The arrival and departure phases of the voyage are often the most critical, with little or no scope for mistakes to be made. The following procedures are to be observed to minimise the risk of incidents occurring:

1. Estimated Time of Arrival/ Departure 
The Master must ensure that all relevant parties are kept fully advised of the ship's ETA/ETD throughout the voyage/ port call.

2. Clearing of Anchors
Prior to arrival in confined waters or at a pilotage position the anchors must be cleared away for use at least one hour before they may be required, if possible.

3. Standby
Prior to arrival in confined waters, the vessel is to be placed on “Standby”. When the vessel is on standby all propulsion and manoeuvring equipment should be confirmed ready for immediate use and the critical areas of the ship are to be manned to a level that is appropriate to the expected conditions.

The vessel may be placed on standby at any time, not just for arrival and departure, should the Master deem this appropriate to the prevailing circumstances.

The Master must liaise with the Chief Engineer in good time to determine the period of notice that is required to be given to allow the Engineering Department to fully prepare their department for “Standby”. The Master must also determine the notice required for all other departments and must ensure that the Officers of the Watch are fully aware of this notice period and understand how they are to give it.

4. Testing of Equipment 
All bridge controls, including engine room telegraphs, telephones, whistles, steering gear etc. are to be tested 1 hour before "Stations" are called prior to getting under way and before entering port.

On the satisfactory completion of these tests an entry to this effect is to be made in the log book. Pre-manoeuvring checks must include the marking up of echo sounder paper, pitch and/or engine recorder paper with the date and correct local time.

Steering gear must be tested prior to departure according to the procedure for Testing Steering Gear below. Testing of steering gear is to be carried out with the duty engineer present in the steering flat to report on the correct performance of the steering gear and to provide a check of the bridge rudder indicators.

Reduction in speed from full speed to the recognised manoeuvring full speed, is to be as gradual as possible, and must be in accordance with the manufacturer’s instructions.

On approaching port, hand steering is be engaged in adequate time to allow for the helmsman to become accustomed to the steering characteristics of the vessel before manoeuvring commences.

Where the design of the steering gear permits, the second steering motor must always be in operation prior to any manoeuvring situation or where additional steering performance is required such as:
• End-of-passage/departure
• Adverse weather
• Ice
• Restricted visibility
• High density traffic

After a period under repair, or in lay-up, it may be prudent to carry out an earlier trial, to allow time for repairs or adjustments to be made, but the pre-sailing test must be carried out in addition to any earlier test that is made.

Emergency steering must be tested at least every three months and after any work has been carried out on the steering gear and an appropriate log entry made.

5. Testing of Steering Gear
The steering gear is to be tested not more than 12 hours before every departure.

The Master and Chief engineer are to establish a system for testing the steering gear after carrying out a full review of the operating manuals for all equipment concerned.

The established procedure for testing steering gear is to include following:
• Testing of communication - primary and back-up.
• Check of compass repeater alignment.
• Test of primary steering through full range of movement: Record times of hard-over to hard-over.
• Test of secondary steering through full range of movement: Record times of hard-over to hard-over.
• Test of primary and secondary control systems.
• Test of systems with both motors operating (if system designed to operate in this mode)
• Verification and synchronisation of bridge and steering gear rudder angle indicators.
• Test of all alarm systems and indicators in wheelhouse and ECR.

After the test, the steering gear is to be kept running until stations are called. If this means that the steering motors may be running for prolonged periods with no rudder movements, the rudder is to be operated to either side at least every 10 minutes.

Clear procedures for changeover from remote steering to local steering control shall be displayed at the steering console on the bridge and at the emergency control position in the steering flat.

6. Mooring and Anchoring Stations
The manning of the mooring decks is to be determined by the master based on the qualifications and experience of the Officers and crew, and as deemed necessary should include a Deck Officer as person in charge.

A mooring station must never be manned by a single person.

On arrival at the mooring station, the person in charge must ensure the following:
• Communications with the bridge are tested
• The bridge is informed that the mooring party is standing-by
• All members of the mooring team are in a fit state to carry out their duties
• All mooring equipment is tested and made ready.  

All communications between the Bridge and the mooring stations are to be “Closed-Loop”. An example of this can be found above. The person communicating must identify their station before every communication.   
If portable VHF radios are used for communication at any time, then the name of the ship must also be given at the start of each communication to avoid any confusion with other vessels that may be working in the vicinity.

7. The Bridge for Arrival and Departure
For arrival and departure the Bridge is to be manned in accordance with the requirements of this section. The Master is to be on the Bridge during this time.

Prior to arrival/departure a briefing is to be held covering relevant points for the planned arrival and departure. This must include, but is not limited to:
• Details of planned manoeuvres
• Relationship between members of the bridge team (duties)
• Dangers to navigation in the vicinity
• Key points where action must be taken
• Communications internally and externally (means, channel etc)

The above is considered the minimum, but the Master should also include any other relevant information which will have a bearing on the safety of the ship during the procedure.

Officers working the telegraphs, the telephones and the portable VHF sets are to repeat the orders received to the person issuing them to ensure the correct orders are being carried out.

In certain circumstances, which might lead to an emergency and in conditions of emergency, it will be necessary to record in the Bridge Movement Book, all orders issued and received - in such event, it will be the responsibility of the Master and the Officer of the Watch to ensure that, as far as the circumstances of the case permit, such entries are made.

In a ship with Bridge control of the Main Engine, the operation of the bridge control equipment must be tested prior to arrival at the manoeuvring point of a voyage. In any ship, the manoeuvrability of the main engine must be tested both ahead and astern before making a final approach to the pilot station. An entry to this effect must be made in the log book and a positive report as such made to the Master.

8. The Engine Room for Arrival and Departure
Procedures for the operation of the Engine Room at all times have been set out separately within the NVOS.

For the purposes of this section, it will suffice to say that the Bridge Team are required to maintain close communications with the Engine Room throughout the arrival or departure routine and in the event of unexpected or unplanned occurrences should, as far as the situation permits, keep the Engine Room abreast of such changes.

9. Pilotage
The positive contribution which pilots make to the safety of navigation in confined waters and port approaches is significant due to their local knowledge, however it must be stressed that the responsibilities of the ship’s Bridge Team do not transfer to the Pilot and the duties of the Master and his Bridge Team remain exactly the same as before the Pilot was embarked.

The Bridge Team must remain 100% alert to the details of the passage plan and not be lulled into a false sense of security as a result of the pilot’s presence.

Attention is drawn to the following extract from IMO Resolution A 285 (VIII):

“Despite the duties and obligations of a Pilot, his presence on board does not relieve the Officer of the Watch from his duties and obligations for safety of the ship. He should co-operate closely with the Pilot and maintain an accurate check on the vessel’s position and movements.

If he is in any doubt as to the Pilot’s actions or intentions, he must seek clarification from the Pilot and if doubt still exists, he is to notify the Master immediately and take whatever action is necessary before the Master arrives.”

i. Pre-Arrival Information
At least 12hours prior to arrival at any port the Master must send an updated Ship to Shore Master/Pilot Exchange (MPX). This may be supplemented by the Pilot Card.

Where the Master has previously sent such information to the pilotage authority in question, he is to confirm with the Pilot Authority that this is still available to them. If not, it must be resent.

Any changes to the previous MPX and Pilot Card must be updated and highlighted.

The Master must also request that the Port Authority send him relevant details of the ships intended pilotage passage. Information requested must include Pilot boarding time, intended route, weather, tidal details and any other relevant or unusual circumstances to be expected. The Master may offer the pilotage authority use of the Shore to Ship Pilot/Master Exchange (PMX) form for this purpose.

ii. Pilot Embarkation/Disembarkation
The current I.M.O. requirements for embarkation and disembarkation of Pilots as listed in the publication “Bridge Procedures Guide” are to be complied with at all times. All Officers must be fully conversant with these requirements.
The “Pilot Embarkation/Disembarkation” form is to be used every time a pilot is embarked or disembarked. In addition the following is to be checked and ensured:-
i. That ETA’s/ETD’s are passed to:
• The Master
• The engine room
• The pilot station

ii. Which side the Pilot will embark/disembark from;

iii. The Engine Room has been advised of the “Standby” time; 

iv. That is has been agreed which deck officer will meet the pilot and bring him to the bridge.

Pilots often board from high-speed pilot launches and the vessel may be underway at speeds of up to 7 or 8 knots. The forward advance of the vessel can be significant during the boarding process and due allowance of this must be made in order to ensure time for the proper briefing of the Pilot.

The Officer of the Watch must not leave the bridge to accompany the pilot to and from the pilot ladder during critical situations such as in high density traffic, poor visibility or restricted manoeuvring. In such a case, another deck officer must be tasked with doing this in order that the bridge team’s performance and efficiency is not in any way disrupted.

iii. Clearing of Anchors
In normal circumstances, both anchors are to be cleared and made ready for use prior to arrival off a port.

iv. The Arrival of the Pilot
After the arrival of the pilot on the bridge, the Pilot must be provided with a copy of the Pilot Information Card immediately, and the Master must also, as a minimum, discuss with him with the following additional information:
• Pilot Information Card,
• Basic details of the vessel,
• Information on the manoeuvring characteristics of the vessel in her current condition,
• Current navigational information such as heading, speed and position, rudder and engine orders, traffic in the vicinity, etc.
• Information on the location of critical equipment such as rudder angle indicators, rpm and pitch indicators, speed log, depth sounder, whistle activation, VHF sets etc.
• The Pilot must be made aware of any specific or unusual manoeuvring characteristics.

It is not sufficient for the Master to be provided with a copy of the Pilot Information Card alone. This must be backed up with a verbal briefing from the Master.

On completion of this briefing, the Master should complete the Master/Pilot Exchange (MPX) form and this is to be signed by both the Master and the Pilot. Should the Pilot refuse to sign the form a note to this effect should be made on the form itself.

The operation of any of the ship’s equipment is to be carried out by the ship’s staff themselves. The Pilot’s role is to provide advice and instruction, they does not have the authority to operate any of the ship’s equipment themselves.

v. Proceeding with the Pilotage
The pilotage must not proceed until both the Pilot and the Bridge Team have been fully briefed and are aware of the current and planned situation. If the Master is not satisfied with the quality of the Master/Pilot Exchange (MPX), the information provided or the abilities of the Pilot, then the vessel must not proceed.

The Pilot has been engaged in a professional function to carry out a highly critical and demanding task. At no point should Pilot hospitality, such as the provision of tea or coffee, interfere in any way with the safe navigation of the vessel.

vi. Monitoring the Pilot
The Master and the Bridge Team must closely monitor the Pilot’s advice at all times. A good Pilot will welcome this monitoring of his actions as a secondary check of his proposed actions.

In the event of the vessel deviating from her intended track while under pilotage, or in the event of the Master or the Officer of the Watch having doubts as to the vessel’s position or intended track, they must immediately alert the Pilot of the situation, and request clarification of his intentions.

If the Master or Officer of the Watch does not receive what he considers to be a satisfactory response from the Pilot, they must immediately take over the direct control of the vessel until they are satisfied that the vessel is back on her intended track or until the vessel is in a safe position.

It may also become necessary for the Master to relieve the Pilot because he is incapacitated (illness, intoxication, etc.). In such a case, the Master must advise the Ship Management Team as soon as practicable. Having relieved the Pilot of his duties, the Master must make a proper entry in the ship’s log. He also shall report this to the proper authorities. The decision to relieve the Pilot must be made in good time to ensure that the safety of the ship is not irrecoverably compromised.

vii. Complaints Against Pilots
Should the Master have a complaint against the performance or behaviour of a pilot, this should be directed to the relevant Pilotage Authority in a brief, formal and courteous manner. A copy of the complaint must also be directed to the Ship Management Team.

In the event of an incident or accident occurring while the Pilot is onboard, under no circumstances is the Master to sign any certificate or other document exonerating or excluding or limiting the liability the Pilot or the Pilotage Authority.

viii. Non-Compulsory Pilotage
Certain costal states recommend pilots to be taken in certain areas. Accordingly the use of pilots in these areas is not compulsory.

Before proceeding to such an area, the Master of the ship is to contact the Ship Management Team and a mutual decision is to be taken on whether or not to take a pilot. Such a decision is to be based upon a documented risk assessment which must take into consideration factors such as the Master’s experience in the particular area, the scale of charts available on board as well as anticipated weather and traffic.

Where there is any doubt whatsoever or there is insufficient time for the risk assessment to be properly carried out, a pilot is to be taken.

It must also be noted that occasionally charterers may offer financial incentives for Masters to take their ships through recommended pilotage areas. Any decision made to take or not to take a pilot must not be influenced by this and the Master is reminded that safety comes before any commercial consideration.

10. Checklists
To minimise the risk of critical actions being overlooked, a checklist is to be completed prior to commencing the arrival or departure. In the event that the checklist has not been completed, or if the requirements of the checklist have not been adequately met, this may result in the Master deciding “Not to Proceed”.

A standard form checklist for both arrival and departure has been produced and is to be used on every vessel, unless express written permission is sought from the Fleet Office to use an alternative. It is the responsibility of the Master to review the contents of the checklist being used and satisfy themselves that it is appropriate to the needs of the ship. The Fleet Office will not grant permission to use no checklist at all.

The following standard checklists have been produced for use:
• Preparation for Departure Checklist
• Preparation for Arrival Checklist

All checklists are to be signed by those required to do so. Copies of completed arrival and departure checklists are to be retained onboard for a period of one year. It is acceptable for checklists to be retained in electronic format, provided it is possible to easily ascertain the specific arrival/departure that the checklist refers to from the name of the file and this has been approved in writing by the ship management team.

A checklist does not replace the general requirement for all crew members to exercise good seamanship and act in such a manner as to ensure the safety of the ship and those aboard her. Simply following a checklist alone will not prevent incidents from occurring, rather the checklist is a means of ensuring that certain critical requirements are not overlooked.

11. Stabilisers
On ships fitted with fin stabilisers, these must be retracted and housed before stations are called. An entry to this effect must be made in the log book. Whenever fin stabilisers are deployed, a visual indication to that effect should be prominently displayed at the main conning station and at any other place deemed appropriate by the Master.  

In certain adverse conditions, additional steps and/or measures must be taken to ensure the safety of the ship and those aboard her. This section lists some of the key requirements of the company but represents a minimum standard, and does not cover all possible adverse scenarios.

Nothing in this section, or indeed this entire system, is to be taken as a substitute for good seamanship or the application of common sense. If the adverse circumstance encountered is not covered by this section, the Master should apply their professional judgement and take such course of action this is, in their reasoned opinion, likely to best protect the ship, the people aboard, the cargo and the marine environment.

1. Navigation in Restricted Visibility
When restricted visibility is encountered or expected, the first responsibility of the OOW is to comply with the relevant parts of the applicable regulations for preventing collisions at sea, with particular regard to the sounding of fog signals, proceeding at a safe speed and having the engines ready for immediate manoeuvre. In addition, he should:
• Inform the Master
• Place the engines on standby
• Post a proper lookout and helmsman and, in congested or coastal waters, revert to hand steering immediately
• Ensure that navigation lights are exhibited
• Operate and use the radars in the most effective manner
• Close water tight doors where applicable
• Obtain visual position if possible prior entering reduced visibility

2. Navigation in Heavy Weather
The Master must regulate the speed of the vessel in heavy weather, as required by good seamanship, in order to avoid the possibility of damage to ship and cargo and to prevent needless expenditure of fuel. Prior to the vessel encountering heavy weather the Master is to, if possible, ensure that the engine room and crew have been warned to expect such conditions. In addition the following is to be checked:-
• Ensure all loose objects and equipment been secured
• Warning/Instruction issued to crew on deck access
• Safety lines been rigged where necessary
• Weather reports monitored and report transmitted as necessary

Where a weather routing service is used, the information provided is to be considered “advice”, and while the Master must take this into consideration when deciding what course of action to take, they are reminded that the responsibility for the safe navigation of the vessel rests with them at all times.

3. Navigation in Ice
Ice is an obstacle to the progress of any vessel, and is dangerous to vessels not specially equipped or constructed for ice navigation.

The most serious danger to a ship in ice is pressure, which may result in damage to the hull or ship's bottom. The risk is greatest in close or concentrated pack ice. The danger is also present close inshore where there may also be a danger from the vessel being beset and drifting into waters dangerous to navigation.

Fog, which is most frequent when the water is partly clear of ice, low cloud ceilings, and the ice itself all add to the difficulties of navigation.

Gyro Compass errors increase significantly in high latitudes and careful monitoring of all compasses is necessary.

Where the appraisal carried out during the passage planning process indicates that the vessels planned track may involve navigation in ice then suitable controls, precautions and preparations must be made well before entering the possible ice area.

When making such preparations reference is to be made to the Mariners Handbook (NP100).
 

1. Preparation for Anchoring
Prior to anchoring the Master must prepare an anchoring plan, which is to be discussed with the officers involved in the procedure.

The Master is to ensure that an Officer is in charge on the forecastle during anchoring, the “Anchoring Officer”. It is essential that all personnel involved have read and understand the maker’s instructions for the operation of the windlass and are aware of the capabilities and limitations the equipment.

An anchor-marking buoy is to be ready on the forecastle for use in marking the anchor position in the event the anchor and cable are lost.
The checklist “N08 Anchoring” is to be used for every anchoring operation.

2. Routine Anchoring
The maximum water depth in which routine anchoring may be carried out is 40 fathoms (73 metres). Anchoring in deeper water is only to be carried out in an emergency situation where the Master considers it acceptable that the windlass may not be capable of recovering the anchor.

Routine anchoring is to be carried out at the Master’s discretion by either:
• A combination of walking out the anchor to a predetermined depth and then controlling the length of chain paid out on letting go by using the windlass brake.
• By walking out the full intended scope of the chain under power.

When preparing to anchor the Master is to brief the Anchoring Officer on the depth of water, the method of anchoring, the amount of chain to be walked out under power and the total scope of cable to be used.

For deep water anchoring this briefing must include details of the timing and staging of walking out the anchor and proposed engine movements.

Prior to anchoring the direction and speed of the current or tidal stream is to be verified. Attempts must not be made to anchor across the current or tidal stream. When all way has been taken off the vessel the vessel’s head should be close to the direction of the stream and the bow should not be swinging excessively.

Before the anchor touches the bottom, the Master is to ensure that the water depth indicated by the echo sounder corresponds to the charted depth in the planned anchor position and that the vessel’s speed over the ground has been reduced to an acceptable minimum.

When the vessel is brought up, the chain compressor bar or tongue is to be properly engaged across and bearing on the cable and the device for securing the bar or tongue inserted in its closed position. The windlass is then to be left out of gear with the brake firmly secured as a back-up to the chain compressor.

3. Retrieving and Securing Anchor
When heaving in the anchor, an inspection should be made as the cable is brought in to check for any deformities of the links, swivels and the anchor itself. This is particularly important after a period at anchor during adverse weather conditions. Should any deformity be noted, the ship management team are to be advised at the earliest opportunity.

On sailing, anchors are to be heaved home and properly secured before proceeding into deep water. The following procedure applies:
• Heave anchor fully home and apply brake;
• Fit and tension the anchor lashing to ensure that the anchor is held securely in the hawse pipe during the voyage.
• Engage and secure the chain compressor bar or tongue across the chain, if possible, as a backup during the voyage. If the bar or tongue does not engage properly on the chain, then it is to be lowered across the chain as far as possible and lashed down in this position in such a manner that, if the cable does slip, the bar or tongue will fall into place across the chain;
• Take the windlass out of gear;
• Seal the spurling pipe and close the hawse pipe.

4. Checking Anchors at Sea
During sea passages a thorough inspection of the anchor stowage and securing arrangements is to be carried out daily. During heavy weather this inspection is to be carried out as frequently as the Master considers it necessary, prudent and safe.

5. Anchor Bearings
After coming to anchor the ship's position must be carefully established and checked by at least one alternative method.

The particulars are to be entered in the Deck Log Book. Frequent position checks are to be made throughout the period at anchor.

6. Anchor Watches
An anchor watch is always to be kept when the ship is at anchor. Machinery and personnel must be kept in a sufficient state of readiness to deal with conditions which may arise. The Master is to inform the Chief Engineer of the degree of readiness required for main engines, steering gear and deck machinery.

The strength of the watch must at all times be adequate for the prevailing conditions, bearing in mind the need for preservation of the ship's safety and security.

The approach of passing traffic is to be closely monitored when at anchor. Should risk of collision be deemed to exist, or if doubt arises as to any vessel's intentions, immediate contact must be established with the other vessel by means of whistle, signal lamp or VHF.

The Officer of the Watch is to:
• Ensure that the vessel exhibits the appropriate lights and shapes and that in restricted visibility the appropriate sound signals are made
• Ensure that an efficient and proper lookout is maintained at all times
• Ensure that the state of readiness of the main engines and other machinery is in accordance with the Master's instructions
• Determine and plot the ship's position on the appropriate chart as soon as practicable, and at sufficiently frequent intervals check this position by taking bearings of fixed navigational marks and/or marks monitored by automatic radar plotting aids or readily identifiable shore objects
• Observe weather, tidal and sea conditions
• Notify the Master if the vessel drags its anchor and undertake all necessary remedial measures; Notify the Master if visibility deteriorates
• Ensure that an inspection of the vessel is made periodically
• Maintain such security precautions as laid down in the Master's standing orders

7. Anchoring in Adverse Weather Conditions
All anchoring operations must be planned by the Master using thei best judgement while taking into account the prevailing and forecast weather conditions.

Weather forecasts should be used to their maximum advantage in order to make an assessment of the likely weather conditions on arrival at the anchorage and during the vessel’s stay at anchor. In addition to the weather forecasts, the Master and the bridge team are to discuss the anchoring position, holding ground, depth of water, expected height of swell, draft of the vessel and traffic situation, including the number of vessels at anchor and their proximity to own vessel. The discussion should not be limited to the foregoing and other issues such as contingency, specific port requirements, pilot book advice etc, must also be considered.

Where in the judgement of the Master it is deemed necessary to remain at anchor in adverse weather a risk assessment should be carried out. This risk assessment will assist in making a decision whether to remain at anchor or proceed to sea.

Whilst at anchor, the ship’s position, weather and sea conditions are to be monitored closely by the OOW. Regular checks should be carried out, if safe to do so, to examine the weight, direction and any movement of the cable. Weights suddenly coming off the cable and gradually coming back on is usually a sign of dragging the anchor. It should also be noted that if the chain appears to be up and down during adverse weather, there is a strong possibility that the anchor may have been lost.

8. Maintenance of Main Engine while at Anchor
Unless the work required to be carried out is deemed essential, the vessel should not be immobilised while at anchor.

Given the serious consequences of a failure of the anchor to hold while the vessel is immobilised, should the Chief Engineer consider that essential work needs to be carried out, the following detailed procedure is to be followed before the work commences:
• The Chief Engineer must discuss the work, its scope and the reason it is essential with the Master.
• The Master is to check if the port authorities in question permit a vessel to be immobilised at anchor in their port.
• If the port authorities will permit the work to go ahead, the Master and Chief Engineer are to prepare a risk assessment taking into account:
     o The availability of both anchors
     o The nature of the seabed and its suitability for anchoring
     o Whether the anchorage is sheltered or subject to weather
     o The weather forecasts
     o The risk that the work will not be completed as planned, and the consequences of this happening
• If, in the opinion of the Master and Chief Engineer, the risk assessment shows that it is safe to carry out the planned work, the Master is to submit the assessment to the Ship Management Team and seek their approval.
• The Ship Management Team will discuss the risk assessment, also with the ship if necessary, and if they are satisfied that it is safe to carry out the work they will seek the written approval of the Fleet Manager for the ship to proceed.

Approval will only be given in exceptional circumstances where the work is essential to the safe operation of the ship. Approval will not be granted for planned maintenance.  

Navigational charts and publications are essential to the safe navigation of the vessel and their proper maintenance is a critical function. The ultimate responsibility for this rests with the Master. The Master may delegate responsibility for the execution of the tasks described below to another Deck Officer, but he must provide sufficient oversight to ensure that safety of navigation is being maintained at all times.

1. Delegation
The Master is at all times responsible for the safe navigation of the vessel and the proper maintenance of all navigational systems and aids. Responsibility for the correct maintenance of charts and publications may be delegated to another Deck Officer, however this does not relieve the Master of his overriding responsibility.

2. Charts
a. Paper Charts Where a vessel is required to carry paper charts, either by virtue of not being ECDIS compliant or because a coastal state to which she trades requires the carriage of paper charts, the Master is to ensure that such charts are carried as are required to meet the needs of the trade on which she is routinely engaged.

All paper charts onboard, unless part of a “passive” folio (see below) are to be maintained in a fully up-to-date state.

i. Updating Paper Charts The Fleet Office will forward to each vessel British Admiralty, New Zealand and Australian Notices to Mariners on a regular basis. If these notices are not being received on a regular basis, then the Master is to inform the Ship Management Team urgently.

All vessels carrying paper charts are required to carry the publication NP294 How to keep your Admiralty Charts Up-to-Date”, and the requirements in this document for keeping charts corrected are to be followed at all times for all charts carried.

Chart correcting equipment as required by this publication is to be carried onboard.

Prior to making any correction, it is important to check that the previous correction has been carried out. If it has not, then it must be applied before entering the new correction.

Some vessels may receive corrections by electronic means, but in any case it is critical that the Officer applying the correction understands how the correction is to be applied.

Copies of Notices to Mariners are to be retained onboard for a period of one year. It is acceptable to carry these in electronic form, provided it is clear from the title of the file which edition of the Notices the file applies to and provided that all editions are filed in the same location.

Before the end of each month form N10 – Chart Correction Record is to be completed by the Officer who has carried out the corrections and passed the Master for his confirmation.

Temporary and Preliminary notices to mariners are shown by a (T) or (P) after the notice number. These are intended to provide warning of temporary changes/ hazards or to give advance notice of new developments such as harbour works. The information contained is to be inserted onto the working charts in pencil. Note however that they are to be erased when the notice expires.
Should the trade change, the Master is to notify the Ship Management Team in good time of the charts which are required to safely carry out the new trade.

If a vessel does not have the charts onboard to safely navigate a particular area, the Master should make a decision “Not to Proceed” as described in this system.

Normally only British Admiralty, New Zealand and Australian charts will be used.

Charts are to be arranged in strict folios and indexed accordingly. Where the vessel has a worldwide set of paper charts, they are to be arranged into geographical folios. Where only limited charts are carried they are to be arranged in this manner insofar as is practical.

Each paper chart is to be marked with the folio and consecutive number.

Chart supply will be arranged on a vessel-by-vessel basis by the ship management team, however charts will always be sourced from reputable suppliers. For vessels on a regular trade, an automatic supply agreement for the provision of new editions of charts may be entered into. It is important that the Master is aware of the agreement, if any, that has been entered into for his vessel and in the case of doubt they should contact the ship management team for clarification.

In the case of a long term change to the trading pattern of the vessel, certain chart folios may be placed into a “Passive” state. This is only to occur with the written approval of the Ship Management Team, and a copy of such approval is to be kept in each “passive” folio itself.

“Passive” folios are to be clearly marked “Passive” and are to either be removed from the Bridge entirely or placed in a drawer clearly marked “Passive Folios”. The NTM’s for charts in the Passive folios are to be maintained with the folio for inclusion when the folio is reactivated.

In making a request to make a folio “Passive”, the Master should consider the period of time the folio is likely to remain in that state and the amount of work that will be required on reactivation.


b. Electronic Charts
Where the vessel is equipped to be an ECDIS-only vessel, and this has been communicated to the vessel by the Ship Management Team, she may carry only electronic charts.

Only approved vector ENCs are to be used with the ECDIS system, unless paper charts are being used as the primary means of navigation.

Irrespective of the trading patterns of the vessel, the base files for all ENCs available globally are to be installed and maintained in the ECDIS. This means that if the supplier provides update discs or files split by area, all the files are to be installed, even if the vessel only trades in one particular region. This ensures that if the vessel changes trading route, a full supply of global ENCs are available for use simply through the installation of a licence key.

An index of those ENCs for which licence keys are held is to be maintained on the Bridge, along with the date each licence expires. The Master is to ensure that the Ship Management Team are notified in good time of the impending expiry of any licence key which is required on an ongoing basis to ensure uninterrupted ECDIS coverage.

The exception to the above is where a vessel is enrolled in a “Pay as You Sail” type licencing scheme. In this case no action will be required. If the vessel is so enrolled the Master will be informed by the Ship Management Team.

In a situation where no official vector ENC is available for a given area, paper charts are to be carried and used as the primary means of navigation.

The Master must ensure he is aware of those coastal states which require the carriage of paper charts, either as a backup or as a primary means of navigation, and must ensure the ship is appropriately equipped before proceeding.

i. Updating ECDIS ENCs
ECDIS update files may be received from the Fleet Office or directly from an authorised supplier. They may be received by mail, email, CD, DVD, USB Stick or by other means. Therefore it is important that all Deck Officers understand how these will be received and how to install them. In the event of any doubt, the Master should contact the Ship Management Team for clarification.

Most ECDIS suppliers split updates into two parts: base files and corrections. Base files are issued periodically and contain updated versions of every ENC (chart) in the world. Corrections are issued more regularly and contain specific corrections to those ENCs. Base files are therefore much larger than corrections.

Each correction file contains all of the corrections to the ENC since the last base file was issued. This means that it is only necessary to keep copies of the most recent base files and the most recent correction files onboard. All other files should be discarded as there is no value whatsoever in keeping them.

If corrections are received by physical means (disc, USB stick) then the most recent base file and correction file are to be retained in a dedicated pocket next to the ECDIS or above the chart table.

If corrections are received by electronic means, the most recent files should be saved to a dedicated folder on either the Masters or the Bridge computer.

A record of those ECDIS updates which have been installed is to be maintained at all times ready to be shown to the relevant authorities on inspection, unless the ECDIS unit in question can easily show the date the last update was installed. All Deck Officers must know how to operate the update function of the ECDIS and how to show an inspector the date of the last update or where the record of updates is kept.

Update files, when received, are to be installed as soon as possible, but should not be installed while critical navigational is underway. Only one ECDIS should be updated at any one time to ensure that in the case of error at least one unit remains operational.

Before the end of each month form N10 – Chart Correction Record is to be completed by the Officer who has carried out the corrections and passed the Master for his confirmation.

c. Paper Charts in the USA
USCG Regulations require that vessels entering US waters have onboard adequate charts of a large enough scale and have sufficient detail to navigate the area safely.

The USCG will, in most circumstances, accept the appropriate British Admiralty chart. However where the Master is in doubt as to whether the largest scale British Admiralty chart is onboard, the Master is to liaise with the agent to ensure that the appropriate chart is supplied on arrival with the pilot. Where time allows the Master is to request the chart(s) from the company.

As for charts British Admiralty Nautical Publications are also considered adequate, with the exception of US Tide Tables which must be carried onboard.

The USCG are likely to check the correction status of all charts/nautical publications and as such the Master is to verify that all are corrected up to date. Failure to maintain charts in a corrected condition is not only dangerous but will also result in the vessel being fined.

d. Cancelled Charts
When a chart is cancelled the word "cancelled" is to be written on the face of the chart and the chart removed from the bridge. The chart must be retained until the new edition is received, as it may be required. If it is required for navigation it is to be used with caution. Corrections received for a new edition are to be retained until the new edition is received, as they may be required although all charts sent to the vessel normally are corrected up to the latest notices to mariners.

e. Inspections
Charts and ENCs are a safety critical and high cost item. It is essential that they are maintained correctly.

The Master is to carry out a monthly inspection of at least 5 random paper charts (where carried) to ensure that they have been correctly updated. A record of this inspection is to be made on form N09 – Chart Updates Record.

In the case of ECDIS-only ships, the Master is to confirm on form N10 that the he has confirmed at least once a month that the latest ENC updates have been applied to both ECDIS units.

Copies of form N10 are to be retained onboard for a period of one year. It is acceptable for these to be retained in electronic format, provided it is possible to ascertain from the name of the file the month for which the form applies.

Ship Management Team Personnel will also carry out inspections of the chart corrections when visits to the ship are made.


3. Nautical Publications
Company ships are to carry such publications onboard as are required for the areas in which they trade on a regular basis. These may be carried in Electronic or Paper format, and the Master must ensure that they are maintained in an up to date condition at all times.

In the event that the regular trading route of the vessel changes, the Master is to ensure that a review of all nautical publications carried is carried out and should any publications be missing that are required for the new trade then these should be ordered for supply prior to engaging on the new trade.

An index of all publications carried is to be maintained onboard and posted next to the publications themselves or the computer on which eNP’s are stored.  

These corrections are to be removed from the notices to mariners and placed in a special loose leaf file titled "Navigational Warnings". This file is to be maintained in sections with a section for each area (i.e. Navarea I, Navarea II and so on).

NAVAREA warnings are to be filed in this manner on all vessels irrespective of whether paper or electronic charts are used as the primary means of navigation.

An update of the warnings in force is issued every four weeks with the Navigational Warnings and warnings cancelled should be deleted from the relevant section by drawing a thin line through the entry and initialling the deletion.

The first notices to mariners at the start of every year (i.e. Week) 1 includes a full list of Navigational Warnings in force. When this is received on board all warnings from the previous year can be discarded and the file maintained with all corrections from week 1.   

1. Deck Logbook
The Master is responsible for ensuring that the Deck Logbook is completed properly at all times. This is a legal document and it is essential that this book is kept as a clear and accurate record of the activities of the ship. It will form a main part of the collection of evidence where the ship has been involved in an incident and will accordingly be scrutinised by inspectors and surveyors. It will also be an integral part of the evidence presented in the event of a legal case being brought against the ship.

All entries must therefore be accurate, explanatory, concise and legible.

All entries in the logbook are to be made in ink.

The use of pencil or correcting fluid (“Tipex”, “Twink”, etc.) is strictly prohibited.

Errors should be crossed through with a single ruled line and initialled.

Old logbooks are to be retained onboard for the entire period the vessel is under company management and should be filed in such a way that they can be accessed easily if required. In the event of a lack of space onboard, the Master may request permission from the Fleet Office to send old logbooks ashore for filing. In the event that such approval is granted, copies of logbooks for the previous two years must still be retained onboard.