 Continuously reviewing all mandatory rules, regulations, industry codes and guidelines
relevant to specific ship types and trades.
All Company personnel are expected to comply with Safety and Pollution Prevention
Regulations and Procedures at all times.
......................................................................
Signed: MD
Page 2 of 5
2.2.1 Safety Management System
The Safety Management System may be summarised as consisting of the following main
objectives:
2.2.1.1 Proper manning of vessels by nomination of qualified crew managers who have
full responsibility for compliance with the ISM-Code and STCW 95 requirements as
through;
 selection of staff and crew in accordance with safe manning requirements and
custom of the trade, familiarisation, training, instructions, literature etc.,
 monitoring of crew performance.
Notwithstanding the above, monitoring of staff and crew members' pre-instructions and
onboard familiarisation is being controlled by the Crew Managers.
2.2.1.2 Proper supply and maintenance of vessels by established routines of supplies and
spare part requisitions and;
 control of onboard maintenance work, supervision of classification and statutory
requirements and certification, planning of major overhauls and docking.
2.2.1.3 Safe cargo transport by communicating with ship Masters in regard to:
 instructions for special cargoes, terminals, loading or unloading facilities,

 special procedures prior to carrying hazardous cargo,
 provision of fuel and LO quantities for safe voyage performance,
 arrangements for special gears or materials necessary for transport purposes,
 care for safe navigation by providing relevant charts, publications etc.
2.2.1.4 Care for environment protection by advising vessels for:
 suitable discharge of sludge/residues, care for disposal of waste and monitoring of

bunkering procedures as per relevant international regulation.
2.2.1.5 Care for safe working procedures by maintaining the Safety Management System
according to the ISM-Code and;
 follow-up by designated Company personnel monitoring performances,

 frequent interviews with Masters and staff Officers, follow-up of
incidents/deficiencies
Company Departments and Ship Masters are advised to co-operate efficiently to maintain
the implemented Safety Management System.
Page 3 of 5
2.2.2 The Role of the Shore Office and its Staff in the Safety Management System
The shore office has a significant role to play in promoting and maintaining safe working
conditions on board and participating in the protection of the Marine Environment. Co-
operation between shore and sea staff is an essential ingredient in securing a safer
working environment. The recruitment process has considerable influence, because
safety on board and environmental issues are inevitably affected by the suitability,
training and practice of those who are employed. But the shore office also has a
continuing role to play in verifying the training, in-service training, suitability and health of
crew members. This process is just as important as careful recruitment. The shore office
will also contribute to safety and environmental issues in many other ways, including:
 encouraging and supporting safety/environmental initiatives to be pursued on board,

 considering and responding to safety/environmental issues identified by those on
board,
 responding in the shortest delay of time and constructively to the needs of the ship,
such as requests for spare parts, equipment, provisions and personnel,
In the context of safety and environmental protection, the shore office's essential
contribution is no different in principle to that of management on board. That is, the
promotion of good working practices, of efficient safety measures and of safety
consciousness at all levels.
2.2.3 The Role of the Ship and its Crew in the Safety Management System
Safety and environmental issues may affect shipboard personnel in many ways, such as:
 the operational procedures which govern key activities performed on board,
 appropriate review of these procedures,
 Proper training and supervision of crew members in the working methods actually
applied, only to name a few.
 personal safety and protecting the marine environment is a central and constant part
of their job on board and ashore,
 each and every crew member on board and staff members ashore require to
visualise that adherence to training and proper procedures are a vital prerequisite of
employment in the Company,
 Compliance with codes and safe working practice are essential.
Management can encourage crew members to participate in improving safety and caring
for the marine environment by:
 Welcoming positive safety ideas from regardless what ranks of the crew,
requiring the reporting and investigation of incidents which affect or may
affect safety or environmental issues, providing incentives to encourage the
reporting of potential hazards and of ideas for improvement.
Therefore: Accidents should be reported as a matter of routine but its root causes also
investigated. Each event regarded as an opportunity to strengthen the implemented
Safety Management System.
Page 4 of 5
2.2.4 Decision Making and Master's overriding Authority
If under circumstances whatsoever an accident occurs, endangering human life,

involving damage to the ship or the environment forcing the Master to deviate from the
Safety Management System structure it shall herewith be made known that:
The Master is hereby explicitly authorised to use his own best of judgement
in the incident to take all suitable measures to care for the limitation of
damage and to see that all reasonable steps are taken for the protection of
human life, the safety of the vessel and its cargo and the environment
The company shall assist the Master as necessary and support him on his decision
taken under the overriding authority clause with respect to safety and pollution
prevention as mentioned in the ISM Code.
Page 5 of 5
Company Responsibility & Authority Sect. 3.1-3.3

3.0 Company Responsibility
& Authority
3.1 3.1.1 Declaration of Responsible Operator 1.3
3.1.2 List of vessels
3.2 Job descriptions and Department 1.0

Organisation
3.2.1 Managing Director 1.4
3.2.2 Designated Person 1.3
3.2.3 Master 1.2
3.2.4 Chief Engineer 1.1
3.2.5 Chief Officer 1.2
3.2.6 2nd Engineer 1.2
3.2.7 Officer of the watch 1.2
3.2.8 3rd Engineer 1.1
3.2.9 D/E Cadets (if carried ) 1.1
3.2.10 Electrician (if carried) 1.1
3.2.11 Bosun 1.1
3.2.12 Able Bodied Seaman 1.1
3.2.13 Ordinary Seaman 1.1
3.2.14 Oiler / Wiper 1.2
3.2.15 Fitter 1.1

3.2.16 Cook 1.2
3.2.17 Mess Man 1.2
3.2.18 Departmental Areas of Responsibility 1.1
3.3 Shipboard organisation 2.4

3.3.1 Information flow Ship / Shore / Ship 1.4
Internal
3.3.2 Information flow Ship / Shore / Ship 1.4
External
Page 1 of 24
3.0 Company Responsibility & Authority
3.1.1 Declaration of the responsible Operator
The Company has ships under management as listed in Part 3.1.2 in this Manual.
The Company has accepted the full responsibility for operation of the
vessels and has agreed to take over all duties and responsibilities
including those related to Safety and Pollution Prevention .
The Flag State Administrations have been informed in writing about this fact.
3.1.2 List of vessels
 Anna-Dorothea
 Anna-Meta
 Clara
 Comet
 Emil
 Hannah
 Ida
 Ina-Lotte
 Irmgard
 Johanna
 Jolanda
 Jutta
 Lita
 Olga
 Palau
 Papua
 Patria
 Pluto
 Panda
 Pegasus
 Puma
Page 2 of 24
Latest Rev. dd Dec 2018
3.2 Responsibilities & Authorities
3.2.1 Managing Director
1. General
The Managing Director (MD) has the overall responsibility of the Fleet Management, and for
safety and environmental related issues as stated in the Company's Policy.
He has the ultimate responsibility in implementing and to follow-up the Safety and
Environmental Protection Policy of the Company. In case of emergencies, the MD is assisted
by a group of Company Shore Supporting Staff further referred to in Section 3.3 of this Part.
Decisions of the MD are of administrative quality and binding for the Company.
Page 3 of 24
3.2.2 Responsibility & Authority of the Designated Person Ashore
1. General
The Designated Person are the direct link between ship and Company and may either
directly organise to overcome deficiencies reported or otherwise established, or
alternatively put such Non-Conformities, Deficiencies to the highest level of management
and ensure that corrective action is taken.
2. Responsibilities
The Designated Person(s) have the overall responsibility to:
 ensure that the Safety and Environmental Protection System requirements are
established, implemented and maintained both within the Company and on board the
ships in accordance with the ISM-Code,
 report on the performance of the Safety System to the Quality Department for review
and as a basis for improving the Safety System,
 arranges for the timely conduct of internal audits and ensuring that corrective actions
are taken, if need be,
 Ensure crew salaries are paid monthly on time, fresh provisions are supplied regularly
and rest hours are in compliance with MLC requirements.
3. Authority
The Designated Person have the authority, after consultation with the Head of Quality
Department, to implement actions to maintain, improve or correct the Safety Management
System and to intervene where the system is not being maintained and take corrective
action or make changes as may be required.
Under circumstances where Safety and Environmental Protection issues on board have
not received satisfaction, any crew member may directly approach the DPAs through the
vessel's communications system, always provided that the Master is duly informed and
being able to comment the query.
After consultation with the Head of Quality Department, the DPAs will then react as
deemed appropriate.
Page 4 of 24
4. Reporting
The Designated Person report to the MD.
3.2.3 Master
1. General
Command of the vessel by observing national legislation, international rules, regulations and
conventions. The Master has the overall authority and responsibility for all shipboard activities
and is the representative of the Company. Among the scope of his duties, he is required to
implement and maintain the Safety Management System which shall include motivating the
officers and crew to adhere to the SMS. He is chairing the shipboard Safety Meeting.
2. Responsibilities
are not necessarily limited to:

- Ensuring successful preparation for and passing PSC. Upon boarding PSCO immediately
calling on the phone assigned person of Head of Operations Department irrespective
of time of the day or night.
- As representative of the Company, he shall defend the interests of the Shipping Company at
all times with regard to the operations of the vessel,
- Ensuring that drills are carried out in accordance with the SOLAS Convention 1974 as
amended and with flag state regulations and national requirements when trading in those
waters, enforcing order and discipline on board,
- Ensuring the seaworthiness of the vessel at all times,
- Preparing and improving contingency plans for emergencies,
- Ensuring that appropriate orders and instructions are given in a clear and simple manner,
- Verifying that specified requirements of the SMS are observed, continuously reviewed,
- Controlling of cargo- and ballast operations, voyage planning from berth to berth,
- Verifying that the vessel is properly manned according to STCW , provisioned and
provided with sufficient victuals to safely carry out the voyage,
- Attends to an economical management of the vessel, maintenance of the vessel and
training the crew for next higher rank. Maintains communication between the vessel and the
Company at all times,
- Particularly cares for proper records, filing and documentation.
- Quality Representative for the vessel.
- Medical Officer approved to give medical treatment to seafarers
- Ensures crew salaries are paid monthly on time
3. Authority
While in command of the vessel, the Master is the supreme authority on board. In addition
thereto, the Master has the overriding authority and the responsibility, to take whatever action
he deems necessary to be in the best interest for the safety of the crew, the ship and it’s cargo
and the environment, if need be.
Page 5 of 24
4. Reporting
The Master reports to the Head of Quality Department. On vessels, when Master changing
command should inform the relevant persons on the e-mail mentioned below:
- quality@bluships.com – Quality dept.
- personal@bluships.com – crewing and administration dept.
3.2.4 Chief Engineer
1. General
The Chief Engineer is head of the Engine Department with authority over engine crew and safe
machinery operation. He is accountable to the Master for the efficient operation of all machinery,
safety, pollution prevention from engine room sources including bunkers and the running and
maintenance of all main- and auxiliary machinery including deck machinery. He is accountable
to the Company for the administration, supervision, economic running, and maintenance of all
machinery. In case of structural deficiencies, he shall co-operate with the Master, propose and
carry out appropriate reconditioning. He is a member of the Shipboard Management Team. He
shall have successfully completed certification training for fire-fighting, survival and
rescue boats.
2. Responsibilities

- Efficient and safe operation and maintenance of all engine and powered equipment in the
- Engine and on Deck. Ensuring that the engine crew obeys to safe working practices as
defined in the SMS,
- Maintenance and records of all planned and non-scheduled maintenance in accordance with
requirements and Company procedures,
- Maintaining stand-by equipment and systems in a state of readiness to meet any emergency
requirement. Testing stand-by equipment and systems on a regular basis and in accordance
with Company procedures. Notifying the Master immediately of any defects which may affect
the ship’s safety or put at risk the marine environment,
- Investigating incidents and applying corrective action as agreed with the Master,
- Ensuring that Oil Record Book and Engine Log Book are accurate and up to date,
- Identifying potential hazards associated with engine operations and advising the Master
accordingly. Instructing cadets/junior officers/ratings in efficient and safe engine operations,
- Ensuring that sufficient spare parts are available (no overstocking). Maintenance and filing
of
all documents and reports related to the engine department.
- As well as knowing the Company's instructions and the Master's standing orders.
- He is the environmental representative of the vessel.
- He is responsible for implementing SEEMP, MRV (Monitoring, Reporting, Verifying in EU),
DCS (Data Collection System – IMO) as applicable now and in the future and identifying
Environmental aspects.
Page 6 of 24
3. Authority
Besides in daily work, the Chief Engineer has the authority to assign engine officers and ratings
specific roles with respect to the engineering department’s responsibilities under the SMS.
Order, in consultation with the Master, spare parts and consumables for his department.
4. Reporting
The Chief Engineer reports to the Master.
3.2.5 Chief Officer
1. General
Head of the deck and catering department. He replaces the Master in his absence. He is a
watch keeping officer and shall perform his duties in accordance to STCW Organisation and
supervision of maintenance and repairs within the deck department. Planning and controlling all
activities related to cargo operations. The Chief Officer is appointed Safety Officer by the
Master.
He is a member of the Shipboard Management Team.
2. Responsibilities

- Keeping a navigational watch. Supporting the Master when and where necessary.
- Assists the Master in maintaining the Safety Management System. Supervision of safe and
economical operation of the Deck–and Catering Department. Ensuring seaworthiness of the
vessel at all times. Timely preparation of all reports and records as requested by the Master.
- All cargo operations including preparation of cargo spaces and equipment, planning, stability
and stress calculations and the enforcement of pollution prevention measures in the
- Deck Department. The proper maintenance of all safety, life saving and fire fighting
equipment except those which are specifically assigned to the Engine Department.
- The safe transfer of cargo, ballast, and safe progressing of tank cleaning, tank entry and
eventual coating work. Supervising deck work, especially that of hazardous nature, ensuring
compliance with the Company's safety and pollution prevention policies.
- Programming all safety exercises, attending drills as per muster role, instructs the crew in
their assigned roles and bring any safety deficiencies to the attention of the Master.
- Making sure all crew members are familiarised as per ISM Code.
As well as knowing the Company's instructions and the Master's standing orders. He must be
aware of all international and local rules and regulations in his concern and the STCW95
guidelines on principles and operational guidance for deck officers in charge of a deck watch.
2a. Training Officer
The Chief Officer shall be designated as Training Officer for Deck Cadets
3. Authority
Page 7 of 24
Assigns Deck Officers and ratings to specific duties. Requests for training, if required, for his
competence for next higher rank. Orders in consultation with the Master, spare parts and
consumables for his department. Proposes any changes with respect to the SMS through the
Master.
4. Reporting
The Chief Officer reports to the Master.

3.2.6 2nd Engineer
1. General
He is In charge of an engine watch as assigned to him by the Chief Engineer. He shall carry out
his watch in accordance to STCW95. He shall act as Chief Engineer if the latter is absent.
Supervising all work performed by the Engineers and engine ratings. He is in charge for safety
and environmental issues within the Engine Department. He shall have successfully completed
certification training for fire-fighting, survival and rescue boats.
2. Responsibilities

- Planning and execution of all maintenance work in co-operation with the Chief Engineer.
- Preparing and maintaining all relevant logbooks during his watch.
- Reporting damages and irregularities immediately to the Chief Engineer.
- Ensuring that work in the Engine Department is carried out in a manner to match
professional standards.
- Ensuring that all crew members in his scope of responsibility are using personal safety
equipment needed for that job.
- When executing hazardous work, the personnel shall be informed about the work
procedures and use of personal protection equipment.
- Train Engineers and ratings in operation and maintenance of machinery and equipment.
- Co-operate with the Electrician (if carried)
- Attending drills as per muster role and special advice.
aware of all international and local rules and regulations in his concern and the STCW
guidelines on principles and operational guidance for engine officers in charge of an engine
watch.
2a. Training Officer
The Second Engineer shall be designated as Training Officer for Engine Cadets
3. Authority
- Requests for training if required for his competence.
Page 8 of 24
- Requests for advice on matters of safety and pollution prevention to the DPA if not properly
addressed through the normal channels.
- Ordering spare parts and consumable in co-operation with the Chief Engineer.
- Assign work to the Engineers, Electrician (if carried) and engine room ratings.
- Proposing any changes with respect to the SMS.
4. Reporting
The 2nd Engineer reports to the Chief Engineer.
3.2.7 Officer of the watch (OOW)
1. General
OOW is the navigating officer in charge of the safe navigational watch as mentioned in the
SMS. He shall assist the master in upkeep of medical inventory and administration.
2. Responsibilities

- Keeping a safe navigational watch. Always be responsible minded while assigned as duty
Officer in port.
- Preparing passage planning berth to berth as instructed by the Master.
- Maintaining nautical charts and publications corrected and up-to-date at all times.
- Maintaining all ‘controlled ‘publications and guidelines according to the „controlled“
publication list.
- Assisting the Chief Officer in keeping watch during cargo operations.
- Inspecting and maintaining of all navigational equipment.
- He shall inspect and maintain the GMDSS equipment and the reserve source of energy
(Batteries).
- Maintain all documents and accounting as directed by the Master.
- Propose any changes with respect to the SMS.
- Keeping an accurate inventory of the medical chest at all times, keeping records of sick
calls, accidents and drugs administered. Preparing sick- and accident reports in due course
or as directed by the Master.
aware of all international and local rules and regulations in his concern and the STCW
guidelines on principles and operational guidance for deck officers in charge of a deck watch.
3. Authority
- In charge of the AB carrying out lookout duties during the Navigational watch.
- In charge of Gangway watch keeper during his cargo watch in port.
- Responsible to ordering necessary Nautical publication and Charts in consultation with the
Master.
The Chief Officer is in charge of all Deck crew.

Master must decide duties if more than one OOW in being carried on board of the vessel.
Page 9 of 24
4. Reporting
He reports to the Master while at sea, to the Chief Officer during port and/or cargo operations.
3.2.8 3rd Engineer
1. General
Is responsible for the safe operation of his watch and to carry out maintenance and testing of
machinery, technical installations or other technical shipboard activity as directed by the Chief
Engineer/ 2nd Engineer. He shall carry out his watch in accordance to STCW.
2. Responsibilities

- Reporting damages and irregularities immediately to the Chief Engineer.
- Assisting the 2nd Engineer to maintain records of all repairs and preventive maintenance of
machinery and equipment.
- Organising and carrying out bunker operations as directed by and under the supervision of
the Chief Engineer/2nd Engineer.
- Assisting in the preparation of requisitions for spare parts and materials.
- Servicing on board all electrical equipment, electrical motors, starters, switchboards, lighting
and cargo operations equipment.
- Carry out the duties of an Electrician (under supervision of the Chief Engineer/2nd Engineer)
on board ships where this position is not filled.
- Keeping records regarding routine and preventive maintenance on all electrical equipment
- Maintaining records and stocks of electrical spares, tools and consumable.
- Attends drills as per muster role and special advice.
aware of all international and local rules and regulations in his concern and the STCW 95
guidelines on principles and operational guidance for engine officers in charge of an engine
watch.
3. Authority
- In charge of the oilers and motormen during his sea watch only
- Proposes changes relevant to the SMS through the Chief Engineer.
4. Reporting
The 3rd Engineer reports to the 2nd Engineer during day work.
Page 10 of 24
The 3rd Engineer reports to Chief Engineer during sea watch.
3.2.9 D/E Cadets (if carried)
1. General
A Cadet, whether deck or engine, whether having completed his theoretical education or not, is
an Apprentice, i.e. a Trainee and in the sense of the meaning. He is not accountable for his acts
or omissions in any tasks which may be assigned to him. Nevertheless, he should be called
upon (under supervision) for any job which will further his professional know-how and
confidence.
The Cadet should be trained in accordance to Company standards, good seamanship and
practice with the aim of having a conscious and qualified resource for the position of Officer at a
later stage.
Therefore, Cadets should be called upon only for professional reasons and by NO means be
used as Stopgaps or for makeshift jobs others do not feel like doing.
He shall have successfully completed certification training for fire-fighting, survival and rescue
boats.
2. Responsibility
In the legal sense, Cadets do not assume responsibility for their acts or omissions.
Deck or engine Cadets will be assigned duties, by either the Master, Chief Officer or Chief
Engineer, to further their professional advancement. The Department Heads, or as delegated,
will assign to him/her the cabin, instruct upon duties and as per muster role.
Training schedules will be assigned by the Crewing Managers.
3. Authority
Cadets are to be allocated time for studies but will otherwise perform duties as directed by the
Department Heads in the sense of what is stated further above.
4. Reporting
Cadets report to the Chief Officer, respectively Chief Engineer who will instruct them to perform
their duties in a professional manner. The Engineer Cadet reports to the Chief Engineer, the
Deck Cadet to the Chief Officer in watch keeping matters to the Officer of the watch.
Page 11 of 24
3.2.10 Electrician (if carried)
1. General
Carrying out of all works related to electrical units on board. He shall have successfully
completed certification training for fire-fighting, survival and rescue boats.
2. Responsibilities

- Servicing on board all electrical equipment, electrical motors, starters, switchboards and
lighting.
- Keeping records regarding all maintenance carried out on all electrical equipment.
- Maintaining records and stocks of electrical spares, tools and consumable stores and
preparing and submitting requisitions to the Chief Engineer. Assisting in the maintenance of
navigational equipment and electronic units as may be requested by the Chief Engineer.
- Carrying out Mega-ohm tests within all electric systems at 6-monthly intervals or as
requested by the Chief Engineer,.
- Checking of control stands and machinery compartments and maintaining proper running
conditions for controls, switch boards, motors and reporting deficiencies.
- All other electric systems including steering gear.
- Participating when required in any shipboard activity including moving of stores, or assigned
work on deck/in holds if so ordered by Chief Engineer.
- Attending drills and exercises.
3. Authority
- Requests for training if required for his competence.

- Requests for advise in matters of safety and pollution prevention to the DPA if not properly
addressed through the normal channels
4. Reporting
The Electrician reports to the 2nd Engineer.
Page 12 of 24
3.2.11 Bosun (if carried)
1. General
Under the authority of the Chief Officer, the Bosun is in charge of the deck crew and ascertains
that he and his men perform their duties accurately, in time and in a safe and proper manner in
accordance with the "ILO Code of Safe Working Practices". He must be fit to form part of a deck
or navigational watch. He shall have successfully completed certification training for fire-
fighting, survival and rescue boats.
2. Responsibilities

- Allocating and supervising the work of the deck crew as instructed by the Chief Officer.
- Assisting the Chief Officer with care for discipline and welfare of the crew. He is to advise
the Master through the Chief Officer on matters concerning crew morale, and fitness.
- Implementing schedules as decided by the Chief Officer for watch keeping and lookout
duties in accordance with an agreed rotation and training programme. Allocating stores and
equipment to the deck department, ensuring minimum wastage of consumables and the
proper maintenance of tools and equipment.
- Maintaining a high standard of hygiene throughout the accommodation.
- Ensuring a neat and proper appearance of the vessel at all times and particular care to safe
boarding arrangements, i.e. gangway, ladders and similar.
3. Authority
- In charge of Deck crew on day work under the authority of Chief Officer.
4. Reporting
The Bosun reports to the Chief Officer.
Page 13 of 24
3.2.12 Able Bodied Seaman
1. General
Assists in all maintenance, cleaning and watch keeping duties as assigned by the Bosun or the
C/Mate. He must be fit to form part of a deck or navigational watch. He shall have successfully
2. Responsibilities

- Participating as and when required, in any shipboard activity, drill or function including the
moving of stores, the preparation and handling of cargo gear, cargo holds and tanks and
any other operations or maintenance work as required and ordered by the Bosun or officer
in charge.
- The handling of mooring ropes, accommodation ladders, pilot ladders and gangways. De-
scaling priming and painting of shipboard surfaces including procedures concerning special
coatings.
- Standing a lookout and steering the vessel.
3. Authority
- Requests for training if required for his competence;

- Request for advise on matters of safety and pollution prevention to the DPA if not properly
4. Reporting
The AB reports to the Bosun or C/Mate in matters pertaining to watch keeping to the Officer on
duty.
Page 14 of 24
3.2.13 Ordinary Seaman
1. General
Assists in all maintenance, cleaning, cargo operations duties as directed by the Bosun and
Ordinary Seaman must be fit to form part of the deck department and stand a navigational
watch, if assigned. He shall have successfully completed training for fire-fighting, survival and
rescue boats.
2. Responsibilities

- The handling of mooring ropes, accommodation ladders, pilot ladders, and gangways,
- De-scaling with pneumatic/electric driven devices, the priming and painting of shipboard
surfaces including procedures concerning special coatings,
- The rigging of cargo gear, stages and Bosun chairs under supervision,
- The preparation of hatches, holds, tanks to receive cargo, ballast or other media,
- Standing a lookout and steering the vessel.
- Participating in any shipboard activity, moving of stores, overhauling of machinery and
assisting in maintenance or repairs as required or directed by Bosun.
- Attending drills as per muster role or special advice.
- In weekly intervals as per plan prepared by Chief Officer, affecting the job of M.P.
3. Authority
- Request for training if required for his competence;

4. Reporting
The Ordinary Seaman reports to the Bosun, in watch keeping matters to the Officer on duty.
Page 15 of 24
3.2.14 Oiler / Wiper
1. General
Assists in all maintenance, cleaning and watch keeping* duties as assigned by the 2nd Engineer.
He shall have successfully completed certification training for fire-fighting, survival and rescue
boats.
2. Responsibilities

- Carrying out maintenance and repairing activities as directed to him,
- Watch keeping as assigned*,
- Monitoring of all technical installations in the engine room as directed,
- Carrying out handcraft and locksmith works as directed,
- Care for ensuring proper use and maintenance of tools and equipment.
- Replenishing of fuels and consumables as directed to him,
- Maintaining a high standard of cleanliness throughout the machinery spaces,
- Assists the Engineer of the watch during ballast operations,
- Participating when required, in any shipboard activity including work on deck or in holds,
tanks, moving of stores, overhauling as required or directed by the Engineer in charge,
3. Authority

4. Reporting
The Oiler or Wiper reports to the Engineer of the watch.
*remarks: Oilers perform watch keeping, wipers can’t stand a watch but perform duties as
ordered unless they are certified as per STCW.
Page 16 of 24
3.2.15 Fitter
1. General
Fitters work in deck and engine department under the direct supervision of the 2nd engineer
and are to be proficient in handcraft and locksmith works. He shall have successfully completed
certification training for fire-fighting, survival and rescue boats.
2. Responsibilities

- Electric and gas welding/cutting soldering.
- The repair, installation and maintenance of machinery, piping and other steel work in the
engine, on deck, domestic services and in tanks,
- Operating machine shop equipment.
- Disassembling of pumps/engine parts, overhauling and reinstalling of bearings, packing
glands and valves.
- Maintaining the engine workshop, equipment, power tools and records the consumption of
stores.
- Sounding tanks, void spaces and cofferdams.
- Forming part of an engine room watch if so assigned,
- Participating when required, in any shipboard activity including work on deck or in holds,
tanks, moving of stores,
3. Authority

4. Reporting
The Fitter reports to the 2nd Engineer.
Page 17 of 24
3.2.16 Cook
1. General
He shall prepare and care for good and tasty meals, readily prepared in time and sufficient in
quantity, yet, avoiding wastage. He shall perform his work in an economic way, be clean and
hygienically impeccable at all times. He shall be proficient and possess a variety of changing
dishes to avoid monotony. He shall be impartial to everybody. He shall have successfully
2. Responsibilities

- The administration, supervision and economical use of the ship's provisions.
- Maintaining a high standard of cleanliness and hygiene throughout the galley, storerooms
and mess areas.
- Victualling the vessel based on his proposals presented to the Master.
- Preparation of all meals.
- Providing a balanced menu and diet.
- Proper care, control and use of both dry and refrigerated stores.
- Maintaining monthly an inventory of catering stores and provisions.
- Attending drills as per muster roll and special advice.
- When being relieved, he shall prepare an inventory “Stocks on Hand” with copy to the
Master and relieving Cook.
- On vessels, where in accordance with the Minimum Safe Manning Document, a rating with
Basic Safety Training by the Company as a lookout can replace one of the two required OS
(STCW II/4), and the cook possesses these credentials, there he may be required to fulfil
the relevant duties.
3. Authority

4. Reporting
The Cook reports to the Chief Officer.
Page 18 of 24
3.2.17 Mess Man (if carried)
1. General
The Mess man shall be fit for catering work and assisting work on deck when required.
2. Responsibilities

- Assisting cook when required,
- Carrying out daily routine as per Chief Officer's schedule and advice,
- Cleaning and keeping hygiene in mess rooms, pantry, utensils and equipment and
Refrigerators etc.,
- Cleaning and maintaining hygiene in sanitary spaces, alleyways and cabins as instructed,
- Maintaining linen locker and keeping records of stock,
- Keeping cleaning material, issuing materials as advised and preparing requisition lists,
- Laying tables and serving the meals, Performing laundry duties as required,
- Assisting on deck if required in operating winches for mooring/unmooring and/or cleaning of
holds.
- Participating to board provisions, stocks and spares.
3. Authority
- Requests for training if required for his competence;
4. Reporting
The Mess man reports to the Chief Officer.
Page 19 of 24
3.2.18 Departmental Areas of Responsibility of the crew is not necessarily

limited to:
Deck Cargo operations

Ballast operations
Cleaning of cargo holds and tanks
Maintenance of deck
Superstructure and hull
Upkeep of storerooms and alleyways
Furnishings and fittings in accommodation
Navigation of the vessel
Engine Room Main engine

Auxiliaries and ancillaries
All machinery
Bunkering
Electrical equipment
Deck machinery
Stores, spare part handling and preservation
Catering Cleanliness of alleyways

Cleaning of officers' cabins
Upkeep of galley
Storerooms
Stores
Maintaining feeding rates
Menu planning
Daily food preparation
Shipboard Management Team Safety drills

Hand-over
Pre-planning of vessel's operations
Recreational facilities on board
Communication in the line of duty
Page 20 of 24
Ratings Responsible for upkeep and

Cleanliness of their own cabins
3.3 Ship Board Organisation
Page 21 of 24
DPA/CSO Direct
link to
Management
Master
Chief Officer Chief Engineer
2nd Engineer Engine Cadet

Deck Cadet
2ndOfficer
OOW
Bosun
Fitter
AB
3rd Engineer
OS
Electrician
Cook
4th Engineer
Mess Man
Fitter
Oiler
Wiper
3.3.1 Information flow Ship / Shore / Ship Internal
All information from ship to shore will go through the Master.
Page 22 of 24
This with exception to Safety and Pollution Prevention matters, if not properly
addressed on board. In those cases every crew member can contact the Designated
Person Ashore directly through the Master
Subject Tech. Purch. Ops. Crew DPA

Dep. Dep. Dep. Dep. Quality Dep.
Safety     
Environmental     
H & M Damage  
Incidents   
Injuries  
Crew, General 
Distress / Peril    
Cargo 
Loading/Discharge. 
Certificate./Class  
Maintenance 
Spare Parts  
Consumable  
Bunkers 
Claims, General  
Masters Review 
Cargo Claims 
3.3.2 Information flow Ship / Shore / Ship External
All information from ship to shore – unless private and not affecting the ship or Company
adversely in any form, and is privately paid has to be approved by the Master.
Page 23 of 24
Where communication is received, criticising the Company vessel, crew or performance,

should be copied to the Company along with a proposal for response. No response from the
ship to 3rd parties should be sent without advice AND consent of the Company.
The content of any information whatsoever is to remain confidential. Only the originator may
break the confidentiality.
Subject Company Agent Port Under- Charterer Crew

Authority writers Manager
Environmental   (2) (1)
Crew Change  (1) (1)
Injury Crew   (1) (1)
Injury Stevedore   (2) (1)
Stevedore Dam.   (2) (1) 
Distress / Peril   (2) (1) (1) (1)
Cargo  (1) (2) 
Bunkers  (1) (3)
Provisions 
H & M Damage  (1) (1)
Spare Parts  (1)
Cargo Damage   (1)
ETA/ETS   (2) 
(1) Company will inform, i.e. always inform the Company first (3) If applicable
(2) If circumstances require
Page 24 of 24
Designated Person Sect. -
4.0 Designated Person 1.6
Page 1 of 2
Latest Rev. dd Oct. 2014
Designated Person Sect. -
4.0 Designated person ashore
General
The DESIGNATED PERSON ASHORE is the direct link between ship and Company and may
either directly organise to overcome deficiencies on board, or alternatively, put such
deficiencies to the Head of Quality Department attention for corrective action to be taken.
Responsibility and Authority
The Designated Person has the responsibility and authority for:
- Ensuring that the Safety System requirements are established, implemented and
maintained on board in accordance with the ISM Code,
- Reporting on the performance of the Safety Management System to the Head of Quality
Department.
- Care for audits and ensuring corrective action is taken, if necessary.
- Ensuring that internal and external audits are carried out on time
The Designated Person have the authority to implement actions to maintain, improve or
correct the Safety Management System and to intervene where the system is not being
maintained and, in consultation with the other Department Heads/Management, take
corrective action or make changes as may be required.
For queries concerning Safety and/or Pollution Prevention, any crew member may approach
the Designated Person by fax or telex through the vessel's communication systems, always
provided, the Master has been duly informed of the situation and being so able to comment
The Designated Person(s) will then act as deemed appropriate.
Reporting
The Designated Person report to the Managing Director.
Deputy of DPA
In the absence of the Designated Person the Alternate DPA will take over his duties.
Page 2 of 2
Latest Rev. dd Oct. 2014
Master’s Responsibility & Authority Sect. 5.0-5.3
5.0 Master’s Responsibility & Authority
5.1 5.1.1 Statement of Master's & 1.4

Responsibility Authority 1.4
5.1.2 Implementation of the SMS 1.5
5.1.3 Motivation of the crew 1.5
5.1.4 Orders and Instructions 1.4
5.1.5 Maintaining the shipboard SMS 1.4
5.1.6 Master's Verification 1.4
5.1.7 Non-Crew Members on board 1.4
5.2 Master’s overriding Authority 1.4

5.2.1 Change of Command 1.4
(Master/Chief Eng.)
5.3. Inspections
5.3.1 Port State Control Inspection 1.5
5.3.2 Accident Prevention 1.4
5.3.3 Flag State Inspections 1.7
5.3.4 Flag State Inspections in practical 1.4
terms
5.3.5 Interrelation of the ISM-Code, SMS 1.4
and STCW 95
Page 1 of 9
5.1 Master’s Responsibility & Authority

5.1. 1 Statement of Master’s Responsibility & Authority
1. General
The Master is responsible for the ship under his command according to national legislation,
international conventions and regulations and according to the Companies specific
requirements and instructions
When taking over command of the vessel the Master should make a log entry and inform the
DPA and the Administration of change of command as per RLM 108
He is the Head of the Shipboard Management Team.
2. Responsibilities

- Implementing and maintaining the safety and pollution prevention policy of the Company;
- Motivating the crew in the observation of that policy.
- Regular verifying delegated and required activities. Regularly reviewing the SMS and
recommend improvement to the Company. Reporting defects to the Company and other
matters with implication for safe operations or pollution risks which require the assistance
of the Company. Execution of the on-board training program as directed by the Company;
- Investigating and reporting of deficiencies/non-conformities, accidents, near misses and
hazardous situations (incidents) to the Company;
- Ensuring that all “controlled” documents on board are up to date and issued as per
Company procedures. Requesting assistance from the Company as may be deemed
necessary to ensure safe and pollution free operations of the ship;
- Implementing new regulations concerning i.a. MRV (Monitoring, Reporting, Verifying in
EU), DCS (Data Collection System – IMO), BWMS (Ballast Water Management System
Worldwide and in USA)
3. Authority
The Master has the overriding authority as stated under 5.2 and elsewhere and;
- Issues instructions and orders to the crew in a simple and understandable manner (by
doing so, it is recommended to respect the shipboard chain of command).
4. Reporting
The Master reports to the Head of Quality Department.
Page 2 of 9
5.1.2 Implementation of the SMS, Quality & Environmental Appendices
a) The sort of documentation which has been created to enable the ship’s Master to
implement and run a properly working and functioning SMS comprises among others:
- detailed information about the Company’s operation structure, management practices,

- detailed information about the roles and scope of responsibilities of staff personnel within
the Company,
- detailed instructions to prevent, and if any, how to draft and to whom forward reports on
accidents, hazardous occurrences, near misses and other deficiencies,
- in what manner the results of internal and 3rd party audits will be dealt with,
- the purpose and contents of Master’s reviews (Form-A11), minutes of meeting on the
subject topic and Safety management Team meetings,
- details of feedback from the SMS Management to the vessel regarding decided
corrective actions,
- details of reporting that implemented corrective actions led to a closure of
deficiencies/non-conformities
b) On-Board Implementation
The Safety Management System is implemented within the fleet of Bulk Carriers for some
time. Regardless, the SMS Management is dedicated to the task of guiding ship’s Masters
on a continual basis to overcome eventual difficulties with this instrument or it’s mechanism.
c) Timely reporting
The master shall be responsible for the ensuring that timely reports for the fresh
provisions ROB as per Company circulars are sent to the office.
5.1.3 Motivation of Crew to adhere to the SMS
The Master should motivate the crew for keeping a good safety culture onboard. This can
achieved by mentoring the crew members to understand and follow the SMS and also to
involve the crew member in improving the SMS to achieve a higher standard for protecting
Human life, Environment and Ships property.
Page 3 of 9
5.1.4 Orders and Instructions
The Master shall issue his order and instructions in a clear and simple manner understood
by all so there is no doubt of his intentions. However, it is strongly recommended, by doing
so, that he respects the shipboard chain of command and does not address subordinated
officers or ratings directly unless situations and circumstances predict otherwise.
5.1.5 Maintaining the shipboard SMS
The SMS is a “living document” and so structured. It shall, therefore, be subject to

continuous review to determine whether the SYSTEM, governed by people, operates
according to the procedures set out in the relevant chapters of the documentation. In this
spirit, a continuous review may reveal deficiencies which need to be considered by the
shore-based management. Therefore, the Master shall not hesitate to address negative
observations, if any, to the Quality Department.
A further appreciation of the shipboard SMS will be achieved through planned and
organised Internal Audits.
5.1.6 Masters Verification
A comprehensive schedule (FORM A-10) of items to be verified upon joining the vessel is
attached with the collection of Company Forms at the end of this Manual.
5.1.7 Non-Crew Members on Board
In the event of having non-crewmembers on board (wives of senior officers), Form-A09

should be filled in and signed. This does not apply to Company Superintendents, Service
Engineers or other persons permitted by the Company.
Page 4 of 9
5.2 Master’s overriding Authority
If in particular situations the Master is forced to deviate from the SMS structure it shall
herewith be made known that:
“The Master has the Overriding Authority AND Responsibility, to take

whatever action he considers to be in the best interest for the safety of the
crew, the passengers, the environment, the ship and or its cargo and to
request from the Company whatever assistance he deems necessary.”
Annotation:
Where appropriate in this Manual, the Master’s Overriding Responsibility & Authority is
repeated.
5.2.1 Change of Command (Master/Chief Engineer)
When a change of command occurs, the Hand-Over Protocol (Form-A07, Form-A08) has to
be completed and signed by both on signer and, off signer.
The forms A-07and A-08 has to be mailed to the Company including to the Personnel, Quality
& Technical Department prior to departure from the port where the change of command
occurred.
The change of command should also be notified to the flag state to chofcommand@liscr.com
as per RLM 108 Para 10.295.
Page 5 of 9
5.3 Inspections
5.3.1 Port State Control Inspection
Whenever a Port State Inspector boards the vessel the Master has to call the Head of
Operations Department. This is valid day and night irrespective of time difference and to
be done immediately.
In addition to any the Flag state regulation, the vessel should comply to coastal state
regulation as mentioned in UNCLOS. It is important that Master cooperates with Port State
inspections and correct any deficiencies arising after documenting in the Corrective action
form (Form- CAR) which should be sent to the Quality Department to be closed and filed. The
vessel also must retain on a copy. This can also be done by filling the CAR Form.
When the CAR Form is closed, the Master should send information to the appropriate Port
state control to clear the deficiencies with any objective evidence as required or to ask the
Company for assistance.
In case the vessel is detained Master should inform Company. The company should
immediately notice and report the same to the Administration and the Classification society as
per RLM -108
5.3.2 Accident Prevention
Company or Masters should report to the Administration the following on Form RLM-109:
In case of Marine Casualties
- Damage exceeding 100.000 USD
- Seaworthiness is effected
- Loss of Life
- Stranding/Grounding
- Serious injuries
5.3.3 Flag State Inspections
References Liberia Maritime Regulation 7.191 and Maritime Regulation 10.296(6).

A copy of the Annual Safety Inspection should be forwarded to the DPA with any corrective
actions as applicable.
All corrective action for Non –Conformities found during Annual Safety Inspection and Class
surveys should be reported to Administration and RO as required.
‘Operational Safety Checklist for SOLAS 74/78 ‘should be completed and sent to the
Company.
The vessel must have a copy of RLM-300 combined publication received from the
Administration.
Page 6 of 9
5.3.4 Flag State Ship Safety Inspections in practical terms
1. Since a row of years now the Flag State conducts safety inspections on ships on a
regular basis. To this end a network of experienced Inspectors has been put in place
world-wide.
2. As mentioned earlier, the Classification Society has been appointed to act on behalf of
the Flag State for issuing the necessary certificates upon satisfactory inspection. In the
context of Flag State Inspections, this sentence is to be understood in the sense that the
Flag State Inspector does not necessarily have to attend for the renewal, respectively,
endorsement of certificates. His work is rather on a random- but regular basis.
3. The purpose of these inspections is to ascertain both the general and specific operational
safety and environmental pollution prevention levels of under a flag registered ships. On
each inspection, the Inspector will give a copy of his report to the Master of the vessel.
This report must be retained on board together with the other ship's official documents.
Deficiencies, if any, will be communicated as provided for in this respect and taken into
account by the Classification Society in view of issuance, respectively, renewal of
certificates.
3.1 The actual safety inspection carried out by the Flag State Official will encompass:
• Verification of validity of Certificates.

• Verification for completeness and validity of prescribed Publications on board,
• A visual inspection of the crew accommodations and service areas, whether or they
are in compliance with the MLC convention,
• Functional verification of navigation aids, communication installation on the bridge
and elsewhere as well as spares for these devices,
• Inspection of logs, records, navigational information, charts and publications,
• Inspection of the general safety, life saving appliances, and pollution prevention
operational standard on board,
• Physical condition evaluation of the ship (see Form-A10 for the aforementioned).
Whereupon the Inspector will prepare his report for dissemination as foreseen.
4. It is requested and expected that all concerned will make every effort towards attaining
the common goal of maintaining and further enhancing the good repute of the flag. The
ultimate objective will still remain, however, that of ensuring safety of life at sea and the
prevention of pollution.
Page 7 of 9
5.3.5 Interrelation of the ISM-Code, shipboard SMS and STCW
Crew Qualification
Both the ISM-Code and STCW contain precise requirements concerning the education and
qualification of Masters, officers and crew. While the ISM-Code is essentially a description
of the structure of a Safety Management System, demanding it's development,
implementation and maintenance, the STCW Convention supplies a legal basis for the
uniform fulfilment of the requirements. These can be found in the ISM-Code elements:
Element 6 = Resources and Personnel

Element 7 = Shipboard Operations
Element 8 = Emergency Preparedness
Since the ISM-Code clearly demands that with the implementation of a safety system all
connected laws and regulations have to be observed, it is therefore mandatory that all
STCW 95 requirements are being complied with. Thus, verification of STCW 95 compliance is
conducted during ISM/SMS Audits.
Crew Familiarisation (Form-TFR1.)
Not only the ISM-Code but also STCW 95 elaborates in Regulation I/14-4 comprehensively on
the term Familiarisation on board. The requirement for shipboard familiarisation is in very
close agreement with element 6.3 (Resources and Personnel) of the ISM-Code. In both
cases it is made mandatory that provisions are made to ensure that all crew members are
familiarised with the ship specific arrangements and the equipment they will be using or
operating.
The requirement for familiarisation procedures closely ties STCW to ISM. The development
of procedures involves both, the Company and the Master. For this very reason a pre-
departure seminar for crew members has been arranged for and material for self-study;
prepare it. It remains the guided tour on board under the supervision of a responsible officer.
It should, therefore, be one of the most prominent duties of the Master to ensure that on the
spot familiarisation for newly joining crew members is taken serious on board.
Crew Co-ordination
Particularly in emergencies, it is of vital importance that all response measures are taken in a
co-ordinated and timely manner. Seen in the light of many an accident, where an apparent
lack of co-ordination has been a significant contributing factor, the need for training measures
and drills becomes apparent. Regulation I/14.1.5 of STCW 95 and Sub-Element 8.2 of the
ISM-Code call for the implementation on board of adequate procedures for drills and
training activities and to ensure that adequate communication can be maintained.
Page 8 of 9
For this purpose, the shipboard SMS contains the necessary guidelines the contents of which
frequently should be reviewed and every opportunity taken to be prepared in the event of an
emergency. One of the most important safeguards in case of an emergency, apart from
being well-trained, will be the crew motivation. Here, substantial effort should be made by the
Master to raise and maintain a high motivation and a positive attitude.
Crew Watch keeping
Section A-VIII/1 and B-VIII/1 of the STCW Code regulate watch keeping the text of which is
directly related to element 7 of the ISM-Code, i.e. it is part of shipboard operations and
should be assigned to qualified personnel.
To respond to the above mentioned requirements, the shipboard SMS defines and regulates
in this very precise manner watch keeping at sea and in port. This system of watch keeping
shall be maintained at all times, provided that "Overriding Conditions" do not force the Master
to deviate from the system. The STCW Code is very clear on the definition of the term which
allows a deviation from the normal watch keeping system for essential shipboard work which
can’t be delayed for safety, environmental and operational reasons and which could not
reasonably have been anticipated at the commencement of the voyage.
Company Responsibility to the ISM-Code and to STCW95 including Manila

Amendments
Crew
Crew Crew Crew Watch
Qualification Co-Ordination keeping
ISM 8.2
ISM 6.2 Familiarisation ISM 7
Page 9 of 9
Resources and Personnel Sect.: 6.0-6.7

6.0 Resources and Personnel 1.6
6.1 6.1.1 Masters Qualification and 1.4

Competence
6.1.2 ISM-Code basic training for Masters
6.1.3 Company support for the Master to
carry out his duties safely
6.2 Crew management

6.2.1 Manning (Crew Management) 1.6
(Crew Management relevant
Documents inserted after 6.2.1)
6.2.2 Drugs and Alcohol 1.4
6.2.3 Uniform 1.0
6.3 Familiarisation 1.6

6.3.1 ECDIS Requirements 1.0
6.4 Introduction to applicable Rules & 1.7

Regulations
6.5 Training onboard 1.7
6.5.2 Drill plan 1.9

6.5.3 Emergency Preparedness 1.4
6.6 SMS relevant Communication 1.5

6.6.1 Safety Meeting 1.5
6.6.2 Shipboard Management Team 1.4
6.6.3 Shore-based Support Personnel 1.2
(Superintendents, others
involved in the SMS) Familiarization
6.7 Crew disciplinary process 1.1
6.8 Elimination of Harassment and Bullying 1.1
Page 1 of 25
6.0 Resources and personnel

6.1.1 MASTERS – Qualification and Competence
Contracting of qualified Master is delegated to reputable Crew Managers mentioned in

Section 6.2 of this part. Emphasis is being given to the Company’s stringent requirements
with regard to certification in accordance to STCW95, experience and competence.
Prior to taking command of the assigned vessel, Masters and Chief Engineers are briefed in
our Home Office regarding various Safety Management System, operational- as well as
technical matters.
• Having been acquainted with the SMS, the Master shall operate his ship in accordance
with the Safety Management System on the basis of which the Safety Management
Certificate (SMC) was issued.
• In the spirit of the ISM-Code, the shipboard SMS shall not seize nor override the
Master’s position in any way. The ship’s Master may take any action he sees fit if this is
in the best interest for the safety of the crew, the ship, it’s cargo and the environment.
6.1.2 ISM-Code basic training of Masters
When a new Master is employed within the company, if DPA finds it necessary that Master
has lack of understanding of the ISM Code, then he would propose an ISM Training for the
Master involved.
6.1.3 Company support for the Master to carry out his duties safely
The Master holds a very important and unique position. Because of his special position on
board, it is the Master who is expected to implement, maintain and make the SMS work.
For this task and duties imposed upon him, the Master has the unconditional support of the
Company.
• Therefore, the Company shall provide the Master with all conceivable support, which
may take the form of financial or personnel resources, to allow him to perform his duties
safely.
Page 2 of 25
6.2 Crew management

6.2.1 Manning and Crewing Agencies abroad
Crew assignment and management is delegated by the Company to our Crewing Agent
abroad.
Crew Managers have taken due note of the Company’s stringent requirements in regard to
qualification and certification of Masters, Officers and Crew (Form-B08). Relevant sections
of the SMS Shipboard Manual have been made available to the crewing agencies to brief
the crew before joining the vessel.
The Head of crewing should ensure the Crew agencies are:
1. Employing crew member holding the appropriate certificates of competence as

required for his position by the Administration.
2. Being audited once a year for the quality of the crew by the company.
3. Sending crew information including certificate and medical details so that the crew
database can be updated by the company.
4. Ensuring that the crew joining the vessels are given resources to familiarise with all
Company policies.
The crew database should have loop in place where ‘Rehire’ Crew and ‘No-Hire’ crew are
segregated.
The Head of Crewing in liaison with the Crew agencies should ensure the following:
1. Appropriate PPE for the crew members are provided
2. The care is taken of any crew repatriation and joining.
3. Visits of Masters and Chief Engineers in the Head office are arranged for briefing
(after consulting with Head of Quality and Head of Technical)
4. The care is taken of any medical emergencies for the crew member when onboard.
5. Investigate any disciplinary action on the crewmember with consultation with the
Head of Quality, Head of Insurance and Head of Technical department.
6. Paying crew monthly salaries in time.
7. Appropriate manning in order to encompass all aspects of maintaining safe operation

onboard with due consideration to Resolution A.1047(27).
8. Care is taken that crew arrive on board carrying original certificates including medical
certificate.
Page 3 of 25
6.2.2 Drugs and Alcohol (Form-A05)
The Company is committed to ensure safe ship operations and a safe working
environment for all its employees. Employees who are under the influence of alcohol
and/or drugs pose a hazard to the safe operation of the vessel, themselves and other
persons on board. Therefore, the Drug & Alcohol Policy shall be permanently displayed in
the Officers- as well as in the crew mess room.
6.2.2.1 Responsibilities
It is a personal responsibility for the Master, the officers and ratings to be able to carry out
both routine and emergency duties in a fully competent and capable manner, unimpaired
by the effects of alcohol or drugs. Seafarers must always keep in mind that on their
actions depend not only their own safety, but the safety of others, the vessel and the
protection of the environment and they must realise that all have to rely on the efficiency
of each single crew member.
6.2.2.2 Drugs
The possession of illegal drugs, or substances other than prescription drugs which do not
cause intoxication, is strictly prohibited aboard of our vessels. It is summarily an offence
leading to dismissal for any employee to be found using or in possession of any illegal
drugs or substances. Any officer or rating using prescription drugs must declare details of
the said drugs to the Master when joining the vessel.
The misuse of legitimate drugs, or the use, possession, distribution, or sale of illicit or non-
prescription drugs on board ship cannot be pardoned and is prohibited.
In addition, any use of a controlled substance which causes or contributes to

unacceptable job performance or unusual job behaviour is also prohibited. The list of
substances banned includes – but is not limited to – marijuana, cocaine, opiates, PCPs
and amphetamines.
6.2.2.3 Alcohol
At no time should any officer, including the Master or rating be allowed to perform duty
whilst under the influence of alcohol, or even worse, under drugs.
All Vessels in the Fleet will be “DRY”. Consumption of Alcohol on board is strictly
prohibited.
Page 4 of 25
6.2.3 Uniform
Masters and deck officers are advised to wear the following uniform in Port, during pilotage
and official visit by authorities onboard.
- White Shirt with epaulets
- Black trousers
- Black shoes
- Black or dark blue jumper with epaulets
Master-
In Port
During Pilotage
When meeting authorities.
Meal times in Officer’s lounge or Officer’s mess room in port
Owner’s visit
Deck Officer-
During Pilotage
On sea watches as per Masters discretion
Meal times in Officer’s lounge or Officer’s mess room in port.
Engineering Officers-
Meal times in Officer’s lounge or Officer’s mess room in port
A uniform allowance will be included in the officers salary.
Page 5 of 25
6.3 Familiarisation
Whether continually employed or newly hired, all Officers and Ratings joining a vessel shall
be fully familiarised with safety on board, protection of the environment and their duties
related to the individual position.
The familiarisation of each and every on-signing crew member with the SMS is important from
the point of view of maintaining a continuity and effective performance by:
• Providing information of the SMS to the crew member prior to joining the ship (Crew
Manager's obligations).
• Exemption:
If for urgent reasons a crewmember is transferred from one ship to another and if he has
received in-house training by the Company only a few months before, then the process
does not need to be repeated for the second ship, provided that Owners have been
informed and an exemption has been granted by the latter.
• Providing familiarisation on board the ship, it's SMS and equipment upon joining, under
direction of the Safety Officer.
• Allowing a time frame of hand-over between the joining and leaving crew member.
• Personnel entrusted with new assignments related to safety and environment protection
shall receive necessary instructions and documentation for proper job performance on
board prior sailing.
• For position related duties by referring to reference documentation in the ship's library and
the listing on the cover page of this Manual.
• By attending video familiarisation on board in regard to safety and environmental
protection.
• Relevant instructions and procedures are in English, the common language understood by
all on board.
Within the context of the individual position, job performance may be carried out safely,
competently, efficiently and effectively thus participating as part of the team for the common
safety and effectiveness goal. In this manner, significantly minimising the risks of accident
and possible pollution or other damage to the environment.
6.3.1. ECDIS Requirements
Page 6 of 25
Every Nautical Officer joining an ECDIS carrying ship shall hold a 5-Day Generic ECDIS
course as per regulation.
In addition Nautical Officers on board ships where ECDIS is carried shall be familiarized with
the following areas of the shipboard equipment (not limited to):
• Safety Depth
• Safety Contour
• Antigrounding Alarm Setting
• Route Planning and Monitoring
• Chart Loading and Update
• Operator Setting
• Use of Radar Overlay
• Chart alerts
• Kalman Filter (Furuno ECDIS)
• Check Area (Furuno ECDIS)
This type specific familiarisation shall be carried out by an nominated by Company Officer
well familiar with the ECDIS using structured form on board and a note shall be added into the
Familiarisation Form-TFR1, Form-TFR7 and in the ships logbook accordingly.
• Familiarization with ECDIS must include procedure in case of ECDIS failure.
• Master MUST ensure that every officer is capable of fixing position when GPS input to
ECDIS has failed.
• ECDIS is a critical equipment onboard and any malfunction has to be immediately

reported to the Company.
Page 7 of 25
6.4 Introduction to applicable Rules & Regulations
Manning agencies shall ensure that the shipboard crew is familiar with applicable rules and
regulations dealing with safety, pollution and safe ship operation.
If the ship’s master notes objective evidence of lack of competence within the crew, it shall be
the Master’s obligation to review their contents to the respective crew member(s) as this
issue, among others, will be subject to future Internal Audits.
The Master is encouraged to mentor the crew member and provide on the job training as
required before contacting the crewing Manager for replacement.
The company should add any new regulation applicable to the SMS:
6.5 Training onboard
SOLAS Training Manual along with SMS manual provides and promotes education onboard.
6.5.1 Training
In view of what is stated above, Masters are urged to invite each and every crewmember to
frequently read the SOLAS Training Manual and to refer to its contents at any occasion
whenever it is evidenced that duties or job assignments are not performed in accordance with
standing instructions in accordance with the shipboard SMS.
1. ESTABLISHING A SAFETY POLICY
The Safety Policy enacted by the Company (refer to Part 1 of the SMS Shipboard Manual),
incorporates procedures for the welfare and benefit of all on board, namely; SAFETY. On the
other hand, the Safety Policy expresses a distinct safety culture which to promote and to keep
to the highest level is, among others, the principal job of all on board.
Page 8 of 25
2. SAFETY ON BOARD
The code of “Safety first” should be taken and exercised seriously onboard.
Rest Hours must be complied with in accordance with RLM-108, Regulation 10.341 and
MLC-003, 3.3 & 3.4 governing limitations on minimum hours of rest period.
Any failure to comply with the rest hours’ requirement must be reported as per procedures
listed in DMLC Part II, Section 6; Reg 2.3, a copy of which is to readily in the common spaces
of the accommodation. In Company Excel form the letter “D” instead of “X” to be inserted for
hours whenever crew had training, exercise, drill. Masters form of Rest Hours to be
countersigned by Chief Mate.
3. ENVIRONMENTAL PROTECTION
Before waste and others, OIL is the main pollutant originating from ship operations.
Therefore, the overwhelming part of the booklet’s contents deals with oil, „the do’s and the
don’ts“. Not only in view of the disastrous effect „Pollution by Oil“ has on the marine life, the
attention of every crewmember should be drawn to particularly care for all environmental
issues. All deck officers should process formal Bridge Resource Management training or
equivalent.
4. WATCHKEEPING
Although after some time it becomes daily routine, Watch-keeping requires a particular
consciousness of the officer or rating. The KILLING FIELD of duty is Routine, with other
words, when attention slackens.
This is why collisions happen, groundings occur and course changes are forgotten.
DISASTER is right ahead.
Therefore, it is the foremost intention of aforementioned booklets to avoid the dangers of

routine and invites the reader to frequently refer to their contents.
For the purpose of providing more profound understanding to each and every crew member,
Crew Managers had the booklets published and distributed, free of charge.
6.5.2 Drill Plan
The company should have a training plan in place.
Page 9 of 25
Drill/Procedure Interval / JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Regul.
General Alarm, Mustering, use
of Fire Protection & Fighting weekly
Equipment, Life Jackets,
Davits, TPA, LSA, use of
equipment
Fire Fighting Drill SOLAS III Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
incl. Instruction how to handle 19.3.2 - ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
equipment (heat protective monthly and
within 24 hrs
Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
clothing / BA / fire
extinguishing equipment / after departure if ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
EEBD) and establish crew change Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
watertight condition equal or >25% ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Training: Use of Fire Three-Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Extinguishers ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Abandon Ship Drill SOLAS III Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
incl. Instruction how to handle 19.3.2 - ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
LSA, first aid, hypothermia, monthly and
within 24 hrs
checking of emergency
lighting after departure if ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
crew change Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
≥25% ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Training: Handling of LSA in Two-monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
severe weather conditions ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Training: Use of Immersion Three-Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Suits ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Training: Accidents & Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
resulting measures in First ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Aid, CPR
Training: Emergency Three-Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Communication Equipment, ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Distress Signals & Line
Throwing Devices
Page 10 of 25
Lifeboat - launching and SOLAS III Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
manoeuvring ( port & stb. 19.3.2 ff - three- ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Each) incl. inventory of boats monthly safety
permitting
Freefall Lifeboat - SOLAS III Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Launching and 19.3.2 -3 ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
manoeuvring monthly
FFL - 6 monthly
Rescue Boat - Launching SOLAS III Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
and manoeuvring 19.3.2 ff- ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
incl. MOB Three Monthly
Training: Davit launched Four-monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
inflatable liferafts (if fitted) ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
SOPEP Drill Enabling Key MARPOL Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Members of the shipboard ANNEX 1, Reg. ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
personnel know their duties. 26 – monthly
(48hrs prior
As per SOPEP
bunkering ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
U.S.A.) Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Emergency Steering SOLAS V 26/4 Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Three Monthly ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Emergency Towing MSC Circ.884/ Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
as per Emergency Towing U.S.VRP ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Manual Half Yearly
Simulation of MOB/ SAR MSC, SMS Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
combined with Rescue of Sec.8, SOLAS ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Persons from Water Training.
Three-Monthly
Evacuation SOLAS XII/4.2 Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Procedures/Sinking Three-Monthly ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
for Bulk Carriers only
Simulation of obtaining Radio Half-yearly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Medical Advise MLC 2006 ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Page 11 of 25
Simulation of Collision Three-Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Simulation of Grounding Three-Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Simulation of Black Out Three-Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Ship-Shore Drill SMS 1.1.8 / 8.2 Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Simulation of Communication 4-Monthly ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Vsl-Office in emergency 24hrs notice to
situations. Scenarios may vary DPA
Training: Enclosed Space Three-Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Entry ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Drill: Enclosed Two Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Space Drill ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Training: OWS Three-Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Familiarization ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Training: Garbage Three-Monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Management ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Training: Ballast Water Half-yearly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
Mgmt ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
ISPS Drills ISPS-Code / Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
- shall be carried out as SSP 3-Monthly ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
per SSP, records shall be & if crew change
equal or >25%
kept accordingly as per the
ISPS Code Requirements
QI Notification Drill (vsl. U.S. VRP & Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
calling U.S.A. and Panama) PCSOPEP ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
HELICOPTER drill 3-monthly Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date: Date:
............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............ ............
Page 12 of 25
INTERVAL DESIGNATION PROCEDURE
OPERATIONAL READINESS - Before the ship leaves port and at all

Before Departure Check of Life Saving & Fire times during the voyage, all life-saving
Fighting Appliances- appliances shall be in working order and
ready for immediate use.
SOLAS III Reg. 20.2, SOLAS II-2 Fire-fighting systems and appliances shall
Reg. 14.2.1.2 be kept in good working order and readily
available for immediate use.
STEERING GEAR TESTING Within 12 hours before departure, the

Before Departure ship’s steering gear shall be checked and
SOLAS V Reg. 26.1, 26.2, 26.6 tested by the ship’s crew. The test
procedure shall include, where applicable,
the operation in Line with SOLAS V Reg.
26.1, 26.2 and logged according to Reg.
26.6).
Before Departure SHIP’S SEA-READINESS Prior to departure, Forms D05/D07 and

D-09 to completed thoroughly. To be
Company Requirement Form- signed by Master and Duty Officer.
D05/07/09, MSC Circulars, Records shall be logged
After a new crew LIFE SAVING INSTRUCTIONS On-board training in the use of the ship’s
member joined Familiarisation life-saving appliances, including survival
the vessel craft equipment, and in the use of the
SOLAS III Reg. 19.4 ship’s fire extinguishing appliances shall
SMS Sect. 6.3 be given as soon as possible but not later
than two weeks after a crew member
joins the ship. Documentation in Form
TFR
Weekly GENERAL EMERGENCY

The tests shall be carried out weekly as
ALARM & PUBLIC ADRESS
per SOLAS requirement and a report of
SYSTEM
the inspection SHALL BE entered in the
SOLAS III Reg. 20.6.4
log-book – sufficient together with drills
performed
Weekly SURVIVAL CRAFTS/ RESCUE Visual Inspection to ensure their

BOAT / LAUNCHING readiness for immediate use including,
APPLIANCES but not limited, the condition of hooks,
attachment to lifeboat and on-load-
SOLAS III Reg 20.6 release gear proper resetting.
Page 13 of 25
Records shall be logged.
All engines in lifeboats and rescue boats

shall be run for a total period of not less
LIFE/RESCUE BOAT ENGINES than 3 min, provided the ambient
Weekly temperature is above the minimum
SOLAS III Reg. 20.6.2 temperature required for starting and
running the engine. During this period of
time, it should be demonstrated that the
gear box and gear box train are engaging
satisfactorily. If the special characteristics
of an outboard motor fitted to a rescue
boat would not allow it to be run other than
with its propeller submerged for a period of
3 min a suitable water supply may be
provided.
Weekly LIFEBOATS (excluding Free- Lifeboat moved from stowed position
Fall Boats) (Lashing to be released/tighten again only)
Securing/tightening lashings if applicable
Weekly Testing of Cylinders of breathing
SCBA’s CYLINDERS
apparatus. Visual/ testing for leakage.
Weekly Condition check
Emergency Escape Ladders
Weekly EMERGENCY GENERATOR Diesel Test Run
SOLAS II-1 Reg. 43.7
EMERGENCY FIRE PUMP and

FIRE PUMP Test Run
Weekly SOLAS II-1 Reg. 43.7
Weekly Fire Doors and Dampers movable /

Various / Alarms
Watertight Doors
BRIDGE Bridge Equipment alarms operational
Provision Cooling Chamber alarms

PROVISION
15 ppm Alarm
OWS Bilge Level Alarms
BILGES & CARGO HOLDS
Page 14 of 25
Monthly (each EMERGENCY LIGHTING

abandon ship drill SOLAS III Reg. 19.3.3.9 Test of all emergency lighting
Monthly LIFEBOATS (excluding Free- Lifeboats to be turned out from stowed

Fall Boats position (Deck Level) without persons on
board, weather permitting.
Inspection of (Rescue Boat inclusive):
- Davit structure/ wire lubrication /
sheaves / moving parts
- Bailing system (drain bilge)
- Fuel/Oil Level of Tanks/Motor
- Function of Limit Switch
- Motor and Brake
- Power supply / charging condition
Monthly
Free fall Lifeboats Procedures o be followed in accordance
with LISCR Marine Notice SAF-004
LISCR SAF-004 (Rev.06/12)
LIFE SAVING- and FIRE- Inspection of the life-saving appliances,

Monthly FIGHTING APPLIANCES including, but not limited to:
SOLAS III Reg. 20.7.2 & 36.1;
Lifeboat equipment
SOLAS II-2 Reg. 14.2.2
MSC Circulars, Company Instr. Hydrostatic release for liferafts
International Shore connection
Embarkation Ladders
Fixed fire extinguishing system incl. valve
position
EEBD acc. Makers instruction
Firemen’s outfit, fire extinguishers,
hydrants, hoses and nozzles – in place,
properly arranged and in proper condition
Lockers contain proper inventory
Emergency-shutdown of fuel supply
Smoke detectors
Fire & Watertight doors & their control
Page 15 of 25
Monthly ENGINE Department Emergency Stop M/E & A/E
Black-Out Start of Emergency Power

Supply
Emergency Switchboard supplied by
Emergency Generator
Monthly OILY WATER SEPERATOR Test
Note: all above drills and actions are to be recorded in deck log book.
Page 16 of 25
EMERGENCY PREPAREDNESS
LIST OF INSPECTIONS / TESTS TO BE CARRIED OUT AND LOGGED

Life Saving &
Fire Fighting
Appliances Emergency Lifeboat Emergency Life Saving & Steering Gear Life Saving & Fire
Weekly Fire Pump Motors Generator Fire Fighting Pre-departure Fighting
Inspection / Weekly Weekly Weekly Appliances Operational Deck/Holds/Cran Appliances
Swinging out of Operational Operational Operational Pre-departure Test & es Pre-departure Monthly
Life Boats Test Test Test Check Inspection Sea-Readiness Inspection
Date Page Date Page Date Page Date Page Date Page Date Page Date Page Date Page
Page 17 of 25
LIST OF DRILLS TO BE CARRIED OUT AND LOGGED

Abandon ship Launching of Fire drill SOPEP Emergency Damage MOB/ SAR ISPS Drill Emergency
drill (monthly boats and (monthly or exercise Steering Control combined with (three- Towing (six -
within 24h manoeuvring within 24 h (monthly) (three- (collision, rescue of monthly & if monthly -see
after departure (three- after departure monthly) grounding, person from crew change USA VRP)
if >25% of monthly) if >25% of breakdown – water (three- equal or >25%)
crew changed) crew changed) three-monthly monthly)
each)
Date Page Date Page Date Page Date Page Date Page Date Page Date Page Date Page Date Page Date Page
REMARK:
Expressions: "Every 2 weeks, every month, every 3 months" are to be understood that time intervals between consecutive drills must not exceed 2
weeks, one month, 3 months accordingly.
Page 18 of 25
Training: Training: Use Training: Training: Training: Davit Evacuation Simulation of Training: Drill: Enclosed
Handling LSA of immersion Accidents & Emergency launched procedures/ obtaining Enclosed space space drill
in severe suits and fire resulting communicatio inflatable life sinking (only radio medical entry (three- (two monthly)
weather extinguishers measures in n equipment, rafts (if fitted, bulk carriers, advice (half- monthly)
conditions (three- first aid, CPR distress four-monthly) three- yearly)
(two-monthly) monthly) (monthly) signals & line monthly)
throwing
devices (three
monthly)
Date/Page Date/Page Date/Page Date/Page Date/Page Date/Page Date/Page Date/Page Date/Page
Master
REMARK:
Expressions: "Every 2 weeks, every month, every 3 months" are to be understood that time intervals between consecutive drills must not exceed 2
weeks, one month, 3 months accordingly.
Page 19 of 25

Ship:
Ship-shore Training: Training: Training: QI

drill (four- OWS Garbage Ballast water Notification
monthly) familiarizatio managemen mgmt (half- drill( vsl
n (three- t (three- yearly) calling USA
monthly) monthly) and Panama
as per VRP)
Date Page Date Page Date Page Date Page Date Page Date Page Date Page Date Page Date Page
Master
REMARK:
Expressions: "Every 2 weeks, every month, every 3 months" are to be understood that time intervals between consecutive drills must not exceed
2 weeks, one month, 3 months accordingly.
Page 20 of 25
6.6 SMS relevant Communication
Masters are requested to consider language and communication issues positively when new
crew members join.
Effective communication should be an aim at all times in the enhancement of safety and
pollution prevention as well as in daily shipboard operations.
The ability of the entire crew to communicate effectively should be very frequently reviewed
and always be an important subject of Shipboard Safety meetings the organisation of which
and topics of discussions are highlighted below..
6.6.1 Safety Meeting
The Safety Meeting shall be conducted at intervals not exceeding one month, the meeting
shall be chaired by the Master or by the Deputy Chairman authorised by the Master in his
absence.
The Safety Officer (Chief Officer) should appointed by the Master in log book and he should
report safety deficiencies to the Master.
These deficiencies should be discussed in the Safety Meeting .
In the Safety Meeting shall participate the Chairman (Master), Safety Officer (Chief Officer),
Chief Engineer(Deputy Chairman), 2nd Engineer, 3rd Officer and Bosun (if carried).
Other members of the crew or officers may attend the meeting as agreed upon by the Master.
During Safety Meeting it should be discussed items of safety and environmental issues on
board. Furthermore, observations of the crew, depending upon the area of responsibility, shall
be raised. The agenda shall comprise all issues to define best methods by which awareness
of subject topics can be encouraged and refined.
The minutes of these meetings are to be recorded, forwarded to the Company and filed in
copy on board.
Page 21 of 25
6.6.2 SHIPBOARD MANAGEMENT TEAM
All vessels shall operate a Shipboard Management Team which will consist of the Master,
Chief Engineer, and Chief Officer.
The Shipboard Management Team's responsibilities encompass among others:
• The safe operation of the vessel;

• Safety and welfare of the crew;
• Protection of the environment, care and safe carriage of the cargo;
• Planning maintenance schedules in conjunction with the operation of the vessel;
• Emergency drills;
• Communication in the line of duty,
• Identification of critical equipment,
• Possible emergency situations,
The Shipboard Management Team shall meet at the occasion of safety meeting to review and
discuss ship's operation, progress of work, schedules, plan future work, requirements and
priorities and suggest improvements in writing and always raise the issue “Communication in
the line of duty”.
The Agenda of Shipboard Management Team meetings shall be decided by the Master,
taking into consideration the personnel on board, schedule, maintenance, available manning
and general matters of the ship's business with particular emphasis on forward planning.
Page 22 of 25
6.6.3 Shore-based Support Personnel (Superintendents, others involved in the SMS)

Familiarization
Below is addressed to all Company staff (mainly superintendents) involved in the “safety
management system”.
It is being taken as given that the Fleet Safety Management, the internal Fleet Safety
Officer know their duties and tasks inside out. Therefore, no further reference shall be
made to the aforementioned.
As to new joining superintendents and staff becoming involved in the in the SMS:
A) Get familiar with your duties as superintendent; get to know your ships you are
responsible for.
Every superintendent and Company staff involved in the SMS must know their duties.
B) External auditors require and expect that all superintendents and Company staff
involved in the SMS be given the opportunity to become familiar with
procedures, and arrangements in the first days when being assigned to their
duties.
C) Familiarization lays the groundwork for new staff when joining the Company
what he needs to know to do his duties.
D) External auditors may look for evidence of Familiarization. Learn what other older
serving Company staff is doing to comply with this element. Benefit from their
experience.
E) To achieve above:
a) Know your ships you are responsible for and the filing system in this respect.
b) Know the “ship reporting system” in which all performance data is incoporated and
monthly communicated by the ships.
c) Cooperate closely with the purchase department for spares and parts.
d) If in doubt or questions arise as to b) above, ask the SMS management.
e) Inspect vessel for which he is in charge and rectify any deficiencies and non
conformities with Master and Chief Engineer
Consequently to the above mentioned:

A) Study the Company SMS Manual,
B) Study the Shipboard SMS Manual.
Page 23 of 25
6.7 Crew disciplinary process
General
• For evidentiary purpose, when a Marine Staff is dismissed on disciplinary grounds the
action needs to be well documented to counter any legal claim filed by Marine Staff.
• When a seafarer is in violation regarding the standard of behaviour, discipline and the
company Safety, Health and Environmental Policy, the following procedures should be
undertaken:-
a) For seafarer in violation of the standard of behaviour and discipline, issue a “Letter
of Warning Concerning Misconduct”.
b) For seafarer in violation of the company safety, health and/or environmental policy,
issue a “Letter of Warning Concerning Safety Violation”.
c) When a seafarer needs to be dismissed, issue a “Letter of Dismissal”.
d) In all cases a fully completed copy of “Disciplinary & Dismissal Proceedings –

Statement by Seafarer” must accompany the above documents.
• A thorough investigation should be undertaken before a disciplinary process is initiated.
• First time offenders may be let off with a verbal warning if evidence points against them,
warning issued in the presence of witnesses.
• Written warning should be given to offenders whose action is considered a serious
violation of the company’s code of conduct, be it behavioural, operational or related to
HSE policies.
• There should be a full investigation of the incident conducted by the vessel’s senior
officers in the presence of the offending crew and witnesses to ensure fairness of the
decision.
• All statements and official log-book entries should be written, signed and witnessed by the
attendees.
• It has been noted that in many disciplinary cases the seafarer being disciplined under
these procedures and his elected witnesses refuse to sign or acknowledge forms when
they are presented. In this age of technology Masters and Chief Engineers are requested
to have their cameras ready during such incidents and record them for future evidence of
the event. Copies of such evidence should be forwarded to the office and posted with the
log book entry and his elected witnesses refuse to sign or acknowledge forms when they
are presented.
• Copies of the statements are to be given to the offending crew and the same written
and/or attached to the official log book duly signed, witnessed and dated.
Page 24 of 25
• Letter of dismissal may be issued to any crewmember who has continued to be in violation
of the events of a previous verbal warning and/or written warning, or who has committed a
non-negotiable violation of company’s policies e.g. infringement of D&A policy. The
incident should be fully investigated and documented in the presence of witnesses as
stated above. In all cases where disciplinary action is initiated, it is important to comply
with the requirements of such agreements in order to protect Company’s interest at a later
date.
Crew Department may be consulted at any time regarding discipline and dismissal procedures,
should there be any doubt in the requirements of this procedure when dealing with Marine Staff.
6.8 Elimination of Harassment and Bullying
General
1. As part of the company’s policy, harassment and/or bullying will not be tolerated
on board the fleet.
2. Complaints procedure as laid out to be used to communicate any such incidents
without delay.
3. All complaints will be treated confidentially.
4. All parties to the complaint will be treated impartially, fairly and with dignity.
5. All crew members to be briefed regarding the correct reporting chain of command.
6. In cases where the chain of command is not suitable, complainant to contact the
DPA as mentioned in the Complaints procedure.
Page 25 of 25
Shipboard Operations Sect.: 7.0-7.7
7.0 Shipboard Operations 1.7

7.1 7.1.1 Watchkeeping at Sea 1.6
7.1.1.1 Watchkeeping in Port 1.4
7.1.2 Navigation 1.5
7.1.2.1 Arrival/ Departure/Noon reporting 1.0
7.1.3 Passage Planning 1.5
7.1.4 Ocean Passages 1.4
7.1.5 Coastal Passages 1.4
7.1.6 Vessel under Pilotage 1.4
7.1.7 Bridge stand-by checks 1.4
7.1.7.1 Preparation for the Departure 1.0
7.1.8 Manoeuvring 1.4
7.1.9 Tugs and use of tugs 1.4
7.1.10 ECDIS – Bridge Instructions 1.2
7.1.11 Bridge Navigation Watch Alarm 1.6
7.1.12 SVDR or VDR procedure for
Preservation of data 1.0
7.1.13 Magnetic Compass 1.0
7.2 Special Shipboard Operations 1.6

7.2.1 Anchoring 1.5
7.2.2 Bunkering 1.4
7.2.3 Ballast Operations 1.1
7.2.4 Oil Transfer Procedures 1.0
7.2.5 Safe Mooring Practice 1.0
7.2.6 Lay-up 1.0
7.3 Cargo Operations

7.3.1 Cargo Operations (Shoreside) 1.4
7.3.2. Cargo Operations (Shipboard) 1.4
7.3.2.1 Handling of cargo that may liquefy 1.1
7.4 Engine and Machinery Operations 1.5
7.5 Hazardous Work Induction 1.6

and Work Permits on board
7.5.1 Enclosed Space entry 1.6
7.5.2 Hot Work 1.6
7.5.3 Working Aloft 1.6
7.5.4 Use of Fall Prevention Device 1.0
Page 1 of 60
Latest Rev. dd Mar. 2019
7.6 Pollution 2.1

7.6.1 General 2.2
7.6.1.1 Special Areas 2.3
7.6.1.2 Fuel Change-Over Procedures 2.3
7.6.1.3 Log Books 2.1
7.6.2 Rest hours 2.1
7.6.3 List of instruments 2.1
7.6.4 Asbestos onboard 1.0
7.6.5 SEEMP 1.0
7.7 7.7.1 Bulk Carrier Safety 2.0

7.7.2 Formal Safety Assessment 2.0
7.7.3 Risk Assessment 1.0
7.7.3.1 Carrying out Risk Assessment 1.0
7.7.3.2 Risk Matrix 1.0
7.8 7.8.1 Cyber Security 1.0
Page 2 of 60
7.0 Shipboard Operations
The working language on board is English.
7.1 Watch keeping

7.1.1 Watch keeping at Sea - Deck
The navigational- watch plan has to ensure that the bridge is manned properly as described
as per the satisfaction of administration. This includes that only qualified personnel holding
the necessary license of competency and with full familiarisation of the navigational
equipment is nominated.
 In case of doubt of competence of a deck officer, the Master, has the responsibility to
control the proper execution of the watch.
 A additional lookout watch MUST be maintained on the bridge at all times during
the periods of darkness.
 The changeover of sea watches is to be performed as described in the Bridge

Procedure Guide. The change over watch checklist has to be completed as guided in
the Bridge Procedure guide and a log entry made regarding taking over the watch.
 The watch keeping personnel has to be fit for duty. This means, that all duty persons
are physically and mentally fit to take over the watch. If there are any doubts the Master,
has to be informed immediately, the watch to be doubled or the watch system to be
adjusted according to circumstances. The decision of the bridge watch composition
remains with the master.
 When handing over watch 10 minutes in total should be spent on the bridge to adjust
night vision. These 10 minutes could be broken down in 2 sets of 5 minutes from each
watch.
 Master should be available on bridge during the following situation but not limited to
when
a. Pilot onboard
b. Approaching Narrow or dense traffic areas
c. Approaching Traffic separation schemes
d. Restricted Visibility
e. When a failure of navigational equipment or engines
f. When called by the OOW or if in doubt
The Master should consider his rest hours before the above situation are anticipated.
 OOW should carry out the navigational watch following the passage plan, COLREG
and Masters standing order including Masters Night orders.
Page 3 of 60
7.1.1.1 Watch keeping in Port (Form-OPS17)
Duty officer should follow the guidelines give by the Chief Officer about loading plan and
discharging plan.
He should also monitor the cargo operation carried out from the stevedore side giving full
attention to the proper use of the ship’s equipment.
After discharging a post discharge Hold inspection should be conducted and any damage
should be documented with supporting photographs.
During nights, safety rounds have to be arranged and maintained at least once every 2
hours.
Particular attention is to be given to:
 Moorings (checking that they are not worn out, overstrained, slack, cut etc); rat guards.
 Access to/from vessel is safe, accommodation ladder, gangway properly rigged and
lighted, the safety net properly rigged under the gangway, life buoy and life line attached
on hand.
 All open hatches and decks adequately lit, alleyways and catwalks free for passing.
 Stores and workshops locked when unmanned.
 Gangway is always manned by a watchman with a walkie-talkie
The duty officer is responsible to control the night watchman, the safe berth and cargo
operations when applicable.
All changes of weather conditions which may affect the vessel’s safe berth, have to be
reported to the Master immediately. The port watch scheme shall be recorded in the
respective log books. Weather conditions shall be recorded in the deck log at least 3 times
within 24 hours.
The Master and Chief Engineer are responsible to plan the daily work in such a manner that
no duty personnel is in danger of excessive fatigue. If due to unavoidable circumstances
the danger of excessive fatigue of duty personnel is existing, additional crew members have
to be assigned for duty and, consequently, all shore leave cancelled until further notice.
Page 4 of 60
7.1.2 NAVIGATION
General (Form-OPS03 for Voyage Report)
Safe navigation and piloting
The safe navigation of the vessel, piloting, berthing, safely at anchor or in port, is at all
times the paramount duty of the Master and deck officers on watch.
Authority over pilots
The presence of a river, harbour, or docking pilot on the bridge does not relief the Master of
his responsibility for the safety of the vessel. The Master shall therefore continue to control
navigation and with his officers take bearings, soundings, check compass courses, and
shall take any necessary action to safeguard the vessel. The Master is authorised to
employ pilots whenever in his opinion the safe navigation of the vessel it requires.
Laying down courses/passage plan
The Master shall finally determine the courses to be made good and shall instruct the watch
officers on the courses to be steered; he shall check and approve the voyage planning
results.
Position fixing
Position fixing intervals should be decided by Master depending on the area the vessel is
transiting. The OOW should be instructed by the Master to plot position of the vessel by
more than one available means. Use of visual bearing, Radar bearings and Parallel
indexing should be encouraged to cross check the GPS position of the vessel.
Use of Radar
As a best practice both RADAR should be used for a navigational watch.

It is advised that a performance monitor test should be carried out periodically if
required. ARPA test should be carried out 3 monthly as per radar manual and entry in
Radar Log book made.
The tuning of the RADAR must be changed from Automatic to manual periodically.
Masters and officers should be aware of the risk and errors of only using GPS positioning
fixing means.
Page 5 of 60
Company requirement on Under Keel Clearance (UKC)
Master should consider 10% over the maximum dynamic draft and have at least 1m under
keel clearance all the time.
The above values should be taken into consideration with the following conditions:
- Squat of the vessel

- Increase in draught due to heel
- Roll and pitch of the vessel.
If Master has to deviate from the above, he should inform the company and get written
confirmation to proceed. Ultimately Master is responsible for the safety of the vessel and
can override any decision to keep the vessel safe.
2.2 Standing Company Orders
Any deck officer or lookout taking over a bridge watch is to join the bridge at least 5 minutes
prior taking over duty and the relieving officer should stay back 5 minutes after his watch for
a proper handover of watch. Officers must use the check list found in Bridge Procedure
Guide before taking over the watch at sea. Master can add other points to this checklist as
required.
The Company's standing orders for watch officers are quoted herewith. These orders shall
be part of the Master's night order book and, additionally, shall be posted in the bridge,
they shall be signed by each officer before standing his first watch on the vessel to signify
that he has read and understood them. The Master may add to these orders at his
discretion. The Company's standing orders shall also appear on the inside of the front cover
of each deck log book:
Page 6 of 60
7.1.2.1 Arrival/ Departure/ Noon reporting at sea
Samples of the reports as follows (to be sent to Operation/Technical Departments)
to: blumenthal/ops dept to: blumenthal/ops dept

fm: master of m/v fm: master of
DEPARTURE REPORT
ARRIVAL REPORT 1. dep port -
2. dep date & time (lt / utc) –
1. arr port - 3. hfo/mdo -
2. arr date / time (lt/utc) - M/E LO -
3. eosp (lt/utc)- A/E LO -
4. anchored (lt/utc) - CYL 70 -
5. pob (lt/utc) - CYL 50 –
6. no of tugs used - 4. ballast -
7. berthed (lt/utc)- 5. FW -
8. bunkers (hfo/mdo) – 6. ttl cgo/kind of cargo –
M/E LO - 7. draft fore/aft –
A/E LO - 8. compl. cgo ops (lt/utc) -
CYL 70 - 9. POB (lt/utc)-
CYL 50 – 10. dest -
9. FW - 11. eta (date lt)-
10. comm cgo ops (lt/utc) - 12. bunkers taken during port
11. remarks: ets – stay –
12. normal ship operation 13. IMDG cargo:
14. remarks:
Fm: MV
Daily Noon - speed performance:
Noon ……
- Position:
- Distance run: nm
- Distance to go: nm
- ETA next port / ETA next bunker port which is planned, if any
Vsl loaded or ballast condition

- Speed last (insert the actual hours stemmed) hrs through the
water/over ground: kts / kts
- Speed in average through the water/over ground: kts / kts
- Consumption: M/E=, A/E= , MDO=
Page 7 of 60
- Ttl Bunker rob:

LSFO= mt, HSFO= mt
MDO= mt, LSMGO= mt
- Sludge Tank = Capacity of sludge tank/Quantity of sludge in tank at
the moment
Wind + Sea condition:

- Course:
- Wind: pls state Beaufort force
- Sea: pls state Douglas sea state/hight of waves
- Current: pls state kts adverse or variable
- RPM:
Engine Report:
-MELO
-AELO
-CYL70
-CYL50
-Qtty and consumption of lub oils
-FW on board and production
-Exh. temp : max/min /av
-AE1 - working - ... hours / ..... KW

reason: (why AE2 or AE3 is working at sea)
Normal safe ship operations:
Remarks:
Page 8 of 60
7.1.3 Passage Planning (Form-OPS01)

1. Voyage Planning
Before commencing any voyage all the required charts and publications and weather
information for the voyage shall be available and corrected up to date and on board the
vessel.
If orders/instructions are received at sea with a destination for a port with no port approach
details available, all possible endeavours are to be made to obtain necessary information in
time. Safety margin regarding fuel oil, diesel oil and fresh water for sea passages to be
always agreed with Operation Department.
The Master shall appoint a navigating officer (OOW) to prepare a detailed plan for the
forthcoming voyage from berth to berth which is to be updated as necessary (Form-
OPS01).
The Voyage Plan should inter alia mention security considerations along planned route.
The Master should make sure that the charts and publications are used and updated to the
latest Notice to mariners including T& P notices and Navigational warnings.
An automatic supply of new edition publication is supplied by an authorized Admiralty chart

agent.
Digital publications are being progressively installed on all vessels.
Master must ensure vessel complies with flag requirements for publications while
appraising the passage plan.
The retention period of past passage plans is 12 months.

Passage plans older than 12 months can be removed.
The Voyage Passage Plan must be reviewed and signed by all Deck Officers and Chief
Engineer.
7.1.4 Ocean passages
On ocean voyage when no other reliable means, excluding GPS, of obtaining the vessel's
position is available, celestial observation shall be made whenever possible.
Where electronic navigational aids such as Radar, GPS, are available these should be
used to obtain the vessel's position.
7.1.5 Coastal passages
Page 9 of 60
On coastal voyages the vessel's position is to be fixed at regular intervals, dependent on

various local factors and conditions. This can vary from relatively infrequent position fixes
being made to, in the final approach to any harbour entrance or on approaching an area of
restricted navigation or anchorage, almost continuous position fixing being required.
7.1.6 Vessel under Pilotage (Form-OPS14, Form-OPS18)
The Master continues to hold full authority on board the vessel whenever a Pilot is on board.
The Pilot is on board the vessel in an advisory capacity only. The Master will normally keep
charge of the bridge whenever a Pilot is on board, however, in his absence the Officer of the
Watch must be in no doubt that the Pilot cannot overrule his authority.
There is one exception to this rule, in the Panama Canal where the Pilot has full authority and
is in control of the navigation and movements (Panama Canal Regulations).
Whenever a Pilot, either compulsory or otherwise, is on board the Officer of the Watch must
maintain a full and continuous surveillance of the vessel's position.
When approaching a pilotage the officer of the watch must ensure that:
1. the Master is called in good time;

2. hand steering has been engaged;
3. the engine room is warned of impending stand-by and the engines are brought to
manoeuvring speeds;
4. all bridge equipment is tested and found in an operational condition, the Officer of the
Watch is in a position to brief both Master and Pilot on the vessel's operational status.
5. Pilot card is dully filled and prepare forms for Master-Pilot exchange as mentioned in the
Bridge procedures guide.
When Pilot is onboard, the passage plan which is berth to berth to be discussed with the pilot.
Including usage of tugs before the pilotage is executed.
Whenever a Pilot in on board his name must be recorded in the Deck Log Book.
Page 10 of 60
7.1.7 Bridge Checklists (Form-D05, Form-D07, Form-OPS02)
All vessels are to carry out various checks of equipment and availability of system and
machinery for stand-by, entering, departing port or prior to commencing navigation in
restricted or confined waters.
At a convenient time prior to entering confined or restricted waters or departing port, the
bridge equipment checks shall be carried out according to vessel's bridge check list.
When approaching United States waters the above tests are to be undertaken not more
than 12 hours prior to entering US waters. Master must consult respective chapters in CFR,
and to be aware on vessel status regarding BWMS (ballast water management system)
and EAL (environmentally acceptable lubricants).
Masters and Chief Engineers must ensure that the system of positive reporting and
acknowledgement is used on board to ensure that the ship's routines, safety, navigational
and engine room procedures are carried out in a proper and seaman like manner.
If reports to this effect are not received by the officer in charge, then he shall assume that
all is not in order and take immediate action to ascertain the situation and immediately
update the Master.
All tests and checks carried out prior to stand-by are to be recorded in the Bridge Check
List which is deemed to be an addendum to the Deck Log Book and/or Bell Book. It shall be
the responsibility of the Master and the officer of the watch to ensure that such entries are
made.
7.1.7.1 Preparation for the Departure
All lifesaving appliances which in port could have been serviced or removed from open
decks for security reason must be put back to their respective locations and made ready for
immediate use before vessels departure. It comprises inter alia:
- life rafts
- rescue boat detachable motor
- EPIRB
- Life-buoys
Page 11 of 60
7.1.8 Manoeuvring
The Officer of the Watch must ensure prior to any engine movement or operation of bow
thrusters that both, the propeller and the thrusters, where fitted, are clear and that there are
no obstructions likely to impede the movement of the vessel should operation of the
propeller or thrusters be undertaken.
Officers in charge of the forecastle and the poop deck during stand-by should ensure that,
prior to any movements being made, the bridge is fully advised of any obstructions of which
they may be unaware.
The bridge team must not be disturbed during manoeuvring and therefore bystanders on
the bridge must be discouraged from being present on the bridge.
Page 12 of 60
7.1.9 Tugs and use of tugs
Masters and deck officers are reminded that use of tugs is to be minimised if the vessel is
fitted with sufficient operable equipment to manoeuvre in confined waters.
Particular care is to be taken in accepting offers of assistance from tugs or vessels unless a
distress situation has developed whereby the vessel is in danger. Only tugs contracted by
Owners or Charterer's agents should be used except under emergency circumstances. If
tugs are ordered by the Master it must be made clear between the Master and the tug
skipper that he is hired under normal rate and no salvage is involved.
During operations which involve the use of tugs the following is to be observed:
1. No lines are to be passed or to be taken from tugs without orders from the bridge.
2. Care is to be taken to keep the propeller or thruster clear of any lines and should this not
be possible, the bridge is to be advised immediately.
3. The names and time of all tugs arriving to or departing from the vessel are to be recorded
in the Bell Book, later in the Log Book.
For further advisory notes on the preceding topics, it is recommended to refer to the
BRIDGE PROCEDURES GUIDE, issued by the International Chamber of Shipping.
Page 13 of 60
7.1.10 ECDIS – Bridge Instructions
When vessel is approved by Flag state to use ECDIS as primary means of navigation; the
following should be in place.
 All Navigating Officer taking over watch should possess a IMO Model course 1.27
and should be familiarised by the company on the Type specific ECDIS as per ISM
Code.
 When applying permits a dedicated USB stick should be used which should not used
for any other purpose.
 Loading of additional software or change of software should be only done by an

approved service engineer after consulting with the Quality Department.
 ECDIS is declared as critical equipment and any malfunction or failure should be

reported to the quality department via the Master.
 When vessel is sailing in areas where ENC coverage is not available; the ECDIS
should be put into RCDS mode as long as back up paper charts are available for that
cell.
 ECDIS settings including ‘Check Area- Watch Vector’ and ‘Chart Alert’ should always
be switched on and adjusted as decided by the Master of the vessel.
 The appropriate Safety contour and Safety depth should be decided by the Master
considering the maximum dynamic draft (Maximum draft + Squat + pitch, heel while
turning + under keel Clearance as required by the company) and applied in the
passage plan before the vessel leaves the port.
 Position fixing and position monitoring should always be crosschecked by more than
one available means.
 Every bridge officer must be familiar with emergency procedure in case of

ECDIS failure and fixing LOP
CATZOC
Since many areas of the world have not been surveyed to modern standards, the positional
accuracy of the chart features being displayed on the ECDIS may not be as accurate as
positions derived from GNSS (Global Navigation Satellite System).
The survey data used in the ENC is often based on information from different sources
whose relative accuracies may vary widely.
Page 14 of 60
ENCs provide information on the quality of data within the ECNs. The primary mechanism
used to communicate this information is through an attribute known as ‘CATZOC’ (Category
of Zone of Confidence in data).
ENC producers divide the ENC data into areas of differing survey quality based on
positional accuracy, depth accuracy and seafloor coverage. Each area is included in the
ENC data as an area meta-feature object known as ‘Quality of Data’ (M_QUAL) and is
allocated one of the six possible CATZOC attribute values. In ‘All’/’Other’ display mode, the
ECDIS will display the appropriate CATZOC symbol within each area (but not limited of the
areas) depending on its assigned values.
ZOC can be A1, A2, B, C, D, U.
ECDIS display values using a triangular or lozenge shaped symbol pattern containing stars.
Five and six stars symbol therefore demote high accuracy surveys produced using modern
equipment and techniques. A four star symbol denotes a medium accuracy survey where
the positional accuracy in not quite as high and full seafloor coverage cannot be
guaranteed.
Two and Three star symbols denote low accuracy surveys, often based on data collected
on an opportunity basis only (such as soundings reported whilst on passage), and so where
significant seafloor features (i.e those which are more than 10% shallower that the
sounding being shown in the area) are considered likely to exist.
ECDIS is to be considered as critical equipment as per Section 10.3.1.1. and subject to

periodic testing as per manufacturer’s instructions. Test shall be carried out at least
monthly.
Page 15 of 60
7.1.11 Bridge Navigation Watch Alarm System (BNWAS)
BNWAS is a timer alarm system that forces watch officers to reset this system in periodic
time intervals to insure that they are fully alerted. The system
monitors the awareness of the OOW and automatically alerts the
Master or another qualified OOW if for any reason the OOW
becomes incapable of performing the OOW's duties.
This purpose is achieved by a series of indications and alarms to alert first the OOW and, if
he is not responding, then to alert the Master or another qualified
OOW.
A suitable BNWAS unit is to be fitted on all cargo ships constructed after 1 July 2011, and
for ships constructed before that the implementation date is not
later than first survey after 1 July 2012.
BNWAS shall be in operation whenever the ship is underway at sea. It is Master’s
responsibility to ensure that BNWAS is used according to
regulations.
BNWAS procedures should be followed according to LISCR Marine Notice TEC-010.
7.1.12 SVDR or VDR procedure for preservation of data
A Voyage Data recorder (VDR) or Simplified Voyage Data Recorder (SVDR) is a system similar
to the aviation industry ”black box”. Where a ship is involved in a serious incident or sinks, data
can be retrieved to reconstruct the last 12-24 hours of the voyage.
- Works on the principle of data first in-first out: this means that all new data keeps
getting recorded and old data gets erased simultaneously. If the critical data (at the
time of the incident) is not retrieved immediately after the incident all or some of the
recorded information will be lost due to the delay/time elapsed. Typically within 12
hours elapsing after an incident/accident ALL previous information is lost/new
information is recorded in the VDR.
- The data recorded on the VDR / SVDR is of critical importance in any enquiry or
investigation and forms an extremely important role in evidence collection and
interpretation.
- It is essential that the Master and deck officers familiarise themselves with the
operation of SVDR / VDR particularly with regards to steps involved in recovery of
VDR data. The operator’s handbook is to be studied in order to familiarise the steps
involved in recovering VDR data.
- Do not attempt any experimental/trial-error methods on the VDR since this is critical
SOLAS equipment. Any familiarisation is to be confined to the operator’s handbook
only.
- Annual performance test program shall be carried out by approved company as per
SOLAS requirements. In case of an incident which also include any event where the
vessel may need to provide critical information at a later date it is the Master’s
responsibility to ensure that data is saved accordingly.
Page 16 of 60
- Recovery of data must be carried out by Master or his assigned officer under
Master’s authorisation only.
- All officers must be aware that SVDR & VDR records voice. Therefore all
conversations should be appropriate and clear. This is especially important when a
pilot is onboard and ship staff repeats back pilots advice.
- Proper instructions how to operate and recover data in case of an incident must be
posted at the SVDR / VDR.
- As the SVDR/VDR is a self contained unit – Master must ensure;
1. SVDR/VDR must be sighted and checked for any existing alarms.
2. Immediately inform TSI/Head of Technical reporting the findings.
3. Flag, Class NK, PSC (via agents) are to be informed as required, through the
Office.
7.1.13 Magnetic Compass
The performance of magnetic compasses should be monitored carefully during the life of a ship,
and adjustments made if and when necessary.
Compass performance should be monitored by frequently recording deviations in the compass

deviation book. Compass errors should be determined after every large alteration of course, and
at least once every watch when there have been no major course alterations. Checking the
compass deviation regularly may show the need for repair, testing or adjustment.
Adjustment of Compasses
Each magnetic compass required to be carried by the Regulations shall be properly adjusted
and its table or curve of residual deviations available at all times. Magnetic compasses should
be adjusted when:
a.) they are first installed;
b.) they become unreliable;
c.) the ship undergoes structural repairs or alterations that could affect its permanent and
induced magnetism;
d.) electrical or magnetic equipment close to the compass is added, removed or altered; or,
e.) a period of two years has elapsed since the last adjustment and a record of compass
deviations has not been maintained, or the recorded deviations are excessive or when the
compass shows physical defects.
Effects of Changes in Magnetism During the Life of a Ship
Page 17 of 60
Masters are required to check the performance of magnetic compasses particularly after:
a.) carrying cargoes which have magnetic properties;
b.) using electromagnetic lifting appliances to load or discharge;
c.) a casualty in which the ship has been subject to severe contact or electrical charges;
or,
d.) the ship has been laid up or has been lying idle - even a short period of idleness can
lead to serious deviations, especially for small vessels.
Adjustments and Repairs
a.) All adjustments should be made by a compass adjuster who holds a Certificate of
Competency as Compass Adjuster.
b.) If a qualified compass adjuster is unavailable and the Master considers it necessary then
adjustments may be made by a person holding a Certificate of Competency (Deck Officer)
Class 1 (Master Mariner). The compass must be re-adjusted by a qualified compass adjuster at
the next available opportunity.
c.) The date of any adjustment and other details should be noted in the compass deviation
book. The position of correctors should be recorded in the compass book and on deviation
cards.
No Adjustments are to be made without first consulting the Quality department in the office.
7.2 Special Shipboard Operations

7.2.1 Anchoring
Stage1: Anchor plan must be prepared by the Master before approaching the anchoring area
This plan must be discussed with the bridge team.
Stage 2: Bridge watch composition should be decided by the Master as required

and monitoring the approach to the anchoring area should be as per the
anchoring plan.
Stage 3: During anchoring checklist from the Bridge Procedure guide should be used.
Page 18 of 60
Master should add any additional checks required as per the vessels requirements.
Masters joining cape size Bulk carrier on their first command should be aware of the risk
involved in anchoring procedure on large vessels compared to smaller vessels.
Page 19 of 60
7.2.2 Bunkering (Form-OPS09, Form-OPS12)
All bunkering operations, fuel, oil or sludge transfer pumping is to be carried out under the
supervision of the Chief Engineer. Should the Chief Engineer be unavailable for whatever
reason, the responsibility for oil transfer may be delegated to the 2nd Engineer.
In accordance with the United States Coast Guard Oil Pollution Prevention Regulations all
vessels trading to USA waters must have a written list of the bunkering procedures, including
the organisational arrangements in place for fuel transfer (Form- OPS12).
7.2.3 Ballast Operations
Ballast Operations have to be planned and conducted in compliance with the BALLAST
WATER MANAGEMENT PLAN of the vessel and observed by the Chief Officer who is
appointed for Ballast water procedures on board. The Chief Officer may delegate operations
to the duty officer if he is considered to be well familiar with the operations.
The Chief Mate or dedicated duty officer has the full operational responsibility during
ballasting operations
All ballast operations shall be properly pre-planned, with hull stresses calculated and stability
estimated for each step of ballast operation. The crew involved in the operations shall be
briefed on their functions.
Whenever possible, ballast water shall be taken in or discharged by gravity, avoiding using
ballast pumps when not necessary. While topping off ballast water in harbours, special care
shall be taken to prevent debris pumped overboard.
All transfer of ballast water shall be recorded on the relevant Form as per “Ballast Water
Management Plan” (BWM), records to be filed in onboard.
Soundings of ballast tanks and bilge wells levels are to be performed at least daily (or more
frequent at the master’s discretion) and recorded.
Rules and Regulations
All requirements shall be thoroughly observed. Coastal regulations applying shall be strictly
followed when the vessel is in coastal waters. Wef 08 September 2017, the new ballast rules
come into force. Special attention must be paid to national regulations that may be more
stringent than international (USA, AUSTRALIA, BRAZIL etc.) Port agent must be always
consulted regarding local ballast water exchange procedures.
Checklist
Checklists as per the SMS shall be completed before commencing any ballasting or de-
ballasting operation.
Risk assessment
Prior ballast handling the following checklists should be consulted supplementary to BLU
CODE, BWMP etc.
Page 20 of 60
Checklist for Ballasting
YES NO BALLASTING
Are personal involved conversant with ballast system/tanks/vents/routine procedures.
Has Ballasting been planned along with cargo Operations?

Has the stress and stability been calculated?
Has planning been one whether to Ballast by Gravity/Pumps and tank sequence to
follow?
UKC (Under Keel Clearance) has been checked?
Risk Assessment carried out / check overboard for debris / oil slide
Has officer in charge been briefed regarding ballast plan?
Have the Tank Vents been checked?
Have the quantity of Ballast water been checked? (Ballast change)
Have sounding been taken and the Draft checked?
Has Engine-room been informed to commence Ballasting?
Are Tank Sounding and Draft being checked at regular intervals?
Have holds, decks and overside been inspected for possibility of ballast overflow
damage?
On completing Ballasting has Engine-room been informed?
Have Trim/Draft/Propeller immersion been checked and recorded?
Page 21 of 60
Checklist for De-Ballasting
YES NO DE- BALLASTING

Are personal involved conversant with ballast system/tanks/vents/routine
procedures.
Has Ballast been changed at sea if required by Local Rules?
Has the stress and stability been calculated?
Risk Assessment carried out / overboard discharge been checked?
Has De-ballasting been planned along with Cargo Operation?
Has the Stress and stability been calculated?
Has planning been done whether to De-ballast by Gravity/Pumps and tank

sequence to follow?
Have the Tank Vents been checked?
Have sounding been taken and the Draft Checked?
Has Engine-room been informed to commence De-ballasting?
Is discharge continuously monitored? Outboard checks done?
Are Tank Sounding and Draft being checked at regular intervals?
On completing De-Ballasting has Engine-room been informed?
Have Trim/Draft been checked and recorded?
Page 22 of 60
7.2.4 Oil Transfer Procedures
Before any transfer of oil is undertaken in US ports as elsewhere safeguards shall be in place
to ensure smooth operation in aspects to quality, safety and environment. Therefore adequate
preparation and monitoring is required.
This is applicable to external as well as internal oil transfer procedures
External Oil Transfer Procedures (to or from the vessel)
Please refer to SMS part “7.2.2 Bunkering” and Form- OPS12 as well as considering
measures outlined in this part.
Internal Oil transfer procedures (tank to tank within the vessel)

A piping diagram as well as vessel specific transfer procedures shall be established and
approved by the company and shall be clearly posted and made available on board.
Rules and Regulations

All requirements shall be thoroughly observed. Coastal regulations applying shall be strictly
followed when the vessel is in coastal waters especially within the United States where CFR
rules are applicable. In US Waters CFR 33 Part 156 is applicable.
Checklist
Checklists as per the SMS shall be completed before for any oil transfer procedure as
outlined above and counter signed by the Chief Engineer.
Personnel
The Chief Engineer is the designated Person in Charge (PIC) for all Oil transfer procedures..
A trained watchstander (engine) will continuously be available and supported by another

qualified personnel as the proper conduction of procedures requires.
Trained watchstanders (deck) as per usual watch plan will ensure safe mooring and patrols
around the vessel for reporting any anomalies/leakages or spills occurring.
Watchstanders shall be equipped w/ two way radios to ensure communication w officers/
engineers.
Tests prior performing transfer procedures

Transfer, communication and level alarm systems shall be tested and found in good working
condition before proceeding to transfer oil. Time frames have to be kept according to local
requirements.
Page 23 of 60
Checklist for External Oil transfer Procedures (to be used in addition to Form-
OPS12)
Date:___________________________ Place:___________________________
Vessel:_________________________ Supplier:_________________________
Date/Time Product Quantity Receiving Capacity Rate Pressure Remarks
To be Tank of (initial (initial / (e.g.
loaded Tank / max) max) stoppages)
YES NO PRE TRANSFER

Vsl is secured in a safe location and mooring arrangements are matching expected
conditions during transfer.
The method of communication between vessel and supplier (barge /truck etc.) has
been established.
Watch standers are duly qualified to monitor operations and communicate in the
English language.
Hoses are in good condition and hose connection secured

Emergency Shutdown / response procedures discussed
Scupper plugs are in place.
Overboard discharge valves / sea suctions are closed and sealed as required.
All unused manifold connections are blanked off?
A clear understanding exists on steps to be taken in case of a spill according to

SOPEP plan.
Both parties assure constant surveillance of adjacent waters to detect any leakage/
overflow / spillage of oil.
DECLARATION:
We have checked all the items on this checklist and have satisfied ourselves that the
entries we have made are correct to the best of our knowledge.
In U.S. Water CFR 33, Part 156 are adhered to.
CHIEF ENGINEER: SUPPLIER PIC:
NAME:________________________ NAME.___________________________
Signature: Signature:
Page 24 of 60
Checklist for Internal Oil transfer Procedures (this checklist complies with CFR
requirements)
Date:___________________________ Place:__________
_________________
Date/Time Product Quantity from to Rate Pressure Remarks
To be Tank Tank (initial (initial / (e.g.
transfered (capacity) (capacity) / max) max) stoppages)
Checked / time PRE TRANSFER

/ A transfer plan has been completed.
/ Piping diagrams are available and posted as needed
/ Watch standers are duly qualified to monitor operations and communicate in

the working language.
/ Procedures for changing over the watch have been established not interfering in
safe transfer procedures.
/ Valve and vent systems aligned and checked by PIC
/ Emergency Shutdown and response procedures discussed
/ Transfer, communication and level alarm systems tested
/ Ullages / tank levels checked / rechecked and recorded by PIC.

/ Pollution prevention equipment as per SOPEP in place and ready for
immediate use.
/ All departments notified of transfer.
Checked / time DURING TRANSFER
/ Changes to tank and valve alignment verified and approved by PIC
/ Transfer started at low flow rate
/ Flow rates, pressures and tank levels monitored and checked against plan
/ Periodic communication checks made
/ Flow rate slowed when topping off tanks
/ Transfer completed
Checked / time AFTER TRANSFER
/ Valves and vent system set
/ Rechecked and logged final tank levels in E/R Log / Sounding log and ORB.
Levels compared with transfer plan
/ Secured from transfer operation. Other departments notified.
Chief Engineer:
NAME:________________ Signature:_________________ [Stamp]
Page 25 of 60
7.2.5 Safe Mooring Practice
Mooring Operations
During mooring and un-mooring operations a sufficient number of personnel should always be
available at each end of the vessel to ensure a safe operation. A responsible officer should be
in charge of each of the mooring parties, and a suitable means of communication between the
responsible officers and the vessel’s bridge team should be established.
All personnel involved in such operations should wear suitable protective clothing.
The Company Proposes Chief Mate on the Forward Station and OOW on the Aft Station.
Mooring Station
Areas where mooring operations are to be undertaken should be clutter free as far as
possible. Decks should have anti-slip surfaces provided by fixed treads or anti-slip paint
coating, and the whole working area should be adequately lit for operations undertaken during
periods of darkness.
The responsible Officer should report to the Safety Officer of any deficiencies, risk found
during mooring operations. This should be discussed in the safety management meeting to
find common and smart approach to reduce the risk.
Careful thought should be given to the layout of moorings, so that leads are those most suited
without creating sharp angles, and ropes and wires are not fed through the same leads or
bollards. Pre-planning of such operations is recommended and a risk assessment of the
operation should be completed, especially in cases where the ship has to use an unusual or
non-standard mooring arrangement
E N T I R E Mooring Station constitutes the ‘Snap Back Area’ !
Page 26 of 60
7.2.6 Lay-up
1) Vessel procedures in hot lay-up:

 Minimization of load as much as possible. Use only required amount of power for
cooking, heating and day-by-day business. Ship is at the safe anchor, so not much
illumination required.
 Fuel oil consumption - strict control of MGO. We expect to get abt 0,25 mt of MGO daily
as per sister ship experience.
 Day by day noon report should be sent with average load of AE, MGO consumption,
Boiler consumption, FW amount on board, weather condition. You can use as sample
previous reports.
 Minimize steam consumption minimum accommodation heating only. Stop preheating
for fuel tanks, tracing lines.
 Minimize Fresh water consumption.
 Please confirm Main Engine is on Diesel Oil and once confirmed, please stop supply,
circulation pumps.
 You are entitled to perform any daily service, required to run AE, boiler, air compressor.
 ME LO pump should be started once per week for ME turning by turning gear.
 Steering gear, SW and FW Pumps, should be started/changed over and tried once per
week.
 Apertures / inspection openings where covers have been removed for air circulation
should be covered with fine mesh wire gauze to prevent ingress of foreign matter.
 Stand-by AE engine cylinders must be lubricated with lube oil while engine is turned by
hand.
 Exhaust lines should be blanked. ME TC intake should be covered and sealed.
 Safety of the vessel should be maintained, Safe access to the vessel must be provided
for watchmen and maintenance crews.
2) Vessel Procedure is cold lay-up:

 ‘Cold’ lay-up for a longer term requires the vessel to be moored in a secured location
and all systems are shut down with minimum ongoing maintenance to prevent
deterioration of the hull structure and machinery.
 A specialist lay-up crew may be employed, possibly only a watchman from a contracted
‘housekeeping’ company will be on board for much of this period. There are a number of
disadvantages to cold lay-up, particularly machinery or hull degradation and subsequent
reactivation could take weeks.
 The vessel may require dry-docking as part of the reactivation. If reactivation procedures
are not correctly carried out, serious long term damage to the machinery may be
caused. One area of uncertainty is that modern vessels have a large amount of
sophisticated computer equipment and there is little current experience that these
systems will start up again when the vessel is reactivated after a long lay-up.
Page 27 of 60
7.3 Cargo operations

7.3.1 Cargo Operations (Shore side Activities)
Objectives
Arrangements and care for the safe employment of Company managed and/or other
tonnage, the organisation of methods to keep ballast voyages to a minimum, and to see that
there is always cargo to carry under safe conditions of chartering, handling, and
transportation
Insurance and P&I covers are to be obtained in time at optimum conditions, safely covering
the activities involved with vessels operations and transport including liabilities to 3rd parties
and pollution damage.
The procedures to reach these objectives are set out as follows:
a) Voyage & Time charter Instructions to Master
Upon concluding and fixing a voyage or time charter, the person in charge is requested to
issue written instructions to the Master with copies to chief engineer and/or chief mate when
necessary, covering all relevant details of the contract or charter so that Master and vessel
- are capable to fulfil the options available,

- understand all and any implications with the cargo to be loaded and cared for,
- are fully aware of the voyage pattern and port approaches, berthing requirements
and rules of the port/terminal,
- are given details for communication at loading/discharging port,
- can evaluate and respond to any health or other risks to crew or vessel's safety,
and is also able to calculate for fuel, water and provisions required.
The instructions given should be accompanied by a copy of the contract, copies of relevant
cargo specifications and/or hazardous cargo data.
b) Supporting actions from the Department
Means to obtain safe approach and execution of voyage shall be rendered by providing
nautical charts, pilot instructions etc. as may be necessary for the voyage.
c) If Unusual or Hazardous Cargo is to be carried
Problem:
There is cargo in the market/contract conditions generally suitable and attractive to carry.
However, the type of cargo has not yet been taken and transported by vessels of the fleet.
Page 28 of 60
Scheme for decision making
1. Identification:
The chartering department to obtain as far as possible technical details of the cargo, its
chemical characteristics and composition, transportation, experiences, special conditions for
loading, discharging, and cargo care during transport.
A complete cargo specification with standard requirements for handling, forwarding,

stowage, ventilation etc. for risks of carriage to be requested from factory/shipper/ exporter
and importer.
The responsible party delivering the commodity, the responsible receiver and terminal ready
to receive and accept the cargo are to be inquired.
2. Consultancy:
Chartering department to raise the topic to the technical department to verify the certificate
of fitness of the particular vessel and forward same also to the Masters on board the vessel
which may be entrusted with the transport.
Eventually a hazardous cargo specialist may also be asked for expert opinion.
Each consulted person should be requested to answer with a short note whether the "new"
material can be carried and under which arrangements and conditions this should be
effected.
3. Evaluation:
Before finally accepting the cargo or contract, the chartering person should determine the
conditions of loading, transport and discharge by ordering either the designated person or
any other qualified staff member to extract and transform the results of queries into a form of
advice/information to master(s) so that safe cargo handling, treatment and transport become
possible.
This evaluation may either lead to the rejection of the cargo or to its acceptance. In the latter
case advice to master(s) is to be laid down as follows:
4. Advice:
Instruction details of cargo must be supplemented by:
 Preparations for loading

 Extra insurance required
 Additional protective means necessary on board like;
Page 29 of 60
- gas detectors;
- personal protective clothing;
- air conditioning shielded;
- cargo hold ventilation;
- suitability of existing arrangements;
- compatibility of coating;
 Controls necessary at sea?
 Form of documentation.
 Methods and conditions for discharge
- special arrangements required?

- climate to be observed?
- problems for the receiver?
 Expenses estimated in connection with the above details?
 Conclusion:
The cargo should not be accepted before the above conditions for carriage are clearly
derived, evaluated and defined for those who have to work the cargo on board.
Master and crew to be fully informed and motivated with regard to the new and unusual type
of cargo which is to be carried, and master's final consent to be obtained as early as
possible.
Thereafter the cargo should be confirmed for shipment and carriage, eventually under
certain conditions of delivery, discharge etc.
d) Monitoring and Control Procedures
- Examination of vessel's voyage messages, reports and fuel/lubs on

board/consumed.
- Estimation of quantities necessary for the passages.
- Follow-up measures in case of stevedore- or cargo-damage.
- Upkeep of reporting schemes
The relevant standard forms and operating reports (as per Shipboard Manual) are to be
obtained from each vessel, evaluated, acted upon and filed as appropriate.
Page 30 of 60
7.3.2 Cargo Operations (Shipboard Activities)
Basis for all cargo planning operations is the written instruction from the Company or
Charterer, Agents concerning cargo quantity, its nature, volume, weight and destination.
The Chief Officer shall undertake the planning for the distribution of the cargo and calculate
the vessel’s stability, stresses, draft and trim. He shall present the results of his calculations
to the Master for counter signature whether the cargo can be loaded as anticipated.
When planning the cargo acceptance, it has to be ensured that throughout the voyage
(berth to berth), the ship is at all times properly loaded and ballasted (if applicable for part
cargoes), has adequate static- and dynamic stability, satisfactory trim and draft, is not
overloaded or overstressed.
 Accepting Cargo
- Holds and bilges must be prepared

- Ventilation checked and set as planned,
- Tightness of hatches checked and means of sealing provided,
- Means to properly batten down available and in order,
- Fire fighting systems etc. ready,
- Any special commitments dealt with.
- In case of Loading Steel Coils – PRIMESHIP STEEL COIL LOADING PROGRAM
of the latest version is to be used.
 During Loading (Form- OPS06)
During loading the Chief Officer continuously has to control among others:
- Loading conditions and methods,

- Quality and adequate condition of cargo,
- Measurement and weight data,
- Terms of delivery/certification,
- Suitable distribution and stowage, trim and stability,
- Pre-existing deficiencies, damage by stevedore,
- Damage during loading.
- When fumigation onboard: safety precautions (health & fire), placards and
marking.
 During Transport
During transport proper care for the cargo is Master’s obligation as per international law and
the Company/Charterer requirements. Cargo care is not necessarily limited to:
- Use of proper ventilation,
Page 31 of 60
- Check of lashings.
- Supervision against pilferage, control of bilges
- Controlling the atmosphere adjacent to fumigated compartments, safety meetings,
placards and marking
 Upon Discharging (Form- OPS06)
Upon discharging cargo care includes but is not limited to:
- Check that means of discharge are suitable and appropriate,

- Supervision of discharging cargo, condition and weight, damage by stevedore,
- Proper delivery procedures according to documents.
- Safety concerns regarding discharge of fumigants. Placards warnings etc.
Usually the last procedure is made by the discharging port agents, however, in certain
cases the Master may deliver the cargo only against B/Ls presented by the receivers.
- Assessment of cargo damage, if any, in respect to cause, nature and extent of

such damage as precisely as possible in writing or with the assistance of a
qualified surveyor of vessel's/charterer's P&I club.
During discharge operations, trim, stability and stresses must be within a range which allows
to operate the ship safely.
All cargo operations, whether loading or discharging have to be performed under the
consideration of actual and expected weather conditions, the rules and regulations of the
loading/discharge ports and loadline zones.
During all cargo operations, a responsible deck officer and duty watch has to be present on
board. The duty personnel for cargo operations has to be briefed by the responsible deck
officer about the cargo operations.
All ballast operations shall be monitored by the Chief Officer and may only executed by
engine personnel upon written request (Ballast movement book) signed by the Chief Officer.
 Documentation for evidence
The Chief Officer shall maintain all cargo documentation in the Cargo Office, final cargo
loading/discharging plan, cargo damage reports (if any), Deck’s log book, Ballast record
book, Bunker record book in case of fuel transfer for ship’s stability and trim. The
documentation of the cargo has to be archived and kept on board.
 Related documents
Written instructions for loading/discharging, cargo distribution plan, stability/draft

calculations, copies of BL’s, manifest, time sheets, damage reports (if any), copies of legal
Page 32 of 60
steps undertaken by the Master, all other documents related to the cargo Authorisation to
sign B/Ls on behalf of Master Form- OPS05.
7.3.2.1 Handling of cargo that may liquefy
Process of Liquefaction:
Liquefied cargo will directly affect the stability of the ship. Due to the ship’s movement and
vibrations the space between the cargo particles containing a certain moisture level will be
reduced and cause the water pressure between the particles to heighten. This will reduce
the friction resulting in a reduction in shear strength that may lead to capsizing due to cargo
flowing during rolling.
Preventive measures to be taken:
- Make sure clear information about the cargo has been provided by the shipper
before shipment- do not start loading before all relating documents are available,
make sure the dated test has been carried out not more than seven days earlier.
- The cargo shall only be accepted if the moisture level doesn’t exceed the
Transportable Moisture Limit TML.
Recommendations:
- Cargo holds shall be dry before loading
- Reduce trim to a minimum
- Bilge wells to be covered by burlap or canvas
- OOW shall observe the weather, weather charts and other forecasts carefully
- Stoppage of loading (discharging) operations during precipitation might be necessary
- All non-working hatches to be closed properly during cargo operations
- Discharging during precipitation ONLY if all contents will be discharged during that port
stay
- Keep the moisture content less than the cargos’ TML by monitoring appropriate
ventilation procedures during sea voyage
Page 33 of 60
7.4. Engine and Machinery Operations
Engine room watch
The Chief Engineer shall organise the engine watch. For this purpose each new Chief
Engineer joining the vessel will review the standing instructions issued by the previous
Chief Engineer and refrain, if possible, to alter these instructions if meanwhile, no new
Company directions are received in this respect.
The instructions are to take into account any experiences or updated information received
from the Company. The Chief Engineer shall ensure that all engineering officers joining the
vessel have read and understood the standing instructions. Engineer officers, after having
read the instructions, shall acknowledge the same by signing the Chief Engineer’s night
order book.
The Chief Engineer’s standing orders shall be kept in a location readily available to all
engineering officers, best to be posted in the Engine Control Room, and are – along with
the Company standing watch keeping instructions – the guidelines to machinery operation
for the vessel.
Watch schedule of Engine Officers and Ratings is alike at Sea and in the port in
accordance with international rules.
a) Watch order book
A watch order book is to be maintained in the engine control room by the Chief Engineer to
inform any duty engineers of special circumstances and condition of machinery affecting
the vessel’s operation at any time, but particularly or during night watches.
All entries in the watch order book are to be signed by each watch or the duty engineer.
b) Arrivals/Departures (Form-D09, Form-D10)
Watch keeping routine is to be followed along with the arrival/departure checklist which are
to be maintained as a document and filed. Each page is to be numbered, dated, and
initialled by the person on duty.
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c) Familiarisation (Form-TFR1.)
The Chief Engineer is to ensure that, prior to any engineer undertaking the first watch on
board the vessel in the capacity of engineering officer, he has thoroughly familiarised
himself with the vessel and it’s technical installations , its safety procedures and practices,
operating parameters of machinery and standing orders applying to them.
The Chief Engineer shall ensure that engineer officers, prior to a relief, brief their successor
who must receive full and detailed instructions regarding duties and as mentioned under
Familiarisation (see Part 6.0).
All officers being relieved shall prepare hand-over notes and discuss the content of the
same with their relief (On-signing/Off-signing). Any watch keeping- or duty engineer must
be familiar with the vessel's alarm systems and the method of operation, change-over and
actions to be taken in the event of an alarm. Any engineering officer not on duty but on
board the vessel must remain fit for duty and available to assist in case of the engineer's
alarm being sounded (if such a system is fitted).
d) Fitness for duty
No engineering officer or member of the engineering crew shall be permitted to take over or
maintain any engine room watch if his efficiency is impaired by alcohol, drugs, fatigue of by
any other reasons.
e) Engine room log
The Chief Engineer shall ensure that the engine room log entries are accurately made and
completed as comprehensively as possible. Each watchkeeping engineer or duty engineer
officer is required to initial the log as being correct on the completion of his watch period
and endorse the daily machinery check list.
f) Manned machinery operations
During manned machinery space operations the vessel shall normally operate a three
watch conventional manned system unless specific conditions dictate otherwise
The watch keeping engineer is the senior engineer officer of the watch and is directly
responsible to the Chief Engineer for the safe, efficient and economical operation of main
and auxiliary machinery. His primary consideration during the watch period shall always be
the safe operation of the machinery under his care and the safety of life and environment
dependent on his permanent behaviour.
Page 35 of 60
Prior to entering the engine room the engineer taking over the watch is to visit all remote
compartments where machinery is in operation in order to check that all is in order. These
checks shall include the observation of funnel gas emissions.
Prior to accepting and taking over the watch, the oncoming engineer is to carry out an
inspection of the machinery space and shall read and sign the Chief Engineer's night orders
or any other instructions left by the Chief or 2nd Engineer.
Any relieving engineer before taking on the watch must thoroughly familiarise himself with
the current status of all machinery, engine RPM, electrical power supply and distribution,
any specific machinery defects affecting the operation of the vessel, any work or ongoing
maintenance being carried out, any instrumentation or control or monitoring equipment
which may be inoperable or faulty and the current state of machinery space bilges. Once
these have been verified the oncoming engineer may take on the watch and the relieved
engineer may leave the engine room.
The engineer being relieved must satisfy himself that his relief is fit for duty, sober and able
to carry out the duties required of him.
When operating a manned engine room and normal watch keeping system, the duty
watchkeeping engineer is to verify any remote indicating instrumentation by taking
comparative readings from local instrumentation fitted to various machines. Isolation in
engine control room is not helpful to being fully aware of the current status of the machinery
and therefore the watchkeeping engineer should regularly tour the engine room taking note
by touch, smell, sound and sight that the machinery is running correctly and electric motors
within their normal AMP-indicators.
g) Communication between bridge & engine room
The watchkeeping engineering officer shall inform the bridge of any change in the running
condition of machinery which would affect the operation of the vessel. Conversely, if
machinery affecting the operation of the vessel is brought back into use during the
watchkeeper's period of duty, then the bridge watchkeeper should also be informed. This
will ensure that the bridge is always updated of the current status of main and auxiliary
power plant. Early warning is to be given to the bridge, should operational problems
become possible in engine room.
Should circumstances dictate that immediate action is required in stopping, starting or

changing over various machines, it may be necessary for such action to be taken prior to
informing the bridge. In such cases the watchkeeping engineer is to ensure such an action
is speedily undertaken and the bridge informed immediately afterwards.
Page 36 of 60
The engineer being relieved must satisfy himself that this relief is fit for duty, sober and able
to carry out the duties required of him.
h) Work in engine room
The watch keeping engineering officer is responsible to ensure that the engine room ratings
or other personnel working in the machinery spaces during his watch carry out their duties in
accordance with the Code of Safe Working Practices and in a professional manner.
i) Chief Engineer attendance in Engine Room
During entering or leaving port, during berthing/ unberthing manoeuvres and during any
emergency situation or risky approaches, the Chief Engineer is to be present in the ECR.
Page 37 of 60
7.5 Hazardous Work Induction and Work Permits on board
The ISM-Code, Flag State Regulations and others related to safety, place obligations on
the Master of a ship and upon the Company to ensure that procedures for safe entry and
working in dangerous spaces and other hazardous work are clearly laid down and observed
on board the ship, and on persons ordering it to have it done in accordance with these
procedures. In carrying out these duties full account must be taken of the principles and
guidance described in this Chapter .
The Shipboard management Team must be aware of hazardous work classification and the
requirement to provide safety induction and training for this type of work. This induction and
training shall be designed to enable shipboard personnel to recognise the hazard, to know
how to eliminate, avoid or control the hazard, and to know what to do when exposed to the
hazard. For this purpose safety training, familiarisation and lectures are being held onboard.
Crewmembers assigned to hazardous work shall be questioned by the safety officer to

determine what they do know about the hazard, and the superior officer shall concentrate
his induction on the deficiencies in their knowledge.
The safety officer should also adjust the level of training in the use of any personal
protective equipment (PPE) to the level of demonstrated competency by the assignees.
However, he shall ensure that each is fully competent to use the equipment as required.
In our Safety Management System we stress six different types of hazardous work requiring
a WORK PERMIT to carry them out.
1. Enclosed space- / tank entry

2. Working aloft / outboards
3. Hot work outside of workshop
4. Electrical work
5. Work in energised areas
6. Arc- and Oxyacetylene welding outside of workshops
The most dangerous of all jobs, for which a Work Permit is required, is considered to be:
RISK ASSESSMENT
Normally, Risk Assessment is carried out only for those hazardous activities, which are not
covered by “WORK PERMIT SYSTEM” or for which specific check list (which itself is kind of
risk evaluation) is not prepared by the Company.
The exception is ENCLOSED SPACE / TANK Entry for which RISK ASSESSMENT form
must be carried out each time.
Other onboard activities, for which Risk Assessment shall be carried out are those not
routine, not happening often, not usual or seldom.
Page 38 of 60
7.5.1 Entering Enclosed or Confined Spaces
Risk Assessment
It is the officer appointed to take charge of enclosed space entry to decide on the basis of the
risk assessment the procedures to be followed for entry into a potentially dangerous space. A
thorough risk assessment shall be carried out prior to any enclosed space entry. The residual
risk shall be at an acceptable level at all times.
1. General
The atmosphere of any enclosed or confined space may put at risk the health or life of any
person entering it. It may be deficient in oxygen and/or contain flammable or toxic fumes,
gases or vapours. Such an unsafe atmosphere may be present or arise subsequently in any
enclosed or confined space including cargo holds, double bottoms, fuel tanks, ballast tanks,
cofferdams, void spaces, duct keels, inter-barrier spaces, sewage tanks, cable trunks, pipe
trunks, pressure vessels, battery lockers, chain lockers, and the storage rooms for CO 2, and
other media, as the case may be, used for fire extinguishing.
 Should there be any unexpected reduction in or loss of the means of ventilation of
those spaces that are usually continuously or adequately ventilated, as the case may
be, then such spaces should also be dealt with as dangerous spaces.
 When it is suspected that there could be a deficiency of oxygen in any space, or that
toxic gases, vapours or fumes could be present, then such a space should be
considered to be a dangerous space.
2. Precautions on Entering Dangerous Spaces
The following precautions should be taken as appropriate before a potentially dangerous

space is entered so as to make the space safe for entry without breathing apparatus and to
ensure it remains safe whilst persons are within the space.
1 A competent person should make an risk assessment of the space and a responsible
officer to take charge of the operation should be appointed,
2 The potential hazards should be identified,
3 The space should be prepared and secured for entry,
4 The atmosphere of the space shall be tested using instruments capable of measuring
concentrations of oxygen, flammable gases or vapours, hydrogen sulphide and carbon
monoxide
4 The "permit-to-work" system is to be applied,
5 Procedures before and during the entry must be instituted.
Where the procedures listed at 1 to 5 above have been followed and it has been established
that the atmosphere in the space is or could be unsafe then the additional requirements
including the use of breathing apparatus specified should also be followed.
Page 39 of 60
No one should enter any dangerous space to attempt a rescue without taking suitable
precautions for his own safety since not doing so would put his own life at risk and almost
certainly prevent the person he intended to rescue being brought out alive.
3. Drills and Training.
1. Training in:
- the use of atmospheric testing equipment in enclosed space
- safety, including familiarization with onboard procedures for recognizing, evaluating
and controlling hazards associated with entry into enclosed spaces should be carried
out in order to ensure that any potential rescue operations and drills will be carried out
safely.
2. Training should include as minimum:

- identification of the hazards likely to be faced during entry into enclosed spaces;
- recognition of the signs of adverse health effects caused by exposure to hazards
during entry; and
- knowledge of personal protective equipment required for entry.
3. “Enclosed space and rescue drill” shall be held onboard at least once every two
months.
Enclosed space entry and rescue drills should be planned and conducted in a safe
manner.
4. Duties and Responsibilities of a Competent Person and of a Responsible Officer
A competent person is a person capable of making an informed assessment of the likelihood

of a dangerous atmosphere being present or arising subsequently in the space. This person
should have sufficient theoretical knowledge and practical experience of the hazards that
might be met in order to be able to assess whether precautions are necessary. This
assessment should include consideration of any potential hazards associated with the
particular space to be entered. It should also take into consideration dangers from
neighbouring or connected spaces as well as the work that has to be done within the space.
A responsible officer is a person appointed to take charge of every operation where entry into
a potentially dangerous space is necessary. This officer may be the same as the competent
person or another officer. Both the competent person and/or the responsible officer may be a
shore-side person.
It is for the responsible officer to decide on the basis of the assessment the procedures to be
followed for entry into a potentially dangerous space. These will depend on whether the
assessment shows.
Supplementary to Company standard Permit to Work system, there will follow on next page
More detailed “Enclosed Space Entry Permit” which should (specially for sake of this hazardous
activity) be applied onboard.
Page 40 of 60
ENCLOSED SPACE ENTRY PERMIT
This permit relates to entry into any enclosed space and should be completed by the master
or responsible officer and by the person entering the space or authorized team leader.
Location/name of enclosed space
Reason for entry----------------------------------------------
This permit is valid From: ---------------hrs Date:----------------------------
To:--------------------- hrs Date------------------------------
Section 1 – Pre-entry preparation
(To be checked by the master or nominated responsible person)
Has the space been thoroughly ventilated? YES---- NO-----
Has the space been segregated by blanking off or isolating all connecting pipelines or valves
and electrical power/equipment ? YES----- NO-----
Has the space been cleaned where necessary?-----------------
Has the space been tested and found safe for entry? ---------------------------
Pre-entry atmosphere test readings:-----------------------------
Oxygen------------- % by volume (21%) By---------------
Hydrocarbon ------------------% LFL (Less than 1%)
Toxic gases------------- ppm (Specific gas and PEL) Time-----------------
Have arrangements been made for frequent atmosphere checks
to be made while the space is occupied and after work breaks?----------------------------------
Have arrangements been made for the space to be continuously
ventilated throughout the period of occupation and during work breaks?--------------------------
Are access and illumination adequate?--------------------------------------
Is rescue and resuscitation equipment available for immediate use by the entrance to the
space?-----------------------
Has a responsible person been designated to be in constant attendance at the entrance to

the space?-----------------------
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Has the officer of the watch (bridge, engine room, cargo control room) been advised of the
planned entry?------------------------
Has a system of communication between all parties been tested and emergency signals
agreed?----------------------------
Are emergency and evacuation procedures established and understood by all personnel
involved with the enclosed space entry?----------------------------------
Is all equipment used in good working condition and inspected prior to entry?----------------------
Are personnel properly clothed and equipped?-----------------------------
Section 2 – Pre-entry checks
(To be the checked by the person entering the space or authorized team leader)
I have received instructions or permission from the master or nominated responsible person
to enter the enclosed space. YES---- NO--------
Section 1 of this permit has been satisfactorily completed by the master or nominated
responsible person
I have a agreed with and understand the communication procedures-------------------------
I have agreed on a reporting interval of minutes--------------------------------
Emergency and evacuation procedures have been agreed and are understood--------------------
I am aware that the space must be vacated immediately in the event of
ventilation failure or if the atmosphere tests show a change from agreed safe criteria----------
Section 3 – Breathing apparatus and other equipment
(To be checked jointly by the master or nominated responsible person and the person who is
to enter the space)
Those entering the space are familiar with the breathing apparatus to be used? YES ----NO---
The breathing apparatus has been tested as follows:
Gauge and capacity of air supply---------------------
Low pressure audible alarm----------------------------
Page 42 of 60
Face mask – under positive pressure and not leaking------------------------
The means of communication has been tested and emergency signals agreed--------------------
All personnel entering the space have been provided with rescue harnesses and, where
practicable, lifelines-------------------------
Signed upon completion of sections 1, 2 and 3 by:
Master or nominated responsible person
Date--------------- Time-----------------------
Responsible person supervising entry
Date---------------- Time-------------------
Person entering the space or authorized team leader
Date -------------Time---------------
Section 4 – Personnel entry
(To be completed by the responsible person supervising entry)
Names Time in--------------- Time out-------------------
Section 5 – Completion of job
(To be completed by the responsible person supervising entry)
Job completed Date-----------------Time-------------------------
Space secured against entry Date--------------- Time-------------------
The officer of the watch has been duly informed Date--------------- Time-----------------
Signed upon completion of sections 4 and 5 by:

Responsible person supervising entry Date -----------Time------------------
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7.5.2 Hot Work outside of Work Shops

1. General
Hot work means the use of open fires and flames, power tools or hot rivets, grinding,
soldering, burning, cutting, welding or any other repair work involving heat or creating sparks
which may lead to a hazard because of the presence or proximity of flammable atmosphere.
Welding and flame cutting operations elsewhere than in the workshop should generally be the
subject of a "permit-to-work". Crew members assigned to this kind of work should be
competent in the process, a Fitter (if carried) and familiar with the equipment to be used and
instructed where special precautions need to be taken.
Where portable lights are needed to provide adequate illumination, they should be clamped or
otherwise secured in position, not hand-held, with leads kept clear of the working area.
Harmful fumes can be produced during these operations especially from galvanizing, paint,
etc. Oxygen in the atmosphere can be depleted when using gas cutting equipment and
noxious gases may be produced when welding or cutting. Special care should therefore be
taken when welding and flame cutting in enclosed spaces to provide adequate ventilation.
The effectiveness of the ventilation should be checked at intervals while the work is in
progress. In confined spaces, breathing apparatus may be required.
Welding and flame cutting equipment should be inspected by the Fitter (if carried) before use
to ensure that it is in a serviceable condition. All repairs should be carried out by a competent
person, or Fitter if carried.
2. Protective clothing
Protective clothing and equipment complying with international standards should be worn by
the operator, or Fitter if carried and as appropriate by those working with him to protect them
from particles of hot metal and slag and from accidental burns and their eyes and skin from
ultra-violet and heat radiation.
The operator, or Fitter if carried, should normally wear:
1) welding helmet with suitably coloured transparent eye piece. Eye goggles or a hand-held
shield may be suitable alternatives in appropriate circumstances
2) leather working gloves;
3) leather apron (in appropriate circumstances);
4) long- sleeved natural fibre boiler suit or other approved protective clothing.
Clothing should be free of grease and oil and other flammable substances.
3. Precautions against fire and explosion
Before welding, flame cutting or other hot work is begun, a check should be made that there
are no combustible solids, liquids or gases, at, below or adjacent to the area of the work,
which might be ignited by heat or sparks from the work. Welding or other hot work should
never be undertaken on surfaces covered with grease, oil or other flammable or combustible
substances.
When welding is to be done in the vicinity of open hatches, suitable screens should be
erected to prevent sparks dropping down hatchways or hold ventilators. Where necessary,
Page 44 of 60
combustible materials and dunnage should be moved to a safe distance before commencing
operations.
Port holes and other openings through which sparks may fall should be closed where
practicable. Where work is being done close to or at bulkheads, decks or deck heads, the
remote sides of the divisions should be checked for materials and substances which may
ignite, and for cables, pipelines or other services which may be affected by the heat.
Fuel tanks, cargo holds or other tanks or spaces that have contained flammable substances
should be certified as being free of .flammable gases before any repair work is commenced.
The testing should include, as appropriate, the testing of adjacent spaces, double bottoms,
cofferdams, etc. Further tests should be carried out at regular intervals and before hot work
is recommenced following any suspension of the work.
Welding and flame cutting operations should be properly supervised and kept under regular
observation. Suitable fire extinguishers should be kept at hand ready for use during the
operation. A person with a suitable extinguisher should also be stationed to keep watch on
areas not visible to the welder which may be affected.
In view of the risk of delayed fires resulting from the use of burning or welding apparatus,
appropriate frequent checks should be made for at least two hours after cessation of the
work.
 Prior to commencing work, hazardous job work permit requires to be filled in.
Check again:
1. the space is gas-freed to 0.0% according to result of Gas detection Device,
2. the oxygen content of the space is 21%;
3. work area is free of hydrocarbon vapours;
4. the surrounding area is free of combustible, flammable materials and gasses;
5. the adjacent spaces are clean and gas free;
6. open/flanged pipelines in the space clean and gas free or filled with water;
7. all electrical equipment is isolated;
8. all electric welding equipment is properly grounded;
9. oxygen-acetylene or other burning equipment is used in safe working order;
10. Additional fire protection is in place and person walkie-talkie communication is
established, additional personnel on stand-by, .
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7.5.3 Working aloft and outboard

1. General
A man working at a height may not be able to give his full attention to the job and at the
same time guard himself against falling. Proper precautions should, therefore, always be
taken to ensure personal safety when work has to be done aloft or when working outboard.
It must be remembered that the movement of a ship in a seaway will add to the hazards
involved in work of this type. A stage or ladder (lashed) should always be utilised when
work is to be done beyond normal reach.
Seamen below the grade of AB should not work aloft unless accompanied by an
experienced seaman or otherwise adequately supervised.
A safety harness / safety belt with lifeline or other arresting device should be continuously
worn when working aloft, outboard or over side. A safety net should be rigged where
necessary and appropriate. Additionally, where work is done overside, buoyancy garments
should be worn and a lifebuoy with sufficient line attached should be kept ready for
immediate use.
 No one should work overside while the vessel is underway.
 Before work is commenced near the ship's whistle, the officer responsible for the job
should ensure that power is shut off and warning notices posted on the bridge and in the
machinery spaces.
 Before work is commenced on the funnel, the officer responsible should inform the duty
engineer to ensure that steps are taken to reduce as far as practicable the emission of
harmful gases and fumes.
 Before work is commenced in the vicinity of radio aerials, the officer responsible should
inform the Master so that no transmissions are made whilst there is risk to the seafarer. A
warning notice should be put up on radio equipment.
 Where work is to be done near the radar scanner, the officer responsible should inform
the officer on watch so that the radar and scanner are isolated. A warning notice should
be put on the set until the necessary work has been completed.
On completion of the work of the type described above, the officer responsible should, where
necessary, inform the appropriate officer that the precautions taken are no longer required
and that warning notices can be removed.
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7.5.4 Use of Fall Preventer Device for Life Boat Maintenance & Life Boat Drill
1. General
A Fall Preventer Device (FPD) is a system which prevents the unintentional release of a
lifeboat due to failure or misuse of its main method of connection to the fall wire(s). An FPD,
contrary to other forms of keeping the boat in place when carrying out maintenance, goes with
the boat all the way down to nearly the lowest possible height above water before the boat is
intended to be released from the falls at water level.
Every time persons have to board the life boat for drills or maintenance the FPD has to be
mounted.
 No one should board the life boat except in emergency without mounted FPDs.
 For Maintenance and Drills the Procedure for FPDs from SOLAS Training Manual has to
be followed.
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7.6 POLLUTION
7.6.1 General
The ship is committed to comply with the International Convention for the Prevention of Pollution
from Ships (MARPOL and its Annexes) relating to this convention with any amendments as
ratified by the administration concerned as well as list of LISCR Marine notices “POL” and
BWMP.
7.6.1.1 Special Areas
All vessels shall operate with extreme caution of special requirements of MARPOL in defined
special areas as well as national regulations applying (e.g. but not limited to U.S.A, Canada,
Australia)
If the vessel is intended to call on ports which have “NO sewage discharge provision” (this must
be in advance checked with local agent) and she has not enough storage capacity for black and
gray water then Technical and Quality Departments to be contacted immediately.
Special Areas under MARPOL are defined as follows:
Adoption, entry into force & date of taking effect of Special Areas
Date of Entry into
Special Areas Adopted In Effect From
Force
Annex I: Oil
Mediterranean Sea 2 Nov 1973 2 Oct 1983 2 Oct 1983
Baltic Sea 2 Nov 1973 2 Oct 1983 2 Oct 1983
Black Sea 2 Nov 1973 2 Oct 1983 2 Oct 1983
Red Sea 2 Nov 1973 2 Oct 1983 *
"Gulfs" area (Oman) 2 Nov 1973 2 Oct 1983 1 Aug 2008
Gulf of Aden 1 Dec 1987 1 Apr 1989 *
Antarctic area 16 Nov 1990 17 Mar 1992 17 Mar 1992
North West European
25 Sept 1997 1 Feb 1999 1 Aug 1999
Waters
Oman area of the
15 Oct 2004 1 Jan 2007 *
Arabian Sea
Southern South
13 Oct 2006 1 Mar 2008 1 Aug 2008
African waters
Page 48 of 60
Date of Entry into

Special Areas Adopted In Effect From
Force
Annex IV: Sewage

Baltic Sea 15 Jul 2011 1 Jan 2013 **
Annex V: Garbage
Mediterranean Sea 2 Nov 1973 31 Dec 1988 1 May 2009
Baltic Sea 2 Nov 1973 31 Dec 1988 1 Oct 1989
Black Sea 2 Nov 1973 31 Dec 1988 *
Red Sea 2 Nov 1973 31 Dec 1988 *
"Gulfs" area 2 Nov 1973 31 Dec 1988 1 Aug 2008
North Sea 17 Oct 1989 18 Feb 1991 18 Feb 1991
Antarctic area (south
of latitude 60 degrees 16 Nov 1990 17 Mar 1992 17 Mar 1992
south)
Wider Caribbean
region including the
4 Jul 1991 4 Apr 1993 1 May 2011
Gulf of Mexico and
the Caribbean Sea
Annex VI: Prevention of air pollution by ships (Emission Control Areas)
Baltic Sea (SOx) 26 Sept 1997 19 May 2005 19 May 2006
North Sea (SOx) 22 Jul 2005 22 Nov 2006 22 Nov 2007
North American
(SOx, and NOx and 26 Mar 2010 1 Aug 2011 1 Aug 2012
PM)
United States
Caribbean Sea ECA 26 Jul 2011 1 Jan 2013 1 Jan 2014
(SOx, NOx and PM)
China ECA
Pearl Delta, Bohai 01 Jan 2017 01 Sept 2017 01 Jan 2018
Rim, Yangtze Delta
Page 49 of 60
* The Special Area requirements for these areas have not yet taken effect because of lack of notifications from MARPOL Parties
whose coastlines border the relevant special areas on the existence of adequate reception facilities (regulations 38.6 of MARPOL
Annex I and 5(4) of MARPOL Annex V).
** The new special area requirements, which will enter into force on 1 January 2013, will only take effect upon receipt of sufficient
notifications on the existence of adequate reception facilities from Parties to MARPOL Annex IV whose coastlines border the
relevant special area (regulation 13.2 of the revised MARPOL Annex IV, which was adopted by resolution MEPC.200(62) and which
will enter into force on 1 January 2013).
7.6.1.2 Fuel change-over procedures
Vessels trading Emission Control Areas as per MARPOL Annex VI shall generate ship specific
fuel change-over procedures.
The written fuel-change over procedures shall be presented to the responsible Superintendent
to be approved, showing how the fuel oil changeover is to be done, allowing sufficient time for
the fuel oil service system to be fully flushed of all fuel oils exceeding the applicable sulphur
content specified in MARPOL Annex VI Regulation 14 prior to entry into an emission control
area. The volume of low sulphur fuel oils in each tank as well as the date, time and position of
the ship when any fuel oil changeover operation is completed prior to the entry into an emission
control area or commenced after exit from such an area shall be recorded in a Fuel Change
Over Logbook (SECA Logbook) and the Engine Log Book.
Guidance for establishing change-over procedures for a standard fuel oil system
Within a simplified fuel oil system containing of the following tanks:
HFO Storage Tanks (#1 / #2 / #3 / #4)
HFO Settling Tanks (#1 / #2)
HFO Service Tanks ( #1 / #2)
It is recommended to follow the below procedures:
1. In due time and at least 24hrs before entering the SECA Zone change over HFO
consumption from HFO Service Tk. # 1 to HFO Service Tk #2
2. Empty HFO Settling Tank # 1 by using HFO purifier or drain it to FO Overflow Tk.
In case you drain the tank transfer drained HFO back to storage tank.
3. Empty HFO Service Tk #1 by means of consumption or drain it to FO Overflow Tk
4. Fill HFO Settling Tk #1 with Low Sulphur FO (MGO)
Page 50 of 60
5. Start purifying FO (MGO) Low Sulphur from HFO Settling Tk #1 to HFO Service Tk # 1.
Upon filling and latest 12 hours before reaching the SECA, HFO consumption must be
changed over to HFO Service Tk. #1
6. For calculation of time required for flushing of High sulfur HFO from entire fuel oil system
FOBAS or DNV calculator program to be used.
7.6.1.3 Log Books (Form-OPS12 )
All operations with regard to MARPOL should be correctly filled in the appropriate log book. Any
correction should be striked with one line and the correct figure should be written above with
signature and date of the person responsible.
7.6.2 Rest hours
Rest hours should be maintained as per MLC 2006 and STCW Manila Amendments and shall be
ready for inspection by authorities. Rest hours records must be checked by masters and Chief
Engineers respectively and they have to be in full agreement with log books entries.
Drills, training, exercises, maneuverings etc must be reflected on rest hours sheets, so that all
official onboard records are matching.
7.6.3 List of instruments
The vessel should maintain a list of instruments with date of last calibration.
7.6.4 Asbestos onboard
The person monitoring to ensure that newly installed onboard materials and deliveries shall not
contain asbestos is Head of Procurement. The person controlling that new supplies are certified
to not containing asbestos is Master.
7.6.5 SEEMP and SEEMP II
These are an integral part of shipboard operations and should be kept with the Master and the
relevant files kept updated at all times.
Reference to SEEMP1 and SEEMP II must form part of Master and CE’s handover notes.
7.7.1 Bulk Carrier Safety
The SMS in cooperates the IMSBC code and BLU Code as required by the Administration..
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7.7.1.1 The IMSBC-Code
The Master and Officers responsible for Cargo operation are hereby advised to refer to the
IMSBC Code to know the properties of the cargo before loading. It is also encouraged to use the
safety guidelines mentioned in the BLU Code and in the IMSBC Appendixes.
7.7.2 Formal Safety Assessment
FSA is a process for assessing the risks associated with any sphere of activity, and for
evaluating the costs and benefits of different options for reducing those risks. It therefore
enables, in its potential application to the rule making process, an objective assessment to
be made of the need for, and content of, safety regulations.
The FSA consists of five steps:
- Identification of hazards (a list of all relevant accident scenarios with potential causes
and outcomes)
- Assessment of risks (evaluation of risk factors)
- Risk control options (devising regulatory measures to control and reduce the identified
risks)
- Cost benefit assessment (determining cost effectiveness of each risk control option)
- Recommendations for decision-making (information about the hazards, their associated
risks and the cost effectiveness of alternative risk control options is provided).
- In case of any difficulties when preparing Risk Assessment form Master must contact
Company for advice or assistance.
The above process should be applied in conjunction with Risk Assessment procedure in
place.
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7.7.3 Risk Assessment

Every work or task on board a vessel may bear risks for the crew, for the ship itself and for
the environment. These risks must be evaluated. When risks are identified it has to be
decided what can be done to reduce the risks to an acceptable level.
The risks for Hot Works, Enclosed Space/Tank Entry, Working Aloft/Outboard, Electrical
Work, Energised Areas and Arc- and Oxyacetylene Welding are already assessed and
controlled by the “Hazardous Works Permit.
Every day routine works are already assessed for many years and a special risk
assessment has therefore not to be conducted or if conducted – it is enough to do it once.
New and Non-Routine Works however bearing risks which are not assessed and a risk
assessment has to be carried out.
7.7.3.1 Carrying out a Risk Assessment

When a new or non-routine work is distinguished the possible risks are to be identified. For
this the form RA ”Risk Assessment” is to be used. After the identification of risks (or
hazards/dangers) the risks have to be assessed using template “Risk assessment”. Sent
separately to the vessels.
What should be assessed?
The assessment should cover the risks arising from the work activities on the ship. The
assessment is not expected to cover risks which are not reasonably foreseeable.
The risk (or hazard) identification may be performed, dealing with the question “What can go
wrong?” Hazard or Danger is posed by a situation in which there is an actual or potential
threat for the crew, the ship or the environment.
The frequency (likelihood) is explained in the RA template.
The process of evaluation is automated Excel file “RA” template.
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7.7.3.2 Risk Matrix
Table 1: LIKELIHOOD OF HARM (S A M P L E F O R R E F E R E NC E O N L Y)

Very Unlikely Unlikely Likely Very Likely
Typically experienced once every 25 Typically experienced once every Typically experienced once every 5 Typically experienced at least once
years in the fleet 25 years on a ship years on a ship every year on a ship
Table 2: SEVERITY OF HARM (S AMPLE F O R R E F E R E NC E O N L Y)

Slight Harm Moderate Harm Extreme Harm
Cuts, bruises, headaches or working Lacerations, burns, concussion, serious sprains or working environment Amputations, major fractures,
environment causing discomfort. Requires that can cause permanent minor disabilities. Unable to return to work within 3 multiple injuries, poisening or fatal
first aid, but able to resume work next day. days, or requires repatriation. injuries. Unable to resume sea-going
Minor pollution. Vessel Response Plan Moderate pollution. On board oil spill contained. employment. Major
invoked. No other parties involved. Property damage up to a value of $50000 pollution. Overboard oil spill. Property
Unacceptable funnel emissions. damage to a value in excess of
Property damage up to a value of $5000 $50000
Table 3: RESULTANT RISK LEVEL (S AMPLE F O R R E F E R E NC E O N L Y)

Severity of Harm
Likelihood of Harm
Slight (1) Moderate (2) Extreme (3)
Very Unlikely (1) Very Low Risk Very Low Risk High Risk
Unlikely (2) Very Low Risk Medium Risk Very High Risk
Likely (3) Low Risk High Risk Very High Risk
Very Likely (4) Low Risk Very High Risk Very High Risk
Page 54 of 60
Table 4: ACTION REQUIRED DUE TO RESULTANT RISK LEVEL (S AMPLE F O R R E F E R E NC E O N L Y)

Very Low Risk These risks are considered to be acceptable. Maintain existing control measures. Personal responsibility of the
crewmember involved.
Low Risk These risks are considered to be tolerable. Consider whether risks can be lowered practically. Maintain existing control
measures. Petty officer planning and supervision is required.
Medium Risk Consider whether risks can be lowered practically. Ensure that existing control measures are maintained. Officer
planning and supervision is required.
Urgent action required. Activity must be closely monitored and stopped if practical. Try to identify and implement
High Risk controls to reduce risk to acceptable or tolerable level before starting or recommencing the activity. Senior officer
planning and supervision is required.
Immediate action required. Activity must not start or if started must be stopped. Identify and implement controls to
Very High Risk reduce risk to acceptable or tolerable level before starting or recommencing the activity. High level office management
needs to be involved in the planning and decision making.
Need for Controls

Having completed a risk assessment and having taken account of existing controls, it should be determined whether existing
controls are adequate or need improving, or if new controls are required.
If new or improved controls are required, their selection should be determined by the principle of the hierarchy of controls, i.e. the
elimination of hazards where practicable, followed in turn by risk reduction (either by reducing the likelihood of occurrence or
potential severity of injury or harm), with the adoption of personal protective equipment (PPE) as a last resort.
The following provides examples of implementing the hierarchy of controls:
- Elimination – modify a design to eliminate the hazard, e.g. introduce mechanical lifting devices to eliminate the manual
handling hazard;
- Substitution – substitute a less hazardous material or reduce the system energy (e.g. lower the force, amperage, pressure,
temperature, etc.);
- Engineering controls – install ventilation systems, machine guarding, interlocks, sound
enclosures, etc.;
Page 55 of 60
- Signage, warnings, and/or administrative controls – safety signs, hazardous area marking, photo luminescent signs,
markings for pedestrian walkways, warning sirens/lights, alarms, safety - procedures, equipment inspections, access controls,
safe systems of working, tagging and work permits, etc.;
- Personal protective equipment (PPE) – safety glasses, hearing protection, face shields, safety harnesses and lanyards,
respirators and gloves.
In applying the hierarchy consideration should be given to the relative costs, risk reduction benefits, and reliability of the available
options.
Risk Assessment template should be used for the key operation and filled in a Risk Assessment folder. It is the responsibility of the
Safety Officer to upkeep the folder.
The safety officer should encourage the ship’s community to find hazards in their work area which should be added to the hazard list
for the appropriate key operations and risk assessment carried out.
The Key Operation are as follows:

 -Mooring Operation
 -Lifeboat launching
 -Hot Work
 -Working aloft
 -Enclosed space entry
 -Anchoring
 -Deck maintenance
 -Machinery maintenance
 -Electrical maintenance
Page 56 of 60
Ship’s Name: Record No.
RA No: RA/xxx/nnn Revision xx

RISK ASSESSMENT Date:
Prepared
(TEMPLATE - Insert activity referred to use RA excel form)
by:
A B C D E B1 C1 D1
Severity Likelihood Existing Risk Severity Likelihood Residual Risk
of Harm (1-3) of Harm Level of Harm (1-3) of Harm Level
after 'A' (1-4) after 'E' (1-4)
Risk Control Measures already in 1: Slight after 'A' 1: Slight after 'E'
S/N Hazards place ( could be resulting from 2: Moderate (B x C) Additional Precautions taken to 2: Moderate (B1 x C1)
legal requirements or Company' 3: Extreme reduce risk of harm 3: Extreme
procedures) 1: V 1: V
Environment
Environment
Environment
Environment
Unlikely Unlikely
Property
Property
Property
Property
Personal
Personal
Personal
Personal
2: Unlikely 2: Unlikely
3: Likely 3: Likely
4: V Likely 4: V Likely
Page 57 of 60
Personal Protective Equipment Matrix

Safety Dust
Safety Chemical Chemical Heat Electrical Welders Cold High
Shoes Ear Rubber Leather Masks Safety Buoyancy Catering
Boilersuit Helmets Goggles/ Resistant Resistant Resistant insulated Apron / weather visibility
/ Protection Gloves Gloves / Harness Aids Clothing
Visor Apron Gloves Gloves gloves Visor Jacket vests
boots Filters
General deck
work
Cargo
operations
Machinery
spaces, P/P rm 1
Chipping /
scaling
Mooring Recommended
operations 1
Working aloft
(H>2 m)
Working over
side, gangway
Anchoring
1
Working in
cold weather
Working with
cranes
Rafting &
work inside
tanks
Work in
Enclosed 2
Space
Handling
chemicals,
paints,
hardeners,
thinners, acids
Welding /
cutting
Page 58 of 60
Safety Safety Chemical Chemical Heat Electrical Welders Dust Cold High
Ear Rubber Leather Safety Buoyancy Catering
Shoes Boilersuit Helmets Goggles/ Resistant Resistant Resistant insulated Apron / Masks weather visibility
Protection Gloves Gloves Harness Aids Clothing
/ Visor Apron Gloves Gloves gloves Visor / Jacket vests
Using boots Filters
workshop 1
Equipment,
grinding,
Boiler, steam
drilling, lathe
pipes 2
machine
General
catering work
Using
chemicals /
oven cleaners
Using
detergents
Provision
rooms
Handling hot
Items
Receiving
stores
Note: 1. When operating machinery the use of gloves is not usually appropriate 2. If Risk Assessment requires such provision
The PPE outlined in the above matrix is the minimum requirement, additional PPE maybe utilized if considered necessary by supervisory staff or personnel
involved in work.
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7.8 Cyber Security
7.8.1 What is Cyber Risk?
Cyber risk can be represented as a threat or vulnerability resulting from either a computer or software hack for the purpose of
theft, disruption or damage. For example out of date software on a computer or website may leave it vulnerable to intrusion or
exploitation.
If a company becomes a victim of cyber-crime it could be affected financially both with the cost of fixing the issue and the theft of
funds. Both issues could result in operational disruption and reputational damage impacting specifically on consumer confidence.
Limiting the chances of a Cyber attack

Companies should not only be aware of external cyber threats but also those that can occur internally. Procedures, rules and
training should be put into place to limit the opportunity for cyber-attacks to occur. These could be, but are not limited to:
 Ensuring virus protection is up to date and appropriate software updates applied.

 Ensure password protection is in place and updated regularly.
 Ensure there is a procedure in place to check files on external media such as USB sticks and drives, DVD's and CD's before
connecting to electronic devices. In addition, emails must be scanned for suspicious attachments.
 If it looks suspicious, STOP and check.
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Blumenthal Asia Pte. Ltd. Part 8.0
Emergency Preparedness Sect.: 8.0-8.2
`Part Section Sub-Sect.: Title Revision

8.0 Emergency Preparedness 1.3
8.1 Emergency Situations 1.5
8.1.1 Abandon Ship (A) 1.3
8.1.1 Breakdown of Steering/ 1.3
Propulsion/Hull (B) 1.3
8.1.1 Collision (C) 1.3
8.1.1 Fire (F) 1.3
8.1.1 Grounding (G) 1.3
8.1.1 Loss of Deck Cargo (or jettison) (L) 1.3
8.1.1 Man over Board (M) 1.3
Principles on MOB Training 1.3
8.1.1 Recovery of persons from water 1.3
8.1.1 Medical (M-1) 1.3
8.1.1 Medical (M-1) 1.3
8.1.1 Enclosed Space Entry and Rescue 1.0
8.1.1 Oil Spill (O) 1.3
8.1.1 Shifting of Cargo (SC) 1.3
8.1.1 Sinking (S) 1.3
8.1.1.1 Alarms
8.1.2 Special Circumstances 1.3
8.1.2 - Refugees at Sea 1.3
8.1.2 - Armed Robbery 1.3
8.1.2 - Stowaways
8.1.2 - Sea Protest 1.3
8.1.2 - General Average G/A, Definition 1.3
8.1.2 - Standard Towage Contract 1.3
8.2 Shore-based Support Personnel 2.3

8.2.1 Emergency Response Plan1 1.4
8.2.2 Emergency while in a Port 1.3
8.2.3 Company Response Activities 1.3
8.2.4 Press/Media Information Guidelines 1.4
Page 1 of 37
Part 8 of the SMS Shipboard Manual, identifies a number of possible Emergency situations
which to cope with, the Company developed appropriate aid and response measures.
These possible Shipboard Emergency situations are reproduced hereafter whereas in

Section 8.2 these Emergencies are supported by Company response in the event of actual
cases and for the purpose of exercises between Ship and the Shore Organisation,
supported in Section 8.3 by measures permitting to respond at any time to hazards,
accidents and emergency situation involving Company ships.
8.1.1 Emergency Situations

- Abandon Ship (A)
- Breakdown of Steering/Propulsion/Hull (B)
- Collision (C)
- Fire (F)
- Grounding (G)
- Loss of Deck Cargo (or Jettison of Deck Cargo) (L)
- Man over Board (M)
- Recovery of persons from water (RW)
- Medical (M-1)
- Enclosed Space Entry and Rescue (ES)
- Oil Spill (O)
- Shifting of Cargo (SC)
- Sinking (S)
- Emergency Reporting Schemes
8.1.1.1 Alarms
General Alarm:
Abandon Alarm:
Fire:
8.1.2 Special Circumstances
- Refugees at Sea
- Armed Robbery
- Stowaways
- Sea Protest
- General Average G/A, Definition of;
- Standard Towage Contract
- LOF 2000 (Attached)
With regards to 4.4.7 the emergency procedures are reviewed and tested periodically
through drills.
Page 2 of 37
No."A- Abandon Ship"
SEQUENCE A. ALARM
OF B. SECURE
ACTIONS C STAY TOGETHER
01 Examine thoroughly reasons for Abandoning.
ALARM 02 Alarm traffic, call for rescue with exact position + time.
A. &
STAY 03 Activate EPIRB
04 Stay on board as long as possible - it is usually the safest

place.
05 Determine time/circumstances for Abandoning.
01 Close down/secure all compartments + piping systems for

keeping vessel afloat as long as possible.
02 Stop M/E - but maintain electric power.
03 Close all bunkering intake valves and air pipe heads of

fuel tanks tightly with cotton rags etc. (SOPEP requirement).
04 Prepare means of access for later boarding.
SECURE 05 Keep communications working as long as possible,

VESSEL ditto lights + emergency devices.
B. &
SYSTEMS 06 Prepare (if time) to abandon vessel in 2 steps:
- crew for early abandon
- key staff for last minute
Additional equipment, food & log books etc. in the 1st boat.
07 Keep communication with floated boats and from boat(s)

to shore/traffic.
C. STAY 01 Boat(s) & ship are to stay together as long as possible.

TOGETHER 02 Boat(s) and/or raft(s) are to stay together for mutual assistance.
Page 3 of 37
No."B- Breakdown of Steering/ Propulsion/Hull"
SEQUENCE A. ALARM
OF B. SECURE
ACTIONS C. RE-ACTIVATE
01 Warn nearby traffic immediately by NUC signals/lights,

VHF, sound signals and other suitable means.
ALARM 02 Alarm crew if danger from outside is imminent :

CREW
A. & 03 Radio situation of vessel in congested area – don’t give
TRAFFIC emergency signals unless in imminent danger.
04 Call for towage if necessary rather than salvage actions.
01 Prepare vessel for staying adrift.
02 Check current/wind/manoeuvring area for drifting.

SECURE
VESSEL'S 03 Try to reach optimum drift.
POSITION
B. & 04 Seek for anchoring ground and possible shelter.
MAINTAIN
SYSTEM 05 Investigate reason for blackout or breakdown.
06 Rectify systems to regain power even with reduced output.
07 Inform Company regarding situation and possibilities for

reactivation.
01 With imminent danger of grounding on rocks or blocking

passages force engine(s) by emergency manoeuvres as
may be necessary.
C. RE- 02 - With some time available for rectification: undertake repairs

ACTIVATE - With sufficient time in a rather safe environment make
full repairs and then continue the voyage. Radio that vessel
is again under control as soon as situation is safe.
Page 4 of 37
No. "C- Collision"

SEQUENCE A. SECURE
OF B. SUPPORT
ACTIONS C. REPORT
01 Plot time, position, course(s) and maintain radar & other

evidence.
02 Stop engine, remain in place situation permitting.

SECURE 03 Close/isolate damaged hull compartment(s) for staying
stable and afloat.
EVIDENCE
A. OF OWN
+ OTHER 04 Withdraw from other vessel only if agreed by its master
VESSEL and if possible without danger of sinking for either vessel.
05 Verify details of other vessel: Name, Port of Register, Port of

Destination, name of Master and whether assistance is needed.
01 Care for own/other crew or survivors/rescue operations.
SUPPORT 02 Support other vessel as far as requested and/or possible.

OTHER
VESSEL / 03 Radio for assistance as may be necessary.
B. LIVES /
& 04 Limit any oil pollution as can be done.
ENVIRON-
MENT 05 Consider SOPEP including reporting scheme.
01 Radio incident to nearest coastal station if

C. REPORT - death / major injuries happened
- major damage occurred to your and/or other vessel
- oil pollution occurred/is pending
02 Warn surrounding traffic.
Page 5 of 37
No. "F- Fire & Fire Fighting"
SEQUENCE A. SECURE COMPARTMENTS
OF B. DETECT SOURCE
ACTIONS C. ATTACK WITH SUITABLE MEANS
01 Stop spreading of fire/smoke by

- changing course/speed, stop ventilation/air-condition
- closing down of openings
- water spray curtain
SECURING
OF INTACT 02 Collect/count all crew members or stevedores
COMPART- and/or passengers.
A. MENTS,
HUMAN LIFE, 03 Warn/alarm of ships/traffic/terminal.
MACHINERY
SYSTEMS 04 Secure availability of power or emergency systems.
01 Explore source/location of fire.
02 Check limitation of combustible material, cargo, fuel etc.
DETECT 03 Examine ways to suppress oxygen/air supply.

SOURCE
B. & 04 Check possibilities for cooling down.
EXTENT
OF 05 Check means to keep fire within definite boundaries.
FIRE
06 Examine dangerous cargo/hazards of intoxication, explosion
or self-ignition.
07 Detection and fire fighting may be carried out

simultaneously.
01 Extinguish fire by activating manual fire equipment or

built in systems (CO2, steam, water, foam).
METHODS 02 Stop fire by blanking/stoppage of oxygen supply/air flow.
C. OF
ATTACK 03 Extinguish fire by removal of burning substance(s).
04 Stop fire by cooling down
Page 6 of 37
No. "G- Grounding “
SEQUENCE A. SECURE
OF B. DETECT
ACTIONS C. MOVE
01 Secure vessel in position.

02 Prevent further/deeper grounding.
03 Secure vessel’s tightness, holds, engine room.
SECURING 04 Secure structural integrity, piping, valves.
A. POSITION 05 Secure stability.
OF SHIP 06 Secure any leakage of oil or ingress of water.
07 Secure cooling water system.
08 Warn shipping traffic.
01 Check tide and current conditions.

02 Explore extent of tightness, piping, tanks, bilges.
03 Establish stability.
DETECTION 04 Verify location/position of vessel.
B. OF EXTENT 05 Examine water depth around vessel.
OF DAMAGE 06 Consider movement of fuel, ballast, anchors, cargo
& TO ENVIRON- and effects on stability, shear force and bending.
MENT 07 Discuss with Chief Eng. Use of engine(s) for refloating.
08 Check possibility to contract for towage.
09 Examine need and methods for salvage.
10 Select time for efforts to refloat.
01 Suitable trim, heel, weight distribution.

STEPS 02 Rudder & machinery ok + ready.
C. FOR 03 Time/current/tide appropriate.
MOVEMENT 04 Tow-line(s) if any suitable and secured.
05 Anchor(s) (if out), ready to go (in/out)
Page 7 of 37
No. "L- Loss of deck cargo or Jettison "
Definition: Loss of deck cargo is a force majeure caused by sea with damage to
securings, equipment, and often enough, damage to the vessel (torn
ventilators, hatches, ruptured piping, bulwark etc.)
Jettison of deck cargo is the wilful action of the Master to free the
Vessel out of circumstances in which otherwise major damage would
be caused.
SEQUENCE A. ALARM
OF B. SECURE
ACTIONS C. REPORT
01 Alarm of crew/engine staff may be necessary for checking

or pumping bilges/tanks in case of damage.
02 Warning to traffic around should be radioed as obstacles
such as floating containers, logs or packages may lead to
collision
A. ALARM
03 Next coastal radio station to be informed if dangerous goods
went overboard and may cause harm to shoreside or the
marine environment.
01 Bring ship into a safe position.

02 Secure remaining deck cargo as necessary.
B. SECURE 03 Re-tighten any leaking holes or openings.
04 Calculate ballast movement regarding its effects on stability.
01 Lost cargo which may endanger shipping is to be reported

according to SOLAS; ditto any such wrecked and drifting
obstacles.
02 Lost cargo with harmful substances lost overboard in pack-
ages or tanks/containers have to be reported in accordance
C. REPORT with MARPOL Annex III regulations.
03 Lost cargo which may cause oil contamination must
be reported as per MARPOL Annex I and II reporting
schemes as incorporated in SOPEP.
04 Report to Company soonest, this may also be a matter of
General Average
Page 8 of 37
No. "M- Man over board"
Definition: (A) The term "Man over board" is used in the moment in which a
person is observed falling into the sea with a subsequent
alarm No. "M" initiated by the observer.
(B) Furthermore, the term "Man over board" is also used when a
person has been missing for some time and after
unsuccessful search for him in the ship.
Whilst (A) requires immediate reaction, (B) may consist in a
Combined search and rescue operation with ships in
vicinity or aircraft.
SEQUENCE A. ALARM & REACTIONS
OF B. RESCUE OPERATION(s)
ACTIONS C. REPORTING
01 Make sure the side to which a person has fallen - alarm

crew to boat stations.
02 Mark position by smoke, light signal buoy, and SART device
ALARM
A. & 03 Mark position on GPS/sea chart.
IMMEDIATE 04 Initiate Williamson turn if no ships in way, otherwise slack
REACTION down. Alarm ships in vicinity, request assistance in
searching.
05 Prepare life- or rescue-boat and other suitable means
01 Organise search in vicinity of actual or calculated man over

board position.
02 Inform nearest coastal station and ask for shoreside
assistance (helicopter).
B. RESCUE 03 Ask for medical advice if survival is doubtful.
OPERATION 04 Plot searching stripes and possible drift of a person.
05 Post double lookouts in each bridge wing with glasses and a
special sector for visual control. Use searchlight(s) &
floodlights during night time. Care for utmost discipline at
watch and reduced speed when in the area.
01 Inform Company of results.

REPORTING 02 Inform searching vessels of any success/stop of operations.
03 Inform coastal stations accordingly.
Page 9 of 37
No. "RW- Recovery of persons from water"
Purpose: (A) The procedure aims for the effective recovery and rescue of
person from water with reducing the risk to shipboard personnel
involved in the recovery operation.
(B) The recovery plan and procedures should facilitate the transfer of
persons from the water to the ship while minimizing the risk of injury
from impact with the ship’s side or other structures, including the
recovery appliance itself.
01 Make sure the side to which a person has fallen - alarm

crew to boat stations.
02 Mark position by GPS MOB marker, release MOB lifebuoy.
ALARM
A. & 03 Mark position on nautical chart.
IMMEDIATE 04 Initiate Williamson turn if no ships in way, otherwise slack
RESPONSE down. Alarm ships in vicinity, request assistance in
searching.
05 Prepare life- or rescue-boat and other suitable means
01 Organise search in vicinity of actual or calculated falling

position.
02 Inform nearest coast station and request for shore
assistance (helicopter).
B. RESCUE 03 Request medical advice if survival is doubtful.
OPERATION 04 Plot searching stripes and possible drift.
04 Post double lookouts on each bridge wing with glasses and
a special sector for visual control. Use searchlight(s) &
floodlights during night time. Care for utmost discipline at
watch and reduced speed when in the vicinity.
01 Relevant departments in the Company kept updated at each
step.
C. REPORTING 02 Inform searching vessels of any success/stop of operations.
03 Inform coastal stations accordingly.
Page 10 of 37
No. "M-1- Medical Emergency"
Definition A Medical Emergency is always then given, when in the judgement of the
Master the appropriate treatment of a life treating Illness or Corporal
Injury is beyond the ship’s aptitudes.
Assessment: If the victim’s conditions worsens or the Master is in doubt whatsoever of his
diagnosis or to administer the appropriate drugs, RADIO MEDICAL ADVICE
should be obtained. Refer to Company circular.
A. Guidelines: 01 Refer in all cases to the SHIP CAPTAIN’S MEDICAL GUIDE.

02 Prior to seek RADIO MEDICAL ADVICE, complete the appropriate
form as provided for in the Ship Captain’s Medical Guide (see guide
index).
03 It is of utmost importance that all information possible (02) will be
passed on to the doctor and that all his advice and directives are
clearly understood and recorded.
04 MEDIVAC by Helicopter, do NOT ask for a helicopter unless the
victim is in a serious condition. This service should only be sought in
an emergency and in conjunction with the doctor’s
recommendations.
05 MEDICO Communications; The ITU list of Radiodetermination and
Special Service Lists, commercial and Government radio stations
which provide free medical message service to ships. These
incoming or outgoing messages should be prefixed with ”DH
MEDICO”.Messages requesting medical advice are normally only
delivered to hospitals or other facilities with which state authorities or
the communications facility involved has made prior arrangements.
INMARSAT provides service access codes (SACs) for medical
advice and medical assistance (Consult your Radio Station
Documentation)
When helicopter evacuation is decided upon:

• It is essential that the ship’s position be given to the SAR Helicopter
(or through the Coast Radio Station) as precise as possible in
addition to which, a description of the ship; type? flush deck or not?
masts? obstructions? colour of hull, all other relevant information to
facilitate the approach, landing.
• Communicate details of victim’s condition and report any change in

it immediately. Details of his mobility are especially important as he
may require to be lifted by stretcher.
• If required, use the GMDSS hand-held VHF sets for communication

with the helicopter but use TEST BATTERIES for this purpose.
Page 11 of 37
• Clear as large an area as possible on deck and mark with a large

letter „H“
Preparing for evacuation by helicopter, an orange smoke signal may be activated, thus
helping the air-craft while still some distance away, to identify the vessel from other marine
traffic.
For further in depth guidance on the subject topic, the ship’s Master is requested to refer to
the Medical Guide as well as to the „IMO“ Search and Rescue Manual.
B. Secure: 01 all relevant facts enabling to prepare an Illness/Accident report.
02 all records of own measures for medical care, medical history, first aid and
assistance.
03 immediately, all evidence and any trace of the cause of the accident.
04 statements from crew members who witnessed the course of the accident.
C. Report: 01 Inform the Company immediately about the incident and it’s circumstances.
Seek advice from the Company’s claim department about further administrative
steps to be taken.
02 Report in writing on cause and nature of the incident and according to the
gathered information and statements. (Form-OPS07)
03 Inform local P&I representative and Agent (if any). If negative, the Company
will undertake the necessary steps as well as informing next of kin.
04 Prepare a SEA PROTEST, have it legalised in the next port and forward it to
the Company.
05 Enter the incident in FULL into the Ship’s Log Book (pages for this purpose
are foreseen at the end of the Ship’s Log Book).
Page 12 of 37
No.”H- Helicopter”
1) EMERGENCY PROCEDURE IN CASE OF INCIDENT/ACCIDENT with HELICOPTER
ACTIONS
01 RAISE Alarm (General Alarm)
02 EVACUATE persons from helicopter, electric power off,

observe if spillage occurred
03 PREPARE fire fighting team and equipment, have rescue

boat ready to launch
04 INITIATE fire fighting operation
05 MAINTAIN communication between deck, bridge team and

Helicopter
2) EMERGENCY PROCEDURE IN CASE OF MEDICAL EVACUATION BY HELICOPTER.
ACTIONS
01 COLLECT all medical information including patient mobility

and advise immediately about any changes
02 MOVE patient (he/she must be tagged showing details of

administered medication) to closest safe proximity of the
operation area.
03 PROVIDE all relevant documentation with the patient.
04 ENSURE that personnel involved is prepared to move patient

to special stretcher (patient strapped face up in a life jacket)
Page 13 of 37
No. "ES- Enclose Space Entry and Rescue"
Purpose: (A) The procedure aims for the safe entry to enclosed/confined
space and rescuing persons.
Enclosed space means a space which has any of the following characteristics:
- limited openings for entry and exit;

- inadequate ventilation; and
- is not designed for continuous worker occupancy,
01 Alert master, OOW, rescue team

02 Prepare equipment including gas detector, SCBA,
illumination, ventilation, rescue and resuscitation equipment, means
of communication etc.
ALARM
A. & 03 Ensure continuous ventilation, atmosphere control and
attendance at the entrance during whole time of entry to enclosed
space and rescue operation
IMMEDIATE 04 Review all items on respective check lists
RESPONSE
01 check and use personal protective equipment required for

entry
02 check and use communication equipment and procedures;
B. RESCUE 03 check and use instruments for measuring the atmosphere in
enclosed space
OPERATION 04 check and use rescue equipment and procedures
05 apply first aid and resuscitation techniques.
01 Relevant departments in the Company to be kept informed
C. REPORTING 02 Maintain contact with Medical Radio as applicable
Page 14 of 37
No. "O- Oil spill"

SEQUENCE A. STOP & SECURE
OF B. DETECT SOURCE & REPORT
ACTIONS C. TAKE UP & CLEAN
01 Stop all pumping on board and at supplier.

A. STOP &
02 Alarm SOPEP team into action.
SECURE
03 Stop with all means any outflow along vessel.
04 Open any inboard drains to prevent flow over the side.
01 Check piping, overflow heads, scuppers, hose connections +

hose(s) for leakage.
DETECT 02 Check deck and under deck tanks for flow-out or defects
& causing leakage.
B. REPORT
SOURCE, 03 Control tanks for (over-)filling heights and/or water
CAUSE ingress causing overfilling.
&
QUANTITY 04 Check pump valves, pressure and temperatures.
05 Ascertain cause of spillage & quantity lost.
06 Report as indicated in SOPEP-documents.
01 For overboard losses call shoreside assistance/P&I for

cleaning as necessary.
TAKE-UP
C. & 02 On deck cleaning, scupper freeing and recovery of oil;
CLEANING use crew/ship stores for careful compliance.
03 If necessary (to avoid loss of time) request shore assistance

for cleaning.
Page 15 of 37
No. "SC- Shifting of Cargo"
Definition: Shifting of Cargo is a casualty which may lead to an emergency

situation and cause in some cases capsizing. The situation may be
rectified by jettison of deck cargo (see "LC") or by keeping the
vessel under a safe heel or by righting.
SEQUENCE A. SECURE
OF B. INVESTIGATE
ACTIONS C. RESPONSE
01 Close and secure all compartments, openings, doors,

ventilators, hatches and openings to avoid ingress of
water. Secure pipelines accordingly.
02 Check in tanks/bilges for free surfaces and evidence
SECURING whether water ingress/fuel oil escape occurred.
A. OF 03 Examine cargo holds/decks for signs of and extent of cargo
VESSEL movement.
04 Consider jettison of deck cargo if necessary to save the
vessel.
05 Do not float ballast tanks to upright the vessel unless the
cause of cargo movement has been clarified and vessel's
stability and strength sufficient for the intake of additional
ballast and the free surface moments.
01 Establish cause for shifting of cargo:

- insufficient trim
- liquefying effects
- insufficient securing
- breakdown of packages etc.
02 Establish the volume & weight causing excessive heel.
03 Check if the cargo can be moved back in place by efforts
B. INVESTIGATE of crew and onboard facilities.
04 Check if cargo can be secured in present condition so that
further movement is restricted.
05 Calculate for loss of stability; stress if ballast is moved, free
surfaces come into effect.
Page 16 of 37
01 Avoid flooding of tanks if vessel is fully loaded and stability

at limits.
02 Avoid flooding of tanks if cargo is likely to move again
(liquefied materials or grain), remaining unsecured.
03 If vessel is in a stabilised listing condition, securing of
C. RESPONSE cargo and continuing under list is probably the easiest
way.
04 If circumstances allow, consider pumping of fuel to one
side being a better solution than taking additional weights
by letting water in.
05 Inform Company and evaluate solutions to overcome con-
tinued hazards before reaching destination.
Page 17 of 37
No. "S- Sinking"
Definition: Sinking is a casualty in which it is very clear that the vessel is

making water quickly and is not capable to survive by any available
means.
SEQUENCE A. SECURE
OF B. ALARM
ACTIONS C. RESPONSE
01 Close down all openings, compartments, vents, ducts,

piping systems etc. so that additional ingress of water is
barred or at least limited. It may gain time.
02 Follow principles of ABANDONING SHIP ("A") and prepare
A. SECURE lifeboats, rescue documents incl. log books deck & engine.
03 Consider closing of oil tanks (vents) to avoid fuel lakage
after sinking.
04 Navigate vessel into an area for safe grounding or touching
bottom as far as possible.
05 Care for a suitable mark (buoy or similar) to indicate
vessel's position (if possible).
01 Alarm traffic and nearest coastal station of vessel's situation

and expected time of submerging.
02 Prepare crew for leaving ship and care for stowage of
B. ALARM effects/additional stores/equipment as may be necessary or
possible.
03 Place request for rescue through rescue centre or for a
vessel in vicinity as soon as it becomes clear that own
boats/rafts cannot safely reach suitable landing places.
01 Company and rescue station(s) to obtain exact position of

vessel or survival crafts, number of persons and health
condition of crew.
C. REPORT 02 The same applies for cargo, fuel quantities, oils, hazardous
cargo to be reported.
03 Any means for identifying the sunken ship shall be reported.
Page 18 of 37
8.1.2 Special Circumstances

1. Refugees at Sea
Assistance, Rescue and Disposition
When encountering refugees at sea who appear to be in distress or indicating distress, the
Master must render assistance. However, not all refugees encountered require rescue and
not all apparent distress situations are what they seem to be. The method is sometimes used
by pirates to cause a vessel to slow down so that it can be boarded.
Assistance to refugees
As a general rule the Master should be guided by the following:
Refugees are not to be picked up nor allowed on board unless the refugee boat is actually
in distress. Such a boat should be boarded by the Chief Officer and an engineer - if it is
safe to do so - for an inspection of the boat.
If the boat is actually in no danger, it may only be necessary to supply fuel, food, water, or
medical assistance to allow the refugees to continue their journey, in which case this
should be rendered and the vessel should proceed on its voyage.
It is not uncommon upon sighting a vessel that refugees attempt to scuttle their otherwise
seaworthy boat in order to be rescued. In such circumstances every endeavour should be
made to prevent this or if possible rectify any damage to the vessel to allow the refugees
to continue their journey.
Rescued refugees
When refugees must be rescued from their unseaworthy vessel, the following is to be taken
into consideration:
1) The possibility of piracy. Any other approaching craft should be viewed with
strong suspicion.
2) Clothing and personal effects of each refugee should be searched for weapons,
firearms, illegal substances, and valuables/contraband, which should be
confiscated if found. A receipt should be given for any items confiscated.
3) All refugees should be kept segregated from the vessel's crew. Contact should
be established with a spokesman for the refugees and enquiries made to
identify any English speaking persons amongst the refugees.
Page 19 of 37
4) The general health of the refugees should be observed and any signs of
disease or infection should be isolated and, if necessary, treated.
5) The refugees should be given separate sanitary facilities, if possible.
6) The Company is to be advised by telephone immediately upon the decision

being taken that assistance is to be rendered to the refugees and also advised
by telex immediately upon completion of the rescue operation of the
circumstances surrounding the incident, the number of refugees, their origin,
names and age, and any necessary adjustments to the ETA at the vessel's next
scheduled port of call.
Landing of refugees
A vessel having picked up refugees can normally only dispose of them at the next scheduled
port of call. The vessel shall not deviate from her intended trading pattern.
The Master should provide the following telex or fax information to the Company and next port
agent as soon as possible after embarking the refugees.
1) Number of refugees on board and their origin.
2) ETA at the next scheduled port of call.
3) Date, time, place and conditions at the time of rescue.
4) The names and, if possible, any document details of the refugees giving
nationality, date of birth, last known residence, identifying document and
document number, etc.
5) Any communication received from any third party regarding the refugees should
be copied to the Company along with any proposed answer prior to the
response being sent.
b) Company Response
The Company must take all suitable steps to get the ship free from the refugee(s) at
the next port of call.
- Local authorities there should be approached through embassy.

- P&I must be called in.
- International Chamber of Shipping must be notified.
- Press also to be notified.
Page 20 of 37
2. Armed Robbery
Actions on a Hijacking or Hostile Boarding

Guidance for SSO / Master in the event of a Hostile Boarding:-
• Keep calm and advise all others to do the same
• Do not try to resist armed boarders
• As best as possible ensure the safety of the ship in accordance with maritime practice
• Initiate the Ship Security Alert System if possible
• Offer reasonable co-operation
• Abuse or aggression should not be returned
• Intruders are unlikely to understand how a particular ship works / operates
• Try and establish what the intruders want and where they are from
Without suggesting what they might be, seek to establish the hijackers demands and what
deadlines, if any, have been set for meeting them.
Assume that the incident will be prolonged. The longer incidents continue, the more likely they
will end without injury to the hostages.
Recognise that hostages will feel isolated during the incident, as they will be unaware of steps
being taken by the company and / or government authorities on their behalf. This can lead to
antagonism against the authorities and sympathy for the terrorists. The ship’s complement
should be assured that every effort will be made to bring the incident to a safe and successful
conclusion, with the utmost emphasis on the preservation of life and personal safety of all
innocent parties involved.
It should be understood that a reasonable rapport between the hostages and captors is likely to
reduce the chances of the terrorists acting violently against their hostages.
However, it should also be understood that at some stage in the incident, a confrontation
between the terrorists and the outside authorities may occur.
When possible encourage the establishment of a secure, direct negotiation channel with the
authorities. However, avoid crew members becoming directly involved in negotiations. If crew
members are forced to take part they should simply relate the dialogue back and forth between
the two parties.
The ship’s complement should be aware that military action may, in the last resort, be taken in
order to save life and recapture the vessel.
Before this happens it may be possible, if the opportunity arises and / or is created to pass the
following information about the hijackers, which will greatly aid the shore authorities:
• Their number
• Descriptions
• Sex
• How they are armed
• How they deploy themselves / location around the vessel
• How they communicate with each other
• Their cause
• Nationality
• Language(s) spoken and understood
• Their standard of competence and their level of vigilance
• Whether any of the hostages have been separately identified with regards to nationality,
religion or occupation etc.
Page 21 of 37
Hostile boarding is considered same as armed robbery.
3. Stowaways
-There are many legal documentation and procedures to be taken care off to disembark
stowaway.
-Many countries do not accept them in their ports.
-Also ship staff has to be blamed for lack of security measures.
-All the deportation cost to be paid by company or ship owner.
General duties
• A stowaway check list to be followed before departure any port by ship staff which must
cover all the areas of the ship to be checked by ship staff.
• A proper gangway ISPS watch to be carried out.
After Boarding
• When stowaway is detected, it is the duty of master to inform the company, flag state,
next port of call, port authorities of embarkation for stowaways etc.
• To establish identity and nationality of the stowaway
• To take appropriate actions to ensure the general health, welfare and safety of the
stowaway until deportation.
Sea Protest
The official "Sea Protest" is a procedure basically deemed to prove "force majeure".
It is an official statement of circumstances and facts which have or may have resulted in
damage.
It may be used at the discretion of the Master if an accident occurred with vessel, cargo or
personnel.
It must be implemented if Owner, Charterer, passenger, stevedore or crew member

requests the procedure when a considerable damage or loss is involved. In cases of doubt,
Page 22 of 37
the Master should address the P&I Agent, Underwriters' surveyor through the Company's
claim department.
A Sea Protest is done in 2 steps:
1. A declaration for a sea protest at a notary public or any other authorised institution is
to be submitted. That institution will then identify and lodge names and addresses of
Master, crew members and/or other witnesses, normally with the attached crew list
and Master's passport/certificates lodged together with the reported casualty.
2. A separate report is not required if an extract of log book is attached and its contents
sufficiently detailed. Copies of log book pages may likewise be submitted; they then
form part of the official declaration.
If a report is submitted with the sea protest, a complete description of the casualty is to be
given together with the endeavours made to counteract dangers, damage, losses expected
or actually met.
Witness(es) should also sign and may have to testify.
When a sea protest has been rendered, all parties involved in the casualty may get copies
of the declaration set out and the evidence contained therein.
In general it may be better practice to invite all parties to join a common inspection to the
extent as reasonable and possible and to provide these parties with the facts under which
the damage occurred as observed on board.
Facts are: Who, What, Where, Why, Date and Time of the Incident (Form-OPS07)
Definition:
General Average (G/A) is clearly defined in Rule A of the York-Antwerp-Rules 1974:
"There is a general average act when, and only when, any extraordinary sacrifice or
expenditure is i n t e n t i o n a l l y and r e a s o n a b l y made or incurred for the common
safety for the purpose of preserving from peril the property involved in a common maritime
adventure".
The other letter rules B to G of the York-Antwerp-Rules explain this basic definition as follows:
- G/A sacrifices and expenses shall be borne by the different contributing interests.
Page 23 of 37
- Only direct losses, damages due to sacrifice and expenses shall be allowed in G/A,
but not indirect losses or damages by ship or cargo through delay.
- Rights to contribution in G/A shall not be affected by the fault of one of the parties.
- The onus of proof that loss or expense is G/A is upon the party claiming G/A.
- Any extra expenses incurred in place of another expense shall be allowed in G/A with
regard to savings, but only up to the amount of G/A cost actually saved.
- G/A shall be adjusted upon the values at the time and place where the adventure
ends.
In G/A the common safety of ship, cargo and freight is the guideline. Expenses and losses
made intentionally for the benefit of the common interests shall be borne in proportion to the
contributory value of the respective party.
Page 24 of 37
STANDARD CONTRACT FOR TUG SERVICES (Form-OPS08)
We hereby agree to pay US$ ............... as agreed lump sum for tug services to tow and
manoeuvre MV "...................." off its present position at ...................... and to tow the vessel
to the nearest berth at ......................... / anchoring ground at ..................... .
The above operation shall commence immediately / within the next few hours / with the on-
coming tide / by the utilisation of full propulsion power of the tug and the co-ordination and
the orders how to proceed to be given from the bridge of the vessel by the undersigning
Master.
.............................................
Date/Time/Location
................................... ................................
Vessel's Master Tug Master or
Leading Tug Master
Page 25 of 37
8.2 Shore-based Support Personnel

If under circumstances whatsoever an accident, involving human life, corporal injury, damage
to the ship, it’s cargo or negative effects through ship’s operation to the environment occur;
the Master has the Overriding Authority AND Responsibility, to take whatever action he
considers to be in the best interest for the safety of the crew, the passengers, the
environment, the ship and or its cargo and to request from the Company whatever
assistance he deems necessary.
In doing so, the Master is also requested to seek information and advice not only from the
Company's emergency adviser(s) but also from any suitable sources and the nearby
authorities which are or may be involved and may assist.
The overall aim in such circumstances is to reach best decisions and optimum results by
applying professional know-how from the Company, Underwriters and Cargo Operators in
combination with the directions of existing conventions and rules to minimise any losses to
human life, environment and property.
Crisis Management Team
Name Department Function
Capt. S. Singh Quality DPA & CSO
Mr. Jan Nuernberg Operations Operations Manager
Mr. O. Lezhava Technical Technical matters
Mrs. Jennifer Po Crewing Travel matters
The Superintendent of the vessel in distress will also be the part of the Crisis Management
Team
In the event of an Emergency, any of the above listed persons may be contacted under:
3 Anson Road
#31-01A Springleaf Tower
Singapore 079909
Telephone: +65 6536 8770
Fax: +65 6438 4139
E-mail: singapore@bluships-asia.com
quality@bluships-aisa.com
technical@bluships-asia.com
Our after office hours Company Emergency Telephone number is:
+65 9836 0652
Or any other after office hour telephone number listed in Part 1.0, Sect. 1.1
Page 26 of 37
EMERGENCY PLAN
CRISIS TEAM ASSEMBLED
INITIAL EMERGENCY
ACTION NOTIFICATION
(1) (2)
EMERGENCY
EVALUATION
(3)
APPLY
RESPONSE
PLAN
(4)
RESPONSE
(5)
Page 27 of 37
INITIAL ACTION (1)
IS OUTSIDE Saving Priority

Simultaneously List
ASSISTANCE
REQUIRED?? 1. People
2. Enviorment
3. Propoerty
YES
ASSEMBLE COMMENCE
COMPANY LOG OF
CRISIS EVENTS
TEAM
IF
ENDEAVOR NOTIFY AND
TO NOT POSSIBLE
EVALUATE
CONTAIN EMERGENCY
INCIDENT FOR FURTHER
ACTIONS
Page 28 of 37
Notification (2)
CONTACT DETAILS OF:
COMPANY WILL CONTACT: NOTIFICATION BY OWNERS

MASTER MRCCs
OWNERS
CHARTER
CHARTERERS
COMPANY CLASS
CLASS INSURANCE
P&I
PORT LOG OF
AGENCY EVENTS
FLAG STATE G/A
ADJUSTER
INSURANCE
P&I PORT AUTHORITY CREWING
AGENCY
(If Emergency in a port)
INSURANCE
SURVEYOR
ENGINE
MAKER
CREWING
AGENCY HARBOUR
MASTER TOWAGE
OPERATORS
NEXT OF KIN
NOTIFICATION
NEAREST
PORT
MRCCs & MARINE
SIMILAR MANAGER
SHIPYARDS;
REPAIR
YARDS
MRCCs &
SIMILAR
Page 29 of 37
EVALUATION (3)
Initial Action Notification
(Previous Steps)
Limited Emergency
Investigate: Damage
Assess Initial Stability Confirm Notification
Report & Actions Longitudinal Strength as foreseen
Advise of: Floatability, oil
outflow, if any?
Is Yes up-date
Incident
under
Control?
No
Yes
Can crew Eliminate
handle Report
Danger
Incident?
No
Major Activate
Outside
Assistance
Emergency
EVALUATION & INVESTI

GATION OF EMERGENCY
AND CAUSE
- Type of Emergency Initiate reinforcement of
* Cargo Pollution
..* Fire Sinking
preliminary Response
* Collision Watertight- up-date Information
* MOB Integrity
..* Grounding etc. apply RESPONSE PLAN
Page 30 of 37
Response Plan (4)
Initial Action (1) Notification (2)
Evaluation (3)
Corrective
Action Decide on In the event of
- ballasting corrective Pollution, protect
- deballasting Action
- cargo discharge sensitive Areas
Consider
Establish Operational Status
Personnel/Equipment/ of Berth/Port
Material
Requirements
Can operational Get support

No
personnel+ through outside
equipment Assistance
requirements be met?
Yes
Determine
Logistical
Requirements
No Arrange
Can Logistical
Support be Support by
?
Yes
RESPONSE
MOBILIZE
Page 31 of 37
Response (5)
Previous Steps
Initial Action (1) Notification (2)
Evaluation (3)
Response Plan (4)
Concerned
Authorities and
INITIATE RESPONSE ACTIVITIES
* Fire fighting
* Pollution Control Brief
* First aid and Rescue
* Towage
* Salvage Keep Company
* Evacuate Personnel and concerned
* etc, etc departments
posted
Eliminate
Danger
Report
Is more
Response No Clean-up, Repair
necessary Equipment
Replenish
Equipment Yes Analysis of
and Incident and
continue Actions
Response
Page 32 of 37
8.2.2 Emergency while in a Port, involving the Vessel and/or the Port, the
Berth
In any Port complex, particularly where hazardous products are handled, there is always the
risk of incidents arising from explosions and/or fire on vessels or at berths, oil and chemical
spills and other related incidents.
To effectively combat such incidents and to minimise the consequences arising therefrom will
require integrated action on the part of the ship management, the port management and
support groups.
For the purpose to visualise most probable actions which will be undertaken by a Port
Management in the event of a major incident, the subject topic has been incorporated in this
section of the Company Manual.
1. Scope of described Actions
Depending on the nature of the incident involved, all or any of the following kinds of
action will be required:
2. Raising the alarm, mobilisation plan, alerting essential services

3. In the event of a Vessel-, Port Emergency being declared, the harbour master will notify
the Company, emergency services via his central office.
4. Establishing the operational control for f.i. fire fighting and oil pollution operations.
5. Establishing the port operation/action group
6. Control and direction of fire fighting and oil pollution units afloat.
7. Control of shipping movements, the closure of the port and the movement of vessels in
danger.
8. Safeguarding shore property and sensitive areas.
9. Rescue operations and the handling and clearance of human casualties.
10. First aid, medical services and hospital arrangements.
11. Replenishment of fire fighting and oil pollution units afloat.
12. Provision of transport facilities by water.
13. Salvage operations.
Page 33 of 37
8.2.3 Company Response Activities
1. General/Emergency Response Centre (Technical Department Office)
The receiving person of an emergency call shall establish as many of the incident related
data as possible and notify the Managing Director and other managerial personnel upon
order of the Crisis management team to determine the severity of the emergency without
delay.
Should the incident not be considered serious - with the safety of the ship's personnel, ship,
cargo or environment not threatened - then the incident shall be handled by the appropriate
department or persons as befitting the circumstances.
However, if the safety of ship's personnel, ship, cargo or environment is threatened, the MD
will call together the Company Response Team as described in Section 8.3. to mitigate the
situation. During this time, the Team Members shall be relieved of normal duties and may
call upon other Company personnel or specialists as the situation may require..
The attending MD, or in his absence, Deputy of MD shall act as Emergency Response
Team Leader and co-ordinate all Company activities necessary to bring the emergency
situation under control as quickly and effectively as possible.
He shall likewise allocate to each Emergency Response Team member specific duties
demanded by the emergency situation at the time. Each Team Member will be responsible
to the Team Leader for the proper and speedy execution of those duties and responsibilities.
Communication (with back-up if possible) with the vessel is to be established at the earliest
opportunity. This is not to be broken until the emergency is under control.
2. Preparations for Response
a) collection of all documentation in any way related to the incident shall be available in the
Emergency Centre; this may include:
- vessel's crew list,

- details of next kin of all sea personnel serving on board the vessel,
- any charts or maps of the area in which the vessel is located,
- the positions of any Company managed vessels nearest to the distressed vessel,
- relevant plans of the vessel, as available,
- distance tables,
- contact details of:
Page 34 of 37
- Owners
- Charterers (as applicable)
- classification society
- relevant insurance brokers and P&I Club
- G/A adjuster
- relevant manning agencies
- engine maker
- towage operators
- nearest port agents
- shipyards and ship-repair yards
b) as will be instructed, the following should be notified of the emergency situation:

-
- Vessel's Owners
- Charterers (as applicable)
- classification society
- appropriate flag state governmental department (as necessary);
- Underwriters and/or P&I Club
- Underwriters' surveying agents
- Crewing Agencies
- Next of kin notification (as necessary)
-
c) Consideration to establish a Local Response Team.
d) Maintenance of communication links with the stricken vessel and other vessels nearby.
e) Assistance to and guidance of the Master of the vessel regarding the safety of the personnel on
board, his vessel and cargo.
f) Care for limitation of any responsibility whatsoever arising out of the incident.
g) Handling of all inquiries from press and other media representatives. One manager only
should be designated for this task, to act at all times in close liaison with the owners of the
distressed vessel.
h) Regular follow up reports from the vessel should be instigated with the order to copy each
outgoing message of Master also to the Company.
Page 35 of 37
3. Local Response Team
If a Local Response Team is established, a superintendent is usually to be dispatched and should

arrange to:
a) assist the Master;
b) care for quick solutions;
c) analyse technical problems and possible solutions;
d) provide the link between Company and the local authorities, ensuring good co-
operation between all parties;
e) act as Owner's representative in the management of pollution prevention and

salvage operations.
A typical Local Response Team will consist of some or all of the following:
a) a superintendent appointed;
b) a representative of the Charterer and/or Cargo Owner;
c) a nominated husbandry agent;
d) the Master of the vessel in the case where the vessel has been abandoned;
e) specialists relevant to the particular incident e.g. chemists, oil pollution or salvage
consultants or other representatives for P&I and Underwriters.
4. Guidelines in Emergencies
- Time is precious, don't lose any!
- Initiate massive counteraction(s) instead of trying bit-by-bit.
- Mop up quickly in a pollution case. If spreading is limited costs are likewise better
under control.
- Act first, investigate later
- At the moment of danger take all reasonable steps to overcome the emergency.
Page 36 of 37
8.2.4 Press/Media Information Guidelines
Events which may catch the interest of the public will either be spectacular, successful rescue
or survival actions and/or casualties of catastrophic nature. Today the media play an
important role and may affect a Company's reputation and/or business in many ways.
The Crew shall always be aware that information given to the press may be harmful to the
company or individual crew members as well as causing financial or legal damage.
Due to these facts crewmembers are advised not to comment on incidents or grant interviews
on any incident happening that attracts the media.
The Master, as the representative of the company is strongly recommended to refer the
media to the head office in a friendly way and let them take care about decision of information
flow.
After an incident, journalists should only be allowed to come on board after written permission
from the head office.
The company will appoint a Spokesperson who will take care of dealing with the media and
decide which facts will be given to the Press in close cooperation with the Management.
Close Cooperation of Master and Head Office after incidents especially in communication
matters is highly appreciated.
Page 37 of 37
Reports and Analyses of Incidents Sect.: 9.0-9.2

9.0 Reports and Analyses of Incidents
9.1 9.1.1 Purpose and Scope of Part 9 1.3
9.1.2 General 1.3
9.1.3 Incidents, Damage & Liabilities 1.3
9.1.3.1 Evidence 1.3
9.1.3.2 Damage Surveys 1.3
9.1.3.3 General Average 1.3
9.1.3.4 Salvage 1.4
9.1.3.5 Collision 1.3
9.1.3.6 Stevedore Damage 1.3
9.1.3.7 Medical Claims 1.3
9.1.3.8 Cargo Claims 1.3
9.1.3.9 Pollution Damage 1.3
9.1.3.10 Deviation 1.3
9.1.3.11 Near-Miss 1.3
9.1.3.12 Procedures for Non-Conformities
Reporting 1.0
9.1.3.13 Medical & First Aid 1.3
9.1.3.14 Incident & Damage Statements 1.3
9.2 Loop of Continual Improvement 1.3
Page 1 of 17
Latest Rev. dd Nov. 2017
9.0 Reports and Analyses of Incidents

9.1.1 Purpose and scope of Part 9
The account of probable Incidents of serious nature given in Part 8 and implications
deriving thereof have been identified by the Company and gave reason to forethought how
to deal with them and to implement remedial corrective actions should, among others, an
Incident as listed arise. The procedures following hereafter shall be under scrutiny of
Company Staff involved in the SMS and subsequent reports received attended to without
delay. The procedures are expressed to give a clear view to the Company Staff involved in
the SMS of the subject topic.
For the further development of the SMS, it is most essential to analyse reports of incidents,
accidents, near misses, deficiencies and hazardous occurrences to the crew, the ship, it’s
cargo or property involving the own ship or the environment. Thus, the important aspect
of attending reports without delay provides evidence on what has happened under
which circumstances, caused by whom, what, how and when.
Therefore, an incident of whatever nature it might be and of whatever the scale of

implication arising there from, requires to be investigated as to the Root cause, a
corrective Action and a Preventive Action.
In order to maintain a certain desirable clarity of this Manual, each and every contingency,
event, or possible mishap could not have been subject to forethought in writing. For further
guidance, Company Staff involved in the SMS are strongly urged to refer in individual
cases to the comprehensive reference works mentioned on the cover page.
Here some definitions which should not be withheld here, serve they not the aim to
elucidate the terms ACCIDENT; INCIDENT, SAFETY and further points of interest by far
better than anyone could described:
 ACCIDENT; An undesired event which results in harm to people, damage to property,

loss of process and/or harm to the environment. This definition is functional, it broadens
the scope of concern from just injuries to all of the undesired events that cause loss to
the Company, occupational illness, property damage, process losses and environmental
losses.
 INCIDENT; This term has two definitions: (1) An undesired event which could or does
result in loss (this is the broad loss control definition) or (2) An undesired event which
under slightly different circumstances could have resulted in harm to people, damage to
property, loss of process and/or harm to the environment. The second definition is often
used in safety and sometimes called a “near-miss” or more accurately “an almost
accident”.
Page 2 of 17
 SAFETY; The control of accidental loss. With the primary aim to prevent accidents
but also to control the losses if an accident occurs if not avoiding recurrence under
the same or different circumstances.
Why investigating
Investigations, if properly conducted, provide valuable information on what has happened

under which circumstances. What can be learned is to seek and implement remedial
actions so that a recurrence becomes unlikely. All accidents, incidents and deficiencies
should be investigated and evaluated as to their future risk potential if remedial actions are
not implemented.
The aim of this measure is to identify basic causes that led or may lead to accidents.
Effective investigations should;
 Describe what happened, under which circumstances, caused by whom, what, how and
when,
 Determine the real causes, are there personal or job factors, is the incident the result of
sub-standard actions, conditions, inadequate compliance to existing rules and
regulations,
 Decide the risks what it needs to have a recurring event, even under different conditions,
 Develop controls of what needs to be implemented to exclude even the probability of
recurrence,
 Define trends, is it negligence, due to wrong working procedures, may other ships face
the same risk,
 Demonstrate concern by being a vigilant ships Master thus probably avoiding losses.
What is loss??
The result of an accident is loss. As defined above, the most obvious losses are harm to
people, property, process or the environment. Implied and important related losses are
performance, interruption and profit reduction. Losses might arise from:
 Collision, Occupational Accidents, Injuries, Stevedore Damage, Medical Claims, Cargo

Claims, Pollution Damage, Deviation, Fire, Grounding, Armed Robbery, Refugees and
various other
In case of any Incident brought to the attention of the Company, the first thing is to forward
as much and as good information as possible so that a realistic picture of the Incident can
be established (See also Sub-Element 8.1).
Page 3 of 17
9.1.2 General
Incidents are undesired events which could, in most cases, result in loss. Incidents,
however, do not only include corporal accidents, non-conformities, near misses but also
events to which the ship and crew might be exposed to at sea and/or in port (Form-
OPS07).
1. Scope
Defining the controls and activities to ensure that incidents, not necessarily limited to what
is mentioned above, are being reported to the Company with the objective of improving
safety and pollution prevention on board.
2. Process
 The Reports of Port State Control Inspections and Flag State Inspections shall be
reported immediately to the Company with the aim to close deficiencies, if any, at an
early stage.
 Any crew member involved in or witnesses an incident in or involving the ship, it’s cargo
or any person on board shall report this to the Master who will report to the Company.
 The Master shall use all available information to draft an Incident Report. This report
shall be submitted to the Company. A copy shall be retained on board.
 The Master shall take whatever action is necessary or within his possibilities to correct
the situation, at least in the short term. Actions taken shall be entered in the Incident
Report.
 After review of the report, the DPA shall determine which Department of the Company is
required to discuss final corrective actions.
 As a result of these discussions, the DPA shall advice corrective actions. Such corrective
actions shall also be subject of the Incident Report.
 The Master shall implement the corrective action. The effectiveness of the corrective
action is verified after a suitable period of time by the DPA or as delegated to the
Superintendent.
 If upon receipt of the report at the Home Office, it is decided that a particular incident
may have relevance aboard of other Company ships, the DPA will ensure that a copy of
the Incident Report, results of analysis and any other applicable information, is
forwarded to those ships in the shortest delay of time.
3. Records
Besides the filing of Incident Reports for additional analysis, if required, a record of which
Ships have received what information shall be kept.
Page 4 of 17
9.1.3 Accidents, Damage & Liabilities
9.1.3.1 Evidence
Should a vessel be involved in an incident whereby damage is incurred to either the own
vessel and/or another vessel, jetty, shore crane, etc., or any third party (as stevedore, pilot,
etc.), the Company is to be advised immediately by the fastest means of communication
available.
Full details of the incident should be recorded in the vessel's log book and the situation
surrounding the circumstances requires a separate record of events to be maintained whilst
the incident has taking place.
All accidents, damage or collision no matter how insignificant they may first appear must be
reported to the Company in writing as soon as practicable after the occurrence. The report
should consist of a complete report along with supporting evidence and documentation
such as statement of facts, log book entries, witness statements, photographs and any
other back-up information obtained. This should be sent to the Company in a sealed
envelope marked "Private and Confidential".
The above envelope should be placed in another envelope addressed to the Company and
covered in the Master's enclosures and covering letter.
This procedure is necessary and should be carefully followed in any incident, accident or
injury to personnel the vessel or it’s cargo, to ensure that all documents are classified as
privileged information. This is to ensure that the documentation is confidential to the vessel
it's lawyers and in the event of any legal proceedings need only be produced as evidence at
the discretion of the Management.
9.1.3.2 Damage surveys
When the Company is advised of an incident, it will if necessary arrange for the attendance
of a surveyor from the appropriate underwriting society to attend the vessel for survey of the
damage.
If circumstances prevent timely advice of an incident to the Company and the cost of
repairs is obviously substantial, or if significant delay to the vessel is to be avoided, the
underwriter's surveyor and if necessary also the class and/or P&I surveyor may be
contacted locally but through the Company to attend the vessel.
Their names and the names of their instructing parties are to be noted. Any unknown party
should not be allowed to attend.
Page 5 of 17
The Company office or other personnel responsible for the management of the vessel
should be contacted by telephone if an incident occurs, and this notification should be
backed up by telex/fax information sent to the Company office.
It is important that unless previously advised by the Company no statements as to the

cause of the damage is to be made to any attending surveyor. This allows a full and
complete investigation to be carried out and a proper presentation of the claim to the
underwriters.
Where possible any attendance of a surveyor arranged by the Company will be advised to
the vessel along with the name of the surveying firm and where possible the name of the
surveyor attending. If this information is available, ship's staff are to be vigilant in ensuring
that any visitors or surveyors attending the vessel are authorised representatives of the
Company and requested to attend. Under no circumstances must information be given to
any third party.
The surveyor appointed to attend the vessel shall be accompanied around the vessel by a
senior officer (preferably the Master) at all times during his inspection. No surveyor should
be allowed to wander around the vessel unaccompanied. 3rd party surveyors may visually
assess only the vessel's damage but obtain no further information and shall not be allowed
to inspect other parts of the vessel.
9.1.3.3 General Average
Should a general average situation arise, the Company in conjunction with the underwriters
shall decide whether or not general average is to be declared, and the vessel shall be
advised. Under such circumstances the cargo must not be released until the appropriate
written authority is received from the Company or protecting underwriters attendance.
Necessary steps to undertake:
- Consultancy with P&I

- Involvement of an adjuster's opinion
- Info to Charterers
- Info to vessel
- Request for signing G/A Bonds
- Special arrangements with port agents prior to discharge
Note:
The Company may give the instruction to the Master, but it is the Master who must
declare G/A.
Page 6 of 17
9.1.3.4 Salvage
If no direct service contract (as towing, etc.) is possible and if salvage assistance is
required, all endeavours require to be made by the Master to contact the Company before
signing or accepting any terms and conditions of salvage offered by any third party. If the
safety of the crew, the environment, the vessel, it’s cargo, are likely to be prejudiced, the
Master must base his decision on the assessment of the situation. Where possible in such
circumstances any salvor should be given the option of using Lloyd's standard form of
salvage, i.e. no cure, no pay, LOF 2000, a copy of which is attached to this Manual in part
8, section 8.1.2 Standard contract for tug services).
Steps to be taken:
 Underwriters and P&I shall be immediately consulted and the actual situation (degree of
danger) is to be examined as thoroughly as possible to assist the Master with advice.
G/A to be considered
9.1.3.5 Collision
In the event of any incident such as collision involving a third party where question of
liability may occur, the Company will appoint lawyers to investigate the incident on behalf of
Owners and underwriters.
Where such appointments are made, the name of the legal firm and the name of the lawyer
will be advised to the Master. Under such circumstances the ship's personnel should not be
allowed to discuss the subject with any person other than the lawyer appointed by the
Company. In certain countries the civil authority may be appointed to conduct an
investigation into the incident in which case the Master or other ship's personnel should not
discuss anything until accompanied by the lawyer appointed by the Company. Where
possible the third party should be placed on notice that Owners are holding them liable for
the incident and shall be making claim for any costs involved.
It is essential that on no account must any person involved with the vessel admit liability for
an incident involving a third party.
 Underwriters and P&I shall be immediately consulted and the actual situation (degree of
danger) is to be examined as thoroughly as possible to assist the Master with advice.
Page 7 of 17
9.1.3.6 Stevedore Damage (Form-OPS06)
In the event of a vessel suffering damage caused by stevedores, the company FORM-
OPS06 stevedore damage report' is to be filled in full and the relevant signatures obtained
from the stevedore responsible for the damage. Copies of the form are to be distributed as
per the instructions contained in the Company Manual list of forms and their instructions for
use.
The Master should study the terms and conditions of the charter party to ensure that no
time limit exists with regard to claims made on the stevedores in addition to which all efforts
should be made by the ship's staff to have the damage rectified prior to the vessel's
departure from the port.
Should damage be significant and may affect the vessel's seaworthiness, the Company is
to be advised immediately and the stevedores are to be put on notice of the incident and
the Company’s intention to claim for any delays and costs associated with its repair.
Due to the different time zones between the Company office and the vessel, it may also be
necessary to advise local representatives of P&I to carry out a damage survey, which
should be arranged without delay.
If the damage is affecting class, the Company is to be informed and will then initiate class
survey.
Steps to be taken:
 Take up the matter with charterers, discuss procedures with P&I and the surveyors
involved on part of the vessel.
9.1.3.7 Medical Claims
Any accident to ship's personnel or any other person employed on the vessel including any
passenger or stevedore, must be recorded in the vessel's log book (official log book) and
advised to the Company on the appropriate accident and report form. Any accident
involving ship's personnel, must be reported to the Company as soon as practicable after
the occurrence to allow the appropriate arrangements to be made with regard to
hospitalisation/repatriation/replacement etc. as necessary. Any report is to be
accompanied by photographs, witness statements, diagrams or sketches, and should
medical treatment be required, a copy of the medical report enclosed (Form-OPS07).
Should a serious accident occur involving personnel, the Company must be notified
immediately by telephone, confirmed by telex/fax, confirming or adjusting the relevant
points initially advised by telephone. In case where efforts to contact office staff responsible
for the vessel fail, the local representative of the vessel's P&I Club should be contacted and
requested to attend the vessel immediately to protect the Company’s interests.
Page 8 of 17
Steps to be taken:
The Master is responsible to ensure that a full and thorough investigation is carried out of
the cause and circumstances of any accident involving personnel. The result of this
investigation should be advised to the Company office as soon as available.
Some flag state authorities have special forms and documents to be completed by the
Master in the event of an accident. These documents are to be completed as required and
copies made and sent to the Company. The originals are to be dispatched to the flag state
authority, through the Company, with a copy being retained on board.
Inform the next of kin.
The Company will investigate proper steps to avoid similar accidents in the future and care
for suitable information also to other vessels where similar incidents may occur.
Claim matters to be settled through P&I
9.1.3.8 Cargo Claims
In the event of cargo damage, contamination, shortage or discrepancy, the Company is to

be informed immediately of the discrepancy being noted by telephone or telex/fax. Under
such circumstances the local representatives of the P&I Club should be notified (after
discussion with the office personnel responsible for the employment) and their presence
requested on the vessel.
Full report of the incident should then be submitted to the Company.
The circumstances and requirements regarding discrepancies between ship and shore
figures depend upon the cargo carried, the type of vessel and the charter under which the
vessel is operating. In general, the Master must notify the shipper/receiver (after having
obtained Company advice) and issue relevant notes of protest:
- If the quantity of cargo received is less than the quantity stated by the shore figures.
- If the quantity of cargo loaded exceeds the quantity given by the shore figures more
than 0.5%.
- If the quantity of cargo discharged by the vessel exceeds the quantity given by
shore figures.
Steps to be taken:
 Discuss details with P&I and Charterers obtaining a solution now and for the future if
it may occur again.
Page 9 of 17
9.1.3.9 Pollution Damage
Cover and SOPEP Procedures
All vessels trading to the United States of America must carry on board a valid U.S.C.G.
Certificate of Financial Responsibility. The certificate is proof that the vessel has pollution
insurance. It is the responsibility of the Master to see that a valid certificate is held on board
at all times or that a record exists on board the vessel that application for such a certificate
has been filed with the U.S.C.G.
Should the vessel be involved in a pollution incident, all national and local regulations must
be complied with, in addition to which the local representative of the P&I Club shall be
notified and the Company informed.
Steps to be taken:
Make sure that the Master reacts as per SOPEP instructions, organise support through P&I
Head Office and local representative if yet not involved.
Request Superintendent for attending.
Clean-up costs to be settled with P&I
9.1.3.10 Deviation
A deviation is any change from the intended voyage or contract of carriage. This can mean
either an actual deviation from the intended voyage made by the vessel or a slowing down
or stop in which the vessel is involved and was not originally intended.
Without the express permission of the Company and the vessel's charterer the deviation is
only permissible if it is or seems to be necessary for the safety of the crew, the ship, it’s
cargo, or in order to save life or render assistance to a distress situation. If deviation is
unjustified, the Company can in law lose all rights of limitation and all defences or
exceptions available to him under the relevant Carriage of Goods by Sea Act.
Steps to be taken:
Should a deviation be necessary the Company is to be advised immediately by telephone

or telex so that appropriate arrangements can be made with regard to maintaining
insurance cover.
Page 10 of 17
9.1.3.11 Near-Miss (Form-D02/1)
Definition of:
An Act or omission by man which ,due to negligence or ignorance, could have had impact
in harming people, damage property, may have caused pollution, or loss to process, if
occurred under slightly different circumstances . Such event of near miss or non-conformity
may be but are not limited to:
Examples:
 By not wearing a safety belt and not being attached to a safety line while working
aloft, while lashing outer rows of containers, or during any other activity in mid-air.
 When working with cargo gear, by not observing the SWL on derricks, cranes with
respect to angle of inclination of derricks or crane jibs.
 When taking bunkers, by not ticking the appropriate check list, by not observing the
correct setting of valves and admissible pressures, by not providing for the
necessary number of personnel.
 When atmospheric conditions indicate a reduction in visibility, by not switching on

radars in time, by not informing the Master, by not acting in accordance with
standing bridge orders and procedures.
 Movement of Deck Cargo due to inadequate lashings, etc.
 Injury due to defective securing devices, means of access or lighting.
a) Reporting
Near-miss reports are the basis for improvements and necessary changes either by
training, improvement of hardware or any other means to avoid recurrences of near misses.
Therefore, each and every crewmember is to be instructed to be particularly vigilant and is
to be encouraged to report such near misses to the Company on FORM D-02/1.
Steps to be taken:
The Designated Person will review, evaluate such incoming reports to:
- initiate corrective action,

- provide additional information if need be or arrange for necessary training,
- disseminate the experience made to other vessels of the fleet,
- review and amend existing procedures,
- issue new procedures and instructions if need be,
all with the aim to exclude recurrences of the very like- or similar situations in the future.
Page 11 of 17
9.1.3.12 PROCEDURES FOR NON-CONFORMITIES REPORTING
9.1.3.12.1 Definitions
NON-CONFORMITIES
An observed situation where objective evidence indicates the non-fulfilment of a specified
requirement.
Root cause analysis

A root cause is a factor that caused a nonconformance and should be permanently eliminated
through process improvement. Root cause analysis helps identify what, how and why something
happened, thus preventing recurrence.
Corrective Action
The actions taken as a result of non-conformity, to prevent other non-conformities is called
CORRECTIVE ACTION. The immediate actions taken to rectify the defect are not considered
as ‘Corrective Action’.
Preventive Actions
ACTIONS TAKEN TO REMOVE THE CAUSE OF POTENTIAL NON-CONFORMITIES IS CALLED
“PREVENTIVE ACTIONS”.
In order to prevent non-conformities the following activities are carried out:

 Safety Inspections
 Safety Meetings
 Reporting of Near Misses
 Master Reviews
 Safety / Health Campaigns
 Annual review of the SMS
Potential non-conformities found shall be analyzed for the causes and actions taken
immediately.
9.1.3.12.2 Reporting and handling of Non-Conformities
Non-conformities of any kind seen by any individual on board must be reported to the Master. It
is the responsibility of the Master to analyze the non-conformity and take action appropriate to
the magnitude of the problem and the risks involved. In every case the deficiency found onboard
has to be immediately reported to the Company so that a Flag dispensation can be timely
obtained if necessary. If the vessel is approaching the port when the PSC is expected the
deficiency to be reported irrespective of the time of the day or night to responsible Department
in Company by the telephone and followed by the email message.
The company form CAR available in the GlobeForms directory are to report Corrective action
reports.
Page 12 of 17
PSC Deficiencies
Port State Control deficiencies shall be considered as Non-Conformities (NCN). Master shall
enter each deficiency as an NCN on CAR form. He shall analyze the root cause and complete
the corrective and preventive actions. Deficiencies shall be closed out within the target dates
specified in the PSC report.
External Audits
The Non-Conformity given under ISM Audits by the flag state or class (recognized organisation)
on behalf of the Flag State shall be analyzed for the root causes and corrective and preventive
actions taken.
The Master shall close out the NCN’s attaching evidence, if relevant, and forward same to
superintendent for forwarding it to the Flag state / Class.
Such NCN’s must be closed out within the targets dates specified within the audit report.
9.1.3.12.3 Reporting and handling of technical defects
Any individual noticing a technical defect must report it to the head of the department (Chief
Officer or Chief Engineer)
Defects and any problems with critical, system, alarms or equipment must be reported
immediately to the office.
Significant safety deficiencies shall also be reported immediately – example – problems with
emergency fire pumps, lifeboats, EPIRBS etc.
The following equipment and systems shall be considered Critical for immediate reporting
requirements:
 Steering system
 Propulsion system components that can disable vessel
 Power generation equipment loss of which that can disable vessel
 Full list critical equipment shall be available in the planned maintenance on the
ship
 Cargo non-conformance such as discrepancies in quality, quantity or
temperature of cargo.
 ECDIS
9.1.3.12.4 Accident reporting
Accidents are to be considered as Non-Conformity and analysis must be carried out as

described in 9.1.3.12.2.
9.1.3.12.5 Effectiveness of corrective and preventive actions
Corrective action must be implemented and evaluated for effectiveness.

The evaluation of effectiveness must be reviewed in the Safety Meetings and during Masters
Review.
Page 13 of 17
9.1.3.13 Medical & First Aid
At sea, in the absence of professional medical facilities, the trained ship’s Master and officers
are required to give types of treatment beyond that accepted as normal first aid or caring for
illnesses. However, when a ship is in port, or near a port where hospital and other expert
medical attention is available, medical care or first aid treatment is easier to arrange for.
Be it a sudden illness- or an accident of a crew member , both imply a series of steps to be

taken for proper reporting and analysis:
A. First Aid and Measures to be taken:
1. Stop surrounding work.

2. Don’t leave the scene without anyone attending the sick- or injured person.
3. Notify officer on duty and Master, provide first aid if you are able to do so.
4. Rest the ill- or injured person as being at that moment, avoid unnecessary movements
of the victim unless the area is endangered and evacuation is required (Removal and
transport actions should usually only be carried out after medical examination and care
for transport fitness).
5. Assist in medical care as best as possible.
6. Secure immediately evidence and any traces of cause to the sudden illness or an
accident as to;
7. who, what
8. when/where
9. how, why.
10. Make sketches and take photos of the area, surrounding components which may be of
concern for accident analyses and defence. Note environmental and lighting
conditions.
11. Mark position of the sick or injured.
12. Note names of those working in the area, eye witness or not.
1. Retain and secure any defective/damaged materials or parts which may have
contributed to the accident
B. Defence against Claims
2. Record all own measures for first aid and assistance.

3. Obtain statements from all crew members who have been witness during the accident
or who may otherwise give a statement on the function/performance of a device which
failed or was wrongly handled during the incident.
4. Gather all relevant information and evidence necessary to avoid 3rd party claims and
responsibility for the accident (Form-OPS07).
5. Note all information to the extent of injuries to a crew member, stevedore.
Page 14 of 17
6. Inform the Company immediately. Seek advice from the claim department of the
Company, especially regarding further administrative steps to be taken.
7. Report in writing on cause and nature of the sudden illness or accident in
accordance to the accumulated information.
All of the above applies alike if the victim of a sudden illness or accident is a stevedore in
addition to which, obtain the personal data of the casualty. Any event of this nature is
always subject to a Ship Log Book entry as annexation together with the Master’s
legalised report.
C. Crew Illness- Accident Report
1. Unless the sudden illness or injury is harmless, the victim should be presented to a
doctor ashore.
2. A medical report, as basis for the Master’s report to be prepared, is to be issued by
the doctor and care for the necessary treatment to be arranged for.
3. Master, doctor (his report to be taken as factual), together with P&I agent to decide
whether shore treatment, respectively, repatriation home of the crew member is
necessary and possible.
If an incident of the above described nature occurs while the vessel is at sea, the
necessity of RADIO MEDICAL ADVICE must be taken into consideration. For this
purpose and guidance, refer to Shipboard Manual Chapter 8.0, Section 8.1.2 (Medical).
5. Process
Any crewmember involved in, or witness of an accident, hazardous occurrence or incident

involving the ship, or any person on board, shall report this to the Chief Officer, Chief
Engineer or Master. The respective superior officer shall use all available information to
complete an Incident or Damage Report form. This form shall be submitted to the Master for
onward transmission to the Company. A copy shall be retained on board.
The Master shall take whatever action necessary or possibility to correct the situation, at least
in the short term. This action shall be entered into the incident Report form. After review of the
report, the DPA, respectively, the Quality Department shall determine the further steps to be
taken. As a result, the DPA, respectively, the Quality Department shall advise corrective
action and start deficiency response which is to be recorded on the relevant Company FORM.
The Master concerned shall implement the corrective action which in turn is verified by the
DPA, respectively, the Quality Department.
If upon receipt of a report, or at the office review, it is decided that a particular incident may
have relevance aboard other ships within the fleet, the Quality Department shall ensure that a
copy of the Incident Report, results of analysis and any other applicable information, is
forwarded to those ships at the earliest opportunity with copy for Home Office filing.
Page 15 of 17
9.1.3.14 INCIDENT & DAMAGE STATEMENTS
General
Damage, a defect or breakdown caused by external influence, impact, excessive wear or

faulty handling all such occurrences are to be reported to the Company on the relevant forms.
1. Damage to vessel caused by others
Damage to the vessel caused by 2nd or 3rd parties,- regardless whether big or small has to
be made known to the Company immediately.
The responsible parties may be:
- Quayside operators
- terminal operators (unsafe berth)
- charterers
- stevedores
- pilot or other servants
- tug operators
- other ships, barges etc.
In charter parties, charterers’ liability for „stevedoring damage“ etc. is usually stipulated, but
responsibilities accepted only if occurrences are noted immediately and claimed against the
stevedores in writing and if charterers' are simultaneously informed.(Stevedores damage
report Form OPS-06).
A proper form for such statements may be used or otherwise a message rendered describing
date, time witnesses of the incident and defect (s), caused by (whomever) or (whatever). The
responsible person(s) involved should also be noted in the form.
2. Damage to or failure of equipment, machinery or hull
Damage reports shall be made up for each occurrence. The respective shall be used to
ensure completeness of the report. Circumstances and causes need to be mentioned in order
to find determine countermeasures and repair and/or maintenance methods.
3. Casualty/insurance Reports
Any damage affecting vessel’s hull, machinery or P & I insurance is to be reported on the
special reporting FORM-OPS07.
Whilst the description of damage, as set out in the DAMAGE REPORT should be as precise as
possible, damage statements in Casualty/Insurance reports shall be given in general terms, final
assessment at a later stage may become necessary.
Page 16 of 17
9.2 Loop of continual Improvement
The successful operation of the SMS anticipates a process of continual improvement. This
continual improvement is achieved by recording and analysing actual experience and then
implementing corrective action. There is thus formed a loop of continual improvement.
Therefore, in the search of continual improvement the below shown flow-chart should assist
in this pursuit. Continual improvement may be achieved by recording and analysing
incidents and then implementing corrective action to resolve the deficiency.
9. Reliability of
ship structure and
equipment
8. Outputs of human reliability
7. Human
Based Management Reliability
6. Implementation 11. Feedback on

of the SMS on 5.5.Formalised
Formalisedsystem
system Equipment
board ofofcontrol
control&& 10. Feedback on human
monitoring
monitoring(SMS)
(SMS) performance 12. Audits,
monitoring
13. Analysis &

follow-up of
4. Formalisation Process Audits
3. Organisation,
Knowledge, Standards,
Plans, Policies of the 14. Revision of
Company the SMS, if
necessary
2. Adapt to system climate 15. Safety improvement through corrective

Action
Ship & Shore 1. System Applicable Rules &
based Management Regulations,
climate Standards, Company
Safetyambience Requirements
if need be normal path of process
Page 17 of 17
Blumenthal Asia Pte. Ltd. Part: 10
Maintenance of Ship and Equipment Sect.: 10.0-10.4

10.0 Maintenance of Ship and Equipment 1.4
10.0 10.0.1 Technical- & Deck Maintenance 1.3

Process
10.0.2 Maintenance 1.3
10.1 Scope of Maintenance 1.3

10.1.1. Terms and Definitions 1.3
10.1.2 Responsibilities in the Maintenance 1.4
Process
10.2 Description of the technical 1.3

Maintenance Process
10.2.0.1 Description of the Deck Maintenance 1.3
Process
10.2.1 Inspections by the Company 1.3
(Superintendent)
10.2.2 Reporting of Deficiencies 1.4
10.2.3 Maintenance and Corrective Action 1.4
10.2.4 Maintenance and Inspection Records 1.4
10.2.4.1 Related/attached verifiable Documents 1.3
10.2.5 Repairs 1.3
10.2.6 Surveys 1.3
10.2.6.1 General 1.3
10.2.6.2 Continuous Survey Machinery 1.3
10.2.6.3 Maintaining Class Worthiness 1.3
10.2.6.4 Co-operation and Defence 1.3
10.3 Critical Equipment, Stand-by Checks 1.4

10.4 Hatch Covers 1.0
10.4.1 General 1.0
10.4.2 Hatch Covers – Operation 1.0
10.4.3 Hatch Covers – Inspection & Maintenance 1.0
10.4.4 Hatch entrances / Booby hatches 1.0
10.4.5 Access to Holds / Cargo spaces 1.0
10.4.6 Cargo Holds Access – Procedures 1.0
Page 1 of 18
Latest Rev. dd Sept. 2015
10.0 Maintenance of Ship and Equipment

10.0.1 Technical Department-& Deck Department Maintenance Process
Maintenance specifications, recommendations (intervals, when, what and how) are set forth
by the Manufacturer of machinery and equipment. These schedules, after proper
consideration aim at of what might happen if maintenance is not carried out after an
appropriate time interval. Therefore, maintenance work needs to be organised and carried
out with forethought, control and records, i.e. that maintenance is not merely carried out but
controlled, by whom, when and documented. One of the backgrounds of this procedure is,
that if an incident occurs it can be traced, by a causal chain. Then it will be expected that
records can be produced relating to the maintenance of the particular part of the ship or
piece of equipment. This documented evidence goes to the very heart of the concept of
exercising planned maintenance as shown below.
Maintenance Process Loop 1.

Ship 3. Monthly technical
feedback
MCS- Forms
4. Reporting
deficiencies
14. Remittance of
valid certificates
13. Class,- Statutory 2.Planned &

Certificates, controlled
others, issued Maintenance , 5. Superintendent & DPA,
Servicing, monitoring, evaluating,
CSM follow-up
12. Formalisation process

Class, Flag State
6. External input,
if necessary
11. Documenting, 7. Consider applicable
proving Rules & Regulations,
Standards
maintenance carried
out as planned
10. Adopt maintenance

To Company Standards
9. Enabling the ship to

be maintained as 8. Supply spares,
timely planned equipment, organise
Normal path of process for workshop,
shipyard
Page 2 of 18
10.0.2 Maintenance
Under the aspect of ensuring preventive and regular maintenance in a planned, safe and
timely manner as well as under the provision of relevant rules and regulations, it is a vital
requirement of the Company that all maintenance and repair work on machinery and
structure, which reasonably can be performed by the ship's crew, will be carried out by
them under the attendance of a Superintendent in charge. Where necessary the Company,
of course, will render assistance, as deemed suitable, to the ship's staff to carry out the
necessary tasks.
Damages by whatever or whomever caused shall be reported to the Company and

additionally on the Form foreseen for that purpose.
When defects are advised these should be numbered consecutively, commencing for each
department with 01/. (year) and D for Deck or M for Machinery, whatever is applicable..
Maintenance which is beyond the capability of ship's staff and can only be done during
docking period must be advised to the Company on the applicable Repair Requisition.
It is essential that information in the REPAIR REQUISITION is as specific and

comprehensive as possible to enable the office staff to compile and formulate specifications
from the information contained therein.
Deficiencies which may be subject to urgency shall be communicated to the Company by

Telephone particularly in cases of:
1) Any issue which may have significant effect upon the vessel's operations which could
result in delay or deviation.
2) Any inconsistencies which may question shipboard safety or pollution prevention

capabilities.
3) Damage to cargo gear, hatches and holds.
Information on items affecting the above should be communicated to the Company giving
sufficient information for action to be taken.
Personnel of the Company Technical Department or otherwise holding positions of

responsibility for vessel operations, are familiar with the requirements of the Flag State
Administration and Rules and Regulations of the Classification Society.
Page 3 of 18
10.1 Scope of Maintenance
The Company allocates a high degree of importance to the safe and economical
operation of its vessels under management. This is to be achieved through planned and
controlled performances when it comes to maintenance covering the following and
beyond:
 Hull and superstructure steel work,

 Safety, fire fighting and anti-pollution equipment,
 Navigational equipment
 Steering gear,
 Anchoring and mooring equipment,
 Main engine and auxiliary machinery,
 Pipelines and valves,
 Cargo loading- and discharging equipment,
 Fire detection system,
 Bilge, ballast pumping system and oily water separator installation,
 Waste disposal and sewage system
 Communication equipment
10.1.1 Terms and Definitions
Maintenance
Shall be understood to be periodical overhaul work required to keep a system/subsystem

component, device or equipment in full functioning condition. It usually necessitates
dismantling for access, stripping and re-assembly. Such work may consist of cleaning,
adjustment, part or total renewal and/or reconditioning by repair.
Servicing
Shall be understood to be work which is usually/constantly required, along with the

operation of a system, subsystem, component, device or equipment to keep it in operation
and functional - such as hourly, weekly or daily cleaning, filter change, oil refilling, tightening
of glands against leakage, tightening of loose studs, screws, flanges, seals, exchange of
fuses, bulbs etc.
Servicing duties are not contained in the maintenance schedules, they are part of watch
keeping routine or operational maintenance routine.
Page 4 of 18
Continous Survey
Shall be understood to be a system to maintain machinery class. It requires that specific

components are inspected once per 5-year cycle and that during a 1-year period 20% of all
CSM-items are surveyed by the Chief Engineer AND confirmed by class. However,
pressure vessels and boilers exclusively are to be surveyed by the class.
Planned Maintenance System (PMS)
PMS as backbone of the Maintenance Scheme shall be understood as a system to ensure

a proper planning, controlling AND proving of maintenance works and to enable the
performing persons to report deficiencies. The MCS now consists of the computerised
forms.
10.1.2 Responsibilities in the Maintenance Process
The Master is responsible for the proper maintenance of the vessel and for reporting
maintenance activities and disclosed deficiencies on a monthly basis to the Company (See
List of Forms).
The Chief Engineer is responsible for the maintenance of the vessel’s technical installation,
deck and engine, and for a monthly hand-over of all data of the technical Maintenance
Control System to the Master who will acknowledge and forward it to the Company.
The Fleet Technical Manager is responsible that technical inspections are held on board at
appropriate intervals.
The Superintendent in charge and the DPA are to monitor the maintenance activities and to
set a period of time for corrective actions to be implemented if deficiencies have been
detected. Furthermore, subject to approval, they are to provide the necessary technical
support to the vessel and both are the recipients of technical feedback (PMS) and
information for evaluation
Page 5 of 18
10.2 Description of the technical Maintenance Process
By means of the MSC forms and together with the application of the implemented
Maintenance Planning, the Company exercises a controlled MTBO system which is based
on Manufacturers specification and recommendation. For example, the procedure that in
case of M/E cylinders, close observation of operating data, temperatures, pressures and
visual sighting of piston rings, skirt, crown and depositions may be necessary to determine
the optimum running time between piston drawing.
The MTBOs (Meantime Before Overhauls) are average periods for the respective system,
component or machinery; they may be shortened under severe running conditions or may
be elongated if random data and control results are favourable.
The principle of the MTBOs incorporated in our Maintenance Scheme, applies in a

similar manner to all other technical components of the vessel which are closely
followed up by the Company’s Technical Department (See relevant Circular).
Maintenance in the Technical Department carried out on this basis should form a suitable
approach in accordance to manufacturer's recommendations, classification requirements,
practical experience and MTBO.
10.2.0.1 Description of the Deck Maintenance Process
Deck maintenance although greatly affected by the trading pattern of the vessel, weather
and periods of the year shall be carried out in accordance to the below mentioned
guidelines. In the example, it is assumed that the ship trades in northern latitudes. If the
trading pattern is reversed or takes place in a moderate or even tropical climate, then the
timely maintenance process has to be reversed as well or even adapted to conditions
where emphasis of the crew is most productive.
Deck work records shall reflect and give evidence of all maintenance carried out
in accordance to the below mentioned guidelines. In the example, it is assumed that the
ship trades in northern latitudes. If the trading pattern is reversed or takes place in a
moderate or even tropical climate, then the timely maintenance process has to be reversed
as well or even adapted to conditions where emphasis of the crew is most productive.
Page 6 of 18
Deck work records (see relevant Circular) shall reflect and give evidence of all
maintenance carried out.
 Spring Northern Hemisphere: March-May
Weather expected: mainly cold, or cool and damp.

Stripe down and grease all moving gear throughout the ship following the reduced
opportunities for maintenance during the winter: cargo blocks, derrick goosenecks, fair-
leads, dead-men, life-boat davit sheaves (one boat at a time), accommodation ladder gear,
etc. clean freshwater tanks. Hold painting if ship’s employment permits.
 Summer Northern Hemisphere: June-August
Weather expected: Some mild or warm dry weather, suitable for painting.
First priority to be given to the painting of the top sides, deck houses, deck etc. Routine
greasing. Hold painting if ship’s employment permits.
 Autumn Northern Hemisphere: September-November
Weather expected: Mainly cold, or cool and damp.

Strip down and grease all moving gear throughout the ship in preparation for the winter.
Clean fresh water tanks. Overhaul/renew lifeboat wires and ropes every second year.
Prepare for safety equipment survey/inspection (depending upon expiry of certificates).
Hold painting if ship’s employment permits.
 Winter Northern Hemisphere: December-February
Weather expected: Bitter weather, with little work possible outdoors.

Routine greasing throughout the ship. Overhaul and maintain: spare cargo gear, spare
anchoring and mooring gear, tools, manual pumps, galley and steering gear room. Clean
and check safety equipment. Overhaul and check small gear within life boats, maintain life
boat fresh water tanks or receptacles and small gear lockers. Renew pilot ladders and life
boat ladders if necessary. Maintain hold ventilators, accommodation ladder platforms.
Hatches, watertight doors, etc. Maintain air ducts, overflow pipes leading from weather deck
downwards, cargo hold access hatches (all of which are important for Freeboard
Inspection by the Class), grease ports, windows and dead-lights within accommodation.
Painting within accommodation.
Page 7 of 18
10.2.1 Inspections by the Company (Superintendent)

At least half-yearly inspections are carried out by the Superintendent to verify the
maintenance status of the vessel and key points for its operation (using Form SIR1).
For this purpose, the Superintendent will base his inspection on the technical feedback of
preceding months and pay attention to include but not necessarily limiting to:
 Certificates, class statutory and others if applicable
 Main Engine
 Aux. Engines
 Compressors,
 Pumps,
 Cargo Holds,
 Hatch Covers
 Bilges,
 Cargo Cranes, Derricks,
 Safety Equipment,
 Pollution Control Equipment,
 Docking period,
 Mooring Equipment,
 Deck Machinery,
 Navigation Equipment,
 Communication Equipment.
 Superstructure and Accommodation
10.2.2 Reporting of Deficiencies
Having finalised the inspection, all deficiencies, if any, shall be noted on a “Ship Condition
Report” and to be discussed with the Shipboard Management Team.
Any Deficiencies found should be reported to the appropriate authorities through the Quality
Department and Technical Department
Page 8 of 18
10.2.3 Maintenance and Corrective Action
Maintenance and Corrective Actions shall be carried out without delaying the vessel's
rotation and operational commitments. Deficiencies impeding safety or the environment
shall be attended immediately. Form–CAR should be filled explaining the Root cause,
Corrective action and preventive action and sent to the Quality Department.
All major overhauls requiring longer work than routinely expected in port are to be
concentrated whilst staying in dry-dock or in other waiting positions so that the on-hire
performance is not affected, principles are being maintained.
The fundamental activities of the competent Superintendent encumber among others:
Formulating proposals regarding dates, location, country and duration of shipyard overhaul
periods, damage repairs, dry-docking, correcting deficiencies,
Formulating proposals regarding structure, extend of anticipated repairs, corrective actions

and shipyards incorporated for envisaged tendering,
 Formulating proposals for the award of order (shipyard, volume of order, time limits)
in regard to yard repairs, damage repairs, dry-docking, corrective actions,
 Evaluation of finalised yard-, damage-, dockage, corrective actions repairs,
 Formulating proposals for the award of supply of necessary paints (coatings) in dry-
dock,
 The timely setting and duration of the individual shipboard inspections.
 Evaluation of the individual shipboard inspections (submission of reports).
 Order of spare parts for the purpose of maintaining a stock of spares for several
vessels,
 Tasks resulting from the translation into action of the ISM-Code in view of shipboard
safety, pollution prevention and maintenance.
 Co-ordination of remedial actions within the above mentioned.
The transformation of the deck maintenance into work plans is to be carried out by the
Chief Officer. The transformation of the engine maintenance into a work plan is to be
carried out by the Chief Engineer.
Page 9 of 18
10.2.4 Maintenance and Inspection Records (evidence of Process)

Documented reporting is to be carried out on a monthly basis and in accordance with the
Company's Standard Maintenance Forms. Any other maintenance activities or maintenance
jobs without using a standard form are nevertheless to be denoted in writing forwarded to
the Company and filed under the reference system, subsystem or component.
In addition, the work plans are to be arranged in accordance to a full 5-year class period.
The work plans are not to be destroyed but filed as technical history of the vessel.
The Result of planned Maintenance can be analysed from the monthly received MCS
reports, documented on mentioned FORMS and additional written evidence:
 Maintenance Control System (received MCS FORMS),

 Deck Log Books,
 Engine Log Books,
 Documents (Logs) of the specific Component, if applicable,
 Survey reports of the Class, Confirmation of Class,
 Docking period reports, maintenance undertaken, closed deficiencies,
 Renewal/Extension of Class, Statutory Certificates, others.
10.2.4.1 Related or attached verifiable Maintenance Documents
 Maintenance Summaries, see Sub-Section 10.2.6, Ship Condition Report, Deck,

 Maintenance Summaries, see Sub-Section 10.2.6, Ship Condition Report, Engine,
 Supply requisitions, Purchase orders, Delivery notes, Invoices.
All of which are being retained in copy on board and evaluated, followed up and then filed in
the Company
Page 10 of 18
10.2.5 Repairs
All repairs which can be safely performed with materials, tools, spares, and equipment on
board are to be carried out by vessel's staff and crew. Material, spare parts, gas and
acetylene, welding rods, etc. should be ordered in time and are to be kept in store in
sufficient quantities.
10.2.6 Surveys
10.2.6.1 General (Form-C01)
Surveys may be carried out for the requirements of:

- Flag State (statutory) certification
- Classification
- Commercial purposes (on/off-hire) and
- Insurance/P&I purposes
- Port State Control investigations etc.
The survey status for both, Flag State (statutory) certificates and the continuous machinery
and periodical hull survey items, is provided in the Class Status printouts issued by the
Classification Society. A valid current copy of the classification listing and all documentation
issued by classification societies for the vessel must be retained on file on board in the
classification file.
It is the Master's and Chief Engineer's responsibility (through the Company Superintendent)
to ensure that all periodical surveys for issue and maintenance of statutory and
classification certificates are carried out when due and that service certificates are renewed
or extended before they expire.
A copy of the relevant Classification Society regulations for the periodical and annual
surveys shall also be held on board for reference to the extent of survey requirements.
The Company expects that machinery and equipment are maintained to the necessary
standards such that certification of endorsements will normally be granted without delay or
restriction.
10.2.6.2 Continuous surveys machinery (Form -M64)
It is a policy of the Company that vessels will be classed, where possible and practical,
under the continuous survey of machinery and periodical survey of hull schemes.
Masters and Chief Engineers are reminded that surveyors are often willing to credit survey
of items such as lubricating oil pumps if they are seen to be functioning properly (i.e. full
running test). In addition to this, comprehensive and detailed records of overhauls or
inspection carried out by ship's staff under supervision of the vessel's Chief Engineer can
often be used to obtain credits for surveys of equipment and main engine components,
pumps, or other auxiliary machinery.
Page 11 of 18
10.2.6.3 Maintaining class worthiness
All classification societies and vessel's hull and machinery underwriters require that any
damage, defect or breakdown which would affect the vessel's classification or would result
in
the vessel receiving a Condition of Class/Recommendation are to be reported to the
Society as soon as they are observed.
As a guideline the following is to be considered:

1) is the deficiency to hull or machinery threatening crew, cargo or ship or 3rd parties
(longshoremen etc.),
2) is the defect directly or indirectly affecting the watertight or structural integrity of the
hull, or;
3) any part of the propulsion, auxiliary machinery, steering, electrical or control systems
which pose a threat to the manoeuvrability or continued safety of the ship.
If "yes" and a proper rectification cannot be made immediately on board, such items are to
be advised, and all information immediately to be passed to the Company who will arrange
the attendance of a classification surveyor if deemed necessary and confirm to the vessel
of any action to be taken.
10.2.6.4 Co-operation and Defence
Whilst vessel is surveyed for statutory, classification, and Port State Control purposes, full
and friendly support is to be provided for the surveyors.
In case of claim investigations from 3rd parties, a defensive attitude may be necessary and
the Company or P&I Agent is immediately to be contacted for assistance.
Page 12 of 18
10.3 Critical Equipment, stand-by Checks
The testing of Critical Equipment and systems shall assist in ensuring that a failure does not
cause the loss of critical ship’s functions which could lead to hazardous situations or
accidents.
Critical Equipment and systems that are/are not continuously active or will be inactive for
some time, shall be tested regularly. The tests shall be subject to entry into the
corresponding log book.
10.3.1 Definition of Critical Equipment
Fundamentally, "Critical Equipment" on board are those technical installations, systems,

parts of it, equipment, devices etc. which are not continuously in use, respectively which
may divert from their known usual performance, however, their failure/non-functioning when
needed may imperil the crew, the ship and/or its cargo.
Based on the above definition, safety devices for technical installations, systems, or parts of
it, e.g. for:
 main propulsion and auxiliary machinery
 electric power generating machinery
 navigational equipment including ECDIS if fitted
 steering gear
 emergency electric power source
 pumping arrangement, particularly the valve of the emergency bilge suction
 fire fighting appliance
 lifesaving appliance
are listed in the established Maintenance Plan and, consequently, are to be tested,
maintained at intervals as prescribed.
The above mentioned technical installations are forming the so called "Constant Element"
of equipment that may become critical, i.e. essential equipment to keep the ship running.
Page 13 of 18
10.4 Hatch Covers

10.4.1 General
 The Master is to ensure that, before vessel departure, weather deck hatch covers
should be secured in the correct closed position. Whilst the vessel is at sea they
should be regularly inspected to ensure that integrity is being maintained.
 If there is any urgent requirement for opening the hatches while at sea, the Master
must fully evaluate the prevailing and forecasted weather conditions before allowing
any hatch to be open at sea.
 All hatch covers should be properly maintained. Chief Officer is responsible for
regular inspection, greasing and maintenance in accordance with makers’
instructions and ship’s PMS. The Chief Engineer is responsible for the inspection
and the maintenance of hydraulic system.
10.4.2 Hatch Covers - Operation

 The Chief Officer is required to include in his 'Standing Orders' details of how the
hatch covers are to be closed and by whom. i.e. a standard ship specific procedure
for opening and closing hatch covers taking into account the points considered in
the risk assessment.
 A deck officer must always be present to check and supervise the opening and
closing of the hatch covers
 Minimum other two (2) people:
 Person to drive the covers
 One person to check all is clear on both sides of the hatch to the controls and report
positively before the covers are moved.
 The crew member should stand in a position where he has a good view of all of the
hatch covers and the coamings and can see if there are any problems, obstructions
and see the chains, wires, wheels, hydraulics etc.
 Hatch cover securing pins MUST NEVER BE REMOVED if crew members are still
working on or near hatch covers / track ways.
 Hatch cover securing pins MUST NEVER BE REMOVED until any sweeping is
completed. The pins should be removed by the crew member(s) doing the
sweeping.
 During operations, all persons should keep clear of the hatches and the cover
stowage positions and the area should be kept clear of all items which might foul the
covers or the handling equipment.
 Due attention should be paid to the trim of the vessel when handling mechanical
covers. The hatch locking pins or preventers of rolling hatch covers should not be
removed until a check wire is fast to prevent premature rolling when the tracking is
not horizontal
Page 14 of 18
 Hatch wheels should be kept greased and free from dirt and the coaming runways
and the drainage channels kept clean. The rubber sealing joints should be properly
fitted and be in such a condition as to provide an effective weather tight seal.
 All locking and tightening devices should be secured in place on a closed hatch at
all times when at sea. Securing cleats should be kept greased. Cleats, top-wedges
and other tightening devices should be checked regularly whilst at sea. It should be
noted that cleats are designed to restrict the movement of the cover, NOT to totally
prevent movement.
 Hatch covers should be properly secured immediately after closing or opening. They
should be secured in the open position with chain preventers or by other suitable
means. No one should climb on to any hatch cover unless it is properly secured.
Drain holes on the track ways should be kept closed to prevent cargo from entering.
10.4.3 Hatch Covers - Inspection and Maintenance
Regular inspections should be done in accordance with makers’ guidelines In

brief:
 Trackway cleanliness
 Steel work maintained and repaired as necessary.
 Compression bars undamaged.
 Cleats properly adjusted.
 Rubber packing free of damage and in good condition.
 Wires are in good condition and adequately greased.
 Chains are in good condition, not over stretched and properly paired and adjusted.
 Wheel and roller bushes and flanges in good condition.
 Hatch coaming drains and non-return valves are clean and maintained as designed.
 Check ventilators (if fitted) to make sure they are water tight.
 Resting pads of adequate size
 Although routine maintenance must be carried out whenever opportunity arises, the
most important factors determining the ability of the hatches to remain watertight are
firstly the rubber packing on the under-sides of the panels and secondly the
compression bar with which the packing makes contact when the hatches are in a
closed position.
 The effectiveness of the rubbers can be reduced in several ways. Accidents while
the hatches are being worked and during the opening and closing of the hatches,
can physically deform the packing.
 Careless painting of channels can cause "hard spots" on the packing, locally
reducing its resilience. Rust scale can form underneath the packing in an uneven
Page 15 of 18
thickness causing "high spots", and resulting in non-uniform compression of the

rubber.
 Careful inspection and maintenance at every opportunity will help to prevent hatch
problems. When replacing old or damaged packing, the opportunity should be taken
at the time of renewal, to remove all traces of rust scale from the channels before
reseating the new packing.
 The compression bars may become damaged over a period of time by cargo wires
continually passing across the same area.
 The coamings and covers of steel hatches have been designed so that moisture is
cleared away but the general cleanliness of drain holes, waterways and coamings is
important, because any accumulation of cargo residues or dirt may trap
condensation and rainwater, resulting in possible sweat damage to the cargo and
the steady deterioration of the covers by corrosion.
 All hatch surveys, inspections, maintenance and repair work should be as described
in the PMS module. In same order, hose testing combined with chalk test is to be
carried out at regular intervals.
 Further information of safety, inspection, maintenance of hatch covers can be found
in the “A Master’s Guide to Hatch Cover Maintenance”.
 At 3 months interval a test of hatch cover emergency kit (emergency pump) should
be undertaken. The result of the test should be reported to the Technical
department
10.4.4 Hatch Entrances / Booby Hatches

Attention is to be paid to the following:
 Rubber packing in good condition, effective sealing when hatch is closed
 Properly marked against unauthorized entry: “NO Unauthorized Entry. Dangerous
Atmosphere”
 Securing arrangements in place and effective (butterfly nuts and bolts, safety pins)
 Any main deck plating cracks developing at lower corners of booby hatches
10.4.5 Access to Holds / Cargo spaces

 Entry to holds/cargo spaces should only be undertaken on the authority of a
responsible ships officer, who should ensure prior to granting authority that the
space has been adequately ventilated and, where appropriate, tested for noxious
gases and oxygen content.
Page 16 of 18
 An empty cargo space that has remained closed for some time may have
insufficient oxygen to support life. Oxygen accounts for 21% by volume of the air
we breathe, the remainder consisting of nitrogen, argon, etc. Entry into a space
without self-contained breathing apparatus should not be permitted unless there is a
minimum of 20% and a maximum of 23% oxygen present. Serious consequences
can result from entry into oxygen-depleted atmospheres (less than 17% oxygen by
volume), and death by asphyxiation can result if the oxygen content becomes
excessively low (less than 12% by volume).
 Most of the iron ore cargoes are liable to oxidation which may result to oxygen
depletion. It is important therefore that the shipper inform the master before loading
of the existence of any chemical hazards. The master should refer to Appendix B of
the BC Code and take the necessary precautions, especially those pertaining to
ventilation.
 Unless adequate ventilation and air circulation throughout the free space above the
cargo have been effected, personnel should not be permitted entry until tests have
been carried out, and it has been established that the oxygen content has been
restored to normal levels throughout the space and that no toxic gas is present.
 All openings or access-ways to these openings, through which a person may
accidentally fall, shall be adequately guarded or fenced. Guard rails and stanchions
shall be firmly secure Cargo holds access procedure during cargo operations
10.4.6 Cargo Hold Access – Procedure
Ballast Passage
 Prior entry is permitted to any cargo hold; a check for atmosphere should be done.
Special attention is to be paid especially when entering is intended at a short time
after discharging, lack of oxygen and flammable gases might still exist.
Laden passage
 Coal cargoes:
No Entry is permitted within the cargo holds at any time during the periods vessel is
loaded with coal.
In case of an emergency entry is required – it will be only permitted if positive
ventilation is ensured, e.g. hatch covers opened and all enclosed space precautions
have been complied with.
 Iron ore cargoes:
While in port under loading or discharging operations:
Entry in the cargo hold during loading/unloading operation poses additional risk than
the normal risks identified only for Enclosed Space.
Page 17 of 18
 The Vessel shall notify the terminal of any anticipated crew entry in cargo hold
during cargo operation and the reason for planned entry.
 Entry in cargo hold shall not be permitted without specific agreement with the
terminal confirming that shore personnel is aware of the entry and
loading/discharging of specific cargo hold is halted for the period of entry. Any
operation of loader/un loader, crane, bulldozer or grab shall be positively stopped.
Persons entering the cargo hold should wear the correct PPE, accessing should be
always done from the Australian ladder. Vertical ladders should be used only in an
emergency.
 Enclosed space entry procedures shall be complied with. In addition to risk of
enclosed space following additional risk factors shall be taken into account:
- Hazards associated with the cargo being carried.
- Hazards/risk likely to be encountered due to operation of external shore
equipment.
- Hazards of tripping, slipping due to cargo in the hold.
- Hazards due operation of any forklift/bulldozer in the cargo hold.
- Lighting condition inside the cargo hold during darkness.
- Hazards due miscommunication between ship shore personnel.
The vessel shall always bear in mind of any restrictions imposed by the terminal for crew
entry while vessel is alongside their berths. At the same time the vessel should make all
effort to ensure that the shore gang complies with the company standards of PPE. Taking
into consideration of above additional hazards and to ensure a safe working, all vessels
shall ensure to comply with following instructions:
 All cargo holds entrance must be marked for entry restrictions. A Warning notice
shall be marked/displayed/stencilled at the entrance of Cargo holds: CAUTION:
ENTRY PROHIBITED WITHOUT PERMISSION
 During the pre-loading/discharging safety meeting with terminal representative,
Chief Officer to inform and discuss about the crew entry in the cargo hold.
 The vessel will comply enclosed space entry precautions
 Proper Personal Protective Equipment (PPE) shall be worn.
 In any case vessel to send a written request letter prior the planned entry to the
terminal representative and entry shall only be allowed once written confirmation is
received from the terminal.
 All timings for entry and exit shall be recorded in the port log. The terminal should be
informed accordingly.
 In case of doubt the work should be suspended immediately until the situation is
back to normal.
 On completion, all required details for completion of work on the permit shall be duly
completed and terminal shall be informed. This circular is intended to streamline our
procedure specific to cargo hold access during the cargo operation as it poses
additional hazards.
 Ensure that the holds are adequately lit.
Page 18 of 18
Blumenthal Asia Pte. Ltd. Part 11
Documentation and Documents Sect.: 11.0-11.2

11.0 Documentation and Documents 1.4
11.1 Documentation and Control 1.4
11.1.2 Changes and Amendments 2.1
to the SMS
11.1.3 Obsolete Documents 2.1
11.1.4 Control of External Documents 2.1
11.2 File System on board 1.2
Page 1 of 8
11.0 Documentation and Documents

11.1 Documentation and Control
The master copy of the Company- and Shipboard SMS Manual will be kept under the authority of
the Head of Quality Department. The Department must ensure that the contents of both Manuals
remain under stringent review and development. Copies of which shall be distributed as follows:
Manual Recipients Company Manual Copy Shipboard Manual Copy Remarks

Quality Dept Paper+ Electronic format Electronic Format Master Copy
Administration Electronic format Electronic format Copy
Dept.
Operations Dept. Electronic format Electronic format Copy
Technical Dept. Electronic format Electronic format Copy
DPA Electronic format Electronic format Copy
Each vessel None Paper + Electronic Format Copy
The control of all documents and data relevant to the SMS, as vital element in the effectiveness
of the system, will be closely attended to under the authority of the Head of Quality Department.
Prior to issue, SMS relevant documents or changes thereto shall be approved and examined for
adequacy: This statement applies in the same manner to any changes to the contents of this
Manual.
For the purpose of keeping a precise record of alterations or amendments to the ship’s copy, the
date of the revision as shown at the bottom of each page is to be entered in the sheet.
Parts of the Manual, as may be required, shall be accessible for each crew member for
information.
It is the responsibility of the ship’s Master to care for subsequent copies of parts of this Manual
and have relevant pages posted in public locations of the vessel as will be directed by the DPAs.
Part 8 (Emergency Preparedness) and Part 10 (Maintenance) of the Manual shall be directly
available with the department heads and shall be controlled documents.
Under the authority of the Quality Department, proper distribution of alterations/amendments to

the ship’s Manual and the acknowledgement of the recipient on board will be subject to control.
The retention period of controlled documents should be three years after which it should be sent
to the head office to be archived.
Under the authority of the Quality Department, follow-up of SMS related documents is multiple.
Whereas Administration Manager is concerned with the validity of Flag State Registry
Certificates and Safety Radio Certificates of the fleet, the technical department sees to the
validity of other Statutory Certificates and assures for the necessary technical documentation to
be on board the individual ships.
Page 2 of 8
The insurance department assures the validity of insurance related documents. The control of
factual possession of all SMS related documentation lies with the Master of the ship. Internal
shipboard SMS audits carried out by nominated person for that purpose, verifies the
completeness and adequacy of all SMS related documents.
11.1.2 Changes and Amendments to the SMS
As a result of internal- as well as 3rd party audits, adjustments of the documented SMS may
become necessary.
Any such changes, when finalised in written form, shall be disseminated under the authority and
explicit approval of the Quality Department.
Changes of the documented SMS are readily identifiable through another version number of as
indicated on the part index as well as by an accompanying letter, respectively, a circular letter,
since it concerns in most cases all ships and referring expressively to necessary changes made.
The ship’s Master shall acknowledge in writing (Acknowledgement Sheet) receipt of any
changes received to the documented SMS.
It is then the ship Master’s responsibility to implement onboard any changes to the shipboard
SMS.
11.1.3 Obsolete Documents
Amendments or changes to the documented SMS shall always be in writing and the ship’s
Master notified by accompanying, respectively, circular letter. The ship’s Master shall confirm
with signature and date reception of- and removal of obsolete documents or removal of obsolete
pages of the documented SMS.
A SMS is not transferable from one company to another therefore, in the event that a ship
leaves the Company’s fleet for whatever reason, it is of utmost importance that ALL copies of
the SMS documentation are returned to the Quality Department.
11.1.4 Control of External Documents
The Company has established a new edition service of mandatory publication required by
the administration through an authorised Chart and Publication service provider.
The new edition service automatically supplies any new edition which is released onboard
the vessels.
All vessel should possess Shipping Notices and Guidance Notices issued by the Administration.
Page 3 of 8
11.2 File System on Board
Master, Chief Engineer and Chief Officers will be responsible for the proper upkeep of these
files.
Locatio File No Content Retention

n [Years]
Bridge 1 1.Incoming correspondence 3 (5 in
2.Outgoing correspondence special
cases)
Bridge 2 1. OPS02: USA Pre-Arrival/Departure Checklists
1a. D03: Monthly survival crafts and launching appliances. 3 (5 in
1b. D04: Steering gear testing and drills check list special
2. D05: Bridge Arrival/Departure Check List cases)
3. D07: Checklists for Sea Readiness – Deck
4. OPS14: Pilot Ladder Checklists
5. OPS15: Stowaways/Smuggler Checklists
6. OPS17: Routine Inspection Checklists
7. OPS18: Pilot Information Checklists
8. OPS 20 Port Watch
Bridge 3A 1. OPS01: Voyage Planning Present
+Appendix to Voyage planning + Waypoints Voyage
+ last 3
Bridge 3B 1. OPS03: Voyage Reports
2. Requisition Forms for Charts, Publications, Bridge Items (Order 3 years
Star)
3. Delivery Notes/Invoices (for the above)
Bridge 4 1. Radio Accounts 2 years
Bridge 5A 1. Navigational Warnings Present
voyage
+ 3 years
Bridge 5B 1. EGC Warnings As above
Bridge 5C 1. Navarea Warnings As above
Bridge 5D 1. Navtex Warnings As above
Bridge 6 1. Monthly Record of Work Time acc. STCW95 for Deck and
Engine 5 years
Master 1 1. Monthly Disbursement Account (Crewing Agent Forms)
2. Crew Monthly Payroll
3. Monthly Wages Account 5 years
4. Final Wages Account
5. Monthly Provisions Accounts (Garrets)
6. Monthly Provisions Inventory (Garrets)
7. Provisions Orders
Master 2 1. Crew Contracts
2. Crew Agreements for Special Allotments/Deductions
3. POEA Approvals of Terms of Employments
4. PIR: Personal Injury Report 5 years
5. PMR: Personal Medical Report
6. Correspondence with Crewing Agent
Master 3 1. B06: Company Monthly Bonded Stores Accounts
2. B07: Company Monthly Cash Account
Page 4 of 8
3. B03: RP Expenses for Charterers’/Company Account 5 years

4. B04: Justification for Charterers Account
5. B05: Extra Work/ Material for Charterers’ Account
6. B08: Crew Member Confidential Report
7. B09: Formal warning by master
8. B10: Dismissal Letter
9. Extra Charges for Port Services Rendered to Vessel
Master 4 1. Delivery Notes/Invoices of Supplies Received Deck/Engine. 5 years
2. Bunkers Receipts
Master 5 1. OPS04: Notices of Readiness
2. Statements of Facts As per
3. Charter Parties with Instruction Letters instructions
4. On/Off Hire Certificates received from
5. OPS05: Authorization to sign Bs/L on behalf of Master Operation
6. Other Cargo Documents Dep.
Master 6 1. Letters Incoming
2. Letters Outgoing
3. Port Papers as may be applicable
Master 7 1. Protocols of Port State Control Inspections
2. Protocols of USCG Inspections
3. Flag State Inspections 5 years
4. Sanitary Inspections
5. Drinking Water Analysis Reports
Master 8-1 CERTIFICATES STATUTORY (Class Society Folder) 5 years
Master 8-2 FLAG STATE Certificates & Other 5 years
Master 8A 1. C01:Control of Certificates
2. AuProRep: Internal Audit Documentation 5 years
3. External Audit Documentation
4.CAR- Form Deficiencies and Improvement Reports (Audits)
5. CAR- Form Deficiencies and Improvement Reports (PSC)
6. SMR: Monthly Safety Report
Master 8B 9. Sec1: SSP Review Sheet
10. Sec3: Security Incident
11. Sec4: ISPS Code- Port´s Maritime Security Performance
12. Sec5: Security Level at last ten Ports As per SSP
13. Sec6: Declaration of Security (Port; Ship)
14. Sec7: Declaration of Security (Ship; Ship)
15. Sec8: Hazardous Substances
16. Sec9: Security Reporting Form
17. Sec10: Security Review
18. SecD1: Shipboard Security Duties
19. Form-SecEqRec1 Maintenance & Calibration Records of Ship
Security Equipment (if applicable)
Master 8C 20. TFR1: Training and Familiarization Records
21. TFR2: On Board Safety Trainings (incl. TFR3 Records)
22. TFR5: as per SMS Part 8.0, SOLAS 74 / MARPOL 73/78 as
amended 3 years
22a TFR5D Drill Report (Lifeboat/Emergency)
23. TFR6: Panama Canal SOPEP Training (if applicable)
23a TFR7 ECDIS Type specific familiarization check list.
24. TFR8: Security Exercises
25. TFR9: Security Drills
Page 5 of 8
26. ISM updates / Acknowledgement Sheet

27. ISM Correspondence
Master 9 1. Service/Repairs Record of All Equipment
2. Form Damage Reports (Warranty Claims;Excel Form+ Photos)
3. OPS06: Stevedore Damage Reports 3 (5 in
4. OPS07: Casualty/Insurance Reports special
5. OPS07/1: Stevedore None-Injury Report cases)
6. OPS13: Armed robbery
7. OPS19: Record reading for holds loaded with coal
8. M50 Damage Report Deck/Engine
Master 10 1. A01: IMO Crew List
2. A02: Validity of Crew Documents
3. A03: Crew list (for Crew change)
4. A04: Travel Expenses 5 years
5. A05: Alcohol and Drug Policy
6. A07: Hand-Over Of Ship’s Command & Maintenance
Reports(A12)
7. A08: Hand-Over Of Engine Department &Maintenance
Reports(A12)
8. A09: Letter of Indemnity for Non-Crew Member
(incl. A09-1 & A09-2)
9. A10: Master’s Verification List
10. A11: Master’s Review
11. M56: CO / ENG / ETO/ OOW Hand-Over Reports Of Crew
Members
Master 11 1. P&I Club Editions Folder -
2. Loss Prevention Circulars
Master 12 1. Risk Assessments
2. StandbyEquip: Stand-by Equipment Check List
3. SEC CrEq1: Critical Equipment Checklist 5 years
4. CHC1: Cargo Hold Condition Report
5. S: (Goodslog) Landed Goods Advice / Proforma Invoice
6. Ship Efficiency Energy Management Plan (SEEMP)
7. Various Form/Correspondence
Chief 1 1. MI: Condition/Maintenance Deck (also filed in ECR for Engine)
Officer 2. M40: Bridge Equipment Condition Assessments
3. M41: Condition of Cargo Gear and Deck Equipment 5 years
4. M42: Cargo Cranes – Maintenance Condition
5. M43: Anchor/Mooring Access Equipment Assessment
6. M44: Condition of Cargo Compartments
7. M45: Ballast Tank Condition Assessment
8. Paint Inventory (Excel Form)
9. PMS Monthly Record
Chief 2 1. D01: Monthly Safety Report
Officer 2. AccR: Accident Report
3. D02-1: Near Miss Report 5 years
4.See PMR and PIR - Master
5. D11: Anchoring Checklist
6. D12: Helicopter Checklist
7. D13: Diving Permit
8. D15: Planner and record of drills and training.
9. D08: Work Permit Multiple Form
Page 6 of 8
10. A14: Weekly Inspection Tour Report

Chief 3 1. Stowage Plans
Officer 2. OPS10: Loading/Unloading Plan
3. OPS11: Ship/Shore Safety Check List 3 years
4. OPS16: Checklists before and after Loading
5. OPS19: Record Reading for Holds Loaded with Coal
6. Ballast Exchange Forms (Intl., USA, Australia, etc.)
Chief 4 1. Cabin Inventory
Officer 2. Deck, Bridge, Stationary Inventory
3. Ropes, Wires Inventory 3 years
4. Requisition Forms (Order Star) Deck Dept.
5. Delivery Notes for supplied items – Deck
Chief 6 1. Cargo Stability and Hull Stress Calculation for Each Voyage
Officer 2. Grain Stability and Hull Stress Calculation,
3. Grain Stability Calculation National Forms (USA, Canada, etc) 3 years
4. Stability Program – Test Conditions Reports
5. Official Draft Surveys
6. Chief Officer Draft Surveys
Engine 1 1. D09: Engine Departure Checklists
Control 2. D10: Engine Arrival Checklists 2 years
Room 3. OPS12: Bunker Checklist
ECR or 2 1. Spare Parts Requisitions (Order Star) Engine Dept.
C/Eng 2. Delivery Notes for supplied items - Engine 3 years
ECR or 2B 1. Chemical Inventory (Excel File)
C/Eng 2. Lubrication Oil and Grease Inventory (Excel File) 2 years
ECR or 3 1. Damage Reports (Warranty Claims) Engine Part (Excel File) 5 years
C/Eng 2. Repair Order/Specific (Order Star) (Warranty
3. Repair Order Summary Claims
unlimited
time)
ECR or 4 2. Monthly Pre-Planning of Maintenance Works (Excel File)
C/Eng 3. Monthly Maintenance – Executed Works (Excel File) 4 years
ECR or 5 1. NKK Stern Tube Lube Oil Sampling Procedure
C/Eng 2. Lube Oil Sample Control Slips 5 years
3. Lube Oil Sample Analysis Results
4. Lube Oil Delivery Receipts (Castrol)
ECR or 6 1. On/Off Hire Bunker Accounts
C/Eng 2. Fuel Oil Analysis Results 5 years
3. OPS09 Bunker Delivery & Reception Statement
ECR or 7 1. Incoming Correspondence
C/Eng 2. Outgoing Correspondence 5 years
ECR or 8 1. Technical Information from Office and Makers Unlimited
C/Eng time
ECR or GF R/H 1. M01: Running Hours Main Engine
C/Eng 2. M02: Running Hours Auxiliary Engine 5 years
3. M03: Running Hours Auxiliary Equipment
4. M04: Running Hours Compressors and Pumps
ECR or GF 1. M10: Main Engine Performance
C/Eng M/E 2. M11: M/E Cylinder Liner Report
3. M12: M/E Piston Report 10 years
4. M14: M/E Crankshaft Alignment
Page 7 of 8
5. M17: M/E Bearing Inspection

6. M18: M/E Foundation Bolts
ECR or GF A/E 1. M20: Auxiliary Engine Performance
C/Eng 2. M21: A/E Cylinder Liner Condition Report
3. M22: A/E Piston Cond. Report 10 years
4. M23: A/E Connecting Rod Cond. Report
5. M24: A/E Crankshaft Alignment
6. M25 A/E Inspection Sheet of valve/guide
7. M27 A/E Inspection of bearing
ECR or GF 1. M30: Auxiliary Equipment Accumulators Monthly Condition
C/Eng A/Eq. 1. M31: Aux/Equip Treatment of Boiler Water 5 years
2. M32: Aux/Equip Treatment of Cooling Water
3. M33: Aux/Equip Evaporator Condition Report
4. M36: Aux/Equip DG/ER/Deck MEG OHM Test Results
5. M37: Aux/Equip Potable Water
6. M38: Aux/Equip Lube Oil + Fuel Supply + Consumption Status
ECR or GF 1. M64: CMS Record of Inspections
C/Eng Other 2. M65: Safety Equipment Status
3. M69: Engine Alarm and TRIP Test 5 years
(MI: Archived on Deck)
4. See TFR2 - Master
Page 8 of 8
Verification, Review and Evaluation Sect. 12.0-12.5

12.0 Verification, Review and Evaluation
12.1 General/Internal-/External Audits 1.5
Internal Audit of the Company / 1.6
Vessels
12.1.1 Scope of an Internal Audit 1.5
12.1.2 Internal audit extension
12.1.3 Non-Conformities 1.5
12.2 Reviews 1.5

12.2.1 Company’s Annual
Management Review 1.5
12.2.2 Master’s Review 1.5
12.2.3 External Entities with delegated
ISM-related tasks 1.5
12.3 The typical Internal / External 1.5

Audit Path
12.4 Process of an Audit, Independence 1.5

of Auditors
12.5 Result of the Audit and Review 1.5

12.5.1 Reporting 1.5
Annex: List of Forms 1.3
Page 1 of 18
12.1 Internal Audit of the Company/Vessel
The Company will carry out Internal Audits within SMS concerned departments/on board
vessels on at least once a year basis to verify whether the internal organisation and actual
safety and pollution prevention activities comply with the SMS and satisfy ISM intentions.
Preparations for the presentation of the SMS for Internal Company Audit shall be instructed
by the Quality Department, for shipboard Internal Audit prepared by the Internal Auditor.
Internal Audit interval should not exceed 12 months.
The Audit will evaluate the efficiency of the shore side/shipboard SMS at least once per year
to assess whether or not the system is in accordance with procedures and intends. The
Interval of carrying out the Internal Audit on board the vessels may be extended up to three
month upon DPA’ discretion and based on the convenience of ports.
When Interim Safety Management Certificate is issued, Company will plan internal audit of
the ship within three months.
Company personnel carrying out the audit will be qualified for the areas being audited. Each
time the Quality Department will advise Master who is authorized to carry out Internal Audit
by letter.
Under the authority of the Quality Department, it is the responsibility of the Department
Head/Master to follow-up on any deficiency/non-conformity found within departments/on
board and to verify that corrective action is implemented. Records of internal audits shall be
carefully filed in the Company/on board.
12.1.1 Scope of an Internal Audit
The intention of an Internal Audit is to verify whether or not the implemented SMS including
the appendices is functioning as documented and intended. In case it isn’t- the audit will
identify deficiencies/non-conformities and appropriate corrective action will be proposed and
implemented.
Such corrective action should serve as motivation of department employees/the crew,

including Department Heads/the Master, in additional training, additional allocation of
resources or changing formal procedures which may have been erroneous or incomplete
from the very implementation of the SMS.
The results of the audit will be fully documented and corrective actions, when approved and
implemented should, among others, be subject of the Management Review/Master’s Review
to verify whether or not these corrective actions have solved the deficiency/non-conformity.
If the corrective action is implemented, then the continual improvement loop should be
closed (see Sect. 9.2). However, Deficiencies/Non-Conformities shall be subject to future
verification to find out that the corrective action has performed as intended.
Page 2 of 18
12.1.2 Internal audit extension
When there are exceptional circumstances, the company may postpone the internal audit for
a ship for up to three months. The exceptional circumstance will be recorded and the next
internal audit will be due one year from the date of the missed internal audit. The request for
the extension to be sent to DPA from Master.
In case when Internal Audit cannot be carried out within one year, the Class and
Administration must be advised.
12.1.3 Non-Conformities
All non-conformities raised during Port State Control, Flag State and vetting should be informed
to the relevant authorities.
Page 3 of 18
12.2 REVIEWS
12.2.1 Company’s Annual Management Review
1. Scope
Defining the controls and activities required to ensure that:
- Management review is conducted at least annually;

- Management review is covering relevant aspects of the SMS;
- Results of the review are covering the basic aspects of improvement if need be;
- Recommendations and decisions are followed-up;
- Relevant information is reported to involved employees in order to improve the
efficiency and effectiveness of the Safety Management System.
2. Process
2.1 Planning
The Quality Department will plan the Management Review at least once a year.
Participants of the meeting will be the following persons:
- Management
- Head of Technical Department
- Head of Operation Department
- DPA
2.2 Agenda
The agenda will include at least the evaluation of:

- Previous meeting outstandings if any
- Safety & Pollution Prevention policy of the Company;
- Deficiency- of internal and non-conformity notes from 3rd party audits;
- Master Review reports;
- Analyses of incidents (including accidents, near-misses, etc.);
- Internal and external surveys and inspections;
- Effectiveness of procedures, instructions, checklists, etc.;
- Recommendations/conditions of class and memos, following class and statutory
surveys;
- The overall effectiveness of the Safety Management System in achieving stated safety
& pollution prevention objectives;
- Any other subject related to safety and pollution prevention shore side and within the
fleet.
Page 4 of 18
2.3 Action plan
An action plan for necessary improvements shall be established.
2.4 Minutes of meetings.
The Operations Manager is the Keeper of the Minutes.
2.5 Follow-up
The Quality Department will ensure that all actions are carried out as agreed. The
Quality Department shall monitor the status of the agreed actions and observe the
results.
2.6 Information flow
The Action plan shall be distributed to the office departments/ships for information and
for appropriate follow-up and implementation.
12.2.2 Master’s Review (FORM-A11)
Section 12.2 of the ISM-Code calls for a periodical evaluation of the Safety Management
System. A part of this very assessment is, among others, the Master’s Review. The intent is
to assess, whether or not safety, pollution prevention and maintenance on board, assistance
by the shore side organisation function in accordance to procedures laid down in the SMS
and intends of the ISM-Code. Since the ship’s Master is the core of the shipboard SMS, it is
he who may judge best the effectiveness of the system for his ship.
Therefore, the shore side organisation shall be guided by the following:
1. Objective of the Master’s Review

It is defining the controls and activities required to ensure that:
- the Master’s Review is conducted at the end of the contractual period or during the
term of command (upon Company request in the latter case);
- the SMS is constantly reviewed with respect to it’s efficiency and potential for the
vessel;
- the probable need for improvement remains always a principal aim of all on board,
- the Master’s Review is prepared in such a manner as to serve as valuable and
practical input for the Management Review; deficiencies in the system are so
reported to the Company and can be acted upon.
Thus, the SMS may be improved over time and brought into a practical and operable
system.
Page 5 of 18
2. Process
2.1 Planning
It is the responsibility of the Master to review activities described in the SMS to officers
and crewmembers. The results of the review shall be discussed with the Shipboard
Management Team (SMT) and the Safety Committee on board.
2.2 Subjects
In the meeting, consisting of at least the Ship Management Team, the results of below
mentioned but not necessarily limited subjects;
- deficiencies and non-conformities of the internal and 3rd party audits;

- incident report(s) (including accidents, near misses etc.)
- recommendations, conditions of class and memos, following class and statutory
surveys;
- findings of Port State Control Inspections;
- the timely closure of deficiencies, and non-conformities and improvement actions;
- any other subject related to safety and pollution prevention raised during the
meeting;
Shall be examined regarding status and effectiveness. Minutes of meeting shall be
recorded of which then derives the Master’s Review in writing to be forwarded to the
office of the Quality Department.
2.3 Subjects of the Master’s Review
Review activities will include but are not necessarily limited to the following subjects
related to the SMS;
- The total efficiency of the shipboard SMS;

- Procedures;
- Instructions;
- Checklists;
- Forms;
- Reporting processes and formats;
- Results of Drills;
- Status of training programmes for all crewmembers; Maintenance of the Ship and
Equipment.
- PSC Performance for the year
2.4 Reporting of the Master’s Review
The Master’s Review is to be addressed to the Quality Department who will liase with the
DPAs.
The Master’s Review will be scrutinised during the Management Review Meeting.
Page 6 of 18
The DPAs will monitor the progress on activities decided upon during the Management
Review Meeting and reports to the Quality Department.
Nota:
If the Master’s Review is prepared at the end of the contractual period only, the ship
Master’s particular attention is drawn to the instructions given in Part 10.0, Section
10.2 of this Manual.
12.2.1 External Entities with delegated ISM-related tasks.
In case if in future Company delegates ISM-related tasks to the Company's branch

offices or to external entities, same will be outlined in the SMS. The Company will verify
that all those undertaking ISM-related tasks perform in accordance with established
procedures.
Page 7 of 18
12.3 The typical audit path
Section 12.3 of the ISM-Code provides for audits and possible corrective action to be
carried out in accordance with procedures laid down in the SMS, these are in addition to
the continual improvement loop shown in Section 9.2:
INTERNAL/
EXTERNAL
AUDIT
Corrective Action
Deficiency/Non-
proposed to the
Conformity Quality
Identified Department
Identified deficiency/ Corrective action,

non-conformity
closed by the Quality Root Cause and
Department Preventive Action
Investigated and
Implemented
Thereof derives that:
- Internal audits of departments/ships involved in the SMS are planned annually;

- Internal audits are conducted at least annually;
- External audits (Company) yearly, vessels approx. midway of validity of SMC
- Results of the audit require to be properly recorded and reported;
- Corrective actions implemented.
- Follow-up on Deficiencies/ Non-Conformities, if any, by the Department Head/
Master
- Closure of Deficiencies/ Non-Conformities within the time-frame agreed upon.
Page 8 of 18
12.4 Process of an Audit, Independence of Auditors
a) Planning and preparing the Audit

In due course but prior to a scheduled audit, the Quality Department will:
- Confirm the operational availability of the vessel and appoint the auditor,
- Inform the auditor of the date and schedule of the audit,
- Inform the selected vessel.
If the scope of the audit requires more than one auditor, the Quality Department will appoint
an audit team and among the team select the Lead Auditor.
The Auditor shall be independent of the activity being audited and possess knowledge of the
function/ activity being audited. Furthermore, he will be qualified/ trained in carrying out
internal safety/ pollution prevention audits. A joining Master may conduct an audit if so
instructed by the Company. Important is that he is conducting the audit BEFORE taking
command of the vessel in order to guard his independence while carrying out the task.
b) Conducting the Audit (course of events)

The Auditor must have a nautical / engineering background and should be independent in
his standing.
Every Incoming Master should conduct an Internal Audit before taking over command. He
should have an:
• An opening meeting with the persons involved in the audit;

• Interviews with persons from all levels on board,
• Document and file review;
• A general tour through the ship for the purpose of physical condition evaluation;
During the audit deficiencies/non-conformities, if any, shall be identified and documented in

terms of the specific requirement of the SMS (Form CAR). The more information available
from different sources supporting a deficiency/non-conformity, the stronger is the objective
evidence for the need of corrective action.
For each deficiency/non-conformity and "observation" or "finding" a standard deficiency/non-

conformity or observation note will be issued (Form CAR). Observations, which are not yet
classified as deficiencies/non-conformities shall also be listed and presented in writing
(Form CAR).
Besides Observations, Findings, if any, the auditor may come across:
• "deficiency/non-conformity" = the non-fulfilment of a specified

requirement of the SMS;
• "major deficiency/non-conformity" = a serious risk requiring immediate
corrective action(s).
Page 9 of 18
12.5 Result of the Audit and Review
At the end of the audit, a closing meeting is to be arranged, preferably in the presence of all
persons interviewed but at least with the Department Heads/Master and Chief Engineer.
The main purpose is to present the observations, deficiencies/non-conformities noted
during the audit.
The result of the audit will be brought to the attention of all personnel having responsibility in
the audited areas.
The Auditor will present a summary and conclusions, starting with the positive elements and
continuing with findings and comments. A word of appreciation to department staff/crew for a
positive assistance and co-operation if this has been the case.
The auditor shall present the deficiencies/non-conformities, if any, in such a way that no
misunderstanding or disagreements occurs at a later stage.
Each deficiency/non-conformity shall be signed by the Department Head/Master. Corrective

action and the time-frame for the remedial implementation of corrective actions are to be
agreed upon.
Originals of the forms shall be left with the Department Head/Master and the auditor will take
a copy for his reporting.
Finally, the principles of auditing once again shall be repeated in short and follow-up of non-
conformities and comments thereto underlined.
12.5.1 Reporting (Form: AuProRep and Form: CAR)
The auditor shall write his audit report on site after performing the audit. This report shall be
submitted to the Quality Department for acknowledgement, be subject to approval and shall
also be handed to the Head of Department/Master of the audited department/ vessel for
reorganisation and signature.
The Report shall include the following information:
- Summary dates and place of audit (Form: AuProRep);

- Audit program and schedule (Form: AuProRep);
- The audit result and conclusions (Form: AuProRep);
- Deficiencies/non-conformities/observation notes; if any, (Form: CAR)
- Proposed corrective actions and agreed time frame for follow-up (Form: CAR).
Audit reports are confidential. Any distribution shall be approved by the Quality Department.
Page 10 of 18
Annex: List of Forms
Forms FORM NAME INSTRUCTIONS: Forms to be sent by email
To be filled in at the occasion of on-signing

A01 IMO Crew list personnel, e-mailed to the office, signed version
for ship's files.
A02 Validity of Crew Documents personnel, e-mailed to the office, signed version
for ship's files.
A03 Crew list (for crew change) personnel, e-mailed to the office, signed version
for ship's files.
Print the form, complete it out, sign it and scan it in
A04 Travel expenses together with invoices. Send the complete fail by e-
mail to Crewing Department
A05 Alcohol and Drug Policy personnel, e-mailed to the office, signed version
for ship's files.
Form to be completed and reported when taking
over command via Globeform to Technical and
A07 Protocol of Hand-Over - MASTER
Quality Department. Hardcopy to be (stamped and)
signed for the Vessel´s Archive.
Form to be completed and reported when taking
Protocol of Hand-Over - over command via Globeform to Technical
A08
CHIEF ENGINEER Department. Hardcopy to be (stamped and) signed
for the Vessel´s Archive.
A09 Letter of Indemnity Signed Version for Ships Files.
To be forwarded via GlobeForm to Operations
A09-1 Visitors Safety Guide Department. Signed Version for Ships Files.
To be completed prior to granting access.
To be forwarded via GlobeForms to Operations
A09-2 Service Technician’s Safety Guide Department. Signed Version for Ships Files.
To be completed prior to granting access.
To be forwarded via GlobeForms when taking over,
A10 Ship Masters Verification
signed version for ship's files
To be forwarded via GlobeForms at end of contract
A11 Master's Review or when requested by the Company, signed
version for ship's files
Form to be completed and reported weekly via
WEEKLY INSPECTION TOUR
A14 Globeforms to Technical Department. Hardcopy to
REPORT
be (stamped and) signed for the Vessel´s Archive.
To be filled in at the occasion and reported via
AccR Accident Prevention Record
Globeform to Quality Department
To be forwarded via Globeforms to Quality
AuProRep Internal audit program/ report
Department timely after the audit.
Page 11 of 18
RP Expenses for Charterers / Company Report + Bills to be forwarded to Accounting

B03
Account monthly via email, copy for ship's files.
Report + Bills to be forwarded to Operation
B04 Justification for Charterers Account Department monthly via email, copy for ship's
files.
Report + Bills to be forwarded to Operation
Extra Work / Material for Charterers
B05 Department monthly via email, copy for ship's
Account
files.
Report + Bills to be forwarded to Accounting
B06 Monthly Bonded Store Account Department monthly via email, copy for ship's
files.
Report + Bills to be forwarded to Accounting
B07 Monthly Cash Account Department monthly via email, copy for ship's
files.
Form to be completed every 4 Months and to be
sent to Crewing Department. On board "to be kept
B08 Crew Member Confidential Report
confidential in the C:\reports folder, NO print out
for ship's files".
To be signed onboard and to be sent to Crewing
B09 Formal warning by Master Department as scanned copy. COPIES: Seafarer
Ship’s File, Official Log Book
Signed copy scanned and forwarded to personal
B10 Dismissal Letter
department via e-mail.
To be filled in at the occasion and send to Quality
CAR Corrective action report
and or Technical Department via Globeforms.
Form to be completed and reported monthly via
email and Globeforms to Technical Department.
C01 Control Sheet for Certificates
Hardcopy to be (stamped and) signed for the
Vessel´s Archive.
1. Masters are to carry out an inspection of the
cargo holds as soon as they are empty and to
record their findings in the Form.
CHC1 Cargo Hold Condition
2. Masters are to substantiate their findings by
close-up photographs and address them together
with the form to mail@bluships.com
This Report is to be issued at the end of each
D01 Monthly Safety Report Month. Any Deficiency is to be reported via
Globeforms.
To be filled in at the occasion and send via
D02-1 Near Miss Report Globeforms to Quality Department, signed version
for ship's files
To be filed onboard. Found deficiencies to be
Monthly Survival Crafts and Launching
D03 communicated to responsible department in
Appliances
Company.
Steering Gear Testing and Drills This Form addressed to GlobeForms once every
D04
Checklist three months or WITHIN 12 hours prior departure
Page 12 of 18
This checklist is to be addressed to the Server and

filed on board and general remark "ship ready to
D05 Bridge Arrival/Departure Checklist go to sea" recorded in the Log-Book. Master to
amend details as necessary for the type of vessel,
equipment and trade.
Signed version for ship's files. Entry to log book
D07 Checklist for Sea Readiness (Deck)
"Ship ready to go to Sea"
Work Permit (Electrical, Working aloft,
D08 1 / 2 Enclosed space, Energized areas,
Form to be completed and reported via Globeforms
and 2 / 2 Outboard, Arc- and Oxyacetylene/
welding)
D09 Engine Departure Checklist Signed version for ship's files.
D10 Engine Arrival Checklist Signed version for ship’s files.
D11 Anchoring Checklist Signed version for ship’s files.
D12 Helicopter checklist Signed version for ship’s files.
D13 Diving Permit Signed version for ship’s files.
To be forwarded via GlobeForms (to Quality
D15 Planner and record of Drills and training
Department) quarterly: Jan Apr Jul Oct
M01 Main engine running hours email to Technical Department. Hardcopy to be
(stamped and) signed for the Vessel´s Archive.
M02 Auxiliary engine running hours email to Technical Department. Hardcopy to be
M03 RH auxiliary equipment Globeforms to Technical Department. Hardcopy to
M04 RH compressors and pumps Globeforms to Technical Department. Hardcopy to
M10 Main engine performance Globeforms to Technical Department. Hardcopy to
Form to be completed and reported as per
Maintenance Schedule via Globeforms to
M11 M/E Cylinder liner report
Technical Department. Hardcopy to be (stamped
and) signed for the Vessel´s Archive.
M12 M/E piston report
M14 M/E crankshaft alignment
M17 Bearing inspection M/E Maintenance Schedule via Globeforms to
Technical Department.
Page 13 of 18

M18 Foundation bolts for M/E
M20 A/E performance email to Technical Department. Hardcopy to be
M21 A/E Cylinder liner cond. report
and) signed for the Vessel ´s Archive.
M22 A/E piston cond. report
M23 A/E connecting rod CR
M24 A/E crankshaft alignment
Maintenance Shedule to Technical Department.
M25 A/E inspection sheet of valve/guide
Hardcopy to be (stamped &) signed for the
Vessel´s Archive.
Maintenance Shedule to Technical Department.
M27 A/E inspection of bearing
Hardcopy to be (stamped &) signed for the
Vessel´s Archive.
M30 Accumulators monthly condition Globeforms to Technical Department. Hardcopy to
M31 Treatment of Boiler Water Globeforms to Technical Department. Hardcopy to
M32 Treatment of Cooling Water Globeforms to Technical Department. Hardcopy to
M33 Evaporator CR Globeforms to Technical Department. Hardcopy to
Form to be completed and reported (6) six-monthly
(= two times a year) via Globeforms to Technical
M36 D/G E/R, Deck- MegΩ Test
Department. Hardcopy to be (stamped and) signed
for the Vessel´s Archive.
M37 Aux/Equip Potable Water Globeforms to Technical Department. Hardcopy to
Page 14 of 18

Lube oil + fuel Supply+ Consumption
M38 email to Technical Department. Hardcopy to be
status
Globeforms to Technical Department. Hardcopy to
M40 Bridge equip. cond. assessment be (stamped and) signed for the Vessel´s Archive.
Enter relevant Inspection dates and general
Condition.
Condition of cargo gear and deck
M41 be (stamped and) signed for the Vessel´s Archive.
equipment
Condition.
M42 Cargo cranes condition be (stamped and) signed for the Vessel´s Archive.
Condition.
M43 Anchor/ mooring, access equip. CR be (stamped and) signed for the Vessel´s Archive.
Condition.
M44 Cargo Compartments CR be (stamped and) signed for the Vessel´s Archive.
Enter relevant Inspection Dates and general
Condition.
Form to be completed and reported via Globeforms
M45 Ballast tank CR to Technical Department. Hardcopy to be (stamped
Form to be completed and reported after damage
M50 Damage Report Deck/Engine to Technical Department. Hardcopy to be (stamped
CHIEF OFFICER’S HAND-OVER Form to be filled by hand and to be forwarded to
M56 C/O
REPORT on-signer.
Form to be filled by EOW by hand and to be
M56 ENG Engineer´s Hand-over Report
forwarded to on-signer.
Form to be filled by Electrician by hand and to be
M56 ETO Electricians Hand-over Report
forwarded to on-signer.
Form to be filled by hand and to be forwarded to
M56 OOW Officer of the Watch Hand-Over Report
on-signer.
Chief Engineers are to advise the Superintendant
of CMS Items inspected. The Superintendant shall
organize Class Surveyor attendance for Credit of
M64 CSM Record of Inspections CMS Items. Form to be completed and reported
together with pictures via email to Technical
Department. Hard Copy to be filed for Vessel´s
Archive including a Hard Copy of relevant Pictures.
Page 15 of 18
To be completed and saved whenever Progress

M65 Safety Equipment Status brings Changes. To be forwarded prior Services to
the Technical Superintendant
To be sent Quarterly to Technical Department via
M69 Engine Alarms and TRIP Test
Globeforms.
To be forwarded monthly via e-mail to Technical
MI Condition / Maintenance Deck
Department, signed version for ship's files.
Hardcopy to be (stamped and) signed to be filed
OPS01 Voyage Planning (incl. Waypoints and Attachments) for the Vessel´s
Archive.
OPS02 USA Pre-Arrival / Departure Checklist Signed Version for Ship´s Files.
To be filled in after end of passage and forwarded
OPS03 Voyage Report via email to Operation Department. Signed Version
as a Hardcopy for Ship´s Files.
To be forwarded prior voyage via email to
OPS04 Notice of Readiness Operation Department. Signed Version to be filed
as a Hardcopy for Ship ´s Files.
To be forwarded via email to Operation
Authorization to sign B/Ls on behalf of
OPS05 Department. Signed Version as a Hardcopy to
Master
Ship´s Files.
To be forwarded together with photos via email to
OPS06 Stevedore damage report Operation Department. Signed Version as a
Hardcopy to Ship´s Files.
To be forwarded together with photos via email to
OPS07 Casualty / Insurance report Operation, Quality and Insurance Department.
Signed Version as a Hardcopy to Ship´s Files.
Applies for USA ports ONLY, signed hardcopy to
OPS07/1 Stevedore none injury Report
be mailed to the Company, copy for ship's files.
To be forwarded together with bunker receipt via
OPS09 Bunker delivery & reception statement email to the Operation Department. Signed Version
as a Hardcopy for Ship´s Files.
To be forwarded via GlobeForms to the Office.
OPS10 Loading / unloading Plan
Signed Version as a Hardcopy for Ship´s Files.
Ship/ shore safety checklist for bulk To be forwarded via GlobeForms to the Office.
OPS11
carrier Signed Version as a Hardcopy for Ship ´s Files.
ONLY prior and during Bunkering. Signed Version
OPS12 Bunkering Checklist
for Ship ´s Files.
To be forwarded via email to the Operation and
OPS13 Armed robbery Insurance Department. Signed Version as a
Hardcopy for Ship´s Files.
Signed Version for Ship´s Files. To be filled when
OPS14 Pilot Ladder Checklist using Pilot Ladder. Checklist is subject of Log
Book Entry.
To be filled in before Vessel´s Departure. To be
Bomb / weapons / stowaway / forwarded via GlobeForms to the Office after
OPS15
smuggler / anti-Drug search list Departure.
Signed Version as a Hardcopy to Ship´s Files.
OPS16 Checklist before and after loading Signed version for ships files.
Page 16 of 18
To be completed weekly. Signed Version for Ship´s

OPS17 Routine inspection weekly checklist
Files.
OPS18 Pilot information list Signed version for ships files.
ONLY if Coal is loaded. Hardcopy to be signed for
Record reading for holds loaded with
OPS19 Ship´s Files. Form needs to be send to Operation
coal
Department.
Form to be completed during port stay.
OPS20 Port watch Hardcopy to be (stamped and) signed for the
Vessel´s Archive.
To be sent without delay to Insurance and Quality
PIR Personal injury report
Department via email.
To be sent on occasion to Personal and Quality
PMR Personal medical report
To be filled in on Occasion of Landing Goods and
Landed Goods Advice / Proforma
S needs to sent via email to Procurement
Invoice
Department.
SEC CrEq1 Critical Equipment Checklist To be addressed to the Server on a monthly basis.
1) In Order that the SSP reflects current security
procedures at all times it is necessary that a
REGULAR review of relevant SSP Sections and
SSA is carried out. Any changes noted shall be
passed to the CSO
SEC1 SSP Review Sheet
2) If additional space is needed, subsequent pages
have to be prepared. Completed pages must not be
removed in order to maintain the history of reviews
of the SSP and SSA but all changes included to the
SSP’s amendment sheet.
To be maintained as per ship’s SSP and addressed
SEC3 Security incident report
to the Server.
ISPS Code - Ports Maritime Security To be addressed to the Server after sailing from
SEC4
Performance each port.
SEC5 Security Level at last ten Ports
to the Server.
SEC6 Declaration of Security (Port; Ship)
to the Server.
SEC7 Declaration of Security (Ship; Ship)
to the Server.
To be filled in on Occasion of Hazards on Vessel
SEC8 Hazardous Substances
and report it to Quality Department via email.
To be filled in on Occasion and report it to Quality
SEC9 Security Reporting Form
Record to be kept for min. 5
SEC10 Security Review
Years.
Page 17 of 18
1. To be handed to the Onsigner, respectively, the

crewmember on board.
2. To be returned to the SSO#1 when signing off.
3. The same duties to be familiarized and assigned
SecD1 Shipboard Security Duties to an Onsigner
4. This Form is to be addressed to the Server
immediately after signature.
5. This Form is to be kept on board in a
confidential File.
To be sent via GlobeForms monthly to the office,
SMR Safety Monthly Report
signed copy for ship´s file.
Standby- Form to be completed and reported monthly via
Standby Equipment Checklist
Equip Globeforms to Quality Department. Hardcopy to be
(stamped and) signed for the Vessel´s Archive
Form to be filed on board, copy to be sent to the
TFR1. Training & Familiarization Record
Company via Globeforms.
To be forwarded every 2 Months via GlobeForms.
TFR2. On-Board (Safety) Training
Signed Version for Vessel´s Files.
To be addresses to the Server on a monthly basis.
Training/Familiarization as per SMS Part Monthly training sessions to be held and recorded
TFR5 8.0, SOLAS 74 as amended, MARPOL in the context of SMS Part 8.0, SOLAS 74 as
73/78 as amended… amended, MARPOL 73/78 as amended and ISPS
Code related SECURITY Training.
TFR5D Drill Report (Lifeboat / Emergency) To be filed onboard.
Panama Canal SOPEP Training To be e-mailed to the Server at the end of each
TFR6
Requirement calendar month
For vessels with ECDIS as primary means of
ECDIS Type specific familiarization navigation. To be completed during the relieving
TFR7
check list handover. To be printed, signed and forwarded to
quality@bluships.com.
To be filled in occasion (once a year) and filed to
TFR8 Security Exercises
Server.
To be filled in occasion (quarterly) and forwarded
TFR9 Security Drills
vie Globeforms to Quality Department.
Page 18 of 18

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BLUMENTHAL ASIA PTE LTD

SAFETY MANAGEMENT SYSTEM (SMS)

General Index Sect.: 1.0-12.5

Revision Date Originator Description of changes

07 29/10/2015 Marine Department 1) Risk assessment ( Part 7.7.3 pages 47-51)

Latest Rev. Aug. 2019

General Index Sect.: 1.0-12.5

15) Formal Safety Assessment ; Part 7, Page 50

1) General Index; Pages 2

1) General Index; Pages 2

16 27.03.2019 1) General Index ; Page 2

17 23/08/2019 1) General Index ; Page 2, 4, 5, 6

Latest Rev. Aug. 2019

General Index Sect.: 1.0-12.5

Latest Rev. Aug. 2019

General Index Sect.: 1.0-12.5

Part Section Sub-Sect.: Title Revision Date

1.0 General Feb. 2015

1.1 Definitions 1.4 Nov. 2017

2.0 2.1 Company’s Safety & Jun. 2016

2.2 2.2.1 Company Safety Management 1.4 Feb. 2014

3.0 Company Responsibility Feb. 2014

3.1 3.1.1 Declaration of Responsible Operator 1.3 Aug. 2016

4.0 Designated Person Oct. 2014

5.0 Master’s Responsibility & Authority Oct. 2014

5.1 5.1.1 Statement of Master's & 1.4 Jul. 2017

Latest Rev. Aug. 2019

General Index Sect.: 1.0-12.5

Part Section Sub-Sect.: Title Revision Date

6.1 6.1.1 Masters Qualification and 1.4 Feb. 2014

6.7 Crew disciplinary process 1.1 Feb. 2015

7.0 Shipboard Operations Oct. 2014

7.1 7.1.1 Watchkeeping at Sea 1.6 Jul. 2017

7.6 Pollution 2.1 Mar. 2019

8.0 Emergency Preparedness Feb. 2014

8.1 Emergency Situations 1.5 Jul. 2017

Latest Rev. Aug. 2019

General Index Sect.: 1.0-12.5

Part Section Sub-Sect.: Title Revision Date

9.1 9.1.1 Purpose and Scope of Part 9 1.3 Nov. 2017

10.0 Maintenance of Ship and Equipment Feb. 2014

10.0 10.0.1 Technical- & Deck Maintenance 1.3 Feb. 2014

11.0 Documentation and Documents Feb. 2014

11.1 Documentation and Control 1.4 Nov. 2017

12.0 Verification, Review Sep. 2014

Annex: List of forms 1.3 Aug. 2019

Latest Rev. Aug. 2019

General Sect. 1.1-1.4

Part Section Sub-Sect.: Title Revision

1.2 Statement of Objectives 1.4

1.3 Application of the Company's 1.6

1.4 Functional Requirements for 1.4

General Sect. 1.1-1.4

Accident = all incidents which result in harm to people and damage to

Casualty = an accident with substantial damage/losses such as stranding,

Damage = Circumstances or external influence, causing defect(s) or

Deficiency/Non = a deficit in the process which requires to be corrected, eliminated,

Emergency = a sudden, unexpected, dangerous occurrence demanding action

Failure = Deficiencies, due to wear developing within a system causing

Quality = distinguished compliance with specific requirements

General Sect. 1.1-1.4

DOC = Document of Compliance (Certificate for a Company

DPA = Designated Person Ashore

HoD = Head of Department