Audit

General documentation

Prior to the start of this inspection ensure that a copy of the crew list, certificate of accommodation, declaration of maritime labor compliance part 1 certificate, declaration of maritime labor compliance part 2 certificate, the most recent inspection carried out by the recognized organization, minimum safe manning certificate, officer and crew certificates and seaman's books, sample seafarer's employment agreement (SEA), collective bargaining agreements (CBAs), last safety committee meeting minutes, last health and sanitation committee meeting minutes, the log book / napa log entries for the Master's weekly public area inspections and safety/Hess inspections results, weekly health and sanitation inspections and results, certification of the crew cooks, certification and training matrix, on board OHS training and familiarization records, shipboard complaint log, position descriptions of Safety Officer and SENVO, sample job hazard analysis and risk assessments, DMLC Part 2 company policy document, are all available to the inspector.

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Is a Maritime Labor Certificate on board?

Is a Declaration of Maritime Labour Compliance Part 1 on board?

Is a Declaration of Maritime Labour Compliance Part 2 on board?

Are two copies of the most recent inspection carried out by the recognized organization on board? One copy should be located with the master and the other be posted in a pubic area accessible by all seafarers.

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Part 1 - Minimum Age - Regulation 1.1
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Is employment of any seafarer under the age of 18 prohibited?

Is the age of seafarers confirmed upon boarding through photo ID?

Does the Human Resources Department contractually require manning agencies and placement services to not hire seafarers over the age of 18?

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Part 2 - Medical Certification - Regulation 1.2
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Are valid medical certificates on board for each seafarer?

Are they issued by an appropriately qualified medical practitioner?

Are they valid for a period not exceeding the Flag State requirements or two years, whichever is the shortest?

Are they in English and in a format acceptable to the Flag State? Certificates issued in accordance with the requirements of stcw shall be accepted.

Do they provide details of hearing, sight, and color where appropriate for the seafarer?

Do they include a statement to say that the seafarer is fit for duty?

Copies of medical certificate and related medical files maintained by the medical center?

Medical certificate expiry dates tracked on board?

No seafarers without valid medical certificate allowed to work on board?

In case of change medical condition is the seafarer's certificate validation reviewed?

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Part 3 - Qualifications of Seafarers - Regulation 1.3
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Are valid training and competency certificates available for all seafarers in accordance with stcw regulations and specific Flag State requirements?

Are records of personal safety training kept on board?

Is the crew management or similar system used to do so?

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Part 4 - Seafarers Employment Agreement - Regulation 2.1
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Is the seafarers' employment agreement (SEA) signed by the seafarer and the shipowner, or his authorized representative?

Does the seafarer have an original copy of the SEA?

Are copies of the SEA and Collective Bargaining Agreements (CBAs) available on board?

Are English translations of the SEA and CBAs available on board?

Does each seafarer has a written or electronic copy of their employment agreement?

Employment agreements presented for review prior to boarding?

Are copies of employment agreements for seafarers onboard available?

Is an articles of agreement presented by the Master to the seafarer upon boarding and signed?

Is a record of employment on board provided by the Master upon disembarkation of the seafarer?

Does the SEA include the items listed in reg 2.1, standard A2.1.4?

Does the SEA include a notice for early termination of not less than 7 days?

Does the SEA include the right to terminate the contract for compensate reasons?

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Part 5 - Use of licensed or certified or regulated private recruitment and placement service - Regulation 1.4
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Is documentary evidence available to indicate that the private seafarer recruitment and placement services (SRPS) or agency contracted by the company to engage the seafarers is operated in accordance with MLC 2006?

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Part 6 - Hours of Work and Rest - Regulation 2.3
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Are the shipboard working arrangements for all seafarers posted in an accessible place or places?

Are accurate records of hours of work and rest available for all seafarers, and signed by the Master/his designee and the seafarers?

Do the maximum work hours not exceed 14 hours in any 24 hour period and weekly not 72 hours?

Are the minimum rest hours at least 10 hours in any 24 hour period and 77 hours in any 7 day period?

Is the daily rest period divided in two periods, one of which is at least 6 hours duration?

Are non compliances tracked and followed up on by the Master?

Are muster and drills held at times to minimize the disturbance to rest periods and not induce fatigue?

Are safety drills and training recorded as work hours?

Is compensatory rest for call outs during normal rest periods considered?

Are records of exemptions from permitted by the Flag State available?

Are arrangements in place to allow for hours of work that may be required in case of an emergency?

Do seafarers have minimum annual leave with pay based on 2.5 days per month of employment?

Are the Flag State's provisions regarding repatriation available on board?

Are all seafarers entitled to repatriation after a maximum 12 month period?

Are all seafarers entitled to repatriation as stated in the SEA?

Are all seafarers entitled to repatriation in case of termination for justified reasons ( by the company or seafarer)?

Are all seafarers entitled to repatriation when they are not able to carry out their duties on board due to injury, illness, etc.?

Are repatriation costs, including tickets, meals, accommodation, luggage and medical expenses covered by the company except in case whee there of serious default of the employment terms by the seafarer?

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Part 7 - Manning Levels for Ship - Regulation 2.7
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Is a valid minimum safe manning document on board issued by the Flag State or recognized organization on their behalf?

Are all manning, training and certification requirements on the safe manning document met?

Are non-compliances properly followed up on by the Master?

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Part 8 - Accommodation - Regulation 3.1
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Is a valid certificate of accommodation on board?

Are general arrangement plans of the vessels accommodation available and up to date?

Are records of the Master's inspection of the vessel accommodations maintained and available?

Are accommodation spaces clean and in good state of repair, and fixtures and fittings in place and in good working condition?

Are mess rooms clean, hygienic and comfortable?

Do cabins have hot and cold running water?

Is bedding clean and hygienic?

Is heating and ventilation, including air-conditioning, where fitted, adequate and well maintained?

Are sanitary facilities accessible, hygienic and working correctly?

Are laundry facilities in good working order?

Is adequate natural and artificial light available?

Are noise and vibrant experienced within the accommodation within limits established by the flag state?

Are recreational facilities appropriate and in good working order, and include TVs, DVDs and recreational equipment including exercise equipment and games?

For ships with keel laying dates after August 20, 2013, are the new MLC construction requirements met?

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Part 9 - On board Recreational Facilities - Regulation 3.1
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Are on board recreational facilities adequate?

For ships with keel laying dates after August 20, 2013, are appropriate recreational facilities as per MLC 2006 Guideline B 3.1.1.11 in place?

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Part 10 - Food and Catering - Regulation 3.2
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Is the galley clean, hygienic and in a good state of repair?

Are spaces used for food storage clean, hygienic and in a good state of repair?

Are temperatures of refrigerators appropriate?

Is food of good quality and quantity and caters for a different religious beliefs among crew?

Is food provided free of charge on board the vessel?

Is drinking water of good quality and the quantity available is appropriate?

Is the crew cook over 18 years of age and holds appropriate qualifications, in accordance with the Flag State's laws and regulations?

Is the crew cook certified as per Flag State Requirements?

Are all other catering staff adequately trained?

Is a good quality of food provided to all seafarers that is of an appropriate nutritious level?

Are periodic inspections of food service preparation areas conducted by the Master or person designated by the Master at least every 7 days?

Is the Master or this person accompanied by at least another crew member?

Are these inspections recorded in the ships log?

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Part 11 - Health, Safety and Accident Prevention Procedures - Regulation 4.3
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Are all applicable occupational health and safety policy, procedures and programmes in place as per the Flag State requirements?

Are the people responsible for implementing OHS policies on board clearly designated and their responsibilities clearly documented?

Are risk assessments carried out and documented?

Are accidents and incidents investigated and reported, and records available?

Are safety committee meetings held regularly and meeting minutes available?

Are all seafarers aware of their OHS responsibilities and these clearly documented?

Is on board training and familiarization carried our and are records available?

Are safe working practices implemented?

Is personal protective equipment readily available and used as appropriate for the task?

Is personal protective equipment in date and are arrangements in place to obtain replacement items when required?

Are appropriate measures in place to address OHS risks associated with fatigue, drug and alcohol use, smoking, asbestos, high and low temperatures, noise and vibration, infections?

Are health and safety inspections and surveillance carried out regularly and documented?

Are OHS risks associated with sub-contractors working on board addressed? Are all sub-contractors subject to documented procedures?

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Part 12 - On Board Medical Care - Regulation 4.1
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Is healh protection and medical care, including essential dental care available, and free of charge to all seafars?

Do seafarers have the right to visit a qualified medical doctor or dentist without delay in ports, where practicable?

Is the ship's hospital clean and hygienic and for medical use only? It is not used as a cabin or storage place?

Are all medical equipment and supplies provided and certified in accordance with the Flag State requirements?

Are all medical publications available on board in accordance with the Flag State requirements?

Is an up to date list of radio contacts where medical advice can be obtained readily available?

Is the medical log and visit reports keep up to date? A standard medical log report form should be used for for both on shore and on board visits. Completed forms are to be kept confidential.

Is as a minimum, cover for medical care, sickness and injury benefit provided?

Are ACEP guidelines met?

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Part 13 - On Board Complaint Procedures -Regulation 5.1.5
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Is there a complaints procedure on board?

Does each seafarer have a copy of this procedure?

Is there a complaints log on board?

Are complaints handled in a timely, fair, and effective manner?

Are contact details available for the Flag State and the competent authority in seafarers country of residence?

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Part 14 - Payment of Wages - Regulation 2.2
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Are wages paid in accordance with the SEA (or CBA if any)?

Is an individual monthly statement of account provided to all seafarers on board, indicating their monthly wage and any authorized deductions, such as allotments?

Do seafarers have the right to make an allotment of all or part of their earnings?

Are the charges for the allotment and exchange rates reasonable and in accordance with the Flag State requirements?

Are there no unauthorized deductions, such as payments for travel to or from the ship?

Are wages being paid at least monthly as statement of earnings provided?

Do seafarers have the ability to receive payments in cash or electronically?

Is the used currency exchange rate not unfavorable to the seafarer?

Master's Signature
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.