SOM Manual 16 - 02 - 22

Capital-Executive Ship Management Corp.
SMS: 02-02-00
REVISION RECORD SHEET FOR SHIP OPERATIONS MANUAL (SOM)
Issue No: 06 Issue Date: 16/02/2022
Chapter /Section / Part / Para. or Code Revision Description Revision No. Revision Date
Chapter 1 Index Revised to comply with new Section 2, Part 2 procedures 01 01/10/2015
Chapter 1, Section 1 We have revised Company policy for minimum Bridge Manning during pilotage of long rivers/canals - C/O may substitute Master 05 01/10/2015
if passage is more than 6 hours, in order to comply with work/rest hours.
Chapter 1, Section 2, Part 2 We have revised all ECDIS procedures and split them in different paragraphs for easy handling when revisions are made and also 01 01/10/2015
added the need for Master to contact Operator should voyage change and necessary charts are not on board.
Chapter 5 Section 2 We have added berthing prospects (ETB) to applicable ship/shore communication reports 06 01/10/2015
Chapter 7 Section 2 Part 2 We have added need to consider rest/light duties for seafarers joining the vessel after a long flight 06 01/10/2015
Chapter 7 Section 2 Part 4 We have added bowthruster and elevator shaft to examples of enclosed spaces on vessels 05 01/10/2015
Chapter 7 Section 2 Part 5 We have added need for vessel to inform shore risk team when hot work begins and when work is completed 09 01/10/2015
Chapter 7 Section 2 Part 6 We have added the need for C/O to check requirements, sufficiency of stock and shelf life of PPE during 3 monthly checks 03 01/10/2015
Chapter 9 Section 1 We have updated procedures to comply with new Medical Officer being the Master with 2nd Officer his assistant 02 01/10/2015
SOM 01-01-10 We have added reference to checking Fire Alarm Monitor Main Panel and Fire Sensors and Watertight Doors of Bride Monitor 11 01/10/2015
Panel (if applicable) to procedures for relieving OOW
SOM 01-02-01 Required by time charterers; when receiving weather reports of BF9/10, alternative routing must be assessed and consideration 02 01/10/2015
given to waiting in sheltered area for storm to pass, regular entries to be made in Deck Logbook on prevailing weather
SOM 01-04-10 We have revised "Transit" page (4) of Passage Plan to include distance to destination at each way point 11 01/10/2015
SOM 01-13-00 We have added a new form "ECDIS Management Card" -- 01/10/2015
SOM 07-11-04 Implemented new PPE Matrix 05 01/10/2015
SOM:10-01-01 We have added 'reflective training' and risk assessments conducted since last meeting to the examples for agenda 02 01/10/2015
Chapter 6 Section 2 Part 1 para 1.1 We have added note stating no oil or oily waste or machinery drainage must ever be pumped to Sewage Tank 01 25/05/2017
Chapter 6 Section 2 Part 1 para 2.5 We have revised details of who should sign ORB Part I and added some important information to “IMPORTANT REMINDERS” 01 25/05/2017
Chapter 6 Section 2 Part 2 We have added a small paragraph referring to what is not to be pumped into Sewage Tank 01 25/05/2017
Chapter 1 Section 2 Part 2 Para 2.1 We have replaced reference to Passage Plans and UKC with NavStation and revised weather forecast procedures 02 05/08/2020
Chapter 1 Section 2 Part 2 Para 2.2 Numerous revisions to Nautical Charts & Publications procedures 02 05/08/2020
Chapter 1 Section 2 Part 2 Para 2.3 We have removed reference to Charts 02 05/08/2020
Chapter 1 Section 2 Part 2 Para 2.5 We have revised Passage Planning and UKC procedures 02 05/08/2020
Chapter 1 Section 2 Part 2 Para 2.6 We have introduced new ECDIS procedures 02 05/08/2020
Chapter 1 Section 2 Part 2 Para 2.7 We have revised procedures with reference to NavStation Passage Plan 02 05/08/2020
SOM 01-01-01 We have revised procedures for Taking over a Watch amd 1200 noon daily inspections to include ECDIS 02 05/08/2020
SOM 01-07-00 We have replaced Charts duly corrected etc., with ENCs and included NavStation to Passage Plan 01 05/08/2020
SOM 01-08-00 We have replaced reference to Charts with ECDIS and included NavStation to Weather Forecasts and Passage Plan 01 05/08/2020
SOM 01-09-00 TO BE REMOVED as this checklist is no longer required -- 05/08/2020
SOM 01-06-00 TO BE REMOVED as no tankers in present fleet -- 05/08/2020
SOM 01-06B-00 New form - we changed coding for this form to show SOM -01-06A-00 due to above revision ---- 05/08/2020
SOM 01-06C-00 New form - we changed coding for this form to show SOM -01-06B-00 due to above two revisions -- 05/08/2020
Page 1 of 2
Capital-Executive Ship Management Corp. SMS: 02-02-00
REVISION RECORD SHEET FOR SHIP OPERATIONS MANUAL (SOM)
Issue No: 06 Issue Date: 16/02/2022
Chapter 4 Section 2 Part 6 We have removed references to tanker vessels 01 05/08/2020

Chapter 5 Section 2 We have removed elements related to tankers 01 05/08/2020
Chapter 6 Index We have removed the reference to Oil/Chemical tankers 01 05/08/2020
Chapter 6 Section 2 Part 1 We have removed references to tanker vessels 02 05/08/2020
Chapter 6 Section 3 Removal of reference to tanker vessels. 01 05/08/2020
Chapter 7 Section 2 Part 5 We have removed procedures for hot and cold work on tanker vessels 02 05/08/2020
Chapter 7 Section 2 Part 10 We have removed procedures related to tanker vessels 01 05/08/2020
SOM 07-03-00 We have removed Pumproom from entry procedures 01 05/08/2020
Chapter 8 Section 2 Part 2 We have removed reference to tanker vessels 01 05/08/2020
Chapter 9 Section 2 Part 2 We have added procedures for contacting ALLIANZ for medical advice 01 05/08/2020
Chapter 10 Section 1 We have removed Pumpman from these procedures 01 05/08/2020
Chapter 10 Section 2 We hve removed Pumpman and Oil Major references 01 05/08/2020
Chapter 11 Section 2 Part 1 Removal of references to tanker vessels and Oil Majors 01 05/08/2020
Chapter 11 Section 2 Part 2 Removal of references to tanker vessels 01 05/08/2020
SOM 11-01-00 We have removed additional requirements for tanker vessels 01 05/08/2020
Chapter 2 SOM 02_04 Pre Arrival Checklist Engine room form revised to SOM 02_04_01 01 01/09/2021
Chapter 2 SOM 02_05 Pre Departure Checklist Engine room form revised to SOM 02_05_01 01 01/09/2021
Chapter 4 SOM 04_05 Sup Declaration form revised to SOM 04_05_01 01 01/09/2021
Chapter 9 Section 2 Part 2 We have changed ALLIANZ with TELEMEDICINE MMS for Medical Advise 02 01/09/2021
Chapter 10 SOM 10_01_01 SCM Minutes form revised to SOM 10_01_02 02 01/09/2021
Chapter 10 SOM 10_01_02 SCM Minutes form revised to SOM 10_01_03 03 11/02/2022
Chapter 7, Section 2 Add part 11, Work Stopping Authority Program 00 16/02/2022
Page 2 of 2
Capital-Executive Ship Management Corp. Ship Operations Manual
SHIP OPERATIONS MANUAL
CONTENTS:
Chapter 1 BRIDGE MANAGEMENT PROCEDURES
Chapter 2 ENGINE ROOM MANAGEMENT PROCEDURES
Chapter 3 GALLEY/ACCOMMODATION PROCEDURES
Chapter 4 PORT PROCEDURES
Chapter 5 SHIP POSITION & VOYAGE PERFORMANCE REPORTING
Chapter 6 OILY WASTE / SEWAGE & OTHER POLLUTANT DISPOSAL PROCEDURES
Chapter 7 SAFE WORKING PRACTICES
Chapter 8 SAFE ACCESS & MOVEMENT ABOARD
Chapter 9 MEDICAL/FIRST AID PROCEDURES
Chapter 10 SAFETY COMMITTEE MEETINGS
Chapter 11 PROCEDURES FOR ICE OR EXTREMELY COLD CONDITIONS
Reminder:
In this manual records generated by the above procedures are shown in Section 3 of each
Chapter for quick and easy reference.
Sample copies of forms/checklists etc., used in association with the above procedures are
shown in Section 4 of each Chapter.
Index Revision No: 0 Revision Date: 0 Page 1 of 1

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES
CHAPTER 1
BRIDGE MANAGEMENT PROCEDURES
CONTENTS:
SECTION 1 Introduction, Responsibilities and Authority
SECTION 2 Procedures
Part 1 Bridge Watch
1.1 The Bridge Team

1.2 Bridge Watch Arrangements
1.3 Standing Orders
1.4 Taking Over & Performing Bridge Watch at Sea and at Anchorage
1.5 Maintaining a Look-Out
1.6 Calling the Master
1.7 Manoeuvring & Draft Information
Part 2 Navigation
2.1 General Information

2.2 Nautical Charts & Publications
2.3 Position Fixing
2.4 Navigation Aids
2.5 Passage Planning
2.6 ECDIS Procedures
2.7 Pilot Arrangements
Part 3 Port Pre-Arrival & Pre-Departure Procedures
SECTION 3 Control of Records generated by Bridge Management Procedures
SECTION 4 Sample copies of Company Forms/Checklists etc., used in association with Bridge
Management Procedures
Reminder:
Procedures for Deck Watch in Port are detailed in Chapter 4 (Port Procedures)
Chapter 1 Index Revision No: 01 Revision Date: 01/10/2015 Page 1 of 1

SECTION 1 The Master is responsible for:

• establishing Bridge Watch arrangements and
INTRODUCTION, RESPONSIBILITIES & AUTHORITY
ensuring a proper look-out is maintained,
The purpose of these procedures is to ensure supporting the Bridge Team Watch as and
Company policy for safe navigation and efficient when required,
bridge management is constantly maintained. Bridge • issuing Standing Orders,
Officers and ratings are obliged to follow these • issuing instructions in the Bridge Order Book
procedures at all times. as and when necessary,
• monitoring pilot arrangements and ensuring
The Master has overriding authority regarding the the Bridge is manned according to Company
safety of crew, environment and the vessel and Policy (see below),
these procedures should never stop him from • ensuring all necessary pre-arrival, pre-entry
asking for assistance and taking steps and and pre-departure requirements are met and
issuing orders he feels are necessary to protect all necessary communications take place,
human life, the environment and the vessel, even
• nominating a Deck Officer to escort the Pilot
if they conflict with instructions herein.
to/from the Bridge,
The Master is the Designated Ship Security • reviewing and approving Passage Plan for
Officer (SSO) aboard Company vessels. If at any intended next voyage,
time there is a conflict between safety and • monitoring charts and nautical publication
security requirements, the Master shall give effect corrections and ensuring these are kept up to
to those necessary to maintain the safety of date and well organized at all times,
human beings and the environment. • establishing frequency of Position Fixing as
per prevailing/expected conditions.
Sample copies of Forms/Checklists/Company Company policy for minimum Bridge manning
Standing Orders etc., mentioned in this Chapter levels in standard operational conditions
are shown in Section 4. These samples are for
reference purposes only and must never be At Sea OOW + Lookout
removed from the manual for use or Coastal, congested, OOW +
photocopying. The Safety & Quality Department restricted waters, Helmsman +
is responsible for distributing these documents in traffic separation Lookout
accordance with the specific requirements of schemes
vessels and shore departments.
Approaching port/berth Master + OOW +
RESPONSIBILITIES & AUTHORITY During Pilotage * Helmsman +
Lookout
The DPA, in liaison with the Managing Director,
heads of shore department and Masters, is *During Pilotage of long rivers/canals,
responsible for ensuring these procedures continually passages of more than 6 hours, Master may
comply with International/National Rules & be substituted by Chief Officer to comply with
Regulations, Shipping Industry Guidelines and the work/rest hours.
Company’s policies and requirements. Please see
SMS Manual for details on how changes must be In poor visibility above level to be increased
requested and processed. at Master's discretion
The DPA, or his appointed substitute, monitors world It is also Company policy for the above minimum
shipping forecasts early each morning, on a daily Bridge manning levels to remain in force even
basis, seven days a week. When a heavy storm, when BNWAS is operational.
hurricane or any other abnormal weather condition The Bridge Officer on Watch is the Master’s
that could adversely affect one of our vessels is representative and his main responsibilities are:
predicted, he immediately comes in contact with the
Master(s) in question, forwarding information he has • maintaining a safe and efficient watch in
obtained from latest reliable shipping information accordance with International/National Rules
available on internet. He will discuss any proposal the and Regulations, Company Standing Orders
Master may have for alteration from planned course and the Master’s Standing Orders and
and offer support to the Master, remaining in contact instructions in the Bridge Order Book,
until the danger has passed. • the safe navigation of the vessel, the
execution of the Passage Plan and
monitoring the vessel’s progress accordingly.
Chapter 1 Section 1 Revision No: 01 Revision Date: 01/10/2015 Page 1 of 1

SECTION 2 PROCEDURES All non-essential activities on the Bridge must be

avoided and the OOW should never be distracted
Note: Officer on Watch is abbreviated to OOW from concentrating on his duties by any form of
disturbance, i.e., playing of music, use of IT etc..
PART 1 BRIDGE WATCH PROCEDURES
A Bridge Team that is well briefed and supportive
The Nautical Institute Publication "BRIDGE TEAM of each other will be able to anticipate dangerous
MANAGEMENT" is to be used by Masters and situations arising and recognize the development
Deck Officers as an additional tool to the of a chain of errors which will enable them to take
following procedures and for training sessions action and break the sequence.
for bridge teams aboard the vessels.
1.2 Bridge Watch Arrangements at Sea and
Each calendar year, VDR recordings are retrieved at Anchorage
during a number of sample passages for:
The Master is responsible for establishing Bridge
1) analyzing Bridge Team performance Watch arrangements and ensuring a proper look-
out is continuously maintained. When making
2) dispatching to manning offices for training these arrangements he must always take into
purposes. account:
1.1 The Bridge Team • the Company's policy for minimum bridge
manning levels that must be complied with at
Shipboard personnel assigned Bridge Watch duties all times (see Section 1 for details),
are should be considered as being part of a team. • visibility, state of weather and sea and
This team is supported by the Master and Pilot as whether there is daylight or darkness,
and when necessary. • traffic density and other activities that may
occur in the area in which the vessel is
The OOW is the Master’s representative and his main navigating and at anchorage,
responsibility is the safe navigation of the vessel. He • attention necessary when navigating and at
must always comply with International/National Rules anchorage in coastal waters, in or near traffic
& Regulations and be familiar with the capabilities, separation schemes, in areas known for
limitations and correct use of all navigation and safety piracy and terrorist attacks,
equipment fitted aboard the vessel. (see Human • the proximity of navigational hazards which
Resource Management Manual (HRM) for details of may make it necessary for the OOW to carry
familiarization and overlap training) out additional duties,
• unusual demands and additional work loads
The OOW continues to be in charge of the vessel’s that may arise as a result of the nature of the
well being, even when the Master is on the Bridge, vessel’s operations, immediate operational
unless the Master has specifically advised him that requirements and anticipated manoeuvres,
he is taking over. An entry must be made in the Deck • fitness for duty of Watch Officers and ratings,
Logbook stating this. (see Chapter 7 – Fatigue Prevention)
• his knowledge of and confidence in the
It is important that members of a team work closely
professional ability of OOWs and ratings and
together and co-operate well with other watch teams.
their familiarity with the vessel’s equipment,
A decision made on one watch should never interfere
procedures and manoeuvring capability,
with another.
• activities taking place on board the vessel,
including radio communications and the
Team members must always be aware of information
availability of assistance to be called to the
that should be routinely reported to the Master and of
Bridge when necessary,
circumstances under which he must be called.
• the operational status of Bridge instruments
Duties must be given proper priority, be clearly and controls, including alarm systems and
assigned and be limited to what can be performed navigational aids such as radar or electronic
effectively. Team members should be asked to position indicating devices,
confirm they have understood the tasks and duties • rudder and propeller control, the vessel’s
assigned to them. manoeuvring characteristics and whether or
not the vessel is fitted with automatic
steering,
Section 2 Part 1 Revision No: 0 Revision Date: 0 Page 1 of 6

• the size of the vessel and the field of vision Master’s Standing Orders
available from the conning position,
• the formation of the Bridge and whether it might All new Masters must establish their own
prevent a member of the watch from seeing or Standing Orders according to their own
hearing any external developments, requirements and circumstances particular to the
• any other relevant standards or procedures vessel, her trade and the experience of the bridge
related to watch keeping and fitness for duty, i.e., team presently serving aboard the vessel.
State, local, Charterer requirements etc..
The Master’s Standing Orders must be clearly
The Master must continually assess Bridge written in the common working language of the
Watch arrangements throughout a passage and vessel (English) and posted on the Bridge. All
revise them accordingly. Deck Officers aboard the vessel are obliged to
read and sign the posted orders when joining the
Changes may become necessary due to the vessel and/or when the Master’s issues a new
operational status of Bridge equipment, the prevailing edition.
weather and traffic conditions, the waters in which the
vessel is navigating, fatigue levels and the workload Contents of Master's Standing Orders may
on the Bridge. (see Chapter 7 – Fatigue Prevention) include but are not limited to:
Watch Hour Schedules must be posted on the Bridge • further safety/security precautions required by
and in Messrooms. the Master, over and above those stated in
Company Standing Orders,
1.3 STANDING ORDERS
• a reminder that safety and security is the
The DPA, in liaison with the Managing Director, shore responsibility of everybody aboard and
heads of department and Masters, has established compliance with Company procedures and
the following Company Standing Orders for Bridge taking all necessary precautions is
Watch Officers. These orders, that are posted on the mandatory,
Bridge for continual reference purposes, must be
read and fully understood by all newly embarked • safe navigation, safe cargo operation and all
Bridge Watch Officers before taking up their duties on other safe working practices must be followed
commencement of their first voyage. (see Human at all times,
Resource Management Manual (HRM)
• good relations and teamwork between
1. Company Standing Orders for Bridge Watch
seafarers will enhance the safety of the
Officers - At Sea (including watch take over)
vessel,
2. Company Standing Orders for Abnormal
• polite and friendly behaviour must always be
Weather Conditions at Sea
shown to third parties inspecting or visiting
the vessel,
3. Company Standing Orders for Bridge Watch
Officers - At Anchorage (including watch take
over and bad weather) • clear and precise instructions to always be
given to lower ranking seafarers,
4. Company Standing Orders for Pilotage
• cabins and common areas must always be
5. Company Standing Orders for use of Bridge kept clean and tidy and careful attention must
Navigation Watch Alarm System always be given to the correct handling of
waste and dirty clothing (oily) etc., that could
6. Company Standing Orders for VDR be a fire or pollution hazard,
Information Recovery & Preservation in Case
of an Incident. • correct clothing and footwear to be worn
outside of working hours aboard the vessel,
Company Standing Orders for Deck Watch in Port
are shown in Chapter 4, Port Procedures. These • noise levels must be kept as low as possible,
orders to be posted on the Bridge and in the there should be no loud music or shouting
CCR/Ship's Office etc., particularly in areas where people may
be sleeping.

Bridge Order Book
In addition to the above mentioned standing orders,

special instructions from the Master may be needed
for certain circumstances.
Each day the Master should write details of what is

expected of the OOWs for the next 24 hours in his
Bridge Order Book. These instructions must be given
in a clear and precise manner and must be read and
signed by the relieving OOW before he takes over the
watch.
Entries in the Bridge Order Book could include:
• increased frequency of fire/safety patrols,

• increased security patrols/bridge manning levels,
when vessel is transiting hire risk piracy areas or
visiting high risk ports,
• specific instructions as to when he wants to be
called to the Bridge over the next 24 hours
• when the OOW should reduce speed and what
other precautions must be taken if heavy
weather is expected,
• his specific instructions for when an additional
lookout is to be used,
• his specific requirements for recording weather
conditions and other activities.
Entries must be recorded in Deck Logbook when

additional lookout requirements are in force.
Important Notice:
No Orders should ever conflict with

International/National Rules, Regulations and
Guidelines and the Company’s Policies and
Procedures.

1.4 TAKING OVER AND PERFORMING A With the introduction of GMDSS, radio
WATCH AT SEA & AT ANCHORAGE communications are now an important part of the
OOW’s duties and he is responsible for
Taking Over a Watch maintaining a continuous radio watch at sea.
During distress incidents a suitably qualified
The Officer in charge of the Bridge must not hand Officer must be given primary responsibility for
over to the relieving OOW until he has satisfied radio communications.
himself that his relief is capable of carrying out his
duties effectively. If in any doubt he must notify the The OOW must carry out his duties in
Master. Illness or the effect of alcohol, drugs or accordance with:
fatigue could be reasons why a relieving Officer is
unfit for duty. • Company Standing Orders
The relieving OOW is responsible for ensuring • Master’s Standing Orders

members of his watch are capable of carrying out
their duties and have sufficiently adjusted to light • Bridge Order Book
conditions, especially at sunrise and sunset . He must
also be sure his own vision has fully adjusted before Before taking over the watch a relieving OOW
he takes over his duties and that he has personally must sign the Bridge Order Book as evidence
satisfied himself with regard to these and other that he has read and understood the
detailed instructions on Company’s Standing Orders instructions therein.
for Bridge Watch Officers.
At the end of his watch the OOW must make
Before taking over the watch the relieving OOW must an entry in the Deck Logbook stating above
make an entry in the Deck Logbook as evidence the orders were followed.
above procedures were followed.
If a manoeuvre or action to avoid a hazard is taking In heavy weather, restricted visibility, or ice, the
place at the time the OOW is to be relieved, change OOW must also follow instructions detailed in the
over must be deferred until such action has been relevant section of the Company’s Standing
completed Orders for Abnormal Weather Conditions.
The OOW must sign an entry in the Deck

Performing a Watch Logbook if he has had to carry out these
procedures during his watch.
In order to maintain a safe navigational watch, the
primary duties of the OOW involve navigation and
GMDSS watchkeeping.
His duties include maintaining a lookout and general

surveillance of the vessel, collision avoidance in
compliance with COLREG, recording Bridge activities
and making periodic checks on the navigational
equipment in use.
The navigational duties of the OOW are based on the

need to safely execute the passage plan and monitor
the progress of the vessel against that plan. (for
detailed information on Passage Plans see Part 2,
Para. 2.5 of this Chapter)

1.5 MAINTAINING A LOOK-OUT When sole look-out watchkeeping is to be carried

out aboard a vessel the Master must ensure he
A proper look-out must be maintained at all times to provides OOWs with written instructions in his
provide continuous awareness by sight, sound or Bridge Order Book that cover, as a minimum:
other available means, of:
• when and under what circumstances sole
• any significant changes in visibility, sea condition look-out can commence,
etc., • how it is to be supported,
• under what circumstances it should be
• the risk of collision, stranding and other dangers suspended.
to navigation,
Before sole look-out commences the Master must
• ships or aircraft in distress, shipwrecked persons, also satisfy himself, on each occasion, that:
wrecks, debris and other hazards to safe
navigation, • the OOW has had a sufficient rest period
before commencing watch,
• the possible presence of pirates/terrorists when in
waters known for such incidents, i.e., Nigeria, • the OOW believes the anticipated workload is
Singapore etc.. well within his capacity to maintain a proper
look-out and to remain in full control of the
prevailing circumstances,
A helmsman should not be considered to be the look-
out when he is steering. • back up assistance has been clearly
designated,
The following procedures for sole look-out are • the OOW knows who will provide the
included in this manual for reference purposes assistance, under what circumstances
only. Company policy for manning levels, which assistance should be called for and how to
must always be followed, does not allow for sole call for it quickly,
look-out.
• the person designated for back-up assistance
In accordance with the STCW Code, the OOW may is aware of when he may be called, any
be the sole look-out in daylight provided that on each limitation on his movements and the need for
such occasion: him to be able to hear alarm or
communication calls from the Bridge,
• the situation has been carefully assessed and it
has been established without doubt that it is safe • all essential equipment and alarms on the
to navigate with a sole look-out, Bridge are fully functional.
• full account has been taken of relevant factors

such as:
- state of weather and visibility,

- traffic density,
- proximity of dangers to navigation,
- attention needed when navigating in or near
traffic separation schemes.
• assistance is immediately available to be

summoned to the Bridge if any change in the
situation requires it.

1.6 CALLING THE MASTER 1.7 MANOEUVRING & DRAFT

INFORMATION
The OOW should notify the Master in accordance
with his standing orders, special instructions in his The Master must make sure the draft and
Bridge Order Book and when he is in any doubt as to manoeuvring characteristics of the vessel are
what action should be taken in the interest of safety. readily available to the OOW throughout the
voyage.
Such circumstances include:
A poster showing vessel’s particulars and
• if restricted visibility is encountered or expected, detailed information on the manoeuvring
• if the traffic conditions or the movements of other characteristics should be permanently posted on
ships are causing concern, the Bridge. A model of such a poster can be
• if difficulty is experienced in maintaining course, found in Part A, Annex A4 of the ICS publication,
• on failure to sight land, a navigation mark or to ‘Bridge Procedures Guide’.
obtain soundings by the expected time,
• if land or a navigation mark is sighted The vessel's manoeuvring data is also contained
unexpectedly or an unexpected change in on the Pilot Card and the Master must ensure the
soundings occurs, Chief Officer makes all the necessary draft
• breakdown of engines, steering gear or any calculations for varying loading conditions before
essential navigation equipment, alarm or a Pilot boards the vessel (see Part 2, Para. 2.6 of
indicator, this Chapter - Pilot Arrangements)
• if the radio equipment malfunctions,
• in heavy weather if there is a possibility of
weather damage,
• if the ship meets any hazard to navigation such
as ice or derelicts,
• in any other emergency, or if in any doubt,
Despite the requirement to immediately notify the

Master, the OOW must not hesitate to take
immediate action for the safety of the ship.

PART 2 NAVIGATION If the OOW has to leave the passage plan for any
reason, i.e., a report is received of a dangerous
2.1 GENERAL INFORMATION obstruction, he must prepare and proceed along
a new temporary track clear of any danger. The
It is Company policy that the safety of life and the OOW must advise the Master of action taken and
safety of the vessel take precedence over all the plan must be amended with special attention
considerations. given to Underkeel Clearance (UKC) and
members of the Bridge team must be informed.
The intended voyage must be planned in advance He should return to the plan as soon as it is safe
taking into consideration all pertinent information and to do so.
any courses laid down must be checked before the
voyage commences. (see NavStation Passage Plan) If pre-calculated UKC could be affected by a
sudden change in the weather, i.e., high swell
During a watch the courses, position and speed must which could cause UKC to be less than the
be checked in accordance with Company Standing minimum allowed by the Company, the shore
Orders and the Master’s instructions using all Risk Assessment Team must be contacted for
available navigation aids necessary to ensure the guidance. (see UKC information in NavStation
vessel follows the planned course. Passage Plan)
The OOW must have full knowledge of the location Any alteration to the operational speed of the
and operation of all safety and navigation equipment vessel must be agreed between the Master and
and must be aware and take account of the operating the Chief Engineer. If this conflicts with Company
limitations of such equipment. (see HRM Manual for instructions the reason must be communicated to
details of Familiarisation/Training) the Fleet Operator and full details must be
recorded in the Deck Logbook.
The OOW must not be assigned or undertake any
duties that could interfere with the safe navigation of Stops at sea, whether scheduled or unscheduled,
the vessel. must be clearly noted in the Deck Logbook.
The Master must ensure all possible steps are taken Pilotage is Company policy in special areas – i.e.
to obtain the latest navigation information by using Bosporus, Dardanelles and the Baltic, even if not
every available means. required by local authorities.
Good navigational practice demands the OOW:
When the Master is informed of predicted heavy
weather, he should share any proposal he may have  understands the capabilities and limitations of
for alteration from the planned course with the the navigational aids and systems being used
Operator and S&Q Dept., and remain in contact until and continually monitors their performance,
the danger has passed. Weather reports and forecast  uses the echo sounder to monitor changes in
are provided by NAVTOR – NAVSTATION. Up on water depth,
Master request S&Q Dept will provided additional up  monitors the course recorder (where
to date weather reports and forecast taken from latest applicable) to ensure the planned course is
reliable shipping information available on internet. being maintained,
 uses dead reckoning techniques to check
If a vessel encounters dangerous ice, a dangerous position fixes,
derelict or any other direct danger to navigation (as  cross checks position fixes using independent
listed in SOLAS Chapter V), the Master is responsible sources of information, this is particularly
for: important when electronic position fixing
systems such as GPS are used as the
 communicating this information to other vessels
primary means of fixing the position of the
in the vicinity,
vessel,
 requesting the first point on the coast that he is
 uses navigation aids to support electronic
able to contact to transmit the information to
position fixing methods, i.e., landmarks in
appropriate authorities.
coastal areas and celestial navigation in open
(See procedures detailed in the ERM Manual, waters,
Chapter 2, Section 3, Safety Messages)  does not become over reliant on automated
navigation equipment thereby failing to make
It is important the OOW executes the passage plan proper navigational use of visual information.
and monitors the vessel’s progress accordingly. (for
detailed information see NavStation Passage See Para. 2.3 for further details on position fixing.
Planning)
Section 2 Part 2 Para. 2.1 Revision No: 02 Revision Date: 05/08/2020 Page 1 of 1
2.2 ELCTRONIC NAUTICAL CHARTS (ENCs) &

ADMIRALTY DIGITAL PUBLICATIONS (ADP) and
ELECTRONIC NAUTICAL PUBLICATIONS (e-NPs)
It is the Master's responsibility to ensure that all

ENCs, ADP and e-NPs necessary for the vessel’s
trading area are on board and corrected up to date.
Should a voyage change ever take place where the
vessel does not have necessary ENCs, ADP and
e-NPs Master must immediately request them from
providers NAVTOR - (SPACEL) cc. S&Q Dept.
A provider (NAVTOR) of ENCs, ADP and e-NPs is

contracted to provide Company vessels with the
latest ENCs, ADP and e-NPs This material is
electronically provided to the vessels by NAVTOR via
NAVBOX – NAVSTATION who are also responsible
for maintaining up to date inventories. Masters will
request provider ENCs, ADP and e-NPs, in
accordance with ship trading area only.
Other industry publications considered critical for safe

and efficient operations are controlled in libraries
located at shore offices and aboard Company
vessels. (see SMS Manual for details on how these
publications are controlled). All these commercial and
Nautical Books, issued in Digital format, to be
provided as soon as existing paper copies expire;
Master to request same from NAVTOR (SPACEL) in
digital format
2.3 POSITION FIXING
Care must be exercised when taking geographical

positions from electronic position fixing systems like
GPS and plotting these on ECDIS - ENCs
Although the vessel’s navigation equipment is at the

disposal of the OOW and should be used whenever
possible, visual bearings are still considered to be the
most accurate and reliable means of fixing a vessel’s
position, provided they are corrected in accordance
with gyro error and based on at least three position
lines. GPS and other systems are subject to
instrument/ operator error therefore it is necessary to
use alternative methods to avoid any possible
continuous error readings.
Dead reckoning techniques must be used to check

position fixes.
Wherever possible position fixing frequency should

be divisible by six in order to assist speed calculation.
Buoys should not be relied on for fixing the vessel’s

position but they are useful as checks when fixed
objects are not available.
Frequency of fixing the vessel’s position, over and

above the minimum requirements stated on the
Company’s Standing Orders for Bridge Watch
Officer’s - At Sea and the Passage Plan, will be
decided by the Master depending on the geography
and prevailing circumstances. Certain areas of
navigation will require more frequent position checks
than others and the frequency of charting the
bearings is dictated by the prevailing conditions.
2.4 NAVIGATION AIDS Radar
Radar should be used to complement visual

Automatic Pilot observations in clear weather to assist
assessment of whether risk of collision exists or is
The OOW must comply with the requirements of likely to develop. It also provides accurate
SOLAS, Chapter V, at all times. He must station the determination of range to enable appropriate
helmsman and put the steering into manual control in action to be taken in sufficient time to avoid
good time to allow any potentially hazardous collision, taking into account the manoeuvring
situations to be dealt with in a safe manner. capabilities of own ship.
When a vessel is on automatic steering it is extremely Keeping in mind its limitations the OOW must
dangerous to allow a situation to develop where the also make use of the radar when restricted
OOW is without assistance and has to break visibility is encountered or expected and in
continuity of lookout in order to take emergency congested waters etc.
action.
The radar display should be kept on at all times
The change over from automatic to manual steering and always be used when weather conditions
and vice-versa, must be performed or supervised by indicate that visibility may deteriorate, and at
a responsible Officer. night wherever fog banks, small craft or unlit
obstructions such as icebergs are likely to be
Whenever a change over has occurred rudder encountered. This is particularly important when
movements must be made to confirm the change there is a likelihood of occasional fog banks so
over was successful. that vessels can be detected before entering the
fog.
Clear instructions must be provided at the control
console and relevant personnel must give special The life of components, and hence the reliability
attention to these instructions when familiarizing of the radar, will be far less affected by
themselves with Bridge equipment upon joining a continuous running, than by frequent switching on
vessel as they vary depending on the equipment and off.
installed.
Whenever radar is in use the OOW must select
Some authorities require a vessel to be steered by an appropriate range scale, observe the display
hand in certain areas, these requirements must be carefully and plot effectively.
complied with. The Company requires vessels to be
on manual steering in coastal, congested and The OOW must ensure the range scales
restricted waters and during arrival and departure employed are changed at sufficiently frequent
from any port. intervals so that echoes are detected as early as
possible.
A number of casualties have occurred where the
primary cause was improper use of the Automatic It is essential for the radar observer to be aware
Pilot. Collisions have occurred where one and of the current performance status of the radar and
sometimes both vessels have been on automatic to take into account any blind sectors and the
steering with no proper lookout being kept. possibility of small vessels, small icebergs and
Groundings and other casualties have occurred similar floating objects that may escape detection.
where automatic steering systems have been in use
in restricted waters and a helmsman was not Echoes may be obscured by sea or rain clutter.
immediately available to take the wheel. Other Correct setting of clutter controls will help but will
casualties have occurred because watch keepers not completely remove this possibility. When
were not familiar with the procedures and precautions plotting larger targets on a medium range scale,
for changing over from automatic to manual steering. the display should be periodically switched to a
shorter range and the clutter controls adjusted to
check for less distinct targets.
In clear weather, whenever possible, radar should be Radar and AIS Watch-keeping
operated to allow watch keepers the opportunity to
practice their radar collision avoidance and navigation In restricted visibility radars and AIS displays
skills, for example, radar observations and target must be observed. The frequency of observation
vectors can be checked visually and in safe waters, depends on the prevailing circumstances such as
parallel index techniques can be perfected. the vessel’s speed, traffic density and the type of
craft or floating object likely to be encountered.
Automatic Identification System (AIS) Multiple radar installations should not be on the
same range. One should be used at long range
The requirement for vessels to carry AIS means that for early target detection and navigation and the
additional information is available which otherwise other(s) should be used to constantly monitor
could not be obtained. The identification of ships in approaching targets.
the vicinity or those hidden by land or by prevailing
weather conditions is of particular value. Also the
early detections of target heading changes can be Radar & AIS Checks
observed. Because of manual inputs into the system,
care must be taken when using the information for
decisions. The Radar Logbook must be completed every
watch when the radar is in use. Wherever
possible, position obtained by radar must be
Collision Avoidance Plotting confirmed by three radar ranges or by three radar
bearings that will identify any errors.
To estimate the risk of collision with another vessel it
is necessary to forecast her closest point of Radar bearings must also be regularly checked
approach. Choice of appropriate avoiding action is by comparison with visual bearings. Any identified
facilitated by knowledge of the other vessel’s course problems with the radar must be entered in the
and speed and one of the simplest methods of Radar Logbook and the Master must be informed.
estimating this is by plotting.
Effectiveness of the radar(s) as measured by
Masters and Officers using radar fitted with electronic performance monitor(s), should be recorded by
plotting aids such as ARPA and AIS are expected to the OOW at the end of each watch when radar(s)
be proficient in their use and to maintain high are in use. Entries to be made in Radar Logbook
standards of radar plotting by regular clear weather and in the Deck Logbook. A numeric, percentage,
practice. graphical or other measurement value should be
recorded. Instructions in maker's manuals to be
A single observation of the range and bearing of an followed.
echo can give no indication of the course and speed
of a vessel in relation to one’s own. To estimate this, To assist service engineers in the maintenance of
a succession of observations at known time intervals radar equipment and to comply with regulations,
must be made, divisible by six at long distance and running hours of each radar set with remarks on
every three minutes at short. satisfactory performance or a list of defects must
be recorded in the Radar Logbook.
Radar and AIS should be used to complement visual
observation in clear weather to assist in the
assessment of whether a risk of collision exists or is
likely to develop. Radar and AIS also provides
accurate determination of range that enables the
observer to determine if actions taken to avoid
collision are having the desired effect.
Automatic Radar Plotting Aids (ARPA)
In addition to instructions given in the Operating

Manual, users of ARPA must ensure:
• test programmes are used to check validity of the

ARPA data,
• the performance of the radar associated with the

ARPA is at its optimum,
• the heading and speed inputs to the ARPA are

accurate.
Correct speed input, whether provided by manual

setting or by external input, i.e., Speed Log, is vital for
the correct processing of ARPA data.
Input by speed log must be through water only. If

speed through water log is not operational, speed
must be entered manually.
Serious errors of data can arise if heading and speed

inputs to the ARPA are incorrect.
Users should be aware of possible hazards of using

ground stabilised mode with ARPA when assessing
risk of collision with approaching vessels, particularly
in areas where significant tidal streams and / or
currents exit.
When course and speed inputs are derived from

electronic position fixing system, i.e., GPS, the
display is ground stabilised. The output data of
tracked targets will relate to their ground track and,
although accurate, may be highly misleading when
assessing target aspect and determining collision
avoidance manoeuvres.
The use of ARPA in automatic mode and the use of

audible operational warning signals, does not relieve
the user from his duty to maintain a proper lookout by
all available means. When the ARPA is operating in
an automatic mode the warning signals should be
used with caution, especially in the vicinity of small
radar inconspicuous targets.
Users should familiarize themselves with the effects

of error sources on the automatic tracking of targets
by referring to the ARPA Operating Manual.
Electronic Position Fixing & Echo Sounding Masters and Officers are reminded that using
Equipment known transits can provide an effective method of
observing deviations while offshore voyages
require terrestrial or celestial observations.
Prior to departure
Magnetic compasses should be adjusted when:
Electronic position fixing aids such as GPS, Satellite
Navigating Officer and echo sounders must be They are first installed or replaced
checked prior to departure and a record must be They become unreliable,
made on the Pre Departure Checklist. The ship undergoes structural repairs or
alterations that could affect its permanent and
At Sea induced magnetism,
Electrical magnetic equipment close to the
Navigation equipment and position fixing aids must compasses is added, removed or altered,
be checked as part of a Bridge Watch when the A maximum period of one (1) year has
vessel is as sea. Any problems must be entered in elapsed since the date of the last adjustment
the Deck Logbook and the Master must be informed. and record of compass deviations has not
been properly maintained or the record of
Magnetic & Gyro Compasses deviations are excessive or when the
compass shows physical defects,
The Master must ensure the vessel’s magnetic and Deviation exceeds three (3) degrees.
gyro compasses are maintained in good working
order and that deviations/errors must be checked When a magnetic compass fails to meet one
every watch. Where weather conditions or traffic of the above criteria:
density makes it impractical, this fact should be noted
in the Compass Error Logbook. Where a gyro The Master, in liaison with the Technical Dept.,
repeater is used to take a bearing an accurate must ensure the compass is adjusted by a
comparison between repeater and master gyro licensed compass adjuster and new Deviation
should be made. Card isssued.
The results of deviation/error checks must be When the compass meets all above criteria:
recorded in a Compass Error Logbook.
At intervals of 12 months, the Master must issue
If the Master finds there has been a marked change a new Magnetic Compass Curve of Residual
in the deviations, the compass must be re-adjusted Deviation Card and post it on the Bridge. The
by shore specialists and details must be entered in tables and/or curve of residual deviations from
the above mentioned book. the last adjustment, and details of subsequent
changes in deviations, must be available for
reference purposes at all times.
OOWs must determine the compass deviation every
watch, or as often as directed in the Master’s written
orders. Comparison between magnetic and gyro
heading should be made at each substantial course
alteration and once each watch as a minimum or as
often as directed in Master’s written orders. Details
must be recorded Compass Error Logbook.
2.5 NAVSTATION PASSAGE PLANING CAREFUL CONSIDERATION TO BE GIVEN TO

THE FOLLOWING WHEN PLANNING A
PASSAGE:
NavStation Passage Plan; automatically given by
NAVTOR – NAVSTATION when navigator office  appropriate scale ENCs and publications are
complete the passage on ECDIS selected and these are latest editions,
corrected up to date with latest information
Prior to commencement of the next voyage the automatically provided by NAVTOR - NAVBOX
Navigation Officer must prepare a detailed
NavStation Passage Plan.  minimum UKC in coastal areas to be 2 meters,
Passage Plans must cover the period from departure  vessels over 150.000 DWT
berth to arrival berth and not just the sea passage. vessels with a draft of 15 meters or more.
These vessels must allow for an underkeel
If a voyage has more than one destination port, clearance of at least 3.5 meters at all times
separate plans must be prepared for each port (berth during the entire passage through the Straits of
to berth). These plans must be kept together for the Malacca and Singapore and must also take all
entire voyage. necessary safety precautions when navigating
through the traffic separation schemes,
If the port of destination is unknown at the time of
departure or the original port of destination is  minimum UKC for restricted waters, rivers, port
subsequently changed, a new plan must be approaches and ports to be 1.5% of vessel’s
completed as soon as new voyage orders are extreme breadth or 0.5m – whichever greater,
received and the old plan must be marked as Open locations such as SBMs and Sea Island
obsolete and attached to the back of the new one. Terminals may suffer from pronounced effects
of waves. Consequently weather and sea
If the OOW has to leave the planned course for any conditions may require consideration be given
reason, i.e., report received of dangerous obstruction to increasing Gross UKC allowance to at least
or navigation hazard, he must prepare, a seamless 15% of the static draft, if the terminal is unable
NavStation Passage Plan. Special attention must be to provide assurance that their UKC
given to UKC calculation on the deviation track. The procedure, if less than 10%, is effective.
OOW must advise the Master and obtain his approval
 minimum UKC for ocean passage to be 10
for intended deviation. All members of the Bridge
meters,
Team must be informed.
 air draft clearance if applicable (based on
If, at any time, UKC calculations do not comply with lowest obstacle to be met on passage, bridges
Company minimum requirements, the Master must etc.)
notify the Fleet Operator who will arrange for a shore
Risk Assessment to be carried out and the Master to  minimum distance from land in coastal waters
be instructed accordingly. These communications to be 3 miles, whenever possible,
must be in writing and copies of same must be kept
together with the passage plan..  maximum position fixing intervals:
- at open sea - maximum every hour,
Navigation Officers should be fully conversant with - in coastal, congested waters and traffic
ECDIS Type Specific installed, and precise inserting separation schemes - maximum 10 minutes
of data required by NAVSTATION to produce an - in restricted waters - maximum 5 minutes
accurate NavStation Passage Plan,
The frequency of position fixing should be such
The Master must review and approve Passage Plans that the vessel cannot run into danger during
before departure and carry out a briefing with OOWs the interval between fixes”
to ensure they are familiar with the plan and sign the
plan as evidence they fully understand it. The same
applies to any new plans that may need to be issued
during a voyage.
The following must be clearly marked on the Monitoring Passage Plans

charts:
 true course of the planned route, including way The Passage Plan must be carefully monitored
point throughout the voyage and the plan must be re-
assessed if and when:
 parallel indexing,
 NO GO AREAS and all other areas of danger,  recent weather conditions in the area the
including fishing boats, heavy traffic, possible low vessel is to navigate could have caused bars
visibility, possible piracy, and sand banks to move. Greater water flows
can cause scouring away of bars and banks
 prohibited areas for marine environment or can cause abnormal quantities of silt. As a
protection, result there can be changes in the available
water dept that may only be known by the
 abort positions, Port Authorities, Pilot etc.,
 emergency/contingency anchorages for situations  Port Authorities or Pilots have informed the
that may require you to abandon the passage Master of a Bulk Carrier vessel that the
plan. intended berth has a build up of cargo
spillage alongside the face of the berth that
 positions where a change in machinery status is must be taken into consideration,
required, (remember engines must always be on
standby when navigating narrow waters/straits  vessel's orders, including cargo, ballasting,
etc.), bunkering or other operations are changed,
 reporting position and VHF channel for port traffic  heavy weather is predicted. It should be
control, remembered that UKC would be effected in a
large, long swell as the available depth of
 position to call and VHF channel for VTS, water is reduced by approximately half the
swell height,
 necessary speed alterations en route, e.g., where
there may be limitations because of navigational
hazards, night passage, tidal restrictions, or Advice of local agents, pilots and port authorities
allowance for increase of draft due to squat and must be taken into account, giving due regard to
heel effect when turning, the quality and source of the information.
 course alterations (way points), taking into

consideration vessel's turning circle at the planned On completion of passages
speed and any expected effect of tidal streams
and currents, Whenever possible after completion of a
passage, the Master should carry out a de-
briefing and take this opportunity to discuss the
 the method and frequency of position fixing,
planning and execution of the passage with his
including first, second and third options (i.e.,
team members. Possible weaknesses should be
visual, radar, GPS when possible or radar and
openly admitted and discussed so that they may
GPS if visual not possible) and an indication of
be corrected or allowed for in future passages.
areas where accuracy of position fixing is critical
Such a briefing need not take long and can take
and where maximum reliability must be obtained.
place during a passage whilst the memory is still
fresh in people's minds. (see Bridge Team
Management, Chapter 6, Team Work.
PARALLEL INDEXING TECHNIQUES
Investigations into casualties involving vessel The dangers and limitations of parallel indexing,
groundings where radar was being used as an aid to that users should be aware of, include a clear
navigation have indicated that one contributing factor understanding that :
was the inadequate monitoring the vessel’s position
during the period of time leading up to the casualty.  this technique is only an aid to safe
navigation and does not replace the need for
position fixing at regular intervals, using all
Valuable assistance to position monitoring could have appropriate methods available, including
been given if Bridge personnel had used the visual checks,
techniques of parallel indexing on the radar display.
These techniques should be practiced in clear  this technique should only be used by
weather during straightforward passages so that persons who have received sufficient training,
Bridge personnel become thoroughly familiar with the
techniques before attempting them in confined  the following factors could affect the accuracy
waters, at night, or in restricted visibility. of parallel indexing:
- poor performance of the radar

Parallel indexing techniques must be used whenever
vessels are navigating close to land, coastal waters, - the use of non radar-conspicuous targets
narrow channels, restricted waters, traffic separation
schemes etc. - gyro errors
- incorrect marker alignments
- inaccuracy of variable range marker,

bearing cursor and fixed range rings,
- incorrectly positioned parallel index lines on

a suitable display.
Some older radars may still have reflection

plotters. It is important to remember that parallel
index lines drawn on reflection plotters apply to
only one range scale. In addition to all other
precautions necessary for the safe use of radar
information, particular care must therefore be
taken when changing range scales.
Misalignment of a heading marker, even if only

slight, could lead to dangerously misleading
interpretation of vessel's position.
UNDERKEEL CLEARANCE & SQUAT  any restrictions imposed by barred speed

CALCULATIONS range for the main engine,
Special attention must be given to the calculation

of squat when determining UKC, especially for Minimum underkeel clearance and maximum
navigating channels, confined, shallow waters, squat for manoeuvring speeds are always noted
narrow waterways and port approaches. on the Pilot Card for quick and easy reference.
Underkeel clearance can be affected by several There could be situations where Charterers would
factors and allowances should include, but not ask for UKC below the one resulting from the
necessarily be limited to: Company’s policy. In such situations a
comprehensive TRA shall be undertaken and
 Predicted height of the tide. eventual go ahead shall be approved by the
 Changes in predicted tidal height, which are Managing Director.
caused by, for example, wind speed and
Reminders:
direction and high or low barometric pressure.
Care must be given to estimating squat that
 Nature and stability of the bottom – i.e. sand
occurs when entering, transiting or leaving locks
waves, siltation etc.
or narrow waterways where there is a restricted
 Accuracy of hydrographic data, a note as to width and depth of navigable water.
the reliability of which is often included on
charts. Squat is increased when passing another ship in
 Change of water density and the increase in a channel because the effective width of the
draft due to fresh water allowance. channel is decreased.
 The vessel’s size and handling characteristics
AIR DRAFT CLEARANCE CALCULATIONS
and increase in draft due to heel (list).
 Wave response allowance, which is the To ensure safe passage of vessels navigating
vertical displacement of the hull due to heave, underneath overhead obstacles such as bridges,
roll and pitch motions. power lines, cranes, loading arms etc., it is vital to
 The reliability of draft observations and know what a vessel’s air draft will be at the time
calculations including estimates of hogging of transit. The air draft of a vessel will vary
and sagging. depending on draft of the vessel and its trim. Tide
 Reduced depths over pipelines and other and expected weather conditions etc., must also
obstructions. be taken into consideration.
Air draft is calculated by taking distance from
Underkeel clearance automatically calculated into water line to highest fixed point on the vessel.
to each leg (way point) of the Passage by ECDIS
For safety reasons it is Company policy to always
– NavStation shall be close monitoring and
calculate with water line at salt water draft.
always taking into account all the applicable
factors, including those above, it can then be Although minimum air draft clearance dimensions
determined whether any speed reduction is are determined by local authorities, Company
required to counter the effects of squat. policy sets this at 2 metres. Clearance below 2
metres requires a risk assessment prepared by
the Master and approval by shore risk team.
The following factors must be taken into
consideration when navigating in areas of Air draft clearances recorded on the NavStation
relatively shallow waters: Passage Plan shall be logged into Pilot Card and
close monitoring by OOWs during entire Passage
 reducing speed will reduce squat effects and as requires.
for critical parts of the passage it may be
necessary to specify a maximum allowable
speed.
 the planned speed through the water is to be
assessed bearing in mind the speed over the
ground and river/tidal flow/current effects and
2.6 ECDIS PROCEDURES
Table of Contents
ECDIS
 ECDIS as Navigational means

 Managing Situational Awareness with ECDIS
 Establishing key decision-making processes in an ECDIS environment
 System Configuration
 Chart Availability
 Sensor Inputs
 ENC scale ranges
 User Guide
 Additional information and databases that can be intergraded in ECDIS
 Use of ECDIS for Collision Avoidance
 Communication and Terminology
ECDIS TRAINING & FAMILIARIZATION
 Introduction
 Generic ECDIS Training
 Type-Specific Training
 Shipboard Familiarization on ECDIS
 Continuous Shipboard Awareness, Drills and Understanding
USE OF ECDIS IN NAVIGATION
 Over-Reliance on ECDIS
 Proving ECDIS Correct
 Application of Radar Information Overlay (RIO) in Support of Fixing
 Use of Information Overlay (IO)
 Chart Spot-checks
 Vessel settings
 Vessel’s draught and Under Keel Clearance
 Zone of Confidence (ZOC) & Category of Zone of Confidence (CATZOC)
 Air Draught / Mast Head Clearance
 Incorporation of Turn Radius and Wheel-over points
 ENC Features and Date/Time
 Leg characteristics
 Tidal Correction
 Mariner’s Notes (MIOs)
 Look-ahead and Alarms
 ECDIS Safety Functions
 Safety Depth
 Safety Contour
CROSSING THE SAFETY CONTOUR
 Shallow and Deep Contour

 Anti-Grounding Cone
XTE/XTD
 Settings of ECDIS Safety Parameters

 NO GO Area
 ECDIS Display
 Display Settings - Modes
 Colour Palettes
 Display Orientation
 Display Scale and SCAMIN
 Presentation of Data
 Selection of Sensors
 Alarms and Warnings
 Use of ECDIS at Night
 Primary position fixing source failure / GNSS Failure
 ECDIS Failure
 Integration of Ice Data into ECDIS
ECDIS PASSAGE PLANNING - ROUTE PLANNING PRINCIPLES - CHARTS UPDATING
 Licenses and Permits

 Ordering and Updating Electronic Charts
 Temporary and Preliminary (T&P) NTM
 ENC Preliminary Notices (EPNMs)
NAVTEX - EGC (NAVAREA)
 Manual Corrections
 Deleting Charts
 Virus Protection
 Software Updates
 Operating Anomalies
 Paper Charts
ECDIS MAINTENANCE
 Planned Maintenance
 Software-related Issues
 Operating system issues
 Software application issues
 ECDIS and ENC interaction issues
 Planned Maintenance Topics
 Recommendation for Minimum Spares
ECDIS EMERGENCY PROCEDURES
ADMIRALTY DIGITAL PUBLICATION (ADP), ELECTRONIC NAUTICAL PUBLICATIONS (E-NPs) and

DIGITAL NAUTICAL BOOKS; IMPLEMENTATION;
 ADP, e-NPs and Digital Nautical Books implementation

 Admiralty Digital Publications (APD) and Electronic Nautical Publication (e-NPs) Training Booklet
KEY ITEMS FOR PSC INSPECTION REGARDING ECDIS - ECDIS RECORD KEEPING
 ECDIS Data Recording

 Backup Procedure
 Records
 References
ECDIS SMS Procedures;

The SMS is not a detailed guide for the use of ECDIS. NP 231 Admiralty Guide to the
Practical Use of ENC's, NP 232 Admiralty Guide to ECDIS Implementation, Policy and
Procedures and NP 5012 Admiralty Guide to ENC Symbols used in ECDIS as well as the
ECDIS Passage Planning and Watchkeeping, ICS Bridge Procedure Guide and the ECDIS
manufacturer’s Manuals should be consulted for g u i d a n c e a n d additional details.
ECDIS as Navigational means
Despite the fact that ECDIS displays continuously vessel’s position due to its connection with GNSS,
Company’s policy in terms of position fixing frequency and method, as is described in SMS, should always
be followed. Additional guidance for the use of ECDIS in order to determine vessel’s position in different
geographical/ operating conditions, as stated below:
 Pilotage / Confined Waters. During pilotage and confined water navigation, ECDIS is to be used in
conjunction with Radar Information Overlay (RIO), if available, to confirm GNSS positions. The Navigation
Officer is to ensure that traditional fixing methods such as visual and radar methods are used to monitor and
report the ship's progress with the fixes plotted in ECDIS to confirm GNSS positions. During restricted
visibility, the Navigation Officer should use ECDIS together with a dedicated radar display.
 Coastal Navigation. While operating in coastal waters, ECDIS configuration in terms of primary source
of positional information is to be GNSS. The Officer of the Watch (OOW) should monitor the radar coastline
under that displayed on the chart using the RIO, if available, and also fix the ship using visual or radar means
to prove the accuracy of GNSS. The configuration of primary source of positional information following GNSS
failure will be the next best available electronic position fixing system and then electronically generated DR.
 Ocean Navigation. ECDIS primary source of positional information will be GNSS checked periodically
using all available means such as but not limited to DR fixes (corrected accordingly for current, steering
errors and probable deviation) The configuration of primary source of positional information following GNSS
failure will be the next best available electronic position fixing system and then electronically generated DR.
 It is recommended that DR techniques to be continuously exercised during navigation in open seas. In

case that a second ECDIS unit is the primary’s ECDIS backup, the primary ECDIS to be configured with
GNSS-1 as primary source of positional information and the GNSS-2 as back-up positional information and
the backup ECDIS to be configured with GNSS-2 DR as primary source of positional information and the
GNSS-1 as back-up positional information. In case the primary or back up ECDIS cannot receive signal from
both GNSS units on board then the back up positional information should be the DR.
ECDIS TIME SETTING: The ECDIS should always set at LMT.
Managing Situational Awareness with ECDIS
The use of a real-time navigation system such as ECDIS should significantly improve situational awareness
provided the system is competently operated. The real time situational display of ECDIS assists the Bridge
Team with a full comprehension of the current situation and proximity of navigational hazards using data
gained from the various sensors on the vessel. The ECDIS allows the operator to project intended
navigational decisions, using own vessel characteristics onto an ENC backdrop.
To achieve potential improvements in situational awareness, the role of ECDIS in the overall vessel
navigation process should be understood and supported with training, policy and procedures, and should be
based on a sound knowledge of situational awareness and the factors which drive it.
Three Levels of situational awareness are described below, along with the additional benefits which ECDIS
brings:
Level I - Gathering information
 Perception of the elements in the current situation

 The real time ECDIS display is used in conjunction with traditional visual and radar methods to
establish an overall perception of the current situation.
This can only be achieved if the ECDIS and sensor data is correctly displayed and calibrated and if the
operator understands the capabilities of the ECDIS.
Level 2 - Interpretation of the gathered information
 The ECDIS is capable of displaying many different information sources and these may be interrogated
to ensure that comprehension of the current situation is based on fact rather than assumption.
 This may include the use of Pick Reports, ECDIS display settings, scaling functions, alarm
management and cross reference with other publications.
 The integrity of the displayed information, including all sensor inputs, should constantly be assessed.
This may include use of visual and radar monitoring methods.
Level 3 - Projection of future status
 Projection is the ability to think ahead of the current situation based on the understanding gained from
the information presented.
 ECDIS functions allow the Bridge Team to project planned navigational decisions to ensure the
situation will remain safe both during and following any maneuver. A well documented and reviewed
Voyage Plan will enable the Bridge Team to gain a common understanding of the intended route.
 Functions such as the look-ahead alarm and automated route checking for charted dangers allow the
Bridge Team to check ahead of the vessel for navigational hazards.
In the above context, the following should be ensured with respect to the Situational Awareness:
 Better situational awareness is a key benefit of ECDIS navigation. The ECDIS must be used in
conjunction with visual and radar Watchkeeping methods to ensure a full awareness of the vessel's
current situation is maintained. This includes proximity to navigational hazards and potential collision
avoidance maneuvers.
 The Voyage Plan should be comprehensive, providing the OOW with sufficient detail. It should be
reviewed by the Bridge Team to establish a common understanding of the intended vessel track.
 ECDIS functions should be used to provide advanced warnings of navigational hazards and charted
dangers/cautions. This includes use of the look-ahead facility and safety settings. The effectiveness of
these settings should be monitored to ensure they remain appropriate for the current conditions.
Establishing key decision-making processes in an ECDIS environment
Decision-making can be considered as a two-stage process: situation assessment and then deciding what
action is to be taken. Continuous monitoring and recording of actions taken is a vital part of the process. The
introduction of ECDIS can enhance decision- making provided the Bridge Team remain part of the overall
process. If the ECDIS is relied on to make decisions automatically without the input of the Bridge Team,
hazardous situations could develop. A key control measure for reducing the likelihood of overreliance on
ECDIS is the establishment of sound decision-making processes.
The main risk with relying on ECDIS for decision support is that justifications for key decisions made may be
lost due to the automated nature of the tool. An important consideration when introducing ECDIS to the
overall Bridge Team is ensuring that key decisions made are recorded adequately should the need to review
them arise e.g. in the event of an incident.
All Deck Officers should understand the source of all key information used in decision- making and its
limitations.
ECDIS is a valuable resource in answering some of these questions in any scenario and should provide
significant input into the decision-making process. It should not be the sole resource used.
System Configuration
ECDIS is accurate as long as the information contained within is accurate. Therefore, it is critical the system
that to be configured appropriately prior departure.
The OOW shall check and ensure:
 The systems are configured in accordance with these recommendations with special regard to chart
priority, sensor input offsets, critical alarms, ship specific data and security settings such as passwords
and restricted menu access.
 All appropriate charts for the area of operation are installed and updated. All chart updates are to be
logged and the systems annotated with the number of the latest updates installed.
 The intended route and the entire folio of installed charts (ECDIS Log Book - Chart Update Log).
 The systems are configured so that it is possible to reconstruct the ship's track from recorded ECDIS
data.
Compliance to the above shall be documented in the Preparation for Departure checklist and the following-
up Taking over Watch checklist.
Two (2) ECDIS units are available on board, the ECDIS terminals should be clearly identified as Primary or
Secondary ECDIS. The Primary ECDIS is to be configured as the Master unit, with the preferred GNSS
selected as the primary position source and alternative GNSS input as its secondary. The Secondary ECDIS
should be configured as a mirror image of the Primary ECDIS. In our fleet two GNSS systems are available
and both systems use a different input for primary position source as this allows the monitoring of both
GNSS inputs at any given time. Where a secondary GNSS position source is not available, the next best
position source to be selected is DR.
It remains always to Master's discretion to increase safety settings as the navigational situation dictates.
Relevant instructions must be available in his standing orders and any Deviations from standard practice are
to be stated appropriately in the relevant Bridge orders book and Deck log book.
Similarly, to all computers, ECDIS software is prone to malfunction if it is not shut down in a controlled
manner. Failure to do so may result in loss of data and failure of the system to restart.
ECDIS software must therefore always be shut down in accordance with the manufacturer's guidance before
powering down the system.
Chart Availability
Official chart data (ENC) only, derived from Hydrographic Offices is to be used for safe navigation.
However, when operating in areas without ENC coverage or when a suitable scale ENC is not
available, paper charts are to be used.
The hierarchy for selection of electronic charts within ECDIS should be such as to use the best scale of
corrected chart available, and thereafter as follows:
 ENC
 Paper charts.
RCDS are not available onboard and should not be used.
All ECDIS systems are to be kept fully up to date so that each system contains the same updates with
regard to Notices to Mariners (NTM), Temporary and Preliminary Notices to Mariners (T&P), Navigation
Warnings and manually applied updates in the form of Manual Corrections.
Onboard vessels where the ECDIS back-up system is a secondary ECDIS unit, an emergency laptop
should be always available with updated charts with capability to be connected on the GNSS
system on bridge and provide real time position fixing with NAVTOR – Take me home full set of
ENCs.
“Take me home” full set of ENCs duly updated provided into Bridge Laptop and Back Up Laptop.
(This discard Paper chart folio for emergencies)
The Navtor - NavStation offers a generic ECDIS application (G-ECDIS) software that is installed to both
Windows Laptops (the Bridge one and second laptop for ECDIS and Digital publications Back Up) It
shows official S57/S63 ENCs, the same ENCs that are also loaded the ECDIS units (and the AIO) from
the Navtor NavBox.
The NavBox automatically downloads all ENC data from Navtor server, and then the ECDIS units as
well as the NavStation are updated from the NavBox over the network, (Please see here in below
network topology for your reference.) Specifically for NavStation the operator does not need to install
manually the permits and ENCs. The NavStation is updated automatically from the NavBox each type
that the NavBox is synchronized.
The NavStation also provides additional functions like an ECDIS :
 Chart handling, view of ENCs, object info, chart info, etc.

 Vessel CCRP, position , speed and course and also the AIS targets (the NavBox is connected to the AIS)
 Functions like EBL / VRM , import route from ECDIS etc.
 Route planning, safety check, etc.
 ECDIS safety parameters (shallow contour, safety contour, safety depth, deep contour)
The NavStation does not replace the ECDIS, only the ECDIS units should be used for the Navigation.
The NavStation can be used only under emergency (if both ECDIS are out of order) to navigate the vessel
until arrival at port.
In case of no facilities to repairs ECDIS at arrived port / country, and ship’s has to resume voyage to next
suitable port, a full set of duly updated BA Paper charts shall be provided, Paper Charts Passage Plan form
SOM 01-04-01 must be completed, approved by Master and counter signed by all OOWs before departing.
Relevant Task Risk Assessment shall be implemented, Class attendance will be requested and Flag
Administration informed
Sensor Inputs
Three (3) mandatory sensor inputs to ECDIS are required as per IMO Res. MSC. 232 (82):
 ECDIS should be connected to systems providing continuous position fixing capability (GNSS)
 ECDIS should be connected to the ship's gyro compass.
 ECDIS should be connected to the speed and distance measuring device (Log).
Apart from the three mandatory inputs prescribed by the IMO, there is a multitude of other sensors that
may be interfaced. However, when doing so, ECDIS should not degrade the performance of any
equipment providing sensor inputs and nor should the connection of optional equipment degrade the
performance of ECDIS below the IMO Res. MSC. 232 (82) standard.
To ascertain any errors, the Officers should regularly check the accuracy of sensors using all available
means, such as the methods emphasized below, in accordance to the makers’ instructions.
 GNSS - check accuracy by regularly conducting operator fixes using visual means. In ocean
passage to monitor the Signal noise ratio of each GNSS unit.
 Gyro - check accuracy by conducting a bearing check of a charted transit, by using the bearing of
a distant object method or bearing of a heavenly body technique
 Log - check accuracy by using the measured mile method or similar technique
 Echo sounder - check accuracy whenever is applicable by using lead line or reference depth method
 Radar - check accuracy by regularly conducting index error checks and operator fixes. RIO
can be used to check the radar against GNSS.
If an ECDIS sensor input error is identified, the OOW shall inform the Master and appropriate action to
be taken. The OOW is to ensure that all other deck Officers are informed of any known errors and
limitations of the bridge equipment. Errors must be recorded in Company Standing Orders for Taking
over the Watch. In such case, it is to the Master’s professional knowledge and discretion, in
coordination with the OOW, to judge how these sensor input failures affect the safe navigation of the
ship and decide implementation of specific measures for Bridge operation, such as (not limited to):
 Affected ECDIS may remain in operation

 The secondary navigational means must be operated (back-up ECDIS).
 Implementation of traditional position fixing methods.
 Elevation of bridge watch condition level.
 Need to amend passage plan.
 Identification of the failed sensory input.
 Inform the Master and examine necessity of an additional navigation Officer to be present on
the bridge (elevated watch level).
 Implement back‐up protocols as per the SMS procedure to ensure safe navigation, for
example traditional position fixing methods.
 Examine whether the failed sensory input affects any other electronic systems.
 Identify a rectification action been to repair the sensory input.
 Examine whether the ship's passage plan need to be amended.
The makers’ manual should be consulted and, if the failure cannot be restored forthwith, a rectification
process should be implemented, as per Company’s advice. Remote troubleshooting by the manufacturer
may be considered, before a defect report produced and placed in PMS.
ENC scale ranges
ENCs are created and designed for different scale ranges (Usage Bands), and the definition of which
scale has to be used for which Usage Band is not yet internationally agreed.
The following table provides an overview of the common scale ranges for each Usage Band.
SUGGESTED ASSIGNMENT OF NAVIGATIONAL PURPOSES TO SCALE RANGES
Navigational purpose Scale Range
Overview <1:1 499 999
General 1:350 000 - 1:1 499 999
Coastal 1:90 000 - 1:349 999
Approach 1:22 000 - 1:89 999
Harbor 1:4 000 - 1:21 999
Berthing 1:4 000
To facilitate the display of the radar overlay on ENCs, Hydrographic Offices are encouraged to set the
compilation scales of their ENCs to be consistent with the standard radar range scales as shown in the
following table:
RADAR RANGE / STANDARD SCALE
Navigational purpose Scale Range
200 NM 1:3 000 000
96 NM 1:1 500 000
48 NM 1:700 000
24 NM 1:350 000
12 NM 1:180 000
6 NM 1:90 000
3 NM 1:45 000
1.5 NM 1:22 000
0.75 NM 1:12 000
0.5 NM 1:8 000
0.25 NM 1:4 000
Although ENCs with the same Usage Band may overlap, the displayed information must not. ENCs with a
different Usage Band could overlap both area and displayed information.
Scale of chart may affect the Safety Contour. It is possible for a danger symbol to be clearly shown on largest
scale in the area, i.e. it may be visible while the scale is 1:25000 but disappears when the scale becomes
1:90000.
The Deck Officer should ALWAYS use the largest existing ENC scale of every sailing area on ECDIS.
In this context, ECDIS has the following safeguards:
 If the ECDIS is not displaying the largest scale, then a warning is displayed “Larger scale available for
vessel position”.
 The ECDIS will automatically generate safety contours and safety alarms from the largest scale ENC
cell and in accordance to set parameters.
 Over-scale/Under-scale will be shown.
 No ENC available indication.
The Navigating Officer must have the knowledge and ability to understand the importance of the warnings
and indications on screen, so that he chooses the appropriate display scale for the conditions.
User Guide
The manufacturer's user guide must be available on the Bridge. Deck Officers must be fully familiarized with
the instructions manual
Additional information and databases that can be intergraded in ECDIS
With ECDIS, the potential to add and edit new value-added information for bridge Officers that can contribute
to increased safety and efficiency is practically endless. These products, most commonly named as Marine
Information Overlays (MIOs), may range from weather information to piracy information to hull acceleration
information and any other source that may be deemed practical for the Company.
Use of ECDIS for Collision Avoidance
The ECDIS should never be used for collision avoidance.
However, ECDIS can be set out the same as ARPA, in order to be used solely as informative tool.
The AIS data may be unreliable and should not be used to determine whether a collision danger exists.
Communication and Terminology
Clear and concise communication is important when ECDIS is used due to the many acronyms and technical
nature of the language which is specific to ECDIS as it has the potential to cause confusion.
The most effective method of avoiding confusion in communication is cross-referencing with other
independent sources of information.
Example: ECDIS is displaying the cross track distance as R 150m. This could be read as "Right of
Track by 150m" when in fact the "R" means "red". This refers to "port" and therefore the correct
interpretation of the information is "left of track by 150m".The above could easily be resolved with the
use of a parallel index on the radar which would clearly indicate which side of the track the vessel was
on.
ECDIS TRAINING & FAMILIARIZATION
Introduction
ECDIS training is determined by STCW Convention and IMO “Model Training Course on the Operational Use
of ECDIS” (Model Course 1.27).
In the above context, the training requirements presented in the following sections are outlined as follows:
 Generic ECDIS Training

 Type-Specific Training (as part of the ECDIS familiarization training), if it is required by the vessel’s Flag
State legislation
Generic ECDIS Training
The Master, all Navigation Officers and all Deck Officers responsible for a bridge watch at sea, on board
vessels with ECDIS, are required to have completed a 40 hours (within 5 days period) a Generic ECDIS
Training based on the IMO Model ECDIS course (1.27). Relevant shall be issued by a recognize Training
center
Type-Specific Training
As required, Master and all Navigation Officers, have to undertake a 16 hours (within 2 day period) Type-
Specific ECDIS Training in order to be familiar with the specific equipment installed on board prior to
undertaking ECDIS related navigational duties.
The ECDIS ship-specific equipment training should be related to the maker and the model of the equipment
fitted on board the vessel on which master and officers are serving. This training should be based on the IMO
approved ECDIS generic training, focused on features, setting and details of ECDIS type specific installed and
be delivered by the manufacturer or by the manufacturer’s approved agents or a Master or a deck officer, as
trainer who has attended such a programme and received relevant certification, following Company “ECDIS
Type Specific Training Booklet”
Shipboard Familiarization on ECDIS
All Navigation Officers upon joining a vessel fitted with operational ECDIS and prior to outgoing Officers
departing should be provided with a familiarization on ECDIS operation, presenting in details the required
settings and functions.
ECDIS Type Specific Training onboard
ECDIS Type Specific Training onboard can be complete by Master or a Deck Officer (Trainer) who has
attended a 16 hours, in two days training by manufacturer; or manufacturer’s approved agents and he is
holding a relevant Type Specific Training Certificate. He or she has to received from company S&Q
Department a Type Specific Trainer Appointment Letter; during the 16 hours training, Company ECDIS TYPE
SPECIFIC TRAINING BOOKLET shall be followed and completed and submitted to each participant.
Continuous Shipboard Awareness, Drills and Understanding
With the increasing reliability of shipboard equipment related to ECDIS, such as GPS, as a primary means of
position fixing using ECDIS, traditional navigational skills using terrestrial based position fixing should not be
overlooked as an important cross check of the ship's position. Additionally, in the event of GPS failure,
traditional position fixing should be utilized being entered manually directly onto the ECDIS.
The company has introduced quarterly ECDIS failure drills on board ships comprising emergency handling
of ECDIS input failures (such as from GPS/GNSS, Gyro, Speed Log etc.) to ensure that in the event of an
ECDIS failure, incl. position input failure from GNSS / GPS, navigators are experienced in using traditional
position plotting techniques for the safe takeover of navigation. In this respect, ECDIS failure drills cover
different scenarios in raising risk awareness on board.
The drill will include both ECDIS units fatal failure and implementation of “Take me home” services provided
by NAVTOR and installed on Bridge Laptop along with failures and corrective actions included in ECDIS
Emergency Response Plan; a simulation of power failure and each mandatory sensor input failure to test
recovery measures in practice, also practicing of switching to ECDIS backup and ensure systems and
processes are adequate and up-to-date
USE OF ECDIS IN NAVIGATION
Over-Reliance on ECDIS
The OOW must be acutely aware of the danger of over-reliance on single sources of information. It is
dangerous to ignore information indicating that the ship is standing into danger when the ECDIS position
indicates the ship is safe or vice versa. Procedures for the execution of navigation assume that the operator
is using all available positional information to correlate the position output of ECDIS.
When using ECDIS, as with traditional methods of navigation, the operator should always confirm
assessment of the ship's position relative to the planned track or hazards, and the distance-to-run to wheel
over or critical point by at least two independent methods.
Deck Officers using ECDIS are reminded not to rely solely on automated voyage planning and monitoring
checks and alarms. Some ECDIS appear only to undertake route check functions on larger scale ENCs and
therefore alarms might not activate. This may not be clearly indicated on the ECDIS display. Mariners should
always undertake careful visual inspection of the entire planned route using the ‘other / all’ display mode to
confirm that it, and any deviations from it, is clear of dangers. This action should be carried out from every
Watch deck officer for a period of at least 5 hours ahead from the commencement of his normal watch duties.
The Deck officer is then obliged to insert a reference point on screen to show to the next officer the leg to be
surveyed.
GNSS / GPS input on ECDIS: The use of setting other than WGS84 in an ENC cell may result to incorrectly
displayed vessel’s position.
The Company supports the use of traditional procedures to increase digital navigation methods, including
visual and radar techniques, to safeguard against the overreliance on ECDIS. In addition, regular system
maintenance checks are carried out and clear records are maintained for the decisions taken, whether
through VDR or other means, in the event of an incident.
Proving ECDIS Correct
The OOW should make full use of RIO checks, if available, and should take Operator Fixes with traditional
methods, whenever is possible, to check the accuracy of Primary and, where fitted, Secondary Position
Source positions.
An assessment of the validity of the Primary and Secondary Position Source positions should be made by
comparing the vessel’s track display history against Operator Fixes with traditional methods of position fixing
at particular times. The OOW should then judge whether ECDIS is correct or whether a discrepancy exists.
The Offset EBL/VRM should be used to measure the fix's range and direction from the track time-mark.
Where doubt or discrepancy clearly exists, it should be reported to the Master.
The following precautions should be taken when applying Operator Fixes:
 Operator Fixes may not be displayed if the ship's track or track history is not displayed.
 Operator fixes will not affect the ship position if GNSS is set as the primary position input
 When DR/EP mode is the primary position input, accepted operator fixes will determine the ship
position. As such, it is important that the operator fix is checked for accuracy prior to accepting the
position.
The recommended intervals for checking the accuracy of GNSS in Ocean Navigation and Coastal
Navigation are as follows:
 Monitor the Primary Vessel Track against the Secondary

During Ocean Navigation, the Vessel Track, and specifically monitor both at each
following methods should be used check fix at least every 4 hours.
to cross-check the ECDIS position:
 The primary method of cross-check fixes should be by
radar fix using RIO (when available) and within or DR.
During Coastal Navigation, the  Monitor the Primary Vessel Track against the Secondary
following methods should be used Vessel Track, and specifically monitor both at each
to cross-check the ECDIS position: check fix at least every 1 hour.
 The primary method of check fixes should be by visual
methods if the distance from marks and the visibility
permit. Otherwise the check fix should be taken by radar
using RIO, if available.
In restricted waters or under  The primary method of check fixes shall be by visual
pilotage navigation bearings, RADAR overlay, PI technique, measuring and
comparing distances by RADAR, at least every 15 minutes.
Application of Radar Information Overlay (RIO) in Support of Fixing
When using RIO during Coastal Navigation, the RIO should be available in order to check fixes at any other
times when required by the OOW. The RIO should be set at an appropriate colour and transparency to
enable an assessment of correlation between coastline and the RIO without causing excessive clutter or
covering safety critical information.
It is not recommended to keep the RIO on at all times as it is potentially disruptive due to the Radar sweeps,
interference and clutter it leaves on the ECDIS screen.
Use of Information Overlay (IO)
Information Overlays are digital data sets that are designed to be displayed over ENCs in ECDIS to provide
additional information to the Navigation Officer. The Admiralty Information Overlay is provided by the United
Kingdom Hydrographic Office (UKHO). It contains all Admiralty Temporary and Preliminary Notices to
Mariners in force worldwide and additional navigationally significant information from the UKHO ENC
validation program such as reported navigational hazards that have been incorporated on paper charts but
have not yet been included in ENCs. (for further details refer to NP231 and NP232)
All information that is relevant to the voyage must be transferred from the IO and incorporated via manual
updates to the ECDIS.
NAVTOR provide AIO service where the electronic charts are automatically update with the latest T & P
Notice to Mariners, and appear as a layer on top of the ENC.
Chart Spot-checks
Recent inspection and audits have revealed a widespread belief within the industry that all hydrographic
offices update their ENCs weekly, which is not the case. It is Therefore, highly likely that a ship passing
through multiple regions will need to manually plot some corrections and warnings received from NAVTEX or
any other source.
It is recommended Masters use spot-check procedures to verify that the corrections have been plotted.
Vessel settings
For the safety features of ECDIS to function effectively, the Deck Officer must ensure that certain vessel
settings are applied correctly to the system and that policy exists to monitor and amend these where changes
are likely to occur (draught and air draught) or require to be changed due to circumstance (UKC). Individual
vessel characteristics such as turn radius will need to be factored into plans and all relevant vessel
parameters, which are useful for planning, must be readily available to the deck Officers.
Vessel’s draught and Under Keel Clearance
The shallow contour should be used to highlight the gradient of the seabed adjacent to the safety contour
and the deep contour to highlight the depth of water in which own ship may experience squat. The deep
contour in our policy is the line over 50 meters water depth.
Reference on the calculation of the UKC in SOM Manual Form SOM 01-05-00 shall be made for setting up
relevant alarm settings.
UKC safety values should be applied to the calculated vessel's draught to determine the safety contour and
safety depth settings to be used for each leg of the voyage. The calculations should be confirmed at the
Passage Plan review and recorded in the Passage Plan form.
UKC will be affected from ECDIS ZOC/CATZOC, as is described in the below paragraph, and the Minimum
Charted Depth (H) factor must be used for the UKC calculation.
Zone of Confidence (ZOC) & Category of Zone of Confidence (CATZOC)
ENC cells include data fields with information about the reliability of the “objects”. CATZOCs (“Category of
Zone of Confidence”) give an estimate of the reliability of data related to five quality categories for assessed
data (CATZOC A1, A2, B, C and D) and a sixth category for data which has not yet been assessed.
During UKC calculation, the relevant correction should take place in general at the Minimum Charted Depth
(H) factor, in accordance with the below table (please note that the relevant correction should be made by
subtracting the depth numerical value which occurs from the below table for every occasion, from the
numerical value (H) in order to the worst case scenario always be taken). Moreover, the following table may
be taken into account indicating the sea depth accuracy as a function of the applicable CATZOC, for
enabling the Master and Navigation Officer to decide the safety factor to extend the established UKC:
ZOC Position Depth Accuracy Seafloor Typical Survey CATZOC

Accuracy Coverage Characteristics Symbol
A1 ± 5m + 5% 0.5m + 1% Full area search Controlled, systematic survey.

depth depth undertaken. High position and depth
Significant seafloor accuracy achieved using
features detected4 DGPS or minimum of three
Depth Accuracy and depths high quality lines of position
measured. (LOP) and a multi-beam,
channel or mechanical sweep
(m) (m) system.
10 ± 0.6
30 ± 0.8
100 ± 1.5
1000 ± 10.5
A2 ± 20m 1.0m + 2% Full area search Controlled, systematic survey

depth undertaken. achieving position and depth
Significant seafloor accuracy less than ZOC A1
features detected4 and using a modern survey
Depth Accuracy and depths echo sounder7 and a sonar or
measured. mechanical sweep system.
(m) (m)
10 ± 1.2
30 ± 1.6
100 ± 3.0
1000 ± 21.0
B ± 50m 1.0m + 2% Full area search not Controlled, systematic survey

depth achieved; features, achieving similar depth but
hazardous to lesser position accuracies than
uncharted features ZOC A2 using a modern
Depth Accuracy surface navigation survey echo sounder but no
are not expected sonar or mechanical sweep
but may exist system
(m) (m)
10 ± 1.2
30 ± 1.6
100 ± 3.0
1000 ± 21.0
C ± 500m = 2.0m + 5% Full area search not Low accuracy survey or data
depth achieved; depth collected on a opportunity
anomalies may be basis such as soundings on
expected. passage.
Depth
Accuracy
(m) (m)
10 ± 2.5
30 ± 3.5
100 ± 7.0
1000 ± 52.0
D Worse than Worse than ZOC Full area search Poor quality data or data that
not achieved; cannot be quality assessed
ZOC C C large depth due to lack of information.
anomalies may
be expected.
U Unassessed • the quality of the bathymetric data has yet to be assessed.
Further details of the above can be found into publication NP231
In case in the intended voyage the ZOC is “D” or “U” (Unassessed) and the “D” or “U” area is not
oceanic passage but confined or narrow water, it should be addressed as a reduction in the UKC
below Company’s minimum acceptable limits. A reduction in the UKC below Company’s minimum
acceptable limits may only be approved after a full Risk Assessment and in consultation with the
Company.
Air Draught / Mast Head Clearance
As with draught and UKC, the clearance between the highest point of the vessel (air draught) and charted
obstructions must be recalculated for any expected changes and a safety factor (masthead clearance)
applied to the Voyage Plan. Most ECDIS will generally not apply these figures or calculate alarms when the
vessel sails under any obstruction (bridge, cable etc.).
The minimum Mast Head Clearance below bridge is 4 feet and below cables is 9 feet.
Should an alarm setting is available to the particular ECDIS, the Deck Officer, referring to the relevant section
of the Bridge Manual shall input the values to generate the alarm.
Incorporation of Turn Radius and Wheel-over points
The vessel's turning data will normally be entered into the ECDIS as part of the vessel configuration data at
installation, or on completion of initial sea trials. This should be periodically reviewed and updated, by service
engineers if necessary, in light of experience.
The effects of dynamic factors such as draught, depth of water and wind on the turning characteristics of the
vessel, where known, should be taken in account during the planning process. This should also include
periodic review to ensure they are accurate and effective.
The correct application of turn data to waypoints becomes more significant in constrained waters. The closer
the Voyage Plan approaches the safety contour, the greater the risk to vessel safety that an incorrect or
missing wheel over point may have. During planning, turn data should be applied to all waypoints to ensure
that key turns are not incorrectly plotted.
ENC Features and Date/Time
The display of certain features within ENC may be activated by a start date/time and features such as
seasonal buoys and changes to Traffic Separation Schemes may only be in position either periodically (e.g.
seasonal) or for a certain time period and can be used to present T&P Notices and data.
If time dependent features lie along the planned track, then they should be noted along with the time
constraints. NP231 contains more information on this topic.
Leg characteristics
Each leg detail, including cross track distance (XTD), should be carefully planned and not simply copied from
the previous legs. The XTD is the distance either side of a planned route that the ECDIS checks for possible
dangers. As with waypoints, the closer the vessel is to the Safety Contour, the greater the risk from applying
default settings.
Tidal Correction
Where the ECDIS allows dynamic tidal heights and streams to be calculated and recorded from official data.
This should be incorporated into the Voyage Plan for each Leg, providing accurate courses to make good the
planned track. Otherwise the Deck Officer should calculate the effects of tidal stream and include these as a
Mariner's Note (including the date and time of the calculation).
Where any leg of the voyage may be constrained by height of tide to ensure safe water, the timings of
the opening and closing of the time window should be noted against the leg and recorded in the
Passage Plan.
Mariner’s Notes (MIOs)
Application of the manual update feature common to all ECDIS enables the Deck Officer to add Mariner's
Notes containing key information at appropriate points in the Voyage Plan. These can include cautions,
navigation warnings, data from Sailing Directions, calling points and frequencies from ALRS etc. This
information can be properly structured into a user map file and be visible whenever the user map file is
loaded on screen.
Look-ahead and Alarms
The ECDIS look-ahead function searches for approaching hazards to navigation, as defined by the vessel’s
safety contour setting and Navigation Officer’s inserted marks during planning phase of Passage Plan.
On ECDIS the check is conducted only against the data in the largest scale band ENC available in the SENC
(i.e. loaded onto the ECDIS) and is not influenced by what is being displayed on the ECDIS screen. Two
sorts of warnings are generated through the look- ahead function - alarms and indications. In an ECDIS an
"alarm" is an audible and visual alert which requires immediate attention. An "indication" is an alert which is
visual only.
An ECDIS alarm or indication should also be generated as the vessel approaches a danger to navigation.
These are defined not only as when the vessel crosses the safety contour but also when the user-specified
look-ahead touches one or more specific ENC features i.e. approaching boundaries of prohibited areas,
areas where special conditions apply, proximity to danger. (refer to NP231 for details of these conditions).
In JRC ECDIS which is broadly used in our fleet the insertion of NOGO areas can also trigger alarms.
This is a significant safety enhancement of ECDIS and all users should be aware of how to employ this
feature.
Any vessel-specific conditions, which require alarms to be generated, should be embedded and recorded
during the planning process.
ECDIS Safety Functions
Navigating in areas with dangers requires permanent monitoring. With this aim in view, the ECDIS allows
users to specify a safety navigating area for the vessel by setting and monitoring safe navigation parameters
as the following:
 In depth, by the safety contour and safety depth

 In forward extent, by the look-ahead time
 In lateral closeness by a specified distance.
Correct use of all ECDIS safety settings and their correct calculation (including tolerances) is mandatory and
should be documented during the Passage Plan preparation. In this respect, it is Company’s policy that all
ECDIS safety settings are appropriately planned and set, at all times during voyage execution.
All settings must be assessed and documented for each leg in the Passage Plan. This includes:
1. Safety contour
2. Safety depth
3. Cross Track Distance
4. Look ahead settings
The following diagram clarifies the concept of the above mentioned parameters.
Figure 1: Display of ECDIS Safety Parameters
NP231 gives further detail on how the safety contour and soundings are displayed on an ECDIS. Broadly, the
safety contour is emphasized and is the source of ECDIS alarms but safety depth only controls which
soundings are emphasized - it has no effect on the display of the safety contour or the alarms
generated.
All safety functions in ECDIS shall be configured correctly, in order to warn the OOW if the vessel is
approaching shoal waters or other hazards to navigation so that timely action can be taken to avoid them.
There is no such thing as a spurious alarm in ECDIS and only the OOW is permitted to acknowledge Alarms
and Warnings.
The procedure for setting safety contour and safety depth values should provide the mariner with an
unambiguous process for determining the vessel and voyage-dependent values. It should also cover the
associated processes of checking these values and their inclusion in the Voyage Plan. The Plan should state
the safety contour / safety depth value to be used for each leg of the voyage. The procedure should also
ensure the plan covers other safety-relevant settings on the ECDIS (e.g. colour palettes, symbol types,
number of depth shades, and categories of chart features to be displayed) as well as the settings covered in
this, and subsequent sections.
For specific advice on the safety functions handling, the responsible deck Officer should refer to the Makers’
Operating Instructions, as well as to instructions issued by the ENCs service provider (when applicable).
Deviation from the settings agreed in the “NAVSTATION Passage Plan” or from tolerances within the SMS
procedures must be agreed by the Master.
Safety Depth
The Safety Depth is a value set by the Navigating Officer that detects, through spot soundings, depths that
are insufficient for a vessel to safely pass over and pose a danger to navigation. If no value is set,
The ECDIS equipment will set by default, the safety depth to 30 m.
A depth equal to or less than the Safety Depth is highlighted on the chart in bold type when the display of
spot soundings is turned on (ENCs only). It is recommended that Safety Depth is linked to a critical depth
and set as follows:
In Shallow Waters:
Safety Depth = Draft + Squat + Company’s UKC
In areas where the Safety Depth is less than the Chart datum: Safety Depth = Draft + Squat + Company’s
UKC – Min. required Tide In Deep Waters (beyond 50 meters depth) then
Safety depth = Draft + UKC Policy
It must be noted that the Safety Depth value may differ at various stages of the voyage and this must be
taken into account during the Voyage planning phase.
Safety Contour
This set value is intended to provide a visible boundary and distinct difference between safe and potentially
unsafe water with respect to depth. Its purpose is to provide an early warning of approaching areas with
depths pretty close to vessel’s Safety Depth (as was described above).
It is selected by the Navigation Officer to reflect the ship’s draught, adjusted for the required UKC and for the
height of tide, if required. Crossing the safety contour generates alarms and warnings against your planned
and monitored route.
The Safety Contour is highlighted on the chart with a bold line (ENCs only), as per the below figure.
Figure 2: Example of ECDIS display when Safety Contour alarm occurs
Four Shades or Two Shades settings can be selected. The concept of safety contour in Four Shades setting
is outlined below:
Figure 3: Safety Contour Concept
When the selected safety contour depth lies between contours, the system automatically selects the next
deeper contour and informs the user. Additionally, if with a change of chart under the ship position the
previously selected Safety Contour becomes unavailable, the Safety Contour alarm is generated, and the
system should automatically set the Safety Contour as equal to a deeper available depth contour.
For example: If the chart on display has 5 m and 10 m contours and the Safety Depth has been set at 6 m,
the 10 m contour will be used as the Safety Contour.
If Two Shades are used, then:
 Water shallower than the Safety Contour (Zero to Safety Contour) is tinted blue;
 Water greater than Safety Contour is shown in white.
The Two Shades setting is of benefit to the OOW when navigating using the dusk or night palette as
the contrast between safe and unsafe water and ARPA and AIS targets is improved.
2 Shades Settings 4 Shades Settings
Figure 4: Portrayal of Depth Areas with 2 and 4 Shades Settings
Determination of the Safety Depth and Safety Contour required to give the necessary UKC is the
responsibility of the Master, as advised by the Navigation Officer. It is strongly recommended that Safety
Contour in Deep Waters to be set equal to Safety Depth and ECDIS automatically to choose the same (if
available) or next deeper contour. The safety Contour within shallow waters, shall be equal or less than the
safety Depth. As an example if the safety depth is 22m then the safety contour will be set to 20m and the
area between them will be manually marked as NOGO area. If the safety is set to 20m then the safety
contour is set 20m again. Another example can be for a cape size. If the safety depth is 17m then the safety
Contour will be 10m or 15m if the chart contains this contour but NEVER the contour be more than the safety
Depth.
Crossing the safety contour
In rare cases there are large scale charts in deep water area and the smallest contour on chart may be
200m. In spite of the Safety contour is set to be equal to the safety depth, the ECDIS automatically sets the
safety contour to 200m. The navigation Officer should inform the Master during the Passage planning that the
alarm of crossing the Safety contour is going to be activated in that area under that specific chart scale. The
lane should be visually inspected that the water depth is more than the safety depth, and proper pick up
remark should be inserted on chart.
Once approved by the Master, the Safety Depth and Safety Contour should be stated in the Passage Plan as
appropriate. The authorized Safety Depth and Safety Contour must always be known to the OOW, being a
part of the Taking over Watch checklist and is displayed on all ECDIS units.
If must cross the safety contour to continue along the planned route, the following factors should be
considered:
 Confirm that isolated dangers are displayed in shallow waters

 Turn on the display of spot sounding depth
 Suitably scale ENCs are available
 Assess CATZOC quality
To mitigate the risks of Navigating within the safety contour, ECDIS operators should use the following
technics:
 Define “No-Go” areas through the use of mariner added objects and activate danger alerts.
 Monitor the echo sounder
 Use additional bridge manning (i.e the Master)
 Increase frequency of position cross-checking.
 Clearly mark in the passage plan whenever the vessel will cross the safety contour
When navigating within the safety contour, the navigator must ensure that isolated dangers are displayed.
Procedure for crossing the Safety Contour Method 1:

a. Calculate safety depth and enter into ECDIS
b. Select Safety Contour in ECDIS and select viewing groups for soundings, seabed features
andcontours to be displayed. Ensure all obstructions and potential hazards are displayed
(safest is to use Display = "ALL")
c. Review area within the Safety Contour to identify areas greater than safety depth to determine
that planned leg remains in safe water
d. Add Mariner's Note to show area that may be crossed at appropriate height of tide with time and
date for planned crossing
e. Run route check to confirm that Safety Contour crossing is identified and note in Voyage Plan
for review and approval by the Master
Procedure for crossing the safety contour Method 2:

a. Calculate safety depths and enter into ECDIS
b. Select viewing groups for soundings, seabed features and contours to be displayed
c. Construct a manual update line to create a Safety Contour equivalent to the safety depth, using
the highlighted safety depth as an indication of the contour - allow a safety margin where
values displayed are less than the safety depth. Use existing contours to establish the likely
shape of the manual contour
d. Set the manual update line as an alarmed feature (refer to ECDIS manual and training
course notes for guidance)
e. Run the route check facility to confirm that the feature will alarmc
f. Ensure the plan is clear when the Safety Contour should be set to the artificial value and
reset once the area is clear
g. Save as part of the Voyage Plan in ECDIS and note the feature in the Voyage Plan notes for
review and approval by the Master
When monitoring an active route, ECDIS will alert the navigator prior to crossing the safety contour. However,
during planning, ECDIS may not alert and may only give a minor indication during the route check function.
OOW should not relay on the automatic route check function to replace detailed verification of the route
conducted by the navigator and the Master.
Shallow and Deep Contour
The Shallow and Deep Contours are utilized when the multi-colour depth display is selected. They are not
associated with relevant alarms and as such are for information purposes only.
However, although not providing an indication of a dangerous depth contour, the Deep Contour can be
useful in displaying contour information that has significance on ship handling.
For example: If the 50 m contour is the onset depth for Squat, then the Deep Contour setting could be set
accordingly to give an indication of the 50 m contour to the OOW. The Shallow and Deep Contours provide
the following:
 Shallow contour - shades the area from the shallow contour to zero depth.
 Deep contour - shades the area below the deep contour (above is white).
The following values can be used as a reference for the setting of Shallow and Deep Contour:
Shallow Contour = Ship’s Draught + Squat (always less than Safety Contour) Deep Contour = 50 meters
If all Contours are correctly configured, the following depth information is shaded and distinguishable from
each other:
 Zero to shallow contour (dark blue);

 Shallow contour to safety contour (light blue);
 Safety contour to deep contour (light grey);
 Greater than deep contour (white).
Incorrect Deep Contour and Shallow Contour settings may cause problems and, in this case, the chart
presentation of the ECDIS system is insufficient.
Anti-Grounding Cone
The Anti-Grounding Cone or Safety Frame is intended for setting the size of the area that will be used for the
chart data analysis and for the generation of the Anti-grounding Alarms, Area Alerts and Navigational Alarms.
The trigger points for Alarms and Warnings are defined by an Anti-Grounding Cone projected Ahead, Port
and Starboard of the vessel. The size of the Anti-Grounding Cone will depend on the ECDIS system in use
as well as the size, maneuverability and speed of the vessel. Once a danger has been picked up in the Anti-
Grounding Cone, it will be necessary for the vessel to avoid it and this delay and time to maneuver must be
taken into account when setting up.
The following settings (vessel dependent) are recommended for use in:
Anti-Grounding Cone
Pilotage and Confined Waters Coastal Waters Open Ocean
 Ahead: 3-6 mins  Ahead: 15 mins  Ahead: 20 mins

 Port: 2-5 degrees  Port: 5-30 degrees  Port: 30-60 degrees
 Starboard: 2-5 degrees  Starboard:5-30 degr  Starboard: 30-60 degr
During navigation in Channels, if the above size for Confined waters cannot be met due to Channel’s width,
the setting must be properly adjusted at the Channel’s width Port/ Starboard, in order the alarm fatigue to be
avoided. These recommendations do not alter the Master's prerogative to modify or augment Anti-Grounding
Cone settings. The Anti- Grounding Cone setting should be agreed when the Route is presented for
approval.
Authorization to modify the Anti-Grounding Cone to best support the execution of navigation is to be recorded
in the Master's Bridge orders and Deck log book when occurs.
XTE/XTD
The value of Cross Track Error (XTE) refers to the perpendicular distance between the ship’s track and an
active route leg of the intended course.
XTE setting shall be determined by the Master and be duly observed during the passage planning process.
Marking/highlighting of ECDIS can be carried out in a similar way to paper charts, to identify radar
conspicuous targets, no-go areas, parallel index lines (essential for the monitoring stage), transit marks,
clearing bearings, etc.
Cross Track Error (XTE) Alarm is activated when the vessel has deviated from the desired path of travel. In
certain areas, deviation from the route could put the vessel in danger. If you are using a route to travel from
point to point, you can select an amount of Cross Track Error (XTE) allowable before an alarm will sound.
The following settings for XTE are recommended:
 Open seas: 1 nm each side

 Coastal waters: 0.5 nm each side
 Confined waters: 0.1 nm each side
 Channels: If the above size for Confined waters cannot be met due to Channel’s width, the setting must
be adjusted at the Channel’s width reduced by 20 yards.
Cross Track Distance (XTD) or Corridor of the route is the distance from the ship’s route that is considered
within safety limits; the allowable deviation from the track along the leg from one waypoint to the next, in
nautical miles (NM).
ECDIS systems check the planned route for dangers but only within the XTD, so attention must be paid for
the correct configuration in order to cover the required area.
The wider the XTD the more alarms will be generated, although this is not a reason to reduce it below what is
required.
Figure 8: Example of XTD depiction
Usually the Active Route is displayed in red.
 The Active Leg is drawn with dashed lines.

 The Active Waypoint is surrounded in yellow.
 The Waypoint Arrival Circle is drawn with a red dashed line.
 The Cross Track Limit Area appears delimited with two colored dashed/dotted lines: green on the
starboard side and red on the port side of the Ship (when the "Display XTE Alarm lines" option is
checked).
The following settings for XTD are recommended:
 Open seas: 4 nm each side. In areas where the ship must significantly deviate due to traffic or fishing
activities it can be extended to beyond 10 miles always taking into account the distance off the coast
and the safety depth line.
 Coastal waters: Progressively increase to reach the CPA limits and up to 3 nm each side
 Confined waters: 0.1-0.2 nm each side wherever possible and practicable. Under extreme conditions
can be reduced up to Port/ Starboard 0.01/0.01nm.
 Channels: If the above settings for Confined waters create a “corridor” that covers the total width of the
Channel, then the settings must be adjusted at the Channel’s width reduced by 20 yards Port/
Starboard.
However, the Master should always consider the prevailing circumstances and adjust the settings in
accordance with the voyage leg and as necessary. Relevant reference may be also done in his own Bridge
Orders.
Settings of ECDIS Safety Parameters
The following matrix contains Company’s recommendations for ECDIS Safety Parameters settings, with
reference to the navigational circumstances and should be considered for reference when determining the
actual ECDIS settings for a specific voyage planning, in order alarm to be given, if any danger is available in
the guard zone:
No. Name Minimum Value Overview
Safety IN SHALLOW WATERS All depths of less than All depths deeper than
Depth minimum entered value minimum entered value will
Draught + Squat + Company’s UKC
will be shown in be a pale grey.
bold black type.

IN SHALLOW WATERS WITH SAFETY
DEPTH < CHART DATUM
Draught + Company’s UKC – Min. required

Tide to sail over the route lane
IN DEEP WATERS (>50mtrs)
Safety Depth = Safety Contour
Safety IN DEEP WATERS All areas of less than All areas deeper than
Contour minimum entered value minimum entered value will
Same value with Safety Depth IN will show as blue. be displayed as white.
SHALLOW WATERS
Same as the Safety Depth or the next
(lower value) contour available on the
SENC.
ALWAYS
The vessel shall never cross the safety

contour
Shallow Draught + Squat (at the max predicted The area between the 0 m contour and the shallow
Contour speed) contour is coloured dark blue.
ALWAYS:
Shallow Contour < Safety Contour
(In case the Shallow Contour leads to a

numerical value higher than this of Safety
Contour due to significant Height of Tide,
the next less (from Safety Contour)
available value of contour to be selected
for Shallow Contour)
Deep ALWAYS 50 Meters The area between the safety contour and the deep
Contour contour is coloured grey-white
Safe Under Bridge: 4 feet If it is not specifically stated by port authorities

Overhead
Under power cables: 9 feet or terminals,
Clearance
XTD: Confined water: 0.1-0.2 nm each side ECDIS systems check the planned route for dangers but
Cross wherever possible and practicable. only within the XTD, so attention must be paid for the
Track Under extreme conditions can be reduced correct configuration in order to cover the required area.
Distance to Port/ Starboard up to min 0.01/0.01nm.
Coastal water: 3NM each side
Open water: 4 NM each side In areas

where the ship must significantly deviate
due to traffic or fishing activities it can be
extended to beyond 10 miles always taking
into account the distance off the coast and
the safety depth line.
Channels: If above size for Confined waters
cannot be met due to Channel’s width, the
setting must be adjusted at the Channel’s
width reduced by 20 yards Port/ Starboard.
DD Vector Confined water: The generated cone alarm sounds and warns the
(Danger OOW whenever a danger ‘enter” insside the cone.
Vector:
Detection
Vector) Ahead: 3 mins
and DD
Sector Port: 0.1 NM
(Danger Starboard: 0.1 NM
Detection
Sector:
Sector) (*)
Radius: 3 mins
Angle: 300
Coastal water:
Vector:
Ahead: 15 mins
Port: 0.1 NM
Starboard: 0.1 NM
Sector:
Radius: 15 mins
Angle: 300
Open water:
Vector:
Ahead: 30 mins
Port: 0.2 nm
Starboard: 0.2 NM
Sector:
Radius: 30 mins
Angle: 450
Channels: If above size for Confined waters
cannot be met due to Channel’s width,
setting must be adjusted at Channel’s width
Color 2 colour shades

Shades
- In shallow waters
(<50m depth), restricted waters
- In deep waters
during darkness
4 colour shades
In deep wate furing daylight
(*) During navigation in Channels, if the above size of DDV and DDS for Confined waters cannot be met
due to Channel’s width, the setting for DDV must be adjusted at the Channel’s width reduced by 20
yards Port / Starboard and the size of DDS must be modified accordingly, in order the alarm fatigue to
be avoided.
CAUTION: THE ABOVE SETTINGS ARE RECOMMENDATIONS ONLY AND WILL VARY
DEPENDING UPON THE SPECIFIC ECDIS SOFTWARE IN USE. SETTINGS MUST BE
CONFIGURED WITH REFERENCE TO THE SPECIFIC DIMENSIONS, CHARACTERISTICS, SPEED
OF ADVANCE AND LOCAL CONDITIONS ETC OF THE ACTUAL VESSEL FITTED WITH ECDIS.
THEY SHOULD BE CONFIGURED AT THE MASTER'S DISCRETION.
In the case of a coastline with gently shoaling depths, the recommendations above would restrict a vessel's
safe water significantly. Therefore, this is area-dependent and needs consideration appropriate to the
intended route.
The area of Safety Contour is light blue and NOT safe for navigation.
Figure 10: Portrayal of Safety Parameters (in case of Safety Contour = Safety Depth)
NO GO Area
The NO GO AREA includes the area beyond the Safety Contour having water depth equal or less of safety
depth. This area is drawn by hand and is saved in a User map file.
Within this area any depth less than the safety depth is marked with bold figures. The area is also marked in
a red polygon covered with a red fill transparent colour.
Attention to be placed to the following:
1. Before entering in restricted waters area a clear WARNING LINE with text shall be available on ECDIS
screen in all scales stating the entry where speed, time window of safe passage and tides must be
calculated
2. Appropriate values of Danger Detection Vector (DD Vector) and Danger Detection Sector (DD Sector)
to be set depend of the location.
3. NO-GO areas between the safety contour and the Safety Depth should be marked on all scales by
creating a “User Map File” in ECDIS and relevant entry should be made in the passage plan form.
4. At the exit of the restricted area a clear warning line with text shall be available on ECDIS screen and
maximum available colour depths mode and relevant chart setting should be applied.
ECDIS Display
Display Settings - Modes
The planning process should start with "ALL" chart features displayed. To improve clarity, layers such as data
quality can then be switched off as the route planning becomes more specific. The Voyage Plan should
include each point where the display settings need to b e changed so that it can be used to prompt the OOW
to take appropriate action.
All navigational chart features must be displayed. Additional ECDIS features such as SCAMIN and
filtering of AIS data can be used to reduce the displayed information where this is necessary
Colour Palettes
The ECDIS display has multiple color palettes to enable it to be tailored to differing lighting conditions. All
ECDIS will support at least Day, Dusk and Night palettes.
The display can be tailored in other ways such as whether 2 or 4 depth shades are used, use of shallow
water patterns (used at night) and the use of simple or traditional display of point features. All these display
options are explained in detail in NP231.
Mariners should take note of potential interaction of settings that can cause an unintended hazard such as
the difficulty of seeing traditional buoy symbols in night display with the default safety contour setting.
Display Orientation
ECDIS has the capability of displaying the navigation picture in orientations such as North Up, Route Up,
Course (or Head) Up.
To avoid confusion all equipment across the bridge should be set to North Up.
Display Scale and SCAMIN
SCAMIN is a feature of an ENC that defines the minimum (smallest) scale at which information is being
displayed. In other words, the SCAMIN value decides at which user selected scale or range a feature is being
displayed, causing it to disappear and reappear as the user zooms out an in.
 During voyage monitoring, the ECDIS must be operated at compilation scale.

 When the OOW zooms out to improve situational awareness and allow inspection of the leg further
ahead, the ECDIS may indicate an underscale warning and may limit this operation to a certain scale
factor. The ENC compilation scale must be set again as soon as wider situational awareness has been
established.
The use of Multiview screen is strongly recommended to improve the situational awareness and at the
same time to sail at the largest available scale.
 During the planning phase, where the Navigation Officer may use smaller scale charts or zoom away
from compilation scale to manipulate waypoints, checks and visual inspections for dangers should be
carried out at compilation scale.
 The system should be set to operate with SCAMIN OFF in order to avoid hiding of crucial chart
information. However in certain coastal areas the SCAMIN can be set ON to reduce unnecessary
information clutter.
When the display is Underscale and therefore not at the compilation scale, certain features are suppressed,
and the operator runs the risk of not seeing all relevant and possibly safety critical information.
Mariners should note that not all ENC producers will apply SCAMIN, or may not apply it in a consistent
manner to adjacent ENCs from another producer.
Presentation of Data
OOW should assess the quality of information being viewed ensuring settings and procedures consistently
provide full relevant safety and that information is mirrored on all available Bridge ECDIS terminals.
When a chart is loaded for display (either manually or automatically) the OOW must be alert to its Datum and
Update status, which should be checked by interrogation. The OOW should also check all chart cautions,
warnings and ZOC details (or Source Data Diagrams for RNCs) for charts in use.
The Master and OOWs must be advised of any relevant hazards or cautions discovered and the necessary
navigational caution exercised.
Selection of Sensors
Position information in ECDIS is based on the Primary Position Source. A Secondary Position Source may
also be displayed. A variety of Position Sources, including manual inputs, may also be input. Where possible,
both the Primary and Secondary position sources should be displayed and the divergence alarm configured
to alert the OOW of any significant differences between the two sources.
The OOW should always select the preferred sensor source with regard to Heading, Depth, Speed, Wind and
ARPA. Any degradation of sensors should be reported to the Navigation Officer and the most accurate
secondary sensor should be selected if available. When more than one radars are interfaced to ECDIS, then
the Active Radar source may be selected by the user. Routes and Map data may be overlaid on the Radar
but excessive clutter should be avoided and the Radar should never be used as a substitute for ECDIS and
ECDIS should never be used as a substitute for Radar.
Alarms and Warnings
The ECDIS provides a large number of Alarms and Warnings. The ECDIS should always set the
alarm to be activated under the below condition but not limited to Safety Contour / Safety Depth /
Shallow Contour / Deep Contour / Height Alarm / Cross Track Error / Anti Grounding Alarm / Guard
Ring/Guard Zone/Anti Grounding Cone / Guard Vector/ Waypoint Approach / Off-course etc.
In addition, note the following settings:
 Overscale or Underscale chart is provided.

 GNSS / GPS Difference between Pos1 and Pos2 is greater than 0.5nm in open sea and
0.1 within port limits.
 Off course is greater than 10 degrees.
 Arrival to W/P is less than 20 minutes and 5 minutes during approaching ports.
 CPA and TCPA a minimum CPA of 2 miles and a minimum bow crossing range (BCR) of 3 miles should
always be maintained, where it is practicable to do so. In shallow waters or in traffic separation
schemes the CPA may be reduced to minimum 1 nautical mile and the bow crossing range to 2 miles
where in practicable.
Alarm handling: A list of all Alarms and Warnings is provided with the User Guide. A copy of this list must be
readily available on the bridge for the attention of the Bridge team.
Alarms provide information relevant to the safety of Navigation. The Alarms displayed on ECDIS must be
immediately read and understood before acknowledged, observed and obtain a clear view of their causes,
the system status, and possible re-action of the system, and –if necessary- must immediately take all
necessary action for avoidance of possible danger. Only then may alarms be acknowledged.
Acknowledging Alarms without investigating the reason could lead to important Navigation dangers
being ignored.
Caution: The Navigating Officer should not rely solely on automated monitoring alarms generated by the
ECDIS. It is recommended that the Navigating Officer undertake careful visual inspection throughout the
entire voyage to confirm that the route and any deviations from it, is clear of dangers, and that the sensors
are providing an accurate fix of the vessel’s position with respect to charted features and the view from the
bridge at all times.
Use of ECDIS at Night
The color palette should be configured by the OOW to suit the environmental conditions so that charted
information, in particular safety critical information, is not hidden or difficult to see. This is particularly relevant
when using RNC. The color shade is strongly recommended to be always in darkness at 2 colors mode
Primary position fixing source failure / GNSS Failure
ECDIS is capable of working efficiently without GNSS, following a loss of signal or jamming and in the event
of such a failure, the OOW must know what actions to take.
In case of loss of ship position due to failure of the primary position source (GPS.1) then the ECDIS will alert
the OOW who in turn must switch over to the secondary position fixing source (GPS.2).
The OOW should be aware and use of the traditional techniques such as of the dead reckoning (DR) position
fixing, the clearing bearings, the clearing ranges, the PI, wheel over bearings, the Radar overlay technique
and in the open sea the Mark line by mean of astronomical observation.
The following is to be conducted in the event of GNSS failure:
 Read and Acknowledge the Alarm, identifying the failed sensor.

 Select the Secondary position fixing sensor.
 If GNSS is unavailable, select DR or EP mode.
 Independently fix the ship using Visual and Radar means.
 Identify other equipment that may be affected by the failed sensor.
 Instigate defect rectification.
 Amend the ship's Route as necessary.
 Call the Master.
 When the Primary Position Fixing System is restored, correlate with RIO and other means and inform
the Master
For GNSS / GPS position marking on ENC chart the “EVENT mark” technique must apply.
For position fixing by external sources, such as visual/radar, “OFFSET position mark” must apply in order to
plot manually-obtained bearing and distance lines of position (LOPs) to determine own ship’s position on the
display.
In this case the initial LOP-derived position is recorded, together with the LOPs used in its derivation. The
recorded ship’s track will therefore also be based on DR/EP calculations until the equipment is switched back
to satellite position mode.
It is better to take very frequent single LOPs (visual and/or radar) and ensure that when immediately plotted
they pass very close to the current satellite-derived position. This practice does not actually generate a
secondary position but instead gives the possibility of very low latency and therefore high accuracy checks on
the satellite derived position. However, a single LOP only gives partial confirmation. Subsequent (single)
LOPs are needed to be taken at different bearings (generally on different objects), to confirm the continued
accuracy of satellite positioning. These are ideally approximately 90° apart but frequent checking is generally
preferable to waiting for near 90° opportunities.
Dead reckoning may be occasionally used as alternative position fixing means, provided that the OOW is
aware of the fact that it results in an only approximated estimation of vessel’s position. In this context, if
significant difference is observed between the DR and the primary position fixing method, position
verification by using other alternative accurate position fixing method should be carried out. In case of
ECDIS use, attention should be placed for the dead reckoning to be estimated separately and relevant
positioning to be entered manually, without disengaging any GPS from ECDIS input.
ECDIS Failure
In the event of an ECDIS failure (incl. a sensor input failure affecting safe navigation), reference to ECDIS
Emergency Response Plan and ECDIS/DGPS SIGNAL FAILURE ACTION CHECKLIST, both shall be
followed
Integration of Ice Data into ECDIS
In ice-infested waters, safe and efficient marine navigation require comprehensive and timely information on
the sea ice conditions. Review NP231 and NP232 for detailed instructions.
Prior to entering an ice-infested area, integration of ice data into ECDIS should be documented by using the
form “Navigation in ice checklist”.
ECDIS PASSAGE PLANNING
Route Planning Principles
The principles and fundamentals of planning remain unchanged, i.e.:

 Appraisal
 Planning (includes Route Creation and Route Checking)
 Execution
 Monitoring.
Refer to ECDIS Passage Planning and Watchkeeping lasted edition and Chapter 6 of ICS Bridge Procedures
Guide
Ship’s ECDIS Passage Plan;
As soon as new voyage destination is known Master will request Navigator Officer to develop ECDIS routes
Passage Plan, he will immediately verify that all ENCs and ADP (NPs, and books required) are available;
tracing the entire (Berth to Berth) routes and before departure, such generate Passage Plan by
NAVSTATION shall be presented to Master for his assessment, revision and approval, when approved by
Master, the NAVSTATION Passage Plan (NAVSTATION PP) shall be printed and signed by Master first and
then by all OOWs. It shall be kept next to ECDIS units during the passage, and then shall file into Bridge
Designate folder ECDIS Passage Plan. Navigation Officer should back up Passage Plan along with Log data
for archive purposes every 30 days. The Logs are to be copied to Back up Bridge computer, clearly and
sequentially labeled and kept on board until called for.
In case of both ECDIS units fails, Master and OOWs will continue following; the NavStation PASSAGE
PLAN (BERTH TO BERTH) (ECDIS MODE VESSEL). Using NAVTOR “Take me home” services, which
provide a full set of ENCs saved into Bridge Laptop or it Back Up as best convenience
In above emergency situation, where both ECDIS Units went out of services the Bridge Laptop using “the
take me home” software from NavStation shall be activated, NavStation PASSAGE PLAN (BERTH TO
BERTH) (ECDIS MODE VESSEL) will continue seamless using to reach next suitable port / place where
according circumstances and availabilities both ECDIS units will be repaired; get back on services or a full
set of BA charts will be supplied and Paper Chart Passage Plan Form SOM 01-04-01 shall be completed and
implemented along with relevant Task Risk Assessment, in such cases Flag Administration will be informed
and class attendance requested
CHARTS UPDATING
Licenses and Permits
ENC Licenses are produced by the Hydrographic Office authorized by the relevant Administration to limit
access to those charts that users are authorized to operate. The License is system specific for each ECDIS
(or ECDIS ship-fit) and the License number is also used to order additional charts for that system.
The fleet uses NAVTOR distributed charts. All available charts are licensed to be active Pay As You Sail
(PAYS) – NAVTOR; The PAYS system works on a subscription basis and the NAVTOR AVCS PAYS
Service makes all AVCS immediately available, free of charge for planning purposes. As soon as the
voyage starts, only the AVCS charts actually used for navigation are automatically calculated and charged
every three months. The system facilitates seamless chart management on the bridge and it not only eases
the navigator’s workload, but also increases safety and security at sea. The main Database is based on
AVCS charts. The license is produced once from NAVTOR and delivered to vessel through NAVSTICK,
NAVBOX, NAVTRACKER and NAVSTATION network e-services
NAVTOR; Is our ENCs provider and others innovative e-Navigation solutions, and supplier of navigational
products and services
NAVSTICK; Easy transfer of ENCs to the ECDIS

The NavStick USB device acts as the bridge between the ECDIS and an internet-enabled computer.
Updates can easily be downloaded to the NavStick with NavSync and then installed on ECDIS. No need for
weekly CD shipment, when combined with NavBox is a back up of the Admiralty data base, in case of
Navbox failure.
NAVBOX; Seamless, automatic data distribution

is programmed to automatically download navigational data. Hence the navigator doesn’t need to request
for the latest updates. By connecting the NavBox to the ECDIS, the full seamless distribution is achieved
NAVTRACKER; Track, report and manage vessels and charts

Gives the navigator and ship management full overview of chart usage, chart update history, vessel track
and service management, in addition to a 3-days free weather prediction.
NAVSTATION; All critical voyage information at the fingertips of navigators

Is the ultimate maritime route planning tool. The innovative back-of-bridge planning software puts all critical
voyage information in once place - at the fingertips of navigators. Can be considered as contingency
software for ENCs in case ECDIS failure, when connected to the AIS plug
NavTracker; gets it all organized NAVTOR AVCS PAYS Service giving the benefits of using the
complementary NavTracker laptop software to manage each vessel’s AVCS portfolio. With
NavTracker, both the navigator on board and the ship management on shore have a full overview of
chart usage, chart update history, vessel tracking and service management, in addition to a free of
charge three-days weather prediction.
Once all ECDIS have been updated, a Spot Check should be conducted of a random selection of charts to
check that Corrections, New Editions and New Charts have updated correctly on all systems. The OOWs are
responsible for ensuring that all ECDIS are updated correctly.
Temporary and Preliminary (T&P) NTM
To comply with SOLAS Chapter V, the vessel should consider all available navigational information relevant
to the passage. Appropriate scale, accurate and up-to-date charts are to be used for the intended passage,
as well as any relevant temporary Notices to Mariners.
The AIO is an additional digital dataset that is provided to ADMIRALTY Vector Chart Service (AVCS)
customers. It is designed to display temporary and preliminary information over ENCs in ECDIS and other
chart display systems to assist with passage planning.
Most countries now include temporary information in their ENCs and it is received on the vessel as a normal
ENC update or new edition. Some nations do not describe the information as ‘temporary’ or ‘preliminary’ in
the ENCs; they simply issue updates as required.
The ECDIS Route Assessment tools will automatically assess the temporary information in ENCs because it
appears as standard ENC objects and can be accessed from the ECDIS pick reports. Where the information
is encoded in the ENC, digital chart users do not need to refer to ADMIRALTY T&P NMs that have been
issued for paper charts.
AIO provides ADMIRALTY T&Ps where the ENCs do not contain temporary information, and where there is
ADMIRALTY paper chart coverage. To avoid duplication, AIO does not show ADMIRALTY paper T&Ps
where the producer nation includes temporary information in their ENCs.
Digital vessels without paper charts receive temporary information as updates and new editions of
ENCs. AIO also provides additional information.
When an inspector checks ship T&Ps. You will need to show that you have the latest ENC updates,
from NAVBOX & NAVTRACKER and its procedures extract all relevant information from them,
including any temporary information. AIO will continue to provide T&P information where it has not
been included in the ENC.
NAVTOR provide AIO service where the electronic charts are automatically update with the latest
T&P notice to mariners, and appear as a layer on top of the ENC.
ENC Preliminary Notices (EPNMs)
EP NMs ENC Preliminary (EP) NMs highlight navigationally significant differences between ENCs and
ADMIRALTY paper charts. These NMs are displayed in the same way as T&P NMs, as a polygon with a
hatched fill which indicates the area affected by the NM. Each NM is allocated a unique EP NM number and
is exclusive to AIO.
The full text of the NM can be viewed in the ECDIS Pick Report. Where additional information is needed to
explain the NM an associated picture file displays the ENC superimposed over the current paper chart
information.
NAVTEX
NAVTEX is a vital source of safety information and as such should be monitored closely by the OOW.
NAVTEX should be programmed to ONLY the stations in area in which the vessel is sailing or will be
entering shortly and the type of message which are required to be receiving.
Message types A, B and D is mandatory, but it is recommended to receive more types.
NAVTEX information should be plotted in ECDIS where relevant to the safety of navigation using the
appropriate function, or if this fails, manually. On receipt of a NAVTEX message it is recommended that
the OOW conducts the following:
 Highlight the location and coordinates that the message relates to

 Plot the coordinates as required
 Allocate a Danger attribute if necessary
 Assess the effect on the route, informing the Navigation Officer as required
 Indicate that the message has been read and the location examined
 Protect the message as required to prevent deletion.
The Navigation Officer is to ensure that, the following have been configured correctly:
 Station identifiers (relevant to current and future requirements).

 Subject identifiers (relevant to current and future requirements).
 Outdated information is deleted appropriately.
 NAVTEX data is selected for display.
 Area alerts are configured with regard to NAVTEX information.
 Master may seek assistance from the Safety department, asking a complete and updated set of
navigational warnings of the NAVTEX where is currently sailing
EGC (NAVAREA)
NAVAREA transmitted by satellite communications (for example, SAT C telex), NAVTEX receiver and radio-
broadcasted warnings are by nature more short term and urgent than T&P notices.
In areas where the NAVTEX service is not available, transmission of maritime safety information (MSI) is
carried out via the Enhanced Group Call (EGC). These messages could be e.g. Navigational warnings,
Meteorological warnings, Meteorological forecasts and Search and Rescue messages.
All INM-C navigational warnings received, relevant to the voyage, must be manually plotted in the ECDIS,
during the passage appraisal and during the voyage. In all cases the Bridge Team shall verify that warnings
shall be signed for acknowledgement with a comment “PLOTTED” or “NOT PLOTTED” on chart for the
particular passage.
A USERMAP file shall be used on ECDIS exclusively for the specific NAVAREA navigational warnings. The
file and the relevant User map file on ECDIS shall be updated every time the vessel enters and as long as
she sails within the relevant NAVAREA. In the extreme case of lost message, the Vessel should seek the
information from the website as per the relevant detailed instruction in ADP with subject “Radio Navigational
Warnings on the Internet”.
Alternatively, the Master may seek assistance from Safety dept. to receive a complete and updated set of
navigational warnings of the NAVAREA is currently sailing
Deleting Charts
ECDIS manufacturer Instruction to delete cancelled ENCs and Its Permits shall be followed by
Navigator Officer
Virus Protection
ECDIS specifically is sensitive to attacks that can cause serious cyber safety issues, ranging from a
reduction in performance to a complete system failure potentially compromising safety of navigation.
ECDIS and associated sensors are vulnerable to attacks such as:
 malware attacks via computer viruses, worms, trojan horses or ransom ware
 spoofing attacks whereby data such as GPS positions is manipulated and falsified to mask the true
position of the ship
 denial of service attacks taking the ECDIS offline and leaving the ship without means of safe
navigation
To control the risks of attacks the Master and Navigation Officers should apply:
Restriction of use of the ECDIS to trained and authorized personnel only;

✔ Restriction of access to software component of the ECDIS, including the computer operation system
(OS), by password protection;
✔ Restriction of access to the data interfaces of the ECDIS computer, such as USB connections and DVD
drives, to authorized persons only by keeping the computer in a cabinet under lock and key;
✔ Frequent backing-up crucial data, including passage plans, navigational data, and software;
✔ Assurance that new software and updates to existing software for installation on the ECDIS is approved
by the ECDIS maker and/or IT experts of the Company;
✔ Assurance that the ECDIS software and operating system is kept up-to-date;
✔ Assurance that only software and data pertinent to the ECDIS is installed and that no other files such as
music files, games, videos or pictures are installed; and
✔ Assurance of availability and frequent training of adequate emergency response plans for the event of
suspected cyber attacks and ECDIS failure.
The Master and Navigation Officers SHOULD know what to do in the event of equipment malfunction,
whether due to a cyber-attack or for other reasons, in order to ensure continuance of safety of
navigation in the event of ECDIS or sensor or whatsoever failure, always Company Cyber Security
Manual Procedures shall be followed
Software Updates
The Navigation Officer is to ensure that any software updates, including updates to the S- 52
Presentation Library, provided by the manufacturer are installed, tested on all ECDIS and recorded.
Guidance when needed will be provided via the Office from the equipment manufacturers
Operating Anomalies
An ECDIS anomaly is an unexpected or unintended behavior of an ECDIS unit which may affect the use
of the equipment or navigational decisions made by the user.
Examples include, but are not limited to:
Failure to display a navigational feature correctly, such as:
 navigation areas recently recognized by IMO such as PSSA and ASL

 navigational lights with complex characteristics; and
 underwater features and isolated dangers;
 failure to detect objects by "route checking" in voyage planning mode;
 failure to alarm correctly; and
 failure to manage a number of alarms correctly.
Any ship, using ECDIS as Class certified means of navigation, should carry out 6-monthly a data
presentation and performance check. A re- run is also required after a software update (not including
ENC updates), system upgrade or change of equipment.
For example: if the ECDIS manufacturer has included new functions in the system via an update to the
software, the presentation check can be used to check the system.
The check can identify anomalies such as:

 the display of navigation areas recently recognised by IMO such as ESSA (Environmentally
Sensitive Sea Area), PSSA (Particularly Sensitive Sea Area) and ASL (Archipelagic Sea Lane)
 the display of lights with complex characteristics
 the display of underwater features and isolated dangers
 detection of objects by “route checking” in voyage planning mode
Upon completion of the check, the results should be recorded into the Deck Logbook. Any discrepancy will be
forwarded to the Safety department, for any corrective actions if required.
Experience shows that ECDIS tests in many cases do not behave entirely as we expected. These
results may be categorized as:
 In case of all systems being affected, this might indicate possible issue with standards (misinterpretation
of standards).
 In case of just one system being affected, this might indicate potential implementation error
(implementation issues).
 In some cases multiple systems being affected, this might indicate a combination of factors.
 Systems being incorrectly displayed or failure to activate an alarm (insufficient clarity of alarm
requirements causes inconsistency between display and alarm behaviors).
The results will be collated and used to inform the IMO, national Hydrographic Offices and others, so that
they can take any corrective action that may be necessary.
From its end, the Company should be in contact with the ECDIS manufacturer to rule out any anomalies on
their installed system(s). Moreover, feedback on any other type of identified anomalies on board on the
system (hardware, software and electronic charts) should be also immediately reported to the Company, in
order further publicity action to be conducted.
Paper Charts
As the vessels are using ECDIS as primary mean of navigation with back up ECDIS, and NAVTOR “Take me
home”, services using full set of ENCs; the use of paper charts onboard is limited to an emergency case,
applicable when after arrived at a port where ECDIS can’t repaired and ship must resume her voyage to a
suitable port / place, in such case a full set of duly updated paper charts shall be supplied accordingly and paper
charts Passage plan implemented
The Admiralty Security Charts (Q charts) are used for security guidance only. Not for navigation
Updating of these charts is performed via information supplied by ENCs providers; NAVTOR via
NAVSTATION.
When local paper charts are used because of unavailability of suitable ENC charts or when such
charts have not been re-issued with new information, these cannot be updated and should be
cancelled and removed from the bridge immediately after use
ECDIS MAINTENANCE
ECDIS is the first safety-related bridge navigation system to be largely dependent on complex software for its
correct operation. This aspect of the equipment is very significant when considering maintenance
procedures. ECDIS must not be treated as a 'fit and forget' piece of equipment. Defined as Critical
Equipment
Planned Maintenance
Once the system is installed, the details of the ECDIS installation - such as wiring diagrams and integration
plans - should be retained on board, with copies, as far as it is convenient, in Office.
It is important to remember that ECDIS comprises three elements: hardware, software and data. ECDIS
operators must ensure that their software always conforms to the latest IHO standards and that an officially
recognized distributor/service provider delivers regular service updates on software and official ENC data.
ECDIS is used for navigation and should be considered Critical Equipment and its maintenance should
comply with Company’s procedural requirements regarding planned and unplanned maintenance, handling
of shut-downs and defect reporting. A minimum number of spares is carried onboard as described below
Software-related Issues
Operating system issues
The equipment manufacturer will advise of any updates to the underlying operating system that may affect
the operation of their ECDIS e.g. a software patch affecting operating system functions like memory
management
Software application issues
A further potential source of error within the ECDIS application is the 'software bug', that is an error in the
application coding that either causes the ECDIS to display the ENC incompletely or incorrectly, or which
produces inaccurate calculations.
If any similar error is observed, this should be immediately reported so that we can contact the ECDIS
manufacturer and ensure prompt remedial action.
ECDIS and ENC interaction issues
The IHO standards for production of ENCs are complex and leave some room for interpretation both by ENC
producers and equipment manufacturers.
Follow the recommended updating instructions and the below:
 the Watchkeeping Officers must be familiar with backup procedures and must not initiate loading ENCs
and updates anytime where system issues could disrupt navigational duties
 Any problems that the NAVTOR becomes aware of will be announced to Company and the company
will relay it to the fleet
 If the Watchkeeping Deck Officers encounter a serious problem they should immediately contact the
Safety department and in turn they will contact with their ENC service provider so that appropriate
investigations are undertaken and others that could be affected can be notified
 The Company will periodically ensure that the system installed meets current operational needs and
that it, and the sensors attached, are continuing to perform satisfactorily either via the Masters’ audit or
Navigational Audits performed by Superintendents or external companies
Any issues related to the sensors interfaced to ECDIS will normally be identified during voyage
monitoring. However, it is recommended that periodically their correct operation is confirmed.
For example: where a new GNSS aerial has been fitted, the offset from the Common Consistent Reference
Point (CCRP) should be confirmed and if necessary, corrected.
 The Company ensures that all makes and models of ECDIS used on vessels operated are currently
supported by the manufacturer
 Where systems are no longer supported, the Company will replace them as needed following the
manufacturers’ guidance.
The existing procedures cover at least the following:
 Periodic review of ECDIS to ensure the system continues to operate correctly

 Ensuring that ENCs are displayed fully and correctly by use of the IHO check data set
 Any known OEM software issues are identified and understood through direct contact with the OEM
 Notification of any discovered errors / ECDIS issues either to the OEM or IHO (as
appropriate)
 Periodic purging of system to remove cancelled ENCs and permits as necessary.
Planned Maintenance Topics
Daily during the routine checks of bridge electronic and navigational equipment, proper function of the ECDIS
should be ensured and documented by using Checklist for daily tests and checks.
Moreover, the ECDIS planned maintenance includes the following periodic checks of importance:
 Software edition (weekly checking for available updates, as regular upgrading of software is compulsory
as per SOLAS)
 UPS / batteries performance and switchover mechanism from primary to secondary power supply
(weekly) It is recommended that batteries be replaced once every 3 years
 Clean (brush wipe) processor unit (weekly)
 Conformance of alignment with inputs and sensors (weekly)
 Availability of critical spares (monthly).
 Ventilation fan operation (monthly)
 Check cabling connections (6-monthly)
 Clean trackball (6-monthly)
 Clean filter of processor unit (annually)
 Hard disk performance
 Consider fans’, boards’ and LCDs’ replacement as recommended by makers.
 Alarm Buzzer
Recommendation for Minimum Spares
In all cases makers strongly recommends, crew electrician not to open and try to fix an ECDIS failure; a
Service Engineer duly approved by makers shall be appointed. Therefore as company policy we decided not
to place a Minimum stock of spares on board, when failure occurred; whatever is needed in accordance to the
makers’ recommendation will be collected and carry by on attendance Service Engineer or previously
arranged and supplied by our Technical Dept.
ECDIS RECORD KEEPING & REFERENCES
ECDIS Data Recording
ECDIS automatically records voyage data during use, the settings for which should be configured as required
to provide as comprehensive a picture as possible of the past track of the ship. Navigational data should
never be played back on the bridge ECDIS while under way. The Navigation Officer should back up Log data
for archive purposes every 30 days. The Logs are to be copied to Back up Bridge computer, clearly and
sequentially labeled and kept on board until called for.
In the event of a navigational incident, the relevant Playback files should be immediately backed up. This is to
assist in any subsequent investigation or enquiry and to enable the investigating team to observe how each
terminal was configured, and therefore what each user was seeing at the time.
Backup Procedure
The Navigation Officer is responsible for backing up Routes, Passage Plan, Additional Information, Manual
Corrections, Logbook and other relevant ECDIS data so as to de-clutter the hard drive of the ECDIS and also
to serve as a readily available record in the event of ECDIS failure, loss of data or inadvertent deletion of
data. The Data can be saved into the Back up bridge computer, clearly and sequentially labeled.
Records
The introduction of ECDIS, its carriage and training requirements has brought with it requirements to
provide evidence of compliance, particularly for Port State Control inspections. It is likely that the
following documentation will be required to be retained on board for inspection:
 Type approved documentation stating ECDIS complies with IMO performance standards
 Type approved documentation stating ECDIS backup complies with IMO performance standards
 Generic ECDIS training certification, as per IMO and Flag State requirements
 Type specific training certification under the terms of the ship's relevant Flag State requirement
(method of training/approval to be determined by relevant Flag State).
 Deck Officers’ familiarization with the ECDIS equipment installed on board.
 ENC data used for the intended voyage are from the latest official editions.
 ECDIS is being updated properly and a system for updating electronic charts is in place
from an official electronic chart supplier.
 On board safety management system includes ECDIS training and familiarization

requirements and ECDIS maintenance procedures.
 The Navigation Officer is responsible to keep up to date:
 Chart updates
 Navigational warnings
 Record of identified anomalies and relevant issued reports
 Record of identified gaps in ENC coverage for the intended voyages
 Licenses or Permits
 Record of replacement of parts (hardware)
 Record of failures.
Above records to be kept in NP 133c and/or specific folder named ECDIS Folder in Navigation Officer's
custody
ECDIS EMERGECY PROCEDURES - Following Flow Chart shall be immediately implemented
ADMIRALTY DIGITAL PUBLICATION (ADP), ELECTRONIC NAUTICAL PUBLICATIONS (E-NPs) and

DIGITAL NAUTICAL BOOKS; IMPLEMENTATION;
As per company policies (ADP), e-NPs and Digital Nautical Books will be supply and implemented
onboard all ships. S&Q Department and Master of each vessel in coordination with providers (NAVTOR)
will arrange supplies of the agreed list as required by each ship in accordance her type and trading area /
Master requisitions
New Joiners; Master, Deck Officers whom haven’t working or previously well trained with (ADP), e-NPs
and Digital Nautical Books, during their familiarization period and before ship departing from sing on
port have to complete the company Admiralty Digital Publications (APD) and Electronic Nautical
Publication (e-NPs) Training Booklet
Forms related to these procedures, tp be completed and kept as records as required:
01. ECDIS Type Specific Training Booklet (company form)
02. ECDIS Emergency Procedures Flow Chart
03. SOM Manual UKC calculation form SOM 01-05
04. Taking Over the Watch Check List
05. ECDIS / DGPS Signal Failures Action Checklist
06. NAVSTATION - Passage Plan (Berth to Berth) (ECDIS Mode Vessel)- (Digital form produce on board
by NAVTOR – NAVSTATION)
07. Check List for Daily Test and checks
08. Paper Charts Passage Plan SOM 01-04
KEY ITEMS FOR PSC INSPECTION IN RELATION TO ECDIS

PSC inspectors are increasingly focusing on the means by which ships meet their SOLAS chart
carriage requirements and the effectiveness with which the navigational task is being conducted.
With marine casualty investigators continuing to identify ineffective ECDIS operation and substandard
levels of training as a key link in the chain of causation leading to marine incidents, an increased focus
on ECDIS has been observed during routine inspections completed by Port State Control Officers. The
following list highlights key inspection areas which are the subject of particular focus:
 Documentation indicating that the ship’s navigation system complies with IMO Performance
Standards for ECDIS. Appropriate declaration in the ship’s “Record of Equipment” form
ECDIS type approval certificate, confirming that the ship’s ECDIS complies with the relevant
IMO performance standards and the IEC (International Electro Technical Commission) test
standards.
 Listing of ECDIS as critical equipment in the ship’s Safety Management System.
 The ship is equipped with the latest updates and new editions of ENCs, updated and corrected to
the latest available updates and notices to mariners. Maintenance of the ECDIS software to the
latest applicable IHO standards.
 Demonstration by the Master and the navigating Officers of the ability to display the edition
number of the IHO Presentation Library and that the ECDIS Chart 1 which includes a legend of
symbols used in ENC’s, is installed on all type approved ECDIS systems onboard.
 The ship is equipped with additional nautical publications, as defined by the national carriage
requirements.
 There is agreement between sensor data and its display on the ECDIS system.
 The ship is equipped with an appropriate updated collection of paper charts, if applicable.
 Evidence of periodic tests and checks of the ECDIS equipment that need to be carried out in
accordance with the ship’s Safety Management System and manufacturer’s requirements.
 Demonstration of operational competency by the vessel’s navigating Officers (e.g. safety
checking of a voyage plan).
 Recording the status of all ENCs loaded on each ECDIS will also assist in satisfying Port State
and other inspections.
 Documented procedures and instructions for the use of ECDIS are included in the SMS and that
they are understood by all Officers responsible for navigation.
 Adequate independent back-up arrangements (as detailed on the Record of Equipment),
ensuring safe navigation for the remainder of the voyage in the event of an ECDIS failure.
 Approved ECDIS generic and familiarization training has been undertaken by the master
and Officers in charge of a navigational watch.
 Conformance and alignment with input from sensors (e.g. heading, speed and rate of turn) and
presentation of such information on the ECDIS display.
 ECDIS settings are appropriate to the ship’s dimensions and area of operations (e.g. cross
track error, antigrounding cone, safety depth and contour).
Based on its knowledge of ECDIS related accidents, PSC will look for evidence that the equipment is being
used according to IMO requirements.
2.7 PILOT ARRANGEMENTS  ensuring proposed pilot passage is discussed

with the Pilot and critical arrangements are
Pre arrival exchange of information should take place agreed by the Master, including:
with the Pilot before boarding, particularly when
Master has limited local knowledge of pilotage - radio communications and reporting
waters. An information exchange initiated by the requirements,
vessel approximately 24 hours before the Pilot's ETA - Bridge Watch and crew standby
will allow sufficient time for more detailed planning to arrangements,
take place both on the ship and ashore. The - anticipated UKC (given by NavStation
exchange will also allow communications between Passage Plan), safe speed, manoeuvring
the vessel and the Pilot Station to be firmly characteristics, times of transiting critical
established before embarkation. Ship to Shore points, the latest navigation and weather
Master/Pilot Exchange and Shore to Ship information and squat to be expected and
Pilot/Master Exchange forms should be used for this the effect it may have on the passage,
purpose. See example forms at the end of this - use of tugs,
Chapter. - berthing/anchoring arrangements,
- expected traffic during transit,
Masters are obliged to be familiar with boarding - pilot change-over arrangements, if any,
requirements of the International Maritime Pilots' - fender requirements,
Association which are clearly detailed in the ICS
Bridge Procedures Guide and current SOLAS  ensuring the Pilot is given a completed Pilot
Regulations. Card and attention is drawn to the poster
showing details of vessel’s particulars,
A list of Pilot Services is shown in Port Information
Books, Pilot Books and Radio Signals. It is important that not only vessel’s draft but
also any permanent characteristics that could
Regulations for pilot boarding vary from one Port to affect the manoeuvrability of the vessel are
another. The Master and Officers must familiarise also recorded on the Pilot Card. For example,
themselves with the various methods and a vessel may have a tendency to steer to port
requirements and ensure proper arrangements are at full speed and starboard at slow.
made. Special attention must be paid to the following:
 ensuring the Bridge team (at least two persons
not including the Pilot) are aware of their
 timely preparation of boarding equipment in
pilotage responsibilities and the language to
accordance with Port/Pilot requirements,
be used on the Bridge between the vessel, the
Pilot and the shore,
 timely contact with Pilots to relay relevant
information and agree on embarkation/  careful monitoring of the progress of the
disembarkation positions, vessel,
 advising the Engine Room of stand-by times,  ensuring Pilot’s instructions are clear and
followed correctly,
 nominating a Deck Officer to escort the Pilot to
and from the embarkation position and the Bridge,  ensuring the Engine Room and crew are being
regularly briefed on the progress of the vessel
 informing the Pilot of the location of lifesaving during pilotage,
appliances for his use,
 ensuring the correct lights, flags and shapes
 informing the Pilot of the vessel’s heading, speed, are being displayed,
engine setting and draft immediately upon his
 ensuring RADAR is in operation and suitably
arrival on the Bridge,
calibrated and that the scale is not changed
without first informing the Pilot.
Pilot Cards are used to record and relay critical
information to the Pilot and Company Standing
Orders for Pilotage are posted on the Bridge to
ensure above procedures are followed. (see
Section 4 for a sample copies)
MASTER – PILOT RELATIONSHIP MONITORING PILOTAGE
The Master retains full authority, control and The safe progress of the vessel along the
responsibility for the vessel even when a Pilot is planned tracks should be closely monitored at all
aboard. times. This should include regular position fixing
particularly after each course alteration and
The Master must evaluate the Pilot’s advice and if he monitoring underkeel clearance. (See
is any doubt as to the competence of the Pilot he NavStation Passage Planning)
must take all necessary measures to maintain the
safety of the vessel, including a replacement Pilot if Checks must also be carried out to ensure the
necessary. Pilot’s orders are being followed correctly. This
should include monitoring both the rudder angle
If the OOW is in any doubt about the intentions or and rpm indicators when helm and engine orders
actions of a Pilot he must inform the Master and are given.
follow his instructions accordingly.
If the Master leaves the Bridge the OOW should
always seek clarification from the Pilot when in
NAVIGATION WITH PILOT ON BOARD any doubt as to the Pilot’s actions or intentions. If
a satisfactory explanation is not given the OOW
Once a Pilot has embarked and arrived on the Bridge should notify the Master immediately and take
he will join the Bridge Team. The Pilot has a whatever action is necessary before the Master
specialized knowledge of navigation in local waters. arrives on the Bridge. Whenever there is any
Depending on local pilotage laws the Master may disagreement with decisions of the Pilot, the
delegate the conduct of the ship to the Pilot who cause of concern should always be made clear to
directs the navigation of the ship in close co- the Pilot and an explanation sought.
operation with the Master and/or the OOW. It is
important that the responsibilities of the Pilot and the
Master are agreed and clearly understood.
The presence of a Pilot does not relieve the Master or

OOW of their duties and obligations for the safety of
the vessel. Both must be prepared to exercise their
right not to proceed to a point where the vessel would
not be able to manoeuvre, or would be in any danger.
PART 3 PORT PRE-ARRIVAL &

PRE-DEPARTURE PROCEDURES
PRE-ARRIVAL CHECKS PRE-DEPARTURE CHECKS
The Master of a vessel, prior to entering any harbour It is a legal requirement that before any vessel
limits, must notify the Harbour Master of all relevant proceeds to sea it must be in a seaworthy
information regarding the vessel and nature of cargo. condition and capable of reaching its intended
destination.
When required the Agent must provide a state/local

Port Entry Checklist that must be completed and Pre-Departure Checklists - Deck and Pre-
passed to Port Authorities. A copy of this checklist Departure Checklists - E/R have been specially
must be kept aboard the vessel. designed to ensure all necessary actions are
carefully planned and carried out prior to
departure from a port of call.
The Company have established Pre-Arrival
Checklists - Deck and Pre-Arrival Checklists - E/R
specially designed to ensure all necessary actions To comply with seaworthiness conditions certain
are carefully planned and carried out prior to arrival in criteria must be met and a government official in
each port of call. It is important to remember that it is any Port can withhold permission to depart if in
a SOLAS requirement for an entry to be made in the his/her opinion the vessel is deficient in any way.
Deck Logbook stating all checks/tests were carried In such circumstances the Master must
out before arrival/departure. immediately contact the office to receive
instructions.
In addition to following instructions on the above

checklist the Bridge Officer on Watch must also refer A full crew, as required by the safe manning
to the Master's Standing Orders and his Bridge Order certificate, must be on board prior to
Book for any special instructions. departure or the vessel will be considered un-
seaworthy. For this reason the Master must
never sign off Officers or ratings until he has
checked diplomas/certificates of person(s)
signing on and is satisfied they are genuine
and valid.
If a crewmember fails to return to the vessel

the matter must be reported to shore
authorities and appropriate action will be
taken.

SECTION 3 Records generated by Bridge Management Procedures
RECORD Location Retention Period Disposition
Watch Hours Posted on Bridge and in Messrooms Up to Date Destroy
Details of vessel’s particulars Posted on the Bridge Permanently ______
Master’s instructions Bridge Order Book Until book is completed and Destroy
new one has been in use for
at least 3 months
Evidence OOW has read and

understood:
Company Standing Orders Familiarization Checklist See HRM Manual -----
Master’s Standing Orders Signature on Master’s Standing Orders posted Up to date Destroy
on the Bridge
Evidence OOW followed Entry in Deck Logbook Until Deck Logbook is To Operations
Company Standing Orders for (at the end of each watch) completed and then to Dept Archives
during watch and at the time of vessel's archives for 3 years
take over of a watch
Evidence relieving OOW read Signature in Master’s Night Order Book Until book is completed and Destroy
and understood Master’s night (each watch change over) a new one has been in use
orders before taking over the for at least 3 months
watch
Evidence of Master taking Until Deck Logbook is To Operations

over and releasing command Entry in Deck Logbook completed and then to Dept Archives
of the Bridge vessel's archives for 3 years
Record of alteration of speed Entry in Deck Logbook as above as above

that conflicts with Company
instructions
Record of unscheduled and Entry in Deck Logbook as above as above

scheduled stops at sea
Details of any problems with Entry in Deck Logbook as above as above

navigation equipment during a
watch
Record of Fire Patrols Entry in Deck Logbook as above as above
Compass Deviations Compass Deviation/Error Book Until book completed and Destroy
new one has been in use for
at least 1 year
Record of use and any Radar Logbook Until book completed and Destroy
problems with Radar new one has been in use for
at least 1 year
Record of maneuvering Bridge Bell Book as above Destroy
Pilot Cards Pilot Card File 1 year Destroy
Evidence of Pre-Arrival & Pre- Pre- Arrival / Pre-Departure Checklist File At least 1 year Destroy
Departure Checks
Passage Plans (including UKC Passage Plan File At least 1 year Destroy
calculation form)
Section 3 Revision No: 0 Revision Date: 0 Page 1 of 1

Capital-Executive Ship Management Corp. SOM 01-01-02
COMPANY STANDING ORDERS FOR BRIDGE WATCH OFFICERS - AT SEA
These are standard procedures laid down by the Under no circumstance is the OOW to leave the Bridge
Company for Bridge Watch Officers. They must always unattended. If there is a separate Chart Room he must
be followed together with any additional requirements only visit this for short periods of time and only when
in the Master’s Standing Orders and/or Bridge he is sure it is safe to do so.
Order Book.
The OOW must immediately call the Master when he is
The OOW must comply with International/National in any doubt as to what action needs to be taken in the
Rules & Regulations and be familiar with the interest of safety and if the following situations arise:
capabilities, limitations and correct use of all safety and
navigation equipment aboard the vessel. He must also  restricted visibility is encountered or expected,
be aware of the vessel’s handling characteristics,
including stopping distances and turning as this may  traffic conditions or the movements of other ships
vary from vessel to vessel. are causing concern,
The OOW is in charge of the vessel’s well being, even  difficulty is experienced in maintaining course,
when the Master is on the Bridge, unless the Master
has specifically advised him that he is taking over.  failure to sight land, a navigation mark or to obtain
soundings by the expected time,
Before taking charge of a Bridge Watch the relieving
OOW must follow instructions on page 3 of these  land or a navigation mark is sighted or an
Standing Orders. unexpected change in soundings occurs,
The OOW must never be given or undertake any  breakdown of engines, steering gear or any
additional duties that could interfere with the safe essential navigation equipment, alarm or indicator,
navigation of the vessel.
 radio equipment malfunctions,
All non-essential activities on the Bridge must be
avoided and the OOW must never be distracted from
 heavy weather if there is a possibility of weather
concentrating on his duties by any form of disturbance,
damage,
i.e., playing of music, use of IT etc..
 the vessel meets any hazard to navigation such as
In heavy weather, restricted visibility, or ice, the OOW
ice or derelicts,
must follow instructions in the COMPANY STANDING
ORDERS FOR ABNORMAL WEATHER
CONDITIONS.  in any other emergency situation.
At the end of each watch the OOW being relieved and

the OOW taking over must both sign an entry in the Despite the requirement to immediately notify the
Deck Logbook stating Company Standing Orders were Master, the OOW must not hesitate to take immediate
followed. action for the safety of the ship and where applicable,
to follow procedures for emergency situation detailed
The OOW must remember to station a person to steer in the EMERGENCY RESPONSE MANUAL (ERM).
the vessel and to put the steering into manual control
in good time to allow any potential hazardous situation
to be dealt with in a safe manner. When a vessel is
under automatic steering it is very dangerous if the
OOW is without assistance and has to break look-out
continuity in order to take emergency action.
The OOW must not hesitate to make use of the helm

engines to reduce speed (If possible E/R must be
quickly notified) and/or to change course. Signalling
apparatus must be used in accordance with
International Regulations for Prevention of Collisions at
Sea.
Page 1 of 4

During his watch the OOW must:  monitor water around and behind the vessel for
visible sheens, dust, chemicals, abnormal
 regularly check course is correct (manual and discoloration or foaming and other indicators of
auto), pollutants originating from the vessel, pay extra
attention if any deck runoff or discharge from
 check position using two fixing methods, GPS and bilges thru 15ppm, cargo slops thru ODME
celestial observations. If celestial not possible use equipment is taking place,
GPS and dead reckoning techniques. Records of
celestial calculations to be maintained for possible  follow all security instructions detailed in Master's
inspection by 3rd party at next port of call. Standing Orders and/or Bridge Order Book,
especially when vessel is in high risk areas.
 using celestial observations determine compass
error once per watch or after any major alteration  ensure the A/B going off watch carries out a Fire
of course, enter in the Compass Error Logbook, Patrol between 1800 and 0800 hours, in
accordance with instructions that are posted on the
 compare standard and gyro compasses and check Bridge and make an entry in the Deck Logbook.
gyro repeaters synchronise with master compass,
at least once per watch, When the vessel is sailing in COASTAL,
CONGESTED, RESTRICTED WATERS and
 ensure correct navigation lights, shapes and sound TRAFFIC SEPARATION SCHEMES the below
signals are used when necessary, mentioned procedures must be followed:
 monitor all incoming navigational warnings,  the largest scale Chart suitable for the area,
NAVTEX and INM-C and sign each warning as corrected up to date, must be used,
well as making a note of the number of chart the
warning affects, charts relevant to current voyage  the OOW must positively identify all relevant
to be marked navigation marks,
 ensure important navigational activities are  two radars to be in operation,

recorded in the Deck Logbook, i.e., course,
speed, stops at sea etc.,  steering must always be manual and critical
equipment must be regularly checked, i.e.,
 check availability of course recorder paper,
- Gyro/Magnetic Compass errors
 ensure entries of use of radar are noted in the - Radar performance
Radar Logbook, - Echo sounder
- AIS performance
Effectiveness of the radar(s) as measured by
performance monitor(s), should be recorded by the  full engine and steering manoeuvrability must be
OOW at the end of each watch when radar(s) are in available, two steering motors and two diesel
use. Entries to be made in both Radar and Deck generators must be in operation,
Logbook. A numeric, percentage, graphical or other
measurement value should be recorded.  local/coastal warning broadcasts must be
monitored,
 ensure close point of approach (CPA) is
maintained to a minimum distance of 2 miles when  participation in area reporting systems must be
passing vessels in open sea, followed if recommended (including VTS),
 ensure positions marked on charts are retained till  vessel’s position must be fixed at intervals stated
end of voyage, in "Important Reminders" of the Passage Plan,
 if applicable ensure pre-arrival procedures are
followed (Chapter 4) and all manoeuvring is  OOW must be ready to use the engines and call a
recorded in Bridge Bell Book, look-out to the Bridge if necessary,
 monitor people working on deck and post

appropriate warning notices on equipment controls Reminder: During a sea passage in coastal waters, a
if work is being carried out in vicinity of radar distance of at least three miles must be maintained
antennae, radio aerials and sound signalling whenever possible.
apparatus,
Page 2 of 4
BRIDGE WATCH TAKE-OVER

CHANGE OF WATCH MUST NOT OCCUR DURING COLLISION AVOIDANCE OR COURSE ALTERATION
OOW IN CHARGE OF BRIDGE

Before handing over the watch the officer in charge of the Bridge must be satisfied the relieving OOW is fit for
duty and has adjusted to light conditions. The Master must be called if there are any doubts as to fitness for duty
RELIEVING OOW
Before taking over your watch make sure your answers to the Are you aware of the following:
following questions are positive:
 special instructions in the Bridge Order Book and
 Have you yourself and all other members of your team have you signed these?
adjusted to light conditions and are you all fit for duty?
 Have you verified that no manoeuvring or action to avoid a  present course, speed and draft?
hazard is taking place?
 Have all events related to the previous watch been correctly  steering mode (manual or auto)?
recorded in the respective Logbooks?
 Are you fully aware of procedures for using main engines to  prevailing and predicted tides, currents, weather,
manoeuvre when main engines are on Bridge control and do visibility and effect of these on course and speed?
you know the status of watch keeping in the Engine Room?
 Have you checked status of Fire Alarm Monitor Main Panel  navigational warnings, NAVTEX and INM-C since
and Fire Sensors? your last watch and have your signed these as
 Have you checked status of watertight doors on Bridge evidence of your review?
Monitor Panel (if applicable)?
 Is navigation and safety equipment presently being used or  errors of gyro and magnetic compasses?
likely to be used during your watch in good operational
condition?  presence and movement of other ships in sight or
 For ECDIS ensure: known to be in the vicinity?
- correct display setting is shown  conditions and hazards likely to be encountered

- correct Route is loaded in Route Monitoring during your watch?
- Secondary Route is loaded in Route Editor (if
required)  possible effects of heel, trim, water density and
- If in True Motion, check Look Ahead is configured squat on under keel clearance?
correctly
- verify Safety Depth and Safety Contour settings are  any deck work in progress?
configured correctly
- Anti-Grounding Cone is set for prevailing conditions  manning status of machinery spaces
- XTD is applied and displayed correctly
- Vectors are configured correctly
- chart in use is on the best scale
- chart is the most recently corrected ENC available for
installed charts
- you interrogate the quality of data and review all Chart Notes
- you fix ship’s position on ECDIS and proved ECDIS correct
- you sight ECDIS check-off cards
Repeat the above steps at the Secondary ECDIS Terminal
1200 Noon Watch Take-Over REMINDERS:

The 0800-1200 and 1200-1600 OOWs must jointly carry out daily inspection/maintenance of Bridge Equipment
as per detailed instructions on Page 4 and 5 of these Company Standing Orders.
Fire Patrols
At the end of each watch between the hours of 1800 and 0800 hrs, the A/B going off watch must carry out a
FIRE PATROL in accordance with Company instructions that are posted on the Bridge.
Entries must be made in Deck Logbook stating Company Standing Orders for Bridge Watch Take-Over followed.
Page 3 of 4
DAILY INSPECTION/MAINTENANCE OF BRIDGE EQUIPMENT - 1200 Noon
MAGNETIC COMPASS AUTO PILOT
 Check compass is following course alterations correctly • Check if operating correctly, including alarm if fitted
 Check cleanliness of sighting glass, reflector and mirror • Make sure "change over" instructions are in place
 Check illumination system
STEERING GEAR
GYRO COMPASS
 Change over steering gear motor
 Check master compass reading correctly to course alterations
 Check gyrosphere drive current NAVIGATION LIGHTS
 Check ship's speed Latitude value
 Check illumination system  Check navigation lights are working properly (including
Emergency Lights)
GYRO REPEATERS  Check indicator lamps are working
 Check alarm panel is functioning properly
 Check repeaters are lined up and following the master compass
 Check illumination system FIRE DETECTION ALARMS / WATER INGRESS ALARMS (IF
 Check cleanliness of sighting glass APPROPRIATE)
OFF COURSE ALARMS - Test  Check lights of alarm panels and test alarms
ECDIS INERT GAS REPEATER
 Obvious failure condition.  Check pressure readings with CCR

 Back Up System  Test alarm and check lights
 Power Supply
 Display performance ALDIS/MORSE SIGNAL LAMPS
 Audible Alerts
 Check condition and ensure working properly
 Navigational Sensors
 Check Aldis battery is fully charged
 ENC
 Time Reference and Voyage Log
RADIO EQUIPMENT
 Condition of the Equipment.
 As per Manufacturer's instructions and procedures in GMDSS
RADAR - ARPA
Logbook
 Check VRM, BRILLIANCE, RAIN/SEA ANTICLUTTERS, GAIN, SHIP'S WHISTLE
FIXED RINGS & DIMMER are functioning properly
 Check cleanliness of the screen and make sure Radar scanner  Check whistle functioning properly and condition of wire (if
is moving freely without abnormal noise or obstruction applicable)
 Check the ARPA is operating correctly
ENGINE TELEGRAPH
AUTOMATED IDENTIFICATION SYSTEM (AIS)
 Check lighting and correct operation of telegraph
 Check date and compare position with GPS
 Check cleanliness of screen
 Check correct operation if possible M/E RPM & RUDDER ANGLE INDICATORS
RADAR TRANSPONDERS & RADIO EQUIPMENT  Verify indicators are working properly and check illumination
system
 Reminder - to be inspected as per Maker's instructions and
those in GMDSS Logbook BRIDGE TELEPHONE / BRIDGE CONSOLE
ECHO SOUNDER (SHALLOW WATERS)  Check bridge telephone is operating properly

 Check Bridge Console lighting and alarms
 Check Echo Sounder is working properly
 Check depth measurement is comparable to that shown on
Charts CLOCKS/Synchro Motor/Micro Switch/Relay Pilot Lamp
 Check spare rollers are available
 Check all are functioning correctly
COURSE RECORDER
SEXTANTS & CHRONOMETERS
 Check indicated course is on line with Gyro
 Check time is synchronised with GMT  Check condition of sextant
 Check condition of stylus  Check if chronometer is functioning and daily deviation is stable
 Check availability of spare rollers (make entry in Chronometer Logbook)
 Check condition of stop watch
GPS
 Check accuracy of measurements using another method of NAVTEX - As per Maker's manual
position fixing
Page 4 of 4
COMPANY STANDING ORDERS FOR ABNORMAL WEATHER CONDITIONS
HEAVY WEATHER RESTRICTED VISIBILITY

(8 Beaufort and over) (3 miles or less)
When receiving weather reports of BF9/10, alternative routing must
be assessed and consideration given to waiting in a sheltered area
for storm to pass
Prior to expected heavy weather ensure following: • Call Master to the Bridge
• Master and Chief Engineer have been informed • Inform Engine Room
• Crew have been warned to avoid upper, open deck areas
• Master has considered position of vessel relative to wind and • Ensure the following equipment is fully operational:
structure, bearing in mind it's preferable to have the bow or stern
into the wind and sea - Radar, ARPA or other plotting facilities
• Anchor stoppers are in place and chain hawsers have been - AIS,
cemented to stop water ingress in chain lockers - Manual steering
• Ventilators and outlets to air pipes, especially those to fuel and - VHF
diesel oil tanks have been closed and protected if they are not - Whistle and fog signalling apparatus
fitted with self closing devices - Navigation lights
• All moveable objects have been secured below and above decks, - Echo sounder (if in shallow waters)
particularly in Engine Room, Galley and storerooms
• Accommodation has been secured and all watertight doors, ports • Post look-out(s)
and deadlights have been closed
• Weather deck openings have been secured • Ensure vessel is ready to reduce speed, stop or turn away from
• Safety lines/hand ropes have been rigged where necessary any danger
• Applicable elements of "Heavy Weather Damage" checklist in
ERM Manual, Chp 2, Section 2, Para 2.25 to be reviewed • Close watertight doors and portholes
When meeting heavy weather and for duration: • Proceed in accordance with COLREGS
• Adjust speed and course as necessary (remember to reduce • At end of watch make an entry in Deck Logbook that these
speed early and avoid steaming with full speed into a head sea) procedures were followed.
• Engine Room and crew to be informed of prevailing conditions
• A regular watch of deck area to be kept day and night (use of
Aldis Lamp and Binoculars may be necessary)
• Persons to be sent on deck for emergency reasons only and with
permission of the Master. In such cases they must be properly ICE AND/OR EXTREME COLD
clothed and wear lifejackets and safety lifelines to prevent injury
or man overboard situations. Master must remain on the Bridge
for period persons are on deck and the vessel must be turned to
the safest course for their protection • Inform Master and Chief Engineer
• Monitor tank and bilge levels and if safe, frequently check fuel,
diesel oil tanks for presence of water
• Monitor moveable objects above deck to ensure they remain
secured PROCEDURES DETAILED IN CHAPTER 11
• Monitor weather reports. Transmit weather reports to appropriate OF THIS MANUAL TO BE FOLLOWED
authorities or, in case of tropical storms, Safety messages as per
SOLAS (see ERM Manual, Chapter 2, Section 3)
• Information from E/R, especially high exhaust temperatures is
significant and may indicate the vessel is being forced
• Make regular entries of prevailing weather conditions in Deck
Logbook and at end of watch make an entry confirming these
Standing Orders were followed
Page 1 of 1
COMPANY STANDING ORDERS FOR BRIDGE WATCH OFFICERS - AT ANCHORAGE
During a Watch at anchorage the OOW must: When a vessel is at anchorage the OOW must also:
• pay special attention to: • check at sufficiently frequent intervals whether the
vessel is remaining securely at anchor by taking
- the securing of gangways and anchor chain, bearings of fixed navigation marks or readily
- the weather and sea condition, identifiable shore objects and radar, GPS etc.,,
- observance of all regulations concerning safety when circumstances permit and plot position on
and fire protection, chart,
- the location of persons working aboard
especially those in remote or enclosed spaces, • complete Anchorage Logbook every hour, on the
- the exhibition of sounding of lights and signals, hour, from time of dropping anchor to anchor
as appropriate, aweigh, recording wind, nearest land and nearest
ship bearings and distance and shackles in the
• ensure that between 1800 and 0800 hours the A/B water,
going off watch carries out a Fire/Safety Patrol in
accordance with instructions posted on the Bridge • ensure a proper look-out is maintained,
and that an entry is made in the Deck Logbook,
• ensure inspection rounds of the vessel are made
• follow all security instructions detailed in Master's periodically,
Standing Orders and/or Bridge Order Book,
especially when vessel is in high risk areas. • observe meteorological and tidal conditions and
the sea condition,
• take necessary measures to protect the vessel,
persons aboard and cargo in bad weather or on • notify the Master and undertake all necessary
receiving a storm warning, measure if the vessel drags anchor,
• take every precaution to prevent pollution of the • ensure the state of readiness of main engines and
environment by the vessel, other machinery is in accordance with Master’s
instructions,
• in an emergency situation that threatens the safety
of the vessel, raise the alarm, inform the Master, • notify the Master if visibility deteriorates,
take all possible measures to prevent any damage
to the vessel, its cargo, persons aboard and the • ensure the vessel exhibits correct lights and
environment and if necessary, request assistance shapes and that appropriate sound signals are
from the shore authorities or neighbouring ships, made in accordance with regulations,
• be aware of the vessel’s stability conditions so that • take measures to prevent pollution and comply
in the event of a fire the shore fire fighting authority with applicable pollution regulations.
can be advised of the approximate quantity of
water that can be pumped on board without At the end of his watch the OOW must make an
endangering the vessel, entry in the Deck Logbook as evidence he followed
these Standing Orders.
• take necessary precautions to prevent accidents or
damage when propellers are to be turned,
• enter important events in Deck Logbooks.

Appropriate instructions detailed on Company
Standing Orders for Abnormal Weather
Conditions must be followed when heavy
weather, restricted visibility and ice
conditions are encountered.
Page 1 of 2
COMPANY STANDING ORDERS FOR BRIDGE WATCH OFFICERS - AT ANCHORAGE
TAKING OVER A WATCH AT ANCHORAGE
OOW IN CHARGE OF BRIDGE
Before handing over the watch the officer in charge of the Bridge must be satisfied the relieving OOW is fit for
duty and has adjusted to light conditions. The Master must be called if there are any doubts as to fitness for duty
Taking over a watch The relieving OOW must verify the following
before he takes over the Watch:
The OOW must first satisfy himself that the relieving
Officer is fit for duty and having done so, inform him of • the securing of anchor chain is adequate,
the following:
• appropriate signals or lights are being
properly exhibited or sounded,
• depth of water at anchorage, vessel’s draft, level and
time of high and low waters, arrangement of anchor and • safety measures and fire protection
scope of anchor chain, the state of main engines and regulations are being maintained,
their availability for use in an emergency,
• no external condition or circumstance is
• all work in progress and/or to be performed aboard the endangering the vessel and that the vessel is
vessel, not endangering others,
• signals or lights being exhibited or sounded, • present manning status of machinery spaces
• number of crew required to be aboard, details of those

ashore and the presence of any other person(s) on
board,
• the state of fire fighting appliances,
• any special port regulations,
• Master’s Standing Orders and any special instructions

in the Bridge Order Book which must be signed,
• lines of communication available between the ship and

shore, including port authorities, in the event of an
emergency occurring or assistance being required,
• any other important factors in relation to the safety of

the vessel, its crew, cargo and the environment and the
action to be taken in the case of a fire or any spillage,
REMINDERS:
1200 Noon Watch Take-Over
The 0800-1200 and 1200-1600 OOWs must jointly carry out daily inspection/maintenance of Bridge Equipment
as detailed in Company Standing Orders for Bridge Watch Officers - at Sea.
Entries must be made in Deck Logbook stating Company Standing Orders for Watch Take-Over were followed.
Page 2 of 2
Capital-Executive Ship Management Corp. SOM: 01-04-02
PASSAGE PLAN - BERTH TO BERTH NAVIGATION
VESSEL: In Ballast Loaded
VOYAGE FROM: TO: Voyage No.
Draft - Departure Port Draft - Arrival Port
df= dm= da= df= dm= da=
VOYAGE CHARTS & PUBLICATIONS - LIST CHARTS IN SEQUENCE FOR USE (last T&P in use)
BERTH TO SEA:
SEA PASSAGE (Including charts for transit if applicable):

CHARTS
SEA TO BERTH:
SAILING DIRECTIONS LIST OF LIGHTS TIDE TABLES RADIO SIGNALS

PUBLICATIONS
Last NTM (week):
Voyage Distance Sea Passage Duration & Speed

Berth to Berth Sea Passage Days Hours Knots
Master's signature of approval:
All corrections of charts and publications in use have been verified by undersigned Deck Officers.
Signatures as evidence of briefing with Master and understanding of Passage Plan:
Navigation Officer Chief Officer 3rd Officer Ch. Engineer (acknowledged)
Page 1 of 12
PASSAGE PLAN - BERTH TO SEA

Berth/Terminal Name: Pilot Station/Sea Position:
ETD/Date/Time: Date & Time Pilot expected aboard:
Port Control VHF Channel: Pilot Station VHF Channel:
Berth/Terminal VHF Channel: Date & Time - FULL AWAY:
Tug Boat VHF Channel: EMERGENCY ANCHORAGE
Agent’s VHF Channel: Lat:: Long:
TIDE INFORMATION
DATE/TIME HEIGHT NOTE DATE/TIME HEIGHT NOTE
VESSEL’S AIR DRAFT CLEARANCE OF LOWEST OBSTACLE TO BE MET ON PASSAGE (Bridge/Cables etc.) (m)
WAY POINTS ( BERTH TO SEA ) POSITION FIXING DURING PILOTAGE: MAXIMUM 5 MINUTES
Remarks (Danger
Position Fixing Methods
points, air draft
restrictions, unusual
currents, prevailing
W/P Date Time Fixing Distance to weather conditions,
ETA Course Navigation Mark OR Lat/Long Frequency
UKC next W/P ECAs)
No. passed passed
Primary Secondary
ENVIRONMENTAL
SENSITIVE AREAS
SHOULD BE
AVOIDED
Page 2 of 12
PASSAGE PLAN - BERTH TO SEA
When completing above 'Navigation Mark OR Lat/Long' column also note, when applicable, entering or departing traffic scheme using EVTS / DVTS code
Required Bridge manning levels for Berth to Sea to be recorded here:
Page 3 of 12
PASSAGE PLAN - SEA PASSAGE

WAY POINTS ( SEA PASSAGE )
POSITION FIXING: MAXIMUM EVERY 1 HOUR AT OPEN SEA - MAXIMUM 10 MINUTES IN COASTAL AREAS
Position Fixing Methods Remarks (Danger
points, air draft
restrictions, unusual
currents, prevailing
W/P Date Time Fixing Distance to
UKC next W/P
weather conditions,
No. passed passed
Primary Secondary ECAs)
ENVIRONMENTAL
SENSITIVE AREAS
SHOULD BE AVOIDED
Page 4 of 12
PASSAGE PLAN - SEA PASSAGE
Required Bridge manning levels for Sea Passage to be recorded here:
Page 5 of 12
PASSAGE PLAN - TRANSIT PASSAGE
Location: Pilot Station VHF Channel:
ETA/Date/Time: Pilot Embarkation Position:
Port Control VHF Channel: Pilot Disembarkation Position:
Tug Boat VHF Channel: EMERGENCY ANCHORAGE ABORT POSITION
Agent’s VHF Channel: Lat: Long: Lat: Long:
TIDE INFORMATION
ARRIVAL TRANSIT DRAFT : df= dm= da=
WAY POINTS ( TRANSIT PASSAGE ) POSITION FIXING DURING PILOTAGE: MAXIMUM 5 MINUTES
Position Fixing Methods Remarks (Danger points,
air draft restrictions,
unusual currents,
W/P Date Time Fixing Distances prevailing weather
UKC
No. passed passed Next W/P / Destination conditions, ECAs)
Primary Secondary
ENVIRONMENTAL
SENSITIVE AREAS
SHOULD BE AVOIDED
/
/
/
/
/
/
Page 6 of 12
PASSAGE PLAN - TRANSIT PASSAGE
/
/
/
/
/
/
/
/
/
/
/
/
Required Bridge manning levels for Transit Passage to be recorded here:
Page 7 of 12
PASSAGE PLAN - SEA TO BERTH

Berth/Terminal Name: Agent’s VHF Channel:
ETA/Date/Time: Pilot Station/Sea Position:
Port Control VHF Channel: Pilot Station VHF Channel:
Berth/Terminal VHF Channel: EMERGENCY ANCHORAGE ABORT POSITION
Tug Boat VHF Channel: Lat: Long: Lat: Long:
TIDE INFORMATION
WAY POINTS ( SEA TO BERTH ) POSITION FIXING DURING PILOTAGE: MAXIMUM 5 MINUTES
Position Fixing Methods Remarks (Danger points,
air draft restrictions, unusual
W/P Date Time Fixing Distance to currents, prevailing weather
UKC next W/P conditions, ECAs)
No. passed passed
Primary Secondary ENVIRONMENTAL
SENSITIVE AREAS
SHOULD BE AVOIDED
Page 8 of 12
PASSAGE PLAN - SEA TO BERTH
Required Bridge manning levels for Sea to Berth to be recorded here:
Page 9 of 12
Capital-Executive Ship Management Corp.. SOM: 01-04-02
ECDIS SETTINGS
ECDIS – safety parameters:
UKC
W/P No. Anti-
Safety calculations
(Refers to the Category of grounding
Safety Depth contour ≥ (Form SOM 01-
enumeration ZOC User Map File Name XTD cone
Safety Depth 05) applied
as per above) (L x B)
(Y/N)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
Page 10 of 12
PARALLEL INDEXING INFORMATION
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
Target
Minimum Distance
De-briefing took place on _________________ at _____________hrs
Signatures: Master Navigation Officer Chief Officer 3rd Officer
Page 11 of 12
VERY IMPORTANT REMINDERS

WHEN PREPARING A PASSAGE PLAN AND PLOTTING/MARKING CHARTS, ALWAYS ENSURE THE FOLLOWING:
• Appropriate scale charts and publications have been selected and these are latest editions, corrected up to date with latest information provided in
Notice to Mariners, i.e., chart, list of lights, sailing direction, radio signal corrections, temporary and preliminary notices, NAVAREA and warnings
received via NAVTEX and INMARSAT etc.
• The passage plan must cover the passage from berth to berth.
• If a voyage has more than one destination port separate plans must be prepared for each passage berth to berth.
• Careful consideration must be given to tide times, height and currents.
• When applicable, calculate air draft.
• Take into consideration any requirements for traffic separator schemes and ocean routing schemes if applicable.
When plotting a passage always remember to take into consideration the following:
• minimum UKC in coastal areas must be 2 meters

• vessels over 150.000 DWT - vessels with a draft of 15 meters or more.
These vessels must allow for an underkeel clearance of at least 3.5 meters at all times during the entire passage through the Straits of Malacca and
Singapore and must also take all necessary safety precautions when navigating through the traffic separation schemes, minimum UKC in confined
waters (shall mean areas other than open sea, generally closer than 20 miles to the grounding line; for the squat calculation, the contribution of confined
waters is a function of the depth, draft and the waterplane coefficient of the vessel) is 10% of the current maximum static draft not falling short of 1.0m, in
rivers, channels and fairways (shall mean those areas that are generally within the jurisdiction of a port authority, and actively managed, including
dredging) is 1.5% of the moulded breadth of the vessel but not less than 0.6m, approaching and during stays in ports and berths is 1.5% of vessel’s
extreme breadth OR 0.5m – whichever is greater.
Berth in open location such as SBMs and Sea Island Terminals may suffer from pronounced effects of waves. Consequently weather and sea conditions
may require consideration be given to increasing Gross UKC allowance to at least 15% of the static draft not falling short of 1.5m if the terminal is unable
to provide assurance that their UKC procedure, if less than 10%, is effective.
• minimum UKC during ocean passage is 10 meters
• minimum distance from land during sea passage in coastal waters to be 3 miles, whenever possible
• maximum position fixing intervals:
- at open sea - maximum every hour,
- in coastal, congested waters and traffic separation schemes - maximum every 10 minutes
- in restricted waters - maximum every 5 minutes
If compliance with minimum UKC requirements will not be possible, the Master must notify the Fleet Operator who will initiate a shore Risk Assessment and
instruct the vessel accordingly. All such notifications must be in writing and a copy of these communications must be kept together with the Passage Plan.
UKC and Air Draft calculations are to be kept together with the Passage Plan and be available for review by inspecting bodies
The following must be clearly marked on the charts:
• true course of planned route, including way point numbers and positions where it's required to transfer to next chart, giving next chart's number,
• parallel indexing, clearing lines and bearings, safe distance off and minimum UKC,
• NO GO AREAS and all other areas of danger, including fishing boats, crossing and high density traffic, possible low visibility, possible piracy and
prohibited areas for marine environment protection,
• Abort positions,
• emergency/contingency anchorages for situations that may require you to abandon the passage plan,
• positions where a change in machinery status is required, (remember engines must always be on standby when navigating narrow waters/straits etc.),
• areas where echo sounder is to be activated,
• positions where a change in steering status is required (auto/manual),
• positions where a change in Bridge manning levels is required,
• reporting position and VHF channel for port traffic control,
• position to call and VHF channel for VTS,
• necessary speed alterations en route, e.g., where there may be limitations because of navigational hazards, night passage, tidal restrictions, or
allowance for increase of draft due to squat and heel effect when turning,
• course alterations (way points), taking into consideration vessel's turning circle at the planned speed and any expected effect of tidal streams and
currents,
• method and frequency of position fixing, including first, second and third options (visual, radar and GPS - radar and GPS when visual not possible -
GPS and celestial observations when radar not possible) and an indication of areas where accuracy of position fixing is critical and where maximum
reliability must be obtained.
If the Port of destination is unknown at the time of departure or is subsequently altered a new plan must be completed and the old one must be clearly marked
as being OBSOLETE and attached to the back of the new one. The Passage Plan must cover the period from departure berth to arrival berth and not just the
sea passage.
Reference also to be made to publication "BRIDGE TEAM MANAGEMENT" that contains clear and precise instructions for passage planning
Page 12 of 12
OPEN SEA
Anticipated Under Keel Clearance Calculations
General Information Port : Lat: Long:
(Salt Water)
Vessel's Name Fwd Mtrs
Draught
Voyage No. Aft Mtrs
Loaded/Ballast Mean 0.00 Mtrs
Date Trim 0.00 Mtrs
FWA mm
BEAM Mtrs
Squat
A Vessel's Ground Speed Knts
B Current Knts
C Vessel's Speed (A+B) 0.00 0.00 0.00 0.00 Knts
D Displacement T
E Mean Draft 0.00 Mtrs
F LBP Mtrs
G Breadth 0.00 Mtrs
H Block Coefficient D/(E*F*G*1.025) #DIV/0!
Squat (H*C*C)/100 #DIV/0! #DIV/0! #DIV/0! #DIV/0! Mtrs
Controllable Draft
Maximum Draft
A (Sagging/Hogging should be taken in consinderation) Mtrs
B F.W / Brackish water 0 Mtrs
*List / Heel effect / Rolling
C 0 Mtrs
(whichever expected to be greater)
D Pitching Mtrs
E Squat #DIV/0! #DIV/0! #DIV/0! #DIV/0! Mtrs
Corrected Draft (A+B+C+D+E) #DIV/0! #DIV/0! #DIV/0! #DIV/0! Mtrs
Corrected Controlling Depth
A Port/Berth/Canal Depth Mtrs
B Tide Mtrs
C Swell Mtrs
Reduced depths over pipelines
D Mtrs
and other obstructions
Controlling Depth (A+B-C-D) 0.00 Mtrs
Anticipated Under Keel Clearance
A Controlling Depth 0 Meters
B Deep. Nav. Draft #DIV/0! #DIV/0! #DIV/0! #DIV/0! Meters
Under Keel Clearance (A-B) #DIV/0! #DIV/0! #DIV/0! #DIV/0! Meters
*List / Heel compound calculation
#DIV/0! #DIV/0! #DIV/0! #DIV/0!
Prepared By: APPROVED BY MASTER
Navigating Officer Captain

Full Name / Signature Full Name / Signature
CONFINED WATER
Anticipated Under Keel Clearance Calculations
General Information Port : Lat: Long:
Vessel's Name Fwd Mtrs
Draught
(Salt
Voyage No. Aft Mtrs
Loaded/Ballast Mean 0.00 Mtrs
Date Trim 0.00 Mtrs
3 Restricted waters / Rivers / Aproaching / Berth Stay FWA mm
BEAM Mtrs
Coastal Malacca / Singapore Berths / SPM at open location
Squat
A Vessel's Ground Speed Knts
B Current Knts
C Vessel's Speed (A+B) 0.00 0.00 0.00 0.00 Knts
D Displacement T
E Mean Draft 0.00 Mtrs
F LBP Mtrs
G Breadth 0.00 Mtrs
H Block Coefficient D/(E*F*G*1.025) #DIV/0!
Squat (H*C*C)/50 #DIV/0! #DIV/0! #DIV/0! #DIV/0! Mtrs
Controllable Draft
Maximum Draft
A (Sagging/Hogging should be taken in consinderation) Mtrs
B F.W / Brackish water 0 Mtrs
*List / Heel effect / Rolling
C 0 Mtrs
(whichever expected to be greater)
D Pitching Mtrs
E Squat #DIV/0! #DIV/0! #DIV/0! #DIV/0! Mtrs
Corrected Draft (A+B+C+D+E) #DIV/0! #DIV/0! #DIV/0! #DIV/0! Mtrs
Corrected Controlling Depth
A Port/Berth/Canal Depth Mtrs
B Tide Mtrs
C Swell Mtrs
Reduced depths over pipelines
D Mtrs
and other obstructions
Controlling Depth (A+B-C-D) 0.00 Mtrs
Anticipated Under Keel Clearance
A Controlling Depth 0 Meters
B Deep. Nav. Draft #DIV/0! #DIV/0! #DIV/0! #DIV/0! Meters
Under Keel Clearance (A-B) #DIV/0! #DIV/0! #DIV/0! #DIV/0! Meters
*List / Heel compound calculation
#DIV/0! #DIV/0! #DIV/0! #DIV/0!
Prepared By: APPROVED BY MASTER
Navigating Officer Captain

Full Name / Signature Full Name / Signature
Capital-Executive Ship Management Corp. SOM 01-06A-00
PILOT CARD
Vessel Particulars
Name Call Sign
Displacement (tonnes) Deadweight (tonnes) Year Built
Length OA (m) Breadth (m) Bulbous bow Yes No
Draft Fwd (m) Draft Aft (m) Draft Midships (m)
Sea Density : SALT □ BRACKISH □ FRESH □ Please tick appropriate box
Freeboard (m) Minimum Underkeel Clearance - based on maximum squat (m)
Air draft clearance of lowest obstacle to met on passage (m)
Port Anchor Stbd Anchor

1 shackle = 27.4 m/15 fathoms
(shackles) (shackles)
Bridge to Aft m Bridge to Fwd m
Air draft
__________m
m
Parallel W/L
Loaded m
Ballast m
Forward Visibility Blind Sector - Loaded m Ballast m
ENGINE
Type: Maximum Power: (kW) (HP)
RPM/Pitch Loaded speed SQUAT Ballast Speed SQUAT
Full ahead (kts) (kts)
Half ahead (kts) (kts)
Slow ahead (kts) (kts)
Dead slow ahead (kts) (kts)
Dead slow astern
Slow astern
Half astern
Full astern (% of Full ahead power)
Engine critical RPM Minimum RPM Maximum number of consecutive starts
Time full ahead to full astern (sec) Time limit astern (min)
Page 1 of 2
Capital-Executive Ship Management Corp. SOM 01-06A-00
PILOT CARD
STEERING
o
Rudders (number) (type) (maximum angle)
o
Time hard-over to hard-over (sec) Rudder angle for neutral effect
Propellers (number) Direction of turn: Left / Right Controllable pitch: Yes / No
Thrusters (number) Bow power (kW / HP) Stern power (kW / HP)
Steering characteristics/peculiarities:
EQUIPMENT CHECKED & READY FOR USE
Anchors Cleared away Yes / No
Whistle
Flags
X-Bank Radar ARPA Yes / No
S-Band Radar ARPA Yes / No
Speed log Water / Ground single axis / dual axis
Echo Sounder
Electronic position fixing Type:

o
Compass system Gyro compass error:
Steering gear Number of power units in use:
Rudder/RPM/ROT indicators Engine telegraphs:
VHF
Mooring Winches and lines
EQUIPMENT OPERATIONAL DEFECTS:
OTHER IMPORTANT DETAILS: (e.g. number/position tugs to be used, mooring sequence, side alongside)
COMPANY STANDING ORDERS FOR PILOTAGE ARE BEING FOLLOWED:
Port ________________________________ INBOUND / OUTBOUND Date
Master’s Name & Signature: ____ ___________________________________
Pilot’s Name & Signature _______________ ___________________________________

(for receipt only)
Page 2 of 2
Capital-Executive Ship Management Corp. SOM 01-06B-00
PILOT CARD
Vessel Particulars
Name Call Sign
Displacement (tonnes) Deadweight (tonnes) Year Built
Length OA (m) Breadth (m) Bulbous bow Yes No
Draft Fwd (m) Draft Aft (m) Draft Midships (m)
Sea Density : SALT □ BRACKISH □ FRESH □ Please tick appropriate box
Freeboard (m) Minimum Underkeel Clearance - based on maximum squat (m)
Air draft clearance of lowest obstacle to met on passage (m)
Port Anchor Stbd Anchor

1 shackle = 27.4 m/15 fathoms
(shackles) (shackles)
Bridge to Aft m Bridge to Fwd m
Air draft
m
__________m
Visibility Blind Sector m Tilting Mast Yes / No Air Draft with Mast Tilted m
ENGINE
Type: Maximum Power: (kW) (HP)
RPM/Pitch Loaded speed SQUAT Ballast Speed SQUAT
Full ahead (kts) (kts)
Half ahead (kts) (kts)
Slow ahead (kts) (kts)
Dead slow ahead (kts) (kts)
Dead slow astern
Slow astern
Half astern
Full astern (% of Full ahead power)
Engine critical RPM Minimum RPM Maximum number of consecutive starts
Time full ahead to full astern (sec) Time limit astern (min)
Page 1 of 2
Capital-Executive Ship Management Corp. SOM 01-06B-00
PILOT CARD
STEERING
o
Rudders (number) (type) (maximum angle)
o
Time hard-over to hard-over (sec) Rudder angle for neutral effect
Propellers (number) Direction of turn: Left / Right Controllable pitch: Yes / No
Thrusters (number) Bow power (kW / HP) Stern power (kW / HP)
Steering characteristics/peculiarities:
EQUIPMENT CHECKED & READY FOR USE
Anchors Cleared away Yes / No
Whistle
Flags
X-Bank Radar ARPA Yes / No
S-Band Radar ARPA Yes / No
Speed log Water / Ground single axis / dual axis
Echo Sounder
Electronic position fixing Type:

o
Compass system Gyro compass error:
Steering gear Number of power units in use:
Rudder/RPM/ROT indicators Engine telegraphs:
VHF
Mooring Winches and lines
EQUIPMENT OPERATIONAL DEFECTS:
OTHER IMPORTANT DETAILS: (e.g. number/position tugs to be used, mooring sequence, side alongside)
COMPANY STANDING ORDERS FOR PILOTAGE ARE BEING FOLLOWED:
Port ________________________________ INBOUND / OUTBOUND Date
Master’s Name & Signature: ____ ___________________________________
Pilot’s Name & Signature _______________ ___________________________________

(for receipt only)
Page 2 of 2
PRE-ARRIVAL CHECKLIST - DECK
VESSEL: PORT/BERTH: DATE:
HAVE THE FOLLOWING PRE-ARRIVAL PROCEDURES BEEN CARRIED OUT? YES N/A
Port rules and regulations checked and noted
ENCs duly corrected, all needed for the are ready available
Pre-pilotage information exchanged
Weather forecasts obtained from local coastal navigation warning broadcasts and NAVTEX and NavStation
NavStation Passage Plan updated in accordance with information received and navigation warnings
attached
ETA sent with information required by local regulations (i.e., details of dangerous cargo carried)
Has the following equipment been prepared and checked?
- ECDIS units # 1 & 2, along with ENCs, NAVBOX, NAVTRACKER, NAVSTATION all in good order
- course and engine movement records
- echo sounder
- clock synchronisation / emergency batteries
- communication with engine room and mooring stations
- signalling equipment including flags/lights
- deck lighting (remember excessive deck lighting can be hazardous at night)
- mooring winches and lines including heaving lines
- pressure on fire main
- anchors cleared away
- revolution counters and illumination instruments
Has steering gear been tested and manual steering engaged in sufficient time for helmsman to become
accustomed before manoeuvring commences (as per SOLAS Chapter V - Reg.26)
Engines tested ahead and astern and prepared for manoeuvring
Ensure soot is blown well in advance of arrival
Pilot Card completed, pilot embarkation arrangements in place, Deck Officer appointed to meet and
conduct Pilot to the Bridge
VHF channels for services (i.e., VTS, pilot, tugs, berthing instructions) noted and radio checked
Port informed of any special berthing requirements for the vessel
Chief Engineer and crew informed of standby time
Cargo/Ballast Plan completed
Port Entry Checklist completed
Crew List / Customs Declaration and other port documentation completed
If at any time pilot embarkation involves a helicopter procedures detailed in the Guide to Helicopter/Ship Operations must be followed. (ICS
publication available in vessel’s library)
IMPORTANT REMINDERS:
- Plant status - two radars, two steering motors and two diesel generators to be operational
- An entry must be made in the Deck Logbook stating all pre-arrival checks/tests have been carried out
- Any identified deficiencies must be immediately reported to the DPA and where applicable, followed up by a Defect Report
- When alongside a Terminal or port area where hydrocarbon gases may be present, AIS should either be switched off or aerial
isolated and AIS given a dummy load. Isolating the aerial preserves manually input data that may be lost if the AIS is switched
off. Port Authority should be informed in writing of intention to switch off AIS. When alongside terminals or port areas where
no hydrocarbon gases are likely to be present, and if the unit has the facility, AIS to be switched to low power.
OOW’s Name & Signature
When a vessel is at anchorage for 24 hours or more:
 above checks to be repeated before proceeding to Terminal/Berth
 a new checklist completed and filed together with the original one
 an entry made in Deck Logbook stating repeated checks carried out
Page 1 of 2
PRE-ARRIVAL CHECKLIST - DECK
GO / NO GO SITUATIONS
It is Company policy that the Master, who has overall responsibility and overriding authority with
regard to the preservation of lives, the safety and security of the vessel and the protection of the
environment, must take whatever steps he believes necessary to comply with these requirements,
including taking "GO" and "NO GO " decisions.
Situations where a Master must take a "NO GO" decision include but are not limited to the following:
 NO BACKUP FOR POWER SUPPLY

 FAILURE OF THE PROPULSION SYSTEM
 FAILURE OF STEERING GEAR SYSTEM
 MISSING OR INOPERATIVE LIFE SAVING OR FIRE FIGHTING APPLIANCES SUCH AS
LIFEBOATS, LIFE RAFTS, EMERGENCY FIRE PUMP ETC.
Prior to each arrival the Master must evaluate the condition of machinery and equipment and should
he take a "NO GO" decision he must immediately come in contact with the Company. An appropriate
entry must also be made in the vessel's Deck Logbook.
The Company is responsible for assisting the Master and making arrangements necessary to rectify
the situation, as well as ensuring Class attendance if required.
MASTER’s Name & Signature:
Page 2 of 2
PRE - DEPARTURE CHECKLIST - DECK
HAVE THE FOLLOWING PRE-DEPARTURE PROCEDURES BEEN CARRIED OUT?

YES N/A YES N/A
Has pre-pilotage information been exchanged and Pilot Card Are sufficient bunkers, water, lubs aboard for intended
completed? voyage?
Are Pilot disembarkation arrangements in place and has a Deck Has the NavStation Passage Plan been completed and
Officer been appointed to instruct Pilot on lifesaving equipment updated in accordance with latest information and a copy of
and conduct him to and from the Bridge? navigation warnings attached to the plan?
Have you obtained weather forecasts from local coastal Are ENCs automatically corrected and indicated on ECDIS
navigation warning broadcasts and NAVTEX? accordingly?
HAS THE FOLLOWING EQUIPMENT BEEN CHECKED / SYNCHRONISED / REACTIVATED / TESTED AND FOUND READY FOR USE?
Steering gear, including manual, auto-pilot and emergency RPM indicators
changeover arrangements, rudder indicators and oil levels (as
per SOLAS Chapter V - Reg. 26) Emergency engine stops
Anchors Thruster controls and indicators

Bridge movement book/course and engine movement records Engine tested ahead / astern and prepared for manoeuvring
Echo Sounder & Course Recorder switched on Bridge to engine room/mooring station communications
Electronic navigation position fixing systems Portable radios
Gyro/magnetic compass and repeaters VHF radio communications with port authority
Two Radars + AIS + VDR (ensure no alarms showing) GMDSS Self Test
Speed/distance recorder Navigation/signal lights (i.e. searchlights, signalling lamp,
morse light)
Clocks
BNWAS (Bridge Navigation Watch Alarm System) tested Deck lighting (remember excessive deck lighting can be
hazardous at night)
Window wiper / clear view screen arrangements
IS THE VESSEL SECURE FOR SEA?
Has Deck and cargo handling equipment been secured? Are Cargo/crew/supernumerary details available and have
Supernumerary Declarations been signed?
Are all hull openings secure and watertight? Has vessel been checked for stowaways as per SSP
checklist and has this been filed in Security File?
Do you have stability and draft information available? Are all crew aboard and visitors ashore?
If Pilot disembarkation involves a helicopter, procedures in Guide to Helicopter/Ship Operations must be followed. (ICS publication in vessel’s library)
Reminders: - Plant status - two radars, two steering motors and two diesel generators to be operational
- An entry must be made in the Deck Logbook stating all pre-departure checks/tests have been carried out
- An entry must be made in the GMDSS Logbook stating test carried out before departure
- Resuscitator must always be taken from CCR and placed back in hospital before vessel sails (tanker vessels only)
- Whenever anchors are hauled out of the water they must be thoroughly washed down (not just a simple rinse) to
remove sediment and marine organisms
When a vessel is at departure anchorage for 24 hours or more, a new checklist to be completed and filed together with original one and an entry
made in Deck Logbook stating repeated checks were carried out
OOW’s Name & Signature:
GO / NO GO SITUATIONS
It is Company policy that the Master, who has overall responsibility and overriding authority with regard to the preservation of life, the safety and security of the vessel and the
protection of the environment, must take whatever steps he believes necessary to comply with these requirements, including taking "GO" and "NO GO " decisions.
Situations where a Master must take a "NO GO" decision include but are not limited to the following:
- NO BACKUP FOR POWER SUPPLY - FAILURE OF THE PROPULSION SYSTEM - FAILURE OF STEERING GEAR SYSTEM
- MISSING OR INOPERATIVE LSA OR FF APPLIANCES I.E., LIFEBOATS, LIFE RAFTS, EMER. FIRE PUMP ETC.
Prior to each departure the Master must evaluate the condition of machinery and equipment and should he take a "NO GO" decision he must come into immediate contact the
Company. An appropriate entry must also be made in the vessel's Logbook.
The Company is responsible for assisting the Master and making arrangements necessary to rectify the situation, as well as ensuring Class attendance if required.
MASTER’s Name & Signature:

COMPANY STANDING ORDERS FOR PILOTAGE
• Immediately on arrival on the Bridge the Pilot must be informed of ship’s

heading, speed, engine setting and draft
• Pilot must be informed of the location of lifesaving appliances provided for his
use on board
• Details of the proposed Passage Plan must be discussed with the Pilot and
agreed with the Master, including:
- radio communications and reporting requirements
- bridge watch and crew standby arrangements
- deployment and use of tugs
- berthing/anchoring arrangements
- expected traffic during transit
- pilot change-over arrangements, if any
- fender requirements
• Completed Pilot Card must be handed to the Pilot and Pilot to be referred to
Wheelhouse Poster
• Responsibilities within the Bridge Team for pilotage must be defined and
clearly understood
• Language to be used on the Bridge between the ship, the Pilot and shore
must be agreed
• Checks must be made to ensure correct lights, flags and shapes are being
displayed
• Progress of ship and the execution of orders must be monitored by the

Master and OOW
• Engine room and ship’s crew must be regularly briefed on the progress of the
ship during the pilotage
Page 1 of 1
MASTER & PILOT INFORMATION EXCHANGE

SECTION 1: SHIP-TO-SHORE: MASTER TO PILOT EXCHANGE
This section to be completed by Master and forwarded to Pilot approximately 24 hours prior to Pilot's ETA
SHIP IDENTITY / PARTICULARS

NAME CALL SIGN FLAG
YEAR BUILT IMO NUMBER SHIP TYPE
FAX TELEX OTHER
SHIP'S AGENT CARGO TYPE LAST PORT
PILOT BOARDING
DATE/ETA (UTC/LT) FREEBOARD
BOARDING STATION (IF THERE IS MORE THAN ONE)
SHIP PARTICULARS
DRAFT FWD DRAFT AFT DRAFT AMIDSHIPS (Salt Water)
AIR DRAFT LENGTH BEAM
DISPLACEMENT DWT GROSS NET
CALCULATED MINIMUM UKC FOR PILOT STATION TO BERTH MAXIMUM BOLLARD PULL FOR TUGS
ANCHORS
PORT ANCHOR STBD ANCHOR (Length of cable available)
MANOEUVRING DETAILS AT CURRENT CONDITION

FULL SPEED HALF SPEED SLOW SPEED MIN. STEERING SPEED
PROPELLER DIRECTION OF TURN LEFT/RIGHT CONTROLLABLE PITCH YES/NO
NUMBER OF PROPELLERS NUMBER OF FWD THRUSTERS NUMBER OF AFT THRUSTERS
MAIN ENGINE DETAILS

TYPE OF ENGINE MOTOR/TURNBINE/OTHER
MAX. NUMBER OF ENGINE STARTS TIME FROM FULL AHEAD TO FULL ASTERN
EQUIPMENT DEFECTS RELEVANT TO SAFE NAVIGATION
OTHER IMPORTANT DETAILS: (e.g. berthing restrictions, manoeuvring peculiarities)
Page 1 of 2
MASTER & PILOT INFORMATION EXCHANGE

SECTION 2: SHORE -TO-SHIP: PILOT TO MASTER EXCHANGE
This section to be completed by Pilot and returned to Master asap
SHIP REQUESTING PILOTAGE DETAILS

SHIP NAME CALL SIGN
ORIGINATING AUTHORITY
CONTACT NAME VHF CHANNEL
OTHER MEANS OF CONTACT
PILOT BOARDING INSTRUCTIONS

DATE/ARRIVAL TIME AT PILOT BOARDING STATION (UTC/LT)
POSITION PILOT WILL BOARD
EMBARKATION SIDE PORT/STBD/TBA APPROACH COURSE AND SPEED
REQUESTED BOARDING ARRANGEMENT
BERTH AND TUG DETAILS

INTENDED BERTH AND BERTHING PROSPECTS
SIDE ALONGSIDE PORT/STBD ESTIMATED TRANSIT TIME
TO BERTH
TUG RENDEZVOUS POSITION NUMBER OF TUGS
TUG ARRANGEMENT TOTAL BOLLARD PULL
LOCAL WEATHER AND SEA CONDITIONS at the Pilot Boarding Station on arrival
TIDAL INFORMATION (heights/times)
EXPECTED CURRENTS
FORECAST WEATHER
DETAILS OF PASSAGE PLAN including abort points/emergency plans
REGULATIONS including VTS reporting, anchor/look-out attendance, max. allowable draft
OTHER IMPORTANT DETAILS including navigation hazards, ship movements
Page 2 of 2
COMPANY STANDING ORDERS FOR USE OF

BRIDGE NAVIGATION WATCH ALARM SYSTEM
Company Policy for Minimum Bridge Manning Levels, in standard operational conditions
(SOM Manual, Chapter 1, Section 1), remains in force even when BNWAS is operational.
BNWAS to always be operational:
When the vessel is Underway on Sea Passage

When the vessel is at anchorage

The Master is responsible for the frequency of alarm settings of the BNWAS surveillance system
which should be set :
- with due consideration of time needed for back-up officer to get to the Bridge (response time)
- external conditions to be experienced, including the time to danger of grounding along the route
and traffic density
The parameters for setting the intervals should be known to all Navigating Officers
When possible, the Master should take rest hours into consideration when selecting the back up
officer and scheduling times for testing the system.
BNWAS is to be tested:
o Prior to departure from port / anchorage (Pre-Departure Checklist)

o On a weekly basis for voyages exceeding 7 days
Master must record all instructions in the Bridge Order Book including frequency of alarm settings,
testing times, deactivating and reactivating times etc..
Following records to be made in Deck Logbook:
o times of activation/deactivation of the BNWAS

o times of weekly tests on voyages exceeding 7 days (pre-departure checklists provide
evidence of other tests)
o time and reason for remote audible alarm soundings in back-up Officer's and/or Master's
locations
Page 1 of 1
ECDIS MANAGEMENT CARD

To be updated as and when required during a watch and be passed to relieving OOW before he/she takes over watch duties
PRIMARY ECDIS SECONDARY ECDIS

ENVIRONMENTAL SYSTEM SETTINGS ENVIRONMENTAL SYSTEM SETTINGS
Vessel's Position: Safety Depth: m Vessel's Position: Safety Depth: m
Safety Contour: m Safety Contour: m
High Water Height: m Deep Contour: m High Water Height: m Deep Contour: m
Low Water Height: m LDL m Low Water Height: m LDL m
Springs: % Vectors mins Springs: % Vectors mins

Tidal Stream 0 knots Anti Grounding Cone On / Off Tidal Stream 0 knots Anti Grounding Cone On / Off
Time: Ahead mins Time: Ahead mins

Set and Drill 0 knots Set and Drill 0 knots
Port nm Port nm
Time: Time:
Starboard nm Starboard nm
True Wind 0 knots Latest NTM installed Date: True Wind 0 knots Latest NTM installed Date:
Primary ECDIS Wk / Primary ECDIS Wk /
Secondary ECDIS Wk / Secondary ECDIS Wk /
Time Zone Configuration Confined Waters Time Zone Configuration Confined Waters
Display Setting to be Display Setting to be
instructed by Master Coastal instructed by Master Coastal
Open Ocean Open Ocean

GNSS Failure GNSS Failure
SENSORS Failure SENSORS Failure
ECDIS Failure ECDIS Failure
Date / Time Last Updated: Date / Time below handover: Date / Time Last Updated: Date / Time below handover:
Signature/Rank Signature/Rank Signature/Rank Signature/Rank

OOW in charge of Bridge Relieving OOW OOW in charge of Bridge Relieving OOW
AS A MINIMUM, THE FOLLOWING CHECKS AND ACTIONS TO BE CONDUCTED BY 'RELIEVING OFFICER' UPON WATCH HANDOVER
YES N/A
Ensure the correct Display Setting is shown
Ensure the correct Route is loaded in Route Monitoring
Ensure Secondary Route is loaded in Route Editor (if required)
If in True Motion, check the Look Ahead is configured correctly
Verify Safety Depth and Safety Contour are configured correctly
Ensure Anti-Grounding Cone is set for prevailing conditions
Ensure XTD is applied and displayed correctly
Ensure Vectors are configured correctly
Ensure the Chart in use is on the best scale
Ensure the Chart is the most recently corrected ENC available from the installed charts
Interrogate the quality of data and review all Charts notes
Fix the Ship Position on ECDIS and prove ECDIS is correct
Repeat above steps at the Secondary ECDIS Terminal
Relieving Officer's Signature/Rank ___________________________________________________ / ___________________________________

CHAPTER 2 ENGINE ROOM MANAGEMENT PROCEDURES
CHAPTER 2
ENGINE ROOM MANAGEMENT PROCEDURES
CONTENTS:
Section 1 Introduction, Responsibilities and Authority
Section 2 Procedures
Part 1 General Information
Part 2 Engine Watch Arrangements
Part 3 Standing Orders
Part 4 Taking Over & Performing a Watch at Sea
Part 5 Calling the Chief Engineer
Part 6 Alternation of Speed and Stops at Sea
Part 7 Procedures for Reverting to UMS Mode
Section 3 Control of Records generated by Engine Room Management Procedures
Section 4 Sample copies of Company Forms/Checklists etc., used in association with

Engine Room Management Procedures
Reminder:
Procedures for Engine Watch in Port and Bunkering Procedures are detailed in Chapter 4 (Port
Procedures)
Chapter 2 Index Revision No: 0 Revision Date: 0 Page 1 of 1

SECTION 1 RESPONSIBLE PERSONS
INTRODUCTION, RESPONSIBILITIES & AUTHORITY The DPA, the Chief Operating Officer, Chief
Technical Officer, heads of shore departments,
Masters and Chief Engineers are all responsible
The purpose of these procedures is to ensure safe for ensuring these procedures continually comply
and efficient engine watches are maintained aboard with International/ National Rules & Regulations,
Company vessels.. Engineer Officers are obliged to Shipping Industry Guidelines and the Company’s
be familiar with these procedures and to follow them policies and requirements. Please see SMS
at all times. Manual for details on how changes must be
requested and carried out.
It is Company policy to operate certificated vessels in
UMS Mode unless a decision to the contrary has
been taken and approved by Managing Director.
It is also Company policy that whenever engines are The Chief Engineer is responsible for:
on standby and when vessel is manoeuvring, the E/R
be attended as per requirements detailed in Section • preparing and posting his own Standing
2, Part 1 of this Chapter “Engine on Standby”. Orders when taking over from the previous
Chief Engineer,
The Master has overriding authority regarding the • ensuring his standing orders are read and
safety of crew, environment and the vessel and signed by engineering officers and posted in
these procedures should never stop him from machinery spaces and ECR etc.,
asking for assistance and taking steps and
issuing orders he feels are necessary to protect • assisting the Master to establish Engine
human life, the environment and the vessel, even Watch Schedules and ensuring these are
if they conflict with instructions herein. signed by himself and the Master and posted
in the Engine Room and Messrooms,
The Master is the Designated Ship Security
Officer (SSO) aboard Company vessels. If at any
• ensuring a proper watch is maintained at all
time there is a conflict between safety and
times,
security requirements, the Master shall give effect
to those necessary to maintain the safety of
• supporting the Engine Watch Team and if
human beings and the environment.
ever needed, performing a watch at sea,
• issuing any necessary instructions in the

Procedures for watch keeping in port and at anchor
Chief Engineer’s Night Order Book in relation
are shown in Chapter 4, Port Procedures together
to prevailing circumstances.
with procedures for Bunkering.
Procedures on how to respond in an emergency

Engineer Officers on Watch are responsible for:
situation are detailed in the Emergency Response
Manual (ERM)
• maintaining a safe and efficient watch in
accordance with the Company’s standing
Sample copies of Forms/Checklists/Company orders and the Chief Engineer’s daily
Standing Orders etc., mentioned in this Chapter instructions,
reference purposes only and must never be • giving clear and precise orders to members of
removed from the manual for use or their watch team,
photocopying. The Safety & Quality Department
is responsible for distributing these documents in • ensuring machinery spaces are kept clean
accordance with the specific requirements of and tidy at all times.
Chapter 2 Section 1 Revision No: 0 Revision Date: 0 Page 1of 1

SECTION 2 PROCEDURES PART 2 ENGINE WATCH ARRANGEMENTS
Please note: Engineer Officer on Watch is The Chief Engineer, in liaison with the Master
abbreviated to OOW arranges the Engine Room Watches, ensuring
the watch team is adequate for the safe operation
of machinery and appropriate for the prevailing
PART 1 GENERAL INFORMATION circumstances and conditions.
As stated in Section 1, it is Company policy to

operate certificated vessels in UMS Mode unless a Watch arrangements must be such that the
decision to the contrary has been taken and efficiency of the OOW and Ratings is not
approved by Managing Director. (see Part 4 of this impaired by fatigue. Duties must be organized so
section for UMS procedures) that persons taking the first watch at the
commencement of the voyage and all subsequent
The OOW is the Chief Engineer's representative and watches are sufficiently rested and fit for duty.
his main responsibility is the safe and efficient (see Chapter 7, Fatigue Prevention)
operation and upkeep of machinery and equipment
that could affect the safety of the crew, vessel and
the environment. When arranging Engine Room Watches the
Master and Chief Engineer must take the
The OOW continues to be responsible for machinery following factors into consideration:
space operations even in the presence of the Chief
Engineer, unless the Chief Engineer has specifically
informed him that he is taking over. An entry must be • the experience, knowledge and fitness for
made in the Engine Logbook in such circumstances. duty of Officers and Ratings,
The OOW must always ensure orders from the • the condition of the machinery and the need
Bridge relating to changes in speed or direction are for adequate supervision,
immediately implemented.
• weather conditions, traffic density, separation
OOWs must never be assigned or undertake any schemes in the area the vessel is navigating,
tasks that could interfere with their watchkeeping
duties. • any unusual demands on the Engine Room
Watch that may arise as a result of special
OOWs must always give the other members of their operational circumstances,
watch clear and appropriate instructions and
information to enable them to keep a safe watch. • international and local requirements related to
Engine Room manning.
Our policy for the minimum number of persons on
watch is as follows:
Watch Hour Schedules must be posted in the
Engine Room and Messrooms.
Engine Watch at sea - OOW and 1 wiper/oiler.
Engine on Standby
• Chief Engineer, OOW and one Oiler/Wiper in

Engine Room
Our policy for the minimum plant status when

navigating confined waters and approaching and
departing from ports is as follows:
• Two steering motors to be running

• Two diesel generators to be operational

PART 3 STANDING ORDERS Contents of Chief Engineer's Standing Orders

may also include but are not limited to:
The DPA, in liaison with the Managing Director, Chief
Technical Officer, heads of departments, Masters and • further instructions over and above those
Chief Engineers, has established the following stated in Company Standing Orders,
Company Standing Orders for Engine Watch Officers. • safety is the responsibility of all persons
These orders are posted in the Engine Room for aboard a vessel and safe working practices to
continual easy reference. They must be read and fully be followed at all times,
understood by all newly embarked Engineering • any instructions he feels are necessary in
Officers before the commencement of their first relation to the present status of the vessel's
voyage. (see HRM - Human Resource Management machinery and equipment,
Manual for Familiarization Procedures) • engine personnel to work as a team and
maintain good working relationships between
Important Notice: themselves and deck personnel,
• clear and precise instructions to be given to
No Standing Orders should ever conflict with lower ranking seafarers,
International/National Rules, Regulations and • instructions concerning cleanliness and
Guidelines and the Company’s Policies and tidiness of engine spaces, lockers etc. and
Procedures. the correct handling of dirty materials (oily)
and equipment that could be a fire hazard,
• instructions on the need to keep escape
“Company Standing Orders for Engine Watch routines free from obstruction,
Officers - At Sea” (including watch take over)
• the need for polite and friendly behaviour to
be shown to third parties inspecting the
“Company Standing Orders for Duty Engineer
vessel.
Officer when vessel is operating in UMS Mode”
Chief Engineer’s Night Order Book
"Company Standing Orders for Engine Watch
Officers - at Anchorage" (including watch take
In addition to the above the Chief Engineer must
over)
note his own daily instructions in the Chief
Engineer’s Night Order Book. These instructions,
Company Standing Orders for Engine Watch - in
which must be read and signed by OOWs before
Port are shown in Chapter 4, Port Procedures.
taking over a watch, must be clearly written in the
common working language of the vessel.
Above standing orders are to be posted in ECR
Entries in the Night Order Book could include:
Chief Engineer’s Standing Orders
• special watch requirements,
Chief Engineer’s must establish their own Standing • specific instructions as to when he wants to
Orders according the their own requirements and be called to the E/R over the next 24 hours
circumstances particular to the vessel, its machinery • requirements for minimum manning when
and equipment and the knowledge and experience of engine on standby
Engine Room team presently serving on the vessel. • what precautions must be taken if heavy
weather is expected,
The Chief Engineer’s Standing Orders must be • his specific requirements for recording ROB,
clearly written in English (common working language) consumption, temperatures etc., and other
and posted in the Engine Room. All Engineering activities.
Officers must read and sign these Standing Orders
when joining the vessel and when the Chief Engineer Important Notice:
issues a new edition.
No Orders should ever conflict with
Chief Engineer’s Standing Orders should always International/National Rules, Regulations and
include instructions for alternating duplicate auxiliary Guidelines and the Company’s Policies and
machinery, i.e., sea water pumps, fuel oil pumps etc., Procedures.
as is normal practice on an odd and even monthly
basis.

PART 4 TAKING OVER & PERFORMING AN

ENGINE WATCH The OOW must bear in mind that changes in
speed resulting from machinery malfunction or
The Officer in charge of the Engine Room must not loss of steering may imperil the safety of life, the
hand over to the relieving OOW until he has satisfied environment and the vessel and must
himself that his relief is capable of carrying out his immediately notify the Bridge about any
duties effectively. If in any doubt he must notify the impending actions in machinery spaces that may
Chief Engineer. Illness or the effect of alcohol, drugs cause:
or fatigue could be reasons why a relieving Officer is
unfit for duty. • a reduction in the vessel's speed,
• imminent steering failure,
The relieving OOW is responsible for ensuring any • stoppage of the vessel’s propulsion system,
other members of his watch are capable of carrying • an alternation in electric power.
out their duties.
He must also inform the Bridge about any
Before taking over his watch the relieving OOW must impending dangers such as:
also follow the watch take-over requirements detailed
on the Company’s Standing Orders for Engine • a sudden drop in sea temperature,
Watch Officers - At Sea and make and entry in the • any other threat to safety.
Engine Logbook as evidence watch take-over
procedures were carried out. Whenever possible the notification must be given
before changes are made to give the Bridge the
maximum time available to take whatever actions
• Chief Engineer’s Night Order Book. are possible to avoid a potential marine casualty.
Before taking over the watch the relieving OOW
must sign the Chief Engineer's Night Order Book PART 5 CALLING THE CHIEF ENGINEER
as evidence that he has read and understood the
instructions therein. The OOW must immediately notify the Chief
Engineer if any of the following situations occur:
• Company Standing Orders for Engine Watch • if engine damage or malfunctions occur that
Officers - At Sea the OOW believes could endanger the safe
operation of the vessel;
At the end of his watch the OOW going off duty • if malfunctions occur that the OOW believes
must make an entry in the Engine Logbook could cause damage or breakdown of
stating these Standing Orders were followed. propulsion machinery, auxiliary machinery or
monitoring and governing systems,
• in an emergency or a situation where the
Entries must be recorded in Engine Logbook when OOW is in doubt as to what decision or
additional manning requirements for engine on measures should be taken,
standby are in force.
• if the OOW is in doubt as to whether a
relieving Watch Officer is capable of taking
If a manoeuvre or action to avoid a hazard is taking
over and carrying out his duties,
place at the time an OOW is to be relieved, change
• if there is any fire or flooding in any space or
over must be deferred until such action has been
compartment,
completed.
• he has difficulty in complying with orders
received from the Bridge,
• in any other circumstances detailed in the
Chief Engineer’s Night Order Book.
These requirements must not stop the OOW from

taking immediate action he believes necessary
for the safety of the crew, the environment, the
vessel and its machinery and cargo.

PART 6 ALTERATION OF SPEED & STOPS

AT SEA
Any alteration to the operational speed of the vessel

must be agreed between the Master and the Chief
Engineer. If this conflicts with instructions received
from the Company then the reason must be
communicated to the Operations Manager shoreside
and full details must be recorded in the Deck and
Engine Logbooks.
The OOW must not alter the vessel’s speed (pitch or

rpm) without first informing the Bridge, unless
exceptional circumstances in the Engine Room call
for emergency action.
Stops at sea, whether scheduled or unscheduled,

must be clearly noted in the Deck and Engine
Logbooks.

PART 7 PROCEDURES TO BE FOLLOWED The word “ATTENDED”, in relation to machinery

WHEN OPERATING IN UMS MODE spaces, means there are persons in machinery
spaces carrying out maintenance work. It does
It is Company policy that when a vessel joins the NOT mean there are persons on watch and it
fleet, shore management will decide on a ship by does NOT mean the E/R is “manned” therefore
ship basis and after a risk assessment, whether there is no change to UMS status.
or not she is to operate in UMS mode.
The Duty Engineer Officer (DEO) is in no way
All alarms and automation must be regularly tested relieved of his duties when machinery spaces are
and maintained in accordance with PMS (Planned “attended”.
Maintenance System). This applies to all vessels
fitted with UMS equipment, even when not operating “UNATTENDED” machinery spaces means there
in UMS mode. is nobody in the spaces at all.
Safety is the first priority when considering UMS If it is ever necessary to temporarily revert to
operation. manned machinery spaces, due to
machinery/equipment malfunction or breakdown,
For UMS operation to be safe and practical and allow the Technical Department must be notified
the Duty Engineer Officer to have sufficient rest, it is immediately and if applicable, the Company will
especially important that the following be maintained take immediate steps to comply with minimum
in good working order: safe manning for manned mode.
fire detection and alarm system When in UMS mode the duty period for the Duty
Engineer Officer (DEO) will normally be 24
machinery monitoring an alarm system
continuous hours, beginning and ending at 1200
Duty Engineer Officer extension alarms and call hrs. The duties must be shared equally between
engineering officers.
system (all locations)
all automatic control systems Details of DEO duty periods must be recorded on
the Work Schedule that must be prepared for
controls that start a second unit (e.g. pump)
remaining engine staff who will be carrying out
should the first fail maintenance work as daymen. Work Schedules
must be posted in ECR and in messrooms.
oil fired boiler shut-down and control systems
emergency generator Duty/Work/Watch schedules and all other matters
related to UMS operation must be discussed at
daily “Tool Box” meetings.
UMS mode means machinery spaces are unmanned
on a 24 hour, 7 days a week basis. UMS status
No person may enter E/R during “unattended”
continues to apply even when engine staff are in
periods unless accompanied by the Duty
machinery spaces performing maintenance work.
Engineer Officer.
The decision to temporarily arrange for persons to be
All persons wishing to enter E/R during “attended”
on watch in machinery spaces is at the discretion of
periods must always advise the DEO of their
the Master and Chief Engineer. This decision may be
intention to do so, before entering.
taken for operational reasons, i.e., when engine is on
standby, during cargo operations and navigating in
There must always be more than one person in
confined waters etc., however, UMS mode is not
the E/R during “attended” periods, one of which
suspended and remains in force.
must always be an Engineer Officer.
In such cases the Work Schedule must be revised as
A sign must be posted at all times at the entrance
necessary.
to the Engine Room, clearly showing “Unmanned”
or “Manned” status.

Company Standing Orders for Duty Engineer Officer CONDITIONS NEEDED FOR UMS OPERATION
when vessel operating in UMS Mode must always be
followed. Before an Engine Room can be operated in UMS
mode, the following conditions must be met:
These standing orders include the testing of fire,
bilge, officer cabin extension alarm and public system
alarms and the Engineer's call system each day at the bridge control system must be fully
noon. operational and in use
A record must be kept of all alarm soundings that the alarms and automation must be in good
occur during unattended operation and all working order and have been recently tested
unexpected alarms during attended operations.
fire detection system must be fully operational
The only person permitted to cancel alarms is the
DEO, unless he has designated another person to do the E/R must be clean with no accumulations
so for a limited time, i.e., during equipment tests. of oil or garbage
When responding to an alarm or entering machinery skylights and hatches must be closed in case
spaces during an “unattended” period, the DEO must of rain
call the Deck OOW to inform him of the nature of the
problem or why he is entering and give an estimated only essential equipment must be running
time for restoring to “unattended” mode. The DEO
must use the Dead Man Alarm (to be set to activate the Master has been advised by the Chief
at 30 minute intervals). On leaving the E/R the DEO Engineer that it is safe to do so
must inform Deck OOW that machinery spaces are
once again on “unattended” status. if the ship is in port - the E/R must be
physically secure with all direct access from
The Chief Engineer may allow UMS operation with deck secured from the inside.
one or two minor alarms out of operation. This
decision must be reviewed every day at “Tool Box”
meetings, for each alarm that is out of order. Any
non-functioning alarms must be noted in the Engine Records must be entered in Deck and Engine
Logbook. Logbooks should the UMS status change.
The elevator must NEVER be used by the DEO

during his duty period, or any person responding to a These records must be entered in Engine
call for extra assistance. Logbook as well as all other DEO activities, i.e.,
scheduled checks, call outs for alarms etc..

SECTION 3 Records generated by Engine Room Management Procedures
(All records are located on the vessels)
Watch Hours Schedules posted in Engine Room and Messrooms Up to Date Destroy
Work Schedules (UMS)
Signature of OOW as
evidence he has read and
understood:
Company Standing Orders Familiarization Checklist See HRM Manual ------
Chief Engineer’s Standing Signature on Standing Orders in Engine Room Up to Date Destroy
Orders
Evidence OOW followed Entry in Engine Logbook Until Log Book is 3 years in vessel
Company Standing Orders (at the end of each watch) completed archives then
during a watch destroy
Evidence OOW followed Entry in Engine Logbook as above as above

Company Standing Orders (each watch change over)
when taking over a watch
Evidence of Chief Engineer Entry in Engine Logbook as above as above

taking over and releasing
command of E/R
Evidence of changeover of Engine & Deck Logbooks Until Log Book is 3 years in vessel
Duty Engineer Officers (UMS) completed archives then
destroy
Evidence relieving OOW read Signature in Chief Engineer’s Night Order Book Until book is Destroy
and understood the Chief (each watch change over) completed and a new
Engineer’s night orders before one has been in use
taking over a watch for at least 3 months
Record of changes of direction Entry in Engine Bell Book Until book is Destroy
/ speed of M/E completed and a new
one has been in use
for at least 1 year
Records of alteration of speed Entry in Engine Log Book Until Log Book is Vessel archives
that conflicts with Company completed for 3 years then
instructions destroy
Record of unscheduled and Entry in Engine Logbook as above as above

scheduled stops at sea
Evidence of Pre-Arrival & Pre- Pre- Arrival / Pre-Departure Checklist File At least 1 year Destroy
Departure Checks
Records of reverting to UMS Entry in Engine and Deck Logbooks Engine Logbook as Engine Logbook
Mode Operation above as above
Until Deck Logbook Deck Logbook to

completed - to vessel's Operations Dept
archives for 3 years Archives

COMPANY STANDING ORDERS FOR ENGINE WATCH OFFICERS - AT SEA
Engineer Officers on Watch (OOWs) must always follow Orders from the Bridge must be immediately executed and
these standing orders and any additional requirements in the changes in direction/speed of the main propulsion units must
Chief Engineer’s Standing Orders and Night Order Book. be recorded in the Engine Bell Book.
The OOW is the Chief Engineer’s representative and his When the Engine Room is on stand-by the OOW must
main responsibility is the safe and efficient operation and ensure all machinery and equipment that may be needed for
upkeep of machinery. He must always comply with manoeuvring is in a state of immediate readiness and that an
International/National Rules & Regulations and be familiar adequate reserve of power is available for steering gear and
with the capabilities, limitations and correct use of the other requirements.
vessel’s machinery and equipment.
When the vessel is navigating in restricted or congested
The OOW continues to be in charge of Engine Room, even waters the OOW must ensure manoeuvring machinery is
when the Chief Engineer is present, unless the C/E has operational and that an adequate reserve of power is
specifically advised him he is taking over command. An entry available for steering etc. Emergency steering and other
must be made in Engine Logbook in such circumstances. auxiliary equipment must be ready for immediate use. Both
F.O. supply pumps to be in manual mode and in continuous
At the end of each watch both the Engineer being relieved running condition.
and the one taking over must both sign an entry in the
Engine Logbook stating that the Company's Standing Orders
for Engine Watch Officers were followed. When the vessel is navigating in restricted visibility the OOW
must ensure there is a permanent supply of air pressure for
fog sounding signals and be ready to respond to orders from
The OOW must never be given, or undertake, any additional the Bridge and be sure auxiliary machinery is readily
duties that he believes could interfere with the safe operation available.
of machinery and equipment under his control.
During his watch the OOW must ensure:

The OOW must never leave the Engine Room during his
watch and must immediately call the Chief Engineer in the • the main engine and auxiliary systems are constantly
following circumstances: monitored and scheduled inspections and maintenance
detailed in Chapter 1 of the VIM Manual is carried out
• any emergency situation, and a record is made in the Engine Logbook,
• when he is in any doubt as to what action needs to be
taken in any situation that could adversely affect the • any malfunctions are promptly attended to,
safety of the vessel, crew, environment or cargo, • full co-operation with other Engineers in charge of
• if any malfunctions occur that could cause damage or maintenance work in relation to the following:
breakdown of engine, propulsion machinery, auxiliary
machinery.
- isolating and bypassing machinery to be worked on,
Despite the requirement to notify the Chief Engineer, the
OOW must not hesitate to take immediate action for the - adjusting the remaining plant to allow adequate
safety of the vessel and to follow emergency response operation and safety during the maintenance period,
procedures detailed in the ERM Manual.
- posting of safety signs as and where necessary,
The Bridge must be immediately notified: - testing and re-activating repaired machinery and
equipment.
• in the event of fire,
• of any sudden drops in sea temperature, • full co-operation with the responsible Deck Officer if
• of any impending action in machinery spaces that could cargo machinery/equipment is in operation and that it is
cause reduction in speed, steering failure, stoppage of used correctly in accordance with detailed procedures in
the propulsion system, generation of electric power etc. CBO manual.
When possible notification must be given before action is

taken as this will give the Bridge the maximum time Any scheduled or unscheduled stops of the vessel at sea
possible to take whatever steps are necessary to avoid a must be recorded in the Engine Logbook.
casualty.
Page 1 of 2
COMPANY STANDING ORDERS FOR ENGINE WATCH OFFICERS - AT SEA
ENGINE WATCH TAKE-OVER
OOW IN CHARGE OF ENGINE ROOM
Before handing over the watch the officer in charge of the Engine Room must be satisfied the relieving OOW is
fit for duty and suitably dressed. The Chief Engineer must be called if there are any doubts as to fitness for duty
RELIEVING OOW
Before taking over your watch make sure your answers Are you familiar with:
to the following questions are positive:
• Are you sure you yourself and members of your team are fit • any special instructions in the Chief Engineer’s
for duty, suitably dressed and familiar with: Night Order Book and have you signed same,
- their assigned duties and the need to notify you of any

identified potentially dangerous conditions? • work being carried out in machinery spaces,
personnel involved and potential hazards,
- the use of internal communication systems?
- escape routes from machinery spaces? • level and condition of water or residues in bilges,
slop tanks, reserve tanks, fresh water tanks,
- Engine Room alarm systems? sewage tanks,
- the number, location and type of fire-fighting equipment, its

use and safety precautions to be observed? • level and condition of fuel in fuel oil tanks, reserve
tank, settling tank, day tank and other storage
• Have you ensured no manoeuvring or action to avoid a facilities,
hazard is taking place?
• Are you sure all events related to main and auxiliary • condition and mode of operation of main and
machinery that took place during the last watch have been auxiliary systems including electric power
correctly recorded in the Engine Logbook? distribution system,
• Have you inspected machinery spaces and checked to ensure

your observations comply with entries in the Engine Logbook? • condition and mode of operation of automatic boiler
controls such as flame safeguard control, limit
control, combustion control and fuel supply control
systems and any other equipment related to steam
boiler operation,
• any prevailing or expected adverse conditions such

as heavy weather, restricted visibility, ice or
contaminated or shallow water,
• the whereabouts and assigned duties of Engine

Ratings,
Page 2 of 2
COMPANY STANDING ORDERS FOR ENGINE WATCH OFFICERS - AT ANCHORAGE
These are standard procedures laid down by the

Company for Engine Watch Officers - at Anchorage. At an unsheltered anchorage the Chief Engineer must
They must always be followed, together with any consult the Master as to whether or not it is necessary
additional requirements detailed in the Chief to maintain the same engineering watch as when the
Engineer's Standing Orders and Night Order Book. vessel is underway.
During and Engine Watch the OOW must: When a vessel is at anchor in an open roadstead or
any other virtually "at sea" condition, the OOW must
• observe all orders, special operating instructions ensure:
and regulations concerning hazardous conditions
in all areas under his charge, • an efficient engineering watch is maintained,
• monitor instrumentation, control systems and • periodic inspections are made of all operating and
power supplies in operation, standby machinery,
• monitor the state of the bilges, • main and auxiliary machinery is maintained in a
state of readiness in accordance with orders from
• make frequent rounds of inspection to determine the Bridge,
possible equipment malfunction or failure and take
remedial action as necessary to ensure the safety • measures to be taken to protect the environment
of the ship, from pollution by the vessel and that applicable
pollution prevention regulations are complied with.
• ensure procedures necessary to prevent violation
of pollution regulations of the local authorities are
followed,
• ensure necessary precautions are taken to prevent

accidents or damage to machinery and equipment
in his areas of responsibility,
• ensure important events affecting the operation or

the adjustments or repair of machinery or
equipment are recorded in the E/R Logbook,
• raise the alarm in an emergency or when he feels

a situation demands it and take all possible
measures to prevent injury to persons aboard or
damage to the environment or vessel and its
cargo,
At the end of his watch the OOW must make an entry

in the E/R Logbook stating these standing orders were
followed.
Page 1 of 2
COMPANY STANDING ORDERS FOR ENGINE WATCH OFFICERS - AT ANCHORAGE
ENGINE WATCH TAKE-OVER
OOW IN CHARGE OF ENGINE ROOM

Before handing over the watch the officer in charge of the Engine Room must be satisfied the relieving OOW is
fit for duty and suitably dressed. The Chief Engineer must be called if there are any doubts as to fitness for duty
Before taking over a watch the relieving officer must Are you familiar with:
ensure answers to the following questions are positive:
• any special instructions in the Chief Engineer’s

• Are you sure you yourself and members of your team Night Order Book and have you signed same,
are fit for duty, suitably dressed and familiar with:
• any port regulations related to vessel effluents,
- their assigned duties and the need to notify you of fire fighting requirements and vessel's
any identified potentially dangerous conditions? readiness, particularly during potential bad
weather conditions.
- the use of internal communication systems?
• work being carried out in machinery spaces,
- escape routes from machinery spaces? personnel involved and potential hazards,
- Engine Room alarm systems? • level and condition of water or residues in

bilges, slop tanks, reserve tanks, fresh water
tanks, sewage tanks,
• Are you sure of the condition and state of readiness of
portable and fixed fire fighting equipment? • level and condition of fuel in fuel oil tanks,
reserve tank, settling tank, day tank and other
storage facilities,
• Are you sure all events related to main and auxiliary
machinery that took place during the last watch have • condition and mode of operation of main and
been correctly recorded in the Engine Logbook? auxiliary systems including electric power
distribution system,
• Have you inspected machinery spaces and checked to • condition and mode of operation of automatic
ensure your observations comply with entries in the boiler controls such as flame safeguard
Engine Logbook? control, limit control, combustion control and
fuel supply control systems and any other
equipment related to steam boiler operation,
• any prevailing or expected adverse conditions

such as heavy weather, restricted visibility, ice
or contaminated or shallow water,
• the whereabouts and assigned duties of

Engine Ratings,
Page 2 of 2
COMPANY STANDING ORDERS FOR THE DUTY ENGINEER OFFICER

WHEN VESSEL IS OPERATING IN UMS MODE
WORK SCHEDULE FOR DUTY ENGINEER OFFICER (DEO)

(Duty period for a DEO is 24 continuous hours, beginning and ending at 12 noon, unless otherwise
instructed by Chief Engineer)
FYG the word “ATTENDED” means persons are present in machinery spaces carrying out work, they are NOT on watch. The
word “UNATTENDED” means there is nobody present in machinery spaces.
“ATTENDED” machinery spaces does NOT mean that UMS status has been suspended and in no way is the DEO relieved
of any of his duties..
DEO’S DUTIES
• DEO must always inform the Deck OOW whenever he is about to enter “unattended” machinery spaces and must
always activate dead man alarm (set at 30 minutes intervals) for the period he is in the spaces.
• He must also inform Deck OOW when engine staff are entering machinery spaces to carry out maintenance work, i.e.,
machinery spaces “attended”, or when they leave machinery spaces i.e., “unattended”.
• When machinery spaces are being left “unattended” the DEO must follow procedures on page 2 of these orders.
• During his 24 hours of duty the DEO must always be in audible range of the E/R monitoring and call systems and be
capable of responding immediately to an alarm.
• All actions of DEO to be recorded in Engine Logbooks.
0700-0800 DEO to carry out a full check of all machinery spaces (see page 2)
1100-1200 DEO going off duty to carry out a full check of all machinery spaces (see page 2)
DEO going off duty to have hand over discussion with relieving DEO (coming on duty) and at the same time
verify he is fit for his forthcoming duty
DEO coming on duty to sign Chief Engineer’s Night Order Book as evidence he has read and understood
instructions
Fire, Bilge, cabin/public alarm system and call system to be tested
1200 Noon Re-select DEO on ECR console “Engineer on Duty” panel
Deck OOW to be informed of changeover, relevant entries to be made in E/R and Deck Logbooks
Relieving DEO takes over duties
1600-1700 DEO to carry out a full check of all machinery spaces (see page 2)
2130-2230 DEO to carry out full check of machinery spaces and leave machinery spaces “unattended” (see page 2)
Above checks of machinery spaces must be carried out by DEO whether spaces are “attended” or not.
Before leaving spaces “unattended” the DEO must always follow procedures on page 2 of these orders.
Ship personnel must always advise the DEO of their intention to enter “attended” machinery spaces. Nobody must enter
“unattended” machinery spaces without the DEO being present,
Work schedules for engineering officers and ratings (daymen) are prepared by the C/E in liaison with Master and when
planning these schedules consideration must always be given to the need for at least two persons to be in machinery spaces
at all times, one of which must be an engineering officer. These persons are NOT on watch and their presence does not
relieve the DEO of his duties in any way.
Work Schedules to be posted in ECR and Messrooms
Page 1 of 2
COMPANY STANDING ORDERS FOR THE DUTY ENGINEER OFFICER

WHEN VESSEL IS OPERATING IN UMS MODE
DEO CHECKS OF MACHINERY SPACES

CHECK THE FOLLOWING:
• all indicator lamps are in good order including Fire alarm

• no alarms are active in the main E/R panel
• stand-by Diesel Generator is set to start-up in case of failure of main unit
• Emergency Diesel Generator is set to start-up in case of Black Out
• all other relevant stand-by units are set to start-up should there be failure of main units
• FO transfer pumps (when applicable) are set to manual mode and will not start automatically
• ensure below tanks are topped up for foreseen period of non-attendance and filters are clean and of obstruction:
- F.O. Service Tank
- Main L.O. Storage Tank
- Cylinder Oil Daily Tank & Cylinder Oil Storage Tank
- Shaft Sealing L.O. Tank
- D.O. / F.O. Tank for Diesel Generator
- D.O. Tank for Emergency Diesel Generator
• F.O. / D.O. and L.O. drains have been checked and found clean and free from obstruction
• Oil drain tank checked and found empty or below high level alarm
• E/R bilge alarms have been checked and found to be in good operating condition and bilges are clean and empty
• Sewage Treatment Plant has chemicals for foreseen period of non-attendance and is ready for operation.
• Steering gear has been checked and is in good operating condition, leak free and with service and storage / gravity tanks
topped up for foreseen period of non-attendance
• L.O. cooler checked and is in good working order and free from leakages
• F.O. and L.O. Purifiers checked and found clean and in good working order
• M/E auxiliaries and relevant E/R machinery set in required operating condition
• M/E remote control system from Bridge is working properly
When carrying out above checks the DEO must also sight all areas of the machinery spaces and tank tops and check for oil
accumulations, fire hazards such as oily rags and garbage and any other condition that could become a hazard to the vessel
or crew. The Log Printer must be checked for correct operation and a full set of readings entered in the E/R Logbook. Print
outs to be filed and kept as a record of alarm soundings that have occurred during UMS operation. These records will also
assist in maintaining records of working hours for DEOs as call outs are considered to be work periods.
ACTION TO BE TAKEN BY DEO WHEN LEAVING MACHINERY SPACES “UNATTENDED”
• Call the Deck OOW and
- check the fire alarm zones are switched on from the Bridge
- inform him of any significant equipment that is isolated for maintenance
- inform him who the Duty Engineer Officer is
- report that he is leaving the E/R and a period of “unattended” machinery spaces will now begin
• The Duty Engineer Officer must then:

- note in E/R Logbook that a period of “unattended” machinery spaces is about to begin
- check “Engineer on Duty panel” to ensure alarm switched to his cabin
- leave the E/R ensuring notice is posted stating entrance forbidden without advising DEO – reminder no person may
enter E/R while it is “unattended” unless they are accompanied by the DEO
- check the air conditioning system, fire station and foam / CO2 control rooms
- report to Deck OOW that he is safely out of the machinery spaces
Page 2 of 2
PRE-ARRIVAL CHECKLIST - ENGINE ROOM
HAVE THE FOLLOWING PRE-ARRIVAL PROCEDURES BEEN CARRIED OUT? YES N/A
Engine Room has been informed of Standby time by the Bridge
Chief Engineer has been informed of Standby time
At least two diesel generators to be running parallel
Two steering motors to be running
Both Fuel Oil Supply Pumps to be in manual mode and in continuous running condition
Main Engine coolant and Lub Oil standby pumps are on auto start
Air start compressors are running on auto start
Air start bottles are full
Cleanliness of air reduction filters of M/E starting system to be checked
Arrange for soot to be blow well in advance of arrival - switch off auto mode if activated
Engine Room clock has been synchronized with the Bridge
Communications between Engine Room and Bridge have been tested
Condition of emergency stand, limit switches and associated devises, inspected and found in order
Engine Room telegraph has been tested with Bridge
Main Engine has been tested on AIR AHEAD and ASTERN after permission obtained from Bridge
Forward and Aft deck steam on / mooring winches are ready for use
Air on deck is on
Main Fire Pump is on
Required Officers and Ratings for arrival operations are on standby
Fresh Water generator has been stopped and its associated valves and pumps switched off
Bridge has been notified that all Engine Room preparations for arrival have been completed
Engineering Officer on Watch - Name & Signature:
When a vessel is at anchorage for 24 hours or more:
 above checks to be repeated before proceeding to Terminal/Berth

 a new checklist completed and filed together with the original one
 an entry made in Deck Logbook stating repeated checks carried out
Page 1 of 1
PRE-DEPARTURE CHECKLIST - ENGINE ROOM
HAVE THE FOLLOWING PRE-DEPARTURE PROCEDURES BEEN CARRIED OUT? YES N/A
MAIN ENGINE IS WARMED THROUGH SUFFICIENTLY
AT LEAST TWO DIESEL GENERATORS TO BE RUNNING PARALLEL
TWO STEERING MOTORS TO BE RUNNING
BOTH F.O. SUPPLY PUMPS TO BE IN MANUAL MODE AND CONTINUOUS RUNNING CONDITION
MAIN ENGINE COOLANT AND LUB OIL SUMP LEVELS ARE WITHIN PERMISSIBLE LIMITS
MAIN ENGINE LUB OIL AND C.W. PUMPS ARE RUNNING WITH STANDBY[PUMPS ON AUTO START
STEERING GEAR TESTS HAVE BEEN CARRIED OUT
MAIN ENGINE HAS BEEN TURNED ON GEAR WITH INDICATOR COCKS OPEN
INDICATOR COCKS HAVE BEEN CHECKED FOR WATER OR OIL OR LEAKAGE
ENGINE ROOM CLOCK HAS BEEN SYNCHRONIZED WITH BRIDGE
COMMUNICATIONS BETWEEN BRIDGE AND ENGINE ROOM HAVE BEEN TESTED
CONDITION OF EMERGENCY STAND, LIMIT SWITCHS AND ASSOCIATED DEVICES INSPECTED

AND FOUND IN ORDER.
ENGINE ROOM TELEGRAPH HAS BEEN TESTED WITH BRIDGE
TURNING GEAR HAS BEEN DISENGAGED
CLEANLINESS OF AIR REDUCTION FILTERS OF M/E STARTING SYSTEM TO BE CHECKED
MAIN ENGINE HAS BEEN TESTED ON AIR AHEAD AND ASTERN AFTER PERMISSION OBTAINED
FROM BRIDGE
AIR START COMPRESSORS ARE RUNNING ON AUTO START
INDICATOR COCKS ARE CLOSED
AIR START BOTTLES ARE FULL
FORWARD AND AFT DECK STEAM ON / MOORING WINCHES ARE READY FOR USE
MAIN FIRE PUMP ON
AIR ON DECK IS ON
BELL AND ENGINE LOGBOOKS ARE AVAILABLE
BRIDGE HAS BEEN NOTIFIED THAT ALL ENGINE ROOM PREPARATIONS FOR DEPARTURE HAVE
BEEN COMPLETED
EOW’s Name & Signature:
Page 1 of 1
CHAPTER 3 GALLEY/ACCOMMODATION PROCEDURES
CHAPTER 3
GALLEY/ACCOMMODATION PROCEDURES
CONTENTS:
Part 1 Stowage & Care of Perishable Goods
Part 2 Hygiene & Cleanliness
Part 3 Galley Access & Use of Cooking/Water Heating Utensils
Part 4 Graywater production from galley/accommodation
There are no records generated by these procedures nor Company forms/checklists etc., related
to this Chapter.
Reminder: Procedures for inspections of galley/accommodation are detailed in the Vessel's

Inspection/Maintenance Manual (VIM)
Procedures for safety requirements when tanker vessels are alongside terminals are
detailed in the Cargo/Ballast Operations Manual (CBO) for tankers.

SECTION 1 The Cook’s responsibilities are to:
• plan, prepare and serve a balanced and

INTRODUCTION, RESPONSIBILITIES & AUTHORITY nutritious menu,
• compile lists of required provisions and cabin
stores for the intended voyage(s),
The purpose of these procedures is to ensure the • draw stores for use the following day,
Galley and Accommodation areas are maintained in a
• arrange for food to be available for personnel
clean, safe and hygienic manner and that the Cook is engaged in urgent duties, i.e., bunkering,
aware of his responsibilities and duties. emergency repairs, night shifts etc..
• organise the conservation of unused cooked
foods and stores,
The Master has overriding authority regarding the
• maintain the security of Store Rooms and
safety of crew, environment and the vessel and
stock,
these procedures should never stop him from
asking for assistance and taking steps and • supply information required for the completion
issuing orders he feels are necessary to protect of Port Entry/Departure documents,
human life, the environment and the vessel, even • ensure safety measures detailed in the
if they conflict with instructions herein. Cargo/Ballast Operations Manual are
followed during cargo operations,
The Master is the Designated Ship Security • ensure accommodation, alleyways, mess
Officer (SSO) aboard Company vessels. If at any rooms, galley, store rooms are cleaned,
time there is a conflict between safety and • organise shoreside laundering of ship linen
security requirements, the Master shall give effect etc.,
to those necessary to maintain the safety of • supervise pest control in galley and
human beings and the environment. accommodation areas,
• arrange storage and garbage disposal of
galley/accommodation waste in accordance
Procedures for inspection and maintenance of Galley with regulations,
and Accommodation machinery and equipment are • receive and arrange storage of provisions
shown in the Vessel’s Inspection/Maintenance (VIM) and cabin stores
Manual. • report malfunctioning equipment and fittings
in the galley and storage areas to the Chief
Officer
The Master is responsible for:
Messboys are responsible for:

• ensuring the Cook carries out his duties in a safe
and hygienic manner, • cleaning Mess Rooms, Galley and storage
areas,
• arranging for provisions to be supplied as • cleaning accommodation areas,
required, • attending to Laundry,
• cleaning cabins as instructed,
• ensuring these areas are always maintained to a • serving food at required intervals.
high standard and are continually clean and tidy. • assisting the cook in his duties as instructed.
The Vessel's Inspection & Maintenance Manual

(VIM) covers the weekly inspections of the Galley
and Accommodation that the Master must carry
out together with the Chief Engineer, Chief Officer
and a representative of the crew.

SECTION 2
PART 1 - STOWAGE/CARE OF PERISHABLE GOODS Vegetables, Salads and Fruit
Dry Stores These items must be properly stored on racks

whenever possible. They should never come in
All items must be securely stowed and regularly contact with other foodstuffs until they have been
checked for damage. When stowing new supplies the thoroughly washed and prepared for cooking.
old stock must be brought to the front of the shelves
or racks and used first.
The Cook must inspect for signs of mildew and
rot on a daily basis and discard any affected
Storerooms must be closely watched for signs of items. The rooms must be thoroughly cleaned at
vermin infestations. least once every four weeks.
Flour must be turned at least once a month and a Storage & Disposal of Condemned
close watch kept for signs of infestation. The only Stores/Waste
insecticides to be used are those approved for use in
contact with foodstuff
The cook must be aware of International and
National Rules/Regulations concerning the
Meat and Fish storage and disposal of condemned stores and
waste, as detailed in the Garbage Management
Manual.
Frozen meat and fish must be hard frozen at the time
of receipt. Meat must be hung from the deckheads
where facilities exist. Bagged or packed meat must
be stowed either on slatted shelves or on suitable
deck battens which must be arranged to permit free
flow of cold air.
All doors to refrigerated rooms must be kept securely

closed and locked at all times and lights must be
extinguished. Entry into these spaces must be
restricted to the minimum necessary for efficient
operation.
Any solid carbon dioxide (dry ice) used as packaging

for frozen goods in transit to the vessel must be
removed before goods are placed in refrigerated
rooms.

PART 2 HYGIENE AND CLEANLINESS
It is extremely important that all shipboard personnel, The Chief Engineer’s instructions concerning
particularly cooks, strictly observe the rules of frequency of access to refrigerated spaces must
personal hygiene as detailed in the CSWPMS (Code be followed In the event of technical problems
of Safe Working Practices for Merchant Seamen). with refrigeration plants. All rooms are to be kept
The rules in this publication must be regarded as the thoroughly clean and hygienic and washed down
minimum and followed at all times. as frequently as possible. Intervals between
washing must never exceed 12 weeks.
No person who has been infected or been in contact

with a contagious/infectious disease is permitted to All utensils that are likely to come in contact with
work in the Galley, Storerooms, Messrooms, or to food, or be used in Galleys or Storage Rooms
handle food in any way. The only exception to this must be thoroughly clean at all times. After use
rule is when a competent medical authority has they must be properly washed in hot water and
advised the Master otherwise. stowed in a clean and hygienic manner.
Particular attention must be given to equipment
such as machines and cutting boards where food
Open wounds must be kept well covered at all times particles can still be present after washing.
and must never be allowed to come into contact with
food or utensils.
All crockery, glass, plates, cutlery, etc., for use at
table must be kept scrupulously clean and any
Smoking is forbidden at all times in the Galley and damaged or chipped items must be immediately
Storage Areas. withdrawn from use.
Good housekeeping is an essential part of running a Use of Sea Water

safe ship. Keeping the vessel clean and tidy can
prevent many accidents. The use of sea water in the preparation of food,
washing utensils, cleaning Galley equipment or in
installations such as potato peelers, must be
Galley and accommodation areas must be kept clean avoided and only potable fresh water should be
and tidy at all times and CSWPMS (Code of Safe used for washing down food preparation and
Working Practices for Merchant Seamen) hygiene storage areas.
precautions must be followed.
The Vessel's Inspection & Maintenance Manual

(VIM) covers the weekly inspections of the Galley
and Accommodation that the Master must carry
out together with Chief Engineer and Chief Officer
to ensure high standards of hygiene and
cleanliness are maintained.

PART 3 GALLEY ACCESS & USE OF COOKING & PART 4 GRAYWATER PRODUCTION FROM
WATER HEATING APPLIANCES GALLEY/ACCOMMODATION
As a result of a number of fires onboard vessels that Whenever a vessel is in port or at anchor,
were started by the misuse of cooking and water particularly in the US, crew must minimize the
heating appliances, the following regulations are to production of graywater as much as possible.
be followed aboard all Company vessels:
• The galley is to be CLOSED from the completion Used cooking oil must never be introduced into
of the evening meal to the time the Cook re- graywater, it must be collected and either
opens it the following morning, disposed of ashore or incinerated.
• The Cook and members of Fire & Security

Patrols are the ONLY persons authorized to enter The introduction of kitchen oils into graywater
the galley when it has been closed for the night, must be minimized to the extent possible. When
cleaning dishes etc., as much food and oil
residue must be removed before rinsing.
• No cooking is to take place when the galley is
closed unless special circumstances demand
Phosphate free and non-toxic soaps and
otherwise and then only after the Master has
detergents for any purpose, must be used if they
given permission and the OOW has been
are to be discharged with graywater. Detergents
informed,
must be free from toxic or bioaccumulative
compounds and no lead to extreme shifts in
• When the galley is open the only person
receiving water pH.
authorized to use the cooking appliances is the
Cook and if necessary a messboy under the
Cook's continual supervision,
A record of the estimated volume and location of
graywater discharged while in US ports must be
• It is STRICTLY FORBIDDEN for any type of noted in the VGP Logbook.
cooking or water heating appliance to be in use
anywhere aboard the vessel, other than the
galley. The Company provides thermos flasks for
the provision of hot water in appropriate areas
during the hours the galley is closed.
These regulations are in place for the safety of all

persons aboard Company vessels and as such must
be strictly adhered to.

CHAPTER 4 PORT PROCEDURES
CHAPTER 4
PORT PROCEDURES
Part 1 ANCHORING & MOORING ARRANGEMENTS
Part 2 DECK & ENGINE WATCHKEEPING IN PORT
Part 3 VISITORS & SUPERNUMERARIES
Part 4 BUNKERING PROCEDURES
Part 5 SAFETY & FIRE PRECAUTIONS
5.1 Safety and Fire Patrols

5.2 Port & Public Fire Brigades
5.3 Fire Fighting Appliances
5.4 Smoking Regulations
5.5 Machinery Availability
Part 6 SMALL CRAFT ALONGSIDE
SECTION 3 Control of Records generated by Port Procedures
SECTION 4 Sample copies of Forms/Checklists etc., used in association with Port Procedures

SECTION 1 The Master, in consultation with the Chief Officer,

is responsible for arranging appropriate and
effective Deck watches when the vessel is in port.
INTRODUCTION, RESPONSIBILITIES & AUTHORITY Arrangements must be adequate to ensure:
• the safety of life, vessels, the port and the

The purpose of these procedures is to ensure critical environment and the safe operation of all
activities related to the arrival, duration and departure machinery related to cargo operations,
from port or anchorage are planned and carried out in • observance of international, national and
a safe and efficient manner. local rules,
• maintaining order and normal routine of the
vessel,
The Master is also responsible for:
• planning anchoring/mooring arrangements
issuing orders he feels are necessary to protect
with the Chief Officer and Pilot,
if they conflict with instructions herein. • monitoring permission for shore leave whilst
ensuring a sufficient number of crew remain
The Master is the Designated Ship Security onboard at all times,
Officer (SSO) aboard Company vessels. If at any • monitoring visitors and the embarkation of
time there is a conflict between safety and supernumeraries,
to those necessary to maintain the safety of The Chief Engineer is responsible for supervising
human beings and the environment. any bunkering operations as well as ensuring
sufficient engine personnel are available at all
times to face any situation.
Procedures covering action to be taken in an
Emergency situation are detailed in the Emergency The responsibilities of officers and crew with
Response Manual (ERM). regard to cargo/ballasting operations are detailed
in the Cargo/Ballast Operations Manual. (CBO)
Sample copies of Forms/Checklists/Company Arrangements for medical attention by a shore

Standing Orders etc., mentioned in this Chapter physician are detailed in Chapter 9 of this
are shown in Section 4. These samples are for manual.
reference purposes only and must never be
removed from the manual for use or
is responsible for distributing these documents in
accordance with the specific requirements of
Section 1 Revision No: 0 Revision Date: 0 Page 1of 1

SECTION 2 PROCEDURES
In all cases care must be taken to avoid over

PART 1 ANCHORING & MOORING speeding of the windlass engines to avoid
PROCEDURES damage.
Anchoring (all vessels) The only exception to compliance to this policy is
when a vessel is mooring at sea buoys and both
The Chief Officer supervises anchoring activities, anchors are to be used. In such cases the anchor
determined by the Master, having taken into account: should be lowered with windlass in gear until just
clear of the water.
• reduction of speed in ample time,
Before dropping anchor a check must be made to
• wind direction and strength, ensure:
• currents, • the bottom band stopper is properly adjusted,
• tidal stream when manoeuvring at low speeds, • there are no small crafts or obstacles under
the bow,
• the need for adequate sea room, particularly to
seaward, • the condition of the seabed matches the
planned anchoring schedule.
• condition of the vessel and its machinery
including windlass brake linings.
While lowering the anchor the vessel should be
When assessing the available depth of water at an fully stopped with no speed over the ground.
anchorage, the ship's extreme swinging circle must
be drawn on the chart and the minimum water depth As a rule a weighing chain speed is 15 cm /
assessed within that circle. second (= 1 shackle 27.5m/3 mins), which
corresponds to 0.3 knots of a ship's speed.
The Company considers 45 meters to be "deep
water". If depth is more than this a risk assessment After the vessel is brought up, lock the chain
must be prepared and forwarded to shore Risk Team stopper bar in position, tighten the windlass brake
for approval for anchoring operation. and disengage gear. Anchors must not remain on
brake only, stoppers must be used till the anchors
Minimum shackles to remain in Chain Lockers is 2. are needed.
Number of shackles to be lowered is at Master's

discretion, depending on depth of the water, expected When the vessel is at anchor the Master must
weather and holding ground. always inform the Chief Engineer of the
necessary degree of readiness required for main
The Master, Engine Room and anchor team must be engines and steering gear requirements.
informed of the time of standby for anchoring and
lights/shapes and sound signalling apparatus must be All necessary precautions must be taken to avoid
checked and be ready for use . loss of anchor and cable.
Anchors must be ready for use whenever the vessel If the weather deteriorates to above six (6)
is approaching an anchorage in restricted waters and Beaufort, the anchor should be heaved up and
when entering or leaving a harbour. vessel to drift.
Anchors must never be dropped from the fully stowed

position.
It is Company policy for vessels to lower anchors with

windlass in gear. This gives good control over the
anchor and cable throughout the operation. It also
helps to maintain brake efficiency by reducing wear of
the brake lining.

When anchors are hauled out of the water they must

be thoroughly washed down (not just a simple rinse)
to remove sediment and marine organisms.
Reminder: chain lockers must never be rinsed or

pumped out in US territorial waters (3NM limit) unless
not emptying them would compromise the safety of
the vessel/crew. In such circumstances an Incident
Report must be issued and handled accordingly.
(SMS Manual, Chapter 2)
Members of crew engaged in stowing an anchor

cable in the locker must be in a protected position
and, as far as possible, in constant communication
with the windlass operator.
All relevant industry practices and guidelines for

anchoring shall be considered as part of these
procedures, including the guidelines for anchoring of
large vessels (see OCIMF’s “Anchoring Systems and
Procedures”).
See Chapter 1 for Company Standing Orders for

Bridge Watch Officers - at Anchorage

Mooring The Officers stationed fore and aft must take

particular care to keep ropes clear of the
Guidelines regarding mooring are provided (as propellers and bow thruster and must request
applicable and relevant to the type of vessel) by the permission from Bridge before paying out lines.
following ICS & OCIMF publications which should be
considered part of these procedures: The vessel must be moored in accordance with
the Pilot,. Harbour Master or Terminal
• Effective Mooring Representative’s instructions.
• Mooring Equipment Guidelines
• SPM Maintenance and Operations Guidelines The vessel must be geared at all times for more
• Recommendations for Equipment Employed in lines to be put out if weather or tidal conditions
the Mooring of Ships at SPM make this necessary.
• Ship to Ship Transfer Guide (Petroleum)
If for any reason the Master considers it unsafe to
The Master and Bridge Officers must plan the enter or leave the harbour he must delay
mooring pattern in conjunction with the Pilot or operations until the situation improves. In such
Terminal/Berth Representative and obtain the most circumstances and at the first opportunity, the
efficient mooring the vessel's equipment and the Master must report to all parties concerned giving
layout of the berth allows. reasons for the delay.
The vessel must to be securely moored and kept Vessels equipped with both wires and synthetic
alongside during loading and discharging. Holding a lines must avoid mixing moorings on the same
ship in position alongside is the responsibility of bollard or dolphin.
shipboard personnel. The best way to stay in position
is to carefully plan and arrange the mooring layout Before tending moorings that have become slack
when berthing. or too tight the overall mooring system must be
evaluated to ensure any tightening or slacking will
During the whole stay at berth, the following elements not allow the vessel to move, or result in
should be monitored by all available means: weather, excessive or uneven loading being placed on
tide and current ranges and forecast, also traffic other moorings. The vessel must always maintain
movements. contact with the fenders.
All shipboard personnel must be at their duty stations Shipboard personnel must be instructed to keep
well in advance of commencement of arrival or clear of synthetic ropes under tension as they
departure of the vessel. give little or no warning prior to parting or
breaking off.
The Master should always be on the Bridge as
he has full responsibility for the accuracy and
sufficiency of actions taken.
The Chief Officer should be forward as he is

responsible for activities taking place in this area
of the vessel.
nd
The 2 Officer should be aft as he is responsible
for activities taking place in this area of the
vessel.
The Bosun should be forward and follow orders

given by the Chief Officer.
Positions may vary at the discretion of the Master

due to prevailing conditions.

All activities must be carried out in compliance with Winch controls must never be left unattended,
the supervising Officer’s direct orders. especially when running.
The supervising Officer must: Winch controls must never be lashed ON or

weighted thereby preventing the correct operation
• ensure communications with the Bridge are of the safeguard from springing back to OFF
continuously maintained, when released.
• check with the Bridge before sending the first lines Nobody must ever be allowed to stand on
and before making any lines fast, machinery to get a better view.
• keep the Bridge informed of distances off the quay Nobody must ever be allowed to stand on the
and obstructions and other moored ships, lighters bight of a line.
or floating objects,
Everyone must always stay well clear of lines
• advise the Bridge if there is any possibility that a under tension.
slack line may become entangled with the
propeller or thrusters, Lines on capstans must be slacked slowly in
order to avoid melting, fusing, and jumping back
• warn the Bridge if any lines become excessively risking injury to personnel.
tight,
Never use too many turns, three or four are
• ensure all personnel ashore and aboard are recommended for fibre ropes.
alerted and instructed to stand well clear when
heaving lines are being thrown, Wires must never be bent sharply, especially
around a lead, as this damages the wire and
• ensure lines are secured in accordance with weakens its strength.
Master’s orders,
A line must never be stopped from running by
grabbing or standing on it as this can result in
• remain at the mooring station with his full crew
severe injury and loss of limbs. If a line begins to
until he is dismissed by the Master.
run out of control ensure all personnel stand
clear. It’s better to lose a line than to lose a
seafarer
Safe Line Handling
Emergency situations
Flake out all mooring lines on the deck clear and
ready to send.
Occasionally unexpected changes of load can
cause brakes of mooring line drums to slip and
Have all necessary heaving lines, messengers, tails,
the vessel to be at risk of moving off the berth.
stoppers and rat guards available and ready for use
at the mooring station.
DO NOT RELEASE THE BRAKES AND
ATTEMPT TO HEAVE THE VESSEL BACK
Have sufficient crew available taking into account
ALONGSIDE USING THE POWER OF THE
number of lines being handled and mooring
WINCH ONLY.
equipment available.
Recommended action is as follows:
All crew should always wear leather palmed gloves to
protect their hands from snags, safety helmets and
safety shoes and have no loose clothing that could • if the brakes are in use tighten them, put the
become entangled in the winches or trapped by the winch into gear and leave on as many lines as
lines. possible,
• inform Senior Officers and seek extra crew
Crew must never stand too close to a drum as they assistance,
could be drawn in. • summon tug assistance if necessary,
• consider reducing the freeboard by ballasting.

It is important to stow ropes clear of paint, thinners, An up to date mooring arrangement diagram
cleaners and chemicals as these could seriously must be kept in the Mooring Equipment
weaken both synthetic and natural fibre ropes. Certificate File. This must indicate the position
each rope/wire/tail in use is deployed and its
Rope stores must also be well ventilated to avoid identification number.
excessive heat conditions etc.
Each rope/wire/tail must be tagged with this
Wires must be regularly lubricated and examined for identification number.
wear, stranding, kinks and excessively flattened
areas. They must be replaced if the number of broken Each certificate must be clearly marked with the
strands exceed 10% of the strands in any length identification number and the date the
equal to eight diameters, or if any other serious rope/wire/tail was put into use or that it is a spare.
defects are found.
These requirements are in addition to information
Particular attention must be paid to the eyes of recorded in Mooring Arrangement Logbook and
mooring wires. If there are more than three broken must be strictly followed.
wires in any strand, or five in any adjacent strands in
a length of wire 10 times the diameter, the damaged Up to date copies of the Mooring Arrangement
part must be removed and wire re-spliced. Logbooks must be e-mailed to S&Q Dept., every
3 months. In addition to this, on vessels with
Splicing of ropes is acceptable but reduces the electronic PMS they must also be posted under
strength of the rope by about 10%. Splices in eyes 'Chief Officer Inspections/Monitoring'. On vessels
and for repair should have a minimum of 5 tucks. without electronic PMS, a copy must also be e-
mailed to the Tech. Dept.
Tails should be replaced at least every 18 months
unless experience and/or inspection indicate a The need to have up to date hard copies on
shorter or longer period is warranted. The 18 month board must not change, these must be available
rd
period is based upon actual time in use on an for inspection by 3 parties.
average ship in average trade.
The Company supplies vessels with non toxic

biodegradable grease and special applicators for
greasing wires/tails etc.. These applicators must
always be used for greasing equipment subject to
immersion to ensure there is no over greasing. If for
any reason applicators cannot be used, any excess
grease must be removed.

Process to ensure power supplies are sufficient Hydraulic System for remotely operated
and adequately protected for anchoring/mooring Valves for Mooring Winches
operations.
The function test of alarms, levels and adequate
quantity of hydraulic oil must be confirmed prior to
The Chief Engineer and Chief Officer are jointly use. As far as practicable, the level should be
responsible for: monitored at different ship’s trim, as it will
correspondingly vary.
• inspection/maintenance of the mooring winches
and anchor windlass equipment and machinery, Before every use, a no-load operation with open
before entering port and before the start of any Pressure-Return By-pass Valve for 10 min., is
mooring operation. The Chief Engineer must recommended, to purge air from the system to
prepare and maintain equipment manuals, prevent vibration.
including critical components and the procedures
for their Emergency operation. During Hydraulic System Operations
When hydraulic system pumps are working and it

• ensuring the power supply to ship’s mooring becomes necessary to pick up slack, the Officer
winches and/or anchor windlass is sufficient and on Duty must refer to a posted notice in the CCR
capable to operate at maximum load that indicates normal pressure required.
performance allowed by manufactures. They
must ensure the date of the last brake holding If ever sufficient power is not available the Chief
test for all winches are within the period Officer must be advised and he will ensure
recommended in PMS and Company procedures. necessary hydraulic pump adjustments are made.
Hydraulic Oil Power System Where the power supply is a single hydraulic
motor, alternatives must be available (spare
Perform a Hydraulic Power Pack- running test: motor, cross connection forward and aft).
Mooring system Remote Controls to be checked and
verified for safe operation.
Sufficient supply on Electrical systems must
be verified by indicators on electrical panels.
Hydraulic Oil System for Mooring Winches
The hydraulic oil expansion tank and storage tank

must be full and all associated pressure, temperature
and low level/pressure indicators and alarms in good
operating condition.
Depending on weather conditions and ambient

temperatures, the hydraulic system must be started
before any mooring/anchoring operation, in order for
the system's oil to rise to the proper working
temperature and pressure, as recommended by
manufacturers.
The level and temperature of the hydraulic oil should

be regularly monitored during mooring operations.

PART 2 At the end of his watch the OOW must make an

entry in the Deck/Engine Logbook as evidence
DECK & ENGINE WATCHKEEPING IN PORT Company Standing Procedures were followed.
The Master, in liaison with the Chief Engineer, must For further information on this subject see STCW
decide the composition and duration of the watch, - Section A - VIII, Part 4
taking into account any security measures required
and having considered the following:
• likely hood of stowaways, refugees, thieves etc.,
• special operations dictated by weather, confined

or shallow water, emergency conditions and
pollution prevention,
• International, National and Local Rules &

Regulations.
• the need for an Officer to accompany cargo

surveyors/inspectors at all times when they are
working on tanks.
COMPANY STANDING ORDERS FOR DECK AND

ENGINE WATCH IN PORT
The DPA, in liaison with the Managing Director, Chief

Technical Officer, shoreside heads of department,
Masters and Chief Engineers, has established:
Company Standing Orders for Deck and Engine

Watch Officers in Port. (See Section 4 for sample
copies )
"Company Standing Orders for Deck Watch - in

Port" (including take over)
"Company Standing Orders for Engine Watch - in

Port" (including take over)
The Company’s Standing Orders are posted on the

Bridge and in the Engine Room for easy reference
and these must be read, fully understood and signed
by relevant newly embarked Officers before taking up
their duties.
These standing orders include procedures to be

followed when taking over a watch in port. The OOW
must also refer to the Master’s and Chief Engineer's
Standing Orders respectively and any special
instructions in the Bridge Order Books, which must be
signed before he takes over the watch.

PART 3 VISITORS & SUPERNUMERARIES

A Supernumerary Declaration must be signed
by all supernumeraries before the vessel sails
Access to the vessel must be strictly controlled and and after they have been instructed on
visitors must be restricted to the following persons: procedures to be followed in the case of an
emergency situation and other relevant safety
Terminal Representatives regulations.
Shoreside Personnel
Surveyors/Inspectors Details of supernumeraries must be recorded on
Agents Crew Lists
Technicians/Repair Gangs sub-contracted by the
Company to work aboard the vessel
Suppliers making deliveries
WARNING NOTICES
Adult members of seafarers’ families may visit a
vessel in port or at anchor with permission of the Notices containing the following warnings should
Master and written authorisation from the Crew be posted near the gangway on berthing or near
Manager. the accommodation ladder when the vessel is at
anchor.
Visitors’ attention must be drawn to Safety NO NAKED LIGHTS

Warning Notices particularly those listed in NO SMOKING NO LIGHTERS
following paragraph. MOBILE PHONES AND OTHER NON
INTRINSICALLY SAFE EQUIPMENT TO BE
SWITCHED OFF
All procedures detailed in the Ship's Security Plan NO UNAUTHORISED PERSONS
must be followed.
A Back Aboard Notice must also be posted at the
gangway informing the crew of the time the
Master has ordered shore leave to expire.
When shore technicians/repair gangs are sub-
contracted by the Company to perform work aboard a
vessel the Master must ensure work to be carried out
is discussed at a tool box meeting together with team
leader/technician and appropriate officers and crew,
that hazards are identified and barriers/controls are
agreed to eliminate or lower identified hazards to a
tolerable level.
Details of the job must be recorded on a Daily Work

Plan, barriers/controls listed and the plan must be
signed by the Master and team leader/technician
before work begins. This procedure must be repeated
for all jobs to be performed by the technician/repair
gang.

All bunker operations should be planned and
carried out very carefully. Pollution caused when
PART 4 BUNKERING OPERATIONS heavy fuel oil is spilt is particularly damaging and
difficult to clean up.
The Chief Engineer, in liaison with the Master, must
ensure bunkers and lubricants are sufficient to meet
operational requirements at all times. Unless In order to ensure all necessary measures are
otherwise instructed to be more than below, the taken for bunkering operations to be carried out it
Company’s policy for safe margin bunkers is as a safe and efficient manner, the Company
follows: requires the following:
3 days for coastal trading

5 days for ocean crossings Before bunker operations the Master and Chief
Engineer must carry out a risk assessment that is
Daily entries showing remaining bunkers and to be forwarded to shore risk assessment team
lubricants must be made in the E/R Log Book. for review and approval for operation to take
place.
The Master must inform the Fleet Operator of his

bunker requirements giving ample time for A Bunker Operation Checklist is also used to
arrangements to be made. In turn the Fleet Operator ensure all necessary actions are taken for safe
must inform the Bunkering Department and ensure operation. (See Section 4)
they arrange supplies meeting all the requirements of
MARPOL, Annex VI, relating to fuel oil quality.
Risk assessments and checklists must be
completed for each bunker operation and
The Bunkering Department must order through maintained aboard the vessel for reference
"Registered Suppliers" and it must be arranged that purposes. (see Section 3)
the vessel receives written confirmation of this for
filing onboard for inspection purposes.
Personnel involved in the bunker operation
should not be given any other tasks and must
In order to comply with MARPOL Annex VI remain at their workstations during topping off.
requirements for prevention of pollution by air This is particularly important when bunkers are
emissions, fuel must not contain any inorganic acids being loaded concurrent with cargo operations,
or added deleterious material and must not have a so that conflicts of interest for operational
sulphur content of more than the regulation in force personnel are avoided.
for International, SECA and ECA areas as
appropriate. This must be clearly stated on bunkering
delivery notes/receipts that must also state the Although residual fuel and gas oil normally has a
0
composition of the Fuel Oil/MGO etc. flashpoint above 60 C, it is often stored and
managed at temperatures close to, or even
For detailed air emission control procedures and above, its flashpoint. Attention must be given to
requirements please refer to your ship specific Air bunker delivery notes to ensure the flashpoint is
0
Emission Control Manual. always above 60 C.
Furthermore, high flashpoint fuels sometimes

It is important to remember that oil spillages and contain residual quantities of light components
leakages during bunker operations are a primary that slowly migrate into vapour spaces after
source of operational pollution from ships. Experience loading, so raising the flammability. Therefore it
has shown that many of the bunker overflows and must never be assumed that the vapour spaces
spillages that occur can be attributed to human error. in, and the emissions from, bunker tanks will
always be safe simply on account of a high
flashpoint.

Headspace Classification Hazard Reduction
The flammability of the headspace of residual fuel

oil tanks should be monitored regularly.
All residual fuel oil tank headspaces should be
classified as “hazardous” and suitable precautions Should a measured value in excess of
taken. Electrical equipment within the space must recommended levels be detected (IMO
meet the appropriate safety standards. Resolution A.565 (14) refers to a level in excess
of 50% LFL), action should be taken to reduce
the vapour concentration by purging the
Headspace Flammability headspace with low pressure air. Gases should
be vented to a safe area with no ignition sources
Traditionally, gas detectors such as explosimeters in the vicinity of the outlet. On completion of
have been used to check enclosed spaces are gas venting, gas concentrations within the tank should
free and are entirely suited to this purpose. They continue to be monitored and further venting
have also been used to measure “flammability” of undertaken if necessary.
headspaces in terms of percentage of the lower
flammability limit (LFL). Such detectors rely on a
calibration carried out normally on a single When residual fuel oil is carried as cargo on
hydrocarbon, such as methane, which may have LFL board tankers fitted with inert gas, it is
characteristics that are far removed from the recommended the inert gas is utilised and the
hydrocarbons actually present in the headspace. headspace maintained in an inert condition.
When using an explosimeter to assess the degree of

hazard in non-inerted residual fuel oil tank Filling and Venting
headspaces, it is recommended the instrument is
calibrated with a pentane/air or hexane/air mixture. When tanks are being filled, tank headspace gas
This will result in a more conservative estimate of the will be displaced through vent pipes. Particular
flammability but the readings should still not be care should be taken to ensure that flame
regarded as providing a precise measurement of the screens/traps are in good condition and that there
vapour space condition. are no ignition sources in the area immediately
surrounding the venting system.
When taking measurements, the instrument

manufacturer’s operating instructions should be When filling empty or near empty tanks, the
closely followed and the instrument’s calibration heating coils should be shut down and cool. Fuel
should be frequently checked as oxidation catalyst oil contacting hot, exposed heating coils could
detectors (pellistors) are likely to be susceptible to possibly lead to a flammable atmosphere being
poisoning when exposed to residual fuel oil vapours. rapidly generated.
In view of the problems associated with obtaining

accurate measurements of the flammability of Storage and Handling Temperatures
residual fuel tank headspaces using readily available
portable equipment, the measured % LFL only When carried as fuel, temperatures of the
broadly ranks fuels in terms of relative hazard. Care residual fuel oil in the fuel system should conform
should therefore be exercised in interpretation of the to relevant codes of practice at all times and
figures obtained by such gas detectors. excessive local heating should be avoided.

Storage Compatibility & Consumption Ullaging and Sampling
Two heavy fuels with diverse compositions (for All operations should be conducted such as to
example, one an atmospheric heavy fuel from take due care to avoid the hazards associated
paraffinic crude, and the other from a relatively with static electrical charges.
severe visbreaker operation), can be incompatible
with each other.
Sampling
When storing fuel the potential for compatibility
problems between two different heavy fuels should Vessels are provided with "sampling tools" for
be kept in mind. taking samples at the vessel's manifolds by
dripping method.
Compatibility of the received bunkers cannot be
checked on board therefore it is necessary to pay Samples that have not been drawn and sealed in
attention to this prior to receiving any type of bunker, the presence of the responsible ship’s officer
HFO/LSHFO or Marine D.O or MGO. must never be accepted.
Never accept to sign any sample labels in

Commingling (Mixing) advance, only when sample bottles have been
secured.
DO NOT commingle (mix) 2 defferrent grades of
bunkers. The only legal samples are those drawn and
sealed in the presence of the supplier’s staff and
the responsible ship’s officer.
If a compatibility check is not possible (one
component unavailable), the decision must be made Four (4) samples are to be taken at the receiving
by the office and specific instructions provided. ships’ bunker manifold and must be drawn
continuously throughout the whole bunker
delivery time. Samples must be taken by
Generally a reduced amount of one grade of fuel to a approved MARPOL drip sampling methods.
minimum, before adding the second grade, maybe There are three samplers to choose from:
acceptable but the reduced amount must not exceed
10% and in all cases permission from the office and 1) manual valve-setting continuous-drip sampler
special instructions is needed.
2) time-proportional automatic sampler
Note: Generally fuels of the same viscosity grade 3) flow-proportional automatic sampler
with similar densities will be compatible.
On completion of the bunkering process the
samples must be sealed and signed by the fuel
suppliers representative and the officer in charge
of the bunker operation. The sample bottle labels
Consumption after Bunkering must contain the following information as a
minimum:
DO NOT use the quantity of received bunkers
before analysis results from the laboratory have • Location and sampling method
been obtained, unless contact with the office has • Bunkering date
been made, permision granted and specific • Name of bunker tanker/barge and bunker
instructions obtained. installation
• Name and IMO number of receiving ship
• Names and signatures of supplier’s
representative and ship’s representative
• Seal identification
• Bunker grade

One of these samples is to be labeled the MARPOL Other samples may be taken for commercial
Sample and this is not to be used for any commercial purposes but they are not relevant to MARPOL
reason or dispute. It must be kept under the vessel’s requirements.
control until the Bunkers are completely consumed
but in any case for a time period of not less than 12
months from the time of delivery. One (1) of the remaining three (3) samples is to
be kept onboard, one (1) to be delivered to
supplier’s representative and one (1) sent to the
It is recommended the MARPOL sample be stored in Laboratory for testing.
a safe and sheltered storage location outside the
ship’s accommodation.
The Chief Engineer must ensure sealed samples
are kept on board until the Bunkers are
The Company's Bunker Sample Records form (SOM substantially consumed but in any case for a
04-07-00) is to be used for easy tracking and control period not less than 12 months from time of
of the samples. delivery. MEPC 96(47).
Important note: Bunker samples to be disposed of in appropriate

fuel tanks for consumption. The empty sample
Copy of Bunker Delivery Note, any other supporting containers must then be thoroughly washed with
bunker documents and the Landed Ashore form for very hot water (without detergent) and washing
bunker samples, must be sent to the office by e-mail water to be disposed of in Engine Bilge Holding
on completion of Bunker Operation. Tank. Clean containers to be placed with other
garbage, as appropriate.
If at any time the authorities require the handover of
the MARPOL sample, the Master must ensure this is
recorded in the Deck Logbook. Delivery Notes/Receipts and the Company
Bunker Sample Records form must be retained
These logbook entries must contain the following: onboard for a minimum of three years.
• Date, time and port where the MARPOL sample

was given to authorities
• Seal number of respective sample
• Name, address and contact details of receiver
• Reason for hand over of the MARPOL sample
Ideally the receiver should sign a receipt for the

MARPOL sample.
If at any time authorities draw their own samples from

the vessel’s fuel tanks, the Master must also ensure
this is recorded in the Deck Logbook. These records
should contain the same information as mentioned
above.

The Importance of Bunker Delivery Notes

1) Name and IMO number of receiving ship.
In the past there have been reports of distillate fuels 2) Bunkering port
being supplied without Bunker Delivery Notes. If a
Bunker Delivery Note is not provided we cannot 3) Name, address, and telephone number of
proceed against a supplier of a poor quality fuel. The marine fuel supplier
only protection is Marpol Annex VI Regulation 18.
4) Product name.
Every Bunker Delivery Note must carry the notation: 5) Quantity in metric tons.
“This fuel complies with Regulation 14(1) and 6) Density and Flash point at 15 degree Celsius
Regulation 18(1) of Marpol Annex VI”.
7) Sulphur content (%m/m)
Marpol Annex VI Regulation 18.3 states: 8) Declaration signed and certified by fuel oil
supplier’s representative that fuel oil supplied
“For each ship subject to regulations 5 and 6 of this conforms with regulation 14 and 18 of Annex
Annex, details of fuel oil for combustion purposes VI. Mandatory requirements of MARPOL
delivered to and used on board shall be recorded by Annex VI cannot be waived off even by
means of a Bunker Delivery Note which shall contain mutual agreement between fuel buyer and
at least the information specified in appendix V to this fuel seller”.
Annex.”
Marpol Annex VI Regulation 18.4 states: Marpol Annex VI Regulation 18.6 states:
“The bunker delivery note shall be kept on board the “The bunker delivery note shall be accompanied
ship in such a place as to be readily available for by a representative sample of the fuel oil
inspection at all reasonable times. It shall be retained delivered.
for a period of three years after the fuel oil has been
delivered on board.”
If a Bunker Delivery Note does not conform to
above requirements, the office must be
Marpol Annex VI Regulation 18.5 states: notified before commencement of bunker
operation.
“As per MARPOL 73/78 Annex VI regulation 18, after
completion of bunkering, details of fuel oil for
combustion purposes delivered to and used on board
shall be recorded by means of Bunker delivery note Disputes
which will include the following:
If bunker quantities and/or quality are in dispute
the delivery notes/receipts must be endorsed
accordingly and the reason clearly stated. The
receipt must be signed “under protest” only.
The Fleet Operator must be immediately informed

of any disputes.
Delivery notes/receipts must never be signed

until the operation has been completed and
samples received.

Using Additives in Bunkers HYDROGEN SULPHIDE HAZARDS
Laboratory analysis testing was carried out in Greece

to determine the ideal dosage needed to be added to Suppliers may provide bunker fuels containing
HFO-LHFO bunker tanks in connection with TSP high H2S concentrations without advice being
(Total Sed, Pot., % m/m), found in laboratory results passed to the ship beforehand. Ship’s personnel
each time vessels received bunkers. should always be alert to the possible presence
of H2S in bunker fuel and be prepared to take
For the testing 2 different fuel oil additives ADERCO suitable precautions if experienced. See next
2050 and PRI-SOLV were used. Both products are page for more details on hazards of H2S.
organic, non-petroleum sludge dispersants capable of
reducing sludge precipitation from heavy marine fuels Before loading bunkers, the ship should
in a range of 35-to-90 percent. communicate with the supplier to ascertain
whether the fuel to be loaded is likely to have any
PRI-SOLV is a fuel oil additive similar to ADERCO H2S content. The design of bunker tank vents
but is much cheaper. and their location makes managing the exposure
to personnel more difficult, as closed loading and
The laboratory analysis revealed both additives must venting cannot usually be implemented.
only be used in cases where the TSP (Total Sed,
Pot., % m/m) is higher than 0.06 %.
If bunkering with fuel containing H2S above the
Analysis results also revealed in case TSP is below TLV-TWA cannot be avoided, procedures should
0.06% no observable further reduction of TSP be in place to monitor and control personnel
appeared. access to exposure areas.
Subsequently, the best dosages found for both PRI-

SOLV or ADERCO, is 1 litter for each 20 MT of fuel Ventilation to lower the concentration of vapour in
but only if TSP (Total Sed, Pot., % m/m) is higher the ullage space and in specific areas where
than 0.06 %. vapours may accumulate should be carried out as
soon as practical.
Please note: as as per International standards, The transfer, heating and agitation of the fuel
maximum permissible limits of TSP on HFO/LSFO is within a tank may cause the concentration to
0.10 %. reappear, although the tank may have been
previously ventilated to reduce the concentration
Based on our 2 year statistics taken from all vessels to an acceptable level.
in our fleet, it was found there are only some ports in
the world where the TSP is above 0.04% and up to
0.06% but mostly it was below 0.04%. Periodic monitoring of the concentration of H2S
should be continued until the bunker tank is
Fuel Additives must be added to bunker tanks refilled with a fuel not containing H2S.
only after receiving the Fuel Oil analysis results
from the office and in cases where the TSP (Total
Sed, Pot., % m/m) is higher than 0.04 %. This
mean that with 0.041% you must add additives.
The additive must be added to each Fuel Oil Tank

only through the sounding pipe by using air blow for
better spreading.
The ideal dosage has been found to be 1 litre for

each 20 MTs of HFO, for both PRI-SOLV and
ADERCO.

The following precautions must be taken when The permissible exposure limit (PEL) of H2S
handling hydrogen sulphide content bunkers: expressed as a Time Weighted Average (TWA) is
5 ppm. The effects of the gas at concentration in
air is excess of the TWA are:
Regular checks must be made for vapour
concentrations on deck and in the pumproom to
ensure levels are not being exceeded Concentration Effects
0.1 - 0.50 ppm First detectable by smell

Only personnel directly involved with cargo
operations must be allowed on the main deck and 10 ppm May cause some nausea,
pumproom minimal eye irritation
Personnel likely to be exposed to H2S, must use 25 ppm Eye and respiratory tract
personal monitoring instruments which will irritation. Strong odour
quickly identify if they are being exposed to high
levels of H2S vapour. 50 - 100 ppm Sense of smell starts to
breakdown. Prolonged
exposure to concentration at
Maximum pumproom ventilation must be 100 ppm induces a gradual
maintained increase in the severity of these
symptoms and death may occur
after 4 - 48 hours exposure
Many crude oils come out of the well with high levels
of H2S but this level is usually reduced by a 150 ppm Loss of sense of smell in 2-5
stabilization process before the crude oil is delivered minutes
to the vessel. However, the amount of stabilization
may be temporarily reduced at times. Thus a tanker 350 ppm Could be fatal after 30 minutes
may receive a cargo with a Hydrogen Sulphide inhalation
content higher than usual. In addition, some crude
oils are never stabilized and always contain a high 700 ppm Rapidly induces
Hydrogen Sulphide level. unconsciousness (few minutes)
and death. Causes seizures,
loss of control of bowel and
Hydrogen Sulphide can also be encountered in other bladder. Breathing will stop and
cargoes such as naphtha, fuel oil, bitumen and gas death will result if not rescued
oils. properly
700+ ppm Immediately fatal
Note:
Persons over exposed to H2S vapour should

be removed to clean air as soon as possible.
The adverse effects of H2S can be reversed

and the probability of saving the person's life
improved if prompt action is taken.

PART 5 SAFETY & FIRE PRECAUTIONS Extra apparatus such as adapters for hose
couplings and foam making appliances must
always be available and the assembling of any
5.1 SAFETY/FIRE PATROLS additional apparatus considered necessary must
not be left till there is an outbreak of fire. Any fire
When the vessel is in Port or at Anchor, the Deck appliance removed for repair or recharging must
Officers on Watch must ensure regular safety and fire immediately be replaced by a similar appliance.
patrols are made on Deck, in the Galley and other The possibility of the vessel’s power supply failing
Accommodation areas and in Engine Room spaces. or disconnecting must be taken into
consideration.
These must be carried out between the hours of
1800 and 0800 hrs by the A/B going off watch and in Foam nozzles must be ready for use. Portable
accordance with Company instructions that are Fire Extinguishers, preferably the dry chemical
posted on the Bridge. These patrols may be carried type, must be in place near the vessel's
out as part of a security patrol as appropriate. manifolds.
During the patrols the A/B must also check the Tanker Terminals require the provision of "Fire
following (as a minimum): Wires" or "Towing Off Wires". These are mooring
wires hung over the off-berth side of the ship to
moorings, enable tugs to pull the ship away from the pier
manifolds - for leaks and security of connections, without the assistance of crewmembers in case of
the pump room (tanker and OBO vessels) a serious fire or explosion.
water around the vessel to check for any possible
pollution Unless the Terminal specifically advises to the
gas evolution contrary, fire wires should be positioned both on
the off-shore bow and quarter of the ship. At a
The OOWs must ensure persons making the patrols buoy mooring, fire wires should be positioned on
understand what they must look for and how they the side opposite to the hose string.
should report any identified safety or fire hazards.
There are various methods for rigging fire wires.
Some Terminals may require a particular method
to be used and the ship should be advised
5.2 PORT & PUBLIC FIRE BRIGADES accordingly. If no specific requirements are given
the rigging must be as detailed in the publication
Ship to shore means of communication must be "Mooring Equipment Guidelines" Section 3,
established to ensure the quickest possible contact Paragraph 3.11.
with Port/Public Fire Brigade is possible at all times.
Fire Wires do not apply for Bulk Carriers
A Safety/Fire Plan must be placed at the point of
access to the vessel together with a crew list and a 5.4 NO-SMOKING REGULATIONS
copy of the Cargo/Ballast Plan. Any local regulations
regarding fire fighting equipment readiness, Smoking regulations in port and at anchor are the
positioning and availability must be complied with. same as those applied during cargo operations.
For detailed information see the Cargo/Ballast
Operations Manual (CBO).
5.5 MACHINERY AVAILABILITY

5.3 FIRE FIGHTING APPLIANCES
While a tanker is berthed or anchored at a
Water supplies of adequate pressure must be terminal its boilers, main engines, steering gear
immediately available on board at all times, whether and other machinery essential for manoeuvring
from the vessels’ Main Fire Pump or from the should maintained on stand-by to enable the
International Shore Connection. vessel to move away at short notice.
The same applies to Bulk Carriers if required by

local authorities or if bad weather is expected.
Section 2 Part 5 Revision No: 0 Revision Date: 0 Page 1of 1

PART 6 When Vessel is handling Dangerous Cargoes
SMALL CRAFT ALONGSIDE  have small craft crew been briefed on nature
of ship's cargo and safety measures they
These procedures do not apply to bunker barges as must strictly observe on open deck, i.e.,
such operations are covered by specific checklists
and safety measures. - no smoking,
- no hot/cold work subject to open
flame/sparks,
Before arrival at a port the Master must ask local - no use of mobile phones, pagers or any
agent, terminal what the plan is for small craft and other electronic device that may generate
barges coming along side during ship’s stay at port / a source of ignition,
terminal and obtain details and VHF working - no naked lights,
channels. - cooking appliance regulations,
Any information provided by the Company on  if engine exhaust gas pipes are fitted with
expected small craft, unknown to the Agent, must be spark arrestors,
passed to the Agent with a request for details and  if above pipes are fitted on a funnel or go
VHF working channels. direct to water or close to water line, to kill
sparks by water turbulence and bubbles
The Master must come in contact with small craft
Skippers and make all appropriate arrangements and The Company has established a "Permit for Small
information exchanges. Alongside" that must be completed at each port of
call when small craft are expected alongside. This
Master must provide Skipper with minimum permit includes details of small craft and other
information as follows: important information and provides Deck Watch
Officers with reminders of the safety and security
 nature of cargo and safety precautions, steps that must be taken to protect the vessel and
 ship’s side available for him to double bank, her crew. (see Section 4 for sample copy)
location (e.g. Fwd, Middle, Aft).
 Crane ready to heaving up or discharge the Before and during the period small craft are
goods, alongside, waves and swell must be taken into
 VHF working channel to be established/agreed, consideration and permission denied/operation
 ships will get ready heaving lines and additional suspended, if conditions make the operation
messenger in case they are needed, unsafe.
 ship will make ready safe access equipment,
 ship's emergency signals and procedures in case Sea force 3 and 2m swell is considered to be high
an emergency onboard, for small craft and in such conditions the transfer
operation should be re-assessed by Master and
Master must obtain following information: Skipper.
 reason why is coming alongside, nature of It is preferable for small craft to come alongside in
packages to be embarked - pallets, provisions in daylight to have natural light for working and to
nets, gas cylinders, description to be clear for avoid the use of flashlights/torches.
ship to make ready devices for safe embarkation
of goods etc.,
 who has arranged these services, company All mobile phones, pagers etc., to be left in side
name to be provided, the small craft accommodation and/or ship’s
 if ropes from small craft will be given to ship to Ship's Office.
make fast to ship’s bollards / rails,
OOW should remain observant as to craft crew
 if has appropriate fenders, (rubber, wooden or
wearing appropriate PPE, and call the Skipper in
other appropriate material) to avoid sparks when
case of omission.
coming in contact with ship’s hull,
 how long expected to remain along side
Section 2 Part 6 Revision No: 01 Revision Date: 05/08/2020 Page 1 of 1

SECTION 3 Records generated by Port Procedures

(All records are located on vessels)
Daily record of remaining Engine Logbook Until Logbook completed 3 years vessel
Bunkers/Lubricants archives then
destroy
Bunker Delivery Notes & Receipts Bunker Receipt File At least 3 years Destroy
together with details of any
disputes
Evidence risk assessment was Vessel: Entry in Engine Logbook Until Logbook completed 3 years in vessel
carried out for bunker ops., and archives then
Company procedures & Standing destroy
Orders for Bunker Operations
were followed Vessel: Bunker Operations Checklist File At least 1 year Destroy
Vessel: Risk Assessment File As above As above
Office: Risk Assessment File At least 2 years S&Q Archives for

3 years – destroy
Evidence Deck & Engineering

Officers have read and understood Familiarisation Checklists See HRM Manual -------
Company Standing Orders related
to this Chapter
Deck Logbook to
Evidence OOWs followed Deck Entry in Deck Logbook Until Deck Logbook Operations Dept
Company Standing Orders when completed - to vessel's Archives
taking over and during watch in archives for 3 years
port Engine Logbook
Engine Entry in E/R Log Book Engine Logbook as above as above
Evidence OOWs read special Deck Signature in Bridge Order Book Until books are completed Destroy
instructions in Night/Bridge Order and new ones have been in
Books before taking over a watch Engine Signature in Chief Engineer’ use for at least 3 months
Night Order Book
Port Entry Checklists Port Entry Checklist File 1 year Destroy
Supernumerary Declarations Supernumerary Declaration File At least 6 months Destroy
Permits for Small Craft Alongside CCR or Ship's Office At least 3 previous ports of Destroy
call as evidence of
compliance

COMPANY STANDING ORDERS FOR DECK WATCH OFFICERS IN PORT
These are standard procedures laid down by the • ensure fire main system is only used for cooling
Company for Deck Watch Officers. They must always winches/windlasses if absolutely necessary, due to
be followed together with any additional requirements prevailing high temperatures. Discharges from fire
laid down in the Master’s Standing Orders and/or main systems in port for emergency, testing and
Bridge Order Book. inspection purposes are permitted but should be
limited as much as possible,
DURING HIS WATCH THE OOW MUST:

• in an emergency situation that threatens the safety
of the vessel, raise the alarm, inform the Master,
• inspect the vessel at appropriate intervals paying take all possible measures to prevent any damage
special attention to: to the vessel, its cargo, persons aboard and the
environment and if necessary, request assistance
- the condition and securing of gangways, anchor from the shore authorities or neighbouring ships,
chain and moorings especially at the turn of a
tide and in berths with a large rise and fall, and
where necessary ensuring measures are taken to • be aware of the vessel’s stability conditions so that
ensure they remain in good working order, in the event of a fire the shore fire fighting authority
can be advised of the approximate quantity of water
- the draft, underkeel clearance and the general that can be pumped on board without endangering
state of the vessel, to avoid dangerous listing or the vessel,
trim during cargo or ballast operations,
- weather and sea condition, • offer assistance to vessels or persons in distress,
- observance of all regulations concerning safety

and fire protection, • take necessary precautions to prevent accidents or
damage when propellers are to be turned,
- the water level in bilges and tanks,
- all person aboard and their location, especially • enter important events in relevant Log Books.
those in remote or enclosed spaces,
- the exhibition of sounding of lights and signals, • ensure the A/B going off watch carries out a
as appropriate, Safety/Fire Patrol between 1800 and 0800 hours,
in accordance with instructions that are posted on
- monitoring water around and behind the vessel the Bridge and make an entry in the Deck
for visible sheens, dust, chemicals, abnormal Logbook.
discoloration or foaming and other indicators of
pollutants originating from the vessel,
- follow all security instructions detailed in Master's At the end of each watch the OOW being relieved and
Standing Orders and/or Bridge Order Book, the OOW taking over must both sign an entry in the
especially when vessel is in high risk areas. Deck Logbook stating Company Standing Orders were
followed.
• take necessary measures to protect the vessel,
persons aboard and cargo in bad weather or on
receiving a storm warning,
• take every precaution to prevent pollution of the

environment by the vessel,
• ensure no deck washdowns take place when vessel

is in port,
Page 1 of 2
COMPANY STANDING ORDERS FOR DECK WATCH OFFICERS IN PORT
TAKING OVER A WATCH IN PORT
The OOW ending his watch must first satisfy himself The relieving OOW must verify the following before he
that the relieving Officer is fit for duty and having done takes over the Watch:
so, inform him of the following:
• depth of water at anchorage/berth, vessel’s draft, • the securing of moorings and anchor chain is
level and time of high and low waters, securing of adequate,
moorings, arrangement of anchors and scope of
anchor chain, the state of main engines and their
availability for use in an emergency, • appropriate signals or lights are being properly
exhibited or sounded,
• all work in progress and/or to be performed aboard

the vessel, the nature, amount and disposition of • safety measures and fire protection regulations are
cargo loaded or remaining and any residue on being maintained,
board after unloading the vessel,
• the nature of cargo being loaded or discharged and

• level of water in bilges and ballast tanks, action that must be taken in the event of a fire or
spillage,
• number of crew required to be aboard, details of • no external condition or circumstance is

those ashore and the presence of any other endangering the vessel and that the vessel is not
person(s) on board, endangering others,
• present manning status of machinery spaces.

• the state of fire fighting appliances,
• any special port regulations,
• Master’s Standing Orders and any special

instructions in the Bridge Order Book which must
be signed,
• lines of communication available between the ship

and shore personnel, including port authorities, in
the event of an emergency occurring or assistance
being required,
• any other important factors in relation to the safety

of the vessel, its crew, cargo and the environment
and the action to be taken in the case of a fire or
any spillage,
Page 2 of 2
COMPANY STANDING ORDERS FOR ENGINE WATCH IN PORT
These are standard procedures laid down by the • ensure important events affecting operations or the
Company for Engine Watch Officers. They must adjustment or repair of machinery and equipment
always be followed together with any additional are recorded in the E/R Log Book,
requirements detailed in the Chief Engineer's
Standing Orders and/or Night Order Book. • raise the alarm in an emergency or when he feels a
situation demands it and take all possible measures
to prevent damage to the vessel, persons aboard
During an Engine Room Watch the OOW must: and cargo,
• observe all orders, special operating procedures

and regulations concerning hazardous conditions At the end of his watch the OOW must make an entry
in all areas in his charge, in the E/R Log Book as evidence these standing orders
were followed.
• monitor instrumentation, control systems and
power supplies in operation,
At an unsheltered anchorage the Chief Engineer must
• monitor the state of the bilges, consult with the Master whether or not to maintain the
same engineering watch as when underway.
• make frequent rounds of inspection to determine
possible equipment malfunction or failure,
When the vessel is at anchor in an open roadstead or
• ensure procedures necessary to prevent violation any other virtually ‘at sea’ condition, the OOW must
of the pollution regulations of the local authorities ensure:
are followed,
• ensure necessary precautions are taken to • an efficient engineering watch is kept,

prevent accidents or damage to machinery and
equipment in his areas of responsibility, • periodic inspections is made of all operating and
standby machinery,
• be aware of the deck officer’s needs in relation to
equipment required in loading or discharging of • main and auxiliary machinery is maintained in a
cargo and additional requirements of ballast and state of readiness in accordance with orders from
other vessel stability control systems, the Bridge,
• ensure cargo pumps are continually checked

during operation i.e, • measures are taken to protect the environment from
pollution by the vessel and that applicable pollution
- oil level prevention regulations are complied with
- unusual noise or vibration

• all damage control and fire fighting systems are in
- mechanical seals for signs of leakage readiness.
- bearing and casing temperatures
At the end of each watch the OOW being relieved and

the OOW taking over must both sign an entry in the
Engine Logbook stating Company Standing Orders
were followed.
Page 1 of 2
COMPANY STANDING ORDERS FOR ENGINE WATCH IN PORT
TAKING OVER AN ENGINE WATCH IN PORT
The OOW must first satisfy himself that the relieving • lines of communication available between the
Officer is fit for duty and dressed appropriately and vessel and shore personnel, including port
having done so, inform him of the following: authorities, in the event of an emergency occurring
or assistance being required,
• standing orders and any special instructions • any other important facts related to the safety of the
related to the vessel operations, maintenance and vessel, its crew, cargo and the environment and the
repairs, procedures for notifying appropriate authorities of
any pollution resulting from engineering activities.
• nature of all work being performed on machinery

and equipment, personnel/persons involved and
potential hazards,
Before taking over the watch the relieving OOW must
satisfy himself that members of his watch team are fit
• level and condition of any water or resides in for duty and suitably clothed and that he:
bilges, ballast tanks, slop tanks, sewage, reserve
tanks and special requirements for the use or
disposal of their contents, • is familiar with existing and potential sources of
power, heat and lighting and their distribution,
• any special requirements related to sanitary

system disposals, • knows availability and condition of the vessel’s fuel,
lubricants and all water supplies,
• condition and state of readiness of portable fire

extinguishing equipment and fixed fire • is ready to prepare the vessel and its machinery for
extinguishing installations and fire detection stand-by or emergency conditions as required
systems,
• is sure all appropriate entries have been made in

• any port regulations related to vessel effluents, the E/R Log Book.
fire-fighting requirements and vessel’s readiness,
particularly during potential bad weather
conditions,
Page 2 of 2
COMPANY STANDING ORDERS FOR BUNKER OPERATIONS
Throughout the duration of bunkering operations

The Master is ultimately responsible for all bunkering operations and is
jointly liable with the Chief Engineer in the event of prosecution for any The Chief Engineer must ensure:
spillage.
• bunker manifolds are attended at all times and persons attending
The Chief Engineer is responsible for personally supervising bunkering are wearing personal detectors to identify the presence of H2S in
operations and for ensuring the following standing orders are followed. At the atmosphere,
the end of each operation an entry must be made in the E/R Log Book
stating bunkering was carried out in accordance with Company Standing • bunker hoses and connections are regularly checked for leakage,
Orders.
• pressure is relieved on tanks being topped up either by slowing
Planning bunkering operations
down the rate or by controlled opening up of the next tank(s) to
be loaded,
The Chief Engineer must:
• ample warning is given to Terminal/Barge during final stage of
• plan the operation and decide on quantities to be safely received in
last tank and before final notification for stopping the flow.
each tank,
• Closing down against incoming bunkers is strictly forbidden
• arrange for a sufficient number of suitably qualified, experienced
unless the Terminal/Barge Master has been informed of the need
personnel to be on duty.
and they have stopped the operation,
• loaded tanks are closed and finishing ullage is maintained while

Prior to commencement of bunkering operation:
other tanks are being loaded with ample space being left for
expansion.
The Chief Engineer must:
• ample space is left in last tank loaded to allow for draining of
• measure exact ROB in each tank in the presence of any attending
hoses and relief of air locks in the system,
Surveyor or bunker company representative and agree quantities in
accordance with the vessel’s Bunker Tank Capacity Book,
• samples have been drawn, sealed and labelled from the delivery
point by the supplier and in the presence of a responsible Officer.
• agree with the Terminal Representative on final quantity to be
received and the rate of bunkering,
• if an electrical storm occurs during bunkering the operation must
be immediately stopped and tank openings and valves must be
• if delivery is to be made by barge, establish from which tanks he will
closed.
receive bunkers and, if possible, measure quantity in said tanks,
On completion of bunkering operation:
• agree communication system between ship/shore (barge) and
procedures for emergency shut down,
The Chief Engineer must ensure:
• agree topping off and valve closing procedures,
• fuel line and tank filling valves are securely closed,
• ensure dry absorbent materials (sawdust etc.) and anti pollution
• quantities in tanks are measured, ROB quantities are deducted
equipment is readily available,
and actual amount received is calculated,
• ensure scuppers are closed,
• hoses are drained before disconnecting and blank flanged as
soon as they have been disconnected,
• ensure bunker hoses are properly fitted, tight and fully bolted,
• bunker manifolds are blank flanged as soon as hoses are
• ensure drip trays are in position below connections and air vents, disconnected.
• ensure bunker tank air vent pipes are open in order to ensure Signing Delivery Receipts
displaced atmosphere can escape freely,
The Chief Engineer must never sign delivery receipts until the
• ensure bunker system valves and connections not in use are closed operation has been completed and amounts received have been
and blanked, calculated and found to comply with those stated on the receipt.
If there are any discrepancies the tanks must be measured again in
• ensure piping system is lined up correctly and designated tank the presence of the Surveyor or bunkering company representative.
valves are open, These receipts must be endorsed accordingly clearly stating the
reason and signed “under protest” only. The same applies if the Chief
• note reading on the Positive Displacement Meter. Engineer has any doubt as to the quality of bunkers received.
The Operations Manager must be immediately informed of any
discrepancies.
Page 1 of 1
BUNKER OPERATION CHECKLIST
(To be completed by Engineer in charge of the operation)
LOCATION: DATE:
VESSEL: BARGE/BERTH:
MASTER: MASTER/REPRESENTATIVE:
NAME/RANK ENGINEER IN CHARGE OF THE OPERATION:
BUNKERS TO BE TRANSFERRED
GRADE TONNES Volume at Loading Loading Temp. Slow Transfer & Maximum Transfer Maximum Line
Temp. Topping Off Rate Rate Pressure
HSFO
LSFO
HSFO GAS OIL
LSFO GAS OIL
HSFO DIESEL OIL
LSFO DIESEL OIL
LUB OIL IN BULK
Time needed by Barge/ Terminal to Stop Operation:
BUNKER TANKS TO BE LOADED (COMPLETE IN THE SEQUENCE OF THE PLANNED OPERATION)
TANK ID GRADE Volume of Tank @ Vol. of Oil in Tank Available Volume Volume to be Total Volumes by
xx% before Loading Loaded Grades
THE BELOW MENTIONED PERSONS, WHO HAVE RECEIVED THE NECESSARY REFRESHER TRAINING ON SAFE BUNKER OPERATIONS AS
PER COMPANY POLICY, HAVE BEEN ASSIGNED DUTIES AS FOLLOWS:
RANK NAME ASSIGNED DUTIES
After planning and completion of above info, this page to be sent to Operator for review, together with TRA for Bunker Operation
Page 1 of 4
CODES A = Any agreements/procedures must be noted in the remarks column of the checklist which must be signed by both parties.
R = This code indicates items to be re-checked at intervals not exceeding those stated in the remarks column.
CHECKS PRIOR TO BERTHING WITH BARGE Ship Barge Code Remarks

The barge has obtained the necessary permission to go
alongside receiving vessel.
The fenders have been checked, are in good order and there is R
no possibility of metal to metal contact
Adequate electrical insulating means are in place in the barge
to ship connection
All bunker hoses are in good condition and are appropriate for
the service intended
CHECKS BEFORE BUNKER TRANSFER Ship Barge Code Remarks
Delivery Note(s) clearly state bunkers do not contain more than
the ordered sulphur content and “Sampling Tools" suitable for
taking samples at ship's manifolds with dripping method are
provided
The barge is securely moored R
There is a safe means of access between the ship and barge R
Primary System: VHF/UHF Ch..........
Effective communications have been established between A R
responsible officers Backup System: VHF/UHF Ch..........
EMERGENCY STOP SIGNAL...........

There is an effective watch on board the barge and the ship
receiving bunkers
Fire hoses and fire fighting equipment on board the barge and
ship are ready for immediate use
High & High High level alarms for bunker tanks have been
tested (if applicable)
All scuppers are effectively plugged. Temporarily removed
scupper plugs will be monitored at all times. Sampling
R
equipment is in place and drip trays are in position on decks
around connections and bunker tank vents
Initial line up has been checked and unused bunker
connections are blanked and fully bolted
The transfer hose is properly rigged and fully bolted and
secured to manifolds on ship and barge
Overboard valves connected to the cargo system (where
applicable), engine room bilges and bunker lines are closed
and sealed
All cargo and bunker tank hatch lids are closed
Agreement has been reached on frequency of monitoring A R Monitoring intervals not to exceed ......................... minutes
Bunker tank contents until commencement of TOPPING OFF at which time
manual soundings must be continually taken
There is a supply of oil spill clean up material readily available
for immediate use (including spill pump)
The main radio transmitter aerials are earthed and radars are
switched off
Fixed VHF/UHF transceivers and AIS equipment are on low
power mode or switched off
Smoking rooms have been identified and smoking restrictions A R Designated Smoking Rooms
are being observed Ship: .......................
Barge: ........................
Naked lights and mobile phone regulations are being observed R
All external doors and ports in the accommodation are closed R
Page 2 of 4
Material Safety Data Sheets (MSDS) for bunker transfer have

been exchanged where requested
Hazards associated with toxic substances in bunkers being H2S Content...................................
handled have been identified and understood
Benzene Content ....................................
Initial entries have been made in the Oil Record Book (Part 1)
and engine and ship's logbooks
OOW has been informed operations is about to commence
DECLARATION (to be signed by both parties)
We have checked, where appropriate, jointly, the items on the checklist in accordance with the instructions and have satisfied ourselves that
the entries we have made are correct to the best of our knowledge.
We have also made arrangements to carry out repetitive checks as necessary and agreed that those items coded 'R' in the checklist must be
re-checked at intervals not exceeding ........... minutes.
Company policy requires repeated checks to be conducted as required by prevailing circumstances but never exceeding two hourly intervals.
It to our knowledge the status of any item should change we will immediately inform the other party.
FOR THE SHIP FOR THE BARGE/TERMINAL

Name Name
Rank Position
Signature Signature
Date Time Date Time
R RECORD OF REPEATED CHECKS

The times of repeated checks must be entered below and signed off by the responsible persons each time they are carried out.
DATE: DATE:
TIME Signature for ship Signature for shore TIME Signature for ship Signature for shore
RECORD OF TOTAL QUANTITIES BUNKERED

QUANTITIES BUNKERED F.O. BARGE/TERMINAL FIGURES: SHIP FIGURES:
D.O. BARGE/TERMINAL FIGURES: SHIP FIGURES:
SEE OVERLEAF FOR VERY IMPORTANT REMINDERS
Page 3 of 4
IMPORTANT REMINDERS
COMMENCE BUNKERING AT SLOW RATE (AS PER COMPANY POLICY BELOW) AND UNTIL IT HAS BEEN POSITIVELY ESTABLISHED BUNKERS
ARE FLOWING INTO CORRECT TANK
BUNKER MANIFOLDS TO BE ATTENDED AT ALL TIMES & HOSES, CONNECTIONS & OFFSHORE MANIFOLD CHECKED FOR LEAKAGE
REGULAR CHECKS OVERSIDE FOR ANY TRACE OF OIL IN THE WATER AND CORRECT POSITION OF FENDERS
REGULAR CHECKS TO ENSURE VAPOURS ARE BEING RELEASED FROM APPROPRIATE TANK AIR VENT
PERSONNEL INVOLVED IN BUNKERING OPERATION TO WEAR PERSONAL DETECTORS TO IDENTIFY ANY TRACE OF H2S IN ATMOSPHERE
DO NOT ALLOW PERSONNEL ASSIGNED BUNKER OPERATION DUTIES TO BE ASSIGNED ANY OTHER TASKS
WHEN CHANGING OVER TANKS, CHECK VALVES TO NEXT TANK ARE FREE AND READY TO OPEN. CARRY OUT THE CHANGE OVER
SMOOTHLY WITHOUT CREATING ANY BACK PRESSURE ON THE LINE -- NEVER SHUT A VALVE AGAINST THE FLOW OF OIL
PRESSURE IS RELIEVED FROM TANKS BEING TOPPED UP BY CONTROLLED OPENING OF THE NEXT TANK TO BE LOADED
ENSURE SUFFICIENT ULLAGE SPACE IS LEFT IN EACH TANK AFTER COMPLETION OF BUNKERING - AS PER BELOW COMPANY POLICY
AMPLE SPACE MUST BE LEFT IN LAST TANK LOADED TO ALLOW FOR DRAINING OF HOSES AND RELEASE OF AIR LOCKS IN THE SYSTEM
AMPLE WARNING MUST BE GIVEN TO BARGE/TERMINAL DURING FINAL STAGE OF LAST TANK AND BEFORE FINAL STOPPING OF FLOW
IF AN ELECTRICAL STORM OCCURS DURING BUNKERING THE OPERATION MUST BE IMMEDIATELY STOPPED AND TANK OPENINGS AND
VALVES MUST BE CLOSED
BEFORE SIGNING BUNKER DELIVERY RECEIPTS, QUANTITIES IN TANKS MUST BE MEASURED, ROB QUANTITIES DEDUCTED AND ACTUAL
AMOUNT RECEIVED CALCULATED.
BUNKER DELIVERY NOTE TO BE SIGNED BY CHIEF ENGINEER AND COUNTERSIGNED BY MASTER AND BUNKER SUPPLY REPRESENTATIVE
THE CHIEF ENGINEER MUST NEVER SIGN A DELIVERY RECEIPT UNTIL SAMPLES HAVE BEEN RECEIVED, THE OPERATION HAS BEEN
COMPLETED AND AMOUNTS RECEIVED HAVE BEEN CALCULATED AND FOUND TO COMPLY WITH THOSE STATED ON THE RECEIPT.
IF THERE ARE ANY DISCREPANCIES THE TANKS MUST BE MEASURED AGAIN IN THE PRESENCE OF THE SURVEYOR OR BUNKER SUPPLY
REPRESENTATIVE. THESE RECEIPTS MUST BE ENDORSED ACCORDINGLY CLEARLY STATING THE REASON AND SIGNED "UNDER
PROTEST" ONLY. THE SAME APPLIES IF THE CHIEF ENGINEER HAS ANY DOUBT AS TO THE QUALITY OF BUNKERS RECEIVED.
THE FLEET OPERATOR MUST BE IMMEDIATELY NOTIFIED OF ANY DISCREPANCIES.
HOSES MUST BE DRAINED BEFORE DISCONNECTING AND BLANK FLANGED AS SOON AS THEY HAVE BEEN DISCONNECTED AND BEFORE
THEY ARE PASSED OVERSIDE.
BUNKER LINES TO BE BLOWN WITH AIR AFTER EACH AND EVERY OPERATION, ESPECIALLY IMPORTANT IN COLD AREAS
ON COMPLETION OF OPERATION FINAL ENTRIES TO BE MADE IN OIL RECORD BOOK, ENGINE & DECK LOGBOOKS & BUNKER SAMPLE
RECORDS FORM
COMPANY POLICIES FOR BUNKER OPERATIONS

3
(i) Tanks with maximum capacity under 500m to be filled to no more than 92% and tanks with maximum capacity
3
500 m and over to be filled to no more than 95%
3
(ii) Slow loading rate for topping off to commence when 85% of tank capacity is reached in tanks under 500m
3
capacity and 90% in tanks with capacity of 500 m and over
(iii) Continuous manual soundings must be taken for duration of topping off
0
(iv) Maximum bunker temperature allowed to be taken on board Company vessels is 60 C
Page 4 of 4
SUPERNUMERARY DECLARATION
To the Master and Owners of:
VESSEL: ……..…………………………………………………………………………………………………..……..
(print name of vessel)
in consideration of your allowing me,
……………………..……………………………………………………………….……………….……….…….…….…
(print name of Supernumerary)
to make a voyage on the vessel
from: ………..……….……….……….……….......... to: ………………………….…….…………………

(print name of Supernumerary's port of embarkation) (print name of Supernumerary's port of disembarkation)
TO BE READ AND UNDERSTOOD BY SUPERNUMERARY PRIOR TO SIGNING DECLARATION
I hereby declare that before signing this declaration I received instructions and have fully understood the
following:
• what I must do in the case of an emergency,
• the location and use of my personal lifesaving equipment,
• safety and security regulations,
• requirements of the Company’s Safety & Environmental Protection Policy, Drug & Alcohol Policy and
Smoking Policy, Cyber Security Policy.
I hereby agree to follow the above regulations and requirements during my time aboard the vessel.
……………………………………………………..……….. ……………………………………
Supernumerary's Signature Date
Shore contact person, address, telephone etc.,
…………………………………………………………………………………………………………………………………………………..
…………………………………………………………………………………………………………………………………………………..
........................................................................................................................................................................................................
PERMIT FOR SMALL CRAFT ALONGSIDE

(To be posted in Ship's Office for duration of stay at anchorage/alongside)
Vessel: Port: Date(s):
No. Names of small craft VHF channel(s) to be used Date/Time expected alongside Position to come alongside Reason for coming alongside
Master's Name & Signature ________________________________________________
Page 1 of 2
PERMIT FOR SMALL CRAFT ALONGSIDE

(To be posted in Ship's Office for duration of stay at anchorage/alongside)
IMPORTANT REMINDERS
The following information must be exchanged between the Master of Additional reminders:
the vessel and the Skipper of the small craft, before coming
alongside: Skipper and crew of small craft must be briefed on nature of ship's
cargo and safety measures they must strictly observe on open deck,
 VHF working channel to be established/agreed, i.e.,
 nature of vessel's cargo and safety precautions to be in place,
 reason why small craft is coming alongside, nature of packages - no hot/cold work subject to open flame/sparks,
to be embarked - pallets, provisions in nets, gas cylinders, the - no naked lights,
description to be clear for vessel to make ready devices for
same embarkation,
 who has arranged service to be provided,
 vessel’s side available for craft to double bank, location All mobile phones, pagers etc., to be left in side the small craft
(Fwd/Mid/Aft). accommodation and/or Ship's Office.
 vessel's crane ready to heave up or discharge the goods,
 need for vessel to get ready heaving lines and additional
messenger in case they are needed,
 if ropes from small craft will be given to vessel to make fast the
vessel's bollards/rails
 if small craft has appropriate fenders (rubber or wooden or
other appropriate material), to avoid sparks/damage when
coming in contact with vessel's hull,
 vessel will make ready safe access equipment,
 vessel's emergency signals and procedures in case an
emergency onboard,
 ETA and length of time expected to remain alongside.
Before and during the period small craft are alongside, waves and
swell must be taken into consideration and permission
denied/operation suspended, if conditions make the operation
unsafe.
Sea force 3 and 2m swell is considered to be high for small craft and
in such conditions the transfer operation should be re-assessed by
Master and Skipper.
It is preferable for small craft to come alongside in daylight to have

natural light for working.
OOW should remain continuously observant as to actions of craft

crew, the use of appropriate PPE and to call the Skipper in case of
omission.
Unauthorized small craft
When an unauthorized/unknown small craft is identified approaching a vessel, the person sighting it must immediately advise the OOW.
The OOW must first try to come in contact with the craft via port VHF working channel and channel 16 but if he fails the Chief Officer,
Master, Terminal / Ship Stevedores Foreman /port authority must be informed. The situation must be assessed and it must be decided if
loading/discharging operations should be ceased.
Page 2 of 2
Capital-Executive Ship Management Corp. BUNKER SAMPLE RECORDS SOM 04-07-00
VESSEL: IMO NO.
Bunker Delivery
Bunker Bunker Sulphur Supplier's Port MARPOL Lab Test Supplier's Vessel's MARPOL MARPOL
Bunker Stored in Bunker Note as per MARPOL Sample
Operation Operation Content Quantity (MT) Bunker Port Supplier Authority Reg. Sample Seal Sample Seal Sample Seal Sample Seal Sample Sample passed
No. Product/Grade Tank No. MARPOL Disposal Method
Date (% m/m) No. No. No. No. No. Disposal Date to Authorities
Annex VI
MGO AEGEAN Mixed with

01 12/12/12 HSFO 380 2.46 1489.975 STOR. TK AMSTERDAM BUNKERING (GIB) 673328282 YES 4440303 4440304 4440305 4440306 12/12/12 Bunkers NO
This record does not replace the record of bunker operations that must be entered in Oil Record Book Part 1, as required by MARPOL Annex I.
For more detailed information on Bunker sampling procedures please see SOM Manual, Chapter 4, Section 2, Part 4
If authorities require the handover of the MARPOL Sample, the Officer in charge must make an entry in the Deck Logbook. Details of info to be entered can be found in SOM Manual, Chapter 4, Section 2, Part 4
Chief Engineer / Name & Signature Master / Name & Signature
Up to date copy of this form to be filed together with Bunker Receipts for a period of not less than three years
CHAPTER 5 SHIP POSITION & VOYAGE PERFORMANCE REPORTING PROCEDURES
CHAPTER 5
SHIP POSITION & VOYAGE PERFORMANCE REPORTING PROCEDURES
CONTENTS:
SECTION 2 Position & Performance Reporting Procedures
2.1 Tanker Vessels & OBO Vessels Trading Wet Cargoes

2.2 Bulk Carriers & OBO Vessels Trading Dry Cargoes
2.3 Performance Reports
SECTION 3 Control of Records generated by these procedures
SECTION 4 Sample copies of Forms/Checklists used in association with these procedures

SECTION 1
INTRODUCTION, RESPONSIBILITIES & AUTHORITY The Master is responsible for ensuring all
information required for position reporting and
performance data is forwarded to the Fleet
The purpose of these procedures is to ensure the Operator at the specified time intervals.
Company is continually aware of vessels' positions
and performance to enable close monitoring of
bunker consumption and speed performance against The Chief Engineer is responsible for providing
charter criteria. This data is also used to assist with all necessary information for the Master to make
preventive maintenance and forward planning. full reports to the Fleet Operator.
The Master has overriding authority regarding the The Fleet Operators are responsible for:
asking for assistance and taking steps and • reviewing all incoming reports and
issuing orders he feels are necessary to protect maintaining these on file both electronically
human life, the environment and the vessel, even and in hard copy.
• ensuring all data received from the vessels
is easily available for Technical and other
Department personnel at any given time.
Sample copies of Forms etc., mentioned in this
Chapter are shown in Section 4. These samples
are for reference purposes only and must never
be removed from the manual for use or
COPIES OF THE INFORMATION REQUIRED
FOR POSITION REPORTING IS SHOWN IN
SECTION 2 OF THIS CHAPTER AS WELL AS
IN VESSELS' CARGO/BALLAST OPERATIONS
MANUALS

2.2 SHIP POSITION REPORTING NOON REPORTS (Daily when vessel is at sea)
In order to maintain sufficient communication Date 2301

between the vessel and shoreside management, the Lat./Long/Course 1208N/10218E/272
following written communications must be sent by Steaming Time/Average Speed 2400/1221
Average RPM / Slip (+/-) 110.7 / -12
the vessel, as applicable, and with content and Distance Run/Distance to Go 715/1209
format shown below unless otherwise instructed. Wind Direction /Sea Condition NW7/Moderate
M/E HSFO/HSGO Consumption MT
Please use open language, there is no need to use M/E LSFO/LSGO Consumption MT
"old fashioned" coding. M/E HSCO Consumption ltrs
M/E LSCO Consumption ltrs
The below requested information is the MINIMUM M/E SO Consumption ltrs
required. D/G HSFO/HSGO Consumption MT
D/G LSFO/LSGO Consumption MT
When describing events/activities do not hesitate to D/G SO Consumption ltrs
add lines and report whatever you believe is FW Production (tons) 10
necessary and important. ROB HSFO/HSGO (tons) 1312 / 102
ROB LSFO/LSGO (tons) 100 / 60
If the vessel has 2 - 3 cargoes, stoppages, loads ROB HSCO (ltrs) 500
less cargo due to unavailability or has any delays ROB LSCO (ltrs) 500
due to berth breakdowns etc., please report. ROB SO (ltrs) 1000
ROB Generator Oil (ltrs) 300
Any Protest Letter given or received must be ROB Water (tons) 122
Next Port Antwerp
reported.
ETA 0204/1700 LT
All figures should be as accurate as possible.
END OF SEA PASSAGE (E.S.P.) REPORTS
If a vessel is calling at an intermediate port for any
reason please give ETA for this port as well as Arrival Singapore
destination port. Date/Time of Arrival 0204/1745 LT
Steaming Time/Average Speed 2348/1211
Please note on noon reports vessels are required to Average Voyage Speed 1258
report C/O & S/O consumption for main engine and Average RPM / Slip (+/-) 110.7 / -12
diesel generator. This coding refers to cylinder oil Average Voyage RPM / Slip 111.3 / -8
and service (crankcase) oil. Distance Run/Total Distance 715 / 2512
Wind Direction /Sea Condition NW7/Moderate
In order to maintain sufficient communication ROB HSFO/HSGO (tons) 1312 / 102
between the vessel, Charterers and the Vessel ROB LSFO/LSGO (tons) 100 / 60
Water ROB (tons) 122
Operator, the following written communications
Arrival Draft (F/M/A) 10.22/10.23/10.25
must be sent by the vessel, as applicable, and with Water Salinity 1025
content and format described hereunder, unless
otherwise instructed.
NOTICES OF READINESS (Telex, Fax, E-mail to
This information is also included in CBO Manual. be sent immediately on arrival at end of sea
passage, as per voyage orders and with a copy to
Dates and times to be written as follows: the Fleet Operator) See sample copy of Notice of
Readiness in CBO Manual.
Date 0412 = 4th December
Time 1730LT = 1730hrs Local Time E.S.P TO ANCHORAGE REPORTS
(To be sent on arrival at Anchorage)
Pilot Boarded 1211/1815 LT

Anchor Dropped 1311/0120 LT
Distance E.S.P. to Anchorage 71
ROB HSFO/HSGO (tons) 1312 / 102
Pilot Disembarked 1311/0130 LT
Section 2 Revision No: 01 Revision Date: 05/08/2020 Page 1 of 3

E.S.P. TO BERTH REPORTS BERTH TO ANCHORAGE REPORTS

(On arrival at Berth from end of sea passage) (On arrival at Anchorage from Berth)
Pilot Boarded 1505/1815 LT Reason for Anchorage Stores/Spares

First Rope Ashore 1605/0120 LT Cargo Operation Completed 1704/0500 LT
All Fast 1605/0310 LT Pilot Boarded 1704/0600 LT
Pilot Disembarked 1605/0315 LT Last Rope on Board 1704/0620 LT
Cargo Hold Inspections Completed 1605/0430 LT Anchor Dropped 1704/0835 LT
Cargo Operation Commenced 1605/0500 LT Pilot Disembarked 1704/0845 LT
Distance E.S.P. to Berth 71 Distance from Berth to Anchorage 25
ROB HSFO/HSGO (tons) 1312 / 102 ROB HSFO/HSGO (tons) 1312 / 102
ROB LSFO/LSGO (tons) 100 / 60 ROB LSFO/LSGO (tons) 100 / 60
Water ROB 122 Water ROB 95
ANCHORAGE TO BERTH REPORTS SAILING REPORTS

(To be sent at start of sea passage from Berth or from
(On arrival at Berth from Anchorage)
Anchorage)
Anchor Up 2310/1850 LT Pilot Boarded 0304/0040 LT
First Rope Ashore 2410/0120 LT Last Rope On Board / Anchor up 0304/0120 LT
All fast 2410/0250 LT Distance Berth/Anchorage to S.S.P. 23
Pilot Disembarked 2410/0320 LT Pilot Disembarked 0304/0210 LT
Cargo Hold Inspections Completed 2410/0415 LT Full Away 0304/0320
Cargo Operation Commenced 2410/0445 LT Distance to Next Port 1315
Distance Anchorage to Berth 71 ETA Next Port 0704/0700
Sailing Draft (F/M/A) 06.70/07.15/08.95
Water Salinity 1025
BERTH TO BERTH REPORTS Cargo type(s)/Quantity Loaded/Discharged Iron Ore/37.500MT
(On arrival at 2nd Berth)
Received at Berth/Anchorage
Last Rope on Board 3107/2350 LT HSFO/HSGO (tons) 1312 / 102
First Rope Ashore 0108/0200 LT LSFO/LSGO (tons) 100 / 60
All fast 0108/0220 LT HSCO (ltrs) 600
Pilot Disembarked 0108/0225 LT LSCO (ltrs) 600
Cargo Operation Resumed 0108/0350 LT SO (ltrs) 1200
Distance from Berth to Berth 22 Generator Oil (ltrs) 400
ROB HSFO/HSGO (tons) 1312 / 102 Water (tons) 58
Cash to Master USD25000
Spares/Stores/Paints (specify DHL/AWB details)
Water ROB 150
Total amount invoices received provisions (currency)
rd
PORT REPORTS Surveys/3 Party Inspections/Audits
(Daily when vessel in port or at anchorage)
Brief ARRIVAL & SAILING Reports giving Date/Time and
Port Singapore Bunker ROBs to be sent for each non-cargo operation
Date / Time 1910/1200 LT port of call or Canal/Straits transit. See examples below
Vessel's Activity Discharging
Cargo ROB (at time of report) 20500 Port Suez
Balance Cargo to Load (L) Nil Date/Time of Arrival 2506/1900
Balance Cargo to Discharge (D) 5850 ROB HSFO/HSGO (tons) 1312 / 102
ROB HSFO/HSGO (tons) 1312 / 102 ROB LSFO/LSGO (tons) 100 / 60
ROB LSFO/LSGO (tons) 100 / 60 Date/Time Expected Clear 2606/1830
Water ROB 72
ETS (Date/Time) 1910/2300 LT Port Port Said
Date/Time Cleared 2606/1840
IMPORTANT NOTE: Port Reports to be send on a daily ROB HSFO/HSGO (tons) 1312 / 102
basis while vessels are in Dry Dock ROB LSFO/LSGO (tons) 100 / 60
Name/ETA Next Port Rotterdam/0507/1800

2.3 PERFORMANCE REPORTS
The Company has established a voyage abstract

report for all vessels. These reports are used by the
Operations Departments to monitor a vessel's
performance to ensure it meets a charterer's
criteria..
In addition to these reports the Technical

Department also require daily noon reporting on a
specially designed form to enable them to also
closely monitor vessels’ performance.
Performance Reports are also discussed at weekly

meetings of heads of department.
For sample copies please see Section 4 of this

Chapter.

2.2 SHIP POSITION REPORTING FOR BULK NOON REPORTS (Daily when vessel is at sea)
CARRIER VESSELS AND OBO VESSELS
Date 2301
TRADING DRY CARGOES
Lat./Long/Course 1208N/10218E/272
In order to maintain sufficient communication Average RPM / Slip (+/-) 110.7 / -12
between the vessel and shoreside management, Distance Run/Distance to Go 715/1209
the following written communications must be sent Wind Direction /Sea Condition NW7/Moderate
by the vessel, as applicable, and with content and M/E HSFO/HSGO Consumption MT
format shown below unless otherwise instructed. M/E LSFO/LSGO Consumption MT
M/E HSCO Consumption ltrs
Please use open language, there is no need to use M/E LSCO Consumption ltrs
"old fashioned" coding. M/E SO Consumption ltrs
D/G HSFO/HSGO Consumption MT
The below requested information is the MINIMUM D/G LSFO/LSGO Consumption MT
required. D/G SO Consumption ltrs
FW Production (tons) 10
When describing events/activities do not hesitate to ROB HSFO/HSGO (tons) 1312 / 102
add lines and report whatever you believe is ROB LSFO/LSGO (tons) 100 / 60
necessary and important. ROB HSCO (ltrs) 500
ROB LSCO (ltrs) 500
ROB SO (ltrs) 1000
If the vessel has 2 - 3 cargoes, stoppages, loads
ROB Generator Oil (ltrs) 300
less cargo due to unavailability or has any delays ROB Water (tons) 122
due to berth breakdowns etc., please report. Next Port Antwerp
ETA 0204/1700 LT
Any Protest Letter given or received must be
reported. END OF SEA PASSAGE (E.S.P.) REPORTS
All figures should be as accurate as possible. Arrival Singapore

Date/Time of Arrival 0204/1745 LT
If a vessel is calling at an intermediate port for any Average Voyage Speed 1258
reason please give ETA for this port as well as Average RPM / Slip (+/-) 110.7 / -12
destination port. Average Voyage RPM / Slip 111.3 / -8
Distance Run/Total Distance 715 / 2512
Please note on noon reports vessels are required to Wind Direction /Sea Condition NW7/Moderate
report C/O & S/O consumption for main engine and ROB HSFO/HSGO (tons) 1312 / 102
diesel generator. This coding refers to cylinder oil ROB LSFO/LSGO (tons) 100 / 60
and service (crankcase) oil. Water ROB (tons) 122
Arrival Draft (F/M/A) 10.22/10.23/10.25
In order to maintain sufficient communication Water Salinity 1025
ETB (Date/Time) 0304/0900 LT
between the vessel, Charterers and the Vessel
Operator, the following written communications
NOTICES OF READINESS (Telex, Fax, E-mail to
must be sent by the vessel, as applicable, and with
content and format described hereunder, unless be sent immediately on arrival at end of sea
otherwise instructed. passage, as per voyage orders and with a copy to
the Fleet Operator) See sample copy of Notice of
This information is also included in CBO Manual. Readiness in CBO Manual.
Dates and times to be written as follows: E.S.P TO ANCHORAGE REPORTS

(To be sent on arrival at Anchorage)
th
Date 0412 = 4 December Pilot Boarded 1211/1815 LT
Time 1730LT = 1730hrs Local Time Anchor Dropped 1311/0120 LT
Distance E.S.P. to Anchorage 71
Pilot Disembarked 1311/0130 LT
ETB (Date/Time) 1311/2010 LT

E.S.P. TO BERTH REPORTS BERTH TO ANCHORAGE REPORTS

(On arrival at Berth from end of sea passage) (On arrival at Anchorage from Berth)
Pilot Boarded 1505/1815 LT Reason for Anchorage Stores/Spares

First Rope Ashore 1605/0120 LT Cargo Operation Completed 1704/0500 LT
All Fast 1605/0310 LT Pilot Boarded 1704/0600 LT
Pilot Disembarked 1605/0315 LT Last Rope on Board 1704/0620 LT
Cargo Hold Inspections Completed 1605/0430 LT Anchor Dropped 1704/0835 LT
Cargo Operation Commenced 1605/0500 LT Pilot Disembarked 1704/0845 LT
Distance E.S.P. to Berth 71 Distance from Berth to Anchorage 25
ANCHORAGE TO BERTH REPORTS SAILING REPORTS

(To be sent at start of sea passage from Berth or from
(On arrival at Berth from Anchorage)
Anchorage)
Anchor Up 2310/1850 LT Pilot Boarded 0304/0040 LT
First Rope Ashore 2410/0120 LT Last Rope On Board / Anchor up 0304/0120 LT
All fast 2410/0250 LT Distance Berth/Anchorage to S.S.P. 23
Pilot Disembarked 2410/0320 LT Pilot Disembarked 0304/0210 LT
Cargo Hold Inspections Completed 2410/0415 LT Full Away 0304/0320
Cargo Operation Commenced 2410/0445 LT Distance to Next Port 1315
Distance Anchorage to Berth 71 ETA Next Port 0704/0700
Sailing Draft (F/M/A) 06.70/07.15/08.95
Water Salinity 1025
BERTH TO BERTH REPORTS Cargo type(s)/Quantity Loaded/Discharged Iron Ore/37.500MT
nd
(On arrival at 2 Berth)
Received at Berth/Anchorage
Last Rope on Board 3107/2350 LT HSFO/HSGO (tons) 1312 / 102
First Rope Ashore 0108/0200 LT LSFO/LSGO (tons) 100 / 60
All fast 0108/0220 LT HSCO (ltrs) 600
Pilot Disembarked 0108/0225 LT LSCO (ltrs) 600
Cargo Operation Resumed 0108/0350 LT SO (ltrs) 1200
Distance from Berth to Berth 22 Generator Oil (ltrs) 400
ROB HSFO/HSGO (tons) 1312 / 102 Water (tons) 58
ROB LSFO/LSGO (tons) 100 / 60 Cash to Master USD25000
Spares/Stores/Paints (specify DHL/AWB details)
Water ROB 150
Total amount invoices received provisions (currency)
rd
PORT REPORTS Surveys/3 Party Inspections/Audits
(Daily when vessel in port or at anchorage)
Brief ARRIVAL & SAILING Reports giving Date/Time and
Port Singapore Bunker ROBs to be sent for each non-cargo operation
Date / Time 1910/1200 LT port of call or Canal/Straits transit. See examples below
Vessel's Activity Discharging
Cargo ROB (at time of report) 20500 Port Suez
Balance Cargo to Load (L) Nil Date/Time of Arrival 2506/1900
Balance Cargo to Discharge (D) 5850 ROB HSFO/HSGO (tons) 1312 / 102
ROB HSFO/HSGO (tons) 1312 / 102 ROB LSFO/LSGO (tons) 100 / 60
ROB LSFO/LSGO (tons) 100 / 60 Date/Time Expected Clear 2606/1830
Water ROB 72
ETB (Date/Time) Port Port Said
ETS (Date/Time) 1910/2300 LT Date/Time Cleared 2606/1840
IMPORTANT NOTE: Port Reports to be send on a daily ROB LSFO/LSGO (tons) 100 / 60
basis while vessels are in Dry Dock Name/ETA Next Port Rotterdam/0507/1800

2.3 PERFORMANCE REPORTS
The Company has established a voyage abstract

report for all vessels. These reports are used by the
Operations Departments to monitor a vessel's
performance to ensure it meets a charterer's
criteria..
In addition to these reports the Technical

Department also require daily noon reporting on a
specially designed form to enable them to also
closely monitor vessels’ performance.
Performance Reports are also discussed at weekly

meetings of heads of department.
For sample copies please see Section 4 of this

Chapter.

SECTION 3 Records generated by Ship Position & Voyage Performance

Reporting Procedures
POSITION REPORTS Operations Dept: Voyage File Vessel & Operations Dept. Vessel & Operations
Dept.
Vessel: Voyage File For a minimum of 12 voyages
and/or at least 2 years Destroy
VOYAGE PERFORMANCE Operations Dept: Voyage File Vessel & Operations Dept. Vessel & Operations
ABSTRACTS Dept.
Vessel: Voyage File For a minimum of 12 voyages
and/or at least 2 years Destroy

Capital-Executive Ship Management Corp. VOYAGE PERFORMANCE ABSTRACT SOM: 05-01-00
(Important Note: Do not make any entries in boxes that do not apply to the vessel/voyage)
VESSEL : VOY. NO:
DEPARTURE PORT ARRIVAL PORT
PORT'S NAME ARRIVAL AT SEABUOY (S.B.E.) DEPARTURE AT SEABUOY (F.W.E.) PORT'S NAME ARRIVAL AT SEABUOY (S.B.E.)
Date : Date : LA SKHIRRA Date :
Time : Time : Time:
DATE NOON POSITION BEAUFORT SC. DAILY REPORT IN MODERATE WEATHER CONDITIONS DAILY REPORT IN ADVERSE WEATHER CONDITIONS AUX BOILER
WEATHER TRUE Not exceeding Beaufort Force 4 and/or Douglas Sea State 3 (A) Exceeding Beaufort Force 4 and/or Douglas Sea State 3 (B) HEATING
Day Month Latitude Longitude CONDITION COURSE Observed Steaming Average M/E & D/G CONS Observed Steaming Average M/E & D/G CONS INERTING
SEA WIND distance time speed Fuel M.D.O. distance time speed Fuel M.D.O. TIME / MTS
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
TOTALS 0.0 0.0 0.00 0.00 0.0 0.0 0.00 0.00 0.0 0.00
DAILY AVERAGE SPEED AND CONSUMPTIONS #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
REMARKS :
GRAND TOTALS (A) + (B) 0 0.00 0.00 0.00
GENERAL AVERAGE SPEED AND CONSUMPTIONS #DIV/0! #DIV/0! #DIV/0!
STOPS AT SEA SLOWDOWN and/or DEVIATIONS
Date Duration Bunkers Reason Date Duration Bunkers Reason
Hours IFO MGO Hours Miles IFO MGO
Total 0.0 0.00 0.00 Total 0.0 0.00 0.00 0.00

TIME AND FUEL REPORT
TIME F.O. MDO / GO TIME IFO MGO
Entering / Leaving Port At Sea Passage 0.0 0.00 0.00
Port Loading or discharging Sea Stop at Sea + Slow Down 0.0 0.00 0.00
of Repairing TOTAL SEA CONSUMPTION (D) 0.0 0.00 0.00
Depar- While at anchor / dock other than above Cargo heating/Inerting (E) 0.0 0.00 0.00
ture TOTAL PORT CONSUMPTION (C) 0.0 0.00 0.00 Tank Cleaning (F) 0.0 0.00 0.00
TOTAL ( C + D + E + F ) 0.0 0.00 0.00 Ship's clock changes: 0.0
On hand at end of last sea passage
Received at Port of departure
On hand at end of sea passage 0.00 0.00 Chief Engineer Master
Page 1 of 1
VESSEL:
DAILY TECH. NOON REPORT
DISTANCE.
E/R DAILY MILES M/E T/C
BALLAST=B (MILES) AV. M/E
ANCHOR / AT SEA UMS ETA NEXT WEATHER / SEA M/E AVERAGE F.W FW CONS.
DATE or LADEN=L SLIP SPEED LOAD
PORT / AT SEA HRS RUN PORT CONDITION. RPM EXH.GAS SCAV. PROD (LT/DAY)
TRIM in CM RUN TO GO SHIP ENGINE [KNOTS] INDIC. RPM
HRS TEMP. PRES.
Page 1 of 2
VESSEL:
DAILY TECH. NOON REPORT
H.S. L.S. SYS. GEN. FO/DO CONSUMPTIONS (MT/day) OIL CONSUMPTIONS (LT/day)
F.W H.S. FO L.S. FO H.S. DO L.S. DO
CYL.OI CYL.OI OIL OIL D/G IN LOAD
ROB ROB ROB ROB ROB FRAMO M/E LO M/E M/E
L ROB L ROB ROB ROB USE (Kw) M/E M/E M/E M/E BOILER
(TN) (MT) (MT) (MT) (MT) D/G FO D/G DO IGS DO P/PACK (Sump tk M/E LO CYL.OIL CYL.OIL D/G LO
(MT) (MT) (LT) (LT) H.S. FO L.S. FO H.S. DO L.S. DO FO
DO sounding) L.S. H.S.
Page 2 of 2
CHAPTER 6 OILY WASTE/ SEWAGE & OTHER POLLUTANT DISPOSAL PROCEDURES
CHAPTER 6
OILY WASTE/ SEWAGE & OTHER POLLUTANT DISPOSAL PROCEDURES
CONTENTS:
Part 1 Oily Waste Disposal
1.1 Handling Oily Mixtures
1.2 Handling Oil Sludges
1.3 Discharge Procedures
1.4 Reception Facilities
1.5 Oil Record Book
Part 2 Sewage / Graywater Disposal
Part 3 Other pollutant Precautions
SECTION 3 Control of Records generated by these procedures
There are no Company Forms/Checklists etc., used in association with these procedures

SECTION 1
INTRODUCTION, RESPONSIBILITIES & AUTHORITY The Master has the overall responsibility for
ensuring correct procedures are followed aboard
his vessel at all times and for requesting the use
The purpose of these procedures is to ensure the of reception facilities as and when required.
Company’s policy for environmental protection and
the requirements of International and National rules
and regulations are followed throughout the fleet. The Chief Officer and Chief Engineer are
responsible for ensuring personnel under their
supervision follow correct procedures for the
Procedures addressing the disposal of garbage are disposal of oily waste and sewage in relation to
detailed in the vessel’s GARBAGE MANAGEMENT their specific areas of responsibility.
PLAN Manual.
The Officer in charge of the discharging operation

Procedures detailing action to be taken in the case of is responsible for entering records of discharging
any form of oil/chemical pollution are detailed in the of oil and oily mixtures in the Oil Record Book
Company's Emergency Response (ERM) and and for ensuring the entry is countersigned by the
SOPEP/SMPEP/VRP Manuals etc. Master.
As an extra precaution against possible pollution,

Procedures detailing action to be taken in the case of it is Company policy to require overboard lines to
a near miss of any form of pollution are detailed in the be blanked at all times, except when ODME is in
Company's Safety Management System Manual use, in addition to checking same prior to each
(SMS). cargo operation.

issuing orders he feels are necessary to protect
The Master is the Designated Ship Security

Officer (SSO) aboard Company vessels. If at any
time there is a conflict between safety and
to those necessary to maintain the safety of
human beings and the environment.
Sample copies of Forms/Checklists/Company

Standing Orders etc., mentioned in this Chapter
removed from the manual for use or

SECTION 2 Oil sludges can be handled in two ways:
1) incinerated in approved incinerators or in a

PART 1 OILY WASTE DISPOSAL suitable boiler,
2) discharged to reception facilities through

OILY MIXTURES standard connections.
Oily mixtures are quantities of dirty water collected in In accordance with Regulation 17.3 of Annex 1
the Engine Room Bilges. of MARPOL 73/78, piping to and from Sludge
Tanks shall have no direct connection
overboard other than the standard discharge
Holding Tanks are used for the retention of these oily connection referred to in Regulation 19.
mixtures. Particulars of these tanks are recorded in
the IOPP Certificate Supplement.
This means there must be no interconnection
between the Sludge Tank and any Bilge Pump
with a direct overboard connection.
1.1 Handling Oily Mixtures
Oily mixtures can be handled two ways: The Sludge Tank must have a specially
designated pump for discharging tank contents to
the reception facilities. The pump must be of a
1) collection in the Holding Tank for subsequent suitable type with a capacity and discharge head
discharge to shore reception facilities through the appropriate for the characteristics of the liquid
standard connection. The collection of oily being pumped and the size and position of the
mixtures in the Holding Tank is carried out by a tank(s) and the overall discharge time. This pump
designated Bilge Pump or by an independent must have no interconnection with any other
pump used exclusively for this purpose, pump or tank.
2) separation of oily mixtures using oil filtering

equipment (15 ppm). The suction of the 1.3 Discharge Procedures
equipment’s integral pump is connected directly
to the Bilge Lines or to the Holding Tank. MARPOL, Annex 1, Regulation 15 clearly defines
the different waters and the related restrictions for
No oil, oily waste or machinery drainage is ever to be discharging oil or oily mixtures into the sea
pumped into Sewage Tanks through Oily Water Separators (15 ppm engine
waste) and Regulation 34 discharge through
1.2 Handling Oil Sludges ODME equipment (tanker cargo waste ).
Oil sludges are the result of:

Masters and Deck and Engine Officers must have
 purification of fuel and lubrication oil, a clear understanding of waters known as ‘special
areas’ and discharging procedures detailed in the
 drainage and leakage in machinery spaces, above publications.
 deterioration or contamination of exhausted lub

oil, hydraulic oil or other hydrocarbon based In order to allow quick and easy reference to
liquids making them unsuitable for use in regulations relevant to the Company’s vessels,
machinery. their trading and potential trading areas and the
equipment available aboard, detailed instructions
are shown on the following chart.
Sludge Tanks are used to collect oil sludges.
These instructions also cover VGP 3NM
requirements.

ENGINE BILGES (ALLVESSELS) PERMITTED - INSIDE & OUTSIDE SPECIAL AREAS WHEN:
 Vessel is proceeding en route (when in US waters a vessel must be at least 3 NM from

nearest land)
 The bilge water does not contain cargo pumproom bilges or cargo residues
 Oil Water Separator with automatic stopping device and alarm is in use
 The oil content of the effluent does not exceed 15 ppm
E/R STAFF MUST REQUEST PERMISSION FROM BRIDGE OOW BEFORE DISCHARGING
OF OILY MIXTURES THROUGH 15PPM COMMENCES
ENGINE BILGES NEVER PERMITTED - INSIDE OR OUTSIDE SPECIAL AREAS:

WITH CHEMICAL CONTENT
(ALL VESSELS) KEPT IN BILGE/HOLDING TANK - TO RECEPTION FACILITIES ONLY
ENGINE SLUDGES DISCHARGE OVERBOARD NEVER PERMITTED

(ALL VESSELS) INSIDE OR OUTSIDE SPECIAL AREAS
TO SLUDGE TANKS THEN RECEPTION FACILITIES

OR INCINERATION BUT NEVER IN PORT OR SECA AREAS (See AEC Manual Chapter 2, Part 6)

1.4 Reception Facilities If for any reason spaces (lines) have to be left
blank between entries, these must be clearly
The Chief Engineer must decide when to discharge crossed through. The same applies if a Masters
oil or oily mixtures to reception facilities, having taken needs to sign a page before it has been fully
into account the capacity of the Holding and Sludge completed.
Tanks and the daily amounts generated.
Oil Record Books must be retained aboard a
The delivery of oily waste directly from the bilge well vessel for at least 3 years. (See Section 3)
is only permitted when the vessel is undergoing
repairs. IMPORTANT REMINDERS:
Signed receipts must be obtained from the reception  Blanco must never be used in Oil Record
facilities and attached to the relevant page of the Oil Books - If a mistake is made it must be
Record Book. crossed through (not scribbled out) and re-
written correctly.
REPORTING NON EXISTENT / INADEQUATE  Receipts from Reception Facilities must be

RECEPTION FACILITIES kept in the Oil Record Book for quick and
easy reference by inspecting parties.
The Master must immediately report to the
Operations Manager if he is faced with a lack of or  Masters must NEVER countersign the Oil
inadequate reception facilities. Record Books until the page has been
completed or crossed through to the bottom.
When possible the Master should also bring the
alleged inadequacy to the attention of the Harbour  All tanks must be identified exactly as stated
Authorities. on the IOPP Certificate.
The Operations Manager will evaluate each report  When chemicals are used for tank cleaning
received and if in his opinion the allegation of FO tanks) the chemical concerned and
inadequate facilities is justified he must: amount used must be stated in the
appropriate Oil Record Book.
 take the matter up with the port and terminal  Whenever possible, ROB soundings should
concerned be taken when the vessel is on an even keel,
however, if weather conditions could effect
 inform the Flag Administration of the accurate measurements, an observation
inadequacy, using special forms when provided. referring to the weather is to be recorded in
ORB under Operational Letter Code “I”
1.5 Oil Record Book (General Guidance – Additional Voluntary
Recordings).
In order to comply with International/National rules  A seal shall be used to secure in closed
and regulations, vessels are obliged to maintain an position the draining cock of the sampling line
Oil Record Book (Part 1 - Machinery Space connected to the discharge line of the OWS.
Operations). The number of the seal shall be recorded in
the ORB under Operational Letter Code “I”.
The Chief Engineer/2nd Engineer are responsible for
ensuring entries in Oil Record Books are correct and  When draining cock is required to be opened
code(s) detailed therein are used properly. Each for maintenance and or sampling/draining
entry must be signed by the person in charge of the purposes, a record of the opening of this cock
operation and each page must always be is also to be made under Operational Letter
countersigned by the Master. Code “I”. For example; Draining cock of
Entries in ORB Part I must also be signed by the sampling line to OCM unsealed for
Chief Engineer. maintenance/and or sampling or draining,
while overboard OWS sea valve kept closed.

SECTION 2 or B)
• the ship has in operation an approved
PART 2 SEWAGE DISPOSAL sewage plant which has been certified by the
Administration and local regulations allow for
Sewage means: discharge of such treated sewage, and
• drainage and other wastes from any form of • test results of the plant are laid down in the
toilets, urinals and WC scuppers, ship's International Sewage Pollution
• drainage from medical premises (dispensary, sick Prevention Certificate (1973), and as
bay etc.) via wash basins, wash tubs and provided for in Resolution MEPC 2(VI).
scuppers located in such premises,
• drainage from spaces containing living animals, • the effluent does not produce visible floating
or solids in, nor cause discoloration of, the
surrounding water
• other waste waters when mixed with drainage
defined above.
or C)
• the ship is situated in the waters under the
Holding Tank means a tank used for the collection jurisdiction of a State and is discharging
and storage of sewage. sewage in accordance with less stringent
requirements as may be imposed by such
State.
Nearest Land. With the exception of Australia, see
Annex IV of MARPOL 73/78" Regulation 1, the term 2. When the sewage is mixed with wastes or
"from the nearest land" means from the baseline from waste water having different discharge
which the territorial sea of the territory in question is requirements, the more stringent
established in accordance with international law. requirements must be applied.
Discharge of sewage
It is very important to remember local
1. The discharge of sewage at sea is prohibited regulations may differ from above and
except when: therefore Masters should always obtain local
information and follow local requirements.
A) Even if all the MARPOL requirements are
fulfilled, local regulations may be stricter.
• the ship is discharging comminuted and
disinfected sewage using a system approved by
the Administration, at a distance of more than 3
nautical miles from the nearest land, For instance:
• sewage which is not comminuted or disinfected is

being discharged at a distance of more than 12 As of 1st January 2012 it is forbidden to
nautical miles from the nearest land, discharge treated or untreated sewage and
greywater in New York ports.
and, in both above cases, providing sewage that
has been stored in holding tanks is not The treated/untreated sewage and greywater is to
discharged instantaneously but at a moderate be collected in Holding Tanks until vessel has left
rate (as approved by the Administration), when port and the requirements for discharge of
the ship is en route and proceeding at 4 knots or sewage can be met, or discharged to shore
more; facilities.

California sewage discharge requirements, effective • If the vessel is entering the NDZ with sewage
th
from 28 March 2012, are as follows: in its Sewage Holding Tank(s), the vessel is
not allowed to discharge any sewage to sea
There is a no discharge zone (NDZ) for ocean going (treated or untreated) inside the NDZ.
vessels of 300 grt or more, with available Holding
Tank Capacity, or containing sewage generated while • Grey water discharge is not covered by these
vessel was outside of the marine waters of the state new local regulations.
of California.
Marine waters of the State of California are defined

as the territorial sea measured from the baseline, as
determined in accordance with the Convention on the EXCEPTIONS TO ALL RULES FOR SEWAGE
Territorial Sea and the Contiguous Zone, and DISPOSAL
extending seaward a distance of three miles and
including all enclosed bays and estuaries subject to The above regulations do not apply to:
tidal influences from the Oregon border to the
Mexican border. State marine waters extend three • the discharge of sewage from a ship
miles from State islands, including the Farallones and necessary for the purpose of securing the
the Northern and Southern Channel Islands. safety of a ship and those on board or saving
life at sea; or
To ensure compliance with these new local rules
Masters must familiarize themselves with below:
• the discharge of sewage resulting from
• Vessels without dedicated sewage holding damage to a ship or to equipment if all
tank(s) may enter Californian waters and reasonable precautions have been taken
discharge treated sewage from sewage treatment before and after the occurrence of the
system approved by Flag Administration as damage, for the purpose of preventing or
before. minimising the discharge.
• Vessels without sewage treatment system,

Important Notice: Direct overboard sewage line
but fitted with certified Sewage Holding
valves must be kept closed and locked with chain
Tank(s), are not allowed to discharge any
and padlock unless Chief Engineer has given
sewage to sea inside the NDZ, therefore all
instructions for it to be opened.
contents are to be discharged prior to entering
the NDZ, following MARPOL requirements.
A notice must be posted close to the valve stating
• Vessels with sewage treatment plant and
“VALVE NOT TO BE OPENED WITHOUT CHIEF
dedicated sewage holding tank(s) (treated or
ENGINEER’S PERMISSION”.
untreated):
- The ship’s holding tank(s) must be “de

minimis” discharged prior to entering
California waters NDZ.
- The vessel must refrain from discharging any

Once again we stress the importance of
sewage (treated or untreated) as long as
obtaining details of local regulations because
there is remaining holding tank capacity.
even if all MARPOL requirements are fulfilled,
If the vessel reaches maximum holding tank
local regulations may be stricter.
capacity, discharge of “properly treated
sewage” is only allowed through a type-
approved sewage treatment system as per
International Sewage Pollution Prevention
Certificate.

SECTION 2
PART 2 GREYWATER DISPOSAL An exception to the latter is New York ports.
As of 1st January 2012 it is forbidden to

Greywater means: discharge greywater and treated/untreated
sewage in New York ports.
• drainage and other wastes from showers, hand
basins, galley sinks Greywater and treated/untreated sewage must be
collected in a Holding Tank until vessel has left
• It does not include any form of waste described port limits and the requirements for discharge of
as sewage on the previous page. sewage can be met.
Particular attention must be given to the introduction

of kitchen oils into greywater. This must be minimized As new restrictions are continually being
at all times. introduced and all of these differ from port to
port, Masters should always obtain
When cleaning dishes etc., as much food and oil information on local regulations via agents
residues as practicable must be removed before before entry into port limits.
rinsing. Oil used for cooking must never be added to
greywater, used oil must be collected and either
disposed of to shore facilities or incinerated.
Phosphate free and non-toxic soaps and detergents

for any purpose must be used if they are to be
discharged with greywater. Detergents must be free
from toxic or bioaccumulative compounds and not
lead to extreme shifts in receiving water pH.
Discharge of greywater to the sea
There are no restrictions for direct discharge of

greywater from a vessel at open sea.
Although at present date and in most ports of the

world, there are no restrictions for direct discharge of
greywater from vessels in port limits, it is strongly
recommended, particularly US ports, to minimize the
production of greywater as much as possible.
Whilst in US ports a record must be kept of the

estimated volume and location of greywater
discharged in these waters. This should be logged in
the VGP Logbook.

SECTION 2 On Company vessels toxic and hazardous

materials are only stored on deck temporarily,
i.e., lub oil supplied in drums and chemicals for
PART 3 OTHER POLLUTANT PRECAUTIONS cleaning purposes. When vessels receive these
supplies they must arrange for them to be
All decks must be kept clear of debris, loose garbage transferred to permanent storage, tanks/chemical
and oil leaks. Garbage containers must always be lockers, at very first possible opportunity. When
well secured and tightly covered and any waste oil lub oil drums must be kept on deck for any period
must be cleaned up and cleaning materials disposed of time after leaving port, they must be very well
of properly. Identified oil leaks on deck should be secured to ship's bulkhead. They should not be
considered as deck spills and reported as a Near secured to ship's rails as these may not support
Miss. the drums in heavy weather.
Deck washdowns should not take place in port and PAINT

before washdown at sea the decks must first be
carefully checked to ensure there is no debris or Disposal of paint to the sea is not permitted.
leakage of oil that could be accidentally washed
overboard. Thorough sweeping must take place The top surface and other above water line
before washing down decks of Bulk Carriers and any portions of the vessel must be maintained to
cargo remains collected and disposed of properly. minimize the discharge of rust (and other
corrosion by-products), cleaning compounds,
paint chips, non-skid material fragments and
Surrounding water must be checked during and after other materials associated with exterior topside
wash down to ensure there is no visual sheen that surface preservation.
would indicate a pollution had occurred. In the
unlikely event of this an Incident Report must be When cleaning/de-rusting/painting is taking place,
issued and handled accordingly. droplets of paint and other materials to the sea
must be minimized. Minimization techniques
include but are not limited to; avoiding paint
TOXIC & HAZARDOUS MATERIALS spraying in windy conditions, avoiding over
application of paint/de-ruster.
The amount of materials that might wash overboard
or dissolve as a result of contact with rain, snow, Significant chipping/painting of deck surface must
early morning dew, humidity or surface water spray, be logged in the VGP Logbook as instructed
or which might blow overboard, must be minimized to therein.
the full extent possible.
FOAM
These materials must be stored in protected areas of
the vessel unless the Master determines this would Discharges of foam are permitted for emergency
interfere with essential vessel operations or the safety purposes when needed to ensure the safety and
of the vessel/crew. Any discharge made for safety security of the vessel and crew.
reasons must be reported as a pollution incident or
non-conformance and handled accordingly.
Discharges of foam for maintenance and training
are not permitted in US waters.
If such materials have to be stored on deck they must
be in appropriate sealed containers constructed of
suitable materials, labeled and secured. Containers Any accidental discharges of foam must be
must not be overfilled and incompatible wastes collected and stored for delivery ashore and such
should not be mixed. Exposure of containers to incidents must be reported as a pollution incident.
ocean spray, rain etc., must be minimized.

SECTION 3 Records generated by Oily Waste/Sewage & Other Pollutant Disposal Procedures
Records of oily waste disposal Entries in applicable Oil Record Book 3 years after completion Destroy
(MARPOL Requirement)
Signed receipts from In Oil Record Book as above as above

Reception Facilities
TO DATE THERE IS NO REQUIREMENT FOR RECORDS TO BE MAINTAINED FOR SEWAGE DISPOSAL.

THE US, HOWEVER, REQUIRE ESTIMATED VOLUME OF GRAYWATER DISCHARGED IN US PORTS (3NM
LIMITS), TO BE LOGGED IN VGP LOGBOOK
Section 3 Revision No: 01 Revision Date: 05/08/2020 Page 1of 1

CHAPTER 7 SAFE WORKING PRACTICES
CHAPTER 7
SAFE WORKING PRACTICES

CONTENTS:
SECTION 1 Introduction, Responsibilities & Authority
Part 1 General Information
Part 2 Fatigue Prevention
Part 3 Hazard Identification & Risk Assessment
Part 4 Entry into Enclosed/Confined Spaces
4.1 Enclosed/Confined Spaces

4.2 Potential Hazards
4.3 Entry Permits and Procedures
Part 5 Permits for Potentially Hazardous Work

(Hot & Cold Work, Electrical Work, Work Aloft/Overboard,
Permission for Routine Planned Maintenance on Critical Equipment etc.)
Part 6 Protective Clothing & Equipment
6.1 General Information

6.2 Storage, Issue & Maintenance
Part 7 Machinery & Equipment
Part 8 Painting
Part 9 Working in Extreme Weather Conditions
Part 10 Portable Test/Measuring Equipment - Use, Calibration, Minimum

Requirements, Contingency Plan in the event minimum requirements not met
Part 11 Work Stopping Authority Program
SECTION 3 Control of Records generated by Safe Working Practices
SECTION 4 Sample copies of Company Forms/Checklists etc., used in association with Safe Working
Practices

SECTION 1
The Chief Officer (Safety Officer) and Chief
Engineer are responsible for:
• ensuring safe working practices are followed
The purpose of these procedures is to ensure every throughout their areas of responsibility and
possible step is taken to safeguard the health and reporting any identified non-conformances,
well being of seafarers and any other persons aboard accidents, near misses,
Company vessels whose safety could be at risk if
work activities are not carried out in a correct and
controlled manner. It is very important to remember visiting
technicians, riding work gangs, shore personnel
etc., are obliged to follow safe working practices
aboard our vessels. When known in advance that
It is the responsibility of all personnel aboard this work is to be carried out by such persons,
Company vessels to take the necessary precautions preparation, hazard identification and preventive
to ensure the health and safety of themselves and measures to be taken must be discussed at 'tool
other persons on board and to assist the Company in box' meetings and safety measures, including
its continuous endeavor to ensure a safe working PPE to be used, to be detailed on the 'Daily Work
environment is provided. Plan'.
When it is not known in advance such work is to

take place, an appropriate senior officer must
Please see the index at the beginning of this Chapter hold a meeting with the attending person(s) and
for a detailed list of activities addressed in these before any work begins and all safety measures
procedures. to be decided and verified. If and when
applicable, permits to work to be issued.
Subcontractors should be asked to sign the

The Master is responsible for ensuring: minutes of the tool box meeting as evidence of
their understanding and agreement.
• safe working practices are followed by all persons
working aboard his vessel, On completion of work the senior officer to check
and ensure it has been carried out properly and
• machinery and equipment is in safe working order, the area is clean, tools removed, permit closed
out and work report completed. The senior officer
• any dangerous parts of machinery are securely is also responsible for making sure any alarms,
guarded, as and when necessary, by devices that power etc., is properly reactivated.
are well constructed and properly maintained,
The Master has overriding authority regarding
• necessary means are available for taking prompt the safety of crew, environment and the
action in the event of an emergency, vessel and these procedures should never
stop him from asking for assistance and
• ensuring pertinent procedures in the CSWPMS taking steps and issuing orders he feels are
(Code for Safe Working Practices for Merchant necessary to protect human life, the
Seamen) are understood by shipboard personnel environment and the vessel, even if they
and that copies are easily available for reference, conflict with instructions herein.
• ensuring all recommendations in the publication The Master is the Designated Ship Security
ISGOTT are always followed (for Tanker & OBO Officer (SSO) aboard Company vessels. If at
vessels only). any time there is a conflict between safety and
security requirements, the Master shall give
effect to those necessary to maintain the
safety of human beings and the environment.

All work areas must be kept clean and tidy and
PART 1 GENERAL INFORMATION equipment tools and spares that are not in use
must be properly secured.
SHIPBOARD WORK PLANNING MEETINGS

Tools must be properly maintained, used in the
correct manner and returned to the designated
Weekly meetings, chaired by the Master and store area after use.
nd
attended by Chief Engineer, Chief Officer and 2
Engineer, as a minimum, must be held aboard all
vessels. Agendas for these meeting must include but In order to reduce health and fire hazards waste
are not limited to any outstanding work planning must not accumulate outside the proper
issues from previous meeting, new repair and receptacles and these must be emptied at
maintenance items, risk assessment and allocation of frequent intervals.
resources.
Work areas must be adequately illuminated and

In addition to weekly meetings, daily “tool box” where necessary, correct and effective handrails,
meetings must be held, preferably around 1600hrs on fencing or guard rails/chains must be fitted.
the Bridge, to allow the Chief Officer to be present.
These meetings are to held to discuss and plan
safety precautions that will be needed for work to be Before moving into unfamiliar spaces all
carried out the following day and any special personnel must be properly instructed and
instructions that will need to be relayed to crew using supervised.
a Daily Work Plan that must be completed and
posted on the Bridge, in CCR or Ship’s Office, ECR
and Messrooms. Safety notices must be posted throughout the
vessel and must display warnings in accordance
with SOLAS regulations.
See SMS Manual, Chapter 2, Part 8 for further details
of these meetings and Chapter 4 for a sample copy of
Daily Work Plan. Guidance and recommendations contained in the
‘Code for Safe Working Practices for Merchant
Seaman’ (CSWPMS) publication and on tank
Minutes of the weekly meetings must be recorded in vessels the OCIMF publication ISGOTT, must
the Weekly Management Meeting Logbook. These always be followed. Copies of these publications
must include date and details of who attended as well are available in Vessel’s Library.
as a brief description of what was discussed. Details
of date and who attended daily meetings must also
be recorded but details of what was discussed are The Company has established a matrix that
not necessary as the Daily Work Plan, to be kept on details Personal Protective Equipment (PPE) and
board for at least three months, details this. when it should be used, to allow shipboard
personnel to easily refer to requirements. Copies
of this matrix are supplied to the vessels for
posting in Messrooms.

ROUTINE SAFETY/POLLUTION PREVENTION WORKING WITH HAZARDOUS CHEMICALS

INSPECTIONS AND STORES
The Safety Officer must perform regular Reference must always be made to
safety/pollution prevention rounds of all areas of the manufacturer’s instructions, product data sheets
vessel at least once every three days, weather and the IMDG Code when working with
permitting. hazardous chemicals and stores.
The Safety Officer's rounds must include: All personnel must be aware of risks and potential
dangers associated with any chemicals and
• all open decks, compass deck, forecastle stores on board.
• pumproom (if applicable)
• storage spaces/lockers in all areas
• the Bridge ENCLOSED BATTERY ROOMS & MAIN
• internal accommodation ENGINE SCAVENGING BOXES
• machinery and boiler spaces
• steering gear, emergency generator, hydraulic As well as the generally recognized enclosed
rooms spaces, enclosed battery rooms and main engine
scavenging boxes are considered to be
During these rounds the Safety Officer must: potentially dangerous spaces therefore
procedures detailed in Part 4 must be followed
• check safety and fire fighting fittings and before entering.
equipment, compliance with safe work practices
and Company requirements, When acid is to be handled proper protective
• ensure the above mentioned areas are clear of clothing must be worn, i.e., chemical goggles,
garbage, exposed raw materials, oil and any rubber gloves, protective apron and warning
visible pollutant or element of concern that could signs must be posted, for example:
possibly be discharged overboard,
• check all pollution prevention mechanisms are in • Sulphuric Acid
good condition and proper operational order, • Risk of Explosion
these would include but are not limited to • No Smoking
machinery drip trays, oil spill kits etc.
Any identified non-conformances/defects/near misses SMOKING REGULATIONS AT SEA

must be noted in the VGP Logbook and reported as
detailed in SMS Manual Chapter 2 and VIM Manual SMOKING IS STRICTLY FORBIDDEN:
Chapter 2 accordingly.
The purpose of these rounds is to raise safety • in paint lockers, battery lockers or hazardous
awareness, prevent accidents and possible pollution chemical areas
incidents and to identify regular occurrences which • in bed
might need management’s intervention on a fleet • in the Galley, Pantries and Store Rooms
wide basis. • during bunker operations
• On Tanker & OBO vessels it is strictly
Safety Officers' findings must be discussed at daily forbidden to smoke on open decks at all times
“tool box meetings” and brief details recorded with • Other areas as declared by the Master
other minutes of these meetings as evidence they
took place and any action needed was taken. See CBO Manual for Tankers for further
information concerning smoking regulations
These inspections in no way relieve the Safety during loading and discharging operations
Officer of his responsibility to be observant at all
times and to immediately address any matters
concerning safety. They also do not relieve him of
his duty to perform planned inspection and
maintenance as per VIM Manual requirements for
Life Saving and Fire Fighting Equipment.

PART 2 FATIGUE PREVENTION Watch/Work Schedules
The Master must always ensure all ranks have For engine personnel, the Chief Engineer, in
adequate sleep periods between duty shifts to avoid liaison with the Master, must prepare Watch or
possible errors of judgment as a result of fatigue. Due Work Schedules. These must be posted in the
consideration must be given when arranging work Officer and Crew Mess Rooms giving details of
schedules. Noisy work close to accommodation must assigned watch/work periods for Officers and
be avoided when possible. Ratings. Work schedules are prepared when
vessel is operating in UMS mode and these must
The hours of work for shipboard personnel must not include details of DEO duty periods.
exceed ILO regulations and OPA 90 (when vessels
are in US waters): The Chief Engineer must also maintain a monthly
record of actual hours worked, with an indication
As per ILO regulations, maximum hours of work shall of the periods of rest hours for both himself and
not exceed: all other engineering officers and crew.
14 hours in any 24-hour period This information must be logged in the ISF
72 hours in any seven day period Watchkeeper software programme or noted on
the Company’s Record of Working Hours form.
Hours of rest may be divided into no more than two
periods, one of which shall be at least six hours in The ISF software programme must be used
length, and the interval between consecutive periods unless the Company has been notified of a
of rest shall not exceed 14 hours. problem and agreed to a temporarily revert to the
hard copy Company form.
The OPA 90 limitation of no more than 15 hours work
in any 24 hours will be met by complying with the Whenever there is a deviation from the required
ILO/MLC requirements. However, the OPA 90 hours of rest, the reason why must be declared,
restriction of no more than 36 hours work in any 72 either in the appropriate comments section in the
hours may result in a non-conformance not identified software programme or on the Company form
by compliance with ILO/MLC requirements. ISF (see exceptional circumstances).
Watchkeeper system used to track work/rest hours
should therefore take account of OPA 90 restrictions Hard copies of seafarers’ records must be printed
where vessels are likely to trade to the relevant area. out from the software programme and kept on
board for inspection purposes in exactly the same
Musters, fire-fighting and lifeboat drills and drills way as for Company forms (see Section 3).
prescribed by national laws and regulations and by
international instruments, shall be conducted in a At the end of each month all vessels must submit
manner that minimizes the disturbance of rest periods the following reports/records to S&Q Department
and does not induce fatigue. for review:
In respect of situations when a seafarer is on call, • "SUMMARY OF POTENTIAL NON-

such as when machinery spaces are unattended, the CONFORMITIES REPORT"
seafarer shall have adequate compensatory rest
period if the normal period of rest is disturbed by call • "RECORD OF HOURS OF REST"
outs to work. Individual records must be sent for all
seafarers listed on the "Summary of Potential
Exceptional Circumstances Non-Conformities Report".
The above rest period requirements need not be When the seafarers with "Potential Non-
maintained in the case of an emergency or in Conformities are less than 10, additional
circumstances where essential work cannot be records must be sent from the remaining crew
delayed for environmental or safety reasons, or if to bring the total to 10. Additional records
important operational activities could not have been must be chosen from the remaining seafarers
reasonably anticipated at the beginning of the on the crew list, on a rotation basis.
voyage.

Vessels operating UMS mode and when BNWAS

is operational.
When recording work hours always remember to

include the times a DEO is called out to respond to
an alarm, even if only for a short period, and also
when a Master or Navigating Officer responds to the
sounding of the BNWAS alarm.
On completion of vessel's dry docking/major

repairs
Sufficient rest must always be arranged for crew prior

to sailing, after completion of dry docking/major
repairs.
When new joiners board the vessel
The need for a few hours rest or light duties, before

taking up their normal duties, may be necessary if
joining seafarers have boarded straight from the
airport after a long flight.

PART 3
HAZARD IDENTIFICATION & RISK ASSESSMENT The aim is to make sure that no one gets hurt or
becomes ill, the environment is protected and
there is no damage to the vessel. Accidents and
Prior to the commencement of an unusual task or ill health can ruin lives and also badly affect the
work that could result in: reputation of the Company.
an injury or death of a human being,

The important things to be decided are whether a
pollution of the marine environment, hazard is significant, and whether it has been
covered by satisfactory precautions so that the
damage to the vessel, risk is small. This must be checked when
assessing the risks. For instance, electricity can
the Master, together with members of the ship's kill but the risk of it doing so when maintenance
Safety Committee, must hold a Safety Committee work is taking place is remote, provided that all
Meeting to identify the hazards involved and the the proper precautions have been taken.
safety precautions they plan to take to reduce the
risks. This information must be recorded on the
Safety Committee Meeting Report. Procedures for risk assessment by the shore Risk
Assessment Team are detailed in the SMS
Manual.
Having done so, they must forward a copy of the
report and, where applicable, a completed Work
Permit, to the shore Risk Assessment Team who will Further detailed information on Risk Assessment
proceed with a formal assessment and respond with is given in the Code of Safe Working Practices for
any further instructions and the permission to go Merchant Seamen.
ahead or refusal.
Hazard and Risk - don't let these words put you off!
hazard means anything that can cause harm (e.g.,

unsafe atmosphere in an enclosed space, hot or cold
work that could cause a fire or an explosion, working
on electrical installations etc.)
risk is the chance, high or low, that somebody or

something will be harmed by the hazard.
A risk assessment is nothing more than a careful

examination of a task that could be dangerous for
human beings, the environment or the vessel, so that
you can evaluate whether you are taking enough
precautions or should do more to prevent harm.

PART 4 NO PERSON MUST EVER ENTER OR

ATTEMPT TO RESCUE ANYONE FROM A
ENTRY INTO ENCLOSED/CONFINED SPACES DANGEROUS SPACE UNTIL PRECAUTIONS
HAVE BEEN TAKEN FOR THEIR OWN
4.1 ENCLOSED/CONFINED SPACES SAFETY. THIS WOULD NOT ONLY PUT THEIR
LIVES AT RISK BUT WOULD ALMOST
It is important to remember the atmosphere in any CERTAINLY PREVENT A PERSON THEY
enclosed or confined space could cause serious INTENDED TO RESCUE FROM BEING
injury or the loss of life of any person entering it. The BROUGHT OUT ALIVE.
space may be deficient in oxygen and/or contain
flammable or toxic fumes, gases or vapours. (see the Emergency Response (ERM) Manual for
detailed procedures for rescuing persons from
An unsafe atmosphere may be present or enclosed spaces)
subsequently arise in any enclosed or confined
space, including but not limited to those listed below: 4.2 POTENTIAL HAZARDS IN ENCLOSED
SPACES
• cargo tanks or holds,
• double bottoms, These include:
• pump rooms (Tankers),
• fuel tanks, Oxygen deficiency
• ballast tanks,
• cofferdams, Oxygen deficiency must be considered in any
• void spaces, enclosed space:
• duct keels,
• that has been closed for any length of time
• sewage tanks,
without adequate ventilation,
• enclosed battery rooms,
• where rust is present causing the oxygen
• chain lockers,
content to fall,
• storage rooms for CO2, and other media used for
• where Carbon Dioxide or Halon has been
fire extinguishing or inerting
injected to extinguish a fire,
• boilers
• where there has recently been a fire,
• M/E scavenging box
• where oxygen absorbing chemicals are
• M/E crankcase present or have been used to prevent rusting
• bowthruster space within boilers or pressure valves.
• elevator shaft
Toxic substances, gases and flammable
Masters must ensure a list of ship specific vapours
enclosed/confined spaces is maintained in the permit
file. These may be present in spaces:
If there is any unexpected reduction in the means of • where cargo, fuel, diesel oil or sewage has
ventilation in spaces that are normally adequately been carried, even after cleaning,
ventilated they must be dealt with as a dangerous • in spaces adjacent to above tanks,
space.
• where chemical cleaning, painting or repair of
tank and space coatings may release solvent
Any space must be considered as being dangerous if
vapours,
there is any risk of oxygen deficiency or the presence
• where acid vapours may be present,
of toxic gas, vapours or fumes.
• spaces where rust, scale or sludge that could
Test readings required for safe entry are: have been covering toxic or flammable
substances has been disturbed.
Oxygen 21%
Hydrocarbon Less than 1% LFL
Toxic gases See IMDG Code
ISGOTT (Tanker vessels)

All personnel should be aware that inhalation of

contaminated air is the most likely route for 2. PUMPROOM & M/E SCAVENGING BOX &
harmful substances to enter the body, however, it M/E CRANKCASE ENTRY PERMIT
is also very important to remember that certain
chemicals can be absorbed through the skin. A different type of permit is used for entering
Pumprooms on tanker vessels and M/E
Scavenging Boxes and M/E Crankcases on all
4.3 ENCLOSED SPACE ENTRY PROCEDURES vessels, as these spaces are frequently entered
on a routine basis.
Shipboard personnel must be familiar with these
procedures which must be followed for entry into an
enclosed space and entry permits must always be These permits are in list form and details and
issued, unless the vessel/space has a Gas Free signatures are recorded as evidence critical
Certificate issued by a qualified chemist. checks took place before a person was allowed to
enter. The permits must be posted inside the
The Company has established three different types of entrance of the space until the list is completed
permits for entry into enclosed spaces. These permits and a new one has been issued, then filed in the
are designed to ensure critical procedures are relevant file.
followed before entry and a record is maintained.
The Master must always be informed when testing Permission to enter must be given by the
shows a space to be unsafe, or when there is any appointed responsible Officer when he has tested
reason whatsoever to suspect it may become unsafe the atmosphere and found it to be safe and is
during an entry. satisfied other precautions detailed on the permit
are being met.
• ENCLOSED SPACE ENTRY PERMITS

If the space is found to be unsafe, or is in anyway
• PUMPROOM & M/E SCAVENGING BOX & M/E suspected of being unsafe, procedures detailed
CRANKCASE ENTRY PERMITS below in paragraph 4 must be followed.
• ENCLOSED CO2 & BATTERY ROOM/LOCKER

ENTRY PERMITS
3. ENCLOSED BATTERY & CO2 ROOM
• PERMITS TO ENTER ENCLOSED SPACE ENTRY PERMIT
WEARING BREATHING APPARATUS
(Such entries are only permitted if the Master These permits are as described above in
believes it to be essential for the safety of paragraph 2 for Pumproom entry on Tanker
persons aboard his vessel) vessels.
4. PERMIT TO ENTER ENCLOSED SPACE

WITH BREATHING APPARATUS
1. ENCLOSED SPACE ENTRY PERMIT
The Master must always be informed when
These permits must be prepared for entry into all testing shows a space to be unsafe or when there
enclosed spaces, with the exception of enclosed CO2 is any reason whatsoever to suspect it may
battery rooms/lockers, and pumprooms on Tanker become unsafe during an entry.
vessels .
A permit to enter a space using breathing
If the space is found to be unsafe when tested, or is apparatus can only be issued when the reason
in anyway suspected of being unsafe, procedures for entry is absolutely essential for the safety of
detailed in paragraph 4 must be followed. human lives and then only the fewest number of
persons should enter.

The Master is the only person with the authority to

decide whether or an entry into a space using
breathing apparatus is absolutely necessary and he
himself must make a written statement on the permit
giving the reason why.
No person must ever be appointed to make such an

entry unless he is fully trained on the use of the
breathing apparatus and is aware of all associated
hazards.
These procedures do not apply to the rescue of

persons from enclosed spaces. This would be an
emergency situation and the procedures detailed in
the Emergency Response (ERM) Manual must be
followed.
Completion of enclosed space entry permits
The Officer appointed to be responsible for entries

into enclosed spaces must complete the permit as
each check/procedure is carried out and then, sign it
together with person(s) who will enter the space.
PERSONS APPOINTED TO ENTER A SPACE

MUST REFUSE TO ENTER IF THEY ARE IN ANY
DOUBT AS TO THEIR OWN SAFETY, OR THE
SAFETY OF OTHERS, AND THE MASTER MUST
BE CALLED IMMEDIATELY.
If during the entry period additional personnel are

required to enter the responsible Officer must ensure
relevant information is recorded on the permit and the
additional personnel read relevant information and
sign the permit.
The responsible Officer must ensure all safety

arrangements are maintained until the work has been
completed, all personnel have left the space and it
has been checked to ensure all equipment and
materials have been withdrawn.
Anyone taking over from the appointed responsible

Officer must assure full responsibility and countersign
the permit.
Permits must be kept aboard the vessel in

accordance with procedures shown in Section 3.

PART 5 PERMITS FOR POTENTIALLY Cold Work includes:

HAZARDOUS WORK
 blanking/de-blanking
 connecting/disconnecting pipework
HOT AND COLD WORK  removing and fitting valves, spades/blinds
 work on pumps
The Company has established Hot and Cold Work  oil spill clean up
Permits that are specially designed to ensure all the
necessary precautions are taken before any such
hazardous work commences. Cold Work does not require the Master to hold a
Safety Committee Meeting nor is it necessary for
Hot Work includes the use of : him to obtain approval from the shoreside risk
assessment team. This, however, does not mean
 welding, burning or soldering equipment that the work is not potentially hazardous and that
 blow torches every possible precaution must be taken.
 use of non-intrinsically safe electrical equipment
that might produce an incendive spark
 sand or grit blasting VERY IMPORTANT NOTES:
 power driven rotary equipment
When performing any form of hot or cold
work, the recommendations provided in
It is Company policy that hot work should only be following publications must always be
considered if there is no practical alternative means followed:
of repair and consideration should always be given to
the possibility of moving work to the Engine Room  International Safety Guide for Oil Tankers
Workshop which is considered to be a safe area. and Terminals (ISGOTT ) – Tanker vessels
 Code for Safe Working Practices for
Merchant Seamen (CSWPMS) – all vessels
Before any HOT WORK outside the Engine Room
Workshop can commence, the Master must hold a
Safety Committee Meeting and carry out a risk
assessment. A copy of the Safety Committee Meeting If there is a negative response to any
Report and the risk assessment must be forwarded to applicable item on the Cold Work Permit, work
the shore Risk Assessment Team for review and must not commence before the Master has
approval/refusal for work to go ahead. evaluated the situation and signed the permit.
The Master is the only person authorized to
decide whether or not it is safe for work to
If permission is granted a Hot Work Permit must be begin in these circumstances.
issued prior to commencement of work and Masters
must inform the office in writing as soon as the work
begins and immediately after it has been completed.
See following pages for clear instructions as to
restrictions for hot and cold work aboard
The only exception to the above, is when hot work is Company vessels.
to be carried out in the Engine Room, more than 1
metre from fuel bulkheads, tanks and pipelines. In
such cases a Hot Work Permit must be issued but
permission from the office is not necessary.

HOT WORK RESTRICTIONS ON BULK CARRIER & CONTAINER VESSELS
ALONGSIDE BERTHS ONLY with permission from Harbour Master and with Chemist
Certificate if required. If Chemist Certificate not required Company
procedures for Hot Work must be followed
ANCHORAGE & as above

DRY DOCK/REPAIR YARDS
AT SEA WITHOUT HOT WORK PERMIT - ONLY PERMITTED IN E/R WORKSHOP

WITH HOT WORK PERMIT
 When hot work is needed in Engine Room and all other areas of the vessel,
MORE THAN 1 metre from fuel bulkheads, tanks and pipelines.
Risks and safety precautions to be decided at ‘Tool Box’ Meetings, Hot Work
Permits to be issued, permission from the office not needed.
 When hot work is needed WITHIN 1 metre from fuel bulkheads, tanks and
pipelines OR if the vessel is loaded with COMBUSTIBLE CARGO.
Safety Committee Meetings must be held, a Risk Assessment carried out

and forwarded to shore risk assessment team for review and approval to go
ahead and a Hot Work Permit must be issued before work begins.
HOT WORK MUST NEVER TAKE PLACE DURING BUNKER OPERATIONS
COLD WORK RESTRICTIONS ON BULK CARRIER VESSELS
ALONGSIDE TERMINALS NEVER outside the MACHINERY SPACE or E/R WORKSHOP and
then ONLY if the work will not interfere with cargo/ballast operations or
the readiness of the vessel.
If work in the above spaces is to be carried out by shoreside

technicians and not members of the crew, permission from Harbour
Master must be granted and if Chemist Certificate not needed,
Company procedures for cold work to be carried out.
PORT/ANCHORAGE &
DRY DOCK/REPAIR YARDS
ALL AREAS EXCEPT THOSE as above

DETAILED BELOW
ENGINE ROOM A Company Cold Work Permit is not required unless the work is to be
E/R WORKSHOP carried out by shoreside technicians in which case Harbour Master
INT. ACCOMMODATION must grant permission.
AT SEA
ENGINE ROOM PERMITTED without restrictions (Cold Work Permit not required)
E/R WORKSHOP
INT. ACCOMMODATION
ALL AREAS EXCEPT ONLY if a Company Cold Work Permit has been issued and if
THOSE DETAILED ABOVE applicable, an Enclosed Space Entry Permit

POTENTIALLY HAZARDOUS ELECTRICAL WORK  When work is overboard or when there is a

risk of the seafarer falling or being washed
The Company’s Electrical Work Permits are designed overboard from the ship or the ship’s boat, a
to ensure all necessary precautions have been taken buoyancy aid and safety harness must be
before hazardous electrical work commences. worn. A lifebuoy with attached light and a line
must also be ready for immediate use at the
The Electrician in liaison with the Chief Engineer work site.
must complete the permit before any such work
commences.  Life jackets must be worn when seafarers are
working overboard.
All departments whose machinery and equipment
may be affected by the isolation of power supply must  All supporting equipment must be checked
be informed in advance of isolation and before before seafarer goes aloft or overboard.
reconnection takes place.
 Safety nets must be rigged if possible.
It must always be remembered that certain
equipment may need to be reset when power  Tools must be sent to the area in suitable
supply returns, special care must be taken for containers.
alarm systems that may need resetting.
 Tools are never left unsecured in areas such
When work is to be carried out on electrical as mast platforms.
equipment, or on equipment powered by electricity, a
permit must be issued to indicate that the electrical  Protective clothing, shoes and hard hats must
supply has been isolated. be worn.
 A look out must be on duty on deck in order to
Machinery/equipment can be isolated by turning off
summon assistance if the need arises.
switchgear or by complete removal of fuses.
Nobody should ever work overboard whilst
A method of control should be put in place to prevent
the vessel is underway.
accidental/mistaken reconnection of supply - for
example by locking devices, labeling switches or the
The Company’s Work Aloft/Overboard Permits
display of warning notices.
are designed to ensure all necessary precautions
are taken before any such hazardous work
commences.
POTENTIALLY HAZARDOUS WORK
These permits must be issued for any aloft or
ALOFT/OVERBOARD
overboard work to be carried out by
crewmembers.
The Chief Officer is responsible for ensuring:
 A permit is issued for work to be carried out aloft

or overboard .
 Only experienced seafarers are sent aloft or

overboard.
 Safety harnesses are worn when there could be a

fall of 2 metres or more. This also applies when
working from Cradles, Stages, Bosun’s Chairs. If
suitable securing points are not available
arrangements must be made to provide adequate
points, i.e., by using a gantline with loops spliced
at 2 metre intervals.

POTENTIALLY HAZARDOUS WORK ON A permit to work does not make a job safe but
PRESSURE VESSELS/SYSTEMS acts as a guide and outlines a standard
procedure.
If maintenance work is not performed correctly on pressure
vessels/systems it can result in serious injury/death to the The permit must always specify the validity
person(s) carrying out the work as well as others working in period.
the area. It can also result in serious damage to property.
The only work to be carried out is that specified
on the permit.
Examples of pressure systems and equipment are:
The person responsible for a hot work activity to
 boilers and steam heating systems be a senior engineering officer.
 pressurised process plant and piping
 compressed air systems (fixed and portable) The person responsible for safety to be the Chief
 heat exchangers and refrigeration plant Officer (vessel's Safety Officer).
 valves, steam traps and filters
 pipework and hoses Before signing the permit the responsible person
 pressure gauges and level indicators must check all measures have been taken and
that all appropriate safety arrangements are in
place.
The main hazards are:
The responsible person must ensure all safety
 impact from the blast of an explosion or release of arrangements are maintained until the work has
compressed liquid, air, steam or gas been completed.
 impact from parts of equipment that fail or any flying
debris Anyone taking over responsibility, whether routine
 contact with the released liquid, gas, steam or in an emergency, must assume full
 fire resulting from the escape of flammable liquids or responsibility until the work is completed, or until
gases he hands over to another nominated person who
must be fully aware of the situation. All persons
The Company’s Permit for Maintenance Work on taking over responsibility must countersign the
Pressure Vessel/System is designed to ensure all permit.
necessary precautions are taken before any such
hazardous work commences.
Senior Engineering Officers are responsible for

issuing these permits and for ensuring all persons
whose duties may be affected by the impending work
been informed of the situation and advised of any
isolation/deactivation, when applicable this should
include the Master, OOW, DEO.

PERMISSION FOR ROUTINE PLANNED If circumstances change in any way while work is
MAINTENANCE ON CRITICAL EQUIPMENT in progress, such as environmental conditions,
crew fatigue or operational parameters, the work
Before routine planned maintenance work can be must be suspended and a further risk
carried out on the below listed critical equipment, the assessment undertaken for review and
Master must ensure the matter is discussed and approval/refusal by shore Risk Assessment
planned at the “Tool Box” meeting and a risk Team.
assessment is carried out.
If work takes longer than the estimated period of
 Steering Gear time the Master must come in contact with the
 Main Engine Technical Director and DPA and obtain an
 Boiler Safety Devices extension or instructions on how to proceed.
 Emergency Fire Pump
 Emergency Steering Gear
 Emergency Generator All communications between the ship and shore
 Lifeboat Engine (if vessel has single lifeboat) must be maintained as records together with the
maintenance request.
The risk assessment, which must include the
following, must be forwarded to the shore Risk
Assessment Team who will review the assessment
and approve/refuse permission for the work to go
ahead. When applicable they will advise the Master
of any additional precautions to be taken.
 personnel, spares and tools

 worst case scenarios
 recovery and mitigation measures
 commissioning and testing procedures
 alternative back up equipment/systems
 necessary modification in operational procedures
as a result
 additional safety procedures (emergency)
For detailed risk assessment procedures please see

SMS Manual, Chapter 2, Section 2, Part 6.
Before the work actually begins a Critical Equipment

De-Activation/Re-activation Permit must be issued.
On completion of the work the Master is required to

inform the office in writing that the
machinery/equipment has been re-activated.

.PART 6 PROTECTIVE CLOTHING & 6.2 Storage, Issue & Maintenance

EQUIPMENT
Protective clothing/equipment may be issued to
individuals or kept in an easily accessible and
6.1 General Information clearly marked area.
All personnel must use protective clothing and All items must be stored in a way that prevents
equipment suitable for the work activity when there is any deterioration or damage and must be kept
any risk of personal injury. away from harmful substances.
No person, whether employed by the Company or Cleaning materials, solvents, paints and
otherwise, must ever be required to start a work chemicals can affect the strength of safety
activity unless: harnesses and gantlines.
• he/she is wearing and/or using the appropriate Substances containing phosphoric acid, i.e., rust
protective clothing and equipment, remover, may seriously weaken ropes and
harnesses.
• all other persons who may be at risk are similarly
protected, When an individual is issued with protective
clothing/equipment he must be instructed as to
• the protective clothing and equipment is in good how the items should be maintained. The
working condition. individual is responsible for ensuring safe storage
and for reporting any defects to his superior
Persons who may be required to wear/use protective Officer who will arrange for repair or replacement.
clothing or equipment must be properly trained in its
use and advised of any limitations. If a helmet is subjected to a severe impact it must
be condemned and replaced, even when there is
Finger, ear and nose rings, bracelets and neck chains no sign of damage.
etc., should not be worn by any person aboard a
vessel as in certain circumstances these can result in All protective clothing and equipment is regularly
an injury to the wearer. inspected and operational checks carried out,
where applicable, as per procedures in VIM
Ear plugs are not recommended. Ear infections may Manual, three monthly LSA & FFE checklist.
result from oil or dust entering the ear when plug is
inserted and they do not provide sufficient protection During the inspections performed by the Chief
for long term exposure to high noise levels. Officer (Safety Officer), ship specific
requirements, recommended national standards,
Written instructions for the proper use and sufficiency of stock and shelf life of PPE is
maintenance of certain equipment must be kept with checked. Inspections to be performed on PPE
it or in a safe place close by. both in use and in stock.
The Company provides vessels with a Matrix,

that is posted in Messrooms, clearly
Personnel who fail to use the appropriate protective indicating PPE requirements for general
clothing/equipment when required to do so, will be activities on board. When the occasion arises
subject to disciplinary action by the company. that special protection may be needed this
will be identified by risk assessment.
All persons aboard a vessel, whether

shipboard personnel, shore technicians,
visitors etc., are obliged to follow Company
procedures.
Please see Section 4 of this Chapter for a

sample copy of the matrix.

PART 7 MACHINERY & EQUIPMENT
Dangerous parts of machinery and equipment must

be properly guarded at all times and there must
always be means available to stop any moving parts
and cut off power in the event of an emergency.
Long hair must always be tied back when a person is

handling machinery or equipment with moving parts.
Electrical equipment and installations must be

installed, operated and maintained in such a way as
to protect all persons against electrical hazards.
Machinery and equipment must be regularly

inspected to ensure connections remain tight and
have not been affected by vibration. Electrical
equipment must be checked to ensure it remains
properly earthed. (see VIM Manual)
When work is being carried out on machinery or

equipment it must be adequately isolated. This
should include the removal of breakers and fuses.
Warning notices must be posted at these positions
and at the operator’s position (where applicable) to
ensure power is not restored while work is still in
progress.
Correct procedures detailed in CSWPMS must be

followed when lifting or carrying heavy or unusual
items manually.
Lifting appliances must be well maintained at all times

and be used in a safe and correct manner in
accordance with CSWPMS by trained personnel with
the authorization of the Chief Officer. The lifting plant
must never be loaded in excess of its safe working
load.
Duplicate Auxiliary Machinery
As is normal shipboard practice and to ensure

continual good operational condition, all duplicate
auxiliary machinery, i.e., fuel pumps, sea water
pumps, cooling pumps etc., must be put into
operation on an odd even monthly basis.

PART 8 PAINTING Paint spray inhalation
Danger of Fire and Explosion Paint fumes and particles should never be
inhaled.
The majority of paints contain flammable solvents. As
soon as a paint container is opened vapours are If ventilation is poor a Breathing Apparatus Set it
released which means there is an increased risk of essential.
fire or explosion. For this reason precautions such as
a strict no smoking, no naked flames etc., must be NEVER use rags wrapped over the mouth as
taken to avoid sparks in the vicinity where paint is in these can get soaked and allow paint to come in
use or stored. direct contact with the mouth.
Skin and eye contact with paint
If a fire involving paint does occur: The following precautions must be taken to
prevent paint coming into contact with skin and
eyes.
DO NOT extinguish with water. As paint solvents
float on water this would result in spreading the
fire, not containing it. Wear gloves and eye protection
Do no touch your mouth or eyes with gloves

Use a dry chemical, foam or CO2 extinguisher
Read and observe precautionary notices on paint
Protect yourself from fumes by using breathing containers
apparatus
If your eyes are splashed with paint or thinners
flood the eyes immediately with fresh water for at
Paint spillage least 10 minutes. It may be necessary to seek
medical advice if eyes become abnormally
If paint is spilled the following precautions must be inflamed.
taken:
If paint splashes on your skin remove it with soap
Ventilate the area to remove fumes and water or an industrial cleaner. NEVER USE
SOLVENT
Mop up all spilt paint with absorbent materials

and ensure these are disposed of in metal
containers

PART 9 WORKING IN EXTREME WEATHER EXTREME HOT WEATHER & HUMIDITY

CONDITIONS
High humidity and heat can lead to heat
exhaustion and heat stroke. Perspiration is the
EXTREME COLD WEATHER body’s best heat control mechanism, but sweat
consists mainly on salt and water, which must be
replaced. When working in these conditions is
• The Master must take all necessary advisable:
precautions to prepare ship and crew for
operation in unduly cold weather conditions. • To drink small quantities of cool water at
All departments must be familiarised with the frequents intervals.
precautions to be taken to avoid damage, • To drink at least 4.5 liters of cool (but not
illness and injuries from expected cold iced) water daily.
conditions • Salt can be taken in food, tablet form or
supplemented by salt-containing drinks to
• Masters are advised that all personnel on prevent “Heat cramps”.
board must be protected from the elements
and therefore all personnel required to work In tropical areas and/or extremely hot climates i.e.
on deck during cold weather must be Persian Gulf, exposure to the sun, particularly
adequately clothed and protected against the during the hottest part of the day should be
elements. Protection against frost bite, wind- avoided as far as possible. When it is necessary
chill and cold injuries must be recognised by to work in very strong sunlight the following
all personnel but in particular, those required precautions must be taken:
to perform duties such as lookout, mooring
and un-mooring, loading and unloading • The head and back of the neck should be
operations, etc. Taking into account that all covered .If necessary a piece of cloth can
hands may be required on deck the vessel be used to protect the back of the neck
shall store and equip with warm clothing for all and be kept in place by safety helmet.
crew • To wear appropriates clothes i.e. light
cotton clothes will reflect the heat and
• First Aid Carers on board are be familiarised help to keep the body temperature down.
with the hypothermia and frost bite sections of • Shirts or overalls provide better protection
the Ship Captains Medical Advice Book and if they have long sleeves. Long sleeves
the Mariners Handbook. All ship staffs are to should not be rolled up. Long hair should
be well prepared to carry out first aid be tied back.
When working in exceptionally hot and/or

humidity conditions or when wearing respiratory
equipment, breaks at intervals in the fresh air or
in the shade may be necessary.
If working in enclosed spaces, they should well

ventilate, the minimum of light clothing should be
worn, in order to allow the largest possible
surface for free evaporation of sweat.
Although seafarers will be tempted to remove

safety helmets, goggles etc, when working in
such conditions this must not happen. A clean
cloth should be available at work place in order to
wipe away sweat.

PART 10 PORTABLE TEST/MEASURING

EQUIPMENT Where toxic vapour may be present in the space
to be entered, it should also be tested with an
The safe management of operations onboard tankers instrument capable of measuring concentrations
is dependent on the operator’s ability to determine of toxic gases in the human toxicity range, usually
the composition of the ambient atmosphere or the calibrated in parts per million.
atmosphere of an enclosed space. We need to
measure the oxygen and hydrocarbon and toxic gas
concentrations in the atmosphere. This will enable us
to detect the presence of any explosive mixtures, PROVISION OF GAS MEASUREMENT
toxic vapours and any oxygen deficiency that may INSTRUMENTS
present a risk of explosion or hazard to personnel.
SOLAS requires ships carrying cargoes likely to
emit a toxic or flammable gas, or to cause oxygen
GAS TESTING TASKS depletion in a cargo space, are provided with an
appropriate instrument for measuring the
Atmosphere Monitoring concentration of gas or oxygen in the air, together
with detailed instructions for its use. The operator
The external atmosphere should be monitored for: must provide the correct instrument for each gas
testing need. It should be noted that the different
 Hydrocarbon vapour when undertaking Hot Work. gas testing functions may be incorporated into a
This is achieved by using a flammable gas multi-function gas measuring instrument.
indicator, capable of measuring gas to the lower
flammable limit (LFL) and with the scale Gas measurement instrumentation on board a
graduated as a percentage of this limit. vessel should form a comprehensive and
integrated system that addresses all the
necessary applications identified by the operator.
The instruments should be fit for the task to which
Enclosed Space Monitoring they are applied and users should be made
aware of the particular applications and
Prior to permitting entry into an enclosed space, limitations of each instrument. Users of gas
measurements must be taken to detect the presence measuring instruments should be trained in the
of hydrocarbon gas, to confirm normal oxygen levels proper use of the equipment, to a level suited to
and, if applicable, to detect the presence of any toxic their work duties. A sufficient number of gas
vapours. (see SOM Manual, Chapter 7) measuring instruments should be available
onboard the ship to meet all the identified
Measurement to ensure thhe atmosphere is free of requirements, whilst allowing for instrument
harmful hydrocarbon vapour is undertaken using a failures and servicing requirements.
flammable gas indicator capable of measuring gas to
lower flammable limit (LFL) and with the scale
graduated as a percentage of this limit (%LFL).
An oxygen analyser is used to determine that the

normal level of oxygen in air of 21% by volume is
present for life support.

It is Company Policy for vessels to be provided with ALARM FUNCTIONS ON GAS MEASURING
the below mentioned Portable Test/Measuring INSTRUMENTS
Equipment:
Consideration should be given to the provision of
instruments with an alarm facility. Alarms should
BULK CARRIER & CONTAINER VESSELS only be fitted to an instrument that is to be used
where an alarm function is necessary, such as a
- 1 Oxygen Meter personal gas detector. Analytical instruments
- 1 Carbon Monoxide Meter used to provide numerical values for gases and
- 1 Methane Content Meter vapours, for dangerous space entry certification,
- 1 H2S Meter do not need to have an alarm function. Analytical
instruments provided with an alarm capability,
or - 1 Multigas Detector covering all above should be designed so that the alarm inhibit and
activate function cannot be changed by the
- 1 Drager Pump and appropriate ampoules as a instrument operator. This is to avoid the
back up for above possibility of inappropriate or accidental inhibition
of the alarm function. The use of different
- 3 Personal Detectors for bunkering instruments for testing atmospheres for entry
certification, and for monitoring atmospheres with
Additional cargo specific portable test/measuring a personal detector during the entry operation,
equipment to be provided as necessary, as per IBC reduces the probability of an accident due to an
Code and/or Shippers description. instrument malfunction. It is therefore not
recommended that the testing instrument is also
Arrangements are made by shore personnel for used as the personal alarm instrument during the
above equipment to be calibrated by recognized entry operation.
shore facilities once per year.
CALIBRATION
An up to date inventory of all portable test/measuring
equipment is to be maintained in the Portable The accuracy of measurement equipment should
Test/Measuring Equipment Record Book together be in accordance with the manufacturer's stated
with records of all inspections/testing and calibration standards. Equipment should, on initial supply,
of said equipment. have a calibration certificate, traceable, where
possible, to internationally recognised standards.
The Company provides vessels with more than Thereafter, equipment should be periodically
one piece of portable test/measuring equipment landed to a recognised testing facility for
for back up purposes. However, if at any time a calibration, either during a vessel’s refit or when
problem should arise with all available equipment the accuracy of the equipment is considered to be
for a required testing/measuring activity, the outside the manufacturer's stated accuracy.
operation must be stopped. The Operator and Procedures for management of the calibration
DPA must be informed and contingency certification process should form part of the
measures decided until such time as equipment onboard Safety Management System. Calibration
can be replaced. certificates, showing the instrument’s serial
number, the calibration date and the calibration
gas or the method of calibration used, together
with reference to applicable standards, should be
provided for retention on board. Instruments are
typically calibrated using a calibration gas
suitable to the use of the instrument, such as
propane or butane. The calibration gas used
should be marked on the instrument. The use of
an inappropriate gas for calibration could result in
erroneous readings during operation, even
though the instrument appears to be operating
correctly. Calibration should not be confused with
operational testing.

OPERATIONAL TESTING GAS MEASUREMENT
Gas measuring instruments should be checked for MEASUREMENT OF HYDROCARBON

accuracy before the commencement of operations CONCENTRATION
requiring their use. Instruments should only be used if
the checks indicate that the instrument is giving The measurement of hydrocarbon vapours on
accurate readings and their alarms, if fitted, are tankers and at terminals falls into two categories:
operating at the pre-determined set points. During
extended operations, the operator should determine 1. The measurement of hydrocarbon gas in air at
the frequency at which operational checks should be concentrations below the Lower Flammable
made. Instruments not passing these operational Limit (LFL).
checks should be re-calibrated before they are
returned to operational use. This is to detect the presence of flammable (and
potentially explosive) vapours and to detect
DISPOSABLE PERSONAL GAS MONITORS concentrations of hydrocarbon vapour that may
be harmful to personnel. These readings are
Disposable personal gas monitors should be expressed as a percentage of the Lower
periodically function tested in accordance with the Flammable Limit (LFL) and are usually recorded
manufacturer’s recommendations to confirm that they as %LFL. The instruments used to measure
are operating correctly. Disposable gas detection %LFL are Catalytic Filament Combustible Gas
monitors, which cannot be recalibrated, should be Indicators, which are usually referred to as
safelydisposed of when the calibration for the Flammable Gas Monitors or Explosimeters.
instrument expires. For this reason, it is important to
record when disposable instruments are first 2. The measurement of hydrocarbon gas as a
commissioned, in order to establish their expiry date. percentage by volume of the total atmosphere
being measured. Onboard a tanker, this is usually
GAS TESTING AND MEASUREMENT carried out to measure the percentage of
hydrocarbon vapour in an inerted atmosphere.
Atmosphere testing should be undertaken regularly Instruments used to measure hydrocarbon
during the gas freeing operation to monitor progress. vapours in an inert gas atmosphere are specially
Tests should be made at several levels and, where developed for this purpose. The readings
the tank is sub-divided by a wash bulkhead, in each obtained are expressed as the percentage of
compartment of the tank. In large compartments, hydrocarbon vapour by volume and are recorded
tests should be made at widely separate positions. as % VOL.
On the apparent completion of gas freeing of any
compartment, a period of about 10 minutes should The instruments used to measure percentage
elapse before taking final gas measurements. This hydrocarbon vapours in inert gas are Non-
allows relatively stable conditions to develop within catalytic Heated Filament Gas Indicators and are
the space. If satisfactory gas readings are not usually referred to as Tankscopes. Modern
obtained, ventilation must be resumed. On developments in gas detection technology have
completion of gas freeing, all openings, except the resulted in the introduction of electronic
tank hatch, should be closed. On completion of all instruments using infra-red sensors which, when
gas freeing, the gas venting system should be suitably designed, can perform the same function
carefully checked, particular attention being paid to as the Tankscope.
the efficient working of the pressure/vacuum valves
and any high velocity vent valves. If the valves or
vent risers are fitted with devices designed to prevent
the passage of flame, these should also be checked
and, if necessary, cleaned.

FLAMMABLE GAS MONITORS (EXPLOSIMETER) Cautions
Modern instruments have a poison resistant Some vapours can reduce the sensitivity of the
flammable pellistor as the sensing element. Pellistors flammable pellistor:
rely on the presence of Oxygen (minimum 11% by
volume) to operate efficiently and for this reason Poisons - these are compounds that can
Explosimeters must not be used for measuring permanently affect the performance of the
hydrocarbon gas in inert atmospheres. pellistor and include silicone vapours and organic
lead compounds.
Operating Principle
Inhibitors – these compounds act in a very
A simplified diagram of the electrical circuit similar way to poisons, except that the reaction is
incorporating a pellistor in a Wheatstone Bridge is reversible. They include hydrogen sulphide,
shown below. freons and chlorinated hydrocarbons. If the
Unlike in early Explosimeters, the pellistor unit presence of hydrogen sulphide is suspected, this
balances the voltage and zeros the display should be tested for before any measurements of
automatically when the instrument is switched on in hydrocarbon vapours are carried out.
fresh air. In general, it takes about 30 seconds for the
pellistor to reach its operating temperature. However, An explosimeter does not give a reliable reading
the operator should always refer to the with atmospheres deficient in oxygen, such as
manufacturer’s instructions for the start up procedure. those present in inerted or partially inerted tanks.
The meter must not be used for measuring
hydrocarbon concentrations in inerted
atmospheres. Pellistor type instruments should
not have their sensors subjected to pressure as
this will damage the pellistor. Such pressurisation
may occur when testing for gas in the following
conditions:
Pellistor • Inert gas under high pressure or at high

A gas sample may be taken in several ways: velocity, such as from a purge pipe or high
velocity vent
• Diffusion. • Hydrocarbon gas mixtures at high velocity in
• Hose and aspirator bulb (1 squeeze equates to vapour lines or from a high velocity vent
about 1 metre of hose length).
• Motorised pump (either internal or external). The above is also relevant when using multi-gas
instruments. For example, when an infrared
Flammable vapours are drawn through a sintered sensor is being utilised for taking a % Vol gas
filter (flash back arrestor) into the pellistor combustion reading, any pellistor sensor in the instrument
chamber. Within the chamber are two elements, the may suffer damage if the inlet gas stream into the
‘Detector’ and the ‘Compensator’ This pair of instrument is at a pressure or has a high velocity.
elements is heated to between 400 and 600° C. Pellistor instruments will not indicate the
When no gas is present, the resistances of the two presence of combustible mists (such as
elements are balanced and the bridge will produce a lubricating oils) or dusts. The performance of
stable baseline signal. Combustible gases will pellisters may be temporarily affected by
catalytically oxidise on the detector head causing its condensation. This can occur when the
temperature to rise. This oxidisation can only take instrument is taken into a humid atmosphere after
place if there is sufficient oxygen present. The it has been in an airconditioned environment.
reading is taken when the display is stable. Time should be allowed for instruments to
acclimatise to the operating temperature before
Care should be taken to ensure that liquid is not
they are used. The instrument is normally fitted
drawn into the instrument. The use of an inline water
with a filter to remove solid particles and liquid.
trap and a float probe fitted to the end of the aspirator
hose should prevent this occurrence. Most
manufacturers offer these items as accessories.
Modern units will indicate on the display when the
gas sample has exceeded the LFL.

Instrument Check Procedures Operational Features
An Explosimeter is not a precision instrument and it Older instruments are fitted with flashback
can only indicate the presence of all flammable arresters in the inlet and outlet of the detector
vapours in the atmosphere being tested. The filament chamber. The arresters are essential to
istrument will indicate a value representing the prevent the possibility of flame propagation from
mixture of hydrocarbon vapours present. The only the combustible chamber and a check should
time the instrument is accurate is when it is always be made to ensure that they are in place
measuring the same gas with which it has been and fitted properly. Modern pellistor type
calibrated. The instrument is set up in the factory to instrument have sintered filters usually built into
be calibrated using a specific hydrocarbon gas/air the pellistor body. Some authorities require, as a
mixture. The hydrocarbon gas which should be used condition of their approval, that PVC covers be
for calibration and testing should be indicated on a fitted around meters with aluminium cases to
label fixed to the instrument. avoid the risk of incendive sparking if the case
impacts on rusty steel.
The instrument’s response should be checked prior to
use. TANKSCOPE (NON-CATALYTIC HEATED
FILAMENT GAS INDICATOR)
The instrument should be re-calibrated by a
competent person in accordance with the relevant Operating Principle
Safety Management System procedures and
manufacturer’s instructions. The sensing element of this instrument is usually
a non-catalytic hot filament. The composition of
During operation, it is important to occasionally check the surrounding gas determines the rate of loss of
the instrument and sample lines for leakage, since heat from the filament, and hence its temperature
the ingress of air would dilute the sample, resulting in and resistance.
false readings. Leak testing may be achieved by
pinching the sample line and squeezing the aspirator Only cotton filters should be used to remove solid
bulb. The bulb should not expand as long as the particles or liquid from the gas sample when
sample line is pinched. hydrocarbons are being measured. Water traps
may be used to protect the instrument where the
sampled gas may be very wet. Guidelines n the
Precision of Measurement use of filters and traps will be found in the
operating manual for the instrument.
The response of the instrument depends upon the
composition of the hydrocarbon gas being tested and, The sensor filament forms one arm of a
in practice, this composition is not known. By using Wheatstone Bridge. The initial zeroing operation
propane or butane as the calibration gas for an balances the bridge and establishes the correct
instrument being used on tankers carrying stabilised voltage across the filament, thus ensuring the
crude oil or petroleum products, the readings correct operating temperature. During zeroing,
provided may be slightly in error by giving a slightly the sensor filament is purged with air or inert gas
high reading. This ensures that any reading indicated free from hydrocarbons. As in the Explosimeter,
will be “on the safe side”. Factors that can affect the there is a second identical filament in another arm
measurements are large changes in ambient of the bridge which is kept permanently in contact
temperature and excessive pressure of the tank with air and acts as a compensator filament. The
atmosphere being tested, leading to high flow rates presence of hydrocarbon changes the resistance
which in turn affect the pellistor temperature. of the sensor filament and this is shown by a
The use of dilution tubes, which enable catalytic deflection on the bridge meter. The rate of heat
filament indicators to measure concentrations in over loss from the filament is a non-linear function of
rich hydrocarbon gas/air mixtures, is discouraged. hydrocarbon concentration and the meter scale
reflects this nonlinearity. The meter gives a direct
reading of % volume hydrocarbons.

In taking an measurement, the manufacturer’s Instruments with Infra Red Sensors

detailed instructions should be followed. After the
instrument has been initially set at zero with fresh air When selecting an instrument that uses an infra-
in contact with the sensor filament, a sample is drawn red sensor for measuring the percentage by
into the meter by means of a rubber aspirator bulb. volume of hydrocarbon in an inert gas
The bulb should be operated until the meter pointer atmosphere, care should be taken to ensure that
comes to rest on the scale (usually within 15-20 the sensor will provide accurate readings over the
squeezes) then aspirating should be stopped and the spectrum of gases likely to be present in the
final reading taken. It is important that the reading atmosphere to be measured. It may be prudent to
should be taken with no flow through the instrument make comparison readings with a Tankscope to
and with the gas at normal atmospheric pressure. verify the acceptability of the readings provided
The non-catalytic filament is not affected by gas by the instrument under consideration.
concentrations in excess of its working scale. The
instrument reading goes off the scale and remains in
this position as long as the filament is exposed to the MEASUREMENT OF LOW CONCENTRATIONS
rich gas mixture. OF TOXIC GASES
Instrument Check Procedures Chemical Indicator Tubes
The checking of a non-catalytic heated filament Probably the most convenient and suitable
instrument requires the provision of gas mixtures of a equipment to use for measuring very low
known total hydrocarbon concentration. The carrier concentrations of toxic gases on board tankers is
gas may be air, nitrogen or carbon dioxide or a the chemical indicator tube. These consist of a
mixture of these. Since this type of instrument may be sealed glass tube containing a proprietary filling
required to measure accurately either low which is designed to react with a specific gas and
concentrations (1%-3% by volume) or high to give a visible indication of the concentration of
concentrations (greater than 10% by volume) it is that gas. To use the device the seals at each end
desirable to have either two test mixtures, say 2% of the glass tube are broken, the tube is inserted
and 15% by volume, or one mixture between these in a bellows-type fixed volume displacement hand
two numbers, say 8% by volume. Test gas mixtures pump, and a prescribed volume of gas mixture is
may be obtained in small aerosol-type dispensers or drawn through the tube at a rate fixed by the rate
small pressurised gas cylinders, or may be prepared of expansion of the bellows. A colour change
in a special test kit. occurs along the tube and the length of
discolouration, which is a measure of the gas
Precision of Measurement concentration, is read off a scale integral with the
tube. In some versions of these instruments, a
Correct response from these instruments is achieved hand operated injection syringe is used instead of
only when measuring gas concentrations in mixtures a bellows pump. It is important that all the
for which the instrument has been calibrated and components used for any measurement should
which remain gaseous at the temperature of the be from the same manufacturer. It is not
instrument. Relatively small deviations from normal permissible to use a tube from one manufacturer
atmospheric pressure in the instrument produce with a hand pump from another manufacturer. It
significant differences in the indicated gas is also important that the manufacturer’s
concentration. If a space which is under elevated operating instructions are carefully observed.
pressure is sampled, it may be necessary to detach
the sampling line from the instrument and allow the Since the measurement depends on passing a
sample pressure to equalise with the atmosphere fixed volume of gas through the glass tube, any
pressure. use of extension hoses should be in strict
accordance with manufacturer’s instructions. The
tubes are designed and intended to measure
concentrations of gas in the air.

As a result, measurements made in a ventilated tank, USE OF OXYGEN ANALYSERS

in preparation for tank entry, should be reliable.
Under some circumstances, errors can occur if Paramagnetic Sensors
several gases are present at the same time, as one
gas can interfere with the measurement of another. Oxygen is strongly paramagnetic, whereas most
The manufacturer’s operating instructions should be other common gases are not. This property
consulted prior to testing such atmospheres. For therefore enables oxygen to be determined in a
each type of tube, the manufacturers must guarantee wide variety of gas mixtures. One commonly used
the standards of accuracy laid down in national oxygen analyser of the paramagnetic type has a
standards. sample cell in which a lightweight body is
suspended in a magnetic field. When sample gas
Electrochemical Sensors is drawn through the cell, the suspended body
experiences a torque proportional to the magnetic
Electrochemical sensors are based on the fact that susceptibility of the gas. An equal and opposing
cells can be constructed that react with the measured torque is produced by an electric current passing
gas and generate an electric current. This can be through a coil wound round the suspended body.
measured and the amount of gas determined as a The equalising current is a measure of the
result. The sensors are low cost and are small magnetic force and is thus a measure of the
enough to allow several to be incorporated into the magnetic susceptibility of the sample, i.e. related
same instrument, making them for use in multi gas to its oxygen content. Before use, the analyser
detectors. There are numerous electrochemical should be calibrated, using nitrogen or carbon
sensors available, covering a number of gases which dioxide to purge the sample cell for a zero check
may be present in the shipboard environment, such and with air at 21% oxygen for span.
as, ammonia, hydrogen sulphide, carbon monoxide,
carbon dioxide and sulphur dioxide. The [Note: Releasing nitrogen or carbon dioxide in a
electrochemical sensors may be used in stand-alone confined or unventilated area can lower the
instruments, which may provide a warning at a concentration of oxygen to a level that is
predetermined concentration of vapour, or they may immediately dangerous to life or health.
be fitted in a multisensor instrument to provide a Calibration should therefore only be carried out in
reading of the concentration of the vapour, usually in well ventilated areas.]
parts per million (ppm). These sensors may give
erroneous readings due to cross-sensitivity. This The analyser readings are directly proportional to
occurs for example, when measuring toxic gases with the pressure in the measuring cell. The unit is
hydrocarbon gases present, for example, H2S in the calibrated to a specific atmospheric pressure and
presence of nitric oxide and sulphur dioxide. the small error due to atmospheric pressure
variations can be corrected if required. Reading
errors can be more significant during pressure
MEASUREMENT OF OXYGEN CONCENTRATIONS variations using some gas sampling
arrangements, but can be avoided by reducing
Oxygen analysers are normally used to determine the sampling pressure to atmospheric during
whether an atmosphere, for example, inside a cargo readings. Continuous samples should be supplied
tank, may be considered fully inerted or safe for to the instrument by positive pressure. They
entry. Fixed types of analysers are used for should not be drawn through the analyser by
monitoring the oxygen content of the boiler uptakes negative pressure as the measuring pressure
and the inert gas main. then becomes uncertain. The filter should be
cleared or replaced when an increase in sample
The following are the most common types of oxygen pressure is required to maintain a reasonable gas
analysers in use: flow through the analyser. The same effect is
produced if the filter becomes wet due to
• Paramagnetic sensors insufficient gas drying. The need for filter cleaning
• Electrolytic sensors or replacement should be checked regularly
All analysers, regardless of type, must be used

strictly in accordance with manufacturer’s
instructions. If so used and subject to limitations listed
below, the analysers may be regarded as reliable.

Electrochemical Sensors MULTI GAS INSTRUMENTS
Analysers of this type determine the oxygen content Multi gas instruments are now widely used and
of a gas mixture by measuring the output of an are usually capable of housing four different
electrochemical cell. In one commonly-used analyser, sensors. A typical configuration would comprise
oxygen diffuses through a membrane into the cell, of sensors for measuring:
causing current to flow between two special
electrodes separated by a liquid or gel electrolyte. • Hydrocarbon vapour as a %LFL (Explosimeter
function using a pellistor sensor).
The current flow is related to the oxygen • Hydrocarbon vapour in inert gas as a %Vol
concentration in the sample and the scale is arranged (Tankscope function using an infra red sensor).
to give a direct indication of oxygen content. The cell • Oxygen (using an electrochemical sensor).
may be housed in a separate sensor head connected • Hydrogen Sulphide (using an electrochemical
by cable to the read-out unit. The analyser readings sensor).
are directly proportional to the pressure in the
measuring cell but only small errors are caused by All these monitors should be tested at regular
normal variations in atmospheric pressure. Certain intervals in accordance with manufactuer’s
gases may affect the sensor and give rise to false instructions.
readings. Sulphur dioxide and oxides of nitrogen
interfere if they are present in concentrations of more Multi gas instruments may be supplied for gas
than 0.25% by volume. Mercaptans and hydrogen measurement use and be fitted with a data
sulphide can poison the sensor if their levels are logging capability, but without an alarm function.
greater than 1% by volume. This poisoning does not Care must be taken when using multi-gas
occur immediately but over a period of time; a instruments to check for hydrocarbons in an
poisoned sensor drifts and cannot be calibrated in air. inerted atmosphere under pressure as the
In such cases reference should be made to the pellistor within the instrument could be damaged
manufacturer’s instructions. if subjected to pressure.
Maintenance, Calibration and Test Procedures PERSONAL GAS MONITORS
As these oxygen analysers are of vital importance, Multi gas instruments may also be supplied as
they should be carefully maintained and tested strictly compact units fitted with an alarm function for
in accordance with the manufacturer’s instructions. It personal protective use during tank entry. These
is essential that each time an instrument is to be personal monitors are capable of continuously
used, a check is made of batteries (if fitted), zero measuring the content of the atmosphere by
setting and calibration. During use, frequent checks diffusion. They usually employ up to four
should be made to ensure accurate readings are electrochemical sensors and should automatically
obtained at all times. Calibration is simple on all provide an audible and visual alarm when the
analysers, using atmospheric air as standard. Zero atmosphere becomes unsafe, thereby giving the
calibration can be checked with nitrogen, for wearer adequate warning of unsafe conditions.
electrochemical sensors, or carbon dioxide, for
instruments with paramagnetic sensors. Disposable personal gas monitors are now
available. They usually provide protection against
a single gas and are available for low oxygen
level, and high concentrations of hydrocarbons
and other toxic vapours. The units should provide
both audible and visual warning at specified
levels of vapour concentration, which should be
at or below the TLVSTEL for the monitored
vapour. Typically, these monitors weigh less than
100 grams and have a life of about 2 years.

PART 11 WORK STOPPING AUTHORITY are properly reported with required follow-up
PROGRAM completed.
Introduction Procedure
The Company’s employees (including shore In general terms, the Stop Work Authority (SWA)
personnel and vessels crew), contractors and process involves a stop, notify, correct, and
visitors have the responsibility, authority and resume approach for the resolution of a perceived
obligation to halt an operation if the situation unsafe work action or conditions. Most like likely to
appears unsafe or work is being performed in participate in such process is personnel that
what appears to be an unsafe manner, or where clearly understands how to initiate, receive and
concerns or questions regarding the control of respond to a Stop Work intervention, similarly to
health, safety, security and environmental risk the behavior-based safety processes.
exist.
Key indicators of safety and job task hazards that
Each person entering any work site onboard and require an employee to Stop Work are (not limited
ashore, agrees to comply with the safety rules and to):
procedures that have been conveyed to them as
part of their job or safety induction and in 1. A change: A modification or alteration that
accordance to the Company’s SMS. deviates from the way the job task is normally
performed or from the written procedural
When an employee, contractor or visitor notifies a instructions may cause unsafe work actions or
supervisor of an unsafe act or condition, it is the conditions. For example, using a different tool,
supervisor's responsibility to either correct the altering a standard procedure to meet new job
safety issue immediately or protect the crew from task requirements, making a change to the
the safety hazard, and also to develop a plan to work plan, or observing parameters that are
eliminate the hazard. outside the standard procedures.
2. An unscheduled event: An unplanned event
No work will resume until all Stop Work issues
that distracts employees from the job task
and concerns have been adequately addressed.
being performed may cause unsafe work
actions or conditions. For example, inclement
Any form of retribution or intimidation directed at
weather, simultaneous work occurring nearby,
any individual or company for exercising their
or a community or property owner activity
authority as outlined in this program will not be
following an accident or spill.
tolerated.
3. An observation with safety impact:
Key Responsibilities Whenever any person observes a condition or
situation that has an impact on safety. For
All Company’s employees (including shore example, a hose lying across a walkway, a
personnel and vessels crew), and contractors spill that has not been cleaned up, a loose
are responsible to initiate a Stop Work handrail or a damaged tool.
intervention when warranted, support the
intervention of others and properly report all Stop 4. An incomplete understanding: Whenever
Work actions. any person involved with an operation or a
The DPA and the vessel’s Masters are coworker does not completely understand
responsible for monitoring compliance with the instructions, procedures or ongoing activities.
requirements of this program; maintaining For example, making assumptions about job
associated documents, records and training task steps, uncertainty over the order that job
materials; identifying trends; sharing lessons steps are performed, or differing opinions
learned and exchanging information within the about how a job task is performed.
Office and the fleet. 5. Relay information: Whenever a situation
requires critical information to be relayed, an
The Company’s Managers, the heads of vessel’s unsafe work action or condition may occur. For
departments (Chief Office and Chief Engineer) example, shift change or crew reassignment.
and the attending Superintendents (if present
onboard) are responsible to create a culture, 6. Observing new hazards: Whenever a person
where SWA is exercised freely, honor request for encounters risks that have not been addressed
Stop Work, work to resolve issues before during previous job safety analysis or risk
operations resume, recognize proactive assessments. For example, new PPE
participation and verify that all Stop Work actions
Section 2 Part 11 Revision No: 00 Revision Date: Page 1 of 3

requirements based on job task demands condition may occur. For example, working to
previously unidentified. meet production demands and performing a
two-person procedure alone, an inexperienced
7. A need to ask for help: Whenever a job
worker who does not ask for help, not asking
requires additional people, or the experience
for help with a heavy lift, or needing help with
level of the person performing the job task
reading a drawing or sketch.
requires support, an unsafe work action or
The following steps should be the framework for all Stop Work interventions:
Step Protocol Instruction

1. When a person identifies a perceived unsafe condition, act, error, omission, or lack of
understanding, a Stop Work intervention shall be immediately initiated with the person(s)
observing and/or those who are potentially at risk.
2. If the Person in Charge for the specific work is readily available and the affected person(s) are
not in immediate risk, the Stop Work Action should be coordinated through the Person in
Charge. If the Person in Charge is not readily available or the affected person(s) are in
immediate risk, the Stop Work intervention should be initiated directly with those at risk.
3. Stop Work interventions should be initiated in a positive manner by briefly introducing the
identifying person’s oneself and starting a conversation with the phrase “I am using my Stop
Work authority because.” Using this phrase will clarify the user’s intent and set expectations
as detailed in this procedure.
4. All affected personnel and supervision should be notified of the Stop Work issue. If necessary,
associated work activities should be stopped, person(s) removed from the area, the situation
stabilized and the area made as safe as possible.
5. All parties involved in the specific operation shall discuss and gain agreement on the Stop
Work issue.
6. If determined and agreed that the task or operation is safe to proceed as is (i.e., the Stop
Work initiator was unaware of certain facts or procedures) the affected persons should thank
the initiator for their concern and proceed with the work.
7. Proceed with the job task safely:
• Ensure that any recommendations in the applicable Risk Assessment (RA) or
management of Change (MOC), as necessary, are implemented.
• Develop temporary procedures or revise existing procedures to accurately, safely
perform the job task.
• Confirm that everyone understands the job task as it is about to be performed.
• Confirm that proper tools, materials, spill prevention/remediation equipment or
personnel, etc. are available.
• Confirm that the appropriate and trained workforce is available.
• Determine if there is enough time to perform the job task safely.
Confirm that the communication is appropriate (spotters, hand signals, signage, language
barriers, etc.).
8. If the Stop Work issue cannot be resolved immediately, work shall be suspended until proper
resolution is achieved. When opinions differ regarding the validity of the Stop Work issue or
adequacy of the resolution actions, the Person in Charge for the specific work/operation shall
make the final determination. Details regarding differences of opinion and resolution actions
should be included in the documented report.
9. All Stop Work interventions and associated detail shall be documented and reported to the
heads of vessel’s departments (Chief Office and Chief Engineer) and the attending
Superintendents (if present).
Documentation and follow-up intervention by using the words “STOP WORK” at

the beginning of the incident description in order to
All Stop Work interventions exercised in differentiate it from traditional Near Miss reports.
accordance to the present procedures shall be
documented as a Near Miss utilizing the Stop Work reports shall be reviewed by the
Company’s controlled Near Miss Report. The vessels’ Masters (or by attending Company’s
Near Miss report shall refer specifically to the

representatives during dry-dockings and new- 1. Informal recognition should be ensured a

building projects) in order to: minimum, in the form of an expression of
appreciation for a job well done, of
1. Measure participation. individuals when they exercise their
authority to Stop Work or demonstrate
2. Determine quality of interventions and
constructive participation in a Stop Work
follow-up.
intervention.
3. Trend common issues and identify
2. Additionally, formal recognition of selected
opportunities for improvement.
examples of Stop Work interventions and
4. Facilitate sharing of lessons learned. those responsible should be made during
regularly scheduled safety meetings.
5. Support recognition programs.
Training Requirements
The DPA will also regularly circulate incident
details regarding the number of Stop Work actions
Training regarding this Stop Work Authority (SWA)
reported across the fleet and in other worksites of
Program shall be conducted as part of all new
interest (such as during dry-dockings and new
crew and contractors’ familiarization, upon
building sites), as well as details regarding
embarkation, with records maintained in the
common trends and lessons learned.
respective Familiarization Records.
Normally, it is the desired outcome of the Stop
Additionally, a review of the SWA Policy shall be
Work intervention that identified safety concerns
carried out as part of the MRM and regularly
are addressed to the satisfaction of all involved
during the vessels’ safety meetings and the
persons prior to the resumption of work.
Masters System’s Review Reports.
Although most issues can be adequately resolved
in a timely fashion at the job site, occasionally
additional investigation and corrective actions may
be required to identify and address root causes.
Stop Work interventions that required additional
investigation or follow-up will be handled utilizing
existing procedures and documentation
requirements for Incident Investigation.
In order to build and reinforce a culture in which

Stop Work Authority (SWA) is freely exercised and
accepted, positive feedback should be given to all
affected personnel regarding resolution of the Stop
Work issue and under no circumstances should
retribution be directed at any person(s) who
exercise, in good faith, their Stop Work authority
as detailed in this program. In this context the
vessels’ Masters (or the attending Company’s
representatives during dry-dockings and new-
building projects) are encouraged to positively
recognize crew and contractor participation in the
program, as follows:

SECTION 3 Records generated by Safe Working Practices
Watch/Work Hours Watch/Work Schedules posted in Up to Date Destroy

Messrooms
Record of Working Hours Vessel At least 3 months after Destroy

Master & Chief Engineer’s Office completion of voyage
Crew Manager At least 18 months as above

Vessel File
Records of Routine VGP Logbook 3 years Destroy

Safety/Pollution Prevention
Inspections
Evidence of calibration/testing Portable Test/Measuring Equipment Until completed and then Destroy
carried out on test equipment Record Book for further 1 year
Enclosed Space Entry Permit (see below)
Enclosed Space Entry Permits Enclosed Space Entry Permit File At least 1 year Destroy
Pumproom & M/E Scavenging Pumproom Entry Permit File as above as above
Box Entry Permits (at entrance to Pumproom
M/T Scavenging Box Entry Permit File
(in ECR)
as above as above
Enclosed Battery Room Entry Enclosed Battery Room Entry Permit File
Permits (ECR)
as above as above
Company & Chemist Hot Work Hazardous Work Permit File
Permits (Deck)
as above as above
Company & Chemist Cold Work as above
Permits
as above as above
Work Aloft/Overside Permits as above
as above as above
Electrical Work Permits Hazardous Work Permit File
(Engine)
as above as above
Underwater Inspection/Work as above
Permit
as above as above
Permit for Maintenance on as above
Pressure Vessel/System
Critical Equipment De-activation/ as above as above as above

Re-activation Permits &
communications between ship
and shore
PPE Matrix Messrooms Up to date Destroy

Capital-Executive Ship Management Corp. RECORD OF WORKING HOURS SOM: 07-01-00
Name of seafarer: __________________________________________________ Rank: __________________________________________ Watchkeeper Yes No
Month: __________________________________________ Year: _____________
A record of working hours must be maintained for each seafarer aboard the vessel, including the Master and Chief Engineer. Working hours must be recorded on a daily basis using the
attached form. Hours worked must be marked by inserting an X in the appropriate boxes or by drawing a continuous line or arrow.
Shipboard personnel who are assigned duties as officers in charge of a watch or ratings forming part of a watch, must be given a minimum of 10 hours rest in any 24 hour period.
The hours of rest may be divided into a maximum of 2 rest periods, one of which must be at least 6 consecutive hours.
The above requirements need not be maintained in the case of an emergency, a drill or in circumstances where essential work cannot be delayed for environmental or safety reasons, or if
important operational activities could not have been reasonably anticipated at the beginning of the voyage.
The minimum period of 10 hours may be reduced to 6 consecutive hours provided this does not extend beyond 2 days and that 70 hours of rest are given each 7 day period.
If minimum rest hours were not maintained during this monthly period please record the specific date and reason why below:
_____________________________________________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________________________________________
Name of Master or person authorised by the Master to complete and sign this record: __________________________________________________ Rank: _________________________
Signature of Master or authorised person: _________________________________________ Signature of seafarer: _____________________________________ Date: ______________
Please remember you are not required to send this form to the office but at the end of each month a message must be sent to the Crew Dept., stating whether or not minimum rest hours were
met during the previous month. If there were any deviations you must state the reason why on this message.
Page 1 of 2
Capital-Executive Ship Management Corp. RECORD OF WORKING HOURS SOM: 07-01-00
DATE 00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 TOTAL REST HOURS

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Page 2 of 2
Capital-Executive Ship Management Corp. SOM: 07-01B-00
SHIPBOARD WORKING ARRANGEMENTS (WATCH SCHEDULE)
VESSEL: FLAG: IMO NO. LATEST UPDATE:
The maximum hours of work or minimum hours of rest are applicable in accordance with: (national law or regulation) issued in conformity with ILO’s Seafarers’ Hours of Work and the Manning of Ships Convention 1996 (No. 180)
and with any applicable collective agreement registered or authorized in accordance with that Convention and with the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978, as amended, (STCW Convention)
Maximum hours of work or minimum hours of rest:

Other requirements (if any):
Scheduled daily working hours at sea Scheduled daily work hours in port Total daily work/rest hours
Position/Rank Comments
Watchkeeping Non-watchkeeping duties Watchkeeping Non-watchkeeping duties At sea In port
(from – to) (from – to) (from – to) (from – to)
Name & Signature of Master:
Please note:
The above information must be completed in English which is the working language of the vessel.
If position/ranks are listed in the vessel’s Safe Manning Certificate, the same terminology should be used above.
See STCW, Company Procedures (SOM Manual, Chapter 7) and the Record of Working Hours form SOM 07-01-00 for information on rest hour requirements
ENCLOSED SPACE ENTRY PERMIT

(meeting A.27/Res.1050 requirements)
(ENTRY PERMITS ARE VALID FOR ONE SPACE ONLY - A SEPARATE PERMIT MUST BE ISSUED FOR EACH SPACE TO BE
ENTERED - PERMIT MUST BE POSTED AT ENTRY OF SPACE FOR DURATION OF OPERATION)
Permit for entry into:
From: hrs. Date: To: hrs. Date:
( Permits must not be issued for periods exceeding one working day, i.e., 8 hours)
Reason for entry:
PREPARATION PROCEDURES Done N/A
Ensure all persons involved in the operation are familiar with the BA and other emergency equipment
Decide if necessary and if so, arrange for space to be cleaned
If applicable segregate space by blanking off/isolating all connecting pipelines (Cold Work Permit required)
If applicable secure all valves on pipelines serving the space to prevent accidental opening
Thoroughly ventilate the space by mechanical means
Ensure a safety harness with lifeline, tested positive pressure breathing apparatus, resuscitator, fully charged safety torch are readily
available for use at entrance to the space
CALIBRATE / CHECK TEST EQUIPMENT (Atmosphere must always be tested by portable equipment even if fixed detection
system is available. Remember to make an entry in the Portable Test/Measuring Equipment Record Book)
INITIAL TESTING OF ATMOSPHERE IN THE SPACE
Ventilation must be stopped for at least 10 minutes before tests take place
Atmosphere samples must be taken from several depths and through as many openings as possible
Time
REQUIRED CONDITIONS FOR SAFE ENTRY & INITIAL TEST RESULTS
Oxygen 21% * Initial Reading ...........................%
Hydrocarbon LFL less than 1% Initial Reading ........................... %
Toxic Gases Less than 50% OEL of specific gases Initial Reading(s) ................% ............... % Tested by
Tests for specific toxic contaminants such as benzene and H2S, to be
undertaken depending on nature of previous contents of the space
If required conditions are not met at this or any other stage of the operation this permit is automatically CANCELLED and the matter must be
immediately brought to the attention of the Master who will decide what action is to be taken.
PROCEDURES TO BE FOLLOWED BEFORE ENTRY INTO SPACES THAT HAVE BEEN TESTED & FOUND SAFE Done
(To be checked by Master or Responsible Officer)
Arrange for the space to be continually ventilated while occupied and during work breaks
Arrange for frequent atmosphere checks while space is occupied and after each work break
Frequency of these checks to be minimum of once between each repeated check after a work break
Records of these repeated checks must be entered in relevant section on next page
Establish system and frequency of communication, note frequency of communications on next page, ensure communication system is
understood and tested by standby person and those entering the space
Establish emergency and rescue procedures (see ERM Manual) and make sure they are understood by all persons involved in the operation
Inform Bridge and Engine Watch Officers of the operation
Ensure safe access and adequate illumination - ensure fixed lighting, i.e., air-turbo lights are ready for extended entry periods
PPE equipment to be used by persons entering the space must be prescribed. Following items to be considered:
• Protective clothing, including work clothing or protective suits, safety boots, safety helmet, gloves, safety glasses.
• For large spaces, or climbing access will be undertaken, wearing of safety harness may also be appropriate.
• Approved safety torches.
• Approved UHF radio.
• Personal gas detector or an area gas detector and alarm.
• Emergency Escape Breathing Devices (EEBDs)
REMEMBER HOT/COLD WORK PERMITS MAY NEED TO BE ISSUED BEFORE WORK CAN BEGIN IN THE SPACE
* National requirements may determine the safe atmosphere range Page 1 of 3

RESPONSIBLE OFFICER'S SIGNATURE OF APPROVAL FOR ENTRY:
........................................................... ................................................... ....................... .................hrs

Name Signature Date Time
MASTER'S SIGNATURE OF APPROVAL FOR ENTRY:
........................................................... ................................................... ....................... .................hrs

Name Signature Date Time
TO BE COMPLETED BY EACH PERSON AUTHORISED TO ENTER THE SPACE

& PERSON RESPONSIBLE FOR STANDBY AT ENTRANCE
My signature below is recorded evidence that before entering the space/taking up my standby duties:
I received instructions or permission from Master or nominated Responsible Person to enter the enclosed space
I am satisfied this permit has been satisfactorily completed by the Master or nominated Responsible Person
I have understood and tested the system of communication and agree to reporting at intervals of ........... MINUTES
Emergency and evacuation procedures have been agreed and are understood
I am aware the space must be vacated immediately in the event of ventilation failure or if atmosphere tests show a change from
agreed safety criteria
NAME RANK/POSITION Time of Entry Time of Exit Signature
Note: The Responsible Officer cannot be one of the persons entering the space
RECORDS OF REPEATED ATMOSPHERE TEST RESULTS

Repeated tests must take place after any interruption or break in work and not exceeding 2 hourly intervals
when space is occupied
TOXIC GASES
Date Time Oxygen Hydrocarbons Specify Gases & PPM
Repeated tests
Repeated tests
Repeated tests
Repeated tests
Repeated tests
Repeated tests

TO BE COMPLETED BY RELIEVING RESPONSIBLE OFFICERS (if applicable)

My signature below is evidence that before taking over responsibility for this operation I was fully informed of arrangements in place and the
present status of the operation and I am satisfied the operation is being conducted in a safe and efficient manner.
Name Rank Signature Time On Time Off
TO BE COMPLETED BY RESPONSIBLE OFFICER ON DUTY AT END OF OPERATION
Operation completed at ………………. hrs Date: ………..…………
All tools and materials removed from space and space secured at: ............................... hrs
Bridge and Engine Room OOWs informed at: ….........….….. hrs
Responsible Officer ........................................................ .................................................................

Name Signature

M/E SCAVENGING BOX / M/E CRANKCASE ENTRY PERMIT
CONDITIONS TO BE MET BEFORE ENTRY
OXYGEN 21%
HYDROCARBON READING LESS THAN 1% LFL
TOXIC GASES (see ISGOTT Chapter 2)
Before permitting entry into this space the responsible Officer must:
 ensure test equipment has been calibrated

 test the atmosphere and ensure above conditions are met (Master and OOWs must be immediately notified if the space is
found or suspected to be unsafe)
 ensure the following arrangements have been made:
- fire fighting equipment, breathing apparatus, safety harness with rigged lifeline (as applicable) are ready for use
- a competent person has been instructed to be on standby and a system of communication has been agreed (if VHF/UHF
is to be used, which may be hampered by noise, a visual form of communication must also be agreed)
- the space will be continually ventilated
- emergency response procedures have been established and agreed
- a Hot or Cold Work Permit has been issued (if applicable)
If space is already occupied the atmosphere does not have to be tested but entry must be recorded.
Persons entering the space must be sure these precautions have been taken and it is safe to enter before initialling this form
and must always carry a Personal Detector when in the space.
WHEN PUMPROOM ENTRY IS FOR ANY REASON OTHER THAN ROUTINE INSPECTION PURPOSES, AN ENCLOSED SPACE
ENTRY PERMIT MUST BE ISSUED
ENTRY DETAILS Responsible Officer
Date Time Rank & Initials of person Rank O2 reading LFL reading Toxic Gases Initials
entering
To be kept in File at entrance to M/E Scavenging Box Entry File in ECR

ENCLOSED BATTERY / CO2 ROOM ENTRY PERMIT
CONDITIONS TO BE MET BEFORE ENTRY
OXYGEN 21%
Before permitting entry into this space the responsible Officer must:
• ensure test equipment has been calibrated

• test the atmosphere and ensure above condition is met (Master and OOWs must be immediately notified if the space is
• ensure the following arrangements have been made:
- a competent person has been instructed to be on standby

- the space will be continually ventilated
Persons entering the space must be sure these precautions have been taken and it is safe to enter before initialling this form.
ENTRY DETAILS Responsible Officer

Date Time Rank & Initials of person entering Rank Checked OK Initials
PERMIT TO ENTER ENCLOSED SPACE USING BREATHING APPARATUS
(Enclosed spaces with atmosphere is known or suspected to be unsafe for entry)
Entry into any space that cannot be proven safe for entry should only be considered if it is ABSOLUTELY ESSENTIAL for the safe
operation of the ship and NO other practicable alternative exists. In such highly hazardous situations a risk assessment must be
carried out and a safe system of work developed in agreement with the Company.
THIS PERMIT IS NOT FOR USE IN RESCUE FROM ENCLOSED SPACE OPERATIONS
Reason for entry (to be completed by the Master)
In my opinion there is no practicable alternative to using this method of entry that I consider to be essential for the safe operation of the ship. I
have obtained written agreement from the Company - copy of which is attached to this permit.
Master’s Name & Signature Date of entry: Permit validity ...............hrs to ............. hrs
(Validity of these permits must never exceed 15 minutes - if necessary to return to the space using BA, a new permit must be issued)
Name/Rank/Signature of Officer appointed to be responsible
for continuous supervision throughout duration of the operation
PROCEDURES BEFORE ENTRY Yes
(response to all the below questions must all be positive)
Has the number and identity of person(s) to enter space been established and OOW informed? (minimum number of persons possible)
Are arrangements in place for persons entering space to use positive pressure breathing apparatus?
Breathing apparatus has been tested as follows:
- gauge and capacity of air supply
- low pressure audible alarm if fitted
- face mask - under positive pressure and not leaking
Are all persons entering space fully trained to use breathing apparatus and are they aware of associated hazards?
Has a standby party been appointed to be in attendance outside the space, wearing breathing apparatus, in case of an emergency?
Are spare sets of breathing apparatus, a resuscitator and rescue equipment available outside the space?
Have means of communication been provided and system of emergency signals agreed, understood and tested by persons involved?
Are arrangements in place for persons entering space to wear rescue harness and. where practicable, lifelines?
If personnel will not be connected to lifeline, are appropriate measures in place to identify where the persons are whilst in the space?
Has ventilation been provided? (where possible)
Has the manner in which the work to be undertaken been decided in a way that will avoid creating an ignition hazard?
BELOW SECTION TO BE COMPLETED/SIGNED BY PERSON(S) ON STANDBY DUTIES & PERSON(S) ENTERING SPACE
I hereby declare:
• I am fully trained in the use of the Breathing Apparatus provided
• I have fully understood means of communication, emergency signals to be used and other emergency arrangements,
• I am satisfied the apparatus has been sufficiently checked before use
• I fully understand the health and lives of persons involved in the operation may depend on my actions
Name(s) of person(s) entering space Rank/Position Time of Entry Time of Exit Signature
Name(s) & Signatures of person(s) appointed standby duties
Signature:
Signature:
Job completed / space secured / OOW informed .......................... hrs .............................................................................................................................

Signature Officer responsible for continuous supervision for duration of operation
Page 1 of 1
HOT WORK PERMIT
Please refer to last page of this permit for guidance on completion
VESSEL: Remarks
THIS PERMIT IS VALID FROM: hrs. Date: Permits must not be issued for periods
exceeding one working day, i.e., 8 hours
TO: hrs. Date: and must not be issued until immediately
before work is to begin.
HOT WORK LOCATION:
HAS ENCLOSED SPACE ENTRY PERMIT BEEN ISSUED? YES N/A Please mark accordingly
When hot work is taking place in an enclosed space, times and results of atmosphere testing must be recorded on both permits as required.
DESCRIPTION OF HOT WORK INCLUDING TYPE OF EQUIPMENT TO BE USED:
Equipment to be used must be inspected and found fit for use before proceeding with issuance of this Hot Work Permit
HAZARDS IDENTIFIED SAFETY PRECAUTIONS TO BE TAKEN (including PPE)
RESPONSIBLE PERSONS NAME(S) & RANK

OFFICER RESPONSIBLE FOR HOT WORK
(Senior Engineering Officer)
The Officer assigned to be responsible for hot work must
not be involved in the actual work itself
OFFICER RESPONSIBLE FOR SAFETY
(Chief Officer - vessel's Safety Officer)
PERSON(S) ASSIGNED TO PERFORM HOT WORK
PERSON(S) ASSIGNED TO FIRE WATCH DUTY FOR

DURATION OF HOT WORK
Page 1 of 3
HOT WORK PERMIT
SECTION 1 This section applies to all hot work involving high temperatures, open flame, electric arc or continuous source of sparks
etc. This type of work includes but is not limited to welding, burning and grinding.
YES N/A
Planning meeting held, risk assessment performed, safety precautions detailed on this permit and relayed to
all relevant persons involved with the hot work?
Combustible gas detector calibrated (Remember to make entry in Portable Test/Measuring Equipment Record Book)
Hot work area has been tested for hydrocarbon vapours and test results recorded on this permit? R
Equipment or pipeline has been gas freed?
Equipment or pipeline has been blanked?
Equipment or pipeline checked and found free of liquid?

Equipment has been isolated electrically?
Surrounding area has been checked and found safe for work to proceed? R
Arrangements are in place for area to be continuously ventilated?
Additional fire protection is readily available, i.e., extinguishers, fire line under pressure etc.? R
Fire Watch has been arranged and assigned person(s) are aware of duties?
Correct protective clothing/apparatus inspected and found ready for us?
REPEATED TESTS/CHECKS “R” EVERY ..................mins. (In addition to tests/checks after work breaks)
SECTION 2 This section applies to hazardous work NOT involving naked flame or continuous spark production and would include use
of electrical equipment, use of air driven rotary equipment, sand or grit blasting, hammering and mechanical chipping and movement of
equipment or materials over or near to machinery that is operating.
YES N/A
Planning meeting held, risk assessment performed, safety precautions detailed on this permit and relayed to
all relevant persons involved with the hot work?
Combustible gas detector calibrated (Remember to make entry in Portable Test/Measuring Equipment Record Book)
Hot work area has been tested for hydrocarbon vapours and test results recorded on this permit? R
Surrounding area has been checked and found safe for work to proceed?
Arrangements are in place for area to be continuously ventilated?
Additional fire protection is readily available, i.e., extinguishers, fire line under pressure etc.? R
Fire Watch has been arranged and assigned person(s) are aware of duties?
Correct protective clothing/apparatus inspected and found ready for us?
REPEATED TESTS/CHECKS TO TAKE PLACE EVERY ..........mins. (In addition to tests/checks after work breaks)
HOT WORK AUTHORISATION
Onboard authorisation:
In the circumstances noted herein it is considered safe to proceed with this hot work.
Signatures ………………………..…. .…………….………………..……...

Master Officer responsible for hot work
Shore management authorisation given by (when applicable): ...................................................................

Print name clearly
Page 2 of 3
HOT WORK PERMIT
TO BE COMPLETED BY OFFICER RESPONSIBLE FOR HOT WORK & OFFICER RESPONSIBLE FOR SAFETY
My signature below is recorded evidence that all necessary steps have been taken and it is now safe to begin hot work
I have understood the requirements for repeated testing/checking a intervals of ........... MINUTES
Emergency procedures have been agreed and are understood by all persons involved in the hot work
NAME RANK/POSITION Signature

Officer responsible for hot work
Officer responsible for safety
RECORD OF INITIAL & REPEATED TESTING/CHECKING

Times of INITIAL and REPEATED tests/checks must be recorded below and signed off by Officer responsible for hot work. This includes repeated
tests/checks at agreed intervals and after each suspension of work i.e., coffee/meal breaks etc.
Frequency of repeated tests will depend on prevailing circumstances but they should never exceed 2 hourly intervals
DATE:
TIME Hydrocarbon Responsible TIME Hydrocarbon Responsible

Test Readings Officer’s signature Test Readings Officer’s signature
LFL (to be less LFL (to be less
than 1%) than 1%)
SECTION 3
Hot work has been completed, all persons under my supervision and their tools/equipment have been withdrawn from area.
Signature …………………………………………….…… Time …..…………hrs. Date: ………………………………

Officer responsible for hot work
GUIDANCE NOTES FOR ISSUANCE & COMPLETION OF A HOT WORK PERMIT

• Hot Work is any work involving temperature conditions likely to be of sufficient intensity to cause ignition of combustible gases, vapour
or liquids, in or adjacent to area involved.
• Before hot work a planning meeting must be held, Safety Committee/Tool Box Meeting, and task risk assessments completed.
• When planning hot work Company requirements detailed in SOM Manual, Chapter 7, Section 2, Part 5 must be followed and reference
must also be made to guidelines in Code for Safe Working Practices for Merchant Seamen CSWPMS (all vessels) and the International
Safety Guide for Oil Tankers and Terminals ISGOTT (tanker vessels).
• Persons assigned to perform hot work must be adequately trained and be competent to carry it out safely and effectively.
• Tests/checks must be carried out and permits issued immediately before work begins, if there is any delay tests/checks must be
repeated.
• A separate permit must be issued for each hot work task and each location
• At agreed intervals, while work is in progress, certain items must be re-checked. These items are marked with the letter “R”. The
frequency of the repeated checks will depend on prevailing circumstances but these should never exceed 2 hourly intervals. The same
applies if there is any delay between time permit is issued and commencement of work as well as after any suspension of the work,
i.e., coffee/meal breaks.
• Copy of permit to be displayed at work area for duration of task and on completion of work filed in Hot Work Permit file. If hot work
required shore approval a copy of written authorisation to be attached to permit maintained in ship’s records
• Hot work must be stopped immediately if there is any change to conditions under which the permit has been issued. This permit must
be cancelled and a new one issued when all conditions and safety precautions have been reinstated.
Page 3 of 3
COLD WORK PERMIT
A Cold Work Permit must be issued for any work carried out in a hazardous or dangerous area that will not involve generation of temperature conditions
likely to be of sufficient intensity to cause ignition of combustible gases, vapours or liquids in or adjacent to area involved.
Cold work includes but is not limited to:
blanking/de-blanking, connecting/disconnecting pipework, removing or fitting valves/spades/blinds, work on pumps, oil spill clean up.
Permit valid from .......................hrs. Date: .................................. to .......................hrs. Date: ...............................
Location of cold work .............................................. ……………………………………………………………………………………
Responsible Officer ….....…………………………………………………………………………………………………………………
Persons assigned to carry out work .......................………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………
(if applicable state who the Team Leader is)
Give a brief description of the cold work to be carried out, the type of equipment to be used and details of any special conditions i.e., hazardous material
likely to be released when machinery/equipment/pipeline/fitting is opened and any special precautions to be taken over and above those listed below.
The following precautions must be taken when applicable and verified by the responsible Officer before work begins:
The machinery/equipment/pipeline/fitting has been:

(tick as appropriate)
Vented to atmosphere ______

Washed ______
Drained ______
Isolated by closing valves ______
Tested and found to be free from : Oil ____ Gas ____ Steam ____ Pressure ___
Surrounding area is free from hazards _______

Electrical equipment has been isolated _______
Correct protective clothing/apparatus is ready for use _______
We hereby declare above stated precautions have been taken and it is now considered to be safe to proceed with this work.
Responsible Officer ……………....…… ………………… Team Leader …………………… …………………………

Signature Name (if applicable) Name Signature
IMPORTANT REMINDERS
• TESTS FOR COMBUSTIBLE GAS MUST BE CARRIED OUT IMMEDIATELY BEFORE COLD WORK BEGINS AND AT
FREQUENT INTERVALS AS LONG AS THE WORK IS IN PROGRESS
• ENCLOSED SPACE ENTRY PERMITS MUST ALSO BE ISSUED IF APPLICABLE
• THIS PERMIT MUST BE ON DISPLAY AT THE WORK AREA FOR THE DURATION OF THE TASK
The work has been completed and all persons under my supervision and their tools and equipment have been withdrawn from the area.
Signature …………………………………………….…… Time …..…………hrs. Date: ………………………………

Responsible Officer
Page 1 of 1
ELECTRICAL WORK PERMIT
A permit must be issued for any work on electrical equipment or machinery/equipment powered by electricity.
The permit must be posted at work area for duration of operation
VERY IMPORTANT NOTICES

When isolation of the power supply will effect other critical machinery or equipment aboard the vessel, the
Master and Watch Officer must always be notified prior to disconnection and before reconnection.
Special attention must be given to navigation equipment and alarm systems etc, that may need to be reset
SECTION 1 - To be completed by Chief Engineer
Permit validity from ___________ hrs. - to ___________ hrs. Date ___________________
Work location ................................................................................……………………………………………………………………………………
Machinery/Equipment to be worked on ...........................................................................................................................................................
Person assigned as being responsible for work and

authorising power supply isolation & reconnection ........................................................................................................................................
Person assigned to inform Master/Watch Officers before

disconnection and reconnection of power supply ..............................…………………………………………………………………….
Persons assigned to carry out work ............................………………………………………………………………………………….
Please state name and rank of above mentioned persons

Brief description of work to be carried out and details of all machinery/equipment to be isolated. Also note any special conditions or
precautions to be taken over and above those shown below and details of any equipment/alarm systems etc., that will need resetting:
Method to be used for power supply isolation
Method(s) to be used to prevent accidental/mistaken reconnection of isolated power supply i.e., locking device, labelling, warning notices
Chief Engineer _____________________________ ______________________________

Name Signature
SECTION 2 - To be completed by person responsible for work and authorising power supply isolation & reconnection
Time SIGNATURE
Master/Watch Officers informed of pending power supply isolation
Authorisation given for power supply isolation
Work completed, checked/tested
Authorisation given for power supply reconnection
Reminder: If this permit is issued in conjunction with other permits, i.e., Hot Work Permit, Cold Work Permit, Enclosed Space Entry Permit
they must be kept together at the work site for duration of the operation and then filed together in the Work Permit File.
Page 1 of 1
PERMIT TO WORK ALOFT/OVERBOARD

The permit must be posted at work area for duration of operation
NOBODY MUST EVER WORK OVERBOARD WHILE THE VESSEL IS UNDERWAY

OR ALONGSIDE A TERMINAL/BERTH UNLESS PERMISSION HAS BEEN GRANTED BY HARBOUR MASTER
WORKING AT HEIGHTS OF 2 METRES OR MORE ABOVE THE DECKS (anywhere on the vessel) IS CONSIDERED TO BE ALOFT
Permit valid for work ALOFT □ OVERBOARD

Tick above as appropriate
□ from ________hrs - to _______hrs Date: __________
Work location ……..............................................................………………………………………………………………………………
Person(s) assigned to carry out work .....................……...…………………………………………………………………………….
......……………………………………………………………………………………………………….…………………………….…….....
Persons assigned to carry out work aloft and/or overboard must be properly experienced
Briefly describe below the work to be carried out, type of equipment to be used, details of any special conditions or any special
precautions to be taken over and above those listed below.
IMPORTANT FOR TANKER VESSELS - When work will involve hand tools the Master must give his permission having
decided it is safe to do so and that the safety precautions comply with ISGOTT instructions for use of tools
Master's signature of authorisation (if applicable) :
The following checks must be carried out by the Chief Officer / 2nd Engineer before work begins:
• Persons assigned to carry out work are wearing the proper protective clothing, shoes and hard hats etc.
• The following equipment has been checked and found to be in good condition and free of wear, grease, chemicals etc:
- full body safety harnesses using double latch self locking snap hooks at each connection
- synthetic fibre ropes
- cradles, stages and Bosun Chairs
- blocks, securing ropes, gantlines and other supporting equipment
- fall arrest equipment must limit free fall to 2 metres or less
- tool baskets
• Securing points must be adequate to support the weight of equipment and persons using it
• A lookout must be assigned to be on deck for the duration of the work in order to call for assistance and take action in the
event of an emergency
• In addition to above, if work is to be carried out overboard a lifebuoy with lifeline must be available close to the work area
nd
CHIEF OFFICER/2 ENGINEER: ………………………………………… .................................................................
Name Signature
Page 1 of 1
UNDERWATER INSPECTION/WORK PERMIT
A permit must be issued for any underwater inspection or work and a copy must be posted in the CCR, ECR and Bridge for duration)

If isolation of power supply is needed that will effect vessel's critical machinery or equipment, the Master
and Watch Officer must always be notified prior to disconnection and before reconnection.
Special attention must be given to any equipment and alarm systems etc, that may need to be reset
SECTION 1 - To be completed by Officer assigned to be responsible for Safety
Work location ................................................................................……………………………………………………………………………………
Description of work, including equipment to be used ....................................................................................................................................
...........................................................................................................................................................................................................................
Person assigned to be responsible for work and


Name of Diving Supervisor.................................................................................................................................................................................
Name(s) of Diver(s) ..........................................................………………………………………………………………………………….

Where applicable state name and rank of above persons
Brief description of work to be carried out and details of all machinery/equipment to be isolated. Also note any special conditions or
precautions to be taken over and above those shown below and details of any equipment/alarm systems etc., that will need resetting:
Chief Engineer _____________________________ ______________________________

Name Signature
Time SIGNATURE
Reminder: If this permit is issued in conjunction with other permits, i.e., Hot Work Permit, Cold Work Permit, Enclosed Space Entry Permit
they must be kept together at the work site for duration of the operation and then filed together in the Work Permit File.
Page 1 of 1
PERSONAL PROTECTIVE EQUIPMENT MATRIX

(TO BE POSTED IN OFFICER AND CREW MESSROOMS)
Safety belt/line - harness as appropriate

Torch (intrinsically safe if appropriate)
Leather/cloth gloves (as appropriate)
Chemical resistant (rubber) gloves
Lifebuoy with Line ( on stand by)

Gas Welding Goggles (coloured)
Cook's Clothing & Headgear

High visibility Jackets/Vests
Personal Multi Gas Detector

Safety Goggles (with holes)
Razor wire resistant gloves
Parka (cold weather) jacket

Electrical insulating gloves
Razor wire handling hooks
Floatation Vest (Life vest)

ALL VESSELS
Chemical resistant apron
Electric Welding Mask

Heat resistant gloves
Welding apron
Ear Defenders
Welding Visor
Safety Helmet
Safety Shoes
Safety Boots
Face Shield
Dust Mask
Working in Machinery Spaces X X Overalls
X X O
Working on Deck X X X O
Mooring - Anchoring - Towing Ops X X X O
Handling Mooring Wires & Ropes X X X O X
Securing Vessel's Access Equipment X X X O X X
Crane Operations X X X O
Anti Piracy Preparation X X X X X
Handling chemicals and toxic materials
X X X X X X
(see below for chemical cargoes)
Tank Cleaning
(see below for chemical cargoes)
X O O X
Hold Cleaning Dry Cargo Vessels X X X O O O
Cargo Operations Tankers X X X O O X
Cargo Operations Bulk Carriers X X X O O
Cargo Operations Containers X X X O O
Bunker Operations X X X O O X
Deck cleaning / washing X X X
Deck Chipping -de-scaling etc.. X X X O X
Painting X X X O O
Spray Painting X X X O X X
Work Aloft X X X O X
Work Outboard X X X O X X X
Electrical Work X X X X
Gas Welding X X X X X X
Electric Welding X X X X X X
Grinding X X X O
Working with Lathe X X X O O
Work on E/R bilges X X X X O
Work on pressure vessels X X X X
Conn./Disconnection arms/hoses/pipe O
blanks/valves X X X O
X
Work in Refrigerated Spaces X X X X
Work in Galley X X
X = AT ALL TIMES
O = AS APPROPRIATE
WHEN BELOW PPE REQUIREMENTS ARE STATED ON MSDS AND/OR IMDG CODE, THEY MUST BE USED / READILY AVAILABLE FOR
CHEMICAL CARGO & TANK CLEANING OPERATIONS
Large aprons Chemical resistant coveralls Self-contained air-breathing apparatus
Special gloves with long sleeves Chemical resistant suits Fireproof lifeline w/belt resistant to the cargo carried
Chemical resistant full boots or chemical resistant safety shoes Face shields Explosion-proof lamp
WHEN NITROGEN OPERATIONS ARE CARRIED OUT, BELOW MENTIONED ADDITIONAL PPE TO BE USED:
Loose fitting gloves for quick removal if crygenic liquid is spilt on Overalls with cuffless pants capable of Safety glasses with side shield and face shields
them extending over high top safety shoes
DURING CONTAINER VESSEL CARGO OPERATIONS
High Visibility Vests/Jackets In addition to standard PPE for cargo ops, i.e., helmets, safety shoes, overalls, gloves, winter clothing (as necessary), full High Visibility Vests/Jackets must
be worn by all Officers and crew when on deck and when walking on the pier beside the vessel.
Safety helmets are to be worn at all times when seafarers are on deck on all types of vessels and they must be fitted with chin straps that must always be used.
Parka (weather) jackets must always be worn on open deck in cold weather
As well as use of razor wire resistant gloves, hooks must always be used to manoeuvre razor wire into position
Depending on the operation at hand, cargo carried etc., additional PPE may be required for certain activities over and above those stated in this matrix. PPE
requirements are decided during daily 'Tool Box' meetings and clearly stated on 'Daily Work Plans'. Plans must be posted on the Bridge, in CCR or Ship's Officer
and in messrooms and must be checked by Officers and crew before work begins. PPE requirements are also stated on Company's permits for hazardous work.
Critical Equipment De-activation/Re-activation Permit
This form must be completed prior to work on critical equipment listed in SOM Manual, Chapter 7, Part 5, and after a Risk Assessment
has be carried out and reviewed and approved by shore Risk Assessment Team.
Vessel: Equipment to be maintained:

Expected duration of work from time of de-activation to re-activation of machinery/equipment:
Date & Time of de-activation:
Alternative back up machinery/equipment ready to be activated should the need arise:
Modifications to operational procedures to minimize possible hazards:
Safety precautions taken to minimize possible hazards:
Officers and crew notified work is about to begin and all necessary warning notices posted:
Maker’s Manuals readily available and instructions fully understood:
Selector switch changed over from auto and remote to manual and local mode:
Electric power isolated on machinery/equipment to be withdrawn from operation:
Warning notices posted on respective electric panel “MAN AT WORK”:
When HP pressure lines to be dismantled - Steps have been taken to ensure no leaks of hydraulic oil, water or fuel will be caused by
operation of back up machinery:
All isolation valves closed and/or lashed and if necessary, blanks fitted on open pipes:
EMERGENCY GENERATOR - Emergency Generator and Diesel Engine changed from Auto to Manual Mode
Emergency switchbraker interlocked
EMERGENCY FIRE PUMP - Control changed over to local manual mode
Main switch brake isolated
All pipes drained of water column in piping
All valves closed and lashed
Open pipes blanked
EMERGENCY STEERING - Switches changed over and/or power isolated
Pilot pumps isolated
Hydraulic piping blanked
MAIN ENGINE - All related machinery/equipment and cooling and fuel mediums isolated and valves closed
Engine interlocked against accidental operation
Air starting valves closed
Turning gear must always be engaged during repairs
CPP lub oil pumps to be operational in case M/E needs to be turned by turning gear
BOILER SAFETY DEVICES - Arrangements in place for continual monitoring of flame failure through sight glass
and water level low low cut of the level shown on water level indicator
LIFEBOAT ENGINE - Lifeboat is properly secured ready for work to commence
TO BE COMPLETED AT TIME OF COMPLETION OF WORK
System has been tested for leaks, all blanks have been removed and valves and pipes lined up:
All switches reset to normal positions and power restored:
Running test has been performed confirming effective operation that meets specification and/or maker’s values
After extensive maintenance engine run test should always be tested from all stations
Emergency Steering - System checked for hydraulic leaks, air blinding and effective operation confirmed using one/both units.
All control modes tested and effective operation confirmed.
All officers and crew notified of re-activation: Date & Time re-activated:
All tools etc., have been collected and returned to correct storage location:
Signature of responsible Engineering Officer:

Tick boxes provided or state N/A
Reminder: This work can only be carried out whilst vessel is at sea and if circumstances change in any way while work is in progress it must be stopped and procedures
detailed in SOM Manual, Chapter 7, Section 2, Part 5 must be followed.
Page 1 of 1
PERMIT FOR MAINTENANCE WORK ON PRESSURE VESSEL/SYSTEM
VESSEL: Remarks
Permits must not be issued for periods

THIS PERMIT IS VALID FROM: hrs. Date:
exceeding one working day, i.e., 8 hours
TO: and must not be issued until immediately
hrs. Date: before work is to begin.
WORK LOCATION / PRESSURE VESSEL/SYSTEM TO BE WORKED ON:
DESCRIPTION OF WORK TO BE PERFORMED:
Any equipment to be used must be inspected and found fit for use before proceeding with issuance of this Permit
IDENTIFIED HAZARDS SAFETY PRECAUTIONS TO BE TAKEN
To include PPE and methods to be used to prevent accidental/mistaken reactivation

of system/equipment, i.e., locking device, labelling, warning notices etc.
HAS HOT WORK PERMIT BEEN ISSUED? YES N/A Please mark accordingly
NAME(S) & RANK

RESPONSIBLE OFFICER
(Senior Engineering Officer)
PERSON(S) ASSIGNED TO PERFORM
MAINTENANCE WORK
YES N/A
Is the person(s) assigned to carry out this work properly qualified/trained and aware of safety precautions to be taken? YES N/A
Has PPE been inspected and found suitable for the impending job? YES N/A
Has the Pressure been released in preparation for entering space? YES N/A
Page 1 of 2
PERMIT FOR MAINTENANCE WORK ON PRESSURE VESSEL/SYSTEM
Has the Pressure Vessel/System been isolated from all connected piping? If yes give details below: YES N/A
Has the Pressure System been purged with air? YES N/A
Has the Pressure Vessel/System been electrically isolated and locked out? If yes give details below: YES N/A
Has the Pressure System been mechanically isolated and locked off so as to prevent re-energizing? YES N/A
If yes give details below:
Have all persons whose duties may be affected by the impending work been informed of the situation and advised of any YES N/A
isolation/deactivation? (when applicable this should include the Master and OOW)
Have persons working in the area been informed and advised of any safety measures in place for their protection? YES N/A
AUTHORISATION FOR WORK TO BEGIN

In the circumstances noted herein it is considered safe to proceed with this work.
Name/Signature/Rank: ..................................................... ...... ………………………................... .............................................

Responsible Senior Engineering Officer
AUTHORISATION FOR JOB TO BE CLOSED OUT

Maintenance has been completed, machinery/equipment reactivated and tested, all persons affected by the work informed of reactivation.
Name/Signature/Rank: ..................................................... ...... ………………………................... .............................................

Responsible Senior Engineering Officer

When isolation of the power supply/deactivation of machinery or equipment will effect other critical
machinery or equipment aboard the vessel, the Master and Watch Officer must always be notified prior to
disconnection and before reconnection.
Special attention must be given to navigation equipment and alarm systems etc., that may need to be reset
Page 2 of 2
PERMIT TO WORK ON ELEVATOR
A permit must be issued for any work on the elevator, including work in/on the cabin and in the lift trunk
The permit must be posted at the entrance to Elevator Room for duration of operation
SECTION 1 - To be completed by Chief Engineer
Work location ................................................................................……………………………………………………………………………………
Person assigned to be responsible for safety for

duration of work .........................................................................................................................................
Person assigned as being responsible for work and


Persons assigned to carry out work ............................………………………………………………………………………………….
Please state name and rank of above mentioned persons

Brief description of work to be carried out. Also note any special conditions or precautions to be taken over and above those shown below
and those discussed during tool box meeting and detailed on Daily Work Plan.
INSTRUCTIONS, I.E., VENTILATION, POSITION AND CORRECT METHOD OF SECURING OF THE CABIN, MAKER'S
INSTRUCTIONS FOR WORK ON THE ELEVATOR. (WHEN POSSIBLE CABIN TO BE SECURED AT LOWER PLATFORM.
LIGHTING -
MAKE SURE THE ESCAPE LADDERS ARE IN GOOD CONDITION BEFORE ANY WORK BEGINS
Page 1 of 3
Following checks must be carried out by the person responsible for safety before work begins:
SAFE ATMOSPHERE
Before permitting entry into this space the Officer responsible for safety must:
• ensure test equipment has been calibrated

• test the atmosphere and ensure above condition is met (Master and OOWs must be immediately notified if the space is
• ensure the following arrangements have been made:
- a competent person has been instructed to be on standby as lookout for duration of work in order to call for assistance
and take necessary action in the event of an emergency
- the space will be continually ventilated including during work breaks
- persons working in the space are equipped with personal gas detectors
Persons entering the space must be sure these precautions have been taken and it is safe to enter before initialling this form.
PERSONAL PROTECTIVE EQUIPMENT
Officer responsible for safety to ensure persons assigned to carry out work are wearing the proper protective clothing, shoes
and hard hats etc., and that the following equipment has been checked and found to be in good condition and free of wear,
grease, chemicals etc..
- full body safety harnesses using double latch self locking snap hooks at each connection
- synthetic fibre ropes
- blocks, securing ropes, gantlines and other supporting equipment
- fall arrest equipment must limit free fall to 2 metres or less
- tool baskets
Securing points must be adequate to support the weight of equipment and persons using it
If required conditions are not met at this or any other stage of the operation this permit is automatically CANCELLED and the matter must be
immediately brought to the attention of the Master who will decide what action is to be taken.
PROCEDURES BE FOLLOWED BEFORE ENTRY INTO SPACES THAT HAVE BEEN TESTED & FOUND SAFE Done
(To be checked by Master or Responsible Officer)
Arrange for the space to be continually ventilated while occupied and during work breaks
Arrange for frequent atmosphere checks while space is occupied and after each work break
Frequency of these checks to be minimum of once between each repeated check after a work break
Records of these repeated checks must be entered in relevant section on next page
Establish system and frequency of communication, note frequency of communications on next page, ensure communication system is
understood and tested by standby person and those entering the space
Establish emergency and rescue procedures (see ERM Manual) and make sure they are understood by all persons involved in the operation
Inform Bridge and Engine Watch Officers of the operation
Ensure safe access and adequate illumination - ensure fixed lighting, i.e., air-turbo lights are ready for extended entry periods
PPE equipment to be used by persons entering the space must be prescribed. Following items to be considered:
• Protective clothing, including work clothing or protective suits, safety boots, safety helmet, gloves, safety glasses.
• For large spaces, or climbing access will be undertaken, wearing of safety harness may also be appropriate.
• Approved safety torches.
• Approved UHF radio.
• Personal gas detector or an area gas detector and alarm.
• Emergency Escape Breathing Devices (EEBDs)
Page 2 of 3
REMEMBER HOT/COLD WORK PERMITS MAY NEED TO BE ISSUED BEFORE WORK CAN BEGIN IN THE SPACE
Chief Engineer _____________________________ ______________________________

Name Signature
Time SIGNATURE
TO BE COMPLETED BY RELIEVING RESPONSIBLE OFFICERS (if applicable)
My signature below is evidence that before taking over responsibility for this operation I was fully informed of arrangements in place and the
present status of the operation and I am satisfied the operation is being conducted in a safe and efficient manner.
Name Rank Signature Time On Time Off
TO BE COMPLETED BY RESPONSIBLE OFFICER ON DUTY AT END OF OPERATION
Operation completed at ………………. hrs Date: ………..…………
All tools and materials removed from space and space secured at: ............................... hrs
Bridge and Engine Room OOWs informed at: ….........….….. hrs
Responsible Officer ........................................................ .................................................................

Name Signature
RECORDS OF INITIAL AND REPEATED ATMOSPHERE TEST RESULTS

Repeated tests must take place after any interruption or break in work and not exceeding 2 hourly intervals
when space is occupied
TOXIC GASES
Date Time Oxygen Hydrocarbons Specify Gases & PPM
INITIAL TEST RESULTS

Repeated tests
Repeated tests
Repeated tests
Repeated tests
Repeated tests
Repeated tests
Reminder: If this permit is issued in conjunction with other permits, i.e., Hot Work Permit, Cold Work Permit, they must be kept together at
the work site for duration of the operation and then filed together in the Work Permit File.
Page 3 of 3
CHAPTER 8 SAFE ACCESS & MOVEMENT ABOARD
CHAPTER 8
SAFE ACCESS & MOVEMENT ABOARD
CONTENTS:
Part 1 Safe Means of Access to/from the Vessel
Part 2 Safe Movement aboard the Vessel
There are no Records generated by Safe Access & Movement Aboard procedures
There are no Company Forms/Checklists etc., used in association with these procedures

SECTION 1
The Master has overall responsibility for ensuring

INTRODUCTION, RESPONSIBILITIES & AUTHORITY there are safe means of access to and from the
vessel and to any place on the vessel where a
person may be expected to be.
The purpose of these procedures is to ensure all
possible measures are taken to provide safe access These places include accommodation areas as
to and from the vessel and to maintain safe well as normal places of work and persons
movement of persons aboard. include dock-workers and other visitors to the
ship. Guidelines contained in the CWPMS must
also be taken into account.
The Master has overriding authority regarding the The Chief Officer is responsible for arranging safe
safety of crew, environment and the vessel and access to and from the vessel and for ensuring
these procedures should never stop him from safety nets are properly rigged and all other
asking for assistance and taking steps and necessary equipment is in place, i.e., lifebuoy
issuing orders he feels are necessary to protect with light in the vicinity of the pilot ladder.
All persons aboard the vessel are responsible for
The Master is the Designated Ship Security reporting any identified risks that could have an
Officer (SSO) aboard Company vessels. If at any adverse effect on safe access and movement
time there is a conflict between safety and around the vessel to the Chief Officer.
to those necessary to maintain the safety of Procedures addressing the inspection and
human beings and the environment. maintenance of access fittings and equipment are
provided in the Vessel's Inspection &
Maintenance Manual (VIM).

Corrosion of Accommodation Ladders and

SECTION 2 PROCEDURES Gangways.
PART 1 SAFE MEANS OF ACCESS TO & If aluminium alloys are used with dissimilar
FROM THE VESSEL metals they are highly susceptible to galvanic
corrosion in a marine atmosphere.
The Master must ensure there is a safe means of
access between the vessel and quay, pontoon or Great care must be taken when connecting mild
similar structure, or another vessel alongside to which steel fittings to accommodation ladders and
his vessel is secured. gangways constructed of aluminium, whether
they are galvanised or not.
Access equipment must be placed in position Plugs and joints of neoprene or other suitable
promptly after the vessel has been moored and must material must be used between aluminium, mild
remain in position throughout the duration. steel fittings, washers etc.. The plugs or joints
must be significantly larger than the fittings or
Access equipment must be: washers.
• properly rigged, secured and safe to use, Repairs using doublers or bolts made of mild
steel, brass or other unsuitable material, must be
considered as temporary. Permanent repairs or
• adjusted from time to time to maintain safe replacement must be undertaken at the earliest
access, opportunity.
• adequately illuminated (including approaches).

Positioning Access Equipment
Access equipment and safety nets must be of good The angle of a gangway or accommodation
construction, strong material and free from defect. If ladder must be kept within the limits for which it is
any defect is identified at any time (including designed.
equipment provided from shore), the matter must be
immediately reported to a senior Officer and should When the inboard end of the gangway
be made good before further use. /accommodation ladder rests on, or is flush with
the top of the bulwark a bulwark ladder must be
provided. Any gap between the bulwark ladder
All persons boarding or disembarking the vessel must and the gangway/accommodation ladder must be
use access equipment provided. adequately fenced to a height of at least 1 metre.
Gangways and other access equipment must not

be rigged on the vessel's rails unless the rail has
Maintenance been reinforced for that purpose.
Access equipment and safety nets must be properly

maintained and inspected by a competent person at Means of access must be checked after rigging to
appropriate intervals. (see VIM Manual) determine they are safe to use.
No access equipment should be painted or treated in Further checks should be made to ensure any
a way that conceals any cracks or defects. necessary adjustments due to tidal movements or
change of trim and freeboard are carried out.
Guard ropes, chains etc., must be kept taut at all
times and stanchions rigidly secured.
Each end of a gangway, accommodation, or other

ladder, must provide access to a safe area.

Means of access must be sited clear of the cargo A rope ladder must never be secured to rails, or
working area and must not be placed where to any other means of support, unless the rails or
suspended loads may pass over it. If this is not support are constructed and fixed to take the
possible access should be supervised at all times and weight of a man and a ladder with an ample
warning notices must be posted. safety margin.
A rope ladder must either be left hanging fully

extended from a securing point, or be pulled up
Means of access and the immediate approaches completely. It should not be left in such a way that
must be kept free from obstruction and clear of any any slack will suddenly pay out when the ladder is
substance likely to cause a person to slip or fall. If used.
this is not possible appropriate warning notices must
be posted and the surface suitably treated. Rope ladder steps must never be painted as this
could make them slippery.
Lighting and Safety of Movement

Pilot Ladders
In normal circumstances the whole means of access
and immediate approaches must be effectively Pilot boarding arrangements must comply with
illuminated from the vessel or the shore. If the risk of regulations in SOLAS 1974, Chapter V,
tripping or falling is greater than normal due to bad Regulation 17, as amended.
weather conditions etc., a higher level of illumination
must be provided.
Pilot ladder steps must never be painted as this
could make them slippery.
Gangways
The Master must ensure there is a gangway available

appropriate to the deck layout, size, shape and Safety Nets
maximum freeboard of the vessel.
An adequate number of suitably sized safety nets
must be carried on board the vessel.
Portable and Rope Ladders

A safety net must always be rigged under a
A portable ladder must only be used for access portable ladder and gangway.
purposes if safer means are not practicable. A rope
ladder must only be used between a vessel with high The purpose of safety nets is to minimise the risk
freeboard and a vessel with low freeboard, or a of injury arising from falling between the vessel
vessel and a boat. and the quay or onto the quay/vessel's deck. As
far as is reasonably practicable, the whole length
of the access equipment should be protected.
When it is necessary to use a portable ladder it Safety nets must be securely rigged using
should be used at an angle between 60 and 75 attachment points on the quay or vessel as
degrees from the horizontal. The ladder must extend appropriate.
at least 1 metre above the upper landing place unless
there are other suitable handholds. It must be
properly secured against slipping, shifting sideways,
or falling and be placed to allow a clearance of at Lifebuoys
least 150 mm behind the steps of the ladder.
A lifebuoy with self-activating light and line must
be provided and ready for use at the point of
access to/from the vessel.

Special Circumstances and General Guidance
In certain circumstances it may not be practicable to

rig the usual gangway. In these circumstances
access to the vessel must be specially supervised
and consideration given to providing an alternative
means of access.
If a vessel is moored alongside another vessel there

should be co-operation between the two in order to
provide suitable and safe access. Access is normally
provided by the vessel lying outboard but if there is a
great disparity in freeboard, access should be
provided by the vessel with the higher freeboard.
All personnel are reminded to take care when

boarding or leaving a vessel and when moving
around dock areas, particularly at night. The edges
of docks or quays should be avoided, any signs
prohibiting entry must be observed and where there
are designated routes they must be followed exactly.

PART 2 When at sea any gear or equipment stowed to

the side of a passageway or walkway, must be
SAFE MOVEMENT ABOARD THE VESSEL securely fixed or lashed against movement of the
vessel.
The Master must ensure there are safe means of
access to any place on the vessel where a person Litter and loose objects such as tools must not be
may be expected to be. These places include left lying around. Wires and ropes must be
accommodation areas as well as normal places of stowed and coiled in such a way as to cause the
work and persons include dock-workers and other least obstruction possible.
visitors to the vessel. Guidelines contained in the
CWPMS must also be taken into account. When adverse weather is expected life-lines must
be securely rigged across open decks.
Transit Areas Particular attention must be given to ensure safe

movement of dock-workers and visitors who will
All deck surfaces used for transit and all be less familiar with possible hazards, especially
passageways, walkways and stairs must, as far as is on working decks.
reasonably practicable, be properly maintained and
kept free from materials or substances likely to cause
a person to slip or fall. Where necessary walkways on
cargo decks should be outlined by painted lines and
indicated by pictorial signs. Lighting
All fixed lighting aboard the vessel must be

approved for use on vessels with the exception of
If normal safe transit across an area is made internal accommodation and engine room areas.
impracticable it must be isolated until suitable
remedial action can be taken. All portable lighting must be approved for use on
vessels.
Where an area is made slippery by snow, ice, or All areas of the vessel in use for
water, sand or some other suitable material must be loading/discharging of cargo or other work
spread over the area. Spills of oil, grease etc., must activities must be adequately and appropriately
be cleaned up as soon as possible. illuminated.
Lighting must be reasonably constant and

Openings and gratings in the deck must be properly arranged to:
maintained and kept closed when access to the
space below is not required.  minimise glare and the formation of deep
shadows;
 avoid sharp contrasts in levels of illumination
Permanent fittings that may cause obstruction or between one area and another.
danger to persons or lifting appliances must be made
conspicuous. Temporary obstacles can also be Broken or defective lights must be reported to a
dangerous and if they are to be present for any length responsible Officer and repaired as soon as
of time they must be indicated by appropriate warning practicable.
signs, fencing etc..
Before leaving an illuminated area or space and
switching off or removing lights, a check must be
made to ensure there are no other persons
remaining in the space.

Unattended openings in the deck must be kept Ladders

illuminated or properly and safely closed before lights
are switched off. All vessel's ladders must be of good construction,
sound material, of adequate strength for the
When portable or temporary lights are in use purpose for which they are used and be free from
supports and leads must be secured or covered to defect and properly maintained.
prevent a person tripping or being hit by moving
fittings. Any slack in the leads must be coiled. The If a fixed ladder or stairway is found to be unsafe
leads should be kept clear of possible causes of access must be blocked off and appropriate
damage, i.e., running gear, moving parts of warning notices placed at all approaches. The
machinery, equipment and loads. If leads pass same applies if a ladder is removed for any
through doorways they must be secured open. Leads reason.
must not pass through doors in watertight bulkheads
or fire door openings when the vessel is at sea.
Portable lights must never be lowered or suspended
by their leads. Drainage
Decks that require frequent washing down or are

liable to become wet and slippery must have
effective means of draining water. As well as
Where portable or temporary lighting has to be used open decks such places include the galley, the
fittings and leads must be suitable and safe for the vessel's laundry and washing/toilet facilities.
intended usage. To avoid risks of electric shock from
mains voltage portable lamps used in damp or humid
conditions must be of low voltage, or the appropriate
precautions must be taken. Drains and scuppers must be regularly inspected
and properly maintained. (see VIM Manual)
Where drainage is by way of channels in the deck

Safety Signs these must be suitably covered.
Safety signs permanently posted on board the vessel

for the purpose of giving health and safety
information or instructions must comply with
Regulations III, 9 of 1974 SOLAS Convention (as
amended) and as a minimum.
Appropriate safety signs, which include hazard

warnings, must be used when a hazard or obstruction
exists.
If a language other than English is extensively used

on board any text used in conjunction with a sign may
be displayed in both languages.

CHAPTER 9 MEDICAL/FIRST AID PROCEDURES
CHAPTER 9
MEDICAL/FIRST AID PROCEDURES
CONTENTS:
Part 1 Medical & First Aid Procedures
1.1 Medical/First Aid Treatment Aboard the Vessel

1.2 Medical Treatment Ashore
Part 2 Medical Advice by Radio
Part 3 Medical Stores
SECTION 3 Control of Records generated by Medical/First Aid Procedures
SECTION 4 Sample copies of Forms/Checklists etc., used in association with these Procedures

SECTION 1
INTRODUCTION, RESPONSIBILITIES & AUTHORITY Each seafarer is responsible for ensuring he

undergoes a medical examination as and when
required in accordance with International/National
The purpose of these procedures is to ensure every and Flag regulations.
aspect of medical treatment administered to
shipboard personnel is handled in a controlled and
efficient manner by suitably competent and qualified It is Company policy the Master be the
personnel. designated Medical Officer aboard Company
vessels and as such he is responsible for duties
detailed in HRM Manual, Chapter 1, Section 2,
Good health also depends on personal hygiene, well Part 7.
balanced work and rest schedules, eating regular
nd
meals and avoiding an excess of rich food, alcohol The 2 Officer is responsible for assisting the
and tobacco. Master with his responsibilities as Medical Officer
aboard the vessel.
Masters are reminded that additional procedures

must be followed when an accident occurs that The Medical Officer is responsible for ensuring
causes injury to a person aboard the vessel. These the Medicine Chest and First Aid Boxes are
are detailed in the Emergency Response Manual maintained and for ensuring:
(ERM) and Safety Management System Manual
(SMS) and all relevant shipboard personnel must be
familiar with them. • requirements of WHO Scales or equivalent
are fully complied with,
Procedures for inspection and maintenance of the

Hospital and medical equipment and supplies are • Medical Notices are followed to be sure
detailed in the Vessel's Inspection & Maintenance Medical Lockers are up to date at all times,
Manual (VIM).
• records of treatment administered and

Sample copies of Forms/Checklists/Company medicines issued are maintained in
Standing Orders etc., mentioned in this Chapter accordance with these procedures,
removed from the manual for use or • ensuring medical arrangements are carried
photocopying. The Safety & Quality Department out in accordance with Company procedures.
In the absence of a qualified Doctor the overall

responsibility for medical attention rests with the
Master.

Contents of First Aid Boxes may be used in an

PART 1 MEDICAL AND FIRST AID emergency situation by any person aboard the
TREATMENT vessel but the Ship’s Medical Officer must be
informed as soon as possible so that the items
used can be replenished.
1.1 MEDICAL & FIRST AID TREATMENT
ABOARD THE VESSEL
Every care must be taken when treating sick or
injured persons.
Each vessel maintains a Medicine Chest in
accordance with the scales detailed in the
International Medical Guide for Ships which is a Prompt and careful treatment in clean
World Health Organisation (WHO) publication, as well surroundings is essential and reference must be
as scales laid down by the Flag State. made to The International Medical Guide for
Ships and IMDG Code Supplement publications.
A copy of the publications, International Medical

Guide for Ships and the IMDG Code Supplement Additional medical advice may be obtained by
must always be available. Radio. (see Part 2)
The International Medical Guide for Ships should be

kept in the Medicine Chest and the IMDG Code Details of symptoms and treatment administered,
Supplement in the controlled library on the Bridge. whether as a result of an accident or an illness,
must be recorded in the Deck Logbook. This does
not apply to minor incidents i.e., headaches,
First Aid Boxes must also be available in the Engine small abrasions etc., unless the initial treatment is
Room, Engine Control Room and on the Bridge and ineffective and the problem persists thereby
in the Cargo Control Room (if applicable). Their exact requiring further attention.
location must be known by all shipboard personnel.
When it is necessary for a seaman to visit a

The vessel has a Hospital that must be kept doctor ashore details of symptoms and treatment
scrupulously clean and tidy and a fresh supply of bed given aboard the vessel are taken from the Deck
linen, blankets and towels must be on hand at all Logbook and recorded on a “Summary of Medical
times. Attendance Ashore” . (see 1.2 on the following
page - Medical Treatment Ashore)
The contents of Medicine Chests can only be

dispensed by the Ship’s Medical Officer or Master.
The Master's approval must be obtained before any
prescription drug is dispensed, i.e., a drug that on
land would only be given upon presentation of
Doctor's prescription. Contents of Medicine Chests
are only to be used for treatment aboard the vessel.
Theft or misuse of these items will be regarded as a

non-compliance with the Company’s Drug & Alcohol
Policy and those involved will be subject to
disciplinary action.

1.2 MEDICAL TREATMENT ASHORE A copy of the “Summary of Medical Attendance

Ashore” form must be kept aboard the vessel and
the following documentation must be sent to the
These procedures cover the action to be taken when Crew Department at the first opportunity:
a seafarer requires shoreside medical treatment due
to illness or injury during the period of employment.
• original "Summary of Medical Attendance
Ashore" form
The Master must immediately inform the office and
follow Emergency Response Manual procedures • any supporting documents provided by the
when a seafarer needs urgent shoreside medical Doctor ashore
treatment for a serious illness or injury.
• a copy of the Deck Logbook entries related to
the case, signed by the Master as "true
The shoreside Emergency Response Team will copies"
handle the matter in full co-operation with the Master
and appropriate authorities and record details of • and, in cases where the seafarer has been
action taken. repatriated - a copy of the ship's articles
showing when he signed on and signed off
the vessel. This must also signed by the
If the illness/injury does not demand emergency Master as a "true copy".
action the Master can make arrangements for the
seafarer to visit a medical practitioner at the next port
of call, either through the Agent or through the Crew Important reminder:
Department.
In addition to the above requirements, when a
seafarer needs to visit a Doctor as the result
In such cases the Master must prepare a Summary of of an injury, the Master must remember to
Medical Attendance Ashore form giving details of also follow procedures detailed in the SMS
symptoms/injuries and any treatment given so far in Manual for reporting of accidents and injuries.
the first section of the form. This form must then be These reports must be forwarded to the S&Q
given to the doctor ashore who must be asked to Dept.
complete the second section where he will detail his
diagnosis and prescribed treatment.

International Code of Signals

PART 2 MEDICAL ADVICE BY RADIO
Please note that coded messages are a frequent

Should urgent medical advice be required the Master source of misunderstanding and should be
(Medical Officer on board Company vessels) may avoided whenever possible.
come in contact with “TELEMEDICINE MMS”, a
provider of professional assistance on a 24/7 basis If the vessel is only able to communicate by
and under contract with the Company. means of W/T the codes shown in the Medical
Section of the International Code of Signals
Diagnosis & treatment should be used.
Incident on-board (Sickness or Accident onboard)
• Contact 24/7 hotline 0030 2111098016 stating

vessel’s name and crew member’s name)
• Telemedical Diagnosis will be proved by an

TELEMEDICINE MMS specialist Pathologist or
Cardiologist in the English language)
• Treatment Advice (based on transmitted data,

medical advice/recommendation, prescription
provided based on board pharmacy)
The Master may also decide to contact the

International Radio Medical Centre (CIRM) in Italy or
the Hellenic Red Cross (MEDICO), both of which can
be contacted 24/7. The centres may either be
contacted directly or via the Hellenic RCC, USCG,
AMVER or local coast stations.
Admiralty List of Radio Signals (ALRS) Volume 1
Procedures are also available in the above

publication and listed under the below mentioned
headings:
• Radio Medical Advice
• Medivac Service by Helicopter
• Ship-to-Ship Transfer of Doctor or Patient
• Communicating with Doctors

PART 3 MEDICAL STORES Orders for Medicine Chest replenishments must

be based on the expiry dates and the vessel’s
The Ship’s Medical Officer must continually monitor trading pattern. Whenever possible medical
the contents of both the Medicine Chest and First Aid stores should be ordered through the shore
Boxes and make arrangements for replenishment as office. If it is necessary to order stores locally the
and when necessary. The Medical Officer is also Master must ensure a clear description is
responsible for maintaining an up to date inventory of obtained in English or the medication has been
all medicines/medical aids etc., including quantities, clearly marked with the corresponding code
expiry dates and location on board. number given in the International Medical Guide
for Ships.
The Company's Supply Dept., have an agreement
with a well known international medical stores When resuscitators are used the oxygen cylinder
supplier who also ensures vessels' medicine chests must be refilled or replaced at the very first
are stocked according to relevant flag and WHO opportunity.
requirements.
The Medicine Log Book must be be kept for a
Drugs/Medical Aids period of at least two (2) years after the date of
last entry.
The Ship’s Medical Officer must keep a Medicine Log
Book in which below mentioned details must be
recorded whenever medical supplies are received on Controlled Drugs
board:
Controlled drugs must be kept by the Master in
Date received his safe or behind a double-lock system.
Supplier's details Controlled drugs are drugs that are graded

according to the harmfulness attributed to the
Name and form in which drugs obtained, i.e., drug when it is misused. For this purpose, there
tablets, ampoules etc. are three (3) drug categories:
Amount received Class A includes heroin, morphine and opium
He must also record the below details when he Class B includes barbiturates, and codeine
dispenses medication or treatment using medical aids
to patients or when he lands expired medication Class C includes, among other drugs, anabolic
ashore or disposes of it by another method, i.e., steroids
incineration:
Most countries have similar regulations for
• Date dispensed/disposed of controlled drugs but it is always wise to check if
certain ports have different ideas about what
• Patient’s Name or in the case of landing ashore, drugs should be in the Master's safe, for instance,
authorized person's details in Nigeria there are heavy fines if what they
consider to be controlled drugs are not found in
• Reason person received medication/medical aid the safe.
or reasons they were disposed of
Always check with an agent before arrival.
• Amount
A ship must not carry excess quantities of Class
• Detailed description of Medication/Medical Aid(s) A or Class C drugs, unless authorized by the
given to patient, landed ashore or disposed of. Administrator. For instance, Morphine Sulphate is
the only Class A drug authorized to be carried
A person receiving medication or medical aids must aboard Marshall Islands flagged ships.
initial the entry in the Medicine Log Book, this
includes the authorized person when landing expired
medication ashore.

Controlled Drug Register Disposal of expired or damaged Controlled

and Uncontrolled Drugs
The Master must maintain a register of controlled

drugs. It is Company policy to attempt to arrange for
expired medicines to be landed ashore to an
authorized person and in such circumstances a
Controlled drugs must be entered in both the detailed receipt must be obtained, an entry made
Medicine Log Book and the controlled Drugs Register in the Medicine Log Book and Controlled Drug
when received on board. The information logged Register (if applicable), and a copy of the receipt
must include the type, quantity, supplier name and placed in Garbage Record Book, Medicine
date received. Logbook and Controlled Drug Register (if
applicable).
The following must also be recorded in the Controlled

Drugs Register: Experience has shown, however, that it is very
rare to be able to land expired/damaged
medicines ashore to authorized persons and for
the doses given, including the name of the this reason Masters are permitted to arrange for
person ordering the dose, the name of the person them to be incinerated when the vessel is at sea.
giving it and the name of the person receiving it;
date and time when a dose is lost or spoiled (e.g., The entire incineration process;
broken ampoule, drug prepared but not injected,
etc.); from the removal of contents from capsules
(plastic) and/or from any other packaging,
a running count of remaining stocks, updated
after each use; right through to completion of final
incineration,
a count, made at least weekly, of remaining
ampoules, tablets, etc. in store, to be checked must be witnessed by the Master and at least
against records of use and the running count; and three (3) other persons.
information on disposal, including method, drug

type, amount, date, time, receipts and witness A statement detailing the medicines and amounts
documentation, including signatures (e.g., control destroyed by incineration must be prepared and
signature form). signed by all.
The register of controlled drugs must be kept for a An entry of disposal by incineration is not
period of at least two (2) years after the date of last required in the Garbage Record Book but a copy
entry. of the above statement must be placed therein.
Records of controlled drugs are maintained in The date, disposal method, reason for disposal
both the Controlled Drugs Register and the etc., must also be recorded in both the Medicine
Medicine Log Book Logbook and Controlled Drugs Register (if
applicable) and a copy of the above mentioned
statement placed in both.

SECTION 3 Records generated by Medical/First Aid Procedures
Details of symptoms and Deck Logbook Until Deck Logbook is To Operations Dept
treatment administered aboard completed and then to Archives
the vessel (accidents and vessel's archives for 3
illnesses) years
If patient visits a Doctor ashore these details see below see below
will also be recorded on a ”Summary of
Medical Attendance Ashore" form
Details of Doctor’s diagnosis, "Summary of Medical Attendance Ashore"

tests and prescribed treatment Messages from Medical Advice Stations
Vessel Medical File 1 year Destroy
Office Crew Manager Duration of retention of Destroy

With other Seafarer’s records Seafarer’s Records
Details of:
• medication and medical Vessel Medicine Log Book For at least one year Destroy
aids used aboard the after completion
vessel
• medication and medical Vessel Medicine Log Book as above as above

aids landed ashore
• disposal of controlled Vessel Medicine Log Book and as above as above

medicines
Deck Logbook (see Deck Logbook (see Deck Logbook
details above) details above)

SUMMARY OF MEDICAL ATTENDANCE ASHORE
VESSEL: PORT: DATE:

EXTRACT FROM DECK LOGBOOK WITH PATIENT DETAILS & SUMMARY OF ILLNESS SYMPTOMS/INJURY
Full Name: Rank:
Nationality: Date of Birth:
Seaman’s Book and/or Passport No.

Agent details (if involved) :
Reason for Medical Examination:
Treatment & Medicines received to date:
Crewmember left vessel for medical examination on: Date Time

Master’s Signature & Vessel's Stamp:
TO BE COMPLETED BY SHORE DOCTOR

Doctor’s Full Name:
Name of Hospital/Clinic (if applicable):
Diagnosis:
Tests/Investigations:
Treatment & Recommendations:
Fit for work:

Unfit for work: (Number of days ........) If diagnosed "UNFIT" for work please clearly state number of days)
Doctor’s Signature: Date:
IF A DOCTOR PROVIDES HIS OWN DOCUMENTATION INSTEAD OF COMPLETING THE ABOVE SECTION, THIS MUST BE ATTACHED TO THE BACK OF THIS FORM
Crewmember returned to vessel: Date Time Date crewmember took up his duties:
Master’s Signature & Vessel's Stamp:
The original form must be forwarded to the Crew Dept., together with; any supporting documents provided by the Doctor and/or Agent, a copy of Deck
Logbook entries related to illness/injury, duly stamped and signed by Master as "True Copy", and in the case of repatriation, a copy of ship's
articles showing crewmember's sign on and sign off dates, again duly stamped and signed by Master as "True Copy". A copy of this form and
supporting documents to be retained on board in the Seafarers' Medical Attendance File.
When medical attention is required as the result of an injury the Master must also forward Injury and Witness Report(s) to the DPA together with a copy of this form.
CHAPTER 10 SAFETY COMMITTEE MEETINGS
CHAPTER 10
SAFETY COMMITTEE MEETINGS
CONTENTS:
SECTION 3 Control of Records generated by Safety Committee Meeting Procedures
SECTION 4 Sample copies of Forms/Checklists etc., used in association with these procedures
Safety Committee Meeting Agenda

Safety Committee Meeting Report

SECTION 1
INTRODUCTION, RESPONSIBILITIES & AUTHORITY The DPA is responsible for responding to the
Master confirming he has received the Safety
Committee Meeting Report and for raising any
The purpose of these procedures is: points he feels necessary having reviewed the
contents.
 to ensure the Master, Senior Officers and

representatives of the crew meet on a regular The Master is responsible for chairing these
basis to discuss matters related to the safety of meetings and the Chief Officer (Safety Officer),
the crew, the vessel and the environment, Chief Engineer, 2nd Engineer, 3rd Officer (if
designated to assist C/O with Safety Officer
 to create the highest possible standards of safety duties), Bosun and an A/B for attending and
awareness and allow and encourage involvement taking part in the discussions as appropriate.
at all levels aboard a vessel,
The Master has overriding authority regarding
 to put a stop to persons saying they were the safety of crew, environment and the
unaware of a problem, they hadn't been told how vessel and these procedures should never
or when to rectify it or that they thought someone stop him from asking for assistance and
else was handing it, taking steps and issuing orders he feels are
necessary to protect human life, the
 to make sure problems are shared with all environment and the vessel, even if they
concerned, conflict with instructions herein.
 to evaluate the effectiveness of the Safety The Master is the Designated Ship Security
Management System and to verify the system is Officer (SSO) aboard Company vessels. If at
operating to the benefit and safety of the crew any time there is a conflict between safety and
and vessel, security requirements, the Master shall give
effect to those necessary to maintain the
 to ensure discussion are recorded so they can be safety of human beings and the environment.
reviewed by the DPA and other shore heads of
department and be available for 3rd party
inspecting and auditing bodies. Sample copies of Forms/Checklists/Company
Standing Orders etc., mentioned in this
Chapter are shown in Section 4. These
samples are for reference purposes only and
RESPONSIBLE PERSONS must never be removed from the manual for
use or photocopying. The Safety & Quality
The Master, in liaison with the Safety Officer, is Department is responsible for distributing
responsible for scheduling and chairing the monthly these documents in accordance with the
meetings and for deciding if any additional seafarers specific requirements of vessels and shore
should attend. departments.
The Safety Officer is responsible for preparing an

agenda for the meetings and for recording minutes of
the discussions on a Safety Committee Meeting
Report. (see Section 4)

SECTION 2 PROCEDURES The effectiveness of a Safety Committee Meeting

depends on the willingness of its members, in
particular the Master, to give the necessary time
Safety Committee Meetings and interest to it.
Members of the vessel’s Safety Committee should The scope of a Safety Committee Meeting must
include: include but is not limited to discussions on the
following:
 Master
 Chief Officer (Safety Officer)  present day status of any matters outstanding
 Chief Engineer from the last meeting,
 2nd Engineer
 3rd Officer (if designated to assist Chief Officer  any investigations in progress into the cause
with his duties as Safety Officer) of an accident or incident that put a human
 Bosun being, the environment, the vessel or third
party property at risk,
Depending on matters to be discussed, additional  review of any non-conformances or near

Officers and ratings may be invited to attend the misses identified since last meeting and
meetings at the discretion of the Master, verification that these and any immediate
action taken have been reported to the DPA,
Safety Committee Meetings are of the utmost
importance if a vessel is to be operated in a safe and  results of inspections or audits carried out
efficient manner and if they are carried out properly aboard the vessel since the last meeting and
they will be beneficial to all aboard. verification that action taken to close out any
observations/non-conformances raised at the
When Safety Committee Meetings were first time has been effective,
introduced, before the ISM Code came into effect,
they were used to discuss outstanding safety needs Inspections include those carried out by Flag,
and the depth of these meetings was not really Port State Control, P&I Representatives,
questioned by anyone. Minutes recording one or two Class, Marine and Technical
subjects were acceptable. Superintendents, and the Master, Chief
Engineer, Safety Officer etc.
In order to comply with today's standards and the
Company's Safety Management System, these Audits include those carried out by external
meetings must now have a far wider scope and full parties and internal audits carried out by
documented evidence must be available for shore personnel.
inspecting and auditing bodies to show the meetings
were carefully planned and carried out properly.  the performance of officers and crew during
emergency drills and effectiveness of training
Safety Committee Meetings must be held at least held during past month,
once per month, however, if a serious accident or
incident occurs during the period between meetings,  any weakness in knowledge and skills of
an extraordinary meeting must be held to decide on seafarers and need for drills and training over
immediate corrective and preventive action to be and above that scheduled for next month,
taken.
 crew performance and the possible need for
The same applies if it becomes necessary for hot supplementary training, with particular
work to be carried out aboard the vessel in a attention being given to persons who have
potentially hazardous area. (see Chapter 7) recently joined the vessel,

 any problems being faced with vessel's The first entry in the logbook should be the last
construction, machinery or equipment and any possible date for the next meeting to comply with
matters that need to be discussed following the the monthly requirement. The second entry
weekly management meetings between deck and should be a brief description of any matters left
engine departments, outstanding at the last meeting and any other
remarks the Master may have made concerning
 the safety and operational aspects of terminals/ the next one.
berths and anchorages the vessel has called at
since the last meeting and any known problems From then on, throughout the period between
anticipated on present voyage ports of call, meetings, the Safety Officer should note
everything that arises related to the items
 familiarization with any newly introduced or previously mentioned for the scope of meetings
revised rules and regulations, shipping industry and any requests made by the Master or other
guidelines or Company policies, procedures etc., members of the committee.
including circulars and notices forwarded to the
vessel since the last meeting, When the Master has agreed the date and time of
the next meeting the Safety Officer should
 effectiveness of the Safety Management System discuss the topics with the Master, agree on the
and any revisions, corrective and preventive sequence in which they will be discussed and
action implemented in the recent past, prepare the final agenda. Any injuries or incidents
that may have occurred since the last meeting
 providing participants with the opportunity to put should always be first on the agenda.
forward their suggestions for improvement of the
system and to report any difficulties they may be At this time the Master should also consider if it
experiencing, will be necessary for non committee members to
attend the meeting.
 sharing of information with regard to possible
inspections or audits due in the forthcoming The Safety Officer must remind the Master in
month. good time when the meeting is due and make
sure agreed date and time is relayed to members
It has been proven that the easiest and most efficient of the committee and others who may be
way to plan a meeting is for the Safety Officer to keep attending.
a Safety Committee Meeting Agenda Logbook.
Before the meeting takes place the Safety Officer
Throughout the period between meetings the Safety must make sure that any supporting
Officer should make rough notes of the date and documentation is available and ready to show at
details of any safety related matters that arise that he the meeting and that he has copied the final
believes should be discussed at the next meeting. agenda for participants.
The Safety Officer should also regularly remind the

Master and other members of the committee to tell
him about any subjects they want to discuss at the
next meeting and make a note of these too.
Although people tend to believe they will remember

important matters when the time comes, there is a
great chance that some matters will be forgotten if
they have not been noted somewhere. An agenda
logbook will lesson the chance of notes being lost.

Always remember:
Full details of all discussions held at these
A well planned meeting will be beneficial for all. If meetings must be recorded on the Safety
notes are not kept between meetings it will be very Committee Meeting Report form.
hard to remember items for discussion. If the meeting
is not well planned it will take much longer than Original Safety Committee Meeting Reports must
necessary and participants will quickly lose their remain on board and copies must be sent to the
concentration and become bored. DPA who will review the contents in liaison with
all relevant heads of department.
Well planned Safety Committee Meetings are also a
great help to Officers and crew who may find The DPA will then initial his copy as evidence of
themselves being questioned during an inspection or review and when applicable, make a note of the
audit of the vessel. person he discussed the contents with.
They will be well informed of the present status of the The DPA must confirm receipt of the report to the
vessel and its machinery and equipment. Master in writing, adding any comments he feels
are necessary following his review.
They will gain a much clearer understanding of the
Company's Safety Management System and how it The Master may call an extraordinary Safety
works. Committee Meeting whenever he feels it is
necessary.
They will be aware of the results of investigations into
the cause of accidents and incidents and know what Extraordinary meetings must always take place
action has been taken to prevent them happening before any potentially hazardous work, i.e., hot
again. work, is carried out aboard the vessel and on a
very regular basis when the vessel is undergoing
They will have up to date knowledge of action taken repairs or dry docking.
to correct non-conformances and prevent them
happening again. When hot work is needed outside permissible
areas, the Master must hold a Safety Committee
They will become used to answering questions and Meeting and a risk assessment must be carried
discussing matters in front of an audience and gain out before hot work begins. A copy of the Safety
confidence in themselves. If they are over confident Committee Meeting Report and the risk
this will show and allow the Master to take necessary assessment must be forwarded to the shore Risk
action. In the past lack of confidence and over Assessment Team for review and
confidence has often resulted in unclear, approval/refusal for work to go ahead. If
unbelievable and sometimes even wrong answers permission is granted a Hot Work Permit must be
being given to inspectors and auditors. issued prior to commencement of work and
Masters must inform the office in writing as soon
As the Master is the Chairman of the committee they as work has been completed. (see Chapter 7 for
have the means to take immediate action to rectify further information on hot work)
any serious problems, however, procedures for
reporting Non-Conformances, Accidents and Near
Misses must always be followed if these are identified A copy of the latest Safety Committee Meeting
during a meeting. (see SMS Manual) Report to be posted in Messrooms.

SECTION 3 Records generated by Safety Committee Meeting Procedures
Meeting agendas Safety Officer Until end of meeting Destroy
Minutes of meetings On Safety Committee Meeting Reports

detailing items discussed
(attach to report response Vessel Latest to be posted in Messrooms

from office)
Safety Committee Meeting Report File At least 18 months Destroy
Office DPA Until reviewed DPA Files for at

least 5 years

Capital-Executive Ship Management Corp. SOM:10-01-03
SAFETY COMMITTEE MEETING REPORT
VESSEL: MEETING DATE: Monthly meeting
Extraordinary meeting
State below name and rank/rating of persons present at the meeting:
1. 6.
2. 7.
3. 8.
4. 9.
5. 10.
THE BELOW MENTIONED ITEMS ARE EXAMPLES OF SUBJECTS TO BE DISCUSSED AT MONTHLY

SAFETY COMMITTEE MEETINGS. THE MINUTES OF DISCUSSIONS MUST BE RECORDED OVERLEAF
1. Any matters outstanding from previous meeting,

2. Accident / incident investigations,
3. Non-conformances and near misses identified by ship personnel,
4. Results of any inspections / Audits (External and Internal),
5. Evaluation of emergency drills / exercises,
6. Progress of Training
7. Evaluation of crew performance / Correct use of PPE
8. Maintenance of machinery / critical equipment / FF & LSA equipment,
9. Safety and efficiency of terminals, berths, anchorages (present and future operations),
10. Preparation activities for any inspections / audits,
11. Familiarization with newly introduced rules, regulations, or company procedures,
12. Evaluation of corrective / preventive actions implemented,
13. General review of the efficiency of the Safety Management System (SMS),
14. Lessons Learnt,
15. Targets and present status of KPIs (ISM, OHSAS, EMS, EnMS)
16. Risk Assessments,
17. Suggestion for improvement / Best practices
18. Occupational Health and MLC Matters
19. Security issues (do not include confidential matters)
20. Company Circulars / Amendments to SMS
21. Safety Intervention / Positive feedback
22. Cyber Security issues,
It is not necessary to address all of the above items each month, only those applicable.
Continue on to as many pages as necessary to give full details of what was discussed at the meeting.
State the appropriate item number when reporting on discussions at monthly meetings.
Master’s signature:
Reminder: A copy of the latest Safety Committee Meeting Report must be posted in Messrooms.
Page 1 of 1
CHAPTER 11 PROCEDURES FOR ICE AND/OR EXTREME COLD CONDITIONS
CHAPTER 11
PROCEDURES FOR ICE AND/OR EXTREME COLD CONDITIONS
CONTENTS:
Part 1 Procedures for Ice / Extreme Cold Conditions - Deck Dept.

Part 2 Procedures for Ice / Extreme Cold Conditions - Engine Dept.
Part 3 Navigating in Ice Conditions
Part 4 Reporting Procedures
Part 5 Extract from SOLAS Chapter V, Regulation 6, Ice Patrol Service
SECTION 3 Control of Records generated by Procedures for Ice and/or Extreme Cold Conditions
SECTION 4 Sample copies of Forms/Checklists etc., used in association with these Procedures

SECTION 1 When ice or extremely cold weather conditions

are expected or encountered the Master is
responsible for ensuring the following:
• SOLAS requirements for the transmission of
The purpose of these procedures is to ensure every “Safety Messages” are complied with,
possible precaution is taken prior to and when
encountering ice or extremely cold weather • the Fleet Operator is notified of:
conditions.
- conditions expected or encountered
Any one of the following conditions is to be - exact status of equipment and stores on
considered as extreme cold conditions: board to deal with the conditions
- any injuries/damages/delays experienced,
Air temperatures below 2 C (35oF)
o
• - expected extra bunker consumption
• Water temperatures below 0oC (32oF)
• owners/managers are contacted to ensure
• Floating Ice sighted visually vessel is suitably covered by insurance for
• Reports received from vessels in the same the intended voyage is obtained
area advising sighting ice
• Winds of any speed causing any ice • all messages, logbook entries, bell book
accumulation on the vessel entries and information received is carefully
• Reports received from vessels in the same compiled for any future claims, investigations
area advising winds causing ice accumulation of conduct or any other matters that may
• Snow, sleet (freezing rain) or blizzards arise while the vessel is in ice or extreme
cold conditions
Sudden changes in sea and air temperatures are to
be expected during winter months on passage from • a Safety Committee Meeting is held in
Caribbean or Mexican Gulf to North American ports. accordance with these procedures, a risk
For example, during the passage the ship leaves the assessment is carried out and records are
warm Gulf Stream and enters the cold Labrador maintained accordingly
Current in the vicinity of Cape Hatteras. In this area
sea temperatures may fall from 21°C to 7°C and air • his specific instructions are recorded on a
temperatures may also fall sharply, at a distance of daily basis (as a minimum) in the Master’s
under 200 miles. Bridge Order Book,
Sea temperatures as low as -1°C may be • all other precautions and instructions in these
experienced in the vicinity of Halifax and during procedures and related checklists are
December, January, February and March, air followed.
temperatures as low as -25°C may be experienced
off New York and adjacent ports. The Chief Officer is responsible for ensuring all
precautions, instructions and checklists detailed
in this Chapter related to Deck Department are
complied with.
safety of crew, environment and the vessel and The Chief Engineer is responsible for ensuring:
asking for assistance and taking steps and - all precautions, instructions and checklists
issuing orders he feels are necessary to protect detailed in this Chapter related to Engine
human life, the environment and the vessel, even Department are complied with.
- he records clear and precise instructions in his
Night Order Book on a daily basis (as a
minimum)

PART 1 DECK DEPARTMENT. All personnel on board must be protected from

the elements and therefore any person required
PREPARATION FOR ENCOUNTERING ICE OR to work on deck must be adequately clothed.
EXTREME COLD CONDITIONS Protection against frostbite, wind-chill and injuries
must be recognized by all personnel, particularly
The Company has established comprehensive those who perform duties such as lookout,
checklists for Master & Bridge / Deck / Engine mooring and unmooring, loading and unloading
Departments that include these requirements and operations etc.. Taking into account the number
additional actions to be taken to prepare for and for of hands that may be required to be on deck, the
the duration the vessel is in ice/extreme cold vessel must have adequate warm clothing for
conditions. (see Section 4 of this Chapter) crew.
Care must be taken to avoid damage and

A Safety Committee Meeting must be held and risk associated danger to personnel caused by
assessment carried out, to ensure all necessary freezing water on deck, pipe tunnels and void
precautions are taken, all officers and crew are space pipelines and fittings.
familiar with what is required when such conditions
are encountered and a record is maintained of these First aid carers must be fully familiar with the
discussions/assessments. Contents of these hypothermia and frostbite sections in the
procedures and associated checklists must be publications International Medical Guide for
discussed at the meeting. Ships, Ship Captain’s Medical Guide and
Mariners Handbook.
The Chief Engineer must be advised well before Precautions must be taken to prevent damage
expected temperature reductions and then kept being sustained by the freezing of water in the
advised of the actual temperatures. various services, whilst maintaining as far as is
practicable the efficiency of the ship and the
In readiness for ice or extreme cold conditions comfort and amenities for all on board.
vessels must have sufficient quantities of the
following: Crew accommodation heating must be checked
and tested for operational readiness before
 adequate heavy winter clothing and protection for reaching the cold zone. If it should become
crew necessary to shut down the system after arrival,
 antifreeze agents (methanol, ethanol, glycol, widespread freezing-up will be unavoidable and it
engine cooling antifreeze, de-icing salt may not be possible to get the system working
 heating lamps with associated electrical wiring again until a more temperate climate is reached.
 non-slip agent for deck (sand)
 temporary repair material (plastic steel, devcon, All departments must be familiar with precautions
cordo-bond, epoxy glues etc., necessary to avoid illness, injuries and damage to
 fuel oil additives (non solidifying) vessel, fittings and equipment.
The Master must ensure all necessary precautions Masters must prepare written instructions in
are taken to prepare the vessel and crew for Bridge Order Book, at least once daily, with
operation in ice/extreme cold conditions. reference to climatic conditions and precautions
to be taken.
UMS mode must be suspended while navigating in
ice covered areas and Bridge and Engine Room Icing conditions often go unnoticed during the
must be fully manned. Whilst alongside the Engine night. Bridge Orders should include turning on
Room must be continuously manned and the deck lights every two hours to assess the ice
engines, steering, etc., must remain in constant condition and calling the Master accordingly.
readiness where ice concentrations are considered
dangerous.

Under certain circumstances rapid changes of Preparation of Ballast Tanks

temperature may be experienced and the Master and
Duty Deck Officers must advise the Chief Engineer Ballast tank vent heads must be covered by
when this occurs so that proper precautions may be canvas.
taken to prevent freezing and damage to machinery.
Additional precautions for ballast tanks to be
The Engineering Officer on Watch must also advise considered include:
Master and Deck Duty Officer when their is
sudden/rapid fall of sea temperature. o Removing forward most vent head to stop
freezing over. No ballasting is to be carried
Particular attention must be paid to ballast lines out without first checking the venting system
containing water as they should be drained and is operational. Pressure, vacuum and high
valves securely closed. velocity relief valves should be checked
frequently during cold weather conditions to
Although the Chief Engineer is responsible for taking ensure that frozen condensate (freezing
precautions to avoid ice damage to piping systems, over) is not affecting the correct functioning
pumps and machinery and the Chief Officer for of the valves. All tank venting arrangements
precautions for cargo lines, their mutual cooperation are to be cleared to ensure continuous
on forewarning of ice/extreme cold conditions and the venting of tanks
implementation of precautionary measures is
required. o Keeping ballast tanks slack to avoid damage
due to freezing and expansion and upper
Watertight doors must be shut to prepare for any tank pipes from freezing over. Consideration
possible flooding. must be given to shape of tanks when
deciding capacity to be left slack. Normally
Water systems must be kept circulating if they can this would be 90% to 93% but there may be
not be stopped and drained. All unused piping occasions where 75% is necessary due to
should be blown dry after draining. Prepare steam shape of tanks.
hoses and or hot water hoses for defrosting.
Above also applies to Stern Tube Cooling
Deck pipelines must be drained immediately if not in Tank and Aft Peak (both to be with sea water)
use or after any use. This will include but not be
limited to the pipes and pipeline systems listed o Pumping small amounts of ballast (in and
below: out) to avoid ballast tanks starting to ice over
and to break up any ice formations
o Ballast piping o Adding anti freeze to sounding pipes to stop

them freezing over
o In circumstances where fire lines need to be o Use air bubbling system or ballast tank
pressurized, ensure there is a sufficient flow of heating system as appropriate
water to prevent freezing by bleeding water off
through suitable connections (hawse pipe
washing connection and end hydrants)
o Compressed air lines

o Deck fresh water lines
o Water wash for bridge windows
Bleed airlines, hoses and fittings regularly to ensure

condensation does not freeze.

ADDITIONAL ACTION TO BE TAKEN WHILST Ballast Operations

VESSEL IS IN ICE/EXTREME COLD CONDITIONS
AREAS Before any ballast operation canvas covers on
tank vents should be removed, vents de-iced if
Build up of ice and snow to be continually cleared necessary and checks performed to verify proper
from exterior passages to essential emergency movement of ball and good condition of flame
equipment (lifeboats, life rafts, emergency generator screen on each vent head, otherwise structural
room, CO room, etc). damage will occur.
2
Main deck walkway, particularly cargo areas/cargo Air bubbling system to be fully functional to avoid
hatches, to be kept free from ice/snow and protected complete freezing of ballast water above sea
with sand or salt. water level. If ballast tanks are fully frozen on top
and attempts to de ballast are made, it is certain
The vessel's safe access to the forward must be kept that structural damage will occur.
clear of ice/snow and if necessary and possible a
lifeline to be rigged for safe movement. The area around the sounding pipe which is used
for bubbling, should be free from ice all the way to
All chocks, fairleads and bitts to be open and free the ballast water surface level and in cross
from ice. sectional area it should be 1.5 times the cross
sectional area of the ballast pipe in the tank. If
De icing to be carried out using all available means this is not the case discharging or ballasting rate
(steam, hand tools etc.,) on permanent basis or as should be adjusted accordingly.
soon as weather permits
Level gauging in ballast tanks may give wrong
level indications therefore ballast levels should be
Vessel should maintain deepest drafts possible by confirmed by soundings every four hours.
loading cargo prior to discharging ballast.
Ballast tanks, including aft peak and stern tube
Checks for any hull plating damage that may have cooling tank, to be filled to 90% 93% capacity,
occurred after transit through heavy ice by careful however, consideration must be given to shape of
inspections of all empty spaces should be carried out tanks when deciding capacity to be left slack.
Normally this would be 90% to 93% but there
Inspections should be made in very cold weather may be occasions where 75% is necessary due
after hard impacts with docks, pilings or fenders to shape of tanks.

SECTION 2 PROCEDURES ACTION TO BE TAKEN WHILST VESSEL IS

IN ICE/EXTREME COLD CONDITION AREAS
PART 2 ENGINE DEPARTMENT The Chief Engineer must ensure all necessary
precautions are taken to prepare the vessel and
PREPARATION FOR ENCOUNTERING ICE OR crew for operation in ice/extreme cold conditions.
EXTREME COLD CONDITIONS
The Company has established comprehensive Chief Engineers must prepare written instructions
checklists for Masters & Bridge / Deck / Engine at least once daily (Bridge Order Book) with
Departments that include these requirements and reference to climatic conditions and precautions
additional actions to be taken to prepare for and for to be taken.
the duration the vessel is in ice/extreme cold
conditions. (see Section 4 of this Chapter)
The Bridge is to be advised if blockage of sea
A Safety Committee Meeting must be held and risk cooling water strainers by ice is suspected. A
assessment carried out to ensure all necessary close watch is to be kept on service pump suction
precautions are taken, all officers and crew are (vacuum) gauges to monitor for blockage.
familiar with what is required when such conditions
are encountered and a record is maintained of these
discussions/assessments. Contents of these The Bridge is also to be advised if there is any
procedures and associated checklists must be rapid drop in sea temperature.
discussed at the meeting.
The Chief Engineer must be advised well before Although the Chief Engineer is responsible for
expected temperature reductions. taking precautions to avoid ice damage to piping
systems, pumps and machinery and the Chief
Under certain circumstances rapid changes of Officer for precautions with regard to cargo lines,
temperature may be experienced and it is the their mutual cooperation on forewarning of
responsibility of the Master and Duty Deck Officers to ice/extreme cold conditions and the
advise the Chief Engineer when this occurs so that implementation of precautionary measures is
proper precautions may be taken to prevent freezing required, if damage and discomfort are to be
and damage to machinery. avoided. Precautions against freezing will need to
be taken for equipment in the engine room when
In readiness for ice or extreme cold conditions Engine temperatures there fall to near freezing point.
Department must have sufficient quantities of the This will only occur under dead-ship conditions or
following: during refit in cold conditions.
 antifreeze agents (methanol, ethanol, glycol,

engine cooling antifreeze, de-icing salt In ice conditions vessel’s speed should be
 heating lamps with associated electrical wiring reduced to minimum (main engine on diesel fuel
 temporary repair material (plastic steel, devcon, if necessary). If the vessel becomes ice bound
cordo-bond, epoxy glues etc., or when underway but restricted in heavy ice
 fuel oil additives (non solidifying) then any main engine operations should be
minimal especially astern movements. If
possible minimum power ahead should be used
UMS mode must be suspended while navigating in to keep steerage way. The propeller should be
ice covered and area and whilst alongside a berth. inspected for possible damage in this situation if
Both Engine Room and Bridge are to be continuously possible. Hard over rudder should be used only
manned and the vessel (engines, steering etc.) is to in emergency. If forced to stop then the rudder
remain in constant readiness in areas where ice should be put amidships and the engine kept
concentrations are considered dangerous. turning slowly ahead.

MAIN ENGINE PUMPS
In port the cooling spaces for the cylinders, pistons, All pumps that are not in use must be completely
turbo-blowers etc., should be circulated with their drained of water. Due consideration should be
respective media which should be heated by the given to the possibility of their refilling through
means provided. If this not be possible then all passing valves and to any anticipated
spaces containing water must be completely drained. requirement to return them to service quickly.
Inspection doors should be removed and where
necessary pipes disconnected, to ensure that no
pockets of water remain. BUNKERS
If fuel is carried in the forward deep tanks, all

The engine should be moved by the turning gear at slack spaces at the after end should be topped up
least once a day, and during this operation the before the cold zone is reached to obviate
cylinders should be oiled by the hand operated gear transferring difficulties under freezing conditions,
on the mechanical lubricators. If the stay in the cold and also to reduce loss or contamination should
zone is prolonged, a short trial run should, if possible, forward tanks become damaged during passage
be taken at least once a week after the engine has through ice.
been given two complete turns by the turning gear,
and all precautions taken to see that the propeller is
not damaged by pack ice during the process. ACCOMMODATION
When destined for high latitude ports during

While preparing ship for departure and before testing winter months, the accommodation heating
steering gear, the Main Engine should be tested on system should be thoroughly inspected and all
air and fuel to clear away any ice. necessary repairs carried out before reaching the
cold zone. If it is necessary to shut down the
system after arrival, widespread freezing up will
When the presence of pack ice is suspected, the be unavoidable, and it may not be possible to get
main engine should always be started as slowly as the system working again until a more temperate
possible. climate is reached.
EMERGENCY DIESEL ENGINE
Water cooled emergency diesel engines not fitted Additional precautions and actions are included
with heating elements should be filled with an anti- on the checklist for Engine Department (see
freeze solution. The strength of this solution should Section 4 of this Chapter) that must be followed
be checked at regular intervals and adequate stocks whenever vessel is expected to encounter
of anti-freeze should be carried. ice/extreme cold conditions.

Vessels are not to force ice. Forcing ice is to be
considered as breaking close ice and/or having
PART 3 NAVIGATING IN ICE CONDITIONS the ships normal speeds reduced by half (50%),
due to trying to pass through ice
All information from ice reporting services (ice charts
and routeing charts), agents, owners, charterers,
shippers, metrological offices, Company, BIMCO, If in a channel made by an icebreaker, advice and
pilot books, guide to port entry and the Mariners commands of the pilot/ice breaker to be strictly
Handbook is to be gathered to assist with proper followed.
situation appraisal and proper route planning. Ensure
the vessels navtex has the ice report receiving
function activated. Be aware of drifting effect of ice when passing
through narrow channels, especially when
Try to maintain contact with Weather and Ice Control combined with the effect of wind and currents.
Stations, Pilot Stations, Agents etc..
In all attempts at manoeuvring or avoiding ice, it

Routeing should as far as practicable avoid or must be remembered that the force of impact
minimise time in ice or extremely cold conditions. varies as to the square of the speed. Thus, if the
The use of weather routing services is to be speed of the vessel is increased from 8 to 12
considered knots, the force of impact with any piece of ice
has been more than doubled. Nevertheless, it is
If there is an alternative route around the ice, even if most important when manoeuvring in ice to keep
it is longer, it is safer for the vessel to take it rather moving even slowly. The prudent speed in a
than going through a large amount of ice but if you given ice condition is a result of the visibility, the
have entered the ice you should try to work with the ice type and concentration, the ice class, and the
ice movement and not against it. manoeuvring characteristics of the vessel (how
fast it can be stopped). You should always
Vessels should be trimmed by stern to allow sufficient remember – excessive speed leads to ice
immersion of rudder blades and propeller about 2 damage.
meters and to allow bulbous edge to emerge for a
good efficiency of bow. As far as possible the
trimming by stem is to be avoided. Drafts specified in Reduce speed to minimum (main engine on
the Trim & Stability Booklet should be followed. diesel fuel if necessary). Generally try to
navigate through packed ice at speeds of less
As a guide the USCG "Winter Rules" requirement is than 5 knots. If vessel becomes ice bound or
for a minimum draft forward of 10 feet and the top of when underway but restricted in heavy ice then
the propeller to be minimum 8 feet under water. any main engine operations should be minimal
especially astern movements. If possible use
Try to avoid sailing after dark through ice packed minimum power ahead to keep steerage way.
zones. Keep a searchlight on standby. Inspect the propeller for possible damage in this
situation if possible. Hard over rudder should be
Constant monitoring of radar screen to observe in used only in emergency. If you are forced to stop
advance ice formations such as paths, icebergs etc.. then the rudder should be put amidships and the
engine kept turning slowly ahead
Check speeds and courses frequently remember that
the magnetic compass is of little value near the poles.
Check gyro compass by azimuth bearings.

When moving in ice the propeller must be kept Avoid anchoring in ice conditions.
rotating as much as possible as a stopped propeller
while vessel is moving is much weaker to ice parts In heavy ice flow the vessel should be preferably
contact and is submitted to a substantial risk of docked with the bow stemming the ice.
damage.
Consideration should be given to keeping a Pilot

Regardless of vessel’s physical dimensions and on board at all times, even after berthing and
apparent power, vessels are still vulnerable to while carrying out cargo operations.
damage from ice/heavy weather if early and positive
actions are not taken. There is no better safeguard
against such damage than due regard to proper After transit through heavy ice check for any hull
seamanship and adjusting course and/or speed to plating damage that may have occurred by
either avoid ice/heavy weather or reduce its effect on inspections of all empty spaces.
the vessel. Changing course and speed reduction
may also be appropriate to minimize a build up of ice
on deck. In very cold weather inspections must be made
after hard impacts with docks, pilings or fenders.
Ballast condition to maximise propeller immersion,

sea chest intake immersion and forward draft is to
be considered and reported to Company and
Owners with details of any operations carried out
on board or expected to be carried out on board to
counteract ice and/or heavy weather.This
information is to be forwarded to Company for our
guidance to efforts being carried out onboard.
Vessels should have less than three feet of trim to
keep ice sliding under the vessel from reaching the
sea suctions and whenever possible, keep sea
suction and propeller below the ice level.
Backing in ice is a dangerous manoeuvre as it

exposes the most vulnerable parts of the ship, the
rudder and propeller, to the ice. It should only be
attempted when absolutely necessary and in any
case the vessel should never ram astern. If the
vessel must move astern it has to be done with
extreme caution at dead slow astern and the rudder
must be in dead amidships position to avoid any
offset forces being induced on the rudder face.
When going astern the rudder dial should be

watched. If ice starts to build up under the stern a
short burst of power ahead should be used to clear
away the ice. Using this technique of backing up to
the ice and using the bust ahead to clear the ice can
be very effective, but a careful watch must be kept of
the distance between the stern and the ice edge.
If a good view of the stern is not possible from the
Bridge, post a reliable lookout aft with access to UHF.
Bow Thruster must not be used in ice, vessel’s

structure is not designed for pushing ice sideways.

When reporting the Master must:
PART 4 REPORTING PROCEDURES FOR • advise the Company of the exact status of
ICE OR EXTREME COLD CONDITIONS equipment or stores on board to deal with
ice or extreme cold conditions
• advise the Company regularly of the

When encountering any ice, gale force weather and conditions being encountered and any
ice accumulation the reporting of conditions is injuries, damages or delays experienced are
required by SOLAS Chapter V, Safety Messages. to be recorded promptly on the appropriate
(for details of Safety Messages see ERM Manual, Company forms with logbook entries,
Chapter 2, Part 3) bellbook entries photo’s, etc attached
Any of the following conditions is to be considered as • request owners/managers to advise if vessel

extreme: is suitably covered by insurance for the
intended voyage
• Floating Ice sighted visually
• advise expected extra bunker consumption
• Reports received from vessels in the same due to cold weather operations
area advising sighting ice
• Winds of any speed causing any ice
accumulation on the vessel
• Reports received from vessels in the same
area advising winds causing ice accumulation
• Snow, sleet (freezing rain) or blizzards
The Company must also to be notified immediately:
• When any of the ice or extreme cold conditions

listed above are expected or encountered
• When Voyage Orders are received instructing

the vessel to proceed to areas where ice or
extreme cold conditions may be encountered or
expected

PART 5 SOLAS Chapter V – Regulation 6 5) The terms and conditions governing the
ICE PATROL SERVICE management, operation and financing of the
Ice Patrol are set forth in the Rules for the
management, operation and financing of the
1) The Ice Patrol contributes to safety of life at sea, North Atlantic Ice Patrol appended to this
safety and efficiency of navigation and protection chapter which shall form an integral part of
of the marine environment in the North Atlantic. this chapter.
Ships transiting the region of icebergs guarded by 6) If, at any time, the United States and/or
the Ice Patrol during the ice season are required Canadian Governments should desire, to
to make use of the services provided by the Ice discontinue providing these services, it may
Patrol. do so and the Contracting Governments shall
settle the question of continuing these
2) The Contracting Governments undertake to services in accordance with their mutual
continue an ice patrol and a service for study and interests.
observation of ice conditions in the North Atlantic.
The United States and/or Canadian
During the whole of the ice season, i.e. for the Governments shall provide 18 months written
th st
period from February 15 through July 1 of each notice to all Contracting Governments whose
year, the south-eastern, southern and south- ships entitled to fly their flag and whose ships
western limits of the region of icebergs in the registered in territories to which those
vicinity of the Grand Banks of Newfoundland, Contracting Governments have extended this
shall be guarded for the purpose of informing regulation benefit from these services before
passing ships of the extent of this dangerous discontinuing providing these services.
region; for the study of ice conditions in general
and for the purpose of affording assistance to
ships and crews requiring aid within the limits of
operation of the patrol ships and aircraft.
During the rest of the year the study and

observation of ice conditions shall be maintained
as advisable.
3) Ships and aircraft used for the ice patrol service

and the study and observation of ice conditions
may be assigned other duties provided that such
other duties do not interfere with the primary
purpose or increase the cost of this service.
4) The Government of the United States of America

agrees to continue the overall management of the
ice patrol service and the study and observation
of ice conditions, including the dissemination of
information there from.

APPENDIX TO CHAPTER V .4 Extreme limits of ice of all types in the North

Atlantic Ocean is defined by a line connecting
RULES FOR THE MANAGEMENT, OPERATION the following points:
AND FINANCING OF THE NORTH ATLANTIC ICE
PATROL A - 42° 23'.00N, 59° 25'.00W J - 39° 49'.00N, 41° 00'.00W
B - 41° 23'.00N, 57° 00'.00W K - 40° 39'.00N, 39° 00'.00W
C - 40° 47'.00N, 55° 00'.00W L - 41° 19'.00N, 38° 00'.00W
1) In these Rules: D - 40° 07'.00N, 53° 00'.00W M - 43° 00'.00N, 37° 27'.00W
E - 39° 18'.00N, 49° 39'.00W N - 44° 00'.00N, 37° 29'.00W
F - 38° 00'.00N, 47° 35'.00W O - 46° 00'.00N, 37° 55'.00W
.1 Ice season means the annual period between G - 37° 41'.00N, 46° 40'.00W P - 48° 00'.00N, 38° 28'.00W
th st
February 15 and July 1 . H - 38° 00'.00N, 45° 33'.00W Q - 50° 00'.00N, 39° 07'.00W
I - 39° 05'.00N, 43° 00'.00W R - 51° 25'.00N, 39° 45'.00W
.2 Region of icebergs guarded by the ice patrol
means the south-eastern, southern and south- .5 Managing and operating means maintaining,
western limits of the region of icebergs in the administering and operating the Ice Patrol,
vicinity of the Grand Banks of Newfoundland. including the dissemination of information
received there from.
.3 Routes passing through regions of icebergs
guarded by the Ice Patrol means:
.6 Contributing Government means a
.3.1 routes between Atlantic Coast ports of Contracting Government undertaking to
Canada (including inland ports approached from contribute to the costs of the ice patrol service
the North Atlantic through the Gut of Canso and pursuant to these Rules.
Cabot Straits) and ports of Europe, Asia or Africa
approached from the North Atlantic through or
north of the Straits of Gibraltar (except routes 2) Each Contracting Government specially
which pass south of the extreme limits of ice of all interested in these services whose ships pass
types). through the region of icebergs during the ice
season undertakes to contribute to the
.3.2 routes via Cape Race, Newfoundland Government of the United States of America
between Atlantic Coast ports of Canada its proportionate share of the costs for the
(including inland ports approached from the North management and operation of the ice patrol
Atlantic through the Gut of Canso and Cabot service. The contribution to the Government
Straits) west of Cape Race, Newfoundland and of the United States of America shall be
Atlantic Coast ports of Canada north of Cape based on the ratio which the average annual
Race, Newfoundland. gross tonnage of that contributing
Government's ships passing through the
.3.3 routes between Atlantic and Gulf Coast ports region of icebergs guarded by the Ice Patrol
of the United States of America inland ports during the previous three ice seasons bears
approached from the North Atlantic through the to the combined average annual gross
Gut of Canso and Cabot straits) and ports of tonnage of all ships that passed through the
Europe, Asia or Africa approached from the North region of icebergs guarded by the Ice Patrol
Atlantic through or north of the Straits of Gibraltar during the previous three ice seasons.
(except routes which pass south of the extreme
limits of ice of all types).
3) All contributions shall be calculated by
.3.4 routes via Cape Race, Newfoundland multiplying the ratio described in paragraph 2
between Atlantic and Gulf Coast ports of the by the average actual annual cost incurred by
United States of America (including inland ports the Governments of the United States of
approached from the North Atlantic through the America and Canada of managing and
Gut of Canso and Cabot Straits) and Atlantic operating ice patrol services during the
Coast ports of Canada north of Cape Race, previous three years. This ratio shall be
Newfoundland. computed annually, and shall be expressed in
terms of a lump sum per-annum fee.

4) Each of the contributing Governments has the

right to alter or discontinue its contribution, and
other interested Governments may undertake to
contribute to the expense. The contributing
Government which avails itself of this right will
continue to be responsible for its current
st
contribution up to 1 September following the
date of giving notice of intention to alter or
discontinue its contribution. To take advantage of
the said right it must give notice to the managing
Government at least six months before the said
st
1 September.
5) Each contributing Government shall notify the

Secretary-General of its undertaking pursuant to
paragraph 2, who shall notify all Contracting
Governments.
6) The Government of the United States of America

shall furnish annually to each contributing
Government a statement of the total cost incurred
by the Governments of the United States of
America and Canada of managing and operating
the Ice Patrol for that year and of the average
percentage share for the past three years of each
contributing Government.
7) The managing government shall publish annual

accounts including a statement of costs incurred
by the governments providing the services for the
past three years and the total gross tonnage
using the service for the past three years. The
accounts shall be publicly available. Within three
months after having received the cost statement,
contributing Governments may request more
detailed information regarding the costs incurred
in managing and operating the Ice Patrol.
8) These Rules shall be operative beginning with the

ice season of 2002.

SECTION 3 Records generated Ice and/or Extreme Cold Condition Procedures
Notification to Company of Vessel Voyage File Vessel:

expected ice or extremely cold
weather conditions and other Operations Dept. Voyage File For a minimum of 12 Destroy
communications on subject voyages and/or at least
2 years
Shore - Ops Dept. same Destroy

as above
Risk Assessment records Vessel Voyage File

As above As above
Operations Dept. Voyage File
Safety Committee Meeting Report Safety Committee Meeting Report File At least 18 months Destroy
Completed checklists Ice & Extreme Cold Checklist Files At least 18 months Destroy
Deck and Engine (as appropriate)
Master’s Instructions Master’s Night Order Book Until book is completed Destroy
and a new one has been
in use for at least 3
months
Chief Engineer’s Instructions Chief Engineer’s Night Order Book Until book is completed Destroy
and a new one has been
in use for at least 3
months

ICE/EXTREME COLD CONDITIONS CHECKLIST - DECK
Done N/A
Safety Committee Meeting carried out with reference made to Mariner’s Handbook, Section 8, Risk Assessment for
intended voyage prepared, all officers and crew informed of expected ice/cold conditions
Liferafts / Davit winches to be covered
Lifeboats – drinking water stored in accommodation, starting gas for low temperature available, valves of water sprinkling
system opened
Rescue boat – davit winch controls to be covered with canvas that can be quickly released in case of emergency
- chambers to be kept inflated to required 250-300 mbar pressure
Watertight doors closed
Chain stopper, anchor windlass and mooring winch controls covered with canvas, mooring lines in protected storage room
Clutching gear on windlass and mooring winch controls have been covered with canvas and mooring lines are covered
Chocks, fairleads and bitts to be kept open and ice free
Arrangements are in place for rotation of mooring winches and windlasses at slow speed prior to encountering and for
during of operations in ice/extreme cold weather. Hydraulic oil / steam should always be circulated to avoid freezing
In co-operation with Chief Engineer, Foam and/or Fire lines to be drained and air pressurized then opened/blown out
through hydrant and foam applicators one by one. All hydrants to be left in open position on 1-2 turn in order to be able to
build up pressure in system in case of emergency.
All drain points to be marked on piping diagram and used to check opening/closing of drains as appropriate
In co-operation with Chief Engineer all deck lines (including air, emergency shower lines, fresh water etc.,) to be drained
and air pressurized then opened/blown out
Arrangements are in place for steam lines to be operational and steam to be re-circulated
Arrangements in place for all hydraulic systems on deck to be under continual operation to avoid freezing
Cargo Cranes, Provision Cranes - heaters to be switched on for duration
Cargo gear and deck house mechanical vent fan electric motor heaters switched on and fan impellers locked in "stop"
mode to avoid icing seal labyrinths
Ballast tanks slack to prevent freezing and expansion (as per procedures detailed in Chapter 11, Section 2, part 1
Continuous monitoring of ballast tanks has been arranged for duration (air bubbling system to be fully operational)
Ballast tanks, including aft peak, to be sounded every 4 hours for duration in ice/extreme cold areas
Pilot Ladder placed in sheltered area
Before Pilot boarding lower anchors out of the hawse pipe to assure they are free and ready
Before use of Pilot Ladder check for any ice
Arrangements in place for de-icing to be carried out, using all available means, steam, non-sparking handle tools (for
tankers) etc., on continuous basis or as soon as weather permits
De-icing is a slow, tedious job in harsh conditions, therefore crewmembers will be most effective in daylight and will
require frequent breaks.
Safe access to bow, particularly deck walkway and areas around cargo manifolds/hatches and p/room entrance to be kept
clear of ice/snow
Life saving launching areas / emergency escape ways to be kept clear of ice and snow
Page 1 of 2
ICE/EXTREME COLD CONDITIONS CHECKLIST - DECK
All fire dampers/accommodation vent fans to be continually de-iced to remain in operational condition
Ballast tank vents to be regularly de-iced and proper function confirmed
All E/R air pipes and vents, including those to settling and service tanks, to be continually de-iced to remain in operational
condition
Instructions given for rudder to be kept in amidships position with one steering gear pump in operation at anchor/berth
ADDITIONAL PRECAUTIONS SPECIFIC TO BULK CARRIERS

Bilge well to be dry
Crane house heaters to be switched on
Scuppers to be clean and dry
Hatch cover hydraulic system to be in continuous re circulation mode to prevent freezing
Hatch cover drain channels to be clear and dry
Chief Officer _______________________ ________________ ________________

Name Signature Date
Page 2 of 2
ICE/EXTREME COLD CONDITION CHECKLIST – MASTER & BRIDGE
Done N/A
Safety Committee Meeting carried out with reference made to Mariner’s Handbook, Section 8, Risk Assessment for
Company & Owners informed of expected conditions and possible delays, status of equipment/stores on board to deal
with situation, suitability of insurance coverage ascertained
Charterers & Agents informed of expected conditions
Most up to date ice-chart available, convoy formation point (CFP) location and names/contact details including VHF
channel for ice-breakers and tug assistance, obtained through Agent
Information provided by Navtex, Navareas thru Immarsat C, Sailing Directions etc., gathered for appraisal of situation and
route planning
Use of weather routing services obtained
Arrangements made for extra lookouts considering putting a lookout forward
Arrangements in place for UMS mode to be suspended while vessel in ice bound area
Master’s instructions recorded in Bridge Order Book - including switching on deck lights at specific intervals during night
time to assess ice condition and instructions for Chief Engineer to be advised of any rapid changes of temperature
First Aid training for hypothermia and frost bite carried out with all crew
All crew with duties on deck issued with sufficient and appropriate heavy duty winter clothing
All necessary items such as sand, anti freeze, heating lamps, sand, cargo/fuel oil additives available
VHF units checked for operation
Ballast condition checked (max. propeller and sea chest immersion and max. draft forward)
Master and Bridge Officers fully familiar with “Safety Messages” reporting (see ERM Manual, Chapter 2, Section 3)
Test searchlights
Radar scanner in heating mode
Switch on window heaters and heater for battery room
Ship’s whistle tested – blow air
MASTER _______________________ ________________ __________________

Name Signature Date
Page 1 of 1
ICE/EXTREME COLD CONDITIONS CHECKLIST - ENGINE
Done N/A
Safety Committee Meeting to be carried out with reference made to Mariner’s Handbook, Section 8, Risk Assessment for
Chief Engineer’s instructions noted in Night Order Book and Watch Schedule issued
Accommodation heating tested and checked for operational readiness
Ensure bunker lines are completely empty and dry by blowing with air
Working condition of air conditioning unit heater in the ECR to be checked
In co-operation with Chief Officer, Foam and/or Fire lines on deck to be drained and air pressurized then opened/blown
out through hydrant and foam applicators one by one. All hydrants to be left in open position on 1-2 turn in order to be
able to build up pressure in system in case of emergency.
Suggestion: Mark all drain points on piping diagram and use to check opening/closing of drains as appropriate
Steam tracing on D/G fire fighting sprinkler to be checked and put in use as necessary
In co-operation with Chief Officer all deck lines (including air, emergency shower lines, fresh water etc.,) to be drained
and air pressurized then opened/blown out
Lifeboat engine:
• if fresh water cooled, anti-freeze to be added to coolant
• change DO to ARCTIC and add ISO-HEET FUEL-LINE ANTIFREEZE & WATER REMOVER
Vessels with freefall lifeboats - Switch on electric heater for hydraulic tank of Freefall Lifeboat davit
Electrical and hydraulic cargo cranes, cargo hose cranes / provision cranes to be continually operating to prevent freezing
Watertight doors in E/R shut
Space heaters to be kept operational on all idle electrical motors
Emergency Generator, if fresh water cooled top up radiator with antifreeze - switch on space heater for generator
Emergency Fire Pump, if fresh water cooled, radiator to be topped up with antifreeze - switch on space heater
Steering gear room - Close mechanical vent heads and switch on space heater. If applicable switch on electrical heaters
on steering gear unit hydraulic tanks.
HFO in forward tank(s) transferred to aft tanks and bunker tank operational (if applicable for your vessel)
HFO temperatures being maintained in Service and Settling Tanks and purifiers in operation
Steam heating to be open on HFO bunker tank(s) P&S MDO storage tank, fresh water tanks, stern tube cooling tanks,
sludge tanks
Monitor temperature in Stern Tube water cooling tank
Heating element on each M/E cylinder lubricator to be switched on. Open steam tracing for cylinder oil supply pipe to M/E
lubricators. Circulate main seawater cooling system as appropriate.
M/E LO purifier in operation and temperatures being maintained - also monitor Sump Tank and maintain temperatures by
steam heating
Water to be drained from Turbo Charger heater / Condensate drained from observation tank
If vessel has separate internal cooling water circuit for operating Aux. Engines and other circuits, put to use
if vessel does not have separate internal cooling water circuit, make cooling system suitable to use close circuit with
Afterpeak Tank - if this is not possible, contact the office
Page 1 of 2
ICE/EXTREME COLD CONDITIONS CHECKLIST - ENGINE
Salt and fresh water pumps in E/R to be kept running to prevent seizure from freezing. If pumps cannot be run
arrangements to be made to keep them drained of water
Hydraulic circuits exposed to cold conditions to be kept running in continuous re-circulation
Steam blowing system to be prepared on high and low sea chests and sea injection chests to be kept regularly blown
through with steam or air to displace any packed ice from blocking inlet
Engine and other machinery parameters to be closely monitored when sailing / manoeuvring in extreme cold conditions
Engine speed to be adjusted to avoid overloading of engine
Steam lines on deck, supply and return to be kept hot by re-circulation
Engine Room Ventilation System. Use minimum number of vent fans, as necessary to maintain high temperature in E/R in
combination with M/E and Aux. Engine operation needs.
For example, operation of vent fans on HMD vessels :
At sea Fan No. 1 and Fan. No. 3
Manoeuvring Fan No. 1
Discharging Fan No. 3
Idle None
Close outlet air ducts directed to:

M/E turbocharger - A/E - M/E LO Cooler - Aux. Boiler Burner and aft sight glass
Air intakes of E/R ventilation to be continually de-iced and kept free from snow
Main Engine to be on pre-heat while at anchor/alongside
When at anchor/alongside monitor Main and Auxiliary Engines and control jacket cooling temperature. Also turn them
daily with turning gear and operate cylinder lubricators by hand
If situation permits all deck machinery must be kept running in idle condition throughout stay at anchor/alongside
Electrical and hydraulic cranes on deck to be kept running in idle condition throughout stay at anchor/alongside
If vessel is to manoeuvre out from port with packed or floating ice around it, the Master, in co-operation with Chief
Engineer, to consider keeping tugboats to move vessel to an area free of ice before the first engine movement is given
Prior starting of engines check propeller is clear of packed or floating ice
M/E to be tested on air and fuel to clear away ice before steering gear check prior departure
Chief Engineer _______________________ ________________ ________________

Name Signature Date
Page 2 of 2

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Capital-Executive Ship Management Corp.

Chapter 4 Section 2 Part 6 We have removed references to tanker vessels 01 05/08/2020

SHIP OPERATIONS MANUAL

Chapter 1 BRIDGE MANAGEMENT PROCEDURES

Chapter 2 ENGINE ROOM MANAGEMENT PROCEDURES

Chapter 3 GALLEY/ACCOMMODATION PROCEDURES

Chapter 4 PORT PROCEDURES

Chapter 5 SHIP POSITION & VOYAGE PERFORMANCE REPORTING

Chapter 6 OILY WASTE / SEWAGE & OTHER POLLUTANT DISPOSAL PROCEDURES

Chapter 7 SAFE WORKING PRACTICES

Chapter 8 SAFE ACCESS & MOVEMENT ABOARD

Chapter 9 MEDICAL/FIRST AID PROCEDURES

Chapter 10 SAFETY COMMITTEE MEETINGS

Chapter 11 PROCEDURES FOR ICE OR EXTREMELY COLD CONDITIONS

Index Revision No: 0 Revision Date: 0 Page 1 of 1

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

BRIDGE MANAGEMENT PROCEDURES

SECTION 1 Introduction, Responsibilities and Authority

Part 1 Bridge Watch

1.1 The Bridge Team

2.1 General Information

Part 3 Port Pre-Arrival & Pre-Departure Procedures

SECTION 3 Control of Records generated by Bridge Management Procedures

Chapter 1 Index Revision No: 01 Revision Date: 01/10/2015 Page 1 of 1

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

SECTION 1 The Master is responsible for:

Chapter 1 Section 1 Revision No: 01 Revision Date: 01/10/2015 Page 1 of 1

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

SECTION 2 PROCEDURES All non-essential activities on the Bridge must be

Section 2 Part 1 Revision No: 0 Revision Date: 0 Page 1 of 6

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

Section 2 Part 1 Revision No: 0 Revision Date: 0 Page 2 of 6

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

Bridge Order Book

In addition to the above mentioned standing orders,

Each day the Master should write details of what is

Entries in the Bridge Order Book could include:

• increased frequency of fire/safety patrols,

Entries must be recorded in Deck Logbook when

No Orders should ever conflict with

Section 2 Part 1 Revision No: 0 Revision Date: 0 Page 3 of 6

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

The relieving OOW is responsible for ensuring • Master’s Standing Orders

The OOW must sign an entry in the Deck

His duties include maintaining a lookout and general

The navigational duties of the OOW are based on the

Section 2 Part 1 Revision No: 0 Revision Date: 0 Page 4 of 6

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

1.5 MAINTAINING A LOOK-OUT When sole look-out watchkeeping is to be carried

• full account has been taken of relevant factors

- state of weather and visibility,

• assistance is immediately available to be

Section 2 Part 1 Revision No: 0 Revision Date: 0 Page 5 of 6

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

1.6 CALLING THE MASTER 1.7 MANOEUVRING & DRAFT

Despite the requirement to immediately notify the

Section 2 Part 1 Revision No: 0 Revision Date: 0 Page 6 of 6

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

CHAPTER 1 BRIDGE MANAGEMENT PROCEDURES

2.2 ELCTRONIC NAUTICAL CHARTS (ENCs) &

It is the Master's responsibility to ensure that all

A provider (NAVTOR) of ENCs, ADP and e-NPs is