HAND OVER NOTES FOR THIRD OFFICER

WELCOME ABOARD TO CAPE FORBY!!!

As Third Officer on board you will be the Deputy Safety Officer (In Charge of Maintenance and
inspection of LSA, FFE and Other safety equipments). This Hand Over notes may help you adjust
on your daily routine onboard. This Hand Over notes does not supersede the Master’s standing
orders or any other instructions that will be given to you by Master and Chief Officer on your task
assignment form.

Watch Keeping Duties

AT SEA: Navigational / Anchor Watch 0800-1200H, 2000-2400H

Safety Maintenance 1300-1500H (depends on your preferred time)

IN PORT: Deck Watch on Cargo Ops. 0600-1200H, 1800-2400H

You are the officer In-charge at the Fwd Mooring Station during maneuvering.

-During Navigation or Anchor watch you and 2/OFF will be relieving Chief Officer for dinner at
1730H. Your schedule for relieving Chief Officer for dinner is on Odd weeks and 2/OFF is on Even
Weeks.

CURRENT VOYAGE INFORMATION:

Charterer: COSCO

Service Route: RBC2

Port Rotation : NINGBO, SHANGHAO, SHEKOU, SIHANOUKVILLE, BANGKOK, LAEM

CHABANG
PORT DOCUMENTS

Location: Desktop->Share documents->3OFF TO MASTER->PORT DOCS+++++

 Update port pre-arrival and arrival documents on each and every port

 Check Names, Date of Birth, and Passport No., Seaman’s Book No., Date of Issue and
Validity inputs on crewlist. Entries must be in accordance to Passport and Seaman’s Book .

 Ship’s Storelist including bonded store updates will be given by Chief Cook and OS1. Kindly ask
Storelist update to them.

 For Port Documents requiring ROB of Fuel kindly ask Chief Engineer’s assistance.

 Ballast Water Report and DG List will be provided by Chief Officer.

 List of Required arrival documents including representations are included in the port document
folder.

 If a copy of Ship’s Certificates is required. Ship’s Certificates are found in:

Desktop->Bridge Shared Documents->@master to print->10 Certificates Listed As Per List of

Certificates

 If clarification with port document is need kindly ask for Master’s Assistance.

 Please double check always the entries on port papers especially in CHINA to avoid unnecessary
fines.

CREW CHANGE

Location: Bridge Shared Documents-> 3OFF TO MASTER-> CREW CHANE

 Kindly ask for scan copy of Passports and Seaman’s Book of crew singing on for early
preparation, and accurate entry of data on departure crewlist.

 Acquire Passports, Seaman’s Book, Vaccination Card, Environmental Declaration, COC’s and
other certificates from newly signed on crew. Make a copy of Passports, Seaman’s Book,
Vaccination Card and COC’s for own reference in updating port documents.

 For ECP Training for Ratings log in to ECBT on Ship’s Officer Computer or Bridge Computer and
let the crew take the exam then print the certificate.

 Update the Record of Crew Change and Crewlist, this is located on crew change folder. This will
be sent by Master to office so kindly update as soon as possible.

 Change cabin name cards and telephone directory. XLS file for cabin name card and telephone
directory is located in crew change folder.
 Also prepare Crew ID for newly signed on crew. Ask Chief Officer for the Crew ID.

 Replace crewlist on areas where crewlist are posted or filed.

 LIST OF AREAS FOR CREWLIST REPLACEMENT

 Deck Log Book

 SOPEP Manual

 Fire Plans (Bridge, Poop Deck Starboard Side)

 Training Manual (Bridge, Crewmess Room, Engine Control Room)

 Bridge

 5th Deck to Poop Deck Alleyways

 Crewmess Room

 Ship’s Office

 Cargo Office

 Hospital

 Engine Control Room

Crew Familiarization

 Kindly conduct Safety Familiarization for newly signed on crew within 24 hours or Before 14day
upon joining the ship or as soon as possible. Kindly refer to the familiarization checklist listed below.

 GOF-04.1a - Onboard Safety Familiarization - All Seafarers

 GOF-04.1b Onboard Duty Familiarization – Deck Officers

 GOF-04.1c Onboard Duty Familiarization – Engine Officers

 GOF-04.1d Onboard Duty Familiarization – Ratings

 GOF-04.1e Onboard Duty Familiarization – Catering

 GOF-04.2 - Safety and Security Familiarization - External Persons

 These checklists are located in the crew change folder, but please also refer to AMOS QMS for
updated version of these checklists.

 Upon completion of these checklists please file to Safety Officer’s File 01.
 For Superintendents, Surveyors, Technicians or Visitors the will be boarding and join the ship for
voyage kindly use the GOF-04.2 – Safety and Security Familiarization – External Persons checklists
to them.

MONTHLY REPORTS

Location: Desktop->Third Officer-> 05 Monthly Reports to Master

 GOF-04.8 - Health, Safety, Environment & Energy Meeting

 GOF-14.1 - Safety Officer's Checklist

 GOF-03.3b - SO Record Book

 GOF-03.3a - Safety & Security Training Drill Program

 GOF-01.2b - Crew List

 Update all Monthly reports accordingly.

 All correspondence, circulars, LTBL, Significant and Repeatitive Observations, Instructions and
Information Notices, Safety Alerts etc. should be in HSEE Meeting Agenda 2.

 Findings and recommendations listed on HSEE Meeting agenda 5 shoul reflect on GOF-14.1 -
Safety Officer's Checklist findings and recommendation section.

 Weekly and monthly test, inspections and inventories are to be entered in the GOF-03.3b – SO
Record Book including drills carried out, discussion of partners in safety, test of fire alarm systems
and Monthly Meeting.

 GOF-03.2a – Safety & Security Training Drill Program to be updated once drills are carried out
and use as reference for next drills.

 Update GOF-01.2b – Crew List form after any crew change.

 Monthly reports are to be signed by master and filed in SO-1 and SO-2 File Folders.

Before 07TH of every Month need to complete pic in KAIKO System

 AMOS QMS, PMS and PROCUREMENT DOCUMENT

Location: Desktop-> AMOS2SUITE

 Kindly check on AMOS QMS for new revisions of forms and checklist.

 Update weekly and monthly job list in AMOS PMS and make sure to close all overdue work
orders before the end of the month.
 For requisitions on procurement document kindly refer to the Purchasing Vessel User Guide
document including in this hand over folder.

SAFETY EQUIPMENTS

Location: Desktop->Third Officer-> 06 Safety Equipments

 All safety equipments, LSA and FFE are in good condition.

 Copies of service reports are located in file folder “Safety Equipment Service Certificates”

 Please note that the file folder is not updated since some certificates are on master’s holding.

 Validity of safety equipments, due dates for service and replacements are listed in the Safety
Equipment Validity file in the monthly reports.

 You can also refer to the attached inventory list in this hand over notes.

 Inventory list for safety equipments is located in your folder at 06 Safety Equipments.

 For onboard servicing of safety equipments kindly refer to training manual for instructions and
take considiration of flag state requirements.

 For clarifications consult Master and refer to Flag State guidelines.

DRILLS and TRAININGS

Location: Desktop->Third Officer-> 04 Drills

 Drills are being carried out as per Master’s order. Some drills are being done only by paper
checklist but please also prepare some photos to be attached on the drill checklist with appropriate
date stamp.

 Drill checklist can be found in AMOS QMS at Emergency Contingency Manual.

 Extracted Drill Checklist from AMOS QMS can be found in 04 Drills folder in your file.

 Always check for new revisions of Drill Forms or other File Forms in AMOS QMS to avoid any
observations form third party audits.

 After Drill is carried out log it into your Safety Officer’s Record Book on your monthly reports and
Deck Log Book. Also Update the Safety and Security Training Dril Program.

 Log into the SOPEP manual the pollution drill once carried out.

 Partners in Safety topics are discussed also after drills. Topics to be discussed are given by the
office at the beginning of the month.
 After discussion of Partners in Safety topic such as Learning Engagement Tools, Reflective
Learning and Resilience make an attendance for all crew and let them fill the feedback form.

 Feedback form and Attendance Form is found in Partners in Safety folder in your file.

 For clarifications kindly ask Chief Officer and check the SO 1 file for drill checklist guide.

ADDITIONAL NOTES

 Locker for safety equipments spare items is located on the 3rd Deck.

 Fuel for FFLB and RB are stored in the paint room.

 Recovery sling for FFLB is located on 2nd Deck.

 Presentation charts for “Learning Engagement Tool (LET)” is inside the cabinet inside recreation
room

 You are in charge of OLG training onboard.

- Bridge and Ship’s Office computer use for OLG training (Abode Captivate prime Platform)

 Once Significant Observations, Lesson to be Learnt and Safety Alerts are received. Print copies
and file in folders located on the Crew mess. Kindly refer to the previous files. Attendance sheet is
located in the Partners in Safety folder on your file.

 For some clarifications and assistance, kindly ask Master or Chief Officer.

LE TRUNG HIEU TRAN TRONG

Out going Third Officer In coming Third Officer

Date: 06 NOV 2023 Date: 06 NOV 2023