V E T T I N G P R E PA R AT I O N B Y O P E R AT O R

1. Vetting preparation / Training.

VIQ 7 is focused on Crew competency in use of LSA and response to emergencies.
A refreshing training need to be carried out to crew and all need to be aware to the below which of course
are not exhaustive:
start emergency generator
start emergency fire pump
start emergency steering gear
use of emergency stops for cargo pumps/sludge/sewage pumps/fans/oil pumps.
deck oils spill collection (oil spill pumps & associated equipment)
use of Dump valves.
Use of flooding dampers in pump room
Capacity of pump room fans /time of atmosphere exchanges by the
fans.
CSO/DPA name contact details.
Crew duties in case of emergency (fire/abandon/oil spill).
Name of the loaded cargo /flashpoint/volatile or non-volatile.
Primary & secondary means of venting arrangements (P/V – Pressure sensors in CCR).
Risk Assessments, Officers need to know what is the purpose of use, how to create how we
reduce the risk, additional controls, access to the library e.t.c.
All crew to be aware of procedures for enclosed space entry/ Pump room entry.
All crew are aware where Fire plans and International Shore connection is placed on
deck/accommodation.
Use of Fire GS Bilge pumps.
Ship Shore Safety Check List, all Officers to be aware of the contents & abbreviations. Deck
Crew need to be familiar with checks required as per checklist.
Deck Officers to be familiar with the test of Autopilot and Off course alarm and procedures to be
posted.
Master to be familiar with BNWAS operation and passwords. (Alarm levels/stages)
Officers to be aware and familiar with the use of dead man alarm of engine/UMS procedures
Crew to be aware of the spaces inspected during fire patrols and their duties. (What they are
inspecting ...fire, watertight doors to be closed, equipment secured)
Officers to be aware of use of GMDSS equipment in case of emergency and how to send a
designated distress call.
Crew to be aware of the arrangements for lifting an incapacitated person from the Pump room.
Deck Officers to be familiar with the use/calibration of Gas Instruments.
Officers to be aware of the requirements for HOT Work.
Officers to be familiar with the use of e-PMS for planning jobs/history/critical list and spare part
lists equipment.
Fire mains, fire pumps and hydrants, hoses, nozzles and international shore connections;
Fixed fire detection and fire alarm systems;
Fixed fire extinguishing systems and other fire extinguishing appliances;
Automatic sprinkler, fire detection and fire alarm systems;
 Ventilation systems, including fire and smoke dampers, fans and their controls;
Emergency shutdown of fuel supply;
Fire doors, including their controls;
General emergency alarm systems;
Emergency escape breathing devices;
Portable fire extinguishers, including spare charges;
Firefighters-outfits;
Inert gas systems;
Deck foam systems;
Fire safety arrangements in cargo pump rooms;
Flammable gas detectors.

2. All Officers including Master they need to be familiar with ECDIS:

The Master and deck officers should be familiar with the operation of the ECDIS. Master and deck officers
should be able to demonstrate the operation of the ECDIS including, but not limited to:
Creating and uploading passage plans
Recalling previous voyages
Route checking and management of alarms
Plotting manual fixes (visual bearing and radar range)
Creating parallel index lines
Setting safety depths and safety contours as appropriate to the draught of the vessel
Setting of Safety frame/safety cone
Ensuring the system is updated to the latest corrections.
AIS and or Radar overlay if fitted
Understanding of limitations of operating in RCDS mode
Knowledge of SCAMIN and how it is displayed
Knowledge of CATZOCs
Familiarity of deck officers with contingency action in case of ECDIS failure.
The above list is not exhaustive, and the inspector can ask other features to be demonstrated in
order to assess knowledge of the system.

⚠ ECDIS TOP 20 Questions

⚠ Admiralty Guide to ECDIS audits and inspections

3. Technical Preparation
As your vessel is scheduled for vetting inspection revert with your feedback on
ours pre vetting inquiries and advise if there is any outstanding which may be an issue for the inspection;
Critical spare parts list
Check if any WO is going to be overdue. Pls adv details & reason in order to decide how we will
proceed.
Check to have L.O samples analysis (3 months). Check Red /Caution analyses
Check last bunkering operation covering CLs + ORB records.
Check Enclosed space Permits
Check various log books (Engine log Book, ORB, Inert Gas log, Night order book)
 HOT work permits notifications, Response from the office and covering CL and Risk assessment.
Testing of all emergency/critical equipment (fire p/p, emergency generator, L/B, quick closing
valves, OWS, etc). Records of critical and emergency equipment regular testing available Procedures to
restart essential equipment i.e. regain power from the emergency to the main switchboard, charge the air
receivers for the main diesel generators, restart all auxiliaries, restart the main engine and boiler
OWS calibration made in time and recorded in ORB I; Coalescer renewal date
Changeover Procedures from HFO to MGO and vice versa for ME, DG, Aux Boiler
Ensure good operation of ventilation fan dampers.
Training/Familiarization records including CE and Engineers
E/Officers familiar with CE Standing orders and Night book orders
UMS CLs and M/E LOG properly completed.
Documented procedures that address engine room entry requirements when operating in the
UMS mode, and are the personnel on-board aware of these requirements. Special instructions for Dead
Man alarm
ER officers familiar with DRILLS actions, fixed firefighting systems.
Make sure the local HYPER MIST is in auto mode.
Sealed overboard valves records duly updated.
Workshop, store rooms steering gear compartment tide, no lose items
Traveling crane secured.
Fire doors self-closing devices operating properly.
Ensure good condition of Riken Keiki & MSA Altair
Inert Gas system alarms, trips and pressure and oxygen records. Calibration of Oxygen analyzer.
Special equipment to test the flame/smoke/temp detectors are in order and record of inspection is
available on board.
Make sure that no cans for leakages collection along with loosen rags are existing in E/R.
Change over and operation of emergency steering gear.
W/R time of C/E prior and during bunkering operations, approaching the ports.
Lifting equipment marking and periodical records.
 Testing of quick closing valves. Make sure that no devices for keeping open self-closing valves
exist.
Chemical room is equipped with a full-face mask, chemicals SDS in position and all flammable
chemicals have been removed to the paint locker.
MSDS available and placed near the chemicals
A/C suction set at re circulation.
EFP: verify proper condition prior arrival in port.
Condition of fire reel; to be properly greased.
Check and confirm hydraulic oil quantity for steer. gear, deck machinery, hydraulic valves.
Check fuel quantity of Emergency Generator tank & lifeboats
ER machine tools have adequate eye protection All moving machinery provided with effective
guards
Gauge glass closing devices on oil tanks of a self-closing, fail-safe type and not inhibited
Tank self-closing sounding devices must be in place and in good order
Bilge wells & Clean Drain Tank should be free from oil film and clean
Sea water pipelines and valves in good order without signs of heavy rust or damage. Especially
outboard valves.
Switchboards free of significant earth faults.
Level of lighting in all areas of the engine room satisfactory
General cleanliness and good housekeeping of all machinery compartments No leaks from
flanges and seals No leaks from diesel engines piping, connections shaft oil seals.
Hot surfaces free of any evidence of fuel, diesel and lubricating oil.

4. Revert with the following scanned copies of documents at your earliest convenience.
" Master Standing Orders.
" Master Night order book for the last 04 days.
" Passage plan/UKC calculation
" Screenshot of ECDIS for departing/arrival and a few representative screenshots.
" The ECDIS certificates generic/specific are available for all navigation Officers?
" Copies of ECDIS familiarization for all navigation Officers.
" Deck log book copies from departure Port till the full away.
" Copies of the last 02 pilots on board.
" Copies of radio logbook with daily/weekly/monthly GMDSS test.
" Copy of LSA/FFE/GMDSS Monitoring form
" Certificate Status form
" Date of the last MF/HF test with acknowledgment from the shore station.
" The capacity of rechargeable accumulator batteries is to be checked at intervals not exceeding
12M (VIQ 4.23). Advise the date of the test.
" Copies of the last 2 SSSCL filled.
" Copies of 2 last enclosed space entry permits (2 for the deck / 2 for the engine)
" Copies of the latest Hot Work Permits. Kindly ensure and advise if all documentation is available
(request from vessel/authorization from office/start up-end of work notification).
" Copy of Cargo Discharging Plan.
 " Copies of garbage record book since your departure from the loading port including the delivery
of garbage ashore if the same has been performed. Ensure all Garbage is properly segregated.
" Copies of 02 last bunkering checklist. (Crosscheck Chief Engineer's and Second Engineer's rest
hours against the bunkering checklist and bunkering times).
5. Typical engine room tests during SIRE inspection requested by inspector
Engine room bilge alarms.
Main engine crankcase oil mist detector (paper or smoke).
One smoke detector sensor in engine room
One smoke detector sensor in accommodation.
Auto start of emergency air compressor.
Manual start of emergency generator engine (no black-out test).
Simulated leak test on auxiliary engine jacketed fuel piping
Function test of 15 ppm alarm to stop pump or activate 3-way valve(s).
Operate emergency steering (prove oil reserve tank level).
Operate emergency fire pump (should produce >5 kgs/cm discharge)
Prove engine room main ventilator dampers are operational.
Prove funnel space vent closing device is operational.
Demonstrate planned maintenance system history.
Demonstrate spares inventory maintained

6. Documentation required to Sight (as applicable)

(the below documents could be prepared in one location where vetting will be carried out preferably in
Master’s Office)
Statutory trading certificates including DOC, SMC, Certificate of Class and CSR.
Shore based Radio Maintenance Contract
Port State Control inspection reports
Company ISM manuals; Navigation, Cargo, Engine, Safety
Class Quarterly Report / Class Conditions and Memoranda to note
Enhanced Survey File – Thickness Measurements, CAP Rating, CAS
Tank Inspection Records; Ships Staff and Class
Winch brake test records, Mooring Rope Certificates / Lifting Gear Registry
Stability / Damage Stability / COW Manual / P & A Manual / VOC Manual / STS Plan /
SEEMP / Emergency Towing Booklet
Oil Record Book part 1 (Engine) and part 2 (Deck) (last 12 months)
Cargo Record Book, SOPEP / SMPEP & VRP. ERS Contract
Garbage Record Book & Garbage Management Plan
Deck and engine log books (last 3 months)
Hotwork Permits, Enclosed Space Entry Permits / Other work permits
Risk Assessments
Ballast Water Management Plan and Records of Ballast Transfers
SOLAS Training Manual / Fire Training Manual / Crew Familiarizations
LSA and FFE onboard Maintenance
Certificates of servicing BA, BA compressor, Escape sets, Fixed FFE, Foam Analysis
Annual service record of Life Rafts, VDR, AIS and EPIRB
Safety Meeting Minutes / Near Miss / Accident/Incident Reports / Medical Log
 Dates required for drills
Superintendents Visit Reports / Internal Audit Reports and follow up action
Masters Review of SMS
Officers Certificates / DCE’s / GMDSS / ECDIS / Flag State Endorsements
Hours of Work / Rest
Drug and Alcohol Policy and test records

Copies may be requested to be provided to Inspector

Crew List
Copy of Minimum Safe Manning Certificate
Completed Officers Matrix from the OCIMF Vessel Inspection Questionnaire Copy of Company
DOC/SMC
Copy of Certificate of Class
Copy of the Minimum Manning Certificate
Copy of the IOPP certificate including the Supplement Form B
Copy of condition evaluation report and executive hull summary (if applicable) Copy of Last Class
Survey Status
Copy of cargo loading/discharge plan

7. High Risk Observation list of Oil Major

BP - for example attached;

8. List of observation fm attended inspector

Individual list attached.