Verify how the company provides for safe practices in ship operation and a safe working environment.
Verify the company identifies and assesses risks to its ship, personnel, and the environment.
How does the company take continuous efforts to improve safety management skills of personnel on shore and onboard the ship?
How does the company prepare for emergencies related both to safety and environmental protection?
Verify the company's safety management system ensures compliance with mandatory rules and regulations (1.2.3)
Verify Medic inventory matches all medical supplies onboard, check expiration dates of supplies.
Does the company safety management system define levels of authority and lines of communication between and amongst shore and shipboard personnel?
Has the company established a safety and environmental protection policy (2.1)
Verify if the policy has been implemented onboard generally (2.2):
It shall be displayed conspicuously
Should be signed by top Management to show commitment
Contents shall be made to all crew members
Does the operator of the vessel differ from the registered owner?
If different, has the Administration been informed of who is responsible for the operation of the ship (3.1)
Verify that he company and the Master have communicated status on any outstanding MNC or NC's.
Do the crew members know who is the Security Officer of the vessel is and what his functions are?
Has the company nominated a DPA (4.0)
Has the DPA been given sufficient training to carry out his duties efficiently, course attendance?
Does the Master know who the DPA is and what his functions are? (3.2)
Do crew members know who the DPA is and what his functions are?
Is there sufficient evidence to show that the DPA visits the vessel regularly to monitor the SMS? (4.0)(3.3)
Implementing the SMS of the company (5.1.1)
Check to see if there are records to show all crew have read the manual and are familiarized.
Proper filing system for manual and checklist available. (5.1.1)
Verify safety meeting minutes
Other in-house training provided by company
Issuing orders in clear and simple manner
Look for Masters standing orders
Engineers standing orders
Night order book
Verify that special requirements are observed (5.1.4)
Are the crew using protective gears for their daily work?
Are there records to show that the crew have sufficient rest periods as per STCW requirements?
Has the Master carried out the Master's Review according to SMS procedures? (5.1.5)
Does the SMS clearly define the Master's overriding authority?
Is the Master aware of his overriding authority?
Is the Master properly qualified for command (6.1.1)
Check the restrictions in the Certificate of Competency against the Safe Manning Certificate (COI)
Certificate must be STCW format
Is the Master fully conversant with the SMS? (6.1.2)
The vessel should be manned by qualified , certified and medically fit seafarers. (6.2)
Check certificate of competency for local officers and crew.
Check watch keeping certificate and Best Safety Training (BST) certificate for watch keeping ratings.
Check if crew members have medical certificate.
Check documentation to show that all newly joined crew members are given the proper familiarization in relation to their duties with particular regard to safety, security and environmental protection (6.3)
Check individually familiarization documentation.
Has the familiarization covered relevant rules, regulations, codes & guidelines (6.4)
Master handover notes.
Does the company have any procedures to identify training needs to support the SMS (6.5)
Have the ships personnel received relevant information on the SMS in their working languages (6.6)
The company should ensure the ships personnel are able to communicate effectively in the execution of their duties (6.7)
Has the company prepared plans and procedures for preparation of plans, instructions including checklist for key shipboard operations (7.0)
Check and verify entries for arrival/departure checklist
Check and verify entries for permit to work/entry into enclosed space
Verify standing orders or checklist for navigation, change of watch, at anchorage
Verify standing orders or checklist for engine room watchkeeping
Check/ verify passage plan
Verify bunkering checklist.
Verify record of daily tank soundings
Verify record of garbage disposal
Verify records of crew work/ rest hours and composition of watch keepers
Verify checklist for preparation of docking
Verify records of security watch
Does the company SMS provide procedures on how to respond to potential emergency shipboard situations? (8.1)
Steering gear failure/ power failure
Piracy / Terrorism
Does the company have a schedule of drills to be carried out?
Are the drills being carried out as planned, past drill records to be verified?
Are the relevant drills being recorded?
The company's organization should be able to respond at any time to an emergency situation, check to see if a table top exercise has been carried out involving office staff (8.3)
Check that Master is familiar with procedures of reporting nonconformities, accidents, incidents and near misses (9.1)
Verify if Master has accurately been reporting the above.
Verify previous nonconformities, accidents, incidents and near misses (if any)
Have they been closed effectively by the agreed time (9.2)
Was the NC investigated and analyzed in order to improve the standards onboard (9.1)
Verify that maintenance inspections are being held at regular intervals. Check for any gaps in the inspection dates (10.2.1)
Verify that any non-conformity is being reported (10.2.3)
Verify that corrective and preventive actions are being taken in a timely manner (10.2.3)
Records of all maintenance activities up to date
Regular testing and maintenance of stand-by equipment should include but not be limited to:
Emergency fire pump
Main fire pump
Fixed fire extinguishing system
Fire detection system
Rescue boat, davit and falls
Rescue boat engine
EPIRB (cert for annual testing)
Line throwing apparatus
Quick closing valves
Remote stopping of ventilators
Emergency steering gear system
Emergency lighting for deck/engine accommodations. (maintenance of batteries included)
Communication, w/h-steering-eng. room
High level bilge alarm
Portable gas detectors
Water tight doors
Oily water separator
M/E standby systems including emergency stop, high temp. low pressure
Verify entries and contents of the planned maintenance schedule, standby items above should be included for:
Does the company have procedures to control all documents relevant to the SMS (11.1)
Check to ensure:
Valid documents are available at all relevant locations (11.2.1)
Changes to documents are reviewed and approved by authorized personnel
Obsolete documents are promptly removed (11.2.3)
Is the company SMS kept in a form that is practical and effective?
All documentation relevant to the ship should be carried onboard (11.3)
Has the company carried out internal safety audits to verify that the safety and pollution prevention activities comply with the SMS (12.1)
Does the company periodically carry out a management review of the safety management system and timely corrective actions effected (12.2) (12.6)
Result of the audits being brought to the attention of all parties involved? (12.5)
Are the audits and corrective actions being carried out according to documented procedures (12.3)
The auditor should be independent of the area being audited unless this is impracticable due to the size and nature of the company (12.4)
RADIO STATION LICENSE
CERTIFICATE OF REGISTRY (COD)
SAFE MANNING CERTIFICATE (COI)
BRIDGE TO BRIDGE RADIO CERTIFICATE
SHORE BASED MAINTENANCE CERTIFICATE
MUSTER LIST UPDATED AND DISPLAYED
SOLAS TRAINING MANUAL
DECK LOG BOOK
ENGINE LOG BOOK
OIL RECORD BOOK
CHARTS AND PUBLICATION
OFFICIAL LOG BOOK
APPROVED STABILITY BOOK/ LETTER
CARGO GEAR CERTIFICATE
COMPASS ERROR BOOK
FIRE FIGHTING & APPLIANCE TRAINING MANUAL
FIRE SAFETY OPERATIONAL BOOKLET
APPROVED FIRE PLAN
SHIP SECURITY ALERT SYSTEM
ISPS SECURITY MANUAL
CARGO SECURING MANUAL
ROUTE OPERATIONAL MANUAL
CRAFT OPERATIONAL MANUAL
MANUALS FOR EQUIPMENT FITTED ONBOARD
CURRENT CFRS 33 & 46
SOLAS, MARPOL, ISM CODE
FUEL OIL TRANSFER PROCEDURES
EMERGENCY TOWING PROCEDURES
SAFETY MANAGEMENT SYSTEM
2. HEALTH, SAFETY & ENVIRONMENT
3. COMPANY RESPONSIBILITIES
4. DESIGNATED PERSON ASHORE
5. MASTER'S RESPONSIBILITY & AUTHORITY
6. RESOURCES & PERSONNEL
7. DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS
8. EMERGENCY PREPAREDNESS
9. REPORTS & ANALYSIS
10. MAINTENANCE OF SHIP & EQUIPMENT
12. COMPANY CERTIFICATION, REVIEW & EVALUATION
13. CERTIFICATION & PERIODICAL REVIEW