Certificates, class records, and statutory documentation — 25 questions
['Prior to boarding:', 'Review the CSSR and identify any conditions of class and/or significant memoranda and copy the details into the observation tool.', 'Verify that the dates and data declared within the HVPQ were accurate as compared to the CSSR.
During the inspection:', 'Sight, and where necessary review, the company procedure for managing the vessel’s statutory certification and supporting documents.', 'Verify that any defective structure, machiner y or equipment identified through the issue of a condition of class, memoranda or issue of a short', 'term certificate had been entered in the defect reporting system for follow up and later closeout.', 'Verify that the onboard system for the tracking of statutory and classification certificates was being maintained up to date by random sampling and review of no more than five certificates.', 'Verify that the outcome from any recent class surveys had been registered in the CSSR.
Expected Evidence', 'The company procedure for managing statutory certification and supporting documents.', 'Folders containing statutory and classification certificates and supporting surveys/test reports.', 'Certificate index indicating the expiry date all statutory certification, supporting surveys and inspections.', 'The Class Survey Status Report (CSSR)*.', 'List of open defects as reported in the defect reporting system.', 'Details of class attendance during the past twelve months.
Potential Grounds for a']
Instructions for safe entry into the CO 2 room should be posted at each entrance and should include, but not be limited to: • Start ing the ventilation fan. • Waiting for a set period before entering. • The use of a personal gas monitor. • Making notification of entry and exit The vessel operator should have developed a maintenance plan for the vessel’s fire protection systems and fire-fighting systems and appliances which will include the fixed carbon dioxide fire extinguishing system.
['Review the CO 2 space safe entry instructions.', 'Inspect the control station(s) for releasing the machinery space carbon dioxide fixed firefighting system and review the operating instructions.', 'Review the inspection and servicing data available in the space.', 'If necessary, review the records of inspections, tests and maintenance carried out contained in the maintenance plan.', "Interview the accompanying officer to verify their familiarity with the purpose and operation of the system.
Note.
On CO 2 systems there are ‘pins’ in the activation assembly, and traditionally, these pins had to be removed for the system to be ready for immediate use.
On some modern systems, these ‘pins’ have to be left ‘in’ for the system to be ready for immediate use.
When inspecting the CO 2 systems, the inspector should determine from the accompanying officer whether the pins should be ‘in’ or ‘out’ for the system to be ready for immediate use.
If in any doubt reference should be made to the manufacturer's operating instructions.
Expected Evidence", 'The vessel’s maintenance plan for the vessel’s fire protection systems and fire', 'fighting systems and appliances.', 'The records of inspections, tests and maintenance for the machinery space fixed carbon dioxide firefighting system.
Potential Grounds for a']
['Sight, and where necessary review, the company procedures for detecting and monitoring flammable gas concentrations in double', 'hull, double', 'bottom and void spaces.', 'Review the records of flammable gas measurements in double', 'hull and double', 'bottom spaces and verify that tests had been completed in accordance wit h company procedures.', 'Where a vessel is required to be fitted with a fixed hydrocarbon gas detecting system in accordance with the FSS Code, verify that sensors were isolated consistent with the ballast level in the individual tanks.', 'Where a vessel was fitted with a fixed flammable gas detecting system outside the requirement of the FSS Code, verify that manual gas measurements were made in accordance with company procedures whenever a sensor was isolated due to ballast water content within a tank.', 'Review t he operation of the fixed flammable gas detecting system, where fitted, and confirm that the system was fully operational with flammable gas alarm settings in accordance with the guidance provided under 2.2.3.3 of the FSS Code. (not more than 30% of the lower flammable limit).', 'Review the fixed gas detecting system sensor calibration record and verify that calibration had been completed in accordance with company procedures.
Expected Evidence', 'The company procedures for detecting and monitoring flammable gas concentrations in double', 'hull, double', 'bottom and void spaces.', 'Records to demonstrate that hydrocarbon gas measurements had been undertaken in accordance with the company procedure.', 'Records to demonstrate that the fixed gas detecting system, where fitted, had been in continuous operation and where individual tank sensors, or groups of sensors, had been isolated, the times of isolation and reconnection.', 'Calibration records for the fixed gas detecting system sensor(s).', 'Incident investigation reports where flammable gas had been detected in ballast tanks and void spaces of double', 'hull and double', 'bottom spaces adjacent to the cargo tanks.
Page 495 of 711 – SIRE 2.0 Question Library : Part 1 Version 1.0 (January 2022) Potential Grounds for a']
IMO: ISM Code 10.1 The Company should establish procedures to ensure that the ship is maintained in conformity with the provisions of the relevant rules and regulations and with any additional requirements which may be established by the Company. 10.2 In meeting these requirements the Company should ensure that: 1. inspections are held at appropriate intervals, 2. any non- conformity is reported with its possible cause, if known, 3. appropriate corrective action is taken, and 4. records of these activities are maintained.
The vessel operator should have established a vessel inspection program which requires a vessel to be inspected at least twice a year by a combination of Marine and Technical Superintendent visits.
It is expected that: • Inspections are scheduled at six -month intervals, with a tolerance of one month, but intervals between inspections should not normally exceed seven months. • The interval between successive inspections conducted by either a Marine Superintendent or a Technical Superintendent should not normally exceed fourteen months. overview of the true state of all operational and accessible areas of the vessel and its equipment in addition to providing an overview of onboard management to shore-based management. • The inspection report should summarise structural, machinery and equipment defects identified during th e inspection which should be transferred to the vessel’s defect reporting system for follow up and closure. • The inspection report should summarise any procedural weaknesses identified for follow up through the non-conformity process. • A copy of the full inspection report for each superintendent visit should be maintained on board the vessel.
Remote inspections Where a vessel operator had developed a formal remote vessel inspection programme to cover vessels which could not reasonably be visited by a company superintendent, the inspector should accept these as qualifying visits provided: • There was a company procedure for conducting remote vessel inspections which defined: o The circumstances in which a remote inspection may be used to substitute for a physical inspection. o The condition verification processes for all areas of the ship under inspection. o The required content of the final inspection report. • Completed inspection reports in accordance with the company procedure were available for each remote superintendent inspection.
The vessel operator should have declared the attendance dates for all qualifying vessel inspections by company Marine and Technical Superintendents during the previous eighteen months through the pre-inspection questionnaire.
Additional vessel visits by senior management, Electrical Superintendents or those by Marine and Technical Superintendents to deal with a specific issue which did not result in a full inspection and subsequent report being completed are not considered under this question.
['Review the vessel inspection reports completed by Marine and Technical Superintendents and verify that:', 'Vessel inspection reports were available onboard for each of the declared qualifying vessel inspections completed during the previous eighteen months.', 'Each vessel inspection report recorded the observed condition of all operational and accessible areas of the vessel and its equipment.', 'Where areas for improvement or defects were identified, the defect or non', 'confor mity reporting system was utilised to track the corrective actions through to closure.', 'Any remote inspections had been performed as required by the company procedure.
Expected Evidence', 'Qualifying vessel inspection reports completed by company Marine or Technical Superintendents during the previous eighteen months.', 'Evidence that defects and areas for improvement had been followed up through the company defect reporting or non', 'conformity reporting systems.', 'The company procedure for conducting remote inspec tions, if applicable.
Potential Grounds for a']
The procedure should include guidance on: • The number, type and sizes of immersion suit provided on board. • The location(s) and stowage of the immersion suits. • Monthly inspections. • Periodic air -pressure testing both before and after an immersion suit reaches ten years in service.
Some Administrations may accept immersion suits as vacuum -packed units, provided, for instance, that: • Manufacturer’s instructions for monthly inspections are followed. • Sufficient non vacuum -packed units are available for training. • Units with o pen or damaged packaging are treated as if they were non-vacuum -packed units. • Air pressure testing should be to manufacturer’s instructions or, if these are not available, at intervals not exceeding three years, or more frequently for suits over ten years of age.
['Sight, and where necessary review, the company procedures to ensure that immersion suits are in good order, readily accessible and their location(s) clearly indicated.', 'Inspect the ship’s immersion suits at one stowage lo cation.', 'Sight the immersion suits at any other location(s).', 'Review the records of monthly inspections and periodic air', 'pressure tests of the ship’s immersion suits.', 'Interview an officer or rating to verify their familiarity with donning an immersion suit.
Expected Evidence', 'The company procedures to ensure that immersion suits are in good order, readily accessible and their location(s) clearly indicated.', 'Records of monthly inspections and periodic air', 'pressure tests of the ship’s immersion suits.
Potential Grounds for a']
Industry Guidance TMSA KPI 12A.1.1 requires that the company has documented audit procedures and standard audit formats.
The formats are designed, as required, for ISM, the ISPS Code, ISO Standards and any company internal audits.
IMO: ISM Code 12.1 The Company should carry out internal safety audits on board and ashore at intervals not exceeding 12 months to verify whether safety and pollution-prevention activities comply with the SMS.
In exceptional circumstances, this interval may be exceeded by not more than 3 months. 12.4 The audits and possible corrective actions should be carried out in accordance with documented procedures. 12.6 The results of the audits and reviews should be brought to the attention of all personnel having responsibility in the area involved. 12.7 The management personnel responsible for the area involved should take timely corrective action on deficiencies found.
The vessel operator should have established a procedure for scheduling and performing internal ISM audits at intervals not exceeding twelve months.
The procedure should include • Standard formats and/or checklists for the performance of audits. • A system for recording and tracking any non- conformities to closure.
This system, which may be paper based or electronic, should • Be available to all those on board responsible for the areas audited. • Include a time limit for corrective action. • Inform the operator when corrective action has been completed. • Record the operator’s verification of corrective action and final close- out.
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['Sight, and where necessary review, the company procedure for scheduling and performing internal ISM audits including standard audit formats and/or checklists.', 'Review the latest two internal ISM audit reports under the current operator.', 'Review the system for recording and tracking ISM audit non', 'conformities to closure.', 'Interview the Master or a senior officer to confirm their familiarity with the system for recording and tracking ISM audi t non', 'conformities to closure.', 'In the case that the vessel had recently been taken over by the vessel operator and had not yet undertaken an internal audit, interview the Master or a senior officer to confirm their familiarity with the preparations necessary for the first internal audit.
Inspectors must not use operator’s audit reports as a means to identify']
Industry Guidance IACS Recommendation No.41 (Rev.5 Oct 2019) Guidance for Auditors to the ISM Code ‘ISM Code - paragraph 5.1.5 5.1 The Company should clearly define and document the Master’s responsibility with regard to: .5 periodically reviewing the safety management system and reporting its deficiencies to the shore-based management.’ The Master, as responsible person onboard, should inform the Company whenever there are deficiencies in the SMS relevant to the ship's operation.
Information on SMS deficiencies should include proposals for corrective action and recommendations for improving the SMS, as far as possible.
The auditor should expect that the Company has defined when and how the Master carries out the SMS reviews aboard ship.
The word "periodically" clarifies that the "master’s review" is not an isolated activity, it is an ongoing dynamic process aimed at continually improving the effectiveness of the safety management system.
Examples of objective evidence found at office may include: - evidence that Master’s Reviews of SMS have been received from ships at defined intervals (at least annually); ‘ISM Code - paragraph 6.1.2 6.1 The Company should ensure that the Master is: .2 fully conversant with the Company’s safety management system;’ The Company should ensure that the Master is “fully conversant” with all requirements relating to the Company’s safety and environmental protection policies. and effectiveness.
Policy and procedures are reviewed at company defined intervals and amended as necessary.
This review may include feedback from: • Master’s review of the SMS.
IMO: ISM Code 5.1 The Company should clearly define and document the master’s responsibility with regard to: .5 periodically reviewing the SMS and reporting its deficiencies to the shore-based management. 6.1 The Company should ensure that the Master is: .2 fully conversant with the Company’s safety management system.
The Master should be familiar with the layout and contents of the SMS and proficient in accessing the information it contai ns, whether in hard copy or digital format.
However, the Master should not be expected to have detailed knowledge of every procedure in the SMS.
The vessel operator should have developed a procedure requiring the periodic review of the Safety Management System (SMS) by the Master, including: • The format and agenda for the review. • The frequency of the review (at least annual). • A specified time frame for company responses to the review.
The review does not need to be done all at once, provided the complete SMS is reviewed within a twelve -month period.
The review may include input from the shipboard management team and the safety committee.
The review should identify deficiencies in the SMS and suitable corrective action.
It should contain suggestions for improv ement in the effectiveness of the SMS and should not simply be a tick box exercise.
['Interview the Master to verify their overall knowledge of, and proficiency in using, the SMS.', 'Review the last two Master’s Reviews of the SMS.', 'Review the company responses to the last two Master’s Reviews.
Expected Evidence', 'The Safety Management System.', 'The last two Master’s Reviews.', 'The company responses to the last two Master’s Reviews.
Potential Grounds for a']
An appropriate checklist should have been developed to facilitate these inspections.
In addition to the guidance stated above: • Purifier rooms a nd fuel and lubricating oil handling areas should be ventilated and clean. • Gauge glass closing devices on oil tanks should be of a self -closing, fail -safe type and not inhibited. • All ï¬ re doors on a ship are important, but when the high risk of machinery space ï¬res is considered, machinery space ï¬ re doors should receive special attention, particularly the ï¬re doors between the machinery space and Steering Gear Compartment, which are often found tied open.
['Sight, and where necessary review, the company procedure which required that safety inspections of the machinery spaces were conducted at appropriate intervals by the designate d Safety Officer to identify hazards and potential hazards to health, safety and the environment', 'Where necessary review the records of safety inspections of the machinery spaces including associated checklists.', 'Inspect the machinery spaces, including purif ier rooms, fuel and lubricating oil handling areas, workshops, compressor rooms, chemical stores, spare gear stores, electrician’s store/workshop, IG rooms, boiler rooms and the steering gear compartment with reference to the safety officer’s checklist and verify: o Suitable metal containers with an integral cover were provided for the storage of cotton waste, cleaning rags or similar materials after use, and these were emptied frequently. o Wood, paints, solvents, oil or other flammable materials were not stored in boiler rooms or machinery spaces including steering gear compartments unless specifically identified areas had been prepared and approved for storage of such items. o Suitable eye', 'protection and PPE was readily available where required, for example for welding, handling chemicals or operating a lathe or fixed or portable grinding wheel. o Lagging and insulation on all high temperature surfaces such as steam pipes, exhaust pipes etc. was in place, in good condition and free from oil. o Safety notices and signs appropriate to the specific compartments were posted to indicate hazards and obstructions or control measures to be taken where the hazard or obstruction could not be removed. o Pipelines were colour coded or labelled to indicate their contents. o There were no broken or defective light fittings. o There were no unprotected open hatchways through which persons may fall or on which they may trip. o The guardrails or fencing of any protected open hatchway were in good order. o Floor plates had not been removed and the opening left unguarded or insufficiently lit. o Floor plates were secured, level and even. o Safety guards were in place for all machinery, rotating shafts or equipment, as necessary. o There were no visible oil leaks from any machinery. o Purifier rooms and fuel and lubricating oil handling areas were ventilated and clean. o There was no accumulation of waste oil in the bilges or in save', 'alls in way of machinery space fuel, lube and hydraulic oil service, settling and storage tanks. o Tank tops and bilges were painted a light colour so that leaks may be readily located. o Engine', 'room bilges were clear of rubbish or other substances that might prevent the bilges being readily and easily pumped. o Spare gear was properly stowed and items of machinery under overhaul were safely secured so that they do not break loose and cause injury or damage even in the heaviest weather. o Spare gear, tools and other equipment or material was not left lying around, especially near to steering gear rams, switchboards or batteries. o There were no flammable materials left or stored near switchboards. o Gauge glass closing devices on oil tanks were of a self', 'closing, fail', 'safe type and were not inhibited. o Self', 'closing sounding devices to double bottom tanks were in good order and closed with caps properly fitted. o No non', 'approved hold', 'open methods such as tiebacks, hooks, wedges or other arrangements were used to hold any fire door open where it was required to be self', 'closing.', 'Select several items from the machinery space inspection checklist and request that the accompanying officer describes or demonstrates what was required to be checked.', 'The company procedure which required that safety inspections of the machinery spaces were conducted at appropriate intervals by the designated Safety Officer to identify hazards and potential hazards to health, safety and the environment.', 'Records of safety inspections of the machinery spaces including associated checklists.
Potential Grounds for a']
Industry Guidance IACS: Double Hull Tankers Guidelines for Surveys Assessment and Repair of Hull Structures.
IMO: ESP Code - International Code on the Enhanced Programme of Inspections During Surveys of Bulk Carriers and Oil Tankers, 2011 (Resolution A.1049(27).
IMO: MSC.215 (82) Performance Standard for Protective Coatings for Dedicated Seawater Ballast Tanks in All Types of Ships… 3.4 Coating Technical File. 3.4.1 Specification of the coating system applied to the dedicated seawater ballast tanks and double skin spaces, record of the shipyard’s and shipowner’s coating work, detailed criteria for coating selection, job specif ications, inspection, maintenance and repair shall be documented in the Coating Technical File and the Coating Technical File shall be reviewed by the Administration. 3.4.3 In-service maintenance, repair and partial re-coating In-service maintenance, repair and partial re- coating activities shall be recorded in the Coating Technical File, in accordance with the Guidelines for coating maintenance and repair. 3.4.5 The Coating Technical File shall be kept on board and maintained throughout the life of the shi p. 2.2.3.1 Where provided, the condition of the corrosion prevention system of cargo tanks is to be examined.
A Ballast Tank is to be examined at subsequent annual intervals where: 1. a hard protective coating has not been applied from the time of construction, or 2. a soft or semi-hard coating has been applied, or 3. substantial corrosion is found within the tank, or 4. the hard protective coating is found to be in less than GOOD condition and the hard protective coating is not repaired to the satisfaction of the Surveyor.
Thickness measurements are to be carried out as deemed necessary by the surveyor.
IACS: UR Z10.3 Rev, 19 May 2019 Hull Surveys of Chemical Tankers TMSA KPI 4.2.2 requir es that cargo, void and ballast spaces are inspected to ensure their integrity is maintained.
The frequency of inspections is determined by the applicable regulations of Class, Flag State and national authorities.
IMO: ISM Code 10.1 The Company should establish procedures to ensure that the ship is maintained in conformity with the provisions of the relevant rules and regulations and with any additional requirements which may be established by the Company.
IMO: SOLAS Chapter II -1 Regulation 3-2 3.
All dedic ated seawater tanks arranged in oil tankers and bulk carriers constructed on or after 1 July 1998, for which paragraph 2 is not applicable, shall comply with the requirements of regulation II -1/3-2 adopted by resolution MSC.47(66). 4.
Maintenance of the protective coating system shall be included in the overall ship’s maintenance scheme…
The vessel operator should have developed a procedure to ensure that the Enhanced Survey File is maintained up to date as required by the vessel’s class ification society.
The survey report records, which may be in electronic format, should be on board for the lifetime of the ship from at least one year prior to the first special survey onwards and should include: • Reports of structural surveys. • Condition evaluation reports. • Thickness measurement reports.
Supporting documents should also be available onboard including: • Survey program. • Main structural plans for cargo holds and ballast tanks. • Inspections by ship’s personnel with reference to: o Structural deterioration in general, o Leakages in bulkheads and piping, o Condition of coating or corrosion prevention system, if any. • Any other information that would help identify critical structure areas and/or suspect areas requiring inspection. • The Coating Technical File. (All oil tankers built after 1 July 1998) Where the vessel had completed the first or subsequent special surveys, the vessel operator will have uploaded the most recent Condition Evaluation Report to the document repository .
['Review the Enhanced Survey File and verify that all sections had been maintained up to date with the detail required by the vessel’s classification society.', 'Review the previous repair history and identify any structural repairs completed during the preceding twelve months for comparison with the vessels defect reporting system.', 'Review the condition evaluation report and note any spaces where the coating condition of cargo or ballast tanks was reported as fair or poor.', 'Review th e condition evaluation report and note any substantially corroded tanks/areas or areas with deep pitting recorded in the extract of thickness measurements.', 'Review the coating technical file and note any spaces where coating repairs had been recorded as hav ing been undertaken.', 'During the physical inspection of the vessel note any concerns with hull structural integrity such as cracking, denting, distortion, significant* corrosion or thinning of structural members. (Significant* in this context is wastage w hich has visibly reduced the profile of a structural member.) Expected Evidence', 'The Enhanced Survey File (which must be onboard for the lifetime of the ship from at least one year prior to the first special survey).', 'The Coating Technical File, where required to be carried.', 'Supporting documents required to be carried onboard according to the ESP Code.', 'Inspection reports for cargo, ballast and void spaces by ships personnel.', 'Incident investigation reports relevant to structural damage and repair within the scope of the enhanced hull survey.
Potential Grounds for a']
Procedures should also provide guidance on the use of the radios for non-emergency communications.
The survival craft portable two -way VHF radios may be used for routine on-board communications when capable of operating on appropriate frequencies.
There is no requirement for them to be Ex -rated or of an intrinsically safe type, them being used in the gas hazardous area.
['Sight, and where necessary review, the company procedure to ensure that survival craft portable two', 'way VHF radios were periodically inspected and tested and ready for immediate use in an emergency.', 'Review records of periodic inspections and tests of the survival craft portable two', 'way VHF radios.', 'Inspect the survival craft portable two', 'way VHF radios and replaceable primary batteries, if provided, and verify that: o Brief operating instructions were clearly indicated on the exterior of the equipment. o The expiry date of the primary battery was clearly indicated.', 'Interview the accompanying officer to verify their familiarity with the purpose, operation, inspection and testing of the survival craft portable two', 'way VHF radios.
Expected Evidence', 'The company procedure to ensure survival craft portable two', 'way vhf radios were periodically inspected and tested and ready for immediate use in an emergency.', 'The GMDSS Radio Log Book.', 'Records of periodic inspections and tests of the survival craft portable two', 'way VHF radios.
Potential Grounds for a']
Industry Guidance IMO: SOLAS Chapter II -1 Regulation 3-2 Protective coatings of dedicated seawater ballast tanks in all types of ships and double- side skin spaces of bulk carriers. 1.
Paragraphs 2 and 4 of this regulation shall apply to ships of not less than 500 gross tonnage: 1. for which the building contract is placed on or after 1 July 2008; or 2. in the absence of a building contract, the keels of which are laid, or which are at a similar stage of construction on or after 1 January 2009; or 3. the delivery of which is on or after 1 July 2012. 4.Maintenance of the protective coating system shall be included in the overall ship’s maintenance scheme.
The effectiveness of the protective coating system shall be verified during the life of a ship by the Administration, or an organization recognised by the Administration, based on the guidelines developed by the Organization.
IMO: MSC.215(82) Performance standard for protective coatings for dedicated seawater ballast tanks in all types of ships and double -side skin spaces of bulk carriers. 3.4 Coating Technical File 3.4. 1 Specification of the coating system applied to the dedicated seawater ballast tanks and double- side skin spaces, record of the shipyard's and shipowner's coating work, detailed criteria for coating selection, job specification s, inspection, maintenance and repair shall be documented in the Coating Technical File, and the Coating Technical File shall be reviewed by the Administration. 3.4.3 In-service maintenance, repair and partial re-coating accordance with the Guidelines for coating maintenance and repair. 3.4.5 The Coating Technical File shall be kept on board and maintained throughout the life of the ship.
IACS: UR Z7.2 Rev, 6 Feb 2015 Hull Surveys of Liquefied Gas Carriers 4.2.2 Ballast tanks 4.2.2.1 For ships between 5 and 10 years of age, an overall survey of representative ballast tanks is to be carried out.
If there is no hard protective coating, soft or semi -hard coating or POOR coating condition, the examination is to be extended to other ballast tanks of the same type. 4.2.2.2 For ships over 10 years of age, an overall survey of all ballast tanks is to be carried out. 4.2.2.3 If such examinations reveal no visible structural defects, the examination may be limited to a verification that the corrosion prevention system remains efficient. 4.2.2.4 For ballast tanks, excluding double bottom tanks, if there is no hard protective coating, soft or semi -hard coating, or POOR coating condition and it is not renewed, the tanks in question are to be internally examined at annual intervals. 4.2.2.5 When such conditions are found in double bottom ballast tanks, the tanks in question may be internally examined at ann ual intervals.
TMSA KPI 4.2.2 requires that cargo, void and ballast spaces are inspected to ensure their integrity is maintained.
The frequency of inspections is determined by the applicable regulations of Class, Flag State and national authorities.
IMO: I SM Code 10.1 The Company should establish procedures to ensure that the ship is maintained in conformity with the provisions of the relevant rules and regulations and with any additional requirements which may be established by the Company.
Inspection Guid ance The vessel operator should have developed a procedure to ensure the vessel’s Survey File is maintained complete and up to date.
The file should include: • Class status reports. • Survey reports. • Repair history. • Coating technical file, where required to be carried.
Suggested Inspector Actions • Review the Survey File and verify it has been maintained complete and up to date. • Review the previous repair history and identify any structural repairs completed during the preceding twelve months for comparison with the vessel’s defect reporting system. • Review the Coating Technical File, where required to be carried, and note any spaces where coating repairs have been recorded as having been undertaken. denting, distortion, significant* corrosion or thinning of structural members. (*‘Significant’ in this context is wastage which has visibly reduced the profile of a structural member.) Expected Evid en ce • Survey File. • Coating Technical File, where required to be carried. • Inspection reports for cargo, ballast, hold and void space inspections by ship’s personnel. • Incident investigation reports relevant to structural damage and repair.
Potential G rounds for a Negative Observation • There was no company procedure to ensure the vessel’s Survey File is maintained complete and up to date. • The Master and/or Chief Engineer were not familiar with the company procedure to ensure the vessel’s Survey File is maintained complete and up to date. • The Survey File was incomplete and did not include: o Class status reports. o Survey reports. o Repair history. o Coating Technical File, where required to be carried. • Maintenance of the protective coating system was not included in the overall ship’s maintenance plan. • Structural repairs were recorded within the Survey File as having taken place during the previous twelve months, but the vessel’s defect reporting system did not include a similar report. • Structural repairs were recorded as having taken place following a casualty/incident but there was no incident investigation report available onboard. • Physical inspection of the vessel identified concerns with hull structural integrity such as cracking, denting, distortion, significant* corrosion or thinning of structural members which had not been subject to an occasional class survey. (*Where there is doubt as to whether corrosion or thinning is significant, use the Hardware - slight superficial deterioration – comment option.) • A survey report contained details of substantially corroded tanks/areas or areas with deep pitting. (Summarise the relevant section of the report.) • Classification society reports recorded fair or poor ballast tank coating condition. (Report which tank(s) and rating assigned). • Coating repairs were reported to have taken place within ballast tanks, but the coating technical file, where required to be carried, had not been updated accordingly.
Page 25 of 711 – SIRE 2.0 Question Library : Part 1 Version 1.0 (January 2022)
['Review the Survey File and verify it has been maintained complete and up to date.', 'Review the previous repair history and identify any structural repairs completed during the preceding twelve months for comparison with the vessel’s defect reporting system.', 'Review the Coating Technical File, where required to be carried, and note any spaces where coating repairs have been recorded as having been undertaken. denting, distortion, significant* corrosion or thinning of structural members. (*‘Significant’ in this context is wastage which has visibly reduced the profile of a structural member.) Expected Evid en ce', 'Survey File.', 'Coating Technical File, where required to be carried.', 'Inspection reports for cargo, ballast, hold and void space inspections by ship’s personnel.', 'Incident investigation reports relevant to structural damage and repair.
Potential G rounds for a']
Industry Guidance IACS: Recommendation 87.
Guidelines for Coating Maintenance and Repairs for Ballast Tanks and Combined Cargo/Ballast Tanks on Oil Tankers. 3.
Coating maintenance and repairs b) Principles for maintenance and repair iii In-service Condition Monitoring It is therefore a pre- requisite that the owner initiate, as a minimum, an annual inspection of all tanks and spaces by the ship’s crew, sometimes assisted by additional inspectors.
TMSA KPI 4.2.2 requires that cargo, void and ballast spaces are inspected to ensure their integrity is maintained.
The frequency of inspections is determined by the applicable regulations of Class, Flag State and national authorities.
In addition, industry recommendations are taken into account.
Guidance for inspection of compartments is provided, which may include industry/Class publications.
Records are com partment specific and made to a standard format that may include photographs as evidence of the compartment’s condition.
IMO: ISM Code 10.1 The Company should establish procedures to ensure that the ship is maintained in conformity with the provisions of t he relevant rules and regulations and with any additional requirements which may be established by the Company. 10.2 In meeting these requirements the Company should ensure that: 1. inspections are held at appropriate intervals, 3. appropriate corrective action is taken, and 4. records of these activities are maintained.
The vessel operator should have developed procedures for cargo, ballast and void spa ce inspection which: • Define the frequency of inspections required for each type of space which includes, but is not limited to: o Cargo tanks. o Ballast tanks. o Hold spaces. o Void spaces, which includes pipe trunks and cofferdams. • Define the actions to be taken when an inspection cannot be completed within the required timeframe. • Requires that the condition of each space is reported in a standard format which includes details of: o Structural deterioration and failure. o The extent of any corrosion, pitting and was tage. o The extent of any deterioration of the coating. o Any leakages in bulkheads or pipework. o The condition of cargo handling and monitoring equipment. o The extent of sediment build-up. • Provide guidance on the assessing and reporting of tank coating condition. • Require that defects relating to structure, coating or fittings are entered into the vessel’s defect reporting system for follow up.
Cargo tanks on oil and chemical tankers should be inspected by vessel staff at intervals of 2.5 years with a six -month window either side.
The intention is that these inspections should align with the renewal and intermediate survey regimes.
Hold spaces on gas carriers should be inspected annually.
Ballast tanks, void spaces, pipe trunks and cofferdams on all vessel types should be inspected annually.
The vessel operator should have declared the required inspection frequency and date ranges for the previous cycle of inspections for cargo, ballast and void spaces through the pre-inspection questionnaire.
This information will be inserted in the published inspection report.
['Sight, and where necessary review, the company procedures for cargo, ballast & void space inspection and reporting.', 'Verify that the date ranges for the inspection of cargo, ballast and void spaces provided by the operator in the pre', 'inspection questionnaire were accurate by spot checking inspection reports.', 'Review several recent cargo, ballast or void space inspection reports and verify that the detail required by the company inspection procedure had been recorded for each space on the dedicated inspection report forms.', 'Where defects relating to the structure, coating or fittings of a cargo, ballast or void space had been noted within an inspection report, verify that a defect report had been generated to follow up with the required corrective actions.', 'Where conditions of class, memoranda or coating condition required more frequent inspections of cargo, ballast and/or void spaces, confirm that required inspections had b een completed and documented as required.
Expected Evidence spaces.', 'The inspection reports for all cargo, ballast and void spaces for the previous f ull inspection cycle.', 'Open defect reports for any defects to tank structure, coatings or fittings.', 'Communications with class relating to any defects to tank structure since the previous renewal or intermediate survey.', 'The enclosed space entry records and permits for recent cargo, ballast and void space inspections.
Potential Grounds for a']
Industry Guidance OCIMF: International Safety Guide for Oil Tankers and Terminals.
Sixth Edition 11.3.4 Monitoring of Void and Ballast Spaces.
Void and ballast spaces in the cargo tank block should be regularly monitored for leaks from nearby tanks.
Monitoring should include regular atmosphere checks for hydrocarbon content and regular sounding/ullaging of the empty spaces. 12.6.5 Discharging Segregated Ballast.
To prevent contaminated segregated ballast causing pollution, where possible the surface of the ballast should be sighted before deballasting.
TMSA KPI 4.2.2 requires that cargo, void and ballast spaces are inspected to ensure their integrity is maintained.
IMO: ISM Code 7.
The company should establish procedures, plans and instructions, including checklists as appropriate, for key shipboard operations concerning the safety of the personnel, ship and the protection of the environment.
The vessel operator should have developed procedures which described: • The requirement to inspect the surface of ballast water in tanks adjacent to cargo or bunker tanks, or where oil pipes, including hydraulic lines, pass through the tank, prior to discharge overboard. • The requirement to sound empty tanks and spaces periodically to detect the migration of liquids from adjacent or remote spaces through either structural failure or pipeline leakages. • The requirement to monitor the level in full, or partially full, tanks periodically to detect the migration of liquids between adjacent or interconnected spaces. results. • The actions to take when ballast water is found contaminated. • The actions to take when there is evidence of migration of liquid between cargo, ballast, bunker, void or cofferdam spaces.
['Sight, and where necessary review, the company procedures for checking for leakage of cargo, bunker oil, hydraulic oil and ballast into empty spaces and, for inspecting the surface of segregated ballast water prior to discharge.', 'Review the sounding records for empty spaces and verify that soundings had been taken in accordance with company procedure.', 'Review the records for ballast water discharge and verify that the surface of the ballast in each tank adjacent to a cargo or bunker tank or, with cargo, bunker or hydraulic lines passing through it, had been inspected for contamination prior to discharge.', 'Review the records of ballast line tests where they pass through cargo tanks or fuel tanks, if applicable.', 'Inspect the ballast tank sighting arrangements and verify that each tank adjoining a cargo or bunker tank, or with cargo, bunker or hydraulic lines passing through it, could be readily inspected without the need to remove numerous bolts to remove the inspection hatch or, to make an enclosed space entry.
Expected Evidence', 'The company procedure for sighting the surface of ballast water prior to discharge where the ballast tanks were adjacent to a cargo or bunker tank or where oil pipes and/or hydraulic lines pass through the tanks.', 'The company procedure to periodically sound empty tanks to detect liquid migration due to structural failure or pipeline leakage.', 'Records demonstrating that the surface of ballast water had been inspected prior to discharge.', 'Records demonstrating that periodic soundings of empty spaces had been taken in accordance with company procedures.', 'Records demonstrating that the level in full and partially full tanks had been periodically verified to detect the migration of liquid between adjacent or interconnected spaces.', 'Records of ballast line tests where they pass through cargo tanks or fuel tanks.
Potential Grounds for a']
Industry Guidance Each Classification Society has its own Condition Assessment Program criteria.
TMSA KPI 4.3.4 requires that the frequency and extent of structural inspection of the vessel’s cargo, ballast and void spaces is determined on risk criteria which includes vessel’s age and type.
IMO: ISM Code 10.1 The Company should establish procedures to ensure that the ship is maintained in conformity with the provisions of the relevant rules and regulations and with any additional requirements which may be established by the Company.
Enrolment in a Condition Assessment Programme is voluntary and, where utilised, may provide a complete view of a ship addressing the risks of pollution, structural failure and machinery downtime.
A CAP rating has no validity date, but only reflects the condition of the vessel on the date of the onboard inspection.
Each charterer defines the time validity of a CAP certificate within its own vetting and marine assurance procedures.
Condition Assessment Programmes differ depending upon which classification society is commissioned to assess the condition of a vessel, but common modules are: • Hull structure. • Propulsion and auxiliary systems. • Cargo equipment and systems. • Cargo containment systems (for LPG and LNG Carriers). • Machinery and cargo systems combined. • Bridge, navigation and radio equipment.
This question will only be generated for vessels that have passed their fifteenth anniversary from the initial delivery date and, where the vessel operator had declared that the vessel had been awarded a CAP rating in at least one module. the following through the pre- inspection questionnaire: • The date range of the survey upon which the CAP certificate had been based. • The CAP rating achieved for each module the survey was commissioned to evaluate.
The operator should have uploaded the CAP certificate to the document store.
['Pre', 'Inspection', 'Review the CAP certificate uploaded to the document store and verify that the information contained therein matched the date and rating for each module as declared by the operator.
On', 'board', 'Where the operator had not uploaded the CAP certificate to the document store, review the CAP certificate available onboard and verify that the information contained within the pre', 'inspection questionnaire was accurate.
Expected Evidence', 'The CAP certificate showing the completion date of the assessment survey and the final ratings for the modules completed.', 'Where the CAP certificate only showed the issue date rather than the survey completion date, evidence to support the date(s) that the onboard survey was completed.', 'Any information or records that supplemented the CAP certificate.
Potential Grounds for a Nega t ive Observation', 'The information provided by the operator in the pre', 'inspection questionnaire was inaccurate.', 'The vessel operator had claimed a CAP rating for modules that were still pending completion.', 'The date of the CAP survey was inaccurately declared as the CAP certificate issue date.', 'The operator did not upload the CAP certificate to the document store and the CAP certificate was not available onboard for review.
Page 33 of 711 – SIRE 2.0 Question Library : Part 1 Version 1.0 (January 2022) 2.4.
Defect Management']
Industry Guidance: IACS Information Paper.
Classification Societies – what, why and how?
Section B1 – The effectiveness of classification depends upon the shipbuilder, during construction, and the shipowner, once the vessel enters service, cooperating with the Class Society in an open and transparent manner on all issues which may affect its class status.
For the shipowner, this particularly requires acting in good faith by disclosing to the Class Society any damage or deterioration that may affect the vessel’s classification status.
If there is the least question, the owner should notify class and schedule a survey to determine if the vessel is in compliance with the relevant class standard.
IACS: Rec. 2001/Rev.2 2018 A guide to managing maintenance in accordance with the requirements of the ISM co de Reporting and investigation of technical deficiencies and non -conformities Clause 10.2 of the ISM Code states that the company should ensure that any non-conformity is reported, with its possible cause, if known, and that appropriate corrective action is taken. (In this context, "non-conformity" should be taken to mean a technical deficiency which is a defect in, or failure in the operation of, a part of the ship's structure or its machinery, equipment or fittings.
See also clause 9 of the ISM Code.) Problems reported may be discovered during routine technical inspections or maintenance, following a breakdown or an accident, or at any other time.
The Company’s responses should be aimed not only at the rectification of the immediate technical deficiency, but also at addressing the underlying maintenance management system failures (non-conformities) that led to the problem in the first place.
Any lessons learned from the investigation of these failures should be examined for their applicability to other ships in the fleet, and the resulting trends and patterns should be used to identify opportunities for continual improvement. diagram.
Note that it is not enough simply to take corrective action.
The effectiveness of such action must be verified TMSA KPI 4.1.2 requires that a defect reporting system is in place for each vessel within the fleet.
The defect reporting system covers all onboard equipment and includes Conditions of Class.
The defect reporting system may be linked to the planned maintenance system and may be computer -based.
Companies strive to correct any Conditions of Class without delay.
The defect reporting system includes: • Guidance as to the nature of defects that are recorded and reported. • Recording of any equipment failures or breakdowns including those identified by third parties, e.g. SIRE, PSC, CDI and barge inspection schemes. • Reporting defects to the shore management as appropriate. • Tracking of defects from failure to repair.
IMO: ISM Code. 10.1 The company should establish procedures to ensure that the ship is maintained in conformity with the provisions of the relevant rules and regulations and with any additional requirements which may be established by the company.
The vessel operator should have developed a defect reporting system, which may be incorporated within the planned maintenance system, that will be utilised to record all defects to st ructure, machinery and equipment as defined within the company defect reporting procedure.
The procedure should define: • What constitutes a defect to structure, machinery and equipment that must be reported through the defect reporting system.
This should include: o Navigation equipment. o Engine machinery. o Deck machinery. o Cargo handling machinery/equipment. o Hull structure. o Electronic equipment. • The process for entering defects into the defect reporting system. • The timeline for entering a defect into the defect reporting system and then transmitting the report to the shore- based management. • The process for shore- based management to acknowledge a defect and assign a timeline for corrective action to be taken. • The process for establishing mitigating actions where the reported defect adversely affects the safe operation of the vessel. • The requirement to submit an incident report where a defect resulted in, or was the cause of, an incident as defined elsewhere within company procedures.
The vessel should have prepared a printed list of all open defect reports existing onboard the vessel at the time of the inspection for the inspector’s use.
The list of open defect reports should identify any defects that have resulted in a notification to the vessel’s Classification Society and/or Flag Administration.
['operation of the defect report system.', 'Review the entries in the defect reporting system and verify that they had been entered in accordance with company expectations, communicated to the shore management within the time frame specified and had been acknowledged.', 'During the balance of the inspection note any obviously defective structure, machinery or equipment that was not subject to a defect report for inclusion as an observation under this question.', 'Review a sample defect report and confirm that a timeline for corrective action had been assigned and any mitigating actions had been conducted as directed by shore', 'based management.
Expected Evidence', 'The company procedure for managing defects to vessel structure, machinery and equipment through the defect reporting system.', 'The defect reporting system or the planned maintenance system where the systems were integrated.', 'Shore based acknowledgement of each defect entered into the defect reporting system.', 'A printed list of all open defects reports entered into the defect reporting system.
Potential Grounds for a']
Industry Guidance: IACS: Information Pap er.
Classification societies – what, why and how?
Section B1 – The effectiveness of classification depends upon the shipbuilder, during construction, and the shipowner, once the vessel enters service, cooperating with the Class Society in an open and trans parent manner on all issues which may affect its class status.
For the shipowner, this particularly requires acting in good faith by disclosing to the Class Society any damage or deterioration that may affect the vessel’s classification status.
If there is the least question, the owner should notify class and schedule a survey to determine if the vessel is in compliance with the relevant class standard.
IACS: Unified Requirement Z13.
Voyage repairs and Maintenance.
TMSA KPI 4.1.2 requires that a defect reporting system is in place for each vessel within the fleet.
The defect reporting system covers all onboard equipment and includes Conditions of Class.
IMO : ISM Code 10.1 The Company should establish procedures to ensure that the ship is maintained in conformity with the provisions of the relevant rules and regulations and with any additional requirements which may be established by the Company. 10.2 In meeting these requirements the Company should ensure that: 1. inspections are held at appropriate intervals, 2. any non- conformity is reported with its possible cause, if known, 3. appropriate corrective action is taken, and 4. records of these activities are maintained.
IMO: SOLAS Maintenance of conditions after survey. c) Whenever an accident occurs to the ship or a defect is discovered, either of which affects the safety of the ship or the efficiency or completeness of its lifesaving appliances or other equipment, the master or owner of the ship shall report at the earliest opportunity to the Administration… Chapter II -1.
Regulation 3-1 Structural, Mechanical and electrical requirements for ships.
In addition to the requirements contained elsewhere in the present regulations, ships shall be designed, constructed and m aintained in compliance with the structural, mechanical and electrical requirements of a classification society which is recognized by the Administration in accordance with the provisions of regulation XI -1/1, or with applicable national standards of the Administration which provide an equivalent level of safety.
The vessel operator should have developed a procedure for evaluating defects to a vessel’s structure, machinery and equipment to determine whether, when and how the vessel’s Classification Society, Flag Administration and/or other external stakeholders should be informed.
The procedure should define: • Which defects to vessel structure, machinery and equipment should be reported to the vessel’s Classification Society, Flag Administration and/or other external stakeholders. • When the defects are required to be reported to the vessel’s Classification Society, Flag Administration and/or other external stakeholders and by whom. • Where short term certificates and/or flag waivers have been issued, the external stakeholders that may need to be notified and by whom. • The records that must be maintained onboard to demonstrate that the appropriate notifications had been made to the vessel’s Classification Society, Flag Administration and/or other external stakeholders.
The vessel should have prepared a printed list of all open defect reports existing onboard the vessel at the time of the inspection for the inspector’s use.
The list of open defect reports should identify any defects that have resulted in a notification to the vessel’s Classification Society and/or Flag Administration.
['Review the Class Status report and identify any conditions of class, memoranda or short', 'term certificates that may indicate that there was a defect in the vessel’s structure, machinery or equipment.', 'Review the vessel’s defect reporting system and identify any defects that would be reportable to the vessel’s Classification Society or Flag Administration and verify that they were either reported in the class status report or communications were available to demonstrate that class and/or flag had been advised and that no further action was required.', 'Where the vessel had a short', 'term certificate or Flag Administration waiver verify that the vessel had notified external stakeholders of the vessel deficiency, where required to do so, through the pre', 'arrival processes applicable to the port of arrival or transit of controlled navigational areas.', 'Where the vessel’s Classification Society or Flag Administration had required that specific mitigating measures were taken as a condition of the issuing a short', 'term certificate or flag waiver, verify that the vessel had complied with the required measures.
Expected Evidence', 'The company procedure for notifying the vessel’s Classification Society, Flag Administration and/or other external stakeholders of defects to the vessel’s structure, machinery and equipment.', 'The class status report – uploaded to the document portal.', 'A printed list of open defect reports identifying any defects which had been reported to the vessel’s Classification Society and/or Flag Administration.', 'Communications from the shore', 'based management indicating the defect reports had been evaluated and that no external reporting to the vessel’s Classification Society and/or Flag Administration was necessary or that notifications had been made and no further reporting was required.', 'Comm unications from the vessel’s Classification Society or Flag Administration relating to any mitigating actions required as a condition of issuing a short', 'term certificate or flag waiver.', 'Pre', 'arrival notifications required by the port of arrival to demonstrate that defects affecting the vessels operations had been reported in accordance with local requirements.
Potential Grounds for a']
Industry Guidance IACS Information Paper.
Classification societies – what, why and how?
Section B1 – The effectiveness of classification depends upon the shipbuilder, during construction, and the shipowner, once the vessel enters service, cooperating with the Class Society in an open and transparent manner on all issues which may affect its class status.
TMSA KPI 7.1.1 requires that there is a documented procedure for management of change.
The procedure addresses both permanent and temporary changes onboard and ashore.
These may include: • Installati on of new equipment and modification of existing equipment.
IMO: ISM Code 10.1 The Company should establish procedures to ensure that the ship is maintained in conformity with the provisions of the relevant rules and regulations and with any additional requirements which may be established by the Company.
The vessel operator should have developed a Management of Change (MOC) procedure which required that changes to vessel structure, machinery and equipment follow a defined process.
The procedure should define: • What changes are subject to the MOC process. • What changes can be excluded from the MOC process such as like for like replacements. • The process of documenting a request for change, the format of the request and the mean s of communicating the request to shore management. • The approval process before a change can be carried out. • The notification process for communicating approved changes to stakeholders. • The supplementary documentation required to support a change request. by a change along with confirmation that updates to such documents have been undertaken on completion of the change. • How all changes subject to the MOC process will be indexed onboard through a database, register of changes or traditional filing system.
The vessel operator should have declared any changes to vessel structure, machinery or equipment conducted within the previous twelve months through the pre -inspection questionnaire.
Details of the changes undertaken will be inserted in the inspection editor and reproduced in the final report.
Changes of existing machinery and equipment for new ones with similar dimensions and characteristics, which do not entail changes in the vessel’s systems performance or operations or modifications of existing structures, may not be subject to MOC process.
The scope of this question is limited to vessel structure, machinery and equipment regulated under any aspect of the applicable classification society rules or statutory survey of a vessel.
['Sight, and where necessary review, the company MOC procedure.', 'Review the pre', 'inspection questionnaire and identify whether the vessel operator had declared that any applicable changes have been carried out onboard within the previous twelve months.', 'Review the vessel’s MOC register or database index.', 'Where changes falling within the scope of the company MOC procedure and this question had taken place, review the provided management of change request, risk assessment and associated documentation.', 'During the physical inspection of the vessel and review of documentation for other questions note any apparent recent changes to vessel structure, machinery or equipment which may be within scope of this question but had not been declared.
Expected Evidence', 'The vessel’s MOC register or database index.', 'The MOC requests for all changes to vessel structure, machinery and equipment conducted onboard the vessel during the previous twelve months.', 'Supporting documents such as risk assessments, training plans, updated drawings lists etc. as identified within each MOC request form.
Potential Grounds for a']
Industry Guidance OCIMF/ICS: International Safety Guide for Oil Tankers and Terminals.
Sixth Edition.
Chapter 12.6 - Ballast operations TMSA KPI 6.2.3 requires that comprehensive procedures cover all aspects of ballast handling operations.
These procedures may include : • Ballast water exchange. • Ballast water treatment.
IMO: ISM Code 7.
The Company should establish procedures, plans and instructions, including checklists as appropriate, for key shipboard operations concerning the safety of the personnel, ship and protection of the environment.
The various tasks should be defined and assigned to qualified personnel.
IMO: Ballast Water Management Convention and BWMS Code Regulation B -1 Ballast water management plan.
Each ship shall have on board and implement a ballast water management plan.
Such a plan shall be approved by the Administration taking into account guidelines developed by the Organization.
The ballast water management plan shall be specific to each ship and shall at least: this Convention; 2. provide a detailed description of the actions to be taken to implement the ballas t water management requirements and supplemental ballast water management practices as set forth in this Convention 3. detail the procedures for the disposal of sediments: 1. at sea, and 2. to shore 4. include the procedures for coordinating shipboard ballast water management that involves discharge to the sea with the authorities of the State into whose waters such discharge will take place; 5. designate the officer on board in charge of ensuring that the plan is properly implemented; 6. contain the reporting requirements for ships provided for under this Convention; and 7. be written in the working language of the ship.
If the language used is not English, French or Spanish, a translation into one of these languages shall be included.
Regulation B -3 Ballast Water Management f or Ships provides details of the dates by which ships must meet regulation D -2 (the provision and use of a ballast water treatment plant) IMO Resolution MEPC.252(67) Guidelines for port state control under the BWM Convention. 1.3.2.10 a ship is required to report accidents or defects that affect its ability to manage ballast water to the flag state and the port state.
IMO: Resolution MEPC.288(71) 2017 Guidelines for ballast water exchange.
The vessel operator should have arranged for the vessel to be provided with a Ballast Water Management Plan approved by the Flag Administration and an International Ballast Water Management Certificate issued by the flag administration.
The International Ballast Water Management Certificate will identify the principal ballast water management method to be used by the vessel.
The vessel operator should have developed procedures which defined: • When, where and how ballast is permitted to be loaded, discharged and exchanged and the processes that the vess el is required to follow. • How ballast operations are to be recorded and by whom. • The actions the vessel must take if it cannot comply with any aspect of the approved Ballast Water Management Plan. • The actions the vessel must take if the ballast water treatment plant, where fitted, becomes defective.
['Sight, and where necessary review, the Ballast Water Management Plan.', 'Sight the Ballast Water Management Certificate and identify the principal ballast water management method.', 'Review the ballast water record book (which may be an electronic record system or be integrated into another record book or system) and verify that recent ballast handling operations were conducted and documented in accordance with the Ballast Water Management Plan and Ballast Water Management Certificate.', 'Where ballast exchange had been undertaken, either as the principal ballast water management method or in addition to the use of a ballast water treatment plant, verify that the exchange was planned and conduct ed to minimize longitudinal and torsional stresses and other safety considerations identified in the IMO Guidelines for Ballast Water Exchange.', 'Where ballast water treatment or exchange had not been completed in accordance with the Ballast Water Management Plan due to damage or defect to the ballast water treatment plant, review any communications ballast water management had been complied with and documented accordingly.
Expected Evidence', 'The Ballast Water Management Plan along with a copy of the Ballast Water Management Certificate.', 'The Ballast Water Record Book or equivalent.', 'Recent cargo and ballast plans along with supporting operational records to verify the times and duration of ballast operations.', 'Where ballast water exchange had taken place, the exchange plan showing the sequence of ex change and the longitudinal stresses, draughts and trim at each stage of the operation.', 'Where the ballast water treatment system could not be used to conduct ballast water exchange in accordance with the Ballast Water Management Plan, notifications to the Flag and Port State Authorities advising of the non', 'conformance.
Potential Grounds for a']
Industry Guidance OCIMF: Volatile Organic Compound Emissions from Cargo Systems on Oil Tankers.
First Edition 2019. 7.
Operational procedures and Volatile Organic Compound Management Plan.
The purpose of the VOC Management Plan is to ensure that tanker operations, to which regulation 15.6 of MARPOL Annex VI applies, prevent or minimise VOC emissions as much as possible… IMO: Resolution MEPC.185(59) Guidelines for the development of a VOC Management Plan 1 Objectives .1 The purpose of the VOC management plan is to ensure that the operation of a tanker, to which regulation 15 of MARPOL Annex VI applies, prevents or minimizes VOC emissions to the extent possible. .2 Emissions of VOCs can be prevented or minimized by: 1. optimizing operational procedures to minimize the release of VOC emissions; and/ or 2. using devices, equipment, or design changes to prevent or minimize VOC emissions. .3 To comply with this plan, the loading and carriage of cargoes which generate VOC emissions should be evaluated and procedures written to ensure that the operations of a ship follow best management practices for preventing or minimizing VOC emissions to the extent possible.
If devices, equipment, or design changes are implemented to prevent or minimize VOC emissions, they shall also be incorporated and described in the VOC management plan as appropriate. .4 While maintaining the safety of the ship, the VOC management plan should encourage and, as appropriate, set forth the following best management practices: 1. the loading procedures should take into account potential gas releases due to low pressure and, where possible, the routing of oil from crude oil manifolds into the tanks should be done so as to avoid or minimize excessive throttling and high flow velocity in pipes; safely possible, and the ship should aim to maintain tanks at this level during the loading and carriage of relevant cargo. 3. when venting to reduce tank pressure is required, the decrease in the pressure in the tanks should be as small as possible to maintain the tank pressure as high as possible. 4. the amount of inert gas added should be minimized.
Increasing tank pressure by adding inert gas does not prevent VOC release but it may increase venting and therefore increased VOC emissions; and 5. when crude oil washing is considered, its effect on VOC emissions should be taken into account.
VOC emissions can be reduced by shortening the duration of the washing or by using a closed cycle crude oil washing program me. 2 Additional considerations .1 A person in charge of carrying out the plan 1.
A person shall be designated in the VOC management plan to be responsible for implementing the plan and that person may assign appropriate personnel to carry out the relevant ta sks. .2 Procedures for preventing or minimizing VOC emissions 1.
Ship-specific procedures should be written or modified to address relevant VOC emissions, such as the following operations: 1.
Loading. 2.
Carriage of relevant cargo; and 3.
Crude oil washing. 2.
If the ship is equipped with VOC reduction devices or equipment, the use of these devices or equipment should be incorporated into the above procedures as appropriate. .3 Training 1.
The plan should describe the training programmes to facilitate best management practices for the ship to prevent or minimize VOC emissions.
TMSA KPI 10.1.3 requires that procedures minimise marine and atmospheric emissions and ensure that they are always within permitted levels.
Procedures may include • VOC management IMO: ISM Code 7.
The Company should establish procedures, plans and instructions, including checklists as appropriate, for key shipboard operations concerning the safety of the personnel, ship and protection of the environment.
The various tasks involved should be defined and assigned to qualified personnel.
IMO: MARPOL Annex VI Chapter 3 Regulation 15 6.
A tanker carrying crude oil shall have on board and implement a VOC management plan approved by the Administration.
Such a plan shall be prepared taking into account the guidelines developed by the Organization.
The plan shall be specific to each ship and shall at least: 1.
Provide written procedures for minimizing VOC emissions during the loading, sea passage and discharge of cargo. 3.
Identify a person responsible for implementing the plan, and 4.
For ships on international voyages, be written in the working language of the Master and officers and, if the working language of the master and officers is not English, French or Spanish, include a translation into one of those languages.
The vessel operator should have developed a VOC Management Plan, to be implemented when carrying crude oil.
This Plan should be ship specific and include: • Written procedures for minimising VOC emissions during the loading, carriage and discharge, including crude oil washing, of crude oil cargoes. • The identity of the person on board responsible for implementing the Plan. • The records that are required to be maintained to demonstrate compliance with the Plan. • A target operating pressure for the cargo tanks during loading and carriage of crude oil cargoes. • Training programmes for ship’s crew involved in cargo operations.
The cargo and ballast transfer plan and crud e oil washing plan should be developed to include the requirements of the VOC Management Plan.
The target operating pressure for the cargo tanks should be clearly indicated in the cargo control room.
This question will only be allocated to oil tankers where the vessel operator had declared that the vessel was provided with a VOC Management Plan through the pre-inspection questionnaire.
['Sight, and where necessary review, the VOC Management Plan.', 'Review the records of cargo operations and tank pressures at different stages of the voyage required to be maintained by the VOC Management Plan.', 'Review the records required to be maintained by the VOC Management Plan and verify that they were being maintained for all stages of the voyage and cargo handling operations.', 'Review the cargo plan and verify that it considered any requirements of the VOC management plan applicable to the operation.', 'Review the VOC Management Plan training records.', 'Interview the person identified as responsible for implementing the Plan to verify their familiarity with the contents and any specific record keeping requirements.', 'Interview the accompanying officer to verify their awareness of: o The VOC Management Plan. o Any actions required to be completed during the ongoing cargo operation to comply with the Plan.
Expected Evidence', 'The VOC Management Plan.', 'VOC Management Plan training records.', 'Records required to be maintained to demonstrate compliance with the Plan.', 'The cargo plan for the ongoing cargo op eration.', 'The deck logbook.
Potential Grounds for a']
Industry Guidance IMO: Resolution MEPC.282(70) 2016 Guidelines for the development of a Ship Energy Efficiency Management Plan (SEEMP) 3.6 Part I of the SEEMP should be developed as a ship-specific plan by the company and should reflect efforts to improve a ship's energy efficiency through four steps: planning, implementation, monitoring, and self -evaluation and improvement.
These components play a critical role in the continuous cycle to improve ship energy efficiency management.
With each iteration of the cycle, some elements of part I will necessarily change while others may remain as before. 4.1.2 Recognizing that there are a variety of options to improve efficiency – speed optimization, weather routing and hull maintenance, for example – and that the best package of measures for a ship to improve efficiency differs to a great extent depending upon ship type, cargoes, routes and other factors, the specific measures for the ship to improve energy efficiency should be identified in the first place.
These measures should be listed as a package of measures to be implemented, thus providing the overview of the actions to be taken for that ship. 6.2 With respect to part II of the SEEMP, these Guidelines provide guidance for developing a ship-specific method to collect, aggregate, and report ship data with regard to annual fuel oil consumption, distance travelled, hours underway and other data required by regulation 22A of MARPOL Annex VI to be reported to the Administration. 7.1 Fuel oil consumption should include all the fuel oil consumed on board including but not limited to the fuel oil consumed by the main engines, auxiliary engines, gas turbines, boilers and inert gas generator, for each type of fuel oil consumed, regardless of whether a ship is underway or not.
TMSA KPI 10.1.1 requires that an environmental protection policy and management plan is in place.
The policy, which is signed by senior management, includes a commitment to minimising the environmental impact of operations.
The policy is conspicuously posted onboard vessels and in company offices ashore.
All company personnel including third party contractors are aware and familiar with the policy.
The environmental management plan may include: IMO: ISM Code 7.
The Company should establish procedures, plans and instructions, including checklists as appropriate, for key shipboard operations concerning the safety of the personnel, ship and protection of the environment.
The various tasks involved s hould be defined and assigned to qualified personnel.
IMO: MARPOL Annex VI Chapter 4 Regulation 6 Issue of endorsement of Certificates and Statement of Compliance related to fuel oil consumption reporting Statement of Compliance – Fuel Oil Consumption Reporting 6.
Upon receipt of reported data pursuant to regulation 22A.3 of this Annex, the Administration or any organisation duly authorized by it* shall determine whether the data has been reported in accordance with regulation 22A of the Annex and, if so, issue a Statement of Compliance related to fuel oil consumption to the ship no later than five months from the beginning of the calendar year.
In every case the Administration assumes full responsibility for this Statement of Compliance Regulation 22 Ship Energy Efficiency Management Plan (SEEMP) 1.
Each ship shall keep on board a ship- specific Ship Energy Efficiency Management Plan (SEEMP).
This may form part of the Ship’s Safety Management System (SMS).
On or before 31 December 2018, in the case of a ship of 5,000 gross tonnage and above, the SEEMP shall include a description of the methodology that will be used to collect the data required by regulation 22A.1 of this Annex and the processes that will be used to report the data to the ship’s Administration.
The SEEMP shall be developed taking into account guidelines adopted by the Organization.
Refer to 2016 Guidelines for the development of a Ship Energy Efficiency Management Plan (SEEMP) (resolution MEPC.282(70) Regulation 22A 1 From calendar year 2019, each ship of 5,000 gross tonnage and above shall collect data specified in Appendix IX to this Annex, for that and each subsequent calendar year or portion thereof, as appropriate according to the methodology included in the SEEMP. 2 except as provided for in paragraph 4, 5 and 6 of this regulation, at the end of each calendar year, the ship shall aggregate the data collected in that calendar year or portion thereof, as appropriate. 3 except as provided for in paragraphs 4,5 and 6 of this regulation, within three months after the end of each calendar year, the ship shall report to its Administration or any organization duly authorised by it, the aggregated value for each datum specified in appendix IX to this Annex, via electronic communication and using a standardized format to be developed by the Organization.
Page 50 of 711 – SIRE 2.0 Question Library : Part 1 Version 1.0 (January 2022)
The vessel operator should have developed a ship-specific Ship Energy Efficiency Management Plan (SEEMP).
This may form part of the Ship’s Safety Management System (SMS).
Part I of the SEEMP should contain ship-specific measures to improve the ship's energy efficiency, and details for their implementation, such as: • Improved voyage planning. • Weather routeing. • Just in time arrival. • Speed optimization. • Optimum trim. • Optimum use of rudder and heading control systems (autopilots). • Hull maintenance.
Part II should set out the method of collecting, aggregating and reporting the ship’s annual fuel consumptions to the flag administration, including the: • List of the ship’s engines and other fuel consumers and the fuel types used. • Method to measure fuel consumption. • Method to measure distance travelled. • Method to measure hours underway. • Processes to be used to report the data to the flag administration.
The vessel should have been issued with a Statement of Compliance – Fuel Oil Consumption Reporting, which will confirm that the requirements of the SEEMP Part II had been met during the previous year.
The vessel's EEDI number will be extracted from HVPQ 1.1.12 and inserted in the inspection editor and the final report.
['Sight and review the Ship Energy Efficiency Management Plan (SEEMP).', 'Sight and review the documentary evidence that the package of measures listed in the SEEMP Part I to improve the ship’s energy efficiency had been implemented and/or monitored.', 'Sight and review, where applicable, records of the collection, aggregation, and reporting of ship data with regard to annual fuel oil consumptions.', 'Interview the Master and/or the Chief Engineer to verify their familiarity with the contents and requirements of the Ship Energy Efficiency Management Plan (SEEMP).
Expected Evidence', 'Ship Energy Efficiency Management Plan (SEEMP).', 'Documentary evidence that the package of measures listed in the SEEMP Part I to improve the ship’s energy efficiency had been implemented and/or monitored, which may be contained in bridge and engine logbooks etc.', 'On ships of 5,000 gross tonnage or above, records of the collection, aggregation, and reporting of shi p data with regard to annual fuel oil consumption, distance travelled, hours underway and other data required by regulation 22A of MARPOL Annex VI to the flag Administration.', 'Statement of Compliance – Fuel Oil Consumption Reporting, for ships of 5,000 gross tonnage or above.
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Industry Guidance TMSA KPI 1A.1.4 requires that procedures and instructions are easily accessible to personnel and available at appropriate locations.
Sufficient electronic or hard copies of procedures and instructions are easily accessible to all personnel, including contractors, at appropriate locations which may include: • Onboard vessels.
IMO: ISM Code 6.6 The Company should establish procedures by which the ship’s personnel receive relevant information on the SMS in a working language or languages understood by them. 11 Documentation 11.1 The Company should establish and maintain procedures to control all documents and data which are relevant to the SMS. 11.2 The Company should ensure that: 1. valid documents are available at all relevant locations; 2. changes to documents are reviewed and approved by authorized personnel; and 3. obsolete documents are promptly removed. 11.3 The documents used to describe and implement the SMS may be referred to as the Safety Management Manual.
Documentation should be kept in a form that the Company considers most effective.
Each ship should carry on board all documentation relevant to that ship.
The content of the SMS manuals: • May be provided in electronic format or in hard copy. • Must be available to all personnel on board, in whatever form. • Should be in a ‘user friendly’ format and easily accessible. • Should be relevant to the ship.
If the manuals are only available in electronic format, all personnel must have ready access to a work -station and adequate training in accessing the SMS in that manner.
In any case, the operator’s navigation procedures and instructions must be available on the bridge.
If provided there in electronic format only, a back -up independent means of power supply to the work -station must be provided.
Procedures should be in place: • For the control of all documentation, including the SMS manuals.
All copies on board must be up to date, and obsolete documentation should be removed from all locations. • To ensure that changes to the SMS are promptly brought to the attention of the appropriate on- board personnel and understood.
The vessel operator should have declared in w hich language(s) the SMS had been prepared through the Pre- Inspection Questionnaire.
This information will be inserted in the inspection editor and the final report.
['Sight, and where necessary review, the SMS manuals, whether in electronic format or in hard copy.', 'Sight, and where necessary review, evidence that changes to the SMS are promptly brought to the attention of the appropriate on', 'board personnel and understood (which may be documentary or electronic).', 'Verify there is easy access to the navigation procedures and instructions on the bridge, whether in electronic format or in hard copy.', 'During the inspection, note versions of procedures and checklists etc. in use for consistency.', 'Interview a rating at random to verify that they have easy access to the relevant content of the SMS manuals in a working language they understand and are familiar with the means of accessing the SMS manuals.
Expected Evidence', 'SMS manuals.', 'Evidence that changes to the SMS are promptly brought to the attention of the appropriate on', 'board personnel and understood (which may be documentary or electronic).
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Industry Guidance ICS: Bridge Procedures Guide – Fifth Edition 1.3 Company policy and procedures The ISM Code requires every company to have an SMS which covers instructions and procedures to ensure safe operation of s hips and protection of the environment.
This should include practical guidance on navigational safety including: • Company contacts, including the Designated Person Ashore (DPA); The SMS should identify clear levels of authority and lines of communication between the Master, ship's officers, crew and the Company.
IACS Recommendation No.41 (Rev.5 Oct 2019) Guidance for Auditors to the ISM Code 4.
Designated Person(s) It is commonly believed that the DP must be made responsible for the entire administration of the management system documentation, for the planning and conduct of internal audits, and must act as the sole conduit for all contacts between the ships’ staff and the organization ashore.
This is not the case.
It is better to think of the DP as the person responsible for ensuring that such processes are in place and operating as required, a role that is more likely to be effective when separated from the practical implementation.
TMSA KPI 1A.2.2 requires that managers’ roles, responsibilities and accountabilities for achieving objectives are defined within the SMS.
Ways of demonstrating that roles and responsibilities are defined may include • Organisational charts, including reporting lines. • Job descriptions, including responsibilities and accountability.
IMO: ISM Code manage, perform and verify work relating to and affecting safety and pollution prevention. 4 Designated Person(s) To ensure the safe operation of each ship and to provide a link between the Company and those on board, every Company, as appropriate, should designate a person or persons ashore having direct access to the highest level of management.
The responsibility and authority of the DP or persons should include monitoring the safety and pollution prevention aspects of the operation of each ship and ensuring that adequate resources and shore-based support are applied, as required. 5 Master’s responsibility and authority 5.2 The company should ensure that the safety management system operating onboard the ship contains a clear statement emphasizing the master’s authority.
The company should establish in the safety management system that the master has overriding authority and the responsibility to make decisions with respect to safety and pollution prevention and to request the company’s assistance as may be necessary.
The SMS manuals should identify clear levels of authority and lines of communication between the Master, ship's officers, ratings and the company.
Schematics or flowcharts to document lines of authority and inter -relations between roles are acceptable.
All officers and ratings should be aware of the identity, contact details and role of the DPA.
Senior officers should also be familiar with the key members of the operator’s organisation ashore to facilitate effective communication in matters relating to safety and environmental protection.
Examples are the person( s) responsible for navigational standards and the vessel’s technical superintendent.
["Sight, and where necessary review, the documented levels of authority and lines of communication between the Master, ship's officers, ratings and the company documented in the SMS manuals.", 'Interview a senior officer to verify that they are familiar with the lines of communication with the key members of the operator’s organisation ashore, including the DPA.', 'Interview a junior officer or rating to verify that they are aware of the identity, contact details and role of the DPA.
Expected Evidence', "The SMS manual showing documented levels of authority and lines of communication between the Master, ship's officers, ratings and the company.", 'The means of informing all officers and ratings of the identity and contact details of the DPA.
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The vessel operator should have updated the HVPQ in preparation for the inspection to ensure that all static and dynamic information is complete and accurate.
The HVPQ will not be released to the inspector through the inspection editor unless the vessel operator had declared through the inspection booking process that the information contained within the HVPQ was updated, complete and accurate.
The CVIQ used during the inspection will be compiled in part from the data contained within the HVPQ, therefore it is critical that the information provided is accurate.
The inspection editor software will receive the information necessary to complete the inspection when the inspector synchronises the tablet software with the OCIMF database prior to the inspection.
To ensure that the information provided through the HVPQ is correct as far as can be determined, and the inspector has familiarised themselves with the vessel, the inspector is required to review the HVPQ and other supporting documentation prior to boarding the vessel.
To assist in the review, all certificates and documents available within the OCIMF certificate repository will be uploaded to the inspection editor software.
['Prior to boarding the vessel:', 'Review the HVPQ downloaded to the inspection editor, and with reference to documents and certificates made available through the inspection editor: o Verify, as far as possible, the accuracy of: \uf0a7 1 General information. \uf0a7 2 Certificates. \uf0a7 3 Crew. \uf0a7 4 Navigation. \uf0a7 7 Structural condition. o Conduct a general review of the HVPQ and make a note of: \uf0a7 Any information which appears inconsistent with the type and specialisation of the vessel. \uf0a7 Any information which will assist in better understanding the background of the questions assigned to the bespoke VIQ for the inspection.
While onboard the vessel:', 'Clarify any inconsistencies identified within the HVPQ with the Master or an appropriate officer.', 'Inform the Master of any verified errors or omissions within t he HVPQ.', 'Document any verified errors or omissions within the HVPQ in accordance with the guidance provided.
Expected Evidence The following certificates and documents will be provided, as applicable to the vessel, through the inspection software:', 'HVPQ.', 'SIRE Crew matrix.', 'Class Status Summary Report (CSSR) (Owners version).', 'Ballast Water Management Certificate.', 'Certificate of Fitness for the Carriage of Chemicals or Gas.', 'Certificate of Registry.', 'Civil Liability Convention (1992) Certificate.', 'Condition Assessment Programme (CAP) Certificate.', 'Continuous Synopsis Record.', 'Document of Compliance (DOC).', 'International Ship Security Certificate.', 'IOPP Certificate, supplemented by Form A or B.', 'Load Line Certificate.', 'Maritime Labour Convention (2006).', 'Minimum Safe Manning Document.', 'Noxious Liquid Substances (NLS) Certificate.', 'P & I Club entry document.', 'Safety Construction Certificate.', 'Safety Equipment Certificate, supplemented by Form E.', 'Safety Management Certificate.', 'Safety Radio Certificate, supplemented by Form R.', 'Statement of Compliance supplement.', 'U.S.
Coastguard Certificate of Financial Responsibility.', 'U.S.
Coastguard Certificate of Compliance.', 'U.S.
Coastguard Letter of Compliance.', 'U.S.
Coastguard Vessel Spill Response Plan approval lett er.
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Industry Guidance OCIMF: PSC Inspection Repository.
The PSC inspection Repository is an addition to the SIRE database to provide a convenient way for ship operators to disseminate details of PSC inspections on board their vessels.
Ship operators are invited to, on a voluntary basis, upload details of PSC inspections that have occurred on board their vessels.
Ship operators upload these documents at their own risk in the full knowledge that any OCIMF member, SIRE Programme Recipient, member of registered port state entities who participate in the SIRE system can view, download, save or print any or all of these documents.
IMO: Port State Control (IMO Website) Port State Control (PSC) is the inspection of foreign ships in national ports to verify that the condition of the ship and its equipment comply with the requirements of international r egulations and that the ship is manned and operated in compliance with these rules.
These inspections were originally intended to be a back up to flag State implementation, but experience has shown that they can be extremely effective.
The Organization adopted resolution A.682(17) on Regional co-operation in the control of ships and discharges promoting the conclusion of regional agreements.
A ship going to a port in one country will normally visit other countries in the region and it can, therefore, be more efficient if inspections can be closely coordinated in order to focus on substandard ships and to avoid multiple inspections.
This ensures that as many ships as possible are inspected but at the same time prevents ships being delayed by unnecessary inspections.
The primary responsibility for ships' standards rests with the flag State - but port State control provides a "safety net" to catch substandard ships.
Nine regional agreements on port State control - Memoranda of Understanding or MoUs - have been signed: Europe and the north Atlantic (Paris MoU); Asia and the Pacific (Tokyo MoU); Latin America (Acuerdo de Viña del Mar); Caribbean (Caribbean MoU); West and Central Africa (Abuja MoU); the Black Sea region (Black Sea MoU); the Mediterranean (Mediterranean MoU); the Indian Ocean (Indian Ocean MoU); and the Riyadh MoU.
The United States Coast Guard maintain the tenth PSC regime.
TMSA KPI 4.1.2 requires that a defect reporting system is in place for each vessel within the fleet.
The defect reporting system covers all onboard equipment and includes Conditions of Class.
Companies strive to correct any Conditions of Class without delay.
The defect reporting s ystem includes: • Guidance as to the nature of defects that are recorded and reported. • Recording of any equipment failures or breakdowns including those identified by third parties, e.g. SIRE, PSC, CDI and barge inspection schemes. • Reporting defects to the shore management as appropriate. • Tracking of defects from failure to repair.
IMO: ISM Code. 10.1 The company should establish procedures to ensure that the ship is maintained in conformity with the provisions of the relevant rules and regulations and with any additional requirements which may be established by the company.
The vessel operator should have provided the details of the last three Port State Control Inspections through the Pre- Inspection Questionnaire (PIQ) as follows: • Date of inspection. • Port of inspection. • PSC MOU Authority. • Number of deficiencies recorded. • Was the vessel detained. • Was the inspection data entered in the OCIMF PSC Database.
The information provided through the PIQ will be included in the inspection editor and reproduced in the final report.
The inspector will be able to sign into their OCIMF inspection account and review any information provided by the vessel operator in the OCIMF PSC Database.
An inspector can only access OCIMF PSC Database to view the PSC information for the vessel being inspected while an active inspection is assigned to them.
Where the vessel operator had not uploaded the details of PSC inspections carried out onboard the vessel being inspected, or the vessel had changed management or name since the last SIRE 2.0 inspection, data collection and verification will be based on the information provided through the PIQ.
The vessel operator should have developed a procedure for managing PSC inspections which included: • The conduct and supervision of a PSC inspection. • The process to correct and close out deficiencies recorded during a PSC inspection.
['Sight, and where necessary review, the company procedure for managing PSC inspections.
Where the vessel operator had uploaded the details of Port State Control Inspections to the OCIMF PSC Inspection Repository:', 'Prior to boarding: o Review the details of the PSC inspection report and verify that the data transferred to the inspection editor was correct. o Review the documented evidence for the correction and close out of any deficiencies recorded during the last PSC inspection. o Consider checking vessel’s IMO number against the regional PSC MOU databases to confirm that the PSC report uploaded to the inspection editor was the most recent.', 'When onboard: o Verify that the PSC inspection report uploaded to the OCIMF PSC Inspection Repository was the same as the most recent report available onboard.
Where the vessel had changed management or name since the previous SIRE 2.0 inspection:', 'Prior to boarding: o Check the vessel’s IMO number against the regional PSC MOU databases and identify the most recent PSC inspection recorded against the vessel.', 'When onbo ard: o Review the most recent PSC inspection report available onboard, but if none had taken place since the change of management or name, record the data for the last recorded PSC Inspection against the IMO number.
Add a comment in the Process response tool to record that the inspection was conducted under a different name or different operator.
Where the vessel operator was not utilising the OCIMF PSC Inspection Repository:', 'Prior to boarding: o Consider checking vessel’s IMO number against the regional PSC MOU databases to identify the most recent PSC inspection.', 'While onboard: o Review the PSC inspection reports available onboard. o Review the documented evidence for the correction and close out of any deficiencies recorded during the last PSC inspection.
Expected Evidence', 'The company procedure for managing PSC inspections.', 'All PSC inspection reports for the previous three years, or if no PSC inspections had been carried out in that period, the report for the last inspection condu cted.', 'Documented evidence that any deficiencies raised during the last PSC inspection had been corrected and closed out with approval from shore management through either the non', 'conformity reporting system or defect reporting system.
Potential Grounds for a N egative Observation', 'There was no company procedure for managing PSC inspections.', 'Where the vessel operator was utilising the OCIMF PSC Inspection Repository, the most recent PSC Inspection Report had not been uploaded (an allowance of five days since t he completion of the inspection prior to the synchronisation of the inspection editor should be allowed)', 'The PSC inspection reports available onboard did not include the most recent PSC inspection available on one of the PSC MOU databases.', 'Where there were documented deficiencies during the last PSC inspection, there was no documented evidence that the deficiencies had been corrected and closed out with shore management approval.', 'The PSC data provided for the last inspection through the PIQ was incorrect in any respect.
Record a comment in the Process response tool to record the circumstances where the last inspection was conducted under a different name or different operator. 3.1.
Crew Qualification']