1 Domestic Shipping Safety Management System Company:
2 Contents: Introduction: 1.0 General 2.0 Safety and Environmental Protection Policies 2.1 Company Safety Policy 2.2 Company Environmental Protection Policy 2.3 Company Operational Policies 3.0 Company Responsibility and Authority information 3.1 Registered Vessel s Owner - Declaration of Operating Company Details 3.2 Operating Company - Organisational Structure and list of responsibilities 4.0 Designated Person(s) 4.1 Designated Person Details 5.0 Master s Responsibility and statement of Masters Overriding Authority 5.1 Masters Responsibilities under the Safety Management System 5.2 Statement of Masters Overriding Authority Associated Forms: Masters Handover Form Masters Aid to ISM Review Form 6.0 Resources and Personnel 6.1 Qualification Requirements for Masters 6.2 List of Familiarization Training provided for new Staff 6.3 Records of Familiarization 6.4 Training Requirements for Staff 6.5 Records of Training completed by Staff 6.6 Statement of Vessels working language(s) 6.7 Job Descriptions and responsibilities of Master and Crew
3 7.0 Development of Plans for Shipboard operations 7.1 List of Key Shipboard Activities 7.2 Key Shipboard Activities - Operational Checklists Associated Operational Forms: 8.0 Emergency Preparedness 8.1 List of identified emergency scenarios 8.2 Emergency scenarios Response Checklists 8.3 Drills and Exercise Roster 8.4 Emergency Scenario - chain of Command and Response, Vessel Shore Associated Operational Forms: 9.0 Reporting of Accidents, Hazardous Occurrences and Non SMS non conformances 9.1 Procedures for Reporting of Non Conformances 9.2 Procedures for Investigation of Non Conformances 9.3 Procedures to undertake corrective action to avoid re occurrences. Associated Operational Forms: 10.0 Vessel and Equipment Maintenance procedures 10.1 List of equipment subject to Planned maintenance 10.2 Nominated standards vessel maintenance based on 10.3 Critical Items of Equipment identified for vessels 10.4 Planned Maintenance Work Procedures 10.5 Storage, Location, and responsibility for Planed Maintenance Records Associated Operational Forms:
4 11.0 Documentation - approval, control and location Details of individual within the organisation responsible for updating the SMS 11.2 Procedures to control amendments to the SMS 11.3 Details of who holds copies of the SMS, and their locations 11.4 Where any records associated with the SMS are located, e.g. Crew Familiarization records, Maintenance records, etc Company Office. Associated Operational Forms: 12.0 Company Audits, verification, and evaluations Frequency of Internal Audits 12.2 Internal Audit Procedure, recording of Non Conformities, Major Non Conformities, and observations, allocation of correction action responsibility, and timescale for completion of corrective action. Methods of, and responsibility for, audit items follow up and close out Means of reviewing SMS efficiency, and frequency of review Associated Operational Forms: 13.0 Maritime Security List of Restricted Areas to Passengers on board vessel 13.2 Means of securing \Restricted Areas 13.3 Access Control 13.4 Pre Departure Security Announcements 13.5 Passenger Luggage 13.6 Visitors and Repair Contractors 13.7 Securing the vessel when out of service 13.8 List of Company Security Standard Operating Procedures (SOP) 13.9 Emergency Contacts - Details Associated Operational Forms:
5 Introduction: EU 336/2006, requires the application of the ISM Code to vessels flying the flags of member states Article 3.1 (b), of the Regulation, now requires that the ISM code be implemented on vessels operating domestically within the Community, by March It repeals the previous regulation EC 3051/95, which applied to companies trading vessels over 500 gross tonnage on international services. Domestic shipping" means any transport service by ship in sea areas from a port facility of a Member State to the same port facility or another port facility within that Member State. The purpose International Safety Management Code for the Safe Operation of Ships and for Pollution Prevention (ISM) Code, is to establish a management system within shipping companies to ensure the safe operation of their vessels, and the prevention of pollution by ships. The Code is produced by the International Maritime Organisation (IMO) and included in chapter IX of the International Convention for the Safety of Life at Sea (SOLAS). Implementation of the code is obligatory for all member states, the code was adopted in 1993, and became mandatory on all international shipping by Regulation 336 / 2006 extends application of the ISM Code, to cover Community ships operating either internationally or domestically, regardless of their flag. Compliance with Regulation requires owners of domestically trading vessels to implement a Domestic Safety Management system (DSM). The DSM is based on the ISM Code, (Parts A & B.) Implementation of the DSM requires owners to produce an approved Safety Management System (SMS) for both their vessel and shore based operations including Company Offices.
6 DEFINITIONS Administration The government of the state whose flag the ship is entitled to fly Audit team Member(s) of an audit group, which are qualified to perform a safety management audit. Company The Owner of the ship or any other organisation or person such as the Manager, or the Bareboat Charterer, who has assumed responsibility for operation of the ship from the Owner of the ship and who, on assuming such responsibility, has agreed to take on the duties and responsibilities imposed by the Code. Corrective Action Action taken to eliminate the causes of an existing nonconformity or other undesirable situation in order to prevent recurrence. Designated Person Ashore The person ashore with direct access to the highest levels of management, who has the responsibility and the authority to monitor the safety and pollution prevention aspects of the operation of the ship, and to ensure that adequate resources and shore-based support are applied, as required. Document of Compliance A document issued to a company showing compliance with the requirements of the ISM Code. Hazardous Occurrences Situations, which could have led to an accident if they had developed further (i.e. near misses) Incident An incident is an undesired event that could or does result in loss. Incidents include accidents, non-conformities, near misses, recommendations, and conditions of class and hazardous occurrences. Internal SMS Audit A systematic and independent verification process carried out by the Company as part of its management function to determine whether the SMS activities and related results comply with the SMS. International Safety Management Code The International Management Code for the Safe Operation of Ships and for Pollution Prevention, as adopted by IMO Resolution A.741(18), as may be amended by IMO.
7 Major Non-Conformity An identifiable deviation which poses a serious threat to personnel or ship safety, or a serious risk to the environment and requires immediate corrective action. In addition, the lack of an effective and systematic implementation of a requirement of the ISM Code is also considered as a major non-conformity. Non-Conformity Means an observed situation where objective evidence indicates the non fulfilment of a specified requirement Objective Evidence Quantitative or qualitative information, records or statements of fact pertaining to safety, or to the existence and implementation of an SMS element which is based on observation, measurement or test and which can be verified. Observation A statement of fact made during a safety management audit, and sustained by objective evidence. Owners In all cases this shall be the registered Owner Safety Management Audit A systematic and independent examination to determine whether the SMS activities and related results comply with planned arrangements, and whether these arrangements are implemented effectively, and are suitable to achieve objectives. Safety Management Certificate A document issued to a ship, which signifies that the Company and its shipboard management operate in accordance with the approved SMS.
8 1.0 General Operating Company: Address: Declaration of Compliance (DOC) Certificate No: Vessel(s) Safety Management Certificate (SMC) No:
9 2.0 Safety and Environmental Protection Statements and Policies 2.1 Company Safety Policy Statement 2.2 Company Environmental Policy Statement 2.3 Company Operational Policies
10 2.1 Company Safety Policy - Statement It is [name of Company] policy, to provide a workplace which is free from all recognised hazards, and to conduct its activities, taking full account of the health and safety of its employees, and of all persons using or connected with the Company. In implementing this policy, [name Company] will ensure that all its vessels will at all times be; Operated by qualified staff Properly maintained Comply with all relevant legislation The Company undertakes to provide sufficient resources to allow its Staff comply with this policy. The Company will undertake an assessment of risks to the health and safety of its workers and others affected by its operations, and will take the necessary measures to minimise any risks identified. Safety, and Accident Prevention are operational responsibilities, and Company policy requires each employee, both afloat and ashore, at all organisational levels to be responsible for the prevention of work related injuries, and illness, by adhering to the full and consistent application of Company policy, guidelines and best practice. Responsibility for ensuring that stated policies are implemented and maintained by the Company rests with the management, and are implemented by means of: Office safety meetings, SMS reviews, analysis of accidents. Vessel safety meetings, Emergency Drills and Exercises, Masters reviews of the SMS Internal and External Audits, of Vessels and Office.. Director dated:.
11 2.2 Company Environmental Policy Statement It is [name of Company] policy, to conduct its operations in a manner as to minimise the risk of causing harm to the Companies operating environment, and to prevent pollution of any kind as a result of its operations - ashore or afloat. Company policy requires each employee, both afloat and ashore, at all organisational levels to be responsible for the prevention of Pollution or damage to the Environment, and to adhere to all applicable international and national regulations. The Company undertake to provide sufficient resources to allow management and staff comply with its Environmental policy. Responsibility for ensuring that stated policies are implemented and maintained by the Company rests with the management, and are implemented by means of: SMS reviews, analysis of pollution incidents. Emergency Drills and Exercises, Masters reviews of the SMS Internal and External Audits, of Vessels and Office.. Director dated:.
12 2.3 Company Safety and Environmental Operational Policies
13 3.0 Company Responsibility and Authority information 3.1 Registered Vessel s Owner - Declaration of Operating Company Details 3.2 Operating Company - Organisational Structure and list of responsibilities
14 3.1 Registered Vessel s Owner Declaration of Operating Company Details. Where the Entity who is responsible for the operation of the vessel is not the Registered Owner of the vessel, the Owner must report the full name and details of the entity to the Marine Survey Office: Vessel Name: Registered Owner: Address: Name of Vessel Operating Company: Director / Owner of Operating Company: Operating Company Address: Company Declaration of Compliance Certificate No.:.Vessel Registered Owner. Date.. Note: Under the 1955 Mercantile Marine Act, only the registered Owner may apply for and be issued with a Passenger Vessel Certificate, regardless of who may be operating the vessel in service.
15 3.2 Operating Company - Organisational Structure and list of responsibilities
16 4 Designated Person. Details of The Designated person for.. Name: Contact Details. Within the Designated Person is responsible for: Ensuring the safe operation of each company vessel, Providing a link between those in shore based operations and vessel. Monitoring the safety and pollution aspects of the operation of each ship Ensuring adequate resources and shore-based support are applied as required.
17 5.0 Master s Responsibility and Statement of Overriding Authority 5.1 Masters Responsibilities under the Safety Management System 5.2 Statement of Masters Overriding Authority Associated Forms: Masters Handover Form Masters Aid to ISM Review Form
18 5.1 Statement of Masters Overriding Authority The [Name of Company] establishes as an essential element of its Safety Management System, that the Master has in all instances the responsibility and overriding authority to make decisions, based on his professional judgement, with respect to the safety of his vessel and those aboard, and for pollution prevention. The Master has the authority to request the Companies assistance as may be necessary.
19 5.2 Masters Responsibilities under the Safety Management System [Name of Company] defines the responsibilities of its vessel Masters as follows: To be fully familiar with the contents of the Safety Management System Be active in implementing the safety and environmental protection polices of the Company on board his vessel. To motivate all crew in observing and using that policy Issuing appropriate orders and instructions in a clear and simple manner. Verifying that all specified requirements are observed and enforced. Under taking regular reviews of the Safety Management System, and reporting its deficiencies or shortcomings to the shore based management
20 6.0 Resources and Personnel 6.1 Qualification Requirements for Masters, Officers, & Crew 6.2 List of Familiarization Training provided for new Staff 6.3 Records of Familiarization 6.4 Training Requirements for Staff 6.5 Records of Training completed by Staff 6.6 Statement of Vessels working language(s) 6.7 Job Descriptions and responsibilities of Master and Crew
21 7.0 Ship Board Operations and Procedures 7.1 List of Key Shipboard Activities 7.2 Key Shipboard Activities - Operational Checklists Associated Operational Forms:
22 8.0 Emergency Preparedness 8.1 List of identified emergency scenarios 8.2 Emergency scenarios Response Checklists 8.3 Drills and Exercise Roster 8.4 Emergency Scenario - chain of Command and Response, Vessel Shore Associated Operational Forms:
23 9.0 Reporting of Accidents, Hazardous Occurrences and SMS Non-Conformances. 9.1 Procedures for Reporting of Non Conformances 9.2 Procedures for Investigation of Non Conformances 9.3 Procedures to undertake corrective action to avoid reoccurrences. Associated Operational Forms:
24 10.0 Vessel and Equipment Maintenance Procedures 10.1 List of equipment subject to Planned maintenance 10.2 Nominated standards vessel maintenance based on 10.3 Critical Items of Equipment identified for vessels 10.4 Planned Maintenance Work Procedures 10.5 Storage, Location, and responsibility for Planned Maintenance Records Associated Operational Forms:
25 11.0 Documents and Records - location, control and approval Details of individual within the organisation responsible for updating the SMS 11.2 Procedures to control amendments to the SMS 11.3 Details of who holds copies of the SMS, and their locations 11.4 Where any records associated with the SMS are located, e.g. Crew Familiarization records, Maintenance records, etc Company Office. Associated Operational Forms:
26 12.0 Company Audits, Verifications, and Evaluations 12.1 Frequency of Internal Audits 12.2 Internal Audit Procedure, recording of Non Conformities, Major Non Conformities, and observations, allocation of correction action responsibility, and timescale for completion of corrective action. Methods of, and responsibility for, audit items follow up and close out Means of reviewing SMS efficiency, and frequency of review Associated Operational Forms:
27 12.0 Maritime Security Security procedures 12.1 List of Restricted Areas to Passengers on board vessel 12.2 Means of securing \Restricted Areas 12.3 Access Control 12.4 Pre Departure Security Announcements 12.5 Passenger Luggage 12.6 Visitors and Repair Contractors 12.7 Securing the vessel when out of service 12.8 Standard Operating Procedures (SOP) 12.9 Emergency Contacts - Details
28 Security procedures 13.1 List of Restricted Areas on Board Vessel Means of Securing Restricted Areas
29 13.3 Access Control to Vessel: 3.1 Embarking and disembarking of passengers will only occur via a suitable gangway or safe means of access. 3.2 Embarking and disembarking passengers will always be kept separate 3.3 Embarking will only be allowed when the crew are present on board to receive passengers, and the vessel has been inspected for any unattended or unusual items 3.4 Embarkation will not occur while cleaning or maintenance of a vessel is being undertaken 3.5 Passengers must present valid tickets to crew, prior to being allowed on board 3.6 Particular attention must be paid by the crew when tidal conditions present the vessel level with a pier, to avoid the instance of an unauthorised boarding of the vessel other than by the gangway. 3.7 In the cases of charter groups, the charter representative travelling will Advise the vessel of group number travelling Muster at an agreed location away from the vessel and account for their group prior to boarding. Confirm numbers of mustered group to the vessel. The boarding of such groups will be overseen, and numbers confirmed by a crewmember who will liaise with the organiser. A counting device such as a clicker should be used to account for number of persons boarding Pre departure security announcements 4.1 Pre departure announcements will incorporate security advise to passengers to Not leave any baggage unattended Report any suspicious items noted on board Not enter any restricted areas on board Luggage carried on board. 5.1 Unaccompanied luggage will not be placed on board, unless satisfactory means of verifying its contents are provided. 5.2 Passengers will for security purposes be responsible for their luggage at all times while on board. 5.3 On completion of a trip, and prior to the next departure, the vessel will be checked for any remaining unaccounted luggage items.
30 13.6 Visitors and Repair Contractors 6.1 Official Visitors and Contractors must present themselves initially to the shore office for clearance, prior to attempting to board any company vessel. Contractors will be asked to provide proof of identification by one of the following means Passport, Drivers Licence, Verified company ID are acceptable means of proof. 6.2 Vessel operators to provide a dedicated visitor s pass, with associated records of who has accessed their vessels. 6.3 Visitors and Contractors will be given a security / safety briefing prior to boarding the vessel Securing Vessels 7.1 Where practical, external doors and storage areas should be kept locked shut, while allowing means to exit rapidly from within the vessel in the event of an emergency 7.2 When the vessel is left unattended for a period of time such as overnight or seasonal lay-up, the engines will be disabled to prevent theft or unauthorised use. 7.3 Out of service vessels will be securely moored and monitored regularly 7.4 Gangways will be lifted and not left in position on an unattended vessel
31 13.8 Standard Operating Procedures (SOP s) Response to Bomb threats Visiting Contractors Cleaning routines Vessel inspection routine Securing of vessel when out of service and security sweep routine prior to re entering service 13.9 Emergency Contacts List: Local Garda Station Local Garda Crime Prevention Officer (for Advice on Security) Regional Marine Survey Office (Department of Transport) Local Harbour Masters (if applicable) Coast Guard Dublin MMRC or regional Radio Stations (to report any security incident at sea) All lists must be checked and amended on a regular basis.
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