INSTRUCTIONS TO MASTER FOR THE PREPARATION OF THE VESSEL FOR THE FORTHCOMING VET. INSPECTIONS.

case looks to be such please clearly state it to main office with request to be supplied accordingly. It is very important to the company we are working for, to have vessels ready, with as many approvals as possible, since the market in our days is not good at all and most likely is going to remain as such for at least the forth seen future. So to enable the comnanv to run the vessels effrciently and thus all us to have work to make our livinq for our families there is no other altemative than to help in whatever we can to this respect. To that extend please do bear in mind the following: 1. Vetting inspections are not casual and should never be treated as such. 2. Vetting inspectors are not coming on board for buying your vessel and to that extend whatever it is possible to be hidden from them shouid-be iSle. 3. Vetting inspectors have the right to ask questions - if they wish to do so - in order to establish the level of knowledge in as many areas as possible of the offrcers and the ratings, but thev are not allowed to interfere with the normal operation or the safety of the vessel at any time. I o that crtcnd relies on the Master to rcmind an1. of the inspcctors that sonrcthing hc lnay rcquested could be o1'a risk to thc vcssci's normal opcration ancl thus should bc avoidcd. 4. Good preparatiorl good and efficient briefing of all the Complement of the vessel is must. It should be clearly Understood by evervbodv on board that team work is necessary For obtainine a favorable result to any of the vetting Inspections.
5.

A.A. GENER{L. N.M. Should not be older than 2 months by the date of expected inspection, if

6.

Veltinq inspections time lenglh is onlr 1o maxinrurn 7 hoLrls .Ancl could be eren lcss il ressel is uell pr-eparecl lirl these. It is urracccptabie lbr any boiil on board nol tr) gi\ e his utnrost [)urirru tlrcsc in spcctions. Please make sure that along with the notice board ofno visitors, no Smoking e.g. that you is normally have to display by the ship's Accommodation ladder, you will make another notice board with the Following: no carneras allowed, mobile phones and/or pagers to be Switched off please on deck and make sure that the same will be Enforced and applies to inspectors as well. Oflice employees are not excluded from this and they should follow strictly All safety measures imposed by the Master of the vessel.

B.B.
1

BRIDGE.

Master's own standing orders should be posted on the bridge a:rd

Signed / known/understood by all navigating officers, these should Include the time intervals the Master wishes to have vessel's position Fixes (preferably every 30 min at open sea, during coastal navigation every 10 min as well as during heavy traffic and during vsl's approaches at ports and while pilotage every 3-5 min) and also distance wishes to be called during restricted visibility clearly to be stated (preferably 6 miles). 2. Master's night order book with daily entries while the vessel at sea and at anchorage and preferably not with the same repeated instructions to navigating officers and signed by all of them. 3. Celestial navigation should practice asitis quite impressive on one hand and on the other hand it is without any doubt good practice specially for the cadets. Records proving same should be available. Needless to say that you should have relevant sight books to achieve same. Celestial navigation is one precautionarv measure aqainst any failure of your electronic means of navigation , 4. Al1 charts covering present voyage should be corrected up to the last available N.M on board firct and then the rest of the chaxts available on board, latest notice to Mariners available should be not older than two months from the expected date of an inspection and the case will not be like this it is the responsibility of the Master to bring this to the attention of the office and evidence for doing this should be kept for sighting ifso asked. 5. Temporary and preliminary notices should be filed properly, to be entered in the voyage charts affected not only as numbers but the corrections actually done on the charts, make use of them , as well as the Pilot books notices. 6. Navigational warnings and weather forecasts should be filed correctly after checking them, initialing them and ifnecessary enter them on charts. 7. is the responsibility of each vessel's Master to check randomlv the corrections made on the charts as per supplied Notices to Mminers and to be able explain how this is done if you are asked so ,with evidence of doing so available. This random check should include T&P notice corrections and corrections made to the rest of the nublications like ALRS .ALLS and sailing direction books. 8. Passage plan should be in company's relevant work form including sailing instructions detailed instructions of charts to be used , the summary part should be also filled properly and make sure it covers berth to berth aad it is sisned and aoproved by the Master. Also it includes parallel indexing techniques. The watch level which includes the duty ofhcer the look out / helmsman or in cases the Master himself or even the pilot should be clearly understood and followed, also the method of position fixing should be clearly mentioned and at least on the restricted waters should be based on visual / radar ones crosschecked bv GPS and the actual markings on the charts to prove same. is totallv unacceptable to have onlv GPS Dositions when vou are naviqating in restricted waters after a

if

It

It

series

of accidents all authorities involved are obiectins to this oractice.

The under keel clearance should be calculated if about to pass flom shallow waters and all the important information should be reflected to the charts themselves like not to go areas, reporting points e.t.c. The safety of navigation in practice should be placed in danger because of maintenance or anything
else.

9.

Vessels not having fire detection system on the bridge should compensate by keeping a fire patrol book and the sequence ofchecks should be every hour for only
ten to fifteen min rounds to ore- selected and marked locations by the second available level watch (selected points to be marked as A, B, C. e.t.c. and marked accordingly inside accommodation).Vessels equipped with fire / gas detection

system same should be in order and always in operation. If there is something wrong with the system an entry should be done well in advance in the Bridge log book and a system to compensate should be established until your system is brought back to normal and then by another relevant log book

entry you
10.

will be notifying the

same.

Before vessel's approach at ports the use of the echo sounder should be made and proof of this is to sign and enter date and name of port in the
print out.

course recorder should be done and evidence to prove this is by the same way as described in item 10. 12. Company's standing orders should be posted and signed by all officers and understood and known to a1l of them. The watch-keepers duties should be also posted and siqned by all of them and of course should be followed. 13. Company's designated shore based officer with contact telephone numbers should be posted at the bridee . CCR.ECR . mess - rooms and known to evervbodv. There is no excuse for anybodv for not knowing same and excuses of the tlpe is Greek name and difficult are not acceptable. 14. Records for watch - keeping ofiicers rest hours should be kept on the bridge for navigating officers and ECR for engineers. Rest hour's records to prove that a particular officer is havins least 6 hours dailv continuous rest as per STCW and signed by each one or everything should be clearly stated in the company's relevant form. 15. Compass error book updated with several daily entries ,if weather conditions permit such observations. 16. Ballast tanks and void space records ofdaily checks while the vessel is in loaded passage for the soundings and ltydrSgalbqn_ghggks. 17. You are likely to be asked whether or not everything is operational at the bridse. If there is no wav for the inspector to check and this is always the case with radars. ARPA. E.M loe (ptqvrledlqlle i! adjusted to show O) )'ou should tell yes without any hesitation. You should also tell that ARPA is connected to the E.M. loe. otherwise is high-risk item and thus failine case for the shio.
18. Generally,

ll.Use of

the ollicer who comes on thc bridge during inspection should know everything there in details. fiom the location ol the emerqencl' shut ofT of the enqine room

thc

venlilators . the location ol the cmergencJ' hcacl ctuarters. thg oil spill equirrnrent location. to thc eristence of all librarr'! books e,t.c. It is unacceptable to listen llom a p4!b!qig!4! ollcer that " I do not know becausc somebod.v elsc is dcaling llith that". It has to be understood that if asked to shon to an'tone the shiD's libran bv mentioning specific books *c do not go bv numbers that the books are marked on the list that normalh exists. By doing so lve shorv to anvonc that at least n'e ncver used the books , please usc common sense to that extend. C.C. POLLUTION PREVENTION.

1.

2.

3.

4.

Wilden pumps should be placed on both sides of main deck after part and rcady for immediate use. Please make sure they are working and everybody knows their operation. During deck inspection deck air should be on for this reason. Pollution gear should be ready for use at the manifolds or other suitable place and all relevant lockers are kept unlocked and ready for access. All scupper plugs around main deck and poop deck are kept tightly closed and in case that there is any damage of them please use cement to ensure fu1l tightness. If there is rainy weather we do not let the deck to be full of water of course but the proper action is to place a man standing by the aftermost scupper plug on each side to unplug it to let the collected water to pass overtroard 4{ if there is the slishtest seen of oil on top he should have absorbent pads with him to use and the to place them back again. This should be repeated as nanv times as necessary. Drioping scuDper pluqs are the same as there would be no scupner olugs placed at all. Damaged scupper nlugs should not be used and do not be afraid to use cement instead of placing pollution risk in daneer. All ullage port holes and tank domes should be closed tightly and without gas emission. Same applies to all ballast tanks domes and bunker tanks. Make sure there is no any gas leak from the P.V. Valves and same have been checked for screen condition and the handle operation of the pressure side to be fiee and same checks are recorded in your maintenance book with last date
done.

5.

Engine room if there is a line from which you could pump out in case of emergency (engine room flooding) through your vessel's main fire pump and you still have another direct line for overboard discharge of bilges by passing oil water separator this line should bc disconnected by means of two blanked ends which should be welded and snool oiece ( if any ) should be removed . Please treat this quite carefully along with the chief Engineer and do the needful. This is a high-risk item otherwise. Please note that trefore arrival norts the system of the 15 ppm equipment should be flushed manv times with sea water and make sure that there is sisn of oil left. ANY oil stains on the hull of the vessel throush chests indicates violation of lVlarpol regulations and vou are abolt tg be cauqht.

D.D. CCR. CARGO OPERATIONS.

i. Discharge plan should
- in case this is applicable - with instructions for the junior offrcers in details divided in stages and signed by all of them who attending operations and approved / signed by Master. Please note that the normal instructions of C/O for ir-rniors are not enough and usuallv they are in- adequate. In these instructions should be clearly mentioned that 02 content ofthe tanks should be monitored frequently and recorded during the discharee (at least every two hours) and definitely before commencement of crude oil washing should be measured and found less than 6%o or if there even minimum requilqrnQats by l!!tq lerl lihat
be ready including

COW

vou are calling This you should actual do and not by anybody else but only by officers who should be aware of oxygen meter use. Junior offrcers have to leam that the pumping rate and the calculations for ROB quantity js not their onlv responsibility cluriug opcratior.rs. Junior ofllccrs arc also rcsponsiblc for the lay out of firc wircs and the continuous monitoring of their height on thc ship's side .tl.rc conect monitoring of thc m(roring arrangement and the conect and saf-e access to the vessel ( irccommodatior-r gang\\ia) ) among others. Also should be mentioned in the discharge plan or even loading plans the sftesses ofthe vessel acceptable at its stage and same to be monitored and recorded and print outs kept correctly. 2. CiO should have full knowledge of the use and method of calibration of all his portable instruments and gasses to be used for each occasion and do not allow anybody else who does have not a clue to be at the C.C.R. at the time of inspection. Records should be made for the calibration ofeach one in separate paper sheet of company's work form. Needless to say that we are trying to cover whatever it is possible and we are giving positive answers to major inspectors whether or not everything is operational ,without any hesitation , specially if there is not possible way for them to find out without interfering normal operation of the vessel. 3. Following records should be available at C.C.R. with prove evidence actual conducting same, gas tightens ofall Pumproom, forecastle and that whatever we are recording we actually conductine as well. l{igh lclcl alarm tests. P.V valves routine checks ( llr scrccn condition and trce handle move ). I.G. Non relurn valve check. l.Cl. main isolation valve check" exxon sc'a chcsts chccks (at least belore alrival) rvith lr.rll arvalcncss of the pdql1]lqlll!! IIED Ald nidship storc lights. COP emergencl- trips tr) out (B.P. r'equires thc enrcrgcnc]' trips ol the COP's fi'om the nraniiolds to bc tricd

out actually during present operations so in that respect do record the needful a1 your operatiot.ts log book soon after you started operations ), cargo lines and C.O.W. line pressure tests with dates and method doing that have to match with oDerations made and recod example that you use stripping pump for presswe testins cargo lines but the entrv of suopling steam should be in the Ensine log book). Personal computers may be used in C.C.R but in no way the calculations of stresses e.t.c. should be based on the input programs but ONLY on the vessel's loading programs.

E.E.
1.

DRILLS.FIREFIFIGHTING.LIFESAVING EOUIPMENT.

All required drills by the company should be updated and files properly kept. Namely for anti pollution; abandon vessel; fire drills; everybody except duty people should participate and signed on relevalt crew list attached to each report. For fire drills place for conducting drill should be different each time, same different simulation applies to anti pollution drills and please do not forget that is SOLAS requirement for the lifeboats to be water bome every at least three months and these requirements should be fulfilled. 2. Records for maintenalce of wire falls, all accessories of the lifeboat davits; any works done to lifeboats should be available. 3. Records for checks of the rest ofthe lifesaving equipment should be available and updated, make sure about the correct fitting of the weak links ofthe liferafts, as records lor the rest ol fire fighting equipment. -l'hc 4. opcration of thc cmcrgcncy tire pump, the ltram room arrangcment. thc starting proccdurc o1' li1'e boat rxotors. the opcration ancl thc usc of brcathing apparatus should be know.r to cr.'crl:bodv on boarcl. Ant'onc on board . if asked should know and start the life boat motors, emergency fire pumD , emergenct diesel generator and horv to wear a breathing arrlraratus in order to savc his own and others lives. Plcase spent long time lbr such topics and make safetv committee mcctings for the samc reason,

F,F. DRUG - ALCOHOL POLICY. I would like to remind you that in house random alcohol
tests are required to be done twice a month and recorded accordingly with specific date on top of each record and not always for the same persons. You have to comply with company's circulars regarding alcohol consumption during operations and while the vessel is at pofis without any declination There is no exemption to these regulations to office employees rvho may be sailing with the vessel or

visiting hcr at a any port. Random checks *'hile inspecling personncl accommoclation (

\\,eekll irlspections ) ilrc advisable and il anltiring noticecl tltett the person involvctl shouid bc' given a u't'iLten warning and the olllce should be infbrnrcd.

G.G. P/R AND ENGINE ROOM / STEERING GEAR ROOM. 1. Bilges of above compartrnents should be dry and clean always
before vessel's approach at ports. Emergency fire pump ready for immediate start with starting bottle full.Further more you should be able to achieve a suflcient suction and delivery pressure for the fire pump and you should try to pressurize fire line to a suffrcient pressure ( around 7 kgsl cm2 ) is quite acceptable and everything should be recorded. 3. Steering gear room dry and without any oil. leakJbg_ lpglAlien of the emergency steering should be known to senior

2.

Enqineers.

H.H. HOT WORK/ ENCLOSED SPACE ENTRY PERMITS AND

TANK INSPECTION RECORDS. Hot work is only allowed in Ensine room wqrkshop after all
necessary precautions are taken and properly logqed down. Whatever deck jobs arc necessary to be done relevant cold work permits should be issued first for the removal of specific parts ( i.e sma.ll pipes , e.t.c. ) and then hot work permit should issued. Everything should be approved and signed by Master on whom final responsibility lies. t. Onl.'- one set o1- hot work should be ar.'ailable there is no deck ar.rd Engine room hot r.vork file. I repeat onl_y one set. ,) Anywhere else iI' hot work is done should be rvith the anproval of the safet)' departrrent o1- the conrpany and same approval to be altached to the hot work Ille. Il' thele is sonrehou' evidencc of hot work made ask a s a p qfilq lO lgnd to vOu backdated apple!4L ANY IIOT WORK RELATED TO TIIE STRLJCTURE OF TIJI] VIISSEL SHOLTLD BE, AVOIDED 'fO BE SHOWN EVEN iF YOL.I IIAVE COMPANY'S APPROVAL FOR DOING SAMI]. Above includes bulkheads. stringers. webs, but excludes pipes on top and bottom for which you can only show approval of the company. However please note that for having complete records you should log all steps asked to be taken that indeed have been followed. -tEnclosed space entries should be made for pumproom as well whenever you enter first once the blowers have been tumed on and if they have never been stopped after, you do- not have to

show any more entries since you have forced ventilation. If you have tank inspection reports make srue you have also for same dates enclosed space relevant entry. 5. For enclosed space entries THERE IS ONLY one entry or

each compantrngfiL aL Jagb-tdne.

Whatever is related to this paragraph H.H. is quite serious and if bv any chance vou are in doubt vou should contact office immediately asking further explanations. I am also available whenever you wish to ask me anvthinq.

I.I.

FOR U.M.S. VESSELS,

1. During

For unmanned machinery vessels following should apply : unmanned period the duty officer goes down for safety rounds in the E/R as per the instructions of the C/E which should be posted /signed and understood by all Engineer officers and discussed in a safety committee meeting with the rest of the vessel's officers. The duty officer before entering E/R has to inform Bridse-for his intentions and to inform Bridse aqain when he is goins out from the E/R. Bridse dufy officer makes a relevant entry in the log book about this, Same apnlies if the duty officer has to go down for any other reason during the un

manned period. 2. Motorman alone or anybody not holding engine room watch keeping certificate cannot enter E/R during unmanned period. This should be clearly mentioned on the Chief Ensrneer's standing orders which should be posted in the ECR 3. For unmanned vessels with a bridge control the engine room maneuver printer should be in operation end spare roll of paper available. For this please do not use bell book stating M/E control movements, this can cause confusion and indicates that the existing system is not reliable. 4. A comprehensive unmanned check list should be in force, please al your earliest convenience ask from M.T. Voyager to send to you their own to modify to your own specifications.

DOCUMENTATION . CERTIFICATES 1. Sopep has to include a list of the location of anti pollution equipment and items / quantity of each there and should be attached there.This list should be updated every month and signed by the Chief officer. Also Sopep it should include an updated coastal IMO contacts of recent year 1999 and in negative case please soonest I want to be advised about the same, so I will be able to bring a copy to you ( 65 pages ). 2. All certificates, which are valid, should be available for inspector or photocopies of them - if taken ashore - and not old void certificates. 3. Copy of OCIMF vessel's particulars should be available with the section of the shore training filed properly as per CR-T /19-98 and the matrix required for all offrcers service and license e.t.c. as well as a copy of the crew list. 4. E.S.P. file to be available with the condition evaluation report of the class as well as a copy of the last class quarterly list. For new buildings of course this paragraph does not apply.

J.J.

5. All of the rest required files and certificates. 6. If there is available any backdated 'not good port state control inspection' 7.
please do not show. During iuspcction this is the flrst pafi rvhich js likell tu be cramincd and normalll' lakes the most of thc inspcction's timc. Plcasc makc surc thal eyer)lhing is in order and vour self are tiuniliar rith thc clucstions that are aborjl to be addressed to 1'ou. A good inrprcssion tirr a good certillcate filing is iikell' to impressed lavorablc thc inspcctor. Avoicl searciring last nrinute fbl or.ic ol thc othcr book r' ti lc that the least vou shon is llrat lou l.lcvcr bccn across thcrn tet. A detailed list of the documents that vou should have available is also attached at the end of these instructions.

K.K. OIL RECORD BOOKS

1. For the operations
deck log book do not forget to enter under code O the change of mode - whenever this is applicable - and under the same code whenever applicable - and if IOPP certificate provides same facility the tralsfer of engine room bilges to slop same date this is entered in engine oil record book as well. For shore de ballasting of dirty ballast the receipt should be attached and
available.

2.
3.

4.
5. 6. 7.

From ullage of slop and interface of oil water after the decanting of slop ( after tank cleaning operations ) make sure that the right quantity is been discharged either to shore facilities or found as OBQ before loading. Whenever using ODME should be the print out available. Engine room collecting residues method is to noted down by using code C 11 ( I or 2 whatever applicable conectly ) and for disposing above code C 12 . Avoid showing transferring engine room bilges to slop while on loaded passage ( if facilities are there of course ). Whenever usilg oil water separator for pumping to sea bilges you should use since back fiom July 1998 code D and relevant numbering since your oil water sepaxator is fitted with automatic stopping device. Do not use in any case code E since this applies only to firll aulomatic vessels which is not
YOUI
CaSe.

L.L. MONTHLY PLAN MAINTENANCE.

You should prepare and have ready for the inspector your deck and engine room plan maintenance for the past and also for the next month. \\'hatever recolcls Iou *ill shor;r' to hirn is to be avoided to be mentioned an_v- fitters rvork or an)'thing lhat inrolr,cs ho1 r.rork as desclibed above in the lele\ant seclion 1br nlriclr you do nnt kcep hot rvork pernrits ALL TIIE ['(IMPANY'S INSTRI.]CIIONS t{hGAIi.l)lNG

PllII4BAl_1Ql:{_rc81'ES srr-' s TNSPEc' SHOLTLD llE Ir[)l-l.OWl]l) AS \\"H-l- AS

III(ill

Sr\FETY

PRECAUTIONS. if you are in doubt for anytling of the above do not hesitate to contact me ASAP and to notiry me any major problem which is likely to affect negatively the inspection.
Please

PORT STATE CONTROL/U.S.COAST GUARD INSPECTIONS.

Whenever a port state control is expected or whenever vessel calls to any of U.S. Ports you should pay more emphasis to the cosmetic appearance of the vessel , the pollution part and the ISM section which follows.

I.S.M. DOCUMENTATION. l. Most important is to know the contact numbers of your designated persons and whenever you have to call them you should contact them without fail. Please note that recently telephone numben for Athens have been changed for this reason even if the forms are not yet updated your notes should include the correct numbers ( applies to residence telephone numbers only ), Above is very important to vessels calling U,S . or European ports. Above names and nunbers should be known to all
officers. The company policy should be clearly understood by all ollicers and the crew members should be familiar with the main procedures of the company as well like drug and alcohol , what the company states in case of I.G. failure, and, above all their duties should be given to each and everT one and preferably posted on each one cabin. 3. Records should be kept and you have to nake surr that the entries are matching with the ones on enother file. For example you cannot declare hot work done on any pipe in the E/R work shop if before you did not have any cold work done for the same pipe's dismantling and assembly after the repairs are over, or you cannot issue ballast tank inspection report form if you have not issued enclosed space entry for such compartment, or you cannot issue an enclosed space entry to any cargo compartment if previously same compartment is not washed and in the oil record book is not shown that the vessel had correctly disposed the washings. Overy single entrv is a link of a chain and if a link breaks the whole chain will be then useless it is rather very difficult to try to hold a link of a chain usins naper slue. Therefore everythins should be considered twice before making it and the consequences coming from it. 4. Special attention should be paid for the NCR's ( non conformities ), please check twice whether or not you have any pending and falling limit date is due. You have to make sure that nothing is overdue. Trust you will do the needfi , thanks for yow efforts.

2.

Besl regards,