CAMPBELL SHIPPING PVT.LTD.

Checklist for Manning Agency Audit

Audit Company Name :
Period of Audit :
Leader of Audit Team :
Audit Date :

Company Details
Name of Company :
Date of Establishment :
Information

 Address :

 Phone/Fax/TLX/E-mail :
Registration and Directors

 List of Directors to be presented :

 Copy of Certificate to be provided :

Branch Office(if any)

 Officers Name and Numbers :

 For recruiting :

 For document process :

 For Training :
Sub-Contract training laboratory or Centre

 Copy of Agreement to be provided :

 CAMPBELL SHIPPING PVT.LTD.

No. Audit Question Yes No N/A Remarks

Is the Manning Agent registered as

1.1
a recruitment company?

Does the Manning Agent hold a

1.2 Recruitment and Placement
License?

Has the Manning Agent got an

Agreement for Crew Agency signed
1.3
with Laurel Ship Management Pte
Ltd?

Is the Manning Agent ISO 9001:

1.4 Issue Date:
2015 certified?

Is the Manning Agent ISO 14001:

1.5 Issue Date:
2015 certified?

Is the Manning Agent ISO

1.6 Issue Date:
45001:2018 certified?

Does the Manning Agent conduct

1.7 internal office audits and findings Last Audit date:
closed in due time?

Have the previous audit non-

conformities, observations /
improvement suggestions been
discussed and closed in due time?
1.8
(Check for outstanding
observations / NC’s. If found, a
major NC is to be issued)

Does the Manning Agency use

1.9 certified medical clinics?
 CAMPBELL SHIPPING PVT.LTD.

No. Audit Question Yes No N/A Remarks

Are the medical clinics audited

1.10 by the manning agency? Date of
last audit:

Are all records / copies of every

1.11 seafarer hired through the Manning
Agent correct, clear and legible?

Has the Manning Agent got Key

Performance Indicators clearly
1.12 defined for each year? Are the Key
Performance Indicators known to all
office staff?

Is the retention of the crew hired

1.13 through the Manning Agent Retention Rate:
monitored / recorded?

Is the manning agency involved in

1.14
emergency ship/shore drills
 CAMPBELL SHIPPING PVT.LTD.

No. Audit Question Yes No N/A Remarks

Do the Manning Agent’s office

personnel represent the
2.1 appropriate education and skills
applicable to each shore-based
position?
Do the Manning Agent’s office
2.2 personnel have their job
responsibilities clearly defined?
Has the Manning Agent got a
training plan in place for the new
2.3
office personnel and the existing
one?
Does the Manning Agent monitor
2.4 Retention Rate:
office personnel’s retention rate?

No. Audit Question Yes No N/A Remarks

Are the Manning Agent’s office

personnel familiar with the latest
3.1 manning regulations of Flag
States, Class and / or Seafarers’
Unions?

Have the Manning Agent’s office

personnel been trained in the
3.2
Company’s SMS system where
relevant and applicable?

Is the Manning Agent aware of

crew’s rank / vessel type
3.3
qualifications, training and
experience specific requirements?
 CAMPBELL SHIPPING PVT.LTD.

No. Audit Question Yes No N/A Remarks

Does the Manning Agent ensure

that the Maritime English
4.1
Competency Test is done (when
required)?

Is the Manning Agent aware of

4.2 specific medical requirements for
every seafarer prior Embarkation?

Is the frequency of pre-

employment medical examination
4.3 for every seafarer hired through
the Manning Agent as per the
company requirements?

Is the drug & alcohol testing part

of the pre-employment medical
4.4 examination for every seafarer
hired through the Manning
Agent?

Does the Manning Agent know

4.5
Campbell Drug & Alcohol Policy?

Does the Manning Agent use only

the medical centres which would
4.6 provide the seafarers’ medical
examination as per the ILO No.
73 Convention criteria?
Does the Manning Agent use the
4.7 Campbell standard pre-
embarkation checklist?
Does the Manning Agent ensure
4.8 that each crew hired holds a valid
US visa?
Do all seafarers hired through the
Manning Agent hold a valid /
4.9
original Employment Contract
prior their embarkation?
 CAMPBELL SHIPPING PVT.LTD.

No. Audit Question Yes No N/A Remarks

Does the Manning Agent monitor

status of Flag COE / CRA
5.1 ensuring that the original Flag
Documents reach the vessel in
time?

Does the Manning Agent conduct

5.2 any new candidates’ reference
checks and maintain records?

Does the Manning Agent verify

validity and authenticity of
5.3 Officers’ Certificate of Competence
and maintain a copy?

Is the Letter of Undertaking to

comply with Company’s D&A
5.4
Policy duly signed prior seafarer’s
embarkation?

Are the Evaluation Reports

5.5 reviewed and properly filed?

Does the Manning Agent

maintain and properly update all
5.6
crew records of every seafarer
hired through them?

Does the Manning Agent

maintain de-briefing records of all
5.7
senior officers recruited by
Campbell?

No. Audit Question Yes No N/A Remarks

Does the Manning Agent monitor

contracts’ overrun of the crew
6.1
hired through the Manning
Agent?

Does the Manning Agent keep

records and monitor all P&I Cases
6.2
related to seafarers hired through
the Manning Agent?

6.3 Does the Manning Agent monitor

 CAMPBELL SHIPPING PVT.LTD.

No. Audit Question Yes No N/A Remarks

and verify mustering / travelling

cost of crew hired through the
Manning Agent and ensure that
the mustering arrangements are
made in the most cost-effective
manner?

Does the Manning Agent collect

any feedback from the crew on
their job satisfaction after each
6.4
contract and ensure that all
issues (if any) are properly
addressed?

Does the Manning Agent have

6.5 welfare program for vessel
personnel?

No. Audit Question Yes No N/A Remarks

Is the Manning Agent MLC 2006

7.1 certified by a Classification Issue Date:
Society?

Does the Employment Contract

template used by the manning
7.2 agent comply with MLC 2006 and
are the grievance procedures
included?

Does the Manning Agent ensure

that all seafarers hired through
the Manning Agent are aware of
7.3
the rights to examine the
Employment Contract prior
signing?

Does the Manning Agent ensure

that all seafarers hired through
7.4
the Manning Agent are covered
under PNI Insurance?
Has the Manning Agent gotten all
copies of applicable CBA’s which
cover seafarers hired through the
7.5
Manning Agent?

Does the Manning Agent ensure

7.6
protection of personal data’s
 CAMPBELL SHIPPING PVT.LTD.

No. Audit Question Yes No N/A Remarks

confidentiality of seafarers hired

through the Manning Agent?

Does the Manning Agent collect

any recruitment fees other than
7.7 specified in the MLC 2006 such as
SB, Passport (or other similar
travel documents) - except for visa?

Does the Manning Agent ensure

that none of the crew hired
7.8
through the Manning Agent is less
than 16 years old?

Does the Manning Agent ensure

that all seafarers hired through
7.9 the Manning Agent are well
informed about their income tax
and pension liabilities?

Does the Manning Agent ensure

that all seafarers hired through
7.10 the Manning Agent receive on
board complaint procedures and
contact details?

Has the Manning Agent gotten any

formal procedure in place in order
to protect all seafarers hired
7.11 through the Manning Agent from
monetary loss in case of failure of
the Employment Contract’
obligations?

Does the Manning Agent use

mean, mechanisms or lists with
the intention to prevent or deter
7.12
seafarers from gaining
employment for which they are
qualified for?
 CAMPBELL SHIPPING PVT.LTD.

8. List of copies of documents to be received during the audit

No. Item Received Remarks

8.1 Company Registration Yes No N/A

8.2 Recruitment and Placement License Yes No N/A

8.3 ISO Certificate Yes No N/A

8.4 MLC 2006 Certificate Yes No N/A

Audit Report issued by Classification

8.5 Yes No N/A
Society

8.6 Internal Audit Report(s) Yes No N/A

8.7 Internal Auditor’s Certificate Yes No N/A

8.8 Manning Agent’s KPI Yes No N/A
8.9 Sample of office staff’s job description Yes No N/A

Organizational chart of personnel in

8.10 charge of crew on board company Yes No N/A
managed vessels

CV of staff responsible for handling of

8.11 crew on board Laurel company managed Yes No N/A
vessels

8.12 Office personnel’s training plan Yes No N/A

Sample of completed Campbell standard

8.13 Yes No N/A
pre-embarkation check list

List of medical clinics used for seafarers’

8.14 medical examinations including pre- Yes No N/A
joining check ups

8.15 List of emergency contact details Yes No N/A

8.16 Allotment and Mails Yes No N/A

8.17 Office tour to be arranged for the auditor Yes No N/A
and following shown:
1. Designated office space
2. Interview area
3. Document process area
 CAMPBELL SHIPPING PVT.LTD.

8. List of copies of documents to be received during the audit

No. Item Received Remarks

4. Office security system
5. Training areas and materials
6. Total office area