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A Master's Guide to the UK Flag

5 September 2006

Introduction
This guide for managers, masters and senior officers of United Kingdom registered vessels. The purpose of the guide is to provide easy to use information regarding United Kingdom Merchant Shipping regulations and administrative procedures. UK regulations and procedures may differ from those you may be familiar with in other flag vessels and this guide will help you to comply with UK requirements. Detailed requirements for operating UK ships can be found in UK Regulations, Merchant Shipping Notices, Guidance to Surveyors and various publication including the Code of Safe Working Practices, MCA SOLAS V publication and Health and Safety leaflets; this detailed information is available on the MCA’s web site at: www.mcga.gov.uk Managers, masters, and seafarers serving in United Kingdom ships are welcome to contact the Maritime and Coastguard Agency by phone, fax or e mail for further advice and guidance. You may contact your company’s nominated MCA Customer Service Manager or contact the MCA Infoline 24 hours a day on: Tel: + 44 (0) 870 6006 505 Fax: + 44 (0) 178 2369 005 [email protected] Mailing address: Maritime and Coastguard Agency Spring Place 105 Commercial Road Southampton United Kingdom SO15 1EG

The MCA would welcome any feedback and suggestions for improvements to this document. Please forward suggestions to [email protected] or fax +44 (0) 191 496 9901.

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Contents
1 MANNING AND STCW REQUIREMENTS .............................................................................. 4 1.1 Manning on board.................................................................................................. 4 1.2 United Kingdom Certificates of Equivalent Competency....................................... 4 1.3 Watch Keeping Ratings ......................................................................................... 5 1.4 Medical Certificates ............................................................................................... 5 1.5 UK Discharge Books.............................................................................................. 5 2 HOURS OF WORK AND REST ............................................................................................. 5 2.1 Rest........................................................................................................................ 5 2.2 UMS ....................................................................................................................... 6 2.3 Hours of Rest Schedule......................................................................................... 6 2.4 Records.................................................................................................................. 6 2.6 Exceptions ............................................................................................................. 7 3 CREW AGREEMENTS AND LISTS OF CREW .......................................................................... 7 3.1 Forms..................................................................................................................... 7
ALC(NFD)1(d) ............................................................................................................................. 9 Lists of Crew - Forms ALC 1(a), (b) & (c). .............................................................................. 10 ALC 1(a) .................................................................................................................................... 10 ALC 1(b) .................................................................................................................................... 12 ALC 1(c) .................................................................................................................................... 12

3.2 Posting up a crew agreement .............................................................................. 12 3.3 Terminating a crew agreement............................................................................ 12 4 OFFICIAL LOG BOOKS .................................................................................................... 13 Page 1 - Front cover ........................................................................................................ 13 Pages 2 to 7 - Record of seamen employed in the ship .............................................. 14 Pages 8 and 9 - Births and deaths............................................................................... 14 Pages 10 to 14 - Record of musters, boat drills etc ..................................................... 15 Pages 15 to 18 - Record of test drills and inspections of steering gear .......................... 16 Pages 19 to 23 - Record of inspections of crew accommodation. .................................. 16 Pages 24 to 28 - Record of inspections of food and water .......................................... 17 Page 29 - Load line, depth of loading etc. ................................................................. 18 Pages 30 to 39 - Dates of departure from and arrival at each dock ............................ 18 Posting the FRE 13/ MSF 2004 Form ............................................................................. 18 Pages 40 to 76 - Narrative section............................................................................... 19 5. GMDSS LOG BOOK ....................................................................................................... 20 Radio tests required:........................................................................................................ 21 6 HEALTH AND SAFETY...................................................................................................... 22 6.1 Safety Officials and Committees ......................................................................... 22 6.3 Risk Assessments ............................................................................................... 24 7 ACCIDENT REPORTING ................................................................................................... 24 8 MEDICAL STORES REQUIREMENTS .................................................................................. 25 8.1 Medical equipment............................................................................................... 25 8.2 Person in charge of medical care on board ship ................................................. 25 9 SURVEYS AND AUDITS .................................................................................................... 25 9.1 Surveys ................................................................................................................ 25 9.2 Authorised Survey Organisations ........................................................................ 26 9.4 Audits ................................................................................................................... 26
ISM Shipboard Audits ................................................................................................................ 26 Interim audits ............................................................................................................................. 26 Intermediate audits .................................................................................................................... 27 Renewal audits .......................................................................................................................... 27 ISPS Verification Audits ............................................................................................................. 27

9.5 ILO 178 inspections ............................................................................................. 27 10 STOWAWAYS AND REFUGEES ..................................................................................... 28 11 CONTINUOUS SYNOPSIS RECORD ............................................................................... 28 11.1 Making amendments to the CSR......................................................................... 28 11.2 Receiving an amended CSR ............................................................................... 29 12 UK PUBLICATIONS REQUIRED TO BE ONBOARD ............................................................ 29 13 CADET TRAINING - OVERSEEING OF NVQ PORTFOLIOS ................................................ 30 ANNEX 1 EXAMPLE OF COMPLETED RISK ASSESSMENT FORM.................................................. 32

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1
1.1

Manning and STCW Requirements
Manning on board

(See MSN 1767) 1.1.1 All merchant ships on the United Kingdom register over 500 GT must have a Safe Manning Document issued by the MCA. Safe Manning Documents are only issued after consultation with the Owner or Manager. Class and other organisations are not permitted to issue Safe Manning Documents for United Kingdom ships. 1.1.2 The Safe Manning Document will state the numbers and categories of officers and crew members that are required to be on board. The crew numbers on board must never be allowed to go below the minimum stated in the Certificate. 1.1.3 If due to exceptional circumstances a seafarer has to be removed from the vessel and a replacement cannot join the ship in time it may be possible for the vessel to continue to operate, for a limited period, with one seafarer less than specified on the Safe Manning Document. If a Master plans to sail a vessel in non compliance with the Safe Manning Document he must request the MCA to issue an Exemption Certificate; however the Master must ensure that the remaining crew continue to comply with the Hours of Work Regulations. 1.2 United Kingdom Certificates of Equivalent Competency

(See MGN 221) 1.2.1 All officers who do not possess a UK Certificate of Competency must hold a United Kingdom Certificate of Equivalent Competency issued by the Maritime and Coastguard Agency. 1.2.2 The Master must ensure that all the officers who require a United Kingdom Certificate of Equivalent Competency hold one and that they also hold the original of their national certificate of competency. If an officer does not hold a United Kingdom Certificate of Equivalent Competency when he joins then you should check that an application for a Certificate of Equivalent Competency has been applied for. Applications are usually made by the owner/manager and if an application has been made a stamped Confirmation of Receipt of Application from the Maritime and Coastguard Agency will be available. These are sent to the manager or owner as soon as the application is received by the Maritime and Coastguard Agency. A copy of the Confirmation of Receipt of Application should be retained on board until such time as the officer’s Certificate of Equivalent Competency arrives on board. The officer can sail for a maximum period of 3 months without a full Certificate of Equivalent Competency.

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1.2.3 These procedures are important and must be followed to show any Port State Control Inspector that the Company has followed the correct procedures for the application for a United Kingdom Certificate of Equivalent Competency. This should eliminate the possibility of the ship being detained. 1.3 Watch Keeping Ratings

(See MGN 97) 1.3.1 The Safe Manning Document will state the grades of Deck Ratings required refer to MGN 97 for information as to the training required for the different grades. 1.3.2 All Deck and Engine Room Ratings assigned to watch keeping duties must be in possession of Watch Rating Certificates appropriate to their duties. Watch Rating certificates issued by countries other than the United Kingdom are quite acceptable in United Kingdom ships provided they are issued by countries which are parties to the STCW Convention. 1.4 Medical Certificates

(See MSN 1798) MSN 1798 has a list of countries whose medical certificates are accepted as equivalent to a UK medical certificate and is updated annually. 1.5 UK Discharge Books

(See MGN 134) All officers and crew on a UK ships can apply for a UK Discharge Book. Vessels have had problems with Port State Control where officers and crew did not hold UK Discharge Books.

2

Hours of Work and Rest

(See MSN 1767) The applicable United Kingdom regulations are the Merchant Shipping (Hours of Work) Regulations 2002 (SI 2002 No. 2125) 2.1 Rest

2.1.1 Every seafarer must be provided with not less than 10 hours rest in total in any 24 hour period, provided that: • The 10 hour period may be divided into not more than two periods one of which shall be not less than 6 hours; and

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• •

The interval between consecutive periods of rest shall not exceed 14 hours; and The minimum hours of rest shall not be less than 77 hours in any 7 day period.

2.1.2 Situations when a seafarer is on call but is free to sleep may be counted as rest, but if at any time the normal period of rest is disturbed by call-outs to work the Master, or a person authorised by him, has to ensure that the seafarer is provided with an adequate compensatory period of rest. 2.2 UMS

The time when the designated duty engineer officer in a ship with a UMS class notation is free to sleep may also be counted as “rest”. However, any time that the officer is called to answer an alarm condition has to be considered as work and as a break in that rest and when that happens the amount of rest due to him has to be recalculated. 2.3 Hours of Rest Schedule

2.3.1 Your ship should have an “Hours of Rest Schedule”. This is a document, or a computer display, that has been drawn up by the owner or manager (whoever is responsible for operating the ship) in conjunction with the Master. It has to show the maximum watch periods and minimum rest periods to be observed by all crew members. 2.3.1 The “operator” cannot change this document without consulting with yourself as Master. The operator has a duty to ensure that sufficient personnel are provided so that the rest periods can be complied with. The “hours of rest schedule” or an accurate print out of it if it is kept as a computer file, must be posted up in a prominent place on board accessible to all the crew. Port State Control Officers, and United Kingdom Surveyors, will expect to see this when they come on board and will record a deficiency if it is not available and posted up. 2.4 Records

2.4.1 Accurate records of hours of rest should be maintained one copy should be held by the Master and a copy given to the seafarer. 2.4.2 Any deviations from the hours of rest in the schedule must be recorded with an explanation of why the deviation occurred. These records must be available for inspection on board at any time. You can decide where the deviations are recorded and you can use any method that is effective provided that the records are available.

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2.5

'Properly rested'

The regulations place a duty on the Master to ensure that all crew involved in watch keeping are properly rested and that arrangements are adequate to maintain a safe watch at all times. You are required to ensure that your ship does not sail from any port unless the officers in charge of the watch immediately after sailing have received sufficient rest to allow them to maintain a safe watch. 2.6 2.6.1 Exceptions There will obviously be times such as: - Emergencies and situations likely to become emergencies unless action is taken, - Musters and drills, - Essential work on board which cannot be delayed for safety or environmental protection reasons; and - Factors beyond the control of the Master or the operator other than commercial needs. 2.6.2 When these things occur it is often necessary for crew members who are involved to miss out on their minimum rest as stated in the schedule. You have the authority as Master to permit this but you must record the fact and the reason for them, for missing out on the minimum rest for those men affected. 2.6.3 In deciding what factors might come within “factors outside the control of the Master or the operator other than commercial needs” you will need to take into account the circumstances. The definition was written to take account of situations such as when a Port Authority demands that the ship vacate the berth when you had planned to stay longer, or when a shift of berth is demanded unexpectedly. On the other hand a request by the charterer to sail earlier so that he may minimise port dues is not a valid factor under this definition and counts as a commercial need.

3

Crew agreements and lists of crew

(See MGN 148) 3.1 Forms

3.1.1 The Merchant Shipping Act 1995, requires that every United Kingdom ship shall have an agreement in writing between each person employed and the person employing him. For United Kingdom ships these are known as crew agreements and they are required to be in writing and in a form

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approved by the Maritime and Coastguard Agency. These official crew agreements are additional to and separate from any company contract or similar document. 3.1.2 Note that UK regulations do not allow a person to be signed on ships articles for more than 11 months at any one time. 3.1.3 There is a standard form of approved crew agreement supplied by the Maritime and Coastguard Agency for each ship in conjunction with the Official Log Book. The crew agreement and the official log book are closely related documents. 3.1.4 The crew agreement is a requirement of both the Merchant Shipping Act and an ILO Convention, it must be used and its correct use is of importance. Failure to keep an approved crew agreement constitutes an offence. 3.1.5 This guidance sets out the main requirements for opening, maintaining, and subsequently closing a crew agreement, for the guidance of Masters and others who may be involved in this task and who may be unfamiliar with these requirements. 3.1.6 Crew agreements are delivered to ships as a white standard folder, identified as Crew Agreement and List of Crew ALC1 containing all the necessary sections for completion. It must be noted that this form of crew agreement must be used whether or not there is in place any other contract or agreement with the ship’s crew. 3.1.7 Note that although the MCA provides crew agreement documentation there is no objections to companies downloading copies from MGN 148, or making their own documentation so long as all the required information is recorded. 3.1.8 The front page of the main folder has sections to be completed with details of the ship and her owners. All the necessary information can be found in the ship’s Certificate of Registry, and the details should be entered exactly as found in that document. Also recorded are the date and place of commencement and termination of the agreement 3.1.9 Inside the front cover should be attached the approved contractual clauses. Only approved clauses may be used in a crew agreement. The appropriate approved clause is an ALC(NFD)1(d) 3.1.10 Owners may submit agreements other than the pre printed one, or modifications to the pre-printed one to the Maritime and Coastguard Agency for approval. 3.1.11 If such modified agreements are approved the owner should arrange to incorporate the approved version with the set of crew agreement documents when they are sent out to the vessel.

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ALC(NFD)1(d) 3.1.12 The master, on opening a crew agreement for the first time, should insert at the top of the ALC(NFD)1(d) in the first section, the name of the employer and his address. Each seaman who then signs on the list of crew becomes a party to this agreement between himself and the employer. An example is: THIS AGREEMENT is made between (here insert name and address of the employer) Honest Shipping Company Ltd, 123 London Road, Southampton, United Kingdom SO 14 3HL (herein called ‘the employer’) and each of the seamen whose name is included in the list of crew incorporated in this Agreement 3.1.13 At sub-section (ii) within the contractual clauses there is a space for geographical limits. (normally 75° N/S) and the agreement is not to last more than 6 months from the date of the first person signing the agreement. The country of the final port of destination should be inserted (insert United Kingdom). An example is: (ii) this Agreement shall be for a voyage or voyages within (geographical limits to be stated, e.g. near coastal, unlimited or by reference to latitude and longitude) 75 degrees North and South and is not to extend beyond the expiration of six months from the date of the first signature to this Agreement or the time at which the ship first arrives at the port of final destination (country to be stated, e.g. United Kingdom) United Kingdom after that period or the discharge of cargo consequent on that return; 3.1.14 At sub-section (iii) there is a line at which the notice period for termination of employment on arrival at a port should be entered. A figure should be entered here. It should be the same notice period as any other notice period contained in any other contract of employment that applies. If there is no notice period specified in any other contract of employment then a reasonable figure should be entered, not normally more than 14 days. The country of the port should be entered (insert UK)

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An example is: (iii) after either (a) one voyage has been completed by a seaman under this Agreement or (b) seven days have elapsed since a seaman’s employment under this Agreement commenced; either the seaman or the employer may give to the other notice (in writing or orally before a witness) to terminate the seaman’s employment under this Agreement such notice to take effect at a Port in United Kingdom (state country) and to be given not less than 14 days* (exclusive of Saturdays Sundays and Public Holidays) either before the ship is due to arrive at that port or if the employment is to terminate at the port where the ship is when the notice is given before it is due to sail. 3.1.15 Section (vi) should be left blank unless the owner has had agreements approved by the Maritime and Coastguard Agency. 3.1.16 At the end of this page is a space for the signature of the Master, or the employer. In almost all cases this will be signed by the master as the person opening the agreement and dated as the day on which the agreement is opened. 3.1.17 Once an agreement is opened the appropriate entry should be made in the official log book. Lists of Crew - Forms ALC 1(a), (b) & (c). 3.1.18 Also supplied with the crew agreement are a supply of forms ALC1(a), ALC1(b) and ALC1(c) 3.1.19 Form ALC1(a) is used to record the details of every member of the crew when they join the ship. Details of the Master and any non crew members such as superintendents, or riding crews should not be entered on Form ALC1(a), this form is only for crew members other than the master. ALC 1(a) 3.1.20 The individual entries on this form are completed as follows; Reference Number This is simply a consecutive number starting with 1 and with a new number assigned to each person as they sign the agreement. It will
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be the same number as that which appears against the same crew member in list of crew in the official log book. Name of Seaman (Block Letters) Discharge Book No. (if any) or Date and Place of Birth. In this box should be entered the crew member’s discharge book number if he has one. If he holds a non UK or United Kingdom discharge book the number of that book can be entered but it should be accompanied by a note in brackets specifying the issuing country. Name of ship in which last employed. Address of Seaman Name and Relationship of next of kin and address if different from above Rate of wages This box should contain the agreed rate of wages expressed as rate/ month or rate/ week as appropriate. It must be entered as a currency or alternatively the box may be filled in as “as per scale”. When this entry is used a list of the rate of wages for all crew members must be attached to the ALC1 form. The agreement is not valid if the rate of wages is not specified in either form. If discharged the reason for discharge This box will only be filled in when the crew member leaves the ship. The entry will normally be “leave” but it may also be, for example, “dismissed” “hospitalised” or “deserted”. An entry of “mutual consent” can be used when the crew member gives notice and leaves in accordance with the terms of employment , or an entry of “agreement terminated” when a crew agreement is ended and the crew member signs on again on a new agreement or an other appropriate reason should other circumstances apply. Date of commencement of employment on board Date and Place of leaving the ship Signatures 3.1.21 The final column is for the signature of the crew member on joining the ship and signing the crew agreement (a). Parts (b) and (c) of the final column which are shaded should only be filled in when the seaman leaves the ship. On leaving the crew member signs (b) and the master signs (c).

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3.1.22 If the crew member is not available to sign off the agreement, through desertion or through being hospitalised, for example, or if he dies then the reason is entered in (b) and the master should sign (c). 3.1.23 On each occasion that a crew member signs off in this column a suitable entry must be made in the official log book as well. It is not necessary to make an entry in the official log book when a crew member signs-on, only his name added in the list of crew at the front. 3.1.24 The lower section of the ALC1(a) form is to be filled in with details of the certificates of competency held by each officer. In the 4th Column along details of any tanker endorsements or other appropriate qualifications required for the ship in which they are engaged. ALC 1(b) 3.1.25 This form is for the use of Masters and other persons on board other than members of the crew. Superintendents, riding squads, contract staff, etc. The entries are similar to those on the form ALC1(a) except that each reference number is preceded by an “E”. 3.1.26 In the case of the Master it will normally be the relieving Master who will sign section (b) in the final column in respect of the Master he is relieving. ALC 1(c) 3.1.27 This form is required to be completed whenever there are any persons aged under 18 employed in the ship. Entries on this form are in addition to those for the same persons on the ALC1(a) form and the reference number on the ALC1(c) will be the same as the reference number assigned on the ALC1(a) form. 3.2 Posting up a crew agreement

Once the crew agreement is opened there is a requirement to post up a copy of it in a conspicuous place; a sheet (ALC 6) is provided for this purpose with a second copy of Form ALC1(d) which should be completed and attached to the right hand side of the copy where it states “Attach here the contractual clauses.” 3.3 Terminating a crew agreement

3.3.1 At the end of the crew agreement it must be closed and all persons on it who have not already done so must sign off in section (b) of the final column while the master should ensure that all the other shaded boxes are completed. The entry for “Date and Place of leaving the ship” should be left blank if the crew member is to sign on another crew agreement immediately and is not therefore leaving the ship and, as noted above, the reason for discharge in this case will be “agreement terminated”.

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3.3.2 As soon as a crew agreement is closed and another one opened, the old one complete with all its parts and including: • • • • • Form ALC 1 - the cover. Form ALC(NFD)1(d) - the contractual clauses with any attached wage scales. Forms ALC1(a), (b), and (c) - the lists of crew. The completed Official Log Book, and Radio log books covering the period of the agreement.

Should be sent to your Customer Service Manager at the MCA.

4

Official Log Books

Cargo ships only 4.1 The Merchant Shipping (Official Log Book) Regulations 1981 make it a requirement for all United Kingdom ships (except fishing vessels, ships less than 25 tons, and pleasure vessels) to carry and keep an Official Log Book. 4.2 The Official Log Book (OLB) has guidance notes on the front cover that should be read along with these guidance notes. It is essential that all the relevant entries are fully completed. For example the absence of proper entries could prejudice the position of the Master in the event of an accident. It is an offence to fail to keep the Official Log Book or to make incorrect entries. Page 1 - Front cover 4.3 The first entries are simply the details of the ship, name, port of registry, official number, gross tonnage, and net tonnage. The details should be taken from the ship’s certificate of registry, noting that the official number is a unique British ship number; it is NOT the IMO number. 4.4 The second section is for the names of successive Masters of the ship. The Master opening the Official Log Book should enter his name and certificate details on the first line, successive Masters should add their details when they take over command. If a Master has been on the ship before and returns while the log book is still in use, he does not need to add his name a second time. 4.5 The third section is for the details and address of the registered owner, or the managing owner, manager etc. 4.6 The final section on page 1 is for the date and place at which the log book is opened, because the OLB is connected closely with the requirement to keep a crew agreement, the OLB will always be opened on the same day that a new crew agreement is opened. The closing date for the OLB will be the date on which the crew agreement is closed.

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4.7

All the entries in the boxes on page 1 must be made by the Master.

Note that the 'superintendent' referred to at the bottom of the page is an official at the Registry. Pages 2 to 7 - Record of seamen employed in the ship 4.8 This section records all the crew members. The first column “Reference number in list of crew” is for the consecutive number given to each entry in the crew list (ALC1(a)), which is part of the articles. When each crew member signs the articles, the number opposite to his entry in the articles is entered in this first column, his name is in the second column and the capacity in which employed is in the third. These three parts should be filled in at the same time that the crew member signs the crew agreement. 4.9 If a crew member leaves the ship and then returns while the log book is still in use, he should be entered again with his new number from the list of crew. It may happen that the same crew member will have several entries in this section of the OLB. 4.10 Column 4 “If entry made in narrative section give relevant page.” forms an index. If any entry in respect of a crew member is made in the narrative section of the log book (pages 40 onwards) then the narrative section page number is entered at the same time in column 4. If there are a number of entries then the page number of each is added, separated by a comma. An example of the completed section will look like:
Reference Number in list of crew Name of Seaman (Use capital letters please) Capacity in which employed If entry made in narrative section give relevant page

2 3 4.11

SERGIY TANASHCHUK ANDRIY GRYPACHOV

Chief Officer Second Officer

42 42, 43, 46

All entries in this section should be made by the Master.

Pages 8 and 9 - Births and deaths 4.12 Instructions for completion are at the top of the section. It should be noted that in the section for births, the signature of the mother is required while in the section for deaths, the signature of the master AND the signature of a member of the crew are both required. The crew member may be any crew member. 4.13 It is essential that the mother’s signature is given in the case of a birth and essential that the entries in respect of deaths are signed by the master and by a crew member. A failure to sign and witness these entries can invalidate them and can cause serious legal problems.

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4.14 The form RBD.1 referred to is available from the Registry of Shipping and Seamen or any Marine Office. Pages 10 to 14 - Record of musters, boat drills etc 4.15 This section must be completed at the time of every drill. Attention is drawn to MGN 71 'Muster, drills, on-board training and instructions and Decision Support Systems'. This sets out the current requirements for the frequency of drills and content. A typical entry will look like:
Date of muster, drill, training, instruction or inspection. 02/01/05 Nature of muster drill, training, instruction or inspection. (including the condition in which the life-saving and fire appliances were found), and a record of the occasions on which the lifeboats were swung out and lowered General alarm sounded, all crew mustered on Boat Deck for paint locker fire, fire pumps, breathing apparatus and paint locker sprinkler tested. Crew mustered for Abandon Ship stations. Davit launch liferaft training carried out. All equipment satisfactory General alarm sounded Crew mustered for Abandon Ship stations. Freefall lifeboat launched and recovered All equipment satisfactory Weekly inspection of lifesaving appliances General alarm tested, freefall lifeboat and rescue boat engine run. All equipment satisfactory Date of entry Signatures of master and member of crew

02/01/05

P Hackl Master S Tanashchuk Chief Officer

09/01/05

09/01/05

P Hackl Master S Tanashchuk Chief Officer P Hackl Master S Tanashchuk Chief Officer

11/01/05

11/01/05

4.16 Every entry MUST be signed by the master and by one other crew member. If it is not signed by BOTH, the entry is invalid and will not be accepted as proof that the drills have been carried out. 4.17 If for any reason a muster or drill is not held then a statement as to the reason why should be entered in column 2. Valid reasons might include "vessel rolling and pitching heavily, unsafe to carry out drills". 4.18 If a drill is postponed or cancelled then it should take place at the next suitable opportunity. 4.19 An additional UK requirement is for Entry into Dangerous Spaces Drills. The master of: (a) any tanker or gas carrier of 500 tons and over, and (b) any other ship of 1000 tons and over

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must ensure that drills simulating the rescue of a crew member from a dangerous space are held at intervals not exceeding two months, and that a record of such drills is entered in the Official Log Book. Pages 15 to 18 - Record of test drills and inspections of steering gear 4.20 This section is self explanatory. The regulations require steering gear to be tested within 12 hours before sailing (or once per week for ships making one voyage or more per week from the same port) and emergency steering systems to be tested every 3 months. Typical entries might appear as:
Date, time and place of test drill, inspection or pre-sea check 02/03/05 1700 LT Riverside Quay South Shields Nature of Inspection, test drill or check of Steering Gear Date of Entry Signatures of master and officer

Steering gear tested Satisfactorily in all modes

02/03/05

P Hackl Master S Tanashchuk Chief Officer P Hackl Master S Tanashchuk Chief Officer

15/05/05 1100 LT 54° 50´ N 01° 00´ E

Emergency steering gear tested, control from steering gear compartment and communications all satisfactory

15/05/05

4.21 As with most sections of the OLB all entries MUST be signed by the master and an officer to be valid. Pages 19 to 23 - Record of inspections of crew accommodation. 4.22 This section is for records of mandatory inspections of crew accommodation. The regulations require that an inspection of the crew accommodation, to ensure that it is being kept clean and that all the requirements of the crew accommodation regulations are being followed, is carried out every 7 days. The inspection must be carried out by the master and he must be accompanied by one other member of the crew. All entries must be signed by the master and a member of the crew, who will normally be the same person who accompanies the master on the inspection. 4.23 It is acceptable in large ships for the inspections to cover areas of the accommodation on each occasion so long as the whole of the accommodation is inspected in sequence.

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Typical entries might appear as:
Time and date of inspection Names and ranks of persons making the inspections Particulars of any respects in which crew accommodation, or any part of it is found not to comply with the Regulations Accommodation inspected all areas satisfactory Date of entry Signatures of master and member of crew

01/04/06

P Hackl Master S Tanashchuk Chief Officer P Hackl Master A Grypachov Second Officer

01/04/06

P Hackl Master S Tanashchuk Chief Officer P Hackl Master A Grypachov Second Officer

08/04/06

Crew mess room lighting defective - repaired satisfactorily

08/04/06

Pages 24 to 28 - Record of inspections of food and water 4.24 Guidelines for food hygiene are contained in MGN 61.

4.25 Guidelines on fresh water systems are contained in MSN 1214 and MSN 1401. 4.26 There are no minimum requirements as to the minimum amount of food. The Regulations state:"4. It shall be the duty of the employer and master of every ship to ensure that there shall be provided on their ship provisions and water which (a) are suitable in respect of quantity, nutritive value, quality and variety having regard to the size of the crew and the character and nature of the voyage; (b) do not contain anything which is likely to cause sickness or injury to health or which renders any provision or water unpalatable; and (c) are otherwise fit for consumption." 4.27 The records of inspections in this section are similar to those in the previous section. The Convention and the United Kingdom Regulation requires that inspections are carried out at intervals not more than 7 days. 4.28 The inspections in this section must be made by the Master and any member of the crew. In practice it will usually be possible to inspect provisions, store rooms, galleys etc. with a member of the catering department during the course of the accommodation inspection. 4.29 Entries in this section must be signed by the Master and by the member of the crew making the inspection.

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Typical entries might appear as:
Date of inspection Names and ranks of persons making the inspections P Hackl Master W Academia Cook P Hackl Master W Academia Cook Result of inspection of supplies of food and fresh water Date of entry Signatures of persons making the inspection P Hackl Master W Academia Cook P Hackl Master W Academia Cook

01/01/06

Food and fresh water satisfactory

01/01/06

08/01/06

Food and fresh water satisfactory

08/01/06

Page 29 - Load line, depth of loading etc. 4.30 This section is self explanatory. The information must be completed and the necessary data can be found on the ship’s load line certificate. The section should be completed by the Master at the same time as the log book is opened. Pages 30 to 39 - Dates of departure from and arrival at each dock 4.31 This section records the date of sailing and the draughts and freeboards of the ship on departure for each voyage and the dates of arrival at the next port. It must be completed at departure. Posting the FRE 13/ MSF 2004 Form 4.32 Column (15) refers to the date and time of posting the notice FRE13/ MSF 2004 which is a copy of the data in this section and which must be posted up in a conspicuous place accessible to the crew at sailing. 4.33 If the actual mean freeboard is greater than the appropriate salt water freeboard Columns 8, 9,10,11, 12, 13 & 14 need not be filled in. 4.34 Copies of FRE13/ MSF 2004 are available in MSN 1752 page 75 or from Marine Offices. 4.35 Normally it will be convenient for the person completing Form FRE13/ MSF 2004 to enter the details in the OLB at the same time for the master’s signature as a final check. Normally the officer completing the data for the FRE13/ MSF 2004 will be the second signatory for this section.

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Pages 40 to 76 - Narrative section 4.36 This section is for explanatory entries. A complete list of the categories of entry to be made is contained in the Official Log Book Regulations. In general terms this section should contain entries relating to: • • • • • • • • • • • • • • • • • changes of master the annexing of other documents to the OLB. accidents casualties disciplinary matters discharge of crew members, i.e. when they sign off the articles ( note there is no need to make an entry when crew members sign on to the articles, this is covered above). details of crew left behind desertions complaints promotions and demotions criminal convictions during a voyage illness deaths appointments of safety officers, representatives and committees. meetings of safety committees. wages disputes closing of articles and OLB.

4.37 If it is not practicable due to its length, or for any other reason for an entry to be contained in the narrative section, it shall be contained in a separate document annexed to the OLB and referred to in an entry in the narrative section. 4.38 Some fictional examples, designed to illustrate the type of entries that might commonly be made, are below. Every entry MUST be signed by the Master and by a member of the crew.
Date and hour of occurrence Place of the occurrence, or situation by latitude and longitude at sea South Shields Date of entry Entries required to be made under Section 77 of the Merchant Shipping Act 1995

04/02/06

04/02/06

05/02/06

South Shields

05/02/06

On this day I have opened crew articles and signed on crew members Nos 1 – 15 in the List of Crew. P Hackl Master S Tanashchuk Chief Officer A Grypachov Second Officer appointed as Safety Officer. Safety Representative J Pamis elected P Hackl Master S Tanashchuk Chief Officer

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19

15/02/06

Malta

15/02/06

06/03/06

Rotterdam

06/02/06

15/04/06

At sea 55° 10´ N 01° 01´ E Kotka

15/04/06

21/04/06

21/04/06

28/04/06

Rotterdam

28/04/06

On this day signed off Nos 2, 4 & 10 in list of crew to proceed on leave P Hackl Master S Tanashchuk Chief Officer On this day P Hackl was replaced by G Johnson as Master. All documents handed over in good order P Hackl G Johnson Dangerous Space drill carried out. All equipment satisfactory G Johnson Master S Tanashchuk Chief Officer Whilst vessel alongside M.V. Jen IMO No 9122222 suffered engine failure and contacted port quarter. No damage noted. IRF form faxed to MAIB G Johnson Master S Tanashchuk Chief Officer Crew agreement and official log book closed G Johnson Master S Tanashchuk Chief Officer

4.39 The page number for every entry in the narrative section which refers to a crew member should be entered in column 4 of the list of crew section. 4.40 In the event that an OLB becomes full while the articles are still open, another OLB should be started. An entry should be made in the narrative section of the second or subsequent book should reflect that this is a continuation book. All the books should be returned with the completed articles at the end of the voyage.

5.

GMDSS Log Book

5.1 All UK ships are required to carry a GMDSS Log Book, MCA GMDSS Radio Logs are available from Marine Offices. The log book is to keep records of communications relating to distress, urgency and safety radio traffic, regular positions of the ship and results of tests on radio equipment. 5.2 Instructions for completing the log book are contained in the book. GMDSS Log Books should be returned to the MCA with the Official Log Book and Crew Agreements when these are closed. 5.3 It is not compulsory to carry an MCA GMDSS Log books however the following tests, listed in the front of the UK GMDSS Log, must be carried out and recorded in some form:

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Radio tests required: Daily (a) The proper functioning of the DSC facilities shall be tested at least once each day, without radiation of signals, by use of the means provided on the equipment. (b) Batteries providing a source of energy for any part of the radio installations shall be tested daily, and where necessary, brought up to the fully charged condition. (c) Printer(s) shall be checked daily to ensure there is an adequate supply of paper. Weekly (a) The proper operation of the DSC facilities shall be tested at least once a week by means of a test call when within communication range of a coast station fitted with DSC equipment. Where a ship has been out of communication range of a coast station fitted with DSC equipment for a period of longer than one week, a test call shall be made on the first opportunity that the ship is within communication range such as a coast station. (b) Where the reserve source of energy is not a battery (for example, a motor generator), the reserve source of energy shall be tested weekly. Monthly (a) Each EPIRB and satellite EPIRB shall be tested at least once a month to determine its capability to operate properly using the means provided on the device and without using the satellite system. (b) Each search and rescue radar transponder shall be checked at least once a month using the in-built test facility and checked for security and signs of damage. (c) A check shall be made at least once a month on the security and condition of all batteries providing a source of energy for any part of a radio installation. The battery connections and compartment shall also be checked. (d) A check shall be made at least once a month on the conditions of all aerials and insulators. (e) Each survival craft two-way VHF equipment shall be tested at least once a month on a frequency other than 156.8 MHz (VHF Channel 16).

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6
6.1

Health and Safety
Safety Officials and Committees

(See Code of Safe Working Practices Chapter 3) 6.1.1 Every person on board a ship has a responsibility for safety. Merchant Shipping regulations places specific responsibilities on those personnel, "safety officials", with designated duties to ensure the safety of those on the ship. A ship’s safety culture is dependent upon the strong support and encouragement from the ship’s senior management. In every ship in which five or more persons are employed the owner or the manager is required to appoint a Safety Officer. Safety Officials 6.1.2 The Master is required to record this appointment of a Safety Official in the official log book. The Safety Officer should have suitable training, be familiar with the statutory responsibilities for health and safety and with the principles and practice of risk assessment. 6.1.3 Amongst the duties of the Safety Official it is the responsibility to ensure that: • • The provisions of the Code of Safe Working Practices and the Company’s/Operator’s occupational health and safety policies are complied with. Carry out occupational health and safety inspections of each accessible part of the ship in which the crew may be required to work at least once every three months or more frequently if there have been changes in the working conditions. Stop any work which he reasonably believes may cause an accident and inform the Master who shall be responsible for deciding when work can safely be resumed. Ensure the minutes of each safety committee meeting are accessible to all the crew.

• •

6.1.4 On every ship in which five or more persons are employed the Company/Operator is required to make rules and arrangements for the officers and ratings to elect safety representatives. Safety Representative 6.1.5 A safety representative must be someone who has at least 2 years sea service since he was 18. If the ship is a tanker he also needs at least 6 months service in tankers (oil, gas, or chemicals as appropriate).

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6.1.6 The Master is required to record the election of safety representatives to a safety committee in the Official Log Book, in the narrative section. There are rules covering the number of representatives that have to be elected depending on the total crew size. In general: • • • If the ship carries less than 16 crew, one safety representative elected by the officers and ratings together, If the ship carries 16 or more crew; one safety representative elected by the officers and one elected by the ratings, If the ship carries more than 30 ratings one safety representative elected by the ratings from each of the deck engine and catering departments.

6.1.7 Those who are elected as safety representatives do not have to stay in that role for the whole voyage, others can be elected to take over. You should ensure that any safety representative is briefed on his duties and responsibilities. They can: • Participate in any investigations or inspections carried out by the Safety Official subject to his agreement, or after notification to the Master, undertake similar investigations or inspections himself, whether or not they have been carried out by the Safety Officer, Consult with the Master and Safety Official on behalf of the crew on matters affecting occupational health and safety of crew members, Request through the safety committee an investigation by the Safety Official of any such safety matter, Inspect any of the records required to be kept by the Safety Official.

• • •

Safety Committee 6.1.8 Once the safety officials have been appointed or elected the Master is required to appoint a Safety Committee which includes the Safety Official and each safety representative. The Master is also on the Safety Committee as Chairman and the creation of this committee must be recorded in the Official Log Book. The safety committee should meet whenever it chooses as long as the intervals between meetings are not greater than 6 weeks. 6.1.9 • A Safety Committee has to: Ensure that the provisions of the Code of Safe Working Practices, relevant legislation, Marine Guidance Notices and Merchant Shipping Notices are complied with to improve the standard of safety consciousness among the crew, Make representations and recommendations on behalf of the crew to the Company/Operator on matters relating to occupational health and safety of the crew, Ensure the Company’s/Operator’s occupational health and safety policies are observed and to make recommendations for their improvement,

• •

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Inspect any of the records required to be kept by the Safety Official and ensure that any conclusions reached on matters of safety are followed up.

6.1.10 There is a legal duty on the company to help the Safety Committee to work and the company has to: • • • Provide access to any necessary safety information, documents, Merchant Shipping Notices, Marine Guidance Notices and relevant regulations, Inform the Safety Official, safety representatives and safety committee of any hazards on board the ship known to them, which may endanger the ship or her crew, Permit occupational health and safety inspections of any accessible part of the ship where crew members may be required to work. Master’s Responsibility

6.2

It is very important that the Master takes a close interest in the work of the safety officials, checking that the Safety Official is fulfilling his responsibilities effectively, while giving support and encouragement. The Master is the best person to ensure that the safety committee works successfully by encouraging all crew members to participate in the ship’s safety culture. 6.3 Risk Assessments

6.3.1 Master should ensure that a risk assessment has been carried out to cover all work activities on board where there is a realistic risk of harm to personnel. Refer to the Code of Safe Working Practices Chapter 1. 6.3.2 The aim of risk assessments is to minimise accidents and ill health on board. Masters should ensure that not only are risk assessments prepared, but work activities are carried out in accordance with the risk assessments. 6.3.3 Many accidents and fatalities could have been prevented if crew members had followed the precautions highlighted in a risk assessment. An investigation into a recent fatality involving an accident during cargo operations found that had the seaman followed the precaution of standing at least one container away from the container being worked, the fatality would not have happened. 6.3.4 An example of a completed risk assessment is given at Annex 1.

7

Accident Reporting

(See MGN 289) 7.1 While it is appreciated that your Safety Management System has a procedure covering accidents and injuries on board, there is also a 24

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requirement for the Master or Operator to report Accidents and Major Injuries by the quickest means possible and as soon as possible after the occurrence to the Marine Accident Investigation Branch. Serious Injuries should be reported within 14 days and whilst there is no requirement to report a Hazardous Incident it is recommended that a report is sent. 7.2 The definitions of Accidents and Major Injuries and Serious Injuries are contained in MGN 289. 7.3 Accidents should be reported to the Marine Accident Investigation Branch on form IRF and you should have copies of this form on board. It can also be downloaded from the Marine Accident Investigation Branch website: www.maib.gov.uk.

8
8.1

Medical Stores Requirements
Medical equipment

A full list of medical equipment that must be carried is contained in MSN 1768 8.2 Person in charge of medical care on board ship

Any person designated to take charge of medical care on board ship, must have successfully completed an approved Medical Care training programme meeting the standards laid down in STCW Code A-VI/4-2 within the preceding 5 years.

9
9.1

Surveys and Audits
Surveys

(See MSN 1751) Statutory surveys (Loadline, Safety Construction, MARPOL, Safety Equipment, Safety Radio etc.) should be arranged in plenty of time. Annual and periodical/ intermediate surveys must be completed within the 6 month window occurring three months before and after the Anniversary Date of the certificate. The Anniversary Date is the day and month of the expiry date of the full term certificate. If a periodical or an annual survey is not carried out within the “window” then the certificate must be renewed after a renewal survey. This takes longer and often costs more than an annual or a periodical survey. A certificate that has not been validated by an annual or a periodical survey within the “window” becomes invalid and the ship risks detention. Renewal surveys must be carried out in the three month window prior to the expiry of the certificate.

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9.2

Authorised Survey Organisations

9.2.1 Ships on the ACS program, see MGN 300, can arrange all surveys directly with their Classification Society, except for ISM and ISSC audits and ILO inspections. 9.2.2 On non ACS ships surveys for Load Line, Safety Construction, and MARPOL have been fully delegated to your classification society and can be arranged directly with Class. 9.2.3 Surveys for Safety Radio should be arranged through SELEX who will carry out surveys in the UK but for surveys outside UK normally appoint a local representative see - MGN 286. 9.2.4 Surveys for Safety Equipment should be arranged through MCA Customer Service manager or through MCA HQ e mail: [email protected] Tel + 00 44 (0) 2380 329 224. The MCA will normally authorise Class to carry out the survey however the MCA will conduct surveys themselves • • • 9.3 in the UK at 1 survey in 5 where the MCA feel the need to inspect the ship eg. after a detention DoC for Dangerous Goods

Annual survey for arrangements for Document of Compliance for Carriage of Dangerous Goods is considered by the MCA to be included in the Safety Equipment Survey. 9.4 Audits

9.4.1 ISM SMC, ISPS audits and ILO 178 inspections should be carried out at the same visit and this may need to be planned to ensure that this will be at a port where enough time is available. ISM Shipboard Audits 9.4.2 All shipboard audits for the International Safety Management (ISM) Code will be carried out by MCA surveyors. ISM shipboard audits should be arranged in plenty of time with the MCA Customer Service Manager via your Designated Person Ashore. Interim audits 9.4.3 Required at delivery of new buildings or where ships change their ISM Management Company. The DPA should contact the MCA to arrange this audit.

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Intermediate audits 9.4.4 A 12 month 'window' exists (between the 2nd and 3rd Anniversary Dates of the certificate) in which to arrange intermediate audits. We recommend you begin arranging this audit as soon as the 'window' opens to avoid problems later on when the time available is less and availability of auditors may affect the ability to carry out the audit in the most convenient location. Renewal audits 9.4.5 To be completed in the three months prior to the expiry of the Safety Management Certificate. Again, arrange these early to ensure the certificate does not expire – this would almost certainly result in a major non-conformity. ISPS Verification Audits 9.4.6 All verification audits for the International Ship and Port Facility Security (ISPS Code) will be carried out by surveyors from the MCA, normally at the same time as the ISM audit. ISPS audits should be arranged as above. 9.5 ILO 178 inspections

(see MSN 1769) 9.5.1 The ILO Convention 178 and Recommendation 185 require the MCA to inspect seafarer’s working and living conditions within specified time intervals. The requirements apply to United Kingdom registered sea-going vessels of 500 gt and over including sea-going tugs. 9.5.2 UK registered vessels will be inspected initially at first ISM audit (following registration) and at intervals not exceeding 3 years afterwards. This will usually be carried out during an ISM or ISPS audit to minimise the inconvenience to ship-owners and Masters or in conjunction with other surveys where ISM compliance is not covered. The MCA is also required to investigate if a complaint is received or there is evidence that a ship does not conform to existing legislation in respect of seafarer’s working and living conditions. 9.5.3 After the inspection the surveyor will issue a Report of Inspection of Seafarers Working and Living Conditions. The “Ships Notice Board Copy” must be posted up in a suitable position in the accommodation where it can be seen and read by all crew members. The “Masters Copy” will be left with the Master. If any deficiencies are found these will be reported to the Master for rectifying within an agreed time frame. 9.5.4 The ILO 178 inspection will generally cover areas such as:

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• • • • • • • • •

Standards of maintenance and cleanliness of the ship’s living and working areas. Minimum age of seafarers. Articles of Agreement (crew agreements). Food, catering and the standards and cleanliness of food and provisions arrangements. Crew accommodation arrangements. Manning, medical examination of seafarers, medical provisions on board and the qualifications and training of crew members. Hours of work and rest periods and the records kept. Arrangements on board for the prevention of occupational accidents and for reporting and investigation of accidents, and Articles of Agreement, contracts of employment and/or any collective bargaining agreements in place relating to the terms and conditions of employment on board.

10

Stowaways and Refugees

See MGN 70.

11

Continuous Synopsis Record

11.0.1 Every ship is now provided with a document called a “Continuous Synopsis Record” (CSR). This is a form of log book that stays with the ship for its whole life and records all changes of owner, flag, name, Class, ISM etc. Whenever a change occurs a new section or a new document is issued and then each has a consecutive number. The numbers should show a complete record. If a ship is sold this document must stay with the ship. 11.0.2 The Master is responsible for the proper upkeep of the CSR on board UK ships. When you first receive a new CSR, or first join the ship, you should check that the details are correct. There is a process for amending details which you can use and it is important that the details are always correct. Port State Control will check the CSR as a matter of routine at inspections. 11.1 Making amendments to the CSR

When any data entry in the current CSR requires an amendment you must act as quickly as possible. To do this you should fill in the changes on the Form 2 and send this to the Registry of Shipping and Seamen. The Registry of Shipping and Seamen will enter the new changes in the ship’s master record and issue a new CSR sheet with the next consecutive number to be attached to the record on board. After this is done you must ensure that the Index of Amendments (Form 3) is kept up to date and also attached to the current CSR in date order.

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11.2

Receiving an amended CSR

11.2.1 When you receive a new CSR or an amendment sheet, you should check its sequential number to make sure it is the correct next one, review the data entries to make sure they are correct and they cover all amendments in the Index of Amendments. 11.2.2 If you find that there are amendments that are not included in the CSR you should: • • Complete a new Amendment Form 2 relating to each outstanding amendment and attach it to the latest CSR. List the amendments in the Index of Amendments (Form 3) attached to the latest CSR; and Forward copies of the original Amendment Form(s) to the Registry of Shipping and Seamen

11.2.3 If, for any reason, the ship’s CSR records are lost or damaged it is essential that they are restored as quickly as possible in order to avoid potential delays to the ship’s voyage. You should contact the Registry of Shipping and Seamen as quickly as possible who will provide signed and stamped duplicates.

12

UK Publications required to be onboard

The following UK publications are required to be carried: • • • Official Log Book (MCA) Crew Agreement forms (MCA) Code of Safe Working Practices (MCA) - The following numbers are required to be carried: - 5 crew or less - 1 copy - More than 5 crew but less than 20 - 4 copies - More than 20 crew - 6 plus International Code of Signals (IMO) Mariners' Handbook (UKHO) Merchant Shipping Notices, Marine Guidance Notes and Marine Information Notes (MCA) [Only (M) and (M+F) designated notices are required for Merchant ships] Notices to Mariners (UKHO) Notices to Mariners – Annual Summary (UKHO) Lists of Radio Signals (UKHO) Lists of Lights (UKHO) Sailing Directions (UKHO) Nautical Almanac (UKHO) Navigational Tables Tide Tables Tidal Stream Atlases

• • • • • • • • • • • •

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• •

Operating and Maintenance Instructions for Navigational Aids Carried by the Ship MCA Ship Captains Medical Guide

13

Cadet Training - Overseeing of NVQ portfolios

(Refer also to the introduction to Vocational Qualifications at the beginning of the NVQ Portfolio and MSN 1634) 13.1 As soon as possible after the candidate first joins the ship, it is the Master’s duty to ensure that the necessary opportunities are presented to enable the candidate to complete the Priority Familiarisation and Safety Tasks. 13.2 The tasks completed thereafter should be inspected and signed upon joining the vessel, each month thereafter and at the end of the voyage. 13.3 For deck cadets - a steering certificate should be completed and signed when the candidate has obtained the necessary experience and reaches the required standard. It is extremely important that the candidate is given adequate supervised bridge watchkeeping experience after the first sea phase. The MCA require that all deck candidates for a first certificate of competency must spend six of their final 12 months qualifying sea time engaged in bridge watchkeeping duties under the supervision of a deck officer. This requirement means that the balance of emphasis in terms of training during the latter sea phases should be directed towards watchkeeping. 13.4 In the event that some tasks are not able to he completed, then a suitable alternative task to a similar standard may be completed and recorded in the relevant section of additional tasks provided for each unit. This space may also he used for any additional tasks not specified and so provide further evidence that such training and experience has been acquired. 13.5 Officers who act as witnesses to the tasks should sign and date the appropriate tasks and enter his/her name in the “Record of Authenticating Officers” list. Any task should only be signed as complete when the demands of the task have been met. The signature will attest to the Authentication statement shown in each task and where more than one activity is detailed within a task, this statement must be true for all activities. 13.6 The number of tasks specified has no bearing on how many times the candidate must complete the task, it may take several attempts. However, for each attempt not reaching full competence, the officer must give clear information on the areas that are lacking so that the candidate may address these deficiencies. This is particularly important at the end of the voyage, where the candidate may he joining another vessel where the officers will have limited indications of his/her progress. In this respect, notes may he

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attached to the Cumulative Evidence Summary to explain the level of competence indicated. 13.7 Masters and Officers need to know that the standards expected of the candidate (when competence is reached) is that of a person about to take up the job for which the award is made. Cadets are expected at the end of their training to be competent to start to undertake the job of watchkeeping officer, but they will clearly be lacking in experience.

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Annex 1 Example of Completed Risk Assessment Form
Section 2 Assessment of Risk Factor
Severity of Harm Likelihood of Harm 2 3 Very Unlikely 4 5 Unlikely VERY LOW RISK MEDIUM RISK VERY HIGH RISK 6 7 Likely LOW RISK HIGH RISK VERY HIGH RISK 8 9 Very Likely LOW RISK VERY HIGH RISK VERY HIGH RISK 10 VERY LOW RISK HIGH RISK Slight Harm Moderate Harm Extreme Harm Hazard no. 1 Likelihood of Harm Severity of Harm Risk Factor

Company Document Control Number RA02/Rev12/05
Very Unlikely Unlikely Unlikely Very Unlikely Very Unlikely Very Unlikely Very Unlikely Likely Very Unlikely

DETAILED RISK ASSESSMENT - SPECIMEN

Moderate Moderate Moderate Slight Slight Slight Slight Moderate Moderate

Very Low Medium Medium Very Low Very Low Very Low Very Low High Very Low

Ship name_________MV Example_________________________________

Record Number_______Example / Risk Assessment / File 01-001____

Current assessment date:

12/ 05

Last assessment date:

12/ 04

VERY LOW RISK

Work activity being assessed:

Working aloft on the Main Mast

Section 1 Hazard Analysis of the Intended Work Activity

Hazard no. 1

Description of Identified Hazards

Existing Control Measures to Protect Personnel from Harm

Working aloft

2

Falling off ladder while climbing

3

4

5

To assess the risk factor arising from the hazard: 1. Select the expression for likelihood which most applies to the hazard; 2. Select the expression for severity of harm which most applies to the hazard; 3. Cross reference using the above table to determine the level of risk. 4. If the Risk Factor is MEDIUM or above (Yellow, Orange or Red) additional control measures should be implemented and recorded in Section 3.

6

Falling from heights whilst working Ships whistle being sounded whilst aloft Being hit by a rotating radar aerial Radiation hazard from radar and radio aerials
Hazard no. 1 2 3

Section 3 Additional Control Measures to Reduce the Risk of Harm
Further Risk Control Measures Remedial Action Date Review Date

7

Electrocution hazard

As of job date As of job date

Next annual review Next annual review

8

9

Object falling from aloft/above Weather and Sea hazard

(a) Permit to-Work issued for work while aloft (b) Permit-to-Work procedure followed (a) Use appropriate safety harness (b) Supply appropriate PPE (c) Obey guidance from local safety sign (d) Endorsement of working aloft procedures and training (a) Safety harness secured (b) Endorsement of working aloft procedures and training (a) Isolate whistle (b) Place “Man Aloft” signs on all whistle controls (a) Isolate radar to stop rotation (b) Place “Man Aloft” sign on radars (a) Isolate radar (b) Isolate all aerials (c) Place appropriate safety notices on mast (a) Isolate electrical equipment as appropriate (b) Place appropriate safety notices on isolators (a) Adequate training of support staff below (b) Supply appropriate PPE (a) Arrange work in daylight conditions (b) Arrange work in dry conditions (c) Arrange work in calm weather (d) Arrange work to be carried out in port or calm seas 4 5 6 7 8 9 10

Can work be delayed to enable other means of access Can work be delayed to enable other means of access

Secure all tools appropriately Monitor local conditions

As of job date As of job date

Immediate Next annual review

Additional comments:

Remedial action will be addressed at the next assessment review date Assessment review date ____December 2006_________________________________________

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MERCHANT SHIPPING NOTICE

MSN 1767 (M)
Hours of Work, Safe Manning and Watchkeeping Revised Provisions from 7 September 2002
Application of the Merchant Shipping (Hours of Work) Regulations 2002 and STCW 95 Notice to Shipowners, Companies, Managers, Masters, Deck and Engineering Officers and all seafarers on Merchant Ships With effect from 7 September 2002, this Notice supersedes Merchant Shipping Notice MSN 1682(M) and should be read in conjunction with Merchant Shipping Notice MSN 1758(M), and Marine Guidance Notes MGN 50(M), MGN 137(M+F), and MGN 179 (M) (or subsequent amendments)

Summary This Merchant Shipping Notice contains the detailed mandatory requirements specified by the Secretary of State under the Merchant Shipping (Hours of Work) Regulations 2002 which come into force on 7 September 2002, and Regulations 1-5 and 11-18 of the existing Merchant Shipping (Safe Manning, Hours of Work and Watchkeeping) Regulations 1997 1 . It gives guidance on the application of the Regulations. The guidance is in 3 Sections with Annexes: Section 1 - Hours of Work Section 2 - Safe Manning Section 3 - Watchkeeping Key Points Section 1 - The requirements of the new 2002 Regulations: ● apply to all seafarers (including masters) employed or engaged in any capacity on board a seagoing ship other than fishing vessels, pleasure vessels, offshore installations whilst on their working stations and tugs which do not ordinarily go beyond the limits of categorised waters provide for a minimum of 10 hours rest in any 24 hour period and 77 hours in any 7-day period and 4 weeks annual paid leave require records of hours of rest to be maintained (suggested pro-formas at Annexes A and B) provide for inspection and enforcement by the MCA

● ● ●

Sections 2 and 3 of this Notice, which supersedes MSN 1682(M), have been reissued to incorporate editorial amendments, to clarify the manning guidance tables (at Annexes C and D) and to incorporate International Maritime Organization Resolution A21/Res 890 on the Principles of Safe Manning.
1

SI 1997/1320, as amended by SIs 1997/1911 and 2000/484

1

SECTION 1 - HOURS OF WORK 1.0 1.1 Introduction The Merchant Shipping (Hours of Work) Regulations 2002, (referred to in Section 1 of this Notice as “the Regulations”) which come into force on 1 September 2002, revoke Regulations 6 to 10 of the Merchant Shipping (Safe Manning, Hours of Work and Watchkeeping) Regulations 1997, as amended, and replace them with provisions on hours of work and annual leave which implement the Annex (the Social Partners’ Agreement) to Council Directive 1999/63/EC of 21 June 1999 (the Maritime Working Time Directive). The requirements of clause 13 of the Annex, relating to medical certification, are implemented separately in the new Merchant Shipping (Medical Examination) Regulations 2002. The Regulations also implement Council Directive 1999/95/EC concerning inspection and enforcement and provide for penalties in the event of non-compliance. Regulations 1-5 and 11-18 of the 1997 Regulations remain extant and details of requirements are given in Sections 2 and 3 of this Notice. Application The requirements of the EU Directive apply to: seafarers employed or engaged in any capacity on board every seagoing ship, whether publicly or privately owned, which is registered in the territory of any Member State and is ordinarily engaged in commercial maritime operations. For the purposes of these Regulations, the terms a) “seafarer”, b) “seagoing ship” and c) “commercial maritime operations” are considered below, in paragraphs 2.2-2.4. 2.1.1 The requirements of these Regulations do not apply to seafarers employed or engaged on fishing vessels, offshore installations whilst

on their working stations and tugs which do not ordinarily go beyond the limits of categorised waters, as defined in Merchant Shipping Notice MSN 1758 (M). 2.2 Seafarer 2.2.1 A seafarer is a person employed or engaged in any capacity on board a seagoing ship on the business of the ship. This is taken to mean a person employed either directly by a shipping company or through a manning agency, whose usual place of work is on board a seagoing ship, and includes masters, crew members, resident entertainers and franchise employees on passenger ships. Boatmaster’s licence holders operating on seagoing passenger vessels (carrying more than 12 passengers) are also covered. The Regulations will not be taken to apply to those whose normal place of work is ashore but who are working on a seagoing ship on a temporary or short term basis eg fitters, guest lecturers and entertainers, research scientists, riding crews, trainees and volunteers on sail training ships who are not carrying out safety-critical roles (see para 2.4.2 below), provided such workers are covered by the requirements of the Working Time Regulations 19982

1.2

2.2.2

1.3

2.0 2.1

2.3

Seagoing Ship 2.3.1 For the purpose of these Regulations a seagoing ship is one which is certificated under Merchant Shipping legislation for navigation at sea. Vessels certificated under MCA Codes of Practice in terms of the Merchant Shipping (Vessels in Commercial Use for Sport or Pleasure) Regulations 1998 3 , are covered by the separate provisions of those Regulations and the Codes to which they refer.

2.3.2

2 3

SI 1998/1833 SI 1998/2771

2

2.4

Commercial Maritime Operations 2.4.1 All vessels engaged in trade, carrying cargo or fare-paying passengers are covered, as are sail training vessels. Government ships such as those operated by the Royal Fleet Auxiliary, which are not ordinarily engaged in commercial maritime operations, are not covered by the Regulations.

3.0 3.1

General Duties (Regulation 4) The Regulations require that any company (defined as the owner or any other person or organisation, such as the manager or bareboat charterer who has assumed responsibility for the ship from the owner), and the master must ensure that seafarers are provided with at least the minimum hours of rest. This will include the managers of franchises, who are responsible for the personnel working for the franchise, and any other employer of a seafarer working on board the vessel. It is the responsibility of all seafarers to ensure that they are properly rested when they begin duty on a ship and that they obtain adequate rest when not on duty. Minimum Hours of Rest (Regulation 5) The hours of rest shall be not less than: a) 10 hours in any 24-hour period; and b) 77 hours in any 7-day period. Note: Hours of rest may be divided into no more than 2 periods, one of which should be at least 6 hours long, and the interval in between should not exceed 14 hours.

Sail Training Vessels 2.4.2 - For the purposes of the Regulations, “seafarers” on sail training vessels includes all contracted crew (or those listed on the Safe Manning Document, if applicable) and any person in charge of a navigational or engineering watch and/or with a safety-critical role. These seafarers will sign on the crew agreement. Volunteers and trainees who have no safety-critical responsibilities are not covered by the Regulations. 2.4.3 The Owner/Operator of a sail training vessel should make a declaration of the minimum manning requirement for contract crew, for approval by the Seafarers’ Training and Certification Branch of the MCA (unless the vessel is already covered by a Safe Manning Document).

3.2

4.0 4.1

4.2

2.5

Definition of Hours of Work 2.5.1 For the purposes of the Regulations, hours of work are when seafarers are required to do work on the business of the ship. On-Call Time - The Regulations provide that a seafarer whose normal period of rest on board ship is disturbed by a call-out, should have adequate compensatory rest. This is intended to cover situations such as when a seafarer, having set the alarms in an unattended machinery space, retires to his bunk but has his rest disturbed by a call-out to work. In such circumstances the seafarer is entitled to compensatory rest to make up for the rest time lost because he was called out to work.

It is expected that employers and employees will reach agreement on the arrangements for conducting emergency drills such as musters, fire-fighting and lifeboat drills, in a way which minimises the disturbance to rest periods and provides compensatory rest for seafarers whose normal rest is disturbed by call-outs for drills.

2.5.2

Exceptions to the Limits on Hours of Rest (Regulation 6) 4.3 Exceptions to the limits on the hours of rest may be allowed (Regulation 6) provided that they are the result of an agreement between employers and seafarers and have due regard to the general principles of health and safety of workers. Agreements can be made by “collective agreement” (between the employer and an independent trade union) or “workforce agreement” (Schedule 1 to the Regulations). Exceptions may take account of more frequent or longer leave periods or the granting of compensatory

3

leave for watchkeeping seafarers or seafarers working on board ships on short voyages. 4.4 A workforce agreement is made with elected representatives of the workforce in most cases (see below.) It can apply to the whole workforce or to a group of workers. To be valid, a workforce agreement must : - be in writing; - have been circulated in draft to all workers to whom it applies together with guidance to assist their understanding of it; - be signed before it comes into effect either: - by all the representatives of the members of the workforce or group of workers; or, - if there are 20 or fewer employed by a company, either by all representatives of a workforce or by a majority of the workforce - have effect for a specified period of no more than five years. 4.5 Applications for authorisation of exceptions should be made in writing to any MCA Marine Office (listed at Annex E). Posting-up of Table of Duties (Regulation 7) Companies should ensure that a table or schedule of duties is produced setting out the hours of work and rest periods. The table should be in the same format as Annex A(i) to this Notice or in a format substantially like it. The table must be in English and in the working language of the ship, if that is not English, and should specify for every position at least: ● the daily schedule of duties at sea and duties in port; and ● the daily minimum hours of rest as required by the Regulations (see para 4.1 above) or any collective or workforce agreements in force. In devising the schedule, operators should take account of factors such as: a) trade and type of operation; b) type and size of ship; c) construction and technical equipment of the ship; 6.0 6.1 5.4 5.3 5.2

d) manning levels and changes in crew numbers due to crew changes and sickness; e) the maximum period of continuous watchkeeping; f) minimum rest periods; g) total workload; h) the seriousness of irregular working hours and their contribution to causing fatigue and the importance of scheduling reasonably stable working hours over a voyage. Changes should not be made to the schedule of duties unless they can be justified by substantially altered work patterns made necessary, for example, by a change in trading pattern or other significant factor. Where it is known that a ship engages in an irregular trading pattern or that working hours are unlikely to be uniform, this can be taken into account and recorded in the schedule. It is not necessary to draw up a new schedule of duties for each voyage, so long as it is applicable to the voyage in question and the composition of the crew for whom it was originally intended has not changed. It is the responsibility of the master or authorised person to post up the table in a prominent and easily accessible place in the ship. Where there is more than one table, the master is responsible for ensuring that all tables are posted in a suitable place. When first drawing up a schedule of duties for a ship, companies should seek the views of the master, who should in turn seek the views of the officers, the ship’s safety committee, or the seafarers or their representatives or a trade union as appropriate. The final decision on the schedule lies with the operator who will be responsible for ensuring that it is appropriate in relation to the safety of the ship and the performance of duties. Exceptions for Emergencies (Regulation 8) The Regulations recognise that situations may arise in which a seafarer may be required to work during scheduled hours of rest. These include emergencies which threaten the safety of the ship or the cargo or

5.0 5.1

5.5

4

put life at risk. In these circumstances, the limits may be exceeded provided compensatory arrangements are made to avoid fatigue. 7.0 7.1 Records (Regulation 9) The master or authorised person is responsible for ensuring that records of hours of rest are maintained for each seafarer serving on the ship. The records should be completed monthly in arrears and these should be in the format at Annex B to this Notice or an equivalent format showing at least this information. Each record should be endorsed by the master or authorised person and the seafarer. A copy should be given to the seafarer. In an emergency or when unforeseen events occur (as described in paragraph 6 above), changes may be unavoidable. In these cases records should reflect all deviations from the schedule. All records should be kept for a minimum of one year and should be available for inspection by MCA surveyors at any time. If during the year, a company ceases to operate, the duty to retain the records remains with that company. Checking the ship’s documentation will be carried out by the MCA as part of the normal routine of vessel inspection and will include a check that the appropriate schedules are posted and records maintained. Following examination, the records will be endorsed as part of the process. Night Workers (Regulation 10) The definition of “night” relates to a period of 9 consecutive hours including the period between midnight and 5 am. Although the Regulations are expressed in “local” time, it is recognised that “ship’s time” may be different when a vessel is at sea. Young Persons (Regulation 5(5) and Schedule 2, paragraphs 1 and 4) The Regulations prohibit the employment on a ship of any young person under the age of 16 by amending section 55 of the Merchant Shipping Act 1995. This supersedes the provision in section 55 which prohibits the

employment of anyone under school leaving age. 9.2 The requirements of the Regulations do not override any of the provisions relating to young persons in the existing Merchant Shipping health and safety legislation relating to the employment of young persons.

10.0 Annual Leave (Regulation 12) 10.1 For the purposes of these Regulations, a seafarer is entitled in each leave year to a period of leave of at least four weeks, for which he is entitled to be paid at the rate of a week’s pay in respect of each week of leave. It is considered that this entitlement to annual leave will be separate from, and in addition to, periods of rest and compensatory leave which seafarers receive as part of their working arrangements. However, it is for employers and seafarers to decide on the details of how this entitlement is to be provided by negotiation and arrangement between themselves. 10.2 Annual leave may be taken in instalments but may not be replaced by a payment in lieu except where the seafarer’s employment is terminated. 11.0 Enforcement Provisions (Regulations 14-20) 11.1 Council Directive 1999/95/EC concerning enforcement provisions is also implemented in these Regulations. Compliance with the requirements of Regulations 4, 7 and 9 will be checked as part of the MCA’s inspection regime. Inspection may also be triggered by a complaint from a person or body with a legitimate interest in the health and safety of the crew. In such cases the identity of the complainant will remain confidential. 11.2 Inspection will include a check that schedules of duties are posted up and that records of work and rest periods are being maintained. If an inspector has grounds for believing that seafarers may be unduly fatigued he will check in more detail that the hours of rest recorded conform to the standards and that they have actually been observed. If the evidence indicates that manning levels are so low that the schedules cannot be observed, the MCA will require that manning levels are adjusted so that the

7.2

7.3

7.4

8.0 8.1

9.0

9.1

5

vessel can be operated safely within the hours available. Where conditions are clearly hazardous to safety or health, the ship may be detained. SECTION 2 - SAFE MANNING 12.0 Introduction 12.1 The Merchant Shipping (Safe Manning, Hours of Work and Watchkeeping) Regulations 1997, place responsibilities on companies owning or operating UK registered seagoing ships and other ships whilst in UK national waters, to ensure that their vessels are manned with personnel of appropriate grades who have been properly trained and certificated. The numbers of certificated officers, and certificated and non-certificated ratings must be sufficient to ensure safe and efficient operation of the ship at all times. 13.0 Responsibilities of Owners and Operators : General Principles 13.1 In fulfilling their responsibility to ensure that ships are safely and sufficiently manned, owners and operators should : .1 make an assessment of the tasks, duties and responsibilities of the ship’s complement required for its safe operation, for the protection of the marine environment and dealing with emergency situations; .2 assess the numbers and grades/capacities in the ship’s complement required for the safe operation and for the protection of the environment, and for dealing with emergency situations, including the evacuation of passengers where applicable; .4 ensure that the manning level is adequate at all times and in all respects, including meeting peak workloads and is in accordance with the principles contained in this MSN; .5 in case of changes in trading area(s), operations, construction, machinery, equipment or operation and maintenance

of the ship, which may affect the manning level, review the manning level. 13.2 In conjunction with these factors the owner or operator should: .1 identify all the functions to be undertaken on board during a representative voyage or operational period, including determination of the number of personnel required to undertake the relevant tasks and duties under both peak and routine work load conditions; .2 identify those functions that constitute a normal operation and determine the numbers of personnel required to undertake the concurrent tasks and duties safely; .3 identify the skills and experience required to perform those functions; .4 establish working arrangements to ensure that the master and crew are capable of undertaking concurrent and continuing operations at the appropriate level(s) of responsibility, as specified, with respect to their skills and training; and .5 ensure that the working arrangements allow for sufficient rest periods to avoid fatigue and to comply with the Hours of Work Regulations 2002. 13.3 In applying these principles, proper account should be taken of the International Maritime Organization (IMO), International Labour Organization (ILO), International Trade Union (ITU), World Health Organization (WHO) and European Union (EU) instruments with respect to: .1 watchkeeping; .2 hours of work or rest; .3 safety management; .4 certification of seafarers; .5 training of seafarers; .6 occupational health and hygiene; .7 crew accommodation.

6

14.0 Establishing Safe Manning Requirements 14.1 Specific factors to be taken into account in determining the safe manning level include : .1 frequency of port calls, length and nature of the voyage; .2 trading area(s), waters and type of operations in which the ship or vessel is involved and any special requirements of the trade or operation; .3 number, size (kW) and type of main propulsion units and auxiliaries; .4 size, type of ship, and layout; .5 construction and equipment of ship; .6 cargo to be carried or operational requirements; .7 method of maintenance; .8 extent to which training activities are conducted on board; and .9 how the proposed complement will deal with various emergency situations that may arise; .10 navigational duties and responsibilities as required by STCW 95 including the following: .1 .2 .3 .4 .5 plan and conduct safe navigation; maintain a safe navigational watch; manoeuvre and handle the ship in all conditions and during all operations; safely moor and unmoor the ship; and maintain safety whilst in port.

.1

maintain the safety and security of all persons on board and keep life saving, fire fighting and other safety systems in operational condition, including the ability to muster and disembark passengers and nonessential personnel; operate and maintain watertight closing arrangements; perform operations necessary to protect the marine environment; provide medical care on board; undertake administrative tasks required for the safe operation of the ship; and participate in mandatory safety drills and exercises.

.2 .3 .4 .5

.6

.14 Marine engineering tasks and duties: .1 .2 .3 .4 operate and monitor the ship’s main propulsion and auxiliary machinery; maintain a safe engineering watch; manage and perform fuel and ballast operations; and maintain ship’s engine equipment, system and services. and control and and

.15 Electrical, electronic engineering duties: .1 2

operate ship’s electrical electronic equipment; and maintain ship’s electronic systems. electric

.16 Radio communications: .1 transmit and receive information using ship communication equipment; maintain safe radio watch; provide communications emergencies. in

.11 Cargo handling and stowage: .1 plan and monitor the safe loading, stowage, securing, carriage and unloading of cargo.

.2 .3

.12 Ship specific operations: .1 the nature and duration of the operation(s) the ship undertakes and local environmental conditions.

.17 Maintenance and repair: .1 carry out maintenance and repair work to the ship and its machinery, equipment and systems, as appropriate to the method of maintenance and the repair system used.

.13 Ship operations and care for persons onboard, and maintaining life-saving, fire-fighting and other safety systems in operational condition:

7

14.2 In addition, the level of safe manning should also take into consideration: .1 the management of safety functions of a ship underway, not underway or operating in near stationary mode; .2 except in ships of limited size, the provision of qualified deck officers to ensure that is not necessary for the master to keep regular watches by adopting a three watch system; .3 except in ships of limited propulsion power or operating under provisions for unattended machinery spaces, the provision of qualified engineering officers to ensure that it is not necessary for the chief engineer to keep regular watches by adopting a three watch system; .4 the maintenance of applicable occupational health and hygiene standards on board; and .5 the provision of proper food and drinking water for all persons on board. 15.0 Guidance on Appropriate Manning Levels 15.1 In determining what constitutes a minimum safe manning level, useful guidance may also be obtained by use of risk and hazard management tools such as formal safety assessment. 15.2 The minimum safe manning levels referred to in this Notice are those required for all reasonably foreseeable circumstances and working conditions to permit the safe operation of the ship under normal operational conditions. 15.3 The tables at Annexes C and D provide guidance on the numbers of certificated deck and engineer officers appropriate to different sizes of ships, tonnages and trading areas. As the watchkeeping arrangements for the engineering department and the demands placed on personnel vary significantly according to the level of automation, these tables only provide guidance; owners and operators must take all relevant factors into account before finalising their manning proposals.

15.4 The number of ratings required will be determined by the factors summarised in paragraphs 13 and 14 above. 16.0 Nationality Restrictions 16.1 The Merchant Shipping (Officer Nationality) Regulations 1995 4 do not permit foreign nationals (other than Commonwealth citizens, EEA nationals, or a national of a State other than an EEA State which is a member of the North Atlantic Treaty Organization) to serve as master of a strategic ship. This is defined as a UK ship of 500 gt or more which is a cruise ship, a product tanker or a ro-ro ship. There are no other nationality restrictions applying to the manning of UK registered ships. 17.0 Consultation on Safe Manning Levels 17.1 Owners and operators should consult with the master, seafarers’ representatives and the MCA (where appropriate) on their proposed manning levels. Once agreed, a record of the consultation process should be retained by the owner or operator, together with a record of the agreed manning level. 17.2 If agreement cannot be reached between the owners or operator and master, and seafarers or seafarers’ representatives regarding manning levels, the MCA will consider the views put forward and, if appropriate, require the manning levels to be revised. When disagreement occurs, it may be necessary to arrange a practical demonstration of the crew’s ability to carry out the essential tasks in the context of the principles of safe manning. 17.3 The manning level need not be reviewed for each voyage or operational cycle provided it is applicable to the voyage or cycle in question and the composition of the crew for whom it was originally intended has not changed. 17.4 Changes should not be made to the manning level unless they can be justified by substantially altered work patterns made necessary, for example, by a change in trading pattern, operation or other significant factor. Where a vessel is known to

4

SI 1995/1427

8

engage in an irregular trading pattern or have working hours that are unlikely to be uniform, this should be taken into account when considering the manning level. 17.5 Once agreed, the owner or operator should ensure the safe manning level is maintained and that ship operations are in compliance with the Merchant Shipping (Hours of Work) Regulations 2002. 18.0 Safe Manning Document 18.1 The Merchant Shipping (Safe Manning, Hours of Work and Watchkeeping) Regulations 1997 require owners or operators of all UK seagoing vessels of 500 gt or more to obtain and carry a Safe Manning Document specifying the minimum manning levels. Owners and operators of ships below 500gt may also choose to hold a Safe Manning Document. 19.0 Application for a Safe Manning Document 19.1 Any application for a Safe Manning Document should be made by the owner, or a person authorised to act on their behalf, on form MSF 4227 (or subsequent amended form), which can be obtained from any MCA Marine Office or the Seafarers’ Training and Certification Branch. All applications, together with the appropriate fee, should be sent to the Seafarers’ Training and Certification Branch at the address on the form. 19.2 When applying to the MCA for a Safe Manning Document, owners or operators should submit a clear and concise explanation of: 1 how the proposed manning level has been determined; 2 how it takes account of the guidance of this Notice; and 3 how it takes account of the hours of work provisions in the Regulations.

20.0 Approval of a Safe Manning Document by the MCA 20.1 A proposal will only be approved and a Safe Manning Document issued provided the manning level fully satisfies the principles, recommendations and guidelines outlined in this Notice. The MCA may require an owner or operator to amend a proposal if, after evaluation, the proposal is considered inadequate. 20.2 When the MCA has agreed a proposal regarding manning of a particular ship, a Safe Manning Document will be issued for that ship in a format which complies with the requirements of SOLAS, as amended. It should be retained on board and be available for inspection by an authorised person, whenever required. 20.3 In the event of any change in equipment, construction or use of the ship, which may affect the safe manning level, the owner or operator should make an application for the issue of a new Safe Manning Document. 20.4 A Safe Manning Document of a ship may be withdrawn if an owner or operator fails to submit a new proposal where a ship changes trading area(s), construction, machinery or equipment, or operation and/or method of maintenance have changed, or a ship persistently fails to comply with the rest hours requirements. SECTION 3 - WATCHKEEPING 21.0 General 21.1 The principles applying to the keeping of a safe watch are given in Chapter A-VIII of the STCW Code5 and must be followed in order to comply with the Regulations. 21.2 The Regulations require the master of any ship to be responsible for the overall safety of the ship. He must also ensure that the watchkeeping arrangements are adequate for maintaining safe navigational watches at

5

Available from the Publications Department, International Maritime Organization, 4 Albert Embankment, London SE1 7SR

9

all times, including the provision of a lookout as required by the International Regulations for the Prevention of Collisions at Sea 1972, as amended. Masters, owners and operators are reminded that the UK does not consider it safe for the officer of the navigational watch to act as sole look-out during periods of darkness or restricted visibility. 21.3 The chief engineer officer of any ship is responsible to the master for ensuring that arrangements are adequate at all times for maintaining a safe engineering watch. 22.0 Further Information 22.1 Any queries relating to this Notice should be addressed to the MCA at : ● Seafarer Health and Safety Branch (for enquiries in relation to Section 1 on Hours of Work) Tel 02380 329216 Fax 02380 329251 Email: seafarer_H&[email protected] or ● Seafarers’ Training and Certification Branch (for enquiries in relation to Section 2 on Safe Manning and Section 3, on Watchkeeping) Tel 02380 329231 Fax 02380 329252 Email: [email protected]

Maritime and Coastguard Agency Spring Place 105 Commercial Road Southampton S015 1EG September 2002 File Reference MC 110/13/6

Safer Lives, Safer Ships, Cleaner Seas

An executive agency of the Department for Transport

10

MODEL FORMAT FOR TABLE OF SHIPBOARD WORKING ARRANGEMENTS (1)

Name of Ship: ____________________________________ Flag of Ship: ______________________ IMO number (if any): _________________

Latest update of table: ____________________________________________________ ( ) of ( ) pages.

The maximum hours of work or minimum hours of rest are applicable in accordance with the Merchant Shipping (Hours of Work) Regulations 2002 issued in conformity with ILO’s Seafarer’s Hours of Work and the Manning of Ships Convention 1996 (No 180) and with any applicable collective agreement registered or authorised in accordance with that Convention and with the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers 1978, as amended, (STCW 95) (2).

Minimum hours of rest: __________________________________________________________________________

Other requirements: _________________________________________________________________________________________________________
Scheduled daily work hours in port
Watchkeeping (from–to) Non-watchkeeping duties (from–to)

Position/rank (3)
Non-watchkeeping duties (from–to) (4)

Scheduled daily work hours at sea

Comments

Total daily rest hours
At sea In ports

Watchkeeping (from–to)

11

Signature of master: ______________________________________________

(1) (2) (3) (4)

The terms used in this model table are to appear in the working language or languages of the ship and in English. See overleaf for selected extracts from ILO Convention No 180 and the STCW Convention.. For those positions/ranks that are also listed in the ship’s safe manning document, the terminology used should be the same as in that document. For watchkeeping personnel, the comment section may be used to indicate the anticipated number of hours to be devoted to unscheduled work and any such hours should be included in the appropriate total daily work hours

ANNEX A(i)

SELECTED TEXTS FROM ILO CONVENTION No 180 AND THE STCW CONVENTION
ILO Convention No 180

Article 5

1.

The limits on hours of work or rest shall be as follows: (a) maximum hours of work shall not exceed: (i) 14 hours in any 24-hour period; and (ii) 72 hours in any seven-day period, or (b) minimum hours of rest shall not be less than: (i) 10 hours in any 24-hour period, and (ii) 77 hours in any seven-day period.

2.

Hours of rest may be divided into no more than two periods, one of which shall be at least six hours in length, and the interval between consecutive periods of rest shall not exceed 14 hours.

6.

Nothing in paragraphs 1 and 2 shall prevent the Member from having national laws or regulations or a procedure for the competent authority to authorise or register collective agreements permitting exceptions to the limits set out. Such exceptions shall, as far as possible, follow the standards set out but may take account of more frequent or longer leave periods or the granting of compensatory leave for watchkeeping seafarers or seafarers working on board ships on short voyages.

Article 7

1.

Nothing in this Convention shall be deemed to impair the right of a master of the ship to require a seafarer to perform any hours of work necessary for the immediate safety of the ship, persons on board or cargo, or for the purpose of giving assistance to other ships or persons in distress at sea.

3.

As soon as practicable after the normal situation has been restored, the master shall ensure that any seafarers who have performed work in a scheduled rest period are provided with an adequate period of rest. STCW Convention (STCW 95)

12

Section A-VIII/1 of the STCW Code (Mandatory)

1.

All persons who are assigned duty as officer in charge of a watch or seafarer on watch shall be provided with a minimum of 10 hours’ rest in any 24 hour-period.

2.

The hours of rest may be divided into no more than two periods, one of which shall be at least six hours in length.

3.

The requirements for rest periods laid down in paragraphs 1 and 2 need not be maintained in the case of an emergency or drill or in other overriding operational conditions.

4.

Notwithstanding the provisions of paragraphs 1 and 2, the minimum period of 10 hours may be reduced to not less than 6 consecutive hours provided that any such reduction shall not extend beyond two days and not less than 70 hours of rest are provided each seven-day period.

5.

Administrations shall require that watch schedules be posted where they are easily accessible.

Section B-VIII/1 of the STCW Code (Guidance)

3.

In applying Regulation VIII/1, the following should be taken into account:

1.

provisions made to prevent fatigue should ensure that excessive or unreasonable overall working hours are not undertaken. In particular, the minimum rest periods specified in Section A-VIII/1 should not be interpreted as implying that all other hours may be devoted to watchkeeping or other duties;

2.

that the frequency and length of leave periods, and the granting of compensatory leave, are material factors in preventing fatigue from building up over a period of time;

ANNEX A(ii)

3.

the provision may be varied for ships on short sea voyages, provided special safety arrangements are put in place.

MODEL FORMAT FOR RECORD OF HOURS OF REST OF SEAFARERS (1)

Name of Ship: ___________________________________ IMO number (if any): _________________ Flag of Ship: ______________________

Seafarer (full name): ____________________________________________________________________ Position/rank: ____________________ Watchkeeper (2): yes no

Month and year: _________________________________

Record of hours of rest Please mark periods of rest, as applicable, with X, or using a continuous line or arrow. COMPLETE THE TABLE ON THE REVERSE SIDE

The following national laws, regulations and/or collective agreements governing limitations on minimum rest periods apply to this ship: The Merchant Shipping (Hours of Work ) Regulations 2002, _______________________________________________________________________________

I agree that this record is an accurate reflection of the hours of rest of the seafarer concerned.

13

Name of master or person authorised by master to sign this record: _____________________________________________

Signature of master or authorised person: ____________________________ Signature of seafarer: ________________________ This form is subject to examination and endorsement under procedures established by the UK Maritime and Coastguard Agency

A copy of this record is to be given to the seafarer.

(1) (2)

The terms used in this model table are to appear in the working language or languages of the ship and in English. Tick as appropriate.

ANNEX B(i)

Please mark periods of rest, as applicable, with an X, or using a continuous line or arrow

Comments

Not to be completed by the seafarer (1)

Hours 0 0 0 1 0 2 0 3 0 4 0 5 0 6 0 7 0 8 0 9 1 0 1 1 1 2 1 3 1 4 1 5 1 6 1 7 1 8 1 9 2 0 2 1 2 2 2 3 2 4

Hours of rest in 24-hour period Hours of rest, in any 24-hour period (2) Hours of rest, in any 7-day period (2)

Date

14 ANNEX B(ii)

Hours 0 0 0 1 0 2 0 3 0 4 0 5 0 6 0 7 0 8 0 9 1 0 1 1 1 2 1 3 1 4 1 5 1 6 1 7 1 8 1 9 2 0 2 1 2 2 2 3 2 4

(1)

(2)

For completion and use in accordance with the procedures established by the competent authority in compliance with the relevant requirements of ILO Convention No 180 on Seafarers’ Hours of Work and the Manning of Ships Convention 1996. Additional calculations or verifications may be necessary to ensure compliance with the relevant requirements of ILO Convention No 180 on Seafarers’ Hours of Work and the Manning of Ships Convention, 1996 and the International Convention on Standards of Training, Certification and Watchkeeping, 1978 as amended. (STCW 95)

ANNEX C GUIDANCE ON APPROPRIATE MANNING LEVELS - DECK OFFICERS
Trading Area Unlimited Unlimited Unlimited Near-coastal Near-coastal Near-coastal Size of Ship (gt) 3000 or more 500 or more but less than 3000 less than 500 3000 or more 500 or more but less than 3000 Less than 500 Number of Officers to be carried - STCW 95 Regulation Reg II/2-Master Reg II/2-Ch.Mate Reg II/1-OOW Reg II/3-OOW 1 1 1 1 1 – 1 1 – 1 1 – 2 1 2(a) 1 1(b) – – – – – – 2(c)

Key: (a) (b) (c) may be 1 if the master keeps watch; need not be carried if the master keeps watch; one of these II/3 certificates must have an endorsement for the capacity of master.

15

GUIDANCE ON APPROPRIATE MANNING LEVELS - ENGINEER OFFICERS Engineer Officers Requirements Chief Engineer C/E III/2 Unlimited C/E III/3 < 3000 kW 2/E III/3 < 3000 kW C/E III/2 Unlimited C/E III/2 < 6000 kW NC C/E III/3 < 3000 kW NC SMEOL
< = less than

Trading Area Second Engineer 2/E III/2 Unlimited 2/E III/3 < 3000 kW MEOL (a) 2/E III/2 Unlimited 2/E III/2 < 6000 kW NC 2/E III/3 < 3000 kW NC NC = Near-coastal

Registered Power (kW) Engineer OOW 1 x III/1 1 x III/1 3 2 2 2 2 1 3 Total

Unlimited

3000 or more

Unlimited

750 or more but less than 3000

Unlimited

350 or more but less than 750

Near-coastal

6000 or more

Near-coastal

3000 or more but less than 6000

Near-coastal

750 or more but less than 3000

Near-coastal

350 or more but less than 750

The above table assumes that the ship is classed as U.M.S.

Key:

(a)

The holder may serve in a dual capacity, deck and engine room, provided the ship is not a tanker and the deck service is not as an essential watch-keeper or master

16

Notes:

(i)

All engine room watch ratings must hold watch rating certificates (STCW III/4 certification) issued by MCA-approved companies, except on vessels of less than 750kW.

(ii)

The manning levels are subject to meeting the requirements of Section 1 of this MSN.

The following factors will be considered in varying the requirements given in the above table. Restriction of the vessel’s area of operation. The trading pattern of the vessel. The complexity of the machinery spaces. The vessel not operating under U.M.S. conditions. Technical complexity of the machinery including its control and monitoring systems. Redundancy of the essential machinery. The maintenance regime employed in the upkeep of the machinery and its control systems. The level and availability of technical shore support. ANNEX D

ANNEX E MCA Marine Offices 1. Aberdeen Marine Office Blaikies Quay Aberdeen AB11 5EZ Belfast Marine Office Bregenz House Quay Street Bangor Northern Ireland BT20 5ED Cardiff Marine Office Oxford House Hills Street Cardiff CF1 2TD Dover Marine Office Langdon Battery Swingate Dover CT15 5NA Falmouth Marine Office Pendennis Point Castle Drive Falmouth Cornwall TR11 4WZ Glasgow Marine Office Navy Buildings Eldon Street Glasgow PA16 7QY Great Yarmouth Marine Office 4th Floor Havenbridge House Great Yarmouth NR 30 1HZ Harwich Marine Office East Terrace Walton-on-Naze Essex CO14 8PY Hull(Beverley) Marine Office Crosskill House Mill Lane, Beverley North Humberside HU17 9JB Leith Marine Office 1, John’s Place Leith Edinburgh EH6 7EL Tel: 01224 597900 Fax: 01224 571 920

2.

Tel: 02891 475310 Fax: 02891 475321

3.

Tel: 02920 229 556 Fax: 02920 229 017

4.

Tel:01304 227710

5.

Tel: 01326 310811

6.

Tel: 01475 5533550

7.

Tel: 01493 744300 Fax: 01493 744329

8.

Tel: 01255 682107

9.

Tel: 01482 866 606 Fax: 01482 869 989

10.

Tel: 0131 554 5488 Fax: 0131 554 7689

17

11.

Liverpool Marine Office Hall Road West Crosby Liverpool L23 8SY London Marine Office Central Court, 1B Knoll Rise, Orpington Kent BR6 0JA Milford Haven Marine Office Gorsewood Drive, Hakin Milford Haven Pembrokeshire SA73 3HB Newcastle Marine Office MCA Tyne Compass House Unit 1, Tyne Dock South Shields, Tyne and Wear NE34 9PY Plymouth Marine Office Fish Market Baylys Wharf, Fish Quay Plymouth PL4 OLH Shetland Marine Office The Knab, Knab Road Lerwick Shetland ZE1 0AX Southampton Marine Office Spring Place 105 Commercial Road Southampton SO15 1EG Stockton On Tees Marine Office 3rd Floor, Victoria House Pearson Court, Pearson Way Teesdale Park Stockton On Tees TS17 6PT

Tel: 0151 931 6600 Fax: 0151 931 6615

12.

Tel: 01689 890 400 Fax: 01689 890 446

13.

Tel: 01646 693272

14.

Tel: 0191 496 9900 Fax: 0191 496 9901

15.

Tel: 01752 266 211 Fax: 01752 225 826

16.

Tel: 01595 743514

17.

Tel: 023 80329329 Fax: 023 80329351

18.

Tel: 01642 611040

18

MARINE GUIDANCE NOTE

MGN 221 (M)
TRAINING AND CERTIFICATION GUIDANCE – PART 19 Certificates Of Equivalent Competency
Notice to Owners, Operators, Managers, Masters, and Officers of Merchant Vessels This Note supersedes Marine Guidance Note MGN 179 (M)

Summary This Marine Guidance Note (MGN) is Part of a series which gives guidance on the application of the Merchant Shipping (Training and Certification) Regulations 19971 and the revised International Convention on Standards of Training, Certification and Watchkeeping for Seafarers (STCW 95)2 . In order for the guidance to be easy to use and to keep up-to-date, the individual Parts will retain the same Part number but the MGN number may change if and when revisions are necessary. The front sheet of any revised Part will list the latest MGN numbers. Any reference to "Part" in this MGN relates to this series of Guidance Notes as listed below. Key Points This Part largely reproduces information on UK Certificates of Equivalent Competency (CECs) previously published in Merchant Shipping Notice MGN 179 and incorporates the following changes: • Additional methods of assessment of UK Legal and Administrative Processes (UKLAP) and of English language skills; • Conditions relating to the issue of temporary CECs; • The use of photocopies; • Companies permitted a role in assessing UKLAP and English; • Maritime and Coastguard Agency’s (MCA) audit role.

1 2

SI 1997/348 as amended by SIs 1997/1911 and 2000/836 Available from the Publications Department, International Maritime Organization, 4, Albert Embankment, London SE1 7SR

1

LATEST INDEX TO PARTS

Part No. 1

Subject General requirements for certification and medical fitness Certificates of competency - deck department Certificates of competency - engine department Certificates of competency - radio personnel Special training requirements for personnel on certain types of ship Emergency, occupational safety, medical care and survival functions Alternative certification - dual certification Education and training schemes Procedure for the issue and revalidation of certificates of competency, marine engine operator licences and tanker endorsements. Ratings Conduct of MCA oral examinations Safety training for concessionaires working on passenger ships Use of fishing vessel certificates of competency in standby, seismic survey, and oceanographic research vessels – revised arrangements

Latest MGN Number MGN 91(M)

Issue Date April 2000

2

MGN 92(M)

April 2000

3

MGN 93(M)

April 2000

4

MGN 214(M)

May 2002

5

MGN 95(M)

April 2000

6

MGN 96(M)

April 2000

7

MGN 7(M)

April 2000

8

MGN 8(M)

April 2000

9

MGN 9(M)

April 2000

10 11

MGN 97(M) MGN 69(M)

April 2000 April 2000

12

MGN 120(M)

April 2000

13

MGN 121(M)

April 2000

2

14

STCW 95 application to certificates of service Certification of inshore tug personnel Certificates of competency or marine engine operator licences for service as an engineer officer on commercially and privately operated yachts and sail training vessels STCW 95 certificates of competency - conversion of tonnage limitations from GRT to gt Certificates of Equivalent Competency Certificates of Equivalent Competency (Fishing Vessel) Deck Officer Certificates of Competency for service on commercially & privately operated yachts & sail training vessels

MGN 116(M)

April 2000

15

MGN 209(M)

April 2002

17

MGN 156(M)

February 2001

18

MGN 164(M)

January 2001

19

This note

20

MGN 220(F)

March 2003

21

MGN 195(M)

February 2002

Seafarer Training and Certification Branch Maritime and Coastguard Agency Spring Place 105 Commercial Road SOUTHAMPTON SO15 1EG Tel: 023-8032 9231 Fax: 023-8032 9252 E-mail : [email protected] March 2003 MC 124/1/041

Safer Lives, Safer Ships, Cleaner Seas
3

The MCA is an executive agency of the Department of Transport

All references to "Parts" in this document are to other Parts of this series of Training and Certification Guidance Notes 1.0 1.1 INTRODUCTION This Note describes the requirements and procedures for the issue of a Certificate of Equivalent Competency (CEC), which will enable Officers holding STCW certificates issued by certain non-UK countries to work as Officers on UK-registered merchant ships. This Note reiterates the information previously contained in MGN 179 concerning who qualifies for the certificate and how to apply for it, and explains some additional means of fulfilling the requirements. BACKGROUND 3.0 2.1 Under the Merchant Shipping (Training and Certification) Regulations 1997, Officers serving on UK merchant ships are required to hold a UK Certificate of Competency (CoC) or a UK Certificate of Equivalent Competency (CEC). The Regulations allow Officers who hold STCW certificates issued by certain other Administrations (listed at Annex 1) to be recognised for service in any position (including Master, Mate and Chief Engineer) on UK ships. The position of Master on some types of UK ships (known as strategic ships) is restricted to nationals of certain countries as a result of the Merchant Shipping (Officer Nationality) Regulations 1995. Annex 3 sets out the details as they currently stand but those Regulations are the subject of discussion, which is likely to lead to amendment or reinterpretation in due course. CECs will be issued, on application, to Officers holding STCW CoCs issued by other Administrations in all cases where the UK authorities are satisfied that there are no substantial differences between the standard set by the UK and that represented by other certificates. The CEC will carry identical rights and obligations as a CoC and, like the CoC, it will require revalidation at least every five years and holders will be subject to statutory procedures relating to their conduct. 3.1

A CEC will remain valid only as long as the original STCW CoC remains valid. At all times, the underlying non-UK STCW CoC must be carried with the CEC and be made available for inspection by duly authorised persons. 2.4 Employers can treat a valid CEC as meeting their obligations under the Merchant Shipping (Training and Certification) Regulations and for Safe Manning Documents in exactly the same way as they have accepted CoCs to date. These new arrangements are consistent with EC Directives 89/48/EEC and 92/51/EEC (as amended by 2001/19/EC), which set out requirements for the mutual recognition of qualifications and training. REQUIREMENTS The MCA must ensure that applicants for CECs are qualified to the equivalent standards as holders of UK CoCs. To do this it will consider the standards of education and training represented by the applicant's STCW CoC and where there is no significant difference it will issue a CEC. However, where the MCA judges that a difference in standard does exist, it will assess individual applicants in those subject areas where there is a shortfall. There are three main areas where a difference could exist and which would then need to be assessed: • Standards of Competency; • Use of the English language; • Knowledge of UK Legal and Administrative Processes (UKLAP). There are several ways in which an individual applicant's standards in each of the above can be ensured and these are described in the following paragraphs. Competency 3.3 No CEC will be issued until the standards of technical competency of the relevant country are found by the MCA to be equivalent to those of the UK.

2.5

2.0

2.2

3.2

2.3

4

3.4

USA applicants who hold 500gt and 3000gt (International Tonnage) Certificates of Competency will need to meet the requirements set out in Annex 8 by taking an Oral Examination of Competency at an MCA Marine Office. This is in addition to meeting the other requirements of this MGN. English Language

3.5

It is a requirement of the Merchant Shipping (Minimum Standards of Safety Communications) Regulations 1997 that a common language exist among Officers on board UK ships. Since these Officers are required to read and understand English publications on board, the most useful common language for a UK ship is English. This is also the most commonly used language for international communication. If the MCA is satisfied that the applicant's original STCW CoC satisfactorily tested oral and written English language skills no further test in this topic will be required. If this is not the case, there are various forms of evidence acceptable to the MCA. These are set out in Annex 4.

may attain the required UKLAP knowledge during a shipboard adaptation period of up to 36 months served on board a UK ship. The exact period is at the discretion of the MCA and will be advised on application. As a guide Adaptation Periods normally vary between 2 and 6 months. This should be requested on the Application to Serve an Adaptation Period Form MSF 4206/REV 0895. They will be issued with a temporary CEC at a lower rank, valid for up to six months. 3.12 On completion of the Adaptation Period an Adaptation Report Form MSF 4271/REV 0601 must be completed by the Master of the vessel carrying out the assessment. This is a numbered document and it attests that the candidate has an adequate knowledge of UKLAP. A Master, holding either an UK CoC or a full UK CEC, should complete the form and return it to MCA. If the Master of the vessel holds a temporary CEC, responsibility for the assessment during Adaptation Periods must lie with the shipping company. The Adaptation Report form must additionally be counter-signed and returned to MCA by a senior representative of the shipping company. This representative must be satisfied that they can attest to the candidate’s knowledge of UKLAP. A covering letter explaining that the Master holds a temporary CEC should be sent with the form. The CEC will be upgraded once the Adaptation Period has been completed and the Adaptation Report has been submitted to the MCA and approved. Chief Mate, Chief or 2nd Engineer applicants for CECs at the above levels will be required to undertake the UKLAP Grade 2 open book examination taken by arrangement with SQA at one of their UK examination centres or at British Council centres abroad. See Annex 7 for details of the Grade 2 syllabus. As an alternative to the examination route applicants may attain the required UKLAP knowledge during a shipboard adaptation period of up to 36 months served on board a UK ship. The exact period is at the discretion of the MCA and will be advised on application. As a guide Adaptation Periods usually vary between 2 and 6 months. On completion of the Adaptation

3.6

3.7

UK Legal and Administrative Processes (UKLAP) 3.8 All Officers other than Officers of the Watch must have sufficient knowledge of UK legal and administrative processes to enable efficient ship operation. Unless applicants can prove that they have this knowledge they must be assessed in one of the ways outlined below. Masters applying for CECs may, with MCA approval, undertake an oral examination conducted by an MCA examiner, using the MCA’s syllabus (see Annex 6 for details of the Grade 1 syllabus). Alternatively, they may take the UKLAP Grade 1 open book written test. The test can be taken by arrangement with SQA (Scottish Qualifications Authority) at one of their UK examination centres or at British Council centres abroad. As an alternative to the examination route Masters who are nationals of EEA states 3.14

3.13

3.9

3.10

3.11

5

Period the Master carrying out the assessment, who holds either an UK CoC or a full UK CEC, should sign and return the MCA’s Adaptation Report Form. If the Master of the ship carrying out the assessment holds a temporary CEC, responsibility for assessment during Adaptation Periods must lie with the shipping company. The Adaptation Report form must additionally be counter-signed and returned to MCA by a senior representative of the shipping company. This representative must be satisfied that they can attest to the candidate’s knowledge of UKLAP. A covering letter explaining that the Master holds a temporary CEC should be sent with the form. The CEC will be upgraded once the Adaptation Period has been completed and the Adaptation Report has been submitted to the MCA and approved. Medical fitness 3.15 Applicants will be required to prove an appropriate standard of medical fitness and eyesight. Annex 2 gives details of countries whose medical certificates are currently recognised by the MCA. These are, however, due to be reviewed and amendments to Annex 2 will be published in due course. APPLICATION PROCEDURES AND DOCUMENTATION All documentation and evidence required by the MCA should be submitted as originals with the application. Photocopies of Certificates of Competency and other documents may be submitted as long as they are endorsed as true copies of the original by the issuing country’s administration or a MCA official. Alternatively, companies may elect to endorse copies on behalf of their applicants by entering into a formal agreement with the MCA. In such cases, the company must see the original documentation. NB Where copies of documents have been submitted a temporary CEC only will be issued. Original documents must be sent to the MCA for verification before a full (5 year) CEC will be issued.

4.2

Original documents must be sent to the MCA for verification at the end of the current tour of duty. The following is a brief checklist of the necessary documentation, which should be submitted to the MCA’s Seafarer Training and Certification Branch at the address given in paragraph 10.1: • Application form (MSF 4203) completed by the seafarer with the seafarer’s original signature, together with four attested photographs and the appropriate fee, currently £70 per seafarer. See also Annex 9 for the range of fees, which are currently under review. Consequent changes will be published separately. Payment should be by cheque, banker’s draft or postal order made payable to the Maritime and Coastguard Agency. Credit cards are also now accepted; • Non- UK CoC - All pages of CoCs issued by recognised countries MUST be included – the CoC must bear an STCW95 endorsement; • Valid UK Medical Certificate (ENG1) or other medical certificate acceptable to the MCA (see Annex 2); • Passport or Discharge Book – proof of national identity is required preferably the Discharge Book, but a full passport will be accepted as an alternative; • Evidence of competency in English and UKLAP (see paragraphs 3.5 – 3.14 and Annexes 4,5,6 and 7).

4.3

4.

4.1

4.3

On receipt of the above documentation, the Seafarer Training and Certification Branch will assess the application in accordance with the requirements specified in Section 3. Applicants who fully meet the requirements and have submitted original documentation will be issued with a full UK CEC. Where photocopies are submitted, a temporary CEC will be issued for up to six months pending receipt of the original documentation.

4.4

6

4.5

Applicants who do not fully meet the requirements will be issued with a Notice of Assessment explaining the measures they must take in order to enable a CEC to be issued. COMPANY BASED ASSESSMENTS Where there is an urgent need to ensure that a ship is able to sail under the UK flag with appropriately certificated crew, and in order to minimise the risk of Officers being without documentation during a Port State Control Inspection, the following may apply: • certain Companies, with prior approval from the MCA, may be allowed to attest, by letter signed by a senior company official, to candidates’, knowledge and understanding of English based on the MCA criteria checklist (see Annex 5). We recommend the approach outlined in Annex 5, against which Company procedures will be audited, and the completed criteria checklist should be copied to the MCA with the application. All sections must be completed and endorsed with the company stamp; • Certificates of Competency and other documents may be faxed from the ship to the Company, but they need to be accompanied by confirmation from the ship’s Master that they are faxes of the original; original documents must be sent to the MCA for verification at the end of the current tour of duty; • Companies that carry out these assessments will be subject to an audit of either the Company or the ship, where the auditor may require to see documentation and evidence of assessments and, if possible and where appropriate, to speak to the Officer(s).

given temporary CECs for up to six months (see paragraph 3.11); • in order to enable Officers other than Masters and OOW to complete an Adaptation Period (see paragraph 3.14); no further fee will be charged for issuing full CECs at the end of successfully completed Adaptation Periods; • where attested photocopies are submitted at the time of application, a temporary CEC will be issued pending receipt of the original documentation; • only Companies meeting the MCA standards for flagging in may carry a full complement of Officers serving an Adaptation Period, at or below the rank specified on their CoC. 6.2 A Temporary CEC will be issued for a period of 6 months. During this time, the applicant is expected to meet fully the requirements for issue of a full CEC and provide all remaining information and documentation to the MCA. An extension will not normally be granted. If there are genuine and compelling reasons for an applicant not being able to meet fully the requirements within the 6 month period, a further temporary CEC may exceptionally be issued at the discretion of the MCA for a maximum period of a further 3 months. Full justification for the extension must be provided with the application together with the appropriate fee and application form. All remaining requirements must be met within this further 3 month period. No further extension will be granted. RECOGNITION OF COMPETENCE Those countries whose standards of competency have been considered as being equivalent to those in the UK are listed in Annex 1. This will be updated as and when the position changes by means of a Marine Information Note (MIN)..

5.0 5.1

6.3

6.4

6.5

7.0 7.1

6.0 6.1

TEMPORARY CECs Temporary CECs may be issued in the following circumstances: • Masters of UK ships flagging in, who, for operational reasons, cannot be replaced immediately in order to fulfil the UKLAP requirements, may be

7

8.0 8.1

REVALIDATION Original Certificates of Competency will need to be duly revalidated before a revalidated UK CEC can be issued. Form (MSF 4272) for revalidating UK CECs is available from Seafarer Training and Certification Branch at the address below. All Officers will need to send in their existing CEC, their revalidated CoC and a valid medical certificate. If additional endorsements or a higher certificate are requested, relevant supporting documentation will be required. This requires a new application and fee.

8.2

9.0 9.1

IMMIGRATION RULES CEC applicants who are not nationals of EEA countries should note that they might need to have a work permit if they are intending to work on a ship which operates solely within UK territorial waters. APPLICATION FORMS All relevant forms and further information are available from: The Maritime and Coastguard Agency Seafarer Training and Certification Branch Spring Place 105 Commercial Road Southampton SO15 1EG or from MCA Marine Offices.

10.0 10.1

8

ANNEX 1 COUNTRIES WHOSE CERTIFICATES OF COMPETENCY HAVE BEEN EVALUATED FOR THE PURPOSES OF COMPARING STANDARDS OF COMPETENCY WITH THOSE OF THE UK To date, the following countries’ standards of competency and administration arrangements have been evaluated by the MCA and are considered to be equivalent to UK arrangements for the purpose of issuing Certificates of Equivalent Competency. CECs are normally issued to applicants with capacities and limitations equivalent to their own national CoCs. However, CECs may be issued with lower capacities and limitations if requested. We accept all those listed below under STCW 95. Up to date information is available from the MCA and changes will be published in Marine Information Notes (MINs) as necessary.

EU/EEA Member States Belgium Bulgaria Czech Republic Denmark Faroe Islands Finland France Germany Greece Iceland Italy Netherlands Norway Portugal Republic of Ireland Spain Sweden Australia Canada Croatia Estonia Hong Kong India Jamaica Latvia Lithuania Malta

Non EU/EEA Countries Myanmar New Zealand Pakistan Philippines Poland Romania Russia Singapore South Africa Ukraine USA*

If you wish to apply for a CEC for an applicant from a country not listed above, please contact the MCA. * Holders of USCG CoCs must also refer to Annex B

9

ANNEX 2 COUNTRIES WHOSE MEDICAL TEST CERTIFICATES ARE ACCEPTED BY THE UK TOWARDS A MERCHANT NAVY CERTIFICATE OF EQUIVALENT COMPETENCY Following the implementation of the Merchant Shipping (Medical Examination) Regulations 2002 on the 1st September 2002, only medical certificates issued by countries whose medical standards have been assessed and found to be equivalent to the UK will be accepted towards a UK CEC. These countries are listed in Merchant Shipping Notices MSN 1765(M) and 1766(M). In addition, a live list of those countries assessed to date and found acceptable can be viewed on the MCA website: www.mcga.gov.uk Publications/ Statutory Information/ UK Equivalent Medical Certificates.

EU &EEA Member States Austria Belgium Denmark Finland France Germany Greece Iceland Italy Luxembourg Netherlands Norway Portugal Republic of Ireland Spain Sweden

Non EU & EEA Member States Australia Bulgaria Canada Hong Kong India Jamaica Lithuania New Zealand Pakistan Poland Romania South Africa

Transitional arrangements: For those seeking revalidation and holding a medical certificate which was issued prior to the 1st September 2002 by those countries previously accepted, (as listed below) these certificates will be allowed to run for their full validity. Algeria Angola Argentina Azerbaijan Bangladesh Barbados Bosnia & Herzegovina Brazil Costa Rica Croatia Cyprus Djibouti Egypt Ghana Guinea-Bissau Iraq Israel Japan Korea, Republic of Kyrgyzstan Lebanon Liberia Lithuania Macedonia, The former Yugoslav, Republic of Malta Morocco Panama Peru Poland Russian Federation Singapore South Africa Tajikistan Tunisia Ukraine United States of America Uruguay Yugoslavia

10

ANNEX 3 STRATEGIC SHIPS 1. Vessels registered in the UK which are defined in the Merchant Shipping (Officer Nationality) Regulations 1995 as "strategic" will be required to have a British, British Commonwealth, NATO or EU national, or a national of a state which is party to the EEA Agreement, as Master. "Strategic" vessels are defined as: Fishing Vessels over 24 metres in length; other British ships of 500gt or more which are Passenger Ships with a Class 1 passenger vessel certificate certified to carry more than 200 passengers; Ro-Ro vessels i.e. ships provided with cargo or vehicle spaces in which cargo or vehicles can be loaded and unloaded in a horizontal direction; or Product Tankers i.e. namely oil tankers constructed for the carriage of petroleum products in bulk or chemical tankers constructed for the carriage in bulk of any liquid chemical.

2. a) b)

c)

d)

11

ANNEX 4 EVIDENCE OF KNOWLEDGE OF ENGLISH LANGUAGE The following is acceptable evidence of competency in English. The MCA will need to see documented proof of attainment in one of the following methods: • • Confirmation of proficiency by an MCA surveyor on board ship or in a Marine Office. Passing the Marlins test at an approved Marlins Test Centre (currently available in Poland, Croatia, Ukraine, the Philippines, India, Latvia, Russia and Spain – addresses available from MCA and the Marlin company home page http://www.marlins.co.uk/). At present, this needs to be accompanied by a Company interview to confirm that the owners/managers assess the seafarer’s spoken English to be of an acceptable standard in order to carry out their shipboard duties. The results of the interview can be relayed in a letter from the Company to the MCA. The minimum acceptable pass marks (to be submitted on a Marlins approved centre stamped computer printout) are as follows: Deck Officers Senior Deck Officers Junior Deck Officers 90% 80% Engineering Officers Senior Engineering Officers Junior Engineering Officers 80% 70%

• •

Satisfying the MCA that English is the candidate’s mother tongue (first language). Holding a STCW Certificate of Competency for which the examinations were conducted in English. Holding an advanced English Language Certificate issued by the British Council or an International Language Testing System (IELTS) Test Report showing Overall Band of at least 6. Holding a Certificate of TOEFL (Test Of English as a Foreign Language) as applicable for admission into US universities. Holding a Berlitz Language School Level 2+ Certificate endorsed by the Company. Passing the MCA English language test administered for MCA by the Scottish Qualifications Authority (SQA) and conducted by arrangement with SQA in any British Council office anywhere in the world.





• •

12

ANNEX 5 RECOMMENDED CRITERIA FOR COMPANY-BASED CERTIFICATES OF EQUIVALENT COMPETENCY ENGLISH ASSESSMENTS FOR

WHEN TO USE The assessment method outlined below is for use particularly where applicants for UK Certificates of Equivalent Competency (CECs) are newly or recently recruited and the Company is not otherwise aware of their level of English. The checklist should be used to confirm standards of English and as an auditable record for all CEC applicants. THE ASSESSMENT This is to be conducted on a one-to-one basis with a native English speaker (‘the interviewer’). Where possible the assessments should be tape-recorded. It should consist of three separate sections of approximately one hour in duration altogether. Where there is doubt as to whether certain criteria are being met there may be a need to retry during the assessment, but if the point has to be pressed it should be left. Section 1 - oral interview This should cover general topics, for example career to date, future plans. The questions should enable and encourage discursive responses allowing the seafarer the chance to ask questions or seek clarification. Section 2 - live listening/comprehension The interviewer should, at a steady pace, read a passage lasting 3-5 minutes of a generally maritime nature, e.g. an incident or a procedure. The seafarer may take notes throughout (in their own language if preferred). They should be allowed 2-3 minutes to look over their notes and then be asked to describe the incident in their own words, summarising the main points. Section 3 - specific/job focused communications This Section needs to be tailored to the vocabulary relating to the specific functions to be undertaken by the seafarer. This may need to include listening to radio messages, loudspeaker announcements, and should certainly include the testing of comprehension and communication of the type of orders, statements and requests that the seafarer is likely to hear or have to make. CRITERIA CHECKLIST These criteria are to help establish levels of listening and speaking abilities and are to be filled in each time an assessment of new recruits is made and in all CEC applications to confirm established competence. The criteria are to be used as a checklist and where the interviewer decides that one/some are not met that is to be noted for the record against the criterion (a tick for met and a cross for not met). It will be for the Company to decide whether failure to meet any of the criteria means the seafarer’s level of English would not be sufficient to carry out their functions safely and effectively. The completed criteria sheet and, where available, the tape recording will form the basis of the documentation required for audit.

13

CRITERIA CHECKLIST (insert ✔ for met or ✗ for not met) Speaking 1. Clarity - language is sufficiently clear and accurate to be understood by native and non-native speakers of English; any inaccuracies, faults in intonation or hesitation do not impede comprehension of the points being made. Initiation of dialogue - there is evidence of the seafarer not simply echoing or responding, but also of taking the conversation forward, asking questions and raising other issues. Vocabulary - the seafarer can speak about their main job functions and communicate in both familiar and unfamiliar situations; - their vocabulary is extensive enough to allow some flexibility of expression, and is appropriate to the context/topic. Listening 4. The seafarer shows he can understand the overall theme in ways other than repeating back to the examiner word for word. Key points can be identified. Inferences and conclusions can be drawn. The seafarer can demonstrate understanding of work-related communications delivered in a variety of registers and in varying degrees of complexity. Company Stamp

2.

3.

5. 6. 7.

Comments

Company assessment I can confirm that the standard of English of ................................................................................................................. (name) ................................................................................................................. (function) was assessed today..........................................(date) / has been tested over ............mths/yrs* (period of employment) and was found to be acceptable not acceptable by .................................………….(signature)..............................................................(print name) date ……………………………………….. (*delete/complete as appropriate)

14

ANNEX 6 CERTIFICATE OF EQUIVALENT COMPETENCY EXAMINATION IN UK LEGAL AND ADMINISTRATIVE PROCESSES (UKLAP) GRADE 1 – MASTERS INFORMATION FOR CANDIDATES and ORAL SYLLABUS You will be allowed to use any or all of the documents listed in the Permitted Examination Materials in the examination. The use of other documents, notes or CD-ROMs is not permitted.

The examination questions will be drawn from the following topics and will assess your knowledge and understanding

a) b) 2

Period and validity of SAFCON, SEC and Radio Certificates on UK cargo ships; Period and validity of PC on UK passenger ships

Role and function of the Maritime and Coastguard Agency, including: a) Registry of Shipping and Seamen; b) HM Coastguard; c) Enforcement Unit; d) Statutory surveys; e) Port State Control. Certificate of British Registry: a) Information contained within; b) Period of validity; c) Procedure in event of loss or destruction of Register. Assistance overseas: role of the British Consul to assist the Master. Documentation required to be presented on signing on: a) Officers; b) Ratings; c) Procedure for verifying authenticity of UK seafarers’ Certificates. Entries to be made in Official Log Book: a) Dedicated pages; b) Narrative section to include disciplinary procedures; c) Procedure for return to RSS. Crew Agreement: a) Format of Crew Agreement; b) Role of Master as Company Agent; c) Procedure for closing an Agreement; d) Engagement and discharge; e) Law relating to young persons. Seaman left behind: a) Failed to return from shore leave; b) Hospitalised. Death onboard: a) Crew member or passenger.

3

4 5

6

7

8

9

15

10

Role of the MAIB: a) Master’s role in reporting accidents, collision, fire, grounding, personal injury, etc. Provision of Muster, Drills and Training on board. Provision of Health and Safety on UK ships: Safety Officials, safety meetings and the Code of Safe Working Practices for Merchant Seamen, including risk assessment.

11 12

Permitted Examination Material You may use the following documents in the examination. ONLY the following documents may be taken into the examination room. The use of CD-ROMS is not permitted. Reference Books: Shipmasters Business Companion (and annual supplements) by Malcolm Maclachlan from: The Nautical Institute 202 Lambeth Road London SE1 7LQ Tel: 020 7 928 1351 Fax: 020 7 401 2817 e-mail: [email protected] Business and Law Self – Examiner for Deck Officers By Malcolm Maclachlan from:

Kelvin Hughes 26 Holland Street Glasgow G2 4LR Tel: 0141 221 5452 Fax: 0141 221 4688 e-mail: [email protected]

Guidance and Information: Merchant Shipping Notices M 1379 Accommodation- Inspection M1725 Port State Control MGN 17 Musters, Drills and Training MGN 20 MS&FV (Health & Safety at Work) Regulations MGN 88 Employment of Young Persons MGN 111 Maintenance of Lists of Crew Ashore MGN 115 Accident Reporting and Investigation MGN 134 Issue of Discharge Books to UK Seafarers MGN 136 Changes to the amount that may be deducted from seafarers’ wages in respect of breaches of obligations under a Crew Agreement. MGN 148 Approval of Crew Agreements Merchant Shipping Notices are available individually or by annual subscription from; Mail Marketing (Scotland) Unit 6, Bloomsgrove Industrial Estate Norton Street NOTTINGHAM NG7 3JG Tel: 0115 901 3336 Fax: 0115 901 3334

16

Or by annual subscription from: The Marine Information Centre Maritime and Coastguard Agency Spring Place 105 Commercial Road SOUTHAMPTON SO15 1EG Tel: 023 8032 9106 Fax: 023 8032 9388 They can also be accessed from the MCA’s web page on www.mcga.gov.uk under Publications/ Statuatory Information/M Notices or from MCA Marine Offices. Legislation: Primary Merchant Shipping Act 1995

Statutory Instruments Official Log Book Regulations (Amend) (Amend) (Amend) Seaman’s Document Regulations (Amend) (Amend) Repatriation Regulations Returns of Births and Deaths Regulations Crew Agreement, List of Crew and Discharge of Seamen Regulations Health & Safety at Work Regulations H&S Employment of Young Persons Regulations

SI SI SI SI SI SI SI SI SI

1981/569 1985/1828 1991/2145 1997/1511 1987/408 1995/1900 1999/3281 1979/97 1979/1577

SI 1991/2144 SI 1997/2962 SI 1998/2411

Many Statutory Instruments are available, free to read and download, on the MCA website or HMSO website at the following addresses: www.mcga.gov.uk/publications/si/index www.legislation.hmso.gov.uk/stat Statutory Instruments prior to 1987 are not available on these websites. They can be purchased from TSO at the following address: The Stationary Office Ltd PO Box 29 Norwich NR3 1GN Tel: Fax: 0870 600 5522 0870 600 5533

Further related documents Training and Certification series of MGNs: Parts 1-21 Training and Certification Regulations (Amend) (Amend) Minimum Standards of Safety Communications Regulations (Amend) Safe Manning, Hours of Work & Watchkeeping Regulations

SI SI SI SI SI SI

1997/348 1997/1911 2000/836 1997/529 1999/1704 1997/1320

17

ANNEX 7 CERTIFICATE OF EQUIVALENT COMPETENCY EXAMINATION IN UK LEGAL AND ADMINISTRATIVE PROCESSES (UKLAP) GRADE 2 – MATE, CHIEF & SECOND ENGINEER INFORMATION FOR CANDIDATES and ORAL SYLLABUS You will be allowed to use any or all of the documents listed in the Permitted Examination Materials in the examination. The use of other documents, notes or CD-ROMs is not permitted.

The examination questions will be drawn from the following topics and will assess your knowledge and understanding

1

List of Certificates and documents required to be carried on a UK flagged vessel. a) SAFCON, SEC and Radio Certificates. b) Loadline compliance. c) Period and maintenance of validity on UK ships. d) Understanding of survey procedures. Role and function of the MCA. a) Registry of Shipping and Seamen. b) HM Coastguard. c) Port State Control. d) M. Notices: Merchant Shipping Notices (MSNs), Marine Guidance Notes (MGNs) and Marine Information Notes (MINs). Provision of Muster, Drills and Training on board. Provision of Health and Safety on UK ships to include: Safety officials and safety meetings; a comprehensive understanding of the Code of Safe Working Practices, including entry into enclosed spaces, safe movement aboard ships, hatches and lifting appliances, means of access and risk assessment. An outline knowledge of entries to be made in Official Log Book. a) Dedicated pages b) Narrative section to include disciplinary procedures.

2

3 4

5

Permitted Examination Material You may use the following documents in the examination. ONLY the following documents may be taken into the examination room. The use of CD-ROMS is not permitted. Reference Books: Shipmasters Business Companion (and annual supplements) by Malcolm Maclachlan from: The Nautical Institute 202 Lambeth Road London SE1 7LQ Tel: 020 7928 1351 Fax: 020 7 401 2817 e-mail: [email protected]

18

Business and Law Self -Examiner for Deck Officers by Malcolm Maclachlan from:

Kelvin Hughes 26 Holland Street Glasgow G2 4LR Tel: 0141 221 5452 Fax: 0141 221 4688 e-mail: [email protected]

Guidance and Information: Merchant Shipping Notices M 1379 Accommodation- Inspection M1725 Port State Control MGN 17 Musters, Drills and Training MGN 20 MS&FV (Health & Safety at Work) Regulations MGN 88 Employment of Young Persons MGN 111 Maintenance of Lists of Crew Ashore MGN 115 Accident Reporting and Investigation MGN 134 Issue of Discharge Books to UK Seafarers MGN 136 Changes to the amount that may be deducted from seafarers’ wages in respect of breaches of obligations under a Crew Agreement. MGN 148 Approval of Crew Agreements Merchant Shipping Notices are available individually or by annual subscription from; Mail Marketing (Scotland) Unit 6, Bloomsgrove Industrial Estate Norton Street NOTTINGHAM NG7 3JG Tel: 0115 901 3336 Fax: 0115 901 3334 They can also be accessed from the MCA’s web page on www.mcga.gov.uk under Publications/ Statuatory Information/M Notices or from MCA Marine Offices.

19

Legislation: Primary Merchant Shipping Act 1995 Statutory Instruments Official Log Book Regulations (Amend) (Amend) (Amend) Seaman’s Document Regulations (Amend) (Amend Health & Safety at Work Regulations

SI 1981/569 SI 1985/1828 SI 1991/2145 SI 1997/1511 SI 1987/408 SI 1995/1900 SI 1999/3281 SI 1997/2962

Many Statutory Instruments are available, free to read and download, on the MCA website or HMSO website at the following addresses: www.mcga.gov.uk/publications/si/index www.legislation.hmso.gov.uk/stat Statutory Instruments prior to 1987 are not available on these websites. They can be purchased from TSO at the following address: The Stationary Office Ltd PO Box 29 Norwich NR3 1GN Tel: Fax: 0870 600 5522 0870 600 5533

Further related documents Training and Certification series of MGNs: Parts 1-21

20

ANNEX 8 ORAL EXAMINATION OF COMPETENCY- HOLDERS OF USCG CoCs Applicants holding USCG 500gt and 3000gt (International Tonnage) Certificates of Competency will be required to pass the following MCA oral examination of competency, for which an additional fee is payable (see Annex 9), in addition to meeting the other requirements of this MGN: For candidates wishing to use their CEC in Merchant Vessels: Chief Mate 500gt near coastal Chief Mate 500gt Oceans Master 3,000gt Oceans Oral D from MGN 69 from appropriate perspective Oral D from MGN 69 from appropriate perspective Oral B from MGN 69 from appropriate perspective

For candidates wishing to have their CEC limited to yacht service only (e.g. for use under the Code of Practice for Large Commercial Sailing and Motor Vessels): Mate 500gt near coastal Mate 500gt Ocean Mate 3,000gt near coastal Mate 3,000gt Ocean Master 500gt near coastal Master 500gt Ocean Master 3,000gt near coastal Master 3,000gt Ocean OOW oral from MGN 195 OOW oral from MGN 195 OOW oral from MGN 195 OOW oral from MGN 195 Master 500gt oral from MGN 195 Master 500gt oral from MGN 195 Master 3,000gt oral from MGN 195 Master 3,000gt oral from MGN 195

All candidates should note that any limitation as to area of operation or capacity on the original Certificate of Competency will be carried forward to the Certificate of Equivalent Competency. A ‘near coastal’ certificate issued by the USCG will have the CEC endorsed ‘USA near coastal area only’.

21

ANNEX 9 Payable to MCA at time of application FEES FOR CERTIFICATES OF EQUIVALENT COMPETENCY (As at July 2002 )

Certificates Issue of a CEC Revalidation of a CEC to STCW 95 Revalidation of a STCW 95 CEC Upgrade of a current CEC Addition of Tanker Endorsement to CEC

Payable to MCA £70.00 £50.00 £30.00 £70.00 £20.00

Payable to MCA or SQA at time of application

UKLAP FEES Payable to MCA Oral Examinations £74.00 £74.00 Payable to SQA* Written Examinations £60.00 £60.00

Examination

Grade 1 (MN) Grade 2 (MN)

Payable to MCA or SQA at time of application

ENGLISH LANGUAGE ORAL EXAM FEES

Examination

Payable to MCA Oral Examinations £74.00

Payable to SQA* Oral Examinations £60.00

English Language

Payable to MCA at time of application

ORAL EXAM OF COMPETENCY

Payable to MCA

£111.00

*Details of how to apply to the SQA are given on the Notice of Assessment

22

MARINE GUIDANCE NOTE

MGN 97 (M)
TRAINING AND CERTIFICATION GUIDANCE – PART 10 Ratings
Notice to Owners, Masters, Deck and Engineer Officers and Ratings of Merchant Vessels and those concerned with Maritime Training. This Note supersedes Marine Guidance Note MGN 10(M) and should be read in conjunction with Merchant Shipping Notices Nos MSN 1692(M) and MSN 1740(M) (or subsequent amendments).

Summary This Marine Guidance Note (MGN) is part of a series which gives guidance regarding the application of the Merchant Shipping (Training and Certification) Regulations 19971. In order for the guidance to be easy to use and to keep up-to-date, the individual Parts will retain the same Part number but the MGN number may change if and when revisions are necessary. The front sheet of any revised Part will list the latest MGN numbers. Any reference to “Part” in this Note relates to this series of Guidance Notes as listed below. Key Point This Part gives information and guidance regarding the grading and training requirements for ratings employed on different types of ship. The requirements are framed to meet those of STCW 95, the International Labour Organisation – Able Seamen Convention 1946 and the IMO Safety of Life at Sea Convention.

LATEST INDEX TO PARTS Part No. Subject Latest MGN Number MGN 91(M) MGN 92(M) MGN 93(M) MGN 94 (M) MGN 95(M) MGN 96(M) Issue Date

1 2 3 4 5 6

General requirements for certification and medical fitness Certificates of competency – deck department Certificates of competency – engine department Certificates of competency – radio personnel Special training requirements for personnel on certain types of ship Emergency, occupational safety, medical care and survival functions

April 2000 April 2000 April 2000 July 1999 April 2000 April 2000

1

SI 1997/348 as amended by SI 1997/1911

1

7 8 9

Alternative certification – dual certification Education and training schemes

MGN 7(M) MGN 8(M)

April 2000 April 2000 April 2000

Procedure for the issue and revalidation of MGN 9(M) certificates of competency, marine engine operator licences and tanker endorsements. Ratings Conduct of MCA oral examinations Safety training for concessionaires working on passenger ships Use of fishing vessel certificates of competency in standby, seismic survey and oceanographic research vessels – revised arrangements STCW 95 application to certificates of service Certification of inshore tug personnel Certification of inshore craft personnel (other than tugs) This Note MGN 69(M) MGN 120(M)

10 11 12

April 2000 April 2000

13

MGN 121(M)

April 2000

14 15 16

MGN 116(M) MGN 117(M) MGN 126(M)

April 2000 April 2000 Not yet issued

Seafarer Standards Branch Maritime and Coastguard Agency Spring Place 105 Commercial Road Southampton SO15 1EG Tel: 02380 329231 Fax: 02380 329252 E-mail: [email protected] April 2000 MC124/1/029 © Crown copyright 2000
An executive agency of the Department of the Environment, Transport and the Regions

2

All references to “Parts” in this document are to other Parts of this series of Training and Certification Guidance Notes 1.0 1.1 Introduction The Merchant Shipping (Training and Certification) Regulations 1997 (the Regulations) implement in the United Kingdom some of the requirements of the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978, as amended in 1995 (STCW 95)2, and its associated Code (STCW Code). The three international instruments which regulate the training and certification of ratings are: .1 The International Labour Organisation (ILO) – Able Seaman -Convention 1946; .2 The International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978, as amended in 1995 (STCW 95) and its associated STCW Code; and .3 The International Convention for the Safety of Life at Sea, 1974, and its Protocol of 1978, as subsequently amended (SOLAS)2. 1.3 These Conventions specify certain training and experience requirements for all seafarers and further requirements for those who have designated safety and pollution prevention duties on board. All ratings must be properly trained, with appropriate certification, in accordance with the requirements of the relevant Conventions. The United Kingdom is a party to all three Conventions. The intention of this guidance note is to summarise and explain the requirements of the Conventions, and the UK regulations which implement them, insofar as they relate to ratings. Those seafarers who were serving as Category 1 or 2 seamen on or before 1 August 1998 may continue in this capacity until 31 January 2002. By this date they must obtain a STCW 95 watch rating certificate (see also paragraph 4.5). In the context of this Part the term “seafarer” does not include hairdressers, entertainers, shop assistants or other staff employed by concessionaires on ro-ro ferries or passenger vessels. These are dealt with separately in part 12. Mandatory Requirements STCW 95 requires all seafarers to be medically fit with special emphasis on sight and hearing: the sight requirement being especially relevant to deck personnel. In order to meet this requirement all seafarers should meet the appropriate requirements of the Merchant Shipping (Medical Examinations) Regulations 1983,3 as amended, before they are employed for shipboard duties. Further information about medical fitness requirements is provided in Part 1 and Merchant Shipping Notices MSN 1745(M&F) and MSN 1746(M). All seafarers having undertaken less than 6 months sea-service on 1 August 1998 must , to meet the requirements of STCW Code A-VI/1.1, successfully complete approved familiarisation training in Personal Survival Techniques before they are assigned to shipboard duties. Ship owners and operators must also ensure that all those employed on the ship, are, on joining, given Familiarisation training in respect of emergency duties as well as routine duties and functions for the safe operation of the ship and the protection of the marine environment.

1.2

1.4

1.5

1.6

2.0 2.1

2.2

2

Available from the Publications Section, The International Maritime Organization, 4, Albert Embankment, London SE1 7SR. 3 SIs 1983/808, 1985/512, 1990/1985 3

2.3

The shipowner or operator must ensure that all seafarers are able to communicate in the common working language determined for the ship. All seafarers having undertaken less than 6 months sea-service on 1 August 1998 who have been assigned designated safety or pollution prevention duties must also successfully complete those elements of approved basic training, as appropriate to their duties and functions. The four elements of basic training are: .1 .2 .3 .4 personal survival techniques (STCW Code-Table A-VI/1-1); fire prevention and fire-fighting (STCW Code-Table A-VI/1-2); elementary first aid (STCW Code-Table A-VI/1-3); personal safety & social responsibilities (STCW Code-Table A-VI/1-4).

2.4

3.0 3.1

Grading of Seafarers Seafarers are graded according to their training, qualifications and experience. The Merchant Shipping (Safe Manning, Hours of Work and Watchkeeping) Regulations 19974 require shipowners to ensure that their manning arrangements provide a good balance of experience and skill within the crew as a whole. The grading of seafarers described below should assist in achieving this aim. Trainee Rating (Deck or Engine Departments) Trainee ratings must be at least 16 years of age, medically fit and have undertaken Personal Survival Techniques training and the Familiarisation training referred to in paragraph 2.2 above before being assigned to duties. However, young persons sponsored by Job Centres in the UK, who are not employed as part of the normal crew and do not accumulate more than one month service in total on board the vessel, are not required to undertake the training in Personal Survival Techniques. Deck Department Deck Rating Grade 2. To qualify for this grading, a seafarer must be at least 17 years old and should have either successfully completed the four elements of basic training described in paragraph 2.4.1–4 above; or .1 .2 have completed, prior to 1 August 1998, acceptable survival and fire-fighting training and more than 6 months sea-service; and have obtained a Navigational Watch Rating Certificate (known as a Watch Rating Certificate) after meeting the requirements of STCW Code A-II/4, as described in paragraphs 4.1 to 4.5 below; or be the holder of an Efficient Deck Hand (EDH) certificate, (for which qualification and application details appear in paragraph 3.5 below and Annex 1 ), in which case the seafarer must obtain a Watch Rating Certificate within one month of joining the vessel; or be the holder of a VQ2 in Marine Vessel Operation, in which case the seafarer must obtain a Watch Rating Certificate within one month of joining the vessel.

3.2 3.2.1

3.3 3.3.1

.3

.4

3.3.2

Deck Rating Grade 1. To qualify for this grading, a seafarer must hold an AB certificate; or .1 have completed 36 months sea service in total, of which at least 12 months must have been served in the deck compartment; and

4

SI 1997/1320 as amended by SI 1997/1911 4

.2 3.4 3.4.1

have met the requirements for Deck Rating Grade 2.

AB Certificate To qualify for the issue of an AB certificate, a seafarer must have: .1 .2 .3 .4 .5 .6 attained the age of 18; obtained a Watch Rating Certificate; obtained an EDH certificate or a VQ2 in Marine Vessel Operation; obtained a Certificate of Proficiency in Survival Craft and Rescue Boats (CPSC&RB) or a Certificate of Proficiency in Survival Craft (CPSC) or a Lifeboatman certificate; produced proof of medical fitness; and completed at least 24 months sea-service in the deck department or 36 months as a General Purpose (GP) rating, of which at least 12 months was on deck duties.

3.4.2

Sea-service performed in a deck capacity on sea-going fishing vessels of more than 16.5m in registered length, Royal Naval ships or Mobile Offshore Units (MOU) will be counted in full but at least 6 months sea-service on merchant ships will be required for certification as an AB seaman. Seafarers with MOU sea service unable to complete the required 6 months on merchant ships will be issued with an AB certificate suitably endorsed with a limitation for use on MOUs. This limitation will be removed at a Maritime and Coastguard Agency (MCA) Marine Office on completion of 6 months sea service on merchant ships. An AB certificate may be obtained from any MCA Marine Office listed at Annex 4 on completion of an application form and on production of supporting evidence to confirm that all the conditions listed in paragraph 3.4.1 above have been met. A prescribed fee will be charged for this service. Efficient Deck Hand (EDH) Certificate EDH is the qualifying examination for AB and deck rating certification. This can be taken after a seafarer has: .1 .2 .3 attained the age of 17; served at least 12 months in the deck department of sea-going merchant ships; and obtained a Navigational Watch Rating Certificate or a Steering Certificate

3.4.3

3.4.4

3.5 3.5.1

3.5.2

Service in the deck department in High Speed Craft (HSC), tugs, dredgers, standby vessels, survey vessels, RN ships and fishing vessels of more than 16.5m registered length is also acceptable. Service in MOUs will be counted if serving as part of the deck crew. Six months service in the deck department in HSC will be accepted in place of the 12 months service specified in paragraph 3.5.1.2 above, towards the issue of an EDH limited to HSC. This limitation may be removed on completion of 12 months sea service. The syllabus for EDH training and certification is given in Annex 1. Training providers must obtain approval from the MCA both to conduct EDH courses and for individual examiners. With effect from the date of issue of this MGN, there is no requirement for existing training providers to seek re-approval.

3.5.3

3.5.4 3.5.5

5

3.5.6

Approved training providers will issue certificates on behalf of the MCA and are required to maintain full records of all certificates issued. These certificates must be in the approved format as shown in Annex 2 of this note. Holders of a level 2 VQ in Marine Vessel Operations may obtain an EDH certificate without further examination. Engine Department Engine-Room Rating. To qualify for this grading, a seafarer must be at least 17 years old and have: .1 obtained an Engine-Room Watch Rating Certificate after meeting the requirements of STCW Code A-III/4, as described in paragraphs 4.1 to 4.5 below; and have either successfully completed the four elements of the basic training described in paragraph 2.4.1–4 above; or completed prior to 1 August 1998 acceptable survival and fire-fighting training and more than 6 months sea service.

3.5.7

3.6 3.6.1

.2 .3 3.7 3.7.1

General Purpose (GP) Ratings GP ratings are those who have been trained in both deck and engine-room duties. Such ratings may be employed in either department according to the needs and requirements of the company. GP Ratings Grade 2 are those who hold a navigational Watch Rating Certificate as well as an engine-room Watch Rating Certificate. They can be employed where the Safe Manning Document (SMD) stipulates the requirements for Deck or GP Rating Grade 2 or Engine-Room Rating. GP Ratings Grade 1 are those who meet the requirements for Deck Rating Grade 1 and hold an engine-room watch rating certificate. They can be employed where the SMD stipulates the requirements for Deck Rating Grade 1 or 2, Engine-Room or GP Rating. Watch Rating Certificates UK companies may apply to the MCA for approval to issue Watch Rating Certificates on its behalf. Companies to which the International Safety Management Code applies, must be in full compliance before issuing Watch Rating Certificates which must be in the approved format shown at Annex 3 of this Part. Applications for authorisation to issue Watch Rating Certificates should be addressed to the MCA, Seafarer Standards Branch, at the address given at the front of this Part. In their application, companies must demonstrate that they have adequate arrangements for training and assessing watchkeeping ratings and an acceptable quality control system. They will also be required to provide details of any special training they may propose to give in the case of the requirements at paragraph 4.3.2 below. Any approved special training may be undertaken either ashore or on board and may form part of a pre-sea training programme. MCA approval will be subject to periodic review and evaluation and may be withdrawn if the MCA’s requirements are not met. Once a company has been approved by MCA, it may issue approved Watch Rating Certificates to any rating who meets the following STCW 95 requirements: .1 .2 is not less than 17 years old; has completed, either at least 6 months approved sea-going service in the relevant department or has completed special training and at least 2 months approved sea going service; and has either

3.7.2

3.7.3

4.0 4.1

4.2

4.3

6

.3

successfully completed all 4 elements of the basic training specified in paragraph 2.4.1–4 above; or has completed, prior to 1 August 1998, acceptable survival and fire-fighting training and more than 6 months sea-service; or has an EDH certificate; or a level 2 VQ in Marine Vessel Operations (deck); and has been assessed by a responsible officer of the ship appointed by the company, and has been found to have met the requirements and performance standards specified in STCW Code A-II/4 or A-III/4 in the case of deck and engine-room ratings respectively.

.4

.5 .6

4.4

A copy of each certificate issued must be forwarded for registration to the Seafarer Standards Branch of the MCA, at the address given at the front of this Part, as soon as possible after issue of the original to the rating. The company must also maintain full records of all certificates issued to enable questions on validity to be answered and checks to be made. Companies approved by the MCA for the issue of Watch Rating Certificates should ensure that ratings holding STCW 78 Watch Rating Certificates (EXN 87 and 88) are issued with STCW 95 certificates, following the procedure outlined above, by 1 February 2002. Additional Training Requirements STCW 95 includes additional training requirements for ratings serving on certain types of ship. These requirements are detailed in Part 5 but are summarised as follows. Tankers Any rating who is assigned specific duties and responsibilities related to cargo or cargo equipment (eg pumpman) must have successfully completed: .1 .2 .3 .4 an advanced fire fighting training programme as specified in section A-VI/3 of the STCW Code; and at least 3 months approved sea-going service on tankers in order to acquire adequate knowledge of safe operational practices; or a tanker familiarisation training programme approved by the MCA covering at least the syllabus given in paragraphs 2 to 7 of section A-V/1of the STCW Code; or at least 30 days service under the supervision of qualified officers on a tanker of not less than 3000gt engaged on voyages not exceeding 72 hours.

4.5

5.0 5.1 5.2 5.2.1

5.2.2

Ratings or trainees meeting the above requirements should present the evidence to a MCA Marine Office where their discharge books will be appropriately endorsed. Those meeting the above requirements but not holding a UK discharge book will be issued with a paper certificate. Ro – Ro Passenger ships Ratings and other personnel on ro-ro passenger ships are required to undertake the training specified in STCW Code A-V/2 paragraphs 1 to 3 (crowd management, familiarisation and safety training for direct services to passengers). For continued service, appropriate refresher training in respect of crowd management is required to be undertaken at intervals not exceeding five years, or evidence, must be produced to the employer or official of an authorised body of having achieved the required standard of competence within the previous five years. This may be achieved by 12 months sea service in the relevant type of ship within the previous 5 years.

5.3 5.3.1

5.3.2

7

5.4 5.4.1

Passenger Ships other than Ro-Ro Passenger Ships Ratings and other personnel on passenger ships designated on muster lists to assist passengers in emergency situations are required to undertake training specified in STCW Code A-V/3 paragraphs 1 to 3 (crowd management, familiarisation and safety training for direct services to passengers). For continued service, appropriate refresher training in respect of crowd management is required at intervals not exceeding five years or evidence of having achieved the required standard of competence within the previous five years must be produced to the employer or an official of an authorized body. This may be achieved by 12 months sea-service in the relevant type of ship within the previous 5 years. Deck ratings on High Speed Craft (HSC) and Mobile Offshore Units (MOUs) Ratings employed on HSC must receive instructions and training, as specified in section 18.3.6 of the IMO’s HSC Code 2 in addition to other training requirements specified in this Note, as applicable. Ratings employed on MOUs may be required by the Health and Safety Executive, to undertake additional training. The grading structure for ratings described in paragraph 3 above also applies to ratings on HSC and MOUs. Marine Evacuation System Training Owners/operators are required to ensure that ratings with designated duties on the deployment of Marine Evacuation Systems (MES) are trained in accordance with the requirements of Regulation III/19.3.3.8 of SOLAS 74 2 (as amended). Appropriate documents should be issued to those trained in the deployment of MES. Maintenance of Records Companies, in line with the responsibilities given to them by STCW 95 (Regulation I/14), should maintain records and provide documentary evidence in respect of any person meeting the appropriate standard for all certificates and training requirements described above. Further Advice Further information if required, is available from the MCA at any MCA Marine Office or at the address given at the beginning of this MGN.

5.4.2

5.5 5.5.1

5.5.2 5.5.3 5.6 5.6.1

6.0 6.1

7.0 7.1

8

ANNEX 1 EFFICIENT DECK HAND (EDH) CERTIFICATES 1.0 1.1 Entry Requirements Candidates must:.1 .2 .3 be at least 17 years of age; have successfully completed the basic training required by STCW Code A-VI/1; hold a Navigational Watch Rating Certificate ; or a steering certificate; or proof of having obtained sufficient experience; .4 .5 1.2 2.0 2.1 2.2 meet the medical fitness requirements; and have completed 12 months sea service in the deck department; or hold a deck officer certificate of competency (Fishing).

Candidates with other types of sea service or training may be considered by the MCA for entry to the examination on an individual basis. Examination Syllabus Meaning of common nautical terms. Navigational watchkeeping duties as follows: .1 .2 .3 duties of a bridge lookout and the reporting of lights and objects; knowledge of the compass card in 360o notation;* understand helm orders.** * holders of Watch Rating and Steering Certificates will not be examined on this section; and

Note:

** holders of steering certificates will not be examined on this section. 2.3 Life saving appliances and fire fighting appliances as follows: .1 .2 .3 .4 .5 .6 2.4 understand the importance of musters and drills and know what action to take on hearing alarm signals; understand the general arrangement and the dangers of fixed smothering systems; understand correct operation, precautions and dangers of lifeboat release gear; understand the procedures for boat preparation and launching; understand the precautions to be observed when maintaining lifeboats and davits; understand the importance of fire and watertight doors.

Practical work as follows: .1 Common knots, bends and hitches including: reef knot, timber hitch, clove hitch, bowline, bowline on the bight, sheet bend, double sheet bend, sheepshank, rolling hitch, round turn and two half hitches, figure of eight knot, fisherman’s bend, monkey’s fist, wall and crown knot; .2 Common splices including: eye splice in eight strand plaited rope; eye, back and short splice in three strand rope; eye splice with locking tuck in wire rope. 9

.3 .4 .5 .6 .7 .8 .9 .10 .11 .12 .13 .14 2.5 2.5.1

parcel and serve a splice; whippings and seizings; care, use and storage of ropes and wire; the correct fitting of wire grips (e.g. ‘Bulldog’ grips); use and selection of stoppers for wires and ropes; slinging of stages and bosun’s chair; rigging of pilot ladders, gangways and accommodation ladders; rigging of a hydrostatic release unit; rigging a derrick; securing the deck for severe weather; opening and closing of hatches and watertight doors including bow, stern and other shell doors; marking of anchor cables.

Code of Safe Working Practice for Merchant Seamen (COSWP) 1998 In each of the sections below, the candidate will be expected to have a good working knowledge of the COSWP relevant to a seaman’s duties and responsibilities as follows: Duty and Responsibility .1 .2 Protective clothing and equipment Safety signs and to include standard signs and colours for dangerous goods, pipe lines, fire extinguishers and gas cylinders Safety induction Fire precautions Emergency procedure Safe movement on board ship Working aloft and outboard Work in machinery spaces Permit to Work Enclosed spaces Boarding arrangements Manual lifting and carrying Use of work equipment Lifting plant Hydraulic and pneumatic equipment Batteries Anchoring and mooring Hatches Relevant section of COSWP Ch.4 Ch.5

.3 .4 .5 .6 .7 .8 .9 .10 .11 .12 .13 .14 .15 .16 .17 .18

Ch.8 Ch.9 Ch.10, sections 1-6 Ch.13 Ch.15, sections 1-6 Ch.15, sections 7-10 Ch.16, sections 1-2 Ch.17, sections 1-5 and 8-11 Ch.18 Ch.19 Ch.20, sections 1-4 and 7-10 Ch.21, sections 1-7 and Annex 21.1 Ch.22, section 10 Ch.22, section 16 Ch.25 Ch.26

10

ANNEX 2 SPECIMEN EFFICIENT DECK HAND CERTIFICATE (To be produced and registered locally by the issuing Training Provider.)

Name of Issuing Training Provider

No. [Training Inst. to allocate] Address and Contact Details

EFFICIENT DECK HAND CERTIFICATE (Qualifying examination for AB) This is to certify that: Full Name of Candidate [ Date of Birth [ Discharge Book No. [ or other national ID ] ] ]

has met the requirements laid down in the International Labour Organisation Certification of Able Seamen Convention 1946 (No. 74) This Certificate is issued under the authority of the Maritime and Coastguard Agency of the United Kingdom of Great Britain and Northern Ireland, an executive agency of the Department of the Environment, Transport and the Regions. Name and Signature of Training Provider’s Authorised Representative [ Signature of Seaman [ ] ] Training Provider Stamp and Date

Inquiries concerning the validity of this certificate should be addressed to the Training Provider at the address on the certificate.

11

ANNEX 3

SPECIMEN WATCH RATING CERTIFICATE (To be produced and registered locally by the issuing company. A copy of each certificate issued should be sent to the MCA at the address below.

No. [Company to allocate] Name of Issuing Company Address and Contact Details

[NAVIGATIONAL][ENGINE-ROOM]* WATCH RATING CERTIFICATE This is to certify that Full Name of Candidate [ Date of Birth [ Discharge Book No. [ or other national ID has met the requirements laid down in Regulation [II/4 (deck)][III/4 (engine-room)]* of STCW 95 and the standards of competence specified in section [A-II/4][A-III/4]* of the STCW Code, and is competent to serve as a rating forming part of a [navigational][engine-room]* watch on a seagoing ship of 500gt/750kW* or more. This Certificate is issued under the authority of the Maritime and Coastguard Agency of the United Kingdom of Great Britain and Northern Ireland, an executive agency of the Department of the Environment, Transport and the Regions. Signature and Name of Company’s Authorised Representative [ Signature of Rating [ *Delete as appropriate Inquiries concerning the validity of this certificate should be addressed to the company at the address above or to the Maritime and Coastguard Agency, Seafarer Standards Branch, Spring Place, 105 Commercial Road, Southampton SO15 1EG. Tel. 02380 329231. Fax: 02380 329252. E-mail: [email protected] ] ] Company Stamp and Date ] ] ]

12

ANNEX 4 MCA MARINE OFFICES ISSUING AB CERTIFICATES 1. Aberdeen Marine Office Blaikies Quay Aberdeen AB11 5EZ Beverley Marine Office Crosskill House Mill Lane Beverley North Humberside HU19 9JB Cardiff Marine Office 2nd Floor Oxford House Hills Street Cardiff CF1 2TD Glasgow Marine Office 6000 Academy Park Gower Street GIasgow G51 1TR Liverpool Marine Office Graeme House 2nd Floor Derby Square Liverpool L2 7SQ London Marine Office Central Court 1B Knoll Rise Orpington Kent BR6 OJA Newcastle Marine Office Government Buildings Broadway West Gosforth Newcastle upon Tyne NE3 2JL Southampton Marine Office Spring Place 105 Commercial Road Southampton SO15 1EG Tel: 01224 574 122 Fax: 01224 571 920

2.

Tel: 01482 866 606 Fax: 01482 869 989

3.

Tel: 02920 229 556 Fax: 02920 229 017

4.

Tel: 0141 427 9400 Fax: 0141 427 9401

5.

Tel: 0151 471 1142 Fax: 0151 471 1143

6.

Tel: 01689 890 400 Fax: 01689 890 446

7.

Tel: 0191 285 7171 Fax: 0191 284 7464

8.

Tel: 02380 329 329 Fax: 02380 329 351

13

MERCHANT SHIPPING NOTICE

MSN 1798 (M)
Countries whose Medical Certificates are Accepted as equivalent to the UK Medical Certificate from 1 April 2006
Notice to all Shipowners, Agents, Masters, Seafarers, MCA Approved Medical Practitioners and Approved Medical Referees. This Notice replaces the list published in Merchant Shipping Notice MSN 1788 (M). It should be read in conjunction with MSN 1765 (M).

Summary This Notice is effective from the 1 April 2006 and replaces the list published in MSN 1788 (M). It is re-issued annually to reflect any new countries added to the list.

1.0 1.1

Introduction The Merchant Shipping (Medical Examination) Regulations 2002 as amended, make it a legal requirement for any seafarer (as defined in the Regulations), to hold a valid certificate attesting to their medical fitness for the work for which they are employed. The requirement for a medical fitness certificate does not apply to anyone employed on a fishing vessel, a non commercial pleasure vessel, an offshore installation while on its working station, or to those specified in paragraph 2.2.2 of MSN 1765(M). Acceptable Medical Fitness Certificates The following certificates are acceptable for seafarers on sea-going United Kingdom ships (as defined in the Regulations): (i) a certificate (known as an ENG1) issued in accordance with the provisions of the Regulations by an MCA approved medical practitioner (known as an approved doctor), listed annually in a Merchant Shipping Notice, (currently MSN 1797(M)); or a valid national seafarer medical certificate issued by the Maritime Authority of any country listed in Annex A of this Notice. The certificate is one which would normally be issued to a national of that country, by a doctor approved by that country, wherever he/she may be located. It does not entitle these doctors to issue UK medical certificates.

1.2

2.0 2.1

(ii)

-1-

Further countries will be added to this list as and when their standards have been assessed for equivalency. 3.0 3.1 Further Information This Notice will be updated and re-issued annually. The list is also available on the MCA's webpage at:
www.mcga.gov.uk/seafarer information/health and safety/seafarer medical information

and is updated whenever any new country is assessed as equivalent.

More Information
Seafarer Health and Safety Branch Maritime and Coastguard Agency Bay 2/09 Spring Place 105 Commercial Road Southampton SO15 1EG Tel : Fax : e-mail: General Inquiries: +44 (0) 23 8032 9249 +44 (0) 23 8032 9251 seafarer.h&[email protected] 24 Hour Infoline [email protected] 0870 600 6505

MCA Website Address: www.mcga.gov.uk File Ref: Published: MC 018/003/0096 May 2006

© Crown Copyright 2006

Safer Lives, Safer Ships, Cleaner Seas
Printed on material containing minimum 75% post-consumer waste paper

-2-

ANNEX A

COUNTRIES WHOSE MEDICAL CERTIFICATES ARE ACCEPTED AS EQUIVALENT TO THE UK MEDICAL CERTIFICATE
The following are countries whose national seafarer medical certificates are accepted as equivalent to the UK’s ENG 1 medical certificate. It does not authorise doctors from these countries to issue ENG 1 certificates.

Australia Austria* Belgium* Bulgaria Canada Croatia* Cyprus* Czech Republic* Denmark* Estonia* Finland* France* Germany* Greece* Hong Kong Hungary* Iceland** India Ireland (Republic of)* Italy*

Jamaica Latvia* Lithuania* Luxembourg* Malta* Netherlands* New Zealand Norway** Pakistan Poland* Portugal* Romania Slovakia* Slovenia* South Africa Spain* Sri Lanka Sweden* Ukraine

* EU Member States ** EEA (European Economic Area) States This list reflects the Merchant Shipping (Medical Examination) Regulations as amended, which came into effect on the 1 September 2002. Medical certificates issued by countries previously recognised as equivalent before 1 September 2002 will be acceptable until the date of expiry. Further countries will be added to the list as and when medical standards and systems have been assessed for equivalency. Any queries relating to this list should be directed to: MCA’s Seafarer Health and Safety Branch Tel. 023 80 329 249 / Fax. 023 80 329 251 / Email: seafarer.h&[email protected]

-3-

MARINE GUIDANCE NOTE

MGN 134 (M+F)
Issue of Discharge Books to UK Seafarers Changes to Catergories of Eligible Seafarers
Notice to Shipowners and Managers, Masters, Officers and Crew of Merchant Ships, Skippers, Officers and Crew of Fishing Vessels and Masters, Officers and Crew of Pleasure Vessels (including Yachts) who receive Wages for their Employment.

Summary
This Marine Guidance Note sets out details of changes to the regulations governing the issue of UK Discharge Books which, in certain circumstances will permit the issue of UK discharge books to UK seafarers on non-UK registered ships. Changes have also been made to the categories of seafarers eligible to apply for a UK discharge book. (A) ISSUE OF DISCHARGE BOOKS TO UK SEAFARERS ON NON-UK SHIPS 1. The Merchant Shipping (Seamen’s Documents) Regulations 1987 provided that seafarers of whatever nationality who were, or had been, employed on a UK registered vessel could apply for a UK discharge book unless they already held a discharge book issued by one of the administrations listed in those regulations. Seafarers employed on non-UK vessels who had not previously served on a UK registered vessel were however ineligible to apply even if they were UK citizens. 2. The MCA recognises that inconvenience can be caused to UK seafarers who are unable to obtain a discharge book from either the UK or the flag state of the vessel upon which they are serving. The Merchant Shipping (Seamen’s Documents) (Amendment) Regulations 1999 which came into force on 1 January 2000 seek to remedy this problem. They provide that if a person is a British Citizen as defined in the British Nationality Act 1981 (i.e. a person having the right of abode in the UK) they may be issued with a UK discharge book if they are unable to obtain a discharge book from or acceptable to the flag state of the vessel upon which they are serving. 3. Seafarers holding discharge books issued by one of the Governments listed in the annex to this 1 MGN will, however, still not be eligible for the issue of a UK Discharge Book. (B) ISSUE OF DISCHARGE BOOKS TO UK SEAFARERS PREVIOUSLY INELIGIBLE TO APPLY FOR ONE 4. Following a review of the restrictions on the issue of discharge books, applications can now be accepted from:(i) persons employed in ships, other than “light ships”, belonging to a general lighthouse authority; persons employed in ships of less than 80 registered tons engaged solely on coastal voyages;

(ii)

(iii) persons employed in pleasure vessels (including yachts) provided that they receive wages for their employment and that the vessels go to sea; (iv) persons employed in a ship solely to provide goods, personal services or entertainment on board, and employed by a person other than the owner or the person(s) employing the master, and who is not a member of the medical or catering staff in the ship; (v) persons employed in fishing vessels.

5. Only the following will continue to be excluded from applying for a UK discharge book (i) (ii) persons employed in vessels which do not go to sea; persons employed in pleasure vessels who receive no wages for their employment;

(a) SEAFARERS ON UK REGISTERED VESSELS (i) a declaration stating the name of the seafarer together with the name and registered number of the vessel and confirming that the seafarer has served or is, or will be, serving on that vessel and that he does not hold a discharge book issued by one of the administrations listed in the Annex to this MGN. The declaration is to be on company headed paper and is to be signed by the master, employer or employer’s representative and be stamped with the company or ship’s stamp; or (b) UK SEAFARERS ON NON-UK REGISTERED VESSELS (i) a declaration stating the name of the seafarer together with the name, registered number and flag state of the vessel and confirming that the seafarer is or will be serving on that vessel. In addition the declaration should state why it has not been possible to obtain a discharge book from or acceptable to the flag state. The declaration is to be on company headed paper and is to be signed by the master, employer or employer’s representative and be stamped with the company or ship’s stamp, and; (ii) evidence that the applicant is a UK seafarer. This can be proved by sending a UK passport, Birth Certificate or Certified Extract of Registration of the seafarer’s birth or any other document issued by a British Government representative or the Home Office which proves the seafarer’s right of abode in the UK.

(iii) persons employed in ships engaged on coastal voyages around the UK solely for the purpose of trials of the ship, its machinery or equipment, where such persons are not ordinarily employed as masters or seamen; (iv) persons in the employment of the Crown who are not ordinarily employed as masters or seamen; (v) persons employed in a ship solely in connection with the construction, alteration, repair or testing of the ship, and not engaged in the navigation of the ship unless such person is a normal member of the crew;

(vi) persons holding documents containing substantially the same information, issued by one of the governments listed in the annex to this MGN; (vii) persons employed on un-registered vessels; (viii) persons, other than UK seafarers, employed on non-UK registered vessels. APPLICATIONS 6. New application forms will be available in due course covering these changes. These will be available from Marine Offices and the Registry of Shipping, to whom applications should continue to be made in person or by post as appropriate. However existing forms may be used provided that the following additional information is provided:-

MSPP3C Maritime and Coastguard Agency Spring Place 105 Commercial Road Southampton SO15 1EG Tel 02380 329246 Fax 02380 329165 January 2000 © Crown copyright 2000 2
An executive agency of the Department of the Environment, Transport and the Regions

ANNEX TO MGN 134 (M+F) COUNTRIES WHOSE DISCHARGE BOOKS OR SIMILAR DOCUMENTS ARE ACCEPTABLE FOR SEAMEN ON UK VESSELS - THE HOLDERS OF DOCUMENTS ISSUED BY THESE COUNTRIES SHOULD NOT APPLY FOR UK DISCHARGE BOOKS Bangladesh Barbados Canada Falkland Islands Fiji Ghana Guyana Hong Kong India Republic of Ireland Isle of Man Jamaica Kenya Kiribati Malaysia Malta Mauritius Nigeria Pakistan Papua New Guinea Saint Lucia Seychelles Sierra Leone Singapore South Africa Sri Lanka Tanzania Tonga Trinidad & Tobago Tuvalu Western Samoa Zambia

3

MARINE GUIDANCE NOTE

MGN 148 (M)
Approval of Crew Agreements – Merchant Ships
Notice to all Employers of Merchant Seamen, and Masters and Seafarers This Note supersedes M.1498

Summary This Note gives advice on Crew Agreements incorporating changes arising from the UK implementation of STCW 95 1. Section 25(3) of the Merchant Shipping Act 1995 states that the provisions and form of a crew agreement must be of a kind approved by the Secretary of State (in practice the Maritime and Coastguard Agency (MCA) and different provisions and forms may be so approved for different circumstances. Following the coming into force of the Merchant Shipping (Training and Certification) Regulations 1997, which implement in the UK the requirements of the International Convention on Standards of Training, Certification and Watchkeeping 1978, as amended in 1995 (STCW 95), the trading limits for UK certificate holders have changed. 2. The Agency, in consultation with the shipping industry, has produced revised standard agreements which take account of changes arising from STCW 95 and also recognise that many UK registered ships no longer operate to/from UK ports. These revised crew agreements are available from Marine Offices and proper officers abroad. There are two standard agreements: (1) An agreement appropriate for use on ships formerly operating under National Maritime Board (NMB) conditions. (Form ALC(BSF) l(d)); A minimum agreement for other merchant ships (Form ALC(NFD) 1(d)) which complies with the requirements of ILO Convention 22; There is no reason why employers who were not previously bound by the old NMB agreements should not adopt Form ALC(BSF) 1(d) if they wish to do so. That crew agreement adopts the NMB agreements as they stood on 30 September 1990 and, if either party wishes to amend the terms of the NMB agreements it will be necessary to seek MCA approval for a new form of crew agreement (see Paragraph 3). These standard agreements are regarded as approved agreements and subject to the comments in Paragraphs 10 and 13 below may be used without individual submission to the Agency for approval. 3. Employers who wish to use agreements other than the standard forms or who wish to use modified versions of the standard forms will be required to submit them to the MCA for approval not less than 14 days before the agreement is to be used. To be approved such agreements must comply with ILO Convention 22 (Seamen’s Articles of Agreement). In addition, the terms of employment must not conflict with the general law of the United Kingdom nor place the UK in breach of its international obligations (e.g. ILO Convention 87 (Freedom of Association and Protection of the Right to Organise)). Where the terms of an existing agreement are to be modified following agreement between the employer and a seafarers’ organisation it will still be

(2)

1

necessary to notify the change to the MCA to ensure that the new agreement does not conflict with any of the criteria outlined above. All crew agreements must be in a form prescribed for standard agreements (see Paragraph 7 below) and contain contractual provisions dealing with the matters set out in Paragraph 8 of this Notice. In considering requests for approval of non-standard agreements the MCA will have regard to the need to ensure that the seafarers are as adequately protected under these agreements as they would be under the standard form of agreement. Before approving a non-standard agreement the MCA will wish to know the views of the organisation(s) representing the seafarers concerned on the proposed agreement or modification. 4. ILO Convention No. 22 (Seamen’s Articles of Agreement) permits national authorities to approve crew agreements that will run without time limit in the same way as shorebased contracts of employment. The Merchant Shipping (Crew Agreements, Lists of Crew and Discharge of Seamen) Regulations 1991 modified the procedures for depositing crew agreements and lists of crew with the Registrar General of Shipping and Seamen and, as a result, the MCA can consider approving such agreements. Because a seafarer employed under an indefinite crew agreement will be able to give notice at any time, irrespective of the location of the ship, the MCA will only approve such agreements, which are restricted to the Near Coastal Area in order to protect employers from unexpectedly high repatriation costs. EXEMPTION FROM REQUIREMENT TO HAVE A CREW AGREEMENT 5. The Secretary of State may grant exemptions from the requirement to have a crew agreement where he is satisfied that the seafarers to be employed otherwise than under a crew agreement will be adequately protected. APPROVAL OF NON-STANDARD AGREEMENTS OR EXEMPTIONS 6. Non-standard agreements, indefinite agreements, modifications to standard agreements or applications for an exemption from the requirement to have a crew agreement, should be submitted for approval direct to MSPP 3C, Maritime & Coastguard

Agency, Spring Place, 105 Commercial Road, Southampton, SO15 1EG. Tel 02380 329246 or Fax 02380 329165.
CONDITIONS AND PROCEDURES APPLYING TO ALL CREW AGREEMENTS Form of Agreement

7. By the form of agreement is meant its size, shape, layout and provision for information, as distinct from the contractual clauses. Note – Although the MCA provides crew agreement documentation, there is nothing to prevent companies producing their own versions of the crew agreement, lists of crew, and list of persons under 18, providing it replicates exactly the information on the MCA’s versions or has been submitted to and approved by MCA. Computer generated versions of the forms are acceptable provided they are printed out, prior to signing and are sent in printed form to the Registry of Shipping and Seamen. Copies of the, contractual clauses outer cover and lists of crew etc. are to be placed on the MCA Website at www.mcagency.org.uk to facilitate companies or masters downloading the most up to date documentation as and when they need it. Copies of all the documentation in A4 format is also annexed to this MGN to facilitate production on a PC or photocopier Outer Cover An outer protective cover should be provided, on the front of which provision should be made for the following information to be recorded:• • • • • name of the ship, port of registry and official number; description of the ship, e.g. passenger, tanker, ferry, general cargo, bulk carrier; register (net) tonnage; name and address of registered owner or manager; Dates and places of commencement and (if appropriate) termination of the agreement.

Provision should be made on the Inside of the Outer Cover for entries to be made by superintendents and proper officers. A specimen of an outside cover [ALC1] in A4 format is at Annex 1.

2

Incorporation of Contractual Provisions The contractual provisions should be enclosed in the outer cover and attached to it. Provision should be made for the signature of the employer or master. Specimens of the contractual provisions in A4 format are at Annex 2. Incorporation of List of Crew In accordance with regulations made under section 78 of the 1995 Act the list of the crew may be enclosed in the outer cover. In addition to the particulars of the seafarers required by regulations made under section 78, the crew list contains provision for the insertion of rates of pay, and for the signatures of the seafarers as parties to the agreement. Specimens of the Lists of Crew [ALC 1(a) & ALC 1(b)] in A4 format are at Annex 3. Rates of pay The entry for each seafarer in the list of crew must indicate the rate of pay at which he is serving at the time of engagement. If more convenient, Company pay scales from which this may be determined may be annexed to the agreement but the entry “As agreed” is not acceptable. List of young persons In accordance with section 55 of the Merchant Shipping Act 1995, and the Merchant Shipping and Fishing Vessels (Health and Safety at Work) (Employment of Young Persons) Regulations 1998, a summary of the provisions of the regulations and a list of all young persons under the age of 18 are required to be included in every crew agreement. The summary to be included is contained in form ALC 1(c) Rev 10/98, which supersedes previous versions of this form. A specimen of ALC 1 (c) in A4 format is at Annex 4. Contractual provisions 8. The MCA will expect a crew agreement to contain contractual provisions governing the following matters: • the persons between whom the agreement is made; • the description of the voyage or voyages to which the agreement relates and their

geographical limits and/or the duration of the employment; • the capacity in which each seafarer is to be employed; • the pay, hours, leave and subsistence, which may be dealt with wholly or in part by the incorporation of the provisions of industrial agreements between the employer and the relevant trades unions or the old NMB Agreements current on 30 September 1990; • the other rights and duties of the parties to the agreement; • the terms under which either of the parties may give notice to terminate the agreement; • the circumstances in which, notwithstanding the provisions governing the giving of notice, the agreement may be terminated by either of the parties. 9. The provisions of the standard agreement cover the matters set out in paragraph 8 of this notice. These provisions would be regarded as approved provisions and subject to the comments in paragraphs 10 and 13 may be used without seeking prior approval from the MCA. The provisions of the standard agreements are set out in Annex 2 to this notice. A copy of the crew agreement must be displayed for the crew to refer to at any time. Form ALC 6 is available for this purpose. A specimen of ALC 6 in A4 format is at Annex 5. 10. The clauses dealing with the duration and scope of the voyage and the rate of wages require the insertion of further particulars before they are complete. Subject to the limitations set out in paragraph 13 of this notice the particulars agreed between the two parties may, without a specific request for approval, be inserted within the approved provisions. Opening a Crew Agreement 11. Employers and masters are no longer required to notify a superintendent or proper officer when they intend to open a crew agreement, to deliver a (red) copy of an agreement and list of crew within three days of the agreement being opened nor to notify the department of crew changes as they occur. Forms ALC l(a), (b) and (c) (list of crew, exempt list of crew

3

and young persons) are now only printed in black and carbon copies are not necessary. Older versions of these forms can still be used by discarding the red copies 12. Seafarers joining or leaving a ship must be signed on or off the Crew Agreement as before and the changes notified to the employers / managers / owners by the most expeditious means. CONDITIONS AND PROCEDURES FOR FIXED TERM AGREEMENTS ONLY Limitation on Use of Voyage Clauses 13. The voyage clauses approved for use in the standard agreement may leave open for agreement between the parties the details of the voyage or the duration of the agreements. These provisions may only be used as approved when taken with the notice clauses to provide for employment for the following periods: • 6 months for a running agreement for vessels engaged in frequent short voyages e.g. cross-channel ferries, unless the vessel has a small crew and a low staff turnover, in which case the agreement may be extended to 12 months; • 12 months for any other running agreement; • 24 months or first call at a port for a voyage agreement These periods are subject to any additional period provided for in the associated approved notice clauses. The geographical limitations of a voyage clause should be clearly stated when the clause is completed and used. Submission of Crew Agreements and Lists of Crew 14. The crew agreement and list of crew together with the Official Log Book for the same period must be forwarded to a superintendent or proper officer within 3 days of the expiry of the agreement. If the vessel closes an agreement at a port outside the United Kingdom which does not have a resident British Consul the documents may be sent by letter post only to The Registrar General of Shipping and Seamen (address at Annex 6).

CONDITIONS AND PROCEDURES FOR INDEFINITE CREW AGREEMENTS ONLY 15. The concept of fixed term crew agreements embodies certain features, which impose conditions in addition to those listed in Paragraph 8. Wages are due only on discharge or termination of the agreement and any earlier payments are considered to be advances; similarly there is no requirement for leave to be allowed and the circumstances in which a seafarer or employer can give notice are related to the location of the vessel. It would be inappropriate to apply these conditions to agreements which are to run indefinitely and so in addition to the requirements of Paragraph 8, such agreements must state: • the intervals at which wages are to be paid; • the method entitlement; of calculating leave

• the maximum period that a seafarer can be required to remain on board between leave periods (in many cases a copy of the duty rosters will be sufficient); • the notice required from each party to terminate a seafarer’s employment under the agreement which should be not less favourable than the provisions of Section 49 of the Employment Protection (Consolidation) Act 1978 except in the following cases: (a) by mutual consent; (b) if medical evidence indicates that a seafarer is incapable of continuing to perform his duties by reason of illness or injury; (c) if, in the opinion of the Master, the continued employment of the seafarer would be likely to endanger the ship or any person on board; (d) if a seafarer, having been notified of the time the vessel is due to sail, is absent without leave at the time fixed for sailing and the vessel proceeds to sea without him or if substitutes have been engaged. Substitutes shall not, however, be engaged on a crew agreement more than 2 hours before the time fixed for sailing

4

Limitation on Voyage Clauses 16. For the reasons given in Paragraph 4 above, indefinite crew agreements will normally only be approved for vessels which trade within the Near Coastal Area unless the employer is prepared to accept the higher repatriation costs that could arise from an unlimited agreement. Employers of the crews of such vessels will have the choice of using either a fixed term or indefinite crew agreement. Submission of Crew Agreements and Lists of Crew 17. Where an indefinite crew agreement is opened, a copy must be submitted to the appropriate superintendent or proper officer on opening. Thereafter, the employer must submit a list of crew and the official log book at six monthly intervals, showing all seafarers who have joined or left the vessel(s) since the previous list was submitted with their dates of joining or leaving. If more convenient, an updated crew list can be submitted but it must show all the changes in the six-month period. Crew Lists on Demand 18. In order that the MCA can have up to date information on the composition of the crews of vessels, the Registrar General of Shipping and Seamen is empowered to demand a list of crew at any given date and this must be supplied within 28 days. These checks will be made on a random basis or whenever there is cause to question the composition of the crew of a particular vessel. Multiple Agreements 19. Section 25(2)(b) of the Merchant Shipping Act 1995 provides that agreements with the several persons employed in a ship shall be contained in one document, except that in such cases as the MCA may approve one crew agreement may relate to more than one ship. The MCA will approve crew agreements (known as multiple ship agreements) in circumstances where several ships regularly making journeys between the same ports need to be able to employ individual crew members on any of these ships during the currency of an agreement. These multiple ship agreements will be in the same form and contain the same provisions as those for other crew agreements except that the name of each of the ships to which they relate will he entered on the outer cover.

Crew Not Required to Sign Off on Leaving the Vessel 20. Where prior MCA approval has been obtained, it will not be necessary for seafarers who work regular periods of duty followed by regular periods of leave (e.g. 2 weeks on/2 weeks off or 2 weeks on/3 weeks off) and who are paid continuously throughout the period of the agreement to sign off the crew agreement on each occasion that they leave the vessel to go on leave provided that they are expected to return to the vessel at the end of the leave period and before the expiry of the crew agreement. If, for any reason, a seafarer does not rejoin the vessel in accordance with the roster arrangements he / she must be signed off in his/her absence and re-signed when he/she rejoins the vessel. The same action must be taken if the seafarer joins another vessel of the same fleet; a seafarer cannot be on two crew agreements at the same time. The seafarer’s discharge book must also be completed in the same manner. The joining and leaving of all members of the crew must be recorded in the ship’s Official Log Book using their reference numbers in the list of crew. 21. The MCA maintains a record of the approvals given for this practice and where seafarers require to prove sea service in order to qualify for the Agency’s examinations, the period of time that they are signed on the crew agreement will be adjusted to reflect the actual time at sea. 22. Further information on crew agreements for merchant ships can be obtained from MSPP3C, Seafarer Health & Safety Branch, Maritime & Coastguard Agency, Spring Place, 105 Commercial Road, Southampton, S015 1EG Tel 02380 329 246 Fax 02380 329 165 MC 23/1/0246 May 2000

An executive agency of the Department of the Environment, Transport and the Regions

5

Annex 1

ALC 1 (Rev 4/98)

Crew Agreement and List of Crew
The form and provisions of this agreement are approved by the Maritime and Coastguard Agency under Section 25(3) of the Merchant Shipping Act 1995.

If the form and provisions of this agreement are amended or clauses added without the prior approval of the Maritime and Coastguard Agency it will not be regarded as approved under the said section of the Act.

Name of ship:

Port of registry

Official number

Gross tonnage

*M/V

Nett tonnage

*S/S (*Delete whichever is inappropriate) Name and address of registered owner

Kilowatts Description of the ship (e.g. whether passenger ship, tanker, ferry, general cargo, bulk carrier)

Date and place of commencement of agreement and list of crew

Date and place of termination of agreement and list of crew

Date _______________________ place _____________________

Date ________________________ place _____________________

Signature of master _______________________________________

Signature of master _______________________________________

OFFICIAL USE

Received by the superintendent/proper officer

at the port of ______________________________on:_______________

An executive agency of

6

Annex 2
ALC(BSF)1(d)

CONTRACTUAL CLAUSES

THIS AGREEMENT is made between .....................................* ...........................................................................‘the employer’* and each of the seamen whose name is included in the list of crew incorporated in this Agreement. It is agreed that (i) the employer will employ each seaman and the seaman will serve in the capacity and at the rate of wages expressed against his name in the list of crew incorporated in this Agreement:

(iv) (a) Each National Maritime Board Agreement as in effect on 30 September 1990 shall have effect in relation to each seaman employed hereunder who is of a description to which such agreement relates as if it were incorporated herein: and each such agreement shall have effect as it is set out in the National Maritime Board Year Book current on 30 September 1990. (b) The National Maritime Board Agreements referred to in paragraph (a) of this clause are those made by the Board or by a Panel of the Board relating to: (i) pay, hours of work leave and subsistence; and (ii) the section of the Officers Hours Agreement indicated against an Officer’s name in the list of crew incorporated in this Agreement; and (iii) the other National Maritime Board Agreements as in effect on 30 September 1990 and which are not inconsistent with the terms of this Agreement or the Merchant Shipping Acts for the time being in force: (c) (Insert here appropriate clause)

(insert appropriate voyage and notice clauses (ii) and (iii) (v)

(d) wages will not accrue for any hours during which a seaman refuses or neglects to work when required or is absent without leave or for any period during which a seaman is incapable of performing his duties by reason of illness or injury which has been caused by his own wilful act or default;

(vi) (a) Unless the seaman indicates to the contrary in writing the Trust Deed and Rules constituting the ‘Merchant Navy Officers’ Pensions Fund’ shall be deemed to be incorporated herein to the effect and intent that each of the parties hereto (and the master) who is or is eligible to be a member of the said Fund hereby agrees for the purposes of this Agreement to be bound by all the provisions of the said Deed and Rules and to authorise the deduction from the wages payable to him hereunder of the contributions payable by him respectively to the said Fund; and the employer hereby undertakes that the contributions payable under the said Deed and Rules by the employer shall be paid to the Fund in respect of such member;

(These clauses will be produced by the Maritime and Coastguard Agency or may be produced by the shipowner)

* In here insert name and address of employer

(b) Unless the seaman indicates to the contrary in writing the Trust Deed and Rules constituting the ‘Merchant Navy Ratings’ Pension Fund’ shall be deemed to be incorporated herein to the effect and intent that each of the parties hereto who is or is eligible to be a member of the said Fund hereby agrees for the purposes of this Agreement to be bound by all the provisions of the said Deed and Rules and to authorise the deduction from the wages payable to him hereunder of the contributions payable by him to the said Fund; and the employer hereby undertakes that the contributions so deducted and the contributions payable under the said Deed and Rules by the employer shall be paid to the Fund in respect of such member; any reference above to the Merchant Navy Ratings’ Pension Fund shall be taken as a reference to an exempt private fund as defined by the said Rules when the rating is a member of such an exempt private fund: (vii) in all cases of salvage awards a cadet who has not completed two years service shall be deemed of the rating of Ordinary Seaman and a cadet of two years service or over the rating of an Able Seaman;

7

(viii) any seaman who incompetently performs his work in the capacity in which he was first employed under this Agreement may be rerated by the Master and transferred to other duties; but re-rating shall not effect his remuneration under this Agreement; (ix) in relation to an individual seaman this Agreement may be terminated: (a) by mutual consent; (b) if medical evidence indicates that a seaman is incapable of continuing to perform his duties by reason of illness or injury; (c) by appropriate notice in accordance with the terms of this Agreement; (d) if, in the opinion of the master, the continued employment of the seaman would be likely to endanger the ship or any person on board; (e) if a seaman, having been notified of the time the vessel is due to sail, is absent without leave at the time fixed for sailing and the vessel proceeds to sea without him or if substitutes have been engaged. Substitutes shall not, however, be engaged on a Crew Agreement more than two hours before the time fixed for sailing; (f) if the master is satisfied that an appropriate breach of the Code of Conduct for the Merchant Navy for the time being in force has occurred; (x) each seaman agrees: (a) to join the ship by the time specified by the master and subsequently during the period of his employment to rejoin the ship by the time specified by the master; (b) to submit to inoculation, vaccination and any other health precautions as may be directed by the master; (c) in the event of the employer becoming liable for any expenses under section 45 of the Merchant Shipping Act 1995 to afford the employer every facility to prosecute in his name and claim in respect of such expenses and to allow the employer reasonable discretion in the conduct of any proceedings for the settlement of any claim in respect of such expenses; (d) to take all steps within his power to preserve in good condition the equipment of the ship and all property on board; (e) to return in good condition (fair wear and tear excepted) before the termination of his engagement all articles provided for his personal use during the voyage by the employer; (f) that all stores and provisions issued to the crew are only for use and consumption on board the ship and any unused or unconsumed stores or provisions remain the property of the employer; (g) to comply with the Code of Conduct for the Merchant Navy for the time being in force; (h) in the event of the Agreement being terminated outside the UK or the Near Coastal Area in accordance with clause (ix) (f) above, to the deduction from his wages of an amount being the actual expenses of his repatriation. Such amount shall not exceed one week’s pay at the begin at or base rate as specified against the seaman’s name in the Crew Agreement;

(i) to keep his quarters clean and tidy and in readiness for inspection by the master or officer deputed by him; and (j) at the time when a seaman finally leaves the ship at the termination of his employment under this Agreement, to leave his quarters in a clean and orderly condition to the satisfaction of the master (or his authorised deputy). When he is ready to leave the ship, the master (or his authorised deputy) shall, on request made by the seaman, issue to the seaman a certificate that the quarters are clean (xi) the employer agrees (a) if a seaman shows to the satisfaction of the master or employer that he can obtain command of a vessel or an appointment as mate or engineer or to any post of a higher grade than he actually holds, or that any other circumstance has arisen since his engagement which renders it essential to his interests that he should be permitted to take his discharge, he may claim his discharge provided that without increased expense to the employer and to the satisfaction of the employer or his agent he furnishes a competent and reliable man in his place. In such case the seaman shall be entitled to his wages up to the time of his leaving his employment; (b) if a seaman is discharged otherwise than according to the terms of this Agreement before the commencement of the voyage, or before one month's wages are earned by him hereunder, without fault on his part justifying his discharge or without his consent, then he shall be entitled to receive from the employer in addition to any wages he may have earned up to the time of his discharge, if an officer one-thirtieth of his monthly wage or one-seventh of his weekly wage; if a rating one-fifth of his weekly wage for each day for which basic pay would have been paid under the Crew Agreement for each day until he shall have been offered suitable employment by the employer provided always that his maximum entitlement under his clause shall not exceed one month's wages under this Agreement; (c) notwithstanding anything contained in regulations made under Section 32 of the Merchant Shipping Act 1995, no deduction shall be made from wages due to a seaman under this Agreement in respect of any breach by him of his obligations except in breach of clauses (x) (a), (x) (d), (x) (e), and (x) (g), but nothing in this clause shall in any way affect any other rights of the parties to this Agreement in relation to such breach; (d) where there is a dispute relating to the amount payable to a seaman employed under this Agreement, the master will, if the seaman desires, agree to the dispute being referred to a superintendent or proper officer for decision under section 33 of the Merchant Shipping Act 1995 ADD ANY ADDITIONAL CLAUSES BELOW (Important:- All such clauses must have been approved by the Maritime and Coastguard Agency)

................................................................................................... Signature of employer, master or any other person authorised by the employer Date ........................................................................................... Place .........................................................................................

8

ALC(NFD) I(d)

NON-FEDERATED SHIPS
CONTRACTUAL CLAUSES
THIS AGREEMENT is made between (here insert name and address of the employer) ................................................................................................... ................................................................................................... ..............................................(herein called ‘the employer’) and each of the seamen whose name is included in the list of crew incorporated in this Agreement IT IS AGREED THAT (i) the employer will employ each seaman and the seaman will serve in the capacity and at the rate of wages expressed against his name in the list of crew incorporated in this Agreement, this Agreement shall be for a voyage or voyages within (geographical limits to be stated, e.g. near coastal, unlimited or by reference to latitude and longitude) ............................................................................................ and is not to extend beyond the expiration of six months from the date of the first signature to this Agreement or the time at which the ship first arrives at the port of final destination (country to be stated, e.g. United Kingdom) ............................................................................................ after that period or the discharge of cargo consequent on that return; (iii) after either (a) one voyage has been completed by a seaman under this Agreement or (b) seven days have elapsed since a seaman’s employment under this Agreement commenced; either the seaman or the employer may give to the other notice (in writing or orally before a witness) to terminate the seaman’s employment under this Agreement such notice to take effect at a Port in ...........................................(state country) and to be given not less than ....................................................hours/days* (exclusive of Saturdays Sundays and Public Holidays) either before the ship is due to arrive at that port or if the employment is to terminate at the port where the ship is when the notice is given before it is due to sail. (iv) In relation to an individual seaman this Agreement may be terminated:(a) by mutual consent; (b) if medical evidence indicates that a seaman is incapable of continuing to perform his duties by reason of illness or injury; (c) by appropriate notice in accordance with the provisions of this Agreement;

(d) if a seaman is absent without leave at a time for sailing; (e) if in the opinion of the master the continued employment of the seaman would be likely to endanger the vessel or any person on board (v) the employer agrees that if a seaman shows to the satisfaction of the master or the employer that he can obtain the command of a ship or an appointment as mate or engineer or to any post of higher grade than he actually holds, or that any other circumstance has arisen since his engagement which renders it essential to his interests that he should be permitted to take his discharge he may claim his discharge provided that without increased expense to the employer and to the satisfaction of the employer or his agent he furnishes a competent and reliable man in his place In such case the seaman shall be entitled to his wages up to the time of leaving his employment; (vi) insert any further provisions about pay and any provision about hours of work, leave and subsistence.

(ii)

(These clauses will be produced by the Maritime and Coastguard Agency or may be produced by the shipowner)

Note:- Only clauses for which the employer has the approval of the Maritime and Coastguard Agency may be included as contractual clauses except for those in (vi) above relating to pay, hours of work, leave and subsistence, which may be included without the need for such approval provided they comply fully with the requirements of current Merchant Shipping Legislation or Merchant Shipping Notices in respect of those matters Signature of employer, master or any other person authorised by the employer. ................................................................................................... Date ........................................................................................... Place ..........................................................................................

9

(These clauses will be produced by the Maritime and Coastguard Agency for insertion as required or may be produced by shipowner.)

UNLIMITED TRADING Voyage Clause (ii) the employment shall be in respect of a voyage of not exceeding .... calendar months’ duration to any ports or places within the limits of ........... degrees north and ......... degrees south latitude commencing at .............................. proceeding thence to .................................. and/or any other ports within the above limits trading in any rotation and to end at such port in .................................. (state country) as may be required by the Master;

ALC I (d)(i)

Notice Clause (iii) (a) any member of the crew who has served under this Agreement for a minimum period of three calendar months may give notice to the Master in writing or verbally before a witness, not later than seven days before the ship is due to arrive at any port in .........................................(state country) to terminate his engagement after the expiry of the notice at a port within this country which shall be nominated by the Master. Provided that any such notice shall not take effect (a] if the ship is due to proceed to a port in the United Kingdom without leaving the Near Coastal Area or (b) if the ship is due to reach a port in the United Kingdom within seven days of leaving the Near Coastal Area. The Master may give the like notice to terminate the engagement of any member of the crew who has served under the Agreement for the minimum period aforesaid. If the voyage is not ended within seven days after the ship has arrived at the first port of call in ……………………..(state country) then after the expiry of that period any member of the crew who has served under this Agreement for a minimum period of six calendar months may give not less than 48 hours’ notice to the Master, in writing or verbally before a witness to terminate his engagement at that port or a subsequent port of call before the final port. If the voyage is not ended within 14 days after the ship has arrived at the first port of call in the country of final destination, then after the expiry of that period any member of the crew who has served under this Agreement for a minimum period of three calendar months may give the like notice as aforesaid. The Master may give the like notice to terminate the engagement of any member of the crew who has served under this Agreement for the minimum period of six or (as the case may be) three calendar months aforesaid. If the voyage is ended at a port in the Near Coastal Area) it is agreed that wages will continue until the arrival of the crew members in the United Kingdom provided that no wages shall be due or payable to any such crew member for any period of delay caused through his act or default; and

(b) any member of the crew who has served under this Agreement for a minimum period of 12 calendar months may (subject to the proviso hereinafter mentioned) at any time after the expiry of that period give not less than 28 days’ notice to the Master in writing or verbally before a witness. to terminate his engagement at the expiry of that notice, or, if the ship is then at sea at the next port of call thereafter unless the ship is then bound for a port in the United Kingdom or Near Coastal Area). Provided that, if at any time, any member of the crew is offered the opportunity, on not less than seven days’ notice, of repatriation (by sea, air or other reasonable means at the sole discretion of the Master) and refuses that offer, he shall be required to serve for a further minimum period of seven calendar months from the date of that refusal (if the voyage shall last so long) before being able to give 28 days’ notice as aforesaid. A member of the crew shall not be entitled to terminate his engagement under this Agreement at a port which is only a bunkering port or a port of refuge. The Master may give the like notice to terminate the engagement of any member of the crew who has served under this Agreement for the minimum period aforesaid.

10

RUNNING AGREEMENT (UNLIMITED) Voyage clause (ii) the employment shall be in respect of a voyage or voyages from................................................................ to .................................................................................. and/or any other ports or places within the limits of ............................north latitude and............................. south latitude under a Running Agreement for a period not to extend beyond the................................... (here state date of termination – not more than 12 months hence) next unless on that date the ship is engaged on a voyage to a port in ................................ (here state the name of a country) in which case this Agreement shall end on the first return of the ship to a port in ............................... (here state the same country as above) after that date or the final discharge of cargo consequent upon that return.

ALC l(d)(ii)

Notice clause (iii) (a) After one voyage outside the Near Coastal Area or ....* ....days’ service has been completed (whichever first occurs) by any member of the crew his engagement may be terminated in .............................. (state country) by not less than ................hours/days # notice (such period of notice not to include Saturdays, Sundays or public holidays) given in writing or verbally before a witness by either party before the ship is due to arrive at sail from a port in ...................................................(country to be stated) Provided that if after arrival at a port in the country of final destination the ship is due to proceed to another port or ports in that country then notwithstanding any such notice as aforesaid the engagement shall automatically continue either until the ship’s arrival at that other port or (as the case may be) the last such port or until the expiry of seven days from the date of her arrival al the first said port (whichever first occurs). * The period to be inserted shall not exceed 28 days. # Delete whichever is inapplicable. and (b) any member of the crew. who has served under this Agreement for a minimum period of three calendar months may give notice to the Master in writing or verbally before a witness not later than seven days before the ship is due to arrive in any port on the Continent of Europe within the Near Coastal Area to terminate his engagement after the expiry of the notice at a port within these limits which shall be nominated by the Master. Provided that. if at any time the ship has returned to the United Kingdom and sailed therefrom again any member of the crew who has not given due notice to terminate his engagement in the United Kingdom shall be required to serve for a further minimum period of 42 days from the date of the ship’s departure from the United Kingdom before being able to give notice as aforesaid, and always provided that the minimum period of three calendar months has expired. Provided furthermore that any such notice shall not take effect (a) if the ship is due to proceed to a port in the United Kingdom without leaving the Near Coastal Area or (b) if the ship is due to reach a port in the United Kingdom within seven days of leaving the Near Coastal Area. The Master may give the like notice to terminate the engagement of any member of the crew who has served under this agreement for the minimum period aforesaid.

(These clauses will be produced by the Maritime and Coastguard Agency for insertion as required or may be produced by the shipowner)

11

RUNNING AGREEMENT (NEAR COASTAL AREA)* Voyage Clause (ii) the employment will be in respect of a voyage or voyages within the Near Coastal Area for a period not to extend beyond the .......................................................................... (here state date of termination-not more than 12 months hence or six months in the case of cross channel ferries) next unless on that date the ship is engaged on a voyage to a port in the United Kingdom in which case this Agreement shall end on the first return of the ship to a port in the United Kingdom after that date or the final discharge of cargo consequent upon that return

ALC l(d)(iii)

Notice Clause (iii) After one voyage or seven days’ service has been completed (whichever first occurs) by any member of the crew his engagement may be terminated in ....................... ...........................................(state country) by not less than ....................................hours’ notice (such period of notice not to include – Saturdays, Sundays or public holidays) given in writing or verbally before a witness by either party before the ship is due to arrive at/sail from a port in ..................................................................(state country)

* As defined in the MS (Training and Certification) Regulations 1997

RUN AGREEMENT Voyage Clause (ii) the employment shall be in respect of a voyage from ........................................................................................... to .......................................................................................

ALC l(d)(iv)

(Both these clauses will be produced by the Maritime and Coastguard Agency for insertion as required or may be produced by the shipowner)

12

ALC l(d) (vi)

(c) Provided that the terms of the Agreement dated............................................ and made between......................................................................................... (employer) and ................................................................................................................. (seafarer’s organisation) shall as may be appropriate apply in relation to each seaman referred to below in substitution for or in addition to the provisions of the National Maritime Board Agreements referred to in sub-clause (b) above and any subsequent revision which may become effective during the seaman’s employment. ....................................................................................................................... ....................................................................................................................... (identify by reference nos. in list of crew) (d) Provided that the terms of the Agreement dated............................................ and made between......................................................................................... (employer) and ................................................................................................................. (seafarer’s organisation) shall as may be appropriate apply in relation to each seaman referred to below in substitution for or in addition to the provisions of the National Maritime Board Agreements referred to in sub-clause (b) above and any subsequent revision which may become effective during the seaman’s employment. ....................................................................................................................... ....................................................................................................................... (identify by reference nos. in list of crew)

(To accommodate special company agreements in respect of officers/ ratings where these are in operation. The clauses will be produced by MCA for insertion if required or may be produced by the shipowner)

13

ALC1(a) (2/98)

List of Crew and Signatures of Seamen Who Are Parties to the Crew Agreement
(a) Address of Seaman Rate of Wages Date and Place of leaving the Ship (a) (b) (c) (a) (a) (b) (c) (a) (a) (b) (c) (a) (a) (b) (c) (a) Signature of Seaman on engagement Date of commencement of employment on board (b) Name and Relationship of next of kin and address if different from above (a) If discharged the reason for discharge (b) Signature of Seaman on discharge or if not discharged, the reason for being left behind, if known. (c) Signature of person before whom the Seaman is discharged.

Name of Seaman (Block Letters)

Reference No.

Discharge Book No. (if any), or date and Place of Birth

Name of Ship in which last employed*

(b)

(b)

(b)

14
(b)

Ref No. (As above)

Certificates of Competency and or Service Held by Seamen Listed Above ●
Describe in Full Certificate of Competency and or Service Held Including All Endorsements
E.g. Restrictions, Dangerous Cargo Endorsements.

Capacity in which employed

No. of Certificate of Competency

Annex 3

* If more than 12 months before commencing this employment, also give year of discharge



Please state if none held

ALC1(b) (2/98)

List of Crew Relating to Seamen Exempted Under Section 25(5) of the Merchant Shipping Act, 1995 from the Requirement to Sign a Crew Agreement
(

Reference No. Capacity in which employed

Name of Seaman (Block Letters) (b) Name and Relationship of next of kin and address if different from above (a) (a) (b) (a) (b) (a) (b) (a) (b) (a) (b) (a) (b) (a) (b) (b) (a) (b) (a) (b) (a) (b)
Date and Place of leaving the Ship

(a) Address of Seaman
Date of commencement of employment on board

Discharge Book No. (if any), or Date and Place of Birth
Grade and No. of Certificate of Competency

(a) Signature of Seaman on Discharge or if not Discharged, the reason for being left behind, if known (b) Signature of person before whom the Seaman is Discharged

Number of Certificate of Exemption

Name of Ship in which last employed*

E

E

E

15
(a) (b) (a) (b) (a) (b)

E

E

E

E

* If more than 12 months before commencing this employment, also give year of discharge

ALC 1(c) Rev 10/98 Page 1

SUMMARY OF THE PROVISIONS OF SECTION 55 OF THE MERCHANT SHIPPING ACT 1995 AND THE MERCHANT SHIPPING AND FISHING VESSELS (HEALTH AND SAFETY AT WORK) (EMPLOYMENT OF YOUNG PERSONS) REGULATIONS 1998 (This Summary is required to be included in every crew ageeement by regulation 9(2))

No person under school leaving age may be employed in any ship.

Where young persons under the age of 18 are employed in a ship, appropriate measures shall be taken to protect them from the risks to their health and safety which are a consequence of their lack of experience, absence of awareness of existing or potential risks, or lack of maturity.

Young persons under the age of 18 may not begin work, unless –



an assessment has been carried out of the risks to their health and safety as a result of their inexperience, absence of awareness of risks, or lack of maturity.



the young persons have been informed of the findings of that assessment, and appropriate measures taken for their protection.

Young persons shall not be employed in work which is objectively beyond their physical or psychological capacity or otherwise involves exposure to the risks identified in the Schedule to the Regulations, unless that work is–



indispensable for their vocational training; and



is performed under the supervision of a competent person.

16 Annex 4

Young persons shall be provided with



a rest period of 12 hours in every 24 hour period;



a rest period of 2 days in every week;



where daily working time is more than four and a half hours, a rest period of 30 minutes;

except where the young person is working –



under a schedule of duties complying with regulation 9 of the Merchant Shipping (Safe Manning, Hours of Work and Watchkeeping) Regulations 1997, or



under another relevant agreement; or



on a fishing vessel;’

in which case they shall be allowed compensatory rest time and measures shall be taken to ensure that there is no risk to their health and safety.

Young persons shall be entitled to a free assessment of their health and capacities before starting work in a ship, and to free monitoring of their health, where the risk assessment identifies a significant risk to their health or where they are regularly required to work at night, for as long as they are exposed to that risk.

Young persons shall not be employed in any capacity unelss the Master is in possession of a Medical Certificate issued by a duly qualified medical practitioner certifying that person is fit to be employed in that capacity. In cases of urgency a proper officer may authorise a young person to be employed without a certificate up to but not beyond the first port of call where there is a duly qualified medical practitioner.

The agreement with the crew must contain a list of all members of the crew under 18 years of age with the dates of birth and dates on which they became employed in the ship.

ALC 1(c) Rev 10/98 Page 2

LIST OF YOUNG PERSONS
Date of Birth Place of Birth Capacity

Reference No. in list of crew

Surname and other names in full

17 ENTRIES BY SUPERINTENDENTS AND PROPER OFFICERS

Annex 5
ALC 6 (2/98)

Copy of Crew Agreement
Name of ship

Port of registry

Official number Register (net) tonnage or in caseof a fishing vessel its registered length Name and address of registered owner

Place and date of commencement of agreement.

date

place

Attach here the contractual clauses (ALC 1 (d), ALC(FSG) 1(d) or ALC(NFD) 1(d))

18

Annex 6
The address to which crew agreements may be sent, as indicated in paragraph 14 is as follows:The Registry of Shipping and Seamen Anchor House Cheviot Close Parc Ty Glas Llanishen Cardiff CF14 5JA Tel 02920 768200 Fax 02920 747877

19

MARINE GUIDANCE NOTE

MGN 61 (M+F)
Guidelines for Food Hygiene on Merchant Ships and Fishing Vessels
Notice to Shipowners, Builders, Masters, Skippers , Officers and Crew This Guidance Note supersedes Merchant Shipping Notice Nos. M1373 and M1375

Summary
These Guidelines provide practical advice on the fundamental rules of food hygiene consistent with the catering and meat industry in general. Key Points:• Bacterial contamination is the most serious risk to food safety.

• Food hygiene principles must be adhered to regardless of the age, size and type of vessel. • Food handlers should receive appropriate education and training in the principles and practice of food hygiene. INTRODUCTION 1.1 Details of the statutory framework and MSA responsibilities are contained in Annex 2 to this Guidance Note. 1.2 No attempt is made to comment on the quality of food other than to say that it should comply with the requirements of the Food Safety Act and respective regulations or other EU standards and the 1946 ILO Convention No 68. Owners should consider the special needs of mariners whose religion, special dietary requirements, or customary dietary practices necessitate the observance of certain rules or requirements with regard to some foods or with the way the food is prepared. 1.3 Traditionally the basis for food hygiene standards has been the use of clean well maintained catering spaces and the avoidance of unsanitary conditions. Even in clean, wellmaintained galleys however, food may be handled carelessly with insufficient regard to the risk of bacterial contamination. Good food hygiene is more than cleanliness; it is also dependent on the following principles: – – – personal hygiene, segregation of raw and cooked foods, and temperature control.

1.4 Ship operators should ensure that all food handlers receive appropriate education and training in the principles and practice of food hygiene and associated health and safety issues and that they maintain acceptable standards to secure the health and well-being of ships' crews by: – protecting food from risk of contamination, including harmful bacteria, poisons and foreign bodies; preventing any bacteria present multiplying to an extent which would cause illness or early spoilage of the food; destroying any harmful bacteria in the food by thorough cooking.





1

1.5 Food hygiene principles must be adhered to regardless of the age, size and type of vessel. Although it is not a requirement, documented systems with records provide written evidence of good practices. Many passenger ships and ships with large crews already use the philosophy of the International Safety Management Code to put the emphasis on quality management to provide a formal systems based approach. It would however be unreasonable to expect small vessels with six crew for example, to keep records to secure the required standard. BACTERIAL FOOD CONTAMINATION 2.1 Bacterial contamination is the most serious risk to food safety. Contaminated food looks, tastes and smells completely normal and causes the vast majority of food poisoning cases. Contamination usually occurs through ignorance and food handlers taking short cuts. 2.2 Food poisoning bacteria are found everywhere. Sources include people, insects, rodents, refuse and waste food, even dust. Bacteria prefer warm, moist environments and if food is incorrectly stored and insufficient care is taken during its preparation, harmful bacteria will multiply rapidly. Even if food is stored and cooked properly, it can still be cross-contaminated with bacteria from raw food if for instance the same utensils or surfaces are used to prepare both. 2.3 “High risk” foods, those most commonly implicated in food poisoning cases, are cooked foods or products not requiring further processing such as cooked meat and poultry, meat products, gravy and stock, milk, cream, eggs, egg products. 2.4 Although raw meat often carries harmful bacteria and is a source of contamination, a rare steak is safe because bacteria are only present on the surface of meats. On the other hand, hamburgers and other products made from minced meat require thorough cooking as any harmful bacteria that were present on the surface have been distributed throughout the mass of the meat. 2.5 No catering environment can operate without harmful bacteria being present at some time, but small numbers of most types of bacteria do not cause illness. The storage, preparation and serving of food should therefore only be carried out where the conditions are such that bacteria are denied favourable conditions for growth and the food is not exposed to the contamination risk. 2.6 Food should be covered wherever possible to prevent cross-contamination and absorption of odour. 2

2.7 The 10 main reasons for food poisoning are: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Preparation of food too far in advance and stored at room temperature. Cooling food too slowly prior to refrigeration. Not reheating food to high enough temperatures to destroy harmful bacteria. Using contaminated cooked food. Undercooking. Not thawing frozen meat for sufficient time. Cross contamination from raw food to cooked food. Storing hot food below 63°C. Infected food handlers. Improper use of leftovers.

PERSONAL HYGIENE 3.1 Most people carry some type of food poisoning organism at one time or another. Food handlers have a responsibility therefore to observe high standards of personal cleanliness to ensure that they do not contaminate food. 3.2 There must be sufficient wash-hand basins in galley with soap and hand drying facility, depending on the scale and nature of the food preparation. Very small galleys may be exempt so long as a wash-hand basin is situated adjacent to the galley. Disposable towels or a hot air dryer is better than a traditional towel. Food handlers should wash their hands regularly and always on entering the galley or before handling any food or equipment. They should also be washed after visiting the WC, and in between handling raw and cooked food. 3.3 Toilets with wash-hand basins should be situated near to, but separate, from galley. Prominent signs about washing hands should be displayed. 3.4 Food handlers should avoid so far as possible direct contact between hands and food using tongs for example. Protective gloves may be worn but they can give a false sense of security. 3.5 Cuts, spots, sores etc should be completely covered by coloured (blue or green) waterproof dressings. 3.6 Food handlers should be clean and tidy and wear appropriate protective clothing (to protect the individual and the food).

FITNESS TO WORK 4. Food handlers with food poisoning symptoms, eg diarrhoea and vomiting or suspected of carrying food poisoning organisms because of close contact with a confirmed case should be excluded from any job which might expose food to risk of contamination. Such cases and several other conditions including hepatitis “A” and diphtheria require infected persons to be similarly excluded for varying lengths of time according to medical advice. Secondary infections associated with boils and septic cuts, respiratory infections from heavy colds may also require the suspension of food handlers until successfully treated. SEGREGATION OF RAW AND COOKED FOODS 5.1 Raw food must always be kept apart from cooked food or milk for example that requires no further treatment before consumption. Separate refrigerators are preferred although if in the same unit, the raw food must always be placed at the bottom to avoid drip contaminating ready prepared food. Food should also be covered or wrapped to prevent drying out, crosscontamination and absorption of odour. 5.2 Separate work surfaces, chopping boards and utensils should be set aside for the preparation of raw meat and must not be used for the preparation of foods that will be eaten without further cooking. Using the same work surface must be discouraged but in the unlikely event that the same work surface has to be used, great care must be taken to ensure it is cleaned and disinfected between handling raw and cooked meats or other ready to eat products. TEMPERATURE CONTROL 6.1 It should be noted that legislation for England & Wales, Food Safety (Temperature Control) Regulations 1995, requires chill holding at a temperature of 8°C or below. It is however generally the case that operators maintain temperatures at 5°C or below which is safer than that prescribed, and this standard is recommended by the MSA. 6.2 Pathogenic bacteria thrive in warm conditions. To prevent their growth it is essential to keep food either very hot (above 63°C) or very cold (below 5° ). Food should not be left in the danger zone (5°C - 63°C) for longer than is absolutely necessary.

6.3 A general rule when handling food during and after preparation would be a single period of up to 2 hours at ambient temperatures. In very high ambient temperatures the handling period should be reduced to about 1 1/2 hours. 6.4 To cook meat safely, a centre temperature of 74°C is usually required or until the juices run clear. Where possible a probe thermometer should be used to check the temperature. Under no circumstances should meat products or rice be reheated more than once. If reheating is absolutely necessary the food should be covered and cooled rapidly after cooking and stored in a refrigerator until it is ready to be reheated. It should be then reheated rapidly and thoroughly. 6.5 Cooling of food, particularly joints, is likely to be a potential health risk as food should be cooled below 10°C in less than 1 1/2 hrs. If the process is necessary then cooling in controlled conditions should be effected, ideally using a blast chiller. Cooked food should not be cooled in the same area used to defrost raw meat. 6.6 The following points should be considered to minimise the risk of contamination during the cooling process. • • • • • Use a safe cooling area such as a larder with a lower room temperature. Pour liquids into shallow pans and stir frequently. Split food into relatively small pieces or batches. Cover food with a tight wrapping. Use an iced water bath.

6.7 Rapid thaw cabinets are available to defrost food if this is required on a regular basis. Controlled thawing of raw meat/poultry should take place in a cool area entirely separate from other foods that may be exposed to risk of contamination from thawed liquid. This area must never be used to cool cooked food prior to refrigeration. The food handling room within the cold stores area is acceptable provided the area is clean and the food is covered and stored in a container. Food should be prevented from sitting in the thaw liquid by placing it on grids either above trays on a shelf or in a container. Defrosting large quantities of meat should be carried out in a cool larder at 10°C to 15°C. The large bucket of cold water method, frequently observed, should be discouraged, particularly if the bucket is located in the galley.

3

6.8 Chill cabinets, cold rooms and refrigerators should not exceed 5°C and deep freeze units should be minus 18°C or below. Some older systems may be unable to reach minus 18°C in which case a few degrees tolerance has to be accepted. As a guide frozen food can be safely stored at minus 12°C for one month only. The presence of ice usually indicates fluctuating temperatures. High humidities and fluctuating temperatures (above minus 10°C) accelerate mould and other spoilage bacterial growth causing souring and rancidity of meat. Food should never be stored in front of cooling unit as this restricts the circulation of air. Regular maintenance of refrigeration equipment, including checks on door seals, defrosting and checks on the correct functioning of thermometers should be carried out as a routine by ship personnel. A suitable thermometer should also be provided to check on all equipment that does not have a built in thermometer. Suitable packaging is essential to avoid loss of moisture from the surface of food (freezer burn). Refrigeration units should not be located, as far as practicable, close to ovens or other large galley cooking units. 6.9 Dry food stores should be dry, cool, around 10°C, well lit and ventilated. CLEANING PROCEDURES 7.1 All articles that come into contact with food should be thoroughly washed, rinsed and disinfected before use. Cracked or chipped food containers should be discarded.. Articles include trays, knives, cutting boards, food preparation machinery and work tops. Dishwashers disinfect by virtue of the high rinse temperature achieved. If dishes are washed in a sink they should be rinsed in another sink containing very hot water. Decks, because they are not used for food preparation, do not need to be disinfected although the process is useful as it serves to disinfect the scuppers. 7.2 Mechanical dishwashers should be regularly cleaned. Recommended temperatures should ensure that items come out clean, too hot to handle and air dry in less than half a minute. Clean items should be air-dried away from dirty items. Drying cloths should not be used. 7.3 Food and equipment must not be exposed to contamination during cleaning operations. For example utensils are often stored in the bottom shelf of an open unit, leaving them exposed to contamination from hose water used to clean the deck. 4

7.4 Ventilation hoods and grease filters should be cleaned regularly. The inside surfaces of ducting should be cleaned at least once every 3 months. Only trained personnel, using a safe means of access should remove grease filters for cleaning and clean grease and oil from hoods and ducts. Galley crew should be aware of the potential for serious fires in ventilation ducting. PESTS 8.1 Good housekeeping obviously minimises the risk of infestation and it is important to ensure that areas, particularly refuse areas are kept in a clean and tidy condition. Lids should always be kept on waste bins that should be washed after emptying. 8.2 Flies and cockroaches present a serious hazard because of their feeding habits and the sites they visit. Flies defecate and vomit previous meals back on to the food as they feed. Rats and mice commonly excrete organisms such as salmonellae. Contamination of food may also result from droppings, urine, hairs and gnawing. Food suspected of being contaminated by rodents must be destroyed. 8.3 As cockroach and other pest presence on ships is fairly common, it is reasonable to expect a responsible member of crew to carry out routine inspections of food areas, particularly undisturbed areas. If pests are found appropriate action should be taken by the master to eradicate or minimise the problem. According to the scale of the problem there may be some merit in using a pest control book to record actions, as a more methodical way of dealing with the problem. 8.4 Rats can spread a number of diseases and immediate deratting action should be taken in conjunction with local port health authorities, who are responsible for issuing deratting certificates. 8.5 Any treatments used should comply with the "Recommendations on the Safe Use of Pesticides in Ships". STOCK CONTROL 9.1 Great care should be taken to ensure the use of commodities in strict date rotation and that supplies have the best possible durability date. Perishable provisions should neither be ordered nor accepted in quantities greater than can be consumed before the expiry date, with the exception of frozen foods. Provided these have been maintained in hard frozen condition from production to delivery and

during storage on board ship, they may be accepted for use beyond the date marking. On some ships there may be a local colour coding system or something similar to further assist staff to quickly recognise out of date stock. 9.2 Daily checks should be made on short-life perishable food such as fresh fruit and vegetables. Ships should have adequate storage facilities for all stores including cold stores. If storage areas are inadequate, stock levels should be reduced by taking on stores more frequently or if that is not possible, additional storage should be made available. Food should not be stored on the deck. VENTILATION IN GALLEYS 10. Mechanical ventilation systems should be used and should be adequate to maintain a reasonable temperature without the need to jam open fire doors or doors to the open deck. Galley staff often close vents to prevent air contamination. This may indicate that filters need to be checked or fitted. SANITARY FACILITIES 11. Sanitary accommodation should be easily cleaned and impervious to damp and properly drained with sufficient light, heat, ventilation and hot and cold water. WCs should have an ample flush of water, available at all times and independently controlled. Shower heads should be cleaned in a chlorine solution (50ppm) every 3 months. POTABLE WATER 12.1 Potable water should be bright, clear, virtually colourless and it should bubble when shaken. This does not however guarantee that the water is safe. There is a tendency to assume that little or no action is needed to protect the purity of the water, particularly when using quayside facilities regularly. Although the water may come from the same source as that supplied to the general public in their homes, there is a vast difference to the operation of supplying and storing the water, exposing it to a much higher risk of contamination. It is therefore essential that control measures are taken to minimise the risk of contamination according to that provided in the Ship Captain's Medical Guide. 12.2 A fresh water maintenance log detailing all aspects of treatment and maintenance carried out should be kept and include a record of the following routine treatments as well as replacing filters or other elements of water making plants.

12.3 Dedicated fresh water hoses should be superchlorinated at 100ppm for a contact of one hour at least 6 monthly. 12.4 All fresh water taken from shore should be chlorinated on loading to ensure a residual free chlorine content of 0.2ppm, unless an automatic chlorination unit is used. Concentration levels should be checked. 12.5 Chlorine tests of taps and shower outlets should be carried out at monthly intervals. 12.6 Storage tanks should be opened up, emptied, ventilated and inspected at intervals not exceeding 12 months for inspection and maintenance. Tanks should be thoroughly cleaned, recoated as necessary and flushed out. 12.7 It is also recommended that water be tested for bacterial and chemical contamination every 3 months. The local Port Health Authority can arrange to take samples and have them analysed. HEALTH AND SAFETY ISSUES 13.1 There are obvious hazards within the galley and store areas, such as wet greasy deck, extreme high temperatures and humidity, congestion, particularly around the hot plate area, cleaning materials, electrical, fumes, knives, equipment such as deep fat fryers, brat pans and tilting kettles. 13.2 Electrical equipment, including wiring in galley and store areas should be regularly inspected by a qualified member of the crew. Mechanical fans and other kitchen equipment exposing blades and other dangerous parts should have suitable protective guards. Extreme care should be exercised at all times. 13.3 Arrangements should be made for the segregation and disposal of garbage, foodwaste and other galley waste to maintain operational health and safety standards. 13.4 Burns and scalds are common injuries in catering environments. A first-aid box should therefore be located either in the galley or a suitable area convenient to the galley. It is further recommended that a notice stating the action to take if someone is burned or scalded should be prominently displayed in the galley. 13.5 Detailed advice specific to galley operations is available in Chapter 14 of the Code of Safe Working Practices for Merchant Seamen.

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EDUCATION AND TRAINING FOR FOOD HANDLERS 14. Food hygiene is a an important issue and all practical steps should be taken to avoid poor practices. It is extremely important therefore that any member of crew preparing and cooking food has a level of understanding on the basic principles of food hygiene. Although there is no requirement to do so, it is desirable that they attend a short basic hygiene awareness course unless they hold catering certificates. In-house training may be sufficient to ensure an appropriate level of understanding if a certificated ship’s cook is available to give instruction and supervise. Crew who prepare and cook food on an ad hoc basis (for example covering for illness) must be able to demonstrate basic good food hygiene practices. They should also receive such training as is necessary to ensure they have an awareness of health and

safety aspects within the catering environment and are capable of using equipment and treating minor injuries such as cuts and scalds. CREW INFORMATION 15. Information, including simple placards and up-to-date material, relating to national and international regulations on food preparation and storage, and hygiene and food safety should be readily available to members of the crew in an approved language understood by the crew. ADVICE 16. Anyone requiring additional information or specific advice relating to food hygiene matters should contact the Inspector who is based at Leith Marine Office, 1 John’s Place, Leith, Edinburgh, EH6 7EL. Telephone Number 0131 554 5488 or 0802 644434.

MSOS(A) Marine Safety Agency Spring Place 105 Commercial Road Southampton SO15 1EG Tel: 01703 329215 Fax: 01703 329251 February 1998 (MC 10/13/6) © Crown Copyright 1998

An executive agency of

Safe Ships Clean Seas
6

THE DEPARTMENT OF THE ENVIRONMENT, TRANSPORT AND THE REGIONS

Annex 1 TEN TIPS FOR FOOD SAFETY

STORE CHILLED AND FROZEN FOOD QUICKLY (Keep delays to an absolute minimum when taking on stores) KEEP YOUR GALLEY CLEAN (Disinfect worktops, equipment and utensils between handling food that is to be cooked and food that is not) WASH HANDS THOROUGHLY (Particularly after visiting the toilet, before preparing food, in between handling raw and cooked food, and after handling waste food) PREPARE AND STORE RAW AND COOKED FOOD SEPARATELY (If separate cabinets are not available then raw meat and fish should be stored at the bottom of the fridge and always keep food covered) KEEP YOUR FRIDGE BELOW 5°C (Get a fridge thermometer) KEEP YOUR FREEZER BELOW -18°C (Mould growth can occur at temperatures of -10°C) DEFROST FOOD IN CONTROLLED CONDITIONS (Not in the galley - use a cool clean area such as the food handling room and keep it covered and separate from cooked foods) CHECK "USE-BY" DATES (Use foods within the stated period) COOK FOOD THOROUGHLY (If you reheat, do it only once and make sure it's piping hot) KEEP HOT FOOD HOT AND COLD FOOD COLD (Do not just leave food standing around)

7

Annex 2 STATUTORY FRAMEWORK 1. Inspectors are appointed under the provisions of the Merchant Shipping Act 1995 for the purpose of seeing that requirements of the Act and regulations made thereunder are duly complied with. The relevant regulations are the Merchant Shipping (Provisions and Water) Regulations 1989 and certain requirements of the Merchant Shipping (Crew Accommodation) Regulations 1997 and the Merchant Shipping (Crew Accommodation) (Fishing Vessel) Regulations 1978. The Merchant Shipping & Fishing Vessel (Health & Safety at Work) Regulations 1997 also apply. 2. The need for the Provisions and Water Regulations arises from the 1946 ILO Convention No 68 concerning food and catering for crews on board ships. The Regulations require all merchant ships and fishing vessels over 24 metres in length to be supplied with provisions and water which: a. are suitable in respect of quantity, nutritive value, quality and variety having regard to the size of the crew and the character and nature of the voyage; b. do not contain anything which is likely to cause sickness or injury to health or which renders any provision or water unpalatable; and c. are otherwise fit for consumption.

3. The Regulations also require the inspection at sea of the supplies of food and water by the master or his deputy together with a responsible member of the catering department. UK employers, masters and skippers who fail to comply with their obligations under the Regulations are guilty of an offence and are liable on summary conviction to a fine. The ship may also be detained until the health and safety of all employees and other persons aboard is secured. The principles of the Regulations apply to non-United Kingdom ships, other than fishing vessels. 4. Article 8 of the ILO Convention and section 44 of the Merchant Shipping Act 1995 allow for a special inspection of the ship following a complaint from at least 3 of the crew about food and water supplies. 5. The Crew Accommodation Regulations require all galleys and storerooms, sanitary and cabin accommodation to be maintained in a clean and habitable condition and that all equipment and installations to be maintained in good working order. 6. In support of these Regulations, Chapter 14 of the Department's Code of Safe Working Practices for Merchant Seamen gives guidance on the standards expected. 7. The MSA’s Food & Hygiene Inspector has overall responsibility for food and hygiene issues affecting crew and regularly visits UK ports to carry out inspection work as well as providing guidance and support for local MSA marine surveyors who check food hygiene standards as part of the overall ship inspection. 8. Environmental or Port Health Officers have certain responsibilities under the Public Health Act 1936 and Food Safety Act 1990 and enforce statutory powers under Public Health (Ships) Regulations and other regulations. In broad terms, Environmental or Port Health Officers are concerned with protecting the UK from any condition that is likely to cause the spread of infectious disease. They issue derat certificates or exemptions as required by the International Health Regulations and apply hygiene standards on passenger vessels providing catering facilities for the public. 9. A close liaison is maintained between local offices of respective agencies to avoid duplication of effort and to ensure that where inspections carried out by members of one organisation reveal a situation that would clearly also be the concern of the other, appropriate action under respective powers can be considered.

8

DEPARTMENT OF T RANSPORT

MERCHANT SHIPPING NOTICE NO. M.1214

RECOMMENDATIONS TO PREVENT CONTAMINATION OF SHIPS FRESHWATER STORAGE AND DISTRIBUTION SYSTEMS Notice to Shipowners, Masters, Fishing Vessel Skippers, Shipbuilders and Repairers This notice supersedes Notices Nos. M.410, M.633 and M.901 1. Recently acquired scientific evidence indicates that closer attention needs to be given to the quality of freshwater in ships’ storage and distribution systems in relation to the growth of various potentially dangerous bacteria, including Legionella or to the presence of toxic chemicals. 2. The relevant United Kingdom Regulations which apply to freshwater on board ships are: The Merchant Shipping (Crew Accommodation) Regulations 1978 SI 1978/795. The Merchant Shipping (Crew Accommodation) (Fishing Vessels) Regulations 1975 SI 1975/2220. The Merchant Shipping (Provisions and Water) Regulations 1972 SI 1972/1871. The Merchant Shipping (Provisions and Water) (Fishing Vessels) Regulations SI 1972/1872. Food Hygiene (General) Regulations 1970 (which apply only to vessels plying exclusively in inland waters or engaged exclusively in coastal excursions solely on the coasts of Great Britain but not foreign voyages). The Public Health (Ships) Regulations 1979 SI 1979/1435. 3. The Merchant Shipping (Crew Accommodation) Regulations 1978, Regulations 29(3), 30(2) and the Merchant Shipping (Crew Accommodation) (Fishing Vessels) Regulations 1975, Regulations 26(2), 26(6), refer to requirements that the supply of drinking water shall be so arranged and constructed to prevent any risk of contamination, and in the former Regulations that the supply of washing water shall be so arranged and constructed to minimise any risk of contamination. Most dangerous waterborne bacteria affecting humans are ingested in drinking water but significantly Legionella bacteria can gain entry to the respiratory system from washing water suspended in air in the form of a fine mist as created by shower or tap sprays. Consequently this means that former distinctions between the standards required for drinking and washing water should not be maintained. Additionally, revision of the advice given in the Ship Captain’s Medical Guide 21st edition has become necessary, see also Notice No. M.1216. 1

4. The following principal features should now be carefully considered to ensure the supply of wholesome freshwater on board ships which is bacteria free, bright, clear, and virtually colourless. 4.1 FRESHWATER LOADING AND SUPPLY ARRANGEMENTS 4.1.1 Freshwater obtained from shore mains supply or water barge— This should be transferred by a hose exclusively used for that purpose. Hoses where carried on board ships should be suitably marked and should be stowed in a position clear of the deck where they are not subject to contamination and should always be capped at both ends after being drained off following their use. Fresh water hoses should be flushed through before each watering commences and discharged to waste. 4.1.2 Routine treatment of freshwater—Shore mains water in the United Kingdom normally contains only a very low concentration of free chlorine and the ship environment decreases this further. In foreign countries there may be no free chlorine content at all. All freshwater taken from shore or water barge (subject to 4.1.4 below) should therefore be chlorinated on loading to a sufficient concentration to ensure a residual free chlorine content of 0.2 ppm. This concentration may be achieved by the traditional manual method using the revised formulae given in the Ship Captain’s Medical Guide per Notice No. M.1216 or by using an automatic chlorination unit in the ship’s deck filling line. The concentration may be checked by means of a Lovibond comparator kit. 4.1.3 Freshwater from low pressure evaporator or reverse osmosis plant— Water from such plants should in general only be produced when the vessel is at least 20 miles from land or remote from any risk of estuarial pollution which in some sea areas can extend well in excess of 20 miles from land. The sea water suction to evaporators or reverse osmosis plants should be separate from other sea suctions eg machinery cooling water inlets, fire pump suctions, etc and sited forward and on the opposite side of the ship from sanitary or bilge discharges. It is important to note that any chemical used in an injection system to a sea suction intended to prevent the growth of organisms in the ship’s piping system serving water making apparatus should only be of a type specifically approved by the Department for that purpose. It is a condition of the Department’s approval and fitting of low pressure flash evaporators or reverse osmosis plants on board United Kingdom registered ships that the constraints described are closely observed. All watermaking plants producing freshwater from seawater require to be fitted (subject to 4.1.4 below) with an automatic chlorination unit and although formerly the Department has been prepared to grant exemption to allow an ultra-violet sterilizer unit to be fitted in lieu of the auto-chlorinator unit 2

this policy is now discontinued. Ultra-violet sterilizer units will continue to be accepted as a supplementary sterilization system in both new and existing ships but an auto-chlorination unit (subject to 4.1.4 below) will be required in new ships in accordance with the Regulations. In existing ships already exempted on the grounds of an ultra-violet sterilizer unit being fitted a regular routine for the chlorination of freshwater tanks to maintain 0.2 ppm concentration should be established similarly to ships obtaining their water only from shore or water barge. (See Notice No. M.1216). 4.1.4 An equivalent alternative means of sterilising fresh water similar to the chlorination method will on submission be considered by the Department on its merits. 4.2 STORAGE TANK ARRANGEMENTS 4.2.1 Storage tanks and delivery system intended for drinking or washing water—These should be independent of any other services wherever possible. Where there is no alternative supply to other services requiring freshwater, eg machinery jacket water, oil purifiers, or a freshwater WC flushing system it is preferable that there should be a clear air break in the freshwater supply pipe to any such system or tank. If in turn this is impracticable it is essential that the supply pipe is provided with an efficient non-return valve and a vacuum breaker or back-flow preventer. Where freshwater is to be used for flushing water closets either a vacuum breaker should be fitted between the flushing valve and the water closet or a suitable type of cistern should be provided. 4.2.2 Siting of tanks—Tanks intended for drinking water should normally be sited above the inner bottom and independent of the hull but tanks other than peak tanks (which are difficult to clean) not independent of the hull may be utilised if they are of all welded construction and suitable in all other respects. In particular all freshwater tanks should be so sited and be of such dimensions that they are readily accessible to facilitate inspection, cleaning and coating. In small ships of less than 2500 GRT where the use of an aft peak cannot be avoided particular attention should be given to filling and smoothing the bottom recesses in the tank with cement or other suitable non-toxic composition. Fore peak tanks which by nature are much more susceptible to damage should not be used. In ships with only one freshwater storage tank sited in the double bottom an alternative reserve drinking water tank should be provided for use in emergency. 4.2.3 Construction—The internal structure of all freshwater tanks should be designed to ensure efficient drainage through adequate limber holes to the suction and in general continuous welding should be used. No freshwater tank should have a common boundary with a tank containing oil or any other liquid except clean water ballast. During con3

struction or repair or at dry-docking or slipping, at intervals not greater than 5 years, it is important that a pressure test of all freshwater tank boundaries including the outer shell of a ship where this applies should be conducted to ensure that there is no seepage into the freshwater tanks from the sea or adjacent water ballast tanks. Manhole accesses to freshwater tanks should be of adequate size and sited clear of possible sources of contamination. Manholes sited in tank crowns should be fitted with raised coamings. No piping other than piping containing freshwater of the same standard as the tank contents should pass through a freshwater tank. WCs, laundries or any other feature likely to contaminate freshwater should be sited clear of the crown of freshwater tanks. Air, filling, and where practicable sounding pipes, should stand sufficiently high above the deck to prevent fouling. Air pipes should be of the swan neck type fitted with a wire gauze and should be sited in a protected position where the entry of sea water on deck is prevented. Sight glasses or gauges should be provided where practicable to indicate the water level in the storage tanks in order to avoid as far as possible the use of sounding rods. 4.2.4 Coatings—Freshwater tank structure when new should be thoroughly wire brushed, scrubbed and primed before coating with cement wash or a proprietary coating system and should be thoroughly aired before filling. When coating systems other than cement wash are used such as modern epoxy finishes specially developed for freshwater tanks it is essential that the coatings are applied and allowed to cure strictly in accordance with the manufacturer’s instructions otherwise the water can subsequently become unfit for use. The manufacturer’s advice on filling, flushing and emptying freshwater tanks before these are connected to the distribution system should also be strictly adhered to. 4.3 DISTRIBUTION SYSTEMS 4.3.1 Water treatment, filters, mineralisers, softeners, etc— All sea water drawn by an evaporator or reverse osmosis plant should be passed through suitable sand filters before being introduced to the water making apparatus and all water produced by such plants in new ships must be disinfected by an autochlorination unit or equivalent (per 4.1.4 above) before it is pumped to the storage tanks. An auto-chlorinator for this purpose may if desired, and if of sufficient capacity, have a connection to provide the same facility for the deck filling line. If it is considered necessary to neutralise the pH value of the product water or to make the water more palatable it is preferable that such a neutraliser or mineraliser be inserted between the water-maker and the auto-chlorinator and therefore before the water is passed into the storage tank. 4.3.2 Freshwater distribution pumps—These should be dedicated to domestic freshwater services only and should not be capable of being connected to any other service, eg salt water. 4

4.3.3 Calorifters, pressure tanks, etc— These should be designed where possible to avoid stagnant zones forming and should be fitted with efficient connections at the lowest point of the unit to ensure that all loose scale, or sludge can be completely drained off after cleaning and maintenance. Calorifiers should be provided with adequate access to enable scale deposits or products of corrosion to be removed and cleaning to be facilitated. 4.3.4 Piping— Care should be taken not to run hot and cold water pipes adjacent to one another unless the pipes are adequately insulated to prevent transfer of heat from hot to cold lines. 4.3.5 Overall design of freshwater systems— The fresh hot and cold water distribution systems should be designed to provide maximum circulation of the systems and to avoid deadlegs especially where temperatures could arise which might provide the optimum conditions for bacterial growth ( ie 15°C to 50°C). This possibility increases as the size of the system increases when sections of the system are not kept in continuous use. Consideration should therefore be given in ships with accommodation for more than 100 persons to providing a ring main system with circulation pumps in both hot and cold water lines. The freshwater tanks arrangement in every ship should enable tanks to be used in regular rotation in order to avoid the problems associated with stagnation. 4.3.6 Fittings and accessories—All items used in the construction of ship’s freshwater plumbing systems should in future be of types that do not provide a habitat for bacteria, which can occur in the case of natural rubber, various plastics, and fibre accessories, or leach out toxic constituents. In line with the policy adopted by all Water Authorities in the United Kingdom (under the United Kingdom Water Fittings Byelaws Scheme) it is recommended that all materials used in freshwater systems should be of those listed in the current edition of the Water Fittings and Materials Directory (revised annually) prepared by the Water Research Centre, Henley Road, Medmenham, PO Box 16, Marlow, Bucks SL7 2HD, ie pumps. valves, “0” rings, seatings, compounds, pipes, shower mixers, taps, calorifiers and all other sundry items. When a vessel is constructed or refitted abroad fittings or materials validated by a local national agency to an equivalent standard may be acceptable if suitable documentary attestation is available. (See also paragraph 4.5 below). 4.4 MAINTENANCE 4.4.1 Freshwater storage tanks— It is recommended that these should be opened up, emptied, ventilated and inspected at intervals not exceeding 12 months and thoroughly cleaned, recoated as necessary, aired, and refilled with clean freshwater chlorinated to a concentrated of 0.2 ppm. The cleaning process should include disinfection with a 5

solution of 50 ppm chlorine. In addition tanks should be thoroughly pumped out and, where necessary, hosed prior to refilling at approximately 6 month intervals. It is further recommended that tanks should be super-chlorinated at a concentration of 50 ppm for a period of not less than 4 hours and then completely flushed out and refilled at 0.2 ppm concentration at every refit or dry docking period. Persons inspecting or working in freshwater tanks should wear clean clothing and footwear which has not been used for any other work area, and should not be suffering from any skin infection or communicable disorder. 4.4.2 Distribution system—The various elements of the freshwater production, treatment, and delivery system, ie sand filters, evaporators, reverse osmosis plant, auto-chlorinator, neutraliser/mineraliser, softeners, pumps, pressure tank, calorifier, carbon filter, ultra-violet sterilizer (where fitted), should be inspected, cleaned, flushed out, back washed, re-charged or items replaced where appropriate, in accordance with the makers' instructions. It is recommended that in complex systems a Freshwater System Maintenance Log be kept itemising each tank and each principle unit in the system. Alternatively the system should be itemised in the ship's Preventative Maintenance Work Programme where such a regime has been adopted. Some items of equipment require particularly careful and frequent attention. eg filters on not less than a monthly basis to clean and where necessary change the media to ensure that the apparatus has not become contaminated by bacteria or other foreign matter. Calorifiers should be opened up and inspected scaled and cleaned periodically and before draining should be raised to a temperature of 70°C for at least 1 hour to ensure destruction of bacteria which may have colonised the lower and cooler zone of the unit. At every refit or dry docking period the whole delivery, tanks, and distribution system from machinery space to furthest outlets should be charged with super-chlorinated freshwater at a concentration of 50 ppm residual free chlorine and left for a period of 12 hours. After flushing through the storage tanks should be chlorinated to a concentration sufficient to maintain 0.2 ppm residual free chlorine. Shower heads and their flexible pipes where fitted should be thoroughly cleaned in a 50 ppm chlorine solution routinely every 3 months. Particular attention should be paid to fittings in toilet accommodation which may have been out of use for extended periods and these should also be so treated before re-use. 6

4.4.3 Hoses— Disinfection of hoses should be carried out as a routine measure every 6 months, or whenever any contamination is suspected. Hoses should be thoroughly flushed through and completely filled with a solution of 50 ppm residual free chlorine which should then be allowed to stand for a period of at least 1 hour (see Notice No. M.1216) before the hoses are emptied and restowed. 4.4.4 Chlorination— Guidance for the manual chlorination and superchlorination of freshwater tanks as given in the Ship Captain’s Medical Guide (as amended reference Notice No. M.1216) should be followed. It should be noted that as the chemicals used are oxidising agents and can be corrosive proper protective clothing including eye protection should be worn and the chemicals should be labelled and appropriately stored in accordance with the manufacturer’s instructions. 4.4.5 Corrosion and scale inhibitors-It is often the practice to add scale or corrosion inhibitors in the main or auxiliary engine jacket water used as the heating medium in low pressure flash evaporators. As there is a risk of minor leakage of such water into the flash side of the evaporator it is important that such inhibitors are of types approved by the Department. 4.5 FURTHER RECOMMENDATIONS 4.5.1 New ships— The freshwater systems in new ships should be carefully designed installed and maintained in accordance with the principles set out in this Notice. In particular the arrangements should facilitate cleaning. Equipment and materials should be carefully selected from the current Water Fittings and Materials Directory or foreign equivalent in order to minimise potential contamination. Auto-chlorination is not a mandatory requirement in ships obtaining freshwater only from shore sources or water barge but this method should be considered as a more reliable means of chlorinating the ship's freshwater supply than manual chlorination. 4.5.2 Existing ships— Where unsuitable materials may have been fitted to shower fittings or taps ie natural rubber or certain plastic hoses, washers, “0” rings, etc which provide conditions for bacteria to colonise, such items should be progressively removed in the course of normal maintenance and acceptable substitutes as listed in the Water Materials Directory or foreign equivalent fitted in lieu. It is essential that all parts of the fresh water system are maintained in a clean and hygenic condition as indicated in this Notice. 4.5.3 All ships—The use of sea water in the preparation of food, washing of utensils, cleaning of galley equipment or in installations such 7

as potato peelers should be avoided and only potable water should be used for washing down in food preparation or storage spaces. The ship’s catering staff should be advised appropriately.

Department of Transport

Marine Directorate
London WC1V 6LP June 1986
© Crown copyright 1986

MERCHANT SHIPPING NOTICE No. M.1401

Disinfection of Ships Domestic Fresh Water
Notice to Shipowners, Masters, Fishing Vessel Skippers, Shipbuilders and Repairers

l. The Merchant Shipping (Crew Accommodation) Regulations 1978 as amended and the Merchant Shipping (Crew Accommodation) (Fishing Vessels) Regulations 1975 require that all fresh water produced on board the ship shall be disinfected automatically. 2. Merchant Shipping Notice M.1214 entitled “Recommendations to Prevent Contamination of Ships’ Fresh Water Storage and Distribution Systems” together with the “Instructions for the Guidance of Surveyors”, both issued by the Department, deal more fully with all the related recommendations and advice. 3. At the time of issue of Merchant Shipping Notice M.1214 (June 1986) only chlorination, with its resi-

dual capability, could be recommended for use as a disinfectant in shipboard fresh water systems. 4. However, further research work has now been undertaken in respect of the use of silver as a disinfectant. Given the results of this work, together with the historically satisfactory use of silver as a disinfectant in shipboard fresh water as well as land based systems, the Department now accepts electro-silver ionisation systems for the automatic disinfecting of fresh water produced on board United Kingdom regis tered ships. 5. The conditions of acceptance which are applicable to the fitting of such disinfection systems are detailed in the Annex to this Notice.

Department of Transport Marine Directorate London WCIV 6LP December 1989
© Crown copyright 1989

ANNEX ELECTROLITIC SILVER RELEASE FRESH WATER DISINFECTION SYSTEMS The Department accepts electro-silver ionisation systems for the automatic disinfecting of fresh water produced on board United Kingdom registered ships. A summary of the conditions of acceptance which are applicable to the fitting of such disinfection systems is given below. 1.1 Any proposal for fitting a system on a passenger class UK registered ship is to be submitted to the Marine Directorate for individual consideration. 1.2 The installation of any unit supplied for ships intended for the United Kingdom registry should be undertaken in accordance with the manufacturer’s detailed instructions. 3.1 A set of manufacturer’s instructions covering fully the installation, operation and maintenance of the disinfection systems should be filed with the Department for record and supplied with each unit for the reference of the operators. 4.1 The disinfection unit is to be fitted in the fresh water system between the production unit and the storage tanks, as near to the former as is practicable and in a readily accessible position. 5.1 Each system is to be designed for the maximum flow rate of the fresh water production unit. 6.1 “Fail Safe” operation of the disinfection units is to be achieved by fitting an automatic, normally closed solenoid operated valve in the system. The valve is to be under the independent control of the electrode monitor such that the valve will close and prevent the passage of water into the storage distribution system should the unit malfunction in any way. 7.1 An audible visible automatic alarm should be installed connected to the “Fail Safe” control system and should give a warning of failure of power supply or any malfunction of the disinfection unit causing closure of the solenoid operated valve. The electricity supply required to operate the alarm should be independent of the supply to the disinfection unit. 8.1 No facility for by-passing the disinfection unit is to be fitted or provided. 9.1 The design setting of each unit is to be checked by the manufacturers before dispatch and is to be such as to ensure that a minimum of 0.1 ppm silver concentration will be added to the water under maximum flow conditions. 10.1 The fresh water storage and distribution system should be designed such that the silver contact time with the water is a minimum of four hours before use. This will ensure a maximum silver concentration of 0.08 ppm in the system. This concentration is to be checked by a competent laboratory annually. 11.1 Any water “conditioning” units should be installed after the disinfecting unit and before storage. 12.1 Spare parts not less than the manufacturer’s minimum spares list (see manufacturer’s instructions) are to be carried for each unit fitted. 13.1 Acceptance is based on the information supplied by the manufacturer and is subject to the system operating satisfactorily in service. The Department reserves the right to require check tests to be made at any time.

MARINE GUIDANCE NOTE

MGN 289 (M+F)
Accident Reporting and Investigation
Notice to all Owners, Masters, Skippers, Officers and Crews of Merchant Ships, Fishing Vessels, Pleasure Vessels, Harbour Authorities, and UK Inland Waterway Authorities. This Notice supersedes Notice No. MGN.115 (M+F)

Summary This note is to inform all seafarers and vessel owners of the requirements of the new Merchant Shipping (Accident Reporting and Investigation) Regulations 2005. Key Points • A new, broader, definition of the people and organisations given a duty to report accidents and serious injuries is included. • Inclusion of a definition of a MAIB ‘preliminary examination’. The stages and process of a MAIB investigation are clearly outlined. The Chief Inspector now decides whether, following a preliminary examination, further investigation leading to a published report is appropriate. • A regulation regarding the disclosure of records is included, and clarification that MAIB has to keep in confidence statements and declarations from interested parties is given. • A regulation has been included which specifies that reports are not to be used in judicial proceedings for purposes of litigation or blame, unless a Court orders otherwise. • The powers of inspectors to exclude any person (except a professional legal adviser solely representing the interviewee) from an interview, if they have substantial reason to believe that the presence of that person would hamper the investigation, are outlined. • A regulation has been put in place enabling the inspector to ensure that a ship, crew and evidence involved in an accident remain accessible to inspectors until the process of collecting or preserving all evidence has been completed. • A closed-loop recommendations system has been introduced. It requires those addressed in MAIB recommendations to respond to those recommendations. The Chief Inspector will publish the status of implementation of recommendations annually.

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Introduction 1. The Marine Accident Investigation Branch (MAIB) is responsible for the investigation of all types of marine accidents, both to vessels and to those on board. The MAIB is an independent branch within the Department for Transport (DfT) and is separate from the Maritime and Coastguard Agency (MCA). The MAIB’s head, the Chief Inspector of Marine Accidents, reports directly to the Secretary of State on accident investigation. He and his professional staff, who are drawn from the nautical, fishing, marine engineering, and naval architecture disciplines, are appointed by the Secretary of State under the provisions of the Merchant Shipping Act 1995. An administrative staff deals with records, data analysis and publications, policy matters, and provides general support. The MAIB’s sole objective in investigating an accident under the Regulations is the prevention of future accidents by establishing its causes and circumstances; it is not the purpose to apportion liability, nor, except so far as is necessary to achieve the objective, to apportion blame. The MAIB is not an enforcement or prosecuting agency. Procedures are governed mainly by the Merchant Shipping Act 1995, and by Regulations. The Merchant Shipping (Accident Reporting and Investigation) Regulations 2005 (SI No 881 of 2005), which replace the Accident Reporting and Investigation Regulations of 1999, come into force on 18th April 2005. They define the accidents to which they apply, set out the purpose of investigation, and make provisions for the ordering and conduct of investigations. The Regulations apply generally to all ships, including fishing vessels and (except for reporting exemptions listed at Annex A) to pleasure vessels. These vessels are covered by the Regulations whether at sea or in a port. The Regulations also set out requirements for reporting accidents, major injuries, and serious injuries. They do not cover formal investigations or other public inquiries, the rules for which are set out elsewhere. The Regulations are also separate from and in addition to reporting requirements in the Merchant Shipping (Reporting Requirements for Ships Carrying Dangerous or Polluting Goods) Regulations 1995 and the Merchant Shipping (Vessel Tr a ffic Monitoring and Reporting Requirements) Regulations 2004. Further details of those regulations can be found in Merchant Shipping Notice 1784. The Regulations also allow for the investigation of “hazardous incidents” – broadly any unspecified events which might have led to an accident – though they do not require such incidents to be reported. Annex B, (2) and (3) reproduce the definitions of major and serious types of injury. Reports of minor incidents that posed no danger are not required. Nor are reports required of injuries to shore-based workers in a United Kingdom port or shipyard; such injuries should be reported by the employer to the Health and Safety Executive (HSE), as should reports of other accidents occurring in a United Kingdom shipyard.

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Reporting 8. Accidents (see definition at Annex B) must be reported by the quickest means available and should contain the information noted in Annex C section 3(1). When an accident occurs, the Master or senior surviving officer must send a report to the Chief Inspector as soon as is practicable following the accident. When an accident occurs, the owner must send a report to the Chief Inspector as soon as is practicable following the accident unless the owner has ascertained that the report has already been made by the Master or senior surviving officer.

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Persons named in (9 and 10) above must, so far as is reasonably practicable, ensure that the circumstances of every accident are examined. A single report giving the findings of such an examination, stating any measures taken or proposed to prevent a recurrence, must be provided to the Chief Inspector as soon as is practicable, irrespective of any investigation that may be conducted by the MAIB. Persons named in (9 and 10) above must also, so far as is reasonably practicable, ensure that the circumstances of every serious injury (see definition at Annex B) are examined. A single report giving the findings of such an examination, stating any measures taken or proposed to prevent a recurrence, must be provided to the Chief Inspector within 14 days of the injury occurring. In addition, the following persons must report any accident of which they are aware to the Chief Inspector, by the quickest means available: the MCA if the accident was in United Kingdom waters; Harbour Authorities; and Inland Waterway Authorities within the United Kingdom. Reports should be sent by the quickest means available, including telephone, facsimile, telex or e-mail to the MAIB. The reporting requirements apply to merchant ships, fishing vessels, and vessels in commercial use for sport or pleasure. The reporting requirements also apply to hired recreational craft, together with boats of less than 8m in length in commercial use in harbours or on inland waterways, where the accident involves explosion, fire, death, major injury, capsize of a power-driven craft or boat, or pollution causing serious harm to the environment. The MAIB Incident Report Form (IRF) can be used to provide an initial report of any accident; it can also be used for serious injuries. It can be found on the MAIB website or obtained directly from the MAIB. Annex C section 3(2) contains advice on the information that is needed. The MAIB welcomes the voluntary reporting of accidents to or on pleasure craft used only for recreation purposes and not for commercial gain, but there is no statutory requirement for this. These Regulations are not intended to replace the requirements of the Port Marine Safety Code. Accidents involving divers whilst diving are not covered by the Regulations, and should not be reported to MAIB. Any such incident should be reported to the British Sub Aqua Club (BSAC). Accidents on board ships in ports, with the exception of those involving stevedores or shore-based workers, are covered by the Regulations and must be reported. Incidents involving shore-based workers should be reported to the Health and Safety Executive. Although there is no requirement to report hazardous incidents, the MAIB strongly urges any person to do so voluntarily, since useful lessons can always be learned. Examples are “nearmisses”, including failure of procedures in shipboard operations, material defects, fatigue, and human failures. The critical question in deciding whether or not to report an incident is whether it had the potential to lead to an accident. These reports should also be sent using an IRF, or if preferred, in narrative form. Many incidents occur which do not cause injury or damage, but have the potential to be hazardous or to have serious consequences. When making reports, whether on an IRF or in narrative, the content of the descriptive text is particularly important. Lessons can be learned from the positive as well as negative aspects. Details of actions taken to minimise the effects of the accident or, in the case of a hazardous incident, to prevent it developing into an accident, are particularly helpful. A description of actions taken or recommendations made to prevent a recurrence are also of value. Much is gained from the information provided by those most closely involved in the event at the time it occurred.

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Annex C, paragraphs (1) and (2) include a summary of reporting procedures, and details of the MAIB’s address and contact numbers. Investigations

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An accident or serious injury may be investigated by the MAIB if it involves a United Kingdom ship anywhere in the world, or (with few exceptions), any other ship in UK waters, or if the Branch agrees to a request to undertake an investigation on behalf of another flag state. Hazardous incidents may also be investigated. In some cases, the vessel’s own investigation will be sufficient, but the MAIB may seek further details if necessary. Before deciding whether to carry out any form of investigation, the Chief Inspector may seek to obtain such information as he considers necessary concerning the accident, and any remedial action taken. Any person mentioned in (9, 10 and 13) above, or any other person holding such information shall provide it to the Chief Inspector to the best of their ability and knowledge. If the Chief Inspector decides that an investigation will be carried out, it will be undertaken by inspector(s) at a time and place, and in such a manner, as appears appropriate to achieve the sole objective of the MAIB. Following a decision to investigate, the Chief Inspector will notify the master and/or owners within 28 days. Public notice that an investigation has started may be given in such manner as the Chief Inspector thinks fit. The initial part of an investigation seeks to establish the causes and circumstances of an accident, with a view to deciding whether any further investigation is warranted, and is called a ‘preliminary examination’. When a preliminary examination is complete, the Chief Inspector will decide whether it is appropriate to conduct further investigation leading to a published report. Where an inspector is appointed to carry out an investigation, his powers are extensive, and are set out in detail in Sections 259 and 267 of the Merchant Shipping Act 1995. Subject to these powers, the Inspector has wide discretion as to how he carries out his investigation. If possible, much of it will take place on board the vessel involved. He may wish to visit the owners or ship managers. He may also prohibit, pending investigation, access to or interference with anything involved in an accident. In particular, those persons mentioned in (9 and 10) above should ensure that all charts, log books, voyage data and other records, electronic and magnetic recording and video tapes and all documents which might reasonably be considered pertinent to a reportable accident are kept intact. No alterations should be made to recordings or entries, and any equipment associated or involved in an accident should remain undisturbed until: (a) notification is received from the Chief Inspector that no investigation is to take place or that the investigation has been completed; or (b) unless advised otherwise, 28 days after receipt by the Chief Inspector of a report referred to in (17) above; or (c) the Chief Inspector or an inspector carrying out the investigation indicates that they are no longer required.

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Persons mentioned in (13) are not specifically required to retain documents. The current safety provisions under ISPS are sufficient to cover any documents or evidence, such as VTS monitoring data, that these parties may hold. The Chief Inspector may, if he considers it reasonably necessary for the collection or preservation of evidence, require that any persons mentioned in (9 and 10) ensure that a ship is accessible 4

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within United Kingdom waters if there are serious grounds for concern that the ship, crew, or evidence will be inaccessible to MAIB should the vessel leave UK waters. The ship must remain accessible until the process of collecting or preserving evidence has been completed. 35. If this power were to be used, the MAIB would be likely to request written assurance that access to the ship, crew, and any evidence would be granted at the nearest port, and that the evidence would not be disturbed during the voyage. If this written assurance were not granted, then the Chief Inspector could use his discretion in applying the power described above. Should a ship be required to remain in a UK port, then the ship could be moved to a suitable anchorage to ensure that the availability of berths is not affected. If this power were ever used, then the MAIB will not unreasonably require a ship to remain in UK waters any longer than is necessary. Evidence will be collected or preserved as quickly as possible and with the minimum amount of delay to the ship. The Inspector can require any person who may be able to help the investigation to attend an interview, answer questions, and sign a declaration of the truth of their answers. A solicitor or other professional legal adviser acting solely on behalf of the person being interviewed may not be excluded from an interview. Any other person allowed or nominated to be present at an interview by an interviewee, may be excluded from being present by the inspector. To use this power, both the inspector and the Chief Inspector must have substantial reason to believe that the presence of the nominee would hamper the investigation. If this power was used, the interviewee can then nominate another person to be present. At the request of the person being interviewed, the interview would be suspended until the second nominee was present. The Secretary of State may also require the Chief Inspector to expand the scope of an investigation into the further consequences of an accident, including salvage and pollution aspects; or the conduct of search and rescue operations. The investigation into the further consequences could be completely separate and distinct from the investigation into the initial accident. Disclosure of Records 41. Unless a Court determines otherwise, the names, addresses and any other details of anyone who has given evidence to an inspector shall not be disclosed. Some documents or records shall not be made available for purposes other than the investigation unless a Court determines otherwise. These include any declarations taken by an inspector or supplied to him during the course of his investigation; any notes or voice recordings of any interviews; medical or confidential information regarding persons involved in an accident or hazardous incident; and any report made under (17), copies of a draft report, or a report which is not the final report of the investigation. But a person who has given evidence to the MAIB may disclose his own declaration, if he so wishes. If any part of a report is based on information obtained pursuant to an inspector's powers under sections 259 and 267(8) of the Act, the report shall be inadmissible in any judicial proceedings, with the exception of an inquest or Fatal Accident Inquiry, unless a Court determines otherwise. In England, Wales or Northern Ireland ‘Court’ means the High Court, or in the case of Scotland, the Court of Session. Independent technical analysis commissioned by the Chief Inspector, and opinions expressed in that analysis of information, may be made available if the Chief Inspector considers it appropriate to do so. Copies of information (“raw data”) obtained from voyage data recorders or from other recording systems, including voice recordings, video recordings and other electronic or magnetic

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recordings and any transcripts made from such information or recordings, may be provided at the discretion of the Chief Inspector to the police or other official authorities. This does not include recordings of interviews. MAIB Reports of Investigations 46. The Chief Inspector may, at his discretion and to promulgate any lessons learned, publish collective short reports of accidents that have not been the subject of a full investigation and published report. Reports of full investigations will be made publicly available in the shortest time possible, and in such a manner as the Chief Inspector sees fit. The report shall set out conclusions relating to the facts of the accident, or where the facts cannot be clearly established, analysis and professional judgement to determine the probable facts; and recommendations for future safety. All reports of full investigations are published on the MAIB website, [www.maib.gov.uk]. Hard copies are also widely distributed and can be supplied to anyone upon request. Provision is made for any person likely to be affected by a report to see the draft and to comment on the facts and analysis therein, before it is finalised and made publicly available. The Chief Inspector will consider representations relating to the facts and analysis contained in the report that may be made to him by or on behalf of the persons served with such notice. Recommendations 50. Recommendations can be made as a result of one or more investigations, whether completed or not, by the Chief Inspector. If a preliminary examination has been conducted they will be in the form of a letter from the Chief Inspector. If an investigation has been conducted, the recommendation(s) would be included in the final report. Recommendations are addressed to those considered best fitted to implement them. Any person to whom a recommendation is addressed, should take the recommendation into consideration. They should also send full details of any measures that are being or will be taken to implement the recommendation and, if appropriate, the timetable for securing implementation. Notice should be given to the Chief Inspector if at any time this information is rendered inaccurate by a change of circumstances. Any person to whom a recommendation is addressed should, after taking the recommendation into consideration, provide a full explanation to the Chief Inspector as to why the recommendation is not going to be implemented, if that is the case. The Chief Inspector shall, annually or at such intervals as he sees fit, make information received in response to recommendations publicly available and shall inform the Secretary of State. If a person has failed to comply with a recommendation addressed to him, he will be allowed a further opportunity to make representations before the information is published. Penalties 54. The Regulations lay down penalties for breaches of the requirements. These offences include a failure to report an accident or serious injury; not providing information as required; falsely claiming to have additional information or new evidence, and a failure to preserve evidence. In addition, penalties for obstructing an Inspector or otherwise impeding his investigation are laid down in Section 260 of the Merchant Shipping Act 1995.

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Further Information Marine Accident Investigation Branch Carlton House Carlton Place Southampton Hampshire SO15 2DZ Tel: 023 8039 5500 Fax: 023 8023 2459 Telex: 477917 MAIB SOG 24 Hr Reporting Line: 023 8023 2527 E-Mail: [email protected] Website: www.maib.gov.uk Published: 04/2005 © Crown Copyright 2005 MAIB is a part of the Department for Transport
ISO 9001:2000 FS 34835

Safer Lives, Safer Ships, Cleaner Seas
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ANNEX A REPORTING REQUIREMENTS

1.

Accidents involving or occurring on board (a) any United Kingdom ship, must be reported to the MAIB under the Regulations. Accidents involving or occurring on board (a) a pleasure vessel (b) a recreational craft hired on a bareboat basis (c) any other craft or boat, other than one carrying passengers, which is in commercial use in a harbour or on an inland waterway and is less than 8m in length do not need to be reported to the MAIB, unless the accident involves i. explosion ii. fire iii. death iv. major injury v. capsize of a power-driven craft or boat, or vi. pollution causing significant harm to the environment

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Accidents involving or occurring on board (a) Any ship within the jurisdiction of a harbour master or Queen's harbour master appointed, or required to be appointed (b) Any ship carrying passengers to or from a port in the United Kingdom must be reported to the MAIB under the Regulations. Accidents involving shore-based workers while a ship is in port or in a shipyard within the United Kingdom should be reported by the person's employer to the Health and Safety Executive. No report to the MAIB is required. Accidents involving divers whilst diving are not covered by the Regulations. Any such incident should be reported to the British Sub Aqua Club. No report to the MAIB is required.

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ANNEX B ACCIDENTS AND MAJOR & SERIOUS INJURIES 1. Accident means any occurrence on board a ship or involving a ship whereby (a) there is loss of life or major injury to any person on board, or any person is lost or falls overboard from, the ship or one of its ship's boats; (b) a ship (i) causes any loss of life, major injury or material damage; (ii) is lost or presumed to be lost; (iii) is abandoned; (iv) is materially damaged by fire, explosion, weather or other cause; (v) grounds; (vi) is in collision; (vii) is disabled; or (viii) causes significant harm to the environment. (c) any of the following occur (i) a collapse or bursting of any pressure vessel, pipeline or valve; (ii) a collapse or failure of any lifting equipment, access equipment, hatch-cover, staging or boatswain’s chair or any associated load-bearing parts; (iii) a collapse of cargo, unintended movement of cargo or ballast sufficient to cause a list, or loss of cargo overboard; (iv) a snagging of fishing gear which results in the vessel heeling to a dangerous angle; (v) a contact by a person with loose asbestos fibre except when full protective clothing is worn; or (vi) an escape of any harmful substance or agent, if the occurrence, taking into account its circumstances, might have been liable to cause serious injury or to cause damage to the health of any person. The terms “disabled” and “grounds” are separately defined. 2. Major injury means (a) (b) (c) (d) (e) (f) any fracture, other than to a finger, thumb or toe; any loss of a limb or part of a limb; dislocation of the shoulder, hip, knee or spine; loss of sight, whether temporary or permanent; penetrating injury to the eye; or any other injury – (i) leading to hypothermia or to unconsciousness, or (ii) requiring resuscitation, or (iii) requiring admittance to a hospital or other medical facility as an inpatient for more than 24 hours.

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Serious injury means any injury, other than a major injury, to a person employed or carried in a ship which occurs on board or during access which results in incapacity for more than three consecutive days excluding the day of the accident or as a result of which the person concerned is put ashore and the ship sails without that person, unless the incapacity is known or advised to be of three consecutive days or less, excluding the day of the accident.

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ANNEX C REPORTING PROCEDURES 1. Summary (Regulation 5)

INCIDENT Accident (includes Major Injury)

INITIAL REQUIREMENT The master or senior surviving officer (being either the senior surviving officer in the deck department or if there is no senior surviving officer in the deck department, the senior surviving engineer officer), and the ship's owner are responsible for sending a report to the Chief Inspector by the quickest means available. In addition, the following shall report any accident/serious injury of which they are aware: (i) the appropriate harbour authority in respect of an accident within or adjacent to its harbour limits; (ii) the appropriate authority having responsibility for the particular waters concerned in respect of an accident on any inland waterways in the United Kingdom, (iii) The Maritime and Coastguard Agency in respect of an accident within United Kingdom waters. On board examination by ship's safety officer, if carried.

FOLLOW-UP PROCEDURE An additional report must be sent to the MAIB using the quickest means available.

Serious Injury

No requirement On board examination of the circumstances of the serious injury required.

A report outlining the circumstances of the serious injury to be sent to the Chief Inspector within 14 days of the incident.

Hazardous Incident (non-specified)

No requirement

It is strongly recommended that a report (IRF or narrative) is sent to the MAIB.

* By ship’s safety officer, if one is carried.

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The MAIB’s address is: First Floor Carlton House Carlton Place Southampton SO15 2DZ United Kingdom Telephone: (Office hours) Telephone: (24 hours) Fax: Telex: E-mail: Internet: 023 - 80 - 395500 (UK) + 44 - 23 - 80 - 395500 (Outside UK) 023 - 80 - 232527 (UK) + 44 - 23 - 80 - 232527 (Outside UK) 023 - 80 - 232459 (UK) + 44 - 23 - 80 - 232459 (Outside UK) 477917 MAIB SO G [email protected] http://www.maib.gov.uk

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Information needed in Reports (1) Initial reports of accidents should include as much of the following as possible: (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) name of vessel and IMO, official or fishing vessel number; name and address of owners; name of the master, skipper or person in charge; date and time of the accident; where from and where bound; latitude and longitude or geographical position in which the accident occurred; part of ship where accident occurred if on board; weather conditions; name and port of registry of any other ship involved; number of people killed or injured together with their names, addresses and gender; brief details of the accident, including sequence of events leading to the accident, extent of damage and whether accident caused pollution or hazard to navigation. If the vessel is fitted with a voyage data recorder, the make and model of the recorder.

(2) Follow-up accident reports and initial reports of serious injuries should include the above information as well as the conclusions of any on-board examination covering the cause, how a future similar incident might be avoided, and what action has been taken or recommended. The MAIB’s Incident Reporting Form (IRF) provides a convenient format for reports but plain narrative giving the above information may be used if the form is not available. As full an account as possible should be given whether or not the form is used; the list of items above is not intended to be limiting and any matter should be included which will help to make the circumstances clear or to show how similar incidents may be prevented. Sketches, plans and photographs of the damaged areas, taken both before and after the event, are often helpful and may be attached to the report. (3) The reports in (2) should be signed by the master, skipper or the owner’s representative, and by the ship’s safety officer if one is carried. 4. IRF’s are available on the MAIB’s website - www.maib.gov.uk

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MERCHANT SHIPPING NOTICE

MSN 1768 (M+F)
SHIPS’ MEDICAL STORES Application of the Merchant Shipping and Fishing Vessels (Medical Stores) Regulations 1995 (SI 1995/1802) and the Merchant Shipping and Fishing Vessels (Medical Stores) (Amendment) Regulations 1996 (SI 1996/2821)
Notice to Shipowners, Agents, Masters, Skippers of Fishing Vessels and all Seafarers. This Notice supersedes Merchant Shipping Notice MSN 1726 (M+F) and should be read in conjunction with the above mentioned Regulations, and MSN 1776 (M) and MGN 257 (M).

Summary This Notice sets out the minimum requirements for medical stores for UK ships under the above Regulations. Basic statutory requirements (deriving from EC directive 92/29/EEC) remain as in the previous Notice (MSN 1726) but where appropriate the recommended treatments and specific medicines have been updated. It covers: • The definitions of categories of vessel for the purposes of the Regulations • Medical stores required and recommended additional equipment………………………….. Annex 1 • Additional requirements for passenger vessels - Doctor’s Bag • First aid kits • Advice on medicines to be carried on ships (including ferries) transporting dangerous substances • Medical guides to be carried and Radio Medical Advice • Precautions against malaria • Guide to use of medicines • Specimen requisition form for obtaining controlled drugs • Completion of the controlled drugs register ………………………….. Annex 2 ………………………….. Annex 3

…………………………. Annex 4 …………………………. Annex 5 …………………………. Annex 6 ………………………….. Annex 7 …………………………. Annex 8 …………………………. Annex 9

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1.0 REGULATIONS 1.1 The United Kingdom implemented the requirements of Council Directive 92/29/EEC, which sets out the minimum standards for ships’ medical stores, by introducing the Merchant Shipping and Fishing Vessel (Medical Stores) Regulations 1995, as amended by the Merchant Shipping and Fishing Vessel (Medical Stores) (Amendment) Regulations 1996 (referred to as the Regulations). This Notice provides details of the required medical stores. 2.0 VESSEL CATEGORIES 2.1 The categories of vessels and the consequent requirements for medical stores and equipment areas are set out in the Directive. The vessel categories are : Category A Seagoing or sea-fishing vessels with no limitation on length of trips. Category B Seagoing or sea-fishing vessels making trips of less than 150 nautical miles from the nearest port with adequate medical equipment. This category is extended to seagoing or sea-fishing vessels which make trips of less than 175 nautical miles from the nearest port that has adequate medical equipment and which remain continuously within range of helicopter rescue services. Category C Harbour vessels, boats and craft staying very close to shore or with no cabin accommodation other than a wheelhouse. Lifeboats and life-rafts are also required to carry Category C stores. The UK interprets the phrase "very close to shore" as meaning that a vessel operating more than 60 nautical miles out to sea would not be operating very close to shore. Notwithstanding this interpretation, it is for owners and skippers, for the purpose of complying with the Regulations, to assess whether, in respect of voyages in which the vessel goes less than 60 nautical miles out to sea, the vessel is "very close to shore".

2.2 The following vessels are excluded from the requirements of this Notice: • inland navigational vessels, defined in the Regulations as those vessels plying on waters of Categories A to C as defined in Merchant Shipping Notice MSN 1776 (M). warships pleasure boats used for non-commercial purposes and not manned by professional crews, defined in the Regulations as follows:

• •

any vessel which at the time it is being used is: (a) (i) in the case of a vessel wholly owned by an individual or individuals, used only for the sport or pleasure of the owner or the immediate family or friends of the owner; or (ii) in the case of a vessel owned by a body corporate, the persons on the vessel are employees or officers of the body corporate, or their immediate family or friends; and (b) (i) on a voyage or excursion which is one for which the owner does not receive any money for or in connection with operating the vessel or carrying any person, other than as a contribution to the direct expenses of the operation of the vessel incurred during the voyage or excursion; or (ii) wholly or partly owned by or on behalf of a members’ club formed for the purpose of sport or pleasure of members of that club or their immediate family; and for the use of which any charges levied are paid into club funds and applied for the general use of the club; and (iii)in the case of any vessels referred to in paragraph (i) or (ii) above, no other payments are made by or on behalf of users of the vessel, other than by the owner. • tugs operating in harbour areas, - as defined in the Regulations "tug" means a vessel constructed solely for the purpose of, and normally used for providing external motive power to, floating objects or vessels.

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3.0 MEDICAL STORES REQUIREMENTS 3.1 The requirements and recommended stores are set out in the attached schedules. Annex 1 Requirements for Categories A, B & C vessels and recommended additional equipment Additional requirements passenger ships – Doctor’s Bag First Aid Kits Requirements for ships carrying dangerous cargoes for

6.0 MEDICAL GUIDES AND RADIO MEDICAL ADVICE 6.1 The Ship Captain’s Medical Guide should be referred to for help with diagnosis. This Notice should be kept with the current edition of the Guide. Radio medical advice should be sought as appropriate (See Annex 5). 7.0 SHIPS’ DOCTORS 7.1 Under the Merchant Shipping (Ships’ Doctors) Regulations 1995 all UK registered ships which carry more than 100 persons on board, and which are engaged on an international voyage of more than three days, or on a voyage which is more than one and a half days from port with adequate medical equipment, are required to carry a qualified medical practitioner. 8.0 RESPONSIBILITIES OF THE EMPLOYER AND THE MASTER 8.1 Responsibility of the owner OWNER,

Annex 2

Annex 3 Annex 4

3.2 A checklist of all the medicines and equipment required by this MSN should be kept on board and reviewed annually. 4.0 MEDICINES FOR SHIPS DANGEROUS CARGOES CARRYING

4.1 Ships, including ferries, carrying dangerous cargoes or their residues, should comply with the International Maritime Dangerous Cargoes (IMDG) Code and the guidance in the IMO/WHO/ILO Medical First Aid Guide for use in accidents involving Dangerous Goods (MFAG) 1994 and any subsequent amendments, and the guidance in Annex 4. 5.0 CARRIAGE OF DEFIBRILLATORS 5.1 There is no statutory requirement under international or national legislation for ships to carry defibrillators. It is accordingly a matter for individual operators to decide whether or not to include a defibrillator with the medical stores or doctor’s bag. If a defibrillator is carried, MCA recommends that systems are in place to ensure regular maintenance of the equipment (in accordance with the manufacturer’s instructions), and adequate training for the first aiders, including regular refresher training (at least every 6 months). Training should also particularly cover care of the patient after defibrillation, bearing in mind that immediate hospitalisation may not be possible.

The owner of the vessel is responsible for the cost of any medicine and medical equipment, including the periodic replacements in order to keep stocks of any required medicines in date and immediately useable. 8.2 Responsibility of the seafarer’s employer Section 45 of the Merchant Shipping Act 1995 specifies, among other things, that if a person, while employed in a UK ship receives any surgical or medical treatment or such dental or optical treatment (including repair or replacement of any appliance) outside the UK, that cannot be postponed without impairing the seafarer’s efficiency, the reasonable expenses of this treatment shall be paid by the employer(s).

3

8.3 Responsibility of the Master Where a United Kingdom ship does not carry a doctor among the seafarers employed in it, Section 53 of the Merchant Shipping Act 1995 holds the Master responsible for ensuring that any necessary medical attention given on board ship is given either by him, or under his supervision, by a person appointed by him for that purpose. The Master is also responsible for the management of the medical supplies and ensuring that they are maintained in good condition. 8.4 IMMUNISATION ARRANGEMENTS 8.4 Ship operators, employers and the Master all have a duty of care to protect the health and safety of workers, so far as reasonably practicable. This responsibility includes taking steps to minimise the risk of infection and ensuring appropriate preventative measures such as immunisation are taken. General guidance on precautions against malaria can be found in Annex 6 and specific guidance on immunisation and anti-malaria medication (prophylaxis) is given in Marine Guidance Note MGN 257 (M)

9.0 FURTHER INFORMATION 9.1 Further information on the contents of this Notice may be obtained from any MCA Marine Office or the Seafarer Health and Safety Branch at the address below :

Seafarer Health and Safety Branch Maritime & Coastguard Agency 2/09 Spring Place 105 Commercial Road Southampton SO15 1EG www.mcga.gov.uk Tel: 023 80329249 Fax: 023 80329251 Email : seafarer_h&[email protected] MS 016/022/0140 August 2003 © Crown Copyright 2003

Safer Lives, Safer Ships, Cleaner Seas
4

The MCA is an executive agency of the Department for Transport

ANNEX 1

MEDICAL STORES FOR VESSEL CATEGORIES A, B & C
(see definitions on Page 2 of the Notice) For any items marked* the specified quantity is considered sufficient regardless of crew size.

Owners and operators may, on the advice of a qualified medical practitioner or pharmacist, determine whether any additional or different quantities, products or equipment are required, taking into account the factors identified below and any other relevant consideration: the nature of the voyage and in particular ports of call, nature of the cargo, destination, number of crew, duration of voyage and type of work to be carried out during the voyage. For example, antimalarial drugs may be appropriate if a ship is operating in tropical areas. (see MGN 257 (M) for guidance on immunisations and anti-malaria medication).

In this Annex columns are as follows:

Column 1

Column 2 Column 3

5

Column 4

Is the reference number in EC Directive 92/29. This is included for identification of treatments when seeking or receiving radio medical advice from any European Community Member State. Is the statutorily required treatment which must be available to comply with the Regulations. Is the recommended medicine and dosage strength which MCA considers best complies with the statutorily required treatment. Owners and operators may substitute exact equivalents on the advice of a qualified medical practitioner or pharmacist, provided they are satisfied that an equivalent level of treatment is assured. Is the recommended quantity of medicine / equipment which MCA considers sufficient to provide treatment for 10 workers or for the crew of a lifeboat or life-raft. Recommended quantities (Column 4) will not always reflect standard packs. In this case the recommendation is for the nearest available dispensing sales pack above the minimum recommended quantity. This will ensure the patient information leaflet is enclosed. 3 Recommended Medicine and Dosage Strength Representing best practice. 4 Recommended quantity for 10 workers A B C

1 Ref. No.

2 Statutory Treatment Requirements

1. Cardio Vascular Adrenaline / Epinephrine injection BP 0.5ml – adrenaline acid tartrate injection 1.0mg in 1ml (1 in 1000) and / or Epipen (Adrenaline 0.3mg) 10* 5* -

(a)

Cardio vascular analeptics Sympathomimetics

5

5

-

1 Ref. No.

2 Statutory Treatment Requirements

3 Recommended Medicine and Dosage Strength Representing best practice.

4 Recommended quantity for 10 workers A B C 1 unit 1 unit 1 unit

(b)

Anti-angina preparations

Glyceryl Trinitrate Spray 400 micrograms / metered 200 dose aerosol and transdermal patches 5mg x 2 2 2 Frusemide / Furosemide i) 40mg tablets ii) 10mg in 1ml inj. (2ml ampoule) 28* 2 1* 2* 28* 1* 1*

-

(c)

Diuretics

-

(d)

Anti-haemorrhagics if there are women with potential for child bearing working on board (including utertonics).

i) Phytomenadione (Vitamin K1) paediatric injection (0.2ml ampoule) ii) Ergometrine 500mcg , Oxytocin 5 units (1ml ampoule) (Syntometrine) Atenolol 50mg tablets

6 28 Cimetidine 400mg tablets Proprietary Antacid of choice 60 As reqd As reqd -

(e)

Anti-hypertensive

2. Gastro intestinal system

(a)

Medicines for gastric and duodenal disorders

• Histamine H2 receptor anti-ulcer antagonists

• Antacid mucous mixture

1 Ref. No.

2 Statutory Treatment Requirements

3 Recommended Medicine and Dosage Strength Representing best practice.

4 Recommended quantity for 10 workers A B C 50* 10* 50* -

(b) ii) Promethazine hydrochloride 25mg per ml (1ml ampoules) iii) Hyoscine hydrobromide 0.3mg tablets or Cinnarizine 15mg Glycerol Suppository mould 4mg Loperamide 2mg capsules i) Trimethoprim 200mg tablets ii) Ciprofloxacin 500mg tablets iii) Metronidazole 400mg tablets Proprietary preparation of choice 60 60 12 30 Use 7(b) 7(a)ii 7(e) As reqd

Anti-emetics

i) Prochlorperazine maleate 3mg buccal tablets

60 60 30 Use 7(b) 7(a)ii 7(e) As reqd

60 60 30 -

(c)

Lubricant laxatives

(d)

Anti-diarrhoeals

(e)

Intestinal antiseptics

7 i) Paracetamol 500mg tablets and ii) Ibuprofen 400mg tablets

(f)

Haemorrhoid preparations

3. Analgesics Anti – Spasmodics 100 100 10 50 50 50 50 -

(a)

Analgesics, anti-pyretics and anti-inflammatory agents

iii) Diclofenac sodium 50mg suppository

1 Ref. No.

2 Statutory Treatment Requirements

3 Recommended Medicine and Dosage Strength Representing best practice.

4 Recommended quantity for 10 workers A B C 28 10 10 28 -

(b) ii) Morphine Sulphate 10mg in 1ml injection (1ml ampoule) or Nalbuphine 10mg in 1ml injection 10 56 Hyoscine butylbromide 10mg tablets.

Powerful analgesics

i) Codeine Phosphate 30mg tablets

10 56

-

(c)

Spasmolytics

4. Nervous system i) Diazemuls injection 5mg per ml, (2ml ampoules) ii) Diazepam 5mg tablets i) Chlorpromazine hydrochloride 25mg injection ii) Chlorpromazine hydrochloride 25mg tablets Hyoscine hydrobromide 0.3mg tablets or Cinnarizine 15mg Diazepam rectal dispenser 10mg in 2.5ml 5* 28* 5* 28* Use 2b(iii) 28* Use 2b(iii) Use 2b(iii)

(a)

Anxiolitics

8 Cetrirzine 10mg tablets

(b)

Neuroleptics

(c)

Seasickness remedies

(d)

Anti-epileptics

5

5

-

5. Anti-allergics and Anti-anaphylactics 30* 30* -

(a)

H1 Anti-histamines

1 Ref. No.

2 Statutory Treatment Requirements

3 Recommended Medicine and Dosage Strength Representing best practice.

4 Recommended quantity for 10 workers A B C 3 1 -

(b)

Injectable /oral glucocorticoids

i) Hydrocortisone injection powder for reconstitution 100mg vial with 2ml water for injection / ready diluted 100mg in 1ml injection ii) Prednisolone 5mg tablets 28

28

-

6. Respiratory System i) Salbutamol inhaler 100 micrograms per metered dose. 200 dose inhaler with volumatic ii) Beclomethasone 100 micrograms per metered dose inhaler Proprietary cough mixture Paracetamol 500mg tablets or Proprietary cold remedy 1 1 -

(a)

Bronchospasm preparations

1

1

-

9

(b)

Anti-tussives

As reqd Use 3a(i) As reqd

As reqd Use 3a(i) As reqd

-

(c)

Medicines used for colds and sinusitis

1 Ref. No.

2 Statutory Treatment Requirements

3 Recommended Medicine and Dosage Strength Representing best practice.

4 Recommended quantity for 10 workers A B C

7. Anti-infection i) Benzylpenicillin – benzylpenicillin sodium 600mg injection (powder for reconstitution in a rubber capped and metal topped vial) and water for injection 2ml ii) Ciprofloxacin (as hydrochloride) 500mg tablets iii) Cefuroxime injection 750mg vial and water for injection iv) Erythromycin 250mg tablets v) Doxycycline 100mg capsules Trimethoprim 200mg tablets 20 20 10 2 -

(a)

Antibiotics

10 -

-

28 8 14

28 14

-

10 Mebendazole 100mg tablets Metronidazole suppositories 1g Metronidazole 500mg or 400mg tablets i) Tetanus Vaccine (0.5ml ampoule) or Tetanus & Diphtheria Vaccine

(b) (c)

Anti-bacterial / Urinary antiseptics

(d)

Anti-parasitics

6* 10 21 5*

6* 21 1*

-

(e)

Intestinal anti-infectives

(f)

Anti-tetanus vaccines and immunoglobulin

ii) Tetanus Immunoglobulin ampoule for injection

1*

-

-

1 Ref. No.

2 Statutory Treatment Requirements

3 Recommended Medicine and Dosage Strength Representing best practice.

4 Recommended quantity for 10 workers A B C

8. Compounds promoting rehydration, caloric intake and plasma expansion

WHO Generic Formula

{
100ml solution or pre-impregnated wipes containing 0.015% w/v chlorhexidine and 0.15% w/v cetrimide Neomycin / Bacitracin cream 15g tube i) Hydrocortisone 1% cream 15g tube ii) Proprietary NSAID gel /ointment

Sodium chloride & dextrose rehydration salts sachets of Oral Rehydration Salts, Formula A. BP Oral powder in sachet to provide Na=35mmol, K=20mmol, Cl-37mmol, HCO3= 18mmol and glucose 200mmol when reconstituted in a litre of water or Proprietary equivalent e.g. Dioralyte

}

1 Box (16-20)

1 Box (16-20)

-

9. Medicines for external use

11

(a)

Skin Medicines 1* bottle or 1 pack wipes 1 2 As reqd 3 2 2 1* bottle or 1 pack wipes 1 As reqd 1 1 1 1* bottle or 1 pack wipes As reqd -

Antiseptic solutions

Antibiotic ointments

Anti-inflammatory and analgesic ointments

Anti-mycotic skin creams

i) Benzoic ointment BP 50mg(benzoic acid 6%; salicylic acid 3%, in emulsifying ointment 15g ii) Miconazole nitrate 2% topical cream 30g iii) Clotrimazole 500mg pressary (if women onboard). i) Silver Sulphadiazine 1% cream 50g tube ii) Proprietary antiseptic cream

Burn preparations

2 -

1 -

1

1 Ref. No.

2 Statutory Treatment Requirements

3 Recommended Medicine and Dosage Strength Representing best practice.

4 Recommended quantity for 10 workers A B C

Miscellaneous skin preparations i) Permethrin 1% in a base containing isopropylalcohol 20% Cream Rinse ii) Zinc ointment, BP (containing zinc oxide 15%) 25g iii) Potassium permanganate crystals 10g container / Permitabs pack 1* 1* 2* -

-

-

-

-

(b) Chloramphenicol 1% 4g tube All eye drops are recommended in Minim (single dose) form: Neomycin sulphate 0.5% 0.5ml Dexamethasone sodium phosphate 0.1% 0.5ml Amethocaine hydrochloride 0.5% 0.5ml Pilocarpine nitrate 2% 0.5ml Fluorescein sodium 1% 0.5ml (for detection of foreign bodies / scratches / ulcers)

Eye Medicines 4 1 -

- Antibiotic ointment

12

- Antibiotic drops

20 20 20 20 20

20 20 20 20 20

-

- Anti-inflammatory drops

- Anaesthetic drops

- Hypotonic drops

- Diagnostic drops

(c)

Ear/ Nasal Medicines Antibiotic eardrops containing in each ml; neomycin 3,400 units, polymixin B sulphate 10,000 units, hydrocortisone 50mg (5ml dropper bottle) 1* 1* -

Antibiotic / anti inflammatory solution

1 Ref. No.

2 Statutory Treatment Requirements

3 Recommended Medicine and Dosage Strength Representing best practice.

4 Recommended quantity for 10 workers A B C 1* 1* -

Decongestant solution : Ephedrine nasal drops BP 0.5% ephedrine hydrochloride (10ml bottle)

(d) Chlorhexidine gluconate 0.2% mouthwash 300 ml

Medicines for oral and throat infections 1 1 -

Antibiotic or antiseptic mouthwashes

(e) Lignocaine / Lidocaine

Local anaesthetics 5 5 -

Local anaesthetics given by subcutaneous injection hydrochloride 1% 50mg in 5ml for injection

Local anaesthetic gel

Lignocaine / Lidscaine gel 2%, chlorlexidine 0.25% in lubricant (syringe) i) Proprietary gel e.g. Bonjela ii) Oil of Cloves 10ml

1

-

-

13

Dental anaesthetics and antiseptic mixtures

1 1*

1 1*

-

MEDICAL EQUIPMENT

Statutory Requirements A

Recommended Specification

Quantity B

C

1. Resuscitation Equipment Oxygen giving set comprising of the following:1 1 -

Appliance for the administration of oxygen

14 Pocket face mask with valve and O2 inlet Guedal Airway Sizes 3 & 4 2 sizes e.g. 16mm & 26mm

1) Oxygen reservoir (e.g. D Size 300ltr cylinder) 2) 1 flow meter unit giving a minimum setting of not less than 4ltrs per minute 3) 1 pressure regulating unit 4) 1 set of tubing 5) 5 x 24% oxygen disposable face masks 6) 5 x high concentration oxygen disposable face masks with a reservoir. Each part constructed so that it can only be assembled in the correct manner Aspirator to clear airways (manual, hand operated) + 2 catheters 1 1 1 1 1 1 1 -

Mechanical aspirator to clear upper respiratory passages

Equipment for mouth to mouth resuscitation

2. Dressing and suturing equipment 1) Sterile non-absorbable sutures swaged to a half circle needle with a cutting edge 6 -

Disposable skin stapler /or suture kit (including staple remover)

2) Sterile absorbable sutures swaged to a half circle needle 1 size e.g. 26mm

3

-

-

Statutory Requirements Adhesive elastic bandage 7.5cm x 4m Crepe bandage 7.5cm x 4m 20m length with applicator Latex free, vinyl Assorted sterile (1) medium, No.1 (12x10) cm (2) large, No.2 (20x15) cm (3) extra large, No.3 (28x20) cm 75mm adhesive suture strips Packet containing 5 sterile gauze pads size 7.5cm x 7.5cm 40 5 5 4 6 10 1 4 40 25prs 1 4 A 4 4 1 25prs 40 3 3 2 6 5 1 4 10

Recommended Specification

Adhesive elastic bandage

Quantity B 1

C 1 5prs 20 2 2 1 6 1 -

Tubular gauze bandage, for finger dressings

Disposable gloves

Adhesive dressings

Sterile bandages with unmedicated dressings (Ambulance dressings)

Adhesive sutures

Sterile gauze swabs

Sterile sheet for burns victims

Triangular sling / bandage

Paraffin gauze dressings, size 10cm x 10cm

15 e.g. 10 blades toothed e.g. Mulistix

3. Instruments 2 1 Stainless steel dressing scissors Sharp pointed scissors 1 1 1 1 1 5 1 1 1 1 1 -

Disposable scalpels

Stainless steel instrument box

Scissors

Dissecting forceps

Haemostatic clamps

Needle forceps

Disposable razors

4. Examination and monitoring equipment 10 1 pack 10 -

Disposable tongue depressors

Reactive strips for urine analysis

Statutory Requirements A 1 pad 1 pad When women on board 1 1 3 1 Disposable Strong glass or plastic with airtight lid 50 ml with blank labels 2 2 1 1 1 1 1 C -

Recommended Specification

Temperature charts

Quantity B 1 pad

Medical evaluation reports

Pregnancy test kit

Stethoscope

Aneroid sphygmomanometer

Standard clinical thermometer

Hypothermic thermometer low reading rectal thermometer

Sputum cup with cover

Specimen jars

5. Equipment for injection, perfusion, puncture and catheterization Bladder drainage set (including bag, spigots and tube) Use bladder drainage set 2ml, 5ml, 10ml (21G) 0.8mm and (25G) 0.5mm 1 litre size 1) Foley type 16 Charriere guage, 5 ml balloon (short / medium term use in adults) 2) Nelaton size 16 Charriere guage (with no balloon) 3) Penile sheath set 1 1 Use 5 (1) 10 of each 30 1 1 1 1 5 of each 15 1 -

Bladder drainage

16 (stainless steel or sterilisable plastic) With fabric cover

Rectal drip set

Urine drainage bag

Disposable syringes

Disposable hypodermic needles

"Sharps" disposal box

Catheter

6. General Medical Equipment 1 1 1 1 -

Bedpan

Hot water bottle

Urine bottle (urinal)

Icebag

Statutory Requirements A

Recommended Specification

Quantity B

C

7. Immobilization and setting equipment 1 1 Set of four (half leg, full leg, half arm and full arm) e.g. Thomas splint, Donway etc. Adult size pack of 3, small, medium and large or adjustable collar 1 1 1 1 1 1 1 1 -

Malleable finger splint

Malleable forearm and hand splint

Splints – simple, vacuum (inflatable only if others unavailable)

Thigh splint - (Traction)

Collar for neck immobilisation – (semi-rigid)

8. Disinfection, Disinsectization and Prophylaxis In liquid form - litres In liquid form - litres 5 5 -

Water – disinfection compound

Liquid insecticide Powder insecticide

17

RECOMMENDED ADDITIONAL MEDICAL EQUIPMENT

Recommended Additional Equipment A 6 1 100 5prs 2 1 1 6

Quantity B 6 1 100 5prs 1 6 C 6

Face masks disposable

Plastic measuring jug 1/2 litre size

Disposable paper towels

Latex free sterile surgical disposable gloves (large)

Waterproof plastic sheeting, size 1m x 2m

Lotion bowl (size at least 200mm x 90mm, stainless steel or sterilisable plastic, to be marked "medical")

Kidney dish (size 250mm stainless steel or sterilisable plastic)

Safety pins, rustless medium

Recommended Additional Equipment A 1 1 1 5 1 Set of all items 1 5 1 1 1 Quantity B C

Magnifying glass 7.5cm diameter with handle

Nail brush

Stretcher equipment (A system for trauma management, i.e. immobilisation and stretcher equipment most suited

for treatment on the vessel concerned)

Body bag – large size

Vessels in malarial areas only – microscope slides in individual transit containers

1) Excavator double ended Guys’ pattern G2

2) Filling paste inserter (for inserting filling paste into the tooth)

3) Dental mirror size 4 on handle

4) Cavit (temporary dental filling) tube 1pr 4 10 1 1 -

Scissors stainless steel or disposable

18

Triangular bandages about 90cm x 127cm

Sterile paraffin gauze dressings

Plastic burn bags

Kit for protection against blood transmitted diseases (to be carried in all vessels trading in malarial areas where medical facilities are limited and emergency shore based treatment is necessary)

(To be kept in heavy gauge polythene bag, and labelled "to be used only for the treatment of…." Insert the name of the seafarer going ashore for emergency treatment).

Each kit to contain the following : (1) 10 x 2 ml syringes (2) 10 x 10 ml syringes (3) 20 x 21G 0.8mm needles (4) 1 blood giving set (5) 1 blood taking set (6) pack of pre injection site swabs (7) Disposable latex free gloves 2 pairs (large size)

ANNEX 2

ADDITIONAL REQUIREMENTS FOR PASSENGER VESSELS
Doctor’s Bag 1. A Doctor’s Bag is required for seagoing ships where there is no qualified medical practitioner among the crew, and the vessel carries more than 12 passengers. (Class VI and VI(A) vessels are excluded from this requirement). All the medicines and equipment in this list should be kept in a Doctor’s Bag or case. The case should be locked and kept in a locked cabinet and the keys held by the Master or someone nominated by him. The Doctor’s Bag should be clearly labelled as follows : " The medicines in this case are only to be used by a qualified medical practitioner, registered general nurse, qualified paramedic, or someone under the direct supervision of a medical practitioner on board the ship" 3. Except where indicated the items listed in this Annex are additional to those which the vessel may be required to carry as set out in Annex 1 of this Notice. Where an injection is specified, a prefilled syringe is acceptable. The obtaining, use and disposal of morphine from this case should be recorded in the ship’s Controlled Drugs Register. (See Annex 9) A doctor or other authorised person using the Doctor’s Bag should be made aware that radio medical advice may be obtained and if necessary medical evacuation arranged, by contacting HM Coastguard.

2.

4.

5.

STATUTORY TREATMENTS REQUIRED FOR DOCTOR’S BAG

Item Adrenaline / Epinephrine Adrenaline tartrate injection (1 in 1,000) 1.0mg in 1ml Aminophylline Aminophylline injection 25mg in 1ml Aspirin Dispersible aspirin 300 mg Atropine Atropine sulphate Beclomethasone Diproponate Beclomethasone diproponate 3rd Generation Cephalosporin Cefotaxime Chlorpromazine Chlorpromazine hydrochloride injection Cyclizine Cyclizine lactate + SPACER

Ordering Size 1ml ampoule

Quantity Required 5

10ml ampoule 300mg tablets 600micrograms / ml 1ml ampoule 100 micrograms/ 200 metered doses 1g injection vial for reconstitution 25mg in 1ml ampoule Injection 50mg in 1ml ampoule

5 50 5 1 4 1

2

19

Item Diazepam Diazemuls injection 5mg in 1ml Frusemide / Furosemide Frusemide injection 10mg in 1ml Glucagon Glucagon injection 1mg with diluent Glucose Glucose intravenous infusion 5% Glucose 50% Intravenous injection Hydrocortisone Hydrocortisone sodium succinate powder for constitution with diluent. Insulin Insulin injection, soluble, 100 units per ml Modified Gelatine Infusion solution (for plasma substitution) Morphine Morphine sulphate Normal Saline 0.9% Paediatric Paracetamol elixir Prednisolone Prednisolone Salbutomal Salbutamol aerosol inhaler unit, giving 100 micrograms per metered inhalation + SPACER

Ordering Size 2ml ampoule 2ml ampoule 1ml pre-filled syringe 1 ltr 50ml ampoule 100mg vial

Quantity Required 5 5 1 1 2 1

10ml vial 500ml container 10mg/ml 1ml ampoule 1 ltr 250mg / 5ml 5mg tablet 200 inhalations

1 2 5 2 1 bottle 28 1

20

Item EQUIPMENT Aneroid sphygmomanometer First aid kit Glucose in blood 1) Blood test sticks – glucose colomimetric 2) Blood lancets – sterile Guedel Airway

Ordering Size

Quantity Required

1 1 10 10 Size 1 (Adult sizes already in ships medical stores) 1

Intravenous Infusion Giving Sets with Cannulae Intravenous infusion cannula with luer-lok injection port in a sterile pack 1) cannula size 16G (1.7mm x 45mm) 2) cannula size 18G (1.2 mm x 45 mm) 2

IV giving set with filter

2

Manual suction pump with two yankauer suction catheters and two flexible catheters FG 14 size Oxygen Resuscitator (disposable) Hand operated manual adult bag resuscitator (bag to be of silicone rubber complete with oxygen reservoir of 2600 ml capacity and facemasks sizes 5,3 and 1) Pocket mask Stethoscope Swabs Alcohol impregnated swabs, sterile Syringe and Needle, Hypodermic, Pack 1) 2ml syringe with 0.8mm (21G) x 4cm needle 2) 20ml syringe with 0.8mm (21G) x 4cm needle 3) 1 ml insulin syringe 100 units with 0.4mm (27G) x 12mm needle With valve and O2 inlet

1 1

1 1 50 2 2 2

Note: In addition to the statutory requirements for inclusion in the Doctor’s Bag as detailed above, the attention of operators is also drawn to the International Maritime Organization’s Circular MSC/ Circ 1042. This Circular provides advice on medical provisions for ro-ro passenger ships not normally carrying a medical doctor, and also provides a list of recommended contents for the Doctor’s Bag. Copies of Circular MSC/Circ 1042 are available from the International Maritime Organization www.imo.org.

21

ANNEX 3

FIRST AID KITS
Seagoing ships with a crew of more than 10 should carry first aid kits, distributed in appropriate locations on the ship e.g. in the galley and engine room. Passenger vessels must carry one first aid kit for every 100 passengers or fraction of that number subject to a maximum requirement for 3 kits e.g. 250 persons require three kits. A first aid kit is to be included in the Doctor’s Bag. (Annex 2). The first aid kit should include the following items, kept in a portable waterproof container. (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) 4 x triangular bandages 6 x medium sterile bandages with unmedicated dressings 2 x large sterile bandages with unmedicated dressings 2 x extra large unmedicated dressings 6 medium safety pins, rustless 20 assorted elastic adhesive dressings medicated 2 x sterile eye pads with attachment 2 x packages containing sterile gauze swabs 5 pairs large size disposable latex-free examination gloves sterile eye wash in eye wash bottle

The Merchant Shipping and Fishing Vessel (Medical Stores) Regulations 1995 do not apply to vessels operating on inland waters, as defined in MSN 1758(M). However, the HSE Health and Safety (First Aid) Regulations 1981 do apply and the HSE Approved Code of Practice for First Aid at Work should be followed.

22

ANNEX 4

MEDICINES TO BE CARRIED ON SHIPS CARRYING DANGEROUS CARGOES
General 1. When a UK registered vessel is carrying a dangerous substance or substances in quantities, in excess of those defined in Vol 1, Section 18 of the IMDG Code, as whole or part of the cargo, the Master must ensure that the correct antidote can be found in the IMO Medical First Aid Guide for Ships MFAG 1994 edition. Any updating of the IMO International Maritime Dangerous Goods Code should be taken into account when preparing the list of medicines to be carried. The substances listed below are to be taken into account, in whatever form they are carried on board, including the form of waste or cargo residues. Explosive substances and objects Gases : compressed, liquified or dissolved under pressure Inflammable liquids Inflammable solids Substances liable to spontaneous combustion Substances which on contact with water give off inflammable gases Combustible substances Organic peroxides Toxic substances Infectious substances Radioactive substances Corrosive substances Various dangerous substances, i.e. any other substances which experience has shown, or may show, to be dangerous, so that antidotes need to be carried.

2.

3.

The quantities of any medicines need to be carried aboard should be based on an estimate of risks, taking into account such factors as number of crew, length of voyage and risk of accidental exposure.

Ferries 4. Whether or not the vessel is required to carry Category A or B stores, ferries or similar vessels whose operating arrangements do not allow sufficient forewarning of the nature of any dangerous substances which might be transported on them, must carry at least the antidotes and equipment listed below : Antidotes : - General - Cardio vascular - Gastro – intestinal system - Nervous system - Anti-infective - For external use Equipment : for the administration of oxygen. Where these substances are already included in the ship’s medical store, separate stocks are not necessarily required. EC Directive 92/29/EEC provides that on a regular route where the crossing is due to last less than two hours, the antidotes may be limited to those which have to be administered in cases of extreme emergency within the period of time not exceeding the normal duration of crossing.

23

ANNEX 5

MEDICAL GUIDES TO BE CARRIED AND RADIO MEDICAL ADVICE

Vessel Category Category A Category B Category C

Publication Controlled Drugs Register Ship Captain’s Medical Guide Ship Captain’s Medical Guide First Aid Manual (St John’s, Red Cross or St Andrew’s) or First Aid Instructions, in English on waterproof paper (Lifeboats and Life-rafts only)

In addition, vessels in all Categories (other than lifeboats and liferafts) should carry a copy of this Notice or subsequent replacements. Radio Medical Advice Radio Medical Advice is available to all ships at sea by contacting HM Coastguard (See MGN 225 (M+F) for details). Advice is provided by 2 UK designated centres at Aberdeen Royal Infirmary and Queen Alexandra Hospital, Portsmouth, but initially contact should be made with the Coastguard.

24

ANNEX 6

PRECAUTIONS AGAINST MALARIA
Full guidance on immunisations and anti-malaria medication (prophylaxis) is given in Marine Guidance Note MGN 257 (M). This annex gives advice on preventive measures on board ship, whilst in malarial areas.

PREVENTIVE MEASURES Avoid mosquito bites 1. Mosquitoes are most active after dusk. Cabin and working accommodation doors, windows and ventilators should be kept shut. Any mosquitoes found in compartments should be killed using "knockdown" insecticide spray. If you go on deck or ashore after dusk keep your arms, legs and feet covered and use insect repellents e.g. containing diethyltoluamide known as DEET, on any remaining exposed areas. If you have to stay ashore in non-air conditioned accommodation make sure that the beds have nets, preferably impregnated with permethrin, that they have no tears or holes and are well tucked in.

Medication 2. Anti-malarial tablet treatment varies depending on the nature and resistance of local malarial parasites. You should take the treatment strictly in accordance with the specific instructions for the medication prescribed. Most deaths occur in those who do not take the tablets for the required period or in the recommended dosages.

Warning signs 3. Anyone who develops a fever in a malarial area should obtain medical advice as soon as possible. It is important to consult a doctor immediately if any feverish illness develops within twelve months of return from a malarial area. Be sure to let the doctor know that you have been to a country where malaria is a health risk. ANYONE WHO HAS BEEN TREATED FOR MALARIA OR SUSPECTED MALARIA MUST HAVE A MEDICAL EXAMINATION AT THE NEXT PORT OF CALL, ACCOMPANIED BY A BLOOD SLIDE. SERIOUS CASES NEED URGENT HOSPITALISATON (See Ship Captain’s Medical Guide for more details).

4.

KEY POINTS • • • • • • • Travellers to malarial areas must avoid mosquito bites, take anti-malarial medicines and urgently seek early diagnosis and treatment for any feverish illness. The key to preventing malaria is avoiding infective mosquito bites by using repellents, covering up at night and sleeping with bednets if mosquitoes cannot be excluded from the room. Appropriate anti-malarial medicine is essential when travelling to known malarial areas. Drug resistance is increasing in many areas so recommended regimens have changed. Doses and choice of medicine may have to be altered when someone has another illness or is taking treatment for another medical condition. Standby treatment may be given to those who will be unable to reach medical services for extended periods. No preventive treatment is infallible so all fever and flu like illnesses occurring within a year of returning from malarial regions need to be urgently investigated with malaria in mind. Diseases other than malaria can be transmitted by biting insects. Take local advice and observe recommended precautions. 25

ANNEX 7

GUIDE TO THE USE OF MEDICINES
General advice about medicines Many over-the-counter medicines are now available with patient information leaflets and the advice on dose precautions and side effects should be consulted and retained for reference. Valuable guidance is also available from pharmacists or by seeking Radio Medical Advice. When obtaining medicinal products, prepared or dispensed by a pharmacist in a pharmacy, ensure that they are clearly labelled with their strength (e.g. 125mg per tablet or 125mg per 5ml) and expiry date, and that they are packaged in accordance with UK medicines legislation. Medicines obtained abroad Medicine supplies should be replenished wherever possible at the same strengths as specified in the British Pharmacopoeia. If medicines are obtained elsewhere, e.g in the USA, they may be of different strength, and this must be taken into account when administering them. The non-proprietary name (local pharmaceutical name) for some medicines bought abroad may differ from that used in the list of medical stores. The pharmacist should have a "translation" of the non-proprietary name, but if in doubt about a medicine, get RADIO MEDICAL ADVICE. Medicines obtained by seafarer from a doctor ashore A seafarer who goes to a doctor ashore should be asked to obtain from the doctor a written note of the non-proprietary name of any prescribed medicine, details of how it is to be taken and any cautionary or advisory guidance e.g. may cause drowsiness. The details on the note from the doctor should be checked against the information on the medicine container to ensure that they match. In case of any problem or doubt it may be necessary to check the prescription with the radio medical doctor. Controlled drugs The following paragraphs describe UK regulations for controlled drugs. Most countries have similar regulations. When outside UK territorial waters you should, as far as possible, follow the same procedures. Controlled drugs are preparations subject to the prescription requirements of the Misuse of Drugs Act 1971. The different drugs are graded according to the harmfulness attributed to the drug when it is misused and for this purpose there are three categories of drugs; Class A includes heroin, morphine and opium Class B includes barbiturates, and codeine Class C includes, among other drugs, anabolic steroids Each of these categories contains many more drugs than those quoted. The drugs subject to the strictest controls are those in Schedule 1 of the Misuse of Drugs Regulations 1985. Detailed information may be obtained from the Drugs Branch, Queen Anne’s Gate, London SW1H 9AT. A ship must not carry quantities of Category C Medical Store drugs greater than those recommended in this Notice, unless required to do so by a doctor on the ship’s complement or under licence from the Home Office. The only controlled Class A drug listed is morphine sulphate in Category A vessels and in the doctor’s bag.

26

Obtaining controlled drugs Controlled drugs should be obtained only from a retail pharmacist or other person licensed to supply drugs, who will require a written requisition. An example of the wording to be used is given in Annex 8. Other drugs / medicines UK medicines legislation, in conjunction with Merchant Shipping and Fishing Vessel (Medical Stores Regulations) 1995 as amended, permits a retail pharmacist to supply medicines and equipment to the Master or owner of a commercial vessel without a prescription from a registered medical practitioner. However a similar requisition to that for controlled drugs may be required. Storage and Security of Medicines Storage of medicines Drugs must be stored to ensure that they will meet the standards at the time of use. Where no specific storage temperature is given drugs should be stored at room temperature between 15 - 25º centigrade. Some of the drugs should be kept under refrigeration, 2 - 5º centigrade, but care must be taken not to freeze them, otherwise they will lose their potency, or the ampoules will be broken. Security of controlled drugs The Merchant Shipping (crew accommodation) (Fishing vessels) Regulations require ships to have a lockable medical cabinet for the storage of medicines and drugs. The regulations also require the cabinet to have an ‘inner cupboard’ solely for the storage of ‘dangerous drugs’ (i.e. the controlled drugs). The cupboard should be fitted with a door and a lock which cannot be opened by the key to the medical cabinet. Under the Misuse of Drugs (Safe Custody) Regulations only the master or a person authorised by him may open the inner cupboard. It is illegal to destroy unwanted Category A and B drugs. They can be disposed of only by giving them to a person who may lawfully supply them, such as qualified pharmacist or qualified doctor. It is also possible to dispose of drugs via the police. A receipt should be obtained from the recipient, and kept with, or affixed to, the controlled drugs register. Record keeping Under the Official Log Book Regulations the record of any treatment given to anybody on board including the type and quantity of any medicines, and drugs supplied, must be entered in the log book. For controlled drugs, the Master is required to maintain, in bound book, a two section register. The two sections of the register should detail, why, when and in what quantity the Master purchased a controlled drug and similarly the history of the dispensing or disposal of those controlled drugs. This register must be kept for two years after the date of the last entry. Annex 9 gives an example of the entries required in each section of the Controlled Drugs Register. (Under proposed amendments to the Misuse of Drugs Regulations 2001,computer records will in future be acceptable).

27

USE OF MEDICINES

This table is a brief guide to the drugs detailed in this M Notice and is designed to be used in conjunction with the Ship Captain’s Medical Guide.

The side effects listed are a guide only. This list is not comprehensive. The common or important side effects only are listed. If a drug might be causing a problem, which is not listed seek Radio Medical Advice. Type of Drug / Uses Doses / Route

Ref. No.

Drug

1. Cardio-Vascular Heart stimulant Anaphalaptic shock (Severe allergy with collapse) 0.5 to 1.0ml by IM inj.

(a)

Adrenaline (Epinephrine) Injection 0.5ml (1 in 1000)

Side effects : Anxiety, tremor, high blood pressure, rapid irregular heart beat. Only use in severely ill, collapsed patients with loss of blood pressure / severe breathing problems. Anti-angina (heart pain) suspected heart attack or heart pain 1-2 sprays under tongue 40mg (1 tab) once daily, 2ml by IM inj. 0.2ml (1amp) by IM inj single dose 1ml (1amp) by IM inj single dose 50mg (1 tab) once daily

(b)

Glyceryl Trinitrate (GTN) Spray 400 microgm metered dose

Side effects: Throbbing headache, flushing, dizziness, faintness, low blood pressure Diuretic (water tablet) swelling / fluid retention breathlessness due to heart failure Anti-haemorrhage drug for new born babies Anti-haemorrhage drug used immediately after delivery of baby or for bleeding after miscarriage Anti-hypertension (high BP) drug, may be useful for angina also

28

(c)

Frusemide 40mg tablets Frusemide 20mg in 2ml

Side effects: Few in short term, low dose use.

(d)

Phytomenadione (Vit K) paediactric inj

Ergometrine with Oxytocin 500 micrograms / 5 units

Side effects: Nausea, vomiting, headache, dizziness, abdominal pain.

(e)

Atenolol 50mg tablets

Side effects: Tiredness, slow pulse, low blood pressure, heart failure

2. Gastro-intestinal Anti-acid drug for heartburn, dyspepsia, stomach and duodenal ulcers 400mg (1 tab) twice daily

(a)

Cimetidine 400mg tablets

Side effects : Few at normal doses for short periods

Ref. No. Proprietary anti-indigestion preparations for heart burn, Dyspepsia etc. Anti-sickness drug used for sickness due to ear problems (vertigo), drugs e.g. morphine Anti-sickness drug and anti-histamine useful for severe motion sickness and for severe allergic reactions Anti-sickness tablet

Drug

Type of Drug / Uses

Doses / Route As instructions with package. 3mg (1 tab) under tongue twice daily 25mg (1 amp) by IM inj 0.3mg (1 tab) 6 hourly max 3 in 24hrs 15mg (1 tab) 8 hourly 1 suppos. inserted in the rectum 4mg initially then 2mg after each loose stool

Antacid Drugs – e.g. Mist Magnesium Trisilicate

(b)

Prochlorperazine 3mg buccal tablets

Side effects : Dry mouth, blurred vision, rapid pulse

Promethazine 25 mg injection

Side effects : Drowsiness, dry mouth, blurred vision

Hyoscine Hydrobromide 0.3mg tablets

Side effects: Drowsiness, dry mouth, dizziness blurred vision Anti sickness drug used for motion sickness

Cinnarizine 15mg

29 Control of diarrhoea

Side effects: Fatigue, dry mouth, blurred vision Lubricant laxative used to encourage passage of stools

(c)

Glycerol Suppository

(d)

Loperamide 2mg tablets

Side effects : Drowsiness, dizziness, abdominal cramps

3. Analgesics and antispasmodics "Simple" painkiller suitable for most mild to moderate pain. 1gm (2 tabs) 4 hourly 400mg (1 tab) 8 hourly

(a)

Paracetamol 500mg tablets

Side effects : Few at correct dose, very dangerous in overdose & poisonous to liver Anti-inflammatory painkiller, suitable for headache, limb pain

Ibuprofen 400mg

Side effects: Stomach pains, nausea, wheeziness. Do not give if patient has stomach / duodenal ulcer or asthma

Ref. No. Anti-inflammatory painkiller suitable for most pain, especially bone, joint and muscle pain Strong painkiller suitable for moderate to severe pain. 30mg (1 tab) 6 hourly 10-20mg (1-2 tabs) 6 hourly 10mg (1 amp) 4-6 hourly by IM inj 50mg (up to 3 via the rectum daily)

Drug

Type of Drug / Uses

Doses / Route

Diclofenac 50mg suppository

Side effects : Stomach pains, nausea, wheeziness. Do not give if patient has stomach / duodenal ulcer or asthma.

(b)

Codeine phosphate 30mg tablets

Side effects : Nausea, vomiting, constipation, respiratory depression in overdose Anti-spasmodic for treatment of abdominal cramps and colic

(c)

Hyoscine butylbromide 10mg tablets

Side effects : Dry mouth, fast pulse, blurred vision Very strong painkiller suitable for all severe pain

Morphine sulphate 10mg injection

Side effects : Nausea, vomiting, drowsiness, respitatory depression in overdose or if used inappropriately. Avoid in head, chest injury if possible

4. Nervous system Anti-anxiety, sedation medication. Can help with muscle spasm in injury and low back pain 5-10mg by IM injection 5-10mg tablet, 4 hourly up to a maximum of 30mg per day 25mg by IM injection, 8 hourly or 25mg tablet 8 hourly See 2b 10mg per rectum up to a maximum of 2 doses

30 Anti-psychosis (acute madness) drug. Sedates and controls symptoms in acute psychosis especially violent or disturbed patients Hyoscine hydrobromide / Cinnarizine Anti-epileptic medication used to control fits

(a)

Diazepam / Diazemuls 10mg injection (2mls) 10mg tablets

Side effects : Drowsiness, light headedness, confusion, headache, respiratory depression. Avoid with strong painkillers.

(b)

Chlorpromazine hydrochloride 25mg injection 25mg tablets

Side effects : Drowsiness, dry mouth, retention of urine. Acute spasms or twitches. If occur reduce dose or stop treatment.

(c)

(d)

Diazepam rectal dispenser 10mg

Side effects : See 4 (a)

Ref. No.

Drug

Type of Drug / Uses

Doses / Route

5. Anti-allergic and anti-anaphylactics Anti-allergy medication useful in controlling itching rashes and hay fever like symptoms due to allergy Anti-allergy steroid for serious allergies causing severe symptoms or collapse 10mg once daily only 100mg by IM injection, 8 hourly if repeated 5 – 20mg once daily more in severe asthma

(a)

Cetirizine 10mg tablets

Side effects : Drowsiness and slowed reactions (less than older anti-histamines).

(b)

Hydrocortisone 100mg injection (has to be made up in 2mls)

Side effects : Few for single dose or short course Anti-allergy steroid also essential treatment of acute asthma.

Prednisolone 5mg tablets

Side effects : Few for single dose or short course

6. Respiratory system Anti-bronchospasm (wheeze) drug used to treat asthma and allergic wheezing 200 microgms (2 puffs) 3-4 times daily 200 microgms (2 puffs) 3-4 times daily

31 See 3(c)

(a)

Salbutamol inhaler 100 microg ram metered dose

Side effects : Tremor, headache, increased pulse rate Anti-asthma steroid taken by inhalation usually with salbutamol

Beclomethasone / Beclometasone 100 microgm metered dose

Side effects : Few in correct dose for short periods

(c)

Paracetamol

7. Anti-infection First line antibiotic for serious infections such as cellulitis and meningitis 600 to 1200 mg by IM inj, 6 hourly

(a)

Benzlpenicillin 600mg (1 mega unit) injection (has to be made up in 2mls of water for injection)

Side effects : Few unless patient allergic to Penicillins. Always check before giving if possible

Ref. No. Broad spectrum (general purpose) antibiotic 500mg twice daily

Drug

Type of Drug / Uses

Doses / Route

Ciprofloxacin hydrochloride 500mg tablets Broad spectrum antibiotic, useful to protect against infection in major wounds

Side effects : Nausea, diarrhoea, abdominal pain, rashes, allergic reaction 750mg by IM inj, 8 hourly 250-500mg, 6 hourly 100mg once daily 200mg twice daily 100mg single dose 1mg per rectum or 400 / 500mg by mouth, 8 hourly 0.5ml by IM or deep subcutaneous inj 1 ampoule by IM inj

Cefuroxime 750mg injection

Side effects : Nausea, diarrhoea, abdominal pain, rashes, allergic reaction. Care when used in penicillin allergic patients General purpose antibiotic, useful in penicillin allergic patients Antibiotic useful for sexually transmitted diseases and sinusitis Antibiotic useful for treatment of urinary tract infection and bronchitis Anti-parasite drug for treatment of gut infestation e.g. threadworms Antibiotic and anti-protazoal e.g trichomonas and amoebic infections. Useful to gut related infections.

Erythromycin 250mg tablets

Side effects : Nausea, diarrhoea, abdominal pain, rashes, allergic reaction. Care when used in Penicillin allergic patients

Doxycycline 100mg capsules

Side effect : Nausea, vomiting, diarrhoea, rashes, headache

(c)

Trimethoprim 200mg tablets

Side effect : Nausea, vomiting and diarrhoea, rashes

(d)

Mebendazole 100mg tablets

Side effects : Rare

32

(e)

Metronidazole 1g suppositories 400mg tablets / 500mg tablets

Side effect : Nausea, vomiting, unpleasant taste, rashes. Avoid alcohol For protection against tetanus infection either in unprotected or as a booster after injury Used to protect against tetanus in high risk wounds e.g. agricultural injury in un-vaccinated patients

(f)

Tetanus vaccine 0.5ml injection (+ Diphtheria vaccine)

Side effects : Rare if not had vaccine for more than one year. Not required if vaccinated within ten years.

Tetanus Immunoglobulin ampoule for injection

8. Compound promoting rehydration Used to treat dehydration in vomiting and diarrhoea or severe illness Follow instructions on sachet

Oral rehydration salts sachets

Side effects : Nil.

Ref. No.

Drug

Type of Drug / Uses

Doses / Route

9. Medicines for external use For cleaning skin wounds and disinfection Follow instructions on bottle / packaging Applied to affected area sparingly, no more than three times per day Applied to infected area twice a day Applied to infected area twice a day Insert 1 pessary (single dose) Applied to burn in burn bag, under dressing or alone. Cleaned off at dressing changes and re-applied. Applied to affected area.

(a)

Antiseptic solutions or wipes

Side effects : Nil unless applied to large areas Anti-inflammatory weak steroid cream. Useful in eczema type rashes, allergic rashes, bites etc.

Hydrocortisone cream 1% 15mg tube

Side effects : Encourages spread of infection do not apply to broken skin or rashes due to skin infection e.g. ringworm Anti-fungal ointment for treatment of athletes foot, ringworm etc.

Benzoic acid Compound BP ointment 15mg tube Anti-fungal cream for treatment of ringworm etc.

Side effects : Rare / nil in normal use

33 Treatment of vaginal or vulval thrush

Miconazole nitrate 2% cream 30gm tube

Side effects : Rare / nil in normal use

Clotrimazole 500mg pessary

Side effects: Rare / nil in normal use Anti-bacterial cream for protection against infection in burns.

Silver sulphadiazine 1% cream 50gm tube

Side effects : Allergic reactions, burning, itching, Unusual. Moisturising ointment for dry skin conditions

Zinc ointment BP 25mg tube

Side effects : Nil in normal use. Contains animal fat.

Ref. No. For cleansing and deodorising oozing wounds or skin rashes.

Drug

Type of Drug / Uses

Doses / Route Wet dressings or . baths 0.01% solution Instill into eye 3-4 times per day Instill into eye 3-4 times per day Instill 1-2 drops into affected eye 4 times a day

Potassium permanganate crystals 10g container / tablets General purpose eye antibiotic use after foreign body / minor injury and for conjunctivitis General purpose antibiotic eye drops for eye infections and protection against infection after removal of foreign bodies etc. Treatment of inflamed irritated eyes. Anti-inflammatory

Side effects : Stains skin, irritates mucous membranes. Toxic if used for long periods

Chloramphenical eye ointment 1%

Side effects : Unusual, but cam cause eye irritation

(b)

Neomycin sulphate 0.5% eye drops

Side effects : Unusual but can cause eye irritation

Dexamethasone 0.1% eye drops

Side effects : Rare in normal use Local anaesthetic drops for eye. Useful for numbing eye before removing foreign bodies and for acute pain e.g. in arc eye Instill 1-2 drops into affected eye, do not use repeatedly Instill 2 drops 3-6 times per day Instill 1-2 drops for examination

34

Amethocaine hydrochloride 0.5% eyedrops

Side effects : Rare if used one off. Care to avoid eye injury whilst numbed Drops constrict the pupil, used to treat raised pressure in the eye (glaucoma)

Pilocarpine nitrate 2% eye drops

Side effects : blurred vision and headache Used to detect scratches or lesions on the front of the eye (cornea)

Flurescein sodium 1% eye drops

Side effects : Nil in normal use

Ref. No. General purpose antibiotic/ anti-inflammatory ear drops for infection of the outer ear canal

Drug

Type of Drug / Uses

Doses / Route Instill 3 drops into the affected ear 3-4 times per day Instill 1-2 drops into each nostril 3 times a day Rinse mouth with 10 mls twice per day

(c)

Neomycin/polymixin/ hydrocortisone eardrops 5ml dropper bottle. Nasal de-congestant

Side effects : Nil in normal use

Ephedrine nasal drops BP 0.5% 10ml dropper bottle

Side effects: Nose bleeds. Use for short periods only Antiseptic mouthwash for sore throats, mouth sores etc.

(d)

Chlorhexidine gluconate 0.2% mouth wash 300ml bottle

Side effects : Nil in normal use Local anaesthetic injection for numbing small wounds for treatment

Lignocaine hydrochloride 1% 25mg in 5ml injection

35 Natural oil with local anaesthetic properties useful in treating toothache Used to numb urethra for insertion of urinary catheter

Inject around wound edges, 2-5mls usually sufficient, no more than 20mls in an adult Apply sparingly to affected tooth as required by symptoms Instill from pre-filled syringe

Side effects : Fits, heart problems in overdose

Oil of cloves 10ml bottle

Side effects: Nil in normal use

Lignocaine 2% / chlorhexidine 0.25% lubricant gel

Side effects: Rare but can cause irritation

ANNEX 8

SPECIMEN REQUISITION FORM FOR USE WHEN OBTAINING CONTROLLED DRUGS
Controlled drugs should be obtained only from a retail pharmacist or other person licensed to supply drugs, and they will require an order worded along the lines below. The order must be signed by either the vessel’s owner or its Master. Requisition To From Vessel Name Address Please supply …………………………………………. …………………………………………. …………………………………………. …………………………………………. (Name and address of authorised supplier) (Name of Master or Ship owner) (Name of vessel) (Address of the Ship or the Ship owner)

………………………………………….……………………………………. ………………………………………….……………………………………. (name, strength and quantity of drugs in words and figures)

The above drugs are required for the medical stores of the above vessel in compliance with the Merchant Shipping (Medical Stores) Regulations 1995. Signature Name [capital letters] Occupation Date ………………………………………………………………. ………………………………………………………………. ………………………………………………………………. ……………………………………………………………….

It is not necessary for the Master or owner to receive personally the controlled drugs from the supplier, but if the drugs are received by another person the requisition must be endorsed as follows :

I empower …………………………………………. to receive the above drugs on my behalf. A specimen of their signature is provided below. Specimen signature of person empowered Signature of Master / owner …………………………………………………….. ……………………………………………………..

36

ANNEX 9

COMPLETION OF THE CONTROLLED DRUGS REGISTER
SECTION 1 – DRUGS OBTAINED FROM AUTHORISED SUPPLIER OR CONFISCATED FROM SEAFARERS Example Date obtained Suppliers Name & Address H.M Kingston Chemists 24 Elliot Street Southampton Amount obtained Name of drug and form in which obtained Morphine Sulphate 10mg in 1ml in glass ampoules

01/01/03

10 ampoules

SECTION 2 – DRUG DISPENSED OR DISPOSED OF Example Date Name & Address of person given drug TH Laidlaw Log book ref. 21 Right of person to have drug Injured crewman (fractured humerus) Amount Supplied Drug and Form in which supplied Morphine sulphate 10mg in 1ml (in glass ampoules) Morphine sulphate 10 mg in 1 ml (in glass ampoules)

01/02/03

2 ampoules

10/02/03

HM Kingston Chemist 24 Elliot Street Southampton

Qualified retail pharmacist

8 ampoules

37

MERCHANT SHIPPING NOTICE

MSN 1768 (M+F) (Corrigendum)
SHIPS’ MEDICAL STORES Application of the Merchant Shipping and Fishing Vessels (Medical Stores) Regulations 1995 (SI 1995 / 1802) and the Merchant Shipping and Fishing Vessels (Medical Stores) (Amendment) Regulations 1996 (SI 1996/2821)
Notice to Ship Owners, Agents, Masters, Skippers of Fishing Vessels and all seafarers. This Notice should be read in conjunction with Merchant Shipping Notice MSN 1768 (M+F)

Corrigendum Summary Since the publication of the Merchant Shipping Notice MSN 1768 (M+F), issued in August 2003 the following corrections should be noted ;

1. Eye Medicines Page 12 please insert an astrix (*) against each recommended eye medicine quantity listed for Category A and B, excluding Antibiotic ointment, to indicate that the specified quantity is considered sufficient regardless of crew size. 2. Recommended Additional Equipment, Page 18 The number “1” should be inserted under the column titled “Category A” against recommended additional equipment item “Stretcher equipment (A system for trauma management, i.e. immobilisation and stretcher equipment most suited for treatment on the vessel concerned)”. 3. Annex 4, Page 23 Paragraph 1 should read: “When a UK registered vessel is carrying

a dangerous substance or substances, in quantities in excess of those defined in column 7 of the Dangerous Goods list of the IMDG Code , as whole or part of the cargo, the Master must ensure the correct antidote to the substance (plus the necessary ancillary equipment e.g. syringes) is carried. The correct antidote can be found in the IMO Medical First Aid Guide For Ships (MFAG) 2000 edition. Any updating of the IMO International Maritime Dangerous Goods Code or MFAG should be taken into account when preparing the list of medicines to be carried”. 4. General advice about medicines, Page 26 2nd Paragraph should read : “When obtaining medicinal products, ensure that they are

1

labelled with their strength (e.g. 125mg per tablet or 125 mg per 5 ml), and expiry date, and that they are packaged in their original manufactured packs in accordance with the UK medicines legislation”. 5. Obtaining Controlled Drugs Page 27, Please delete the word ‘retail’ from the first sentence. 6. Annex 8, Page 36 1st Paragraph: Please delete the word ‘retail’ from the first sentence.

Any queries on the content of the Corrigendum should be addressed to: Seafarer Health and Safety Branch Maritime & Coastguard Agency Spring Place 105 Commercial Road Southampton SO15 1EG Tel: 023 80 329249 Fax: 023 80 329 251 Email: seafarer_h&[email protected] General enquiries: 24 Hour Info Line [email protected] 0870 600 6505 MCA Internet Address: http://www.mcga.gov.uk File Ref: MC 016/022/0140 Published: 11/2003 © Crown Copyright 2003

Safer Lives, Safer Ships, Cleaner Seas
2

The MCA is an executive agency of the Department for Transport

MERCHANT SHIPPING NOTICE

MSN 1751 (M+F)
Harmonised System of Survey and Certification (HSSC)
Notice to Shipowners, Ship Operators, Masters and Officers of Merchant Ships, Certifying Authorities and Surveyors. This MSN cancels M963 and M 1612

Summary This Merchant Shipping Notice provides background and necessary detail to accompany the Merchant Shipping (Survey and Certification) (Amendment) Regulations 2000. The above regulations implement the Protocol of 1988 relating to the International Convention for the Safety of Life at Sea 1974, which harmonises the periods of validity and intervals between surveys for the nine main convention certificates. These are listed in the attached Annex. There is a new provision for a certificate known as the Cargo Ship Safety Certificate which may be issued as an alternative to the three existing cargo ship safety certificates, namely Cargo Ship Safety Construction, Cargo Ship Safety Equipment and Cargo Ship Safety Radio.

Background 1. The Merchant Shipping (Survey and Certification) (Amendment) Regulations 2000 apply the Harmonised System of Survey and Certification in the UK. The 1988 SOLAS and Load Lines Protocols formally entered into force internationally on 3 February 2000, together with amendments to MARPOL 73/78 and the International Bulk Chemical (IBC) Code, International Gas Carrier (IGC) Code, Bulk Chemicals (BCH) Code, and Gas Carrier (GC) Code. The United Kingdom ratified both Protocols on 8 March 2000 with implementing legislation coming into force three months later. The Harmonised System of Survey and Certification (HSSC) seeks to standardise the period of validity and the intervals between surveys for the nine main convention certificates to a maximum period of validly for all certificates except a passenger ship

safety certificate to five years. In so doing it aims to simplify the survey and certification process. Following a period of transition, the streamlined format of the HSSC will bring benefits to the industry in terms of flexibility of survey schedule, reduced numbers of surveyors, survey time and paperwork, all therefore reducing costs. Survey Types 3. Under the HSSC, there are seven types of survey: Initial Survey. Renewal Survey. Periodical Survey. Intermediate Survey. Annual Survey. Inspection of the Outside of the Ships Bottom. g) Additional Survey. a) b) c) d) e) f)

2.

1

SCOPE OF SURVEYS Passenger ships An initial survey of a passenger ship shall consist of a complete inspection of the ship’s structure, machinery and equipment, including the outside of the ship’s bottom and the inside and outside of the boilers, such as to ensure that the arrangements, materials and scantlings of the structure, boilers and other pressure vessels and their appurtenances, main and auxiliary machinery, electrical installation, radio installations including those used in life-saving appliances, fire protection, fire safety systems and appliances, life-saving appliances and arrangements, shipborne navigational equipment, nautical publications, means of embarkation for pilots, lights, shapes, means of making sound and distress signals and other equipment fully comply with the requirements of the relevant regulations, and that the workmanship of all parts of the ship and its equipment is in all respects satisfactory. A renewal survey of a passenger ship shall include an inspection of the structure, boilers and other pressure vessels, machinery and equipment, including the outside the ship’s bottom, such as to ensure that the arrangements, materials and scantlings of the structure, boilers and other pressure vessels and their appurtenances, main and auxiliary machinery, electrical installation, radio installations including those used in life-saving appliances, fire protection, fire safety systems and appliances, life-saving appliances and arrangements, shipborne navigational equipment, nautical publications, means of embarkation for pilots, lights, shapes, means of making sound and distress signals and other equipment is in satisfactory condition and is fit for the service for which it is intended, and fully complies with the requirements of the relevant regulations. An additional survey, either general or partial, according to the circumstances, shall be made following a repair or renewal. The survey shall be such as to ensure that the necessary repairs or renewals have been effectively carried out, that the material and workmanship are in all respects satisfactory, and that the ship complies with the provisions of the relevant regulations.

Cargo ships Cargo ship safety equipment An initial survey of cargo ship safety equipment shall include an inspection of the fire safety systems and appliances, life-saving appliances and arrangements except radio installations, the shipborne navigational equipment, means of embarkation for pilots and other equipment to which Chapters II-1, II-2, III and V of the 1974 SOLAS Convention apply, to ensure that they comply with the requirements of the relevant regulations, and they are in satisfactory condition and are fit for the service for which the ship is intended. In addition the fire control plans, nautical publications, lights, shapes, means of making sound signals and distress signals shall also be subject to this survey. An annual survey shall include a general inspection of the equipment referred to above to ensure that it has been maintained to conform with the provisions of the relevant regulations to ensure that the ship in all respects will remain fit to proceed to sea without danger to the ship or persons on board and that it remains satisfactory for the service for which the ship is intended. A renewal survey and a periodical survey shall include an inspection of the equipment referred to in the initial survey to ensure that it complies with the relevant requirements of the relevant regulations, is in satisfactory condition and is fit for the service for which the ship is intended. Cargo ship radio installations An initial survey of cargo ship radio installation equipment shall include a complete inspection of the radio installations of cargo ships, including those used in lifesaving appliances, to ensure that they comply with the requirements of the relevant regulations. A renewal survey and a periodical survey will include an inspection of the radio installations of cargo ships, including those used in life-saving appliances, to ensure that they comply with the requirements of the relevant regulations.

2

Cargo ship structure, machinery and equipment An initial survey shall include a complete inspection of the structure, machinery and equipment, including an inspection of the outside of the ship’s bottom, before the ship enters service. The survey shall be such as to ensure that the arrangements, materials, scantling and workmanship of the structure, boilers and other pressure vessels, their appurtenances, main and auxiliary machinery including steering gear and associated control systems, electrical installation and other equipment, and in the case of tankers, the pump-rooms, cargo, bunker and ventilation piping systems and associated safety devices comply with the requirements of the relevant regulations, are in satisfactory condition and are fit for the service for which the ship is intended and that the required stability information is provided. In the case of tankers such a survey shall also include an inspection of the pump-rooms, cargo, bunker and ventilation piping systems and associated safety devices. A renewal survey will include an inspection of the ship’s structure, machinery and equipment such as to ensure that they comply with the requirements of the relevant regulations, are in satisfactory condition and are fit for the service for which they are intended. An intermediate survey will include an inspection of the structure, boilers and other pressure vessels, machinery and equipment, the steering gear and the associated control systems and electrical installations, and in the case of tankers, the pump-rooms, cargo, bunker and ventilation piping systems and associated safety devices and the testing of insulation resistance of electrical installations in dangerous zones to ensure that they remain satisfactory for the service for which the ship is intended. An annual survey will include a general inspection of the structure, machinery and equipment referred to above to ensure that they have been maintained to conform with the provisions of the relevant regulations to ensure that the ship in all respects will remain fit to proceed to sea without danger to the ship or persons on board, and that they remain satisfactory for the service for which the ship is intended. 4.

Inspection of the outside of the ship’s bottom The inspection of the outside of the ship’s bottom is a separate survey. • Passenger ships For passenger ships the inspection is required every year. On the years in which the out of water inspection does not take place, an in water inspection of the ship’s bottom shall be carried out. As a minimum, two of these surveys in any five year period, at intervals not exceeding 36 months, shall be conducted with the ship out of the water. • Cargo ships For cargo ships there shall be a minimum of two inspections during any five year period at intervals not exceeding 36 months. Inspections should normally be carried out with the ship out of the water, however consideration may be given to alternate inspections being carried out with the ship afloat. Outline of HSSC The main points of the Harmonised System of Survey and Certification (see Annex for a diagrammatic overview) are as follows: a) The maximum period of validity of all certificates except the passenger ship safety certificate is five years. The passenger ship safety certificate shall be renewed annually. b) Each full term of five years (or one year) will follow directly on from the previous one (unless a ship is laid up or undergoing major repairs); each certificate will be dated from the expiry date of the previous one. c) In order to provide the necessary flexibility, the renewal survey may be carried out up to three months before the expiry of the existing certificate. The new certificate will still be dated from the expiry date of the old certificate. d) A certificate may also be extended by a period of up to three months (or for ships engaged on short voyages there is a period of grace of one month) in order that the renewal survey may be carried out. However, the new certificate will

3

still be dated from the expiry date of the old certificate before the extension was granted. e) Where a renewal survey has been completed and a certificate cannot be issued or placed aboard the ship before the expiry date of the existing certificate, the existing certificate may be endorsed and shall be accepted as the new certificate for a period of up to five months from the expiry date. f) A certificate (other than a passenger certificate) that has been issued initially for a period of less than five years may be extended to the maximum period of five years provided that the minimum pattern of surveys is maintained.

second or third year this is replaced with an Intermediate survey. (h If an Annual, Intermediate or Periodical Survey is completed more than three months before the anniversary date, the anniversary date may be amended to suit and the expiry date of the certificate brought forward by a corresponding period or, if the expiry date is to remain unchanged, additional surveys, as appropriate, carried out so that the pattern of surveys remains the same and the maximum intervals between the various types of surveys are not exceeded. (i) A new Cargo Ship Safety Certificate (CSSC), which includes provision for recording all the surveys required for the Cargo Ship Safety Equipment Certificate, the Cargo Ship Safety Radio Certificate and the Cargo Ship Safety Construction Certificate, may be issued as an alternative to the existing cargo ship safety certificates. (j) In general the UK will model its instructions for guidance of surveyors on the Survey Guidelines under the Harmonised System of Survey and Certification (IMO Resolution A.746 (18)). 5. In complying with the provisions of Regulation 5(1) of these regulations as they apply to the Cargo Ship Safety Certificate, the Certifying Authority should ensure that they have in their possession declarations of satisfactory survey before the issue of the CSSC.

g) Every certificate will be subject to an Annual, Intermediate or Periodical survey each year within three months of its anniversary date (the day and month of each year corresponding to the date of expiry) as follows: (i) The Passenger Certificate (PC) requires a Renewal survey each year. The Cargo Ship Safety Radio Certificate (RADIO) requires a Periodical survey each year.

(ii)

(iii) The International Load Line Certificate (LOADLINE) requires an Annual survey each year. (iv) The Cargo Ship Safety Equipment Certificate (SEC) requires an Annual survey every year. On either the second or third year this is replaced with a Periodical survey. (v) The Cargo Ship Safety Construction Certificate (SAFCON), the International Certificate of Fitness for the Carriage of Liquefied Gases in Bulk (IGC/GC), the International Certificate of Fitness for the Carriage of Dangerous Chemicals in Bulk (IBC/BCH), the International Oil Pollution Prevention Certificate (IOPPC) and the International Pollution Prevention Certificate for the Carriage of Noxious Liquid Substances in Bulk all require Annual surveys each year. On either the

Relevant UK Legislation 6. The current provisions for survey and certification under UK legislation are contained in the following Statutory Instruments :19995/1210 MS (Survey and Certification) Regulations; *1994/2264 MS (Gas Carriers) Regulations; *1996/3010 MS( Dangerous or Noxious Liquid Substances in Bulk) Regulations; 1968/1053 MS (Load Line ) Rules;

*1996/2154 MS (Prevention of Oil Pollution) Regulations.

4

7. To ensure full harmonisation of all the nine convention certificates those regulations marked with * require further minor amendment after 8 June 2000 but this should not affect the practical application of HSSC provisions in the mean time. Transitional arrangements 8. The current certificates that are on board a particular ship on 8 June 2000 will remain in force until they expire or until it is decided to implement the HSSC on that ship. The owner, in conjunction with the administration and any recognised organisation that issue certificates on their behalf, will then agree a mutually convenient date on which to implement the HSSC for the ship. This will normally be the latest expiry date of certificates issued under the SOLAS, Loadline and MARPOL Conventions. Alternatively a date may be agreed between the shipowner or Company to coincide with the expiry date of the Cargo Ship Safety Construction Certificate or with the date of dry docking, refit or repair.

10.

In the case where an existing certificate has expired before the introduction of the harmonised system, a new certificate using the form prescribed under the harmonised system may be issued after the renewal survey has been carried out. The validity of the new certificate shall be limited to the date of the introduction of the harmonised system for that ship (as set out in paragraph 6). On the agreed date, renewal surveys leading to the issue of a complete set of new certificates will be carried out and new certificates issued under the harmonised system. The anniversary date common to all certificates should be specified. Renewal surveys carried out within three months of the date of the introduction of the harmonised system shall be valid and the extent of renewal surveys to be carried out shall take account of the date and extent of the previous renewal surveys if carried out recently. The survey requirements, periods of validity and extension provisions that form part of the HSSC will then apply to each ship to which the new certificates have been issued.

11.

9.

12.

Survey Policy Branch Maritime and Coastguard Agency Spring Place 105 Commercial Road Southampton SO15 1EG Tel: 023 80329518 Fax: 023 80329104 June 2000 MS 103/001/0214
An executive agency of the Department of the Environment, Transport and the Regions

5

ANNEX

THE HARMONISED SYSTEM OF SURVEY AND CERTIFICATION

Diagrammatic Arrangement Years 0 1 2 3 4 5

Months 0 R ←→ A ←→ A or P ←→ P or A ←→ R ←→ R ←→ R ←→ A ←→

9 12 15

21 24 27

33 36 39

45 48 51

57 60 63 R ←→ R ←→

PASSENGER

SEC

RADIO A ←→ A ←→ A ←→ A ←→ A ←→ A ←→
R – Renewal P – Periodical

6 A or I ←→ A or I ←→ A or I ←→ A ←→ A or I ←→ A or I ←→
I – Intermediate

P ←→

P ←→

P ←→ I or A ←→ I or A ←→ I or A ←→ A ←→ I or A ←→ I or A ←→
A – Annual

P ←→ A ←→ A ←→ A ←→ A ←→ A ←→ A ←→

R ←→ R ←→ R ←→ R ←→ R ←→ R ←→ R ←→

SAFCON

IGC/GC

IBC/BCH

LOADLINE

MARPOL Annex I

MARPOL Annex II A

Legend

MERCHANT SHIPPING NOTICE

MSN 1769 (M)
INTERNATIONAL LABOUR ORGANIZATION CONVENTION (ILO) 178 AND RECOMMENDATION 185 - CONCERNING THE INSPECTION OF SEAFARERS’ WORKING AND LIVING CONDITIONS
Notice to Ship Owners, Ship Operators, Managers, Manning Agents, Trade Unions and Seafarers This notice should be read in conjunction with existing regulations

Summary Key Notes: The purpose of this Merchant Shipping Notice is to alert owners, operators, managers, manning agents, trade unions and seafarers to the fact that the UK Government has ratified ILO Convention 178 and taken note of the associated Recommendation 185 concerning the inspection of seafarers’ working and living conditions. Ratification took place on 2 July 2003 and provisions become mandatory one year on - from 2 July 2004. ILO 178 Inspections will apply to UK seagoing vessels of 500 gross tonnage and over, including seagoing tugs.
1 Inspections will be carried out at approximately 2 /2 yearly intervals. Where practicable these may be arranged before 2 July 2004 to coincide with forthcoming ISM renewals

1 1.1

Introduction / Background The ILO is the United Nation’s body responsible for setting international s t a n d a rds for working and living conditions. ILO Convention 178 requires members to implement a formal inspection regime to verify compliance with the relevant national legislation and in the case of merchant shipping, to ILO Convention 147 - the Merchant Shipping (Minimum S t a n d a rds Convention). No new regulations or penalties are introduced by these measures. The term “seafarer” means

a person who is employed in any capacity on board a seagoing ship to which this Convention applies. 1.2 The Maritime and Coastguard Agency (MCA) will implement a regular inspection regime and apply the ILO Recommendations to the Convention to promote and ensure effective co-operation between inspectors, ship owners, seafarers and their respective organisations, in order to maintain or improve seafarers’ working and living conditions.

1

1.3

These requirements will apply to seagoing ships of 500 Gross Tonnage and over, including seagoing tugs and vessels such as oil rigs and drilling platforms when engaged in navigation. Throughout this document the term ship or vessel also includes seagoing tugs and such rigs and platforms. The existing inspection regime will continue to apply to vessels below 500 gross tonnage not requiring these regular inspections according to ILO 178. Organisation of Inspections The MCA will carry out inspections at a p p roximately two and a half year intervals but not exceeding the three years stipulated by the Convention (and where practical more frequently). Inspections can be timed to coincide with International Safety Management (ISM) Code audits of individual ship Safety Management Certificates (SMC) to minimise the inconvenience to ship owners and Masters. 3.2 UK ratified this Convention on 2 July 2003 with a coming in to force date twelve months later on 2 July 2004. Early compliance with this Convention prior to 2 July 2004 is encouraged. Powers of inspection exist now, and wherever practicable MCA surveyors will carry out such inspections prior to 2 July 2004 and issue the new report of inspection which will demonstrate compliance with ILO 178 Convention. For ships joining the UK Register, the MCA’s intention is to carry out ILO 178 inspection at interim ISM audit as part of the UK’s flag-in process. Where this is not undertaken directly by the MCA then there will be a full ISM audit/ILO inspection within six months undertaken by the MCA. For ships not covered by the ISM Code Audits, inspections will be carried out in conjunction with other surveys or other t a rgeted inspections carried out by the MCA. Scope of Inspections The following areas will be subject to inspection insofar as they are covered by national laws and regulations many of 4.3

which have been based on the relevant ILO Conventions, including ILO 147 - the Merchant Shipping (Minimum Standards) Convention: • Maintenance and cleanliness of shipboard working and living areas. • Minimum Age • Articles of A g reement (Cre w Agreements) • Food and Catering • Crew Accommodation • Recruitment • Manning • Qualifications • Hours of Work • Medical Certificates • Prevention of Occupational Accidents • Medical Care • Sickness and Injury Benefits • Social Welfare • Repatriation • Terms and Conditions of Employment • F reedom of Association/Right to Organise While the majority of the obligations under the Convention are the responsibility of the MCA to enforce some obligations will fall in the purview of other government departments. Crew Complaints If the MCA receives a complaint or obtains evidence that a vessel does not conform to Merchant Shipping legislation in respect of seafarers’ working and living conditions, actions will be taken to inspect the ship as soon as practicable. All such matters will be treated in strict confidence. Masters, crew members, representatives of seafarers or any other persons, wishing to lodge a complaint should contact the local MCA Marine Office (contact addresses and telephone numbers attached) or for ships outside the UK, the contact at the end of this notice or the local UK consulate. Where possible efforts should be made to use the shipboard and company grievance procedures first before taking this step. If a complaint is received and the ship cannot be inspected at a UK port within a reasonably short period determined by the seriousness of the complaint, this information should be passed to the MCA’s

1.4

2 2.1

2.2

4 4.1

2.3

4.2

2.4

3 3.1

2

Inspection Branch. Arrangements will then be made for an inspection to be carried out on its behalf by a reliable authority. Failing that, arrangements may need to be made for a chargeable visit abroad by an MCA surveyor. 5 5.1 Ship Construction In cases of substantial changes in construction or accommodation arrangements, the ship must be inspected within three months from such changes to ensure that seafare r s ’ working and living conditions have not been adversely affected. Inspections Inspectors will be empowered to carry out any examination, test or inquiry they consider necessary to ensure that legal provisions as provided by the Merchant Shipping Acts are being strictly observed. Where there is reason for example for an Inspector to believe that products or cargo, drinking water, provisions, materials and substances used or handled are causing a risk to working and living conditions, then samples may be taken for analysis. In those circumstances, the ship’s Master will be informed and where appropriate, the seafarers and/or their representatives. Inspectors will provide an inspection report and, if appropriate, re q u i re that deficiencies are rectified according to standard inspection reporting procedures. The report will be given to the Master of the ship. A copy of the report is to be posted on the ship’s notice board for the information of the seafarers. A copy may also be sent to the seafarers’ re p resentatives. A further copy of the report will be retained by the MCA. Where there are grounds to believe that a deficiency constitutes a significant danger to seafarers’ health and safety, the ship, subject to a right of appeal, will, unless a Prohibition or Improvement Notice is issued in appropriate cases, be prevented f rom leaving port until appro p r i a t e remedial action has been taken. All reasonable efforts will be made to avoid a vessel being unreasonably detained or delayed.

6.5

A fee, in accordance with the Merchant Shipping (Fees) Regulations will be charged for any inspection which results in any re-visit to check that deficiencies have been rectified. Subject to paragraph 6.5 above, regular inspections will be carried out free of charge in cases where the inspection can coincide with the ISM Code audit or other regular survey carried out by MCA, as explained in paragraph 2. In cases where this has not been possible, for the convenience of the ship owner, and an ILO inspection is required overseas, the MCA will charge a fee for the additional time and expenses involved in having to carry out a standalone inspection. Inspectors will have discretion to give warning and advice instead of instituting or recommending formal proceedings. Provisions for penalties already exist in current legislation and will be applied as appropriate. Records of Inspections The MCA will maintain re c o rds of inspections. It will also publish an annual report on inspection activities within six months of the end of the year. At Annex 1 is a list of MCA local Marine Offices and at Annex 2 an example of the report form to be used. Annex 3 provides guidance for surveyors on the principles of application of this Convention. Monitoring Ship owner and seafarer organisations will be consulted by the MCA annually about the application of these arrangements.

6.6

6 6.1

6.7

6.8

7. 7.1

6.2

6.3

7.2

8. 8.1

6.4

3

9. 9.1

Further Information Further information on the contents of this Notice can be obtained from the address below:

Inspection Branch Maritime and Coastguard Agency Bay 1/01, Spring Place 105 Commercial Road SO15 1EG Telephone: 023 8032 9 219 Fax: 023 8032 9 104 E-Mail: “[email protected]” General enquiries: 24 Hour Info Line [email protected] 0870 600 6505 MCA Website Address: Internet: http://www.mcga.gov.uk File Ref: MC 024/007/0051 Published: April 2004 © Crown Copyright 2004

Safer Lives, Safer Ships, Cleaner Seas
4

Annex 1: MCA Marine Offices East of England Region DOVER MARINE OFFICE Maritime & Coastguard Agency Langdon Battery Swingate DOVER CT15 5NA Tel: 01304 218500 Fax: 01304 218505 TYNE MARINE OFFICE Maritime & Coastguard Agency Compass House Tyne Dock South Shields Tyne & Wear NE34 9PY Tel: 0191 4969900 Fax: 0191 4969901

ORPINGTON MARINE OFFICE Maritime & Coastguard Agency Central Court 1 Knoll Rise ORPINGTON Kent BR6 0JA Tel: 01689 892807 Fax: 01689 890446

STOCKTON MARINE OFFICE Maritime & Coastguard Agency 3rd Floor, Victoria House Pearson Court, Pearson Way Teesdale Park STOCKTON ON TEES TS17 6PT Tel: 01642 611040 Fax: 01642 614048

SOUTHAMPTON MARINE OFFICE Maritime & Coastguard Agency Spring Place 105 Commercial Road SOUTHAMPTON SO15 1EG Tel: 02380 329 329 Fax: 02380 329 351

GREAT YARMOUTH MARINE OFFICE Maritime & Coastguard Agency 4th Floor, Havenbridge House GREAT YARMOUTH Norfolk NR30 2HZ Tel: 01493 841300 Fax: 01493 841334

HULL MARINE OFFICE (BEVERLEY) Maritime & Coastguard Agency Crosskill House Mill Lane BEVERLEY HU17 9JB Tel: 01482 866606 Fax: 01482 869989

HARWICH MARINE OFFICE Maritime & Coastguard Agency East Terrace WALTON-ON-NAZE Essex CO14 8PY Tel: 01255 682107 Fax: 01255 682108

5

Wales and West of England Region CARDIFF MARINE OFFICE Maritime & Coastguard Agency Anchor Court Ocean Way CARDIFF CF24 5JW Tel: 029 2044 8822 Fax: 029 2044 8810

Scotland and Northern Ireland Region ABERDEEN MARINE OFFICE Maritime & Coastguard Agency Marine House Blaikies Quay ABERDEEN AB11 5EZ Tel: 01224 597900 Fax: 01224 571920

LIVERPOOL MARINE OFFICE Maritime & Coastguard Agency Hall Road West Crosby LIVERPOOL L23 8SY Tel: 0151 9316600 Fax: 0151 9316615

BELFAST MARINE OFFICE Maritime & Coastguard Agency Bregenz House Quay Street Bangor BT20 5ED Tel: 028 91475310 Fax: 028 91475321

MILFORD HAVEN MARINE OFFICE Maritime & Coastguard Agency Gorsewood Drive, Hakin MILFORD HAVEN Pembrokeshire SA73 3HB Tel: 01646 699604 Fax: 01646 699606

GLASGOW MARINE OFFICE Maritime & Coastguard Agency Navy Buildings Eldon Street Inverclyde GLASGOW PA16 7QY Tel: 01475 553370 Fax: 01475 553357

FALMOUTH MARINE OFFICE Maritime & Coastguard Agency Pendennis Point Castle Drive FALMOUTH Cornwall TR11 4WZ Tel: 01326 310800 Fax: 01326 314331

LEITH MARINE OFFICE Maritime & Coastguard Agency 1 John’s Place Leith EDINBURGH EH6 7EL Tel: 0131 5545488 Fax: 0131 5547689

PLYMOUTH MARINE OFFICE Maritime & Coastguard Agency New Fish Market, Baylys Wharf Fish Quay PLYMOUTH PL4 0LH Tel: 01752 266211 Fax: 01752 225826

SHETLAND MARINE OFFICE Maritime & Coastguard Agency The Knab Knab Road LERWICK Shetland ZE1 0AX Tel: 01595 743514 Fax: 01595 696816

6

ANNEX 2

MSF 1656 Rev 10/03
The Master should arrange for a copy of this form to be posted on the ship’s notice board for the information of the seafarers in accordance with Article 9 (1) of ILO Convention 178

REPORT OF INSPECTION OF SEAFARERS’ WORKING AND LIVING CONDITIONS
2. Name of Ship 4. Type of Ship 9. Date of Inspection 6. IMO No: 7. GT 10. Port of Inspection: 6a. Official No: 8. Year of Build

Page of Master’s Copy / Ship’s Copy / MCA Copy

5. CallSign:

Scope of Inspection
No Area Examined (X) Conditions Deficiency (Y/N) (If yes see MSF 1603 Form B) Remarks

1 2 3 4 5 6 7 8 9 10 11 12 13 14

Standard of maintenance & cleanliness of living and working areas Minimum age Articles of Agreement (Crew Agreements) Food, catering, hygiene Crew Accomodation Recruitment Manning Qualifications Hours of work Medical examinations Prevention of occupational accidents Medical care Sickness & injury benefits Social welfare & related matters, including Freedom of Association and Right to Organise Repatriation Terms and conditions of employment

15 16

This report must be retained on board for a period of 3 years and must be made available for consultation by MCA officers at all times
MCA Office Address

MCA Office Stamp

Name (duly authorised inspector (s) Signature Telephone +44 (0) Fax + 44 (0) Email mcga.gov.uk

This report has been issued solely for the purpose of informing the master, other seafarers and other port states that an inspection of working and living conditions has been carried out in accordance with ILO 178 Convention. This report indicates the results of the inspection, which is a sampling process and cannot be construed as a complete examination of every item or that it conforms compliance with any requirements other than required by the ILO Convention.

7

Annex 3

Guidance for Surveyors Inspection of Working and Living Conditions

Introduction This document is primarily intended to provide guidance to surveyors but may be of value to ship owners, managers, manning agents, masters and crew in providing information on the principles to be observed and scope of inspections. ILO Convention 178 and Recommendation 185 requires the UK to maintain a system of inspection of seafarers’ working and living conditions. Requirements apply to UK registered seagoing ships of 500 gt and over, including seagoing tugs but excluding fishing vessels. (Note - the application of the Convention to Fishing Vessels is subject to separate consultation). The MCA will act as the UK central co-ordinating authority for the purposes of ILO 178 and in this respect may need to advise other public institutions or Government Departments when a complaint has been received or when an apparent breach of non - Merchant Shipping legislation is discovered. MCA will be responsible for enforcement of Merchant Shipping legislation but does not have the authority for enforcement for other national legislation. Responsibility for enforcement remains with the appropriate authority and MCA will only act as informant or in a liaison capacity. The Convention requires that ships be inspected at intervals not exceeding 3 years. It also requires ships to be inspected if a complaint is received or there is evidence that a ship does not conform to existing legislation in respect of seafarers’ working and living conditions. Additionally where substantial changes in construction or accommodation arrangements occur, the ship should be inspected within 3 months of such changes taking place. ILO Recommendation 185 concerning the inspections of seafarers’ working and living conditions among other things, recommends that inspectors should alert the central co-ordinating authority, if there are any deficiencies or abuses not specifically covered by existing legal provisions. In this respect inspectors may also submit proposals for the improvement of laws and regulations. As the MCA is the co-ordinating authority, inspectors would if necessary inform the appropriate MCA Headquarters division. More detailed guidance on working and living conditions is available from other sources such as the Instructions for the Guidance of Surveyors (Survey of Crew Accommodation in Merchant Ships), various Statutory Instruments, Marine Guidance Notices and Merchant Shipping Notices. The Manual for PSC Officers and Inspection and Enforcement Policy also contain relevant guidance but are not available to anyone outside MCA. Therefore wherever possible cross-references are given to relevant documents and sections of various manuals which are available in the public domain. Organisation of Inspections Wherever possible inspections will be carried out at the same time as Safety Management (ISM) Code Audits to minimise the inconvenience to ship owners and masters. For ships not covered by the ISM Code Audits, inspections will be carried out in conjunction with other surveys or other targeted inspections. Sufficient time should be allowed to carry out the inspection to a level that indicates compliance with the various aspects. The time spent on the inspection will be non-chargeable unless a revisit is required or the inspection needs to be carried out overseas at a time other than when other surveys or audits are required. Inspections should be duly recorded under the appropriate MCA time recording number.

8

Scope of Inspections Maintenance and cleanliness of shipboard working and living areas Minimum Age Articles of Agreement (Crew Agreements) Food and Catering Crew Accommodation Recruitment Manning Qualifications Hours of Work Medical Certificates Prevention of Occupational Accidents Medical Care Sickness and Injury Benefits Social Welfare Repatriation Terms and Conditions of Employment Freedom of Association While the majority of the obligations under the Convention are the responsibility of the MCA to enforce some obligations will fall in the purview of other government departments. Where cross-departmental enforcement of these obligations occurs Inspectors should seek to inform the appropriate authority accordingly. Records of Inspection Inspectors should complete an ILO 178 specific inspection report (MSF 1656). If there are ILO related deficiencies found, inspectors should also complete a general inspection report (MSF 1602/03) according to standard inspection procedures, using the appropriate codes. The report(s) will then be given to the Master of the ship. Members of crew must have access to the ILO 178 inspection report. The Inspector should therefore ensure that a copy of MSF 1656 is posted on the ships’ notice board by the Master and that he is informed accordingly. A copy may also be sent to seafarers’ representative where this is requested and contact details are provided. A file copy of the ILO 178 inspection report will be retained in the local marine office. Inspectors should use discretion to give a warning and advice instead of instituting or recommending formal proceedings. However if there are grounds to believe that a deficiency constitutes a significant danger to seafarers’ health and safety, the ship, subject to a right of appeal, may be detained until appropriate remedial action has been taken. Confirmation should be sought from the owners that deficiencies have been rectified. Fees As previously stated a fee will be charged only in the case of a re-visit, or if the inspection needs to be carried out overseas at a time other than when other surveys or audits are required. Ship owners should be informed that the time required to complete a stand alone ILO inspection will be greater than if carried out in conjunction with an ISM audit. Maintenance and cleanliness of shipboard working and living areas The Inspector should inspect conditions and standards of maintenance of all shipboard working and living areas. Attention should be given to heating, ventilation, lighting systems and other aspects likely to affect the safety and health of crewmembers. Where there is reason for example for an Inspector to believe that products or cargo, provisions, materials and substances used or handled are causing a risk to working and living conditions then samples may be taken for analysis. Taking samples for analysis is a specialised activity and should not be carried out by Inspectors. The ship’s Master or company representative will be informed before any such action is taken and where appropriate the seafarers or their representatives.

9

Minimum Age No person below the age of 16 may be employed in any UK ship. Young persons between the age of 16 and 18 years may be employed subject to the following conditions. • The person is identified on the list of “young persons” • There are appropriate measures to protect young persons at work including a proper risk assessment and that the person is fully informed • 16-18 year olds may not work at night unless as part of an established training programme • Health monitoring required if person is required to work at night or the risk assessment shows that the person is at risk • Rest periods of at least 12 consecutive hours in every 24 hr period and 2 days in every week are provided • Valid medical certificate

SI 1998/2411 (MGN 88) - H&SW Employment of Young Persons Regulations SI 2002/2125 Hours of Work Regulations S.55 of MSA 1995

Articles of Agreement (Crew Agreements) Crew Agreements must be MCA approved. They can be either standard pre approved agreements as shown in MGN 148 or an agreement specifically approved by MCA (i.e non standard). Where further advice is required, a copy can be sent to HQ Seafarers Health and Safety Branch who can provide further specialist help. The agreement or a certified copy should be aboard the vessel and a copy must also be posted where it can be easily read by all crewmembers. Regulations require that a copy of crew lists be maintained at an address in the UK. • Crew Agreements should be duly signed by shipowner/master and seafarers. • The Agreement should clearly state the rights and obligations of each party. • Full particulars of seafarers should be shown on the List of Crew, comprised in the crew agreement including rates of pay. • Indefinite agreements must state the maximum period that a seafarer can be required to remain on board between leave periods. Duty rosters may provide the details. • In certain circumstances, generally where vessels only spend short periods at sea e.g. dredgers, tugs, sludge vessels, etc, an exemption from the requirement to have a crew agreement may be granted. Current exemptions are included on the exemption database and are time limited. A copy of the exemption is also required to be carried on the vessel to which it relates. There may however be older cases where there is no time limit, or references to legislation are out of date. Should such an exemption be found HQ Seafarers Health and Safety Branch should be advised to enable them to follow the matter up with the vessel operator. • Where crew work a regular rota of work/leave, e.g. ferries, tugs etc, a dispensation may be granted to permit them to go on leave/return from leave without having to sign on/off the crew agreement. Current dispensations are time limited but older ones are not. A copy of the Dispensation is required to be carried on the vessel to which it relates. Should an older Dispensation be found HQ Seafarers Health and Safety Branch should be advised to enable them to follow the matter up with the vessel operator.

SI 1991/2144 - Crew Agreements, Lists of Crew and Discharge of Seamen Regulations MGN 148 - Approval of Crew Agreements

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Food Catering and Hygiene Account should be taken of the number of persons on board the vessel and that conditions enable a satisfactory standard of hygiene operation and food safety based on cleanliness, personal hygiene, temperature control and food segregation. If there are grounds to suspect that food or fresh water is not fit for human consumption and that it would be appropriate to have samples taken and analysed, then Inspectors should contact the local Port Health Office. Taking samples for analysis is a specialised activity and should not be carried out by Inspectors. The ship’s Master or company representative will be informed before any such action is taken and where appropriate the seafarers or their representatives. The following points should be considered during inspections. • General condition of catering spaces, furniture, equipment, fittings, lighting, ventilation and gutters/scuppers/grease traps. • Entire areas should be easy to clean. • Cleanliness of catering personnel and suitable provision for washing and drying hands. • Sufficient equipment to store, prepare and serve food and clean the galley. • Measures taken to minimise the risk of harmful food contamination. • Sufficient amount of food aboard for the duration of the next voyage • Condition and variety of food. • Meat store should be kept at a minimum – 18º. • Proper procedures for defrosting meat. • Inspect records if available to provide evidence of good practice. • Food Hygiene training and qualifications.

SI 1989/102 - Provisions & Water Regulations MGN 61 - Hygiene Guidelines

Crew Accommodation Crew accommodation should comply with ILO Conventions 92 and 133 and reference should be made to the crew accommodation Instructions for the Guidance of Surveyors. The crew accommodation should be so arranged to ensure adequate security, protection against weather and sea and insulation from heat or cold, undue noise and other air-borne pollution. If a crew accommodation exemption exists it should be checked to ensure that it is current and has an expiry date. Unlimited exemptions relating to crew accommodation are no longer valid and should be referred to HQ Seafarers Health and Safety Branch for appropriate action regarding replacement. Records of when the master last inspected the accommodation should be kept.

Crew Cabins

• Ventilation should maintain a satisfactory air condition. • Heating system shielded if necessary to avoid danger. • Shielded lighting including a reading lamp at the head of each berth. • Watertight integrity at cabin porthole/deadlight • Sufficient floor area • Access to cabins is not direct from other working and store spaces • Berths should be provided with a spring bottom or spring under mattress and a top mattress of a suitable material, or a suitably resilient mattress fitted on a ventilated base. • F u r n i t u re and fittings in cabins should provide a reasonable level of comfort and facilitate tidiness.

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Mess-rooms and Recreational Spaces

Size of mess-room, equipment, tables and seats should be sufficient for the number of persons likely to use it at any one time. If recreational facilities are not provided separately from the mess room, it should provide additional facilities for reading and writing. Working facilities in the mess-room should include: • Cold drinking water supply • Sink • Kettle or water boiler • Refrigerator • Toaster On ships of 8000 tons and over, there should be facilities for watching films and television, a separate hobbies and games room, and where practicable a separate swimming pool. In every ship, deck space permanently reserved for the use of the crew for recreational purposes to be provided on an open deck. The space should be adequate with regard to the number of crew and the size of the ship.

Sanitary Facilities Sanitary accommodation should have sufficient lighting, heating and ventilation and provide adequate drainage with cold and hot fresh water available in all wash spaces. Decks, bulkheads, partitions etc should be impervious to damp and easily cleaned. Where there are no private/semi private sanitary accommodation for crew, the following ratio should be applied. One shower, washbasin, mirror and toilet should be provided for every 6 persons or less. Minimum number of toilets: under 800 tons - 3 toilets, 800 tons or over but under 3,000 tons - 4 toilets, 3,000 tons or over - 6 toilets. • Hot and cold hand wash and drying facilities • Toilet exhaust ventilation should be independent and direct to the open air • Toilets should have an ample flush of water, independently controlled • Sufficient screening to ensure privacy • Anti-scalding mixing valve for showers • Adequate drainage to ensure the free discharge of water from deck. Where women seafarers are on board, there ought to be facilities for disposal of used sanitary towels and supplies of sanitary towels in the stores.

Facilities for Washing and Drying Clothes (Wash Room)

• Suitable sinks and washing machines with an adequate supply of cold and hot fresh water • Drying machines and/or room adequately heated and ventilated with means for hanging clothes • Sufficient ventilated compartments/lockers for hanging oilskins.

Miscellaneous Items relating to Crew Accommodation

Sickbay/Hospital required for a ship which is intended to be at sea for a continuous period of more than 3 days and with a crew of 15 or more persons. WC and washbasin should be provided within the confines of the hospital accommodation. The hospital must not be used as an extra cabin. Secure medical locker suitable for the storage of medicines. Lockers for oilskins and working clothes should be well ventilated accommodation outside but convenient to cabins.

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Mosquito Protection - if ships are trading to mosquito-infested ports, suitable screening should be available to be fitted to all doors, ventilators etc capable of being opened. Offices - in every ship of 3,000 tons or over, two appropriately furnished rooms to be provided solely for use as offices. Masters Inspections - weekly and recorded in Official Log Book Vermin - if there are signs of cockroach or other vermin check to establish control measures in place.

SI 1997 No 1508 - Crew Accommodation Regulations MSN 1214 – Recommendation to prevent Freshwater Contamination Crew Accommodation Instructions - various Sections in Chapter 2

Supply of Drinking Water and Fresh Water

Ships often use shoreside hoses, if possible check that they are watertight and stored and capped in a secure area. Physically check quality of water at random using different outlets. It should be fresh, clear and without taint. Maintenance records - in a complex system there should be documentary evidence available detailing maintenance arrangements for each tank and principal unit in the system. Records of when the water was last chlorinated should be checked. Failure to keep records could be a deficiency issue. Other points to note. • Hot water should be stored at a temperature of at least 60ºC* and delivered at tap outlet at a temperature no higher than 50ºC to avoid scalding. • Piping should be insulated where hot and cold pipes run together • Storage tanks should be cleaned and disinfected at 12 monthly intervals • Shower heads to be regularly cleaned and disinfected (recommend 3 monthly intervals)

* SI 1997/1508 - MS Crew Accommodation Regulations requires a constant temperature of at least 66ºC but other official sources stipulate 60ºC. MSN 1214 Recommendations to Prevent Freshwater Contamination MSN 1401 - Disinfecting Fresh Water WHO Guide to Ship Sanitation (New Guide currently in draft form) BS EN ISO 15748-1:2002 BS EN ISO 15748-2:2002 HSC Approved Code of Practice - The Control of Legionella Bacteria in Water Systems

Air Conditioning Systems In complex systems there should be documentary evidence available detailing maintenance arrangements. Filters should be inspected weekly and cleaning is recommended at intervals of not more than 3 months.

MGN 38 + Amend – Contamination of Ship’s AC system by Legionella bacteria HSE Approved Code of Practice - The Control of Legionella Bacteria in Water Systems

Waste Disposal

If applicable the shipboard incinerator should meet the standard specification developed by IMO. Look for evidence of maintenance of sewage treatment facilities.

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MGN 143 - Marpol 73/78 Annex VI

Garbage - suitable secure storage arrangements for retention of garbage (this is particularly relevant on passenger ships). Food Waste - disposal into the sea not less than 12 miles from land or not less than 3 miles if passed through a suitable grinder.

SI 1998/1377 – Prevention of Pollution by Garbage Regulations MSN 1720 - As above

Recruitment Employment agencies operating in the UK including those recruiting seafarers, are required to meet the minimum standards of conduct established under the Employment Agencies Act 1973 and associated regulations. This legislation seeks to protect those using agency services. Manning According to Safe Manning Document

SI 1997/1911 - Training, Certification and Safe Manning Regulations SI 1997/1320 + SI 2000/484 - Safe Manning, Hours of Work and Watchkeeping Regulations + MSN 1767 - Safe Manning, Hours of Work and Watchkeeping MSF 4232 - Safe Manning Document for a UK Registered Sea-going Ship

Qualifications and Training All according to STCW 1995 standards and the ISM Code (section 6).

SI 1970/294 - Certificate of Competency as AB Regulations SI 1981/1076 - Ship’s Cooks Regulations SI 1997/348 + SI 1997/1911 - Training and Certification Regulations Various MGNs

Hours of Work Minimum hours of rest to be not less than 10 hours in any 24 hour period, and 77 hours in any 7 day period. Daily Minimum Hours of rest may be divided into no more than 2 periods, one of which should be at least 6 hours in length and the interval between consecutive period of rest is not to exceed 14 hours. There is no provision for exemptions from the Regulations but exceptions to the hours of rest based on a collective agreement or a workforce agreement may, subject to certain conditions, be authorised by the MCA. A table or schedule of duties setting out the hours of work and rest periods should be posted up and records of hours of rest maintained for each seafarer serving on the ship. Guidance on Fatigue Mitigation and Management is contained in IMO Circular MSC 1014, available under “Publications” on MCA’s web site (www.mcga.gov.uk).

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In some cases Inspectors may come across a complete lack of records or potentially falsified records. In such cases it may be useful to refer to the IMO Circular as an aid to understanding and recognising signs of fatigue amongst crew

SI 1997/1320 - Safe Manning, Hours of Work and Watchkeeping Regulations SI 2000/484 - Amendment to above SI 2002/2125 + MSN 1767 - Hours of Work Regulations IMO MSC Circular MSC/Circ 1014 of 12 June 2001 - Guidance on Fatigue Mitigation and Management.

Medical Certification All seafarers to have valid medical certificate. Period of validity 2 years unless young person under 18 in which case it is one year.

SI 2002/2055 - Medical Examination Regulations MSN 1765 - Seafarer Medical Examination system and Medical and Eyesight Standards MGN 219 - Seafarers Medical Examinations - Guidance for Employers and Manning Agencies MGN 112 - New and Expectant Mothers

Prevention of Occupational Accidents The importance of good housekeeping in the prevention of all types of accidents and conditions likely to be injurious to health should be given proper priority in the training of every member of the crew. Key areas to specify measures for the prevention of accidents are listed. Check risk assessments and if appropriate health surveillance (see comments under Medical Care). • Structural features of the Ship • Machinery • Noise and air pollution • Special safety measures on and below deck • Loading and unloading equipment/cargo • Fire prevention and fire-fighting • Anchors, chains and lines • Dangerous cargo and ballast • Personal protective equipment for seafarers • Health & Safety Committee

SI 1988/1641 - Safe Movement aboard Ships SI 1988/1636 - Guarding of Machinery and Electrical Equipment MSN 1415 - CoP for Noise Levels in Ships IMO CoP - Noise Levels on Board Ships (Recommendations only) SI 1988/1637/1638 - Means of Access and Entry into Dangerous Spaces SI 1988/1639 - Hatches and Lifting Plant SIs 1998/1011/1012 and 1999/992 - Fire Protection SI 1998/2857 + MGN 90 - Manual Handling Regulations SIs 1994/2464, 1996/3010, 1997/2367, 1998/1153 - Dangerous Cargo and Ballast SI 1999/2205 + MSN 1731- PPE for Seafarers SI 1997/2962 + MGN 20 - Health & Safety at Work Regulations Code of Safe Working Practices for Merchant Seafarers

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Injuries resulting from slip, trip and fall accidents continue to be the most common kind of non-fatal major injury to all workers and evidence should be available to show that all reasonable precautions are taken to minimise such accidents. For example possible hazards should be conspicuous by means of colouring, marking or lighting. Walkways on deck should be delineated by painted lines and indicated by signs. Lifelines should be available to be rigged securely across open decks when rough weather is expected. Open hatches should be protected by means of a fence. Personal Protective Equipment (PPE) should be carefully checked to ensure that crew are provided with suitable gear or clothing according to EN or BS standards, that it is properly maintained and that it is appropriate to any process or activity involving a reasonably foreseeable risk. Crew must receive adequate training so that they are aware of the risks against which the PPE is designed to protect them and they should be able to demonstrate their knowledge on how and when to use it. An effective safety committee regime on board should encompass these areas. On every ship where more than 5 workers are employed, there should be a safety officer, a safety representative and a safety committee. There should be a clear link between ship and shore to ensure health and safety issues arising are fully considered and that the appropriate rectifying action is taken where required. Minutes of meetings should provide a reliable source of current issues. Medical Care Health surveillance is required where “young persons” are required to work at night or the risk assessment shows that the young person is at risk. Also when risk assessments for all persons identify that: • A particular work activity may cause ill health • An identifiable disease or adverse health conditions is related to the work • Recognised testing methods are available for early detection of an occupational disease or condition • There is a reasonable likelihood that a disease or condition may occur in relation to particular working conditions • Surveillance is likely to further the protection of workers’ health Medical Care - Other • Medical Stores • Copy of Ship Captain’s Medical Guide • Validity of Medical certificates • Qualified doctor if there are more than 100 persons on board and ship is on international voyage of more than 3 days or on a voyage where it is more than one and a half days’ sailing time from a port with adequate medical equipment. • Hospital if required - note ships of 500 grt and over carrying a crew of 15 or more and engaged in a voyage of more than 3 days duration (not coastal voyages) to have separate hospital. • Medical, dental or optical treatment availability

MGN 20 - Annex 2 - Health Surveillance MGN 91 - Training and Certification Guidance - Part 1 CoC for General Requirements for Certification and Medical Fitness MSN 1768 - Medical Stores SI 1995/1803 - Ships Doctors Regulations

Sickness and Injury Benefits Seafarers who are resident or domiciled in the UK are covered by domestic legislation. European and other nationality seafarers may be covered by their own domestic legislation

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Social Welfare and Related Matters Unless indicated otherwise in this guidance MCA is not responsible for the enforcement of welfare matters beyond protecting seafarers safety and health consideration. Such welfare matters may be the responsibility of other government departments to which they should be referred. There may also be welfare matters which fall outside of legislation. For such issues it may be more appropriately dealt with by voluntary organisations such as the unions (e.g NUMAST and RMT) or the various seafarers missions (e.g Mission to Seafarers, Apostleship of the Sea, British or International Sailors Society etc) or the Merchant Navy Welfare Board, which is an umbrella organisation with membership of shipowners, unions and maritime welfare organisations. Repatriation Several conditions apply but in general the employer is responsible for repatriation costs and for the seafarer’s relief and maintenance until his return. The employer will not be liable if a seafarer is absent for a period of more than 3 months from the date he was left behind if, during that period, the employer did not know and could not reasonably have known of the seafarer’s whereabouts. Wages due to be paid by the employer or Master within 28 days from the time he was repatriated. There is also provision under Section 73 of the Merchant Shipping Act for a proper officer or superintendent to make the necessary provisions for the return, relief and maintenance of a seafarer shipwrecked or left behind when the employer fails to make sufficient provision.

SI 1979/97 - Repatriation Regulations

Terms and Conditions of Employment Unless specific reference is made elsewhere (for example in relation to Crew Agreements), enforcement of matters concerning wages and other conditions of employment are not the responsibility of MCA, but where appropriate other organisations should be informed. The following information does however apply. MS Regulations provide for at least 4 weeks paid annual leave. Freedom of Association and Protection of the Right to Organise (ILO Convention 87) The Right to Organise and Collective Bargaining (ILO Convention 98) Although not implemented by UK Merchant Shipping legislation, both ILO Conventions have been ratified by the United Kingdom and are covered by domestic legislation. The Conventions make various provisions, including the following. • Workers and employers have the right to establish and to join organisations of their own choosing without previous authorisation. • Workers to enjoy adequate protection against acts of anti-union discrimination in respect of their employment. • Where necessary, measures shall be taken to encourage and promote the full development for voluntary negotiation between respective parties or parties’ organisations to regulate terms and conditions of employment by means of collective agreement. • While there is no absolute legal right for officials of seafarers’ representatives organisations to board ships this is in fact common. Such arrangements are a matter between the shipping company and the representative organisations concerned. However, Inspectors should note in the Report any difficulties representatives of seafarers have in being permitted access to ships, taking account of any security issues.

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Inspectors should also be aware of the following points based on advice from the Department of Trade & Industry and legal advice by DfT lawyers. • There is nothing in the ILO Conventions that compels an employer to bargain collectively. • By tradition industrial relations in the UK are based on voluntary principles. • Article 1(7)(c) of ILO 178 defines the term “legal provisions” to include collective agreements “upon which the force of law is conferred”. In the UK collective agreements are generally voluntary arrangements entered into between employer and trade union representatives. • Practice in the UK is to incorporate the terms of collective agreements into individual contracts of employment which are legally enforceable through civil action only. There are no powers therefore to enforce collective bargaining agreements under this Convention. Handling of complaints Where a complaint by one or a number of persons has been made and this has come via a Marine Office in accordance with advice contained in MSN 1769 or it arises during inspection it should be investigated. Inspectors should establish that an effort has been made to use the shipboard and company grievance procedures first where this is in place. If a complaint is received and the ship cannot be inspected at a UK port within a reasonably short period determined according to the seriousness of the complaint, this information should be passed to Inspection Branch at Spring Place. Arrangements will be made for an inspection to be carried out on the MCA’s behalf by a reliable authority. Failing that arrangements may need to be made for a chargeable visit abroad by an MCA surveyor.

Survey Policy Directorate of Operations April 2004

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MARINE GUIDANCE NOTE

MGN 70 (M)
Guidelines on the allocation of responsibilities to seek the successful resolution of stowaway cases
Notice to shipowners, operators, charterers, managers, shipping agents, port authorities, masters and ship’s officers This Guidance Note supersedes Merchant Shipping Notice No 1660

Summary
This note reminds all seafarers of the continuing need for vigilence against stowaways and provides practical advice on procedures to follow if a stowaway is found on board. Key Points • Pay particular attention to the need for adequate searches, especially when a hold is to be sealed and/or fumigated. Provide feedback on the practical effectiveness of the guidelines.



1. MGN 1660 included at its annex “Guidelines on the allocation of responsibilities to seek the successful resolution of stowaway cases”. These guidelines had been prepared by the Facilitation Committee of the International Maritime Organization (IMO) in 1996. As anticipated in MGN 1660 they were subsequently put to the IMO’s Assembly in 1997 for formal adoption. 2. The guidelines, as included in MGN 1660, were adopted by the IMO Assembly with only one significant amendment. A new clause has now been included at paragraph 4.5 raising awareness of the dangers to stowaways who hide in a hold which is subsequently sealed and/or fumigated. The guidance points out that an aqequate search might minimise the risk of having to deal with a stowaway case and might also save the life of the stowaway. This concern was first raised by the UK following a spate of

incidents involving the arrival of dead stowaways at UK ports. In all of these incidents the stowaways died in appalling conditions after having been trapped in holds which were sealed and fumigated. 3. The full revised guidelines are reproduced at annex to this MGN, together with a covering IMO Assembly resolution which urges worldwide implementation. The Department of the Environment Transport and the Regions (DETR) supports these guidelines as a means of providing practical and user friendly advice on procedures to be followed by all parties concerned in order that the return or repatriation of a stowaway may be achieved in an acceptable and humane manner. In particular we would urge UK owners, and any party acting on their behalf, to pay particular attention to the need for adequate searches when a hold is to be sealed and/or fumigated.

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4. Recipients of this MGN will note that the final clause to the Assembly resolution requests the Facilitation Committee of the IMO to continue to monitor the effectiveness of the guidelines and to consider further action, as necessary. It will be important, therefore, for governments to receive feedback from users on how effective the guidelines are in

practice, as well as suggestions for improvements. The DETR therefore encourages users to provide feedback on the practical effectiveness of these guidelines. This information, as well as any questions relating to the application of these guidelines should be addressed to:

Department of the Environment, Transport and the Regions Shipping Policy 2A Zone 4/15 Great Minster House Westminster LONDON SW1P 4DR Tel: (0171) 890 5427 Fax: (0171) 676 2179 July 1998 © Crown Copyright 1998 ISPB 9/5/1

An executive agency of the Department of the Environment, Transport and the Regions

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STOWAWAYS IMO GUIDELINES ON THE ALLOCATION OF RESPONSIBILITIES TO SEEK THE SUCCESSFUL RESOLUTION OF STOWAWAY CASES, ADOPTED BY IMO ON 27 NOVEMBER 1997 1. Masters, shipowners (including any persons or party acting on behalf of the owner of the vessel), port authorities, national administrations, and other bodies including security operators all have a responsibility to cooperate to prevent illegal access to the vessel while it is in port. However, no matter how effective routine port and ship security is, there will still be occasions when stowaways gain access to vessels, either secreted in the cargo or by surreptitious boarding. 2. For the purposes of the Guidelines a stowaway is defined as a person who is secreted on a ship, or in cargo which is subsequently loaded on the ship, without the consent of the shipowner or the master or any other responsible person and who is detected on board after the ship has departed from a port, and is reported as a stowaway by the master to the appropriate authorities. 3. The resolution of stowaway cases is difficult because of different national legislation in each of the potentially several countries involved: the country of embarkation, the country of disembarkation, the flag state of the vessel, the country of apparent, claimed or actual nationality/citizenship of the stowaway, and countries of transit during repatriation. 4. There are, however, some basic principles which can be applied generally. These are as follows: 4.1 A recognition that stowaways arriving at or entering a country without the required documents are, in general, illegal entrants. Decisions on dealing with such situations are the prerogative of the countries where such arrival or entry occurs. 4.2 Stowaway asylum-seekers should be treated in compliance with international protection principles as set out in international instruments (the UN Convention relating to the Status of Refugees of 28 July 1951 and the UN Protocol relating to the Status of Refugees of 31 January 1967) and relevant national legislation. 4.3 The shipowner, and his representative on the spot, the master, as well as port authorities and national administrations should co-operate as far as possible in dealing with stowaway cases. 4.4 Shipowners, and their representatives on the spot, the masters, as well as port authorities and national administrations should have security arrangements in place which, as far as practicable, will prevent intending stowaways from getting aboard a ship or, if this fails, will detect them before a ship arrives in port. Where national legislation permits, national authorities should consider prosecution of stowaways for trespassing upon or damaging the property of the shipping company, or the cargo. 4.5 Countries should admit returned stowaways with full nationality/ citizenship status of that country or a right of residence. 4.6 The country of the original port of embarkation of a stowaway should normally accept the return of such a stowaway for examination pending final case disposition. 4.7 Every effort should be made to avoid situations where a stowaway has to be detained on board a ship indefinitely. In this regard countries should co-operate with the shipowner in arranging the return of a stowaway to an appropriate country. 4.8 Stowaway incidents should be dealt with humanely by all parties involved. Due consideration must always be given to the operational safety of the ship and the well-being of the stowaway.

5. As a first step in addressing the issue, a framework of the various responsibilities, rights and liabilities of the parties involved needs to be identified and agreed. The following allocation of responsibility is suggested: 5.1 The master 5.1.1 to make every effort to determine immediately the port of embarkation of the stowaway 5.1.2 to make every effort to establish the identity, including the nationality/ citizenship of the stowaway 5.1.3 to prepare a statement containing all information relevant to the stowaway, in accordance with information specified in the standard document annexed to these Guidelines, for presentation to the appropriate authorities 5.1.4 to notify the existence of a stowaway and any relevant details to his shipowner and appropriate authorities at the port of embarkation, the next port of call and the flag state 5.1.5 not to depart from his planned voyage to seek the disembarkation of a stowaway to any country unless repatriation has been arranged with sufficient documentation and permission for disembarkation, or unless there are extenuating security or compassionate reasons 5.1.6 to ensure that the stowaway is presented to appropriate authorities at the next port of call in accordance with their requirements 5.1.7 to take appropriate measures to ensure the security, general health, welfare and safety of the stowaway until disembarkation. 5.2 The shipowner or operator 5.2.1 to ensure that the existence of, and any relevant information on, the stowaway has been notified to the appropriate authorities at the port of embarkation, the next port of call and the flag state 5.2.2 to comply with any removal directions made by the competent national authorities at the port of disembarkation. 5.3 Country of First Scheduled Port of Call after Discovery of the Stowaway (Port of Disembarkation) 5.3.1 to accept the stowaway for examination in accordance with the national laws of that country and, where the competent national authority considers that it would facilitate matters, to allow the shipowner and his named representative and the competent or appointed P&I Club correspondent to have access to the stowaway 5.3.2 to consider allowing disembarkation and provide, as necessary and in accordance with national law, secure accommodation which may be at the expense of the shipowner or agents where: .1 a case under 5.3.1 is unresolved at the time of sailing, or

.2 national authorities are satisfied that arrangements have been made and will be effected for the early return or repatriation of the stowaway by other means (which may be at the expense of the shipowner or agents) or .3 presence on board would endanger the safe operation of the vessel.

5.3.3 to assist, as necessary, in the identification of the stowaway and the establishment of his or her nationality/citizenship 5.3.4 to assist, as necessary, in establishing the validity and authenticity of a stowaway's documents 5.3.5 to give directions for the removal of the stowaway to port of embarkation, country of nationality/citizenship or to some other country to which lawful directions may be made, in co-operation with the shipowner and his nominated representative 5.3.6 in co-operation with the shipowner and his nominated representative to discuss repatriation or removal arrangements or directions with the master/shipowner or their appointed representatives, keeping them informed, as far as practicable, of the level of detention costs while keeping these to a minimum 5.3.7 to consider mitigation of charges that might otherwise be applicable when shipowners have co-operated with the control authorities to the satisfaction of those authorities in measures designed to prevent the transportation of stowaways 5.3.8 to issue, if necessary, in the event that the stowaway has no identification and/or travel documents, a document attesting to the circumstances of embarkation and arrival to enable the return of the stowaway either to his country of origin, to the country of the port of embarkation, or to any other country to which lawful directions can be made, by any means of transport 5.3.9 to hand over the letter to the transport operator effecting the removal of the stowaway 5.3.10 to take proper account of the interests of, and implications for, the shipowner or agent when directing detention and setting removal directions, so far as is consistent with the maintenance of control, its duties or obligations to the stowaway under the law and the cost to public funds. 5.4 The Country of the Original Port of Embarkation of the Stowaway (i.e. the Country where the stowaway first boarded the ship) 5.4.1 to accept any returned stowaway having nationality/citizenship or right of residence 5.4.2 to accept, in normal circumstances, a stowaway back for examination where the port of embarkation is identified to the satisfaction of the authorities of the receiving country 5.4.3 to apprehend and detain the stowaway, where permitted by national legislation, if the stowaway is discovered before sailing, either on the vessel or in cargo due to be loaded; to refer the intended stowaway to local authorities for prosecution, and/or, where applicable, to the immigration authorities for examination and possible removal; no charge to be imposed on the shipowner in respect of detention or removal costs and no penalty to be imposed

5.4.4 to apprehend and detain the stowaway, where permitted by national legislation, if the stowaway is discovered while the vessel is still in the territorial waters of the country of embarkation, or in another port in the same country, (not having called at a port in another country in the meantime) no charge to be imposed on the shipowner in respect of detention or removal costs and no penalty to be imposed. 5.5 The Apparent or Claimed Country of Nationality/Citizenship of the Stowaway 5.5.1 to make every effort to assist in determining the identity and nationality/citizenship of the stowaway and to document the stowaway accordingly once satisfied that the stowaway does hold the nationality/ citizenship claimed 5.5.2 5.6 to accept the stowaway where nationality/citizenship is established.

The Flag State of the Vessel 5.6.1 to be willing, if practicable, to assist the master/shipowner or the appropriate authority at the port of disembarkation in identifying the stowaway and determining his or her nationality 5.6.2 to be prepared to make representations to the relevant authority to assist in the removal of the stowaway from the vessel at the first available opportunity 5.6.3 to be prepared to assist the master/shipowner or the authority at the port of disembarkation in making arrangements for the removal or repatriation of the stowaway.

5.7

Any Countries of Transit during Repatriation 5.7.1 to allow, subject to normal visa requirements, the transit through their ports and airports of stowaways travelling under the removal instructions or directions of the country of the port of disembarkation.

APPENDIX STOWAWAY DETAILS SHIP DETAILS Name of Ship IMO Number Flag Company Company address Agent in next port Agent address IRCS Inmarsat Number Port of registry Name of Master STOWAWAY DETAILS Date/time found on board Place of boarding Country of boarding Time spent in country of boarding Date/time of boarding Intended port of destination Intended final destination (if different) Stated reasons for boarding the ship Surname Given name Name by which known Religion Gender Date of birth Place of birth Claimed nationality ID document type Passport number When issued Where issued Date of expiry Issued by ID Card number When issued Where issued Date of expiry Issued by Seaman’s book number When issued Where issued Date of expiry Issued by Emergency passport number When issued Where issued Date of expiry Issued by Home address Home town Countryof domicile Profession(s) Employers (Names and addresses) Address in country of boarding Height (cm) Weight (kg) Complexion Colour of eyes Form of head/face Marks/characteristics (e.g. scars, tattoos etc.) First language Spoken Read Other languages Spoken Read Marital status Name of spouse Nationality of spouse Address of spouse Names of parents Nationality of parents Address of parents Written Written

Photograph of Stowaway

OTHER DETAILS Method of boarding, including other persons involved (e.g. crew, port workers etc.), and whether they were secretaed in cargo/container or hidden in the vessel:

Inventory of stowaway’s possessions

Was the stowaway assisted in boarding the vessel, or assisted by any member of the crew? If so, was any payment made for this assistance?

Other information (e.g. names and addresses of colleagues, community leader e.g. mayor, tribal chief, contacts in other parts of the world

Statement made by stowaway

Statement made by master (including any observations on the credibility of the information provided by the stowaway

Date of interview Stowaway’s signature Master’s signature

Date

Date

MERCHANT SHIPPING NOTICE

MARINE SAFETY AGENCY

No. M.1634

Certificates of Competency, Licences & Vocational Certificates Vocational Qualifications Route to Certification
Notice to Owners, Masters, Skippers, Deck and Engineer Officers and Ratings of Merchant Ships and Fishing Vessels, and those concerned with Maritime Training.

INTRODUCTION In the past, every Department of Transport Certificate of Competency (for Deck or Engineer Officer), Licence (for Marine Engine Operator) and vocational Certificate (for Efficient Deck Hand, Able Bodied Seaman or Motorman) has been granted on the basis of a candidate’s completion of specified seatime, success in oral, and where appropriate, written or practical examinations, and the production of certain ancillary Course Certificates. In line with modern thinking and Government policy on competence evaluation, and in order to produce a more meaningful and accurate assessment of seafarers’ ability to perform their professional duties, the Vocational Qualification (VQ) route to certification is being introduced.

and success in oral, and where appropriate, written or practical examinations. Following successful examination, a Certificate or Licence is issued to testify that the seafarer is competent to serve at the level described by that Certificate or Licence. 1.1 As the requirement is for the seafarer to prove competence rather than academic ability, Vocational Qualifications (VQs) provide a more pragmatic method of evaluation, and are being introduced for seafarers. VOCATIONAL QUALIFICATIONS (VQS) 2 VQs may be described as statements of competence relevant to the roles performed by individuals in various areas of employment. The Merchant Navy Training Board (MNTB) and the Sea Fish Industry Authority (SEAFISH), on behalf of the merchant shipping and the sea fishing industries respectively, have analysed all the functions undertaken by seafarers of the Deck and Engineering disciplines in the Merchant Navy and Fishing Fleet and produced a detailed analysis of the work, the knowledge and skills required and the competences to be demonstrated by those proficient in the tasks involved. The various ‘competences’ are organised into units; a number of units together make a Vocational Qualification (VQ). Thus, VQ units are the ‘building blocks’ of a flexible qualification

This M-Notice outlines the concept and the procedures for the incorporation of VQs into the Merchant Shipping and Fishing Vessel certification systems alongside the existing system of Department of Transport Certificates and Licences. BACKGROUND 1 For the safety of life at sea and the prevention of pollution, there has always been a need for every seafarer to have a level of competence that will enable duties to be carried out effectively and safely. The traditional method of testing competence is based upon completion of a minimum period of seatime

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system tailored to the needs of the industry and the attributes of individuals, using common components wherever possible. Where appropriate, units are transferable between qualifications in different industries and are nationally recognised. The concept of demonstrating competences is consistent with the 1995 Revision of the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978.

2.1

VQs are ‘awarded’ to those demonstrating competence in all of the units which make up the VQ. VQs are arranged nationally in 5 levels, from

Level 1 :“Competence which involves the application of knowledge in the performance of a range of varied work activities, most of which may be routine or predictable”; to Level 5 :“Competence which involves the application of a significant range of fundamental principles across a wide and often unpredictable variety of contexts. Very substantial resources feature strongly, as do personal accountabilities for analysis and diagnosis, design, planning, execution and evaluation.”

Qualifications ( SVQs) in Scotland, and the Business & Technology Education Council (BTEC) who award National Vocational Qualifications ( N VQs) in England, Wales and Northern Ireland. There is no difference in the standards of the equivalent NVQ and SVQ awards and candidates will be able to mix units of NVQs and SVQs to obtain the full award. The Awarding Bodies are responsible for ensuring the quality of the VQs and have guidelines and procedures to that end. The Awarding Bodies operate through a network of approved Assessment Centres. These may be colleges, shipping companies or other organisations which operate in accordance with the Awarding Bodies’ procedures and have the capability to assess candidates’ competence against the criteria or standards laid down in each unit. 2.5 All candidates for VQs must provide evidence of their ability to actually undertake the work for which they are seeking a qualification. This requirement includes evidence of satisfactory performance in the workplace as well as the demonstration of the associated underpinning knowledge. 2.6 The guidelines for the award of VQs state that they must be capable of being awarded independently of the mode or duration of any specific learning or training programme. In practice, most candidates will undergo some form of training. The advantages of VQs are that the type of training can be aligned more readily to the particular abilities of candidates, and evidence of levels of competence achieved outside conventional learning programmes (i.e. through actual experience in the working environment) can be assessed and counted towards the qualification.

2.2

A series of Marine Operations qualifications relating to seafaring has been accredited by the relevant bodies, the National Council for Vocational Qualifications (NCVQ) and the Scottish Vocational Education Council (SCOTVEC) at Levels 2, 3 and 4. VQs at Level 5 are still under development. A series of VQs at different levels reflects the standards required by the present Certificates and Licences with the exception of the Merchant Navy Class 1 Deck Officer and the Merchant Navy Class 1 Engineer Officer (VQ level 5). The exact VQ units relating to each Certificate and Licence are still subject to consultation with the industry but this is not expected to cause any delay in the introduction of VQs.

2.3

2.4 VQs are awarded by ‘Awarding Bodies’ which for Marine Operations are SCOTVEC, who award Scottish Vocational

2.7 Each VQ unit is granted upon the candidate proving to a qualified Assessor that he or she fully meets the requirements of that unit as specified in the documentation. In the shorebased model, it is customary for the Assessor to observe the candidate at work but, as in most cases this is impractical for seafarers, it is anticipated that the candidate will collect a ‘portfolio of evidence’ attesting to competence in specific tasks. This portfolio of evidence will rely heavily upon confirmation by senior officers that the candidate has undertaken the tasks satisfactorily. The candidate will attend an Assessment Centre

2

and the portfolio of evidence will be assessed against specific criteria for the award of the appropriate units of the VQ. 2.8 Assessment can take many forms including witnessing of actual performance, oral questioning, simulation and written tests. The choice of assessment method will be the decision of the Assessment Centre, but operating within guidelines laid down by the Awarding Body.

4.1

The procedures for the award of vocational Certificates under the VQ system have yet to be finalised. These Certificates are currently awarded by bodies on behalf of the Department of Transport and little change is anticipated.

SPECIFIC UNITS REQUIRED 5 The exact make-up of the units at the designated levels required for entry to the Department of Transport Certificate of Competency or Licence Oral Examinations and for the vocational Certificates is still subject to consultation. Once the relationships between VQ units and Certificates of Competency, Licences and vocational Certificates are finalised, a further M-Notice will be issued setting out the additional details.

2.9 Where the Assessor considers the candidate is deficient in any area, recommendations will be made to rectify the situation. This can be in the form of further experience at sea, completing a training programme or any other appropriate means.

MSA INVOLVEMENT 3 Although the VQ system has been developed by the industry with the assistance of the Department for Education and Employment, the MSA has been closely involved in all stages. The MSA is approving and will monitor the Assessment Centres, their Assessors and the VQs for acceptability towards the issue of Department of Transport Certificates and Licences. ANCILLARY CERTIFICATES 6 The ancillary Certificates currently required (First Aid, Fire Fighting etc) will eventually be subsumed within the relative VQ units so that specific ‘Certificates’, except where required to comply with IMO Resolutions, will not be mandatory provided that competence can be confirmed by assessment. It is anticipated however, that the majority of candidates will have successfully participated in relevant training programmes monitored by the MSA in compliance with IMO guidelines.

AWARD OF CERTIFICATE OF COMPETENCY, LICENCE OR VOCATIONAL CERTIFICATE VIA VQ ROUTE 4 A candidate for a Certifi cate of Competency or Licence who obtains the requisite specified VQ units, which may or may not be a complete VQ, has the minimum internationally required qualifying seatime, is medically fit and has paid the examination fee, will be granted entry to the Department of Transport Oral Examination. The Certificate of Competency or Licence will be issued following success in the Oral Examination.

Marine Safety Agency Spring Place Southampton SO15 1EG September 1995

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