07.1 Oil Record Book and Garbage Record Book
These books are approved by the Vessel’s Flag State and must be maintained in order to comply with the International Convention for the Prevention of Pollution from Ships 1973 as modified. i.e: “Marpol 73/78”. These will be subject to Port State Control (PSC) Inspection.
07.2 Seafarers Employment Agreement
MLC required that every seafarer holds an individual Seafarers Employment Agreement. This agreement must comply with the requirements of the convention, providing all relevant details of the seafarers employment.
The content and form of such agreements will be approved by the Company, and any changes require the approval of the company,
07.3 Deck Logbook
This is the working logbook and provides a daily record of the ship’s operation.
The information provided should include such things as:
• Navigational particulars, e.g: port arrival /departure times, regular positions of the vessels, course alterations, weather & sea conditions, safety checks etc.
• In Port details, e.g: Cargo operations start/finishing times, delays, tonnages loaded; bunkering operations, safety checks, etc.
Any other notable event affecting the operation, the ship and its crew. It is important that the Logbook is accurately kept. It is an important official record of events.
07.4 Hand-over Notes
These provide continuity in the ship’s operation around the crew change period. They should contain notes from the outgoing crew regarding the vessel’s performance, programme, ongoing repairs and maintenance, or any items that help to affect a smooth changeover, particularly when there is minimal time to affect a hand-over. The appropriate documents should be maintained by the Master, Chief Engineer and Chief Officer. The notes exchanged and signed for at each hand-over will filed as part of the vessel’s records, and copies sent to the office.
07.5 Engine Room Logbook
Records of: daily engine movements, operating conditions and non-routine repairs/ maintenance etc.
07.6 Main & Auxiliary Engine Running Hours
Records engine running hours, lubricating oil consumption and filter changes, etc. These records are sent to the office by print-out or diskette.
07.7 Fuel & Oil Records
For tank soundings and fuel/oil records. These records are sent to the office by print-out or diskette.
07.8 Engine Maintenance Reports
These Reports summarise data for the Ship Management Team and provide necessary feed back on engine performance, maintenance done and any defects on machinery. They are completed in full by the Chief Engineer and the original forwarded to the office at the end of each month.
The Company requires voyage end fuel and lubricant quantities remaining on board vessels to be forwarded to the office as soon as possible after each voyage end.
Quantities are to be expressed in tonnes for fuel and in litres for lubricants.
When vessels are operated under time/voyage charter, special reporting instructions may be given.
07.9 Voyage Report
In addition to the foregoing, the Master’s Voyage Report must be completed in full at the end of each voyage and forwarded to the Office. It is intended to be a brief summary of the voyage to provide feedback on the ship’s operation, this system, and any other issues that may need addressing. It also provides an agenda for subsequent Master’s Meetings. Additional pages and other specific/ confidential reports can be attached to this sheet.
07.10 Medical Logbook/ Record
A Medical Logbook forms part of the Medical Kit and must record every case of illness or injury aboard the vessel, the nature of it and any treatment given, including the type and quantity of any drugs supplied.
It must also contain an inventory of the medicines and equipment contained in the kit.
All illnesses and treatments must be recorded in detail, stating the patient’s name, chronological sequence of symptoms and treatment given and counter-signed by the Master.
It is most important that all information relating to the disability is recorded at the time. The logbook may be required at a later date.
The medicines and equipment inventory must be recorded as follows:
- Category / Medicine/Equipment Name / Quantity / Date / Expiry.
When treatment is administered it must be recorded as follows:-
Date / Patient Name / Ailment / Type & Quantity / Name and Signature of medical provider, counter-signed by the Master
A designated Officer appointed by the Master is responsible to the Master for the regular upkeep of the vessel’s medical kit, which in turn will be subject to annual audit by a pharmacist.
The Medical Locker must remain locked at all times and the key held by a designated officer(s). Prescription drugs must be held by the Master in a secure place.
Any accident or injury to personnel must be reported to the master and recorded and witnessed in the Accident Register. Brief detail of the incident is required and all medical certificates and related documentation should be forwarded to the office immediately. The relevant form for the Vessel’s Registered Flag State, as appropriate, must also be completed for serious injuries [incapacity for a period in excess of 3 days or loss of life] and forwarded to the office as soon as possible.
All accidents and injuries must be investigated; findings analysed and recommendations made to prevent re-occurrence.
07.11 Damage / Accident Reports
In the event of a serious incident or mishap the relevant form for the Vessel’s Registered Flag State must be completed, as appropriate, plus necessary Company forms and forwarded to the Office at the earliest opportunity.
Refer to Section 9: Defects, Condition of Class, Near Misses, Incidents and Accidents for procedures of this manual.
Damage sustained to the vessel, regardless of size or perceived importance, must be reported fully in writing. This report is to take the form of a Statement of Facts and should include the following information:-
• Location
• Date / time of occurrence
• Weather conditions, etc., if applicable.
• Condition of vessel, draughts, whether loaded or light etc.
• Description of events or situation
This must be signed by the person involved (if any) and the Master and forwarded as soon as possible to the Ship Management Team.
Damaged equipment owned by a third party, such as a Stevedore, or contractor’s damage must
also be subject of a Statement of Facts and be sighted and signed by their representative.
All accidents and injuries must be investigated; findings analysed and recommendations made to prevent re-occurrence.
07.12 Ships Records
Each vessel holds a set of file/s, displaying the documents’ headings, containing all relevant documentation pertaining to the respective vessel.
The following documents are filed:
• certificate register;
• copies of certificates, including Statutory and Class register of life saving appliances;
• list of publications;
• Office Circular letters pertaining to ISM and ISPS matters;
• Office Circular letters pertaining to PSC deficiencies and Detentions;
• Masters Handing over reports.
• Accident, Incident , Defect and Near Miss reports.
• PSC inspection reports.
• Internal Audit reports. Internal NC’s.
• External Audit reports and NC’s.
• Crew Evaluation reports.
• Training and Drill Records.
• Routine Checklists.
The Master is to review the above documents monthly and then advise The Office if any certificates are due for renewal in the next three months.
When equipment is replaced, and a new manual or similar document is supplied, the Ship Management Team will ensure that the ship is provided with the origial version.
A register of certificates, showing details, expiry and survey dates, is to be maintained either in the certificate file or in electronic form. It is to be kept up to date.
07.13 Inspection of Reports
The Company will review all reports sent from the ship. Whenever the ship is provided with a safety or operationally relevant document by a third party, it must be sent to the Ship Management Team.
The Company will take action on such reports as required.
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