Reports Certificates Survey Status Rev.0

8/3/2019 Reports Certificates Survey Status Rev.0

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REPORTS, CERTIFICATES &

SURVEY STATUS

Luca VARINI

Manager of Classification andCertification Services

Marine Division


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Reports, Certificates & Survey Status

SURVEY REQUEST

PREPARATION OF THE SURVEY

SURVEY

REPORTSCERTIFICATES

SURVEY STATUS


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PREPARATION OF THE SURVEY

1) Review of the survey status, to get info on:- ships type, age, dimensions- surveys due

- possible pending recommendations- memoranda- management company- history

2) Review of the scope of the survey

3) Check ships ETA and ETD


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CARRYING OUT THE SURVEY

Behaviour of the surveyor

- The surveyor: a guest in somebody else

house

- First rule: to introduce himself to the

Master or Owners representative

- Verification of the safety conditions for

the survey


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Characteristics of a good surveyor

- Readiness in adapting to the environment

- Frankness

- Real interest in his job

- Willingness in cooperating with personnel

on board and understanding their

problems, and above all

- Readiness in formulating decisions


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Steps of survey

- Initial meeting (major surveys)

- Importance of a general examination of

the ship, in advance of more detailed

inspections

- Deficiencies: to be promptly

communicated- Use of note-books

- Use of the check lists

- Outcome of the survey (SES interim:

class and statutory situation of the vessel)


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A particular case: bottom survey for sale

purposes

- The Memorandum of Agreement(validity of the ships certificates, absence

of condition of class, drydock/diver

expenses)

- The buyer: to be gently ignored by the

surveyor

- Scope of survey: a bottom survey, from

which in general the surveyor should not

deviate (in particular upon buyers

invitation)


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PART I: REPORTING

1) SES /SES Interim

2) Endorsement in the SES

3) Checklists (table of forms, ITS I-A-3)4) Recommendations

5) Memoranda

6) Narrative report (ITS I-A-4)

7) Reporting: timeframe8) Jobs crossing each other

9) Verification of survey reports


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Endorsement in the SES

All endorsements in the Class Survey Endorsement Sheets shall be written as follows:

list of the surveys carried out in the first sentence (e.g.: Bottom and tailshaft surveys

carried out)

confirmation of class in the second sentence (e.g. Class confirmed)

specific statements in a third sentence, if needed (e.g: Main Engine p.n. 65

temporarily out of service)The confirmation of class shall be Class confirmed either the vessel is free from

recommendations or outstanding recommendations exist with a due date not before the

earlier due date of annual, intermediate, Class renewal, bottom, tailshaft, boiler

surveys.

Where recommendations existwith a due date before the earlier due date of annual,intermediate, Class renewal, bottom, tailshaft, boiler surveys, the confirmation of classshall be Class confirmed until dd/mm/yyyy, where dd/mm/yyyy is the earlier due

date of the outstanding recommendations.

Should Class be confirmed for a single voyage, the ports and conditions of the voyage

will be specified and a due date will always be imposed.


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Recommendations (Condition of class)

A recommendation is an official request from RINA that substantial damage or adeficiency affecting the vessel's class is rectified by a due date. All recommendations

and relevant actions have to be reported in the Survey Endorsement Sheet.

The formal criteria to report an imposed recommendation are:

a clear description of the item concerned and of the kind of damage/deficiency;

indication of a definite date of settlement (day, month, year) called due date;

(the due date may coincide with the due date of a periodical survey);

description of actions taken to ensure a satisfactory level of safety in order to acceptthe deficiency and delay repairs.

Recommendations are to be formulated unequivocally. Where several items are

included in a recommendation, they are to be numbered consecutively. The Surveyor

must clearly report about recommendations that have been cleared as well.

To describe the action to be taken, the Surveyor should use only the following

sentences: to be replaced, to be inspected (where inspection is required before

normal due date), to be repaired, to be tested, to be supplied, to be gauged, to

be carried out or similar. Re-inspection to better define the recommendation is not

allowed (the Surveyor who imposes the recommendation must clearly assess the

deficiencies / damages and define the corrective action and the time limit).

To define the due date, the Surveyor should use only the following sentences: by

dd/mm/aaaa, by next survey, prior to re-commissioning, prior to be put in

service or similar. The sentence ''as soon as possible' must not be used.


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Memoranda

A memorandum is used to defines a situation where, though deviating from thetechnical standard, the vessels class is not affected (e.g. slight indents in the shell,

which do not have an effect upon the overall strength of the hull, or minor deficiencies,

which do not affect the operational safety of the machinery) and, therefore, the decision

whether to take a corrective action or not is left to the owner. All memoranda and

relevant actions have to be reported in the Survey Endorsement Sheet.

Such memoranda may include re-inspections at the periodical surveys or at shorter

intervals and may continue to apply beyond a class renewal survey.A memoranda is also used to indicate useful information such as Equipment Number,

Steel grade used for the hull, tailshaft and rudder clearances, compliance with statutory

regulations, etc.

Part of these information are being transferred in the building blocks in Leonardo, so

that they appear in the survey status but not in the form of memoranda.


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Narrative reports

The Survey Endorsement Sheet is a complete concise system to provide the outcome ofa survey. However, SES plus checklists cannot give the complete picture of the

outcome of the survey, unless they are completed with a narrative report, giving the

additional information which are the basis for a useful ships record review, otherwise

almost meaningless (for whatever use the review is performed: sale, chartering,

insurance, assessment of PSC detentions, etc).

The narrative report must always be limited to the description of facts. Judgements and

supposed causes of events must never be reported by the surveyor.In case of occasional surveys following conversion or repair works, the main

operations carried out during the work in question are always to be listed in detail in a

narrative report. The report should also state who commissioned the survey, in which

yard or by which firm work was carried out and any additional comments regarding the

place of survey.

The items and components surveyed are to be clearly named. All the sectors and

components surveyed are to be specified or listed in full in the report.

The Surveyor should always use standard sentences like: replaced, repaired,

tested, examined externally'', ''inspected in place'', ''opened and surveyed'',

''dismantled and thoroughly overhauled on board (in workshop)'', ''hydrostatically

tested'' and similar. Adjectives and adverbs should always be avoided.

Each individual AVERAGE DAMAGE is to be dealt with separately in the report and

no mention should be made in the report of supposed or assumed causes of damage.


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Reporting: timeframe

The SES interim left on board enables the Owners to be immediately informed, upon

completion of a survey, about the position of the ship, as far as class and statutory

certification is concerned.

However, the ships situation is made available to interested parties by means of the

ships survey status, which is also to be updated as soon as possible on the basis of thesurvey reports.

Interested parties are not only the shipowner/management, but also the RINA Offices

that may be requested to carry out a survey, Flag Administrations, third parties (as

authorised by the owners), etc.

The reports are to be made available in the Leonardo system within the limits indicated

in the ITS Part I-A-2.

The ships status is normally requested to be updated within maximum 2 weeks from

the survey completion.

The time used by Offices to complete reporting and updating of the ships status is a

KPI (Key Performance Indicator) of the RINA Marine Division and is used for

evaluating the overall performance of an Office by the end of the year.


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Jobs crossing each others

A ship which is under survey is not to sail until the position of her class has been

defined through the issue of the SES/SES interim.

It happens that sometimes jobs cross each other, giving raise to situations where the

class position of the ship may be questioned.

Example:

Job no.24: Port of survey A, first date 18/11, last date 24/11;

occasional survey after damage, class confirmed

Job no. 25: Port of survey B, first date 20/11, last date 20/11

SAFEQU survey carried out.

Considering the above, the confirmation of class of the ship in the days from 18/11 to

24/11 is questionable.

Possible damages occurred to the vessel within the a.m. dates could cause trouble to the

Classification Society and the Owners.


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Verification of the survey reports:

The survey reports which are to be subject to the Head Office review, as indicated in

the ITS I-A-2, are basically those where certificates have been issued by the Office.

Before the Head Office review, they are to be reviewed by the Head of The Office.

The tools used to review the survey reports are basically:

- The form report_assessment

- The Guidelines for review of the survey reports (ITS I-A-5)

Any reviewed report by Head Office is assigned a rating and in case remarks are noted,they are communicated to the Office for correction (if needed) and improvement.

The average of the reports rating, indication of the reporting quality, is also a KPI (Key

Performance indicator).


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PART II: CERTIFICATES

1) Class Certificate

2) Statutory Certificates

3) Interim, short term, conditional

certificates

4) Exemption certificates

5) Supplements and records6) Non-Convention Certificate

7) Document of Compliance

8) Statement of Compliance


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Class certificate

A Certificate of Class is issued to any vessel classed by RINA to give evidence of its

compliance with the applicable Class Rules.

Either a full term or an interim Certificate of Class is issued, the vessel has been

considered by RINA eligible to be admitted into its Class, the only difference being that

an interim Certificate of Class is issued by an Office to bridge the time until the full

term Certificate of Class is received.

The Interim Certificate of Class is issued upon completion of an Admission to Classsurvey either for newbuildings or for existing vessels. Thereafter, it is re-issued by

Head Office upon completion of each Class Renewal survey. In particular cases,

the RINA Head Office may decide to re-issue a Certificate of Class upon request of the

Owner (e.g.: due to significant alterations).

The validity of an interim Certificate of Class does not normally exceed 5 months and

is generally aligned to that of the Short Term Statutory Certificates (if any).

The validity of a full term Certificate of Class is intended to cover the period of Class

assigned to the vessel, depending on the applicable Rules.

Extensions of the validity of the full term Certificate of Class beyond the assigned

period Class, never exceeding 3 months, may be granted in specific circumstances,

upon authorization of the RINA Head Office.


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Statutory certificates

Statutory certificates are issued by RINA on behalf of a Flag Administration to give

evidence of the ships compliance with the pertinent Statutory Requirements.

The most frequent statutory certificates issued are those linked to the main

International Conventions:

SOLAS:

- Cargo Ship Safety Construction Certificate

- Cargo Ship Safety Radio Certificate- Cargo Ship Safety Equipment Certificate

- Passenger Ship Safety Certificate

LOAD LINE

- International Load Line Certificate

MARPOL

- International Oil Pollution Prevention Certificate (annex I)

- International Sewage Pollution Prevention Certificate (annex IV)

- International Air Pollution Prevention Certificate (annex VI)

- International Pollution Prevention Certificate for NLS in bulk (annex II)

AFS

- International Anti-fouling System Certificate

And others


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Statutory certificates: format

For any certificate issued by RINA, the relevant form

available in the database Forms in Lotus Notes or in the

Leonardo system is to be used.

These forms are in compliance with the standard formatprovided in the Convention or by the Administration, if

any.


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Full Term Certificates

A Full Term Certificate is a certificate valid for the

maximum period allowed by the relevant Convention and

by the Administration.

Full Term Certificates are issued by the Head Office.RINA Offices are not authorized to issue full term

certificates (apart from particular ceritificates, such as AFS

certificate, certificate of fitness to BC Code, etc)


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Short Term Certificates

A Short Term Certificate (or an Interim Certificate) is a

certificate valid for a maximum period of 5 months, issued

in order to bridge the time until the Full Term Certificate is

received.Wherever required for technical reasons, Short Term

Certificates are to be issued for periods of less than 5

months.

Short Term Certificates are generally issued by RINA

Offices.


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Conditional Certificates

A Conditional Certificate (or a Conditionally issued Certificate) is a

certificate issued when deficiencies exist which do not prevent the ship

from proceeding to sea without danger to the ship, persons or

environment but which cannot be corrected in the port of survey. A

specific authorization has to be obtained from the Administration priorto issuing a Conditional Certificate.

A Conditional Certificate is valid for a period only long enough to

permit the ship to proceed to the port where the deficiencies can be

rectified, which does not normally exceed 2 months, except when

specially instructed by the Administration or by RINA Head Office.In no case the validity of the Conditional Certificate shall exceed the

period granted for rectification of the deficiencies. Conditional

Certificates are generally issued by RINA Offices, upon specific

instruction from RINA Head Office and always identified as a

Conditional Certificate at the top of the front page.


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Exemption Certificates

An Exemption Certificate is always issued only upon

specific authorisation from the Flag Administration.

The related Certificate must report that an Exemption

Certificate has been issued.Typical example is the Exemption Certificate issued for

cargo ships not provided with a fixed gas

fire-extinguishing system in the cargo holds (SOLAS reg.

II-2/10.7.1.4


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Supplements to certificates

Some certificates are completed by supplements/records, giving details

about the equipment installed and the construction of the ship.

Typical cases are:

- Supplement to the IOPP Certificate (record of construction and

equipment, type A and type B)- Form R for SAFRAD certificate (record of equipment, with details of

the radio facilities)

- Form E for SAFEQ certificate (record of equipment, with details of

lifesaving appliances and navigational systems)

- Form P for SAFPAS certificate (record of equipment, with details oflifesaving appliances, navigational and radio systems)


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Non-Convention Certificates

Non-Convention Certificates are those issued on behalf and upon specific

authorization of a Signatory State (a State which has accepted and

ratified the relevant Convention) to a Non-Convention ship (a ship to

which regarding their size, type and/or trading area the provisions of the

relevant Convention are not applicable).

Provided that the preliminary consent of the Administration is obtained,

where no national regulations exist, the IACS Internal Guidelines No. 2

Safety guidelines for cargo ships of less than Convention size have to

be applied, as appropriate.

The same three categories of regular certificates (full/short/conditional)

are foreseen, depending on their validity.


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Document of Compliance

Documents of Compliance are those issued on behalf and upon specific

authorization of a Non-Signatory State (a State which has not yet

accepted and ratified the relevant Convention).

Example: the Document of Compliance to MARPOL Annex IV, requested

by Malta Maritime Authority, pending ratification of Annex IV andsubsequent issue of the ISPP certificate.

The same three categories of regular certificates are foreseen, depending

on their validity.


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Statement of Compliance

Documents of Compliance are not to be mistaken for

Statements of Compliance.

The latter are not Statutory Certificates but Statements issued

by RINA not on behalf of any Flag Administration.They are issued upon request of the Owner in cases where an

authorization to issue a Statutory Certificate does not exist.

Example: Statements of Compliance issued to prove

compliance with MARPOL Annex IV or AFS Convention.


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PART III: SURVEY STATUS

The survey status is the tool by which Owners

and other interested parties (as far they are

allowed to) are informed about the situationof a vessel, as far as class and statutory

certification is concerned.

Having considered the above, it goes without

saying that having the ships status constantlyupdated is of paramount importance.


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The survey status contains the following info:

- Vessel general information: flag registration

data, date of build and keel laid, tonnage,

class characteristics- Owner and shipmanagement information

- Class status: data of entry into class, class

period, last survey reported, class next due

date - Status of certificates: date of issue,

validity- Status of surveys: for both class and statutory

surveys, the last date, the due date and the

range dates

(continues)


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(continues)

- Class recommendations

- Status of compliance with retroactive class

requirements

- Statutory recommendations

- Status of compliance with retroactive

statutory requirements

- Class memoranda

- Statutory memoranda- Ballast spaces to be inspected

- Hull and or Machinery Continuous Survey

items, with the relevant due date