Certificates and Documentation

Crew Qualifications

Master Valid COC/ Flag Endorsement / GOC / Ecdis Ship Specific / SSO

Chief Officer Valid COC/ Flag Endorsement / GOC / Ecdis Ship Specific / SSO

Second Officer Valid COC/ Flag Endorsement / GOC / Ecdis Ship Specific / Medical Care

Third Officer Valid COC / Flag Endorsement / GOC / Ecdis Ship Specific / Safety Officer

Chief Engineer Valid COC / Flag Endorsement

Second Engineer Valid COC / Flag Endorsement

OIC EW Valid COC / Flag Endorsement

Ratings DW / EW

Documentation

Appropriate cargo documentation Appropriate cargo publications

Approved stability information

Cargo Gear Record Book

Cargo securing manual

Document of Authorisation (Grain) Grain Loading Manual

Document of Compliance (Dangerous Goods)

Garbage management plan/record book

International Civil Liability Insurance Certificate (Bunkers/oil pollution)

Oil Record Book(s)

SOPEP / SMPEP / SEEMP

Survey report file

Chief Officer

Time start

Is the general setup of the QSE System clear?

General System Declarations in Part A
"The Manual" in Part B
Part C: how to fulfill the Manual
Part D as Emergency Response Plans
Part E as System Forms - matching the procedures numbers

System Documentation of the Integrated Management System

Management Commitment: to develop and improve the QSE System

Customer Focus - who is the customer (Shipowner)

Main points of the Company's Quality Safety and Environmental Protection Policy known?
- to provide for safe practice in ship operation and safe working environment
- to establish safeguards against all identified risks
- to continuously improve safety management skills of personnel

Declaration of Company's Policy on QSE (SD-005) displayed and known

Quality Planning

Master's Overriding Authority

Procedures

Circulars and Company Information (DP-C1-04)

Control of Records (DP-C1-05)

Maintenance Deck (DP-C4-07)

Amount of overdue IMECS Tasks (Deck)

Risk assessments (DP-C2-03)

Toolbox meetings (DP-C2-01)

Work permits (Hot work/ working aloft and outboard/ Enclosed space) (DP-C2-01/DP-C2-05/DP-C2-04)

Life boat/ Rescue boat safety (DP-C2-06)

Safe Access/ Gangway (DP-C2-10) including monthly checklist

Communication with Company, Reporting (DP-C3-01)

Communication with Charterers, Agents and Authorities (DP-C3-02)

Cargo Operations (DP-C3-03)

Cargo Treatment and Supervision (DP-C3-04)

Cargo Documentation (DP-C3-05)

Care of Hatch Covers (DP-C3-07)

Watch keeping (DP-C4-01)

Preparing for Arrival/ Departure (DP-C4-03)

Navigation in Restricted Waters (DP-C4-10) and Navigation in Heavy Weather (DP-C4-11)

Storage (DP-C5-04)

Working Language (DP-C6-01)

Complaint Handling (DP-C6-03)

Familiarisation (DP-C6-04)

Working and Resting Times (DP-C6-05)

Change of Command (DP-C6-07)

Appraisal of Personnel (DP-C6-08)

Drug and Alcohol Abuse (DP-C6-09)

Critical Equipment (DP-C8-04)

Control of Safety Equipment (DP-C8-05)

Environmental Protection (DP-C8-06)

Control of Defects (DP-C9-01)

Reporting Occurrences (DP-C9-02)

Management Review (DP-C9-04) - available/ known?

Multi Gas Detector/s available? Calibration carried out as per requirement?

Remarks

Add. Remark

Description

Security

Restricted Areas

Conflict Safety-Security

Security principles:
Only authorised persons/ objects may come on board, ship and special areas are continuously monitored, everybody is attentive and aware, violation of security results in consequences)

Security Levels:
Who sets security level for the ship?
What happens if different security level to port facility

Master's Ultimate Authority for the ship known?

Remarks

Add. Remark

Description

Time End
Maritime Labour Convention

Table of shipboard working arrangements for all positions posted

Accurate records of hours of work and rest are available for all seafarers and are signed by master and the seafarer. Compensatory rest for call outs during normal rest periods is considered

Muster and LSA/FFA drills are held at times to minimise disturbance to rest periods and not induce fatigue

Are seafarers granted shore leave whenever possible?

Records of Master's inspections of the vessel's accomodation are maintained and available. Spaces are clean and in good state of repair. Cabins have hot & cold running water. Beddings are clean & hygienic. heating & ventilation are adequate & well maintained. Laundry facilities are in good working order. Recreational facilities are in good working order.

Food & Catering - is the galley clean, hygienic? Spaces for the storage of food are clean & hygienic. Temperature for freezers & refrigerators are appropriate. Foods are in good quality & quantity for the voyage & caters for different religious beliefs among the crew.Drinking water is of good quality & quantity. Cooks and catering staff are adequately trained

Complaint Procedure accessible to seafarer? Are complaint handled in timely, fair & effective manner? Are contact details available for the flag state and competent authority for their country of residence?

Certified Loading instrument in order? Regular testing (2months interval recorded in IMECS?) hard-copy printed out & filed?

2. Officer

Time Start
Hospital

Hospital, equipment, cleanliness

Medical treatment record keeping

Additional Remarks

Remark

Description

Bridge

Nautical charts and publications

Other publications, Regs4Ships

Navigational Equipment

Communication Equipment

Log Books, including GMDSS Log, Compass Observation, Night Orders

Is ECDIS the Primary Means of Navigation?
Are official electronic charts (ENC/RNC) being used?
Are the electronic charts in use up-to-date (latest edition and updates)?
Are T&P NMs being used correctly in voyage planning and monitoring?
Is ECDIS included in the Safety Management System?
Are there adequate ECDIS operating procedures?
Has adequate ECDIS training been completed?
Has onboard ECDIS familiarisation been completed?
Can the watch keepers demonstrate operational competency in the use of ECDIS?
Category Zone of Confidence

Additional Remarks

Remark

Description

General

General Setup QSE System

Management Commitment (HB-002)

Main points of the Company's QSE-Policy known?

Master's Overriding Authority

Knowledge about and adherence to Procedures

Communication with Company, communication with Charterers etc. (DP-C3-01)

Care of hatch covers (DP-C3-07)

Bridge, Deck, and Engine Watchkeeping (DP-C4-01)

Voyage Planning (DP-C4-02)

Preparing for Arrival and for Departure (DP-C4-03)

Navigation in restricted waters (DP-C4-10)

Navigation in heavy weather (DP-C4-11)

Working language (DP-C6-01)

Working and resting times (DP-C6-05)

Change of command (DP-C6-07)

Drug and Alcohol Policy (DP-C6-09)

Control of defects (DP-C9-01)


Medical Care - health protection & medical care are available & free of charge to the seafarer? Seafarer have right to visit doctor or dentist without delay in ports of call. Ship's hospital is clean & hygienic, not used as cabin or storage. Medical equipment, supply & publications as per flag state requirement. Medical log and visit reports are up to date

Reporting of occurrences (DP-C9-02)

Additional Remarks

Remark

Description

Time End

BNWAS Is the equipment working satisfactorily? Are security means protected so that access to the controls is restricted to the Master only?

EPIRB / AIS / VDR / Echo Sounder / Radar Transponder (SART) / VHF Is the equipment in good working order? Are the batteries operational and in date?

GMDSS Can the crew operate the MF/HF radio installation using both AC and DC power?

Lights / Shapes / Sound-signals Are the daylight signal lamp, emergency lights, and navigation lights in good working condition? Are the navigation lights (Mast lights, Side lights, Stern light, Anchor light and Not under command light) properly fitted at the required angular sectors, as shown in the drawing of navigation lights arrangement?

LRIT Is the LRIT equipment working properly and satisfactorily? Is the conformance test report issued by the Administration or proper testing ASP kept onboard?

3. Officer

Time Start
Deck inspection, upper deck, forecastle, superstructure

Condition of safety equipment (general) (DP-C8-05)

Forecastle store (Storage, DP-C5-04)

Mooring arrangements

Observation of Safe Working Procedures on Deck (DP-C2-01)

Accommodation Ladder(s) with preparation checklist (DP-C2-10/ SF-E2-10)

Rescue boat (Equipment/ condition; painter always connected to boat; launching instructions)

Knowledge about difference between rescue boat hook and life raft hook (On-Load Release / Automatic off-load release mechanism)

Life Rafts (correctly connected, inspection date)

Free Fall Life Boat

Fire Lockers/ Safety Stores (DP-C5-04; DP-C8-04; DP-C8-05)
(Safety Equipment ready for immediate use)

Muster Lists

Pyrotechnical Ditress Signals

SOLAS Training Manuals and Fire Operational Booklet available in eah mess room? (DP-C2-09)

Remarks

Procedures and Records

Inspection and Maintenance of Safety Equipment (DP-C8-05)

Control of Defects (DP-C9-01)

Reporting of Occurrences (DP-C9-02)

Safety Familiarisation on board (including knowledge about "Safe moving on port facilities and shipyards, DP-C2-07)

Shipboard Drills and Trainings (DP-C6-06)
Launching and maneuvering of boats

Safety Officer appointed

Safety Committee (Appointment and records)

Life boat/ rescue boat safety (DP-C2-06)

Working and Resting times (DP-C6-05)

Bridge, Deck, and Engine Watchkeeping (DPC4-01)

Preparing for Arrival and for Departure (DP-C4-03)

Navigation in restricted waters/ Heavy weather (DP-C4-10/11)

Care of hatch covers (DP-C3-07)

Cargo Operations (DP-C3-03)

General setup of QSE System understood

Remarks

Time End

Engine Department

Inspection of Engine Room
Time start

Prior to interviewing the Chief Engineer the Engine Room and Workshops are inspected.

Self closing Class A Fire Door to engine room

No oily rags/ major amount of oil in machineries' foundations/ bilges

No major leakages at machinery

Self closing devices at sounding pipes in working condition and not clogged open

Safety equipment checked at regular intervals

Floor plates fixed, surfaces safe to walk and work

Emergency Exits self closing, clear and emergency lights working

Engine room workshop, including tools, and stores "tidy" and safe; safety stickers displayed (use goggles/ do not use gloves)

All engine personnel using hearing protection in noisy environment

Additional Remarks

Remark

Description

2. Engineer/ 3. Engineer

Toolbox records, sufficient details of safety precautions (DP-C2-01)

Garbage record book
Garbage Management Plan

Operation/ testing of OWS
Time updated?

Preparing for Arrival/ Departure (DP-C4-03)

Rest hours of engine personnel; including duty engineer's rounds (DP-C6-05)

Risk Assessments (DP-C2-03)

Procedures for hot work, working aloft, enclosed space (DP-C2-01/05/04)

Watchkeeping (DP-C4-01)

Critical Equipment (DP-C8-04)

IMECS operation, delaying a job, reporting occurrences on the component

Amount of overdues tasks (Engineers)

Additional Remarks

Remark

Description

Chief Engineer

Internal/ External Oil Transfer (DP-C4-04/05)

Asbestos Management (DP-C4-13), including Asbestos Management Folder

Rest hours during Oil Transfer Operations!
Quality Planning!!

Internal Requisitioning (DP-C5-01)

Receiving Inspection (DP-C5-03)

Storage (DP-C5-04)

Change of Command (DP-C6-07)

Appraisal of Personnel (DP-C6-08)

Internal / External technical Surveys (DP-C8-01/02)

Monitoring operation, recording operational data (DP-C8-03)

NOX Technical Files updated

Critical Equipment (DP-C8-04)

Control of Measuring Devices (DP-C8-08)

Control of Defects (DP-C9-01)

Reporting Occurrences (DP-C9-02)

15 PPM Alarm Arrangement
Does the 15 ppm alarm function properly, including automatic stopping devices, alarm, and
gauges? Is an up-to-date effective calibration certificate kept onboard? (Applies to
MEPC.107(49) equipment.)

Sewage Treatment Plant
Is the sewage treatment plant in good working order?
Is an approved discharge rate table kept onboard in the case where untreated sewage that
has been stored in holding tanks is discharged?

Weekly safety checks carried out?

Additional Remarks

Remark

Description

Time end.

Ratings

Time Start

Safety at Work - who is repsonsible in first instance?

First of all, each employee is himself responsible for his own safety at work.
Everybody should look after his colleagues.

Who is who?
-Safety Officer
-Ship Security Officer
-Designated Management Representative
-Designated Person Ashore (How to contact the DPA?)
-Company Security Officer

Where to find QSE?

Availability Function Descriptions and Familiarisation

Complaint procedure

Who is responsible for providing personal protective equipment?
Company; Head of Department to ensure PPE is available; everybody to care for PPE.

Participation in Toolbox Meetings
Knowledge aout Work Permits

Additional Remarks

Remark

Description

Ship Security

Knowledge about Security Levels
1: Normal Operation
2: Heightened Risk of a Security Incident
3: Imminent danger/ direct threat

Measures at different Security Levels:
1: Normal measures in place at all times
2: Increased security measures
3: Measures in direct response to the threat only.

Gangway watchmen:
Access control (physical search of persons)

Access control: locking of Restricted Areas

Conflict Safety - Security

Additional Remarks

Remark

Description

Time End

Catering Dept.

Time Start

Cleanliness of Galley and Pantires

Knowledge about food grinder
(where does the grinded foodwaste go to)

Garbage Management in Galley

Staff hygiene

Food Hygiene (DP-C2-08)
including warm keeping of meals, swedish table prohibition
"Best Before"-Dates/ "Use By"-Dates

Food receipt/ -storage
(Food Hygiene (DP-C2-08))

Food processing

Condition of food stores, including cooling temperatures and locked-in-alarm

Pest control

First actions upon detecting a fire in the galley

Additional Remarks

Remark

Description

Time End

Master

Start time
QSE System

Electronic QSE System is up-to-date and in working condition

General Setup is clear?
Part A/B/C/D/E
System Forms Numbering in line with DP's

Management Commitment
(Develop and improve QSE System)

Term "Customer Focus"

Main points of the company's QSE policy
-provide for safe working environment
-establish safeguards against all identified risks
-continuously imrpove safety management skills

Quality Planning

Master's Overriding Authority
"In the case of serious danger for ship safety and the maritime environment overriding authority is vested in the master and he is encouraged to disregard all rules and regulations whcih in his discretion are unsuitable to avert such danger"

Procedures

Hardcopy QSE Manuals are up-to-date (DP-C1-02)

Control of other documents (DP-C1-03)
(i.e.Displays dated and signed?)

Handling of Circulars (DP-C1-04)

Control of Records (DP-C1-05)

Safety at Work
-general (DP-C2-01)
-safety committee (DP-C2-02)
-Work Permits (DP-C2-01/04/05)

Life- and Rescue Boat Safety (DP-C2-06)

Food hygiene (DP-C2-08)
Log book entries catering department?

Communication with company/ charterers/ agents (DP-C3-01/02)

Procedures about cargo operations/ cargo care/ care of hatch covers
(DP-C3-03 to 07)

Watch Keeping (DP-C4-01)

Voyage Planning (DP-C4-02)

Preparing for Arrival and for Departure (DP-C4-03)

Anchoring (DP-C4-06)

EDP Equipment (DP-C4-09)

Navigation in restricted waters/ heavy weather (DP-C4-10/11)

Internal Requisitioning (DP-C5-01)

Receiving inspection (DP-C5-03)

Storage (DP-C5-04)

Working language (DP-C6-01)

Complaint handling (DP-C6-03)

Familiarisation (DP-C6-04)

Working and Resting Times (DP-C6-05)

Change of Command (DP-C6-07)

Appraisal of personnel (DP-C6-08)

Drug and Alcohol abuse (DP-C6-09)

Monitoring Operation, recording operational data (DP-C8-03)

Environmental protection (DP-C8-06)

Control of defects (DP-C9-01)

Reporting Occurrences (DP-C9-02)

Internal Audits (DP-C9-03)

Management Review (DP-C9-04)

Additional Remarks

Remark

Description

Security

Approved SSP available?

Complete Continuous Synopsis Record file available?

Objectives of the ISPS Code
-establishment of an international framewirk against security threats affecting ships or port facilities
-ensuring early and efficient collection and exchange of security related information
-ensuring adequate and proportional maritime security measures are in place

Principles:
Only authorised persons and objects come on board. Ship and special areas are continuously monitored. Everybody is attentive and aware.

Security Levels:
which ones?
WHo sets the security level for the ship?

Master's ultimate responsibility for the ship
(Safety - Security conflict)

Ship Security Officer appointed by the company?

CSO for this vessel declared?

SSO fully conversant with the SSP?

Confidentiality of SSP/ SSA?
In which cases may PSC Officers access parts of the SSP (clear grounds)

Cooperation with PFSO's?

Circumstances under which a DoS has to be prepared?

Access control

Latest SSA-review availale?

A SSA-Review has been carried out in course of this audit.

Latest SSP-Review available?

Additional Remarks

Remark

Description

Certificates/ Documents

Last internal Audits
complete records available

Date of last internal Audits

NC's have been properly followed up

Last external Audits

Date of last external Audits

Audit type

NC's have been properly followed up

Last PSC

All deficiencies have been properly followed up/ are in process of being properly followed up

End Time
Maritime Labour Convention

Maritime Labour Certificate

MLC Expiry Date:

Copies of recent MLC inspection by Flag or RO available on board?

DMLC I & II available on board

Evidence of Financial Security (Reg 2.5 Para 2) & (Reg 4.2)

Valid Training & competency available to all seafarers?

Documentary evidence is available to indicate that the private seafarer recruitment and placement service (SRPS) or agency contracted by the operator to engage the crew members is operated in accordance with MLC 2006

Manning of the vessel in accordance with the Minimum Safe Manning Document?

All seafarers have valid Medical Certification, and valid for a period not exceeding the flag state requirement of 2 years, whichever is the shortest. English language and format acceptable to flag state or STCW. Provide details of hearing, sight & colour vision(not exceeding flag state requirement or 6 years

Seafarers' Employment Agreements (SEA) must be signed by both seafarer and shipowner or his authorised representative. Copies of SEA & CBA must be available on board. English translation if necessary. SEA must contain items required by MLC 2006 REg 2.1, Standard A2.1.4

Wages are paid as per SEA & CBA. Individual monthly statement are provided to the seafarer. Home allotment are provided to all seafarers

Table of shipboard working arrangements for all positions posted

Accurate records of hours of work and rest are available for all seafarers and are signed by master and the seafarer. Compensatory rest for call outs during normal rest periods is considered

Muster and LSA/FFA drills are held at times to minimise disturbance to rest periods and not induce fatigue

Leave & Repatriation - are seafarers repatriated after maximum of 12 months or as stated in SEA

Are seafarers granted shore leave whenever possible?

Records of Master's inspections of the vessel's accomodation are maintained and available. Spaces are clean and in good state of repair. Cabins have hot & cold running water. Beddings are clean & hygienic. heating & ventilation are adequate & well maintained. Laundry facilities are in good working order. Recreational facilities are in good working order.

Food & Catering - is the galley clean, hygienic? Spaces for the storage of food are clean & hygienic. Temperature for freezers & refrigerators are appropriate. Foods are in good quality & quantity for the voyage & caters for different religious beliefs among the crew.Drinking water is of good quality & quantity. Cooks and catering staff are adequately trained

Medical Care - health protection & medical care are available & free of charge to the seafarer? Seafarer have right to visit doctor or dentist without delay in ports of call. Ship's hospital is clean & hygienic, not used as cabin or storage. Medical equipment, supply & publications as per flag state requirement. Medical log and visit reports are up to date

Complaint Procedure accessible to seafarer? Are complaint handled in timely, fair & effective manner? Are contact details available for the flag state and competent authority for their country of residence?

Copy of Financial Security posted in conspicuous place on board where it is available to seafarers

Please note that this checklist is a hypothetical example and provides basic information only. It is not intended to take the place of, among other things, workplace, health and safety advice; medical advice, diagnosis, or treatment; or other applicable laws. You should also seek your own professional advice to determine if the use of such checklist is permissible in your workplace or jurisdiction.