Domestic SMS Guidance template guidance

Domestic SMS Guidance template guidance
Guidance Notes
Domestic Shipping
Safety Management System
Contents:
Introduction:
1.0
General
2.0
Safety and Environmental Protection Policies
3.0
Company Responsibility and Authority information
4.0
Designated Person(s)
5.0
Master’s Responsibility and statement of Masters Overriding
Authority
6.0
Resources and Personnel
7.0
Development of Plans for Shipboard operations
8.0
Emergency Preparedness
9.0
Reporting of Accidents, Hazardous Occurrences and Non SMS
non conformances
10.0
Vessel and Equipment Maintenance procedures
11.0
Documentation - approval, control and location.
12.0
Company Audits, verification, and evaluations.
13.0
Maritime Security.
Introduction:
EU 336/2006, requires the application of the ISM Code to vessels flying the flags of
member states
Article 3.1 (b), of the Regulation, now requires that the ISM code be implemented on
vessels operating domestically within the Community, by March 2008.
It repeals the previous regulation EC 3051/95, which applied to companies trading
vessels over 500 gross tonnage on international services.
“Domestic shipping" means any transport service by ship in sea areas from a port
facility of a Member State to the same port facility or another port facility within that
Member State.
The purpose International Safety Management Code for the Safe Operation of Ships
and for Pollution Prevention (ISM) Code, is to establish a management system within
shipping companies to ensure the safe operation of their vessels, and the prevention
of pollution by ships.
The Code is produced by the International Maritime Organisation (IMO) and included
in chapter IX of the International Convention for the Safety of Life at Sea (SOLAS).
Implementation of the code is obligatory for all member states, the code was adopted
in 1993, and became mandatory on all international shipping by 2002.
Regulation 336 / 2006 extends application of the ISM Code, to cover Community
ships operating either internationally or domestically, regardless of their flag.
Compliance with Regulation requires owners of domestically trading vessels to
implement a Domestic Safety Management system (DSM).
The DSM is based on the ISM Code, (Parts A & B.)
Implementation of the DSM requires owners to produce an approved Safety
Management System (SMS) for both their vessel and shore based operations
including Company Offices.
1.0
General
These guidance notes, in conjunction with associated template are intended to assist
owners of domestic trading vessels produce a Safety Management System (SMS)
that:
•
•
•
•
•
•
Is specific to their own vessel
Allow owners produce, modify, and retain control of the SMS.
Reflects the nature and area of their operation
Accounts for seasonal aspects of their operations
Acts as a tool to assist in the safe and efficient operation of their vessel
Assists in compliance with Art 3.1 (b) of EC Regulation 336/2006.
The template provides a bare structure or framework for the SMS, Owners /
Operators must populate the various sections of the template with policies and
procedures that are specific to their own operation and vessels.
Many owners already have existing policies and procedures in place, to operate their
vessels, these should where possible be used and included in the template for the
SMS.
To assist owners, both the template and guidance will be made available in electronic
format.
The guidance section is laid out in a manner identical to the template, but contains a
series of relevant guidance notes, (red Italics) and worked examples of checklists
and documents, to assist owners populate the SMS Template.
Examples of procedures are included within the notes, not all of which will apply to
individual vessels, given the differences in type, size, location, and trade.
Owners must decide on which procedures are relevant to their operation.
These examples may be used to populate the template, and should be modified to
reflect an individual company’s specific operation, whereby items not relevant to a
vessel may be deleted, or additional items incorporated as required.
There is no obligation on owners / operators to utilise any of the above, and
they remain free at all times to produce their own SMS for approval by the
MSO.
2.0
Safety and Environmental Protection
Statements and Policies
Notes:
This section contains a company’s safety and environmental statements, in
addition to identifying its policies and detailing them.
Examples of safety and environmental statements are included below, in
addition to suggested Company Policies, and associated bullet points to assist
owners create their own company specific versions.
Owners should expand the above policy list, to include additional policies that
are relevant to the safe operation and pollution prevention within their own
operation.
Policy Statements should be short, concise and direct, and for ease of
reference should all be contained within this section.
2.0
Safety and Environmental Protection
Statements and Policies
Company Safety Policy Statement
Company Environmental Policy Statement –
Company Policies
Alcohol and Drugs
Smoking on board
Disability Access
Anti Harassment and Discrimination
Marine Security
Personal Protection Equipment
Oil Pollution
Noise pollution
Engine Emissions
Garbage
Use of Anti Fouling Paints
Carriage of Dangerous Goods
Maintenance Policy
Company Audit schedules
Towing Operations
Safety of Navigation in areas of Operation
Tendering Operations
Document Control
Reporting of Hazardous Incidents
Company Safety Policy - Statement
It is [Insert name of Company] policy, to provide a workplace which is free from all
recognised hazards, and to conduct its activities, taking full account of the health and
safety of its employees, and of all persons using or connected with the Company.
In implementing this policy, [Insert name Company] will ensure that all its vessels will
at all times be:
•
Operated by qualified staff
•
Properly maintained
•
Comply with all relevant legislation
The Company undertakes to provide sufficient resources to allow its Staff comply
with this policy.
The Company will undertake an assessment of risks to the health and safety of its
workers and others affected by its operations, and will take the necessary measures
to minimise any risks identified.
Safety, and Accident Prevention are operational responsibilities, and Company policy
requires each employee, both afloat and ashore, at all organisational levels to be
responsible for the prevention of work related injuries, and illness, by adhering to the
full and consistent application of Company policy, guidelines and best practice.
Responsibility for ensuring that stated policies are implemented and maintained by
the Company rests with the management, and are implemented by means of:
•
Office safety meetings, SMS reviews, analysis of accidents.
•
Vessel safety meetings, Emergency Drills and Exercises, Masters reviews of
the SMS
•
Internal and External Audits, of Vessels and Office
………………………………….. Director
dated:………….
Company Environmental Policy Statement
It is [Insert name of Company] policy, to conduct its operations in a manner as to
minimise the risk of causing harm to the Companies operating environment, and to
prevent pollution of any kind as a result of its operations - ashore or afloat.
Company policy requires each employee, both afloat and ashore, at all organisational
levels to be responsible for the prevention of Pollution or damage to the Environment,
and to adhere to all applicable international and national regulations.
The Company undertake to provide sufficient resources to allow management and
staff comply with its Environmental policy.
Responsibility for ensuring that stated policies are implemented and maintained by
the Company rests with the management, and are implemented by means of:
•
SMS reviews, analysis of pollution incidents.
•
Emergency Drills and Exercises, Masters reviews of the SMS
•
Internal and External Audits, of Vessels and Office
………………………………….. Director
dated:………….
Company
Safety
Operational Policies
and
Environmental
Note: Operators may use their own existing policy, add / deleted
the following policy headings, or modify the content to suit their
own specific Company operation requirements
Alcohol and Drugs*
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
State Company Policy - i.e. No Alcohol or Drugs allowed on
board.(Unless sold via current vessels bar licence)
•
Crew are not permitted on board if under the influence of
Alcohol or Drugs
•
Specify what action will be taken against Crew found to be
under the influence
•
Specify policy for dealing with passengers found to be under
the influence.
•
Testing policy for Drink & Drugs?
Smoking on board*
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
Is vessel a no smoking area?
•
If smoking is allowed, specify where it allowed and when it is
allowed? (Or not allowed e.g. during bunkering)
.
•
Are Crew allowed smoke while on duty?
•
Is there an designated smoking area available
Disability Access*
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
State Companies policy on Disability access
•
Identify to what extent company vessels can comply, e.g.
subject to Tidal conditions, Structural or operational conditions
etc
•
Identify what specific disabilities can be accommodated
•
Identify any specialist equipment provided and crew training
provided by Company
•
What is the Company’s complaints procedure in relation to
Disability Access to its vessels.
Anti Harassment and Discrimination *
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
:
•
State Company on Harassment and Discrimination
•
Define elements of Harassment, e.g. bullying, intimidation,
Sexual, etc, and of Discrimination, e.g. on Nationality,
Regional, Profession, Religion, etc,
•
Define action taken by Company to deal with reported cases.
Wearing of Personal Protective Equipment
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
Personal Protective Equipment to be provided by Company
•
PPE equipment must be used as appropriate by Company
staff.
•
Company Staff responsible for care of any issued PPE
•
Reporting of damaged or missing equipment
•
Penalties for refusal to wear / use PPE by Company staff
•
Crew to wear Company issued uniform, e.g. Hi-Visibility
Tabards, Tee shirts, Jackets etc, to allow them be easily
identified by passengers, in the event of an on board incident
occurring
Oil Pollution
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
State Company policy in relation to avoidance of any pollution
due to oil discharge
•
State how oily bilges are to be disposed of.
•
Identify who is responsible on board for control of oily bilges.
•
Are there procedures to control amounts of oil carried, and
contain Machinery space oil leaks etc.?
•
Is there any specialist oil pollution control equipment carried,
e.g. oil socks, etc?
Bunkering of Vessel:
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
Company recognises risk to environment while bunkering and
has put in place measures to eliminate this risk
•
No Smoking or Naked lights allowed in immediate vicinity of
bunkering.
•
Observance of Local Bylaws
•
No Passengers / visitors allowed on board during bunkering
•
Only trained and qualified and competent staff will oversee and
conduct bunkering of vessel
•
Company nominates a dedicated employee to supervise
operations
•
Bunkers will only occur at suitable locations, and during
satisfactory weather and tidal windows.
•
Vessels will be adequately moored and lines monitored by staff
during bunkering
•
Company Bunkering checklist to be adhered to and signed records to kept on file for a defined period of time
•
Company to make identify and make available on board details
of relevant emergency services to contact in the event of a
spillage
Reporting of Incidents
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
Who is responsible for reporting vessels incidents
•
What incidents must be reported and recorded, e.g. loss of life,
accidents, MOB, grounding, collisions, near misses, fire,
mechanical breakdown etc
•
Who ashore in the Company must be informed
•
What external organisations must be advised, e.g. MSO, Coast
Guard, Gardaí etc
•
How such incidents are recorded, where records are stored
and for how long (will require to be logged in the Safety
Management System - Vessel Logbook)
Marine Security
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
Commitment to ensuring Security of vessel, passengers and
crew
•
Vessels carrying 100 passengers or more, and Cargo vessels
greater than 500GT will have a dedicated approved Ship
Security Plan, and provide dedicated training for Crew.
•
Vessels carrying less than 100 passengers, and Cargo vessels
of less than 500GT will implement the Official Guidance
contained in Marine Notice 16 of 2007 (Already written into Ch.
13 of the SMS Template)
Noise
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
Limitation of noise levels from plant
•
Avoidance of nuisance noise levels
•
Proper maintenance of Machinery
•
Provision of protection to staff exposed to high noise levels
e.g. ear defenders in Machinery spaces
Engine Exhaust Emissions
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
State company policy of avoidance of excessive exhaust
smoke
•
Avoiding unnecessary operation of engines when alongside
•
Correct loading of engines
•
Correct handling of vessel to avoid overloading on engines
•
Correct maintenance of Engine fuel systems
Garbage Management
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
State Company policy on waste management
•
Identify Company waste management plan
•
On board warning notices prohibiting dumping of garbage
overboard
•
All Garbage to be transferred ashore suitable bagged and
sorted for disposal by an approved means.
•
Avoid generation of on board garbage e.g. bulk wrapping
returned to suppliers, avoid used of disposable cups etc,
Anti Fouling Paints
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
Use of antifouling paint based on current legislation, local
environment, and advice from paint manufacturers
Carriage of Dangerous Goods
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
State Company Policy on carriage of dangerous goods? i.e.
does Company carry Dangerous Goods?
•
Has Company obtained approval from the MSO for carriage of
DG?
•
Provision of specific training for Company Staff in DG.
Tendering Operations
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
Need to conduct tender operations
•
Subject to application, review and approval by MSO
•
Subject to Marine Notice 37 / 2003
•
Creation of, and adherence to a Tendering Safety Plan
Safety of Navigation in Areas of Operation
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
•
Compliance with International Rules
for
Prevention
of
Collisions (ColRegs)
•
Use of current and updated Area Charts
•
Use of fully qualified Crew
•
Risk assessment of Area of Operation in terms of Navigational
hazards
•
Risk Assessment of landing areas and piers, considering
approaches, tidal conditions, weather, safe access for
passenger and crew, satisfactory means of berthing vessel
alongside, and adequate space for vessel to lay alongside
safely.
•
Identify those ports considered suitable for use by company
vessels.
Company vessel Maintenance Policy
Policy should reflect as a minimum, the following points and
should be expanded to produce a Company Specific policy
document:
Vessels and equipment to be maintained based on:
•
•
•
•
National Legislation
Manufacturers Instructions and Guidance
Best Industry Practice
Additional requirements of an individual company.
Complying with the above requirements operators undertake to:
•
•
•
•
Ensure maintenance inspections are undertaken at appropriate
intervals
Report any non conformity (defects)
Ensure corrective action is taken
Maintain records of the above activities
3.0
Company Responsibility and Authority
3.1
Registered Vessel’s Owner - Declaration of Operating Company Details
3.2
Operating Company - Organisational Structure and list of responsibilities
Notes:
Art 3 of the ISM Code requires the Registered Owner to advise the
Administration of details of the vessel’s Operator.
Section 3.1 below fulfils this requirement, and required the relevant details to
be included. (Already included in SMS template)
Art 3 also requires the Company to define and document the command and
responsibility structure of its operation, Section 3.2 provides for this in the
form of a basic flow chart, covering both the Company management, and
vessel,
3.1
Registered Vessel’s Owner – Declaration of
Operating Company Details. (ISM 3.0)
Where the Entity who is responsible for the operation of the vessel is not the
Registered Owner of the vessel, the Owner must report the full name and details of
the entity to the Marine Survey Office:
Vessel Name:
Registered Owner:
Address:
Name of Vessel Operating Company:
Director / Owner of Operating Company:
Operating Company Address:
Company Declaration of Compliance Certificate No:
…………………….Vessel Registered Owner.
Date………………..
Note: Under the 1955 Mercantile Marine Act, only the registered Owner may apply for and be issued
with a Passenger Vessel Certificate, regardless of who may be operating the vessel in service.
3.2 Operating Company
- Organisational
Structure and list of responsibilities
Company Authority and Line of Reporting.
Company Directors
Name:
Company Manager
Name:
Designated Person
Name:
Vessel Masters
Name:
Vessel Crew
3.2
Shorebased
Operations
Company Responsibilities
Company Directors
Company:
Address:
Tel.
Fax:
Email:
Mr.
Director with overall responsibility for
Safety Management Systems
Company Manager:
Name
Address
Tel.
Mob.
Responsible for Daily implementation of
Safety Management System.
Vessel
Operation.
Vessel Masters:
Name 1
Name 2
Contact Mob.
Designated Person
Responsible for operating vessel in
compliance with safety management
system
Has overall authority in decision-making
relating to vessels safety and security
Must actively enforce SMS on board,
conduct regular reviews.
Name
Contact No.
Vessel Crew:
Responsible for undertaking on-board
requirements of SMS.
Ensuring their own safety and that of other
on board
Operating vessel in a safe manner and
protection of environment.
Responsibility for
monitoring effectiveness
of SMS within Company,
ensures adequate
resources available, and
audits are undertaken
4.0
Designated Person.
The ISM Code requires that a designated person be identified, with the
authority and responsibility to ensure the Company makes adequate resources
available, and monitors the performance of the ISM within the Company,
particularly in terms of safety and pollution prevention of vessels.
A designated person must have access to the highest levels of Company
management, and is responsible for bringing any shortcomings within the
system to the managements attention.
The following page should be completed and included in the SMS Template to
identify the Company Designated Person.
4.0 Designated Person.
(ISM 4.0)
Details of The Designated person for [name company]
Name:
Contact Details.
Address:
Phone:
Email:
Within [Name of company] the Designated Person is responsible for:
•
•
•
•
Ensuring the safe operation of each company vessel,
Providing a link between those in shore based operations and vessel.
Monitoring the safety and pollution aspects of the operation of each ship
Ensuring adequate resources and shore-based support are applied as
required.
5.0
Master’s Responsibility and Statement
of Overriding Authority
5.1
Statement of Masters Overriding Authority
5.2
Masters Responsibilities under the Safety Management System
The ISM Code section 5.0 requires the Company to document the Masters
Responsibility under the ISM Code,
And
By means of a clear statement in the SMS, emphasize the Masters over riding
authority in relation to all decisions affecting Safety, Security, and Pollution
prevention on board his vessel.
The following sections 5.1 & 5.2 fulfil these requirements and may be included in
the SMS template once the relevant Company details have been included.
Part of the Masters Duties is to conduct a Masters Review of the ISM system, an
example of an Aide Memoire is included in the following pages.
5.1 Masters Responsibilities under the Safety
Management System (ISM 5.0)
[Insert Name of Company] defines the responsibilities of its vessel Masters as
follows:
•
To be fully familiar with the contents of the Safety Management System
•
Responsible for crew familiarization training on board his vessel
•
Be active in implementing the safety and environmental protection polices of
the Company on board his vessel.
•
To motivate all crew in observing and using that policy
•
Issuing appropriate orders and instructions in a clear and simple manner.
•
Verifying that all specified requirements are observed and enforced.
•
Under taking regular reviews of the Safety Management System, and
reporting its deficiencies or shortcomings to the shore based management
5.2 Statement of Masters Overriding Authority
The [Insert Name of Company] establishes as an essential element of its Safety
Management System, that the Master has in all instances the responsibility and
overriding authority to make decisions, based on his professional judgement, with
respect to the safety of his vessel and those aboard, and for pollution prevention.
The Master has the authority to request the Companies assistance as may be
necessary.
SAFETY MANAGEMENT SYSTEM
MASTERS HAND OVER REPORT
(ISM 5.0)
M/V:
From Captain:
Vessel Record Book up to date
Charts and Publications corrected to date
Safety and Environmental meetings up to date
Drills conducted as required
Publications Missing (if yes please list on reverse
with number of the publication missing)
Vessel Accident Report
Yes
No
Damage Report
Yes
No
Was handed over on:
To Captain:
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
Date of Report:
Date of Report:
Certificates / Surveys / Safety Equipment (list any overdue or becoming due within 30 days, and
outstanding defects for attention) Remarks
General Condition of Vessel:
Work in Progress:
Outstanding Repairs / Defective Items
Action Taken:
Outstanding Nonconformities
Action Taken
General
Signature:
Incoming Master:
Signature:
Outgoing Master:
SAFETY MANAGEMENT SYSTEM
AID TO UNDERTAKING ISM - MASTERS REVIEW (ISM 5.0)
Date:
Vessel:
Name of Master:
Personnel Present:
Name:
Rank:
Name:
Rank:
1.
Review of Safety Meeting Minutes
Review the file of Safety Meeting Reports and check off the following items
Y
Y
Y
Y
N
N
N
N
Vessel has a complete file of Safety Meeting Reports.
All required safety meetings have been held.
Content of Safety Meetings were relevant to vessels operation.
Lessons learned were reviewed with crewmembers.
The purpose of the Masters review of the Safety Meeting reports is to make sure that all required
topics have been covered, and that the Safety Meeting is serving its purpose as a primary part of a
successful on board Safety and Accident Prevention Program. The Master should describe any
required support and any changes that need to be made. Critical to the functioning of the Vessel
Safety Management System is the determination by the vessel’s Master, that all its components are
working properly and producing the desired result.
Actions Required or Suggested:
2.
Review of Pollution Prevention Procedures
Review the file of Pollution Prevention Planning procedures, and check off the following items
Y
Y
Y
Y
Y
Y
N
N
N
N
N
N
Was a Pollution Prevention Meeting held?
Are the fuel transfer / loading policies /procedures reviewed periodically?
Are the oily waste handling policies /procedures reviewed periodically?
Are the waste management policies / procedures reviewed periodically?
Has adequate Pollution Planning been done aboard this vessel?
Has this vessel had any pollution incidents of any type, spill, hazardous materials, or improper
waste management incidents, in the previous year?
The purpose of the Masters review of the Pollution Prevention Planning procedures is to make sure
those elements of a vessels operation that may result in pollution are scrutinised, and amended as
required.
The Master should include an opinion on the effectiveness of the pollution prevention and describe
any changes that need to be made. The Master should also describe any required shore-base support
that the vessel benefits from in the area of pollution prevention.
Actions Required or Suggested:
ISM - MASTER’S REVIEW
3.
Review of Accident / Near Miss / Injury Reports
Review the file of Accident / Near Miss / Injury Reports and check off the following items
Y N Vessel has a complete and readily accessible file for Accident / Near Miss and Injury
Reports.
Y N These reports have generated Safety Analysis / Hazard Register updates in the
appropriate cases
Y N Each report has been investigated and an accident report sent to the appropriate
management and authorities
The Master of each vessel should review the accident / near miss / injury reports to determine
the success of the vessel safety program. Each accident / near miss / injury report should
generate, at a very minimum, some type of on board corrective action. The Master should
include any additional support that is needed aboard the vessel in the way of training,
material, or changes in procedures. If on board corrective action has been ineffective, and
assistance from the shore management is required, then the Master should so comment.
Actions Required or Suggested:
4.
Review of Findings from Flag Surveys / Inspections
Y N Does the vessel have any Flag survey operational findings?
Y N Does the vessel have any outstanding Survey deficiencies
If the answer to either of the above is yes, then the Master should include in his report the
closure of the items / additional materials or technical information required to close any items
that remain open. The Master should state in this report any outstanding items and give the
details of any requirements for closure.
Actions Required or Suggested:
5.
Review of Audit Findings
The Master of each vessel should review the audit findings from either internal or external
audits. The Master should describe plans for closing any outstanding items. Changes that
will prevent the reoccurrence of any audit deficiencies should also be described. Any needed
technical expertise of logistical support required should be requested.
Actions Required or Suggested:
6.
Review of Corrective Action
Review any Corrective Actions that the Vessel has requested
Y N Has the vessel requested any Corrective Actions?
Y N Has the response to Corrective Action requests been timely and sufficient?
The Master of the vessel should describe any outstanding requests for Corrective Action, how
long they have been outstanding and what progress if any has been made toward their
implementation. The Master should further describe any improvement in Corrective Action
procedures that the Master considers necessary
Actions Required or Suggested:
7.
Overall effectiveness of Safety Management System and Suggestions for
improvement
The Master shall report on the functioning of the system aboard the vessel, with a particular
emphasis on reports of non-conformity, unfilled material needs, corrective action requests,
and any other matters that the Master considers important.
Actions Required or Suggested:
6.0 Resources and Personnel
6.1
6.2
6.3
6.4
6.5
6.6
6.7
Qualification Requirements for Masters
List of Familiarization Training provided for new Staff
Records of Familiarization
Training Requirements for Staff
Records of Training completed by Staff
Statement of Vessels working language(s)
Job Descriptions and responsibilities of Master and Crew
Notes
This section of the ISM Code requires the Company to provide details of its
requirement, to ensure its vessels are manned by suitably qualified, trained,
and Medically fit seafarers.
It also requires the Company to make provision to ensure staff receive
appropriate familiarization training and instruction in the nature of their duties
and safety equipment carried on board,
Furthermore the Company must identify what staff training is required to
undertake in order to support the Safety Management System, and maintain
associated records.
The SMS should also contain a brief description of the Masters, Officers, and
Crew’s duties, functions, and responsibilities.
The following formats may be used to present the required information as part
of the Company SMS.
6.1 Qualification Requirements for Masters
[Company to state minimum qualifications and training required to qualify as
Master on vessel, taking into account number of passengers carried <100>,]
Qualification Requirements for Engineer Officer
[Company to state minimum qualifications training required to qualify as
Engineer on vessel, taking into account Kw Rating of vessel,]
Qualification Requirements for Crewmember
[Company to state minimum qualifications and training required to sail as
Crewmember on board,]
6.2
List of Staff Familiarization Training (ISM Code 6.0)
All NEW crewmembers on joining to the vessel, and ALL crewmembers
annually to be shown the vessel layout, and location of following essential
Emergency Equipment, and have their emergency assignments identified and
explained to them.
Life rafts
Adult Life Jackets
Children’s Lifejacket
Emergency Escapes
Fire Extinguishers
Fire Pumps and Hoses
Lifebuoys
Flares
First Aid Kit
Rocket Line Thrower
Means of Man overboard Recovery
Rescue Boat, equipment, and means of launching.
Immersion Suits
Emergency Assignments (Muster List) – Each Crewmember’s Specific Duties
for:
Abandoning the vessel
Fighting fires in different locations onboard the vessel
Recovering an individual from the water
Crowd Control in Emergency
Launching survival craft / Rescue Boats
Donning immersion suits.
Use of fireman’s outfit and self-contained breathing apparatus
Making a voice radio distress call (VHF)
Using visual distress signals (Flares)
Activating the general alarm
Instructing Passengers in donning lifejackets and embarking life-rafts
Minimizing the effects of unintentional flooding
Shut off and crossover valves
Engine: on/off, steering, gear selection, etc
Emergency instructions: Life raft operations, Life
EPIRB: need, location, function, deployment, what not to do
Radio(s): need, location, function, use
Electronic position fixing devices: function, how to find position
ON BOARD SAFETY AND TRAINING
Vessel Name:
Date of Vessel Safety Familiarization
Employee’s Name: (Print)
Rank:
When a new crewmember joins a vessel, the Master shall brief the employee on the location and use of the vessel’s
specific safety equipment, and the Safety and Environmental policies of the Company which all employees are required to
follow. Items listed below are intended as a guide for the Master and describe only the minimum that is necessary to
ensure the safety of employees serving on vessels.
The following topics should be covered prior to the Vessel leaving port:
Storage location and use of personal flotation devices. This is to include the proper method of donning and
adjusting the specific type of personal flotation devices onboard the vessel.
Location, type and use of life rafts.
Location, type and use of all fire fighting equipment, including fixed &/or portable fire pumps as fitted.
Location, type and use of all life saving equipment.
Location of all other emergency equipment.
Responsibilities and duties in an emergency as outlined by the vessel’s Muster Station.
Importance of listening to and obeying all of the Master’s orders.
Location of emergency stations.
Location of General Alarm Switches.
Familiarization with the Company’s Safety Management System.
Familiarized with his / her specific duties.
Safety and Familiarization tour of vessel, including Main Deck, Wheelhouse, Accommodation and Engine
Room where relevant
Reporting procedure for accidents, near misuses or unsafe acts or conditions.
Verification of the employee’s documents including basic safety training and current medical certificate.
Security Awareness Training / Duties
I certify that I have received onboard safety and training familiarization, as outlined above.
Employee’s Name (Print) _________________________________
Vessel Name: ___________________________________________
Signed: _____________________________________________
Master’s Signature: ___________________________
Date: ________________________
Date: __________________________
6.3
Records of Familiarization
Operator to specify in this section where
•
Records of Familiarization undertaken under 6.2 are recorded,
•
Where records are kept, e.g. Company office, and
•
Who is responsible for maintaining records within the Company.
6.4
Training Requirements for Staff
Owner / Operator to list relevant Company Training required for Master and
Crew on vessel, including where appropriate
•
Fire Fighting
•
Personal Sea Survival
•
First Aid
•
Crowd Control
•
Pollution Control
•
Lifting Equipment
•
Dangerous Cargo
•
Maritime Security
•
Radio Operations
6.5 Records of Training completed by Staff
Operator to identify in this section where
•
Records of Training on undertaken under 6.4 are recorded,
•
Where records are kept, e.g. Company office, and
•
Who is responsible for maintaining training records within the
Company
6.6 Statement of Vessels working language(s)
Operators to specify which Language is used as the working language of the
vessel in terms of vessel operation, safety management, crowd control, by
crew with designated safety / security / pollution prevention duties.
Note:
The specified Working Language of a vessel must be one that is understood
and spoken, proficiently by all members of the Crew, and which is used as the
working language of the vessel.
7 Ship Board Operations and Procedures
The Company must establish procedures for the preparation of plans and
instructions for key shipboard operations, concerning the safety of the ship
and for prevention of pollution.
These may take the form of suitable checklists, and may cover any of the
following topics, or additional operations specific to a vessel.
Tasks should be defined and allocated to qualified personnel.
Examples of Shipboard Operation Checklists
Daily Operational Checklist
Weekly Operational Checklist
Life Saving / Fire Fighting Equipment weekly inspection
Passenger Counting
Bunkering / refueling Checklist
Pre Departure Checklist
Vessel Start Up Check List
Vessel Shutdown Checklist
Anchoring Checklist
Permit to work Checklist for Hotwork/Working aloft / Tank Entry / Diving operations
S
Saaffeettyy M
Maan
naag
geem
meen
ntt S
Syysstteem
mM
Maaiin
ntteen
naan
nccee S
Sh
heeeett
D
Daaiillyy C
Ch
heecckklliisstt ((IISSMM 77..00))
Vessel:
Date/Week:
Person Responsible:
Item to Check
Public Address System
Mon
Tue
Wed
Thu
Alarm System
Internal Communications - Radio’s
Navigation Equipment
VHF Radio
Propulsion Controls
Steering
Navigation Lights
Wheelhouse Clean and Organized
Vessel Logs Updated
Main Engines Oil and Coolant
Fuel Tank contents checked
Main Engine Operating Temp/Pressure
Generators Oil and Coolant
Generator Operating Temp/Pressure
Bow Thruster Oil and Coolant
Bow Thruster Operating Temp/Pressure
Throttle Linkage
Shaft Packing Glands
Steering System
Battery Charging
Bilge Pump Set Up
Bilges Dry
Waterproof Torch available
Emergency Lights
Water Tight Doors/Hatches
M
Maasstteerr SSiiggnnaattuurree::…
……
……
……
……
……
……
…...
D
Daattee::…
……
…..
Fri
Sat
Sun
Safety Management System
W
Weeeekkllyy C
Chheecckklliisstt –– IInnssppeeccttiioonn,, TTeessttiinngg,, M
Maaiinntteennaannccee ((IISSM
M 77..00))
Vessel:
Crewmember responsible:
Date
Inspection
Initials Maintenance
Item
Date
Initials
Inspection
Maintenance
Date
Initials
Main Engine
Hours
Generator
Hours
Bow Thruster
Hours
Life
Safety
Equipment
Bilge System
Voids Dry
Hatches
Steering
System
Pumps
Filters
Supply
All
Lube
Supply
Oil
Electrical
Panels
Electrical
Equipment
Plumbing
M
Maasstteerr SSiiggnnaattuurree::…
……
……
……
……
……
……
…...
D
Daattee::…
……
…..
Inspection
Maintenance
Safety Management System
LLiiffee S
Saavviinngg //FFiirree
IInnssppeeccttiioonn ((IISSMM 77..00))
FFiigghhttiinngg
Vessel:
Item
E
Eqquuiippm
meenntt
W
Weeeekkllyy
Crewmember responsible:
Date
Inspection
Initials Maintenance
Date
Initials
Inspection
Maintenance
Date
Initials
Life Jackets
Life Rafts
Buoyant
Apparatus
Rescue Boat &
Equipment
Life Buoys
Fire Stations
Fire
Extinguishers
Man
Overboard Eq.
Breathing
Apparatus
Fire Dampers
Fire Doors
General
Alarms
Signage
Emergency
Lighting
First Aid Kit
Survival Suits
M
Maasstteerr SSiiggnnaattuurree::…
……
……
……
……
……
……
…...
D
Daattee::…
……
…..
Inspection
Maintenance
Safety Management System
Vessel Pre Departure Checklist (ISM 7.0)
Vessel:
Location:
EQUIPMENT
CHECKED
OK
Main Engines
Running & Ready for use
Alarms & indicators operational
Astern propulsion tested
Emergency stop operational
Thrusters
Running & ready for use
Alarms & indicators operational
Directional control tested
Emergency stop operational
Steering Gear
Tested Port – Stbd
Emergency Steering available
Weather Forecast checked
Radar
Date:
EQUIPMENT
E/R Comms * tested ok
Deck Comms * tested ok
ITEM
Bilge Level
Deck Cargo Secure
Hatches Secure
W/T Doors Secure
Log Book Entry Made
BILGE ALARMS CLEAR
Notes:
Tested & available for use
Fire Detection Panel
All heads reset and Cleared
Mag Compass
Visible & clear of faults
Error known & accounted for
VHF (Fixed)
Tested & available for use
VHF (Portable)
Tested & available for use
A.I.S.
Tested, on & operational
Fire Detector panel Clear
Pre
Departure
Safety
Announcements made
CHECKED OK
Navigational Lights
Depth Sounder
GPS
Whistle * tested ok
Running & available for use
Auto Pilot
Time:
Signed:
CHECKED OK
Safety Management System
Vessel Bunker Refueling Checklist* (ISM 7.0)
Vessel:_________
Date:______
Port:__________
Product Loading:______________
Storage Tank Details
Tank
No.
Product
Tank
Tank
Description Capacity Contents
prior
to
loading
Start
Load
Time
Finish
Load
Time
Tank Contents
After Loading
Bunker Procedure Checklist:
Item:
1
2
Description:
Have potential
Environmental
identified
Are Loading
Procedures
supplier
Has Grade,
quality been
Supplier
Y/N
health, safety &
hazards
Item
8
/ Discharging
agreed
with
9
Quantity
agreed
and
with
10
Are staff members engaged in
the transfer trained and aware
of Company procedures
Absorbent materials, scoops
and buckets available in case
of spillage
11
6
Scuppers adjacent to bunker
station on board plugged
13
7
Bunker hose inspected and
noted as in good condition, and
free of leaks
14
3
4
5
12
Description:
Are hoses of adequate
length, and provided with end
caps.
Are hose connections and
couplings correctly made
Y/N
Are transfer emergency stops
procedures
agreed
with
supplier, and an agreed
means of communication in
place.
Are means in place to avoid
over
pressurizing
either
hoses or ship pipe work
Have Ships tanks been
confirmed
prior
to
commencing and capacity
available agreed on
Are all non smoking and
naked lights requirements
observed
Is the Code “B” (Day) or all
round
red
light
(Night)
displayed
Officer Responsible for operations
Crew assisting
Signature of Responsible Person___________
Date:________
Supplier:________
This checklist to be held on file for 1 years*
Safety Management System
Passenger Counting & Boarding Checklist (ISM 7.0)
Vessel:_______
Item:
1
2
3
4
5
Date:__________
Description:
Passengers Checked on Board
Passenger Numbers via Tickets
Passenger Numbers via Hand Counter
Master advised of final passenger numbers
Log Book - final Passenger Numbers Entry made
Checked:
Company Policy
•
•
•
•
•
•
•
•
All Passengers boarding must hold a valid boarding ticket to be collected by a
crewmember at the foot of the gangway.
No individual will be allowed to board unless in possession of a valid ticket.
No visitors are allowed on board
In addition this crewmember will also count passenger numbers boarding
using a hand counter or “Clicker”
Passenger numbers counted must be reconciled with passenger tickets
collected, prior to departure.
The Master is to be specifically informed of the number of passengers on
board prior to departure.
Passenger & Crew Numbers - including any repair contractors are to be
entered in the official log book prior to the vessels departure.
Repair or traveling contractors working on board must be given specific
vessel safety familiarization prior to departure.
Safety Management System
Vessel Permit To Work Checklist (ISM 7.0)
Work to be carried out
Location
____________
___________________
Authorised Person in Charge
________
Date & Validity (Not to Exceed 8 Hours)
Date:____________ From:_______________
To:________________
Names of Persons involved in carrying out work
1.
2.
3.
4.
Entry into Enclosed or Confined Spaces
Yes No
N/A
Yes No
N/A
Yes
N/A
1. Has space been thoroughly ventilated
2. Has the atmosphere been tested and proved safe for toxic, explosive &
asphyxiating gases
3. Arrangements made for continuous ventilation throughout the validity of the
permit
4. Is rescue and resuscitation equipment available at entrance
5. Responsible person at entrance familiar with equipment
6. Communications arranged including emergency signals
7. Access and illumination adequate
8. Breathing apparatus where used is tested and user trained
9. All equipment of an approved type
10. Personnel understand space to be evacuated in case of
ventilation/communications failure
Hot work on Board - Welding, Burning etc
1. Are surrounding areas clear of dangerous materials and gas free
2. Is the ventilation adequate for the area
3. Is the equipment to be used in good order
4. Is the Fire Fighting equipment in the area in good order and ready for use
5. Are fire watches in place and all personnel familiar with their duties
6. Relevant warning notices displayed
7. Local authorities informed
Aloft / Overside Working
1. Safety Harnesses of approved type in good condition and user familiar with
them
2. Safety Lanyards clipped and attached
3. All aerials/scanners in the vicinity isolated and warning notices displayed
4. All cranes/wires in the area immobilised
5. Proposed securing points for Lanyard adequate
6. Area below cordoned off
No
Diving Operations (maintenance only)
Yes No
N/A
Yes No
N/A
1. Appropriate signals displayed
2. Propeller/thruster operations, suction and discharges restricted
3. Port authorities and adjacent vessels informed of operations
4. Is the diving team working to recognised diving codes
5. Nearest decompression facility known by diving team
Machinery or Equipment Repairs
1. Isolated from power and heat source
2. All relevant valves shut
3. Warning notices displayed at main isolator and remote /local stop/start positions
4. All relevant departments/personnel informed
Crane / Lifting Operations
M
Yes No
N/A
1. Is crane suitable for the lift required and in good order
2. Area surrounding operations cordoned off
3. Have Crane operators been trained in use of Equipment?
4. Are all items of Lifting Equipment Certified, and in good condition, e.g Shackles,
Slings, strops etc
Additional Recommended Actions/Precautions
Certificate of checks (Completed by Authorising Officer)
I am satisfied that all precautions have been taken and that safety arrangements will be maintained
throughout
Signed:
Position:
Date/Time:
Certificate of Acceptance (Completed by person in charge)
Signed:
Position:
Date/Time:
Permit Closed out
Signed:
Date/Time:
Position:
8 Emergency Preparedness
In this section Operators must:
•
Create procedures to identify, describe, and respond to potential
shipboard emergencies
•
Establish a programme of emergency drills and exercises
•
Provide measures to ensure the Companies organisation can respond
to hazards, accidents and emergencies involving its vessels.
The first point involves identifying what shipboard emergencies may affect the
vessel, and create responses to them. A number of the major risks are listed
on the following page, but in terms of a specific vessel, it must be stressed it is
not exhaustive.
Response to these risks may take the format of on board checklists containing
easily and rapidly understood instructions in how to deal with a particular
emergency. A number of examples are contained in the following sheets.
Such Checklists should be laminated and placed on board the vessel for use in
emergencies by the crew. Consideration should be given to using different
coloured sheets of paper e.g. Red for Fire, Blue for flooding etc.
Item 2 above requires the establishing of a Drill roster, an example of which is
shown in the following pages.
Item 3 should detail the chain of command and contacts between vessel and
Shore management to allow an emergency be controlled and managed.
Emergency Drills and Musters – Quarterly Cycle
Emergency Response Checklists:
8.1
Abandon Ship
8.1
Fire on board
8.2
Operation of Machinery Space CO2 flooding system
8.3
Collision
8.4
Grounding
8.5
Man Overboard
8.6
Flooding
8.7
Loss of Propulsion / Steering
8.8
Pollution Incident
8.9
Emergency Radio broadcast / contacting emergency services
8.10
Standing by vessels in distress.
8.11
Emergency Towing Operations.
8.12
Search Routine - Missing Person / Bomb Search / Stowaway
8.13
Medical Evacuation
8.14
Helicopter operations
8.15
Civil unrest on board.
ROSTER OF DRILLS, MUSTERS – Quarterly Cycle
Drill
Performed
Abandon
Ship drill
Fire
Drill
(fires
in
different
locations)
Activating
general
alarm
Flooding
and
Damage
Control
(Sinking
Grounding,
Collision)
Launching
survival
craft
&
recovering
life boats
and rescue
boats
Man
Overboard
Drill
Helicopter
Evacuation
Mayday;
using
visual
distress
signals
Bomb
Search
/
Missing
Person
drill
Emergency
Steering
Test
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
Week
1
2
3
4
5
6
7
8
9
10
11
12
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
9
Reporting
of
Accidents,
Hazardous
Occurrences and SMS Non-Conformances.
This section requires operators in relation to non conformities, Accidents, and
hazardous occurrences, to have procedures in place to :
•
•
•
Report
Investigate
Undertake corrective action to avoid re occurrences.
Reporting may be undertaken on dedicated form, but in any case must be
logged in the vessels official logbook.
The MSO must be notified directly in the event of accidents or hazardous
occurrences, and may decide to investigate such matters on the details of an
individual case.
The company should have procedures and resources to investigate the events
internally, and confirm that any recommendations are implemented.
NON - CONFORMITY REPORT
Report Originated by:
Date:
Name of Vessel:
Non Conformity Item No.
Description of Nonconformity:
Corrective Action (includes time frame within which corrective action must be completed; action taken on board;
requested Shore based Company action required, and any other recommendations that would correct this nonconformity)
This section will be filled out by Shore based management
Corrective Action Taken or Required:
Corrective Action Resolution Date
Accepted by (Manager)
Verified (Master)
Close out of nonconformity.
Signature / Position / Date: ____________________________________________________________
ENVIRONMENTAL* / INJURY* / NEAR MISS REPORT*
THE FOLLOWING TO BE COMPLETED BY VESSEL MASTER
1)
Report
Type
–
tick
Box(es)
Personal Injury or Illness
* DELETE AS REQUIRED
Near Miss
Environmental
(2) Vessel Name
(3) Vessel Location
(4) Date
(5) Brief Description of the Incident / Near Miss
INCIDENT ANALYSIS
(6) Root Cause / Contributing Factors
VESSEL CORRECTIVE ACTIONS
(7) Corrective Actions Taken Onboard
(8) Further Action Required
Yes
(9) If Yes, Please State Action Required
No
THE FOLLOWING IS TO BE COMPLETED BY OPERATIONS PERSONNEL ONLY
Management Corrective Actions (Do they address root causes or contributing factors identified
above)
(10) Further Action Required
Yes
(11) If Yes, Please State Action Required
Report Closed by
(10) Name
(11) Position
No
(12) Date
10.0
Vessel and Equipment Maintenance
Procedures
Within their SMS, operators must establish procedures, to ensure their vessel
is maintained to nominated standards, based on:
•
•
•
•
National Legislation
Manufacturers Instructions and Guidance
Best Industry Practice
Additional requirements of an individual company.
Complying with the above requirements operators will have to:
•
•
•
•
Ensure maintenance inspections are undertaken at appropriate intervals
Report any non conformity (defects)
Ensure corrective action is taken
Maintain records of the above activities
The company must also for each of its vessels identify those items (Critical
Items of Equipment) which if in the event of their sudden operational failure,
may place the vessel in a hazardous situation, typical examples would be but
not limited to:
•
•
•
•
•
Loss of steering
Failure of main propulsion unit
Bilge level warning, and pumping systems failure
Fuel filtration systems
Navigational Equipment failure
The SMS system must identify these critical systems, and include measures
for proving and promoting the reliability of these systems, such measures may
include the provision of stand by units, regular testing of systems and standby
units, and testing of systems not normally in use, e.g. emergency steering.
Any such testing must be incorporated into the vessels operational
maintenance routine.
Procedures may take the format of checklists based on manufacturers
maintenance instructions, best practice, company prior experience of
operation of their vessels, and those mandatory by law.
Operators must keep verifiable records of work due, work completed, defects
noted, and corrective action undertaken.
PLANNED MAINTENANCE - SCHEDULE CHART
Vessel:
Initial and Date on Completion of each routine
Planned
Maintenance
Frequency
Planned
Maintenance
Location
and
January
Procedure
Number.
Accommodation and Spaces
6 Monthly
Galley PM 1, 2
6 Monthly
Washrooms
Toilet Rooms
6 Monthly
Store Rooms and
Lockers
and
Deck Equipment
ANCH
6 Monthly
01
Anchors,
Line
Chain,
ANCH
6 Monthly
02
Mooring
and
Standing Gear
ANCH
6 Monthly
03
Deck Machinery
Auxiliary Machinery
AUXI
Quarterly
01
Bilge and Ballast
System
AUXI
6 Monthly
02
Refrigeration/Air
Conditioning
AUXI
6 Monthly
03
Compressed
System
AUXI
6 Monthly
04
Fresh
Water
Systems (Potable
and Sanitary)
Air
Gangways and means of access to vessel
ACC
01
Monthly
Gangway structure
inspection
Electrical Systems
ELEC
Quarterly
01
Ship
Generator
Service
ELEC
6 Monthly
02
Switch Boards
February March
April
May
June
July
August
September October
November December
ELEC
6 Monthly
03
Panel Boards
ELEC
Annual
04
Megger Readings
ELEC
6 Monthly
05
Main
Engine
Emergency
Shutdown
ELEC
Monthly
06
Ships
Lighting
ELEC
Monthly
07
Emergency Power
and Lighting
ELEC
6 Monthly
08
Batteries and PA
system
ELEC
6 Monthly
09
Ventilation System
Shutdowns
ELEC
6 Monthly
10
Wiring and Safety
Signage.
Service
Fire Fighting
FIRE
01
6 Monthly
Fixed
Extinguishing
System
FIRE
02
Monthly
Portable/Semi
Portable
Extinguishers
FIRE
03
6 Monthly
Self
Contained
Breathing
Apparatus
FIRE
04
Monthly
Fire Main
Stations
FIRE
05
6 Monthly
Fire Main / Fire
detection systems
FIRE
06
Monthly
Emergy Shutdowns
and
Watertight / Weathertight Openings
HULL
Monthly
01
Watertight
doors
and openings
Life Saving Equipment
LIFE
01
Monthly
Life Raft
LIFE
02
Annual
Life Raft Survey
LIFE
03
Monthly
Rescue Boat (NonSOLAS)
LIFE
04
6 Monthly
Boarding Ladders
LIFE
05
6 Monthly
Life
Preservers
(PFD)s and Storage
LIFE
06
6 Monthly
Life Buoys / lights
LIFE
07
Quarterly
Line
Throwing
Apparatus
LIFE
08
Annual
Immersion Suits
Machinery Installation Maintenance - Time based or Running Hours*
MACH 6
Monthly
01
Running Hours
/
Fuel Lines
MACH
6 Monthly
02
Air Starting System
MACH
6 Monthly
03
Intake and Exhaust
System
MACH
6 Monthly
04
Lube Oil System
(Oil
Change
/
Filters)
MACH
6 Monthly
05
Cooling System
MACH
6 Monthly
06
Engine
bedplate
bolts
Safety Guards
MACH
6 Monthly
07
Engine Controls
MACH
6 Monthly
08
Automation
MACH
6 Monthly
09
Fuel Systems
Miscellaneous
MISC
6 Monthly
01
Escapes
MISC
6 Monthly
02
Loadline
marks,
Draftmarks, Hull
markings
MISC
Monthly
03
Hazardous
Conditions
Inspection
Navigation Equipment
NAVI
Monthly
01
Steering Gear
NAVI
Monthly
02
RADAR
NAVI
Monthly
03
AIS
NAVI
Monthly
04
VHF Radio
NAVI
Monthly
05
Whistle / Horn
NAVI
Monthly
06
Compass
NAVI
Monthly
07
Depth Sounder
NAVI
Monthly
08
Navigation Lights
NAVI
Monthly
09
Distress Signals
* use as appropriate
NAVI
Monthly
10
EPIRB
NAVI
Monthly
11
GMDSS
NAVI
Monthly
12
Line
Throwing
Apparatus
Pollution Prevention
POLL
Monthly
01
Cargo Record Book
POLL
Monthly
02
Oil Record Book
POLL
Bi-Monthly
03
Fuel
Oil/Cargo
Containment
POLL
Bi-Monthly
04
Oily
Retention
POLL
6 Monthly
05
Bilge and Ballast
Discharge
POLL
6 Monthly
06
Placards MARPOL
73/78
POLL
Monthly
07
Oil
Transfer
Procedures
POLL
Monthly
08
Transfer Hoses
POLL
6 Monthly
09
Sewage Retention
POLL
10
Waste
11.0 Documents and Records
control and approval.
- location,
Notes:
General:
The SMS is a Controlled Document, any changes or amendments to it
must be recorded and completed in a structured manner by operators,
whereby all copies of the SMS are kept up to date, all out of date
material is removed from all copies, and all put of date material is
confirmed as having been destroyed.
In relation to their SMS, Operators must identify:
•
•
•
•
•
Who within their organisation is responsible for updating the
SMS
How they intend to control amendments to the SMS
Who holds copies of the SMS
Where are the Copies held
Where any records associated with the SMS are kept, e.g
Company Office, on board vessels etc.
Document Control and Amendment Records
Notes:
•
•
•
•
•
Operators must ensure that all copies of the SMS are controlled and
numbered.
The MSO will require a copy of each SMS and should be listed on the
following document control sheet.
Operators must ensure that all control copies are subject to update and
amending as required, and ensure they have a procedure to do so.
All amendments must be recorded and included in the SMS
Operators must ensure that when sections of the SMS are amended, the
old versions are removed, destroyed, and a positive report made to the
individual responsible for the SMS within the Company.
The following sheet is an example that may be used to document the Control
and amendments to a Company SMS and should be inserted at the beginning
of the Document under control.
Document Control and Amendment Records (ISM 11.0)
Company:
Vessel(s)
Contact Details
Control Copies of Domestic Vessel Safety Management System
Copy Number
Issued to:
Comment:
Date of Issue
Signature
1
2
3
Amendment Record
Amendment
Number
Date
Page
No:
Amended Item
Signature
Note:
•
Holder of each copy is responsible for updating the SMS with new
amendments, removing of old sheets, and positive reporting of their removal
and destruction to be made to the Company Designated Person.
SAFETY MANAGEMENT SYSTEM
Document Controls – Vessel Certifications (ISM
11.0 )
Record Expiration Dates or Documents placed onboard
Vessel:
Call Sign
Certification of Registration
IMO No.
Radio Station License
(Permanent /Provisional)
Passenger Certificate
International Tonnage Certificate (1969)
International Load Line Certificate
full term – last annual
Minimum Safe Manning Document
IOPP Certificate full term – last
annual
Construction Certificate full term
Equipment Certificate full term –
- last annual
last annual
Radio Certificate – full term - last
Safety Management Certificate
annual
full term-intermediate
Document of Compliance - full
Certification of class full term
term - last annual
-last annual
Other Certificates and
Exemption Certificates if any;
Due dates:
Miscellaneous Certificates and Survey Expiration Dates
Life-rafts:
Hydrostatic Releases
Smoke Canisters
Hand Held Flares
MOB Buoy Markers
Parachute Rockets:
EPIRB Service Due:
EPIRB Battery Ex.
Fire Extinguishers
Fixed CO2 System
Line throwing rockets
SART Batteries Exp:
Gas Detector – model, date due calibration
GMDSS Hand held radio batteries expiry date
Date:
Name:
Signature:
12.0
Company Audits,
Evaluations
Verifications,
and
To maintain the effectiveness of the SMS, Operators must have procedures in
place to evaluate if:
•
The safety and pollution prevention activities comply with the Safety
Management System (Internal Audit)
•
•
Evaluate the efficiency of the SMS. (Review of SMS)
Put in place documented procedures to undertake Audits and Reviews,
including documenting Audit / Review, noting deficiencies, addressing
corrective action and allocating responsibility for corrective action to
staff / management.
The first point is a full Audit of the SMS, and should ideally be conducted by a
trained person independent of the areas being audited, (unless impractical due
to the size or nature of the Company. Another option is to have the Audit
conducted by an external auditor.
The second point may take the form of a review of the full SMS, or relevant
portions, an example being the Masters Review, (see check list Masters Review
– Ch. 5)
It is important the Company has procedures documenting how the audit /
review is conducted, reported on, and acted on.
The results of such evaluations must be made available to all staff responsible
for a particular area of operation.
Companies should as part of their procedure, state how often they will
undertake such audits / reviews, e.g. six monthly, annually etc
Responsibility must be allocated to Management staff, to ensure any non
conformities /deficiencies are noted, addressed within a definite appropriate
period of time, and a follow up to ensure closure of outstanding defects is in
place
13.0
Maritime Security
[Passenger vessels carrying 100 or more passengers, or Cargo Vessels of
greater than 500GT, require a separate dedicated Security Plan,
Vessels not required to have a security plan must have as a minimum, security
procedures in place, based on the Guidance issued in Marine Notice 16 of
2007.]
Security procedures
13.1
List of Restricted Areas to Passengers on board vessel
13.2
Means of securing \Restricted Areas
13.3
Access Control
13.4
Pre Departure Security Announcements
13.5
Passenger Luggage
13.6
Visitors and Repair Contractors
13.7
Securing the vessel when out of service
13.8
Standard Operating Procedures (SOP)
13.9
Emergency Contacts - Details
Security procedures
13.1
Restricted Areas on Board Vessel.
[List restricted areas e.g. All Crew Areas, Wheel House, Machinery Spaces,
Mooring areas, Stores, etc]
13.2
Means of Securing Restricted Areas
[Identify how restricted areas will be secured, e.g. padlocks, security
seals etc]
13.3
Access Control to Vessel:
3.1 Embarking and disembarking of passengers will only occur via a suitable
gangway or safe means of access.
3.2 Embarking and disembarking passengers will always be kept separate
3.3 Embarking will only be allowed when the crew are present on board to
receive passengers, and the vessel has been inspected for any unattended or
unusual items
3.4 Embarkation will not occur while cleaning or maintenance of a vessel is
being undertaken
3.5 Passengers must present valid tickets to crew, prior to being allowed on board
3.6 Particular attention must be paid by the crew when tidal conditions present
the vessel level with a pier, to avoid the instance of an unauthorised boarding
of the vessel other than by the gangway.
3.7 In the cases of charter groups, the charter representative travelling will
•
Advise the vessel of group number travelling
•
Muster at an agreed location away from the vessel and
account for their group prior to boarding.
Confirm numbers of mustered group to the vessel.
•
The boarding of such groups will be overseen, and numbers confirmed by a
crewmember who will liaise with the organiser. A counting device such as a “clicker”
should be used to account for number of persons boarding.
13.4
4.1
Pre departure security announcements
Pre-departure
passengers to
•
•
•
13.5
announcements
will
incorporate
security
advise
to
Not leave any baggage unattended
Report any suspicious items noted on board
Not enter any restricted areas on board.
Luggage carried on board.
5.1
Unaccompanied luggage will not be placed on board, unless satisfactory
means of verifying its contents are provided.
5.3
Passengers will for security purposes be responsible for their luggage at all
times while on board.
5.3
On completion of a trip, and prior to the next departure, the vessel will be
checked for any remaining unaccounted luggage items.
13.6
6.1
Visitors and Repair Contractors
Official Visitors and Contractors must present themselves initially to the shore
office for clearance, prior to attempting to board any company vessel.
Contractors will be asked to provide proof of identification by one of the following
means
6.2
•
Passport,
•
Drivers Licence,
•
Verified company ID are acceptable means of proof.
Vessel Operators to provide a dedicated visitor’s pass, with associated records of
who has accessed their vessels.
6.3
Visitors and Contractors will be given a security / safety briefing prior to boarding
the vessel.
13.7 Securing Vessels
7.1 Where practical, external doors and storage areas should be kept locked shut,
while allowing means to exit rapidly from within the vessel in the event of an
emergency
7.2
When the vessel is left unattended for a period of time such as overnight or
seasonal lay-up, the engines will be disabled to prevent theft or unauthorised
use.
7.3
Out of service vessels will be securely moored and monitored regularly
7.4
Gangways will be lifted and not left in position on an unattended vessel
13.8 Standard Operating Procedures (SOP’s)
[Owners to insert procedure sheets for following scenarios]
•
Response to Bomb threats
•
Visiting Contractors
•
Cleaning routines
•
Vessel inspection routine
•
Securing of vessel when out of service and security sweep
routine prior to re entering service
13.9 Emergency Contacts List:
[The contacts list should include but not be limited to]:
•
Local Garda Station
•
Local Garda Crime Prevention Officer (for Advice on Security)
•
Regional Marine Survey Office (Department of Transport)
•
Local Harbour Masters (if applicable)
•
Coast
Guard
Dublin
MMRC
or
regional
Radio
(to report any security incident at sea)
All lists must be checked and amended on a regular basis.
Stations
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement