Guidelines on the use of the system for online reporting of crew data

Transcription

1 Guidelines on the use of the system for online reporting of crew data Now, the Danish Maritime Authority can offer all shipping companies the possibility of reporting crew data electronically. The electronic reporting can be made online on the internet via the Danish Maritime Authority s Danish webpage where a link directs the user to the right system. It is also possible to us this solution via In the following, the structure of the system is presented, and the user is guided through the use of online reporting of crew data. Allocation of shipping company number and password In order to get access to report information electronically to the Danish Maritime Authority, each shipping company must log on the system. In order to get a so-called shipping company number and password, a socalled contact shipping company must be created for each shipping company. Remark In order to be able to report information electronically, a contact shipping company must be created for each shipping company. The contact shipping company must correspond to the shipping company that is, according to the Document of Compliance (DOC) of each individual ship, responsible for the operation and crew of the ship. A contact shipping company administers the signing on and signing off for the ships in the shipping company that, according to Danish law, are obliged to report crew information for the seafarers. Consequently, ships associated with the contact shipping company are not necessarily the same as ships owned by the shipping company since ships can fly another flag or in some other way not be covered by Danish legislation on the reporting of crew information (Order no of 4 December 1996 on the signing on and signing off of seafarers, on crew lists and on discharge books). In order to create a contact shipping company and to update all information on valid contact shipping companies, all shipping companies must submit the following information to the Danish Maritime Authority: Name of contact shipping company (typically, the same name as that of the shipping company); Address, postal code and town of the contact shipping company; Telephone number of contact shipping company; of contact shipping company (it may an advantage to use an address that is readable by more persons in connection with holidays, illness, etc.); CVR number/se number; List of ships (names and distinctive number or letters) to be associated with the contact shipping company. The information is to be submitted by to ksf@dma.dk. Subsequently, the shipping company will be allocated a shipping company number and a password by the Danish Maritime Authority. The Danish Maritime Authority should be informed about changes in the contact shipping company information immediately on an ongoing basis. 0. How to get started When the shipping company has received the shipping company number and the password, electronic reports can be made. Now, the user is to use the relevant link on the Danish Maritime Authority s webpage or on virk.dk. Then, the log-in page will be shown: 1

2 Write the shipping company number (Rederi nr.) and the password (Adgangskode) in the relevant fields and press Login. Then, the start page will occur. 1. The function Crew List (Besætningsskema) On the start page, there are three functions in the upper right-hand corner: Crew lists (Besætningsskemaer) Seafarers (Søfarende) Log off (Log af) The start page will automatically start in the function Crew lists (Besætningsskemaer), showing a list of crew lists. In the example shown, the table is blank since no crew lists have been filled in yet. In addition to the list of crew lists, there are five buttons on the page: 1 Edit (Ret) 2 Delete (Slet) 3 New (Ny) 4 Print/Save (Print/Gem) 5 Submit crew list (Send besætningsskema) 1.1 Edit The function is used to edit crew lists that have been created and not yet submitted to the Danish Maritime Authority. 1.2 Delete The function is used to delete crew lists that have been created and not yet submitted to the Danish Maritime Authority. 2

3 1.3 New The function is used to create a crew list of a new seafarer who is not yet known by and recorded in the Danish Maritime Authority s system. It is recommended that the function Seafarer (Søfarende) is always used first to check whether the seafarer is known by and recorded in the Danish Maritime Authority s systems (see below under items 2 and 2.1). Press New (Ny) to create a new crew list with a new seafarer and the following picture is shown: The screen picture shows the crew list/agreement as such. The Danish Maritime Authority requests only the information marked with red on the left-hand side of the screen picture (please remark that the example shown is incomplete as it is possible to scroll down the page). The red marks represent the crew list part of the original agreement. For historical reasons, the Danish Maritime Authority has, however, received the entire agreement duly filled in. However, the Danish Maritime Authority records only muster information evident from the crew list, when the agreement is filed. With the change to electronic reporting, the shipping company need only report the muster information evident from the crew list (marked in the screen picture with red marks). However, legislation is still in force about the contractual terms to be agreed by the employee and the employer (see the grey box below). Should the shipping company still want to use the agreement as an employment contract, the additional information may be added to the screen picture (and be saved/printed see item 1.4). Subsequently, it is possible to save/print the crew list (see item 1.4), and an exact copy of the agreement as it is known today can be used. Each individual shipping company decides whether to use this function. Remark It is mandatory to report only the crew information evident from the crew list to the Danish Maritime Authority. It is voluntary whether to fill in the remaining part of the agreement. However, this does not change the legislative requirement on contractual conditions to be agreed between the employer/shipping company and the employee/seafarer. 3

4 For example, the contractual conditions on the employment stipulated in Order no. 848 of 15 October 2002 on the shipowner s duty to conclude a written contract with the seafarer on the conditions of employment apply. In the upper field in the crew list, there is an action bar pull-down showing the ships affiliated with the contact shipping company. The list follows the information reported by the shipping company to the Danish Maritime Authority (see page 1) and, in case of errors in this list, the shipping company should contact the Danish Maritime Authority. Consequently, it is possible to report only crew information for ships affiliated with one s own contact shipping company. 1 When a new Danish seafarer is recorded, the entire civil registration number is required, i.e. both date of birth and serial number (the last four digits in the civil registration number). When a new foreign seafarer is recorded, only the date of birth is required. The form is filled in and press Save crew list (Gem besætningsdata) at the bottom of the page. Remark When using the function New (Ny) to create a crew list for a new seafarer who is not yet known by the Danish Maritime Authority s system, the signing on and signing off function must not be used at the same time, which is possible for known seafarers who have been found by means of the function Seafarer (Søfarende) (see items 2 and 2.1). Hence, the new seafarer must only be signed on since the new seafarer is subsequently to be created correctly by a case officer in the Danish Maritime Authority. When the seafarer has subsequently been created in the Danish Maritime Authority s system (typically the next day), it is possible to find the seafarer again using the function Seafarer (Søfarende) and to sign him or her off (see item 2.3). When the crew list has been saved, the user is directed to the start page, where the crew lists saved are now shown in the list. In the upper right-hand corner, a figure is now given in a parenthesis together with the function Crew lists (Besætningsskemaer). The figure informs about the number of crew lists that have been saved, but not yet submitted. It could be an advantage for the user to fill in and save several crew lists and submit them all together (see item 1.5) rather than to submit them one by one. 1 The list of affiliated ships will also show ships that have perhaps been deleted from the Danish Maritime Authority s Register of Ships. The reason is that it must still be possible to sign off seafarers who have not yet signed off after the deletion. 4

5 1.4 Print/Save When having saved the crew lists/agreements filled in, it is possible to print and save the chosen crew list/agreement. The function print directs the user to a picture, where it is asked which format is wanted for the printing/saving (HTML or XML). The format wanted is chosen, and then the user is presented with the crew list/agreement in his or her browser picture. Then, the user is to choose the menu Files (Filer) and either save the document locally on his or her own computer or print the document. The printing of a completely filled in agreement is, as a standard, maximum one page. Local printer settings can, however, cause the crew list to be printed on more pages. Local printer settings cannot be set right by the Danish Maritime Authority. 2 It is not possible to find/recreate information that has been recorded in the voluntary part of the crew list (agreement part), for which reason this information is lost and must be recorded again. It is possible to find/recreate only information concerning the crew list part of the document (see items 2.1 and 2.3). When having printed or saved the document, the reverse arrow in the browser must be used to navigate back to the showing of the crew list. If the document is closed by accident, the user will automatically be logged off the system and must, subsequently, log on again. However, crew lists that have been saved will not be lost and can be found in the list of crew lists. 1.5 Submit crew list In order to submit crew lists to the Danish Maritime Authority, press Submit crew list (Send besætningsskema). Please remark that all crew lists that have been saved (those shown in the list of crew lists) will be submitted together by pressing Submit crew list (Send besætningsskema). 2. The function Seafarers In order to find a seafarer, please press Seafarer (Søfarende) and the following page will be shown. 2 Possible solutions to printer setting problems can be to activate the menu item Show (Vis), then Character set (tegnsæt) and then test the various possibilities in order to solve the problem. 5

6 Here, it is possible to find seafarers who have been recorded in the Danish Maritime Authority s system. It is possible to search for the civil registration number (all eight digits or merely the first six digits) 3 and/or Christian name and/or surname. Furthermore, it is possible to search for parts of the Christian name or surname by inserting a per cent sign. When searching for common Christian names and surnames, some search time must be expected. In the example below, the last four digits in the civil registration number have been deleted, but under real circumstances they would have been shown. 3 The civil registration number must be entered without spacing or a hyphen can be inserted after the first six digits. 6

7 If the entire civil registration number is not used for the search, a list of persons recorded with the Danish Maritime Authority meeting the search criteria given will be shown. The list shows the date of birth and Christian name and surname. The last four digits in the civil registration number are not shown. As can be seen in the example above, the seafarer is chosen (marked by the little coloured mark in the lefthand side of the picture). Then, there are three possibilities: 1. Create crew list (Opret besætningsskema) 2. Find documentation (Find beviser) 3. Find crew lists (Find besætningsskemaer) 2.1 Create crew list Press Create crew list (Opret besætningsskema) to create a new signing on for a seafarer who has been found using the search function Seafarer (Søfarende) and is therefore known by/recorded in the Danish Maritime Authority s system. Then, the user will be shown in the crew list/agreement. The basic information (date of birth, Christian name, surname, gender and citizenship) will automatically be inserted in the crew list and cannot be edited. The Danish Maritime Authority recommends that you always search for seafarers and use Create crew list (Opret besætningsskema) via the function Seafarer (Søfarende) to minimize errors when entering basic information. Only if the seafarer is not recorded in the Danish Maritime Authority s system, is the function creating a new crew list to be used (see further item 1.3). Remark When creating a crew list for a seafarer who is already recorded, the user will get all the basic information automatically if the user first searches for the seafarer under the function Seafarer (Søfarende) and then presses Create crew list (Opret besætningsskema). This minimizes the risk of misspellings, typing errors, etc. If the user becomes aware that a seafarer has been recorded wrongly in the Danish Maritime Authority s system (name misspelled, wrong date of birth, etc.), please inform the Danish Maritime Authority of this. The inserted data from the seafarer chosen are now shown in the following picture (only a section of the picture is shown). 7

8 Then, the remaining mandatory data are inserted as described under item 1.3. Please remark that for Danish seafarers, the last four digits of the civil registration number must always be re-entered since they are not automatically inserted in the crew list. 2.2 Find documentation You can press Find documentation (Find beviser) to look up the validity of seafarers certificates of qualifications and of competencies. NB! It is stressed in the strongest terms that the function must be used only if the shipowner has acquired the seafarer s express consent to look up the seafarer s certificates of qualifications and competencies. A warning will be shown to the user each time the function is used, and the user will be asked to accept that it is the shipping company s responsibility to be able to prove that the seafarer s consent has been acquired and to confirm that the consent has actually been acquired. The user is thus presented with the following page where the requirement can be accepted (Acceptere) or not be accepted (Acceptere ikke), whereafter rights will be granted/not granted to continue searching. 8

9 When having accepted the requirement that the seafarer s express consent has been given, the user is presented with a list of the validity of the seafarer s certificates of qualifications and competencies. Only the validity of the seafarer s certificates of qualifications and competencies are given! 2.3 Find crew lists Press Find crew lists (Find besætningsskemaer) to find previous crew lists for use when signing off. Find and choose the relevant seafarer and press the button Find crew lists (Find besætningsskemaer). Then, a list of when the seafarer has previously signed on and signed off ships affiliated with the contact shipping company will be shown. 9

10 Then, it will be possible to choose a crew list, where the seafarer has previously signed on. Press the button Create crew list (signing off) (Opret besætningsskema (afmønstring)). Then, the user is directed to the page with the relevant person s crew list. Previously entered information about signing on has been inserted and cannot be edited. Now, it is possible to fill in the signing off part of the crew list. The information required by the Danish Maritime Authority is marked with red on the left-hand side of the page. At the same time, the user can fill in the entire voluntary part of the agreement should he or she want to do so. Subsequently, the crew list (signing off) is saved again as under the part on the signing on, and the functions edit (ret), delete (slet), print/save (print/gem) and submit crew list (send besætningsskema) can be used as described under item 1. When the signing off has been saved, it is shown in the list of crew lists. Then, you must press submit crew list (send besætningsskema) and the signing off is subsequently submitted to the Danish Maritime Authority. 10

11 3. The function Log off You can log off the system at any time and saved crew lists shown in the list of crew lists will not disappear though you log off. The crew lists in the list will not disappear until the crew lists are submitted to the Danish Maritime Authority. The system has been set to log off the user automatically after a certain amount of time without any activities on the screen. This function has been chosen for security reasons. 4. Other practical information Assistance The Danish Maritime Authority can be reached all weekdays between 9 and 15 hours by telephone if any questions that you may have cannot be answered by reading these guidelines. 24-hour reporting? It is possible to report crew data via the Danish Maritime Authority s webpage 24 hours a day. In order not to overload the Authority s systems, it has, however, been decided to process all crew lists submitted as one job that is run during the night. In other words, crew lists submitted during the day will be put on hold and not be processed until during the night. Consequently, any error messages will, at the earliest be treated by a case officer the day after the submission. The same applies to the creation of a new (unknown) seafarer, where the case officer can create the seafarer at the earliest the day after the submission. Hence, a new seafarer cannot be signed off until the case officer has created him or her in the system (see also item 1.3). Interruption of services Interruptions of the services offered by the Danish Maritime Authority will have a direct effect on the electronic reporting of crew information. Such interruptions will be treated as quickly as possible by the IT Department, but it cannot be excluded that, in periods, interruptions will occur that have an effect on the electronic reporting of crew information. 11