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GRIMALDI DEEP SEA S.p.A.

MANUALE GESTIONE SICUREZZA


Safety Management Manual

Revisione nr. 13 del 30/01/2016


Revision nr. 13 - Issues date January 30th, 2016
GRIMALDI DEEP SEA S.p.A.

SAFETY MANAGEMENT MANUAL


Complies with the ISM Code
(IMO Resolution A.741(18)- MSC.104(73)-MSC- 179(79)-MSC.195(80)- MSC.273 (85)-MSC.353(92)

Controlled Copy n° ___________

TO: ____________________

FOR SAFETY AND POLLUTION PREVENTION


Revision no. 13- Issue date 30/01/2016
Messaggio
Fax / E-mail

DATA: PROTOCOLLO N.: PAGINA 1


22 Aprile 2016 RSSE/#NAPOLI/VDC/16588

DA:
NAPOLI MARINE
Via del Fiumicello, 7
80142 Napoli
ITALY

A: ATT.: FAX/E-MAIL:
GRIMALDI DEEP SEA S.P.A. Ing. Satariano Paolo segretutecn@grimaldi.napoli.it
ravo.vito@grimaldi.napoli.it

COPIA A: ATT.: FAX/E-MAIL:


Valerio Di Cecca/RINA/IT
Biagio Pugliese/RINA/IT

PRATICA: 2016NA74201

OGGETTO:
REVISIONE MANUALE GESTIONE SICUREZZA ID Company 1468950
Safety Management Manual revision

Con riferimento alla Vostra e mail del 19 Febbraio 2016, Vi comunichiamo che le revisioni del 30 Gennaio 2016 del M anuale Gestione
Sicurezza della Vostra Compagnia,ad essa allegata, è stata esaminata e riscontrata conforme alla Risoluzione IM O A.741(18) come emendata.

With reference to your letter dated 19 February 2016 we have reviewed the revisions dated 30 January 2016 to your Safety Management
Manual and we inform you that it complies with IMO Resolution A.741(18) as amended .

Con l'occasione Vi ricordiamo che sarà Vostra cura provvedere alla distribuzione della revisione
suddetta in accordo alla relativa lista di distribuzione.
We would remind you to provide to the distribution of the revision according to the distribution list.

Vi raccomandiamo di inviare copia di questa lettera a bordo delle navi gestite.


We recommend to make available copy of this letter on board the managed vessels.

Yours faithfully,

Valerio Di Cecca

NAPOLI MARINE Telefono: +39 081 6907711


SOUTH TYRRENIAN ITALY Fax: +39 081 6907747
RINA SERVICES S.P.A. E-mail: Valerio.DiCecca@rina.org
napoli.office@rina.org

RINA Services S.p.A.


Società coordinata dal Socio unico RINA S.p.A. C.F. / P. Iva / R.I. Genova N. 03487840104
Via Corsica, 12 - 16128 Genova Cap.Soc. EURO 35.000.000,00 i.v.
Tel +39 010 53851 - Fax +39 010 5351000 - www.rina.org
Page 1 of 1
SAFETY M ANAGEMENT M ANUAL
STATUS OF REVISIONS

Date Revision Chapter/Section


15/02/2001 0 First issue of the manual
15/12/2001 1 Chapters: 0-1-2-3-4-5-6-7-8-9-10-11-12-13-14-15-16
15/12/2001 1 Sections: 12.1 – 12.2 – 12.3 – 12.4 – 12.5 – 12.6 – 12.7 – 12.8
01/10/2002 2 Chapters: Contents - 0 – 2 – 3 – 4 – 5 – 7 – 9 – 13 – 14 - 15
01/10/2002 2 Sections: 12.3 – 12.4 – 12.5 – 12.6 – 12.7 – 12.8
07/01/2004 1 Company Policy
07/01/2004 2 Chapters: 1 – 6 – 8 – 10 – 11 – 12 - 16
07/01/2004 2 Sections: 12.1 – 12.2
07/01/2004 3 Chapters: Contents - 0 – 2 – 3 – 4 – 5 – 7 – 9 – 13 – 14 - 15
07/01/2004 3 Sections: 12.3 – 12.4 – 12.5 – 12.6 – 12.7 – 12.8
15/12/2005 3 Chapters: 1 – 6 – 8 – 10 – 11 – 12 - 16
15/12/2005 3 Sections: 12.1 – 12.2
15/12/2005 4 Chapters: 0 – 2 – 3 – 4 – 5 – 7 – 9 – 13 – 14 – 15
15/12/2005 4 Sections: 12.3 - 12.4 - 12.5 - 12.6 - 12.7 - 12.8
15/12/2005 4 Contents - Status of revisions - Organisational Chart
16/04/2007 2 Company Policy
16/04/2007 4 Chapters: 1-8-10 – Sections: 12.2
16/04/2007 5 Chapters: 3-4-5-7-9-14-15 / Sections:12.3-12.4-12.5-12.6-12.8
16/04/2007 5 Distribution list-Status of Revisions-Contents
15/12/2008 3 Company Policy
15/12/2008 4 Chapters: 6-11-12-16 Sections: 12.1
15/12/2008 5 Chapters: 0-1-2-8-10-13 Sections: 12.2 – 12.7
15/12/2008 6 Chapters: 3-4-5-7-9-14-15 Sections: 12.3- 12.4- 12.5 – 12.6 - 12.8
Contents – Status of Revisions – Distribution List
28/05/2010 o Section 12.9
28/05/2010 4 Company Policy
28/05/2010 5 Chapters: -6-11-12 Sections: 12.1
28/05/2010 6 Chapters: 0-1-2-8-10-13-16 Sections: 12.2-12.7
28/05/2010 7 Contents – Status of revisions - Distribution List
Chapters: 3-4-5-7-9-14-15 Sections; 12.3 - 12.4 – 12.5 - 12.6 – 12.8
6/09/2010 1 Section 12.9
6/09/2010 5 Company Policy
6/09/2010 6 Chapters 6-11-12 Sections: 12.1
6/09/2010 7 Chapters 0-1-2-8-10-13-16 Sections: 12.2-12.7
6/09/2010 8 Contents –Status of revisions- Distribution List
Chapters: 3-4-5-7-9-14-15 Sections: 12.3-12.4-12.5-12.6-12.8

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Revision no.13 dated January, 30th , 2016 - Page 1 of 2


SAFETY M ANAGEMENT M ANUAL
STATUS OF REVISIONS

31.10.2011 7 Chapters: 6-11-Sections: 12.1

31.10.2011 8 Chapters: 8-10-13-16-Sections: 12.2-12.7

31.10.2011 9 Contents-Distribution List- Status of Revisions-


Chapters: 3-4-5-7-9-14-15-Sections: 12.3-12.4-12.6-12.8-
31.01.2013 8 Chapter 0

31.01.2013 9 Chapters: 8-10-13

31.01.2013 10 Distribution list – Cover – Revision status – Index


Chapters: 3-4-5-7-9-15 - Sections: 12.3-12.4-12.6-12.8
31.07.2014 6 Company Policy

31.07.2014 8 Chapters: 1-2-6

31.07.2014 9 Chapters: 0-16 –Sections 12.5 – 12.7

31.07.2014 10 Chapters: 8-10-13-14 –Sections 12.2

31.07.2014 11 Distribution list –Cover- Revision status-Index


Chapters: 3-4-5-7-9-15- Sections: 12.3 -12.4- 12.6 – 12.8
30.01.2015 2 Sections: 12.9

30.01.2015 7 Company Policy- Chapter 12

30.01.2015 8 Chapters: 11 – Sections: 12.1

30.01.2015 9 Chapters: 1-2-6

30.01.2015 10 Chapters: 0-16 –Sections: 12.5- 12.7

30.01.2015 11 Chapters: 8-10-13-14 – Sections: 12.2

30.01.2015 12 Distribution list-Cover- Revision Status- Index


Chapters: 3-4-5-7-9-15- Sections: 12.3 -12.4 – 12.6 – 12.8
30.01.2016 12 Chapters: 8-13 – Sections: 12.2

30.01.2016 13 Distribution list-Cover- Revision Status- Index


Chapters: 3-4-5-7-9-15- Sections: 12.3 -12.4 – 12.8

GRIMALDI DEEP SEA S.p.A.

Revision no.13 dated January, 30th , 2016 - Page 2 of 2


Prepared by: CHECKED BY: Approved by: Rev.13 Page
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MANAGING DIRECTOR 30/01/2016
GRIMALDI DEEP SEA S.P.A.
SAFETY MANAGEMENT MANUAL
CONTENTS

CHAPTER TITLE
REVIEW STATUS
CONTENTS
COMPANY POLICY
0 DEFINITIONS

1 SAFETY MANAGEMENT MANUAL


1.1 Purpose
1.2 Distribution List
2 SHIPS OPERATED AND SERVICES
2.1 Types of ships
2.2 Services
2.3 Management of newly-built ships and nationalised ships from other flags
2.3.1 Administrative procedures for delivery-buying-transfer ships in the fleet

2.4 Ships no longer operated


2.5 Certificates and periodic audits – DOC and SMC
2.6 Additional certification visits for ro-ro passenger ships and for the Company

3 DESCRIPTION AND ORGANISATION OF THE COMPANY


3.1 General information
3.2 Organisational structure
3.2.1 Managing Director
3.2.2 Head of the Technical Department
3.2.3 Head of the Maritime Department
3.2.4 Qualified Doctor
3.3 Board of Directors
3.4 DPA relationships with the Management.
3.5 Departments on shore: organisation, duties and responsibilities
3.5.1 Financial and Administrative
3.5.2 Operational, Commercial, Damage Prevention and Legal, Charter and Bunker
3.5.3 Containers
3.5.4 Tourism (Passengers – Travel Agencies - Tour Operators)
3.5.5 Audit - U.C.I. – Port Cost Control
3.5.6 Technical
3.5.7 Purchasing
3.5.8 Maintenance Engineering and Cost Monitoring
3.5.9 Maritime Personnel
3.5.10 E.D.P.
3.5.11 SMS Auditors
3.6 Designated Person Ashore
3.7 Emergency Unit Ashore
3.8 Organisational structure - organisation chart

4 ORGANISATION ON BOARD
4.1 Hierarchy on board
4.2 Duties and responsibilities
4.3 Master’s Responsibility and Authority
4.4 Crew Role-Minimum Safe Manning
4.5 Authority and responsibilities of key Officers and senior Officers
4.5.1 DECK DEPARTMENT
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4.5.1.1 Master
4.5.1.2 1st Mate
4.5.1.3 Deck Officer with duties of 2nd Mate
4.5.1.4 Deck Officer with duties of 3rd Mate
4.5.2 ENGINE DEPARTMENT
4.5.2.1 Chief Engineer
4.5.2.2 1st Engineer
4.5.2.3 Engineer with duties of 2nd Engineer
4.5.2.4 Engineer with duties of 3rd Engineer
4.5.3 HOTEL DEPARTMENT (RO-RO PASSENGER CRAFT ONLY)
4.5.3.1 Purser
4.5.3.2 Staff Personnel
4.5.4 Ship’s doctor (ro-ro passenger craft only)
4.6 Watch: composition of the watches
4.7 Ship’s Safety Committee
4.7.1 Review of the SMS policy by the Master
4.7.2 Periodical prevention and protection meeting on board
4.8 Crew – tasks and responsibilities
4.9 Workplace Safety Representative
4.10 Prevention and protection service

5 PERSONNEL MANAGEMENT
5.1 General information
5.2 Shore-Based Personnel
5.2.1 Recruitment
5.2.2 Qualifications
5.2.3 Training
5.2.4 Supervision and performance appraisal
5.3 Crew
5.3.1 Recruitment
5.3.2 Training and certification
5.3.2.1 Shipboard Training
5.3.2.2 Certificates
5.3.3 Familiarity with the ship
5.3.4 Supervision and performance appraisal
5.3.4.1 Officers and crew
5.3.4.2 Master, Chief Engineer, Purser,
5.3.5 Conditions for promotion
5.3.6 Motivation and incentives
5.3.7 MLC (Maritime Labour Convention)
6 CONVENTIONS, REGULATIONS, CODES, GUIDELINES AND RECOMMENDATIONS
6.1 General information
6.2 National and international compulsory standards
6.3 Codes, guidelines and provisions to consider
6.4 Libraries and technical documentation

7 MAINTENANCE OF THE SHIP AND ITS EQUIPMENT


7.1 General information
7.2 Maintenance, testing and inspections
7.2.1 Applicability
7.2.2 Criteria

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7.2.3 Schedule
7.2.4 Records
7.2.5 Procedures for ships under maintenance
7.2.5.1 Preparation of work
7.2.5.2 Execution of work
7.2.5.3 End of work
7.3 Spare parts and materials
7.3.1 Requests
7.3.2 Inventory and storage
7.3.3 Supplier selection
7.4 Warehouse equipment and supplies
7.5 Regular analysis of lubricating oils, fuels and water
7.6 Management of newly acquired craft
7.7 New constructions
7.8 Means of cargo handling
7.9 Managing the spare steel cables for the cargo handling equipment
7.10 Embarkation ladders – Gangplanks
7.11 Life saving appliances maintenance
7.11.1 Wires and system for launching of Survival craft
7.12 Revisions of inflatable liferafts and MES (Marine Evacuation System)
7.13 Pilot boarding arrangements
7.14 Refrigerated containers

8 EXERCISES AND EMERGENCY DRILLS


8.1 General information
8.2 Safety-related tests and drills
8.2.1 Schedule
8.2.2 Records
8.3 Tests on GMDSS radio equipment
8.3.1 Schedule
8.3.2 Records
8.4 Pollution prevention drills
8.5 Security drills
8.6 Drills with life-saving appliances
8.7 Managing of the bottle for self contained breathing apparatus – EEBD
8.8 Exercises for entry into enclosed spaces

9 VISITS AND INSPECTIONS


9.1 General information
9.2 Class and legal visits
9.3 Visits by the Maritime Port Authorities (PSC)
9.4 Visits from Insurance Companies and Charterers.
9.5 Company Inspections
9.5.1 General information
9.5.2 Ship inspections (Technical inspections)
9.5.3 Safety inspections
9.5.4 Deadlines
9.5.5 Records
9.5.6 Audit to external organizations of the Company (outsourcing)

10 REPORT AND ANALYSIS OF NONCONFORMITIES, INCIDENTS AND HAZARDOUS SITUATIONS

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SAFETY MANAGEMENT MANUAL
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10.1 General information


10.2 Incidents
10.3 Hazardous situations (near misses)
10.4 Faults
10.5 Analysis by the Company
10.6 Corrective Actions
10.7 Management of passenger craft delays
10.8 Management of cargo craft delays

11 DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS

12 PROCEDURES AND INSTRUCTIONS


SECTION 12.1 GENERAL INFORMATION
SECTION 12.2 SAFETY DURING NAVIGATION, ANCHORING AND MANOEUVRES
12.2.1 Implications of business decisions in terms of safety
12.2.2 Duties of the Deck Officer during the watch
12.2.3 Duties of the Engineer during the watch
12.2.4 Duties of the Deck Officer in charge of Radiocommunications
12.2.5 Watch with only one man on the bridge during the day
12.2.6 Ship with unattended engine room (holding IAQ qualification from the Italian Naval
Register)
12.2.7 Speed and course of the ship in hazardous situations
12.2.8 Information to the Pilot on ship manoeuvrability
12.2.9 Precautions when the ship is at anchor and/or moored
12.2.10 Maintenance work to propulsion engines when the ship is at anchor and/or moored
12.2.11 Crossing the Dardanelles/Bosphorus: instructions from the Turkish Government
12.2.12 Crossing the Panama Canal: equipment for embarkation
12.2.13 Crossing the Suez Canal: standards issued by the Suez Canal Authority
12.2.14 Crossing the Strait of Messina/Strait of Bonifacio/Strait of Dover/Locks
12.2.15 Updating nautical charts
12.2.16 Storage, heating and purification of fuel
12.2.17 Autopilot: instructions for use
12.2.18 Amount of fuel to keep on board
12.2.19 Mooring, towing and anchoring operations
12.2.20 Vessel traffic monitoring and information

SECTION 12.3 PROCEDURES AND INSTRUCTIONS – PROTECTION OF THE ENVIRONMENT


12.3.1 Compliance with MARPOL
12.3.1.1 Bilge water
12.3.1.2 Sewage
12.3.1.3 Solid waste
12.3.1.4 Personnel responsible for the collection and disposal of solid waste
12.3.2 Procedures for ports in the Black Sea
12.3.2.1 Precautions for turkish ports
12.3.3 Precautions during bunkering and the transfer of liquid fuel
12.3.4 Energy conservation. Limiting atmospheric pollution
12.3.4.1 Ship Energy Efficiency Management Plan (SEEMP)
12.3.5 Handling the ballast
12.3.6 Biofouling
SECTION 12.4 PROCEDURES AND INSTRUCTIONS - MANAGING OF PASSENGERS (RO-RO
PASSENGER SHIPS) AND MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER
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SHIPS

12.4.1 Safety of Ro-Ro passenger ships- Generality


12.4.1.1 Passenger safety
12.4.1.2 Maintaining order
12.4.1.3 Supervising passenger activities on board
12.4.1.4 Health
12.4.1.5 Emergency instructions
12.4.1.6 Defects in areas for passengers – PMR Transportation (Passengers with Reduced
Mobility )
12.4.1.7 Check during the voyage
12.4.1.8 Embarkation and disembarkation of passengers
12.4.2 Safety of Ro-Ro cargo ships-Generality
12.4.2.1 Loading/unloading operations
12.4.2.2 Pre-loading
12.4.2.3 Cargo handling
12.4.2.4 Lashing
12.4.2.5 Stowage
12.4.2.6 End of Loading
12.4.2.7 Self –production
12.4.2.8 Port log Book
12.4.2.9 Carriage of dangerous goods
12.4.2.10 Carriage of garbage
12.4.2.11 Precautions during the embarking of vehicles
12.4.3 Safety of Container ships- Generality
12.4.3.1 Hazardous goods in containers
12.4.4 Additional recommendations roro cargo ships/ container ships
12.4.4.1 Heavy vehicles
12.4.4.2 Cargo lashing
12.4.4.3 Loading and unloading equipment record
12.4.4.4 Check during voyage
12.4.4.5 Unloading
12.4.5 Fire prevention
12.4.6 Training

SECTION 12.5 PROCEDURES AND INSTRUCTIONS - SHIP IN PORT


12.5.1 Watches in port and surveillance
12.5.2 Communications with the shore-based authorities
12.5.3 Procedure for the sampling of fuel oil
12.5.4 Procedures for when the ship is temporarily immobilised
12.5.5 Precautions when the ship is in dock

SECTION 12.6 PROCEDURES AND INSTRUCTIONS - PREPARING THE SHIP FOR


DEPARTURE
12.6.1 Checking the manning
12.6.2 Establishing weather conditions and receiving “Notice to Mariners” messages
before departure
12.6.3 Testing the engines, steering gear, navigation and communication equipment
12.6.4 Stowaways
SECTION 12.7 PROCEDURES AND INSTRUCTIONS - EMERGENCIES
12.7.1 GENERAL INFORMATION

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12.7.2 POLLUTION-RELATED EMERGENCIES


12.7.2.1 Emergency plans
12.7.2.2 Overflow or leakage of fuel during intake or transfer
12.7.3 EMERGENCIES ON THE SHIP
12.7.3.1 Unexpected heeling of the ship
12.7.3.2 Flooded compartments
12.7.3.3 Collision
12.7.3.4 Grounding
12.7.3.5 Fire
12.7.3.6 Failure of the propulsion engine
12.7.3.7 Failure of the steering gear
12.7.3.8 Failure of the gyroscopic compass
12.7.3.9 Failure of the annunciator
12.7.3.10 Dredging of the anchors
12.7.3.11 Man overboard
12.7.3.12 Search and rescue - Emergency messages - Requirements and procedures
12.7.3.13 Abandoning ship in stormy sea conditions
12.7.3.14 Operations with the helicopter
12.7.3.15 Salvage

SECTION 12.8 PROCEDURES AND INSTRUCTIONS - HEALTH AND SAFETY OF CREW


12.8.1 Crew rest hours
12.8.2 Crew medical fitness
12.8.3 Medical care on board
12.8.4 Health hazards from the cargo (chemical cargos in containers)
12.8.5 Policy on drugs and alcohol
12.8.6 Prevention of acts of piracy, robbery, terrorism
12.8.7 Accident prevention
12.8.7.1 General information
12.8.7.2 Permit system
12.8.7.2.1 Entry permits
12.8.7.2.2 Work permits
12.8.7.2.3 Work aloft or in suspended or overside areas
12.8.7.2.4 Inspections and repairs with diver
12.8.8 Oxyacetylene welding gas: precautions for use, handling and storage of cylinders
12.8.9 Flammability hazards associated with handling fuel
12.8.10 Hygiene on board ships
12.8.11 Managing suppliers, contractors and subcontractors
12.8.12 Onboard access safety
12.8.13 Safety of movement on board
12.8.14 Lifting and carrying materials/machinery
12.8.15 Painting
12.8.16 Precautions when using portable equipment/machinery
12.8.17 Precautions during hot work (welding/cutting)
12.8.18 Precautions while using irritant/radiant substances
12.8.19 Anchoring/mooring/towing operations
12.8.20 Safety in the engine room
12.8.21 Safety in the living quarters
12.8.22 Safety during emergency drills
12.8.23 Protection against exposure to noise
12.8.24 Personal protective equipment

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12.8.25 Safety signs

SECTION 12.9 PROCEDURES AND INSTRUCTIONS – guidelines and procedure for risk
assessment.

13 COMMUNICATIONS
13.1 General information
13.2 Means of communication available on board: instructions for use
13.3 Communication in emergency situations
13.4 Messages between the ship and the Company
13.5 Communication within the ship
13.6 Reports to the Company

14 SHIP CERTIFICATES AND DOCUMENTS


14.1 List of certificates and documents on board
14.2 Periodic checking of ship certificates and documents
14.2.1 Managing irregularities identified during certification visits
14.2.2 Ship certificate data control
14.2.3 Managing of passengers Safety certificate-ship’s doctor
14.2.4 Certificates of new building ships and / or new acquisitions
14.3 Keeping and checking crew certificates

15 SAFETY MANAGEMENT SYSTEM DOCUMENTATION


15.1 General information
15.2 Safety Management Manual
15.3 Management registers
15.4 Company Manuals
15.5 Correspondence, reports and other communication
15.6 Circulars
15.7 Voyage Reports
15.8 Nautical Log Book

16 POLICY AUDITS AND REVIEW


16.1 Audits carried out by the Company
16.2 Audits carried out by the Certifying Authority
16.3 Policy Review

Attachments:
- Risk assessment report (ship + environment)
- Technical report on the risk assessment (crew) – inserted in the safety plan drawn up under
Italian Legislative Decree 271/99

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DEFINITIONS 0

Incident Incident involving loss or damage to people’s lives, involving the


environment, the ship or its cargo

Company Security Officer Officer designated by the Company pursuant to Article 11 of the
ISPS Code
Ship Security Officer Officer designated by the Company pursuant to Article 12 of the
ISPS Code
Workplace All areas on board a merchant or fishing ship frequented by the
maritime worker
Administration The Government of the State whose flag the ship flies.
Shipowner The manager of the shipping company, whether or not the owner of
the ship, i.e. the employer of the crew.
Audit A systematic check to determine whether the activities envisaged in
the SMS and their results meet the requirements planned and
whether these provisions are implemented effectively and are
suitable for achieving the objectives set out in the SMS.
Auditor An independent person qualified to perform audits of compliance
with the ISM Code
Internal Auditor An Inarme employee qualified to perform audits of compliance with
the ISM Code
Maritime Authority Peripheral organ of the Ministry of Infrastructure and Transport, in
Italy the Harbour Master Office, abroad the Consular Offices

Safety Management Document issued to a ship, which signifies that the Company and
Certificate (SMC) its shipboard management operate in accordance with the
approved safety management system
ISM Code The “International Management Code for the Safe Operation of
Ships and for Pollution Prevention” as adopted by the IMO through
Resolution A.741 (18) and subsequent amendments.
Company The owner of the ship or any organisation or person such as the
manager or the bareboat charterer who has assumed responsibility
for operating the ship from the shipowner and who, assuming such
responsibility, has agreed to take over all duties and responsibilities
imposed by the ISM code

Convention International Convention for the Safety of Life at Sea, 1974, as


amended.
Anniversary Date Day and month of each year that corresponds to the expiry date
of the relative document or certificate
Document of Compliance Document issued to the Company, which complies with the
(D.O.C.) requirements of the ISM Code
Objective Evidence Quantitative or qualitative information, records of statements of
facts pertaining to the safety or the existence and implementation
of a SMS element which is based on observation, measurement
or test and which can be verified.
ISSC International Ship Security Certificate

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DEFINITIONS 0

Maritime worker Any person who is part of the crew and who, for any reason, carries
out service or work on board a merchant or fishing ship.
Accommodation Areas These include the cabins, the dining areas, the meeting places, the
bathroom facilities and the rooms used as offices.
Working Areas These are all the areas on board, indoors or outdoors, where
maritime workers normally carry out their work on board and in
which propulsion machinery, boilers, auxiliary equipment,
generators and electrical machinery, control or command
equipment, areas intended for cargo, storerooms and workshops
are located.
Service Areas Refers to the areas used for the galleys and related areas, the
areas intended for healthcare facilities (on board hospital, isolation
cabin), closets and storage rooms.
Qualified Doctor Doctor in possession of one of the professional qualifications
envisaged under existing legislation on health surveillance of
workers.
Ministry The Ministry of Infrastructure and Transport - Department of Sea
and Inland Sailing - Transportation by sea and inland waterways
management unit.
Ship Any construction used for commercial purposes, the maritime
transport of goods or passengers, fishing or any other commercial
purpose.
Non conformity An observed situation where objective evidence indicates the non-
fulfilment of a specified requirement.
Major nonconformity * An identifiable deviation that poses a serious threat to the safety of
personnel of the ship or a serious risk to the environment that
requires immediate corrective action, or the lack of systematic and
effective implementation of the requirements of the ISM Code.
Supervisory Bodies The Maritime Authority, Local Health Offices and maritime health
offices.
Observation A failure to meet objectives or requirements set by the Company
which go beyond the requirements of the compulsory certification
laid down by the ISM Code.
Designated Person Ashore The person ashore with direct access to the highest level of
(DPA) management in the company, who has the responsibility and
authority to control aspects of ship safety and pollution related to
the operation of each ship and ensure that adequate resources and
shore-based support are provided as required
Personnel involved in Personnel embarked on board who are not part of the crew nor
general and complementary passengers and are not used for onboard services.
services
SMS Responsible The representative of top management having the responsibility of
reviewing, improving and modifying the Company policy in order to
ensure that safety and environmental protection objectives are
achieved

Risk Assessment Risk assessment

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Hazardous Situation A situation which threatens the safety of persons, the ship, the
cargo or the environment.
Safety Management System A structured and documented system enabling Company personnel
(SMS) to implement the policy on safety and environmental protection
established by the Company effectively.

- ACRONYMS:
AIS Automatic Identification System
AMVER Automated Mutual-Assistance Vessel Rescue System
ARES Search and Rescue Association
BNWAS Bridge Navigation Watch Alarm System
CIRM International Medical Radio Center
CMI International Maritime Committee
COLREG International Convention for Preventing Collisions at Sea
CSO Company Security Officer
CSR Continuous Synopsis Record
DAO Duly Authorised Officer
DPA Designated Person Ashore
DOT Department of Trade
ECA Emission Controlled Area
ECDIS Electronic Chart Display and Information System
EEBD Emergency Escape Breathing Device
EGC Enhanced Group Call
ENC Electronic Nautical Chart
ETA Estimated Time of Arrival
ETD Estimated Time of Departure
GMDSS Global Maritime Distress Safety System
IACS International Association of Classification Societies
IAIN International Association of Institutes of Navigation
IALA International Association of Marine Aids to Navigation and Lighthouse
Authorities
IAMSAR International Aeronautical and Maritime Search and Rescue
ICC International Chamber of Commerce
ICS International Chamber of Shipping
ILLC International Load Line Convention
ILO International Labour Organization
INMARSAT International Maritime Satellite Organization
IMO International Maritime Organization
IMPA International Maritime Pilots’ Association
IPSEMA Maritime Social Security Institute
IOI International Ocean Institute
ISM International Safety Management
ISO International Organization for Standardization
ISPS (code) International Ship and Port Facility Security Code
ISU International Salvage Union
IUMI International Union of Marine Insurance
LRIT Long Range Identification and Tracking
MARPOL International Convention for the Prevention of Pollution from Ships
MES Marine Evaquation System
MLC Maritime Labour Convention
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DEFINITIONS 0

IAMSAR International Aeronautical and Maritime Search and Rescue


MSC Maritime Safety Committee
NAVTEX Navigational Telex
OCIMF Oil Companies International Marine Forum
P&I International Association of Protection and Indemnity Groups

PSC Port State Control


PSCO Port State Control Officer
SAFETY REP. Workplace Safety Representative
SAFETY MAN. Workplace Safety Manager
RINA Italian Naval Register
ROB Retained on Board
SART Search and Rescue Transponder
SCA Suez Canal Authority
ECA Emission Controlled Area
SECA Sulphur Emission Controlled Area
SIGTTO Society of International Gas Tanker and Terminal Operators
SMS Safety Management System
SOLAS International Convention for the Safety of Life at Sea
SOPEP Shipboard Oil Pollution Emergency Plan
SQE Safety-Quality-Environment (department)
SSA Ship Security Assessment
SSAS Ship Security Alert System
SSO Ship Security Officer
STCW International Convention on Standards of Training, Certification and
Watchkeeping
CREW.DEP. Crew Department
SQE DEP. Safety Quality Environment Department
TEC. DEP. Technical Department
VDR Voyage Data Recorder
VTS Vessel Traffic Service
WWF World Wildlife Fund

(*) Refer to the procedures relating to non-conformities of the ISM Code provided for in circular MSC /
Circ.1059-MEPC / Circ.401)

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CODE – ISM
11.DOCUMENTATION*
11.3 The document used to describe and implement the SMS is called the “Safety Management Manual”.
*Please refer to the revised list of certificates and documents required to be available on board (ref. FAL.2 / circ.127,
MEPC.1 / Circ.817 and MSC.1 / Circ.1462)

1.1 Purpose
The Safety Management Manual (this Manual) is used for the purposes listed below:
1. it provides a complete introductory guide to the Safety Management System (SMS)
maintained by the Company
2. it clarifies the Company policy for safe, efficient conduct of the ships operated (also on behalf
of customers of the Company);
3. it clarifies how the Company responds to unplanned events;
4. it is the basic reference and guide for the main activities of Company employees (departments
and ships)
5. it provides a tool for the integration of the procedures introduced following the entry into force
of rules on safety and pollution prevention

This manual contains the instructions and procedures used by the Company in order to comply
with international standards for safe operation and conduct of ships and pollution prevention, according
to the requirements of IMO Resolution A 741 (18) “International Management Code for the Safe
Operation of Ships and for Pollution Prevention” as amended by IMO Resolution MSC.104 (73)
MSC.104(73) – MSC. 179(79) – MSC. 195(80) - MSC.273 (85) – MSC. 353(92)

The Manual describes how Company policy is developed and how it must be followed by all
personnel ashore and on board.
It is owned by the Company, its use is restricted to the Company itself and it cannot be distributed
to anyone without authorisation from the Management.
1.2 Distribution List
The manual is distributed in a controlled manner to the following recipients:
MANAGING DIRECTOR
Management
Designated Person Ashore
Safety/Quality/Environment Department Manager
Captain, Chief Engineer, Purser of all ships operated
Technical Department Manager
Safety Quality Environment Department Responsible
Purchasing Department Manager
Maintenance Engineering and Cost Monitoring Department Manager
Administrative Personnel Department Manager
Crew Department Manager
Sales Department Managers (Naples and London)
Passenger/Hotel/Tour Operator/Travel Agency Department Manager

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Maritime Authority
Italian Naval Register
Company Security Officer

The complete list of all numbered copies is prepared by the DPA and approved by the
Managing Director. According to this list, each ship is equipped with a number of copies in the
version corresponding to the working language on board. Each copy is numbered
progressively, envisaging the distribution of one copy to the Master, one copy to the chief
engineer and one copy to the purser, the latter for passenger units only.

The list is revised along with this manual and contains all the ships in operation and new units
expected to be introduced into the fleet. Any further ships acquired and not shown in the list
(e.g. introduction/purchase of ships from other owners/flags/shipyards etc.) will receive the
relative copies of the manual based on progressive numbering added from time to time.

In case of withdrawl of vessels in service (eg. sales / transfer, etc..), Copies of the manual
supplied to such vessels are removed and destroyed.

The Manual is regularly reviewed and updated under the responsibility of the SMS
Responsible, in accordance with the provisions of Chapter 16, paragraph 16.3. The Manual is
freely accessible to all members of the Company.

In accordance with the provisions of IMO Resolution MSC.273 (85), this manual is
supplemented by an annex containing the risk assessment as required by the aforementioned
IMO resolution in force since 01/07/2010.

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CODE - ISM
11. DOCUMENTATION*
11.1 The Company shall establish and maintain procedures to control all documents and data that are related to the SMS.

* Please refer to the revised list of certificates and documents required to be available on board (ref. FAL.2 / circ.127,
MEPC.1 / Circ.817 and MSC.1 / Circ.1462)
1.2.2 SAFETY MANAGEMENT OBJECTIVES
1. Ensure safe procedures in ship operations and a safe workplace
2. Evaluate all identified risks for ships, personnel and the environment in order to establish appropriate
countermeasures
3. Continuously improve the safety management skills of personnel on board and ashore, including preparing for
emergencies related both to safety and environmental protection

2.1 Types of ships


The Manual applies to the following types of ships:
Other cargo ships
Passenger ships
The Company shall notify the Certifying Authority of the list of ships operated.

2.2 Services

The services provided by the Company that are subject to provisions of the “Safety Management
System” are as follows:
- Technical Management
- Crew Management
- Operational Management
- Passenger Management
- Safety and Security Management
The Commercial Department Manager must assess the implications that business
decisions may have in terms of safety and preventing pollution. The Captain must nevertheless
deny boarding to passengers or cargo whose transport is not permitted by the certificates held
by the ship.

2.3 Management of newly-built ships and nationalised ships from other flags
New ships must be included in the Safety Management System (SMS) when:
(i) the Document of Compliance (DOC) of the Company refers to that type of ship;
(ii) the Safety Management System Manual has been distributed to the Master, Chief
Engineer, Purser and is available in the onboard library;
(iii) the Master and Senior Officers are familiar with and understand the Safety Management
System;
(iv) the other manuals, technical books, drawings, prints, records, etc. as indicated in the SMS
Manual, are available on board;
(v) essential instructions to be given before departure have been given;
(vi) the information and instructions have been given in a language understandable to the
Ship’s Command.

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(vii) internal audits have been planned by the Company within 3 months
When the aforementioned conditions have been verified, the Company may request the Certifying
Authority to issue an “Interim Safety Management Certificate”.
After the SMS has been applied for a sufficient period of time and after the satisfactory completion of
an internal audit, the Company must request the initial audit for the issuing of the “Final Safety
Management Certificate”.
In case of acquisitions of existing vessels from other companies, prior of inclusion in the fleet, and as
instructions of the Managing, the DPA arranges for a preliminary visit (pre-survey) aimed to establish
the condition of the unit, and possible interventions necessary to ensure adequate standards /
conditions and respond to International/ Flag requirements. At the end of the audit, the
superintendent in charge of the audit shall prepare a report / relation in free form and forwards it to
the DPA for the assessments.

2.3.1 Administrative procedures for delivery-buying-transfer ships in the fleet


The crew department has the responsibility to arrange in the following activities:

PURCHASE OF NEW BUILDING SHIP .


Submit an instance to the Ministry of Transport (copy to Harbour Master in the place where the ships
should be recorded) indicating the type of unit, the characteristics; in the same instance the name to
be assigned to the ship will be required, providing a list of three names, with the first preference
indicated. Attached to the instance the judgment of conformity obtained by the trade union and the
ship may be registered in the International Registry. It also requires the call sign (in Maritele ROMA).

DELIVERY OF NEW BUILDING SHIP


- If in ITALIAN shipyard, the double-note transcription issued by the notary at the time of the
"protocol of delivery and acceptance has to be submitted to the jurisdiction of the Harbour
Master,." This document is presented in harbor Master for the deletion from the " Register of
ships under construction," pointing at the Harbour where the ship will be registered. The
representative of the Owner (equipped with a special power of attorney) will collect the
envelope and deliver it to the Master of Port of Register. Port of Register at receipt of envelope
will record the ship and will issue the “Passavanti Provvisorio”, that will be taken on board for
equipping of ship
- If in FOREIGN shipyard, after obtaining the documents required (assignment of ship name,
call sign, compliance opinion) the shipyard issues the protocol of delivery and the original bill of
sale and these documents must be delivered to the Consulate for transmission via fax to the
Harbour Master belonging, which release the authorization to Consulate for issuance of
Passavanti Provvisorio (valid for 6 months) to nationalization the ship.
In both cases, the next step is the embarking on the ship of Master to put in service the ship and then
all crew. The Consulate / Harbour master will also issue the interim minimum safe manning (valid for
1 month) on demand of Company/ Owner

BUYING OF EXISTING SHIP ALREADY IN SERVICE


- Italian Flag Ship- Ship buying/selling in Italian port

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The Harbour Master may require in addition to the protocol of delivery and acceptance also the bill
of sale; in the presence of creditors their purchase agreement will be required by transferring the
credit to the new owners.
- Italian Flag Ship - Ship buying/selling in Foreign port
The same documentation listed above must be submitted to the competent Italian Consulate,
which will anticipate it by fax to Port of Registry, which will reply by communicating the Ship
name, call sign, as well as the registration number in the Italian international registry, placing so
that the consulate should issue the interim “Passavanti provvisorio” of 6 months duration
- Ship Flag extradom - buying/selling in Italian or foreign port
Same procedure as for Italian flag ship, with the addition of presentation of “estratto matricola” of
Port of Register of ship and the permission of the foreign State for deletion of the ship from its
Port of registry when registered.

SHIP PURCHASED OR TRANSFERRED IN BAREBOAT CHARTER


- Acquisition of Italian flag ship
Present in the Port of registry of ship the bareboat charter agreement and make a declaration of
Owner; this operation involves the continuation of the ownership by changing the Owner.
- Acquisition of extradom flag ship
Submit an application to the Ministry, and in copy to the Port of registry which the vessel is
registered in International Registry (third section.) - Attach: certified copy of the bareboat
chartered contract (translated, annotated and registered in “ufficio delle entrate”), original of
tonnage certificate, original copy of the certification issued by the competent authority of the
registered country of the vessel from which is indicates that the right to be under the flag of that
state is suspended or will be suspended as soon as the registration took place in the Italian
International Register (the above document must be legalized translated or by apostille treaty);
original copy of the document indicating the agreement of the owner of the ship, as well as the
document indicating the agreement of any written warranty rights, if required by the state of
registration of the ship (the aforementioned documents must be authenticated on signatures,
legalized or with apostille and translated).
If the operation is performed in Italy, the above-mentioned documents have to be submitted to the
Harbour Master office belonging to the port where the ship is to be registered; if the operation is
performed abroad will be submitted to the competent Italian Consulate, which transmits by fax in
advance the documentation to the Harbour Master, who will confirm in a short time the approval,
confirming the name, the call sign and will authorize the issuance of (“passavanti provvisiorio”).

SHIP SELLING
Reverse procedure, the above documentation have to be provided by Buyer in order to allow the
Harbour Master of the Port of the Registry the deletion of the vessels from the own registry.

2.4 Ships no longer operated


When a ship is no longer operated by the Company, the Master must ensure that all documentation
relating to the application of the SMS on board the ship is returned to the Designated Person Ashore.
The aforementioned documentation must be kept in the Company archives for a minimum of 2 years

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from the date of when the ship ceases to be operated. The certifying authority must be informed
immediately.

CODE – ISM Part B – Certification and Verification


13.14.15.16 CERTIFICATION - INTERIM CERTIFICATES - AUDITS - FORMS OF CERTIFICATES
Paragraph 13.1 – 13.2 – 13.3 – 13.4 – 13.5 – 13.5.1 - 13.6 –13.7 – 13.8 – 13.9 – 13.10 – 13.11 – 13.12 – 13.13 – 13.14 - 14 – 14.1 – 14.2 – 14.3
– 14.4 - 15.1 – 16.1 – 16.2

2.5 Certificates and periodic audits - Document of Compliance (DOC) and Safety
Management Certificate (SMC)
The DOC and SMCs represent evidence that the Company (DOC) and the ships (SMC) meet
the requirements of the ISM Code; both certificates (interim and final) are issued by the
Maritime Administration as a result of audits, with mandatory periodic audits. The DOC is
available in the office (original) and a copy is available on the ships where the original SMC is
available along with a copy of the Company declaration of liability.
The procedures for issuing and renewing the DOC and SMC are governed by Chapters 13-14-
15-16 of the ISM Code and the provisions issued in this regard by the Ministry of Infrastructure
and Transport-General Command of the Corps of the Harbour Master Office – 6th Dept. Safety
of Navigation. The following is a summary of the expiry times for the aforementioned
certificates:
Validity Intermediate visit
Interim D.O.C. 12 months
Final D.O.C. 5 years Annual (at the anniversary date +/- 3
months)

Interim S.M.C. 6 months (extension up to 12 months in


exceptional cases)

Final S.M.C. 5 years 30 months+/- 6 months


The DOC and SMC are issued for the same type of ships and are bilingual (Italian/English) according
to the forms approved by the Flag Administration. Audits are carried out according to procedures
accepted by the Administration, taking IMO guidelines into account.
The DOC, SMC (and ISSC) certificates show the GRIMALDI DEEP SEA S.p.A. IMO company
identification number: 1468950.
The Company ensures that internal audits and certification under the ISPS Code and illustrated in
detail in the security plan provided to each ship are carried out on board all the ships operated.
If the DOC or the SMC are renewed within three months preceding the expiry date, the new certificate
will be valid from the date of completion of the audits until the completion of the 5 year period from the
date of expiry of the previous certificate. If the renewal audit is carried out more than three months
before the expiry date, the new DOC or SMC certificate will have validity of 5 years starting from the
date of completion of the audits.
If an SMC is renewed after the expiry date, the new certificate will be valid from the date of completion
of the audits up to a period of no more than 5 years from the date of expiry of the previous SMC.

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If, after completion of the renewal audits, it is not possible to obtain the issue or onboard availability of
a new SMC before the expiry of the previous SMC, the Flag Administration can extend the validity of
the expired certificate for a period not exceeding 5 months from the date of expiry.
If, at the expiry date of the SMC, the ship is at a port where it cannot be audited, the Administration
may extend the validity of the SMC for the sole purpose of allowing the ship to complete its journey to
the port where it can be audited, and only if this is reasonably feasible. Under no circumstances can
the validity of an SMC be extended for more than three months from the expiry. Furthermore, if the
ship has been granted an extension of validity in order to allow it to reach a port where the renewal
visit can be carried out, said ship cannot depart from that port without having obtained a new SMC,
whose validity must not exceed 5 years from the original expiry date of the previous certificate.
Upon delivery of new ships or new acquisitions from other Flags/Owners, the Company must ensure
that all audits are carried out on board in order to obtain the interim SMC (maximum duration six
months, extendable in exceptional cases by a further six months).
GRIMALDI DEEP SEA S.p.A, responsible for managing safety in accordance with the ISM Code, is
also responsible for security management under the ISPS Code - Reference: Rule 1.1.7 Chapter XI-2
Solas

2.6 Additional certification visits for ro-ro passenger ships and for the Company
The Company ensures that the audits and certificates provided by the Italian Legislative Decree n. 28
of 2 February 2001 - implementation of Directive 1999/35/EC are carried out on board ro-ro passenger
units and in company departments. Ship’s Command are shown the methods, expiries and
frequencies of the envisaged audits and certificates via an appropriate circular from the DPA.
In agreement with the National Maritime Authorities of the terminal ports and according to the
European Directive 1999/35, specific, initial and periodic in exercise surveys are organised on board
ro-ro passenger ships, after appropriate coordination with the foreign authorities of the host countries
in which the unit is operating.
In the event of variation to the lines of ro-ro passenger ships, the Company requests the Maritime
Authority responsible for the operational site to perform an initial visit to the company to issue a new
certificate with updated line information. A copy of this certificate is sent to all ro-ro passenger ships.
The envisaged visits and specifications for the ships involved are then requested to the Maritime
Authorities of the ports of call.
For the initial surveys to the company, the following guidelines have been laid down concerning the
requirements of Annex I to Legislative Decree 28/01:
1-With appropriate working instructions from the commercial department, the agencies of the ports of
call of ro-ro passenger ships have been instructed to provide the Masters with adequate information
regarding the availability of shore-based navigation support systems and other information which could
be helpful in order to ensure safe operation. This information is provided at the request of the Master
before departure. The Master is also entitled to contact the DPA or the Back-up DPA at any time in
order to request information and assistance.
2-Safety videos for passengers to be shown before departure have been supplied to ro-ro passenger
ships. Such aids have been arranged taking IMO guidelines - paragraphs 2 and 6 of MSC Circular 699
into account.
3-With appropriate working instructions from the crew department, the forms and instructions for
creating onboard work organisation tables have been supplied to the ro-ro passenger ships.

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4-Within the SMS manual, the Company policy has been set out and reiterates the full freedom of the
Master to take any decision which he considers necessary in his professional opinion for the purposes
of safety during sailing and operations, in particular in the event of bad weather and heavy seas.
5-A form and associated procedure have been prepared for reporting and recording accidents.
6-With working instructions from the technical department, Masters of ro-ro passenger ships have
been instructed about the proper management of any damage or permanent deformation of doors,
hatches or shell plating that could compromise the integrity of the ship.
7-The company has prepared a form and associated procedures for filling out a voyage plan prior to
departure. Ships have also been given a specific publication as a guide for planning the voyage
(Passage Planning - Principles and Practice). This publication has been produced based on IMO
Resolution A.893 (21) “Guidelines on voyage planning”.
8-Specific instructions for ro-ro passenger ships on the management of persons with reduced mobility
have been given with a circular from the DPA.

All ro-ro passenger ships managed by the Company are


in accordance with European Directive 2003/24/EC on safety requirements for passenger ships
(Stockolm agreement) and in this sense, these units have been certified to operate in sea areas with
significant wave height equal to the value indicated in the relevant vessel certificates (eg. operational
limits, etc.); the sea areas with the corresponding values of significant wave height, established by the
flag Administration, in accordance with European Directives reference, has been sent to vessels by
inserting in the technical library board of the relating Italian Decree

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CODE - ISM
3. RESPONSIBILITY AND AUTHORITY OF THE COMPANY*
3.2 The Company shall establish and document the responsibility, authority and interrelation of all personnel who
manage, implement and review the related work or who may nevertheless have influence on safety and pollution
prevention.
3.3 The Company shall ensure that adequate resources and shore-based support are available to help Designated
Person(s) Ashore carry out their functions.
* Refer to the guidelines for the practical implementation of of the ISM Code by the Company (MSC-MEPC.7 / Circ.8)

3.1 General information


GRIMALDI DEEP SEA S.p.A. is a shipowning and management company, whose business is the
transportation of cars, vehicles, containers, general cargo and passengers worldwide, with ships
owned and/or chartered.

3.2 Organisational Structure


The Company organisation consists of: PRESIDENT, MANAGING DIRECTOR, Board of
Directors, a Secretary General and the following departments:
- Operational, Commercial, Damage Prevention and Legal, Bunker
- Audit – Port Cost Control
- Containers
- Passengers
- Hotel
- Travel Agency
- Tour Operator
- Financial and Administrative
- Technical
- Safety-Security / Quality / Environment
- Purchasing
- Maintenance Engineering and Cost Monitoring
- Administrative Personnel
- Maritime personnel (Crews) – training centre with handling simulator
- E.D.P.
which are supervised by the MANAGING DIRECTOR.
The Heads of Departments are responsible for each department. In their absence, the Deputy
Head of Department (if applicable) is responsible, otherwise the person at the next highest level.
3.2.1 The MANAGING DIRECTOR
The MANAGING DIRECTOR is responsible for the Safety Management System (SMS)
In writing, he will appoint the DPA (designated person ashore), the Company Security Officer and the
person in charge of recording the data of the passengers embarked on board the passenger units, as
set out in the relative Italian Ministerial Decree. This person is the passenger office manager.
In addition, he will also have to arrange for any necessary shore-based resources and support in order to
enable the Designated Person Ashore (see paragraph 3.6) and the Company Security Officer to carry
out their functions.

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Under Italian Legislative Decree 271/99, the MANAGING DIRECTOR has the following responsibilities
(the additional responsibilities of the Company under Italian Legislative Decree 271/99 have been
delegated to shore-based and onboard senior executives with appropriate delegation):

1 Arranging a risk assessment for the health and safety of maritime workers in relation to the
technical/operational features of the ship. To this end, a safety plan has been drawn up for the
workplace and contains the following elements:

a) Detailed unit design, which, in particular, shows the layout regarding the workplace and must
necessarily include a general plan (including plan, longitudinal and cross section plans,
relative to the workplace of the unit, highlighting the hazardous areas, the escape routes and
the “Fire plan and life-saving appliances plan”)

b) Unit technical specification: which refers to a detailed description of the unit complete with its
components with relative technical specifications and technical reference standards under
which they were made and put on board. The technical specification must include all
information deemed useful for the assessment and evaluation of hygiene and occupational
safety on board.

c) Risk Assessment Plan: containing a technical report on risk assessment for the protection of
maritime workers related to carrying out work on board which specifies the criteria used for
the assessment itself and the prevention and protection measures for workers, in addition to
the implementation program for any intervention necessary in order to improve levels of
hygiene and safety on board.

2. Forwarding two copies of the documentation relating to the safety plan to the Ministry of
Infrastructure and Transport, via the Harbour Master Office where the unit is enrolled, one of
which must be communicated in paper form while the other may be supplied in electronic form -
limited to the “Technical Specifications” and the “Risk Assessment” for the documents referred
to in points b) and c) - for approval.

3. Integrating and updating the safety plan whenever any changes or transformations are made on
board.

4. Appointments, after consulting the SAFETY REP. and the SAFETY MAN.

5. Appointing the personnel involved in the health and safety service.

6. Appointing the qualified doctor.

3.2.2 Technical Department Manager


The technical department manager has been delegated the following tasks regarding the responsibilities
set out in Italian Legislative Decree 271/99:
1. Informing maritime workers about the procedures to be implemented in emergencies, especially
for fire on board and when abandoning ship, as outlined in the current security regulations
adopted by the Italian Presidential Decree of 8 November 1991, no. 435.
2. Training maritime personnel as regards hygiene and safety in the workplace by providing
appropriate operating manuals for easy reference
3. Providing and making the whole collection of international standards, technical documentation,
the manual referred to in Article 17 and the guide referred to in Article 24 paragraph 4 of Italian
Legislative Decree 27/99 and the safety procedures useful for carrying out work on board in
safe conditions available to the crew.
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4. Providing instructions to the prevention and protection service on board referred to in Article 13
of Italian Legislative Decree 271/99, in order to coordinate the protection measures referred to
in Article 10 paragraph 2(b) of Italian Legislative Decree 271/99 with the activities covered by
the tender or contract work.
5. At least once a year, via the health and safety service, convening a meeting attended by the
Captain of the ship, the safety manager for the workplace and the safety representative for the
workplace in order to examine the following elements:
a.Nature of the risks
b.Organisation of the work, planning and implementation of health and safety measures
c. Description of the work equipment on board
d.Records of accidents and occupational diseases
6. Making the practical medical guide for assistance and first aid on board ships or another similar
publication available on board for easy consultation by crew.

3.2.3 Crew Department Manager


The crew department manager has been delegated the following tasks regarding the responsibilities set
out in Italian Legislative Decree 271/99:

1. Providing appropriate instructions and procedures to equip maritime workers with the necessary
personal protective and safety equipment, in compliance with existing legislation.
2. Establishing a targeted health surveillance program for maritime workers on board exposed to
agents that are toxic and harmful to health. This is arranged in collaboration with the qualified
doctor
3. Reporting the event in case of an accident, whatever the duration of the period of inactivity of
maritime workers on the basis of what is indicated by the health and safety service, to the
Maritime Authority and the Insurance Institute under the provisions of applicable legislation, as
well as to the local health unit of the area where the ship is enrolled

The crew department manager has also the following responsibilities for MLC (Maritime Labour
Convention):
1. Prepare and distribute to vessels /offices all procedures necessary to implement the
requirements of the MLC.
2. Arrange with the competent authorities the visits on board vessels for MLC certification
(provisional certificates, definitive and intermediate visits)
3. Treating follow-up of any irregularity issue during MLC visits, preparing appropriate corrective
action and communicate to the ships of such action to implement. Transmit to competent
authorities these actions
4. Arrange for assistance to the Master on board during MLC visits.

In case of incident/crisis involving the crew and requesting tutelage/assistance/information UMAR staff
has to immediately inform UMAR responsible person, who has to undertake the following actions:
1. Coordinate with the DPA
2. Contact the concerned vessel for appropriate coordination
3. Organise the presence in the office of one of the responsible person for operations (or deputy)
supported by one or more assistants according to the extent of the event. These persons will
have to make available the following information concerning the involved staff.
- Update crew list of the ship
- List of home/family telephone numbers of the seafarers and the latter’s mobile phone
numbers.
- Individual CV of the seafarers
- Information from and to the competent medical doctor
- Make available the contact points for crew’s localization (agencies, hotels, hospitals,
authorities etc.)
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- Contact the crew’s families and provide them with information


- Support the crew via telephone
- Establish contacts with recruiter agents concerned
Based on the event, UMAR’s manager will instruct concerned parties (agents UMAR’s representatives
etc.) in order to ensure safety and security of all staff (shelters, accommodation, meals) and to
organize the tickets purchasing or their return/transfer
Based on the characteristics of the event, UMAR’s manager can organise the presence of a UMAR
representative to directly support the crew.
UMAR’s manager will have to consult the manager of commercial department and the public relations
representative of the Company to instruct the master and UMAR’s staff; moreover, he has to ensure
communication between legal representatives and the Master.
UMAR’s service for assistance and coordination has to continue operating until all the operational and
support needs are met, the DPA has to be informed prior to the interruption of coordination/assistance
activities.

3.2.4 Qualified Doctor

In accordance with the provisions of article 6 paragraph 5(c) of Italian Legislative Decree 271/99, the
shipowner has appointed the qualified doctor as defined in Article 23 of Italian Legislative Decree
271/99. A copy of the certificate of appointment is sent to all ships operated. The medical records of
maritime workers are archived at the offices of the qualified doctor.

Under Article 23 of Italian Legislative Decree 271/99, the qualified doctor has the following
duties/responsibilities:
a- Collaborating with the owner and the health and safety service under Article 13 of Italian
Legislative Decree 271/99, on the basis of specific knowledge of the organisation of work on
board and risk situations, to prepare measures for safeguarding the health of maritime workers;

b- Performing medical examinations and assessments of fitness for the specific task identified in
paragraph 6 of the aforementioned article
c- Establishing and updating, under their own responsibility, a medical and risk record to be kept by
the Owner respecting professional secrecy;
d- Providing information to maritime workers on the significance of the health checks they undergo
and, in the event of exposure to agents with long-term effects, on the need to undergo health
checks after the cessation of the activity that includes exposure to these agents. Also providing
similar information on request to the safety representative in the workplace;
e- Informing maritime workers of the results of the health checks referred to in letter b) and, on
request, issuing a copy of the health records;
f- During regular meetings on board, disclosing the anonymous collective results of the clinical and
instrumental checks made and providing guidance on their meaning;
g- In conjunction with the Safety Responsible, visiting the workplace at least twice each year and
participating in planning the control of exposure of maritime workers;
h- Without prejudice to the health checks referred to in letter b), conducting medical examinations
requested by workers when such requests are related to occupational hazards.

3.3 Board of Directors

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The members of the Board of Directors must be contacted if the MANAGING DIRECTOR is
unavailable.

3.4 DPA relationships with the Management.


Regarding the application of the Safety Management System Manual, the Designated Person Ashore
has direct access to the highest level of management. From this point of view, direct channels of
communication have been established between the DPA and the MANAGING DIRECTOR/Board of
Directors

3.5 Departments on shore: organisation, duties and responsibilities


The main functions of the departments are:

3.5.1 Financial and Administrative


(i) reports (budgets, control of economic performance)
(ii) accounting (invoicing, adjustments, keeping the books)
(iii) finance (foreign exchange operations, cash accounting etc.).
(iv) banks
(v) agents

3.5.2 Operational, Commercial, Damage Prevention and Legal, Charter and Bunker
i) Ship’s operativity
ii) Commercial
iii) logistic
iv) charter and bunkers (time/trip charter and charter of spots, bunker refuelling)
v) legal
vi) checking the performance of chartered ships
vii) cargo claims
viii) damage prevention
ix) quality of transport

3.5.3 Containers
(i) operational
(ii) insurance and technical
(iii) administrative

3.5.4 Travel (Passengers-Travel agencies-Tour Operators)


(i) booking/marketing/sales to the Italian and foreign passenger market
(ii) registration of passengers boarded pursuant to Decree 13/10/99
(iii) travel agencies

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3.5.5 Audit - U.C.I. – Port Cost Control


(i) freight list
(ii) freight processing
(iii) statistics and overall number of voyages to the Board of Directors
(iv) outlay accounting, commission to agencies
(v) analysis of port accounting, cancellations, subsequent checks, payments to various agencies
(Vi) monitoring of port outlay

3.5.6 Technical
(i) classification of ships and scheduling maintenance
(ii) technical support to ships under construction and in operation
(iii) technical inspections of ships
(iv) assistance during SOLAS visits and other mandatory visits
(v) contacts with the Classification Companies
(vi) P & I claims excluding cargo
(vii) hull and machinery insurance
The Technical Department Manager and the Technical Inspectors are responsible for the technical
supervision of the ships. Ship’s Command will be duly informed by the Inspector(s) that they have been
appointed to assist them.
For particularly complex technical problems or concerning specific matters, the Company may use
technical experts with special knowledge in these fields.
The Technical Department Manager works closely with the Crew Department to select the most
suitable officers and crew for each ship, taking into account the needs of the ship and capabilities of
the personnel.

3.5.7 Purchasing
Supply of spare parts, warehouse and stores, supplier selection and control of relative documentation

3.5.8 Maintenance Engineering and Cost Monitoring:


(i) Administration of the computerised onboard purchase and stock maintenance management
system AMOS (Administrative Maintenance Operating System) which is expressed through
the definition of user procedures, in both the office and on board, of monitoring the
accuracy of data and in the development of new features. Also verifies correct system use
by the Technical Department, Purchasing and Fleet ships.
(ii) Development and implementation of preventive maintenance policies for the Fleet on the
basis of analysis carried out on data extracted from the AMOS system and in collaboration
with the Technical Department.
(iii) Drafting of periodic reports on the technical/maintenance costs of the fleet with analysis of
variances from the budget, trends and forecasts to end.
(iv) Auditing of the technical/economic management of the fleet and supplies, by verifying the
application of the envisaged procedures.
(v) Drafting of periodic reports on the technical conduct of the fleet.
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(vi) Responsibility for and development of research projects in the field of ship maintenance.

3.5.9 Maritime Personnel


The main functions of the Departments are:
(i) providing crews for each ship with medical requirements, professional certificates,
skills and knowledge of English, according to national and international laws.
(ii) recruiting officers, petty officers and crew in accordance with procedures established by
the Company.
(iii) monitoring the activities of the qualified doctor, appointed pursuant to Italian Legislative
Decree 271/99, on the health surveillance of maritime personnel and the periodic
inspections on board ships made by the qualified doctor.
(iv) reporting accidents occurring to maritime personnel in accordance with statutory
requirements.
(v) Implement on board ships and in the department ashore all procedures provided by
MLC (Maritime Labour Convention) in accordance with the provisions of the flag
Administration; plan and assist MLC certification on board ships and treat the follow-up
of the deficiencies issued during checks.
(vi) When crews are provided by a Recruitment Agency, the following provisions must be
followed:
a) the crew department is responsible for informing the Agency about Company policy
regarding recruitment, drugs and alcohol, certification, knowledge of English language for
crew communication, performance evaluation and monitoring that this policy is adopted;
security policy; background check policy for personnel before recruitment.

b) a copy of the evaluation notes prepared by the Master, Chief Engineers and Pursers,
covering all crew including the one provided by manning agents must be sent to the crew
dept.

c) the Company reserves the right, based on evaluation notes, reports from inspectors, from
the operational and maintenance results of audits carried out by the Authorities/PSC/
classification surveyor /eg. or by the Port Authorities, to request the replacement of the
crew selected by the recruitment agency.

3.5.10 E.D.P.
(i) data processing and development
(ii) Operational
(iii) Data transmission to all the internal departments.

3.5.11. SMS Auditors


The Safety Management System auditors are under the authority of the Safety/Quality/Environment
Department (Vito Ravo - Mario Di Gennaro - Pasquale Napolitano - Giuseppe Gargiulo - Giovanni
Cocorullo - Gioacchino Persico) are responsible for the execution of internal audits to the various
offices of the Company and the vessels operated in order to determine whether the 'SMS and ISPS
Code are applied in an efficient and effective way in order to reach the objectives set.
They must have a thorough knowledge of the SMS, the ISPS Code, sufficient experience and
professional skills and have completed specific training course regarding the SMS as per circular
lettere MSC-Mepc.7/circ.8 .

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During the inspections on board ships and at the Crew department, the SMS auditors verify the
implementation of procedures relating to the MLC (Maritime Labour Convention).
The Safety, Quality, Environment Department Responsible refers to the DPA in relation to the results
of the inspections on board ships and at the ashore offices.

3.6 Designated Person Ashore

CODE – ISM
4. DESIGNATED PERSON(S) ASHORE*
Each Company shall designate a person or persons ashore who must:
1. ensure the safe operation of the ships
2. provide a link between the Company and the board.
3. have direct access to the highest levels of management
4. have the responsibility and authority to monitor issues related to safety and preventing pollution connected to
onboard operations
5. have the responsibility and authority to ensure that adequate resources and shore-based support are available
as required
(*) Please refer to the guidelines for the qualifications, training and experience needed to assume the role of the
person designated under the provisions of the ISM Code (MSC-MEPC.7 / circ.6)

The Designated Person Ashore is the link between the Company on shore and the ship.
A Designated Person Ashore has been appointed, as defined by the ISM Code.

D.P.A. Office Phone Home Phone Mobile Phone

Paolo Satariano +39 081 496 467 +39 081 663035 +39 329 8628900
The Master must contact this person for any problem concerning the safety of the ship and its
crew for issues related to preventing pollution, particularly when support (technical and human) is
required from the Company
The DPA Paolo Satariano (a Naval Engineer), is in possession of all the requirements of the IMO
guidelines (MSC-MEPC.7 / Circ.8) regarding the qualifications, training and experience necessary to
assume the role of DPA in accordance with the requirements of the ISM Code.

Back-up Designated Person Ashore

Where the DPA is not readily available at the contact numbers listed above, the following are
Back up DPA in the order shown in the table below:
Reserve D.P.A. Office Phone Mobile Phone

Eng. d' Esposito Giovanbattista +39 081 496 348 +39 334 6014978
Eng. Menzani Giorgio +39 081 496 515 +39 348 3103365
Cap. Ravo Vito +39 081 496 311 +39 335 5763158
Cap. Avvinto Mario +39 081 496 453 +39 348 3100847
Any other person from the Technical Department or other departments may be contacted if necessary.
Any person contacted by the Captain must always refer to the Designated Person Ashore or to its
back-up as soon as possible. Contact with the DPA may be by telephone, but for important and urgent

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questions, written communication must always follow, stating the nature of and other information
regarding the problem.
The Designated Person Ashore has direct access to the highest level of management and
responsibility to monitor issues related to safety and preventing pollution regarding the operation of the
ships. The person also has the authority to provide resources and take any decision to implement and
actually invoke the principles established in this Manual. He is responsible for ensuring that corrective
actions are taken as needed.
The DPA has several delegates of (Safety/Quality-Environment dept.) who, with appropriate
delegation, have been assigned the following tasks under his supervision:
1) Monitoring the documents sent by the ships and checking the content (Safety Committee
meeting reports, Sopep exercises dossier, accidents/fault reports etc.)
2) Archiving and dispatching SMS correspondence with ships, classification agencies, Harbour
Master Office etc.
3) Carrying out internal Audits on board the ships and company departments involved in the
SMS, subsequent checking that nonconformities/observations have been dealt with
4) Carrying out safety inspections on board ships, subsequently checking that the proposed
interventions have been implemented.
5) Preparing of circulars/work instructions on the advice of the DPA.
6) Assisting onboard commanding officers during visits by the certifying authority, requests from
the ISM Queues.
DPA delegated based on specific task assigned, have received appropriate training through
participation in specific training courses for SMS auditors. They are familiar with the company SMS
procedure and have acquired adequate experience during training and an adequate level of
understanding of the standards, rules, codes and guidelines regarding the SMS. They have a
reasonable knowledge of English.
Regarding points 3 and 4, the result of internal audits and safety inspections on any deficiencies,
failures, observations/nonconformities found on board will be reported to the Quality-Safety-
Environment Manager, who will forward them to the DPA.
When the DPA and/or the Safety/Quality/Environment Manager consider that more resources are
necessary in order to carry out their duties, a written request must be sent to the SMS manager, who
will assess the situation and take the most appropriate decision as soon as possible in order to ensure
that the SMS remains efficient at a high level. A collection of such correspondence must be kept by the
interested parties.
In accordance with the provisions of the Flag Administration, SMC certification visits on board ships are
presided over by the DPA. In particular cases and where proven unexpected events or other reasons
make it impossible for the DPA to attend these visits, a deputy DPA or DPA delegated (one of those
listed above) will be in charge of being present at certification visits on board and he will be in constant
telephone communication with the DPA during the course of the visit.

In the event of serious and imminent danger to human life, to the ship, or to the environment,
the Master must follow the instructions, procedures and measures set out in paragraph 3.7

3.7 Emergency Unit Ashore

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CODE - ISM
8. EMERGENCY PREPAREDNESS*
8.3 The SMS shall provide for measures ensuring that the organisation of the Company is always able to respond to
hazards, accidents and emergency situations involving its ships.
* Refer to the guidelines for structuring an integrated system of contingency planning for emergencies on board, adopted by
the Organization by resolution A.852 (20) as amended.

In emergency situations where there is a serious and imminent danger to human life, the ship or
the environment, as soon as possible, the Captain must:
(i) take the measures necessary in order to minimise the consequences of what has happened.
To do this he must:
- implement SOPEP instructions and procedures if there is any pollution or risk of pollution, or
implement the procedures in the pollution prevention contingency plans in place for certain
geographic areas. (e.g. U.S. waters - Panama etc.)
- implement the procedures and instructions from the security plan where there is risk/threat to
security
- use the applicable procedures and instructions in this manual, in all other cases.
(ii) inform the Designated Person Ashore (safety, pollution) or the Company Security Officer
(security) or, alternatively, the relative names listed in this manual and in the security plans,
or contact any other person from the Company
The person contacted by the Master will assume the role of “Incident Coordinator” and continue in
that role until clearly and officially relieved by the Coordinator in charge (DPA or his substitute).
The “Incident Coordinator” is responsible for obtaining the clearest possible situation, until the
Emergency Unit Ashore is contacted and provides the appropriate coordination. If necessary, the Unit
will meet in the Company offices.

The task of the “Emergency Unit Ashore” is to:


- continually verify the situation;
- assist the ship’s Command in their efforts to minimise the consequences of what has
happened;
- take the action deemed necessary depending on the circumstances (e.g. inform the National
and Costal Authorities, the Classification Company and the Insurers, contact experts, contact
consultants, charterers etc.);
- establish an information system for the families of those involved;
- identify, case by case, within the emergency unit, the person in charge of relations with the
media and provide appropriate support;
- document all activities and ensure completion of the appropriate files with the objective facts
of the case. All documentation produced is stored in the incident file by the Quality-Safety-
Environment Department.

The components of the “Emergency Unit Ashore” are:


- The Designated Person Ashore or, in his absence, one of the substitutes in the order listed in
the table in paragraph 3.6
- The Incident Coordinator
- The Crew Department Manager (M. Avvinto)
- The Safety/Quality/Environment Department Manager - CSO (V. Ravo)
- The Deputy Technical Director (G. d’Esposito)

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- The technical department inspector responsible for the ship concerned


- The Deputy DPA of Technical department (G. Menzani)
Depending on the nature of the emergency, the DPA can decide to involve other components of the
other Company offices (e.g. sales, legal, purchasing departments etc.) or outside consultants (e.g.
specialist technicians, insurers etc.).
If it is impossible to contact the Company, the nearest representative of the Insurance
Company concerned (H & M or P & I etc.) must be contacted immediately.

3.8 ORGANISATIONAL STRUCTURE - ORGANISATION CHART

ORGANISATION CHART
AMMINISTRATORE DELEGATO
MANAGING DIRECTOR

Responsabile del Safety Management System


Safety Management System Responsible

D.P.A.

Paolo Satariano

Ufficio Sicurezza/Qualità/ambiente Ufficio Tecnico Ufficio Marittimo

Safety/Quality/Enviroment Dept. Technical Dept. Crew Dept.

Navi

Ships
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4.1 Hierarchy on board

ISM CODE
6. RESOURCES AND PERSONNEL*
6.2 The Company should ensure that each ship:
1. is manned with qualified seafarers, certified and medically fit, in accordance with the national and international
requirements; and
2. is suitably armed to cover all aspects related to the maintenance of the safety conditions of the operations on
board.
(* )Refer to: Principles of minimum safe manning, adopted by 'Organization with resolution A.1047 (27)
1. Master.
2. Chief Engineer
3. Ship’s doctor (when on board)
4. Chief Mate (Workplace Safety Manager)
5. Pursers (for ro-ro passenger ships only)
6. 1st Engineer
7. 2nd Mate, 2nd Engineer
8. 3rd Mate, 3rd Engineer
9. Deck and Engineer Cadets
10. Pursers cadets
11. Boatswain
12. Other members of the crew.

Note: While on board during his service, the Pilot has the same rank as the First Mate.

4.2 Duties and responsibilities


The organisation on board, described below, intends to provide a summary of the tasks and
responsibilities of key Officers on board as regards the Safety Management System.
These Officers are not exempt from performing other duties and responsibilities assigned to
them directly by the Company (through manuals, circulars etc.) or indirectly delegated by the Master or
Chief Engineer.
The Master and the Chief Engineer may, therefore, delegate some of their responsibilities to
other Officers on board. In such cases, within the relative forms, in addition to the list of tasks assigned
to each Officer, as stated in the SMS manual, the tasks that the Master/Chief Engineer has decided to
entrust to the Officers may also be shown.

Nevertheless, the responsibility of the Master regarding essential decisions to be taken


concerning the safety of passengers, crew and the ship as well as environmental protection,
cannot be delegated.
The delegation of tasks should be transcribed and a copy of the notice will be kept in the
“Archive” in the relative department.

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4.3 Master’s Responsibility and Authority


ISM CODE
5. MASTER’S RESPONSIBILITY AND AUTHORITY
5.1 The Company should clearly define and document the Master's responsibility with regard to:
1. implementing the safety and environmental protection policy of the Company
2. motivating the crew in the observation of that policy.
3 issuing appropriate orders and instructions in a clear and simple manner.
4. verifying that specified requirements are observed
5. reviewing the SMS and reporting its deficiencies to the shore-based management.
5.2 The Company should ensure that the SMS operating on board the ship contains a clear statement emphasising the
Master's authority.
5.3 The Company should establish in the SMS that the Master has the overriding authority and the responsibility to make
decisions with respect to safety and pollution prevention and to request the Company's assistance as may be
necessary.

By virtue of his authority resulting from laws and customs, the Master has the final say on board
for all matters affecting the safety of passengers, crew, the ship and environmental protection. The
Master is directly accountable to the MANAGING DIRECTOR.
The responsibility and overall authority of the Master on board the ship is set out in paragraph
4.5.1.1. The Master’s responsibility and Authority regarding Safety Management (SMS) provisions is as
follows:

He is responsible for:

(i) implementing the Company’s safety and environmental protection policy on board the ship and
motivating the crew to comply with said policy. He is the highest authority on board the ship. He
can take any decision deemed necessary for safety of life at sea and the protection of the marine
environment;

(ii) ensuring that the procedures provided by the Company are adopted correctly and that the Officers
carry out their duties as regards safety and environmental protection;

(iii) making suggestions to the DPA to review the procedures and instructions for safety and
environmental protection and reporting any comments or suggestions to the DPA in order to
improve the Company policy (SMS review);

(iv) issuing appropriate orders and instructions to the crew in a simple, clear manner so that the
objectives are achieved;

(v) organising and taking part in emergency drills to test their effectiveness, in particular as regards
the coordination of various groups;

(vi) checking that individual crew training takes place regularly;

(vii) checking that the periodic inspections and maintenance of safety and pollution prevention
equipment are carried out by the crew;

(viii) preparing the ship and providing assistance during statutory and class visits;

(ix) checking that the specific safety and pollution prevention provisions of the SMS on board the ship
are observed;

(x) provide the training of the seafarer’s representative for the safety of the working sites

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In addition to this, the Master must ensure (either directly or through Officers who are already trained)
that the crew are trained and motivate them to follow the Company Policy, setting out the advantages
in terms of safety, environmental protection and quality of service.
He must issue “Standing Orders” for safe, efficient operation of the ship. The Standing Orders will
always be available on Wheelhouse.
He will also provide a “Night Order Book” to be kept on the Bridge for examination and signature
by each Officer when taking over the watch; said book must be prepared in addition to the provisions of
the Deck Log Book 3.
If there are specific situations that require the adoption of special measures / precautions (eg
temporary failure of a navigation equipment, special monitoring of the ramp / mooring, etc..) will be the
responsibility of the Master, as he may deem most appropriate, to formalize the temporary instruction
of the case and in this respect could be incorporated in the provisions of the night order book, or
standing orders, or nautical journal part III or the port log book, etc.. In any case, the provisions shall
be countersigned as acknowledge by duty officers.
While the Company provides operating and emergency procedures and instructions, it is
understood that, on board the ship, the Master has full and complete authority to take actions
that only he may consider necessary in order to protect human life, the environment and the
ship, whether these comply or not with the procedures and instructions given by the Company.
The Owner, the Charterer and the Company do not affect or impose restrictions on the
decisions taken or implemented by the Master, which, in his professional opinion, are
necessary for the safety of life at sea and for the protection of the marine environment. This
principle is in line with what is set out in rule 34-1 chapter V of the Solas Convention.
The Master is responsible for notifying the “Designated Person Ashore” regarding any matter
which, in his opinion, may affect the safe operation of the ship or could pose a risk of pollution and
which requires the intervention of the Company in order to rectify it.
Notification to the Designated Person Ashore must be recorded in writing (see Chapter 13) and
must be kept in a separate “Archive” in the Deck Department.

4.4 Crew role- Minimum Safe Manning


The Officers, Petty Officers and Seamen must have all the certificates from courses to meet
national and international laws.
The ships are operated in accordance with national and international requirements in force, according
to the gross tonnage, service, type and level of automation.
The flag Administration, releases for each ship, a safe manning according to international and national
requirements and which provides the minimum safe manning of crew, the qualifications, crew
certifications requested etc.
The company, requires the issuance of a minimum safe manning in accordance with the principles
reference rules (Principles of minimum safe manning, adopted by IMO Resolution A.1047 (27); the
company when determining the proposal for the safe minimum manning, takes into account these
principles purpose:
- ensure that the ship is sufficiently, effectively and efficiently manned,
- ensure the safety and security of the ship,
-ensure a safe operation and navigation at sea and in port,
-avoid injuries and loss of human life
-avoid pollution to the marine environment and to property
-ensure the safety and health of the crew avoiding the factors of fatigue and the respect of minimum
hours of rest.

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When necessary, taking into account the type of cargo, number of passengers, service and
maintenance requirements, the Company can embark crew members in addition (extra) to the above
requested by the minimum safe manning.

4.5 Authority and responsibilities of key Officers and senior Officers


ISM CODE
3 COMPANY RESPONSIBILITIES AND AUTHORITY*
3.2 The Company should define and document the responsibility, authority and interrelation of all personnel who manage,
perform and verify work relating to and affecting safety and pollution prevention.
* Refer to the guidelines for the operational implementation of the ISM Code by the Company (MSC-MEPC.7 / Circ.8)

The following paragraphs describe the most important tasks and responsibilities of key Officers
in relation to the number of Officers on board.

4.5.1 DECK DEPARTMENT

4.5.1.1 Master
(i) responsible for the safety of the ship, its passengers, its crew, its cargo and the prevention of
pollution. He is the highest authority on board and may take any decision deemed necessary for
safety of life at sea and protection of the marine environment;
(ii) representative of the Owner in dealings with Authorities, Charterers, Agents, Shippers, Receivers
etc.;
(iii) planning and controlling the handling of cargo and the ballast;
(iv) preparing the ship and providing assistance during statutory and class visits;
(v) responsible for the food sector on board cargo craft – HACCP self-control system
The Master has been delegated the following tasks by the Owner regarding the responsibilities set out
in Italian Legislative Decree 271/99:
1)- Ref. Art. 10.1-b) Italian Legislative Decree 271/99 - If the works or services on board the ship
are entrusted to contractor companies or self-employed workers, the Master must provide these same
subjects with detailed information about the specific risks existing on board the ships and in the areas
involved in the contracted work and the related prevention and protection measures to be taken.
2)- Ref. Art. 10.2 Italian Legislative Decree 271/99 - The owner of the contractor company or the
self-employed worker and the Master must:
a) cooperate in the implementation of the prevention and protection measures referred to in
paragraph 1 letter b on incidents covered by the contract or contract work
b) coordinate the prevention and protection measures of their workers, in order to avoid
interference with the onboard work related to navigation
3)- Ref. Art. 12.7 - Italian Legislative Decree 271/99 - The master provides the prevention and
protection service on board with information regarding:
a) the nature of the risks
b) the organisation of the work, planning and implementation of prevention and protection
measures
c) the description of the work equipment on board
d) the records of incidents and occupational diseases
4)- Ref. Art. 25.2-Italian Legislative Decree 271/99 - The significant elements regarding incidents
on board are noted in a special incident register, according to the model approved by the Ministry. The
register is kept on board the ship and is available to supervisory bodies.
5)- Art. 27.1 - Italian Legislative Decree 271/99 - Ensuring that each maritime worker on board
receives adequate information regarding:
a) risks to prevention and protection relating to sailing at sea
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b) the measures and protection activities taken


c) the specific risks to which they are exposed regarding work carried out on board and the
applicable safety regulations and owner provisions
d) the dangers of using the substances and preparations present on board
e) the procedures regarding first aid, fire fighting, the abandon ship
f) the head of prevention and protection on board and the qualified doctor

6)- Art. 27.2 - Italian Legislative Decree 271/99 - The Master ensures that each maritime worker
receives sufficient training as regards prevention and protection, with particular reference to the type of
ship and the duties performed on board.

4.5.1.2 Chief Mate


(i) watch duty – or daily duty in the event of a further overnumerary embarked deck officer on
board;
(ii) controlling the handling of cargo and the ballast during his watch;
(iii) management and direction of deck and hotel personnel (hotel only for cargo ships);
(iv) training Deck Officer cadets and signs Cadet Record Books (Deck);
(v) responsible for the maintenance of the deck and accommodation;
(vi) responsible for crew training, especially crew at first employement with the Company and
initial categories;
(vii) planning of emergency drills for crew and passengers;
(viii) responsible for inspections of void spaces;
(ix) preparing required supplies for the Deck department, to be approved by the Master;
(x) responsible for the maintenance of deck life-saving and fire-fighting equipment;
(xi) responsible for commanding the ship in the absence of the Master or if he is unable to take
command;
(xii) head of workplace safety;
(xiii) Ship Security Officer
(xiv) officer in charge of periodical inspections and maintenance (weekly and monthly) of life-
saving equipment, as set out in regulation 20 Chapter III SOLAS;
(xv) responsible for the organisation of services related to passenger management (max 12) on
board cargo ships;
(xvi) responsible for the tasks entrusted to the Purser on board passenger ships where the Purser
is not on board;
The Chief Mate, appointed head of Prevention and Protection service, has the following
responsibilities/duties under Italian Legislative Decree 271/99:
1) Ref Art 15.1-Italian Legislative Decree 271/99
a) informing the crew regarding the implementation of the directives on hygiene and occupational
safety on board;
b) checking the status of implementation of specific requirements on hygiene and occupational
safety carrying out the checks regarding hygiene and safety in the workplace on board;
c) reporting any deficiencies and anomalies identified that could compromise hygiene, health and
safety on board to the Master;
d) together with the Master, assessing the type of incidents occurring to maritime workers on
board, in order to identify new ways to prevent them.

2) Ref. Art. 15.2 – Italian Legislative Decree 271/99

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In carrying out his duties, the head of workplace safety relies on the prevention and protection
service and the collaboration of the safety representative.

3) Ref. Art. 23.1 - Italian Legislative Decree 271/99


Together with the qualified doctor, he visits the workplaces at least twice a year

4) Ref. Art. 14.1 – Italian Legislative Decree 271/99


Attending regular prevention and protection meetings on board envisaged at least once a year

4 5.1.3 Deck Officer with duties of 2nd Mate


(i) watch duty;
(ii) checking the breathing apparatuses, the fire-fighting and life-saving equipment;
(iii) monitoring and updating radio publications;
(iv) loading/unloading operations during the watch;
(v) member of the prevention and protection service (Italian Legislative Decree 271/99)
The Second Mate, involved in the Prevention and Protection Service, has the following
responsibilities/duties under Italian Legislative Decree 271/99:
(vi) Ref. Art 15.1–Italian Legislative Decree 271/99
e) working with the ship’s master and the head of workplace safety on board the ship in
order to implement the hygiene and occupational safety regulations on board established by
the Owner
f) reporting any deficiencies and anomalies identified that could compromise hygiene,
prevention and protection on board to the workplace safety manager;
g) identifying risk factors related to work activities carried out on board the craft and
related to normal operation;
h) identifying, in collaboration with the Owner, the hygiene health and safety measures, in
order to prevent and protect against the against the risks identified
i) together with the head of workplace safety, identifying the incidents that occurred on
board the ships involving maritime personnel, in order to make a report regarding this to the
shore-based shipowning organisation
j) informing the crew about problems of hygiene and occupational safety on board the
ship
k) proposing training programs and information for the maritime workers on board

(vii) Ref. Art. 13.2 – Italian Legislative Decree 271/99


The prevention and protection service has access to all information pertaining to hygiene,
health and safety in the workplace on board the craft and is consulted by the owner for the
development of working methods on board that can have effects on the health and safety of
maritime workers.
(viii) “assist/co-operate with chief mate to perform/arrange crew training/familiarisation”.

4.5.1.4 Deck Officer with duties of 3rd Mate


(i) watch duty;
(ii) monitoring and updating the hydrography;
(iii) monitoring the pharmacy and related requests (where the doctor is not on board);
(iv) voyage planning;
(v) preparing the ship documents for the arrival and departure and port paperwork;
(vi) loading/unloading operations during the watch;

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On board ships where an additional Deck Officer is on board, he will perform the watch service, while
the First Mate will perform daily service.
In case of further officers emarked in supernumerary, the distribution of watch service and tasks/
delegation assigned to the officers will be decided by Master, based on his own personal judgement.

In general, the company embarks deck officers who hold the GMDSS radio operator licence. In cases
where the minimum number of deck officers holding the GMDSS licence is not on board, the company
will embark a dedicated GMDSS operator (GOC) as envisaged by the minimum safe manning; in this
case, the GOC operator will not perform watch duty on deck but will be exclusively responsible for
managing GMDSS radio communication.

4.5.2 ENGINE DEPARTMENT

4.5.2.1 Chief Engineer

(i) responsible for the efficiency, maintenance and safe operation of the engine and machinery
on the ship (including the fixed fire-extinguishing and fire-fighting systems in the engine
room);
(ii) responsible for maintenance/repair on the ship;
(iii) responsible for training engineers in their tasks and the Safety Management
System;
(iv) issuing “Standing orders” for the safe and efficient operation of the ship, available in the
engine room control centre;
(v) also, when necessary, drawing up deliveries for the Engineers, on a “Night Order Book” or in
the “Engine Daybook”, to be kept in the engine control room, which will be read and signed
by every Officer who begins watch duty or nighttime inspection;
(vi) responsible for filling, keeping, continuous updating in italian /English version of the Oil
Record Book. The Chief Engineer has also the responsibility to submit the record to the
Master signature once each page of the register will be completed. The Chief Engineer must
not delegate to other engineer officers the keeping,filling/updating of the oil record book.
If there are specific situations that require the adoption of special measures / precautions (eg
temporary failure of a machine; special monitoring, etc..) will be responsibility of the chief engineer
formalize, as he may deem most appropriate, the temporary instructions of the case, in this
respect could be incorporated in the provisions of the night order book, or standing orders, or the
engine log book or engine book, etc.. In any case, the provisions of these shall be countersigned
as acknowledge by engineers.

The Chief Engineer must inform the Master immediately of any incident regarding the
engine department which could affect the safety and any essential service of the ship.
4.5.2.2 1st Engineer
(i) watch duty or nighttime inspection, when necessary, if required;
(ii) management of engineer personnel;
(iii) in charge of training Engineer cadets and inspecting Cadet Record Books (engine);
(iv) organising maintenance/repair work in accordance with instructions from the
Chief Engineer;
(v) preparing material requests for the Engine Department for approval by the Chief
Engineer;
(vi) bunkering;
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(vii) responsible for the Engine Department in the absence of the Chief Engineer or
if he is unable to take command
(viii) The First Engineer, a member of the Prevention and Protection Service, has the following
responsibilities/duties under Italian Legislative Decree 271/99:
Ref. Art 15.1–Italian Legislative Decree 271/99
e) working with the ship’s master and the head of workplace safety on board the ship in
order to implement the hygiene and occupational safety regulations on board established
by the Owner
f) reporting any deficiencies and anomalies identified that could compromise hygiene,
health and safety on board to the head of safety in the workplace;
g) identifying risk factors related to work activities carried out on board the ship and
related to normal operation;
h) identifying, in collaboration with the Owner, the hygiene and occupational safety
measures, in order to prevent and protect against the against the risks identified
i) together with the head of workplace safety, identifying the incidents that occurred on
board the craft involving maritime personnel, in order to make a report regarding this to
the shore-based Company organisation
j) informing the crew about problems of hygiene and occupational safety on board the
craft
k) proposing training programs and information for the maritime workers on board

(ix) Ref. Art. 13.2 – Italian Legislative Decree 271/99


The prevention and protection service has access to all information pertaining to hygiene,
health and safety in the workplace on board the craft and is consulted by the owner for the
development of working methods on board that can have effects on the health and safety
of maritime workers.

4.5.2.3 Engineer with duties of 2nd Engineer


(i) watch duty or nighttime inspection, when necessary, if required;
(ii) monitoring of machinery for which the Chief Engineer considers him responsible. The list of
this machinery will be indicated in writing in the Chief Engineer proxies duties after
consultation with the First Engineer and stored in the Engine Department Archive;
(iii) inventory of the spare parts in the Engine Department;

4.5.2.4 Engineer with duties of 3rd Engineer


(i) watch duty or nighttime inspection, when necessary, if required;
(ii) monitoring of machinery for which the Chief Engineer considers him responsible. the
list of this machinery will be indicated in writing in the Chief Engineer proxies duties
after consultation with the First Engineer and stored in the Engine Department Archive;
(iii) analysis and treatment of the water in the boilers and cooling water for the main and
auxiliary engines;
In case of further engineers officers boarding in supernumerary, the distribution of the watch duties
/inspections and duties/ delegation assigned to the officers will be decided by Chief Engineer
according to his own personal judgement.

4.5.3 Hotel Department (ro-ro passenger ships only)


4.5.3.1 Purser (ro-ro passenger ships only)
(i) responsible for the reception and assistance service for passengers while embarking
and disembarking and during the journey;

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(ii) responsible to the Master for ensuring the room/galley personnel apply the safety and
environmental protection procedures;
(iii) reporting any malfunctioning or problems with the safety equipment/systems in the
accommodation areas/passenger cabins (e.g. fire extinguishers, fire extinguishing
systems, fire doors etc.) to the Officer in charge of safety (first mate);
(iv) cooperating in emergency drills for passengers;
(v) ensuring that the safety cards showing instruction for emergencies are posted inside
the cabins and fully functional life jackets are available (where applicable);
(vi) in charge of training pursers cadets;
(vii) managing hotel and galley personnel;
(viii) reporting any need for technical assistance necessary to restore the functionality of
systems, installations, etc. in passenger areas to the Chief Engineer.
(ix) responsible for organising assistance for disabled persons in accordance with
company directives.
(x) responsible for the food sector on board passenger ships – HACCP self-control
system
(xi) The Purser, a member of the Prevention and Protection Service, has the following
responsibilities/duties under Italian Legislative Decree 271/99:
Ref. Art 15.1–Italian Legislative Decree 271/99
l) working with the ship’s master and the workplace safety manager on board the
craft in order to implement the hygiene and occupational safety regulations on board
established by the Owner
m) reporting any deficiencies and anomalies identified that could compromise
hygiene, health and safety on board to the workplace safety manager;
n) identifying risk factors related to work activities carried out on board the craft
and related to normal operation;
o) identifying, in collaboration with the Owner, the hygiene and occupational
safety measures, in order to prevent and protect against the against the risks identified
p) together with the head of workplace safety, identifying the incidents that
occurred on board the ship involving maritime personnel, in order to make a report
regarding this to the shore-based Company organisation
q) informing the crew about problems of hygiene and occupational safety on
board the ship
r) proposing training programs and information for the maritime workers on
board

Ref. Art. 13.2 – Italian Legislative Decree 271/99


The prevention and protection service has access to all information pertaining to
hygiene, health and safety in the workplace on board the craft and is consulted by the
owner for the development of working methods on board that can have effects on the
health and safety of maritime workers.
Where more than one Purser is on board, the Purser with the highest rank or the Chief Purser has the
power to delegate suitable tasks to the subordinate Pursers.

4.5.3.2 Staff Personnel


Additional personnel not helder of seaman book, can be employed in hotel department for
complementary services , on board ro-ro passenger vessels (eg. cashiers, vigilantes, entertainment
staff , bar tenders, self-service staff , on board receptionist, shop staff , photo service staff , cleaning
staff in port).

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The company shall obtain a Flag state authorisation in accordance with the instructions set by the
competent Ministry, containing the details of the sub-contractors companies in charge to appoint the
staff personnel without seaman book; this personnel, upon joining the vessel, must held the following
certificates : passport or identity card, medical certificate , swimming and rowing certificate (this
certificate is not necessary if the employee is not in charge of emergency duties as per muster list),
insurance policy, copy of enrollment agreement with sub-contractor . Dates of joining on/off shall be
logged inside ship’s log book (part ii) and inside a specific log book, duly endorsed by the maritime
authority .

4.5.4 Ship’s doctor (ro-ro passenger ships only)


The ship’s doctor (when on board) has the following duties and responsibilities:

(i) the ship’s doctor is subject to the authority of the Master


(ii) according to the contents of the collective agreement, the rank of ship’s doctor is
equivalent to that of the Chief Engineer where he is the Director of the onboard Health
Service or the only doctor on board, while it is equivalent to the First Mate if he is on board
as an additional doctor.
(iii) responsible for the onboard hospital and pharmacy; ensuring that all the equipment and
facilities are always in perfect working order.
(iv) intervening in all cases that require medical attention, providing the appropriate care and
administering the medication deemed necessary according to his professional opinion,
informing the master in advance if using tranquilisers or narcotics.
(v) responsible for maintaining and updating the medication loading and unloading registers.
(vi) ensuring that the onboard pharmacy is always stocked with all medication and aids
envisaged by the ministerial tables; compiling and providing the Master with the lists of
medication necessary in order to replace the stock due to consumption or expiration.
(vii) subject to the rules on working/rest hours; must be included in the onboard work
organisation tables and the working/rest hours register must be completed (Deck
Department). The distribution of working hours must be established with the Master,
taking into account the operation of the ship; the presence of a doctor in any case must be
guaranteed during the embarkation and disembarkation of passengers.
(viii) conducting crew medical examination if necessary, offering the Master any further medical
checks/examinations to be carried out ashore, notwithstanding the intention of the crew
member to request a specialist medical examination at the existing on shore hospital or
insurance facilities.
(ix) in the event of passenger accidents, following company rules; performing the necessary
medical interventions according to his professional opinion and ensuring that all required
documentation is produced.
(x) perfect awareness of the roles and duties of personnel assigned to him for emergencies
as per the assembly list.
(xi) participating in emergency drills and safety/security training.

The Master has the power to delegate some of his tasks to the ship’s doctor. Maintaining and updating
the dangerous drugs register and the injury register, as well as custody of narcotics, remain the
responsibility of the Master.
During the disembarcation, the doctor signing off, will fill the handing over using a proper form to sign
both the doctor signing on and the doctor signing off with the Master signature. The minutes shall be
kept in the hospital acts.

4.6 Watch: composition of the watches


The composition and distribution of the watch must be adequate and appropriate to the prevailing
circumstances and conditions.

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Under normal operating conditions, the composition of the watch will be:
Deck Department: one Deck Officer, one AB Seaman and an Officer Cadet where applicable
Engine Department: all the Company’s ships are automated (with IAQ qualification from Registro
Italiano Navale, therefore watch duty does not take place, except if deemed necessary by the Chief
Engineer. On these, the engine alarms must be selected in the Inspection Officer’s cabin.
The composition of the watches in dangerous situations (for example: reduced visibility, icy areas, high
traffic density) and during manoeuvring is the responsibility of the Master and the Chief Engineer.
In such circumstances, on automated ships, an adequate number of people (including at least one
engineer) must be present at the Engine Control Room (ECR) or on the Bridge, to immediately switch
to manual or local control of the propulsion system if there is a fault with the automatic control from the
navigating bridge.
For ships whose minimum safe mannings, depending on the type of navigation performed, may
envisage a lesser number of Officers, coverage of the watches/inspections is usually ensured by the
presence of an extra Officer, or alternatively, the Master/Chief Engineer may personally cover the duty.
All this is in accordance with the Crew department.
In such cases, the distribution of duties of individual officers is distributed by the Master/Chief Engineer
and such allocation is shown in the box on the form delegating the proxies duties/duties.

4.7 Ship’s Safety Committee


ISM CODE
5. MASTER’S AUTHORITY AND RESPONSIBILITY
5.1 The Company should clearly define and document the master's responsibility with regard to:
............. (5) reviewing the SMS and reporting its deficiencies to the shore-based management.
5.2 The Company should establish in the SMS that the Master has ........ responsibility to request the Company's
assistance as may be necessary.
6. RESOURCES AND PERSONNEL
6.1 the Company should ensure that the Master is:
(2) fully conversant with the Company’s SMS
(3)given the necessary support so that the Master's duties can be safely performed
8. EMERGENCY PREPAREDNESS*
8.1 The Company should establish procedures to identify, describe and respond to potential emergency shipboard
situations.
(*) Please refer to the guidelines in order to structure an integrated system of contingency planning for emergencies on
board, taken from 'Organization by resolution A.852 (20) as amended.

A “Safety Committee” has been set up on each ship with the following tasks:

(i) addressing any issues related to safety, the prevention of pollution, including training of
personnel, onboard controls, the use of protective clothing, injury prevention, as well as
matters affecting security on board.
(ii) analysing incidents involving the ship and personnel and near misses in order to identify the
reason for these events (see Chapter 10).
(iii) dealing with various emergencies that may occur on board the ship and determining what
action may be necessary in order to overcome such emergencies.
(iv) evaluating the effectiveness of the SMS including training for emergencies, implementation of
the ISPS Code, proposing improvements and revisions to the SMS.
The Ship’s Safety Committee is composed of the following personnel:
1. Master (Head of the Committee)
2. Chief Engineer
3. First Mate (Head of Workplace Safety and ship security officer)
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4. First Engineer (Member of the prevention and protection service)


5. Deck Officer with duties of 2nd Mate (Member of the prevention and protection service)
6. Engineer with duties of 2nd Engineer
7. Boatswain
8 Master (ro-ro passenger ship only - Member of the prevention and protection service)
9 Workplace safety representative (elected by the crew)
10 Ship’s doctor (when on board)
The Master may invite other members of the crew onto the Safety Committee.
The Ship’s Safety Committee must meet as deemed necessary by the Master, but at least once every
two months and the minutes of the meeting must be noted on the appropriate encoded form. A copy of
the minutes must be kept in the onboard Archive and a copy must be sent to the DPA, whose archive
is maintained at the Safety/Quality/Environment Department. If there is an incident, according to the
nature and extent of the event, the Master may decide whether to convene the Safety Committee in a
special session to analyse the event. Even in such cases, a copy of the minutes should be kept in the
on board archive and a copy sent to the DPA.

4.7.1 Review of the SMS policy by the Master


According to the IMO guidelines (MSC-MEPC.7/Circ.5-19.10.07), Masters are directly involved in
review processes for the SMS policy; the frequency with which the policy review must be done by the
Master , is annual, during the regular meeting of prevention and protection referred to below
paragraph point 2. Additional proposals may be made to DPA whenever he deems it appropriate; such
proposal must be in writing
The proposals can be formalized and submitted to the DPA by the following documents:

1. Minutes of bi-monthly safety committee on board.


2. Minutes of the regular meetings of healt prevention and protection on board (ex.art.14 -
DLgs271/99)
3. Frame inside the form, about the corrective actions proposed as a result of accidents
4. In the free form, at the discretion of the Master.

The DPA will evaluate all proposals, and prepare for any actions / responses or he may decide to
discuss the topics / proposals during the annual meeting of Company policy review , as per
procedure described in Chapter 16 – paragraph.16.3

4.7.2- Periodical prevention and protection meeting on board

As per written delegation assigned by Owner in compliance with Italian decree nr. 271/99, the DPA
calls way the prevention and protection team at least once a
year a meeting attended by:
1 Master of ship
2 The Responsible of safety of the working sites (Chief Mate)
3 Prevention and protection team (1st Engineer, 2nd Mate, Purser if embarked)
4 Seafarer’s safety representative.

At moment of the convocation, the DPA send to ships the Annual report of competent doctor relating to
the anonymous results of health surveillance

According to the Italian decree nr.271/99, the arguments to examine are the following:

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a- Health and hygiene measures of working sites predicted on board, as described in the safety
plan.
b- Suitability of the personal protective equipment on board
c- The plans of training and information of the seafarers, arranged by Owner for the safety and
the health of seafarer’s protection
d- The possibility of change of risk exposure of seafarers regard the conditions of usual
operating, or in case of introduction on board of new technologies involving the hygiene and
health of workers.

At the end of meeting a relevant format will be written. This format will be preserved in the documents
on board and will be available of Authority surveillances and inspections.
A copy of this format must be fixed on board for appropriate knowledge of all crew; other copy must be
sent to DPA.

Inside of the minutes, the proposals for review of the SMS / politicy will be reported and will be dealt
with by DPA

4.8 Crew – tasks and responsibilities


Each crew member must follow the following general provisions as regards occupational safety and
hygiene:
1. Follow the procedures and instructions in this manual.
2. Do not carry out operations or manoeuvres on their own initiative that could compromise their
own safety and that of other workers.
3. Report any deficiency or anomaly encountered in safety devices and protective equipment to
the head of safety, also informing the safety representative.
4. Undergo health checks as required by current legislation.
5. Follow the procedures set out for emergencies.

4.9 Workplace Safety Representative


The workplace safety representative is elected and represents the maritime workers and is entitled to
accept or refuse the role. Acceptance is formalised on board.
In the event that the representative disembarks, resigns or terminates the mandate, a further special
meeting will be held to re-elect the new safety representative in the same manner described above.
His tasks are as follows:

1) Ref. Art. 16.2 – Italian Legislative Decree 271/99


a) The safety representative works with the prevention and protection service referred to in Article
13.
b) He is consulted in advance on the designation made by the owner of the ship of employees of
the prevention and protection service.
c) Proposing initiatives on prevention and protection of the worker on board
d) Receiving information and company documentation relating to the risk assessment and related
prevention measures, as well as those relating to hazardous substances and materials, work
equipment, organisation and the working environment on board, injuries and occupational
diseases

2) Ref. Art. 16.3 – Italian Legislative Decree 271/99


The safety representative cannot be subject to prejudice in any way due to his work and benefits from
the protection and freedom of trade union rights measures, envisaged by applicable regulations
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protecting workers. He must also have the time needed to perform the his role without loss of pay, as
well as the resources necessary in order to carry out the functions related to the task assigned.

3) Ref. Art. 16.4 – Italian Legislative Decree 271/99


The safety representative is entitled to special training regarding hygiene and occupational safety on
board ships, on national and international regulations in the sector and the specific risks in that area of
representation, such as to ensure adequate knowledge about the technical principles for controlling
and preventing the risks themselves.
The training is provided by the master and has the expected duration of the working national collective
agreement. At the end of the training period, the master issues a certificate showing the details of the
trained person, the ship, date, and a list of arguments of the training supplied.

4.10 Prevention and protection service


After consulting the workplace safety representative (SAFETY REP.), the Company has designated
employees of the prevention and protection service on board in writing, duly signed by the employee on
embarkation.
Considering the size and service of the ship, there will be 3 persons designated to carry out the tasks
of prevention and protection for cargo ships and 4 for passenger ships.
These designated figures are:
1. The First Mate, as per minimum safe manning, as head of the prevention and protection service.
2. The following Officers as members of the prevention and protection service on board:

First Engineer, as per minimum safe manning, for activities that are undertaken
within the engine room and those undertaken outside the engine room under his
direct responsibility.

Deck Officer as per minimum safe manning with duties of 2nd Mate, for activities that
are undertaken outside the engine room.
Purser (ro-ro passenger ships) for activities that are undertaken in the Hotel
department
The names of the personnel designated for the prevention/protection service must be recorded by the
Master on the Crew role with attached Curriculum Vitae and a statement related to the tasks
undertaken in the prevention/protection service.

The prevention and protection service has access to all information pertaining to hygiene, health and
occupational safety on board the ship.
The Company will use the prevention and protection service to develop working methods that can
affect the health and safety of the crew.
The tasks of the prevention and protection service are shown in the paragraphs related to each
member.

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ISM CODE
6. RESOURCES AND PERSONNEL
6.1 The Company should ensure that the Master is:
1. properly qualified for command
2. fully conversant with the Company’s SMS
3 given the necessary support so that the Master’s duties can be safety performed.
6.2 The Company should ensure that each ship is:
1. is manned with qualified seafarers, certified and medically fit, in accordance with the national and international
requirements; and
2. is suitably armed to cover all aspects related to the maintenance of the safety conditions of the operations on
board.*
6.3 The Company should establish procedures to ensure that new personnel and personnel transferred to new
assignments related to safety and protection of the environment are given proper familiarisation with their duties.
Instructions which are essential to be provided prior to sailing should be identified, documented and given.
6.4 The Company should ensure that all personnel involved in the Company's SMS have an adequate understanding of
relevant rules, regulations, codes and guidelines.
6.5 The Company should establish and maintain procedures for identifying any training which may be required in support
of the SMS and ensure that such training is provided for all personnel concerned.
6.6 The Company should establish procedures by which the ship's personnel receive relevant information on the SMS in
a working language or languages understood by them.
6.7 The Company should ensure that the ship's personnel are able to communicate effectively in the execution of their
duties related to the SMS.
(*) Please refer to the principles relating to the minimum safe manning, adopted by the organization with the resolution
A.1047 (27)

5.1 General information


The Company has established procedures to ensure that personnel are properly trained to perform
their duties as regards safety and environmental protection.
Particular attention is paid to the recruitment and training of new employees, training of personnel
transferred to new assignments and training needed to maintain their professionalism.
Newly embarked personnel will be given clear instructions regarding the duties and responsibilities
assigned to them.
Company personnel must be trained on the “Safety Management System” (SMS).
In particular, the Masters and Chief Engineers must acquire the necessary knowledge of the SMS in
order to be able apply it effectively on ships and to train personnel on board.
Procedures have been put in place in order to ensure that the Officers and crew that must embark
receive instructions to help them gain familiarity with the ship, its equipment and the duties assigned to
them quickly.
The Company must verify that the aforementioned principles are respected by the Agencies that
provide crews.

Personnel management can be divided into four main activities:


1. recruitment or engagement
2. training
3. supervision and performance appraisal
4. motivation

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5.2 Shore-Based Personnel

5.2.1 Recruitment
If it becomes necessary to increase resources, once the head of the department concerned has made
the appropriate assessments, he will forward a request through the personnel department. Following
approval from the Management, the personnel department will coordinate a committee for selecting
candidates to interview who meet the required profile. At the end of the selection/interviews, the
committee, through the personnel department, forwards the proposal to employ the candidate deemed
suitable to cover the required position to the Management. The overall assessment is based on the
following parameters:
- personal characteristics
- education and training
- experience
- personal interview
Once approved by the Management, the candidate is hired. There follows a probationary period during
which the activities of the new employee are controlled by more experienced personnel. According to
the results evaluated at the end of the probationary period, the new resource can be confirmed or
dismissed.
Individual work tasks, responsibilities and lines of communication will be provided to new personnel.
The conditions of employment are established by the applicable collective labour agreement.

5.2.2 Qualifications
Key shore-based personnel must have adequate qualifications in order to provide support to the ship’s
Command where necessary. It is therefore essential that the Company determines minimum
qualification requirements for said personnel.
The position of Head of Department is only given to personnel with an educational level not less than a
high school diploma.
Technical Inspectors must have adequate experience in the maritime technical field.
The Designated Person Ashore has direct access to the highest level of management and
responsibility to monitor issues related to safety and preventing pollution regarding the operation of the
ships.
The company has established the minimum professional requirements needed to cover the position of
DPA, back-up DPA, DPA in charge of being present at certification visits (see chapter 3 para. 3.6) and
SMS auditor.
For all of these positions, the requirements, in addition to appropriate professional skills and knowledge
of English, include the possession of a degree in engineering or the professional title of captain or
aspiring captain (or equivalent qualifications of Chief Mate/Mate in charge of a navigation watch - in
possession of IMO certification issued in accordance with the STCW 78/95 convention or in
possession of a high school diploma with at least 3 years’ experience as an operating officer (technical
and/or safety) of ships. In any case, these figures have acquired adequate experience and familiarity
with company SMS procedures during shadowing processes and an adequate level of understanding
of standards, regulations, codes and guidelines relating to the SMS.
The SMS auditors have undergone specific training through participation in training courses for
management system auditors.

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The Heads of the Technical and Crew Department, the Technical Inspectors and the SMS Auditors
must be able to communicate with the ship’s command in a common working language (Italian and
English).
When ships carry out their service in an international area, people who have contact with foreign
authorities must have adequate knowledge of English.
The Company will maintain updated curriculum vitae (CVs) of the aforementioned personnel, therefore
the personnel concerned must take care to send the Personnel Department updates to their CV.

5.2.3 Training

ISM CODE
6. RESOURCES AND PERSONNEL
6.5 The Company should establish and maintain procedures for identifying any training which may be required in support
of the SMS and ensure that such training is provided for all personnel concerned.

Personnel training is considered crucial.


The Company will provide training in order to ensure personnel are informed about:
(i) company policy for safety and environmental protection and the SMS;
(ii) managerial and technical issues;
(iii) entry into force of new regulations (conventions, codes, IMO recommendations, regulations
from the Classification Societies etc.) that may have an impact on the operational
management of the ship.
(iv) use of new technologies on the ships operated.
Training can consist of:
- instructions on specific topics provided by specialists (internal or external to the Company) or
through publications;
- attendance at courses, conferences, seminars;
- transfer to offices where it is possible improve knowledge of specific subjects.
Personnel assigned new duties will receive clear instructions about the tasks and responsibilities
assigned to them and work together with the person they are replacing for an appropriate period, or
they will be followed in their work and/or receive adequate support on their assigned tasks from
colleagues with more experience or from the Head of Department.

5.2.4 Supervision and performance appraisal


The Company will monitor the performance of shore-based personnel. This activity can be
summarised as follows:
- The Heads of Departments will evaluate the performance and professional knowledge of
personnel in discussions about their activities related to the SMS; furthermore, each Head of
Department, through the Head of Personnel, will inform the MANAGING DIRECTOR about
the conduct and performance of their employees during the periodic personnel assessment in
line with the company’s personnel management procedures. If the supervision and
performance appraisal highlight possible deficiencies, the Company will take appropriate
corrective action.

5.3 Crew

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The need to recruit new maritime personnel is evaluated by the Head of the Manning Department for
deck and engine personnel, and by the Head of the Passenger Department Hotel Sector for
hotel/galley personnel on passenger ships.

The company provides the manning of ships, as the number of crew and qualifications, according to
the consistency max as minimum safe manning, and operational requirements of the vessel, in order
to ensure in any condition adequate personnel to cover all duties related to safety , and security of the
ship, safe navigation, operations at sea and in port, accident prevention, avoid pollution to the marine
environment and property and ensure the health and safety of the crew avoiding the factors of fatigue
in respect of hours of rest. The company takes into consideration the principles adopted by the IMO
(resolution A.1047 (27)

5.3.1 Recruitment
a) Directly by the Company for Italian personnel
Candidates for recruitment fill out the “Maritime Information” form which requires information on
the following points:
(i) Personal characteristics ...................... nationality
age
sex
(ii) Education and training ........................ studies and qualifications
special courses
language skills
(iii) Experience: ......................................... service status
type of ship on which the candidate has worked,
periods of work with the highest rank
STCW certificates held
(iv) Other information: ............................... duration of the last periods of work
reason for leaving
(v) Personal interview: .............................. the interview with the Masters, Chief Engineers and
First Officers (Deck and Engine) is performed by the
Head of the Crew Department. If necessary and
always for Chief Engineers and First Engineers, an
employee from the Technical Department will also
participate at the interview. The interview with pursers
and hotel/galley personnel on passenger ships is
conducted by the Head of the Hotel Department,
assisted by one or more employees. For the
remaining personnel, the interview is conducted by the
Responsible/s office of the working Sector of the Crew
Department.

When embarking doctors on board passenger ships, the Head of the Crew Department works together
with the Order of Ship’s Doctors in Genoa where necessary.

If the overall assessment of the candidate is unsatisfactory for the position to be filled, the candidate
must be rejected.
In general, for promotions to the ranks of Master, Chief Engineer and Purser, Officers are chosen who
are already in service and are known to the Crew Department. If necessary, this rank can be assigned
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to new personnel with at least one year of experience in the rank or with appropriate references and
CV for that particular type of ship and after an interview as described above.
A database is available at the Crew department containing all the data related to maritime personnel.
As regards the part concerning the hotel/galley personnel, this is shared with the hotel department,
which will complete the part regarding performance assessment for the purposes of promotion to
higher ranks.

The problem of communicability on board is of primary importance for safety and therefore the
Company will enrol the crew ensuring that they are able to communicate in a single working language
which makes it possible to understand orders and instructions in emergency cases:
that language, for all vessels operated by the company, is English. The Master must show the working
language on board on the front page of the Nautical Log book part III - Navigation Log.
The Company also recognises the need to maintain effective communication between the
crew and the Company’s shore-based Departments or with the costal authorities of other
states, insurers and other ships, in an emergency. Therefore, on all ships operating by
Company, the Master, Chief Engineer, Purser and deck/engine officer must have a good
knowledge of English.
b) recruitment of foreign personnel through recruitment agencies
Recruitment agents:

- BERNHARD SCHULTE SHIP MANAGEMENT (Hong Kong) Limited Partnership,


2602, K Wah Centre, 191 Jawa Road, North Point, Hong Kong

- KAPAL (Cyprus) Ltd,


13 Alexandrias Street Marlow Building Ground Floor Limassol 3013 Cyprus

- Sc ROMTEHMAR Srl,
ROMANIA , str Concordiei nr 17 , 820026 - Tulcea

- V.SHIPS MONACO
“Les Industries” 2, rue du Gabian MC 98013 Monaco Cedex

- VALIANT SHIPPING S.A.


114 VOULIAGMENIS AVE, 2ND FLOOR, GLYFADA, 166 74 , GREECE

- MARINE PARTNERS MONACO,


“Gildo Pastor Center” 7, Rue de Gabian – 98000 MONACO Principality of Monaco MC

- CASSIOPEIA SHIPMANAGEMENT Ltd,


58-60 , Agiou Athanasiou Avenue El Greco Building , office No 101 Agios Athanasios Limassol Post
Code : 4102
The Company has informed the recruitment agencies about its recruitment policy as regards training,
security, certification, drugs and alcohol, the need for English language skills and the need for
communication between crew members and performance appraisal. The Company has also
established its policy for screening and background checks on personnel (security requirements). For
all EU and no EU personnel after sending documentation and Curriculum, the Crew Department
provide directly to check the documentation certifying the requirements envisaged (possession of a
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valid seaman’s book, identity documents, certificates etc.) and expresses its approval or refusal for
personnel proposed.

5.3.2 Training and certification

ISM CODE
6. RESOURCES AND PERSONNEL
6.3 ......instructions which are essential to be provided prior to sailing should be identified, documented and given.
6.5 The Company should establish and maintain procedures for identifying any training which may be required in support
of the SMS and ensure that such training is provided for all personnel concerned.

The training of the crew is considered crucial for the safety of the ship, its personnel and pollution
prevention.
Personnel training make take place by means of practical activities on board under the direction of
experienced personnel, participation in courses, provision of technical documentation, direct
information from the Company’s technical personnel or from other bodies.
The Company will also provide training for personnel in order to provide adequate information
about:
(i) the Company’s safety and environmental protection policy and the SMS
(ii) management and technical problems resulting from the entry into force of new rules
(conventions, codes, IMO recommendations, regulations from the Classification Societies
etc.) which have implications on the management or activity of the ship
(iii) use of new technologies on the ships operated.
Each time a new Master, Chief Engineer or Purser comes on board one of the ships operated, he
must spend at least a day at the Company office to be trained on company policy and the SMS.
Alternatively, he must spend at least 1 day on board along with a Company Inspector or a key person
already trained.
The ship's personnel must also have appropriate certification showing attendance at the courses
required by national and international laws.
The Company will encourage every member of the crew to implement and update their knowledge
of onboard procedures.

5.3.2.1 Shipboard Training


The Master, Safety Officers or other designated experienced Officers must provide training to the
crew of the various departments about the individual assignment set out for emergencies.
Personnel training must be carried out in a practical way or using other means (e.g. video
supports). Upon joining, each seafarer receives on board a guideline/brochure containing a brief
description of all information dealing with safety/security/emergency/accident prevention, etc..
Training will cover the following aspects:
(i) Safety
Immediately after embarkation, an Officer appointed by the Master will provide training for each
key person directly involved in the organisation of emergencies on the ship. Such training will also be
conducted for personnel moving to new duties, and for personnel working for the first time on board
that specific ship, unless they already have experience on the same type of ships.

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To demonstrate that these instructions have been given, the Master or Officer in charge appointed
by the Master will indicate the name of the person concerned on a special training form, which will be
stored in a special folder.
Furthermore, the safety instructions will be provided in accordance with the requirements of
SOLAS and other national and international standards during periodic emergency drills. Passengers
are provided with emergency instructions in accordance with applicable laws and regulations. To this
end, the Company has arranged appropriate audiovisual supports, specific for ro-ro passenger ships,
accompanied by the relative instructions and procedures and standard emergency alerts for
passengers in various languages, as reported in the integrated plan for decision-making support for the
Master.

(ii) SMS (procedures and instructions on ship operation and environmental protection)

As soon as possible after embarking, the Officers and other members of the crew must be
informed by the Master, the Chief Engineer, the Purser (or even by Officers who are already trained in
their departments), regarding the procedures and instructions laid down by the SMS Manual and
regarding their duties and activities in relation to ship operation.

In these circumstances, the Master must above all motivate crew to comply with the Company
policy.
In order to demonstrate that the information on the SMS has been provided and that personnel
has been encouraged, a special record must be kept on the relative forms which will show the name of
the crew members and the relative date.
(iii) PRM (Passengers with reduced mobility)
In order to comply with the provisions of the circular 10/SM of 4 January 2007 regarding the assistance
required for PRM, the procedure is in place for establishing training courses for the relevant personnel,
on board ro-ro passenger ships operated by the Company, so that they are trained on the assistance to
be given to PRM and on how to deal with emergencies.
The objective to be pursued, through targeted training, to ensure there are qualified personnel on
board ships for PRM, enabling this type of passenger to embark and disembark easily and safely, to
take advantage of the whole environment available to passengers as well as ensuring the best
coordination possible in an emergency between personnel in charge of generic ship evacuation or
other emergency procedures, for PRM.
The training courses are structured as follows:
♦ Trainers:
The training personnel are qualified with proven experience in assistance for disabled persons and
working knowledge of the issues on board, identified within the competencies which are available
in the Company’s Qualified Doctor.
♦ Course Syllabus
The courses, in line with the directive in the Circular n.10/SM, include the following aspects:
- Information on persons with reduced mobility, with particular reference to disability;
- Information on obstacles faced by PRM;
- Operational procedures to remove obstacles faced by PRM;
- Operational procedures to be carried by personnel to respond to emergencies;

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- Operational instructions to personnel to provide assistance, also with special


equipment and aids, to PRM;
- Operational instructions to personnel on use of mobility aids
The theoretical and practical courses will be held on board ship and will be arranged between the
Company and the organisation of the Qualified Doctor.
After each training course, a training certificate will be issued.
In agreement to the relevant standards for PMR means the following categories of persons
(passengers): any passenger who, for occasional accidental, finds himself unable to move by itself;
pregnant woman, woman with infant, elderly person with difficulty to move independently, person with
audio / visual / sensory etc. disturbance

5.3.2.2 Certificates
The Company's Manning Office is responsible for checking that personnel hold the certificates
required by the STCW in force.
For the crews recruited directly by the crew department, the office has the responsibility to check in
advance (before joining) that seaman are provided with all certificates valid under the STCW in force
(for the type / nationality of the ship where the seafarer is boarding) and the rules in force according to
the nationality of the seaman.
For the crews of foreign nationality provided by the agencies was included in the contract between
the Company and the Agency a specific clause under which the agency has the responsibility to check
in advance (before joining) the possession of all certificates expected by STCW regulations. Copies of
all certificates, are to be transmitted in advance form the manning agency to the crew department by e-
mail for a verification by the crew dept. staff, and for further transmission to the competent authorities
for the completion of paperwork (obtaining of boarding authorization, etc..). A further check of the
certification (original copies) is performed by the Master of the ship upon embarkation of seafarers,
with related updating of the certificate in a special form of the certificates held by the crew.
Crew department staff, provides the inclusion of all certificates of seafarers in the data base
management system, update dates, and monitor (via software) the next time deadlines in order to
inform the interested parties for the renewals.
The head of crew department, by means of written communication (to be updated / despatched if any
changes/additions to the reference rules) keep up to date the crew department staff, about the
mandatory certification which must have the seaman according to the rank to be embarked and the
type of vessel where embark. In case of introduction of new certifications required by the rules and / or
established by the company, the employees of the crew department shall inform on time the seaman
in order to agree the mode/time for obtaining new certifications, the 'start-up courses training,
certification processes, etc..

5.3.3 Familiarity with the ship


ISM CODE
6. RESOURCES AND PERSONNEL
6.3 The Company should establish procedures to ensure that new personnel and personnel transferred to new
assignments related to safety and protection of the environment are given proper familiarisation with their duties.
Instructions which are essential to be provided prior to sailing should be identified, documented and given.

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The Company recognises the importance of ensuring that the Officers who come on board the
ships operated are, as far as possible, thoroughly familiar with the ship and determining, in the case of
new personnel unfamiliar with the ship on which they are embarking, procedures which allow them to
be provided with adequate information regarding the operation of the machinery and equipment. To
this end, the following criteria have been used:
(i) if feasible, an overlap period will take place with the disembarking Officer. This period will be:
- one day if the incoming Officer is already part of the Company personnel
- several days, as appropriate, if the incoming Officer is working with the company for the
first time and is not familiar with the type of ship
- in the case of boarding of deck cadets that are already in possession of the professional
qualification (certificate of competency - COC), but in the opinion of the company they
have not yet acquired the necessary experience to cover the role of officers, they will be
boarded with the rank of officer in overlapping (supernumerary) with the other officer of
the same rank, at least until they have complete the gaps.
(ii) where the overlap period is not possible, the simultaneous disembarking of the Master and
Chief Engineer with the First Mate of the relevant Department (Deck and Engine) will not take
place, so that an experienced officer is always available for both the deck and for the engine
(iii) the disembarking Master, Chief Engineer and Purser will complete handover forms which
show data and information (work in progress, abnormalities, inventory, status of documents
etc.) relative to their particular department.
The incoming Master, Chief Engineer and Purser will carry out the checks deemed
necessary and will countersign the aforementioned forms.
Copies of the records will be kept on board in the archive of the departments and a copy will
be sent to the relevant company departments (DPA – Head of Hotel Department)
(iv) upon arrival, the new Officer will be given the “familiarisation checklist” containing the most
important onboard operations which the command expects the newly-embarked Officer to
familiarise himself with as soon as possible.
The familiarisation process must be verified by the Master or Chief Engineer or by an Officer
they have delegated, signing the appropriate familiarisation form. When the newly embarked
Officer has demonstrated adequate familiarity with the operations required, he will sign the
“familiarisation chart” which lists these operations, handing it to the Command.
Completed familiarisation checklists will be kept for at least 2 years in special binders located
in the archives of the respective departments.

5.3.4 Supervision and performance appraisal

5.3.4.1 Officers and crew


The Master/Chief Engineer will send the Manning Department the “Appraisal Forms” of each crew
member of the deck/engine/hotel (cargo ships) department. The Purser will send the head of the hotel
department the “Appraisal Forms” for each member of the hotel/galley department of passenger ships,
in accordance with the working instructions on the topic.
The “Appraisal Forms” will be completed and signed by the Master or Chief Engineer, or by the
Purser, depending on the department in which the crew member works and also signed by such crew
member for acknowledge.
The Appraisal Forms are written and sent on the occasion of the disembarkation of crew
member, or disembarkation of the Master / Chief Engineer / purser and at the request of the Crew
Departement.
The Appraisal Forms will be recorded in each crew member’s personal file.
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The Company has established the following procedure concerning the total average rating:

i- For values between 1 and 1.9, the seafarer will not be re-embarked, taking into account
the trade unions implications, administrative and regulatory.

ii- For values between 2 and 2.9 the seafarer will have to follow a recuperate course
established by the company and that can be done ashore before re-embarking or in overlapping
on board at next embarkation. For the recuperate corse on board, the company has prepared
appropriate instructions / detailed forms.

iii- For values between 3 and 3.9 the seafarer can not be proposed for a promotion but
can be re-embarked.

iv- For values between 4 and 4.3 the seafarer may be proposed for a promotion only after a
successive embarking.

v- For values not less than 4 in the individual items of evaluation and with average at least 4.3,
the seafarer may be proposed for a passage of grade.
The proposals for passage of rank , can be issued to the sefarers who received at least more than one
positive result matching the above parameters (the total medium value shall be 4 or more)
If during embarking, the Master / Chief Engineer / Purser (depending on the dept.) finds that a
crew member has some gaps in terms of professionality / experience / knowledge etc. he is entitled to
arrange a written notice to such person with which observations are reported and relative specific
action is arranged in order to remove such weaknesses, with the relative deadlines; the results of
these initiatives must be communicated to Crew Departement.

5.3.4.2 Master, Chief Engineer, Purser, Ship’s Doctor


The evaluation of the Masters, the Chief Engineer and Pursers, is done once a year.

Master’s evaluation is made by the Head of the Crew department, which will bring the overall rating
and proposals / measures, including the possibility of additional training, based also on judgments
reported on evaluation forms by the heads of offices: Commercial Management / Damage prevention,
Technical-Crew-Safety, Environment-Quality-(outcaming in relation to specific performance indicators
stated in the form); the evaluation criteria take into account the priority of safety issues and pollution
prevention. The evaluation form, once completed, is signed by the Head of the Crew Department, the
Commercial Director and the DPA.

The Chief Engineer evaluation is made by the Head of the Crew Department, which will bring the
overall rating and proposals/measures, including the possibility of additional training, based also on
judgments reported on evaluation forms by the head of office: Technical, Crew, Safety,
/Quality/Environment-(outcoming in relation to performance indicators stated in the form); the
evaluation criteria take into account the priority of safety issues and prevention of pollution. The
evaluation form, once completed, is signed by the Head of the Crew Department and the DPA.

The Purser’ evaluation is done by the Head of Hotel Departement based on a specific form calibrated
on performance criteria.
The evaluation of Ship’s Doctor is made by the Master with the same frequency as typical for the
remaining crew and in accordance with the instructions of the Crew Departement. Said form is sent to
the Crew Departement.
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5.3.5 Conditions for promotion


The Officer to be promoted must have the certificate of qualification required for the rank to be
achieved.
The following criteria are applied:
(i) promotion to 2nd Mate and 2nd Engineer (inclusive): the responsible/s of the operational
department of the Crew Departement submits the proposal for promotion to the head of the
Crew Department, whose decisions will also be taken on the basis of “Appraisal Forms” (as
per paragraph 5.3.4.1)
(ii) promotion to 1st Mate: the Head of the Manning Department decides after assessing the
“Appraisal Forms” (as per paragraph 5.3.4.1), for the Chief Engineer and 1st Engineer after
assessing the “Appraisal Forms” and consulting the Head of the Technical Department;
(iii) promotion to Master:
The Owners of the vessels managed, have arranged for the composition of a committee
consisting of:
- DPA
- The Commercial Director (Commercial and Operations / Logistics Director)
- Head of Crew department
- The Head of the "Port Terminal Operation" (former master of the ships of the fleet).
This committee shall meet when necessary and has the authority/responsibility to
determine directly to engage new masters (both passages grade from chief mate to
master, and new master from other companies). This activity is formalized with writing
of a minute to be filed with the crew department under the responsibility of the UMAR
Head Office
For passengers ship of class "Cruise", the Committee shall submit nominations to the
approval of the Owner of said units. (Newly appointed Masters and/or from other
companies and / or previously employed on board of other classes of ships in the
fleet).
At boarding of the master, the formal act of appointment of the master is formalized by
a letter signed by the head of the crew departmet, a copy of that letter is filed at UMAR.

(iv) promotion to Purser: the procedure has been put in place that envisages the assessment
of promotion by the Head of the Hotel Department, assisted by a special committee.
(v) promotion of Hotel /galley staff personnel on passenger ships: the Head of the Hotel
Departement decides after assessing the “Appraisal Formsas” (as per paragraph 5.3.4.1),
assisted by one or more employees.

5.3.6 Motivation and incentives


ISM CODE
5. MASTER’S RESPONSIBILITY AND AUTHORITY
5.1 The Company should clearly define and document the master's responsibility with regard to:
.... 2. motivating the crew in the observation of that policy.

Motivating the crew is one way to ensuring safety and pollution prevention.

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The most effective way to motivate personnel to comply with the provisions of this manual is to
ensure they have a clear understanding of the purpose of the SMS and its implications in terms of
safety of life at sea and environmental protection.
All personnel must understand that the adoption of the SMS by the Company is not a
purely formal or image-related operation, but a means of achieving all the objectives that the
Company itself has set with its policies.
To this end, each newly embarked crew member will receive appropriate information about the
SMS, the importance of implementing the provisions of the Manual and the duties assigned to them
effectively from the Master or a senior Officer delegated by the Master (see paragraph 5.3.2 above).
The Crew Department will study all the benefits, activities and amenities considered useful for
improving the quality of life on board the ships operated or for motivating the crew and submit them to
the approval of the MANAGING DIRECTOR.
The Company will check that the SMS has been correctly developed on board, that the ship and
equipment are in good condition and that the crew is trained in emergency duties. In relation to the
quality level achieved, a cash prize may be awarded.
The Company shall verify that the SMS has been successfully developed on board the ship and
equipment are in good condition and that the crew is trained in emergency duties.

5.3.7 MLC (Maritime Labour Convention)


Crew department(UMAR) has the responsibility to implement on board ships and at the Company
shore offices, all the procedures under the Maritime Labour Convention (MLC). The UMAR coordinates
with the technical department and the accounting personnel department in relation to areas of interest
within the MLC (Technical Office for the structural plant of ship, and personal accounting department
for the portion relating to payroll).

The activities of the UMAR employees about MLC can be summarized in the following:
a- Development of circular letter /work instructions / forms / etc. forwarding to ships; implementation.
b- monitoring developments / updated rules in this matter.
c- Reception / crew claim management
d- ships preparation / crews for the MLC certification.
e- Monitoring deadlines MLC certification
f- Organization of visits on board with the authorities, and the presence of an UMAR employee during
visits for issuing / renewal of MLC certification.
g- Management of irregularities detected during MLC visits; follow-up and implementation / monitoring
of corrective actions issued to the ships.
h- DMLC-II preparation- for the new building ships / purchase
i- Keep of record / update of all certifications: MLC / DMLC-I / DMLC-II
j- Carry out/ Updating / Distribution to the ships / a broscure / booklet containing all the procedures /
instructions / etc. relating to the requirements imposed by the MLC.

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CONVENTIONS, REGULATIONS, CODES, GUIDELINES AND RECOMMENDATIONS 6

ISM CODE
1.2.3 THE SAFETY AND MANAGEMENT SYSTEM SHOULD ENSURE:
1. compliance with mandatory rules and regulations
2. that applicable codes, guidelines and standards recommended by the Organization, Administrations, classification
societies and maritime industry organisations are taken into account.*
(*) Please refer to the list of codes, recommendations, guidelines and other not-compulsory instruments relating to
safety and security. (MSC.1 / circ.1371)
6. RESOURCES AND PERSONNEL
6.4 The Company should ensure that all personnel involved in the Company's SMS have an adequate understanding of
relevant rules, regulations, codes and guidelines.
6.1 General information
The most important way of preventing incidents and marine pollution from ships is to design,
construct, equip and maintain ships and manage them with crew which are properly trained in
accordance with the conventions and international standards concerning maritime safety and pollution
prevention.

Through the Secretary General, the Company will arrange subscriptions to specialist magazines;
national or international organisations; classification registers etc., so that mandatory standards
relating to safety and pollution prevention, approved by national or international bodies, are
immediately available at the Company’s relevant departments in order to ensure that the Heads of
Department are kept up to date.

It is the responsibility of the heads of department to ensure that these standards are notified (to the
personnel in the departments concerned and/or the ship’s command) by means of written instructions
or circulars.

6.2 National and international compulsory standards


The ships operated must observe the following Conventions and national and international
standards concerning the safety of ships and their crews and the prevention of pollution:
(i) Conventions and international standards
1 SOLAS International Convention
2 MARPOL International Convention
3 International Convention on Load Lines
4 International Convention on Standards for Preventing Collisions at Sea
5 International Convention on Standards of Training, Certification and Watchkeeping
(STCW)
6 Series of ILO Conventions and IMO Resolutions
7 International codes (ISM – ISPS - Stockholm agreement etc.).
8 IMO Resolution A.741(18) - IMO-MSC.104(73) – IMO-MSC.179(79) – IMO-MSC.195(80)
- IMO-MSC.273 (85) – MSC.353(92)
9 European regulations (ex. Regulation 725/04 - ISPS code adoption, etc..)
10 Maritime Labour Convention -MLC
(ii) National standards
1 Italian Presidential Decree of 08/11/1991, “Approval of the Regulation for Safety during
Navigation and Life at Sea” for ships with the Italian flag

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2 Italian Law no. 979 of 31/12/1982, “Provisions for the protection of the sea” for ships with
the Italian flag (as amended)
3 Italian Legislative Decrees no. 271/99 “Regulations on the health and safety of seafarers
on board national merchant and fishing vessels” and no. 272/99 “Regulations on the
health and safety of workers carrying out port operations and services”
4 Italian Legislative Decree no. of 02/02/2001 – implementing Directive 1999/35/EC
(iii) Rules and regulations of the National and Foreign Maritime Authorities
(iv) Classification standards and technical guidelines issued by the Classification Registers.

6.3 Codes, guidelines and provisions to consider


When preparing procedures and instructions for safe management and pollution prevention,
codes, guideline and provisions developed by national and international organisations, classification
societies and industrial organisations must be taken into account.
These organisations are:
(i) International Bodies and Classification Society Associations:
1. IMO
2. IACS
3. ILO
4. ITU
(ii) Industrial Organisations:
1. ICS
2. OCIMF
3. SIGTTO
4. INTERTANKO
5. BIMCO
6.4 Libraries and technical documentation
As stated in previous paragraphs, several chapters of this Manual refer to standards,
conventions, IMO resolutions and technical guidelines issued by industry organisations and
Classification Societies which must be available on board for training and quick reference by the crew.
The Company will establish the publications (conventions, IMO resolutions, codes,
technical guidelines, technical manuals, drawings etc.) in a circular from the DPA and these
must be available on board ships operated and in the company offices.
The list of documents, books, technical drawings and manuals available ashore and on
board must be held under the responsibility of the Head of the Safety/Quality/Environment
Department (for technical library); under the responsibility of technical Department(for
technical manual and drawings) and under the responsibility of Master/Chief Engineer
respectively for on-board documentation.
For ships constructed after 01/01/2007, both on board and ashore (technical department) there is a
minimum set of ship drawings, as determined by the IMO Directives (Msc/circ.1135)

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The above mentioned documentation must be checked at least once a year, to check availability,
conditions and updates. The date of the annual update must be recorded on the above
mentioned list.
The responsibility for these checks belongs to the Master and the Chief Engineer (on ships) and
the Head of the Safety/Quality/Environment Department and technical department(in Company
departments). Through the employees of the Safety/Quality/Environment Department, the DPA
updates the list of publications based on the new editions available and/or any additions that become
necessary. The ships are informed about updates to the list by a circular from the DPA. For ships
included in automatic update system with the CAIM (outfit), it is the supplier itself that sends the new
editions of the publications directly to the ships and the departments.

The company has made available at the offices of the company and on board ships the IMO circular
MSC.1 / Circ.1371, as reference publication regarding to the list of documents / means of safety-
security NOT compulsory, and of which the company takes into account from the point of view of the
quality / quantity to ensure the objective evidence of full compliance with the relevant reference section
of the ISM Code. (par.1.2.3.2 ISM Code).

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ISM CODE
10. MAINTENANCE OF THE SHIP AND EQUIPMENT
10.1 The Company should establish procedures to ensure that the ship is maintained in conformity with the provisions of the
relevant rules and regulations and with any additional requirements which may be established by the Company
10.2 In meeting these requirements, the Company should ensure that:
1. inspections are held at appropriate intervals
2. any nonconformity is reported with its possible cause, if known
3. appropriate corrective action is taken
4. records of these activities are maintained
10.3 The Company should establish procedures in SMS to identify equipment and technical systems the sudden operational
failure of which may result in hazardous situations
The SMS should provide for specific measures aimed at promoting the reliability of such equipment or systems. These
measures should include the regular testing of stand-by arrangements and equipment or technical systems that are not
in continuous use.
10.4 The inspections mentioned in 10.2 as well as the measures referred to 10.3 should be integrated in the ship's
operational maintenance routine.

7.1 General information


The Company is responsible for checking that the ship is maintained in accordance with
mandatory standards and regulations and company instructions.
To this end, the Company has arranged:
(i) checks on the implementation of maintenance schedules;
(ii) inspection plans and tests to determine any need for maintenance of essential machinery,
equipment and systems, including essential systems and equipment not in continuous use and
backup devices.
(iii) in order to promote the reliability of the devices referred to above, operating tests are envisaged,
carried out according to the inspection/test schedule contained in the Amos A4W maintenance IT
system, and on the basis of mandatory requirements set out in laws and national, international
and class regulations etc. These requirements and associated records are listed in the Amos IT
system and, where required, in the official shipboard logs such as the fire-fighting logbook, the
safety logbook, the GMDSS logbook and the fire-fighting equipment inventory etc.
The Company uses Computerised Management Systems to define the schedules for
maintenance, inspections and tests, to manage them as well as to manage the warehouses and
supplies.
The Technical Department and the company’s ships are equipped with AMOS-A4W
computerised management systems for warehouse and supply maintenance.
For ships and the Technical Department, records of the various maintenance operations, as well
as warehouse and supply control, are made through the computerised AMOS - A4W system, whose
database is objective evidence that what is required by the Company’s procedures is being carried
out.
Masters and Chief Engineers must ensure that maintenance schedules are carefully observed
using, where possible, the crew.
When deemed necessary by the Company, given the expected workload and complexity of the
maintenance work to be performed, additional crew, a “maintenance team” or specialist technicians
may be taken on board.
The Master must immediately inform the “Designated Person Ashore” of any defect,
malfunction or damage to machinery, systems or the ship's structure which could affect the
safety of persons, the ship or the anti-pollution devices and which cannot be corrected by the
crew, and of any requirements related to carrying out maintenance work (e.g. spare parts,
technical assistance).
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The “Designated Person Ashore” must give instructions and provide the external
resources necessary to ensure that the corrective action required is carried out as quickly as
possible.
The Designated Person Ashore or the Master, as appropriate to the circumstances, must inform the
competent authorities if required to do so.
Maintenance, inspections and testing for the main engines, generators, auxiliary machinery and other
equipment must be recorded on special computerised “Registers” under the responsibility of the Chief
Engineer.
Maintenance, inspections and testing regarding the ship’s structure, deck machinery and facilities on
the Deck Department (including those envisaged by SOLAS) must be recorded on special
computerised “Registers” under the responsibility of the Master.
Internal SMS auditors must examine these records during inspections on board.
Maintenance and repairs which cannot be performed by the crew and can be postponed to the next
dock or long lay-up must be recorded in the “Work List” which the Technical Department can access
via the Amos system.
During visits to the ships, the Company Inspectors must examine the “registers” where maintenance,
testing and inspections are recorded.
When possible, Company Inspectors may participate directly in maintenance, inspection and testing.
For the use and management of the Amos IT system, please see the specific instructions issued by
the Technical Department.
The company has identified the following equipment and systems that the its unexpected failure may
create a dangerous situations; for such machinery / equipment, some procedures of control were set
up with regular inspections and verification of running in accordance with specific instructions and
checklists;
such machinery/equipment are:
Steering gear pumps, lifeboats, fixed fire fighting plants, cooling pumps of sea water and fresh water,
fuel pumps, purifiers oil / fuel, quick-closing valves, lubricating pumps, emergency batteries,
emergency generator, pumps for pitch propeller plant, navigation lights, starting air compressors,
GMDSS radio equipment.
The checks / tests are registered within the records management provided for the specific equipment
(ex. sprinkler system maintenance plan, GMDSS log book, life saving appliances checklists, safety
/fire fighting log book, etc..). With regard to equipment / systems that are duplicates, the procedures
predict the rotation on a monthly basis or even periods of running aligned to engine hours; for those
procedures a form is arranged to record the monthly replace of pumps / compressors / etc. Therefore
is established the functionality and readiness for use of machinery / equipment that are not
continuously running (equipment in stand-by).
The company has established for such equipment (critical equipment) what should be the minimum
quantity of the spares to carry on board to ensure appropriate maintenance/operations. With proper
working instruction were transmitted to the ship lists of equipment (critical) and for each of them, their
minimum number spares, the consistency of which can be verified in the data base of the Amos
system; said spares parts were identified with appropriate stock class called "CRI" (critical items) in
order to easily locate and verify the consistency.

7.2 Maintenance, testing and inspections

7.2.1 Applicability

Maintenance, inspections and testing required by this chapter involve:

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(i) the engine and deck machinery essential for navigation, safety, prevention of pollution and the
service that the ship performs, including, where applicable, the related safety and security
devices.

(ii) the fire-fighting and life-saving equipment and facilities

(iii) the navigation and safety equipment and facilities, internal and external communication systems.
(iv) the ship's structure and internal compartments (in particular: the cargo holds, peaks, tanks and
the ballast double bottoms, the garages, open decks, shell plating, engine room, steering room,
battery rooms, generator rooms and the emergency fire-fighting pump).
(v) the cargo system (doors, ramps, flying decks etc.).
(vi) equipment and systems for passenger areas
(vii) equipment and installations in the galleys, provision stores, self-service areas, bars,
passenger lounges etc.

7.2.2 Criteria
Unless performance monitoring shows that urgent maintenance is required resulting from malfunctions
or failures, maintenance of machinery, equipment, systems etc., is based on the number of hours of
operation or service when this is established by the manufacturer .
The maximum allowed number of running hours is established by the manufacturer but can be
modified by the technical department on the bases of the running experience; this number shall be
documented and made available ; any deviation can be accepted through documents approved by
the responsible person of the technical department only and shall be filed both in the office and on
board the vessel.
In all other cases, the maintenance of machinery, systems, equipment and facilities etc. is carried out
when the operating data (performance monitoring) that is constantly monitored by the crew, suggests
that it is necessary. The inspections to shipboard structures shall be carried out every time it is
possible to do it, and ,in any case, within the deadline established into the record logs.Maintenance of
the ship structure must be carried out made when its conditions make it necessary. The Amos A4W IT
system automatically generates work orders, according to the deadlines set by the manufacturers of
the specific machinery/equipment etc.
For certain systems and equipment in passenger areas, maintenance activities can be outsourced
using ad hoc contracts (leasing, loan for use, subcontracting etc.). These procedures typically involve
passenger entertainment equipment (e.g. health centre, casino, game room, etc.).
According to SOLAS requirements (Chapter-2 and reg.14 – circular msc.1432 IMO) and disposition of
flag Administration(Circul. Letter SG-n. 100/2014 issued by MARICOGECAP) , the company has
introduced a maintenance plan for fire fighting equipment; the work involved and controls (calibrated
on the basis of the consistency of the system / equipment on board the single vessel) have been
implemented within the informatics’ system A4W Amos.
The planning of structural maintenance / external surfaces of the ship, should be assessed taking into
account the impossibility of being able to intervene during the winter; in this sense, in order to avoid
excessive deterioration conditions, the Master on board must continually report to the ship
superintendent any interventions that is needed to perform during dry dock/ and / or during the
summer period

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7.2.3 Schedule
When the criterion for maintenance is based on hours of operation or service, the frequency
specified by the manufacturer or by the Technical Department is shown in the “maintenance records”.
When the criterion for maintenance is based on monitoring of performance, it is the crew that
determines when it is needed.
The inspections at the ship's structure must be carried out whenever possible and still within the
deadlines established by the Technical Department.
For any machine, system, apparatus, system, compartment and ship structure, the time between
two consecutive inspections or maintenance interventions must not exceed what is set out in class or
legal standards and regulations.

7.2.4 Recording
Maintenance work must be recorded in special computerised “maintenance records”. Exceptions
are made for records of systems and equipment which are loaned for use, leased etc. or nevertheless
contracted or for which ad hoc contracts are in place with the contractors, which, in virtue of these
contracts, are responsible for maintenance and the relative records.
Formal periodic inspections conducted to check the conditions and availability of essential machinery,
systems, devices and equipment and periodic inspections to the ship’s structure must be recorded in
computerised “Inspection Records” indicating the date, the result, any comments and the Officer who
conducted the inspection.
When maintenance is based on the number of hours of operation or service, the updates of the
relative computerised records of engine hours must be available.
Using the Amos A4W IT system, the Technical Department is always in control of the state of
maintenance, as satellite links are envisaged between the peripheral units on board and the central
unit in the office, for exchanging updated data.

7.2.5 Procedures for ships under maintenance

7.2.5.1 Preparation of work


1) Within the time limits set by the company, generally based on prediction of three years in
service, or when this is necessary, ships are kept on the yard for extraordinary maintenance,
repairs and/or docking.
2) The Technical Department sends a list of the ships scheduled to stop to the Commercial
Department and the Company, indicating how long each ship is required to stay, depending
on the planned work schedule;
3) The company prepares stopping programs and schedules for each ship as requested,
agreeing stopping times with the Technical Department;
4) The Ship Inspector will schedule any class and/or statutory visits due, promptly informing the
bodies responsible for maintaining/issuing the certificates about the ship stopping time,
requesting intervention;
5) Each inspector prepares the specification of the final project, based on inspections carried out
and/or indications of planned dock work orders on AMOS, and any additional work dependent
on point 4);
6) The drafting of the final specification will be done by the ship superintendent.
7) This specification, is sent to the purchasing department for point 8).
8) The purchasing office conducts the tenders according to its procedures for assigning work to
companies/yards.
9) Quotes from shipyards invited to tender will be submitted to the Management, which will
choose the yard.
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10) Depending on the technical specifications developed, in order to optimise costs and docking
time in the best way possible, the Inspector, together with the crew and in accordance with
applicable safety procedures, will schedule the start of preparation work (cleaning the tanks,
painting the decks, deck maintenance etc.) sufficiently in advance in relation to the envisaged
arrival of the ship in the dock, using crew or personnel who have been sent especially.
Loading is agreed upon with the Commercial Department in an appropriate way in order to
allow it to take place.
11) UACQ will take care to forward to UTEC, sufficiently in advance of date of ship dock, the final
specification with the offer quoted, item by item, for dry dock chosen.
12) The heads of the Technical and Purchasing Departments, or representatives delegated by
these departments, participate at the preliminary meeting at the shipyards selected for the
preliminary discussion and planning of the works indicated on the specifications

7.2.5.2 Execution of work

1) Prior the ship arrives at the dock, the superintendent in charge, for his capacity as supervisor,
goes to the site to prepare the necessary, making contact with representatives of the
classification Surveyor for the relevant work;
2) The yard must submit advance operational planning that shows the progress of the work for
the whole duration of the stay envisaged until the scheduled date of departure;
3) On the basis of this planning, the inspector will keep a day-by-day overall job status, informing
the technical manager or team leader of any delay as regards the planning;
4) Work will be performed and accepted by the Ship Inspector, according to compliance with the
specifications, except as subject to standards related to class regulations and international
conventions in force that will be accepted under these provisions and to the satisfaction of the
representatives of the classification societies;
5) The Ship Inspector will ensure that the budget limits set and approved are monitored
constantly, with a limit of no more than 5% over budget.
6) Any work outside the specifications and outside that limit must first be authorised by the Head
of the Technical Department or by the Team Leader, who will take account of the priority and
whether or not the request can be postponed.
7) The Head of the Technical Office will notify the company to have the necessary authorisations
for expenditure, implementing any way of reducing the cost of intervention, consulting as
necessary with the Purchasing Department;
8) The Head of the Technical Department, in consultation with the Head of the Purchasing
Department, must maintain a job status on the costs, keeping the company updated of any
changes compared to the estimate;
9) The work performed by the shipyard will be accepted on the basis of evidence signed by the
Inspector with remarks regarding anything deemed as not meeting the requirements set out in
the specifications;
10) The responsibility for coordinating the work and the responsibilities of the “project manager”
are attributed to the yard, which is also responsible for meeting all the legal requirements
envisaged (e.g. preparing the work plan and coordination plan, requesting open flame permits,
presenting plans to the local authorities etc.)

7.2.5.3 Completion of work

1) The heads of the Technical/Purchasing Departments or personnel delegated by these


departments examine all the evidence in consultation with the yard for the final acceptance
and terms of payment to the yard for the work carried out;
2) The Ship Inspector ensures that all the ship certificates have been maintained and kept valid
before the ship departs, due to the activities referred to in point 7.2.5.2 – 4)
3) The Ship Superintendent will inform the Head of the Technical Department of the completion
of work.
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4) The Head of the Purchasing Department will submit the final balance of costs to the
Management as soon as possible after completion of the work, indicating any form of
recovery. For insurance events, in particular, it is important to highlight what remains, both
net and gross of the ship exemptions (before any fleet exemption).

7.3 Spare parts and materials

7.3.1 Requests
Spare parts are requested by the Master and Chief Engineer, taking into consideration the
maintenance schedule and possible needs for repairs, in addition to the minimum stock required for
certain spare parts, as required by company policy through a corresponding instruction from the
Technical Department.
The Technical Department will promptly approve the requests for the supply of the parts and
spare materials that are necessary for the safety of the ship and for pollution prevention. Requests,
once approved, are managed by the Purchasing Department.
The Purchasing Department and the Head of the Department on board the ship that made the
order must have adequate documentation in order to determine which requests have been fully or
partially satisfied and which requests are still pending.
Supply management takes place via the Amos A4W IT system.
In the event of a failure of the Amos IT system, the Ship’s Command will contact the Technical
Department and the Maintenance Engineering Department to report the problem, in order to
restore regular operation as soon as possible. At the same time, maintenance must respect the
envisaged schedule, whose details can be supplied by the Technical Department, which has
access to the ship’s database. Maintenance performed will be noted on paper and then recorded
in the Amos system once restored. Similarly historical data regarding supplies is available in the
Technical and Maintenance Departments. Any requests for materials/services needed during the
failure of the system will be implemented by the crew on paper and sent to the Technical Office,
which will forward these requests/orders to the company database for supply management.

7.3.2 Inventory and storage


When the spare part or the material is delivered on board, the Master or the Chief Engineer
(depending on who has made the request) will carefully monitor the quantity and quality of the delivery
and send confirmation of receipt of the material to the Head of Department responsible for purchasing,
making a suitable record on the Amos IT system.
Any deviations from the order and, subsequently, any poor quality of the spare parts received, will
be reported to the relevant Department immediately.
The spare parts available on the ships are reported on a computerised inventory (in Amos)
stating, among other things, the storage position that is regularly updated under the responsibility of
the Commander or Chief Engineer.
The Technical Department, via the Amos system, has a copy of the inventory of materials and
spare parts for every ship.
The materials and spare parts must be stowed on board in an appropriate area and protected so
as to be well maintained and ready for use if necessary.

7.3.3 Supplier selection

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Suppliers of spare parts, materials and services will be selected according to the company’s
ISO9001 quality management system. As a general rule, the following general criteria have been
adopted:
(i) quality and reliability of previous deliveries
(ii) timely delivery of supplies
(iii) good value for money (if possible, original spare parts are supplied)
(iv) possession of quality certification/recognised certification
The Purchasing Department has a list of selected suppliers.
Whenever the Master or the Chief Engineer reports the supply of faulty parts or the incorrect
amount, the Purchasing Department will submit a complaint, in accordance with its procedures,
described in the ISO9001 Company Quality Manual.
7.4 Store equipment and supplies
The same criteria set out in paragraph 7.3 for spare must be applied.

7.5 Regular analysis of lubricating oils, fuels and water


In order to prevent failures or malfunctions of machinery or system, regular analysis of the
lubricating oil, the water in the boilers, the water in the cooling circuits and, if deemed necessary, the
fuel oil, is carried out.
The frequencies established for this analysis are as follows:
(i) Water
Main engine ............................................Twice a week and whenever top-ups are made
Steam boilers ..........................................Twice a week and whenever top-ups are made
Drinking water.........................................6 months on board cargo ships
Drinking water.........................................3 months on board ro-ro passenger ships
(ii) Lubricating oil
Main engine ............................................Every six months
Tail shaft case ........................................Every six months
(iii) Fuel oil ....................................................After bunkering, if deemed necessary (see Chapter
12 para.12.5.3)
Reports containing the results of the above analysis are preserved in the Technical Department
archives and, on board, in the Engine Department archives, where they will be sent by the Technical
Department. The results of the analyses of drinking water are kept by the deck department with the
ship certificates.
Where the analysis of oils (lubricant and fuel oils) sent to the laboratory shows parameters outside the
norm, the technical department will evaluate these results, establishing the probable causes and any
possible solutions/measures to be taken to return within the envisaged limits on a case by case basis.
In this case, the analysis report must be sent to the ship together with the instructions from the
technical office. The chief engineer must archive the reports and accompanying instructions, ensuring
the relative follow-up of corrective actions.
In accordance with the requirements of the MARPOL Convention, bunker suppliers must provide the
chief engineer with the “bunker delivery note”, which clearly shows the maximum percentage of
sulphur contained in the fuel. The Chief Engineer must determine that the sulphur content is below the
maximum limit permitted by the law for that type of fuel (in particular for low-sulphur fuels).

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As regards the frequencies of the bunker analyses, the Company has established them in accordance
with the operational lines and based on the frequency of bunkering, refuelling ports etc. As a general
rule, the following criteria have been established:
a- Bunker analysis (all products) takes place at each bunkering for (cargo) ships on the following
routes: Deep Sea – Euroaegean – Euromed – Adriatic.
b- Bunker analysis (all products) takes place every 2 months for ships on the following routes:
Short Sea Services (cargo ships and ro-ro passenger ships). These ships typically always
refuel at the same ports/suppliers with a high refuelling frequency - in some cases even twice
a week.
7.6 Management of newly acquired ships.
If new ship or ship from other operators/flags are purchased, the maintenance, supply and stores on
board will be managed through the implementation of the Amos system, before the entry in service of
the ship.
The Superintendent in charge, with the possible support of the chief engineer, must take care to verify
the consistency of stock items held on board the ship at the time of delivery and arrange for the
requisition that is necessary to integrate these stock items.
If upon delivery the system Amos is not fully operational / implemented for initial requests, for a
transitional basis, the following procedure is adopted;
- The chief engineer must create in Amos a requisition with code CM210 (various consumables) and
the details of the request must include the following information: Type of item - name / builder / maker /
Model / Serial number / name and code number as-from part / component list of the monograph.
- Ship superintendent approves the request after verifying the actual need
- The purchasing office shall purchase, instructing the supplier about deliver

If it is not possible to implement the Amos IT system before the entry into operation of the ship,
maintenance, supplies and stores will be managed according to the paper forms provided by the DPA,
which show the criteria and maintenance schedules. The crew will adopt such forms until the Amos IT
system is fully operative.
The Technical Department keeps copies of the paper maintenance records for ships which are
temporarily operating without the Amos IT system.
On newly acquired ship, on which the Amos system is yet to be installed, a list of Amos codes is
supplied so that supply requests that will be made on paper forms can be formalised.

7.7 New constructions


The new constructions sector of the Technical Department is responsible for the on-site
supervision of new constructions, providing the appropriate reviews and approving of ships plans
and specifications etc. The sector has a research team for these activities.
The new constructions sector plans the various phases to be developed in harmony with the
shipyard schedules in order to identify and prepare appropriate presence of the Company’s
supervising personnel, and in order to coordinate with the other departments regarding the
subsequent phases related to the construction progress schedule (launch, delivery, entry into
operation, certification etc.).

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When the ship is delivered, employees from the New Constructions Sector ensure that the ship is
in possession of specified certificates to be delivered by the shipyard, as specified, and prepare
for the initial certification visits regarding certificates which the owner of the ship is responsible for
issuing. For these certificates, appropriate coordination is envisaged with the relevant
departments.
The New Constructions Sector is also responsible for managing all activities related to the
warranty period provided by the shipyard, with which it interfaces for appropriate consultation.
For new building units, is established that shipyard will provide initial supply and this activity
becomes object of the contract/technical specifications; that provision issued is supplemented to
the initial supply by owner based on standard lists drawn up in consultation between the technical
department and purchasing department; these supply shall be requested/ordered in good time so
as to delivered on board before the ship's departure from the shipyard

7.8 Cargo handling equipment


The company’s ships are equipped with cargo handling equipment whose consistency varies
depending on the type of ship and line use. This equipment is provided to ensure the proper
operation of ships, even in ports where there may not be an adequate supply of equipment. The
equipment supplied is generally as follows: forklifts of various capacities handling full and empty
containers, forklifts with a small capacity to move lashing material and various materials within the
ship areas. Tug masters, trailers, bob-cats etc. may also be supplied, in addition to vehicles for
lifting moveable deck panels and also mechanical brushing machines for cleaning garages. The
equipment provided is kept efficient and maintained according to maintenance schedules
included in the relevant section on the Amos A4W IT system. The crew involved in manoeuvring
this equipment is appropriately trained and qualified to use it.

7.9 Managing the spare steel wires for the cargo handling equipment

Upon receipt of wires for use on cranes and/or ramps as part of Cargo equipment register (O.I.L.
Register), proceed as follows:
1) Ensure the existence of the test certificate for the wire issued by one of the Classification
Registers recognised by the Italian Administration (RINA, ABS etc.).
2) Ensure the existence of the metal plate bearing the test data and the details of the relative
certificate.
3) Unequivocally identify the wire, specifying: diameter and length, equipment and its intended
use (e.g. 40 t crane, jib), details of the test certificate. Before moving to the warehouse, secure
a plastic sheet showing the above data to the reel where the wire is wound.
4) Keep the metal plate showing the test data and details of the relative certificate. Use a
container for this purpose which is to be kept by the Master together with the ship’s
certificates.
5) Include a pencil note on the margin of the test certificate specifying the equipment and service
for which the wire is intended. Keep the certificate in the special pocket located on the back
cover of the OIL Register.
6) All wires to be used on the cargo equipment are always purchased complete with the required
certification. Any lack of documentation should be promptly reported to the purchasing
department and, for information, to the Ship Inspector.

7.10 EMBARKATION LADDERS – GANGWAYS.


The amendments to SOLAS 74 entered into force on 1 January 2010, introducing new rules on means
of embarkation and disembarkation from ships (embarkation ladders and gangways).
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In particular, the new amendments will be applied as follows:

a) new ships (built on or after 1 January 2010).


The means of embarkation and disembarkation from the new ships will be built and installed
according to the criteria contained in MSC.1/Circ. 1331;

b) All ships
- The means of embarkation and disembarkation from the new ships will be inspected
periodically.
In this regard, the Company will prepare yearly and five-yearly surveys conducted by
authorised companies along the lines of the procedure adopted for the cranes on life-saving
appliances;
- The wires used will be replaced every five years. A special procedure is included in the AMOS
system to record the frequency of replacement;

An initial survey to the ships will take place during the first renewal of safety equipment certificate
survey after 1 January 2010. This will form the basis for determining subsequent periodic surveys. The
schedules for the next surveys and maintenance will then be entered in the Amos system.
Because of the nature of the ships operated, it is expected that the embarkation/disembarkation
equipment may be placed permanently out of service: in these circumstances, the intervention of the
recognised organization will be requested, which will give evidence of the fact in the “status” of the
ship in question.
Access on board the ships with means of embarkation/disembarkation which are out of service will be
provided through the main ramp, using the walkway bordered by painters and stanchions on the
ramps or, if not present, marking the pedestrian walking way using special coloured cones. The
pedestrian walkway will be suitably supervised by personnel watching over the ramp.
The means of embarkation/disembarkation which are permanently out of service, as well as ramps on
ro-ro ships dedicated to the handling of passengers and crew, are not subject to the procedures and
findings above.

7.11 Lifesaving appliances maintenance

In accordance with the provisions of Solas Chapter III, the crew has the responsibility for inspections /
checks / maintenance for survival craft (lifeboat lowered and free fall, rescue boats, fast rescue boat) ,
on the basis of check list prepared by the company on a weekly, monthly and quarterly basis. On an
annual and quinquennial basis, further maintenance to the survival craft were performed by qualified
technicians and authorized by Flag Administration or manufacturers; at the end of such maintenance
is filled up a technical report that is available on board for external verification (PSCO - Flag
Administration, Rina, etc.).

7.11.1 Wires and system for launching of Survival craft

In accordance with the provisions of the Flag Administration, the following procedures related to the
inspection and replacement of wires for launching of survival craft have been established:

- The maximum range of wires replacement must not exceed 5 years and must be periodically
inspected.
- During the annual audits of survival craft and their means for launching, to be made by makers
or by a qualified contractor, the staff responsible for inspections must also check the status of the
wires;
- During the monthly inspections of life-saving appliances(SOLAS regulation III/20 and RS 208/ 5),
the correct positioning of the Wires and the general conditions of preservation and maintenance
must be checked

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- Every three months during the launching of lifeboats, lowered or free fall (performed in
conjunction with an abandon ship drill), the condition of the wires should be checked for the entire
length;
- In all cases, the wires must be replaced immediately, even before the age of 5, where are found
corrosion, dowel, and significant reductions in diameter
- The replacement of the wires should preferably be done in conjunction with the annual survey
operation.

In accordance with the provisions of the Flag Administration, the Company has arranged the
following maintenance operations by Specialist firms in charge of periodic reviews of systems for
launching of survival craft:

Ships with more than five years from the date of 10.05.2013
1-On the occasion of the first annual / five year visit carried out after 10.05.2013 (SOLAS
regulation III / 20), the firms has provided to the replacement of "free wheel" system for
launching (lifeboat / life rafts)
2-On the occasion of the subsequent annual audits are checked free wheel

Ships with less than 5 years as of 10.05.2013


1-On the occasion of the first five-year visit carried out after the 10.05.2013 (SOLAS
regulation III / 20), the firms shall replace the "free wheel" system for launching (lifeboat
/ life rafts)
2-On the occasion of the subsequent annual audits are checked free wheel. Interventions for
replacing the free wheel are related within the Amos system.

7.12 Revisions of inflatable liferafts and MES (Marine Evacuation System)

In accordance with the provisions of the Flag Administration, the guidelines to follow the service
of the MES and inflatable liferats have been defined.
During the periodic service, is generally given to the ships alternative means, which should in any
case:
-have the same capacity, type and characteristics (including portability) not less than replaced
- Med certified and accompanied by its certificate and instructions for its use.
- During periodic revisions ,the staff of the revision workshop shall replace the internal equipment
of the liferafts, whose expiring date is before the date of the next periodic revision of the liferaft.

i) Ships with more MES on each side

a) – ashore annual revision


In general, each MES is inspected with their liferafts associates; everything is landed and
changed by a similar equipment of MES + liferafts of the same capacity / model / type; is issued
to the vessel new documentation proving number and identification code of the actual equipment
on board. Equipment landed, are brought ashore at authorized workshop and at the end of the
reviews, are re-installed on board to replace other equipment to be landed for review. Therefore
the company has the availability of a additional kit of MES + liferafts for annual reviews.
For this type is not requested authorization to the reduction of the number of passengers
transportable, which remains unchanged.

b) – MES Deployment at sea (every 6 years)


On the occasion of the annual review, where there is a need / expiration of the deployment at sea
(6 years), the company starts the authorization process with the local Maritime Authority. On the
appointed day of revision, the firm, the recognized organization (Rina) and the Italian Coast
Guard are convoked. Once the deployment at sea carried out, the crew perform a test of
evacuation; at the end, the MES is removed and with the life rafts are brought to ashore for
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review and re-packaging; the MES supplied to the company (see point a) is remounted avoiding
in this way to modify the ship equipment and with such system it is not necessary to request a
reduction in passenger transport.

ii) Vessels with a MES on each side and davit -launched liferafts
a) –Annual ashore revision
The Company requires authorization to the landing of equipment for service, to the Competent
Maritime Authority, following Recognised occasional survey, which certifies the reduction in
number of passengers in relation to the number of lifesaving devices actually on board as SOLAS
regulation about the type of navigation to be made and the new certification will be issued. The
Master must take care to properly update the Master list.
At the end of the need, on the basis of an occasional visit performed by Recognized officers of
the ship, the competent maritime authority, proceed to the removal of the authorization granted by
restoring, so the full validity of the safety original certificate.
b)–Deployment at sea (every 6 years)
For deployment at sea, this is done in conjunction with one of the annual revisions which
corresponds to the expiration of six years; the procedure is the same. (disembarking with
reduction of passengers capacity and restore the repositioning of the MES after the review / re-
packaging) the master must take care to properly update the Master list

iii) Vessels with a single MES on each side and without davit-launched liferaft
a) –Annual ashore revision
This revision should be completed (removal of MES / liferafts, sending to ashore for revision and
re-installation on board), during a ship stay; in practice, once removed the MES for review, the
ship can not sail without it reassembled.
Alternatively, prior the approval of the flag Administration, the ship will sail without one or more
'MES, with reduced passengers capacity, using as a primary means of abandon ship part of the
lifeboats, and other lifeboat as additional means; in the last case, the technical department, in
consultation with the competent maritime authority of the port where carry out the operation, and
with the 'recognized officer (Rina), starting the document of permission. The Master must take
care to properly update the master list.
b)–Deployment at sea (every 6 years)
The deployment every six years of MES is carried out in conjunction with an annual Revison
(point a) in the same manner described above, and involved the competent maritime
administration and the recognized organization (Rina). In the case of landing of MES and
reduction of passenger capacity the same procedure is pursued as referred to at point a). The
Master must take care to properly update the master list

iv) Ships with only liferafts


The liferaft replaced if launchable will be of capacity, type and characteristics similar and not
lower than replaced, and accompanied by MED certified and instructions for its use. If davit-
launched in addition to the above, it must be of mass not exceeding the SWL of the device for
launching. It is not necessary to request authorization to Competent Maritime Authority.
For all types of operation described above the Master will be the responsible to record on ships
log Book part. 2 the rearrangement occurred with its ISM procedures applied. (paragraph 7.11
SMS Manual -point i), ii), iii), iv) - as appropriate)
Where changes have been made in the consistency of life-saving appliances (with associated
reduction in transportability), the Master must take care to properly update the master list.
During the annual reviews of the liferafts, at least one liferats on board must be open with
presence of the crew; the evidence of the openings shall be produced by recording it in the
nautical logbook part II.
The period of review of liferaft is generally annual; certain types of liferafts may have a 30-
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monthly review period (eg. S30 type). Deadlines, depending on the type of the liferafts, are
registered in the certificates status of ship.

As per Solas provisions and Italian safety regulation , the following requirements , dealing with
crew familiarisation, shall be met:
- Davit lauched liferafts - a practical familiarisation shall be carried out every 4 months. This
familiarization can be performed by a video training aid produced by the manufacturer and
showing the specific liferaft fitted on board. Watching of the video training aid cannot replace
the real opening of the liferaft to be carried out during annual revision.
- Launchable liferafts - the real opening of the liferaft on board (to be carried out during the
annual revision) can be replaced by watching a video training aid , produced by the
manufacturer and showing the specific liferafts fitted on board.
- MES – a video training aid , produced by the MES manufacturer and showing the
deployment of the specific MES and related liferafts fitted on board, shall be available on
board.

7.13 Pilot boarding arrangements

According compliance with both IMO (res. MSC308 (88)), all pilot ladder existing on board fitted before
01.07.2012 shall be marked permanently with an identifying code / number, number of component
Amos and indicating presence on board before 01.07.2012.
In a proper form prepared by the company is recorded the presence of such pilot ladder, attached with
a certificate of conformity MED (Whell mark) of the supplier.
The pilot ladder fitted on board after 01/07/2012 must comply with rule 23-III Solas (or equivalent
standard), with manufacturer's certificate attesting this conformity; this copy should be available on
board and attached to the form filled in, together with the copy of delivery where there is evidence of
date of receipt on board of the pilot ladder.
In the Amos System there will be included the records relating to inspections of pilot ladder and related
equipment / facilities for boarding pilot.
The use of winches lifting the pilot is not permitted under any circumstances. The pilot boarding doors
are obliged to open inwards.
On the bridge and in the vicinity of the pilot boarding area, proper instructions, dealing with required
fittings and their characteristics for the pilot boarding, are posted in place.

7.14 Refrigerated containers


The crew on board vessels fitted for the carriage of the refrigerated containers powered by shipboard
power network, is in charge to perform the maintenance of the containers plant in case of
troubles/damages at sea. The company has placed on board a minimum set of spare parts and
specific procedures .

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EXERCISES AND EMERGENCY DRILLS 8

ISM CODE
8. EMERGENCY PREPAREDNESS*
8.1 The Company should establish procedures to identify, describe and respond to potential emergency shipboard
situations.
8.2 The Company should establish programmes for drills and exercises to prepare for emergency actions.
(*) Please refer to the guidelines for structuring an integrated system of contingency planning for emergencies on board,
adopted by the Organization by resolution A.852 (20) as amended.

8.1 General information


The SOLAS and MARPOL Conventions and other national and international laws require regular
drills in order to train the crew for emergency situations that may affect the safety of persons and the
ship or cause damage to the environment.
The schedule for drills and the registers to record these activities have been prepared by the
Company. Further drills may be scheduled if deemed necessary by the Master.
The Company has identified potential emergencies on board that may pose an immediate danger
to the safety of the ship, the personnel and the environment. The instructions and procedures on how
to deal with these situations are described in Section 12.7 of this manual.

8.2 Safety-related tests and drills


8.2.1 Schedule
Tests and drills must be carried out in line with the frequencies stipulated by international and
national standards. These frequencies are reported in the “Safety Logbook” and the “Fire fighting
Logbook”. The company has also established a schedule of pollution prevention drills in accordance
with the procedures of the SOPE Plan and American standards (for ships calling United States of
America ports).
Fire drills must be scheduled considering the following scenarios in rotation:
- Fire in the cargo area (*)
- Fire in the engine room
- Fire in the galleys
- Fire in the accommodation areas
(*) In accordance with the provisions of the Flag Administration, in consideration of the type of ship / cargo (ro-ro cargo and
passenger), and taking into account of the lashing distances (small) between vehicles, further monthly fire drills are carried out
in the car decks with load of ro ro on board, assuming the most risk. These exercises are in addition to those prescribed by the
SOLAS Convention and Italian Safety Regulations.

Registrations of the exercises are reported in the Fire Fighting log book and Giornale nautico Part II;
the company has set up an additional form where to transcribe, in correspondence of the records of
the exercises, the relevant scenarios considered, evaluations etc..
Upon embarkation, each crew member is given a personal booklet (filled in working language)
showing the duties assigned in the various emergencies. These duties are presented in cumulative
format on the muster list, displayed in various points of the ship (Wheelhouse, Engine control Room,
officers’ mess rooms etc.).
It is the responsibility of the Master to update the muster list with the names of the crew before
departure and to distribute booklets to the new crew members. This task is usually delegated to a
Deck Officer. The muster list shows the general guidelines for various emergencies. It also gives the
names of key personnel and their substitutes. For abandon ship, in addition to their own duties, to
each crew member is assigned a survival craft for embark. In accordance with the provisions of the
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Italian Decree 435/91, for each survival craft, the crew (lifeboats, rescue boats and fast rescue boats)
are identified, while for each liferaft(except spare liferafts / additional), a person in charge is identified,
holding the related certification of qualified seaman (or equivalent, e.g. deck officer).
When embarking, each crew member receives a brochure containing key information on safety,
security, health and a list of phrases to be used mainly in emergencies, drawn up in the working
language on board and translated into the most widely used languages on board, representing the
nationalities of the crew.
Each crew member has a life jacket and safety helmet in their cabin. On board cargo ships, the crew
also has an immersion suit in their cabin. During safety drills, the helmet, the life jacket and the
immersion suit must be brought to the assembly points. Here, they will be worn and tested to check
their condition and efficiency (lights, whistles, belts, chinstrap etc.) and for the appropriate familiarity
with their use. In these cases, officers in charge of training ensure that the practical tests for putting on
the immersion suits and life jackets take place.
During drills on board passenger ships, where passenger participation is envisaged, passengers must
be shown the correct way to use the life jackets and the evacuation procedures for abandoning ship
and in the event of a fire. On board ro-ro passenger ships, the company has prepared video supports
in several languages to explain the safety procedures to passengers. Notices displayed in public areas
and inside the passenger cabins show the procedures for putting on the life jackets and their location,
which may vary depending on the ship, that is to say the jackets can be fitted in the cabins or at the
passenger assembly/embarkation points.
In accordance with SOLAS amendments Chapter III, in force since 01/07/2010, the company has
made life jackets for infants available on board passenger ships in the number provided by the
standards: 2.5% of the capacity of passenger transport for voyages of less than 24 hours. If the
voyage exceeds 24 hours, the Master must first request the Company to provide enough life jackets
for all the infants present on board. Similarly, all ships have been provided with a reasonable number
of life jackets for adults weighing 140 kg and with a girth of 1750 mm.
In accordance with SOLAS regulation II-2/10, on board all ships constructed on or after 01.07.2014, or
in the case of new supplies of fire fighting suits to the existing ships, these will be equipped with an
approved radio transmitting apparatus. In any case, for all vessels this requirement will come into force
from 07.01.2018.
A drill for the mustering of passengers on board, shall be carried out if the passengers are planned to
remain on board for a period of 24 hours or more; during the drill, the safety instructions must be given
to the passengers , including a demonstration on how to wear a lifejacket.

8.2.2 Records
The date on which the required checks, tests and drills take place must be recorded in the
relevant log (safety or fire) and noted in the “Nautical logbook - Part II, under the responsibility of the
Master. The Company has prepared a form to be completed during the drill which summarises the
main stages, the names of the participants and gives a summary evaluation of performance.

8.2.3 Planning
The master shall keep up to date a drill schedule by using a specific form issued by the company. The
form shall be posted on the bridge . Before ship’s departure , the specific drills set by Solas and Italian
safety regulations, shall be performed if more than 25% of the crew have been replaced.

8.3 Tests on GMDSS radio equipment


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8.3.1 Schedule
Tests on the GMDSS station radio equipment must be carried out in accordance with the
instructions in the GMDSS radio logbook provided to each ship.
Deck officers in charge of GMDSS radio station management have obtained licences and are certified
as GMDSS operators. Furthermore, during the process of familiarising the officers, adequate
knowledge and operation of the GMDSS equipment on board is envisaged for specific training.
Officers working at the GMDSS station carry out the envisaged periodic tests and checks on the radio
equipment, as part of both system testing and training. These officers are required to demonstrate
their professional skills during inspections by the Flag Administration and the Port State Controls.
If, during the checks, negative performance is noted by the Officers in charge of communications with
the GMDSS station, the Command will contact the Company offices immediately in order to agree
upon the appropriate course of action, in accordance with the requirements of the Flag Administration.
A weekly test of the Radiotelex shall be carried out; vessels in Mediterranean sea can apply to
Istanbul coast station to carry out this test.

8.3.2 Records

The date on which the required checks and tests take place must be recorded in the “GMDSS
Radio Logbook” under the responsibility of the Deck Officer, GMDSS operator, designated by the
Master.

8.4 Pollution prevention drills


The new Masters or First Mates must, as soon as possible after boarding, practice with the
manual or computer for loading, and with the manual or computer regarding stability so as to
become proficient in their use.
The ships operated are provided with the “Shipboard Oil Pollution Emergency Plan” (SOPEP) in
accordance with regulation 37 of MARPOL 73/78.The plan includes actions and procedures, for
personnel both on board and ashore, in order to limit the damage to the environment in emergencies
such as collisions, running aground etc. The personnel involved must be prepared to deal with these
situations and therefore related drills must be carried out.
The company arranges to send to all corporate ships on a quarterly basis the updates of the list
of national operational contact points dealing with pollution accident, published by the IMO;
furthermore are despatched to the ships the emergency contact points of the various ports of call and
the updates (eg local authorities , agents, terminals, etc.).. The office SQE will take care of updating
and distribution of the mentioned lists and which must be attached to the SOPE plan.
The drills must be carried according to the schedule and forms prepared by the Company. These
forms are in line with the SOPE pollution prevention plans and are provided to ships in both Italian and
English in order to enable them to be completed in the working language on board (English or Italian).
Correspondence/notifications with the departments produced during pollution prevention drills must be
in the working language on board.
For ships with contingency plans for pollution incidents, specific to certain geographical areas
(e.g. USA – Panama etc.), the crew will comply with the provisions of such contingency plans.
The company arranges for the conduct of an annual exercise involving the employees of the
technical and Safety/quality/environmental department, involved in the management of the ships
calling the United States and which have contingency plans (No tank vessel response plan). These
exercises are performed with the consultation / participation of experts appointed by the company
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(Qualified Individual) and where practicable, may be involved more 'ships in the execution of the
exercise (TTX-OPA90).
At least one annual exercise has been scheduled by Company to be performed on board each
vessel assuming a scenario of contamination (accident) with Dangerous Goods (IMDG).

8.5 Security drills


Security drills related to preventing acts of terrorism are carried out according to the schedules
established by the Company and refer to the ship security plan provided in accordance with
the ISPS Code as regards the methods.

8.6 Drills with life-saving appliances


Crew familiarity in the use of life-saving appliances represents an essential component in
conducting drills safely. In line with the directives issued by the IMO (MSC.1/Circ.1026/Rev.1 –
11 June 2009) to reduce the number of incidents during drills with life-saving appliances,
regular conduct of drills is of extreme importance. For detailed procedures, refer to point 4
paragraph 12.8.22 section 12.8 of this manual.

On the occasion of the exercise of "man overboard" the crew is also trained about procedures for
recovery of persons from the water, according to the provisions of the manual about "recovery person
from the water" , prepared in accordance with the requirements of Solas and provided to all ships of
the Company.

For units equipped with MES (Marine Evacuation System), the Company organizes the exercises with
deployment at sea according to the expected frequency (6 years) in addition to annual reviews. During
the deployments at sea is arranged the participation of all personnel on board and at the end a
certificate of participation are awarded.

The deployment of MES at the sea, is preventively agreed / planned with national authorities in the
port where to carry out the mentioned deployment, so 'as required by the provisions of the flag
administration.

For training of crew on ships equipped with MES, a video support for the deployment at sea and use
of MES and their liferafts are utilized
The type of MES installed depends on the ship and can be type '”Slide "(slides) or type "Chute”.
(evacuation system with a vertical fall).

The company has planned the replacement of hanging hooks of lifeboats (on load release system) of
all existing vessels (excluding the new building ships already fitted with hooks comply with the new
requirements LSC code-4.4.7.6.4 / 4.4.7.6 .6) on the occasion of the first dry dock made after
01.07.2014. Until of the occurred replacement of hooks, on the occasion of the recovery of lifeboats
after exercises / tests launching of lifeboats, the “Fall Prevention Device should continue to be used

Drills for search and rescue plan


The passenger and ro-ro passenger vessels employed on regular trades, in accordance with domestic
and international regulations, must be holder of a “manual for search and rescue co-operation”
containing the procedures and instructions to be followed in case of distress , both given and received
, involving vessels and airplanes operating in the specific area.

8.7 Managing of the bottle for self contained breathing apparatus - EEBD

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The air cylinders for breathing apparatus must be always full, up to the pressure recommended by the
manufacturer and be ready to use immediately. A cylinder must always be connected on the self
breathing apparatus (ready to use) and spare cylinders must be positioned ready for use.
The number of the cylinders to be kept on board has to be intended as follow:

a) Ships equipped with compressor for refilling the cylinders

- No.1 cylinder connected with breathing apparatus + 1 spare bottle for each apparatus.
- The compressor must be maintained/ inspected in accordance with the manufacturer's
instructions and each year must be subjected to "air quality" test and certification by
specialized company.
- After each use, even partial, the cylinders must be filled completely.
- Every year the replacement of the charge air (by means of on-board compressor) must be
performed;
- - Every 5 years, the cylinders shall be subjected to hydrostatic test by shore authorized
company.

b) Ships not fitted with compressor for refilling the cylinders

- No.1 cylinder connected with breathing apparatus + 2 spare bottles for each apparatus.
- In addition to the expected equipment, No. 2 cylinders to be used exclusively for the drills
shall be carried on board. These cylinders must be marked with a label "for drill only".
These cylinders must be fitted/used only for drill and removed at the end of the practice
and must be recharged in due time by shore firm.
- Every year the replacement of the charge air must be performed by shore authorized
company
- Every 5 years, the cylinders shall be subjected to hydrostatic test by shore authorized
company.

The EEBD must be located in accordance with the ship’s drawing, subjected to regular inspections by
the designated officer and shall be sent to the shore firm for the periodical review in accordance with
the instructions of the manufacturers.
At least one spare EEBD (full-charged) and a further EEBD to be used exclusively for training (usually
this training EEBD is with different color from the others) shall be carried on board.

8.8 Exercises for entry into enclosed spaces

With bi-monthly frequency, an exercise including the following activities is carried on board:

- Rescue and the recovery of the person inside enclosed spaces.


- Control and use of personal protective equipment for entry into enclosed spaces
- Communication procedures
- Use of equipment to test the atmosphere in enclosed spaces
- Use of equipment and procedures for emergency medical first aid

Appropriate recording of the exercises must be produced and filed

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ISM CODE
2. SAFETY AND ENVIRONMENTAL PROTECTION POLICY
2.2 The Company should ensure that the policy is implemented and maintained at all levels of the organisation both ship
based as well as shore based.
4. DESIGNATED PERSON(S) (*)
... The responsibility and authority of the designated person or persons should include monitoring the safety and
pollution prevention aspects of the operation of each ship.
(*)Please refer to the guidelines for the qualifications, training and experience needed to assume the role of the
designated person under the provisions of the ISM Code (MSC-MEPC.7 / circ.6)
12. COMPANY VERIFICATION, REVIEW AND EVALUATION
12.1 The Company should carry out internal safety audits on board and ashore at intervals not exceeding 12 months to
assess whether the safety and pollution prevention activities comply with the SMS. In exceptional circumstances, this
interval may be extended for no longer than 3 months.
12.2 The company must periodically check if all those to whom proxies duties about ISM have been assigned, are operating
in accordance with the company's liability established by the ISM Code
12.3 The company should periodically evaluate the effectiveness of the safety management system in accordance with
procedures established by the company
12.4 The audits and possible corrective actions should be carried out in accordance with documented procedures.
12.5 Personnel carrying out audits should be independent of the areas being audited unless this is impracticable due to the
size and the nature of the Company.
12.6 The results of the audits and reviews should be brought to the attention of all personnel having responsibility in the area
involved.
12.7 The management personnel responsible for the area involved should take timely corrective action on deficiencies found.

9.1 General information


National and international laws and those of the Classification Societies provide for periodic or
unscheduled visits to ships, in order to ascertain the level of efficiency and good conditions of
conservation of the structure, machinery, systems and equipment.
These mandatory visits are often supplemented by those from charterers and insurance companies
to verify the suitability of the ships for specific routes, their conditions of maintenance, the training and
certification of crews and the Company management standard. The Company has also established an
inspection schedule whose purpose is to establish good conditions of maintenance on ships as well as
ensuring that the tasks assigned to the crew are carried out correctly and that the procedures set out in
this manual and other manuals provided by the Company, as well as the safety plan drawn up in
accordance with the ISPS code, are followed.
The Master must immediately inform the “Designated Person Ashore” of any defect or anomaly
encountered during the visits which take place.

In particular, it is important to remember the obligation to inform the Flag Maritime


Authority in the event that a ship is stopped by a Port Maritime Authority or rejected by a
Charterer or an Insurer for matters relating to “safety", “security” or “environmental
protection”.

On the basis of information received about the reasons for the ship being stopped or
rejected, the Maritime Authority may require audits to be carried out or repeated for the
Company or the ship.
The Designated Person Ashore is responsible for assessing the defects and nonconformities
found during all the aforementioned visits and inspections and, if said problems become repetitive or in
any case when analysis considers it necessary, he must give appropriate instructions or suggestions (by
means of circulars, technical reports) to the crew and shore-based personnel or review the crew and
Company control procedures.

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9.2 Class and legal visits


Visits required by class rules and the law must be completed within the envisaged time in order to
ensure the relative certificates remain valid. For information about the deadlines, the involvement of the
Company and the management of visits, see Chapter 14.

Safety surveys on board ro-ro passenger ships, expected by Italian Legislative Decree 28/01 -
Implementation of Directive 1999/35/EC, are established and organised by the Company in accordance
with the instructions of the DPA. Such visits are organised and assisted by Superintendent of passenger
ships who are responsible for the management and follow-up of any deficiencies found. The ro-ro
passengers ships, once every twelve months, shall be subject to a specific survey (in port) and a visit
during a scheduled service (at sea), at distances of six months apart.

If deficiencies are found during the inspections carried out on board ro-ro passenger ships, in
accordance with Directive 99/35 (Italian Decree 28/01), a copy of the report must be submitted to the
Safety-Quality-environment Dept, which shall transmit those copy to the Italian Coast Guard
Headquarter.
The initial visits to the Company, under Italian Legislative Decree 28/01, are arranged by the DPA (line
changes etc.) and are organised and assisted by the Safety/Quality/Environment Department.
In relation to the provisions of Italian Legislative Decree 271/99, the Company will ensure the monitoring
of the deadlines and organisation of visits (initial/periodic/occasional) whenever the provisions of the
Flag Administration are available, that is, enactment of the regulation implementing the aforementioned
Legislative Decree 271/99. At the same time, the Company will continue monitoring the deadlines and
organisation of technical/health-related visits envisaged by current legislation (Italian Law 1045/39).
In accordance with the provisions of the International Convention on Maritime Labour Convention (MLC),
the Crew department (UMAR) maintains updated the archive / certification deadlines, organizes visits
and take care of follow-up / corrective actions to be implemented as a result of significant deficiencies /
irregularities.

9.3 Visits by the Port Maritime Authorities (PSC)


Surveys from the Foreign Port Maritime Authorities take place when the ship is in a foreign port, in
accordance with the SOLAS Convention or the “Memorandum of Understanding on Port State Control”
(MOU).
Whenever a PSC survey takes place, the Master must immediately notify the DPA, the
superintendent and SQE dept. and keep updated about the conduct and outcome of the survey. Master
and Chief Engineer will assist personally the Authority performing the survey; at the end of inspection a
inspection report will be issued indicating any deficiency. This document is kept in the file containing all
the ship’s certificates. A copy of this document must be sent to the DPA, superintendent and SQE dept.
All inspection reports that contain deficiencies issued by the PSC of any geographical area (Paris Mou,
Tokyo, Vina del Mar, etc.) shall be sent by the Company to the Italian Coastguard Headquarters. The
same applies to visits DLgs28/01.
The submission of PSC reports to “Comando Generale delle Capitanerie di Porto, must be made to the
address and in the manner established by the same Authority (Administration) by appropriate circulars /
instructions whose updating are constantly monitored by the Company through consultation on website:
www.guardiacostiera.it

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In the event, that during the survey, deficiencies are found by PSC inspectors, the Master must notify the
DPA in writing:
1) Description of deficiency
2) Analysis of the causes which resulted the deficiency
3) Actions taken by the Master to eliminate the deficiencies within the time limits imposed
4) Corrective actions to be taken to prevent future similar deficiencies.

Based on the above information, the DPA, through the SQE department, eventually consulted ship
superintendent and the expert Rina, formalizes a non-conformity form for each deficiency detected. This
form is sent to the ship for acknowledgment / signature / activation of the Master. Upon the deficiency is
resolved within the period imposed by the PSCO, the Master sends an e-mail of confirmation to the SQE
dept. During internal audits, the auditors occurring on board verify the actual resolution of the deficiency
and close the form of non-conformity.
Where deficiencies detected by the PSC involving elements of class related, the company shall inform
the Rina and depending on the circumstances, a occasional class survey to certify the resolution of
these deficiencies may be requested

In the event of detention, the DPA, in consultation with the Comando Generale del Corpo delle
Capitanerie di Porto, will coordinate all initiatives and audits required to release the ship as soon as
possible.

Following significant deficiencies issued by PSC, the DPA, in consultation with the SQE dept, starts case
by case an investigation on board of all Company ships in order to identify and as possibly rectify such
deficiencies.

In accordance with the PSC rules within the Paris Mou, to every ship is given a risk profile and therefore
a priority for inspection; in the computation of the calculation of such risk profile are considered: the type
of vessel, age, the results of previous inspections, the class surveyor, the Flag and the performance of
the Company in Paris Mou regime
The Company performance, is calculated based on the number of detention and deficiencies detected
during PSC inspections carried out in the last 36 months on board of all the ships managed, so even a
single deficiency can 'result in a reduction of the performance and then a higher frequency of inspections
on board of all ships in the fleet.
Based on the parameters above, the interval between a PSC inspection and the subsequently
inspection, can differ from 6 up to 36 months.

9.4 Surveys from Insurance Companies and Charterers.


These surveys are made when required by Insurers or Charterers and are always carried out jointly
by the Insurance Assessor or the Charter Company Inspector and a Company Inspector.
The Company can authorize additional visits required sometimes by consumer associations (eg. ADAC
German); in such cases, the company shall inform / instruct in time the concerned vessels.

9.5 Company Inspections

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9.5.1 General information


The Company recognises the importance of regular inspections by shore-based staff to verify the
actual condition of the ship and its equipment. Inspections (and audits) must be carried out according to
documented procedures (for this purpose, relevant forms have been designed for Ship Inspection/Ship
Safety Inspection/Audit), by persons with appropriate qualifications and experience in terms of checks on
merchant ships.
The Head of the Technical Department is responsible for ensuring that technical inspections (Ship
Inspection form) are carried out at set time intervals. The DPA is responsible for ensuring that internal
safety audits on board ships and at the shore-based company offices take place at intervals not
exceeding 12 months. Only in exceptional cases can such intervals be extended by a further three
months, where exceptional circumstances can be proved. This extension is subject to the approval of the
Head of the SMS, after consulting the DPA.
Inspection results must be discussed with the Master and Chief Engineer of the ship concerned, and with
the heads of the departments involved in the audits at the ship-based offices. The list of possible
deficiencies must be given to the Master and, if involved, also to the Chief Engineer or Purser, and to the
head of the department being audited. The Master and the head of the office being audited will inform
the Company in writing by e-mail when the nonconformities have been dealt with.
The deadlines within the deficiencies have to be rectified, shall be agreed between the ship’s command
and the inspector by taking into account the needs of materials/services. In case of urgent needs , ship’s
command shall produce a request within 24 hours from the conclusion of the inspection and the
superintendent shall approve within 24 hours after receiving its; in case of need , a direct purchase in
place can be authorised. The purchase department shall deal the urgent needs with urgency protocol
and the purchase order in Amos system shall indicate the latest delivery date. Non urgent requests shall
be produced by ship’s command within 24 hours from the conclusion of the inspection ; the
superintendent shall approve within 3 days after receiving its and the purchase department shall manage
its in accordance with the purchasing procedures.
Ship’s command shall communicate in written form to the inspector ; by using the dedicated form , about
the issuing and details of the urgent and no-urgent requests , as well as, the deficiency is rectified once
it is finalised. The inspector shall keep always up to date the follow-up of the inspection.

9.5.2 Ship inspections (Technical inspections)


These inspections are carried out by UTEC Superintendent in order to check that:
- the certificates and documents on board are valid
- the general conditions of the ship are good
- maintenance, inspections and drills are recorded
- arrangements for the handling of cargo are in good condition
- maintenance works are performed regularly
- periodic inspections, audits and tests are performed regularly
- the engine room, steering room, the diesel/emergency and emergency batteries room and the
paint store are clean.
- the condition of the crew area, accommodation and public areas for passengers and their
systems/installations are good and the systems/equipment/facilities are in order/efficient.
9.5.3 Safety inspections /SMS internal audits
These inspections are carried out by SQE auditors in order to check that:
- the certificates and documents on board are in order and valid

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- the fire and life-saving facilities and equipment, the navigation equipment, the communication
and management means are in a satisfactory condition and inspections, checks and tests are
performed regularly by the crew
- the general conditions of the loading and unloading equipment, the antipollution system, the
galley, the warehouses, the accommodation and the ship’s hospital are good
- personnel have become familiar with the ship and are trained to perform the tasks assigned.
- SMS procedures are properly implemented

9.5.4 Deadlines
The inspections must be performed:
- Ship inspections: once every 12 months, the Company reserving the power to arrange further
inspections during the year when deemed necessary.
- Ship safety inspections: once every 12 months or more frequently, if deemed necessary by the
Company
- Internal safety audits on ships and at shore-based offices: once every 12 months or more
frequently, if deemed necessary by the Company
The DPA may decide to carry out more frequent inspections, depending on the condition/age of the ship
or following specific situations encountered during internal, class or PSC audits.
For how to perform internal audits, see Section 16 of this manual.

9.5.5 Records
The Master (and the head of the department being audited) must keep a copy of the inspection
reports in the ship’s archives (department) with the list of recommendations and the notification to the
Company stating that the recommendations have been fulfilled.
Copies of reports with the list of any nonconformities found and a copy of the notification from the
ship to the shore-based offices regarding the recommendations complied with, must be given to the
Designated Person Ashore. Archiving and monitoring of such documentation at the shore-based offices
is carried out by the Safety/Quality/Environment Department for safety inspections and internal audits,
while for technical inspections, archiving and monitoring is the responsibility of the Technical
Department.

9.5.6. Audit to external organizations of the Company (outsourcing)


In the event that the company decides to delegate tasks of its SMS (ISM related tasks) to external
organizations (such as the crew management, the management of maintenance, etc.), the DPA will
provide for conducting periodic investigations (control / monitoring / checking), intended to ensure that
such organizations are operating in accordance with the regulations prescribed and in accordance with
Company responsibilities, established by the ISM Code.
On (30.01.2015), revision date of this chapter, the company does not have any proxies of this kind.

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S.P.A.
SAFETY MANAGEMENT MANUAL CHAPTER
REPORTS AND ANALYSIS OF INCIDENTS, HAZARDOUS SITUATIONS, FAULTS AND NEAR MISSES
10

ISM CODE
9. REPORT AND ANALYSIS OF NON-CONFORMITIES, INCIDENTS AND HAZARDOUS SITUATIONS*
9.1 The SMS should include procedures ensuring that non-conformities, accidents and hazardous situations are reported to
the Company, investigated and analysed with the objective of improving safety and pollution prevention.
9.2 The Company should establish procedures for the implementation of corrective action, including preventive measures.
(*) Refer to the guidance about reporting of near missing (MSC-MEPC.7 / Circ.7)

10.1 General information


The objectives of the SMS must ensure safe ship operations and a safe working environment and
establish countermeasures for all the risks identified. The analysis of incidents, failures that mean that
essential machinery and equipment are temporarily out of use and hazardous situations (near misses)
must allow the identification of all risks, including those that are not apparent, in order to improve safety
and environmental protection.
In these circumstances, the Company requires the Ship’s Command to provide the DPA with a
detailed report of the event, as soon as possible, in accordance with the provisions of the following
paragraphs. In the event of incidents which also affect security, the Command is required to inform the
Company Security Officer at the same time.
The Company’s role is to make a thorough analysis of the facts and, if necessary, the
circumstances, in order to determine the causes and then be able to instruct the crew to prevent them
from occurring again. The report made by the crew must be filed in the “Incidents” folder under the
responsibility of the Master. Copies of reports archived at the shore-based offices are available at the
Safety/Quality/Environment Department. Each incident/near miss report is accompanied by the
comments of the DPA, in response to corrective actions proposed by the ship’s command to prevent
the recurrence of similar cases.
In the event of serious anomalies in the safety management system, the DPA will consider case
by case whether to convene a special meeting to review the policy (Chapter 16 para. 16.3), in order to
take all the corrective actions deemed necessary in order to prevent similar situations from recurring at
the highest levels of the Company. As a guide, serious anomalies to the safety management system
will include all “Very serious casualties” as defined by IMO Resolution A.849 (29) para. 4.2, that is to
say “A casualty to a ship which involves the total loss of the ship, the loss of life or severe pollution”. In
any event, the DPA may ask the Management to hold a special meeting for those cases that do not fall
within the definition above and in the opinion of the DPA need to be treated as matters of policy review.

10.2 Incidents
The Master and/or the Chief Engineer (depending on the Department involved) will provide a
detailed description of the event, a brief examination of possible causes and proposed corrective
actions, or actions aimed at removing the causes of the event; than all reported on the “incident report”
prepared by the Company. The DPA, depending on the nature of the event, may request additional
information/documentation.
The accident report, filled in in the working language on board (the only description of the event,
will also be filled in Italian language as it must faithfully report as reported in the of Giornale nautico
part II) must be more exhaustive possible to illustrate clearly the dynamics of the event; it must include
clearly the results of the analysis or the causes and the responsible persons, and finally, it must contain
the corrective actions proposed by the Master to remove the causes of the event in order to prevent
similar events that can be repeated.
The SQE dept., collects the reports and asks to ships all supporting documentation to be
established case by case based on the nature of the event. The dossier is submitted to the DPA in

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10

order to formalize a reply format by company about the corrective actions proposed by the ship. The
DPA, based on the nature of the event can 'start an extension of the internal investigation, eventually
by using the assistance of experts both internal and external to the company. If necessary, all
Company ships are informed with the relevant details.
As a result of incidents or near missing, the Master must carried out a back up of the data on the
voyage data recorder (VDR) and ship superintendent must organize a technical intervention necessary
to download data on a suitable support and to be sent to the DPA.

Incidents involving the permanent deformation of the shell plating of ro-ro passenger ships must be
reported to the relevant Port Authority, as established by Italian Legislative Decree No. 28/01, and
recalled by the relevant instructions issued by the DPA.
Any incident occurring on board must be reported to the local Harbour Master Office in the case of an
Italian port or to the Consular Authority if the ship is in a foreign port.
This reporting requires the presentation of a “Denuncia evento straordinario” (ex.art.182 Codice della
navigazione) including “Estratto Giornale” to endorse. The company ensures collaboration with the
bodies of Flag Administration in the investigation of marine casualties (contact: email:
investigativo@mit.gov.it - 24h tel: +39 335 66 50 163).
In line with the provisions of Directive 2002/59/EC, the Masters shall report incidents to the relevant
Maritime Authorities as stipulated by the Transposing Decree of the Directive (Italian Legislative
Decree 196 of 19/08/2005), whose contents were notified to ships through a Company Circular.
In the event of incidents in foreign waters/ports, the events must be reported to the relevant Consular
Authority, as required by the Navigation Code. Furthermore, the local foreign Maritime Authority must
be informed by the Master about the occurrence of these events in accordance with the notification
procedures in force in that country and for which the Master may request assistance from local Agents
and/or Representatives.
Under the provisions of Directive 2002/59/EC, a Maritime Authority, also when abroad, which receives
notification of an incident, can begin an investigation into the event, notifying the ship's Flag
Administration. The Master is required to provide the necessary assistance to investigators, in
coordination with the DPA.
During the investigation of marine casualties, data from the voyage data recorder (VDR) may be
requested by the investigators. Such requests must always be forwarded to the DPA, who will decide in
consultation with the Flag Administration.
In case of injury to passengers (ro-ro pax vessels) immediate medical assistance will be given, with the
possible assistance of the CIRM; if the person requires hospitalization, the Master arranges on ship’s
arrival (in agreement with the Agents) for the arrival in port of an ambulance, and inform the local
maritime authority. A written statement of the injury, related to the accident, will be requested (if it is
possible) and a further written statement to any witnesses. Pictures of the zone of accident shall be
taken. The event will be recorded in Nautical Log Book Part II and in the incidents reporting form
(clearly indicate the location of the accident, lighting, humidity, etc.). All must be sent to the DPA for the
appropriate analysis. In case the medical treatment or hospital / ambulance will refused by injuried, a
written declaration of renunciation will be necessary.

10.3 Hazardous situations (near accident)


The report must also be prepared in the case of a near accident.
This report must contain a description of the circumstances that led to the hazardous situation and
those which prevented the occurrence of the incident as well as opinions and suggestions on how to
avoid the repetition of such situations in future.

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SAFETY MANAGEMENT MANUAL CHAPTER
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10

The reporting and analysis of near accedent are essential for effective risk assessment by the
Company, particularly for those cases where no data is available relating to incidents which occurred.
Masters are therefore encouraged by the Company to report near misses.
The company will evaluate case by case whether to establish and implement appropriate preventive
action.

The documentation to be produced and relevant procedure is analogous to the accident procedure as
(par.10.2).

The analysis of near accedent is an integral part of the continuous improvement of the SMS and in this
sense, the Company provides a non-punitive comportment against personnel responsible of near
misses, but encourages the reporting and the training of a culture aimed at reporting; in this context,
the company ensures appropriate confidentiality of the information received by the reporting of near
misses. It should be taken into account the obstacles that typically avoid the reporting of near misses
and try to reduce these obstacles as much possible (eg. afraid of being accused, disciplinary
measures, legal liability etc.). The company ensures in anyway a proactive approach and targeted to
identify recommendations for improvements.

As definition, a near-accident is a sequence of events and / or conditions that may cause damage. The
potential damage could be an injury, environmental damage, or a negative commercial impact.
Examples of near-accident are: near collision, incorrect parameters of running of a machine, falling
of objects in proximity to personnel, etc. or, events that could potentially cause damage but that did not
materialize.

In the reporting of near accident, the following information must be provided:

1- Who and what was involved?

2- What happened, where, when and in what sequence?

3- What were the potential damage and what gravity?

4- What was the possibility of realization of the damage?

5- What is the possibility of a repetition of the sequence of events and / or conditions of near accident?

The replies to these questions should be the content of the description of the near incident and
therefore the need to initiate a detailed investigation whose phases can be summarized as follows:

a- Collection of information (data, documents, interviews, photos, videos, etc.).

b- Analysis of the collected information in order to identify the causes

c- The identification of the causes must be able to determine, who, what, where, why and when is
inherent in the missing incident and if there were human errors, structural problems, external factors
and so on.

d- Identification of the recommendations relating to the causes that have been identified to improve
procedures; the implementation of the recommendations will be the only way to prevent / reduce the
recurrence of potentially misses or the occurrence of the damage.

e- The activities referred to the previous points shall be formalized in practice in the report (form30) to
be forwarded to the DPA

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SAFETY MANAGEMENT MANUAL CHAPTER
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10

It’s Company/DPA duty to analyze and properly evaluate the near missing in order to divulge the
relevant information and implement appropriate recommendations. The data collected with report of
near missing, together with incident cases , will be subject of statistics.

10.4 Damages
The damage referred to is related to any failure that affects or disables normal operation of the
ship as regards service and navigation. In such cases, the procedure to follow can be summarised as
follows:

1- The ship informs the inspector who, in turn, informs the DPA. This information is provided
immediately by telephone and later formalised by a written message (email or fax).
2 - The inspector, according to the case and having consulted the DPA, decides whether or not to
inform the Commercial Department if the fault could have implications on ship operation;
3- The inspector, according to the case, will ensure that the Insurance Company is informed about
the casualty and will inform the Claims Department where necessary;
4- Depending on the magnitude of the event, the DPA decides whether it is appropriate to call and
convene the shore-based emergency unit (chapter 3);
5- In consultation with the Head of the Technical Office, the Inspector establishes the type of repair
with the intervention of any external service providers;
6 - The Inspector, according to the case, will call the Institute of Classification, and, if appropriate,
contact the Authorities to re-obtain the ship’s authorization to resume operation;
7- Ship Master prepares proper form on the event and sends it to the DPA (form 030-damage report);
within 'the form, the Ship Master, formalizes the description of damage, the analysis which
determines and formalizes the causes of the event and, eventually heard the ship superintender ,
he proposed corrective actions;
8- the damage report, accompanied by any supportive documentation, will arrive to SQE dept., which
collects the whole dossier and submit it to the attention of the DPA to formalize the response of
the company / DPA regarding the proposed corrective actions. The DPA is supported by ship
superintendent to determine the reply –
9- According to the nature of the event, the DPA will evaluate whether or not to implement similar
corrective actions and/or other appropriate investigations on board other ships in the fleet. He will
give exactly instructions to the superintendents of the ships involved either directly or through the
vice technical supervisor.
10 - The incident reports, each accompanied by the relevant response from the DPA, are stored by
SQE Dept.

10.5 Analysis by the Company


The DPA, together with any Department concerned and the Company’s technical staff and/or
other qualified persons (e.g. the Company Security Officer, builders, technical consultants etc.) analyse
crew reports of the incident, damages or near accident and, depending on the conclusions of this
analysis, take measures to prevent the recurrence of such situations, or removal of the causes that
determined such events.
The results of the analysis and subsequent measures taken must be brought to the attention of all
shore-based personnel involved and the crew of the ship concerned. Reports of incidents and the
related actions (corrective and/or preventive) set out by the DPA are the subject of circulars from the
DPA, through which all the company’s ships are informed of events.
Depending on the magnitude of the event, the DPA may appoint an Inquiry Commission whose
components can be both internal and external to the Company, which will be responsible for collecting
and analysing all data and evidence necessary for a complete investigation. Inspections may be
arranged on board the ships or in the ports where the incident took place.

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10

In the event of incidents of a predominantly nautical nature (e.g. collisions, grounding, damage
from bad weather etc.), where possible, the incident will be reconstructed on the manoeuvre simulator
and the Master in charge will be required to check related operation.
The results of the study conducted by the Commission will be elements of analysis and corrective
action by the DPA.

10.6 Corrective Actions


Based on the results of the analysis described above, the Designated Person Ashore if necessary,
must also carry out a review of control procedures and provide crew with further instructions and
procedures.
Regarding the procedure for the preparation and onboard distribution of instructions, see Chapter
11 of this Manual. During periodic audits, the auditors must check that the corrective and/or preventive
actions required by the Company have been properly implemented and followed by the personnel
concerned.

10.7 Management of passenger ships delays


In the event of ship delays compared to published arrival/departure schedules, regardless of the cause
of the delay, the procedure described below must be adopted. If the reason for the delay is an incident
or damage, the relative procedures referred to above must also be adopted. In these circumstances,
the master must immediately call one of the following numbers (office or 24h).

Lines Contact Persons Telephone number

Office 24 h
Short sea Spain: Connections between Girolamo Carignani + 39 081 496 222 +39 329 468 08 66
ports of the Tyrrhenian Sea, including
Sardinia and the Spanish ports Abate Francesco (alternative) +39 081 496 303 +39 340 220 00 06
Short Sea North-South: Connections Signore Mario +39 081 496 669 +39 342 14 06 677
between ports of the Tyrrhenian Sea,
including Sardinia and the ports of North Di Cataldo Marco (alternative) +39 081 496 418 +39 347 79 83 410
Africa, Malta,Greece.

The person contacted will assume the role of Crisis Coordinator and continue in that role until clearly
and officially relieved by the Coordinator in charge.
The “Crisis Coordinator” is responsible for obtaining the clearest possible situation, until the shore-
based unit which manages delays is contacted and provides the appropriate coordination. If
necessary, the unit will meet in the Company offices. The task of this unit is to:
- continually verify the situation;
- assist the Ship’s Command in their efforts to minimise the consequences of what has
happened;
- take the action deemed necessary depending on the circumstances (e.g. inform the National
and Costal Authorities, the Classification Company and the Insurers, contact experts, contact
consultants, charterers etc.);
- establish a system providing information and assistance to passengers;
- identify a person in charge of media relations within the unit.
The components of the shore-based passenger craft delay unit are:

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Function Name Telephone number


Office 24 h
Commercial Director Costantino Baldissara - coordinator +39 081 496 417 +39 335 5763 122
Grimaldi Short Sea North-South: Connections between ports
Guido of the Tyrrhenian Sea, including Sardinia and the + 39 081 496 673 +39 334 693 92 09
ports of North Africa, Malta,Greece
Operating short sea
Carignani Short sea Spain: Connections between ports of the +39 081 496 222 +39 329 468 08 66
Girolamo Tyrrhenian Sea, including Sardinia and the Spanish
ports
Designated Person Paolo Satariano +39 081 496 467 +39 329 8628 900
Ashore
Passengers Department Francesca Marino +39 081 496 564 +39 335 6000 563
Responsible
In case of delay, the Master must promptly inform the following recipients about updated ETA:
Agency port of destination / Line Managers / Lines operating responsible / Passengers Dept. /
Technical Dept. / Commercial Director / Tourism Dept; the message should indicate the words "Avviso
ritardo”
Upon receiving this message of delay, the agency of the port of destination, sees a delay of more than
60 minutes beyond its scheduled time, and after checking with the local authorities about the free
berthing and Harbour facilities servicies, with additional message must inform all recipients above,
about the expected time of start and end operations. He must also ensure that the local ticket office to
affix suitable notice indicating the new departure time, in a location visible to passengers who go to the
ticket office to collect their tickets.
The Company offices in Naples will ensure the timely communication of the expected delay to the
agencies and individual passengers through the modes in the time available (SMS, e-mail, etc.).

For passenger ships operating with a time-charter contract, the Master will promptly inform the
representatives of the charter if there is a delay compared to the envisaged arrival/departure
schedules.

10.8 Management of cargo ships delays


In the event of delays which cannot be addressed to incidents/damages, the Master must contact the
line manager and the DPA. The Commercial Management (offices in Naples and London) will provide
ships with 24-hour telephone contacts for the line managers/operators.

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SAFETY MANAGEMENT MANUAL CHAPTER

DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS 11

ISM CODE
7. DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS
The Company shall establish procedures, plans and instructions, including appropriate checklists, related to key
shipboard operations concerning the safety of personnel, the ship and environmental protection. The various duties shall be
defined and assigned to qualified personnel.
8. EMERGENCY PREPAREDNESS*
8.1 the Company shall identify potential emergency situations on board and establish procedures to deal with these
situations.
(*) Please refer to the guidelines for a structure of an integrated system of contingency planning for emergencies on board,
adopted by Resolution A.852 (20) as amended.

The following procedure is adopted for the preparation of plans, procedures and instructions
relating to “key” shipboard operations concerning the safety of passengers, crew, the ship, the cargo
and pollution prevention.
(i) If deemed necessary in relation to the introduction of new standards, suggestions from
technical bodies or following the appraisal of:
- suggestions made by Masters, the Chief Engineer, the Shipboard Safety Committee,
Technical Inspectors, Auditors and other qualified persons;
- proposals for revision of the SMS received from Fleet Masters
- reports of incidents, faults, nonconformities and near misses

the DPA develops plans, procedures, instructions and checklists relating to “key” shipboard
operations concerning the safety of the ship and pollution prevention. Depending on the
circumstances, the DPA will consider the possibility of whether or not to submit the initiative
to the MANAGING DIRECTOR for approval.
During the preparation of contingency plans for the management of emergency both ashore
and on board, the Company takes into account the principles set out in the guidelines (IMO
Resolution A.852 (20) as amended) for the structure of a system of contingency plans for the
management of emergency ashore and on board vessels.
(ii) In the cases envisaged in the paragraph above, the MANAGING DIRECTOR evaluates and
approves the document and assigns duties and responsibilities to qualified personnel in
accordance with the principles of the Company Policy. A copy of the document must be
delivered to the DPA.
(iii) The new plans, procedures, instructions and checklists are sent to the Ship’s Command in
the form deemed most appropriate.
(iv) The Master must notify the DPA in writing of the receipt of the new provisions.
(v) During the first shipboard check after the aforementioned notification, the Company must
ensure that the provisions given are correctly applied.
During the meetings for policy review (see Chapter 16), the DPA can make proposals to the
MANAGING DIRECTOR to add new plans, procedures or instructions to this Manual in compliance
with the criterion laid down in Chapter 12.1. If the proposals are accepted, the MANAGING
DIRECTOR signs the revised manual, which will be sent for approval to the recognised organization.
Once approval has been obtained, the DPA will send copies of the revised manual to all persons to
whom the Manual has been delivered according to the distribution list.
During the audits performed by the Company, the internal auditor must also ensure that the manuals
available on board and in the departments are up to date.

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SAFETY MANAGEMENT MANUAL CHAPTER

PROCEDURES AND INSTRUCTIONS 12

ISM CODE
1.2.2 SAFETY MANAGEMENT OBJECTIVES
1. Ensure safe procedures in ship operations and a safe working environment
2. Evaluate all identified risks for ships, personnel and the environment in order to establish appropriate
countermeasures
3. Continuously improve the safety management skills of personnel on board and ashore, including preparing for
emergencies related both to safety and environmental protection
7. DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS
The Company shall establish procedures, plans and instructions, including appropriate checklists, related to key
shipboard operations concerning the safety of personnel, the ship and environmental protection. The various duties shall be
defined and assigned to qualified personnel.
8. EMERGENCY PREPAREDNESS*
8.1 The Company shall identify potential emergency situations on board and establish procedures to deal with these
situations.
(*) Please refer to the guidelines for a structure of an integrated system of contingency planning for emergencies on board, adopted by
Resolution A.852 (20) as amended.

Instructions, procedures and checklists are given by the Company to employees, masters, officers
and crew for the safety of life at sea, to protect the marine environment, for the safety of the ship and
its cargo, and to help all those involved carry out their duties in the best possible way and in
compliance with standards.
They are divided into the following sections:
12.1 General information
12.2 Safety during navigation, anchoring and manoeuvres
12.3 Environmental protection
12.4 Managing passengers (Ro Ro pax ships), cargo handling ( RO-RO ships)
12.5 Ship in port
12.6 Preparing the ship for departure
12.7 Emergency procedures and instructions
12.8 Health and safety of crew and passengers
12.9 Guide lines and procedures for risk assessment
The various procedures, instructions and checklists given in this chapter refer to regulations,
agreements, IMO resolutions, guidelines from industrial organisations and Classification Companies,
which are available to the crew in the library on board or in other places listed in this manual, for
training and technical support.
If new standards, codes, laws, etc. are introduced, or where it is deemed necessary to implement
new requirements or change existing ones, with appropriate instructions from the DPA, the relative
new procedures are implemented within the deadlines. During reviews of this manual, these are
introduced as variants to the relevant sections/chapters.
The procedures in this manual are integrated with the provisions of the Ship Security Plan,
prepared in accordance with the ISPS Code.
Instructions, procedures, checklists and operational plans, have been realized taking into account
of the IMO guidelines relating to an integrated system of contingency planning - Res. A.1072 (28).

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MANAGING DIRECTOR
GRIMALDI DEEP SEA
S.P.A
SAFETY MANAGEMENT MANUAL
SECTION
PROCEDURES AND INSTRUCTIONS
GENERAL INFORMATION 12.1

ISM CODE
7. DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS

The Company should establish procedures for the preparation of plans and instructions, including checklists as appropriate,
for key shipboard operations concerning the safety of the ship and the prevention of pollution. The various tasks involved
should be defined and assigned to qualified personnel.

General information

The procedures and instructions from Section 12.2 to 12.9 are given for guidance only and are
not intended to cover all situations and activities on board the operated ships. They are based on
codes of good practice, guides and national and international publications and increase those
procedures supplied with other manuals required by mandatory standards or supplied by the
Company.
The Ship’s Command is entitled to propose any revisions to the aforementioned procedures to
the Company, resulting from assessments based on experience in their application or where it
becomes necessary to implement new procedures in addition to and/or to replace existing ones. Said
proposals can reach the DPA through the reports of the shipboard Safety Committee.

The DPA, based on operational needs, develops the appropriate checklists, which are sent to the
ship’s command in electronic form. The entire collection of checklists and relative lists is revised if and
when the need occurs.

THESE PROCEDURES AND INSTRUCTIONS HIGHLIGHT THOSE ASPECTS, RELATED TO THE OPERATIVITY OF
THE SHIPS, WHICH THE COMPANY CONSIDERS SHOULD BE BROUGHT TO THE ATTENTION OF THE CREW. THIS
CHOICE SHOULD NOT BE SEEN AS UNDERESTIMATING OTHER ASPECTS THAT THE COMPANY ASSUMES ARE
WELL KNOWN BY THE CREW.

They do not in any way restrict the authority of the Master to take those steps and to issue
these orders, whether in line or not with the contents of the aforementioned procedures and
instructions, which he considers necessary for the safety of life at sea, for the protection of the
marine environment and for the protection of the ship and its cargo.
In particular, the emergency procedures and instructions are recommended, if applicable
and feasible.

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MANAGING DIRECTOR 30/01/2016
GRIMALDI DEEP SEA S.P.A.
SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.2
SAFETY DURING NAVIGATION, ANCHORING AND MANOEUVRES

ISM CODE
7. DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS
The Company should establish procedures for the preparation of plans and instructions, including checklists as
appropriate, for key shipboard operations concerning the safety of the ship and the prevention of pollution. The various tasks
involved should be defined and assigned to qualified personnel.

CONTENTS

12.2.1 Implications of business decisions in terms of safety


12.2.2 Duties of the Deck Officer during the watch
12.2.3 Duties of the Engineer Officer during the watch
12.2.4 Duties of Deck Officers in charge of radio communications
12.2.5 Watch with only one man on the bridge during the day
12.2.6 Ship with unattended engine room
12.2.7 Speed and course of the ship in hazardous situations
12.2.8 Information to the Pilot on ship manoeuvrability
12.2.9 Precautions when the ship is at anchor
12.2.10 Maintenance work to the propulsion engines when the ship is at anchor
12.2.11 Crossing the Dardanelles/Bosphorus: instructions from the Turkish Government
12.2.12 Crossing the Panama Canal: equipment for embarkation
12.2.13 Crossing the Suez Canal: standards issued by the Suez Canal Authority
12.2.14 Crossing the Strait of Messina/Strait of Bonifacio/Strait of Dover/Locks/Areas at risk of
piracy
12.2.15 Updating nautical charts - ECDIS
12.2.16 Storage, heating and purification of fuel
12.2.17 Autopilot: precautions during use
12.2.18 Amount of fuel to keep on board
12.2.19 Mooring and towing operations
12.2.20 Vessel traffic monitoring and information

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12.2.1 Implications of business decisions in terms of safety


The implications of business decisions in terms of the operating safety of the ship and the
prevention of pollution must be taken into consideration.
When the cargo to be transported is not the usual cargo, the Head of the Commercial and
Operations Department will notify the Head of the Technical Department of all necessary information
concerning the cargo to be transported and the name of the ship concerned.
On the ships operated (e.g. time charter ships, i.e. when the cargo is supplied by the charterer; on
Ro-Ro ships regarding the cargo transported by vehicles), the Master, in the presence of a cargo
whose hazardous properties are not known to the crew, must request instructions from the Company’s
Technical and Commercial Department.
The Company must not accept and the Master must nevertheless refuse cargos whose
carriage is not permitted by the certificates held by the ship and the number of passenger
exceeding the maximum allowed by the certificates.

12.2.2 Duties of the Deck Officer during the watch


The procedures and duties of the Deck Officer during the watch must be in line with the
International Chamber of Shipping publication “Bridge Procedures Guide”, available on board.
The “Bridge Procedures Guide” must only be considered a guideline and must not be used as a
replacement for mandatory standards. Whenever there are laws that are more extensive or stricter,
these must be complied with.
The “Guide” includes annexes containing prototypes of checklists divided into categories:
- Part A: Guide to communications
- Part B: Bridge checklists
- Part C: Emergency checklists
The purpose of the “Guide” is to provide the Masters and Deck Officers with a summary of all the
procedures, checks and other activities necessary in order to ensure the safety of the ship and crew
and efficient ship operation.
The “Guide” must be kept on the bridge so that the Master and Deck Officers can become familiar
with its contents.
The following duties and instructions must also be complied with:

(i) Standing orders from the Master


The Master issues standing orders so that, during his absence from the bridge, the Officer of the
Watch has no doubts about his responsibilities and what action he should take.
The Master’s standing orders are posted on the bridge ready for consultation by the Officer of the
Watch. These orders are signed by the Master and the Officers after examination.
(ii) Planning voyages and passages
Before leaving a port, the designated Officer must prepare a voyage plan, which must include all
stages of the voyage, from berth to berth. A special form must be completed in full before the ship
departs. This form must be signed by the Master to show approval.
Before preparing the plan, the nautical charts to be used for the voyage must be checked and
updated. When preparing the plan, the following elements must be considered:
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(i) ship data and voyage number


(ii) departure/arrival dates, drafts, air draft
(iii) way points
(iv) way point coordinates
(v) date on which the way points are expected to be passed
(vi) route between two consecutive way points
(vii) estimated speed between way points
(viii) distance in miles between the way points
(ix) miles to arrival
(x) nautical charts to use
(xi) ship reporting systems (ARES/IMOT etc.)
(xii) VTS stations to contact and radio channels
(xiii) MARPOL special areas
(xiv) under keel clearance
(xv) minimum safe distance to be kept from obstacles
(xvi) positioning methods (GPS etc.)
(xvii) current data – speed/direction
(xviii) need to be on stand by in the engine room
(xix) tidal data (times-heights)
(xx) miles between pilot embarkation and berth and vice versa
(xxi) miles between locks and berth and vice versa
(xxii) ports of refuge
(xxiii) nautical publications to be consulted
(xxiv) use of traffic separation schemes
(xxv) any additional information

It is advisable to mark the “no-go-areas” on the nautical charts. These are areas in the sea where the
ship must not pass for any reason. The Master is responsible for deciding the limits of such areas in
view of concomitant factors (local restrictions, limited depth, currents etc.).
During navigation, it is advisable to compare the position taken from the GPS with alternative
navigation methods (e.g. radars, astronomical navigation, coastal points etc.) in order to check the
reliability of the ship’s GPS system and take into account the degree of precision. This is essential,
especially during coastal navigation and in restricted waters.
The transfer of the ships from one berth to the next and the crossing of channels must be planned in
view of possible dangers and difficulties that may be encountered (e.g. shallow water in relation to the
immersion of the ship, large variations in tides, crossing narrow channels, crossing areas with strong
undertow etc.).
The company provides for the prohibition of any approach to the coast and protected areas, as
voluntary deviation from planned routes in safety condition, for reasons of courtesy / greetings to the
coastal towns and villages, unless circumstances occur on saving lives at sea or orders coming from
the competent authorities or manoeuvres to avoid collisions / incidents.

(iii) Watches
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The watches onboard ship are established taking into account the number of Officers on board as
follows (estimate):
1. First Mate...........................................04.00/08.00 16.00/20.00
2. Officer with duties of 2nd Mate ...........00.00/04.00 12.00/16.00
3. Officer with duties of 3rd Mate ............08.00/12.00 20.00/24.00
If a fourth Deck Officer is on board, the First Mate will perform daily service and the watches will be
divided among the other three officers.
Where the minimum safe manning envisages fewer than 3 Deck Officers, the Master will personally
cover watch duty, where the embarkation of no further Officers is envisaged.

(iv) General duties


1 The Officer of the Watch is the Master’s representative and his primary responsibility at all
times is the safe navigation of the ship. He must observe the rules for preventing collisions at
sea at all times.
2. Despite the presence of the Master on the deck, the Officer on Watch is responsible for the
safe navigation of the ship, unless the Master specifically informs him that he has taken over
command. The moment when the Master takes over responsibility for the watch must always
be clarified in an unequivocal manner. During manoeuvres, it is important to ensure that all
personnel in service on the bridge (Officer on Watch, helmsman/lookout etc.) have clearly
understood what their duties are and what operations must be carried out, especially with the
pilot on board.
3. It is particularly important that the Officer on Watch on the bridge ensures an efficient lookout
at all times. On ships with a separate chart room, the Officer on Watch can go to the chart
room for short periods, when it is essential, in order to perform tasks related to navigation,
but he must first make sure that everything takes place safely and that an efficient lookout is
maintained.
4. The Officer on Watch must bear in mind that the machinery is at his disposal and he should
not hesitate to use it if necessary. Nevertheless, if possible, prompt notice of his intended
change to engine speed must be given. He must also be aware of the ship’s handling
characteristics, including its stopping distance, and must also consider that other ships may
have different handling characteristics.
5. The Officer of the Watch must also be aware that the audible warning signal and the daytime
signal lamp are at his disposal and he should not hesitate to use them in accordance with the
regulations for preventing collisions at sea.
6. Weather/astronomical conditions permitting, Officers on Watch must check the deviation of
the magnetic compass by observing the stars or using land sightings and recording the
results on the compass deviation register, in accordance with Article 243 of the Italian Safety
Regulation.
7. Is forbidden, on the bridge, to use mobile phones because can disturb and distract the duty
officer / lookout. This prohibition is extended to anyone on the bridge, including the pilots.

(v) Change of watch at sea


1. The Officer taking over the watch must make sure that members of his watch are fully
capable of performing their duties.
2. The Deck Officer leaving the watch must not hand over the watch to the incoming Deck
Officer if he has clear reason to believe that said Officer is unable to perform his duties
effectively, in which case he must inform the Master as appropriate.
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3. The incoming Officer must not take over the watch until his vision has completely adapted to
the light conditions and he is fully satisfied with regard to:
a) standing orders, handovers and other special instructions from the Master regarding the
ship's navigation
b) the ship’s position, course, speed and drafts
c) prevailing and predicted tides, currents, weather conditions, visibility and the impact of
these factors on the course and speed
d) situation with regard to navigation, including but not limited to:
- operating conditions of all equipment for navigation and safety to be used or which
can be used during the watch
- errors of gyroscopic and magnetic compasses
- presence and movements of ships in sight and those known to be close
- conditions and hazards likely to be encountered during the watch
4. If, at the time when the watch is changed, a manoeuvre or other action is about to take place,
the Officer of the Watch will not be relieved until such action has been completed.

(vi) During the watch


1. The Officer on Watch must make regular checks to ensure that:
- the helmsman (or autopilot) is steering on the assigned course
- there are no errors of the magnetic compass on the gyroscopic one. This must be
checked at least once every watch, and every time there are significant variations to the
course.
2. Determining the location of the ship
- The Officer on Watch must use more than one method to determine the ship's position
- The position of the ship detected by radar must be checked, if possible, by visual
sightings, with astronomical observation, with the use of other navigation instruments etc.
- The position of the ship must be measured at regular intervals according to the
circumstances and the speed of the ship.
- During transoceanic voyages, the ship's position will also be checked with astronomical
observations, weather conditions permitting.
3. The Officer on Watch must make all notes on the Deck Log neatly and clearly. If any
corrections are necessary, he must draw a single line through the note and put his initials at
the side. Under no circumstances can a note be erased or removed. The notes must include
all the normal details of the watch, such as:
- any change of course, the measurements or distance from a fixed point, or latitude and
longitude in ocean waters
- weather conditions with wind strength and direction, visibility etc.
- condition and force of the sea
- ship behaviour in the prevailing conditions
- course, drift, gyroscopic compass error or ship stability
- distance covered according to the log
- engine speed
- barometric pressure, temperature and relative humidity
- details of any unusual phenomenon

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- any other event which, in the opinion of the Officer, may be relevant for the safe
navigation of the ship.
- records related to the changes of low sulfur fuel oil and vice versa inside /outside ECA
areas and / or territorial waters of countries where there are special provisions on the use
of fuels (eg, USA-EU states, etc..)

After handing over the watch, if circumstances so require, the Officer who is leaving must
make an inspection of the ship or particular areas (e.g. accommodation area, garages, main
deck etc.) or must instruct one of the men from his watch to make an inspection. Following
these inspections, the appropriate form must be signed, with any notes.

On vessels equipped with a system of patrols with magnetic detector, patrol personnel must
be properly instructed on the use of such automatic detection and location of the read points.
Where are transported vehicles to LPG / Methane, patrol staff should be trained on the use of
gas detectors to be used during patrols in cargo areas where is stowed vehicles.
On the special form, the Officer on Watch must record the ship’s position every 2 hours.

(vii) Navigation in coastal waters


1. The nautical chart should be used on a larger scale, suitable for the area and corrected with
the latest information available. The ship’s position must be determined more frequently
and, if possible, using different methods and instruments.
2. The Officer on Watch must safely identify all references to land.
3. When sailing in restricted waters, when landing, along rivers/canals, and in all other
circumstances defined by the master, the ship’s position must be checked with the
frequency determined by the master and noted in pencil with the relative time on the
nautical chart.

(viii) Calling the Master


1. The Officer on Watch must notify the Master immediately in the following circumstances:
- if short-term limited visibility is encountered or expected
- if traffic conditions or movements of other ships are creating concern
- if difficulties are encountered in maintaining the course
- in the event that land or a reference to land cannot be sighted, or if it is impossible to
determine the expected depths when crossing minimum seabed areas using the echo
sounder.
- if, unexpectedly, land or a reference to land is sighted or there is a change in depth in
relation to what was expected
- in the event of a failure of the propulsion engines, the steering or any of the essential
equipment for navigation
- in rough seas if there exists the possibility of damage from bad weather
- if the ship encounters navigational hazards such as ice or wrecks
- in any other emergency or situation where he has doubts, and in all situations envisaged
in the Master’s standing orders
- in all cases where there may be even the slightest suspicion of the threat of acts of
terrorism or crimes. In this case, the Ship Security Officer must also be notified.

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2. Notwithstanding the request to immediately alert the Master in the aforementioned


circumstances, the Officer on Watch should not hesitate to take immediate steps to
safeguard the ship, when circumstances require this.
3. Every time the master goes on the bridge, both at sea passage and in maneuvering (with
or without a pilot on board), should be clearly specified between the master and officer on
watch, the moment when the Master takes / leaves the command of the bridge ; records
with their times must be reported in the nautical log book (Giornale nautico part III).
4. The Master must be placed inside the standing orders to deck officers, the provisions
relating to an effective "bridge team work"

(ix) Navigation with pilot on board. Master/Pilot relationship


1 If the Officer of the Watch has any doubt about the intentions or actions of the Pilot, he
must ask for clarification. If there are still doubts, he should immediately alert the Master.
2 Master/Pilot relationship
- The responsibility of the Master for the safe navigation of ship is not decreased when
there is a pilot on board. The responsibilities of the Master and the pilot must be clearly
agreed and understood prior to start the maneuver in order to avoid dangerous conflicts
and / or misunderstanding and to ensure an effective "bridge team work."
- The Master directs the manoeuvring with the assistance of his officers and the
information and assistance provided by the pilot. The orders to the helmsman are given
by the Master and the helmsman has to repeat the same order as confirmation.
- The officer on watch must always have under control the instruments of the bridge,
ensure the correct operation and check that the helmsman executes perfectly the orders
given by the master and if necessary intervene promptly in case of failure / wrong
execution of orders.
- Ship’s position during manoeuvres (channel, rivers, etc) shall be monitored by available
instruments (radars, GPS, etc) and visual positioning methods( sighting of buoys, light,
etc)
- If the Master considers that the information provided by the Pilot is unreliable or may
endanger the safety of the ship, he must take measures to ensure the safety and request
the replacement of the Pilot. The details of these events should be notified to the DPA
and noted in the Nautical Logbook.
(x) Bad weather and speed reduction
1 Weather and space permitting, the course should be amended in order to avoid the area of
bad weather and consequent risk of damage to the ship and/or cargo.
2 The Master must ensure that the ship's speed is reduced during bad weather, in order to
avoid damage or stress to the ship, machinery and/or cargo.

(xi) Traffic separation schemes


1 When the ship is following a traffic separation scheme, it should proceed in the general
direction of the current of traffic for the lane and meet the other requirements of the
International Regulations for Preventing Collisions at Sea. The Master must ensure that
Officers comply with the rules for preventing collisions at sea concerning safe navigation in a
traffic separation scheme.

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2. When requested, as shown on the nautical charts and/or in the relevant volume of the
Admiralty List of Radio Signals, the Master must contact the Traffic Control Station in the
area where the ship is navigating, before entering a traffic separation scheme, providing
details about its position, course, speed, destination and the nature of the cargo on board.
He must continue to report the position, course and speed to the coastal stations at regular
intervals during the transit of his ship, at the points indicated on the Chart or in the Admiralty
volume referred to above. The ship's position must be noted in pencil on the nautical charts
according to the frequency established by the master.

12.2.3 Duties of the Engineer during the watch


The procedures and duties to be performed by the engine officer on duty , must comply with the
provisions of the international convention STCW and company rules and regulations.

(i) Standing orders of the Chief Engineer


The Chief Engineer issues standing orders so that, during his absence from the engine room, the
Officer on Watch has no doubts about his responsibilities and what action he should take.
The Chief Engineer’s standing orders are posted on the propulsion engine control station ready for
consultation by the Officer on Watch

(ii) Watches

If necessary, watches will be determined in relation to the number of Engineers on board,


according to the following general guidelines:

1 First Engineer 0400/0800 1600/2000

2 Engineer with duties of 2nd Mate 0000/0400 1200/1600

3 Engineer with duties of 3rd Mate 0800/1200 2000/2400

On board ships with IAQ certification, in place of the watches, a schedule of inspection shifts
by the Officers may be arranged for the engine room not guarded at night.

Where the manning table envisages fewer than 3 Engineers, the Chief Engineer will personally cover
watch or inspection duty, where the embarkation of no further Officers is envisaged.

(iii) General duties


1. The Engineer Officer on Watch is the Chief Engineer’s representative and his primary
responsibility is the safe and efficient running of the machinery essential for safe navigation.
He must ensure that orders from the bridge related to changes in speed or the direction of
thrust of the propeller are executed immediately.
2. The Engineer Officer on Watch must ensure that appropriate inspections are made of the
engine room and the steering compartment in order to ascertain and report equipment
malfunctions or failures.

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3. The Engineer Officer on Watch continues to be in charge of the watch, even in the presence
of the Chief Engineer in the Engine Room, unless the Chief Engineer specifically informs him
that he has taken over this responsibility.

(iv) Changing the watch


1. The Officer taking over the watch must make sure that members of his watch are fully
capable of performing their duties.
2. The Engineer leaving the watch must not hand over the watch to the incoming Engineer if he
has clear reason to believe that said Engineer is unable to perform his duties effectively, in
which case he must inform the Chief Engineer as appropriate.
3. The incoming Engineer must be informed by the outgoing Engineer about:
- standing orders and special instructions from the Chief Engineer regarding the operation
of systems and machinery
- work being carried out on machinery and systems potential hazards.

(v) Communications to the bridge


The Engineer Officer on Watch must notify the bridge immediately in the event of a fire or
any other failure that could cause a reduction in ship speed, the inability to steer, the arrest of
propulsion system or alterations in the production of electrical energy or similar threats to safety.
These communications, if possible, should be given before the consequences have been
produced in order to give the bridge the maximum time possible to take measures aimed at
preventing possible incidents.

(vi) Navigation in reduced visibility and other hazardous situations


The Engineer Officer on Watch should start up and connect an additional generator to the
main electrical panel, in order to have a good reserve of electrical energy in the event of the failure
of one generator. He must also ensure sufficient air pressure or energy availability of energy for
audible fog signals or similar. He must also be prepared to respond to any order from the bridge.

(vii) Calling the Chief Engineer


1. The Engineer Officer on Watch must, when circumstances so require, take immediate
measures to ensure the safety of the ship and its machinery, passengers and crew.
The Engineer Officer on Watch cannot be assigned or undertake tasks or duties that may
interfere with the duty to supervise the engine machinery.
2. The Engineer Officer on Watch must immediately inform the Chief Engineer in the following
circumstances:
- when damage or malfunctioning occur that, in his opinion, are likely to affect the safe
operation of the ship
- when malfunctions occur that, in his opinion, may cause harm or damage to the
propulsion machinery, auxiliary machinery or monitoring and steering systems
- in emergencies or situations where he has doubts about the decisions or measures to
take, and in all situations envisaged in the Chief Engineer’s standing orders

(viii) Maintenance of machinery and equipment during the watch


The Engineer Officer on Watch must cooperate with each Engineer responsible for
maintenance or repair, always considering what is set out in point (iii). This must include but is
not necessarily limited to:

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- isolating and bypassing machinery on which work must be carried out and adjusting the
remaining system to operate properly and safely during maintenance
- testing and, if appropriate, putting the machinery that has been repaired or on which
maintenance has been carried out into service.

(ix) Alarms’ management-BNWAS


In case of activation of alarms which are of a crucial importance for machineries (in particular for
main engine, auxiliary engines, rudder etc.) and, above all, for those alarms that can imply
interruption or and/or slowing down of machineries/rudders it is the task of the engineer officer on
duty or inspection to inform directly the chief engineer. All the possible investigations have to be
carried out in order to trace back the causes of the above- mentioned alarms trying to eliminate
them; the ship superintender has to be informed. The investigation has to involve also the analysis
of other related alarms; the check of parameters prior to the alarms activation and any other check
has to be carried out case by case. In this respect, the company does not tolerate any negligence
and the maximum level of attention and caution is requested to handle these alarms.
If the investigation’s outcome will emphasise the need to issue specific instructions to officers (deck
and/or engineer), the Master and Chief Engineer will have to issue new permanent orders with
detailed instructions, signed by all officers of the concerned section.
If necessary, the ship’s superintender will arrange further depth studies and/or necessary
interventions by the experts to better ascertain the causes of the alarms or to remove them
permanently.
In compliance with Solas’s requirements, the Company has planned and installed the device
BNWAS (Bridge Navigational Watch Alarm System) on board of managed ships, according to the
timetable made on the basis of the kind/age of the ship. Deck officers acquire knowledge of
BNWAS device during on board familiarisation with implants and equipment.

12.2.4 Duties of Deck Officers in charge of Radio Communications


Deck Officers holding a General Operator certificate for GMDSS equipment will also ensure the
radio communications and radio safety service using the GMDSS station equipment during their
normal navigation watch shift on the bridge.
Before departure, the Officer on Watch or officer delegated by the Master must ensure that all radio
equipment is efficient and that storage batteries are charged. He will deal with the receipt of the
updated weather chart, selecting the most suitable fax station (for craft equipped with weather fax
receiver), the safety warnings for navigation and the weather bulletins for the areas to be crossed.
Each Deck Officer, for the radio service carried out, at the same time as making an entry in the
Nautical Logbook - Part III regarding navigation during his watch, must complete and sign the
GMDSS radio log noting:
-on departure from the ports, ship left from.... at ……, watch start and end times, VHF listening
channels (Ch.70/16), listening frequency 2187.5/2182, Navtex tuned on all the stations.
-summary of communications for emergency (DSC distress alert), urgency and safety (Navtex,
weather reports, NAVAREA warnings) traffic, indicating the dates and times.
- records of failures or malfunctioning of the instruments.
- any disruption to communications with the coastal/shore-based or satellite stations.
- adverse propagation conditions.
- a series of interruptions to radio procedures by other stations.
- any major incident regarding the radio traffic.
- daily, weekly and monthly tests and checks with GMDSS equipment.
In his delegations to the Deck Officers, the Master will appoint the Officer or Officers who will carry
out the daily, weekly and monthly checks on the GMDSS equipment required by radio
communications regulations.
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In addition to radio watch service, Deck Officers holding the radio operator licence may be
delegated the following radio checks and tests:
-Daily tests: ensuring correct operation of the Digital Selective Call (DSC), without emission of
signals, using the means with which the equipment is fitted.
- checking the batteries powering the GMDSS, with maximum capacity (with the help of the
electrician).
- checking that there is sufficient suitable paper the GMDSS, Navtex
and weather fax printers.
Weekly tests: checking operational DSC functionality when at a coastal station equipped with said
equipment. In the event that, during the week, the ship is not within reach of a coastal station, this
test must be carried out as soon as possible.
If the source of reserve power is not the battery, but a generator engine, with the help of the engine
personnel, said engine must be checked weekly.
Monthly tests: Satellite EPIRBs, transponder radars using the corresponding test buttons, general
check of the conditions of the radio batteries (with the help of the electrician).
-checking the conditions of aircraft and insulators; checking the functionality of portable VHFs (on
the frequency of 156.8 MHz) on lifeboats.

If a fourth Deck Officer is on board, at the Master’s discretion, or at the suggestion of the Company,
a dedicated radio operator (GOC) may be appointed among the Officers. This operator must hold
the relevant GMDSS certification and cannot perform navigation watch duty.

12.2.5 Watch with only one man on the bridge during the day
The Master has the power to have only one man on watch duty on the bridge on the condition
that:
1. the situation has been carefully assessed and it has been established beyond doubt that
there are no dangers
2. all relevant factors have been taken into account, including, but not limited to:
- weather conditions
- visibility
- traffic density
- proximity of danger for navigation
- the attention necessary when navigating in or near traffic separation lines
3. assistance is immediately available to be convened on the bridge when any event requires it.
4. the bridge is equipped with a “deadman” warning system (One Man on Bridge Only) whose
frequency of intervention must be established by the Master
The company has planned on board of all managed ships the installation of the Bridge Watch
Alarm System (BWAS), within the timescale provided by SOLAS amendments (01/07/2012), this
apparatus has the function of monitoring the activity of watch on the bridge, increasing the level
of safety in order to reduce the risk of accidents.

12.2.6 Ship with unattended engine room (holding IAQ qualification from the Italian Naval
Register RINA)
(i) Inspection frequency

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The Chief Engineer must establish inspection shifts which should include only Officers holding
appropriate certification of competence.
The Inspection Officer should always be allowed at least 10 hours of rest, of which 6 hours without
interruption, in accordance with the STCW Convention in force and national reference legislation
(e.g. Italian Legislative Decree 271/99)
(ii) Before leaving unattended engine room
Under the responsibility of the Chief Engineer, the Engineers must:
1. fill the daily tanks of cylinder oil and fuel
2. perform an inspection of all machinery, systems etc. in the engine room and steering gear
room
3. check that there is no dirty tow, buckets filled with flammable liquids, moving loads, dripping
fuel or lubricating oil or leaks of water, steam or other fluids in the engine room.
4. check that the bilge wells are empty.
(iii) When the engine room is unattended
1. In the event of an alarm, the Inspection Engineer must verify the cause and take the
necessary steps to avoid repetition. If necessary, he may call other Engineers.
2. The Inspection Engineer will not enter the engine room alone unless his safety can be
confirmed on the bridge at frequent intervals (every 15 minutes). A “Deadman” system can
be used for this purpose. If confirmation is not provided within the prescribed time, the Officer
on the bridge will call another Engineer.
(iv) During manoeuvres and in emergencies
During manoeuvres and in hazardous situations (reduced visibility, traffic in icy areas etc.)
when a manoeuvre may suddenly become necessary, at least one Engineer certified under the
STCW and an assistant must be present in the Propulsion Control Room, so that it is possible to
pass quickly to manual control of the propulsion engine in the event of a failure of the remote
command.
When preparing the engine room for departure/arrival, when it is necessary to order stand by due to
narrow passages etc. and on the last inspection tour before leaving the engine room unattended, the
Officer in charge in all these cases must make the necessary checks and complete the relative
checklists.

12.2.7 Speed and course of the ship in hazardous situations


(i) If the following hazardous situations occur:
1. risk of collision
2. bad weather
3. reduced visibility
4. high traffic density
5. other hazardous situations, including potential threats to ship security
The speed of the ship must be adjusted to allow a safe margin of manoeuvrability.
In particular, the following precautions must be adopted:
a) if the autopilot is used, it must be possible to immediately transfer control to manual
steering. The change from automatic to manual steering and vice versa must be done
by or under the supervision of the Officer in charge

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b) continuous observation must be carried out with radar/ARPA


c) a helmsman must be ready at all times to steer the ship manually if it becomes
necessary to exclude the autopilot.
d) where possible, both steering pumps must be put in motion
e) the propulsion engines must be ready to manoeuvre immediately
f) another generator should be started up and connected to the main electrical panel
(ii) When encountering reduced visibility, the first responsibility of the Officer on Watch is to
observe the Rules for Preventing Collisions at Sea. In particular, it is important to observe the
rules relating to signals to be issued in case of fog and make sure that navigation lights are
on.
(iii) When ice is reported on the course or in the immediate vicinity of the ship, the Master, at
night, is required to reduce speed or alter the course so as to be well away from the
danger zone.

12.2.8 Information to the Pilot on ship manoeuvrability


(See also the ICS publication: "Bridge Procedures Guide")
The presence of the Pilot does not relieve the Master or Officer on Watch of their duties or
obligations.
The Master must inform the newly-boarded Pilot about the handling characteristics of the ship,
providing him with the “Pilot Card”, duly completed under his direct responsibility. The Pilot will be
asked by the Master to sign the aforementioned Pilot Card.
The Master must ask the Pilot for information about local conditions and his schedules for
navigation. This information must be in a form such that the Master or Officer on Watch can check the
intended route.
The Officer on Watch must work closely with the Pilot to assist him wherever possible and to
maintain an accurate control of the position and movements of the ship.
In addition to the “Pilot card”, the ship’s handling curves must also be permanently displayed on
the bridge. Consideration must be given to the fact that the ship’s handling performance may differ
from that indicated by the curves, due to different weather conditions, the cleanliness of the hull and
the ship's cargo.
The Master can avoid using the pilotage service in ports where this is permitted and provided that
the Master holds the relevant qualification and all the requirements and procedures laid down by
applicable regulations are complied with.

12.2.9 Precautions when the ship is at anchor and/or moored


When the ship is at anchor, the Master must take all precautions to avoid danger to the ship and
personnel.
These precautions must take into account the following:
- area used to anchor (open sea or protected area)
- readiness of main engines to manoeuvre
- precautions against piracy and terrorism
- time intervals between transmissions of weather forecasts
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- surveillance on the bridge and/or deck/gangway


The following requirements must always be satisfied:
(i) on arrival, the Master will take note of all the information about any special request of the Port
Authority with respect to the minimum number and level of personnel that must always be
present on board
(ii) despite the above, a minimum number of seafarers must remain on board to provide the
following services:
- watch on deck and in the engine room
- composition of the fire squad
- continuous presence of at least one senior Deck Officer and one senior Engineer
- control of the ship with reference to management of security on board
(iii) in unprotected areas (e.g. anchorage in the harbour) the machinery must be ready to operate
after a short interval of time from the request from the Bridge.

12.2.10 Maintenance work to propulsion engines when the ship is at anchor and/or moored
Unless considered essential, maintenance work to the propulsion engines when the ship is at
anchor must not be carried out.

When maintenance is permitted by the Local Authorities and the Chief Engineer considers it
necessary, the following procedure must be complied with:
1 the “Designated Person Ashore” must be informed and give his approval
2 the Master must give his approval based on the assessment of:
- availability of both anchors
- suitability of the seabed for anchoring
- anchoring position: whether in open sea or in sheltered waters
- good weather forecasts for the period required for the maintenance work
3 all the weather reports available should be listened to during maintenance

12.2.11 Crossing the Dardanelles/Bosphorus: instructions from the Turkish Government


Due to increased incidents while crossing the Bosphorus, special instructions for entering the
straits are provided in the Admiralty Radio Signals list. When crossing the Bosphorus, reference should
be made to local regulations issued by the local Maritime Authorities.
Before entering the Dardanelles/Bosphorus, the Master should always take note and comply with
these instructions and verify that the nautical charts are updated.
The Master must also contact the Company and/or Agent or Local Authority for possible further
instructions about the compulsory nature of the pilot.
The Master must be present on the bridge while crossing the strait, and at least for the time period
between the start and end of stand by.
Regarding the environmental protection aspects, see procedure 12.3.2.
The Turkish legislation on pilotage service in Izmir Port, Istanbul, Dardanelles and the Bosphorus
Strait, equilizes the ship carrying IMO cargo class 2, 5.1, 5.2 or 6.2 with a tanker and therefore the
pilot service / mooring / tugs, further to have an extra charge, it will be scheduled / organized
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accordingly. The above vessels with a length overall equal to or greater than 200 m can cross only
during daylight hours. Ships carrying cargo IMO class 1 or 7 need a special permit from the local
authority and in any case will be considered as oil tankers and ships can cross during daylight hours.

12.2.12 Crossing the Panama Canal: equipment for embarkation


A copy of instructions issued by the Panama Canal Commission regarding the equipment for
embarkation for crossing the Panama Canal, is provided to the Ship’s Command for appropriate
information and training. All the procedures, including pre-notifications to local authorities and
organisations, must be respected in accordance with the contingency plan for pollution incidents, a
copy of which, approved by the Panamanian authorities, must be available on board. On board the
ships concerned, there is an updated copy of the rules for crossing the Panama Canal.
The Master must be present on the bridge while crossing the canal, and at least for the time period
between the start and end of stand by and while crossing the various locks.

12.2.13 Crossing the Suez Canal: standards issued by the Suez Canal Authority (S.C.A.)
A copy of the standards issued by the Suez Canal Authority regarding crossing the Suez Canal, is
provided to the Ship’s Command for appropriate information and training. These standards include, in
particular, procedures to follow before, during and after crossing the canal.
The Master must be present on the bridge while crossing the canal, and at least for the time period
between the start and end of stand by.

12.2.14 Crossing the Strait of Messina/Strait of Bonifacio/Strait of Dover/Locks


When crossing the Strait of Messina, the Master must follow the instructions from the Messina
and Reggio Calabria Harbour Master Office, and when crossing the Strait of Bonifacio he must contact
the VHF coastal radio station in Corsica.
The Master must be present on the bridge during the crossing of the Strait, and at least for the period
of time between the start and the stand by attention in the Engine Room. The presence of Master on
the bridge is also required during the transit of the ship in the compulsory reporting points at coastal
stations.

(i) Crossing the Strait of Messina


Pilotage is compulsory for cargo ships over a certain tonnage in accordance with rulings and
regulations from the local Maritime Authorities.
All ships should continue to the right-hand side of the separation line of the traffic scheme marked
on the nautical charts, which envisages navigation along the Calabrian coast for ships coming from the
South and headed towards the Tyrrhenian Sea, and along the Sicilian coast for ships coming from the
North and heading towards the Ionian Sea.
It is mandatory for ships coming from the Tyrrhenian Sea and heading South to contact the
Messina Harbour Master Office and for ships coming from the Ionian Sea and heading North to contact
the Reggio Calabria Harbour Master Office, providing the requested information.
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The company will provide the ship with a copy of the updated regulations for crossing the Strait of
Messina, published on the Italian Coast Guard site.
Bear in mind the marine currents that could affect ship steering near Villa San Giovanni, where
ferries cross the Strait.
With the Italian Decree 02/10/2008, the reporting requirement for ships in the VTS (Vessel Traffic
Service) area of the Strait of Messina was established. Ships intending to cross the strait must send
prior notice in writing, using the appropriate form in accordance with IMO Resolution A851(20) to the
VTS centre as soon as the ship enters the precautionary area, as defined by the Decree. The
Company has forwarded the full text of the Decree of 02/10/2008 to ships.
Within the Strait of Messina, a traffic separation scheme has been established under IMO
requirements.
The Master must be present on the bridge while crossing the strait, and at least for the time period
between the start and end of stand by.

(ii) Crossing the Strait of Bonifacio


Before crossing the Strait of Bonifacio, evaluate the need to cross, taking into account the hazards
to navigation that may be encountered during the crossing, especially in bad weather.
Nevertheless, if the Master decides to cross, he must follow the guidelines listed in the relevant
IMO Resolution A.766 (18):
-contact on the French Coast: Pertusato Signal Station - call sign - Pertusato on Channel 16 VHF
- working channel 10.
- on the Italian coast: La Maddalena Signal Station - call sign - “La Maddalena” channel 16 -
working channel 10.
- Cross the Strait with the engines in a state of readiness to manoeuvre
For ships carrying hazardous goods which could pollute the marine environment, it is necessary to
take account of local restrictions on transit and follow the provisions emanating from the Italian and
French Administrations. These provisions are contained within the sailing directions.
The company will provide the ships with a copy of the updated regulations for crossing the Strait of
Bonifacio, published on the Italian Coast Guard site.
The Master must be present on the bridge while crossing the strait, and at least for the time period
between the start and end of stand by.

(iii) Crossing the Strait of Dover


Before crossing the Strait of Dover, carefully evaluate all hazards to navigation that may be
encountered, taking into account the following elements:
- respecting traffic separation schemes
- considering the conspicuous presence of banks
- considering the high traffic density and ferries crossing. For this purpose, set the speed
at a safe level.

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- ensuring the ship is positioned properly and promptly within the traffic lanes in order to
aid the envisaged crossings (entry/exit) of the lanes themselves
- mark the points where the ship must contact the coastal stations for mandatory
notifications on the nautical chart in clearly visible characters and indicate the VHF
channel and the name of the station to contact. Refer to local radio publications and pilot
books (Admiralty list of radio signals – sailing directions etc.)
- arrange stand by and, depending on the circumstances (atmospheric conditions, intense
traffic, fog etc.), assess the need to reinforce the lookout service.
- The Master must be present on the bridge while crossing the strait, and at least for the
time period between the start and end of stand by.
(iv) Crossing locks
In order to access ports with locks, the Master has information available through hydrographic
publications. The times of entry and exit from the lock and mooring procedures in the lock are agreed
in advance with the pilot. In some ports, local Officers may be present to help the pilot, and position
themselves in the manoeuvring positions. The type of mooring in the lock is agreed upon with the Pilot
and the relative information is transferred by the Master to the Officers in the manoeuvring positions.
(v) Traffic separation schemes
If, during navigation, it is planned to cross traffic separation schemes, special attention should be
paid to procedures for reporting to the coastal stations (VTS) to avoid any violation of SOLAS chapter
V reg.11.
The Master’s standing orders will clearly show the obligations for naval reporting. The positions in
which the ship envisages notifying the local coastal stations (VTS) should be marked on the nautical
charts. This should also be noted on the voyage planning forms and communications with the VTS
stations must be recorded in the GMDSS radio log. When deck officers come on board, they must be
given the opportunity to become familiar with the reporting procedures, bearing in mind the ship’s
voyages/line.

(vi) Crossing areas at risk of piracy


When crossing areas at risk of piracy, the Master must ensure that all necessary precautions have
been taken and preventative measures implemented. For detailed procedures, see the contents of the
Ship Security Plan. The company, through the CSO, shall provide all information and updates about
the phenomenon of piracy in areas at risk (e.g. Gulf of Aden/Somalian waters, the Strait of Malacca,
the waters off Nigeria etc.).

12.2.15 Updating nautical charts


The ships operated are equipped with the nautical charts and publications needed to carry out the
planned voyages. The nautical charts and related publications should be updated to ensure that
navigation is not rendered unsafe due to unmarked hazards.
In this regard, the Company has entered into an agreement with CAIM from GENOA for the
automatic supply (outfit system) to ships involved in the fleet’s scheduled voyages (chartered ships are
excluded from the outfit system) of the updated edition of the charts and publications included in the
shipboard library list and the nautical publications relative to scheduled voyages normally made by the
ships, issued by the “British Admiralty” and by the “Istituto Idrografico della Marina Italiana”. The

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aforementioned publications are then sent to ships on the basis of ship routes provided directly by the
Master to Caim.
For “Notices to Mariners” and “Avvisi ai naviganti”, necessary in order to update the English and Italian
maps, a procedure has been put in place to download the update files from the Caim website using a
password provided by CAIM. All ships have been given a USB stick, a dedicated printer and paper
gloss paper with colour cartridges. During stops in port, the master is able to download the latest
notices available from an internet point in the agency and/or representative offices. In this way,
widespread and timely reception of updates is guaranteed in any port in the world. On board, there is
an electronic archive of updates and only the corrections necessary in order to update the shipboard
charts are printed.
The Deck Officer appointed by the Master is responsible for updating the charts and the other nautical
publications and the Master must personally check that these updates take place regularly.
When the relative charts or nautical publications are not available for a specific voyage, the
following procedure must be followed to order them:
- The Master notifies the Company (using the Amos system or by fax/email) or which charts and
nautical publications are necessary for the voyage to be undertaken;
- the charts and publications can be procured directly from the Master or provided by Caim at
the Company’s request, according to the instructions provided by the Technical Department.
- The Master will confirm to the Company via fax/email/Amos the receipt of the requested charts
or publications.
Furthermore, in order to ensure immediate access to updated information regarding hazards to
navigations, proceed as follows:
- The Officer on Watch must monitor and check the “Navarea Notices” received with
Navtex and via Inmarsat.
On board, the electronic archive of notices to mariners must be kept on a PC in the ship’s office for at
least 5 years from the date of publication.
Ships with an Outfit contract will have two sets of charts - charts in use and charts not in use. All charts
in use must always be up-to-date, as must the relative forms. For charts not in use, it is necessary to
add the relative forms in pencil, and corrections must be made on the chart in the event that its use is
envisaged, ensuring that said chart is still valid and has not been superseded by a more recent edition.
On board ships without the outfit system, all the charts must be considered “in use”. For corrections,
precedence will be given to the charts necessary for the voyage to be undertaken.
In any case, for both ships with and without outfit agreements, each year, the Company enters into a
web supply agreement for Notices to Mariners. Downloading notices to mariners for the Italian
hydrography does not require a password as the notices are accessible from the Istituto Idrografico
della Marina Italiana public site.
(i) Italian nautical charts
Each ship has a “catalogue of Italian charts published by the I.I. della Marina and forms
updating nautical charts”. The forms, completed for each individual chart available on board,
record the corrections made to the chart.
(ii) British nautical charts
Each ship has a catalogue published by the British Hydrographic Office containing the list of
all the charts published by the “Hydrographer Institute of the Navy”. Special forms, completed for
each individual chart available on board, record the corrections made to the chart.
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(iii) ECDIS (Electronic Chart Display and information System)


In accordance with SOLAS regulations, the Company has arranged for the installation of ECDIS
systems based on the type of ship and year of construction.
The requirement of ECDIS entered into force for passenger ships, on 01.07.2014, although for
cargo ships, the requirement is in force for new built ships (built after 01.07.2013) at the time of
'entry in service of the unit. For existing cargo ships (built before 01.07.2013) the obligation starts
from 01.07.2017 if the tonnage is between 20,000 and 50,000 GT, while for tonnage> 50,000
GT, the obligation starts from 07.01.2016.
The system allows the visualization of the electronic charts type ENC (electronic nautical chart);
the company has set up traffic agreements with specialized suppliers, in order to allow the use of
electronic charts in function of sea areas / interested ports of call, the Master has the right at any
time to request the activation / viewing of other electronic charts as needed and according to his
professional judgment; in this sense the vessels have been supplied of necessary instructions
and necessary contacts. These agreements also provide for the continuous and constant
electronic support (CD provided weekly at the ports of call) for the upgrade of electronic charts. In
general, the ECDIS installed are two; the second is the backup. With such system the traditional
charts can be totally eliminated, even if the company has temporarily disposed the combined use
(and update) also of traditional charts.
The ECDIS systems are interfaced with the VDR on board and involve the activation of an alarm in
case of fault;
On vessels where there is required the ECDIS, the company arranges for embarkation of deck
officers (and Masters) in possession of the relevant training certificates (basic course + specific
course for the type of plant present on that ship )

12.2.16 Storage, heating and purification of fuel


Fuel oil is loaded into special double-bottom tanks and periodically transferred, by means of
appropriate pumps and piping, into settling tanks where, by means of appropriate heating, it is allowed
to settle for a time sufficient in order to separate the water content, which is drained from the bottom of
the tanks.
From the settling tanks, the fuel oil is aspirated, mechanically separated from the water and
sediment through purifiers and then sent to service tanks from where it is used to power the engines.
The following instructions and precautions should always be taken:
(i) storage in double-bottom tanks
Periodically check the level of the compartments to check their integrity and the gas vents in
order to ensure the good condition of the flame trap nets.
As the fuel oil must be adequately heated before transfer and in order to ensure effective
settling, the temperature of the fuel inside the tank must be checked periodically in order to ensure
the following temperature parameters are not exceeded:
- IFO 380 ........................ 60 / 75 °C
A low temperature in the settling tanks can result in insufficient settling.
A high temperature in the tanks can result in the risk of fire or explosion due to hot fuel
vapours which are formed.
(ii) heating the fuel for the purifiers:
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Periodically check that the temperature of the fuel is as required by the manufacturer in
relation to fuel quality and purification parameters.
An incorrect temperature when arriving at the purifier may lead to ineffective purification.
(iii) heating the fuel to power the engines:
Heating must allow the fuel to achieve the viscosity required by the engine manufacturer.
To this end, a viscosity or temperature regulator is envisaged, along with a viscosity or
temperature indicator that allows for periodic checks of the parameter set.
Incorrect viscosity or temperature leads to poor combustion and the possible failure of the
injection pumps.
(iv) heating the fuel to power the boilers:
Heating must allow the fuel to achieve the temperature required by the boiler manufacturer.
An incorrect temperature leads to poor combustion and the production of smoke.
The ships used in ECAs (Emission Controlled Areas) as defined in MARPOL Annex VI, have adequate
capacity of double bottoms and tanks/systems to store and use fuel with a low sulphur content (max
0.1%), mandatory in these areas. Similar precautions are envisaged for ro-ro passenger ships on
scheduled voyages between EU ports, where there are similar restrictions regarding the sulphur
content of the fuel that can be used in territorial waters, in the ports and in the exclusive economic
zones.
Further technical precautions have been envisaged for all ships operating in EU ports, where further
restrictions regarding the use of low sulphur fuel (max 0.1%) have been imposed for both boilers and
electrical generators, during stays in port lasting longer than two hours.

12.2.17 Autopilot: instructions for use


After the autopilot has been activated, the Officer on Watch must verify that the bow requested is
followed by the ship. The Deck Officer must remember that when the autopilot has been activated, the
ship may change the direction of the bow without any alarm being given.
If the autopilot is not fitted with an “off course” alarm, the Officer on Watch must make frequent
and regular checks to ensure that the ship maintains the bow set.
The transfer of control from autopilot to manual control must be made before the arrival of the
ship, in the manoeuvre area, after prolonged use of the autopilot and before entering areas where
navigation demands special caution. The transfer of control must be carried out under the supervision
of the Officer on Watch. A clear procedure on switching from steering with the autopilot to manual
steering and vice versa must be displayed near the relative commands on the bridge.

12.2.18 Amount of fuel to keep on board


The fuel for the voyage is usually supplied by a special department.
The amount of fuel to keep on board must be sufficient for the envisaged voyage, with an
adequate margin of safety.
If the voyage is less than 10 days, the minimum margin of fuel must be for at least 2 days at sea.
The quality of the fuel must comply with the specifications laid down by the engine manufacturer
or by the Company.

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During bunkering operations, fuel samples are taken in accordance with instructions issued by the
Company’s Technical Department.
In determining the stock of fuel, it is important to take into account the requirements of the
obligation to use only low sulphur fuel in ECAs and in seas, ports and exclusive economic zones of
European Union countries, where there are similar restrictions for passenger ships and for all ships
during stays in ports.

12.2.19 Mooring, towing and anchoring procedures


Before mooring, towing or anchoring, the Master informs the Deck Officer about the type of
mooring/towing/anchoring to be carried out, i.e. the number of ropes, tugboats, anchors etc.
The Officers responsible of the mooring station must hold a meeting with the relative personnel
assigned in order to clarify the procedures, instructions and the mooring plan. On these occasions, the
procedures for correct use of winches will also be reviewed.
The personnel in charge of the handling positions must be constantly aware of the need to avoid
stopping in areas called “snap-back zones”. These are areas where there is a greater probability of
being hit following the breakage of a rope.
The relative standard mooring plans and information regarding the safety procedures are displayed at
the handling positions.
The Officers responsible of the mooring station have access to the safety guidelines during mooring
contained in the technical publications in the onboard library (“Code of safe working for merchant
seamen - chapter 25” ; “Effective mooring” ; “Working environment safety management manual”).
Anchoring operations must be carried out in accordance with good seamanship, paying particular
attention to cases where it is necessary to anchor in very deep areas. As a rule, anchoring operations
are conducted on the basis of the following guidelines:
Ensure that the winch brake is in good condition and that the first link lock is in the correct
position.
Ensure that as anchorage progresses, all chain lengths are free and unimpeded
Lower a number of chain lengths overboard using the interlocked chain lifter. The number of
lengths to lower must be determined according to the depth.
The order to anchor the ship must be given while the ship is at a complete stop
After sinking the anchor with the first lengths of chain, use the engine at no more than very
slowly, to fully extend the lengths required
When the ship is anchored, secure the chain with its stopper
Fully tighten the brake and then disengage the chain lifter
Display the envisaged mandatory day/night signals required under the International Code for
Preventing Collisions at Sea (COLREG)
In all cases, it will be necessary to agree in advance with the personnel in charge of the bow handling
position on the sequence of procedures, the number of anchors etc. on a case by case basis.
The ships are equipped with a booklet "Emergency Towing Booklet" containing the procedures to be
implemented in case of emergency towing, prepared in accordance with SOLAS regulations. This
booklet contains, among other things, information relating to drawings of fore/aft manoeuvring station
with possible cases of emergency towing, inventory of materials, means and methods of
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communication procedures and examples of towing procedures so as to facilitate the preparation and
conduct of operations.

12.2.20 Vessel traffic monitoring and information


In compliance with the provisions of the European Directives of reference and relevant national
transposing standards (e.g. 2002/59/EC, Italian Legislative Decree 196/05 as amended etc.), EU
vessel traffic monitoring and information systems have been introduced to ensure better levels of
safety and an effective response from the Authorities in the event of an incident or potentially
hazardous situation at sea and in order to improve the prevention and identification of pollution caused
by ships. In this context, the following procedures have been implemented which apply to Italian ports,
while for foreign ports, please refer to local provisions issued by the local office:
Prior notice
At least 24 hours prior to the expected arrival, or upon departure from the last port if the voyage is less
than 24 hours or in the event of a change to the port of destination, the Master (either directly or
through agents) must submit the following information to the relevant Maritime Authority:
- name of ship, international call sign, IMO or MMSI number.
- Port of destination
- Estimated time of arrival and departure
- Total number of persons on board
Further details and procedures for submission etc. may be established by the local Maritime Authority.
The Master will work alongside the local port agents in this regard.
Ship reporting systems
In accordance with the provisions of the General Headquarters of the Harbour Master Offices, the
ships broadcast messages required by the ship reporting systems implemented by the Flag
Administration (ARES system).
The Master will ensure that these messages are sent at the due intervals and that they contain all the
information required by the ARES manual (Nisat). This information includes at least:
o name of ship, international call sign, IMO or MMSI number.
o Date and time
o Position in latitude and longitude
o Course
o Speed
o Port of destination and estimated time of arrival
o Cargo on board and if there are hazardous goods, quantity and IMO class
o Address for the communication of cargo information
o Total number of persons on board
o Other information

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o Characteristics and estimated quantity of the “bunker” fuel for ships carrying
more than 5000 tons
o Status of navigation
The Master will immediately inform the Maritime Authority concerned of any changes to the information
transmitted.
If crossing through areas where other mandatory reporting systems are in place (e.g. AMOT for Israel
CONCONTRAN for Brazil, e-NOAD for the USA etc.),the Master will ensure that the relative messages
are sent in full in accordance with the transmission frequency and procedures established. For details,
please refer to the reference hydrographic publications.
Automatic Identification System - AIS
The ships are equipped with an Automatic Identification System (AIS) which meets the performance
standards established by the IMO. This system should be kept operating AT ALL TIMES, taking care to
update the proper status when the ship is in port (moored) and changing it upon departure (under-
way). The use of AIS in the port area is governed by the Harbour Master according to security needs.
Refer to local rulings. The system undergoes an annual operating check.

Each day will have to be verified and recorded in the GMDSS Log book, the syncronization of internal
clock with UTC time (according to the instructions of the maker of the equipment).
In case of shutdown of the AIS, for various reasons valued by the Master (ex. transit in piracy risk
areas), the power off / on of AIS and the reasons relating will be recorded in the Nautical Log book
Parts II and III
The AIS must be verified every year by the following competent bodies:
- An inspector authorised by Flag Administration (competent Ministry)
- Or, by a recognised organisation
- Or, by companies authorised as accounting authority (dealer)
- Or, by service station authorised/recognised by recognised bodies
The survey must be carried out within 3 months before the expire of the passenger safety certificate .
The survey on board cargo vessels can be carried out 3 months before or after the anniversary date of
the intermediate survey for the safety equipment certificate, and, in any case, within 3 months before
the expire date of the certificate.

Long Range and Identification and Tracking – LRIT


All ships are equipped with an LRIT device, capable of transmitting the data requested (name of ship,
position, date, time) to the IMRCC Rome operational centre, where said data is sent to a monitoring
database. The system is kept in continuous operation and transmits data automatically every 6 hours.
SHIP ROUTING SYSTEMS
Ships entering areas where there are ship reporting systems (SOLAS Chapter V), must use these
systems in accordance with IMO guidelines and comply with the regulations/rulings made at local
levels. Collections of the (applicable) rulings issued by the Harbour Master Offices in the ports of call
are available on board the ships.
Vessel Traffic Service - VTS

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Ships entering the sea areas where there is a VTS (both domestic and foreign territorial waters) must
respect all applicable rules to the letter. Any violations of the rules in force within the VTS areas may
lead to legal proceedings and reports to the competent authorities, both foreign and domestic.
Voyage Data Recorder – VDR
Company’s ships are equipped with a VDR (or a simplified type (S-VDR , as per ship’s year of built) .
The data collected from the VDR is made available to the requesting administration of the State
concerned in the event of investigations carried out following a marine casualty occurring in the waters
under national jurisdiction.
Each request for access to VDR data must be sent immediately to the DPA, who will tell the Master
how to proceed. In accordance with the provisions of existing legislation, the Company has given in
advance to the coastal authorities concerned with scheduled passenger ships voyages that it will
provide access to data from the VDR in the event of maritime casualties. Software that decodes the
data downloaded from ship VDRs is available from the DPA.
In case of marine casualty , the master is to carry out an emergency back-up to save data and permit
the download . Last generation VDR do not have the emergency backup function because a large
internal memory , is enough to store data (up to 30 days recording) in order to permit the download of
data related to the time of the casualty, even after several days.
On the bridge, near the main console, wings and chart room, notices have been posted to state that
the area is subjected to audio recordings and such recordings may be used by the authorities
responsible for investigating marine casualties.
The system is kept in continuous operation and undergoes an annual operating check to be done by
the manufacturer or by an external body authorised by the manufacturer or belonging to a “service
supplier” recognised by the recognised organisation (Rina) . The recognised organisation (Rina) is not
due to endors the test report.
The annual survey must be carried out within 3 months before the expire of the safety passenger
certificate . The survey on board cargo vessels can be carried out 3 months before or after the
anniversary date of the intermediate survey for the safety equipment certificate, and, in any case,
within 3 months before the expire date of the certificate.

Transport of hazardous goods


If transporting hazardous goods, the Master (directly or through agents) must provide the following
information to the local Maritime Authority when departing a domestic port. The same information must
be sent to the National Maritime Authority of the destination port for ships coming from non-EU ports
transporting hazardous goods.

- name of ship, international call sign, IMO or MMSI number.


- Port of destination
- Estimated time of arrival and departure (departing from a domestic port or arriving in a
domestic port from a non-EU port)
- Total number of persons on board
- Exact technical names of hazardous goods, quantities and location on board
- Confirmation of the presence of hazardous goods on board or freight list
- Address where it is possible to get detailed information on the cargo

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Locally, the Maritime Authorities can establish detailed procedures for this information. The Master will
work with the local agents to take precautions as necessary.
In accordance with the provisions of the Flag Authority, in line with the requirements of the IMO IMDG
Code, the Company has arranged appropriate training courses for shore-based personnel involved in
the management (acceptance, handling etc.) of hazardous goods.
On board is supplied to the IMDG Code (including any updates / amendments), a detailed guide for
managing the stowage of dangerous goods (eg Storck-guide) and a video support (DVD included in
the video library on board) for familiarization and training crew.

Transmission of the information concerning certain ships


The Maritime Authority informs the competent authorities of information regarding ships that are
potentially hazardous for navigation or which represent a threat to the safety of navigation, persons
and/or the environment. The Administration receiving this information forwards it to the competent
Maritime Authority which, on its own initiative or on request may conduct inspections or audits.
Examples of potentially hazardous ships may be ships that have been involved in incidents, violated
the communication requirements, violated the rules on shipping routes or VTS, violated the
requirements of MARPOL (even if this is only suspected), denied access to port etc.
Reporting incidents
In the event of any incident occurring on board the ship sailing in the region of national interest (*) for
the search and rescue, and that endangers the safety of the ship, such as:
collisions, groundings, failures, malfunction or breakdown, flooding or shifting of cargo, defects in the
hull or structural failure, faults or defects likely to affect the ability to manoeuvre or the seaworthiness of
the ship, faults or malfunctions which affect the propulsion and steering systems or the facilities for the
production of electricity and navigation or communication equipment, situations potentially likely to
cause pollution, any drifting of polluting products, containers or packages
the Master must report the incident immediately to the competent Maritime Authority (Harbour Master
Office or Consular Authority) with a message containing: name of ship, position, port of departure and
destination, all the information needed to obtain information on hazardous and polluting goods carried
on board, number of persons on board, details of the incident and any relevant information required by
resolution 851(20) of the IMO.

(*) The region of national and international interest in the sea governed by the IMRCC is the sum of the
areas of maritime jurisdiction of the secondary maritime rescue centres (MRSC) : Genoa,
Civitavecchia, Naples, Reggio Calabria, Bari, Ancona, Ravenna, Venice, Trieste, Catania, Palermo,
Cagliari (see Italian Presidential Decree 28/09/1994 no. 662)
Measures to adopt in the presence of particularly adverse weather conditions
In the event of particularly adverse weather conditions, if the Maritime Authority considers that there is
serious risk of pollution or life at sea is endangered, the following measures are implemented:
a- It provides the Master of the ship in the affected area or intending to enter or
leave the port with all the information about weather conditions and where
applicable/possible, the hazards for the ship, cargo, crew and passengers.
b- It adopts all appropriate measures to assist the ship’s Command in gaining the
most complete overview of the situation possible and the ship is recommended to
enter or not enter or not to undertake the voyage until conditions improve and

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there is no longer a danger for persons and the environment. The weather
information is provided by the meteorological service of the Italian Air Force.
c- It limits or forbids refuelling at sea or in the territorial waters.
In these cases, the Master informs the DPA of the recommendations and measures mentioned above
and take the decision based on his professional opinion. If the Master’s decision does not comply with
measures taken by the Maritime Authority, the Master must inform the Maritime Authority of the
reasons for his decision.
Measures relating to incidents at sea
When an incident occurs at sea, the Maritime Authority, in accordance with applicable national and
international provisions, to ensure personal safety and protection of the marine and coastal
environment, adopts appropriate measures which may be:
- restricting the movement of the ship or directing it on a specific course. This requirement
does not affect the responsibility of the Master for the safe handling of the ship
- ordering the Master of the ship to end the threat to the environment or the safety of
navigation
- sending a team of experts on board to assess the degree of risk, helping the Master to
remedy the situation
- ordering the Master to go a place of refuge in the event of imminent danger or ordering
the ship to be piloted or towed
The Master, in consultation with the DPA and the owner of the hazardous or polluting goods carried on
board, cooperates fully with authorities in order to minimise the consequences of an incident at sea.
The Master must inform the DPA of each incident. The Company will put itself at the disposal of the
competent authorities and provide full cooperation.
Places of refuge
During operational planning for emergency local anti-pollution interventions, the Head of the Maritime
Department identifies the procedures for accepting ships in danger in the water under its jurisdiction,
bearing in mind environmental and landscape restrictions of the coastal areas which are very important
from a tourism point of view as priorities, as well as the characteristics and type of ship.

The procedures adopted, in accordance with relevant IMO guidelines, provide for appropriate
measures to ensure that ships in distress may reach a place of refuge, with the approval of the
Authority identified in the operational planning for emergency local anti-pollution intervention in relation
to the level of emergency in progress.
This does not affect the discipline and relative plans regarding search and rescue in cases of danger to
human life at sea.
Information from affected parties
When necessary, the Maritime Authority gives radio notification of each incident communicated and
provides information regarding the presence of any ship that poses a risk to the safety of navigation,
persons and/or the environment.

If the Maritime Authority receives news of facts or situations which, even potentially, could create an
increased risk in the maritime and coastal areas of another member state, it adopts the most
appropriate measures to provide all relevant information and consultation and, where necessary,
makes itself available for all possible forms of collaboration.
Designation of competent bodies
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The Master must send the notices envisaged to the Maritime Authority of the port of call of the ship, i.e.
to the Secondary Maritime Rescue Centres (MRSC) of the area, which act as appropriate, also
transmitting information. European Community administrations have established a system of
cooperation for the exchange of data, optimisation of information and coordination of plans for
accommodating ships in distress. The appropriate constraints of confidentiality of the information
transmitted are guaranteed by the Administrations.
When a Member State notifies the existence of a serious defect in the operation of a Company’s
safety management system, the Administration revokes the document of conformity and the
associated safety management certificate.
If a Maritime Authority finds, when an incident occurs at sea, that the Company has not been
able to establish and maintain a link with the ship or with the competent Authorities, it informs
the State which issued the ISM conformity document and the safety management certificate or
on whose behalf these were issued.
Failure to comply with the rules laid down by the vessel traffic monitoring system leads to penalties
against those responsible (the master, fitter-out, owner, agent).

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CONTENTS

12.3.1 Compliance with MARPOL


12.3.1.1 Bilge water
12.3.1.2 Sewage
12.3.1.3 Solid waste
12.3.1.4 Personnel responsible for the collection and disposal of solid waste
12.3.2 Special procedures when entering the Black Sea
12.3.2.1 Precautions for Turkish ports
12.3.3 Precautions during bunkering, transfer of liquid fuel, taking on diesel, discharging sludge
and bilge water.
12.3.4 Energy conservation. Limiting atmospheric pollution
12.3.4.1 Ship Energy Efficiency Management Plan (SEEMP)
12.3.5 Handling the ballast
12.3.6 Biofouling

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12.3.1 Compliance with MARPOL


In accordance with European reference directives (e.g. Directive 2005/35/EC etc.) on ship-source
pollution and the introduction of penalties for violations, environmental crimes are punishable from both
an administrative and criminal angle. These provisions have been implemented in the national legal
system. To this end, the Master and the Chief Engineer will be responsible for ensuring that the laws
on environmental pollution are always scrupulously respected by the entire crew.
Bilge water, grey water, solid waste and sewage must be disposed of in accordance with
MARPOL and the provisions of national law.
More restrictive requirements may nevertheless be imposed by the Coastal Authorities
while the ship is in waters under the jurisdiction of said Authorities. It is the responsibility of
the Company and the Master to request information on possibly more restrictive provisions
issued by the Coastal Authorities.
Solid waste that can not be discharged at sea in accordance with relevant requirements must be
taken to shore-based receiving stations. A “Garbage Record Book” containing both the procedures
for the collection of waste and a register for the disposal of solid waste is provided to all ships.
The incineration of solid waste is regulated by MARPOL 73/78 as amended. The engineers are
trained / familiarized by the chief engineer regarding the use of the incinerator, in accordance with the
manufacturer's instructions, this training is produced duly recorded.
The emissions in the atmosphere are regulated by Marpol Annex VI, which introduced the
emission controlled areas (ECA area) and restrictions aiming to use of fuel with low sulphur content, as
well as the emission limits of nitrogen oxides (NOx ) for engines according to the power, year of
building etc..
The Master must notify the Technical Department promptly of the need to discharge oily
water, sludge or solid waste to the shore-based receiving stations. The choice of ports to be
disposed is established by Master according with the company (by means of circular letter is
sent / updated lists of recommended ports for landing) taking into account the maximum
capacity of retention on board.

All vessels (with GRT>150 if a tanker and GRT>400 for other vessels) have a Shipboard Oil
Prevention Pollution plan (SOPE Plan ) approved by Flag State and an “Oil Record Book” Part I,
duly endorsed by Flag Administration ; inside the oil record book , a copy of IOPP certificate and a copy
of calibration test of the oil meter shall be available (including the periodic 5 years calibration test
certificates for oil meters complying with resolution MEPC.107(49) as per IOPP supplement).

The recording of operation (transferring, bunkering, Sludge/Bilge discharge, etc,.) MUST BE


performed IMMEDIATELY after its conclusion; also the Weekly ROB MUST BE recorded within date
limits (7 Days). The recording of the Oil Record book MUST BE performed directly by Chief Engineer,
without any possibility to assign as proxies duty to other Engineer; the recording of entries must be
done in double languages (Italian + English). At the bottom of each completed page there must be the
signing of the Master.
In particular, should be recorded all following operations:

a- Ballasting or cleaning tanks used for fuel oil


b- Discharge of dirty ballast or cleaning water from the fuel oil tanks referred to in the preceding
paragraph.
c- Collection and disposal of oily residues (sludge)

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d- Non-automatic discharge overboard, transfer or disposal with other methods of water


accumulated in the engine rooms.
e- Automatic discharge overboard, transfer or disposal with other methods of water accumulated
in the engine rooms.
f- Condition of the oil discharge control
g- Accidental or exceptional oil discharges
h- Bunkering and loading of lubricating oil
i- Other operating procedures and general notes( example of such registration are: weekly
check of the oil water separator, filter change, transfer of oily residue from the dirty oil tank to
the sludge tank, etc.,).
j- In case of delivery of sludge/bilge water to shore facilities, the receipts issued by the shore
facilities , shall be stored together the oil record book
k- The weekly test of the oil water separator and own oil meter
MARPOL rules concerning the disposal of the various types of substances are given, for
information purposes only, in the following paragraphs (for more detailed information see MARPOL
73/78 as amended).
The compliance of ships with the requirements of MARPOL is demonstrated by holding the valid
relevant certificate. (IOPP - IAPP - EIAPP - ISPP - Prevention Pollution by Garbage Certificate -
Technical Files, SEEMP (Ship Energy Efficiency Management Plan), IEEC (International Energy
Efficiency Certificate), etc. ..)
The oil record book (and receipts for shore delivery) must be kept on board for 3 years and the
tanks to be used for transfer of sludge/bilge water shall be those listed into the supplement to IOPP
certificate only.

12.3.1.1 Bilge water


All vessels operated by the company are equipped with oil filtering equipment (oil water separator)
of an approved type, equipped with an automatic alarm and stop of the discharge when the content of
the effluent exceeds 15 ppm. (Marpol annex-I-reg. 14.7).

Outside the Special Areas, mixtures containing oil substances more than 15 ppmm can not be
discharged into the sea. The discarging at sea of bilge water with an oil content less than 15 ppm, can
only be done when all the following conditions are satisfied:
the discharge takes place through the oil water separator, the vessel is proceeding "en route" and the
contents of oil effluent is less than 15 ppm.

Within the Special Areas, mixtures containing oily substances of more than 15 ppm can not be
discharged into the sea.
The discarging at sea of bilge water with an oil content less than 15 ppm, can only be done when all
the following conditions are satisfied:
the discharge takes place through the oil water separator(equipped with an automatic alarm and stop
of the discharge when the content of the effluent exceeds 15 ppm), the vessel is proceeding "en route"
and the contents of oil effluent is less than 15 ppm.

The special areas are those defined in Rule 1.11 of the MARPOL Annex I as amended (the
Mediterranean Sea and its inland seas, the Baltic Sea including its access and its inland seas, the

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Black Sea, the Red Sea, the Persian Gulf, Antarctic area, the Gulf of Aden, the North West European
waters, Oman area in the Arabian Sea, the southern South African water.
The ships are holding an International Oil Pollution Prevention (IOPP) Certificate, indicating the
type of approval of the bilge water separator, the type and capacity of the incinerator and the capacity
and coordinates of the residual oil and bilge water storage tanks.
On board the ship, there is an international fitting for the disposal of sludge and bilge water. The
dimensions and characteristics of the fitting are listed in MARPOL Annex I.
All handling of bilge water and sludge, shore-based discharge, use of oily water separators, intake of
bunker etc. must be appropriately recorded in the oil record book, signed by the Officer in charge and
endorsed by the Master. The Oil Record Book must be completed according to the instructions, taking
into account the consistency of the tanks shown in the Supplement to the IOPP Certificate.
Inside IOPP certificates is showed the reference to the MEPC resolutions related to the
standards compliance of bilge water separator oil content meter (15 ppm). Regarding the oil content
meter compliant with resolution MEPC 107 (49), the company prepares for verification / calibration of
the apparatus each five years, according to the manufacturer's instructions; the relevant certification
shall be kept on board attached to the IOPP Certificate.
12.3.1.2 Sewage
Discharge at sea must take place in accordance with Rule 11 of MARPOL Annex IV. Discharge
procedures depend on the type of system installed on board for the collection and treatment of
sewage, as stated in the International Sewage Pollution Prevention (ISPP) Certificate. All the Company
ships have a faecal water treatment system, in accordance with IMO requirements.
The following table summarises the MARPOL requirements concerning discharges from ships:

Type of treatment Distance from the Ship speed Requirements


nearest land
Sewage not shredded or disinfected coming from a Rate approved by the
holding tank 12 miles > 4 knots Administration
Sewage shredded and disinfected by an approved System approved by
system. 3 miles > 4 knots the Administration
Sewage from an approved treatment system
(aeration, sedimentation, disinfection etc.). No restrictions No restrictions Approved by the
Administration

The ships operated by the company, being provided with system treatment plant approved by the
Administration, may discharge the purified effluent from the systems without restriction in any case, the
purified effluent shall not produce visible floating solids or cause water tint sea in the area surrounding
the discharge.
In accordance with the provisions of some national authorities (Bermuda, Greece, Ukraine,
Turkey etc.), the discharge of grey and sewage from ships may be prohibited when the ship is in port
or anchored within their respective territorial waters. In this case, the ship will convey discharges in
special ship tanks or unload the discharges onto barges or to shore, or hold them on board until the
ship is outside the areas where said restrictions are in force.
(eg. Ports in Israel , where it is not possible to discharge the effluent into the sea within 3 miles from
the base line, although the effluent is purified)
Durante le soste della nave in bacino,salvo eventuali restrizioni in sede locale, l’impianto di
trattamento liquami rimane in funzione e l’effluente depurato viene raccolto in una cassa di ritenzione
per poi essere sbarcato all’impianto di cui è dotata la struttura del bacino; il tutto in accordo alle
procedure e regolamentazioni locali.
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During the ship staying in drydock, unless local restrictions, the sewage treatment plant remain in
working condition and the products treated is collected in a retention tank only to be discharged to the
shore plant that is in the drydock, all in accordance with the procedures and local regulations.
On board the ship, there is an international shore connection for the discharge of sewage to
shore. The dimensions and characteristics of the connection are listed in MARPOL Annex IV.
If a failure with the sewage treatment system is encountered, discharge at sea may take place in
accordance with MARPOL and the following conditions:
- The ship is located at more than 12 miles from the nearest land
- The speed of the ship is not less than 4 knots
- The maximum sewage capacity must be calculated using the following formula:
DRmax = 0.00926*V*D*B
B=ship breadth in metres / D= drift in metres / V= average ship speed in knots / DR= discharge rate in
cubic metres/hour.
Vessels shall be provided a table with the accrued of discharge at various speeds, approved by the
Administration (Rina).
Discharging directly into the sea must be recorded in the engine log (date/time/position/discharge
start/end times)
The Company has prepared brochures and audiovisual material for appropriate training/information for
personnel regarding MARPOL requirements and procedures.
12.3.1.3 Solid waste
Solid waste can be discharged at sea in accordance with Annex V of MARPOL. The waste can
only be incinerated if permitted by national and coastal authorities. For the procedures for using the
incinerator, refer to the work instructions from the Technical Department.
The following table summarises the MARPOL requisition in force by 01.01.2013 (rif. Ris. Mepc
201(62)) concerning the disposal from the ships. Discharge of the waste into the sea can be performed
according to the following table, provided that the ship is "en route" and at a distance from the nearest
land as specified below:

Garbage type 1 All ship except drill platform 4 Offshore Platform


located more than 12
Outside Special Areas Inside Special Areas miles from the nearest
Reg-4 Reg-6 land and ships
(distance are from nearest (distance are from the alongside or within
land) nearest land or from nearest 500 meters from such
ice shelf ) platform4
Reg-5
Food waste comminuted or > 3 miles, ship en-route, as > 12 miles, ship en-route, as far
Discharge allowed
ground2 far as practicable as practicable3
Food waste not comminuted > 12 miles, ship en-route, as Discharge prohibited Discharge prohibited
or ground2 far as practicable
Cargo residues5,6 not Discharge prohibited
contained in the wash water
> 12 miles, ship en-route, as Discharge prohibited
Cargo residues5,6 contained far as practicable > 12 miles, ship en-route, as far
in the wash water as practicable (according with
conditions as per reg. 6. 1. 2)

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Cleaning agents and > 12 miles, ship en-route, as far


additives6 contained in cargo as practicable (according with
hold wash water conditions as per reg. 6. 1. 2)
Discharge allowed Discharge prohibited
Cleaning agents and Discharge allowed
additives6 in deck and
external surfaces washwater
Animal carcasses (should be Vessel en-route, as far away
split or otherwise treated to as possible from the nearest
ensure the carcasses will land. Should be > 100 miles Discharge prohibited Discharge prohibited
sink immediately) and with maximum water
depth
All other garbage including
plastics, synthetic ropes,
fishing gear, plastic garbage
bags, incinerator ashes,
clinkers, cooking oil, floating Discharge prohibited Discharge prohibited Discharge prohibited
dunnage, lining and
packaging materials, paper,
rags, glass, metal, bottles,
crockery and similar refuse

Legenda/Note
1- When garbage is mixed with or contaminated by other harmful substances prohibited from discharge or having different
discharge requirements, the more stringent requirements shall apply.
2- Comminuted or ground food wastes must be able to pass through a screen with openings not greater than 25mm
3- The discharge of introduced avian products in the Antarctic area is not permitted unless incinerated, autoclaved or
otherwise treated to be made sterile.
4- Offshore platforms located 12 nm from nearest land and associated ships include all fixed or floating platforms engaged in
exploration or exploitation or associated processing of seabed mineral resources, and all ship alongside or within 500 m of
such platforms
5- Cargo residues means only those cargo residues that cannot be recovered using commonly available methods for
unloading.
6- These substances must not be harmful to the marine environment

The Special Areas are those defined MARPOL Annex V: the Mediterranean Sea and its inland
seas, the Baltic including its inlet and its inland seas, the Black Sea, the Red Sea, the Persian Gulf, the
North Sea (including Skagerrak and the English Channel), the Antarctic area, the Caribbean
area(including the Gulf of Mexico). The geographical coordinates and details of these areas are
available in the MARPOL Annex V, available in the Ship’s library.

The shore facilities may have in place specific procedure to collect the different types of garbage and
related codes are to be used (CER) to identify the garbage containers (eg. Civitavecchia) . In this case,
specific instructions/orders are issued by the local competent bodies.

12.3.1.4 Personnel responsible for the collection and disposal of solid waste
The responsible for the management, collection, storage and disposal of waste, as identified in
the Garbage Management Plan is Chief Mate as Officer in Charge (to organize the collecting by deck
crew / hotel personnel), assisted by Boatswain and Chief engineer.
The Chief Mate has the responsibility to ensure the presence on board of the number and type/
capacity of containers needed for waste collection, disposal and organize the shore disposal (or into
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the sea in accordance with the requisition/limitations), according to Garbage Management Plan,
provided by the Company and prepared in accordance to the Annex V MARPOL.
The Chief Mate as Officer in charge of the management and disposal of the waste, fill in the
Garbage Record Book, in English and Italian language, according to the rules set by annex V of
MARPOL and as indicated by filling instruction contained in the Book; the records must be made
whenever a discharge of waste into the sea, where authorized, and in the port to the shore firms
authorized by the local authorities for those garbage which mainly is forbidden to discharge at sea. The
waste must be collected in a differentiated manner according to the following table (and associated
records should be recorded in the garbage record book):
A- Plastic
B- Food Wastes
C- Domestic Wastes
D- Cooking oil
E- Incinerator ashes
F- Operational wastes
G- Cargo residues
H- Animal carcasses
I- Fishing gear
During voyages that do not expect daily port of call, the Chief Mate will authorise the discharge of
waste at sea, through the Boatswain and the Hotel Personnel, in accordance with the provisions
contained in this paragraph. Special attention must be paid to the management of shredding systems
and systems for the automatic disposal of waste at sea (where applicable).
Garbage subject to prohibition on discharge at sea, indicated on the signs displayed on the bridge,
in the galley store room, galleys, crew accommodation corridors, garbage storage areas etc. collected
separately in different containers of various colours, under the responsibility of the designated officer
and garbage management personnel, will be discharged in port and handed over to specialised,
authorised companies. These companies will issue a certificate or receipt showing that discharge took
place. The receipt, along with the Garbage Record Book, must be kept on board for at least 2 years.
In those ports where there is no authorized service for the collection of waste from ships, often the
waste containers are placed on the docks by Port Authorities, where the personnel board can dispose
the garbage bags (differentiated), then recording the operation in the garbage record book; even in
these cases a receipt of landing ashore has to be made available.
The Chief Mate, assisted by the Purser and the Boatswain, will be responsible for instructing and
checking that the crew places the separated waste in the appropriate container and that nothing is
discharged into the sea without his authorisation. Special care will be taken by personnel in charge of
waste management when new personnel and/or passengers are embarking.
Within the European Community, through Directive 2000/59/EC, transposed into Italian law,
procedures for the management of solid and liquid waste have been outlined, making ships
responsible for entrusting shore-based systems with all waste produced during the voyage and while in
a port.
The Directive envisages the possible exception to this rule if the ship has a sufficient onboard
capacity. As regards the procedures for handing over waste and obtaining exceptions, the Master is
required to collaborate with the local agents, in order to comply with rulings from local authorities in line
with the aforementioned Directive, under which, at each stopover in an EU port, the Master is obliged
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to send pre-notification at least 24 hours before arriving in port, containing the details of the waste
present on board, what is intended to be handed over on shore and what is intended to be kept on
board. For this pre-notification, please refer to the form as set out by the aforementioned EU Directive,
distributed to all ships.
With proper circular letter, the company updates the ships about organization of the ports of call
related to disposal/collection of waste, highlighting the ports more suitable for disposal.
This medication should be stored in a special container to avoid spillages and must be properly
identified (expired medicines) and kept in the pharmacy. At the first favourable occasion, the Master
must ensure that it is discharged on shore, in accordance with the procedures in force in the port
where disposal is to take place. It will be necessary in any case to have documentary evidence of the
handover of medication to the authorised shore-based organisations.
In the event of the disposal of narcotic drugs, according to local regulations, it is necessary to request
authorisation in national ports to the relevant Office of Maritime Health, which must comply with
provisions issued to that effect by the Ministry of Health (Circular No. 17 of 20/07/1994). A copy of the
handover report and the destruction report must remain with the ship’s Command, to be attached to
the narcotics register where disposal will be recorded.
Narcotics can be also be disposed of in foreign countries where it is clearly impossible to dispose of
them in domestic ports. In these cases, the Master will contact the local agency to carry out disposal
with the health representative according to the laws of that country. The Master, alongside the health
representative and in the presence of a crew member as a witness, must complete the
disposal/destruction report and receive an equivalent declaration, suitably authenticated and signed by
the ship’s Command. The Master must record the operation in the narcotics register and attach the
relevant disposal report. The detailed procedures with the required forms are sent to the ships in a
Circular from the DPA.
For the collection of medical waste produced in hospitals / infirmary (eg, used syringes, plasters /
tampons etc.), is prepared in the hospital a dedicated box to be discharge ashore in accordance with
the provisions in force in the local office. It is the responsibility of the Master to draw from time in time
the appropriate information from the agents of the ports where discharge such waste.
In accordance with the requirements of Marpol VI Annex reg.16.8, the company has set up a form for
the registration of training on board of person responsible for the use of the incinerator.
The use of the incinerator must be allowed only outside the territorial waters of any riparian country,
unless there are further restrictions in place, that forbid its use in areas outside the territorial waters.

12.3.2 Procedure for ports in the Black Sea


All Masters must be aware of the fact that there are special procedures for managing bilge water,
sludge, sewage etc. in the various ports/states on the Black Sea.
The specific requirements regarding keeping waste on board and discharging it on shore vary from
port to port. It is the responsibility of the Master to contact the local agencies in the ports of call in order
to obtain updated information about the restrictions/requirements in force in that country. In any case, it
is necessary to consider that the Black Sea is a special area for the purposes of MARPOL annexes I-V

12.3.2.1 Precautions for Turkish Ports


During ship staying in Turkish ports, the following precautions have to be followed:

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- All discharges scuppers shall be closed (by means of the valves or plugs) to avoid any
spillage at sea that could result in pollution;
- Make sure that before arrival the deck are always kept very clean;
- is forbidden any discharge at sea of any substance, except water cooling plant or any other
water provided it is clean;
- Is forbidden to throw into the sea any type of waste and / or any other substance;
- is forbidden to operate the oily water separator system and overboard valve must be kept
closed/blocked.
- Avoid boiler extraction (purge), keep closed/blocked the overboard discharge valves.

12.3.3 Precautions during bunkering and the transfer of liquid fuel


The chief engineer is responsible for calculating and informing the master of the fuel stocks on board
and the quantities of bunker to request from the bunker department expressed in cubic metres and
metric tonnes (or from the charterer if the ship is on a time charter contract) according to the ship’s
voyage program. To calculate the quantities, the chief engineer must take into account the following
parameters:
1-Stock on board
2-Duration of the journey
3-Directions from the bunker department regarding the refuelling port, next refuelling, maximum or
minimum bunkerages to be considered, ship stopover etc.
4-Tank capacity limits and safety parameters to prevent “overflow”
Bunkering must be carried out in line with the procedure below:
(i) Person in charge of bunkering/transfer of liquid fuel
1. The Chief Engineer is the person responsible during bunkering operations/transfer of liquid
fuel. He may delegate this responsibility to an engine officer experienced with the lines,
valves, tanks, vents and overflow systems on the ship.
2. The bunker line diagrams must be placed in one or more positions for easy consultation by
the person responsible.
(ii) Preparing for bunkering
1. The operation must be planned in advance and put in writing by the person responsible as a
guide for all the people involved (amount to be loaded, tanks to use, tank filling sequence,
amount to put in each tank etc.) and the corresponding checklist must be completed for
these operations.
2. The person in charge must ensure that:
- the bunker system valves are properly prepared, the connections not used on the
manifolds are blind-flanged, the hoses are properly connected, the scuppers are plugged
and the drip pans are positioned where needed;
- portable containers, if necessary, are placed under the gas vents of the tanks and the
overflow and that the drainage points of the permanent containment system, if fitted, are
closed;
- the backup tank is empty and the relative high level alarm (if fitted) is operational;
- sand, sawdust, oakum, rags, buckets, at least one fire extinguisher and a fire hose
connected to the hydrant and ready for use are readily available at the bunker station;

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- after consultation with the Deck Officer of the Watch, that the ship is securely moored
and the moorings receive the necessary attention.
- Before starting pumping, ensure that the red flag (Bravo) from the International Code of
Signals and the red light at night are on display.
- The sampling procedure must be agreed upon in consultation with the person in charge
of the lighter in accordance with company instructions.
3. Quick communication must be ensured and checked between the engine room, the deck and
the lighter/shore.
4. The person in charge of the lighter must provide the chief engineer with the required safety
documentation about the supplied products (Material Safety Data Sheet - MSDS) and the
bunker delivery note.

(iii) During bunkering


1. Ongoing monitoring of all hoses, couplings, valves and pipes is essential: if there are leaks,
filling should be stopped if necessary
2. The person in charge must check the contents of the of the stores being filled on a regular
basis
3. Whenever possible, the double bottoms should be filled for two thirds of their capacity, then
allowed to settle before being filled completely. If possible, complete filling should be carried
out through the settling tanks by difference of level.
4. When the maximum storage level is about to be reached, the filling speed must be reduced
and only one tank at a time must be filled completely.
5. Inform the shore-based terminal when the last tank is almost full and always leave enough
space on the last tank to allow line drainage. To do this, check that at least one filling valve is
fully open.
6. In the event of spillage, bunkering should be stopped immediately and cleaning procedures
must be implemented. The Master, his proxy or the Chief Engineer must give notice to the
Port Authority. The names of persons that have been notified of the spillage and the time that
the notice was given must be recorded in the Deck Log.

(iv) Upon completion of bunkering


Immediately upon completion of bunkering, fixed or mobile means of containment must be
emptied into the fuel tanks and all valves used during bunkering operations must be closed and
the manifolds blind-flanged with appropriate gaskets and bolts. On completion of the operations,
inspect the onboard deposits in question, check that the quantities taken on correspond to those
specified on the receipt provided by the person in charge of the lighter and record the operations
in the Oil Record Book. A bunkering report must be sent after completion of operations to the
bunker office in accordance with the instructions from the technical department.

(v) Bunkering at anchor


In addition to the aforementioned provisions, the Deck Officer on Watch is responsible for
checking that the lighter is correctly moored.
For detailed instructions, see work instructions issued by the Technical Department.
(vi) Bunker transfer
The bunker transfer operation can be carried out after the Officer in charge has ensured that:
1. the air vents are open

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2. the scuppers near the receiving tank have been plugged


3. all valves not in use are closed
5. probes not in use are closed
6. the backup tank is empty and the relative high level alarm (if fitted) is operational.
(vii) Refuelling the diesel tank for the cargo handling equipment
On board ships equipped with a diesel storage tank for cargo equipment (tug master, fork lift
etc.), the following precautions must be taken during refuelling:
1. Ensure that the tank level is able to contain all the diesel to be loaded
2. Prepare all valves as required
3. Connect the hoses safely
4. Reach an agreement with the first mate regarding the time of operations so that during
refuelling, no passenger/cargo loading/unloading operations are taking place
5. Keep an officer near the tank to oversee operations and ensure visual and/or radio
contact with the person in charge of the tanker or lifter.
6. Ensure that there is at least one foam fire extinguisher and a foam liquid backpack
ready for use. Keep the fire pump running.
7. In the event of diesel spillage, refuelling should be stopped immediately and cleaning
procedures must be implemented. The Master, his proxy or the Chief Engineer must
give notice to the local Maritime Authority. The names of persons that have been
notified of the spillage and the time that the notice was given must be recorded in the
Deck Log.
8. Before starting refuelling operations, the inspection checklist used for bunkering
operations must be completed.
9. Before starting pumping, ensure that the red flag (Bravo) from the International Code
of Signals and the red light at night are on display.
Before starting refueling operations to the cargo handling equipment from the diesel storage
tank the following precautions must be taken:
1. The beginning of refueling operations must be authorized by chief mate;
2. the refueling must be performed in port ensuring that in the immediate vicinity there is
no transit vehicles;
3. The person in charge of the refueling operations must be the ship's driver or, if not
embarked, the Boatswain, these crew members will be trained appropriately by the
Chief mate;
4. Before starting refueling operations to ensure that the area / local is properly ventilated
and lighted;
5. During the whole refueling operation the operator is prohibited Smoking, use open
flames, consuming food or drink, use radio and / or mobile phones;
6. Before refueling the operator must take care to touch a metal part to discharge
potential static electricity;
7. The shipboard equipment to be supplied must be parked as close as possible to the
storage tank with the hand brake on, engine off, electrics off and no one remains on
the vehicle to be refueled during operation;
8. Ensure the availability of two foam extinguishers and fire hoses on standby in the
immediate vicinity;
9. Ensure the availability of resources in the immediate vicinity to contain small spills
(rags, tow, sawdust, etc.)

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10. In the event of fuel spillage or leakage comply with safety and antipollution procedures,
in this case the operator must immediately suspend the operation and notify the Duty
Deck officer .

(viii) Discharging sludge and bilge water


1. The Chief Engineer is the person in charge; he may delegate this responsibility to a Deck
Officer experienced with the lines, valves, tanks, vents and transfer systems.
2. The line diagrams must be placed in one or more positions for easy consultation by the
person responsible. (e.g. bunker stations)
3. The operation must be scheduled in advance by the person in charge, who must agree upon
the operating methods with the person in charge of the lifter/tanker (amounts to discharge,
double bottoms to use, sequence, capacity etc.) and the corresponding checklist for these
operation must be completed. The emergency stop of the transfer pump and the means of
communication (automatic telephone, walkie talkie etc.) must be tested beforehand.
4. Ensure that the system valves are properly prepared, the connections not used on the
manifolds are blind-flanged, the hoses are properly connected, the scuppers are plugged and
the drip pans are positioned where needed;
5. Sand, sawdust, oakum, rags, buckets, at least one fire extinguisher and a fire hose
connected to the hydrant and ready for use are readily available at the sludge/bilge water
discharge station.
6. After consulting the Deck Officer of the Watch, ensure that the lighter is moored safely
(above all for operations carried out while the ship is at anchor) and that the moorings receive
the required attention. Ensure that the tanker into which the liquids are to be discharged is in
a safe position on the dock and does not pose risks to ship operativity.
7. Quick communication must be ensured and checked between the engine room, the deck and
the lighter/tanker ashore.
8. Before starting pumping, ensure that the red flag (Bravo) from the International Code of
Signals and the red light at night are on display.
9. Ongoing monitoring of all hoses, couplings, valves and pipes is essential: if there are leaks,
discharge should be stopped if necessary
10. The person in charge must check the rate frequently and remain in visual contact with the
lighter/tanker.
11. In the event of spillage of sludge/bilge water, the discharge operations should be stopped
immediately and cleaning procedures must be implemented. The Master, his proxy or the
Chief Engineer must give notice to the Maritime Authority. The names of persons that have
been notified of the spillage and the time that the notice was given must be recorded in the
Deck Log.
12. On completion of discharge, inspect the onboard deposits in question, check that the
quantities discharged correspond to those specified on the receipt provided by the person in
charge of the lighter/tanker and record the operations in the Oil Record Book.

12.3.4 Energy conservation. Limiting atmospheric pollution


The Company is aware of the importance, in terms of economic and environmental impacts, of
the need to reduce the fuel consumption of ships as far as possible.
To this end, the following must be observed:
1 As far as possible, all internal combustion engines must be operated at the load corresponding
to maximum efficiency. Before leaving the port for a new voyage, the Master must therefore
schedule the ship's speed in order to avoid unnecessary fuel consumption.
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2 Periodically, the Technical Department must calculate the fuel consumption of each ship and
compare the new value with the old values in order to determine any need to clean the bottom.
3 The Chief Engineer must carefully monitor the performance of the main and auxiliary engines
and the boilers and provide the necessary maintenance in order to achieve maximum
efficiency.
4 The Company has identified an “Energy Manager” in the technical department, in accordance
with the requirements and provisions of law. The energy manager has expertise and training
that allow him to monitor the energy consumption of the fleet and identify every possible
precaution aimed at containing and optimising this consumption.
Any crew member noticing black smoke emerging from the funnel must immediately inform the
Engineer on Watch (or the current Inspection Officer IAQ-1).

In line with the provisions of the annex VI of MARPOL, the technical and Bunker Offices shall ensure
that on board ships , any requirements of this Annex relating to emissions into the atmosphere must be
respected. Vessels operating in of ECAs areas (Sulphur Emission Controlled Areas), are supplied with
low-sulphur fuel oil as required by the annex Marpol VI. For these areas the percentage of sulphur will
be must not exceed the 0.1% ( in force since January /01/2015).

At the time of this review (30/01/2016) ECAs areas are the areas: Baltic Sea and North Sea (including
English Channel) North America and the Caribbean Sea of the United States (U.S.).

In areas outside the ECA, the maximum sulphur limit is currently 3.5% and it is scheduled to drop to
0.5% in 2020.

In accordance with European Directive, ro-ro passenger ships that make scheduled voyages to and
from EU ports are provided with low-sulphur fuel to be used in related areas as required by the
Directive and the national transposing decrees.
Further restrictions in force in European Union countries regard the maximum permitted sulphur
content for diesel – 0.1% max. All fuels used on board ships while moored in EU ports must have a
maximum sulphur content of 0.1%.

For certain geographical areas, the competent Administrations may impose additional restrictions/
limitations on the type of fuel to use and / or maximum sulphur content (example: zone economic
exclusive, ecological protection zones, etc..). The company keeps up to date vessels to ensure
compliance with these provisions

The Bunker Department ensures the fuels ordered comply with the maximum permitted sulphur limits.
For ships operating with a time charter contract, where the bunker is provided by the charterer, the
chief engineer and the master must ensure that the fuels supplied are suitable for the geographical
areas in which the ship operates.

The sulphur content of the fuel taken on board should be reported on the “Bunker Delivery Note”
delivered to the Chief Engineer by the bunker supplier; these receipts must be kept on board for at
least three years; during bunkering, a sample of the bunker taken on board must be taken, properly
sealed and stored on board for one year or until stocks are exhausted for that sample.
The changeover operations from one type of fuel to another (e.g. entering/leaving SECAs and/or
territorial waters etc.) must be noted in the Engine Log and the Nautical Logbook - Part II indicating the
ship’s position, date, time and stocks of different types of fuel on board. The changeover operations
are conducted in plenty of time before entering/leaving the ECAs and/or territorial water where the
restrictions are in place. The time necessary for these operations is assessed by the Chief Engineer
according to the type of engines/systems/speed etc.
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12.3.4.1 Ship Energy Efficiency Management Plan (SEEMP)

In accordance with the provisions of the Annex MARPOL VI - MEPC 213 (63), the Company has
prepared and implemented for each managed ship, a SEEMP, set up in accordance with
Mepc.1/circ.683.
This plan contains all the measures focused on improving energy efficiency, with the aim of reducing
emissions and in this respect the following elements have been identified:

- Identification of sources of energy for the operation of the ship


- Energy Conversion Processes
- Energy use Processes
- Monitoring of the loss of energy and measures to mitigate

The plan define the improvement objectives (measurable) to be undertaken and in this respect are
defined for each objective:

-ships responsible personnel


-shore responsible personnel
-type of monitoring / recording
-frequency of checks/records

The plan identifies the procedures for training/familiarization of the personnel involved in the
management / optimization of energy.
The presence/implementation of SEEMP is mandatory (from 01.01.2013) under MARPOL Annex VI
and is necessary for the issuance of the certificate IEEC (International Energy Efficiency Certificate).

12.3.5 Handling the ballast


In addition to normal precautions relating to the operations referred to above, it is always
necessary
(i) before starting ballasting and
(ii) before discharging ballast overboard
to inspect each compartment affected by this operation in order to determine the amount of ballast
contained therein and to ensure that nothing abnormal has occurred.
In particular, it is necessary to ensure that the amount of ballast present in the compartments has
not changed compared to previously measured values. If a difference is found between the two
amounts, investigations must be carried out to determine the cause.

This operation must be particularly painstaking when the ballast tank is next to a fuel tank
as discharging into the sea could cause pollution.
It is advisable to make a visual check of the water discharged or the surface of the sea near the
overboard discharge at regular intervals as decided by the Master. If pollution is noted, discharge
must be stopped immediately.
The Deck Officer on Watch is responsible for ensuring these checks are always performed.
The Master is responsible for complying with any local regulatory requirements, which in some ports
regulate the management of ballast water in order to prevent the contamination of local waters by
pathogens found in ballast tanks and from other geographical areas.

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For example, we note the case of Australia, South America, the USA, where contingency plans are in
place to manage the ballast water. The Company provides the ships with these plans, accompanied by
the relative operating instructions, and drawn up in compliance with the reference standards.
In some ports, there may be further additional provisions required by local authorities regarding the
treatment/disinfection of ballast waters. Countries such as Argentina require that all ballast water on
board is pre-treated with additives. In such cases, refer the provisions issued locally.
For ships operating in waters and ports in the United States, all the procedures envisaged to minimise
spills at sea/in air/on land of substances must be complied with. These procedures are in accordance
with the rules on the VGP (Vessel General Permit), also bearing in mind any additional restrictions
imposed by the individual states for American ports (e.g. New York). The Company register ships
operating in the USA on the EPA (Environmental Protection Agency) site and sends a copy of the
relative NOI (Notice of Intent), obtained upon registration, to the Commands in question. The detailed
procedures are available at the Safety/Quality/Environment Department and are updated and
transmitted to the ships in circulars from the DPA.
In accordance with the requirements established by international Conventions, and on the basis of the
levels of adherence / implementation of these rules, and in accordance with the time limits, age of the
ship, and so on, the vessels within the application of rules, and if navigating in countries where the
convention was adopted, will be equipped with treatment plants of ballast water, taking into account
that in some countries (eg. USA), the local authorities are likely to introduce at the local level,
requirements even more 'stringent than those required by the IMO. Ships equipped with such system
use such system in compliance with the rules in force in the geographical areas of transit and in
accordance with the technical specifications of those plants
A dedicated ballast water management plan is required to be on board vessels calling Canadian ports ;
this plan contains the procedures to carry out the ballast water exchange before entering the Canadian
economic exclusive zone (200 miles from coastline) . The plan also contains the operational details to
carry out the water exchange within 50 miles from the coastline (in particular cases) or the discharge
of ballast water in dedicated areas along the coast . The master has also the chance to keep
segregated the ballast water on board by planning the trim/stability/cargo plan etc. Before arriving to
Canadian ports, a report form showing the situation of the ballast water on board, shall be addressed
to the competent authorities who have the right to impose inspections on board.

During the operations of water ballast exchange at sea, it is to take into account the increase of the
visibility blind sectors from the bridge and the stability criteria. The operations must be carried out in
accordance with the ballast water management plan and the time of stop/start operations must be
recorded in the relevant forms and logbook Part II. In accordance with the requirements of IMO, before
performing changes of water ballast at sea, the following elements should be considered:
- The ship is sailing on deep sea
- There is low traffic density
- Evaluate to strengthen the watch-keeping on the bridge (on deck and/or bow)
- Evaluate meteorological condition
Any precautions taken must be recorded in the logbook Part II.
12.3.6 Biofouling
The rise of fouling on the surface of the hull is a well known phenomenon and which is affecting the
ship running because the contamination (algae, deposits, etc..) causes a higher friction/resistance to
the ship’s running and therefore greater consumption of fuel.

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PROCEDURES AND INSTRUCTIONS 12.3
ENVIRONMENTAL PROTECTION

The phenomenon also affects the pipes of seawater, especially the primary cooling circuit, where the
presence / rising of microorganisms causes lower heat exchange in coolers, clogging of piping/filters
etc..
During the ship staying in the drydock, the hulls are properly cleaned and re-painted as needed, using
the new-generation products (eg silicone paints), which will ensure reduction of fuel consumption and
therefore lower emissions. During the drydock, also the pipes of seawater are subjected to inspection /
treatment/ replacement as necessary.
For ships calling the U.S. ports a biofouling management manuals were prepared, where to records
the various checks to be performed, periodical inspections etc.. all in accordance with the relevant
regulations in the U.S. (CFR33, VGP, etc.).

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PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

ISM CODE
7. DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS
The Company should establish procedures for the preparation of plans and instructions, including checklists as
appropriate, for key shipboard operations concerning the safety of the ship and the prevention of pollution. The various tasks
involved should be defined and assigned to qualified personnel.

CONTENTS

12.4.1 Safety of Ro-Ro passenger ships- Generality


12.4.1.1 Passenger safety
12.4.1.2 Maintaining order
12.4.1.3 Supervising passenger activities on board
12.4.1.4 Health
12.4.1.5 Emergency instructions
12.4.1.6 Defects in areas for passengers – Carriage of PMR (Passengers with reduced
mobility)
12.4.1.7 Check during the voyage
12.4.1.8 Embarkation and disembarkation of passengers
12.4.2 Safety of Ro-Ro cargo ships-Generality
12.4.2.1 Loading/unloading operations
12.4.2.2 Pre-loading
12.4.2.3 Cargo handling
12.4.2.4 Lashing
12.4.2.5 Stowage
12.4.2.6 End of Loading
12.4.2.7 Self –production
12.4.2.8 Port log Book
12.4.2.9 Carriage of dangerous goods
12.4.2.10 Carriage of garbage
12.4.2.11 Precautions during the embarking of vehicles
12.4.3 Safety of Container ships- Generality
12.4.3.1 Hazardous goods in containers
12.4.4 Additional recommendations roro cargo ships/ container ships
12.4.4.1 Heavy vehicles

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12.4.4.2 Lashing of cargo


12.4.4.3 Loading and unloading equipment record
12.4.4.4 Check during voyage
12.4.4.5 Unloading
12.4.5 Fire prevention
12.4.6 Training

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12.4.1 General information


In general, all the legal provisions and regulations issued nationally and internationally must be
complied with as regards safety in the workplace, together with the instructions and recommendations
contained in this manual and in the codes issued by international organisation regarding safety in the
workplace on board ships. Any operation that may endanger the safety of crew members should be
conducted as a general rule under the supervision of an officer or another crew member who has
received the training and instructions envisaged under the Italian Legislative Decree. All work on board
must be conducted in awareness of the Risk Assessment Plan for the area where the activity will be
conducted.

12.4.1.1 Passenger safety


Passengers on board tend to behave as if they were in a hotel and do not always pay enough
consideration to the fact that there may be unavoidable movements on board the ship during the
voyage.
Accidents to passengers can be very expensive for the owner in terms of image, damages,
payment of compensation and increased insurance premiums. The arrangements set out in the
following paragraphs of this chapter and other instructions provided by the Company in this respect
must be followed closely by the crew.

SHIP MOVEMENTS
The most frequent cause of accidents is the inevitable movement of the ship.
If the Master believes that the ship will encounter bad weather, he must provide notices to
passengers through the collective order transmission system, so that they pay particular attention and
limit their movements on board; it may be necessary to consider making certain areas intended for
activities and entertainment for passengers out of bounds for safety reasons.
SLIPPERY SURFACES
Decks or floors that are being cleaned or have been recently cleaned must always be out of bounds to
passengers, marked off with ropes, with clear warning signs. The decks and other walkways should
always be supervised by crew to ensure that any obstacles are removed and that slippery surfaces are
cleaned immediately.
GANGWAYS - RAMPS
Passenger ships must be equipped with reasonably safe gangways, properly equipped with handrails,
non-slip devices, protective mesh and provided with adequate lighting, all in accordance with legal
requirements (Italian Legislative Decree 272/99).
As the gangways are not fixed structures, they are by nature always a danger. They must be as stable
as possible, with the crew supervising each end, ready to assist passengers.
Ramps on ferries (ro-ro ferries) used for the movement of vehicles should not be used for pedestrian
access unless there is a system separating the vehicles from the pedestrians. This can be achieved by
ensuring appropriate protective walkways or ensuring that vehicles and pedestrians do not use the
ramp at the same time.
Where applicable, the embarkation/disembarkation of passengers may take place through suitable
openings in the hull connected by moving walkways (fingers) to the port facilities.
STEPS

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Specialised literature and accident statistics reveal that a substantial percentage of accidents involve
falls on steps, both internal and external. Passengers usually do not wear most suitable types of shoes
from a safety point of view and the most common cause of accidents is women catching their heels on
the edges of steps.
It is advisable to cover the steps with non-slip material and, for outdoor steps, the material should be
water-resistant. In addition, the handrails of the steps should be kept in order and repaired immediately
when necessary. On board some passenger ships, where it has been possible, stairlifts have been
installed for persons with reduced mobility.
LIFTS
Children under 12 years of age can only use the lifts if accompanied by adults. The lifts cannot be
used in an emergency. In this situation, the hotel service personnel should position themselves in front
of the lifts to prevent passengers from using them. Prohibition notices containing these restrictions are
located near the entrance to the lifts. On board passenger ships, where applicable, the lifts allow the
transport of persons with reduced mobility.
A label shall be posted inside the lift showing the following data: standard load (max) in kg. , max
number of passengers allowed , name of the manufacturer , CE mark , serial number and type , year
of built. A list of buttons/decks shall be posted ; the alarm button shall be well visible in red colour .
Further notices must show the following information : children under 12 years are not allowed to use if
not accompanied by adults; no smoking , not use in case of fire.
DIFFERENCES IN LEVEL AND THRESHOLDS
Differences in level and thresholds represent a potential hazard for passengers, but at the same time
are necessary for the general safety of the ship in order to contain water and to ensure stability. Due to
the risk of hazards, passenger ships are built with the fewest possible differences in level while
maintaining the safety of the ship. In areas where these obstructions are unavoidable, the differences
in level must be made clearly visible (even at night and during power failures) and warnings must be
placed and maintained in close proximity. The walkways and relative differences in level of the
thresholds on board passenger ships have been adjusted in order to remove architectural barriers and
thus facilitate the movement of persons with reduced mobility.
SCALDING WITH HOT WATER DURING SHOWERS AND BATHS
Hot water can cause scalding to passengers, especially in showers and bathrooms.
The temperature of the water for washing must be maintained at a safe level and kept carefully under
control. Warnings, containing the recommendation to check the water temperature before taking a
shower or washing must be placed in each bathroom in the passenger cabins, public areas, and/or
included in the safety instructions to passengers.
WARNINGS
- Accident prevention signs (for example):
. SLIPPERY AREA (weather decks etc.)
. MIND THE STEP/ MIND YOUR HEAD (high thresholds, low doors)
. AUTOMATIC SLIDING DOORS - KEEP AWAY
. AUTOMATIC FIRE DOORS - KEEP AWAY
- Prohibition signs (for example):
. NO ENTRY TO UNAUTHORISED PERSONS (bridge, propulsion centre
etc.) IN RESTRICTED AREAS.
. CREW ONLY (crew accommodation etc.)
. DANGER DO NOT ENTER (operating positions, conditioning stations
etc.)
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MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

- Information signs (for example):


. KEEP AN EYE ON CHILDREN ON BOARD (Purser’s Office etc.)
. UNSUPERVISED AREAS - KEEP AN EYE ON CHILDREN (children's
play area etc.)
. KEEP DOGS ON A LEASH (Purser’s Office etc.)
12.4.1.2 Maintaining order
The Master must act in such a way that any disruption to passengers does not spread to the rest of the
ship. The Navigation Code gives the Master the authority to impose disciplinary procedures for each
passenger.
A passenger may be restricted in his freedom on board for his safety or the safety of the rest of the
passengers and the ship. If a passenger is detained, the Master must pay particular attention to any
damages that may be claimed by the passenger against the owner for illegal detention.
The Master must ensure that no passengers interfere with the work and the organisation of the ship.
Passengers must not be allowed in areas of operation of the ship and in restricted areas (e.g. the
engine room, galleys, control centres, bridge etc.) unless they are specifically invited and are
accompanied by a member of the crew.
The Chief Mate must take all necessary measures to maintain a good level of relations between crew
and passengers. For security procedures on board ro-ro passenger ships, please refer to the contents
of the Ship Security Plan, prepared in accordance with the requirements of the ISPS Code.
Aboard all the Company’s ships, in accordance with applicable laws at national level, smoking is
forbidden. Some passenger ships have dedicated smoking areas.

12.4.1.3 Supervising passenger activities on board


The Master must use all his skills and those of the crew to ensure that all the ship's equipment is fully
used for entertaining and occupying passengers.

SWIMMING POOL
The swimming pools must be protected by a net if there is no continuous lifeguard service. No-one is
permitted to enter the pool when it is empty: in order to avoid personal injury, protective netting will be
put in place, or a continuous lifeguard service will be established.
Personnel working at the swimming pools must immediately inform the Deck Officer on Watch of any
abnormalities that may occur which would jeopardise the safety of passengers (too many passengers
in the pool, water leakage due to ship movements). Personnel working at the swimming pools should
be properly instructed on these provisions.

NIGHTCLUB/BALLROOM AREA
Continuous supervision must be ensured whenever the nightclub/ballroom area is used. The nightclub
operator should possess adequate experience and skills, and will also be responsible for enforcing the
smoking ban in the nightclub/ballroom area and must have adequate knowledge of the location and
use of the fire extinguishers, emergency escape routes and manual fire warning devices.
This person must inform the Chief Purser of any abnormal event (nightclub area crowded, quarrelsome
passengers, people in a drunken state) and the Purser will in turn inform the Master. In cases where
the Operator is unable to contact the Chief Purser, he must contact the bridge. The Officer in charge of
training the nightclub area operator is the Chief Purser.

BARS/RESTAURANTS/SELF-SERVICE

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MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

If people are in a drunken state, bar/restaurant/self-service personnel must inform the Chief Purser
who in turn must contact the Master. Said personnel must act according to the same provisions
envisaged for the nightclub operator.

On board some vessels, the company has increased the number of life saving appliances to get
authorisation to carry a bigger number of people; in order to assure a seat to all people on board, when
the vessel is a carrying a number of passengers more than the initial capacity , but allowed, in any
case by the safety passenger certificate (eg. Cruise Barcelona class, with increased nr. of people on
board from 2150 to 2944) , the ship’s command, following company/DPA authorisation, will use part of
the seats of the passengers common areas which are normally closed when not in service (eg. Self
service, restaurants, driver lounge, etc.).
During the time of service/opening of the above common areas (restaurants etc.) , a suitable number
of seats will be reserved to permit the catering services; the spaces/seats will be indicated by tapes
and stanchions. The whole areas (seats for passengers and seats for catering services ) will always be
attended by crew members during the staying of the passengers on board.

Wellness centre/ casino/shops/games and entertainment areas


Properly trained and specialised personnel are in charge of managing the wellness centres, casinos,
shops and games and entertainment areas on passenger ships. This personnel ensures that all
equipment, systems and facilities present in these areas and the premises themselves are always in
perfect working order and that defects and/or anomalies are immediately referred to the chief purser
who will take the appropriate course of action.
This personnel must inform the Chief Purser of any abnormal event (crowded areas, quarrelsome
passengers, people in a drunken state) and the Purser will in turn inform the Master. In cases where
the personnel is unable to contact the Chief Purser, they must contact the bridge. The personnel must
have adequate knowledge of the location and use of the fire extinguishers, emergency escape routes
and manual fire warning devices.

12.4.1.4 Health
The Master must ensure that all hygiene-related precautions are taken in the galleys, pantries, bars,
restaurants and toilet facilities in order to protect passengers from any danger of infection.
The HACCP self-control system is in place on ships, and the Master (cargo ships) or the Purser
(passenger ships) takes responsibility for this. The Company has contracts with specialised firms
responsible for advising and monitoring the progress of the HACCP system.

12.4. 1.5 Emergency instructions


As required by SOLAS, each person on board must be given clear instructions to be implemented in
an emergency.
Safety instructions should be prepared, in appropriate languages, in all passenger cabins and
prominently distributed at assembly points and in other passenger areas to inform them of:

- their assembly points;


- actions essential in an emergency;
- how to put on lifejackets.

In the event that a Ro-Ro passenger is employed on a different trade, prior to start this trade, the ship
will be instructed in order to provide emergency instructions in the passenger cabins and public areas,
in the languages spoken on the trade where the ship will be employed. In the same situation, the
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MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

instructions to communicate via intercom to passengers in cases of emergency and / or during the drill
will be provided to the ship in different languages. Usually for each trade, four languages are
identified, chosen among those who represent the majority of the nationalities of passengers carried.
The detailed procedures/instructions and choice of languages, are included in the decision support
plan of the Master.

An emergency exercise, with involvement of passengers and giving instruction them for the use of
lifejackets and the action to be taken in case of an emergency, must be made prior to departure or
immediately after departure for voyage during which passengers are expected to be on board for more
'than 24 hours.
In any case, the passengers on board ro-ro passenger ships, will receive adequate safety training of
safety, through the television circuit on board and will be informed on the need to carefully read the
instructions and illustrations located in their cabins. A video support (cd) with emergency instructions in
languages (4) of better diffusion, depending on the lines, was supplied to ships and will be shown
immediately at the sailing

During the announcements or the transmission of safety instructions, all forms of


entertainment should be stopped, unless they are announcements related to ship security and
environmental protection.
Passengers on board cargo ships (max 12) receive emergency instructions from the designated Deck
Officer, who will record this on the corresponding familiarisation form.

12.4.1.6 Defects in areas for passengers - Carriage of PMR (Passengers with reduced
mobility)
Company policy requires that all areas provided for passengers are aesthetically, functionally and
hygienically speaking “perfect”.
The aforementioned requirement is not only for the corporate image, but also for safety reasons and
subsequent legal and insurance issues.
A detached panel, a faulty electrical socket or a broken lounge chair therefore not only give a negative
image but also pose a risk to passenger safety.
The Chief Purser must make continuous and accurate inspections of all passenger areas (including
the weather decks) to verify each anomaly and initiate the necessary action.
Each week, a Purser on board makes a full inspection and a report must be completed. At the end of
the inspection, the Master must countersign the report prepared by the company (form) and keep a
copy. The report must contain notes relating to any defects which may endanger the safety of
passengers. Reports must be collected in a special folder and are subject to review by Company
personnel.
Notwithstanding the Company’s commitment to removing all architectural barriers from operated ships
which make the embarkation of persons with reduced mobility (PRM), with handicaps or otherwise in
need of assistance difficult, the Passenger Department will inform the ship as appropriate if persons
with these problems are to embark. The ship’s Command provides for the use of a group of crew
welcoming passengers on board, providing them with all necessary assistance. For emergencies, the
muster list identifies crew members in charge of assisting disabled passengers.
The Company has ensured that ships comply with the National Plan of Action for Compliance with the
requirements for the Transport of Persons with Reduced Mobility, as set out in the Ministerial Circular
10/SM-04/01/07.

The crew responsible to PMR assistance has an identification band on his arm light blue with white
cross. It will be Master / Purser care properly deploy such bands.
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MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

With the definition of PMR (Disabled people), are all the categories of persons who do not have full
mobility; within into this category: pregnant woman, women with babies, elderly person with difficulty
moving autonomously, person with syndromes audio / visual / sensory, etc.
Passengers wishing assistance as PMR can be requested when booking or on board directly by filling
out the form available in more 'languages at the reception. The Purser must notify the Master at each
departure the number of passengers and PMR.

12.4.1.7 Check during Voyage


On board ro-ro passenger ships, passengers are not allowed access to the cargo areas (garages),
during the voyage unless this is authorised by the Master, in which case the passenger must be
accompanied by an Officer designated by the Master. At sea, an adequate system of regular safety
patrols will be put in place at set times to check areas set aside for vehicles, passenger areas, escape
routes etc. The patrol schedule is available on the bridge and the Officer of the Watch is responsible
for ensuring the patrol procedures are implemented. A patrol record form, duly signed by the Officer on
Watch and the personnel in charge of the patrol, is available on the deck.
Where are transported LPG / CNG vehicles, patrol staff should be trained on the use of gas detectors
to be used during patrols in cargo areas where such vehicles are stowed .

12.4.1.8 Embarkation and disembarkation of passengers


Embarking and disembarking passengers must occur in line with the provisions of the Company issued
with an appropriate company policy.
The Purser is responsible for coordinating these operations in collaboration with the Purser, with the
Chief Mate and with the head of shore-based organisation. In this regard, the schedules and
procedures for embarkation/disembarkation will be agreed upon, including checking tickets and
documents, security controls and the management of checks to be carried out by the local police,
customs etc.

A. Computerised passengers’ registration system of the ships managed by the Company


As foreseen by the Ministerial Decree of 13 October 1999, (adopted from Directive 98/41/CE) the
Company implements a procedure of passengers’ registration in order to:
- Guarantee that the number of persons on board does not exceed the maximum number allowed
by the security certificate of every ship.
- Collect the information about all the people on board to facilitate search and rescue operations
and cope with SAR events.
- Be informed at any time about the number of persons on board (passengers, crew, guests,
technicians, etc.).

The competent Ministry of transportation approves the registration system through the Headquarters of
the harbor Master offices
CALCULATION ACTIVITIES
In order to guarantee that the number of persons on board does not exceed the maximum number
allowed by the security certificate of every unit, the e-booking reservation system is set with the aim to
avoid the issuing of a number of tickets higher than the limit established (babies up to one year not yet
turned are not included). With booking purposes, the maximum number of full-staffed crew is always
set.

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MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

Furthermore, in order to be informed at any moment about the number of persons on board
(passengers, crew, guests, technicians, etc.), all our Company’s passengers’ ships, under the Master’s
responsibility and through the crew coordinated by the Purser, count the embarking persons at any
berthing harbor. The crew, using a barcode reader, reads the passengers’ boarding pass after having
checked that the data on the ticket corresponds to those on the identity document. Data uploaded in
the “people-counter” are downloaded in the system by the Purser in order to automatically elaborate
the finale passengers’ list to be transmitted to the competent authorities according to the established
deadlines and modalities. This procedure is described in the “Company’s policy for passengers’
transportation”. Passengers are allowed to board only if provided with ticket/boarding pass and through
embarkation/disembarkation points indicated on board. Except for derogations established by the
competent Authority, only the driver is allowed to sit in the vehicle during embarkation/disembarkation
operations.
The total number of on board persons has to be communicated to the following:
- The Master, before ship’s departure
- The person responsible (assigned to) to data recording
- The appointed authority at departure time and through the Master.

REGISTRATION SYSTEM
Dr. Francesca Marino is the person responsible for the registration; in order to take over the
responsibilities she countersigns a formal appointment act. Dr. Marino is responsible to store and
transfer the information acquired from all ships. In case of need, the responsible for registration is the
only person to whom the Company and the Authority in charge can address for acquiring the
necessary information.
The passengers’ registration is carried out through the computerised reservation e-booking system
that gathers mandatory data requested by the Decree: Name, surname, gender, birth date and
information on special care or assistance that is eventually needed by the passenger in emergency.
The tickets’ reservation through e-booking can be done according to the following;
- Via web/xml platforms directly by the passenger or travel agency (B2C and B2B system)
- By contacting Grimaldi Lines call centre or at Grimaldi Lines’ Company office.
- At the ticket offices located in ports of departure.

E-booking system communicates with the computerised system DMGPAX, located in the ticket offices
in harbours and on ships; this system is used to issue boarding cards and to check the passengers’
lists, as well as on board services (for example, meals packages) related to passengers.
Phase 1
The check in is carried out in the ticket office after having verified the document’s validity and its
correspondence with the data of the booked passenger.
Phase 2
At the ramp, the correspondence between the passenger’s document and the boarding pass is
checked and afterwards the barcode located on the boarding pass is detected and recorded.
Phase 3
After having closed the check-in, the final passengers’ list is forwarded on board (automatically
transferred or via USB pen)
Phase 4
The ship’s Command, after completing the embarkation procedures, downloads in DMGPAX system
the data registered by the “people-counter”, comparing those data with the passengers’ list previously
received in order to obtain the final list of the passengers actually on board with evidence of “no show”

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PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

to be transmitted to the Authorities within 30 days after departure. The Purser sends via e-mail the final
passengers’ list and the list of embarked crew (also provided of the compulsory data) to the following:
- Person responsible for the Registration
- Passengers’ office in Naples
- Competent authorities (upon request)

In case of malfunctioning of the computerised e- booking or DMGPAX system, the information is


recorded and stored.
All persons designed to using the computerised system of ticket issuing share its utilisation modalities.
The system’s software of e-booking registration meets all functioning criteria foreseen by art. 7 of the
Decree from 13/10/1999, meaning: readability, availability, functionality and security. The same
requirements are satisfied in case the system is manually utilised.
The implementation of Decree from 31/10/1999 and the Decree n. 196 “CODE ON PERSONAL DATA
PROTECTION” from 30/06/2003, are mentioned in the General Conditions annexed to the ticket and
published on the site www.grimaldi-lines.com.
CONTACTS OF THE PERSON RESPONSIBLE OF THE PASSENGERS’ REGISTRATION
Function Name Office tel. Mobile phone
Responsible person for data recording Marino Francesca +39081496564 +393356000563
Deputy responsible person for data recording Fagiolo Massimo +39081496561 +393406480595

CALLS IN INTERMEDIATE PORT


At calls in intermediate harbours the crew is in charge of counting the passengers in order to ensure a
proper updating of passengers’ list at any departure; on foot passengers are checked at the pedestrian
boarding point; vehicles’ drivers are checked by the crew at the vessel’s ramp. Counting operations
(with people- counter) are recorded in proper forms and data are verified together with embarkation
lists. The Master at arrival/departure time will communicate to the Harbour Master Office via VHF the
total number of persons on board.
At intermediate port calls is forbidden to disembark/re-embark in transit passengers; derogations can
be allowed in case of emergency and, in this case, the Purser has to draft a list of people who go
ashore (under no circumstances vehicles of in transit passengers can be disembarked/re-embarked).
This list must be handled to local police and security crew on duty at the ramp who takes note of the
exit and entry time on board. Concerned passengers are informed by the Purser about the entry time
limit and have to bring with them their identification documents, as well as boarding pass; they are
checked when returning on board. If any of the passengers does not return on board within the
expected time the Purser has to inform the Master, passengers’ office, the Agency and local police; the
cabin and the vehicle have to be checked and, (if possible) the disembarkation of the vehicle is carried
out in coordination with the Agency’s representatives/police. This procedure has to be followed also
for round trip passengers.
COMMUNICATIONS
Passengers’ vessels have to send a message to the Company within 30 days from the departure
(DPA, Commercial Offices, person responsible for passengers’ registration), including the following
data:
- Vessel’s name/date/time
- Number of passengers older than 12 years/ Number of passengers between 3 and 12 years old,
number of passengers younger than 3 years.

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

- For each bridge: Number of vehicles divided by: trailers/cars/vans/bus/trucks with drivers/other
vehicles (e.g. motorbikes etc.)
- Total weight of the load on each bridge
- Dangerous cargo on board – IMDG category, weight, position on board.

B. System of manual registration of the ships managed by the Company not equipped with
computerised system (e.g. Eurocargo Napoli)
As foreseen by the Ministerial Decree of 13 October 1999, (adopted from Directive 98/41/CE) the
Company implements a procedure of passengers’ registration in order to:
- Guarantee that the number of persons on board does not exceed the maximum number allowed
by the security certificate of every unit
- Collect the information on all the persons on board to facilitate search and rescue operations and
cope with SAR events.
- Be informed in any moment about the number of persons on board (passengers, crew, guests,
technicians, etc.).

The competent Ministry of transportation approves the registration system through the Headquarters of
the harbor Master offices.
COUNTING OPERATIONS
Considering that the M/V Eurocargo Napoli does not transport passengers, but only drivers, as stated
by the Company and approved on 29 October 2008 by the general headquarters of the harbor Master
offices, it is established that the passengers’ registration system on this ship is manually carried out.
In order to guarantee that the maximum number of persons on board does not exceed the limit allowed
by the security certificate of Eurocargo Napoli, the Commercial department informs directly the
concerned Agencies about the maximum number of drivers who can be embarked.
Furthermore, in order to be informed at any moment about the number of persons on board
(passengers, crew, guests, technicians, etc.), the ship under the Master’s responsibility and through
the crew coordinated by the Purser/ Chief Mate, counts the embarking persons at any berthing harbor.
On board access is allowed only to drivers indicated in the bill of lading and only through
embarkation/disembarkation points indicated on board.
The total number of on board persons has to be communicated to the following:
- The Master, before the ship’s departure
- The person responsible (assigned to) to data record
- The appointed authority through the Master, at departure time.

REGISTRATION SYSTEM
Dr. Francesca Marino is the person responsible for the registration; in order to take over the
responsibilities she countersigns a formal appointment act. Dr. Marino is responsible to store and
transfer the information acquired from all ships .In case of need, the responsible for registration is the
only person to whom the Company and the Authority in charge can address for acquiring the
necessary information.
Since the passengers’ registration is connected to the embarkation of the truck/articulated vehicles,
as indicated in the bill of lading, it takes place directly at the Agency. The Master through his/her
delegates collects compulsory data requested by the Decree: Name, surname, gender and birth date.
Phase 1

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PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

The hauler communicates to the Agency (booking) the names of the drivers who will embark on board
of the ship
Phase 2
The Agency drafts a list of the cargo items, indicating the drivers’ names
Phase 3
The driver with the articulated vehicle approaches the ramp access where the Master or a Delegate,
after having verified the document’s validity, and its correspondence with the cargo list authorises the
embarkation.
Phase 4
Once the embarkation phase is over it is the responsibility of the Master or his/her delegate to draft a
final list with the foreseen FALL form 6
Phase 5
The Master or his/her delegate within 30 minutes after the departure has to send via e-mail the final
passengers’ list and the list of the embarked crew (also inclusive of mandatory data) to the following:
- Person responsible for the Registration
- Passengers’ office in Naples
- Competent authorities (upon request)

CONTACTS OF THE PERSON RESPONSIBLE OF THE PASSENGERS’ REGISTRATION


Function Name Office tel. Mobile phone
Responsible person for data recording Marino Francesca +39081496564 +393356000563
Deputy responsible person for data recording Fagiolo Massimo +39081496561 +393406480595

CALLS IN INTERMEDIATE PORT


At calls in intermediate harbours the crew is in charge of counting the passengers in order to ensure a
proper updating of passengers’ list at any departure; on foot passengers are checked at the
embarkation point for pedestrians; vehicles drivers are checked by the crew at the vessel’s ramp.
Counting operations (with people- counter) are recorded in proper forms and data are verified together
with embarkation lists. The Master at arrival/departure time will communicate to the harbour Master
Office via VHF the total number of persons on board.
At intermediate port calls is forbidden to disembark/re-embark passengers in transit; derogations can
be allowed in case of emergency and in this case the Purser has to draft a list of people who go
ashore (under no circumstances vehicles of in transit passengers can be disembarked/re-embarked).
This list must be handled to local police and security crew on duty at the ramp who will take note of the
exit and entry time on board. Concerned passengers are informed by the Purser about the entry time
limit and have to bring with them their identification documents, as well as boarding pass, and are
checked when returning on board. If any of the passengers does not return on board within the
expected time the Purser has to inform the Master, passengers’ office, the agency and local police, the
cabin and the vehicle have to be checked and, (if possible) the disembarkation of the vehicle is carried
out in coordination with the Agency’s representatives/police.

C Procedure to verify the conformity of passengers’ registration system used by the


Charterer for the Company’s fleet (time charter with owned manned vessels)

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

In case of chartering of an owned manned vessel, the Company carries out the necessary checks on
the passengers’ registration system applied by the Charterer. Within 10 days after the beginning of the
ship operations, the Company acquires and presents to headquarters of the harbour Masters offices
the following documentation:
1. Appointing letter of the Passenger Registar
2. Form of the used tickets/boarding passes
3. Form of the used passengers’ list
4. Possible approval of the registration system owned by the charterer
5. Indication of the counting device used on board (typology of the basic functioning)
6. Table summarising the tasks of the crew staff assigned with checking and counting the
persons.
7. Identification details of the charted ships
8. Short illustrative report on the functioning and interaction of the chartering Compan’s
(Commercial subject) registration system with the security apparatus of the Company that
freights the ship (subject responsible for SMS management)

The acquisition and verification of the documentation is carried out according to the following
procedures:
1. Verification of the Charterer’s utilisation of a passengers’ counting system that is approved by
its Administration.
2. Verification of the “Passengers list Registrar/s”
3. Verification that the appointments of the “Passengers list Registrar/s” has been forwarded to
the Authorities of ports of call.
4. Request of technical details of the electronic system utilised for passengers’ registration.
5. Request of details on the utilisation and management of the system through specific questions
to the Charterer
6. Verification that the system approved by the Administration of the European Union member
State operates according to points 6, 7, 11 and 16 of the Circular of General Headquarters
s.g.n. 104/2014
7. With regard to the above-mentioned points 1,2,3,4,5 and 6 the verification is carried out by
sending to the Charterer a questionnaire (annexed to this procedure) to request the details of
the system functioning and of the documents proving the system approval.

In case the information registration system is not approved, the Company will also provide evidences
of the evaluation of what requested by the Circular S.G. n.104/2014at points 12,13,17 and 18.
Annexes: Questionnaire to verify the passengers’ registration system of the Charterer.

QUESTIONNAIRE FOR THE VERIFICATION OF THE SYSTEM FOR PASSENGER


REGISTRATION USED BY THE CHARTERER.

1- Do you have in place a system for passenger data collect approved by the competent administrations?
Yes No
If yes, please kind briefly specify which system is used on board to count the embarking passengers -
eg. electronic devices or similar (eg. Bar code scan or similar) - in this case please kind give details of
the procedures and characteristics of the devices/aids.

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PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

2 – Please specify the Name(s) of the appointed passenger registar and contacts

Name ……………………………………………………………………………………………….

Contacts (Ph; Email; Fax; Etc.)…………………………………………………………………………


3 - The system shall have an automatic device in order to stop the booking list when the number of the
passenger reaches the max number allowed for that vessel. Please kind detail the performance and the
procedures you have in place in case of manual booking (eg. Last minute, ticketing at ports of call etc.)

4 - Please kind confirm that passenger boarding access points are duly identified on board the vessels
(label etc.). Please kind specify the access points.

5 - Please confirm and give details about the attendance of your personnel at passengers access points on
board and the devices they use for passenger counting.

6 - The access of the passengers shall be denied though other boarding points different by the authorised
access points. Please kind confirm/detail.

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PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

7 - The counting of all boarding passengers shall be assured – please detail the procedure/aids for
counting

8 - The counting of all disembarking passenger shall be assured - please detail the procedure/aids for
counting (this task is mandatory at any port of call, including transit ports)

9 - Any people (except the crew) cannot be allowed to board the vessels without a ticket/boarding pass.
Please kind specify which procedure you have in place for this

10 - Before ship’s sailing, the correct total number of the people on board (passengers crew) must be
known, also taking into account boarding/disembarking/transit passengers. Please kind detail which
procedure you have in place for this

11 - Embarking and disembarking of passenger vehicles shall be allowed with only the driver in the vehicle;
this requirement can be overcome on the bases of port regulations. Please kind specify the actual
condition you have in place.

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

12 - Please kind specify the procedures you have in place to collect the following passenger information:
surname/name/sex/nationality/age or category/needs for special care

13 - Please kind specify the procedure you have in place for the issuing of passenger ticket and boarding
pass.

14 – Please kind specify the procedure you have in place for: destruction / accidental or intentional loss /
accidentally modified or faked data / unauthorized access or disclosure (e.g. Password-protected
system, back up of data and so on.)

15 – Please kind confirm that you have send the passenger register appointment letter to the maritime
designed authorities at port of call of the vessel. - Yes No (If Yes, please kind send a copy to the
company)
16 – In case of emergency (e.g. SAR operation etc.) The complete list of those on board must be
immediately available at company office (DPA). Please kind confirm you agree to made the list
available. Yes No Please kind specify the method/system you have in
place to make available the list to the company.

17- You are kind requested to return this form duly signed/dated with the following attachments:
a) Approval certificates of your system issued by the competent authority.
b) Appointment letter of your passenger registar and contact
c) Pro-forma of passenger ticket
d) Pro-forms of a passenger boarding pass
e) Pro-forms of a passenger list
f) A table showing the list of the people ashore and on board in charge of the activities related to the
passenger registration system. Please specify any individual duties.

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

Date/place…………………..………………… Signed ……………………

Mr./Mrs.______________________
Stamp of Charterer
-------------------------------------------------------------------------------------------------------------------------------------
The above procedure is approved by the competent Ministry of transport through the Coast Guard
Headquarters.

12.4.2 Safety of Ro-Ro cargo ships-Generality


An appropriate portable gas detection instrument is supplied to ships to detect the atmosphere in the
garage (level of carbon monoxide) and other enclosed spaces destined for the stowage of vehicles.
The information and provisions contained in the Cargo Securing Manual and the Quality Manual must
be followed by the crew involved in moving and securing the vehicles. When the movement and
stowage of vehicles involves more than one person, it should be conducted using a mutual
communication system (such as walkie talkies).
The officer in charge must ensure that the conditions of the working environment for the crew are
suitable, assessing the existing risk in the area concerned (Risk Assessment Plan), so that necessary
preventive measures to eliminate or reduce potential risks can be taken. The areas intended for the
transit of pedestrians must be properly marked and suitable notices should be put in place to warn of
the dangers caused by the movement of vehicles
The crew must wear personal protective equipment (helmets, overalls, safety shoes, fluorescent vests,
gloves). Under no circumstances must be vehicles be secured until they are parked with the
handbrake engaged. The crew in charge of the loading/securing inspection, or the actual securing and
stowing, must take special care when going to decks where vehicles are stowed, given the presence of
the gripes that may make passing through difficult, especially in bad weather conditions. As regards
ventilation and extraction, national and international rules and regulations must be complied with. If
there are doubts about the air quality in the garage area, appropriate measures must be taken (e.g.
measuring the concentration level of carbon monoxide, increasing ventilation etc.). The level of noise
caused by vehicles should be carefully evaluated and the appropriate ear protection used if necessary.
Please refer to the reports of phonometric measurements and the relative risk assessments regarding
noise exposure. If you suspect the presence of flammable fumes, it is necessary to isolate all electrical
circuits and equipment that is not intrinsically safe should be isolated from a position outside the area
concerned. The crew and shore-based personnel will not be allowed to enter the garages until the
fumes have dispersed. The ramps and lifting equipment must be kept clean of oil, grease, water or
other liquids that could result in a risk of slipping.
Oxygen cylinders, acetylene cylinders and tanks containing flammable liquids must not be stowed in
garages. Special precautions in handling and arranging vehicles carrying hazardous goods should be
taken in accordance with national and international standards.

12.4.2.1 Loading/unloading operations


In addition to the procedures in this manual, the following general provisions should be observed:
No work must be performed in adverse weather conditions. Operations must be conducted under the
responsibility of a deck officer. During operations, the officer in charge must be aware of any work that
is carried on deck and he must ensure that safety and personal protection measures have been
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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

adopted (e.g. lifting materials using a crane etc.). The crew, if authorised to use the cargo handling
equipment, must have been trained. The officer must check that the safety and protection devices for
the machinery/equipment on deck are active and in working order and properly identified if there are
any possible hazards to personnel. If handling hazardous goods, personnel must be informed of the
precautions to be taken.
A communication system must be established between the ship and the terminal and the port workers.
If using a system of hand signals, these must be clear and agreed upon beforehand. The maximum
load limits for the lifting equipment must be respected. The crew are responsible for reporting any
damage to equipment or cargo that could pose a danger to the safety of the workplace to the officer on
watch.

12.4.2.2. Pre-loading
1. The chief mate identifies personnel available, who are the designated tasks related operations
to be performed, which will be established and assigned depending on the operational needs;

2. the chief mate holds a meeting with the head of the terminal; the purpose of this meeting
is to establish the appropriate coordination of the operations to be done by shore-based and
ship-based personnel, in order to avoid dangerous interference

3. further the exchange of risks present either on board and quay is also performed;

4. when using cargo handling equipment (tug masters, forklifts, etc.), during the meeting will
determine how to use these resources, whether they belong to the ship or the terminal.

5. must also be agreed upon the means by which predisposing signal man employed to
assistance on board of the drivers of vehicles (cars, trailers, trucks, handling equipment in
general). The signal man belong mostly to the port workers, except in cases of self-
production operations, where the signal man is identified among the crew. In any case, the
chief mate must ensure that in all handling operations of vehicles, if necessary the presence
of the signal man, these are made available in locations more 'appropriate.
6. At the end of the meeting, a coordination and risk assessment form (checklist) and further a
document reporting assigned duties, signed by the persons in charge including signal man.
7.Special attention is to be paid during the stowaway search inside the loading vehicles at risky
ports. The inspection must be performed by implementing all precautions to avoid movements of
the vehicle (eg. stop the engine, insert parking brake, etc.)

12.4.2.3 Cargo handling


1. Before granting access to each individual deck for loading/unloading, it is necessary to
check the decks, making sure that all necessary precautions have been taken.

2. Bridges and ramps should only be handled by the crew, after authorisation from the chief
mate, who must ensure that these bridges and ramps are properly positioned and prepared
by ensuring all appropriate signs, stanchions/harness lines etc. are in place before
authorising access to port workers and the crew in charge

3. The movement of vehicles / cargo on board should be permitted only for the following
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PROCEDURES AND INSTRUCTIONS 12.4
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MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

personnel:
- Drivers / Passengers boarded with vehicle accompanying
- Drivers - operators belonging to the stevedoras companies authorized
- Crew (only for ports where the rule of the regime of self-production)
Every other person except those belonging to the categories mentioned can not operate on
board of the vessel. Any request that might be made must be categorically rejected.

4. the crew, chosen as the para A.1, assisting / monitors operations, must watch the
movements of the drivers (passengers and / or port workers) and supervise that all operations
are conducted in full compliance with the safety standards.

5. In any case, anyone who is in cargo deck, must always be outside of the area of handling
vehicles.

6. Also make sure that on cargo deck is always available and properly provided safety
signs.

12.4.2.4 Lashing
1. Operations concerning loading (cargo lashing on decks and ramps) should be performed under
the responsibility of a Deck Officer, in charge from the Chief Mate as mentioned above.

2. Cargo must be conveniently and properly lashed before the ship leaves the dock, using special
care when it is very likely to encounter bad weather. Where are adopted locking devices consist of
blocks or wedges wheels, must still be provided for lashings for the block of the upper part of the
medium where this' is reasonably practicable.

3. All buses and / or heavy vehicles must be secured in addition to the normal lashings with
additional lashings, taking into account any bad weather encountered

4. The lashing of the cargo must be carried out in accordance with the provisions of the Lashing
manual (Cargo Securing Manual) provided by the Company in accordance with IMO Resolution
A.714 (17) "Code of Safe Practice for Cargo Stowage and Securing

5. If is planned to encounter bad weather, Master prepares for the installation of additional lashing
devices in addition to those provided by the lashing manual in order to raise the safety margin

6. All heavy cargo must be properly lashed. It is’nt never assume that the only weight, or the
structure or friction, are sufficient to secure it properly.

12.4.2.5 Stowage
1. The responsibility is of the First Mate, who may appoint an officer responsible for its purpose
reference.

2. The officer in charge must ensure that the sequence of loading distribution, the lashing of cargo
and the resulting draft, are compatible with the characteristics of the ship and the planned
voyage and that stability remains within the limits of the "Instructions to the Master on stability "

3 A loading plan must be prepared.

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MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

4. If the ship is equipped with a "calculator for loading" or "loading manual”, the responsible officer
must ensure that hull stresses are within the limits given in the instructions to the
Master

5. The officer in charge will verify the stability of the ship in the new trim. The verification is
performed using the software provided to the ship.

6. At the end of the Calculation of stability the officer in charge shall print its report using only the
layout provided by using the software provided to the ship, avoiding to use personalized forms.
At the end of the calculations, the officer responsible will sign said report.

7. The officer in charge of the stability calculation must have adequate knowledge and
familiarization regarding the use of the software for this calculation.

8. It’s Master’s responsibility verify the level of familiarization of the Officer in charge of calculation
software of stability and if necessary arrange to carry out the training course. Therefore, the
Master will check to verify the stability Calculations / trim of Officer responsible and will
countersigning it for appropriate response.

9. The sequence of loading will be made known to the personnel of land that must be boarded the
load and with these agreed.

10. If the cargo transported on vehicles to be embarked is composed of sheets or rolls of steel or
similar, both the weight of the vehicle systems and the systems securing the cargo to the
vehicle must be carefully monitored.
11. When the nature of the cargo to be loaded is not fully known to the Master, the Commercial
Department must be contacted immediately for instructions (see also paragraph 12.2.1).

12. The Master must deny loading of cargo whose transport is not permitted by the certificates held
by the ship.

13. The weight of each vehicle to be embarked must be previously known before loading it and the
Chief Mate must ensure that it is placed on the deck with an adequate capacity, according to
the stowage plan.

14. The weights should be evenly distributed throughout the length and breadth of the ship to avoid
excessive variations of trim or heel. In order to limit the effects of free spaces on stability and to
ensure that positive stability is always maintained, all ballast tanks in use must, if possible, be
filled or emptied completely.

15. The officer in charge of loading should always check in advance that the stability parameters
fall within the limits prescribed by the Master’s instructions for stability.

16. During loading operation , listing of the vessel must be avoided; this is in order to protect the
stern ramp structure . An appropriate distribution of the cargo on board shall be performed by
the cargo officer; as well as, the ballast water and loading sequence must properly be
managed. The anti-heeling system (where fitted) shall always be running in auto mode.

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

12.4.2.6 End of Loading


1. The Chief Mate, together with the Boatswain and other Deck Officers, must carefully check that
the vehicles and any other cargo have been secured to the highest standard, in accordance
with the Cargo Securing Manual approved by the Classification Body.

2. Before closing each external hatch, it is necessary to check the support surface in order to
ensure a correct seal.

3. The internal ramps should always be secured. They should never be left suspended on the
handling equipment.

4. The movable decks, such as car decks, which can be raised or lowered, must be properly
secured with fixed locking systems when they are loaded and not left suspended on lifting
systems.

5. Ramps and external hatches must be closed before the departure of the ship. When this is not
possible for any reason, closure must take place as soon as the ship leaves the berth.

6. Where ramps and external hatches are not able to be closed properly, the ship must postpone
its departure and re-moor in order to carry out the necessary repairs. The relevant authorities
and the DPA should be informed of this event.

7. before closing the ramp the chief mate will have to ensure that no extraneous person to the
crew will find in garages and about this he must inform the Master

8. the order to close the ramp will be given by the Master, after he has received all the
information related to the completion of the lashing, the landing of all the stevedores, the
landing of any person external to the crew, as the above points, and as connected to the
operations related to the departure of ship
12.4.2.7 Self-production
In some ports, on the basis of specific agreements with local authorities and organisations, in
accordance with current regulations, ships may be permitted to operate under a self-production
regime. This enables embarkation/disembarkation/lashing/unlashing operations to be entrusted to the
crew. The Master and Chief Mate will be responsible for ensuring that personnel in charge of these
operations are properly informed and trained.
Applies accordingly previous paragraphs as loading, handling, stowage and lashing of cargo with the
following variants:

- the pre-embarkation meeting between the chief mate and the terminal representative
should take place nevertheless in order to ensure appropriate shore/ship coordination.
- In general, , the crew as chosen and trained from the first officer deals with , lashing and
unlashing and stowing operations of cargo, moving the vehicles from the ramp until
reaching the stowage position on board (embarkation) and vice versa (disembarkation).
- Lashing/ unlashing operations are carried out taking the risks associated with these
activities into account as described in paragraph 2.
- Under the self-production regime, the role of signaller is normally entrusted to crew
members, who, following instructions from the chief mate, are sent to the strategic points
deemed most appropriate for effective signalling to drivers.

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

- Signallers that are crew members are trained by the chief mate regarding stowing
methods (embarkation/disembarkation sequences and flows), regarding the minimum
stowing distances (also bearing in mind requirements from car manufacturers) and
regarding the fixed securing points and methods for using gestures as signals etc.

12.4.2.8 Port Log Book


The chief mate is responsible to istitute a "Port Log Book" to be kept in the cargo office and where to
register for each port:

- Description of operations to be done and date of start / end of the various activities in the
various decks
- Name /the signalling /s (identified / with a orange safety gilet) and date/ time of the start
/end of each turn
- Name of the / operator of the crane on board and date / time of the start / end of each turn
- Signature of the chief mate at the beginning and end of commercial operations in that port
- Signature of the deck officers at the beginning / end of own turn
- Any additional info notable (eg. deliveries to officers, notes of the Master / chief mate, etc.)

12.4.2.9 Carriage of dangerous goods


Before embarkation, the Officer in charge must check that the classes of hazardous goods to be
embarked are included in the relative “Certificate of Eligibility”. He must also check that these goods
are positioned as required by said certification.
The securing of the cargo must be carried out in accordance with the Cargo Securing Manual
approved by RINA and available on board. On board passenger ships, during boarding of hazardous
goods, the “Master Bay Plan” must be completed and copies must be sent to the local Maritime
Authority in accordance with local rulings and regulations.
The stowage position on board of dangerous goods (as per IMDG Code) must be clearly highlighted in
the loading plan, with its IMO class. This must be in the "master bay plan" (passenger) and on the
stowage plans performed with the load master software (eg Eseacon, etc..).
The embarkation of hazardous goods in national ports is governed by special procedures issued by
the Flag Administration.(in order to get clearance for embarkation/carriage etc.). These detailed
provisions are performed by local agents.

Are not considered dangerous goods the portable oxygen dispensers, in possession of passengers
obliged to breathe pure oxygen instead of environment air, because of their personal use and given
the limited amount of product contained therein. Differently the embarkation of cylinders intended for
charging for portable appliances shall be permitted to board from time to time by the "COMANDO
GENERALE DEL CORPO DELLE CAPITANERIE DI PORTO” indicating the quantity, mode of
transport and vessel used.

In accordance with Chapter 1.3 of the IMDG Code - Amendments 34-08 and the relevant provisions of
the Flag Administration, the Company has arranged for the training of shore-based personnel involved
in handling hazardous goods.
Basic training has been envisaged for all personnel involved, in order to provide preparation of a
general nature for the transportation of hazardous goods (labelling, marking, stowage, segregation,
compatibility, transportation documents, emergency procedures etc.) and related security procedures
for such goods. In relation to the specific duties performed by shore-based personnel involved in the
transport of hazardous goods, specific training can be provided for those involved.
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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

For training, both basic and specific, the administrative personnel office organise refresher courses
every four years. In the event that production variations are issued within the company regarding the
transportation of hazardous goods or if new standards are issued which affect the company
management of the transportation of hazardous goods, the company may organise further updates
through specific instructions to personnel which are appropriately documented (e.g. circulars,
brochures, work instructions, manuals etc.).
The company uses professionals from outside the company to provide the training and refresher
courses regarding the transportation of hazardous goods.
The administrative personnel department keeps the documentation regarding personnel training for the
transportation of hazardous goods up to date. It keeps the expiry dates of the updates under control
and organises the relative courses. A copy of the evidence relating to the training provided is
maintained by the personnel who have undergone the training.
If shore-based personnel are recruited who have not yet been trained, they may only carry out their
duties regarding the transportation of hazardous goods under the direct supervision of personnel who
have already been trained. The heads of department are responsible for informing the head of the
personnel department of the name of personnel requiring training on the transportation of hazardous
goods.
On board is supplied to the IMDG Code (including any updates / amendments); a detailed guide for
managing the storage of dangerous goods (eg Storck-guide) and a video support (DVD included in the
video library on board) for familiarization and training of crew.

The tank trailers carrying dangerous goods must be fitted with certified lashing points where to
connect the lashing devices;the trailer lashing points shall be certified inside the vehicle registration
documents.
The shipper has to delivery to the master the safety data sheet (containing the emergency procedures
to be followed in case of fire, leaking, etc.) of the dangerous goods to be loaded ; the safety data sheet
shall be available on the bridge and in cargo spaces in the proximity of the dangerous cargo. During
loading operations , shipboard personnel shall verify the correct labelling of the dangerous goods units
, as per IMDG code. Dangerous goods without correct labels cannot be loaded on board until the
missing signs are fitted.

12.4.2.10 Carriage of garbage


When garbage is carried on board (as part of cargo), the agents/shipper of the ports of embarkation
must achieve boarding authorization by the competent authority taking into account the various types
of waste. The following cases are highlighted:
- Non-hazardous waste – rule applied: DM31.10.1991 459 as amended by Presidential
Decree 06.06.2005 nr.134.
- Hazardous waste - rule applied: IMDG Code for Dangerous Goods
- Waste transported by car compactor (between Italian ports) rule applied: circular of the
Italian Coast Guard Head Quarter number. 27/2012 - Dangerous Goods
- Waste transported between EU ports and / or third countries – rule applied: European
Regulation (EC) 1013/2006.

12.4.2.11 Precautions during the embarking of vehicles


Before allowing the embarkation of vehicles, a person in charge must ensure that their conditions are
satisfactory for transportation by ship. During all the embarking and disembarking operations, when
vehicles are in motion, it is very important that the ventilation system is kept running in confined
spaces intended for cargo, to ensure the envisaged air changes per hour.
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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

Adequate precautions must be taken against the risk of fire and all fire fighting equipment must be kept
ready for possible use. The words “No Smoking” should always be clearly visible. During the
operations involving cargo, all side hatches and fuel oil intake portholes not in use must be kept
closed.
Before handling heavy cargo, all side hatches and fuel intake portholes must be checked to ensure
they are properly closed.
In ports with a high tidal range or with a strong undertow, adequate supervision of the ramps lowered
onto the dock or wharf must always been maintained.
Suitable indicators of height limits should be placed at the access points to every deck or on the decks
in order to ensure that no damage can be caused to the ship or cargo.
Regardless of the controls required by international and national regulations, the fore and aft hatches
and other openings in the hull, ramps and movable decks must be periodically checked by the crew to
ensure their good condition. Special Inspection Records (computerised or paper) must be provided to
record said tests.
The embarkation of vehicles powered by LPG / methane must be done in accordance with the
provisions of certificate of fitness for the carriage of motor vehicles; in this sense, these vehicles must
be properly marked and stowed in a special area established by the Master. During boarding, check
the closure of tanks of gas, unless the system is equipped with an automatic interception system for
valves of engine power off (for new vehicles according to the specific European directives). During the
cargo rounds, the operator must use the portable device provided to the ship, for the detection of gas
leaks.
Compliance with the road rules of LPG / CNG system must result from the registration document (for
passenger’s car ), or certified by a declaration of the maker (for new factory vehicles).
The company has fitted all vessels with nr. 3 multigas detectors (O2-CO –LEL (GPL-Methane-H2S)

12.4.3 Safety of Container ships- Generality


During operations to embark/disembark where crew are involved, the handler must not turn the
container before making sure that the spreader twist-locks are closed safely, if this is to be done
manually, and the container fastening twist-locks are open.

- Before starting operations, an officer in charge should ensure that a clear, safe communication
system is in place between the handler and the crew.
- Unless there are multiple spreaders, the containers must be moved one at a time.
- Check that the containers in the hold and on the deck are secured in accordance with the
provisions contained in the “Stowing and Securing Manual” and any additional instruction both on
board and from shore-based personnel.
- At night, operational areas should be adequately lit.
- The shore- and ship-based crew, if responsible for securing containers, must use appropriate
levers for tensioning the gripes on the deck where required. This crew will be equipped with
appropriate rods and/or tools to operate the twist-lock release/locking levers.
- In addition to using ladders meeting the requirements specified in this manual, crew members
involved in monitoring and securing the containers in elevated areas must wear a special safety
belt.
- When refrigerated containers are embarked, the power cables must be fitted with suitable
connections for power circuits. Electrical equipment must be inspected by the officer on watch.
Cables can be handled only when disconnected from the power source.

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

- The crew going on deck while the ship is at sea should be aware that any dripping through
damaged containers could make the deck slippery. Where possible, use the side and/or central
walkways.
- The elevated parts of the containers should be inspected to check whether there are any gripes
that are not in the correct position or sufficiently taut.
In accordance with Solas provisions (Rule VI/2 – MSC.380(94) in force since July 01st 2016 , the
cargo list/manifest of loading containers shall include the weight as verified/declared by the shipper.

12.4.3.1 Hazardous goods in containers


- The provisions of national and international standards (IMO IMDG Code) should always be
followed.

The Chief Mate must check that:

- No containers containing hazardous goods are embarked without the necessary documentation
envisaged under the IMDG Code.

- Hazardous goods must be only be handled under the supervision of an officer in charge.

- Crew members should be informed about the possible need to take certain precautions related to
the type of hazardous goods on board.

- The safety data sheets must be on board. Copy of these safety data sheets must be on bridge.
The cargo plan must identify the stowage position of the hazardous goods, and which the
personnel of the prevention/protection team must be aware, in compliance with the provisions of
the IMDG Code. If a container leaks or breaks causing the cargo to come out, commercial
operations must be halted immediately and it is necessary to ascertain the necessary safety
measures to be adopted to ensure the health and safety of the crew.

12.4.4 Additional recommendations roro cargo ships/ container ships

12.4.4.1 Heavy vehicles


When embarking heavy vehicles, special attention should be paid to ensure the trimming tanks used
during loading are ready for use and that the system is tested.
The heavy loads should preferably be stowed on the centreline and in the central area of the garages
where the accelerations induced are less pronounced and where the weight is better distributed.
Before loading heavy containers and vehicles onto the upper decks, it is necessary to ensure
that positive stability is always maintained
If embarking goods/containers etc. transported on board mafis, the device connecting the mafi to the
tractor (goose-neck), in addition to being coupled in a safe, appropriate manner, must also be
connected with safety chains and the relative hooks. This will prevent the mafi from uncoupling itself
completely from the goose-neck following shocks/jolts/knocks/difference in level etc.

12.4.2.2 Lashing of cargo


When the containers are transported on the weather decks, lashing must be carried out using twist
locks, along with any lashing envisaged by the shipyard building the vessel.
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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

For detailed procedures, reference is made to the Company Regulations for transport ro-ro, the
contents of the cargo Securing Manual, and the requirements of commercial customers, transmitted to
ships with appropriate work instructions by Damage and Prevention Department and quality of
Transport.
In the event of unfavourable weather conditions that may be encountered during navigation, further
lashing devices must be put in place if deemed necessary by the ship’s Command. The external ramps
and side hatches, including locking devices, fixed equipment, cables, pulleys and swivel links should
be periodically inspected and, if necessary, maintenance must be carried out.
Cargo handling equipment is supplied to ships. The allocation of this equipment varies depending on
the type of ship, the type of goods carried and the ports of call.
Maintenance of this equipment is controlled through the Amos computer system (see Chapter 7) and
responsibility for use of the equipment falls to the Chief Mate, who is the person who can authorise the
use and handling of the equipment by the relevant personnel, whether they be crew members or port
workers.

12.4.4.3 Loading and unloading equipment record


The cargo handling equipment must be inspected in accordance with the following table:1

Type Frequency
1 year 5 years
2 Visit Overload test
Ramps and cargo hoists
Crane Visit Full visit and overload test

A special record (loading equipment record) accompanied by the cargo handling equipment plan, is
kept on board every ship for the recording of the aforementioned inspections and visits. The Master
must ensure that the visits, inspections and tests are carried out regularly.

12.4.4.4 Check during voyage


- The bilge holds must be inspected or checked/emptied every day if necessary.
- The lashing should be periodically inspected.
- Regular inspections of the twist locks on the containers.
- Regular inspections of the material for securing the containers.
- Regular inspections of the electrical wiring of the refrigerated containers
- Accurate temperature control must be ensured for refrigerator containers
- Stability and ship safety control.
When encountering rough seas, the ship's speed should be appropriately reduced and all garages
and ramps should be inspected periodically during watch duty. Additional lashing will be
implemented if deemed necessary.

12.4.4.5 Unloading

1 Some Administrations may require different frequencies


2 Those which are subject to movement under load

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

Upon arrival, the Master will only authorise the removal of the gripes after the ship is properly moored.
The Officer in charge of the cargo must ensure that the unloading sequence guarantees that stable
conditions remain, that hull stresses are within allowable limits and that this sequence is known and
accepted by the shore-based personnel.
If complaints are received from the recipients regarding the conditions or quantity of the cargo, the
local agent and the Commercial and Legal Operational Department must be informed immediately.

12.4.5 Fire Prevention


During the loading of both new and used vehicles, special attention should be paid to fire prevention
due to the presence of fuel in the tanks and ignition hazards due to the batteries, even if the ignition
key is removed. It is essential to keep the fixed and mobile fire-fighting equipment/systems in good
conditions and train the crew. During time in the docks, use is normally made of the shore-based
facilities for the fire-fighting patrol service. Anyone discovering an outbreak of fire should immediately
activate the manual warning device and attempt to extinguish it using an appropriate fire extinguisher.
If this operation is not sufficient, the fire-fighting team must intervene according to the muster list. For
the purposes of prevention, the crew must ensure that the following preventive measures are taken:

In the cargo area, engine room and accommodation during stops in port
- Enforce the smoking ban for crew, shore-based personnel and passengers.
- Ensure adequate ventilation and lighting
- Check for fluid leaks from vehicles stored in the garages.
- Carry out the envisaged fire-fighting patrols as per SMS/Solas/Safety Regulations
- Record the results of patrols by completing and signing the relevant checklist
In cargo areas during stops for the end of work shift
- Ensure that the automatic fire detection system is activated for all areas
- Inspect the cargo spaces within half an hour from the suspension of operations.
- Record the results of patrols by completing and signing the relevant checklist
- Carry out the envisaged fire-fighting rounds as per SMS/Solas/Safety Regulations
In the cargo area, engine room and accommodation during navigation
- Make an inspection within the first half hour after the end of commercial operations, ensuring
that all vehicles on board have their lights off. Record the results of patrols by completing and
signing the relevant checklist
- Ensure the automatic fire detection system is always connected and operational
- Ensure all watertight and fire doors in the cargo and engine rooms are closed
- Ventilate the cargo decks at least once a day, to dispose of any accumulation of fuel vapours
- Carry out the envisaged fire-fighting rounds as per SMS/Solas/Safety Regulations
- Record the results of patrols by completing and signing the relevant checklist

12.4.6 Training
The chief mate is responsible for training personnel regarding the correct use/arrangement of lashing
systems, such as: gripes for cars, chains with tensioners, belts with tensioners, twist-locks for
containers, stands for semitrailers, wooden wedges, tensioners for containers etc.
Personnel must take into account the requirements set out in the ship’s cargo securing manual.
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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.4
MANAGING OF PASSENGERS (RO-RO PASSENGER SHIPS) AND
MANAGING OF HANDLING CARGO (RO-RO SHIPS/ CONTAINER SHIPS)

The company makes the necessary training supports available on board, including: manuals,
brochures, specific work instructions, video supports etc.

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S.P.A.
SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.5
SHIP IN PORT

CONTENTS
12.5.1 Watches in port and surveillance
12.5.2 Communications with the shore-based authorities
12.5.3 Procedure for the sampling of fuel oil (if applicable)
12.5.4 Procedures for when the ship is temporarily immobilised
12.5.5 Precautions when the ship is in dock

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.5
SHIP IN PORT

12.5.1 Watches in port and surveillance


The provisions to keep a watch when the ship is in port should:
a) ensure the safety of human life, the ship, the cargo and the port
b) observe international, national and local regulations
c) maintain the order and normal routine of the ship
d) comply with safety and security provisions
e) ensure that the conditions of stability, trim and robustness of the ship remain within the limits
set by the Master’s instructions for stability at all times.
The Master, the Chief Engineer and the Purser must decide the composition and duration of the watch,
taking into account the mooring conditions, the type of ship and the characteristics of the duties,
presence of passengers on board etc.
The following must be observed:
(i) on arrival, the Master will take note of all the information about any special requests from the
Maritime and/or Port Authority with respect to the minimum number and level of personnel
that must always be present on board
(ii) despite the above, a minimum number of seafarers must remain on board to provide the
following services:
- Deck and Engine Watch service. At least one senior Deck Officer and one senior
Engineer must always be present on board
- cargo and mooring management
- checking the boarding ramp
- fire control
- security checks
- assistance to passengers
(iii) Additional security arrangements, as provided in this Manual.
(iv) During ships staying in port , officer on watch and duty engineer or (on watch) in AM, will be
available/ be found based on decision taken by Master and Chief Engineer as per operative
service condition of ship

12.5.2 Communications with the shore-based authorities


As soon as the ship is moored, the Master will establish the necessary contacts with the local Agency,
which will act as intermediary for any communication with the following Authorities to be contacted
promptly if required:
a) shore-based fire brigade
b) terminal representative
c) Port Authorities
d) accident and emergency centres
e) Port Facility Security Officer
Communication can be take place via phone, mobile phone, VHF/UHF. The Deck Officer on
watch must always be aware of the communication systems agreed upon with the local Agency or

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SAFETY MANAGEMENT MANUAL SECTION
PROCEDURES AND INSTRUCTIONS 12.5
SHIP IN PORT

directly with local Authorities, together with the necessary information on phone numbers and/or
channels to use, and these must always be available to him.
The company has provided to all ships a collection of all emergency contacts of ships voyage.
During ship staying in port, the list of emergency contacts of such port, is made available to access to
the ship / ramp.
The Ship Security Officer, in consultation with the Master, will be responsible for making
appropriate contacts with the Port Facility Security Officer for appropriate coordination of security
procedures, as set out in the Ship Security Plan.

12.5.3 Procedure for the sampling of fuel oil


The Company states that bunker samples should always be taken. In order to avoid accidents or
pollution, it is advisable to take all necessary precautions. Sampling of fuel and related procedures,
including sample storage times, must be respected in accordance with the requirements of annex VI of
MARPOL, for which the DPA provides the operating instructions through circulars and/or work
instructions

12.5.4 Procedures for when the ship is temporarily immobilised


A ship is considered temporarily immobilised when it is not able to navigate safely (due to failures,
insufficient personal or other reasons).
The Master must decide on the composition and duration of the watches.
The minimum number and level of personnel required to remain on board must comply with any
conditions of the local Maritime and/or Port Authorities. The Company, however, will always ensure a
higher number of crew on board in relation to the activities to be carried out on board (works or
inspections).
If the onboard fire prevention water, foam or inert gas system is not available, appropriate replacement
systems should be put in place and kept in good conditions. This may include a portable fire
extinguisher or connecting the ship’s main fire-fighting system to the shore-based fire-fighting water
system using the international shore-based connector.
Additional portable fire extinguishers must be available and continuous monitoring of the ship
(especially in areas of high risk of fire) must be maintained, so that any outbreak of fire can be
discovered immediately.
Ships must be properly ballasted, so as to maintain sufficient stability, thus satisfying the requirements
in the “Master’s Instructions for Stability”.
In addition, if requested by Maritime/Port Authority and/or when working with open flames, a suitable
team of fire fighters must always be present onboard.

12.5.5 Precautions when the ship is in drydock

1. Preparing the ship for the drydock


When a ship is scheduled to drydock, the following precautions must be taken:

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a) the content of the fuel tanks should be kept to a minimum. Fuel tanks adjacent to tanks in
which are maintenance is scheduled must be empty. The fuel tanks on which maintenance or
repairs are to be carried out must be prepared as “gas free”
b) the main and auxiliary engines must be supplied with diesel fuel for the time necessary to
remove the heavy fuel from the supply pipes
c) the diesel service tanks for the auxiliary and emergency engines must be completely filled
d) if necessary, the boiler’s distilled water tanks must be completely filled
e) all tanks, both full and empty, must be probed and their contents recorded on the appropriate
form

2. Before flooding the drydock


a) check that all the sea cocks are closed and that all the pipes (repaired, maintained or relating
to machinery/equipment subjected to maintenance or repair) are connected
b) check that the boat plugs on the bottom plating are placed in position and that the propeller
shaft oil seals do not show any loss of oil.

3. After flooding the dock


a) check that the sea cocks and piping are not leaking
b) examine all areas to check that there is no incoming water
c) examine the water surface around the ship to check that there is no pollution due to leaks
from the propeller shaft seals.

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PREPARING THE SHIP FOR DEPARTURE

CONTENTS

12.6.1 Checking the manning


12.6.2 Establishing weather conditions and receiving “Notice to Mariners” messages before
departure
12.6.3 Testing the engines, steering gear, navigation and communication equipment
12.6.4 Stowaways

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PREPARING THE SHIP FOR DEPARTURE

12.6.1 Checking the manning


Before the departure of the ship, the Master, Chief Engineer and Purser will check that:
(i) all the crew is present on board
(ii) the minimum crew envisaged by the STCW in force and the Minimum Safe Manning is
present on board
If there are any problems, the Master will immediately contact the DPA and the Head of the
Manning Department whenever the crew does not comply with the “Crew Roll”. He must also notify the
Maritime Authority.

12.6.2 Establishing weather conditions and receiving “Notice to Mariners” messages before
departure
It is considered of great importance for the safety of navigation and the best performance of each
voyage to have the most accurate weather forecasts available.
It is the responsibility of the Master to collect this information in the most appropriate way and to
examine it before departure.
Weather charts for the areas of navigation are available through the software installed on board
all ships in the fleet (“bon voyage system”). The system provider forwards weather forecasts for the
area of interest of the ship at set times.
Information on the safety of navigation affecting the areas of the voyage is available through the
NAVTEX receiver and the INMARSAT “C” satellite receiver of GMDSS equipment. Therefore, before
the departure of the ship, the Deck Officer on Watch, or the Officer assigned by the Master, will
ensure that these instruments are ready for reception.
Ensure sure that under no circumstances is the safety of the ship, crew, cargo or passengers
compromised in order to maintain ship schedules. Always make sure that conditions are safe before
undertaking the voyage, especially if bad weather is expected, in which case carry out the relevant
assessments and if necessary coordinate with the relevant departments regarding any amendment to
arrival/departure times.
When it is expected to have bad weather along the route, Master, prior to departure, must:
- Make an assessment of the weather conditions on the effects that bad weather may have on the
ship, bearing in mind the hydrodynamic details of the ship, the type / amount of cargo on board, the
ship course and speed related to wind/sea direction/speed, traffic conditions, etc..
- Ensure appropriate coordination between the terminal planners and deck officers to ensure the most
appropriate securing/lashing, the cargo that could (in case of falling overboard) cause pollution, should
be protected as much as' possible by means of proper stowage in the lower decks and in places
where there are only minor acceleration (eg, mid-ship) due to external forces (wind/sea, altering
course, etc..). Stowage must take into account the certificate of compliance for the carriage of
dangerous goods, and as far as possible, should try to avoid the stowage of the goods on the weather
deck.
- Ensure that the reinforcement of lashing devices has been provided (ref.man.sms.12.4.13)
- Draw the attention of officers to avoid substantial/unexpected altering of the course during the
voyage, the traffic must be carefully monitored by the Arpa-radar in order to identify and plan in
advance and with necessary time in order to avoid excessive stress to the ship/cargo, taking into
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account to agree in advance via VHF with other ships any needed to alter course together to avoid the
risk of collision.
Ro-Ro passenger ships used on regular scheduled services with stopovers in the ports of the
European Union use shore-based navigation support systems (Directive 99/35/EC - Italian Decree
Law 28/02). The Company has sent the relative instructions to the local agencies in order to provide
support for Masters from this viewpoint.
During navigation in bad weather, the Master must arrange for additional patrols on cargo spaces, only
if the weather / sea conditions and vessel movements allows for the possibility to perform these patrols
in full safely and without risk for crew. If, despite all the precautions taken (eg. additional lashing, etc.).
should occur cargo element into the sea, the master shall immediately report the incident to the
coastal radio stations in the area, inform the DPA and the department interested (es. Commercial,
legal, damage prevention, etc..). In such cases for the management of incidents, the procedures in
(section 10) to be adopted.

12.6.3 Testing the engines, steering gear, navigation and communication equipment
The tests and checks to be carried out when the ship prepares for departure are made on the
basis of checklists.
For checks to be carried on deck, refer to the “Bridge Procedures Guides” checklist published by the
ICS. The type and extent of the checks depend on the type of equipment installed on board. In
general, these checks can be linked, but not limited, to verifying the functionality of the following
equipment and checking the following procedures:
1. Check that the voyage planning to be undertaken has been prepared
2. Readiness of anchors
3. Preparation of the bell book
4. Course Recorder
5. Engine equipment printers
6. Echo-sounder
7. GPS
8. Magnetic compass, gyroscopic compasses and repeaters
9. Voyage plan loaded in the electronic display system
10. Radars (*)
11. AIS- to be updated with data of the voyage to be undertaken
12. LRIT – (Long Range Identification and Tracking)
13. VDR – (Voyage Data Recorder)
14. SSAS – (Ship Security Alert System) - check that it is powered
15. BNWAS (Bridge Navigational Watch Alarm System)
16. Chronometer
17. Telegraphs in engine room and on the bridge
18. Speed indicators for main engines
19. Engine emergency stops
20. Controls and indicators of bow thrusters (*)

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21. Thrusters pitch indicators (*)


22. Communication systems with the engine room and manoeuvring positions
23. Handheld radios
24. GMDSS station (*)
25. VHF for communications with the Port Authorities (*)
26. Searchlights
27. Signalling lamps
28. Morse signalling lamps
29. Whistle (*)
30. Audible warning systems with bells and gongs
31. Manual steering system and autopilot and manual emergency changeover manoeuvre
32. Rudder angle indicators
33. Windscreen wipers and clear view screens
34. Ensure that cargo and the cargo handling equipment have been firmly secured
35. Check that all the watertight hull openings are closed
36. Check the availability of data regarding the cargo and passengers
37. Check the availability of data regarding the stability and trim
38. Check that all the crew is aboard and that all the shore-based personnel have left the ship
39. Ensure that the personnel needed for the manoeuvre are sufficiently rested
40. Ensure that the expected security and stowaway searches have been carried out
41. Check that facilities for the boarding of the pilot are ready for use
42. Other
(*) The use of certain systems in port can be subject to local restrictions. Refer to local rulings and
regulations.
In anticipation of departure, the Master decides the time when it is necessary to give the ‘engine ready’
notice. In general, such notice is given one hour before the scheduled departure. As soon as the
Engineer receives the notice of one hour to the manoeuvre, using a checklist, he performs the
necessary checks and verifications. The operations to be carried out are linked, but not limited, to the
following:
1- Advise the chief engineer
2- Call the electrician if his presence is required by the Chief Engineer
3- Check the oil level of the air compressors and drain the cylinders
4- Check the levels of fuel service tanks
5- Check the level of the engine sumps
6- Check the level of the rudder oil tanks
7- Check the thrusters pitch system oil level
8- Check the level of high and low temperature cooling water in the expansion tanks
9- Start the main engines running with the barring device to lubricate the cylinders

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10- Disconnect the barring device


11- Check that electric blowers are in automatic mode and perform slow-turning
12- Blow into the main engines and put the axle alternators under load
13- Pass the commands on the bridge
14- Start up the other electrical generators if the thrusters are requested from the bridge
15- As soon as full speed is reached, seabed permitting, change the sea chest
16- Make sure that all the Chief Engineer’s instructions are complied with
Particular attention should be paid to monitoring of engines and boilers combustion, especially on the
starting and at low revs in order to minimize smoke emissions to air when in port.

12.6.4 Stowaways
All possible precautions must be taken to prevent unauthorised persons from boarding.
Before the ship departs from ports considered “at risk”, an inspection of closed spaces where a
person can hide must be performed by the crew under the responsibility of the Chief Mate. A special
checklist has been prepared for the purpose.
If a stowaway is found on board:
(i) this must be noted in the Nautical Log - Part II and in the Security Log book, stating, if
possible, the place and date of embarkation and documents held
(ii) notify the Company (DPA and CSO) at the Agency in the port of embarkation and the port of
destination, providing the following information:
a) identity, nationality, port of embarkation and documents held by the stowaway
b) intentions of the Master (about the disembarkation of the stowaway)
c) other authorities informed
d) date and time of the event.
The detailed procedures for the management of stowaways (security incidents) are shown in the Ship
Security Plan.
During inspections searching for stowaways, a Security Inspection will be carried out throughout the
ship at the same time. This procedure is set out in detail in the Ship Security Plan, drawn up in
accordance with the requirements of the ISPS Code.

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PROCEDURES AND INSTRUCTIONS 12.7
EMERGENCIES

CONTENTS

12.7.1. GENERAL INFORMATION


12.7.2. POLLUTION-RELATED EMERGENCIES
12.7.2.1. EMERGENCY PLANS
12.7.2.2. OVERFLOW OR LEAKAGE OF FUEL DURING INTAKE OR TRANSFER
12.7.3 EMERGENCIES ON THE SHIP
12.7.3.1 UNEXPECTED HEELING OF THE SHIP
12.7.3.2 FLOODED COMPARTMENTS
12.7.3.3 COLLISION
12.7.3.4 GROUNDING
12.7.3.5 FIRE
12.7.3.6 FAILURE OF THE PROPULSION ENGINE
12.7.3.7 FAILURE OF THE STEERING GEAR
12.7.3.8 FAILURE OF THE GYROSCOPIC COMPASS
12.7.3.9 FAILURE OF THE ANNUNCIATOR
12.7.3.10 DREDGING OF THE ANCHORS
12.7.3.11 M AN OVERBOARD
12.7.3.12 SEARCH AND RESCUE - EMERGENCY MESSAGES: REQUIREMENTS AND PROCEDURES
12.7.3.13 ABANDONING SHIP IN STORMY SEA CONDITIONS
12.7.3.14 OPERATIONS WITH THE HELICOPTER
12.7.3.15 SALVAGE

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12.7.1 General information


It must be clear that, in the event of an emergency, the main task of the crew is to limit the
damage to people, the environment, the ship and the cargo.
Potential emergencies which may occur and may impact on the safety of persons, the ship and the
cargo, or which may harm the environment, have been identified and appropriate instructions are
given for the crew in the following paragraphs.
Paragraph 12.7.2 provides instructions and procedures relating to operations and situations that may
cause serious pollution. Paragraph 12.7.3 provides instructions and procedures relating to operations
and situations that may pose a danger to the ship and persons (e.g. heeling of the ship, flooding,
collision, grounding, fire, failure of the propulsion engine etc.).
The notices to be given in an emergency are set out in the Emergency Plans referred to in paragraph
12.7.2.1 in cases of serious pollution or the danger of serious pollution and in paragraph 12.7.3 in
other cases. The Master must nevertheless notify the Designated Person Ashore immediately.
For emergencies relating to security threats, the Master must also notify the Company Security Officer
and the DPA immediately.
If it is impossible to contact a Company representative, the nearest representative of the Insurance
Company concerned (H & M / P & I etc.) must be contacted immediately.
In relation to the seriousness of event, the Designated Person Ashore must bring together the
“Emergency Unit Ashore” (see paragraph 3.7). If necessary, depending on the type and possible
consequences of the event, the Designated Person Ashore must inform the Classification Register
and the relevant authorities (coastal, national).
In order to carry out the necessary repairs quickly, the Designated Person Ashore must provide the
necessary support in terms of human and technical resources.

The Master, the Chief Engineer and the Purser have the responsibility to instruct the crew to face up
with emergency situations that are described in this section. Each crew member will be provided with a
suitable safety booklet or card, written in the work language in which will be given all personal duty /
instructions relating to the various emergencies; on ro-ro-passenger ships this booklet will be filled in
Italian and English language. To increase the above may be used audiovisual, checklists or other
means.

The Master, the Chief Engineer and the Purser are responsible for instructing the crew on how to deal
with the emergencies that are described in this section. Audiovisuals, checklists or other systems may
be used for this purpose.
On board passenger ships, the Master and Officers must be suitably familiar with the integrated plan
for decision-making support, the operational booklet for ship management in the event of a leak etc.
Particular attention must be paid when managing information to be provided to passengers in an
emergency on board ro-ro passenger ships; on a case by case basis, the Master must agree with the
Purser regarding the content and method of transmission of the information, so as to avoid panic
and/or alarm; the Integrated Plan for decision-making support contains a series of warnings in several
languages and the procedures for the case. If necessary, it may be useful to consult the Designated
Person Ashore.
In an emergency on board due to accidents/failures etc., the Master will note the description of the
event in the Nautical Logbook; he will complete the envisaged forms, forward the relevant notifications

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EMERGENCIES

to the Designated Person Ashore and the departments concerned (commercial, legal, charterer etc.),
the coastal authorities and/or ports of call as appropriate and, upon arrival in port, the relative
notification of an extraordinary event as envisaged by Code of Navigation must be presented to the
local flag Maritime Authority (Harbour Master Office or Consulate). In any case, the Master must also
consult with the Designated Person Ashore in relation to VDR data management (backup - download
etc.).
In the event of a general emergency, the electrician will be required to power down all elevators on
board, subject to verification and confirmation to the bridge by other crew members, that all the cabins
are empty and manned up to the power supply has not been taken off. This procedure is essential to
ensure that persons can get trapped in elevators. The duties of persons in charge must be reported on
muster list and these procedures should be adopted in the course of drill

12.7.2 POLLUTION-RELATED EMERGENCIES

12.7.2.1 Emergency plans


“Emergency plans” provide guidance for the crew and shore-based personnel in an emergency
when there is a serious and imminent danger of pollution. They provide procedures for actions to be
undertaken immediately, communications and coordination of activities required to minimise the
effects of the event.
All ships must be equipped with the "Shipboard Oil Pollution Emergency Plan” (SOPEP) in
accordance with Regulation 37 - Annex I of MARPOL 73/78 and its amendments to be used in cases
of serious pollution or the risk of serious pollution.
The Master must always refer to these plans in the event of an incident involving pollution
or the risk of pollution.
The Master and the other key Deck and Engineer Officers must be fully aware of the aforementioned
plans.
Ships operating in specific geographical areas are provided with specific contingency plans for
pollution incidents, as required by the rules in force in certain countries (e.g. USA/Panama/Canada
etc.).
The Master, the Chief Mate and newly embarked Deck Officers must, as soon as possible after
embarkation, practise using computers for the stability and robustness of the ship (where available),
and become familiar with the “Instructions for Stability” and with the “Cargo Securing Manual”.
The following paragraphs summarise the actions required by the aforementioned plans.

12.7.2.2 Overflow or leakage of fuel during intake or transfer

FUEL INTAKE
The following procedure must be used:
(i) ask the bunkering tanker to stop intake operations immediately
(ii) check that the scupper caps are sealed
(iii) inform the relevant authorities

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(iv) inform the “Designated Person Ashore”


(v) the overflowing fuel must be absorbed with sawdust, oakum, rags and buckets. The polluted
material must be placed in bags and sent to shore.
(vi) be prepared to:
- use handheld fire fighting equipment
- start the fire pumps
- stop ventilation in the engine room and accommodation.
These instructions must be placed in the following points on the ship:
1. propulsion control room
2. near the fuel intake station

FUEL TRANSFER
The following procedure must be used:
(i) stop transfer operations immediately
(ii) inform the relevant authorities and the “Designated Person Ashore” if the sea has been
polluted.
(iii) the product overflowing on board must be absorbed with sawdust, oakum, rags and buckets.
The polluted material must be placed in bags and sent to shore.
(iv) be prepared to:
- use handheld fire fighting equipment
- start the fire pumps
- stop ventilation in the engine room and accommodation.

12.7.3 EMERGENCIES ON THE SHIP

12.7.3.1 Unexpected heeling of the ship


The following procedure must be used:
(i) stop any loading and ballasting operations immediately
(ii) ascertain whether the heel is caused by:
- cargo shifting
- flooding of some ship compartments
- touching the bottom
- other causes
(iii) monitor and record the status of all the compartments containing liquids: fuel, ballast etc.
(iv) measure the angle of heel
(v) contact the Designated Person Ashore to provide all the above information and to receive
further instructions.

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12.7.3.2 Flooded compartments


The following procedure must be used:
(i) check the new state of stability due to the effect of possible free liquids
(ii) check the shear stress and bending moments along the ship in the new state: if outside safe
limits, these stresses may be reduced by transferring ballast. This operation is only feasible if
it does not compromise stability
(iii) when transferring ballast, have due regard to the reduction of stability due to the new free
liquids caused by filling or emptying compartments
(iv) inform the Designated Person Ashore as soon as possible
(v) check the integrity of all the compartments adjacent to the flooded compartment
(vi) repeat these checks at least every change of watch
(vii) ensure that the updated position of the ship is available at the satellite terminals and the
other automatic distress transmitters, if fitted.

12.7.3.3 Collision
The following procedure must be used:
(i) inform the Master
(ii) inform the Engineer Officer on Watch/Inspection and the Chief Engineer
(iii) the ship must be handled in order to limit the consequences of the collision
(iv) activate the general alarm to summon the crew
(v) close the watertight doors and fire doors
(vi) turn on all the lights on the decks and the not under command lights or signals
(vii) keep listening to the VHF on Channel 16/70
(viii) contact any other ships involved in the casualty
(ix) after the collision, assess damage to the ship, inspect all the double bottoms and other
compartments and contact the “Designated Person Ashore” immediately.
(x) provide immediate assistance to any injured persons; find out if there are any injured
persons on board other ships and coordinate any assistance/aid

12.7.3.4 Grounding
The following procedure must be used:
(i) stop the propulsion engine
(ii) inform the Master
(iii) inform the Engineer Officer on Watch and the Chief Engineer
(iv) activate the general alarm to summon the crew
(v) close the watertight doors
(vi) tune in on VHF Channel 16/70
(vii) show the day lights or signals for ship aground according to COLREG 72

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(viii) turn on all the lights on the weather decks


(ix) assess damage to the ship and inspect all the double bottoms and other compartments
(x) inspect the sea around the ship
(xi) also consider the emergency procedure referred to in para. 12.7.3.2
(xii) inform the “Designated Person Ashore” immediately
(xiii) provide immediate assistance to any injured persons.

12.7.3.5 Fire
All personnel must be familiar with the theory of fire fighting and with the fire fighting equipment
present on board, including the use of EEBD (Emergency Escape Breathing Apparatus).
The Master is responsible for ensuring that the crew receive adequate training and for checking
that fire drills are conducted as needed and when due.
Any crew member who discovers a fire should immediately activate the nearest manual fire alarm
button. The ship’s fire alarm signal must be operated as soon as possible. Personnel in the vicinity of
the fire must take the nearest appropriate fire extinguisher and try to limit the spread of the fire or to
extinguish it and prevent re-ignition. If the first attempts to extinguish the fire are unsuccessful, the
ship's fire team must intervene immediately.
The procedure to follow and the action to be taken in this case are set out in publications by known
organisations in the maritime field. Copies of these documents, which are cited in the following
paragraphs, can be found in the onboard library for training and easy consultation by the crew. The
emergency roll call with instructions to the crew in the event of a fire is permanently displayed in
appropriate positions on the ship.
In the case of activation of a fire detector or a manual activation button, the system generates an
alarm; the officers on watch, must immediately arrange for the sending of a person in the interested
area to assess the situation (both at the sea and in port); if the alarm is activated during navigation, the
officer on watch must call a crew member available to carry out a inspection; for such verification
should not be used as the AB on watch because the watch keeping must always be ensured

Actions to be undertaken in the event of any fire:


(i) immediately after the fire signal sounds
- alert the “fire squads”
- agree with the Purser regarding the announcements to be made to passengers (ro-ro
passenger ships)
- turn on all the lights on outside decks, checking whether this is possible in the area of the
fire
-. provide further information to the Engineer Officer on Watch (if the fire is outside the
engine room)
- prepare all equipment for use by firefighters.
- summon the crew if necessary
(ii) after the crew have assembled
- keep all personnel not directly involved away from the area concerned
- all personnel involved should wear appropriate protective clothing
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- inform the Designated Person Ashore


- if the ship is in port, notify the Port Authorities and the Fire Department immediately and
request the intervention of the nearest Insurance representative
The fire may affect the cargo area, the engine room, the galley area, the accommodation or other
areas of the ship. Depending on the area affected by the fire, proceed as follows.

FIRE IN THE CARGO AREA


In the event of a fire in the garage, it is necessary to check that all watertight and fire doors are closed,
shut down ventilation, close the dampers and disconnect the electrical power supply in the area
concerned. Depending on the nature of the fire, use one or all the items of fire fighting equipment
listed below:
(i) Water for the use of hydrants and hoses
(ii) Sprinklers in the garages/decks (if installed-eg. Drencher system)
(iii) CO2
(vii) Foam extinguishing system (if installed)
(viii) Handheld fire fighting equipment (various extinguishers, foam backpack etc.)

FIRE IN THE ENGINE ROOM


The oil suspended in the bilge can quickly produce a large-scale fire, therefore inspections must
be carried out and the engine rooms, particularly the bilge rooms, cleaned regularly in order to ensure
that any residual oil is removed, especially before hot work is permitted to start.
The following procedure must be used:
(i) activate, as applicable, all the commands to be used in the event of a fire (shutdown of
the ventilation system, closure of all the openings in the premises concerned by the fire,
including doors, any skylights and any fire dampers on the ventilation ducts, shutdown
of the fuel pumps, shutdown of the fuel oil valves, disconnection of the electrical power
supply).
(ii) start the fire pump (main or emergency)
(iii) if the fire affects premises protected by an inert gas system and the fire cannot be
extinguished with the handheld equipment or hydrants, after checking that all the
personnel have evacuated the premises, use the inert gas system to extinguish the fire.
(iv) when the inert gas has been discharged, the premises must be kept closed for the
time necessary to allow the temperature inside to come down to a suitable level in order
to avoid the fire from restarting.
(v) in the event of evacuation in the presence of smoke, gas, fumes etc. the personnel
present must use the EEBD available at the escape routes, ECR, workshop.
(vi) if necessary, the high-fog/water mist fire fighting system will be activated, if installed.

(vii) To extinguish fires involving the main engines, the fixed fire fighting extinguishing must
be activated (e.g. CO2, steam etc.. Manifold for washing, etc..)

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EMERGENCIES

FIRE IN THE GALLEYS


The most common cause of a fire in the galleys is the overheating of oil or fat. After the alarm has
been raised, the heat source must be removed immediately, generally by disconnecting the source of
electrical energy and an attempt should be make to extinguish the fire using fibreglass blankets. If
these are not readily available, dry powder or CO2 extinguishers should be used, taking care not to
empty them directly onto the oil on fire so as not to expand it.
Under no circumstance should foam or water extinguishers be used on oil which is on fire because
their contents could create fumes and explode violently, spreading oil on other hot surfaces.
Another likely source of fire in the galleys is the accumulation of fat and oil in the exhaust ducts
installed above the hobs or fryers. If a fire develops in the ducts, it should be put out by closing the
interceptions located at the top of the ducts in the kitchen and then sending CO2 into the duct using a
handheld extinguisher. If it is not possible to extinguish the fire, the dampers located at the end of the
ventilation duct must be closed and the fixed system installed for the purpose must be activated.
Water should not be used unless the galley and all its facilities are electrically isolated. Periodic,
thorough cleaning of exhaust ducts is nevertheless a great way to prevent incidents of this type.

Recent installations of fryers, in accordance with SOLAS requirements, envisage an additional fire
extinguishing system (as high fog, wet chemical etc.).

FIRE IN THE ACCOMMODATION AREAS


The following procedure must be used:
(i) Activate, as applicable, all the commands to be used in the event of a fire (shutdown of
the air conditioning system, closure of all the openings in the room or area concerned
by the fire, including doors, any skylights and any fire dampers on the conditioning
ducts).
(ii) Start the fire pump (main or emergency). On board ro-ro passenger ships, the fire pump
is started automatically when the hydrants are turned on.
(iii) The only way to fight a large fire in the accommodation area is to use large quantities of
water, in the form of rain, in order to obtain a cooling effect so as to reduce the
temperature and prevent the fire from spreading.
(iv) The greatest dangers with this type of fire are the considerable amount of smoke and
the rapid spread of the fire due to heat conductivity through bulkheads and decks. The
most effective way of combating the smoke is to close all doors as soon as the alarm is
activated, so as to confine the majority of the smoke to areas immediately adjacent to
the area of the fire.
(v) The passenger areas of the ro-ro passenger ships are covered by a fixed sprinkler
system which is automatically activated in the event of a fire.

12.7.3.6 Failure of the propulsion engine


The following procedure must be used:
(i) inform the Deck Officer on Watch and the Master
(ii) free the anchors in the vicinity of shallow water, so they are ready for use
(iii) display not under command (NUC) lights and signals in accordance with COLREG 72

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EMERGENCIES

(iv) if necessary, inform local coastal authorities of the ship’s position via GMDSS equipment
(v) in high traffic areas, use VHF channel 16/70 DSC to inform ships nearby that it is
impossible to manoeuvre
(vi) inform the “Designated Person Ashore” immediately

12.7.3.7 Failure of the steering gear


The following procedure must be used:
(i) inform the Master
(ii) inform the Engine Officer on Watch/Inspection and the Chief Engineer
(iii) stop the main engine or the ship. With dual propeller ships, in order to avoid immediate
danger, reduce speed and steer as appropriate with the propellers.
(iv) prepare the emergency command on the steering gear
(v) display not under command (NUC) lights and signals in accordance with COLREG 72
(vi) if necessary, inform local coastal authorities of the ship’s position via GMDSS equipment
and inform ships nearby via VHF radio.
(vii) inform the “Designated Person Ashore” immediately

12.7.3.8 Failure of the gyroscopic compass


The following procedure must be used:
(i) inform the Master
(ii) passing the helm manoeuvre from the “Automatic” to the “Manual” position
(iii) steer the ship using the 2nd gyroscopic compass. If this is not installed, or unusable
because of a failure, steer using the magnetic compass
(iv) inform the Engine Officer on Watch/Inspection and the Chief Engineer to send an
electrician to attempt to eliminate the cause of the failure.
(v) consider the effect of the failure of the gyroscopic compass on the other equipment
(vi) inform the “Designated Person Ashore”.

12.7.3.9 Failure of the annunciator


The following procedure must be used:
(i) inform the Master
(ii) inform the Engine Officer on Watch/Inspection and the Chief Engineer
(iii) test and activate the means of emergency communication between the bridge and the
engine room
(iv) inform the “Designated Person Ashore”

12.7.3.10 Dredging of the anchors

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EMERGENCIES

The following procedure must be used:


(i) inform the Master
(ii) inform the Engine Officer on Watch/Inspection and the Chief Engineer to prepare the
engines urgently
(iii) if the ship is anchored in a controlled bay, inform the Pilots and Port Authorities
(iv) if possible, ease off the chain to allow the anchors to attempt to get a grip again; vie
versa weigh anchor and change anchorage.

12.7.3.11 Man overboard


The following procedure must be used:
(i) immediately throw a lifebuoy with light and smoke signal overboard
(ii) inform the Master and manoeuvre appropriately, to bring the ship close to the point where
the person fell overboard, using the recommended manoeuvres (e.g. Williamson) where
applicable, in the opinion of the Master.
(iii) inform the Engine Officer on Watch/Inspection and the Chief Engineer for any engine
manoeuvres
(iv) position lookouts and instruct them not to lose sight of the person that has fallen
overboard
(v) inform ships in the vicinity (with VHF or other means) and any Authorities, if near the
coast
(vi) sound the "MAN OVERBOARD" alarm. Repeat if necessary
(vii) prepare the dedicated rescue boat crew
(viii) mark the position of the ship and that of the man overboard
(ix) activate the “Man Overboard” function on the GPS, if present on the instrument
(x) send a report immediately to the “Designated Person Ashore”.
(xi) prepare, if necessary, the use of the Fast Rescue Boat and the MOR (means of rescue),
where applicable (ro-ro passenger ships)
(xii) prepare the healthcare team to treat survivors
(xiii) inform the nearest costal authorities, if necessary

12.7.3.12 Search and rescue


The following procedure must be used:
(i) inform the Master
(ii) determine the ship's position and calculate the distance and time needed to reach the
rescue position
(iii) continue to listen to all the distress frequencies
(iv) if assistance can be given, consult the IAMSAR manual
(v) contact all the ground-based units and the search aircraft using the GMDSS station on
the rescue frequencies and/or on Channel 16/70 DSC VHF
(vi) inform the “Designated Person Ashore”

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EMERGENCIES

(vii) ro-ro passenger ships must follow the provisions contained in the SAR (Search and
Rescue) cooperation plans supplied to the ship.

Emergency messages - requirements and procedures


In the event of a “Search and Rescue” for members of the crew and/or passengers requiring
assistance, the Master must comply with the requirements of the IMO Manual - Search and Rescue
Manual (IAMSAR MANUAL), contacting the authorities of the coastal state concerned or the nearest
one, in order to organise a search and rescue plan and follow the instructions that will be given.
In the absence of these or during the time required for the organisation of this plan, he will implement
the search and/or rescue system he sees fit, from those specified in the IAMSAR Manual, ensuring
that the all the lifeboats, provisions, fire fighting equipment, handheld VHFs, the Pharmacy/Hospital
etc. and anything else that may be required during search/rescue operations is ready for use.
Obviously, the Master will contact the DPA informing him of the emergency in progress and what
action is being taken.
Passenger ships must comply with the provisions of their SAR manual and consult the contents of
additional management manuals such as: Integrated Plan for Emergency Management for decision-
making support to the Master, operating manual, booklet for the management of the ship in during a
failure, leak prevention plans etc.

12.7.3.13 Abandoning ship in stormy sea conditions


The Master must assess whether the lifeboats may be lowered into the sea without being
damaged against the side of the ship.
If they can be lowered to be used, the boat must be used downwind and the following precautions
must be taken:
(i) stop lowering when the lifeboat is about 40 cm away from the crest of the waves
(ii) as soon as the crest of a subsequent wave has reached the bow of the boat, release the brake
so that the impact of boat on the water occurs in the hollow of the wave.
(iii) when the boat is raised by the next wave, the hoists will loosen and it is at this moment that
the blocks for the hoists must be released.
(iv) if both blocks for the hoists cannot be released at the same time, the stern block must be
released first so that the boat keeps the bow in the sea.
(v) the boat must reach a safe distance from the ship as soon as possible. One or more
lifebuoys equipped with a safety rope should be prepared for the rescue of the brake
operator(s).
If the lifeboat cannot be lowered, the life rafts must be used. The Master must also consider
whether it is opportune to discharge oil (lubricant or fuel) on the side of the lowered lifeboats, to
prevent the waves from breaking.
Similar precautions should be adopted for launching life rafts lowered by crane and, where applicable,
all specific instructions for the launching of rescue boats, fast rescue boats, slides/chutes (MES) etc.
should be followed.

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EMERGENCIES

12.7.3.14 Operations with the helicopter


The Master is responsible for safety on board the ship and may decide to suspend or shorten the
operations for any reason and at any time for safety reasons.
The authorisation for a specific operation using the helicopter and permission for the helicopter to set
down on board are given at the Master’s discretion. The helicopter pilot is always responsible for the
safety of the helicopter. Detailed instructions relating to Ship/Helicopter operations are contained in the
"Guide to helicopter/ship operations" published by ICS, available on board, which should be
consulted before any operation takes place.
For ships equipped with landing areas, before using them, check the status of readiness of all the
protective aids, such as fire fighting equipment, additional lighting, wind direction indicator etc.

12.7.3.15 Salvage
In an emergency, the Master will take any decision necessary for the preservation of human life and
the prevention of pollution and damage to property. If, because of an event, the Master deems
assistance from another ship or tugboat to be necessary, he must contact the DPA immediately for
instructions.
If there is no time or means to consult the DPA, the Master must ensure that the rescue is carried out
according to “Lloyd's Open Form of Salvage Agreement”.
If, at any time, one of the Company’s ships is in a position to provide a salvage service to another ship,
the Master must provide assistance as soon as possible, and inform the DPA and the Charterers, if
any, as soon as possible.
If a salvage or towing service is provided or received, the Master must prepare a report of all the
events that led to this situation. The data in the report should include:
1. Position
2. Weather conditions
3. Towing start time
4. Drafts
5. Inspection of ship compartments
6. Inspection of the area around the ship, if appropriate
7. Selected channels for communication to/from the salvage ship/tug
Further information about salvage can be found in specific publications available in the onboard
library.

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PROCEDURES AND INSTRUCTIONS 12.8
HEALTH AND SAFETY OF CREW

CONTENTS

12.8.1 Crew rest hours


12.8.2 Crew medical fitness
12.8.3 Medical care on board
12.8.4 Health hazards from the cargo (chemical cargos in containers)
12.8.5 Policy on drugs and alcohol
12.8.6 Prevention of acts of piracy, robbery, terrorism
12.8.7 Accident prevention
12.8.7.1 General information
12.8.7.2 Permit system
12.8.7.2.1 Entry permits
12.8.7.2.2 Work permits
12.8.7.2.3 Work aloft or in suspended or overside areas
12.8.7.2.4 Inspections and repairs with diver
12.8.8 Oxyacetylene welding gas: precautions for use, handling and storage of cylinders
12.8.9 Flammability hazards associated with handling fuel
12.8.10 Hygiene on board ships
12.8.11 Managing suppliers, contractors and subcontractors
12.8.12 Onboard access safety
12.8.13 Safety of movement on board
12.8.14 Lifting and carrying materials/machinery
12.8.15 Painting
12.8.16 Precautions when using portable equipment/machinery
12.8.17 Precautions during hot work (welding/cutting)
12.8.18 Precautions while using irritant/radiant substances
12.8.19 Anchoring/mooring/towing operations
12.8.20 Safety in Engine room
12.8.21 Safety in the living quarters
12.8.22 Safety during emergency drills
12.8.23 Protection against exposure to noise
12.8.24 Personal protective equipment
12.8.25 Safety signs

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12.8.1 Crew rest hours


In agreement with the reference rules (STCW-DLgs271/ 99 etc.-collective agreements, etc..) the
following criteria are established:
a- All personnel must benefit in each period of 24 hours, at least 10 hours of rest.
b-The minimum period of 10 hours of rest can not 'be divided into more' than two periods, one of which
must be at least 6 hours without a break and interrupted by no more 'than 14 hours; in any case, in
addition to that minimum period, additional periods of rest may be provided.
c- at least 77 hours of rest every 7 days must be guaranteed
d- The breaks for main meals shall be registered in the records with the markings as "L" (Lunch) for
lunch and "D" (Dinner) for dinner. These breaks are not considered interruptions of rest hours or work.
e- This is also effective for duty Engineer Officers on board ships with unattended engine rooms and
when, due to the failure of machinery or systems, these officers have been available or carried out
work at night.
f- In the event that duty Engineer officers (ships IAQ1) operates during the period in which the Engine
room is not manned (eg. alert at night), this personnel should receive adequate period of rest to
compensate for the intervention /s
g- Personnel on watch at the departure of the ship must have received the proper rest period
mentioned above. The Master and Chief Engineer are responsible for organising the working hours in
order to meet this requirement.
h- On board, there are records concerning the hours of rest, noted in the registers in accordance with
ministerial standards and endorsed by the Maritime Authority.
i-The work timetable on board are compiled and updated for the various sections of board: deck-
Engine room- hotel (only for ro-ro passenger). Such tables must be completed taking into account the
nature of the programs (arrival/departure/ etc.) and must be ensured CORRESPONDENCE
BETWEEN THE WORK TIMETABLE AND RECORDING OF TIME OF REST. All tables (of all
sections) must be signed by the Master.
j- rest of hours registration and work timetable on board must include the entire crew, including the
Master, the Chief Engineer, and Doctor.
k- At the end of each month, the individual sheets of registration of rest hours (rest hours Record)
must be signed by the Master for all crew of all department, and also signed by the individual seafarer.
A copy of the completed / signed sheet must be delivered to the seafarer. This procedure is also
followed in the case of disembarking of seafarer and the sheet will be filled until the day of
disembarkation.
l- Master appropriately manage their rest periods in consideration of possibility to encounter bad
weather, where its availability will be required for decisions of the case. Master ensure that such
decisions are not compromised by factors of fatigue.
m- The hours dedicated to training / emergency drills should be counted as time of work.

12.8.2 Crew medical fitness

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All crew members must undergo biennial medical examinations to determine their suitability for the
work on board. A certificate or other appropriate documentation is available on board to demonstrate
that this requirement has been met.
Before embarkation, crew are required to undergo a medical examination to ascertain their physical
fitness. For this purpose, it is important that the doctor is affiliated to Ipsema (former Italian Cassa
Marittima) for Italian crews, while for foreign crews, the doctor will come from a government health
institution in the country of origin, to which the manning agency sends embarking crew members.
In accordance with the provisions in articles 6 and 23 of Italian Legislative Decree 271/99, the
Company has appointed a qualified doctor. This doctor works with the Company and with the ship’s
prevention and protection service, performs health checks on the crew on board, provides judgements
of fitness to carry out specific tasks and performs surveys of the ship’s working environments.

12.8.3 Medical care on board


All ships are equipped with medicines and medical supplies according to the minimum standard
prescribed by national authorities. The Master, through the 3rd Mate, must ensure that medicines and
medical supplies are always available. On ships, the Master is responsible for the safekeeping of
medicines.
The Master is responsible for the distribution of medicines to the crew and passengers in the event of
actual need.
All the above activities are entrusted to the responsibility of the Ship’s Doctor when on board.
The “International Medical Guide for Ships” is available on board and the Master or the Officer in
charge of employee health care, or the ship's doctor, can find information and advice on matters such
as illness, accidents, food poisoning etc. therein.
Where the ship's doctor is not on board, the Master should not hesitate, even in cases that seem
simple, to request advice and, if necessary, assistance via radio, from the nearest ship with a doctor on
board or the shore-based medical authorities (e.g. C.I.R.M.).
If there are language difficulties, the Master must use coded messages. The “International
Code of Signals” has, for this particular purpose, a special Medical Department giving details of all
the nations that provide medical advice by radio.
Messages can be transmitted by radio, fax, Inmarsat, email etc.
If the ship’s doctor is on board, he will be responsible for the distribution of medicines, the operation of
the pharmacy/hospital and stocks of medicines, informing the Master in plenty of time when it becomes
necessary to restock.
There is a register of medicines on board ships, where the designated Officer (or ship’s doctor, if any)
records the quantities and expiry dates of medicines on board, requiring the approval of the Master for
stocks according to the expiry dates and consumption in order to ensure that all the medicines
envisaged on ministerial tables are available on board.
The Master is responsible for keeping narcotic medicines and the relative register to be subjected to
annual endorsement by the relevant Health Authorities.
For the supply of narcotic medicines, the request (prescription) must be made in triplicate by the
relevant health authority (national port) at the request of the ship’s Command via the agency. A copy of
the request/prescription must be returned to the ship’s command and enclosed in the narcotics
register, while one remains with the pharmacist and one with the health authority (maritime health). For

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the purchase of narcotics abroad, the Master will forward a request to the local agency and the
purchase will follow local procedures with the healthcare representative.
The disposal of expired narcotic medicines shall be requested by the master through the local agents
who will coordinate the matter with the local authorities in accordance with legislation in force.
In the event of injury to personnel, the Master is responsible for recording the data regarding the case
on the Accident Register, supplied to the ships on an approved form and endorsed by the Flag
Administration. In such cases, the relative notifications and incident reports must be produced as
required by Chapter 10 of this manual.

12.8.4 Health hazards from the cargo (chemical cargos in containers)


As soon as the Master receives information on the cargo for shipment, he must ensure that
copies of “data sheets”, set out in the IMDG Code, referring to those types of cargo, or a copy of the
technical data sheet relative to the type of cargo received together with the cargo documents are
posted on the bridge and in the officers’ and common rooms. These data sheets describe the physical
characteristics and hazards of the cargo and provide instructions to personnel in the event of
accidental contact or inhalation of the cargo or cargo fumes. A “Medical First Aid Guide (MFAG)”,
containing instructions on first aid for personnel accidentally contaminated with chemicals is available
on board all ships operated.
The crew assigned to the handling of chemicals for use on board (e.g. detergents, solvents,
paints etc.) must be informed about the risks related to such activities. To this end, the collection of
safety data sheets for all products stored therein must be made available at the storerooms of these
products.

12.8.5 Policy on drugs and alcohol


The Company is committed to promoting a healthy, safe and productive working environment for all
employees. The Company recognises that drug use and alcohol abuse can make people unable to
perform their duties.
DRUGS:
The Company therefore considers it important to establish that:
a) the possession, use, distribution or sale of drugs by the crew (and passengers) is
strictly prohibited and may result in dismissal or disciplinary action for crew and charges to
passengers.
b) pilots, office personnel, guests, technicians, retailers, passengers and any other person
engaged in shipboard operations must comply with the restrictions established by the
Company regarding the use, possession, distribution and sale of drugs. Persons who violate
this policy will be removed from the ship and will be denied future access.
ALCOHOL- Crew treatment
Reference is made to the legislative provision of 16 March 2006, published in the Official Gazette
no. 75 on 30 March 2006, which identifies the crew in the deck and engine departments in the
categories whose working activities pose a high risk of injury, prohibiting consumption and
supply of alcoholic beverages, where alcoholic beverage refers to any product containing food
grade alcohol with a volume of more than 1.2%.
The Company has therefore decided that:

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c) the prohibition of the possession, use, distribution or sale of alcoholic beverages is extended
to the whole crew
d) the prohibition is extended to all personnel engaged in shipboard operations (pilots, office
personnel, technicians etc.), who must comply with the restrictions established by the
Company. Persons who violate these provisions must be removed from the ship.
e) for crews on ro-ro passenger ships, the Master should give precise instructions to the
Pursers on board so they are strictly prohibited from selling alcoholic beverages to the crew
at the ship’s bar.
f) the daily ration of table wine is replaced by a 1.5 litre bottle of mineral water.
The purchase of alcohol in the free-shop or outside the ship and its consumption should be
considered a violation of company policy and therefore personnel found in possession of non-
permitted alcoholic beverages will be subject to the disciplinary measures envisaged.
The sale of alcoholic beverages is permitted to passengers taken on board cargo ships, as long
as consumed in moderation. The Master, if necessary, can restrict the sale. There remains a
ban on bringing alcohol bought ashore on board.
In order to avoid the uncontrolled supply of alcoholic beverages, it is necessary to give
instructions to the cooks on board that any sales (cargo ships) to passengers and/or follow-on
drivers must be approved in advance by the Master or a crew member delegated by the Master.
Arrangements for everything concerning courtesy treatment in the various ports of call remain in
place.
According to national and international law, in consultation with the qualified doctor, the
Company has prepared a surveillance program for crew, conducting tests to verify the possible
consumption of drugs and/or alcohol abuse.
12.8.6 Prevention of acts of piracy, robbery, terrorism
The continued growth of acts of piracy is worrying the maritime sector and special attention to this
criminal phenomenon is increasingly necessary.
The growing number of acts of piracy and geographical areas where such acts are committed is
forcing the company to consider the issue carefully.
The geographical areas where piracy is occurring, in order of danger, are:
(i) waters off the coast of the Horn of Africa, particularly Somalia and the Gulf of Aden
(ii) the Singapore Strait, Malacca Strait, China Sea, inland waters of the Philippines;
(iii) the waters off Nigeria and, in general, the Gulf of Guinea;
(iv) the northern Caribbean Sea (Jamaica, Santo Domingo and the exit straits from the
Caribbean to the Bahamas);
(v) the waters off Columbia;
(vi) the western Mediterranean Sea (coast of North Africa)
The “International Maritime Shipping Federation (ISF)” has published a study on piracy called "PIRATES
AND ARMED ROBBERY", available on board.
The Master is responsible for:
a) putting a copy of this publication in the bridge library and making sure that the deck officers
are aware of its contents;
b) during the bi-monthly meetings of the onboard Safety/Security Committee, explaining the
problem to the crew and implementing all the preventive measures when a trip is planned in
all the waters/areas listed above or other areas made known by the Company.

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The most important details of the meeting and a brief reference to preventive measures to
be taken must be given in the report of the meeting of the onboard Safety/Security
committee.
c) notifying the DPA and the CSO immediately in the event of real or attempted acts of piracy;
subsequently CSO will inform the Flag Administration and other parties concerned.

The growing phenomenon of terrorist attacks on an international scale has led the IMO to adopt the
International Ship and Port Facility Security Code (ISPS code), implemented within the SOLAS, the
adoption of which has been compulsory for all ships in the SOLAS area since 01/07/2004. This
phenomenon is not limited to clearly defined geographical areas but covers the whole world. For the
related prevention and inspection procedures etc., refer to the Ship Security Plan, drawn up in
compliance with the ISPS Code.

Following the increase in piracy in the Indian Ocean, the Flag Administration, may 'authorize the
embarking of armed personnel “Flag (Armed Security Teams)” or “private armed guards” (qualified as
such by the competent Ministry) to protect the ships / crews in transit in area defined at risk (Western
Indian Ocean). The armed guide service is optional, at the discretion of the Company. In case of use of
armed military personnel, they will be embarked as " other personnel than crew” so as required by
SOLAS chapter I-reg.2.
In accordance with the provisions of the Ministry of Defense, and according to agreements between
(Confitarma) and armed forces, the ship must provide an adequate cargo space for weapons, certified
by RINA according to specific technical requirements; the supervision of weapons must be under
responsibilities of the armed protection team. While the military personnel are on board, all the
Master’s responsibility for safety of ship and marine activities(ship manouvring, etc..) will remain
unchanged. Liability of military actions in response to an attack of pirates, is by the leader of the
armed personnel present on bord.The Master and head of the armed protection personnel on board
must consult and cooperate in order to ensure that at all times the safety of all persons/cargo on board
must be secure.
In any case, the guards will be embarked on board in compliance with the maximum vessel capacity
of carriage; in special cases, the”Comando Generale del Corpo delle Capitanerie di Porto”, will
authorize to exceed the maximum capacity indicating specific provisions assessed on a case by case.
The security plans concerned the ships interested of such armed guards, are updated with the proper
details and procedures.
In any case, the presence of armed guards should be considered as an additional element of risk for
the presence on board of arms and weapons, and the possibility of danger caused by a potential
armed conflict between the pirates and guards. In this sense, the crew must pay maximum attention to
the own protection observing the regulations issued by the Master.
To enhance the safety of person on board, and for protection of the ship, on board of the vessels
expected in the risk areas(with or without armed guards on board), special piracy countermeasures
shall be arranged in accordance with Best Management Practices (latest version) published by
international organizations (eg. BIMCO, etc..). Details of these measures (including the preparation of
a security citadel) are exposed inside the ship security plans.

12.8.7 Accident prevention

12.8.7.1 General information


A copy of the DOT publication "Code of safe working practices for merchant seamen" or the ILO
Code "Accident prevention on board ships at sea and in port" or an equivalent publication is available
on board each ship operated.

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The Master, the Chief Engineer and other heads of department are invited to give instructions to
their personnel so that all the recommendations and precautions contained in this code, in particular
those concerning the safety of persons, are adopted.
In the event of incidents and whenever deemed necessary, the Master and Head of the
Prevention and Protection Service will conduct a formal investigation and the cause of the incident will
be the subject of discussion at the next meeting of the onboard Safety Committee (see paragraph 4.7)
and set out in the relative report, to be sent to the DPA.
Accident prevention is regulated under Italian Legislative Decree 271/99, and it is advisable to
refer to the “Safety Plan”, which includes a technical report on risk assessment (available on board)
regarding personnel. The company has also prepared the assessment of the risks regarding the ship
and the environment (envisaged by the ISM Code). The relevant reports are enclosed with this manual.
The company has set up periodic environmental monitoring to assess the risks arising from
various factors such as noise, vibration, the microclimate, electromagnetic fields, the
chemical/physical/biological risk etc. The related reports are available on board and are accessible to
the prevention and protection service, whose members are required to inspect them upon embarkation
and sign the relative registers.
Furthermore, for certain activities that may be particularly dangerous for the safety of personnel,
the Company has agreed to adopt a particular system based on the granting of “permits” given after a
risk assessment and the adoption of security measures. This system is described below.
During commercial operations, it is advisable to monitor levels of carbon monoxide inside the
garages when work is taking place.
The Chief Mate will perform the necessary measurements with the portable instrument supplied to
the ship, will record the measured values on the relevant form and will adjust ventilation as appropriate
in order to maintain concentrations below the maximum permissible limits (50 – 75 ppm) as
established by Italian Legislative Decree 272/99 - art. 36.
Before the start of commercial operations, the Chief Mate holds a meeting with the Head of the
port/terminal workers in order to properly coordinate operations, to exchange mutual information about
the risks in the working area, the sequence of work phases etc. At the end of the meeting, a
coordination checklist is signed.
A similar coordination process with the completion of a checklist with joint signature is adopted
where technical interventions are carried out on board by outside personnel.

12.8.7.2 Permit system


There are many types of operations on board a ship where the action of one person may
inadvertently cause harm to that person or to another person or where a certain procedure must be
followed to ensure the safety of those carrying out a specific operation.
For example, a dangerous situation may occur if the radar is set in motion while someone is working
near the antenna; another risk can arise during repairs or maintenance if the safety devices inside a
piece of equipment are removed; another possibility is if a number of safety measures and precautions
are required before entering a enclosed space and so on. In all cases, before work starts, it is
necessary to identify hazards and make sure they are eliminated or kept under control efficiently.
Verbal instructions, questions and answers that may be misunderstood or misinterpreted or forgotten
altogether are not a satisfactory basis for carrying out activities in which human life may be at risk.
More effective control can and must be obtained using a system based on instructions and controls
established in writing and requiring compliance with clear procedures from those responsible for the
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work. This system is set up on board the company’s ships through the use of “Entry and work
permits for enclosed spaces”.
The system essentially consists of a printed "Permit" including some "Checklists" which must be
completed and signed by a person in charge on board, according to the work to be performed.
The "Permits" describe the activity to be performed and, through the use of checklists, allow an
assessment of the conditions in which that activity must take place and the associated risks and
specify the precautions to be taken to prevent said activity from becoming hazardous and a risk to the
safety of those carrying it out or to others. The entry and work permits for enclosed spaces do not
make an activity or job safe in themselves, as they do not consider anomalous events which are not
foreseeable and which may nevertheless occur, but they are an effective way to prevent incidents if
those who are responsible for applying them comply with the set procedures in a thorough, intelligent
way.
The following provisions must always be complied with:
(i) the assessment of the conditions in which the activity must take place and the signing of the
permit must be carried out by an “Officer in charge” (the Master or the Chief Engineer or
other officers delegated by them) who has experience with this activity and its associated
dangers; in particular, he must have adequate knowledge / practical experience and
theoretical knowledge to carry out a risk assessment in order to verify the suitability of the
atmosphere where the work should carry out; it 'is especially correct for access in enclosed
spaces.
(ii) the information (place of work, nature of the work, preliminary tests carried out, preventive
measures adopted, safety equipment required) provided with the permit must be clear and
detailed;
(iii) the permit must be regarded as an instruction to be carried out unless there are orders to the
contrary;
(iv) only the activity mentioned on the permit must be carried out;
(v) before signing the permit, the officer in charge must personally ensure that all appropriate
measures have been taken and must ensure that they are maintained throughout the period
of validity of the permit. For access to enclosed spaces and in all situations where it is
necessary, the officer in charge shall designate a "connection person" which, from outside
the work space, supplies or receives instructions from the persons carring out the work and
that in case of need can activate emergency procedures.
(vi) the Officer who, for whatever reason, replaces the Officer who issued the permit, takes full
responsibility for it. The incoming officer is obliged to become aware of the situation;
(vii) the person responsible for carrying out work (Head of Works) must verify that the prescribed
safety measures have been taken and must countersign the permit to demonstrate
understanding of the situation. Upon completion of the work, he must inform the officer in
charge.
All “Entry and work permits”, issued and completed, must be collected by the Master or Chief Engineer
according to the Department of the Officer in charge.
The SMS auditors will check the collections of “Entry and work permits” during of internal audits.

12.8.7.2.1 Entry permits


Any space of the vessel that has any one of the following characteristics:

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- limited openings for the entry / exit


- inadequate ventilation
- is not designed to be continuously manned by workers
must be considered an enclosed spaces.
The double bottoms, fuel tanks, ballast tanks, the cargo pump-room, the cargo compressor room,
the cofferdam, the anchor chains lockers, the void spaces, pipeduct, boundaring space, boilers,
engines crankcase, scavenging air receiver, sewage tanks, and all adjacent spaces connected to
these, are some of the most common enclosed spaces.
Permits must be issued whenever access to enclosed spaces may pose risks (limited or high) to
people's lives. For the sole purpose of classifying the level of risk associated with the atmosphere
inside a closed compartment, the following factors apply:
(i) current state of ventilation
(ii) type of ventilation used (natural or forced)
(iii) effectiveness of the ventilation devices
(iv) adjacent compartments containing dangerous substances
(v) presence of sediments or other substances which can cause oxygen deficiency (e.g.
presence of standing water or moisture with the formation of rust), volatile substances, gases
or flammable or toxic vapours.
In any case, when there is no reliable information on the nature of the space to be entered,
it must be regarded as high risk.
The following additional provisions must also be taken into account:
(i) The persons responsible/competent to attend the operation in enclosed spaces should be
properly trained in recognizing hazards, assess, monitor and remove them. (Proper video
support and publications/guides for enclosed spaces are provided by Company to the
managed ships);
(ii) Before entering into an enclosed space, there must be a preliminary assessment of any
potential danger;
(iii) An enclosed space entry permit must be formalized with the correct and full completion of
the expected checklist;
(iv) Under no circumstances an enclosed space must be entered unless the Officer in charge
or appropriate competent person are present and that all appropriate safety precautions
are preliminarly adopted;
(v) The atmosphere inside the enclosed space must be previously analyzed with a calibrated
instrument by a trained person on the use of the tool;
(vi) No-one should enter an area at risk in an attempt to rescue persons in danger, without
adequate safety precautions have been taken. This is to avoid risks to their lives and to
avoid further damage to those needed help;
(vii) In the case of emergency recovery, the person in charge monitoring the access to the
enclosed space, shall immediately inform the officer on duty. The general alarm must be
activated, crew mustered and alerted emergency first aid team;
(viii) All recovery equipment (eg seat belts, lifting devices, safety line, EEBD) and devices to
analyze the atmosphere, must be readily available and the crew should be trained about
their use;

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(ix) If while inside the enclosed space, trouble or danger are encountered, the enclosed space
must be evacuated immediately.

All personnel on board, during the familiarization at embarkation, shall be trained/ familiarized on
procedures for entry into enclosed spaces, including the recognition and assessment of hazards
associated with the activity to be performed. Of such familiarization timely registration is produced.
The training activities are carried out by means of audio-visual specific for entrance in enclosed
spaces; furthermore, with bi-monthly frequency, an exercise in enclosed spaces is organized on board
and which consists in:
- Rescue and the recovery of the person from enclosed spaces
- Control and use of personal protective equipment for entry into enclosed spaces
- Communication procedures
- Use of equipment to test the atmosphere in enclosed spaces
- Use of equipment and procedures for emergency medical aid
It is produced and filed in the appropriate recording of the exercises.

All crew has to be familiarised with the usage and calibration of oxygen detector provided to the ship;
this familiarisation has to be recorded and kept in archives on board. During bimestrial drills on
enclosed spaces the training on the usage of oxygen detector is also carried out.
Before accessing enclosed spaces, the officer responsible of the job has to verify the atmosphere
according to the following procedure:
a) Preventively ventilate the space to be inspected (unless the space contains or has contained
fuel, as in this case it is necessary to previously inertize it.)
b) Interrupt the ventilation
c) wear the breathing apparatus (THE USE OF EEBD IS NOT ALLOWED) and check the
atmosphere through a portable detector.
d) Once the salubriousness of the atmosphere is verified, re-activate the ventilation and
authorise the entry of the person responsible for the job, who has to permanently carry on
the portable detector during all the permanence inside the enclosed space.
e) If the level of the oxygen in the enclosed space starts to reduce, the operator has to
immediately exit and the access procedure has to be repeated.
f) Bear in mind that some spaces even if are not considered “enclosed spaces”, can be affected
by alterations of the atmosphere; for example, this can happen in very rusty spaces, as the
iron oxidation process consumes the oxygen present in the atmosphere (e.g. chains’ locker).
Also for these spaces the above-mentioned procedure has to be implemented.

12.8.7.2.2 Work permits


Work permits must be issued each time the following take place:
- work aloft or in suspended or overside areas (see paragraph 12.8.7.2.3)
- hot work (electric or flame welding)
- work on electrical installations
- work or inspections on seawater lines

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- work and inspections with diver (see paragraph 12.8.7.2.4).

12.8.7.2.3 Work aloft or in suspended or overside areas


All materials used for such work should be stored in a dedicated warehouse, kept separate from other
materials, locked up under the responsibility of the Chief Mate and must not be used for purposes
other than work aloft, suspended or overside. All materials must be clearly identified with labels bearing
the inscription “to be only used for working aloft/overside” in addition to the characteristic data of the
individual piece of equipment (safety working load etc.). Only the Chief Mate can permit the use of
such materials, and will make a monthly check, signing the relative checklist. If in doubt about the good
condition and efficiency of the material, it must be take out of service immediately and never used
again, even for other purposes, and replaced with new items. The discarded material must be
managed as waste. The list prepared by the DPA can be supplemented by any additional material that
is deemed essential.
For these works, a permit must be issued by the Master or his proxy. Before carrying out the work, the
relative checklist signed by the Chief Mate must be checked and completed.
The use of bosun’s chairs should be avoided as far as possible, preference being given to fixed
scaffolding. Limit its use to particular and exceptional circumstances of extreme necessity and/or
emergency only, where it impossible to use fixed scaffolding. In such cases, the use of a double safety
system (belt+sling) with two different ropes connected to integral points must be envisaged. Always
use at least two people for these types of interventions.

12.8.7.2.4 Inspections and repairs with diver


Underwater services must always be authorised by the Company unless the emergency is such
that the resulting delay would be unacceptable.
The following safety precautions should be followed on the ship:
1 The ship should hoist the flag “A” indicating divers at work.
2 The Master and/or Inspector following the works must remain on board until completion of the
inspection or work underwater.
3 A deck officer must be available on deck or near the dive area, for the duration of the dive.
4 Efficient communications via walkie-talkies should be established and tested, before the
commencement of operations, with the divers’ boat, with the engine room and with the deck
officer on the bridge and around the dive area.
If, for any reason, communications are interrupted, the activities must be halted and the divers
must return to the surface until communications are restored.
5 If the propulsion engine barring device is on and running, the divers should be aware before
entering the water.
6 Whenever possible, the Chief Engineer must stop and isolate the propulsion engine to prevent
accidental rotations of the propeller.
7 All overboard discharges and inlets not in operation situated within the dive area must be closed
and tied.
The Chief Engineer must inform divers about overboard discharges and inlets that are
operational.
The Chief Engineer must ensure that no change is made during the dive unless the divers have
been warned.

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8 If an inlet must be capped, the method used should be discussed and approved by a
representative of the Company.
9 Any blind flanges with a drain cock, to be put in place inside the ship, should be ready to be
installed before removing the piece to be repaired.
10 The effectiveness of the external cap should be checked prior to removing the piece to be
repaired.
If drain valves are not placed on the piping, the check may take place by slightly loosening the
bolts of the flanges.
11 All valves that are part of the system being repaired should be closed, tied and labelled with the
indication to keep them closed.
12 The Chief Engineer and/or First Engineer Officer must attend the removal and installation of the
piece being repaired and must keep the internal blind flange under control to check for any leaks.
13 The main bilge pump, the reserve pump (or emergency pump, if fitted) should be ready to use and
the bilge pumping system must be tested before the commencement of repair work and found to
be in good working order.
14 The cathodic protection system must be stopped.
The Chief Engineer must ensure that the system is maintained non-operational (e.g. affixing the
‘do not operate’ plate) until the underwater activity has been completed and the divers have left
the water.
15 The Master and/or Company Inspector should review this safety procedure with the divers and all
the crew involved in the repairs before work begins.
The safety procedure referred to above must be considered additional to any form of
assistance or precaution required by divers, and must be signed for acceptance by all relevant
personnel.

Before starting the inspection and/or underwater repair with the diver, the Master must
complete and sign the “Underwater work permit” with the relative checklist.

12.8.8 Oxyacetylene welding gas: precautions for use, handling and storage of cylinders
Publications containing information about the precautions to be taken while using equipment for
welding and for handling and storing gas cylinders are available on ships in the onboard library.
Regarding the storage of cylinders, the following instructions and precautions must be complied
with:

1. General rules
(i) Cylinders must be stowed upright and firmly secured in racks or by brackets. Where guards
are provided for the valves or caps, these must be kept in place.
(ii) Portable fire extinguishers should be positioned in an area that is easily accessible and close
to the cylinders.
(iii) The general conditions of the cylinders must be checked periodically.
(iv) Those responsible for handling and using gas must be suitably trained.
2. Cylinders can be stowed both outdoors and indoors. Depending on the position, the following
additional requirements must be met:
(i) Stowage of cylinders outdoors

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a) The storeroom should only be used for storing gas and the type of cylinder (oxygen or
acetylene) contained should be marked clearly.
b) The storeroom should be chosen in a well-ventilated position.
c) The storeroom should be away from the risk of fire and heat sources and, for acetylene
cylinders, away from sources of ignition.
d) The group of acetylene cylinders should be kept at a minimum distance of 3 metres from
the battery of oxygen cylinders or, alternatively, divided by a fireproof bulkhead.
e) The area should be considered a "No smoking area". Smoking and the use of naked
flames will be prohibited in the stowage area.
(ii) Stowage of cylinders in enclosed spaces
a) The storeroom should only be used for storing gas and the type of cylinder (oxygen or
acetylene) contained should be marked clearly.
b) The room should be well-ventilated (natural or independent mechanical ventilation) and
isolated in accordance with SOLAS requirements.
c) The room should be considered a "No smoking area". Smoking and the use of naked
flames will be prohibited.
d) When the number of oxygen and acetylene cylinders does not exceed the total of 8, both
gases can be stowed in the same room, providing that the group of acetylene cylinders is
kept at a minimum distance of 3 metres from the group of oxygen cylinders.
e) When the number of oxygen and acetylene cylinders exceeds the total of 8, these must
be stowed in two separate rooms: one for acetylene cylinders and one for oxygen
cylinders.
f) Whenever possible, a maximum of 12 oxygen cylinders and 6 acetylene cylinders should
not be exceeded.

12.8.9 Flammability hazards associated with handling fuel


The OCIMF communication about problems that might arise with the handling of fuel oil is
available on board.

12.8.10 Hygiene on board ships


1. Hygiene Standards – Health
The Master must ensure that adequate standards of hygiene, as required by current legislation, are
maintained in all cabins, toilet facilities, kitchens, storerooms, cold stores and galleys. The Company
provides each unit with an HACCP manual for consultation by the personnel in charge of catering
services on board. All the envisaged hygiene/health standards are contained in the technical/standards
library on board, distributed to the company’s ships via DPA/SMS circular and reviewed regularly by the
Safety Quality and Environment Department.
The living quarters, the crew’s toilet facilities, the kitchens, storerooms, cold stores, galleys, passenger
quarters, bars, self service restaurants and the public toilets are subject to weekly inspection by a
special committee (Health Inspection)

On cargo ships, said committee is composed of the Head of Safety (Chief Mate), the 1st Engine
Officer, the Cook, the Worker Safety Representative, with the addition of the Purser and the ship’s
doctor (when on board) for ro-ro passenger ships only.
If the deficiencies identified can not be eliminated by the crew, the Master must inform the department
concerned by e-mail and make any requests for materials/work via the AMOS system.
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2. Hygiene in the Working Environment


The provisions and arrangements concerning the working environment are given in the technical
specification and detailed project for the ship required by Italian Legislative Decree 271. As regards
hygiene in the working environment, the company or shipowner and the crew must respect the
provisions of Italian Legislative Decree 271 and its regulations. Some of these provisions are covered
in this manual as they have led to or may lead to operational procedures such as:
• protection against noise on board
• Inspection and maintenance of air conditioning systems.
• In accordance with ILO 133, it must be possible to package provisions on board in accordance
with the customs of foreign crews if on board.
• The inspections mentioned in paragraph 1 must be carried out on a weekly basis and recorded in
the Nautical Logbook.
• The healthcare material supplied on board must be inspected as required by Article 100 of the
Regulation for Safety during Navigation.

2.1 Health and hygiene services

Changing rooms for engine personnel and rooms for washing and drying laundry must meet the
requirements of applicable legislation as regards characteristics, systems and facilities.

2.2. Premises for food preparation and storage

The food preparation premises on board, the galley and the cold stores must respect the criteria
established by applicable legislation. The cook on board, the kitchen personnel and all catering staff
must possess the certification required by health regulations. The food store doors must be fitted with a
system that makes it possible to open them even from inside the store itself. Next to the doors, on the
inside of the cells themselves, there must be manual alarm buttons that can trigger an optical/acoustic
alarm signal on the control panel situated on the bridge and, if deemed necessary, in the food
preparation area. The alarm must be tested repeatedly by the Officer in charge of safety under the
program of inspection and maintenance for the deck-based safety devices. Any abnormality should be
dealt with immediately.

2.3 Power supply and table service on board.

During the weekly inspections on ships with a catering service, the Committee referred to in point 1
must include:
• Premises and equipment used for the storage and processing of food and water for passengers
and crew
• Premises and relative facilities used for the preparation and service of meals.

3 Work in kitchen areas, storerooms and other food preparation/storage areas


3.1 Hygiene and health
The hotel personnel must have basic knowledge of common safety standards in food handling and
ensure acceptable levels of personal hygiene and cleanliness of kitchens, storerooms and dining
areas.
Personnel must be trained (for this purpose appropriate individual training manuals will be distributed
regarding the health and safety of working environments).
In all the storerooms, in the kitchen and in the galley, self-control charts will be affixed, attached to the
HACCP manual, which personnel must follow to the letter.
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For further details, consult the HACCP manual.

3.2 Accident prevention in food processing areas


Personnel must wear shoes with resistant soles, capable of preventing falls. Sandals or other open-
toed footwear that is not water resistant should not be worn.
Personnel in charge of food preparation should be provided with a cut-resistant steel glove.
Personnel must take the utmost care when moving or lifting heavy and bulky objects with particular
regard for support surfaces.

3.3 Use of fryers, boilers, hobs – microwave ovens.


Safety procedures regarding the use of electric hobs or hobs powered by liquid fuels must be displayed
with personnel guidelines for their use.
Any electrical defect must be reported to the Hotel Managers or the Chief Mate immediately. Any
device which is not in use must be marked with “out of order” signs.
The indiscriminate use of water for washing surfaces can be very dangerous, especially near electrical
equipment.
Electric hobs or other equipment subject to periodic cleaning must be disconnected from the power
source.
In the event of adverse weather conditions, appropriate guards must be placed on the cooking
surfaces to prevent incidents caused by saucepans, frying pans or fryer oil containers etc. falling
over. Operating instructions must be displayed on devices that use liquefied petroleum gas as a
source of energy. If a flame is noted in a fryer, it is necessary to use a fireproof blanket to suffocate it
and, if possible, drain the oil from the container.
Newly installed fryers must comply with the requirements of the SOLAS amendments, therefore they
must be equipped with a suitable manual or automatic fire extinguishing system. They must have 2
thermostats, of which one is a spare; the thermostats must be connected to an alarm system that
signals any failure; upon activation of the extinguishing system, an appropriate system must intervene
that automatically cuts out the electrical power supply; an alarm will be activated whenever the
extinguishing system enters into operation. Special operating instructions for using the extinguishing
system in manual mode will be displayed. Fryers must be switched off when not in use. The integrity
of the doors of microwave ovens must be checked frequently and worn or damaged seals must be
replaced. Radiation monitoring should be performed at regular intervals.

3.4 Precautions when using other equipment and tools


All personnel should be trained in using tools or other devices in the kitchen areas, storerooms etc.
Hazardous machinery parts should be protected by guards. Safe working procedures must be
displayed in the areas, although given their complexity and the potential hazards they could cause,
certain equipment can only be operated only by authorised personnel or under the supervision of
experienced personnel. Personnel under 18 years of age should not use machinery powered by
electrical or mechanical energy for disassembly for the cleaning of parts. Safety warnings on the use
of electrical machinery are to be displayed at various points in the areas concerned. Sharp tools
should not be mixed with other items for cleaning. The cooks and any additional personnel in charge
of handling sharp tools for food preparation must be provided with a steel wool glove to protect their
hands. All movable material must be stored safely when not in use.

3.5 Cold stores, Galley.

Personnel working in cold stores should be able to identify the alarm and the button or lever for
opening the door, even in complete darkness. Personnel entering the cold stores must take the
padlock with them if the cold store was closed and wear warm clothing, like jackets, for protection
from the cold. If there are leaks or suspected leaks of coolant, a sign must be put up prohibiting

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entry. All provisions contained in the stores must always be properly secured or arranged to prevent
movement when the ship is at sea.

12.8.11 Managing suppliers, contractors and subcontractors


1 General information
The Company has complied with the provisions of the Italian Legislative Decree on the management of
maintenance and repair work on board performed by contractors or self-employed persons as well as
maintenance/repair and tests at sea carried out by these people.
The following procedure is also implemented for the port companies that come on board to carry out
commercial operations.
2 Purpose
Through the development of this procedure, the aim is to provide the Master, the Safety
Representative and the prevention/protection service personnel with support that enables all the
personnel involved with the works (contractors, crews) to have access to suitable information regarding
the specific risks on board and in the areas concerned by the works to be carried out and to ensure
suitable coordination of operations, as well as reciprocal awareness of the risks of both the working
environment and the specific risks related to the activity to be carried out.
The personnel concerned should also be informed before work or before the departure of the ship for
tests at sea of the location of the safety devices in the area involved in the work, of emergency
procedures in the event of a serious fire on board, general emergency, abandon ship, the action to be
taken in the event of the start of a fire and on how to behave when evacuating ship.
3 Duties and Responsibilities of the Company
The Company is responsible for verifying that:

the personnel from the companies that perform work on board are aware of the risk
assessment plan for the area in which the activities they have been assigned are carried out.
Prevention/protection service personnel on board provide relevant information on the
procedures and instructions listed below to implement prevention and protection measures as
regards what is set out in the risk plan and in the following paragraphs
checking the technical/professional suitability of the company performing the work on board.
For this purpose, ensure that it meets the requirements of the Navigation Code in accordance
with the provisions of article 68, that it is in possession of the “Safety Document” or that it can
supply documentary evidence that, as regards the provisions relating to safety in the
workplace with reference to the service provided, the company is in line with the requirements
of national and international legislation.
verify that there is effective coordination between the crew and the company undertaking the
works so that the respective fields of action and responsibility are defined in order not to
interfere with the provisions with which the company must comply in order to carry out the
instructions given by their employer regarding specific risks.
4 Responsibilities of the Contractor and duties of the Head of Works/Officer in charge of
Safety
The contractor is responsible for applying and observing national and international laws and
regulations regarding safety in the workplace and accident prevention while carrying out
maintenance/repairs on board ships and following any instructions given by the ship’s master. He has
appointed a Head of Works and an officer in charge of safety (this may be the same person) who is in
charge as regards the Contractor concerning carrying out the following tasks:

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a) respecting and implementing the envisaged safety plan, which contains the initiatives that will be
adopted for the preparation and carrying out of works in addition to raising the awareness of
workers.
b) ensuring that before the start of the works, the relative authorisation has been granted by the
Maritime Authority, and ensuring compliance with all provisions set out by said Authority, also
regarding the way in which the works are carried out.
c) checking that employees are equipped with and use all the appropriate protective equipment for the
risks regarding the work taking place and are aware of the Risk Assessment Plan on board where
applicable.
d) ensuring that workers do not carry out work beyond their capabilities or deviate from the “Work
Plan” agreed upon without prior authorisation, verifying that the prevention/protection service
coordinator is made aware.
e) ensuring that no manoeuvres or typical operations using the onboard systems that are the exclusive
responsibility of the ship’s Command are carried out (starting or stopping machinery, manoeuvring
valves, managing electrical systems).
f) ensuring that no manoeuvres are carried out on fixed and movable fire fighting and rescue systems
and equipment, with the exception of the use of handheld fire extinguishers if a fire is noted and the
activation of manual fire warning devices (buttons).
g) ensuring that all the work equipment and facilities are efficient and in line with legal requirements
and are used in a suitable manner.
h) that the “Work Plan” and the preventive measures adopted in order to prevent situations which may
pose a risk to personnel or to the ship or which present a risk of fire are brought to the attention of
and accepted by the Head of Safety and the Coordinator of the Prevention/Protection Service.

i) Before starting work on board, the head of the contracting company and the Head of Safety will
exchange the relative safety documents and the coordination form prepared by the Company for
these cases will be signed jointly. Two different forms have been prepared, one for port companies
(loading/unloading checklist and a checklist for technicians carrying out interventions on board)

5 Ship in dock or stationary for work

5.1 Ship in dock


When the ship is in dry dock, responsibility for the safety of workers and the adoption of fire fighting,
safety and accident prevention measures lies with the heads of the dock, together with the heads of
the companies carrying out works on board.
Before starting the works, the technical inspector must decide upon the responsibility for the works to
be carried out on board and the procedures to adopt to prevent incidents or hazards to persons
together with the head of the dock.
The inspector must then inform the Master and the Chief Engineer of the decisions taken, if they have
not participated in the meeting with the head of the dock.
In the event that the Master, Chief Engineer or Inspector decide to have crew members carry out the
works, they must inform the head of the dock of the details of the works decided upon and any
resulting hazards.
The Master must ensure that the systems and services on board for detecting and extinguishing fires
remain efficient and ready for use, ensuring a permanent surveillance service by crew. The Master or
the Head of Safety must ensure that any replacement equipment and systems made available
by the shipyards, the docks or the companies carrying out the repairs and/or maintenance are
sufficient and suitable to ensure the necessary fire prevention coverage in relation to the ship’s
characteristics.
The head of the dock may request further prevention measures or require the works to be postponed
where carrying out said works could create hazards for activities in progress.

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The crew is responsible for following the procedures agreed upon, for wearing appropriate clothing and
using accident prevention equipment and for informing the head of the dock of any problem or
abnormality that may occur while the works are being carried out.
5.2 Ship stationary for work
When the ship is stationary for work, the responsibility for organising the fire prevention and safety
services and for adopting accident prevention measures falls to the Master if the ship is being fitted
out. If the ship is laid up, the qualified person will be appointed, responsible for the fire prevention and
safety services.
Before the start of works, the Master must inform the heads of the shore-based companies and the
Officers on board about the responsibilities and procedures that must be adopted in order to ensure
that the works to be carried out on board do not cause accidents or hazards to persons.
The Master must use the other Officers on board to ensure that the accident prevention and safety
provisions are applied correctly by the crew and by personnel from shore-based companies.
Before leaving, the Master must delegate the aforementioned responsibilities to another Officer on
board.
The authorised company or workshop taking on the works must in turn appoint a head who,
notwithstanding the responsibility that the law attributes to the master, will be in charge of coordinating
the activities of his workers, so that no types of work are carried out that are incompatible or that could
endanger persons, the ship or the surrounding areas.
If several companies are carrying out work on board, each one must appoint a technical head for the
works entrusted to it, while the shipowner or the ship’s Master must appoint a general coordinator that
all the heads of the individual companies must contact in order to plan the various activities. This
person will be chosen from one of the members of the prevention/protection service.
The Coordinator must present a works coordination plan, signed by himself and by the Master.
The name and contact details (including telephone and nighttime contact) of the Head and the General
Coordinator as defined, must be indicated in a clearly visible position in proximity to the main access
on board, and this person must be contacted by all those carrying out work on board and by anyone
noting the start of or the risk of a fire and anomalies of any nature while carrying out the works.
6 Instructions to the technical personnel on board
The term technical personnel on board (e.g. for tests at sea, flying maintenance squads etc.) refers to
self-employed workers or technical inspectors employed by the Company or outside companies, who
are not part of the ship’s crew as composed by the shipowner.
The Head of the company carrying out the works on board, the inspector performing the survey or
audit must provide the ship’s Command with information regarding the location and type of and
procedure for the intervention to be carried out while on board.
Before the ship departs, the technical personnel on board must be informed of:

1. Emergency signals

2. Location and use of life-saving appliances and general emergency organisation, abandon ship.

3. Fire fighting equipment and precautions

4. Action to be taken in the event of a fire

5. Instructions for using handheld fire extinguishers

6. Destination in an emergency

7. Emergency procedures (crash, leak, grounding, man overboard)

8. Risk Assessment Plan (limited to the working area of intervention)

9. Areas where access is not allowed

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10. Rules on smoking

11. Pollution prevention standards with particular reference to solid waste management

12. Requirements as regards the ship’s command (inform the relevant officer on watch when arriving
at and leaving the place of work, when tests are carried out and when abnormalities are noted; ;
meeting the standards of accident prevention and respecting the provisions of any permit to enter
enclosed and/or working spaces;)
- Informing the officer on watch concerned when arriving at and leaving the place of work;

- Informing the officer on watch concerned when tests are performed;

- Informing the officer on watch concerned when any abnormalities are noted;

- Meeting the standards of accident prevention (i.e. permits to enter and/or work in enclosed
spaces;) use of accident prevention clothing)

- Participating in emergency drills.


13. Emergency exits and escape routes
Appropriate individual emergency and safety in the workplace/accident prevention booklets are
envisaged by Italian Law 272 and must be provided to workers on board coming from contracting
companies.
As confirmation that training has taken place, a special register must be signed by the person
concerned and countersigned by the officer appointed by the Master to impart the aforementioned
information, who will be chosen from one of the members of the Prevention/Protection Service.
In compliance with the provisions of the rules on safety, employees of contracting companies
(with more than ten employees) or self-employed workers must be provided with and show an
identification card bearing a photo.

12.8.12 Onboard access safety


1 Means of access on board

Means of access must be ensured between the ship and the dock or the mooring wharf or other similar
structures or if there is another vehicle or craft alongside as when “transferring from ship to cargo ship”
(e.g. oil tanker, gas tanker, chemical tanker) or bunkering operations using a lighter etc. The Master
and the Head of Safety are responsible for the onboard application of the procedure and the checks
required will be carried out by personnel from the prevention/protection service. Crew must receive
adequate instructions on provisions regarding the safety of accesses on board.
In some ports, it is the responsibility of the local Port Authority to provide the means of access on
board. The Master must nevertheless ensure, where possible, that the equipment supplied meets the
applicable safety standards.
The inspection and maintenance of the means of access on board must be recorded in the "Amos"
system.
In order to comply with the regulatory standards regarding safety, an identification procedure has been
prepared that envisages the issuing of a special individual badge for all persons who, for reasons of
service, come on board company ships. Exhibiting the badge, which comes together with a transparent
cover and clip, is compulsory.
2. Precautions
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The following general precautions should be observed:


- avoid transporting heavy/bulky materials on gangways, gangway ladders and use the cranes on
board or other lifting devices.
- The onboard accesses must be controlled by means of surveillance from the watch personnel on
board and any shore-based surveillance service.
- special attention and supervision must be given for ports with high tides and undertow.
- the dimensions of the gangway should be tailored to the deck structure as regards shape,
dimensions and the maximum freeboard of the ship, meeting the requirements of national
regulations (Italian Legislative Decree no. 272 of 27/07/1999) regarding the dimensions, placement
of handrails, nonslip devices and protective netting.
- The means of access must be properly inspected by the personnel on watch before being used to
detect any defects before authorising their use.
- if the means of access are provided from the shore, ensure that any painted areas do not hide
defects or show signs of breakages.
- check for cleanliness - any grease or lubricant on the handrails and gangways must be eliminated.
- check the correct position of the ramp on a frequent basis.
- the accesses must be adequately lit and protected by a net around the gangway, when there is a
dangerous gap between the dock and the ship.
- check that the ladders are always free of obstructions and that, where possible, they are not
positioned under areas subject to the passage of suspended loads. If this is the case, the
personnel on watch will interrupt the flow on the gangway for the necessary time.
- A lifebuoy equipped with light buoy and harness line must always be positioned close to the
ladders.
- All the accesses must be clearly identified and painted with non-slip paint on the gangway with the
maximum angle of use permitted, the maximum flow rate of people and the maximum working
weight. The officer on watch is responsible for observing the limits set.

3. Portable ladders
No type of portable ladder must be used on board as a system of access.
Only if there is no safer method should a portable ladder be used, ensuring that:
- it is well-built, of adequate strength and properly maintained.
- the top rises at least 1m over the area of arrival.
- each side rests on a stable platform.
- it is fastened and secured in order to avoid slipping or lateral inclinations.
- the working angle is between 60 and 75 degrees from the horizontal.

4. Pilot Ladder
The provisions relating to arranging the pilot ladder are shown in SOLAS Chapter V Reg. 23 and
Safety Regulation art. 76. The boarding ladder or mechanical lifting system for the pilot should be
periodically inspected and maintained. For a mechanical system, the provisions contained in its
operating and maintenance manual should be adhered to.
Inspections/maintenance must be properly recorded.

12.8.13 Safety of movement on board

1. General information
Permanent facilities and constructions on board the ship may pose a risk to the crew due to the
movements to which the ship is subject. The Head of Safety must ensure that:
- Each system or fixed construction posing an obstruction that may pose a risk to the cargo or
persons on board must be suitably identified using signs or lighting or coloured in compliance with
national and international regulations and in accordance with what is recommended by publications
issued in the maritime sector (ILO, MCA etc.)
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- If necessary, appropriate warnings or informational signs should be posted.


- Obstructions at a height must be protected to prevent persons bumping their heads.

2. Passageways and walkways


- All passageways or walkways, steps and exterior surfaces on decks used for transit should be
maintained and kept free from substances or materials which could cause injuries to the crew as a
result of slips or falls.
- transit zones, where practicable, must be equipped with a surface that is non-slip in both dry and
wet conditions.
- The walkways on the deck must be indicated with painted lines or signs.
- Movable devices and equipment must be suitably secured to the sides of the areas of passage to
prevent movement when the ship is at sea.
- In anticipation of encountering bad weather, special harness lines should be in place on the
weather decks in the event that it becomes necessary to go out onto them.
- In addition, on ro-ro passenger ships, in all corridors along the entire escape route, there must be
handrails or other holds, where possible, up until the assembly points and points of embarkation on
the life-saving appliances. During navigation, escape routes must be checked at the departure of
the ship from the ports, removing any baggage, cleaning carts and other obstacles. Escape routes
should direct people to the envisaged assembly points from every room that is normally occupied
on the ship. These routes must be constructed to be as direct as possible and must bear a special
IMO symbol. All the escape routes, including stairways and exits, must be marked with lights or
indicator strips made of photoluminescent material, judged to be acceptable by the Administration.

3. Watertight doors
All crew members must be trained and know how to use the watertight doors safely (opening/closing
manoeuvres). When closed from the bridge, the watertight doors should not be reopened locally,
therefore personnel must be trained on the rules of how to behave in this case and if absolutely
necessary personnel should be instructed on how to go beyond the doors.
The safety officer must periodically check that the warnings on both sides of the door are legible as
necessary and that the required visual and audible signs are in order.
- Do not go behind the door when it is closed or when the activation alarm is sounding.
- When the doors are closed from the bridge or by order of the Master, use the emergency escape
routes located between the doors. Perform the aforementioned operation only if in real danger.
-Particular attention should be given to ensuring effective training and awareness of personnel,
especially the initial categories, about the proper use of watertight doors, especially sliding ones,
activated both manually and automatically at a distance. It is necessary to point out that in the
event that these doors are kept closed remotely from the bridge, if they are opened automatically
on the spot, they close again automatically as soon as the activation device (e.g. lever) is released;
this manoeuvre, to be carried out in an emergency only, must be done by opening the whole door
completely before passing through in order to have all the time necessary for transit. This training
must be considered a priority and must take place upon embarkation as envisaged by the
reference standards (STCW95).
-During the weekly tests on the watertight doors, in addition to ensuring that they work properly,
that the envisaged safety signage is available on site and that the optical and visual alarms work,
the Head of Safety must ensure that personnel participate in these tests so that the correct use of
the doors can be demonstrated for training purposes.
-In addition to the training provided through visits to the site and practical tests, the audiovisual
supports on the ship may also be used.

4. Lighting
- areas of the ship used for loading/unloading operations, working areas and command and control
stations must be suitably lit.
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- lighting must be reasonably constant and prevent reflections, sharp contrasts and the formation of
deep shadows.
- Defective or broken lights must be immediately notified to the officer responsible for safety on
board (e.g. Safety Officer) and repaired immediately.
- Do not enter dark or poorly lit rooms without a safety lamp. The lights are part of a plan for periodic
inspection and regular maintenance if necessary.

12.8.14 Lifting and carrying materials/machinery

1. Lifting equipment
Any fixed or mobile lifting device with which the ship is equipped (peaks, tack bumpkins, overhead
cranes, hoists etc.) should be used according to its characteristics and exclusively within the limits of
the working capacity.
The maximum working capacity is normally engraved or transcribed in a visible position. On fixed
equipment, it is shown as (S.W.L.) safe working load.
In assessing the weight to be lifted, in the absence of reliable data, a large margin of safety must be
assumed, bearing in mind that statistically, even experts tend to underestimate weights. Using movable
lifting equipment, it is necessary to take great care to check that the fixed element (eyebolt, eye
connection, beam) where the hoist is engaged is sufficiently strong, is in good condition and is not
likely to cause deterioration of the lifting hook cables. If using slings for lifting loads, these must be
sufficiently strong, in good condition and of sufficient length. Before lifting loads in slings or using steel
nets, test the lifting capacity by making short pulls on the mechanisms before starting the manoeuvre.
Never connect the lifting hooks to the rims of drums and barrels or use improvised lashing systems but
use suitable slings only. The personnel in charge of using the lifting equipment must always have a
clear view of the area of movement and if this is not possible, it is necessary to establish a clearly
visible signal system with another operator.
When moving pipes or spindle-shaped metal objects, wood or loads on pallets etc. it is necessary to
use 4-element slings and protective nets if necessary.
The angle between the sling and the plane of the weight should not exceed 90 degrees unless a sling
is used that has been designed especially to work with greater angles.
Cables that work at an angle in relation to the vertical are subject to a load that becomes greater the
larger the angle: normally, do not allow a cable under load to form an angle greater that 45 degrees in
relation to the vertical.
The traverse of the lifting device must be free of obstructions. The load should not pass over persons.
If this is not the case, they must be warned so they can keep a distance. Where this is impossible, take
the necessary precautions.
The lifting equipment should be regularly inspected according to national and international standards
from the relevant authorities. All cargo handling and lifting equipment is subject to a periodic inspection
program where any maintenance carried out is noted.
The crew responsible for using the lifting equipment must be properly trained and operations must be
performed under the supervision of an officer in charge. When cranes or other electrical or hydraulic
lifting systems are in operation, the relative control positions must be manned by the person in charge.
When not in operation, power must be disconnected to the system or rendered non-operational,
activating the necessary safety devices if envisaged.

2. Manual lifting and carrying of goods


The term manual lifting and carrying of goods refers to: transport or support of a load by one or more
workers, including lifting, placing, pushing, pulling, carrying or moving a load that, due to its

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characteristics or as a consequence of unfavourable ergonomic conditions, poses risks of back/lumbar


injuries.
In order to prevent injury or serious physical harm to personnel during the manual handling and
transport of loads, it is important to ensure the highest level of care and attention is taken when lifting
heavy and bulky objects, taking care to use both hands and checking that the support surface is free of
sharp or protruding objects.
During the lifting operation, always take care to make a controlled movement to prevent serious
damage to the back, ensuring that the knees are bent and the back straight when the weight to be
lifted is below the level of the knees.
Always use personal protective clothing that, when possible, includes special back supports, in
addition to safety footwear. Particular attention should be paid to the environmental factors in the
working area and when transporting material, it is necessary that the field of vision is always free of
obstacles.
In all cases, whenever it becomes necessary to move loads manually, the Head of Safety is
responsible for adopting the precautions and directives set out in Annex II to the Regulations
(Reference guidelines for seafarers) of whose content all crew members must be made aware upon
embarkation and during the subsequent periodic training envisaged on board.

12.8.15 Painting

1. General information
Paints can contain toxic or irritant substances and a paint whose physical and chemical characteristics
are not known should not be used. The evaporation of some paints can also cause flammable
mixtures. Indoor spaces must be adequately ventilated during painting until the room is completely dry.
Smoking is not allowed in areas where painting is in progress. Unprotected lamps, matches or other
sources of ignition must be removed.
Particular care should be taken when mixing different components due to the danger of chemical
reactions that could generate heat and possibly toxic fumes.
Special precautions must also be taken using liquids for the removal of oxidised surfaces or layers of
paint to be removed.

2. Spray painting
The crew in this case must be extremely careful and the officer in charge must ensure they are
adequately trained and informed about methods of operation.
Personnel must wear protective clothing, overalls, gloves, mask and visor for eye protection. It may be
necessary to keep portable breathing apparatus near the area concerned.
Particular problems due to the pressurised jet from the ejectors may cause harm to the eyes if a
suitable visor is not worn.

12.8.16 Precautions when using portable equipment/machinery

1 General information
The Company must ensure that all machinery, tools and other equipment are appropriate for the
intended work and the conditions in which they are used are checked.
Personnel must always wear the envisaged clothing and use the personal protective equipment
envisaged in this manual.

2 Portable machine tools


2.1 General rules
The crew in this case must be extremely careful and the officer in charge must ensure they are
adequately trained and informed about methods of operation.
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Personnel must wear protective clothing, overalls, gloves, mask and visor for eye protection. It may be
necessary to keep portable breathing apparatus near the area concerned.
Particular problems due to the pressurised jet from the ejectors may cause harm to the eyes if a
suitable visor is not worn.
Work equipment must be used carefully and only for the purpose for which it was designed.
Unsafe or damaged equipment should not be used and must be identified.
After the completion of work, the movable equipment must be stored in special containers, racks,
cabinets etc.
2.2 Portable machine tools: electrical, pneumatic and hydraulic
machines powered by electrical, hydraulic or pneumatic energy are a source of risk to personnel using
them if the following precautions are not complied with, including:
The risk of being subjected to electric shocks increases working in damp rooms or on surfaces with
high conductivity (metal). In these cases, the equipment must be used at low voltages. Nevertheless,
even low voltages can be lethal in extreme conditions.
- Electrical machinery must be earthed.
- The source of power and connections must be inspected before use: any defects must be repaired
and the machine itself must be tested before use.
- flexible cables or other accessories must be in compliance with the relevant industry standards.
- Hoses on hydraulic/pneumatic machines must be kept away from sharp objects, hot surfaces, oil
or chemical products. If it is necessary to go through doors or other openings, they must be kept
suspended as far as possible in order to allow persons to pass through.
- Any whiplash from air or hydraulic hoses can be prevented by positioning metal rings or clips,
thereby sectioning the length, or incorporating safety valves that block the line.
- All accessories must be properly secured.
- In the case of tools that produce high vibration and high rotation speeds, a certain level of
numbness is caused in the hands and fingers that may cause injury. Precautions should be taken
limiting the time of continuous use of specific machinery.
2.3 Fixed machine tools (workshop)
The machines should not be used by untrained personnel who are not familiar with the specific
machinery.
The dangerous parts must be adequately protected (shafts, bearings, belts etc.).
The machines must be tested before use in conjunction with safety devices and protective devices
must be checked.
If a machine is faulty or needs maintenance, it must be isolated from the power source, identified as
non-operational and repaired by professionals.
When using milling machines or grinding machines with moving brushes, the device must be equipped
with a transparent screen mounted in front of the exposed part in order to protect the operator’s eyes.

12.8.17 Precautions during hot work (welding/cutting)

1 General information
Welding, flame cutting and other hot work should be conducted using the system of work permits as
defined in this manual.

2 Precautions against fire/explosions due to hot work


It is necessary to perform a thorough inspection before starting work with the flame in order to
ascertain that there are no solid, liquid or gaseous combustible materials in the area concerned and
adjacent to it.
The surfaces to be welded as well as the work surfaces must be free from the presence of grease or
other materials subject to combustion.
The operation must be supervised by a fire watch, kept in the area of operation and in adjacent areas.
The watch service must be extended for a time after the completion of work.
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Handheld fire extinguishers should be located near the area concerned.


The monitoring operation for fire prevention must be recorded with the time and date of the start and
end of the cutting or welding with the signature of the officer on fire watch and the officer in charge.

3 Electric welding
The power source must be direct current (DC) to minimise the risk of electric shock. The electrical
cables must be inspected before use and the connectors must be completely isolated. A system of
rapid interruption of power supply should be available to the operator if necessary. The operator must
weld using clothing provided for accident prevention, taking care to ensure that the shoes provided are
insulated against electric shocks. No electrical welding work must be carried out in wet environments
and the operator must ensure that the clothing worn is dry. Particular care must be taken in handling
the electrodes, especially for those that may have a low resistance insulation coating.

4 Flame cutting operations


The equipment must be equipped with a check valve and the oxygen pressure must always be
sufficient to prevent the acetylene from reaching the oxygen line. In the event of flashback, the valves
must be closed immediately. Personnel should be trained to quickly cool the cylinders or remove them
if they become too hot.
The ignition system must consist of a permanent pilot flame or a special friction igniter.

12.8.18 Precautions while using irritant/radiant substances

1 General information
Many substances on board may cause damage to the health and safety of personnel exposed to them.
This includes not only substances identified by envisaged labelling (e.g. hazardous goods), but also
other substances that may emit smoke, dust or spores that originate from goods transported or other
activities on board. The Risk Plan, available on board, identifies areas where specific risks to the health
and safety of personnel may be created. Certain substances with residues of fuel oil and sludge may
have irritant and even carcinogenic effects when in contact with skin.
Direct contact should be avoided by always wearing personal protective equipment.
The technical information and precautions on handling products must always be provided to the crew.
This must be checked by personnel from the prevention and protection service, who will take care of
the maintenance and management of safety data sheets for the products handled.

2 Works with unsaturated polymeric substances


Composite materials containing unsaturated polyester can cause skin irritation which is difficult to
control. When using materials of this kind, protective clothing should be worn.

3 Works with adhesive substances


These substances may emit fumes that cause health risks. In certain cases, it may be necessary to
use breathing apparatus and the work must be performed in well-ventilated areas.
Some types of adhesive material may cause numbness of the hands by creating an insulating layer.

4 Removing insulation materials, paints and other coatings


When possible, adequate information about the nature of the materials must be provided, and if there
are particular risks, these must be identified. When performing work on surfaces subject to the use of
insulation or paint, it is necessary to wear suitable protective clothing.

5 Works in areas with asbestos


All types of asbestos with a fibrous structure can emit dust which is harmful to health if the surface is
not intact. The danger consists of inhaling particles through the respiratory system that can cause
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cancer. Any damaged exposed parts must be protected to prevent them being subject to harmful
emissions or removed as required by national and international standards. Such provisions must be
strictly observed.
Where, according to what is permitted by the regulations in force, asbestos is present on board ships
registered or purchased abroad prior to 28/04/94, the Company will provide a “Map of materials
containing asbestos” in the working areas affected.
The crew must be informed about the presence and location of any asbestos on board and the
measures to adopt in order to prevent accidents. Asbestos must be removed by duly authorised
specialised companies only. In the event of emergency works where there is the risk of coming into
contact with asbestos, personnel must wear protective clothing, including portable breathing apparatus.
In such cases, the Company will provide written instructions to personnel by issuing circulars in order
to prevent or limit the production of dust, the use of protective clothing, the use of polyethylene
sheeting for containment etc. In the event of maintenance that becomes necessary during navigation
on machinery or systems that require insulation removal or involve materials containing asbestos, a
specific allocation of protective clothing, equipment and informational and hazard signage must be
available on board, in accordance with the provisions of the reference standards. The place where this
equipment is located must be identified and marked by appropriate signage.

6 Radio radar installations


High voltage danger warnings must be installed adjacent to radio/radar equipment (e.g. antennas,
insulators, cables etc.). When work must be carried out near antennas, the equipment must be isolated
from the power source and the radio transmitting apparatus must be earthed. The fuses must be
removed on equipment subject to work before it starts.

7 Ionising radiation
Particular attention must be paid to exposure to dangerous levels of radiation caused by microwaves. It
is necessary to follow the instructions provided by the manufacturer of the system or apparatus.
The eyes are the part of the body that is most sensitive to radiation caused by microwaves or
ultrawaves.
Special attention should be paid to keeping a distance from the waveguides when a radar is operating.
Inspections/maintenance must not be carried out on satellite terminals before the energy source of the
transmitter has been disconnected.

8 Works on screen units including micro computers


Crew members must receive clear instructions from the Head of Safety regarding the proper use of
electronic terminals. Prolonged work may lead to mental fatigue and stress to the eyes. Suitable
preventive measures must be implemented to reduce it to a minimum. Lighting should be adequate
and antireflection devices must be put in place. Rest periods from continuous use of the terminals may
be established. The position if sitting on a chair or seat is particularly important, and said chair or seat
must comply with the ergonomic requirements set by national and international standards.

9 Use of detergents and solvents


Most detergents and solvents used on board are classified as hazardous substances. These
substances must be packaged and labelled for transport according to the IMO IMDG Code and in
accordance with national rules and regulations. Detergents and solvents such as caustic soda,
products for washing the weather decks, etc. should always be used with great care by the personnel
concerned. Detergents or solvents should not be mixed together unless the reaction is known. The
main risk lies in the volatility and anaesthetic nature of products that release fumes. Stores where
these substances are kept must be equipped with mechanical ventilation. A special container with a

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first aid kit must be installed in every store used for chemicals, detergents and/or solvents. Eyes and
skin should always be protected from accidental exposure.
The information and recommendations from the suppliers of products regarding the correct use of
chemicals must be brought to the attention of personnel through proper instructions or orders of
service from the heads of the departments involved. The instructions provided should be monitored by
the prevention and protection service.

12.8.19 Anchoring/mooring/towing operations

1 General information
According to the Risk Assessment Plan on board, a procedure has been adopted by the Company
regarding individual safety and protection from injury for crew during mooring/unmooring, anchoring,
towing. In the areas identified, the risk analysis should take into account the possible failure or
malfunction of the components of the equipment and machinery (e.g. winches, hoists etc.). Synthetic
cables have greater tensile strength and durability than fibre cables. Nevertheless, wear, damage
caused by excessive exposure to sunlight and bad weather may decrease resistance, therefore they
must be used carefully. The following general precautions must be adopted:
a) due to elasticity, in the event of breakage, the so-called “whip effect” is caused.
b) generally, the breakage of the cable is not preceded by an audible signal.
c) some cables have a tendency to wear out naturally on the winch drum.
d) different types of cable connected together should not be used.
e) there must always be a sufficient number of persons responsible for the mooring/unmooring
operations.
f) the mooring areas must be properly mantained and all equipment / apparatus kept in perfect
working order; fairlead roller must always be free to roam and be properly greased.

2 Anchoring
Personnel in charge of anchoring operations must wear protective footwear, overalls, helmet and
gloves. The officer or other crew member in charge must be equipped with a suitable means of
communication with the bridge that must be tested before commencing operations. Where possible,
personnel should be abaft the anchor winch. The anchor must be cockbilled, where possible, to avoid
excessive stress on the brake when it is opened to anchor. When this is impossible, and anchoring
takes place directly from the mooring pipe position, if the anchor does not ease off the chain, it is
necessary to throttle with the brake again, engage the anchor and ease off. Any attempt to move the
chain between the brake and the compressor by hand is extremely dangerous. If it is necessary to
enter the chain locker, this is an operation that must be supervised by an officer in charge and a work
permit must be issued.

3 Mooring/unmooring in the dock


The following general precautions should be observed:
- establish and test communication systems between the bridge and the handling positions.
- wear personal protective clothing (shoes, helmet etc.). Make sure that in the mooring station are
always exposed signs showing the requirement to use of PPE provided.
- the cable guides must not contain additional weights beyond the normal ball created using the rope
itself.
- the mooring areas must be free from obstacles and the officer or person in charge of operations on
site must always have a free field of vision.
- The Head of Operations must have established a system for exchanging conventional signs with
the person in charge, and must ensure that there is no doubt about it.
- mooring areas should be painted with non-slip paint.

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- due to the dimensions of the areas dedicated to the commands for the anchor winch and winches,
it may be necessary to put in place suitable elevation gratings.
- Particular care should be taken in the preparation of the cables (coiling) and the route they must
take in order avoid stress, strain and hazardous working angles.
- The equipment and facilities must be periodically inspected and maintained (state of wear of the
cables, guys, cable eyes, anchor winches, fairlead rollers etc.).
- As far as possible, the cable must be secured to the cleats to ensure that the winches are always
free.
- the guys used must be made from the same material as the cable.
- Personnel must always operate at a safe distance when turning or loosening a cable.
- When activating a cable directly to the drum, another person must recover the slack that has
accumulated, three times on the drum is sufficient.
- At mooring station must always be exposed diagrams with mooring plans; This plan must always
be discussed with the personnel involved prior to the operations of maneuvering
- The duties of the responsible person and each member of the mooring team must be clearly
identified.
- The personnel involved at mooring station must be adequately familiarized with the relevant
procedures; in this sense appropriate audiovisual media (Videotel) have been prepared on board
- The person in charge mooring station and all crew engaged in mooring operation must have
adeguta awareness of the areas where there is a danger of being it in case of break up in the
event of failure of a mooring line and then avoid those areas (snap back areas) during tensioning
of lines.

4 Mooring to buoys
When using a launch, personnel must wear a life jacket. On board the launch, there must be a lifebuoy
equipped with a harness line. Particular attention should be paid to the manoeuvre for recovering the
slack and tensioning the cable, particularly when using steel cables. When mooring to buoys or
dolphins, it is advisable, especially when using steel cables, to set up a handle for connecting the eye
to the mooring in order to prevent the excessive weight of the cable from hindering the release
operation during unmooring.

5 Towing
In addition to the general precautions in the preceding paragraphs regarding personal protective
equipment, the communication system in the towing area and the bridge, it is necessary to ensure that:
- a system of communication is established with the tug.
- personnel are informed about the details and tasks of each individual during towing operations.
- the towing plan is agreed between the Master, the Pilot and the Master of the Tug(s).
- The towing cable working area must be clear above all.
- once connected, non-essential personnel should move away from the cable working area.
- when releasing the mooring cable, all personnel except the designated operator must keep a safe
distance from the cable eye which, once the order is given by the tug, will only be unhooked upon
confirmation from the officer in charge.

All ships have been equipped with an "emergency towing booklet" containing all the rules / procedures
for safe towing. Officers have access to the contents of this document and are provided training
activities for the crew about the towing, through the viewing of audiovisual supports realized by
specialists.

12.8.20 Work in engine room

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The following general provisions must be adopted, in addition to those already indicated in the
procedures of this manual. Any type of activity carried out by the crew (e.g. engine watch,
maintenance, machinery inspection etc.) must be conducted under the responsibility and supervision of
an officer in charge. It is important to comply with the legal requirements issued both nationally and
internationally regarding protecting dangerous parts of machinery. The personnel in charge must follow
the envisaged inspection and maintenance schedule and report any anomaly or situation that could
jeopardise the safety of the working environment for the officer in charge and the personnel from the
prevention/protection service. Moving parts of machinery must be fitted with safety devices such as
barriers, protective shields or other systems. The escape routes must be marked and lit with
emergency lighting, as required by national and international standards.
Ventilation must be maintained to ensure a working environment as comfortable as possible,
particularly with regard to the working areas (such as the workshop, control room). If necessary in
areas with high temperature and humidity, where maintenance or repairs are to be carried out, the
capacity of the fans must be increased. Personnel should always wear personal protective equipment.
Equipment and moving tools must be properly secured and arranged in containers when not in use to
prevent falls. Any works deemed dangerous, both those already listed in the procedures of this
manual, and any other type of activity must be carried out in line with the relevant permit issued
according to the permit procedure methods. When only one crew member is in the engine (engine
room unattended) there must be a written instruction from the Master (e.g. order of service; SMS
manual procedure) and a procedure allowing the person to communicate with the control bridge at
regular intervals. If maintenance is carried out involving the disassembly of machinery, attention must
be paid to the moving parts of said machinery. The disassembly and re-assembly procedures must be
carried out in strict compliance with the manufacturer's instructions such as those given in
maintenance manuals.
When carrying out maintenance on centrifugal purifiers for lubricant oils and fuels, the following
general precautions should be adopted:
-Carefully follow all technical maintenance specifications
-Closely follow the sequence of disassembly and re-assembly for the components
-Follow all safety precautions suggested by the maintenance manuals
-An engineer officer must supervise and oversee all aspects of maintenance and cleaning the purifiers.
One officer alone must direct operations in order to avoid misunderstandings.
-Keep a safe distance from the purifier during the performance tests to be carried out after re-assembly
-Take into account the particular type of machinery considering all possible risks that may result from
centrifugal forces and the dangers that may arise in the event of errors during assembly
-Use only the specific tools, products (solvents, detergents etc.) and spare parts indicated in the
manufacturer’s manuals.

12.8.21 Safety in the living quarters

1 General information
The Company is responsible for providing the facilities and equipment necessary for the cleaning and
maintenance of living quarters on board. The protection/prevention service personnel are responsible
for performing health and safety inspections in the living quarters every week.
A report must be completed and delivered to the Head of Safety for appropriate action if necessary. A
table showing the assembly point and tasks in an emergency, as indicated in the muster list, must be
provided in each cabin or immediately adjacent area. Every crew member must read and memorise
these tasks.
Towels and clothing should be placed in the appropriate spaces. Damp or wet clothing or towels
should not be left to dry near heat sources such as light bulbs, radiators or similar. After smoking,
ensure that cigarette butts are properly extinguished. It is absolutely forbidden to smoke in bed, in
public areas and in workplaces.
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Smoking is allowed at external decks (fitted with ashtrays) with the exclusion of the deck where the
cargo is stowed; dedicated smoking areas for passeners can be placed onboard roro passenger
vessels .
The Head of Safety is responsible for enforcing the ban. When electrical equipment is used in the
cabins, the following precautions should be taken:
- The equipment must be checked by an officer in charge
- Multiple electrical outlets should not be used.
- Fuses must not be handled to change the load.
- portable lamps, radios and other domestic appliances must be disconnected from the power
source when not in use and must be suitably secured.
- faulty, bare electrical wiring etc. must be reported to an officer in charge immediately.

2 Safety of the bathroom facilities


The following provisions should be observed:
- Non-slip mats should be prepared in the shower areas and suitable handles should be installed to
prevent accidental falls due to ship motion.
- to prevent scalding, the hot and cold water taps must be identified.
- there must be sufficient water flow for cleaning and subsequent filling of the toilet facilities
- in the case of toilet facilities with an intake system, check that the flow check valves are not
damaged. Check that the discharge fittings are not damaged or loose due to the movement of the
ship.
- personnel who, for maintenance or repair, need to enter a sewage storage tank, must take account
of the lack of oxygen resulting from the specific products that are used for the treatment of
sewage.
- It is therefore necessary to follow the procedure for obtaining permits to enter enclosed spaces,
considering the area as high risk (compulsory use of breathing devices).

3 Laundry room
The following general provisions should be adopted:
- The laundry room is included in the safety inspection schedule for rooms, living quarters and
control and command service stations aimed at safety.
- Any maintenance of machinery must be conducted in accordance with the instructions of the
maintenance manuals provided by manufacturers.
- Hand or industrial irons must be disconnected from the power while not in use and suitably
secured.

4 Swimming Pools
When there is a swimming pool on board for the crew, a notice prohibiting diving and swimming alone
must be displayed around it.
The pool must be emptied in anticipation of encountering bad weather.
Water must be changed at regular intervals and the pool should not be filled with water which could be
hazardous to health.
The empty swimming pool should be protected by a net to prevent people from falling in.

12.8.22 Safety during emergency drills


1. General Provisions
During emergency drills, all crew must wear personal protective equipment. During general emergency
drills and abandon ship drills, a life jacket must also be worn.

2. Fire drills
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The crew should be trained in the safe use of equipment and facilities used during fire drills:
• All types of handheld fire extinguishers on board.
• The operation of fixed fire-fighting systems by the appointed crew members according to the
muster list.
• Breathing devices / E.E.B.D.
• Fire hoses and relative nozzles.
• Fire blankets.
• Fire brigade equipment

2.1 Positive pressure breathing devices

• These should always be used as they maintain a positive pressure with the mask worn all the time.
• Before entering the room concerned, always check the pressure of the cylinder in use and always
obtain a reserve cylinder.
• Before entering the room, make sure the mask fits snugly to the face by closing the cylinder and
discharging the air from the circuit, thereby also testing the low pressure alarm.
• When the cylinder alarm sounds, it is necessary to evacuate the premises immediately.
• If the operator has serious doubts about the integrity of the cylinder, the mask or its apparatus as a
whole, the room must be evacuated immediately.
3. Abandoning ship
If possible after a launch lowering drill, the launch should be recovered with the minimum number of
crew members necessary for recovery.
During the lowering phase, the recovery crank must not be engaged on the brake motor soleplate.
Similarly, the crank must not be removed at the end of the launch run, but only after it has been fully
secured.
During lowering, the occupants of the launch must sit, taking a balanced position with their hands
inside the gunwale.
Personnel in charge of the recovery of the hoists during the release/engagement operation must be
extremely careful in handling hoists using a separate boathook to retrieve the hoist or move it away.
It is necessary to check the condition of the end runs before recovery, as well as the position of the
steel cables which, if not turned to position, could jam.
During abandon ship drills with free-fall launching, the crew goes inside the lifeboat (on the slide) to
become familiar with the procedures for launching, correct use of seat belts, release system,
equipment, etc. The test of lifeboat launching, is performed using the wire/crane system set up on the
slide, once the lifeboat is lowered in the water, the crew reaches the lifeboat through the rescue boat
and perform the provided test (engine test, etc..), at the end of the test the lifeboat is restowed
/secured in position on the slide by means of the crane/wires. The test of release system of the free fall
lifeboat must be periodically tested.

4. Drills with life-saving appliances


Crew familiarity in the use of life-saving appliances represents an essential component in conducting
drills safely. In line with the directives issued by the IMO (MSC/Circ.1136) to reduce the number of
incidents during drills with life-saving appliances, conducting drills regularly is of extreme importance.
In planning exercises with the life-saving appliances, the Master and the officers in charge
should take the following factors into account:
1- The frequency of the drills, in addition to meeting regulatory obligations, it is necessary
to take personnel turnover into account in order to ensure that newly embarked crew
become familiar with the drills as quickly as possible. To this end, the Master will
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evaluate the opportunity to carry out further drills in addition to those envisaged by
standards.
2- The primary objective of the drills should be to allow SAFE use of life-saving
appliances. To this end, the limits of the timing of drills prescribed by SOLAS should
be regarded as secondary.
3- In planning drills, consider all the possible risks and minimise them as far as possible
to ensure the best safe conditions for personnel.
4- Drills are a good opportunity to check that the life-saving appliances and relative
equipment operate correctly.
5- Before using life-saving appliances, make sure that the planned maintenance and
inspections have been carried out and that all the necessary precautions are in place.
Any anomalies or excessive wear should be reported to the officer in charge
immediately.
6- The drills must be understood as an opportunity to learn techniques, methodologies
and familiarity, not as a mere legal obligation
7- During the drills, it is important to check that all personnel involved are familiar with
their duties and the relative life-saving appliances.
8- If necessary, pause during drills to provide more information, details and explanations
as necessary.
9- Consider that the experience of the crew is a key factor in relation to the rapidity with
which the drills are conducted.
10- Although a drill should be conducted in a scenario which is as realistic as possible,
take safety risks into account and eliminate them at the source.
11- In preparation for the drill, review the instructions of the manufacturers of the life-
saving appliances and ensure that all personnel are familiar with the instructions in the
operating manuals.
12- Hold a meeting at the end of the drill to analyse and assess what has taken place.
13- The lowering of life-saving appliances must only take place if all relevant precautions
have been taken.
14- Bear in mind that the Company ensures that any new life-saving appliances are
installed, adhering to SOLAS criteria, safety regulations, the LSA code and national
maritime legislation.
15- Ensure that the operating procedures for use are always on display near the life-saving
appliances.
16- Bear in mind that the Company provide that the periodic maintenance to life-saving
appliance must be carried out by qualified personnel.
17- When conducting drills using life-saving appliances lowered by crane/cable, pay
special attention to preventive measures, taking into account that the most common
causes of accidents are:
a. Failure of the release systems
b. Accidental operations on release mechanisms
c. Inadequate maintenance of the launches, cranes and lowering systems

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d. Communication problems
e. Unfamiliarity with the launches, cranes, equipment and associated controls
f. Unsafe practices during drills and inspections
g. Design problems in addition to the release systems
18- During the drills, the persons in charge must be notified of any problem regarding the
aforementioned points and the necessary steps must be taken. Depending on the
case, the relative reports must be sent to the Company, the Administrations and the
manufacturers.
19. Before lowering the lifeboat with crew on board, carry out a lowering test until the water
level without crew on board in order to ensure correct operation. Sequently, only the
persons necessary for lowering, releasing and testing the lifeboat should be embarked.
For free-fall lifeboat, the launching is carried out without crew on board, using the
wire/crane system fitted on the slide, and after the lifeboat is in the water, the crew will
join on board by rescue boat, which is launched using the same precautions for normal
lifeboats.
20. In order to prevent the boat gripes from jamming, check the relative release system
before ranging the cranes.
21. In accordance with the provisions of Solas, the lifeboat release hooks must be
replaced with new models meeting the requirements of reliability established by the
IMO; awaiting that these hooks are replaced, the Flag Administration ordered to have
on board Fall Preventer Device. They are made of steel wire, of adequate strenght
(SWL) and length, wheel-mark certificated and which must be connected between the
hooks of the wire and the lifeboat structure, so as to ensure a suitable retention even in
the case the hooks were accidentally opened during the phases of recovery of the
lifeboats. These devices must be used every time a lifeboat is recovered after the
launching or during the hooks opening/closing maintenance operation. During crew
training, particular care should be taken on proper familiarization with the use of fall
preventer device.
22. The chief mate has to attend and supervise all the phases of the drill, including the
operations for recovery/stowage/lashing of the lifeboats; this is in order to verify the
correct operations and adherence to all precautions and safety procedure.

12.8.23 Protection against exposure to noise

1 General information
The risk assessment plan available on board indicates the premises for which protection devices
against noise are envisaged in compliance with the provisions contained in the applicatory regulations
of the Italian Legislative Decree. The Company is responsible for implementing the provisions adopted
in the Risk Assessment Plan and what is contained in the following paragraphs regarding the
procedure to be adopted in the workplace for which the use of ear defenders or earplugs is envisaged.
On board, a general schematic plan regarding the onboard environments is available in which the
readings taken at each of the points indicated are shown, along with the relative noise survey report,
the calculations of the equivalent exposure values and the relative risk assessment.

2. Exposure to noise and hearing protection

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In areas where the noise level (equivalent exposure level), measured in the areas intended for
machinery (or other areas) is greater than 87 dBA (decibels), as shown by the noise risk assessment
reports, entry to these areas is regulated by a warning outside the premises that imposes the use of
ear plugs or ear defenders. Where only a part of the premises or a particular machine emits a noise
threshold greater than the one indicated in this paragraph, it must be identified visually from each side
of access to the premises themselves or near the machine. Instructions must be given to personnel
that have to enter and work in noisy premises or on noisy equipment, regarding limits on the duration
of exposure in relation to the noise generated on the basis of compliance with Annex IV of the
Regulations. Appropriate warning labels should be prepared to indicate the maximum duration of
exposure to noise outside the premises or near the machine.
3 Noisy premises
On board, the Company has adopted a policy of using ear plugs or ear defenders as a minimum in the
following premises, regardless of the noise threshold levels that may or may not require the use of
protection devices, which have been identified using informational signage at the entrance to the
premises. These premises are considered noisy when the equipment therein is in operation:
1) Engine Room
2) Generator Set Room
3) Emergency Generator Diesel Room
4) Steering Gear Room
5) Bow Thruster Room
6) Winch/Anchor Winch Motor Room

12.8.24 Personal protective equipment

1. General information
Personal protective equipment (PPE) refers to any garment, equipment or related accessory (i.e.
protective clothing, helmets, equipment to protect the eyes, face and ears, gloves, safety footwear,
safety equipment etc.) intended to be worn and held by the worker to protect him against one or more
potential risks associated with carrying out his work on board and likely to endanger his health and
safety. Personal protective equipment (PPE) must comply with applicable standards. Other important
factors to consider in the selection and use of PPE are:
the adequacy for the risks involved, without creating a higher risk in itself (equipment not subject to
periodic inspections as envisaged in this Manual or damaged and not replaced)
the suitability of the conditions existing on board (e.g. climatic)
ergonomic or health-related requirements of crew members (any recommendations from the
qualified doctor, limitations etc.)
adaptability to the user according to his requirements
compatibility between them when used in the presence of multiple risks, in order to maintain, even
in simultaneous use, effectiveness against the risk or risks in question.
Equipment belonging to the search and rescue service is not considered personal protective
equipment. The Company provides the ship and each crew member with suitable working clothes and
personal protective equipment. The Master is responsible for ensuring that the PPE is used by the
crew in accordance with the provisions of national and international standards and according to what is
indicated by this procedure. Each crew member is responsible for using the clothing and equipment
and conducting themselves in accordance with these provisions. The officer on watch must ensure that
visitors and technicians are informed of these arrangements and these are respected.

2 Personal Protective Equipment


On embarkation, each crew member receives a set of personal protective equipment. He is
responsible for the proper use and conservation of what he receives. If the set received is damaged or
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worn, he must inform the safety officer, who will replace it. For each item of work clothing or equipment
received, the recipient must sign a receipt. The receipt will be sent to the maritime office. A copy will be
kept on board.
The minimum equipment provided to the crew member consists of:
- Overalls
- Safety shoes
- Safety helmet
- Ear defenders/plugs for engine personnel
- Steel cut resistant gloves for kitchen personnel
Additional work clothes and equipment are kept in a warehouse under the responsibility of the Safety
Officer and are distributed according to need. The protective equipment will be used in relation to the
hazardous nature of the activities. The following paragraphs provide details of operations or situations
that require the use of protective equipment.

3 Overalls
During working hours, each crew member must wear overalls.
4 Safety helmet
The safety helmet must be used:
When carrying out work with cables and during mooring/unmooring.
On deck when using lifting equipment.
When working in tanks/hollow spaces.
In the engine room if there is a risk situation.
During maintenance and repairs on deck and in the engine room, in the opinion of the Safety
Officer or Master.
When work is being carried out on the ship.
When the crew member participates in drills, in the opinion of the Safety Officer or Master.
During the commercial and lashing operations.
The company provides helmets in compliance with international reference standards (UNI)
Helmets should be replaced every five years. The Head of Safety must ensure that the
manufacturing dates and relative expiry dates are kept under control so that new, replacement
devices are requested in time. To calculate the expiry date, refer to the date stamped inside the
helmet. Helmets with cracks or which are damaged must be replaced immediately and never used
again.
Helmets must be regularly inspected to check that they are in good condition.
The crew must be properly trained and made aware about maintaining the good condition of the
helmets and reporting any defects to the Head of Safety.
Helmets must always be worn using the chin straps.

5 Work shoes
Work shoes must be used during working hours. In the dining room and during the hours of rest away
from the cabin, everyone should wear shoes. Outside the cabin, slippers or the like are not permitted.

6 Boots
Boots must be used:

• While cleaning the tanks.


• During cleaning operations as a result of pollution.

7 Glasses
Glasses must be used:
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During work cutting and grinding tools.


During descaling operations.
During operations using a chisel or burin.
When handling chemicals, particularly acids and caustics.
During electric and flame welding.
While washing boilers.
Visors should be used whenever injury to the face is possible. Glasses and visors can be used in
combination.

8 Breathing apparatus
Breathing apparatus must be worn when:
Working in a hazardous atmosphere.
Operations must be carried out in spaces that have contained flammable or toxic products that
have not been degassed.
There is evidence or suspicion of oxygen deficiency in enclosed spaces (e.g. hollow spaces, cargo
tanks, double bottoms).

8.1 Emergency escape breathing devices (EEBD)


Emergency escape breathing devices (EEBD), mandatory since 01/07/2002 (SOLAS II-2) must only be
used in emergencies, are located near the escape routes from the engine room, in the living quarters
and where deemed necessary. The duration of the air charge is limited to the time taken to cover the
escape routes (this ranges from 15 to 32 minutes). On board, there is a further EEBD to be used
exclusively for training.

9 Gas masks
Gas masks must be used when handling toxic substances and/or when the environment contains toxic
fumes.
Gas masks, with the appropriate filter, must only be used if the atmosphere contains enough oxygen
and the space is continuously ventilated during the operation. The filter must be used according to the
manufacturer's instructions.
If there are doubts about the use of filters, breathing apparatus must be used. Alternatively, the space
must be degassed.

10 Dust masks
The use of dust masks is required when:
Spray painting is carried out.
Work is carried out that generates dust (cleaning of boilers etc.).

11 Work gloves and protective clothing


Work gloves and protective clothing must be used in the following circumstances:
During welding.
When handling hazardous chemicals.
When there is the possibility of injury caused by burns or scalding.
When there is the risk of hypothermia.
If there is the possibility of injury due to electric shock.
During the handling of metal and non-metal cables.
When cutting food in the kitchen.
For each of the above operations, the Head of Safety must ensure that personnel are equipped with
the proper type of gloves.

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12 Ear protectors
The use of ear protectors is required when it is necessary to work in areas recognised as noisy such as
the engine room, when using noisy equipment or when working near noisy equipment and when the
noise threshold envisaged by national and international rules and regulations is exceeded.
The company has arranged to provide ear defenders or ear plugs with a band. Both devices offer the
same level of noise abatement.

13 Safety harness
The use of the safety harness is required when there is danger of falling. The safety harness must
always be connected to a harness line. Examples of situations at risk of falling are:
Works on trees or chimneys.
Work overboard.
When using portable ladders.
When accessing the hold or other elevated areas.

14 Life jackets
The use of life jackets is required when:
Work is carried out overboard.
The person is carrying out an inspection or work on a lifeboat.
The person is crossing an exposed bridge in bad weather.
The person is participating in an emergency drill.
The person is entering or leaving a lighter.

15 Immersion suit
On board ships, one immersion suit is supplied per person on board. The use of the immersion suit is
required when:
The person is participating in an emergency drill.
In the event of abandon ship.

16 Responsibility for the equipment


The crew is responsible for wearing the personal protective equipment in the envisaged situations and
informing the Head of Safety of any abnormality detected with the equipment supplied. On board, the
safety officer is responsible for the periodic inspection schedule for the crew’s personal protective
equipment. If items of equipment are noted to have deteriorated or are insufficient for the intended
purposes, they must be replaced immediately. The safety officer must maintain an up-to-date inventory
of PPE and spare equipment on board. In the case of anomalies reported during the execution of
works by personnel, operations will be interrupted and may only resume after the damaged or broken
equipment has been replaced. The safety helmets must be marked with the date of manufacture. They
must be replaced every 5 years regardless of their condition.

12.8.25 Safety signs

1 Definitions
The terms safety and/or occupational health signals refers to:
a) obligation signs to observe using a sign, a colour, a light or acoustic signal, verbal communication,
a hand signal.
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b) prohibition sign, a sign prohibiting conduct likely to incur or cause danger.


c) rescue or emergency sign, a sign that provides information about emergency exits, life-saving
appliances, assembly points.
d) warning sign, a signal that warns of a risk or danger
e) fire plan signs, showing the location of fixed and portable fire fighting equipment with which the ship
is equipped and other equipment and systems for fire prevention on board.
f) information sign, a signal indicating for example the position for activating the commands relative to
the life-saving appliances or indications other than those specified in the points above.
The signage distributed on board must comply in form and distribution with what is indicated by
national and international rules and regulations and what is provided in the annexes to the Directive
92/58/EC of 24/06/92. A list of some of the pictograms that must be used on board is provided for
information purposes only:
1. Work Alerts (Vicinity of funnels and sirens, antennas, radars, electrical systems etc.)
2. Prohibition to operate (machinery, systems, equipment undergoing maintenance or unsafe)
3. No smoking and “Naked flames”
4. Watch your hands
5. Machine unsafe
6. Unsafe access to enclosed spaces
7. Danger of Explosion
8. Mandatory protection (helmets, shoes, gloves, breathing apparatus, ear defenders or plugs)
9. Moving vehicles
10. No entry
11. Danger!
12. Signs warning personnel to use personal protection equipment
13. Prohibition on use of water for fire fighting
14. Danger of electric shock
15. Do not block this access (escape routes, fire fighting station etc.)
16. Transit prohibited for pedestrians

2 Responsibilities of the personnel on board


The Safety Officer is responsible for verifying and arranging the safety and occupational health
signs according to the plans supplied (fire plans, life-saving appliance plans) and according to what
has been established by the Company.
Periodic inspections have been arranged as part of the schedule of checks on the safety devices,
during which any pictograms or acoustic or luminous signals which are no longer in working order will
be removed and replaced immediately.
Crew members are responsible for notifying personnel from the prevention/protection service of any
anomaly or defect encountered in the sign system.
The Safety Officer is responsible for informing the crew about the meaning of the signs during the
normal drills envisaged in this manual. The Safety Officer must train the crew regarding the behaviour
required by the safety signs and in particular regarding the requirements for gesture signals and verbal
communication.

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GUIDE LINES AND PROCEDURE FOR RISK ASSESSMENT 12.9

1. INTRODUCTION
With the introduction of IMO Resolution MSC.273(85), the obligation was reintroduced for the company
to envisage, as an integral part of the Safety Management System (SMS), the Risk Assessment
related to the envisaged shipboard activities, known and frequent, relative to the safety of persons, the
safety of the ship and the impact on the environment.

For this purpose, the SMS Manual includes the Risk Assessment relative to the activities/operations
envisaged therein. In addition to these activities, it becomes necessary to envisage that the same
assessment is carried out for sporadic activities (those not included in the management manuals
already adopted by the company) conducted during ship operations for which the Ship’s Command
discovers the existence of potential risks. It should be noted that, if the ship’s commands discovers the
existence of repeated activities that could cause risks (to persons/the ship/the environment), these
must be included as reviews of or additions to the reference management manuals in existence, with
the involvement of the company (DPA).

The intention of this solution is to respond to two main requirements:


a) The Risk Assessment must represent an element of awareness by those carrying out
operations on board.
b) The Risk Assessment must be considered a continuous process which can always be
improved.

This procedure intends to respond to the requirements regarding awareness of the issue and provide
the ship’s command with useful support in order to implement the Risk Assessment phases.
This procedure is an integral part of the Safety Management Manual (SMS Manual) and must be
referred to therein.
Please note that any further Risk Assessments (drawn up to cover envisaged, known and frequent
activities) prepared by the Company and available on its management/documentary system as
envisaged by other standards or management systems, will become part of the SMS system (as they
are considered an integral part) and must be referred to therein.

The Risk Assessment Document (RAD) drawn up under Italian Legislative Decree 271/00, constitutes
a document that is valid for the purposes of the safety of persons at work.

2. DEFINITIONS

Risk Assessment Identification of the level of risk associated with an activity or


operation.
Existing factors influencing the Solutions designed to limit the probability of a feared event from
probability of occurrence of the occurring, existing as envisaged on board (as a result of
event standards, managements systems or for other reasons). They
may be software (e.g. procedures) or hardware (e.g. systems,
facilities, equipment etc.).
Probability of occurrence The probability of occurrence of an event is given by the ratio
between the number of “actual” cases (i.e. cases in which the
feared event occurs (the risk becomes concrete) and the
number of “possible” cases (i.e. all the times where the activity in
question has been carried out).
Seriousness of the Seriousness of the consequences refers to the impact that a
consequences certain event has, in our case, on the person/ship/environment.
Level of risk The level of risk is the combination between the Probability of
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occurrence of an event and the Seriousness of the


consequences triggered by said event.
Additional action/measures Mitigating interventions (actions, devices, measures etc.) to be
Mitigating interventions implemented, aimed at reducing the probability that the feared
(prevention and protection negative event will occur and/or limiting the extent of the
measures) possible consequences.
Working environments and area These are the areas and environments where the activity is
mainly carried out. The aim is to identify the structural/systems-
related elements present in the environment which help
generate dangers.
Machinery, tools, equipment, This is the list of all the machinery, tools, equipment, materials
materials etc. used while the activity is being carried out.
Possible environmental These are the specific environmental factors that may have an
disturbances effect on the Probability of Occurrence of an undesired effect
and/or on the extent of the damage.
Unexpected events These are factors that the person putting together the Risk
Assessment can imagine, based on his own experience, that
have an effect on the Probability of Occurrence of an undesired
effect and/or on the extent of the damage.
Dangers and damage On the basis of the activities, the associated dangers are
identified, in addition to the relative potential consequences
(damage).

3. STEPS FOR CARRYING OUT THE RISK ASSESSMENT

A Risk Assessment is carried out following certain standard steps that guide towards the best possible
identification of the activities to be carried out and towards awareness of all the elements involved. The
sequence generally includes:

1) Description of the activity


2) Identification of the associated dangers and damage
3) Estimate of the factors influencing the level of risk
4) Assessment of the level of risk
5) Identification of the additional action/measures to be adopted in order to mitigate the level of risk

In order to carry out steps 1 to 5, the chart/table known as the Risk Assessment Chart is generally
used. Within this procedure, this chart/table (with an example of a completed document) is shown in
paragraph 3.7.
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3.1 DESCRIPTION OF T