Soal Jawab Internal Shipboard Audit Checklist ISPS

SHIPBOARD AUDIT

BALAI PENDIDIKAN DAN PELATIHAN TRANSPORTASI LAUT JAKARTA

Jl. M. Kahfi II/88 RT.02/05 Cipedak Jagakarsa Jakarta Selatan 12630Telp : (021) 7870223, 7869209Fax : (021) 7270186BALAI PENDIDIKAN DAN PELATIHAN TRANSPORTASI LAUT JAKARTA Internal Shipboard Audit Checklist ISPS

TYPE OF AUDIT

FORMCHECKBOX

Initial internal Audit

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Annual internal Audit

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Renewal internal Audit FORMCHECKBOX

Additional internal Audit

SHIPBOARD AUDIT

ISPS CODE

Ships name:

Type of ship:

IMO Number:

GL Register No.:

Confidential

1Objectives1.1.Evidence:- ISSC

- CSR

-> check

2Security Policy

2.1. Should be posted publicly -> check. Question Master & SSO, as well as spot checks with the crew.

3Company Security Officer

3.1. Thorough questioning of Master & SSO, spot checks with other crew.CSO (H. Weiss) & Backup-CSO (G. Poelmann) must be known to everyone, contact list must be posted -> check.

Needed answers: - Preparation, review & amendment of SSP

- Support of the SSO to implement the SSP

- Support of the vessels in security questions

- Ensure that adequate training is provided/drills are performed

- Arrangement and realization of internal audits

- Arrangement of, and support during, external audits

- Ensure that recognized deficiencies are promptly addressed

- Enhance security awareness on board

- ensure a consistency between safety and security requirement

- etc.

4 General Requirements

4.1. Ask question to master & carry out spot checks by talking to the crew

4.2.Assessment IS on board! Check and ask general questions about SSA.

4.3. Evidence: Security muster list. -> check

Muster list may NOT be posted publicly, but kept safe by SSO.

Personnel needs to be briefed (see also 12.1.4.; Familiarization)

5Ship Security Plan (SSP)

5.1. SSP is to be stowed either in the SSOs Chamber or in another lockable cabinet, to

Which only master & SSO have access.

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

1Objectives

1.1.

Appropriate national and international rules and regulations are complied with:

- Are statutory certificates valid?Y FORMCHECKBOX N FORMCHECKBOX

Y FORMCHECKBOX N FORMCHECKBOX

2Security Policy

2.1.

The Companys Security Policy

is available on board

is basically known to the shipboard personnel

is implemented and maintained at all levels on boardY FORMCHECKBOX N FORMCHECKBOX









3Company Security Officer

3.1.

A/11.2Company Security Officer (CSO)

- is (are) known on board

- role of CSO is basically knownY FORMCHECKBOX N FORMCHECKBOX






4General Requirements

4.1.

A/9.4Working language of the ship: English

- is everybody on board able to speak the English language in such manner, that a smooth working is possible?Y FORMCHECKBOX N FORMCHECKBOX



4.2.

Ship Security Assessment:

- knowledge about SSA

- is an SSA available on board?Y FORMCHECKBOX N FORMCHECKBOX




4.3.

Responsibilities in respect of ISPS

- defined on board?

- known by shipboard personnel?

- How is it secured from unauthorized access?Y FORMCHECKBOX N FORMCHECKBOX






5Ship Security Plan (SSP)

5.1.

General:

- Where is the SSP stowed on board?

- How is it protected against unauthorized access?Y FORMCHECKBOX N FORMCHECKBOX




5.2. Master, SSO, CSO, officers duly authorized by the flag state administration! No one else! PSC Officers only in case of a reasonable Clear Ground (see also 5.4.)!

5.3.The main purpose and content of the ships security system, as well as the specific Duties must be know to the ships crew (spot checks), but not the detailed SSP!

5.4.The General Part of the SSP may be presented to PSC-Officers, but NOT the Confidential Part. This would result in a Clear Ground.

5.5.Only in case he has a Clear Ground, and then only the parts connected to the Clear Ground, e.g. the part concerning access control, if the suspected discrepancy lies with access control.

5.6. A Clear Ground is the justified suspicion from a Port State Control or Coast Guard Officer that the ship is not in compliance with its SSP and the ISPS-Code.

Possible Examples:- no gangway watch posted

- no / careless access control when boarding

- doors to restricted areas not locked / secured

- free roaming of visitors on board the ship during SL 2 & 3

- no checks of ships stores / cargo

- freely granted access to confidential information / documents5.7.Do not grant insight, but immediately call the CSO and let him handle the matter. Write a report afterwards.

6Duties and Responsibilities6.1.1.SSO -> Chief Mate

Backup-SSO -> Master

Ask the crew.

6.1.2.Possible answers: - supervising the implementation of the SSP and maintaining the security system on board.

- distribution of security duties and creating the security muster list.

- ensuring that everybody knows his specific duty on board and that these duties are carried out properly.

- enhancing security awareness on board.

- ensuring adequate and appropriate training for the crew.

- reporting any deficiencies to the CSO and proposing of Possible modifications to the system.

- keeping all records concerning security and report to the CSO.

- ensure proper function, maintenance and testing of security equipment.

- ensure that the Dangerous Goods Manifest is up to date.

- co-operate with PFSOs, PSC Officers and other authorities in respect of security.

- safeguard the SSP & security records and prevent un-Authorized access to them.

- ensure that security level requirements are met and maintained.

- ensure that additional security measures instructed by the flag/port state are being put in force.

The SSO and Master should have a quite detailed knowledge of the above, while the Crews answers need not to be very detailed. A general overview of the SSOs duties is sufficient.

6.1.3.Quote SSP (Gen. 4.3.2.): The SSO has the authority on board to carry out all of his duties Effectively as long as the Masters Overriding Authority is not jeopardized

6.1.4. The master, due to his overriding authority.

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

5.2.Who is authorized to gain access to the SSP?



5.3.

Is the detailed content of the SSP known to everybody on board?

Answer should be NO!Y FORMCHECKBOX N FORMCHECKBOX



5.4.Which parts of the SSP may be presented to normal Port State Control Officers?Y FORMCHECKBOX N FORMCHECKBOX


5.5.

Under which circumstances to which extent may a Port State Control Officer request insight to confidential parts of the SSP? Y FORMCHECKBOX N FORMCHECKBOX


5.6.What is a Clear Ground? Examples



5.7.

What do you do, if an inspecting officer insists by strength on insight to the confidential part of the plan?Y FORMCHECKBOX N FORMCHECKBOX


6Duties and Responsibilities

6.1.Ship Security Officer (SSO)

6.1.1.

Who is the SSO for this vessel?

Who is Backup-SSO?Y FORMCHECKBOX N FORMCHECKBOX


6.1.2.

What are the duties and responsibilities of the SSO?Y FORMCHECKBOX N FORMCHECKBOX



6.1.3.

Which authority does the SSO have to enable him to carry out his security duties effectively?Y FORMCHECKBOX N FORMCHECKBOX



6.1.4.

Is there anyone who can overrule the decisions made by the SSO in respect of security? Who?Y FORMCHECKBOX N FORMCHECKBOX






6.1.5. The duly filled in, signed & stamped Ship Security Officer Appointing Letter must be posted on the bridge.

6.2.1.In his function as master, not Backup-SSO, the duties of the master has the

overriding authority. He is to ensure that

-

- a safe and secure operation of the ship is maintained

- if a conflict between safety and security arises, the safe

Operation of the ship is ensured!

In such cases he may implement, in his professional judgment, temporary security

measures which are to the highest possible degree appropriate to the prevailing

security levels. This has to be reported to the CSO and flag administration.

6.2.2. SAFETY FIRST! By means of his Overriding Authority.

6.2.3. SSP, General part, Point 4.2. first sentence!

- if conflict occurred, please take notes about the conflict and implemented measures.

6.3.1. Question gangway watch / roving patrol and assigned crewmembers

6.4.1. Give some case studies to some crewmembers and ask, what they would do.

6.5.1. See SSP, General Part, Point 1.2.3.

6.5.2. See SSP, General Part, Point 1.2.3.

6.5.3. Familiarization & Drills

6.5.4. Must be locked away by SSO. -> check

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

6.1.5.Where can the information of who is SSO be obtained?




6.2.Master

6.2.1.What are the masters duties in respect of security?




6.2.2.

If there is a conflict between safety and security, which principle does apply? By which means may the decision be made by the master?Y FORMCHECKBOX N FORMCHECKBOX




6.2.3.

Is there a clear statement in the SSP that the master has the overriding authority in respect of ISPS?

- did already a conflict between safety and security occur?Y FORMCHECKBOX N FORMCHECKBOX




6.3.Crew with Security Duties

6.3.1.Are crewmembers aware of their security duties?


6.4.Crew with and without security duties

6.4.1.Are all crewmembers aware of their need for security vigilance?


6.5.Organization and Performance of Security Duties

6.5.1.What is the organizational structure of the ship with regard to Security Duties?Y FORMCHECKBOX N FORMCHECKBOX



6.5.2.What is the organizational structure between ship, company, port facility, other ships and relevant authorities regarding security?Y FORMCHECKBOX N FORMCHECKBOX


6.5.3.How is it ensured that everybody is aware of this structure and of his security duties?Y FORMCHECKBOX N FORMCHECKBOX


6.5.4Where is the ship security muster list kept? Secure place?

- check of listY FORMCHECKBOX N FORMCHECKBOX




7Security Communications7.1.1.Training of personnel and maintenance of comm. equipment7.1.2. Any observation has to be reported either to the Officer on Watch or directly to the SSO.

7.1.3. - handheld VHF

- installed VHF

7.1.4.The alert signal is a continuous ringing of the ships bell, followed by four long blasts of the ships whistle. 7.2.1.Training of the SSO, proper acquiring of security relevant contacts prior to arrival at the port and maintenance of the external communication equipment.

7.2.2.Via the agent or via the CSO (on request)

7.2.3.PFSO, best directly, not via the agent! And, if requested, the Point of Contact for the pre-arrival notice.

7.2.4.

- Copy of valid ISSC

- Copy of Continuous Synopsis Record

- Confirmation on present Security Level

- Confirmation on Security Levels in the previous ports (mainly 10)

- Confirmation about any special security measures, which the ship applied during the last 10 port calls or the voyages in between.

- other requested practical security related matters (no SSP details)

7.2.5.Yes, the master may refuse to give the information! But this may result in denial of entry into port!

7.2.6.Communication between the ship and the officer duly authorized by the Contracting Government will be established in order to rectify the Clear Ground.

7.2.7. Following steps can be imposed by the Contracting Government:

- a requirement to rectify the non-compliance prior to entering the port.

- a requirement for the ship to proceed to a specified location in the territorial waters

of the Contacting Government of the port it intends to enter.

- Inspection of the ship, if it is already in the territorial waters, in order to rectify the Clear Ground.

- denial of entry into port.

In that case, the master may choose to withdraw the intention to enter the port. Then these steps will be dropped.

7.2.8.Either by requesting a copy of the valid Port Facility Security Certificate (PFSC) or by Taking the information out of the IMO ISPS-Database (via CSO).

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

7Security Communications

7.1.Security Communication within the ship

7.1.1How is the security communication within the ship ensured?




7.1.2.What are the reporting procedures for security observations/incidents within the ship? Who is to be reported to?Y FORMCHECKBOX N FORMCHECKBOX






7.1.3.What kind of equipment is available for internal security communication?Y FORMCHECKBOX N FORMCHECKBOX



7.1.4.What is the internal security alarm signal?




7.2.External Security Communication

7.2.1.How is the external security communication (e.g. PFSO, CSO, flag/port state, ) ensured? Y FORMCHECKBOX N FORMCHECKBOX


7.2.2.Where do you obtain security relevant contacts for each port (PFSO, Coast Guard, etc)?Y FORMCHECKBOX N FORMCHECKBOX


7.2.3.After obtaining these information, who is to be contacted prior arrival in the port?Y FORMCHECKBOX N FORMCHECKBOX


7.2.4.Which information needs to be given to the port state and/or PFSO of the port facility your are intending to call, prior arrival?Y FORMCHECKBOX N FORMCHECKBOX


7.2.5.Can you refuse to give a.m. information? If yes: What may happen?Y FORMCHECKBOX N FORMCHECKBOX




7.2.6.If a port state official suspects a Clear Ground due to the information given, what would be the next step? Y FORMCHECKBOX N FORMCHECKBOX


7.2.7.

If the Clear Ground is not rectified during the communication, what might happen? What do you as Master do, if an officer duly authorized initiates steps?Y FORMCHECKBOX N FORMCHECKBOX




7.2.8.How do you know/verify that the ship/port facility you are interfacing with complies with the ISPS-Code?Y FORMCHECKBOX N FORMCHECKBOX


7.2.9.First to the PFSO in order to rectify the discrepancies, then, if the problems are not Solved, to the CSO through the Port Security Survey for Ships Security Officers (SSP General, 3.2.1.1.) who will forward the report to the flag state.

7.2.10.- PFSO, Port state authorities & CSO

- The ship has to act upon the instructions and ask assistance from the PFSO/port state authorities, in order to ensure ISPS Code

compliance, if the ship is not able to ensure compliance by itself.

7.2.11.

8 Security Equipment8.1.SSP Confidential, Chapter 2.1.

- check for availability & function

8.2Check records

8.3.The SSAS sends a covert security alert signal to the flag state, the CSO and the [email protected] E-Mail address, which includes date, time and location of the incident as well as present course and speed of the vessel. This alert will be sent continuously, until deactivated. Every 30 minutes an updated alert will be sent. For details see users manual chapter 5.1.

8.4.- check location of buttons

Procedure: A general SSAS test of the whole Hartmann fleet is carried out thrice a year. The procedure for testing is described in the users manual in chapter 5.2.9Security Levels9.1.Security Levels are procedures to respond to an altering threat situation, with heightened security standards when the Security Levels are raised

- SL 1 -> Normal operating condition.

- SL 2 -> Heightened threat level due to an announcement or intelligence of a non-specific ( perceived) threat.

- SL 3 -> Highest threat level in response to an attack or official information of a specific threat.

9.2.Security Levels can ONLY be set by the flag state and the port state of the port the ship is calling.

9.3.He can implement the measures of the next higher security level and report this and the reason for it to the CSO & PFSO. He can not raise the Security Level on his own.

9.4.The ship has to implement the measures required by the new Security Level without undue delay.

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

7.2.9.While interfacing with a certified port facility, discrepancies in the facilitys security measures are discovered

- whom to report to? Y FORMCHECKBOX N FORMCHECKBOX


7.2.10.

Ship is not in compliance with the SSP or Security Level requirement

- whom to report to?

- which measures are to be adopted?Y FORMCHECKBOX N FORMCHECKBOX




7.2.11.

Security Incident:

- what is a Security Incident?

- whom to report to in case of a Security Incident?Y FORMCHECKBOX N FORMCHECKBOX






8Security Equipment

8.1.List of Security Equipment available?

- check of all listed equipment for existence and proper functionY FORMCHECKBOX N FORMCHECKBOX


8.2.Is the Security Equipment subject to frequent testing and maintenance?Y FORMCHECKBOX N FORMCHECKBOX


8.3.What is a Ship Security Alert System? What happens, when it is released?Y FORMCHECKBOX N FORMCHECKBOX


8.4.

Is a Ship Security Alert System fitted on board? If yes:

- Where are the activation buttons?

- What is the procedure / frequency for testing?Y FORMCHECKBOX N FORMCHECKBOX




9Security Levels

9.1.What are Security Levels and which levels exist?




9.2.Who can set the Security Levels?



9.3.What can a master do, if he sees the need for heightened security?Y FORMCHECKBOX N FORMCHECKBOX


9.4.Security Levels set by flag/port state

- (re-)action of ship?Y FORMCHECKBOX N FORMCHECKBOX


10Security Measures10.1.1.CSO and flag state are to be informed if measures are instructed by the port state, if instructed by flag state (other than standing SL orders), CSO & PFSO are to be informed.

The measures are to be put in place without undue delay and if needed with external help.

10.1.2.No weapons are allowed on board. The only possible exception can be officers duly authorized to carry weapons, e.g. police, coast guard, immigration and customs officers.

10.1.3.Official access points (protective measures):

- gangway (gangway watch)

- pilots ladders (not deployed when unused)

Unofficial, possible access points (protective measures):

- crane (lookout, only authorized persons to drive the crane)

- ships freeboard (roving patrols, lookout)

- mooring ropes (rat guards)

- anchor chain (hawse pipe covers)

The access points are defined on the ISPS-Plan, which is part of the SSP (Conf.,6.0.), and the means for identifying/recording are: ID-Control by the gangway watch who issues a Visitors ID-Card and the visitor log book for records.

If a person is unable or not willing to establish his/her identity, access to the ship is to be denied. A report must be sent to the PFSO & CSO.

10.1.4.- ISPS-Plan, SSP Conf., 6.0. The restricted areas of SL 1 are marked by the sign:

NO ENTRY TO UNAUTHOTIZED PERSONNEL

- Restricted areas are to be locked when unmanned

- The purpose of the unauthorized person should be found out and, if need be and in co-ordination with the PFSO be handed over to the local police authorities. Afterwards it should be found out, why the person was able to enter the restricted area at all.

10.1.5.- lighting, roving patrols & lookouts

- Who is assigned? -> check security muster list

10.1.6.

- Check of cargo documentation

- Check if cargo comes from a secure location

- Check of origin

- Visual Checks of containers / packages for tampering

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

10Security Measures

10.1.General

10.1.1.

Additional protective measures instructed by flag/port state in case of risk

- who to inform?

- how to put in place?Y FORMCHECKBOX N FORMCHECKBOX




10.1.2.

Weapons on board

- how to handle?

- who may take weapons on board?Y FORMCHECKBOX N FORMCHECKBOX






10.1.3.

Access to the ship

- What are the access points to the vessel?

- Where are they mentioned in the SSP?

- How are they protected?

- Which means for identifying/recording are in use?

- What happens if a person can not or will not establish his/her identity?Y FORMCHECKBOX N FORMCHECKBOX















10.1.4.

Restricted Areas

- where are they identified (SSP)?

- how are they marked?

- means of monitoring?

- actions when anyone unauthorized enters a Restricted Area? Y FORMCHECKBOX N FORMCHECKBOX









10.1.5.

Monitoring of deck areas / areas surrounding the ship

- measures for monitoring?

- who is assigned for patrols?Y FORMCHECKBOX N FORMCHECKBOX






10.1.6.

Cargo Handling

- which measures for supervising the cargo handling are established?

- how is it ensured that cargo is not tampered with? Y FORMCHECKBOX N FORMCHECKBOX






10.1.7.

- Thorough check of stores documentation, double check with requests / pre-delivery information from company

- Visual checks for tampering

- Immediate storage in a secure location on board

10.1.8.

-> Check dangerous goods manifest, if time allows double check the correctness of the manifest with the real amount and location of dangerous goods on board.

10.1.9.

- No unaccompanied baggage will be allowed on board. Only exception is, when the

master takes the full responsibility for the baggage.

10.2.1.To be stated by the SSO, but minimum 5% of all visitors (when the SSP-Amendment No.1 is in force, otherwise no body/baggage searches), or when suspicions are aroused.

10.2.2.

-> take the ISPS-Plan and let the master & SSO recount the restricted area

10.2.3.

- frequency at least once per hour

- at least one person -> check security muster list

- ships deck & gangway lighting

10.2.4.

- Sporadic visual checks

10.2.5.

- Checking of stores documentation

- visual checks & quick storage in a secure location

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

10.1.7.

Handling of ships stores

- which measures for supervising ships stores handling are established?Y FORMCHECKBOX N FORMCHECKBOX



10.1.8.

Dangerous goods

- list of dangerous goods available?

- how is it maintained?Y FORMCHECKBOX N FORMCHECKBOX




10.1.9.Unaccompanied Baggage

- how is unaccompanied baggage handled on board?Y FORMCHECKBOX N FORMCHECKBOX



10.2.Measures on Security Level 1

10.2.1.Access to the ship

- What is the frequency of body/baggage searches?Y FORMCHECKBOX N FORMCHECKBOX



10.2.2.Restricted Areas

- What are the restricted areas for Security Level 1?Y FORMCHECKBOX N FORMCHECKBOX



10.2.3.


- what is the frequency for roving patrols?

- how many people are assigned for patrols?

- what lighting is used at night and during times of low visibility to

ensure the monitoring of deck areas and areas surrounding the

ship?Y FORMCHECKBOX N FORMCHECKBOX









10.2.4.

Cargo Handling

- what is the frequency for checking of cargo and how is it carried out?Y FORMCHECKBOX N FORMCHECKBOX



10.2.5.

Handling of ships stores

- how is it ensured that only ordered and announced ships stores

will be taken on board?

- how is it ensured that the stores are not tampered with?Y FORMCHECKBOX N FORMCHECKBOX






10.3.1.- frequency minimum 25%

- more thorough ID-Checks, Photo-ID required

- visitors are to be escorted

10.3.2.- in SL 2 all accommodation and forecastle are restricted.

- all doors locked, except 1 main entrance. Patrol on forecastle

10.3.3.- patrol frequency minimum twice per hour on an irregular basis

- additional lights to be placed, if need be waterside boat patrols in co-ordination with the PFSO.

10.3.4.- about 5% of containers / packages are to be checked for tampering. Visual check of all items as far as possible.

10.3.5.- all store items to be checked thoroughly.

10.4.1.- On SL 3 no one may enter the ship, except by direct permission of the master. All persons allowed to enter are to be thoroughly

searched (body/baggage) and constantly accompanied by a crewmember.

- No shore leave for the crew, unless absolutely necessary

10.4.2.- On SL 3 the whole ship is a restricted area

- all doors locked, as in SL 2

- monitored by gangway watch and patrols.

10.4.3.- Continuous monitoring of the vessels deck area and area surrounding the ship must be ensured (constant lookout from the bridge (wings), constant roving patrols and, if possible, boat patrols on the waterside). If practicable, leaving the berth/port can be taken into consideration.

10.4.4.- No cargo handling should take place on SL 3, unless ordered by the master. In such case a thorough check of all cargo must be

ensured.No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks


10.3.1.

Access to the ship- what is the frequency of body/baggage searches?

- any other additional rules/requirements?Y FORMCHECKBOX N FORMCHECKBOX






10.3.2.

Restricted areas

- what are the restricted areas on Level 2?

- how are they secured/monitored?Y FORMCHECKBOX N FORMCHECKBOX






10.3.3.

Monitoring of deck areas / areas surrounding the ship- any additional means of monitoring (add. lights/ higher patrol freq.)?Y FORMCHECKBOX N FORMCHECKBOX



10.3.4.Cargo handling

- any additional checks? How often?Y FORMCHECKBOX N FORMCHECKBOX



10.3.5.Handling of ships stores

- any additional checks? How often?Y FORMCHECKBOX N FORMCHECKBOX




10.4.1.

Access to the ship

- How is the access to the ship handled on SL 3)? Who may enter the vessel?Y FORMCHECKBOX N FORMCHECKBOX



10.4.2.

Restricted areas

- what are the restricted areas on Level 3?

- how are they secured/monitored?

- are additional restricted areas established on the quay

alongside the ship (in co-operation with the PFSO)?Y FORMCHECKBOX N FORMCHECKBOX









10.4.3.


- how is the continuous monitoring of deck areas / areas surrounding the ship ensured?

- any additional measures in co-ordination with the PFSO (e.g. boat patrols or additional watchmen?Y FORMCHECKBOX N FORMCHECKBOX






10.4.4.Cargo handling

- how are cargo operations handled on Level 3?Y FORMCHECKBOX N FORMCHECKBOX



10.4.5.- No store handling unless pre-arranged with master or for emergency purposes. In such case all stores have to be searched

thoroughly.

11Ship/Ship Ship/Shore interface11.1.1.- The ship has to adapt the port facilitys Security Level without undue delay and act upon eventual instructions of the PFSO and port state.

- The ship has to maintain its Security Level by own means (maybe in co-ordination with the PFSO (see also 11.2.). The port facility does

not need to raise its security level.

11.1.2.- The ship has to maintain the present security level without the help of the interfacing

counterpart. The master may introduce additional security measures in order to

maintain the SL. A Declaration of Security (see 11.2) is strongly recommended.

11.1.3.- The Security Level has to be raised and the requirements are to be implemented according to the SSP and flag/port state instructions

without undue delay. As a guideline, the period of 24 hours can be taken (US-Requirement).

11.1.4.- By the signing of a Declaration of Security (DoS)

11.2.1.- The purpose of a DoS is to document an agreement between the two interfacing parties, of which security measures are to be

implemented and maintained by whom, so that everybody has a written evidence. The DoS can be used to divide the security

measures to be implemented between the two parties, so that e.g. the access control can completely be taken over by the terminal.

The DoS can either be signed on each port call or, if the ship is calling the port facility regularly, for a certain time and Security Level.

11.2.2. If a request for the DoS is received it must in all cases at least be acknowledged, even if it is not signed. Otherwise the master or SSO

has to review the DoS, make his own signatures and comments on the corresponding security measures, fill in the contact details, sign

the DoS and return it to the other interfacing party (by e-Mail, fax or original. In such case a copy must be retained on board).

11.2.3.-Master or SSO are entitled to sign the DoS.

If the PFSO refuses to sign the prepared DoS, he must at least acknowledge

Receipt. If he also refuses to sign for receipt, file the DoS (duly signed and stamped by the ship), make a note in the security log book and send a report to the CSO.

11.2.4.

At least for the following 10 port calls or ninety days, whichever is the longer.

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

10.4.5.Handling of ships stores

- how are ships stores handled on Level 3?Y FORMCHECKBOX N FORMCHECKBOX



11Ship/Ship Ship/Shore interface

11.1.Responding to a change of the Security Level / different Security Levels

11.1.1.

The ship enters a port facility which is at a higher SL than the ship

- what is the procedure?

- what is the procedure if it is the other way round?Y FORMCHECKBOX N FORMCHECKBOX




11.1.2.

What is the procedure when interfacing with a ship/port facility to which SOLAS XI-2 / the ISPS Code does not apply, resp. which is not duly certified?Y FORMCHECKBOX N FORMCHECKBOX


11.1.3.A change of security level is instructed by flag/port state


- how much time may the change take?Y FORMCHECKBOX N FORMCHECKBOX




11.1.4.By which means can the different security duties between ship/ship or ship/shore be clarified? Y FORMCHECKBOX N FORMCHECKBOX


11.2.Declaration of Security (DoS)

11.2.1.

- What is the purpose of the DoS?

- Under which circumstances can the ship request the completion

of a DoS?

- Under which circumstances is the completion of a DoS strongly

recommended? Y FORMCHECKBOX N FORMCHECKBOX






11.2.2.What is the procedure to handle the request for a DoS?

How are such requests to be acknowledged?Y FORMCHECKBOX N FORMCHECKBOX


11.2.3.Who is entitled to complete a DoS on behalf of the ship?

What is the procedure, if a PFSO refuses to sign the DoS?Y FORMCHECKBOX N FORMCHECKBOX


11.2.4.How long is the DoS to be kept on board?



12Training, Drills and Exercises12.1.1.-> Check the SSO-Certificates of Master and SSO

12.1.2.

Like SSO course, Shore based Ship Security Training. Not necessary, but advantageous, -> Check & take notes

12.1.3.

During drills and instructions.

-> Check knowledge of personnel by asking questions and request of Demonstrations (to carry out a complete drill is recommended).

12.1.4.

Crew should have been thoroughly familiarized on embarkation by the SSO,records must be available in the ship security log book.

12.2.1.Every 3 months or when more than 25% of the crew has changed and the newly embarking crewmember have not participated in a ship board security drill in the past 3 month.

12.2.2.

Alarm -> mustering on assembly point (bridge) -> give instructions -> carry out the drill -> proper de-briefing -> end of drill

This is a general guideline, of how a drill should be conducted.

- Topics should be taken from the contingency plans in the SSP (Conf. 4.0. ff)

- Ship specific details (layout, weak spots, etc.) must be taken into account.

12.2.3.&-> Check the security drill records

12.3.4.

12.3.1.

- If yes: check records and note the topic & results

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

12Training, Drills and Exercises

12.1.Training

12.1.1.Did the SSO/Backup-SSO receive proper training to carry out the job? Y FORMCHECKBOX N FORMCHECKBOX


12.1.2.Did the other officers / crewmembers receive security training prior to embarkation?Y FORMCHECKBOX N FORMCHECKBOX



12.1.3.How was the crew with security duties trained for their jobs?

Are they able to carry out their jobs properly?Y FORMCHECKBOX N FORMCHECKBOX



12.1.4.

Familiarization

- was the newly assigned crew thoroughly familiarized

concerning security?

- who carries out these familiarizations? Records? Y FORMCHECKBOX N FORMCHECKBOX






12.2.Drills

12.2.1.What is the frequency for conducting drills?



12.2.2.

When carrying out Ship Security Drills:


- which topics are being addressed?

- are ship specific security details taken into account?Y FORMCHECKBOX N FORMCHECKBOX






12.2.3.What kind of security drills have already been carried out on board?Y FORMCHECKBOX N FORMCHECKBOX


12.2.4.When was the last drill carried out on board?

- DetailsY FORMCHECKBOX N FORMCHECKBOX


12.3.Exercises

12.3.1.

Have there already been security exercises on board the vessel, which included the participation of either a port facility, another vessel or the CSO? If yes:

- which topic was it about?

- what were the results of the exercise?Y FORMCHECKBOX N FORMCHECKBOX




12.3.2.

- normally once a year

13Contingency Plans13.1.Choose 2 or 3 topics and check knowledge of Master & SSO. Contingency plans are found in the SSP, Conf., Chapter 4.0.ff14SSP Review and Amendment14.1.- annually

- after lessons learned from audits, drills/exercises and incidents

14.2.The SSO is responsible.

14.3.- report to the CSO

14.4.- the amendment has to be approved by the flag administration

No. /

Code Ref.QUESTIONS

MasterSSOCrew

Remarks

12.3.2.In which intervals should exercises with the participation of the CSO be carried out?Y FORMCHECKBOX N FORMCHECKBOX


13Contingency Plans

13.1.

What are the different procedures for following contingencies?

- stowaways

- bomb alert

- finding of unidentified objects

- piracy & armed robbery

- security threats to the port facility you are calling

- evacuation of the shipY FORMCHECKBOX N FORMCHECKBOX






14SSP Review and Amendment

14.1.Under which circumstances is the SSP to be reviewed and, if the need is discovered, amended?Y FORMCHECKBOX N FORMCHECKBOX


14.2.Who is responsible of reviewing and amending the SSP?



14.3.What do you do if you find a discrepancy in the security system?




14.4.Before the SSP may finally be amended, which special provision is to be met?Y FORMCHECKBOX N FORMCHECKBOX


Form-No. ISPS Internal Audit/S 01/05

Page 1 of 23

Documents

Soal Jawab Internal Shipboard Audit Checklist ISPS