4 ALBERT EMBANKMENT LONDON SE1 7SR Telephone: +44 (0) Fax: +44 (0)

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1 E 4 ALBERT EMBANKMENT LONDON SE1 7SR Telephone: +44 (0) Fax: +44 (0) Circular Letter No December 2015 To: Subject: All IMO Members United Nations and specialized agencies Intergovernmental organizations Non-governmental organizations in consultative status with IMO Liberation movements Third session of the Sub-Committee on Implementation of IMO Instruments (18 to 22 July 2016) 1 The Secretary-General has the honour to invite representation at the third session of the Sub-Committee on Implementation of IMO Instruments (III 3), which has been scheduled to take place from 9.30 a.m. on Monday, 18 to Friday, 22 July 2016, at IMO Headquarters, 4 Albert Embankment, London SE1 7SR. 2 The provisional agenda for the third session (III 3/1) is attached and further documentation, including the annotated agenda and the provisional timetable, will follow in due course. Following the successful trial of the PaperSmart initiative at C 109, it is envisaged that this session should, as far as practicable, also be held in PaperSmart mode. Please refer to Circular Letter No.3325 of 13 November 2012, for additional information on this initiative. 3 The second session of the Sub-Committee agreed to establish, at this session, working/drafting groups on subjects to be selected from the following outputs:.1 lessons learned and safety issues identified from the analysis of marine safety investigation reports (agenda item 4) * ;.2 measures to harmonize port State control (PSC) activities and identified issues relating to the implementation of IMO instruments from the analysis of PSC data (agenda items 5 and 6);.3 analysis of consolidated audit summary reports (agenda item 7); and.4 updated Survey Guidelines under the Harmonized System of Survey and Certification (HSSC) Non-exhaustive list of obligations under instruments relevant to the IMO Instruments Implementation Code (III Code) (agenda items 8 and 9), * Refer to annex 15 of document III 2/16 and resolution A.1098(29) on High-level Action Plan of the Organization and Priorities for the biennium.

2 Circular Letter No.3608 Page 2 whereby the Chairman, taking into account the submissions received on the respective subjects, would advise the Sub-Committee well in time before III 3 on the final selection of such groups. 4 The Secretary-General would appreciate being informed, in due course, of the names of representatives, delegates and observers, as appropriate, intending to participate in the forthcoming third session of the Sub-Committee. Submission of documents 5 In accordance with the Guidelines on the organization and method of work of the Maritime Safety Committee and the Marine Environment Protection Committee and their subsidiary bodies (MSC-MEPC.1/Circ.4/Rev.4), the deadlines and method for submission of documents to the session are specified in paragraph 1 of the Notes to the provisional agenda of III 3 (III 3/1). Registration and procedure governing the support by IMO for visa applications 6 Information on registration at IMO meetings and the procedure governing IMO support for visa applications is set out in the annex. ***

3 Circular Letter No.3608 Annex, page 1 ANNEX REGISTRATION AT IMO MEETINGS AND PROCEDURE GOVERNING IMO SUPPORT FOR VISA APPLICATIONS Registration at IMO meetings Member Governments, IGOs and NGOs are required to provide, prior to the meeting date, the names of their representatives, including Permanent Representatives, heads of delegations, alternates, advisers or observers, via the Online Meeting Registration System (OMRS), which now replaces the paper-based registration process, as advised in Circular Letter No.3463 of 14 July This facilitates both their entry into the building and production of the list of participants by the Secretariat. Once they have completed the registration procedure, delegates will be issued at IMO with an electronic access card to pass through the security barrier in the IMO building. Issue of the access card will require photographic proof of identity, e.g. passport, identity card or driving licence. Delegates may also be required to show proof of identity at any time while they are in the Headquarters building, if requested by IMO Security. In view of the significant costs incurred in producing access cards, delegates who have previously been issued with one are kindly requested to bring it with them for reactivation. Any matters relating to the use of the OMRS should be communicated to: Registration Unit Meeting Services and Interpretation Section onlineregistration@imo.org No representative will be registered to attend the meeting without authorization from their OMRS Delegation Coordinator. New delegates whose names appear in the OMRS will be issued with the above-mentioned access card. Delegates whose names are not on the OMRS list will be requested to contact their OMRS Delegation Coordinator in order to process their authorization to attend the meeting. Delegates are advised that the Registration Desk will be open from 7.30 a.m. on Monday, 18 July 2016, when early arrival would be appreciated. General information on administrative and housekeeping issues relating to meetings at IMO may be found in an information leaflet for delegates, which can be downloaded from IMODOCS and is also available at the Documents and Meeting Services counters on the ground floor and second floor, respectively. Delegates are kindly requested to familiarize themselves with the contents of the information leaflet. Procedure governing IMO support for visa applications Delegates invited by the Organization who require United Kingdom entry visas should, in the first instance, apply for a visa at the nearest British Consulate or Embassy and obtain reference numbers. The necessary documentation (such as a copy of the IMO programme of meetings usually issued during December/January each year; the original and relevant IMO official letter of invitation usually issued some six months prior to the time the meeting is to convene at IMO; or the nomination letter together with a note verbale from the Ministry of Foreign Affairs) must accompany such visa applications.

4 Circular Letter No.3608 Annex, page 2 Delegates must be nominated by the Ministry of Transport (or any other competent ministry) or by the National Maritime Administration. The nomination letter should be taken to the Ministry of Foreign Affairs for preparation of a note verbale addressed to the British Embassy/High Commission. If, after following the above-mentioned procedure, delegates still encounter visa problems, either the Ministry of Foreign Affairs, the Ministry of Transport or the National Maritime Administration should communicate in writing on paper bearing the official letterhead the following details to the Head, External Relations Office, requesting visa assistance and stating the reasons given by the British Embassy/High Commission as to why visas have been or may be refused. i ii iii First name: Family name: Profession: Date of birth: Place of birth: Type of passport: Passport No: Place of issue: Date of issue: Valid until: Visa reference number: Date and place of visa application: Purpose of visit: Duration of anticipated stay in the United Kingdom: This exercise must be undertaken at least six weeks before the date on which the session begins, to enable the Organization to support the visa application accordingly and the visa to be issued in good time *. * Requests for visa assistance should be sent to IMO by fax (+44(0) ) or by visa@imo.org.

5 E SUB-COMMITTEE ON IMPLEMENTATION OF IMO INSTRUMENTS 3rd session Agenda item 1 III 3/1 2 December 2016 Original: ENGLISH PROVISIONAL AGENDA 1 for the third session of the Sub-Committee on Implementation of IMO Instruments to be held at IMO Headquarters, 4 Albert Embankment, London SE1 7SR from Monday, 18 to Friday, 22 July 2016 Session commences at 9.30 a.m. on Monday, 18 July 2016 Opening of the session 1 Adoption of the agenda 2 Decisions of other IMO bodies 3 Consideration and analysis of reports on alleged inadequacy of port reception facilities ( ) 4 Lessons learned and safety issues identified from the analysis of marine safety investigation reports ( ) 5 Measures to harmonize port State control (PSC) activities and procedures worldwide ( ) 6 Identified issues relating to the implementation of IMO instruments from the analysis of PSC data ( ) 7 Analysis of consolidated audit summary reports ( ) 8 Updated Survey Guidelines under the Harmonized System of Survey and Certification (HSSC) ( ) 9 Non-exhaustive list of obligations under instruments relevant to the IMO Instruments Implementation Code (III Code) ( ) 10 Unified interpretation of provisions of IMO safety, security, and environment related Conventions ( ) 11 Biennial agenda and provisional agenda for III 4 1 To be approved by MEPC 69 and MSC 96.

6 III 3/1 Page 2 12 Election of Chairman and Vice-Chairman for Any other business 14 Report to the Committees Notes: 1 In accordance with the Guidelines on the organization and method of work of the Maritime Safety Committee and the Marine Environment Protection Committee and their subsidiary bodies (MSC-MEPC.1/Circ.4/Rev.4):.1 documents should be received in the Secretariat as follows 2 :.1 bulky documents 3 (those containing more than six pages) by Friday, 15 April 2016;.2 non-bulky documents (those containing six pages or fewer) and also bulky information documents by Friday, 13 May 2016; and.3 documents commenting on those referred to in subparagraphs.1 and.2 above and containing four pages or fewer, by Friday, 27 May 2016 (see also paragraph of the guidelines);.2 for reasons of economy, documents should be submitted in single spacing, and be as concise as possible, and:.1 all documents should include a brief summary prepared in accordance with section 6 of the above-mentioned guidelines;.2 substantive documents should conclude with a summary of the action which the Sub-Committee is invited to take; and.3 information documents should conclude with a summary of the information contain; and.3 the following word-processing format should be observed in order to standardize the presentation of documents: - font: Arial; - font size: 11; - justification: full; and - margins: 2 cm top; 2.5 cm bottom, left and right. A template is available on the IMODOCS website for use in the preparation of documents; and 2 Documents other than information documents and reports from sub-committees, working, drafting, correspondence and other working groups and the Secretariat, which contain more than 20 pages, in line with paragraph 6.11 of the above-mentioned guidelines will not be translated in their entirety. Such documents should include, for translation purposes, a summary not longer than four pages, with the technical content submitted as an annex in the language needed by working groups (i.e. English). 3 In the case of documents containing more than 50 pages, the provisions of paragraph of the Committees' Guidelines are to be applied.

7 III 2/1 Page 3 To facilitate the processing of documents, they should be submitted in Microsoft Word, preferably to: iii@imo.org. 2 The MSC and the MEPC recommended the sub-committees to strictly observe the above provisions of the aforementioned Guidelines which, inter alia, provide that the Secretariat should strictly apply the rules concerning the submission of documents and not accept late submissions from Governments or delegations.