Title Page

  • Document No.

  • Audit Title

  • Client / Site

  • Conducted on

  • Prepared by

  • Location
  • Personnel

1. General

  • Company Policy, Drug & Alcohol policy and instructions are properly displayed and records maintained for all personnel on board?

  • SMS manuals are available as indicated in the distribution list?<br>Updated hard copy of BDPM, ERPM, ECP, SOPEP/ SMPEP and CHM in relevant locations and acknowledged by relevant personnel?

  • Current revision is available on board and on the ship's network?

  • Are all on board familiarized with the company SMS and updates & Revisions?

  • Emergency Organization/ ERS/ National operational contact details available?

  • DPA/ CSO contact numbers available?

  • Internal audits conducted on time and all observations/ NC's rectified and records available?<br><br>Date of last Internal Audit:

  • External Audits conducted on time and all the observations/ NC's rectified and records available?<br>Date of last External Audit:

  • Last PSC Inspection report available and have all the deficiencies been reported as Non Conformities and rectified?

  • Tests and Drills Register: Last 2 Dates<br>a. Abandon ship drill<br>b. Fire Drill<br>c. Shipboard Oil Pollution Emergency Drill<br>d. Rescue Boat/ Lifeboat lowered in water and maneuvered<br>e. Emergency Steering Drill<br>f. Man Overboard Drill<br>g. Rescue from enclosed spaces Drill<br>h. ISPS Drill

  • Company KPI for the present year available on board?

  • Customer Complaints, if any are reported and adequately addressed?

2. Documentation

  • Are Ship's certificates arranged and filed in accordance with SMM 7 App2?

  • Are Ship's certificates valid & Current?

  • List the certificates expiring in the next 3 months:<br>

  • List of publications is maintained and latest publications available on board?

  • Conventions, IMO publications, rules & regulations and technical guidance books, as listed in the SMS manuals are available?

  • nautical Publications, code of signals, etc. as listed in the SMS manual are available?

  • Technical Manuals and drawings, user manuals available?

  • Manuals , documents and instructions required by compulsory requirements or by the Company as listed in the SMS manuals are available. Class approved manuals (as applicable): Loading & Stability, Damage Stability, SOPEP/ SMPEP, ODME, IGS and P&A Manual.

  • SOLAS Training manuals available in the mess rooms and are specific to the equipment on board?

  • Following Familiarizations carried out for personnel and records available?<br>a. Prior to sailing familiarization<br>b. Knowledge and operation of safety equipment (Within 14 days of joining)<br>c. Familiarization with Bridge Equipment (Prior taking over 1st Bridge Watch)<br>d. Engine Room Familiarization (Prior taking over 1st Watch)<br>e. Familiarization with Cargo Systems

  • Following permits are used correctly and records available?<br>a. Hot work (Including Company correspondence/ Permissions/ RA's)<br>b. Enclosed Space entry (For Cargo, Ballast, Fuel Tanks, Cofferdams, Void spaces & Other spaces as applicable)<br>c. Working Aloft/ Outboard<br>d. Cold Work<br>e. Electrical Isolation<br>f. Work on High Voltage Systems (If Applicable)

  • Quarterly Health & Safety Inspection checklists completed and records available?

  • Master's Review and follow up available?<br>Date of last review:

  • Filing key is updated and all files arranged accordingly?

  • ESP File and attachments are in order?

  • Latest Class Status Report available on board?

  • Master's Handing over reports available?

3. Personnel Management

  • Crew list verified to be in compliance with the Safe Manning Certificate?

  • Certificate for all Officers & Crew are in compliance with STCW and the Flag State requirements including DC Endorsements (Management/ Operational/ Support)?

  • Watch Arrangements are displayed at common locations?

  • Rest Hour requirements are maintained and they are in compliance with the requirements?

  • D&A Tests are conducted every month and records available?

  • External D&A Tests are conducted and records available?

  • D&A Policy is displayed at common location and signed copy available for all crew members?

  • Contract of employment for all personnel available for inspection?

  • Medical Reports for all personnel available on board?

  • Complaint handling procedures are known to all and a copy of the form has been provided to each crew member?

  • Seagull CBT training records available for all personnel on board?

4. Navigation, Bridge Procedures & Communications

  • Deck Log books are completed after each watch with relevant information (Including fire rounds etc.)

  • Master's standing orders in place and acknowledged by all?

  • Maneuvering characteristics posted on the bridge?

  • Compass error log book maintained correctly & errors being checked every watch?

  • GMDSS Radio log book is completed and up to date (Including Daily, Weekly & Monthly tests)?

  • Details of Officer responsible for handling communications in an emergency updated?

  • Main transmitting aerials are grounded, when engaged in cargo/ bunkering/ tank cleaning/ venting operations?

  • AIS/ VHF operating on appropriate power?

  • Emergency batteries are in good condition?

  • Charts & Publications are corrected & up to date (Including ENC, ADP & e-NP)?

  • System in place to monitor navigational warnings and T&P corrections?

  • ECDIS operational & familiarization routines in order?

  • Position plotting frequency in accordance with BDPM 6.6?

  • Records of Echo Sounder usage available?

  • Pre Arrival/ Departure checks completed & logged down correctly?

  • Bridge Manning Level being followed in accordance with BDPM 6.1.1 Attachment A and highlighted on the charts?

  • Berth to Berth passage plan available and following points correctly marked on the charts/ ENC's?<br>Parallel indexing<br>Chart Changes<br>Method & Frequency of position fixing<br>Prominent navigation and radar marks<br>No-Go Areas <br>Landfall targets & Lights<br>Clearing lines & Bearings<br>Transit, heading & leading lines<br>Tides & Currents<br>Safe Speed& necessary speed changes<br>Changes of machinery status<br>UKC<br>Use of Echo Sounder<br>Traffic Density & Cross Traffic<br>Anchor Clearances<br>Contingency Plans<br>Abort Positions<br>VTS & Reporting Points

  • Officers are aware of the procedures for VDR in the event of an accident?

  • Records of Master's Navigational audits are available?

  • All relevant checklists (daily, weekly etc.) are used and records available?

  • Master Pilot information exchange checklists are used and filed accordingly?

  • Contingency Plans available on the Bridge?

  • Records of service and maintenance of Bridge/ Communication equipment are available (Including PMS)?

  • Handing Over Reports for Junior Officers are available?

5. Safety Management

  • Monthly SEP meetings are held in accordance with the SMS and records available including crew participation?

  • A meeting is conducted by the auditor during the audit?

  • Is the Master aware of his overriding authority as per the ISM Code?

  • Drills & Trainings are being carried out regularly in accordance with ECP 7 App2 and records available?

  • Lowering of lifeboats/ Rescue boats is in accordance with the requirements and records available?

  • Fire detection and alarm system in good working order?

  • Fixed Fire Fighting systems in good working order and records of periodic tests available?

  • Portable fire extinguishers maintained correctly and records available?

  • EEBD's in order, maintained accordingly and records available for periodic testing?

  • Maintenance records of LSA & FFA are available and in order?

  • Muster Lists/ Emergency instructions are updated including substitutes of key personnel?

  • Test results for foam samples in place (Including the portable cans in E/R)?

  • SCBA compressor air quality tests conducted according to the requirements and records available?

  • Smoking regulations are being observed?

  • Is PPE on board adequate & used correctly?

  • Environmental targets and programs monitored and reviewed?

  • Environmental equipment operational and maintained as per EMM?

  • Is C/E aware (Environmental Officer) aware of his duties in accordance with EMM?

  • SMART Reports are issued for accidents. Near Misses, Non Conformance and breakdowns that have occurred?

  • Follow up of reports and adequate close out available?

  • Risk Assessments are performed as required by the SMS and is the structured Risk Assessment methodology used to identify potential hazards?

  • Is DPA known to the Master & Key Personnel?

  • Is the role of DPA known to all personnel?

  • Are Officers familiar with the operation of emergency equipment?

  • List of critical Equipment (Identified) is maintained?

  • Risk Assessments are conducted prior shutting down "Critical Systems" and records available?

  • Adequate critical spares are maintained on board for critical equipment?

6. Cargo Operations & CCR

  • Cargo/ Ballast plan has been prepared for current operations in accordance with the ship specific CHM, approved by the Master and agreed between Ship and Shore?

  • Are static electricity precautions highlighted in the plan (For vessels without IG)?

  • Is the plan understood by all the Officers?

  • Stress and Stability calculations are performed before & during operations?

  • Emergency Procedure agreed with the Shore and all responsible personnel aware of the same?

  • Suitable pipeline diagrams and pump performance data are available in the CCR?

  • Cargo Compatibility chart is available in the CCR?

  • Tank Cleaning plans established & records available?

  • Ship- Shore checklists completed including repetitive checks?

  • The Cargo Oil Records Book Part II (Oil Tankers), Cargo record Book (Chemical Tankers) is complete and up to date?

  • Products hazards (MSDS) and the first aid instructions are posted in the crew accommodation?

  • Antidotes are available on board for specific cargoes (Chemical Tankers Only)?

  • Pre Operation checklists (Including COW) are used and records available?

  • Ballast Water Exchange carried out in accordance with the requirements and records available?

  • Records are available for the testing of:<br>Pump Control, alarms and trips<br>P/V valves, Mast Riser, IG Non-Return valve, Deck Seal<br>Cargo Piping<br>Inert Gas system alarms, trips, calibration of fixed O2 analyzer<br>VECS system, calibration is sensors<br>Fixed gas detection system<br>Fixed and portable tank gauging system<br>Tank temperature and pressure sensors, where applicable<br>Portable cargo/ tank cleaning hoses<br>High Level alarms<br>Pump room Bilge High Level alarm

  • Maintenance routines for cargo equipment are adhered to and records available?

  • Are alarm settings of the pressure sensors in accordance with the requirements and personnel aware of the same?

  • Safety & Protective equipment as required by IBC code available and maintained properly?

  • Records available for periodic testing of the above safety equipment?

  • Records available for the continuity tests of the cargo hoses and portable tank cleaning hoses?

  • Manifold gauges and thermometers are in use and records available for routine calibrations?

  • Records available for calibration of O2 sensors for the Vapor return line?

  • VOCM Plan available and records maintained? (If applicable)

  • ODMCS operational and records of tests available?

  • Crane Operation permits are being used and records available?

  • Garbage record book up to date and all entries are made correctly?

7. Deck & accommodation

  • Are lifeboats including their equipment & launching mechanism in good working order? (Davis, limit switches, falls, sheaves, winches & brakes)

  • Lifeboat/ life raft operating instructions displayed properly & under the emergency lights?

  • Embarkation ladders in good condition?

  • Lifeboat air support system in good order & test records available?

  • Life rafts in order and HRU's connected correctly?

  • Life buoys/ ropes & lights in order? (Including Ex lights on deck)

  • Life jackets & immersion suits in order and service records available?

  • Fire flaps & accommodation ventilation emergency stops clearly marked and operational?

  • Fire mans outfits in good order & maintained accordingly?

  • Breathing apparatus are ready for immediate use?

  • A life buoy with SI light and is available at the gangway along with a line kept separately?

  • IMO Safety precautions are displayed and in good condition?

  • Fixed CO2/ Foam fighting system for Deck/ Pump room/ Engine Room are ready for use?

  • Operating instructions are posted next to the fixed fire fighting systems?

  • Vent trunk fire flaps and funnel dampers are clearly marked and operational?

  • No cargo leakage visible on deck?

  • Spill containers and gratings are fitted under cargo manifolds?

  • Anti pollution scupper plugs are in use and scuppers are effectively plugged?

  • Unused cargo line manifolds are blanked & fully bolted?

  • Cargo/ Ballast pump room bilge high level alarm is working?

  • P/V valves appear in good condition? (Check Flame screens)

  • P/V breaker has the adequate amount of liquid? (Level should be clearly visible).

  • Mast riser flame screens in good condition, and mast riser drain is clear?

  • Exposed decks are free from garbage, oil/ oily material, toxic material?

  • Means are readily available to to deal with small oil spills?

  • Garbage stored as per garbage management plan?

  • Paint locker stowage in order & sprinkler system operational?

  • Visual inspection of the following items is satisfactory?<br>Fuels and ballast tank vent heads.<br>Hand rails<br>Hull markings<br>Forepeak store & chain lockers.<br>Weather tight and watertight openings<br>Safety walkways

  • Electric and gas welding equipment are in good condition?

  • Acetylene and oxygen bottles are stowed in separate compartments?

  • Equipment in hazardous area is free from damage and bonding cables are in place?

Pump Rooms

  • Clean & tidy, free of any visible traces of cargo, oily rags and debris?

  • Warning notices posted?

  • Entry policy displayed and entry permits being used?

  • EEBD, Stretcher, Ear protection available?

  • Bilge alarms checked and emergency bilge pumping arrangements in order?

  • FFA available and operational, including lights interlock, fire dampers, visual and audible alarms.

  • Guard railings, gratings, chains, and pump shaft guards in place?

Lifting/ Hoisting Equpment

  • Is Safe Working Load (SWL) clearly marked on all lifting Equipment?

  • Are maintenance records up to date? (Register of lifting appliances, PMS)

  • Working aloft and loose lifting gear regularly inspected and records available (including harness, lifelines, stages, chain blocks, hoists).

  • Marking of loose lifting gear in accordance with SMS?

Mooring and Anchoring Equipment

  • Visible part of mooring ropes/ wires, fire wires, mooring tails, stoppers, mooring shackles, are in good condition? (Ref. BDPM 7.2.2)

  • Records/ Certificates available for all mooring equipment identifying locations?

  • Do winch and windlass brake linings and hinge pins appear in good condition?<br>

  • Have rendering arrangements been set to 60% MBL and crew aware of the same?<br>Last BHC test date: ___________________

  • Visible parts of anchor, chains & stoppers are in good condition?

  • Decks in mooring area are painted with non- skid paint?

Accommodation

  • Hospital/ First Aid kits, stretcher, Resuscitation equipment are maintained properly?

  • No Expired medicines? (Including disposal of expired medicines).

  • Crew accommodation, laundry, stores, public rooms, wash rooms are clean and tidy?

  • Galley:<br>Clean and hygienic<br>No fire hazards<br>Vent uptake mesh cleaned regularly and no oil deposits<br>Securing arrangements are proper<br>FFA for galley operational, including fire blankets<br>No obvious slip/ trip hazards<br>Proper handling and disposal of food waste

  • Fridge rooms (As applicable):<br>Maintained at appropriate temperatures<br>Leakage test records available for refrigerants<br>PPE available and used<br>Drains are clear with no build up of ice<br>Cold surfaces are adequately protected/ shielded?<br>Storage is clean and secured?

Emergency Equipment

  • Following Emergency equipment to be tested:<br>Emergency Generator (Including alternative means of starting)<br>Emergency Fire pump<br>Quick Closing Valves<br>Lifeboat Engines<br>Rescue Boat Engines<br>Reefer Space alarms<br>Hospital alarms

Engine Room & PMS

  • Chief Engineer's standing orders are in place and acknowledged by all?

  • UMS Instructions are clearly posted?

  • The Oil Record Book Part I (Machinery spaces) is completed and up to date?

  • All entries in accordance with MEPC.1/ Circ. 736/ Rev 2?

  • OWS Discharges in accordance with requirements?

  • Sludge handling and records in accordance with requirements?

  • Incinerator operations & recording in accordance with requirements?

  • Checklists are used for routine operations and records available for the same?<br>(Arrival, departure, UMS, Hot Work, Cold Work, EMM etc.)

  • Bunkering operations are carried out according to the plans and records available?

  • Piping diagrams are properly displayed?

  • Checklists are used for bunkering & Internal transfer and records available?

  • Test and calibration records of OWS are available?

  • Annex Vi record book is up to date and all changeovers have been recorded in accordance with the regulations?

  • Ship Specific FO Changeover procedures available and all aware of the same?

  • Enclosed space entry permits are used, correctly completed and records available?

  • Procedures available to deal with emergencies:<br>Blackout<br>E/R flooding recovery<br>Dead Ship Start

  • Electrical isolation permits are being used when required?

  • E0 List and test records are up to date?

  • Systematic testing of fire detectors is recorded?

  • Records of test of batteries is available?

  • Records of test of electrical equipment is available?

  • Register of hazardous material is maintained and up to date?

  • Chemicals are properly stowed in designated chemical lockers that have restricted access, MSDS & PPE available?

  • Is PMS software operational and job lists created each month?

  • Are the spare part inventories updated in the PMS w.r.t. Critical/ Essential spares?

  • Status of overdue jobs?

  • Spot check carried out for verification of completed jobs?

  • Engine Room bilges are clean and free from oil and other materials?<br>Last test of bilge alarm date:____________________

  • Escape routes are clearly marked and EEBD's are located as per plan?

  • Rotating machinery is suitably guarded and warnings posted?

  • Fire compartment boundaries maintained? (Doors not secured in OPEN position)

  • Appropriate PPE available in E/R, workshop, and appropriate PPE worn by crew?

  • Deadweight type and spring loaded sounding caps not permanently secured?

  • Hot surfaces adequately shielded and protected?

  • All overboard valves are effectively sealed and controlled as per the Seal Log?

  • Controls in case of fire in E/R are clearly marked?

  • Equipment in hazardous area is free from damage and bonding cables are in place?

  • Adequate insulation protection provided near switchboards? (Including gloves of correct ratings).

  • E/R ventilators and exhausts marked and operational?

  • Boilers, Fans, and burners in satisfactory condition?

Steering Gear

  • Emergency changeover procedure is displayed?

  • Rudder angle indicator is clearly visible at the emergency steering position?

  • Access is not obscured?

  • Floor is slip proofed?

  • Gyro repeater is synchronized?

  • Two- Way communication is available?

Emergency Generator

  • Starting/ Operating instructions are clearly posted and understood by all?

  • Regularly tested?<br>Last test date:________________________

  • Ventilation dampers are clearly marked?

  • Fuel is maintained at an adequate level?

Security

  • Current Security Level displayed and known to crew?

  • Security arrangements as per security level effectively implemented?

  • Security records, gangway register adequately maintained?

  • Restricted areas marked and maintained according to the SSP?

  • SSAS tested? <br>Last test:____________________

  • Gangways are properly rigged and lighting is sufficient?

  • SSP endorsed for internal audits?

Overall Assessment

  • Are ship's personnel aware of their duties and responsibilities?

  • Are adequate resources available to the Ship's Command?

  • Is the level of maintenance in accordance with company policy and guidelines?

  • No training needs identified during this audit?

  • No improvement areas identified during this audit?

  • No health/ crew welfare issues identified during this audit?

  • Does the vessel's Management and Crew appear sufficiently motivated and conversant with the Company Values?

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