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.

IInnttrroodduuccttiioonn::

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.

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SSttaatteemmeennttss aanndd PPoolliicciieess 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.

22..00 SSaaffeettyy aanndd EEnnvviirroonnmmeennttaall PPrrootteeccttiioonn

SSttaatteemmeennttss aanndd PPoolliicciieess 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

CCoommppaannyy SSaaffeettyy PPoolliiccyy -- SSttaatteemmeenntt

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:………….

CCoommppaannyy EEnnvviirroonnmmeennttaall PPoolliiccyy SSttaatteemmeenntt

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 and Environmental Operational Policies

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*


• 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*


• 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


• 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


• 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:


• 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


• 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


• 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


• 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


• 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


• 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


• Use of antifouling paint based on current legislation, local

environment, and advice from paint manufacturers

Carriage of Dangerous Goods


• 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


• 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


• 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


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

33..00 CCoommppaannyy RReessppoonnssiibbiilliittyy aanndd AAuutthhoorriittyy

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:

Vessel Masters Name:

Vessel Crew

Designated Person Name:

3.2 Company Responsibilities Shorebased Operations

Vessel Operation.

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 Masters: Name 1 Name 2 Contact Mob. 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.

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.

Designated Person Name Contact No. Responsibility for monitoring effectiveness of SMS within Company, ensures adequate resources available, and audits are undertaken

44..00 DDeessiiggnnaatteedd PPeerrssoonn.. 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.

44..00 DDeessiiggnnaatteedd PPeerrssoonn.. ((IISSMM 44..00)) 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.

55..00 MMaasstteerr’’ss RReessppoonnssiibbiilliittyy aanndd SSttaatteemmeenntt

ooff OOvveerrrriiddiinngg AAuutthhoorriittyy

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: Was handed over on:

From Captain: To Captain:

Vessel Record Book up to date Yes No

Charts and Publications corrected to date Yes No

Safety and Environmental meetings up to date Yes No

Drills conducted as required Yes No

Publications Missing (if yes please list on reverse with number of the publication missing)

Yes No

Vessel Accident Report Yes No Date of Report:

Damage Report Yes No 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 N Vessel has a complete file of Safety Meeting Reports.

Y N All required safety meetings have been held.

Y N Content of Safety Meetings were relevant to vessels operation.

Y N 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 N Was a Pollution Prevention Meeting held?

Y N Are the fuel transfer / loading policies /procedures reviewed periodically?

Y N Are the oily waste handling policies /procedures reviewed periodically?

Y N Are the waste management policies / procedures reviewed periodically?

Y N Has adequate Pollution Planning been done aboard this vessel?

Y N 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.


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.


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.


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.


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


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.


66..00 RReessoouurrcceess aanndd PPeerrssoonnnneell

6.1 Qualification Requirements for Masters 6.2 List of Familiarization Training provided for new Staff 6.3 Records of Familiarization 6.4 Training Requirements for Staff 6.5 Records of Training completed by Staff 6.6 Statement of Vessels working language(s) 6.7 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: _____________________________________________ Date: ________________________

Master’s Signature: ___________________________

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.

77 SShhiipp BBooaarrdd OOppeerraattiioonnss aanndd PPrroocceedduurreess

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

SSSaaafffeeetttyyy MMMaaannnaaagggeeemmmeeennnttt SSSyyysssttteeemmm MMMaaaiiinnnttteeennnaaannnccceee SSShhheeeeeettt

DDDaaaiiilllyyy CCChhheeeccckkkllliiisssttt (((IIISSSMMM 777...000)))

Vessel: Date/Week:

Person Responsible:

Item to Check Mon Tue Wed Thu Fri Sat Sun

Public Address System

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

MMMaaasssttteeerrr SSSiiigggnnnaaatttuuurrreee:::………………………………………………………...... DDDaaattteee:::………………...

SSSaaafffeeetttyyy MMMaaannnaaagggeeemmmeeennnttt SSSyyysssttteeemmm

WWWeeeeeekkklllyyy CCChhheeeccckkkllliiisssttt ––– IIInnnssspppeeeccctttiiiooonnn,,, TTTeeessstttiiinnnggg,,, MMMaaaiiinnnttteeennnaaannnccceee (((IIISSSMMM 777...000)))

Vessel: Crewmember responsible:

Item Date Initials

Inspection Maintenance

Date Initials


Date Initials


Main Engine Hours

Generator Hours

Bow Thruster Hours

Life Safety Equipment

Bilge System

Voids Dry

Hatches

Steering System

Pumps

Filters All Supply

Lube Oil Supply

Electrical Panels

Electrical Equipment

Plumbing



LLLiiifffeee SSSaaavvviiinnnggg ///FFFiiirrreee FFFiiiggghhhtttiiinnnggg EEEqqquuuiiipppmmmeeennnttt WWWeeeeeekkklllyyy

IIInnnssspppeeeccctttiiiooonnn (((IIISSSMMM 777...000)))

Vessel: Crewmember responsible:

Item Date Initials


Date Initials


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



VVeesssseell PPrree DDeeppaarrttuurree CChheecckklliisstt ((IISSMM 77..00)) Vessel:

Location: Date: Time:

EQUIPMENT CHECKED OK

EQUIPMENT CHECKED OK

Main Engines Navigational Lights Running & Ready for use Depth Sounder

Alarms & indicators operational GPS

Astern propulsion tested Emergency stop operational

Whistle * tested ok

Thrusters E/R Comms * tested ok

Running & ready for use Deck Comms * tested ok

Alarms & indicators operational ITEM CHECKED OK Directional control tested Emergency stop operational

Bilge Level

Steering Gear Tested Port – Stbd

Deck Cargo Secure

Emergency Steering available Hatches Secure

Weather Forecast checked W/T Doors Secure Log Book Entry Made

Radar Running & available for use

BILGE ALARMS CLEAR

Auto Pilot 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

Notes:

Pre Departure Safety Announcements made

Signed:

SSSaaafffeeetttyyy MMMaaannnaaagggeeemmmeeennnttt SSSyyysssttteeemmm VVeesssseell BBuunnkkeerr RReeffuueelliinngg CChheecckklliisstt** ((IISSMM 77..00))

VVeesssseell::__________________ DDaattee::____________ PPoorrtt::____________________

Product Loading:______________

Storage Tank Details TTaannkk

NNoo.. PPrroodduucctt

DDeessccrriippttiioonn TTaannkk

CCaappaacciittyy TTaannkk

CCoonntteennttss

pprriioorr ttoo

llooaaddiinngg

SSttaarrtt

LLooaadd

TTiimmee

FFiinniisshh

LLooaadd

TTiimmee

TTaannkk CCoonntteennttss

AAfftteerr LLooaaddiinngg

Bunker Procedure Checklist: Item: Description: Y/N Item Description: Y/N

1 Have potential health, safety & Environmental hazards identified

8 Are hoses of adequate length, and provided with end caps.

2 Are Loading / Discharging Procedures agreed with supplier

9 Are hose connections and couplings correctly made

3 Has Grade, Quantity and quality been agreed with Supplier

10 Are transfer emergency stops procedures agreed with supplier, and an agreed means of communication in place.

4 Are staff members engaged in the transfer trained and aware of Company procedures

11 Are means in place to avoid over pressurizing either hoses or ship pipe work

5 Absorbent materials, scoops and buckets available in case of spillage

12 Have Ships tanks been confirmed prior to commencing and capacity available agreed on

6 Scuppers adjacent to bunker station on board plugged

13 Are all non smoking and naked lights requirements observed

7 Bunker hose inspected and noted as in good condition, and free of leaks

14 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*


Passenger Counting & Boarding Checklist (ISM 7.0)

Vessel:_______ Date:__________

Item: Description: Checked:

1 Passengers Checked on Board

2 Passenger Numbers via Tickets

3 Passenger Numbers via Hand Counter

4 Master advised of final passenger numbers

5 Log Book - final Passenger Numbers Entry made

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.


VVeesssseell PPeerrmmiitt TToo WWoorrkk CChheecckklliisstt ((IISSMM 77..00)) 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. 3.

2. 4.

Entry into Enclosed or Confined Spaces Yes No 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 Yes No N/A 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 Yes No N/A 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

Diving Operations (maintenance only) 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 Yes No N/A 1. Isolated from power and heat source M

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 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)


Permit Closed out


88 EEmmeerrggeennccyy PPrreeppaarreeddnneessss

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

Week

1

Week

2

Week

3

Week

4

Week

5

Week

6

Week

7

Week

8

Week

9

Week

10

Week

11

Week

12

Abandon Ship drill

X X X X X X X X X X X X

Fire Drill (fires in different locations)


Activating general alarm


Flooding and Damage Control (Sinking Grounding, Collision)

X

Launching survival craft & recovering life boats and rescue boats

X X

X

Man Overboard Drill

X X X

Helicopter Evacuation

X

Mayday; using visual distress signals

X

Bomb Search / Missing Person drill

X

Emergency Steering Test

X X X

99 RReeppoorrttiinngg ooff AAcccciiddeennttss,, HHaazzaarrddoouuss

OOccccuurrrreenncceess aanndd SSMMSS NNoonn--CCoonnffoorrmmaanncceess..

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 * DELETE AS REQUIRED

1) Report Type – tick Box(es)

Environmental

Personal Injury or Illness Near Miss

(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 No

(9) If Yes, Please State Action Required

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 No

(11) If Yes, Please State Action Required

Report Closed by

(10) Name

(11) Position

(12) Date

10.0 VVeesssseell aanndd EEqquuiippmmeenntt MMaaiinntteennaannccee

PPrroocceedduurreess 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 Procedure Number.

January February March April May June July August September October November December

Accommodation and Spaces

6 Monthly Galley PM 1, 2

6 Monthly Washrooms and

Toilet Rooms

6 Monthly Store Rooms and

Lockers

Deck Equipment

ANCH

01 6 Monthly

Anchors, Chain,

Line

ANCH

02 6 Monthly

Mooring and

Standing Gear

ANCH

03 6 Monthly Deck Machinery

Auxiliary Machinery

AUXI

01 Quarterly

Bilge and Ballast

System

AUXI

02 6 Monthly

Refrigeration/Air

Conditioning

AUXI

03 6 Monthly

Compressed Air

System

AUXI

04 6 Monthly

Fresh Water

Systems (Potable

and Sanitary)

Gangways and means of access to vessel

ACC

01 Monthly

Gangway structure

inspection

Electrical Systems

ELEC

01 Quarterly

Ship Service

Generator

ELEC

02 6 Monthly Switch Boards

ELEC

03 6 Monthly Panel Boards

ELEC

04 Annual Megger Readings

ELEC

05 6 Monthly

Main Engine

Emergency

Shutdown

ELEC

06 Monthly

Ships Service

Lighting

ELEC

07 Monthly

Emergency Power

and Lighting

ELEC

08 6 Monthly

Batteries and PA

system

ELEC

09 6 Monthly

Ventilation System

Shutdowns

ELEC

10 6 Monthly

Wiring and Safety

Signage.

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 and

Stations

FIRE

05 6 Monthly

Fire Main / Fire

detection systems

FIRE

06 Monthly Emergy Shutdowns

Watertight / Weathertight Openings

HULL

01 Monthly

Watertight doors

and openings

Life Saving Equipment

LIFE

01 Monthly Life Raft

LIFE

02 Annual Life Raft Survey

LIFE

03 Monthly

Rescue Boat (Non-

SOLAS)

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* * use as appropriate

MACH

01

6 Monthly /

Running Hours Fuel Lines

MACH

02 6 Monthly Air Starting System

MACH

03 6 Monthly

Intake and Exhaust

System

MACH

04 6 Monthly

Lube Oil System

(Oil Change /

Filters)

MACH

05 6 Monthly Cooling System

MACH

06 6 Monthly

Engine bedplate

bolts

Safety Guards

MACH

07 6 Monthly Engine Controls

MACH

08 6 Monthly Automation

MACH

09 6 Monthly Fuel Systems

Miscellaneous

MISC

01 6 Monthly Escapes

MISC

02 6 Monthly

Loadline marks,

Draftmarks, Hull

markings

MISC

03 Monthly

Hazardous

Conditions

Inspection

Navigation Equipment

NAVI

01 Monthly Steering Gear

NAVI

02 Monthly RADAR

NAVI

03 Monthly AIS

NAVI

04 Monthly VHF Radio

NAVI

05 Monthly Whistle / Horn

NAVI

06 Monthly Compass

NAVI

07 Monthly Depth Sounder

NAVI

08 Monthly Navigation Lights

NAVI

09 Monthly Distress Signals

NAVI

10 Monthly EPIRB

NAVI

11 Monthly GMDSS

NAVI

12 Monthly

Line Throwing

Apparatus

Pollution Prevention

POLL

01 Monthly Cargo Record Book

POLL

02 Monthly Oil Record Book

POLL

03 Bi-Monthly

Fuel Oil/Cargo

Containment

POLL

04 Bi-Monthly

Oily Waste

Retention

POLL

05 6 Monthly

Bilge and Ballast

Discharge

POLL

06 6 Monthly

Placards MARPOL

73/78

POLL

07 Monthly

Oil Transfer

Procedures

POLL

08 Monthly Transfer Hoses

POLL

09 6 Monthly Sewage Retention

POLL

10

11.0 DDooccuummeennttss aanndd RReeccoorrddss -- llooccaattiioonn,,

ccoonnttrrooll aanndd aapppprroovvaall..

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.

DDooccuummeenntt CCoonnttrrooll aanndd AAmmeennddmmeenntt RReeccoorrddss 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.

DDooccuummeenntt CCoonnttrrooll aanndd AAmmeennddmmeenntt RReeccoorrddss ((IISSMM 1111..00)) 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 onboardRecord Expiration Dates or Documents placed onboardRecord Expiration Dates or Documents placed onboardRecord Expiration Dates or Documents placed onboard

Vessel: Call Sign IMO No.

Certification of Registration Radio Station LicenseRadio Station LicenseRadio Station LicenseRadio Station License

(Permanent /Provisional)

Passenger CertificatePassenger CertificatePassenger CertificatePassenger Certificate

International Tonnage CertificateInternational Tonnage CertificateInternational Tonnage CertificateInternational Tonnage Certificate (1969) International Load Line CertificateInternational Load Line CertificateInternational Load Line CertificateInternational Load Line Certificate

full term – last annual

Minimum Safe Manning DocumentMinimum Safe Manning DocumentMinimum Safe Manning DocumentMinimum Safe Manning Document IOPPIOPPIOPPIOPP Certificate full term – last

annual

Construction Certificate full term Equipment Certificate full term –

- last annual last annual

Radio CertificateRadio CertificateRadio CertificateRadio Certificate – full term - last Safety Management CertificateSafety Management CertificateSafety Management CertificateSafety Management Certificate

annual full term-intermediate

Document of Compliance Document of Compliance Document of Compliance Document of Compliance - full Certification of class full term

term - last annual -last annual

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:

Other Certificates and

Exemption Certificates if any;

Due dates:

1122..00 CCoommppaannyy AAuuddiittss,, VVeerriiffiiccaattiioonnss,, aanndd

EEvvaalluuaattiioonnss 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

1133..00 MMaarriittiimmee SSeeccuurriittyy [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 Pre departure security announcements

4.1 Pre-departure announcements will incorporate security advise to passengers to

• Not leave any baggage unattended

• Report any suspicious items noted on board

• Not enter any restricted areas on board.

13.5 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 Visitors and Repair Contractors

6.1 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

• Passport,

• Drivers Licence,

• Verified company ID are acceptable means of proof.

6.2 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 Stations

(to report any security incident at sea)

All lists must be checked and amended on a regular basis.