🚤 OVID -- Commun 1/4 (Certification, Crew, Navigation)

Inspector should undertake a spot check of certificates to validate OVPQ data. Certificates may include the following: Certificate of Registry; Certificate of Class; Continuous synopsis record; Document of Compliance; Safe Manning Certificate; Bollard pull certificate (as applicable). Note: where applicable, the issuing authority for the DoC and the SMC may be different organisations, but the name of the operator of the vessel/unit must be the same on both. There should be a copy (which need not be a certified copy) of the DoC on board. Loadline Certificate; International Tonnage Certificate (ITC). With respect to SOLAS certificates, if the language used is neither English nor French, the text shall include a translation into one of these languages. Note: Situations may arise in cases where a Recognised Organisation (RO) issues the original certificates and the vessel/unit’s flag State Administration conducts subsequent annual surveys. In such cases, it is acceptable for the flag State to endorse the RO’s certificates to attest that the annual surveys have been conducted.

If the vessel has changed class within the past 6 months, record the previous classification society and the date of change as an observation. State if vessel is not classed.

The Company should ensure that the safety management system operating on board the vessel/unit contains a clear statement emphasising the Master’s authority. The Company should establish in the safety management system that the Master has the overriding authority and the responsibility to make decisions with respect to safety and pollution prevention and to request the Company’s assistance as may be necessary. The Inspector should undertake a spot-check of the list of contents of the procedures manuals to ensure that they are: relevant to the vessel/unit; written in the working language of the crew. And that they at least contain:; a safety and environmental policy; a Safety Case (where applicable); emergency procedures; a description of the Master’s and crew’s responsibilities; operation plans; procedures for reporting non-conformities and for corrective action; maintenance programmes; procedures for auditing and reviews. Occasionally the operator’s procedures are available only in computerised versions. Ascertain whether there is access for all personnel to a computer and whether training has been given to all personnel in accessing the operator’s procedures using one. In any case, the operator’s navigation procedures should be available on the bridge. Make an Observation if paper and electronic systems differ.

If Vessel is ISM certified evidence would be by issuance of DOC and SMS certificates. If vessel is not required to comply with ISM, does it operate under an SMS which incorporates similar elements as ISM? Is there evidence of an independent verification of the vessels SMS where it is not ISM certified? Inspector should give status of operator and vessel with regards to ISM certification (SMC and DOC).

Record the date of the last 2 visits e.g. Annual ISM and Technical/Marine Inspections. Verify that office managers have visited the vessel/unit to undertake a formal audit or inspection as per safety management system within the last six months.

Note: Satisfactory evidence should record that corrective action was taken to rectify non-conformities. A close-out system, which includes a time limit for corrective action, informing the operator when completed and the operator ensuring that it has been, should be in place and the inspector should ensure that the required actions have been made within the required time. Operator’s audit observations should not be used as a means to record Observations unless there is no evidence of a close out system in place, at which point those observations should be listed in this question only.

Note: The Master's review should be carried out annually and documentary evidence should be available. Make an Observation if no formal notification of the review has been submitted to the company and/or if no appropriate feedback has been received from the company.

Inspector to record date of last docking or underwater survey. If the last drydocking/underwater survey was unscheduled, record observation and reason for docking / survey.

Record any conditions of class or significant recommendations, visas, memoranda or notations of any nature, including due dates as an Observation. Class status report reviewed should not be older than 30 days. If report not available, note an observation.

Inspector to provide details and specify if it was “Warm” lay-up or “Cold” lay-up

Inspector to review MOC and maintenance plan utilised. Class Society/P&I Club recommendations often refer to regional and flag state requirements. Where appropriate, Inspector to check for compliance with statutory lay-up requirements.

While on board the vessel/unit, all contract personnel should work within the vessel/unit's SMS and permit to work system. Verify if this requirement is included in the procedures/familiarization.

Check that the Vessels SMS provides guidance on addressing any conflicts between the vessel/unit's SMS and charterer's requirements. Check also that there is a formal means of verification that the Senior Staff on board understand the contents of the bridging document.

While on board the vessel/unit, all crew and contract personnel should comply with the vessel/unit's D and A policy, except if the Contractor's policy is more restrictive.

This would include zero blood alcohol content when boarding the vessel/unit at any time or being in possession at any time while on board.

Inspector to review investigation procedure

Verify if compliance against the policy can be demonstrated. Verify valid agreement with appropriate testing company available.

Does the operator clearly communicate these policies, promote awareness and respectful behaviours /relationships onboard ship. The policy may include; Diversity, equity, inclusion, respect, and conflict resolution; The impact on ship safety, victims and bystanders and the prevention of bullying and harassment, including SASH.

There should be a process in place to allow confidential prompt and direct reporting to appropriate vessel and shoreside management / support in all cases.

Record observation if safety management system is not in common language of the crew.

Where a common language is not spoken by all on board, arrangements should be in place to ensure the effectiveness of communications, without risking misunderstanding or ambiguity, at all times. This should include information on muster stations, emergency alarms and emergency procedures.

Record the required manning and the actual manning

The operator is responsible to maintain up-to-date records relating to the officers and key personnel on board the vessel at any given time, using the electronic Crew Matrix that forms part of the records for each vessel which has been submitted to OVID. Prior to boarding, inspectors can access and download the OVPQ including the Crew Matrix. This can be either printed out or downloaded and used during the inspection to check officer qualifications and experience. The crew details must be spot checked against the data contained in the matrix and an observation made in the event of any irregularities. Inspectors must take into account that where recent changes of personnel have taken place, it is not realistic to instantly update the matrix and allowances must be made. Observations must not be made unless the personnel change(s) took place more than seven days before the date of the inspection. It is not essential that the Crew Matrix is provided in paper form and inspectors are not expected to seek a paper copy from the vessel. Note: Key Personnel include DP Operators, Electrician and Crane Operators

This question is for all crew serving on the vessel during sailing and operation, including all positions described in the Minimum Safe Manning document and additional positions. There should be documentary evidence that competency has been assessed by an appropriate authority like the Master or the shore-based management to formally check and verify that joining crew carry original copies of their Certificates of Competency/Proficiency and associated Marine certification for specialized positions such as FRC crews; crane drivers; banksmen; forklift operators; riggers; etc. For crewmembers hired by contractors, a formalized procedure as a bridging document or similar is available for controlling the crew`s competence prior sent onboard. All positions to complete vessel specific familiarization applicable to their position/responsibilities.

Masters, engineer officers and all personnel with immediate responsibility for the care and use of fuels and fuel systems on ships subject to the IGF Code shall hold a certificate in advanced training for service on ships subject to the IGF Code. STCW Annex 1 Chapter V Regulation V/3.

Check training / familiarisation records.

Comment if it is a developmental system and state who is responsible. HSSE awareness should be one of the appraised behaviours.

Inspector should ensure that the officers and crew are complying with the company work hours/rest policy and also if the policy reflect STCW (2010) or Relevant Authority for vessel minimum rest periods i.e. ILO Maritime Labour Convention (MLC) 2006, as amended STCW Code, Section A-VIII/1 refers: All persons who are assigned duty as officer in charge of a watch or as a rating forming part of a watch and those whose duties involve designated safety, prevention of pollution and security duties shall be provided with a rest period of not less than: .1 a minimum of 10 hours of rest in any 24-hour period; and .2 77 hours in any 7-day period. The hours of rest provided for in paragraph 2.1 may be divided into no more than three periods, one of which shall be at least 6 hours in length and neither of the other two periods shall be less than one hour in length. The intervals between consecutive periods of rest shall not exceed 14 hours. Exceptions shall not extend beyond two 24-hour periods in any 7- day period. Exceptions are to, as far as possible, take into account the guidance regarding prevention of fatigue in section B-VIII/1.1 which states that “overriding operational conditions” should be construed to mean only essential shipboard work which cannot be delayed for safety, security or environmental reasons or which could not reasonably have been anticipated at the commencement of the voyage. As per "Recommendations relating to the application of requirements governing seafarers' hours of work and rest" issued by OCIMF in January 2012: “A two watch system, such as 6 on/ 6 off, will provide short-term compliance although technical non-conformances will occur during each rest period under both the STCW and MLC Conventions. In addition, any period of additional work will result in significant non-conformances during subsequent work periods. As a result, it is recommended that any period of 6 on/ 6 off is limited to a short duration and the impact of any recurrence should be taken into account. Where 6 on/6 off watch systems are regularly employed, other mitigating measures should be considered, such as short tours of duty or the provision of extra manning. It should also be recognised that some administrations may consider the practice unacceptable.”

Make an Observation if the Master and/or officers who have responsibility for ship handling have not been previously on this type of vessel type.

If the Master has been newly hired within the last 12 months, did he receive appropriate in-house induction, including documented understanding of the Company's expectations? Inspector to document what training and/or induction was provided to the newly hired Master.

This should specify certification requirements; when to report issues; vaccination requirements; who is responsible for welfare on board; and reporting of prescription and non-prescription drugs. Inspector should ensure that medical certification requirements are complied with, vaccinations requirements, drug prescription and welfare on board are monitored against company procedures.

All Food handlers should have completed a hygiene course before commencing work. Records or copies of training should be available. N/A response is to be used for a situation when food handlers are not carried.

Look for records of training and sample responses from contractors. There should be a clear understanding that accidents and incidents amongst the contractor crew must be reported. This should be a statement within the induction documents. Health, Safety, Security and Environmental induction, PTW training etc?

This may be part of the initial induction process and should include personal reference documents or records of induction.

Look for evidence of participation or documented input to the agendas. If positively excluded from input, make comment as an Observation.

Inspector to check that contractors have adequate training and procedures in place for the use of their own equipment on board, including operational limitations of their equipment.

Operator should have procedures in place to check certification and/or maintenance records of contractor equipment prior to operation.

Control measures should include appropriate medical and other relevant training. Does the vessel have procedures in place to identify risk associated with contractors working onboard the vessel? This includes technicians activities for marine systems as for operational/project crew.

Does the PPE provided conform to the requirements of the work instructions, JSA's, PTW's, etc. for the work to be performed onboard.

The ISM Code requires every Company to have an SMS which covers instructions and procedures to ensure safe operation of ships and protection of the environment. This should include practical guidance on navigational safety including: Allocation of bridge watchkeeping duties and responsibilities; Procedures for passage planning and navigation, including departures from the passage plan; Chart and nautical publication update and correction procedures; ECDIS procedures (including chart and software updates); Procedures to ensure that all essential navigation equipment and main and auxiliary machinery are available and. fully operational; Ship position reporting procedures; Recording of relevant events and Voyage Data Recorder (VDR) policy; Use of Bridge Navigational Watch Alarm System (BNWAS) modes (automatic, on and off) and procedures for. ensuring correct operation; Bridge access and distraction prevention procedures. The SMS should identify clear levels of authority and lines of communication between the Master, ship's officers, crew and the Company. (BPG 5th edition 1.3) Procedures for ECDIS should, as a minimum address; Safety parameters (contours, depths and safety frame); Category Zone of Confidence (CATZOC) and UKC; Primary means of navigation for the vessel; T&P Notices, Navtex and Navarea warning management; ENC management and correction process including safety measures to avoid viruses; Contingency planning in the event of dual ECDIS failure. An up-to-date copy of the operator's navigation policy and procedures must be available on the bridge and officers should demonstrate familiarity with them. If the policy is provided in electronic format only, a back-up independent means of power supply to the computer must be provided. It is expected that emergency procedures that include failure of key equipment are available in hard copy format.

Specify whether the documented training and competence assessment is on-board using mentor based on-the-job training with assessment, at a recognized shore-based establishment, formal on-board training with an external trainer, or CBT on board?

N/A can only be used if vessel never enters any offshore installation safety zone. Reference GOMO chapter 5.

There should be a minimum of two STCW certified personnel capable of manoeuvring the vessel away from the installation. Procedure should include the use of checklists to confirm bridge and engine-room status and to limit operational activities on board, such as hot work, while in the 500 m/ safety zone.

Laminated checklists with records of completion in logbook is acceptable

Procedures should include a requirement to test control functions in a safe location after changeover.

The operator should supply guidance for under keel clearance. Record the Under Keel Clearance as defined in the SMS.

The inspector may accept logs in either written or electronic format where flag state permits electronic recording.

Note: A lookout should not leave the bridge during the hours of darkness. Preventive fire and security rounds of the vessel/unit should typically be conducted after the end of each watch. On some modern vessels fire and security verification may be done by the use of CCTV

For all ships of 100 m in length and above, a pilot card, wheelhouse poster and manoeuvring booklet should be provided. (IMO Res. A.601 (15)).

Simple operating instructions with a block diagram showing the change-over procedures for remote control systems and steering gear power units shall be permanently displayed on the navigation bridge and in the steering gear compartment. (SOLAS V/26.3.1)

Check that there is a ready means to identify which mode of steering is engaged.

Standing Order and Night Order Books should be checked to ascertain that all officers are instructed as to their responsibilities. Standing orders should be written by the Master to reflect his own requirements particular to the vessel/unit, the trade and the experience of the deck officers aboard at the time. Night orders should be written as appropriate.

The magnetic compass must be in good working order and the ship's heading clearly displayed at the main steering position. The binnacle lights must be operational. Make an observation if the deviation card is older than 2 years.

All vessels/units should carry up to date official nautical charts, Sailing Directions, lists of lights, notices to mariners, tide tables and all other nautical publications necessary for the intended voyage/operations. An on board chart and publication management system is recommended to ensure that records are kept of what charts and publications are carried and when they were last corrected. Note relating to the specific use of electronic charts. To use ECDIS as a stand- alone system without paper charts, two fully independent, IMO type-approved vector chart systems are required.

The Master and deck officers should be familiar with the operation of the ECDIS. Master and deck officers should be able to demonstrate the operation of the ECDIS including, but not limited to: - Creating and uploading passage plans; Recalling previous voyages; Route checking and management of alarms; Plotting manual fixes (visual bearing and radar range); Creating parallel index lines; Setting safety depths and safety contours as appropriate to the draught of the vessel; Setting of Safety frame/safety cone; Ensuring system is updated to the latest corrections; AIS and or Radar overlay if fitted; Understanding of limitations of operating in RCDS mode; Knowledge of SCAMIN and how it is displayed; Knowledge of CATZOCs; Familiarity of deck officers with contingency action in case of ECDIS failure. The above list is not exhaustive and the inspector can ask other features to be demonstrated in order assess knowledge of the system. Further guidance to the operation of ECDIS can be found in MSC.1/Circ 1503/Rev. 2 “ECDIS – Guidance for Good Practice”. If no ECDIS system is fitted on board, answer the question ‘NA

If the vessel is fitted with an ECDIS unit then the Master and each deck watchkeeper must be in possession of an ECDIS Generic Training certificate. This Generic training must have taken place at an establishment approved by the Flag Administration, address the subjects set out in, and fully address each of the topics contained in the IMO Model Course 1.27, (The operational use of Electronic Chart Display and Information Systems (ECDIS)). An ECDIS Generic Training Certificate conducted on the 2010 syllabus is acceptable. Holders of CoCs according to Regulations II/1 and II/2 of the Annex to the STCW-Convention which are valid with a date over 01.01.2017 and without an ECDIS limitation fulfil the requirement of generic ECDIS training. If the equipment on board is of a different type (manufacturer) to which the generic training was undertaken, then evidence of familiarisation of the actual equipment fitted on board should be provided. The checklist contained in “ECDIS - Industry Recommendations for ECDIS Familiarisation" (Published by the Nautical Institute) or an equivalent produced by the manager or equipment manufacturer may be utilised to demonstrate such familiarisation. Record in comments how the familiarisation training was carried out

If vessels operate using ECDIS then it must be “type approved” in accordance with IMO Res A.817 (19) / Res MSC.132(82) /MSC.530(106) as amended - dependent on date of installation. Vessels must use only official Electronic Navigation Charts (ENCs). For vessels greater than 3000GT a secondary means of navigation must also be provided. The secondary means may comprise: A second “type approved” ECDIS powered from the main and emergency power supply and operating independent of the main ECDIS and connected to the ship’s main power supply and to an independent GPS input. The secondary ECDIS must have the ENC chart database and voyage plan loaded before commencement of the voyage and must be operational at all times when the ship is in coastal waters, or A full folio of paper charts that satisfies SOLAS carriage requirements, corrected to the latest available Notices to Mariners, covering the intended voyage and showing the intended voyage plan. ECDIS that is not updated for the latest version of the International Hydrographic Organisation (IHO) standards may not meet the chart carriage requirements set out in SOLAS V Reg 19.2.1.4. The list of current standards is maintained on the IHO web site www.iho.int The ECDIS should have the latest software updates to ensure the system is stable and remains compliant with the IHO standards for Hardware and handling of ENCs. Record of Equipment for Cargo Ship Safety (Form E) attached to the Cargo Ship Safety Equipment Certificate will state if ECDIS is fitted and the method of back-up (either another ECDIS or paper charts).

Does the company have a policy that ensures a lookout is maintained at all times when the vessel/unit is at sea? Every vessel shall at all times maintain a proper look-out by sight and hearing as well as by all available means appropriate to the prevailing circumstances and conditions as to make a full appraisal of the situation and the risk of collision. (Colregs Rule 5) The look-out must be able to give his full attention to the keeping of a proper look-out and no other duties shall be undertaken or assigned which could interfere with that task. Part 4-1 - Principles to be observed in keeping a navigational watch: STCW Code, A-VIII/2, Part 4-1/14 and A-VIII/2, Part 4-1/ 15 The officer in charge of the navigational watch may be the sole look-out in daylight provided that on each occasion: the situation has been carefully assessed and it has been established without doubt that it is safe to do so; full account has been taken of all relevant factors including, but not limited to: State of weather; Visibility; Traffic. density; Proximity of dangers to navigation; and the attention necessary when navigating in or near traffic separation schemes; assistance is immediately available to be summoned to the bridge when any change in the situation so requires. It is of special importance that at all times the officer in charge of the navigational watch ensures that a proper look-out is maintained. In a ship with a separate chartroom the officer in charge of the navigational watch may visit the chartroom, when essential, for a short period for the necessary performance of navigational duties but shall first ensure that is safe to do so and that a proper look-out is maintained. (STCW A-VIII/2-3.1/32)

Navigating officers must not become over-reliant on ECDIS. Frequent checks should be made of the ECDIS position fixing system (normally GPS) by the use of other means. Such checks may include: Parallel indexing and use of clearing bearings; Use of radar to check the accuracy of the charted position by comparing the location of the radar target against the. charted symbol; Visual cross bearings; Comparison of the signal to noise ratio of the GPS system in use. The full functionality of ECDIS cannot be achieved when operating in the raster chart display (RCDS) mode and thus the system should always be operated in ECDIS mode. Data input from the gyro compass, speed log, echo sounder and other electronic equipment should be periodically monitored to ensure accuracy. A record of position in logbook is not considered sufficient. If a procedure is established to use radar overlay at regular interval is implemented, this is considered sufficient to verify vessel position in lieu of manual plotting. Frequency for use of radar overlay should be specified in procedures or on passage plan and additionally documented in logbook.

Prior to proceeding to sea, the Master shall ensure that the intended voyage has been planned using appropriate charts and publications for the area concerned. (SOLAS V/34 and IMO Resolution A.893(21) Guidelines for Voyage Planning) Notes: The passage plan should be completed by an officer and checked by the Master. Use of the Nautical Institute publication Bridge Team Management reinforces the recommendations contained in Chapter 2 of the ICS Bridge Procedures Guide. Passage planning should be carried out on the chart, although there is a place for the use of a conning notebook, or some information gathered elsewhere. Excessive information in the navigational areas of a chart can be avoided by recording the information away from the track and drawing attention to it by a line or reference letter. The following should be marked on the chart, where it enhances safe navigation: parallel indexing (not from floating objects unless they have been first checked for position); chart changes; methods and frequency of position fixing; prominent navigation and radar marks; no-go areas (the excessive marking of no-go areas should be discouraged - see below); landfall targets and lights; clearing lines and bearings; transits, heading marks and leading lines; significant tides or current; safe speed and necessary speed alterations; changes in machinery status; minimum under keel clearance; positions where the echo sounder should be activated. Crossing and high density traffic areas; Safe distance off; Anchor clearance; Contingency plans; Abort positions; VTS and reporting points, etc.,. Charted passage planning information should not obscure printed details, nor should the information on charts be obliterated by the use of highlight or felt-tip pen, red pencil, etc. No-go areas should be highlighted but should be reserved for those areas where the attention of the navigator needs to be drawn to a danger such as shallow water or a wreck close to the course line. Extensive use of no-go areas should be discouraged. No-go areas vary with change of draft and tide and will therefore also vary with the time of passage. They should not therefore be permanently marked. All courses previous to the last voyage should have been erased. Course lines must not be marked in ink, although it is acceptable to plot alter course positions in ink where these are frequently in use. Charts of at least the complete previous voyage should be checked to determine that the vessel/unit has been safely navigated. The correct use of traffic separation zones, intervals between position fixes, maintenance of a safe distance off the coast, avoidance of prohibited areas and dangerous wrecks, adherence to printed notes on the charts, etc., will provide evidence of safe navigation.

Many modern electronic echo sounders have an in-built memory which can be recalled. If an electronic memory is not provided, the echo sounder should be provided with a printed record.

Courses for transit and approaching offshore installation should be tangential to the surrounding 500m exclusion zone

The safe progress of the vessel/unit as planned should be monitored closely at all times. This will also include track monitoring and regular fixing of the position of the vessel/unit, particularly after each course alteration, and monitoring underkeel clearance. If ECDIS in use – LOP (Line of position) to be evidenced in ECDIS for last passage. (High speed craft may be excepted from above but they should be able to reconstruct the route on their electronic navigational device)

A system should be in place for monitoring navigational warnings appropriate to the vessel/unit’s trading area and for ensuring relevant navigational warnings are brought to the attention of the watchkeeping officers.

Regardless of whether a vessel/unit is required by legislation to carry specific navigational equipment, if equipment is fitted then it should be operational. (Ref also to Safety Equipment Certificate for the vessel). Random checks should be made to ensure that equipment is operational.

Primary and secondary systems should be in good order, and there should be a procedure to check the navigation light failure alarm.

Are handover notes completed and are they specific for the vessels operations? Verify last handover report.