VOM - Bulker

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Acts as an Agent for Ship Owners, not as a Principal WE MANAGE SHIPS SAFELY

VesselOperations

Manual

Bulker

VesselOperations

Manual


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Document: VOM-0 Preface – BulkerPage: 0-iIssue: #3Date: 1

January 2013

ContentsAuthorised: General Manager

DocumentNo. Document titleIssueNo.

RevisionNo.

Date

VOM-0 Preface and Record of Revisions 3 01/01/13

VOM-1 Organisation and Management 3 01/01/13

VOM-2 ISM Code Compliance 3 01/01/13

VOM-3 Safety 3 01/01/13

VOM-4 Environment 3 01/01/13

VOM-5 Communications 3 01/01/13

VOM-6 Emergency Reporting 3 01/01/13

VOM-7 Event Reporting & Action 3

01/01/13

VOM-8 Risk Management 3 01/01/13

VOM-9 Navigation 3 01/01/13

VOM-10 Commercial Considerations 3 01/01/13

VOM-11 Deck Operations 3 01/01/13

VOM-12 Cargo And Ballast Operations (Bulker) 3 01/01/13

VOM-13 Engineering Operations 3 01/01/13

VOM-14 Ship Condition Reporting 3 01/01/13

VOM-15 Ship Performance 3 01/01/13

VOM-16 Security 3

01/01/13

VOM-17 Catering Services 3 01/01/13

VOM-18 Purchasing 3 01/01/13

VOM-19 Drug and Alcohol 3 01/01/13

NOTE:All care and consideration has been taken to ensure these VOM’s are generic. However there could bespecific references for e.g. Tanker / Ro-Ro in these sections. In such instances these references shouldbe disregarded if it is not your vessel type.

January 2013


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Document: VOM-0 – Record of Revisions

Page: 1

Issue: #3

Date: 1 January 2013

RECORD OF REVISIONS

CHAPTER REVISION DATE

VOM 0 Content 3 01.01.13

VOM 1 INDEX 3 01.01.13

1.1 1 01.01.13

1.2 0 26.11.10

1.3 1 01.08.11

1.4 1 01.08.11

1.5 2 01.01.13

1.6 0 26.11.10

1.7 1 01.01.13

1.8 1 01.01.13

1.9 1 01.01.13

1.10 0 26.11.10

1.11 2 01.01.13

1.12 0 26.11.10

1.13 0 26.11.10

1.14 1 01.01.13

1.15 1 01.01.13

VOM 2 INDEX 3 01.01.13

2.1 0 26.11.10

2.2 0 26.11.10

2.3 0 26.11.10

2.4 1 01.08.11

2.5 0 26.11.10

2.6 1 01.01.13

2.7 1 01.01.12

2.8 0 26.11.10

2.9 0 26.11.10

VOM 3 INDEX 3 01.01.13

3.1 1 01.01.13

3.2 1 01.01.13

3.3 3 01.01.13

3.4 2 01.01.13

3.5 0 26.11.10

3.6 2 01.01.12

3.7 2 01.01.13

3.8 0 26.11.10

3.9 1 01.08.11

3.10 3 01.01.13

3.11 1 01.08.11


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3.12 1 01.08.11

3.13 0 26.11.10

VOM 4 INDEX 3 01.01.13

4.1 1 01.01.13

4.2 0 26.11.10

4.3 0 26.11.10

4.4 0 26.11.10

4.5 1 01.01.12

4.6 0 26.11.10

4.7 1 01.01.13

4.8 0 26.11.10

4.9 0 26.11.10

4.10 0 01.01.13

4.11 0 01.01.13

VOM 5 INDEX 3 01.01.13

5.1 0 26.11.10

5.2 2 01.01.13

5.3 0 26.11.10

5.4 0 26.11.10

VOM 6 INDEX 3 01.01.13

6.1 0 26.11.10

6.2 1 01.01.13

6.3 0 26.11.10

6.4 2 01.01.12

6.5 1 01.08.11

6.6 0 26.11.10

6.7 1 01.08.11

VOM 7 INDEX 3 01.01.13

7.1 0 26.11.10

7.2 2 01.01.13

VOM 8 INDEX 3 01.01.13

8.1 2 01.01.13

8.2 0 26.11.10

VOM 9 INDEX 3 01.01.13

9.1 3 01.01.13

9.2 1 01.08.11

9.3 3 01.01.13

9.4 3 01.01.13

9.5 2 01.01.13

9.6 2 01.01.12

9.7 1 01.08.11


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Issue: #3



9.8 1 01.08.11

9.9 2 01.01.13

9.10 0 26.11.10

9.11 3 01.01.13

9.12 1 01.08.11

9.13 0 26.11.10

9.14 0 01.08.11

9.15 0 01.08.11

VOM 10 INDEX 3 01.01.13

10.1 0 26.11.10

10.2 0 26.11.10

10.3 1 01.08.11

10.4 1 01.08.11

10.5 0 26.11.10

10.6 0 26.11.10

VOM 11 INDEX 3 01.01.13

11.1 1 01.01.13

11.2 1 01.01.13

11.3 1 01.01.13

11.4 0 26.11.10

11.5 1 01.01.13

11.6 1 01.01.13

11.7 1 01.01.13

11.8 0 26.11.10

11.9 0 26.11.10

11.10 0 26.11.10

11.11 0 01.08.11

VOM 12 INDEX 3 01.01.13

12.1 0 26.11.10

12.2 0 26.11.10

12.3 0 26.11.10

12.4 0 26.11.10

VOM 13 3 01.01.13

13.1 0 26.11.10

13.2 0 26.11.10

13.3 1 01.08.11

13.4 1 01.01.13

13.5 0 26.11.10

13.6 1 01.01.13

13.7 2 01.01.13

13.8 1 01.08.11

13.9 0 26.11.10


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13.10 0 26.11.10

13.11 0 26.11.10

13.12 0 26.11.10

13.13 0 26.11.10

13.14 0 26.11.10

13.15 1 01.08.11

13.16 0 26.11.10

13.17 1 01.01.13

13.18 0 26.11.10

13.19 0 26.11.10

13.20 2 01.01.13

13.21 0 26.11.10

13.22 0 01.08.11

VOM 14 3 01.01.13

14.1 1 01.08.11

14.2 1 01.08.11

14.3 0 01.01.13

14.4 0 26.11.10

14.5 1 01.01.13

14.6 1 01.01.13

VOM 15 3 01.01.13

15.1 0 26.11.10

15.2 0 26.11.10

15.3 0 26.11.10

VOM 16 3 01.01.13

16.1 0 26.11.10

16.2 0 26.11.10

16.3 0 26.11.10

VOM 17 3 01.01.13

17.1 0 26.11.10

17.2 0 26.11.10

17.3 0 26.11.10

VOM 18 3 01.01.13

18.1 0 26.11.10

18.2 0 26.11.10

18.3 0 26.11.10

18.4 0 26.11.10

18.5 0 26.11.10


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VOM 19 3 01.01.13

19.1 0 26.11.10

19.2 0 26.11.10

19.3 1 01.01.13

19.4 1 01.01.13

19.5 0 26.11.10

19.6 0 26.11.10


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Document: VOM-1 Organisation and ManagementPage: 1-iIssue: #3Date: 1 January 2013

Authorised:

General Manager

1 ORGANISATION AND MANAGEMENT .......................................................................... 1.1-1

1.1

COMPANY POLICIES

................................................................................................... 1.1-1

1.2 SHORE ORGANISATION ............................................................................................... 1.2-11-2.1 Ship/Shore Interrelation ................................................................................................. 1.2-11-2.2 Integrated Management System .................................................................................... 1.2-1

1.3

SHIP M ANAGEMENT

.................................................................................................... 1.3-11-3.1 Department Heads: General Responsibilities ................................................................. 1.3-11-3.2 Officers ......................................................................................................................... 1.3-11-3.3 Watch Keeping Officers ................................................................................................. 1.3-11-3.4 General Purpose Manning ............................................................................................. 1.3-11-3.5 Unlicensed Personnel ................................................................................................... 1.3-11-3.6 Communication ............................................................................................................. 1.3-1

1.4

GENERAL POLICIES AND REQUIREMENTS

.................................................................... 1.4-11-4.1 Co-operation with Authorities ........................................................................................ 1.4-11-4.2 Third Party Ship Inspections .......................................................................................... 1.4-11-4.3 Succession to Command .............................................................................................. 1.4-11-4.4 Non-discrimination ........................................................................................................ 1.4-11-4.5 Labor Organisations ...................................................................................................... 1.4-11-4.6 Assignment and Promotion ........................................................................................... 1.4-11-4.7 Company Uniform ......................................................................................................... 1.4-2 1-4.8 Articles for Publication ................................................................................................... 1.4-2 1-4.9 Confidential Information ................................................................................................ 1.4-2 1-4.10 Islamic Nations .............................................................................................................. 1.4-2 1-4.11 Watch Schedules .......................................................................................................... 1.4-2

1.5

PERSONNEL, QUALIFICATIONS AND TRAINING

.............................................................. 1.5-11-5.1 Joining Seafarers Qualifications .................................................................................... 1.5-11-5.2 Disclosure of Medical Conditions and Medicines ........................................................... 1.5-11-5.3 Identification of a Training Need .................................................................................... 1.5-11-5.4 Training Nomination Procedures - Seagoing Staff ......................................................... 1.5-11-5.5 Seagoing Employee Development Reports ................................................................... 1.5-2 1-5.6 Promotion Training and Evaluation (PTE) ...................................................................... 1.5-3

1.6 GENERAL RESPONSIBILITIES OF PERSONNEL ............................................................... 1.6-11-6.1 Safety: Responsibility of all Personnel ........................................................................... 1.6-11-6.2 All Personnel: Manner of Performing Duties .................................................................. 1.6-1

1.7 VESSEL F AMILIARIZATION ........................................................................................... 1.7-11-7.1 Vessel Staff Members ................................................................................................... 1.7-1

1-7.2

Onboard Promotion

....................................................................................................... 1.7-11-7.3 Information Study and Review ....................................................................................... 1.7-11-7.4 Change of Officers – Junior Officers .............................................................................. 1.7-11-7.5 Training of Junior Personnel .......................................................................................... 1.7-2 1-7.6 Ship Handling Training .................................................................................................. 1.7-2

1.8 M ASTERS RESPONSIBILITIES ....................................................................................... 1.8-11-8.1 Masters Overriding Authority ......................................................................................... 1.8-11-8.2 Policy Implementation ................................................................................................... 1.8-11-8.3 Motivation of Crew ........................................................................................................ 1.8-11-8.4 Change of Command .................................................................................................... 1.8-11-8.5 Voyage Preparation ...................................................................................................... 1.8-2 1-8.6 Navigational Responsibility ............................................................................................ 1.8-2

1-8.7

General Responsibilities

................................................................................................ 1.8-2 1-8.8 Discipline ...................................................................................................................... 1.8-31-8.9 Certificates and Surveys ............................................................................................... 1.8-31-8.10 Flag State Safety Inspections ........................................................................................ 1.8-3


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Document: VOM-1 Organisation and ManagementPage: 1-iiIssue: #3Date: 1 January 2013

1-8.11 Ship Detention .............................................................................................................. 1.8-31-8.12 During Repair Periods ................................................................................................... 1.8-31-8.13 Delegating Responsibility .............................................................................................. 1.8-41-8.14 Log Books ..................................................................................................................... 1.8-41-8.15 Rendering Assistance ................................................................................................... 1.8-4

1-8.16

ASP Ship Management Group Policies and Amendments

............................................. 1.8-41-8.17 ASP Ship Management Group Golden Rules ................................................................ 1.8-5

1.9

DECK DEPARTMENT RESPONSIBILITIES

....................................................................... 1.9-11-9.1 Chief Officer Responsibilities ......................................................................................... 1.9-11-9.2 Second Officer Responsibilities ..................................................................................... 1.9-2 1-9.3 Third Officer Responsibilities (including Extra Third Officer) ........................................... 1.9-31-9.4 Deck Cadets: Duties ..................................................................................................... 1.9-4

1.10 CHIEF ENGINEERS RESPONSIBILITIES ........................................................................ 1.10-11-10.1 General ........................................................................................................................1.10-11-10.2 Chief Engineer Hand Over ...........................................................................................1.10-11-10.3 Chief Engineer Responsibilities ....................................................................................1.10-1

1.11

ENGINE DEPARTMENT RESPONSIBILITIES

.................................................................. 1.11-11-11.1

Terminology

.................................................................................................................1.11-11-11.2 Second (First) Engineer ...............................................................................................1.11-11-11.3 Third (Second) Engineer ..............................................................................................1.11-31-11.4 Fourth (Third) Engineer Responsibilities .......................................................................1.11-41-11.5 Trainee Engineer/Cadets .............................................................................................1.11-41-11.6 Electrician Responsibilities and Duties (if carried) .........................................................1.11-4

1.12 CIR/BOSUN’S RESPONSIBILITIES AND DUTIES .......................................................... 1.12-11-12.1 Reports To: ..................................................................................................................1.12-11-12.2 Qualifications: ..............................................................................................................1.12-11-12.3 Responsibilities: ...........................................................................................................1.12-1

1.13 R ATINGS/CREW/GP’S RESPONSIBILITIES AND DUTIES ................................................ 1.13-1

1-13.1

Definition

......................................................................................................................1.13-11-13.2 Reports to ....................................................................................................................1.13-11-13.3 Qualifications ...............................................................................................................1.13-11-13.4 General Purpose/Integrated Ratings ............................................................................1.13-11-13.5 Responsibilities and Duties ..........................................................................................1.13-11-13.6 Authorities ....................................................................................................................1.13-1

1.14 C ATERING STAFF RESPONSIBILITIES AND DUTIES ....................................................... 1.14-11-14.1 Definition ......................................................................................................................1.14-11-14.2 Reports To ...................................................................................................................1.14-11-14.3 Qualifications ...............................................................................................................1.14-11-14.4 Stewards Responsibilities and Duties ...........................................................................1.14-11-14.5 Chief Cook/Cook Responsibilities and Duties ...............................................................1.14-2

1-14.6

Authorities

....................................................................................................................1.14-2 1.15

VESSEL IT POLICY

................................................................................................... 1.15-11-15.1 Computer Security .......................................................................................................1.15-11-15.2 Personal Storage Devices ............................................................................................1.15-11-15.3 Third Party Vessel Computer Usage ............................................................................1.15-11-15.4 Virus Protection ............................................................................................................1.15-2 1-15.5 Email, Internet & Communication Policy .......................................................................1.15-2 1-15.6 Email - Auto Signature Standard ..................................................................................1.15-41-15.7 Personal Computer Use ...............................................................................................1.15-41-15.8 STAR Replication .........................................................................................................1.15-5 1-15.9 Vessel IT Fault Reporting and Help Request ................................................................1.15-5


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Document: VOM-1 Organisation and ManagementPage: 1.1-1Revision: R1

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1.1 Company Policies

ASP Ship Management Group (ASP) is committed to conducting our business activities and practices insuch a way as to achieve the highest quality of operations, service in an ethical manner when dealing withour clients, customers and stake holders. This is achieved through the implementation of a fullydocumented management system that satisfies the requirements of the current relevant standards andlocal and international legislation.

In addition ASP is committed to providing a work environment that is free from Harassment andDiscrimination and maintaining the privacy of all our employees.

As evidence of ASP’s commitment and responsibility for these matters described above, they are furtherdetailed within the following policies ”Quality Policy, Business Conduct and Ethics Policy, Sexual

Harassment Policy, Privacy Policy, Equal Opportunity Policy and Bullying Policy” which are displayed invarious locations throughout the vessel for all employees, contractors and visitors to see.

It is the individual responsibility, through our Integrated Management System, to adhere to these Policiesand relevant procedures.


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1.2 Shore Organisation

1-2.1 Ship/Shore Interrelation

1-2.2 Integrated Management System

ASP Ship Management has established this Manual to ensure compliance with:

• International Standards

• Flag State Regulations

• Port State Requirements

• Relevant International/Local Standards

• Relevant Class Rules and Regulations

• Industry Guidelines and Standards

• Ship Management Contracts

This manual specifies the quality, environmental, health and safety system requirements to ensure acustomer focused process approach is employed continuous improvement is achieved, serves as ourcommitment to our staff and reinforces our goal of a better and safer work environment.

Board of Directors

Senior Management Designated Person

Fleet Manager

Ship Manager

PurchaserFleet Accountant

Crew Manager

Ship Management Team

Master

CadetsTrainees

RatingsBosun / CIR

AB’sGreasers

Deck RatingsEngine Ratings

CaterersChief CookMess Man

Stewards

Chief OfficerChief Engineer

Second (First) Engineer

Junior Deck OfficerJunior Engineer


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1.3 Ship Management

1-3.1 Department Heads: General Responsibilities

The Department Heads are:

Chief Engineer Engine Department

Chief Officer Deck Department

Chief Cook/Steward Catering Department

Department Heads are responsible to the Master for the administration, supervision and safe andeconomical operation of their Department. They must keep the Master fully informed with regard toDepartmental activities, equipment conditions and vessel staffs conduct.

1-3.2 Officers

All Officers are responsible to the Master through their respective Department Heads and must carry outpromptly and to the best of their ability, all lawful orders of either the Master or their Department Head.They are responsible for assigning work to those under their supervision and must see that subordinatesperform duties as directed.

1-3.3 Watch Keeping Officers

Watch Keeping proficiency is acquired by good training, knowledge and experience. A newly qualifiedOfficer joining a vessel should have the basic knowledge required to carry out his/her Watch Keepingduties but will lack experience. He/she will only become fully proficient with the proper help andguidance, and Masters and Chief Engineers have an important role in this respect.

1-3.4 General Purpose Manning

On General Purpose (GP) manned vessels the unlicensed Crew Members are available for work in anypart of the vessel. The Chief Engineer is responsible for the overall supervision of Crew Membersengaged in maintenance tasks. However, the Chief Engineer, Chief Officer and Chief Cook/Stewardcontinue to be responsible for the traditional operational functions of their former Departments.

1-3.5 Unlicensed Personnel

Unlicensed personnel are required to carry out, promptly and to the best of their ability, all lawful orders ofthe Master or Officer in Charge, their Department Head, the Officer on Watch or their UnlicensedSupervisor.

1-3.6 Communication

All communication between the vessels and the Office must be in English language. The workinglanguage on board is English.


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1.4 General Policies and Requirements

1-4.1 Co-operation with Authorities

All personnel are expected to extend full co-operation to government, classification society, health andother recognized official representatives in the routine inspection of the vessel, crews’ accommodationand equipment.

1-4.2 Third Party Ship Inspections

Vessels may be subject to third party inspection regimes (not including statutory inspections). The Masterwill be advised by the Ship Manager of all such inspections. Should any Company or person, of whom theMaster has not been previously advised request permission to carry out a vessel inspection, permissionmust be refused until such time as the Master has consulted the Company through their Ship Manager.

1-4.3 Succession to Command

In the Masters absence, the Senior Deck Officer on board temporarily assumes command. This Officer,whilst in charge, has full authority to issue any order or instructions which the Master would normallyissue. The Officer in charge is responsible to the Master and the Company for all his/her actions.

1-4.4 Non-discrimination

No Company Employee shall discriminate against another Company Employee on account of race, color,age, sex or on account of membership or non membership in any church, society, labor union and/or otherorganizations or affiliations.

Similarly, no Company employee shall discriminate against any other Company employee on account ofany lawful action taken by that employee in good faith in any capacity as a representative of employees.

Breaches shall be dealt with in accordance with the companies PUB-7-Code of Conduct.

1-4.5 Labor Organisations

The Master must not interfere with employees in their right to organize or refrain from organizing for thepurpose of lawful collective bargaining. He/she must not make any statements either written or verbalwhich would by promise or threat, seek to influence or coerce individuals in respect of their membership inany labor organization.

The foregoing shall not be deemed to interfere with freedom of expression or the right of individuals tobecome members or to refrain from becoming members in any lawful labor organization in which theyhave an interest or to participate in the activities surrounding such an organization.

1-4.6 Assignment and Promotion

Crew Management is responsible for the assignment of Officers and Ratings that are properly qualified,trained and medically fit, in accordance with international and flag state regulations. However, the Mastermust check the documentation of assigned personnel before signing on the Crew Member.

The promotion of Officers and Ratings is the responsibility of Crew Management in consultation with eitherthe Fleet or Ship Manager. Officers and Ratings should obtain licenses and certificates for higher gradesas soon as they are able to do so in order that they may be qualified for promotion when vacancies occur.

Promotion will be by merit although length of service with the Company and length of service in a

particular rank may be taken into account.

http://../ASP%20Pubs/PUB-7-Code%20Of%20Conduct.pdfhttp://../ASP%20Pubs/PUB-7-Code%20Of%20Conduct.pdfhttp://../ASP%20Pubs/PUB-7-Code%20Of%20Conduct.pdfhttp://../ASP%20Pubs/PUB-7-Code%20Of%20Conduct.pdf


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1-4.7 Company Uniform

Officers and Trainees must wear a uniform for bridge and other operations, as appropriate, when enteringand leaving port while on-duty. During port operations, they must wear the Company supplied boiler suit.

Ratings must wear the Company supplied boiler suit during all normal port operations.

Officers and Trainees must maintain an acceptable standard of dress at all times.

During on-duty periods this will be dictated by the work that Officers/Trainees are performing. Other thanwhen the duties require that a boiler suit and safety boots be worn, they should wear the uniform, orclothing and footwear of an equivalent standard, appropriate to the climate. Ratings should wearadequate clothing and footwear as dictated by the work they are performing and the climatic conditions.

During off-duty periods Officers and Trainees are expected to maintain an acceptable standard of dress.This need not be a uniform but must be clean and tidy, suitable for the occasion and prevailing climaticconditions and must not cause offence to others.

Acceptable footwear is deemed to be shoes or strong sandals and socks. The use of flip flops or footwearnot having a suitable strap across the back is prohibited.

1-4.8 Articles for Publication

Company personnel must not publish any article concerning the activities, personnel or material of theCompany without prior written approval from the Company.

1-4.9 Confidential Information

In order for Company and vessel operations to be conducted in an ethical and efficient manner, it isimportant that confidential information relating to those operations is not released to persons who are not

entitled to receive it. Masters and Officers must ensure that they do not divulge confidential informationrelating to either the Company or their vessels operation to non-Company personnel unless authorized todo so by the Company.

1-4.10 Islamic Nations

In Islamic countries the consumption of alcoholic drinks and the distribution or display of written material ofany kind, including books, magazines and calendars, which contain pictures of the unclothed or evenpartially clothed human body, is totally prohibited whilst the vessel is in national waters.

While the Company will provide all necessary support and assistance, as requested, for any Masterdetained because of the actions of his crew, the Master must ensure that all such items are collected fromindividuals and locked in the bonded store prior to entering any Islamic country port or anchorage area.

Any violation of these regulations may lead to the arrest of the Master, as well as any individualconcerned, and indefinite delay to the vessel.

1-4.11 Watch Schedules

V-OAM-007 - STCW Shipboard Working Arrangements must be established and posted where they areeasily accessible to all Watch Keepers on board. This schedule must set the hours of work for allSeafarers, to ensure that they do not work more hours than is safe in relation to the safety of the vesseland performance of their duties.

The watch schedule should include all hours of work, in port and at sea and specify the maximum periodof continuous watch keeping, the minimum rest period and the total daily, weekly and monthly hours ofwork.

It is the duty of the Master to ensure, as far as reasonably practicable, that the hours of work specified inthis schedule are not exceeded.

http://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-007%20-%20STCW%20Shipboard%20Working%20Arrangements.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-007%20-%20STCW%20Shipboard%20Working%20Arrangements.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-007%20-%20STCW%20Shipboard%20Working%20Arrangements.doc


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The Master is to ensure that as a minimum, every Seafarer is provided with not less than 10 hours rest intotal, 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;

• 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.

Situations when a Seafarer is on call but is free to sleep may be counted as rest, but if at any time thenormal period of rest is disturbed by call-outs to work, the Master or person authorized by the Master shallensure that the Seafarer is provided with an adequate compensatory period of rest.

The requirements for rest periods need not be maintained in the case of an emergency or drill or in anyother overriding operational conditions as defined by the Flag State.

The Master shall ensure that the schedule of shipboard working arrangements is posted up in a prominentplace easily accessible to all Crew Members in English and the working language or languages of thevessel if that is not English.

The Master shall ensure a V-OAM-006 - STCW Rest Record (or use the software “ISF Watch Keeper”) iskept for every Seafarer. The record shall be completed in arrears at least once during every calendarmonth and must be endorsed by the Master or person authorized by the Master; and endorsed by theSeafarer.

With the approval of the vessels Designated Person and where flag state requirements allow; the hours ofrest can be maintained only for the Crew and Officers engaged in Watch Keeping duties where vesselscrews are unlikely to breach the minimum requirements of the STCW Code.

Whenever any Seafarer cannot have the minimum rest required by these regulations, the Master orperson authorized by the Master, shall record the fact and the reason that the Seafarer has not receivedthe minimum rest on the “record of hours of rest” form. Where the minimum rest hours are breached theDesignated Person is to be notified.

Completed forms shall be kept by the Master in a central record file readily available for inspection by ISM Auditors and Port/Flag State Control authorities. These records shall be kept as per flag staterequirements or for at least 5 years whichever is greater.

http://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-006%20-%20STCW%20Rest%20Record.xlshttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-006%20-%20STCW%20Rest%20Record.xlshttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-006%20-%20STCW%20Rest%20Record.xlshttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-006%20-%20STCW%20Rest%20Record.xls


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1.5 Personnel, Qualifications and Training

1-5.1 Joining Seafarers Qualifications

The Master is to ensure that all joining Seafarers hold original copies of all certificates required for theposition and that the expiry date extends past the period the Seafarer has been engaged for. This must bedone before the incumbent leaves the vessel.

On internationally trading vessels, the Master must retain all Officer and Ratings seamen's books and/orpassports so that they are readily available for inspection by the appropriate authorities.

1-5.2 Disclosure of Medical Conditions and Medicines

All crew signing on a vessel and all contractors sailing with the vessels, are to notify the Master in the firstinstance, and the relevant Department Head in the second, of any medical condition that may limit theirability to work in the assigned position or participation in emergency teams at the time of joining.

In addition, all crew members signing on a vessel are to notify the Master in the first instance of anyprescription medication being taken or prescribed.

The Master is to record this information into a Register using form V-OAM-019 - Disclosure of MedicalConditions and Medicines (controlled by the Mater) of all medication that has been declared at the time ofa crew member signing onto the vessel.

1-5.3 Identification of a Training Need

There are several ways to identify training needs:

• Through a formal training needs analysis;

• Through the induction process;

• Through the Employee Development Review Process;

• To meet legislative requirements;

• To meet required certification requirements;

• To meet industry requirements;

• In accordance with succession plans for seagoing Staff.

• Principals Matrix

• Qualification and additional training

For Seagoing Staff the training needs identified as part of the performance review process, are formallyrecorded and held by the Crew Manager.

1-5.4 Training Nomination Procedures - Seagoing Staff

The Designated Person shall inform the Crew Manager of any additional training required to meet newstatutory or Client requirements.

In order to maintain continual improvement in safety performance on vessels managed by the Company,regular onboard training seminars will be conducted.

The ASP Ship Management Training and Development Committee shall review the needs and conduct ofthese onboard training seminars annually.

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Where a request for training is originated by the seagoing employee or his/her Ship Manager, the form V-OAM-020 - Training Nomination Proforma, shall be completed by the seagoing employee and approvedby their Ship Manager.

The Training shall be provided subject to funding approval, by Group Training Manager and Ship/FleetManager as required.

1-5.5 Seagoing Employee Development Reports

The purpose of this procedure is to ensure that each Master and Seagoing Officer will, on an annualbasis, individually prepare for and share in a thorough discussion of their past performance and futuredevelopment.

The vessel will be notified by their Ship Manager and/or Crew Manager, well in advance of the time theEDRs are due, they shall provide a list of who is due a review, and when it is to be completed by.

The aims of the discussion are to obtain an assessment of past performance, as seen by their Supervisorand the individual, to discuss the individual's career goals, assess the individual's growth potential andrecord training and other development needs.

Seagoing Employee Development Reports will be completed for all seagoing Employees on an annualbasis (quarterly for cadets as per V-OAM-003B- Cadet Sea Phase Appraisal) for permanent Employeesand at the end of the contract for contracted Employees using the V-OAM-003 - Employee DevelopmentReview. More frequent reviews may occur at the request of the supervisor or the employee beingreviewed.

The Supervisor responsible for completion of V-OAM-003 - Employee Development Review or V-OAM-003B- Cadet Sea Phase Appraisal shall be:

Supervisor To Review

Ship Manager Master & Chief Engineer

Master All deck Officers and Deck Cadets

Chief Engineer All Engineering Staff andEngineering Cadets/IndustryTrainee

Chief Officer Ratings and Catering Staff

All V-OAM-003 - Employee Development Review undertaken onboard and V-OAM-003 - EmployeeDevelopment Review undertaken by the Ship Manager shall be forwarded to the Crew Manager uponcompletion in electronic or paper form as agreed.

The Master, for Deck Cadets and the Chief Engineer for engineering Cadets/Industry Trainees; shallcomplete the V-OAM-003B- Cadet Sea Phase Appraisal (as per instructions in the form). The completedform must be forwarded to the Group Training Manager (as per instructions in the form) with the ShipManager in copy. The purpose of this form is for Cadets and Department Heads onboard to discuss andevaluate periodic performance with a view to maintaining and/or improving future performance, setspecific goals and to discuss any training and development needs.

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A procedure shall be established by the Crew Manager such that the Crew Manager, Fleet Manager andthe Individual reviewed have access to the relevant V-OAM-003 - Employee Development Review uponrequest

The Seagoing Employee Development Reviews are also used for training and development, successionplanning, promotion, counselling and termination. It is expected that the Supervisor responsible willundertake the task professionally, report factually and not allow personal issues to influence the reviewprocess.

1-5.6 Promotion Training and Evaluation (PTE)

This shall apply to those Officers who may be promoted to the next rank basis their previous training andperformance onboard.

Each item on the training record shall be thoroughly studied and/or practiced by the trainee together withthe appointed instructor. Group sessions concerning an item which is repeated on the forms of several

persons, can be held in order to replace the individual face to face training. Items wherein it would berequired to read procedures or instructions could either be done by the trainees alone or alternatively thiscould be done together in a group.

On completion of this study the understanding of the material shall be verified through an across the tableinterview with the instructor.

Where the use of equipment is required to complete a task a practical exercise shall so be arranged inconjunction with Master and the heads of departments.

The Column for ratings to be given for each task shall be filled as per the guidelines specified on theCover sheet with an explanation in the Remark sheet where considered necessary.

The Common cover sheet shall be attached to the form and duly filled as required.

These forms shall be used in conjunction with the Employee Development Review (EDR) of an Officerwith regards to the promotion aspect.

The Promotion Training & Evaluation (PTE) Form shall be held in the crew member’s possession, and beshown at the crew manager’s office for their appraisal during the debriefing and briefing done ashore. Oncompletion the original of this form shall be filed in the seafarer’s personal file at the Crew Managersoffice.

The following forms to be used for Promotion Training Evaluation:

• V-OAM-021 - Promotion Training and Evaluation-Cover Page;

• V-OAM-021A – PTE – Chief Officer ;

• V-OAM-021B – PTE – 2nd

Officer ;

• V-OAM-021C – PTE – 3RD

Officer;

• V-OAM-21D – PTE – 2nd

Engineer;

• V-OAM-21E – PTE – 3rd

Engineer

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1.6 General Responsibilities of Personnel

1-6.1 Safety: Responsibility of all Personnel

While the responsibility for safe operation of the vessel rests with the Master, this responsibility alsoextends to all Officers, Ratings and Contractors who must always be alert to prevent accidents topersonnel and the vessel.

All personnel, if they observe a situation which it is felt could be potentially hazardous either to ASPSM oroutside personnel or property, must rectify the situation if able to do so and/or report the circumstances tothe Master, their Department Head, or to the Deck or Engineer Officer on Watch, so that corrective actionmay be taken.

Supernumeraries and Contractors must be shown the emergency escape routes from the accommodationand, if applicable, their allocated place of work.

1-6.2 All Personnel: Manner of Performing Duties

All vessel personnel and contractors must carry out their duties in a safe, proper and seamanlike manner.


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1.7 Vessel Familiarization

1-7.1 Vessel Staff Members

The Officer signing on the Inductee shall ensure that he/she has the required safety equipment andclothing.

Every crew member joining the vessel shall complete a V-OAM-004 - Induction Record Sheet, inconjunction with their Head of Department or Delegate.

Crew members returning to the vessel on a rotational basis are required to complete this form, if the CrewMember has not been onboard in the last six months.

Vessel specific induction checklists may also be used as part of the induction program and the completedchecklist shall be attached.

When the form has been signed off by the Inductor and Inductee, the Inductor shall direct the Inductee to

take the induction record to the Master for verification.

If the Master is satisfied that an appropriate level of awareness has been achieved he/she shall sign anddate the bottom of the form.

The Department Head supervising the work of the Supernumerary(s) will ensure that, as a minimum, theapplicable issues contained in the induction items coded 1 are explained to the Supernumerary(s) beforecommencement of work.

The Department Head shall also explain any of the remaining items he/she feels are appropriate to thework being undertaken by the Supernumerary(s).

Any Crew Member having visitors onboard is responsible for ensuring that the visitor has signed the PUB-6 Visitors book and understands the emergency procedures listed on that card.

These completed forms are to be maintained in the vessel's files for three (3) years.

1-7.2 Onboard Promotion

If a Crew Member has been promoted to a new position whilst onboard the vessel then the relevantsections of the V-OAM-004 - Induction Record Sheet, should be completed in conjunction with their Headof Department or Delegate.

1-7.3 Information Study and Review

Officers new to the Company, when reporting aboard their first Company vessel, should study and reviewthe Company’s procedures, forms and publications. Officers upon joining/signing onto the vessel shouldcheck and review all instructions and informative material promulgated to the vessel during their absence.

1-7.4 Change of Officers – Junior Officers

All Junior Officers are to complete written hand over notes covering the equipment and functions on boardfor which they are responsible for the review of the joining Officer. These notes should cover:

• Current status of the equipment they are directly responsible for;

• Current status of maintenance and/or test records they are directly responsible for maintaining;

• Any maintenance or tests overdue;

• Any maintenance or tests due;

• Equipment history whilst on board;

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All Junior Officers are to complete written handover notes that are to be reviewed by the Joining Officer.

Handover notes are to be signed and dated by both the Incumbent and Joining Officer.

These handover notes are to be filed by each Officer.

1-7.5 Training of Junior Personnel

All Officers have a responsibility to train Junior Officers, Cadets and Ratings in their duties and to assistthem in improving their abilities for advancement.

Department Heads are responsible to the Master for training the personnel of their Department in theproper and safe performance of their duties and the duties required for advancement.

Junior Officers and Ratings that show a desire to advance themselves should be given everyencouragement and assistance.

1-7.6 Ship Handling Training

When circumstance allow, Masters should permit Deck Officers to maneuver the vessel in order toincrease their vessel handling experience and confidence. The Master must be close by to give adviceand to monitor such maneuvers.

It is particularly important that the Chief Officer is given training in vessel handling in order to prepare himfor promotion to Master.


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1.8 Masters Responsibilities

1-8.1 Masters Overriding Authority

The Master has the overriding authority and the responsibility to make decisions with respect to safety andpollution prevention and to request Company’s assistance as may be necessary.

The Master is not constrained by the Shipowner, Charterer or any other person from taking or executing inthis respect any decision which, in the professional judgement of the Master, is necessary.

The Master is in sole command of the vessel and has authority over the decision making process onboard. Therefore, the Master must understand that the information given in these regulations is not to beconstrued as in any way as relieving him/her of his/her full responsibility for the safe navigation of thevessel and the efficient organization on board.

To this end, he/she may call on the assistance of ASP Ship Management’s shore based support staff at

any time.

ASP commits to give the Master all the legal, technical and moral support requested to do his/her job.

1-8.2 Policy Implementation

The Master is responsible for ensuring the implementation of, and compliance with, all ASP ShipManagement policies and procedures, etc. issued to the vessel, including those detailed in this manual.

1-8.3 Motivation of Crew

The Master is responsible for motivating crew in the execution of all such policies and procedures, etc.,issued to the vessel. Masters are encouraged to suggest to the Designated Person, incentive schemes

that can assist in further motivation of the crew that will lead to continuous improvement in safety andenvironmental management.

1-8.4 Change of Command

Before assuming command of a vessel, the incoming Master must, whenever possible, consult with theoutgoing Master regarding the vessel's characteristics, maneuvering qualities, condition, personnel andany other matters necessary for its safe and efficient operation.

The incumbent Master shall complete and sign the V-OAM-001 - Master’s Handover Checklist.

The relieving Master shall review the handover documentation, and when satisfied as to the veracity of theinformation, shall counter-sign the checklist, and thus becomes the incumbent Master.

Upon receipt of a copy of the checklist, the Ship Manager shall review the list, and any attachments, andaction as necessary.

It is the duty of the outgoing Master to bring to the incoming Master's attention any information, which willassist him in the safe, efficient and economical operation of the vessel.

The outgoing and incoming Masters must, when time permits, make a thorough inspection of the vessel.Both Masters must review the Defect Reporting System records and discuss any imminent action requiredto deal with active defects.

The outgoing Master must turn over to the incoming Master all the vessel's certificates and documents.

An entry is to be made in the log book in accordance with Flag State requirements once the change ofcommand has been completed.

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The outgoing Master must ensure that all relevant voyage instructions and Charter Parties issued bycharters or the Company are brought to the attention of the incoming Master.

1-8.5 Voyage Preparation

Prior to sailing, the Master must ascertain that the vessel is seaworthy in all respects and that there are onboard sufficient stores, provisions, bunkers and water, all with reasonable allowances for safety for theintended voyage.

The Master must also ascertain prior to sailing, that there are sufficient updated charts and navigationalpublications on board for the contemplated voyage and that a navigation passage plan has been preparedand reviewed.

1-8.6 Navigational Responsibility

The Master is responsible for the safe navigation of the vessel, which must be navigated in accordancewith the principles of good seamanship, the requirements of the Company instructions and as required bylaw.

Masters are required to maintain proficiency in traditional and electronic navigation skills including thosewhich they normally delegate to other Officers.

In conformity with Bridge Resource Management principles, the Master must ensure that an atmosphereconducive to the free exchange of information is maintained with regard to the bridge navigation team.When personally conning the vessel, the Master must, in order to obtain optimum assistance from thebridge team, keep the other team members appraised of his/her intended maneuvers as fully ascircumstances permit.

The Master must ensure that the Bridge Watch Keeping Officers are thoroughly familiar with the

applicable COLREGS and must require that the vessel is navigated in strict compliance with theseregulations.

1-8.7 General Responsibilities

The Master is responsible for

• Ensuring that all vessel operations are carried out in accordance with the Company requirements.

• The economical operation of the vessel. He should ensure that stores, equipment and provisionsare not used wastefully and that excessive inventories are not maintained on board.

• The Master is responsible for the accuracy and timely submission of correspondence, records,reports and documents required by the Company or by government agencies in the conduct of the

vessel's affairs.

• Circumstances permitting, the Master should make regular inspections of the vessel. Theseinspections should include the mess rooms and the galley, storerooms and refrigerated stores,communal washrooms and toilets. Once a month the Master, and department heads mustconduct a formal inspection of the vessel. This must be recorded in the Official Log Book.

• The health and welfare of the crew and shall conform to government and Company regulationsand standards, using good judgment in accordance with accepted seafaring practice.

• The safe and proper conduct of operations concerning cargo/ballast handling and tank cleaning.

• Ensuring that the vessel is maintained repaired and defects are reported in accordance withCompany requirements.

• Reporting any delays to the vessel, whether at sea or in port, to the Ship Manager as soon aspossible. Where necessary, the emergency communication procedures should be used to satisfythis requirement.


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• Ensuring that minimum rest period, watch schedules and records of work is maintained on board.

1-8.8 Discipline

The Master has overriding authority over all persons on board the vessel. This authority must bemaintained. Masters must require that their orders are carried out and any neglect or refusal to do somust be met with appropriate disciplinary action.

Disciplinary action must be properly administered and documented in accordance with the PUB-7 Code ofConduct.

1-8.9 Certificates and Surveys

The Master is responsible for ensuring that all the vessel's statutory and classification certificates remainvalid at all times. He must arrange for all appropriate surveys to be carried out where possible 30 daysprior to the appropriate anniversary or expiration date.

The Master must maintain a clear plastic certificate folder in which certificates should be arranged for easyreference. An index should be kept at the front cover for quick location of important documents.

When a number of annual and intermediate surveys are due, the Master must try to co-ordinate all of themwithin the permitted time window, together with any CMS items falling due. This will reduce the number ofvisits required by surveyors. The vessels trading pattern must also be taken into consideration so thatrenewal of certificates is not too far advanced or delayed.

Details of all survey results must be reported to the Ship Manager immediately after the survey has beencompleted.

In relation to the vessel’s insurance certificates, the Master is to request that the Fleet Manager obtain a

copy of the entry certificate (or if possible a duplicate original) form the Owner on an annual basis.

1-8.10 Flag State Safety Inspections

Where the Flag State requires annual safety inspections the Master is responsible for ensuring that theseare carried out prior to the anniversary date of the previous inspection.

If, due to the vessels trading patterns, the Master has difficulty arranging such an inspection he/she mustadvise the Ship Manager in order that they can inform the flag state authorities.

The Ship Manager must be advised when this inspection has been carried out, together with details of anydeficiencies or recommendations.

Copies of inspection reports must be maintained on board for three years.

1-8.11 Ship Detention

In the event that a vessel is detained by any port state authority, the Master must immediately report thecircumstances to the Ship Manager, if necessary using the emergency communication procedures. TheCompany will then be responsible for reporting the matter to the Flag State.

1-8.12 During Repair Periods

During Repair periods the Master and their Staff must extend their full co-operation and assistance to, andmaintain involvement with, the Ship Manager in order to ensure that the repairs are completedsatisfactorily. The Ship Manager, whilst appreciating that he/she does not supersede the Master’sauthority, is entitled to expect that co-operation and assistance in what is very much a team effort.

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In order for the relationship to be beneficial it is essential that the Master and the Ship Manager are fullyaware of each other's requirements. They must both ensure that they meet regularly to discuss theprogress of the repairs.

1-8.13 Delegating Responsibility

Although the Master is responsible at all times for the safe operation and navigation of the vessel, it isappreciated that conditions may arise when fatigue, due to long hours spent on the bridge, will cause areduction in the Master's alertness and efficiency.

The Master should, therefore pre-plan his/her presence on the bridge to coincide with periods of highpriority and should delegate navigational conning responsibilities to the Chief Officer, as necessary, toallow himself adequate rest.

1-8.14 Log Books

The Master must ensure that the flag state Official Log Book is maintained correctly. In cases where theFlag State does not issue such a book, the Company supplied V-NAV-012 - Deck Log Book must be usedinstead. In addition to the standard entries this log book should be used to record all pertinent informationrelating to personnel administration or the commercial operation of the vessel.

The Master must ensure that all other log and record books are maintained in accordance with Companyrequirements and sign them on a regular basis. Where incorrect entries have been made, the Master is toinstruct those concerned in the correct practice.

1-8.15 Rendering Assistance

The Master must not hesitate to respond to distress calls or render any other assistance to save life orproperty at sea, provided that this action does not affect the safety of the vessel, personnel or

environment. The Ship Manager must be advised immediately in the event of such a situation occurring.

When requested by RCC to assist with any search and rescue activities the Master shall:

• Provide all practical assistance possible, given the circumstances of the request.

• Activate Emergency System if considered appropriate.

• Inform the Ship Manager

• Inform Ship Owner’s Representative

• Record all pertinent information in the Deck Log Book.

The authority of an RCC for requisitioning the vessel for search and rescue purposes is secondary to that

of the Masters. The Master may decline to render assistance if, in his/her opinion, the provision of suchassistance would place the safety of the vessel, his/her crew or the environment at risk.

1-8.16 ASP Ship Management Group Policies and Amendments

ASP Ship Management Group has the following Policies:

• POL-1 Health, Safety, Security & Environmental Policy

• POL-2 Quality Policy

• POL-3 Business Conduct and Ethics Policy

• POL-4 Code of Conduct

• POL-5 Privacy Policy

• POL-6 Drug & Alcohol Policy (Seagoing) & POL-6 Drug & Alcohol Policy (Shore based)

http://../Forms/Vessels%20Forms/9-Navigation/V-NAV-012%20-%20Deck%20Log%20Book.pdfhttp://../Forms/Vessels%20Forms/9-Navigation/V-NAV-012%20-%20Deck%20Log%20Book.pdfhttp://../Forms/Vessels%20Forms/9-Navigation/V-NAV-012%20-%20Deck%20Log%20Book.pdfhttp://../Policies/POL%2001%20Health,Safety,Security%20&%20Enivironment%20Policy.pdfhttp://../Policies/POL%2001%20Health,Safety,Security%20&%20Enivironment%20Policy.pdfhttp://../Policies/POL%2002%20Quality%20Policy.pdfhttp://../Policies/POL%2002%20Quality%20Policy.pdfhttp://../Policies/POL%2003%20Business%20Conduct%20&%20Ethics%20Policy.pdfhttp://../Policies/POL%2003%20Business%20Conduct%20&%20Ethics%20Policy.pdfhttp://../Policies/POL%2004%20Code%20of%20Conduct%20Policy.pdfhttp://../Policies/POL%2004%20Code%20of%20Conduct%20Policy.pdfhttp://../Policies/POL%2005%20Privacy%20Policy.pdfhttp://../Policies/POL%2005%20Privacy%20Policy.pdfhttp://../Policies/POL%2006%20Drug%20&%20Alcohol%20Policy%20(Seagoing).pdfhttp://../Policies/POL%2006%20Drug%20&%20Alcohol%20Policy%20(Seagoing).pdfhttp://../Policies/POL%2006%20Drug%20&%20Alcohol%20Policy%20(Shore%20based).pdfhttp://../Policies/POL%2006%20Drug%20&%20Alcohol%20Policy%20(Shore%20based).pdfhttp://../Policies/POL%2006%20Drug%20&%20Alcohol%20Policy%20(Shore%20based).pdfhttp://../Policies/POL%2006%20Drug%20&%20Alcohol%20Policy%20(Shore%20based).pdfhttp://../Policies/POL%2006%20Drug%20&%20Alcohol%20Policy%20(Seagoing).pdfhttp://../Policies/POL%2005%20Privacy%20Policy.pdfhttp://../Policies/POL%2004%20Code%20of%20Conduct%20Policy.pdfhttp://../Policies/POL%2003%20Business%20Conduct%20&%20Ethics%20Policy.pdfhttp://../Policies/POL%2002%20Quality%20Policy.pdfhttp://../Policies/POL%2001%20Health,Safety,Security%20&%20Enivironment%20Policy.pdfhttp://../Forms/Vessels%20Forms/9-Navigation/V-NAV-012%20-%20Deck%20Log%20Book.pdf


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• POL-7 Email, Internet & Communication Policy

• POL-8 Sexual Harassment Policy

• POL-9 Bullying Policy

• POL-10 Equal Opportunity Policy

The Master shall ensure that upon each change to the policy(s) all crew members have been made awareof the change and verified on form V-OAM-018 - Policy Verification Record and that any amended policyis displayed prominently throughout the vessel.

1-8.17 ASP Ship Management Group Golden Rules

The Master shall ensure that upon each change to the Golden Rules all crew members must be madeaware of the change and verified on form V-OAM-018 - Policy Verification Record and the amendedGolden Rules is displayed prominently throughout the vessel.

http://../Policies/POL%2007%20Email,Internet%20&%20Communication%20Policy.pdfhttp://../Policies/POL%2007%20Email,Internet%20&%20Communication%20Policy.pdfhttp://../Policies/POL%2008%20Sexual%20Harassment%20Policy.pdfhttp://../Policies/POL%2008%20Sexual%20Harassment%20Policy.pdfhttp://../Policies/POL%2009%20Bullying%20Policy.pdfhttp://../Policies/POL%2009%20Bullying%20Policy.pdfhttp://../Policies/POL%2010%20Equal%20Opportunity%20Policy.pdfhttp://../Policies/POL%2010%20Equal%20Opportunity%20Policy.pdfhttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-018%20-%20Policy%20Verification%20Record.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-018%20-%20Policy%20Verification%20Record.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-018%20-%20Policy%20Verification%20Record.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-018%20-%20Policy%20Verification%20Record.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-018%20-%20Policy%20Verification%20Record.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-018%20-%20Policy%20Verification%20Record.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-018%20-%20Policy%20Verification%20Record.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-018%20-%20Policy%20Verification%20Record.dochttp://../Policies/POL%2010%20Equal%20Opportunity%20Policy.pdfhttp://../Policies/POL%2009%20Bullying%20Policy.pdfhttp://../Policies/POL%2008%20Sexual%20Harassment%20Policy.pdfhttp://../Policies/POL%2007%20Email,Internet%20&%20Communication%20Policy.pdf


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1.9 Deck Department Responsibilities

1-9.1 Chief Officer Responsibilities

The incumbent Chief Officer shall produce detailed handover notes structured in accordance with thefollowing general format and sign and date them on completion:

• General Notes

• Safety Issues

• Environment Issues

• Cargo Issues

• Navigational equipment

• General Maintenance (In hand and Planned)

Where there are no issues for discussion under a particular heading, that heading shall remain in thenotes and be followed by the notation “No Business for Discussion” or “NBFD”.

The relieving Chief Officer shall review the handover documentation and when satisfied as to the veracityof the information, shall become the incumbent Chief Officer. The relieving Chief Officer shall sign anddate the handover notes. Any records or publications missing or in an unsatisfactory condition shall bereported to the Master.

During the hand over period both Chief Officers make a combined tour of the vessel when the incumbentChief Officer shall highlight any items or issues contained in the handover notes to the relieving ChiefOfficer.

Upon first joining, the Chief Officer shall check the V-OAM-011 - Masters Standing Orders andacknowledge his/her understanding of these orders by initialling the appropriate section.

The Chief Officer shall review the existing V-OAM-013 - Chief Officers Cargo Standing Orders andacknowledge his/her understanding of these orders by initialling the appropriate section. If the ChiefOfficer deems that changes are to be made the V-OAM-013 - Chief Officers Cargo Standing Orders are tobe reissued taking into account the existing orders. Upon each rejoining, the Chief Officer shall check forrevisions and where there has been a change since their last signing, he/she shall re-initial the form toindicate his/her understanding of the revisions.

The Chief Officer shall be responsible to the Master for:

•

Proper performance and conduct as a Watch Keeper.• General welfare of the Ship's Company and for the discipline of the crew.

• The safe loading carriage and discharge of cargo including standing cargo watches in port whererequired

• Any duties detailed in V-ENV-009 Shipboard Waste Management Plan.

• Ensuring that a cargo plan is prepared for the proposed loading and that stability calculations aremade for the “intending” voyage including departure and arrival calculations. The cargo plan andstability calculations must be approved by the Master prior to commencement of cargo operationswhere the cargo to be loaded in known.

• Ensuring that all cargo spaces are properly prepared to receive the intended cargo.

• Ensuring that all samples required or recommended for a particular cargo are taken and stored onboard in order to protect the interests of the vessel’s owners and/or charterers.

• Ensuring that V-OAM-013 - Chief Officers Cargo Standing Orders is completed.

• For the maintenance of all the vessel's structure and of safety equipment, excluding the fixed firefighting equipment in all machinery spaces, which he/she must ensure is kept in good order andready for immediate use. He/she must ensure that cargo gear is maintained and clearly markedas required by Flag State’s and other regulations.

http://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-011%20-%20Masters%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-011%20-%20Masters%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/4-Environment/V-ENV-009%20-%20Shipboard%20Garbage%20Management%20Plan.pdfhttp://../Forms/Vessels%20Forms/4-Environment/V-ENV-009%20-%20Shipboard%20Garbage%20Management%20Plan.pdfhttp://../Forms/Vessels%20Forms/4-Environment/V-ENV-009%20-%20Shipboard%20Garbage%20Management%20Plan.pdfhttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/4-Environment/V-ENV-009%20-%20Shipboard%20Garbage%20Management%20Plan.pdfhttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-013%20-%20Chief%20Officers%20Cargo%20%20Standing%20Orders.dochttp://../Forms/Vessels%20Forms/1-Organisation%20and%20Management/V-OAM-011%20-%20Masters%20Standing%20Orders.doc


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• The Chief Officer shall familiarise him/her self with the Master’s Responsibilities and Duties.

• The Chief Officer is a member of the Works Committee. In conjunction with the Second (First)Engineer he/she has charge of and shall direct the Integrated Ratings in their work on deck. TheChief Officer shall ensure that the plans and instructions of the Works Committee are carried out

efficiently by the careful deployment of the labour available.• The Chief Officer is responsible for preparing repair details covering the hull, deck and

accommodation for submission to ASP Ship Management by the Chief Engineer.

• All deck stores.

• Ordering and issuing of all Personal Protective Equipment.

• On board testing, maintenance and ordering of spare parts for the vessel’s tank atmospheretesting, ullaging and sampling equipment. In conjunction with the Chief Engineer, he/she shallalso ensure that meters are sent ashore for testing and calibration as required.

• Assisting the Master with vessel vetting and audits, third party inspections, Flag State’s surveysand port state control inspections.

• Safe stowage, loading, carriage and discharge of cargo and the Charterer’s instructions regardingthe cargo are complied with.

•

Making a positive report to the Master prior to each and every departure and confirm that thecondition of the vessel meets all the requirements of the Stability Booklet including the applicableminimum IMO criteria and shall continue to do so throughout the forthcoming voyage.

• Organization of cargo work and will direct Junior Officers accordingly. Safety regulations for cargowork must be strictly enforced and at no time are risks to be taken which might endanger thevessel or the safety of the vessel's company.

• Maintaining the cargo book in an up-to-date state and with as many factual records as may be ofuse to the successive Chief Officers.

• Making the entries required in order to keep the Oil Record Book Part 2 (Cargo/BallastOperations) up to date when it is required to be carried.

• In conjunction with the Chief Engineer, shall maintain in good operating condition the cargosystem spaces and all associated equipment including holds, tanks, lines, pumps, valves, ventsystems, cranes, hatch covers, etc.

• Ensuring that the Register of Materials Handling Equipment is maintained at all times.• Ensuring that all adequate anti-pollution measures are in operation as necessary.

• In consultation with the Works Committee, shall organise and instruct the crew on maintenancework, paying particular attention to the condition of the hull and steelwork and to ensure thatroutine maintenance of deck machinery, hatches, watertight doors, ventilator flaps, etc., isproperly carried out in accordance with the vessels planned maintenance system.

• Ensuring that the Deck Department is adequately manned, stored, and equipped for the projectedvoya