Crew Management Procedure 1/10

Crew Management Procedure

28th Feb. 2024

Xiamen PANOCEAN Maritime Services Co., Ltd.

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CONTENT

Part I Crew Recruitment Procedure ............................................................................. 3

Part II Crew Training Procedure .................................................................................... 5

Part III Crew Dispatching Procedure ........................................................................... 8

Part IV Crew Tracking Procedure ............................................................................... 10

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Crew Recruitment Procedure

1. Objective
This procedure stipulates the procedures and requirements for the recruitment of various
types of crew members, aiming at standardizing the recruitment activities and effectively
controlling the recruitment to ensure the recruitment quality of crew members.

2. Scope of Recruitment
All types of crew recruitment.

3. Approval
The captain, chief engineer, first mate and big pipe wheel shall be submitted to the vice
president and general manager for approval; Personnel of other ranks shall be approved by
the manager of Recruitment Department, and graduates of national admission institutions
shall be approved by the manager of Training Department.

4. Work Process, Division and Requirements

A. Recognize recruitment requirement (Recruitment department)
a. To formulate the basic conditions to employ all types of crew members.
b. Establish interview Outlines and question banks, and constantly update them according to
client requirements and shipping developments to check that crew members have the
necessary knowledge and ability to perform their duties.
c. At the end of each year, analyzes the dispatch of various types of crew in this year and the
expected demand of clients for various types of crew, and puts forward the recruitment
ideas in next year.
d. For temporary recruitment needs due to temporary needs of clients, clarify the job, eligibility
conditions, recruitment schedule, treatment, dispatch time and other requirements of the
recruitment. When the number is large, draw up specific recruitment plan.

B. Marine school graduate recruitment (Training department)

1 Contacting with navigation colleges and arranging the specific schedule of recruitment

publicity and interview.

2 According to client requirements and the company's employment conditions to formulate

recruitment rules, organize on-site interviews.

3 Provide the management department with the list of graduates from maritime colleges to

apply certificate from MSA.

4 Arrange the graduate to participate in various training and track the training results.

Register certificate and training information in crew management system.

5 Recommend graduates to clients for interview and assessment, and handle selection and

dispatch procedures.(Labor department).

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6 Sorted out and summarized the recruitment situation and carried out statistical analysis, for

subsequent recruitment process.

7 Sort out and file labor contracts for maritime graduates.

C. Market crew recruitment (Recruitment department)

1 Recruit all kinds of crew members directly to the society and collect interview materials.
2 Submit the interview crew information to the company's crew assessment, training and
evaluation team for assessment.
3 Choose to entrust qualified suppliers or intermediaries to sign the Cooperation
Agreement.
4 Submit the interview crew information to the company assessment group to carry out
assessment
5 Obtain their original certificates at the time of recruitment. Verifies the authenticity and
validity of the certificate from MSA.
8 Arrange the crew to participate in various training and track the training results. Register

certificate and training information in crew management system.

9 Recommend crew to clients for interview and assessment, and handle selection and

dispatch procedures.(Labor department)

10 Sorted out and summarized the recruitment situation and carried out statistical analysis, for

subsequent recruitment process.

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Crew Training Procedure

1. Objective
This procedure specifies the steps and methods of crew training, aiming at standardizing
the process of crew training and ensuring the quality and effectiveness of training.

2. Scope of Training
All types of training to crew.

3. Type of Training
3．1 STCW training: Training that crew should participate in according to international
conventions and relevant state departments, including professional training, special
training, knowledge updating training, job promotion training for seafarers, foreign
service training, etc.
3．2 Training requested by clients: training organized by clients and training provided by
clients.
3．3 Training requested by the company: graduates pre-service training, shore leave crew
training, pre-joining training, targeted training, pre-promotion training, business skills
strengthening training.

4. Training Methods:
Commissioned training, Client organized training, self-organized training, shipboard
training, joint school

5. Work Process, Division and Requirements

A. Recognize training requirement (Training department)
a. Timely understand the latest requirements of all performance training and job promotion
training, according to the actual needs of the company, combined with the individual
application of the crew, determine the training needs, formulate annual training plan to
submit for approval.
b. Prepare the training plan according to the training needs of Clients and labor department.

B. Appraisal (Training department)

a. Arrange training in accordance with convention regulations and new requirements for crew
documents arising from business development.
b. According to the needs of the business development and the quality of the existing crew or
the causes of unqualified crew, put forward the company's own training or commissioned
training requirements.
c. Before the crew is dispatched, training requirements are put forward according to the
characteristics of the ship to be dispatched.

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d. Put forward the pre-service training needs of nautical graduates.

e. Cadets are required to submit their experiences during ship-specific training on time.
f. Require new-promoted officers to submit their experiences on time.

C. Execute (Training department)

a. STCW training
1 Collect and deliver training information
2 Be responsible for handling procedures for crew training.
b. Self-organized training
1 Special training for graduates before work
Organize pre-service training for fresh Marine graduates, collect and compile training
materials, develop training courses and implement training plans.
2 Shore leave crew training
Organize crew members to conduct centralized training in English, safety, laws and
regulations
3 Off-ship assessment training
Evaluate cadets and crew members who need follow-up training after leaving the ship,
and supervise them to learn and improve during leave and deployment.
c. Training required by clients
① Client organized training: according to Client requirements and training schedule,
notify the training personnel and arrange training matters.(labor department)
② Training of teaching materials provided by Clients: according to the training
requirements of Clients, the crew members will be trained during their leave or before
boarding/dispatch, and the crew members will be trained by self-study or concentrated
explanation.
d. Pre-joining training
The crew should be educated before dispatch to improve their adaptability. Training
before embarkation, including vocational skills, safety knowledge, foreign language and
knowledge of relevant laws, religious beliefs, customs and other knowledge required for
working on overseas and dispatched ships. And carry out the relevant training before the
promotion of the proposed personnel.
e. Shipboard training
In accordance with the regulations of the Maritime Safety Administration and the
requirements of the company, the supervisor of each rank of the ship is responsible for guiding
the crew of each rank to complete the training on board. And fill out the Trainee Record Book.
Collect the experiences of cadets and newly promoted officers and forward them to the
training department.(Labor department)
Guide crew members to carry out shipboard cadetship training before dispatch; Track and
manage the training status after boarding the ship, and evaluate the own crew after leaving the
ship.
Review, revise and reply to the experience of cadets and newly promoted officers.

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Register the crew trainee book into MSA system in time. (Management department)
f. Joint education
According to the requirements of the company's business development on the
professional skills of the crew, carry out targeted training with the qualified schools, such as
special training, fitter skills training, English ability training, etc.
g. Commissioned training
According to the company's short, medium and long-term business development plan, the
training institution approved by the Maritime Safety Administration of the Ministry of
Communications is entrusted to train the crew's reserve force
h. Commissioned training
Entrust the training institution approved by the MSA of MoC to train the candidates for
marine graduates, according to the company's short, medium and long-term business
development plan.

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Crew Dispatching Procedure

1. Objective
This procedure emphasizes the steps and processes of crew dispatch, aiming at
improving the efficiency of crew dispatching, checking the integrity of dispatching procedures
and preventing major omissions or negligence before boarding.

2. Personnel Deployment (Labor department)

2.1 Grasp the personnel's vacation dynamics in advance and put forward the demand.
2.2 Give priority to retaining the returned crews.
a) Give priority to the return of crews who have worked in the client’s vessels in the past.
b) And then think over the returning of crews who have worked in different client’s vessels of
the certain department.
c) Finally crews transfer across different dispatching departments of our office.
2.3 If the returned crew is insufficient, report to the recruitment department for recruitment.

3. Steps of Crew Dispatching (Labor department)

a) Contact with the crews to confirm the basic information of the vessel/ the approximate
time of crew change/salary/special requirements of clients and ship manning company.
b) Confirm the certificate validity according to the form of company system.
c) Newly hired crews must be interviewed again by the crew-dispatching operation
department.
d) Crew recommendation: letter of recommendation and CV.
e) Interview: client or management company.
f) After the interview, we must send the different materials to crews in different ranks to
studying.
g) Training: crews will gather together in the company to attend the pre-joining training and
client’s training.
h) Sign contracts and related documents.
i) Confirm whether there are any articles or certs need to be delivered to the ship by the
on-signers.

4. Before Embarking (Labor department)

Before crews board the ship, we must confirm with the agent for the crew change cost and
the arrangement of the crew's trip, and then confirm with the client or the ship manning
company whether it is feasible.

6. Before Disembarking (Labor department)

5.1 Finish the contract and leave the ship
a) Send a reminder that it is forbidden to carry articles when leaving the ship.

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b) Recovery crew assessment form.

c) Distance arrangement.
d) Communicate with the crew of each position to further understand the performance of the
personnel.
5.2 Leave the ship for other reasons (e.g. onboard injury, sickness and personal leave etc.)
Crew members who leave the ship for other reasons shall continue to keep track after
leaving the ship.

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Onboard Tracking Procedure

1. Objective
This procedure expounds the contents and requirements of on-board tracking, aiming to
strengthen the communication between the ship and the shore, ensure the crew to carry out
various duties and improve the stability of ship operation.

2. Items of Onboard Tracking （Labor department）

2.1 Ships
a) Ship dynamics-ETA/ETB/ETC
b) Specific port reminder.
c) Specific goods or Reminder.
d) Repair plan reminder.
e) Marine accidents or response reminder.
f) Newly undertaken ship-ship condition assessment.
g) RS inspection plan tracking, docs and materials to crews in advance.
h) PSC inspection situation.
i) Ship maintenance situation

2.2 Crews
a) Onboard service period-Crew change plan or special leave
b) Whether the crews get along well.
c) Are there any eligible for promotion? - Follow up the promotion process.
d) Three months of new job experience tracking - Onboard promoted or direct assigned.
e) Were there any conflicts? - Communication and keep track.
f) Whether there was a work injury? - Medical treatment/injury report.
g) Onboard injury/sickness-Medical consultation treatment and keep track.
h) Follow up and reply every three experience reports of cadets.
i) Follow up the performance of the newly hired crews, especially Captain and Chief
Engineer.
j) Regularly check the personnel performance with the crews on board.

2.3 Cert. Validity

a) Onboard cert validity.
b) The updating documents-Contacting the agent in advance to deliver in time.

2.4 Provision Management

a) Satisfaction.
b) Whether to implement the committee system.
c) Any signs of corruption, feedback, phenomena.-Send questionnaire.
d) If more than 50% crew changes, send reminder of food delivery and purchase.

Xiamen PANOCEAN Maritime Services Co., Ltd.