Certificates & Documents to be carried on board – 2

Q. What certificates are required to be carried under SOLAS chapter III?
Ships, as required by Ch III of SOLAS, shall be provided with muster list and emergency instructions, which shall comply with the requirements of relevant regulation and be exhibited in conspicuous places throughout the ship including the navigation bridge, engine-room and crew accommodation spaces. In the case of passenger ships, these instructions shall be drawn up in the language(s) required by its Flag State and in the English language.
All ships shall have ship-specific plans and procedures for recovery of persons from the water. Ships constructed before 1 July 2014 shall comply with this requirement by the first periodical or renewal safety equipment survey of the ship to be carried out after 1 July 2014, whichever comes first. The Plans and Procedures should be considered as a part of the emergency preparedness plan required by the ISM Code.

Q. What are the main factors to be considered when developing plans and procedures before developing the plans for recovery of persons in water?
1. A risk assessment should be conducted and documented when developing plans and procedures for recovery of persons from the water, including equipment intended to be used, taking into account the anticipated conditions and ship-specific characteristics.
2. The recovery plans and procedures should facilitate the transfer of persons from the water to the ship while minimizing the risk of injury from impact with the ship’s side or other structures, including the recovery appliance itself.
3. The training manual, which may comprise several volumes shall be provided. It shall contain instructions and information, in easily understood terms illustrated wherever possible, on the life-saving appliances provided in the ship and on the best methods of survival. Any part of such information may be provided in the form of audio-visual aids in lieu of the manual.
4. In all passenger ships, a decision support system for emergency management shall be provided on the navigation bridge.

Q. What factors must be considered when preparing the ship specific procedures for recovery of persons from water?
Ship-specific procedures for the recovery of persons from the water should specify the anticipated conditions under which a recovery operation may be conducted without causing undue hazard to the ship and the ship’s crew. Following are some of the factors which must be considered:

  1. manoeuvrability of the ship;
  2. freeboard of the ship;
  3. points on the ship to which casualties may be recovered;
  4. characteristics and limitations of equipment intended to be used for recovery operations;
  5. available crew and personal protective equipment (PPE);
  6. wind force, direction and spray;
  7. significant wave height (Hs);
  8. period of waves;
  9. swell; and
  10. safety of navigation.

Q. What certificates are required to be carried under SOLAS chapter IV?
A record shall be kept, to the satisfaction of the Administration and as required by the Radio Regulations, of all incidents connected with the radio-communication service which appear to be of importance to safety of life at sea.

Q. What certificates are required to be carried under SOLAS chapter V?
The following documents/records/reports/charts and publications must be carried as required by Ch V of SOLAS: 

1. Minimum safe manning document
Every ship to which chapter I of the Convention applies shall be provided with an appropriate safe manning document or equivalent issued by the Administration as evidence of the minimum safe manning.

2. Certificate of compliance in respect of voyage data recorder system
A copy of the certificate of compliance issued by the testing facility, stating the date of compliance and the applicable performance standards, shall be retained on board the ship.

3. AIS test report
The Automatic Identification System (AIS) shall be subjected to an annual test by an approved surveyor or an approved testing or servicing facility. A copy of the test report shall be retained on board and should be in accordance with the model form.

4. Nautical charts and nautical publications
Nautical charts and nautical publications for the intended voyage shall be adequate and up to date. An electronic chart display and information system (ECDIS) is also accepted as meeting the chart carriage requirements of this subparagraph.

5. LRIT conformance test report
A Conformance test report should be issued, on satisfactory completion of a conformance test, by the Administration or the ASP who conducted the test acting on behalf of the Administration and should be in accordance with the set model.

6. International Code of Signals and a copy of Volume III of IAMSAR Manual
All ships required to carry a radio installation shall carry the International Code of Signal; all ships shall carry an up-to-date copy of Volume III of the International Aeronautical and Maritime Search and Rescue (IAMSAR) Manual.

7. Records for pilot ladders used for pilot transfer
All pilot ladders used for pilot transfer shall be clearly identified with tags or other permanent marking so as to enable identification of each appliance for the purposes of survey, inspection and record keeping. A record shall be kept on the ship as to the date the identified ladder is placed into service and any repairs effected.

8. Records of navigational activities
All ships engaged on international voyages shall keep on board a record of navigational activities and incidents including drills and pre-departure tests. When such information is not maintained in the ship’s logbook, it shall be maintained in another form approved by the Administration.

Q. What additional documents must be carried by passenger ships?
Following, additional documents must be carried by passenger ships?

1. Search and rescue cooperation plan
Passenger ships to which chapter I of the Convention applies shall have on board a plan for cooperation with appropriate search and rescue services in event of an emergency.

2. List of operational limitations
Passenger ships to which chapter I of the Convention applies shall keep on board a list of all limitations on the operation of the ship, including exemptions from any of the SOLAS regulations, restrictions in operating areas, weather restrictions, sea state restrictions, restrictions in permissible loads, trim, speed and any other limitations, whether imposed by the Administration or established during the design or the building stages.

Q. What annual test is required to be done in respect of a VDR?
The voyage data recorder system, including all sensors, shall be subjected to an annual performance test. The test shall be conducted by an approved testing or servicing facility to verify the accuracy, duration and recoverability of the recorded data. In addition, tests and inspections shall be conducted to determine the serviceability of all protective enclosures and devices fitted to aid location.

Q. What certificates are required to be carried under SOLAS chapter VI?
Following manuals, data & documents are required to be carried on board ships as per Ch VI of SOLAS:

1. Cargo Securing Manual
All cargoes other than solid and liquid bulk cargoes, cargo units and cargo transport units, shall be loaded, stowed and secured throughout the voyage in accordance with the Cargo Securing Manual approved by the Administration.

2. Material Safety Data Sheets (MSDS)
Ships carrying oil or oil fuel, as defined in regulation 1 of annex 1 of the International Convention for the Prevention of Pollution from Ships, 1973, as modified by the Protocol of 1978 relating thereto, shall be provided with material safety data sheets, based on the recommendations developed by the Organization, prior to the loading of such oil as cargo in bulk or bunkering of oil fuel.

3. Cargo Information
The shipper shall provide the master or his representative with appropriate information, confirmed in writing, on the cargo, in advance of loading. In bulk carriers, the density of the cargo shall be provided in the above information.

4. Bulk Carrier Booklet
To enable the master to prevent excessive stress in the ship’s structure, the ship loading and unloading solid bulk cargoes shall be provided with a booklet referred to in SOLAS regulation Ch VI/7.2. The booklet shall be endorsed by the Administration or on its behalf to indicate that SOLAS regulations XII/4, 5, 6 and 7, as appropriate, are complied with. As an alternative to a separate booklet, the required information may be contained in the intact stability booklet.

5. Document of authorization for the carriage of grain and grain loading manual
A document of authorization shall be issued for every ship loaded in accordance with the regulations of the International Code for the Safe Carriage of Grain in Bulk. The document shall accompany or be incorporated into the grain loading manual provided to enable the master to meet the stability requirements of the Code.

Q. What is the regulation in respect of securing the cargoes in Ro-Ro spaces? 
In ships with Ro-Ro spaces, as defined in regulation II-2/3.41, all securing of such cargoes, cargo units and cargo transport units, in accordance with the Cargo Securing Manual, shall be completed before the ship leaves the berth.

Q. What documents are required to be carried under SOLAS chapter VII?
1. Transport information:
Transport information relating to the carriage of dangerous goods in packaged form and the container/vehicle packing certificate in accordance with the relevant provisions of the IMDG Code are to be maintained on board and made available to the designated person.

2. Dangerous goods manifest or stowage plan
Each ship carrying dangerous goods in packaged form shall have a special list or manifest setting forth, in accordance with the classification set out in the IMDG Code, the dangerous goods on board and the location thereof. A copy of one of these documents shall be made available before departure to the person or organization designated by the Port State authority.

3. International Certificate of Fitness for the Carriage of INF Cargo
A ship carrying INF cargo shall comply with the requirements of the International Code for the Safe Carriage of Packaged Irradiated Nuclear Fuel, Plutonium, etc. and shall be surveyed and be provided with the International Certificate of Fitness for the Carriage of INF Cargo.

Q. What certificates are required to be carried under SOLAS chapter VIII?
1. Operating Manual for nuclear power plant
A fully detailed Operating Manual shall be prepared for the information and guidance. The Operating Manual shall always be kept up-to-date.

2. Nuclear Cargo Ship Safety Certificate or Nuclear Passenger Ship Safety Certificate
It is provided in place of the Cargo Ship Safety Certificate or Passenger Ship Safety Certificate, as appropriate.

Q. What certificates are required to be carried under SOLAS chapter IX?
1. Safety Management Certificate
A Safety Management Certificate shall be issued to every ship by the Administration or an organization recognized by the Administration. It shall, before issuing the Safety Management Certificate, verify that the company and its shipboard management operate in accordance with the approved safety management system.

2. Document of Compliance
A document of compliance shall be issued to every company which complies with the requirements of the ISM Code. A copy of the document shall be kept on board.

Q. What certificates are required to be carried under SOLAS chapter XI-1?
1. Continuous Synopsis Record (CSR)
Every ship to which chapter I of the Convention applies shall be issued with a Continuous Synopsis Record.

2. Enhanced survey report file
Bulk carriers and oil tankers shall have a survey report file and supporting documents complying with relevant paragraphs of ESP Code.

Q. What does CSR provide?
The Continuous Synopsis Record provides an onboard record of the history of the ship with respect to the information recorded therein.

Q. What certificates are required to be carried under SOLAS chapter XI-2?
The documents/certificates to be carried under SOLAS CH XI-2 are:
1. Ship Security Plan and associated records
Each ship shall carry on board a ship security plan approved by the Administration.

2. International Ship Security Certificate (ISSC) or Interim International Ship Security Certificate
An International Ship Security Certificate (ISSC) shall be issued to every ship by the Administration or an organization recognized by it to verify that the ship complies with the maritime security provisions of SOLAS chapter XI-2 and part A of the ISPS Code.

Q. What activities must be addressed in the ship security plan?
The plan shall make provisions for the three security levels as defined in part A of the ISPS Code. Records of the following activities addressed in the ship security plan shall be kept on board for at least the minimum period specified by the Administration:

  1. training, drills and exercises;
  2. security threats and security incidents;
  3. breaches of security;
  4. changes in security level;
  5. communications relating to the direct security of the ship such as specific threats to the ship or to port facilities the ship is, or has been, in;
  6. internal audits and reviews of security activities;
  7. periodic review of the ship security assessment;
  8. periodic review of the ship security plan;
  9. implementation of any amendments to the plan; and
  10. maintenance, calibration and testing of any security equipment provided on board, including testing of the ship security alert system.

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