1.1 Certification and Documentation Flashcards
How can the ship’s master obtain the latest list of certificates and documents to be carried on a merchant ship?
The International Maritime Organisation (IMO) is a non-governmental agency that provides surveys and publishes a list of certificates and documents required to be carried onboard ships.
The Flag State and the classification society assist the shipowner (and the Master as the shipowner’s representative) to ensure that the vessel carries all the required certificates and documents at all times.
The master needs to obtain the latest list of certificates and documents from
a. Flag State Authority (FSA)
b. Classification society
c. Vessel owner / operator.
d. Approved agent (for specific national requirements)
e. Class Status Report
Master can also cross check this information from the following sources:
a. IMO website
b. Licenced agents (such as Regs4ships)
c. In the Annex section of latest editions of IMO publications such as SOLAS, MARPOL etc.
List 12 basic certificates required to be carried by a cargo vessel on international trade.
FAL.2/Circ.133
MEPC.1/Circ.902
MSC.1/Circ.1646
- Certificate of Registry (or Nationality).
- International Tonnage Certificate.
- International Load Line Certificate.
- International Ship Security Certificate.
- International Oil Pollution Prevention Certificate + Form A
- International Sewage Pollution Prevention Certificate.
- International Air Pollution Prevention Certificate.
- International Anti-fouling System Certificate.
- Cargo Ship Safety Construction Certificate + Form C
- Cargo Ship Safety Equipment Certificate + Form E
- Cargo Ship Safety Radio Certificate + Form R
(The above three may be combined into a single Cargo Ship Safety Certificate) - Safety Management Certificate.
List 12 basic documents required to be carried by a cargo vessel on international trade.
- Stability booklet.
- Damage Control Information.
- Cargo Securing Manual (not required for bulk carriers, tankers, and passenger ships).
- Minimum safe manning document.
- Documents for Masters, Officers, or Ratings.
- Oil Record Book.
- Shipboard Oil Pollution Emergency Plan.
- Garbage Management Plan.
- Garbage Record Book.
- Official logbook.
- Ship security plan.
- Ballast water management plan.
Relatively new requirements include the Safety Management Certificate denoting that the company and its shipboard management operate in accordance with the approved safety management system. A copy of the document of compliance shall also be kept on board the ship in order that the master can produce it for verification.
What are the requirements of having a Certificate of Registry and what is its validity?
The certificate of registry indicates the nationality of the vessel, it grants the ship physical and legal protection of that Flag/Flag State, which applies to areas such as the safety of cargo and the life on board the ship.
Any ship over 100 GT, irrespective of whether it is a cargo vessel, fishing vessel or passenger vessel, has to be registered.
It issued by its respective Flag and does not have a expiry date which would remain valid until the ship is scrapped or a change in ownership or nationality but it would depend on the respective country.
Purpose and validity of the International Tonnage Certificate?
The International Tonnage Certificate is used to determine which regulations apply to which ships and Net tonnage is often used to determine the size of harbor and canal dues.
This certificate remains valid until alterations in construction or the use of spaces are made, the subdivision load line is changed, or the ship is transferred to the flag of another State.
For a vessel transiting the Panama and Suez canals, is it just enough to have the ITC?
The Panama and Suez Canal Tonnage Certificates are not required by international conventions, but any ship wishing to traverse either canal must be measured and should obtain the appropriate certificate before doing so. In general, they remain valid until alterations to the ship’s structure or in the use of spaces are made.
What are the certificates and documents required to be carried onboard under the Maritime Labour Convention (MLC) 2006?
A vessel that is at least 500 GT and is registered in a country where the MLC is in force must have below certificates:
(a) Maritime Labour Certificate (MLC) or an interim MLC.
(b) Declaration of Maritime Labour Compliance (DMLC) Part I and II, issued by the competent authority.
DMLC Part I, describes how the flag complies with MLC.
DMLC Part II, describes how the shipowner complies with MLC.
Documents that can be used to demonstrate compliance with MLC include:
- Records for seafarer’s rest/work hours signed by the seafarer and Master. Apart from the original document in the ship’s file, a signed copy needs to be provided to the seafarer.
- Onboard complaint register and record of actions taken.
- Recent MLC Inspection Report.
- Evidence proving that all seafarers onboard are above sixteen (16) years of age.
- Evidence showing the crewing agencies complies with the MLC requirements.
- Medical certificates of maximum one-year validity for seafarers under 18 years of age.
- Medical certificates of maximum two years validity for seafarers above 18 years of age.
- Evidence proving no dangerous work or night-time work is being undertaken for seafarers under 18 years of age.
- A Seafarer’s Employment Agreement (SEA), signed by the seafarer and shipowner or an authorised representative.
- A copy of the Collective Bargaining Agreement (CBA) in English.
- Valid Certificate of Competency (COC) for officers and valid training certificates for all other seafarers on board.
- Records of training in personal safety and safety meetings held on board.
- Records of all accidents, incidents, investigations, and consequent analyses on board.
- Records of seafarer’s familiarisation.
MLC hours:
- 10 hours in any 24 hour period.
- 77 hours in any 7 day period.
- Hours of rest may be divided into no more than 2 periods one of which shall be at least 6 hours in length.
What is the purpose of HSSC?
The Harmonised System of Survey and Certification (HSSC) seeks to standardise the period of validity and the intervals for the nine main convention certificates.
All certificates affected except a passenger ship safety certificate would be valid to a period not exceeding five years.
In so doing, it aims to simplify the survey and certification process. Thus saving cost and time for both the shipownser and the surveyors.
What are the 9 main statutory certificates that are affected by HSSC?
- Resolution A.1140(31)
- MSN 1751 (M+F)
List the types of ship surveys under HSSC.
Under the HSSC, there are seven types of surveys:
Initial surveys (I).
Annual surveys (A). (+/- 3 months)
Intermediate surveys (In).
Periodical surveys (P).
Renewal surveys (R).
Inspections of the outside of the ship’s bottom cargo ships (B). (2 years)
Additional surveys (Ad).
What is the general validity of certificates under the major conventions as per HSSC?
Other than the Passenger Ship Safety Certificate, most other certificates have a general validity of 5 years and hence have to be renewed once every 5 years. In most cases, this renewal survey is done during the 5 yearly dry dockings of the vessel.
Briefly differentiate between an Initial survey (I) and an Annual survey (A).
An initial survey (I) is a complete inspection before a ship is put into service of all the items relating to a particular certificate to ensure that the relevant requirements are complied with and that these items are satisfactory for the service for which the ship is intended.
An annual survey (A) is a general inspection of the items relating to the particular certificate to ensure that they have been maintained and remain satisfactory for the service for which the ship is intended.
Briefly differentiate between a Periodic survey (P) and an Intermediate survey (In).
A Periodical Survey (P) is an inspection of the items relating to the particular certificate to ensure that they are in a satisfactory condition and fit for the service for which the ship is intended.
The Periodical Survey should also consist of a check that all the certificates, record books, operating manuals, and other instructions and documentation specified in the requirements relevant to the particular certificate are on board the ship.
The Periodical Survey is applicable only to cargo ship Safety Equipment Certificates and cargo ship Safety Radio Certificates.
An Intermediate Survey (In) is an inspection of specified items relevant to the particular certificate to ensure that they are in a satisfactory condition and fit for the service for which the ship is intended.
What is meant by a Renewal survey (R)?
Several ship certificates require a renewal survey, including:
- Cargo Ship Safety Construction Certificate: A renewal survey is required to renew this certificate, which involves a complete examination of all items relating to the certificate, leading to the issuance of a new 5-year certificate.
- Cargo Ship Safety Equipment Certificate, Cargo Ship Safety Radio Certificate, Load Line Certificate, and Oil Pollution Prevention Certificate: These certificates can be renewed along with the Cargo Ship Safety Construction Certificate if their renewal surveys are completed within 3 months of the Cargo Ship Safety Construction renewal survey.
- International Certificate of Fitness for the Carriage of INF cargo: This certificate requires a renewal survey for its issuance or renewal.
- MARPOL Annex IV certificates: The renewal survey for these certificates must ensure full compliance with applicable requirements for structure, equipment, systems, fittings, arrangements, and materials.
In summary, renewal surveys are mandatory for renewing major ship certificates related to safety construction, equipment, pollution prevention, and carriage of certain cargoes, typically involving a thorough examination of all relevant items.
Briefly differentiate between a Bottom survey (B) and an Additional survey (Ad).
A Bottom Inspection (B) of the outside of the ship’s bottom is an inspection of the underwater part of the ship and related items to ensure that they are in a satisfactory condition and fit for the service for which the ship is intended.
An Additional Survey (Ad) is an inspection, either general or partial, according to the circumstances, to be made after a repair resulting from investigations or whenever any important repairs or renewals are made.
